Microsoft Office Excel 2010: Part 3 · 2013. 8. 21. · From your prior training, you already know...

STUDENT EDITION

Microsoft® Office

Excel® 2010:

Part 3

Microsoft® OfficeExcel® 2010: Part

3

Microsoft® Office Excel® 2010: Part 3Part Number: 091013Course Edition: 2.1

AcknowledgementsPROJECT TEAM

Author Media Designer Content Editor

Emilios Papas Alex Tong Angie French

NoticesDISCLAIMERWhile Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee theiraccuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties ofmerchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Anyresemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating thiscourse, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is anindependent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorialpurposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of suchentity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by thirdparties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, anyExternal Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.

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Microsoft® Office Excel®2010: Part 3

Automating Worksheet Functionality ............................................ 1Update Workbook Properties.......................................................... 2Create and Edit a Macro................................................................. 5Apply Conditional Formatting.......................................................12Add Data Validation Criteria......................................................... 17

Auditing Worksheets................................................................... 23Trace Cells................................................................................... 24Troubleshoot Invalid Data and Formula Errors ............................. 27Watch and Evaluate Formulas....................................................... 32Create a Data List Outline.............................................................35

Analyzing Data............................................................................ 41Create Sparklines......................................................................... 42Create Scenarios.......................................................................... 47Perform a What-If Analysis........................................................... 52Perform a Statistical Analysis with the Analysis ToolPak................59

Working with Multiple Workbooks................................................63Create a Workspace......................................................................64Consolidate Data..........................................................................67Link Cells In Different Workbooks.................................................72Merge Workbooks........................................................................ 76

Exporting Excel Data............................................................................ 79Export Excel Data................................................................................... 80Import a Delimited Text File................................................................... 84Integrate Excel Data with the Web.......................................................... 89Create a Web Query................................................................................92

Appendix A: Importing and Exporting XML Data................................... 99Import and Export XML Data.................................................................100

Appendix B: Creating Excel Forms...................................................... 103Create Excel Forms...............................................................................104

Appendix C: Microsoft Office Excel 2010 Exam 77-882......................105

Appendix D: Microsoft Office Excel 2010 Expert Exam 77–888........... 111

Appendix E: Microsoft® Excel® 2010 Common Keyboard Shortcuts.....115

Lesson Labs........................................................................................117

Glossary............................................................................................. 123Index..................................................................................................125

| Microsoft® Office Excel® 2010: Part 3 |

About This Course

Your previous experience with Microsoft Excel has given you a solid foundation in workingwith this software. You can use Excel efficiently and effectively to solve problems for yourbusiness. In this course, you will learn about some of the more advanced features of Excel,including automating common tasks, auditing workbooks to avoid errors, sharing your datawith other people, analyzing data, and using Excel data in other applications.Beyond the basic features, Excel offers many advanced features that will help you createbetter, more accurate workbooks. There are also tools that allow you to share your workwith other people.This course can also be used to prepare for the Microsoft Office Specialist (MOS)Certification Exam. The appendix maps this course to the standards and objectives of thisexam. There are also two assessment files to test your knowledge.

Course DescriptionTarget StudentThis course is intended for a student who has experience working with Excel and would liketo learn more about creating macros, working with shared documents, analyzing data, andauditing worksheets.

Course PrerequisitesTo ensure your success, you will need to have a comfort level with the basic skills of Excellike entering data, working with data, using functions, and working with formulas. To meetthis prerequisite, you can take any one or more of the following Logical Operations courses:• Microsoft® Office Excel® 2010: Part 1• Microsoft® Office Excel® 2010: Part 2

Course ObjectivesYou will:• Automate worksheet functions.• Audit worksheets.• Analyze data.• Work with multiple workbooks.• Import and export data.

The LogicalCHOICE Home ScreenThe LogicalCHOICE Home screen is your entry point to the LogicalCHOICE learning experience,of which this course manual is only one part. Visit the LogicalCHOICE Course screen both duringand after class to make use of the world of support and instructional resources that make up theLogicalCHOICE experience.Log-on and access information for your LogicalCHOICE environment will be provided with yourclass experience. On the LogicalCHOICE Home screen, you can access the LogicalCHOICECourse screens for your specific courses.Each LogicalCHOICE Course screen will give you access to the following resources:• eBook: an interactive electronic version of the printed book for your course.• LearnTOs: brief animated components that enhance and extend the classroom learning

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How to Use This BookAs You LearnThis book is divided into lessons and topics, covering a subject or a set of related subjects. In mostcases, lessons are arranged in order of increasing proficiency.The results-oriented topics include relevant and supporting information you need to master thecontent. Each topic has various types of activities designed to enable you to practice the guidelinesand procedures as well as to solidify your understanding of the informational material presented inthe course. Procedures and guidelines are presented in a concise fashion along with activities anddiscussions. Information is provided for reference and reflection in such a way as to facilitateunderstanding and practice.Data files for various activities as well as other supporting files for the course are available bydownload from the LogicalCHOICE Course screen. In addition to sample data for the courseexercises, the course files may contain media components to enhance your learning and additionalreference materials for use both during and after the course.At the back of the book, you will find a glossary of the definitions of the terms and concepts usedthroughout the course. You will also find an index to assist in locating information within theinstructional components of the book.


| About This Course |

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| About This Course |

Automating WorksheetFunctionalityLesson Time: 1 hour, 15 minutes

Lesson ObjectivesIn this lesson, you will:

• Update workbook properties.

• Create and edit a macro.

• Use conditional formatting.

• Add data validation criteria.

Lesson IntroductionFrom your prior training, you already know the basic functionality of Microsoft® Excel®. Asyour projects and worksheets become more complex, you will want ways of streamliningyour projects. Excel offers a number of tools that let you automate your work process. Yourability to automate will let you work more efficiently and accurately.

1

http://www.lo-choice.com

TOPIC AUpdate Workbook PropertiesIn Excel 2010, you can use the Document Information panel to add or change the properties of aworkbook. You can enter information that relates to a workbook such as the author, title, keywords,status, and comments. This information is sometimes referred to as metadata. The metadata youenter will help you better manage and locate your workbook files. In this topic, you will update aworkbook’s properties.Imagine that your boss needs some sales data from a worksheet for a presentation that she has togive in a couple of hours. The problem is that with all the workbooks that you use on a daily basis,you cannot find the right one. Obviously, telling her that you cannot find the numbers and makingsomething up are not options. You wish there was some way to help you find the right information.It can be extremely frustrating to not find something you need, especially when working under adeadline. In this topic, you will learn how to update workbook properties to help you find andidentify files.

Workbook PropertiesThe Workbook Name Properties dialog box has five tabs for specifying properties.

Tab Description

General Shows the file name, type, location, size, MS-DOS name, creation date,modification date, and access dates. It also displays if the file is read-only. These settings cannot be changed from the Workbook NameProperties dialog box. This information is supplied by the system.

Summary Allows you to specify the file's title, subject, author, manager, company,category, keywords, and hyperlink base.

Statistics Shows system information like creation date, last modified date, lastaccessed date, and last printed date. It also shows the name of theperson who last saved the file, the revision number (when applicable)and the total editing time. Data cannot be edited here.

Contents Shows the number of the worksheets by name. Data cannot be editedhere.

Custom Allows you to attach specific information to the file such as destination,editor, language, and other traits. It is possible to add a property name toyour properties.

Note: A workbook from an earlier version of Excel will open in Excel 2010 in compatibilitymode. Many features of Excel 2010 are not available in compatibility mode. To convert a filefrom compatibility mode in order to use Excel 2010’s expanded capabilities, select the File tab,then select the Convert button on the Info tab.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Update Workbook Properties

2 | Microsoft® Office Excel® 2010: Part 3

Lesson 1: Automating Worksheet Functionality | Topic A

Workbook Properties

ACTIVITY 1-1Updating Workbook Properties

Data FilesC:\091013Data\Automating Worksheet Functionality\Asian_Royalties.xlsx

ScenarioYou work for Fuller and Ackerman Publishing and are managing a project to simplify the paying ofroyalties to international authors. Last year there were a number of costly mistakes that took a longtime to resolve because out-of-date and incorrect workbooks were used to calculate payments. Tomake sure that this never happens again, your boss wants you to go through all workbooks andupdate their properties to make them easier to find and identify.

1. Open the Excel worksheet Asian_Royalties.xlsx.

2. If necessary, in the pop-up window, select Enable Editing.

3. Access the file properties in the Backstage view.a) Select the File tab.b) From the Properties drop-down list, select Advanced Properties.

