Microsoft Office Excel 2010: Part 2 - nh.lochoice.com® Office Excel® 2010: Part 2 Part Number:...

STUDENT MANUAL

Microsoft®

Office

Excel®

2010:

Part 2

™

Microsoft® OfficeExcel® 2010: Part

2

Microsoft® Office Excel® 2010: Part 2Part Number: 091012Course Edition: 2.1

AcknowledgementsPROJECT TEAM

Author Media Designer Content Editor

Vincent Iglesias-Cardinale Alex Tong Angie French

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Microsoft® Office Excel®2010: Part 2

Creating Advanced Formulas......................................................... 1Apply Range Names....................................................................... 2Use Specialized Functions............................................................ 13

Analyzing Data with Logical and Lookup Functions......................23Leverage Questions and Testing to Write Formulas.......................24Use Logical and Lookup Functions to Find Answers to Questions..25

Organizing Worksheet Data with Tables.......................................37Create and Modify Tables............................................................. 38Sort and Filter Data...................................................................... 43Use Summary and Database Functions to Calculate Data.............. 56

Visualizing Data with Charts........................................................69Create Charts............................................................................... 70Modify and Format Charts............................................................ 76Create a Trendline........................................................................88Create Advanced Charts............................................................... 96

Analyzing Data with PivotTables, Slicers, and PivotCharts.......... 105Create a PivotTable.................................................................... 106Filter Data Using Slicers..............................................................118Analyze Data Using PivotCharts..................................................123

Inserting Graphics..................................................................... 127

Insert and Modify Graphic Objects........................................................128Layer and Group Graphic Objects......................................................... 136Incorporate SmartArt............................................................................145

Enhancing Workbooks........................................................................ 151Customize Workbooks..........................................................................152Manage Themes................................................................................... 157Create and Use Templates.................................................................... 163Protect Files......................................................................................... 166

Appendix A: Microsoft Office Excel 2010 Exam 77-882......................175

Appendix B: Microsoft Office Excel 2010 Expert Exam 77–888............181

Appendix C: Microsoft Excel 2010 Common Keyboard Shortcuts........ 185

Lesson Labs........................................................................................187

Solutions............................................................................................ 191

Glossary............................................................................................. 197Index..................................................................................................199

| Microsoft® Office Excel® 2010: Part 2 |

About This Course

Whether you need to crunch numbers for sales, inventory, IT, human resources, or anotherbusiness unit, the ability to get the right information to the right people at the right time cancreate a powerful competitive advantage in a complex market environment.This course builds upon the foundational Microsoft® Office Excel® 2010 knowledge andskills you’ve already acquired and sets you on the road to creating advanced workbooks andworksheets that will deepen your firm’s business intelligence.You’ll learn a lot of things about Excel 2010, including how to create advanced formulasand organize your data into tables. You’ll discover the power of PivotTables andPivotCharts and how Slicers can make data filtering as easy as clicking a few buttons.At its heart, this course is about one simple idea: asking your data questions and using Excel2010 to find the answers.

Course DescriptionTarget StudentThis course is designed for individuals who already have foundational knowledge and skillsin Excel 2010 and are ready to advance their data analysis skills and abilities through theapplication of advanced Excel 2010 functionality such as advanced formula creation, tables,charts, PivotTables and PivotCharts.

Course PrerequisitesPrior to taking this course, you should either have taken Microsoft® Office Excel® 2010:Part 1or have equivalent knowledge.

Course ObjectivesIn this course, you will:• Create advanced formulas.• Analyze data with logical and lookup functions.• Organize worksheet data with tables.• Visualize data by using charts.• Analyzing data with PivotTables, Slicers, and PivotCharts.• Insert graphic objects.• Enhance workbooks.

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| About This Course |

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| About This Course |

Creating AdvancedFormulasLesson Time: 1 hour, 15 minutes

Lesson ObjectivesIn this lesson, you will:

• Apply range names.

• Use specialized functions.

Lesson IntroductionFrom your previous training and experience, you’re familiar with the fundamentals ofcreating and using formulas in Microsoft® Office Excel® 2010. You know that formulas arethe mathematical expressions you build by hand and functions are the mathematicalexpressions already built into Excel. But your needs are changing. You now have morecomplex data manipulation requirements that basic formulas and functions cannot address.You need a deeper understanding of the data your business is generating. Your ability to usethe advanced formula techniques in this lesson will enable you to turn your worksheet datainto the business information you need.In this lesson, you will create advanced formulas.

1

TOPIC AApply Range NamesImagine you work in a real estate office. Your colleague, Tomas, has taken an unexpected leave andis unreachable. You’ve been asked to fill in for Tomas. One of Tomas’s clients has come to theoffice prepared to sign some paperwork. You open Tomas’s file cabinet and see dozens of filefolders, each with labels like “S15” or “D72” or “M21:N72.” You start flipping through the filefolders, frantically looking for the client’s paperwork, but it’s not obvious how Tomas has organizedhis files. The client has folded her arms and started tapping her foot.Now take a look at these two formulas.

Figure 1-1: A worksheet that does not use range names.

Figure 1-2: A worksheet that uses range names.

Which one is easier to understand? Which version would be easier to explain to a colleague orupdate two quarters from now? While both formulas will produce the exact same results, the firstversion uses cell references and the second version uses range names. When you master rangenaming using the information in this topic, you’ll be able to add this type of efficiency into yourworkbooks.

Range NamesA range name is a clear, concise, and descriptive name applied to a single cell or a range of cells.Naming ranges:• Improves the readability and maintainability of formulas and functions.• Reinforces the logic of formulas and functions for anyone who has to work with them.The benefits of naming increase dramatically as your formulas and functions become more complex.Range names:

2 | Microsoft® Office Excel® 2010: Part 2

Lesson 1: Creating Advanced Formulas | Topic A

The activities in thislesson are written in acontinuous fashion.Each new activity afterthe first builds upon theprevious activity.Consider teaching theconceptual content bykeying through theactivities with thelearners and teachingthe material as it comesup in the activities.

Worksheet withoutRange Names

Worksheet with RangeNames

• Must begin with a letter.• Cannot include spaces.• Can be up to 255 characters long.• Can be limited in scope to either a single worksheet or to an entire workbook.• Refer to absolute cell addresses.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Add Range Names

Microsoft® Office Excel® 2010: Part 2 | 3


ACTIVITY 1-1Adding Range Names

Data FilesC:\091012Data\Creating Advanced Formulas\Author_Data.xlsx

Before You BeginOpen Excel 2010, if it is not open already.

ScenarioYou work at Fuller & Ackerman Publishing (F&A). You have many Excel workbooks that you useto track various types of data. Right now, you’re working with a workbook that tracks authors by thetotal number of years they’ve been contracted with F&A. This worksheet currently has six columns.• AuthorID: A unique numerical ID for each author. The authors’ names are tracked in a separate

workbook.• Initial Contract Date: The date the author signed her first contract with F&A. While every

book or series by an author has its own unique contract, management likes to track the date anauthor signed her first contract with F&A.

• Years Under Contract: The current total number of years the author has been under contractsince the initial contract was signed. Management creates incentive and loyalty-rewards programsfor authors who continue their relationship with F&A. Some of the incentive and loyalty-rewardsprograms are based on the number of years the author has been publishing with the company.

• Number of Books in Print: The current total number of books the author has published sinceher initial contract date.

• Number of Books Sold: The current total number of books the author has sold since her initialcontract date.

• Sell Price: The current price at which each book sells.Your manager has asked you to provide information about income per author. You decide your bestapproach is to add a column that shows the total income earned by each author. Before adding thenew column, you have decided to add range names to the worksheet to make the income earnedformula (and other formulas you might add to this worksheet) easier to understand. You’ve alreadyadded the range names for the AuthorID column and the Initial Contract Date column. You’re nowready to add the range names for the remaining columns.

1. Open the file Author_Data.xlsx.

2. Use the Name box to add a range name for Years Under Contract.a) Click the Name box. This selects the contents of the Name box.



Direct learners to the C:\091012Data\ directory.Let them know that all ofthe data files for thecourse are located inthis directory and thatwhenever they areinstructed to save theirwork, they should save itin this directory.Use your projectionsystem to project yourdesktop to the class andpoint out the data filedirectory.

If learners notice that therange names forAuthorID and InitialContract Date aremisspelled, let themknow this is intentionalfor this exercise. Theywill edit those names inthe next activity.Additionally, you caninform the group thatthey will be working withthis file for all of theremaining activities inthis course.

b) In the Name box, type C2:C94

c) Press Enter. This selects the range C2:C94.d) With the range C2:C94 selected, select the Name box.e) In the Name box, type Years_Under_Contract

f) Press Enter.

3. Use the New Name dialog box to add a range name for Number of Books in Print.a) Select the range D2:D94.b) To open the New Name dialog box, on the Formulas tab, in the Defined Names group, select Define

Name.

Note: You could change this to any relevant name; however, for this exercise,you can leave the range name as Number_of_Books_in_Print.

c) From the Scope drop-down list, select Authors. This constrains the new range name to the Authorsworksheet, leaving the same range name available for use on other worksheets in this workbook.

d) Click OK.e) Rename the Authors worksheet to Author_Totals

Note: Remember that to rename a worksheet, you right-click the worksheet’stab, select Rename, type the new name, and then press Enter.

f) On the Formulas tab, in the Defined Names group, click Name Manager.

4. What do you notice about the range reference at the bottom of this dialog box?



Ask both onsite andremote learners, “Whatdo you notice about theNew Name dialog box atthis point?” Directanswers to, “Excel 2010anticipates the name forthe range based on thelabel text that appears inthe cell immediatelyabove the range—cellD1 in this case.”Ask both onsite andremote learners, “Whatdoes the Refers To fielddo?” Direct answers to,“The Refers To fieldidentifies the worksheet(Authors!) and theabsolute referenceaddress for the range($D$2:$D$94).Inform learners that ifthey needed to edit therange, they could typedirectly in the box orclick the Range buttonand select the range.For the purposes of thisexercise, they can leavethe range as is.Ask one of the onsite orremote learners toexplain how to rename aworksheet.Before continuing, verifythat onsite and remotelearners have correctlyrenamed the worksheetto Author_Totals.

A: The range reference has changed from Authors! to Author_Totals!.

5. What does this tell you about the relationship between range names and worksheet names?A: If you change the name of a worksheet, any range name associated with the worksheet will

automatically update to reflect the change.

6. Select Close.

7. Use the Number of Books Sold label to add a range name for the number of books sold.a) Select the range E1:E94.b) To open the Create Names from Selection dialog box, on the Formulas tab, in the Defined Names

group, select Create from Selection.

c) Verify that Top row is selected, and then select OK.

8. Why does the Name box still say E1 instead of the range name Number_of_Books_Sold?A: Because the top row is not part of the range; it only supplied the name of the range. The range is

E2:E94, not E1:E94.

9. Using your preferred method, add a range name for Sell Price.

10. Save your work as My_Author_Data.xlsx

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Edit Range Names



Learners can use any ofthe methods covered toadd the name range forSell Price. Ensure theyfollow the same namingformat and name thisrange Sell_Price.

ACTIVITY 1-2Editing a Range Name

Before You BeginMy_Author_Data.xlsx is open.

ScenarioYou’re continuing your updates to the file and realize that the AuthorID name is misspelled and therange name also refers to the incorrect range ($A$2:$A$24). You also notice that you need to correctthe spelling of the Initial Contract Date range name.

1. In My_Author_Data.xlsx, correct the spelling of the Initial Contract Date range name.a) Select the range B2:B94.

b) Select the Name box.c) Type Initial_Contract_Dated) Press Enter.

2. Verify the range name has been corrected.a) On the Formulas tab, in the Defined Names group, click Name Manager.



After pressing Enter,some learners mightnotice that the rangename remainsmisspelled in the Namebox. Let them know thatthis is intentional in thisactivity and they’ll seewhy in the next step.

3. What do you notice?A: The misspelled range name—Initial_Cntract_Date—is still in the file, and a new range name—

Initial_Contract_Date—has been added.

4. What does this tell you about editing range names using the Name box?A: You cannot edit range names using the Name box. If you select a range that already has a name

and then change the name using the Name box, a new range name will be created and theprevious version will still exist.

5. Correct the spelling and range of the AuthorID range name.a) In the Name Manager dialog box, select AuthorID.b) Select Edit.c) In the Name text box, type AuthorID

d) In the Refers to text box, change 24 to 94

e) Click OK.

Note: Be sure to click OK, not Close. You want to keep the Name Managerdialog box open for the next activity.

f) Save the file.

Note: To edit the name of a range, you cannot use the Name box; you must usethe Name Manager dialog box.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Delete Range Names



Let learners know theydon’t have to delete themisspelled version justyet. They will do that inthe next activity.

ACTIVITY 1-3Deleting a Range Name

Before You BeingMy_Author_Data.xlsx is open.

ScenarioYou do not want two versions of the Initial_Contract_Date range name in your file, so you havedecided to delete the misspelled version.

1. In My_Author_Data.xlsx, delete the misspelled version of the Initial_Contract_Date range name.a) In the Name Manager dialog box, select Initial_Cntract_Date.

b) Click Delete.c) In the dialog box that asks if you are sure you want to delete the name, select OK.d) In the Name Manager dialog box, click Close.

2. Save your work.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Use Range Names in a Formula



Ensure learners aredeleting the misspelledversion and not thecorrectly spelled version.

Remind learners thatunless indicatedotherwise, they willcontinue to save theirwork with the nameMy_Author_Data.xlsx

ACTIVITY 1-4Using Range Names in a Formula


ScenarioNow that you’ve added the range names for each of the existing columns, you’re ready to add a newcolumn that totals each author’s income earned. For the purposes of this spreadsheet, managementdefines income earned as the number of books sold multiplied by the sell price. To maintainconsistency, you’ve decided to also add a range name for the data in the new column.

1. In My_Author_Data.xlsx, add a label for the new column and ensure it is formatted in the same style asthe other columns.a) Select cell G1.b) Type Income Earned

c) Press Enter.

2. Using range names, write a formula that will calculate the income earned.a) If necessary, select cell G2.b) In the Formula Bar, type =Nu. As you type, Excel displays a list of functions and range names that

match what you’re typing.

c) On the list, double-click Number_of_Books_Sold.d) In the Formula Bar, after the range name type *e) After the asterisk, begin typing Sell_Price to display the list.



Let learners know thatthis isn’t a typing class,so if they type thiscolumn label incorrectly,they shouldn’t worry.However, precise typingwill be critical when theybegin writing formulas.

f) Double-click the range name Sell_Price.

g) Press Enter.

3. Format the income earned cell so that it appears as dollars.a) Select cell G2.b) On the Home tab, in the Number group, from the Number Format drop-down list, select Currency.

c) If necessary, stretch the width of the column until the hash tags disappear and the value appears.



Ask a learner (eitheronsite or remote), “Whatdo you notice about thelist that pops up?” Directthe answers to thedifference between theicons. Functions have anFx icon and rangenames have an icon thatlooks like a paper tag.

Ask a learner (eitheronsite or remote), “Whydo we see hash tags inthe cell at this point?”Direct the answer to,“The value in the cell iswider than the cell, sowe have to increase thewidth of the column untilthe value appearscorrectly.”

4. Copy the income earned formula for every author.a) If necessary, select cell G2.b) To instantly copy the formula to every relevant cell in column G, double-click the selection handle in

the bottom right corner.

c) To verify that the copy stopped at cell C94, press CTRL + . (the period key). This inverts the active

cell in the selected range.d) Press CTRL + . again to return to the top.

5. Set a range name for the Income Earned column.a) Select the range G1:G94.b) On the Formulas tab, in the Defined Names group, select Create from Selection.c) In the Create Names from Selection dialog box, select OK.

6. Save your work.



Before continuing, openthe Name Manager onthe instructor machineand project it to theclass. Ask learners toverify that the contentsof their Name Managerdialog box match yours.If they don’t, have themmake the edits nowbefore proceeding.

TOPIC BUse Specialized FunctionsImagine you are a financial analyst and you want to calculate the internal rate of return (IRR) or thenet present value (NPV) of a proposed project. While it’s beyond the scope of this course to explainhow to calculate IRR and NPV, it’s enough to say these are complex financial calculations.Or imagine you have a workbook that tracks project milestone dates for a complex project andyou’d like to calculate the total number of workdays between two key milestones.Either of these could be very time consuming to calculate if you have to calculate them by hand.Excel 2010 offers a more efficient way to make these, and many other, calculations.In this topic, you will use specialized functions.

Function CategoriesExcel has 13 categories of functions. Each category has a number of functions designed for veryspecific types of calculations.You can access every function in the Function Library group on the Formulas tab.

Figure 1-3: The Function Library.

Financial, Logical, Text, Date & Time, Lookup & Reference, and Math & Trig functionseach have their own button and drop-down list in the Function Library.For example, here is the expanded list of Logical functions.


Lesson 1: Creating Advanced Formulas | Topic B

If time permits, ask if anyof the learners have afinancial backgroundand would like to say afew words about thechallenges associatedwith calculating IRR andNPV. You’ll want to keeptheir response to just aminute or two.

The Function Library

Figure 1-4: Logical functions.

The More Functions drop-down list provides access to the Statistical, Engineering, Cube,Information, and Compatibility functions.Here are some of the many Statistical functions.

Figure 1-5: Statistical functions.

You can also access any function using the Insert Function button in the Function Library.

Category Functions That

Financial Perform common financial calculations such as calculating theInternal Rate of Return (IRR) or Net Present Value (NPV) or theyield on a security.



Logical Functions

Statistical Functions

As you teach throughthe various categories,project your screen andshow the learners wherethey can find thefunctions in the FunctionLibrary. For example, todemonstrate where tofind the Compatibilityfunctions, demonstratenavigating to theFormulas Tab, clickingthe down arrow underMore Functions, andthen displaying the list ofCompatibility functions.

Category Functions ThatLogical Perform what-if and conditional analysis on data.

Text Enable you to manipulate text. For example, if you want toconvert text to lowercase or uppercase or if you want to combinetwo or more bits of text from multiple cells into in a single cell.

Date and Time Return date and time related information. For example, youcould use a date function to return the current date.

Lookup and reference Find specific values in specific tables or lists of data.

Math and trigonometry Perform common mathematical and trigonometric calculationssuch as sine and cosine values or calculating the factorial of anumber.

Statistical Perform common statistical analysis such as finding the mean,median, or mode of a dataset.

Engineering Perform engineering conversions. For example, if you want toconvert a binary number to a hexadecimal, you would use one ofthe engineering functions.

Cube Fetch data from Online Analytical Processing (OLAP) cubes.OLAP is a database technology used to analyze business data.For more information on OLAP support in Excel, see ExcelHelp.

Information Provide information about data and worksheets. For example, ifyou want to know in which directory on your computer ornetwork the current spreadsheet is stored, you would use one ofthe information functions.

Compatibility Existed in previous versions of Excel but have been replaced inExcel 2010. While the older versions of the functions still workin Excel 2010, there are a couple of important things to keep inmind. First, these functions may not be available in futureversions of Excel. Second, each of these functions has a new,updated version in Excel 2010. However, if you update thefunction in an Excel 2010 file, and need to share the file withsomeone using a previous version of Excel, it’s important toremember that the updated version of the function is notbackwards compatible.

Database Perform database-related operations on Excel data that meetsspecific criteria. Database functions can be a very powerful wayto query the data in your spreadsheets.

User defined Are not built-in to Excel’s function library at the time ofpurchase. These functions come from add-ins that users installafter purchasing Excel.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Locate Functions using the Excel FunctionReference



ACTIVITY 1-5Locating Functions Using the FunctionReference

Before You BeginMy_Author_Data.xlsx is open.

ScenarioYour manager has reviewed the spreadsheet and has asked that you add some updates. At a glance,she wants to know:• What is the average number of books in print for the entire group of authors?• How long has the newest author been with the F&A family?You’re sure Excel has functions that can address your manager’s requests. However, you’re not sureexactly which functions to use, so you decide to use the Excel Help system to locate the appropriatefunctions.

1. In My_Author_Data.xlsx, locate a function that will return the average number of books sold for theentire group of authors.

a) Select the Excel Help button .b) In the Search text box, type function categoriesc) Select Search.d) Select the Excel functions (by category) link.e) If necessary, maximize your window.f) Scan the list of functions and locate one that you think will find the average value of a group of

values.

2. What functions did you find?A: Answers might vary, but you can direct the group to the AVERAGE function in the Statistical

Functions category.

3. Click the AVERAGE function link to open a description of the AVERAGE function. Every function inExcel has a page similar to this that explains what the function is, its arguments, and how it works.Many of these pages also include an example.

4. Read the description.

5. Will the AVERAGE function work to meet the needs of your manager?A: Yes. The AVERAGE function will return the average of a dataset.

6. Locate a function that will help you answer the question “How long has the newest author been with theF&A family?”

What does this aforementioned question suggest?A: The newest author has been with F&A the least amount of time, so “least” suggests the minimum

of something. In this case, the minimum amount of time with F&A.

7. Close the Excel Help window, but keep Excel and your file open.



The goal of this activityis strictly to introducelearners to the functionreference in the ExcelHelp system. Thiscourse does not coverall of Excel's functions,so the function referencewill be a useful tool forstudents who need tofind different types offunctions back on thejob.Use this activity to modelfor learners how theycan use the help systemto find the functions theyneed.

Let learners know thatthey will explore thesyntax of functions in thenext section and thatthey shouldn’t spendtime on the syntax rightnow. Remind them thatthe goal of this part ofthe exercise is tobecome familiar withwhat’s available in theHelp system.

Function SyntaxEvery function has a specific syntax. The function syntax describes the structure of the function,including the function’s name, its arguments, the order of the arguments, and whether thearguments are required or not.

Note: It is good practice to verify a function’s syntax in the function reference of the ExcelHelp system to ensure you are using all of the required arguments in the correct order.

Here’s an example of the syntax of the AVERAGE function. This function has one requiredargument, number1, and can have one or more optional arguments of the same type, represented by[number2] and the ellipsis.

Figure 1-6: Syntax of the AVERAGE function.

In Excel 2010’s function reference, no matter which function syntax you are reviewing, all requiredarguments will not be bracketed, all optional arguments will be bracketed, and an ellipsis willrepresent multiple arguments of the same type.

Function Entry Dialog BoxesYou can enter functions by hand directly into the Formula Bar, or you can use the two dialogboxes that simplify function entry: the Insert Function dialog box and the Function Argumentsdialog box.In the Insert Function dialog box you can search for a function by typing a brief description ofwhat you want to do. You can also sort functions by category and select a specific function. A briefdescription of the selected function appears at the bottom of the dialog box.



Syntax of the AVERAGEFunction

Figure 1-7: The Insert Function dialog box.

The Function Arguments dialog box guides you through entering the arguments for a selectedfunction. This dialog box includes a brief description of each argument in the function.

Figure 1-8: The Function Arguments dialog box for the ABS function.

Improvements to Excel FunctionsExcel 2010 has made some improvements to functions including the addition of new functions. Forsome functions, additional improvements include:• Improved algorithms that provide more accurate results.• New names that align better with how they operate.• Enabling the use of earlier versions of function names so users can use previous versions of

select function names to ensure backwards compatibility with previous versions of Excel.



Ask learners (eitheronsite or remote), “Whatdoes ABS function do?”The answer is in thefigure—it returns theabsolute value of anumber.The Insert FunctionDialog Box

The Function ArgumentsDialog Box

Automatic Workbook CalculationsBy default, Excel 2010 automatically recalculates the value returned by a formula or function if thedata the formula or function is calling changes. For example, if cell A4 contains a SUM function thatsums the values in range A1:A3, if you change one of the values in range A1:A3, the SUM functionin A4 will automatically update.Sometimes, however, you might be in a situation where you don’t want the workbook to calculateautomatically. In cases like this, you will want to disable automatic calculation.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Use Specialized Functions



ACTIVITY 1-6Using Functions


ScenarioYou’ve found the functions you would like to use—AVERAGE and MIN—using Excel’s functionreference. To review, your manager wants to know:• What is the average number of books in print for the entire group of authors?• How long has the newest author been with the F&A family?To help maintain readability in the Excel file, you decide to create a new spreadsheet namedStatistics. You’ll place the answers to each of these questions on that spreadsheet.

1. In My_Author_Data.xlsx, add a new worksheet named Statistics and make it the first worksheet in theworkbook.

2. For each question your manager wants answered, add relevant text to the Statistics worksheet.a) Set the width of columns A and B to 25b) Select cell A1, and then type Average books in printc) Select cell A2, and then type Newest to F&A

3. Use the Insert Function and Function Arguments dialog box to enter a function that calculates theaverage number of books in print for the entire group of authors.a) Select cell B1.b) On the Formulas tab, in the Function Library group, select Insert Function.c) From the Or select a category drop-down list, select Statistical.

d) In the Select a function list, select AVERAGE.



