Teach Yourself VISUALLY Excel 2007 (Teach Yourself VISUALLY (Tech))

01_045957 ffirs.qxp 10/23/06 9:46 PM Page i Excel® 2007 by Nancy C. Muir 01_045957 ffirs.qxp 10/23/06 9:46 PM ...

Author: Nancy C. Muir

258 downloads 1644 Views 51MB Size Report

This content was uploaded by our users and we assume good faith they have the permission to share this book. If you own the copyright to this book and it is wrongfully on our website, we offer a simple DMCA procedure to remove your content from our site. Start by pressing the button below!

Report copyright / DMCA form

DOWNLOAD PDF

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page i

Excel® 2007

by Nancy C. Muir

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page ii

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page i

Excel® 2007

by Nancy C. Muir

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page ii

Teach Yourself VISUALLY™ Excel® 2007 Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 Published simultaneously in Canada Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, Online: www.wiley.com/go/permisssions. Library of Congress Control Number: 2006934807 ISBN-13: 978-0-470-04595-4 ISBN-10: 0-470-04595-7 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1

Trademark Acknowledgments Wiley, the Wiley Publishing logo, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Excel is a registered trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc. is not associated with any product or vendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.

Contact Us For general information on our other products and services please contact our Customer Care Department within the U.S. at 800-762-2974, outside the U.S. at 317-572-3993 or fax 317-572-4002. For technical support please visit www.wiley.com/techsupport.

Sales Contact Wiley at (800) 762-2974 or fax (317) 572-4002.

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page iii

Praise for Visual Books “Like a lot of other people, I understand things best when I see them visually. Your books really make learning easy and life more fun.” John T. Frey (Cadillac, MI) “I have quite a few of your Visual books and have been very pleased with all of them. I love the way the lessons are presented!” Mary Jane Newman (Yorba Linda, CA)

“I bought my first Teach Yourself VISUALLY book last month. Wow. Now I want to learn everything in this easy format!” Tom Vial (New York, NY) “Thank you, thank you, thank you...for making it so easy for me to break into this high-tech world. I now own four of your books. I recommend them to anyone who is a beginner like myself.” Gay O’Donnell (Calgary, Alberta, Canada)

“I just purchased my third Visual book (my first two are dog-eared now!), and, once again, your product has surpassed my expectations.” Tracey Moore (Memphis, TN) “I am an avid fan of your Visual books. If I need to learn anything, I just buy one of your books and learn the topic in no time. Wonders! I have even trained my friends to give me Visual books as gifts.” Illona Bergstrom (Aventura, FL) “Thank you for making it so clear. I appreciate it. I will buy many more Visual books.” J.P. Sangdong (North York, Ontario, Canada) “I have several books from the Visual series and have always found them to be valuable resources.” Stephen P. Miller (Ballston Spa, NY) “Thank you for the wonderful books you produce. It wasn’t until I was an adult that I discovered how I learn — visually. Nothing compares to Visual books. I love the simple layout. I can just grab a book and use it at my computer, lesson by lesson. And I understand the material! You really know the way I think and learn. Thanks so much!” Stacey Han (Avondale, AZ) “I absolutely admire your company’s work. Your books are terrific. The format is perfect, especially for visual learners like me. Keep them coming!” Frederick A. Taylor, Jr. (New Port Richey, FL) “I have several of your Visual books and they are the best I have ever used.” Stanley Clark (Crawfordville, FL)

“I write to extend my thanks and appreciation for your books. They are clear, easy to follow, and straight to the point. Keep up the good work! I bought several of your books and they are just right! No regrets! I will always buy your books because they are the best.” Seward Kollie (Dakar, Senegal) “Compliments to the chef!! Your books are extraordinary! Or, simply put, extra-ordinary, meaning way above the rest! THANK YOU THANK YOU THANK YOU! I buy them for friends, family, and colleagues.” Christine J. Manfrin (Castle Rock, CO) “What fantastic teaching books you have produced! Congratulations to you and your staff. You deserve the Nobel Prize in Education in the Software category. Thanks for helping me understand computers.” Bruno Tonon (Melbourne, Australia) “Over time, I have bought a number of your ‘Read Less Learn More’ books. For me, they are THE way to learn anything easily. I learn easiest using your method of teaching.” José A. Mazón (Cuba, NY) “I am an avid purchaser and reader of the Visual series, and they are the greatest computer books I’ve seen. The Visual books are perfect for people like myself who enjoy the computer, but want to know how to use it more efficiently. Your books have definitely given me a greater understanding of my computer, and have taught me to use it more effectively. Thank you very much for the hard work, effort, and dedication that you put into this series.” Alex Diaz (Las Vegas, NV) July 05

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page iv

Credits Project Editor Timothy J. Borek

Production Coordinator Adrienne Martinez

Acquisitions Editor Jody Lefevere

Layout Jennifer Mayberry Melanee Prendergast

Product Development Supervisor Courtney Allen Copy Editor Laura Town Technical Editor Diane Koers Editorial Manager Robyn Siesky Business Manager Amy Knies Manufacturing Allan Conley Linda Cook Paul Gilchrist Jennifer Guynn Special Help Sarah Hellert Cricket Krengel Laura Sinise Book Design Kathie Rickard

Screen Artist Jill Proll Illustrators Ronda David-Burroughs Cheryl Grubbs Jake Mansfield Proofreader Jeannie Smith Quality Control Laura Albert Charles Spencer Indexer Johnna VanHoose Vice President and Executive Group Publisher Richard Swadley Vice President and Publisher Barry Pruett Composition Director Debbie Stailey

01_045957 ffirs.qxp

10/23/06

9:46 PM

Page v

About the Author Nancy C. Muir is an award-winning author who has written over 50 books on topics ranging from desktop applications to online safety and distance learning. She has also contributed articles to magazines on topics such as distance learning and home design. Prior to her freelance career, Nancy worked in both the software and publishing industries and has taught technical writing at the university level. She holds a certificate in distance learning design from the University of Washington.

Author’s Acknowledgments Thanks to Jodie LeFevere of Wiley for providing the opportunity to work once again on a Teach Yourself VISUALLY book; to Tim Borek for ably keeping everything on track; and to Diane Koers and Laura Town for making sure all the i’s were dotted.

02_045957 ftoc.qxp

10/23/06

9:45 PM

Page vi

Table of Contents

1

chapter

Excel Basics

An Introduction to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Start and Close Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Navigate the Excel Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1 10 el c Ex

Understanding the Ribbon, Galleries, and Contextual Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Change Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Customize the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Display Task Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Find Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

2

chapter

Vol. 01

Workbook Fundamentals

Start a New Workbook File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Save a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

mark-o-matic

Close a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Delete a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Arrange Workbook Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Protect a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Hide or Show a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

t1 hee rks Wo

PD F

Open an Existing Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

P D F

Publish a Workbook as an Excel Binary Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

02_045957 ftoc.qxp

10/23/06

3

chapter

9:45 PM

Page vii

Entering Data

Enter Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Turn On Text Wrapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Resize Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Select Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Edit Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Work with Smart Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

ell aC to ata Ad dD

For mu la Ba r:

Work with AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Check Spelling in a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

4

chapter

Working with Worksheets

Understanding Worksheet Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Navigate Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Name a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Add a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Delete a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Move a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Copy a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Format Worksheet Tab Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Protect Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

A. Bud g Col. A et , Work Row 2 book , XL

Add Data to a Cell

Enter Data with AutoFill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

K IC CL

02_045957 ftoc.qxp

10/23/06

9:45 PM

Page viii

Table of Contents

5

chapter

Selecting Data with Formulas and Functions

Understanding Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Create Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Reference Absolute and Relative Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Copy Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Name Cells and Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Reference Ranges in Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Reference Cells from Other Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Understanding Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Apply a Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Total Cells with AutoSum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Check for Formula Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Audit a Worksheet for Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

6

chapter

Rearranging Worksheet Data

Move and Copy Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Delete Data or Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Add Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Delete Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Center Data across Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Transpose Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Set Column Width and Row Height . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Hide Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Freeze a Column or Row . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Split a Worksheet into Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Find and Replace Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

GHI J K

A BC D E F G 1 2 3 L 45 6 7 8 9

10 11

02_045957 ftoc.qxp

10/23/06

7

chapter

9:45 PM

Page ix

Formatting Worksheets

Apply Bold, Italics, and Underlining . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Change the Font and Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Change Number Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

View

Review

Add-Ins Insert

neral % .00 .0

,

A

Delete Format

Styles

A Z & SORT & FIND FILTER SELECT

Editing

Increase or Decrease Decimals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Change Data Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Apply Workbook Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Align Cell Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Rotate Cell Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Control Text Wrap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Add Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Add Background Color to Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Assign a Background to a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Copy Cell Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Apply a Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Assign Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Cells Number

p re ad s h ee t

ld o B

02_045957 ftoc.qxp

10/23/06

9:45 PM

Page x

Table of Contents

8

chapter

Enhancing Worksheets with Graphics

Insert Image Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Insert Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

x File Edit View Insert Format Tools Data Window Help AB Home

View Clip Art with the Clip Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Insert

A

Draw Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Rotate and Flip Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Crop a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Data

Review

B

View

Developer

C

1

D

Monthly

2

Move and Resize Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Formulas

Jan

3

Feb

$362.00

Mar

5

$290.00

Apr

6

$277.00

May

7

$187.00

Jun

$311.00

8

Jul

9

Aug

10 11 12

Sept Oct

$317.00 $197.00

$217.00 $233.00

Nov

13

$212.00 $211.00

Dec

organize clips

Add Shadow and 3-D Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

clip art Office

Format an Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Group and Ungroup Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

9

Previewing and Printing

Add Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Home

Insert Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Preview a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Set Up Printing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172 Print a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Define a Print Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Clip Ar t

$217.00

4

Sheet1

chapter

Add-Ins

C

Download Clip Art from the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Add a WordArt Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Page Layout

Insert

Page Layout

Formulas

Data

Review

View

Developer

Add-Ins

02_045957 ftoc.qxp

10/23/06

10

chapter

9:45 PM

Page xi

Communicating Information with Charts

Understanding Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 Create a Chart with Galleries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Move and Resize Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 Change the Chart Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Change the Axes Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 Manipulate 3-D Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Format Chart Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 Add Chart Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190 Change the Chart Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Format Charts with Layouts and Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192 Insert SmartArt Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

11

chapter

Analyzing Worksheet Data

Understanding Database Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Create a Database Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Add Records Using a Data Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Record

Edit Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 Search for Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 Identify Duplicate Values in a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

10

m

hoes Belts

Set Data Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Pants

Sort Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Hats

Filter Data with AutoFilter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Analyze Data with a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

T-shirts

20

s Sold of Item 30

40

50

60

02_045957 ftoc.qxp

10/23/06

9:45 PM

Page xii

Table of Contents

12

chapter

Using Excel Tools

Add a Watch Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220 Load Add-Ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Analyze Data with Add-In Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Featuring:

Examine Alternatives with Goal Seek . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

•Random number generation •Sampling •Regression analysis •and more..............

Create Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Optimize Formulas with Solver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

13

chapter

Sharing Excel Data

Link Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Edit Linked Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Ed it

Link Between Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

So u Lin rce ked dat a

Embed Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Enable Workbook Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

eet 1 Worksh

Add a Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Track and Review Workbook Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Merge Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 E-mail a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252 Import Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254 Export Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

Sta rtu p

Pro m

.xl s

sh Work

Lin ks Typ e Wo rks h

eet

A

Upd a

te

Sta OK tus

pt

Updat e Val ue Chan ge S ource

Brea k

2 et he ks or Close W

Link

Chec k Sta tus

eet 3

02_045957 ftoc.qxp

10/23/06

14

chapter

9:45 PM

Page 1

Using Excel on the Web

Add Web Tools to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258 Publish a Workbook as a Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Insert a Hyperlink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Download a Stock Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Copy Web Data to a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 Run a Web Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

15

chapter

Improving Excel Efficiency

Personalize the Excel Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Change the Default Font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Change the Default File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Open Files in a Specified Folder Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278 Set Macro Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 Record a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Create an Excel Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Apply an Excel Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

RUNNING SECURITY MACRO

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 2

chapter

1

Excel Basics

1 2 3

A

B

C

D

Welcome

to

Excel

2003!

4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

25 Worksheet 1

2

3

E

F

H

I

J

Are you new to Excel, or upgrading to the latest version? This chapter shows you how to move around the Excel 2007 program window and work with new features.

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 3

An Introduction to Excel ....................................4 Start and Close Excel ..........................................6 Navigate the Excel Program Window ..............8 Understanding the Ribbon, Galleries, and Contextual Tools ....................................10 Change Views ......................................................12 Customize the Quick Access Toolbar ............14 Display Task Panes ............................................16 Find Help ..............................................................18

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 4

An Introduction to Excel Microsoft Excel is the most popular spreadsheet program on the market today. You can use Excel to manipulate numeric data like a pro. You can also use the program to track and manage large quantities of data, such as inventories, price lists, expenses and expenditures, and much more. You can even use Excel as a database, entering and sorting records.

1 10 l ce Ex

Vol. 01

Crunch Numbers Microsoft Excel is best known for its number-crunching features. For example, you can use Excel to quickly tally sales figures, figure averages, and summarize performance numbers for your entire department. You can also use Excel to track your home finances, set up budgets, and forecast future spending. Using Excel’s built-in functions, you can perform any kind of mathematical calculation, from the simplest equation to the most complex formula.

5.4 + 8 = 13.4 0

4

1

4

.

7 2

5 =

8

3

6

++

9 -- *

Organize Data Microsoft Excel is also a great tool for organizing data, whether it is a large inventory list for a warehouse of items or simply a small collection of valuables in your home. The row and column format of an Excel spreadsheet is perfect for entering many types of data you need to track. After entering the data, you can perform various sorting operations to control how the data is listed.

ed an iz g r O

// 16 /3 44 5.2

A DAT

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 5

Excel Basics

Store Data in Worksheets and Workbooks Data you enter into Excel is stored in a file, called a workbook. Excel 2007 workbooks are stored using the .xlsx file extension. Within each workbook, you can store numerous individual worksheets to hold your data. You can give your worksheets distinct names, link the data between worksheets, and add and delete worksheets as needed. Learn more about working with workbooks and worksheets in Chapters 2 and 4.

3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

t1 Shee

1

chapter

Workbook Storage ls Data.x

A DAT .xls

TA DA

Present Data You can use Excel’s formatting tools to make your spreadsheet data easier to read and interpret. For example, you can add shading to cells, change the number format, or change the font and size of your data. Learn more about formatting worksheets in Chapter 7. You can present your worksheet data to others using charts and graphs. Excel’s graphing and charting tools make it easy to turn your data into meaningful visuals, such as pie charts, bar charts, and more. You can learn more about creating charts in Chapter 10.

Share Data You can share your Excel data with other users, add comments, track changes, e-mail workbooks, and more. You can import data from other sources into your Excel worksheets, or export your data into other file formats. You can also save your data as a PDF, XPS, or HTML file to share with others or post on the Internet. Learn more about sharing Excel data in Chapters 13 and 14.

g

Sharin Data

5

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 6

Start and Close Excel

Before you begin working with Excel, you must open the program window. When you finish your work, you can close the window. If you want to save your work, do so before exiting Excel completely.

SE CLO

EN OP

EXCEL

Start and Close Excel Start Excel

1 2 3 4

Click Start. Click All Programs. Click Microsoft Office.

3

Click Microsoft Office Excel 2007.

2 1 The Excel program window opens. Note: See the section “Navigate the Excel Program Window” to learn how to identify different areas of the program window.

6

4

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 7

Excel Basics

1

chapter

1

Close Excel

1 Click the Close icon ( ). If this is the only open workbook, both the workbook and Excel will close. l You can also click the Office button ( and then click Exit Excel.

)

If you have not yet saved your work, Excel prompts you to do so before exiting.

2 Click Yes to save. The Excel program window closes. l If you click No, the program closes without saving your data. l If you click Cancel, the program window remains open.

2

Can I create a shortcut icon for Excel? Yes. You can create a shortcut icon that appears on the Windows desktop. Any time you want to open Excel, simply double-click the shortcut icon. Follow these steps:

1 Follow steps 1 to 3 in the subsection "Start Excel." 2 Right-click Microsoft Office Excel 2007. 3 Click Create Shortcut in

2 3

the menu that appears. l The shortcut appears at the end of the Microsoft Office menu.

4 Click and drag the shortcut to your desktop.

7

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 8

Navigate the Excel Program Window

The Excel 2007 program window displays several common elements found in most Office 2007 programs, including a Office button, the Ribbon, the Quick Access toolbar, and scroll bars. In addition, the Excel window features a Formula bar for entering mathematical formulas. If you are new to Excel 2007, take a moment and familiarize yourself with the on-screen elements. Microsoft Office Button Displays the File menu where you find commands to open, save, print, send, and publish files. In addition you can use commands here to close a file or exit Excel, and set Excel options.

Quick Access Toolbar Displays frequently used features such as Save, Undo/Redo, and Print.

Title Bar Displays the name of the open workbook file.

Formula Bar Use this bar to enter and edit formulas and perform calculations on your worksheet data.

Worksheet The worksheet consists of rows and columns that intersect to form cells. Cells hold your worksheet data.

Window Frame Displays status information for the current worksheet or file, as well as view buttons and zoom controls.

8

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 9

Excel Basics

1

chapter

Program Window Controls Use these three buttons to minimize, maximize, or close the worksheet window.

Super Tooltip Appears when you place your mouse over a choice on the Ribbon, explaining what a feature does and providing a link to related help information.

Active Worksheet The active worksheet appears in the Excel work area, and its tab appears highlighted.

Worksheet Tabs You can use worksheet tabs to view different worksheets in your workbook file.

Vertical and Horizontal Scroll Bars Scroll vertically or horizontally through a worksheet.

9

03_045957 ch01.qxp

1/31/07

5:21 PM

Page 10

Understanding the Ribbon, Galleries, and Contextual Tools

The Excel 2007 program window has many new tools to help you accomplish your work. The Ribbon replaces toolbars and menus in previous editions of Excel. Galleries of options allow you to preview results of choices before you apply them. Contextual Tools appear when and where you need them.

A Ribbon Group Tools on the Ribbon are organized into groups by their type of function.

10

Drop-Down Menus Some tools offer drop-down menus to further refine your choice.

The Ribbon Displays tabs that provide access to many tools that used to be embedded in dialog boxes.

03_045957 ch01.qxp

1/31/07

5:21 PM

Page 11

Excel Basics

MiniBar When you select text, this floating set of formatting tools appears so you can format text on the fly.

Galleries Other tools offer preview galleries of effects you can apply, such as Themes or Color Schemes.

1

chapter

Contextual Tools When you insert and select an object such as a table or diagram, the appropriate tools for that object appear in the Ribbon.

11

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 12

Change Views Excel offers different views of your worksheets, depending on what you are currently doing. The Normal view shows one continuous page of columns and rows. The Page Layout view displays your worksheets on individual pages that correspond to printed pages. The Page Break Preview indicates page breaks with lines; you can click and drag these lines to modify where pages break.

sheet 2 Worksheet 1 Work

Change Views

1 Click the Page Layout View icon ( ). l The Page Layout view appears.

1

2 Click the Page Break Preview icon (

).

3

2

12

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 13

Excel Basics

1

chapter

The Welcome to Page Break Preview dialog box appears.

3 Click OK.

3

Note: If you do not want to see this dialog box when you enter this view, click Do Not Show This Dialog Again ( changes to ) before Step 3.

4 Click the Normal icon (

) to return to

Normal view. The Normal view is displayed.

4

Why would I want to use the Page Break view?

Can I view my Excel worksheet without the various tools showing?

You can preview where a printed page will break and move around page breaks before printing by using a click and drag method. See Chapter 9, Previewing and Printing, for more about inserting page breaks.

Yes. Click the View tab and then click the Full Screen button. This removes the Ribbon and title bar from your Outline view. To go back to the regular Excel screen, just press @@Esc or click the Restore Down button in the upper-right corner of the

PAGE 1

2 GE PA

Slides

13

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 14

Customize the Quick Access Toolbar

The Quick Access Toolbar contains four tools by default: Save, Undo, Redo, and QuickPrint. If there are other tools you often use and want immediate access to, for example, the command to create a new file, you can place them on the Quick Access Toolbar.

e

m Ho

r e s In

Customize the Quick Access Toolbar

1 Click . 2 Click Excel Options.

1

2

3 Click Customization. 4 Make any of these selections: l Click here to select the category of commands. l Click here to specify whether changes are for this document only or for all documents.

5 Click a command. 6 Click Add.

14

3

5

6

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 15

Excel Basics

1

chapter

7 Repeat steps 4 through 6 to add other commands. l The commands appear in the list of Quick Access commands.

8 Click these arrows to move commands up or down in the list.

9 Click OK to save your changes.

8

9 0

l Click any tool to use a Quick Access command.

Can I get back to the original Quick Access Toolbar settings? Yes. In the Customize area of Excel Options, click Reset. This removes any commands you added. In the confirmation box that appears click OK to save the changes.

Is there a quicker way to add or remove a tool to the Quick Access Toolbar?

Reset

Yes. Right-click any tool on the ribbon and choose Add to Quick Access Toolbar. To remove a tool on the toolbar, rightclick it and choose Remove from Quick Access Toolbar.

15

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 16

Display Task Panes

Task panes are like onscreen dialog boxes that allow you to search or insert information on specific topics. For example, you can display a Research task pane to search for information on a topic or a Clip Art task pane to search for art in various media. You can close task panes at any time to free up workspace on-screen.

E2 PAN

E1 PAN

E3 PAN

1

Display Task Panes Display Panes

1 Click an item in the ribbon that displays a task pane (such as Proofing, Research, or Clip Art).

l Excel displays the pane.

16

1

Navigat ion 2

3

4

Panes

A

B

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 17

Excel Basics

1

chapter

Close the Pane

1 Click

.

The pane closes.

1

Can I switch between panes? In Office 2003, you could use a navigation tool in any task pane to display others. In Excel 2007, navigation tools are not available. You must first click the appropriate tab and then the appropriate tool to display a task pane. Consider task panes to be a variation of a dialog box; clicking a tool on a tab might display a dialog box or a task pane, and either one is easily used to do what you need to do.

17

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 18

Find Help You can use the Excel Help tools to assist you when you run into a problem or need more explanation about a particular task. With an Internet connection, you can use Microsoft’s online Help files to quickly access information about an Excel feature. The Help window offers tools for searching for topics you want to research. You must log onto your Internet connection in order to use the online Help files. Finding Help

1 Click the Help icon (

).

Note: See the section “Display Task Panes” to learn more about viewing task panes.

The Excel Help window opens.

2 Type a word or phrase you want to research. 3 Click Search. You can also press

to start the search.

l You can click the Show Table of Contents icon ( ) to look for topics in the table of contents.

18

1

2

3

03_045957 ch01.qxp

10/23/06

10:36 PM

Page 19

Excel Basics

1

chapter

Help displays a list of possible matches.

4 Click a link to learn more about a topic. 4

The Microsoft Excel Help window opens, and you can read more about the topic.

5

l You can click links to learn more about a subject. l You can click the Back icon ( ) and the Forward icon ( ) to move back and forth between Help topics. l You can click the Print icon ( the information.

5 Click

) to print

to close the window.

Can I keep the Help window open as I work through a problem? Yes. To keep the Help window open even as you work within your document, click the Keep on Top icon ( ) in the Help window. When you no longer need the window, click .

19

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 20

chapter

2

Workbook Fundamentals rksh Wo

eet

1

Are you ready to start creating and working with Excel files? This chapter shows you how to work with Excel workbooks, create new files, delete old files, and add password protection to your data.

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 21

Start a New Workbook File ..............................22 Save a Workbook................................................23 Publish a Workbook as an Excel Binary Workbook File ................................................24 Open an Existing Workbook ............................25 Close a Workbook ..............................................26 Delete a Workbook ............................................27 Arrange Workbook Windows ..........................28 Protect a Workbook ..........................................30 Hide or Show a Worksheet ..............................32

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 22

Start a New Workbook File 3 et he rks Wo

rks Wo

he

et

1

W o rk sh e e t

2

Files you create in Excel are called workbooks. You can start a new workbook any time you want to create a new file for your Excel data. By default, every new workbook you open automatically contains three blank worksheets you can use to enter Excel data.

my workbook

To learn more about working with entering data and worksheet structure, see Chapters 3 and 4.

NEW

Start a New Workbook File

1 Click the Office button (

1

).

2

Note: To learn more about the Office button and tabs on the Ribbon, see Chapter 1.

2 Click New. The New Workbook window appears. You can also press new workbook.

+

to create a

3 Click Blank Workbook. 4 Click Create. Excel opens a new blank workbook containing three worksheets.

3

Note: To learn how to create Excel templates, see Chapter 15.

4

22

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 23

Save a Workbook

Workbook Fundamentals

2

chapter

You can save your data as a workbook file to reuse it or share it with others. By default, Excel workbooks are saved in the Excel file format, which uses the .xlsx file extension. When you save a workbook, you can specify a folder or drive to save to, as well as a unique filename. After you save a workbook, the new file name appears in the program window’s title bar.

Save a Workbook

1 Click . 2 Click Save or Save As.

1 2

3

The Save As dialog box opens.

3 Click

to navigate to the folder or drive to which you want to save the file.

4 Type a name for the workbook file. 5 Click Save. Excel saves the workbook and the new filename appears on the program window’s title bar.

4 5

23

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 24

Publish a Workbook as an Excel Binary Workbook File By default, Excel 2007 files are saved in an XML format. You can spot these formats because file extensions begin with an “x”. The Excel Binary Workbook format (.xlsb) is one of the new XML file fomats in Excel 2007. Saving a file in the Binary Workbook format makes the file faster to load and to save. You can read more about various new file formats in the Excel Help system.

P D F

mark-o-matic

Publish a Workbook as an Excel Binary Workbook File

1 Click

.

Note: To learn more about using the Office button and File menu, see Chapter 1.

2 Click the arrow next to Save As. 3 Click Excel Binary Workbook.

1 2

3

The Save As dialog box opens.

4

4 Click here to navigate to the folder or drive in which you want to save the file.

5 Type a name for the workbook file. 6 Click Save. Excel saves the workbook, and the new filename appears on the program window’s title bar.

24

1

PD F

t hee rks Wo

5 6

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 25

Open an Existing Workbook

Workbook Fundamentals

You can open a workbook you previously worked on to continue adding or analyzing data. Regardless of whether you store a workbook in a folder on your computer’s hard drive or on a disk, such as a DVD, you can easily access files using the Open dialog box.

2

chapter

Worksheet 1

Excel automatically lists your most recently used workbooks in the File menu.

Open an Existing Workbook

1 Click

.

Note: To learn more about working with the Office button, see Chapter 1.

1 2

2 Click Open. The Open dialog box appears.

3 Click here to navigate and select the folder or drive where you stored the file.

4

3

4 Click the name of the file you want to open.

5 Click Open. Excel opens the workbook.

5

25

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 26

Close a Workbook

click You can close a workbook you are no longer using without closing the entire program window. Closing unnecessary files frees up processing power on your computer.

the OOKK WORKBOO café ED

CLOS Close a Workbook

1 Click Close ( ). You can also click

and then

.

The workbook closes. If this is the only open workbook, Excel closes as well. Note: To close the Excel program, see Chapter 1.

26

1

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 27

Delete a Workbook

Workbook Fundamentals

2

chapter

t32 ee ett 1 shsheee k h or rkks WWoor W

You can permanently remove any workbook you no longer use without exiting the Excel program window. For example, you may want to delete a temporary workbook you created for a quick calculation, or delete old workbooks containing outdated data. You can delete workbooks from the Open or Save As dialog boxes.

K K Y2 BOO RK O W

Always open and check the workbook prior to removing it to ensure you do not delete a file containing important data.

Delete a Workbook

1 Click . 2 Click Open or Save As.

3

The Open or Save As dialog box appears.

4

3 Navigate to the Excel file you want to delete and select it.

4 Click the Delete icon (

).

A Confirm File Delete box appears.

5 Click Yes. Excel deletes the workbook.

5

27

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 28

Arrange Workbook Windows You can open two or more workbooks and view them simultaneously on-screen. For example, you might want to compare data between two workbooks. You can choose from four display modes for viewing two or more workbooks within the Excel program window: tiled, horizontal, vertical, or cascade.

Worksheet 2

eet 3 Worksh

et 1 kshe Wor Workshee t2

eet 1 Worksh

Wor kshe et 3

Worksheet 3

Arrange Workbook Windows

2

1 Open two or more workbooks. Note: See the section “Open an Existing Workbook” to learn how to open Excel files.

3

2 Click View. 3 Click Arrange All. The Arrange Windows dialog box appears.

4 Click a display mode ( to

changes

).

Tiled arranges the workbooks like mosaic tiles across the screen. Horizontal arranges the workbooks stacked horizontally. Vertical arranges the workbooks vertically. Cascade arranges the workbooks stacked on top of each other in a cascading display.

28

4

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 29

Workbook Fundamentals

l You can click Windows of active workbook ( changes to ) to display only the sheets in the active workbook.

5 Click OK.

2

chapter

5

This example shows two workbooks arranged horizontally. l The active workbook’s title bar is highlighted.

How do I return my workbooks to their normal display?

3 et t 21 he eeet ks shhe or rkks WWoor W

Workshe Workshe et 3 W Wor Work orks rksh et ksheet sh heet eet ee e et e t 12

You can click a workbook to make it active, and then click the Maximize icon ( ) on the workbook’s title bar to return the display to full-screen mode. When you maximize one workbook to full display, all the open workbooks are maximized as well.

Can I compare two sections of a large worksheet side by side? Yes. You can use the Split feature to help you scroll simultaneously through two parts of a worksheet and view the data in each. Worksheet 3 To activate the feature, Worksheet 1 click View and then click Split. The window divides into four areas. You can then use the two sets of vertical and horizontal scroll bars to move through two different parts of the worksheet.

29

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 30

Protect a Workbook You can keep people who open your file from making changes to your Excel workbook by assigning a password to it. You can assign a password to a workbook that prevents changes to the number and order of worksheets and preserves the size and arrangement of windows when you next open the file. The best passwords contain a mix of uppercase and lowercase letters, numbers, and symbols.

Assign a Workbook Password

1 2 3 4

1

Click Review. Click Protect Workbook.

2

Click Protect Structure and Windows.

3

Click Windows ( changes to ) to protect the windows in the workbook. This selection preserves sizing and display of the windows. The structure of the workbook (number and arrangement of worksheets) is protected by default.

l To allow users to view the file but not make changes, you can type a password (optional).

5 Click OK. If you typed a password in the Protect Workbook dialog box, the Confirm Password dialog box appears.

4 5

30

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 31

Workbook Fundamentals

6 Retype the password exactly as you typed it in step 3.

7 Click OK.

2

chapter

6 7

Excel assigns the password to the workbook.

1

Note: To protect cell data, you should use the protect worksheet feature discussed in Chapter 4.

2

The next time you open the workbook, features for deleting, moving, and renaming worksheets will be unavailable. Unprotect a Password-Protected Workbook

1 Click Review. 2 Click Protect Workbook. The Unprotect Workbook dialog box appears.

3 4

3 Type the password. 4 Click OK. You can now make changes to the workbook.

What happens if I forget a password?

How do I remove a password?

It is crucial that you remember your Excel passwords. If you lose a password, you can not make changes to the file. Lost passwords cannot be recovered. Consider writing the password down and keeping it in a safe place. Be sure to keep a record of which password goes with which workbook.

To remove a password you no longer want, click Protect Workbook on the Review tab, and in the Unprotect Workbook dialog box, enter the current password and click OK. You can also reset the password by typing and confirming a new password.

31

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 32

Hide or Show a Worksheet Sometimes when you are sharing a workbook with others, you might not want them to see every worksheet in it. To keep a worksheet out of view, you can hide it temporarily. When you want to view the worksheet again, you can easily unhide it. Worksheet To learn more about protecting workbook structure so that no one can hide or unhide worksheets, see the previous task.

Hide a Worksheet

1 Right-click the tab for the worksheet you want to hide.

2 Click Hide.

1 l The worksheet disappears from view.

32

2

04_045957 ch02.qxp

10/23/06

9:42 PM

Page 33

Workbook Fundamentals

2

chapter

Unhide a Worksheet

1 Right-click the tab area. 2 Click Unhide. The Unhide dialog box appears.

1 2

3 Click the worksheet you want to unhide. 4 Click OK.

3

The worksheet reappears.

4

Note: If you have protected the workbook structure (see previous task), Hide and Unhide commands are not available.

How do I know if there are hidden worksheets in my workbook? The easiest way to determine if a workbook contains hidden worksheets is to right-click on tabs for worksheets that are showing. If the command Unhide is listed on any of them, a hidden worksheet is lurking in your workbook!

Can I hide just one column or row in my worksheet?

HIDDEN

Yes. If you do not want to hide an entire worksheet but just one portion of it, you can hide any number or rows or columns you like and unhide them when you need them. See Chapter 6 to learn more about hiding and unhiding columns and rows.

33

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 34

Entering Data

F or mu

la

Ba

r:

Ad dD

ata

Add Data

K IC CL

Excel worksheets can hold all kinds of data, ranging from numbers and text to formulas and functions. This chapter shows you various ways to enter data, including several Excel features for speeding up data entry tasks.

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 35

Enter Data ............................................................36 Turn On Text Wrapping......................................38 Resize Columns and Rows ..............................39 Select Cells ..........................................................40 Enter Data with AutoFill ..................................42 Work with AutoCorrect......................................44 Edit Data ..............................................................46 Work with Smart Tags........................................47 Check Spelling in a Worksheet ......................48

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 36

Enter Data

aC ell to a ta dD Ad

Ba r: For mu la

Data can be text, such as row or column labels, or numbers, which are called values in Excel. Formulas are also values. Excel automatically left-aligns text data in a cell and right-aligns values. By default, Excel also considers numerical dates and times that you enter to be values, and assigns right alignment. Enter Data Type into a Cell

1 Click the cell you want to use. The active cell always appears highlighted with a darker border than the other cells.

1

2 Type your data. l The data appears both in the cell and in the Formula bar.

2

36

Add Data to a Cell

You can enter data into any cell within the worksheet. When you click a cell, it immediately becomes the active cell in the worksheet, and any data you type appears within it. You can type data directly into the cell, or you can enter data using the Formula bar.