4. Update the file’s properties.a) Select the Summary tab.b) In the Title text box, type Asian Royaltiesc) In the Subject text box, type Asian Royalty Paymentsd) In the Author text box, type Driscoll, Martine) In the Manager text box, type Kreugel, Hansf) In the Company text box, type Fuller and Ackermang) In the Category text box, type Author Royaltiesh) In the Keywords text box, type Asian Sales Royaltiesi) In the Comments text box, type This file tracks author sales and the royalties they are due

5. Select OK.

6. Save your workbook as My_Asian_Royalties.xlsx

Microsoft® Office Excel® 2010: Part 3 | 3


Remember to check onthe progress of yourstudents to make surethat they are followingalong with yourinstruction; this isespecially important ifyou have any remotestudents in your class.

ACTIVITY 1-2Modifying the Default Settings In Excel

Before You BeginMy_Asian_Royalties.xlsx is open.

ScenarioYour manager likes the changes that you made to file properties to make them easier to find. Shewould like to build additional ways of identifying files so the kinds of problems that happened lastyear never happen again. She suggests that all new files this year have a new font and size, so thatgoing forward everyone will be able to easily tell when the files were created.

1. Set the default settings for Excel workbooks.a) Select the File tab and select Options.b) In the Excel Options dialog box, in the When creating new workbooks section, from the Use this font

drop-down list, select Arial.c) In the Font size drop-down list, change the font size from 11 to 12.

d) In the Excel Options dialog box, select OK.e) In the Microsoft Excel warning message box, select OK.

2. Save your work.

3. Verify that the default setting for this new document is Arial 12 point.a) Restart the application.b) Open a new workbook.c) Type something into a cell and verify that the default type is Arial 12 point.d) Close the file without saving.



TOPIC BCreate and Edit a MacroDoing the same thing over and over can get tedious and contribute to data errors and omissions.However, your organization likely needs to run the same kind of analysis and have a common lookfor many different files. Automating frequently used tasks lets you complete your work moreaccurately and efficiently. In this topic, you will create and edit a macro. Macros automate complextasks to ensure repetitive precision.

MacrosA macro is an automated tool that repeats a set of commands to complete a series of frequentlyneeded tasks. Every macro must have a unique name. A macro-enabled workbook is saved withthe .xlsm extension. You can create a macro recorder to record the sequence of steps that you wantincluded in your macro, and then set a command to run the macro. The macro recorder convertsyour macro into Visual Basic programming code that can be edited as required. Macros can be savedin any workbook.

Record Macro Dialog BoxThe Record Macro dialog box lets you set the details of a macro and then start recording. You setimportant details like macro name, shortcut key for running the macro, where the macro will bestored, and a description of the macro in the Record Macro dialog box. The Record Macro dialogbox can be displayed from the Macros drop-down list on the View tab.

Figure 1-1: The Record Macro dialog box.

Note: In Excel 2007 when working with a chart no macro information was recorded. NowExcel 2010 does record data from tables so you can save a table layout and apply it to createother tables.


Lesson 1: Automating Worksheet Functionality | Topic B

Macro Icon

Record Macro DialogBox

Note: Check out the LearnTO Use Relative Referencing When Recording a Macropresentation from the LearnTO tile for this course on your LogicalCHOICE Course screen.

Macro NamingThere are a few rules for naming macros:• The name must start with a letter.• The name cannot contain spaces.• The name can contain letters, numbers, and the underscore character (_).• The name should not conflict with any other object in the worksheet, workbook, or built-in

name.If these naming rules are not followed, you will get an error message.

Auto_Open MacrosYou can configure macros to run automatically by saving them with the name Auto_Open. Whenyou open a workbook that contains a macro named Auto_Open, the macro runs as soon as the fileis opened.

Macro Security and the .xlsm File FormatExcel macros are a prevalent tool for transferring computer viruses. Excel 2010 requires that yousave any workbooks that use macros in the new macro-enabled workbook format (.xlsm) to provideincreased security. When you attempt to open a .xlsm file you are given a security warning, so thatyou can decide on the trustworthiness of the source of the file. If you don't save your workbook inthe .xlsm format, any macros used in your file will not be saved.

Macro StorageYou can save macros in three different sites: the current workbook, a new workbook, or a PersonalMacro workbook. Saving in the current workbook requires that the workbook be open in order touse it in other files. To save it in any other file, at any time save as a Personal Macro workbook.

Visual Basic for ApplicationsVisual Basic for Applications (VBA) is the programing language that Microsoft Office 2010 uses tohandle macros. As you record a macro, Excel translates your actions into VBA code.

Note: If you know how to program in VBA, you can directly write macros using VBA.

The Visual Basic EditorThe Visual Basic Editor is an Excel add-in that you can use to view and edit a macro in VBA. TheVisual Basic Editor interface is made up of four components.

Component Description

Project Explorer A hierarchical list of all VBA modules in all open documents. The normaltemplate is called Normal. Active documents appear as Project objects. Activetemplates appear as Template Project objects.

Propertieswindow

Displays the properties of the object selected in the Project Explorer window.A property is a characteristic of the object. One property of a VBA module isthe module’s name.



You may want to showLearnTO Use RelativeReferencing WhenRecording a Macro 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.Naming Macros

Visual Basic forApplications

Component DescriptionCode Shows the actual VBA code for the macro, which can be edited.

Immediatewindow

Shows debugging information from the code or commands typed directly intothe window.

Macro SettingsThe security level applied to a macro can be set in the Macro Settings category of the TrustCenter dialog box. There are five security settings.

Option Description

Disable all macros withoutnotification

Disables all macros in a workbook without issuing a security alert.Only macros saved in the document or from a trusted locationare allowed to run.

Disable all macros withnotification

Disables all macros but issues a security alert. This is the defaultsetting.

Disable all macros exceptdigitally signed macros

Disables all macros that are not digitally signed by a trustedpublisher.

Enable all macros Enables all macros. This is the lowest level of protection, whichcould leave your computer open to malicious code.

Trust access to the VBAproject model

Allows macros to access the core level of the Microsoft VisualBasic project model. This option is a security risk for most users,as it should only be used by developers.

Note: Check out the LearnTO Digitally Sign a Workbook presentation from the LearnTOtile for this course on your LogicalCHOICE Course screen.

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



You may want to showLearnTO Digitally Sign aWorkbook 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.Excel can referencemacros in two differentways. Absolutereferencing means thatyou set specific cells forthe macro to work andthe macro always usesthose cells. Relativereferencing means thatcells are specified basedon their relationship withother cells (e.g., fourcells down). Absolutereferencing is thedefault.

ACTIVITY 1-3Creating a Macro

Data FilesC:\091013Data\Automating Worksheet Functionality\Asian_Royalties.xlsx

ScenarioYou sales manager wants you to make all the worksheets from the Asian division look exactly thesame so that they can be more easily identified.She wants you to make the following changes:• All the worksheets’ titles to red 24 point.• All the worksheets should be in Times New Roman.• All column headers to bold.• All columns of numerical data to currency format.Instead of manually making all these changes you decide to format one worksheet and create amacro that you will apply to the other two worksheets.

1. Open Asian_Royalties.xlsx.

2. Record the steps that you want to use as a macro.a) On the ribbon, select the View tab. From the Macros drop-down list, select Record macro.

3. Name the macro so that you can reference it for later use.a) In the Record Macro dialog box, in the Macro name text box, type RoyaltyFormattingMacrob) In the Shortcut key text box, type R

Note: Since Ctrl+R is already a command, Excel automatically adds Shift. Ifthe letter you choose is not already linked to a shortcut, Excel with not addShift.

c) Select This Workbook from the Store Macro In drop-down list, if necessary.d) In the Description text box, enter This macro sets the formatting for author royalty worksheets.e) Select OK.



4. Change the font to Times New Roman.a) Select all the text in the worksheet.b) Select the Home tab on the ribbon, and in the Font group, from the Font drop-down list, select Times

New Roman.

5. Change the workbook’s title to 24 point and red.a) Select cells A1 and A2. In the Font group, change the titles to 24 point and the color red.

6. Make the column headers bold.a) In the Font group, change the headers to bold by selecting the Bold button.

7. Format the cells so that all numerical data is set to currency.a) Select the cells with numerical data C5 to D17.

b) In the Number group, from the drop-down list, select Currency.



8. Stop recording the macro.a) On the View tab, in the Macros group, select Stop Recording from the drop-down list.

9. Save the file as a macro with the following information:• File Name: Asian_Royalties• Save as type: Excel Macro-Enabled Workbook (*.xlsm)

10. Verify that the macro works.a) Select the Old Sales worksheet and click anywhere on the sheet.b) Enter the shortcut key Ctrl+Shift+R.c) Verify that the macro made the appropriate changes in Old Sales.d) Repeat these sub-steps for the New Sales worksheet.