If necessary, ask alearner to explain how toinsert a new Statisticsworksheet. Direct theanswer to right-clickingthe Author_Totals tabname, selecting Insert,and then renaming thenew worksheetStatistics.If necessary, informlearners they canchange the width ofcolumns A and B byselecting both columns,then right-clicking thecolumn headings andselecting Column Width.

e) Select OK.f) In the Function Arguments dialog box, click in the Number1 text field, and then type

Number_of_Books_in_Printg) Select OK.

4. Why is Excel returning the #NAME error?A: Because the Number_of_Books_in_Print range name is constrained to the Author_Totals

worksheet rather than to the entire workbook.

5. Fix the #NAME error.

a) Open the Name Manager dialog box.b) Delete the current version of the Number_of_Books_in_Print range name.c) Create a new Number_of_Books_in_Print range name and set the scope of this new range name to

Workbook.

6. Format the Average books in print cell so that it only shows one decimal place.a) On the Statistics worksheet, select cell B1.b) On the Home tab, in the Number group, click Decrease Decimal until the value shows only one

decimal place.

7. Use the Insert Function and Function Arguments dialog box to enter a function that answers thequestion, “How long has the newest author been with the F&A family?”a) On the Statistics worksheet, select cell B2.b) In the Formula Bar, type =MIN(Years_Under_Contract), then press Enter.c) Format the cell so that it only shows two decimal places. The author who has been with F&A the

least amount of time has been there .40 years (after rounding to two decimal places).

8. Save and close your work.



Inform learners that youwill walk them throughhow to fix the #NAMEerror. Have learnersclick through and fix it ontheir machines as youmodel it for them.Before continuing to thenext step, verify thateach learner hascorrectly fixed the#NAME error.

Before continuing, verifythat each learner hascorrectly added thisformula to theirworkbook.

SummaryIn this lesson, you created advanced formulas. You leveraged range names to make your functionsand formulas easy to understand and maintain. You used specialized function to run calculations onyour data.Creating advanced formulas is the gateway to some of the most sophisticated functionality Excel2010 has to offer. By embedding multiple functions within a single, complex formula, you cantransform raw business data into useful strategic information.

Consider your company and the types of data it creates and crunches. How might you leverage advancedformulas in your organization?

A: Answers will vary, but consider the types of functions that will be used most often. For example, ifyou're working in a finance department, you might use many of the financial functions whereas ifyou're working in an R&D department, you might find you often use the math and trigonometry orengineering functions.

What are some range names you could use that are relevant to your company’s data?

A: Answers will vary, but consider the types of data your company collects and base range names on thetypes. For example, if you work in the real estate industry, some range names might be “City,” “State,”“School District,” and “List Price.”

Note: Check your LogicalCHOICE Course screen for opportunities to interact with yourclassmates, peers, and the larger LogicalCHOICE online community about the topics covered inthis course or other topics you are interested in. From the Course screen you can also accessavailable resources for a more continuous learning experience.


Lesson 1: Creating Advanced Formulas |

Encourage students touse the socialnetworking toolsprovided on theLogicalCHOICE Homescreen to follow up withtheir peers after thecourse is completed forfurther discussion andresources to supportcontinued learning.

Analyzing Data withLogical and LookupFunctionsLesson Time: 45 minutes


• Leverage questions and testing to write formulas.

• Use logical and lookup functions to find answers to questions.

Lesson IntroductionThe previous lesson introduced you to functions, how to find them in the Microsoft®Office Excel® 2010 function reference, and the various ways you can enter functions intoyour workbooks. While there are many different types of functions, all functions generallyfall into one of two broad categories: functions that crunch the numbers in a dataset andfunctions that find specific data within the dataset. Examples of functions that crunch thenumbers include many of the financial, statistical, and engineering functions. Examples offunctions that find specific data include the logical and lookup functions.In this lesson, you will explore two of the function types that look for specific data in adataset: logical functions and lookup functions.

2

TOPIC ALeverage Questions and Testing to WriteFormulasExcel 2010 provides the tools you need to answer questions about your business's performance.However, it’s up to you to ask the right question.

Start with QuestionsLike most functions in Excel, logical and lookup functions help you find answers to your questions.When you work with logical and lookup functions, it’s a good idea to begin by thinking of thequestions you want your data to answer.For example:• Which sales representative had the highest sales last quarter?• Which products are for sale in Canada and were produced either in China or Indonesia?• What is the employee ID for the employee who has been with the company the longest?• Which department does Employee X work in?By refining your questions prior to writing out your formulas, you’ll be better prepared to writeformulas that use logical and lookup functions in the most efficient way possible. Your questionswill lead you to the types of logical and lookup functions you’ll need to incorporate in yourformulas.For example, the question “Which sales representative had the highest sales last quarter?” suggeststhat you’ll need to find a maximum value for a specific individual. This points to VLOOKUP andMAX being used together in some way.The question “Which products are for sale in Canada and were produced either in China orIndonesia?” looks like it will, at a minimum, require AND and OR functions working together insome way.Once you know the questions, and have an initial idea of which functions you’ll need to use, thenyou can begin building your formulas.

End with TestingAfter you’ve written a formula that uses logical and lookup functions, it’s always good practice tothoroughly test your formula before you deploy it for use by others. You want to ensure that theformula performs exactly as expected.


Lesson 2: Analyzing Data with Logical and Lookup Functions | Topic A


TOPIC BUse Logical and Lookup Functions to FindAnswers to QuestionsLogical and lookup functions can help you find the answers to many of the types of questions youwill ask of your data.

Logical FunctionsExcel 2010’s logical functions run logical tests on your data. There are seven logical functions.

Figure 2-1: Logical functions.

Logical Function Description

AND Syntax: AND(logical_test1, [logical_test2], . . .)Number of required arguments: 1Number of optional arguments: 1 to 255Comments: Returns TRUE only if all logical tests are true. ReturnsFALSE if one or more logical tests are not true.Example: AND(B2>C2, D2>=10)If the value in cell B2 is greater than the value in cell C2 and the value incell D2 is greater than or equal to 10, then this function will return TRUE.If either of those values is not true, the function will return FALSE.

OR Syntax: OR(logical_test1, [logical_test2], . . .)Number of required arguments: 1Number of optional arguments: 1 to 255


Lesson 2: Analyzing Data with Logical and Lookup Functions | Topic B

Logical Functions

As you teach throughthe various types oflogical functions, projectyour screen and showthe learners where theycan find the functions inthe Function Library.


Comments: Returns TRUE if one or more logical tests are true. ReturnsFALSE if all logical tests are not true.Example: OR(B2>C2, D2>=10)If the value in cell B2 is greater than the value in cell C2 or the value in cellD2 is greater than or equal to 10, then this function will return TRUE. Ifboth of those values are not true, the function will return FALSE.

FALSE Syntax: FALSE()Number of required arguments: 0Number of optional arguments: 0Comments: This function has no arguments. You can enter it in a cell andthe cell’s value will appear as the text “FALSE.”

TRUE Syntax: TRUE()Number of required arguments: 0Number of optional arguments: 0Comments: This function has no arguments. You can enter it in a cell andthe cell’s value will appear as the text “TRUE.”

IF Syntax: IF(logical_test, [value_if_true], [value_if_false])Number of required arguments: 1Number of optional arguments: 2Comments: This function runs the logical test in the first argument. If thelogical test is true, the function returns the second argument. If the logicaltest is not true, the function returns the third argument.Example: IF(Income>Expenses, “Profit”, “Loss”)If the value in the Income cell is greater than the value in the Expensescell, the function will return the text “Profit.” If the value in the Incomecell is not greater than the value in the Expenses cell, the function willreturn the text “Loss.”

IFERROR Syntax: IFERROR(value, value_if_error)Number of required arguments: 2Number of optional arguments: 0Comments: Use this function to catch errors in calculations. If the firstargument evaluates to an error, the second argument will be returned. Ifthe first argument does not return an error, then it (the first argument) isreturned.Example: IFERROR(current_assets/current_liabilities, “Liabilities EqualZero”)If the value in the current_liabilities cell is zero (0), then no matter whatthe value is in the current_assets cell, you will get a divide-by-zero error.If that’s the case, then the function will return the text “Liabilities EqualZero.” If current_liabilities is any number other than zero, then Excelwill run the calculation and divide current_assets by current_liabilities.

NOT Syntax: NOT(logical_test)Number of required arguments: 1




Number of optional arguments: 0Comments: This function returns the opposite of either TRUE or FALSEdepending on how the logical test evaluates. If the logical test evaluates toTRUE, the function will return FALSE. If the logical test evaluates toFALSE, the function will return TRUE.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Write Formulas that use Logical Functions



ACTIVITY 2-1Working with Logical Functions

DatafileC:\091012Data\Analyzing Data with Logical and Lookup Functions\Author_Data_02.xlsx

ScenarioYour manager likes what you’ve done so far and has a couple more things she’d like you to add tothe workbook, namely:• F&A management likes to keep an eye on new authors who are also early producers. They define

early producers as any author that has been under contract for less than two years and haspublished more than four books. Your manager would like to know which authors fit thesecriteria.

• From time-to-time, F&A likes to reward authors that are either high producers or have been withthe company for more than five years. High producers are any authors who have published 10 ormore books with the company. Your manager wants to be able to know at a glance whether anauthor meets one of these criteria.

You decide to create new columns on the Author_Totals worksheet and use logical functions toanswer these questions.

1. Open the file Author_Data_02.xlsx.

2. On the Author_Totals worksheet, add column labels for Early Producers and 5+ Years or High Producera) Select cell H1, and then type Early Producer?b) Select cell I1, and then type 5+ Years or High Producer?c) Format these cells so they match the format of the other labels.

3. Using range names, write a formula that defines early producers as any author that has been undercontract for less than two years and has published more than four books.a) Select cell H2.

Note: You can go to Formulas Tab→Defined Names Group→Name Manager tofind the names.

b) In the Formula Bar, type =AND(c) Observe that Excel provides visual guidance on where you are in the syntax of the function. The

argument that appears in bold indicates the argument in which your cursor is currently placed.



Let learners know thattheir column widths donot have to matchexactly what they see inthis screen capture.They should get used toregularly adjustingcolumn widths to fit theirneeds.

d) Type Years, and double-click Years_Under_Contract when it appears in the list.e) Type <2,

f) Type Number and then double-click Number_of_Books_in_Print when it appears in the list.g) Type >4)

h) Press Enter.i) To copy the formula to every cell in the range, select cell H2, and then double-click the selection

handle in the bottom right corner of the cell.

4. Verify that the formula works as expected.

5. Observe the range C2:H2.

Is the formula working correctly for this author?A: Yes. While this author has published 15 books, he or she has been with the company for more

than 2 years (2.09). Because this is an AND function, to return TRUE, all AND function argumentsmust be true. Therefore, the formula is working as expected for this author because it hasreturned FALSE.

6. Observe the range C5:H5.

Is the formula working correctly for this author?A: Yes. This author has been with the company less than 2 years (1.38) and has published more

than 4 books (11).

7. Save your work as My_Author_Data_02.xlsx

8. How would you write a formula that identifies any authors who have either been with the company formore than 5 years or have published 10 or more books with the company?A: In cell I2, enter =OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10) and copy the

formula to every cell in the range I2:I94.

9. Write and test the formula you planned in the previous step.

10. After entering the formula, what are the values in cells I2 and I4?A: I2 is TRUE and I4 is FALSE

11. Save your work.

12. Apply conditional formatting to make it easier to visually identify which cells in the range H2:I94 areTRUE and which are FALSE.a) Select the range H2:I94.b) On the Home tab, in the Styles group, from the Conditional Formatting drop-down list, select

Highlight Cell Rules, and then select Equal To.



Ask learners, “After youtype the comma, whatdo you notice?” Directanswers to, “The visualguide now shifts the boldhighlight to the optional[logical2] argument,indicating your cursor isnow in position to definethis argument.”

Reinforce that no matterhow many conditions anAND function has—andthey can have up to 255of them—every conditionmust be true for the ANDfunction to return true.Before continuing,project your screen,select cell H2, and asklearners to verify theyhave the correct formulain that cell and havecopied the formula downto all cells in the range.

c) In the Equal To dialog box, in the Format cells that are EQUAL TO text field, type FALSEd) Verify that Light Red Fill with Dark Red Text is selected in the with drop-down list.

e) Select OK.f) Follow the same steps, but this time format cells containing TRUE with Green Fill with Dark Green

Text.

13. Save your work.



ACTIVITY 2-2Combining IF and AND Functions

Before You BeginMy_Author_Data_02.xlsx is open.

ScenarioThe conditional formatting in columns H and I improve readability; however, you feel that thewords TRUE and FALSE don’t really answer the questions suggested by the column labels. You’drather see these cells display either “Yes” or “No,” so there’s no confusion for anyone else whomight be using this worksheet. You decide that you will use an IF function that tests whether thevalue in the cell is TRUE or FALSE. If the value is TRUE, the cell will display “Yes,” and if thevalue is FALSE, the cell will display “No.”

1. In My_Author_Data_02.xlsx, on the Author_Totals worksheet, change the conditionally formatted cells incolumn H so that any TRUE state remains green but reads Yes (instead of TRUE) and any FALSEstatement remains red but reads No (instead of FALSE).a) Select cell H2.b) Clear the contents of the Formula Bar.c) In the Formula Bar, type

=IF(AND(Years_Under_Contract<2,Number_of_Books_in_Print>4)=TRUE,"Yes","No")d) Press Enter.e) Copy the formula to the remaining cells in the range.f) Verify the formula works correctly.

2. Save your work.

3. How would you change the formula in column I so it has the same treatment as column H?A: Add IF( right before the OR function, and then after 10) add =TRUE, “Yes”,”No”). The formula

should look like this:=IF(OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10)=TRUE,"Yes","No"). Makesure you copy the formula to every cell in the range I2:I94.

4. Use your aforementioned plan to change the formula in column I.

5. If necessary, conditionally format the data in columns H and I so that Yes appears in a green style andNo appears in a red style, then center align the data in those columns.



Verify that the learnershave correctly typed theformula. Beforecontinuing, ensureeveryone has typed theformula in correctly andhas copied it to everycell in the range I2:I94.

6. Save your work.

VLOOKUP and HLOOKUP FunctionsVLOOKUP and HLOOKUP are powerful functions that enable to you find data based on specificcriteria. These are the types of functions that help you find answers to questions like, “What year didEmployee X start working here?”VLOOKUP and HLOOKUP functions can be used within a single worksheet, across multiplesheets in a single workbook, or across multiple workbooks.The data returned from a VLOOKUP or HLOOKUP function can either be displayed in a cell orused as an argument in a function. The identified data can be displayed in a cell or used in acalculation.

The VLOOKUP FunctionSyntax: VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])Number of required arguments: 3Number of optional arguments: 1The lookup_value is the value you already know, for example the employee’s ID number. Thetable_array is the range of cells that contain all of the data you need to search—including the datayou already know, such as the employee’s ID in the first column. It’s important to remember thatthe first column of the table_array must contain the value you already know. The col_index_num isthe number of the column in the table_array that will contain the answer, or the information youdon’t know. VLOOKUP first looks top to bottom in the first column of the array. Once it finds thelookup_value, it then looks left to right—not right to left—until it gets to the column identified inthe col_index_num argument.

Note: To further explore the power of lookup functions, you can access the LearnTOCombine Excel’s MATCH and INDEX Functions to Lookup Data presentation from theLearnTO tile on the LogicalCHOICE Course screen.



Figure 2-2: Example using the VLOOKUP function.

Cell B2 contains the VLOOKUP function. This function answers the question, “What is EmployeeX’s salary?” First the function looks for the value in cell A2 in the first column of the range D2:F10.It starts at the top and goes towards the bottom of the column until it finds a value that matches thevalue in A2. As soon as it finds that value—4306 in this example—it starts looking from left to rightacross the same row that it found the value in A2—in this example, that would be row 7. It countsacross the columns until it gets to the column index indicated in the third argument—3, in thisexample—and then returns the value in that cell—$38,700.

The HLOOKUP FunctionSyntax: HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])Number of required arguments: 3Number of optional arguments: 1The HLOOKUP functions similarly to the VLOOKUP except instead of looking vertically for thelookup_value, HLOOKUP looks horizontally across row headings.

Figure 2-3: Example using the HLOOKUP function.

Cell A5 contains the HLOOKUP function. This function answers the question, “How many bookshas author 1021 sold?” First the function looks for the value in cell A2 in the first row of the rangeC1:E5. It starts at the left and moves to the right until it finds a value that matches the value in A2.As soon as it finds that value—1021 in this example—it starts looking from the top to the bottomof the same column that it found the value in A2—in this example, that would be column E. It



You may want to showLearnTO CombineExcel’s MATCH andINDEX Functions toLookup Data from theLogicalCHOICE Coursescreen or have studentsnavigate out to theCourse screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.Consider opening theVLOOKUP_example.xlsx file in the data filesfolder and projecting it tothe class while youexplain VLOOKUPfunctionality.The VLOOKUP function

Consider opening theHLOOKUP_example.xlsx file in the data filesfolder and projecting it tothe class while youexplain HLOOKUPfunctionality. Letlearners know that forthe purposes of thisexample, the columnsand rows of the AuthorData worksheet havebeen swapped. This isstrictly to help illustratehow the HLOOKUPfunction works.The HLOOKUP function

counts down the rows until it gets to the row index indicated in the third argument—4, in thisexample—and then returns the value in that cell—344,944.



ACTIVITY 2-3Working with Lookup Functions


ScenarioYour manager has indicated that she’d like to be able to type in an author’s ID number and instantlyknow how many books the author has sold—without having to scroll around the worksheet.You have decided to add a VLOOKUP function to the statistics worksheet to address this need.

1. In My_Author_Data_02.xlsx, on the Statistics worksheet, add a VLOOKUP function that enables a userto enter an author’s ID and have the total number of books sold for that author returned.a) Select cell A8.b) Type Enter Author IDc) Select cell B8.d) Type Total Number of Books Solde) Format both of these cells so they have a dark blue background with bold white text.f) Select cell B 9.g) Type =VLOOKUP(A9,Author_Totals!A2:E94,5,FALSE)h) Press Enter.i) Format cell B9 so it includes commas as a separator and no decimal places.j) To verify that the function works, in cell A9, type 1006 and then press Enter.

k) Select the Author_Totals worksheet, and verify that the total number of books sold for ID 1006 is

316,237.




Ask learners (eitheronsite or remote), “Whyare you getting the #N/A“Not Available” error?”They are getting thiserror at this pointbecause the VLOOKUPfunction is looking for avalue in cell A9, but atthis point, that cell isempty.

SummaryIn this lesson, you analyzed data with logical and lookup functions. You worked with logicalfunctions such as AND and OR and lookup functions like VLOOKUP and HLOOKUP to find theanswers to specific questions you had—answers that could only be found within your dataset.

What types of questions could you ask of your company’s data that VLOOKUP or HLOOKUP could helpyou find the answers to?

A: Answers will vary, but consider the types of data you regularly interact with, then think of questionsyou would like to answer. For example, if you work in a market research department that collects dataabout how consumers use a particular product, a possible question that incorporates eitherVLOOKUP or HLOOKUP might be, “Which feature did female respondents age 30 to 40 like most?”

What are some examples of how logical functions such as AND and OR can help you analyze yourcompany’s data?

A: Answers will vary, but think about the type of data you interact with, and then consider how you mightcombine that data to using AND and OR functions. For example, if you work in program management,you might use AND and OR functions to answer questions such as, “Which projects came in on timeAND under budget?”



Lesson 2: Analyzing Data with Logical and Lookup Functions |


Organizing WorksheetData with TablesLesson Time: 1 hour, 15 minutes


• Create and modify tables.

• Sort or filter worksheet and table data.

• Use functions to calculate data.

Lesson IntroductionYou’ve built worksheets and workbooks and used functions and formulas to analyze data.As your worksheets and workbooks grow in size and complexity, you’re finding it more andmore challenging to locate and study the data you need to make business decisions. Youwant to organize the data in your Microsoft® Office Excel® 2010 files so that you can findthe data you need as efficiently as possible.In this lesson, you will organize worksheets data with tables.

3

TOPIC ACreate and Modify TablesImagine you have a worksheet with thousands of rows and a dozen columns. The worksheet listsretail store transactions by date and various other criteria. You want to view all of the transactionson a specific date between two specific hours. You could use Excel’s sort functionality, but thespreadsheet is so large, simple sorting would just take too much time. Additionally, because of thesheer volume of transactions, with sorting, you might miss some of the transactions.An easier way to find and summarize the data you’re looking for is to convert your dataset into atable. Tables enable you to quickly sort and filter data based on the header rows of the table. One ofthe key benefits of tables is that a table limits the visible view of data to only the sort and filtercriteria you have selected. Tables don’t manipulate or change the data; they manipulate and changethe view of the data.So, if your transactions dataset is 175,000 rows long, and you only want to see the transactions thatoccurred on August 20, 2012, between the 10:00 a.m. and 11:00 a.m., for a specific store, you canselect these criteria from the date and time columns and the table will adjust its view so that youonly see the 137 transactions that occurred on that date between those hours for that store.By removing all of the data you don’t need to see from your view, Excel helps improve yourefficiency at finding and analyzing the data you do need.

TablesA table is a dataset comprised of contiguous rows and columns that Excel treats as a single,independent data object. When a standard dataset is converted to a table, the header row convertsfrom plain text labels into sortable fields.

Table ComponentsTables contain a variety of components that enhance the presentation of data.

Component Description

Table name Functions much the same way as a range name. You can add a nameto a table so that you can use the table name in formulas.

Header row The first row of a table that contains the labels for each column.Unlike standard data ranges, table header rows include drop-down liststhat enable you to filter and sort the data in the table.

Total row The total row is the last row in a table. It can display the total or othersummary data for each column in the table.

Banded rows and columns Tables can be formatted so that rows and columns appear in differentcolors, making it easier for users of the data to differentiate betweenone row or column and another.


Lesson 3: Organizing Worksheet Data with Tables | Topic A


Figure 3-1: A sample table.

The Create Table Dialog BoxYou can use the Create Table dialog box to select a specific data range and convert it to table. Youcan find the Create Table dialog box by clicking Insert Tab→Tables Group→Table.

Figure 3-2: The Create Table dialog box.

Styles and Quick Style SetsA style is a collection of formatting options that you can define and then apply to worksheet columnsand rows. A Quick Style Set is a group of predefined styles that come packaged with Excel. QuickStyle sets enable you to apply a predefined style quickly and easily to tables of any size.

The Table Tools Design Contextual TabThe Table Tools Design contextual tab displays only when you have selected a table or a cellwithin a table.



A Sample Table

The Create Table DialogBox

Figure 3-3: The Table Tools Design contextual tab.

Table Formatting OptionsYou can format a table using any of the predefined Quick Style sets, or you can create your owncustom styles. Custom styles enable you to align the formatting of your table with any color andformatting style guidelines that might be governed by other departments in your organization. Forexample, if your firm has strict color branding guidelines for internal and external communicationsand reports, you can use custom styles to align the formatting of your worksheets to meet thosebranding guidelines.

Table Modification OptionsOnce you’ve built a table, you can modify it in various ways. You can add and delete columns androws while maintaining both the data and formatting integrity of the table. You change the size ofthe table without impacting data that might appear elsewhere on the worksheet but not in the table.If necessary, you can also convert a table into a data range if you need to remove the tablefunctionality from how the data is presented and viewed.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create and Modify Tables



The Table Tools DesignContextual Tab

ACTIVITY 3-1Converting a Range to a Table

Data FilesC:\091012Data\Organizing Worksheet Data with Tables\Author_Data_03.xlsx

Before You BeginExcel 2010 is open.

ScenarioIn the last year, Fuller & Ackerman (F&A) acquired two publishing houses, bringing the totalnumber of F&A authors to just over 1000. The process of integrating the author rosters of the twonew acquisitions is well underway.With the addition of all the new authors, the Author Data worksheet has grown considerably. Youstill need to run various reports based on the data, but because the number of records has grownexponentially, you have decided to convert the Author_Totals worksheet dataset into a table namedAuthor_Totals.


2. Convert the range A1:K1074 to a table.a) Select any cell within the range A1:K1074.b) On the Insert tab, in the Tables group, select Table.c) Verify Excel has correctly anticipated the range $A$1:$K$1074, and then select OK.

d) Adjust the width of each column so the drop-down list arrows do not obscure any of the column

labels.

3. Because F&A’s brand colors are in the green spectrum, change the default color style of the table to agreen style.a) Select any cell in the table.



Ask learners (eitheronsite or remote),“What’s a quick way toformat the width of thecolumns?” Directanswers to, “You candouble-click the line thatseparates each columnheading to auto-fit thecontents of the columnin the cells.”

b) On the Table Tools Design tab, in the Table Styles group, click the down arrow to expand theselection, and then select the Table Style Medium 11 quick style.

