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Starting Excel 2007

1. v To select multiple non adjacent cells select a cell or cell range and hold down the lt Ctrl gt key while you select other cells DoubleTechs com Remote Computer Repair Page 27 Worksheet Basics Overview of Formulas and Using AutoSum This lesson introduces what spreadsheet programs are really all about formulas Formula overview Formulas are values but unlike regular values formulas contain information to perform a numerical calculation such as adding subtracting or multiplying All formulas must start with an equal sign Then you must specify two more types of information the values you want to calculate and the arithmetic operator s or function name s you want to use to calculate the values Formulas can contain numbers like 5 or 8 but more often they reference the contents of cells For example the formula A5 A6 adds the values in cells A5 and A6 Using these cell references 1s advantageous because if you change the values in the referenced cells the formula result updates automatically to take the new values into account You re already familiar with some of the arithmetic operators used in Excel formulas such as the plus sign Functions are pre made formulas that you can use as shortcuts or to perform calculations that are more complicated For example the PMT function calculates loan payments based on an interest rate the length of the loan and the principal amount o
2. You can also format cells with data bars color scales or EALEN Saet eroro Ea mer e x s g Ham Inet Pagelayoud Farmila Dal ivr Vir ge 2 x icon sets to visually display variations in the values of Ak am aie cote gt Eines Gimeno a Ils i a pea a Reel Delete a S cells 1n a range me loa a ieee Si Pepica Rates eet 22 gt ere cena Ses e o oat OOE shame mtr 2 ay wes oO ai ey fe lt Ba B10 oo 1 Select the cell range you want to format Ba Fe ee ee ee ee eee a eT 1 Income amp Expenses T Ef Color faiti j 2 Click the Home tab on the Ribbon and click the i lincome EEE cor a Conditional Formatting button in the Styles group Ezz c ne a a M rrr TL 7 Office 500 600 700 B00 B00 GS clear nutes 200 eie A P r i Let s take a closer look at three similar types of Evar MOOO TAO TAO TAO 7408 13 man Bus ssas Cue conditional formatting ee Tewm Maoa Anine ALAA 1661 eece iuala 12 Net Ine B 300 fevers Gema Pee E 200 2 220 eoece tas Data Bars Colored bars appear in the cells The F i a x x x ees longer the bar the higher the value in that cell You ray can choose from different bar colors Color Scales Cells are shaded different color Figure 4 15 Applying conditional formatting gradients depending on the relative value of each cell compared to the other cells in the range You can choose from different colors Income amp Expenses Icon Sets Different shap
3. 165 Adjust PivotTable Field List layout 165 Show Hide PivotTable elements 165 Layout group on the Design tab 166 Grouping PivotTable Items ccceeesseee 167 Group dates or times ccceeeseeeeeees 167 Group numeric items cceeeeeeeeeeees 167 Group other selected items 0 167 Ungroup items cccceesseeeeeeeeeeeeeeeeees 168 Updating a PivotTable cccccssssssseeeeeeees 169 Refresh PivotTable data 6 169 Change PivotTable data source 169 Formatting a PivotTable ccccssssseeeeeeeeees 170 Apply a built in style eee 170 Work with style options 0 cee 170 Creating a PivotChalt ccccccsssssssssseeeeneees 171 There are many ways to analyze worksheet data including sorting and filtering records This chapter explains how to use a PivotTable to analyze data ranges A PivotTable is usually the best way to summarize and analyze data ranges or tables PivotTables are good for grouping or expanding levels of data switching columns and rows pivoting data and filtering and sorting They lend themselves particularly well to summarizing long lists of data that need to be summed This chapter explains how to create PivotTables modify their structure and create PivotCharts that graphically illustrate PivotTables Using Exercise Files This chapter
4. 000 85 Using Chart Templates cccccssssessseeseeeeees 86 Save a chart as a template 86 Create a new chart using a template 86 Delete a template cccsssceesseeeeeees 86 Charts allow you to present data relationships or trends graphically Charts are often better at presenting information than hard to read numbers in a table or spreadsheet In this chapter you will learn how to create edit and format dynamic looking charts Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 72 Creating and Working with Charts Creating a Chart In Excel 2007 you can quickly create a basic chart using your worksheet data 1 Select the cell range containing the data and labels you want to chart Tip You can chart non adjacent cells if you hold down the lt Ctrl gt key while selecting the cells
5. File name Canada tourists mdb v Access Databases v Tools v Cancel Figure 13 4 The Select r Import Data Select how you want to view this data in your workbook HE Table is PivotTable Report i PivotChart and PivotTable Report E Only Create Connection Where do you want to put the data Existing worksheet A 1 Eis C New worksheet Properties Cancel Figure 13 5 Select how you want to import the data into the workbook in the Import Data dialog box 1 RA CER 1 ame 7 Mr Janes 3 Cc D E F LE T Last Name AddressLinel Lime 1 ka icky ESA ZIP Coda Britt 550 Pine Rd Cedar Falls MN 55543 Mirs Kirn Richter 103 7th St Mankato MN 56001 A Nr Joe Pauls 39 Park Ave Hudson Wil 55318 5 Mrs Susan Cho 4311 Riverside Lane Minneapolis MN 55439 6 Mrs Jane Erickson 900 Redwood St Apt 501 5t Paul MN 55981 7 Mr Jeff Mitchell P O Box 103 Le Sever MN 56058 E Mrs Melissa Peterson 1536 Penkwe Way Rock Island IL 61201 12 Figure 13 6 The Access database data imported into a table in Excel Page 196 Working with the Web and External Data Text Import Wizard Step 1 of 3 Impo rt data from a text fi le The Text Wizard has determined that your data is Delimited If this is correct choose Next or choose the data type that best describes your data You can also import data from text files with txt and csv ote C
6. Page Margins Header Footer _ Sheet Print area Print titles Rows to repeat at top E Columns to repeat at left A A Print Gridlines Comments None Black and white Cell errors as displayed _ Draft quality EJE Row and column headings Page order Down then over Over then down Print Print Preview Options Figure 7 7 Adjusting print titles gridlines and headings on the Sheet tab of the Page Setup dialog box Click to return to the dialog e box after selecting cells Page Setup Columns to repeat at left Y A A Figure 7 8 The collapsed Page Setup dialog box Page 114 Working with Page Layout and Printing e Headings The column and row headings A B C and 1 2 3 appear by default in the spreadsheet to help identify cells Select the Print option so these headings are printed with the data 2 Select the options you want to use in the Sheet Options group If you selected the Print check box for Gridlines or Headings you can preview how the worksheet will print in Print Preview or Page Layout view Other Ways to Print Gridlines or Headings Click the Page Layout tab on the Ribbon and click the Dialog Box Launcher in the Sheet Options group Select the option you want to use in the Print area Here you can even select a different print
7. Figure 4 1 The Format Cells dialog box Table 4 1 Font Formatting Buttons E Bold rd Italic U Underline list arrow Calibri Font list arrow li Font Size list arrow A a Increase Decrease Font Size A Font Color list arrow DoubleTechs com Remote Computer Repair Make text darker and heavier Make text slant Add a line or double line under text Select a different font Adjust font size Adjust font size by one increment either larger or smaller Adjust text color Page 56 Formatting a Worksheet Formatting Values Applying number formatting changes how values are displayed it doesn t change the actual information Excel is often smart enough to apply some number formatting automatically For example if you use a dollar sign to indicate currency such as 548 67 Excel will automatically apply the currency number format for you 1 Click the cell s with the value s you want to format 2 Click the Home tab on the Ribbon and click a formatting button in the Number group The values are formatted See Table 4 2 Number Formatting Buttons for more information on buttons in the Number group Other Ways to Format Values Right click the cell s you want to format Click a formatting button on the Mini Toolbar Or right click the cell s you want to format and select Format Cells from the contextual menu or click the Number group s Dialog Box Launcher Sele
8. Tips v Use passwords that combine upper and lowercase letters numbers and symbols v Make sure you remember the passwords to your workbooks because Microsoft can t help you if you forget Y Besides protecting a workbook with a password you can apply worksheet protection to individual worksheets and worksheet elements DoubleTechs com Remote Computer Repair Page 101 Managing Workbooks Protecting Worksheets and Worksheet Elements You can prevent unauthorized changes to your data by protecting worksheets In a protected worksheet none of its contents cells or other elements can be changed However you can prepare the worksheet so that certain cells and elements can be changed after it 1s protected Make cells editable in a protected worksheet If there are cells that you want users to be able to change in a protected worksheet you need prepare the worksheet by unlocking the cells 1 Display the worksheet you want to protect By default all cells in the worksheet will be locked when the worksheet is protected Unlock the cells that you want to edit and change after the worksheet is protected 2 Select cells that you want to remain editable after you have protected the sheet Now unlock the cells 3 Click the Home tab on the Ribbon click the Format button in the Cells group Notice that Lock Cell near the bottom of the list is highlighted This indicates that the cells are ready to be l
9. 7 8 3 000 4 000 4 000 4 400 13 700 15 300 15 300 4 gt gt Sheeti Sheet Sheet3 1 A Figure 7 3 Moving a page break in Page Break Preview view Page 110 Working with Page Layout and Printing Other Ways to Insert a Page Break Click the Page Layout tab on the Ribbon and click the Breaks button in the Page Setup group Select Insert Page Break from the list Remove a page break You can remove a page break that you no longer want 1 Click and drag the page break line outside of the Page Break Preview area The page break 1s removed Other Ways to Remove a Page Break Select the cell below or to the right of where you want to insert or remove a page break Click the Page Layout tab on the Ribbon and click the Breaks button in the Page Setup group Select Remove Page Break Select Reset All Page Breaks to remove all page breaks Tips Y You can remove all manual page breaks in the worksheet at once Right click any cell and select Reset All Page Breaks from the contextual menu v When you re done working with page breaks you can return the worksheet to Normal view Click the Normal icon on the status bar Table 7 2 Inserting Page Breaks Page Break Type Position the Cell Pointer Here Horizontally Vertically Horizontally and Vertically DoubleTechs com Remote Computer Repair Pa Wd 9 Sales7 2 Microsoft Excel Home Insert Page Layout Formulas
10. Figure 16 15 The Office Button menu Document Management Document Workspace Create a Document Workspace site if you want to share a copy of this document with others Your local copy of the document will be synchronized with the server so that you can see your changes and work on the document with others When you dick Create a new site is created automatically Tell me more Document Workspace name Tourism Assessment Location for new workspace Type new URL Create Figure 16 16 The Document Management task pane Page 251 Advanced Topics Creating a Custom AutoFill List You re already familiar with Excel s AutoFill feature It s the nifty function that automatically enters a series of values If you find yourself typing the same list of words frequently you can save yourself a lot of time by creating a custom AutoFill list Once you have created a custom AutoFill list all you have to do is type the first entry of the list in a cell and use AutoFill to have Excel complete the rest of the list for you Create a custom AutoFill list 1 Click the Microsoft Office Button and click Excel Options 2 Click the Popular tab and select Edit Custom Lists in the Top options for working with Excel section The Custom Lists dialog box appears 3 Click NEW LIST in the Custom lists box 4 Type the first entry you want to include in the AutoFill list and press lt Enter gt Repe
11. lt Ctrl gt lt End gt Key Tip badge 2 13 i Excel 2t 1 q 1 a lt Hone py Dm m Re f Calibri ii IA a e P B z u i AE HI S H Clipboard Font i Alignment E Figure 1 7 Press the lt Alt gt key to display Key Tips Page 16 The Fundamentals Using Contextual Menus and the Mini Toolbar There are two tools that you can use in Excel 2007 that make relevant commands even more readily available contextual menus and the Mini Toolbar Contextual menus A contextual menu displays a list of commands related to a specific object or area To open a contextual menu 1 Right click an object or area of the worksheet or program screen A contextual menu appears displaying commands that are relevant to the object or area that you right clicked 2 Select an option from the contextual menu or click anywhere outside the contextual menu to close it without selecting anything The Mini Toolbar New in Excel 2007 is the Mini Toolbar which appears when you select text or data within a cell or the formula bar and contains common text formatting commands 1 Select text or data within a cell or the formula bar The Mini Toolbar appears above the text or data you selected O Trap Sometimes the Mini Toolbar can be hard to see due to its transparency To make the Mini Toolbar more visible point to it Tip A larger version of the Mini Toolbar also appears along wi
12. 1200 i Jan Feb Mar Apr May 11700 Options v Figure 3 5 A worksheet with the Clipboard task pane displayed DoubleTechs com Remote Computer Repair Page 44 Editing a Worksheet Using the Paste Special Command Excel s Paste Special command lets you specify exactly what you want to copy and paste For example you can use the Paste Special command to replace the formula with its calculated value 1 Copy or cut an item as you normally would 2 Click the cell where you want to paste the item Paste All All using Source theme 3 Click the Home tab and click the Paste button list canine Ai aet De arrow in the Clipboard group Vahes Comin wiih Use one of the paste special options that appears in Te Seen ee ee ee the list or open the Paste Special dialog box ssid VES A A ae Validation 4 Select Paste Special sa i None Multiply The Paste Special dialog box appears Add Divide Subtract 5 Select a paste option and click OK Skip blanks Transpose 6 Press lt Enter gt Paste Link Cancel Other Ways to Paste Special Paste as you normally would Click the Paste Options Smart Tag that appears next to the Exercise Notes e Exercise File Sales3 5 xlsx e Exercise Use the paste special command to replace the formulas in cell range G4 G9 with their calculated values Type Net Inc in cell A12 and enter the formula B4 B10 in B12 Copy cell B12 and pas
13. 2 Select the publishing option you want to use and follow the instructions to publish the workbook Fax or e mail a workbook You can also share a workbook by faxing or e mailing it 1 Click the Office Button and point to Send Four send options appear e E mail Your e mail program opens and the workbook is included as an attachment e E mail as PDF Attachment Your e mail program opens and the workbook is included a PDF attachment to the message e E mail as XPS Attachment Your e mail program opens and the workbook is included as an XPS attachment to the message e Internet Fax Complete sending the fax through your Internet Service Provider If you don t have one a message appears 2 Select the send option you want to use and finish the process to e mail or fax the workbook DoubleTechs com Remote Computer Repair If the Excel Services option is unavailable your version of Office Excel 2007 does not support publishing a workbook to Excel Services ey HI C Sales6 11 Microsoft Excel 5 x i x a sacs Distribute the document to other people D Excel Services ry Save for Excel Services specify what is a uy Open shown in the browser and set options L Document Management Server m Save 5 T Share the workbook by saving it toa mm I document management server e M L j BS Create Document Workspace al saveAs gt 2 create a new site for the workbook and keep
14. ax A i jE s Orientation a Bipaks os Width Automatic Gridlines Headings Th Aly _ Size A Background Height Automatic V View V View i a E Arrange me Print Area 3 Print Titles je Scale 100 ang ere Print Print Themes Scale to Fit la Sheet Options l Bottom 0 75 F a D20 Right 0 7 sa Footer 0 3 m O E G Ri i 1 Bottom 1 Monthly Sales J op 0 75 Bottom 0 75 1 pas Right 0 25 2 Header 0 3 Footer 0 3 Feb Mar 3 rica aie 0 17 000 18 500 4 5 Supplies 1 200 2 500 3 000 6 Office 500 600 700 T Wages 7 000 7 000 7 000 8 Utilities 3 000 3 000 3 000 9 Total Exp 11 700 13 100 13 700 10 R Sal Net Inc 2 300 3 900 4 800 44 gt h Sheeti Sheet2 Sheet3 2 Ready Page 1 of 2 Figure 7 5 Adjusting margins Page 112 Working with Page Layout and Printing Adjusting Size and Scale If you plan to print a worksheet on paper that isn t Letter size you ll need to select a different paper size in Excel You can also adjust the scale of your printed worksheet so that the printed data stretches or shrinks to fit the number of pages you specify Adjust paper size You can print Excel worksheets on many different sizes of paper 1 Click the Page Layout tab on the Ribbon and click the Size button in the Page Setup group A list of common page sizes appears 2 Select the paper size you want to use fro
15. e Click the Insert Function button on the formula bar and edit the function arguments in the Function Arguments dialog box e Click in the formula bar and directly edit the function in the formula bar Table 8 2 Function Categories Most Recently Used Lists the functions you ve used most recently All Lists every function available in Excel Financial Lists financial functions to calculate interest payments loans etc Date amp Time Lists functions to calculate date and times values Math amp Trig Lists math and trigonometry functions such as SUM COS and TAN Statistical Lookup amp Reference Lists statistical functions to calculate averages standard deviations etc Lists functions that lookup or reference values Database Lists functions that lookup or calculate values in a list or database Text Lists functions that can be used with text or labels Logical Lists IF THEN conditional type functions Information Lists functions that return information about values and the worksheet itself Engineering Lists functions used in engineering calculations Cube Lists functions that extract data from OLAP cubes DoubleTechs com Remote Computer Repair Page 121 More Functions and Formulas AutoCalculate and Manual Calculation You have a few options for how Excel calculates worksheets Besides using formulas Excel can automatically perform certain calculations all you have to do is select the cells You
16. 1 If you want to select a range of non adjacent cells A press and hold the lt Ctrl gt key while selecting cells 3 Income 17 000 4 2 Click the Name Box on the formula bar 5 Supplies 2 500 The Name Box is at the left end of the formula bar 6 Office 600 and displays the name of the cell in the upper left 7 Wages 7 000 corner of the currently selected range Ta Utilities 3 000 9 Total Exp 11 700 13 100 3 Type aname for the selection You can enter up to 255 characters Figure 8 8 A defined name in the Name Box O Trap You can t use a cell reference like B2 as a name and you can t use spaces in a name use an underscore or period instead 4 Press the lt Enter gt key The defined name is confirmed Other Ways to Define a Name for a Cell Range You can use existing row and column labels as defined names Select the cell range to name including the row and or column labels Click the Formulas tab on the Ribbon and click the Create from Selection button Select the name options you want to use and click OK The resulting defined name refers to only the cells with values not the cells with the row and column labels Define names with the New Name dialog box For more options and flexibility when defining names you can use the New Name dialog box Here you can define names for cell references constants and formulas 1 Click the Formulas tab on the Ribbon and click the Define Name button in the Defined Name
17. 3 Select a file type and enter the row at which you want to start importing Click Next Data preview e Month in Review e summary for the month of April is as follows Step 2 of the Text Import Wizard appears Specify the delimiters used to separate the data in the text file 4 Select delimiters or specify fixed width column breaks Click Next Step 2 Set the delimiter used to separate data in the text file A review is shown of how the data looks with the selected Step 3 of the Text Import Wizard appears Select a Sacer column and choose the format you want to use for its d at a Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format You can also select Do not import column skip onena General A and the column will not be included in the Excel Text miatea paeroa a aaan workbook Date mov x Advanced Do not import column skip 5 Specify a format for each column or skip the column Click Finish Data preview The Wizard closes and the Import Data dialog box appears asking you where you want to import the data in the workbook 6 Select where you want to put the imported data Click OK Step 3 Select a column and choose the format you want to use for the data Or select the option to skip the column The data from the text file appears in the workbook Figure 13 8 Importing data with
18. Click the second list arrow in the Order column and select the option you want to use Now the data will be sorted with the color or icon you selected placed on top or bottom as you specified You can specify additional colors or icons by adding additional levels to the sort Exercise Exercise File SalesReps9 2 xlsx Exercise Sort the data by the Sales column so that the red cell icon is on top Add a second sort level to sort by the Sales column Cell Icon and this time with the yellow icon on top Now the sales reps should be sorted from red icons on top green icons on the bottom Finally clear conditional formatting from the sheet click the Conditional Formatting button in the Styles group on the Home tab Point to Clear Rules and select Clear Rules from Entire Sheet Sort ay Add Level X Delete Level BA Copy Level Options J My data has headers Column Sort On Order Sortby Sales Cell Icon m Q m On Top m Thenby Sales Cell Icon fyi Figure 9 4 Sorting by cell icon in the Sort dialog box Page 135 Working with Data Ranges 8 Optional Click Add Level button in the Sort dialog box A sort level is added Tip Click the Delete Level button to delete the selected sort level you no longer want to use 9 Optional Repeat the steps to define the new sort
19. D The statement InputBox B The Clip Art button is located in the Illustrations group on the Insert tab C Whenever a picture or graphic has been inserted into a worksheet the Format contextual tab appears on the Ribbon under Picture Tools A The cropping tool is not useful when it comes to changing the color of a picture or graphic False Changing the visual style of a picture or graphic does not alter the picture or graphic itself just how it appears on the worksheet D An adjustment handle is used to adjust a shape s most prominent feature such as the point of an arrow or the spikes on a Star True A visual style is a set of different formatting commands that can be applied to a shape in one single step D Holding down the lt Shift gt key as you click and drag an object s sizing handles maintains the object s proportions True Holding down the lt Ctrl gt key as you click and drag an object copies the object C Morph is not a type of special effect in Excel 2007 C To select multiple objects in Excel press and hold down the lt Shift gt key as you click each object that you want to select DoubleTechs com Remote Computer Repair Page 290 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 V72 True In order to make changes to an object that is part of a group you ne
20. Split a worksheet window When a worksheet window is split you can make changes to the worksheet as you normally would and you can view Each section can multiple areas of a worksheet at once be navigated independently Split button 1 Select the cell where you want to split the window gt Sales6 3 Microsoft Excel aml jes lt Review View ox Page Layout Formulas Data The worksheet will be split above and to the left of alll Q WickNewwindow FO So the active cell creating four panes unless you select a lo Span p ms EF a cell in the top or bottom most visible row or the EEEE erent HE Freeze Panes C Ad wortspace Widows Window Macros left most visible column in which case the screen will be split into only two panes Income amp Expenses 2 Click the View tab on the Ribbon and click the Split button in the Window group _Feb_ _Mar__Apr__May June 10 Total Exp 13 100 13 700 15 300 15 300 16 830 The worksheet is split into sections that can be i T i i 12 Net Inc 3 900 4 800 1 200 200 220 navigated individually without moving other 13 M a E sections Tip If you want to move the location of a split you can click and drag the split line Figure 6 6 A split worksheet window When you no longer want the window to be split remove the split 3 Click the Split button in the Window group The window is
21. j a r _ lan md y fF d A ce p J Cell hie B Poet ni re Eelect Cipbeand fora Doer adi Mimie i Sya Celle ding Hi c teu au A amp c D E F a pi j 3 income amp Expenses 2 3 Tan Feb Mar Apr May jume 4 income 12000 5 17 000 5 15 500 5 16500 15 500 17 050 5 G Supplies 1 200 2 900 3 000 3 500 2 500 1 850 7 Office S00 tt 700 ma 00 a80 8 Wages 7 000 7 000 7 000 7 000 7 000 7 700 3 utilities 3 000 3 000 3 000 4 000 4 000 4 400 10 Total Exp 11 700 13 200 13 700 E isi Bisio Biase IF Net Inc oS 300 5 3900 54800 51200 Gs 2008s 20 Figure 4 20 The worksheet with edited conditional formatting Page 70 Formatting a Worksheet Finding and Replacing Formatting Excel s Find and Replace features can find and or replace formatting in addition to text and information 1 Click the Home tab on the Ribbon and click the Find amp Select button in the Editing group 2 Select Replace The Find and Replace dialog box appears displaying the Replace tab Other Ways to Open Find and Replace Press lt Ctrl gt lt H gt 3 Click the Options button The dialog box expands to display more search options 4 Click the top Format button The Find Format dialog box appears 5 Select the formatting options you want to find and then click OK 6 Click the bottom Format button The Replace Format dialog box appears 7 Select the new form
22. 1 Ssles7 ta than workbook open However if there is only D gt a fal one open it closes it and causes you to exit the Vay pen 3 Sales8 5 I Excel program entirely 4 Sales8 4 Al a 5 Sales 3 A 6 Sales8 2 I IN I amp Sales 6 I Print gt o sales74 i E Sales7 5 I A Prepare Sales7 3 I R Saless 2 A Send k Sales7 1 Sales6 10 l Sales6 3 l WT Publish Sales6 9 I 2 Excel Options lt Exit Excel Figure 2 22 Closing a workbook DoubleTechs com Remote Computer Repair Page 38 Editing a Worksheet Editing Cell Contents cseceessssessseeeeees 40 Edit cell CONTENTMS cccseeeeeeeeeeeeeeeees 40 Replace cell contents c ccceeeeeeeees 40 Clear cell Contents cccccesesseeeeeees 40 Cutting Copying and Pasting Cells 41 Moving and Copying Cells Using the Mouse 43 Using the Office Clipboard cssccceeeee 44 Using the Paste Special Command 45 Checking Your Spellling cccccssssssssseeeeeeees 46 Inserting Cells Rows and Columns 48 Deleting Cells Rows and Columns 49 Using Find and Replace 2 cccccssesesssseeeees 50 Search OPTiONS cccccesseeeeceeeeessaeeeeeeeees 51 Using Cell Comments seeeeeseeeseeeeeeees 52 Insert a COMMENT cccceeeeeeeeeeeeeeee
23. 1001 Alumi GBringto Front Paes eoes eae Er i oa T4 Sendto Back IH Thy Selection Pane Sk r toge p e g gt Arrange F G _H 1 Figure 15 5 The Picture Styles gallery DoubleTechs com Remote Computer Repair Page 218 Working with Objects Inserting Shapes Excel 2007 comes with an extensive set of ready made shapes called AutoShapes that you can use to easily draw shapes on your worksheets The Shapes gallery contains over a hundred common shapes and lines such as Stars arrows and speech balloons Draw a shape To insert a shape into a worksheet draw it 1 Click the Insert tab on the Ribbon and click the Shapes button in the Illustrations group The Shapes gallery appears Table 15 2 AutoShape Categories describes the different types of shapes that are available 2 Click the shape you want to insert Tip One of the shapes you can enter here is a text box which allows you to enter text and position the text object anywhere on the worksheet The arrow pointer changes to a cross hair 3 Click and drag on the worksheet until the shape reaches the desired size Tip To draw a straight line perfect square or circle or to constrain the dimensions of other shapes press and hold down the lt Shift gt key as you drag The shape is inserted onto the worksheet and the Format contextual tab appears on the Ribbon under Drawi
24. 17 Los Angeles New York Washington B C it 4 Sheetl Promoton Sales WJ Ready 2d DoubleTechs com Remote Computer Repair Page 171 Most people don t realize that Excel has Analyzing and Organizing Data seh ap gies cre the manual way i osteo cee PE E nE This method can help you get by in Display a Scenario essssssseessseeesssseee 174 SHBG SUAS IST USO MISE l l when you need to perform more complex Creating a Scenario Report s sesscesseeee 175 what if analysis or organize large lists of Create a Scenario Summary report 175 An Working with Data Tables ccccsesseesseenees 176 Create a one input data table 176 a SEDE til vine Sann Fa Create a two input data table 177 a R E eer l organizing These include tools for Using Goal Seek TTT TITTLE eee 178 creating multiple worksheet scenarios Using SOIVEL ssssssssesessssssssesesesesessssesraneeseees 179 using Goal Seek and Solver tools to Install the Solver add in cccceeeeee 179 perform what if analysis and organizing Use Solver cccccceeeeeeeeeeeeeeaesssseeeees 179 your data by subtotaling outlining or Using Data Validation ssssssssssssssssssssssseeessssees 181 consolidating Set validation Criteria cccceceeeeeeees 181 Create an input message 000 182 Using Text to COlUMins ccsecccsseeessseeessceees 183 Using Exercise Files Split data usi
25. 3 Select the option s you want to use in the Table Style Options group J Header Row W First Column Total Row 7 Last Column Banded Rows Banded Columns Table Style Options SalesReps10 8 Microsoft Excel Home Insert Page Layout Formulas Data Review View Table Name lig Summarize with PivotTable ES J Sf W Header Row W First Column 7 Tablel a Remove Duplicates 9 Total Row Last Column A Export Refresh Quick E Resize Table 42 Convert to Range s2 V Banded Rows Banded Columns Styles Properties Tools External Table Data Table Style Options Table Styles F Sweet Winters Martinez Brown Dahl Total 8 M 4 Sheet1 Sheet2 Sheet3 3 A Ready 7 Figure 10 14 A table with the First Column A and Last Column G selected DoubleTechs com Remote Computer Repair Page 156 Working with Tables Creating and Deleting Custom Exercise Table Styles Exercise File SalesReps10 9 xlsx e Exercise Create a custom table style and give it your Besides using the table styles included in Excel you can name Choose your own desired fonts borders and fill create your own custom ones Custom table styles are formatting for the table elements Apply your new custom table style to the table stored only in the workbook where you created them Delete the custom table style from the table styles gallery they won t appear in your other w
26. Microsoft Office Excel 2007 Student Edition Complete nih DoubleTechs com Remote Computer Repair Table of Contents THe Ua A Seacoast EE EE EEEE EA E EE 10 ANEK EI ZOO er ert te ee rE E E O ere ee ee 11 wnae New IM exp p 0 0 aeewemenens meter renee a E nao E E es 12 Wnderstanding the Excel Progra SCreen scisesscceusccstnciacacaiunctoasacewaaie swecuescccnssahicacncuela vusainadedce E 13 Understanding the ID DO Me vndesacecetccnssatsteuesseanedacesetsectstoasAncatecssesacensceseg rose dacasetesadavecetencessaccts2ososeexebadanasseeceetegentedest 14 Using the Office Button and Quick ACCESS Toolbar cccccccccccccceeceeeseesseseeeceeeceeeeseeeeeeaeeesssessseeeeeeeeeeeeeseseeeaaaaas 15 Using Keyboard COMMIS esac cd ctccetsaxes nsec necadncematarscap scosstemarene set sdodssunetanaset socdateeasebossadvadatesadocsstuentousemarsbyayeasedesemae 16 Using Contextual Menus and the Mini Toolbar ccccccccccscsseseeeceeeecaeeeeeeeeeeeeesaeeeeeeeeeeeeseeaseeeeeeeessaeegeeeeeeseesaaas 17 US UG eRe sesso E AA sacs EE tate E E EE A A EA EA E E A E E T 18 UG E COLO ro E E A E E E 20 WUE SINC CN BaS C Srana E AE EEA TA E E 21 Cream a NEW WV GOO nera E E E 22 JPenng a Nok OO oea a a E a cae OMe rR O een ee 23 Navigauno a VV OM Iai VS eic E E E E 24 Enar U2 0 e E ee ee ee eee 25 ETON NANICS sa reiciatesoen snes E E E inn E E AE E EI E E E 26 DCIS CHING a Cell RINE esas sccleencee ocevesesa veencecacatinectachno sati
27. S Delete Cells 1 Select the table row s or columns s you want to Delete Sheet Rows delete W Delete Sheet Columns ox Delete Table Rows 2 Click the Home tab on the Ribbon and click the 5 Delete button list arrow in the Cells group Delete Sheet 3 Select Delete Table Columns or Delete Table Rows f l Figure 10 4 Deleting a column using the Delete button The selected row s or column s are deleted list arrow Other Ways to Delete a Table Row or Column Right click the row or column you want to delete point to Delete in the contextual menu and select Table Columns or Table Rows DoubleTechs com Remote Computer Repair Page 148 Working with Tables Working with the Total Row Exercise e Exercise File SalesReps10 3 xlsx With the Total Row feature Excel will automatically add a total row to the bottom of a table and sum the last column of the table The total row can also perform other types of calculations e Exercise Add a Total row to the table Calculate the Sum of the Sales column and the Average of the Commission column Add a Total row 1 Select a cell in the table Table Tools appear on the Ribbon 2 If necessary click the Design contextual tab under Table Tools on the Ribbon Now you have access to commands that can help you change the design of your table 3 Click the Total Row option in the Table Style Options group so that it is selected A Total row appears at the
28. bb document Object Figure 15 29 The Create New tab of the Object dialog box Create New Create from File File name C Practice PowerPoint 2007 UptownCycle ppt4 Browse Link to file _ Display as icon Result y Inserts the contents of the file into your i document so that you can edit it later a using the program which created the source file Figure 15 30 The Create from File tab of the Object dialog box DoubleTechs com Remote Computer Repair Page 235 Working with Objects Inserting Symbols You can enter many more characters and symbols in a worksheet than can be found on the keyboard For example you can insert the copyright symbol accented and foreign characters silly characters and many more 1 Place the insertion point where you want to insert the symbol or character For example you can place the insertion point inside a cell or inside a text box 2 Click the Insert tab on the Ribbon and click the Symbol button in the Text group The Symbol dialog box appears You can browse the different symbols by changing the Font and Subset Special characters such as ellipses are available under the Special Characters tab 3 Select the symbol you want to use and click Insert DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 17 xlsx e Exercise Insert the symbol after Upt
29. f TE B c D E F 1 Uptown Bikes Catalog o 2 3 Category Wheels 4 ItemNo Description Price 5 2000 Touring LE 219 99 6 2001 Touring 199 99 7 2002 Cross 89 99 8 2003 Race Lite 799 99 G H aF Align Middle lie OSC 0h er Ge Distribute Horizontally amp Distribute Vertically TL Snap to Grid Of Snap to Shape View Gridlines Catalog15 9 Microsoft Excel Insert Page Layout Brightness ja Ye Recolor Adjust Picture Styles Formulas Data Review A pi z Q Picture Shape QD Contrast By p Z Picture Border yg T Picture Effects View Format Th Bring to Front Ga Send to Back IH Ry Selection Pane Shr Arrange 1 Uptown Bikes Catalog 2 3 Category Wheels 4 Item No Description Price 2000 Touring LE 219 99 2001 Touring 199 9 2002 Cross 89 99 2003 Lite 799 99 Figure 15 15 An example of objects that have been aligned to the bottom edge and distributed horizontally DoubleTechs com Remote Computer Repair Page 226 Working with Objects Flipping and Rotating Objects When you flip an object you create a mirror image of it Excel allows you to flip an object horizontally or vertically You can also rotate objects Flip an object 1 Double click the object that you want to flip The Format contextual tab appears on the Ribbon 2 Click the Rotate button in the
30. g Print P e wf Prepare f Excel Options 3X Exit Excel Figure 2 19 A list of print options Qa a Sales2 8p Microsoft Excel _ x cy Print Preview at Em ma ii i _3 Previous Page Print Page Close Print Setup d Show Margins Preview Print Zoom Preview Sales and Expenses Monthly Jan Sales 12000 17000 500 7000 3000 11700 Preview Page 1 of 1 Figure 2 20 A worksheet shown in print preview Page 37 Worksheet Basics Closing a Workbook Exercise Notes e Exercise File Any open workbook When you re done working on a workbook you need to close it e Exercise Close all open workbooks 1 Click the Office Button and select Close The workbook closes You can access the file again by opening it later Other Ways to Close a Workbook Press lt Ctrl gt lt W gt Or click the Close button in the upper right corner of the workbook window not the one even farther up in the corner in the title bar Exit the Excel program Close the active workbook window Tip If you have multiple workbooks open clicking the active workbook s Close button only closes that one workbook The other workbooks remain open in the window until you click their Book Micros close buttons as well O Trap The close button located in the title bar F A Recent Documents closes only the active workbook 1f there is more
31. in cell A14 In cell B14 enter the formula AVERAGE Jan Feb Mar to find the average expenses per month for the first quarter of the year Delete the JanIncome defined name 45 Define Name fe Use in Formula Name Manager B Create from Selection Defined Names Figure 8 10 The Defined Names group Name Manager Name Value Refers To Scope Comment gt FebExpenses 2 500 600 Sheeti C 5 Workb gt JanExpenses 1 200 500 Sheeti B 5 Workb 5 JanIncome 12 000 Sheet1 B 3 Workb 5 MarExpenses 3 000 700 Sheeti D 5 Workb Table1 300 3 9 Sheet1 B 12 Workb Defined names are denoted in the Name Manager dialog box by an icon that looks like a note tag Figure 8 11 The Name Manager dialog box Page 126 More Functions and Formulas Select a defined name and click the Edit button The Edit Name dialog box appears This dialog box is essentially the same as the New Name dialog box Here you can change the name of the defined name or change what the name refers to Make changes to the defined name as desired then click OK You return to the Name Manager dialog box Click Close Other Ways to Edit Defined Names Select the defined name you want to edit in the Name Manager dialog box then change the information in the Refers to box Delete defined names If you want to remove a define
32. s filter button and apply more filter criteria 6 Click OK The data is further reduced Remove filtering You can remove a filter to once again display all the data 1 Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and select Filter The filter buttons disappear and filtering is removed Other Ways to Remove Filtering Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and select Clear DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps9 5 xlsx e Exercise Filter the data by region so that only North sales reps appear Then filter those records additionally so only Associates appear only Denise Winters and Ron Dahl should remain Remove the filter so all the data once again appears and the filter buttons disappear Filter buttons appear as arrows in the field i B A G D E 1 Last First 7 Region Position Sales zil 2 Dahl Ron North Senior Manager 18 000 4 Winters Denise North Associate 22 000 6 Figure 9 9 Data filtered to display only North region sales reps A B D D First Region 7 Position Sale R 2 Sort AtoZ Senior Manager 3 Brown Gal SortZtoA Manager 4 Winters D Sort by Color gt Associate 5 Sweet T y Associate 6 7 Text Filters gt 8 Iv Select All 9 v North 10 eo OK Cancel To make the AutoFilter menu w
33. 2 Miorot Bere Hame nsert Frpt Lavaut farmuis Daia Rewieny View PeratTable 5 PivotTable Field List task pane jm en Shetti Promobon Sales TIa e a Figure 11 2 Creating a new PivotTable Page 161 Working with PivotTables Specifying PivotTable Data Exercise e Exercise File TripSales11 2 xlsx Once you ve created your PivotTable you have to specify the data you want to analyze You ll simply select the fields you want to display in the PivotTable Field List then adjust the layout by dragging them between the desired report areas at the bottom of the task pane You re e Exercise Add the Office Destination and Tickets fields to the PivotTable Move the Office field to the Column Labels area Switch the positions of the Office and Destination fields not going to understand how to do this unless you try it NC Lee is SO let s get started tome insert Pageiayout Formulimi sta Review View Options Design g 2 t B A Arial io gt N oF gt Genera K Candtianai romatting jinsen A A PSH a BIU Ad ESEJ H 8 gt amp ions a toric J Deiete 9 ma Add fields gt SF Blin as ee 2 a4 Sy Cea seier Siveomm 2 saa Cigtoad font Abegrreme rt Number Styles Com Editing Ad b te Sum of Tickets D Ye B c BLE JF js 1 1 Click the check boxes next to the fields you want to a use as data in the PivotTabl
34. Click Yes The existing workbook that is not protected is replaced From now on Excel requires a password before opening the protected workbook DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 9 xlsx e Exercise Protect the workbook so that users must enter the password Sales to open it Then set a password to protect the workbook s structure Close the workbook and reopen it using the password Remove the workbook password protection and unprotect the workbook s structure General Options Always create backup File sharing Password to open Password to modify Read only recommended pe Figure 6 18 Setting workbook passwords in the General Options dialog box Confirm Password Reenter password to proceed Caution If you lose or forget the password it cannot be recovered It is advisable to keep a list of passwords and their corresponding workbook and sheet names in a safe place Remember that passwords are case sensitive oe Figure 6 19 The Confirm Password dialog box Page 100 Managing Workbooks Other Ways to Encrypt a Workbook Click the Office Button and point to Prepare Select Encrypt Document Enter a password then again to confirm Click OK Tips Z Wochean d Protect Structure and Windows Ex ge or remove a password to open or modify a workbook repeat the workbook protection steps and SE E wnt for simply change or delete the pa
35. Click the By changing cell box and click the cell you want to change to achieve the formula result This cell must be a cell that is referenced by the formula 6 Click OK Excel calculates and displays the value needed to achieve the formula result you desire 7 Click OK to replace the original values or click Cancel to keep the original values DoubleTechs com Remote Computer Repair Exercise e Exercise File LoanPayment1 2 4 xlsx e Exercise Use Goal Seek to determine the maximum loan amount you could afford with a 1200 monthly payment Goal Seek First set the Goal Seek parameters using data from the spreadsheet and the goal value Set cell s0s4 To value 1200 By changing cell SAs4 Goal Seek Status Goal Seeking with Cell D4 Excel calculates the found a solution values needed to Target value 1200 meet the goal Current value 1 200 00 Loan Payment 4 2 3 Amount 413 180 369 5 Interest Monthly Payment Total Payments 30 7 0 1 200 00 432 000 00 Figure 12 8 Using Goal Seek to determine the maximum loan amount with a 1200 monthly payment Page 178 Analyzing and Organizing Data Using Solver Goal Seek works great for problems that have a single variable and an exact target value but not for complex problems that have several variables and or a range of values For these you need to use Excel s Solver command Solver is a tool that can perform advanced
36. DIM statement In Visual Basic you use the DIM statement to declare variables using the syntax DIM variablename As datatype 1 Open the workbook that contains the macro with the code you want to change 2 Click the View tab on the Ribbon and click the Macros button in the Macros group The Macros dialog box appears 3 Select the macro that contains the code you want to work on and click Edit The macro opens in the VBA window 4 Click where you want to add the statement in the code Add a Dim statement at the beginning of the procedure using the syntax Dim VariableName As DataType Here s what the arguments of the Dim statement mean e VariableName The name of the variable Example EmployeeName e DataType The type of data you want to use in the variable such as a number date or text See Table 14 1 Data Types used in DIM Statements for a list of data types that can be used Make sure you add an As between the variable name and the data type Example As String Exercise e Exercise File ExpenseReport14 6 xlsm e Exercise Open the ExpenseFillin macro in the Visual Basic Editor Enter the following DIM and REM statements at the top of the macro s code Dim EmployeeName As String Declares the EmployeeName variable as a text Skier Dim EmployeeNo as Long Declares the EmployeeNo variable as an integer Dim Cost As Integer iT Dim Variable Name Data Type Statement The name of
37. Figure 15 7 The Shape Styles group on the Format tab Table 15 4 The Shape Outline Menu Lets you select an outline color from the colors in the current theme Theme Colors Standard Colors Lets you select an outline color from one of the 10 standard colors No Outline Removes the outline More Outline Colors Lets you select an outline color from one of the thousands of colors in the Colors dialog box Weight Changes the thickness of an outline Dashes Changes the look of the outline Page 221 Working with Objects Change the visual style of a shape Changing the visual style of a shape is an easy way to Spice up its appearance A visual style is a set of different formatting commands that can be applied to a shape in one single step Abc Abc Abc 3 G g r 1 Double click the shape that you want to adjust The Format contextual tab appears on the Ribbon under Drawing Tools m Abc 2 Select a style from the Shape Styles gallery Abc Abt E 3 ET r a pag ri Tip To view all the available styles click the Abc Abc More button in the Shape Styles group to display the Styles gallery ead Abc Abc Abc The visual style is applied to the shape Other Theme Fills Figure 15 8 The Shape Styles gallery DoubleTechs com Remote Computer Repair Page 222 Working with Objects Resize Move Copy and Delete Objects This lesson will show you how to resize
38. Functions You can use Excel s Lookup amp Reference functions to locate values in rows or columns of data Table 17 5 Overview of Lookup amp Reference Functions COLUMNS HLOOKUP LOOKUP ROWS TRANSPOSE VLOOKUP Optional arguments COLUMN S array HLOOKUP lookup_value table_array row_index_num Range_lookup LOOKUP lookup_value looku p_vector result_vector LOOKUP lookup_ value array ROW S array TRANSPOSE array VLOOKUP lookup_value tabl e_array col_index_num range_ ookup Exercise e Exercise File None required e Exercise Become familiar with Excel s Lookup amp Reference functions Returns the number of columns in a range This horizontal lookup function looks for a value in the top row of a table or range and returns a value in the same column from the row you specify Use when comparison values are in the top row across a table of data and you want to look down a certain number of rows Returns a value from a one row or one column range or from an array Returns the number of rows in a range Returns a vertical range of cells as a horizontal range or vice versa Changes the orientation of the range This vertical lookup function looks for a value in the first column of a table or range and returns a value in the same row from the column you specify Use when comparison values are in a column to the left of the data you want to find DoubleTechs com Rem
39. Instead of typing argument values into the dialog box you can click a Collapse Dialog button select a cell range in the worksheet and then click the Expand Dialog button 4 Enter the arguments in the text boxes and click OK The function is inserted into the cell Exercise e Exercise File Sales8 1 xlsx e Exercise Use the Insert Function dialog box to insert the AVERAGE function in cell B13 and find the average of all the Net Inc values Enter the label Average Net Inc in cell A13 Use the Date amp Time button in the Function Library group on the Ribbon to insert the TODAY function in cell Al Insert Function button Al i fe Figure 8 2 The Formula Bar Select the category wherein the function you want to use is located Insert Function Search for a function Type a brief description of what you want to do and then click Go Or select a category Date amp Time Select a function Now SECOND TIME TIMEVALUE creed WEEKDAY WEEKNUM TODAY Returns the current date formatted as a date Help on this function DoubleTechs com Remote Computer Repair Figure 8 3 Selecting a function category in the Insert Function dialog box Collapse Dialog button Function Arguments AVERAGE fumbert it Fit 2300 3000 4800 1700 700 hurmberd Sil 7480 Rebar ihe average arithireetic mean of Bs orgenenis Which Gan be mambeng or naman TES OF Preferen
40. Popular Commands group to the Quick Access Toolbar Move the Quick Access Toolbar below the Ribbon Pormmulin Click this option to move the location of the Quick Access Toolbar Figure 16 1 Adding a command to the Quick Access Toolbar DoubleTechs com Remote Computer Repair Page 238 Advanced Topics Move the Quick Access Toolbar below the Ribbon The Quick Access Toolbar is displayed above the Ribbon et by default but you can move it below the Ribbon as well PA E ses Home L Insert Page Layout 1 Click the Office Button and click Excel Options E caliph vn Za 2 A Flea The Excel Options dialog box appears Wet nn 2 Click the Customize tab This tab displays options for customizing the Quick Access Toolbar Os a 3 i Home Insert Page Layout 3 Click the Show Quick Access Toolbar below the B l Calibri as j Ribbon check box ERE l 9 e S 4 Click OK Clipboard Font E The Quick Access Toolbar is shown below the Meas Ribbon Figure 16 3 The Quick Access Toolbar below the Ribbon DoubleTechs com Remote Computer Repair Page 239 Advanced Topics Using and Customizing Exercise AutoCorrect e Exercise File None required e Exercise Create an AutoCorrect entry that replaces ot AutoCorrect automatically corrects many common typing with to Try the AutoCorrect entry by typing this phrase in and spelling errors as you type I
41. Ready 2 The pivot table report is displayed according to the fields you choose Figure 10 9 Summarizing table data with a PivotTable DoubleTechs com Remote Computer Repair Page 153 Working with Tables Using the Data Form In past versions of Excel you may have edited or entered new table records or searched for records in tables using the data form dialog box In Excel 2007 the Data Form has been excluded from the Ribbon However you can still use it if you add it to the Quick Access toolbar Add the Data Form command Click the Customize Quick Access Toolbar button on the Quick Access Toolbar and select More Commands The Excel Options window opens displaying the Customize section Click the Choose commands from list arrow and select Commands Not in the Ribbon The list of options changes in the list below In the commands list select select Form Click the Add button Form is added to the list on the right This list displays the commands that are currently displayed on the Quick Access Toolbar Click OK The command appears on the Quick Access Toolbar Tips v To remove the Data Form from the Quick Access Toolbar right click the Form button on the Quick Access Toolbar and select Remove from Quick Access Toolbar Use the Data Form Once you ve added the Form command to the Quick Access Toolbar you re ready to use it to edit your table 1 2 Select a cell i
42. The Microsoft Download Center opens in your Web browser G Publish as PDF or XPS 3 Follow the instructions to install the add in GOT Pwi JA D Mi Organize Gea Views v BB New Folder Save to PDF or XPS a een Date modified Type Size gt cia Favorites Once you have downloaded the PDF and XPS add in E i n zi ea T Public Desktop y R L b Public Documents you re ready to start saving your files UB Pictures A W Music H Public Music IB Searches F Public Pictur 1 Click the Office Button and select Save As gt PDF Bm hati ia or XPS from the menu di Recorded TV The Publish as PDF or XPS dialog box appears Folders A 2 Navigate to the location where you want to save the DE file Save as type PDF V Open file after Optimize for remani remar 1 publishing online and printing 3 Click the Save as type list arrow and select PDF or Minimum size publishing online XPS Document from the list You have several other options to choose from in this Hide Folders Tools dialog box Figure 16 12 The Publish as PDF or XPS dialog box e Open file after publishing Select this option if you want to open the file immediately after saving it This option is only available if you have a PDF or XPS reader installed on your computer e Standard publishing online and printing Select this option if the document requires high print quality DoubleTechs com R
43. The data should contain cell or font color formatting or icons created with conditional formatting Click the Home tab on the Ribbon and click the Sort amp Filter button in the Editing group Select Custom Sort The Sort dialog box appears First you need to select which column to sort by Tip If the range you are sorting includes headers select the My data has headers option so that the headers aren t sorted with the rest of the data Click the Sort by list arrow and select the column you want to sort by Next specify the type of sort You can choose from Values which allows you to sort on text numbers or dates like you already learned about Cell Color Font Color and Cell Icon Click the Sort On list arrow and select the type of sort you want to use Based on the type you select the Order area will update to display different options If you are sorting by colors or icons you ll need to select the order that you want the colors or icons to be sorted Tip You need to define the sort order for cell colors font colors or icons Excel does not have a default order like it does for values Click the first list arrow in the Order column and select a cell or font color or icon Now you need to tell Excel where you want to put the color or icon you selected You can select On Top or On Bottom to move it to the top of bottom of the column sort if you are sorting by rows select from On Left or On Right
44. Trust Center Trusted Publishers Macro Settings Trusted Locations For macros in documents not in a trusted location Add ins Disable all macros without notification Disable all macros with notification ActiveX Settings Message Bar _ Disable all macros except digitally signed macros Enable all macros not recommended potentially dangerous code can run Developer Macro Settings External Content E Trust access to the VBA project object model Privacy Options Figure 14 9 You can enable macros in the Trust Center so that macros are never blocked Only do this if you are sure that files that you open that have macros are safe Page 208 Working with Macros 2 Click the View tab on the Ribbon and click the Macros button in the Macros group Select the macro that contains the code you want to copy and click the Edit button The Visual Basic Editor window opens In the Project pane on the left side of the window you Il see the macros associated with all the workbooks that are open 3 Inthe Project pane on the left side of the window click the expand button to expand the source workbook s project until you see the Modules folder Expand this folder and double click the module that contains the code you want to copy The code for the selected module or macro appears in the window to the right Tip A module is just like a folder where Excel puts the code each tim
45. Using Logical Functions IF sccssssseeees 255 Tine Fasten osons er yO PRE Using Financial Functions PMT 256 some of the more common yet still Using Database Functions DSUM 257 complex tunctions in Excel Using Lookup Functions VLOOKUP 258 For a complete list of Excel s functions Financial FUNCtiONS cccsseeseeseeseeseeeeees 259 te E A n ao about the more specialized categories of Date amp Time FuUnctionS ssssssssssnnnnneennnnnnnnnnnnn 260 Information Engineering and Cube Math amp Trig FUNCtIONS sss ssecssecssecstecseeeees 262 functions check out the Excel Help files Statistical FUNCTIONS ccceseeesseeeeeeeeeeees 264 Lookup amp Reference Functions 00 265 Database FUNCTIONG cccssseeeeeeseeeeeeeeeees 266 Text Functions ssicstcnctiicoscascctendoccesmetentcecccuwensiasias 267 Logical Functions sssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 268 nih DoubleTechs com Remote Computer Repair Page 254 Appendix of Common Functions Using Logical Functions IF This lesson introduces a very useful function the IF function The IF function is a conditional function or logical function because it will evaluate a condition you specify and return one value if the condition is true and another value if the condition is false For example you could use the IF function in an invoice to create a
46. amp Brightness Jaf Compress Pictures F Catalog15 2 Microsoft Excel Review Picture Tools View Format QP Picture Shape Th Bring to Front a r el r 8 Contrast Wa Change Picture aal Z Picture Border 4h Send to Back tE A A i a ia Fa Ps Size Mg Recolor tg Reset Picture amp f Picture Effects ty Selection Pane Shr Adjust Picture Styles E Arrange Picture 2 A f x A 1 259 99 4 gt gt Frames Wheels Satisfaction 7 E F G H i i Figure 15 2 Whenever a graphic is inserted the Format coni appears on the Ribbon by default DoubleTechs com Remote Computer Repair Page 216 Working with Objects Formatting Pictures and Graphics Excel comes with several features that allow you to alter a picture or graphics file once it has been inserted This lesson will introduce you to three of these features Crop a picture or graphic When you crop a picture or graphic you trim its horizontal and vertical sides Cropping is useful when you only want to include a portion of a picture or graphic or when you want to center your subject inside the frame 1 Double click the picture or graphic that you want to crop The Format contextual tab appears on the Ribbon under Picture Tools 2 Click the Crop button in the Size group O Trap If the Ribbon is not wide enough to display the Size
47. di My Received Files d Updater5 l Recent Places fa My Sharing Folders Computer Documents Recently Changed Desktop BSS gt E E Pictures More Folders A File name TradeShow13 2 m Save as type Web Page x Authors PC Training Point Inc Tags Add a tag Save Entire Workbook Page title 5 Selection Sheet w Change Title Publish Save Thumbnail Hide Folders Tools v Cancel Publish as Web Page Item to publish Choose Teese as Sheet All contents of Sheet1 ml Publish as Title File name C Users Documents TradeShow 13 2 htm AutoRepublish every time this workbook is saved V Open published web page in browser User Dommens TredeShow13 2hbm Internet Geploner provided by Dell F EA Laer Dine omer a rard ral F him oy x ee lr P i sh File Edt Wiew Favorites Tools Help ae Be CA ter Documents Teadethowd 2htm Ehe Et eho Page G Took m Trade Show Expenses Show Booth Brochures Food Mileage Reimb Totals Chicago S00 174 130 400 1213 Detrait 6450 160 115 28I 1700 Minmeapalis 440 Tu a5 BEN 13034 Totals 1600 455 20 1379 IMA fit Computer Pretected Mode OF Aims Figure 13 3 Publishing a workbook as a Web page DoubleTechs com Remote Computer Repair Page 195 Working with the Web and External Data Importing Data from an
48. e Exercise Copy cell All and paste it in cell A13 Then cut cell A6 and paste it over the contents in cell A11 A moving dashed border appears around a cell or cell range when you cut or copy it 10 Utilities 3000 11 Total 11700 The Paste Options Smart Tag appears 13 after pasting Click BERE a this button to specify 14 how information is pasted into your worksheet Figure 3 2 Copying and pasting a cell Page 41 Editing a Worksheet Paste cells After cutting or copying select a new cell and paste the item that you last cut or copied into the worksheet 1 Select the cell where you want to paste the copied or cut cell s When you select a destination to paste a range of cells you only have to designate the first cell where you want to paste the cell range Click the Home tab on the Ribbon and click the Paste button in the Clipboard group The cut or copied cell data is pasted in the new location Other Ways to Paste Cells Press lt Ctrl gt lt V gt Or right click where you want to paste and select Paste from the contextual menu Press lt Enter gt The line of marching ants around the selected cells disappears Tips v After pasting a Paste Options Smart Tag may appear Click this button to specify how information is pasted into your worksheet You may specify what you want to paste by using the Paste Special command Click the Paste button list arrow in the Clipbo
49. move copy and delete the shapes and graphics in your workbooks Resize an object Make an object larger or smaller by resizing it 1 Click the object to select it Sizing handles appear around the object once it is selected You can use these sizing handles to change the size and proportion of the selected object 2 Click and drag one of the object s sizing handles Tip To maintain the object s proportions while resizing hold down the lt Shift gt key as you drag The object is resized Move an object By simply clicking and dragging with the mouse you can move an object to a new location on the worksheet 1 Click and drag the object to a new location The object is moved on the worksheet Copy an object The fastest way to copy an object is by clicking and dragging simply press and hold the lt Ctrl gt key as you drag 1 Click the object to select it 2 Press and hold down the lt Ctrl gt key and click and drag the object to a new location 3 Release the mouse button and release the lt Ctrl gt key Other Ways to Copy an Object Select the object and copy it Then paste the object where you want it to be located on the worksheet Delete an object If you decide you don t want an object delete it 1 Select the object that you want to delete and press the lt Delete gt key The object is removed from the workbook DoubleTechs com Remote Computer Repair Exercise e Exer
50. s text Press lt Enter gt Replace a shape You can also replace a shape with a different one 1 Select the SmartArt graphic containing the shape that you want to replace 2 Select the shape that you want to replace and click the Format tab on the Ribbon under SmartArt Tools 3 Click the Change Shape button in the Shapes group The Shapes Gallery appears 4 Select a shape from the gallery The existing shape is replaced DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 13 xlsx e Exercise Display the Satisfaction worksheet tab select the SmartArt graphic and select the Friendly service shape Add a shape after it and enter the text Best staff Select the Friendly service shape and change its shape to a 7 Point Star Select the Best fit shape and remove it i ES Add Bullet a Promote Right to Left Demote Add Shape Create Graphic Figure 15 22 The Create Graphic group 2 TP Change Shape f fa w Larger fz oe i Smaller Shapes Figure 15 23 The Shapes group Page 230 Working with Objects Remove a shape It s easy to remove a shape if you don t want it 1 Select the SmartArt graphic containing the shape you want to remove 2 Select the shape you want to remove and press the lt Delete gt key The shape is removed from the SmartArt graphic Tips v To resize a shape click and drag one of its sizing handles v To m
51. siccent s OPS SEER SAGES aosa ex paaa bday ra nj Se CEE CLE 11 Delete a Accents Aces 12 Net Inc Musmtsrt Fi dod Gallery to Quick Aor Tonen comma Tomma l Currency Currency 0 Pennant 15 Taj Mew Colt Ayie 15 Sa Meiga tiyis i Hears Shoetd Sheet Short Et R ina Figure 4 10 Choosing to duplicate a cell style in the style gallery Page 63 Formatting a Worksheet If you are duplicating a style type a new name for the style in the Style name text box Now select formatting options The Style includes area indicates formatting settings that are already included in the style Click the Format button and change formatting items on each tab as desired Click OK The Format dialog box closes Click OK The Style dialog box closes and the style is duplicated or modified Create a new cell style 1 Click the Home tab and click the Cell Styles button in the Styles group 2 Select New Cell Style 3 Type anew name for the style in the Style name text box if desired 4 Checkmark or uncheck Style includes boxes to select which formatting items you want the style to include 5 Click the Format button and change formatting items on each tab as desired Click OK 6 Click OK again Tips v Cell styles are associated with the theme that is being used for the workbook If you switch to a new theme the cell styles will update to match it If you have another workb
52. that the split data will have somewhere to go without copying over the rest of your data Split data using a delimiter If the data has delimiters such as commas or tabs you can use them to split the data 1 Select the cell range you want to convert 2 Click the Data tab on the Ribbon and click the Text to Columns button in the Data Tools group The Convert Text to Columns Wizard dialog box appears 3 Select the Delimited option and click Next Here you need to select the types of delimiters you want to use to separate your data Tabs semicolons commas and spaces are all common delimiters Your selection will depend on the types of delimiters you have present in your data For example if you want to split first and last names using the space between the names you d select the Space option 4 Click the check box next to each delimiter you want to select in the Delimiters area A preview appears showing you how the data will be split into different columns based on your selection 9 Click Next Next you can select a format for each column of data DoubleTechs com Remote Computer Repair Exercise e Exercise File MonthlySales12 7 xlsx e Exercise Select cell A7 and split Denise Winters first and last names into two cells using the space between the words as the delimiter First Ron Dahl Clem Brown Elsa Martinez Denise Winters Tamara Sweet oe ee e Denise Winters Figure 12 1
53. v You can also create a combination chart Right click a single data series in the chart and select Change Series Chart Type from the contextual menu Select a new chart type for the single data series DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 3 xlsx e Exercise Change the chart type to a 3 D Clustered Column chart then change it back to a 2 D Clustered Column chart Change the Net Inc data series to a Line chart type to create a combined chart Change Chart Type X aa at la CEC om Ua 00 A ua Cab AA Area ce a Ua Lk UAA al a Surface La Templates Doughnut j GIA N 3 Bubble px A find ae oe ey Radar Pie Q el a Qala Manage Templates Set as Default Chart Cancel Figure 5 6 Selecting a 3 D Clustered Column chart in the Change Chart Type dialog box 20 000 15 000 E come 510 000 i ME Total Exp 5 000 Net Inc g Jan Feb Mar Apr May June Figure 5 7 A combination chart Page 76 Creating and Working with Charts Applying Built in Chart Layouts and Styles Excel 2007 has built in chart layouts and styles that allow you to format charts with the click of a button Apply a built in chart layout Built in chart layouts allow you to quickly adjust the overall layout of your chart with different combinations of titles labels and chart orientations 1 Select the chart
54. what if analysis on problems with many variable cells You can also specify constraints or conditions that must be met to solve the problem Install the Solver add in Solver is an optional Excel add in You need to install it before you can use it 1 Click the Office Button and click the Excel Options button The Excel Options dialog box appears 2 Click the Add Ins tab By default Excel Add ins are usually displayed 3 If necessary click the Manage list arrow and select Excel Add ins 4 Click the Go button The Add Ins dialog box appears displaying a list of the add ins available for Excel 5 Click the Solver Add in check box to select it and click OK A dialog box appears asking to confirm that you want to install the add in 6 Click Yes Microsoft Office reconfigures so that Solver is installed in Excel The Solver command will now be available in the Analysis group on the Data tab on the Ribbon Tip You may need to restart Excel so that Solver installs properly Use Solver 1 Open or create a workbook that contains the problem you want to solve A problem should consist of a formula that you want Excel to solve by changing the values of its inputs until it arrives at the desired result DoubleTechs com Remote Computer Repair Exercise e Exercise File Mailings12 5 xlsx e Exercise Imagine you re in charge of a mailing campaign for five states You have been given the following budget constraint
55. you may find that the default settings don t always fit your own needs ia Popular J s 4 _ gt 4 dv d f rki h l This lesson isn t so much an exercise as it is a reference eee Aano opone oe on how to customize Excel by changing its default Proofing Editing options settings i Save After pressing Enter move selection avance Direction Down Automatically insert a decimal point 1 Click the Office Button and click Excel Options me paces fa Add Ins V Enable fill handle and cell drag and drop Trust Center V Alert before overwriting cells The Excel Options dialog box appears E r EA v Extend data range formats and formulas X V Enable automatic percent entry 2 Click the tabs on the left to view different option 7 Enable AutoComplete for cell values zoom on roll with IntelliMouse categories V Alert the user when a potentially time consuming operation occurs i When this number of cells in thousands is affected 33554 See Table 16 1 Tabs in the Excel Options Dialog 7 Use system separators Box for more information on these categories ee 3 Change the options as you see fit Click OK to canei confirm the changes Figure 16 5 The Advanced tab of the Excel Options The changes are applied to the Excel program dialog box contains the most options for customizing Excel Table 16 1 Tabs in the Excel Options Dialog Box Popu
56. 1 Select a cell in the PivotTable The PivotTable Tools are displayed on the Ribbon 2 Click the Design tab and select a style in the PivotTable Styles group The PivotTable is formatted with the style you selected Tip Click the More button in the PivotTable Styles group to display an expanded PivotTable Styles gallery Work with style options Besides applying a style to the table you can select PivotTable style options that allow you to adjust the format for a part of a PivotTable For example you can apply special formatting to row headers or make the columns banded 1 Select a cell in the PivotTable The PivotTable Tools are displayed on the Ribbon 2 Click the Design tab and select an option in the PivotTable Style Options group Here is a brief description of the style options you can select from in the PivotTable Style Options group e Row Column Headers Displays special formatting for the first row or column of the PivotTable e Banded Rows Columns Applies different formatting to alternate rows or columns Tips v Besides using the formatting options on the Design tab you can format a PivotTable using general formatting commands found on the Home tab Ca id 9 TripSatesi1 4 Microsoft Excel PreotTable Toots Exercise e Exercise File TripSales11 8 xlsx e Exercise Apply Pivot Style Medium 24 from the PivotTable Styles gallery Select the Banded Rows style option and deselect th
57. 8 Office 500 600 700 800 800 9 Salaries 7000 7000 7000 7000 7000 10 Utilities 3000 3000 3000 4000 4000 11 Total 11700 13100 13700 15300 15300 12 M 4 gt bl Sheet1 Sheet2 Sheet3 Figure 2 12 In this example AutoFill fills in months after January into the selected cells Notice that a screen tip appears to show the content being filled into the cells 4 s M ee l sFr Ilio 1 Sales and Expenses Budget Inc 2 110 3 Jan Feb Mar Apr May June Budg 4 Sales 12000 17000 18500 16500 15500 17050 S 6 Expenses 7 Supplies 1200 2500 3000 3500 3500 8 Office 500 600 700 800 800 9 Salaries 7000 7000 7000 7000 7000 Utilities 3000 3000 3000 4000 4000 4 Sheet1 Sheet Sheet3 In this example AutoFill copies the formula from C11 into the other cells Figure 2 13 Copying a formula using the AutoFill feature Table 2 3 Examples of AutoFill Selected Cell s AutoFill Entries in Next Three Cells January February March April 5 00 6 00 7 00 8 00 Quarter 1 Quarter 2 Quarter 3 Quarter 4 5 10 15 20 25 Page 31 Worksheet Basics Understanding Absolute and Relative Cell References A cell reference identifies a cell or cell range and tells Excel which values to use in a formula There are two types of cell references e Relative Relative references like A1 tell Excel how to find another cell starting from the cell that contains the formula Using a relative reference is like giving som
