E x c e l 2 0 0 7 In t r o d u c t i o nC re atin g a N ew W o rk bo ok
1 . [ Clic k] I . ~ Ihen NEW .
2. S el ec t B L AN KW ORK BOOK , t he n [ Cl ic k] C R EA T E.
O r, p re ss < C tr l- N >.
E nterin g N ew D ata1. A ctiva te a ce ll by [C lick ing ] on it, o r by m ov ing to it
w ith the k eybo ard A rrow k ey s.
2. Type the da ta . If y ou m ake a m is tak e w hile typ ing ,
p res s < Bac ksp ac e> to d elete c ha rac te rs .
3 . P ress < En ter> or [C lick ] th e [2] in the F orm ula B ar.
A s yo u t y p e , Ex c elm a y p r ov i de a n Au t oC omp l et e s u gg e st io n .
P re ss < E nt er > t o a cc ep t, < D .e le .t e> to 1€f~ l1ye , o r ig no re it
by c on tin u ing to typ e. ~
To tu rn o ff th is fea tu re , choo se ~ then EXCEL
O PT IO N S. In th e A D VA N CE D section , u nc he ck t he
o pt io n E N A BL E A U T O COM P LE T E F O R C E LL V A LU E S.
P ick from a prep-newn ListP ick from a d ro p-do wn list o f v alu es a lread y en te red in
th e c olu mn b y [ Rig ht C lick in g] th e c ell, th en ch oo sin g
P IC K F RO M D R OP -D OWN L IS T.
0and0These sym bols in the Form ula B ar appear w hile you
a re e nt er in g or ed itin g d ata . [C lick in g] th e0co nfirm s w hat y ou are en te ring or ed iting . [C lick ing]
th e [IJ c an cels it. T he k ey bo ard eq uiv ale nts o f th ese
bu tton s a re <E nte r> to con firm , and < Esc> to can cel.
R ep la cin g th e C on te nts o f a C ell1. [C lick ] o n th e c ell to ch an ge .
2. Type th e new da ta .
3. P re ss < En ter > o r [ Clic k] 0.
E ditin g th e C ontents of a C ell1 . [ Clic k] o n th e ce ll to c ha ng e.
2. [C lick] in the F orm ula B ar to p ositio n the cu rso r
w here you need to in se rt o r d ele te tex t .
O r, [D ouble C lick] the ce ll to ed it r igh t in the ce ll.O r, p res s < F2> .
3 . U se <B ackspace> to d ele te th e charac te r to th e le ft
o f th e cu rso r, o r < Dele te> to de le te th e charac te r
to the righ t of the cu rsor, o r typ e th e tex t to in se rt.
4 . W hen fin ished p ress <E nte r> , o r [C lick] 0.
un do or R ed o an A ctio n[C lick ] @ Jar press <C trl-Z > to undo an ac tio n .
If you m is tak en ly und o a step . [C lick] R edo E].
C le arin g C ells o r R an ge s o f C ellsS ele ct th e ce lls to c le ar, th en p ress < D ele te >.
C olu mn W id th an d R ow H eig ht1. [Po in t] a t th e d iv id in g line b e tw een th e co lum n or
row head ing s. T he m ouse poin te r chang es in to a
d ou ble -h ea de d a rr ow .2. [D rag] righ t or le ft to w id en o r narro w the co lum n;
[ D ra g] u p or do wn to chang e row he igh t.
N ote: T o chan ge severa l co lum ns or ro ws a t once ,
[D rag ] a lon g the co lum n or ro w head ing s to se lec t
th em , th en fo llow the ab ov e steps .
T o chang e to the best fit:
[ Do ub le C li ck ] th e l in e b et we en t he c ol um n o r r ow h ea di ng s.
In se rtin g R ow s o r C olu m ns1. S elec t the row abov e w hich , o r th e co lu mn to th e left o f
w hic h th e n ew r ow s o r co lu mn s a re to g o b y [ Clic kin g]
th e ro w o r c olu mn h ea din g. T o in se rt se ve ra l r ow s o r
c olu mn s, se le ct th at n um be r o f r e . w s o r c o lumn s .
2. C hoose H OM E, then IN SER T 1 - . : . 1 .u
M i cr os o f t" O f f i c e E x ce l 2 0 0 7 i s a c om p o n en t o f M i cr os of t· O f f ic e 2 0 0 7 .
I ns e rt in g C e lls1. S ele ct th e ce lls w he re y ou w is h to in se rt th e n ew o ne s.
2. C h oo se H OME , t he n I l n : ~ " 1 t he n I NS E RT C EL L S.
3 . T he IN SE RT d ia lo g b ox a pp ea rs. S pe cify w hic h
d ir ec tio n to s hift th e se le cte d c ells to m ak e ro om fo r
th e n ew o ne s. [ Clic k] O K .
D e le tin g R o w s, C o lu m n s, o r C e llsT his rem oves the ce lls and m ov es surrou nd ing ce lls to
fill the gap . T his is no t the sam e as pressing < Dele te>
w hich sim ply c lears the con ten ts of a ce ll.
To d ele te row s or co lum ns :
1 . S ele ct th e r ow (s) o r c olu mn (s) to d ele te.
2. C hoo se H OM E, then D EL ET E[1].T o d elete ce lls:
1 . S el ec t t he c el l( s) t o d el et e;
2. C h oo se H OME , t he n' O~lt{'_1t he n D E L E TECE lL S .
3 . S pec ify w hich d irec tio n to sh if t t h e s u rr o u nd i ng
c ells to fill th e g ap . [ Clic k] O K .
F orm a ttin g N um b ers1 . S elect the ce lls to form at. T his can b e do ne before
o r a fte r the da ta h as been en te red .
2. C ho ose a fo rm at fro m th e N um be r F or ma t d ro p-d ow n
list, fo un d in the N UM B ER g rou p o n the H OM E t ab .
O r , [ Cl ic k] t he f ol lo w in g b ut to ns :
~ A dds do llar sig ns, com mas, and dec im als.
. . [C lick ] th e drop -dow n arrow fo r o the r currenc ies.
~ D isp lays as a percen tag e .
r-;l A dds com mas b etw een th ousands and
L . : . J dec imals .
A dd s a d ec im al p lac e e ac h tim e y ou [ Clic k].
R em o ve s a d ec im a l p la ce e ac h t im e y ou [ Cl ic k] .
B o rd e rs , S h ad in g , T e xt C o lo rS elec t th e cells to fo rm at an d use on e of th e fo llo win g
b utto ns fo r ce ll b ord ers, c ell c olo r, a nd tex t co lo r.
[ Clic k] th e d ro p-d ow n a rr ow b esid e e a c h button to see
a p an el o f c ho ic es. 1 _ . . 9 .. I
D raw a B ord er C rld1 . [ Clic k] t h e d r o p- d own ar row of th e Bo rd e r s bu t to n IL.
then selec t D RA W B OR DE R, o r to draw a grid ,
se lec t D R AW B O RD ER G R ID .
2. [ Dra g] to c re ate a b or de r.
W h en fi ni sh ed , t ur n o ff b or de r d ra w in g b y [ Cl ic ki ng ] t : : : 3 Jor press < Esc> . T he poin ter ch an ges back to 0.
E ra se a B o rd er
1 . [Click]th e d rop -down a r r o w of th e Bo rd e r s bu t to nD,th en se le ct E RA SE B O RD E R.
2. [D ra g] a cro ss th e b or de rs to e ra se .
A lig n in g C e ll C o n te n tsS ele ct th e c ells to a lig n, th en [C lick o ne o f t he se b utto ns
to a lign w ith in the ce ll ~ ~ ~ o r 1 - 1§ " " , i -T o m erge ce lls an d cen te r the ~onterits,s el ec t t he c el ls
to m erg e acro ss, an d [C lick ] I ~ '.1~1.9t& . Cente l I _F or o th er m er ge o ptio ns, [ Clic k] th e d ro p-d ow n a rr ow
o f the M erge & C e nt er b u tt on .