4. Name the new table Author_Totalsa) On the Table Tools Design tab, in the Properties group, select the contents of the Table Name field

and then type Table_Author_Totalsb) Press Enter.




TOPIC BSort and Filter DataCreating tables is one thing. Leveraging their power for data analysis is quite another. Sometimesyou will want to view your data in a specific order or view some subset of your data. In this topic,you will sort and filter data.

The Difference Between Sorting and FilteringNeither sorting nor filtering changes your data; They only change the view of your data.To sort data means to change the order of data in a row or column. To filter data means to removefrom view any data that does not meet certain criteria. You can sort on one or more columns androws, and you can combine sorting and filtering to provide precisely the view you need. Generallyspeaking, when you combine sorting and filtering, you filter first, and then sort the filtered data.Here are some examples.This table is sorted by AuthorID only. The sort goes from lowest value to highest value.

Figure 3-4: Data sorted on a single column.

This table is sorted by three columns: first by number of books in print, then by sell price, then bynumber of books sold. To see this, first look at the order of the Number of Books in Printcolumn: the 1s come first, then the 2s. Then, within the 1s, observe the order of the Sell Pricecolumn. It goes from lowest to highest sell price. The same is true for the Sell Price order forauthors with 2 books in print. Now observe the order of the Number of Books Sold column forauthors with one book sold. What do you notice? The Number of Books Sold column is sortedfrom highest to lowest for each Sell Price.


Lesson 3: Organizing Worksheet Data with Tables | Topic B

Data Sorted on a SingleColumn

Figure 3-5: Data sorted on multiple columns.

When sorting on multiple columns, it’s important to remember that each column you sort on—except the last—must have data that repeats. In this example, there’s more than one author with 1book in print, and there’s more than one sell price but multiples of each sell price. However, theNumber of Books sold is unique for each author.The next example illustrates a table that has been both filtered and sorted. First, the table wasfiltered to show only those authors who have earned between $100K and $150K. Then, the list ofauthors returned by that filtered was sorted from authors with the fewest books sold to the mostbooks sold.

Figure 3-6: Filtered and sorted data.



Data Sorted on MultipleColumns

Filtered and Sorted Data

Excel has many AutoFilters built in. The previous example shows the table being filtered for authorswho have earned between $100K and $150K. This is an example of the Between autofilter.Sometimes, though, you will want to filter data based on much more complex criteria than theautofilter options will allow for. In cases like this, you will want to use the Advanced Filter dialogbox.

Advanced FilteringThe Advanced Filter dialog box enables you to create complex data filters that filter data on avariety of user-defined criteria. However, if your data is in a table, to use the Advanced Filter dialogbox, you must first turn off AutoFilter.Unlike AutoFilter options, where you enter the filter criteria in the AutoFilter dialog box or selectit in a menu, the advanced filtering options look for specific filter criteria that appear in a specificrange on your worksheet. The criteria range must appear directly above the range you want to filter.When you create advanced filters, criteria that appear on the same row in the criteria range use anAND operator and criteria that appears on different rows in the criteria range use the OR operator.Here are some examples.This filter looks for all authors who have been under contract for 10 or more years, have five orfewer books in print, and have sold more than 600,000 units. Five authors meet these criteria.

Figure 3-7: Advanced filter with 3 criteria using only the AND operator.

This filter looks for all authors who have been under contract for 11 or more years, have less than 5books in print, and have sold more than 600,000 units OR any authors who have earned more than$16 million. Six authors meet these criteria.



Advanced Filter with 3Criteria

Figure 3-8: Advanced filter with 4 criteria using the AND operator and an OR operator.

Filter OperatorsFilter operators help you narrow down your search for specific data. You can use any of thefollowing filter operators in almost any combination.

Operator What It Does

“=text” Returns an exact text that match for the text that appears between thequotation marks and after the equals sign.

? Serves as a wildcard character for a single character in the same positionas the question mark.

* Serves as a wildcard character for a multiple characters in the sameposition as the asterisk.

= Finds values equal to the filter criterion.

< Finds values less than the filter criterion.

> Finds values greater than the filter criterion.

=< Finds values equal to or less than the filter criterion.

=> Finds values equal to or greater than the filter criterion.

<> Finds values not equal to the filter criterion.

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Advanced Filter with 4Criteria

ACTIVITY 3-2Sorting Data and Removing Duplicate Records


ScenarioIn preparation for creating some reports, you are reviewing and verifying author data.You notice the following:• When you sort the author data by highest to lowest income earned, you see that some of the

authors have a negative value for Years Under Contract.• When you sort the author data by lowest to highest AuthorID, you notice that many of the

AuthorIDs repeat.Neither of these conditions is good. After some collaborative research with the Human Resources’(HR) team, you have discovered that during the integration process, some of the data was corrupted.In consultation with HR, you’ve decided to first remove all of the author records for any authorswith a negative value for Years Under Contract. Then, with those records removed, you decide todeduplicate any records with the same AuthorID.HR has indicated that the correct value to keep for each duplicate AuthorID is the older of the tworecords.

1. In My_Author_Data_03.xlsx, sort the dataset from highest to lowest income earned.a) In cell G1, select the drop-down list arrow, and then select Sort Largest to Smallest.b) Verify that rows 5, 21, and 23 contain negative values in the Years Under Contract field.



2. Delete all records that contain a negative value in the Years Under Contract field.a) In cell C1, select the drop-down list arrow, and then select Sort Smallest to Largest.b) To delete all of the author records with a negative Years Under Contract value, select the range

A2:K40.c) Before deleting the records, verify that AuthorID 2831 on row 40 is the last author with a negative

value.

d) Right-click any cell in the selected range, and then select Delete→Table Rows.



If necessary, let learnersknow there are moreauthors with a negativevalue in this field. Theyare just using thesethree because they arethe first three in thisparticular sort.

e) With the dataset still sorted from lowest to highest Years Under Contract, verify that author 1989 is

now the first author in the list.

3. Sort the dataset by AuthorID and then by Initial Contract Date.a) Select any cell within the table.b) On the Home tab, in the Editing group, select Sort & Filter, and then select Custom Sort.

Note: When Excel deletes duplicate values, it deletes all of the records exceptthe first record of the duplicates. Because you want to retain the oldest of theduplicate pairs, you want the first sort to sort by AuthorID and then within thatsort, list AuthorIDs by Initial Contract Date with the oldest contract date first.

c) In the Sort dialog box, in the Column area, from the Sort by list, select AuthorID.d) In the Sort On area, verify Values is selected.e) In the Order area, verify Smallest to Largest is selected.f) Select Add Level.



Before continuing, checkin with learners toensure everyone hasdeleted the correct rowsfrom the table.

g) For the new level, set Column to Initial Contract Date, Sort On to Values, and Order to Oldest toNewest.

h) Select OK.

4. Highlight and sort the duplicate values from oldest to newest.a) Select the range A2:A1035.b) On the Home tab, in the Styles group, select Conditional Formatting→Highlight→Duplicate Values.

c) In the Duplicate Values dialog box, verify that Duplicate is selected and then, from the values with

drop-down list, select Yellow Fill with Dark Yellow Text.



d) Select OK.

5. How can you verify that the sort and highlight are working correctly?A: Observe rows 18 to 21. Note that there are four instances of AuthorID 1034 and these are sorted

from oldest to newest.

6. If the deduplication works correctly, for the four AuthorIDs in question, which records would you expectto remain in the dataset?A: For AuthorID 1013 the duplicate records are for dates 10/16/2006 and 7/22/2003. Because HR

indicated that only the records with the oldest Initial Contract Date should remain, if deduplicationworks correctly, then AuthorID 1013 should have one record left for date 7/22/2003. The correctdates for the other three AuthorIDs appear in bold, as follows: AuthorID 1015: 8/16/2011 (delete)and 5/3/2009 (remain); AuthorID 1034: 2/6/2012 (delete), 11/22/2007 (delete), 12/30/2005(delete), and 1/17/2002 (remain); AuthorID 1364: 7/2/2007 (delete) and 9/13/2000 (remain)

7. Delete the duplicate records.a) On the Data tab, in the Data Tools group, select Remove Duplicates.b) Because you want to only delete duplicates based on AuthorID, select Unselect All to clear all the

check marks, and then check AuthorID.

c) Select OK.d) In the dialog box that confirms 222 duplicate values were removed, select OK.

8. How can you verify that the correct records remain in the dataset?A: For the four AuthorIDs noted above (1013, 1015, 1034, and 1364), only the following records

should remain in the dataset: for AuthorID 1013 the Initial Contract Date should be 7/22/2003, forAuthorID 1015 the Initial Contract Date should be 5/3/2009, for AuthorID 1034 the Initial ContractDate should be 1/17/2002, and for AuthorID 1364 the Initial Contract Date should be 9/13/2000.



If all of your learners areonsite, invite one learnerup to the white boardand ask him or her towrite down the AuthorIDand the Initial ContractDates for each of thefollowing AuthorIDs:1013, 1015, 1034, and1364. If any of yourlearners are remote,consider asking one ofthe remote learners todo the same thingexcept have them writethe data either on thepresentation software’swhiteboard tool or inanother application andhave them share theirdesktop.

9. Verify that there are no more duplicate AuthorIDs by using one of the following methods:a) Select the range of AuthorIDs and use conditional formatting to highlight duplicates.b) Select the range of AuthorIDs, then, on the Data tab, in the Data Tools group, verify whether the

Remove Duplicates button is active. If a range is selected and the Remove Duplicates button isactive, then the range contains duplicates. If the button is inactive, then the range does not containduplicates.

10. Save your work.



Before continuing, verifythat all learners havedeleted the correctrecords and thateveryone is caught up tothe same place in thelesson.

ACTIVITY 3-3Filtering Records


ScenarioNow that you’ve fixed the data errors, you’re ready to filter the data in preparation for creating somereports.You’re looking for answers to the following questions:• Who are the top 10 authors by income earned?• Who are the top 5 authors by number of books sold?• How many authors have been with F&A for one year or less?• Which authors have been with F&A for less than 5 years and have sold more than 500,000

books?

1. In My_Author_Data_03.xlsx, filter the dataset to display only the top 10 income earners.a) In cell G1, click the drop-down list arrow, and then select Number Filters→Top 10.b) Select OK.

2. Filter the dataset to display only the top 5 authors by number of books sold.

a) On the Data tab, in the Sort & Filter group, select Clear.b) In cell E1, select the drop-down arrow and then select Number Filters→Top 10.c) In the middle box, set the value to 5.

d) Select OK.

3. Enter a filter to determine how many authors have been with F&A for one year or less.a) Clear the previous filter.b) Insert three rows above the header row.



Ask learners (eitheronsite or remote),“Which author is thehighest earner?” Directanswers to, “AuthorID2907 is the highestearner with$16,332,296.04 earned.”Remind learners thatafter they do the filter,then can then sort theIncome Earned columnfrom largest to smallest.Some learners might gostraight to the Number ofBooks Sold column andsort for the Top 5.However, if they do this,they won’t get anythingreturned because theyhave not yet cleared theprevious top 10 incomeearned filter. If learnersfind themselves in thissituation, direct them tothe Data tab, Sort &Filter group, and havethem select the Clearbutton to clear the lastfilter. Remind them thatif they want to run a newfilter, they should alwaysclear the previous filterfirst.Ask learners, “Whichauthor has the highestnumber of books sold?”The answer is AuthorID2723 with 699,988books sold.

c) Copy the table’s header row to row 1.

d) In cell C2, type <=1e) Press Enter.f) Select any cell within the dataset table.g) On the Data tab, in the Sort & Filter group, select Advanced.h) In the Advanced Filter dialog box, verify that the correct range has been selected for the dataset

table ($A$4:$K$816).i) In the Criteria Range text box, type $A$1:$K$2j) Select OK.k) Select any cell within the dataset table.l) On the Table Tools Design tab, in the Table Style Options group, check the option for Total Row.

m) From the drop-down list in cell C817, select Count.



If necessary, let learnersknow that the screencaptures are showingjust the first few columnsof the worksheet. Theyshould be copying theentire header row to row1.

Ask learners (eitheronsite or remote), “Afterpasting the header rowinto row 1, did any ofyou notice that you alsocopied the formatting?” Ifanyone did, let themknow that’s okay for thisexercise. A possiblereason for this is thatthose who copied theformatting selected therange A4:K4 and pastedthat rather than selectingthe entire row.

4. How many authors have been with F&A for one year or less?A: 48 authors have been with F&A for one year or less.

5. Clear all filters.

6. Save your work.



TOPIC CUse Summary and Database Functions toCalculate DataRaw data only has value when you begin to analyze it. As you continue developing your Excel skills,you’ll learn that combining various methods of data manipulation will enable you to view your datain entirely new and, sometimes, unexpected ways.Sorting and filtering data in tables provides new perspectives on your data. These new perspectivesenable you to make the types of business decision that can drive innovation, change, and growth.However, by combining the data views sorting and filtering provide with Excel’s powerfulcalculation capabilities, you can create new, richer views of your data that can further enhancebusiness performance.In this topic, you will use functions to calculate data.

SubtotalsSubtotals are functions that summarize values based on a specific range of data within a dataset. Thedataset must be a range and not a table. Subtotals can return various calculations such as theAVERAGE or SUM of the subset of data.Any cell that contains a SUBTOTAL function is not included in a grand total calculation.In this example, the worksheet is sorted by Royalty Rate. The SUBTOTAL function returns theaverage Income Earned for each royalty rate.


Lesson 3: Organizing Worksheet Data with Tables | Topic C

Figure 3-9: The SUBTOTAL function.

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The SUBTOTALFunctionBe sure your project theoverhead, and then asklearners (either onsite orremote), “What does the‘1’ in the function standfor?” Direct learners tothe Function Referencein the Excel help systemto find the answer. Theanswer is, “1 indicatesthis subtotal functioncalculates the average.”Then ask learners, “Ifyou wanted to changethe subtotal in the figureso that it now calculatesthe total income earnedfor each royalty rate andignores any hiddenvalues, what would thefunction in cell G10 looklike?” The answer is“SUBTOTAL(109,G5:G9)”. Be sure to reinforcethat the “109” in thisexample and the “1” inthe figure tell Excel whatcalculation to make andwhether or not thecalculation shouldinclude hidden values.Continue directinglearners to the FunctionReference in the Helpsystem to find answersto these types ofquestions.

ACTIVITY 3-4Using Subtotals with Range Data


ScenarioYou are on your way to a meeting. You need to report the total income earned for the entire groupof authors. However, your manager has also indicated she would like to know not only the total forall of the authors but the subtotal for each group of authors when they are grouped by royalty rate.Because you are in a hurry to get to the meeting, rather than take the time to develop and testfunctions that can perform the calculations, you decide to quickly convert the table to a normalrange and then subtotal the range by income earned per royalty rate.

1. In My_Author_Data_03.xlsx, convert the Author_Data table to a normal range.a) Select any cell in the table.b) On the Table Tools Design tab, in the Tools group, click Convert to Range.c) In the dialog box that asks if you want to convert the table to a normal range, click Yes.

2. Add subtotals for the total income earned by authors when they are grouped by royalty rate.a) Select any cell within the dataset range.b) On the Data tab, in the Sort & Filter group, select Sort.c) In the Sort dialog box, under Column, select Royalty Rate.

d) Verify that Sort On is set to Values and Order is set to Smallest to Largest, and then select OK.e) Select any cell within the dataset range.f) On the Data tab, in the Outline group, select Subtotal.g) In the Subtotal dialog box, from the At each change in drop-down list, select RoyaltyRate.h) Verify that Use function is set to Sum.i) In the Add subtotal to list, check IncomeEarned and then uncheck any other items that might be

selected. IncomeEarned should be the only option checked.



Before continuing, verifythat all of the learnershave selectedRoyaltyRate from the Ateach change in drop-down list.

j) Verify that Replace current subtotals is checked, Page break between groups is unchecked, andSummary below data is checked.

k) Select OK.

3. Save your work.

4. Format the range so that the bold items appear to the left of the subtotals.a) Select cell K156, then drag and drop it to cell F156.b) Using the same technique move the contents of cell K321 to cell F321 and the contents of range

K819:K820 to range F819:F820.c) If necessary, adjust the width of column G to accommodate the values.

5. Collapse the dataset so it shows only the subtotals for each royalty rate and the Grand Total.a) In the outline pane, click the minus sign immediately to the left of row 156.

b) Using the same procedure, collapse the ranges for the 15% royalty rate and the 20% royalty rate.

6. Save your work.



Before continuing, verifythat everyone has thesame selections in theSubtotal dialog box.Make sure onlyIncomeEarned ischecked in the Addsubtotal to list.

Ask learners (eitheronsite or remote), “Isthere a faster way tocollapse the dataset?”Direct answers to, “Yes,you can click the 2 in theoutline pane at the left.”

Summary Functions in TablesSubtotals only work with data that is in a range and not in a table. However, you can still subtotaldata in tables by using summary functions. Summary functions are subtotal functions that summarizedata in the totals row for a specified range within a table.To leverage the power of summary functions in tables, it’s generally a good idea to add a total rowto the table first, indicate what type of summary calculations you’re looking for, then sort and filteryour data.In this example, the table has been filtered to display only the top five income earners in the dataset.Then, the top five earners were sorted from highest earner to lowest. The total row uses threesummary functions that return relevant calculations for the filter: Years Under Contract is countedand returns the total number of records returned; Number of Books Sold is totaled; and IncomeEarned is averaged. So, this total row contains COUNT, SUM, and AVERAGE subtotals.

Note: To explore a way to streamline how you write functions associated with tables, you canaccess the LearnTO Use Structured References to Calculate Data in an Excel Tablepresentation from the LearnTO tile on the LogicalCHOICE Course screen.

Figure 3-10: A table’s total row with summary functions.

In this example, the table has been filtered to display all of the authors with earnings between $1million and $2 million. However, no changes were made to the total row. The only thing thatchanged is the filter. The total row automatically adjusts its calculations based upon the filter criteria.



Summary Functions inTable Total Row:Example 1

You may want to showLearnTO Use StructuredReferences to CalculateData in an Excel Tablefrom the LogicalCHOICECourse screen or havestudents navigate out tothe Course screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.

Figure 3-11: An updated total row.

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Ask learners, “What doyou notice about theSUBTOTAL function forthe Total row?” Directanswers to “In a table’stotal row, summaryfunctions use thecategory range enclosedin brackets.” Point outthat in these examples,the categories areIncome Earned andNumber of Books Sold,respectively.Summary Functions inTable Total Row:Example 2

ACTIVITY 3-5Using Summary Functions in Tables


ScenarioYou’ve just returned from the meeting where you presented the subtotals for income earned whenthe authors are grouped by royalty rate.One of the action items you took away from the meeting is to make it easy for users of the AuthorData worksheet to quickly count how many authors fit a given criteria.Specifically, you’d like to know how many authors signed their initial contract in the calendar year2011?You suspect this isn’t the only question you’ll have to ask of the data, so you decide to add a Totalrow so that you can sort and filter the data as needed and have the Total row dynamically change itsoutput depending upon what question needs to be answered.

1. In My_Author_Data_03.xlsx, remove the subtotals rows and then convert the Author_Data range into atable that includes a Total row.a) To expand the entire dataset, click 3 in the Outline pane.

b) Select rows 156, 321, 819, and 820.c) Right-click any one of the selected rows and select Delete.d) Select any cell in the dataset, and then on the Insert tab, in the Tables group, select Table.e) In the Create Table dialog box, verify that the entire range $A$4:$ K$816 is selected, and then

select OK.f) On the Table Tools Design tab, in the Table Style Options group, check Total Row.

2. Using the Total row and filtering, answer the question, “How many authors signed their initial contract inthe calendar year 2011?”a) Select cell B817.b) From the drop-down list, select Count.



If necessary, remindlearners that to selectmultiple rows that arenot contiguous, holddown the Control keyand then click the rowheader for each row.

c) From the AutoFilter list for the Initial Contract Date, select Date Filters→Between.d) Adjust the settings in the Custom AutoFilter dialog box so Initial Contract Date is after or equal to

1/1/2011 And is before or equal to 12/31/2011.

e) Select OK.

3. How many authors signed their initial contract in the calendar year 2011?A: 64 authors signed their first contract in 2011.

4. Clear all filters.

5. Save your work.

Database FunctionsDatabase functions are functions that return calculations for a range of data based that meet specificcriteria. Mathematically, database functions perform the same way as standard functions. The SUMfunction adds all the values in a range and the DSUM function (the database version of SUM) alsoadds all the values in range. The key difference is that standard functions calculate data based on arange while database functions calculate data that meet specific criteria within a range.In this example, the SUM function on the left provides a total for the entire named rangeNumber_of_Books_Sold. The DSUM on the right identifies the range A4:K15 as the database.This DSUM wants to sum values in the Number of Books Sold field (E4). And, specifically, it onlywants the sum for all authors who have more than 10 books in print and have also sold more than250,000 books. In this dataset, 6 authors have more than 10 books in print and of those 6, only 4 ofthem have sold more than 250,000 books. The total number of books sold for this subset of thedata is 1,995,551.



Verify that learners areusing the AutoFilter listin column B.

Ask learners, “What isthe syntax is fordatabase functions?”Direct them to thefunction reference in theExcel help system forthe answer. Directanswers to, “Alldatabase functions usethe same syntax:DATABASE_FUNCTION_NAME(database, field,criteria).

Figure 3-12: Compare SUM to DSUM

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Compare SUM to DSUM

ACTIVITY 3-6Using Database Functions


ScenarioYou’re being asked more and more often for summary data based on various criteria. While sortingand filtering are very powerful, you feel it would be much faster to gather the needed data if youcould just type the required criteria into a criteria range and then have a function provide you withthe answer. After some research, you’ve concluded that you’ll use database functions to answer thefollowing questions:• How many authors signed their initial contract in April 2011?• What is the average number of books sold for authors who signed their initial contract in the

fourth quarter of 2009 and who have earned more than $1 million?You’ll begin by moving the criteria range from the Author_Data worksheet to its own worksheet.You’ll then add the database functions to answer the questions.

1. In My_Author_Data_03.xlsx, move the criteria range from the Author_Totals worksheet to its ownworksheet named Criteria, and then rename the Author_Totals worksheet to Dataa) On the Author_Totals worksheet, select the range A1:K3.b) Right-click and then select Cut.c) Select the Sheet2 tab.d) With cell A1 selected on Sheet2, press Ctrl+V.e) Rename the Sheet2 worksheet Criteriaf) Rename the Author_Totals worksheet Datag) On the Data worksheet, select rows 1, 2, and 3.h) Right-click any of the selected rows and select Delete.i) Arrange the worksheets so they are in the order Statistics, Criteria, and then Data.

2. On the Criteria worksheet, add a second column for Initial Contract Date.a) On the Criteria worksheet, clear the contents of cell C2.b) Select cell A10 and then type Answer and then press Enter.c) On the Statistics worksheet, select cell A8, and then on the Home tab, in the Clipboard group, select

Format Painter.d) On the Criteria worksheet, select cell A10.

Note: When you want an advanced filter or database function to use criteriabetween a range of dates or numbers, add a another column to the criteriarange and give the new column the same label as field you want to searchthrough.

e) Add a new column between the current columns B and C, and then copy the contents of cell B1 tocell C1.



Before continuing, verifythat all learners havemade these adjustmentsto their workbooks.

3. In preparation for counting the number of Authors who signed their initial contract in April 2011, add aDCOUNT function to the Criteria worksheet.a) On the Criteria worksheet, select cell B10.b) On the Formulas tab, in the Function Library group, select Insert Function.c) In the Search for a function text field, type dcount and then select Go.d) In the Select a function list, double-click DCOUNT.e) In the Function Arguments dialog box, click the range button for Database.f) Select the Data worksheet, and then select the range A1:K813.g) Press Enter.

h) Click the range button for Field.i) Select the Data worksheet, then select cell B1, and then press Enter.



Before continuing, checkin with learners toensure their FunctionArguments dialog boxmatches yours.

j) Click the range button for Criteria.k) On the Criteria worksheet, select the range A1:L2 and then press Enter.l) In the Function Arguments dialog box, select OK.m) Press Enter.n) Save your work.

4. Using the criteria range, answer the following question: “How many authors signed their initial contractin April 2011?”a) On the Criteria worksheet, select cell B2, and then type >=4/1/2011 and press Enter.b) Select cell C2 and then type <=4/30/2011 and press Enter.c) If necessary, adjust the width of the columns so the text fits without overlapping other cells.

5. Using the criteria range, answer the following question: “What is the average number of books sold forauthors who signed their initial contract in the fourth quarter of 2009 and who have earned more than $1million?”a) Change the contents of cell B2 to >=10/1/2009.b) Change the contents of cell C2 to <=12/31/2009.c) Add>1000000 to cell H2.d) Select cell B10 and change DCOUNT to DAVERAGE.e) Change Initial Contract Date to Number of Books Sold.