58. Access Database or Text File Excel can connect to external data sources including other files databases or Web pages In order to work with data from an external source you need to create a data connection in Excel Import data from an Access database 1 Click the Data tab on the Ribbon and click the From Access button in the Get External Data group The Select Data Source dialog box appears By default it searches for data sources available on your computer and displays them in the dialog box O Trap If the Get External Data group does not appear on the Ribbon click the Get External Data button and select an option from the list 2 Browse to and select the database file that contains the data you want to import Click the Open button The Select Table dialog box appears Here you need to select which table you want to import from the database Tip If the Select Table dialog box does not appear there is only one table in the database and it is automatically selected 3 Select a table and click OK The Import Data dialog box appears Here you tell Excel how you want the data displayed in your workbook as a table PivotTable etc as well as where you want to put the data in the existing worksheet or in a new one 4 Select an option for how you want to view the data and then select an option for where you want to put it Click OK Tip If you select to put the data in your existing worksheet also s
59. Add a digital signature to the workbook to be able to verify its integrity later on You must be signed up for signature services from Microsoft to add a digital signature Mark as Final This option marks the workbook as final so that other people receive it as a read only file Run Compatibility Checker Use this option if you are sharing the workbook with users of earlier versions of Excel DoubleTechs com Remote Computer Repair Page 250 Advanced Topics Publishing a Workbook to a Document Workspace If you have access to a SharePoint site online you can publish your workbook to a document workspace A document workspace allows you and your team to share files via the Internet so you can all work together on a workbook at the same time By giving team members access to a single workbook they can work directly on the workbook in the shared workspace or work on their own copy that they can regularly synchronize with the shared workspace You will have to work with your network administrator to get permission to create a shared workspace on your organization s SharePoint site but this lesson will show you how to get started 1 Open the workbook that you want to upload to the shared workspace 2 Click the Office Button and select Publish gt Create Document Workspace from the menu The Document Management task pane appears Tip If you already have a document workspace you would like to publish the document to se
60. Arrange group 3 Select Flip Vertical or Flip Horizontal from the list The object is flipped accordingly Rotate an object When you rotate an object you turn it around its center You can rotate objects in 90 degree increments or you can use the rotation handle to rotate an object manually 1 Select the object that you want to rotate A green rotation handle appears 2 Click and drag the object s rotation handle Excel rotates the selected object Other Ways to Rotate an Object Double click the object that you want to rotate click the Rotate button in the Arrange group and select Rotate Right 90 or Rotate Left 90 from the menu Use the Size and Properties dialog box Using an object s rotation handle is the fastest and easiest way to rotate an object but you can rotate an object with greater precision using the Size and Properties dialog box 1 Double click the object that you want to rotate The Format contextual tab appears on the Ribbon 2 Click the Rotate button in the Arrange group and select More Rotation Options from the list The Size and Properties dialog box appears 3 Enter the number of degrees you want to rotate the object in the Rotation box and then click Close The object is rotated accordingly Exercise e Exercise File Catalog15 10 xlsx e Exercise Display the Frames worksheet and flip the bike clip art image horizontally Then rotate the image about 45 degrees t
61. Ay bli l av Ga PBZ UJA a S S S S ji Pa e Ee eee Styles Cells m 2 S cii Editing CE Last E First Tamara 1 Region South 2 Position Associate 3 Sales 24000 4 Find Prev 5 Commission 5 Find Next 6 Commissions 7 Criteria 8 9 Close 10 11 Figure 10 12 Using the Data Form to enter data Page 154 Working with Tables Using Table Styles You can format cell ranges as tables and apply preset table formatting styles Apply a style while creating a table You can apply a style while also creating a table 1 Select a cell range that you want to format as a table 2 Click the Home tab on the Ribbon and click the Format as Table button in the Styles group The table format gallery appears Here you can select styles from the Light Medium or Dark categories You may need to scroll down the list to see the Dark category 3 Select a table style The Format As Table dialog box appears 4 Click OK A table is created and formatted with the selected style Table Tools appear on the Ribbon and the Design contextual tab appears Apply a different style to an existing table 1 Select a cell in the table 2 Under Table Tools on the Ribbon click the Design tab 3 Select the style you want to use in the Table Styles group Tip To display the entire Table Styles gallery click the More button in the Table Styles group Remove a table style You can easil
62. Button and select Save As The Save As dialog box appears 2 Click the Save as type list arrow and select a file format 3 Click Save DoubleTechs com Remote Computer Repair Table 2 4 Common Excel File Formats File Type Description Excel Workbook xlsx The default format for Excel 2007 workbooks Excel Macro Enabled This file format supports macros Workbook xlsm in Excel 2007 Excel 97 Excel 2003 Workbooks in this format can be Workbook xls used by all versions of Excel Does not support XML PDE pdf Use this format for files you want to share but do not want to be changed Requires an Excel add in This format is used to create Web pages This file type is used exclusively for XML enabled workbooks Web page htm html XML Data xml Page 36 Worksheet Basics Previewing and Printing a Worksheet Once you have created a worksheet you can print copy of it if your computer is connected to a printer Before you do this it s a good idea to preview how it s going to look Preview a worksheet 1 Click the Office Button and point to the Print list arrow A list of print options appears in the right pane of the Office Button 2 Select Print Preview The document is shown in Preview mode Notice that the Ribbon changes to display only the Print Preview tab Tip Use the commands on the Print Preview tab to adjust print and page setup settings Click the Zoom b
63. COUNT Counts the number of items in a range HH DoubleTechs com Remote Computer Repair es 7 pet O A1 B1 A1 Bl BI A1 C2 SUM A1 A3 AVERAGE A2 B1 C3 COUNT A2 C3 Page 30 Worksheet Basics Using AutoFill AutoFill is a great way to quickly enter sequential numbers months or days AutoFill looks at cells that you have already filled in and makes a guess about how you would want to fill in the rest of the series For example imagine you re entering all twelve months as labels in a worksheet With AutoFill you only have to enter January and February and AutoFill will enter the rest for you 1 Select a cell or cell range that contains the data and increment you want to use Excel can detect patterns pretty easily A series of 1 2 3 4 is easy to detect as is 5 10 15 20 It can also detect a pattern with mixed numbers and letters such as UPV 3592 UPV 3593 UPV 3594 See Table 2 3 Examples of AutoFill for more information 2 Position the mouse pointer over the fill handle the tiny box in the cell s lower right corner until the pointer changes to a plus sign 3 Click and drag the fill handle to the cells that you want to AutoFill with the information As you click and drag a screen tip appears previewing the value that will be entered in the cell once you release the mouse button Tip AutoFill is also a quick way to copy cells Tips v Ifyou select only one
64. D2 Or to reference the same cell on different worksheets you could enter SUM Sheet2 Sheet4 A6 Tips Y Instead of typing each cell reference you can type the first part of the formula for example SUM and then click the cells you want to include Y Enter a comma between cell selections from different worksheets v The consolidation will automatically update when the source cell ranges are changed SUM Jan G3 64 Feb G3 G4 Mar G3 G4 z MonthlySales12 12 Microsoft exce Pa 5 lt gt A Home Insert Page Layout Formulas Data Review View w eB Calibri 11 A mn 4 B z uaa F Delete Paste a le Styles Hts SF e O A ge celle 8 33 B Format Clipboard Font E Alignment Number C2 6 fe SUM Jan G3 G4 Feb G3 G4 Mar G3 G4 A wW E E F G 1 Sales Commission 2 70 000 19650 3 57 000 4 74 000 5 83 000 6 74 000 ial 4 gt gt t Jan Feb Mar Sheet2_ AJ Ready Figure 12 29 Consolidating data using a formula DoubleTechs com Remote Computer Repair Page 192 Working with Excel s Internet features let you add hyperlinks to your workbooks to link T h e We b a Nn a them to another workbook a file created in another program or even a Web page You can save a worksheet as a Web page E X t e r n a D a t a so that other users can view it and you can even retrieve information s
65. Data Review View ax A m P3 Q New Wwindow E j Tall Arrange All me sad Normal Page Show Hide Zoom Save Switch Macros Layout 7 7 GA Freeze Panes Workspace Windows Workbook Views Window Macros vt fe 7000 17 000 18 500 16 500 Iera soo 350 Da anA l 600 soo 7 000 j 7 000 3 000 i 4 000 Figure 7 4 Click and drag a page break line outside of the Page Break Preview area or into the gray area to remove it Select a cell in column A that is in the row below where you want the page break Select a cell in Row 1 that is in the column to the right of where you want the page break Select the cell below and to the right of where you want the page break Page 111 Working with Page Layout and Printing Adjusting Margins and Orientation You re probably already aware that margins are the empty space between the worksheet data and the left right top and bottom edges of the printed page In this lesson you ll learn how to adjust a page s margins You ll also learn how to change the page orientation Everything you print uses one of two different types of orientations Portrait or Landscape In Portrait orientation the paper is taller than it is wide like a painting of a person s portrait In Landscape orientation the paper is wider than it is tall like a painting of a landscape Adjust margins By default the margins in Excel 200
66. Diagnostics to fix the problem 1 Click the Office Button and select Excel Options The Excel Options dialog box appears 2 Click the Resources tab A slew of resources you can use to assist with Microsoft Office programs are displayed 3 Click Diagnose The Microsoft Office dialog box appears with information about running diagnostic tests on your computer 4 Click Continue The next screen for diagnostics appears 5 Click Start Diagnostics A thorough inspection of your Office programs is undertaken and any required fixes are performed Other Ways to Run Office Diagnostics Click the Start button and select All Programs Microsoft Office gt Microsoft Office Tools Microsoft Office Diagnostics from the menu Tips Y In earlier versions of Office this feature was called Detect and Repair This new tool provides more comprehensive testing and repair capabilities DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Run Office Diagnostics to see if there are any problems with Microsoft Office on your computer Excel Options l 8 Popular Ca Contact Microsoft find online resources and maintain health and reliability of LU your Microsoft Office programs Formulas Proofing get updates Check for Updates Save Get the latest updates available for Microsoft Office Advanced r
67. Exercise e Exercise File Catalog16 1 xlsx e Exercise View the document properties and add Frames and wheels to the Subject property Then search for sales in the Search box under the Start button and look at the list of results that match Click the Document Properties list arrow to view Advanced document properties On WHI Catalog16 1 Microsoft Excel wet lt Home Insdrt Page Layout Formulas Data Review View es n ptt v EF Kcen y ofan p ene e A bit EB aa nar BoP Ee AaB A See SE Cell a e a a TA Gena ini a Anl es ells FEA SEE tad iili Clipboa m Alignment m Number Editing i Location C Users SMeinz Desktop excel modi nF Avances Pope so Jeanne Trudeau BIKE Catalog Keywords Category Status inventory Comments Catalog of bike frames and wheels 1 Uptown Bikes Catalog n 3 Category Frames 4 Item No Description Price Frames Wheels 2 4 Figure 16 10 The Document Information Panel appears between the Ribbon and the document Favorites and History 8 timesaving tips for Windows Vista and iles Melissa Timesheet1 docx Timesheet3 docx ean 1 Timesheet2 docx Pictures Timesheet docx Sj times xlsx 46 Music 1 delete docx W Microsoft Office Word 2007 Module I Games t C1 The Fundamentals pdf W C14 Working
68. G10 Format Painter button On AO F Sales4 6 Microsoft Excel _ x TE j Home Insert Page Layout Formulas Data Review View 7 xX B Calibri qu sag A Ey bi AT B z u a 233 3 a A Paste Number Styles Cells Clipboard Font p Alignment p Editing 1R x 6C fe SUM B6 B9 Dp ARCOM amp EXPENSES iiinn ununun 2 3 Jan Feb Mar Apr May June 4 Income 12 000 17 000 18 500 16 500 15 500 17 050 5 6 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 7 Office 500 600 700 800 800 880 8 Wages __7 000___ 7 000 ___ 7 000 __ 7 000 ___ 7 000 ___ 7 700 9 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 10 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 A 11 12 Net Inc 300 3 900 4 800 1 200 200 220 4 gt gt Sheeti Sheet2_ Sheet3 v I ll Average 14 322 Count 6 Sum 85 930 Figure 4 8 Using the Format Painter tool to copy formatting from cells in row 9 to cells in row 10 Page 62 Formatting a Worksheet Using Cell Styles Styles contain preset font formatting cell shading and other formatting items that can be applied to a cell or cell range all at once Excel contains several preset styles for you to use You can also modify Excel s preset cell styles create new styles by duplicating and modifying the preset styles or create completely new custom styles Apply a cell style 1 Select the cell s you want to format 2 Click the Home
69. Manager 4 Martinez FL Manager 5 5 Winters TX Associate g 6 Sweet NY Associate 5 T 5 a 10 4 i Jan Feb Mar Fo Rea 2 Average 8050041667 Count 28 Sum 966005 Figure 12 22 An example of grouped rows DoubleTechs com Remote Computer Repair Page 186 Analyzing and Organizing Data Ungroup rows or columns 1 Select the grouped row or column data 2 Click the Data tab on the Ribbon and click the Ungroup button in the Outline group Outline data automatically If your data contains detailed rows or columns that are summed or subtotaled Excel can automatically group the data into outline form Tips V Excel will only outline numerical data that is related by a sum or subtotal formula It cannot outline text data or numerical data that is not totaled by a formula 1 Make sure your data has column labels and contains formulas that summarize the data The sum and subtotal functions are commonly used to summarize rows or columns Tip Summary rows and columns should be below and to the right of the data respectively If they are above or to the left click the Outline Dialog Box Launcher in the Outline group Remove the checkmark from the Summary rows below detail or Summary columns to right of detail check box 2 Selecta cell in the data range you want to outline 3 Click the Data tab on the Ribbon click the Group button list arrow in the Outline group and select Auto Outline The
70. Options describes your choices Depending on your criteria selection you will next need to select a Data option and or select additional options in the dialog box You may also need to enter values 4 Complete the remaining fields on the Settings tab and click OK The data validation is set for the selected cell s Now when a user tries to enter data that is not valid Excel will prevent the entry and display a message about the cell being restricted Tips v By default when you enter invalid data in a validated cell a warning message appears and entry of the invalid data is not allowed However you can modify the message that appears and even allow invalid data to be entered into a validated cell To do this click the Error Alert tab in the Data Validation dialog box and select the desired options v To find validated data in a worksheet click the Find amp Select button in the Editing group on the Home tab and select Data Validation The validated cells are highlighted DoubleTechs com Remote Computer Repair Exercise e Exercise File MonthlySales12 6 xlsx e Exercise Select column D open the Data Validation dialog box select List in the Allow box and type Senior Manager Manager Associate in the Source box Click the cell D5 list arrow and select Associate Then set up column C with validation that sets the text length of the entries equal to 2 Create an input message for column C cells that disp
71. Pieture Pyperii F gt tmar lt p Bars O Othe Charts A Wordsn 2 Symbol Test ez a2 LA a ga ily 80 A i INCOME 3 0 Couma x gm veo 9 89 ip Income 12 000 17 000 oe 08 5 C ytnger G Supplies 1 200 2 500 a ga J 3 3 850 oe 309 sd A LaS LAR A 90 8 Wages 7 000 7000 9 Utilities 4 000 4 000 are ee 11 700 13 100 IYA Jah JAA ES i 42 Netinc x0 3 900 pyramid a 2 hi aA JAA sa In iy an Chart types 17 IR WAH Sheett rs lt hee et Sheet3 z oo EE Tin Prady Average 1O727 77778 Couer Suen 393100 id 0 Figure 5 1 Selecting a type of chart Os iW SalesS 1 Microsoft Excel Chart Tools amp Home Intent Page layout Formulas Data Review View Detign Layout Fami Y x l 1 h ai ai ey Ss ie i Change Save AS Owitrh Select Quick f howe Chart Type sit low Colunn Data layout _ A hart Chart Stytes L Troe Data Chert La A c a er ars p H Ty aT 1 Income amp Expenses 3 Jan Fet Ma 4 Income 12 000 17 520 000 5 518 000 ine Mes tena amp Supplies 1 200 2 16 000 7 Office 500 sisoo0 8 Wages 7 000 74 12 000 9 uulities 4 000 41 o E incame 10 000 10 Total Exp 11 700 13 B Total Exp i 8 000 E Net Inc 12 Net Inc 300 34 6 000 13 4 000 14 2 15 PEES jen Feb Mar Aor May June 3 16 I7 1R Wid bo Sheet Sheet Sheet e sit Ready Average 10777 7778 Cou
72. Refresh PivotTable data If you ve made changes to the data what your PivotTable pulls from you need to refresh the PivotTable to update it oo n 1 Select a cell in the PivotTable EJ Laie The PivotTable Tools are displayed on the Ribbon Refresh Change Data Source 2 Under PivotTable Tools on the Ribbon click the Data Options tab and click the Refresh button in the Data Figure 11 11 The Data group on the Options tab group The PivotTable updates to include any changes to the source data Change PivotTable data source Change PivotTable Data Source You can easily change which data is used by the Choose the data that you want to analyze PivotTable i 5 Select a table or range 1 Select a cell in the PivotTable The PivotTable Tools are displayed on the Ribbon 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Change Data Source button in the Data group Figure 11 12 The Change PivotTable Data Source dialog The Change PivotTable Data Source dialog box box appears along with the current data source which has a moving dotted line around it 3 Select a new data range 4 Click OK The PivotTable updates with the data from the new source range DoubleTechs com Remote Computer Repair Page 169 Working with PivotTables Formatting a PivotTable You can quickly format a PivotTable with Excel s built in styles and style options Apply a built in style
73. The Chart Tools appear on the Ribbon 2 Under Chart Tools on the Ribbon click the Design tab Here you can see the Chart Layouts and Chart Styles groups 3 Select the option you want to use from the Chart Layouts gallery in the Chart Layouts group The chart layout changes Apply a built in chart style Built in chart styles allow you to adjust the format of several chart elements all at once Styles allow you to quickly change colors shading and other formatting properties 1 Select the chart The Chart Tools appear on the Ribbon 2 Under Chart Tools on the Ribbon click the Design tab 3 Select the option you want to use from the Chart Styles gallery in the Chart Styles group The new style is applied Tips v The Chart Layouts and Chart Styles groups offer many formatting options A few are displayed by default but you can click the arrow buttons to scroll down and access additional layouts and styles or you can click the More button to expand a gallery DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 4 xlsx e Exercise Apply built in Layout 9 and built in Style 3 to the chart He j I iF IHE Click the More button to expand the gallery Chart Layouts Figure 5 8 The Chart Layouts group Chart Styles hal bblb dl bat Figure 5 9 The Chart Styles group More button Page 77 Creating and Working with Charts Working with Chart Labels Besides using buil
74. The Sign dialog box appears Here you need to specify the purpose of the digital signature 5 Specify the purpose of the digital signature in the Purpose for signing this document field for example Confirm authenticity Now you re ready to insert the digital signature 6 Click Sign The Signature Confirmation dialog box appears 7 Click OK The signature is confirmed and added to the workbook Tips v To view digital signatures associated with a workbook click the Office Button and select Prepare View Signatures from the menu DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Understand how digital signatures work a oe Prepare the document for distribution z iy Properties 7y View and edit workbook properties such Vy Open as Title Author and Keywords Si Inspect Document Gave Check the workbook for hidden metadata J T or personal information Encrypt Document Al save s Increase the security of the workbook by adding encryption F Let readers know the workbook is final and make it read only E Send d Run Compatibility Checker Check for features not supported by earlier Publish versions of Excel Close Figure 16 13 Adding a digital signature Create a Digital ID Enter the information to be induded in your digital ID Name Jeanne Trudeau E mail address Organization CustomGuide Loca
75. True or False DoubleTechs com Remote Computer Repair Page 282 157 158 159 160 161 162 163 164 165 166 167 168 When you embed a PowerPoint presentation the Ribbon changes to display tabs with PowerPoint commands True or False How would you insert a symbol in a worksheet A Click the Insert tab on the Ribbon and click the Symbol button in the Symbols group B Press lt Ctrl gt lt C gt C Click the Copyright button on the Standard toolbar D Excel cannot display the symbol Why would you use the Quick Access Toolbar A To have a backup in case the main toolbars fail B To have a toolbar that s compatible across several programs C To provide quick access to the commands you use most often D To keep your other toolbars private You can restore the default commands to the Quick Access Toolbar by clicking the Reset button True or False AutoCorrect changes A Spelling errors B Grammar errors C Capitalization errors D All of these AutoCorrect entries created in Excel will not appear in any other programs True or False Which of the following is NOT a tab in the Excel Options dialog box A Proofing which changes how Excel corrects your text B Formulas which changes how formulas perform C Create which changes how new workbooks are made D Trust Center which changes your privacy options You can see the status of any recovered document simply
76. Under Chart Tools on the Ribbon click the Layout ene No fill tab on the Ribbon Border Styles _ PEREA Gradient fill Here you can see the Background group o Foma veut texture fil Automatic If your chart is a 2 D chart you will have access to arn the Plot Area button If it is a 3 D chart you will M nm e inear have access to the Chart Wall Chart Floor and 3 D i View buttons Direction al gt Angle 90 3 Click the button you want to use in the Background ee group Stop 1 Add Remove Stop position 5 0 A list or dialog box appears displaying different options depending on which button you clicked s Ft Y Transparency m Table 5 3 Background Group Buttons describes the options that accompany each button Rotate with shape Tip Select More button name Options to display the Format button name dialog box which provides additional background formatting options 4 Select the option you want to use from the list or Figure 5 12 The Format Plot Area dialog box dialog box Tip If you make a selection in a dialog box you will also need to click the Close button to apply the background option and close the dialog box Table 5 3 Background Group Buttons Net Income Plot Area None Clears the plot area wall or floor of Chart Wall any fill 2 coe Floor Show Plot Area Fills the plot area with a 3 butions default fill color ESEA
77. You can now undo PivotTable actions expand or collapse parts of the PivotTable with plus and minus drill down indicators and sort and filter data using simple buttons Quicklaunch allows you to select from a list of data sources that your administrator has made available instead of having to know the server or database names and a connection manager allows you to view all the connections in a workbook With a new Page Layout view you can see how your worksheet will look in a printed format while you work Page 12 The Fundamentals Exercise Notes Understanding the Excel Program Screen e Exercise File None required e Exercise Understand and experiment with the different The Excel 2007 program screen may seem confusing and parts of the Microsoft Office Excel 2007 screen overwhelming at first This lesson will help you become familiar with the Excel 2007 program screen as well as the new user interface oOo O OO OO 6 DoubleTechs com Remote Computer Repair Oa Al z Booki Microsoft Excel a A i Pa C z Home Insert Page Layout Formulas Data Review View O X B Calibri qu S S a General Fi Conditional Formatting 3 Inserty aN a 4a B I UA s EZS 9 Be Formatas Table 3 Delete gl Z Paste mn TARA Tin ae Sot amp Find amp Sane Mill lt dit bar Sag EE e do 00 Ey Cell Styles 2 Format lt 27 Filter Select Clipboard Font a Alignment a
78. a k ums hae A J F pe u Cell eie fs Format i2 Miter Select Tebyg li Fora Sigripuent o Mumba fa Fie Teli Ediing li J Aj i c i a r o u i j E L 1 Sales and Eepenses Budget increase 2 10 7 Jan Feb Mart Apr Mlay dune Budgeted a Sales 12000 17000 18500 16500 15500 1750 5 6 Expenses 7 Supplies L200 00 10 PEALI z500 350 E Office 500 600 roo B00 BOO ier 9 Salaries puu 7 To FORM 7000 Eje 10 Utilities i00 2000 1 eK 4000 4100 AL Total umo lle io s sa 12 la Ho Sheli Steeet Sheet a Rikay Figure 2 16 The Undo and Redo buttons Page 33 Worksheet Basics Repeat an action Repeat is different from redo because repeat applies the last command to any selected text For example rather than applying bold formatting by clicking the Bold button repeatedly you can repeat the bold command with the WHA GF keystroke shortcut or Repeat button Repeat button Figure 2 17 The Repeat button on the Quick Access 1 Press lt F4 gt Toolbar This does not appear on the Quick Access Toolbar by default in Excel The command is repeated Other Ways to Repeat a Command Add the Repeat command to the Quick Access Toolbar Then click the Repeat button on the Quick Access Toolbar to repeat the command DoubleTechs com Remote Computer Repair Page 34 Worksheet Basics Saving a Workbook Exercise Notes e Exercise File None required After you ve created a workbook you need to save it if you want t
79. a name for multiple non adjacent cells True or False Which of the following is NOT a button found in the Defined Names group A Name Manager B Evaluate Formula C Define Name D Use in Formula Click the button to display arrows that show what cells affect the currently selected cell A Show Formulas B Watch Window C Define Name D Trace Precedents The Error Checking dialog box does not include which one of the following buttons A Help on this error B Show Calculation Steps C Edit in Formula Bar D Show Formulas Before you sort data make sure it s organized into A a chart B alphabetical order C a pivot table D columns and rows You can sort Excel data by any of the following except by A font color DoubleTechs com Remote Computer Repair Page 276 90 91 92 93 94 oD 96 97 98 99 B cell icon C number formatting D cell color To sort by multiple columns use the A Sort dialog box B Column Specifier button C Sort Columns window D drag and drop feature You can create your own custom list for sorting or use a predefined custom list True or False Which one of the following is a way to turn on the filtering buttons A Click the Insert tab and click the Filter button in the Filter group B Click the Filter tab and click the Filter button in the Filter group C Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing gro
80. allows you to preview how your printed worksheet will look C Pressing lt Ctrl gt lt T gt is not a print command C Click the Close button or press lt Ctrl gt lt W gt to close a workbook True Simply click a cell and type to replace its contents DoubleTechs com Remote Computer Repair Page 285 28 29 30 31 32 33 34 oD 36 a7 38 39 40 4l 42 43 44 45 46 47 48 49 50 51 52 B Press and hold the lt Ctrl gt key to copy cells using the mouse True The Office Clipboard can be used in all Office programs D You can use the Paste Special command to paste any of these elements A Click the Ignore Once button to leave text alone and move to the next questionable word C The existing rows are shifted downward when you insert a row False Pressing the Delete key only deletes the cell s contents A Editing False You can edit or delete a cell comment True When you track changes in Excel you must also share the workbook D Comma Style is not a type of font formatting C Dollar is not a type of number formatting A AutoFit resizes columns or rows to best fit cell contents False You can align cell contents vertically and horizontally within a cell C The Border list arrow is located in the Font group True Click the Format Painter button once to apply it once or twice to apply it multiple times True Excel contains pre
81. amp 7 o Sajes4 8 Mi im Hor Insel Pag Forn Datz Revir View m x e Cen Page Scale Speet lisesi r Theme el a setup to Fit Options 7 Built In Aa EE HT Office f Aa Concourse Aad Technic Urban Verve More Themes on Microsoft Office Online Browse for Themes Save Current Theme Figure 4 12 Selecting a document theme DoubleTechs com Remote Computer Repair Page 65 Formatting a Worksheet Create new theme colors and fonts You can also change which colors or fonts make up the theme colors and theme fonts This can be useful if you want to create a document theme that is customized for your company or for a special project 1 Click the Page Layout tab on the Ribbon 2 Click the Theme Colors or Theme Fonts button 3 Select Create New Theme Colors or Create New Theme Fonts from the list A dialog box appears where you can select colors or fonts 4 Select the colors or fonts you want to use Once the color or font theme looks the way you want it to save it 5 Type a name for the new theme in the Name text box If you want to coordinate new theme colors and fonts save them under the same name just as they are with built in themes 6 Click Save Save a new document theme Finally you can save any combination of theme colors theme fonts and theme effects as a new document theme 1 Apply the colors fonts and effects you want to us
82. and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 132 Working with Data Ranges Sorting by One Column In Excel you can take ranges of data and sort them into different orders For example you can sort text alphabetically numbers by size dates and times chronologically cells or fonts by color or icon or you can create a custom sort Usually you sort by column or field but you can also sort by row or record Before you sort your data make sure it s organized into two components e Fields columns Records are broken up into fields which store specific pieces of information such as first and last name e Records rows Each record contains information about a unique thing or person just like a listing in a phone book Once you have your data organized in columns and rows you can sort by values in a certain column Q Trap If your data has column headings don t select them when sorting or they ll be sorted along with your data unless you first click the Sort amp Filter button in the Editing group on the Home tab select Custom Sort and check the My data has headers box 1 Select the range of data or select a cell in the column you want to sort by
83. appears 3 Click the Function list arrow and select the function you want to use to consolidate the data Consolidation functions include Sum Count or Average DoubleTechs com Remote Computer Repair Page 190 Analyzing and Organizing Data 4 Click the first worksheet tab you want to consolidate and select the range you want to consolidate Tip If source data is in a different workbook click Browse to locate the file and click OK Consolidate 5 Click the Add button Eunction sum Reference Mar SES1 5ES6 6 Repeat steps 4 and 5 to select the ranges on any other worksheets Tip If you re consolidating from multiple workbooks and you want the consolidation to update automatically whenever the source data changes click the Create links to source data check box to select it E Left column E Create links to source data 7 To copy labels to the consolidated worksheet click the Top row and Left column options This tells Excel where the labels are located in the Select one of these options to use the source ranges label from the referenced data in the consolidated data 8 Once you re ready to consolidate click OK Figure 12 28 The Consolidate dialog box The values from the selected ranges are combined on the consolidation worksheet using the function you selected Tips Y If you choose to copy labels onto the consolidation worksheet any labels that don t appear in a
84. are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last Page 87 Managing Workbooks Viewing a Workbook There are several ways to change how a workbook s contents are displayed on a screen using Workbook views You can also zoom in or out to view more or less of a workbook at a time Change workbook views 1 Click the View tab on the Ribbon 2 Click the button for the view you want to use in the Workbook Views group The workbook s contents are shown in the selected view Other Ways to Change Workbook View Click the button for the view you want to use in the status bar of the workbook window Excel offers several different workbook views e Normal view This is the default Excel view and the one you ll usually want to use when creating and editing workbooks Row and column headers are displayed e Page Layout view Use this view to fine tune a worksheet before printing especially if it contains charts You can edit the worksheet like it s in Normal view but you can also see the rulers change page orientation work with headers footers and margins and hide or display row or column headers e Page Break Preview view This view shows you where the page breaks will occur if you print the worksheet This is helpful for making sure your data is laid out correctly to appear on the desired page s e Fu
85. ber Microsoft Office Outlook 2007 T Microsoft Office PowerPoint 2007 Connect To 2 Microsoft Office Publisher 2007 d 1 Microsoft Office Word 2007 Control Panel Microsoft Office Tools J Mozilla Firefox Games Search Recent Items Default Programs 4 Back Help and Support start Search Figure 1 2 The All Programs menu in Windows Vista DoubleTechs com Remote Computer Repair Page 11 The Fundamentals What s New in Excel 2007 Exercise e Exercise File None required Excel 2007 is very different from previous versions The table below gives you an overview of what to expect e Exercise Review the new features in Microsoft Office Excel 2007 Table 1 1 What s New in Excel 2007 New user interface Live Preview XML compatibility Improved styles and themes SmartArt Save as PDF Document Inspector Digital Signature Better sharing capabilities Better conditional formatting Easier formula writing Enhanced sorting and filtering Improved tables formerly Excel lists Better charts New PivotTable interface Easier connection to external data New Page Layout view DoubleTechs com Remote Computer Repair The new results oriented user interface UI is the most noticeable change in Excel 2007 Traditional menus and toolbars have been replaced by the Ribbon a single mechanism that makes all the commands needed to perform a task readily available A
86. button la z F sb 3 Mi Qa bB 9 Sales Microsoft Excel e Cid Home Insert Page Layout ormulas Data Review View ox EB P3 Q New Window 3 ay Ia Ha ArrangeAll 23 32 yrmal Page Layout Show Hide Zoom z Save Switch Macros View a Freeze Panes C Workspace Windows Workbook Views Window Macros 15 500 17 050 6 Supplies i 3 500 3 850 7 Office M4 Sheeti Sheet2 Figure 6 7 A worksheet with only the first column frozen Page 92 Managing Workbooks Selecting Worksheets in a Workbook By default Excel workbooks contain three worksheets You can make one worksheet active at a time or select multiple worksheets at once Select a worksheet You can switch between worksheets in a workbook by selecting a different sheet s tab 1 Click the sheet tab for the worksheet you want to display That worksheet becomes active allowing you to edit it Other Ways to Select a Worksheet Right click the tab scrolling buttons and select the worksheet from the contextual menu Or use the tab scrolling buttons to scroll through the sheet tabs and then select one Select multiple worksheets By selecting multiple worksheets at once you can enter or edit data on multiple worksheets as well as format or print multiple worksheets at once To select adjacent worksheets 1 Click the first sheet tab you want to select pres
87. by pointing at it for a moment in the Available Files pane True or False You can specify how often a document is automatically saved True or False To repair Excel click the Office Button and select A Excel Options then click the Resources tab and click Diagnose B Diagnostics then click Run C Save then Save after Diagnosis D Properties then choose the All Programs tab and select Office Tools Document Properties like subject and category can only changed by an administrator True or False If you don t know the name of a file you can find it by searching for a file keyword True or False DoubleTechs com Remote Computer Repair Page 283 169 170 171 172 173 174 175 176 177 You can save a document in XPS or PDF mode immeditately when Office is installed on your computer True or False Once a document has been saved as a PDF or XPS file you can view it even without a viewer or reader for those files True or False What is a digital signature A A copy of a handwritten signature inserted in a document as a graphic B Your avatar symbol for Office C The signature used in Outlook D A digital encryption that ensures the document was created by a particular person Mark as Final is one of the options for preparing a document for distribution True or False When a workbook is saved onto a shared workspace A Coworkers can work on the workbook and synchronize t
88. can also tell Excel when you want to manually calculate formulas in a worksheet Use AutoCalculate You don t always need to enter a formula to make a quick calculation For example if you have a column containing a few numbers you want to add together you can simply select the cells and look to the status bar for the answer Excel has calculated the sum for you there 1 Select the cells you want to average count or sum Excel s AutoCalculate feature takes the cells you selected and displays the results to these common calculations in the status bar as shown in Figure 8 6 Change AutoCalculate options You can also change and add calculations in the status bar 1 Right click the status bar The Customize Status Bar list appears Here you can add Numerical Count Minimum or Maximum to the status bar You can also remove Average Count or Sum if you d like Table 8 3 AutoCalculate Options in the Status Bar displays more information about these options 2 Select the calculations that you want to be displayed on the status bar The calculations you selected appear on the status bar Manual formula calculation options By default Excel recalculates all the formulas in a workbook whenever you change a value that affects another value However you can change the calculation options so that formulas will only calculate when directed by you 1 Click the Formulas tab on the Ribbon and click the Calculation Opt
89. cccssssseeeeeeeees 14 TOS e E 14 VOUS aa okey aseeoeeenseaesoensou 14 BONS crc ssansesctaeeosuna wns enensrcnatee eer 14 Using the Office Button and Quick Access Toolbar casei a ceeaptcecaninoteaneceinccececaetetestecteoccesetesnnverak 15 Using Keyboard Commands ssseseeeee 16 Keystroke shortcuts ccccceeeeeeeeeeeeeees 16 KEY TIPS cccccseeceeceeeeeeeseeseeeseeeeeseeeeeeeas 16 Using Contextual Menus and the Mini Toolbar Sige te a ale secs sete een nj ee AA aa dsdeaineseaeeaine doe 17 UCT ale HE eissi 18 Search for help cceeeeceeeeeesssseeeeeeeeeees 18 Browse for Nelp ccccccseeeeeeeeeeeeeeeeeens 18 Choose the Help Source 00sc00c 18 Exiting Excel 2007 ccsssscssssecesseeseeseeeeeeees 20 Microsoft Excel is a powerful spreadsheet program that allows you to make quick and accurate numerical calculations and helps you to make your data look sharp and professional The uses for Excel are limitless businesses use Excel for creating financial reports scientists use Excel for statistical analysis and families use Excel to help manage their investment portfolios For 2007 Excel has undergone a major redesign If you ve used Excel before you ll still be familiar with much of the program s functionality but you ll notice a completely new user interface and many new features that have been added to make using Excel more efficient This chapter
90. cell that same value is copied to the adjacent cells when you AutoFill unless Excel recognizes it as a date or time in which case it will fill in the next logical date or time period v Ifyou use AutoFill to copy a cell containing a formula with a cell reference such as A3 the filled cells will contain updated formulas that are relative to their location For example if you AutoFill the formula A3 from cell D5 to cell E5 cell E5 will be filled with the formula B3 v Ifyov re working with a data series that increases by increments other than one such as every other day or every other month select the cells that show Excel the increment to use when filling the data series For example if you enter 3 and 5 in adjacent cells select both cells and AutoFill the next cell Excel will enter 7 in that next cell v After using AutoFill the AutoFill Options button appears ca Click this button to view different ways to perform or complete the AutoFill DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 5 xlsx e Exercise Use AutoFill to fill in the months in row 3 Labels should start with Jan in column B and end with June in column G Use AutoFill to copy cell range E7 E10 over to column F then copy cell C11 over to columns D E and F 1 Sales and Expenses Budget Inc 2 4 Sales 12000 18500 16500 15500 Jun 050 5 6 Expenses 7 Supplies 1200 2500 3000 3500 3500
91. cell style name it Income amp Expenses and change the fill color to the lightest orange color Apply the Income amp Expenses style to cell Al Then modify the Income amp Expenses style and change the font size to 16 pt Good Bad and Neutral Normal Bad Good Neutral Data and Model Output Warning Text Titles and Headings Heading 1 Heading Heading 3 Heading 4 Title Total Themed Coll Styles 20 Accentl 20 Accent2 20 Accent3 20 Accenta 20 AccentS 20 Accent 40 Accentl 40 Accent AOX Accenta 40 PEAN 40 Accenta 40 Accent mmmr a Ream PS Pe GUA Accenti foUa Eemia E doin E i rl EUM Aceon 60K Accent a a oe Number Format Comma Comma 0 Currency Currency 0 Percent l jew Cell She bjerge Styles Figure 4 9 Selecting a style from the Cell Styles list Paj kd F laeni Tp Wherosaft Excel Say hane inseri Page Layout Formatas ata GEDE CS View w xX B B o ba i1 ae Se erei al Fi conditional Formatting 3 Inaert E oF BA 2 Bf A x F ees e om a Table fF Dere gle M e y EA CEE a Eroma gt fits Enea Gipbasnd fort Good fad and M uttii Ba x Morena ma Good Neutral A LB ate and Modei a He aiii Calouation onary ETT uec Note FY l L ompa Warning Text 3 Jat ates and Headings ae sit Heading 1 Heading2 Headings Heading 4 Title Total Supplies Li Tieme Coll Tipies 7 Dice d WN Accent 30N Anen JN Armenii 20N coenta JOW AccentS 20
92. com Remote Computer Repair Page 215 Working with Objects Inserting Pictures and Graphics Files In addition to inserting clip art into a worksheet you can also insert pictures or graphics that you have on file such as pictures uploaded from a digital camera or graphics created in another program Table 15 1 Supported Graphics File Formats describes the types of graphics files you can insert 1 Click the Insert tab on the Ribbon and click the Picture button in the Illustrations group The Insert Picture dialog box appears 2 Navigate to the location where the file you want to insert is stored 3 Click the name of the file you want to insert and click Insert Tip To insert more than one picture or graphics file at a time press and hold down the lt Ctrl gt key as you Click each file The graphic is inserted into the worksheet and the Format contextual tab appears on the Ribbon under Picture Tools Exercise e Exercise File Catalog15 2 xlsx Jumper jpg e Exercise Insert the Jumper jpg image located in the Practice folder Table 15 1 Supported Graphics File Formats Graphics Interchange Format JPEG File Format Microsoft Windows Bitmap Portable Network Graphics Tagged Image File Format Microsoft Windows Metafile Computer Graphics Metafile Contextual tab gif gfa Jpeg jpg Jfif jpe bmp rle dib png tiff emf wmf cgm FA Eee Home Insert Page Layout Formulas Data
93. commands similar to the File menu of previous versions C The Quick Access Toolbar is a customizable toolbar of common commands that appears above or below the Ribbon A lt Ctrl gt lt Alt gt lt Delete gt is a Windows command not an Excel command False Contextual menus are available whenever you right click something in the Excel window B The Mini Toolbar is a toolbar of common formatting commands that appears whenever text or data is selected within a cell C Press lt F1 gt to access help in Excel A and C Click the Office Button and click Exit Excel or click the Close button on the title bar True A blank workbook appears when you start Excel A Select Open and then navigate to the saved file you want to open B Pressing lt Shift gt lt Tab gt moves the cell pointer one cell to the left False Labels are any type of text or information NOT used in calculations B Excel right aligns values True You can select all cells at once by pressing Ctrl A A All formulas start with an equal sign C You can quickly sum a column of numbers using the AutoSum button A This formula is incorrect because it doesn t begin with an equal sign True You can use AutoFill to copy formulas to adjacent cells False Absolute cell references always contain dollar signs True You can undo multiple actions in Excel False The original workbook remains intact with its original name D The Print Preview feature
94. corrects and Oe asi tthe ia te formats your text a With ot to 3 Click the AutoCorrect Options button oppotunities opportunities oppotunity oppor tunity The AutoCorrect dialog box appears with the orginization organization AutoCorrect tab displayed You can change how atenr omer AutoCorrect works and add change or remove the AutoCorrect entries 4 Type the word or phrase you want to correct or use as shorthand in the Replace text box Figure 16 4 The AutoCorrect tab of the AutoCorrect This is the text that AutoCorrect will recognize when dialog box you type 5 Type the word or phrase you want to appear in the With text box When the text in the Replace text box is typed with a space the text in the With text box will appear DoubleTechs com Remote Computer Repair Page 240 Advanced Topics 6 Click Add The entry is added to the AutoCorrect list 7 Click OK to close the AutoCorrect dialog box Click OK to close the Excel Options dialog box The dialog boxes close and the entry will now be available in all Excel workbooks and also in all other Office applications nih DoubleTechs com Remote Computer Repair Page 241 Advanced Topics l Changing Excel s Default Exercise Opt I ons e Exercise File None required e Exercise Explore the tabs in the Excel Options dialog Microsoft spent a lot of time and research when it decided box on default settings for Excel However
95. decide you no longer need a chart template that you ve saved you can delete it True or False Which of the following is NOT a view option in Excel A Normal view B Edit view C Page Layout view D Page Break Preview view You can use the Zoom slider to change the magnification level of a worksheet True or False When you create a new workbook window you create a copy of the workbook file True or False Splitting and freezing a workbook window are exactly the same thing True or False DoubleTechs com Remote Computer Repair Page 274 66 To select a worksheet click the View tab on the Ribbon click the Sheet button in the Worksheet Selection group and select the sheet you want to make active True or False 67 You can add additional worksheets to a workbook True or False 68 You can move a worksheet within a workbook simply by dragging the sheet s tab to a new location True or False 69 Click the button in the Window group to switch between multiple open workbooks A Change Windows B Choose Workbook C Switch Windows D View Workbook 70 When you hide a row column or worksheet the hidden data is deleted True or False 71 You can protect a workbook from A being modified B having its structure changed C being opened D All of these things 72 You can unlock cell ranges so that they can still be edited once the worksheet is protected True or False 73 Which of the following is NOT an
96. e Exercise File Sales5 2 xlsx When you create a chart it is embedded in the worksheet and appears in a frame You can resize a chart move it within the worksheet or move it to another worksheet e Exercise Resize the chart to about 2 3 of its original size then move the chart to the right so it s next to the data table you may need to make the program window wider Resize a chart 1 Select the chart Eight sizing handles appear along the chart edges once it is selected Sizing handles are used to change the size of charts and other objects Tip Clicking a chart displays the Chart Tools on E income the Ribbon which include the Design Layout E Total Exp and Format tabs j E Net Inc 2 Click a sizing handle and drag it to resize the chart B i i Le 5 The chart is resized Jan Feb Mar Apr May _ _ dune Tip A faint outline appears as you drag the chart border so that you can preview the size of the chart before releasing the mouse button Figure 5 3 Resizing a chart Move a chart within a worksheet 1 Select the chart 2 Point to the chart s border The pointer changes to a cross arrow pointer 3 Click and drag the chart in the worksheet Move a chart to another worksheet You can move a chart to another worksheet as an embedded object or move it to its own worksheet 1 Under Chart Tools on the Ribbon click the Design tab and click the Move Chart button
97. entire worksheet 1 Right click the sheet tab for the worksheet you want to hide 2 Select Hide from the contextual menu The sheet is hidden It still exists in the workbook so any references to the sheet will still work Now let s unhide the sheet Exercise e Exercise File Sales6 8 xlsx e Exercise Hide columns E G on the Qtr 1 amp 2 tab then unhide them Hide the Qtr 3 amp 4 worksheet then unhide it Delete the Qtr 3 amp 4 worksheet Hide the Sales6 8 workbook window then unhide it A B G D E F G 1 Income amp Expenses 2 3 Jan Feb Mar Apr May June 4 Income 12 000 17 000 18 500 16 500 15 500 17 050 6 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 7 Office 500 600 700 800 800 880 8 Wages 7 000 7 000 7 000 7 000 7 000 7 700 9 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 10 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 11 12 Net Inc 300 3 900 4 800 1 200 200 44 gt bh Qtr 1 amp 2 Qtr 3 amp 4 Sheet2 Il All columns are visible A B G D H l J Income amp Expenses Jan Feb Mar Income 12 000 17 000 18 500 Supplies 1 200 2 500 3 000 Office 500 600 700 Wages 7 000 7 000 7 000 Utilities 3 000 3 000 Total Exp Net Inc 300 3 900 4 800 M A Qtr 1 amp 2 Qtr 3 amp 4 Sheet2 DoubleTechs com Remote Computer Repair Columns E F and G are hidden Figure 6 15 A worksheet before and after hiding columns Page 98 Managing Workboo
98. figure out which cell to click to insert a certain type of page break See Table 7 2 Inserting Page Breaks for more information on where to click 2 Select Insert Page Break from the contextual menu The break is inserted DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales7 2 xlsx e Exercise In Page Break Preview view drag the page break line to the left so that the Jan Mar columns are on page 1 and Apr June are on page 2 Right click cell A11 and add a page break then remove the break Welcome to Page Break Preview You can adjust where the page breaks are by clicking and dragging them with your mouse Click this check box so the dialog box doesn t appear whenever you use Page Break Preview Figure 7 2 This dialog box appears the first time you open a workbook in Page Break Preview Page Break Preview button Qa Wl 9 Sales7 2 Microsoft Excel esl ae Home Ins Page Layout Formulas Data Review View o2 x petal E egil Se mas Z Normal Page Layout Show Hide Zoom Window Macros View z 7 Workbook Views Macros Al x f B res D E F G ce Jan Fea Afar an gt Afa JUDE Income 14 000 17 000 18 500 16 500 i 15 500 17 050 l Office B eal lie l 700 800 zoa d 880 Waqes 7 000 7000 7 000 7 000 7 000 7 700 Utilities 3 000 3 000 3 Total Exp 11 700 13 100 2 3 4 5 Supplics 1200 2500 A 3 000 3 500 3 500 3 850
99. formulas This chapter Opening a Workbook Se LLL LLL 23 will help you build a solid foundation of Navigating a Worksheet 00 cssccssesssseseesees 24 Excel knowledge Entering Label S suisia 25 Entering Valts sc 26 Using Exercise Files Selecting a Cell RAnge cccccsssssssseeeeesseeneees 27 Mere e E E OE Overview of Formulas and Using AutoSum 28 the topic of each lesson There are two Entering Formulas ccscscssssssessscsessssreseeseress 29 ways you may follow along with the exercise files Using PCO sanna 31 Understanding Absolute and Relative Cell o lute excreise mille nor 2 lessen Ratapancas 39 perform the lesson exercise and close Create a relative cell reference in a formula the exercise file PE NE ee 25s EE E E E E E TET 32 e Open the exercise file for a lesson Create an absolute cell reference in a perform the lesson exercise and keep ON A Teen 32 oe the file open to perform the remaining Using Undo Redo and Repeat 0008 33 lesson exercises for the chapter Undo a single Action s s s 33 l Undo multiple actions cccceee eee 33 The exercises are written so that you may Redo an action 33 build upon them meaning the exercises Repeat an action ccccceeeeeeeeeeeeeeneees 34 in a chapter can be performed in Saving a Workbook sssssssssssessccseeeeeeeeees 35 succession from the first lesson to the last Save a new workbook cccceeeeeeeee
100. group click the Size button and select Crop 3 Click and drag the picture or graphic s cropping handles Excel displays how the picture will look with the cropping settings Tip To crop all four sides of a picture or graphic at once while maintaining the graphic s proportions press and hold down lt Ctrl gt lt Shift gt as you drag 4 Click the Crop button in the Size group once again to turn off the cropping tool Excel crops the picture or graphic Recolor a picture or graphic You can also change the color of a picture or graphic 1 Double click the picture or graphic that you want to recolor The Format contextual tab appears on the Ribbon under Picture Tools 2 Click the Recolor button in the Adjust group A gallery of color options appears 3 Select a color option from the gallery The picture or graphic is changed accordingly DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 3 xlsx e Exercise Crop the Jumper image to half its size then undo the action Recolor the Jumper image to grayscale Then apply the Rotated White picture style to the image Crop aal ines 3 button o o p f4 4 crop pu l z Size F Figure 15 3 The Size group on the Format tab Recolor button Catalog15 3 Microsoft Excel Picture Tools Fe Home Insert Page Layout Formulas Data Review View Format wf amp Biightness I e z Cpntrast gt By s lt
101. group appears on the Design tab displaying commands to add several different elements to your header or footer 2 Click the button in the Header amp Footer Elements group for the element you want to add Tips v Headers and footers can be formatted using the commands in the Font group on the Home tab v You can also work with headers and footers by using the Page Setup dialog box Click the Page Layout tab and click the Dialog Box Launcher in the Page Setup group Click the Header Footer tab Here you can edit headers and footers and select to withhold the header or footer from the first page or to designate different odd and even pages Table 7 1 Header amp Footer Elements Group Button Description Fa Displays the correct page number for each page Page Number Displays the total number of pages in the worksheet Number of Pages Era Displays the current date 7 Current Date lA Displays the current time of day s Current Time fen Displays the workbook s name and file path I O File Path a P E Displays the workbook s name w File Name CH Display s the worksheet s name s Opens the Insert Picture dialog box where you can browse for and insert a picture file Picture a Is only available once a picture has been inserted this button allows you to adjust the picture s size 3 Format Picture brightness or contrast DoubleTechs com Remote Computer Repair Page 109 Working with Pa
102. gt Orientation Breaks PD Width Automatic Gridlines Headings Th annuns fal J 1 Size Za Background Height Automatic VY View V View 5 Pri a E Print Titles ia Scale 100 Vi Print Print a Arrange gt Tu i Themes ljmmiiet Brintsaranmm z Scale to Fit E Sheet Options m Print_Area lear Print Area y I I 4 I 17 000 18 500 2 500 3 000 600 700 7 000 7 000 3 000 SP ON ON wh Ready Page 1 of 2 Average 5671 428571 Count 15 Figure 7 11 Setting a print area Page 116 Working with Page Layout and Printing e Printer Here you can select the printer you want to use if you are connected to multiple ones Click the Name list arrow and select the printer you want to use To view printer specific options click the Properties button e Print Range Here you can select to print specific pages Select the Pages option In the From box Printer enter the first p age yOu want to p rint In the To Name 6 Tektronix Phaser 860N by Xerox box enter the last page By default all pages E em pr int Type Tektronix Phaser 860N by Xerox Where 192 168 0 37 e Copies Here you can select the number of copies ae you want to print Enter the number of copies you ae want to print or click the arrow buttons to select all the amount By default one copy prints Page s Erom e Print what Here you can select wh
103. have a few colleagues that dazzle everyone at meetings with their sharp looking worksheets that use colorful fonts and borders This chapter explains how to format a worksheet to make it more visually attractive and easier to read You will learn how to change the appearance size and color of text and how to align text inside a cell You will learn how to add borders and shading and how to use cell styles as well as many other tools that will help your worksheets look more organized and professional Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last Page 55 nih DoubleTechs com Remote Computer Repair Formatting a Worksheet Formatting Labels You can emphasize text in a worksheet by making the text darker and heavier bold slanted italics or ina different typeface font The Font group on the Home tab makes it easy to apply character formatting 1 Click the cell s with the label you want to form
104. in the Location Figure 5 4 Moving a chart within a worksheet group The Move Chart dialog box appears displaying two options Move Chart Choose where you want the chart to be placed i m New sheet Charti Wi Objectin ELES gt e New sheet Moves the chart to its own worksheet e Object in Allows you to embed the chart in another existing worksheet 2 Select the option you want to use and enter or select a worksheet name Figure 5 5 Moving a chart to another worksheet with the 3 Click OK Move Chart dialog box DoubleTechs com Remote Computer Repair Page 75 Creating and Working with Charts Changing Chart Type Different types of charts are better for presenting different types of information For example a column chart is great for comparing values of different items but not for illustrating trends or relationships If you find that a chart you ve created isn t the best fit for your data you can switch to a different chart type 1 Select the chart The Chart Tools appear on the Ribbon 2 Under Chart Tools on the Ribbon click the Design tab Now you can see the Type group 3 Click the Change Chart Type button in the Type group The Change Chart Type dialog box appears Here you can see the different types of charts that are available 4 Select a chart type in the list on the left then select a chart sub type from the list on the right 5 Click OK Tips
105. is an introduction to working with Excel Yov ll learn about the main parts of the program screen how to give commands use help and about new features in Excel 2007 nih DoubleTechs com Remote Computer Repair Page 10 The Fundamentals Starting Excel 2007 In order to use a program you must start or launch it first Windows XP 1 Click the Windows Start button The Start menu appears 2 Point to All Programs A menu appears The programs and menus listed here will depend on the programs installed on your computer 3 Point to Microsoft Office 4 Select Microsoft Office Excel 2007 The Excel program screen appears Windows Vista 1 Click the Windows Start button The Start menu appears 2 Click All Programs The left pane of the Start menu displays the programs and menus installed on your computer 3 Click Microsoft Office 4 Select Microsoft Office Excel 2007 The Excel 2007 program screen appears O Trap Depending on how your computer is set up the procedure for starting Excel 2007 might be a little different from the one described here Tips v If you use Excel 2007 frequently you might consider pinning it to the Start menu To do this right click Microsoft Office Excel 2007 in the All Programs menu and select Pin to Start Menu Exercise e Exercise File None required e Exercise Review the new features in Microsoft Office Excel 2007 Set Program Access
106. it in the Available Files pane True You can specify how often a document is automatically saved A To repair Excel click the Office Button and select Excel Options then click the Resources tab and click Diagnose False You can change a property by changing the text in its text box True If you don t know the name of a file you can find it by searching for a file keyword False You must download an add in to enable this ability in Microsoft Office 2007 False You must download a special viewer or reader to view documents saved as PDF or XPS files D A digital encryption that ensures the document was created by a particular person True Mark as Final is one of the options for preparing a document for distribution DoubleTechs com Remote Computer Repair Page 291 173 174 I Wisy 176 177 A When a workbook is saved onto a shared workspace coworkers can work on the workbook and synchronize the results C The three parts of an IF formula are the logical test the value if the test 1s true and the value if the test is false D A fixed or variable interest rate option is not part of the PMT function True The DSUM calculates the totals of specific records based on your criteria The VLOOKUP functions can look up values vertically down a column and then horizontally across a row DoubleTechs com Remote Computer Repair Page 292
107. locations p A on your computer such as the Desktop and Pi Saee Thumbnail Documents Folder a Hide Folders Tools v Save Cancel e Folders List View the hierarchy of drives and folders on your computer by expanding the Folders List Folders list Figure 2 18 The Save As dialog box New files are saved l l in the Documents folder by default 3 Enter the file name in the File name text box 4 Click Save DoubleTechs com Remote Computer Repair Page 35 Worksheet Basics Save workbook changes Once you make changes to a workbook you ve saved before you need to save it again 1 Click the Save button on the Quick Access Toolbar Any changes you have made to the workbook are saved Other Ways to Save Press lt Ctrl gt lt S gt Or click the Office Button and select Save Save a workbook under a different name and or location You can save another copy of a saved document using a new name or in a new location 1 Click the Office Button and select Save As The Save As dialog box appears 2 Enter a different name for the file in the File name text box And or navigate to a new location to save the file 3 Click Save Save a workbook as a different file type Just as some people can speak several languages Excel can read and write in other file formats Saving a copy of a workbook in a different file type makes it easier to share information between programs 1 Click the Office
108. looks like an arrow is added to the header of each column in the table You can use this arrow to quickly filter and sort the table columns 1 Click the filter button for the column you want to filter or sort A list appears displaying several options for sorting or filtering the table data The options at the top are for sorting The options at the bottom are for filtering 2 Select the filter or sort option you want to use Tip If you add or edit data in a table that is filtered or sorted you need to click the Reapply button in the Sort amp Filter group on the Data tab to include the new or edited data 3 Click OK Use calculated columns When you enter a formula in a blank column of a table the formula is automatically extended to all the rest of the column without using the AutoFill feature If you add rows to the column the formula appears in those rows as well 1 Select a cell in a blank table column This column will become a calculated column 2 Enter the formula you want to use The formula automatically appears in every row in that column Tips v Ifyou edit a formula in a calculated column the change flows to all the rows However if you enter data other than a formula in one of the cells it creates an exception and the edit does not flow to the other rows At this point any more edits of any type will not flow to the other rows Exercise e Exercise File SalesReps10 4 xlsx
109. lt a F ecolor No Recolor x g Arrange Da P Picture Shape 7 rY Bring to Front a x 4 Picture Border a Send to Back 7 tH 7 a Picture Effects iy Selection Pane oh a i E F G H Color Modes a a Dark Variations Bea gakage Light Variations More Variations Al 3 Set Transparent Color i 14 4 gt gt Frames Wheels Satisfaction 1 4 Ready J Figure 15 4 The Recolor gallery Page 217 Working with Objects Change the visual style of a picture or graphic Changing the visual style of a picture or graphic doesn t alter the picture or graphic itself just how it appears in the worksheet 1 Double click the picture or graphic that you want to adjust The Format contextual tab appears on the Ribbon under Picture Tools 2 Select a style from the Picture Styles group The style is applied to the picture or graphic Tip To view all the available styles click the More button in the Picture Styles group to view the Picture Styles gallery f ta HI DE ome Insert s Catalog15 3 Microsoft Excel Picture Tools Page Layout Formulas Data Review View Format amp Brightness lat f QD Contrast Eg Vy Recolor gy Adjust Picture 5 a 1 Uptown Bikes 2 3 Category Frame 4 Item No Descri 1000 Carbot 1003 Steel 5 6 4 7 1002 Steel 1 8 9 Ready 0J
110. mi ag ag 35 Tools group anie The Insert Chart dialog box appears displaying PI ANE J Wg Al different types of charts Set XY Scatter JAA MIA AA A lb AI wb m iti Stock K hA AA 3 Select the type of chart you want to use and click Surface OK O Doughnut 4 WwW The chart appears in the worksheet with your sabes ce a k PivotTable The PivotChart Filter Pane is also ma displayed You can use this pane to select what data PTTL PT a i you want displayed in the chart and how you want it sorted Figure 11 15 The Insert Chart dialog box Tip Click and drag the PivotChart s border to move the chart around in the worksheet 4 Modify the chart using the PivotChart Filter Pane and the PivotTable tools Tips v If you modify the PivotTable the PivotChart will change also v More detailed information about modifying and formatting charts can be found in the Creating and Working with Charts chapter wy is TripSates11 9 Microsoft Excel Pivotchart Toots paia T n A Home isen Page Layout Formulas Daa Rewiew view ear pa w e Ta k Change Save As Select Quick la Chart Type Template Data Layout Type ata Chari Layouts Chart Sayles Loman A D aa a a a T a LY E a NT Ty Use the PivotChart Filter pane to change the information 34 DAAN displayed in the TE E 2 16 2007 chart 11 Fi a 2 19 2007 12 i 4 14 5 a 16
111. no longer split Other Ways to Remove a Window Split Click and drag the split line to the perimeter of the workbook area Freeze window panes When you freeze panes the panes above and to the left of the active cell are immobilized This is different from splitting in which each section can be navigated Also while you can move split lines you can t move frozen sections without unfreezing and freezing again 1 Click the View tab on the Ribbon and click the Freeze Panes button in the Window group Here you have three options DoubleTechs com Remote Computer Repair Page 91 Managing Workbooks e Freeze Panes Freezes the worksheet above and to the left of the cell that is currently active Creates two or four panes depending on location of the active cell e Freeze Top Row Keeps the top row visible and allows you to scroll through the rest of the worksheet Creates two panes e Freeze First Column Keeps the first column visible and allows you to scroll through the rest of the worksheet Creates two panes 2 Select the option you want to use from the list The panes are frozen You can use the scroll bars to move around in the worksheet Now let s unfreeze the panes 3 Click the Freeze Panes button in the Window group and select Unfreeze Panes All cells in the worksheet are unfrozen so you can scroll freely throughout the entire worksheet DoubleTechs com Remote Computer Repair Freeze Panes
112. of possible combinations from a given number of items Example You want to form a two person team from five candidates and you want to know how many possible teams can be formed COMBIN S 2 equals 10 teams Returns the number of days between two dates based on a 360 day year twelve 30 day months which is used in some accounting calculations Example DAYS360 1 30 93 2 1 93 equals 1 DoubleTechs com Remote Computer Repair Page 261 Appendix of Common Functions Math amp Trig Functions You can find many of Excel s mathematical functions on a typical scientific calculator If you still remember your algebra classes many of these functions such as SIN COS and LOG should be familiar to you Table 17 3 Overview of Math amp Trig Functions ABS ACOS ASIN COMBIN COS DEGREES EVEN ODD EXP FACT LN LOG LOG10 MOD PI PRODUCT RADIANS RAND RANDBETWEEN ABS number ACOS number ASIN number COMBIN number number_chosen COS number DEGREES angle EVEN number EXP number FACT number LN number LOG number base LOG number MOD number divisor PI PRODUCT number1 number2 DEGREES angle RAND RANDBETWEEN bottom top DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Become familiar with Excel s Math amp Trig functions Determines the absolute value of a number Th
113. of the Quick Access Toolbar Select Show Below the Ribbon or Show Above the Ribbon depending on the toolbar s current location DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Click the Office Button to open it Move the Quick Access Toolbar below the Ribbon then move it back above the Ribbon ey mE z Ex ji 3 Recent Documents Y i S 1 Excel 2007 l T 2 Sales2 1 D oven 3 Test2007 4 schedule E Save i SI Save s F g m Print gt Z Prepare F we Send F Publish oa Close ig Excel Options x Exit Excel Figure 1 5 The Office Button menu Save Undo Redo Customize 1 m 7 a The mi CNCENGDA Home Insert Figure 1 6 The Quick Access Toolbar Page 15 The Fundamentals Using Keyboard Commands Another way to give commands in Excel 2007 is using the keyboard There are two different types of keyboard commands in Excel 2007 keystroke shortcuts and Key Tips Keystroke shortcuts Without a doubt keystroke shortcuts are the fastest way to give commands in Excel 2007 They re especially great for issuing common commands such as saving a workbook In order to issue a command using a keystroke shortcut you simply press a combination of keys on your keyboard For example rather than clicking the Copy button on the Ribbon to copy a cell you could press and hold the copy keystroke shortcut lt Ctrl