K IC CL

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 37

Entering Data

3

chapter

Type Data in the Formula Bar

1 Click the cell you want to use. 2 Click in the Formula bar.

2 1

3 Type your data. The data appears both in the Formula bar and in the cell.

4 Click Enter (

) to accept the entry or press , which accepts the entry and moves your cursor down one cell.

l To cancel an entry, click Cancel (

4 3

).

Excel enters the data into your worksheet.

What if the data I type is too long to fit in my cell?

When I start typing in a cell, Excel tries to fill in the text for me. Why?

Long text entries appear truncated when you enter data into adjoining cells. You can remedy this by resizing the column to fit the data, or by turning on the cell’s text wrap feature, which wraps the text to fit in the cell so that the text remains visible. Text wrapping causes the cell height to increase. To learn how to resize columns, see the section “Resize Columns and Rows.” To learn how to turn on the text wrap feature, see the next section.

Excel’s AutoComplete feature is automatic. If you repeat an entry from anywhere in the same column or row, AutoComplete attempts to complete the entry for you based on the first few letters you type. If the AutoComplete entry is correct, press and Excel fills in the text for you. If not, just keep typing the text you want to insert in the cell. The AutoComplete feature is just one of many Excel tools to help speed up your data entry tasks.

Car Pa Paym yment ent

Ins

Insurance

37

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 38

Turn On Text Wrapping

By default, long lines of text you enter into a cell remain on one line. You can turn on the cell’s text wrapping option to make text wrap to the next line and fit into the cell without truncating the text. Text wrapping makes the row size taller to fit the number of lines that wrap.

Turn On Text Wrapping

2

1 Click the cell you want to edit. Note: You can also apply text wrapping to multiple cells. See the section “Select Cells” to learn how to select multiple cells for a task.

2 Click the Home tab. 3 Click the Wrap Text icon (

1 ).

l Excel applies text wrapping to the cell. Note: See the section “Resize Columns and Rows” to learn how to adjust cell height and width to accommodate your text.

38

3

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 39

Resize Columns and Rows

Entering Data

3

chapter

You can resize your worksheet’s columns and rows to accommodate text or make the worksheet more aesthetically appealing.

Resize Columns and Rows

1 Position the mouse pointer ( ) over the border of the column or row you want to resize. becomes

or

.

1

2 Click and drag the border to the desired size. l A dotted line marks the new border of the column or row as you drag.

3 Release the mouse button, and the

2

column or row is resized. l You can also double-click the right border of a column to quickly activate the AutoFit command.

39

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 40

Select Cells il pr A

il

ri l

l 5

shift

Select Cells Select a Range

1 Click the first cell in the range of cells you want to select.

2 Drag across the cells you want to include in the range. becomes

.

1 2

3 Release the mouse button. l The cells are selected. l To select all the cells in the worksheet, click here. You can select multiple noncontiguous cells by pressing and holding while clicking cells.

40

il pr A

pr A

Ap ri

You can learn more about working with ranges in Chapter 5.

Ap

You can select cells in Excel to perform editing, calculating, and formatting tasks. Selecting a single cell is quite simple: You just click the cell. To select a group of cells, called a range, you can use your mouse or keyboard. For example, you can apply formatting to a range of cells rather than format each cell individually.

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 41

3

chapter

Entering Data

Select a Column or Row

1 Position

over the header of the column or row you want to select. becomes

.

1

2 Click the column or row. Excel selects the entire column or row. To select multiple columns or rows, drag across the column or row headings.

2

You can select multiple noncontiguous columns or rows by pressing and holding while clicking column or row headings.

How do I select data inside a cell?

How do I use my keyboard to select cells?

To select a word or number inside a cell, select the cell, and then in the Formula bar click in front of the text; then drag over the characters or numbers you want to select. You can also double-click a word in the Formula bar to select the entire word.

You can use the arrow keys to navigate to the first cell in the range. Next, press and hold while using an arrow key to select the range, such as and . Excel selects any cells you move over using the keyboard navigation keys.

Sales

A 1

B

C

January Febru

2 Highs

16

18

3 Lows

-20

-9

8 in.

5 in.

t

shif

41

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 42

Enter Data with AutoFill

sd ur Th

ida y

Enter Data with AutoFill AutoFill a Text Series

1 Type the first entry in the text series. 2 Click and drag the cell’s fill handle across or down the number of cells you want to fill. You can also use AutoFill to copy the same text to every cell you drag over if the text is not part of a commonly used set, such as the months of the year.

1

2

3 Release the mouse button. l AutoFill fills in the text series. l An AutoFill Smart Tag ( ) might appear offering additional options you can assign to the data. Note: See the section “Work with Smart Tags” to learn more about smart tags.

42

ay

Fr

When you make a cell active in the worksheet, a small fill handle appears in the lower-right corner of the selector. You can use the fill handle to create an AutoFill series.

Mon day Tue sda y

y da es

n ed W

You can use Excel’s AutoFill feature to help you automate data-entry tasks. You can use AutoFill to add duplicate entries or a data series to your worksheet cells, such as labels for Monday, Tuesday, Wednesday, and so on. You can create your own custom data lists as well as use built-in lists of common entries, such as days of the week, months, and number series.

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 43

Entering Data

3

chapter

AutoFill a Number Series

1 Type the first entry in the number series. 2 In an adjacent cell, type the next entry in the number series.

3 Select both cells.

2

Note: See the section “Select Cells” to learn more.

3

4 Click and drag the fill handle across or down the number of cells you want to fill.

4

5 Release the mouse button. l AutoFill fills in the number series. might appear offering l A smartag additional options you can assign to the data. Note: See the section “Work with Smart Tags” to learn more about Smart Tags.

How do I create a custom list? To add your own custom list to AutoFill’s list library, first create

2

the custom list in your worksheet cells. Then follow these steps:

1 Select the cells

4 Click Popular.

containing the list you want to save.

5 Click Edit Custom Lists.

2 Click the Microsoft Office button (

).

The File menu appears.

3 Click Excel Options.

The Custom Lists dialog box appears.

1 3

6 Click Import. 7 Click OK. 7

6

43

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 44

Work with AutoCorrect You can use the AutoCorrect feature to quickly correct text you commonly misspell. For example, if you continually misspell the word “autumn” as “autumm,” you can add the word to the AutoCorrect dictionary. The next time you mistype the word, AutoCorrect fixes your mistake for you.

t oCC o rr eecc t A u to

You might have already noticed this feature automatically corrects your text as you type in a worksheet. AutoCorrect comes with a list of preset misspellings; however, the list is not comprehensive. To speed up your own text entry tasks, consider adding your own problem words to the list. Work with AutoCorrect Add a Misspelling

1

1 Click . 2 Click Excel Options.

2

The Excel Options window appears.

3 Click Proofing. 4 Click AutoCorrect Options.

44

3

4

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 45

Entering Data

3

chapter

The AutoCorrect dialog box opens with the AutoCorrect tab displayed.

5 Type the common misspelling exactly as you usually misspell it.

6 Type the correct or preferred spelling. 7 Click Add. AutoCorrect adds the word to the list.

5

6 7 8

You can repeat steps 5 to 7 to add more words to the list, as needed.

8 Click OK to exit the dialog box. 9 Click OK to close the Excel Options window. Using AutoCorrect

1 Click in the worksheet and type the word you commonly misspell.

1

When you press after typing the word, AutoCorrect fixes the mistake. Note: If you type something you do not want corrected, press + to undo AutoCorrect before you continue typing.

How do I remove or edit a word from the AutoCorrect list? Open the AutoCorrect dialog box to the AutoCorrect tab. Click the word you want to remove and click Delete. To edit a word, select it from the list and make your change to the Replace or With Dialect text boxes. Click OK to Dialog exit the dialog box and Diarist apply your changes. Diatribe

Can I customize the AutoCorrect feature? Yes. You can select or deselect options for AutoCorrect to fix, such as avoiding two initial caps or capitalizing the first letter of a sentence. To control any of the AutoCorrect options, you must first open the AutoCorrect dialog box; click File, Excel Options, Proofing, and then AutoCorrect Options. Make any changes to the als Apit options. You can also ce ial C ten INit sen Wo f T o t er rec lett turn AutoCorrect off by COr s irst day f f e o z s itali ame Cap deselecting the Replace ype ze n ou t itali as y Cap ext t e c text as you type option la Rep ( changes to ). Click OK to exit the dialog box and apply your changes.

45

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 46

Edit Data

A State

Boondocks

data you want to edit. l You can also edit the data in the selected cell by making changes to the data as it appears in the Formula bar.

1

Note: See Chapter 6 to learn how to rearrange worksheet data. See Chapter 7 to learn how to format data.

46

C 15

153 Tokyo

1 Double-click the cell containing the

You can select data and type over it to replace it with new text.

Indiana poli s

Providence

Edit Data

or l You can use to remove characters and make corrections to data entries.

B

17

You can perform editing tasks to the data in your worksheets. For example, you might want to change the number values you entered, or add additional text to a cell.

23,568

0

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 47

Work with Smart Tags

Entering Data

You can use Excel’s Smart Tags to help you save time in your work. Smart Tags are icons that appear when Excel recognizes data and associates it with a task. Depending on the data, Excel might display Smart Tags for AutoCorrect options, paste options, and AutoFill options. For example, when you type a person’s name, a Smart Tag might provide a command to add the name to the Office Outlook contact folder.

3

chapter

N HN OH JJO H H MIITT S SM M MA AR RY Y B BR RO OW WN N

Work with Smart Tags

1 To view a Smart Tag, click

.

1 A menu of actions you can perform with the data displays.

2 Click an item from the list to perform an action. To ignore the Smart Tag, continue working with your worksheet data.

2

47

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 48

Check Spelling in a Worksheet You can use Excel’s spelling check feature to check your worksheets for spelling errors. Although the spelling check feature is helpful, it is never a substitute for good proofreading. The spelling check feature can catch some errors, but not all, so take time to read over your worksheet for misspellings.

X

at Tools Data Winow Help File Edit View Insert Form ABC Address

bot.com/

http://www.newz

Go

Help! Missspleled

When you start the spelling check feature, Excel checks the entire worksheet, unless you select a specific cell or range of cells. Check Spelling in a Worksheet

1 Click the Review tab . 2 Click the Spelling icon ( ).

2 1

To check only a section of your worksheet, select the cells before activating the spelling check. You can also press spelling check.

to initiate

Excel searches the worksheet for any mistakes, and displays the Spelling dialog box if it finds an error. l The spelling checker makes suggestions for correct spellings here.

3 Click Change to make a correction. l To correct all the misspellings of the same word, click Change All. The spelling checker moves on to the next error.

3

48

05_045957 ch03.qxp

10/23/06

9:36 PM

Page 49

3

chapter

Entering Data

l To ignore the error one time, click Ignore Once. l To ignore every occurrence, click Ignore All. l To add the word to the built-in dictionary, click Add to Dictionary. l To add the word to AutoCorrect’s list of common misspellings, click AutoCorrect.

When the spelling check is complete, a prompt box appears.

4 Click OK.

4

Encyclopedia H-O

Russian Dictionary Chinese Dictionary

French Dictionary

You can use the Research task pane (click the Review tab and then click Research to display this) to access language dictionaries, a thesaurus, and various online reference RESEARCH sites. To use all the PANE reference resources, you need to connect to the Internet before accessing the Research pane. To learn more about viewing task panes, see Chapter 1. Dictionary

You might need to enter the word with mixed uppercase and lowercase letters to match the ways in which you plan to use the word. If you save the various formats of the word in the custom dictionary, the spelling check feature Allocate recognizes all versions of Upp the word. Also, make allocate Low er and er case sure you add the word to the current custom dictionary and not another dictionary you installed.

Thesaurus

Besides spelling check, what other helpful tools can I use to improve my worksheets?

Encyclopedia A-G

I added a word to the dictionary, but Excel still marks it as a misspelling. Why?

49

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 50

chapter

4

0

Worksheets are where all the action takes place in Excel. You use worksheets to enter and edit data, perform calculations, and more. This chapter shows you how to navigate around your worksheets and perform various tasks with the sheets.

B

5 t e ugd

TAB

Bugdet 4 09 505 50

50

8 63 50 3

500 4 3 t e Bugd

0 2100 Bugdet 2 200 4000

Bugdet 1 300000 3300

B

X L ugdets

YR 1

YR 2

Working with Worksheets

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 51

Understanding Worksheet Structure ............52 Navigate Worksheets ........................................54 Name a Worksheet ............................................56 Add a Worksheet ................................................57 Delete a Worksheet............................................58 Move a Worksheet ............................................59 Copy a Worksheet ..............................................60 Format Worksheet Tab Color ..........................61 Protect Worksheet Data ....................................62

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 52

Understanding Worksheet Structure Data you type into Excel is entered into worksheets, also called sheets. Whether you use a single worksheet or a large collection of sheets, every worksheet is structured in the same way. Before you begin entering text and numbers into your worksheets, it helps to understand how Excel worksheets come together.

XL EXCEL CLASS TODAY!

Columns and Rows Worksheets are formatted as a grid formed by columns and rows. Each worksheet has 16,384 columns and 1,048,576 rows. Every column and row has a unique identifier. Columns are labeled by letters arranged alphabetically, and rows are numbered.

B1

Column A

52

C1

D1

1 2 3 4 5 6

A

B

C

D E

Cells and Cell Addresses Every intersection of a column and a row creates a cell. Cells are the receptacles for your Excel data. Every cell has a unique name, also called an address or cell reference, in the Excel worksheet. Cell names consist of the column and row number, with the column always listed first. For example, cell A1 is the first cell in the worksheet. The next cell to the right is B1.

A. Bud ge Col. A t ,R Work ow 2 book, XL

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 53

Working with Worksheets

4

chapter

Active Cell The active cell in a worksheet is always surrounded by a highlighted border, called the selector. The Name box, located on the far left side of the Formula bar, always displays the name of the current cell.

01

SIN

G 10K LE CEL MA L TO RATHO DA N Y!

XL

KL A BC D E F G H I J

1 2 B2 3 4 5 6 7 8 9 10

H10

Cell Ranges As you work with data in a worksheet, you can group related data into a range. A range is simply a group of related cells that you can connect. A range can also be a single cell or an entire worksheet. By grouping cells into a range, you can apply formatting or printing to the entire collection, or move or copy the range data at once. Ranges are particularly useful when you begin creating formulas that reference groups of cells.

11

Worksheet Tabs By default, every Excel workbook starts out with three worksheets. Each worksheet is identified by a tab at the bottom of the sheet. The active worksheet always appears at the top of the stack. You can add more or less worksheets as needed using the Insert Worksheet tab to the right of the three worksheet tabs. You can also give your worksheets unique names to better identify their content.

XL

SHEET 1 SHEEET

4 2 SHEEET 3 SHEET

53

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 54

Navigate Worksheets You can use several methods to move around an Excel worksheet. For example, you can move around using your mouse by clicking the cell in which you want to add or edit data. You can also use the keyboard arrows and Tab key to move from cell to cell, or you can utilize a combination of both the mouse and keyboard. You can use the scroll bars to move around a large worksheet.

Active Cell The current cell in which you enter or edit data.

Vertical Scroll Bar Use to move up and down a worksheet.

Horizontal Scroll Bar Use to move back and forth horizontally across a worksheet. Worksheet Navigation Buttons Use to move among worksheets.

54

Active Worksheet The current worksheet. You can click worksheet tabs to make other sheets active.

View Buttons Use to move among Normal, Page Layout, and Page Break views.

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 55

Working with Worksheets

4

chapter

Mouse Navigation Mouse Action

Action Performed

Click a cell

Selects a cell

Click and drag across cells

Selects any cells you drag across

Double-click a cell

Selects a cell and inserts a cursor ready to enter or edit data

Double-click a cell border

Jumps to the corresponding cell

Click a row number

Selects the entire row

Click a column letter

Selects the entire column

Click and drag row numbers

Selects consecutive rows

Click and drag column letters

Selects consecutive columns

Click in the box at the upper-right corner intersection of the rows and columns

Selects the entire worksheet

Keyboard Navigation Keyboard Keys

Action Performed Moves right one cell Moves left one cell Moves down one cell Moves up one cell Moves down one screen Moves up one screen

+

Jumps to the lower-right corner of the working area

+ Home

Jumps to the first cell in the worksheet

Worksheet Navigation Buttons Worksheet Buttons

Action Performed Scrolls to the first sheet in the workbook Scrolls to the previous sheet Scrolls to the next sheet Scrolls to the last sheet in the workbook

55

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 56

Name a Worksheet

You can name your Excel worksheets to help identify the content. For example, if your workbook contains four sheets, each detailing a different sales quarter, you can give each sheet a unique name, such as Quarter 1, Quarter 2, and so on.

XL

?

1001 ESS W NAMUURR N NEEW O O Y Y R OR T FFO EEEET H H S K WOR

Name a Worksheet

1 Double-click the sheet tab you want to rename. The current name is highlighted.

1

2 Type a new name for the worksheet. 3 Press . Excel assigns the new worksheet name.

2

56

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 57

Add a Worksheet

Working with Worksheets

You can add a worksheet to your workbook to create another sheet in which to enter data. By default, every Excel workbook opens with three sheets. You can add more sheets as you need them. Excel adds a new worksheet immediately after the last worksheet on the right. You can move worksheets to reposition their order; see the section “Move a Worksheet” to learn more.

X L XL

NEW EL D IVERIES IN BACK SHEET SHEET 1 SHE

4

chapter

XL XL S H SSHHEEEE EE T TT 77 SH T EE SH T 5 66 EE T4 XL

SHEET 3 2 SHE

Add a Worksheet

1 Click the Insert Worksheet icon (

).

A new worksheet appears. You can click the Home tab, click Insert ( ), and then click Insert Sheet.

1 l Excel adds a new worksheet and a default worksheet name.

57

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 58

Delete a Worksheet

XL

You can delete a worksheet you no longer need in your workbook. Always check the sheet’s contents before deleting to avoid removing any important data. After you delete a worksheet, it is permanently removed from the workbook file.

1 2 3 4 5 6 7 8 109 11

A BC D E F G H I J K L

DELETING FILE ...

Delete a Worksheet

1 Right-click the worksheet tab. 2 Click Delete.

2

1 If the worksheet is blank, Excel deletes it immediately. If the worksheet contains any data, Excel prompts you to confirm the deletion.

3 Click Delete. Excel deletes the worksheet.

58

3

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 59

Move a Worksheet

Working with Worksheets

4

chapter

You can move a worksheet within a workbook to rearrange the sheet order. For example, you might want to position the sheet you use the most as the first sheet in the workbook.

Move a Worksheet

1 Click the tab of the worksheet you want to move.

2 Drag the tab to move its worksheet to a new position in the list of worksheets. The mouse pointer ( ) changes to the paper sheet icon ( ). A small black triangle icon ( ) keeps track of the sheet’s location in the group while you drag.

2

1

You can also right-click the worksheet tab and click Move or Copy to move worksheets with the Move or Copy dialog box. Note: For more on copying a worksheet without the aid of a dialog box, see the section “Copy a Worksheet.”

3 Release the mouse button. The worksheet is moved.

3

59

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 60

XL

You can copy a worksheet within a workbook. For example, you might want to copy a sheet to use as a starting point for a worksheet containing new, yet similar, data.

XL

Copy a Worksheet

XL

COPY x3

Copy a Worksheet

1 Click the worksheet tab you want to copy.

2 Press The

. changes to

.

3 Drag

to a new position in the list of sheets where you want the copy to appear. keeps track of the sheet’s location in the group while you drag. You can also right-click the sheet tab and click Move or Copy to move worksheets with the Move or Copy dialog box.

4 Release the mouse button. l Excel copies the worksheet as a new sheet in the workbook and gives it a default name. l Excel labels sheet copies with a (2) after the original sheet name.

60

1

2

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 61

Format Worksheet Tab Color

Working with Worksheets

You can add color to your worksheet tabs to help distinguish one sheet from another. The color you add to a tab appears in the background, behind the worksheet tab name. By default, all worksheet tabs are white, but you can assign another color to any tab.

4

chapter

XL A B C D E 1 XL A B C XL32 A 1 B C D E D E 1 4 32 25 4 36 5 4 5 6 6

k

Clic

Format Worksheet Tab Color

1 Right-click the worksheet tab you want to format.

2 Click Tab Color. A pop-up color palette opens.

3 Click a color.

2

3

1 l Excel assigns the color to the tab. l To see the new tab color, click another worksheet tab. Setting the tab color to No Color returns it to the default state. If you want to see more color options, click More Colors on the Tab Color palette.

61

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 62

Protect Worksheet Data You can assign a password to any worksheet within a workbook to protect it from unauthorized use. Essentially, the password locks the worksheet from any changes. Other users can still view the worksheet, but the assigned password protection prevents them from making any changes to the data.

XL

*****

To learn how to assign a password to an entire workbook, see Chapter 2.

Protect Worksheet Data

1 Right-click the sheet tab for the sheet you want to protect.

2 Click Protect Sheet.

1 The Protect Sheet dialog box opens.

3 Type a password for the worksheet if you assigned a password.

3

l You can select which types of changes you want to allow users to make ( changes to ).

4 Click OK.

62

WOORRDD PPAASSSSW TTEEDD TTE TECCTE PPRROOTE

4

2

06_045957 ch04.qxp

10/23/06

9:27 PM

Page 63

Working with Worksheets

4

chapter

Excel prompts you to retype the password.

5 Retype the password exactly as you typed

5

it in step 3.

6 Click OK.

6

Excel locks the worksheet. The next time you or another user attempts to make any changes to the worksheet data, Excel displays a warning prompt about the protected data.

How do I unlock a worksheet? You can turn off the password protection, thereby

unlocking the worksheet. Follow these steps:

1 Right-click the sheet tab. 2 Click Unprotect Sheet. The Unprotect Sheet dialog box opens.

3

3 Type the password. 4 Click OK. The worksheet is unlocked. Anyone can now make changes to the data.

2 1

4

63

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 64

chapter

5

Calculating Data with Formulas and Functions Formulas and functions are the real driving force of Excel’s spreadsheet capabilities. In this chapter, you learn how to build formulas to perform calculations on your worksheet data, as well as tap into Excel’s built-in functions.

1

Search Mail Stop Forward Back

Favorites

Web/Home

A

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 65

Understanding Formulas ..................................66 Create Formulas ..................................................68 Reference Absolute and Relative Cells ........70 Copy Formulas ....................................................72 Name Cells and Ranges ....................................74 Reference Ranges in Formulas........................76 Reference Cells from Other Worksheets ......................................................77 Understanding Functions..................................78 Apply a Function ................................................80 Total Cells with AutoSum ................................84 Check for Formula Errors..................................86 Audit a Worksheet for Errors ..........................88

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 66

Understanding Formulas You can use formulas to perform all kinds of calculations on your Excel data. You can build formulas using mathematical operators, values, and cell references. For example, you can add the contents of a column of monthly sales figures to calculate a total number of sales. If you are new to writing formulas, this section explains all the basics required to build your own formulas in Excel.

Formula Structure Ordinarily, when you write a mathematical formula, you write out the values and the operators, followed by an equal sign, such as 2 + 2 =. In Excel, formula structure works a bit differently. All Excel formulas begin with an equal sign (=), such as =2+2. The equal sign immediately tells Excel to recognize any subsequent data as a formula rather than a regular cell entry.

Referencing Cells Although you can enter specific values in your Excel formulas, you can also easily reference data in specific cells. For example, you can add two cells together or multiply the contents of one cell by a value. Every cell in a worksheet has a unique address, also called a cell reference. By default, cells are identified by a specific column letter and row number, so cell D5 identifies the fifth cell down in column D. To help make your worksheets easier to use, you can also assign your own unique names to cells. For example, if a cell contains a figure totaling weekly sales, you might name the cell Sales.

Cell Ranges A group of related cells in a worksheet is called a range. Cell ranges are identified by their anchor points, the upper left corner of the range and the lower right corner of the range. The range reference includes both anchor points separated by a colon. For example, the range name A1:B3 includes cells A1, A2, A3, B1, B2, and B3. You can also assign unique names to your ranges to make it easier to identify their contents. Range names must start with a letter or underscore and can include uppercase and lowercase letters. Spaces are not allowed in range names.

COLUMN

XL A B C D E F G H I

2 66

J KL

=4 2 +

XL

ROW

E A BC D

1 2 3 4 5 6 7 8 9 10 11

J KL F GHI

B2

D5 1

Search Mail Stop Forward Back

Favorites

Web/Home

A

G9

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 67

Calculating Data with Formulas and Functions

5

chapter

Mathematical Operators You can use mathematical operators in Excel to build formulas. Basic operators include the following: Operator

Operation

+

Addition

-

Subtraction

*

Multiplication

/

Division

%

Percentage

^

Exponentiation

=

Equal to

<

Less than

≤

Less than or equal to

>

Greater than

≥

Greater than or equal to

<>

Not equal to

Operator Precedence Excel performs a series of operations from left to right, which gives some operators precedence over others. When you are creating equations, the order of operations determines the results. For example, if you want to determine the average of values in A2, B2, and C2, and you enter the equation =A2+B2+C2/3, you will calculate the wrong answer. This is because Excel divides the value in cell C2 by 3, and then adds that result to the A2+B2. Following operator precedence, division takes precedence over addition. The correct way to type the average formula is =(A2+B2+C2)/3. By enclosing the values in parentheses, Excel adds the cell values first before dividing the sum by 3. The following table gives order of operator precedence: First

All operations enclosed in parentheses

Second

Exponential equations

Third

Multiplication and division

Fourth

Addition and subtraction

Reference Operators You can use Excel’s reference operators to control how a formula groups cells and ranges to perform calculations. For example, if your formula needs to include the cell range D2:D10 and cell E10, you can instruct Excel to evaluate all the data contained in these cells using a reference operator. Your formula might look like this: =SUM(D2:D10,E10). Operator

Example

Operation

:

=SUM(D3:E12)

Range operator. Evaluates the reference as a single reference, including all the cells in the range from both corners of the reference.

,

=SUM(D3:E12,F3)

Union operator. Evaluates the two references as a single reference.

=SUM(D3:D20 D10:E15)

Intersect operator. Evaluates the cells common to both references.

=SUM(Totals Sales)

Intersect operator. Evaluates the intersecting cell(s) of the column labeled Totals and the row labeled Sales.

67

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 68

Create Formulas You can write a formula to perform a calculation on data in your worksheet cells. All formulas begin with an equal sign (=) in Excel. You can reference values in cells by entering the cell name, also called a cell reference. For example, if you want to add the contents of cells C3 and C4 together, your formula would look like this: =C3+C4. You can create a formula in the Formula bar at the top of the worksheet. Formula results always appear in the cell in which you assign a formula. Create Formulas

1 Click the cell to which you want to assign a formula.

2 Type =. l Excel displays the formula in the Formula bar and in the active cell.

1 2

3 Click the first cell you want to reference in the formula. l Excel inserts the cell reference into the formula.

68

3

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 69

Calculating Data with Formulas and Functions

4 Type an operator for the formula.

5

chapter

4

Note: See the section “Understanding Formulas” to learn more about mathematical operators.

5 Click the next cell you want to reference in the formula. Excel inserts the cell reference into the formula.

6 Press

5

to accept your changes.

l You can also click Enter ( ) on the Formula bar to accept changes. l You can click Cancel ( formula.

) to cancel the

l The formula results appear in the cell. l To view the formula, simply click the cell. The Formula bar displays any formula assigned to the active cell. Note: If you change any of the values in the cells referenced in your formula, the formula results automatically update to reflect the changes.

How do I edit a formula? To edit a formula, simply click the cell containing the formula and make any corrections in the Formula bar. You can also double-click the cell to make edits directly to the formula within the cell rather than the Formula bar. You can use and to make changes to the formula and type new values or references as needed. When finished with the edits, press or click on the Formula bar.

What happens if I see an error message in my formula? If you see an error message, such as #DIV/0!, double-check your formula references, making sure you referenced the correct cells. Also make sure you did not attempt to divide by 0, which always produces an error. To learn more about fixing formula errors, see the section “Audit a Worksheet for Errors” later in this chapter.

69

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 70

Reference Absolute and Relative Cells By default, Excel treats the cells you include in formulas as relative locations rather than set locations in the worksheet. This is called relative cell referencing. For example, when you copy a formula to a new location, the formula automatically adjusts using relative cell addresses. If you want to address a particular cell location no matter where the formula appears, you can assign an absolute cell reference. Absolute references are preceded with a $ sign in the formula, such as =$D$2+E2.

G13

fx

= SUM($G$1 + G2)

G1 + G2

G13

Reference Absolute and Relative Cells

2

Assign Absolute References

1 Click the cell containing the formula you want to change.

2 Select the cell reference. 3 Press . Note: You can also type in the dollar signs to make a reference absolute.

l Excel enters dollar signs ($) before each part of the cell reference, making the cell reference absolute. Note: You can continue pressing to cycle through mixed, relative, and absolute references.

4 Press

or click

.

Excel assigns the changes to the formula.

70

1

4

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 71

Calculating Data with Formulas and Functions

Assign Relative References

1 Click the cell containing the formula you

5

chapter

2

want to change.

2 Select the cell reference. 3 Press to cycle to relative addressing. Note: You can press multiple times to cycle through mixed, relative, and absolute references. Note: You can also delete the dollar signs to make a reference relative.

4 Press

or click

1

.

l Excel assigns the changes to the formula.

When would I use absolute cell references?

When would I use mixed cell references?

You can use absolute referencing to always refer to the same cell in the worksheet. For example, perhaps your worksheet contains several columns of pricing information that refer to one discount rate disclosed in cell G10. When you create a formula based on the discount rate, you want to make sure the formula always refers to cell G10, even if the formula is moved or copied to another cell. By making the reference to cell G10 absolute instead of relative, you can always count on an accurate value for the success of your formula.

You can use mixed referencing to reference different relative cells within the same row or column, such as $C6, which keeps the column from changing but leaves the row relative. If the mixed reference is C$6, the column is relative but the row is absolute. You can press while writing a formula to cycle through absolute, mixed, and relative cell referencing, or you can type in the dollar signs ($) as needed.

71

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 72

Copy Formulas

XL

=A B3

3+

You can use Excel’s AutoFill feature to quickly copy formulas across rows or columns in your worksheets. If the cell references in a formula are relative, Excel automatically adjusts the formula for the destination cell.

=A1+B1 =A2+B2

For more on relative and absolute cell referencing, see the section “Reference Absolute and Relative Cells.”

Copy Formulas Copy a Relative Formula

1 Click the cell containing the formula you want to copy.

2 Click and drag the cell’s fill handle across or down the number of cells to which you want to copy the formula.

1

Excel copies the formula into each cell you drag over. In the case of relative cell referencing, Excel adjusts the formula relative to each cell into which you copy the formula. l In this example, the copied formula from cell B10 originally referred to cells in column B, but now refers to cells in column C. Note: See the previous section, “Reference Absolute and Relative Cells,” to learn more about cell referencing.

72

2

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 73

Calculating Data with Formulas and Functions

5

chapter

Copy an Absolute Formula

1 Click the cell containing the formula you want to copy.

2 Click and drag the cell’s fill handle across or down the number of cells to which you want to copy the formula.

1

2

Excel copies the formula into each cell you drag over. In the case of absolute cell referencing, Excel keeps the absolute cell reference the same regardless of where you copy the formula. l In this example, the copied formula from cell B16 originally referred to absolute cells in column B, and C14 now references the same absolute cells. Note: See the section “Reference Absolute and Relative Cells” to learn more about cell referencing.

How do I move a formula in my worksheet? You can move a formula using the Cut and Paste commands on the Edit menu, or you can click the Cut ( ) and Paste ( ) icons on the Home tab to move a formula in your worksheet. You can also right-click over a selected cell and activate the Cut and Paste commands from the shortcut menu. If the formula’s cell references are relative, Excel adjusts the formula for the new cell to which you move the formula. If the formula’s cell references are absolute, Excel keeps the cell references the PASTE same regardless of the new location in the worksheet.

What does the AutoFill Options smart tag do? Any time you activate the AutoFill handle of a cell, Excel displays the AutoFill Options smart tag. You can click the tag to view additional options you can apply to the data. For example, you can copy cell contents or formatting. You can choose to ignore the tag and continue working with your worksheet data. The item 1 smart tag disappears when you move on to another task. To learn more about Excel’s item 3 smart tags, see Chapter 3.

73

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 74

Name Cells and Ranges You can assign distinctive names to the cells and ranges of cells you work with in a worksheet, making it easier to identify the cell’s contents. A range is simply a group of related cells, or a range can consist of a single cell. Naming ranges can also help you when deciphering formulas. A range name, such as Sales_Totals, is much easier to recognize than a generic reference, such as B24:C24.

XL

?

? ? Range 1001

Cell N ames for DU MMI

ES

Name Cells and Ranges

1

Assign a Range Name

1 Click the Formulas tab. 2 Select the range you want to name. 3 Click Name a Range.

3

The New Name dialog box appears.

2

4 Type a name for the range. 5 Click OK. Excel assigns the name to the cells.

74

4 5

s

Name

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 75

Calculating Data with Formulas and Functions

5

chapter

Go to a Range

1 Click the Name . 2 Click the range name to which you want

2

1

to move.

l Excel immediately jumps to the cells.

Are there any rules for naming ranges? Yes. Range names must start with a letter or an underscore (_). After that, you can use any character, uppercase or lowercase, or any punctuation or keyboard symbols, with the exception of a hyphen or space. No hyphens or spaces are allowed in range names; instead, _Name substitute a period or underscore. Range

How do I edit a range name?

M EXCET L

You can use the Name Manager to make changes to your range names. On the Formulas tab, click Name Manager. Click on the range you want to rename and click Edit. In the Edit Name dialog box, enter a new name or change the cells referenced by a range. You can use the Name Manager to edit n existing range names or M home o EXCET L remove ranges you no _Name longer need names theRange assigned to in the worksheet.

75

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 76

Reference Ranges in Formulas You can reference an entire group of cells in a formula by referencing the range name. This can speed up the time it takes to build a formula in a worksheet, and range names are much easier to remember than the default range names Excel assigns.

XL

D10

:

KL A BC D E F G H I J

1 2 3 4 5 6 7 8 9

fx = SUM(D1:D9)

10 11

Reference Ranges in Formulas

1

1 Click the Formulas tab. 2 Click the cell to which you want to

3

assign a formula.