C l e ar ing Forma t ti ng1 . S elect the ce lls to c lear .
2. C h oo se H OME ,t he n! ' - :' :' 4 .: ' _ C - le a - , - , t h en CLEARFORMATS .
E n te rin g D a te sD ate s c an b e en te re d u sin g a ny o f E x ce l's d ate fo rm ats,
e .g . 4 1 30 1 07 o r 3 0 -a pr -0 7 . B y d e fa ul t, E x ce l d is pl ay s d at es
i n t h e o rd er s pe ci fi ed i n t he W i nd ow s" C o nt ro l P an el .
T o chang e how dates d isp lay for spec ific ce lls:
1 . S el ec t t he c el ls c on ta in in g d at es .2. [Click]Dn th e N U M BE R gr ou p o fth e H O M E ta b.
3. M a ke a s el ec ti on f ro m t he D A T Ec at eg or y. [ Cl ic k] O K .
E nte rin g a S eq ue nc e o f N um b ers1 . E nte r the first tw o n um bers or da tesg.
f the sequen ce in to ad jacen t ce lls . 2
2. Selec t the tw o cells . .
3 . [ D ra g] t he F i l l H an dle o f th e se le ctio n in to I ! f '
a n a dja ce nt r an ge o f c ells . A fte r fillin g, [ Clic k] , , . ,+
fo r th e A uto F ill o ptio ns: C O PY C EL LS , F IL L
FORMATT ING ONLY , F I LLW I THOUT FORMATT ING
F or o the r se ries op tio ns, e .g . w eek days :
1. E nte r th e s tarting num ber or da te in a ce ll.
2. S ele ct th e b lan k r an ge to fill, in clu din g th e ce ll w ith
t he s ta rt in g v al ue .
3 . C hoo se H OM E, th en I i ) Fill· L t he n S ER IE S .4 . S pe ci fy o pt io ns , t he n [ Cl ic k] O K .
Mov in g W ith in the Worltsheet
O n e c e l l u p o r d cw n l'o r " -
C e il t o t h e r ig h t 7o r T a b
C e ll t o t h e l e ft f- o r S h i ft -T a b
B e g i n n i n g o f t h e r ow
C e l i A l
I nt e rs ec ti o n o f t h e l a s tu se d r o w a n d c o l u m n
O n e s c re e nf u l d o w n
H o m e
C t r l - H o m e
C t r l - E n d
P a g e down
O n e s cr ee nf u l u p
O n e s cr ee n f ul r ig h t
O n e ~ c r e e nf u ll e ft
T o t h e l a st f i l l e d c e l l i na ny d ir ec ti o n , o r if y o ua re i n a b la n k c el l , to th en e x t f i l l e d c e l l C t r l - A r r o w K e y
T o a c el l t h at y ou s p ec if y . F 5
N e x t o r p r e v io u s s h ee t C tr l - P gD n o r C t r l - P gU p
P ag e u p
A l t- P ag e d o w n
A l t - P a ge u p
Selection Shortcuts
A n e n ti r e r o w : r nC l ic k ] t h er ow h e ad in g .
A n e nt i r e c ol u m n : [ a i G l ( } t h e c o l u m n
~ e a : d l n g :
[~ II
[ C l i c k ] w h e r e th e ro w
a nd c o l u m n
l?l'S ev er a l s e pa ra t e r a ng es : S e l e ct o ne r a ng e ,
p re ss < ( tr l: > w h i l e
S e l e c t i n g
a d d it io n al r an g e s.
No te : T h e <Shif t> k e y w i t h a n y o f th eM o v e m e nt s h or tc u ts listed a b o v e will s e l e c tf r o m th e c u r r en t p o s it i o n t o t h a t l o ca ti o n .
The Fo rmul aT he b as ic a rith m etic o pe ra to rs u se d in f orm u la s a re :
+ add ition * m u ltip lic a tion
- su b tra c tion / d iv ision
A ll f orm ula s b eg in w ith an eq uals s ig n (= ) e .g ., th e
fo llo win g fo rm u la in c ell B 4 s ub tra cts th e E xp en se s in
ce ll B 3 f ro m th e In co me in c ell 82. T he F orm ula B ar
d isp lay s th e fo rm ula = B2-B 3 w he n th e fo rm ula ce ll is
a ctiv e a nd th e w or ks he et c ell d isp la ys th e re su lt:
84 .. {.I 0=82·83
~C
( ) p ar en th es es c an b e u sed to su rro un d p arts o f a
fo rm ula th at m u st b e c alc ula te d firs t, e .g .
= (B 2+ 85 +8 8) * .0 2
Ente rin g a F o rm ulaE ith er ty pe th e w ho le fo rm ula in to a ce ll , o r t yp e p art o f
th e fo rm u la , a nd [C lic k] o n a ny c ells w ho se re fe re nc es
a re to b e p art o f t he fo rm ula , a s fo llo ws:
1 . A ctiv ate th e c ell in w hich th e resu lt is to a pp ear.
2. T yp e th e e qu als s ig n to b eg in th e fo rm ula .
3. [ Cl ic k] on a c el l to e nt er it s a d dr es s, o r t y pe th e a dd re ss .
4 . T yp e th e a rith me tic o pera to r: + , -, * , o r /.
5. [C lic k] a no th er c ell to e nte r its a dd re ss, o r ty pe th e
address .
6. R e pe at s te ps 4 a nd 5 to c om ple te th e fo rm ula .
7 . C om ple te th e fo rm ula as w ith o th er en trie s, b y
p re ss in g < En te r> , o r [C lic kin g] ~ .
Common l y Used Func tio ns=SUM (B 1 :B 50 ) A dds the num be rs in t he ran ge.
= AV ER AG E(B 1:B 50 ) A ve rag es th e n um be rs in th e
r an g e. B la nk c ells a re i gn or ed ,
z er oe s a re a ve ra ge d.
=M AX (B 1 :B 50 ) R etu rn s the h igh es t num ber in
th e r an g e.
=M IN (B 1 :B 50 ) R etu rn s the low est nu rnb er in
th e r an ge .
= TODAY ( ) En ters th e cu rren t date .
F ollo w th e fu nc tio n to oltip w he n ty pin g in a fu nc tio n
f or h el p o n th e s tr uc tu re .
I= su rll( •
Isur·.\[nurnberl, [nulllber2L ",j I
S ummin g ~ ith A uto Sum®1 , A ctiv ate th e cell ln which th e result is to a pp ea r.
2. [ Cli ck ] A u to S um [ :t .\tJtQ~lJm [.
3. I fth e se le cte d ra ng e is c orre ct, c on firm b y [C lic kin g]
~ . If i t is n ot co rrec t, se le c t th e co rrect rang e, and
t he n [ Cli ck ] ~lT o in se rt th e A ve ra ge , C ou nt, M a x, o r M in f un ctio n
i ns te ad o f S u m , [ Cli ck ] th e d ro p -d ow n a rr ow o f A u to S um .
Abso lu te vs . Re la t ive Ce l lRe fe rencesW h en c op yin g a fo rm u la , its c ell re fe re nc es c an b eh av e
in o ne o f t wo d ifferen t w ay s:
• A refe ren ce lik e A 5 w ill chan ge in o rde r to m ain ta in
th e re la tiv e p ositio n o f t he d ata ce lls to th e fo rm ula
( re la t ive) ,
• A re ference lik e $A $5 w ill s tay exac tly the sam e
w h en c op ie d ( ab so lu te ).
N ote : T o q uic kly m ak e a c ell re fe re nc e a bs olu te , [ Clic k]
o n th e re feren ce w ith in th e fo rm ula , an d p re ss < F4 >.