114. on the Data tab Table 9 1 Comparison Operators and Wildcards provides a description of operators and wildcards you can use for entering filter criteria Table 9 1 Comparison Operators and Wildcards SalesReps9 7 Microsoft Excel Home Insert Page Layout Formulas Data Review View co x E 2 J penen AJ BA 5 e i SF as 7 5 v jj Sm mn ee Z Sort Filter Mp Aeee ci sn a 5 scenes Connections Sort amp Filter Data Tools C3 f South A B a E First Region Position Sales Ron North Senior Manager 18 000 Clem l South Manager 20 000 4 Winters Denise North Associate 22 000 5 Sweet Tamara South Associate 24 000 6 Fi 8 Last First Region Position Sales 9 i gt 18000 10 oleon cen f Extractrange Ortonia E range M4 gt gt Sheet1 Sheet Sheet3 J Ready J Figure 9 14 Filter results copied to another location extracted using the Advanced Filter Equal to lt gt Not equal to gt Greater than lt Less than gt Greater than or equal to lt Less than or equal to i Wildcard any number of characters in the same position as the asterisk Example east finds Northeast and Southeast Any single character in the same position as the question mark Example sm th finds smith and smyth DoubleTechs com Remote Computer Repair Page 143 Working with Tables Creating a Table ccccccccecsssssssssssssssesssneeeene
115. on the Ribbon and click the Macros button list arrow in the Macros group Select View Macros The Macro dialog box appears Here you can see the macros that you have recorded 2 Select the macro you want to edit and click the Edit button The Microsoft Visual Basic Editor program appears Those funny looking words are Visual Basic the language that was used by Excel to record the macro you created You don t have to learn Visual Basic to be proficient at Excel but knowing the basics can be helpful if you ever want to modify an existing macro If you take a close look at the code for your macro some of the procedures should make a little sense to you For example if your macro contains a copy or paste command you may see the text Selection Copy or Selection Paste You can delete sections of code to delete certain actions from the macro or edit the code to change the macro s actions 3 Edit the macro s code as desired then click the Save button on the Standard toolbar 4 Click the Close button in the upper right hand corner The Visual Basic Editor window closes DoubleTechs com Remote Computer Repair Exercise e Exercise File WeeklySales14 4 xlsm e Exercise Open the DateStamp macro in editing mode Edit the code so that the date is horizontally aligned to the left instead of on center Run the macro in cell D3 to see that the macro enters the date so it is aligned to the left side of the ce
116. perform basic text formatting D To change a chart s source data click the Select Data Source button in the Data group True If you decide you no longer need a chart template that you ve saved you can delete it B Edit view is not an Excel view option True The Zoom slider on the status bar lets you zoom in and out of a worksheet False Creating a new workbook window is like opening the workbook in a different view if a workbook is open in multiple windows changes made in any of the windows are applied to the same file False They are similar but splitting allows you to scroll through all window sections independently Also you can move split lines but not frozen sections False To select a worksheet click that worksheet s tab at the bottom of the workbook window True You can add and delete worksheets True You can move a worksheet within a workbook simply by dragging the sheet s tab to the new location Hold down the Ctrl key if you want to copy it C Click the Switch Windows button in the Window group to switch between multiple open workbooks False Hiding data doesn t delete it it just hides it from view until it is unhidden D You can protect a workbook from all of these things True You can unlock cell ranges so that they can still be edited once the worksheet is protected A Internet Fax is a way to send not publish a workbook from Excel True Once you have created a template you can use it to create new
117. settings You can further protect your work by using the AutoRecover feature to periodically save a temporary copy of the workbook you re working on To recover work after a power failure or similar problem you must have turned on the AutoRecover feature before the problem occurred You can set the AutoRecover save interval to occur more frequently than every 10 minutes Excel Options Popul i i a y opular Customize how workbooks are saved Formulas its default setting For example if you set it to save Proofing Save workbooks every 5 minutes you ll recover more information than if savetiesinthistomat Excel workbook E you set it to save every 10 minutes Here s how to change anana daraga i a Customize AutoRecover file location C Users SMeinz AppData Roaming Microsoft Exceh the AutoRecover save interval EPERE Default file location C Users SMeinz Documents Trust Center AutoRecover exceptions for x Booki 1 Click the Office Button and click Excel Options Resouces EI Disable AutoRecover for this workbook oniy Offline editing options for document management server files The Excel Options dialog box appears Save checked out files to The server drafts location on this computer The web server 2 Cli ck the Save tab Server drafts location C Users SMeinz Documents SharePoint Drafts Browse Preserve visual appearance of the workbook Options for how to customize save settings appears Choos
118. spelling and ignores all future occurrences of the word in the worksheet e Add to Dictionary If a word is not recognized in the Microsoft Office Dictionary it is marked as misspelled This command adds the word to the dictionary so it is recognized in the future e Change Changes the spelling of the word to the spelling that is selected in the Suggestions list e Change All Changes all occurrences of the word in the worksheet to the selected spelling O Trap Exercise caution when using this command you might end up changing something you didn t want to change e AutoCorrect Changes the spelling of the word to the spelling that is selected in the Suggestions list and adds the misspelled word to the AutoCorrect list so that Excel will automatically fix it whenever you type it in the future 2 If the word is spelled incorrectly select the correct spelling from the Suggestions list Then click Change Change All or AutoCorrect If the word is spelled correctly click Ignore Once Ignore All Add to Dictionary Excel applies the command and moves on to the next misspelling DoubleTechs com Remote Computer Repair Page 46 Editing a Worksheet Once Excel has finished checking your worksheet for spelling errors a dialog box appears telling you the spelling check is complete 3 Click OK The dialog box closes Tips Y Excel cannot catch spelling errors that occur because of misuse For example if you ente
119. suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 160 Working with PivotTables Creating a PivotTable To create a PivotTable you need to decide which fields you want to include how you want your PivotTable organized and what types of calculations your PivotTable should perform Don t worry if PivotTables are confusing at first they will make a lot more sense once you ve actually created one 1 Select a cell in a data range Other Ways to Create a PivotTable Select a cell in a table click the Design tab on the Ribbon and click the Summarize with Pivot button in the Tools group Click the Insert tab on the Ribbon and click the PivotTable button in the Tables group The Create PivotTable dialog box appears and a moving dashed line appears around the data range that Excel will use for the PivotTable Tip The data range doesn t have to be in the current workbook Select
120. tab and click the Cell Styles button in the Styles group A gallery of styles appears 3 Select a cell style Tip Hover the pointer over a style to preview how it will look before selecting it Remove a Cell style 1 Select the cell s that have the cell style applied 2 Click the Home tab and click the Cell Styles button in the Styles group 3 Click Normal Tip These steps only remove the cell style from the selected cells the cell style itself is not deleted from Excel To remove a cell style from all cells and delete the cell style itself click the Home tab on the Ribbon and click the Cell Styles button in the Styles group Right click the style you want to delete and select Delete Modify or duplicate a cell style 1 Click the Home tab and click the Cell Styles button in the Styles group 2 Right click the cell style you want to modify and select Modify or Duplicate The Style dialog box appears This is where you can change the appearance of the style being modified or duplicated O Trap Selecting Modify changes the built in Excel style while selecting Duplicate adds a new custom style and leaves the original built in style alone DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales4 7 xlsx e Exercise Apply the 20 Accent 4 cell style to the merged cell Al and the cell range A4 A12 Then remove the cell style from the range A4 A12 Duplicate the 20 Accent4
121. that your content cannot be altered Microsoft Office SharePoint Server 2007 makes it easier to share and manage worksheets from within Excel Conditional formatting allows you to analyze Excel data with just a few clicks You can apply gradient colors data bars and icons to cells to visually represent relationships between your data An expandable formula bar and Function AutoComplete are among several features that make formula writing easier in Excel 2007 Now you can sort data by color and by up to 64 levels You can also filter by color or date display more than 1000 items in the AutoFilter drop down list filter by multiple items and filter PivotTable data Among the improvements to tables table header rows can be turned on or off calculated columns have been added so you only have to enter a formula once AutoFilter is turned on by default and structured references allow you to use table column header names in formulas in place of cell references Visual chart element pickers allow you to quickly edit chart elements such as titles and legends OfficeArt allows you to format shapes with modern looking 3 D effects and clearer lines and charts make charts easier to read In addition sharing charts with other Office programs is easier than ever because Word and PowerPoint now share Excel s chart features With the new PivotTable user interface dragging data to drop zones has been replaced by clicking the fields you want to see
122. the Design tab If the Ribbon is not wide enough a Layout button will appear on the Ribbon instead of the group Page 166 Working with PivotTables Grouping PivotTable Items You can group PivotTable data in order to set it apart additional subsets of data You can group most items but dates are a common item to group For example you may want to group the information in the PivotTable by days months quarters or years Group dates or times 1 Select the date or time field in the PivotTable To select the field click the name of the field in the PivotTable such as the row or column header 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Group Field button in the Group group The Grouping dialog box appears 3 Specify the starting and ending dates you want to group and the interval you want to group by By default the starting and ending dates are the first and last dates in the PivotTable 4 Click OK The grouping is applied to the PivotTable report Tip To group dates by weeks select Days in the By area of the Grouping dialog box and enter 7 in the Number of days box Group numeric items 1 Select the numeric field in the PivotTable that contains the data you want to group by Exercise e Exercise File TripSales11 6 xlsx e Exercise First set up the PivotTable for grouping Remove the Office field from the Row Labels area of the PivotTable Field List Move the Destina
123. the PivotTable that you want to column rather than being shown as separate days group Figure 11 10 Grouping the PivotTable dates by month DoubleTechs com Remote Computer Repair Page 167 Working with PivotTables 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Group Selection button in the Group group The items are grouped and collapse buttons appear so you can collapse or expand the group of data Tip You can also use this method to group specific items in a field Ungroup items 1 Select the items in the PivotTable that you want to ungroup 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Ungroup button in the Group group The items are ungrouped DoubleTechs com Remote Computer Repair Page 168 Working with PivotTables Updating a PivotTable Exercise e Exercise File TripSales11 7 xlsx If you make changes to the source data a PivotTable is based on the PivotTable isn t automatically updated Instead you must manually refresh the PivotTable anytime and refresh the PivotTable you change its underlying source data This lesson Change the PivotTable data source so that it uses only the explains how to do that as well as how to change the range A1 G4 on the Promotion Sales worksheet source of the data the PivotTable is based on e Exercise On the Promotion Sales worksheet change the value in cell G2 to 5 Return to the PivotTable on Sheet1
124. the Use an external data source option to select data outside the workbook If the data range isn t correctly selected select the data range you want to analyze including column labels Next you need to decide if you want to display the PivotTable in a new worksheet or one that already exists in your workbook Select where you want the PivotTable report to be placed Tip If you select Existing Worksheet click the Collapse Dialog button and select the worksheet and upper left cell of the range where you want to put the PivotTable Click OK The Excel window changes to display the structure for a new PivotTable along with the PivotTable Field List task pane No data has been pulled into the PivotTable yet you ll need to use the task pane to tell Excel how you want to lay out the PivotTable Tips v You can change how the PivotTable Field List task DoubleTechs com Remote Computer Repair pane looks Click the button arrow near the top right corner of the task pane and select a layout option Exercise e Exercise File TripSales11 1 xlsx e Exercise Create a PivotTable on a new worksheet using the data from the Promotion Sales worksheet Create PivotTable Choose the data that you want to analyze Select a table or range 0 Use an external data source Connection name Choose where you want the PivotTable report to be placed New Worksheet O Existing Worksheet Location TnipialeslI
125. the bottom and top arguments Page 262 Appendix of Common Functions Table 17 3 Overview of Math amp Trig Functions ROUND ROUND number num_digits ROUNDDOWN ROUNDUP SIGN SIGN number SIN SIN number SQRT SQRT number SUM SUM number1 number 2 SUMIF SUMIF range criteria sum_range TAN TAN number Rounds a number to a specified number of digits The ROUNDDOWN and ROUNDUP function take the same form as the ROUND function and as their name implies always round either up or down Determines the sign of a number Results in 1 if the number is positive zero 0 if the number is 0 and 1 if the number is negative Returns the sine of an angle Returns a positive square root of a number Adds all the numbers in a range of cells Adds the cells only if they meet the specified criteria Example You want to total the cell range B1 B5 only if the value in cellA1 is greater than 500 SUMIF A1 gt 500 B1 B5 Returns the tangent of an angle DoubleTechs com Remote Computer Repair Page 263 Appendix of Common Functions Statistical Functions aaa e Exercise File None required Excel offers a large number of functions to help you analyze statistical data e Exercise Become familiar with Excel s Statistical functions Table 17 4 Overview of Statistical Functions AVERAGE AVERAGE number1 Calculates the average or arithmetic mean of the numbers in the number2 range or arguments
126. the filtered results will be displayed right in the original data range Tip To copy filtered results to another location on the worksheet first prepare an extract range with labels for the fields you want to display The DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps9 7 xlsx e Exercise Use the Advanced Filter to filter for Sales gt 18 000 and a Position that ends with r Hint use r Clear the filter Do the same Advanced Filter again but this time extract the results to a different range Extract only the Last and First columns to a different range you should end up with Clem Brown being displayed in the extract range Advanced Filter Action 9 Filter the list in place Copy to another location The Copy to another location option copies the results of the filter to another location in the worksheet or workbook SAS2 SES5 Criteria range Sheet1 A 8 5B 9 List range Copy to D 9 D0 10 L Unique records only Figure 9 12 The Advanced Filter dialog box When the list is filtered in place the records that don t match the criteria are hidden Pe ll I SalesReps9 7 Microsoft Excel Home Insert Page Layout Formulas Data Review View ax s Connections 4 y Clear ms B i se 2 7 Dronerties 24 BH i ts Reapt s22 i fa lt Gbt External Refresh _ m Z Sort Filter z d d Textto
127. the formulas to be hidden Protect a worksheet Once you ve finished preparing the worksheet you re ready to protect the worksheet Protect Sheen 1 Click the Review tab on the Ribbon and click the Protect worksheet and contents of locked cells Protect Sheet button in the Changes group Fassword to unprotect sheet The Protect Sheet dialog box appears Other Ways to Protect the Sheet Right click the sheet tab and select Protect Sheet Allow all users of this worksheet to Select locked cells r from the contextual menu Eee tial cee pa l L Format cells 2 Enter a password in the text box _ Format columns Format r You don t have to enter a password in order to protect m n ie y Insert columns the worksheet but if you don t anyone can unprotect insert rows the sheet Insert hyperlinks Delete columns 3 Select the items that you want users to be able to _ Delete rows change in the Allow all users of this worksheet to list and click OK The worksheet is protected Tip To unprotect a worksheet right click the Figure 6 23 The Protect Sheet dialog box sheet tab and select Unprotect Sheet from the contextual menu DoubleTechs com Remote Computer Repair Page 103 Managing Workbooks Sharing a Workbook You can share your Excel workbook files with other people so that you can work on the data collaboratively Sharing a workbook has several benefits e Several peo
128. the list Dashed lines appear around the new print area Trap When a print area is set only the print area that is defined prints You must clear the print area if you want to return to the default page setup Tips v Once you set a print area you can add additional print areas Select the additional cells click the Print Area button in the Page Setup group and select Add to Print Area The added area also has dashed lines around it Clear print area Clear the print area and return to the default page setup 1 Click the Page Layout tab on the Ribbon and click the Print Area button in the Page Setup group A list of print area options appears 2 Select Clear Print Area from the list The print area is cleared Print dialog box You can print a selection select only certain pages to print and select the number of copies to print using the Print dialog box 1 Click the Office Button and select Print The Print dialog box appears Here you can select from many different print options The dialog box contains four main areas DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales7 6 xlsx e Exercise Set the print area to print only the cell range A2 B11 Open the Print dialog box and look at the printing options Close the dialog box without printing Qa Wd 9 z Sales7 6 Microsoft Excel x ca Home Insert Page Layout Formulas Data Review View x W
129. the message bar trusted publishers and locations and more Resources Contact Microsoft find updates and online resources and maintain the health and reliability of your Microsoft Office programs DoubleTechs com Remote Computer Repair Page 242 Advanced Topics Recovering Your Documents Exercise e Exercise File None required Computers don t always work the way they re supposed to Nothing is more frustrating than when a program for no apparent reason decides to take a quick nap locks up and stops responding to your commands especially if you lose the precious document that you re working on e Exercise Understand how AutoRecover works Change the AutoRecover save interval to 8 minutes Ry Microsoft Windows Fortunately Microsoft realizes that people might want to recover their documents when Microsoft Excel locks up or stops responding If Excel 2007 encounters a problem and stops responding you can restart Microsoft Excel your computer and try to recover your lost documents a Sometimes Excel will display a dialog box telling you that Excel has stopped working and automatically restart itself Microsoft Office Excel has stopped working Windows is checking for a solution to the problem Figure 16 6 This dialog box appears before Excel closes Understand how AutoRecover works abnormally crashes If AutoRecover is enabled in Excel you don t have to do anything to mak
130. the page Each object that you insert thereafter is assigned one level above and so on The final object that you insert will appear on the topmost layer e Exercise Send the star shape to the back and move it behind the bike clip art image There are four layering commands in Microsoft Excel e Bring to Front Places the selected object on the very top layer of the page All other objects will appear behind the selected object Layered objects as e Send to Back Places the selected object on the very they appear onscreen bottom layer of the page All other objects will appear in front of the selected object e Bring Forward Brings the selected object up one layer e Send Backward Sends the selected object down one Layered objects are layer simply stacked on top of one another like 1 Double click the object that you want to layer p sheets of paper The Format contextual tab appears on the Ribbon Figure 15 18 Layered objects 2 Click the Bring to Front or Send to Back button in the Arrange group or click the Bring to Front or bill B C Send to Back button list arrow and select an option 1 Uptown Bikes Catalog from the list 2 l 3 Category Frames The object is layered accordingly I iiem No Description ra Other Ways to Layer an Object 5 1000 Carbon 150 1 999 99 Right click the object that you want to layer point 6 1001 Aluminum 100 789 99 to Bring to Front or Send to Back in the 7 10
131. to cells B12 G12 You may need to widen a few of the columns so that the arrow icons fit Highlight Cells Rules Ee iain Al Top Bottom Rules b E Data Bars Color Scales b kon Sets d E New Rule a Clear Rules d F Manage Rules Figure 4 13 This list of options appears when you click the Conditional Formatting button in the Styles group an W 1 z Sale Sartee Microsoft Excel u em H Heme den Page Liytad Formulas Data Ringa aire w 9 x W 4 8 a r a E E E gt j i Fave r a Highlight Calla Rulez Sort M F pp aa i amp E E e da Erma fiere ghd Chpbasmi Fan a byernezi a Ported i r n gt i H Top Beteom Plate ot Top 10 hema Ha i Ja B E Ay B L D j Ej Dais Bas i E Top 18 1 Income amp Expenses 2 E Geter Scales HL Berto 20 teri 3 Jan Feb Mar Apr EJ Inert 12 000 17 000 18 500 16 500 iE koi Sahi ail Botim 19 5 G Supplies 1 ai 750 7 000 3500 ties Rule mi Ua 7 Olfice 500 500 700 BOO E cear Rui d B Wages 7 000 7 000 7 000 7 000 idence Bale 9 Utilities 3000 43000 3000 4000 mpera 10 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 11 12 Net Inc 5 300 5 3900 5 4400 5 1200 5 J 13 14 M4 sheal Sheet Sheet3 p_ dn Lees katie nye es eee Figure 4 14 The Below Average rule applied to the workbook Page 67 Formatting a Worksheet Apply Data Bars Color Scales and Icon Sets
132. using the Reset Graphic command 1 Select the SmartArt graphic and click the Design tab on the Ribbon under SmartArt Tools 2 Click the Reset Graphic button in the Reset group The graphic is restored to its original state Tip To restore defaults for only one shape right click the shape and select Reset Shape from the contextual menu DoubleTechs com Remote Computer Repair Page 233 Working with Objects Using WordArt Using Excel s WordArt feature is the fastest and easiest way to add dramatic and colorful worksheet text Insert WordArt 1 Click the Insert tab on the Ribbon and click the WordArt button in the Text group The WordArt Styles gallery appears 2 Select a WordArt style from the gallery A text box formatted using the WordArt style you selected appears on the worksheet 3 Type your text Modify WordArt You can also modify WordArt once it has been inserted For example you can change the text fill and outline color choose a new WordArt style or apply a cool text effect 1 Select the WordArt that you want to format and click the Format contextual tab on the Ribbon 2 Use the commands found in the WordArt Styles group Tip You might notice a little purple diamond next to some WordArt objects This is called an adjustment handle and it is used to change the angle at which some WordArt effects slant or loop Simply click and drag this adjustment handle to adjust the effec
133. with dollar signs before every reference heading For example type B 4 DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales 2 6 xlsx e Exercise Enter the formula F7 G 2 in cell G7 Copy cell G7 to cells G8 G10 Copy cell F11 over to cell G11 1 Budget Increase 2 3 Apr May June Budgeted 4 16500 15500 1 050 3 6 3500 3500 F7 SGs2 amp 800 800 9 7000 7000 10 4000 4000 Figure 2 14 A formula with a relative F7 and an absolute G 2 cell reference Here the formula from the previous figure has been filled down The F7 reference has changed to F8 because it was relative while G 2 stayed the same because it was absolute aS 2 a 2 D E E Eo D o o 1 Budget Increase 2 110 3 Mar Apr lay June Budgeted 4 18500 16500 15500 17050 5 6 Figure 2 15 Relative vs absolute cell references Page 32 Worksheet Basics Using Undo Redo and Repeat The undo redo and repeat commands are very useful commands for working with cell contents and cell formatting Undo a single action Undo does just that it undoes any actions as though they never happened 1 Click the Undo button on the Quick Access Toolbar Your last action is undone For example if you had deleted an item and then decided you wanted to keep it after all undo would make it reappear Other Ways to Undo Press lt Ctrl gt lt Z gt Undo multiple actions 1 Cli
134. with Excel s Text functions Combines multiple strings of text into one string Compares two strings of text and returns TRUE if they are exactly the same FALSE if they aren t The function is case sensitive but doesn t pay attention to formatting differences Use EXACT to test whether text being entered into a worksheet matches another text String Returns the first character or characters in a text string depending on the number of characters you specify Returns the number of characters in a string of text Spaces count as characters Converts uppercase letters in a text string to lowercase Returns a specified number of characters from a text string starting at the position you specify Capitalizes the first letter in a text string and any other letters in text that follow any character other than a letter Converts all other letters to lowercase letters Replaces the number of characters you specify in a text string with a different text string Returns the last character or characters in a text string depending on the number of characters you specify Substitutes new specified text for old specified text in a text string Removes all spaces from text except for single spaces between words Use to fix irregular spacing Converts lowercase letters in a text string to uppercase Page 267 Appendix of Common Functions Logical Functions Excel has a number of logical functions to choose from These functio
135. xlsx e Exercise Add a bottom border to cells B3 G3 and B9 G9 Add a light blue fill color Accent 1 Lighter 80 to the Income amp Expenses merged cell A1 then also apply the 6 25 Gray pattern style leave the Pattern Color as Automatic Cell border Background color and pattern A B c D E F e E 1 Se Expengeg fo co socdidas 2 3 Jan Feb Mar Apr May June 4 Income 12 000 17 000 18 500 16 500 15 500 17 050 5 6 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 7 Office 500 600 700 800 800 880 8 Wages 7 000 7 000 7 000 7 000 7 000 7 700 9 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 10 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 11 12 Net Inc 300 3 900 4 800 1 200 200 220 M4 gt W Sheet1 Sheet Sheet3 2 0 Figure 4 5 Worksheet with cell borders and a background color and pattern applied Format Cells Number Alignment Font Border Fill Protection Line Presets Style ceecee None ch T AEEA Daaa E doii A aasa sie ees Border Text da amp Bg The selected border style can be applied by clicking the presets preview diagram or the buttons above Figure 4 6 The Format Cells dialog box with the Border tab displayed Page 60 Formatting a Worksheet 3 Select the color you want to use The fill color is applied Notice that the color you chose now appears as the selec
136. you are in a worksheet Excel displays row headings indentified by numbers on the left side of the worksheet and column headings identified by letters at the top of the worksheet Each cell in a worksheet has its own cell address made from its column letter and row number such as cell Al A2 B1 B2 etc You can immediately find the address of a cell by looking at the Name Box which shows the current cell address 1 Click any cell to make it active The cell address appears in the name box Now that you re familiar with moving the cell pointer with the mouse try using the keyboard 2 Press lt Tab gt The active cell is one cell to the right of the previous cell Refer to Table 2 1 Navigation Shortcuts for more information on navigating shortcuts Tips Y Excel 2007 worksheets have 1 048 576 rows and 16 384 columns To view the off screen portions of the worksheet use the horizontal and vertical scroll bars Y To select contents within a cell double click the cell then click and drag to select the desired contents v Using the lt Ctrl gt key with arrow keys is very powerful These key combinations jump to the edges of data For example if you have a group of data in columns A G and another group in columns R Z lt Ctrl gt lt gt jumps between each group of data Name Box Exercise Notes e Exercise File Sales2 1 xlsx e Exercise Practice moving around in the worksheet using both the mous
137. 02 Steel 100 1 259 99 contextual menu and select an option from the g 1003 Steel 90 699 99 submenu Or double click the object that you 9 want to layer click the Selection Pane button in 10 the Arrange group and adjust layering ll 12 13 14 15 16 17 18 19 20 Figure 15 19 An example of layered objects DoubleTechs com Remote Computer Repair Page 228 Working with Objects Inserting SmartArt New in Excel 2007 the SmartArt feature lets you create and customize designer quality diagrams Insert a SmartArt graphic 1 Click the Insert tab on the Ribbon and click the SmartArt button in the Illustrations group The Choose a SmartArt Graphic dialog box appears Table 15 5 Types of SmartArt Graphics describes the types of graphics that are available 2 Select a graphic type from the left hand list then select a sub type from the right Click OK The SmartArt object is inserted onto the worksheet Add text to a SmartArt graphic There are two ways to add text to a SmartArt graphic using the Text pane or the graphic itself 1 Click the Text placeholder where you want to insert your text A blinking cursor appears indicating that you can type your text 2 Start typing Other Ways to Add Text to SmartArt Click a bullet in the Text pane and type your text If the Text pane is not visible select the SmartArt graphic and click the Design tab on the Ribbon under SmartArt Tools Click the
138. 1 1999 Excel thinks of dates in terms of serial numbers such as 36281 Since the date and time formulas often return serial number values you should format any cells with date or time formulas with data and time formats that you can easily understand You can also create custom number formats to display the results of date formulas For example the custom format dddd would display only the day Monday instead of the entire date 8 9 99 Table 17 2 Overview of Date amp Time Functions DATE DATE year month day TODAY TODAY TIME TIME hour minute second TODAY NOW WEEKDAY WEEKDATE serial_number return_type YEAR Y EAR serial_number return_type MONTH MONTH serial number return_type DAY DAY serial_number return_type HOUR HOUR serial_number DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Become familiar with Excel s Date amp Time functions Enters a date in the cell Example DATE 99 5 1 equals May 1 1999 A special version of the DATE function While the DATE function can return the value of any date the TODAY function always returns the value of the current date Enters a time in the cell Uses a 24 hour military time system Example TIME 14 30 equals 2 30 PM A special version of the TIME function While the TIME function can return the value of any time the NOW function always returns the value of the current time
139. 2 Click the Insert tab on the Ribbon In the Charts group there are several chart types to choose from as described in Table 5 1 Chart Types Each of the chart types then has several charts to choose from 3 Click a chart type button in the Charts group A list of charts for the selected chart type appears 4 Select the chart you want to use from the list The chart appears in the worksheet and the Chart Tools appear on the Ribbon The Chart Tools include three new tabs Design Layout and Format that help you modify and format the chart Tips v To see all available chart types click any chart type in the Charts group and then select All Chart Types The Insert Chart dialog box appears displaying every chart type that is available v You can create 2 D or 3 D charts in Excel 3 D charts have an additional depth axis in addition to the vertical and horizontal axes DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 1 xlsx e Exercise Select the header row containing the month labels the Income row the Total Exp row and the Net Inc row use the lt Ctrl gt key to select multiple rows Create a 2 D Clustered Column chart Ca Wd e s SalesS 1 Microsoft Excel a Home insert Page Layout Formula Data Review View Ww cx Clip Ast iy A LOE a tet Ba Line i bial 5 cip ty Line p Area 6 x ue Signature aa L 4 oper gt abher Ey scatter eaat amp Footer Paj Onjea PwotTable
140. 2 500 3 000 3 500 3 500 7 Office 500 600 700 800 800 8 Wages 7 000 7 000 7 000 7 000 7 000 9 Utilities 3 000 3 000 3 000 4 000 4 000 10 Total Ex 13 100 13 700 15 300 a1 12 Net Inc 4 4 gt gt Sheet1 Sheet2 Sheet3 J Figure 4 2 Formatted values Table 4 2 Number Formatting Buttons Select from several number formats like General Number or Time or click More to see all available formats General ki Number Format list arrow p Apply the Accounting number format which adds a Accounting Number dollar sign and decimal Format point of Apply the Percent format which converts the value to a Percent Style percentage and adds a percent symbol 5 Add a thousands separator Comma Style 0 00 Increase or decrease the am bina number of decimal points shown Increase Decrease Decimal Page 57 Formatting a Worksheet Adjusting Row Height and Column Width When you start working on a worksheet all the rows and columns are the same size As you enter information into the worksheet you will quickly discover that some of the columns or rows are not large enough to display the information they contain This lesson explains how to change the width of a column and the height of a row Adjust column width 1 Point to the column header s right border until the pointer changes to a T 2 Click and drag to the left or right to adjust the width A dotted line appears as you d
141. 2003 Outlook 2003 Project 2003 Word 2002 5 Access 2003 Excel 2002 Outlook 2002 QuickBooks 2005 Word 2000 4 Select an option for where you want to put the data 6 Access 2002 Excel 2000 Outlook 2000 Windows Vista Word 97 A 7 Access 2000 Excel 97 Outlook 98 Windows XP Click OK 8 Access 97 Mac OS X PowerPoint 2007 Windows 2000 9 Computer Basics Mac Word 2004 PowerPoint 2003 Word 2007 10 Excel 2007 Outlook 2007 PowerPoint 2002 Word 2003 Figure 13 10 Imported Web data The Web data appears in the workbook DoubleTechs com Remote Computer Repair Page 198 Working with the Web and External Data Import data from other sources 1 Click the Data tab on the Ribbon Click the From Other Sources button in the Get External Data group O Trap If the Get External Data group does not appear on the Ribbon click the Get External Data button and select an option from the list Several data source options appear 2 Select a data source then follow the onscreen instructions or instructions from your organization s technical support staff to complete the connection DoubleTechs com Remote Computer Repair Page 199 Working with the Web and External Data Working with Existing Data Connections Besides allowing you to add connections Excel has tools to help you view and manage the data connections that are accessible in your workbook on your computer or on your network Access existing connections If you have added co
142. 3 Box 912 Two Harbors MN 55616 4 Pleasure 20 223 Lake St Superior WI 54880 4 Business 21 Rt 8 Box 109 Duluth MN 55801 7 Business 22 Rt 8 Box 109 Duluth MN 55801 7 Other 23 1717 Louis Court Grand Marais MN 55604 2 Other 24 25 Purpose 26 Business 421 28 M 4 gt gt IF PMT DSUM VLOOKUP 3 A C27 displays the number of records in the Annual Trips column column l that match the criteria in C26 Figure 17 8 An example of the DSUM function Page 257 Chapter Name Using Lookup Functions VLOOKUP The VLOOKUP function looks up information in a worksheet The VLOOKUP searches vertically down the left most column of a cell range until it finds the value you specify When it finds the specified value it then looks across the row and returns the value in column you specify The VLOOKUP function works a lot like looking up a number in a phonebook first you look down the phonebook until you find the person s name then you look across to retrieve the person s phone number Tips v It s important to understand that VLOOKUP only looks down the column that is farthest left in the specified cell range In then looks across the row 1 Click the Insert Function button on the Formula bar The Insert Function dialog box appears 2 Click the Or select a category list arrow and select Lookup and Reference Functions that fall under this category are shown in the Select a function box 3 Select VLO
143. 4 Scale 100 Select a different page Scale to Fit E size from the Size list AA i gt Sales7 4 Niros Exce Xx lt Home Inset Page Layout Formulas Date Benen View o x Fa ini yPrientation gt Breaks os Width Automatic Gridlines jiena Th 2 fale Za Background 3 Height Automatic V View V View Ad Scale 100 Print Print Scale to Fit Sheet Options M Arrange 7 25 x 10 5 A4 E 8 27 x 11 69 A5 5837x827 Monthly Sales 10 Envelope 4 12 x9 5 Monarch Envelope 3 87 x 7 5 6 3 4 Envelope 3 62 x 6 5 o N ODA Why DL Envelope 4 33 x 8 67 C5 Envelope 6 37 x 9 01 44 gt gt Sheet1 Ready Page 1 of 2 More Paper Sizes Figure 7 6 Adjusting paper size and scaling ona worksheet Page 113 Working with Page Layout and Printing Adding Print Titles Gridlines and Headings You can specify rows and columns to repeat on each printed page You can also select whether you want to view or print cell gridlines and row and column headings Print titles The Print Titles command allows you to designate certain rows and columns to repeat on every printed page i Click the Page Layout tab on the Ribbon and click the Print Titles button in the Page Setup group The Page Setup dialog box appears displaying the Sheet tab In the Print titles area there are two text boxes Rows t
144. 5 Click in the Description box and enter a description for the macro if desired 6 Click OK Now comes the important part recording the macro T Record the macro perform the actions you want to include in your macro Once all the actions have been recorded stop recording 8 Click the Macros button list arrow in the Macros group and select Stop Recording The macro is recorded and ready to use Other Ways to Stop Recording Click the Stop Recording button on the status bar Tips v When you save a workbook with macros in it you need to click the Save as type list arrow in the Save As dialog box and select the Excel Macro Enabled Workbook file type DoubleTechs com Remote Computer Repair Page 204 Working with Macros Playing and Deleting a Macro Once you ve recorded a macro you re ready to view and play it Tips v Ifyou see a Security Warning message beneath the Ribbon telling you that macros have been disabled click the Options button select Enable this content and click OK Play a macro 1 Click the View tab on the Ribbon and click the Macros button list arrow in the Macros group Select View Macros The Macro dialog box appears Here you can see the macros that you have recorded 2 Select the macro you want to run and click the Run button The macro runs performing the steps you recorded Delete a macro 1 Click the View tab on the Ribbon and click the Macros bu
145. 6 6 1 a OD EOE a eee E AR E AE E eee 225 ANANO ODE ea E E E A E A E 226 Flipping and Rotating 9 2 e Cee ihe ce nee eee E e o a ee ee ee eee eee ee ee eee ee eee 227 EVEN DOJE E E ee ee eee ee ee ee ee 228 nih DoubleTechs com Remote Computer Repair Page 5 PFS SUN AAT EE ci E E E A eciac E E A taeoestaemacestaemeeees 229 Working with SmartArt Elements ssasinctcdcs sentesdassinnccsssinduis denadenataanuasincsadiedehddensdwadaanienotdaw stu gededesnueedieubabbdenwaeaadetniwecasans 230 Formatting oI cecrceasteset cc serceieedermeseieenerearnsedseeisteetassceaunee oeivaslen EE O iaaa a a enaa aeania 232 USG NO A eea a E E E E A E EE E AE E E E E E E E 234 Inserting an Embedded ODJjeCt ccccccccsssseecceecceeeeeeeceeeeeeeaeaesseceeeeeseeeseeceeeeessseeaseeeeeeeeeseeeaseeseeeeeeessaseasseeeeeees 235 PFS UIT o NDO ere E E E E E E E E EE E 236 Advanced TODICS siioni acan aeaa NEEE AEE EAEE EAEE N ERRE E TEA EEA EAE EEA 237 Customizing the Quick Access Toolbar sccccciceissiectennncedsdeloueuacientscenindedisupadenSeeusdectsenescnsdeubdeasecuesdaodeuscestdenesescuacectens 238 Using and CUSTOMIZING AULO GON CCE ruei inaa aa a Ea R S aE aAa E 240 Changing Excels Default OPUONS sesssrismseiien a A AE a E E EREE 242 Recovernng Your DOCUMENTS sesser aE RE AAR R ENEE Ri RA 243 Using Microsoft Office Diagnostics sozsiesscictudd deci cunttemctedenesascsiogdusinhesdanmctomaceabiuasseandudddesiiueneedoadudicamaddedtandutisasndentoenes 245 Viewing Document
146. 7 worksheets are 0 75 inches at the top and bottom and 0 70 inches to the left and right 1 Click the Page Layout tab on the Ribbon and click the Margins button in the Page Setup group A list of three margin options appears Normal Wide or Narrow 2 Select the margin size you want to use from the list The margins adjust to the new setting Tip If you don t see a margin size you want to use select Custom Margins to display the Margins tab of the Page Setup dialog box Here you can set your own custom margins and even adjust the size of headers and footers Adjust orientation Portrait orientation is the default setting for printing worksheets but you may often want to use landscape orientation instead 1 Click the Page Layout tab on the Ribbon and click the Orientation button in the Page Setup group A list of two options appears e Portrait In Portrait orientation the paper is taller than it is wide like a portrait painting e Landscape In Landscape orientation the paper is wider than it is tall like a landscape painting 2 Select the page orientation you want to use The orientation changes DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales7 3 xlsx e Exercise In Page Layout View apply Wide margins and Landscape orientation then reapply Portrait orientation Qa bed 9 Sales7 3 Microsoft Excel _ os x ca Home Insert PageLayout Formulas Data Review View
147. 8 Before splitting text Convert Text to Columns Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below v Treat consecutive delimiters as one Text qualifier 7 Data preview nise Winters Figure 12 19 Step 2 of the Convert Text to Columns Wizard dialog box 1 First Last 2 Ron Dahl 3 Clem Brown 4 Elsa Martinez 2 Denise Winters 6 Tamara Sweet 7 Denise Winters Figure 12 20 After splitting text Page 183 Analyzing and Organizing Data 6 Select a column in the Data preview area and then select a format option for that column in the Column data format area Repeat for additional columns Tip If you don t want the new columns to replace the original data click the Destination Collapse Dialog button and select the range where you want to put the split data 7 Click Finish Tip A message may appear asking if you want to replace the contents of the destination cells If so click OK The data is split into different columns Split data using a fixed column break You can also decide for yourself where you want to split the data using a fixed column break 1 Select the cell range you want to convert 2 Click the Data tab on the Ribbon and click the Text to Columns button in the Data Tools group The Convert Text to Columns Wizard dialog box appears 3 Select the Fixed wi
148. A You can consolidate by position when the data in all the worksheets is arranged in exactly the same order and location DoubleTechs com Remote Computer Repair Page 289 125 126 127 128 129 130 131 ho 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 True The cells you reference don t need to be in the same position on each sheet or even have the same labels to be consolidated using formulas True A hyperlink is text or an image that points to a file a specific location in a file or a Web page on your computer on a network or on the Internet False You don t need to know anything about HTML to create a Web page from Excel B To import data into Excel use the buttons in the Get External Data group on the Data tab on the Ribbon True When you click a yellow table selection arrow on a Web page it turns into a green checkmarked box A Hyperlink is not a button in the Connections group C The Universal Macro Workbook is not a place where you can store a macro A Click the Run button in the Macro dialog box to play a macro True You can select a symbol of your choice to represent the macro on the Quick Access Toolbar B Excel macros are written in the Visual Basic programming language C You can change your macro security settings in the Trust Center window B Dim HireDate as Date would declare the variable HireDate as a date
149. CLLDO Pattern Style Tip Remove formatting options from a table element by selecting the element in the Table Element list and clicking Clear 6 Repeat steps 4 and 5 for additional elements Tip Click the Set as default table quick style for this document check box to make the new table style the default style for the workbook Sample 7 Click OK Clear ere Figure 10 16 The Fill tab of the Format Cells dialog box Once you ve created a custom table style it s available for use along with the other table styles in the table styles gallery DoubleTechs com Remote Computer Repair Page 157 Working with Tables Modify a custom table style 1 Click the Home tab on the Ribbon and click the Format as Table button in the Styles group The table styles gallery appears 2 Right click the style you want to modify in the Custom section and select Modify The Modify Table Quick Style dialog box appears 3 Modify the style as desired then click OK FE Tip You can also duplicate a preset table style Apply and Clear Formatting and modify it as desired Right click the table SESSE APP and Maintain Formatting style in the table styles gallery and select O Duplicate denan Z2 Set As Default Delete a custom table style Add Gallery to Quick Access Toolbar Sasso eena Renan Eanes ESS EEE EES 1 Click the Home tab on t
150. COUNT COUNT number1 Counts the number of cells that contain numbers including dates number2 and formulas Ignores all blank cells and cells that contain text or errors COUNTA COUNTA number1 Counts the number of all nonblank cells regardless of what they number2 contain such as text COUNTIF COUNTIF range criteria Counts the cells only if they meet the specified criteria Similar to sum_range SUMIF MAX MAX number1l number2 Returns the largest value in a range MEDIAN MEDIAN number 1 Calculates the median of the numbers in the range or arguments The numberz2 median is the number in the middle of a set of numbers half the numbers have values that are greater than the median and half have values that are less MIN MIN number1 number2 Returns the smallest value in a range MODE MODE number1 number2 Determines which value occurs most frequently in a set of numbers STDEV STDEV numberl number2 Estimates standard deviation based on a sample The standard deviation is a measure of how widely values are dispersed from the average value STDEVP STDEVP number1 Estimates standard deviation based on an entire population numberz2 VAR VAR number1 number2 Estimates variance based on a sample VARP VARP number1 number2 Estimates variance based on an entire population DoubleTechs com Remote Computer Repair Page 264 Appendix of Common Functions Lookup amp Reference
151. Click the cell that contains the comment you want to delete 2 Click the Review tab on the Ribbon and click the Delete button in the Comments group Other Ways to Delete a Comment Right click the cell you want to delete and select Delete Comment from the contextual menu DoubleTechs com Remote Computer Repair Page 53 Editing a Worksheet Tracking Changes You can track changes made to a workbook allowing easier collaboration with other users When you choose to track changes Excel also shares your workbook Track changes 1 Click the Review tab on the Ribbon click the Track Changes button in the Changes group and select Highlight Changes The Highlight Changes dialog box appears 2 Click the Track changes while editing check box 3 Click the highlighting options you want to use and click OK Another dialog box appears confirming that the workbook will be saved and will now become a shared workbook 4 Click OK 5 Make changes to the shared workbook After you make a change a cell comment appears in the affected cell describing the change that was made and who made it Accept reject changes Once changes have been made and tracked in a workbook decide whether to accept or reject those changes 1 Click the Review tab on the Ribbon click the Track Changes button in the Changes group and select Accept Reject Changes A message appears telling you that the workbook will be saved 2 Clic
152. Dialog button select different cells on the worksheet and click the Expand Dialog button e Define a name for a constant In the Refers to box enter an equal sign followed by a constant value such as 7 2 e Define a name for a formula In the Refers to box enter an equal sign followed by a formula such as FV 8 6 C4 6 Click OK The name is defined and the dialog box closes Tips v You can use upper and lowercase letters in defined names but Excel doesn t distinguish between them v Besides creating defined names you can also create table names Excel automatically creates a table name like Tablel when a table is created but you can use the Name Manager to change the name DoubleTechs com Remote Computer Repair Page 125 More Functions and Formulas Using and Managing Defined Names Once you create defined names you can use them in formulas You can also use the Name Manager dialog box to view edit delete and create new defined names Use defined names Once cells have been given names they are easy to reference in other formulas 1 Click the Formulas tab on the Ribbon click the Use in Formula button in the Defined Names group and select a name from the list The defined name is inserted into the currently selected cell or the formula you are editing Other Ways to Use a Name Type a defined name in a formula View defined names There are a few pla
153. E E E E E E E E E 181 Jono Texto GORDIN erei E A EE E E E E N EEE O E E O NE 183 FA NOUN USING A S ersin EEn EEE A A N 185 Grouping and Outlining Dala sssr yn a aa Ea EE E eee eee eee 186 Uon o UDO e E E E A EA AS 188 Consolidating Data by Position or Cate QOry ccccccccccsssseeceeeeesseeeeeceeeeeeseeeesseeeeeesseeeeeeeeeeesssaaaseeseeeeeesssaaageess 190 Consolidating Data Using FOrMUIAS ccccccccssesseeceeeeceeaeeseeeeeeeceeeeeeeeeeeeessaeaeeeeeeeeessseaeseeeeeessaaaaeeeeeeeesssnaagesss 192 Working with the Web and External Data ccccsssssseeesesesseeeeeeeeseeeseeeesseeeseoesseeeeeeoeasseeeeooesseeeesonenseeessooenneees 193 PSU HYPOrnMNK eerren a E e EE E a E aa Aaea aa 194 Creating a Web Page from a WOrkbOok ccceeccccccceececeeeseeeceeeeeseeeeueeeeeeeseaesseeeeeeesssaeaseeeeeeessaeaseeeeeseessuaaaesss 195 Importing Data from an Access Database or Text File cccccecccceeeeeeceeeeeeeneeeeeeseeseeesseeeeeseeeeesaaeeessneseessaaeees 196 Importing Data from the Web and Other SourceS cccccecccssssseeeeeeeeeseeeeeeeeeeeeeeeesseeeeeeeessseaeeeeeeeesssaaeageeeeeeees 198 Working with Existing Data CONNECTHIONS ccccccccccccceeeeeeeeeeeessaeeeeeeeeeeeeeeaaesseeeeeeesaesessseeeesesseaaaseeeeeeeessaaaeesss 200 Wo ikng With MaCrOsS sissi a E E Ea S 202 PaCo AMC TO e E E A E E eta 203 Playing and Deleting a MACIO conisctinsasensseracdcnsssesoeneirenddadatavesivatawsudytvecions areeiansa au
154. Exercise Notes e Exercise File Sales2 2 xlsx e Exercise Enter the following values in the cell range E7 E10 3500 800 7000 4000 a Be c no E e 1 Sales and Expenses 2 3 Jan Feb Mar Apr May 4 Sales 12000 17000 18500 16500 15500 2 6 Expenses 7 Supplies 1200 2500 3000 3500 8 Office 300 600 700 800 9 Salaries 7000 7000 7000 7000 10 Utilities 3000 3000 3000 al 11 Total M4 H Sheeti Sheet Sheet3 i Figure 2 5 Entering a value in a cell Page 26 Worksheet Basics Selecting a Cell Range Exercise Notes e Exercise File Sales2 3 xlsx To work with a range of cells you need to know how to eee select multiple cells e Exercise Select the cell range E7 E10 1 Click the first cell you want to select in the cell range and hold the mouse button Click to select the entire worksheet 2 Drag to select multiple cells m n n o foe jl E As you drag the selected cells are highlighted Sales and Expenses 3 Release the mouse button Jan Feb Mar Apr May Sales 12000 17000 18500 16500 15500 The cell range is selected Other Ways to Select a Cell Range Press and hold the lt Shift gt key and use the arrow keys to select multiple cells Tips Y To select all the cells in a worksheet click the Select All button where the row and column headers come l together or press lt Ctrl gt lt A gt Figure 2 6 Selecting a range of cells with the mouse
155. Ft J a Hi C ii lt F ia H 1 gtle of satisladion EJ F I jendily aT vice Figure 15 27 Selecting a style from the WordArt Styles gallery Ta CEE Cutalogl 25 Mierersft Excel Deswing Tools lt be cat a ee T Brame Insert Page Laat Permui Guia Renew View Format ee Rectangle J h l a B c 1 A grile of satisfaction wi L Fa Friendly ATVvVioOe ourtiaixt Here Lewy s ao o cost need Whee Satefacton FI 6 OD a a Figure 15 28 As soon as WordArt has been inserted the Format tab appears on the Ribbon under Drawing Tools You can use the commands on this tab to modify WordArt Page 234 Working with Objects Inserting an Embedded Object You can include content from other programs by inserting them as objects in Excel For example you can embed a PowerPoint presentation in an Excel worksheet and then edit it within Excel using PowerPoint commands 1 Click the Insert tab on the Ribbon and click the Object button in the Text group The Object dialog box appears Choose a tab depending on the type of object you want to insert e Create New Select this tab to insert a blank new object Select the type of object you want to insert and click OK e Create from File Select this tab to insert a file that has already been created Click the Browse button to navigate to the file you want to insert Click the Link to file check b
156. Managing Workbooks Renaming Moving and Copying Worksheets You can manipulate your workbooks by renaming worksheets and moving them into different orders and even into different workbooks Rename a worksheet By default Excel worksheets are given the rather boring names Sheet1 Sheet2 Sheet3 and so on You can give them more meaningful names 1 Double click the sheet tab The sheet name is selected so that it can be renamed 2 Type anew name for the worksheet 3 Press lt Enter gt The sheet is renamed Other Ways to Rename a Worksheet Right click the sheet tab select Rename from the contextual menu and type a new name Or select the worksheet you want to rename click the Home tab on the Ribbon click the Format button in the Cells group and select Rename Sheet Type anew name Move or copy a worksheet You can easily rearrange worksheets using the Move or Copy dialog box or by using the mouse 1 Select the sheet tab s for the worksheet s you want to move or copy 2 Right click one of the sheet tabs you want to move or copy and select Move or Copy from the contextual menu The Move or Copy dialog box appears Other Ways to Move or Copy a Sheet Select the sheet s you want to move or copy Click the Home tab on the Ribbon and click the Format button in the Cells group Select Move or Copy Sheet from the list 3 Select the sheet after which you want your moved or copied sheet s to appear i
157. More button name Options Opens the Format button name dialog box In the E Toa Ep Format Plot Area dialog box for example you Net Inc can select Fill options such as Solid Gradient Picture or texture fill and you can Mar Apr May June select a fill color and adjust its transparency aai 3 D View The Format Chart Area dialog box gives you button several options for changing the format and l _ rotation of your 3 D chart Figure 5 13 A chart with a gradient fill applied DoubleTechs com Remote Computer Repair Page 81 Creating and Working with Charts Working with Chart Analysis Exercise Commands e Exercise File Sales5 8 xlsx e Exercise Add a linear trendline to the Income data series You can add trendlines and other analytical elements to your chart using the Analysis commands 1 Select the chart Trendline Tip Depending on the type of chart you re working with you may not have access to all of Net Income the analysis commands 3 2 Under Chart Tools on the Ribbon click the Layout 2 tab _ E Income Here you can see the Analysis group which contains m Total Exp four buttons Net Inc Linear Income e Trendline Add a linear trendline to the selected data series works well with column type charts an Feb Mar Apr May June Months e Lines Add drop lines lines that connect a data series line to the horizontal axis or high low lines lines that connect two data lines in a line type Figur
158. Net Inc 300 3900 4800 Excel how you want to move the existing cells to 13 4 gt r Sheeti Sheet2 Sheet3 3 4 make room for the new ones by selecting Shift cells right or Shift cells down You can also select Entire row or Entire column in the Insert dialog box to insert an entire row or column and not just a cell or cells 3 Select the insert option you want to use and click OK The cell s are inserted and the existing cells shift Other Ways to Insert Cells Right click the selected cell s and select Insert from the contextual menu Select an option and click OK Shift cells down Entire row Insert rows or columns C Entire column 1 Select the row heading below or column heading to Ser es the right of where you want to insert the new row or column Figure 3 9 The Insert dialog box The number of row or column headings you select is the number of row or columns that will be inserted 2 Click the Home tab on the Ribbon and click the Insert list arrow in the Cells group Select Insert Rows or Insert Columns The row or column is inserted Existing rows are shifted downward while existing columns are shifted to the right Other Ways to Insert Rows or Columns Right click a row or column heading and select Insert from the contextual menu DoubleTechs com Remote Computer Repair Page 48 Editing a Worksheet Deleting Cells Rows and Columns You
159. Number M Styles Cells Editing 19 44 gt gt Sheet1 J Q Sheet3 4 4 Sheet2 Office Button Replaces the File menu found in previous versions of Excel Quick Access Toolbar Contains common commands such as Save and Undo You can add more commands as well Title bar Displays the name of the workbook you are working on and the name of the program you are using Close button Click the close button in the Title bar to exit the Excel program entirely or click the close button in the Ribbon to close only the current workbook Ribbon The tabs and groups on the Ribbon replace the menus and toolbars found in previous versions of Excel Scroll bars Use the vertical and horizontal scroll bars to view different parts of the worksheet Zoom slider Click and drag the slider to zoom in or out of a window You can also use the and buttons O O 6 QOO View buttons Use these buttons to quickly switch between Normal Page Layout and Page Break Preview views Worksheet tabs Workbooks have three worksheets by default You can move from one worksheet to another by clicking the worksheet tabs Status bar Displays messages and feedback on the current state of Excel Right click the status bar to configure it Name box Displays the active cell address or object name Click the list arrow to enter formulas Row and column headings Cells are organized and referenced by row and column headin
160. O Trap If you select a column of data with more data next to it the Sort Warning dialog box appears asking if you want to expand your selection Normally you will want to do this otherwise the column of data you ve selected will be sorted independently of the surrounding data 2 Click the Home tab on the Ribbon and click the Sort amp Filter button in the Editing group A list of sorting options appears which change according to the type of data you are sorting e Text options Sort A to Z or Sort Z to A e Number options Sort Smallest to Largest or Sort Largest to Smallest e Date options Sort Oldest to Newest or Sort Newest to Oldest DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps9 1 xlsx e Exercise Sort the data in the Last column from A to Z Don t include the column header Last along with the data Before sorting A B G D E 1 Region Position Sales 2 North Associate 3 South Manager Q 4 North Senior Manager 5 South Associate 6 After sorting from A to Z by the Last column A B G D E 1 Region Position Sales 2 South Manager Q 3 North Senior Manager 4 South Associate 5 North Associate OQ 6 SotAtoZ 1 SotZtoA hi Custom Sort Ye Filter Figure 9 2 The Sort amp Filter button and menu Page 133 22 000 20 000 18 000 24 000 20 000 18 000 24 000 22 000 Working with Data Ranges 3 Select a sort option The col
161. OKUP in the Select a function box and click OK The Function Arguments dialog box appears 3 Enter the required arguments for the VLOOKUP function Other Ways to Use the VLOOKUP Function in a Formula Write the formula using the syntax VLOOKUP lookup_value table_array col_index_num Tips v The HLOOKUP function is similar to the VLOOKUP function except it searches horizontal from left to right across the top row of a cell range until it finds the value you specify When it finds the specified value it then looks down the column to find the specified value Because of the way data is typically structured VLOOKUP is much more powerful than HLOOKUP Exercise e Exercise File Functions xlsx VLOOKUP worksheet e Exercise Start by adding a label for the results of the VLOOKUP function and criteria Type Sales by Client in cell E25 and type 21 in cell E26 Enter the VLOOKUP function in E27 using these arguments Lookup value E26 Table_array A 1 J23 Col_index_num 9 Range_lookoup False VLOOKUP 2 A1 123 2 Lookup Value Table Array Column Index the value tobe the cell range Number found in the in which datais the number of the first column of looked up column from the table array which the matching value must be returned Figure 17 9 The syntax for the VLOOKUP function Function Arquments VLUGOSUPF Lookup_vwoke Eb 1 EJE Tabe array Alzi Cieni ho a Lae Address Cty Col_ind
162. Page Layout view lets you fine tune the worksheet before printing Income amp Expenses Mar Apr May June 18 500 16 500 15 500 17 050 aN so aso 3 850 606 o 300 800 880 7 000 7 000 7 000 7 700 3 000 4 000 4 000 4 400 14 15 16 17 Page Break view lets you view where the page will break if you print the worksheet Page 88 Managing Workbooks Zoom in or out of a worksheet Change views Zoom Sometimes it is helpful to make a worksheet appear larger on the computer s screen especially if you have a small monitor or poor eyesight It can also be helpful to zoom out so that you can see how the whole worksheet looks Figure 6 2 Select a view or adjust the Zoom slider in the 1 Click and drag the Zoom slider on the status bar to status bar the percentage zoom setting you want Other Ways to Zoom Click the View tab on the Ribbon and click the Zoom button in the Zoom group Or click the Zoom to Selection button in the Zoom group to zoom in on the currently selected cell s Create a custom view Changing the print settings zoom level and workbook appearance every time you view or print a workbook can get old By creating a custom view you can save the view and print settings so you don t have to reapply them over and over 1 Click the View tab on the Ribbon and click the Custom Views button in the Workbook Views group The Custom Views dialog box appears 2 Click the Add button an
163. Properties and Finding a File ccccseecccceeeeeeceeeeeeeeeeeeeeeeeceeeseeeeseueeeessaseeessaneeeeeseeseeesaaes 246 Saving a Document as PDF or XPS vedere aavsesascincancsasysennncswonsaseswnca awseiawasnuwncdandeegenantaaneicesasiswebanseuieesaesieeadueawenetoeees 247 Adding a Digital Signature to a WOrkDOOK cccccccccseeeeeeeceaeeceeecaeeseeeeesaeeaeeeeeeseeseeeessaeeeeesseaeeesssssaaeeeeeessageeeees 249 Preparing Documents for Publishing and DIStriDUtiOn ccccccccseeeeeeceeeeeeceeeeeeeeeeeeeeeaseeessaeeesseeeeeesseneeesaageees 250 Publishing a Workbook to a Document Workspace ccccccceceeeeeeeceeeeeeeeeceeeeeeeeecsaeeeeeeseeeaeeeeesseaeeeeesaeaseeees 251 Creating a Custom AutoFill LISt ccc cccccccccesesseeeeeeeeeeeeeeeeeeeeeseeeeeeeceeeeseseeeesseeeeeeesseeessseeeeseesseeaasueeeeeesssaaaggsss 252 Creating a Custom Number Format ccccccccssssseeeceeeeeaeeeececeeeessaeeeeeceeeeeeseuseeceeeeesseeeeseeeeeeeessuaasseeeeeeessesaageses 253 Appendix OF COMMON FUNCIONS sssaaa a ae aa a a a Da N 254 CSUN SOCIAL FUNCIONS iE RAEE EEEE A nada patie EE O Aa 255 Using Financial Functions PMT seserian AE A Eaa Ta a Ea 256 Using Database Functions DSUM cc ccccscsesseeeeccesscccesseeeeeeescsccseeeeeeenseccesseeeeeeesenecesseneeessceccoesseneeeeesenes 257 Using Lookup Functions VLOOKUP nize ccicnd decitatceuindwsecienaeucdsenindagdcanaicdune devbbentdncmeuncdisibenactsedutddeendacbosisewaadbe
164. Remove Outline Data AG SR eee 7 Advanced Columns Duplicates 7 7 Connections Sort amp Filter Data Tools D9 vO f r 2 A B co M E g ast First Region Position Sales Brown Clem South Manager 20 000 8 Last First Region Position Sales od i 1 gt 18000 Criteria range 16 4 gt bl Sheet1 _ Sheet2_ Sheet3 AIA Ready 1of4 records found Figure 9 13 Data filtered in place using the Advanced Filter Page 142 Working with Data Ranges extracted fields needn t be the same fields that are used in your criteria range For example you can set the filter to only show records from USA and then extract only the names of records that match those criteria Select Copy to another location in the Action area of the Advanced Filter dialog box In the Copy to box click the Collapse Dialog button select the range for the extracted results including labels and blank rows to hold the results and press lt Enter gt 6 Click the List range collapse dialog button and select the data range you want to filter Press the lt Enter gt key 7 Click the Criteria range collapse dialog button and select the criteria range including the column labels Press the lt Enter gt key 8 Click OK The data is filtered based on the criteria in the criteria range and the results are displayed in the data range Tip To remove the advanced filtering click the Clear button in the Sort amp Filter group
165. Returns a day of the week for a specific date The serial_number argument is a date value or reference to one Example WEEKDAY 2 14 90 equals Wednesday Returns a value of the year for a specific date The serial_number argument is a date value or reference to one Example YEAR 3 15 1998 equals 1998 Returns a value of the month for a specific date The serial number argument is a date value or reference to one Example MONTH 3 15 1998 equals 3 Returns a value of the day for a specific date The serial_number argument is a date value or reference to one Example DAY 3 15 1998 equals 15 Returns hour value for a specific time The serial number argument is a time value or reference to one Uses a 24 hour time format Example HOUR 12 15 45 equals 12 Page 260 Appendix of Common Functions Table 17 2 Overview of Date amp Time Functions MINUTE SECOND HOUR DAYS360 MINUTE serial_number SECOND serial_number HOUR number number_chosen DAYS360 start_date end_date Returns the minute value for a specific time The serial_number argument is a time value or reference to one Uses a 24 hour time format Example MINUTE 12 15 45 equals 15 Returns a value of a second for a specific time The serial_number argument is a time value or reference to one Uses a 24 hour time format Example SECOND 12 15 45 equals 45 Calculates the number
166. Row Labels l Values Destination Za Sum of Tickets v Defer Layout Update 1 The report filter area Move a field to this area then select the criteria by which you want to filter the PivotTable 2 The Column Label area These are the 3 Row 3 DoubleTechs com Remote Computer Repair Page 162 Working with PivotTables l Changing a PivotTable s Exercise Calculation e Exercise File TripSales11 3 xlsx e Exercise Change the calculation of the Tickets field from Besides adjusting the layout of your PivotTable data you Sum to Max can also change how a PivotTable summarizes values For example you might want a PivotTable to display averages instead of totals Value Field Settings 1 Make sure the cell pointer is located in the PivotTable Source Name Tickets i i Custom Name Max of Tickets To change the calculation in a PivotTable you need ee or to change the value field settings Summarize value field by Choose the type of calculation that you want to use to summarize the data from selected field 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Field Settings button in the Active Field group The Value Field Settings dialog box appears displaying the Summarize by tab Here you can select calculation options including Sum Count Average or Max among others 3 Select the type of calculation you want to use to Number Format summarize th
167. SUM database field criteria DoubleTechs com Remote Computer Repair Exercise e Exercise File Functions xlsx DSUM worksheet e Exercise Start by adding a label for the results of the DSUM function and criteria Type Purpose in cell C25 and type Business in cell C26 Enter the DSUM function in C27 using these arguments Database A1 23 Field Annual Trips Criteria C25 C26 DSUM A1 123 Annual Trips C25 C26 Database Field Criteria the range of the name or the range of cells that number of the cells that make up the column that is contains the list used in the conditions you function want to specify Figure 17 6 The syntax for the DSUM function Funcion Argumenis CU com DUM Database ANL EJ Ret Lest Adis City State ip Faki Annual Tips J annual Tripe Criteria CPM EA Q 42 Adds the numbers in the Feld oolumin of rec rds in the database that match the conditions you specify Criteria amp the range of cells thal contains the condilions you specify The range includes a d lum label aed ore coll belo the labe for a condition Formula result 42 Heels cory Ghee hanoion G taneal Figure 17 7 The Function Arguments for the DSUM function C27 Xi amp DSUM A1 123 Annual Trips C25 C26 D E 5 G 16 85 Lake Shore Dr International Fa MN 56649 8 Pleasure 17 87 91st St Superior WI 54880 5 Business 18 608 Van Burren St 8 Duluth MN 55701 3 Business 19 Rt
168. Text Pane button in the Create Graphic group Tips vIn the Text pane use the up or down arrow keys on your keyboard to move between placeholders v To add an additional placeholder press lt Enter gt in the Text pane DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 12 xlsx e Exercise Display the Satisfaction worksheet insert the Basic Cycle SmartArt graphic and enter the following text into the five placeholders Friendly service Low cost High quality Best fit Lifetime guarantee Chasse a Smartin Carag ee all a a 2 j i E EE fs B l p a BB oe D wet Process a f a sLee i lernrehy ma on ee T aa Rielationshin F gt i ry de if 5 ai z a eo 60 6 ie j or EA Pramid j hi Basic Cyce d f Et Use bo represent continuing sequence of m Sages Mika ar events in amp oroular flia Emphases the Saget of sepi rather than the connecting arrows of Mow Works best wth Lowel i tat ohy Figure 15 20 The Choose a SmartArt Graphic dialog box Table 15 5 Types of SmartArt Graphics List Show non sequential information Process Show steps in a process or timeline Cycle Show a continual process Hierarchy Create an organization chart or decision tree Relationship Illustrate connections Matrix Show how parts relate to a whole Pyramid Show proportional relationships with the
