Excel 2010: Level 1 - WWP 2007-10 - Level 3 Course Book(2... · WWP Learning and Development Ltd...

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MICROSOFT EXCEL VERSIONS 2007 & 2010

LEVEL 3

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NOTE

Unless otherwise stated, screenshots in this book were taken using Excel 2007 with a silver colour scheme and running on Windows XP. There may, therefore, be minor visual differences if you are using a different colour scheme, using Excel 2010, or if you are running on a different version of Windows.

Separate screenshots and instructions are given where there is a significant difference between the versions or the operating systems.

In all other cases concepts, discussions, procedures and functionality are the same.

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CONTENTS

NOTE ................................................................................................................................................................2

CONTENTS .....................................................................................................................................................3

LESSON 1 - USING LOOKUP, LOGICAL AND ROUND FUNCTIONS ..........................................1

Concepts and Terms ....................................................................................................................................2 Using The Vlookup Function .....................................................................................................................2 Using The Hlookup Function ....................................................................................................................4 Using The If Function..................................................................................................................................6 Using Nested If Functions ..........................................................................................................................8 Using The Iserror Function ........................................................................................................................8 Using An And Condition With If ............................................................................................................10 Using An “Or” Condition With If ...........................................................................................................11 Using The Round Function ......................................................................................................................12 Limiting The Precision Of Numbers .......................................................................................................13 Exercise .......................................................................................................................................................15

Using advanced functions in a workbook. ............................................................................................................... 15

LESSON 2 - USING AUDITING TOOLS................................................................................................17

Concepts and Terms ..................................................................................................................................18 Displaying/Removing Dependency Arrows ........................................................................................18 Displaying/Removing Precedent Arrows .............................................................................................20 Using The Trace Error Button ..................................................................................................................21 Tracing Cells Causing Errors ...................................................................................................................23 Using The Error Checking Button ...........................................................................................................24 Using The Evaluate Formula Button ......................................................................................................25 Using The Watch Window .......................................................................................................................26 Exercise .......................................................................................................................................................28

Use the Excel Auditing tools. .................................................................................................................................. 28

LESSON 3 - WORKING WITH OUTLINES ...........................................................................................29

Concepts and Terms ..................................................................................................................................30 Modifying Outline Settings ......................................................................................................................30 Collapsing And Expanding An Outline .................................................................................................31 Clearing An Outline ..................................................................................................................................32 Exercise .......................................................................................................................................................34

Apply and use an outline. ........................................................................................................................................ 34

LESSON 4 - CONSOLIDATING WORKSHEETS .................................................................................35

Concepts and Terms ..................................................................................................................................36 Consolidating By Category ......................................................................................................................36 Consolidating By Position ........................................................................................................................38 Exercise .......................................................................................................................................................40

Consolidate data from several worksheets by position and category. ....................................................................... 40

LESSON 5 - USING DATA VALIDATION AND SUB TOTALS ......................................................41

Concepts and Terms ..................................................................................................................................42 Validating Data By Using a List ..............................................................................................................43 Validation Error Messages .......................................................................................................................44 Subtotals ......................................................................................................................................................46 Exercise .......................................................................................................................................................48

Microsoft Excel 2007/2010 - Level 3 Contents

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Work with data validation and subtotals ................................................................................................................. 48

LESSON 6 - CONDITIONAL FORMATS ...............................................................................................49

Concepts and Terms ..................................................................................................................................50 Creating a Custom Format .......................................................................................................................54 Exercise .......................................................................................................................................................56

Use conditional formatting and custom formats in a worksheet. ............................................................................. 56

LESSON 7 - WORKING WITH COMMENTS .......................................................................................57

Concepts and Terms ..................................................................................................................................58 Viewing Comments ...................................................................................................................................59 Using The Reviewing Group ...................................................................................................................59 printing comments ....................................................................................................................................60 Responding To Discussion Comments ...................................................................................................61 Exercise .......................................................................................................................................................64

Work with comments. .............................................................................................................................................. 64

LESSON 8 - USING WORKSHEET PROTECTION ..............................................................................65

Concepts and Terms ..................................................................................................................................66 Protecting A Worksheet ............................................................................................................................66 Creating Allow-Editing Ranges ...............................................................................................................68 Removing Allow-Editing Ranges ............................................................................................................69 Protecting Workbooks ..............................................................................................................................70 Assigning A Password ..............................................................................................................................71 Setting Manual Calculation ......................................................................................................................73 Using The Document Recovery Pane .....................................................................................................75 Exercise .......................................................................................................................................................76

Use worksheet protection. ........................................................................................................................................ 76

LESSON 9 - PIVOT TABLES......................................................................................................................77

Concepts and Terms ..................................................................................................................................78 Adding PivotTable Fields .........................................................................................................................80 Selecting A Report Filter Item ..................................................................................................................83 PivotTable Report Slicer (Excel 2010 Only)............................................................................................84 Refreshing A PivotTable Report ..............................................................................................................85 Changing The Field Summary Function ................................................................................................86 Adding Or Removing Fields In A PivotTable .......................................................................................87 Hiding/Unhiding PivotTable Items .......................................................................................................88 Creating Report Filter Pages ....................................................................................................................89 Formatting A PivotTable Report .............................................................................................................90 Creating A PivotChart Report .................................................................................................................92 Modifying A PivotChart Report ..............................................................................................................93 Saving a PivotTable for Publishing on the Web ....................................................................................94 Exercise .......................................................................................................................................................96

Create and revise PivotTable reports. ...................................................................................................................... 96

LESSON 10 - ADVANCED FILTERS AND DATABASE FUNCTIONS ...........................................97

Concepts and Terms ..................................................................................................................................98 Using Comparison Criteria ......................................................................................................................99 Using an Advanced “And” Condition Filter .......................................................................................100 Using an Advanced “Or” Condition ....................................................................................................101 Copying Filtered Records .......................................................................................................................102 Using Database Functions ......................................................................................................................103 Exercise .....................................................................................................................................................106

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Work with advanced filters. ................................................................................................................................... 106

APPENDIX A – WORKING WITH VIEWS ..........................................................................................107

Concepts and Terms ................................................................................................................................108 Creating A Custom View .......................................................................................................................109 Displaying A View ..................................................................................................................................109 Deleting A Custom View ........................................................................................................................110 Exercise .....................................................................................................................................................111

Work with views. ................................................................................................................................................... 111

INDEX ...........................................................................................................................................................112

LESSON 1 - USING LOOKUP, LOGICAL AND ROUND FUNCTIONS

In this lesson, you will learn how to:

• Use the VLOOKUP function

• Use the HLOOKUP function

• Use the IF function

• Use nested IF functions

• Use the ISERROR function

• Use an AND condition with IF

• Use an OR condition with IF

• Use the ROUND function

• Limit the precision of numbers

Microsoft Excel 2007/2010 - Level 3 Using Logical, Lookup and Rounding Functions


CONCEPTS AND TERMS

Discussion Lookup functions are used in Excel to retrieve information from a data list or table.

Before you can use a lookup function, you must create the lookup table elsewhere in the workbook and enter the desired data. This table must be sorted in ascending order.

There are two lookup functions: vertical and horizontal. The VLOOKUP function expects the lookup value to be in the first column.

The HLOOKUP function expects the lookup value to be in the first row. The remaining arguments in the lookup function specify the location of the table of information and the column in which to find the matching value.

USING THE VLOOKUP FUNCTION

Discussion The VLOOKUP function consists of three required arguments, in the following order: lookup value, table array, and column index number. The lookup value is the value for which you want to find matching data and must appear in the first column of the lookup table; it can be a value, a text string, or a cell reference. The table array is the name or address of the lookup table. The column index number is the number of columns Excel must count over to find the matching value.

The VLOOKUP function also has an optional fourth argument, range lookup, which can be either TRUE or FALSE. If the range lookup argument is FALSE, VLOOKUP will find only exact matches. If the range lookup argument is TRUE, or if a range lookup argument is not entered, VLOOKUP can find approximate matches. In this case, the lookup table must be sorted in ascending order by the first column in it; otherwise VLOOKUP may not return the correct value.

If the range lookup argument is TRUE or omitted and the lookup value does not appear in the first column of the lookup table, but falls between two values in it, Excel will use the lower of the two values. If the lookup value is smaller than any value in the first column of the lookup table, Excel returns an error message.

You might want to use the lookup table shown below and a column index number of 2 to look up the percent of commission to be paid to a salesperson, based on various sales levels. If the sales figure you want to look up is 6000, the commission would be 6%; Excel finds the lookup value (6000) in the first column and returns the value in the second column of the same table.

A B

1 SALES COMMISSION

2 1000 1%

3 2000 2%



4 3000 3%

5 4000 4%

6 5000 5%

7 6000 6%

8 7000 7%

9 8000 8%

Procedure 1. To use a VLOOKUP function, first create a data range in which the leftmost column

contains a unique value in each row.

2. Click in the cell where you want to place the function.

3. Click on the Formulas tab,

4. In the Function Library group, click on the Insert Function button.

5. In the Insert function dialog box, locate Lookup & Reference category in the Or select a category: box.

6. Click on Vlookup.

7. Click on the OK button.

8. In the Function Arguments dialog box, click in the Lookup value box.

9. Select the cell containing the value you want to look up.

10. In the Table_Array box, select, or type the name or address of the lookup table.

11. In the Col_Index_Num box, enter the column index number to indicate which column of the table to use.




USING THE HLOOKUP FUNCTION

Discussion The HLOOKUP function consists of three required arguments, in the following order: lookup value, table array, and row index number. The lookup value is the value for which you want to find matching data and must appear in the top row of the lookup table; it can be a value, a text string, or a cell reference. The table array is the name or address of the lookup table. The row index number is the number of rows Excel must count down to find the matching value.

You might want to use the lookup table shown below and a row index number of 2 to look up the percent of commission to be paid to a salesperson, based on various sales levels. For example, if the sales figure you want to look up is 6000, the commission would be 6%; Excel finds the lookup value (6000) in the top row and returns the value in the second row of the same column.

A B C D E F G H

1 1000 2000 3000 4000 5000 6000 7000 8000



2 1% 2% 3% 4% 5% 6% 7% 8%

The HLOOKUP function also has an optional fourth argument, range lookup, which can be either TRUE or FALSE. If the range lookup argument is FALSE, HLOOKUP will find only exact matches. If the range lookup argument is TRUE, or if a range lookup argument is not entered, HLOOKUP can find approximate matches. In this case, the lookup table must be sorted in ascending order by its top row; otherwise, HLOOKUP may not return the correct value.

If the range lookup argument is TRUE or omitted and the lookup value does not appear in the top row of the lookup table, but falls between two values in it, Excel uses the lower of the two values. If the lookup value is smaller than any value in the top row of the lookup table, Excel returns an error message.

Procedure 1. To use the HLOOKUP function, first create a data range in which the uppermost

row contains a unique value in each row.

Click the cell where you want to place the function and click on the Insert Function button.

In the Insert function dialog box, locate Lookup & Reference category in the Or select a category: box.

Click on Hlookup and click on the OK button.

In the Function Arguments dialog box, click in the Lookup value box.

Select the cell containing the value you want to look up.

In the Table_Array box, select (use the Use in Formula button), or type the name or address of the lookup table.

In the Row_Index_Num box, enter the row index number to indicate which row of the table to use.

Click on the OK button.



USING THE IF FUNCTION

Discussion Logical functions make decisions based on criteria. If the criteria evaluate to true, one action is taken; if the criteria evaluate to false, a different action is taken.

You can also use the IF function to display text as a result of a logical test, but you must enclose the text you want to display in quotation marks.