Resiz ing the Fo rmul a Ba r[D rag ] th e lin e b etw een th e fo rm ula b ar an d th e to p o f
th e c olu m n h ea din gs u p o r d ow n, T he m o us e p oin te r
tu rn s in to a d ou ble arro w w hen y ou are in th e rig ht p la ce ,
Co p yin g to A dja c en t C e lls1 , A ctiv ate th e c ell to co py .
2. [P oin t] a t th e F ill H a nd le in th e b otto m rig hto (n er
o f t he activ e cell. T he m ou se p oin ter w ill c ha ng e to
a th in p lu s s ign w hen yo u are in the righ t p la ce ,
3. [D ra g] in to th e e mp ty c ells. C erta in d ata w ill
p ro du ce a s eq u en ce , e . q . J an o r Ja nu ary , M o nd ay ,
Q ua rte r 1 . If t h is is no t w an ted , ho ld dow n <O rl>
to fo rce a co py .
Mo ving o r C o pyin g... C u t, C o py P a ste1 . S ele ct th e cell(s ) to m ove o r (~O .
2. T o m o ve, c ho ose H OM E , th en .~. ,o r p re ss < Ctrl-X >.
To copy , choose H OM E, then ~ , o r p ress - c C t r l - C > .
A m a r qu e e s ur ro u nd s t he c e ll s. .
3. [C lic k] o n th e.lt~ l.i .ft c ell o f t h e n ew lo ca tio n.
4 . [C lic k] P A ST E ._j , o r p ress < Orl-V > o r < En te r> ,
F or p aste o ptio ns, [C lic k] [ P ~ : t . :
O r, a fte r p as tin g [C lic k] th e P as te O ptio ns b utto n ~
n ex t to th e p asted d ata .
N ote : W he n co py in g, if y o u p ress < En ter> to p as te y ou
ca n o nly p as te th e ce lls o nce an d th e P aste O ptio ns
b utto n w ill n ot ap pea r. W ith th e b utto n o r sh ortcu t k ey ,
y ou c an p as te m an y tim es a nd w ith o ptio ns .
Editin g Mu ltip le Shee tsL!=~-;.!J Simultaneously
W h en m ultip le sh eets a re se le cte d th ey b ec om e
g ro up ed . A ny ch an ges y ou m ak e to o ne sh eet, w ill a lso
ch an ge a ll o th er se le cted sh ee ts , T he title b ar o f t he
w ork bo ok w ill sh ow [G ro up ] w hile in th is m od e, B e
s ure to e xit g ro up m o de b y d e-se le ctin g th e a dd itio na l
s he ets w he n y ou a re fin is he d.
. .. D ra g a n dD r op1. S ele ct th e c ells to m ov e o r co py .
2. [P oin t] a t th e o utlin e a ro un d th e selec ted ce lls
( av o id in g t he F il l H a n d le ). " 'hT he m o us e p oin te r w ill c ha ng e v , r .
3 . T o m ove ce lls , [D rag ] the selec tion to the new
loca tion , T o m ove to a new sheet, p re ss <A ll>
w h il e y ou [ Dr ag ].
T o c op y c el ls , p re ss -cCtrb- w hile y ou [D ra g].
T o m ov e an d in se rt, p re ss < Sh ift> w hile y ou [D ra g],
A h oriz on ta l b ar in dic ate s in se rt a nd s hift c ells d ow n,
a v er tic al b ar in di ca te s in se rt a nd s hif t c ells r ig ht.
< Orl> , -c Alt» , an d < Sh ift> ca n also b e co mb in ed ,
Ren amin g a S he et1 . [D ou ble C lick ] th e sh ee t tab .
2. T yp e the nam e, and p re ss <E nte r> .
Mo vin g o r C o pying S hee tsT o m ov e: [D rag ] th e sh ee t ta b to th e n ew p ositio n-
e ve n to a no th er w ork bo ok if v is ib le .
T o c o py : < Ctrl> -[D ra g] th e sh eet tab to th e p ositio n fo r
th e n ew s he et.
Se lec ting Sheets• A dja cen t sheets : [C lick ] o n the shee t tab at one end ,
an d < Sh ift> -[C lick ] o n th e tab a t th e o th er e nd .
• N on -ad jac en t sh eets : -c Ctrb -K lic k] o n sh eet tab s.
• A ll s hee ts : [R ig ht C lic k] w hile p oin tin g at th e sh ee t
ta bs a nd c ho ose S E LE C TA L L SH E ET S .
• T o de-se le c t one sheet: - cC t r b -K l i c k ] th e sh eet (it
c an no t b e th e a ctiv e s he et). T o d e-s ele ct a ll : [C lic k]
o n a sh ee t ta b th at is n ot se le cted . If a ll are se le cted ,
[C lic k] o n a ny s he et ta b e xc ep t th e a ctiv e o ne .
Mo vin g Amo ng She ets[C lic k] o n th e sh ee t tab . If I ll es he et t ab i s n o t v is ib le ,
u se th e S he et T ab C on tr ols 1 1 , 4 ' 4 • H I.
In se rtin g a S he et[C lick ] ~ to the righ t o f t he sh ee t tab s .
O r I I n s e r t IC hoose H OM E, t hen _ _ ":_ then IN SE RT S HE ET .
Dele tin g a S he et[R ig ht C lick ] th e sh eet ta b, th en c ho ose D EL ET E.
M i c r os o ft , W i n d o w s a n d A u to S u m a re e ith e r r e g is te re d t r ad e m a rk s o r t r ad e m a rk s o f M i c r os o ft C o rp o ra ti on i n t he U n i t ed S t ate s a n d /o r o th e r c o un t r ie s .
Co p yin g D a ta a n d/o r F o rm a ttin gto M ultip le W o rk sh ee ts1. G o to the sheet th a t co n ta in s the data .
2. S elec t th e de stin a tion shee ts by p re ss ing <O rl> o r
< Sh ift> w hile [C lic kin g] th e s he et ta bs .
3. S el ec t t he d ata .
4 . C ho ose H OM E , th en I ' . i l Fill - I th en A C RO S SWORK SH EETS .
5 . C ho os e w he th er to c op y c ell c on te nts , fo rm attin g,
o r b oth . [C lic k] O K .
p rin tin g th e Wo rk sh ee t
[C lick ]~ th en P RIN T. Sp ec ify o p tio ns, th en [C lick ]O K
V ie win g th e p ag e b ef or e p rin tin g :
1 . [C liC k] I··.· -~ Ith en P RI NT . P R IN T P RE V IE W .
2. C h ec kS ff OWMA R G IN S to v ie w d ra g- ab le
ma rg i n s . CAlO r, [C lick ]P AG E SE TU P ~fo r m ore o ption s such
asor lenl i1~ion, staling, m a r gi ns , a n d h e ad e rs /f oo te rs .
3. [C lick ] P RIN T~" S pecify op tion s , an d [C lick ] O K
O r, t o se e how th e p age w ill b e p rin ted a s I , J I Iyou w o rk , choose V IEW , then PAG E LAYOUT ,
pr in tin g a S pec if ic A re aTo set a p rin t a rea that is saved w ith th e file :
1. S ele ct th e ran ge to p rin t.
2. C ho ose P AG E L A Y OU T, th en in th e P AG E S E TU P
g ro u p [ Cli ck ] P R IN T A R EA~ I . ~ th en S E T P R IN T
AREA . ~
T o p rin t a tem po rary p rin t are a:
1 .S e le c t r e
r ] 9 1 !t o p ri nt.
2. [C lick ] . ,.1 th en P RI NT .
3. U n d er P R IN TWHAT c h oo s e S ELEC T ION ,h e n [ C li ck ]O K
U sin g pa ge B rea k P re view toAdju st P age B re a k s I I J I1 . C ho ose V IE W , t he n P A GE B R EA K P R EV IE W ' , _ _ . . I .
o r [C lick ] ~ on the righ t s id e o f the s ta tu s b ar.