169. The type of the variable data used in the variable Figure 14 12 The syntax of a DIM statement Notice how the colors help distinguish the statements This is something the Visual Basic Editor automatically does to help you read code General ExpenseFillin v Sub ExpenseFillin ExpenseFillin Macro 1 Dim EmployeeName As String Declares the EmployeeName variable as a text string Dim EmployeeNo As Long Declares the EmployeeNo variable as an integer Range A5 C Select Range C5 Activate Selection ClearContents Range A5 Select ActiveCell FormulaR1Cci Jeff Nelson Range B5 Select ActiveCell FormulaR1ici 45177 Range C5 Select ActiveCell FormulaR1cl1 TODAY Selection Copy Selection PasteSpecial Paste xlValues ActiveCell FormulaRicl TODAY Selection Copy Selection PasteSpecial Paste xlValues End Sub 4 gt Figure 14 13 An example of DIM and REM statements DoubleTechs com Remote Computer Repair Page 210 Working with Macros Add a remark to a procedure REM statement Code can be confusing but you can make it easier to Table 14 1 Data Types used in DIM Statements understand by adding explanatory remarks to it These Date Type Ca Range remarks are called REM statements A REM statement doesn t do anything it s just a way to add notes Byte l byte Oto 255 explaining the function of the code Boolean Y bytes True or False 1 Open the workbook that conta
170. Trace Precedents 2 ma 3 Fy P E ail Recently Lead LA Tet i AP Ute m Fornmela i Trace Dependents i insert per i gt Barre ay re j Amh skuon Fonction D Financial ff Dus a tee Manager if Create irom Selection A Remove Arrows O indioa Punhan LEa Defra Mames Vailas aaah B13 fe AVERAGE B11 G11 0 r m a Error Checking 1 1 A Engr in om 813 Ses Mav AVERAGED LGLI WD Lo ponse z 3 income I 5 7 Davide by Daro Drrer Shay Colston Siipi 4 Tha bermula or funciion uiad bi diding by pero oe 5 5 Supplies empty cells pore oror 6 Oiga Ede in Fonmeda Bar T Waja Utilities ee 9 Total Exp 10 11 Hating 500 3400 6 4800 1200 12 Et erage tn 14 21 Avg Mo Exp AL WE z i i jamoat Shectl Shetti Shee 7 i mE menem Figure 8 17 The Error Checking dialog box Evaluate Formula Reference Evaluation Sheet1 B 13 1803 33333333333 0 The next evaluation will result in an error Figure 8 18 The Evaluate Formula dialog box Page 130 More Functions and Formulas type of error Click the list arrow and select an error checking option Tips v Another way you can analyze errors is by tracing them with arrows Select a cell with an error click the Error Checking list arrow in the Formula Auditing group and select Trace Error Arrows appear pointing out the cells that are involved in the erroneous formula v Ifa formula c
171. When a formula contains several operators with the same precedence Excel calculates the formula from left to right You can change the order by enclosing the part of the formula you want Excel to calculate first in parentheses Table 8 1 Order in Which Excel Performs Operations in Formulas is a good reference for how to structure formulas with multiple operations Tips v All formulas must begin with an equal sign Exercise e Exercise File None required e Exercise Open a new blank workbook In cell Al enter 20 5 10 5 In cell A2 enter 20 5 10 5 Notice that the parentheses cause the formulas to have different results Close the workbook without saving B4 C4 A5 G4 Figure 8 1 Entering a formula with multiple operators Table 8 1 Order in Which Excel Performs Operations in Formulas Parentheses change the order of evaluation For example But Reference Operator Operations performed in this order Percent A Exponentiation and Multiplication and division and Addition and subtraction Z lt Comparison DoubleTechs com Remote Computer Repair 20 5 10 5 would add 20 and 5 25 subtract 10 by 5 5 and then divide the results to equal 5 20 5 10 5 would divide 5 by 10 0 5 add the result to 20 20 5 and then subtract 5 to equal 15 5 Page 119 More Functions and Formulas Inserting and Editing a Function There are several hundred functions available in Exce
172. a picture or grapnic c000 217 Recolor a picture or graphic 217 Change the visual style of a picture or raD eaea EEE 218 Inserting ShapeS sssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 219 Draw a SADC sernai 219 Adjust a Shape sesseiienscerinirsnn 219 Add text to a SNAPE cceecceeeeeeeeee eee 220 Formatting Shapes cccccccssssseeessseesseeeeeeees 221 Change the fill color of a shape 221 Change the outline of a shape 221 Change the visual style of a shape 222 Resize Move Copy and Delete Objects 223 Applying Special Effects cccscceseseeeeees 224 Grouping Objects ccceeeeescesseseseeeeseeeeeeees 225 Select multiple Objects cceeeeeeeees 225 Group objects ccccccseeeeeceeeeseeseeeeeeeees 225 Ungroup ODJECHS ceeeeeeeeeeeeeeeeeeeeees 225 Aligning and Distributing Objects 226 Flipping and Rotating Objects css00 227 Flip AN object cccceeeeeceeceeseeeeeeeeeeeeess 227 Rotate an ODJeCt ccccccceeeseeeeeeeeeeeees 227 Use the Size and Properties dialog box 227 Layering ObjectS sssnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 228 Spreadsheets that include pictures drawings and graphics can be much more compelling and effective than ones that contain only numbers and text Once you know how to work with pictures and graphics you can create all k
173. added 3 Select the auto header or footer you want to use It is automatically inserted into the worksheet Any manual header or footer information you have previously entered is replaced Exercise e Exercise File Sales7 1 xlsx e Exercise Open the header and add Monthly Sales in the center section Add a page number field in the right section of the header BI You ll find many Click to jump to the commands for footer area Goto working with headers and footers Footer in the Design tab Cy d Sales 1 Microsoft Excel Meader amp Footer Tock K s Lanas m Wo d Heme Insert Page Layout Formulas Data Renea Vies Design amp x bd Page Number 2 Curent Tene J Sheel Name S Number of Pages Gp File Path wi Picture r Fo J D ment Date amp File Name ar amp Footer Header amp Fox ci o fj i l i a a A D Monthly Sales amp Page Income Supplies Office Wages Unities 4 4 gt Sheetl Sheet Sheet TD DoubleTechs com Remote Computer Repair Ready Page 2 of2 Figure 7 1 Adding header text Page 108 Working with Page Layout and Printing Insert Header amp Footer Elements You can also insert individual elements into the header or footer such as pictures or page numbers 1 Click the Insert tab on the Ribbon and click the Header amp Footer button in the Text group The Header amp Footer Elements
174. ads Sales amp Expenses and cell A6 so it reads Total Exp then replace the contents of cell A9 with Wages Clear cell A2 Edit cell contents 1 Double click the cell you want to edit The cell is in edit mode Other Ways to Enter Edit Mode Select the cell and press lt F2 gt 2 Edit the contents of the cell in the cell 2 Monthly lt Backspace gt keys to help you edit the cell contents 3 Jan Feb 4 Sales 12000 17000 Use the arrow keys and the lt Delete gt and 3 Press lt Enter gt Other Ways to Edit Cell Contents Figure 3 1 Editing the contents of a cell Select the cell then edit the cell s contents in the Formula Bar and Press lt Enter gt or click the Enter button on the Formula bar Replace cell contents 1 Select the cell 2 Type new text or data 3 Press lt Enter gt The newly typed information replaces the previous cell contents Clear cell contents 1 Select the cell 2 Press lt Delete gt Other Ways to Clear Cell Contents Under the Home tab on the Ribbon click the Clear button in the Editing group Tip Note that this clears the cell contents not the actual cell DoubleTechs com Remote Computer Repair Page 40 Editing a Worksheet Cutting Copying and Pasting Cells You can move information around in an Excel worksheet by cutting or copying and then pasting the cell data in a new place You can work with one cell at a time
175. age New options appear in the dialog box Tip If you want to add a title to the worksheet when it appears as a Web page click the Change Title button and enter a title 4 Click the Publish button The Publish as Web Page dialog box appears Here you can choose which item you want to publish and select where you want to save the Web page file 5 Click the Choose list arrow and select which part of the workbook you want to publish as a Web page if necessary 6 Click the Browse button and select a location for the file 1f necessary You may want to save the file to a Web server so others can access it 7 Click the Open published web page in browser option to select it and click the Publish button Excel opens the Web page in your computer s Web browser Tips Y Select AutoRepublish every time this workbook is saved if you want the Web page file to update each time the workbook file is updated v This process makes a spreadsheet ready for publishing on the Internet Contact your network or web site administrator for the best way to publish a workbook as a web page Exercise e Exercise File TradeShow 13 2 xlsx e Exercise Save and publish the workbook as a Web page and preview the workbook in your Web browser i Save As GOGO gt Documents gt 4 Search p evs ar Organize yee Views fF NewFolder Name Date modified Type Size Tags My Data Sources d My Google Gadgets
176. alog box Choose from Max Min or Equal depending on what value you want Solver to calculate For example if you select Max Solver will change the specified cells to make the target cell as large as possible Next you need to specify the cells that Solver can Add Condraini change to meet your target cell goal Cell Reference Constraint F 7 E lt 35000 ES Tip Press and hold the lt Ctrl gt key to select Figure 12 11 The Add Constraint dialog box multiple nonadjacent cells 5 Click the Collapse Dialog button in the By Changing Cells box and select the cells that need to change to reach your goal Finally add any constraints on the problem For example you could specify that one of the formula s input cells can t be greater than a certain value Solver Results Solver found a solution All constraints and optimality 6 Click the Add button in the Subject to the Constraints conditions are satisfied section The Add Constraint dialog box appears Restore Original Values T Enter a cell reference click the list arrow and select an operator then enter the constraint value you want to apply to the cell Figure 12 12 The Solver Results dialog box 8 Click Add to repeat the process and add another constraint or OK to continue You return to the Solver Parameters dialog box A B c D E J G Cost Per Cost Per Number of Total Percent 1 Clients Flyer Mailing Mailings Cost of Total 9 Cl
177. and Copying Worksheets ccccccecccessseeeceeceeeeeeeeceeeeeeseeeeseeeeeeeeesaaeseeeeeeeeesseaeseeeeeeeeesaaas 95 Working with Multiple WorkDOOkS ccccsesccecseeeeeeceeeeeeseseeeeseeeeeseeeeeeeeeeeessaaeeeeseaeeeeseaseeessegeeessaeeeeesegeeeesseneenens 97 Hiding Rows Columns Worksheets and WINCOWS cccccceeeseceeceesseceeccaeeeeceesceeeeeeeceeeneeeeseaeeceeeseeaeseeeeeeeas 98 PFOLSCIING a VYOTKDOOK sirimunisnscudeantenawinscnnucaeanwarioentiandamoniiieysieotiniateamanadiendiecuweaibiudeatansiadeeSiaammpnadiames niveadionierreeaioials 100 Protecting Worksheets and Worksheet Elements cccccccseseceeeeeeeeceeeeeesseeeeeseeeeeeseageeessaeeeseseeessageeeessaeess 102 Sharing a Workbook c2 cccccceescsessseececeecscccesseneeeeecscccssseneceeecesecsseeseeeeenscccacsenseecscccseseeseaseeeeseccceseeseseeesssesees 104 Creating a Template 2 0 0 cceccccccccccccseesssecceeeeeeeeeeseeeeeeesseeeesseeeeeeeeseeeaeeeeeeeeessseeaseceeeeeseaeaassceeeeeeessaaaaaeeeeeeeeessaaeses 106 Working with Page Layout and Printing sasssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 107 Creating Headers and FOG S riciccdcc conde endsneacenswndagasaauetcemadieanwemivnddeandondawemevedsmansunddtamndecddeshaunssaunshnccoumienentondessieads 108 vora Pe POIR enone eee ee eee ene ee eee ee ee ee 110 Adjusting Margins and Orientation cccccccceccccceeecceeeeeeeeeeeesaeeeseeceeee
178. and Defaults Windows Update an Accessories gt a Administrative Tools Common gt an Applications gt 98 Design gt an Internet Applications b Melissa Petersc Internet Internet Explorer E mail Microsoft Office Outl Y iTunes ZE Microsoft Office Wor Ti HyperSnap 6 E Calculator Microsoft Access 00 qaa Ix Microsoft Office Exce fa Microsoft Office I F microsoft Office Access 2007 fan Startup gt Internet Explorer i Microsoft Office Outlook 2007 Microsoft Office Excel 2007 A Outlook Express Microsoft Office PowerPoint 2007 yo Remote Assistance Microsoft Office Publisher 2007 G Windows Media Player w Microsoft Office Word 2007 EJ Windows Journal Viewer F Mozilla Firefox b Ay Adobe Acrobat 5 0 Van Trend Micro PC cillin Internet Security 2006 gt fan HyperSnap 6 gt I Citrix gt Apple Software Update All Programs an iTunes 2 Log Off fo Shut Down al Windows Mail e Windows Media Center J Windows Media Player Melisa gj Windows Meeting Space E Windows Movie Maker Documents ia Windows Photo Gallery amp Windows Update Pictures Accessories J Citrix Music Dell Printers Extras and Upgrades Games HyperSnap 6 iTunes Kaspersky Anti Virus 6 0 for Windows w Maintenance Computer Microsoft Office jx Microsoft Office Excel 2007 Network
179. appear in the Watch Window Tip If you no longer want to track a certain cell select it in the Watch Window and click the Delete Watch button 4 Click the Watch Window s Close button The Watch Window closes DoubleTechs com Remote Computer Repair Page 129 More Functions and Formulas Understanding Formula Errors Sometimes Excel comes across a formula that it cannot calculate When this happens it displays an error value Error values occur because of incorrectly written formulas referencing cells or data that don t exist or breaking the fundamental laws of mathematics Excel includes an Error Checking feature to help you deal with errors 1 Click the Formulas tab on the Ribbon and click the Error Checking button in the Formula Auditing group The cell pointer moves to the first cell that contains an error and the Error Checking dialog box appears Here you can see the formula arguments that are causing the error and Excel explains the error type See Table 8 4 Excel Errors for further description of errors in Excel The Error Checking dialog box also has several buttons to help you with errors e Help on this error Displays a Help topic that explains the type of error you re seeing e Show Calculation Steps Displays the Evaluate Formula dialog box which breaks down the formula arguments for you so that you can isolate the error Click Evaluate to show the current value of the underlined argument o
180. ard group and select Paste Special from the list Choose a paste option in the Paste Special dialog box To collect and paste multiple items open the Office Clipboard Paste Options Smart Tag 10 Utilities 3000 2000 3000 4000 11700 13100 13700 15300 e A Keep Source Formatting Use Destination Theme Match Destination Formatting Values and Number Formatting 44 HW She Select destinatio Keep Source Column Widths Formatting Only o00008 0 m Link Cells Figure 3 3 The Paste Options Smart Tag offers a list of pasting options DoubleTechs com Remote Computer Repair Page 42 Editing a Worksheet Moving and Copying Cells Using the Mouse Using the mouse to move and copy cells is even faster and more convenient than using the cut copy and paste commands 1 Select the cell s you want to move 2 Point to the border of the cell or cell range 3 Click and hold the mouse button gt Drag the pointer to where you want to move the selected cell s and then release the mouse button Tips v Press and hold the lt Ctrl gt key while clicking and dragging to copy the selection Exercise Notes e Exercise File Sales3 3 xlsx e Exercise Move the cell range A7 G13 up one row 1 Sales amp Expenses Budget Increase 2 110 3 Jan Feb Mar June Budgeted 4 5 6 14 M 4b Sheet1 Sheet2 Sheet3 2 The screen tip previews the address of the cell range
181. arseu EN E irora ASO EESE T ESE OS 27 Overview of Formulas and Using AutoSum cccccceccsseeeseeeeeeecaeeeeeeeceeeeeeaeeeeseceeeeeessaaseeeeeeesaesaaeeeeeeeeeessaaaaeses 28 ESTING FORMU lS eera a a EE 29 STIG POI UN E E A E A E E T E E E E cepesee eee 31 Understanding Absolute and Relative Cell References ccceccccccceccsssseeeceeeeeeeaeeeeeeeeeseeeaeeeeeeeeeessaeeseeeeeeeeessaas 32 WS tig UNGO Redo ra ROPE sc dcerccetereccecsasiececcigssanenciarsceaatecenesdeney socians lt osasaceneadsnaae E E 33 UNG aT NO DOOR eae E E E E E E EAE 35 Previewing and Printing a Worksheet nnaannnennnnneannnsnnnnnrnnnnsrnnnsnrrnsrnrrrsnrensnnrrrsnrensrnrrrnrtesnnrrnsnnnnernnrrrsnreeonnnenne 37 OSI VV OT OOK eaa E E E E E EET E O 38 Editing a WOrKSNOG Isidis a a E 39 Eain oel GONE a a E R E eee ne ee ee a eee 40 Cutting Copying and Pasting CellS ccccccccsessssccceeeeeseeeeeeeeeeeseeeeeseeceeeeesseeeseeeceeeeesseeeseceeeesseseaeaeeeeeeeessasageses 41 Moving and Copying Cells Using the Mouse ccccccccceeceeeesseeeeeeeeeaeeeseceeeeeeseeeeeseeeeeeeeseaaseeeeeeesssseasegeeeeeeeeesagas 43 Using the Omice Clipboard enigann anods irpini eemarssu sus asnane son seodnteearcbessndrsdeteeatcteunessad ofusrsouayeaseneeend 44 Using the Paste Special COMMANGC cccccccccccccceeesssecceeeeeeaeeesecceeeeseeuseeeeeeeesseeeaseeeeeeesessaesseeeeeeeesseaeaseeeeeeeesaaas 45 Ghecking Your Spelling sacs nect sedate aces ce nse ara
182. as it is moved Figure 3 4 Moving a cell range using the mouse DoubleTechs com Remote Computer Repair Page 43 Editing a Worksheet Using the Office Clipboard Exercise Notes e Exercise File Sales3 4 xlsx If you do a lot of cutting copying and pasting you will appreciate the Office Clipboard which collects and pastes multiple items from Excel and other Office programs e Exercise Display the Clipboard Copy the cell range B3 F3 then copy the cell range A4 A12 In cell B14 paste the copied B3 F3 range from the Clipboard Close the Clipboard Clear the contents of cells B14 F14 1 Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Clipboard group The Clipboard task pane appears along the left side of the window 2 Cut and copy items as you normally would The Clipboard can hold 24 items at a time The icon Table 3 1 Icons in the Clipboard Task Pane next to each item indicates the program the item is c Content cut or copied from a Microsoft Excel from See Table 3 1 Icons in the Clipboard Task wOKDOOK Pane for examples of some common icons fs Content cut or copied from a Microsoft PowerPoint presentation 3 Click where you want to paste an item from the Clipboard Content cut or copied from a Microsoft Word document 4 Click the item in the Clipboard Tips v While the Clipboard is displayed each cut or copied item is saved to the Clipboard If the Clipboard is not Cont
183. at 2 Click the Home tab on the Ribbon and click a formatting button in the Font group The label text is formatted Other Ways to Format Labels Right click the cell s you want to format Click a formatting button on the Mini Toolbar Or right click the cell s you want to format and select Format Cells from the contextual menu or click the Dialog Box Launcher in the Font group Select formatting options on the Font tab in the Format Cells dialog box Tips Y To use different font formats for different characters within the same cell make the formatting changes while in edit mode v The formatting buttons in the Font group such as Font Color and Font Size are not just for formatting labels you can use them to format values as well Exercise Notes e Exercise File Sales4 1 xlsx e Exercise Format cell Al with 14 pt Cambria font then format the cell ranges B3 G3 and A4 A12 with bold Cambria font Format Cells Font Calibri 85140em Ip Agency FB Tp Aharoni ip Algerian Underline None Effects Strikethrough Superscript Subscript Cambria Headings p Calibri Bod Y izl This is a TrueType font The same font will be used on both your printer and your screen Fill Protection Font style Size Regular 11 a 8 2 Italic 9 Bold 10 Bold Italic 12 i 14 ee i Color E 2 Normal font Preview AaBbCcYyZz
184. at for each entry of the list Other Ways to Enter Custom List Entries Select the cell range that contains the information you want to include in your custom AutoFill list Then open the Custom Lists dialog box Click Import Click Add The custom list is added to the dialog box 6 Click OK OK Use a custom AutoFill list Using a custom AutoFill list is just like completing any other series with AutoFill 1 Click the cell where you want to begin the custom fill series 2 Type an item from the series 3 Click and drag the cell s fill handle to complete the series in the cells you select Exercise e Exercise File CustomizingExcel xlsx e Exercise Use the data in Al A10 to create a custom AutoFill list Try using the AutoFill list in the worksheet Custom Lists Custom Lists Custom lists NEW LIST Sun Mon Tue Wed Thu Fri Sa Sunday Monday Tuesday Wedne Jan Feb Mar Apr May Jun Jul January February March April N Brian Smith Lisa Breck Lucy Pete Press Enter to separate list entries Import list from cells List entries a Brian Smith Lisa Breck Lucy Peters Lynn Smith Nancy Peterson Peter Williams Todd Norton Tom Harris Tony Berg William Shaw A 1 A 10 Figure 16 17 The Custom Lists dialog box DoubleTechs com Remote Computer Repair Page 252 Advanced Topics Creating a Cust
185. at it is always available there Click the Office Button and click the Pin button next to the workbook that you want to always be available Click the workbook s Pin button again to unpin the workbook from the Recent Documents menu Exercise e Exercise File Sales2 1 xlsx e Exercise Open a previously saved workbook F ite Link aie Address bar Search box x Open j G6 T Documents gt Search p a ooo E a Organize y see Views v Bh New Folder Name Date modif Type Size Tags ene ROA My Data Sources My Google Gadgets dj Recently Changed 7 3 z do My Received Files p manan do New Files E Recent Places M Updater5 gl Computer en a IE Pictures ie Music st Searches Public Folders A File name new file All Excel Files v Toos cma Figure 2 2 The Open dialog box To open a file you must first navigate to the folder where it is saved Most new files are saved in the Documents folder by default DoubleTechs com Remote Computer Repair Page 23 Worksheet Basics Navigating a Worksheet Before you start entering data into a worksheet you need to learn how to move around in one You must make a cell active by selecting it before you can enter information in it You can make a cell active by using e The Mouse Click any cell with the white cross pointer oy e The Keyboard Move the cell pointer using the keyboard s arrow keys To help you know where
186. at you want to ee E i A C Selection Entire workbook print Select the Selection option to print only the es S cell s currently selected in the worksheet Select E Ignore print areas Entire workbook to print the whole workbook or Table to print the currently active table You can Preview click Ignore print areas if you have set a print area but want Excel to override it and print the whole worksheet By default the entire active sheet prints Figure 7 12 The Print dialog box Print multiple worksheets You can print several worksheets at once 1 Select multiple sheet tabs Tip To select adjacent tabs press and hold the lt Shift gt key and select the first and last worksheet tabs you want to select Or to select non adjacent tabs press and hold the lt Ctrl gt key and click the desired tabs 2 Click the Office Button and select Print Click OK Print multiple workbooks You can also print several workbooks at once 1 Click the Office Button and select Open The Open dialog box appears 2 Browse to the workbook files you want to open 3 Press and hold the lt Ctrl gt key and click each workbook file you want to print 4 Click the Tools button in the dialog box and select Print from the list The workbooks print DoubleTechs com Remote Computer Repair Find Printer E Print to file Copies Number of copies fi fl Doom Ce Page 117 More Functions and Fo
187. atting options you want to use and click OK Once the formatting options are set you re ready to begin finding and replacing the formatting 8 Click Find Next to find each occurrence of the cell formatting Click Replace to replace the cell formatting After you replace an occurrence Excel automatically moves to the next occurrence so you only need to click Find Next if you want to skip an occurrence without replacing the formatting Tips v Click Replace All to replace all occurrences of the cell formatting at once Y To find other types of items click the Find amp Select button and then select one of the Find options Formulas Comments Conditional Formatting Constants or Data Validation DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales4 11 xlsx e Exercise Replace all bold formatting in the worksheet with bold italic formatting The Preview area displays the formatting that will be searched for in the worksheet Find and Replace Fma Replace Find what Format v Replace with i a Match case B F Match entire cell contents Within Sheet Search By Rows Lookin Formulas x Options lt lt Find All Eind Next Close Replace All Replace Figure 4 21 The Replace tab of the Find and Replace dialog box G D E Income amp Expenses Jan Feb Mar Ap
188. aunenhitlacatasinneiuamadauaatahenhteamaudaedianieaisasnanheceaseneee 156 Creating and Deleting Custom Table Styles cccccccccsssseecceeeeeeeeeeeceeeeeeeeeeesseeeeeeesseeeeseeeeeeesseaaeeeseeeeeessaaagesss 157 Convert or Delete a Table cccccccccsscssscccceeceeeseeeceeeeeseaeesseceeeeeesaeeseeeeeeeeseeeuseeeeeeessaeasseeeseeeessseaaaeeeeeeseessaagaes 159 WorkNO WHA PPE OAS sissa a A sneered setae a E E aa aaa 160 rein aP DE ea E A E A A EEE 161 opec YNO PIVa Dala eresse a E a a a iE 162 Changing a PivotTable s Calculation scisccs 0icn0sdeoncsacees enueceedcesbundenesstdecbaeuesinesdahaceessabesenscnetieeeadestdesanteloenduindedansicsaaees 163 Filtering and S rting a PIVOTED S ccs cnusrssisnini eian innii a na aia Ea aa aeia i aa ea aa ia 164 Working with PivotTabl Layout scire a E a E Eaa aAa a 165 arupo PO TDCI aoia A E EE E E A E E RE 167 upaa ma 2 POT I gt eE EE E E EA TE ene ee E A E een 169 FON AFIO TADE a E E A E EE E 170 credimo a FCN N en E eee eee E E 171 Analyzing and Organizing Data nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn nnnnnnnnn mnnn n nnmnnn nnmnnn nnnm mnnn 172 reatino o CENO S ai E E A A E A E E tia IE E AA E E E AS 173 Creating a Scenario RepOrt sssrinin innia aiaa aaa a aiaia aa a iaaa Ta E S eaa ai A 175 Working with Data Tables sscssicurisnieinnsasinnnnnn naian a a a a aana ET aaa 176 U TTC OAO EK a R E R EE E E E ES 178 UO S ONT a aA A E AE EE E EE A EA 179 HS WIG DAGO a
189. ayout Update Figure 11 7 Adding a field to the Report Filter area Page 164 Working with PivotTables Working with PivotTable Exercise Layo ut e Exercise File TripSales11 5 xlsx e Exercise Change the layout of the PivotTable Field List There are several options for altering the layout of your so the field and area sections are side by side Then change PivotTable and the PivotTable Field List task pane them back to stacked In the Show Hide group hide the Field List and Field 5 Headers then show both again Adjust PivotTable Field List layout In the Layout group turn off the row and column grand You can change the layout of the PivotTable Field List totals then put them back again makes it easier to work with For example you can Change the report layout to Tabular Form display only the fields section if you have a long list of fields to choose from Or if you are done setting up the PivotTable you can display only the area section PivotTable Field List Layout button Choose fields to add to report 1 Select a cell in the PivotTable Fields Section and Areas Section Side By Side The PivotTable Field List task pane appears Fields Section Only 2 Click the layout button at the top of the PivotTable Field List task pane and select a layout option Drag fields between areas below Areas Section Only 2 by 2 Report Filter EA Column Labe You can choose to display only the fields
190. ble 1 Select a cell in the PivotTable The Options and Design tabs appear under PivotTable Tools on the Ribbon 2 Click a filter button Here you ll see sort options at the top of the list along with the filter options toward the bottom 3 Select a sort option Other Ways to Sort Click the Options tab under PivotTable Tools on the Ribbon Click the button you want to use in the Sort group DoubleTechs com Remote Computer Repair Exercise e Exercise File TripSales11 4 xlsx e Exercise Next use the Row Labels filter button to display only records from Blaine Display all the records Try another way to filter Add the Commission field to the Report Filter area of the PivotTable Field List and filter the PivotTable so only commissioned sales appear Display all records again Sort the PivotTable by Office from Z to A then sort again from A to Z The filter button changes to make you aware that a filter has been applied C D E F 1 B 3 Sum of Tickets Column Labels 4 Row Labels Boston Chicago Dallas Fargo Grand Total 5 Blaine 3 2 3 3 11 6 Grand Total 3 2 3 3 11 Figure 11 6 The PivotTable filtered to display only Blaine records Prvot Table Field List Choose fields to add to report Office Total Commission Drag fields between areas below Drag fields Report Filter Column Labels you want to filter for to this area H Row Labels E Values Defer L
191. book Open a workbook You can locate an Excel file on your computer and simply double click it to open it but you can also open a workbook from within the Excel program 1 Click the Office Button and select Open The Open dialog box appears Next you have to tell Excel where the file you want to open is located Other Ways to Open a Workbook Press lt Ctrl gt lt O gt 2 Navigate to the location of the saved file The Open dialog box has several controls that make it easy to navigate to locations and find files on your computer e Address bar Click a link in the Address bar to open it Click the arrow to the right of a link to open a list of folder within that location Select a folder from the list to open it e Favorite Links Shortcuts to common locations on your computer such as the Desktop and Documents Folder e Search box This searches the contents including subfolders of that window for the text that you type If a file s name file content tags or other file properties match the searched text it will appear in the search results Search results appear as you enter text in the search box 3 Select the file you want to open and click Open Excel displays the file in the application window Tips v To open a workbook that has been used recently click the Office Button and select a workbook from the Recent Documents menu v You can pin a workbook to the Recent Documents menu so th
192. book with the macro to be copied from and the workbook with the macro to be pasted into DoubleTechs com Remote Computer Repair Exercise e Exercise File ExpenseReport14 5 xlsm e Exercise The object of the exercise is to copy the code that inserts today s date from the DateStamp macro into the ExpenseFillin macro First open the ExpenseReport14 5 workbook display the Developer tab and enable macros Open the DateStamp macro and copy the block of code starting at the line ActiveCell FormulaR1Cl TODAY and ending at the line Selection PasteSpecial Paste xlPasteValues Paste this code into the ExpenseFillin macro under the line RaNGe ICS 4 SELECT Save the changes to the ExpenseFillin macro Run the macro in cell A5 Click this button to enable macros for the Options workbook that is open P Oy i ExpenseRenort 4 5 Vocrosof excel i meam i Home Insert Page layout s Formas Date Howe view Developer Q x TA PT 7I Record Macro os Ep A import 2 py Use Relative References N z t Expannon Packs Visual Macros A a insert Source so Basic Macro Security 2 Code uot Gis AL W Security Warning Mecros have been dabled AS Q rA North Shore Travel Inc Employee Expense Report Employee Name Employee No Expenses Expense Amount 44 gt Sheetd Dy Ready Z Figure 14 8 A security warning appears when a workbook that contains macros is opened
193. bottom of your table and the last column is summed Tip If the last column doesn t contain numbers Excel displays a count of the number of items in the column Figure 10 5 The table with the Total row added to the bottom of the table a A H 9 C IE SalesReps10 3 Microsoft Excel Table Tools jae part Ta F Home Inset Page Layout Formulas Data Review View Design x Table Name lig Summarize with PivotTable EB a ST V Header Row First Column Table1 Remove Duplicates W Total Row Last Column Export Refresh gt Quick Resize Table Convert to Range V Banded Rows Banded Columns styles Properties Tools External Table Data Table Style Options Table Styles O a eee T A B G D lt G TE e Ce T O ees eee 5 900 10 2 100 Martinez Elsa North Manager 21 000 7 Total i 2 Dahl Ron North Senior Manager 18 000 3 Brown Clem South Manager 20 000 10 2 000 4 Winters Denise North Associate 22 000 5 1 100 5 Sweet Tamara South Associate 24 000 5 1 200 6 Click the list arrow for a cell in the Total row to view common functions you can do with the table column s values DoubleTechs com Remote Computer Repair Page 149 Working with Tables Calculate Total row values Once you ve added a total row you can decide what type of calculation you want to perform for the total of each table column 1 In the Total row select the cell at the bottom
194. can quickly delete existing cells columns or rows from a worksheet When you delete cells the existing cells shift to fill the space left by the deletion Delete cells 1 2 Select the cell s you want to delete Click the Home tab on the Ribbon and click the Delete list arrow in the Cells group Select Delete Cells The Delete dialog box appears Here you can tell Excel how you want to move the remaining cells to cover the hole left by the deleted cell s by selecting Shift cells left or Shift cells up Tip You can also select Entire row or Entire column in the Delete dialog box to delete an entire row or column Select an option and click OK The cell s are deleted and the remaining cells are shifted Trap Pressing the lt Delete gt key only clears a cell s contents it doesn t delete the actual cell Other Ways to Delete Cells Right click the selection and select Delete from the contextual menu Select an option and click OK Delete rows or columns 1 DoubleTechs com Remote Computer Repair Select the row or column heading s you want to delete Click the Home tab on the Ribbon and click the Delete button in the Cells group The rows or columns are deleted Remaining rows are shifted up while remaining columns are shifted to the left Other Ways to Delete Rows or Columns Select the column or row heading s you want to delete right click any of them and select Del
195. ces that contain Mambers Humberi nambari mamb m ore 1 to 255 sumer argumens for which you want tE average Formule test 2485 Heip en this function ox l Camiel Figure 8 4 Function Arguments dialog box Page 120 More Functions and Formulas Insert a function using the Function Library Another way you can access functions by category is in the Function Library group 1 Select the cell where you want to enter the formula and click the Formulas tab on the Ribbon In the Function Library group you ll see the same categories of functions that are available in the Insert Function dialog box plus the AutoSum button that automatically inserts the Sum function 2 Click a function category button in the Function Library and select the function you want to use The Function Arguments dialog box appears 3 Enter the arguments in the text boxes and click OK The function is inserted into the cell Tip If you click a function category button in the fi AutoSum p Logical B Lookup amp Reference Jx ar Recently Used A Text b Math amp Trig E Date amp Time i More Functions Function Library Insert Function te Financial Figure 8 5 The Function Library group on the Formulas tab Function Library and then point to a function a ScreenTip appears that describes the formula Edit a function 1 Select the cell with the function you want to edit Choose from the following options
196. ces you can view all of a workbook s defined names e Name Manager dialog box Click the Formulas tab on the Ribbon and click the Name Manager button in the Defined Names group Here you can see a list of the defined names and table names The list includes the name current value current reference for the name scope and any comments related to the name You can click and drag the right column border to change the width of a column e Worksheet cells Find an area in the worksheet with two blank columns Select a cell that will become the upper left corner of the list Click the Formulas tab on the Ribbon click the Use in Formula button and select Paste Names Click the Paste List button The defined names and the related descriptions appear in the columns e Name Box list Click the arrow next to the Name Box to view the defined names If you select a name here the cell range that is defined by that name is selected in the worksheet Edit defined names You can use the Name Manager dialog box to edit defined names 1 Click the Formulas tab on the Ribbon and click the Name Manager button in the Defined Names group The Name Manager dialog box appears DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales8 4 xlsx e Exercise Edit the defined names in the Name Manager dialog box so they read Jan Feb and Mar instead of JanExpenses FebExpenses and MarExpenses Enter the label Q1 Avg Mo Exp
197. cess Toolbar You can also modify the display name that will appear when you hover over the button on the toolbar Modly Buton 6 Optional Click in the Display name box and enter a different name for the button Pirit T IEEE LAE t Ora a24EQT 7 Click OK to close the Modify Button dialog box Yahoo 8 ozdo Click OK to close the Excel Options dialog box Gea eeos c2echtl The macro appears as a button on the Quick Access L E A M lel TE on Toolbar Now you can click it to run the macro iO ban m m or 4 F LEITE LPEN A 8 Click the macro button on the Quick Access Toolbar AJ A x v w ai TC a fa J i l pi iRSnIGJZ dyaan Tips LP E a Display name DateStamp Cancel v To remove a macro from the Quick Access Toolbar right click the button and select Remove from Quick Access Toolbar Figure 14 6 Selecting a button symbol in the Modify Button dialog box DoubleTechs com Remote Computer Repair Page 206 Working with Macros Editing a Macros Visual Basic Code This lesson introduces you to the Visual Basic also called VB or VBA programming language the code Excel uses to record macros Using the Visual Basic language and the Visual Basic editor you can make minor changes to your macros once you have recorded them The best way to learn about Visual Basic is to view existing code In this lesson we ll look at how to view and edit the code for an existing macro 1 Click the View tab
198. cise File Catalog15 6 xlsx e Exercise Shrink the bike clip art image to half its original size Move the bike clip art image so it is not covering any text Make a duplicate of the Jumper image Delete the duplicate Jumper image Click and drag a corner sizing handle to keep the shape proportional Figure 15 9 To resize an object simply click and drag one of its sizing handles Page 223 Working with Objects Applying Special Effects to Objects New in Excel 2007 you can apply special effects such as reflection glow and 3 D rotation to clip art shapes and pictures 1 Double click the object that you want to apply special effects to The Format contextual tab appears on the Ribbon 2 Depending on the object click the Picture Effects button in the Picture Styles group or click the Shape Effects button in the Shape Styles group A menu of different types of effects appears 3 Point to the type of effect you want to use then select an option from the submenu The special effect is applied to the object Tip As you point to different effects in the submenu the selected shape changes to show you how it will look with the effect applied Live Preview DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 7 xlsx e Exercise Apply an orange glow effect to the star shape J Preset gt Shadow gt Lal Reflection gt O l No Glow Soft Edges gt Glow Variatio
199. ck the Undo button list arrow on the Quick Access Toolbar A list of the last actions in Excel appears To undo multiple actions point to the command you want to undo For example to undo the last three actions point at the third action in the list Each action done before the one you select is also undone Tip You can undo up to 100 actions in Excel even after saving the workbook 2 Click the last action you want to undo in the list The command you select and all subsequent actions are undone Redo an action Redo is the opposite of undo it redoes an action you have undone For example if you decide that you do after all want to delete an item that you have just brought back with undo you can redo the delete action 1 Click the Redo button on the Quick Access Toolbar The last action you undid is redone Other Ways to Redo an Action Press lt Ctrl gt lt Y gt Tip Click the Redo button list arrow to redo multiple actions DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 7 xlsx e Exercise Type Monthly in cell A2 and press lt Enter gt Undo the typing Then redo the typing Undo button a Undo button list arrow Wi z Salea2 T hicosolt Excel amp E call Se Layout Formula Daa Rpm View H ax m A teng EE r General ti Cone Cormatting giht r SF P J a a EEJ gj f t oe Bionn Tabie J Dide gt i Parte
200. click Format as Table in the Styles group on the Home tab Select a table style Click OK DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps10 1 xlsx e Exercise Turn the data range including the column labels into a table SalesReps10 1 Microsoft Excel Home Insert Page Layout Formulas Data Review View Clip Art Ay Line h Area B iJ EE y Shapes ul ul QB Pie Scatter wy PivotTable Table Pict Column eee nya Hyperlink Tables Illustrations Links v Last First Region Position Sales 2 Dahl Ron North Senior Manager 3 Brown Clem South Manager Winters Denise North Associate Sweet Tamara South Associate 6 M4 Sheet1 Sheet2 Sheet3 2 4 Create Table My table has headers This option should be selected if headers are included in the selected cell range SalesRepsl0 1 Microsoft Excel Table Tools Home Insert Page Layout Formulas Data Review View Design o x gt M Header Row First Column Table Name lig Summarize with PivotTable E5 Tablel 47 Remove Duplicates Total Row Last Column a Export Refresh Quick Resize Table 42 Convert to Range ea Banded Rows Banded Columns Styles Properties Tools External Table Data Table Style Options Senior Manager Clem South Manager 20 000 Denise Associate Tamara Associate Figure 10 1 Creating a
201. ct formatting options on the Number tab in the Format Cells dialog box Tips v Create custom number formats in the Format Cells dialog box by selecting the Custom category selecting a number format code in the list and editing it in the Type text box Watch the sample area to see how the custom number format you create will be displayed v The formatting buttons in the Font group such as Font Color and Font Size are not just for formatting labels you can use them to format values as well DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales4 2 xlsx e Exercise Format the cell range B4 G12 with the Accounting number format and decrease the decimal places so no decimals are shown Select the range B6 G10 and display the Format Cells dialog box Select the Accounting category and remove the dollar symbols from the range select None as the symbol Format values using the commands in the Number group Accounting format with and without dollar symbols ON ad 9 e z Sales4 2 Microsoft Excel ox Cay _ Home sert Page Layout Formulas View 0 xX Calibr vjil Ax Wil SE av exe B A a bd ers he wy 4 se es ells S Ae Clipboa Font a Alignment la Editing J14 a f A B G D E z G E 1 Income amp Hxpenses 2 3 Jan Feb Mar Apr May June 4 12 000 17 000 18 500 16 500 15 500 5 6 Supplies 1 200
202. d Try inserting the Office 2007 CD ROM and or reinstalling the Excel program Search in All collections Select where you want Results should be to search Selected media file types Select the file type you want to search for 2 Type the name of what you re looking for in the Search for text box 3 Click the Search in list arrow to select which i lick the collections you want to search in Click the image you want to insert There are four options listed here e Everywhere Searches all three of the collections listed below Pal oe e My Collections Searches your hard disk for clip Clip art on Office Online art files stored on your computer Tips for finding dips e Office Collections Searches for clip art files stored within the Excel program Figure 15 1 The Clip Art task pane e Web Collections Searches Microsoft Office Online for clip art files available on the Web 4 Click the Results should be list arrow and make sure only Clip Art is selected 5 Click the Go button Clip art graphics that match the search terms appear in the pane 6 Click the graphic that you want to insert The graphic is inserted When you re finished inserting clip art close the Clip Art task pane 7 Click the Close button in the upper right corner of the Clip Art task pane The task pane closes Tips YA little star in the bottom right corner of a graphic indicates animation DoubleTechs
203. d instructions that are recorded so that they can be executed as a single command Instead of manually performing a series of time consuming repetitive actions in Excel yourself you can create a macro to perform the task for you There are two ways to create a macro by recording them or by writing them in Excel s Visual Basic programming language This lesson explains the easy way to create a macro by recording the task s you want the macro to execute for you When you record a macro imagine you re being videotaped everything is recorded all your commands the data you enter even any mistakes you make Before recording a macro it s helpful to write down a script that contains all the steps you want the macro to record Practice or rehearse your script a couple times to make sure it works before you actually record it If you do make a mistake while recording a macro don t worry you can always delete the existing macro and try again or edit the macro s Visual Basic source code to fix the mistake 1 Click the View tab on the Ribbon and click the Macros button list arrow in the Macros group Select Record Macro The Record Macro dialog box appears Tip If you click the Macros button list arrow and select Use Relative References actions are recorded relative to the initially selected cell 2 Enter a name for the macro and press lt Tab gt Next you can enter a shortcut key that will allow you to run t
204. d name you can delete it in the Name Manager dialog box You can also delete more than one defined name at once 1 Click the Formulas tab on the Ribbon and click the Name Manager button in the Defined Names group The Name Manager dialog box appears Select the defined name s you want to delete Press and hold the lt Shift gt key to select multiple adjacent names or the lt Ctrl gt key to select multiple non adjacent names for deletion Click the Delete button A message appears asking if you re sure you want to delete the defined name or names Click OK The defined name or names are deleted Tips Y Inthe Name Manager dialog box you can filter the list of defined names by scope whether or not they have errors or by type of name defined or table Click the Filter button and select the filter you want to use You can also click the New button in the Name Manager dialog box to define a new name Edit Name Comment Refers to Figure 8 12 DoubleTechs com Remote Computer Repair Sheetl Cs5 Css The Edit Name dialog box Page 127 More Functions and Formulas Displaying and Tracing Formulas You can better understand the formulas in a workbook by displaying formulas tracing precedents and dependents and using the Watch Window By default Excel displays the results of formulas in the worksheet instead of showing the actual formulas However you can choose to have Excel disp
205. d select Figure 12 1 The Add Scenario dialog box Scenario Manager from the list The Scenario Manager dialog box appears with the message No Scenarios defined Choose Add to add scenarios You want to add a new scenario 3 Click the Add button The Add Scenario dialog box appears 4 Type a name for the scenario and press lt Tab gt The cursor moves to the Changing cells box Here you need to select the cells that contain the values you want to change Scenario Values Tip To select multiple nonadjacent cells hold down the lt Ctrl gt key as you click them 5 Select the cells in the worksheet that contain the values you want to change then click OK The Scenario Values dialog box appears Here you need to enter desired values for the changing cells Tip To make sure you don t lose the original The current values in A4 B4 and C4 values for the changing cells use the original cell Hu i youcical Figure 12 2 The Scenario Values dialog box DoubleTechs com Remote Computer Repair Page 173 Analyzing and Organizing Data 6 Enter values in each of the boxes Click OK or click Add to add another scenario The scenario is added If you clicked OK the scenario is listed in the Scenario Manager If you clicked Add the Add Scenario dialog box appears so you can add another scenario T Repeat steps 4 6 to add a scenario Click OK The Scenario Manager dialog box lists each scenario that y
206. d type a name for the view in the Name text box There are two additional settings here e Print settings Saves print settings such as page breaks e Hidden rows columns and filter settings Keeps columns and rows hidden and any applied filters filtered 3 Select the settings you want to use in the view and click OK Now your view settings are quickly accessible under the new custom view Tips v To view a custom view click the View tab on the Ribbon and click the Custom Views button in the Workbook Views group Select the view you want to use and click Show DoubleTechs com Remote Computer Repair Page 89 Managing Workbooks Working with the Workbook Window The Excel program itself as well as each workbook you open in Excel has its own window Each window has its own features you can use to change how you work with the window on your Desktop Change window size You can change the size of an Excel window to organize the space on your screen better Following are some ways to change window size e Maximize Restore a Window When the workbook window is at its full size click the Restore Down button on the title bar to reduce the window size When the window appears in a smaller size the same button appears as the Maximize button Click it to maximize the window e Minimize a Window Click the Minimize button on the title bar Click the workbook s button on the Windows Taskbar to restore the window
207. data Enable this content and click OK Figure 13 13 The External Data Range Properties dialog box Table 13 1 Data Range Properties Save query definition Save password Enable background refresh Refresh every Refresh data on file open Remove external data from worksheet before saving Include field names Preserve column sort filter layout Include row numbers Preserve cell formatting Adjust column width Fill down formulas in columns adjacent to data DoubleTechs com Remote Computer Repair Check this option so your worksheet remembers where to go when it refreshes the data Uncheck it so the data source can not be refreshed again Check this option so that Excel automatically enters the password when the data source is refreshed Check this option so that when you refresh the data source you can continue working in Microsoft Excel Otherwise you must wait until Excel is completely finished refreshing the data source to work with the program Check this option to refresh the data source at specific intervals and then enter the number of minutes you want between refreshes in the minutes box Check this option so that the data source automatically refreshes when you open the workbook The Save query definition check box must be selected to refresh the data Check this option so that Excel deletes the data source information when you save the worksheet Check this option so that Excel automatically inserts the
208. data is automatically outlined so that you can collapse the detailed rows or columns and view only the totals or subtotals Remove an outline 1 Click the Data tab on the Ribbon click the Ungroup button list arrow in the Outline group and select Clear Outline The outline is cleared from the worksheet DoubleTechs com Remote Computer Repair Columns E G are grouped because they contain related data Column G is a summary column of data contained in columns E and F 1 rae 2 D E F cy 1 Position Sales Commission Commission Senior Manager 18 000 5 900 3 Manager 19 000 15 2 850 4 Manager 21 000 15 3 150 5 Associate 22 000 10 2 200 6 Associate 24 000 10 2 400 7 8 Figure 12 23 An example of spreadsheet after using the Auto Outline command Settings Direction Create Apply Styles Cancel Figure 12 24 The Settings dialog box Page 187 Analyzing and Organizing Data Using Subtotals A quick and easy way to group and summarize data is to use Excel s Subtotals feature Usually you create subtotals with the SUM function but you can also create subtotals using functions such as COUNT AVERAGE MAX and MIN The Subtotals feature also outlines the data allowing you to display and hide the detail rows for each subtotal Create subtotals 1 Make sure your data is arranged into labeled columns that the data in each column is of the same type and that you v
209. data source s field names as column labels for the data source Check this option to preserve any sort order filtering or column order changes you make in a data source when it 1s refreshed Check this option to allow the data source to use its own row numbering Check this option to retain cell formatting that you apply in Microsoft Excel when you refresh the data source Check this option so that Excel automatically adjusts its column width to display the imported data source information Check this option if you want Excel to copy formulas in a data source to new columns when it is refreshed Page 201 Working with Macros Recording a Macro ccccceeeseceeseeeeennseeeeeeneees 203 Playing and Deleting a Macro 0000 205 Play a MAGI O sanean 205 Delete a Macro ccccseeeeseeeeseeeeeseeeees 205 Adding a Macro to the Quick Access Toolbar NAPA ON E A A T A A 206 Editing a Macro s Visual Basic Code 207 Inserting Copied Code in a Macro 208 Display the Developer tab and enable MACOS scrtiatsncstentansonsaverrensinaaaensavianmameasaci 208 Enable MaCIOS ccccccseeeceeeeeeeeeeeeees 208 Insert code IN A Macro cseeeeeeeeee ees 208 Declaring Variables and Adding Remarks to VBA CO unouenn nuusan anaa ten enuextanendin sesame 210 Declare a variable DIM statement 210 Add a remark to a procedure REM statement ccc cceeccceececeeeeeeeee
210. deleted Exercise e Exercise File SalesReps10 10 xl SX e Exercise Convert the table back to a normal range of cells Undo that action Delete the table entirely iA Convert to Range i H 1 ie SalesReps10 10 Microsoft Excel Table Tock El x r al eee s A Home inon Pane Lone Formulas Data Renew Weer Design w 7 x Tabte Mame Lo Surmenarice wiih Broa Take TET k oo Header Row W First Column dy Tabled PO temose Ouclitates 7 uai r J Total Row Ji Last Column fF Resize Table T Convert to Range us vV Banded Rows Banded Colunws ei Prepeerties Toots External Table Gati Table Styht Opnam rable Srez _ Al lt we El Last i EE 7 a Tammy Denise Elna Clem 13 446M Shoctl Sheet Sheet gt aA Ready ZI Associate Manager Manager senior Manager average 1247780111 Count ab Sum 22480042 fim Ua Figure 10 18 The Convert to Range button DoubleTechs com Remote Computer Repair Page 159 Working with PivotTables Creating a PivotTable ccccsssssssesesseeeeeeeees 161 Specifying PivotTable Data cccseesseee 162 holai e e ee EE 162 Rearrange fields ccccssssscceeeeeeeeeeees 162 Changing a PivotTable s Calculation 163 Filtering and Sorting a PivotTable 164 Filter a PivotTable cccccceeeeeeeeeeeeees 164 Sort a PivotTable ceeeeceessssseeeeeeees 164 Working with PivotTable Layout
211. didn t want to replace 6 Click Close Search options Use Excel s search options to change how Excel searches in the document 1 Click the More button in the Find and Replace dialog box to specify how to search for text Table 3 3 Find and Replace Search Options describes the Search Options available under the Find and Replace tabs O Trap If you specify Search Options make sure to turn them off when you are finished Otherwise subsequent find or replace commands will use the same search options Table 3 3 Find and Replace Search Options Find and Replace Find Replace Find what gt No Format Set Format Within Sheet Match case Match entire cell contents Search By Rows 7 Lookin Formulas 7 Options lt lt reat Cinder cee Figure 3 13 The Find and Replace dialog box with search options displayed Within Choose whether to search within just the current sheet or the entire workbook Search Search by rows left to right then top to bottom or columns top to bottom then left to right Look in Specify which kinds of data you want to search in such as formulas values or comments Match case Searches exactly as text is typed in the text box Match entire cell contents Searches only for cells that match the contents in the text box entirely Parts of phrases or words are not included Format button Specify fo
212. dth option and click Next Here you can manually add break lines to separate your data into different columns 4 Click in the Data preview area where you want to place a break line A line appears showing you where the data will be separated 5 Add additional break lines as desired then click Next Next you can select a format for each column of data 6 Select a column in the Data preview area and then select a format option for that column in the Column data format area Repeat for additional columns 7 Click Finish Tip A message may appear asking if you want to replace the contents of the destination cells If so click OK The data is split into different columns DoubleTechs com Remote Computer Repair Page 184 Analyzing and Organizing Data Removing Duplicates SYS e Exercise File MonthlySales12 8 xlsx You can easily clean up your Excel data and remove duplicate rows of data e Exercise Select the cell range A2 G7 and check it for duplicates Remove any duplicates 1 Select the range of cells you want to check for duplicates Remove Duplicates Be sure to select all the columns you want Excel to check 2 Click the Data tab on the Ribbon and click the Remove Duplicates button in the Data Tools group The Remove Duplicates dialog box appears Here you have another chance to select or deselect the columns you want to check 3 Click OK If Excel finds duplicate items they are removed and a m
213. e Column Headers option PivotTable style options Built in styles Home Insert Page Layout Formulas Bata Rrven Vie Options J te Sum of Tickets Ace 6 c D E 3 Sum of Tickets Date gt 4 Destination 3 2007 2 16 2007 2 19 2007 Grand Total 5 Los Angeles 2 Z 6 New York 7 Washington D C 5 8 Grand Total 5 2 2 4 4 11 12 13 M46 hi Sheet Promoton Sales 3 gA DoubleTechs com Remote Computer Repair Ready 2 Figure 11 13 Selecting a built in PivotTable style from the PivotTable Styles group ice E C D E 1 2 3 Sum of Tickets Date Dd 4 Destination 1 3 2007 2 16 2007 2 19 2007 Grand Total 5 Los Angeles 2 6 New York 2 7 Washington D C 5 8 Grand Total 5 2 2 9 10 11 ow NM PP Figure 11 14 The PivotTable report with the updated style and style options Page 170 Working with PivotTables Creating a PivotChart Exercise e Exercise File TripSales11 9 xlsx A PivotChart is similar to an ordinary chart created in Excel except that it plots a PivotTable s information Like Exercise Insert a Clustered Column PivotChart PivotTable reports PivotCharts are dynamic which means you can change a PivotChart s structure 1 Select a cell in the PivotTable The PivotTable Tools are displayed on the Ribbon Insert Chart 2 Under PivotTable Tools on the Ribbon click the c Column Options tab and click the PivotChart button in the af ia al
214. e OO EOE S E amp Bloomington 1 T Brainerd t t 8 By default nonnumeric fields are added to the Row gla gt a amp 2S amp we 4 Labels area numeric fields are added to the Values Fi Ferge 12 Mittens 2 2 area and OLAP date and time hierarchies are added ara i z 5 Minneapolis 3 9 E G J Drag feid bebreen oreas bekor to the Column Labels area However the fields can parea T 4 4 Z Resorte E Coke Labels 17 Spring Lake Park 1 6 2 Destneson be rearranged to other areas 18 St Chovd n A 3 St Louis Park 2 bel Ryw Labels E Vee 20 S Paul Other Ways to Add Fields prier i 23 Grand Total as Right click a field name and select the layout area xt Sheett __Promnon sais 4 to which you want to add the field Or click and drag a field name into a layout section PivotTable Field List Rearrange fields Choose fields to add to report Date 1 Click and drag fields between the areas in the task EE T EE 48 e field section is where pane to reposition the PivotTable layout eaa ana g aA removed in the PivotTable Amount Tips v Tickets v Drag a field between the Row Labels and Column Labels boxes to change the orientation of the PivotTable Drag fields between areas below VA You can change PivotTable labels by typing a new The layout section IS Y Report Filter Column Labels abel where fields are Office aa rearranged in the i PivotTable _ t
215. e instead of using a cell range reference such as C2 C6 in a formula you can refer to the cell range as SaleAmt the table column name instead When you create a formula using structured references you can use several different elements in place of the regular arguments These include the table name column header names or special items that refer to areas of the table such as a total row Tip When entering references in a formula in a table if you click on the cells to select them instead of typing in their cell addresses Excel will enter structured references for you Remove duplicate rows of data If there are duplicate rows of identical data in your table Excel can find and remove the duplicate rows for you O Trap Removing duplicate values actually deletes the duplicate data so you may want to copy the data to another worksheet or workbook first 1 Select acell in the table Tip You can remove duplicates from cell ranges outside of a table as well but in that case you need to select the entire cell range you want to examine 2 Click the Data tab on the Ribbon and click the Remove Duplicates button in the Data Tools group The Remove Duplicates dialog box appears Other Ways to Display the Remove Duplicates Dialog Box Select a cell in the table Under Table Tools on the Ribbon click the Design tab Click the Remove Duplicates button in the Tools group 3 Select the columns you want to check
216. e 5 14 A chart with a linear trendline added chart e Up Down Bars Add bars that graph the distance between two lines in a line chart e Error Bars Add bars that show the margin of error on the chart 3 Click the button you want to use in the Analysis group A list appears displaying different options depending on which button you clicked 4 Select the option you want to use from the list A dialog box may appear depending on the option you chose Complete the dialog box to finish the command as necessary DoubleTechs com Remote Computer Repair Page 82 Creating and Working with Charts Formatting Chart Elements You can use the Format tab to change the look of individual chart elements such as an axis title data label or shape 1 Click a chart element to select it Other Ways to Select a Chart Element Under Chart Tools on the Ribbon click the Format tab and click the list arrow in the Current Selection group Select the chart element you want to format 2 Under Chart Tools on the Ribbon click the Format tab Format tab commands are arranged in the following groups e Current Selection Click the Format Selection button to display the Format selected element dialog box Select formatting options to apply to the chart element e Shape Styles Select the Shape Style that you want to apply to the chart element from the gallery Or click the Shape Fill Shape Outline or Shape Effects li
217. e Exercise Filter the table to show only North region sales reps Remove the filter and sort the Sales from largest to smallest Add a new row below Ron Dahl Note that the calculated columns feature copies the formula from column G into the new cell Copy all Ron Dahl s data into the new row Remove this duplicate row using the Remove Duplicates feature a 5 x Ca HI C F SalesReps10 4 Microsoft Excel Table Tools ca Home Insert Page Layout Formulas Data Review View Design x Table Name lig Summarize with PivotTable EB G Header Row First Column 5 57 Table1 47 Remove Duplicates 3 Total Row Last Column we z Export Refresh Quick E Resize Table 55 Convert to Range V Banded Rows Banded Columns Styles Properties Tools External Table Data Table Style Options Table Styles G2 fe E2 F2 A B G D E F T 2 Dahl 24 s Senior Manager 18 000 5 3 Z SortZtoA Manager 20 000 10 Sort by Color Associate 22 000 5 5 Sweet z Associate 24 000 5 6 Martinez Manager 21 000 10 2 Text Filters gt 8 p s v Select All 9 v North 10 v South 11 12 44 gt gt Sheeti Ready 0J ox Cancel Figure 10 6 Sorting data in a table DoubleTechs com Remote Computer Repair Page 151 Working with Tables Structured references Structured references allow you to work easily with cell references and formulas in a table For exampl
218. e Insert Worksheet tab A new worksheet is added to the workbook Tip The Insert Worksheet tab is located next to the sheet tabs near the bottom of the workbook window Other Ways to Insert a Worksheet Press lt Shift gt lt F11 gt Or click the Home tab on the Ribbon and click the Insert list arrow in the Cells group Select Insert Sheet Or right click the tab of an existing worksheet and select Insert from the contextual menu Select Worksheet in the General tab of the Insert dialog box and click OK Delete a worksheet 1 Right click the sheet tab you want to delete and select Delete from the contextual menu The worksheet is deleted Other Ways to Delete a Worksheet Select the worksheet you want to delete click the Home tab on the Ribbon click the Delete list arrow and select Delete Sheet DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 5 xlsx e Exercise Insert a new worksheet then delete it 12 Net Inc S 300 S 3 900 4 800 13 ft M e Sheet1 Sheet Sheet3 7 t7 A Ready Click here to insert a new worksheet Figure 6 9 Inserting a worksheet Insert Rename Move or Copy Qe View Code Wi CON Dw A Wi Nh dj Protect Sheet Tab Color b Hide 14 Select All Sheets 4b bt Sheett 7 lt Sheet2 7 lt Sheet3 Sheet M Figure 6 10 Deleting a worksheet from a workbook Page 94
219. e PivotTable in the PivotTable Field List task pane D All are available B You can filter a PivotTable by dragging a field into the Report Filter box in the PivotTable Field List A Header Row is not a button found in the Layout group on the Design tab False Dates are commonly grouped in PivotTables False You must manually refresh the PivotTable to include changes made to your source data C Bold Headers is not an option in the PivotTable Style Options group True When you modify a PivotTable the PivotChart is updated along with it True To make sure you don t lose the original values for the changing cells you should use the original cell values in the first scenario you create D The result cells you specify in the Scenario Summary dialog box are the cells that are affected by the changing cells in the scenarios True You can create either a one or a two input data table B Use Goal Seek when you know the desired result of a formula but not the input value the formula needs to arrive at the result True Solver is an optional Excel Add In feature C You don t need to protect the worksheet to use the data validation feature D All of these are common delimiters that Excel can use to split cell data A The Remove Duplicates button is found in the Data Tools group on the Data tab on the Ribbon True You can group rows and columns manually by selecting them True Always sort data before using the Subtotals command
220. e absolute value of a number is the number without its sign Returns the arccosine of an angle ACOS is the inverse of the COS function Returns the arcsine of an angle ASIN is the inverse of the SIN function Calculates the number of possible combinations from a given number of items Example You want to form a two person team from five candidates and you want to know how many possible teams can be formed COMBIN S 2 equals 10 teams Returns the cosine of an angle Converts radians into degrees Rounds a number up to the nearest even or odd integer Calculates the value of the constant e approximately 2 71828182845904 raised to the power specified by its argument Example EXP 2 equals e2 or 7 389056 Calculates the factorial of a number The factorial of a number is the product of all the positive integers from one up to the specified number Example FACT 5 equals 1 2 3 4 5 equals 120 Calculates the natural base e logarithm of a positive number Calculates the logarithm of a positive number using a specified base Calculates the base 10 logarithm of a number Returns the remainder after number is divided by divisor Example MOD 3 2 equals 1 the remainder of dividing 3 by 2 Returns the value of the constant pi 7 accurate to 14 decimal places Multiplies all the numbers in a range of cells Converts degrees to radians Generates a random number between 0 and 1 Generates a random number between
221. e and keyboard Gp ao Home Insert e X Calibri a Ba B AA aste 0 Fa Fage Lay iii Figure 2 3 A cell address in the Name Box Table 2 1 Navigation Shortcuts Press To Move or lt Tab gt One cell to the right lt or One cell to the left lt Shift gt lt Tab gt tT or One cell up lt Shift gt lt Enter gt or lt Enter gt lt Home gt lt Ctrl gt lt Home gt lt Ctrl gt lt End gt lt Page Up gt lt Page Down gt lt F5 gt or lt Ctrl gt lt G gt DoubleTechs com Remote Computer Repair One cell down To column A in the current row To the first cell A1 in the worksheet To the last cell with data in the worksheet Up one screen Down one screen Opens the Go To dialog box where you can go to a specified cell address Page 24 Worksheet Basics Entering Labels Now that you re familiar with worksheet navigation in Excel you re ready to start entering data There are two basic types of information you can enter in a cell e Labels Any type of text or information not used in calculations e Values Any type of numerical data numbers percentages fractions currencies dates or times usually used in formulas or calculations This lesson focuses on labels Labels are used for worksheet column and row headings They usually contain text but can also consist of numerical information not used in calculations such a
222. e in the new document theme 2 Click the Page Layout tab on the Ribbon and click the Themes button in the Themes group 3 Select Save Current Theme The Save Current Theme dialog box appears 4 Type aname for the theme in the File name box 5 Click Save Tips When you save a new theme color or font or save a new document theme it becomes available in all Office programs v To remove a custom theme or theme element right click the theme and select Edit Click Delete in the dialog box and click Yes to confirm the deletion DoubleTechs com Remote Computer Repair Page 66 Formatting a Worksheet Applying Conditional Formatting Conditional formatting formats cells only if a specified condition is true For example you could use conditional formatting to display weekly sales totals that exceeded 50 000 in bright red boldface formatting and in bright blue italics formatting if the sales totals were under 20 000 If the value of the cell changes and no longer meets the specified condition the cell returns to its original formatting Apply Highlight Cells Rules and Top Bottom Rules You can highlight specific cells in a range using a comparison operator only cells that meet the specified criteria will be formatted For example you can highlight cells with values that are greater than a certain value 1 Select the cell range you want to format 2 Click the Home tab on the Ribbon and click the Conditi
223. e it work When Excel suddenly crashes Excel automatically restarts and returns as close as it can to the state of the program as it was For example if you had several workbooks open Excel would try to reopen Table 16 2 Status Indicators in the Document all the workbooks to the same window size and status Recovery task pane before the crash Original Original file based on last manual save AutoSaved File recovered during recovery process or file 1 Restart Microsoft Excel if it doesn t restart by itself y t saved during an AutoRecover save process In a majority of cases Excel will restart on its own Repaired Excel encountered problems while recovering the document and has attempted to repair them 2 Select the best recovered document in the Document Recovery task pane Sometimes Excel will display several recovered documents in the Document Recovery task pane such as the original document that was based on the last manual save and a recovered document that was automatically saved during an AutoRecover save process You can see the status of any recovered document by simply pointing at the recovered document for a second or two See Table 16 2 Status Indicators in the Document Recovery task pane for an overview of status indicators 3 Click Close to close the task pane You can resume working with the workbook s DoubleTechs com Remote Computer Repair Page 243 Advanced Topics Change AutoRecovery
224. e macro that contains the code you want to work on and click Edit The macro opens in the VBA window 4 Click where you want to add the InputBox function to the code 5 Add an Input statement using the syntax nputbox Prompe DoubleTechs com Remote Computer Repair Exercise e Exercise File ExpenseReport14 7 xlsm e Exercise Open the ExpenseFillin macro in the Visual Basic Editor Enter the following InputBox statements below the second REM statement EmployeeName InputBox Enter the Employee Name EmployeeNo InputBox Enter the Employee Number Run the ExpenseFillin macro entering your name and employee number when prompted General v ExpenseFillin v Sub ExpenseFillin ExpenseFillin Macro Dim EmployeeName As String Declares the EmployeeName variable as a text string Dim EmployeeNo As Long Declares the EmployeeNo variable as an integer EmployeeName InputBox Enter the Employee Name EmployeeNo InputBox Enter the Employee Number Range A5 C5 Select Range C5 Activate Selection ClearContents Range A5 Select ActiveCell FormulaRiCcl EmployeeName Range B5 Select ActiveCell FormulaRiCl EmployeeNo Worksheets Sheeti PageSetup CenterFooter Expense I Range C5 Select ActiveCell FormulaRici TODAY Selection Copy Selection PasteSpecial Paste xlValues ActiveCell FormulaR1ici TODAY d Figure 14 14 An example of the I