Before continuing, checkin with learners. At thispoint, cell B10 on theCriteria worksheetshould have the value812. It’s at 812 right nowbecause there are nocriteria set at this point.The criteria will be set inthe next step.

Ask learners (eitheronsite or remote), “Howmany authors signedtheir initial contract inApril of 2011?” Theanswer is 2.

Ask learners (eitheronsite or remote), “Whatis the average number ofbooks sold for authorswho signed their initialcontract in the fourthquarter of 2009 and whohave earned more than$1 million?” The correctanswer is 410,583.Before continuing, verifythat all learners havecorrectly applied the newDAVERAGE function.

SummaryIn this lesson, you created and modified tables, sorted and filtered the data in tables, and usedfunctions to calculate data.By storing data in tables and leveraging Excel’s powerful calculation, filtering, and sortingfunctionality, you open the door to deep business intelligence and analysis. With your datastructured in tables, it’s much easier to sort and filter the data to locate the information you need tomake sound business decisions.

Tables, subtotals, database functions, sorting, and filtering...these are all very powerful tools for analyzingdata. How might you leverage these tools either individually or in combination with each other to mine thedata in your company?

A: Answers will vary, but think about the data your company collects and how each of these types offunctionalities in Excel could provide insight into the business. For example, if you were to placeproduct sales data in a table, then filter the data to focus on a particular product, and then sort thatproduct’s sales volume by geographical region, what might the sorting and filtering potentially revealabout the product’s sales?

Consider the types of data you work with in your company. What are some questions you might ask of thedata and how would you use database functions to help you find the answers to your questions?

A: Answers will vary, but remember that database functions enable you to locate data that meet specificcriteria. For example, if you work in an IT department, you could use the DAVERAGE function toanswer the question, “What is the average amount of time per day sales representatives in NorthAmerica spend accessing the Sales Portal?”



Lesson 3: Organizing Worksheet Data with Tables |


Visualizing Data withChartsLesson Time: 1 hour


• Create a chart.

• Modify and format charts.

• Create a trendline.

• Create advanced charts.

Lesson IntroductionYou’ve built worksheets and workbooks that leverage the power of various formulas andfunctions. These formulas and functions have enabled you to analyze your business data inpowerful ways. Up to this point, you’ve been working primarily with tabular data. You’renow ready to begin visualizing your data in new ways to help deepen your knowledge ofyour business.In this lesson, you will visualize data by using charts.

4

TOPIC ACreate ChartsData visualization techniques begin with a fundamental understanding of how charts enable you toview your data in ways that are at best challenging and at times virtually impossible when the dataappears strictly in a tabular format. Compare these two presentations of the same data. And whenyou do, keep in mind this is a very simple, two-column, five-row dataset. Imagine a dataset ten,twenty, or thirty columns wide by thousands or millions of rows deep.Which version makes it easier to quickly grasp the relative size of each market compared to thewhole?

Figure 4-1: Data in a table.

Figure 4-2: Data in a chart.

When a gourmet chef prepares a meal, she works with a variety of individual ingredients. Often, thechef will purchase these ingredients from a store or wholesale market that sells thousands ofdifferent individual ingredients. In fact, hundreds of chefs might shop at the same market, but everychef will select different ingredients for every meal because every diner has different expectations,needs, and desires. In fact, even chefs who select the exact same ingredients will often preparecompletely different meals.You could think of the market where the chefs shop for ingredients as your tabular data. It’s theraw, individual pieces collected in one place.But diners don’t go to a gourmet restaurant to eat individual ingredients; they go to a gourmetrestaurant to eat beautifully prepared and presented meals.


Lesson 4: Visualizing Data with Charts | Topic A


Data in a Table

Data in a Chart

When you create charts that present the data in new and valuable ways, you are like a chef whoselects the best individual ingredients in the right amounts and combines them in the best ways forconsumption by others.

ChartsCharts are non-tabular representations of tabular data. They enable users of data to see relationships,patterns, and trends in the data that, if the data were to remain in a table, would be difficult orimpossible to see.

Note: To explore one way to incorporate an Excel chart in another application, you can accessthe LearnTO Save an Excel Chart as a Picture presentation from the LearnTO tile on theLogicalCHOICE Course screen.

Chart TypesExcel 2010 includes 11 chart types for presenting data. The types appear in the left pane of theInsert Chart dialog box. Each chart type comes in a variety of sub-types. For example, there are 19types of Column charts.

Figure 4-3: The Insert Chart dialog box.

This amounts to 73 chart types in Excel 2010, each of which can be individually customized andcombined with other chart types to handle nearly any conceivable data visualization need you mayhave.Here’s a brief explanation and example of each chart type.



You may want to showLearnTO Save an ExcelChart as a Picture fromthe LogicalCHOICECourse screen or havestudents navigate out tothe Course screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.The Insert Chart DialogBox

Chart Type Use T o

Column Visualize the relationship of parts to each other. Example: You haveproduction data on today’s output of ten crude oil wells and you want toquickly identify which well has the highest production for the day.

Line Visualize data over time. Example: You are presenting the previous year’sfinancial stats at the annual shareholder’s meeting, and you want toillustrate for participants the growth in the firm’s return on capitalemployed over each of the previous four quarters.

Pie Visualize the relationship of a part to a whole. Example: You havedemographic data on the languages spoken in Botswana and you want avisual representation of the percentage each language represents of thewhole.

Bar Visualize the relationship of parts to each other. The primary differencebetween bar and column charts is bar charts have a horizontal orientationcompared to the vertical orientation of column charts.

Area Visualize the change over time of multiple categories of data. Example:You want to compare the change in consumption of a country’s energysources—nuclear, coal, oil, gas, and renewables—over the last ten years.

XY (Scatter) Visualize the relationship between two variables. Example: You want tocompare the performance of two servers in a data center and you want tocompare them based on the number of requests they receive per secondand their response time in seconds.

Stock Visualize the changes in stock prices over time. Example: You areanalyzing your company’s stock performance over time and want to showthe opening, high, low, and close prices for a selected series of dates.

Surface Create a three dimensional representation of data. Usually, in a surfacechart, you have at least three variables you want to display. Example: Youwant to illustrate the number of new retail outlets built per month over thelast ten years.

Doughnut Illustrate the relationship of the parts to the whole. One key difference isthat in a doughnut chart you can have multiple variables while a pie chartgenerally has only one variable. In the pie chart example, above, the singlevariable was language. You could create a similar doughnut chart for thelanguage data; however, you could also include other variables in thedoughnut chart. For example, in a single doughnut chart, you could alsoinclude the ethnicities, religions, and age structure of Botswana.

Bubble Visualize data that has data series. Bubble charts are similar to scatter plotsin that the data is scattered across the chart. The key difference is that in abubble chart, each data point on the chart also has a relative size comparedto the other data points. Example: You want to compare the size of tencities by population, average income, and number of working adults.

Radar Visualize data for multiple variables by showing the relationship betweeneach variable based on a set of criteria. Example: You want to compare theaverage wind speed in three regions over the last twelve months.

Chart Insertion MethodsThere are two different methods for inserting charts. You can:



• Select a chart from the Charts group on the Insert tab. Use this method when you want toselect a specific chart type.

• Press F11 to insert the default chart. You can set any chart type to be the default type. When youpress F11, Excel automatically inserts that type of chart into your workbook. Using the defaultchart type is beneficial when you know you will be entering many charts of the same type.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create Charts



ACTIVITY 4-1Creating Charts

Data FilesC:\091012Data\Visualizing Data with Charts\Author_Data_04.xlsx


ScenarioYou are building out the Sales Dashboard worksheet and are now ready to add a chart to helpvisualize the data in Total Sales by Fiscal Year table.

1. Open the file Author_Data_04 .xlsx.

2. Beneath the bar chart, add a line chart that shows the units sold per fiscal year per media format.a) On the Sales Dashboard spreadsheet, select the range AK2:AL15.b) On the Insert tab, in the Chart group, click Line, and then under 2D select Line.

c) Drag the line chart so that it appears below the bar chart.



Inform learners that forthe purposes of theremaining activities inthis course, the numberof authors has beendrastically reduced on(what is now) theSummary Dataworksheet. Beforelearners start thisactivity, considerpointing this out to them.Show them the Salesworksheet and callparticular attention to allof the numbers onscreen. Let them knowthat while there is a lot ofdata here, it’s notparticularly easy to getuseful information out ofthe data while it is in thisraw state. That’s whythey’re going to workwith charts now…to helpthem visualize the data.Let learners know that inthis activity, they areonly going to add thechart. In other activitiesin this lesson, they willmodify and format thechart. For example,they’ll change the title,color, data labels, etc., inother activities.Consider callingattention to the fact thatfor this line chart, youare only selecting someof the data in the rangeAJ2:AN15.




TOPIC BModify and Format ChartsCreating charts places the chart in your workbook. However, in the vast majority of cases you willneed to modify some aspect of the default settings to meet your specific business needs.

The Difference Between Modifying and FormattingModifying and formatting charts go hand-in-hand. While these terms might be used synonymously,generally speaking, modifying charts changes things like the layout, position, and type of chart (think“working with the chart’s data”) while formatting charts changes things like the color of the dataseries, the size of the font, border of the chart shape, or the size of the chart (think “working thelook and feel of the chart”).

Chart ElementsEvery chart has some number of chart elements. Chart elements include items such as chart titles,data series, data labels, axes, data tables, and legends.Every chart type has its own available elements. For example, while bar and column charts have twoaxes, and surface charts have three axes, pie and doughnut charts do not have any axes. Every charttype does include at least one data series element.

Minimize Extraneous Chart ElementsWhen creating a chart, include only those elements that are 100% essential for conveying meaning.As you develop your charting skills, you might be inclined to begin adding multiple chart elementsto ensure no meaning is lost for the users of the chart. Indeed, it’s not a bad idea to add many chartelements when you first insert a chart. However, cluttered charts impede the transfer of knowledge,so, once you’ve added all the chart elements you think your target audience is going to need, startstripping them away until all that is left are only those elements that are 100% necessary.Always keep your target audience in mind, and ask yourself questions such as:• If I remove the gridlines, will the chart still convey meaning?• Do I need a legend? Can I remove the legend and use data labels instead?• For axes that include numerical values, what level of precision do I need? Must the axes include

one, two, three or more decimal places, or for the purposes of the chart can I round the valueson the axes? Will “30” do in place of “30.1” or “30.125” or “30,125,978”?

• For axes that include text, can I abbreviate anything? Will “J” or “Jan” do in place of “January”?• Do I really need axes titles?• Do I really need that 3D effect?• Does the data table actually aid understanding?• Do I really need that many major and minor tick marks on each axis?Before adding chart elements to a chart, considering writing the old adage “less is more” on a stickynote and attaching it to your monitor. If the chart audience must have the element to get meaningfrom the chart, then use the element. Otherwise, remove it.

Chart Tools Contextual TabsWith a chart selected on a worksheet, Excel provides you with three Chart Tools contextual tabs:Design, Layout, and Format.


Lesson 4: Visualizing Data with Charts | Topic B

Contextual Tab With a Chart Selected, Use This Group To (Group: Description)

Type: Change the chart’s type or save the chart as a template.Data: Switch the data position of the rows/columns or selectdata.Chart Layouts: Change the layout of the chart.Chart Styles: Change the color style of the data series in thechart.Location: Move the chart from its current position to anotherplace in the workbook.

Current Selection: Select a specific chart element for formattingor editing.Insert: Insert a picture, shape, or text box into the chart area.Labels: Edit the chart and axes titles, the position of the legend,data labels, and the position of the data table.Axes: Edit the axes of the chart.Background: Edit what appears behind the data series.Analysis: Add or edit a trendline, lines, up/down bars, and errorbars.Properties: Give the chart a unique name.

Current Selection: Select a specific chart element for formattingand editing.Shape Styles: Apply a style to the shape of the chart.WordArt Styles: Apply a style to the text in a chart.Arrange: Position the chart relative to other items on theworksheet.Size: Specify the size of the chart.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Modify and Format Charts



ACTIVITY 4-2Modifying Charts


ScenarioYou’re still working on your sales dashboard. With the line chart in position, you’re now ready tomodify it to better fit your needs.Specifically, you are going to:• Add a title to the chart to align with look of the other charts.• Give the chart a useful name.• Edit the legend of the chart.• Remove the gridlines.• Add data labels.• Assess the axes and their labels and edit them as needed.You’ll begin by changing the title of the line chart.

1. In My_Author_Data_04.xlsx, add a title to the line chart to align with the look of the other charts.a) On the Chart Tools Layout tab, in the Labels group, click Chart Title, and select Centered Overlay

Title.b) In the Formula Bar, type Unit Sales by FY (in millions) and then press Enter.c) On the chart, right-click the title, and then, using the mini-toolbar, change the Font Size to 12.

d) Save your work.



Check in with learners toassess their progress upto this point.

2. Give the line chart a useful name.a) Select the line chart.b) On the Chart Tools Layout tab, in the Properties group, in the Chart Name text box, type Unit Sales

by FY and then press Enter.

3. Edit the legend of the line chart for readability.a) With the Unit Sales by FY chart selected, on the Chart Tools Design tab, in the Data group, select

Select Data.

b) In the Select Data Source dialog box, in the Legend Entries (Series) list, select Units(Print), and then

select Edit.c) In the Edit Series dialog box, verify that the contents of the Series Name field is selected, and then

type Print

d) Select OK.

Note: When you change the legend text in this way, you remove the linkbetween the item in the legend and the data source cell—in this case cellAK2.

e) Using the same method, change the name of the Units(Electronic) legend entry to Electronic




f) In the Select Data Source dialog box, select OK.

4. Remove the gridlines.a) On the Unit Sales by FY chart, to select all of the vertical axis gridlines at once, select the gridline for

50000000.

b) Press Delete.



This might seemcounterintuitive at firstso, if necessary, informlearners that eventhough these gridlinesrun horizontally, they areassociated with thevertical axis and aretherefore referred to asvertical axis gridlines.Similarly, in the TotalSales by Format chart,while the lines that willbe deleted run vertically,they are associated withthe horizontal axis andare therefore horizontalgridlines.

5. Add data labels.a) On the Unit Sales by FY chart, right-click the Electronic line, and then select Add Data Labels.b) Right-click the 55724773 data label, and then select Format Data Labels.c) In the Format Data Labels dialog box, in the left pane, select Number.d) In the Number Category list, select Custom, and then, in the Format Code field, delete the dollar

sign ($).

e) Click Add.f) Click Close.g) On the chart, delete all of the data labels except 55.7.



h) On the chart, select the Print line, add data labels in the same format, deleting all but the 23.3 label.i) Click and drag the 23.3 so that it appears just below the Print line.

j) Save your work.

6. Edit the axes and their labels as needed.

a) On the Unit Sales by FY chart, right-click the X axis labels and then select Select Data.b) In the Select Data Source dialog box, under Horizontal (Category) Axis Labels, select Edit.c) In the Axis Labels dialog box, click the Range button, and then, on the Sales Dashboard worksheet,

select the range AJ3:AJ15, and then press Enter.

d) Select OK, and then select OK again, and scroll back to the chart section of the worksheet.



If learners are unsurehow to delete a singledata label, let them knowthey can click a labelonce (which selects allof the labels) and thenclick the label they wantto delete one more time,then press Delete.

Check in with learners.Before proceeding,verify that everyone’sline chart is in the samestate.For native English-speaking learners (in theNorth American market)who have difficultyremembering which axisis the vertical axis,suggest that for the Y(vertical) axis, they thinkof the slang term “Yup”—because “Y” goes“up”. If other learners inthe class are non-nativeEnglish speakers, ornative English speakersfrom a region other thanNorth America, ask themto share a similarmnemonic device thatwould work for them intheir native language.

e) Right-click the Y axis and select Format Axis.f) In the Format Axis dialog box, in the left pane, select Number.g) In the Category list, select Custom, and then in the Format Code text field, type ##0,,h) Click Add.

i) Select Close.

7. Resize the line chart.a) Select the line chart.b) On the Drawing Tools Format tab, in the Size group, click the down arrow for height until the height

equals 2.5”.c) Set the width of the chart to 4.8”.



d) Save your work.

8. Edit the Unit Sales by FY chart for readability.a) On the Unit Sales by FY chart, right-click the Legend and select Format Legend.b) In the Format Legend dialog box, verify that Legend Options is selected in the left pane, and then

under Legend Position select Top and then select Close.c) On the chart, click and drag the legend so it is centered below the chart title.

d) Right-click the X axis and select Format Axis.e) Verify that Axis Options is selected in the left pane, and then under Position Axis select On Tick

Marks, and then select Close.f) Click and drag the 55.7 and 23.3 data labels so they are above and below their data lines,

respectively.



Check in with learners.Before proceeding,verify that everyone’sline chart is in the samestate.

g) Right-click the Electronic data line and select Format Data Series and then set the width of the lineto 1.25 pt.

h) Set the width of the Print data line to 1.25 pt.

i) Select Close.

9. Save your work.



If learners aren’t surehow to set the line pointsize, in the Format DataSeries dialog box, directthem to the Line Stylesettings.

Check in with learners.Before proceeding,verify that everyone’sline chart is in the samestate.Demonstrate to the classhow the chartsautomatically update.Using the dashboard inits current state, verifythe following: in Percentof Total Sales, EMEA is14%, in Total Sales byFormat, Electronic is$379.9; in Total Sales byGenre, Thriller is $513.7;and in Unit Sales by FYthe total for Electronic in2010 is 55.7. Then, onthe sales worksheet, incell R387, type123456789. Informlearners your using thislarge value todemonstrate a dramaticand obvious change ineach of the charts.Obviously, they wouldn’twant to alter live data ina productionenvironment in this way.Return to your charts sothey can see thechanges. Point out howthe charts have changedbased on the data. Thenpress Ctrl+Z to removethe increased value.

ACTIVITY 4-3Formatting Charts


ScenarioYou are continuing work on your sales dashboard. You are now ready to format the charts.Specifically, you are going to:• Update the border color and thickness around the line chart.• Decrease the gap width between the data points in the bar and column charts.You’ll begin by adding a border to the line chart.

1. In My_Author_Data_04.xlsx, update the border color and thickness of the line chart.a) On the Sales Dashboard worksheet, select the line chart.b) On the Chart Tools Format tab, in the Shape Styles group, from the outlines drop-down list, select

Colored Outline – Olive Green, Accent 3.

2. What happened when you applied the green outline?A: The outline was applied but the chart title’s font size increased. When you apply a built-in style,

everything in the selection will acquire the new style’s attributes.

3. Return the line chart title to 12 pt font.



4. Edit the bar and column charts so they have a smaller gap width between the data points.a) On the bar chart, right-click the data series and then select Format Data Series.b) In the Format Data Series dialog box, verify Series Options is selection in the left pane, and then set

the Gap Width to 40%.

c) With the Format Data Series dialog box still open, select the data series in the column chart, and set

then set the Gap Width to 40%.d) Click Close.

5. Save your work.



Check in with learners.Before proceeding,verify that everyone’scharts are in the samestate.

TOPIC CCreate a TrendlineA common business task is to project what the business will be doing in the near-, mid-, and long-term. These projections could be anything from the number of units sold of a particular product tothe projected income of a proposed project.The data you have is the data that will help you make these types of projections, and trendlines arethe Excel tool that will help you visualize those projections.

TrendlinesA trendline is a chart data series that makes predictions about the future state of the data based oncurrent trends in the data.You can use trendlines to make predictions about virtually any type of data.In this example, three trendlines predict the future trends for Sales (the solid line near the top of thecolumns), the future unit sales of books in an electronic format (the steep dashed line near thecenter), and the future unit sales of books in a print format (the gently sloping dashed line near thebottom).

Figure 4-4: Trendlines forecasting out two years.

Types of TrendlinesThere are six types of trendlines available in Excel: Exponential, Linear, Logarithmic, Polynomial,Power, and Moving Average. Each type of trendline has its own unique application.


Lesson 4: Visualizing Data with Charts | Topic C

Trendlines ForecastingOut Two Years

Trendline Type Description

A curved trendline for use with data that increases or decreases invalue at ever greater frequencies.

A straight trendline for use with data that essentially clusters in astraight line pattern trend if the data is displayed as dots.

A curved trendline for use with data that either increases ordecreases in value rather quickly but then at some point begins toeven out over time.

A curved trendline for use with data that either increases ordecreases in value but does not necessarily even out over time.

A curved trendline for use with data that increases or decreases ata predetermined and steady rate.

A curved and/or straight trendline that follows the fluctuation inthe average values of data over a period of time.

The Format Trendline Dialog BoxUse the Format Trendline dialog box either add a new trendline or adjust and existing trendline.One way to open the Format Trendline dialog box is to right-click the data series you want to addthe trendline to and then click Add Trendline.



Figure 4-5: The Format Trendline dialog box.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create a Trendline



The Format TrendlineDialog Box

ACTIVITY 4-4Creating a Trendline


ScenarioYou want to project unit sales growth for both print and electronic books for the next two years.Because you do not want to change the current version of the Unit Sales by FY chart, you’vedecided to copy the chart, add trendlines to the copy, and then edit the new chart for readability.You plan to add the new chart below the four charts currently on the sales dashboard.

1. In My_Author_Data_04.xlsx, create a copy of the Unit Sales by FY chart and then place the new versionunder the existing charts on the Sales Dashboard.a) On the Sales Dashboard worksheet, select the line chart.b) Press Ctrl+C.c) Select cell A24.d) Press Ctrl+V.e) Using the drag handles on the selected chart’s border, increase the width of the new chart so that it

matches the combined width of the two charts above it.

f) Set the new chart’s height to 5.25 inches.g) Change the title of the new chart to FORECAST: Unit Sales by FY (in millions)



2. Save your work.

3. Add a trendline that extends out two years for Print units.a) With the FORECAST chart selected, on the Chart Tools Format tab, in the Current Selection group,

from the drop-down list select Series “Print”.b) On the Chart Tools Layout tab, in the Analysis group, select Trendline, and then select More

Trendline Options.c) In the Format Trendline dialog box, verify that Trendline Options is selected in the left pane and then

on the right, select the Power option.d) In the Trendline Name area, select Custom, and then in the text box type Forecast and then press

Tab.e) In the Forecast area, select the contents of the Forward box, type 2 and then press Tab.f) Check the Display R-squared value on chart option.




g) In the left pane, select Line Color and then set the line color to Dark Blue.h) In the left pane, select Line Style, and then set the Dash type to Dash.i) Select Close.

4. Create a similarly styled Exponential trendline that extends out two years for Electronic units. Be sure tomatch the color of the Electronic trendline to the Electronic data series.



Check in with learners.Before proceeding,verify that everyone’scharts are in the samestate.Ask one of the learnersto walk the class throughthe steps for adding thenew trendline. Serve asa guide, allowing thelearner to try to figure itout.

5. Save your work.

6. Center the legend under the chart title.

7. Position the R2=0.9751 trendline label under Print and Forecast in the legend, and position theR2=0.9857 trendline label under Electronic and Forecast.

8. Increase the thickness of the Print and Electronic data series to 2.25 pt.

9. If necessary, position the 55.7 and 23.3 data labels so they are vertically aligned above 2012.




10. Based on these trendlines, what does the data suggest?A: The data suggests that in the next two years, F&A Publishing could see electronic book sales

increase dramatically while print book sales begin to slow.

11. Save your work.




TOPIC DCreate Advanced ChartsSometimes you need to visualize data based on two X and/or two Y axes. The additional axes helpthe users of the chart better grasp what the data is trying to tell them.

Dual Axes ChartsA dual axes chart is a chart that uses primary and secondary X and/or Y axes to convey meaningabout more than one measurement on a single chart.In this example, the primary Y axis on the left ranges from $0 to $600 million. It represents the totalsales, in dollars, of all books sold in both print and electronic formats. This data is represented bythe columnar data series. The secondary Y axis on the right ranges from 0 to 140 million units (notdollars). This represents the total number of units sold for the print format (the lowest solid linedata series ending at 2012), the electronic format (the solid line series ending about halfway up the2012 column), and their combined total (the tallest solid line ending near the top of the 2012column).The advantage of a dual axes chart is that it consolidates the data into a single view—instead ofusing more than one chart.

Figure 4-6: A dual-axes chart.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create a Dual Axes Chart


Lesson 4: Visualizing Data with Charts | Topic D

A Dual-Axes Chart

ACTIVITY 4-5Creating a Dual Axis Chart


ScenarioThe Forecast chart is coming along nicely. You’ve decided this chart could add additional value if italso included the combined unit sales and monetary sales for each fiscal year.To add these additional levels of data visualization to the existing Forecast chart, you will:• Include the Units Combined and Sales (in Millions) columns from the table in the data range for

the chart.• Make the Sales (in millions) data the primary axis.• Show the monetary sales as a column data series behind the unit sales line data series.• Switch all three of the unit sales to the secondary axis.You start by including the entire table in the data range.