4 5

3 Start or create the formula you want to apply. Note: See the section “Create Formulas” to learn more.

4 When you are ready to insert a range into the formula, click Use In Formula.

5 Click the range name.

2

Excel automatically inserts the range name.

6 Continue creating the formula as needed.

7 Press

.

on the Formula l You can also click bar to complete the formula. The formula results appear in the cell.

76

6

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 77

Reference Cells from Other Worksheets

Working with Formulas and Functions

5

chapter

You can reference cells in other worksheets in your Excel formulas. When referencing data from other worksheets, you must specify the sheet name followed by an exclamation mark and the cell address, such as Sheet2!D12. If the sheet has a specific name, such as Sales, you must use the name along with an exclamation mark, followed by the cell or range reference, such as Sales!D12. If the sheet name includes spaces, enclose the reference in single quote marks, such as ‘Sales Totals!D12’. See Chapter 4 to learn more about naming Excel worksheets. Reference Cells from Other Worksheets

1 Click the cell to which you want to

4

2

assign a formula.

2 Create the formula you want to apply. 3

Note: See the section “Create Formulas” to learn more.

3 When you are ready to insert a cell or range from another sheet into the formula, type the sheet name preceded by an exclamation point.

4 Type !G7, where G7 is the cell address

1

or range. You can continue creating the formula as needed.

5 When finished, press

.

You can also click on the Formula bar to complete the formula. l The formula results appear in the cell.

77

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 78

Understanding Functions If you are looking for a quicker way to enter formulas, you can tap into a wide variety of built-in formulas, called functions. Functions are ready-made formulas that perform a series of operations on a specified range of values. Excel offers over 300 functions you can use to perform mathematical calculations on your worksheet data.

:

SON

ES ’S L

AY TOD

b

Quizorrow Tom

r

Function Elements Because functions are formulas, all functions must start with an equal sign (=). Functions are also distinct in that each one has a name. For example, the function that sums data is called the SUM function, and the function for averaging values is AVERAGE. You can type functions directly into your worksheet cells or use the Formulas tab of the ribbon. You can also use the Insert Function Wizard or Function Argument dialog boxes to help construct functions. These offer help in selecting and applying functions to your data.

1

2

SUM 3

7

5

4

PI

ABS 8

MIN MAX 14

15

COUNT 9

MEDIAN 16

CELL DGET DSUM

78

11

10

PMT RATE 18

17

IF

12

INT

6

AVERAGE 13

DAYS360 DCOUNT 19

AND OR

Constructing Arguments Functions typically use arguments to indicate the cell addresses upon which you want the function to calculate. Arguments are enclosed in parentheses. When applying a function to individual cells in the worksheet, you can use a comma to separate the cell addresses, such as =SUM(A5,B5,C5). When applying a function to a range of cells, you can use a colon to designate the first and last cells in the range, such as =SUM(B5:E12). If your range has a name, you can insert the name, such as =SUM(Sales). See the section “Name Cells and Ranges” to learn more about range names.

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 79

Calculating Data with Formulas and Functions

5

chapter

Types of Functions Excel groups functions into eleven categories, and each category can include a variety of functions: Category

Description

Cube

If you are using complex OLAP formulas (such as Pivot Tables), cube functions take the OLAP data and display it in a cell.

Date & Time

Includes functions for calculating dates, times, and minutes.

Engineering

This category offers all kinds of functions for engineering calculations.

Financial

Includes functions for calculating and tracking loans, principal, interest, yield, depreciation, and future values.

Information

Includes functions for testing your data.

Logical

Includes functions for logical conjectures, such as if-then statements.

Lookup & Reference

Use these functions to locate references or specific values in your worksheets.

Mathematical & Trigonometric Includes a wide variety of functions for calculations of all types. Statistical

This category includes functions for calculating averages, probabilities, rankings, trends, and more.

Text

Use these text-based functions to search and replace data and other text tasks.

Database

If you are using Excel as a database program, you can use the database functions to count, add, and file database items.

Common Functions The table below lists some of the more popular Excel functions you might use with your own spreadsheet work. Function

Category

Description

Syntax

SUM

Math & Trig

Adds values

=SUM(number1,number2,...)

ROUND

Math & Trig

Rounds a number specified by the number of digits =ROUND(number,number_digits)

COUNT

Statistical

Returns a count of text or numbers in a range

=COUNT(value1,value2,...)

AVERAGE

Statistical

Averages a series of arguments

=AVERAGE(number1,number2,...)

MIN

Statistical

Returns the smallest value in a series

=MIN(number1,number2,...)

MAX

Statistical

Returns the largest value in a series

=MAX(number1,number2,...)

MEDIAN

Statistical

Returns the middle value in a series

=MEDIAN(number1,number2,...)

PMT

Financial

Finds the periodic payment for a fixed loan

=PMT(interest_rate,number_of_periods, present_value,future_value,type)

RATE

Financial

Returns an interest rate

=RATE(number_of_periods,payment, present_value,future_value,type,guess)

DAYS360

Date & Time Returns the number of days between two dates using a 360-day calendar

=DAYS360( )

IF

Logical

Returns one of two results you specify based on whether the value is TRUE or FALSE

=IF(logical_text,value_if_true,value_if_ false)

AND

Logical

Returns TRUE if all the arguments are true, FALSE if any are false

=AND(logical1,logical2,...)

OR

Logical

Returns TRUE if any argument is true and FALSE if all arguments are false

=OR(logical1,logical2,...)

79

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 80

Apply a Function

You can use functions to speed up your Excel calculations. You can use the Insert Function dialog box to look for a particular function from among Excel’s eleven function categories.

XL

ionn nccttio In InsseerrttFFuun

function: Search for a ??????? tion: Select a func

Ok

Go

Cancel

Apply a Function

1 Click the cell to which you want to assign a function.

2 Click the Insert Function icon (

)

on the Formula bar. l You can also click the Formulas tab and click .

2 1

l Excel inserts an equal sign automatically to denote a formula and displays the Insert Function dialog box.

3 Click to select a category. 3

80

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 81

Calculating Data with Formulas and Functions

5

chapter

Excel’s built-in functions are grouped into ten categories. Note: See the previous section, “Understanding Functions,” to learn more about function categories.

4 Click the function you want to apply. l A description of the function appears here.

5 Click OK.

4

5 What kind of results can I expect with Excel functions? Most of the time, the functions you create produce number results. Because functions use different types of arguments, however, some functions produce different types of results: Result

Description

Number

Number results can include any integer or decimal number.

Time and date

When applying time and date functions, you can expect time and date results.

Logical values

Logical arguments produce results such as TRUE, FALSE, YES, NO, 1, 0.

Text

Any text results always appear surrounded by quotation marks.

Arrays

An array is a column or table of cells that is treated as a single value, and array formulas operate on multiple cells.

Cell references

Some function results display references to other cells rather than actual values.

Error values

If a function uses error values as arguments, the results appear as error values as well. Error values are not the same as error messages.

➥

continued

81

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 82

Apply a Function (continued) After selecting a function, you can then apply the function to a cell or range of cells in your worksheet. You can use the Function Arguments dialog box to help you construct all the necessary components of a function. The dialog box can help you determine what values you need to enter to build the formula.

ionn nccttio In InsseerrttFFuun nction:

fu Search for a Go SUM ction: ply to Select a fun TUTE Apell D12 c SUBSTITAL O T SUB SUM SUMIF Cancel

Ok Apply a Function (continued)

The Function Arguments dialog box appears.

6

Note: You can also go directly to the Function Arguments dialog box for a particular function by clicking a formula category in the Function Library group of the Formulas tab and selecting that function.

6 Depending on the function’s arguments, select the desired cells for each argument required by the function. You can select a cell or range of cells directly in the worksheet, and Excel automatically adds the references to the argument. You can also type a range or cell address directly in the argument text box.

7

l The dialog box displays additional information about the function here.

7 If needed, continue adding the necessary cell references to complete all of the function’s arguments.

8 When finished constructing the arguments, click OK.

82

8

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 83

Calculating Data with Formulas and Functions

5

chapter

l Excel displays the function results in the cell. l The function appears in the Formula bar.

Edit a Function

1 Click the cell containing the function you

2

3

want to edit.

Excel displays the Function Arguments dialog box, and you can make changes to the cell references or values as needed.

4 Click OK.

How can I find help with a particular function?

4

The Function Arguments dialog box covers up the cells I need to select. How do I move the dialog box out of the way? You can click the Collapse icon ( ) at the end of the argument text box to minimize the dialog box. You can then select any cells needed and click the Expand icon ( ) to maximize the dialog box again. You can also click and drag the dialog box by its title bar to move it around the screen.

PSE LA OL

EX P A ND

If you click Help on this function in either the Insert Function or Function Arguments dialog box, you can access Excel’s Help files to find out more about the function. The function help includes an example of the function in action and tips about how to use the function.

1

C

2 Click the Formulas tab. 3 Click Insert Function.

83

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 84

Total Cells with AutoSum

One of the most popular functions available in Excel is the AutoSum function. AutoSum automatically totals the contents of cells. For example, you can quickly total a column of sales figures. AutoSum works by guessing which surrounding cells you want to total, or you can specify exactly which cells to sum.

AUTO

XL

0

Total Cells with AutoSum Apply AutoSum

1 Click in the cell where you want to

3

2

insert a sum total.

2 Click the Formulas tab. 3 Click AutoSum. 1

l AutoSum immediately attempts to total the adjacent cells.

84

1

4

.

7 2

5

=

8

3

6 ++

9 --

*

SUM!

//

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 85

Calculating Data with Formulas and Functions

l To sum another range of cells instead of AutoSum’s guess, select the cells you want to include in the sum.

4 Press

or click

.

5

chapter

4

l Excel totals the selected cells.

Can I total cells without applying a function? Yes. You can use the AutoCalculate feature to quickly sum cells or apply results from several other popular functions without having to insert a formula or function. You can select a group of cells you want to total, and Excel immediately adds all the cell contents and displays a total, average, and count in the status bar at the bottom of the program window. To change the calculation type, right-click the total on the status bar and click another function. To sum noncontiguous cells, press and hold while clicking cells.

Can I apply AutoSum to both rows and columns at the same time? Yes. Simply select both the row and column of data you want to sum, along with a blank row and column to hold the results. When you apply the AutoSum function, Excel sums the row and column and displays the results in the blank row and column.

85

07_045957 ch05.qxp

10/23/06

9:43 PM

Page 86

Check for Formula Errors

If something is wrong with a formula you apply in a worksheet, Excel displays an error message, usually in the cell containing the formula results. Error messages do not always clarify what is wrong with the formula or identify what you need to do to make a correction. The following checklist offers a few practical solutions that can help you determine the nature of the error.

Check Cell References One of the most common mistakes users make is placing the wrong cell references into a formula. For example, instead of clicking cell C7, you click cell C8. Always double-check the cell references you used in your formula. If you referenced cells from other worksheets, double-check those references to make sure you used the correct sheet name as well as the correct cell references.

Check for Typing Errors Typing errors can also cause formulas to go awry. Double-check your use of punctuation in your formulas. Remember, you must use colons to designate ranges in your cell references, such as B5:E12, and sometimes a mistyped semicolon can cause an error. If you use named ranges in a formula, spell the range name correctly. If a range name includes a space, be sure to enclose the range name in quotation marks when referencing the range from another worksheet.

Check Cell Data Always double-check the contents of your referenced cells to make sure the content is not causing the formula error. Excel cannot calculate an answer if you try to divide by zero or use a nonnumeric value in a mathematic formula.

XL = SUM(A1:D1)

E D C 8.49 341.75 120 642 07

86

XL XL XL

K L F G H I J A BC D E

1 2 3 4 5 6 7 8 9

07_045957 ch05.qxp

10/23/06

9:44 PM

Page 87

Calculating Data with Formulas and Functions

Check Parentheses Make sure parentheses in a formula appear in the right order. Formulas require a beginning and ending parenthesis for each use, and the parentheses must surround the formula arguments. When nesting arguments, which allows you to use parentheses within parentheses, double-check to make sure your formula includes all the necessary parentheses. If one is missed, a formula error occurs.

5

chapter

Check Operator Precedence It is important to remember the rule of operator precedence. Excel tackles mathematical operators in a particular order, as explained in the section “Understanding Formulas.” If you experience incorrect formula results, start by checking the order of your formula’s operators.

oper ato pre cede r nce ch in p eck rog ress

Check Function Arguments When you use functions, always check for missing arguments. Also remember that when you apply functions, you must use the right data with the right function. Some functions require a certain type of data to perform a calculation. For example, if the function is expecting numeric data and you reference a cell with text data instead, this causes a formula error. Revisit the Function Arguments dialog box for the formula to double-check what data types are required by the function.

Remove Formatting Some functions do not work well with formatted cell data, such as percent signs rather than plain numbers. If you experience a formula error with a function, try removing any formatting for the referenced cells.

87

07_045957 ch05.qxp

10/23/06

9:44 PM

Page 88

Audit a Worksheet for Errors

XL

XL

XL

When dealing with larger Excel worksheets that require scrolling through many cells, it is not always easy to figure out the source of a formula error. To help with errors that arise, you can use Excel’s Formula Auditing group of tools on the Formulas tab of the Ribbon, which includes several tools for examining and correcting formula errors. The Error Checking feature looks through your worksheet for errors and helps you find solutions. Audit a Worksheet for Errors

1

Apply Error Checking

2

1 Click the Formulas tab. Excel displays the Formulas tab.

2 Click the Error Checking icon (

).

Excel displays the Error Checking dialog box and highlights the first cell containing an error.

3 To fix the error, click Edit in Formula Bar. l To find help with an error, click here to open the Help files. l To ignore the error, click Ignore Error.

88

3

07_045957 ch05.qxp

10/23/06

9:44 PM

Page 89

Calculating Data with Formulas and Functions

4 Make edits to the cell references in the

5

chapter

4

Formula bar.

5 Click Resume. 5

l You can click Previous and Next to scroll through all of the errors on the sheet.

6 When the error check is complete, a

6

message appears; click OK.

What kind of error messages does Excel display for formula errors? The following table explains the different types of error values that can appear in cells when an error occurs: Error Message

Problem

Solution

######

The cell is not wide enough to contain the value.

Widen the column width.

#N/A

Value is not available.

Check to make sure the formula references the correct value.

#NAME?

Does not recognize text in a formula.

Make sure the name referenced is correct.

#NUM!

Invalid numeric value.

Check the function for an unacceptable argument.

#REF!

Invalid cell reference.

Correct cell references.

#VALUE!

Wrong type of argument or operand.

Double-check arguments and operands.

➥

continued

89

07_045957 ch05.qxp

10/23/06

9:44 PM

Page 90

XL

XL

Auditing tools can trace the path of your formula components and check each cell reference that contributes to the formula. When tracing the relationships between cells, you can display tracer lines to find precedents, cells referred to in a formula, or dependents, cells that contain the formula results.

XL

Audit a Worksheet for Errors (continued)

Audit A Worksheet For Errors (continued)

3

Trace Precedents

1 Click the cell containing the formula results or content you want to trace.

2

2 Click the Formulas tab. 3 Click Trace Precedents. l To trace dependents instead, click Trace Dependents.

1

Excel displays trace lines from the current cell to the cells referenced in the formula. You can make changes to the cell contents or the formula. l In this example, the trace lines show the three cell ranges that are referenced in the formula. l You can click Remove Arrows to turn off all trace lines. To turn off just dependent trace lines, click the arrow on the Remove Arrows tool and click Remove Dependent Arrows.

90

07_045957 ch05.qxp

10/23/06

9:44 PM

Page 91

Calculating Data with Formulas and Functions

Trace Errors

3

1 Click the cell containing the error you want to trace.

2 Click the Formulas bar. 3 Click . 4 Click Trace Error.

5

chapter

2

4

1

Excel displays trace lines from the current cell to any cells referenced in the formula. You can make changes to the cell contents or the formula to correct the error. l In this example, a number is divided by zero. l You can click Remove Arrows to turn off the trace lines.

How do I use the smart tag to fix formula errors? Excel displays a smart tag icon any time you encounter an error. You can click the smart tag to view a menu of options, including options for correcting the error. For example, you can click Help on this error to find out more about the error message.

What does the Evaluate Formula button do? You can click the Evaluate Formula icon ( ) in the Formula Auditing group of tools in the Formulas tab to check your formula or function step by step. When you click the cell containing the formula you want to evaluate and then click , Excel opens the Evaluate Formula dialog box, and you can evaluate each portion of the formula for correct references and values.

91

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 92

chapter

6

Rearranging Worksheet Data You can rearrange your worksheet data to improve the presentation of your worksheet information. This chapter shows you how to use Excel’s many tools to make adjustments to the worksheet structure.

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 93

Move and Copy Data ........................................94 Delete Data or Cells ..........................................96 Add Columns and Rows....................................98 Delete Columns and Rows ............................100 Center Data across Columns ........................102 Transpose Columns and Rows ......................103 Set Column Width and Row Height ............104 Hide Columns and Rows ................................106 Freeze a Column or Row ................................108 Split a Worksheet into Panes ........................109 Find and Replace Data....................................110

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 94

Move and Copy Data You can use the Cut, Copy, and Paste commands to copy data within Excel, or move and share data between other Office programs. For example, you might cut a row of labels and paste them into another worksheet, or copy a formula from one cell to another cell in the same worksheet. You can also drag and drop data to move and copy it within a worksheet. The Copy command makes a duplicate of the selected data, and the Cut command removes the data from the original file entirely. Excel places data that you copy or cut in the Windows Clipboard until you are ready to paste it into place.

K A BC D E F G H I J

1 2 3 4 5 6 7 8 9

KL A BC D E F G H I J 1 2 3 L 45 6 7 8 9

10 11

10 11

GLUE

Move and Copy Data Move or Copy Data

2

3

1 Select the data you want to move or copy. Note: See Chapter 3 to learn how to select cells.

2 Click Home. 3 Click Cut ( ) to move data, or click Copy ( ) to copy the data. Note: You can also use the Cut, Copy, and Paste commands to move and copy entire rows or columns.

The data is placed in the Windows Clipboard.

1

4 Click where you want to insert the data. You can also open another workbook or worksheet to paste the data.

5 Click Paste (

5

).

The data appears in the new location. You can also click the arrow on the Paste button and specify what to paste from the drop-down menu that appears. A smart tag ( ) might appear when you paste the data. You can click to view a list of options you can apply to the pasted data.

94

4

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 95

Rearranging Worksheet Data

6

chapter

Drag and Drop Data

1 Select the data you want to move or copy. Note: See Chapter 3 to learn how to select cells.

2 Position the mouse pointer ( ) over the selected cell’s border. changes to

.

2 1

3 Click and drag the data to a new location in the worksheet. To copy the data, press and hold while dragging. The data appears in the new location.

3

When I paste data, an icon appears. What is it? The Paste Options smart tag ( ) appears when you perform any copy or paste tasks. You can click to view a drop-down list of related options for the task you are performing. You can click an option from the list to activate the option. If you prefer not to use , you can ignore it. The tag disappears if you continue working on the file.

Can I paste only the results of a formula, and not the formula itself?

PASTE

Apply Style

Yes. You can use the Paste Values command on the menu that appears when you click Paste on the Home tab. Although pasting the formula causes the formula to calculate relative values, pasting the value copies the results of the formula to the selected cell. If the original formula recalculates, the pasted value will not.

95

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 96

Delete Data or Cells You can delete Excel data you no longer need. When you decide to delete data, you can choose whether you want to remove the data and keep the cell or delete the cell entirely. When you delete a cell’s contents, only the data is removed. When you delete a cell, Excel removes the cell as well as its contents. The existing cells in your worksheet shift over or up to fill any gap in the worksheet structure.

Sales

Delete Data or Cells Delete Data

1 Click the cell or select the cells containing the data you want to remove. Note: See Chapter 3 to learn how to select cells.

2 Press

1

.

Excel deletes the data from the cell.

Delete Cells

1 Click the cell or select the cells you want to remove. Note: See Chapter 3 to learn how to select cells.

2 Right-click over the cell or range. 3 Click Delete. You can also click Delete on the Home tab.

96

1 3

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 97

Rearranging Worksheet Data

6

chapter

The Delete dialog box opens.

4 Click a deletion option ( to

4

changes

).

5

You can also open another file to copy to.

5 Click OK.

l Excel removes the cells and their content from the worksheet. Other cells shift over or up to fill the void of any cells you remove from a worksheet.

Can I remove a cell’s formatting without removing the content? Yes. You can.

1 Click Home. 2 Click Cell Styles.

2 1 3

3 Click the Normal style from the gallery that appears, to clear any cell formatting that has been applied.

97

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 98

Add Columns and Rows You can add columns and rows to your worksheets to add more data. For example, you might need to add a column in the middle of several existing columns to add data you left out the first time you created the workbook.

Add Columns and Rows Add a Column

1 Right-click the column to the right of where you want to insert a new column. Note: See Chapter 3 to learn how to select columns and rows.

2 Click Insert.

l Excel adds a column. l You can also click Insert on the Home tab to insert a cell, row, column, or worksheet from a drop-down menu.

98

1 2

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 99

Rearranging Worksheet Data

6

chapter

Add a Row

1 Right-click the row below where you want to insert a new row. Note: See Chapter 3 to learn how to select columns and rows.

2 Click Insert.

1 2

l Excel adds a row. l You can also click Insert on the Home tab to insert a cell, row, column, or worksheet from a drop-down menu.

Can I insert a multiple number of columns and rows? Yes. Select two or more columns or rows in the worksheet, right-click, and choose Insert. Excel adds the same number of new columns or rows as the number you originally selected. You can also click Insert and click Insert Sheet Columns or Insert Sheet Rows to insert multiple columns or rows into your worksheet.

What happens to formula calculations when I insert rows or columns? Absolute cell references change; for example, if your formula added the values in B2 and C3 and you insert a new first column, the formula will now refer to the new B2 and C3 values. Relative cell references will adjust.

99

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 100

Rows

COLUMNS

You can remove columns or rows you no longer need in the worksheet. For example, you might remove a row of out-of-date data. When you delete an entire column or row, Excel deletes any existing data within the selected cells. Excel also moves the other columns and rows to fill the space left by the deletion.

COLUM NS

Delete Columns and Rows

Delete Columns and Rows Delete a Column

1 Right-click the column you want to delete. Note: See Chapter 3 to learn how to select columns and rows.

2 Click Delete. Note: If you press , Excel deletes the column’s contents instead of the entire column.

Excel deletes the column. l You can also click Delete on the Home tab to remove a column or row.

100

1 2

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 101

Rearranging Worksheet Data

6

chapter

Delete a Row

1 Right-click the row you want to delete. Note: See Chapter 3 to learn how to select columns and rows.

2 Click Delete. 1

Note: If you press , Excel deletes the row’s contents instead of the entire row.

2

Excel deletes the row. l You can also click Delete on the Home tab to remove a row.

How do I delete an entire worksheet from my workbook?

I accidentally deleted a column I need. How do I reinsert it?

To remove a worksheet, right-click the worksheet tab and then click Delete from the shortcut menu. If the sheet contains any existing data, Excel prompts you to confirm the deletion by clicking Delete in a dialog box. To learn more about adding and deleting worksheets from a workbook file, see Chapter 4.

If you click the Undo icon ( ) on the Quick Access toolbar immediately after deleting a row or column, you can undo the action. Excel reinserts the row or column, including any data it contained. You can also press + to undo the last action.

rk Wo

1 et he sh

W o rk sh e e t

2

3 et he rks Wo

101

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 102

Center Data across Columns You can center a title or heading across a range of cells in your worksheet. For example, you might want to include a title across multiple columns of labels. You can use the Merge and Center command to quickly create a merged cell to hold the title text.

Center Data across Columns

1 Select the cell containing the text you want to center and the cells to the right of it across which you want to center that text. Note: See Chapter 3 to learn how to select columns and rows.

2 Click the Home tab. 3 Click Merge and Center (

).

l Excel merges the cells and centers the text.

102

2

3 1

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 103

Transpose Columns and Rows

Rearranging Worksheet Data

6

chapter

You can quickly turn column labels into row labels or row labels into column labels using the Transpose command. For example, you might create a worksheet to include three column labels and four row labels but later decide it is better the other way around. Rather than retype the text, you can activate the Transpose command.

Transpose Columns and Rows

1 Select the cells containing the text you

2

want to transpose.

2 Click

.

1

3 Click where you want to insert the transposed text. Note: The new paste area must be outside the selected cells.

4 Click the Paste . 5 Click Transpose.

4 5

l Excel pastes the text in the reverse order, with column labels becoming row labels and row labels becoming column labels.

3

103

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 104

Set Column Width and Row Height You can change the width of any column or the height of any row in a worksheet. By default, Excel starts all new worksheets with uniform column width and row height. You might need to widen a column to fit a line of text, or you might need to deepen a row to fit a graphic. Every time you open a new workbook, Excel defines a default column size of 8.43, measured in characters, and a default row height of 15.00, measured in points. You can set your own widths and heights as needed.

Set Column Width and Row Height

2

Set a Column Width

1 Click the column you want to edit. Note: See Chapter 3 to learn how to select columns and rows.

3

2 Click Home. 3 Click Format. 4 Click Column Width.

4

1 The Column Width dialog box opens.

5 Type a width value for the column. 6 Click OK. Excel assigns the new column width.

104

6

5

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 105

Rearranging Worksheet Data

Set a Row Height

2

1 Click the row you want to edit.

3

4

Note: See Chapter 3 to learn how to select columns and rows.

2 Click the Home tab. 3 Click Format. 4 Click Row Height.

6

chapter

1

The Row Height dialog box opens.

5 Type a height value for the row. 6 Click OK. Excel assigns the new row height.

6

Is there a quicker way to resize a column or row? For faster column and row resizing, you can drag the borders to the size you want. For example, to resize a column, position the over the left or right edge of the column header ( becomes ). Then click and drag the border to set a new column width. You can do the same to resize row height.

5

How do I make a single column or row best fit my text? Excel offers you a special command to make your column or row automatically resize to the existing text. For example, if you type text into cell A1 that exceeds the width of the column, you can activate the AutoFit Selection command to quickly resize that particular column. Click inside the cell, click on the Home tab, click Format, and then click AutoFit. You can also double-click the right column border or bottom row border to quickly activate the AutoFit command.

105

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 106

Hide Columns and Rows You can hide columns and rows in your worksheets to keep confidential information out of view. For example, you can hide a column or row to prevent the data from appearing on a printout.

Hide Columns and Rows Hide a Column

2

1 Click the column you want to hide. Note: See Chapter 3 to learn how to select columns and rows.

3

You can also select multiple columns to hide.

2 3 4 5

Click the Home tab.

5

Click Format. Click Hide & Unhide. Click Hide Columns.

l You can also hide an entire sheet in your workbook by clicking Format, Hide & Unhide, and then Hide Sheet. l Excel hides the column by shifting the other columns over.

106

1

4

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 107

Rearranging Worksheet Data

6

chapter

2

Hide a Row

1 Click the row you want to hide.

3

Note: See Chapter 3 to learn how to select columns and rows.

You can also select multiple rows to hide.

2 3 4 5

4

5

Click the Home tab. Click Format.

1

Click Hide & Unhide. Click Hide Rows.

l Excel hides the row by shifting up the other rows.

How do I unhide a column or row? To display hidden columns and rows again, follow these steps:

1 Click the column or row next

3 2 4

to the hidden column or row.

2 Click Home. 3 Click Format. 4 Click Hide & Unhide.

1

5

5 Click Unhide Rows, or Unhide Columns. Excel displays the full column or row again.

107

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 108

Freeze a Column or Row You can freeze a column or row to keep the labels in view as you scroll through larger worksheets. The area you freeze is nonscrollable, but the unfrozen areas of the worksheet are still scrollable.

Freeze a Column or Row

2

1 Click to the right of the column or below the row you want to freeze.

3

2 Click the View tab. 3 Click Freeze Panes. 4 Click Freeze Panes.

1 l Excel freezes the area above or to the left of where you applied the Freeze Panes command. The area below or to the right of the frozen pane is scrollable. l If you want to freeze only the top row or the first column, use those commands in the Freeze Panes gallery. l To unlock the columns and rows, click Freeze Panes on the View tab, and then click Unfreeze Panes.

108

4

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 109

Split a Worksheet into Panes

Rearranging Worksheet Data

6

chapter

You can view two different areas of a worksheet on-screen at the same time using the Split command. For example, you might want to view both the top and bottom of the worksheet to compare data. When you split panes in Excel, both areas of the split are scrollable.

Split a Worksheet into Panes

1 Click to the right of the column or below the row you want to split.

2 Click the View tab. 3 Click Split.

2

3

l Excel splits the worksheet into two or more scrollable areas, depending on where you clicked in step 1. To remove the split, on the View tab click Split.

109

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 110

Find and Replace Data You can use Excel’s Find tool to search through your worksheet for a particular number, formula, word, or phrase. You can use the Replace tool to replace instances of text or numbers with other data. For example, you might need to sort through a long worksheet, replacing a reference with another name.

r rest of Aeome The White C tht ethfoaut llay there. t a r e d n o w n s i a d be They looke st that layetshaeirde,.“Ride the fell beaM arck”, h carcass of , “Ride Find e Marck,”, he sawidyn farewell.” a n d R “Hail, King of th bid Aeo eplac farewell.” e y - bid Aeowyn t Aeowyn nowTteoxvtictor Find knew nottAtheoaw d yn : go o dAnd so he died and knew not tha b ye stood by Repl d stehtohsaet tshtoaotd by ace: n d t ho farew lay near him. A ell t crying, “Theodyn, king, Theodyn wep to them A omer said CAN CE L

OK

Find and Replace Data Find Data

1

1 Click the Home tab. 2 Click Find & Select. 3 Click Find.

3

2

The Find and Replace dialog box opens with the Find tab displayed.

4 Type the data you want to find. 5 Click Find Next. l Excel searches the worksheet and finds the first occurrence of the specified data. You can click Find Next again to search for the next occurrence.

4 6

6 When finished, click Close to close the dialog box. Note: Excel might display a prompt box when the last occurrence is found. Click OK.

110

5

08_045957 ch06.qxp

10/23/06

11:46 PM

Page 111

6

chapter

Rearranging Worksheet Data

1

Replace Data

1 Click the Home tab. 2 Click Find & Select. 3 Click Replace.

2 3

The Find and Replace dialog box opens with the Replace tab displayed.

4 Type the data you want to find, as well as the replacement data.

5 Click Find Next. l Excel locates the first occurrence of the data.

6 Click Replace to replace the occurrence. 4

You can click Replace All to replace every occurrence in the worksheet.

7

7 When finished, click Close. Note: Excel might display a prompt box when the last occurrence is found. Click OK.

6

5

Where can I find detailed search options?

How can I search for and delete data?

You can click Options in the Find and Replace dialog box to reveal additional search options you can apply. For example, you can search according to rows or columns, matching case, and more. You can also search for specific formatting or special characters using the format buttons. To hide the additional search options, click Options again.

To search for a particular word, number, or phrase using the Find and Replace dialog box and remove the data completely from the worksheet, start by typing the text in the Find what text box. Leave the Replace with box empty. When you activate the search, Excel looks for the data and replaces it without adding new data to the worksheet.

2 et he ks or W

2 Worksheet

t1 ee sh ork W

111

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 112

chapter

7

Formatting Worksheets ow Help Help at Tool Winow Data Win rt Form Toolss Data Format Insert View Inse Edit View File Edit File , ABC A Sheet

Insert

Page Layout

B

I

Data

Formulas

11

Alba Matter

A

U

+a+

A

ab

X

Review

Add-Ins

View

Insert

General %

ABC $ .0 .00

.00 .0

Delete

Format Styles Cells

A

Number

Paste

Alignment Font

Clipboard

Monthly Dues

Total:

11.10 12.0000 17.50 12. 00 16.10 12..00 12.00 1212.00 12.00 12.00 12.00 0 80.70 72.0

A Z

SORT & FIND & FILTER SELECT

Editing

You can make your worksheets more presentable by applying one or several of Excel’s many formatting features. This chapter shows you how to improve the appearance of your worksheet data by changing the font and size of the data, adding color and shading, and giving your worksheets a more professional, polished look.

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 113

Apply Bold, Italics, and Underlining ............114 Change the Font and Size ..............................116 Change Number Formats ................................118 Increase or Decrease Decimals ....................120 Change Data Color ..........................................121 Apply Workbook Themes ..............................122 Align Cell Data ..................................................124 Rotate Cell Data ................................................126 Control Text Wrap ............................................127 Add Borders ......................................................128 Add Background Color to Cells ....................130 Assign a Background to a Worksheet ........132 Copy Cell Formatting ......................................133 Apply a Style ......................................................134 Assign Conditional Formatting......................136

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 114

Apply Bold, Italics, and Underlining B Clipboard

Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click a formatting button: ) to italicize the data.

Click the Underline icon ( underlining to the data.

) to add

You can also choose combinations of the formatting buttons or apply all three to your data. Excel immediately applies the formatting to the data. l In this example, bold formatting is added to the cell.

114

1

2 3

ABC$

General

A

+a+

.0 .00

% .00 .0

View

Add-Ins Insert

,

A Styles

Delete Format Cells

Number

A Z SORT & FILTER

Editing

ee t M y Sp re ad sh Alignment

Font

1 Select the cell or data you want to format.

Click the Italic icon (

A

Review

Data

11

A

U

Paste

Apply Bold, Italics, and Underlining

) to bold the data.

I

Formulas

Page Layout

Alba Matter

You can apply formatting to selected data, cells, ranges, columns, rows, or an entire worksheet.

Click the Bold icon (

Insert

Sheet

ab

X

One of the quickest and easiest ways to add formatting to your worksheet data is to apply bold, italics, or underlining. For example, you might underline a column heading or bold a title in a worksheet.

FIND & SELECT

l Bo

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 115

Formatting Worksheets

7

chapter

l In this example, bold and italic formatting is added to the cell.

l In this example, bold, italic, and underline formatting is added to the cell.

How do I remove the formatting from my data?

How can I control the style of the underline?

You can apply the same steps for assigning bold, italics, or underlining to turn the formatting off again. Simply select the data or cell and reactivate the appropriate button. The formatting buttons toggle the command on or off. If you make a mistake with any of the formatting you just applied, you can click the Undo icon ( ).