225. e sorted the data based on the column you want to group the subtotals by Now you re ready to subtotal your data Tip Excel s Subtotals feature subtotals your data by automatically inserting the SUBTOTAL function 2 Select a cell in the data range 3 Click the Data tab on the Ribbon and click the Subtotal button in the Outline group The Subtotal dialog box appears 4 Click the At each change in list arrow and select the column you want to subtotal This command specifies what it is that you want to subtotal For example if you have a list of customers the products they bought and the amounts of the sales and you want to subtotal the list by the type of product you would select the column that contains the products 5 Click the Use function list arrow and select the function you want to use to calculate the subtotals For example you could select Sum Count Average or Max 6 In the Add subtotal to box click the check box next to each column that has values you want to subtotal 7 Click OK The data is organized with subtotals Tips Y To hide or show subtotals detail click the Hide Detail and Show Detail buttons in the Outline group on the Ribbon or use the outline symbols next to the worksheet to hide or display individual subtotals DoubleTechs com Remote Computer Repair Exercise e Exercise File MonthlySales12 10 xlsx e Exercise Subtotal the data at each change in Posit
226. e to Preview 1 Click the Data tab on the Ribbon and click the From Web button in the Get External Data group Available Titles and more are being added all the time click to preview The New Web Query window opens displaying the Access 2007 Excel 2003 Outlook 2003 Project 2003 Word 2002 Internet Explor er Home page Access 2003 Excel 2002 Outlook 2002 QuickBooks 2005 Word 2000 Access 2002 Excel 2000 Outlook 2000 Windows Vista Word 97 Access 2000 Excel 97 Outlook 98 Windows XP QO Trap If the Get External Data group does not penne Mac OS X PowerPoint 2007 Windows 2000 Computer Basics Mac Word 2004 PowerPoint 2003 Word 2007 appear on the Ribbon click the Get External Excel 2007 Outlook 2007 PowerPoint 2002 Word 2003 Data button and select an option from the list em ssm Hel 2 Enter the address of the Web site you want to visit in the Address box and click Go If the Web site is set up for you to export data you ll l see table selection arrows next to the pieces of data Figure 13 9 The New Web Query Window 3 Click the table selection arrows next to the data you want to import then click Import Tip When you click a yellow table selection arrow it turns into a green checkmark The Import Data dialog box appears Here you can E specify where you want to put the data 3 and more are being added all the time click to preview 4 Access 2007 Excel
227. e value data from the list 4 Click OK Figure 11 5 The Value Field Settings dialog box The summarized value data in the PivotTable changes to using the new calculation DoubleTechs com Remote Computer Repair Page 163 Working with PivotTables Filtering and Sorting a PivotTable Much like you can with basic data ranges and tables in Excel you can filter and sort data in a PivotTable Filter a PivotTable Filtering a PivotTable allows you to display only the data that meets your filter criteria 1 Select a cell in the PivotTable The Options and Design tabs appear under PivotTable Tools on the Ribbon 2 Click the filter button for a row or column label A list sorting and filtering options appears The bottom area of the list displays criteria by which you can filter 3 At the bottom of the list click the check boxes next to the fields you want to filter out to uncheck them Fields with checkmarks next to them will remain while those without checkmarks will be filtered out 4 Click OK The PivotTable is updated Other Ways to Filter a PivotTable Drag a field into the Report Filter area of the PivotTable Field List task pane This field now appears above the PivotTable in the worksheet with a filter button arrow Click this filter arrow button and select what you want to filter by Or click a filter button point to Label Filters or Values Filters and select a filtering option Sort a PivotTa
228. e what colors will be seen in previous versions of Excel G Cancel 3 Ensure that the Save AutoRecover information every check box is checked and specify the desired Figure 16 7 The AutoRecover options are located in the interval in minutes in the minutes box Save tab of the Excel Options dialog box You can t specify the interval if the check box is not selected 4 Click OK when you re finished Now Excel will automatically save a copy of the workbook at regular intervals as you use Excel Tips Y Even with Excel s document recovery features the best way to ensure that you don t lose much information if your computer freezes up is to save your work regularly DoubleTechs com Remote Computer Repair Page 244 Advanced Topics Using Microsoft Office Diagnostics It s a sad fact of life The more complicated programs get the less stable they seem to be Programs sometimes become corrupted and have to be reinstalled in order to make them work correctly again Fortunately Microsoft has made this process relatively painless with the Office Diagnostics feature Diagnostics runs a series of tests that can help you discover why your computer is not working properly The results of these tests might solve some problems directly and identify other ways you can solve problems Should your installation of Microsoft Excel become corrupted or buggy this lesson explains how you can use Office
229. e you record a macro 4 Scroll through the code until you see the code you want to copy then select the code and click the Copy button on the Standard toolbar The code is copied Now open the macro in which you want to paste the copied code 5 In the Project pane along the left side of the window open the module in which you want to paste the copied code The code for the selected module or macro is displayed in the window Tip If the macros you want to copy and paste between are in the same workbook they appear in the code part of the window together They are simply separated by a line 6 Click where you want to paste the code and click the Paste button on the Standard toolbar The copied code is inserted into the macro 7 Click the Save button on the Standard toolbar then click the Visual Basic Editor window s Close button The Visual Basic Editor window closes The macro with the newly inserted code is now ready to be run DoubleTechs com Remote Computer Repair Macro name DateStamp ExpenseFillin Step Into Ca Delete Macros in All Open Workbooks Description Figure 14 10 The Macro dialog box Microsoft Visual Basic ExpenseReportl4 S 0lsm Module Code WME Fite Edit View Jnsert Format Debug Bun Tools Add Ins Window Help H U AS BA OO we KAS YS wv Project VEAProject x General ExpenseFilli J BEpenseFilli
230. eal if the fields you want have been added and you want to 3 Click the button you want to use in the Show Hide work with the report s layout group If the button is an orange color the element is displayed in the PivotTable If the button is not orange the element is hidden DoubleTechs com Remote Computer Repair Page 165 Working with PivotTables Layout group on the Design tab The Layout group on the Design tab allows you to change what elements appear on the PivotTable 1 Select a cell in the PivotTable The Options and Design tabs appear under PivotTable Tools on the Ribbon 2 Under PivotTable Tools on the Ribbon click the Design tab Here you can see the Layout group It contains four buttons e Subtotals Click to show or hide subtotals and to specify where to show them e Grand Totals Click to show or hide grand totals and to specify whether they appear for rows columns or both e Report Layout Show the PivotTable in compact outline or tabular form e Blank Rows insert or remove a blank line between each grouped item in the PivotTable 3 Click the button you want to use in the Layout group A list of options appears depending on the button that was selected 4 Select an option from the list The PivotTable layout is changed accordingly DoubleTechs com Remote Computer Repair Subtotals Grand Report Blank bi Totals Layout Rows Layout Figure 11 9 The Layout group on
231. earches J Public Folders a m gt File name Net Income Save as type Chart Template Files v a Hide Folders Figure 5 18 The Save Chart Template dialog box Page 86 Managing Workbooks Viewing a Workbook ccccccssseessesseessenseeseeenees 88 Change workbook Vi WS ccssssseeeeeees 88 Zoom in or out of a worksheet 89 Working with the Workbook Window 90 Change window SIZEC cccccceesseeeeeeeeees 90 Create another workbook window 90 Splitting and Freezing a Workbook Window 91 Selecting Worksheets in a Workbook 93 Select a worksheet ccccceeeeseeeeeeeees 93 Select multiple worksheets 0008 93 Inserting and Deleting Worksheets 94 Renaming Moving and Copying Worksheets 95 Move or copy a worksheet using click and AG PE A E T 96 Working with Multiple Workbooks 97 Switch between workbook windows 97 View multiple workbooks at once 97 Hiding Rows Columns Worksheets and WINdOWS eroicaeteacacscinaneeistaaaiwhanuantteanundnneniaaatnaasaans 98 Protecting a Workbook ccecceseeeeeeeeeeeees 100 Protect an entire workbook 008 100 Protect workbook structure and windows A E E eeeeeead 101 Protecting Worksheets and Worksheet Elements wi siviicaceuccestudewnatausaanaacscasuereusianicesenetudien 102 Make cel
232. ed Cells or Clear Rules from Entire Sheet Conditional formatting is cleared either from the cells you ve selected or the entire worksheet DoubleTechs com Remote Computer Repair Conditional Formatting Rules Manager i Show formating rulas fors RESORT gt 3 Hew Rule SA Edt Rule A Delete Rule Rule apeiied n order shown Format App es to Sp F Tue ion Set gt FART PORLT Figure 4 18 The Conditional Formatting Rules Manager dialog box Edit Formatting Rule Select a Rule Type Format all cells based on their values Format only cells that contain Format only top or bottom ranked values Format only values that are above or below average Format only unique or duplicate values Use a formula to determine which cells to format Edit the Rule Description Format all cells based on their values Format Style Icon Sets Display each icon according to these rules Icon Value Type when value is gt 60 Percentile gt x 30 Percentile x gt when lt 60 and 4 when lt 30 Icon Style 3 Arrows Colored gt Reverse Icon Order Show Icon Only Figure 4 19 Editing a formatting rule 3 wae ls Sales Mda Microsoft Excel 2 a Homa inten Page Lapel Forme Daa Ave View w X Ho Catei i ee SP Geer Ja Cendaional Pematang j hrt E Ar A i ns Seesaw E e ee Forat as Tati Powie g fay 7
233. ed or colored icons appear in cells based on each cell s value You can choose e ee ee Income 12 000 17 000 18 500 16 500 15 500 17 050 from several types and colors of icons Supplies 1 200 2 500 3 000 3 500 3 500 3 850 Office 500 600 700 800 800 880 3 Point to Data Bars Color Scales or Icon Sets 8 Wages 7 000 ___7 000 7 000 7 000 7 000 7 700 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 A menu appears differing based on your selection Total Exp 11 700 E 13 100 E 13 700 15 300 45 300 lil16 830 Net Inc 4 300 3 900 4 300 1 200 200 GS 220 4 Select a data bar 2 or 3 color scale or icon set Figure 4 16 The worksheet with conditional formatting The conditional formatting is applied to the cells applied DoubleTechs com Remote Computer Repair Page 68 Formatting a Worksheet Creating and Managing Exercise iti i e Exercise File Sales4 10 xl Conditional Formatting Rules reise Fier ak oai e Exercise Select the cell range B4 G4 then create and You can create and manage new conditional formatting apply a new formatting rule to apply bold formatting to rules that follow the parameters and formatting you values that are below average for the selected range Select cells B12 G12 and edit the rule so that the green icon appears for values greater than or equal to 60 and the yellow for values greater than or equal to 30 Create a new rule View the worksheet with the changes the
234. ed page order Down then over or Over then down Monthly Sales Income Supplies Office Wages Utilities Total Exp Net Inc This is a print preview of a worksheet without gridlines or headings displayed Gridlines appear Column and row Gridlines Headings by default in headings appear spreadsheets J View Vl view by default in spreadsheets Select to print __ Print Print Select to print row ridlines in i aaa and column See A Sheet Options headings in spreadsheets Figure 7 9 The Sheet Options group Monthly Sales Income Supplies Office cn Wages u Utilities COIN On ew IN 11 Net Inc This is a print preview of a worksheet with gridlines and headings displayed Figure 7 10 Print previewing worksheets without and with gridlines and head DoubleTechs com Remote Computer Repair Page 115 Working with Page Layout and Printing Advanced Printing Options Beyond the basic print function there are many more print options in Excel You can print part of a worksheet or several worksheets or workbooks at once Set print area Sometimes you may only want to print part of a worksheet You can define an area so that any time you print only that cell range is printed 1 Select the cell range you want to print 2 Click the Page Layout tab on the Ribbon and click the Print Area button in the Page Setup group 3 Select Set Print Area from
235. ed to copy the formula down to G6 the calculated table columns feature copies the formula to the rest of the column cells for you Senior Manager Clem South Manager 20 000 Denise Associate Tamara Associate Figure 10 2 Resizing a table using the sizing handle Cy 4 amp be Salertepsi0 2 Miowssoft Exel Table Tools 4 a Home inet Pagelapat Formules Data Review Virs egn Pea o b X Calibri i1 el o General Aoi iseni r AF JA a jla BP a sig r 7 peri Cells Pade s Shplet a pd A EE w a SS bert Sheet powi Clipboard Fom d Aligrareeral Number z TO ment Sheet Columns i re en en E1 Sales i A 3 seri Table Columns to thr Lef be lint B 3 r w Pasition f Ron Morth Senior M i Faen Sheet Chern South Manager p mn Denise North Associate 22 000 Tamara South Associate 24 000 Ela Morth Manager Figure 10 3 Adding a table column Page 147 Working with Tables Other Ways to Insert a Table Row Or Column Right click the row or column where you want to add a row or column point to Insert in the contextual menu and select Insert Table Rows Above or Insert Table Columns to the Left or Right Or to add a new row to the bottom of the table place the cell pointer in the last cell of the table and press lt Tab gt Delete table rows and columns Ey Delete iz You can also delete unwanted table rows and columns
236. ed to ungroup the object first False The Distribute command spaces out selected objects equally B To rotate an object with greater precision use the Size and Position dialog box A Send to Middle is not a layering command in Excel 2007 False The SmartArt feature lets you create and customize designer quality diagrams D You can add text to a SmartArt graphic using the graphic itself or the Text pane True In order to create an effective SmartArt graphic you should know how to add and remove shapes replace shapes with different ones etc False You can easily restore the default formatting of a SmartArt graphic using the Reset Graphic command False You can modify WordArt once it has been inserted True When you embed a PowerPoint presentation the Ribbon changes to display tabs with PowerPoint commands A To insert a symbol or special character click the Insert tab on the Ribbon and click the Symbol button in the Symbols group C The purpose of the Quick Access Toolbar is to provide buttons for the commands you use most often True You can restore the default commands to the Quick Access Toolbar by clicking the Reset button D AutoCorrect changes spelling errors grammar errors and capitalization errors False AutoCorrect entries created in Excel will appear in any other Office programs C There is no Create tab in the Excel Options dialog box True You can see the status of any recovered document simply by pointing at
237. eees 35 Save workbook changes 0scceeeee 36 Save a workbook under a different name and or location ccceeececeseeeeeseeteeeeeteness 36 Save a workbook as a different file type 36 Previewing and Printing a Worksheet 37 Preview a worksheet 0cccsseeeeeeeeeees 37 Quick Print a worksheet 37 Print a WOrkSheet cccccseeeeeeeeeeseeeeees 37 Closing a WOrkbOok ccseeeeesscssseeseeeeeeeees 38 nih DoubleTechs com Remote Computer Repair Page 21 Worksheet Basics Creating a New Workbook Exercise e Exercise File None required Creating a new workbook is one of the most basic commands you need to know in Excel A new workbook automatically appears upon starting Excel but it s also helpful to know how to create a new workbook within the application You can create a blank new workbook such as the one that appears when you open Excel or you can create a new workbook based on a template e Exercise Create a new blank workbook Then create a new workbook from a Microsoft Office Online template Lu hee i Blank Workbook Create a new blank workbook 1 Click the Office Button and select New The New Workbook dialog box appears By default the Blank Workbook option is already selected 2 Make sure the Blank Workbook option is selected and click Create The new blank workbook appears in the Excel application screen Other Ways to Create a Blank Workbook Fi
238. eeeseaaeseeeeeseaseeeeeeseeeeeessaaeeseessseaseeesessaneeeees 81 Working with Chart Analysis COMMANAS cccccccccssseeeeeceeeeeeaaeeeseeceeeceaeeseeeeeeesssaeeeeeeeeeeesssseeseeeeeeessauaaeeeeeeees 82 Formatting Chart ElQMennt cccccccsssseccccceesseceecceeeeeeeseueeecesseaseeeeeeseuseceeesaaaseeeesseeaeeeeseaeeeeeessseeeeeessageeeessaas 83 Changing a Chart s Source Datta 2 cccccccssscesseeceeecssceesseneeeeecccccesseneeeeesecccasseereessecceeseeeeeeeeseseccosseeseeseessscossees 85 Using Chart Templates ccccccccsccccccsseccecceessecececeeseeceeesseaeceeeceeaeceeesaeueeeesseaaseeeesseaseeeeeseeaeauecessssageeeesesaageeeeesaas 86 IVRAN VA CIUIUC VV OF COONS acta seniors REE EEA EE EEEE EARE 87 WIG WIIG AN VONKIO OK smmactrcedeadcanienusaiatmeaumesusudstnineantubeceticaba ns nihadssinesinasamctaace A E 88 Working with the Workbook WIndoW ccccccsseeeceeeeeeeecseeeeeeeeeeeseeseeeeeaseeeeseaeeeeseeeeeseaseeesseueeessaesesesegeeeensaneeeens 90 Splitting and Freezing a Workbook WINKOW cccccccccseseseeeeeeeceaeeesseceeeeeeeeeeeeceeeesssueaeeceeeeessasaaseeeeeeeeeeesauaaaeses 91 Selecting Worksheets in a WOrkbDOOK ccccccsssesesecceeeeceeeeeeeceeeeeaeeseueceeeeeesuaeaseeeeeeeessaesseeeeeeessessassaeeeeeeeeessaaaseses 93 Inserting and Deleting WorkSheets cccccccssseccceeeeeeseeeeeecsaeeeesseeeeeseaeeeeeeaueeeseeeeesaaeeeesseeesssaageeeesaueesesseneeseas 94 Renaming Moving
239. eeeseeeseeeeeeessesseeceeesesssaeaeeseeeeeessssaageeeeeeees 112 AGIUSUING Size and SCA Clic wiscadesdare oxtaasesmewecnsccie aiana denanceusanaaweesdecesiassbaaaned aclu asSimacnondenemgheseasceendhooeeestnenes 113 Adding Print Titles GridlineS and Headings cccccceeecccecceseeceeecseeeeeeceeseeeeeeeeueeeeeseeuseeeessauseeesessaaeeeeeessagseeees 114 Advanced Printing OD HONS scvssivecessicescaasesicwceincectelaesanoienccneseissinaecawie aE ia iaa ea aiaa ea aa Tiea iaaa iaa oai 116 More Functions and Formulas sssrin a E A Eaa AREE ORAE E aE 118 Formulas with Multiple OD CAL ONS iasaisdsieonesecontecunancasaeeeadeladnuneennscneiadelaciaiilendadelsbulnnidansaceavasndeeaneieedelasaseueandncadsaciundeadned 119 ASS ING ANG Editing TUCO s atesatmentsiantsncranctnotsaacenaisemniuaastostaaitasntudadentdaaiesmmdanedbentntade tnanegakdeuaheemniieseantindsasnii 120 AutoCalculate and Manual Calculation ccccccccccsssseeeceeeeeeeeeseecceeeeeeeaeesseeeeeeesseeaseseeeeeeesaeaeeeeeeseeesssaaaseeeeeeees 122 ESTIMA TN ASS hutemacia hea iad namtidinatesRoaua ita msutmanbiammnasp dies sesdhadatinesaaa mcheiipdadtmean ieNaammiunesetnitenneees 124 Using and Managing Defined Names cccccccccssseecceceeeeeeecceesececcuauseeeesaeauseeeesseaaeceesseaueeeesseaeeeseessaageeeeseaas 126 Displaying and racing FORMULAS vinieswsnacsiiesimvxwusciawsalentanunecd nsa iaae e ia mad N N OEI 128 Understanding Formula EM OVS sssississnsssensnnansinninn ninn naaa e
240. ees 145 Create a table from a cell range 145 Create a blank table eee 146 Working with Table SiZe cccccsssseeeeees 147 Resize a table cc cece ccececececececececeeers 147 Add table rows and columns 147 Delete table rows and columns 148 Working with the Total ROW ccsssssseeeees 149 Add a Total rOW cccccecececcccececececcecece 149 Calculate Total row valu s 066 150 Working with Table Data cceeeeee 151 Filter and sort in a table 151 Use calculated COIUMNS 0cceceeees 151 Structured references c ceceeeeeeeeees 152 Remove duplicate rows of data 152 Summarizing a Table with a PivotTable 153 Using the Data Forim cccsssssssseeeeeseeeeeeeneeees 154 Add the Data Form commaniad 154 Use the Data Form ccccccececcececeees 154 Using Table Styles w ccccccsssnsscesesseceseeectcesnsenescness 155 Apply a style while creating a table 155 Apply a different style to an existing table A 155 Remove a table style ceeeeeeeeeees 155 Using Table Style Options cccseeeseeees 156 Creating and Deleting Custom Table Styles 157 Create a custom table style 157 Modify a custom table style 158 Delete a custom table style 158 Convert or Delete a Table sss
241. ees 52 View a COoMMent cccccceececeeeeeseeeeeeeees 52 Edit a COMMENN ccccccsseeeceeeeeeeeeeeees 52 Delete a COMMENL cccseeceeeeeeeeeeeeees 53 Tracking Changes ssnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 54 Track changes cccccesceccssseeeceeseeeeneeees 54 Accept reject changes cscccsseeeeeeeees 54 nih DoubleTechs com Remote Computer Repair This chapter will show you how to edit your Excel worksheets You ll learn how to edit cell contents cut copy and paste information insert and delete columns and rows undo any mistakes you might make and even correct your spelling errors Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last Page 39 Editing a Worksheet Editing Cell Contents 0 Exercise Notes e Exercise File Sales3 1 xlsx Once you ve entered data into a cell you can edit clear or replace those cell contents e Exercise Edit cell Al so it re
242. eeseneesaaees 211 Prompting for User Input sssseeseeeees 212 Using the If Then Else Statement 213 If you find yourself performing the same task over and over again you might want to consider creating a macro to complete the task for you A macro helps you perform routine tasks by automating them Instead of manually performing a series of time consuming repetitive actions you can record a single macro that does the entire task all at once for you This entire chapter is devoted to macros We start with the basics learning how to record and play a macro Then you ll move into some more advanced topics including how to write and edit macros using the Visual Basic programming language Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 202 Working with Macros Recording a Macro A macro is a series of Excel commands an
243. elect the cell where you want to put it The data is imported from the Access database into your workbook Tips v If while connecting to external data you see a security notice telling you that you are connecting to an external source that may not be safe click OK DoubleTechs com Remote Computer Repair Exercise e Exercise File Board of Directors Meeting txt e Exercise Create a new workbook and import the Board of Directors Meeting txt file data into it In the Text Import Wizard leave the default options selected Save the new workbook as April xIsx jx Select Data Source Search p g 5 All Data Sources M Organize Views gt fm Ne Name Date modified Type i Practice 5 9 2007 8 20 AM File Folder i Office 2007 What s New 4 25 2007 9 04 AM File Folder E Documents a Recent Places Practice 4 12 2007 3 32PM File Folder ME Desktop Trade Show Expenses 4 11 2007 4 35 PM File Folder W Computer I Officeclues 4 10 2007 10 26 AM File Folder Sales letters gs Recently Chang Renewal letters x Pictures 3 27 2007 4 26PM File Folder 3 27 2007 4 02PM File Folder gt i J 2007 3 22 2007 3 56PM File Folder F Music JL 2006 3 22 2007 3 56PM_ File Folder a p Searches J Accounting 3 22 2007 3 33PM File Folder More 2 My Sharing Folders 10 18 2007 9 40 AM Shortcut Canada tourists mdb 7 19 2007 3 23PM MDB File Folders S HW b New Source
244. elected in the Import list from cells Click the Custom Lists Imp ort button Custom lists List entries NEW LIST a Senior Manager Your new custom list appears in the dialog box Sun Mon Tue Wed Thu Fri Manager Sunday Monday Tuesday Wer Associate Jan Feb Mar Apr May Jun J January February March April 6 Click OK North South East The Custom Lists dialog box closes 7 Click OK Press Enter to separate list entries The Excel Options dialog box closes and the custom list is created Tips v You can only create a custom list based on a value not on cell color font color or an icon Figure 9 8 The Custom Lists dialog box after the custom list is added DoubleTechs com Remote Computer Repair Page 138 Working with Data Ranges Sort by a custom list Once you ve created a list or if you just want to use one of Excel s predefined custom lists you re ready to sort 1 Select the range of data you want to sort or select a cell within the range 2 Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and select Custom Sort The Sort dialog box appears 3 Click the Sort by list arrow and select a column to sort by the column with data that matches the custom list 4 Click the Order list arrow and select Custom List The Custom Lists dialog box appears 5 Select the custom list you want to use and click OK 6 Click OK T
245. emote Computer Repair Page 247 Advanced Topics e Minimum size publishing online Select this option if the print quality is less important than the file size e Options Click here to display the Options dialog box where you can specify even more options Click OK to save your changes 4 Make your specifications and click Publish Excel saves the document to the specified format Tips Y In order to view PDF and XPS files you need to have a special reader viewer installed These can be downloaded for free online DoubleTechs com Remote Computer Repair Page 248 Advanced Topics Adding a Digital Signature to a Workbook You can help provide assurance as to the authenticity integrity and origin of a workbook by adding a digital signature to the document Much like a handwritten signature on a check or other legal document a digital signature ensures that the workbook was created by a particular person 1 Click the Office Button and select Prepare gt Add a Digital Signature from the menu A confirmation dialog box appears Tip To purchase third party software from the Office Marketplace select Signature Services from the Office Marketplace in the dialog box that appears 2 Click OK The Get a Digital ID dialog box appears 3 Select Create your own digital ID and click OK The Create a Digital ID dialog box appears 4 Enter your name e mail address organization and location and click Create
246. enneeseens 57 Adjusting Row Height and Column Width 58 Adjust column WICHN 0ccccessseeeeeeeeees 58 Adjust row height cccccceeeseeeeeeeeeeees 58 AutoF it COIUMNS OF OWS ccccseeeeee eee 58 Working with Cell Alignment 20008 59 Adding Cell Borders Background Colors and US socca 60 Using the Format Painter ccssessseeeeeeeees 62 Using Cell Styles sscccsetesstantcanensuseteatantcewemestennains 63 Apply a cell style ccccsccecsssseeeeeeees 63 Remove a Cell Style ccccccseseeeeeeeeees 63 Modify or duplicate a cell style 63 Create a new Cell style ccceeeeeeeees 64 Using Document Themes cccsceesseeeeeeeees 65 Apply a document theme ccccc 65 Customize a document theme 65 Create new theme colors and fonts 66 Save a new document theme 66 Applying Conditional Formatting 67 Apply Highlight Cell Rules and Top Bottom POOO ag oece ona enecee teva tiee iar an neierienaeens 67 Apply Data Bars Color Scales and Icon Sears EE E E E E aad entatvenena 68 Creating and Managing Conditional Formatting Rules ccccceesseeeeeeeeeees 69 Create a new rule ccccceeeceeeeeeeeeeeeeees 69 Manage rules wa dcanscancduneenunnnusnatedawaweieownamat 69 Clear rulo S inin 70 Finding and Replacing Formatting 71 You probably
247. ent cut or copied from a program other than displayed the last cut or copied item is replaced Microsoft Office Web page contents cut or copied from a Web browser Cut or copied graphic object oe v As long as the Clipboard is open it collects items that are cut or copied from all Office programs Y To remove an item from the Clipboard click the item s list arrow and select Delete Click the Clear All button in the task pane to remove all items from the Clipboard v Click the Options button near the bottom of the task pane to control how the Clipboard operates Ca Sales3 4 xlsx Microsoft Excel sA Home Insert Page Layout Formulas Data Review View x tt hri z a na Sea X bn E Calibri 11 General Ay bi Insert Ay i Sy A Z Ra pozu la v hE E esaeen 3 Delete 8 Paste z SS A Styles pe z i Sot amp Find amp kaa EE la E Format lt 2 7 Fiter Select Clipboard Font E Alignment Number amp Cells Editing 2 of 24 Clipboard A Paste All E Clear All 1 Sales amp Expenses Click an item to paste Feb Mar 18500 Jan i Sales Supplies Office Wages Utilities Total Exp Total 12000 17000 16500 Copied and cut items appear in the Clipboard task pane 2500 600 7000 3000 13100 3000 700 7000 3000 13700 3500 800 7000 4000 15300
248. ent12 1 xlsx If you ve ever used a worksheet to answer the question What if you ve already performed what if analysis For example what would happen if your advertising budget increased by 40 How about 50 e Exercise Add a scenario called Original that uses the original values in cell range A4 C4 Next add a scenario called 30 Year Loan and change the term of the loan to 30 Excel has several tools for performing What If Analysis Show the 30 Year Loan scenario in the worksheet including Goal Seek Data Tables and Solver In this lesson you will learn how to create multiple what if scenarios using Excel s Scenario Manager Add Scenario Create scenarios Scenario name Original Scenario name A scenario is a set of input values that you can substitute Changing cells in a worksheet to perform what if analysis For example A4 C4 The cell range Ctrl dick cells to select non adjacent changing cells j you could create scenarios to show various interest rates ag dri iig that contains 1 d f Excel the values you oan amounts and terms tor a mortgage Excel s scenario Created by User Want to manager lets you create and store different scenarios in change the same worksheet Protection v Prevent changes 1 Create or open a worksheet that contains one or more F Hide formulas 2 Click the Data tab on the Ribbon click the What If BE Analysis button in the Data Tools group an
249. ents such as pictures or page numbers Create a basic header or footer 1 Click the Insert tab on the Ribbon and click the Header amp Footer button in the Text group The workbook automatically switches to Page Layout View and the cursor appears in the header area The header and footer areas are split into three sections left right and center Click any of the sections to enter text in that section Tip Enter your note here To work with the footer instead of the header click the Click to add footer text at the bottom of the worksheet or click the Go To Footer button in the Navigation group on the Design tab 2 Enter header text then click away from the header area When you are finished working with the header and footer you can return to Normal view Other Ways to Create a Header or Footer Click the View tab on the Ribbon and click the Page Layout View button in the Workbook Views group Click in the header or footer area Use Auto Headers amp Footers Instead of entering your own header or footer text or fields use built in options that are already available 1 Click the Insert tab on the Ribbon and click the Header amp Footer button in the Text group Now you can add an auto header or footer 2 Click either the Header or Footer button in the Header amp Footer group on the Design tab Here you will see a list of many different types of page numbers titles dates and file paths that can be
250. eone directions that explain where to go from where they are currently standing When a formula containing relative references is moved it will reference new cells based on their location to the formula For example if cell A2 contained the formula A1 and you copied and pasted the formula to cell B2 the formula in B2 would read B1 because the reference is relative to the location of the formula e Absolute Absolute references like A 1 always refer to the same cell address even if the formula is moved For example if cell A2 contained the formula A 1 and you copied and pasted the formula to cell B2 the formula in B2 would still read A 1 Create a relative cell reference in a formula Relative cell addresses are usually the desired way to reference other cells in formulas which is why they are the default method used by Excel to reference cells 1 Click the cell you want to reference for example click cell B4 Other Ways to Create a Relative Cell Reference in a Formula Type the address of the cell for example type B4 Create an absolute cell reference in a formula If you want a cell reference to always refer to a particular cell address you need to use an absolute cell reference 1 Press and hold the lt F4 gt key as you click the cell you want to reference Dollar signs are added to the cell reference Other Ways to Add an Absolute Cell Reference in a Formula Type the address of the cell
251. epair Exercise e Exercise File Sales8 5 xlsx e Exercise Display then hide the formulas in the worksheet Select cell B14 and trace precedents then remove the arrows Add cell B14 to the watch window Then change cell B5 to 1 000 to watch the value update in the watch window Close the Watch Window Show Formulas Error Checking Trace Precedents Ba pm F Trace Dependents gt oe Watch Afa Remove Arrows mary Evaluate Formula Formula Auditing Figure 8 13 The Formula Auditing group on the Formulas tab B G 4 2 an Feb 3 12000 17000 4 5 1200 2500 6 500 600 7 7000 7000 8 3000 3000 9 SUM B5 B8 SUM C5 C8 10 11 B3 B9 C3 C9 12 13 AVERAGE B11 G11 14 AVERAGE Jan Feb Mar 14 gt Sheet1 Sheet2 Sheet3 3 4 Figure 8 14 A worksheet with formulas displayed Page 128 More Functions and Formulas e Trace Precedents Displays arrows that show what cells affect the currently selected cell e Trace Dependents Displays arrows that point to cells that are affected by the currently selected cell LB 3 Click the Trace Precedents or Trace Dependents ae e D button in the Formula Auditing group 7 Feb Miar Arrows appear illustrating how the cells relate to the 5 2 SENER a ares formula in the currently selected cell Dots appear on l H upplies the arrows to point out which specific cells are 6 Office involved If there are precedents or dependents on 7 Wages another
252. essage appears telling you what was removed If no duplicates are found you see a message to that effect instead Figure 12 21 The Remove Duplicates dialog box 4 Click OK The message disappears DoubleTechs com Remote Computer Repair Page 185 Analyzing and Organizing Data Grouping and Outlining Data Many spreadsheets are created in a hierarchical style For example a worksheet might contain a column for each month followed by a total column By outlining your worksheets you make them easier to understand and read Instead of sifting through irrelevant information you can collapse an outline to display each group s bottom line There are several ways to outline a workbook e Using the Auto Outline Feature The Auto Outline command automatically outlines a selected range of cells or the entire worksheet based on formulas and the direction of references e Grouping Data You can group rows and columns manually by selecting them e Using the Subtotals Feature The Subtotals command calculates subtotal values for the labeled columns you select Excel automatically inserts and labels the total rows and outlines the list e Using the Consolidate Feature You can consolidate several sheets using the Consolidate feature This lesson explains how to use the Auto Outline feature and how to group data manually Group rows or columns manually 1 Select the column or row data you want to group 2 Click the Data
253. et Ready Figure 6 14 Two workbooks arranged side by side Page 97 Managing Workbooks Hiding Rows Columns Worksheets and Windows You can hide rows columns worksheets and entire workbook windows from view Data isn t deleted but simply hidden from view until you unhide it Hide or unhide a row or column You can easily hide whole rows or columns from view 1 Select the row or column heading s for the row s or column s you want to hide 2 Right click the heading and select Hide from the contextual menu The row s or column s are hidden Other Ways to Hide a Row or Column Select the row or column heading s for the row s or column s you want to hide On the Home tab click the Format button in the Cells group Point to Hide amp Unhide and select Hide Rows or Hide Columns Now let s look at how to unhide rows and columns 3 Select the row or column heading s on both sides of the hidden row s or column s For example if columns C and D were hidden you would select the B and E column headings 4 Right click the heading and select Unhide from the contextual menu Other Ways to Unhide a Row or Column Select the row or column heading s on both sides of the hidden row s or column s On the Home tab click the Format button in the Cells group Point to Hide amp Unhide and select Unhide Rows or Unhide Columns Hide or unhide a worksheet Sometimes you may want to hide an
254. et of formatting commands that can be applied to the graphic in one step 1 Select the SmartArt graphic and click the Design tab on the Ribbon under SmartArt Tools 2 Selecta style from the SmartArt Styles gallery The selected style is applied Tip To view all the available styles click the More button in the SmartArt Styles group DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 14 xlsx e Exercise Display the Satisfaction worksheet tab and change the layout of the SmartArt graphic to Block Cycle layout Change the graphic s color to the Colorful Accent Colors option in the color gallery Change the graphic s style to the Polished style in the 3 D section of the styles gallery a oe a f we ol H Layouts Figure 15 24 The Layouts group Discard Change Change formatting colors style changes k Tr _ h 7 Y Fa s Change a d Reset Colors an Graphic SmartArt Styles Reset Figure 15 25 The SmartArt Styles and Reset groups Friendly service lifetime guarantee k Best staff High quality Low cost Figure 15 26 An example of SmartArt with modified layout colors and style Page 232 Working with Objects Discard all formatting changes Sometimes you might find yourself wanting to start all over with a SmartArt graphic When this happens you can easily restore the default formatting of the graphic
255. ete from the contextual menu Or click the Delete list arrow and select Delete Sheet Rows or Delete Sheet Columns The row or column of the active cell is deleted Exercise Notes e Exercise File Sales3 8 xlsx e Exercise Delete cell Al and shift cells to the left Delete row 10 Delete Delete C Shift cells up i d Entire row Entire column n Figure 3 10 The Delete dialog box Page 49 Editing a Worksheet Using Find and Replace Don t waste time scanning your worksheet for labels and values that you want to replace with something new Excel s find and replace commands can do this for you with just a few clicks of your mouse Find The Find feature makes it very easy to find specific words and values in a worksheet 1 Click the Home tab on the Ribbon and click the Find amp Select button in the Editing group Select Find from the list The Find tab of the Find and Replace dialog box appears Other Ways to Find Text Press lt Ctrl gt lt F gt 2 Type the text or value you want to find in the Find what text box 3 Click the Find Next button Excel jumps to the first occurrence of the word phrase or value that you entered 4 Click the Find Next button again to move on to other occurrences When you re finished click Close Replace Replace finds specific words and values and then replaces them with something else 1 Click the Home tab on the Ribbon and clic
256. ex num 9 a a Range_lockup FALSE FALSE 4200 Looks for a value in the leftmost column of a table and then retama o value in the seme row fom a column you specty By default the table must be sorted in an ascending order Range_looloup ia logical value to find the closest match in the first column sorted in aacending erder TRUE or omitted find an exact match FALSE Figure 17 10 The Function Arguments for the VLOOKUP function DoubleTechs com Remote Computer Repair Page 258 Appendix of Common Functions Financial Functions Excel s financial functions are vital if you work with investments or real estate Financial functions help you do things like determine loan payment amounts calculate the Exercise e Exercise File None required e Exercise Become familiar with Excel s Financial functions future value of investments and find rates of return Table 17 1 Overview of Financial Functions FV IMPT IRR NPV PMT PV RATE FV rate number of periods payment present value type IPMT rate period number of periods present value future value type IRR values guess NPV rate valuel value2 PMT rate number of periods present value future value type PV rate number of periods payment future value type RATE total number of payments payment present value Optional arguments DoubleTechs com Remote Computer Repair Calcula
257. f the loan AutoSum SUM is a common Excel function used to find the total of a range of cells Excel has a shortcut button called AutoSum that can insert the formula for you 1 Click a cell next to the column or row of numbers you want to sum 2 Click the Home tab and click the AutoSum button in the Editing group The SUM function appears in the cell and a moving dotted line appears around the cell range that Excel thinks you want to sum If the range is not correct click and drag to select the correct range Tip Click the AutoSum button list arrow to choose from other common functions such as Average 3 Press the lt Enter gt key to confirm the action The cell range is totaled in the cell If you change a value in the summed range the formula will automatically update to show the new sum DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 3 xlsx e Exercise AutoSum the column B expense values in cell B11 T fh gt 2 _ Sorb amp Find amp _ Filters Select Editing Figure 2 7 The AutoSum button in the Editing group a le c Sales and Expenses 1 2 3 Jan Feb 4 Sales 12000 2 6 Expenses 7 Supplies 8 Office 9 Salaries Utilities Figure 2 8 Using the SUM function in a formula to sum a range of cells Page 28 Worksheet Basics Entering Formulas This lesson takes a look at entering formulas manually
258. for duplicates All columns are selected by default but you can select deselect individual columns in the Columns list You can also use the Select All and Unselect All buttons to select columns 4 Click OK Duplicate values are deleted and a message appears telling you how many duplicate values that were found and removed 5 Click OK DoubleTechs com Remote Computer Repair On id w SalesReps10 4 Microsoft Excel Table Tools oe Home Insert Page Layout Formulas Data Review View Design F r Properties Tools External Table Data Table Style Options Table Styles Tablei This Row Sales Table1 This Row Commission G D E F H l North Senior Manager 8go0 Gp __ 5 Tablel This Row Sales South Manager 20 000 10 Tablei This Row Commission North Associate 22 000 5 South Associate 24 000 5 4 200 North Manager A 2 100 Ww Table1 This Row Sales Table1 This Row Commission Rather than F2 the structural reference references the row relative to the selected cell e g This Row and the table column name e g Commission Refers to this table in the worksheet Figure 10 7 This example displays the structural references in the formula of cell G2 Unselect All makes it easier if you only want to select a few columns fc Remove Duplicates 8 a To delete duplicate values select one or more colum
259. formula that would subtract a 5 discount from the invoice if the total was more than 500 00 otherwise it wouldn t subtract anything The IF function is one of the more difficult functions but it s also very powerful 1 Click the Insert Function button on the Formula bar The Insert Function dialog box appears 2 Click the Or select a category list arrow and select Logical Functions that fall under this category are shown in the Select a function box 3 Select IF in the Select a function box and click OK The Function Arguments dialog box appears Other Ways to Find a Function Type the function s name in the Search for a function box Or select the function from the Select a function box You re ready to start entering the IF formula There are three parts in this formula e Logical Test This is this first argument and it evaluates a statement as true or false e Value if True If the statement in the Logical Test is true then this value is entered e Value if False If the statement in the Logical Test is false then this value is entered 3 Enter the arguments for the IF function and click OK The function is run in the Tip Remember you can also create cell references by clicking the cell or cell range you want to reference Click the Collapse Dialog button to collapse the function palette and select the cell range if the Function Arguments dialog box is in the way Other Ways to U
260. from the Mini Toolbar or select Format Data Labels from the contextual menu and select the formatting options you want to use Tips v Click the More button to expand a gallery to its full Size DoubleTechs com Remote Computer Repair Page 84 Creating and Working with Charts a 5 m Changing a Chart s Source Exercise Data e Exercise File Sales5 10 xlsx e Exercise Change the chart s source data to include only Once you ve created a chart you can change which cells the Income and Net Inc series and not the Total Exp are used as the chart s data source series 1 Select the chart 2 Under Chart Tools on the Ribbon click the Design tab Now you can see the Data group Select Data Source Chart data range 3 Click the Select Data button in the Data group The Select Data Source dialog box appears E switch Row Column 4 Click the Chart Data Range reference button aaki ae 2 Add 7 Edit X Remove The dialog box shrinks so you can select a new cell Income range in the worksheet Total Exp Net Inc 5 Select the cell range s in the worksheet you want to use as the chart s new data source Tip Hold down the lt Ctrl gt key while selecting to Hidden and Empty Cells select multiple cell ranges at once Other Ways to Select a New Data Source Figure 5 17 Changing the chart s data source using the Use the butt
261. gative number Add a negative symbol between the and PMT in the Formula bar so the value is positive Copy the PMT function to D5 D6 PMT 09 12 36 10000 4a Rate Nper The interest The number The present rate per of payments value of loan period amount or principal Figure 17 3 The syntax for the PMT Function Function Arguments EES PMT Rate Cli EJ LSSI per B13 R 240 Py Aa fai 150000 Fy cai Type 5 JIMAN Calculates the payment for o joan based on constant pamens and o constent interest rate Pw is the present volve the inte amount that 6 series of future payments is worth non Formula result 1162 0i bel on this function DE Cancel Figure 17 4 The Function Arguments dialog box DoubleTechs com Remote Computer Repair A B C D E F 1 Mortgage Payment Table 2 Loan Length Monthly Total 3 Loan Amount in years Interest Rate Payment Payments Interest Paid 4 150 000 20 7 0 1 162 95 279 107 62 129 107 62 5 150 000 20 7 5 1 208 39 290 013 55 140 013 55 6 150 000 30 7 5 1 048 82 377 575 83 227 575 83 Figure 17 5 The results of the PMT function and additional information Page 256 Chapter Name Using Database Functions DSUM Excel s database functions perform calculations only for records that meet the criteria you specify All the database functions use the same basic syntax Function database field criteria These argument
262. ge Layout and Printing Using Page Breaks You can use page breaks to divide a worksheet into separate pages for printing Excel automatically breaks the page based on the margins and other page settings but you can add your own manual page breaks as well Page Break Preview view If you display the worksheet in Page Break Preview view you can see how the page breaks will appear and adjust them 1 Click the View tab on the Ribbon and click the Page Break Preview button in the Workbook Views group Other Ways to Open Page Break Preview View Click the Page Break Preview button on the status bar The worksheet appears in Page Break Preview view Dashed lines indicate automatic page breaks while solid lines represent page breaks that have been changed or added Tip The first time you enter Page Break Preview a message appears with instructions on how to work with page breaks Move a page break You can move a page break in Page Break Preview view 1 Position the mouse pointer over the page break line so the cursor changes 2 Click and drag the page break to a new location The dashed line turns into a solid line indicating the break has been changed Insert a manual page break You can insert new vertical and horizontal page breaks in the workbook 1 Right click the cell below or to the right of where you want to insert the page break A contextual menu and the Mini Toolbar appear It can be a little confusing to
263. gs for example cell Al Active cell You can enter or edit data in the active cell Formula Bar Allows you to view enter and edit data in the active cell Displays values or formulas in the cell Page 13 The Fundamentals Understanding the Ribbon Excel 2007 provides easy access to commands through the Ribbon which replaces the menus and toolbars found in previous versions of Excel The Ribbon keeps commands visible while you work instead of hiding them under menus or toolbars The Ribbon is made up of three basic components Tabs Commands are organized into tabs on the Ribbon Each tab contains a different set of commands There are three different types of tabs e Command tabs These tabs appear by default whenever you open the Excel program In Excel 2007 the Home Insert Page Layout Formulas Data Review and View tabs appear by default e Contextual tabs Contextual tabs appear whenever you perform a specific task and offer commands relative to only that task For example whenever you insert a table the Design tab appears on the Ribbon e Program tabs If you switch to a different authoring mode or view such as Print Preview program tabs replace the default command tabs that appear on the Ribbon Groups The commands found on each tab are organized into groups of related commands For example the Font group contains commands used for formatting fonts Click the Dialog Box Launcher in the bot
264. gt lt C gt Key Tips New in Excel 2007 Key Tips appear whenever you press the lt Alt gt key You can use Key Tips to perform just about any action in Excel without ever having to use the mouse To issue a command using a Key Tip first press the lt Alt gt key Tiny letters and numbers called badges appear on the Office Button the Quick Access Toolbar and all of the tabs on the Ribbon Depending on the tab or command you want to select press the letter or number key indicated on the badge Repeat this step as necessary until the desired command has been issued DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Memorize some common keystroke shortcuts Then view Key Tips in the program Table 1 2 Common Keystroke Shortcuts lt Ctrl gt lt O gt Opens a workbook lt Ctrl gt lt N gt Creates a new workbook lt Ctrl gt lt S gt Saves the current workbook lt Ctrl gt lt P gt Prints the worksheet lt Ctrl gt lt B gt Toggles bold font formatting lt Ctrl gt lt I gt Toggles italic font formatting lt Ctrl gt lt C gt Copies the selected cell text or object lt Ctrl gt lt X gt Cuts the selected cell text or object lt Ctrl gt lt V gt Pastes the selected cell text or object lt Ctrl gt lt Home gt Moves the cell pointer to the beginning of the worksheet Moves the cell pointer to the end of the worksheet
265. gure 1 4 Hiding the Ribbon gives you more room in the program window Page 14 The Fundamentals Using the Office Button and Quick Access Toolbar Near the Ribbon at the top of the program window are two other tools you can use to give commands in Excel 2007 The Office Button and the Quick Access Toolbar Office Button The Office Button appears in the upper left corner of the program window and contains basic file management commands including New which creates a new file Open which opens a file Save which saves the currently opened file and Close which closes the currently opened file Tips v The Office Button replaces the File menu found in previous versions of Excel Quick Access Toolbar The Quick Access Toolbar appears to the right of the Office Button and provides easy access to the commands you use most frequently By default the Save Undo and Redo buttons appear on the toolbar however you can customize this toolbar to meet your needs by adding or removing buttons 1 Click the Customize Quick Access Toolbar button at the end of the Quick Access Toolbar A list of commands you can add to the Quick Access Toolbar appears 2 Select the commands you want to add or remove The commands are added as buttons on the Quick Access Toolbar Tips Y You can change where the Quick Access Toolbar appears in the program window To do this click the Customize Quick Access Toolbar button at the end
266. gure 2 1 The New Workbook dialog box Double click the Blank Workbook option Or press lt Ctrl gt lt N gt Create a workbook from a template 1 Click the Office Button and select New The New Workbook dialog box appears There are several ways you can create a new workbook from a template Different categories are listed to the left e Blank and recent This category is selected by default Select a template in the Recently Used Templates area and click Create e Installed Templates Click this category to view templates that were installed on your computer with Microsoft Office Select the template from which you want to create a new workbook and click Create e My templates Select My Templates to open a dialog box that displays templates you have created and saved on your computer e New from existing Select New from Existing to open a dialog box that allows you to browse for a workbook on your computer that you want to base a new workbook on This is essentially like creating a copy of an existing file e Microsoft Office Online Click a category to view templates that you can download from Office Online Find the template you want to download and click Download DoubleTechs com Remote Computer Repair Page 22 Worksheet Basics Opening a Workbook Opening a workbook lets you work on a workbook that you or someone else has previously created and then saved This lesson explains how to open a saved work
267. hat you can replace with your own text DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 5 xlsx e Exercise Add data labels above the Net Inc data series You may need to increase the size of the chart to fit the new labels Edit the Chart Title label to read Net Income the vertical axis to read Dollars and the horizontal axis to read Months m e ea iia Chat Axis Legend Data Data Title Titles Labels Table gt Labels Figure 5 10 The Labels group Page 78 Creating and Working with Charts Edit chart label text Once you create a title or label you can edit the text 1 Select the chart and select the title or a data label 2 Click the label again to enter editing mode A cursor appears in the label as ual 515 000 3 Edit the label text a O Tips S mani E Income l E Total Exp TEN 5 000 v Text that is linked to worksheet data cannot be detin directly edited To edit these labels you need to edit 5 the labels and data in the actual worksheet Jan Feb Mar Apr May June v To move a chart element select it and drag it to a aaa new location Figure 5 11 Editing a chart label DoubleTechs com Remote Computer Repair Page 79 Creating and Working with Charts Working with Chart Axes You can manipulate how chart axes are displayed by using the Layout tab under Chart Tools on the Ribbon Most charts have two axes a vertical one for value
268. he Ribbon and click the sooo essas Format as Table button in the Styles group ae _ S oE gt r e eE EEEEES Ee Se See Se Ge Se The table styles gallery appears eS SS SS Se ER iew Tabie sye ssti sCS 2 Right click the style you want to delete in the Custom a i New PivotTable Style section and select Delete A dialog box appears asking you to confirm deleting Figure 10 17 Deleting a custom table style the custom table style 3 Click OK The custom style is removed and the table returns to its previous style DoubleTechs com Remote Computer Repair Page 158 Working with Tables Convert or Delete a Table If you no longer want a table you can turn it back into a normal range or delete it and its contents entirely Convert a table to a cell range 1 Select a cell in the table Under Table Tools on the Ribbon the Design contextual tab appears 2 Under Table Tools on the Ribbon click the Design contextual tab and click the Convert to Range button in the Tools group 3 Click Yes The table converts back to a normal range of cells although the table formatting is still applied Other Ways to Convert a Table to a Range Select the table right click the table and select Table Convert to Range from the contextual menu Delete a table 1 Select the table you want to delete 2 Press the lt Delete gt key The table and its contents are
269. he data is sorted according to the custom list Tips Y To sort by rows instead of columns click Options in the Sort dialog box and select Sort left to right DoubleTechs com Remote Computer Repair Page 139 Working with Data Ranges Filtering Data When you filter data Excel displays only the records that meet the criteria you specify other records are hidden You can also filter by multiple columns each time you filter by an additional column the data is further reduced Filter text numbers and dates You can filter by values such as text numbers or dates 1 Select the range of data you want to filter or select a cell within the range 2 Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and click Filter Filter buttons that look like arrows appear in the first cell of each field header Other Ways to Filter Click the Data tab on the Ribbon and click the Filter button in the Sort amp Filter group 3 Click the filter button for the column you want to filter A list of filter options appears at the bottom of the list There is an option for every entry in the field 4 Checkmark the check boxes of values that you want to display Remove the checkmarks from check boxes of values that you want to hide The data is filtered so that records that do not meet the criteria are hidden You can keep filtering by additional columns 5 Optional Click another column
270. he macro by pressing the lt Ctrl gt lt shortcut key gt 3 Enter a shortcut key if desired Now you can tell Excel where to store the macro You have three choices e Personal Macro Workbook If you want a macro to be available whenever you use Microsoft Excel store the macro in your Personal Macro Workbook e New Workbook Stores the macro in a new workbook e This Workbook Stores the macro in the active or current workbook DoubleTechs com Remote Computer Repair Exercise e Exercise File WeeklySales14 1 xlsx e Exercise Create a macro that inserts the current date with Bold and Center Alignment formatting Click cell B3 Open the Record Macro dialog box and name the new macro DateStamp Assign the macro the shortcut lt Ctrl gt lt d gt make sure This Workbook is selected and enter the description This macro inserts the current date Click OK To record the macro type Today and click the Enter button on the Formula Bar Make sure cell B3 is selected copy it and use the Paste Special command to paste values only in cell B3 Apply bold and center formatting Stop recording the macro Macro name DateStamp Shortcut key Ctl id Store macro in This Workbook Description This macro inserts the current date Figure 14 1 The Record Macro dialog box Page 203 Working with Macros 4 Click the Store macro in list arrow and select where you want to store the macro
271. he results B Coworkers can work on the workbook but they are not able to share the results C Coworkers can view the workbook but are not able to make changes D Coworkers can create a SharePoint server site that allows administrators to use Excel What are the three arguments or parts of an IF formula A IF THEN ELSE B The conditional statement the value if the test 1s false and the value if the test if true C The logical test the value if the test is true and the value if the test if false D The conditional statement the expression and the value Which is NOT a required part of a PMT function A The interest rate B The amount of the loan or principal C The number of payments D If the interest rate is Fixed or Variable The DSUM function calculates the totals of specific records based on your criteria True or False Which of the following functions looks up values vertically down a column and then horizontally across a row A HLOOKUP B DSUM C DLOOKUP D VLOOKUP Quiz Answers l 2 False You must start Excel to begin using it B Microsoft Online help is not a new feature in Excel 2007 DoubleTechs com Remote Computer Repair Page 284 10 11 12 13 14 15 16 We 18 19 20 2i 22 23s 24 pay 26 27 True Double click a tab to hide the Ribbon then click any tab to view commands once again True The Office Button contains basic file
272. hoose the file type that best describes your data extens 10NS Delimited Characters such as commas or tabs separate each field Fixed width Fields are aligned in columns with spaces between each field 1 Click the Data tab on the Ribbon and click the From OE 2_tey Fleer _ 57 Counted se m Text button in the Get External Data group Preview of file C WUsers SMeinz Desktop excel modII prac files for s Board of Directors Meeting txt 2 The Import Text File dialog box appears fhe Month in Review The summary for the month of April is as follows DepartmentContractsChange t Change A ritingS 417 968 723 32 38 s eb Development7 983 747 295 6 151 O Trap If the Get External Data group does not appear on the Ribbon click the Get External Data button and select an option from the list Step 1 Select the file type that describes the data you want to 2 Browse to and select the text file that contains the import from the text file data you want to import Click the Import button Text Import Wizard Step 2 of 3 Step 1 of the Text Import Wiz ard appe ars Here you Mira lets you set the delimiters your data contains You can see how your text is affected in the preview need to select whether the file 1s delimited or fixed Delmiters width You also need to select the row of text from ee eal nec aia sa which you want to start importing data Sia Text qualifier 7 P Other
273. hs com Remote Computer Repair Page 278 112 113 114 115 116 117 118 119 120 121 122 123 Which of the following is NOT an option in the PivotTable Style Options group A Banded Columns B Banded Rows C Bold Headers D Row Headers When you modify a PivotTable the PivotChart is updated along with it True or False To make sure you don t lose the original values for the changing cells you should use the original cell values in the first scenario you create True or False The result cells you specify in the Scenario Summary dialog box are A the total row of your scenarios B the data labels used in your scenarios C the cells that you change in the scenarios D the cells that are affected by the changing cells in the scenarios You can create either a one or a two input data table True or False Use Goal Seek when A you don t know the result of a formula but you know the formula input values B you know the desired result of a formula but not the input value the formula needs to arrive at the result C you want to quickly create scenarios D you know the result of one formula but not the result of another formula that references that formula Solver is an optional Excel Add In feature True or False Which of the following statements is NOT true A You can provide users with information and feedback using Data Validation B To use Data Validation click the Data Validati
274. ick the Solve button 2 Minnesota 3500 0 65 3 430 17 150 50 3 Wisconsin 3200 05 2 656 7 968 23 The Solver Results dialog box appears letting you 4 Illinois 850 0 75 18 3 672 11 5 Washington 950 08 1 074 4 294 13 know whether or not Solver found a solution St Texas oa ae a 7 Total Cost 34 020 10 Select Keep Solver Solution or Restore Original 8 Val d click OK 9 Budgeting Constraints Total Budget alues and CHC 10 Minimum Minnesota 11 Min Mailings Figure 12 13 The solution calculated by Solver DoubleTechs com Remote Computer Repair Page 180 Analyzing and Organizing Data Using Data Validation You can help users enter accurate and appropriate information into your worksheets with Excel s Data Validation feature Data validation restricts the type of information that can be entered into a cell and can provide the user with instructions on entering information in a cell Set validation criteria To use data validation you first need to specify the validation criteria you want to use 1 Select the cells you want to validate You will usually want to select a column of data although you can select a single cell as well 2 Click the Data tab on the Ribbon and click the Data Validation button in the Data Tools group The Data Validation dialog box appears displaying the Settings tab 3 Click the Allow list arrow and select the criteria option you want to use Table 12 1 Validation Criteria
275. ider or longer click and drag the grip handle Figure 9 10 Setting criteria for a field Items that are checked are shown Items that are not checked are filtered out Page 140 Working with Data Ranges Creating a Custom AutoFilter Exercise e Exercise File SalesReps9 6 xlsx Excel offers some predefined filter criteria that you can access using a Custom AutoFilter This lesson explains how to filter data using Custom AutoFilter e Exercise Use a custom filter to display only the sales reps that are not Associates Hint For the Position column select Does not equal as the operator and Associate as the value 1 Select a range of cells to filter plus the column header Clear the filter row or a blank row if there isn t a header 2 Click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and click Filter Custom AutoFilt Filter buttons appear in the first cell of each column in the range Show rows where Position 3 Click the filter button in the column you want to does not equal Associate filter And Or A list of options appears Depending on whether the I gt selected cells contain text numbers or dates the f Use to represent any single character options will differ ZL y sing Use to represent any series of characters 4 Point to the option that appears in the list Text Filters Number Filters or Date Filters A l
276. ie iaaa iaaiiai 130 Wo rkMmg wih Dalek Ranges uiros a EARE EREA EESE EENE RR EERE 132 SONU DV ONE COUMTE e A AE ET E R 133 SONG DO lOr Or CO aara E E E N E EEE EE EAE AEE 135 Sorting by Multiple COMMAS essiesisirieninkiuninunninn anian iania aa aaa a a aa aia aia 137 10g 19 9 DY a CUSTONT LIS Dassis onnies ee nee eee ee ee ee ee ee ee ee eee eee eee 138 FM NVA Ma ies teers rhinitis stint ies nmtutnecoudivinh es nada michere aleatietactorsinbvnsalesiniutaa ca tintmadanans 140 Creating a custom AUTORIST i gcdiesdccnznancounhonacndunccdaiahndedsenindwaanbulebannatmmdiiaswemsviessacedwsdauisind a EE aa aa Eaa Aa 141 uang an Advance dF IE espe E ER E E E E EE 142 WOKING WHI TADIC S aoyo E E mete ne a ese eed a a Ea 144 arean a TADE o E E E E EE E EE EEST 145 Working with TADE SIZE a a5 step ase senate ms caes eana erae acne so TATAE Eaa ENEN OEA RR iana aaeain a 147 Working with the Total ROW nnnnennnnennnnnnnnnnsnnnnssnnnnsnnnnsnrrnsnnensrnrrrsnrerornrrrsnrrrnsnrrrsnrrronnrrrnreronnrnrrnnneernnnrrsnnrernnnenne 149 Workin Table Data ee eee a T eee 151 Summarizing a Table with a PivotTable ccsccccecssceesseeeeceecenccesseeeeesenceesseneeeensecccsseneeeensccssseseeeeeescencoesees 153 U MONEDA EON sce cease S A E seston pstensescecagee lt atuneeanss 154 Wond T DIE IOG aar E A E E EE E E 155 nih DoubleTechs com Remote Computer Repair Page 4 Usmg Table Style OHO TS cestereiancinctosastnmrenisasieantacetecetutecinoudaanumnantha ia a
277. ime B compares values across categories C displays the contribution of each value to a total D compares pairs of values 51 To create a chart click the A Home tab B Insert tab C Data tab D Formulas tab 52 A faint outline appears as you drag the chart to resize it True or False 53 When you change the chart type of only one of multiple data series in a chart you create a chart A mixed use B dual C combination D consolidated DoubleTechs com Remote Computer Repair Page 273 54 55 56 57 58 59 60 6l 62 63 64 65 Built in chart layouts and styles are found on the tab A Home B Format C Layout D Design Which of the following is NOT a type of label in the Labels group A Chart Title B Data Bar C Legend D Data Labels You can add or remove axis tick marks using the Format Axis dialog box True or False Which of the following is NOT a button found in the Background group on the Layout tab A Background Area B Plot Area C Chart Wall D Chart Floor Which of the following is NOT a button found in the Analysis group A Error Bars B Error Lines C Trendline D Lines You can right click a chart element and use the Mini Toolbar to quickly perform basic text formatting True or False To change a chart s source data click the button in the Data group A Change Source B Edit Chart C Update Chart Data D Select Data Source If you
278. inds of cool worksheets This chapter explains how to use Excel s drawing tools to insert shapes how to insert pictures and clip art and how to format pictures shapes and clip art Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 214 Working with Objects Inserting Clip Art Exercise e Exercise File Catalog15 1 xlsx Clip Art is a collection of pictures and graphics that Microsoft has included with Excel e Exercise Insert a bike Clip Art image into the worksheet Close the Clip Art task pane 1 Click the Insert tab on the Ribbon and click the Clip Art button in the Illustrations group The Clip Art task pane appears Clip Art Trap Depending on how Excel is installed and Search for Type what you want to configured on your computer an error message bike search for may appear informing you that the clip art feature has not been installe
279. ing sorting and conditionally Formatting data Summarizing consolidating and outlining data Validating data Importing data PivotTable reports and Pivotlhart reports All Excel Figure 1 10 The Excel Help window Table 1 3 Help buttons Back Click here to move back to the a previous help topic a Click here to move forward to soverd the next help topic Click here to return to the Help Home home page fal Print Aw Change Font Size Click here to print the current help topic Click here to change the size of the text in the Help window Show Table of Contents Click here to browse for help using the Table of Contents Click here to layer the Help window so that it appears behind all other Microsoft Office programs Keep On Top Page 18 The Fundamentals Tips v When a standard search returns too many results try searching offline to narrow things down a bit v Office 2007 offers enhanced ScreenTips for many buttons on the Ribbon You can use these ScreenTips to learn more about what a button does and where available view a keystroke shortcut for the command If you see the message Press F1 for more help press lt F1 gt to get more information relative to that command v When you are working in a dialog box click the Help button in the upper right hand corner to get help regarding the commands in the dia
280. ins the macro with the ET a See Oe code you want to change Long Long 4bytes 2 147 483 648 to 2 147 483 647 Integer 2 Click the View tab on the Ribbon and click the Date 8 bytes January 1 1000 to December 31 Macros button in the Macros group 9999 The Macros dialog box appears String Text Varies Approximately 2 billion characters 3 Select the macro that contains the code you want to work on and click Edit The macro opens in the VBA window 4 Click where you want to add the remark in the code Type an apostrophe then type the rest of the remark DoubleTechs com Remote Computer Repair Page 211 Working with Macros Prompting for User Input When creating macros and code it is often useful to prompt the user for information You can then use this information in any number of ways place it in a cell use it in a calculation or print it in a header or footer This lesson explains one of the easiest ways to prompt the user for information using the InputBox function The InputBox function prompts the user for information by displaying a dialog box The syntax for the InputBox function is InputBox Prompt where Prompt is the message you want to display usually enclosed in quotation marks 1 Open the workbook that contains the macro with the code you want to change 2 Click the View tab on the Ribbon and click the Macros button in the Macros group The Macros dialog box appears 3 Select th