2. [D rag ] the pag e b reak s to the bes t po s ition .
3. C ho ose V IE W, N O RM AL I,_J I w hen d one.
Repea t ingRo w s/Colum nson EveryPa gPr in t head ing s o f a lis t on ev ery page . ~
1. C h oo se P A G E LA Y O U T, th en P R IN T T IT L E S~ .
2. [C lick ] ~ bes ide R OW S T O R EP EA T AT T O P o r
C O LU M N S T O R E PE A T A T L E FT ,a nd s ele ct th ero ws a nd /o r co lu mn s in th e w ork sh ee t. [C lick ] ~ ,
th en O K.
Is t here so meth in g else y ou 'd lik e to see
h ere? C on ta ct u s w ith y ou r su gg es tio ns , o r
Basic Sorting1. [C lic k] o n a ny cell in the c olum n by w hich [ i J ~
yo u w ish to so rt. Z •
2. Cho o se D ATA, th en [ Cl ic k] th e s or ti ng b utto ns U•.O r, w ith F ilter ing turned o n, [C lic k] : • : by the
h ea din g a nd s el ec t a s or tin g o p tio n .
Complex Sorting1. [C lick] w ithin the ta ble o r r ange yo u w ish
to s or t. I~l2. C ho ose DA TA , then SO RT _L W
3 . If needed, c hec klunc hec k MY D ATA H AS H EA DER S.
4 . C ho ose a co lumn hea ding fro m the SO RT BY list.
5 . S pec ify w ha t to S OR T O N (v alu es, c olo rs , o r c ell ic on s) .
6 . S pec ify the O RD ER o f the so rt. r"~._.--'-__'_"
7 . F o r a s ec o nd o r th ir d s or t o r de r, [ Cli ck ]I" '~ I! <* ll~ I ,then repea t steps 4 to 6 , then [C lick ] O K.
Sorting Usinga Custom ListU se C us to m lis ts fo r n on- alp ha numer ic so rts e .g . H ig h,
M ed ium , L o w. E xc el h as p re -de fine d lis ts fo r d ays a nd
m on th s. T o c re ate a nd u se c us to m lis ts:
1 . Fo llow steps 1 to 5 in Complex Sor ting above.
2 . Fo r the O RD ER , s elec t C US TO M L IST.
3. S e l e c t o ne o f t he CUSTOM L I STS.O r to c re ate a n ew li st,
s ele ct N EW L IS T, t he n ty pe yo ur lis t in L IS T E N TR IE S,
p re ss in g <Ent er > betw een i tems . [ Cl ic k ] ADD. [ Cl ic k ] OK .
Filtering in Place1 . D ro p-do wn a rro ws a ppea r by ea ch hea ding in a ta ble.
[ Cli ck ] th em to d is pla y f ilte r c rite ri a. If th e r - - i l l ( l .a rr ow s a re n ot p re sen t, c ho o se D AT A, F IL TE RL _ ~ _ J .
2 . C ho ose filter cr iteria fro m o ne o r mo re o f the
d ro p -d o wn li sts .
W hen filtered, ro w num ber s turn blue, a nd the hea ding
dro p-do wn a rro w turns to E!].To r eturn to view ing a ll r ow s, cho ose C LE AR FIL TER o r
S EL EC T AL L fro m the dro p-do wn list o f the hea ding by
w hi ch th e ta ble is f il te re d.
SpecifYingCriteria for AdvancedFiltersE nter c riter ia into w orksheet cells so tha t the to p ro w
co nta ins the field na me, a nd ro ws belo w the na mes
s pe ci fy th e c rite ri a. E nte rin g c ri te ria in to a s ep ar ate r o w o fth e c ri te ria r an ge i nd ic ate s" o r " c rite ri a, w h er ea s e nte ri ng
it in to the sa me r ow a s o th er c riter ia in dic ate s" a nd ".
E.g. This finds reco rds fo r a ll Pro fessio n H obby
psychia trists w ho ta ngo : Ps chia tr ist Ta nQ o
. .. a nd th is c rite ri a f in ds r ec o rd s
f or a ny p sy ch ia tr is ts o r p o di atr is ts :
using Advanced Filters/CopyingFiltered Data to Another Range1 . E nter c rite ria in to c ells a s d esc ribe d a bo ve.
2. [C lick] in the table o r ran e:
3. C ho ose DATA, then .: y O I ,) ;J o en (: ed : •
4 . Specify w hether to FIL TER TH E L IST, IN -PL AC E, o r to
C O py T O A NO TH ER L O CA TIO N .
5 . C onfirm o r spec ify the L IST R AN GE.
6 . Enter o r selec t the C RITE RIA R AN G E.
7. If yo u cho se to CO py TO AN OTH ER LO CATIO N in
step 4 , spec ify the to p left cell o f the new lo ca tio n
in the C Opy TO bo x. [C lick] O K.
To co py filtered da ta to a no ther sheet, begin in the
d es tin atio n s he et, th en f ol lo w a bo ve s te ps , s ki pp in g s te p 2 .
To co py o nly selec t co lum ns, enter the hea dings yo u
w ant in the destina tio n lo ca tio n. Y ou ca n a lso cha nge
their o rder. Perfo rm steps 1 to 6 . Fo r step 7 , s elect a ll
h ea ding s in the n ew lo ca tio n.
Convert a Table to a Normal RangeS ome f ea tu re s, s uc h a s s ub to ta ls a nd s ha re d w o rk bo o ks ,
do no t w or k w ith a n Ex cel ta ble: To use these yo u must
conve r t a n Ex cel ta ble ba ck to a no rm al r ange.
1 . [ Cl ic k] in th e ta ble .
2. Cho o se TAB LE TOO LS , D ES IG N , th en
[ . . 2 J convert to Range I .To use Ex cel Ta ble fea tures, a no rm al ra nge must
fo llo w so me a dd itio na l r ule s:
• O ne range per sheet.
• Sepa ra te the range from o ther da ta w ith a blankro w a nd co lum n.
• The range must be so lid-no blank row s.
• H ave unique co lumn headings in the first ro w o f
the ra nge, a nd fo rma t them differently tha n the rest
o f the ra nge: bo ld, bo rder, etc.
SubtotalsN ote: See previo us to pic fo r co nverting to a ra nge.
1 . So rt the ra nge so tha t the ro ws a re gro uped in the w ay
r eq uir ed f or th e s ub to ta ls . 1 ~ '1 I·
2 . C ho ose DA TA , SU BTO TAL . :! J < id . .
3. Select fro m AT EAC H C HAN GE IN to specify the
co lum n by w hic h the ro ws a re gro uped.
4 . Select the type o f subto ta l fro m U SE FU NC TIO N.
5. C heck w hich co lumns are to be ca lcula ted in ADD
SUB TO TA L T O. [C lic k] O K .Us e El a nd ~ beside the ro w hea dings to co lla pse
and eJlpand a list w ith subto ta ls. To sho w up to a n
entire ler el En! ~lH apse a ny lo wer levels}, [C lic k] anumber' '1 2· :3.
Removing Subtotals
1 . [C lic k] w ithin the subto ta led rene e.
2 . C ho ose DA TA , SU BTO TAL f f~.3 . [C lic k] RE MO VE A LL . &
Creating a PivotTable® Report1 . [Click] o n a ny cell w ithin a
range o r t able. r '~II
2 . Choose INSERT, PIVOTTABLE ' ~ ..
F or P ivo tC ha rts , [C lic k] o n th e P IV O TT AB LE
dro p-do wn a rro w ..
3 . C o nf ir m th e TAB LE/R ANGE s el ec te d, a nd CHOOSEWHEREYOU WANT THEP IV O TTAB LEREPORTTO BE
PLACED . I f choos ing EX ISTING WORKSHEET,spec i fy t he
to p, le ft c ell w her e th e ta ble is t o b e p la ce d. [C lic k] O K .