The syntax of an IF function is:

=IF(logical test,value if true,value if false)

The function arguments are described in the following table:

Component Description

logical test The test condition. It can contain cell references, text in quotes, cell names, and numbers. The items are compared using the following



comparison operators: = equal to <> not equal to > greater than >= greater than or equal to < less than <= less than or equal to

value if true The desired result if the logical test is true. It can be a number, formula, cell reference, cell name, text in quotes, or another function.

value if false The desired result if the logical test is false. It can be a number, formula, cell reference, cell name, text in quotes, or another function.

Some examples of the IF function are listed in the following table:

IF Function Result

=IF(B7>10,C7*.1,0) If the number in cell B7 is greater than 10, multiply the number in cell C7 by .1; otherwise, return the number 0

=IF(B7<=10,C7*.1,D7*.1) If the number in cell B7 is less than or equal to 10, multiply the number in cell C7 by .1; otherwise, multiply the number in cell D7 by .1

=IF(B7<>10,"GOOD","") If the number in cell B7 is not equal to 10, enter the text GOOD in the current cell; otherwise, leave the cell blank

=IF(B7="BONUS",C7+1000,C7) If cell B7 contains the text BONUS, add 1000 to the number in cell C7; otherwise, enter the contents of cell C7

Procedure 1. To use an IF function, first select the cell where the result is to be displayed.

2. Click on the Formulas tab.

3. In the Function Library, click on the Insert Function button.

4. In the Insert function dialog box, locate the Logical category in the Or select a category: box.

5. Click on IF and click on the OK button.

6. In the Logical_test box type the test, eg. G2>1000

7. In the Value_if_true box, type the action to be taken if the logical test is true, eg. G2*5%

8. In the Value_if_false box, type the action to be taken if the logical test is false, eg. G2*2.5%

9. The formula result is shown.




USING NESTED IF FUNCTIONS

Discussion You can use an IF function within another IF function to create a nested IF function. A nested IF function allows you to test for a second condition if the first condition is found false. For example, an IF function could test whether or not a number is equal to 1. If false, another IF function within the first could test whether or not the number is equal to 2.

The syntax of a nested IF function is:

=IF(logical test,value if true,IF(logical test,value if true,value if false))

You can create up to sixty-four nested IF functions within an IF function.

USING THE ISERROR FUNCTION

Discussion Depending upon the circumstances, a function may return an error message instead of performing the desired calculation. For instance, a function that averages a range will return a #DIV/0! error message if the range contains no data. The ISERROR function is commonly used within an IF function to handle errors messages returned by a formula.



The ISERROR function tests TRUE if any of the following error messages are returned by a formula: #N/A, #VALUE, #REF, #DIV/0!, #NUM, #NAME?, or #NULL. It tests FALSE if anything other than an error message is returned.

The ISERR function is similar to the ISERROR function, except that it does not respond to the error value #N/A.

The following table lists the Excel error messages and their meanings.

Error Message Meaning

#DIV/0!

Meaning that a formula is trying to divide by zero (includes blank cells).

#N/A

Stands for "No value is available". This error value can help to make sure that a blank cell is not accidentally referred to. If there are cells on the worksheet that should contain data which is not yet available, #N/A may be entered in those cells. Formulae referring to those cells will return #N/A instead of calculating a value.

#NAME?

This value appears when:

any name (or function) is used which is not recognized by Excel.

a name is misspelled

a function is misspelled

text is entered without double quotation marks in the formula

a colon is omitted in a range reference.

#NULL!

error value meaning an intersection of two areas has been chosen which do not intersect.

#NUM! indicates a problem with a number which is unacceptable.

#REF! Appears when a cell is referred to which is not valid such as a remote reference to an application which is not running or due to a cell being deleted which other formulae refer to.

#VALUE!

Occurs when the wrong type of argument or operand is used. Examples include: entering text where a number or logical value is required; supplying a range to an operator or function which requires a single value when no cell in the range is in the same row or column as the cell containing the formula or function.

The syntax of these functions is as follows, where (value) is a cell reference or range name:

ISERROR(value) ISERR(value)



Procedure 1. First click on the cell in which you want the result of the IF function to appear.

2. Type =if and an open parenthesis ( ( ).

3. Type the ISERROR function as the logical test of the AVERAGE function.

4. Type a comma ( , ).

5. Type the action to be taken if the ISERROR function is true.


7. Type the action to be taken if the ISERROR function is false.

8. Type a closing parenthesis ()).

9. Press the [Enter] key.

USING AN AND CONDITION WITH IF

Discussion You can use AND conditions to test multiple criteria in IF functions.

For example, you may want to give a salesperson a £500 bonus if he or she produces £10,000 in sales and has at least five years experience. This example represents an AND condition.

When used in an IF function, an AND condition returns a TRUE value if both arguments are true and a FALSE value if either argument is false.

The syntax of an AND condition is:

=IF(AND(logical test1,logical test2),value if true,value if false)

Procedure 1. To nest an AND function within an IF function, first select the cell in which you

want the result of the function to appear.




3. Type the AND condition.


5. Type the action to be taken if both conditions are true.


7. Type the action to be taken if either condition is false.

8. Type a closing parenthesis ( ) ).


USING AN “OR” CONDITION WITH IF

Discussion You can use OR conditions to test multiple criteria in IF functions. For example, you may want to give a salesperson a £500 bonus if he or she produces £10,000 in sales or if he or she has at least five years experience. This example represents an OR condition.

When used in an IF function, the OR condition returns a TRUE value if either argument is true and a FALSE value if both arguments are false.

The syntax of an OR condition is:

=IF(OR(logical test1,logical test2),value if true,value if false)

Procedure 1. To nest an OR function within an IF function, first select the cell in which you want

the result of the function to appear.


3. Type the OR condition.


5. Type the action to be taken if either of the conditions are true.


7. Type the action to be taken if both conditions are false.

8. Type a closing parenthesis ( ) ).




USING THE ROUND FUNCTION

Discussion When you enter a number into an Excel worksheet, Excel can store it with up to 15 digits. Although you can format numbers so that Excel rounds off extra decimal places, Excel uses all decimal places in calculations. This feature can lead to some calculations appearing incorrect.

Rounding a number is different than formatting a number. When you round a number to a certain number of decimal places, the extra decimal places are removed and all calculations are performed using the rounded value.

The ROUND function includes the following two arguments:

= ROUND(number,number of digits)

The number argument can be a value or a cell address. The number of digits argument determines the precision of the rounded number.

Some examples of the ROUND function are listed in the following table:

ROUND function Cell displays

=ROUND(4567.4567,1) 4567.5 (one decimal place)

=ROUND(4567.4567,2) 4567.46 (two decimal places)

=ROUND(4567.4567,0) 4567 (no decimal places)

=ROUND(4567.4567,-1) 4570 (rounds to the nearest ten)

=ROUND(B7,2) The value in cell B7 rounded to two decimal places

=ROUND(B7*.1,2) The result of the number in cell B7 times .1, rounded to two decimal places



Procedure 1. Select the cell in which you want the result of the ROUND function to appear.

2. Type =round and an open parenthesis ( ( ).

3. Type the value, formula, cell address, or function you want to round, followed by a comma (,).

4. Type the desired number of decimal places.

5. Type the closing parenthesis ( ) ).


LIMITING THE PRECISION OF NUMBERS

Discussion In order to calculate a worksheet using the numbers as they are displayed, you can limit the precision of formatted numbers. Limiting the precision changes the actual values in the worksheet to their formatted versions. For example, if a cell containing an actual value of 123.4567 is formatted with no decimal places, only 123 will display. In a calculation, however, Excel will still use 123.4567 (the entire number, including all decimal places). If you limit the precision of the cell to the formatted value, Excel will use only the formatted value (123) in calculations and will actually remove all decimal places in the stored number. Limiting precision cannot be undone.

Procedure 1. To limit the precision of numbers, click on the Office button (Excel 2007) or the File

tab (Excel 2010).

2. Click on the Excel Options button (Excel 2007) or Options (Excel 2010).

3. In the left hand pane, click on Advanced.

4. In the When calculating this workbook: section put a check in the check box for Set precision as displayed.






EXERCISE

Using advanced functions in a workbook.

1. Open Functex.

2. Display the Hours worksheet, if necessary.

3. Select cell F6 and use the VLOOKUP function to calculate the pay rate for full-time, part-time, or overtime work, according to job type. (Hint: The lookup value is the Job Type in C6, the lookup table is named table, and the column index number is the Type of Time in E6.)

4. Copy the formula to the range F7:F12.

5. Display the Sales-Previous worksheet.

6. Customers get free shipping if their average sales are more than 20,000. In cell I5, use an IF function to test the average sales. If the average sales (H5) are greater than or equal to 20,000, Yes should appear in the cell; otherwise, No should appear in the cell. (Hint: Do not add a comma in 20000.)

7. Copy the formula to the range I6:I13.

8. The customer discount depends on the customer status. In cell J5, use a nested IF function to determine the correct discount for each customer according to the following table. (Hint: Test to see if the status in cell B5 is a 1, 2, or 3; otherwise, a discount of 10% is entered.)

Status Discount 1 0% 2 5% 3 7.5% 4 10%

9. Copy the formula to the range J6:J13.

10. A customer status of 2 or 4 indicates a long-standing, good credit history and the customer credit limit should be raised by 5%; all other credit limits will remain the same. In cell K5, use an OR condition in an IF function to display which customers should have their credit limits raised. Display 5% or 0% in the cells accordingly.

11. Copy the formula in cell K5 to K6:K13.

12. Display the Sales-Current worksheet.

13. In cell C16, use an ISERROR function in an IF function to change the #DIV/0! message to No data. Copy the formula to the range D16:F16.

14. Display the Commissions worksheet.

15. Use the ROUND function to round the results of the commission formula in cell C5 to two decimal places. (Hint: Modify the existing formula in C5.) Then, copy the formula to the range C6:C13.



16. Format the numbers in the range B5:B13 so that no decimal places appear.

17. Limit the precision of numbers. Notice that the values in C5:C13 change accordingly.

18. Close the workbook without saving it.

LESSON 2 - USING AUDITING TOOLS


• Display the Formula Auditing toolbar

• Display/Remove dependent arrows

• Display/Remove precedent arrows

• Remove all tracer arrows

• Use the Trace Error button

• Trace cells causing errors

• Use the Error Checking button

• Use the Evaluate Formula button

• Use the Watch Window

Microsoft Excel 2007/2010 - Level 3 Using Auditing Tools


CONCEPTS AND TERMS

Discussion In a large, complex, worksheet, it can be somewhat difficult to determine the relationships involved in some formulas.

The auditing tools assist you to determine these relationships by using a system of arrows to show which cells are involved in which formulas.

The arrows indicate cells that provide data to the formulas, such cells being known as Precedents.

The arrows can also be used to indicate which formulas refer to a cell. These are called Dependents.

Error checking allows you to trace errors, including removing circular references, a condition which occurs when a formula refers back to its own cell.

The Watch Window makes it convenient to inspect, audit, or confirm formula calculations and results in large worksheets. It keeps track of cells and their formulas while you make changes to a worksheet.

Procedure 1. To view the auditing tools, click on the Formulas tab.

2. The auditing tools are contained in the Formula auditing group.

3. To view the auditing tools, click on the Formulas tab.

4. The auditing tools are contained in the Formula auditing group.

DISPLAYING/REMOVING DEPENDENCY ARROWS

Discussion You can locate all formulas that reference a specific cell. Cells that reference data in another cell are called the dependents of that cell. If a cell is referenced by multiple formulas, it has multiple dependents; if a cell is referenced by only one formula, it has only one dependent.



Excel displays dependent cells with blue tracer arrows that lead from the active cell to each dependent. If a formula contains an error, the tracer arrows are red. If the dependent cell is on a different worksheet, a black arrow points to a worksheet symbol.

Once dependent tracer arrows are displayed, each subsequent click of the Trace Dependents button displays additional dependent levels.

Double-clicking on the cell at one end of an arrow will select the cell at the other end.