You can use the Format Cells dialog box to select a line style for any underlining you want to apply. To open the dialog box on the Home tab, click the dialog launcher ( ) in the Font group. You can click the next to the Underline icon to choose a line style for the underlining effect.

115

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 116

Change the Font and Size You can control the font and size of your worksheet data. For example, you can make the worksheet title larger than the rest of the data, or you can resize the entire worksheet to a more legible font size, making the data easier to read.

S h eet 2

D Daatta a

Data D Da a tt a a

Change the Font and Size

2

Change the Font

1 Select the cell or data you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Font

.

l You can use the scroll arrows and scroll bar to scroll through all the available fonts; the Live Preview feature previews the fonts on selected cells.

3 Click a font.

l Excel immediately applies the font.

116

1 3

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 117

7

chapter

Formatting Worksheets

Change the Font Size

2

1 Select the cell or data you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Font Size 3 Click a size.

3

1

.

l Excel immediately applies the new size to the selected cell or data.

How do I apply numerous formatting options all at once? You can use the Format Cells dialog box to apply a new font, size, or any of the basic formatting

controls, such as bold, italics, and underlining. Follow these steps to display the dialog box:

1 With the cells you want to format selected, on the Home tab click the Font dialog box launcher ( ) Format. The Format Cells dialog box opens.

1 2

2 Click the Font tab. l You can use the various options within the Font tab to control the font, size, and style of the data.

117

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 118

Change Number Formats You can use number formatting to control the appearance of numerical data in your worksheet. For example, if you have a column of prices, you can apply currency formatting to the data to format the numbers with dollar signs and decimal points. Excel offers 12 different number categories, or styles, to choose from.

$ 55,,22050 $ 5,2

Change Number Formats

1 Select the cell, range, or data you want

2

3

to format. Note: See Chapter 3 to learn how to select cells. See Chapter 5 to learn about ranges.

2 Click the Home tab. 3 Click the Number Format

4 1

.

Note: You can apply number formatting to single cells, ranges, columns, rows, or an entire worksheet.

The Number gallery opens.

5

4 Click a number category. 5 If you don’t see the category you want on this list, click More Number Formats. The Format Cells dialog box opens.

6 Click the Number tab.

118

6

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 119

Formatting Worksheets

7 Click a number Category. 8 Click OK.

7

chapter

7

8 l Excel applies the number formatting to the numerical data in the cell or range. l To quickly apply dollar signs to your data, click the Accounting Number Format icon ( ). l To quickly apply percent signs to your data, click the Percent Style icon ( ). l To quickly apply commas to your number data, click the Comma Style icon ( ).

What sort of number formats can I apply to my numeric data? Each number format style is designed for a specific use. The table below explains each number category: Style

Description

General

The default category (no specific formatting is applied)

Number

General number display with two default decimal points

Currency

Adds dollar signs and decimals to display monetary values

Accounting

Lines up currency symbols and decimal points in a column

Date

Use to display date values

Time

Use to display time values

Percentage

Multiplies cell value by 100 and displays percent sign

Fraction

Displays value as a specified fraction

Scientific

Uses scientific or exponential notation

Text

Treats values as text

Special

Works with list and database values

Custom

Enables you to create your own custom format

119

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 120

Increase or Decrease Decimals

2.. 3 4 2.340 2 . 344 000 2.34000 2 .33 40 000 0

ls ddma A ci e D

.0 .0 0

You can control the number of decimals that appear with numeric data using the Increase Decimal and Decrease Decimal commands. For example, you might want to increase the number of decimals shown in a cell, or reduce the number of decimals in a formula result.

Increase or Decrease Decimals

1 Select the cell or range you want to format. Note: See Chapter 3 to learn how to select cells. See Chapter 5 to learn about ranges.

2 Click a decimal button. Click the Increase Decimal icon ( the number of decimals.

) to increase

Click the Decrease Decimal icon ( the number of decimals.

) to decrease

Excel adjusts the number of decimals showing in the cell or cells. l In this example, only one decimal is removed. To remove another, click again.

120

2 1

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 121

Change Data Color

Formatting Worksheets

7

chapter

You can change the color of your data, whether the data is numeric or text. For example, you can select a brighter color for any cell data you want to bring attention to, or select a different color for the column headers in your worksheet. When adding color to worksheets, always consider the color’s effect on the legibility of your data. You want your worksheet to be easy to read, not jarring or distracting to the eye.

Data

Change Data Color

1 Select the cell, range, or data you want to

2

format.

3

Note: See Chapter 3 to learn how to select cells. See Chapter 5 to learn about ranges.

2 Click the Home tab. 3 Click the Font Color

1

4

.

To apply the current color shown, click the Font Color icon ( ).

4 Click a color from the palette. l Excel applies the color to the data.

121

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 122

Apply Workbook Themes You can use Excel’s Theme Gallery to apply a combination of formatting settings (colors, fonts, and effects) that give your spreadsheet a professional and cohesive appearance. You can choose from 20 built-in themes or browse themes online. Document themes are used across Office products so all your documents can have a consistent appearance.

Aa

Aa

Aa

Apply a Theme

2

1 Open the workbook you want to format. Note: See Chapter 2 to learn how to open an existing workbook.

2 Click the Page Layout tab. 1

3 Click Themes. The Themes Gallery opens.

122

3

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 123

Formatting Worksheets

7

chapter

4 Move your mouse cursor over the various themes to see them previewed in your worksheet (this feature is called Live Preview).

5 Click the Theme you want to apply. 4 5

l Excel applies the formatting to the workbook.

Can I customize Theme? Yes. You can modify a theme and save it with a new name so you can

select it from the Themes gallery at any time. Follow these steps:

1 Apply a theme and make any changes to it you like using the Colors, Fonts, or Effects galleries on the Page Layout tab.

2 Click Themes on the Page Layout tab, and at the bottom of the Themes Gallery, click Save Current Theme.

3 In the Save As dialog box that appears, save the theme with a new name.

2

3 1

123

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 124

Align Cell Data You can control the alignment of data within your worksheet cells. By default, Excel automatically aligns text data to the left and number data to the right. Data is also aligned vertically to sit at the bottom of the cell. You can change horizontal and vertical alignments to improve the appearance of your worksheet data.

ABC

Align Cell Data

2

Set Horizontal Alignment

1 Select the cells you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click an alignment icon in the Alignment group: Click the Left Align icon ( Click the Center icon (

) to align data to the left.

) to center-align the data.

Click the Right Align icon (

) to align data to the right.

Excel immediately applies the alignment to your cells. l In this example, the cell data is now centered.

124

3 1

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 125

Formatting Worksheets

Set Vertical Alignment

1 Select the cells you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click an alignment icon in the Alignment group. Click the Top Align icon ( of the cell.

7

chapter

2 1

3

) to align data at the top

Click the Middle Align icon ( data.

) to center-align the

Click the Bottom Align icon ( bottom of the cell.

) to align data at the

Excel immediately applies the alignment to your cells. l In this example, the cell data is now top aligned.

How do I set indents for my cell text? You can use the Increase Indent and Decrease Indent commands to add indents to lines of text in your worksheet. To indent text, click the Home tab and then click the Increase NT INDE Indent icon ( ) on the Formatting toolbar. To decrease an indent, click the Decrease Indent icon ( ).

Can I justify my text to line up with both the left and right margins in a cell? Yes. To justify cell text, you must open the Format Cells dialog box and click the Alignment tab, as outlined in the steps in this section. You can then click the Horizontal and click Justify to assign justification to your cell text.

JUST

IFY

125

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 126

Rotate Cell Data You can rotate cell data to flip text sideways or print it from top to bottom instead of from left to right. For example, you might want to rotate long column headers to keep your column widths shorter.

CC ee ll ll DD aa tt aa

Rotate Cell Data

1 Select the cells you want to rotate.

2

Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Alignment dialog box launcher (

lll Da Da attaa CCe eell

3 1

).

The Format Cells dialog box opens.

4 Click the Alignment tab. 5 Click the orientation you want to apply or type the degrees of rotation you want to set. l To orient data to display from top to bottom instead of from left to right, click this box.

6 Click OK.

4

Excel applies the orientation alignment to the cells.

5

6

126

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 127

Control Text Wrap

Formatting Worksheets

By default, any text you type into a cell stays on one line. For longer text entries, this means the text might appear to span several columns. To make the text stay in one cell and wrap to fit the cell width, you can activate the text-wrapping feature using the Format Cells dialog box.

7

chapter

My Spreadsheet Lorem ipsum doli

sit amet, consectet

Neque ipsum dola

dolo m dolo ipsum m ipsu lorem lore esse vel il Tincidunt ess

a im veniam, qu facilisis at ver o min in fac Nisl in

Control Text Wrap

1 Select the cells you want to format.

2 3

Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Alignment dialog box launcher.

1

4

The Format Cells dialog box opens.

4 Click the Alignment tab. 5 Click the Wrap text option ( to

changes

).

5

6 Click OK. Excel applies text wrapping to the cell or cells.

6

127

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 128

Add Borders You can add borders to your worksheet cells to help define the contents or more clearly separate the data from surrounding cells. By default, Excel displays a grid format to help you enter data, but the borders defining the grid do not print.

Sheet3 X ABC

Border

You can add borders to emphasize cells. You can add borders to all four sides of a cell, or choose to add borders to just one or two sides. Any borders you add to the sheet print out along with the worksheet data.

Add Borders Add Quick Borders

1 Select the cells you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Borders . To apply the current border selection shown, click the Borders icon ( ).

4 Click a border style.

l Excel immediately assigns the borders to the cell.

128

2

3 4

1

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 129

Formatting Worksheets

Create Custom Borders

1 Select the cells you want to format.

7

chapter

2 3

Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Font dialog box launcher. The Format Cells dialog box opens.

4 Click the Border tab. 5 Click the type of border you want to

1

assign. You can click multiple border buttons to create a custom border. l To set a particular line style to the border, click a style here.

4

l You can also click a preset style to assign.

6 Click OK. Excel assigns the border.

5 6

Can I turn the worksheet gridlines on or off?

Can I change the color of a border?

Yes. By default, Excel displays gridlines to help you differentiate between cells as you build your worksheets. You can turn gridlines off to view how your data will look when printed. Click the Page Layout tab, and then in the Sheet Options group, click View to deselect the ON Gridlines option ( changes to ) to turn gridlines off. Excel does not print gridlines unless you specify. To GRID learn more about OFF printing options, see Chapter 9.

Yes. In the Format Cells dialog box on the Borders tab, click the Color to display a color palette. Choose from Theme Colors to use a color that fits in with the overall theme, choose a standard color, or click more colors to select from a wider range of standard colors or create a custom color. Click OK to save the new border color for the selected cells.

129

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 130

Add Background Color to Cells You can add a background color to a cell to help draw attention to the cell data. You can add a solid color or a pattern. Excel offers a variety of preset colors and patterns you can choose from to create just the right look for your worksheet data.

DATA

Use caution when assigning colors and patterns as backgrounds. Make sure the color or pattern does not make the cell data illegible.

Back groun d Colors

Add Background Color to Cells Add Quick Color

1 Select the cell or range you want to format. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Fill Color . l To apply the current fill color shown, click the Fill Color icon ( ).

4 Click a color. As you move your mouse cursor over the colors in the palette, you can see a preview of the color in the cell. l Excel immediately assigns the background color to the cell or range.

130

2 3 4 1

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 131

Formatting Worksheets

2

Create Custom Color or Pattern

1 Select the cells you want to format.

3

Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click the Font dialog box launcher (

).

The Format Cells dialog box opens.

4 Click the Fill tab. 5 Click the Pattern Color

1

.

4

l To assign a pattern cell shading color, click a color. The sample area displays a preview of the color.

6 Click the Pattern Style

7

chapter

5

6

.

To assign a pattern style, click a style. The sample area displays a preview of the pattern style.

7 Click OK.

7

Excel assigns the formatting.

Do I have to have a color printer to use background colors and patterns? No. You can take advantage of the various shades of gray to add background colors to your worksheet cells. You can also experiment with the palette of solid colors to create varying degrees of background shading in grayscale tones.

How do I restore a cell to its default state? To remove all of the formatting in a cell, including background colors or patterns, first select the cell, next click the Home tab, and then click Cell Styles. In the gallery of styles that appears click Normal. This removes all the formatting that has been applied.

131

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 132

Assign a Background to a Worksheet You can add a photo background to a worksheet for added interest. For example, if your worksheet documents sales, you might add a picture of a product.

X

Winow Help File Edit View Insert Format Tools Data ABC

My Spr ea ds hee t

Be sure to select a background that does not detract from the legibility of your worksheet data. You might need to change the color of your worksheet data to keep it from conflicting with the background image. See the section “Change Data Color” to learn more.

Assign a Background to a Worksheet

1 Click the Page Layout tab. 2 Click Background.

1 2

The Sheet Background dialog box opens.

to navigate to l You can use the Look in the folder or drive where the image is stored.

3 Select the image you want to use as a background.

3

4 Click Insert. Excel applies the image to the worksheet background.

4

132

10/23/06

10:00 PM

Page 133

Copy Cell Formatting

Formatting Worksheets

You can use the Format Painter feature to copy formatting to other cells in your worksheet. For example, perhaps you have applied a variety of formatting to a range of cells to create a certain look.

X

Sheet

Insert

t Page Layou

Paste

I

Data

Formulas

11

r Alba Matte

B

+a+

Review

A

A Font

Y COP Total:

Add-Ins

View

Insert

General % $ .0 .00

A

U

Clipboard

When you want to re-create the same look elsewhere in the worksheet, you do not have to repeat the same steps you applied to assign the original formatting. Instead, you can paint the formatting to the other cells with a single procedure.

7

chapter

t Tools Data Winow Help , A File Edit View Insert Forma ABC .00 .0

ab

09_045957 ch07.qxp

Delete

Format

A Z

& SORT & FIND FILTER SELECT

Styles

Editing

Cells Number

Alignment

Monthly Dues 11.10 12.00 17.50 12.00 16.10 12..00 12.00 12 00 12.00 12.00 12.00 12.00 80.70 72.00

Copy Cell Formatting

1 Select the cell or range containing the formatting you want to copy. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click Format Painter (

).

To copy the same formatting multiple times, double-click .

2 3

1

Excel surrounds the cell or range with a blinking border.

4 Click and drag over the cells to which you want to copy the formatting. Excel immediately copies the formatting to the new cells. You can press any time.

to cancel the Format Painter at

4

133

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 134

Apply a Style You can use a style to quickly assign formatting throughout a workbook. A style is a collection of formatting, whether you define a font and size or a background color.

Style1

Apply a Style

2

1 Select the cell or cells to which you

3

want to apply a style. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click Cell Styles. The Style gallery opens.

4 Click a style to apply it.

1

4

2

Customize a Style

3

1 Select the cell or cells to which you want to apply a style. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click Cell Styles. The Style gallery opens.

4 Right-click a style. 5 Choose Modify.

134

1

4

5

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 135

7

chapter

Formatting Worksheets

The Style dialog box appears

6

6 Type a name for the style. 7 Click Format.

7

The Format Cells dialog box opens.

8 Apply all the formatting you want to set for the style. You can use any of the tabs to set formatting options for the style.

9 Click OK. 0 Click the modified style in the gallery.

8

Excel applies the style. Note: To apply the style to other cells, simply open the Cell Styles gallery and select the style to apply it.

9

How do I remove a style I no longer want?

Can I apply a table style?

To remove a style, first open the Cell Styles gallery as shown in the steps in this section. Next, right-click the name of the style you want to delete and choose Delete from the menu that appears to remove the style.

Yes. You can select cells and then, on the Home tab, click Format as a Table. From the gallery of table styles that appears, click a style to apply it. Cells formatted as a table allow you to use table tools, such as sorting and filters, from a drop-down menu embedded in the column headings.

Style 1

yle St

2

STYLE ST STYL S TY TYL T YL Y LE L E 135

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 136

Assign Conditional Formatting You can use Excel’s conditional formatting feature to assign certain formatting only when the value of the cell meets the specified condition.

if X=100,then use

For example, perhaps your worksheet tracks weekly sales and compares them to last year’s sales during the same week. You can set up conditional formatting to alert you if a sales figure falls below last year’s level, and make the cell data appear in red or bold.

Formatting

Assign Conditional Formatting

1 Select the cell or range to which you want

2

3

to apply conditional formatting. Note: See Chapter 3 to learn how to select cells.

2 Click the Home tab. 3 Click Conditional Formatting. 1

4 Click Highlight Cells Rules. Note that there are other rules you can apply from this menu, depending on what conditions you wish to highlight.

5 Specify the operator you want to assign for condition 1.

136

4

5

09_045957 ch07.qxp

10/23/06

10:00 PM

Page 137

Formatting Worksheets

7

chapter

The associated dialog box, such as Less Than, opens. l If you need to select a cell or range, click here to minimize the dialog box and view more of the worksheet.

6

l Enter a value or text for the condition here. l Click

and choose a format to apply.

If you want to apply other formatting, click Custom Format in this list and choose any settings you wish from the Format Cells dialog box that appears.

6 Click OK. l If the cell value changes to meet the condition, Excel applies the conditional formatting.

What sorts of formatting should I apply for conditional formatting? For many users, color coding the data is sufficient to draw attention to a cell that meets a condition. You can also format the cell in italics or bold. If your worksheet is exceptionally long, you might also consider applying a background color to the cell to help you highlight the cell when it meets a condition.

How do I remove conditional formatting from a cell? To remove conditional formatting, first select the cell, next click the Home tab, and then click Conditional Formatting. Choose Clear Rules, and then click Selected Cells from the side menu that appears. The conditional formatting is removed.

137

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 138

chapter

8

Enhancing Worksheets with Graphics Home H

Insert

yout Page Layout

Formulas

Data

Review

View

Developer

Add-Ins

ecast recas lees Fore Circuss Sales

You can use graphics in Excel to illustrate your data and add visual impact to your worksheets. This chapter shows you how to add existing artwork as well as create your own artwork using Excel’s drawing tools.

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 139

Insert Image Files ............................................140 Insert Clip Art ....................................................142 View Clip Art with the Clip Organizer ........144 Download Clip Art from the Web ................146 Draw Shapes......................................................148 Add a WordArt Object ....................................150 Move and Resize Objects ..............................152 Rotate and Flip Objects ..................................154 Crop a Picture....................................................156 Add Shadow and 3-D Effects ........................158 Format an Object..............................................160 Group and Ungroup Objects..........................162

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 140

Insert Image Files You can illustrate your Excel worksheets with images stored on your computer. For example, if you have a photo or graphic file from another program that relates to your Excel data, you can insert it into the worksheet.

ABC

Tulip Sales YTD

ges ima

s age im

Image or picture files, also called objects in Excel, come in a variety of file formats, such as GIF, JPEG or JPG, and PNG. After you insert an image, you can resize and reposition it as well as perform other types of edits on the image. Insert Image Files

2

1 Click the cell in the worksheet where you want to add an image. You can also move the image to a particular location after inserting it onto the worksheet.

2 Click the Insert tab. 3 Click Picture.

The Insert Picture dialog box opens.

4 Navigate to the folder or drive containing the image file you want to use. l To browse for a particular file type, click here and choose a file format.

140

3

1

4

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 141

Enhancing Worksheets with Graphics

8

chapter

5 Click the image file you want to insert. 6 Click Insert. 5

6 l Excel adds the image to the worksheet and adds the Picture Tools Format tab to the Ribbon. You might need to resize or reposition the image to fit with your data, or resize the cell in which you want the image to appear. Note: See the section “Move and Resize Objects” to learn more about manipulating images.

To remove an image you no longer want, click the image and press .

Can I insert other objects into my worksheets? Yes. In addition to picture files, you can insert other types of objects, such as Word tables, scanned

images, digital photographs, or another Excel worksheet. Follow these steps to insert an object:

1 Click Insert.

1

2

2 Click Object. The Object dialog box opens.

3 Click the Create from File tab. 4 Type the path to the object you want to insert, or use the Browse button to navigate to the file.

3 5 Click OK.

4

Excel inserts the object into your worksheet.

5

141

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 142

Insert Clip Art

You can add interest to your worksheets by inserting clip art images. Clip art is predrawn artwork that Excel installs with the Office clip art collection. In addition, you can look for more clip art on the Web using the Clip Art task pane.

X Home

Insert

Page Layout

Formulas

Data

Review

View

e Developer Deve

Add-Ins

ABC

Circus Sales Forecast

Insert Clip Art

2

1 Click the cell in which you want to add clip art.

3

You can also move the clip art to a particular location after inserting it onto the worksheet.

2 Click the Insert tab. 3 Click Clip Art. 1

The Clip Art task pane opens.

4 To search for a particular category of clip art, type a keyword or phrase here. l To search in a particular collection, click here and click a collection. l You can also search for clip art on the Office Web site by clicking this link.

5 Click Go.

142

4

5

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 143

Enhancing Worksheets with Graphics

8

chapter

The Clip Art task pane displays any matches for the keyword or phrase you typed. l Click and drag the scroll bar to move through the list of matches. l To view information about a clip art image, position over the image.

6

6 To add a clip art image to your worksheet, click the image.

l Excel inserts the clip art and displays a Picture Format tab on the Ribbon. You can resize or move the clip art, if needed, or resize a cell to fit the clip art. Note: See the section “Move and Resize Objects” to learn more.

To deselect the clip art, click another area on the worksheet. l You can click the Clip Art task pane’s Close button ( ) to close it.

How do I search for a particular type of clip art, such as a photo or sound file?

How do I find details about the clip art?

To search for a particular type of media, click the Results should be . The drop-down menu displays a list of different media types. You can select or deselect which types to include in your search results. If you leave the All media types option selected ( ), Excel searches for a match among all the available media formats.

To find out more about the clip art’s properties in the Clip Art task pane, position the over the image, click the drop-down arrow, and then click Preview/ Properties. This opens the Preview/Properties dialog box, and you can learn more about the file size, filename, file type, file creation date, and more.

PROPERTIES 143

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 144

View Clip Art with the Clip Organizer x File Edit View Insert Format Tools Data Window Help AB Home

Insert

Page Layout

Formulas

Data

Review

View

Developer

Add-Ins

C

A

You can use the Microsoft Clip Organizer to view clip art collections on your computer. You can also insert clip art from the Organizer window and place it in your worksheet.

B

1

C

D

Clip Art

Monthly

2

Jan

3

Feb

4

$362.00

Mar

$290.00

$217.00

5

Apr

6

$277.00

May

$187.00

7

Jun

8

Jul

9

Aug

10 11 12

Sept Oct Nov

13 Sheet1

Dec

$311.00 $317.00 $197.00 $217.00 $233.00

$212.00 $211.00

organize clips clip art Office

View Clip Art with the Clip Organizer

1 Display the Clip Art task pane. Note: See the section “Insert Clip Art” to display the Clip Art task pane.

1

2 Click Organize clips.

2 The Microsoft Clip Organizer window opens.

3 Click Collection List if the list is not already displayed.

4 Click

to expand the collection list.

l Some categories include subcategories, in which case you can click a category to expand the list. l The Clip Organizer displays thumbnails of available clip art.

144

3 4

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 145

Enhancing Worksheets with Graphics

l

displays the images as thumbnails.

l

displays the images as a text list.

l

displays the images as a text list, along with details such as format and file size.

8

chapter

To view information about a clip art image, position the over the image. l To add a clip art image to Excel, drag and drop the clip art onto your worksheet.

5

l You can click Search to display settings for conducting a search for clip art on your computer.

5 When finished viewing clip art, click the Close button (

).

The Microsoft Clip Organizer window closes.

Is there a way to add the same clip art image every time I use Excel? Yes. You can create a macro that inserts the clip art image — or any other image file, such as a logo — when you activate the macro keystrokes. To learn how to create a macro, see Chapter 15.

Can I copy clip art from one collection to another?

MA

CRO

RO

MAC

Yes. You can copy clip art from one collection and paste it into another collection using the Microsoft Clip Organizer. Simply click the clip art you want to copy and then click the Copy and Paste buttons on the Microsoft Clip Organizer’s toolbar to copy and paste the clip art.

145

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 146

Download Clip Art from the Web Window Help rt Format Tools Data File Edit View Inse ABC Insert

Home

X

You can look for additional clip art to use in your workbooks by perusing the Microsoft Office Web site. You can download clip art and import it into a clip art collection in the Microsoft Clip Organizer.

A 1

Page Layout

Review

$290.00

Mar

4

Apr

5

May

6

Jun

7

Jul

8

Aug

9

Sept Oct

10 11 12

Clip Art

$217.00 $362.00

Feb

3

D

Monthly

Jan

2

Add-Ins

Developer

View

C

B

Nov Dec

13

You must log on to your Internet connection to view the Office Web pages and download clip art.

Data

Formulas

$277.00 $187.00 $311.00 $317.00 $197.00 $217.00 $233.00 $212.00

organize clips

$211.00

clip art Office

Sheet1

Download Clip Art from the Web

1 Display the Clip Art task pane. Note: See the section “Insert Clip Art” to learn how to display the Clip Art task pane.

1

2 Click Clip art on Office Online. Note: You must first log on to your Internet connection before clicking the Web site link.

2 Your default Web browser opens to the Office Online Web site.

3 Click a clip art category link. l To look for a particular media format, click the Search button ( ) and choose a format.

3

146

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 147

Enhancing Worksheets with Graphics

8

chapter

You can search through the clip art to find a particular image to download, using the navigation links to move through the clip art pages.

4 Click a check box (

changes to select an image for downloading.

) to

The clip art is added to your download basket.

5 When you are ready to download the images, click Download and follow the download instructions as prompted.

5 4

l When the download is complete, the clip art is added to the Clip Organizer window, where you can view it in the Downloaded Clips category. Note: See the section “View Clip Art with the Clip Organizer” to learn how to add clip art from the Clip Organizer to your Excel worksheets.

Where else can I find clip art collections to use with Excel? You can purchase clip art collections from computer and office supply stores, as well as find clip art collections to buy on the Internet. For example, if you need to use a lot of work-related clip art, you can look for a business collection of clip art, and you can also find collections geared toward certain industries, such as architecture and banking. You can also find clip art for free on the Web, but most sites require registration or a subscription for their services.

Can I use any artwork I find on the Internet in my workbooks? No. Be careful about using copyrighted images. Most images on the Internet are protected by copyrights, and you cannot reuse them without permission. If you do use a copyright-protected image, be sure to get permission and then cite its source.

147

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 148

Draw Shapes You can use Excel’s drawing tools to draw your own shapes and graphics for your worksheets. You can choose from a library of predrawn shapes in the Shapes palette.

EXCEL CLASS TODAY!

1 2 3 4 5 6

A

YTD Results

B C

The Drawing Tools Format tab also includes tools for controlling the color and thickness of the lines and shapes you draw.

Draw Shapes

1 Click the Insert tab. 2 Click the Shapes button ( ).

1

The Shapes gallery appears. Note: See Chapter 1 to learn more about Excel galleries.

3 Click on a shape in any category.

3

148

2

D E

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 149

Enhancing Worksheets with Graphics

The

becomes

8

chapter

.

4 Click and drag diagonally on the worksheet to draw the desired shape. Holding down the Shift key as you drag retains the original shape proportions.

4

l When you release the mouse, Excel completes the shape. l A Drawing Tools Format tab appears on the Ribbon. Note: To move and resize the object, or edit it with the tools on the Drawing Tools Format tab, see the section “Move and Resize Objects.”

l You can click these buttons to define the line thickness and color of the shape after drawing the shape.

How do I change a shape to a different shape once it is drawn? The Insert Shapes group on the Drawing Tools Format tab includes an Edit Shape

button. Follow these steps to change from one shape to anther using this tool:

2 1 3

1 Click Drawing Tools Format. 2 Click Edit Shapes (

) and

choose Change Shape.

3 Click any shape from the gallery of shapes that appears.

149

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 150

Add a WordArt Object

You can use the WordArt feature to turn text into interesting graphic objects to use in your worksheets. For example, you can create arched text to appear above a range of data. You can create text graphics that bend and twist or that display subtle shadings of color.

GLUE

Add a WordArt Object

1 Click the Insert tab. 2 Click WordArt.

2 1

The WordArt gallery opens.

3 Click a WordArt style.

3

150

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 151

Enhancing Worksheets with Graphics

8

chapter

A rectangular WordArt placeholder appears containing the words “Your Text Here.”

4 Type your WordArt text. 5 Click the Drawing Tools Format tab to modify

5

the WordArt text.

4

6 Use tools in the Shape Styles group to modify the WordArt object: l Click Shape Effects and apply effects such as shadow, rotation, and bevel. l Click Shape Outline to modify the outline of the text. l Click Shape Fill to change the color of the inside of the letters or apply a gradient or pattern. You can resize or move the image, if needed. Note: See the section “Move and Resize Objects” to move and resize objects.

rt

A Word

You can click the Quick Styles icon in the WordArt group on the Drawing Tools Format tab to quickly access the drop-down gallery and select another style to apply. You can also click any of the Shape Styles previews to apply a different background color to the shape.

L L E R Y

On the Drawing Tools Format tab, use the Height and Width tools in the Size group to change the size of the WordArt font. Select the WordArt object first and then click the up or down arrows on the Height ( ) and Width ( ) tools to modify the font size.

How to I change the WordArt style? G A

How do I change the height and width of my WordArt text?

151

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 152

Move and Resize Objects

You can move and resize any clip art, image, or shape — called objects in Excel — you place on an Excel worksheet. When you select an object, it is surrounded by handles that you can, in turn, use to resize the object.

Object Mo ve r s

Move and Resize Objects Move an Object

1 Click the edge of the object you want to move.

1

l The

becomes

.

2 Drag the object to a new location on the worksheet. Excel moves the object.

2

152

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 153

Enhancing Worksheets with Graphics

8

chapter

Resize an Object

1 Click the object you want to resize. 2 Position the over a selection handle. The

becomes

.

1

2

3 Drag the handle to resize the object. Excel resizes the object.

3

Can I also use the Cut, Copy, and Paste commands to move or copy an object?

Can I resize an object and keep the scaling proportional?

Yes. You can easily cut, copy, and paste objects around your worksheets or workbooks. Simply select an object and apply the commands. You can click the Cut ( ), the Copy ( ), or the Paste ( ) button on the Home tab of the Ribbon, or you can use keystroke shortcuts such as pressing + to cut and + to paste.

To maintain an object’s height-to-width ratio when resizing, press and hold while dragging a resizing corner handle. To resize from the center of the object in two dimensions at once, press and hold while dragging a corner handle.

TE PAS

153

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 154

Rotate and Flip Objects

You can rotate and flip objects to change your worksheet’s appearance. For example, you might flip a clip art image to face another direction, or rotate an arrow object to point elsewhere on the page.

S h eet 1

Rotate and Flip Objects Rotate an Object

1 Click the object you want to rotate. 1

A rotation handle appears on the selected object.

2 Click and drag the handle to rotate the object. Note: To constrain the rotation to 15-degree angles, press and hold while rotating the object.

Excel rotates the object.

154

2

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 155

Enhancing Worksheets with Graphics

8

chapter

Flip an Object

1 2 3 4

Click the object you want to flip.

2

Click the Picture Tools Format tab.

3 4

Click Rotate. Click Flip Vertical or Flip Horizontal. Excel previews the effect on the picture. You can also rotate an object 90 degrees left or right.

1

l Excel flips the object.

How do I rotate text in Excel? You can rotate text in a cell, or you can create a WordArt object to rotate. Learn more about rotating cell text in Chapter 7. Learn how to create a WordArt object in the section “Insert a WordArt Object.” After you create the WordArt, you can rotate it using the steps shown in this section.

Is there a way to prevent anyone from moving or rotating an object on my worksheet? After you position an object just the way you want it on the worksheet, other users who have access to your file can make changes to the data, including changes to the objects in your worksheets. The only way to prevent someone from making changes to your worksheet is to assign a password or apply the read-only option. To learn more about protecting Excel worksheets with passwords, see Chapter 4.

155

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 156

Crop a Picture 1 2

You can crop a picture you add to an Excel worksheet to create a better fit or to focus on an important area of the image. The Crop tool, located on the Picture toolbar, can help you crop out parts of the image you do not need. You can also crop clip art images.

3 4 5 6 7 8

11 12

Crop a Picture

1 Click the image you want to edit. 2 Click the Picture Tools Format tab.

2 1

3 Click the Crop icon ( ). Excel surrounds the image with crop handles.

156

3

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 157

Enhancing Worksheets with Graphics

8

chapter

4 Click and drag a crop handle inward to crop out an area of the image.

5 Release the mouse button. Excel crops the image.

4

6 Continue cropping other edges of the image, as needed. You can click tool.

again to turn off the Crop

Note: See the section “Move and Resize Objects” to learn how to move or resize an image.

How can I reduce the overall file size of an image I use in a worksheet? Image files are notorious for consuming large amounts of file space, and inserting a large image into a worksheet adds to the size of the Excel file. You can apply the Compress Pictures tool on the Picture Tools Format tab to reduce the resolution of an image or discard the extra information that is generated when you crop an image. The Compress Pictures dialog box offers HEIG HT several options for WIDT H helping to control the overall file size of an image.

6

How can I return the image to its original state before cropping? You can also click the Undo icon ( ) on the Quick Access toolbar to undo each edit you made to the image immediately after you make it, or press + , an Undo keystroke shortcut.

157

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 158

Add Shadow and 3-D Effects D You can add shadow and 3-D effects to your Shapes, lines, arrows, and any other shapes you draw with the drawing tools. Adding shadow and 3-D effects can give an object the illusion of depth on the worksheet page.

B

C

E

D

Sh adow

3 -D Add Shadow and 3-D Effects Add a Shadow

1 Select the object to which you want to add shadow effects.

2 3

The Drawing Tools Format tab appears on the Ribbon.

2 Click the Shape Effects button. 3 Click Shadow. 4 Click a shadow style.

l Excel applies the shadow to the object.

158

1

4

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 159

Enhancing Worksheets with Graphics

8

chapter

Add a 3-D Effect

1 Select the object to which you want to add shadow 3-D effects.

3

2

The Drawing Tools Format tab appears on the Ribbon.