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



ACTIVITY 1-4Editing a Macro

Before You BeginAsian_Royalties.xlsm is open.

ScenarioYour manager likes the macro, but she wants the title of the slide to be a little bit larger and wantsyou to change it from 24 to 26 point.

1. Edit the macro.a) On the View tab, in the Macros group, select Macros.b) From the drop-down list, select View Macros.

2. In the Macro dialog box, verify that RoyaltyFormattingMacro is present.

3. Edit the macro in Microsoft Visual Basic.a) In the Macro dialog box, select Edit.b) In the Microsoft Visual Basic for Applications window, find the code for 24 point.c) Delete 24 and type 26

4. Verify the macro was edited.a) In the open Excel worksheet, press the key shortcut Ctrl+Shift+R.b) Verify that the text size has changed to 26 point.

5. Close the Microsoft Visual Basic for Applications window.



TOPIC CApply Conditional FormattingSometimes you need to locate some specific data or make some parts of your worksheet stand out.In this topic, you will apply conditional formatting.Conditional formatting allows you to set criteria that if met will display that information in adifferent format so that it is more distinctive. Conditional formatting lets you differentiate betweendata more easily.

Conditional FormattingConditional Formatting sets a specific format for a cell or a range of cells based on criteria that you set.Cells can contain numerical or textual data. There are default criteria, or users can set the formattingstyle themselves.

Conditional FormatsThere are different conditional formats available from the Conditional Formatting option in theStyles group on the Home tab.

Format Purpose

Highlight Cells Rules Finds cells within a range. You format these cells based on acomparison operator. You apply this format by picking thenecessary option from the Highlight Cells Rules submenu.

Top/Bottom Rules Finds the highest and lowest values in a range and allows you toset cutoff values. You apply this format by picking the necessaryoption from the Top/Bottom Rules submenu.

Data Bars Shows the value of a cell relative to other cells. The value in thecell sets the length of the data bar. You can set this format bypicking the data bar format from the Data Bars gallery. It ispossible to customize a data bar.

Color Scales Shows data distribution and variation. The shade of color usedrepresents higher, middle, or lower values. You set this format bypicking a color scheme from the Color Scales gallery. It ispossible to customize a color scale.

Icon Sets You can annotate and classify data into three to five categoriesusing icon sets. Every category is represented by an icon. Youapply this format by selecting an icon set type from the Icon Setsgallery. It is possible to customize icon sets.

The Conditional Formatting Rules Manager Dialog BoxThe Conditional Formatting Rules Manager dialog box allows you to set the conditionalformatting rules for the data sets that you need to apply a conditional format to. This dialog box canbe used to make all conditional formatting changes including creating, editing, and deleting. All rulesused in a worksheet are shown. The Conditional Formatting Rules Manager dialog box isaccessed from the Conditional Formatting drop-down list on the ribbon.


Lesson 1: Automating Worksheet Functionality | Topic C

Conditional Formatting

Figure 1-2: The Conditional Formatting Rules Manager dialog box.

The New Formatting Rule Dialog BoxSix kinds of conditional formatting rules are available in the New Formatting Rule dialog box.

Rule Type Description

Format all cells based on theirvalues

Cells are formatted based on their values. There is no need toset maximum or minimum values. This option cannot be usedfor text data.

Format only cells that contain Cell format is set by its numeric, text, or data type.

Format only top or bottomranked values

Selects the top or bottom percentage of cells in the range.

Format only values that areabove or below average

Cells are formatted if they are above or below the average.

Format only unique or duplicatevalues

Conditional formatting only applies to unique or duplicatevalues.

Use a formula to determinewhich cells to format

A formula is set to determine which cells are conditionallyformatted.

Clear RulesConditional formatting rules can be removed in the Clear Rules submenu of the ConditionalFormatting drop-down list. From this menu you can delete conditional formatting rules from aworksheet, selected cells, tables, or PivotTables.

Note: Check out the LearnTO Use Data Bars and Icon Sets presentation from the LearnTOtile for this course on your LogicalCHOICE Course screen.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Apply Conditional Formatting



Conditional FormattingRules Manager

You may want to showLearnTO Use Data Barsand Icon Sets 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 1-5Applying Conditional Formatting

Before You BeginAsian_Royalties.xlsm is open on the Author Sales worksheet.

ScenarioThe Asian sales manager would like to know if there is an easy way to highlight all authors that earnat least $25,000 because there may be additional tax requirements for authors that earn this much.You will set conditional formatting to apply to all authors who make this amount.

1. Set conditional formatting so that authors that earn $25,000 are highlighted.a) Select cells D5 to D15.b) On the Home tab, in the Styles group, select Conditional Formatting.c) From the Conditional Formatting drop-down, select Highlight Cells Rules.d) From the Highlight Cells Rules submenu, select Greater Than.e) In the Format cells that are GREATER THAN field, type 25000

f) Select OK.

2. Verify that the authors who have earned more than $25,000 now have their royalties highlighted withdark red text on a light red cell background.



Edit an ExistingConditional FormattingRule

ACTIVITY 1-6Editing a Conditional Formatting Rule

Before You BeginAsian_Royalties.xlsm is open.

ScenarioThe manager likes the new formatting, which makes it very easy for his people to see exactly who ismaking more than the threshold of $25,000. However, he apologizes because he gave you the wronginformation. Actually, authors who make more than $35,000 may face additional tax liability. Hewould also like you to change the formatting because he thinks the color scheme might beconfusing.

1. Edit the conditional formatting rule.a) On the Home tab, in the Styles group, select the Conditional Formatting icon. From the drop-down

list, select Manage Rules.b) In the Conditional Formatting Rules Manager dialog box, from the Show formatting rules for drop-

down list, select This Worksheet.c) Select Edit Rule.d) In the Edit Formatting Rule dialog box, in Format only cells with, change 25,000 to 35,000

e) Select Format.f) Change the color from dark red to blue.



2. Select OK three times.

3. Verify the conditional formatting now applies only to values above $35,000.

4. Save the file as My_Asian_Royalties.xlsm



TOPIC DAdd Data Validation CriteriaRestricting the type of data that can be input into your workbook gives you greater control over theinformation you need to work with. Some cells really need a decimal, others should have times,dates, or whole numbers. In this topic, you will add data validation criteria.Setting data validation rules before you enter data guarantees that all input values will fall in a rangethat you set.

Data ValidationData validation restricts the input type of a value based on a specific set of criteria. These cells canonly accept this type of data. Trying to enter data that does not meet the criteria set for the cell willgenerate an error message. You can set an input message to inform the user why the data theyattempted to enter is unacceptable.

The Data Validation Dialog BoxThe Data Validation dialog box gives you three tabs to set the criteria settings, input message, anderror alert.

Figure 1-3: The Data Validation dialog box.

Tab Function

Settings Sets the permitted value type, such as decimal, date, and time. The possiblerange can be set here. The user can also set a drop-down list here.

Input Message Sets the specific title and description of the data allowed in the cell.


Lesson 1: Automating Worksheet Functionality | Topic D

Data Validation

The Data ValidationDialog Box

Tab Function

Error Alert Allows you to set the style, title, and description of an error that displays whenthe input data is not within the specified criteria.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Add Data Validation Criteria



ACTIVITY 1-7Adding Data Validation Criteria

Before You BeginMy_Asian_Royalties.xlsm is open.

ScenarioThe manager of the Asian sales division would like to add a place in the royalties workbook whereher staff can add and track their sales. There have been some problems in the past with data beingentered in the wrong place, which required a long and miserable effort to correct. You will need toapply data validation criteria to avoid this process in the future.

1. Set the Sales column so that only whole numbers can be input.a) If necessary, navigate to the Author Sales worksheet.b) Select cells C5:C15.c) On the Data tab, in the Data Tools group, select Data Validation.d) From the Allow drop-down list, select Whole number.e) In the Minimum text box, type 0f) In the Maximum text box, type 1000000g) In the Data drop-down list, verify that between is selected.

2. Set an error message for the Sales column so that when someone tries to enter something that is not awhole number, your message appears.a) Select the Error Alert tab.b) From the Style drop-down list, select Warning.c) In the Title text box, type Sales Column Data Errord) In the Error message text box, type This column requires a whole number.e) Select OK.



Ask your students whythe Sales column isbeing restricted to wholenumbers instead ofallowing for decimals.

3. Set the Royalty column so that only numerical values can be input.a) Select D5:D15.b) From the Data Validation drop-down list, select Data Validation.c) In the Data Validation dialog box, on the Settings tab, from the Allow drop-down list, select Decimal.d) In the Data drop-down list, verify that between is selected.e) In the Minimum text box, type 0f) In the Maximum text box, type 1000000g) Select OK.