281. instead of using a shortcut like the AutoSum button A formula starts with an equal sign followed by e Values or cell references joined by an operator Example A1 A2 e A function name followed by parentheses containing function arguments Example SUM A1 A2 Try entering a formula yourself 1 Click a cell where you want to enter a formula 2 Type then enter the formula You can also enter the formula in the Formula Bar 3 Press the lt Enter gt key The formula calculates the result and displays it in the cell where you entered it See Table 2 2 Examples of Operators References and Formulas for examples of common formulas in Excel Other Ways to Enter a Function Select the cell where you want to insert the function Click the Insert Function button in the Formula Bar or click the Formulas tab on the Ribbon and click the Insert Function button Select the function you want to use and click OK Enter the function arguments and click OK Tips v You can adjust the size of the Formula Bar Click and drag the rounded edge of the Name Box to adjust it horizontally To adjust it vertically click and drag the bottom border of the Formula Bar or click the Expand Formula Bar button at the end of the Formula Bar v You can use the Formula AutoComplete feature to help you create and edit complex formulas Type an equal sign in a cell or the Formula Bar and start typing the formula As you do this a li
282. invalid argument in a worksheet function NULL You specified an intersection of two ranges in a formula that do not intersect DoubleTechs com Remote Computer Repair Page 131 Working with Data Ranges Sorting by One Column ccccsssseseeeeeeeeeeeeees 133 Sorting by Colors or ICONS seseeeeeeeeees 135 Sorting by Multiple Columns 0 000 137 Sorting by a Custom List ccccsseeeeees 138 Create a custom liSt csseeeeeeeeees 138 Sort by a custom list ee 139 Fiternng Dalaso Bn ene ne aes Opens a snn Sena neni y 140 Filter text numbers and dates 140 REMOVE filtering cccccseeeeeeseeeeeeneees 140 Creating a Custom AutoFilter 008 141 Using an Advanced Filter cscssssseeesseeess 142 If you organize data into a range of rows and columns you can then easily sort the data into a desired order or filter the data to display specific information such as records from a specific zip code In this chapter you will learn how to sort and filter data in data ranges in several different ways Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise
283. ion using the SUM function and subtotal the Sales and Commission columns Click the 2 Column Level Symbol button to hide details then click the 3 Column Level Symbol button to display them again Remove the subtotals Subtotal At each change in Position F Position a Rjsades Commission o d E Commission i Replace current subtotals T Page break between groups Summary below data Figure 12 25 The Subtotal dialog box Page 188 Analyzing and Organizing Data Y To add more subtotals repeat the steps but uncheck the Replace current subtotals check box so you don t overwrite the existing subtotals Remove subtotals 1 Click the Data tab on the Ribbon and click the Subtotal button in the Outline group The Subtotal dialog box appears Click the Remove All button The subtotals are removed Da HW 3 E e MonthlySales12 10 Microsoft Excel Home View e o Remove Columns Duplicates E9 What If Analysis 7 Data Tools Formulas Data Review Ye ik Clear ie Reapply Filter Insert Page Layout at ais sal Sort Data Validation Group Ha Consolidate E Connections f Properties h Edit Links Eee EH Subtotal Outline iy Advanced Sort amp Filter All 112 Position Senior Manager 1 First 2 Ron Ea Brown Manager 3 4 clem 5 Elsa 6 7 Denise amp Tamara Martinez Manager Winters Associate As
284. ions button in the Calculation group Three options appear in the list e Automatic This is selected by default Values are automatically recalculated whenever a change occurs in the workbook DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales8 2 xlsx e Exercise Select the cell range B9 G9 and look at the status bar to see the average monthly expenses Select the Manual calculation option Enter 12 000 in cell B3 and notice that no other values change Click the Calculate Now button and watch the worksheet formulas calculate new values Change back to Automatic calculation Table 8 3 AutoCalculate Options in the Status Bar By Average Average of selected cells Defaul ran Count Number of selected cells that contain data Sum Sum of selected cells Optional Numerical Number of selected cells that Count contain numbers Minimum Smallest value in the selection Maximum Largest value in the selection 600 7 000 o Utilities 3 000 9 Total Exp 11 700 13 100 10 11 Net Inc io 23005 3 900 M4r Sheetl Sheet2 Shee Average 2900 Count 3 The Average Count and Sum results of the selected cell range Figure 8 6 The AutoCalculate feature in the status bar Page 122 More Functions and Formulas e Automatic Except for Data Tables The workbook is automatically updated with any changes Data tables are only updated manually e Manual The workbook is only u
285. ist of comparison operators such as Equals Figure 9 11 The Custom AutoFilter dialog box appears as well as the Custom Filter option Select Custom Filter The Custom AutoFilter dialog box appears Tip If you re working with numbers or dates and you select a comparison operator such as Above Average instead of selecting Custom Filter the Custom AutoFilter dialog box won t appear the data will simply be filtered 6 Click the first list arrow and select a comparison operator 7 Click the second list arrow in the first row and select a value from the list or enter your own value in the text box 8 Optional Select And or Or and select a second criteria to filter the column by Tip You can use wildcards when entering values in the Custom AutoFilter dialog box Use a to represent any single character or a to represent a series of characters 9 Click OK The Custom AutoFilter dialog box closes and the data is filtered DoubleTechs com Remote Computer Repair Page 141 Working with Data Ranges Using an Advanced Filter Advanced filtering is the most powerful and flexible way to filter your Excel data It s also the most difficult method and requires more work to set up and use With an Advanced Filter you can e Filter using criteria located outside of the data range e Use wildcards in the filter criteria e Extract and copy filtered results to another range on the worksheet T
286. jects are ungrouped Now you can work with each object individually Other Ways to Ungroup Objects Right click the group of objects that you want to ungroup point to Group in the contextual menu and select Ungroup DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 8 xlsx e Exercise Display the Wheels worksheet and group the three images Then ungroup them Select multiple objects by holding down the lt Shift gt key as you Click each object Figure 15 12 Selecting multiple objects Catalog15 8 Microsoft Excel Picture Tools lela Home Insert Page Layout Formulas Data Review View Format ox Brightness 7 lat s rey Picture Shape Th Bring to Front 7 bd a pm r y r ye Q Contrast E p x F Picture Border 7 Ga Send to Back 7 fei y Recolor yg 7 Q Picture Effects Ty Selection Pane Himoa an Adjust Picture Styles o Arrange al f Tey A z c D E G i E 1 Uptown Bikes Catalog 2 3 Category Wheels 4 item No Description Price 5 2000 Touring LE 219 99 6 2001 Touring 199 99 7 2002 Cross 989 99 8 2003 Race Lite 799 99 gt ji 10 11 19 9 3 44 gt i Frames Wheels Satisfaction Figure 15 13 You can also use the contextual menu to group and ungroup objects Page 225 Working with Objects Aligning Objects This lesson will show you how to use the Align and Distribute features to o
287. k OK The Select Changes to Accept or Reject dialog box appears Use the commands to tell Excel which changes you want to accept or reject 3 Click OK The Accept or Reject Changes dialog box appears displaying the changes that have been made to the document 4 Click the Accept or Reject buttons as each change is highlighted DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales3 11 xlsx e Exercise Turn on track changes while editing Change cell Al to Revenue and change B4 to 4000 Accept both of the changes Highlight Changes Highlight which changes When All Who Everyone O Where Highlight changes on screen fa SS Sass Ss sia ohoot List changes on a new sheet Figure 3 15 The Highlight Changes dialog box a e ey ee Redenue he Steve Stine 7 30 2007 11 09 AM Changed cell Al from Sales Report to Revenue Report 3 A 5 5 Figure 3 16 A tracked comment in Excel Accept or Reject Changes Change 1 of 2 made to this document CustomGuide Inc 9 18 2007 6 00 PM la Changed cell Al from Sales amp Expenses to Revenue 1 Reject Accept All Reject All Figure 3 17 The Accept or Reject Changes dialog box Page 54 Formatting a Worksheet Formatting Labels ccccccssssseeesseessseesseeeess 56 Formatting Values cccssssecssssseeeeeseeee
288. k is shared and users are not able to turn off the Change Tracking feature DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 11 xlsx e Exercise Share the workbook file on your network then remove the file share Deselect this check mark to stop sharing the file Share Workbook Who has this workbook open now CustomGuide Inc Exclusive 9 26 2007 4 36 PM Figure 6 24 The Share Workbook dialog box Page 104 Managing Workbooks Tips Y Every time you save a shared workbook you will be prompted with changes made by other users since the last time you saved it Y Deselect the Allow changes by more than one user at the same time option to stop sharing the file Publish a workbook to a server 1 Click the Office Button and point to Publish Three publishing options appear e Excel Services Allows you to share a workbook or parts of a workbook in a Microsoft Office Excel Web Access browser Excel Services requires a server running Microsoft Office SharePoint Server 2007 that is capable of running Excel Calculation Services e Document Management Server Allows you to make workbooks available for access on a document management server where users can check them in and out e Create Document Workspace If you use Microsoft Windows SharePoint Services 3 0 you can make workbooks available on a shared site and synchronize the server copy with your local copy of the workbook
289. k the Find amp Select button in the Editing group Select Replace from the list The Replace tab of the Find and Replace dialog box appears Other Ways to Replace Text Press lt Ctrl gt lt H gt 2 Type the text or value you want replace in the Find what text box 3 Type the replacement text or value in the Replace with text box 4 Click the Find Next button Excel jumps to the first occurrence of the word phrase or value in the Find what box DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales3 9 xlsx e Exercise Use the Replace feature to find and replace all instances of Sales with Income in the worksheet Find and Replace Find Replace Find what Saled Options gt gt Find All Close Figure 3 11 The Find tab of the Find and Replace dialog box Find and Replace Find Replace Find what Sales tal Replace with Income Options gt gt Replace All Replace Find All Close Figure 3 12 The Replace tab of the Find and Replace dialog box Page 50 Editing a Worksheet 5 Choose how you want to replace the text e Replace Click to replace the current item e Replace All Click to replace each item found in the document Use this command with caution you might replace something you
290. ks 3 Right click any sheet tab and select Unhide from the contextual menu Unhide The Unhide dialog box appears Unhide sheet Qtr 1 amp 2 4 Select the sheet you want to unhide and click OK The sheet is unhidden Other Ways to Hide and Unhide a Worksheet Select the worksheet you want to hide On the Home tab click the Format button in the Cells group Point to Hide amp Unhide and select Hide Cancel Sheet To unhide it click the Format button in the Cells group point to Hide amp Unhide and Figure 6 16 Selecting a hidden sheet to unhide select Unhide Sheet Click OK Hide or unhide a workbook window You can also hide the entire active workbook window 1 Click the View tab on the Ribbon 2 Click the Hide Window button in the Window group AUER The active window is hidden The Excel program Unhide workbook window remains open and active but the workbook is hidden It does not even appear in the Switch Windows button or on the Taskbar Here s how to make the window reappear lt i Figure 6 17 Selecting a hidden workbook to unhide 3 Click the Unhide Window button in the Window group The window is unhidden Tip If there is more than one window hidden the Unhide dialog box will appear Select which window you want to unhide and click OK DoubleTechs com Remote Computer Repair Page 99 Managing Workbooks Protecting a Workbook You can protect entire wo
291. l Some are simple such as the SUM function Others are much more complex and contain several different arguments For example the syntax for the DB function which is used to depreciate an asset 1s DB cost salvage life period month Fortunately the Insert Function feature is available to help you select enter and edit worksheet functions Insert a function using the Insert Function dialog box 1 Select the cell where you want to enter the formula and click the Insert Function button on the Formula Bar The Insert Function dialog box appears Table 8 2 Function Categories describes the function categories available in Excel Other Ways to Open the Insert Function Dialog Box Click the Formulas tab on the Ribbon and click the Insert Function button in the Function Library group 2 Click the Or select a category list arrow and select a function category All the functions in the selected category appear in the Select a function list Other Ways to Find a Function in the Insert Function Dialog Box Type a description of the function in the Search for a function text box and click Go The related functions appear in the Select a function list 3 Select the function you want to use in the Select a function list and click OK The Function Arguments dialog box appears Here you need to enter the arguments which are the values or cell references needed to calculate the function Tip
292. l C1 and create this custom number format Format Cells Number Alignment Font Border Fill Protection Category General A Sample Number 52 1876 Currency Accounting Type Date Time FF FFFF Percentage General 2 Fraction Scientific 0 00 g Text 0 Special 0 00 fcustom 0_ 0 0_ Red 0 0 00_ 0 00 0 00_ Red 0 00 0_ 0 0_ Red 0 a z Delete Type the number format code using one of the existing codes as a starting point Figure 16 18 Creating a custom number format Dates and Times Numbers To Display Use this Code 1234 59 as 1234 6 HHHH H 12499 as 12 499 HHH 12499 as 12 499 00 HHH HH 1489 as 1 489 00 SH HHH HH 5 as 50 0 055 as 5 5 0 0 Hide value To Display Use this Code 1 1 99 as 1 1 99 m d yy 1 1 99 as Jan 1 99 mmm d yy 1 1 99 as January 1 1999 mmmm d yyyy 1 1 99 as Fri 1 1 99 ddd m d yy 1 1 99 as Friday January 1 dddd mmmm d 4 30 PM as 4 30 PM h mm AM PM 4 30 PM as 16 30 h mm DoubleTechs com Remote Computer Repair Page 253 17 Excel has hundreds of functions so Appendix of many that you re not likely to use a C O m m O Nn majority of them However there are some functions that are more commonly used and this chapter provides a quick F u n C t l O n S overview of many of these important functions organized by category
293. l outside the Al D6 data range and view the existing connections from which you can get external data Close the dialog box Click a cell within the A1 D6 data range and click the Connections button in the Connections group Click Click here to see where the selected connections are used in the Workbook Connections dialog box Close the dialog box Click the Properties button in the Connections group to view the properties for the external data range Close the dialog box Existing Connections Show All Connections Select a Connection Board of Directors Meeting Blank lt No connections found gt Canada tourists Blank Canada tourists Office Address List Blank Lesson 4 tbiCustomers Blank MSN MoneyCentral Investor Currency Rates Blank MSN MoneyCentral Investor Major Indicies Blank MSN MoneyCentral Investor Stock Quotes Blank Browse for More Figure 13 11 The Existing Connections dialog box Workbook Connections A Name Description Last Refreshed Board of Directors Meeting Locations where connections are used in this workbook Click here to see where the selected connections are used DoubleTechs com Remote Computer Repair Figure 13 12 The Workbook Connections dialog box Page 200 Working with the Web and External Data e Properties button Change the connection properties of the imported da
294. l s you want to add the border to 2 Click the Home tab on the Ribbon and click the Border list arrow in the Font group A list of borders you can add to the selected cell s appears Use the examples shown next to each border option to guide your decision If the border configuration you want doesn t appear in the list add one border at a time 3 Select a border type The border is applied Tip To remove a border click the Border list arrow in the Font group and select No Border Notice that the border option you chose now appears as the selected border type on the Border button If you want to apply the some border to another cell just click the Border button Other Ways to Add a Border Right click the cell s you want to add the border to Click the Border list arrow on the Mini Toolbar and select a border Or right click the cell s you want to format and select Format Cells from the contextual menu or click the Dialog Box Launcher in the Font group Click the Border tab in the Format Cells dialog box and select border options Add a cell background color Fill the background of a cell by adding a color or pattern 1 Select the cell s you want to add the color to 2 Click the Home tab on the Ribbon and click the Fill Color list arrow in the Font group A list of colors you can add to the selected cell s appears DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales4 5
295. labels but the rows sales sales sales and columns aren t arranged in the same order on all ess the worksheets Excel uses the labels to match the S 18 000 22 000 30 000 data S 19 000 17 000 21 000 Tips S 21 000 5 25 000 5 25 000 ESA 22 000 26 000 35 000 v Make sure the label spelling and capitalization are a F identical on each of the worksheets you want to 24 000 31 000 13 000 consolidate by category N Consolidate by position or category Before you begin consolidating by position or category Consolidated data make sure the data is arranged in labeled rows and columns without blank rows or columns Each of the 1 sales ranges you want to consolidate needs to be on a separate TEE worksheet with a blank worksheet for the consolidation s 2 70 000 destination 3 57 000 When consolidating you don t actually specify whether 4 74 000 you are consolidating by position or category Excel 5 83 000 knows how to consolidate based on the data range you 6 74 000 select and whether or not the consolidating worksheets are arranged identically Figure 12 27 Consolidating sales data from three different worksheets 1 On the worksheet where you want to put the consolidated data click the upper left cell in the area where you want to put the consolidated data 2 Click the Data tab on the Ribbon and click the Consolidate button in the Data Tools group The Consolidate dialog box
296. lar Change the most popular options in Excel This includes enabling the Mini toolbar Live Preview and the Developer tab Also change the color scheme control ScreenTips and change the user name and language settings Formulas Change when formulas are calculated in your workbooks as well as if you want to use options like AutoComplete to complete your formulas for you as you begin to enter them and how you want Excel to check for errors Proofing Change how Excel corrects and formats your text Change what types of errors Excel flags when looking for spelling and grammar errors Save Customize how workbooks are saved such as how often AutoRecover saves a workbook and change default file locations Advanced Advanced options for working with Excel Change how Excel works when you edit text modify how cut copy and paste commands operate control what Excel displays in a workbook such as the formula bar and function ScreenTips customize tools in the window such as how it displays sheet tabs and scroll bars and control general options such as how to update automatic links Customize Add commands to the Quick Access Toolbar and change or add keyboard shortcuts for commands in Excel Add Ins View and manage Microsoft Office add ins such as custom XML data Trust Center Help keep your workbooks safe and your computer secure and healthy Read privacy statements and change Trust Center Settings to control how Excel works with macros add ins
297. largest component on the top or bottom Cy a Y i Catalog SL Miceoselt Exped inanan PETTI iil pii Ta A any a ad D ig n x 1j 43d bubstt r l j y F figmiolet Genate a e se Gia _ 2 9 caesar oa 3 ihe fh a Cc D 1 Angela of satisfaction a Type pour teat hera Prendly serice 5 e L w gast High quality z Pest fit L a Lifetime guaanbes ii 32 13 14 LS Lo 17 Basie Cycle 18 HAFA imes Where Sattfaction PI maaar Figure 15 21 An example of a SmartArt graphic Page 229 Working with Objects Working with SmartArt Elements In order to create an effective SmartArt graphic you need to know how to work with its elements This includes adding new shapes replacing shapes with different ones or removing those you don t need This lesson will show you how to do all of this and more Add a shape Adding shapes to a SmartArt graphic is extremely easy 1 Select the SmartArt graphic that you want to add a shape to 2 Select the shape that is closest to where you want to add the new shape 3 Click the Design tab on the Ribbon under SmartArt Tools and click the Add Shape button list arrow in the Create Graphic group A list of location options appears 4 Select a location from the list The new shape is inserted in the location specified Other Ways to Add a Shape In the Text pane place your cursor at the beginning or end of an existing shape
298. lay the formulas so you can see how they re put together Also by tracing precedents and dependents you can display arrows that show you which cells affect a selected cell and which cells that cell affects And the Watch Window allows you to constantly keep tabs on important formulas and their values Display formulas 1 Click the Formulas tab on the Ribbon and click the Show Formulas button in the Formula Auditing group Formulas are displayed in the worksheet and the columns widen to accommodate the formulas if necessary Tip If you display formulas and then select a cell that contains a formula colored lines appear around cells that are referenced by the formula Now let s hide the formulas again 2 Click the Show Formulas button in the Formula Auditing group again Formulas are no longer displayed and the columns return to their original sizes Tip If you print a worksheet with formulas displayed the formulas print instead of values Trace formula precedents and dependents Sometimes you may want to know what other cells are affected by or are affecting a certain cell You can trace the influence of formulas by displaying arrows that show precedent and dependent cells 1 Select a cell that contains a formula you want to trace 2 Click the Formulas tab on the Ribbon In the Formula Auditing group there are a couple different buttons you can choose from DoubleTechs com Remote Computer R
299. lays Enter the state code To test it enter Minnesota in cell C2 and press lt Enter gt Click Retry and enter MN Data Validation Error Alert Validation criteria Allow List Ignore blank Ml In cell dropdown heteen r i a el Source Senior Manager Manager Associate E Figure 12 14 Creating a list in the Data Validation dialog box Table 12 1 Validation Criteria Options No validation criteria applied Any value can be entered Any value Whole number Allows a whole number between minimum and maximum limits you set Decimal Allows a decimal or a percent entered as a decimal between limits you set List Allows a value from a list of choices you input or select from a range A list arrow then appears in the cell allowing the user to make a choice from the list Date Allows a date within prescribed limits Time Allows a time within prescribed limits Text length Allows text containing a certain number of characters that you prescribe Custom Allows you to enter a formula to calculate what is allowed in the cell Page 181 Analyzing and Organizing Data v To remove validation criteria select the cells that contain the validation you want to remove and click the Data Validation button in the Data Tools group on the Data tab Click Clear All then click OK Create an input message You can set up Excel to display a message whenever a cell or range of cells i
300. le data independently from the rest of the worksheet and filter button arrows appear automatically on the column headers allowing you to filter and sort columns even faster You can also add total rows and quickly apply table formatting Tables like normal data ranges of data consist of two parts e Records rows Each record contains information about a unique thing or person just like a listing in a phone book e Fields columns Records are broken up into fields which store specific pieces of information such as first and last name Tips Y Before you turn a range of data into a table remove blank rows and columns and make sure that you don t have different types of data within one column If desired make sure you have entered column headers For example if you want to make a table that lists your company s sales reps you could enter headers such as Last Name First Name Territory etc Unique records such as the names and territories of each of your sales reps should be entered as rows Create a table from a cell range If you already have an organized range of data you can turn it into a table 1 Select a cell range that you want to make into a table Normally you will want the cell range to include a header row with labels identifying each of the columns Other Ways to Create a Table You can simultaneously create and format a table Select the cells you want to include in the table and
301. lect Document Management Server from the Publish menu 3 Type the Web address of the SharePoint Web site in the Location for new workspace text box If you want to publish the workbook to a site that you have used before select the URL from the Location for new workspace list arrow 4 Click the Create button in the Document Management task pane Tip If a message appears telling you the site is restricted or non trusted click OK Now just tell everyone where the workbook is located 9 Click Add New Members and type the e mail addresses or user names of the individuals to be added to the shared workspace Depending on how your server and network is set up the procedure for publishing to a document workspace may differ from the one described here DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog16 3 xlsx e Exercise Understand how to upload a workbook to a shared workspace x Ey a TOE Catalog16 1 Microsoft Excel w View Distribute the d t to other le i a New e ocument to o peop A Sa Insert Sie Ay F L Document Management Server 3 Delete 7 F Z 4 L amp T Share the workbook by saving it to a Styles ma 7 Sot amp Find amp Open document management server X H Format lt 27 Filter Select Cells Editing WG pE G Kem ALUL E Excel Options X Exit Excel FGI
302. level Click OK when you re done For example if you sort by a different color in the second sort level and order it On Top it will move up just below the color selected to be On Top in the first level of the sort DoubleTechs com Remote Computer Repair Page 136 Working with Data Ranges Sorting by Multiple Columns Exercise e Exercise File SalesReps9 3 xlsx If you want to sort by more than one column you need to use a custom sort For example you can sort first by last name column then by first name That way all the Andersons will be listed before the Bakers and Andy Anderson will come before Bill Anderson e Exercise Sort by multiple columns to see who has the highest sales by region Sort first by the Region column and sort on Values from A to Z then sort by the Sales column and sort on Values from Largest to Smallest 1 Select a range of cells with at least two columns of data or select a cell within the range Sort 2 Click the Home tab on the Ribbon and click the Sort y Add Level XK pelete Level ia Copy Level Options 7 My data has headers amp Filter button in the Editing group Column Sort On Order Sortby Region fw Values AtoZ Then by Sales Values Largest to Smallest 3 Select Custom Sort The Sort dialog box appears 4 Click the Sort by list arrow and select the first column you wan
303. ll Microsoft Visual Basic WeeklySales14 4 xlsm Gcm gt File Edit View Inset Format Debug Run Tools Add Ins Window Help Type a question for help X iib di s BRAVO gt D E AE a E AC Project VBAProject x ns Gl _ 4 WeeklySalesi 4 4 xlsm Modulel Code tolas General Y Date Stamp v Sub DateStamp Ln 14 Col 40 VBAProject WeeklySales14 4 x B 63 Microsoft Excel Objects Sheet1 Sheet1 E Sheet2 Sheet2 DateStamp Macro E Sheet3 Sheet3 This macro inserts the current date ThisWorkbook g 9 Modules v Module1 ActiveCell FormulaRici TODAY Selection Copy Selection PasteSpecial Paste xlPasteValues False Transpose False Selection Font Bold True m p Properties Modulel x Module1 Module v Alphabetic Categorized HorizontalAlignment x1 xIbottom Module 1 Ver ignmen WrapText False Orientation 0 AddIndent False IndentLevel 0 ShrinkToFit Fale ReadingOrder xlfontext MergeCells Fals End With End Sub Edit code by finding the property you want to change and changing its code For example this property controls if the text is aligned to the Left Center or Right side of the cell Figure 14 7 Editing a macro s code using the Microsoft Visual Basic Editor Page 207 Working with Macros Inserting Copied Code ina Macro Unless you re a programmer it s unlikely that
304. ll Screen view The worksheet stays in the view it was already in but toolbars are hidden so that the worksheet fills the entire screen To exit Full Screen view click the Restore Down button on the Title bar DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 1 xlsx e Exercise View the worksheet in Excel s different views Zoom in to 200 percent zoom out to 75 percent then zoom back in to 100 percent Page Break Preview Tell Custom Views lormal Page Layout View El Full Screen Workbook Views Figure 6 1 The Workbook Views group on the View tab 1 Income amp Expenses CT 3 Jan Feb Mar Apr May June 4 Income 12 000 17 000 18 500 16 500 15 500 17 050 6 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 7 Office 500 600 700 800 800 880 8 Wages 7 000 7 000 7 000 7 000 7 000 7 700 9 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 10 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 11 12 Net Inc S 300 3 900 4 800 1 200 200 220 L3 Normal view is the default Excel view This view will be used most often Income amp Expenses C i Jan Feb Mar Apr May June Income 12 000 17 000 18 500 16 500 15 500 17 050 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 Office 500 600 700 800 800 880 Wages 7 000 7 000 7 000 7 000 7 000 7 700 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830
305. ll of the source ranges will appear in separate rows or columns on the consolidation worksheet along with their corresponding data cells DoubleTechs com Remote Computer Repair Page 191 Analyzing and Organizing Data Consolidating Data Using Exercise Fo rmu las e Exercise File MonthlySales12 12 xlsx e Exercise Find the total commissions paid to managers in Consolidating with formulas is the most versatile and the first quarter of the year Copy the Commission label powerful way to consolidate data from multiple from the Jan worksheet to cell C1 of the Sheet2 worksheet worksheets into a single worksheet because there is no In cell C2 on Sheet2 enter SUM prescribed format for the data that is consolidated Then select cells G3 G4 on the Jan sheet type a comma select G3 G4 on the Feb tab type a comma and select The cells you reference don t need to be in the same C Clon he Man ab Proce Fier position on each sheet or even have the same labels to be The total 19 650 appears in cell C2 on Sheet2 consolidated using this method 1 Copy any column or row labels you want to use from the source worksheets to the consolidation worksheet then paste the labels where you want to see consolidated data 2 Enter a formula that references the source cells in each worksheet that you want to consolidate For example you could combine three different cells on three different worksheets by typing SUM Sheet2 A6 Sheet3 B7 Sheet4
306. llows you to preview how a formatting change will look before applying it Simply point to the selection on the Ribbon or Mini Toolbar and Excel 2007 shows you a preview of what your worksheet would look like if the selected changes were applied The new Excel XML format xlsx is much smaller in file size and makes it easier to recover damaged or corrupted files Files based on XML have the potential to be more robust and integrated with information systems and external data Predefined styles and themes let you change the overall look and feel of a worksheet in just a few clicks With Office themes you can apply predefined formatting to workbooks and then share them with Word and PowerPoint to give your Office documents a unified look You can even create your own corporate theme Styles can be used to format specific items in Excel such as tables and charts The new SmartArt graphics feature offers new diagram types and more layout options and lets you convert text such as a bulleted list into a diagram Now you can install an Excel add in that allows you to save a workbook as a PDF without using third party software PDF format allows you to share your worksheet with users on any platform Removes comments tracked changes metadata document history such as the author and editors and other information that you don t want to appear in the finished worksheet Adding a digital signature to a workbook prevents inadvertent changes ensuring
307. log box DoubleTechs com Remote Computer Repair Page 19 The Fundamentals Exiting Excel 2007 Exercise e Exercise File None required When you re finished using Excel 2007 you should exit it Exiting a program closes it until you need to use it e Exercise Exit the Microsoft Office Excel 2007 program again 1 Click the Office Button 2 Click the Exit Excel button The Excel program closes t 7 Exi Other Ways to Exit Excel If there is only one Excel program window open Recent Documents click the Close button in the title bar 1 Excel 2007 Tips Bap cen 2 i a 3 Test2007 E v Having too many programs open at a time could slow LJ 4 schedule I ei P Save down your computer so it s a good idea to exit all programs that aren t being used Si Save s F Print b Teh wt 2 Prepare a Send PA Publish a Close 2 Exit Excel Exit Excel Close the current workbook Figure 1 11 Two ways to Exit Excel DoubleTechs com Remote Computer Repair Page 20 This chapter will introduce you to Excel Worksheet basics what you need to know to create a S C S print and save a worksheet We don t get into great depth here but we Creating a New Workbook ccccssssessseeeeeeees 22 Create a new blank workbook 22 nae ies age ie ae y Pi d Create a workbook from a template 22 Ne a a a siesta l the basics of using
308. lp organize and identify the document later 1 Click the Office Button and select Prepare gt Properties from the menu The Document Information Panel appears with the document s standard properties displayed You can add your own keywords to the Keywords text box to make it easy to search for the document Tip Change a property by changing the text in its text box You can also view more advanced properties 2 Click the Document Properties list arrow in the upper left corner of the Document Information Panel and select Advanced Properties The Properties dialog box appears Use these tabs to view and change more document properties 3 Click the OK button in the Properties dialog box The Properties dialog box is closed 4 Click the Close button in the Document Information Panel The Document Information Panel is closed Find a file It is just as easy to misplace and lose a file in your computer as it is to misplace your car keys maybe easier Luckily Windows comes with a great search feature that can track down your lost files Search can look for a file even if you can t remember its exact name or location 1 Click the Start button and type what you want to search for Instant Search looks for file names file contents and file keywords that match the text you are searching for and displays the results in the Start menu 2 Click the file that matches your search The selected file appears
309. ls editable in a protected worksheet secdscatwsccsvesnecteessnbardietneaseeecmacs 102 Make graphics editable in a protected worksheet osenesasnenenenonnrnenonnrnenrrenenn 102 Hide formulas in a protected worksheet 103 Protect a worksheet cc ccccecseseeeeeees 103 Sharing a WOrkbDOOK ccccccessssssseeesseeseeeeeeeeees 104 Share a WOrkbDOOK ccccceeeceeeeeeeeeeeeees 104 Publish a workbook to a server 105 Fax or e mail a workbook n se 105 Creating a Template cccccccesesssssssseesseneees 106 nih DoubleTechs com Remote Computer Repair Once you start filling up a workbook with data you ll find that it can be difficult to organize and view it all at once Luckily Excel gives you several options for viewing and working with data and windows You can split windows insert new worksheets copy worksheets work with multiple workbooks at once hide data protect and share workbooks In this chapter we ll look at ways to make viewing and working with data easier Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises
310. m the list The worksheet layout updates to the new paper size Scale to fit You can tell Excel how many pages wide or tall you want the data to fit onto when printed 1 Click the Page Layout tab on the Ribbon The Scale to Fit group has three options you can choose from to adjust the worksheet s scale for printing e Width list arrow Select the maximum width in number of pages you want the printed data to occupy e Height list arrow Select the maximum height in number of pages you want the printed data to occupy e Scale percentage Enter a percentage or use the arrow buttons to stretch or shrink the printed output to a percentage of its actual size 2 Select the scale command you want to use in the Scale to Fit group and adjust the scale as necessary The worksheet is scaled to fit the new settings Other Ways to Scale to Fit Click the Dialog Box Launcher in the Scale to Fit group to display the Page tab in the Page Setup dialog box Select the options you want to use in the Scaling area DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales7 4 xlsx e Exercise In Page Layout View adjust the paper size to Legal Change the scale so that the worksheet fits onto 1 page wide by 1 page tall Do a print preview Then change the scale back to automatic width and height and return the paper size to Letter Scale to Fit commands Width Automatic Height Automatic
311. mp Linhide 6 Supplies 1200 2 500 3 000 3 500 3 51 Organize Sheets 7 Office 500 600 700 800 To peee Wages 700 7 000 7 000 7 000 70 ao 2 Move or Copy sheet Utilities 2 000 3 000 3000 4 000 40 ID Total Exp 11 700 13100 13700 15 300 15 3 Mee i on 12 Net Ine 300 5 3900 5 4800 5 1200 5 2 i Probe Sher CRESI 4 H Qir 1 amp 2 io Sheen Fo Mm Lack Cell Ready E Average 7455 Count 36 Sure 268 40 fE A0 U nowy T Format Celle By default cells will be locked when the worksheet is protected Figure 6 22 Preparing cells so they are editable when the worksheet is protected Page 102 Managing Workbooks 1 Select each object that you want to remain unlocked after you have protected the sheet The Drawing Tools contextual tab appears 2 Under Drawing Tools on the Ribbon click the Format tab and click the Dialog Box Launcher in the Size group 3 Click the Properties tab and uncheck the Locked and Lock text options as desired Click Close Hide formulas in a protected worksheet You can also prevent certain formulas from being displayed once the worksheet has been protected 1 Select the cells containing formulas you want hidden 2 Click the Home tab on the Ribbon click the Format button in the Cells group and select Format Cells The Format Cells dialog box appears 3 Click the Protection tab select the Hidden option and click OK Remember that you still need to protect the worksheet for
312. n Macro i BA VRAProject Expense a a E Microsoft Excel Ob Range ASICS Select W Sheet Seati Range Cs Activate E Thisworkboot Selection Clearcentents i Si Modules Range AS Select i Medalii Active Fell Formulakiel Jeff Nelson Range 8s Select Activetel1 Formularkici 5177 Range Cs 5elect Aetivecell FarmulaRhicl TODAY DateStamp Macro Macro recorded 10 24 2002 by Darth Vader ActiveCell FormulaRl1 l TODAY selection Copy Selection Pastespecial Paste xlValues False Transpose False This code can be copied and pasted into the ExpenseFillin macro so that today s date is inserted in cell C5 Navigate between macros in open workbooks in the Project pane Figure 14 11 An example of copying code from one macro into another The macros for the open workbook are displayed on the same screen A line separates the macros Page 209 Working with Macros Declaring Variables and Adding Remarks to VBA Code You ve probably heard that programming is a lot like algebra In algebra you use variables like r in the equation mr2 Programming uses variables too You should always declare any variables when you use them in code Declaring a variable 1s like telling Excel I m going to be using a variable named r in my code This lesson explains how to declare variables and how to add remarks or declare variables in your code Declare a variable
313. n calculations True or False Excel automatically values in cells A left aligns B right aligns C centers D merges and centers You can select all the cells in a worksheet at once True or False All formulas start with a n A gt Jaw Which one of the following features can help you quickly total a column of numbers A AutoTotal B QuickSum C AutoSum D QuickTotal Which of the following formulas is NOT correctly written A 5 6 B A2 B3 C A4 A6 D SUM A1 A6 DoubleTechs com Remote Computer Repair Page 270 20 You can use AutoFill to copy a formula to adjacent cells True or False 21 Absolute cell references never include dollar signs True or False 22 You can undo multiple actions in Excel True or False 23 When you save a workbook with a different name the old workbook is deleted True or False 24 The feature that allows you to see how your printed worksheet will look is called A Print View B Print Layout C Print Sampling D Print Preview 25 Which of the following is NOT a way to print a worksheet A Press lt Ctrl gt lt P gt B Click the Quick Print button on the Quick Access Toolbar C Press lt Ctrl gt lt T gt D Click the Office Button and select Print 26 You can close a workbook which one of the following ways A Press lt Ctrl gt lt C gt B Click and drag the workbook window to the Recycle Bin C Click the workbook s Close b
314. n clear all the rules on the worksheet specify 1 Select the cell range you want to format with a customized rule New Formatting Rule 2 Click the Home tab on the Ribbon and click the Conditional Formatting button in the Styles group Select a Rule Type gt Format all cells based on their values 3 Select New Rule Format only cells that contain Format only top or bottom ranked values The New Formatting Rule dialog box appears ke a ae ae ae ee eee Format only unique or duplicate values Use a formula to determine which cells to format 4 Select a rule type in the Select a Rule Type list Edit the Rule Description 5 Complete the fields in the Edit the Rule Description Format values that are area below the average for the selected range This area will display different fields depending on the type of rule you selected cise ABCE Tip Click Preview in the New Formatting Rule dialog box if you want to see how the rule will appear before you apply it ox cana Figure 4 17 Creating a new conditional formatting rule 6 Click OK The new rule is created and formatting is applied Other Ways to Create a New Rule Click the Home tab on the Ribbon and click the Conditional Formatting button in the Styles group Click Manage Rules then click New Rule Or click the Home tab on the Ribbon and click the Conditional Formatting list arrow in the Styles g
315. n the Before Sheet list The moved or copied sheet will be placed in front of the sheet that is selected DoubleTechs com Remote Computer Repair 10 1 5 4 H Qtr 11 Sheet Sheet3 z C7 Exercise e Exercise File Sales6 6 xlsx e Exercise Rename Sheet Qtr 1 amp 2 Make a copy of the Qtr 1 amp 2 sheet between the Qtr 1 amp 2 and Sheet2 tabs Rename the copied sheet Qtr 3 amp 4 Change the month headings in the Qtr 3 amp 4 sheet to Jul Aug Sep Oct Nov Dec Renaming a worksheet 18 Ready Figure 6 11 Renaming Sheet1 in a workbook Click the To book list arrow to move or copy the selected sheet into another workbook that is already open or into a new workbook Move or Copy Move selected sheets To book Sales6 6 xlsx Before sheet Figure 6 12 The Move or Copy dialog box Page 95 Managing Workbooks 4 Optional Click the Create a copy check box to copy the selected sheet If this box is checkmarked the worksheet s will be copied to the new location instead of simply being moved 5 Click OK The worksheet s are moved or copied to the new location Move or copy a worksheet using click and drag The easiest way to move or copy a worksheet within a workbook is with the mouse 1 Select the sheet you want to move or copy 2 Click and drag the sheet tab to move it to a new location in the workbook Or press and hold the lt Ctrl gt key while you click and drag
316. n the table Click the Form button on the Quick Access Toolbar The data form dialog box appears and you can use it to edit your table DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps10 6 xlsx e Exercise Add the Form button to the Quick Access Toolbar and use the Data Form to change Tamara to Tammy in the table Remove the Form button from the Quick Access Toolbar amp Customize the Quick Access Toolbar Choose commands from Curtomine Quick doce Toolbar Pre saing mired Bet on Phe bean ill Foe Al document et ault dat thenced Endl Kewiew a id diais _ Eni Sign J linda if Erase bnde Beds nei Expand Draing TS Form Mi Depanentation Sign Truett Genter za Pa Deawing to Content Fiesqueces ih Fig Heripertial Fip ertia fom i Pe Panaad E Free Raiair m CS Fregio TI Freeze Sheet Panes Greup Gow form Contney mm Ate fa age Actives Condal 3 mport External Data a insert Cran I Inseit ct Kimine Page Gresik Bimore Indice Border Indide Heaizontal Border Inside Vertical Boedes r Wagga Triana gle Show Quick Attes Toolbar below thet Ribbon Figure 10 11 Adding the Data Form command to the menu r T Cx H9 C a SalesReps10 6 Microsoft Excel Table T oi x Home Insert Pagelayout Formulas Data Review View Design 7 X i z P btt e o a Sans 11 General
317. naucicencs 258 FM UNG A UC NG oc a A EEA E EAE E EE EE E EAA EEA E 259 Date S ime FUNCIONS aicuwesininoedieenanevceisnacuahestaunwusinlnnntiwaniacsileusinnnesusiiceadiesniawahehsdncinilewsimcindanGieennes uivemed natsTennieannee aioe 260 Matn e m NING TUS tress ate ciiee tesco ren chin E bv eee Soa se orienta io apa r Ee a iroaaincd E 262 Statistical FUNCIONS ees ercen cst cine etawearreses sie eames osc aa aa i ainega iraa aaeeea iaeei aiad ia 264 Lookup amp Reference Functions ccccccssececceesecccseseeeceeucecseseeecsaseeecsaueeeeseaseeessageeeesaaseeeseaseeessauseeesegeeesssaseeess 265 VATA eS Sr UNG S oes cern seizes serra indeni iaae ire eenia ia annaia 266 TO CR UNCHONG sareni e eA E EE E AEE EA E EA E EE A E EE 267 Logical FUNCTIONS ccccccseeceeceeeeeeeceeeeecaeeeeeseeseeeeeaeeeeeaaeeeeeeaeeeeseeeeeseaeeeessaeeessaaeeeeseaeeeeessaeeeessageeeeseaeenesaeeeesas 268 Microsoft Office Excel 2007 Review sicccicancasicccscentannstevsncatesacnueansasessatannacenancceswansisexcsiendensansersesveoaeddasasdseexseeuansnaes 269 nih DoubleTechs com Remote Computer Repair Page 6 The Fundamentals Starting Excel 2007 siiisiesicictsstesveseeecccsvvessevednessans 11 Windows XP ccccccceseeceeeeteeeteneeeeneeseeeeaes 11 Windows Vista cccceececeseeeeeeteeeeseeeeaes 11 What s New in Excel 2007 scsccssssseeeeseeees 12 Understanding the Excel Program Screen 13 Understanding the Ribbon
318. ng Tools Adjust a shape You can adjust the most prominent feature of a shape such as the point of an arrow or the spikes on a star by using its adjustment handle 1 Click the shape to select it 2 Click and drag the shape s adjustment handle gt 3 Release the mouse button Tip Some shapes have more than one adjustment handle while others don t have any at all Exercise e Exercise File Catalog15 4 xlsx e Exercise Draw a 16 Point Star shape that is about the same size as the other two graphics in an open area of the worksheet Then change the shape by dragging its adjustment handle toward the middle of the star Table 15 2 AutoShape Categories Lines Rectangles Basic Shapes Block Arrows Equation Shapes Flowchart Stars and Banners Callouts Straight lines curved lines scribbly lines arrows and free form drawing shapes Different styles of rectangles Squares triangles circles pentagons and more Arrows that point up down left and right Plus minus division and equal to signs Basic shapes used to create flowcharts Shapes that boldly announce something Text box shapes that point to and describe something Adjustment handle i Click and drag the adjustment ii handle to change the shape Figure 15 6 Adjusting a shape DoubleTechs com Remote Computer Repair Page 219 Working with Objects Add text to a shape Adding text to a
319. ng a delimiter 00 183 This chapter suggests exercises to practice the topic of each lesson There are two Removing Duplicates eeeeeseeeeeeees 185 ways you may follow along with the exercise files Split data using a fixed column break 184 Grouping and Outlining Data 186 iia _ or a manually i e Open the exercise file for a lesson D paa a Tpenenesenecssesceess i perform the lesson exercise and close Outline data automatically 00 187 ne eacee ile Remove an outline i siscasetincricnesaudcoarsavates 187 e Open the exercise file for a lesson Using Subtotals sssssssccsssseeeeeeeeeeees 188 perform the lesson exercise and keep Create Subtotals ccccccscceeeeseeeneees 188 the file open to perform the remaining Remove Subtotals cccccscecsseeeeeeeees 189 lesson exercises for the chapter This P Consolidating Data by Position or Category 190 chapter does not use the same exercise Consolidate by position or category 190 file for the duration of the chapter Consolidating Data Using Formulas 192 The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 172 Analyzing and Organizing Data Creating Scenarios Exercise e Exercise File LoanPaym
320. nnections that you want to display or if you want to open a connection that Excel has built in for you you can use the Existing Connections dialog box 1 Click the Data tab on the Ribbon and click the Existing Connections button in the Get External Data group O Trap If the Get External Data group does not appear on the Ribbon click the Get External Data button and select an option from the list The Existing Connections dialog box appears Here you can see the connections in the open workbook on your network or on your computer Excel has automatically included a few Web site connections in the on your computer section 2 Select the connection you want to display and click the Open button The Import Data dialog box appears 3 Select how and where you want to display the data in your workbook and click OK The data appears in your workbook Manage connections You can see the connections that are present in your workbook and change their properties using the commands in the Connections group 1 Click the Data tab on the Ribbon The Connections group offers several options for working with your workbook s connections e Connections button Display the Workbook Connections dialog box where you can see the connections and locations of connections in your workbook Here you can add remove refresh or adjust the properties of the connections Exercise e Exercise File April xlsx e Exercise Click cel
321. nntueeniewsrniwnnnidens 250 Prepare a document for distribution 250 Publishing a Workbook to a Document WV OPK SD ACG os ectecsccttecpansccunesecwceceunaceutwonesteadenanecin 251 Creating a Custom AutoFill List 252 Creating a Custom Number Form t 253 nih DoubleTechs com Remote Computer Repair This chapter explains how to tailor Excel to work the way you do In this chapter you will get to customize many of Excel s settings through Excel Options First learn how to customize the Quick Access Toolbar and work with AutoCorrect Add the commands you use most often so they are readily available on the Quick Access Toolbar above the Ribbon AutoCorrect is the feature that instantly corrects common spelling and typing errors such as changing teh to the Yov ll also learn more about how to customize Excel by changing its default options viewing workbook properties finding a workbook on your computer recovering workbooks when Excel crashes and repairing Excel when it does not work properly Page 237 Advanced Topics Customizing the Quick Access Toolbar The Quick Access Toolbar is a shortcut for commands that are used most often You can customize it to fit your working style better Add commands to the Quick Access Toolbar The purpose of the Quick Access Toolbar is to provide buttons for the commands you use most frequently If the Quick Access Toolbar doe
322. nputBox Enter the Employee Name If EmployeeName Jeff Nelson Then EmployeeNo 45177 Else EmployeeNo InputBox Enter the Employee Number End If Run the ExpenseFillin macro entering Jeff Nelson as the Employee Name If condition Then statement if true ltthe stated condition is true Else then this action will happen statement if false Otherwise this action will End If happen Figure 14 16 The syntax of an If Then Else statement General v ExpenseFillin v Sub ExpenseFillin ExpenseFillin Macro 1 Dim EmployeeName As String Declares the EmployeeName variable as a text string Dim EmployeeNo As Long Declares the EmployeeNo variable as an integer EmployeeName InputBox Enter the Employee Name If EmployeeName Jeff Nelson Then EmployeeNo 45177 Else EmployeeNo InputBox Enter the Employee Number End If Range A5 C5 Select Range C5 Activate Selection ClearContents Range A5 Select ActiveCell FormulaR1Cl1 EmployeeName Range B5 Select ActiveCell FormulaR1Cl EmployeeNo Worksheets Sheeti PageSetup CenterFooter Expense I Range C5 Select 4 gt Figure 14 17 An example of an If Then Else statement used in a macro Page 213 Working with Objects Inserting Clip AM vvvcsievscccccntssececctetrcceccetensiecstetens 215 Inserting Pictures and Graphics Files 216 Formatting Pictures and Graphics 217 Crop
323. nputBox code in a macro Microsoft Excel Enter the Employee Name K Cancel Ayaan Manji Figure 14 15 An example of a dialog box prompting a user for information Page 212 Working with Macros Using the If Then Else Statement The If Then Else statement takes action based on a certain condition For example if an employee s weekly sales are more than 2 500 then calculate a 5 commission bonus for the employee else don t calculate a bonus 1 Open the workbook that contains the macro with the code you want to change 2 Click the View tab on the Ribbon and click the Macros button in the Macros group The Macros dialog box appears 3 Select the macro that contains the code you want to work on and click Edit The macro opens in the VBA window 4 Click where you want to add the remark in the code Add an If Then Else statement using the following syntax italicized text is where variables belong in the statement If condition Then statement if true Else statement if false End If DoubleTechs com Remote Computer Repair Exercise e Exercise File ExpenseReport14 8 xlsm e Exercise Use the If Then Else statement to enter the employee number 45177 if the employee is Jeff Nelson else the user will have to enter their employee number Open the ExpenseFillin macro in the Visual Basic Editor Enter the following If Then Else statement under the statement EmployeeName I
324. ns Bevel gt F P j 3 D Rotation gt i i lt 7 More Glow Colors gt Figure 15 10 Selecting a special effect Figure 15 11 A shape with a glow special effect Page 224 Working with Objects Grouping Objects It is often easier to work with a single object than it is to work with several smaller objects A group is a collection of objects that Excel treats as a single object Select multiple objects Before you can group multiple objects you must select them first 1 Press and hold down the lt Shift gt key as you click each object that you want to select Group objects By grouping several objects together you can format an entire group of objects rather than formatting each object individually 1 Select the objects that you want to group and click the Format contextual tab on the Ribbon 2 Click the Group button in the Arrange group and select Group from the list Other Ways to Group Objects Select the objects that you want to group Then right click one of the selected objects point to Group in the contextual menu and select Group Ungroup objects If you need to make changes to an object that is part of a group you ll need to ungroup the objects before continuing 1 Select the group of objects that you want to ungroup and click the Format contextual tab on the Ribbon 2 Click the Group button in the Arrange group and select Ungroup from the menu The selected ob
325. ns allow you to evaluate logical arguments and conditions The most famous logical function is probably the IF function Table 17 8 Overview of Logical Functions AND AND ogicall logical2 IF IFdogical_test value_if_true val ue_if_false OR OR logicall logical2 Optional arguments Exercise e Exercise File None required e Exercise Become familiar with Excel s Logical functions Returns TRUE if all its arguments are TRUE or FALSE if one or more argument is FALSE The arguments need to evaluate to logical values like TRUE or FALSE Use for conditional tests on values and formulas Returns one value if a condition you specify is TRUE and another value if it is FALSE Returns TRUE if any of its arguments is TRUE or FALSE if all arguments are FALSE DoubleTechs com Remote Computer Repair Page 268 Microsoft Office Excel 2007 Review Quiz Questions l Excel automatically opens with Windows True or False 2 Which of the following is NOT a new feature in Excel 2007 A SmartArt B Microsoft Online help C New user interface D Live Preview 3 The Ribbon can be hidden so that only tab names appear True or False 4 The Office Button contains basic file commands True or False 5 What is the Quick Access Toolbar A There are no toolbars in Excel 2007 B What appears when you select text C A customizable toolbar of common commands that appears above or below the Ribbon D An exten
326. ns that contain duplicates Select All 5 Unselect All 2 g Columns Last First Region V My data has headers Position Sales Commission S S S S S S S Commissions Choose the column s by which you want to delete duplicates Figure 10 8 The Remove Duplicates dialog box Page 152 Working with Tables Summarizing a Table with a PivotTable You can analyze table data by using it in a pivot table Select a cell in the table The Table Tools appear on the Ribbon Under Table Tools on the Ribbon click the Design contextual tab and click the Summarize with PivotTable button in the Tools group The Create PivotTable dialog box appears Click OK A new sheet is added to the workbook to accommodate the PivotTable report Here you can create a PivotTable to analyze the data in your table according to your specifications Tip Other lessons describe how to work with PivotTables in more detail This is the simplest way to view a summary of the table in a pivot table Exercise e Exercise File SalesReps10 5 xlsx Exercise Summarize the table with a PivotTable on a new worksheet Experiment with the PivotTable tools then delete the worksheet containing the PivotTable fa Create PivotTable Choose the data that you want to analyze Select a table or range Table Range Use an external data source Connection name Choose where you wa
327. nt 77 Sum 195200 hjii all aman eal aia ete Figure 5 2 A 2 D Clustered Column chart Page 73 Creating and Working with Charts Table 5 1 Chart Types Column Column charts are used when you want to compare different values vertically side by side Each value is represented in the chart by a vertical bar If there are several series each series is represented by a different color Line Line charts are used to illustrate trends over time Each value is plotted as a point on the chart and is connected to other values by a line Multiple items are plotted using different lines Pie Pie charts are useful for showing values as a percentage of a whole The values for each item are represented by different colors Bar Bar charts are just like column charts except they display information in horizontal bars rather than in vertical columns h Area Area charts are the same as line charts except the area beneath the lines is filled with color XY Scatter Scatter charts are used to plot clusters of values using single points Multiple items can be plotted by using different colored points or different point symbols Other Select from Stock Surface Doughnut Bubble or Radar type charts You can also make a combination Charts chart by selecting a different type of chart for only one of the data series DoubleTechs com Remote Computer Repair Page 74 Creating and Working with Charts Resizing and Moving a Chart Exercise
328. nt the PivotTable report to be placed New Worksheet C Existing Worksheet Location Figure 10 10 The Create PivotTable dialog box Cy an e a SalesReps10 5 Microsoft Excel PivotTable Tools aT Home Insert Page Layout Formulas Data Review View Options Design x Active Field gt i I GA Clear iis PivotChart a ive Fie Z A Z EJ Ee ag 2 a ER Select lig Formulas PivotTable Z t Refresh Change Data lt a n 3 ettings 7 7 A Satine oa Move PivotTable 3 OLA Active Field Group Sort Data Actions Tools A3 vi Se B G D E W PivotTable Field List 1 2 Choose fields to add to report 3 Values Vlast 4 Row Labels Sum of Sales Sum of Commission Sum of Commissions LI iE lick Beale 5 Brown 20000 0 1 2000 Ei Region Click a chec box 6 Dahl 18000 0 05 900 jie to use the field s 7 Martinez 21000 0 1 2100 data in the report 8 Sweet 24000 0 05 1200 ZI 9 Winters 22000 0 05 1100 10 Grand Total 105000 0 35 7300 Drag fields between areas below 11 WY Report Filter Column Labels 12 Values z 13 _B values Click and drag the 14 fields between the 15 E Row Labels Values boxes to change 16 Last SumofSales 4 how the data is 17 Sum of co analyzed 18 Sum of Co Y Y 19 _ Defer Layout Update M 4 gt M Sheet4 Sheeti_ Sheet Sheet3 3 A
329. o create an Advanced Filter you must start by defining a criteria range A criteria range is a cell range located outside of your data range that contains the filter criteria 1 Copy the desired column labels from the data range and paste them in the first row of the criteria range For example if you wanted to filter for sales reps with sales greater than 20 000 and who are also managers you would copy the Sales and Position column labels to the criteria range Tip The criteria range can be any area of open cells on your worksheet and you only need to copy the labels for the columns that contain criteria you ll be filtering on 3 Inthe rows below the criteria labels type the criteria you want to filter for In the above example you would type gt 20000 under the Sales label and Manager under the Position label O Tip You can enter values or text you want to filter for and you can incorporate operators such as lt or gt to specify the records you want to filter for You can also use wildcards for example enter r to filter out text that doesn t end with the letter r 4 Click the Data tab on the Ribbon and click the Advanced button in the Sort amp Filter group The Advanced Filter dialog box appears Here you need to specify the range of data you want to filter as well as the criteria you want to filter by 5 Make sure the Filter the list in place option is selected in the Action area That way
330. o repeat at top and Columns to repeat at left You can use the cell reference buttons next to the text boxes to select the ranges that contain the labels you want to repeat on every page Click the Rows to repeat at top or Columns to repeat at left cell reference button The dialog box is minimized so you can see the spreadsheet and select the cells you want to repeat Select the rows or columns you want to appear on every printed page and click the cell reference button The dialog box expands to its full size once again Click OK Now when you print the rows and or columns you selected will appear on every page View or print gridlines and headings You can also choose whether you want to view or print the worksheet cell gridlines or the column and row headings i Click the Page Layout tab on the Ribbon The Sheet Options group has commands for working with the gridlines and headings in a workbook e Gridlines The gridlines that appear in the spreadsheet to delineate each cell by default Select the Print option to print the gridlines with the data DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales7 5 xlsx e Exercise Use the Print Titles command to make column A repeat on every page Set Sheet Options to display gridlines and headings when printing Click the cell reference button to minimize the dialog box and select cells in the spreadsheet Page Setup
331. o the left so the rider looks like he s doing a wheelie on his back wheel Catalog15 10 Microsoft Excel So Picture Tools Ly Picture Shape gt y ja ce x Z Picture Border Brightness 7 iat P contrasts Eg a pa Vy Recolor ty Adjust Picture Styles T Q Picture Effects p Page Layout Formulas Data Review View Format Oo x T Bring to Front il L Ga Send to Back H Size T Selection Pane Arrange A Rotate Right 90 Figure 15 16 Flipping an object Size and Properties Size and rotate Height 0 94 Rotation OF Scale Height 50 Lock aspect ratio Relative to original picture size Crop from Width Left g Top Right a Original size Height 1 89 Width 2 01 Bottom Picture 1 f 42 Rotate Left 90 A B c D E F G 4 Flip Vertical 1 Uptown Bikes Catalog z gt pF HOF OF AL mm my More Rotati tions 3 Category Frames _More otation Options 4 Item No Description Price 5 1000 Carbon 150 1 999 99 6 1001 Aluminum 100 789 99 7 1002 Steel 100 1 259 99 8 1003 Steel 90 699 99 Figure 15 17 The Size and Properties dialog box DoubleTechs com Remote Computer Repair Page 227 Working with Objects Layering Objects Exercise e Exercise File Catalog15 11 xlsx By default the first object that you insert on a worksheet is assigned to the bottom layer of
332. o use it again Also if you make changes to a workbook you ll want to save it You can even save a copy of an existing workbook with a new name to a different location or using a different file type e Exercise Create a new workbook and save it with the file name Saved Workbook Type your name in cell Al and save the workbook with a new name Updated Workbook Save a new workbook 1 Click the Save button on the Quick Access Toolbar Favorite Links The Save As dialog box appears Address bar Other Ways to Save G amp Seve As Press lt Ctrl gt lt S gt Or click the Office Button GOE gt documents 4 search P and select Save a Organize 828 Views gt New Folder 2 pa ey i Name Date modif Type a i Tags 2 Specify the drive and or folder where you want to IE Documents a H 7 a My Google Gadgets save your workbook Recently Changed J My Received Files a Jd Updater5 The Save As dialog box has several controls that eels la My Sharing Folders j Computer Fi new file make it easy to navigate to locations on your EE renin computer I Music p Searches e Address bar Click a link in the Address bar to More open it Click the arrow to the right of a link to Folders A open a list of folder within that location Select a lt lt w folder from the list to open it Sie ato ee 7 e Authors Steve Mei Tags Add a ta e Favorite Links Shortcuts to common
333. o which you want to add the row or column You will be able to add a new table row above the row you selected or add a new column to the left of the column you selected unless you selected the last column in which case you can also add a column to the right Tip Select only the columns or rows within the table for more inserting options For example clicking a column header does not allow you to choose if you want to insert new columns to the right or left 2 Click the Home tab on the Ribbon and click the Insert button list arrow The options available here change depending on the cell s that are selected in the table or sheet 3 Select the insertion option you want to use A row or column is inserted into the table DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps10 2 xlsx e Exercise Add a row to the bottom of the table and enter this data Martinez Elsa North Manager 21000 Add two columns to the right of the Sales column Continue with the rest of the exercise if you would like to practice entering data and formulas In the first new column enter this data Commission 05 10 05 05 10 Select the Commission column and apply Percent Style number formatting to the cells In the last column enter Commissions as the header and apply Decimal number formatting to the column Decrease the decimal to show no decimal places In cell G2 enter the formula E2 F2 You do not ne
334. ocked once the sheet is protected Unlock the cells so they are editable 4 Select Lock Cell Now when you protect the sheet the cell range won t be locked Tip Locking and unlocking cells only takes effect once the sheet is protected Other Ways to Unlock Lock Cells Select the desired cell s click the Home tab on the Ribbon click the Format button in the Cells group and select Format Cells Click the Protection tab Remove the check mark from the Locked option and click OK Make graphics editable in a protected worksheet Before protecting the worksheet you should also unlock any graphic objects that you will want users to be able to modify DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 10 xlsx e Exercise Unlock the cell range B4 G9 Protect the worksheet but don t enter a password Try to type in cell B3 Change cell B4 to 14 000 Unprotect the worksheet Oy Sales6 10 Microsoft Excel poe F cn O Home reser Page Layout Formulas Data Fie Whew W a XY E K cabri i1 E m Custom il A anete E BF 4u B A E AN EET H a J gt Delete a 4 Pante 7 a a aT e DE PRH AA a E 2 Cipboond Font J Aigner 3 Number Cell Size B4 ki i 12000 ILo Row Height Autor Row Height i Column width income amp Expenses alumn Width Aofi Column Wih an Feb Mar Apr Ma Default Width 127 000 17 000 18 500 16 500 15 5 Visibility Hide a
335. of the column that contains values you want to calculate 2 Click the cell s list arrow and select the calculation you want to perform Table 10 2 Total Row Calculation Options describes the different types of calculations that Excel can perform in the Total row Table 10 2 Total Row Calculation Options None No function is inserted Average Calculates the average or arithmetic mean of the numbers in the column Count Counts the number of all nonblank cells regardless of what they contain Count Numbers Counts the number of cells that contain numbers including dates and formulas Ignores all blank cells and cells that contain text or errors Max Returns the largest value in a column Min Returns the smallest value in a column Sum Adds all of the numbers in a column StdDev Estimates standard deviation based on a sample The standard deviation is a measure of how widely values are dispersed from the average value Var Estimates variance based on a sample More Functions Opens the Insert Function dialog box where you can choose a different function to perform on the column s values DoubleTechs com Remote Computer Repair Page 150 Working with Tables Working with Table Data Working with data is made easier by using a table The advantages include automatic filtering and sorting calculated columns and structured references Filter and sort in a table When you create a table a filter button that
336. om Number Format You learned how to format values numbers in a previous lesson in this chapter Excel comes with a huge number of predefined number formats you can use With so many available number formats it is unlikely that you will ever need to create your own custom number format but if you do here s a brief overview 1 Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Number group 2 Click Custom in the Category box This is where you can modify a copy of an existing format code to meet your specifications A custom number format is created by specifying format codes that describe how you want to display a number date time or text Table 16 4 Format Codes for Numbers and Dates gives some examples of how to use these codes when creating custom number formats Tip The sample area of the number dialog box becomes very important when you re creating custom number formats Watch the sample area carefully to see how the custom number format 3 Inthe Type list select a number format that you want to customize The number format appears in the Type box 4 Make changes to the number format in the Type box using the format codes shown in Table 3 4 Format Codes for Numbers and Dates Refer to the table below for more information on entering custom number formats Table 16 4 Format Codes for Numbers and Dates Exercise e Exercise File CustomizingExcel xlsx e Exercise Select cel