You can use the Remove Arrows buttons to remove tracer arrows from the display. Tracer arrows are removed one level at a time for both dependency and precedents, unless you use the Remove Arrows button which will remove all arrows.

Procedure 1. To display, and remove, dependent arrows, first click on the cell that has

dependents you wish to view.


3. In the Formula Auditing group, click on the Trace Dependents button.

4. Click on the Trace Dependents button again to view additional dependent levels as applicable.

5. Click on the Remove Arrows pull down arrow.

6. Click on the Remove Dependent Arrows button as many times as necessary to hide all dependent levels.

7. Alternatively, clicking on the Remove Arrows button will remove all dependent arrows.



DISPLAYING/REMOVING PRECEDENT ARROWS

Discussion You can locate all the cells to which a formula refers. These cells are called the precedents of the cell containing the formula. You can display all the precedent cells of the active cell.

Excel displays precedent cells with blue tracer arrows that lead from each precedent cell to the active cell. If a formula contains an error, a red tracer arrow indicates the precedent cell that is the direct cause of the error. If a precedent cell is on a different worksheet, a black arrow points to a worksheet symbol.

You can display direct precedents or precedents at all levels.

Once precedent cells are displayed, each subsequent click of the Trace Precedents button displays additional precedent levels.

Double-clicking on the cell at one end of an arrow will select the cell at the other end.

You can use the Remove Precedent Arrows button to hide precedent cells from the display. The tracer arrows are removed one level at a time.

Procedure 1. To display, and remove, precedent arrows, first click on the cell that has precedents

you wish to view.


3. In the Formula Auditing group, click on the Trace Precedents button.

4. Click on the Trace Precedents button again to view additional dependent levels as applicable.

5. Click on the Remove Arrows pull down arrow.

6. Click on the Remove Precedent Arrows button as many times as necessary to hide all dependent levels.

7. Alternatively, clicking on the Remove Arrows button will remove all dependent arrows.



USING THE TRACE ERROR BUTTON

Discussion Excel provides automatic error checking smart tags to help you correct errors in formulas. These predefined formula errors are determined by rules designed to find formulas with common mistakes. These rules are described in the following table.

Rules Description

Evaluates to an error value The formula syntax appears to be incorrect

Text date with 2 digit year A two-digit year could be computed in the wrong century

Number stored as text Numbers formatted as text may sort improperly

Inconsistent formula in region The formula does not match the reference sequence of adjacent formulas

Formulas omits cells in region The formula does not contain the entire range of cells to be calculated

Unlocked cells containing formulas

The formulas in unlocked cells can be inadvertently changed



Formulas referring to empty cells The formula references empty cells

Every cell containing an incorrect formula is earmarked with a comment marker in its top, left corner.

When you select a cell with a formula error, the Trace Error button appears.

Pointing to the Trace Error button displays a ScreenTip that describes the identified error. Clicking the Trace Error button displays an explanation of the detected error, as well as a list of commands that allow you to ask for help in correcting the error, view the calculation steps, ignore the error, edit the error, or display the Error Checking options dialog box.

Procedure 1. To review and correct errors, click on a cell that contains a small coloured triangle

in the upper left corner.

2. Click on the Error Smart Tag button.

3. The top message indicates the type of error.

4. Click on one of the troubleshooting options.

5. Clicking on Show Calculation Steps… will open the Evaluate Formula box.

6. Clicking on Error Checking Options … will open the Excel Options where you can decide which options should be used.



Procedure 1. To set the error checking options, click on the Office button.

2. Click on the Excel Options button.

3. In the left pane, click on Formulas.

4. Click on the Enable background error-checking check box.

5. Select the error checking rules check boxes that you wish to use.


TRACING CELLS CAUSING ERRORS

Discussion If a formula results in an error message, you can determine whether the error is the result of an error in the formula itself or of an error in a precedent formula.

When you trace errors, red tracer arrows indicate formulas that are in error. You can then examine and determine which cells are causing the problem. If the error is not caused by an error in another formula, but is the result of an error in the active cell, only blue arrows will appear. You can then examine the active cell to determine whether the values or the formula itself are causing the problem.

Procedure 1. To trace an error, click on the cell containing the error.

2. In the Formula Auditing group, click on the Trace Error button arrow.

3. Red tracer arrows indicate the cells containing errors.



USING THE ERROR CHECKING BUTTON

Discussion The Error Checking button in the Formula Auditing group helps you locate cells that contain one of several predefined formula errors. An error check identifies errors based on rules designed to find formulas with common mistakes.

The Error Checking button is an efficient method of checking the entire worksheet for errors. The error check begins at the current cell and steps from one incorrect cell to the next. The information in the Error Checking dialog box changes, depending on the type of error encountered.

You can automatically correct the formula error, ask for help in correcting the error, ignore the error, or edit the error. You are notified when all errors in the worksheet have been corrected.

Procedure 1. To locate cells containing errors, click on the Error Checking button in the Formula

Auditing group.

2. In the Error Checking dialog box, select the desired button.

3. Continue correcting errors in the worksheet, using the Next button to move to the next cell with an error (Excel will move to the next problem cell when you have corrected an error).

4. To manually correct an error, select the Edit in Formula Bar button.

5. Correct as required, then click on the Resume button.

6. When Excel notifies you that the error check is complete, click on the OK button.



USING THE EVALUATE FORMULA BUTTON

Discussion The Evaluate Formula Button In the Formula Auditing group allows you to evaluate each expression in a formula before and after it is calculated. The Evaluate button steps through each expression in the formula, displaying its result within the formula itself.

The Step In and Step Out buttons allow you to step through nested formulas by displaying the selected expression in a separate evaluation box. To proceed to the next expression in the original formula, you must then step out of each nested expression until only one evaluation box remains. When you have finished evaluating all the expressions, you can click the Evaluate button once more to display the result of the formula.

Procedure 1. To use the Evaluate Formula facility, first select the cell with the formula result you

want to check.

2. Click on the Evaluate Formula button in the Formula Auditing group.

3. In the Evaluate Formula dialog box, click on Evaluate to see the result of the underlined expression.



4. (Use Step In and Step Out buttons to evaluate nested expressions.)

5. Use the Restart button if you wish to check the expression again.

6. When finished click on the Close button.

USING THE WATCH WINDOW

Discussion The Watch Window Keeps Track of cells and their formulas as you make changes to a worksheet. You can use the Watch Window to view one or more ranges of cells in one convenient location.

The Watch Window can be used to select and display cells containing any type of data. It displays the location and content of cells in columnar rather than spreadsheet format, making it easier to view cells that do not appear in the worksheet window.

The Watch Window can help you keep track of how your current changes affect related cells in another area of the same worksheet or in a different worksheet. To add cells from another workbook to the Watch Window, that workbook must be open.



Procedure 1. To display the Watch Window, click on the Watch Window button in the Formula

Auditing group.

2. Select the cell(s) you want to watch.

3. Click on the Add Watch button in the Watch Window dialog box.

4. In the Add Watch dialog box, click on the Add button.

5. To remove cells from the Watch Window, ensure the Watch Window is open.

6. Select the cell(s) you want to delete. (Use the [Ctrl] key to select multiple cells.)

7. Click on the Delete Watch button.

If necessary, expand the Watch Window to display all the information in it. Notice that complete formulas and their results appear.



EXERCISE

Use the Excel Auditing tools.

1. Open Comm21.

2. Display the Bonuses worksheet, if necessary.

3. Display the Formula Auditing group.

4. Display all dependent cells for cell E8. Then, hide one level of tracer arrows.

5. Display all precedent cells for cell I14. Then, hide one level of tracer arrows.

6. Hide all displayed tracer arrows.

7. Select cell F14, which contains an error. Use the Trace Error button on the Formula Auditing toolbar to display its tracer arrows. Notice that the error is caused by an error in the formula in cell F9.

8. Select cell F9 and correct the formula to =E9/$E$14.

9. Copy the formula in cell F9 to the range F10:F13 to correct all the formulas.

10. Select the Checking worksheet. Select cell B14 and use the Trace Error button to correct the formula error in it. (Hint: Select the option to update the formula to include cells B12 and B13.)

11. Use the Error Checking tool on the Formula Auditing toolbar to correct the errors in cells B4, B5, E11, and D14. Ignore the error in F14.

12. Evaluate all expressions in the formula in cell I8.

13. Add cells I8:I13 to the Watch Window.

14. Select cell C14 and add it to the Watch Window.

15. Delete all cells from the Watch Window and then close the Watch Window.


LESSON 3 - WORKING WITH OUTLINES


• Apply an outline

• Collapse/Expand an outline

• Modify outline settings

• Clear an outline

• Use Auto Outline

Microsoft Excel 2007/2010 - Level 3 Working with Outlines


CONCEPTS AND TERMS

Discussion Outlines divide a worksheet into logical units or levels, making a large, comprehensive worksheet easier to understand

You can use outline levels to group similar information together. Then, you can collapse and expand the outline to control the level of detail that appears. An outline can have up to eight levels of detail.

Outlines allow you to see the relationships between detail data and summary data and provide a convenient way to display summary data.

Procedure 1. To apply an outline, first select the rows or columns that contain the detail data.

2. Click on the Data tab.

3. In the Outline group, click on the Group arrow.

4. Click on AutoOutline.

5. To apply an outline, first select the rows or columns that contain the detail data.


7. In the Outline group, click on the Group arrow.

8. Click on AutoOutline.

MODIFYING OUTLINE SETTINGS

Discussion Excel automatically applies a default outline in either rows or columns. You can specify which way the grouping is to be set by modifying the Outline settings.



Procedure 1. To modify the outline, first remove any existing Grouping/AutoOutline otherwise

you will have both row and column outlines.

2. Select the data for the grouping you intend to apply.

3. In the Outline group, click on the Group arrow and select Group…

4. In the Group dialog box, select the option you require.


COLLAPSING AND EXPANDING AN OUTLINE

Discussion Once you have grouped rows and/or columns into an outline, you can then collapse and expand the outline levels. Collapsing a level hides the detail data for that level. Expanding a level displays the detail data for that level.

You can also use the row and column level outline symbols at the top left corner of the worksheet to expand and collapse an outline. The symbols represent the number of outline levels you want to display. For example, you can click the 1 to display only the data on level 1, the highest level. When you click the 2, the data on both levels 1 and 2 appears.

Procedure To collapse an outline level,

Click the hide detail outline symbol (-). To expand an outline,

1. Click the show detail outline symbol (+).

2. You can also use the buttons in the Outline group to collapse and expand outlines.



CLEARING AN OUTLINE

Discussion You can remove all outline levels to clear an outline from a worksheet. Although all the data remains on the worksheet, the distinctions between detail and summary data are removed.

You can clear specific parts of an outline by selecting the grouped rows or columns and ungrouping them. This action moves the rows or columns to the next highest level. If you want to clear the entire outline, do not select any cells.

If you clear an outline by mistake, you must recreate it. You cannot use the Undo feature to reverse the action.

Procedure 1. To clear an outline from the worksheet, click on the Data tab.

2. In the Outline group, click on the Group button arrow.

3. From the list, select Clear Outline.

4. To clear an outline from the worksheet, click on the Data tab.

5. In the Outline group, click on the Group button arrow.

6. From the list, select Clear Outline.





EXERCISE

Apply and use an outline.

1. Open Region19.

2. Go to the Expenses worksheet, if necessary.

3. Select columns B through D and apply an outline to the columns.

4. Select rows 5 through 8 and apply an outline to the rows.

5. Collapse and expand the outline.

6. Display the Regional Sales worksheet.

7. Use Auto Outline to create an outline automatically.

8. Display outline level 1 for both rows and columns. Expand the column outline to display levels 1 and 2.

9. Clear the outline.


LESSON 4 - CONSOLIDATING WORKSHEETS


• Consolidate worksheets

• Consolidate by category

• Consolidate by position

Microsoft Excel 2007/2010 - Level 3 Consolidating Worksheets


CONCEPTS AND TERMS

Discussion You can consolidate data from several worksheets into a single worksheet or from many different workbooks into a single workbook. For example, if you record sales data on several different worksheets, you can quickly consolidate the sum of all the data into a single worksheet.