4. Verify that your validation criteria are saved correctly.a) Select cell C8.b) Type 112.5 and then press Tab.c) In the Microsoft Excel dialog box, select Cancel.d) Select cell D11.e) Type Roger Clifton and then press Tab.f) Verify that the Microsoft Excel dialog box appears,and select Cancel.

5. Save and close the file.



SummaryIn this lesson, you automated worksheet functionality. You created and edited macros to completecommonly occurring tasks. You applied conditional formatting to give yourself additional flexibilityover the data in your worksheet. Finally, you set data validation criteria that restricted the type ofdata that could be entered in a cell or range of cells.

Which of these automation tools do you think will be most important or useful to you in your everyday life?Why?

A: Answers will vary, but different people in different businesses may value any of these time-savingoptions. For most people, macros can be the most useful because they enable someone to quicklyestablish a style that can easily be applied to many other worksheets. For some people, conditionalformatting will be very helpful in making workbooks more efficient.

How does using workbooks make business easier? Will these automation tools make the processing ofbuilding and maintaining workbooks easier for you?

A: Answers will vary, but may include that many complicated calculations that businesses require had tobe done by hand or with a calculator. Having this work done automatically improves the accuracy ofinformation and lets a business run more sophisticated formulas and data analysis than wouldotherwise be possible.

Note: If your instructor/organization is incorporating social media resources as part of thistraining, use the LogicalCHOICE Course screen to search for or begin conversations regardingthis lesson.


Lesson 1: Automating Worksheet Functionality |

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


Auditing WorksheetsLesson Time: 1 hour, 15 minutes


• Trace cells.

• Troubleshoot invalid cells and formula errors.

• Watch and evaluate formulas.

• Create a data list outline.

Lesson IntroductionYou should already be familiar with how Microsoft® Excel® works with data and formulas.When working with complex worksheets it is vitally important to know that your data isbeing handled in exactly the way that you expect. While manually checking the results offormulas is possible for very simple worksheets, it is impossible for complicated worksheetswith many different related calculations. Excel offers a set of tools that allows you tostreamline your troubleshooting efforts. Your ability to audit your worksheets will save timeand make them more accurate.

2


TOPIC ATrace CellsImagine that you have a looming deadline where executives in your company will look at aspreadsheet you have been working on. There are complex formulas that should be workingproperly, but one is giving you unexpected results. You need to fix this issue so you can submit yourwork in time.If your formulas are pulling data from many different cells, it can be very difficult and extremelytime consuming to manually investigate the problem. Excel allows you to graphically display wherethe data is coming from and where it is going to in order to make correcting the problem easier.

Trace CellsTrace Cells allows a user to graphically display the interconnections between a formula and the datathat the formula uses.

Figure 2-1: Trace cells in a spreadsheet.

Tracer ArrowsTracer arrows show the direction of data flows from cells and formulas. There are three types oftracer arrows:• Formula Tracer Arrow (solid blue line)• Error Tracer Arrow (solid red line)• External Reference Arrow (dashed black line)

Cell PrecedentsThe data cells that provide information for a formula are its cell precedents. The Trace Precedentsbutton checks a formula and shows where it is getting its information from.


Lesson 2: Auditing Worksheets | Topic A

Trace Cells

Tracer Arrows

Cell DependentsThe data cells that are affected by the calculations of a formula are its cell dependents. The TraceDependents button checks a formula and shows all the other cells that rely on this formula. Thedependent cell turns red or blue depending on the type of error.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Trace Cell Precedents and Dependents



ACTIVITY 2-1Tracing Cell Precedents and Dependents

Data FilesC:\091013Data\Auditing Worksheets\Author_Royalty.xlsx

ScenarioYou work at Fuller & Ackerman Publishing (F&A). The editor wants you to make a spreadsheetthat will track sales by each author and calculate royalty payments automatically. You have done anexample using one author that you want to show to the editor to see if he has any suggestions.Before you show him your work you want to check it to make sure that it works properly.

1. Open the file Author_Royalty.xlsx.

2. Verify that you are on the Author Sample worksheet. If necessary, in the pop-up window, select EnableEditing.

3. Select the formula that calculates Total Sales.a) Select cell E18. This selects the contents of the Name box.b) On the ribbon, select the Formulas tab.c) In the Formula Auditing group, select Trace Precedents.

4. Observe the arrow that points from the cells (E5:E17) to the formula that uses them (E18).

a) In the Formula Auditing group, select Trace Dependents.b) Observe the arrow that shows that cell E21 depends on E18.c) Select Remove Arrows to show the spreadsheet without the arrows.



Remember to check onthe progress of yourstudents to make surethat they are followingalong with yourinstruction; this isespecially important ifyou have any remotestudents in your class.Remind students thatthey can leave multipletracer arrows open atone time, and it will beextremely helpful to doso when troubleshootinga worksheet with manyformulas andinteractions.

TOPIC BTroubleshoot Invalid Data and Formula ErrorsImagine that you have built a spreadsheet analyzing sales data for the past three years that yoursupervisor likes and wants to show to his boss. However, there is a big problem. Two of the mainformulas are not returning the right answers. You have checked the formulas and are convinced thatthey are correct.You have already used tracer arrows to identify formula and cell interaction in order to understandhow your worksheet works together. Invalid data can destroy the accuracy and functionality of yourspreadsheets. In this topic, you will learn to find and troubleshoot invalid data and formulas.

Invalid DataAny data that is strange and does not fit the cell’s data validation scheme is considered invalid data.Invalid data creates problems by stopping necessary calculations or providing incorrect answers.

The Error Checking CommandThe Formula Auditing group has an Error Checking option that checks all the formulas for themost common errors. If any formula has an error, an icon is displayed next to it.

Error Message Option Description

Error Checking An error icon is displayed alongside the cell with an error, and agreen triangle is shown in the upper-left corner of the cell.

Trace Error Checks for formula errors and shows specifically which kind oferror with different colored arrows. A blue arrow means no errors;red arrows show the cells that are causing the error; a black arrowshows that the error was caused by a cell in a different worksheet.

Circular References When a formula error is caused by something in the cell itselfeither directly or indirectly.

Error TypesThere are eight types of formula errors that undermine the proper functionality of a worksheet. Allformula error messages begin with the # symbol.

Error Type Description

#Div/0! The value in the cell cannot be divided by zero.

#NA! A formula does not have any value.

#Name? There is text that is not recognized by the formula.

#Null! The formula requires intersecting values that do not intersect.

#Num! The formula contains invalid numeric values.

#Ref! The reference to cells is considered invalid.


Lesson 2: Auditing Worksheets | Topic B

The Error CheckingCommand

Error Type Description

#Value! The formula contains an improper type of argument.

#### The result of the formula is a number, date, or time that is too wide forthe cell, or the formula produces a negative date or time.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Troubleshoot Invalid Data and Formula Errors



ACTIVITY 2-2Troubleshooting with Invalid Data

Before You BeginAuthor_Royalty.xlsx is open.

ScenarioYou have been working on a spreadsheet that will calculate author royalty payments so that theirmonthly checks can be sent out on time. Your boss has called to ask why the spreadsheet is givingher a different answer than she gets when she does the calculation by hand. According to yourdatabase the check sent to author Sandra Ricksen was for more than she should have received. Sincethis project is new and does not have many authors yet, she was able to realize that there was anerror, but she is concerned about what will happen when all the firm’s authors are included. Shewants you to look it over and tell her what the problem is.

1. Set the Data Validations options for Sandra Ricksen’s monthly sales.a) If necessary, navigate to the Author Sample worksheet.b) Select cells E24:E35.c) On the ribbon, select the Data tab.d) In the Data Tools group, from the Data Validation drop-down list, select Data Validation.e) In the Data Validation window, from the Allow drop-down list, select Whole number.f) In the Data drop-down list, verify between is selected.g) In the Minimum text box, verify 0 is entered.h) In the Maximum text box, verify 10000 is entered.i) Select OK.

2. Use the Data Validation tool to find and circle data that does not meet standards.a) In the Data Tools group, from the Data Validation drop-down list, select Circle Invalid Data.b) Verify that cell E28 is now circled with a bright red circle.c) Select E28.d) Type 3754 in cell E28 and press Enter to make the change.

3. Save the file as My_Author_Royalty.xlsx



Is there anythingunusual about this total?Since this value is muchhigher than any othermonthly total, youconfirm the total and findthat it was enteredincorrectly. Instead of$37,544 it should be$3,754.

ACTIVITY 2-3Troubleshooting Invalid Formulas

Before You BeginMy_Author_Royalty.xlsx is open.