4 . In the PIV OTT AB LE FIEL D L IST pa ne, check the
fields yo u w ould like in the repo rt. The selected
fields a ppea r in the P ivo tTa ble a nd in the la yo ut
s ec tio n b elo w the fie ld lis t.
Rearranging a PlvotTableO nce the P ivo tTa ble ha s been cr ea ted, c olumn a nd ro w
hea dings c an be rea rra nged by [D ra gging] fields in the
C OL UMN o r R OW L ABE LS a rea o f the P IV OT TA BL E
F IE LD L IS T. [D ra g] the fields to be sum ma rized to the
V AL UES list. To filter the entir e Pivo tTa ble by o ne o r
m or e field s, [D ra g] the field (s} to R EPOR T F IL TE R.
Adding/Removing a PlvotTable Field
Che ck /u nc he ck th e f ie ld in th e P IV O TTAB LE F IE LD L IS T.
Show/Hide the PlvotTable Field ListChoosePIVOTTABUEOOLS,OPTIONS, h e n FIELDLIST1 : '" '1 1 '
Refreshing a PivOtTableJ
1 . [C lick ] w ithin the P ivo tTa ble a nd cho ose
P IVOTTABLE TOO .I s , o f . TIONS.2 . [C lic k] R EF RE SH i ! f ICreating a PlvotCharr1. [C lick ] w ithin a n e*isi ing P iv otT ab le a nd c ho o se
PIVOTTABLETOO lS, OPTIONS.
2 . [ Cli ck ] P IV O TCHAR T I . . 2 l ) .3 . C ho ose the cha rt type a nd SU btype, then [C lic k] O K.
M i cr o s o ft . E x ce l. P iv o tT a b le a n d P iv o tC h a rt a re r eg is te re d t ra d em a r ks o f M i c r o s o ft C o r po ra ti on i n t h e U n i t ed S ta te s a n d lo r o th e r c o un tr ie s .
Changing the Summary Function1 . In the P IV OT TAB LE FIEL D L IS T, [C lick ] o n a field in
t he VALUES sec ti o n.
2. Cho o se V A LU E F IE LD SETTIN GS .
3. S ele ct fr om th e S UMMARIZ E V AL UE F IE LD B Y lis t.
[ Cl ic k] O K .
Filtering In a PivotTable1. [C lic k] th e d ro p-d ow n a rr ow I·'o f th e f ie ld h ea de rs
2. C he ck the fie ld s to in clud e.
O r• To filter ba sed o n hea dings, cho ose:
L ABE LF IL TERSs uc h a s " be gin w ith " o r " co n ta in s" .
Y ou ca n use w ildc ar ds: ? to represent a nyo ne
c ha ra c te r, o r * to r ep re se nt a s er ie s o f c ha ra cte rs
Eg: Y ou c ould use Equals R* to show only
sa les reps w ith na mes beginning w ith "R ".
D ATE F IL TERSs uc h a s " th is q ua rte r" , " ne xt
q ua rte r" (o nly w o rk s w ith D ate fo rm atte d he ad er s
• To filter based o n the va lues a rea o f the
P iv o tT a b le . c ho ose:
V AL UE F IL TE RS: suc h a s "to p ten", "less tha n".
Sorting in a PivotTable1 . [C lick] the dro p-do wn a rro w!;: o f the field hea ders
2 . Select o ne o f the so r t o rders a t the to p.
O r, to so rt by V alues:
a . S ele ct M OR E SOR T O PT IO N S.
b. C ho ose A SC EN DIN G o r DE SC EN DIN G.
c. Select the va lue to so r t by in the
a sc en din g/d esc en din g dr op -d ow n list. T he lis t
w ill be so rted by va lues in the G ra nd To ta l ro w.
To so rt by the va lues in a different ro w, [Click]
M OR E O PT IO N S, se le ct V AL UE S IN A S EL EC TED
R OW , then cho ose the r ow .
O r , to m an ua ll y mov e ro ws o r co lumns to a desired
lo ca tio n ( ma nu al so rt) :
a . [C lic k] o n t he hea der o f t he r ow o r c olum n to m ove
b. Po int yo ur mo use a t the edge o f the cell. Yo ur
m ouse po inter sho uld cha nge to +.c. [D ra g] the r ow o r co lum n to the desired po sitio n.
Crouping by Dates or Time
D ate o r time fo rm atted fields ca n be gr ouped to getherto summa rize by a date ra nge (such a s mo nth o r year ).
1 . Select a da te fo rma tted ro w o r co lumn la bel.
2 _ C h oo se P IV O TTAIIL E TOO LS , O PTIO NS , th en
I ~ Group Selection I ·3 . C ha nge th~ STA RTIN G A T a nd E ND IN G A T va lues.
4 . In the BY list, [C lick] to selec t/deselect w ha t to
gr oup by. Y ou c an selec t m ultiple tim e per io ds
( e.g . Y ea r, th en Q ua rte r, th en M on th ).
To gro up by a n interva l o f da ys:
a . S ele ct D AY S b y its elf.
b. C hange the N UMBER O F DAY S to the interva l
d esir ed ( 7 fo r w eek g ro upin gs ).
c. C o ntin ue s ele cting o the r tim e p er io ds if d esir ed .
5 . [C lick] O K.
To ungroup:
1 . [C lic k] in the gro uped hea der.
2 . ChoosePIVOTTABLETOOLS,OPTIONS,t hen 1 , ; . Ungroup
E l c e l 2 0 0 7 A d v a n c e d & M a c ro sN am in g a R an ge1 . S ele ct th e r an ge .
2 . [C lick] in the N ame Bo xa r cho ose
FORMULAS, t hen I ~ Define Name IA1 •
~ N a m e B O X
f1 r . :JThe N ame B ox sho ws the a ctive cell a ddr ess o r, if
d ef in ed , th e r an ge n am e.
3 . Type a na me fo rthe ra nge a nd press < Enter> .
C rea tin g S eve ral N am es at O n ce
2. Choose FORMUlAS,then ffi Crea t e from Selection
3. Specify w hich pa rt o f the selectio n to use a s na mes,
e.g. TO P R OW and/o r L EF T C OL UMN . [C lick ] O K.
lim itin g th e s co pe of a N am e d R an geThe sco pe o f a na med ra nge is the w or ksheet(s) withinw hic h the na me is va lid. L im iting sc ope a llo ws the
s am e n am e to r efe ren ce d iffer ent c ells o n d iffer ent
w ork sheets. To limit the sc qpe to a sin Ie w ork sheet:
1 . Choose FORMULAS, then ,~ Define tlame .
2 . F ill in deta ils. S pecify S CO PE, then (C lic k) O K.
The cells r eferr ed to c an be in a different w or ksheet
th an th e sc op e.
S ele ctin g a N am ed R an geC ho ose the na me fro m the N ame Bo x dro p-do wn list.
Using a R ange N am e in a Form ula• Type the name, o r
• Press <F3> , cho ose the name, then [C lick] O K.
M an ag in g N am ed R an ge sT his r ep la ce s D efine N a me in p re vio us ve rsio ns . ~
1 . Choose FORMULAS, NAME MANAGER ~.
• [C lick] the co lumn hea dings to so rt in a scending
o rd er , [C lic k] a ga in to s or t d esc en din g.
• To cha nge the cells the name refers to , selectthe na me then cha nge the c ells in R EF ER S TO .
• To a dd co mments o r cha nge the na me, [C lic k] ED IT .
• To filter the list o f na mes, cho ose FIL TER t hen
select a filter. To remo ve a filter, select the filter
a ga in o r c ho o se F IL TE R, C L EAR F IL TE R.
2 . W hen do ne, [C lick ] C LO SE.
N ote: Ta bles no w a lso a ppea r in the N ame Mana ger
a nd c an be r efer enc ed lik e na med r anges.
structured Referencesfor ExcelTablesExce l T a b le s c a n be r ef er en ced i n f o rmu la s usi ng s tr uc tu red
r ef er en ce s i ns te ad o f s pe cif ic r o w/c o lumn r ef er en ce s.