337. on button in the Data Tools group on the Data tab C You must protect the worksheet to use the data validation feature D Data validation lets you restrict which type of information is entered in a cell Which of the following is NOT a delimiter that Excel can use to split cell data A Space B Semicolon C Comma D AIl of these are common delimiters The Remove Duplicates button is found in the group on the Data tab on the Ribbon A Data Tools B Sort amp Filter C Outline D Analysis You can group rows and columns manually by selecting them True or False You should sort data before you group and summarize its information using the Subtotals command True or False DoubleTechs com Remote Computer Repair Page 279 124 125 126 127 128 129 130 131 132 133 134 You can consolidate by when the data in all the worksheets is arranged in exactly the same order and location A position B category C absolute reference D column The cells you reference don t need to be in the same position on each sheet or even have the same labels to be consolidated using formulas True or False A hyperlink is text or an image that points to a file a specific location in a file or a Web page on your computer on a network or on the Internet True or False To create a Web page from a workbook you need to have a basic understanding of HTML True or False To import data into Excel
338. onal Formatting button in the Styles group A menu appears Here you have several conditional formatting rules to choose from Highlight Cells Rules These conditions focus on general analysis Preset conditions include Greater Than Less Than Between Equal To Text That Contains Date Occurring Duplicate Values Top Bottom Rules These conditions focus on the high and low values in the worksheet Preset conditions include Top 10 Items Top 10 Bottom 10 Items Bottom 10 Above Average Below Average 3 Point to Highlight Cells Rules or Top Bottom Rules and select a conditional formatting rule A dialog box appears allowing you to specify the details relating to the rule For example 1f you selected the Greater Than rule in the Format cells that are GREATER THAN box you can enter a value or click a cell to enter a cell reference Then you can click the list arrow and select the formatting you want to apply to cells that fit the criteria you set in this example cells that are greater than the value you entered 4 Complete the dialog box to define the condition 5 Click OK The conditional formatting is applied to the cells DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales4 9 xlsx e Exercise In the cell range B4 G4 use conditional formatting to highlight cells that are below the cell range s average Add Blue data bars to cells B10 G10 Add the 3 Arrows colored icon set
339. ons in the Edit Data Source dialog Select Data Source dialog box box to add or remove the Series and Categories you want to include then click OK 6 Press the lt Enter gt key You return to the Select Data Source dialog box Other Ways to Confirm the Cell Selection Click the Chart Data Range reference button 7 Click OK The chart updates to reflect that data from the new cell range Tips v You can switch the rows and columns of data in a chart so they appear in opposite positions Select the chart Under Chart Tools on the Ribbon click the Design tab Click the Switch Row Column button in the Data group DoubleTechs com Remote Computer Repair Page 85 Creating and Working with Charts Using Chart Templates You can save a template of a chart that you ve customized with your own layouts and formatting Then you can use the template to create similar charts in the future Save a chart as a template When you save a chart as a template that chart s properties are saved for easy future use 1 Select the chart you want to save as a template 2 Under Chart Tools on the Ribbon click the Design tab and click the Save as Template button in the Type group The Save Chart Template dialog box appears 3 Type a name for the template in the File name box and click Save Create a new chart using a template Once you ve saved a template you can use that template to create a new chart 1 Open a
340. ontains its own cell location as a reference it results in a circular reference and the formula can t calculate correctly To locate circular references in your worksheet click the Error Checking list arrow in the Formula Auditing group point to Circular References and select a cell that contains a circular reference from the list Table 8 4 Excel Errors HHHH The numeric value is too wide to display within the cell You can resize the column by dragging the boundary line between the column headings VALUE You entered a mathematical formula that references a text entry instead of a numerical entry DIV 0 You tried to divide a number by zero This error often occurs when you create a formula that refers to a blank cell as a divisor NAME You entered text in a formula that Excel doesn t recognize You may have misspelled the name or function or typed a deleted name You also may have entered text in a formula without enclosing the text in double quotation marks N A This error occurs when a value is not available to a function or a formula If certain cells on your worksheet contain data that is not yet available enter N A in those cells Formulas that refer to those cells will then return N A instead of attempting to calculate a value REF The REF error value occurs when a cell reference is not valid You probably deleted a cell range that is referenced in a formula NUM The NUM error value occurs when you use an
341. ook that contains styles that you want to copy into the current workbook click the Cell Styles button in the Styles group and select Merge Styles Style includes Number Alignment Eont Border 4 Fill Protection Style name Income amp Expensed General Calibri Body 11 Text 1 Shaded Figure 4 11 Use the Style dialog box to modify duplicate or create a new cell style DoubleTechs com Remote Computer Repair Page 64 Formatting a Worksheet Using Document Themes A theme is a set of unified design elements that you can apply to a worksheet to give it a consistent look and feel Document themes coordinate the look of a worksheet with theme colors theme fonts and theme effects e Theme Colors A set of eight coordinated colors used in formatting text and objects in the worksheet e Theme Fonts A set of coordinated heading and body font types e Theme Effects A set of coordinated formatting properties for shapes and objects in the document Apply a document theme Applying a document theme affects all elements of the worksheet colors fonts and effects 1 Click the Page Layout tab on the Ribbon and click the Themes button in the Themes group A list of built in document themes appears The default theme is Office Tip You may browse for additional themes online by clicking More Themes on Microsoft Office Online Or if a theme i
342. option in Excel for publishing a workbook to a server A Internet Fax B Excel Services C Document Management Server D Create Document Workspace 74 Once you have created a template you can use it to create new workbooks True or False 75 You can work with headers and footers easiest in Page Layout View True or False 76 In Page Break Preview view you can move a page break by clicking and dragging it to a new location True or False 77 Which of the following is NOT a preset margin size setting available in Excel A Large B Normal C Wide D Narrow 78 The default paper size in Excel is A Legal B Letter C Executive D A4 DoubleTechs com Remote Computer Repair Page 275 79 80 8l 82 83 84 85 86 87 88 89 The Sheet Options group on the Page Layout tab has commands that allow you to view or print which of the following A The Formula Bar B Formulas C Page numbers D Gridlines In the Print dialog box you CANNOT select how many copies you want to print True or False To change the order of evaluation enclose the part of the formula to be calculated first in parentheses True or False Which of the following is NOT a category of functions in Excel A Scientific B Financial C Logical D Math amp Trig By default Excel recalculates the formulas in a workbook whenever you change a value that affects another value True or False You can define
343. or ranges of cells Tips v You may cut copy and paste any item in a worksheet such as clip art or a picture in addition to cell data Copy cells When you copy a cell the selected cell data remains in its original location and is added to the Clipboard 1 Select the cell s you want to copy Tip If you want to cut or copy only selected parts of a cell s contents double click the cell to display a cursor and select the characters you want to cut 2 Click the Home tab on the Ribbon and click the Copy button in the Clipboard group Other Ways to Copy Cells Press lt Ctrl gt lt C gt Or right click the selection and select Copy from the contextual menu Cut cells When you cut a cell it is removed from its original location and placed in a temporary storage area called the Clipboard 1 Select the cell s you want to cut 2 Click the Home tab on the Ribbon and click the Cut button in the Clipboard group A line of marching ants appears around the selected cells and the message Select destination and press ENTER or choose Paste appears on the status bar Other Ways to Cut Cells Press lt Ctrl gt lt X gt Or right click the selection and select Cut from the contextual menu Tip When you cut cells you have a shortcut to pasting them select the destination and press lt Enter gt DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales3 2 xlsx
344. orkbooks Create a custom table style Table elements that have been formatted in the custom style 1 Click the Home tab on the Ribbon and click the appear with bold formatting Format as Table button in the Styles group New Table Quick Style 2 Select New Table Style ae Sve Table Element Preview The New Table Quick Style dialog box appears Whole Table First Column Stripe Other Ways to Display the New Table Quick Seran Colana Siripe 5 IF ow Stripe Style Dialog Box Second Row Stripe Select an existing table click the Design tab on a the Ribbon and click the More button in the Table Header Row Styles group Select New Table Style a 3 Type aname for the style in the Name text box ee Bold Left Right Top Bottom InsideVertical InsideHorizontal Now set the formatting for the table elements des lt ecaied 4 Select an element in the Table Element list then click Format Set as default table quick style for this document The Format Cells dialog box appears Formatting options selected here will make up the new style Figure 10 15 The New Table Quick Style dialog box 5 Select formatting options from the Font Border and Fill tabs Click OK Format Cells As you make formatting changes the Preview area of Font Border Fill the New Table Quick Style dialog box shows you Background Color Pattern Color how your new table style will look No Color Automatic z L LL
345. osulievacosseccan sadundes T E E EE 65 Applying Conditional TON Mla CHING acsc2neccscseconmceceseccsacecatnenecesasaienaeonetsccauescuesaceneseyanendiecascaudascancoeeecaccajestuanaiteaeasgecanans 67 Creating and Managing Conditional Formatting Rules cccccccssssseccceeeeseeseeeeeeeeeeeeeeeeeeeeeeeesseaaeeceeeeeeesaaaaaeees 69 Finding and Replacing Formatting cccccccccsssecccesseeeceessccceseeecsaueeecseseecseusecessageecsageeeeseseeesseageeessaeseesssageeenss 71 Creating and Working with Charts ax iicisicsece ts saiceeesss suey sunceetescenawersceu sues yenvewtveced sav seeedouwsscseiewewveuescevedestandewivscans 72 AFCA A GRAMM ET E A EA I E sasatess EAA A sce aussenndsadesst E 73 FOS IZING and Moving a all emeren a eT TE A aa Tri aTa aiai OTa aa apii 75 nih DoubleTechs com Remote Computer Repair Page 3 ONAN VANE YDE oani EE E EE E EE E E EENET EE A E E 76 Applying Built in Chart Layouts and Styl s ccccccccccsscccceeeseeeesseceeeeeeeeeeeeeeeeeeseeseseeeeeeeeesseaaaeeeeseeesesssaaaeeeeeeees 77 Working With Chart EOC S seaincarscracscarerndeansansieatcnasiaednieadeutemmetaxeseeosagesmitapCeutemaxtiad snatsaieeatbanwantdineew eetncseted semessicasicanneeteloansiens 78 Working WIN CHa CS sessies case ncienteciesinaescloaiaeieattmcaosinatteineeiaeseieainssatemaanad one tacleestoanwantulonsatiatinehosasemesseenicannenacoaseiees 80 Working with Chart Background ccccccccccseseeeeeecaeeseceeeeueeeeeeeaeeee
346. ote Computer Repair Page 265 Appendix of Common Functions Exercise Database Functions l S e Exercise File None required Database functions return results based on filtered criteria All the database functions use the same basic syntax Function database field criteria The arguments include e Exercise Become familiar with Excel s Database functions e Database The cell range that makes up the list or database e Field Indicates which column is used in the function You can refer to fields by their column label enclosed with double quotation marks such as Name or as a number that represents the position of the column in the list 1 for the first column 2 for the second and so on not the column heading numbers e Criteria Is a reference to the cell or cell range that specifies the criteria for the function For example you might only want to total records from a certain region Table 17 6 Overview of Database Functions DAVERAGE DAVERAGE database field Find the average of values in a column in a list or database that criteria match the criteria you specify DCOUNT DCOUNT database field Counts the number of cells that contain numbers from a list or criteria database that match the criteria you specify DGET DGET database field criteria Extracts a single record from a database that matches the criteria you specify DMAX DMAX database field Returns the largest value from a database tha
347. ou created 8 Click the Close button The Scenario Manager closes Tips v To edit a scenario select the scenario in the Scenario Manager dialog box and click the Edit button Display a scenario Once you have created scenarios in a worksheet you can display the worksheet using the values from those scenarios 1 Click the Data tab on the Ribbon click the What If Analysis button in the Data Tools group and select Scenario Manager from the menu The Scenario Manager dialog box appears 2 Select the scenario that you want to display and click the Show button The worksheet s values are changed to the values you specified in the scenario Scenario Manager Scenarios Changing cells Comment Created by User Figure 12 3 The Scenario Manager dialog box DoubleTechs com Remote Computer Repair Page 174 Analyzing and Organizing Data Creating a Scenario Report A scenario summary report is a single compiled report that summarizes the results from several scenarios It s easier to read than switching between different scenarios Create cell names The first step in creating a scenario summary report is to create names for the cells that change 1 Select the cells involved in the scenario and the labels you want to use to name them 2 Click the Formulas tab on the Ribbon and click the Create from Selection button in the Defined Names group The Create Names from Selection dialog box appea
348. ove a shape simply click and drag the shape to a new location within the SmartArt graphic s frame DoubleTechs com Remote Computer Repair Page 231 Working with Objects Formatting SmartArt Excel 2007 has a variety of SmartArt layouts and styles that allow you to format your SmartArt graphics with the click of a button Change layouts If you find that the layout you selected isn t the best fit for your data you can easily switch to a different layout 1 Select the SmartArt graphic and click the Design tab on the Ribbon under SmartArt Tools 2 Select a layout from the Layouts group The selected layout is applied Tip To view more layouts click the More button in the Layouts group click More Layouts to display the SmartArt Graphic dialog box Other Ways to Change Layouts Right click the SmartArt graphic and select Change Layout from the contextual menu Select a new layout and click OK Change colors If you don t like the color that has been assigned to your SmartArt graphic by default change it 1 Select the SmartArt graphic and click the Design tab on the Ribbon under SmartArt Tools 2 Click the Change Colors button in the SmartArt Styles group The Color Gallery appears 3 Select the color variation that you want to use Excel updates the SmartArt graphic accordingly Change styles Changing the style of a SmartArt graphic is an easy way to spice up its appearance A style is a s
349. owing is NOT a type of number formatting A Number B Accounting C Dollar D Percentage The feature automatically resizes columns or rows to best fit cell contents A AutoFit B AutoSize C AutoAdjust D FitRight You can align cell contents horizontally but not vertically within a cell True or False The Border list arrow is located in the __ group on the Home tab A Alignment B Clipboard C Font D Number Click the Format Painter button once to apply it once or twice to apply it multiple times True or False Excel contains preset formatting styles that you can quickly apply to cells True or False DoubleTechs com Remote Computer Repair Page 272 44 Document themes consist of A Theme colors B Theme fonts C Theme effects D All of these 45 allows you to highlight cells that meet specific criteria A Conditional formatting B Font formatting C Filtering D Find and replace 46 Which of the following is not a conditional format that can be applied to cells A Data Bars B Characters C Color Scales D Icon Sets 47 You can preview how a new conditional formatting rule looks before you apply it True or False 48 You cannot edit a conditional formatting rule after you ve created it True or False 49 Which of the following types of items can NOT be found using Excel s Find feature A Formulas B Comments C Conditional Formatting D Styles 50 A line chart A displays trends over t
350. own Bikes on all three worksheet tabs Symbol Font Calibri T A Alalclelele rift eletolelelzl lototolotrielE Recently used symbols jelalelel lols Character code OOAE tl s 2 e x REGISTERED SIGN from Unicode hex set ee Figure 15 31 The Symbol dialog box Page 236 Advanced Topics Customizing the Quick Access Toolbar 238 Add commands to the Quick Access TOON ese E A 238 Move the Quick Access Toolbar below the FADO OM ricente E 239 Using and Customizing AutoCorrect 240 How AutoCorrect works ccceeeeeeees 240 Create an AutoCorrect entry 06 240 Changing Excel s Default Options 242 Recovering Your DoOCUMENTS c0ssseeeeeeees 243 Understand how AutoRecover works 243 Change AutoRecovery settings 244 Using Microsoft Office Diagnostics 245 Viewing Document Properties and Finding a FNS EE E E E 246 View document properties 0065 246 Find a file ar ass auto acaesasuatctemanaeutiannasuaatens 246 Saving a Document as PDF or XPG 247 Download ACC IN cececeeeeeeeeeeeeeeeees 247 Save to PDF or XPS ccccceeseeeeeees 247 Adding a Digital Signature to a Document 249 Preparing Documents for Publishing and Distribution iicvenivenavveniviveanstinccu
351. ox to link the object to the file Changes to the file will be included in the object in Excel 2 Select a the tab for the type of object you want to insert Select the object type or file and click OK Excel inserts a new object of the selected type or inserts the selected file The tabs on the Ribbon change to provide you with the commands available in the program of the embedded object For example if you inserted a PowerPoint presentation object you d see tabs that you normally find in the PowerPoint program 3 Edit the object using the available commands Tip To delete an embedded object select it and press lt Delete gt Exercise e Exercise File Catalog15 16 xlsx e Exercise Display the Satisfaction worksheet and insert a PowerPoint presentation object Click the Design Animations Slide Show and View tabs to see the PowerPoint commands that are available then delete the PowerPoint object Object Create New Create from File Object type Bitmap Image a Microsoft Equation 3 0 Microsoft Graph Chart Microsoft Office PowerPoint 97 2003 Presentation Microsoft Office PowerPoint 97 2003 Slide Microsoft Office PowerPoint Macro Enabled Presentation Microsoft Office PowerPoint Macro Enabled Slide Microsoft Office PowerPoint Presentation Result W 4 F Display as icon Inserts a new Microsoft Office i gt PowerPoint Presentation object into your
352. pdated when directed by the user 2 Select a calculation option a Calculate Now button ganal y If you select an option other than Automatic you will Calculation need to tell Excel when you want to recalculate The Options x LH Calculate Sheet button Calculate Now button calculates the entire workbook when you click it while the Calculate Sheet button only calculates the current worksheet Calculation Figure 8 7 The Calculation group on the Formulas tab 3 Click the Calculate Now or Calculate Sheet button in the Calculation group The workbook or worksheet recalculates DoubleTechs com Remote Computer Repair Page 123 More Functions and Formulas Defining Names Exercise e Exercise File Sales8 3 xlsx Defining a name makes your formulas much easier to understand and maintain For example you could name the cell range B16 H16 Total Sales Then instead of totaling sales with the formula SUM B16 H16 you could use the defined name to create the more legible formula SUM TotalSales e Exercise Create defined names for each of these cell ranges B5 B8 C5 C8 D5 D8 and name them JanExpenses FebExpenses and MarExpenses respectively You can define a name a cell range formula constant or table Define a name for a cell range Defined name You can define a name for a cell cell range or even multiple non adjacent cells that you have selected 1 Select the cells you want to name
353. ple can use the same shared workbook simultaneously e Excel keeps track of any changes made to a shared workbook when they were made and who made them e You can review and accept or reject any changes made to a shared workbook You can also fax or e mail copies of a workbook to other people Share a workbook You can share a workbook on a network where users can simultaneously modify it This is very useful for collaboration O Trap Some features merged cells charts graphics conditional formats macros PivotTable reports hyperlinks and worksheet protection can t be modified in a shared workbook 1 Click the Review tab on the Ribbon and click the Share Workbook button in the Changes group The Share Workbook dialog box appears 2 Click the Allow changes by more than one user at the same time check box if it is not already selected Click OK The workbook is now ready to be shared All you have to do is save the workbook in a location that is accessible to other people 3 Make sure you save the workbook where it is accessible to other users i e a shared folder on a network drive Now that the workbook is shared you or other users can track any changes made to the workbook Other Ways to Share a Workbook on a Network Click the Review tab on the Ribbon and click the Protect and Share Workbook button Select the Sharing with track changes option enter a password and click OK The workboo
354. ppears 3 Click the topic that best matches what you re looking for Excel displays information regarding the selected topic Browse for help 1 Click the Microsoft Office Excel Help button on the Ribbon The Excel Help window appears 2 Click the category that you want to browse The topics within the selected category appear 3 Click the topic that best matches what you re looking for Excel displays information regarding the selected topic Choose the Help source If you are connected to the Internet Excel 2007 retrieves help from the Office Online database by default You can easily change this to meet your needs 1 Click the Search button list arrow in the Excel Help window A list of help sources appears 2 Select an option from the list Now you can search from that source DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Search the term formatting numbers Browse topics in the Worksheet and Excel table basics category of Help Search the term formatting numbers again using help files from this computer only Choose a help source Enter search keywords here Browse help topic categories Excel Help and How to Browse Excel Help What s new Setting help Installing Accessibility File conversion and compatibility Workbook management Worksheet and Excel table basics Formula and name basics Function reference Filter
355. r False Once you apply a table style to a table you can t change it to a different one True or False Which of the following is NOT a formatting option in the Table Style Options group A Header Row B Checkered Rows C Banded Columns D First Column You can create a new table style using the dialog box A New Table Style B Custom Table Style C New Table Quick Style D Create Table Style When you convert a table to a range the table formatting remains applied to the cells True or False You can create a PivotTable in its own new worksheet or in one that already exists in your workbook True or False Specify the data you want to use in the PivotTable in the task pane A Select Fields B Specify Fields C PivotTable Field List D PivotTable Layout Which of the following is NOT a calculation available in the Value Field Settings dialog box A Count B Average C StdDev D These are all available You can filter a PivotTable by dragging a field into the box in the PivotTable Field List A AutoFilter B Report Filter C Pivot Filter D Data Filter Which of the following is NOT a button found in the Layout group on the Design tab A Header Row B Grand Totals C Report Layout D Blank Rows You can group any type of PivotTable item except for dates True or False When you make changes to your PivotTable s source data the PivotTable refreshes automatically to include the edits True or False DoubleTec
356. r May June Income 12 000 17 000 18 500 16 500 15 500 17 050 Supplies 1 200 2 500 3 000 3 500 3 500 3 850 Office 500 600 700 800 800 880 Wages 7 000 7 000 7 000 7 000 7 000 7 700 Utilities 3 000 3 000 3 000 4 000 4 000 4 400 Total Exp 11 700 13 100 13 700 15 300 15 300 16 830 WO OWN DW Ae Win ke Net Inc 5 300 3 900 4 800 1 200 200 220 Figure 4 22 The formatting of headings in cell range B3 G3 is updated through finding and replacing formatting Page 71 Creating and Working with Charts Creating a Chat t ssssssseeecccssssnssseeeeeeeeees 73 Resizing and Moving a Chart sssseeeeees 75 Resize a Chalt cccccceecccseseeeeeeeeseeeeeees 75 Move a chart within a worksheet 75 Move a chart to another worksheet 75 Changing Chart Type ccccccsssssseeeeeeeeeeeees 76 Applying Built in Chart Layouts and Styles 77 Working with Chart Labels ccccsssssesseeees 78 Add or adjust a chart label 00 78 Edit chart label text cceeeceesseeeeeees 79 Working with Chart AX S csscessssesseeeseeees 80 Adjust how an axis is displayed 80 Use the Format Axis dialog box 80 Working with Chart Background 0000 81 Working with Chart Analysis Commands 82 Formatting Chart Elements ssecesesessee 83 Changing a Chart s Source Data
357. r additional axes DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 6 xlsx e Exercise Display the vertical axis in thousands and remove the Dollars axis label the Thousands label will be visible Add minor outside tick marks to the vertical axis Table 5 2 Format Axis Dialog Box Minimum By default Excel chooses the minimum and maximum maximum axis values for you but you can values adjust the scale of an axis by selecting Fixed and entering your own values Major minor Excel determines the axis unit of measure by unit default but you can select your own here Display units Choose the units you want to use to display axis values for example in thousands or millions Major minor Select whether or not you want to display tick mark major or minor tick marks as well as type whether they are displayed inside outside or across the axis Axis labels Decide where you want axis labels located Page 80 Creating and Working with Charts Working with Chart Exercise Backg rou nds e Exercise File Sales5 7 xlsx e Exercise Apply a Gradient fill to the plot area and choose With background commands you can apply color to the the Daybreak preset color Hint Use the Format Plot area plot area of 2 D charts and the walls or floor of 3 D dialog box charts You can also adjust how 3 D charts are formatted and displayed Format Plot Area prt Fij 1 Select the chart 2
358. r click Step In to examine the source of a particular argument e Ignore Error Allows you to skip the current error and move to the next error in the worksheet e Edit in Formula Bar Places the cursor in the formula bar where you can directly edit the formula arguments and fix the error Tip You can click the Previous or Next buttons to move between errors in the worksheet and you can click the Options button to change the error checking rules Other Ways to display the Evaluate Formula Dialog Box Click the Evaluate Formula button in the Formula Auditing group 2 Click the button you want to use in the Error Checking dialog box Now you can follow Excel s advice to fix the error Other Ways to Fix an Error Select the cell that contains an error and point to the SmartTip icon that appears next to the cell A tip appears telling you why you are getting this DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales8 6 xlsx e Exercise Add 0 onto the end of the formula in cell B13 so that the DIV O error appears Then add A8 onto the end of formula in cell B14 so that the VALUE error appears Display the Error Checking dialog box and use the Edit in Formula Bar button to delete 0 from cell B13 and A8 from B14 Error Checking gt 7 button a gy 22 Home keet Fige Layoul H ruli Daa feview View w fF f EN spore call cy lt 2 Denne Mama ca
359. r suggests exercises to practice Move a page break ccccccseecceeeeeeeee 110 the topic of each lesson There are two Insert a manual page break 110 ways you may follow along with the Remove a page break cccseeeeeeeees 111 exercise files Adjusting Margins and Orientation 112 e Open the exercise file for a lesson Adjusting Size and Scalle 2 ssesseseee 113 perform the lesson exercise and close Adjust paper SIZE cceecceeeeseeeeeeeeeeees 113 the exercise file Scale 10 fil eee eee eee oe ee en ne en 113 oe e Open the exercise file for a lesson Adding Print Titles Gridlines and Headings 114 perform the lesson exercise and keep Advanced Printing Options 0esseeeee 116 the file open to perform the remaining Set Print area 00 eeeeeeeeeeeeeeeeeeees 116 lesson exercises for the chapter Print multiple worksheets The exercises are written so that you may Print multiple WorkDOOKS c00eeee 117 build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 107 Working with Page Layout and Printing Creating Headers and Footers You can use a header to include the same information at the top of every printed page or a footer to include information at the bottom of every page You can enter your own headers or footers insert built in ones or insert specific elem
360. rag showing you where the new column border will be Other Ways to Adjust Column Width Right click the column header s select Column Width from the contextual menu and enter the column width Or select the column header s click the Format button in the Cells group on the Home tab select Width and enter column width Adjust row height 1 Point to the row header s bottom border until the pointer changes to a 2 Click and drag up or down to adjust the height A dotted line appears as you drag showing you where the new row border will be Other Ways to Adjust Row Height Right click the row header s select Row Height from the contextual menu and enter the row height Or select the row header s click the Format button in the Cells group on the Home tab select Height and enter the row height Tips v As you adjust row or column size screen tips display the current height or width in points and pixels AutoFit columns or rows The AutoFit feature automatically resizes columns or rows to fit the cell in each column or row that has the widest or tallest contents 1 Double click the right border of the column s or bottom border of the row s DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales4 3 xlsx e Exercise Adjust the width of column A to 13 00 points and the height of row 1 to 24 00 points AutoFit columns B through G The screen tip displays the wid
361. rawing Tools 2 Click the Shape Outline button in the Shape Styles group The Shape Outline menu appears You have several options to choose from here as shown in Table 15 4 The Shape Outline Menu 3 Select an option from the menu Other Ways to Change the Outline of a Shape Right click the shape and select Format Shape from the contextual menu Click the Line Color or Line Style tabs select your options and click Close when you re finished DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 5 xlsx e Exercise Apply a yellow fill color to the star shape Apply an orange outline color to the shape and change the weight of the outline to 3 pt Apply the Intense Effect Accent 6 shape style Undo the actions of changing the weight of the outline and applying the shape style Table 15 3 The Shape Fill Menu Lets you select a fill color from the colors in the current theme Theme Colors Standard Colors Lets you select a fill color from one of the 10 standard colors No Fill Removes the fill color More Fill Colors Lets you select a fill color from one of the thousands of colors in the Colors dialog box Picture Fills the shape with a graphic you have on file Gradient Fills the shape with a gradient that gradually changes from one color to another Texture Fills the shape with a texture al 4 Shape Fill L Shape Outline al Shape Effects Shape Styles ly
362. reak up information as much as possible Each column should contain the same type of information Don t use duplicate field names So that Microsoft Excel can more easily detect and select the table Excel uses the labels to create reports and to find and organize data This makes the table more meaningful and organized This gives you more power to sort filter and manipulate the table This will make the table easier to read and understand Duplicate field names can cause problems when entering and sorting information DoubleTechs com Remote Computer Repair Page 146 Working with Tables Working with Table Size You can easily expand or reduce a table by using the Resize Table command the table sizing handle or by adding or deleting rows and columns Resize a table 1 Select a cell in the table 2 Under Table Tools on the Ribbon click the Design tab 3 Click the Resize Table button in the Properties group The Resize Table dialog box appears 4 Select the range you want to include in the table 5 Click OK The table is resized If cells are added to the table they are empty so you can enter data in the cells Other Ways to Resize a Table Click and drag the sizing handle in the lower right corner of the table to include more or fewer cells Or enter data in a cell below or to the right of the table Add table rows and columns 1 Select a cell in the table row or the table column next t
363. red the word through when you meant to type threw Excel wouldn t catch it because through is a correctly spelled word v The AutoCorrect feature automatically corrects commonly misspelled words for you as you type DoubleTechs com Remote Computer Repair Page 47 Editing a Worksheet Inserting Cells Rows and Exercise Notes Columns e Exercise File Sales3 7 xlsx e Exercise Select cell Al insert a new cell and shift the While working on a worksheet you may need to insert existing cells to the right Insert a new row between rows 9 new cells columns or rows When you insert cells the and 10 existing cells shift to make room for the new cells Qa HID Sales3 7 Microsoft Excel _ A Insert cells Home Insert Page Layout Formulas Data Review View Calibri qu S sa General Janset 8 ga BiuU Aa B EEZ B tCe 1 Select the cell or cell range where you want to insert iii eee we O pe cells Clipboard Font E Alignment a Number re Insert Sheet Columns Al K fe Sales amp Expenses Insert Sheet The number of cells you select is the number of cells B 2 E E i Sales amp Expenses to be inserted Jan Feb Mar Apr Sales 2 Click the Home tab on the Ribbon and click the Insert list arrow in the Cells group Select Insert office Wages 7000 Cells 9 Utilities 3000 10 Total Exp 13100 The Insert dialog box appears Here you can tell a 12
364. resize control in the status bar Salesh 24 Mecranoft Excel Pas Home insert Page Layout Norra Data Renea wrew j i a1 a Q ij r Shaw VWindew i eal cane Arrange All k emai Page Show Hide Zoom 100 Toon te EE E Layout Selection tl Freeme Panes Worlapace Workbook vei Linii rile Al a Income amp Ex 565 fan Feb Mar Apr May fune Income 17 000 17000 5 18 500 416 500 515 500 4 17 050 Je income Expestisies Supplies 1 200 2 500 3 000 3 500 3 500 3 850 ofice SO GOO Wages 7 000 7 Utilities LOO 1H 10 Total Exp 11 700 13 100 fey Rw 13 Net Ine 300 3 900 13 Hab Mw Sheetl Sheet Sheed AI Ready 2 Figure 6 5 A workbook with multiple windows of the workbook open Page 90 Managing Workbooks Splitting and Freezing a Exercise Workbook Window e Exercise File Sales6 3 xlsx e Exercise Select cell B4 and split the window into panes Splitting or freezing a workbook window allows you to Move the vertical and horizontal scroll bars in the panes on hold certain sections of a worksheet in place while the right side Remove the split Keep cell B4 selected and scrolling to view other areas It is especially useful if you freeze panes Try moving the scroll bars then unfreeze the are working with a large worksheet because you can lock Deo column and row headings in place while scrolling through your data
365. ress lt Ctrl gt lt K gt Or right click the cell and select Hyperlink from the contextual menu The Insert Hyperlink dialog box appears There are four different types of Hyperlink destinations you can create e Existing File or Web Page Creates a link that takes you to another Excel workbook or to a file created in another program such as a Microsoft Word document or to a Web page on the Internet e Place in This Document Takes you to a bookmark in the same document e Create New Document Creates a new Excel workbook and inserts hyperlinked text into your existing workbook that connects to the new one e E mail Address Creates a clickable e mail address 3 Either browse to or enter the hyperlink s destination and click OK The hyperlink is created Now whenever you click the hyperlink Excel will take you to the hyperlink s destination file or the location that you specified Tips v To edit an existing hyperlink right click the hyperlink and select Edit Hyperlink from the contextual menu v To remove a hyperlink right click the hyperlink and select Remove Hyperlink from the contextual menu DoubleTechs com Remote Computer Repair Exercise e Exercise File TradeShow13 1 xlsx Mileage13 1 xlsx e Exercise Open the TradeShow 13 1 xlsx workbook Type Mileage Report in cell A10 then hyperlink that text to the Mileage13 1 file in your Practice folder Click the hyperlink you just created
366. rganize the objects on your worksheets Align objects The Align command aligns objects relative to one another 1 Select all the objects that you want to align 2 Click the Format contextual tab on the Ribbon and click the Align button in the Arrange group A menu of alignment options appears 3 Select an alignment option from the menu The selected objects are aligned accordingly Distribute objects The Distribute command spaces out selected objects equally 1 Select all the objects that you want to distribute 2 Click the Format contextual tab on the Ribbon and click the Align button in the Arrange group 3 Select either Distribute Horizontally or Distribute Vertically from the list The selected objects are distributed so that equal Space appears between each object Exercise e Exercise File Catalog15 9 xlsx e Exercise Display the Wheels worksheet and align the images with the bottom most image Then distribute the objects horizontally Catalog15 9 Microsoft Excel View Picture Tools Arrange Format Erim x QP Picture Shape i Bring to Front 3 aad ZPicture Border Bysendto Back 2 align Left T Q Picture Effects Ty Selection Pane 3 Align Center Align Right Tjt Align Top Home Insert Page Layout Formulas Data Review Brightness lat meena P Contrast Py g p YyRecolory hy eee Adjust Picture Styles g
367. rkbooks from being viewed or modified as well as protect the structure of workbooks and the position of workbook windows Protect an entire workbook You can set a password so only authorized users can view or modify a workbook 1 Open the workbook you want to protect 2 Click the Office Button Select Save As The Save As dialog box appears 3 Click the Tools button and select General Options The General Options dialog box appears There are two types of passwords you can create e Password to open Enter a password here to require users to enter a password to view the workbook This password is encrypted making it more secure e Password to modify Enter a password here to require users to enter a password to save changes to the workbook This password is not encrypted You can enter just one or both passwords depending on the type of protection you want for the workbook Passwords are case sensitive 4 Enter passwords in the password text boxes as desired then click OK O Tip If you want Excel to suggest to users upon opening the workbook that they open it as a Read only file which means they can view the workbook but not save changes select the Read only recommended check box as well The Confirm Password dialog box appears 5 Re enter the password s and click OK You return to the Save As dialog box 6 Click Save If you have previously saved the workbook another dialog box will appear 7
368. rmatting characteristics you want to find attached to the text in the Find what text box DoubleTechs com Remote Computer Repair Page 51 Editing a Worksheet Using Cell Comments Sometimes you may need to add notes to a workbook to document complicated formulas or questionable values or to leave a comment for another user Excel s cell comments command helps you document your worksheets and make them easier to understand Think of cell comments as Post It Notes that you can attach to any cell Cell comments appear whenever you point at the cell they re attached to Insert a comment 1 Click the cell you want to attach a comment to 2 Click the Review tab on the Ribbon and click the New Comment button in the Comments group 3 Type a comment 4 Click outside the comment area when you re finished Other Ways to Insert a Comment Right click the cell you want to attach a comment to and select New Comment from the contextual menu Type a comment View a comment 1 Point to the red triangle shaped comment marker that s located in the cell with the comment Tip To display a comment all the time click the cell with the comment then click the Review tab on the Ribbon and click the Show Hide Comments button in the Comments group Or click the Show All Comments button in the Comments group to display all the comments in a worksheet at once Edit a comment 1 Click the cell that contains the comment you wan
369. rmulas Formulas with Multiple Operators 119 Inserting and Editing a Function 120 Insert a function using the Insert Function dialog OX sae cesiwnnies osegteesacesecexsetesicavesaces 120 Insert a function using the Function Library PENE ENPE N EEE EE 121 Edit a PUNCTION seicisnrnsiaarinninan aa 121 AutoCalculate and Manual Calculation 122 Use AutoCalculate ccccceeeceeeeeeeees 122 Change AutoCalculate options 122 Manual formula calculation options 122 Defining Names ccccccsesseessesseeesensseeseeneeees 124 Define a name for a cell range 124 Define names with the New Name dialog DON EE 124 Using and Managing Defined Names 126 Use defined names cccccseeceeeeeeees 126 View defined names c sccccesseeeeees 126 Edit defined Subheading 0088 126 Delete defined NaAMES c cccccseeeees 127 Displaying and Tracing Formulas 128 Display formulas cccsseseeeeseeeeeeeeeees 128 Trace formula precedents and dependents PEE A E E E 128 Use the Watch Window cccceeee 129 Understanding Formula Errors 000000 130 Formulas are the heart and soul of a spreadsheet Without formulas Excel would be nothing more than a grid for displaying numbers and text As you will see in this chapter formulas can do a lot more than just adding subtrac
370. round button Browse to and select the image you want to use as the worksheet background Click Insert DoubleTechs com Remote Computer Repair Page 61 Formatting a Worksheet Using the Format Painter If you find yourself applying the same cell formatting again and again then you should familiarize yourself with the Format Painter tool The Format Painter allows you to copy the formatting of a cell or cell range and apply it elsewhere 1 Select the cell s with the formatting you want to copy 2 Click the Home tab on the Ribbon and click the Format Painter button in the Clipboard group Other Ways to Access the Format Painter Button Select the cell s with the formatting options you want to copy then right click the selection Click the Format Painter button on the Mini Toolbar The mouse pointer changes to indicate it is ready to apply the copied formatting Tip Single click the Format Painter button to apply copied formatting once Double click the Format Painter button to apply copied formatting as many times as necessary then click it again or press the lt Esc gt key to deactivate the Format Painter 3 Click the cell to which you want to apply the copied formatting The copied formatting is applied DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales4 6 xlsx e Exercise Use the Format Painter to copy the bottom border formatting from the cell range B9 G9 to the range B10
371. roup Click one of the rule types then click More Rules Manage rules You can manage all aspects of conditional formatting creating editing and deleting rules in one place using the Rules Manager 1 Select the cell range with the conditional formatting you want to manage 2 Click the Home tab on the Ribbon and click the Conditional Formatting button in the Styles group DoubleTechs com Remote Computer Repair Page 69 Formatting a Worksheet 3 Select Manage Rules The Conditional Formatting Rules Manager dialog box appears The rules applied to the selected cells appear in the dialog box Use these buttons to manage the rules e New Rule Create a brand new conditional formatting rule e Edit Rule Edit the selected formatting rule e Delete Rule Delete the selected rule from the worksheet Tip If you don t select a cell range where conditional formatting is applied you can view all the rules in the worksheet Click the Show formatting rules for list arrow and select This Worksheet 4 Manage the formatting rules Click OK when you are finished Clear rules The Clear Rules command helps you remove conditional formatting rules from your worksheet 1 Click the Home tab on the Ribbon and click the Conditional Formatting list arrow in the Styles group If you want to clear only a selection of cells first select the cell range 2 Point to Clear Rules 3 Select Clear Rules from Select
372. rs 3 Select the option that describes where the labels are located in the selected cell range The labels that are in the selected cell range will be used as names 4 Click OK The cells are named using the labels Create a Scenario Summary report Once you ve created at least two scenarios and have named cells you can create a summary report 1 Click the Data tab on the Ribbon click the What If Analysis button in the Data Tools group and select Scenario Manager from the menu The Scenario Manager dialog box appears 2 Click the Summary button The Scenario Summary dialog box appears 3 Make sure the Scenario summary option is selected Next you need to specify the result cells These are the cells that are affected by the changing cells Tip Alternatively select the Scenario PivotTable report option to create a report that gives you an instant what if analysis of your scenarios 4 Select the result cell range and click OK A new Scenario Summary worksheet is added to the workbook that contains the summary report Exercise e Exercise File LoanPayment 2 2 xlsx e Exercise Select the cell range A3 F4 and name the cells from the selection Create a scenario summary report the result cell range is D4 F4 E Bottom row E Right column Figure 12 4 The Create Names from Selection dialog box 1 2 1 2 A 1 2 Scenario Summary 3 Current Val
373. s parts of a database function include e Database Is the cell range that makes up the list or database e Field Indicates which column is used in the function You can refer to fields by their column labels as long as you enclose them with double quotation marks such as Name You can also refer to fields as a number that represents the position of the column in the list 1 for the first column in the list 2 for the second and so on Make sure you refer to their position in the list and not the column heading numbers e Criteria Is a reference to the cell or cell range that specifies the criteria for the function This lesson explains how to use database functions by creating a formula with the simplest database function the DSUM function 1 Click the Insert Function button on the Formula bar The Insert Function dialog box appears 2 Click the Or select a category list arrow and select Database Functions that fall under this category are shown in the Select a function box 3 Select DSUM in the Select a function box and click OK The Function Arguments dialog box appears 4 Enter the required arguments for the DSUM function and click OK Tip It is important to understand how the field must be entered either the name in double quotations or by the number for example column A is 1 B is 2 and so on Other Ways to Use the DSUM Function in a Formula Write the formula using the syntax D
374. s your total budget is 35 000 you must spend at least 50 of the budget on Minnesota mailings and at least three mailings must go out in each state Based on this information and the fact that the number of mailings must be a whole number use Solver to calculate the maximum number of mailings you can send out to each State Add Ins Add Ins available _ Analysis ToolPak a Analysis ToolPak VBA _ Conditional Sum Wizard Cancel Euro Currency Tools __ Internet Assistant VBA Browse Lookup Wizard a Sealed tt Automation Solver Add in Tool for optimization and equation solving Figure 12 9 The Add Ins dialog box Page 179 Analyzing and Organizing Data 2 Click the Data tab on the Ribbon and click the Solver button in the Analysis group Solver Parameters The Solver Parameters dialog box appears First you Set Target Coll F need to tell Excel the target cell This is the cell that pane Pci aaa contains the formula you want to solve aes Ge cues Subject to the Constraints Options 3 Select the target cell in the worksheet E 2 E 6 integer ai ee SE 2 SES6 gt G 11 i aS P F 2 gt G 10 F 7 Change The cell reference for the target cell appears in the piei eee r Set Target Cell box 4 Select an Equal To option If you select the Value of option enter a value Figure 12 10 The Solver Parameters di
375. s and a horizontal one for categories 3 D charts have an additional depth axis while pie charts have no axes at all In addition different chart types display axes in different ways with values appearing on different axes and with axes exhibiting various scales In this lesson you ll learn how to display or hide axes adjust tick marks and labels and change the alignment and orientation of axis labels Adjust how an axis is displayed You can choose from different ways to display or even hide axes 1 Select the chart 2 Under Chart Tools on the Ribbon click the Layout tab and click the Axes button in the Axes group A menu appears allowing you to select whether you want to work with the vertical or horizontal axis 3 Point to an axis option A list appears with different display options 4 Select the axis display option you want to use from the list Tip To hide an axis select the None option Use the Format Axis dialog box You can fine tune axis values tick marks and label location using the Format Axis dialog box 1 Click the axis you want to adjust 2 Under Chart Tools on the Ribbon click the Format tab and click Format Selection in the Current Selection group The Format Axis dialog box appears 3 Click Axis Options The Axis Options pane appears The Format Axis Dialog Box table describes the options available here 4 Select the option s you want to use and click Close Repeat the process fo
376. s and hold the lt Shift gt key and click the last tab you want to select Both tabs and all tabs in between are selected To select non adjacent worksheets 1 Click the first sheet tab you want to select press and hold the lt Ctrl gt key and click the other tabs you want to select To select all worksheets 1 Right click a sheet tab and select Select All Sheets from the contextual menu Tips v When multiple worksheets are selected Group appears in the title bar at the top of the worksheet Y To cancel a selection of multiple worksheets in a workbook click an unselected sheet s tab Or right click a sheet tab that is selected and select Ungroup Sheets from the contextual menu DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 4 xlsx e Exercise Select Sheet2 Select Sheet and Sheet3 at the same time Cancel the multiple sheet selection and select only Sheet1 Sheet tabs 12 Net Inc 300 5 3 900 4 800 44 gt bt Sheeti Sheet Sheet3 2 Scrolls to the last ld 4 p sheettabinthe active workbook Scrolls to the first sheet tab in the active workbook Scrolls the next sheet tab into view Scrolls the previous sheet tab into view Figure 6 8 Sheet tabs and scrolling buttons Page 93 Managing Workbooks Inserting and Deleting Worksheets You can easily add worksheets to a workbook or delete unwanted ones Insert a worksheet 1 Click th
377. s group The New Name dialog box appears DoubleTechs com Remote Computer Repair Page 124 More Functions and Formulas Other Ways to Display New Name Dialog Box Click the Formulas tab on the Ribbon Click the Name Manager button in the Defined Names group Click the New button 2 Enter a name in the Name text box The name should be something that is easy to remember and identifies what is being named fase rere 3 Click the Scope list arrow and select the scope you scope Workbook want to use Comment The scope determines whether the name is recognized by the whole workbook or just individual worksheets within the workbook Tip Names in which the scope is a worksheet can be recognized in other sheets of the workbook Just qualify the sheet name first for example Sheet1 Income_FYO8 Refers to Sheeti D 5 D 8 Click to collapse the dialog box and select the cell or cell range you want to name 4 Optional Enter a comment in the Comment box The comment will be visible in the Name Manager dialog box Figure 8 9 The New Name dialog box 5 Complete the Refers to box as necessary The Refers to box displays the currently selected cell or cell range You have a few options e Define a name for the current cell range Keep the current cell range selected Do nothing e Select a different cell range In the Refers to box select a different cell range Click the Collapse
378. s saved elsewhere on your computer or network location click Browse for Themes to go to the theme s location 2 Click the document theme you want to apply The formatting associated with the selected document theme is applied to the worksheet Customize a document theme You are not bound to keep the colors fonts or effects that are assigned to a document theme You may mix and match theme colors theme fonts and theme effects 1 Click the Page Layout tab on the Ribbon 2 Click the Theme Colors Theme Fonts or Theme Effects button and select the set of colors fonts or effects you want to use The change is applied to the document The document theme isn t changed however it 1s just no longer applied If you want to use this custom set of themes again later you ll have to save them as a new document theme Exercise e Exercise File Sales4 8 xlsx e Exercise Apply the Apex document theme Create new theme colors by changing Accent 1 to Yellow and Accent 6 to Red Save the new theme color under the name Income amp Expenses Create new theme fonts by changing the Heading font to Verdana and the body font to Bookman Old Style Save the new theme font under the name Income amp Expenses Save the current settings as a new document theme called Income amp Expenses Then change the workbook back to the Office document theme Document Theme Theme Theme themes colors fonts effects if 2 WI
379. s selected These messages are useful for providing data entry instructions 1 Select the cells where you want an input message to appear The input message will appear when the cell or cells are selected 2 Click the Data tab on the Ribbon and click the Data Validation button in the Data Tools group The Data Validation dialog box appears 3 Click the Input Message tab Tip Make sure the Show input message when cell is selected box is selected it should be selected by default 4 Click in the Title box and type a title for the message The title will be displayed along with the message when you select the cell s 5 Click in the Input message box and type a data input message For example you could enter instructions such as Enter State name as a two letter abbreviation 6 Click OK Now when you select the cell s you will see the title and message displayed Position Ron Dahl Clem Brown Manager Senior Manager Elsa Martinez 5 Denise Winters Tamara Sweet Denise Winters Data Validation Settings Input Message Validation criteria Allow Text length Ignore blank Data equal to B Length 2 Figure 12 16 Defining text length in the Data Validation dialog box F NS ye loal E x Ca iH 9g e a MonthlySales12 6 Microsoft Excel add Home Insert Page Layout Formulas Data Review View x B a A yF 1 A z Re z Es EN Sol
380. s serial numbers Excel treats information beginning with a letter as a label and automatically left aligns it inside the cell 1 Click a cell where you want to add a label Don t worry if the cell already contains text anything you type will replace the old cell contents 2 Type the label such as a row heading in the cell 3 Press the lt Enter gt or lt Tab gt key The cell entry is confirmed and the next cell down becomes active Other Ways to Confirm a Cell Entry Click the Enter button on the Formula Bar Or press the lt Tab gt key If the label is too large to fit in the cell the text spills into the cell to the right as long as that cell is empty If not Excel truncates the text it s still there you just can t see it Tips v Click the Cancel button on the Formula Bar to cancel typing and return the cell to its previous state v If you want to start a label with a number type an apostrophe before the number to prevent Excel from recognizing the number as a value v AutoComplete can help you enter labels Enter the first few characters of a label Excel displays the label if it appears previously in the column Press lt Enter gt to accept the entry or resume typing to ignore the suggestion VY Labels that are wider than the column in which they are entered automatically overlap the cell in the next column over Resize the width of the column to fix this problem something we ll co
381. sa Links the pasted data to the source data by pasting a formula reference to the source data Page 45 Editing a Worksheet Checking Your Spelling Exercise Notes e Exercise File Sales3 6 xlsx You can use Excel s spell checker to find and correct spelling errors in your worksheets To check the spelling of a worksheet all at once use the Spelling dialog box e Exercise Run a spell check and correct spelling for the entire worksheet 1 Click the Review tab on the Ribbon and click the Spelling button in the Proofing group Excel begins checking spelling with the active cell Spelling English United States Tip Depending on which cell is active when you start the spell check you may see a dialog box teint aienak that asks you if you want to start your spell check from the beginning of the sheet Select Yes ignore AA Add to Dictionary Other Ways to Check Spelling ee Press lt F7 gt E Change Jane If Excel finds an error the Spelling dialog box ing Change All appears with the misspelling in the Not in ra AutoCorrect Dictionary text box You have several options to Dictionary language English United States choose from when the Spelling dialog box opens a e Ignore Once Accepts the spelling and moves on to the next spelling error Figure 3 7 The Spelling dialog box e Ignore All Accepts the
382. se the IF Function in a Formula Write the formula using the syntax IF logical_test value_if_true value_if_false DoubleTechs com Remote Computer Repair Exercise e Exercise File Functions xlsx IF worksheet e Exercise Enter these arguments for the IF function in cell B17 Logical test B14 gt 500 Value_if_true B14 15 Value_if_false B14 1 Copy the IF function from B17 to cells C17 H17 IF A5 gt 10 A4 75 A4 Logical Test Value if True Value if False Value or Value that is Value that is expression that returned if returned if Logical can be evaluated Logical Test is Test is False to True or False True Figure 17 1 The syntax for the IF Function Function Arguments IF Logical_test 814 gt 500 Value_if_true B14 15 i i i ll Il u N ul Value_if_false B14 1 Checks whether a condition is met and returns one value if TRUE and another value if FALSE Value_if_false isthe value that is returned if Logical_test is FALSE If omitted FALSE is returned Formula result 75 00 ew Figure 17 2 The Function Arguments dialog box Help on this function Page 255 Chapter Name Using Financial Functions PMT The PMT function is a very valuable function if you work with real estate investments or are considering taking out a loan The PMT function calculates the payment for a loan based on periodic payments and a constant interest rate For example say you want
383. section iii a s only the report areas section or both sections in different arrangements Table 11 1 PivotTable Field List Layout Options has more information about these arrangements i Row Labels Defer Layout Update Values You can change which elements are displayed in the Figure 11 8 Changing PivotTable Field List layout PivotTable Show Hide PivotTable elements 1 Select a cell in the PivotTable The Options and Design tabs appear under PivotTable Tools on the Ribbon 2 Under PivotTable Tools on the Ribbon click the Table 11 1 PivotTable Field List Layout Options Options tab This is the default layout The fields are stacked above i2 the areas The Show Hide group contains three buttons By default they are all shown in the PivotTable The fields appear side by side with the areas This is useful if there is a long list of fields to choose from WLUW e Field List Show or hide the PivotTable Field List task pane Only the fields list is displayed This is ideal if you only need to work with adding fields to the PivotTable e Buttons Show or hide the buttons that report allow ass n expand or collapse multi level Only the areas are displayed 2 by 2 This is ideal if PivotTable items the fields you want have been added and you want to e Field Headers Show or hide column and row Ors we encom cue field headers Only the areas are displayed 1 by 4 This is id
384. seeeeeee 159 Convert a table to a cell range 159 Delete a table cccceccesssseeeseeeeeeeeees 159 Tables called lists in previous versions of Excel make it easier to work with ranges of Excel data By turning an Excel range into a table you can work with the table data independently from the rest of the worksheet You can quickly sort and filter the table columns add total rows and apply table formatting to an Excel table Some examples of things you might track in a table include telephone numbers clients and employee rosters Once you create a table in Excel you can easily find organize and analyze its information with Excel s rich set of table management features Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 144 Working with Tables Creating a Table By turning an Excel range into a table you can work with the tab
385. sert C Data D Page Layout 139 Whenever a picture or graphics file has been inserted the contextual tab appears on the Ribbon by default A Insert B Graphics C Format D Picture 140 The cropping tool is NOT useful in which of the following situations A When you want to change the color of a picture or graphic B When you only want to include a portion of a graphic for example a person s face instead of their entire body C When you want to trim the edges of a picture D When you want to remove a portion of a picture or graphic 141 Changing the visual style of a picture or graphic alters the picture or graphics file True or False 142 What is an adjustment handle used for A To adjust the size of the shape B To move the shape to a new location C To adjust the color of the shape D To adjust a shape s most prominent feature such as the point of an arrow or the spikes on a star 143 A visual style is a set of different formatting commands that can be applied to a shape in one single step True or False 144 What happens if you hold down the lt Shift gt key as you click and drag an object s sizing handles A Excel copies the object DoubleTechs com Remote Computer Repair Page 281 145 146 147 148 149 150 151 152 153 154 155 156 B Excel changes the color of the object C Excel moves the object D Excel maintains the objects proportions as it re
386. set formatting styles that are all ready for you to apply to cells D Document themes consist of theme colors fonts and effects A Conditional formatting allows you to highlight cells that meet specific criteria B Characters is not a conditional formatting option in Excel True Click Preview in the New Formatting Rule dialog box to see how new conditional formatting will look before you apply it False You can edit a conditional formatting rule D Styles cannot be found using the Find feature A A line chart displays trends over time B To create a chart click the Insert tab then select a chart type and chart in the Charts group True A faint chart outline does appear as you resize a chart DoubleTechs com Remote Computer Repair Page 286 SD 54 33 56 57 58 59 60 6l 62 63 64 65 66 67 68 69 70 71 Zz 73 74 75 76 C When you change the chart type of only one of multiple data series in a chart you create a combination chart D Built in chart layouts and styles are found on the Design tab B Data Bar is not a type of label in the Labels group True Adding or removing tick marks is one of the options in the Format Axis dialog box A Background Area is not a button found in the Background group B Error Lines is not a button found in the Analysis group True You can right click a chart element and use the Mini Toolbar to quickly
387. shape is extremely easy yust click the shape and start typing 1 Select the shape you want to add text to and start typing Other Ways to Add Text to a Shape Right click the shape you want to add text to select Edit Text from the contextual menu and type your text nih DoubleTechs com Remote Computer Repair Page 220 Working with Objects Formatting Shapes The first thing you ll probably want to do after inserting a shape is change its fill color or outline This lesson will show you how to format a shape to meet your needs Change the fill color of a shape You can add adjust or remove the fill color of the shapes you create in Excel 1 Double click the shape whose fill color you wish to change The Format contextual tab appears on the Ribbon under Drawing Tools 2 Click the Shape Fill button in the Shape Styles group The Shape Fill menu appears You have several options to choose from here as shown in Table 15 3 The Shape Fill Menu 3 Select an option from the menu Other Ways to Change the Fill Color of a Shape Right click the shape and select Format Shape from the contextual menu Click the Fill tab select your options and click Close when you re finished Change the outline of a shape You can add an outline to shapes or adjust or remove an existing outline 1 Double click the shape whose outline you wish to change The Format contextual tab appears on the Ribbon under D
388. sion of the Windows taskbar 6 Which of the following is NOT a common keystroke shortcut in Excel A lt Ctrl gt lt Alt gt lt Delete gt B lt Ctrl gt lt S gt C lt Ctrl gt lt O gt D lt Ctrl gt lt Home gt 7 Contextual menus are only available when text is selected True or False 8 What is the Mini Toolbar A Another name for the Quick Access Toolbar B A toolbar of common formatting commands that appears whenever text or data is selected within a cell C The name of the toolbar in the Help window D There are no toolbars in Excel 2007 9 What key can you press to get help in Excel A lt Esc gt B lt Ctrl gt lt H gt C lt F1 gt D lt F11 gt DoubleTechs com Remote Computer Repair Page 269 10 11 12 13 14 15 16 17 18 19 Which of the following are ways to exit Excel 2007 Select all that apply A Click the Office Button and click Exit Excel B Click the Office Button and click Close Excel C Click the Close button on the title bar D Click the Close button on the Quick Access Toolbar A blank workbook appears automatically when you start Excel True or False To open a workbook click the Office Button and select A Open B Find C Look in D Search Press to move the cell pointer one cell to the left A lt Enter gt B lt Shift gt lt Tab gt C The up arrow key D lt Tab gt Labels consist of any type of data used i
389. sizes the object Holding down the lt Ctrl gt key as you click and drag an object copies the object True or False Which of the following is NOT a type of special effect in Excel 2007 A Reflection B Glow C Morph D Bevel Which of the following is the correct way to select more than one object on a worksheet A Click the Format contextual tab on the Ribbon and click the Select Object button in the Arrange group B Hold down the lt Ctrl gt key as you click each object C Hold down the lt Shift gt key as you click each object D You can only select one object at a time in Excel 2007 You cannot make changes to an individual object when it is grouped True or False The Align command spaces out selected objects equally True or False To rotate an object with greater precision use the A Ribbon B Size and Position dialog box C rotation handle D contextual menu Which of the following is NOT a layering command in Excel 2007 A Send to Middle B Send to Back C Bring to Front D Bring Forward The SmartArt feature lets you design your own clip art True or False You can add text to a SmartArt graphic using the graphic itself or the pane A Task B Protection C Graphics D Text In order to create an effective SmartArt graphic you need to know how to work with its elements True or False All SmartArt formatting changes are final True or False You cannot modify WordArt once it has been inserted
390. sn t contain enough of your frequently used commands you can customize it by adding or deleting its buttons 1 Click the Office Button and click Excel Options The Excel Options dialog box appears 2 Click the Customize tab This tab displays options for customizing the Quick Access Toolbar The left side displays commands you can add to the Quick Access Toolbar The right side displays commands that appear there 3 Click the Choose commands from list arrow and select the group of commands you want to view Each group has a different set of commands to display Some commands appear in several groups Once the command you want to add to the Quick Access Toolbar appears you can add it to the toolbar 4 Select the command you want to add to the Quick Access Toolbar 5 Click the Add button The command is added to the list of commands in the Quick Access Toolbar Tip Arrange the order in which the commands on the Quick Access Toolbar are displayed by clicking the Move Up and Move Down buttons to the right of the column Tip Click the Reset button to return the Quick Access Toolbar to its default commands Tip Select a command in the Quick Access Toolbar column and click the Remove button to remove it from the Quick Access Toolbar 6 Click OK The new commands are displayed on the Quick Access Toolbar Exercise e Exercise File None required e Exercise Add the Print Preview command from the
391. sociate Associate Total Grand Total Sweet 10 pid Jan Feb g Mar 14 Ready 2 E Commission ip Ungroup a Commission 5 Figure 12 26 Subtotals of sales and commissions calculated at each change in position In other words the subtotal of each position appears in the list with the grand total appearing at the bottom DoubleTechs com Remote Computer Repair Page 189 Analyzing and Organizing Data Consolidating Data by Position or Category Excel can automatically summarize or consolidate information from multiple worksheets into a single master worksheet using the Consolidate feature For example if you have sales data from three different offices on three different worksheets Excel can total them for you on another worksheet Excel can consolidate information in three different ways by position by category or by using formulas This lesson describes the first two ways e Consolidate by position Used when data in all the worksheets is arranged in exactly the same order and Exercise e Exercise File MonthlySales12 11 xlsx e Exercise Add a new worksheet to the workbook Consolidate the data in E1 E6 the Sales totals from worksheets Jan Feb and Mar into the new worksheet Copy the Sales label to the consolidated worksheet location Jan sheet data Feb sheet data Mar sheet data e Consolidate by category Used when the worksheets E E E have the same row and column
392. ssible for the two workbooks to scroll together at the same time Click the Synchronous Scrolling button to turn this feature on and off Click the Reset Window Position button to make the windows share the screen equally Y Click the Save Workspace button in the Window group to save the layout of the open windows for future access DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 7 xlsx and SalesDetail6 7 xlsx e Exercise Switch between the open workbooks View the workbooks side by side Close the SalesDetail6 7 workbook Arrange Windows Arrange Tiled er Porizonta E Has Click to arrange only the multiple windows open within the active workbook F Windows of active workbook Cer Figure 6 13 The Arrange Windows dialog box View Side by Side E New Window Arrange Arrange All All EFA Freeze Panes 1 H Reset Window Position f m D Micnsont Excel oi 2 ead Heine Insert Page Laypoul Formulas fate Roview ie ka 7 ew widow E a iu alo n pe Sj arrange al Hy Shew Mids Zoom 100 Zeam io al bas Gav Gwth Manns a Selection if Freese Panes a Workspace Windows i Wewthook Views Tear Winelow hiarrgg Gammel a c D F 6 4 i Income amp Expenses aC ny 2 t A B E D E F G H 1 Sales Detail 2 4 Product Jan Feb Mar Apr May June A Blue 5 1200 5 Laun EN LARI 5 HAR S 10K 5 17K Moab Sheetl Sheet She