To consolidate data, you must first select the range where you want to display the consolidated information (the consolidation table). The consolidation table can be on the same worksheet as the source data, in a separate worksheet, or even in a separate workbook. You must then select each range from which you want to consolidate information (the data sources). You must also select the desired summary function; Excel provides eleven different summary functions, including Sum, Count, and Average.

The source data can be copied or linked to the consolidation table. If the source data is linked to the consolidation table, the consolidation table will be automatically updated each time the source data changes.

When Excel consolidates data, a row is added to the consolidation table for each source range. Although these rows are collapsed by default, you can expand them to view the source data.

CONSOLIDATING BY CATEGORY

Discussion You can consolidate information based on categories. This method is useful when the column or row headings are the same for all the data you want to consolidate, but are positioned differently in each source area.

When you consolidate by category, Excel matches the column or row labels to consolidate the data. Consequently, you must select the column and/or row headings in the consolidation table, as well as in all source areas.

A source area can contain categories of information not included in the consolidation table. Excel will only extract source information from categories that appear in the consolidation table.

When you consolidate by category, the labels across each category must be identical; if any one label is misspelled or capitalized differently, that data will not be consolidated.

Procedure 1. To consolidate data from other worksheets or workbooks, first open all the

workbooks that contain the data you intend to consolidate.

2. The column headings are identical in all worksheets.

3. Select the range for the consolidation table.




5. In the Data Tools group, click on Consolidate.

6. In the Function: list, choose Sum.

7. Select the Top row option under Use labels in.

8. Select the Left column option under Use labels in.

9. Select the Create links to source data option.

10. Click in the Reference: box.

11. Select the first worksheet or workbook containing a source area you want to consolidate.

12. Select the desired source area, including the row and column labels.

13. Select Add.

14. Select additional source areas as desired, and clicking on the Add button each time.

15. Click on the OK button to produce the consolidation.



CONSOLIDATING BY POSITION

Discussion You can consolidate information based on the position of the source data. This method is useful when the data appears in the same location or relative position on all the worksheets you want to consolidate. For example, if you have three identical worksheets for three different products in which only the data varies, you can consolidate based on position.

When you consolidate by position, you do not need to include the row or column headings when specifying the destination and source ranges.

Procedure 1. To consolidate, by position, data from other worksheets or workbooks, first open

all the workbooks that contain the data you intend to consolidate.

2. Select the range for the consolidation table, not including row or column labels.

3. In the Data group, click on the Consolidate button.

4. Select the function you require in the Function: list.

5. Select the Create links to source data option.

6. Click in the Reference: box.

7. Select the first worksheet or workbook containing a source area you want to consolidate.

8. Select the desired source area, including the row and column labels.

9. Click on the Add button.

10. Select additional source areas as desired, and clicking on the Add button each time.

11. Click on the OK button to produce the consolidation.





EXERCISE

Consolidate data from several worksheets by position and category.

1. Open Year7.

2. Notice that the data in the Qtr 1 and Qtr 2 worksheets are identically arranged, but with different column and row headings.

3. Display the Semi worksheet.

4. Select the range B4:H8 as the consolidation table and then open the Consolidate dialog box.

5. Use the Sum function and create links to the source data.

6. Select and add the data in B3:H7 in both the Qtr 1 and Qtr 2 worksheets. Then, consolidate the data.

7. Display the Totals worksheet.

8. Select the range A3:E8 as the consolidation table and open the Consolidate dialog box.

9. Use the Sum function and create links to the source data. Because you are consolidating by category, select the Top row and Left column options.

10. Select the data in the range A3:H18 in the Semi worksheet and add it to the All references list box. (Hint: It does not matter if the table is expanded or collapsed.)

11. Select and add the data in A2:K7 in the Qtr 3 worksheet; select and add the data in A2:H11 in the Qtr 4 worksheet. Then, consolidate the data.

12. Expand the consolidation table to outline level 2.


LESSON 5 - USING DATA VALIDATION AND SUB TOTALS


• Use data validation

• Validate data using a list

• Create a custom error message

• Remove data validation

• Create subtotals in a list

• Remove subtotals from a list

Microsoft Excel 2007/2010 - Level 3 Using Data Validation & Subtotals


CONCEPTS AND TERMS

Discussion Databases can contain incorrect information due to data entry errors. One method of controlling the accuracy of data entered is to place validation limits on the type of data to be entered and to decide whether blank entries are allowed.

Using data validation, you can restrict the type of data allowed in a cell and the minimum, maximum, or upper and lower limits for whole numbers, decimals, dates, or times. If the cell will contain text, you can set an upper and lower limit for the number of characters permitted.

When a user makes an invalid entry into a cell that contains data restrictions, Excel opens a message box, called an alert, which explains that the entry is not valid and only restricted values can be entered into this cell.

Procedure 1. To set validation, first select the cells whose data entry you intend to restrict.

2. In the Data Tools group, click on the Data Validation button.

3. Click on the Settings tab.

4. In the Allow: select the option you want to use.

5. In the Data list, select the desired option.

6. Select restrictions as required in the other boxes.


8. An incorrect entry will now cause a message to be generated informing the user that the entry is not valid.



VALIDATING DATA BY USING A LIST

Discussion You can use a list with validation to restrict the input by users. The list value can be numbers or text.

When you restrict data entry in a cell to a specified list, a drop-down arrow appears when the user selects the cell. The user can either select a valid entry from the list or type a valid entry. Entries that do not appear on the list are considered invalid.

Procedure 1. To restrict entries to items from a list, first set up a list in a single row or column

with no blanks.

2. Select the cell(s) in which the list restriction is to apply.

3. In the Data Tools group, click on the Validation button.

4. Select the Settings tab.

5. Select the Allow: list.

6. Select List.

7. Click in the Source: box

8. In the worksheet, drag to select the list range.


10. The designated cells now have a pull down arrow when the cell is selected.



VALIDATION ERROR MESSAGES

Discussion You can create a custom message that appears in the message box instead of the default message. The message is displayed when a user enters an invalid entry into a cell with restricted data entry.

Excel includes three styles of alert message boxes: Stop, Warning, and Information. Each style provides different buttons in the message box and, more importantly, different restrictions. The default error alert style is Stop, which does not allow invalid data to be entered into cells. Both the Warning and Information styles allow invalid data to be entered.

Procedure 1. To create a data validation error message, first select the cell(s) where the error

message is to operate.

2. In the Data group, click on the Data Validation button.

3. In the Data Validation dialog box, click on the Error Alert tab.

4. Select the Style: list.

5. Select the desired style.

6. Select the Title: box.

7. Type the desired title.



8. Select the Error message: box.

9. Type the desired error message.


11. The validation will now be active and the error message will be displayed for any incorrect entry to the designated cell(s).

You can remove any data validation you have set by selecting the cell(s) from which you wish to remove validation and clicking on the Clear All button in any of the pages of the Data Validation dialog box.



SUBTOTALS

Discussion You can create subtotals for lists that are grouped. Once a list is grouped, you can calculate the subtotals of fields. A list must be sorted first by the same field in which you want to report grouped subtotals. Besides the SUM function, other functions can be used for subtotal calculations, including COUNT, AVERAGE, MIN, and MAX. Multiple fields can be subtotalled within a group.

Procedure 1. To create subtotals and totals, first select a cell in the column containing the data to

be grouped and totalled.

2. Click on the Sort Ascending button.


4. In the Outline group, click on the Subtotal button.

5. Select the At each change in: list.

6. Select the same field in which the list is sorted.

7. Select the Use function: list.

8. Select the desired function.

9. Select the field you want to calculate in the Add subtotal to: list box.

10. Select additional fields as desired.




When a list is subtotalled, Excel inserts a summary row under each group with the group name and resulting subtotals, and a final grand total at the bottom of the list. In addition, outlining is automatically applied to the list. Subtotalled groups appear with outline symbols. Using the symbols, you can display or hide the group details.

When you no longer need a set of subtotals, or wish to change the subtotals, the subtotals can be easily removed by opening the Subtotal dialog box and clicking on the Remove All button.



EXERCISE

Work with data validation and subtotals

1. Open Person4.

2. Select the Employees worksheet, if necessary.

3. Sort the records by the Status field and then by the Department field within each status.

4. Create subtotals to sum the salaries by the Status field.

5. Remove the subtotals.

6. Create validation limits on the data in the Birthdate field. Limit the data entry to dates between 1/1/1960 and 1/1/1990.

7. Create a Warning error alert with the title Date Limit Error and the message Recheck the date. Select Yes to enter the date or No to enter another date.

8. Enter the date 6/10/95 in cell E6. Select No and change the date entry to 6/10/65.

9. Clear all data validation from the Birthdate field.


LESSON 6 - CONDITIONAL FORMATS


• Apply conditional formats

• Change a conditional format

• Add a conditional format

• Delete a conditional format

• Create a custom format

Microsoft Excel 2007/2010 - Level 3 Conditional Formats


CONCEPTS AND TERMS

Discussion You can use the Conditional Formatting feature to emphasize visually, data that meets certain conditions. For instance, you can have all sales greater than or equal to a certain value appear in a different font colour.

Excel provides several conditional format types that can be applied to cells containing text, number, or date or time values. The formatting is then applied to the cell values only if the values meet the condition you have specified.

Procedure 1. To apply conditional formatting, first select the cell(s) you want to conditionally

format.

2. Click on the Home tab.

3. In the Styles group, click on the Conditional Formatting button.

4. The menu contains five formatting choices.

5. Move the mouse cursor to Highlight Cell Rules.

6. There are seven standard rules that can be applied and More rules… which opens the New Formatting Rule dialog box.

7. Click on Greater Than…

8. In the Greater Than dialog box, set the Format cells that are GREATER THAN: to the required value.

9. In the with box, choose the formatting to be set for that condition.




Changing a conditional format

1. To change a conditional format, first select the cell(s) whose conditional format you intend to change.


3. At the bottom of the list, click on Manage Rules…

4. In the Conditional Formatting Rules Manager box, click on the Edit Rule… button.

5. In the Edit Formatting Rule box, make the necessary changes.


7. In the Conditional Formatting Rules Manager box, click on the Apply button to see the effect of the change.

8. Click on the OK button to accept the change.



Add a conditional format

1. To add a conditional format, first select the cell(s) you intend to add more conditional formatting to.


3. At the bottom of the list, click on Manage Rules…

4. In the Conditional Formatting Rules Manager box, click on the New Rule… button.

5. In the New Formatting Rule box, make the changes that are necessary, including the Format … required.


7. In the Conditional Formatting Rules Manager box, click on the Apply button to see the effect of the change.

8. Click on the OK button to accept the change.



Clear a conditional format

1. To clear all conditional formatting from cells or a worksheet, click on the Conditional Formatting button.

2. Move the mouse cursor to Clear Rules, and select your choice from the submenu.

Or

1. To clear all conditional formatting from cells or a worksheet, click on the Conditional Formatting button.

2. Move the mouse cursor to Clear Rules, and select your choice from the submenu.



CREATING A CUSTOM FORMAT

Discussion You can format a number with a format that does not exist in Excel by creating a custom number format. Custom number formats can contain text, hyphens, and symbols.

When you create a custom number format, you can base it on an existing format. Custom number formats use the following conventions:

• A number sign (#) indicates a placeholder and can be used to indicate at what position to place a comma, for example.

• A zero (0) is used when a number should always be displayed. For example, if there is no number at the specified position, Excel will display a 0, such as 0.5.