E .g . = SUM (YTDSa le s[ [#T o ta l s] ,[ Q tr l] ]) p ro v id es t he v a lu e
o f the T ota ls c ell o f th e Q tr l c olu mn in th e Y TD Sa ie s t ab le .
A reference ca n include the ta ble na me a nd/o r o ne o r
m o re s pe cif ie rs . S pe ci fie rs c an b e c o lumn s pe ci fie rs
( su ch a s Q tr 1) , o r s pe ci al item s pe ci fi er s.S pe ci al Item Spe cif ie rs
#AII The entire ta ble (includes hea ders/to ta ls)
#Da ta All da ta (no headers/to ta ls)
#H eaders H eader ro w
#To ta ls To ta l ro w (if do es no t exist, returns null)
#This Ro w The entire current ro w. C anno t be
c om bin ed w ith o th er s pec ia l ite m s pe cifie rs
R efe re nc e O per ato rs ( us ed t o c om bine c olu mn s p e c i f i e r s )
C olo n: R ange fr om tw o o r m or e co lum ns.
E .g . Y TD Sa le s[[Q tr 1]:[Q tr 3]] w ill g iv e Q tr l, 2 & 3 d ata .
C omm a: C om bine tw o o r mo re co lum ns.
E.g. Y TD Sa les[[Q tr l],[Q tr 3]] w ill give Q trl & 3 da ta .
S pa ce : W he re tw o c olu mn r an ge s in ter se ct.
E .g . Y TDS al es [[ Qtr lj :[ Q tr 3] Y TD Sa le s[ {Q tr 2] :[ Q tr 4] 1 w il l
g iv e Q tr 2 & 3 d ata .
M i cr os o f t " O ff i c e E x ce l 2 00 7 i s a c om p o n en t o f M i cr os o f t " O ff i c e 2 00 7 .
M ix e d R e fe re n ce sIn a dd itio n to a bso lu te r efe re nc es ( $A $5 ), a nd r ela tive
r efer enc es (A 5) , th er e a re tw o k in ds o f m ix ed r efer enc es:
$A5 when copied, the co lumn w ill stay fixed
but no t the ro w.
A$S when copied, the row w ill stay fixed but
n ot th e c olu mn .
I n t hi s e x amp le , a fo rmula is entered to m ultiply the ro w
o f p ric es b y th e c olu mn o f e xc ha nge r ate s. T he fo rm ula
c a n then be in to th e o th er c ells o f the ta ble :
< I EIJR 07309
s CHf 1.2028
~ Gap 0,4939
M o re F u nc tio n s= RO UN D( NU MBER , N UM BER O F D IG IT S)
R oun ds a n um be r to sp ec ifie d n um be r o f d igits.
e.g. =RO UN D(A6 ,2) ro unds the va lue in A6 to 2
dec ima l p la c es .
=RO UN D(A6 , -2 ) ro unds A6 to the nea rest 1 00
=CE IL I NG /FLOOR (NUMBER , S IGN I FI CANCE)
R o un ds n um be r u p/d o wn to s ig nif ic an ce .
e.g. = CEllIN G (A 6,.O S) ro unds the va lue in A 6 up to the
n ea re st . 05
= IF (T EST, V A LU E IF TRUE, V A LU E IF FALSE)
If th e te st r esu lt is tr ue , r etu rn s th e va lu e if tr ue ,
o th er wise r etu rn s th e v alu e if fa lse .
e .g . = IF (A 6> SO O , 1 00 ,0 ) If th e va lue in A 6 is g re ater
tha n 5 00 , return the va lue 1 00 , o therw ise return 0 .
= V LOO KUP( VA LUE TO LOO K UP,TAB LE RANGE ,WH ICH
C OL UM N O F T H E T AB LE T O U SE,E XAC T O R
A PP RO XIM AT E MA TC H) L oo ks up a va lue in the first
c olum n o f a ta ble, a nd returns a va lue in the specified
ro w/co lumn o f the ta ble. If a ppro xima te ma tc hing is
used, the co mpa riso n va lues in the ta ble sho uld be in
a s cend ing o r de r.e.g. = VL OO KU P(B2 ,H 1 :J 60 ,3 ) L oo ks up the va lue in B 2
in the first c olum n o f the ta ble in H 1 :J 60 , a nd r eturns
the c or res po ndin g va lue in the th ir d c olu mn o f th e ta ble.
= LOWER/UPPER /PROPER (CELL CONTAI N ING TEXT )
C o nv er ts c a se o f s pe ci fie d te xt.
e .g . = UP PER( G4 ) If G 4 c on ta ins A dr ia n, r etu rn s A DR IA N.
U se E xc el's H elp to fin d o ut m or e d eta il a bo ut a fu nc tio n.
C o a l S e e k
1 . S elec t the fo rm ula c ell. I ~ ~ ' ~ 1
2 . Choose DATA, then WHAT-IF ANALYSIS ~-" ,
th en G O AL S EE K.
3 . In th e SETCE lL b ox , e ns ur e th e f or mu la c el l i s s pe ci fie d.
4 . In the TO V AL UE bo x, specify w hat yo u w ould like
the result o f the fo rmula to be.
5 . In the BY C HAN GIN G C ElL bo x, specify w hichva ria ble to c ha nge. [C lic k] O K.
6 . W hen the result is fo und [C lick] O K to a ccept the
new result, o r C AN CEL to a ba ndo n it.
S a vin g V ie w sA c usto m view is a gro up o f settings inc luding w indo w
p o si tio n /s iz e, h id de n r o ws /c o lumn s, v ie w o p ti on s s uc h a s
z oom a nd g ri dli ne s, p ag e s etu p, f il te rs , a nd p ri nt s etu p.
1 . Setup the w orksheet in the w ay tha t yo u w ould like
th e v ie w d ef in ed . rr : ; ; - ]2 . C ho ose V IEW , then C USTO M VlfW S~ [C lick ] A DD.
3 . N am e the view , a nd specify o ptio ns. [ C l i c k ! . OK .
Sho wing/Deleting a V iew : r ; : = = : : ; l1 . C ho ose V IEW, then C USTO M V IEW S ~.
2 . Select the view , [C lkk ] SH OW o r DEL ETE.
Defin ing Scenarios ~1 . Cho o se D ATA, th en WHAT -IF ANALYSIS ~,
SCENAR IO MANAGER .
2. [C lic k] A DD . N a me th e sc en ar io , s pe cify w hic h c ells
w ill c ha nge, a nd a dd c om ments. [C lic k] O K.
3 . E nte r v alu es fo r the c ha ng ing c ells .
4 . [C lic k] A DD to define m ore sc ena rio s, o r [C lic k] O K
5 . [C lic k] C L OS E t o c lo se th e S ce na rio M i ln < J ~ e r .
Displaying a Scenar io: r , 'S:H
1. C ho o se D AT A, th en W H AT -IF A NA LY SIS !:4! ,th en SCENARIO MANAGER.
2 . S elec t the scena rio na me a nd [C lick ] S HO W.
3 . W hen finished, [C lic k] C LO SE .
H id in g C o lu m ns , R o ws o r S h ee ts1 . Selec t the co lumns, ro ws o r shee t s to h id e.
2 . C ho ose H OM E, then FORMAT I . ' ~ ; 'J I .' HIDE& UNHIDEthen select an optio n. . ~-
To make the co lumns, row s o r sheets v is ib le a g a in :
1. Sel ec t a n a r ea t ha t i nc lu des th e h idden co lumns o r r ows
F o r shee ts you do n o t n e ed to i a~ j ng spedfic.