2 Click Shape Effects. 3 Click Preset or 3-D Rotation. 4 Click a 3-D style.

3

4

1

l Excel applies the 3-D style to the object.

Is there a way to fine-tune a shadow effect? When you click the Shape Effects button and click Shadow, you can click Shadow Options to display a Format Shape dialog box that allows you to choose a Shadow preset and adjust options, such as the transparency, blur, and angle of the shadow.

Can I edit the way in which my 3-D effect is applied to a shape? Just like the shadow effect, you can fine-tune the 3-D effect using the Format Shape dialog box. You first click Shape Effects, then Preset, then More 3-D Settings to display this. The dialog box includes tools for changing the depth of the effect, the contours, and the color.

in startling

159

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 160

Format an Object Page Layout

B

I

Formulas

11

Alba Matter

A

U

+a+

A

A

,

Styles

Number Alignment

Font

A

Delete Format

.00 .0

Cells

Paste Clipboard

Add-Ins Insert

General % $ .0 .00

A

You can edit the objects you add to a worksheet by accessing the Format dialog box. For example, for a Shape, you can make adjustments to the shape’s color, alignment, and line thickness. Depending on the object, the Format Shape dialog box might display different formatting options you can apply.

View

Review

Data

ab

Insert

Home

B

C

D

A Z

No Fil l SORT & FIND & FILTER SELECT

Editing

k Clic

1

2 3 4 6 7 8 9

10 11

Format an Object

1 Right-click the object and then click Format Shape. You can also click the corresponding Effects button — for example, the Picture Effects or Shape Effects buttons — on the Drawing Tools Format tab, choose a category, and then choose the More command at the bottom of the menu to display the Format Shape dialog box.

1

l The Format Shape dialog box opens. A category such as Fill allows you to fill the object with color, patterns, or gradients effects.

160

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 161

Enhancing Worksheets with Graphics

2 Click another category on the left.

8

chapter

2

You can use the Line Style category, shown in this figure, to make changes to the line or Shadow to change shadow effects, for example.

3 Click Close. 3 l Excel applies any new settings to the object.

What can I do with picture styles to format my graphic objects?

What kind of formatting changes can I make to clip art objects?

Styles is a gallery of preset formatting you can quickly apply to any object. The Styles are named according to the type of object, such as Shape Styles and Picture Styles. They are located on the Drawing Tools Format tab or Picture Tools Drawing Tools Format tab, and the Format corresponding tab will appear depending on A which type of object you select. Just move your Quick Styles cursor over a style to see WordArt it previewed in your object.

You can make most of the changes to predrawn art that you can make to other drawings or pictures by adding a border around the clip art. You can use the Lines and Shadow options in the Format Shape dialog box to add a Shape border, or you can use Format Fill the 3-D tools to shift the Fill No fill Line perspective on the object. yle Solid fi Line St Depending on the clip art Gradien Shadow rmat background, you can also 3-D Fo Pictur n io at ot make changes to the 3-D R Backg Picture artwork’s fill color or x Colo B transparency setting.

A

161

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 162

Group and Ungroup Objects Insert

Home

If you add multiple objects to a worksheet, such as multiple shapes you draw with Excel’s drawing tools, you can turn them into a single group. Grouping objects allows you to move the objects as a unit rather than as separate pieces. You might also group objects to perform edits all at once.

A

1

Page Layout

Formulas

B

Data

Review

Developer

View

Add-Ins

E

D

C

F

05 Ci rc us Sa le s 20

2 3 4

$ 2, 34 5, 11 1

Qt r 1

6 7 8 9

10 11

Qt r 2

$1 ,9 77 ,2 01

p Grou

Qt r 3

Qt r 4

$1 ,8 22 ,9 92

$ 2, 13 0, 77 3

Group and Ungroup Objects

1 Click the first object you want to include in a group. l Handles surround the selected object.

1

2 Press and hold

and click the next object you want to include in the group.

l Another set of handles surrounds the selected object. You can repeat step 2 to select any additional objects you want to group.

162

2

G

10_045957 ch08.qxp

10/23/06

9:21 PM

Page 163

Enhancing Worksheets with Graphics

3 Click the Drawing Tools Format tab. 4 Click Group. 5 Click Group.

8

chapter

3

5

4

Excel groups the objects as one unit. l Excel replaces the multiple selection handles with a single set of handles around the entire group. You can now move, resize, and edit the group of objects. Note: To ungroup a group, on the Drawing Tools Format tab click Group and then click Ungroup.

How can I reposition multiple objects on my worksheet?

Is there another way to select and group multiple objects?

You can layer objects to change the appearance of the objects. For example, you might want to stack several drawn shapes and layer them so that one shape appears on top of all the others. You can click Bring to Front on the Drawing Tools Format tab to bring a selected object to the front of the stack, or Send to Back to send it to the back of the stack.

Yes. If you have several objects scattered in a worksheet, click the Home tab, click Find & Select, and then click Select Objects. Drag a selection handle around the objects to temporarily create a group, which you can resize or move as a unit. When you click outside the group, the objects become separate again.

163

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 164

chapter

9

Previewing and Printing X

File Edit View Insert Format Tools Data Winow ABC

As you finalize your worksheet for printing, you can use a variety of Excel tools and options to improve your worksheet’s appearance on a printed page. For example, you can preview a worksheet, add headers and footers, control page breaks, insert comments, and more. This chapter shows you a few ways you can check and enhance a worksheet before committing it to paper.

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 165

Add Headers and Footers ..............................166 Insert Page Breaks ..........................................168 Preview a Worksheet ......................................170 Set Up Printing Options ..................................172 Print a Worksheet ............................................174 Define a Print Area ..........................................175

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 166

Add Headers and Footers You can use headers and footers to add text that appears at the top or bottom of every worksheet page. Headers and footers are useful for making sure every page prints with a page number, document title, author name, or date. Header text appears at the top of the page outside the text margin. Footers appear at the bottom of a page.

6

3 4 5

7 8 9 10 11 12 13 14 15 16 17 18

Headers and footers are built with fields, which are holding places for information that updates automatically, such as page numbers or dates. To view header and footer text, switch to Page Break Layout view. Learn more about this view mode in the section “Preview a Worksheet.”

Sheet1

Add Headers and Footers

1 Click Insert. 2 Click Header and Footer ( ).

Excel displays Page Layout view. The Header and Footer contextual tools also appear in the Ribbon. l Your cursor is active in the center Header box. Note: You can click in boxes to the left and right to place header text in different locations across the top of the page.

3 Click Header ( ). To insert a footer, click Footer and continue to follow these steps.

166

2 1

3

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 167

Previewing and Printing

9

chapter

4 Click to select an Header.

4

l Excel adds the field to the header box. Note: You can also view headers and footers in Print Preview. To learn more about previewing worksheets, see the section “Preview a Worksheet.”

3

Can I set a custom header or footer in the Page Setup dialog box? Yes. You can add header and footer data in the Page Setup dialog box just as you didin Excel 2003. To do so, follow these steps:

1 Click Page Layout.

5 Click the section in which you

2 Click the Page Setup dialog box launcher (

).

want to add text and type your custom header or footer.

3 Click the Header/Footer tab.

l You can click these buttons to add preset fields to the sections.

4 In the Header/Footer tab,

6 Click OK twice to exit the Page

click either Custom Header or Custom Footer.

Setup dialog box and to save yourchanges to the worksheet.

4

5

6

167

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 168

Insert Page Breaks

Repor

tA Page 1

X L

You can insert page breaks to control what data appears on each page in a worksheet. By default, Excel breaks pages based on margins, column widths, and the amount of data that fits within the page parameters. You can insert two types of page breaks: vertical or horizontal. Vertical page breaks divide the page at a particular column heading. Horizontal page breaks divide the page at a specific row.

Insert Page Breaks Insert a Page Break

1 Click the column heading to the right of where you want to break the page vertically, or click the row label above where you want to break the page horizontally.

1

2

2 Click the Page Layout tab.

3 Click Breaks ( ). 4 Click Insert Page Break.

168

3

4

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 169

Previewing and Printing

9

chapter

l Excel adds a page break, which appears as a dotted vertical or horizontal line on the worksheet.

View Page Breaks

1 Click Page Break Preview (

).

Excel switches to Page Break Preview mode and displays a Welcome prompt box.

2 Click OK. l Default page breaks appear as blue dotted lines on the worksheet. l Manual page breaks appear as solid blue lines. To move a page break, click and drag the line to a new location on the page.

2

l To return to normal worksheet view, click Normal View ( ).

How do I remove a page break? The following technique only works on manual page breaks. You cannot delete default page breaks Excel inserts automatically. To move a manual page break on a worksheet, click the Page Break Preview button ( ) to display that view. Next, follow this procedure:

1

2

3

4

1 Click a row below or colummn to the right of the page break you want to delete.

1

2 Click the Page Layout tab. 3 Click Breaks ( ). 4 Click Remove Page Break. Excel removes the manual break.

169

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 170

Preview a Worksheet

You can use Print Preview mode to preview worksheets before printing them. In Print Preview, you can see how your worksheet will look when it is printed, including any headers, footers, and margins you have set. You can also move margins to make adjustments to the page.

Preview a Worksheet

1 Click the Office button ( 2 Click on Print ( ). 3 Click Print Preview.

).

Excel opens the worksheet in Print Preview mode. l You can click the preview page to change the magnification of your view. l You can click Next Page and Previous Page to view another page in your worksheet.

170

2

1

3

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 171

Previewing and Printing

9

chapter

l You can click Show Margins ( changes to ) to hide or display margins on the page. l Margins appear as dotted lines on the page. l You can click a line and drag with the changed mouse cursor ( ) to adjust the page margin. Note: See the section “Insert Page Breaks” to learn how to view page breaks in Excel.

l You can click Page Setup to access Page Setup options.

4

l You can click Print to print the file.

4 Click Close Print Preview. Print Preview closes.

What is Page Break Preview? Page Break Preview is a view mode you can use to view and make adjustments to page breaks on your worksheets. You can also use the view to see the actual print area of your worksheet and define the area for printing. To learn more about Page Break Preview, see the section “Insert Page Breaks.” To learn how to specify a range of cells to print out, see the section “Define a Print Area.” PAGE 1

2 GE PA

Can I set a specific zoom level in Print Preview? No. Zoom ( ) in Print Preview mode only toggles between two views of the worksheet. To see your worksheet cells in a closer view, you must return to Normal view 1 tt 1 mode and click Zoom eeee hsh orsk rk oW W In ( ) or Zoom Out ( ) next to the view buttons at the bottom of the screen to change magnification levels in a worksheet.

171

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 172

Set Up Printing Options You can use the Page Layout Ribbon to control any printing options you want to assign to a worksheet. For example, you can set margins, change the page orientation, and control how various elements of your worksheet print, such as grid lines and headings.

Home

Insert

Page Layout

Formulas

Data

Review

View

Developer

Add-Ins

To learn how to add headers and footers to your worksheet using the Insert Ribbon, see the section “Add Headers and Footers.” Set Up Printing Options

1 Click the Page Layout tab. Note: You can also access the page setup options through the Print Preview window; simply click Page Setup ( ). See the previous section to learn more about Print Preview.

1

2 Click the Page Setup dialog box launcher (

).

The Page Setup dialog box appears.

3 Click the Page tab. l To control the page orientation, click one of these options ( changes to ). l To change the paper size, click here and select a size. l To change the print quality, click here and select a quality setting.

172

3

2

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 173

Previewing and Printing

4 Click the Margins tab.

9

chapter

4

l You can make changes to the margins by typing an exact measurement or by clicking the arrows. l You can also select these options ( changes to ) to center the data vertically or horizontally on the page.

5 Click the Sheet tab.

5

l To print the gridlines with your worksheet, activate this option ( changes to ). l You can control the order in which the worksheets print by selecting one of these options ( changes to ). l To print headings with your worksheet, choose this option ( changes to ).

6 Click OK. Note: See the section “Print a Worksheet” to learn how to print a file.

6

Which page orientation is best to use with Excel worksheets?

Can I tell Excel to fit all the worksheet data onto a printed page?

The page orientation you select depends on how you want to display the data on a page. For regular 81⁄2-x-11-inch paper, landscape orientation prints the page at 11 x 81⁄2 inches, and portrait orientation prints 81⁄2 x 11 t1 hee inches. Select landscape Works 2 et he orientation when you r ks o W need to print several columns across the page. Select portrait orientation to print more rows down a page.

Yes. You can use the scaling options in the Page tab of the Page Setup dialog box to set up your et 1 kshe data to fit all on one page. Wor You can accomplish this by shrinking or expanding the printed data image. 1 et he r ks After adjusting settings in Wo the scaling options, you can click Print Preview to preview what the printed worksheet will look like.

173

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 174

Print a Worksheet If you have a printer connected to your computer, you can print your Excel worksheets. You can send a file directly to the printer using the default printer settings, or you can open the Print dialog box and make changes to the printer settings.

X

Print a Worksheet

1 Click 2 Click

. .

To print a file without adjusting any printer settings, click Quick Print ( on the Quick Access toolbar.

1 )

2

The Print dialog box opens. l You can select a printer from this list. l You can specify a print range and what part of the workbook to print using these options ( changes to ). l You can specify a number of copies to print or find more printer-specific options by clicking Properties.

3 Click OK. Excel sends the file to the printer for printing.

174

3

File Edit View Insert Format Tools Data Winow ABC

11_045957 ch09.qxp

10/23/06

9:25 PM

Page 175

Define a Print Area You can define a print area to print only a certain portion of a worksheet. For example, you might want to print only a range of cells. You can define the print area to prevent Excel from printing the entire worksheet.

Previewing and Printing

Ap r i

9

chapter

l

ri Ap

l

r Ap

il

r Ap

il A

i r p

l

Define a Print Area

1 Select the cells you want to include in the print area. Note: See Chapter 4 to learn how to select cells and ranges.

1

2 Click the Page Layout tab. 3 Click Print Area. 4 Click Set Print Area.

2

3

4

Excel saves the print area. The next time you print, Excel prints only the defined cells. Note: To clear a defined area, click on the Page Layout tab and then click Clear Print Area.

175

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 176

chapter

Communicating Information with Charts PIE

BAR

Line

PIES

BARS

You can use charts to turn your worksheet data into a striking visual representation for others to view. Whether you are depicting rising or falling sales, or actual costs compared to projected costs, charts make it easy for others to interpret and understand your data. This chapter shows you how to create and format charts to their best advantage.

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 177

Understanding Excel Charts ..........................178 Create a Chart with Galleries ........................180 Move and Resize Charts ................................182 Change the Chart Type....................................184 Change the Axes Titles....................................185 Manipulate 3-D Charts....................................186 Format Chart Objects ......................................188 Add Chart Objects ............................................190 Change the Chart Data....................................191 Format Charts with Layouts and Styles ......192 Insert SmartArt Charts ....................................193

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 178

Understanding Excel Charts

You can use charts to turn your spreadsheet data into instant, persuasive visual presentations. You can create dozens of different charts in Excel, from pie charts to bar charts and more. If you are new to using charts to visualize data, this section gives you an overview of how charts work in Excel.

PIE

BAR

Line

PIES

PIES Data Series The foundation of any chart is the worksheet data you use to create the chart. Called a data series, chart data is the content of a group of related cells, such as one row or column of data in your worksheet. For example, to make a pie chart of monthly household expenses, your worksheet data needs to consist of columns and rows tracking expenses such as electricity, gas, water, mortgage, groceries, and so on. You decide which cells to include in the chart, and Excel’s chart tools can help you build a pie chart using the cell’s contents and labels.

178

BARS

Customize Charts You can customize any chart you create in Excel. You can make changes to the formatting of the chart text, change the chart type, replot the data, and much more. You can angle text, change text color, or adjust the colors and patterns of the bars and lines displayed in a chart. You can also add new chart elements, such as callouts, labels, and titles. Layout and Style galleries feature new to Excel 2007 offers easy-to-apply, predesigned formatting.

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 179

Communicating Information with Charts

10

chapter

Chart Types Excel offers 11 different types of charts, and each type includes a variety of styles. You can use the following table to help choose the best chart for the type of data you want to present. Chart Type

Description

Column

Compares data in two or more categories, or shows changes over time.

Bar

Similar to column charts. Displays the data horizontally instead of vertically.

Line

Similar to column charts, but instead of bars, the data series appears as dots on lines. Good for showing changes across time.

Pie

Perfect for showing percentages of a whole. You can select several pie chart styles, including 3-D.

Scatter

Shows correlations between two value sets, one on the y-axis and the other on the x-axis.

Area

Shows changes over time but emphasizes the individual contribution of each data part.

Doughnut

Compares multiple data series.

Radar

Depicts separate axes for each data category radiating out from the center, like a spider web.

Surface

Shows how three sets of data interact. Ideal for showing patterns in data.

Bubble

Similar to scatter charts, bubble charts use three columns of data. Each data point indicates a third dimension.

Stock

Ideal for tracking stock market activity.

Chart Objects Charts are composed of a variety of elements, also called objects. When you edit a chart, you can edit different elements to give you greater control of the visual representation. Part

Description

Legend

Tells what each data series in your chart represents.

Chart title

Gives a headline to your chart.

Plot area

The background of your chart.

Value axis

The axis listing values for the data series.

Value axis title

A headline identifying the value axis.

Category axis

The axis listing categories for the data series.

Category axis title

A headline identifying the category axis.

Data series

The data you are plotting on a chart.

179

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 180

Create a Chart with Galleries

You can use the chart galleries to quickly assemble and create all kinds of charts in Excel. The galleries offer you a wide variety of charts. You can select the chart category and then the specific type you need for your data.

Create a Chart with Galleries

1 Select the range of data you want to chart. Include any headings and labels, but do not include subtotals or totals.

2 Click the Insert tab.

3 Click an item in the Charts group. The associated gallery opens.

180

2 1

3

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 181

Communicating Information with Charts

10

chapter

For additional chart types, click the Charts dialog box launcher ( ).

4 Click a chart sub-type. 4

l The chart appears on your worksheet. l Contextual tools (Design, Layout, and Format tabs) appear in the Ribbon. l If you want to move the chart to its own sheet, click Move Chart on the Design tab and choose New Sheet. Note: To learn how to add titles to your chart, see the section “Change the Axes Titles,” later in this chapter.

Can I select noncontiguous data to include in a chart? Yes. The data you select for a chart do not have to be adjacent to each other. To select noncontiguous cells and ranges, select the first range and then press and hold while selecting additional ranges to include.

Can I create a default chart style that applies whenever I insert a chart?

L CTR

Yes. In the Create Charts dialog box, you can click Set as Default Chart. Thereafter, when you open the Create Charts dialog box, that chart sub-type is selected by default.

CU ST OM IZ E

181

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 182

Move and Resize Charts

You can move and resize an embedded chart on your worksheet. For example, you might want to reposition the chart at the bottom of the worksheet or resize it to make the chart easier to read. You cannot move or resize charts you create on their own sheets.

Move and Resize Charts Move a Chart

1 Click an empty area of the chart.

2

l Excel selects the chart and surrounds it with handles.

2 Position the mouse over the edge of the chart, and it becomes a cursor with four arrows .

1

3 Click and drag the chart to a new location on the worksheet. Excel moves the chart.

3

182

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 183

Communicating Information with Charts

10

chapter

Resize a Chart

1 Click an empty area of the chart. l Excel selects the chart and surrounds it with handles.

2

2 Click and drag a handle to resize the chart.

1

Excel resizes the chart.

How do I move a chart to a different worksheet?

How can I proportionately resize a chart?

Select the chart, and the Design tab appears. Click Move Chart, and in the Move Chart dialog box that appears, either enter a chart name for a new sheet, or click Object In ( changes to ) and pick a sheet from the drop-down list to move the chart to. Click OK to move the chart.

You can press and hold while dragging any of the corner selection handles of a selected chart to resize the chart proportionately. Dragging outwardly makes the chart proportionately bigger, and dragging inwardly makes the chart proportionately smaller.

chart

183

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 184

Change the Chart Type

You can change the chart type at any time to present your data in a different way. For example, you might want to change a bar chart to a line chart.

Change the Chart Type

1 Click an empty area of the chart to select the chart.

3 2

2 Click the Design tab. 3 Click Change Chart Type. The Change Chart Type dialog box appears.

4 Click a new chart type. 5 Click OK.

l Excel applies the type to the existing chart. Note: You can also right-click a chart and click Change Chart Type to access this dialog box.

184

5 1

4

10/23/06

9:32 PM

Page 185

Change the Axes Titles

You can change the titles of the x- or y-axis on your chart. For example, you might prefer to give the axes more descriptive titles, or if your titles are too long, you might want to shorten the title text. You can change chart title information using the Edit Data Source dialog box.

Communicating Information with Charts

A m o u nt

10

chapter

Ty pe of Ex pe ns e

12_045957 ch10.qxp

Change the Axes Titles

1 2 3 4

Select the chart you want to edit. Click the Layout tab. Click Axis Titles. Click Primary Vertical Axis Title or Primary Horizontal Axis Title.

5 Select an axis type (for example, Vertical Title or Rotated Title).

The title placeholder appears.

6 Click and drag in the placeholder to select the placeholder text and enter new text.

7 Press

or click outside the placeholder to save the new title. Excel applies the new titles to the chart.

185

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 186

Manipulate 3-D Charts Certain chart styles use a 3-D effect to give a feeling of depth and perspective to their elements. If you have inserted a 3-D chart style, you have several tools at your disposal that you can use to finetune the 3-D elements. For example, you can rotate the elements to different angles or change the position of the items from the ground of the chart.

Manipulate 3-D Charts

2

1 Select the chart. 2 Click the Layout tab. 3 Click 3-D Rotation.

3

The Format Chart Area dialog box appears.

4 Click the 3-D Rotation tab. 5 Make any of the following settings: l Click settings to adjust the rotation of the x- or y-axis (this adjusts the angle at which you view chart elements).

1

l Click settings to modify the perspective, which is somewhat like zooming in and out of the chart. l If you have text inside a shape, click the Keep Text Flat checkbox ( changes to ) to keep the text from changing along with a 3-D shape. l Click to move elements closer or farther away from the chart base. l Click to increase or decrease the depth of the chart depth.

186

4

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 187

Communicating Information with Charts

6 Click the 3-D Format tab. 7 Make any of the following settings:

10

chapter

6

l Click to choose a bevel style for the top or bottom of the chart border. l Click to change the depth of the bevel. l Click to add contours to bevel edges. l Click to modify the surface texture and lighting effect applied to objects in the chart.

8

8 Click Close. l Excel applies the new formats.

If I do not like the 3-D look, how do I easily get rid of the 3-D appearance? You can click Reset on the 3-D Rotation tab of the Format Chart Area dialog box. This quickly removes all 3-D effects from the chart.

Why are 3-D tools not available for line charts? Certain types of charts, such as line and scatter charts, do not lend themselves to 3-D effects because the lines that form them are one-dimensional. If you crave 3-D, and one of the other chart types is appropriate to communicating your data, choose another chart type and try again.

187

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 188

Format Chart Objects

You can change the formatting for any of the elements, called objects in Excel, contained within a chart. For example, you can change the background color or pattern for the plot area or change the color of a data series on the chart.

Format Chart Objects

1 Select the chart.

4

The Chart Tool tabs become available.

2

2 Click the Format tab. 3 Click to select the chart object you want to edit.

4 Click Format Selection.

1

A Format dialog box appears. Depending on the chart object you want to edit, the options offered will vary. Note: For more about chart objects, see the section “Understanding Excel Charts.”

5 Make any changes to the chart object, as needed. l In this example, a new fill color is applied.

188

5

3

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 189

Communicating Information with Charts

10

chapter

Depending on the chart object you edit, the dialog box offers different options. l In this example, a new object shape is applied.

6 When finished with your edits, click Close.

6 Excel applies any changes to the chart. l In this example, a new fill color is added to one bar series, and the bar shape has been changed.

How do I change the font for my chart text? You can click on any text object in a chart, and it opens for editing. Click the Home tab and use the Font group of tools to format the text.

How do I print my chart? To print only the chart, first select the chart on the worksheet and then click and Print. The Print dialog box opens. Make sure the Selected Chart option is selected ( changes to ) is selected, and then click OK to print the chart. If the chart is on its own sheet, you can just click the Quick Print icon ( ) to print the sheet. To learn more about printing in Excel, see Chapter 9.

189

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 190

Add Chart Objects

You can add additional objects to your charts, such as data labels, gridlines, or a legend. The Layout tab is where you access tools for adding and working with chart objects.

Add Chart Objects

1 Select the chart you want to edit. 2 Click the Layout tab. 3 Click an item in the Labels or Axes

3 4

group of tools.

4 Click the object you want to add. 1

A drop-down menu offers options to display objects. In this example, both major and minor vertical gridlines are selected to be displayed. l Excel adds the object.

190

2

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 191

Change the Chart Data Whenever you make changes to the data referenced in your chart, the chart data is automatically updated. For example, if you change a value, the chart updates to reflect the new value. If you need to add more data to the chart, you can easily update the source cells.

Communicating Information with Charts

10

chapter

Monthly Expenses

Change the Chart Data

1 Select the chart you want to edit. l Excel surrounds the chart with selection handles and marks the source data in the worksheet with a colored border.

2

2 Click and drag the corner handle of the source range to add or subtract cells. Note: If you have moved the chart, you might need to click and drag it to another part of the worksheet to access the source data.

1

l Excel updates the chart with any changes.

191

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 192

Format Charts with Layouts and Styles

In Excel 2007, new features offer you instant formatting of chart elements. Quick Layouts use sets of formatting for gridlines, labels, and settings, such as perspectives to quickly give your chart a new look. Styles apply preset color schemes and backgrounds to add instant design appeal.

S a le s C h a r t

Quickts Layou

Styles

Format Charts with Layouts and Styles

1 Select the chart. 2 Click the Design tab. 3 Click the Chart Layouts

to scroll

3

through chart layouts.

2

1

4 Click a layout to apply it. 5 Click to display all styles. 6 Click a style to apply it.

192

4 6

5

12_045957 ch10.qxp

10/23/06

9:32 PM

Page 193

Insert SmartArt Charts

Communicating Information with Charts

You can add a SmartArt graphic to track the hierarchy of an organization or method or a workflow process, list, or cycle. When you insert a SmartArt graphic, Excel starts you with a few shapes to which you can add your own text. You can add additional shapes and branches to the object as needed.

10

chapter

Smar Art t

Insert SmartArt Charts

1 2 3 4 5

Click the Insert tab.

3

Click SmartArt.

4

Click a type of chart. Click a sub-type of chart. Click OK.

5

Excel adds the graphic to your worksheet and displays the Type Your Text Here dialog box.

6 Type text into the dialog box. 7 Click outside the chart to view it.

6

7

193

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 194

chapter

11

Analyzing Worksheet Data 111 CChh..

You can organize large lists of data in Excel by creating database tables. This chapter shows you how to build a database, add records, sort and filter data, and perform a detailed analysis on the data using PivotTables.

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 195

Understanding Database Lists ......................196 Create a Database Table ................................198 Add Records Using a Data Form ..................202 Edit Records ......................................................204 Search for Records ..........................................206 Identify Duplicate Values in a Table ............207 Set Data Validation Rules ..............................208 Sort Records ......................................................210 Filter Data with AutoFilter..............................212 Analyze Data with a PivotTable ....................214

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 196

Understanding Database Lists You can use Excel as a database program to organize, sort, filter, and analyze lists of data. A database is a collection of related information. For example, an address book is a database list of names and addresses of your contacts. A television guide is also an example of a database, listing television programs, channels, and air times. You can create a variety of database lists in Excel to manage sales contacts, inventory, household valuables, and more.

Fields You use fields to break down your database list into manageable pieces. In Excel, fields are typically the columns you use to define each part of your list. For example, an address database includes fields such as name, address, and phone number. Field names, also called labels, appear at the top of a list.

555

Wes D 08 N ay ew Avon House , IN. 4000 0 K

evin M 200 B iller ee New K fcake Rd. id, IN. 53400 Kyle G

ith Sm 00 ley rl. Ash ank G . 465 1 B rida, IN field . Flo ans Rd

555-5

roni 11 Insu nger ra Rockfie nce Man Dr. ld, IN. 45 006 Bran

55 5

555-5

d 16 F on Morris u Delp nny Guy hi, IN R . 456 d. 00

55

555

-55

55

55 tor -55 eM 23 Jak Illustra . 469 555 42 hi, IN l lp e e D Dr. epp 55 Ka more 7923 -55 a on 4 555 Jas . Syc , IN. N n 25 oksto r Bro Wr. sse

55 5

555-5

-55

55 tra tfish 3 -55 a kS 555 Ric lbs C . 4692 124 hi, IN lp De ff Du r Rd. 23 a on Jas vn. P N. 469 E I 78 urn, lb Co

55 5

555-5

55 5

Records You use rows to enter each database entry for your list of data. Database entries are called records. For example, in an inventory database, a single row contains all the information about an item in the inventory. Each row represents one record in the database.

Address Book

Name Bob

Liz

Ashley Randy

Bill Becky Jen Jake

196

Record

Address 21 New Dr. Indianapoli s,

42 Wallaby

300 Cabana

Phone Number IN.

Way New Yo rk, NY.

Ln. Co. Sp rings, CO. 450 Cons truction Rd . Delphi, IN. 1 Livermor e Way Du gger, IN. 34 Union Av. New England, KY. 3000 M oon Lane Culver, OK. 1234 Fi ve Six Dr. N umbers , IN.

555-5551

555-5552

555-5553 555-5554

555-5555 555-5556 555-5557 555-55

58

10 Item

20

s Sold of Item 30

40

50

60

Total

24 17

Shoes

30

Belts

51

Pants Hats T-shirts

34

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 197

Analyzing Worksheet Data

Tables An entire database list of information is called a table. You can create multiple tables in Excel. For example, one table might list customers and addresses, and another might list product items and prices. You might pull information from two tables to create a third table, such as a table listing customers and the items they buy.

11

chapter

Forms You can use a Data Form to speed up the task of entering records into a database list. In Excel, the Data Form is a special dialog box consisting of all the fields in your table. To enter a record, you can fill out the form fields.

Salmon Pesto.......$20 Pizza Slice..........$8 10oz Fillet..........$22 Salad................$3 Dessert..............$5

mes

Fillout Ti

Customers rm Data Fo

d..........

ntinue to be co

oned

Old Fasi Way

Plan a Database Before you create a database list in Excel, take time to plan it out. Planning beforehand can alleviate having to reorganize your database later when you discover you left out important fields. Start by determining what kind of data you want to store and how it should be organized. Decide in what order you want to enter data. Each database table should have a specific topic, such as product inventory or client addresses. Most databases are comprised of at least two or more fields or columns.

Database Tips Do not include blank rows in a database table. For best results, break out data into separate fields. For example, break City and State into two separate fields, instead of combining them into one. This can help you perform better analysis tasks later. It is not a good idea to place multiple tables on a single sheet; instead, place each one on a separate sheet in the workbook file.

Address Book Page Layout

B

I

Formulas

A

View

General % $ .0 .00

.00 .0

,

A Styles

A Alignment

Add-Ins Insert

+a+

A

U

Review

Data

11

Alba Matter

ab

Insert

Home

Paste

Number

Delete Format Cells

A Z SORT & FIND & FILTER SELECT

Editing

Font Clipboard

Name July 2005 Thur

Sun

Mon

18

17 24

25

Wed

26

20

27

1

9

16

15

14

13

19

2

8

7

6

12

11

10

Tues

5

4

3

21

28

Bob

Sat

Fri

22 29

Liz

23

30

Ashley GLUE

Randy

Bill Becky Jen Jake

s! Tip City State Indianapo is

Delphi

Co. Spring s Fresno

Dugger Fairban ks Brooks ton Miami

IN

IN

CO CA

IN AK IN FL

Phone # 555-5551

555-5552

555-5553 555-5554

555-555 5 555-555 6 555-55 57 555-55 58

197

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 198

Create a Database Table

You can use an Excel worksheet to build a database to manage large lists of data. A database is simply a collection of related records, such as a phone directory, address list, inventory, and so on. After creating a database table, you can perform a variety of analysis, sorting, and filtering techniques on the data.

Phone Directory Last Allbaugh Barnard

Corey

(555) 555-5552

Cox

Eric

(555) 555-5553

Duff

Jason

(555) 555-5554

Fague

Jacob

(555) 555-5555

Day

Wesly

(555) 555-5556

Fassnacht Wesly

(555) 555-5557

Goyer

Tony

(555) 555-5558

Groninger

Kyle

(555) 555-5559

Type Field Labels

1 Click where you want to insert the first 1

2 Type a field label. 2

3 Press . 4 Type the next field label. 5 Repeat steps 3 and 4 to continue entering as many field labels as your list requires.

198

4

Phone # (555) 555-5551

Create a Database Table

column.

First Kyle

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 199

Analyzing Worksheet Data

11

chapter

Enter Records

1 Click in the first row beneath the field labels.

1

2 Type the data for the first field. 2

3 Press . 4 Type the next field data. 5 Repeat steps 3 and 4 to continue filling in a complete record.

6 Press

.

4

l Excel starts a new record for the table by moving automatically to the next row.

How do I quickly fill in records for my table? Entering data into a table can be tedious. To speed up the task, you can use Excel’s PickList feature. PickList is activated as soon as you create the first record in your table. It remembers the previous field entries so you can repeat them, if necessary. Follow these steps to use PickList:

1 Right-click the cell in the new record. 2 Click Pick From Drop-down List. 1 A list of previous entries appears.

3 Click an entry to repeat it in the current cell. You can also press or accept the entry, or press

2 to to cancel.

3

➥

continued

199

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 200

Create a Database Table (continued) All database lists, also called tables, are built of fields and records. After entering records into your table, you can turn the data into a database list. Excel automatically adds filter arrows to each field label, allowing for quick filtering tasks.

Page 2

Page 1

Phone Directory Last

You cannot create a database table in a shared workbook. To learn more about shared workbooks, see Chapter 13.