393. ssword in the General Options dialog box W Structure E Windows Protect workbook structure and windows Password optional You can secure a workbook s structure against changes such as sheets being added or deleted You can also protect a workbook s windows so that they are the same Cancel size and in the same position every time the workbook is iS opened Figure 6 20 Setting passwords to protect workbook 1 Click the Review tab on the Ribbon and click the structure and windows in the Protect Structure and Windows dialog box Protect Workbook button in the Changes group The Protect Structure and Windows dialog box appears Here you can select to protect workbook Structure windows or both Confirm Password 2 Select the option s you want to use and enter a Reenter password to proceed password REEE 3 Click OK Caution If you lose or forget the password it cannot be recovered It is advisable to keep a list of passwords and their The Confirm Password dialog box appears corresponding workbook and sheet names in a safe place Remember that passwords are case sensitive 4 Enter the password again and click OK Cancel The structure and or windows of the workbook are protected Fi 21 Th firm P ial Tip To unprotect the workbook structure or uS a a e windows click the Review tab on the Ribbon and click the Unprotect Workbook button in the Changes group Enter the password and click OK
394. st appears of functions and names that fit with the text you entered Select an item from the list to insert it into the formula DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 4 xlsx e Exercise Manually enter a SUM formula in cell C11 to total the expense values in column C A e ap E F 1 Sales and Expenses 2 3 Jan Feb Mar Apr May 4 Sales 12000 17000 186500 16500 15500 3 6 Expenses 7 Supplies 1200 2500 3000 3500 8 Office 300 600 700 800 9 Salaries 7000 7000 7000 7000 Utilities 3000 3000 3000 4000 _11 Total 11700 5UM M4r H Sheet1 Sheet Sheet3 i Figure 2 9 Manually entering a formula Adjust Adjust horizontally vertically here here i Formula Bar Figure 2 10 Adjusting the size of the Formula bar G SUBSTITUTE GE SUMPRODUCT GE SUMSQ GE SUMX2MY2 G SUMX2PY2 QE SUMXMY2 Figure 2 11 The Formula AutoComplete feature appears as you enter a formula in the Formula bar Page 29 Worksheet Basics Table 2 2 Examples of Operators References and Formulas Operator or Function Name Purpose All formulas must start with an equal sign Performs addition between values HH Performs subtraction between values HH gt Performs multiplication between values HH Performs division between values HH SUM Adds all the numbers in a range HH AVERAGE Calculates the average of all the numbers in a range HH
395. st arrows and select formatting options e WordArt Styles Select an element that includes text or numbers then select a WordArt Style from the gallery Or click the Text Fill Text Outline or Text Effects list arrows and select formatting options e Arrange Click the Selection Pane button to display the Selection Pane where you can select individual chart elements to format Or click the Bring to Front Send to Back Align Group or Rotate list arrows to arrange the chart elements that you ve selected e Size Click the Height and Width arrows to change the size of the chart 3 Select the formatting command you want to use Some commands will require you to choose additional options 4 Select any additional options you want to use You can apply several formatting options to elements in the chart DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 9 xlsx e Exercise Apply one of the WordArt styles to the chart title Net Income Increase the height and width of the chart if necessary 2 Shape Fill Shape Outline 4 Shape Effects Shape styles m Figure 5 15 Selecting a Shape style WordArt Styles Figure 5 16 Selecting a WordArt style Page 83 Creating and Working with Charts Other Ways to Format Chart Elements To perform basic text formatting right click a chart element that contains text or numbers and select formatting options you want to use
396. st senior to least senior In cells A10 A12 enter Senior Manager Manager and Mar Associate Create a custom list using those values Next sort the data by the Position field using the custom list Create a custom list you just created if Sort levels appear in the dialog box from previous sorts you can just modify the first one for this new First let s look at how to create your own custom list sort Then delete the values from cells A10 A12 1 Enter the values you want to sort by in the correct order from top to bottom in a column of cells Custom Lists Custom lists List entries For example you could enter Small Medium and Large in successive cells Newust R I add _ Sun Mon Tue Wed Thu Fri Sa Sunday Monday Tuesday Wedne Jan Feb Mar Apr May Jun Jul 2 Select the values you just entered Santy Februmry March Apel A Now you need to create the list 3 Click the Office Button and click the Excel Options lt button Press Enter to separate list entries Import list from cells A 10 A 12 The Excel Options dialog box appears 4 Click the Popular category and click the Edit Custom Lists button The Custom Lists dialog box appears Here you can Figure 9 7 Adding a custom list in the Custom Lists dialog see the custom lists that are already stored in Excel box 5 Make sure the cells you want to use as a list are SES s
397. t Clear WordArt If you decide you don t like the WordArt effect s you applied you can clear the effects and start over 1 Select the text formatted with the WordArt effect s you wish to remove 2 Click the Format contextual tab on the Ribbon click the More button in the WordArt Styles gallery and select Clear WordArt from the menu Tip Click the Quick Styles button in the WordArt Styles group if the WordArt Styles gallery isn t displayed Tips Y You can resize move copy and delete WordArt just as you would any other object on a worksheet DoubleTechs com Remote Computer Repair Exercise e Exercise File Catalog15 15 xlsx e Exercise Display the Satisfaction worksheet tab Insert any Word Art style and type Uptown Bikes in the text box that appears Apply the Arch Up text effect in the Transform category Select the text and change the font size to 20 using regular font formatting commands Move the text box to the top of the worksheet and center it over the SmartArt graphic MALEM w a Catalogi 5 15 Micreps t Excel ie cat jim Insext Page Liani Poemulaa Guta Rewew Whew K E RR am i p art aul poy Line jg area gt E Text Dor Dignature Line ia met L ETE phe be fea O theater A aati P Objet Preece Tibie Ptbode Talur ypetink Fi inanan pin Cone nen aici waman 2 ymis Teb ti Munibe Charts r Liiki i inh i AAAAA
398. t dialog box to sort data by multiple columns True You can either create your own custom list or use a predefined custom list C To display the filtering buttons click the Home tab on the Ribbon click the Sort amp Filter button in the Editing group and click Filter True You can use wildcards when entering values in the Custom AutoFilter dialog box D You can do all these things with an Advanced Filter True You can create a blank table or a table that uses an existing data range B There isn t a Resize Table Wizard in Excel True When you add a total row to a table the last column is summed by default D All of these are features for working with table data A You can summarize and analyze table data using a PivotTable True In Excel 2007 the Data Form has been excluded from the Ribbon by default False You can always change table styles DoubleTechs com Remote Computer Repair Page 288 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 B Checkered Rows is not an option in the Table Style Options group C You can create a new table style using the New Table Quick Style dialog box True When you convert a table to a range the table formatting remains applied to the cells True You can create a PivotTable in either a new or existing worksheet C Specify the data you want to use in th
399. t in chart layouts you can manually add or edit individual chart labels such as chart titles axis titles and data labels Add or adjust a chart label You can add a new chart title legend data label or data table or adjust how it appears 1 Select the chart Tip If you only want to add a data label to one data series select just that data series instead of the entire chart area 2 Under Chart Tools on the Ribbon click the Layout tab In the Labels group there are several types of labels to choose from e Chart Title Add remove or position the chart title e Axis Titles Add remove or position the text used to label the chart axes e Legend Add remove or position the chart legend e Data Labels Use data labels to label the values of individual chart elements e Data Table Add a data table to the chart A data table is a table that contains the data and headings from your worksheet that makes up the chart data 3 Click the button you want to use in the Labels group A list appears with different display options for that label Tip If you don t see a label option that suits you click the More Options button at the end of the list to display the Format dialog box Here you can fine tune the label to your specifications 4 Select the label display option you want to use from the list The label appears on the chart If you add a chart or axis title placeholder text will appear t
400. t is also a great way to a cell He was going ot the store use shorthand for longer words phrases or symbols AutoCorrect is a feature that is shared across the Microsoft Office suite so any additions or changes you make to AutoCorrect in one program such as Excel will appear in all the Microsoft Office programs like Word How AutoCorrect works You may have already noticed that sometimes your typos are corrected as you enter text in Excel When you type an AutoCorrect entry and then press the lt Spacebar gt AutoCorrect replaces that text with the correct text For example AutoCorrect will change the mistyped words hte to the or adn to and AutoCorrect also corrects simple grammar mistakes such as capitalization problems For example it would change GOing to Going or capitalize the first letter in sentences Create an AutoCorrect entry Excel already has many entries in AutoCorrect but you can add your own entries to correct habitual misspellings quickly insert a symbol or insert a shorthand version of a long phrase that you frequently use a nalih idee 1 Click the Office Button and click Excel Options Show AutoCorrect Options buttons The Excel Options dialog box appears Correct TWo INitial CApitals Capitalize first letter of sentences 2 Click the Proofing tab W Capitalize names of days Correct accidental use of CAPS LOCK key This tab displays options for how Excel
401. t matches the criteria criteria you specify DMIN DMIN database field criteria Returns the smallest value from a database that matches the criteria you specify DSTDEV DSTDEVP database field Estimates standard deviation based on a sample The standard criteria deviation is a measure of how widely values are dispersed from the average value DSUM DSUM database field Adds the values in a column in a list or database that match the criteria criteria you specify DVAR DVAR database field criteria Estimates variance based on a sample from selected list or database DoubleTechs com Remote Computer Repair entries Page 266 Appendix of Common Functions Text Functions Excel offers a category of functions aimed at working with text These functions allow you to remove combine and replace different pieces of text in a worksheet Table 17 7 Overview of Text Functions CONCATENATE EXACT LEFT LEN LOWER MID PROPER REPLACE RIGHT SUBSTITUTE TRIM UPPER Optional arguments DoubleTechs com Remote Computer Repair CONCATENATE text1 text2 EXACT text1 text2 LEFT text num_chars LEN text LOWER text MID text start_num num_chars PROPER text REPLACE old_text start_num n um_chars new_text RIGHT text num_chars SUBSTITUTE text old_text ne w_text instance_num TRIM text UPPER text Exercise e Exercise File None required e Exercise Become familiar
402. t to edit 2 Click the Review tab on the Ribbon and click the Edit Comment button in the Comments group 3 Edit the comment You can change the size of a comment text box by clicking and dragging one of the eight sizing handles that surrounds the comment DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales3 10 xlsx e Exercise Add a comment to cell B4 that reads Why is income so low this month Then delete the comment Resize handle Comment text box Sales3 10 Mikrosoft Excel x Bia bed 9 OF cy rene Home Insert Page Layout Formulas Dat Review View 7 X G Research j X lt S Thesaurus a l Spellin Edit s a Translate Comment Z4 Proofing Comment Changes A B c E F G E 1 Income amp Expenses 2 3 Jan May June 4 Income 15500 17050 5 l 6 Supplies 3500 3850 7 Office 300 880 8 Wages 7000 7700 9 Utilities 3000 3000 3000 4000 4000 4400 10 Total Exp 11700 13100 13700 15300 15300 16830 11 12 Net Inc 300 3900 4800 1200 200 220 M4 Sheeti Sheet2 Sheet3 3 Alil I Cell B4 commented by Steve Meinz Figure 3 14 Entering a cell comment Page 52 Editing a Worksheet 4 Click outside the comment area when you re finished Other Ways to Edit a Comment Right click the cell with the comment you want to edit and select Edit Comment from the contextual menu Edit the comment Delete a comment 1
403. t to align and select a Format Cells from the contextual menu or click the Dialog Box Launcher in the Alignment group Select alignment options on the Alignment tab in the Format Cells dialog box Figure 4 4 The Format Cells dialog box with the Alignment tab displayed Table 4 3 Cell Alignment Buttons in the Alignment Group Align cell contents to the top middle or bottom of the cell using these three buttons Top Middle Bottom Align Align Left Center Right Align cell contents to the left side center or right side of the cell using these three buttons Wor Align cell contents diagonally or vertically Orientation Increase or decrease the margin between the cell contents and the cell border with these two buttons Decrease Increase Indent Make all cell contents visible by displaying them on multiple lines within the cell this increases the row s height Wrap Text Select from a few options for merging cells together and centering cell contents within the merged cells EF ka Merge amp Center list arrow DoubleTechs com Remote Computer Repair Page 59 Formatting a Worksheet Adding Cell Borders Background Colors and Patterns Adding cell borders and filling cells with colors and patterns can make them more attractive organized and easy to read Add a cell border Borders are lines that you can add to the top bottom left or right of cells 1 Select the cel
404. t to sort by Figure 9 5 Sorting by multiple columns in the Sort dialog 5 Click the Sort On list arrow and select the type of box sort you want to use Most of the time you ll sort by values which includes text numbers and dates 6 Click the Order list arrow s and select the option s you want to use To sort by multiple columns you need to use more sort levels A B Le Cis D E T Optional Click Add Level 1 Last Firat Region Position Sales EFH Winters Denice a oe 27 000 Excel will sort the data by each level in order 3 Dahl Ron North Senior Manager 18 000 1 Sweet Tamara South Associate 74 000 5 Brown Clem South Man ger 20 000 T 8 Optional Repeat the sorting steps for the next level selecting the next column you want to sort by and add more levels ww gp j pi jp m amp Excel will sort the data by each level in order Tip Click the Delete Level button to delete a sort Figure 9 6 The results of the custom sort level you no longer want to use 9 Click OK The data range is sorted accordingly DoubleTechs com Remote Computer Repair Page 137 Working with Data Ranges Sorting by a Custom List Exercise e Exercise File SalesReps9 4 xlsx A custom list allows you to sort by criteria that you define or by one of Excel s predefined custom lists which include for example Sun Mon Tue or Jan Feb e Exercise This exercise sorts the sales reps by position from mo
405. ta currently selected in your worksheet Properties include the name of the connection formatting and layout and refresh options Refer to Table 13 1 Data Range Properties for more information about properties e Refresh All button Updates workbook data to match the external data source e Edit Links Shows the other files the workbook is connected to so you can edit or remove the links 2 Click a button in the Connections group and work with the connection as necessary Tips v When working with workbooks that have data connections a Security Warning banner may appear below the Ribbon telling you that connections have been disabled Click the Options button select External Data Range Properties Name Board of Directors Meeting Query definition Save query definition Cave Dastwort Refresh control Prompt for file name on refresh Refresh every 60 minutes Refresh data when opening the file E E E TE SUL E E E EE E E A E EE EEN RCMUVE CAW a Gaia mA M Ba ECL OE TA E CA it E Data formatting and layout ide field names Erecserye column eorthlter avout Indude row numbers W Preserve cell formatting lt Adjust column width If the number of rows in the data range changes upon refresh Insert cells for new data delete unused cells Insert entire rows for new data dear unused cells C Overwrite existing cells with new data dear unused cells Fill down formulas in columns adjacent to
406. tab on the Ribbon and click the Group button in the Outline group The Group dialog box appears Here you need to select whether you want to group rows or columns 3 Select the Rows or Columns option and click OK The selected rows or columns are grouped together Hide or show detail Once you ve grouped or outlined data you can collapse or expand the group detail 1 Click the Data tab on the Ribbon and click the Hide Detail or Show Detail button in the Outline group Other Ways to Hide or Show Detail Click the outline symbols next to or above the worksheet These include the Row Level and Column Level buttons and the plus and minus button Exercise e Exercise File MonthlySales12 9 xlsx e Exercise Manually group rows 3 through 6 and practice hiding and displaying details Then remove the grouping Use the Auto Outline feature Excel should outline columns E to G Clear the outline 4 Group gt 2 Show Detail Ungroup L Hi Hide Detail r H Gf Subtotal Outline E Oy a MonthlySales12 10 Microsoft Excel Bieri insert Page Lape ommulas Gara Hri VIPA rX 4 W Connections z p i Z ma H lp Fs a Aa il al i i ziz S froper PR p Rea oa a Ungroup 9 f 5 F Text i Get External ow il ont iter i Achaewed dug Seminal ia aij Sublotal Data ail Column Dopbrated Connections Sort amp Filter Data Taals Outline 1 State Position Sales 2 j Senior Manager 3 Brown
407. table from a cell range Page 145 Working with Tables 2 Click the Insert tab on the Ribbon and click the Table button in the Tables group The Create a Table dialog box appears Here you can edit the range that will become a table and you can specify whether or not your table has a header row if it doesn t Excel adds a header row above the table data 3 Set the options in the Create a Table dialog box and click OK The table is created Filters are added to each column and the table is automatically formatted Under Table Tools on the Ribbon the Design contextual tab appears Create a blank table If you haven t already entered the data you want to include in a table you can create the table first 1 Select a range of cells that is approximately the size you want your table to be You can always change the size later 2 Click the Insert tab on the Ribbon and click the Table button in the Tables group The Create Table dialog box appears 3 Click OK The table appears including placeholder column headers that you can edit and a resize handle that appears in the lower right corner of the table Table 10 1 Tips for Organizing Tables provides ideas for setting up your table data Table 10 1 Tips for Organizing Tables Avoid putting blank rows and columns in the table Create column labels in the first row of the table Design the table so that all rows have similar items in the same column Try to b
408. te araida ia apai Ta aiaia eaoaai irori 46 inserting Cells Rows and COlUMTIS seissarencocdacarasuseaatndcadearsandincacaqutesameacdantansayesanaetdantaagatiaanssilantaesayaninesddesanaisaeurs 48 Deleting Cells ROWS ANd COINS sessiriassiassrsinis insni inai aa ai aa aiai AR aaia iia iaaiiai a 49 Un FNO eI FRO ONC aee E E A ER E EE deen T E E EG 50 Un EO OE e E E EE E E E E E E T A EE E dean R 52 TRACING CRANO are e E EE E E R RE E EE E 54 Formatting VV OUI SINC isisisi a EUa 55 POM aE EIDO a E sp aceg es scuasadeuacesaen opasscecnnceass aotaesceessea nen saietsagpcease aence 56 FOA UNO N UGS incccxenccvsdecnnenateccaana tots aidtsneseamatseasantuaiemansars E Matec maman aasasees Gate Euem 57 Adjusting Row Height and Column Width cccccccseeeeececeeeeeseeeeeeceeeeeeeaeeeeeeeeeesaseesseeeeeeessaaaeseeeeeseeeessaaaaeeeeeeess 58 Working with Cell Alignment ccccccccccccceessseeeeeeseeeeeseceeeeeeeeaesseeeeeeesseaasesseeeeesesaasseeeeeeessaeuaesseeceeeesssuaaseeseeeees 59 Adding Cell Borders Background Colors and Patterns ccccccceececcceecseeeeeeceeeeeecaeeeeseceeeeessaaasseeeeeesssaaaneeeeeeees 60 U TG eA OU AU INET scacezerencnctecseassesve caduerecenegcsanciacbaseinaccesseonayscatosdasesongaesee cadenentoreie cans osessaseneceneusneueesieueert oe 62 U nO SE ES erana seigine acts os cee eau oucie equ E E E ore scyaeescseua cnc ES 63 STIG DOCUMEN IM CNS S siaren nE seen esdanyeacecsccancndsasscssateosteatayscan
409. te the formula to C12 G12 Paste Special Figure 3 6 The Paste Special dialog box pasted item and select a paste option from the list Table 3 2 Paste Special Options Paste Option All Formulas Values Formats Comments Validation All using Source theme All except borders Column widths Formulas and number formats Values and number formats Operation Several options Skip blanks Transpose Paste Link DoubleTechs com Remote Computer Repair Description Pastes all cell contents and formatting Same as the Paste command Pastes only the formulas as entered in the formula bar Pastes only the values as displayed in the cells Pastes only cell formatting Same as using the Format Painter button Pastes only comments attached to the cell Pastes data validation rules for the copied cells to the paste area Pastes all cell contents and formatting including the theme if one was applied to the source data Pastes all cell contents and formatting applied to the copied cell except borders Pastes only the width of the source cell s column to the destination cell s column Pastes only the formulas and number formats Pastes only the values and number formats Specifies which mathematical operation if any you want to apply to the copied data Avoids replacing values in your paste area when blank cells occur in the copy area Changes columns of copied data to rows and vice ver
410. ted color on the button If you want to apply the Format Cells shading to another paragraph just click the button to SS aS rn a apply the displayed shading color Background Color Pattern Color ppm PIP Other Ways to Apply Background Color e PORER zl Right click the cell selection and click the Fill a Lz Color list arrow on the Mini Toolbar Select a ii z color Or right click the cell s you want to A HA IilINK Ze ae format and select Format Cells from the SEEEEEEEES Ill NZ bel contextual menu or click the Dialog Box See Seeeee Launcher in the Font group Click the Fill tab in Fill effects More Colors the Format Cells dialog box and select a background color or fill effects Sample Add a cell background pattern 1 Right click the selected cell s and select Format Cells from the contextual menu Figure 4 7 Selecting a pattern style on the Fill tab in the Format Cells dialog box The Format Cells dialog box appears Other Ways to Display the Format Cells Dialog Box Click the Home tab on the Ribbon and click the Format list arrow in the Cells group Select Cells 2 Click the Fill tab 3 Click the Pattern Color list arrow and select a pattern color 4 Click the Pattern Style list arrow and select a pattern style 5 Click OK Tips v You can use an image as the background of a worksheet Click the Page Layout tab and click the Backg
411. tes the future value of an investment based on periodic constant payments and a constant interest rate Example You plan to deposit 2 000 a year for 35 into an IRA and you expect a 10 average rate of return FV 10 35 2000 equals 542 048 74 Calculates the interest payment for over a specified period of time with constant periodic payments and a constant interest rate Example The following formula calculates the interest due in the first month of a three year 8000 loan at 10 percent annual interest IPMT 0 1 12 1 36 8000 equals 66 67 Calculates the internal rate of return of investment The investments do not have to be equal but they must occur at regular intervals The internal rate of return is the interest rate received for an investment consisting of payments negative values and income positive values that occur at regular periods Example You want to start a business It will cost 40 000 to start the business and you expect to net the following income in the first three years 10 000 15 000 and 20 000 Enter the four values in the cells Al A4 of the worksheet making sure to enter the initial 40 000 investment as a negative value IRR A1 A4 equals 5 Calculates the net present value of an investment by using a discount rate and a series of future payments negative values and income positive values Calculates the payment for a loan based on constant payments and a constant interest rate E
412. th of the column as the size changes Width 13 00 96 pixels A B 1 Income amp Expenses 2 2 3 Jan Feb Mar 4 Income 12 000 17 000 6 Supplies 1 200 2 500 7 Office 500 600 8 Wages 7 000 7 000 9 Utilities 3 000 3 000 10 Total Ex 11 700 13 100 11 12 NetInc 300 3 900 Figure 4 3 Increasing the width of column A Page 58 Formatting a Worksheet Working with Cell Alignment Exercise Notes e Exercise File Sales4 4 xlsx By default the contents of a cell appear at the bottom of the cell with values numbers aligned to the right and labels text aligned to the left This lesson explains how to control how data is aligned in a cell e Exercise Center the labels in cells B3 G3 Merge and center the label Income amp Expenses across cells A1 G1 1 Select the cell s you want to align Format Cells Number Alignment Font Border Fill Protection 2 Click the Home tab on the Ribbon and click an Text alignment Orientation alignment button in the Alignment group ae a Ega The cell contents are realigned See Table 4 3 Cell LE i ae Alignment Buttons in the Alignment Group for more 7 t information about alignment options in Excel ai ae Other Ways to Align Cells eae 2 E Degrees Right click the cell s you want to align Click an Merge celis alignment button on the Mini Toolbar Or right aiui click the cell s you wan
413. th the contextual menu whenever you right click an object or area 2 Click the desired command on the Mini Toolbar or click anywhere outside the Mini Toolbar to close it Tip If you don t want the Mini Toolbar to appear every time click the Office Button and click the Excel Options button Click the Personalize category uncheck the Show Mini Toolbar on selection check box and click OK DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Open a contextual menu in the main area and other parts of the program window A Cut Copy Paste Paste Special Insert Delete Clear Contents Filter Sort b ig Insert Comment Eg Format Cells Pick From Drop down List Mame a Range i Hyperlink Figure 1 8 A contextual menu Calibri 1l A a 8 7 3 F Bl See A A to a Figure 1 9 The Mini Toolbar Page 17 The Fundamentals Using Help When you don t know how to do something in Excel 2007 look up your question in the Excel Help files The Excel Help files can answer your questions offer tips and provide help for all of Excel s features Search for help 1 Click the Microsoft Office Excel Help button on the Ribbon The Excel Help window appears Other Ways to Open the Help window Press lt F1 gt 2 Type what you want to search for in the Type words to search for box and press lt Enter gt A list of help topics a
414. the cell range A7 E12 Create a data table and enter B4 as the row input cell and C4 as the column input cell Delete the data table you just created Formula used to create the data table PMT C4 12 B4 12 A4 Column input cell the placeholder cell Excel will substitute values for in the formula here it s the interest rate Input cell B7 D 1 Loan Payment Amount Te Interest Monthly Payment 5 150 000 30 997 95 Data table Input p results values Figure 12 6 The Data Table dialog box and the resulting one input data table showing different monthly payments at different interest rates Page 176 Analyzing and Organizing Data Create a two input data table 1 Setup the table area Make sure you include the formula in the upper left cell and the values for the first input cell in the left column and the values for the second input cell in the top row Make sure the formula refers to the two input cells 2 Select the table range that contains the formula and substitution values both the row and column values This should include blank cells below the formula and to the right of the values this is where the data table will go 3 Click the Data tab on the Ribbon click the What If Analysis button in the Data Tools group and select Data Table The Data Table dialog box appears Since this is a two input table two input cells need to be entered 4 Enter the cells you want
415. the Text Import Wizard B C D The Month in Review I 2 The summary for the month of April is as follows 3 Department Contracts Change Change 4 Writing 9 417 968 723 32 38 5 Web Development 7 983 747 295 6 15 6 Design 5 205 529 207 13 80 Ta Figure 13 7 Data imported from DoubleTechs com Remote Computer Repair Page 197 Working with the Web and External Data Importing Data from the Web Exercise and Other Sou rees e Exercise File None required e Exercise Create a new workbook and import data from Instead of copying and pasting data into a worksheet from http www customguide com online_learning htm a Web page which normally causes no end of formatting Import the Available Titles section at the bottom of the Web problems you can import data from a growing number page into the workbook of Web sites You can also get data from a variety of Close aie wors rook vrii nomi seving sources such as a SQL server Tips vV Some data sources may require special security access and the connection process can often be very complex Enlist the help of your organization s technical support staff to assist you Enter the address of the page from which you want to import data Table selection arrow New Web Query Import data from the Web Address http www customguide com onine Jearning him G2 1A A Bh E options next to the tables you want to select then dick Import Click Her
416. the local copy synchronized i Print b gt Y Prepare gt g Send b 2 Excel Options x Exit Excel Figure 6 25 Options for publishing a workbook Page 105 Managing Workbooks Creating a Template If you find yourself recreating the same type of workbook over and over you can save yourself some time by using a template A template is a workbook that contains labels formulas formatting and macros you use frequently Once you have created a template you can use it to create new workbooks 1 Create or open a workbook to use as a template 2 Click the Office Button and select Save As The Save As dialog box appears There are three basic types of templates you can create Excel Template This is the standard Excel 2007 template that works with XML Excel Macro Enabled Template This type of template is the standard template but is enabled to work with XML Excel 97 2003 Template Use this to create workbooks that are compatible with earlier versions of Excel These files are not XML compatible 3 Click the Save as type list arrow and select the type of template you want to create Once you change the file type to a template the location automatically changes to the Templates folder 4 Enter a name for the template in the File name text box 5 Click the Save button The template is saved Now you can use the template to create new workbooks DoubleTechs com Remote Comp
417. the sheet tab to copy the sheet Tips Y To change the color of a sheet tab right click the tab point to Tab Color and select a color from the palette DoubleTechs com Remote Computer Repair Page 96 Managing Workbooks Working with Multiple Workbooks This lesson explains how to view and work with more than one workbook at a time Switch between workbook windows If you have more than one workbook open you can quickly switch between the workbooks 1 Click a workbook s button in the Windows Task bar to view it Other Ways to Switch Between Workbooks Click the View tab on the Ribbon and click the Switch Windows button in the Window group Select the workbook you want to view from the list The selected document window becomes the active document View multiple workbooks at once 1 Click the View tab on the Ribbon and click the Arrange All button in the Window group The Arrange Windows dialog box appears allowing you to arrange the open workbooks in Tiled Horizontal Vertical or Cascade order 2 Select the option you want to use Other Ways to View Multiple Workbooks Click the View tab on the Ribbon and click the View Side By Side button in the Window group If the Compare Side by Side dialog box appears select the workbook you want to display alongside the active workbook and click OK Tips v When the Compare Side by Side feature is activated synchronous scrolling makes it po
418. ting multiplying and dividing Excel has hundreds of different formulas you can use to create complex statistical financial and scientific calculations The most expensive calculator in the world couldn t come close to matching all of Excel s functions In this chapter you Il learn about more complex formula writing how to insert and edit functions how to define names and how to trace formulas and diagnose errors Using Exercise Files This chapter suggests exercises to practice the topic of each lesson There are two ways you may follow along with the exercise files e Open the exercise file for a lesson perform the lesson exercise and close the exercise file e Open the exercise file for a lesson perform the lesson exercise and keep the file open to perform the remaining lesson exercises for the chapter The exercises are written so that you may build upon them meaning the exercises in a chapter can be performed in succession from the first lesson to the last nih DoubleTechs com Remote Computer Repair Page 118 More Functions and Formulas Formulas with Multiple Operators Formulas can contain several values such as 81 and 3 5 cell references such as B5 and C1 D11 operators such as multiplication and addition and functions such as SUM and AVERAGE When you combine several operations and functions into a single formula Excel performs the operations in a predetermined order
419. tion Figure 16 14 The Create a Digital ID dialog box Page 249 Advanced Topics Preparing Documents for SORES Pu bl ish i ng and Distri bution e Exercise File Catalog16 3 xlsx e Exercise Remove document properties with the document Excel has several features that help you make sure inspector and mark the document as final workbooks look and work the way you want them to before you distribute them to others Excel 2007 comes with several options that help you prepare a workbook for distribution 1 Click the Office Button select Prepare and select the option you want to use Table 16 3 Prepare a Document for Distribution Options describes these options below Table 16 3 Prepare a Document for Distribution Options Properties View and edit the workbook s properties such as the name of the author keywords that identify the workbook and information such as the title or category assigned to the workbook Inspect Document Check the workbook for hidden information such as personal information custom XML data and other hidden or embedded information Because this hidden information can reveal details about your organization or about the workbook itself that you might not want to share publicly you might want to remove this hidden information before you share the workbook with other people Encrypt Document Add a password to the workbook so that only individuals with the password can open it Add a Digital Signature
420. tion field to the Row Labels area Add the Date field to the Column Labels area Select cell B3 and group the dates by month Then ungroup the dates A Be Cc D E F Commission All 7 1 2 ae pp 4 Destination 1 2 2007 1 3 2007 1 4 2007 1 5 2007 1 8 2007 5 Boston 2 6 Cancun 7 Chicago 1 8 Dallas 2 9 Detroit 2 10 Duluth 2 11 Fargo 12 Houston 13 Lincoln 1 Select the field by which you want to group This example happens to group by the Date field Grouping Auto V Starting at 1 2 2007 V Ending at 7 1 2007 By Seconds Minutes Hours a Quarters Years 2 Select the increment by which you want to group This example will group the data so it is displayed by month rather than by day 2 Under PivotTable Tools on the Ribbon click the Options tab and click the Group Field button in the Group group A aac D E F G The Grouping dialog box appears 3 Specify the starting and ending values you want to Destination gt Jan 4 group and the interval you want to group by then 5 Boston 6 1 3 2 2 2 click OK 6 Cancun 2 2 8 2 7 Chicago 5 7 9 9 5 i 8 Dallas 4 4 10 4 4 5 Group other selected items 9 Detroit 6 12 1 2 10 Duluth 10 7 6 1 4 11 You can also group items that are not dates or numeric 11 Fargo 2 4 1 7 data such as labels 12 Houston 2 1 6 5 3 13 Lincoln 2 D 3 2 3 The data for each month is grouped together under one 1 Select the items in
421. to open the Mileage 3 1 xlsx file Insert Hyperlink Link to Text to display Mileage Report Screentip Wo en Jcs H 0E Existing File or Web Page fxi April Bookmark pesi ixi AvailableTitles 2 Board of Directors Meeting Place in This Mileage13 1 Document Browsed 4 TradeShow13 1 Pages TradeShow13 2 ye f i TradeShow13 3 Create New Recent Document Files Address Mileage 13 1 xlsx a aD fea Figure 13 1 The Insert Hyperlink dialog box E Trade Show TPE 2 3 Show Booth Brochures Food Mileage Reimb 4 Chicago 500 175 130 408 5 Detroit 650 160 115 283 6 Minneapolis 450 120 45 688 7 Totals 1600 455 290 1379 8 9 10 Mileage Report 11 fh J This hyperlink opens another file when clicked A er ey C D E 1 Mileage 2 3 Date Destination Starting End Total Miles 4 2 2 2007 20478 20886 408 5 2 4 2007 Detrod 20885 21169 283 6 2 8 2007 Minneapolis 21169 21857 688 i 8 9 10 11 Figure 13 2 Click hyperlinked text to display the linked file or Web page Page 194 Working with the Web and External Data Creating a Web Page from a Workbook This lesson explains how you can save your Excel worksheets as Web pages that can be viewed in a Web browser 1 Open the workbook 2 Click the Office Button on the Ribbon and select Save As The Save As dialog box appears 3 Click the Save as type list arrow and select Web P
422. to take out a 10 000 car loan at 8 interest and will pay the loan off in four years You can use the PMT function to calculate that the monthly payments for such a loan would be 244 13 You can also use the PMT function to determine payments to annuities or investments For example if you want to save 50 000 in 20 years by saving the same amount each month you can use PMT to determine how much you must save 1 Click the Insert Function button on the Formula bar The Insert Function dialog box appears 2 Click the Or select a category list arrow and select Financial Functions that fall under this category are shown in the Select a function box 3 Select PMT in the Select a function box and click OK The Function Arguments dialog box appears 4 Enter the required arguments for the PMT function and click OK The results of the function are displayed in the selected cell Tip Remember you can also create cell references by clicking the cell or cell range you want to reference Click the Collapse Dialog button to collapse the function palette and select the cell range if the Function Arguments dialog box is in the way Other Ways to Use the PMT Function in a Formula Write the formula using the syntax PMT rate nper pv Exercise e Exercise File Functions xlsx PMT worksheet e Exercise In cell D4 create a PMT function that uses these arguments Rate C4 12 Nper B4 12 Pv A4 The result is a ne
423. to the screen e Resize a Window Click and drag the resize control in the lower right corner of the window Tip You can also click the Maximize Restore button or the Minimize button on the Ribbon instead of on the title bar This allows you to adjust the window for the active workbook only the main Excel program window is unaffected Create another workbook window You can view a workbook in more than one window at a time without creating a new workbook 1 Click the View tab on the Ribbon and click the New Window button in the Window group Another window opens with the workbook s contents Tips v Viewing the same workbook in multiple windows does not create a new file When a change is made to the workbook in one window the change is reflected in all the windows for the workbook v Each instance of a workbook window is marked in the title bar For example if a new window was opened for Workbook 1 the two windows would be named Workbook 1 1 and Workbook 1 2 DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales6 2 xlsx e Exercise Minimize maximize restore down and resize the workbook window Then open a new window to view another instance of the workbook Close the new window Minimize Maximize Title bar Ribbon _ Restore Switch Macros Windows Macros Figure 6 3 Buttons for changing window size Resize control Figure 6 4 The
424. to use for the Row input cell and the Column input cell and click OK Excel displays the results of the formula with all the substituted values DoubleTechs com Remote Computer Repair Data Table Row input cell B4 Column input cel C4 Loan Payment Input cells Amount Term Interest Monthly Payment Total Payments 7 0 997 95 359 263 35 30 Formula Input values 1 2 3 45S 150 000 5 6 9 10 Input 11 values 12 Data table results Figure 12 7 The Data Table dialog box and the resulting two input data table showing different monthly payments at different interest rates and different terms Page 177 Analyzing and Organizing Data Using Goal Seek When you know the desired result of a single formula but not the value the formula needs for the result you can use the Goal Seek feature For example you can afford a 1 200 monthly payment so how much of a loan can you take out When goal seeking Excel plugs different values into a cell until it finds one that works 1 Open or create a workbook that contains the formulas you want to work with 2 Click the Data tab on the Ribbon click the What If Analysis button in the Data Tools group and select Goal Seek The Goal Seek dialog box appears 3 Click the Set cell box and click the cell in the worksheet that contains the formula you want to use 4 Click the To value box and enter the value you want to change it to 5
425. tom right corner of a group to display even more commands Some groups also contain galleries that display several formatting options Buttons One way to issue a command is by clicking its button on the Ribbon Buttons are the smallest element of the Ribbon Tips v You can hide the Ribbon so that only tab names appear giving you more room in the program window To do this double click the currently displayed command tab To display the Ribbon again click any tab v Based on the size of the program window Excel changes the appearance and layout of the commands within the groups DoubleTechs com Remote Computer Repair Exercise e Exercise File None required e Exercise Click each tab on the Ribbon to view its commands Command tab Contextual tab id Ca en Home Dreier Page Layoet Fiestas Ota Henra vom Detin ee VA bea 41 i pra a fy Conditional Formatting Su leert E A b 3 E J u A A E w E ai i e j Format ai Tinie J Dirie J rid H Y y Eea Ej a 4 E Cen siyi EjFomat 2e finer select Cipthend foni Abgrmani T Humbe i Styles tein Editing Button Dialog Box Group Launcher Figure 1 3 Ribbon elements Cg al i Book k mosoft Excel i i Hamr Imirri Page Layo Faimiaiih Bala Pirrirer Virs yw m i E D E E G H I E Ja R ks i r 3 4 G F B 4 10 Al i2 ia 14 IS 1b Fi IH Wo Sheet shast Sheeta CJA e Fi
426. tored on a Web Inserting a Hyperlink ceeeeeeeeeeeeeeeees 194 page and place it in your worksheet Creating a Web Page from a Workbook 195 Importing Data from an Access Database or TON NG Socvoues ts sease nereder ti eossedeeoresuncetuneouadls 196 Importing Data from the Web and Other OG CS assess em tren cee eeceenenesdcnesaseeaeoeecnns 198 Import data from the Web 00 198 Import data from other sources 199 Working with Existing Data Connections 200 Access existing connections 200 Manage CONNECTIONS ccccseeeeeeeeeees 200 nih DoubleTechs com Remote Computer Repair Page 193 Working with the Web and External Data Inserting a Hyperlink In this lesson you will learn how to use hyperlinks in Excel A hyperlink is text or an image that points to a file a specific location in a file or a Web page on your computer on a network or on the Internet Whenever you click on a hyperlink you jump to the hyperlink s destination if it s available A hyperlink is usually indicated by colored and underlined text On the Internet hyperlinks are used all the time to move between different Web pages 1 Select the cell you want to use for the hyperlink and enter the text or image you want to hyperlink 2 Click the Insert tab on the Ribbon and click the Hyperlink button in the Links group Other Ways to Insert a Hyperlink Select the text and p
427. toudasanduduiaacdonsareedeyaasactivtsiauasins 205 Adding a Macro to the Quick Access TOOIDal ssssssssssssssssssssssssssessseeesssssssessssseesseessesesesseseeseseeeseeeseeeeeees 206 Editing a Macros Visual Basic COUG sisi cocciceecnsaweceanccicetnigtanwnniencsemesienaseinuine odbvsanszeneneceusnesenctnladeauudvanenessheucdadawedeee 207 Inserting Copied Code in MACrO cccccccssesseccceceeceaeeseeeceeeeeeaaeeseeeeeeeseaeseeeeeeeseseeeeseeceeeeesseaaseeeeeessssuaagseeeeeees 208 Declaring Variables and Adding Remarks to VBA Code ccccccseeseececeeeeeeeeseaeeeeeeeeseeseeeesesaaeeeeeesseaeeeeesssageeees 210 POR MO UNO Tor ISON INOUE sea E a EE a aE R a ai 212 Using the If Then Else Statement cccccccccccecceessseeceeeeeeeeeeeseeeeeeeeseeaessceeeeeeseeeaseeeeeeeeseseeeaeeeeseesssaaasgeeeeeees 213 WOrKNO WHM ODICE passe sep stress E E sentient 214 Meern DAT eae E E E E EE 215 Inserting Pictures and Graphics FileS x scssesnccscecesssnecsssvoscasevsacs lt eecncageyersnsdcedeuessedensacdevecseetedeeneed cadensseeseenacdaecneseenes 216 F rmat ng Pictures and Gi Ap MICS aic 5s2ctesscucsepexensedenvacdancavavesi eR Eaa AN AKETE EENEI EEA 217 MEUN SAO E aee ES E E T AT ER 219 Forma NADO eea E E E E E E 221 Resize Move Copy and Delete ObJeCtS ccccccccssseecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeesseeeeseeeeeeeeesseaeaeeeeeeseesssaaaseeeeeeees 223 Applying Special Effects 10 ODjOCIS riesime nnn aaa Taia aE AETAT D 224 Gi 81
428. tton list arrow in the Macros group Select View Macros The Macro dialog box appears 2 Select the macro you want to delete and click the Delete button 3 Click Yes The macro 1s deleted DoubleTechs com Remote Computer Repair Exercise e Exercise File WeeklySales14 2 xlsm e Exercise Run the DateStamp macro so that the current date appears in cell C3 Click the Options button to enable macros WeeklySalesi4 2 Microsoft Excel Phoe Layout Formulas Data Review Verw ee wil Cate H Ay Ii onser JANV EBB y s 3J Delete F A F F D A ae i j Format 2 Ahgnment Number Cet Echiting A B D Weekly Sales by Office mo C Duluth Mankato Minneapolis SL Cloud St Paul 9 Two Harbors H 4 gt H Sheetl Sheet Sheet3 JA Ready J Figure 14 2 Macros are usually disabled when the file is opened even if the file is saved to be macro enabled Macro name Macros in All Open Workbooks Description This macro inserts the current date Figure 14 3 Playing a macro in the Macro dialog box Page 205 Working with Macros Adding a Macro to the Quick Exercise Access Tool bar e Exercise File WeeklySales14 3 xlsm e Exercise Add the DateStamp macro to the Quick Access To make macros fast and easy to access you can add Toolbar selecting the green triangle symbol to represent the them as buttons on the Quick Access Toolbar macro on the Toolbar O Then remo
429. ues Original 30 Year Loan 5 Changing Cells 6 Amount 150 000 150 000 150 000 gt T Term 20 20 30 a 8 Interest 7 0 7 0 7 0 9 Result Cells 10 Monthly_Payment 1 162 95 1 162 95 997 95 gt e Total Payments 279 107 62 279 107 62 359 263 35 2 12 Interest_Paid 129 107 62 129 107 62 209 263 35 13 Notes Current Values column represents values of changing cells at 14 time Scenario Summary Report was created Changing cells for each 15 scenario are highlighted in gray Figure 12 5 A Scenario Summary report DoubleTechs com Remote Computer Repair Page 175 Analyzing and Organizing Data Working with Data Tables Another way to get answers to your what if questions is by using a data table A data table is a cell range that displays the results of a formula using different values For example you could create a data table to calculate loan payments for several interest rates and term lengths There are two types of data tables e OQOne input Data Table Displays the results of a formula for multiple values of a single input cell For example if you have a formula that calculates a loan payment you could create a one input data table that shows payment amounts for different interest rates e Two input Data Table Displays the results of a formula for multiple values of two input cells For example if you have a formula that calculates a loan payment you could create a two input data table that shows payment amo
430. umn is sorted based on the values in the left most column in the selected range All the fields fo within each record move together For example if Sort Warning Jog sort a list of first and last names by last name the Microsoft Office Excel found data next to your selection Since you have not selected first names still correspond to the last names after this data it will not be sorted sorting What do you want to do Other Ways to Sort Select the entire range or select a cell in the column you want to sort by Click the Data tab on m the Ribbon and click one of the sort buttons in the oa Sort amp Filter group Or right click a cell ina column that contains data point to Sort and select a sort option from the list Tips Y To sort by rows instead of columns click the Sort amp Filter button in the Editing group on the Home tab select Custom Sort click Options in the Sort dialog box and select Sort left to right C Continue with the current selection Figure 9 3 Always expand the selection if you are sorting data in a list If you don t the data will be mismatched with other records or fields DoubleTechs com Remote Computer Repair Page 134 Working with Data Ranges Sorting by Colors or Icons If you want to sort by cell colors font colors or by icons you need to use a custom sort 1 DoubleTechs com Remote Computer Repair Select the range of data or a cell within the range
431. un Microsoft Office Diagnostics Diagnose Customize Diagnose and repair problems with your Microsoft Office programs Add Ins contact us Contact Us Trust Center Let us know if you need help or how we can make Microsoft Office better Resources activate Microsoft Office Activate Activation is required to continue using all the features in this product go to Microsoft Office Online Go Online Get free product updates help and online services at Microsoft Office Online about Microsoft Office Excel 2007 About Microsoft Office Excel 2007 12 0 6024 5000 MSO 12 0 6017 5000 Figure 16 8 The Resources tab of the Excel Options dialog box Office Diagnostics replaces Detect and Repair from Excel 2003 i E Microsoft Office Diagnostics Running Office Diagnostics may help Office Diagnostics can help to identify problems and may be able to repair your installation of Office Diagnostics can take up to 15 minutes to run and may connect to Microsoft s servers Click Continue to get started nie Figure 16 9 The first screen of the Microsoft Office Diagnostics tool Page 245 Advanced Topics Viewing Document Properties and Finding a File View document properties Document Properties are bits of information that describe and identify a document This information includes the title author name subject and keywords in the document You can also add your own tags to document properties to he
432. unts for different interest rates and different term lengths Create a one input data table 1 Set up the table area Make sure you include the formula in the top row and the input values in the left column Make sure the formula refers to the input cell 2 Select the table range that contains the formula and substitution values This should include blank cells below the formula and to the right of the values this is where the data table will go 3 Click the Data tab on the Ribbon click the What If Analysis button in the Data Tools group and select Data Table The Data Table dialog box appears 4 Type the cell reference for the input cell in the Column input cell box and click OK Tip If you set up your table with the data in a row instead of a column you would enter the cell reference for the input cell in the Row input cell box instead Excel displays the results of the formula using each of the substituted values DoubleTechs com Remote Computer Repair Exercise e Exercise File LoanPayment12 3 xlsx e Exercise Create a one input data table Enter PMT C4 12 B4 12 A4 in cell B7 Enter 6 0 6 5 7 0 7 5 8 0 in cells A8 A12 Select the cell range A7 B12 and create a data table In the Data Table dialog box enter C4 in the Column input cell box Select B8 B12 and press lt Delete gt Create a two input data table Move the formula in cell B7 to cell A7 Enter 5 10 15 20 in cells B7 E7 Select
433. up and click Filter D Type the formula Filter Data in the first cell of the column you want to filter You can use wildcards when entering values in the Custom AutoFilter dialog box True or False With an Advanced Filter you can do all of the following except A Extract and copy filtered results to another range on the worksheet B Use wildcards in the filter criteria C Filter using criteria located outside of the data range D You can do all of these things You can create a blank table or a table that uses an existing data range True or False Which of the following is NOT a way to resize a table A Click the Resize Table button in the Properties group B Use the Resize Table Wizard C Enter data in a cell below or to the right of the table D Click and drag the table s sizing handle By default when you add a total row to a table the last column is summed True or False Which of the following is not a feature for working with table data A Removing duplicate rows B Using calculated columns C Filtering and sorting D All of these are features for working with table data You can summarize and analyze table data using a A PivotTable B PivotSheet C PivotGrid D DataSheet DoubleTechs com Remote Computer Repair Page 277 100 101 102 103 104 105 106 107 108 109 110 111 In Excel 2007 the Data Form has been excluded from the Ribbon by default True o
434. use the buttons in the group on the Data tab on the Ribbon A Connect to External Data B Get External Data C Import Data D Import Files When you click a yellow table selection arrow on a Web page it turns into a green checkmarked box True or False Which of the following is NOT a button in the Connections group on the Data tab on the Ribbon A Hyperlink B Refresh All C Properties D Connections Which of the following is NOT a place where you can choose to store a macro A This Workbook B New Workbook C Universal Macro Workbook D Personal Macro Workbook To play a macro in the Macro dialog box click the button A Run B Play C Macro D Go You can select a symbol of your choice to represent the macro on the Quick Access Toolbar True or False Excel macros are written in the programming language A ABC B Visual Basic C Basic Macro D Visual Excel DoubleTechs com Remote Computer Repair Page 280 135 You can change your macro security settings in the window A Macro Center B Code Center C Trust Center D VBA Control 136 Which of the following statements declares a variable A REM HireDate as Date B Dim HireDate as Date C InputBox HireDate Date D Sub HireDate Date 137 Which of the following statements would prompt a user for information A REM DOB as Date B Sub HireDate C DIM HireDate D InputBox 138 On which tab on the Ribbon is the Clip Art button located A View B In
435. uter Repair Exercise e Exercise File Sales6 12 xlsx e Exercise Save the file as an Excel Template and name it Sales Template jx Save As GQ Roaming Microsoft Templates v 4 Search pl M Organize 2 Views New folder Name Date modified Type Size Charts Document Themes SmartArt Graphics MB Desktop Si Payroll calculator p Recent Places F Documents jy Recently Changed a Computer 5 Pictures B Music Ei Searches J Public Folders a Filename Sales Template Save as type Excel Template y Authors smeinz Tags Add a tag Tools v Cancel Hide Folders Figure 6 26 Saving a workbook as an Excel Template Page 106 Sometimes you need to do more than just Working with print your worksheet You may want to P a g A L a y O u T add a header or footer or page breaks adjust the margins print worksheet headings or print only a certain part of a a n d P r i n t i n g worksheet This chapter will help you with these as well as several other page Creating Headers and Footers ssss0 108 layout and printing tasks Create a basic header or footer 108 Use Auto Headers amp FooterS 4 108 Insert Header amp Footer Elements 109 Using Page BreakS cesssssssssssesssesesessesererees 110 Using Exercise Files Page Break Preview VieW cc ceeee 110 This chapte
436. utton D Press lt Delete gt 27 You can replace cell contents by typing over the current contents True or False 28 To copy cells using the mouse press and hold the key while clicking and dragging the selection A lt Alt gt B lt Ctrl gt C lt Shift gt D lt F4 gt 29 The Office Clipboard is available in other Office programs besides Excel True or False 30 With the Paste Special command you can choose to paste only A values B formulas C cell comments D All of these are correct 31 Which button should you click to leave misspelled text alone and move to the next questionable word A Ignore Once B Ignore All C Add to Dictionary D Change DoubleTechs com Remote Computer Repair Page 271 32 33 34 35 36 37 38 39 40 41 42 43 When you insert a row the existing rows are shifted in which direction A Left B Upward C Downward D Right Pressing the Delete key deletes the selected cell and its contents True or False To access the find and replace commands click the Find amp Select button in the group on the Home tab A Editing B Cells C Number D Clipboard You can delete a cell comment but you can t edit one True or False When you track changes in Excel you must also share the workbook True or False Which of the following is NOT a type of font formatting A Bold B Italic C Underline D Comma Style Which of the foll
437. utton to enlarge the worksheet 3 Click the Close Print Preview button Tip You can print directly from the Print Preview window by clicking the Print button in the Print group on the Print Preview tab Other Ways to Preview a Worksheet New in Excel 2007 you can click the Page Layout View button on the Status Bar to change views and get a better idea of how the worksheet will be laid out when printed Quick Print a worksheet Quick printing a worksheet bypasses the Print dialog box and sends the worksheet directly to the printer 1 Click the Office Button point to the Print arrow and select Quick Print Print a worksheet 1 Click the Office Button and select Print The Print dialog box appears Specify printing options such as the number of copies to print Other Ways to Print Press lt Ctrl gt lt P gt 2 Specify printing options then click OK DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 8 xlsx e Exercise Preview the Sales2 8 worksheet Zoom in on the previewed worksheet Close the Preview mode Print the worksheet Preview and print the document Print Mi Select a printer number of copies and r Open other printing options before printing Quick Print Save send the workbook directly to the default E printer without making changes Print Preview SI save As 4 Preview and make changes to pages before printing
438. ve the DateStamp macro from the Quick Access Tips Toolbar v It may seem obvious but you must create a macro before you can add it to the Quick Access Toolbar Macro button 1 Click the Customize Quick Access Toolbar button Customize Quick fia al D Access Toolbar next to the Quick Access Toolbar and select More Ge AA button Commands l Home Insert Pa The Customize tab of the Excel Options dialog box Figure 14 4 The Quick Access Toolbar with a macro APPEALS button added 2 Click the Choose commands from list arrow and select Macros Excel Options A list of your macros appears SE a ET a Customize the Quick Access Toolbar i Choose commands from i Customize Quick Access Toolbar i 3 Select the macro you want to add to the Quick Access jobii Macros z For all documents default x Save Toolbar and click the Add button aed Ses seve a DateStamp Undo The macro now appears in the list on the right side of ma a DateStamp al the dialog box At this point you can select a symbol Trust Center Remove to represent your macro on the toolbar re F Reset Modify 4 Click the Modify button F Show Quick Access Toolbar below the Ribbon The Modify Button dialog box appears displaying dozens of symbols to choose from Figure 14 5 Adding the DateStamp macro button to the 5 Select a symbol Quick Ac
439. ver e ZIA F j s bes mp 2 met 2 Get External Refresh zi Sort Fitter Textto Remove Outline Data All 55 Z Columns Duplicates z Connections Sort amp Filter Data Tools Analysis gt fe Minnesota A n M gt 1 First Last State Position Sales 2 Ron Dahl Minnesota Senior Manager 18 000 3 Clem Brown CA Enterthe enager 19 000 4 Elsa Martinez FL state code anager 21 000 5 Denise ndd ate p Q 22 000 6 Tamara Microsoft Office Excel a 7 Denise Winte The value you entered is not valid 8 9 A user has restricted values that can be entered into this cell 10 Cancel Help M4 Jan Ready 7 Was this information helpful DoubleTechs com Remote Computer Repair Figure 12 17 An error message appears when you try to enter data that does not match a data validation rule Page 182 Analyzing and Organizing Data Using Text to Columns The Convert Text to Columns feature in Excel allows you to split the contents of a cell into different columns For example you could split a person s first and last name into separate columns You can split data into columns using two different methods e Delimited The data will be separated based on the location of commas or tabs within the data e Fixed Width You specify a fixed column break location Let s take a look at both methods Tips Y Before using the text to columns feature make sure there are enough blank columns next to your data so
440. ver later on DoubleTechs com Remote Computer Repair Exercise Notes e Exercise File Sales2 1 xlsx e Exercise Type the label Sales and Expenses in cell Al and the labels Supplies Office Salaries Utilities and Total in the cell range A7 A11 ie 1 Sales and Expenses 2 3 Jan 4 Sales 12000 5 6 Expenses 7 Supplies 1200 amp Office 500 9 Salaries 7000 Figure 2 4 Entering a label in a cell Page 25 Worksheet Basics Entering Values Now that you know how to enter labels it s time to work with the other basic type of worksheet information values Values are the numerical data in a worksheet that are used in calculations A value can be any type of numerical information numbers percentages fractions currencies dates and times Entering values in a worksheet is no different from entering labels you simply type the value and confirm the entry 1 Click a cell and type a value 2 Press lt Enter gt or lt Tab gt to confirm the entry Tips Y Excel treats information that contains numbers dates or times as a value and automatically right aligns it in the cell v Values don t have to contain only numbers You can also use numerical punctuation such as a period or a dollar sign v You can reformat dates after entering them For example if you enter 4 4 07 you can easily reformat to April 4 2007 DoubleTechs com Remote Computer Repair
441. with Macros doc Search he Use the Search Proposal11 10 docx folder for more Recent Items 1 Proposal11 9 docx advanced Communications Computer searches gt d techLEARNING News July 10 2007 Congress probes toxic water at N C base Network d techLEARNING News June 12 2007 A CustomGuide Estimate 2007 Format Hot times Another 90 degree day Connect To Control Panel Default Programs gt See all results p Search the Internet Help and Support Figure 16 11 Search results from the Search box in the Start menu DoubleTechs com Remote Computer Repair Page 246 Advanced Topics Saving a Document as PDF or Exercise XPS e Exercise File Catalog16 2 xlsx e Exercise Download and install the PDF add in and save New in Office 2007 you can save your files in Portable the workbook as a pdf type document Document Format PDF or XML Paper Specification XPS format Both formats ensure that when the file is viewed online or printed it retains exactly the same format that you intended and that data in the file cannot easily be changed Download add in In order to save a document in PDF or XPS format you need to download and install an add in from Microsoft Office Online 1 Click the Office button and select Save As Find add ins for other file formats from the menu The Excel Help window appears 2 Find and click the Microsoft Save as PDF or XPS Add in for 2007 Microsoft Office programs link
442. workbook and select the cell range you want to chart 2 Click the Insert tab on the Ribbon and click the Dialog Box Launcher in the Charts group The Insert Chart dialog box appears 3 Click Templates in the list on the left The templates you ve saved appear in the gallery 4 Select the template you want to use from the gallery on the right and click OK Delete a template If you decide you no longer need a certain chart template you can delete it 1 Click the Insert tab on the Ribbon and click the Dialog Box Launcher in the Charts group The Insert Chart dialog box appears 2 Click the Manage Templates button The Charts folder is displayed 3 Right click the template file and select Delete The file is deleted DoubleTechs com Remote Computer Repair Exercise e Exercise File Sales5 11 xlsx and Sales5 1 xlsx e Exercise Save the chart in Sales5 11 xlsx as a template and name it Net Income Then open the Sales5 1 xlsx file and create a new chart using the saved template Include the Income and Total Exp data series in the new chart but not the Net Inc series Then delete the Net Income template ixi Save Chart Template gQ Microsoft Templates Charts 4 Search p Organize 3 Views gt E oa Name a Date modified j Type This folder is empty E Documents yy Recently Changed a Recent Places ME Desktop WA Computer x Pictures B Music p S
443. workbooks True Page Layout View makes it easy to work with headers and footers True In Page Break Preview view you can move a page break by clicking and dragging it to a new location DoubleTechs com Remote Computer Repair Page 287 T1 78 79 80 8l 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 A Large is not a margin size option in Excel B Letter is the default paper size in Excel D You can view or print gridlines and headings using the commands in the Sheet Options group False In the Print dialog box you CAN select how many copies you want to print True To change the order of evaluation enclose the part of the formula to be calculated first in parentheses A Scientific is not a category of functions in Excel True By default Excel recalculates the formulas in a workbook whenever you change a value that affects another value True You can define a name for multiple non adjacent cells B The Evaluate Formula button is not found in the Defined Names group D Click the Trace Precedents button to display arrows that show what cells affect the currently selected cell D The Error Checking dialog box does not have a Show Formulas button D Before you sort data make sure it s organized into columns and rows C You can sort data by cell icon cell or font color but not by number formatting A Use the Sor
444. worksheet an icon appears letting you know 8 Utilities that 9 Total Exp 10 Once you re done analyzing your formulas you can 11 Net Inc remove the arrows 12 naar Average Net Inc 14 Q1 Avg Mo Exp LS 3 208 44 gt Sheet Sheet2 lt Sheet3 4 Click the Remove Arrows button in the Formula Auditing group All the tracing arrows disappear from the worksheet Figure 8 15 Arrows tracing formula precedents and dependents for B14 Tip If you want to remove only precedent arrows or only dependent arrows click the Remove Arrows button list arrow and select an option Use the Watch Window The Watch Window allows you to monitor the values of certain cells as changes are made to worksheets You can add cells you want to watch from different worksheets and even different workbooks Watch Window 4 Add Watch 4 Delete Watch 1 Click the Formulas tab on the Ribbon and click the Watch Window button in the Formula Auditing Book Sheet Name Cel value Formula group Sales Sheet BO 11 700 SUM BS Ba Sales8 Sheet B13 1 770 AVERAGE B11 G11 The Watch Window appears Here you can add cells you want to track Figure 8 16 The Watch Window 2 Click the Add Watch button The Add Watch dialog box appears 3 Select the cell or cell range you want to watch and click Add The workbook and worksheet names defined name cell reference current value and formula for the selected cell s
445. xample The following formula calculates the monthly payment on a 20 000 loan with an annual interest rate of 9 that must be paid in 36 months PMT 9 12 36 20000 equals 635 99 Returns the present value of an investment Example An annuity that pays 600 every month for the next 20 years costs 50 000 and the money paid out will earn 7 You want to determine whether this would be a good investment Using the PV function you find that the present value of the annuity is PV 0 07 12 12 20 600 0 equals 77 389 50 Determines the interest rate per period of an annuity Example You want to calculate the rate of a four year 48 month 8 000 loan with monthly payments of 200 Using the RATE function you find RATE 48 200 8000 equals 0 77 percent This is the monthly rate because the period is monthly The annual rate is 0 77 12 which equals 9 24 percent Page 259 Appendix of Common Functions Date amp Time Functions You can use dates and time in your formulas just like any other value For example if cell Al contained the entry 5 1 99 you could use the formula A1 100 to calculate the date 100 days later which is 8 9 99 One very important thing to know about working with date and time functions while Excel can display dates and times using just about any format it actually stores dates as chronological numbers called serial values So when you think of dates as months days and years such as May
446. y remove a table style from a table 1 Select the table that is formatted with the table style The Design tab appears 2 Under Table Tools on the Ribbon click the Design tab 3 Click the None style or select Clear in the Table Styles group The table format is removed DoubleTechs com Remote Computer Repair Exercise e Exercise File SalesReps10 7 xlsx e Exercise Apply Table Style Light 17 to the table Zibb Seeee Seeee A es fanann 222a a aa asse Se DoT DETT gt Figure 10 13 Applying a style to a table using the Table Styles group Page 155 Working with Tables Using Table Style Options Exercise e Exercise File SalesReps10 8 xlsx Besides applying table styles you can format individual table style elements e Exercise Select the First Column and Last Column options in the Table Style Options group 1 Select a cell in the table 2 Under Table Tools on the Ribbon click the Design tab The formatting options available in the Table Style Options group include e Header Row Toggles the table s header row on and off e Total Row Adds a total row to the bottom of the table This option doesn t just change formatting but also allows you to calculate values in the total row e First Last Column Displays special formatting for the first or last columns in the table e Banded Rows Columns Displays odd and even rows and columns differently for easier reading
447. you will ever learn many of Visual Basic s hundreds of functions statements and expressions and that s okay A very useful technique you can use to edit and create macros is to insert code that has been copied or plagiarized from another macro This technique lets you add steps to your existing macros by recording the steps you want to add in new macros copying the appropriate code and inserting it into the existing macro Display the Developer tab and enable macros Before copying code we ll display the Developer tab and enable macros by turning off macro security 1 Open any workbook click the Office Button and click Excel Options The Excel Options window appears 2 Click the Show Developer tab in the Ribbon check box to select it Click OK Next enable all macros 3 Click the Developer tab on the Ribbon and click the Macro Security button in the Code group The Trust Center window appears displaying the Macro Settings 4 Select the Enable all macros option Tip For security purposes once you re done working with macros you ll want to disable them again in the Trust Center Other Ways to Enable Macros for a Single Workbook When a file that uses macros is open click the Options button in the Security Warning bar Select the Enable macros option and click OK Insert code in a macro 1 Open the workbooks containing the macros you want to work with This includes both the work

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