1. In My_Author_Data_04.xlsx, delete the trendlines. You’ll add them back in after you’ve added thesecond axis.

2. Add the Units Combined and Sales (in Millions) columns to the data range in the Forecast chart.a) On the Sales Dashboard worksheet, right-click the FORECAST chart and select Select Data.b) In the Select Data Source dialog box, click the Range button to the right of the Chart data range

field.c) On the Sales Dashboard worksheet, scroll to and select the range AJ2:AN15, and then press Enter.

d) In the Select Data Source dialog box, select OK, and then scroll back to view the FORECAST chart.

3. What do you notice about the range AJ2:AN15?A: Once you’ve selected the entire range, the range reverts to the table’s name—

tblTotalSalesByFiscalYear. In other words, if you know you’ll use a specific table as your datarange, you can type an equals sign and the table’s name without having to select the range itself.

4. Switch the three unit sales lines to a secondary axis.a) On the Chart Tools Format tab, in the Current Selection group, from the drop-down list, select Series

“Units(Print)”, and then in the same group on the ribbon, select the Format Selection button.b) Verify that Series Options is selected in the left pane, and then on the right, select Secondary Axis.c) With the Format Data Series dialog box still open, on the Chart Tools Format tab, in the Current

Selection group, from the drop-down list, select Series “Units(Electronic)”, and for Plot Series Onselect Secondary Axis.



d) With the Format Data Series dialog box still open, on the Chart Tools Format tab, in the CurrentSelection group, from the drop-down list, select Series “Units(Combined)”, and for Plot Series Onselect Secondary Axis.

e) Save your work.

Caution: Do not close the Format Data Series dialog box.

5. Format the numbers in the primary and secondary axes.a) On the chart, click the primary Y axis. The Format Data Series dialog box automatically changes to

the Format Axis dialog box.b) In the left pane of the Format Axis dialog box, select Number.c) In the right pane, under Category, select Custom.d) In the Format Code field, type $#,##0,,e) Click Add.f) On the chart, click the secondary Y axis.g) In the left pane, select Number.h) In the right pane, under Category, select Custom.i) Under Type, select ##0,,j) Click Close.




k) Save your work.

6. Change the chart type for the Sales (in millions) data series to Column.a) On the chart, right-click the Sales (in millions) data series and then select Change Series Chart

Type.b) In the Change Chart Type dialog box, in the right pane, under Column, select Clustered Column.c) Select OK.d) Right-click any of the columns in the Sales (in millions) data series, and then select Format Data

Series.e) In the Format Data Series dialog box, in the left pane, select Fill, and then select Solid Fill.f) Set the Transparency to 70%.g) In the left pane, select Border Color, and then select No line.h) Click Close.




i) Save your work.

7. Edit the X axis so that it displays years.a) Right-click the X axis and select Select Data.b) In the Select Data Source dialog box, under Horizontal (Category) Axis Labels, select Edit.c) In the Axis Labels dialog box, click the Range button, and then, on the Sales Dashboard, select the

range AJ3:AJ15.d) Press Enter and then select OK.e) In the Select Data Source dialog box, select OK.f) If necessary, scroll to view the FORECAST chart.

8. Add trendlines that forecast out two years for Sales (in millions), Print Units, and Electronic Units.a) Right-click any of the columns in the Sales (in millions) data series, and then select Add Trendline.b) Add a Power trendline named Forecast that looks forward 2 periods, displays its R-squared value,

and has a 2 pt dark blue solid line style.c) Right-click the Electronic data series, and add an Exponential trendline named Forecast that looks

forward 2 periods, displays its R-squared value, and has a 0.75 pt dark green dashed line style.d) Right-click the Print data series, and add a Power trendline named Forecast that looks forward 2

periods, displays its R-squared value, and has a 0.75 pt dark red dashed line style.




e) Save your work.

9. Edit the chart for readability.a) With the FORECAST chart selected, on the Chart Tools Design tab, in the Data group, select Select

Data.b) Under Legend Entries (Series), select Units(Print), and then select Edit.c) Clear the contents of the Series Name field, and then in that field type Print and select OK.d) Change the name of Units(Electronic) to Electronic the name of Units(Combined) to Combined and

the name of Sales (in millions) to Salese) If necessary, in the Select Data Source dialog box, click OK, and scroll back to the chart.f) On the chart, delete each of the Forecast legend entries, the Fiscal Year legend entry, the R2

values, and the 23.3 and 0.0 data labels.g) Center the legend beneath the chart title.




Check in with learners. Itmight be challenging forthe learners to getthrough these edits. Besure to check in withthem often as they dothese steps, makingsure they are removingthe correct chartelements. If they havedifficulty finding the 0.0data label, point out thatit’s right below andpartially obscuring theyear 2012 in the X axis.




While learners justupdated the trendlines toinclude the R2 values,the point here is thatthey are just as easy todelete as they are toadd. And when buildinga chart, it’s a good ideato add in what you thinkyou’d like to see in thechart first and thenremove extraneousclutter as necessary. Inthis instance, the colorcoding of trendlinesmatches theircorresponding dataseries’ and the shape ofthe trendlines and theirproximity to theircorresponding dataseries makes it self-evident in the chartwhich trendlinecorresponds to whichdata series.

SummaryIn this lesson, you created and modified charts.Excel 2010 provides an enormous array of charts, from bar and column charts to pie and doughnutcharts to line, area, and scatter charts.No matter which type of chart you need, always keep the user of the chart in mind. Ask yourself,which chart type will work best to transfer knowledge as quickly and efficiently as possible? Onceyou’ve identified which chart type you will use, focus on limiting the chart to displaying only thosecomponents it will need to transfer the knowledge. Do you really need a legend and gridlines? Doyou need tick markets for every tenth of the Y axis measurement?

Consider the charts you’ve encountered in work. Perhaps you’ve presented some charts or have been inmeetings where charts have been presented. What did you learn from these charts?

A: Answers will vary, but you should think about the common types of charts you encounter in meetingsor documentation. For example, consider the bar, pie, or line charts you've seen in companypresentations. What about the charts made them easy or difficult to understand?

What would you add or remove from the charts to enable them to better convey meaning?

A: Answers will vary, but consider removing anything from a chart that gets in the way of conveyingmeaning. For example, if a column chart contains horizontal lines in the background, is any meaninglost if those lines are removed?



Lesson 4: Visualizing Data with Charts |


Analyzing Data withPivotTables, Slicers, andPivotChartsLesson Time: 1 hour


• Create a PivotTable.

• Filter data using Slicers.

• Analyze data using PivotCharts.

Lesson IntroductionExcel has a variety of ways to store and view data. You’ve already built tables and charts.Now you’re ready to view your data in entirely new ways.In this lesson, you will analyze data using PivotTables, Slicers, and PivotCharts.

5

TOPIC ACreate a PivotTablePicture yourself standing on the corner of a busy intersection in the downtown area of a major city.Cars are zooming by on the roads, large office buildings surround you, people hustle and bustleabout moving towards their various destinations.You are facing north, looking up the large thoroughfare.Now, imagine you don’t move from where you are on the corner, you simply pivot to the left 90degrees so that you are now facing west. Same city, same corner, same buildings and people; Just aslightly different perspective. Now you pivot to the left again, another 90 degrees. You’re nowfacing south. Again, it’s still the same city and people and corner, just a slightly different view onthings. The buildings that were behind you when you were facing north are now right in front ofyou. What was originally on your left is now on your right. One more 90 degree turn to the left andyou’re positioned facing east now. Same story.The city is your dataset. It is what it is. You are the PivotTable.

PivotTablesA PivotTable is a dynamic table that enables you to reposition the columns and rows of a raw datasetwithout altering the data. The repositioned columns and rows provide new perspectives on the data.PivotTables “pivot” columns into rows and rows into columns.Consider the following two tables. The first table is the raw data table. The second table is aPivotTable built from the dataset in the first table. Observe how, in the raw data table, Genre andMarket are both column headings.

Figure 5-1: A standard table.


Lesson 5: Analyzing Data with PivotTables, Slicers, and PivotCharts | Topic A


Ask learners, “What doyou think PivotTablesdo?” Direct answers to“change yourperspective on the data.”

A Standard Table

In the PivotTable, Genre has become the row heading and each individual Market has become thecolumn headings.This particular PivotTable shows you how many units of each genre have sold in each market. All ofthat information is in the raw data, but it’s a lot easier to find when you let a PivotTable find andorganize it for you.

Figure 5-2: A PivotTable.

The PivotTable does not change the raw data; it only changes your perspective on the data.

Start with Questions, End with StructureTo create PivotTables that will be useful for your business, begin by thinking of the types ofquestions you’d like your raw data to answer. This is precisely the same type of questioning youwould do if you were creating functions and formulas.The difference? Instead of using those questions to direct you to the types of functions you want toinclude in a formula, you use those questions to help direct you to the structure of a table that willprovide you with the answers you’re seeking.So, a question like, “How many units of the Romance genre were sold in EMEA?” reveals that youneed to count the number of units sold (the value you want to calculate) of a specific genre(Romance) in a specific market (EMEA). This could lead you to a table that has Genres as rows andMarkets as columns. You could then scan across the Romance row, find where it intersects theEMEA column, and locate your answer.Or you might try positioning the Markets as rows and the Genres as columns.The trick is to first think of the structure you want. Once you have that structure in mind—orsketched out on some scratch paper—then it’s time to build the PivotTable that will provide youwith answers.

The PivotTable Field List PaneWith your PivotTable’s structure in mind, you’re ready to create your PivotTable. You do this usingthe PivotTable Field List pane.This pane lists all of the fields in the dataset you’ve selected as the source data for your PivotTable.

Note: To further explore the PivotTable Field List pane, you can access the LearnTO Add aReport Filter to an Excel PivotTable presentation from the LearnTO tile on theLogicalCHOICE Course screen.



A PivotTable

Refer learners to theprevious figure.

Let learners know thatPivotTables aren’t a “setit and forget it” kind ofoperation. PivotTablesare designed to beinteractive, and learnersshould be actively usingand changing theirPivotTables as neededto provide theintelligence theirbusinesses need.The PivotTable Field ListPane

Figure 5-3: The PivotTable Field List pane.

You drag fields from Choose fields to add to report to where you want them to appear in thePivotTable. In this example, Genre was dragged into the Row Labels because the genres willappear as the row headings, Market was dragged into the Column Labels field because the marketswill appear as the column headings, and Total Units to Date was dragged to the Values fieldbecause Total Units is the value you want to calculate. Excel defaults to SUM; however, there are avariety of other mathematical and statistical functions you can apply to the Value field.

Summarizing Data in a PivotTableUsing the Summarize Values By options, you can summarize the data in a PivotTable using avariety of functions.



You may want to showLearnTO Add a ReportFilter to an ExcelPivotTable from theLogicalCHOICE Coursescreen or have studentsnavigate out to theCourse screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.

Figure 5-4: The Summarize Values By options.

The functions available here work the same way these functions work elsewhere in Excel. Forexample, if you select Min, the PivotTable will return the minimum value. In this example, theauthor who has sold the least number of total units in APAC is the author who has sold 1417 units.

Figure 5-5: Summarizing Values Using the MIN function.

The Show Values As Functionality of a PivotTableIn addition to selecting how you want to summarize the data in a PivotTable, you can also selecthow you want to show the values. When set to No Calculation, the values will display using only thesummary function you select in Summarize Values By.



The Summarize ValuesBy Options

Ask learners, “What doyou notice about theGrand Totals?” Directanswers to, “In this MINexample, the GrandTotals identify the lowestvalue in the column orrow.” Then ask, “Whatdo you suppose theGrant Totals would showif you summarized byAverage?” Directanswers to, “Theaverage value of the rowor column.”Summarizing ValuesUsing the MIN Function

Figure 5-6: The Show Values As options.

In this example, Show Values As has been set to % of Grand Total.

Figure 5-7: Showing Values as a percent of the grand total.

Combining Summarize and ShowCombining Summarize Values By and Show Values As enables you to deepen your understanding ofyour data. Here is one simple example to illustrate this point.This PivotTable is summarizing values by Max and showing values as a rank from largest to smallestby market. In other words, this PivotTable addresses the following question, “How do the markets



The Show Values AsOptions

Ask learners, “What doyou notice about thevalues and the GrandTotals?” Direct answersto, “Each value displaysas percent of the GrandTotal, and each row andcolumn sums to apercentage of the GrandTotal.”Showing Values As aPercent of the GrandTotal

rank by maximum number of units sold of a single title per genre?” In this case, APAC ranks firstfor Fantasy. This means that of all the books sold in either print or electronic format, the marketthat has purchased the most units of a single Fantasy title is APAC.

Figure 5-8: Combining summarize and show (Example 1).

However, look what happens when you change Summarize Values By to Count but keep ShowValues As at Rank Largest to Smallest. In this case, the PivotTable is answering the question,“How do the markets rank by total number of titles sold in each genre?” APAC is now rankedsecond by this criterion.

Figure 5-9: Combining summarize and show (Example 2).

PowerPivotPowerPivot is a PowerPoint add-in that simplifies business intelligence data analysis fororganizations with massive datasets dispersed across multiple data sources. When you’re workingwith hundreds of millions of records, Excel’s default specifications for rows—just over 1,000,000rows—won’t provide the space you need. PowerPivot addresses precisely this challenge andempowers you to link multiple data sources in a single interface—Excel 2010—and run analysis ondatasets that stretch into the hundreds of millions of rows.To learn more about PowerPivot and download this free add-in, visit http://www.microsoft.com/en-us/bi/powerpivot.aspx.

External DataIn a perfect world, all of your data would live in external data sources. For example, you might havean HR database, a sales database, an inventory database, and a call center database. Depending onthe size of your business, this might even be a requirement.



Combining Summarizeand Show (Example 1)

Ask learners, “What doyou notice about thisPivotTable?” Directanswers to the fact thatthe Romance genredoes not have a numberfour ranking and theThriller genre does nothave a number three orfour ranking. Then askthem, “What does thistell you about the data?”Direct answers to, “ForRomance, the totalnumber of titles sold isthe same in APAC andEMEA, and for theThriller genre, the totalnumber of titles sold inEMEA, LA, and NA isalso the same.” Thenask them, “How can youverify this?” and directanswers to “KeepSummarize Values By atCount but change ShowValues As to NoCalculation. That wouldreveal the actual countof titles sold in eachmarket for each genre.”Combining Summarizeand Show (Example 2)

Rather than export data from those sources and store it in Excel, a more efficient method is toconnect Excel directly to those external sources. If you store data in Excel and in the external datasources, you run the serious risk of the data in Excel not being up-to-date.The biggest benefit of connecting to external data sources is the accuracy of the data: your data willalways be up-to-date. Which is precisely what you want for making business decisions.PowerPivot is one of the tools that makes it very easy for you to connect to external data sources.However, Excel has many other built-in tools to make the connections to and management ofexternal connections easy.For more information on how to connect to and manage external data, search for external data inthe Excel 2010 Help system.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create a PivotTable



ACTIVITY 5-1Creating PivotTables

Data FilesC:\091012Data\Analyzing Data with PivotTables, Slicers, and PivotCharts\Author_Data_05.xlsx


ScenarioYour data analysis and visualization needs continue to grow.Two primary questions that continue to come up are:• “What’s the total number of units sold per genre in each market we serve?”• “For each author and book, what is the total sales of electronic books versus the total sales of

print books?”To answer these questions, you’ve decided to create two pivot tables, one that addresses the genres-by-market question and one that addresses the sales of electronic versus print for authors and booktitles.


2. Add a PivotTable that answers the primary question, “What’s the total number of units sold per genre ineach market we serve?”a) On the Sales Dashboard spreadsheet, select cell AP1.b) Type pvtblGenresAndMarkets.c) Select cell AP2.d) On the Insert tab, in the Tables group, select PivotTable.e) In the Table/Range field, type tblSalesData



f) Verify that the location is cell AP2, and then select OK.g) In the PivotTable Field List pane, drag Genre from the Choose fields to add to report list to the Row

Labels field.

h) Drag Market from the Choose fields to add to report list to the Column Labels field.i) Drag Total Units to Date from the Choose fields to add to report list to the Values Labels field.



j) Select any cell in the PivotTable, and then on the PivotTable Tools Options tab, in the PivotTable

group, clear the contents of the PivotTable Name field and type pvtblGenresAndMarketsk) Press Enter.

3. Use the PivotTable to answer the question, “Which genre is our biggest overall seller?”a) Right-click cell AU4 and select Sort→Sort Largest to Smallest.

4. Which genre is the biggest overall seller?A: Romance is the biggest overall seller with 108893789 units sold.

5. Use the PivotTable to answer the question, “For APAC and EMEA only, what is the combined numberof total units sold for Romance and Fantasy?”a) From the Column Labels drop-down list, clear the Select All check box, check APAC and EMEA,

and then select OK.b) From the Row Labels drop-down list, clear the Select All check box, check Fantasy and Romance,

and then select OK.

6. What is the combined number of total units sold for Romance and Fantasy in APAC and EMEA?A: The total units sold for Fantasy and Romance in APAC and EMEA is 63730961.

7. Use the PivotTable to answer the question, “What percentage of total unit sales is LA’s Fantasy genresales?”a) Clear all filters from the row and column label lists.b) Right-click any of the data cells.c) Select Show Values As→% of Grand Total.

8. What percentage of total unit sales is LA’s Fantasy genre sales?A: Fantasy sales in LA account for 3.50% of total sales.

9. Use the PivotTable to answer the question, “Which market has the highest percentage of SF sales?”a) Right-click any of the data cells.



Point out to learners thateven a small PivotTablecan answer a huge arrayof related granularquestions.

b) Select Show Values As→% of Row Total.

10. Which market has the highest percentage of SF sales?A: NA has the highest percentage of SF sales at 26.67% of total SF sales.

11. Add a PivotTable that answers the primary question, “For each author and book, what is the total salesof electronic books versus the total sales of print books?”a) On the Sales Dashboard spreadsheet, select cell AP9.b) Type pvtblAuthorsAndFormatsc) Select cell AP 10.d) On the Insert tab, in the Tables group, select PivotTable.e) In the Table/Range field, type tblSalesDataf) Verify that the location is cell AP10, and then select OK.g) In the PivotTable Field List pane, drag Author from the Choose fields to add to report list to the Row

Labels field.h) Drag Title from the Choose fields to add to report list to the Row Labels field, making sure to drop it

below Author.i) Drag Format from the Choose fields to add to report list to the Column Labels field.j) Drag Total Earnings to Date from the Choose fields to add to report list to the Values field.k) Select any cell in the PivotTable, and then on the PivotTable Options tab, in the PivotTable group,

clear the contents of the PivotTable Name field and type pvtblAuthorsAndFormatsl) Press Enter.m) In the PivotTable, right-click any of the data cells and select Value Field Settings.n) In the Value Field Settings dialog box, select Number Format.o) Double-click Currency, and then select OK.

12. Use the PivotTable to answer the question, “Which author has the lowest total sales?”a) Right-click cell AS12, and then select Sort→Sort Smallest to Largest.

13. Which author has the lowest total sales?



Reinforce how small thisparticular PivotTable isand point out that you’veonly asked it a few of themany possible questionsit can answer.

Reinforce for learnersthat building PivotTablestakes hardly any time atall as long as you knowwhat questions you wantyour data to answer andthe basic layout of whatyou want the PivotTableto look like.

A: Author 1011 is lowest with $1,434,234.24 in sales.

14. Use the PivotTable to answer the question, “For author 1011, which book has the highest sales?”a) Right-click cell AS13, and then select Sort→Sort Largest to Smallest.

15. For author 1011, which book has the highest sales?A: For author 1011 BookTitle0052 has the highest sales at $276,914.82.

16. Use the PivotTable to answer the question, “What percentage of author 1048’s total sales are electronicbooks?”a) Click the Row Labels drop-down list.b) Type 1048 in the Search box.c) Press Enter.d) Select Show Values As→% of Row Total.

17. What percentage of author 1048’s total sales are electronic books?A: Electronic book sales account for 16.41% of author 1048’s total sales.




Ask learners, “What didyou notice about thoselast two sorts?” Directanswers to: “If you havegrouped rows and youplace your cursor in aparent row (for example,an author row in thisPivotTable), then theentire dataset will sortbased on the parentrows. If you click in achild row of one of thegroups (for example, thebook titles) and thensort, you’ll sort withineach group.

TOPIC BFilter Data Using SlicersOnce you’ve created a PivotTable, you will want to make sorting and filtering the data in the table asefficient as possible. While you can use the functionality built directly into the PivotTable to find theanswers to your questions, there is another type of functionality that makes sorting and filteringPivotTable table easier: Slicers.

SlicersSlicers are filtering tools that filter PivotTable and PivotChart data based on user selections. Slicerfiltering functions in the exact same way as the filtering you’re used to seeing on tables, but insteadof selecting filters from a list at the top of table columns, you select filter criteria by clicking buttonsin the Slicers. Use the standard Ctrl+click to select more than one non-contiguous buttons andShift+click to select more than one contiguous button.One Slicer can connect to multiple PivotTables and one PivotTable can connect to multiple Slicers.In this example, five Slicers have been associated with the PivotTable. The Slicers are based on thefields in the source data.This example answers questions such as, for all authors selling electronically formatted SF andThriller novels in APAC and NA only, what percentage of total unit sales is the Thriller genre inNA? (The result is 11.67%.) What percentage of total unit sales is the SF genre in APAC? (Theresult is 22.67%.) And, what percentage of total unit sales is the Thriller genre overall? (The result is50.13%.)

Figure 5-10: Slicers and a PivotTable.

Note that you can select Slicers from the source data that don’t appear as rows or columns in thePivotTable. Because the Slicers and PivotTable come from the same data source, the Slicers willfilter the PivotTable will accordingly. In the example, Format, Author, and Title are not rows orcolumns in the PivotTable. However, by including the Slicers for those fields and selecting thecriteria, the PivotTable is adding those criteria to its filter.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Add Slicers to a PivotTable


Lesson 5: Analyzing Data with PivotTables, Slicers, and PivotCharts | Topic B

Slicers and a PivotTable

ACTIVITY 5-2Adding Slicers


ScenarioTo make it easier to filter data in your PivotTables, you’ve decided to incorporate Slicers into theSales Dashboard worksheet.Rather than add separate sets of Slicers to each PivotTable, you plan to add one set of Slicers andthen connect the Slicers to the appropriate PivotTables.

1. In My_Author_Data_05.xlsx, add Slicers that will enable you to sort and filter thepvtblGenresAndMarkets PivotTable by author, title, genre, market, and format.a) Select any cell in pvtblGenresAndMarkets PivotTable, and then, on the PivotTable Tools Options

tab, in the Sort & Filter group, select Insert Slicer.

b) In the Insert Slicers dialog box, check Author, Title, Genre, Format, and Market and then select OK.



c) Position the Slicers to the right of the genre-by-market table.

2. Use the Slicers to answer the question, “How many Romance print books has author 1029 sold inAPAC?”a) On the Genre Slicer, select Romance.b) On the Market Slicer, select APAC.



Inform learners that theposition of their Slicersdoesn’t exactly have tomatch the position in thescreen capture. The ideais to move them to theright and be prepared toposition them so theydon’t overlap each otheror the PivotTables. Theyshould get in the habit ofconstantly moving stuffaround on theirworksheet until theworksheet is in afinished or near-finishedstate.

c) On the Format Slicer, select Print.d) On the Author Slicer, select 1029.

3. How many Romance print books has author 1029 sold in APAC?A: Author 1029 has sold 252061 print Romance books in APAC.

4. Use the Slicers to answer the question, “Of author 1056’s NA electronic sales for Fantasy and SF, whatpercentage is SF?”a) Select any data cell in the pvtblGenresAndMarkets, and then, on the PivotTable Tools Options tab,

in the Calculations group, select Show Values As→% of Column Total.b) Select the Clear Filter button on each Slicer.c) On the Genre Slicer, select Fantasy, press and hold Ctrl, and then select SF.d) One the Market Slicer, select NA.e) On the Format Slicer, select Electronic.f) On the Author Slicer, select 1056.

5. Of author 1056’s NA electronic sales for Fantasy and SF, what percentage is SF?A: Electronic sales of SF books account for 31.42% of author 1056’s total NA electronic sales.

6. Adjust the Slicer connections for both PivotTables.a) Select any cell in pvtblGenresAndMarkets, and then, on the PivotTable Tools Options tab, in the

Sort & Filter group, click the down arrow under Insert Slicer, and then click Slicer Connections.b) In the Slicer Connections dialog box, uncheck Title.

c) Click OK.d) Select any cell in pvtblAuthorsAndFormats, and then, on the PivotTable Tools Options tab, in the

Sort & Filter group, click the down arrow under Insert Slicer, and then select Slicer Connections.e) In the Slicer Connections dialog box, check the box for every Slicer.