First

Phone #

Allbaugh

Kyle

(555) 555-5551

Barnard

Corey

First

Phone #

Jason

(555) 555-5560

Bill

(555) 555-5561

Rick

(555) 555-5562

Ashley

(555) 555-5563

(555) 555-5552

Mattew

(555) 555-5564

Cox

Eric

(555) 555-5553

Rita

(555) 555-5565

Duff

Jason

(555) 555-5554

Paul

(555) 555-5566

Fague

Jacob

(555) 555-5555

Steve

(555) 555-5567

Day

Wesly

(555) 555-5556

Jill

(555) 555-5568

Fassnacht Wesly

(555) 555-5557

Goyer

Tony

(555) 555-5558

Groninger

Kyle

(555) 555-5559

Continue........

Continue........

Create a Database Table (continued)

7 Repeat steps 2 to 6 to continue entering records for your table.

7 Create a Table

1 Select the data you want to turn into a

3

2

database table.

2 Click the Insert tab. 3 Click Table. 1

200

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 201

Analyzing Worksheet Data

11

chapter

The Create Table dialog box opens. l By default, the selected range appears here. If the range is not correct, you can select the correct cell references. l Select this option ( changes to ) if necessary to include the headers in your table.

4 Click OK.

4

l Excel turns the data into a table, fills the cells of the table with blue shading, and displays filter arrows ( ) for each field. The Table Tools Design tab also appears on-screen. and click the data l To filter a list, click you want to filter out. Note: Learn more about Excel’s AutoFilter feature in the section “Filter Data with AutoFilter,” later in this chapter.

Do I have to turn my data into a table?

Can I turn my list back into a regular range?

No. You can still treat your data as a database without having to turn it into an official Excel table. The advantage to the Create Table command is that it automatically adds to your field labels. You can DATA LIST also sort by ascending or descending order from the AutoFilter drop-down lists. To learn more about filtering data, see the section “Filter Data with AutoFilter.”

Yes. To convert the list back to a regular Excel range, select the list, click the Table Tools Design tab, and then click Convert to Range. DATA LIST Click Yes when prompted. Excel removes the AutoFilter DATA arrows from the field labels. You can still treat the data as a database, performing sorts and filters, even without the official list status.

201

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 202

Add Records Using a Data Form Another way to enter database records is to use Excel’s Data Form. The Data Form is a handy dialog box you can use to type the data for each field in your table, one record at a time. You are less likely to enter wrong information into a field when using a form than when directly entering data into your worksheet cells.

New Record

75.56

Restore

The command to display the data form is not located on the ribbon. You have to go to Excel Options in the File menu, and from the Customization page’s Commands Not in the Ribbon list, add the Form command to the Quick Access Toolbar. See Chapter 1 to see how to do this.

Find Prev Find Next Criteria Close

Add Records Using a Data Form

3

1 Enter a record in a row. 2 Select the first cell of a record. 3 Click Form on the Quick Access toolbar.

2

Note: If your database has no records yet, a prompt box appears. Click OK to continue.

1

The data entry dialog box opens.

4 Click New.

202

New Delete

4

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 203

Analyzing Worksheet Data

5 Type the data for the first field. 6 Press . 7 Repeat steps 3 to 4 to continue filling in

5

form fields.

11

chapter

7

8

l You can click New to enter another record.

8 Click Close. l Excel adds the record or records to the database list.

How do I navigate through my records using a form?

What methods can I use to delete a record?

You can use the Data Form dialog box to navigate between all the records in your table. Click Find Prev to move backward through the table, or click Find Next to move forward. Any time you want to add a new record, click New and fill out the fields.

You can open the Data Form dialog box and navigate to the record. Click the Delete button and confirm the deletion, and the record is gone. You can also click and drag your mouse across the fields of the record in the table on the Excel worksheet and then press Delete.

Find Prev Find Next

203

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 204

Edit Records Table Tools Home Insert Page Layout Formulas Data

Manage Connections

Get External Data

You can edit your database table by making changes to the records. For example, you might need to change a record’s details or delete a record you no longer need. You can edit cells, columns, and rows directly in the table, or you can use the Data Form dialog box to make changes, as shown in this section.

A4

B

C

Last Name Kincaid Reynolds Wong Stabile Muir Harold Curtis Hughes Willard Lauchow Federhart Allart Williams Oglesby Cameron Marchiatti Gregory Pike Boysen Cannon Kinkoph Caroll Jones

Sheet1

First Name Albert Susan Lee Karen Callie Jenny Antonio Kitty Sherry Patricia Paul Susan Arnold Agnes Ray Antonio Andrew Florence Nettie Jake Rudolph Mark Marian

Sheet2

Middle Name Mitchell Turner Susan Nora Gregory Jo Lynn Roberta Jack Sarah Peter Rachel Roberto Yorston Orlando Henrietta David August Stephen Stella

1 Click anywhere in the table and then click Form on the Quick Access toolbar.

3

edit.

3 Click in the field you want to edit and then make your changes. You can double-click a field to highlight all the data. l Click Find Prev or Find Next to navigate to the next record you want to change.

4 Click Close. The record or records are changed.

204

2

Add-Ins

Sort & Filter

Design

D

Data Tools

E

F

Outline

G

H

City Address 2403 Westminster Drive San Diego 11 Bayview Lane Santa Barbara 20323 Palm Avenue San Diego 14a Meyer Drive Los Angeles 29907 Arnold Drive Sonoma 987a Ryder Street Pismo Beach 21 Chain Circle Sonoma 22490 Willow Street Novata 517 West Main Street San Francisco Monteray 350 South Drive Santa Cruz 8007 Dogwood Drive Napa 714 Cherry Tree Blvd. Salena 350 North Street Pleasanton 871 Elmhurst Lane Racine 908 State Street Hollywood 22 Hollywood Blvd. Carmel 349 Waverly Street Fairfield 16 Fieldstone Drive Indio 224380 Apache Road Marion 872 Silver Lane Davis 77 Apt. G Locust Lane Racine 37 Unquowa Road Malibu 809 Peterson Drive

100%

1

2 Scroll to locate the record you want to

Design

Sheet3

Edit Records

The Data Form dialog box opens.

Add-Ins

Addresses

Ready

Change a Record

View

Kincaid

A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

Review

4

I

J

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 205

Analyzing Worksheet Data

Delete a Record

1 Open the Data Form dialog box.

11

chapter

1

Note: See the previous steps to learn how to open the dialog box.

3

2 Click Find Prev or Find Next to navigate to the record you want to remove.

2

3 Click Delete.

5

A prompt box appears warning about the deletion.

4 Click OK. 5 Click the Close button (

4

).

The record is deleted.

How do I add a new record using the form? To add a new record at any time, click New. The Data Form dialog box immediately displays a new record, and you can start typing new data into the fields.

What does the Restore button do?

New mith Sm

You can click Restore to undo the previous action. For example, if you just typed data into a field, clicking Restore immediately removes the data.

UNDO! 205

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 206

Search for Records Table Tools Home Insert Page Layout Formulas Data

Manage Connections

Get External Data

A4

You can use the Data Form to help you display only records matching the criteria you specify. For example, if you want to view all the clients from the same city or state, you can use the Data Form to search for matching records.

B

C

Addresses Last Name Kincaid Reynolds Wong Stabile Muir Harold Curtis Hughes Willard Lauchow Federhart Allart Williams Oglesby Cameron Marchiatti Gregory Pike Boysen Cannon Kinkoph Caroll Jones

Ready

View

Add-Ins

Design

Add-Ins

Sort & Filter

Design

Data Tools

Outline

Kincaid

A 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

Review

Sheet1

First Name Albert Susan Lee Karen Callie Jenny Antonio Kitty Sherry Patricia Paul Susan Arnold Agnes Ray Antonio Andrew Florence Nettie Jake Rudolph Mark Marian

Sheet2

Middle Name Mitchell Turner Susan Nora Gregory Jo Lynn Roberta Jack Sarah Peter Rachel Roberto Yorston Orlando Henrietta David August Stephen Stella

D

E

sil Co Court od Drive ood a St. Main ke rket alley y valley th St. 9th Ln Ln.

F

G

H

I

San n Die D San San Die Diego g San Dieg Diego an Diego Dieg g San San Dieg Diego San Die Diego San D Diego San Diego

J

City Address 2403 Westminster Drive San Diego 11 Bayview Lane Santa Barbara 20323 Palm Avenue San Diego 14a Meyer Drive Los Angeles 29907 Arnold Drive Sonoma 987a Ryder Street Pismo Beach 21 Chain Circle Sonoma 22490 Willow Street Novata 517 West Main Street San Francisco Monteray 350 South Drive Santa Cruz 8007 Dogwood Drive Napa 714 Cherry Tree Blvd. Salena 350 North Street Pleasanton 871 Elmhurst Lane Racine 908 State Street Hollywood 22 Hollywood Blvd. Carmel 349 Waverly Street Fairfield 16 Fieldstone Drive Indio 224380 Apache Road Marion 872 Silver Lane Davis 77 Apt. G Locust Lane Racine 37 Unquowa Road Malibu 809 Peterson Drive

Sheet3

100%

Search for Records

1 Open the Data Form dialog box.

1

Note: You can click Form on the Quick Access toolbar to open the form. See the section “Add Records Using a Data Form” to learn more about using the Data Form dialog box.

2 Click Criteria. 2

3 Click in the field for which you want to specify search criteria and then type the criteria you want to match.

4 Click Find Prev or Find Next to navigate through the matches. l When you finish searching through records, click Close to close the form.

206

3

4

Page 207

Identify Duplicate Values in a Table

11

Analyzing Worksheet Data

9 10 11 12 13 14

You can quickly find and remove duplicate records in a database using the Remove Duplicates button. This feature helps you keep your database current.

Harold Curtis Hughes Willard Curtis Federhart Home Insert Page Layout Formulas Data

Manage Connections

Get External Data

A4

B

C

Addresses

Last Name Kincaid Reynolds Wong Stabile Muir Harold Curtis Hughes Willard Curtis Federhart Allart Williams Oglesby Cameron Marchiatti Gregory Pike Boysen Cannon Kinkoph Caroll Jones

Ready

Sheet1

First Name Albert Susan Lee Karen Callie Jenny Antonio Kitty Sherry Antonio Paul Susan Arnold Agnes Ray Antonio Andrew Florence Nettie Jake Rudolph Mark Marian

Sheet2

Sheet3

Middle Name Mitchell Turner Susan Nora Gregory Jo Lynn Roberta Jack Sarah Peter Rachel Roberto Yorston Orlando Henrietta David August Stephen Stella

Jenny Antonio Kitty Sherry Antonio Paul

Table Tools

Review

View

Add-Ins

Sort & Filter

Kincaid

A

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

chapter

io

9:40 PM

D

Design

Add-Ins

Design

Data Tools

E

City Address 2403 Westminster Drive San Diego 11 Bayview Lane Santa Barbara 20323 Palm Avenue San Diego 14a Meyer Drive Los Angeles 29907 Arnold Drive Sonoma 987a Ryder Street Pismo Beach 21 Chain Circle Sonoma 22490 Willow Street Novata 517 West Main Street San Francisco 350 South Drive Monteray 8007 Dogwood Drive Santa Cruz 714 Cherry Tree Blvd. Napa 350 North Street Salena Pleasanton 871 Elmhurst Lane Racine 908 State Street Hollywood 22 Hollywood Blvd. Carmel 349 Waverly Street Fairfield 16 Fieldstone Drive Indio 224380 Apache Road Marion 872 Silver Lane Davis 77 Apt. G Locust Lane Racine 37 Unquowa Road Malibu 809 Peterson Drive

F

Outline

G

H

I

J

An to n

10/23/06

tis

13_045957 ch11.qxp

PERMANENT DELETION WASTE REMOVAL CORP. 100%

Identify Duplicate Values in a Table

2

1 Click anywhere in the table. 2 Click the Table Tools Design tab. 3 Click Remove Duplicates.

3

1

The Remove Duplicates dialog box appears.

4 Click (

changes to ) to deselect any field for which you do not want to remove duplicates.

5 Click OK.

4 5

A message appears reporting how many duplicate records were removed.

207

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 208

Set Data Validation Rules You can set up your database table to control exactly what kinds of data are allowed in the cells. This is handy if other people use your list to enter records. You can make sure that they type the right kind of data in a cell by assigning a data validation rule. If they type the wrong data, such as text data instead of numerical data, Excel displays an error box to prompt them about what data can be entered into the cell.

Club Ca

lculator

Set Data Validation Rules

2

1 Select the range to which you want to

3

apply a data validation rule.

2 Click the Data tab. 3 Click Data Validation. 1

The Data Validation dialog box opens.

4 Click the Settings tab. 5 Click here and then select which type of data you want the cell to allow.

6 Define the data type parameters, if needed, by clicking the Collapse button ( ).

208

4 5 6

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 209

Analyzing Worksheet Data

7 Click the Error Alert tab. 8 Type a title for the error message. 9 Type instructions to help the user remedy

11

chapter 7

the mistake.

8

0 Click OK.

9

0 l If you or another user type the wrong data in the table’s cells, an error alert box appears.

What does the Input Message tab do?

How do I turn off Data Validation?

You can include an input box that helps users know what data to type when they select a cell. The input box appears when a user selects a cell in the range. To add an input box, click the Input Message tab in the Data Validation dialog box and then enter an input title and message.

To remove data validation, select the range containing the data validation rule and then reopen the Data Validation dialog box. Click Clear All. This turns off the data validation rules.

Input B C Message!

1 A 2 3

4 5 6 7 8

325.25

76.8

Data Validation

OFF! 209

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 210

Sort Records

You can sort your database table to reorganize the information. For example, you might want to sort a client table to list the names alphabetically. An ascending sort lists records from A to Z, and a descending sort lists records from Z to A.

Sort Records Perform a Quick Sort

1 Click in the field name you want to sort.

2 Click the Data tab. 3 Click Sort A to Z ( ) or Sort Z to A (

).

You can also click and choose sort commands from the menu that appears.

l Excel sorts the records based on the field you specified. Note: If you do not want the records sorted permanently, click to return the list to its original state.

210

3 1

2

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 211

Analyzing Worksheet Data

1

Sort with the Sort Dialog Box

2

1 Click the Data tab. 2 Click Sort.

11

chapter

The Sort dialog box opens.

3 Click here and then select the primary field to sort by.

4 Click whether you want to sort the field in ascending or descending order. l To specify additional fields for the sort, choose criteria from the Sort on drop-down list.

5 To add additional sort levels, click Add Level and then make settings for the next sort level.

6 Click OK. Excel sorts the data.

5

4 3

6

Can I sort data in rows? Yes. If the listed data is across a row instead of down a column, you can activate the Sort left to right option in the Sort dialog box. Follow these steps:

1 Open the Sort dialog box using the steps in this section. 2 Click Options.

2

1

The Sort Options dialog box opens.

3 Click the Sort left to right option (

changes to

).

4 Click OK. Excel sorts your data.

4

3

211

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 212

Filter Data with AutoFilter

You can use a filter to view only portions of your data. Unlike a sort, which sorts the entire table, a filter selects certain records to display based on your criteria, while hiding the other records that do not match the criteria.

Filter Data with AutoFilter

1 Select the field labels for the data you want to filter.

2 Click the Data tab. 3 Click Filter.

3 1

2

If you used the Create Table command to create a database table, your table already displays the AutoFilter buttons.

l Excel adds

4 Click

to your field labels.

.

4

212

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 213

Analyzing Worksheet Data

11

chapter

5 Click any item you want filtered out (

changes to

).

Records that match the checked items remain after you apply the filter.

6 Click OK. 6

5

l Excel filters the table and replaces the filter arrow with a filter icon. To view all the records again, display the filter list and click Clear Filter from “Field Name.”

If I clear a filter, is there a quick way to get it back? If you have just cleared the filter and want to see it again, you can click the Reapply button on the Data tab of the ribbon.

In what ways can I customize a filter?

Reapply

You can activate the Advanced command on the Data tab to open the Advanced Filter dialog box. Here you can further customize the Filter Criteria filter by selecting Salespeople A-H operators and Sales over $50,000 values to apply on Sales in New York the filtered data. To Sales during May learn more about Sales for Export customizing AutoFilters, see Excel’s Help files.

213

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 214

Analyze Data with a PivotTable You can use PivotTables to gain different perspectives on your data. PivotTables enable you to ask certain questions of your data to help you see beyond the obvious. Rather than examining the data for answers yourself, a PivotTable helps you to quickly analyze the meaning of sets of data.

Table Tools Home Insert Page Layout Formulas Data

Manage Connections

Get External Data

A4

For example, say you have a sales order table that describes products, quantities ordered, dates, amounts, buyers, and salespersons. You can use a PivotTable to find out which salesperson has the most sales, which buyer buys the most product, what items are the top sellers, and who sold the most product on a given day. These are just a few analysis points you can find out with PivotTables.

B

Products Wheelbarrow Trowel

7 20

Fork Gloves Kneepads p Cultivator Plow W Weeder Pruners Rake Hedge g Shear Garden Shear Border Spade p Lawn Edger g Border Fork By-Pass y Lopper pp Long-Reach g Pruner Fruit Picker

5 24 Lee Karen 10 15 13 10 0 10 25 7 15 10 5 5 15

Ready

View

Add-Ins

Design

Add-Ins

Sort & Filter

Design

Data Tools

Outline

Kincaid

A

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Review

Sheet1

Quantity

Sheet2

Sheet3

C

D

E

Buyer Salesperson The Good Earth Kincaid Lane’s Gardening Kincaid Kincaid The Good Earth Lane’s Gardening Reynolds y Lane’s Gardening ardening g Wong g Susan Stabile Nora Muir Home Insert Harold Gregory g y Curtis Dirty y Hands Hughes g The Good Earth Willard Dirty y Hands Lauchow Get External Data Blossom’ ssom’s Federhart A4 Allartt All The Good od Earth A Williams The Good od Earth 1 Oglesby Blossoms ms 2 Growing g Green Cameron 3 Growing Marchiatti g Green 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

Ready

Sheet1

Sales $799.98 $219.00

F

G

$54.75 $358.80 $244.75 $164.25 $119.50 Formulas Data Review Page Layout $164.25 $701.35 $249.5 $699.50 $873.75 Manage Connections $349.65 Kincaid $419.25 $419 25

B

$499.50 Wheelbarrow $324.75 Trowel $149.75 Fork $299.25 Gloves Kneepads Cultivator Plow Weeder Pruners Rake Hedge Shear Garden Shear Border Spade Lawn Edger Border Fork By-Pass Lopper Long-Reach Pruner Fruit Picker

Sheet2

H

I

View

Add-Ins

J

Table Tools Design

Add-Ins

Sort & Filter

C

D

Data Tools

E

3

4 Click

214

to choose the table range.

Outline

G

H

Sheet3 100%

2

1

The Create Pivot Table dialog box opens.

F

100%

Analyze Data with a PivotTable

1 Click inside the database list. 2 Click the Insert tab. 3 Click PivotTable.

Design

4

I

J

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 215

Analyzing Worksheet Data

5 Select a range and then click

11

chapter

.

5

6 Click to specify where to place the table (

changes to

).

7 Click OK.

6 7

Can I change any options for my PivotTable? On the PivotTable Tools tab, you can click Options to display the PivotTable Options dialog box. Here you can modify the layout and format of the PivotTable, decide whether to show totals or filter data, and more.

How are PivotTables constructed? PIV OT TA BL E

PivotTables are made of row fields and column fields that summarize data across rows and fields, respectively. The middle area is where the actual analysis occurs for summarizing different fields of data pertaining to the row and column fields.

Sum of Orders Salesperson

J. Asher A. Delancey M. Reis

Years ‘03 ‘04 ‘05 103 113 102 153 112 107 123 131 132

98 122 134 R. David 121 140 135 L. Santos 598 731 610 al Tot nd Gra

➥

continued

215

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 216

Analyze Data with a PivotTable (continued) Table Tools

After you create a PivotTable, you can drag various fields into the table to perform analyses. It might take some experimenting to figure out how your data works within the PivotTable. As you add and subtract fields and change their position on the table, the data you examine “pivots,” hence the name PivotTable. Any field you drag into the row area of the table becomes a row, and any field you drag into the column area becomes a column in the table. You can drag any field you want to summarize into the data area of the table. You can add multiple fields to the analysis.

Home Insert Page Layout Formulas Data

Manage Connections

Get External Data

A4

View

Add-Ins

Design

Add-Ins

Sort & Filter

Design

Data Tools

Outline

Kincaid

A

Products 1 Wheelbarrow 2 Trowel 3 Fork 4 Gloves 5 Kneepads p 6 Cultivator 7 Plow 8 Weeder W 9 Pruners 10 Rake 11 Hedge g Shear 12 Garden Shear 13 Border Spade p 14 Lawn Edger g 15 Border Fork 16 By-Pass y Lopper pp 17 Long-Reach g Pruner 18 Fruit Picker 19 20 21 22 23 24 25

Ready

Review

Sheet1

B

Quantity 7 20 5 24 Lee Karen 10 0 15 13 10 10 25 7 15 10 5 5 15

Sheet2

Sheet3

C

D

Buyer Salesperson The Good Earth Kincaid Lane’s Gardening Kincaid

E

Sales $799.98 $219.00

F

G

H

I

J

$54.75 Kincaid The Good Earth Lane’s Gardening Reynolds $358.80 y Lane’s Gardening g Wong g $244.75 Table Tools Susan Stabile $164.25 Nora Muir $119.50 Page Layout Formulas Data Review View Add-Ins Design Home Insert Add-Ins Design Dirty Hands nds Harold $164.25 Seeds To Grow Curtis $701.35 Dirty y Hands Hughes g $249.5 Th Good Earth The Willard $699.50 Dirty y Han Hands Lauchow Get External Data $873.75 Manage Connections Sort & Filter Data Tools Blossom’s Federhart $349.65 A4 Kincaid Allart $419.25 The Good Earth $419 1 25 A B C D E F $499.50 Williams The Good Earth William 9 Wheelbarrow The Good Earth 1 $324.75 Blossoms Oglesby g y Trowel Lane’s Gardening 2 Growing Green $149.75 Cameron Camero Fork 3 The Good Earth $299.25 Marchiatti Growing g Green Marchi Gloves Lane’s Gardening 4 Kneepads 5 Growing g Green Cultivator The Harvest 6 Plow Nora’s Garden 7 Weeder Dirty Hands 8 Pruners 9 Seeds To Grow Rake 10 Dirty y Hands Hedge Shear 11 The Good Earth Garden Shear 12 Dirty y Hands Border Spade 13 Blossom’s 100% Lawn Edger 14 The Good Earth Border Fork 15 The Good Earth By-Pass Lopper 16 Blossoms Long-Reach Pruner Growing Green 17 Fruit Picker 18 Growing g Green 19 20 21 22 23 24 25 26 27

Ready

Sheet1

Sheet2

100%

Excel opens a new, empty PivotTable and displays the PivotTable Field List. (

changes to

8

).

In this example, the PivotTable analyzes total price of sales.

9 Drag the field box to the Column Label or Row Label area of the PivotTable Field List. In this example, the PivotTable adds the quantity sold to the analysis.

216

H

Sheet3

Analyze Data with a PivotTable (continued)

8 Click a field you want to analyze

Outline

G

9

I

J

13_045957 ch11.qxp

10/23/06

9:40 PM

Page 217

Analyzing Worksheet Data

0 Click another field you want to analyze.

11

chapter 0

In this example, the PivotTable analyzes the dates of sales. l Excel adds the field data, which you can then analyze.

In this example, the PivotTable shows how many products were sold at a total price by date. l To remove a field from the table, click the field to deselect it ( changes to ). To add more fields to the mix, select them in the PivotTable Field List. You can also drag the fields from one area of the table to another.

1

How do I change the summary function?

1 Click the PivotTable Tools Options tab.

2

The PivotTable tab appears.

2 Click Field List. 3 Click the Values

and choose Field Settings. The Data Field settings dialog box appears.

4 Click on any type of calculation for that field. 5 Click OK.

4 5 3

217

14_045957 ch12.qxp

10/23/06

9:46 PM

Page 218

chapter

12

Using Excel Tools

I

Excel offers a variety of special features and handy tools you can use to accomplish different tasks, such as speeding up your Excel work, analyzing data, and producing the results for which you are looking.

Votin’

cel Ex

ent sid e r 4P 7 0

20

14_045957 ch12.qxp

10/23/06

9:46 PM

Page 219

Add a Watch Window......................................220 Load Add-Ins ....................................................222 Analyze Data with Add-In Tools ..................224 Examine Alternatives with Goal Seek ........226 Create Scenarios ..............................................228 Optimize Formulas with Solver ....................232

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 220

Add a Watch Window You can use a Watch Window to keep track of data in a particular cell or range of cells even when the cells are no longer in view. This is especially useful if you want to keep your eye on a specific formula or the cells you use to create a formula. You might also use a Watch Window to keep track of a particular cell’s data as you work with the rest of your worksheet.

on du ty! Fido

Add a Watch Window

1

1 Click the Formulas tab. 2 Click Watch Window.

The Watch Window opens.

3 Click Add Watch.

220

3

2

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 221

Using Excel Tools

12

chapter

4 Select the cell or cells you want to watch. You can also type in the cell reference.

5 Click Add.

4

5

Note: You can add multiple cells to the Watch Window.

6

l Excel adds the cells to the Watch Window, including any values or formulas within the cells. If you scroll away from the original cells, the Watch Window always displays the cell contents. To return to the original cell, double-click the cell name.

6 Click the Close icon ( ).

How do I remove a cell from the Watch Window? To remove a cell from the Watch Window, click the cell name and then click Delete Watch. Excel immediately removes the cell from the window.

Can I move the Watch Window? Yes. To move the window, simply click and drag the window’s title bar ( becomes ). You can reposition the window anywhere on-screen. You can also dock the window to appear with the toolbars at the top of the Excel program window. You can also resize the columns within the Watch Window. Position over a column in the Watch Window and drag to resize the column.

221

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 222

Load Add-Ins Today’s Specials Excel Add-Ins Analysis ToolPak Conditional Sum Wizard Euro Currency Tools Internet Assitant VBA Lookup Wizard

Excel offers a variety of add-ins you can install. Add-ins are simply programs included with Excel to offer additional worksheet efficiency. By default, Excel does not install the add-ins until requested.

Load Add-Ins

1 Click

.

1

The File menu appears.

2 Click Excel Options.

2 The Excel Options dialog box opens.

3 Click Add-Ins. 3

222

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 223

Using Excel Tools

4 Click the Manage 5 Click Go.

12

chapter

and choose a type of add-in.

4 5 The Add-Ins dialog box opens.

6 Click to select an add-in ( 7 Click OK.

changes to

).

The Excel Options window disappears. Depending on the add-in, you may see a progress box.

7 6

Depending on the add-in, you may need to insert the Excel CD and complete additional setup steps to install the program.

8

8 Click the Add-Ins tab. l The installed add-in has been added to the Add-Ins tab. Note: See the next section to learn how to use the Data Analysis add-in.

What types of add-ins does Excel offer?

How do I unload an add-in?

The Excel Options window offers items in seven categories of add-ins that you can install, including the Analysis Toolpak, Analysis Toolpak VBA, Conditional Sum Wizard, Euro Currency Tools, Internet Assistant VBA, Lookup Wizard, and Solver Add-In. You can also find additional add-ins on the Microsoft Office Web site. To learn more about add-ins, consult the ADD-INS Excel Help files.

You can unload any add-in you install. Unloading an add-in can free up memory as well as reduce the number of menu commands appearing on the Tools or Data menus. To unload an add-in, simply reopen the Add-In dialog box, choose the type of add-in in the Manage field, ADD-INS and in the resulting dialog box, deselect the program you no longer want to use ( changes to ). After unloading, the add-in program name disappears from the Add-Ins tab.

223

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 224

Analyze Data with Add-In Tools If you need to perform more powerful statistical functions or engineering analyses, you can access Excel’s Data Analysis tools. The Data Analysis tools include tools for random number generation, sampling, regression analysis, and more. With the Data Analysis tools, you provide the data from your worksheet and the tool provides the results.

Featuring: •Random number generation •Sampling •Regression analysis •and more..............

The Analysis Toolpak is just one of several add-in programs you can install to work with Excel. To learn more about loading add-ins, see the previous section. Using Data Analysis Tools

1

1 Click the Data tab. 2 Click Data Analysis.

The Data Analysis dialog box opens.

4

3 Click the analysis tool you want to use. l You can use the scroll bar to view all the available tools.

4 Click OK.

224

2

3

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 225

Using Excel Tools

The tool’s dialog box opens.

5

5 Select or type the input range to use in the

12

chapter 7

analysis.

6 Select or type the output range to use in the analysis.

6

l You can select any additional options to apply to the tool ( changes to ).

7 Click OK. l Excel executes the analysis tool. In this example, the Sampling tool produces a random sampling of income values.

Where can I learn more about each Data Analysis tool? You can use Excel’s Help files to learn how each tool works. In the Data Analysis dialog box, click Help. This opens the Excel Help window where you can search by any analysis type, such as sampling, and read more about the tool and any of its settings. To learn more about using Excel Help, see Chapter 1.

Why do I not see Data Analysis on the Formulas tab?

DATATA DA

YSISIS ALYS ANAL AN OLSS TOOL TO

If you have not loaded the Analysis Toolpak add-in to Excel, the tool will not appear on the Formulas tab. Although other add-ins are accessed from the Add-in tab, the Data Analysis tools of the Toolpak are not.

TTATTAAA AATA AT DDAATA DA

SIS IISSS LYYS SSI YYYSSI ANA AAALLLY NNAL AAN AN LSSS OLLLS OOL OOO OO TTO TO

225

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 226

Examine Alternatives with Goal Seek Goal Seek is one of several “what if” analysis tools you can use in Excel. You can use Excel’s Goal Seek tool to work backward to a desired result and analyze what happens when you change values along the way. For example, if you are trying to calculate how much you can afford to spend each month on a new car purchase, Goal Seek can help you determine the loan amount.

Monyou th willDahave a new car by..... .....At this rate, ay

Jan.

Feb.

May July

Sept. Jan. Feb. April

In order to use Goal Seek, you must have at least one input cell that affects the value of the cell containing your goal.

Year

15

01

15 30

01 30 01 30

04’

04’

04’ 04’

04’ 05’ 05’ 05’

Savings $430

$485

$590 $670

$815 $1300 $1355 $2500

Using Goal Seek

2

1 Click the cell containing the goal you want to change.

2 Click the Data tab. 3 Click What-If Analysis. 4 Click Goal Seek.

3 4

The Goal Seek dialog box opens. l The Set cell value is already filled in with the cell contents you selected in step 1.

5 Type your goal value. In this example, Goal Seek determines how much more income you need to receive for one product line to bring your total sales to a certain figure.

1

5

226

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 227

Using Excel Tools

12

chapter

6 Select or type the cell reference you want to change to reach your goal value. In this example, the loan amount is the amount that needs to change to reach the goal value.

7 Click OK. 7

6

l Goal Seek produces a value change to meet your goal. In this example, Goal Seek determines that the total sales in cell B20 can reach the desired goal by increasing sales of rings by an amount specified in cell B5.

8 Click OK.

8

Excel closes the Goal Seek Status box.

JUNE SALES

Use Goal Seek when you want to produce a specific value by adjusting one input cell that influences the value. If you require more than one input cell, use Excel’s Solver tool instead. Solver is an add-in you can use for complex problems that use multiple variables. Solver is very similar to Goal Seek. See the section “Optimizing Formulas with Solver,” later in this chapter, to learn more.

K SEE AL

SOL V

ER

You can use Goal Seek to help you solve single-variable equations of any kind. One of the most popular uses of Goal Seek is figuring out loan amounts and payments. FEBRUARY You can also use Goal PAYMENT Seek to help you figure out how much you BREAK need to sell to reach a EVEN sales goal or how many POINT units you have to sell to break even.

What tool can I use to figure out more complex goals?

GO

What other ways can I use the Goal Seek tool?

227

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 228

Create Scenarios You can use Excel’s scenarios to perform “what if” speculations on your data. For example, you might use a scenario to examine what would happen if you increased shipping prices or raised product prices on your inventory worksheet. When you create a scenario, you make changes to the worksheet data without affecting the original data.

?

Create Scenarios Create a Scenario

1

1 Click the Data tab. 2 Click What-If Analysis. 3 Click Scenario Manager.

The Scenario Manager dialog box opens.

4 Click Add.

228

2

4

3

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 229

Using Excel Tools

12

chapter

The Edit Scenario dialog box opens.

5 Type a name for the scenario. 6 Select the cells you want to change or

5 6

type the cell references. l You can click here to collapse ( ) or expand ( ) the dialog box while clicking cells in the worksheet. l Optionally, you can type a note about the scenario here.

7

7 Click OK. The Scenario Values dialog box opens.

8

8 Type values for each of the changing cells. You can perform all kinds of changes to the data to create a scenario.

9 Click OK.

9

Do I need to save my original worksheet data before creating scenarios? Yes. Save the original worksheet data before using Excel’s Scenario Manager. Because the Scenario Manager works by entering new values, any existing formulas are overwritten by new values you record in a scenario. You might also consider saving the original workbook using a new filename to further prevent any problems. To learn more about saving Excel workbooks, see Chapter 2.

et he ks or W

Does the Scenario Manager store formulas along with cell contents?

2

No. Although the Scenario Manager does not store formulas, you can type them into the Scenario Values dialog box. For example, if you want to enter a value for cell G10 as 10 percent higher than the value in cell F10, you can type the formula =F10*1.10 for the changing cell information for cell G10. Any results that are calculated are stored along with the scenario.

SCENAR

ES

IO VALU

➥

continued

229

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 230

Create Scenarios (continued) Home

Insert

Page Layout

Alba Matter

B

A

When you create scenarios, you save the scenario data to reuse again at a later time. The Scenario Manager dialog box keeps track of the workbook’s scenarios, enabling you to revisit and make changes to the scenarios as needed.

4 5 6 7 8 9

Review

$ .0 .00

ab Alignment

B Rick Kevin Dave Jason

View

,

% .00 .0

A

Delete

Styles

Format

Number

C

D

Lisa

Rene

A Z SORT & FIND & FILTER SELECT

Cells

E

Sandy SaveCarry Scenario Levi Jerome Jimmy Bill cannedcorn.xls Calvin Kate Tommy Ken

Add-Ins Insert

General

A

A

Bob Carol Cindy Greg Peter Merv Haywood George

Data

+a+

A

Font

Clipboard

1 2 3

Formulas

11

U

I

Paste

F

Editing

H

I

J

Gary Alex Wanda Pokey Jake

Ashley Lorie

Kelly Save As...