ScenarioYou have a list of some authors for which your manager would like you to compare how yourworkbook generated commission estimates to what was actually paid. If this worksheet and newsystem can operate accurately, the firm will no longer need to generate commissions by hand eachmonth. This will represent a significant savings of time and money for Fuller and Ackerman. Themanager wants to know that these figures can be relied upon.

1. Find and troubleshoot the error.a) Select the Readings worksheet.b) Select cell E9. E9 has a green triangle in the top-left corner indicating that there is a problem.

c) On the ribbon, select the Formulas tab.d) In the Formula Auditing group, from the Error Checking drop-down list, select Error Checking. The

Error Checking window shows the following message: The formula in this cell differs from theformulas in this area of the spreadsheet.

e) Select Copy Formula from Above.

f) Verify the error icon in E9 is no longer visible.g) Close the Error Checking dialog box.

2. Search for any other formula errors.a) Select cell F11.b) In the Formula Auditing group, from the Error Checking drop-down list, select Error Checking.



c) Select Edit in Formula Bar.

Caution: The error here is that this calculation is accessing an empty cell,which is quite common. When a formula tries to divide by zero, it ismathematically impossible to do the calculation, which causes an error inExcel. There will still be errors in cells I5 and I9.

d) In the Formula bar, change =E11/E13 to =E11/12 to divide by the number of months in a year. Theerror icon in F11 disappears because the error has been removed.

e) Close the Error Checking dialog box.



TOPIC CWatch and Evaluate FormulasYou have improved your spreadsheets by finding and correcting invalid data and formulas. Thereare some formulas that need to be monitored continuously. In this topic, you will watch andevaluate formulas.In a worksheet with complex formulas, some may even be off the visible part of your screen. Inorder to ensure that the formulas are operating properly and returning the right answers you maywant to keep an eye on them while they run. Evaluating formulas while you are developing themallows you to make sure that they are functioning as you planned.

The Watch Window Dialog BoxThe Watch Window dialog box lets you watch the contents of a specific cell while the cell is stillvisible on your screen. The Watch Window dialog box displays the name of the workbook, thename of the worksheet on which it resides, cell reference, any value in the cell, and any formulascontained in the cell.Watching a window:• Lets you examine how changing values changes formula output.• Allows you to keep both cell and dialog box visible so that you can see the specific and general

effects of any changes.

Formula EvaluationThe Evaluate Formula window allows you to work with complex formulas to see if they areworking properly. You can run through each operation to evaluate that part of the calculation to seeif there are errors. The most recent calculation is displayed in italics. This capability is especiallyuseful in highly nested functions where a small error in one part can ruin the whole calculation.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Watch and Evaluate Formulas


Lesson 2: Auditing Worksheets | Topic C

Watch Window

The Evaluate FormulaIcon

ACTIVITY 2-4Evaluating a Formula


ScenarioYou have been working with a worksheet that calculates author royalty checks. The sales manager isalways looking for new ways to drive sales. She thinks that the best way to increase sales is to havethe authors go out and give readings. She has offered her authors the following incentive: if anauthor gives five readings they will receive a 10% royalty, and for anyone that does 10 readings theywill get $25 for each reading above 5 and a 10% royalty. She would like you to calculate how thiswould affect their royalty payments. After setting this up, you need to check that the formula isaccurate.

1. Verify that the Readings worksheet is open.

2. Watch how the formula works.a) On the ribbon, select the Formulas tab.b) In the Formula Auditing group, select Watch Window.

c) Select Add Watch, then in the Select the cells that you would like to watch the value of text box, type

I4d) Select Add and observe that cell I4 is listed in the Add Watch window.e) Select I4 on the Readings worksheet.f) Change the formula to reflect a 10% commission. In the Formula bar, change = (C4*0.07)/12 to =

(C4*0.1)/12g) Verify that the new updated total appears in I4 and in the Watch Window.h) Close the Watch Window.

3. Evaluate the formula for an author that gave more than 10 readings.a) Select I9.b) In the Formula Auditing group, select Evaluate Formula.c) Select the Evaluate button. Excel will evaluate the underlined part of the formula.



Watch and EvaluateFormulas

d) Excel displays the result of the most recent calculation in italics. Select Evaluate 10 times.e) Select Close.

4. Correct the error in the formula.a) Select I9.b) In the Formula bar, change the formula so that the author gets the correct royalty check. Change

=(C9*0.1)/(12)+(H9-5)+25 to =(C9*0.1)/(12)+(H9-5)*25

Note: The problem is that the +25 at the end of the formula has to be *25.

c) Press Tab. The new updated total $387.70 appears.d) Verify the green arrow is still present in cell E9.e) Select the Error Checking drop-down arrow in the Formula Auditing group. Select Error Checking.f) In the Error Checking dialog box, select Ignore Error.g) Close the Error Checking dialog box.



There is an error in theformula that needs to becorrected. The incentiveis for the author to get$25 for each readingabove five, which wouldmean multiplication, butas the formula stands heonly gets $25 total. Theformula needs to bechanged so that theauthor gets $25 forevery reading more thanfive.

Explain to the studentsthat the reason the errorwas ignored was due tothe fact that this authorqualified for a higherroyalty payment.

TOPIC DCreate a Data List OutlineIn the last topic, you used the watch and evaluate tools to monitor and troubleshoot formulas. Incomplicated worksheets, being able to isolate data lists can be very beneficial. How do you viewmultiple data lists next to each other?In this topic, you will learn how to use data list outlines to display and organize your data.

OutlinesAn outline is a data organization tool that treats a set of data as a group. In order to be put into anoutline the data must first be sorted. The benefit of outlining is that users can hide clutter withoutremoving it from the worksheet. As soon as outlines are created they can be collapsed or expandedas needed.

Figure 2-2: An example of outlines.

The Outline GroupThe Outline group lets you group, ungroup, and subtotal in a worksheet.

Option Description

Group

Groups a selected range of cells. The Group drop-down list hastwo options: Group and Auto Outline.

Ungroup Ungroups a previously grouped range of cells.


Lesson 2: Auditing Worksheets | Topic D

Outlines

Option Description

Subtotal

Provides data between rows by inserting subtotals and totals forcells automatically.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Group and Outline Data Using Auto Outline



ACTIVITY 2-5Creating a Data List Outline


ScenarioYour president needs to have a simplified worksheet that she can show to investors. She would likeall that data to be available, but she would also like to reduce clutter so that the main points of hersales pitch are emphasized. She would like to be able to access the important information of two ofthe company’s leading authors without it being distracting.

1. Open Author Sample.

2. Select the total number of books sold each month by Henry Kohl.a) Select cells F5:F16.b) Select the Data tab.c) In the Outline group, select Group.d) From the Group drop-down list, select Group.e) In the Group window, select the Columns radio box.f) Select OK.

3. Expand or collapse the group.a) The grouped outline is expanded. Above columns F and G an expand/collapse tool lets you expand

or collapse the outline.

b) Select the minus symbol to collapse.c) Select the add symbol to expand.

4. Verify that your column expands and contracts.



ACTIVITY 2-6Adding Subtotals to Grouped Data


ScenarioYour president wants to show these investors how much money the company is making off thevarious genres the company publishes. She would like all that data to be available so that theinvestors have everything they need, but she would like to reduce clutter so that the main points ofher sales pitch are emphasized. She would like subtotals of the profit the company earned on eachof its genres. She thinks that the best way to do this would be to have two different worksheets: adetailed one and a presentation one. You show her a quick example of data outlining, and she is dulyimpressed and wants you to set up some data list outlines that she can expand or collapse.

1. Select the Best Sellers worksheet.

2. Group the books by genre.a) The list is currently ordered by number of books sold (column B). Select the cell range A4:D25.b) On the ribbon, select the Data tab.c) In the Sort & Filter group, select Sort.d) In the Sort window, from the Sort by drop-down list, select Genre.e) From the Order drop-down list, select A-Z.f) Select OK.

g) Verify the list is now sorted by genre. The fiction titles are displayed on top, the history follows, and

self-help is last.h) In the Profit column, select cells C4:C25, and in the Genre column, select cells D4:D25.i) Select the Data tab.j) In the Outline group, select the Subtotal icon.k) In the Subtotal window, from the At each change in drop-down list, select Genre.l) From the Use function drop-down list, select Sum.m) From the Add subtotal to drop-down list, select Profit and deselect Genre.



n) Verify that Replace current subtotals and Summary below data are checked and that Page breakbetween groups is unchecked.

o) Select OK.

3. The list is now sorted by genre and the subtotal format has been included.

4. Save and close your work.



SummaryIn this lesson, you learned how to audit worksheets. You traced cells so that you could see the linksand relationships between cells to make sure that your formulas are accessing the correct data. Youused Excel’s tools for troubleshooting invalid cells and identifying formula errors. You watched asformulas were evaluated step-by-step so that you could find problems. Finally, you created a data listoutline to display your data in the most user friendly way.