Learners might get astuck here because rightnow, thepvtblGenresAndMarketsPivotTable is displayinga percentage rather thanthe sum of total unitsales. Ask them totroubleshoot this issueon their own. Directthem to really thinkthrough what they wantthe table to display. Inthis case, they want toknow the total number ofbooks sold, not the totalnumber of titles in print,so they’ll want to right-click the table and selectShow Values As→NoCalculation.


f) Select OK.

7. Position the Slicers beneath the Forecast chart.

8. Prevent the Slicers from resizing or moving with cells.a) Ctrl+click each Slicer to select them all at once.b) Right-click and select Size and Properties.c) In the Size and Properties dialog box, in the left pane, select Properties.d) In the right pane, select Don’t move or size with cells.e) Select Close.

9. Save your work.



Inform learners that theyare moving the Slicers tothis position to give thempractice positioning andsetting the properties ofSlicers and also to setthe worksheet up for thenext activity. Direct themto Ctrl+click each Slicer,then use the Arrangetools on the Slicer ToolsOptions tab to align theSlicers at the top anddistribute themhorizontally.

TOPIC CAnalyze Data Using PivotChartsYou’ve created tables and PivotTables, and you’re familiar with the difference between the two.You’ve also created charts. Now, you’d like to leverage the flexibility of PivotTable filtering in yourcharts. That’s where PivotCharts come in.

PivotChartsPivotCharts are interactive charts that allow you to filter data on the fly by selecting filter data eitherdirectly on the chart or via Slicers that have been connected to the chart.The PivotChart in this example answers the question, “Regardless of format, which Fantasy title ofAuthor 1005 is selling the best in LA?” The answer is BookTitle0003 with just over 8,000 units sold.

Figure 5-11: Slicers and a PivotChart.

Similar to a PivotTable, once you connect Slicers to a PivotChart, you can filter the data using eitherthe Slicers or the lists directly on the chart. Whichever you use, the other will reflect the filter. Forexample, if you select LA in the Slicer, only LA will be selected in the Genre list on the chart.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Insert a PivotChart


Lesson 5: Analyzing Data with PivotTables, Slicers, and PivotCharts | Topic C

Slicers and a PivotChart

ACTIVITY 5-3Creating a PivotChart


ScenarioTo further enhance the workbook, you’ve decided to add a PivotChart to the Sales Dashboard. ThisPivotChart will be controlled by the same Slicers that currently control the two PivotTables thatalready exist on the Sales Dashboard.

1. In My_Author_Data_05.xlsx, create a PivotChart based on the PivotTable namedpvtblGenresAndMarketsa) Right-click any cell in pvtblGenresAndMarkets, and select Show Values As→No Calculation.b) On the PivotTable Tools Options tab, in the Tools group, select PivotChart.c) In the Insert Chart dialog box, in the right -pane, double-click Clustered Column, and then on the

Slicers, clear all filters.d) Position the new PivotChart so it is below the Slicers.

2. Using the Slicers and PivotChart, answer the question, “Which book is the biggest print seller in theAPAC thriller market, and how many units has that book sold?”

a) On the Market Slicer, select APAC.b) On the Genre Slicer, select Thriller.c) On the Format Slicer, select Print.d) On the PivotChart, right-click the data series, and select Expand/Collapse→Expand.e) In the Show Detail dialog box, select Title, and then select OK.



Ask learners, “What doyou notice about thedata in the PivotChart?”Direct answers to,“Romance in NA isclearly the dominantgenre/market pair.” Callattention to the fact thatcharts enable immediateunderstanding throughvisual and quantitativedisplays (not justquantitative).Suggest to learners thatthey reposition thePivotChart and Slicersso that they can see asmuch of each aspossible withoutoverlapping either of thePivotTables.

3. Which book is the biggest print seller in the APAC thriller market, and how many units has that booksold?A: The largest biggest print seller in APAC is BookTitle0311 with 3957623 units sold.

4. Using the PivotChart, answer the question, “What percentage of the APAC thriller print market does thisbook represent?”a) Right-click the Sum of Total Units to Date button and then select Value Field Settings.b) In the Value Field Settings dialog box, select the Show Values As tab, and then from the Show

Values As drop-down list, select % of Grand Total.c) Select OK.

5. What percentage of the APAC thriller print market does this book represent?A: BookTitle0311 represents 54.65% of the market.

6. Using the Slicers and PivotChart, answer the questions, “Does author 1008 have any books in the LAmarket? If so, which book is author 1008’s biggest seller in that market, what format is the book sellingin, and how many units has it sold?”a) Clear all of the filters from all of the Slicers.b) Right-click the Sum of Total Units button and then select Value Field Settings.c) In the Value Field Settings dialog box, select the Show Values As tab, and then from the Show

Values As drop-down list, select No Calculation.d) Select OK.e) On the Author Slicer, select 1008.f) On the Market Slicer, select LA.g) On the chart, right-click the Fantasy data series, and then select Expand/Collapse→Expand Entire

Field.

7. Which book is author 1008’s biggest seller in the LA market, what format is the book selling in, and howmany units has it sold?A: BookTitle0039 is author 1008’s biggest seller in the LA market with 252558 units sold. It’s in the

Fantasy genre and is an electronic book.




If learners are unsurehow to find thequantitative data, directthem to hover theirmouse pointer over thetallest column.

Point out to learners thatthe Slicers are alreadydirecting them towardstheir answer, evenbefore they make furtheradjustments on thechart. With author 1008and LA selected, theTitle Slicer shows onlytwo titles available, theGenre Slicer shows onlytwo genres available,and the Format Slicershows only Electronicavailable. So we alreadyknow at this point,without even looking atthe chart, that author1008 has two electronicfantasy and/or thrillerbooks published in theLA market. Additionally,a glance at the charttells us that this author isselling a lot more fantasythan thriller in the LAmarket.Point out that we knowthis is an electronic bookbecause only theElectronic format isselected in the Slicers.Time permitting, asklearners, “What otherquestions would you liketo ask of the data?”Encourage them tocome up with their ownquestions and use theSlicers and PivotChart tofind the answers.

SummaryIn this lesson, you created PivotTables and PivotCharts and discovered the power they give youwhen you want to view your data in new and, perhaps, unexpected ways.You also learned about Slicers. Slicers make it easy to select the data you want to filter and view inyour PivotTables and PivotCharts.PivotTables, PivotCharts, and Slicers make data visualization interactive. When data is interactive,users of the data begin to engage the data more deeply, uncovering new questions and answers thatmight not be readily apparent if the data were presented in a static format.

Consider the types of data your firm generates. What kinds of questions would you like to ask the data?

A: Answers will vary, but consider the various types of data your firm generates in the context of howPivotTables, PivotCharts, and/or Slicers could help you answer questions about your business. Thesetools enable you to ask virtually anything of your data, but you will want to make sure that you areasking questions from a business perspective and not strictly a data analysis perspective.

How could you leverage PivotTables, PivotCharts, and Slicers to create interactive dashboards that willhelp you uncover new knowledge about your business?

A: Answers will vary, but remember that Excel tools help you quickly find both granular data and trends indata.



Lesson 5: Analyzing Data with PivotTables, Slicers, and PivotCharts |


Inserting GraphicsLesson Time: 45 minutes


• Insert and modify graphic objects.

• Layer and group graphic objects.

• Incorporate SmartArt graphics.

Lesson IntroductionSometimes you might have a need to include graphic objects in your Microsoft® OfficeExcel® 2010 workbooks and worksheets. Graphic objects can either simply add some visualappeal to an otherwise bland workbook, or graphic objects can actually become active,useful components that further enhance data visualization and the way you interact withyour data.In this lesson, you will insert graphics.

6

TOPIC AInsert and Modify Graphic ObjectsPeople who use Excel generally fall into one of two categories: those who build Excel workbooks—let’s call this group “Excel Developers”—and those who use the information in Excel workbooks tomake business decisions—let’s call this group “Data Consumers.” It’s not uncommon for oneperson to be both a developer and a consumer.Excel Developers “see” data in two layers. There’s the raw data layer and then there’s thepresentation layer. Data Consumers only want to see the presentation layer.Used appropriately, graphic objects help enhance the presentation layer.

Graphic ObjectsThere are five types of graphic objects in Excel 2010: pictures, Clip Art, shapes, SmartArt, andscreenshots.Here is a brief description of each type of graphic object.

Graphic Object Description

Picture Any image you have created and stored on your computer. These can beanything from photographs you took with a digital camera to complexartwork drawn by graphic artists.

Clip Art Artwork that comes pre-loaded with Excel.

Shapes Graphic objects such as circles, squares, or triangles that you draw byhand.

SmartArt Pre-loaded graphics that help you quickly and easily create commonbusiness shapes such as an organizational chart or an artistically renderedbullet list. SmartArt will be covered in more detail later in this lesson.

Screenshot Images taken right from the current display of your computer monitor. Ifyou’ve used the Snipping Tool in Windows 7 or the screen capping toolin other Office 2010 applications, you already know how to use theScreenshot tool in Excel.

The Picture Tools Contextual TabAfter inserting a picture, Clip Art, or a screenshot, you can select the graphic object on screen anduse the Picture Tools Format contextual tab to enhance the selected object.

Contextual Tab With a Picture, Clip Art, or Screenshot Selected, Use This GroupTo

Adjust: Make corrections such removing the background of animage, adjusting the brightness and contrast, add artistic effectssuch as apply a texture or making the selected object look like apencil sketch, or compress an image.Picture Styles: Apply a style such as a border or 3D effect, orquickly incorporate the image into a SmartArt graphic.


Lesson 6: Inserting Graphics | Topic A

The activities in thislesson are written in acontinuous fashion.Each new activity afterthe first builds upon theprevious activity.Consider teaching theconceptual content bykeying through theactivities with thelearners and teachingthe material as it comesup in the activities.The Insert TabsIllustration Group

Contextual Tab With a Picture, Clip Art, or Screenshot Selected, Use This GroupTo

Arrange: Adjust the graphic object’s relative positioning(forward or backward) compared to other objects on theworksheet, align the image to other graphic objects, group theobject with other objects, or change the rotation of the object.Size: Edit the size of the object either by setting specific heightand width values or cropping the object.

The Drawing Tools Contextual TabAfter inserting a shape, you can select the graphic object on screen and use the Drawing ToolsFormat contextual tab to enhance the selected object.

Contextual Tab With a Shape Selected, Use This Group To

Insert Shapes: Insert a new shape or text box, change a shapefrom its current shape to another shape, or edit the points on ashape.Shape Styles: Apply a style such as a border, fill, or 3D rotation.WordArt Styles: If the shape includes text, quickly apply aWordArt style to the text, change the fill or outline of text, or addtext effects.Arrange: Adjust the graphic object’s relative positioning(forward or backward) compared to other objects on theworksheet, align the object to other graphic objects, group theobject with other objects, or change the rotation of the object.Size: Edit the size of the object by setting specific height andwidth values.

The SmartArt Tools Contextual TabAfter inserting a SmartArt object, you can select the graphic object on screen and use the SmartArtTools Design or Format contextual tabs to enhance the selected object.


Create Graphic: Add a shape or new bullet to the currentSmartArt graphic, toggle viewing of the Text Pane, promote ordemote a bullet, or shift the text from the text from one side ofthe graphics to the other.Layouts: Convert the selected object to another type ofSmartArt.SmartArt Styles: Change the color and graphic style of theSmartArt.Reset: Restore the style of the SmartArt to its default style, orconvert the SmartArt graphic to standard shapes. If you convertit to shapes, you cannot convert it back to SmartArt.

Shapes: Edit the size and shape of an individual shape selectedwithin the larger SmartArt.




Shape Styles: Apply a style such as a border, fill, or 3D rotation.WordArt Styles: If the SmartArt includes text within shapes,quickly apply a WordArt style to the text, change the fill oroutline of text, or add text effects. By selecting an individualshape within the larger SmartArt, you can apply the WordArtstyle only to that shape. Alternatively, if you would like all of theshapes within the SmartArt to have the same WordArt style, youcan select the entire SmartArt object and then select the WordArtstyle.Arrange: Adjust the SmartArt object’s relative positioning(forward or backward) compared to other objects on theworksheet, align the SmartArt to other graphic objects, group theobject with other objects, or change the rotation of an individualobject selected within the larger SmartArt.Size: Edit the size of the entire SmartArt object or of anindividual object within the larger SmartArt object by settingspecific height and width values.

Types of ShapesExcel 2010 has a wide variety of built-in shapes that you can quickly insert into your workbooks.These shapes include lines, rectangles, basic shapes such as triangles and brackets, block arrows,equation shapes, flowchart shapes, stars and banners, and callouts. You can resize every type ofshape. You can add text to some shapes. The shape of virtually every shape can be customized byediting its points.



Figure 6-1: Types of shapes.

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Types of Shapes

ACTIVITY 6-1Inserting Pictures and Clip Art

Data FilesC:\091012Data\Inserting Graphics\Author_Data_06.xlsxC:\091012Data\Inserting Graphics\Author_1012.jpg


ScenarioYou continue to make to updates to the Author Data workbook. Specifically, you have added:• A worksheet named Author Photos that contains a thumbnail image of each author.• An Author Dashboard that summarizes some of the key data about each author and ranks their

sales by units and income earned.• An Author Photos worksheet that includes a thumbnail image of each author.You are still building out the Author Photos worksheet and are ready to add author 101.

1. Open the file Author_Data_06.xlsx

2. Insert an image for author 1012.a) On the Author Photos worksheet, select cell A5, and then type 1012 and press Enter.b) Select cell B5 and then on the Insert tab, in the Illustrations group, select Picture.

c) Navigate to the directory that contains the Author_Data_06.xlsx Excel, then locate and insert the

image named Author_1012.jpg.



3. Resize the image for author 1012 so it maintains it aspect ratio and is the same height as the otherimages.a) Right-click the image for author 1005, and select Size and Properties.b) Position the Format Picture dialog box so that you can see the image you just inserted for author

1012 and the images for the other authors.c) In the left pane, verify that Size is selected, then on the right, verify that the height of the image is

0.64”.d) On the worksheet, click the large image you just inserted for author 1012.e) With author 1012’s image selected on the worksheet, in the Format Picture dialog box, verify that

Lock Aspect Ratio and Relative to original picture size are both checked, then set the height of theimage to 0.64” and select C lose.

f) On the worksheet, position author 1012’s image so that it fits entirely within cell B5.

Note: You’ll know the image is entirely within the cell boundaries when, withthe image selected, the drag handles around the image all fit within theboundaries. If any edge of the image overlaps the cell boundary, the imageselection on the Author Dashboard will not work correctly.




g) Save your work as My_Author_Data_06.xlsx

4. Insert a clipart placeholder image for author 1013.a) If necessary, close the Format Shape dialog box and select the Author Photos worksheet.b) Select cell A6, and then type 1013 and press Enter.c) Select cell B6, and then, from the Insert tab, in the Illustrations group, select ClipArt.d) Select any image from the ClipArt library as your placeholder image.e) Maintaining the image’s aspect ratio, set its height to .64"f) Drag the image so that it fits entirely within cell B6.g) Verify the image works as expected on the Author Dashboard worksheet.

5. Differentiate the placeholder image from the other images.a) On the Author Photos worksheet, select the image in cell B6.b) On the Picture Tools Format tab, in the Picture Styles group, from the drop-down list, select Simple

Frame, White.c) With the image still selected, in the same group on the ribbon, from the Picture Border list, select

Red.d) Verify that the red border appears correctly on the Author Dashboard.



Ask learners, “How canyou verify the image isworking correctly?”Direct answers to,“Select the AuthorDashboard worksheet,and then from the authordrop-down list, select1012. Have learners trythis, perhapsencouraging one of themto demonstrate whileprojecting the desktop.Before continuing, checkin with learners toensure they’ve correctlyinserted the picture.Inform learners that forthe purposes of thisactivity, any image willdo. The point here is thatany ClipArt image canbe used when they areback at the office.

6. Save your work.



TOPIC BLayer and Group Graphic ObjectsSometimes you want to dictate the stacking order of graphic objects. For example, some graphicsshould appear above or below others to create a specific effect. Sometimes you might want to treat anumber of graphics you’ve inserted as a single graphic. Layering and grouping enable you to managethe graphical relationship between graphic objects.

LayeringLayering is the process of stacking graphics one on top of the other in a specific order. You can layerany combination of graphic objects. A good way to get used to layering is to use the Selection andVisibility pane. With the Selection and Visibility pane open, it’s very easy to see the stackingorder of your graphic objects.In this example, there are three layered rectangles. The Checkered Rectangle is selected and it is thetop layer. The Gray Rectangle is the middle layer, and the Lined Rectangle is the bottom layer.

Figure 6-2: Layers.

While it’s fairly obvious in this example that the vertical line filled rectangle is at the bottom,sometimes, when you’re working with more or more complex graphics, it’s not always easy to tellwhich position a particular object is in relative to the other objects. That’s where the Selection andVisibility pane comes in handy. There’s no question, when you view the Selection and Visibility panewhere each graphic is in relation to the others.Toggling the visibility of an object is as easy as clicking the object’s eye icon in the Selection andVisibility pane.In this example, the visibility of the gray rectangle is turned off.


Lesson 6: Inserting Graphics | Topic B

Layers

Figure 6-3: A hidden layer.

Turning the visibility off doesn’t remove the graphic from the file. It just temporarily removes theobject from your visible workspace. This comes in handy when you’re working with a lot of graphicsand want to focus on one or two without accidentally altering the others. If the graphic is invisible,you can’t do anything to it.In this example, the stacking order of the graphics has changed.

Figure 6-4: The same layers in a new stacking order.

GroupingGrouping is the process of combining multiple graphic objects into a single graphic object. You cangroup virtually any combination of graphic objects. Just as it comes in handy when layering, theSelection and Visibility pane is very helpful when grouping, too.In this example, there are six graphic objects—three rectangles and three triangles. They are notgrouped. There are two ways you can tell they are not grouped. First, on the worksheet, there areclearly six separate marquees, one around each object. Second, in the Selection and Visibility pane,none of the objects are subordinated.



A Hidden Layer

Ask learners, “What doyou notice when youcompare this example tothe first example?”Direct answers to, “Thestacking order doesn’tchange the XY positionof the graphic object onthe worksheet. It onlychanges its layerposition compared toother graphics on theworksheet.”The Same Layers in aNew Stacking Order

Figure 6-5: Six individual graphic objects that have not been grouped.

In this example, there are two groups.



Six Graphic Objects, NoGrouping

Figure 6-6: Six graphic objects in two groups of three.

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Ask learners, “How canyou tell there are twogroups in this example?”Direct answers to, “Onthe worksheet there aretwo marquees, and inthe Selection andVisibility pane, therectangle objects aresubordinated underRectangles and thetriangle objects aresubordinated underTriangles.”Six Graphic Objects inTwo Groups of Three

ACTIVITY 6-2Inserting and Grouping Shapes


ScenarioYou want to offer users of the Author Dashboard a bit more flexibility in how they use thatparticular sheet. You’ve decided to make each of the data items—except the Author ID photo cells—a draggable object that a user can place anywhere on the worksheet.

1. In My_Author_Data_06.xlsx, except for the cells that contain the Author ID and photo, on the AuthorDashboard worksheet, move all of the data blocks from their current positions to another position wherethey are not visible when the worksheet opens.a) On the Author Dashboard, select the range E2:H3 and move it so that what was in E2 is now in

AA2.b) Select the range B5:I15 and then move it so it’s positioned under the other items you just moved.c) If necessary, adjust the widths of the columns to approximate this layout.

2. Create the shapes that will contain the data for the number of books in print.a) On the Insert tab, in the Illustrations group, click Shapes, and then click Rounded Rectangle.b) On the worksheet, draw a rectangle that is approximately 1” x 1”.



Before continuing, checkin with learners toensure they’ve correctlypositioned the cells.Continuously check inwith learners as youprogress through thesenext few steps.

c) Right-click the newly added shape, select Size and Properties, and then in the Format Shape dialog

box, verify that Size is selected in the left pane.d) Set the Height to 1.5”, then position the Format Shape dialog box so that you can see its contents,

the new shape and as much of the range AA2:AH15 as possible.

Note: Ideally, you’ll at least be able to see the new shape and range AA2:AA3.

e) On the worksheet, right-click the new shape and select Copy.f) Press Ctrl+V.g) With the newly pasted shape still selected, Shift-click the first shape so that both shapes are now

selected.h) On the Format tab, in the Arrange group, click Align, select Align Center, then do the same thing

except choose Align Middle.

Note: The two new shapes are now both selected and center and middlealigned. From this perspective it looks like there’s only one shape on theworksheet.

i) Click anywhere on the worksheet to deselect the shapes, then click the shapes once to select onlythe shape that’s on top.

j) In the Format Shape dialog box, set the Height to .5”



k) Select the bottom shape—the one that’s still 1.5” tall—and then, in the Format Shape dialog box, in

the left pane, select Fill, and set the fill to No Fill.

3. Connect the shapes to the data cells.a) Select the .5” tall filled shape, and then in the Formula Bar, type =b) With your cursor still in the Formula Bar, on the worksheet, click the cell that contains the text # of

Books in Print, and then press Enter.c) Select the filled shape, and then in the Format Shape dialog box, in the left pane, select Text Box,

and then set the Vertical alignment to Middle Centered.d) With the shape still selected, drag the right-drag handle to the right until # of Books in Print fits in the

shape, all on one line.

e) In the Format Shape dialog box, in the left pane, click Size, and then note the width of the shape.



At this point, learnersshould have two shapesthat are center-aligned.The top shape still has ablue fill and the bottomshape has no fill butdoes have a blue line.

Note: The width of your shape might be slightly larger or smaller than theexample illustrated here.

f) Select the 1.5” tall shape and then set its width to match the width of the .5” tall shape.

g) Select the .5” tall shape, and then on the Home tab, in the Font group, select Bold.h) Select the 1.5” tall shape, in the Formula Bar type = , and then select the cell that contains the

returned value for number of books in print, and then press Enter.i) In the Format Shape dialog box, in the left pane, select Text Box, and set the Vertical alignment to

Bottom Centered.



j) On the Home tab, in the Font group, from the Font Color drop-down, select Dark Blue, Text 2, andthen set the point size to 44.

k) With the 1.5” tall shape still selected, shift-click the .5” tall shape, and then right-click and select

Group→Group.l) Close the Format Shape dialog box.

4. Position the newly created shape somewhere near the Author selection list and then test to verify itworks as expected.a) Drag the shape so it is now positioned near the Author drop-down list.

b) From the Author drop-down list, select author 1006.

5. Save your work.



Ask learners, “Did thevalue change?” Theanswer should be yes(to “3”) if they did theprevious steps correctly.

TOPIC CIncorporate SmartArtAs mentioned earlier, SmartArt are pre-loaded graphics that help you quickly and easily incorporatecommon business graphic shapes such as an organizational charts or bullet lists into yourworkbooks.

The Choose a SmartArt Graphic Dialog BoxThere are approximately 200 pre-loaded SmartArt graphics in Excel 2010. And each type ofSmartArt graphic is available in the Choose a SmartArt Graphic dialog box.The dialog boxes summarizes the charts by category on the left, gives you the types to select from inthe center, and when you have a type selected in the center, the right side of the dialog box providesa description of the business case that would warrant using that type of layout.In this example, the Converging Arrows layout has been selected in the Relationship category,and the description of Converging Arrows appears at the bottom right.

Figure 6-7: The Choose a SmartArt Graphic dialog box.

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Lesson 6: Inserting Graphics | Topic C

The Choose a SmartArtGraphic Dialog Box

ACTIVITY 6-3Incorporating SmartArt

Before You BeginAuthor_Data_06.xlsx is open.

ScenarioTo make it easier to navigate around the workbook, you’ve decided to incorporate a SmartArtgraphic with hyperlinks.You plan to place this SmartArt graphic on a new worksheet named Navigation.

1. In Author_Data_06.xlsx, add a new worksheet named Navigation and make it the first worksheet in theworkbook.

2. Remove the visibility of the gridlines.

3. Insert an Alternating Hexagons SmartArt object.a) On the Insert tab, in the Illustrations group, click SmartArt.b) In the All list, locate and then double-click Alternating Hexagons.c) If necessary, expand the Text entry field, and then in the first bullet type Author Dashboardd) In the sub-bullet under Author Dashboard, type Individual Author Rankingse) In the second main bullet, type Summary Data then in its sub-bullet, type Aggregated Author Dataf) Make the third main bullet Sales with a sub-bullet of Raw Sales Datag) On the SmartArt Tools Design tab, in the Create Graphic group, select Add Bullet, and then select

Promote.h) In the text entry field for this bullet, type Sales Dashboard, then press Enter, and in the new bullet,

type Interactive Sales Datai) With the Interactive Sales Data bullet selected, on the SmartArt Tools Design tab, in the Create

Graphic group, select Demote.