2 . Choose HOME, then FORMAT. ' 'I, H IDE &UNH ID E, th en s el ec t a n o p tio n . . _ ; ; . . . . J
D a ta C ons o li dat ionC omb in e v al ue s f rom s ev er al r an ge s u si ng f un ctio n s
su ch a s S UM , A VERAGE , M AX , etc .
I. [C lick] in the to p left co rner o f the a rea w here the
c on so lid ate d r es ults a re to b e r a C e d [ D ata in th is
a re a w il l b e o ve rw r itte n.
2 . C ho o se D AT A, C O NSOL ID AT E J..3 . Specify w hich ca lcula tio n to perfo rm o n the da ta by
c ho o si ng f rom th e FUNCT ION l is t.
4 . !C lic k] th e REFERENCEbox , and se lec t th e f ir s t r ange od ata , m ovin g to a no the r s hee t if n ec ess ar y. T o s e l i 2 < t
c ells fr om a n o pe n w o rk bo o k, u se th e Wlnoowsrrn l
T as kb ar o r c ho o se V IEW, SWITCH W INDOWS l2J.5 . [C lick ] A DD .
6. Select the nex t ra nge o f da ta , and [C lick ] ADD.R ep ea t th is s te p fo r a dd itio na l r an ge s a s r eq uir ed .
7 . [C lick ] C REA TE L IN KS TO S OU RC E D ATA to ha ve
c ha nge s in th e so ur ce r an ges a uto ma tic ally up da te
the c on so lid ate d d ata . [C lic k] O K .
T he r esu lts a re p la ce d in th e p ositio n s pe cifie d in S te p 1
To ma tch da ta in different a reas by headings:
1 . F ollo w steps 1 -6 a s a bo ve, m ak ing sure to include
th e h ea ding s o f th e d ata in yo ur s ele ctio n.
2 . In the sectio n U SE L AB EL S IN , indic ate w hether the
hea dings to ma tch a re in the TO P RO W o r L EFT
C O LU MN . [C lic k] O K .
R es tric tin g C ell E ntry w ith D ataValidation1 . Selec t the ra nge yo u w ish to restric t. I ' ~ 12 . C ho ose DATA, then DATA V AL IDATIO N ~3 . In the S ETIIN GS ta b, specify w hic h va lues to a llo w
in to the c ell b y c ho o sin g th e V AL ID AT IO N C RIT ER IA
4 . IN PU T M ESSAGE ta b (o ptio na l) : sp ec ify a m ess ag e
to a pp ea r w he n a c ell w ith r es tr ic tio ns is s ele cte d.
5 . ER RO R A LER T ta b (o ptio na l): specify a m essa ge to
a ppea r if a n inva lid entry is m ade. [C lic k] O K.
H ig h lig h ti ng In va lid D a taTo cirde cells that fa il va lida tio n rules: 1 - ' : " " ' ; 1 l1 . C ho ose D ATA, then D ATA V AL ID AT IO N .=21 .
th en C IR CL E IN V AL ID D AT A.
c::JWTohidedrdes, c h o o s e DATA, thenOATAVAl lDAllONj -0Ithen CLEAR V AL IDATION CIRCLES. '-'
C ond it iona l Forma tt ing1 . S elec t th e c ells to fo rm at. 1 ' _ . 1 12 . Choose HOME, then COND IT IONALFORMA ll lNG :Q.3 . Select a co nditio na l fo rmatting type, then make a
selec tio n fr om c ommo nly u sed r ules. O r, selec t
N EW R UL E f o r a ll o ptio ns.
• Select the types DATA BA RS, C OL OR SC AL E, o r
IC ON S ET to high lig ht c ells b ase d o n the ir va lue s.
• Fo r more o ptions, such as hiding the da ta and
o nly sho wing da ta ba rs o r ic ons, select a ny
fo rm attin g ty pe , th en M OR E R UL ES .4 . If pro mpted, fill in specific settings, then [C lick] O K.
5 . T o a d d m or e c ond itio ns a nd fo rm ats , r ep ea t step s 1 to 4 .
N ew C onditio na l Fo rma ts:
D a t a B a r s C o l o r S c a l e I c o n s
1 . 1~
2 2;-
3 ) 1 0 1>
1) -
I c o n s &
D a ta B a rs
10 12 - 2
3 3
4 ei 4
T o c lea r c on ditio na l fo rm atting :
1 . Select the cells to be cleared. m2 . Choose HOME, t hen COND IT IONALFORMATT ING~~
C LEAR RULES , t he n s el ec t a n o pti on .
Condi tionalFormatt ing RulesM a n a . g e r1 . ChooseHOME , t hen COND IT IONALFORMATT ING
m,then MANAGE RULES. ~
2 . T o s ee a ll c ond itio na l fo rm atting o n a w o rk she et, se le ct
th e w o rk sh ee t f rom SHOW FORMATT ING RULESFOR.
3 . S el ec t a r ule a n.d 'f~ 1I . ED IT o r D ELETERU LE a s n ee de d,
o r [Click]ti] o r ~ to change the o rder in which
the rules a re app Ie .
4 . C he ck /u n c he ck STOP IF TRUE to p re ve nt f ur th er
c on ditio na l fo rm attin g if th e r ule is a pplie d (o nly
a va ila bl e fo r s om e ty pe s o f c o nd itio na l f or ma ttin g) .
Pro te c ti ng/ Unprotec ti ng Work s hee tsP ro te ctin g a w o rk she et pr eve nts ed itin g o f c ells (un le ss
they a re unlo cked), a nd c an a lso prevent o ther
c omma nd s fr om be in g use d.
• Turn on pro tection by 1 - m lcho osing R EV IEW , P RO TEC T S HEE T . ~_ . S elect
specific a ctio ns to permit. A pa ssw or iSO jliO na L
• To access the pro tected a rea . W i
c ho o se R EV IEW, U N PROTECT SHEET ..,::::J.
To L ock /U nlo ck C ells:
B y d efa ult, a ll c ells a re lo ck ed (pr otec te d) w he n
w o rk she et p ro te ctio n is tur ne d o n. T o lo ck /un lo ck c ells:
1 . S elec t th e c ells w her e u ser s
w ill be a ble to enter da ta . 1 '12 . C ho o se H OME , t he n F ORMA T . . ; J ' . th en LOCKCEL L .
P as sw o rd P ro te ctin g S p ec ific C ells1 . C ho o se R EV IEW, the n
I ~ 'i l i lo w U se rs to E di t R an g e s l
2 . [C lick] N EW.
3 . Enter a TITL E, the (lo cked) cells to pro tect, a nd
RANGE PASSWORD .
4 . To a llo w/deny spec ific users a ccess to mo dify cells:a . [C lic k] P ER MIS SIO N S, the n A DD .
b. Type in a user o r gro up. [Click] C HEC K N AMES.
c. If the na me ma tc hes multiple na mes, select
fro m the presented list. then [C lick] O K.
(N o te: S etting pe rm issio ns fo r n on -lo ca l u ser s
r eq uir es a d om ain c on tr ol le r)
5 . [C lic k] O K tw ic e. [C lic k] O K a ga in if finishe d,
o the rw ise r ep ea t ste ps 2 a nd 3 fo r a dditio na l r ang es.
6 . P ro te ct the w o rk sh ee t (R EV IEW, P RO TECT S HE ET ).
O nc e th e w o rk sh ee t is p ro te cte d, tr yi ng to e dit a p as sw o rd
pro tected cell w ill bring up a pa ssw ord pro mpt. Users
s pe ci fi ca ll y g iv en a c cesspe rm is si o ns w i ll n o t get a p a ssw o rd
d ia lo g b ox . U ser s sp ec ific ally d en ie d a cc ess r eq uir e a
pa ssw o rd to ed it the c ells.
M a c ro sS ho win g th e D ev elo pe r T abMa cro a nd la rtn.c ontro ls a re no t a va ila ble by defa ult.
~~ ~~~:; ~ then EXCEL O PTIONS. Under
P OPUL AR , se le ct S HOW D EV EL O PER T AB IN T HE
RIBBON.