• The format can contain four sections separated by semi-colons:

• the first section controls the appearance of positive numbers;

• the second section controls the appearance of negative numbers;

• the third section controls the appearance of zero values;

• and the fourth section controls the appearance of text.

• If only two sections exist, the first controls positive numbers and zero values and the second controls negative numbers.

• An asterisk (*) can be used to left align a currency symbol. So £* means the £ sign will be aligned to the left even though the number in the cell will be to the right.

• Each section can be displayed in a different colour by specifying the colour in square brackets at the beginning of the section; e.g., [RED].

• Text in number formats must be surrounded by quotes (“ ”).

The following number format …

[CYAN] #,##0.0 "per lb";[RED](#,##0.0)"per thousand";"N/A"

… displays positive numbers in cyan, with a comma thousands separator and one decimal place, followed by the text per lb. Negative numbers are red, enclosed in parentheses, with a comma thousands separator and one decimal place, followed by the text per thousand. The text N/A will appear for zero values.



Procedure 1. To create a custom format, click on the Home tab.

2. In the Number group, click on the Launcher.

3. In the Category: list, click on Custom.

4. Either select a format to modify for yourself or click in the Type: box and type your own custom format.


6. You can now use that format on cells you select.



EXERCISE

Use conditional formatting and custom formats in a worksheet.

1. Open Region25.

2. Apply conditional formatting to the range B5:E9; have cells with values greater than £45,000 display in Red.

3. Edit the conditional formatting rule created above so that cells in the range B5:E9; with a value of less than £45,000 display in Red.

4. Add a second conditional format to B5:E9 so that in addition to displaying cells with values less than £45,000 in Red, have cells with values greater than £50,000 display in Green.

5. Clear all the conditional formatting rules from this worksheet.

6. Select H5 and create a custom number format that displays positive numbers in blue, with the currency format and no decimal places, and negative numbers in red, with parentheses, the currency format, and no decimal places. (Hint: Use the £#,##0_);[Red](£#,##0) custom format and add the colour blue to the positive numbers.)

7. Copy the custom format to H6:H9.


LESSON 7 - WORKING WITH COMMENTS


• Create comments

• View a comment

• Use the Reviewing group

• Print comments

• Respond to comments

Microsoft Excel 2007/2010 - Level 3 Working with Comments


CONCEPTS AND TERMS

Discussion Comments are notes added to a worksheet. Comments can be used to provide information about data in a cell or about the worksheet itself. When a comment is attached to a cell, a red indicator appears in the upper, right corner of the cell.

Comments are useful if you want to communicate with other users when working in shared workbooks on a network. Since comments include the name of the current user, they can be an effective way to explain data or the reason for a change. For example, if you change a value in a shared workbook, you can add a comment explaining why you changed the value. Comments automatically include the name of the current user.

The Comment tools are contained in the Comments group of the Review ribbon.

Procedure 1. To create a comment, first select the cell to which you wish to attach a comment.

2. Click on the Review tab.

3. In the Comments group, click on the New Comment button.

In the Comment box, type the required comment. 4. The cell with a comment now has a red indicator in the top, right, corner of the cell.

Alternatively

1. Use the right button of the mouse to click on the cell to which you intend to attach a comment.

2. From the shortcut menu, select Insert Comment.

3. Click anywhere in the worksheet to exit the comment box.



VIEWING COMMENTS

Discussion You can view comments using the same technique as you would to view ScreenTips. When you position the mouse pointer over any cell that has a comment attached to it, the comment appears in a comment box next to the cell. To hide the comment, you simply move the mouse pointer away from the cell.

You can also use the Show All Comments, Previous, and Next buttons in the Comments group of the Review ribbon.

USING THE REVIEWING GROUP

Discussion You can use the Reviewing group to navigate, add, hide, and delete comments. Excel looks for comments beginning with the active cell. Therefore, it is best to make cell A1 the active cell before you click the Next Comment button. This step ensures that all the comments will be viewed.

When a cell is selected, the comment buttons are available as follows.

• The Edit Comment button allows you to modify the contents of the selected cell comment.



• The Delete Comment button allows you to remove permanently, the contents of the selected cell comment.

• The Previous button allows you to view the contents of the previously selected cell comment.

• The Next button allows you to view the contents of the previously selected cell comment.

• The Show/Hide Comment button allows you to leave a comment permanently on display.

• The Show All Comments button allows you to view all comments at the same time.

PRINTING COMMENTS

Discussion You can print comments on a separate page at the end of the printed worksheet, or you can print them as they appear on the worksheet.

Comments that print on a separate page at the end of the printed worksheet display the cell address, the author of the comment, and the text that appears in the comment.

Printing on a separate page at the end of a worksheet is useful when, for example, you add comments to a worksheet that describe certain formulas. You can then display and print the comments to help other users.

If you are printing comments as they appear on a worksheet, you need to display them before printing.

Procedure To print comments as a separate sheet,

1. Click on the Page Layout tab.

2. Click on the Page Setup dialog launcher.

3. Click on the Sheet tab.

4. In the Comments: list box, select At end of sheet.

5. Click on the Print Preview button to see the effect.

To print comments on the sheet,

1. Click on the Show All Comments in the Comments group. 2. Click on the Page Layout tab. 3. Click on the Page Setup dialog launcher. 4. Click on the Sheet tab. 5. In the Comments: list box, select As displayed on sheet. 6. Click on the Print Preview button to see the effect.



RESPONDING TO DISCUSSION COMMENTS

Discussion In Excel, you can use comments to share information with team members, concerning any changes made to the workbook.

When a workbook is shared, all reviewers can reply to existing comments by adding their own comments to the applicable comment boxes. Each reviewer’s comments will be preceded by his or her user name.



The Track Changes feature makes it easy to see who made what changes and when, and to accept or reject each change. When you, or another user apply, the Track Changes command, the message [Shared] appears in the title bar of the workbook.

Cells containing changes are surrounded by a blue border and, the changes made can be viewed by moving your mouse cursor over any outlined cell. When you are ready to finalise the workbook, you can review each change and either accept, or reject, it.

Procedure 1. To turn on Track Changes, click on the Review tab.

2. In the Changes group, click on the Track Changes button.

3. Click on Highlight Changes….

4. In the Highlight Changes box, select the Track changes while editing check box.

5. In turn, select the When, Who, and/or Where check boxes in order to select options.

6. Choose whether to highlight changes on screen.

7. Choose whether to List changes on a new sheet.


9. If the message box is displayed, click on the OK button.

10. Changes are shown highlighted in blue with a blue indicator in the top, left, corner of the cell.

1. To decide whether to accept changes, click on the Track Changes button, and select

Accept/Reject Changes.

2. Specify which changes to consider.

3. In the Accept or Reject Changes box,

4. Choose the option you want.






EXERCISE

Work with comments.

1. Open Comm10.

2. Display the Review ribbon.

3. Insert the comment Acquired 5 new customers in the region in cell E13.

4. Point to cell A13 to view its comment.

5. Select cell A1 and then use the Comments group to view each comment. When you have viewed all the comments, select Cancel in the Microsoft Excel warning box, if necessary.

6. Show the comment in cell G7 so that it remains displayed even when the cell is not active.

7. Show all the comments in the worksheet.

8. Print the worksheet with all comments at the end of the sheet.

9. Hide all the comments.

10. Edit the comment in cell A13 to read Canada and Mexico.

11. Delete the comment in cell G7.


LESSON 8 - USING WORKSHEET PROTECTION


• Unlock cells in a worksheet

• Protect a worksheet

• Unprotect a worksheet

• Create allow-editing ranges

• Delete allow-editing ranges

• Protect workbook windows

• Unprotect workbook windows

• Assign a password

• Open a password-protected file

• Remove a password

• Set manual calculation

• Reset automatic calculation

• Use the Document Recovery pane

Microsoft Excel 2007/2010 - Level 3 Using Worksheet Protection


CONCEPTS AND TERMS

Discussion You can control access to a worksheet by locking or unlocking individual cells in it. If worksheet protection is activated, you cannot change the contents of any locked cell. If you want to allow changes to some cells, however, you can unlock those cells before you activate worksheet protection. Although cells are locked by default, this option has no effect on a worksheet unless the worksheet is protected.

As a rule, the cells you want to use for data entry are unlocked, and the cells that have formulas in them are locked so that the formulas cannot be changed. For example, you can lock all cells in a sales worksheet, except for those cells in which sales figures need to be entered. You can also lock cells containing text.

You can protect a sheet or an entire workbook with a password if you wish. Passwords are case sensitive and, if forgotten, cannot be retrieved in any way.

Procedure 1. To unlock cells for data entry/editing, first select the cells which are to be

unlocked.

2. Click the right mouse button to open the submenu.

3. Click on Format cells…

4. In the Format Cells dialog box, click on the Protection tab.

5. Deselect the Locked option by clicking to remove the check.


PROTECTING A WORKSHEET

Discussion Once you have unlocked cells, you can prevent changes to the rest of the worksheet by protecting it. Protecting a worksheet prevents unauthorized or accidental changes to formulas because users will only be able to enter data in the cells that are unlocked. When a worksheet is protected, many commands and toolbar buttons are no longer available.



You can assign an optional password to a protected worksheet. Passwords are case-sensitive. A password is any combination of letters, numbers, symbols, and spaces, and can be up to 255 characters long.

You can select what features and functions of the worksheet you want to protect.

Procedure To protect a worksheet

1. Ensure that cells whose data can be changed are unlocked.

2. Click on the Review tab.

3. In the Changes group, click on the Protect Sheet button.

4. In the Protect Sheet dialog box;

5. Insert a check in the Protect worksheet and contents of locked cells check box.

6. In the Password to unprotect sheet: box, type a password if required.

7. In the Allow all users of this worksheet to: list, select options as required.


9. Any attempt to change data in any locked cells will result in an Excel message box being displayed.

To unprotect a worksheet

1. Click on the Unprotect Sheet button in the Changes group.



2. Supply the password if prompted.

Or

1. To unprotect a worksheet, click on the Unprotect Sheet button in the Changes

group .

2. Supply the password if prompted.

CREATING ALLOW-EDITING RANGES

Discussion If you want only certain users to be able to access specified cells in a worksheet, you can identify those cells as an allow-editing range. You control access to this range by first locking the cells in it and then assigning a password to it. Remember to unlock the cells you want all users to be able to edit before enabling worksheet protection.

After activating worksheet protection, users are prompted for the assigned password when they select any cell in the allow-editing range. If the correct password is entered, the range is unlocked for editing; the allow-editing range is not locked again, however, until the workbook is closed.

You can select the allow-editing range before you open the Allow Users to Edit Ranges dialog box; the range will then appear in the New Range dialog box when it opens.

Procedure 1. To allow users to edit certain ranges, first click on the Allow Users to Edit Ranges

button in the Changes group.

2. In the dialog box, click on the New… button.

3. In the New Range dialog box, check, or alter, the cell(s) in the Refer to cells: box.

4. Supply a password if required.


6. In the Allow Users to Edit Ranges box, modify, delete, or add, as necessary.

7. When the necessary options have been set, click on the OK button.

8. Only those ranges are now available for editing.



REMOVING ALLOW-EDITING RANGES

Discussion When a worksheet no longer needs an allow-editing range, it can be removed from the worksheet. The worksheet must first be unprotected before you can remove the unlocked range.

Procedure 1. To remove allow-editing, first click on the Unprotect Sheet button in the Changes

group.

2. Click on the Allow Users to Edit Ranges button in the Changes group.

3. In the dialog box, click on the New… button.

4. In the New Range dialog box, check, or alter, the cell(s) in the Refer to cells: box.


6. Click on the Delete button.


8. When the worksheet is protected again, those cells will not be available for editing.



PROTECTING WORKBOOKS

Discussion When you protect a workbook window, the Minimize, Maximize, and Close buttons are removed; as a result, the window cannot be moved or resized. This option is useful if you have arranged the windows and want to prevent them from being rearranged.