Which of these auditing tools do you think will be most important or useful to you in your everyday life?Why?

A: Answers will vary, but for people who work with complicated functions, being able to trace cells andtroubleshoot formulas will be very helpful. Confronting an important worksheet that is not workingproperly can be very frustrating since finding the error is very much like finding a needle in ahaystack.

How does using auditing make worksheets more accurate? How will you use Excel’s auditing tools to makeyour work more accurate?

A: Answers will vary, but being able to restrict the type of information entered into a group of cells willprevent problems later on. Some calculation errors can be very subtle and small but lead to very largeerrors, so being able to make sure that your formulas are correct and evaluating those that aren’tstep-by-step will help make your worksheets more accurate.

Note: If your instructor or organization is incorporating social media resources as part of thistraining, use the LogicalCHOICE Course screen to search for or begin conversations regardingthis lesson.


Lesson 2: Auditing Worksheets |



Analyzing DataLesson Time: 1 hour, 30 minutes


• Create sparklines.

• Create scenarios.

• Perform a what-if analysis.

• Use the Analysis ToolPak.

Lesson IntroductionBy now you are familiar with formulas, functions, and making everything work together asyou intended. In today’s business world analyzing data is as important as any business plan.Microsoft® Excel® provides the tools and a variety of methods that may be utilized toperform complex statistical analyses.

3


TOPIC ACreate SparklinesTypical charts oftentimes make it difficult to see the worksheet and the chart on the same sheet. Theability to create sparklines is a feature of Excel 2010 that allows the numerical data and a graphicrepresentation to run side-by-side, which can help you in those sorts of situations.Imagine that you work for a sporting goods store, and you need to show your managers how salesare affected by the seasons. You know that one of your managers takes pride in being a numbersperson, and she doesn’t want pictures that get in the way. Your other manager wants to see thegraphs and charts, so that he can most easily see the trends. You know how to display a chart thatsummarizes the data, and you know how to show the numbers. Is there a way to show both viewswithout endlessly moving between pages? Sparklines might be the answer.

SparklineA sparkline is a simple graphic representation of data that is run alongside numerical data. It is a smallchart that gives a very direct picture of the trends in the data. It can be used as a cell backgroundand can be extended from a single range to multiple ranges using the fill handle.Sparklines allow a user to show important information in both graphic and workbook data versions,and they provide a very simple and concise view of major trends.Sparklines come in three styles, are embedded in a cell, and can be used as a cell background.

Figure 3-1: A workbook page with sparklines showing seasonality of sales.

Types of SparklinesThere are three types of sparklines available on the Insert tab.

Type Description Sample

Line Graph The Line sparkline displays the data in either asmooth curve or a jagged line depending on thedata.


Lesson 3: Analyzing Data | Topic A

Sparkline

Type Description Sample

Bar Graph The Column sparkline displays the data in columnsof different heights.

Win/LossGraph

The Win/Loss sparkline shows if your data is a win(profit) or loss (loss). Wins are shown on the top ofthe cell above the x-axis, and losses are shownbelow the x-axis. The x-axis is not shown, but italways runs horizontally across the middle of thecell.

The Sparkline Tools Design TabThe Sparkline Tools Design tab lets you edit your sparklines. There are five groups of tools.

Tool Group Description

Edit The edit tools allow you to edit the data used to make your sparkline.

Type This tool lets you switch between line, column, and win/loss sparklines.

Show The show tools allow you to display important data points such as high andlow points, negative points, first and last points, and markers. Markers, whichhighlight points where trends change, can only be used with line sparklines.

Style The style tools let you access the gallery of sparkline designs and provideopportunity to change line attributes like color and thickness.

Group Sparklines can be grouped so they always have a specific and uniform style.When placed in a group, any changes made to one sparkline are also made toall other sparklines in the group to maintain consistency.

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



The Sparkline ToolsDesign Tab

The items in theSparklines Style Gallerylook quite similar, but ifyou hold your cursorover the style withoutselecting it, a shortdescription will appear.For example, the firststyle on the left whenyou open the gallery is“Sparkline Style Accent1, Darker 50%.”

ACTIVITY 3-1Adding Sparklines to Your Worksheet

Data FilesC:\091013Data\Analyzing Data\Publishing_Experiment.xlsx

ScenarioThe president put you in charge of a year-long experiment to see if people would buy e-books.Along with your team you selected five titles from each of Fuller and Ackerman’s two main genres—history and fiction. The president would like to see the results in a spreadsheet by the end of theweek.

1. Open the file Publishing_Experiment.xlsx.

2. Verify that you are on the Sparklines worksheet. If necessary, in the pop-up window, select EnableEditing.

3. Create a sparkline.a) Select cells I5 and J5 (the total profits from the book and e-book version of The Buzzard of Gransby

Heath).b) Select the Insert tab.c) In the Sparklines group, select Line.d) The Create Sparklines window displays with the data range already populated with I5:J5.

Note: You do not need to manually fill in values in the Create Sparklineswindow. As you select these cells, these fields will be automatically populated.

4. Select the destination of the sparkline.a) In the Location Range text box, type K5 and select OK.

b) A line sparkline will appear in K5.c) Select K5 and, using the fill handle, drag it to K14. This will populate the whole column from K6 to

K14 with an appropriate line sparkline.

5. Save your workbook as My_Publishing_Experiment.xlsx



ACTIVITY 3-2Grouping and Editing Sparklines

Before You BeginMy_Publishing_Experiment.xlsx is open.

ScenarioYour president thinks the data presented in the spreadsheet shows a lot of promise for e-books,especially in the history category. He would like you to edit the spreadsheet to change the linesparklines into column sparklines. You could go into every cell and edit them manually, but you cangroup them to keep your style consistent.

Edit the sparklines.a) Select the line sparkline in K5. Since they are grouped, once you select one the whole group is

selected.

Note: An additional benefit to grouping your sparklines is that once they aregrouped you can quickly change back and forth between different styles andformats in order to see which view you think works best.

b) If necessary, select the Sparkline Tools contextual tab.c) In the Type list, change the sparkline type from Line to Column.



ACTIVITY 3-3Editing Sparkline Data


ScenarioA few hours before the president is set to deliver his presentation using your worksheet, it isdiscovered that the book George Washington’s Tactics has been losing money rather than making aprofit of $3.75 for the book version and $5.75 for the e-book. According to the most recentnumbers, George Washington’s Tactics is losing $2.10 on each copy of the book version and onlymaking $1.25 on each copy of the e-book sold. The president wants to see how this accountingerror affects the overall results of the experiment before he gives his presentation.

1. Revise the workbook data.a) In the Sparklines worksheet, find the cells with the items that need to be corrected: E11 and F11.b) Select E11 and change the data to -2.10c) Select F11 and change the data to 1.25

Note: The formatting style for the cell is set to show all negative numbers inred without the negative sign. This is a customizable setting. The importantthing to remember is that the book General Washington’s Tactics is losingmoney (a negative number), while the e-book is simply making less thanpreviously thought.

Note: As you edit these cells the sparkline is automatically redrawn.

2. Modify the sparkline so that the x-axis is displayed.a) Select any cell in the sparklines to select the group.b) Select the Sparkline Tools contextual tab.c) In the Group group, select the Axis icon.d) From the drop-down menu, select Show Axis.

3. Create an additional win/loss sparkline to run alongside the column sparkline in cell K11.a) Select cells E11 and F11 and select the Insert tab.b) In the Sparklines group, select Win/Loss.c) In the Create Sparklines window, in the Location Range field, type L11 and select OK.d) Verify that there are now two sparklines (a column sparkline and win/loss sparkline) running side by

side in cells K11 and L11.



It should be noted thatthis is the only book thatis losing money, so it isthe only one that hasnegative values. The x-axis separates positivenumbers (above theaxis) and negativenumbers (below theaxis).You may want toemphasize that thepurpose of win/losssparklines is todramatize the differencebetween profit and lossin a small space.Therefore, it is only aneffective visual whenthere are both positiveand negative values in adata set.

TOPIC BCreate ScenariosBusinesses always want to know what comes next. Trying to see into the future is a common desireacross all businesses. Forecasting in order to choose the best option from the many plans is thefocus of much of every business’s time.This topic will enable you to use Excel to create different scenarios and analyze their outcomes.Different choices have different outcomes, and using scenarios in Excel can help your businessmake the most informed choices possible.

ScenariosA scenario is a way of looking at potential alternatives. Scenarios:• Allow a user to see the effects of changing the data inputs.• Forecast alternatives quickly and easily.• Can be added and edited to any worksheet.• Can be saved and merged into other worksheets.