Save

10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

?

25 Worksheet 1

2

3

Create Scenarios (continued)

You can continue adding more scenarios to Scenario Manager by repeating steps 3 to 9 earlier in this section.

0 Click Close. Excel closes the Scenario Manager dialog box.

0

To view the newly created scenario, see the next set of steps; if Scenario Manager is already open, skip to step 4. View Scenarios

1 Click Data. 2 Click What-If Analysis. 3 Click Scenario Manager.

230

2 1

3

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 231

Using Excel Tools

The Scenario Manager dialog box opens.

4 Click the scenario you want to view. 5 Click Show.

12

chapter

4

5 Excel displays the scenario on the worksheet. l In this example, the scenario shows how sales revenue increases when product income and shipping revenue increase.

6 When finished viewing the scenario, click Close. Excel closes the Scenario Manager dialog box; the last applied scenario remains in the worksheet.

How do I remove a scenario? To remove a scenario you no longer want to keep, reopen the Scenario Manager dialog box (click What-If Analysis and then Scenario Manager). Click the scenario you want to remove and then click Delete. Scenario Manager permanently removes the scenario from the list.

6

What does the Summary button do in the Scenario Manager dialog box?

Scenario Manager

You can click Summary in the Scenario Manager to generate a summarization of your various scenarios. When activated, the Summary button IIOO opens the Scenario NNAARR SSCCEE POORRTT Summary dialog box, RREEP where you can create a report to list all the inputs and results for all the scenarios. 3 et 2 he et 1 ks heet orrkksshe W r Wo Wo

RIZE SUMMA

231

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 232

Optimize Formulas with Solver Excel’s Solver add-in can help you figure out a formula’s optimal value using a group of related cells. To use Solver, you must first define the target cell, which is related to other cells through formulas. Solver analyzes the formulas used to create the target cell’s answer and comes up with different solutions. You must also specify which changing cells Solver can modify to optimize the solution in the target cell. Solver works similarly to Excel’s Goal Seek tool but offers more options. Solver is just one of several add-in programs that come with Excel. In order to use Solver, you must first load the add-in. See the section “Load Add-Ins” to learn how to install the tool. Using Solver

1 Click the Add-Ins tab. 2 Click Solver.

2 1

Note: If you have not yet loaded Solver, see “Load Add-Ins” to learn how. Note: Excel installs with a sample workbook, named solvsamp.xls, which you can use to practice Solver problems. You can find the file using the path C:\Program Files\Microsoft Office\Office12\Samples.

3 The Solver Parameters dialog box opens.

3 Type a cell reference for the target cell. l You can also select a range directly on the worksheet. l You can click here to collapse ( ) or expand ( ) the dialog box while clicking cells in the worksheet.

4 Click an Equal To option ( to

).

l If needed, type a value here.

232

changes

4

14_045957 ch12.qxp

10/23/06

9:47 PM

Page 233

Using Excel Tools

12

chapter

5 Type a cell reference to compare against the

6

target cell.

5

l You can also select a range directly on the worksheet. To enter multiple non-contiguous cells, separate each cell reference with a comma.

6 Click Solve. l You can click Guess to make Solver automatically propose adjustable cells based on the target cell.

l The Solver Results dialog box opens, and Excel makes changes to the designated target cell.

7 Select whether you want to save the solution or restore to the original values (

changes to

).

7 8

l If you click Keep Solver Solution, to save the results as a report, click a report type. l To save the changes as a scenario, click here.

8 Click OK. Excel closes the Solver Results dialog box.

How do I define constraints for Solver? Constraints limit what solutions Solver produces. Constraints are simply rules Solver must observe to produce the answers you want. For example, you can set constraints for the adjustable cells, the target cell, or any other cells related to the target cell. To add constraints to Solver, follow these steps:

2

1 Per this section, open the Solver Parameters dialog box, defining the target and changing cells.

2 Click Add. 3 In the Add Constraint dialog box, define one or more cell constraints.

4 Click OK to return to the Solver Parameters dialog box so you can run Solver.

4

3

233

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 234

chapter

13

Sharing Excel Data

Wor kboo k 3

Wo rkbo ok 3

You can share Excel data between worksheets, workbooks, and with other users. This chapter shows you how to use a variety of data-sharing methods, including linking data, tracking multiple-user changes to workbook files, and e-mailing Excel data.

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 235

Link Data ............................................................236 Edit Linked Data ..............................................238 Link Between Worksheets..............................239 Embed Objects ..................................................240 Enable Workbook Sharing..............................242 Add a Comment ................................................244 Track and Review Workbook Changes........246 Merge Workbooks ............................................250 E-mail a Workbook ..........................................252 Import Data........................................................254 Export Data ........................................................255

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 236

Link Data You can use OLE technology to share data from your Excel worksheets. OLE stands for object linking and embedding. For example, you might link data from one workbook to another, or link Excel data to a Word or PowerPoint file.

ent cum My Do

My

nt l-E xce book rk Wo

Ordinarily, when you copy data, the data does not retain any connection to its source. With linking, the data retains a connection to its source, and any changes you make to the source data are immediately reflected in the linked data.

nb itte Wr Me

y:

ey Wil ishing bl

Link Data

1 In the source file, select the data you want to link.

1

2 Click the Home tab. 3 Click Copy ( ). You can also press

236

2 3 +

.

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 237

Sharing Excel Data

4 Open the destination file and click where you want to insert the copied data.

6

13

chapter

5

5 Click the Home tab. 6 Click Paste ( ). 7 Click Paste Link. 7

4

l Excel pastes the data into the worksheet. Any changes you make to the source data are now reflected in the destination file.

What happens if I break a link? If you move the source file to a new location or delete the source file, any links you have to the source data are broken. Broken links can also occur if you move the worksheet within the workbook. You can fix a link using the Edit Links dialog box. See the section “Edit Linked Data” to learn more.

What is the difference between linking data and embedding data? Linked data always maintains a connection to the source data, and unless the link is broken, you can always count on the destination file being accurate because it is updated whenever the source data is updated. Embedded data maintains a connection to the program used to create the data. With embedded data, you do not have to worry about broken links; however, you have to update any changes to the data yourself.

237

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 238

Edit Linked Data You can edit linked data using the Edit Links dialog box. This dialog box keeps track of all the links in a destination file and enables you to check link status, break links, and view the source data.

Ed it Lin ks

So u Lin rce ked da t a

Wor

h et 1 kshe

Sta

rtu

pP

rom p

.xl s

Typ e Wo rks h

eet

sh Work

Upd a A te

Sta OK tus

Updat Chang

t

Brea kL Check

2 et he ks or Close W

Edit Linked Data

1

1 In the destination file, click the Data tab. 2 Click Edit Links to Files.

2

The Edit Links dialog box opens.

3 Click the link you want to edit. 4 Click an option.

3

You can update values, open and view the source data, change the source of your data, break a link, or check a link’s status.

5 Click OK. Excel edits the link.

5

238

Statu

s

e Va

e Sou

ink

lue

rce

eet 3

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 239

Link Between Worksheets

Sharing Excel Data

13

chapter

Wo rkb oo k 4

You can link data between sheets using the Paste Options smart tag. When you create a link between sheets, any time you make changes to the source cells, the linked cells automatically reflect the new changes. You can use this same technique to create links between Excel workbooks. The Paste Options smart tag appears immediately after you paste data. To learn more about working with smart tags, see Chapter 3.

Wo rkb oo k 3

KED LIN

Link Between Worksheets

1 Select the cell or range you want to use as the source data.

3

2

2 Click the Home tab. 3 Click . You can also press

1 +

.

4 Click the sheet tab to which you want to link.

4

5 Click a cell or range for the pasted data. 6 Click the Paste icon ( ). 7 Click the Paste Options smart tag icon ( ). 8 Click the Link Cells option ( changes to ). Excel links the data.

6

5 7 8

239

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 240

Embed Objects Home

Insert

Page Layout 11

Alba Matter

B

I

Formulas

A

U

A

+a+

A Paste Font

al Genera General G % $ .0 00 .00

.00 . .0

bed a How to Emnt Slide PowerPoi

Add-Ins Insert

,

A

Delete

Format

Styles

A Z

& SORT & FIND FILTER SELECT

Editing

Cells

Number Alignment

View

view Review Rev

Data

ab

You can use embedded objects to share data between files and programs. For example, you might embed a Word document or a PowerPoint slide in your Excel worksheet. With embedded data, you can make edits to the embedded object without leaving the destination program. Unlike linked data, which retains a direct link with the source data, embedded objects retain a connection with only the source program, not the source data.

Clipboard

Click to add subtitle

If the source object changes, the embedded object remains the same.

Embed Objects

2

1 Click where you want to insert the

3

embedded object.

2 Click the Insert tab. 3 Click Object.

1

The Object dialog box opens.

4 Click the Create New tab. 5 Click the object type you want to embed. 6 Click OK.

4 5 6

240

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 241

Sharing Excel Data

13

chapter

Excel embeds the object and displays the source program’s controls for you to create the new object. In this example, PowerPoint’s toolbars appear.

7 Create the new object using the source program’s controls.

7

8 Click anywhere outside the object. Excel’s program controls reappear. l To edit the object at any time, simply double-click the object and use the source program’s controls to make changes.

8

How do I embed an existing object? If you already have an object you want to embed in a worksheet, you can use the Object dialog box to locate and embed the object. Follow these steps:

1 Open the Object dialog box as shown in this section and click the Create from File tab.

1 2

2 Click Browse. l If you know the path to the file, you can type it here.

3 In the Browse dialog box that appears, double-click the file you want to embed and click OK.

4 Click OK to exit the dialog box and embed the object.

4

241

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 242

Enable Workbook Sharing If you plan to share your workbooks with other users on a network, you can enable Excel’s workbook-sharing feature. Sharing workbooks enables multiple users to edit a workbook simultaneously. Work book 3

You can also track and review changes made to shared workbooks. See the section “Track and Review Workbook Changes” to learn more.

Work book 3

Enable Workbook Sharing

1

1 Click the Review tab. 2 Click Share Workbook.

The Share Workbook dialog box opens.

3 Click the Editing tab.

4

3

4 Click Allow changes by more than one user at the same time ( changes to ).

5 Click OK. 5

242

2

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 243

Sharing Excel Data

13

chapter

Excel prompts you to save the workbook. Note: Be sure to save the workbook to a network location or a shared network folder so others can find and use the file.

6

6 Click OK. If you have not previously saved the file, the Save As dialog box may appear. Save the file. l Excel saves the workbook and adds the word Shared to the title bar. You or other users can now make changes to the workbook. Note: See the section “Merge Workbooks” to learn how to merge changes.

How do I change sharing options? You can use the Advanced tab in the Share Workbook dialog box to set controls for how long Excel keeps track of changes and how often the file updates. You can also control what Excel does to resolve conflicts when two users change the same cells. Follow these steps to set up sharing options:

2

1 Open the Share Workbook dialog box as shown in this section.

3

2 Click the Advanced tab. 3 Select any sharing options you want to apply. 4 Click OK.

4

243

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 244

Add a Comment You can add comments to your worksheets to make a note to yourself or to other users about a particular cell’s contents. For example, if you share your workbooks with other users, you can add comments to leave feedback about the data without typing directly in the worksheet. Excel displays comments in a balloon.

Home

Insert

Page Layout

Alba Matter

B

I

Formulas

Data

11

U

A

Paste

A

Review

View

Add-Ins

General +a+

A

ab

Clipboard

$ .0 .00

% .00 .0

,

A Styles

Font

Insert Delete

A Z

Format

Alignment

SORT & FIND & FILTER SELECT

Number Cells

Editing

Mat t T he : se ﬁ give gur e n Jun befor s were e th e in ven e tory .

Add a Comment Add a Comment

1 Click the cell to which you want to add a comment. 2 Click the Review tab. 3 Click New Comment.

3 2 1

You can also right-click the cell and click New Comment.

A comment balloon appears.

4 Type your comment text. 5 Click anywhere outside the comment balloon to deselect the comment.

4 5

244

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 245

Sharing Excel Data l Comment cells display a small red triangle ( the corner.

13

chapter

) in

View a Comment

1 Position the mouse pointer over the upper-right corner of the cell. The comment balloon appears displaying the comment.

1

Home

Insert

Page Layout

I

Formulas

11

Alba Matter

B

How do I respond to another user’s comment?

A

U

A

+a+

.0 .00

.00 .0

,

A

Delete Format

Styles

A Z & SORT & FIND FILTER SELECT

Editing Cells Number

Alignment Font

Clipboard

EN MM CO

Add-Ins Insert

al General % $

A Paste

View

iew Review

Data

ab

You can remove comments you no longer want to associate with a cell. Right-click the cell containing the comment to display a shortcut menu. Click Delete Comment. Excel immediately removes the comment from the cell.

T:

If the worksheet’s tracking features are turned on, you can add a comment to another user’s comment. Excel’s tracking features enable you to see the edits each user makes to the this figure take in Does tt: month’s sales? to workbook. After all the Ma unt this o c ac f course, this total O : e edits are complete, you Stev ated daily! d is up can decide which edits to accept or reject to create a final file. To turn on workbook tracking, click Review, click Track Changes, and then click Highlight Changes. See the next section, “Track and Review Workbook Changes,” to learn more. Home

Insert

Page Layout

B

I

Formulas

11

Alba Matter

A

U

A

+a+

A

View

Review

Data

ab

How do I remove a comment?

Add-Ins Insert

General % $ .0 .00

.00 .0

,

A

Delete

Format

Styles

A Z

& SORT & FIND FILTER SELECT

Editing

Cells

Number

Alignment

Paste

Font

Clipboard

245

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 246

Track and Review Workbook Changes If you work in an environment in which you share your Excel workbooks with others, you can use the tracking and reviewing features to help you keep track of who adds changes to the file. For example, you can see what edits others have made, including formatting changes and data additions or deletions. The tracking feature changes the color for each person’s edits, making it easy to see who changed what in the workbook. When you review the workbook, you can choose to accept or reject the changes.

Track and Review Workbook Changes Turn on Tracking

1 Click the Review tab. 2 Click Track Changes. 3 Click Highlight Changes.

1

The Highlight Changes dialog box opens.

4 Click Track changes while editing (

changes to

).

This option automatically creates a shared workbook file if you have not already activated the Share Workbook feature. l You can choose when, who, or where you track changes clicking these options. l Leave this option selected to view changes in the file.

5 Click OK.

4

The Save As dialog box opens so you can save the changes.

6 Click Save.

246

5

2

3

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 247

Sharing Excel Data

13

chapter

Excel’s tracking feature is activated. l Excel highlights any changes in the worksheet. l To view details about a change and the author, position over the highlighted cell.

1

Review Changes

1 Click the Review tab. 2 Click Track Changes. 3 Click Accept/Reject Changes.

2

3

Excel prompts you to save the workbook if you have not already saved it.

Is there a way to view all the changes at once when reviewing a workbook? Yes. When you display the Highlight Changes dialog box History (click Review, click Track Changes, and then click Highlight Changes), you can activate the List changes on a new sheet option. This opens a special History sheet in the workbook for viewing each edit. The History sheet breaks out the details of each edit, including the author, date, and time. You can use the filters to change the list of edits. When you save the workbook, the History sheet is deleted. e 10% Increas 05 Matt Decrease tt 20% 005 Ma se ea cr % In Jake 50 /2005 se 3 4/11 Increa Rita No 5 se 00 /2 Increa 4 4/11 e 10% 5 Stev 12/200 5 4/

1 4/10/20

2 4/10/2

➥

continued

247

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 248

Track and Review Workbook Changes (continued)

After you activate the reviewing process, Excel goes through each change in the worksheet and enables you to accept or reject the edit. When the review is complete, you can turn the tracking feature off.

Accept all updates? Yes No

Track and Review Workbook Changes (continued)

The Select Changes to Accept or Reject dialog box opens.

4 Click which changes you want to view ( to

4

changes

).

5 Click OK.

5

The Accept or Reject Changes dialog box opens, and Excel highlights the first change in the worksheet.

6 Specify an action for each edit. You can click Accept to add the change to the final worksheet. To reject the change, you can click Reject. You can click Accept All or Reject All to accept or reject all the changes at once.

248

6

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 249

Sharing Excel Data

13

chapter

Turn Off Tracking

1 Click the Review tab. 2 Click Track Changes. 3 Click Highlight Changes.

1

The Highlight Changes dialog box opens. changes to

3

4

4 Click Track changes while editing (

2

) to deselect the option.

5 Click OK. Excel’s tracking feature is turned off. If you have shared this workbook, a message appears that this action removes this workbook from shared use. Click OK.

5

Are there certain edits Excel does not track or highlight?

Can I remove a user from a shared workbook?

Excel’s tracking feature does not keep track of changes in sheet names, inserted or deleted sheets, or hidden rows or columns. In addition, some of Excel’s features do not work with shared workbooks, such as grouping data, recording and assigning macros, or inserting pictures or hyperlinks. For a complete list of changes and features supported with shared workbooks, see Excel’s Help files.

Yes. You can open the Workbook Users Share Workbook Steve dialog box and view Jake which users are Matt using the file. Rita See the section Paul “Enable Workbook Sharing” to learn how to access the dialog box. You can then remove users by clicking their names and clicking Remove User.

Home

Insert

Page Layout

Alba Matter

B

I

Clipboard

A

A

Font

Formulas

Data

11

U

Paste

Review

General

+a+

A

ab

Alignment

$

.0 .00

%

.00 .0

View

,

Add-Ins Insert

A

Delete

Styles

Format

A Z

SORT & FIND & FILTER SELECT

Number

Cells

Editing

249

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 250

Merge Workbooks Wo W rk W rkssheet oork shheee 3 ett12

J WOR ODY’S BBEETTHH’S’S JO KBOO K OKK H WWOORRKKBBWOOOORK N’S BOOK

1

2 book Work

W o rk b o o k

You can merge shared workbooks to create a single final file incorporating every user’s input. For example, if each user saves the same file with a different name, you can incorporate all the versions of the file into one workbook to include everyone’s edits to the data. To merge workbooks, make sure all the workbooks are stored in the same folder.

Merge Workbooks

1 Add the Compare and Merge

2

Workbooks command to the Quick Access toolbar by selecting it from the Commands Not Shown on Ribbon category. Note: See Chapter 1 for more about customizing the Quick Access toolbar.

2 Click Compare and Merge Workbooks. Note: This feature is available only in shared workbooks. See the section “Enable Workbook Sharing” to learn more.

Excel might prompt you to save the workbook.

3 Click OK. The Select Files to Merge into Current Workbook dialog box opens.

4 Navigate to the folder containing the workbooks you want to merge.

250

3 et 2 he et 1 ks heet orrkksshe W r Wo Wo

4

t32 ee ett 1 sh heee rk s h o rkks WWoor W

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 251

Sharing Excel Data

13

chapter

5 Click the filenames you want to merge. To click multiple files, press and hold while clicking filenames.

5

6 Click OK.

6 Excel merges all the workbooks into one. l In this example, other users’ input is incorporated into the workbook.

How do I turn off workbook sharing? To turn off workbook sharing, follow these steps:

1 Open the Share Workbook dialog box (click

2

Review, and then click Share Workbook).

2 Deselect the Allow changes by more than one user at the same time option (

changes to

).

3 Click OK. Excel turns off the sharing feature.

3

251

15_045957 ch13.qxp

10/23/06

9:52 PM

Page 252

E-mail a Workbook You can e-mail a workbook without leaving the Excel program window. For example, you might want to send the workbook to a colleague for review. Most e-mail editors, including Outlook Express and Office Live Mail, allow you to tap into features to insert e-mail addresses and send an Excel workbook as an e-mail message.

Sales Payroll e ranc Insu

You might need to log on to your Internet account before sending an e-mail message from Excel.

E-mail a Workbook

1 Click . 2 Click Send. 3 Click E-mail.

3 1

2

l A blank e-mail message appears with the file attached.

252

15_045957 ch13.qxp

10/23/06

9:53 PM

Page 253

Sharing Excel Data

13

chapter

4 Type the recipient’s e-mail address. l If you are using Outlook or Outlook Express you can click the To button to access the Outlook Address Book and retrieve an address.

4 5

If typing more than one e-mail address, use a semicolon to separate them.

5 You can change the subject title for the message.

l Optionally, you can type a brief message here. l You can use the e-mail program controls to format your message.

6

6 Click Send. The message is sent to your Outbox ready for e-mailing.

If I send the workbook as an e-mail attachment, can the recipient make changes and send it back? Yes. When users receive the attachment, they can review the file, add their own changes, and e-mail the file back to you.

@

253

15_045957 ch13.qxp

10/23/06

9:53 PM

Page 254

Import Data You can transfer data from other sources into your Excel worksheet. For example, you can import text files as well as database and Web queries.

KL A BC D E F G H I J

1 2 3 4 5 6 7 8 9

Home

Insert

Page Layout

B

I

Formulas

11

Alba Matter

A

U

A

+a+

A

View

Review

Data

ab

10 11

General % $ .0 .00

.00 .0

Add-Ins Insert

,

A

Delete Format

Styles

A Z & SORT & FIND FILTER SELECT

Editing Cells Number

Alignment

Paste Font Clipboard

er er Internet Explor ws

Explor - Windo comet etundit. ws Intern Intern Windo Instap

Windows Live

Page Page

Import Data

1 Click the Data tab. 2 Click Get External Data. 3 Click From Text.

The Import Text File dialog box opens.

4 Navigate to the file you want to import.

2 1

3

4

5

5 Click the filename. 6 Click Import. Excel imports the data.

6

254

Tools Tools

15_045957 ch13.qxp

10/23/06

9:53 PM

Page 255

Export Data

XL

X L

X L

You can use the Save As dialog box to export your workbook data by saving the data as another file format. For example, you might save your workbook as a text file to send to someone who does not use Excel as his or her spreadsheet program.

13

chapter

. .T .XL HTMXT T L

Sharing Excel Data

Export Data

1 Click . 2 Click Save As.

2

The Save As dialog box opens.

1

3

3 Navigate to the folder to which you want to save the file.

4 Type a filename. 5 Click the Save as Type 6 Click Save.

and select a file type.

Excel saves the data to the new format.

4 6

5

255

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 256

chapter

14

Using Excel on the Web Insert

Page Layout

Data

Formulas

Add-Ins

View

Review

Insert

11

Alba Matter

B

I

+a+

A

U

A

ab

Home

General % $ .0 .00

.00 .0

,

A Styles

Delete Format

A

Paste Font

Alignment

Number

Cells

A Z SORT & FIND & FILTER SELECT

Editing

Clipboard

XL

URL: HTTP://WWW.MY_EXCEL_SPREADSHEETS.COM

On – Line XL On – Line

XL

1 2 3 4 5 6

A

B

C

D

E

Excel offers several tools you can use to turn your worksheet data into Web pages. You can also view Web pages, turn Web content into worksheet data, and download the latest stock quotes. This chapter shows you how to incorporate Web tasks into your worksheets.

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 257

Add Web Tools to the Quick Access Toolbar ..............................................258 Publish a Workbook as a Web Page ..........260 Insert a Hyperlink ............................................262 Download a Stock Quote ..............................264 Copy Web Data to a Worksheet ..................266 Run a Web Query ............................................268

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 258

Add Web Tools to the Quick Access Toolbar The Quick Access Toolbar contains three tools by default: Save, Undo, and Redo. In Excel 2007 the Web toolbar from previous versions is gone, so you have to add Web tools to the Quick Access Toolbar to perform many Web-related actions.

Add Web Tools to the Quick Access Toolbar

1 Click the Office button ( 2 Click Excel Options.

).

1

2 4

3 Click Customization. 4 Click here to select the Commands Not in the Ribbon category of commands.

5 Click here to specify whether changes are

5 3

only for this document or for all documents.

6 Click a Web command, such as Save as

7

Web Page, Publish as Web Page, Web Page Preview, or Web Options.

7 Click Add. 8 Repeat steps 6 and 7 to add all Web commands.

258

6

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 259

14

chapter

Using Excel on the Web

l The commands appear in the list of Quick Access commands.

9 Click these arrows to move commands up or down in the list.

0 Click OK to save your changes.

9

! Click any tool to use a Quick Access

!

0

command.

Can I get back to the original Quick Access Toolbar settings? Yes. In the Customize area of Excel Options, click Reset. Any commands you have added are removed. Click OK to save the changes.

Is there a quicker way to add or remove a tool to the Quick Access Toolbar?

Reset

Right

Yes, but only if the tool exists on the Ribbon. Right-click any tool on the Ribbon and choose Add to Quick Access Toolbar. To remove a tool on the toolbar, right-click it and choose Remove from Quick Access Toolbar.

259

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 260

Publish a Workbook as a Web Page You can turn an Excel workbook into an HTML file that you can publish on the Web. When you activate the Publish as Web page command, Excel creates a file containing all the necessary HTML coding required to generate a Web page that can be read by Web browsers.

XL

.ht

ml

XL

X L

XL

.h

tm l

You can save the entire workbook as a Web page, a sheet, or a range of cells on a worksheet. If your workbook consists of only one worksheet, the HTML file you create contains only the single sheet.

Publish a Workbook as a Web Page

1 Click Publish as Web Page (

) on the

Quick Access toolbar. The Publish as Web Page dialog box appears.

2 Choose any of the following settings: l Click Change to display a dialog box where you can specify a title for the page. l Click here to set the workbook to publish to the Web each time you save it. l Click here to open the workbook as a Web preview in a browser after you publish it.

260

1

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 261

Using Excel on the Web

3 Click the Choose

to select what portion of the workbook you want to publish.

3

4 Click Browse and specify a server path and filename.

5 Click Publish.

14

chapter

4 5

Excel saves the file as a Web page. l The file opens as a preview in your browser, assuming you selected that option.

Can I preview my file as a Web page before I publish it? Yes, you can. Just follow these steps:

2

1 Click Web Page Preview ( ) on the Quick Access Toolbar. Your default Web browser opens and displays the worksheet as a Web page.

2 Click the Close button ( ) to close the browser window and return to Excel.

261

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 262

Insert a Hyperlink XL

You can insert hyperlinks into your worksheets that, when clicked, open a Web page. When linking to a Web page you must designate the URL, which stands for Uniform Resource Locator, the unique address that identifies the Web page.

1 2 3 4 5 6

A

B

C

current sales figures current sales figures current sales figures current sales figures current sales figures current sales figures

URL: HTTP://WWW.MY_EXCEL_SPREADSHEET.COM/FIG4.HTM CURRENT SALES FIGURES (4)

You can also use hyperlinks to link to other files on your computer. You must designate the address or path of the page you want to link to when adding links to a worksheet.

XL

Insert a Hyperlink

1 Select the text or image you want to

3

use as a hyperlink.

2 Click the Insert tab. 3 Click Hyperlink.

2

The Insert Hyperlink dialog box appears.

4 Click the type of document to which you want to link.

1

5 Select the page or type the address (URL) of the page to which you want to link. l To browse the Internet to look for the page, you can click the Browse the Web ( ) button and open your default browser window.

6 Click OK.

4 5 6

262

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 263

Using Excel on the Web

14

chapter

Excel creates a hyperlink and closes the dialog box.

7 While holding down

, click the link

to test it.

7

l The default Web browser opens and displays the designated page.

How do I edit a link? To change a link, such as to edit the Web page URL, you can reopen the Edit Hyperlink dialog box and make any .html necessary changes. Right-click the link and click Edit Hyperlink. The Edit Hyperlink dialog box appears. You can use the dialog box to change the hyperlink text, address, or the type of page you want to use in the link.

How do I remove a hyperlink from my worksheet? You can right-click a link and click Remove Hyperlink from the shortcut menu. Excel removes the associated link and leaves the text or image. To remove a hyperlink from the Edit Hyperlink dialog box, you can click Remove Link.

.html

263

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 264

Download a Stock Quote Home

Insert

Page Layout

Alba Matter

B

I

You can download current stock quotes from the Web and insert them into your Excel worksheets. You can use your Internet connection and Excel’s Research task pane to look up stock quotes online.

Formulas

A

$ .0 .00

ab

Font

A

Review

Alignment

B

C

View

Add-Ins Insert

General +a+

A

A

Clipboard

Data

11

U

Paste

,

% .00 .0

A

Delete

Styles

Format

Number

D

A Z SORT & FIND & FILTER SELECT

Cells

E

F

Editing

H

I

J

1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20 21 22 23 24

25 Worksheet 1

2

3

NASDAQ NASDAQ

2090.03

14.27

0.69%

S&P S&P 500 500

10566.79

99.76

0.95%

NASDAQ-100 NASDAQ-100

1207.99

10.84

0.88%

Russell Russell 1000 1000

653.57

-0.08

0.01%

Russell Russell 2000 2000

629.66

6.72

0.86%

Download a Stock Quote

1 Click a cell that will hold the stock quote. 2 Click the Review tab. 3 Click Research. Note: To learn more about Excel’s task panes, see Chapter 1.

2 3

1 The Research task pane opens.

4 Click the . 5 Click MSN Money Stock Quotes.

4

5

264

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 265

Using Excel on the Web

6 Type the stock ticker for the stock you want to look up.

7 Click Start Searching (

6

14

chapter

7

).

l The Research pane displays the results.

8 Click Insert Price. You may have to scroll down in the Results pane to access the Insert Price button. l Excel inserts the current quote into the cell. l You can click the Research task pane’s Close button ( ).

8

S THESAURU

Encarta

You can also use the Research task pane to look up and translate words. For example, the thesaurus helps you to look up similar words, and the CH Encarta Encyclopedia EXCE L?RESEAR allows you to look up topics of interest. You can use the translation features to translate words into other languages, which is useful if you share worksheets with users in other countries. To learn more about how task panes work in Excel, see Chapter 1. DICTIONARY

You can click the Detailed Quote link under the More on MSN Money heading in the Research task pane to open the MSN Web site JW.a $ and view more detailed 41.55 information about a stock. You might have to scroll down a bit to locate the link. When you click the link, your default Web browser opens and displays the information along with the Research task pane.

What else can I do with the Research task pane?

Frenc h?Dic tionar y

How can I view more information about a particular stock?

265

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 266

Copy Web Data to a Worksheet You can copy data from a Web page and insert that data into your worksheet cells. For example, you might gather information pertaining to your company to include in a financial worksheet.

ADDRESS:

http://www.chicagoclubs.com/stats

hicago Shop

Baseball You must be connected to the Internet to copy data from Web pages. Make sure you obtain appropriate permission to use data you copy from someone’s Web site.

News Clubhouse

Name

Position

#

C L

91 33

Jake Mansfield David Lepper

Bat Avg. .385 .395

Copy Web Data to a Worksheet

1 Use your Web browser to view the page

1

containing the data you want to copy.

2 Select the data you want to copy.

2

3 Click Edit. 4 Click Copy. You can also press + to copy selected data to the Windows Clipboard.

266

3

4

HRs 19 63

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 267

Using Excel on the Web

5 Open the worksheet that contains the cell or cells where you want to paste the copied data.

14

chapter

8

6 Click in the cell or cells where you want to

7

paste the data.

7 Click the Home tab. 8 Click Paste. You can also press

6 +

to paste data.

5 l Excel pastes the data into the worksheet. l If the Paste Options smart tag icon appears, you can click the icon ( ) to view additional paste options you can apply.

Can I drag and drop data from a Web page into a worksheet? Yes. If you display both the browser window and the Excel window at the same time, you can drag data from the Web page into your worksheet cells. To resize a program window, position the mouse pointer over the edge of the window and then click and drag to resize the window. To return the window to full size again, click the Maximize icon ( ).

What types of Web data are suitable for copying into Excel? You can copy any type of data to place in a worksheet cell. For example, you might copy a text quote or an image. Web page table data also copies easily into Excel’s grid format. After you copy the data into a worksheet, you might need to apply some formatting commands to make the data more presentable.

267

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 268

Run a Web Query

XL

QUE RY

You can run a Web query to import data from the Internet to use in your worksheets. A query is an action that retrieves data for analysis in Excel.

L EXWCOERKBOOK

You must be connected to the Internet to perform a Web query. Make sure you obtain appropriate permission any time you copy data from someone’s Web site.

Run a Web Query Run a Query

2

1 Click the Data tab. 2 Click Get External Data. 3 Click From Web.

1 3

The New Web Query dialog box opens and displays your default browser home page.

4 Type the URL for the Web site you want to query.

5 Click Go or press

268

.

4

5

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 269

Using Excel on the Web

14

chapter

The New Web Query dialog box displays the page.

6 Click

next to the table you want to

select.

6 The Import Data dialog box appears.

7 Click

to choose the cells where you want to place the imported data.

8 Designate where you want to insert the imported data (

changes to

9 Click OK.

).

8

7 9

How do I control what formatting is imported? You can use the Import Data dialog box to determine what formatting and other import settings are assigned to the data. When viewing the Import Data dialog box, follow these steps to set any additional options:

1 Click Properties. The External Data Range Properties dialog box opens.

2

2 Click any data formatting and layout options you want to apply to the data you import (

changes to

3 Click OK. Excel returns you to the New Web Query dialog box to finish importing the data.

or

changes to

).

3

➥

continued

269

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 270

Run a Web Query (continued) After you run a Web query, you can perform all kinds of analyses on the data you import, such as creating new formulas, changing the existing values, and so on. You can save the query to use again at a later time. Queries are saved with the .iqy file extension. By default, Excel saves queries to the Queries folder unless specified otherwise.

ck ? Cli file on. Go to this itati ck e, is ith inv r cli o w at , o serv om

d ch om e fr e th hat ro t. e to ddy e on Filitati you lik a bu tion isoutsidand c emen eptInv ould t you invitaer is tion agre ACcchat hat whas sehno thee sendYe invitRaVICE W r . w th IQ th E

G

Sav

e

Sav

w

Vie

S

You can import the data into the existing worksheet or import the data onto a new sheet. again.

l Excel imports the data. You can make changes to the data to perform your own analysis, such as changing data and creating your own formulas. l Any time you want to refresh external data, click Data and then click Refresh All.