In addition to protecting a window, you can prevent structural changes to a workbook; hence, worksheets cannot be moved, inserted, or deleted. You can also assign an optional password.

Procedure To protect a workbook

1. Click on the Protect Workbook button in the Changes group.

2. In the Protect Structure and Windows dialog box, set the options for Structure, Windows, and Password.


4. Checking the Structure check box means worksheets cannot be modified in any way.



To unprotect a workbook

1. Click on the Unprotect Workbook button in the Changes group. 2. Supply the password if prompted.

ASSIGNING A PASSWORD

Discussion You can assign a password so that only those who know the password can open the workbook. You can assign one password to open a file, and a different password to modify a file.

If you assign both types of passwords to a file, only those users who know the open password can open the file, and only those users who know both the open and modify passwords can save changes to it.

After a password has been assigned, you will be prompted for the password each time you open the document and/or each time you try to save it, depending on the type of password.

Procedure To add password protection to a workbook

1. Open the workbook you want to protect.

2. Click on the Office button.

3. In the Office menu, click on Save As.

4. In the Save As dialog box, click on the Tools button.

5. Click on General Options…

6. Type a password in the Password to open: box, or the Password to modify: box depending on your requirement.

7. Select, or clear, the Always create backup check box.

8. Select or clear the Read-only recommended check box.


10. In the Confirm password box, confirm your password by typing it again.


12. Click on the Save button and then click on Yes to replace the existing workbook.



To open a workbook with password protection


2. Click on Open and navigate to the workbook you wish to open.

3. Click on the Open button.

4. Type the password and click on the OK button.

5. In the message box, choose as to whether to open the workbook read-only or not.

6. Click on the OK button to open the file.



To change or remove password protection

1. Open the file whose password protection you are going to modify.


3. In the Office menu, click on Save As.

4. In the Save As dialog box, click on the Tools button.

5. Click on General Options.

6. Select the contents in the Password to open: box or the Password to modify: box, as required.

7. Either type a new password, or delete the password depending on what you intend to do with the password protection.


9. If changing the password, confirm the new password.

10. Click on the Save button and then click on Yes to replace the existing workbook.

SETTING MANUAL CALCULATION

Discussion When you change any number in a worksheet, all formulas that refer to that number are automatically recalculated. You can configure the worksheet to recalculate manually instead. Manual recalculation allows you to change numbers as needed and then recalculate the



worksheet only when desired. This option can save time when you are working in large, complex worksheets.

When recalculation is set to manual, the Calculate indicator appears on the status bar when values have changed and formulas need to be recalculated. If the Calculate indicator appears on the status bar, the worksheet figures may not be accurate. For this reason, it is a good idea to recalculate before you print the worksheet.

Calculation options are system settings rather than workbook settings. Consequently, once you have enabled manual calculation, all worksheets will have to be manually recalculated until you change the calculation back to automatic.

Even if calculation is set to manual, worksheets will automatically recalculate each time you save them, if the Recalculate before save option is selected on the Calculation Options section of the Formulas page in the Options dialog box.

Procedure 1. To set calculation to manual, click on the Office button.

2. In the Office menu, click on the Excel Options button.

3. In the left pane, click on Formulas.

4. Select the Manual option.

5. Click to put a check in the Recalculate workbook before saving check box, if required.


7. The Status bar now displays Calculate to indicate manual calculation.

Automatic calculation can be reset in the Formulas page of the Excel Options by selecting the Automatic option.



USING THE DOCUMENT RECOVERY PANE

Discussion Office 2007 provides a file recovery feature that can recover data lost when an error prevents the normal saving and closing of a file (such as when your computer suddenly crashes or loses power).

The next time you start Excel after a system halt, the Document Recovery pane is displayed, with a list of all workbooks that were open when the error occurred. For each workbook, the task pane shows the file name, as well as when you last saved the workbook. If the workbook is marked as recovered, it is probably a more recent version of the original workbook than the last saved version.

You can use the AutoRecover feature to save periodically a temporary copy of your current file, thus ensuring proper recovery of the file. This option can be set in the Save page of the Excel Options.

Procedure 1. To recover a workbook when the Document Recovery task pane appears.

2. Click on the list arrow next t o the name of each recovered file.

3. Carry out one of the following:

4. Click on Open to view the file for review.

5. Click on Save As to save the file.

6. Click on Delete to close the file without saving.

7. Click on Show Repairs to find out how Excel fixed the file.

8. When done, click on the Close button.



EXERCISE

Use worksheet protection.

1. Open Protect.

2. Unlock the range D6:D12.

3. Protect the worksheet, assigning a password of protect.

4. Change cell D11 to 3. Change cell E11 to 3. Then, close the Microsoft Excel message box.

5. Unprotect the worksheet. Then, change the type of time in cell E11 to 3.

6. Select the range F6:F12 and make it an allow-editing range. Assign the password special to the allow-editing range and the password class to the worksheet.

7. Change the rate in F12 from 6.00 to 6.50. Then, delete the unlocked range. (Hint: First, unprotect the worksheet.)

8. Protect both the workbook structure and windows; assign a password of workbook. Notice that the window buttons for the workbook are no longer available.

9. Unprotect the workbook.

10. Assign a password to open the workbook; type save as the password. Then, close the workbook.

11. Reopen Protect. Notice that you must enter the assigned password.

12. Set the calculation to manual.

13. Select cell D6 and type 7. Then, recalculate the worksheet manually. Notice that cell G6 is updated.

14. Reset the calculation to automatic.

15. Remove the password from the workbook.


LESSON 9 - PIVOT TABLES


• Create a PivotTable report

• Add PivotTable report fields

• Select a page field item

• Refresh a PivotTable report

• Change the summary function

• Add new fields to a PivotTable report

• Move PivotTable report fields

• Hide/Unhide PivotTable report items

• Delete PivotTable report fields

• Create a page field report

• Format a PivotTable report

• Create a PivotChart report

• Modify a PivotChart report

• Publish PivotTable reports to the Web

Microsoft Excel 2007/2010 - Level 3 Pivot Tables


CONCEPTS AND TERMS

Discussion A PivotTable report can summarise large amounts of data quickly. PivotTable reports allow you to group row and column headings into unique values, and create totals for each grouping. The PivotTable can then be manipulated (or “pivoted”) around the central data so that you can view the groupings and totals in different ways.

PivotTable reports are organized into fields and items. Fields are the rows or columns of data; items are the specific entries within a field and value fields normally contain the numbers that you want to summarize or analyse, such as sales or volume.

You can filter a PivotTable report items using the Report Filter. A report filter displays only the data for the selected item.

The PivotTable Filed List is where you specify the row, column, value and report fields for the data that you want summarised.

You can also use a PivotTable report to analyse data directly from an external data source, such as Access, a text file, or an Oracle or SQL database.

The layout of a Pivot Table needs some consideration before creating it to ensure the data is displayed to the best advantage. The data table below could be usefully analysed using a Pivot Table. There is plenty of scope for grouping columns of information (eg. Date, Country, Region, Channel, Division or Product) into unique values.

Excel database or list



From the table shown above, the following PivotTable can be created. It summarises the total revenue for groupings of Division and Channel.

A PivotTable Report showing row and column groupings

PivotTable showing same summary as above but grouped by rows only

Procedure 1. Click a single cell anywhere within the table, or select a range of cells.

2. Click on the Insert tab.

3. In the Tables group, click on the PivotTable button.

4. Click on PivotTable.

5. Click on the Select a table or range option (or click on the Use an external data source option for external data).

6. Click on either the New worksheet option or the Existing worksheet option (which will need a cell range specified).




The Options and Design tabs appear under the PivotTable Tools tab on the PivotTable ribbon, together with a blank PivotTable and the PivotTable Field List.

ADDING PIVOTTABLE FIELDS

Discussion You specify how you want your pivot table to look by arranging the various fields in the PivotTable Field List pane at the right of the window.



PivotTable Field List

The section at the top of the PivotTable Field List shows the fields (column headings) from the source table and the four boxes at the bottom are used to “tell” the PivotTable how to group and calculate the data.

You lay out the PivotTable report by dragging fields into the relevant area in the bottom section of the PivotTable Field list. So if, for example, your data table contains a “Year of Sale” column, you can drag this field to the Row area to create a row for each unique year.

The Value area contains items to be calculated. Consequently, fields dragged to this area are usually, but not limited to, numerical fields.

Report filters are often used to extract more focussed information in large databases. Report filters can break a large report down into smaller, more manageable ones.

Area Description

Column Labels Groups by creating a column for each unique value in the field placed in the area.

Row Labels Groups by creating a row for each unique value in the field placed in the area.

Value

Calculates (summarises) the field placed into this area for each grouped columns and/or row.

The default calculation is SUM if the field is numeric and COUNTA if the field is text. These can be edited and other types of calculations performed or added.

Report Filter Extracts data from the PivotTable based upon the item selected. The report filter appears as a drop-



down list at the top left corner of the PivotTable.

If, for example, you place a Country field in the report filter area, you can pick a single country from the list to view the PivotTable report by.

You can also select multiple items in the report filter drop-down list.

Hint You must activate the PivotTable (by clicking onto it) in order for the PivotTable Field List and the PivotTable tools tabs to become visible.

Hint

If you have closed the PivotTable Field List, you can unhide it by clicking the Field List command at the right of the PivotTable Tools > Options tab.

Procedure 1. Create the basic structure of the PivotTable as described in the previous topic.

2. In the PivotTable Field List, click and drag the field (column heading) that you want to group by into the rows and or column areas. You can add more than one field to rows and/or columns to create sub groupings.

3. In the PivotTable Field List, click and drag the field (column heading) that you want to summarise by into Value area. You can add more than one field to this area to create multiple summaries.

4. In the PivotTable Field List, click and drag the field (column heading) that you want the option of filtering the PivotTable by into the Report Filter area.



PivotTable Report & associated Field List Report Filter list

SELECTING A REPORT FILTER ITEM

Discussion Report filters allow you to extract from the PivotTable report only the data for a specific field item; you can drag any field to the report filter area. The report field list then displays all the items in the page field.

When you select an item from the report filter list, only the data relating to that single item appears in the PivotTable report.

Procedure 1. To select a page field item, click on the pull down arrow next to (All).

2. From the list, select the page you want displayed.


4. Only the data for that field is displayed.



PIVOTTABLE REPORT SLICER (EXCEL 2010 ONLY)

Discussion Slicers are easy-to-use filtering components that contain a set of buttons that enable you to filter quickly the data in a PivotTable report, without the need to open drop-down lists to find the items that you want to filter.

When you use a regular PivotTable report filter to filter on multiple items, the filter indicates only that multiple items are filtered, and you have to open a drop-down list to find the filtering details. However, a slicer clearly labels the filter that is applied and provides details so that you can easily understand the data that is displayed in the filtered PivotTable report.

1. A slicer header indicates the category of the items in the slicer.

2. A filtering button that is not selected indicates that the item is not included in the filter.

3. A filtering button that is selected indicates that the item is included in the filter.

4. A Clear Filter button removes the filter by selecting all items in the slicer.

5. A scroll bar enables scrolling when there are more items than are currently visible in the slicer.

6. Border moving and resizing controls allow you to change the size and location of the slicer.

Procedure 1. Click onto the PivotTable to activate the PivotTable Tools contextual tabs.

2. Select the Options tab.

3. Click the top half of the Insert Slicer command in the Sort & Filter group.

4. Click the check box for the field that you want to slice.

5. Click OK.



PivotTable Report showing a Slicer as an alternative to a Report Filter

Hint You can select multiple items in the slicer by holding down the Ctrl or Shift key as you click the items.

REFRESHING A PIVOTTABLE REPORT

Discussion If the source data changes, a PivotTable report does not automatically update. If you change the existing data, delete records or fields, or add records or fields to the original database range, you need to refresh the PivotTable report.