The What-If Analysis OptionThe What-If Analysis option is a way of looking at potential alternatives.The What-If Analysis option allows a user to build various models to see how different outcomesor decisions will affect the numbers. It also provides useful information to help decision making.

The Scenario Manager Dialog BoxThe Scenario Manager dialog box allows you to keep all your scenarios in one place and lets youedit and adjust them in order to forecast outcomes using existing data.There are five options in the Scenario Manager dialog box.

Option Description

Add Allows you to add new scenarios.

Delete Allows you to delete scenarios.

Merge Allows you to use scenarios from other worksheets.

Summary Provides a brief description of the scenario.

Comment Allows you to make a comment for your future use.

Changing Cells Shows the reference cells and allows you to change those reference cells.


Lesson 3: Analyzing Data | Topic B

The Scenario ManagerDialog BoxScenarios

Figure 3-2: The Scenario Manager dialog box.

Note: The merge feature can be extremely useful, because if you commonly do specific types ofcalculations you can save them and use them in multiple different worksheets. A good examplewould be a sales tax change, where you could change all of your scenarios with the new rate.

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



ACTIVITY 3-4Adding a Scenario


ScenarioYour manager would like you to project some possible outcomes for her book club program. Shehas authorized her salespeople to reduce the price of memberships in order to build membership.She wants you to project a best case scenario (20% increase); a worst case scenario (20% decrease);and the most likely scenario (4% increase). You have to multiply the current membership numbersby 1.2 for the best case scenario, 0.8 for the worst case scenario, and 1.04 for the most likelyscenario.

1. Select the Scenarios worksheet.

2. Create the best case scenario.a) Highlight cells D5 and D6.b) Select the Data tab.c) Select the What-If Analysis icon, and from the drop-down list, select Scenario Manager.d) Select Add.e) In the Add Scenario dialog box, in the Scenario name text box, type Best Casef) Select OK.g) Type =832*1.2 for cell $D$5 and =4*1.2 for cell $D$6.

h) Select Add.i) In the Names and results of formulas were converted into values dialog box, select OK.

Note: It is possible to select OK at this point and re-open the Scenario Managerdialog box each time you want to add a scenario. The method used in thisexample uses Add, which means that all three scenarios are created one afteranother.

3. Create the worst case scenario.a) In the Add Scenario dialog box, in the Changing cells text box, type E5:E6



When the scenario issaved you can easily goand edit its conditions ifchanges need to bemade.In this activity, thestudents changed theoutcome of thedestination cell with acalculation, but it is alsopossible to simply inputa value. In this example,instead of increasing itby 20% you could typein 1000.

b) In the Scenario name text box, type Worst Case and select OK.c) The worst case scenario that your boss imagines is a 20% decrease. Enter =832*0.8 for cell $E$5

and =4*0.8 for $E$6.

d) Select Add.e) In the Names and results of formulas were converted into values dialog box, select OK.f) In the Add Scenario dialog box, in the Scenario name text box, type Expectedg) In the Changing cells text box, type $F$5,$F$6 (or select F5 and F6) and select OK.h) The expectation is that the book club will experience a 4% increase in both members and revenue

per member. In the Scenario Values dialog box, type =832*1.04 for cell $F$5 and =4*1.04 for $F$6.

i) To open the Scenario Manager dialog box, select OK twice.

Note: Be sure to check the formula for 4%. It is very easy to enter 1.4 (40%)instead of 1.04 (4%).

4. View the scenarios.a) In the Scenario Manager dialog box, select each of the scenarios that you wish to display, and

select Show. This will give you the updated totals in the corresponding columns.b) Select Close.




ACTIVITY 3-5Editing Scenario Data


ScenarioAfter hearing some good results from a membership drive, your boss wants to change some of theconditions of the spreadsheet. She now thinks that the best case scenario can be as much as a 30%increase, the worst case will be no more than a 10% decrease, and the expected case to be a 7%increase. You will edit the scenario data in order to show these new values.

1. Edit the Best Case scenario.a) Select cells D5 and D6.b) Select the Data tab. In the Data Tools group, from the What-If Analysis drop-down list, select

Scenario Manager.c) Select Best Case, and then select Edit to open the Edit Scenario dialog box.d) Verify that the changing cells are D5 and D6 and select OK.e) In the Scenario Values dialog box, for D5, type =832*1.3 and for D6, type =4*1.3f) Select OK.g) In the Names and results of formulas were converted into values dialog box, select OK.

2. Edit the Worst Case scenario.a) Select Worst Case and select Edit.b) Verify that the destination cells are E5 and E6. Select OK.c) In the Scenario Values dialog box, for E5, type =832*0.9 and for E6, type =4*0.9d) Select OK.e) In the Names and results of formulas were converted into values dialog box, select OK.

3. Edit the Expected Case scenario.a) Select Expected and then select Edit. In the Edit Scenario dialog box, verify that the changing cells

are F5 and F6. Select OK.b) In the Scenario Values dialog box, for F5, type =832*1.07 and for F6, type =4*1.07c) Select OK.d) In the Names and results of formulas were converted into values dialog box, select OK.

4. View the scenarios.a) In the Scenario Manager dialog box, select all three scenarios (Best Case, Worst Case, and

Expected) that you wish to display, and select Show.b) Verify that the updated totals are shown in the corresponding columns.c) Select Close.d) Save the file.



You may want toemphasize that we arelooking for a 30%increase from currentlevels. The numbers inthe Best Case columnhave already beenincreased by 20%. Youcannot multiply 998.4(the result of thecalculation from theprevious step) by 1.3 orby an additional 5% andget the correct answer.You need to work fromthe current membershipinformation.

TOPIC CPerform a What-If AnalysisFrom your previous training and experience, you know how to build a spreadsheet that orderscurrent data. In this lesson, you will learn to build a what-if analysis using Excel. Suppose youwanted to borrow money to expand your business. You want to be able to look at a couple ofoptions in terms of term, rate, and monthly payment. Excel’s what-if analysis tools are a great way todo this.

Add-In TypesThere are three types of Excel add-ins.

Add-In Type Description

Excel add-ins Are part of Excel and come as part of Excel, but they need to beactivated.

Downloadable add-ins Need to be downloaded from Office.com.

Custom add-ins Have been developed by Excel users.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Install the Solver Tool


Lesson 3: Analyzing Data | Topic C

Both of the add-ins thatwe will use in this lessonare Excel add-ins.

Add-In Types

ACTIVITY 3-6Installing the Solver Tool Add-In


ScenarioYour president has decided that the income projections will not allow her to fully fund all thebudget requests that her departments have submitted, but she wants to do the best that she can andspread the money around fairly.One of the tools for performing a what-if analysis is called Solver, which needs to be installed. Sinceyour president wants you to work on trying to best use the money you have, you decide to installSolver in case you need it.

Note: Although Solver comes as part of Excel, it needs to be activated. It is assumed for thisactivity that it has not already been installed.

Install the Solver Tool.a) On the ribbon, select the File tab.b) Select Options. This will display the Excel Options window.c) Select Add-Ins on the left side of the screen.

d) In the Excel Options window all the available add-ins are displayed in alphabetical order. Select

Solver Add-in, which is the last one in the list, and then select Go.



e) In the Add-Ins dialog box, check Solver Add-in and select OK.f) Verify the Solver Tool is now installed. It should be displayed on the Data contextual tab.

Goal Seek FeatureGoal Seek allows you to set the end product of a calculation in a cell and then constrain the values togo into the calculation. For example, suppose you want to know how much of a mortgage you canafford given changing conditions like the length of the loan, interest rate, and closing costs. UsingGoal Seek, you can set it so that one input value changes in order to make the formula give theanswer you need.



The Solver Tool must beuninstalled before thebeginning of each class.See the setupinstructions for details.

Figure 3-3: Goal Seek dialog box.

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

Solver ToolThe Solver Tool allows you to set a cell at a certain value, which then automatically adjusts variousother cells to fit this calculation. For example, you know that your theater company needs to raise$100,000 to stay in business. This amount comes from ticket sales, donations, and concessions. Theformula would be set to $100,000 and as you increased or decreased any of these areas the othervalues would adjust accordingly.

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



Goal Seek

Solver Tool

ACTIVITY 3-7Using Goal Seek


ScenarioThe president of the company has called you in to discuss next year’s budget. As usual, each of thedepartments has submitted a request for additional funding to improve their equipment. She hasgiven you the proposals from each of the groups for the budget for the following year. Thecompany gets its money from four sources: book sales, e-books sales, book club memberships, andlicensing. She would like to know how much book club membership must increase in order to fundall the departmental requests.