R e co rd in g a M ac ro1 . O pen o r activa te the w orksheet w here yo u w ould
like to perfo rm the steps tha t w ill be reco rded ..
2 . C ho o se D EV EL O PER, the n k J R " c or d ~ .I ac ro I .3. Assign a MACRO N AME. Specify a SH ORTCUT K EY .
4. Specify w here the macro is to be sto red: either TH IS
W OR KBO OK , N EW W ORK BO OK o r the PER SO NAL
M ACRO WOR KBOO K (P er so na l.x lsb ). [C lic k] O K .
The Per so na l Ma cro W orkbo ok is o pened
a uto ma tic ally w hen E xc el sta rts. T o a cc ess m ac ro s
in a regula r w orkboo k, the wo rkboo k must be
o pened. N EW WO RK BO OK crea tes a new w ork bo ok
fo r th e m ac ro .
5 . Perfo rm the steps to be reco rded. N aviga ting the
R ib bo n is n ot r ec o rd ed .
6. When do ne. [C lick] Sto p Macro [2 J i n th e s ta tu s
b ar , o r c ho o se D EV EL O PER, IU S to p R e co rd in g I ·R un nin g a M ac ro• Use the keybo ard sho rtcut. Macro s a ssigned to
menus o r butto ns in previo us versio ns o f Ex cel w ill
be fo und o n a n ADD-IN S ta b. 1 ' - " ' ~ I
C ho o se D EV EL O PER, th en M ACRO S ~ ,S elec t
the ma cro , then [C lick] RU N.
N am in g a M acro• Macro names must begin w ith a letter .
• The name can be up to 255 cha racters in length.
• Do no t use a space o r period, o r !, @, &, $, #.
• Avo id na mes tha t are the same as cell references
(AS40 0, AZ l 00 ) o r restric ted V B keyw ords. L oo k up
k eyw ords in the o nline V isua l B a s k " Help, I " " " " I 'by choos in g DEVELOPER, t hen V ISUAL BAS Ic :. ___J
H ELP, then MICRO SO FT V ISUAL BASIC HELP. '
To rename a macro :
O pen o r a ctiva te the w o rk bo o k c onta ining the 1 - " ' 1 , I
m ac ro a nd c ho o se D EV EL O PER, th en M ACRO S _ _ ...
Select the ma cro a nd [C lick] E DIT. The mo dule is
displa yed. Edit the na me o f the ma cro , sho wn beside
the keyw ord Sub a t the beginning o f the ma cro .
< Alt-Q > c lo ses a nd r etur ns to th e w o rk she et.
A u to m atic M ac ro E x ec utio nName the macro Auto_Open to execute a macro
a uto ma tica lly w hen a w ork bo ok is o pened. O ther
n am es fo r a uto ma tic m ac ro s a re A uto _C lo se,
A uto _A ctiva te , A uto _D ea ctiva te .
Relative v s . A b so lu te R e co rd in gTo r ec or d r ela tive m ovemen ts, c ho o se D EV EL O PER,
then ~ U s e R e la ti ve R e fe re nc e s wh il e r ec o rd in g.
T o r ec er d a bse lu te movement s, I e k kJ th e b utto n a ga in .
R ela tiv e m ov em ents a re r ec or de d a s o ffsets fr om th e
c ur re nt c ell p os itio n, e .g .
ActiveCell.Offset(1,3) .Select
selects the cell o ne do wn and three to the right o f the
c ur re nt c el l.
A bs ol ute m o veme nts , e .g . Range ("A2") .Select
T hi s a lw a ys s ele cts A 2, r eg ar dl es s o f c ur re nt c ell p os iti on .
AsSIgning O the Q u i c k A c c es sToo lba r
1 . [C liC k],a ~- th en E XC EL O P TIO N S, th en C US TOMIZ E.
2. C ho ose MAC RO S in CH OO SE CO MMAN DS FRO M.
3 . S elect the ma cro , then [C lick] ADD .
4 . [Click ] MO DIFY to change the ico n a nd display
na me (to oltip) o f the butto n. [C lick] O K.
M i c ro so ft a n d V i su a l B a s ic a re r eg i s te re d t ra d em a r ks o f M i c ro so ft C o r po ra ti on in t he U n it ed S ta te s a n dl or o th e r c o un tr ie s .
C re atin g a M ac ro W i th o ut R ec or din g1 . C ho ose D EV EL OPER , then V IS UAL BA SIC 1 , . . . , . , I , o
press < Alt-Fll > . . . . . . 1 !
2 . C ho ose IN SERT, MO DU LE , if no ne ex ists a lrea dy.
3 . C ho o se IN SER T, PROCEDURE.
4. Specify the name a nd type o f ma cro , [Click] O K.
5 . Type the steps o f the ma cro .
6 . To return to E xcel, cho ose FIL E, C LO SE AN D
R ETUR N T O M IC RO SO FT E XC EL . o r pr ess < Alt-Q > .
D oc um en tin g a M ac roA dd ex pla na to ry tex t in a m ac ro m od ule b y t yp in g a sing
q uo ta tio n m ar k. fo llo w ed by the e xpla na tio n. T his c an b e
by itself on a line, o r a t the end o f a line co nta ining a
ma cro sta tement. W hen yo u press < Enter> the tex t
displa ys in green, a nd is igno red by the m acro . e.g.
Selection.Font.Bo1d = True 'Bold.c
l_he ~;t~lc.cf:{-~;,:J Cf:'.11s.
C allin g A n oth er M ac roT he M yR ep or t pr oc edu re c alls tw o o the r p ro ced ur es
c al le d G e tD ata a nd P rin tS umma ry :
Sub MyReport ()
GetData
PrintSurrunary
End Sub
If the pro cedure name is no t uniq ue, precede w ith the
modu le n ame , e .g . R epo rtModul e. G etDa ta .
S ettin g M ac ro S ec urity1 . C ho o se D EV EL O PER, the n I r l , - ' - -~=- ' I - ac - ro - s - e - cu - r - i t )
2. C ho ose o ne o f the MACRO SETIIN GS.
C ettin g H elp o n V is ua l B as ic1 . W hile editing a ma cro , pla ce the curso r w ithin the
o bject, metho d, o r pro perty yo u w ould like help w ith
2. Press « Fl >. A help w indo w a ppea rs.
To co py co de fro m the ex ample, select the co de yo
w ish to co py, [R ight Click] o n the selected area a n
cho ose CO PY . When yo u return to the macro
mo dule, pla ce the curso r w here the co de is to be
in se rte d, a nd c ho o se EDIT , PASTE .
C re atin g a F u nc tio n P ro ce du reC re ate a c us tom fu nc ti on f or a f re qu en tly u se d c al cu la tio n
F un cti on p ro c ed ur es b eg in w ith th e k ey wo r d F un ctio n,fo llo wed by the na me o f the functio n, fo llo wed by the
a rg um en ts o f th e f un ctio n i n p ar en th es es .
1. Fo llow steps 1-3 o f C reating a Macro w ithout
Recording.
2. Specify the na me o f the functio n and specify the
type o f ma cro a s FUN CTIO N, then [C lick] O K.
3 . S pe cif y t he c alc ula tio n a nd o p ti on al ly th e a rg um en ts , e .
Function ProfitPercent(Sales, Cost)
ProfitPercent = ((Sales - Cost)
I Cost) * 100
End Function
To return a va lue fro m a functio n, a ssign the va lue
to the func tio n na me.
4 . To r eturn to Ex cel, cho ose FIL E, C LO SE AN D
R ETUR N TO M IC RO SO FT E XC EL , o r pr ess < Alt-Q > .
Functio n ma cro s w ill a ppea r in the U S E R DEFINED
c ateg or y o f th e F un ctio n W iz ar d 1 j' . 1(FORMULAS, INSERT FUNCTION .'X J .