If you add records below the last row or add fields to the right of the last column in a database, you will have to open the PivotTable and PivotChart Wizard to expand the data source range to include the new rows and/or columns.

Procedure 1. Click anywhere in the PivotTable.

2. Select the Options tab under PivotTable Tools.

3. In the Data group, click the lower half of the Refresh command button.

4. Click on the option you require.



CHANGING THE FIELD SUMMARY FUNCTION

Discussion By default, an Excel PivotTable report sums fields that contain numeric data and counts fields that contain text.

The PivotTable report can provide summary information using other mathematical calculations as well.

A PivotTable report can average data, provide the minimum and maximum values, or yield the standard deviation or variance.

Procedure 1. To change the summary function, first click on the field whose summary function

you wish to change.

2. Click on the Options tab under the PivotTable Tools tab.

3. In the Active Field group, click on the Field Settings button.

4. In the Value Field Settings dialog box, click on the Summarize by tab.

5. Select the type of calculation you want to use.


7. That summary function is now displayed for that field.



ADDING OR REMOVING FIELDS IN A PIVOTTABLE

Discussion New fields can be added to a PivotTable report by dragging them to the desired area in the PivotTable Field List pane. The new field can be positioned before or after any existing fields. The position of the field determines how the data will be summarized.

Field can be removed from the PivotTable by unchecking then in the PivotTable Field List or by dragging them out of the various area boxes.

Procedure 1. Click anywhere in the PivotTable to activate the PivotTable Field List.

2. In the PivotTable Field List, select or clear the check box next to the field you want to include or exclude from the PivotTable.

3. To change the position of a field, drag that field in the Field list to another one of the following boxes:

• Values to display summary numeric data;

• Row labels to display fields as rows on the side of the report;

• Column Labels to display fields as columns at the top of the report;

• Report Filter used to filter the complete report based on the selected item in the report filter.

Hint You can remove fields from a PivotTable Report by clicking and dragging them out of the area boxes until a black cross appears under the tail of the mouse pointer arrow.



HIDING/UNHIDING PIVOTTABLE ITEMS

Discussion You do not have to display all the field items in a PivotTable report. You can hide selected items. You can hide everything except the data you need to view.

You can also unhide items at any time. To unhide items, you follow the same procedure as you do when hiding items.

Procedure Hiding an item in a field

1. To hide/unhide an item, first click in the PivotTable to activate it.

2. Select the field heading you want to hide/unhide.

3. Click on the Options tab below the PivotTable Tools tab.

4. In the Show/Hide group, click on the +/- button which acts as a toggle to hide and show items.

Or

1. Click on a row or column field heading arrow.

2. In the menu, select which item you want to filter out.

3. When you have made your selection(s), click on the OK button.



CREATING REPORT FILTER PAGES

Discussion If your PivotTable contains a report filter, you can create a separate PivotTable report for each item in it. The Filter Pages feature creates a copy of the PivotTable report in a new worksheet for each report filter item.

If you attempt to undo the Filter Pages command, a message box is displayed indicating that you will remove all detail from the individual pages.

To remove a page field report, you must delete the worksheet on which it appears.

Procedure 1. Click anywhere in the PivotTable to activate it.

2. Click on the Options tab under PivotTable Tools at the right of the Ribbon.

3. In the PivotTable group, click on the Options button.

4. In the menu, click on Show Report Filter Pages….

5. In the Show report Filter Pages dialog box, click on the OK button.

6. The display now shows a separate PivotTable sheet for each of the page fields.



Hint You can also double-click any data field item to display its details on a separate worksheet (known as “drill-down”). This extracts a copy of the records from the source table that makes up the double-clicked total.

FORMATTING A PIVOTTABLE REPORT

Discussion After creating a PivotTable, you can use the formatting tools on the Design tab to enhance the display of the PivotTable.



When a PivotTable is created, Excel displays a standard set of elements, including, columns, rows, and headings on the Design ribbon.

You can manually change the format of text and numbers using normal Excel formatting commands.

You can also rename fields in a PivotTable report by double-clicking the label you want to rename and typing the desired name into the PivotTable Field dialog box.

Procedure 1. To format a PivotTable Report, first click any field in the PivotTable.

2. Click on the Design tab under the PivotTable Tools tab.

3. Click on the More list arrow under PivotTable Styles.

4. Click on the Style you want to use.

5. In the PivotTable Style Options group select, or clear, the following PivotTable format options you want to turn on or off:

• Row Headers

• Column Headers

• Banded Rows

• Banded Columns.

6. In the Layout group, click any of the following layout buttons in order to hide or show:

• Subtotals

• Grand Totals

• Report Layout

• Blank Row



CREATING A PIVOTCHART REPORT

Discussion PivotChart reports can be created from a database or an Excel list, or from an existing PivotTable report. Both methods yield the same result, a chart with a layout you can change to view different levels of detail and data. When you create a PivotChart report from an Excel list or database, Excel automatically creates an accompanying PivotTable report on a separate worksheet.

Creating a PivotChart report is similar to creating a PivotTable report. The chart layout is created by dragging fields from the PivotTable Field List window to the desired area of the PivotChart report. The chart layout, however, is slightly different than the report layout.

Procedure 1. To create a PivotChart from a PivotTable Report, first click any data field in the

PivotTable.

2. Click on the Options tab below the PivotTable Tools tab.

3. In the Tools group, click on the PivotChart button.

4. Select the type of chart you want.

5. Click the OK button. The PivotChart is displayed on the same sheet as the

PivotTable.



Excel 2007- PivotChart Report with separate Filter Pane

Excel 2010 - PivotChart Report with filters built into the chart fields

MODIFYING A PIVOTCHART REPORT

Discussion You can modify a PivotChart in the same way as any other chart that you produce with Excel. You can change the type of chart, change the location, modify the data series, alter the axes, etc. Even the ribbons are the same as in normal charts.

Procedure 1. To modify a PivotChart Report, first click in the PivotChart to activate it.



2. To filter fields in Excel 2007, click the Axis Fields (Categories) or Legends Fields (Series) drop-down arrow on the PivotTable Filter pane.

3. Select the filter option(s) required (filters will vary depending on the field type).

4. To filter fields in Excel 2010, click the drop-down arrows next to the field buttons on the chart itself.

5. Select the filter option(s) you require (filters will vary depending on the field type.)

6. Click on the Analyze tab.

7. You can use the tools to modify the display be selecting a field, and then clicking the Expand Entire Field button or the collapse Entire Field button. In Excel 2010, you can add a Slicer.

8. Use the Design ribbon tools to change the chart styles, layouts, and type.

9. Use the Layout ribbon tools to change the chart labels, axes, and the background.

10. Use the Format ribbon tools to format chart elements.

SAVING A PIVOTTABLE FOR PUBLISHING ON THE WEB

Discussion Excel allows you to publish PivotTable reports as web pages. You can save a worksheet as a Web page format, which saves the worksheet as an HTML file and a folder storing supporting files, such as graphics. A single file Web page saves all the elements of a Web site, including text and graphics into a single file in the MHTML format.

Procedure 1. To save a workbook, worksheet, PivotChart, or PivotTable as a Web page, first

select the sheet with the PivotTable.

2. Click on the Office button (Excel 2007) or the File tab (Excel 2010).

3. Click on Save As

4. Click on the Save as type: list arrow and select Web Page.

5. Click on the Save in: list arrow and select a location for the saved Web page.

6. Click on either the Entire Workbook, or Selection: Sheet option.

7. Name the file as required.



8. Click the Change Title... button (optional) is you want to give the web page a specific name. The name is used in the Title Bar at the top of the browser window. If the title is not changed, the web page will use the path and file name in the Title Bar. Click OK.

9. Click the Publish... button (optional) for advanced options. Click Publish.

10. Click the Save button (if necessary).

Hint

You can access additional, advanced web options by clicking the Tools button at the bottom left of the Save As dialog box and selecting Web options....



EXERCISE

Create and revise PivotTable reports.

1. Open Expivot1 and display the Sheet1 worksheet, if necessary.

2. Create a PivotTable report from the data range A4:G67. Place the PivotTable report in a new worksheet.

3. Create the following layout:

Field Area Date Sold Report Filter Product Row Labels Inv Num Row Labels Sales Rep Column Labels Total Income Values

4. Use the Date Sold list to display only the sales for 06/02/2001.

5. Display the World worksheet and change the number in cell F9 to 25.

6. Display the Sheet1 worksheet and refresh the PivotTable report.

7. Change the Date Sold list to display all dates.

8. Move the Inv Num field to the report filter area.

9. Remove the Date Sold field from the report filter area.

10. Display the number of orders for each sales representative by changing the summary function for the value area to Count. (Hint: Display the field settings for the value area.).

11. Change the summary function back to Sum.

12. Hide Ernest Feldgus and Janice Faraco in the Sales Rep field.

13. Create separate Pivot Table sheets for each Inv Num. (Hint: Use Show Report Filter Pages… in the Options button in the PivotTable group of the Options Ribbon.)

14. Select the 3325 sheet and apply Pivot Style Medium 1 to it.


LESSON 10 - ADVANCED FILTERS AND DATABASE FUNCTIONS


• Create a criteria range

• Use a criteria range

• Show all records

• Use comparison criteria

• Use an advanced And condition

• Use an advanced Or condition

• Copy filtered records

• Use database functions

Microsoft Excel 2007/2010 - Level 3 Advanced Filters and Database Functions


CONCEPTS AND TERMS

Discussion You can use advanced filters to create more complicated conditions to filter a data list. To use advanced filters, you must specify the list range and the criteria range.

The criteria range is a separate range of cells in the worksheet, apart from the data list. The criteria range can be located anywhere in the worksheet outside of the list range, or in another worksheet. The criteria range consists of one row of criteria labels and at least one row of search conditions. The criteria range must contain at least two rows and one column.

Although the criteria labels are not case-sensitive, they must be spelled exactly the same as the field names in the data list. There must be at least one blank row between the criteria range and the list range.

Procedure 1. To create and apply an advanced filter, first select the column heading (label) you

want to use for the criteria condition.

2. Copy the label to the cell where you want to create the criteria range.

3. In the row below the criteria label, type the criteria you wish to apply.

4. Click anywhere in the list of data.


6. In the Sort & Filter group, click on the Advanced button.

7. In the Advanced Filter dialog box, the List range: box has already been filled. You can accept this, or change it.

8. Activate the Copy to another location button.

9. Click in the Criteria range: box and drag to select the Criteria label and condition.

10. In the Copy to: box, type or select, the first cell in which the filtered range is to commence.




After clicking on the OK button in the advanced filter, the result is displayed in the new location.

If you do not copy the filter to a new location, your data list will be filtered in place. To remove the filter and show all the data again, click on the Clear button in the Sort & Filter group.

USING COMPARISON CRITERIA

Discussion You can also use comparison criteria in a criteria range when you want to find text or numeric values.

When specifying criteria to find text values, you can enter the first few characters of text to search for all records beginning with those characters. You can also use special characters called wildcards when creating criteria. A question mark (?) represents a single character, whereas an asterisk (*) can represent an unspecified number of characters. Wildcard characters only work for finding text values.

You can use operators as comparison criteria for finding numeric values. You can use any of the following comparison operators:



Operator Definition = equal to < less than

<= less than or equal to

> greater than

>= greater than or equal to

<> not equal to

For example, to search a list for all employees with salaries that are less than or equal to £25,000, you type <=25000 in the cell below the Salary criteria label.

USING AN ADVANCED “AND” CONDITION FILTER

Discussion You can create And conditions in a criteria range. In an And condition, a record must meet all the criteria to be selected. For example, you can find the records of purchases of a certain product by a particular customer. This example is a typical And condition, where both conditions must be met for a record to be selected.

All the criteria for And conditions must be located in the same row in the criteria range.