270

.. s..

eA

ow m sh this n’t w Do sho n’t Do o

Run a Web Query (continued)

0 Click

n.

e no se see ce t of F S tim I sig n in tu O qy xt ne me rne er to w. S onte MS ry.i the ext ti ue Inte end no e, c ER til bq An w S tting nam our T un e n we a ain ntil th el g c Vie rt ch er ’s d by n d ea u Ca ag ain sta sen oun ss ag b me age the not r de this ess are en

0

16_045957 ch14.qxp

10/23/06

9:42 PM

Page 271

14

chapter

Using Excel on the Web

Save a Query

1 Right-click anywhere in the query results and choose Edit Query.

1

The Edit Web Query dialog box opens.

1

5

2 Click Save Query ( ). The Save As dialog box opens.

3 Type a name for the query. 4 Click Save.

2

Excel saves the query.

5 Click

in the Edit Web Query dialog box to close it.

How do I use the same query in another workbook? After you save a query, you can access it again with other Excel files. Follow these steps:

1 Follow the steps in this section to create and save a query.

The Choose Data Source dialog box appears.

2 Click Data.

5 Click the Queries tab.

3 Click From Other Sources.

6 Double-click the saved

4 Click Microsoft Queries.

5 6

query you want to run. Excel runs the saved query.

271

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 272

chapter

15

Improving Excel Efficiency You can improve the way you use Excel by tapping into its many customizing features and tools. This chapter shows you how to change the appearance of program elements, control default file locations, activate speech commands, work with macros, and create templates.

C

B

A

Optio ion s TOOLBA R

S

ON OFF

GRIDLIN

E COLO R

VIEW TA B BACKG

ROUND

COLOR

SCROLL

BARS

ON

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 273

Personalize the Excel Program Window ....274 Change the Default Font ................................276 Change the Default File Location ................277 Open Files in a Specified Folder Automatically ................................................278 Set Macro Security ..........................................279 Record a Macro ................................................280 Create an Excel Template ..............................282 Apply an Excel Template ................................284

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 274

Personalize the Excel Program Window B

A

You can personalize the Excel program window to look the way you want. For example, you might want to enable or disable Live Preview, or choose to show or hide enhanced ScreenTips. The Excel Options Popular dialog box offers all kinds of options for customizing Excel.

C

O ptio ns TOOLBA

RS

ON

GRIDLI N

O FF

E COLO R

VIEW TA B BACKG ROUND COLOR

SCROLL B

ARS

ON

Personalize the Excel Program Window

1 Click the Office button ( 2 Click Excel Options.

).

1

2 The Excel Options window opens.

3 Click Popular. 4 Set any options you want to turn on or off. l Click here ( changes to ) to turn off the display of the Mini Toolbar that appears when working with text. and l Click the Screen Tip Scheme select Don’t Show Enhanced ScreenTips to turn off this feature. l Click here ( changes to ) to disable Live Preview, which previews choices you make in galleries before you apply them. to choose a l Click Color Scheme different Color Scheme.

274

3 4

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 275

15

Improving Excel Efficiency

chapter

l Click Default View For New Sheets to choose a different default view for worksheets.

5 Click OK.

5 Excel applies any changes you made to the program window. l In this example, the Enhanced ScreenTips are hidden and a different color scheme has been applied.

Can I modify what is displayed on the Ribbon?

Can I stop gridlines from displaying?

No. The only tool buttons you can modify are those used on the Quick Access Toolbar. To do that you make changes in the Customize portion of the Excel Options. See Chapter 1 for more about setting up the Quick Access Toolbar.

Yes. You can do this from two places on the Ribbon: The Page Layout and the View tabs. Each has a check box you can click ( changes to ) to turn gridlines off. Click this check box again ( changes to ) to turn them on again.

EXCEL

Grids 275

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 276

Change the Default Font

Handwriting

12 21 24 4 336 82 6 118

A

Lithos Pro

7722884499661100881122 6600 00 4488

Chaparral Pro

Arial

Font Size

d Nueva st

Change the Default Font

1 Click . 2 Click Excel Options.

23 2 1 12 3 44 5 11332 5

Dom Casual

1

2 The Excel Options window opens.

3 Click Popular. 4 Click here and then click a font.

3

l You can change the default font size here.

5 Click OK.

4

A dialog box appears instructing you to quit and restart Excel for your changes to take effect. Click OK. The new font appears as an option when you restart Excel.

5

276

001111112211 889911 4411 66 6677

By default, Excel assigns Calibri, 11 point as the font and font size in every new workbook you open. Any data you type into the worksheet cells uses the default settings. If you prefer a different font and size, you can designate another choice using the Excel Options, Personalize dialog box. For example, you might want to assign a larger font size to make your worksheet data easier to read.

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 277

Change the Default File Location

Improving Excel Efficiency

15

chapter

By default, Excel’s Open and Save As dialog boxes are automatically set up to display and store your files in the My Documents folder. You might prefer to keep your workbooks in a different folder. You can specify another folder as the default folder and save yourself time otherwise spent navigating to the folder containing your Excel files. Change the Default File Location

1 Click . 2 Click Excel Options.

1

2 The Excel Options window opens.

3 Click Save. 4 Click inside the Default file location box

3 4

and then type the new path to the location where you want to save your Excel files.

5 Click OK to apply the changes.

5

277

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 278

Open Files in a Specified Folder Automatically If you find yourself using the same workbooks over and over again, you can tell Excel to open files in a designated folder automatically whenever you open Excel.

Insert

Page Layout

B

I

Formulas

11

Alba Matter

A

U

A

+a+

A Font Clipboard

General % $ .0 .00

.00 .0

Add-Ins Insert

,

A

Delete Format

Styles

A Z

Automatic Workbo ok & SORT & FIND FILTER SELECT

My Daily Expens Editing

Cells

Number Alignment

Paste

View

Review

Data

ab

Home

es

Open Files in a Specified Folder Automatically

1 Click . 2 Click Excel Options.

1

2 The Excel Options window opens.

3 Click Advanced. You might have to scroll down until you see the General group of commands.

3

4 Type the full path to the folder you want to open.

5 Click OK to apply the changes. 4

5

278

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 279

Set Macro Security

Improving Excel Efficiency

A macro is an automatically executable series of keystrokes that perform some action. Some macros may run when you start an Excel file, to enable certain automatic functions you need. Other macros can execute viruses or change data in your worksheet in ways you do not expect. You can set up macro security to run macros in the way that you choose.

15

chapter

RUNNING SECURITY MACRO

Set Macro Security

1 2 3 4

Click

.

Click Excel Options.

3

Click Trust Center. Click Trust Center Settings.

4

The Trust Center dialog box opens.

5 Click Macro Settings. 6 Click an option to make settings (

changes to

5

6

).

7 Click OK.

7

279

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 280

Record a Macro You can use macros to automate the tasks you perform in Excel. For example, you can create a macro to apply formatting, assign a formula, or print sheets. After you record a macro, Excel saves the actions so you can reuse the macro.

CRO MA nt pri fi le pdf e as sav save

You can assign a keyboard shortcut key to your macro and activate the macro at any time using the keyboard. A shortcut key typically involves two keyboard keys pressed in combination.

Record a Macro

1 To access Macro tools, first display the

1

Developer tab (this setting is in the Popular section of Excel Options).

2 3

2 Click the Developer tab. 3 Click Record Macro. The Record Macro dialog box opens.

4 Type a name for the macro. Note: Macro names have to start with a letter or underscore and can contain no spaces.

5 Assign a shortcut key for the macro if you wish. A shortcut key is a combination of two keyboard keys you can use to activate a command. l You can click here to store the macro in a workbook other than the default location.

280

4

5

17_045957 ch15.qxp

10/23/06

9:18 PM

Page 281

Improving Excel Efficiency

15

chapter

l Optionally, you can type a description of the macro here.

6 Click OK. 6 The Record Macro button on the Developer tab of the Ribbon changes to the Stop Recording button.

8

7 Execute each command or task you want to record as a macro.

8 When finished, click the Stop Recording button (

7

).

Excel saves your actions. To execute the macro at any time, press the keyboard shortcut you assigned, such as + .

I did not assign a shortcut key to my macro. Is there another way to execute the macro? Yes. You can use menu commands to open the Macro dialog box and select a macro to execute. Follow these steps:

1 Follow steps 1 to 3 in this section, but in step 3, click Macros.

2

3

The Macro dialog box opens.

2 Click the macro you want to run. 3 Click Run. Excel runs the macro.

281

17_045957 ch15.qxp

10/23/06

9:19 PM

Page 282

Create an Excel Template If you find yourself using the same formatting and worksheet elements over and over again, you can turn the information into a template file to reuse with other workbooks. For example, you can create templates for specific tasks and projects. Templates include formatting, styles, and standardized data, such as text labels and formulas.

Tas Tasks ks IN IN

Ut atess OU mplate Temp

Style TEMPLAT E

Formatting

You can store your templates in the Templates folder for handy application later.

Text Labels

Create an Excel Template

1 Create a workbook containing all the

2

elements and formatting you want to use as a template. To create a worksheet template, create a workbook with only one sheet.

3 1

2 Click . 3 Click Save As. The Save As dialog box opens.

4 Click the Save as type 5 Click Excel Template.

.

4 5

282

17_045957 ch15.qxp

10/23/06

9:19 PM

Page 283

Improving Excel Efficiency

6 Navigate to the folder in which you want

15

chapter

6

to store the template. To keep your templates manageable, store them in the default Templates folder, which appears automatically when you activate the Template file type.

7 Type a filename for the template. 8 Click Save.

7 8

Excel saves the template file. l The .xlt extension is added to the file, and the new filename appears in the Title bar. Note: See the next section to learn how to apply an Excel template.

What types of templates can I create for Excel?

Yes. However, the default Templates folder works best for templates you want to access through Excel’s Templates dialog box. Any template you place in the default Templates folder appears listed in the Templates dialog box. The full path to the Templates folder is C:\Documents e lat and Settings\user_name\ mp Te les Sa Application Data\ Microsoft\Templates (substitute your user name for “user_name” in the path). To learn more IL ES about applying templates, TEM F S Y S see the next section, “Apply an Excel Template.”

Your templates can focus on any project or task you want. For example, you might create a template for entering quarterly sales data or a template for ordering e inventory. Regardless of mplat Sa les T ory Te the focus of the template, Invent emp late you can create either a workbook template, which Template 1 contains several sheets, or a worksheet template, which contains preset data for a single sheet.

Template 1

Sales Template

Can I store my templates in a different folder?

283

17_045957 ch15.qxp

10/23/06

9:19 PM

Page 284

Apply an Excel Template Ho

me

Pas

te

Cli

284

ba

Ins e

rt

Ma tt er

U nt

A

A

Pa ge La yo ut 11

Fo rm u

A

la

s

TE A L

MP E T

1 2

The New Workbook window opens.

3 Click My templates.

Al

B

Fo

Apply an Excel Template

1 Click . 2 Click New.

oa rd

I

You can use Excel templates to speed up your workbook creation. Templates are ready-made documents you can use to quickly assemble spreadsheets. Excel includes several premade templates that contain preformatted placeholder text; all you have to do is add your own text. You can also apply any templates you create for your own work use.

pb

3

Da ta Ali gnm

ab en

t

+a

+

$

Ge

ne

.00.0 .0 .0 0

Num

be

Re vie w

ra l %

Vie w

,

A

r St

yle

s Fo rm Cel

ls

17_045957 ch15.qxp

10/23/06

9:19 PM

Page 285

Improving Excel Efficiency

The New dialog box opens. Excel displays any saved templates you created and saved to the Templates folder.

15

chapter

4

4 Click the template you want to open. 5 Click OK. 5 l Excel opens the template file, adding a numeral to the filename (for example, Inventory Template1). You can make changes to the data and formatting as needed.

Where can I find more Excel templates? You can click any of the categories in the Microsoft Office Online listing in the New Workbook dialog box. Your computer will connect to the Internet and display available templates in that category.

What premade templates install with Excel?

In ve n to

ry Te m

p la te

S a le

s Te

mp

la te

You can find 13 premade templates by clicking the Installed Templates link in the New Workbook dialog box, including Balance Sheet, Billing Statement, Expense Statement, General Ledger, Loan Amortization, Sales Invoice, and Timecard. The template names describe the focus of each template. You can customize each template by making your own changes to the formatting and data after opening the template file, and then save the changes as a new template. See the previous section to learn how to create template files in Excel.

285

18_045957 bindex.qxp

10/23/06

9:31 PM

Page 286

Index Numbers and Symbols 3-D charts manipulate, 186–187 reset, 187 3-D effects, objects, 159 + (addition) operator, 67 / (division) operator, 67 = (equal to) operator, 67 ^ (exponentiation) operator, 67 > (greater than) operator, 67 < (less than) operator, 67 * (multiplication) operator, 67 <> (not equal to) operator, 67 % (percentage) operator, 67 - (subtraction) operator, 67

A absolute cell references, 70–71 absolute formulas, copy, 73 Accept or Reject Changes dialog box, 248 Accounting format, 119 active cell, 53 active worksheet, 9, 54 add-ins, load, 222–223 Add-Ins dialog box, 223 alignment horizontal, 124 justified, 125 vertical, 125 Alignment dialog box, 126 AND function, 79 apply functions, 80–83 area charts, 179 arguments, functions, 78 arrange windows, 28–29 Arrange Windows dialog box, 28–29 auditing worksheets for errors, 88–89 AutoCorrect, add misspelling, 44–45 AutoCorrect dialog box, 45 AutoFill custom list, 43 number series, 43 text series, 42 AutoFill Options smart tag, 73 AutoFilter, database data, 212–213 AutoFooter, 166–167 AutoHeader, 166–167 AutoSum, 84–85 AVERAGE function, 79 axes, charts, 185

B background cells, color, 130–131 worksheets, 132 bar charts, 179 bold text, 114–115 borders color, 129 custom, 129 Quick Borders, 128 Borders icon, 128 Bottom Align icon, 125 bubble charts, 179 built-in functions, 81

C cascaded windows, 28 category axis, charts, 179 cell addresses, 52 cell ranges. See ranges cell references absolute, 70 description, 66 error checking, 86 formulas and, 68 mixed, 71

286

from other worksheets, 77 relative, 70, 71 cells active, 53, 54 AutoSum and, 84–85 color, background, 130–131 column, select, 41 delete, 96 description, 52 formatting, remove, 97 name, 74 row, select, 41 select, 40–41 totalling, 84–85 type into, 36 Watch Window, 221 center, data across columns, 102 Center icon, 124 Change Chart Type dialog box, 184 changes in workbook, track and review, 246–249 Chart Layouts, 192 chart title, charts, 179 charts 3-D, 186–187 area, 179 axes, titles, 185 bar, 179 bubble, 179 category axis, 179 category axis title, 179 column, 179 create, 180–181 customize, 178 data, change, 191 data series, 178, 179 default, 181 doughnut, 179 format, Chart Layouts, 192 galleries, 180–181 legend, 179 line, 179 move, 182 move, to different worksheet, 183 noncontiguous data, 181 objects, format, 188–189 objects, insert, 190 pie, 179 plot area, 179 print, 189 radar, 179 resize, 183 scatter, 179 SmartArt, 193 stock, 179 styles, 192 surface, 179 text font, 189 title, 179 type, change, 184 value axis, 179 value axis title, 179 Charts group, galleries, 180 clip art copy between collections, 145 details about, 143 download from Web, 146–147 insert, 142–143 search for, 143 view, 144–145 Clip Art task pane, 142–143 Clip Organizer, 144–145 close Excel, 7 workbooks, 26 color borders, 129 cell background, 130–131 font, 121

18_045957 bindex.qxp

10/23/06

personalization and, 274 worksheet tabs, 61 column charts, 179 Column Width dialog box, 104 columns add, 98 center data across, 102 delete, 100 description, 52 fit text, 105 freeze, 108 hide/show, 106 resize, 39, 105 select cells, 41 transpose, 103 width, 104 comments, worksheets, 244–245 conditional formatting, assign, 136–137 contextual tools, 11 copy clip art between collections, 145 data, 94–95 formatting, 133 formulas, 72–73 link data and, 236 objects, 153 Web data to worksheets, 266–267 worksheets, 60 COUNT function, 79 Create Pivot Table dialog box, 214 Create Table dialog box, 201 crop, images, 156–157 Crop icon, 156 cube functions, 79 Currency format, 119 custom borders, 129 custom charts, 178 custom color in cell background, 131 Custom format, 119 Cut, 94 cutting objects, 153

D data alignment, 124–125 center, 102 charts, change, 191 copy, 94–95 delete, 96 edit, 46 find, 110 link, 236–237 link, edit linked, 238 move, 94–95 rotate, 126 Data Analysis dialog box, 224–225 Data Analysis tools, 224–225 data entry AutoFill, 42–43 type into cell, 36 type into formula bar, 37 Data Form dialog box delete records from database, 205 edit records, 204 searches, 206 data series charts, description, 179 description, 178 Data Validation dialog box, 208–209 data validation rules (databases), 208–209 database functions, 79 databases data validation rules, 208–209 field labels, 198 fields, 196 filter data, 212–213 forms, 197

9:31 PM

Page 287

forms, navigate records, 203 forms, records and, 202–203 PivotTables, 214 plan, 197 records, 196 records, delete, 205 records, edit, 204 records, enter, 199 records, searches, 206 records, sort, 210–211 tables, 197 tables, create, 198–201 tables, duplicate values, 207 tips, 197 date & time functions, 79 Date format, 119 DAYS360 function, 79 decimal, increase/decrease, 120 Decrease Decimal icon, 120 delete cells, 96 columns, 100 comments, 245 data, 96 hyperlinks, 263 page breaks, 169 records from database, 203, 205 rows, 101 workbooks, 27 worksheets, 58, 101 Delete dialog box, 97 dialog boxes Accept or Reject Changes, 248 Add-Ins, 223 Alignment, 126 Arrange Windows, 28–29 AutoCorrect, 45 Change Chart Type, 184 Column Width, 104 Create Pivot Table, 214 Create Table, 201 Data Analysis, 224–225 Data Form, 204 Data Validation, 208–209 Delete, 97 Edit Links, 238 Edit Scenario, 229 Edit Web Query, 271 Error Checking, 88 Find and Replace, 110–111 Format Cells, 118 Format Chart Area, 186–187 Format Shape, 160–161 Function Arguments, 82 Goal Seek, 226–227 Highlight Changes, 249 Import Text File, 254 Insert Hyperlink, 262–263 Insert Picture, 140–141 New Name, 74 New Web Query, 268–269 Object, 141, 240–241 Open, 25 Protect Sheet, 62–63 Protect Workbook, 30–31 Publish as Web Page, 260–261 Record Macro, 280–281 Remove Duplicates, 207 Row Height, 105 Save As, 23 Scenario Manager, 228 Select Files to Merge into Current Workbook, 250–251 Share Workbook, 242–243 Sheet Background, 132 Solver Parameters, 232–233 Solver Results, 233 Sort, 211

287

18_045957 bindex.qxp

10/23/06

9:31 PM

Page 288

Index Style, 135 Trust Center, 279 Unprotect Workbook, 31 doughnut charts, 179 download clip art from Web, 146–147 stock quotes, 264–265 drag and drop description, 95 from Web page to worksheet, 266–267 draw shapes, 148–149 Drawing Tools Format tab, 158 drop-down menus, 10 duplicate values in tables (databases), 207

E edit data, 46 formulas, 69 functions, 83 hyperlinks, 263 linked data, 238 links, 263 range names, 75 records, databases, 204 Edit Links dialog box, 238 Edit Scenario dialog box, 229 Edit Web Query dialog box, 271 e-mail workbooks, 252–253 embed objects, 240–241 embedding data compared to linking data, 237 engineering functions, 79 enter data. See data entry enter records in databases, 199 error checking arguments, 87 cell data, 86 cell references, 86 formatting, 87 formulas, 86–87 operator precedence, 87 parentheses, 87 Trace Dependents, 90 Trace Errors, 91 Trace Precedents, 90 typing errors, 86 Error Checking dialog box, 88 Error Checking icon, 88 error messages formulas, 69 values in cells, 89 Evaluate Formula icon, 91 Excel close, 7 shortcut icon, 7 start, 6 uses for, 4–5 Excel Options dialog box, Add-Ins, 222–223 Excel Options window AutoCorrect, 44–45 default file location, 277 fonts, 276 open files automatically, 277 Personalize, 274 Excel program window active worksheet, 9 close, 7 contextual tools, 11 drop-down menus, 10 formula bar, 8 galleries, 11 horizontal scroll bars, 9 Microsoft Office button, 8 MiniBar, 11 open, 6 program window controls, 9 Quick Access toolbar, 8 Ribbon, 10

288

Ribbon groups, 10 super tooltip, 9 title bar, 8 vertical scroll bars, 9 window frame, 8 worksheet, 8 worksheet tabs, 9 export workbook data, 255

F fields, databases description, 196 labels, 198 PivotTables, 216 files image, insert, 140–141 location, default, 277 open automatically, 278 size, reduce, 157 filter database data, AutoFilter, 212–213 financial functions, 79 Find, 110 Find and Replace dialog box, 110–111 flip, objects, 155 font change, 116 color, 121 default, 276 size, 117 Font Color icon, 121 footers, 166–167 format Accounting, 119 Chart Layouts, 192 chart objects, 188–189 Currency, 119 Custom, 119 Date, 119 Fraction, 119 General, 119 Number, 119 numbers, 118–119 objects, 160–161 Percentage, 119 Scientific, 119 Special, 119 Text, 119 Time, 119 Format Cells dialog box, 118 Format Chart Area dialog box, 186–187 Format dialog box, chart objects, 188–189 Format Painter, copy formatting, 133 Format Shape dialog box, 160–161 formatting conditional, 136–137 copy, 133 forms, databases description, 197 navigate records, 203 records, insert, 202–203 formula bar, 8 Formula bar, type into, 37 formulas absolute, copy, 73 arguments, 87 cell data errors, 86 cell references, 66, 68 copy, 72–73 create, 68 edit, 69 error checking, 86–87 error messages, 69 formatting, 87 insert rows/columns and, 98 move, 73 operator precedence, 87 operators, 69 parentheses, 87

18_045957 bindex.qxp

10/23/06

ranges in, 76 reference ranges in, 76 relative, copy, 72 Scenario Manager and, 229 Solver, 232–233 structure, 66 typing errors, 86 Fraction format, 119 freeze columns, 108 Freeze Panes, 108 Function Arguments dialog box, 82 Function Wizard, 80 functions AND, 79 apply, 80–83 arguments, 78 AVERAGE, 79 built-in, 81 COUNT, 79 cube, 79 database, 79 date and time, 79 DAYS360, 79 edit, 83 elements of, 78 engineering, 79 financial, 79 Help, 83 IF, 79 information, 79 INT, 79 introduction, 78 logical, 79 lookup & reference, 79 mathematical and trigonometric, 79 MAX, 79 MEDIAN, 79 MIN, 79 OR, 79 PMT, 79 RATE, 79 results, 81 ROUND, 79 ROUNDDOWN, 79 statistical, 79 SUM, 79 text, 79 TODAY, 79

G galleries charts, 180–181 description, 11 General format, 119 Goal Seek, 226–227 Goal Seek dialog box, 226 gridlines, personalization and, 275 group/ungroup objects, 162–163

H headers, 166–167 height of rows, 105 Help functions, 83 Help window, 18 hide/show columns, 106 rows, 107 worksheets, 32–33 Highlight Changes dialog box, 249 horizontal alignment, 124 horizontal scroll bars, 9, 54 horizontal windows, 28 hyperlinks delete, 263 edit, 263 insert, 262–263

9:31 PM

Page 289

I icons Borders, 128 Bottom Align, 125 Center, 124 Crop, 156 Decrease Decimal, 120 Error Checking, 88 Evaluate Formula, 91 Font Color, 121 Increase Decimal, 120 Left Align, 124 Middle Align, 125 Number Format, 118 Page Break Preview, 12 Page Layout, 12 Proofing, 48 Right Align, 124 Spelling, 48 Top Align, 125 Wrap Text, 38 IF function, 79 images. See also objects crop, 156–157 insert files, 140–141 import data to worksheets, 254 Import Text File dialog box, 254 Increase Decimal icon, 120 indents, 125 information functions, 79 insert chart objects, 190 cilp art, 142–143 columns, 98 comments, 244–245 footers, 166–167 headers, 166–167 hyperlinks, 262–263 image files, 140–141 links, 262–263 objects, 141 page breaks, 168–169 PivotTables, 214 rows, 99 Watch Window, 220–221 WordArt objects, 150–151 worksheet, 57 Insert Hyperlink dialog box, 262–263 Insert Picture dialog box, 140–141 INT function, 79 italic text, 114–115

J justified alignment, 125

K keyboard navigation, 55 select cells, 41

L Left Align icon, 124 legend, charts, 179 line charts, 179 link between worksheets, 239 Link Cells option, 239 link data, 236–237 break link, 237 edit linked data, 238 embed data, comparison, 237 links edit, 263 insert, 262–263 load add-ins, 222–223 logical functions, 79 lookup & reference functions, 79

289

18_045957 bindex.qxp

10/23/06

9:31 PM

Page 290

Index M macros execute, 281 record, 280–281 security, 279 mathematical & trigonometric functions, 79 mathematical operators addition (+), 67 division (/), 67 equal to (=), 67 exponentiation (^), 67 greater than (>), 67 less than (<), 67 multiplication (*), 67 not equal to (<>), 67 percentage (%), 67 subtraction (-), 67 MAX function, 79 MEDIAN function, 79 menus, drop-down, 10 Merge and Center, 102 merge workbooks, 250–251 Microsoft Office button, 8 Middle Align icon, 125 MIN function, 79 MiniBar, 11 mixed cell references, 71 mouse, navigation with, 55 move charts, 182 charts, to different worksheet, 183 data, 94–95 formulas, 73 objects, 152 Watch Window, 221 worksheets, 59

N name cells, 74 ranges, 74 name worksheet, 56 navigation keyboard, 55 mouse, 55 navigation buttons, 54, 55 New Name dialog box, 74 New Web Query dialog box, 268–269 New Workbook window, 22 number crunching, 4 Number format, 119 Number Format icon, 118 number formats, 118–119 Number gallery, 118 number series, AutoFill, 42

O Object dialog box embed objects, 240–241 insert objects, 141 objects. See also images charts, format, 188–189 charts, insert, 190 copy, 153 cut, 153 3-D effects, 159 embed, 240–241 flip, 155 format, 160–161 group/ungroup, 162–163 insert, 141 move, 152 paste, 153 resize, 153 rotate, 154 shadows, 158 WordArt, add, 150–151

290

OLE (object linking and embedding), 236 Open dialog box, open workbook, 25 open workbooks, 25 operators formulas, 69 mathematical, 67 precedence, 67 reference, 67 OR function, 79 organization, 4 orientation, page setup, 172

P Page Break Preview, 12, 171 page breaks insert, 168–169 remove, 169 view, 169 Page Layout icon, 12 Page Layout tag, page breaks, 168–169 Page Layout view, 12 Page Setup dialog box gridlines, 173 headers/footers, 167 headings, 173 margins, 173 orientation, 172 paper size, 172 print quality, 172 password protect workbooks, 30–31 Paste, 94, 153 paste formula results, 95 Paste Options smart tag, 95 Pattern Color, 131 PDF files, save workbooks as, 24 Percentage format, 119 personalize program window color scheme, 274 gridlines, 275 Ribbon, 275 ScreenTips, 274 views, 275 Picture Tools Format tab, 156 pie charts, 179 PivotTables fields, 216 insert, 214 options, 215 summary function, 217 plan database, 197 plot area, charts, 179 PMT function, 79 presentations, 4 preview Web pages, 261 worksheets, 170–171 print charts, 189 fit data to page, 173 gridlines, 173 headings, 173 margins, 173 options setup, 172–173 order, 173 orientation, 172 paper size, 172 print area, define, 175 print quality, 172 worksheets, 174 Print dialog box, 174 Print Preview margins, 171 worksheets, 170–171 zoom in, 171 program window controls, 9 Proofing icon, 48 Protect Sheet dialog box, 62–63 Protect Workbook dialog box, 30–31

18_045957 bindex.qxp

10/23/06

9:31 PM

protect workbooks, 30–31 protect worksheets, 62–63 Publish as PDF or XPS dialog box, 24 Publish as Web Page dialog box, 260–261 publish workbooks as Web page, 260–261

Q Quick Access toolbar customize, 14–15 description, 8 Quick Print, 174 reset, 15 Web tools, 258–259 Quick Borders, 128 Quick Color, cell background, 130 Quick Print, 174 Quick Sort, database records, 210

R radar charts, 179 ranges description, 53 in formulas, 76 go to, 75 name, 74 overview, 66 select, 40 RATE function, 79 Record Macro dialog box, 280–281 record macros, 280–281 records, databases delete, 203, 205 description, 196 edit, 204 enter, 199 insert using form, 202–203 searches, 206 sort, 210–211 reduce file size, 157 reference operators, 67 relative cell references assign, 71 description, 70 relative formulas, 72 Remove Duplicates dialog box, 207 replace data, 111 Research task pane, download stock quotes, 264 resize charts, 183 columns, 39 objects, 153 rows, 39 results of functions, 81 review workbook changes, 246–249 Ribbon description, 10 groups, 10 personalization and, 275 Right Align icon, 124 rotate objects, 154 text, 155 rotate data, 126 ROUND function, 79 ROUNDDOWN function, 79 Row Height dialog box, 105 rows add, 99 delete, 101 description, 52 fit text, 105 height, 105 hide/show, 107 resize, 39, 105 select cells, 41 transpose, 103

Page 291

S save Web queries, 270–271 workbooks, 23 Save As dialog box, save workbooks, 23 scatter charts, 179 Scenario Manager formulas and, 229 remove scenarios, 231 Summary button, 231 view scenarios, 230 worksheet data, saving, 229 Scenario Manager dialog box, 228 scenarios, create, 228–231 Scientific format, 119 ScreenTips, personalization and, 274 searches clip art, 143 records in database, 206 security, macros, 279 select cells, 40–41 column, 41 range of cells, 40 row, 41 Select Files to Merge into Current Workbook dialog box, 250–251 shadows on objects, 158 Shape Effects, WordArt, 151 Shape Fill, WordArt, 151 Shape Outline, WordArt, 151 shapes, draw, 148–149 Shapes button, 148 Shapes gallery, 148–149 share data, 4 Share Workbook dialog box, 242–243 sharing, workbooks, 242–243 Sheet Background dialog box, 132 shortcut icon, 7 Smart Tags AutoFill Options, 73 formula errors and, 91 ignore, 47 Paste Options, 95 view, 47 SmartArt, charts, 193 Solver, 232–233 Solver Parameters dialog box, 232–233 Solver Results dialog box, 233 sort, records in databases, 210–211 Sort dialog box, database records, 211 Special format, 119 spelling add to dictionary, 49 check, 48–49 Spelling icon, 48 split worksheets into panes, 109 start Excel, 6 statistical functions, 79 stock charts, 179 stock quotes, download, 264–265 Style dialog box, custom styles, 135 Style gallery, apply styles, 134–135 styles apply, 134–135 charts, 192 customize, 134 SUM function, 79 super tooltip, 9 surface charts, 179 switch between panes, 17

T tables, databases create, 198–201 description, 197 duplicate values, 207 tabs, 53

291

18_045957 bindex.qxp

10/23/06

9:31 PM

Page 292

Index task panes close, 17 display, 16 switch between, 17 templates apply, 284–285 create, 282–283 premade, 285 store in folder, 283 types of, 283 text bold, 114–115 columns fit, 105 font, change, 116 font, size, 117 indents, 125 italic, 114–115 justified, 125 rotate, 155 rows fit, 105 underlined, 114–115 wrapping, control, 127 wrapping, turn on, 38 Text format, 119 text functions, 79 text series, AutoFill, 42 Themes Gallery, 122–123 tiled windows, 28 Time format, 119 title bar, 8 TODAY function, 79 Top Align icon, 125 totalling, AutoSum and, 84–85 Trace Dependents, auditing, 90 Trace Errors, auditing, 91 Trace Precedents, auditing, 90 track workbook changes, 246–249 Transpose, 103 Trust Center, 279 Trust Center dialog box, 279 type into cell, 36 into Formula bar, 37 typing errors, formulas, 86

U underlined text, 114–115 Undo, 101 Unfreeze Panes, 108 unlock worksheets, 63 Unprotect Workbook dialog box, 31 uses for Excel, 4–5

V value axis, charts description, 179 title, 179 vertical alignment, 125 vertical scroll bars, 9, 54 vertical windows, 28 view buttons, 54 views, change, 12–13

W Watch Window, add, 220–221 Web, download clip art from, 146–147 Web data, copy to worksheets, 266–267 Web Page Preview, 261 Web pages preview, 261 publish workbooks as, 260–261 Web queries run, 268–270 save, 270–271 Web tools, add to Quick Access Toolbar, 258–259 What-If Analysis Goal Seek, 226 Scenario Manager, 228

292

window frame, 8 windows arrange, 28–29 Watch Window, 220–221 WordArt objects, add, 150–151 Shape Effects, 151 Shape Fill, 151 Shape Outline, 151 text height/width, 151 WordArt gallery, 150–151 workbooks arrange windows, 28–29 close, 26 delete, 27 e-mail, 252–253 export data, 255 introduction, 4 merge, 250–251 new, 22 open, 25 protect, 30–31 publish as Web page, 260–261 review changes, 246–249 save, 23 save as PDF files, 24 save as XPS files, 24 sharing, 242–243 themes, 122–123 track changes, 246–249 worksheet tabs color, 61 description, 9, 53 worksheets active, 9, 54 add, 57 auditing for errors, 88–89 background, 132 cell addresses, 52 cells, 52 cells, active, 53, 54 columns, 52 comments, 244–245 compare, 29 copy, 60 delete, 58, 101 description, 8 gridlines, on/off, 129 hide/show, 32–33 horizontal scroll bar, 54 import data, 254 introduction, 4 link between, 239 move, 59 move charts to, 183 name, 56 navigation buttons, 54 preview, 170–171 print, 174 protect, 62–63 ranges, 53 referencing cells, 77 rows, 52 spelling, 48–49 split into panes, 109 unlock, 63 vertical scroll bar, 54 view buttons, 54 Web data, copy, 266–267 Wrap Text icon, 38 wrapping text, 127

X–Y–Z zoom in Print Preview, 171