4. Resize the SmartArt.a) Right-click the SmartArt graphic, select Size and Properties.



Let learners know that inthis activity they are onlyadding the SmartArtgraphic. In the nextactivity, they’ll addhyperlinks to it.If learners are unsurehow to do this, havethem select the Viewtab, and then uncheckthe Gridlines check boxin the Show group.

b) Set the height to 5.5” and the width to 5.5”.

c) Click Close.

5. Add color to the SmartArt.a) With the SmartArt selected, on the SmartArt Tools Design tab, in the SmartArt Styles group, select

Change Colors, and then under Colorful, select Colorful -Accent Colors.b) In the same group on the ribbon, from the Styles drop-down list, under 3D, select Polished.c) Close the text entry pane, and then position the SmartArt graphic so its top left corner is near cell

A1.






SummaryIn this lesson, you inserted graphic objects into your workbooks. You explored a variety of thegraphic options available in Excel 2010, including pictures, screenshots, shapes, ClipArt, andSmartArt. You learned how to group and layer the various types of graphics and connect shapes toworksheet data. Properly and judiciously utilized, graphic objects can help improve the overallimpact of your workbooks.

What types of worksheets and workbooks do you regularly work with?

A: Answers will vary, but think about the types of data stored in your worksheets and workbooks and howthat data might benefit from some form of graphic enhancement.

What types of graphic objects could help these worksheets better convey their meaning to users?

A: Answers will vary, but consider all of the various types of graphic objects from simple shapes to screencaptures, photos, and images.

How might you leverage SmartArt in your organization?

A: Answers will vary, but remember the various types of SmartArt and that SmartArt helps you quicklyinsert and customize commonly used business graphics.



Lesson 6: Inserting Graphics |


Enhancing WorkbooksLesson Time: 30 minutes


• Customize workbooks.

• Manage themes.

• Create and use templates.

• Protect files.

Lesson IntroductionYou’ve built Microsoft® Office Excel® 2010 worksheets and workbooks that incorporate awide variety of items including functions and formulas, tables, PivotTables and PivotCharts,and various graphics. All of these have in some way worked with the data in the workbook.You’re now ready to incorporate elements that don’t impact or work with the data directlybut rather improve the way you and others interact with the workbook.In this lesson, you will enhance workbooks.

7

TOPIC ACustomize WorkbooksEvery workbook is a unique object and will have its own unique requirements for both the datalayer and the presentation layer.There are a number of things you can do to customize your workbooks, including addingcomments, hyperlinks, watermarks, and background pictures.

CommentsComments are text-based notes used to annotate a worksheet. Comments are not part of your data,but they can help you describe the data or the worksheet. Here’s an example:

Figure 7-1: A comment.

If a cell contains a comment, the cell will have a red triangle in its upper-right corner. Commentscan be:• Toggled to always be on or appear only if you hover over the cell.• Printed.• Resized.• Edited.• Deleted.The name of in the top left corner of a comment will be the name of the person who inserted thecomment. You can change this name by editing it directly in the comment or by editing it in Excel’sgeneral options.

HyperlinksHyperlinks are text- or graphic-based based links that can link to:• Places in the same Excel file.• Other files.• Web pages.• Email addresses.Hyperlinks are applied to a cell, so any contents within the hyperlinked cell will be included as partof the hyperlink.


Lesson 7: Enhancing Workbooks | Topic A

The activities in thislesson are written in acontinuous fashion.Each new activity afterthe first builds upon theprevious activity.Consider teaching theconceptual content bykeying through theactivities with thelearners and teachingthe material as it comesup in the activities.A Comment

WatermarksWatermarks are text or graphics that appear behind the primary content of a worksheet. Commonwatermarks include text that identifies the content as a Draft or Confidential.Excel 2010 does not have built-in watermark functionality of the kind you would find in MicrosoftWord 2010; however, you can mimic watermark functionality either by using WordArt or by addingtext to the header or footer area of a worksheet.

Background PicturesBackground pictures are images that appear behind the content of a worksheet. Background images areonly visible in the electronic version of the worksheet and will not be printed.

Note: To further explore how to add a background to a worksheet, you can access the LearnTOAdd a Non-Tiling Background to a Worksheet presentation from the LearnTO tile on theLogicalCHOICE Course screen.

Other Workbook Customization OptionsOther workbook customization options toggling the visibility of gridlines, toggling the visibility ofcolumn and row headings, and displaying formulas rather than the results of formulas in cells.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Customize Workbooks



You may want to showLearnTO Add a Non-Tiling Background to aWorksheet from theLogicalCHOICE Coursescreen or have studentsnavigate out to theCourse screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.

ACTIVITY 7-1Inserting Comments and Hyperlinks

Data FilesC:\091012Data\Enhancing Workbooks\Author_Data_07.xlsx


ScenarioYour navigation worksheet is coming along. You’re now ready to add hyperlinks to it. You also wantto add a reminder that at some point in the future, you plan to pull the Sales data from an externaldata source by the end of Q4. For now, you’re just going to add a comment that reminds you—oranyone else accessing this working book—of this on the Sales worksheet.


2. Add a hyperlink that links from Author Dashboard hexagon on the Navigation worksheet to cell A1 of theAuthor Dashboard worksheet.a) Select the Navigation worksheet.b) On the Insert tab, in the Illustrations group, select Shapes, and then under Basic Shapes, select

Hexagon.

c) On the worksheet, click just to the right of the Individual Author Rankings text. This will insert a small

hexagon.



d) Select the new hexagon, and then on the Drawing Tools Format tab, in the Arrange group, select

Rotate→Rotate Right 90°.e) Drag the new hexagon on top of the Author Dashboard hexagon, and then, using the new hexagons

resizing handles, resize it so that it obscures the Author Dashboard hexagon.

f) Right-click the new hexagon, and select Hyperlink.g) In the left pane of the Insert Hyperlink dialog box, click Place in This Document.h) In the Or select a place in this document list, under Cell Reference, select ‘Author Dashboard’, and

then select OK.i) Save your work as My_Author_Data_07.xlsx

3. Test the hyperlink.a) If necessary, select any cell to deselect the new hexagon.b) Click the new hexagon.

4. Remove the fill and line from the new hexagon.a) Right-click the hexagon.b) Choose Format Shape.c) Set the Fill to No Fill and Line Color to No Line.

5. Insert a comment on the Sales worksheet that reminds you to connect the sales worksheet to theexternal sales database by end of Q4.a) Select the Sales worksheet.b) Select cell A2.c) On the Review tab, in the Comments group, select New Comment.d) In the new comment, type Connect sales worksheet to external sales database by end of Q4.



If necessary, let learnersknow that in anupcoming step they willremove the fill and linefrom the new hexagon.

Before proceeding,check in with learners toensure everyone hascorrectly positioned thenew hexagon.Ask learners, “Whathappens?” Directanswers to, “The linktakes you directly to cellA1 of the AuthorDashboard worksheet.”

6. Save your work as My _Author_Data_07.xlsx



TOPIC BManage ThemesSometimes it’s more efficient to change the look of an entire workbook all at once rather than oneelement at a time. This is especially true when you know you want to apply a consistent look andfeel for fonts and colors to all components of a workbook.By applying themes, you can quickly change the look and feel of an entire workbook.

ThemesA theme is a collection of formatting options that can be applied as a whole to an entire workbook.Workbook attributes that can be formatted via a theme include fonts, colors, effects, and styles.All workbooks have a theme, and unless you have specifically altered the theme in your workbook,your workbook is using the default Office theme.Excel has a number of built-in themes. You can use any of the built-in themes as-is, or you can alterthem to meet your specific needs.


Lesson 7: Enhancing Workbooks | Topic B

Figure 7-2: Built-in themes.

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Built-in Themes

ACTIVITY 7-2Applying and Editing a Theme

Before You Begin:My_Author_Data_07.xlsx is open.

ScenarioSince the integration, F&A has experienced considerable growth by reaching in to new markets andacquiring authors and readers to which it never previously had access. With this growth, themanagement team has decided to update the firm’s identity with new, brighter colors. The updateprocess has already been completed for all of the firm’s customer and client-facing materials. It’snow in the process of updating internal documentation—on an as-appropriate basis—to match thenew colors and styles.Some legacy documentation will not be updated. However, because your Author Data workbook isused regularly, the decision has been made to update the colors and fonts used in the workbook tomore closely align with the new branding guidelines.The marketing department has provided you with the following criteria:All Excel files shall now use the Solstice theme with the following updates:• Font = Verdana• Accent 2 = R250, G175, B6• Accent 4 = R28, G164, B41You’ll begin by first applying the Solstice theme and then editing the attributes.

1. In My_Author_Data_07.xlsx, verify the current color palette and fonts used on the Sales Dashboardworksheet.a) Select the Sales Dashboard worksheet.b) Note the colors used in the Pie and Column charts.c) Note the font used.

2. Apply the Solstice theme.a) On the Page Layout tab, in the Themes group, from the Themes drop-down list, scroll to and select

Solstice.



Consider asking one ofthe learners (eitheronsite or remote) to writethe colors down on awhiteboard that’s visibleto all participants. Notethe following: blue isused for NA on the piechart and Romance inthe column chart, red isused for LA and SF(respectively), green forAPAC and Thriller, andpurple for EMEA andFantasy. The font isCalibri (Body) 10 pt.Tell learners, “As youprogress through thisexercise, watch how thetheme applies the newcolors and font to everyaspect of theworksheet.”

3. Edit the Solstice theme to accommodate the new branding font and colors.a) On the Page Layout tab, in the Themes group, from the Fonts drop-down list, select Create New

Theme Fonts.b) In the Create New Theme Fonts dialog box, set both the Header and Body Font to Verdana, and

then, in the Name field, type F&A Font

c) Select Save.d) On the Page Layout tab, in the Themes group, from the Colors drop-down list, select Create New

Theme Colors.



e) In the Create New Theme Colors dialog box, click the down-arrow for Accent 2, and then selectMore Colors.

f) In the Colors dialog box, verify that the Color Model is set to RGB, and then set Red to 250 Green to

175 and Blue to 6 .



g) Click OK.h) Following the same steps, set the RGB values for Accent 4 to R28 and G164 and B41i) In the Create New Themes dialog box, select Save.

4. Save your work.



TOPIC CCreate and Use TemplatesWhile themes enable you to quickly apply consistent formatting across a particular workbook,sometimes you might want to apply a consistent structure and style across multiple workbooks.Templates are the tool to use when you want to ensure more than one workbook uses the samebasic structure, format, and formulas.

TemplatesA template is a workbook that contains preformatted worksheets and formulas. This formatting cancover anything from color and font styles, to applied themes, to conditional formatting.Templates are useful when you know you’ll be reusing a particular style of worksheet over and overagain. Rather than re-create the worksheet each time you need it, you could create a template thathas most of the work done for you already.Excel has a number of built-in templates that you can use. You can also create your own customtemplates.Here’s an example of Excel’s built-in Expense Report template. Imagine how much time you cansave if you don’t have to reinvent the wheel every time you need to submit an expense report.In this case, the template already has all of the necessary fields, so once you’ve built it once, all youhave to do in the future is enter the data.

Figure 7-3: An expense report template.

Template TypesExcel has two types of templates: predefined and custom.Predefined templates are all of the templates that come with Excel when you install it. Some of theseare built right in to the application and others are available for download from Office.com.Custom templates are any templates you create. You can create custom templates either entirelyfrom scratch, or you can use one of the predefined templates as a starting point, edit it as needed,and then save it with a new name and apply styles, from applied themes to conditional formatting.


Lesson 7: Enhancing Workbooks | Topic C

An Expense ReportTemplate

Templates are useful when you know you’ll be reusing a particular style of worksheet over and overagain. Rather than re-create the worksheet each time you need it, you could create a template thathas most of the work done for you already.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create and Use Templates



ACTIVITY 7-3Creating a Template


ScenarioOne of your colleagues in sales stopped by your office and noticed that you had already applied thenew Theme to your workbook. As you two were talking, your colleague noticed that your AuthorData workbook, with a fewer minor adjustments, could really help the sales team.Rather than have the sales team create an entirely new workbook from scratch, you’ve offered tocreate a template that they can use as a starting point. The sales team can then take your templateand make any adjustments they need to formulas, charts, etc.You are going to save the Author Data workbook as a template and then email the template to yourcolleague.

1. Save My_Author_Data_07.xlsx as a template.a) Choose File→Save As.b) In the Save As dialog box, in the File name field, type Sales_Templatec) From the Save as Type drop-down list, select Excel Template (.xltx).

d) Select Save.e) Select Yes in the dialog box that asks if you want to keep table data.

2. Remove all of the data in the tables except the header row and the first row of data.a) On the Summary Data worksheet, select rows 3-30.b) Right-click and select Delete.c) On the Sales worksheet, select and delete rows 3-435.

3. Save and close the workbook, but keep Excel open.

4. Verify that the file was saved as a template.a) Select File→New.b) Under Available Templates, select My Templates.c) In the New dialog box, double-click Sales_Template.xltx.

5. Close the Sales_Template file without saving any changes.

6. Select File→Recent, and then under Recent Workbooks, select My_Author_Data_07.xlsx.



TOPIC DProtect FilesIn some cases, you may want to protect the contents of your workbooks either from issues such asaccidental changes or malicious users seeking to corrupt your data.Excel offers a number of ways to protect your workbooks and worksheets from unintendedchanges.

Worksheet and Workbook ProtectionWith no workbook or worksheet level protection, anyone who has access to the workbook can editthe file in any way.To prevent unintended changes from occurring, you can apply various types of workbook orworksheet protection.

Figure 7-4: File protection options.

The Mark as Final, Encrypt with Password, and Add Digital Signature protection options areonly available from the File→Info→Protect Workbook list.The Protect Current Sheet and Protect Workbook Structure protection options are availableboth on the File→Info→Protect Workbook list and on the Review tab in the Changes group.

The Changes GroupThe Review tab’s Changes group allows you to protect workbooks or worksheets, shareworkbooks, allow users to edit only specific ranges, or track changes.


Lesson 7: Enhancing Workbooks | Topic D

File Protection Options

Figure 7-5: The Review tab’s Changes group.

The Protect Worksheet OptionYou can protect specific worksheets within a workbook. Protected worksheets can have their ownpassword. A user will not be able to edit the worksheet without the password.Additionally, in the Protect Worksheet dialog box, you can toggle what users can and cannot do toworksheet. In this example, users can select unlocked cells and format cells (the checked options),but they cannot insert columns or insert hyperlinks (the unchecked options).

Figure 7-6: The Protect Sheet dialog box.

The Protect Workbook OptionYou can protect a workbook so that no unintended changes can occur to its structure. Protectingthe structure means users cannot move or delete worksheets. In addition to protecting a workbook’sstructure, you can also protect the windows that open when the workbook opens. This protects theview you get when you open the workbook.



The Review Tab’sChanges Group

The Protect SheetDialog Box

Figure 7-7: The Protect Structure and Windows dialog box.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Protect Files



The Protect Structureand Windows DialogBox

ACTIVITY 7-4Protecting a Worksheet and a Workbook


ScenarioYou want to ensure no unnecessary changes occur to the Author Data workbook structure and tothe Sales worksheet in particular.You’ve decided to add a password to the Sales worksheet and protect the entire workbook fromunnecessary structural changes.

1. In My_Author_Data_07.xlsx, add a password to the Sales worksheet.a) Select the Sales worksheet.b) On the Review tab, in the Changes group, select Protect Sheet.c) In the Protect Sheet dialog box, verify that Protect worksheet and contents of locked cells is

checked.d) In the Password to unprotect sheet dialog box, type 9x!1Ue) In the Allow all users of this worksheet to list, verify that Select locked cells and Select unlocked

cells are checked and all others are unchecked.

f) Select OK.g) In the Confirm Password dialog box, in the Reenter password to proceed field, type 9x!1U and then

select OK.

2. Protect the entire workbook.a) On the Review tab, in the Changes group, select Protect Workbook.b) In the Protect Structure and Windows dialog box, verify that Structure is checked, and then check

Windows.



c) In the Password (optional) field, type m%7G

d) Select OK.e) Reenter the password and then select OK.f) Save and close the workbook but keep Excel open.

3. Verify that the protection levels work.a) Open the file My_Author_Data_07.xlsx.b) Attempt to reposition the worksheets.

Note: If you can reposition them, then you’ll need to repeat step 2.

c) Select any cell on the Summary Data worksheet and type anything into it.

4. Why were you able to enter data into a cell on the Summary Data worksheet?A: You were able to because only the Sales worksheet was protected.

5. Press Ctrl+Z.

6. Select the Sales worksheet, select any cell, and type anything into it.

7. If you wanted to change something on the Sales worksheet, what would you do?A: On the Review tab, in the Changes group, select Unprotect Sheet and enter the password 9x!1U .

8. Save your work and close Excel.



SummaryIn this lesson, you enhanced workbooks. You customized them, managed their look and feel byapplying and modifying themes, created templates, and protected them with passwords and othersecurity features.Applying themes and creating templates are time-saving techniques that help you modify existing orcreate new workbooks with just a few mouse clicks.Knowing how to protect workbooks and worksheets is a vital skill—especially if you will be sharingyour files with other people either in our outside of your firm. The last thing you want to do is senda file to someone and have them return it with new data or a new structure you were not expecting.

What are your company’s brand colors? How might you leverage a theme that incorporates those colors onevery workbook you develop?

A: Answers will vary, but remember the simple ways you might use brand colors, such as in table headerrows or in the outlines around text boxes.

Who do you share your workbooks with? How could you leverage worksheet- and workbook-levelprotection techniques to ensure no unintended changes happen to your files?

A: Answers will vary, but consider the types of job roles that interact with the worksheets you create, andthen identify which of those job roles should have read-only access to some or all of workbook versusthe job roles that should have full editing privileges.



Lesson 7: Enhancing Workbooks |


Course Follow-UpExcel 2010 offers a wide variety of tools and functionality to help you analyze your business data. Inthis course, you used Microsoft Office Excel 2010 to help you visualize data in new ways.You leveraged advanced functions and formulas to make very specific calculations. You used tablesand charts—of both the standard and Pivot varieties—to organize and present data.You enhanced workbooks and worksheets with graphic objects such as shapes and pictures and ClipArt and SmartArt.As you take your new Excel 2010 skills back to your office, remember this: Excel is here to help youstore, manipulate, and visualize your data in ways that empower you to make sound businessdecisions. It’s up to you to decide which questions you want to ask your data. Excel will help youfind the answers.

What's Next?Microsoft® Office Excel® 2010: Part 3 is the next course in this series. This course providesinstruction on working with large documents and getting them ready to share in a variety of waysincluding putting them on the web.


Course Follow up

Microsoft Office Excel2010 Exam 77-882Selected Logical Operations courseware addresses Microsoft Office Specialist certificationskills for Microsoft Office 2010. The following table indicates where Excel 2010 skills thatare tested in Exam 77-882 are covered in the Logical Operations Microsoft Office Excel2010 series of courses.

Objective Domain Covered In

1. Managing the Worksheet Environment

1.1 Navigate through a worksheet

1.1.1 Use hot keys Part 1

1.1.2 Use the name box Part 1

1.2 Print a worksheet or workbook

1.2.1 Print only selected worksheets Part 1

1.2.2 Print an entire workbook Part 1

1.2.3 Construct headers and footers Part 1

1.2.4 Apply printing options Part 1

1.2.4.1 Scale Part 1

1.2.4.2 Print titles Part 1

1.2.4.3 Page setup Part 1

1.2.4.4 Print area Part 1

1.2.4.5 Gridlines Part 1

1.3 Personalize the environment by using Backstage

1.3.1 Manipulate the Quick Access Toolbar Part 1

1.3.2 Customize the ribbon Part 1

1.3.2.1 Tabs Part 1

1.3.2.2 Groups Part 1

1.3.3 Manipulate Excel default settings (Excel Options) Part 1Part 2, Topic 7-A

1.3.4 Manipulate workbook properties (document panel) Part 1

1.3.5 Manipulate workbook files and folders Part 1

A

Objective Domain Covered In1.3.5.1 Manage versions Part 2, Topic 1-A

1.3.5.2 AutoSave Part 1Part 2, Topic 1-A

2. Creating Cell Data

2.1 Construct cell data

2.1.1 Use paste special Part 1

2.1.1.1 Formats Part 1

2.1.1.2 Formulas Part 1

2.1.1.3 Values Part 1

2.1.1.4 Preview icons Part 1

2.1.1.5 Transpose rows Part 1

2.1.1.6 Transpose columns Part 1

2.1.1.7 Operations Part 1

2.1.1.7.1 Add Part 1

2.1.1.7.2 Divide Part 1

2.1.1.8 Comments Part 1

2.1.1.9 Validation Part 1

2.1.1.10 Paste as a link Part 1

2.1.2 Cut Part 1

2.1.3 Move Part 1

2.1.4 Select cell data Part 1

2.2 Apply AutoFill

2.2.1 Copy data Part 1

2.2.2 Fill a series Part 1

2.2.3 Preserve cell format Part 1

2.3 Apply and manipulate hyperlinks

2.3.1 Create a hyperlink in a cell Part 2, Topic 7-A

2.3.2 Modify hyperlinks Part 2, Topic 7-A

2.3.3 Modify hyperlinked cell attributes Part 2, Topic 7-A

2.3.4 Remove a hyperlink Part 2, Topic 7-A

3. Formatting Cells and Worksheets

3.1 Apply and modify cell formats

3.1.1 Align cell content Part 1

3.1.2 Apply a number format Part 1

3.1.3 Wrapping text in a cell Part 1

3.1.4 Use Format Painter Part 1


Appendix A : Microsoft Office Excel 2010 Exam 77-882 |

Objective Domain Covered In3.2 Merge or split cells

3.2.1 Use Merge & Center Part 1

3.2.2 Merge Across Part 1

3.2.3 Merge cells Part 1

3.2.4 Unmerge Cells Part 1

3.3 Create row and column titles

3.3.1 Print row and column headings Part 1

3.3.2 Print rows to repeat with titles Part 1

3.3.3 Print columns to repeat with titles Part 1

3.3.4 Configure titles to print only on odd or even pages Part 1

3.3.5 Configure titles to skip the first worksheet page Part 1

3.4 Hide or unhide rows and columns

3.4.1 Hide or unhide a column Part 1

3.4.2 Hide or unhide a row Part 1

3.4.3 Hide a series of columns Part 1

3.4.4 Hide a series of rows Part 1

3.5 Manipulate Page Setup options for worksheets

3.5.1 Configure page orientation Part 1

3.5.2 Manage page scaling Part 1

3.5.3 Configure page margins Part 1

3.5.4 Change header and footer size Part 1

3.6 Create and apply cell styles

3.6.1 Apply cell styles Part 1

3.6.2 Construct new cell styles Part 1

4. Managing Worksheets and Workbooks

4.1 Create and format worksheets

4.1.1 Insert worksheets Part 1

4.1.1.1 Single Part 1

4.1.1.2 Multiple Part 1

4.1.2 Delete worksheets Part 1

4.1.2.1 Single Part 1

4.1.2.2 Multiple Part 1

4.1.3 Reposition worksheets Part 1

4.1.4 Copy worksheets Part 1

4.1.5 Move worksheets Part 1

4.1.6 Rename worksheets Part 1



Objective Domain Covered In4.1.7 Group worksheets Part 1

4.1.8 Apply color to worksheet tabs Part 1

4.1.9 Hide worksheet tabs Part 1

4.1.10 Unhide worksheet tabs Part 1

4.2 Manipulate window views

4.2.1 Split window views Part 1

4.2.2 Arrange window views Part 1

4.2.3 Open a new window with contents from the currentworksheet

Part 1

4.3 Manipulate workbook views

4.3.1 Use Normal workbook view Part 1

4.3.2 Use Page Layout workbook view Part 1

4.3.3 Use Page Break workbook view Part 1

4.3.4 Create custom views Part 1

5. Applying Formulas and Functions

5.1 Create formulas

5.1.1 Use basic operators Part 1

5.1.2 Revise formulas Part 1

5.2 Enforce precedence

5.2.1 Order of evaluation Part 1

5.2.2 Precedence using parentheses Part 1

5.2.3 Precedence of operators for percent vs.exponentiation

Part 1

5.3 Apply cell references in formulas

5.3.1 Relative and absolute references Part 1

5.4 Apply conditional logic in a formula

5.4.1 Create a formula with values that match conditions Part 2, Topic 2-B

5.4.2 Edit defined conditions in a formula Part 2, Topic 2-B

5.4.3 Use a series of conditional logic values in a formula Part 2, Topic 2-B

5.5 Apply named ranges in formulas

5.5.1 Define ranges in formulas Part 2, Topic 1-A

5.5.2 Edit ranges in formulas Part 2, Topic 2-B

5.5.3 Rename a named range Part 2, Topic 2-B

5.6 Apply cell ranges in formulas

5.6.1 Enter a cell range definition in the formula bar Part 1

5.6.2 Define a cell range Part 1

6. Presenting Data Visually



Objective Domain Covered In6.1 Create charts based on worksheet data Part 2, Topic 4-A

6.2 Apply and manipulate illustrations

6.2.1 Insert Part 2, Topic 6-A

6.2.2 Position Part 2, Topic 6-A

6.2.3 Size Part 2, Topic 6-A

6.2.4 Rotate Part 2, Topic 6-A

6.2.5 Modify Clip Art SmartArt Part 2, Topic 6-A

6.2.6 Modify Shape Part 2, Topic 6-A

6.2.7 Modify Screenshots Part 2, Topic 6-A

6.3 Create and modify images by using the ImageEditor

6.3.1 Make corrections to an image Part 2, Topic 6-A

6.3.1.1 Sharpen or soften an image Part 2, Topic 6-A

6.3.1.2 Change brightness Part 2, Topic 6-A

6.3.1.3 Change contrast Part 2, Topic 6-A

6.3.2 Use picture color tools Part 2, Topic 6-A

6.3.3 Change artistic effects on an image Part 2, Topic 6-A

6.4 Apply Sparklines

6.4.1 Use Line chart types Part 3

6.4.2 Use Column chart types Part 3

6.4.3 Use Win/Loss chart types Part 3

6.4.4 Create a Sparkline chart Part 3

6.4.5 Customize a Sparkline Part 3

6.4.6 Format a Sparkline Part 3

6.4.7 Show or hiding data markers Part 3

7. Sharing Worksheet Data with other users

7.1 Share spreadsheets by using Backstage

7.1.1 Send a worksheet via Email or Skydrive Part 3

7.1.2 Change the file type to a different version of Excel 11-D 1-4

Part 1

7.1.3 Save as PDF or XPS Part 3

7.2 Manage comments

7.2.1 Insert Part 2, Topic 7-A

7.2.2 View Part 2, Topic 7-A

7.2.3 Edit Part 2, Topic 7-A

7.2.4 Delete comments Part 2, Topic 7-A

8. Analyzing and Organizing Data



Objective Domain Covered In8.1 Filter data

8.1.1 Define a filter Part 2, Topic 3-B

8.1.2 Apply a filter Part 2, Topic 3-B

8.1.3 Remove a filter Part 2, Topic 3-B

8.1.4 Filter lists using AutoFilter Part 2, Topic 3-B

8.2 Sort data

8.2.1 Use sort options Part 2, Topic 3-B

8.2.1.1 Values Part 2, Topic 3-B

8.2.1.2 Font color Part 2, Topic 3-B

8.2.1.3 Cell color Part 2, Topic 3-B

8.3 Apply conditional formatting

8.3.1 Apply conditional formatting to cells Part 2, Topic 2-B

8.3.2 Use the Rule Manager to apply conditional formats Part 2, Topic 2-B

8.3.3 Use the IF function to apply conditional formatting Part 2, Topic 2-B

8.3.4 Clear rules Part 3

8.3.5 Use icon sets Part 3

8.3.6 Use data bars Part 3



Microsoft Office Excel2010 Expert Exam 77–888Selected Logical Operations courseware addresses Microsoft Office Specialist certificationskills for Microsoft Office 2010. The following table indicates where Excel 2010 skills thatare tested in Exam 77-888 are covered in the Logical Operations Microsoft Office Excel2010 series of courses.