Procedure 1. To create, and apply, an advanced filter using an AND condition, first copy the

column labels to the range where you want to create the criteria.

2. Select the cell below the criteria label of the field you want to search.

3. Type the desired criteria.

4. Select a cell below the criteria label of the second field you want to search.


6. Select any cell in the database list.










An AND filter result

USING AN ADVANCED “OR” CONDITION

Discussion You can create Or conditions in a criteria range. In an Or condition, a record must meet either one of two or more criteria in order to be included.

The criteria for Or conditions must be located in different rows in the criteria range. Each Or condition occupies its own row.

Procedure 1. To create, and apply, an advanced filter using an OR condition, first copy the

column labels to the range where you want to create the criteria.

2. Select the cell below the criteria label of the field you want to search.


4. Select a cell below the criteria label of the second field you want to search. This cell must be one row below the first criteria.


6. Select any cell in the database list.










An OR filter result

COPYING FILTERED RECORDS

Discussion When you filter records to a separate location, that location must be on the same worksheet. After filtering, you can copy the result to any other location on the same, or other, worksheet.



If you filter records within a data list, you can then copy the results to another location of your choice.

USING DATABASE FUNCTIONS

Discussion Database functions, or Dfunctions, are used to provide calculations based on criteria. A database function includes three arguments: database, field, and criteria. The database argument is usually the data list. The field argument is the column you want to use in the computation. The criteria argument refers to the cells that define the conditions for the function.

For example, in the Dfunction =DSUM(A3:E9,C3,C14:C15), A3:E9 is the database argument (and includes the column labels), C3 is the field argument (the column label of the field you want to calculate), and C14:C15 is the criteria argument.

There are twelve database functions with the most common nine shown in the following table:

Function Action

DAVERAGE Averages the values in a field (column) of records in a list or database that match conditions you specify.

DCOUNT

Counts the cells that contain numbers in a field (column) of records in a list or database that match conditions that you specify.

DCOUNTA

Counts the nonblank cells in a field (column) of records in a list or database that match conditions that you specify

DGET

Extracts a single value from a column of a list or database that matches conditions that you specify.

DMAX

Returns the largest number in a field (column) of records in a list or database that matches conditions you that specify.

DMIN Returns the smallest number in a field (column) of records in a list or database that matches conditions that you specify

DPRODUCT

Multiplies the values in a field (column) of records in a list or database that match conditions that you specify.



DSTDEV

Estimates the standard deviation of a population based on a sample by using the numbers in a field (column) of records in a list or database that match conditions that you specify.

DSUM Adds the numbers in a field (column) of records in a list or database that match conditions that you specify.

Procedure 1. To create a dbase function, first copy the column heading (label) to the position

where you intend to create the criteria.

2. Type the criteria in the cell below the criteria label of the field (column) you want to search.

3. Click in the cell where you want the result to be displayed.


5. In the Function Library group, click on the Insert Function button.

6. In the Insert Function dialog box, select the category of function you require from the Or select a category: drop down list.

7. In the Select a function: list, click on the function you require.


9. The Function Arguments dialog box is displayed.

10. Enter the address or name of the database in the Database box.

11. In the Field box enter the address or name of the column label of the field you want to use in the formula.

12. In the Criteria box enter the address or name of the criteria range.




A DSUM result



EXERCISE

Work with advanced filters.

1. Open Person7.

2. Create a criteria range by copying the column labels to the first row in the worksheet.

3. Find all employees with a status of 4. There should be four.

4. Show all records.

5. Find all employees with a birthdate after 1/1/70. (Hint: Try using one of the comparison operators e.g. >, <= etc.). There should be 10.

6. Find all employees with a status of 2 and a salary greater than £30,000. There should be five.

7. Find all employees with a status of 3 or 7. (Hint: Remember to change the criteria range.). There should be eight.

8. Show all records.

9. Use the Advanced Filter dialog box to copy all employees with salaries greater than £30,000 to the range beginning in cell J4. (Hint: Remember to change the criteria range.). There should be six.

10. Use the DCOUNT function in cell F5 to find the number of employees with a status of 2. (Hint: First enter the criteria into the criteria range. Using the Insert Function and Function Arguments dialog boxes, select the Database argument (A9:G37), the Field argument (F9), and the Criteria argument (F1:F2).) There should be 16.


APPENDIX A – WORKING WITH VIEWS


• Use views

• Create a normal view

• Create a custom view

• Display a view

• Delete a custom view

Microsoft Excel 2007/2010 - Level 3 Working with View


CONCEPTS AND TERMS

Discussion You can use views to save worksheet and/or print settings. Once you have stored settings in a view, you can use that view to display and/or print the worksheet with the selected settings. As a result, you do not have to change manually, worksheet settings each time you want to display or print the worksheet differently.

For example, if you need to print different print areas of a worksheet in separate print jobs on a regular basis, you can create a view for each print area. Then, when you need to print a particular print area, you can simply select the appropriate view.

Any view you create includes the worksheet window size, position, and zoom setting; any hidden columns or rows; and all defined print settings.

The first view you create should be of the worksheet view before you change any settings. Creating a normal view allows you to restore the original worksheet settings.

Procedure 1. To create a Normal View, first ensure the view you have (zoom, worksheet, etc.) is

the one you want for your normal view.

2. Click on the View tab.

3. In the Workbook Views group, click on the Custom Views button.



4. In the Custom Views dialog box, click on the Add… button.

In the Add View dialog box, type the desired name for the normal view.

Click on the OK button.

CREATING A CUSTOM VIEW

Discussion If you typically use display and print settings different from the normal view settings, you can create a custom view.

Views store display options (such as the cell pointer location and the size and position of the window), as well as print settings (such as the page setup options and print areas). When creating a view, you can choose to include the current print settings and/or the hidden row, column, and filter settings.

Views only apply to the worksheet in which they were created. You cannot apply a view created in one worksheet to another.

Because all the views for a workbook appear in the Custom Views dialog box, it is helpful to include the worksheet name with the custom view name.

Procedure 1. To create a custom view, first set the screen view you wish to use.

2. In the Workbook Views group, click on the Custom Views button.

3. Click on the Add… button.

4. In the Add View dialog box, type a name for this view in the Name: box.


DISPLAYING A VIEW

Discussion Once you have created a view, you can use the Custom Views dialog box to switch to that view. For example, if you have created a view in which the print settings are set to landscape with custom headers and footers, you can use the Custom Views dialog box to display the corresponding view.

Procedure 1. To display a view, click on the Custom Views button in the Workbook Views

group.

2. Select the view you want to display.

3. Click on the Show button.

4. The selected view is displayed and the dialog box is closed automatically.



DELETING A CUSTOM VIEW

Discussion If you no longer use a custom view, you can delete it. Deleting a custom view permanently removes it from the workbook.

Procedure 1. To delete a custom view, click on the Custom Views button in the Workbook

Views group.

2. In the Custom Views dialog box, select the view you intend to delete.

3. Click on the Delete button.

4. In the Message box, click on the Yes button to confirm the deletion.

5. Message box, click on the Yes button to confirm the deletion.



EXERCISE

Work with views.

1. Open Region20.

2. Display the Totals worksheet and create a normal view called Normal.

3. Hide columns B through D and deselect the Gridlines option. (Hint: Use the Gridlines check box in the View Ribbon.)

4. Create a custom view called Print Totals.

5. Display the Normal view.

6. Display the Projections worksheet. Select a print range of B6:C14 and have rows 1 to 3 and column A repeat. (Hint: Use the Page Setup group in the Page Layout Ribbon.)

7. View the worksheet in print preview. Then, close print preview and create a custom view called Projections (Q1, Q2).

8. Delete the Print Totals custom view.



INDEX

A

Advanced filters copying filtered records ....................................... 103 creating a criteria range ......................................... 98 using an advanced And condition ................ 100, 101 using an advanced Or condition .......................... 101 using comparison criteria ...................................... 99 using database functions ...................................... 103

Allow-editing ranges creating .................................................................. 68 deleting .................................................................. 69

And conditions using advanced ............................................ 100, 101

Auditing Tools ........................................................... 18

C

Calculation manual ................................................................... 73 setting manual ....................................................... 73

Cells unlocking in a worksheet ....................................... 66

Comments creating .................................................................. 58 printing .................................................................. 60 responding to discussion ....................................... 61 using the Reviewing toolbar .................................. 59 viewing .................................................................. 59

Conditional formats adding .................................................................... 52 applying ................................................................. 50 clearing .................................................................. 53 modifying .............................................................. 51

Criteria creating a criteria range ......................................... 98 using comparison ................................................... 99

Criteria range creating .................................................................. 98

Custom formats creating .................................................................. 54

Custom views creating ................................................................ 109 deleting ................................................................ 110 displaying ............................................................ 109

D

Data consolidating ......................................................... 36 consolidating by category ...................................... 36 consolidating by position....................................... 38 limiting the precision of numbers .......................... 13

Data validation using ...................................................................... 42

Databases creating a custom error message............................ 44 creating subtotals in a list ...................................... 46 using data validation .............................................. 42 validating data using a list ..................................... 43

Dependent arrows displaying .............................................................. 18 removing ................................................................ 18

Discussion comments responding to ......................................................... 61

E

Error Checking button................................................ 24 Errors

checking................................................................. 21 identifying ............................................................. 24 tracing cells causing .............................................. 23 using the Error Checking button ............................ 24 using the Trace Error button .................................. 21

F

Fields PivotTable adding .................................................. 81

Files recovering .............................................................. 75

Filtered records copying ................................................................ 103

Formats applying conditional .............................................. 50 creating custom ...................................................... 54

Formula Evaluate button ............................................ 25 Formulas

evaluating .............................................................. 25 Functions

HLOOKUP .............................................................. 4 IF 6 ISERROR ................................................................ 8 nested IF .................................................................. 8 ROUND ........................................................... 12, 13 using AND conditions with IF ............................... 10 using lookup ............................................................ 2 using OR conditions with IF .................................. 11 VLOOKUP .............................................................. 2

L

Lists validating data using .............................................. 43

N

Numbers limiting precision ................................................... 13 rounding........................................................... 12, 13

O

Or conditions using advanced .................................................... 101

Outlines applying ................................................................. 30 clearing .................................................................. 32 collapsing............................................................... 31 expanding .............................................................. 31

Microsoft Excel 2007/2010 - Level 3 Index


P

Passwords adding to a worksheet ............................................ 66 assigning ................................................................ 71 protecting workbook windows .............................. 70

PivotChart reports creating .................................................................. 92 modifying .............................................................. 93

PivotTable reports adding fields .................................................... 80, 87 changing the summary function ............................ 86 creating .................................................................. 78 creating report filter pages ..................................... 89 filtering .................................................................. 83 formatting .............................................................. 90 hiding items ........................................................... 88 publishing to the Web............................................ 94 refreshing ............................................................... 85 removing fields ...................................................... 87 selecting a report filter item ................................... 83 slicer ...................................................................... 84 unhiding items ....................................................... 88

Precedent arrows displaying .............................................................. 20 removing ............................................................... 20

R

Ranges unlocking for editing ............................................. 68

Reviewing toolbar ...................................................... 59

S

Slicer

adding to PivotTable report ................................... 84 Smart tags

error checking ........................................................ 21 Styles

PivotTables ............................................................ 91

T

Task pane Document Recovery .............................................. 75

Trace Error button using ...................................................................... 21

V

Views creating custom .................................................... 109 creating normal .................................................... 108 deleting custom .................................................... 110 displaying ............................................................ 109 using .................................................................... 108

W

Watch Window .......................................................... 26 Web

saving PivotTable reports for publishing ............... 94 Worksheets

consolidating ......................................................... 36 consolidating by category ...................................... 36 consolidating by position ....................................... 38 protecting ............................................................... 66 unlocking a range for editing ................................. 68 unlocking cells ....................................................... 66


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