Objective Domain Covered In

1. Sharing and Maintaining Workbooks

1.1. Apply workbook settings, properties, and dataoptions

1.1.1. Set advanced properties Part 1

1.1.2. Save a workbook as a template Part 2, Topic 7-C

1.1.3. Import and export XML data Part 3

1.2. Apply protection and sharing properties toworkbooks and worksheets

1.2.1. Protect the current sheet Part 2, Topic 7-D

1.2.2. Protect the workbook structure Part 2, Topic 7-D

1.2.3. Restricting permissions Part 2, Topic 7-D

1.2.4. Require a password to open a workbook Part 2, Topic 7-D

1.3. Maintain shared workbooks

1.3.1. Merge workbooks Part 3

1.3.2. Set Track Changes options Part 2, Topic 7-DPart 3

2. Applying Formulas and Functions

2.1. Audit formulas

2.1.1. Trace formula precedents Part 3

2.1.2. Trace dependents Part 3

2.1.3. Trace errors Part 3

2.1.4. Locate invalid data Part 3

B

Objective Domain Covered In2.1.5. Locate invalid formulas Part 3

2.1.6. Correct errors in formulas Part 3

2.2. Manipulate formula options

2.2.1. Set iterative calculation options Part 2, Topic 2-B, Topic 3-C,Topic 5-A

2.2.2. Enable or disabling automatic workbook calculation Part 1Part 2, Topic 1-B

2.3. Perform data summary tasks

2.3.1. Use an array formula Part 2, Topic 1-A, Topic 1-B

2.3.2. Use a SUMIFS function Part 2, Topic 3-C

2.4. Apply functions in formulas

2.4.1. Find and correct errors in functions Part 3

2.4.2. Applying arrays to functions Part 2, Topic 1-A, Topic 1-B

2.4.3. Use Statistical functions Part 2, Topic 1-B

2.4.4. Use Date functions Part 2, Topic 1-B

2.4.5. Use Time functions Part 2, Topic 1-B

2.4.6. Use Financial functions Part 2, Topic 1-B

2.4.7. Use Text functions Part 2, Topic 1-B

2.4.8. Cube functions Part 2, Topic 1-B

3. Presenting Data Visually

3.1. Apply advanced chart features

3.1.1. Use Trend lines Part 2, Topic 4-C

3.1.2. Use Dual axes Part 2, Topic 4-D

3.1.3. Use chart templates Part 2, Topic 4-B

3.1.4. Use Sparklines Part 3

3.2. Apply data analysis

3.2.1. Use automated analysis tools Part 3

3.2.2. Perform What-If analysis Part 3

3.3. Apply and manipulate PivotTables

3.3.1. Manipulate PivotTable data Part 2, Topic 5-A

3.3.2. Use the slicer to filter and segment your PivotTabledata in multiple layers

Part 2, Topic 5-B

3.4. Apply and manipulate PivotCharts

3.4.1. Create PivotChart Part 2, Topic 5-C

3.4.2. Manipulate PivotChart data Part 2, Topic 5-C

3.4.3. Analyzing PivotChart data Part 2, Topic 5-C

3.5. Demonstrate how to use the slicer


Appendix B : Microsoft Office Excel 2010 Expert Exam 77–888 |

Objective Domain Covered In3.5.1. Choose data sets from external data connections Part 2, Topic 5-A

4. Working with Macros and Forms

4.1. Create and manipulate macros

4.1.1. Run a macro Part 3

4.1.2. Run a macro when a workbook is opened Part 3

4.1.3. Run a macro when a button is clicked Part 3

4.1.4. Record an action macro Part 3

4.1.5. Assign a macro to a command button Part 3

4.1.6. Create a custom macro button on the Quick AccessToolbar

Part 3

4.1.7. Apply modifications to a macro Part 3

4.2. Insert and manipulate form controls

4.2.1. Insert form controls Part 3

4.2.2. Set form properties Part 3


Appendix B : Microsoft Office Excel 2010 Expert Exam 77–888 |

Microsoft Excel 2010Common KeyboardShortcutsThe follow table lists common keyboard shortcuts you can use in Excel 2010.

Function Shortcut

Switch between worksheet tabs, from left to right Ctrl + PgUp

Switch between worksheet tabs, from right to left Ctrl + PgDn

Select the region around the active cell Ctrl + Shift + *

Insert the current time Ctrl + Shift + :

Insert the current date Ctrl + ;

Display the Insert dialog box Ctrl + Shift + +

Display the Delete dialog box Ctrl + Shift + -

Display the Format Cells dialog box Ctrl + 1

Select the entire worksheet Ctrl + A

Apply or remove bold formatting Ctrl + B

Apply or remove italic formatting Ctrl + I

Copy the selected cells Ctrl + C

Paste copied content Ctrl + V

Display the Find and Replace dialog box Ctrl + F

Display the Insert Hyperlink or Edit Hyperlink dialog box Ctrl + K

Display the Create Table dialog box Ctrl + T

Create a new workbook Ctrl + N

Open a file Ctrl + O

Print a file Ctrl + P

Use the Fill Right command Ctrl + R

Save the file Ctrl + S

Repeat the last command or action Ctrl + Y

Undo the last command or action Ctrl + Z

C

Lesson Labs

Lesson labs are provided for certain lessons as additional learning resources for this course.Lesson labs are developed for selected lessons within a course in cases when they seemmost instructionally useful as well as technically feasible. In general, labs are supplemental,optional unguided practice and may or may not be performed as part of the classroomactivities. Your instructor will consider setup requirements, classroom timing, andinstructional needs to determine which labs are appropriate for you to perform, and at whatpoint during the class. If you do not perform the labs in class, your instructor can tell you ifyou can perform them independently as self-study, and if there are any special setuprequirements.

Lesson Lab 2-1Updating the Author Totals Worksheet

Activity Time: 15 minutes

Data FilesC:\091012Data\Analyzing Data with Logical and Lookup Functions\Updating_Author_Totals.xlsx

ScenarioIn addition to identifying early producers and high producers, management would alsolike to identify authors who have been with the company for more than five years andhave either sold over 350,000 units or earned more than $1 million.You also plan to add a column identifying which royalty rate an author currentlyreceives.F&A royalties are based on the number of books an author has published with thecompany. Authors with 10 or more books receive a 15% royalty and all others receivea 9% royalty. You decide to add a column that reflects which royalty rate each author isreceiving.

1. In Updating_Author_Totals.xlsx, on the Author_Totals worksheet, select cell J2 and type5+ Years and 350K+ Units Sold.

2. Select cell K2 and type Royalty Rate.

3. In cell J2, write a formula that identifies authors who have been with the company formore than five years and have either sold over 350,000 units or earned more than $1million

4. Copy the formula to every cell in the range J2:J94.

5. Format the range J2:J94 to match the conditional formatting of cells H2:I94.

6. In cell I2, write a function that shows authors with 10 or more books published receiving a15% royalty rate and all others receiving a 9% royalty rate

7. Copy the formula to every cell in the range I2:I94.

8. Save your work as My_Updated_Author_Totals.xlsx.


Lesson Labs

Lesson Lab 6-1Adding More Shapes

Activity Time: 15 minutes

Data FilesC:\091012Data\Inserting Graphics\Adding_More_Shapes.xlsx

ScenarioYou like the way the # of Books in Print draggable object appears on the worksheet, so you’vedecided to add similar draggable shapes for Years Under Contract, Royalty Rate, and Sales Rank (ByUnits and By Income).

1. In Adding_More_Shapes.xlsx, on the Author Data worksheet, create a draggable shape for Years UnderContract. This shape should have the same functionality as the # of Books in Print draggable object butbe in a new color.

2. Create a similar shape for Royalty Rate.

3. Create a similar shape for Sales Rank. The Sales Rank shape should include two data boxes, one forUnits and one for Income.

4. Save your work as My_ Additional_Shapes.xlsx.


Lesson Labs

Solutions

ACTIVITY 1-1: Adding Range Names

4. What do you notice about the range reference at the bottom of this dialog box?A: The range reference has changed from Authors! to Author_Totals!.

5. What does this tell you about the relationship between range names and worksheet names?A: If you change the name of a worksheet, any range name associated with the worksheet willautomatically update to reflect the change.

8. Why does the Name box still say E1 instead of the range name Number_of_Books_Sold?A: Because the top row is not part of the range; it only supplied the name of the range. Therange is E2:E94, not E1:E94.

ACTIVITY 1-2: Editing a Range Name

3. What do you notice?A: The misspelled range name—Initial_Cntract_Date—is still in the file, and a new range name—Initial_Contract_Date—has been added.

4. What does this tell you about editing range names using the Name box?A: You cannot edit range names using the Name box. If you select a range that already has aname and then change the name using the Name box, a new range name will be created andthe previous version will still exist.Let learners know they don’t have to delete the misspelled version just yet. They will do that inthe next activity.

ACTIVITY 1-5: Locating Functions Using the FunctionReference

2. What functions did you find?A: Answers might vary, but you can direct the group to the AVERAGE function in the StatisticalFunctions category.

5. Will the AVERAGE function work to meet the needs of your manager?A: Yes. The AVERAGE function will return the average of a dataset.

6. What does this aforementioned question suggest?A: The newest author has been with F&A the least amount of time, so “least” suggeststhe minimum of something. In this case, the minimum amount of time with F&A.

ACTIVITY 1-6: Using Functions

4. Why is Excel returning the #NAME error?A: Because the Number_of_Books_in_Print range name is constrained to theAuthor_Totals worksheet rather than to the entire workbook.

ACTIVITY 2-1: Working with Logical Functions

5. Is the formula working correctly for this author?A: Yes. While this author has published 15 books, he or she has been with the companyfor more than 2 years (2.09). Because this is an AND function, to return TRUE, all ANDfunction arguments must be true. Therefore, the formula is working as expected for thisauthor because it has returned FALSE.Reinforce that no matter how many conditions an AND function has—and they can haveup to 255 of them—every condition must be true for the AND function to return true.

6. Is the formula working correctly for this author?A: Yes. This author has been with the company less than 2 years (1.38) and haspublished more than 4 books (11).Before continuing, project your screen, select cell H2, and ask learners to verify they havethe correct formula in that cell and have copied the formula down to all cells in the range.

8. How would you write a formula that identifies any authors who have either been with thecompany for more than 5 years or have published 10 or more books with the company?A: In cell I2, enter =OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10) andcopy the formula to every cell in the range I2:I94.

10. After entering the formula, what are the values in cells I2 and I4?A: I2 is TRUE and I4 is FALSE

ACTIVITY 2-2: Combining IF and AND Functions

3. How would you change the formula in column I so it has the same treatment as columnH?A: Add IF( right before the OR function, and then after 10) add =TRUE, “Yes”,”No”). Theformula should look like this:=IF(OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10)=TRUE,"Yes","No").Make sure you copy the formula to every cell in the range I2:I94.


Solutions

ACTIVITY 3-2: Sorting Data and Removing Duplicate Records

5. How can you verify that the sort and highlight are working correctly?A: Observe rows 18 to 21. Note that there are four instances of AuthorID 1034 and these are sortedfrom oldest to newest.If all of your learners are onsite, invite one learner up to the white board and ask him or her to writedown the AuthorID and the Initial Contract Dates for each of the following AuthorIDs: 1013, 1015, 1034,and 1364. If any of your learners are remote, consider asking one of the remote learners to do the samething except have them write the data either on the presentation software’s whiteboard tool or in anotherapplication and have them share their desktop.

6. If the deduplication works correctly, for the four AuthorIDs in question, which records would you expectto remain in the dataset?A: For AuthorID 1013 the duplicate records are for dates 10/16/2006 and 7/22/2003. Because HRindicated that only the records with the oldest Initial Contract Date should remain, if deduplication workscorrectly, then AuthorID 1013 should have one record left for date 7/22/2003. The correct dates for theother three AuthorIDs appear in bold, as follows: AuthorID 1015: 8/16/2011 (delete) and 5/3/2009(remain); AuthorID 1034: 2/6/2012 (delete), 11/22/2007 (delete), 12/30/2005 (delete), and 1/17/2002(remain); AuthorID 1364: 7/2/2007 (delete) and 9/13/2000 (remain)

8. How can you verify that the correct records remain in the dataset?A: For the four AuthorIDs noted above (1013, 1015, 1034, and 1364), only the following records shouldremain in the dataset: for AuthorID 1013 the Initial Contract Date should be 7/22/2003, for AuthorID1015 the Initial Contract Date should be 5/3/2009, for AuthorID 1034 the Initial Contract Date should be1/17/2002, and for AuthorID 1364 the Initial Contract Date should be 9/13/2000.

ACTIVITY 3-3: Filtering Records

4. How many authors have been with F&A for one year or less?A: 48 authors have been with F&A for one year or less.

ACTIVITY 3-5: Using Summary Functions in Tables

3. How many authors signed their initial contract in the calendar year 2011?A: 64 authors signed their first contract in 2011.

ACTIVITY 4-3: Formatting Charts

2. What happened when you applied the green outline?A: The outline was applied but the chart title’s font size increased. When you apply a built-in style,everything in the selection will acquire the new style’s attributes.

ACTIVITY 4-4: Creating a Trendline


Solutions

10. Based on these trendlines, what does the data suggest?A: The data suggests that in the next two years, F&A Publishing could see electronicbook sales increase dramatically while print book sales begin to slow.

ACTIVITY 4-5: Creating a Dual Axis Chart

3. What do you notice about the range AJ2:AN15?A: Once you’ve selected the entire range, the range reverts to the table’s name—tblTotalSalesByFiscalYear. In other words, if you know you’ll use a specific table as yourdata range, you can type an equals sign and the table’s name without having to select therange itself.

ACTIVITY 5-1: Creating PivotTables

4. Which genre is the biggest overall seller?A: Romance is the biggest overall seller with 108893789 units sold.

6. What is the combined number of total units sold for Romance and Fantasy in APAC andEMEA?A: The total units sold for Fantasy and Romance in APAC and EMEA is 63730961.

8. What percentage of total unit sales is LA’s Fantasy genre sales?A: Fantasy sales in LA account for 3.50% of total sales.

10. Which market has the highest percentage of SF sales?A: NA has the highest percentage of SF sales at 26.67% of total SF sales.Reinforce how small this particular PivotTable is and point out that you’ve only asked it afew of the many possible questions it can answer.

13. Which author has the lowest total sales?A: Author 1011 is lowest with $1,434,234.24 in sales.

15. For author 1011, which book has the highest sales?A: For author 1011 BookTitle0052 has the highest sales at $276,914.82.Ask learners, “What did you notice about those last two sorts?” Direct answers to: “If youhave grouped rows and you place your cursor in a parent row (for example, an author rowin this PivotTable), then the entire dataset will sort based on the parent rows. If you clickin a child row of one of the groups (for example, the book titles) and then sort, you’ll sortwithin each group.

17. What percentage of author 1048’s total sales are electronic books?A: Electronic book sales account for 16.41% of author 1048’s total sales.

ACTIVITY 5-2: Adding Slicers

3. How many Romance print books has author 1029 sold in APAC?A: Author 1029 has sold 252061 print Romance books in APAC.


Solutions

5. Of author 1056’s NA electronic sales for Fantasy and SF, what percentage is SF?A: Electronic sales of SF books account for 31.42% of author 1056’s total NA electronic sales.

ACTIVITY 5-3: Creating a PivotChart

3. Which book is the biggest print seller in the APAC thriller market, and how many units has that booksold?A: The largest biggest print seller in APAC is BookTitle0311 with 3957623 units sold.If learners are unsure how to find the quantitative data, direct them to hover their mouse pointer overthe tallest column.

5. What percentage of the APAC thriller print market does this book represent?A: BookTitle0311 represents 54.65% of the market.

7. Which book is author 1008’s biggest seller in the LA market, what format is the book selling in, and howmany units has it sold?A: BookTitle0039 is author 1008’s biggest seller in the LA market with 252558 units sold. It’s in theFantasy genre and is an electronic book.Point out that we know this is an electronic book because only the Electronic format is selected in theSlicers. Time permitting, ask learners, “What other questions would you like to ask of the data?”Encourage them to come up with their own questions and use the Slicers and PivotChart to find theanswers.

ACTIVITY 7-4: Protecting a Worksheet and a Workbook

4. Why were you able to enter data into a cell on the Summary Data worksheet?A: You were able to because only the Sales worksheet was protected.

7. If you wanted to change something on the Sales worksheet, what would you do?A: On the Review tab, in the Changes group, select Unprotect Sheet and enter the password 9x!1U .


Solutions

Glossary

background pictureAn image that appears behind the contentof a worksheet.

chartA non-tabular, graphical representation oftabular data.

commentA text-based note used to annotate aworksheet.

database functionsFunctions that return calculations for arange of data based that meet specificcriteria.

dual axes chartA chart that uses primary and secondary Xand/or Y axes to convey meaning aboutmore than one measurement on a singlechart.

filterThe act of removing from view any datathat does not meet certain criteria.

function syntaxA description of the structure of afunction, including the function’s name, itsarguments, the order of the arguments, andwhether the arguments are required or not.

groupingThe process of combining multiple graphicobjects into a single graphic object.

hyperlinkA text- or graphic-based based links thatcan link to places in the same Excel file,other files, web pages, or email addresses.

layeringThe process of stacking graphics one ontop of the other in a specific order.

PivotChartAn interactive chart that allow you to filterdata on the fly by selecting filter data eitherdirectly on the chart or via Slicers that havebeen connected to the chart.

PivotTableA dynamic table that enables you toreposition the columns and rows of a rawdataset without altering the data.

Quick Style SetA group of predefined styles that comepackaged with Excel.

range nameA clear, concise, and descriptive nameapplied to a single cell or a range of cells.

slicerA filtering tool that filters PivotTable andPivotChart data based on user selections.

sortThe act of changing the order of data in arow or column.

styleA collection of formatting options that youcan define and then apply to worksheetcolumns and rows.

subtotalsFunctions that summarize values based ona specific range of data within a dataset.

summary functionsSubtotal functions that summarize data inthe totals row for a specified range within atable.

tableA dataset comprised of contiguous rowsand columns that Excel treats as a single,independent data object.

templateA workbook that contains preformattedworksheets and formulas.

themeA collection of formatting options that canbe applied as a whole to an entireworkbook.

trendlineA chart data series that makes predictionsabout the future state of the data based oncurrent trends in the data.

watermarkText or graphics that appear behind theprimary content of a worksheet.


Glossary

Index

AAdvanced Filter dialog box 45AND 25, 45arguments syntax conventions 17

Ccalculations

automatic 19automatic, disabling

Changes group 166charts

adding 72elements of 76formatting 76guidelines for creating 76modifying 76overview 71showing trends in 88, 89types 71with dual axes 96

Chart Tools contextual tabs 76Choose a SmartArt Graphic dialog box145Clip Art

addingdescription of 128modifying 128

commentsadding to cellsoverview 152showing or hidingworking with

Create Table dialog box 39

Ddatasets

connecting external 111working with large 111

Drawing Tools Format contextual tab 129DSUM 63

FFALSE 25filtering data

advanced options 45by coloroperators for 46overview 43with AutoFilters 45with Slicers 118, 123

Format Trendline dialog box 89formulas

showing in cells 153testing 24writing 24

Function Arguments dialog box 17Function Library 13functions

categories of 13, 14creating through questions 24database 63inserting 17logical 24, 25lookup 24, 32new features in Excel 2010 18searching forsubtotal 56summary 60

summary, for PivotTables 108syntax of 17

Ggraphic objects

addinggrouping 137layering 136modifyingrotatingtypes 128

gridlines 153

Hheadings 153HLOOKUP 32hyperlinks

description of 152modifyingto an e-mail addressto cells in the same documentto filesto web pages

IIF 25IFERROR 25Insert Chart dialog box 71Insert Function dialog box 17

NNOT 25

OOR 25, 45

Ppictures

addingas backgrounds 153description of 128modifying 128

Picture Tools Format contextual tab 128PivotCharts

addingfiltering with Slicers 123overview 123

PivotTable Field List pane 107PivotTables

creating through questions 107displaying values in 109, 110filtering with Slicers 118overview 106structuring 107summary functions in 108, 110

PowerPivot 111Protect Structure and Windows dialog box167Protect Worksheet dialog box 167

QQuick Style sets 39, 40

Rrange names

addingdeletingeditingfor formulasproperties of 2

Remove Duplicates dialog box

SScreenshot tool 128Selection and Visibility pane 136, 137shapes

addingdescription of 128modifying 129, 130types 130

Slicersin PivotCharts 123in PivotTablesmodifyingoverview 118

SmartArtadding 145description of 128modifying 129

SmartArt Tools contextual tabs 129sorting data

by colorin rangesin tablesoverview 43

styles


Index

customizing 40overview 39

SUBTOTAL 56

Ttables

components of 38converting to datacreating from cells 39formatting 39, 40modifying 40overview 38sorting insummary functions in 60

Table Tools Design contextual tab 39templates

customizing 163overview 163predefined in Excel 163

themesaddingbuilt-in 157modifyingoverview 157

trendlinesadding 89modifying 89overview 88types 88

TRUE 25

VVLOOKUP 32

Wwatermarks

addingmimicking 153overview 153

workbook protection options 166, 167worksheet protection options 166, 167


Index

9 0 0 0 0

9 7 8 1 4 2 4 6 1 9 9 1 7

091012S rev 2.1ISBN - 13 978-1-4246-1991-7

ISBN - 10 1-4246-1991-2

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