1. Select the Budget Projections worksheet.

2. Create a Goal Seek.a) Select cell B20.

Note: You can only use Goal Seek when there is a formula in the cell. In thisexample, the calculation is exceedingly simple (adding a column of numbers),but Goal Seek can handle the full range of calculations.

b) On the ribbon, select the Data tab, and in the Data Tools group, select the What-If Analysis icon.c) From the drop-down menu, select Goal Seek. This will display the Goal Seek dialog box.d) Verify that the Set cell field displays B20.e) In the To value field, type 81000f) In the By changing cell field, type B18

g) Select OK.

3. Excel runs the calculation and shows you will need to raise $8,000 from book club in order to fund thebudget.

4. Select OK and save your work.



ACTIVITY 3-8Using Solver to Perform a What-If Analysis


ScenarioYour president has decided that the income projections will not allow her to fully fund all thebudget requests that her departments have submitted, but she wants to do the best that she can andspread the money around fairly. She has estimated that the company will have $90,000 to work with.Three departments have already had their budgets set. Photography will get $22,250, Design will get$25,200, and Editorial will get $19,500. She would also like to make sure that Computer Help Deskand Buildings get less than Editorial. The president would like you to figure out the fairest way todivide the remaining money.

1. Add a function.a) Open the Budget Projections worksheet.b) Verify that last year’s budget numbers alongside the values the president says have already been

allotted to Photography (C4), Design (C5), and Editorial (C6) are shown.

Note: As of right now the company has $69,950 committed. Solver is used todetermine the best way to divide up this money according to the president’srequirements.

c) Select the Data tab on the ribbon.d) To open the Solver Parameters dialog box, select the Solver icon in the Analysis group.e) In the Set Objective text box, type C10f) In the To field, type 90000 and verify that the Value Of radio button is selected.

2. Set the conditions for the two variable cells (C7, C8).a) In the By Changing Variable Cells text box, type C7:C8b) Select Add.c) In the Add Constraint dialog box, in the Cell Reference text box, type $C$7d) Verify that the less than or equal to symbol <= is selected by default and type 19500 in the

Constraint text box.e) Select Add.

f) In the Cell Reference text box, type $C$8 and in the Constraint text box, type 19500g) Select Add.



This example is set tosolve only two variables:Computer Help Desk(C7), and Buildings andFacilities (C8). It is bestpractice to reduce thenumber of variables asmuch as you can.

h) In the Cell Reference text box type $C$7, select the equal sign (=) and in the Constraint text boxtype C8

i) Select OK.j) In the Solver Parameters dialog box, select Simplex LP from the Select a Solving Method drop-down

list.

k) To have Solver find the numeric values that best suit the conditions you set, in the Solver

Parameters dialog box, select Solve.l) Verify that the Solver Results dialog box is open. Excel will display a message that it was able to find

an acceptable solution.

m) To keep the solution, in the Solver Results box, select OK.n) Verify that the new values are in the target cells.o) Save the file.



There are three solvingmethods in the SolverParameters dialog box:Simplex LP, a linearoptimization model;GRG Nonlinear forproblems that aresmooth and nonlinear;and Evolutionary Enginefor problems that aresmooth.

TOPIC DPerform a Statistical Analysis with the AnalysisToolPakIn this topic, you will analyze complex data. Like Solver, Analysis ToolPak is an add-in that comeswith Excel. You will need to activate Analysis ToolPak in order to use it. Analysis ToolPak allowsyou to use a wide range of complex statistical tools in order to understand your data better.

Analysis ToolPakAnalysis ToolPak allows you to:• Build histograms.• Create random numbers.• Perform regression analyses.• Simplify the desired value from complex data sets.

Figure 3-4: Data Analysis dialog box.

Note: Although Analysis ToolPak comes as part of Excel, it needs to be activated. It is assumedthat it has not already been installed. If it is installed,the Analysis ToolPak icon will displayunder the Data tab.

Note: Check out the LearnTO Build a Histogram in Analysis ToolPak presentation fromthe LearnTO tile for this course on your LogicalCHOICE Course screen.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Perform a Statistical Analysis with the AnalysisToolPak


Lesson 3: Analyzing Data | Topic D

Analysis ToolPak

Excel also comes with aVBA version of AnalysisToolPak that includesVBA functions for theToolPak. These featuresare used almostexclusively by softwareprogrammers anddevelopers.You may want to showLearnTO Build aHistogram in AnalysisToolPak 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 3-9Performing a Data Analysis with AnalysisToolPak−Descriptive Statistics


ScenarioYour CEO is very intrigued with e-books, because they potentially offer the company large savingsin their production costs. He commissioned a survey of the company’s e-book customers to find outabout them. He would like you to take a sample of the survey and generate the group’s averageincome.

1. Activate the Analysis ToolPak.a) On the ribbon, select the File tab and select Options.b) Select Add-Ins.c) In the Add-ins list, select Analysis ToolPak and select Go.d) In the Add-Ins box, check the Analysis ToolPak option and select OK.

2. Set the Data Analysis parameters.a) Select the Survey worksheet.b) On the ribbon, select the Data tab, and in the Analysis group, select the Data Analysis icon.c) In the Data Analysis window, select Descriptive Statistics and select OK. This opens the Descriptive

Statistics dialog box.d) In the Input Range text box, type B3:B12e) Check the Labels in First Row check box.f) Select the Output Range radio button.g) In the Output Range text box, type E3h) Check Summary statistics.i) Select OK. A descriptive summary of this data appears starting in E3.

3. Save and close the file.

Caution: Mode is the number or item that is used most frequently in any dataset,and since no item in this set is used more than once there is no mode.


Lesson 3: Analyzing Data | Topic D

The output table fromthis operation is likely tobe a bit overwhelming tosomeone withoutexperience withstatistics, but it is stillpossible to make someuseful observations fromthis information. TheMean (average) is$12502.77, the Minimumis $7523, and theMaximum is $22786. Inthis format, you do notneed to know muchabout statistics to makethe observation that thepeople in this survey donot make a lot of money.Which groups of peoplemight not make muchmoney, but still buy e-books?

SummaryIn this lesson, you analyzed data. You created sparklines to show users a quick view of data trends.You created scenarios to examine how changing conditions will affect formula results. Youperformed two types of what-if analysis, goal seek and solver, in order to project different possibleoutcomes. Finally, you used Analysis ToolPak to perform a statistical analysis.

Which of these data analysis tools will you use most often? Why?

A: Answers will vary, but there are many uses where doing a what-if analysis will provide very importantand useful business information. Excel offers three different what-if tools that can be used to model awide range of business activities. Businesses that need very specific statistical information can useAnalysis ToolPak to generate data.

What are some ways that Excel allows businesses to engage in more powerful kinds of data analysis?What kind of data analysis do you think would be most helpful for your business?

A: Answers will vary, but the mathematical speed and precision of Excel allows businesses to generatevery complicated models that would be all but impossible without computers. Industries such asengineering, airlines, and finance have evolved so that data modeling is at the core of thesebusinesses.



Lesson 3: Analyzing Data |



Working with MultipleWorkbooksLesson Time: 1 hour, 15 minutes


• Create a workspace.

• Consolidate data.

• Link cells in different workbooks.

• Merge workbooks.

Lesson IntroductionBy now you should be knowledgeable about many Microsoft® Excel® features and be ableto create and update workbooks. However, your workbook is not an island. Being able toexchange data with other Excel workbooks extends Excel’s functionality. Your ability toconnect individual workbooks to other workbooks makes it easier to use the informationthat you already have. Linking your Excel workbooks can make your workbooks moreaccurate and up-to-date.

4


TOPIC ACreate a WorkspaceOne of the powerful features of Excel is the ability to link your data in very flexible ways. In thislesson, you will learn about the various ways of working with multiple different worksheets. Thereare a few techniques that will come in handy depending on your business requirements.In this topic, you will learn how to create a workspace for worksheets with shared data. If you haveworksheets that would be more efficient to manage as a single file, you will want to set up aworkspace. Creating a workspace saves you from constant switching between different worksheets.

WorkspacesA workspace contains information about other Excel files. Specifically, a workspace contains:• Location.• Screen size.• Screen position.• Arrangement.All workspace files are saved with the .xlw extension. A single workspace accesses severalworksheets at once.

Figure 4-1: Workspace with multiple worksheets.

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


Lesson 4: Working with Multiple Workbooks | Topic A

Workspaces

ACTIVITY 4-1Creating a Workspace

Data FilesC:\091013Data\Working with Multiple Workbooks\European_Sales.xlsxC:\091013Data\Working with Multiple Workbooks\Asian_Sales.xlsxC:\091013Data\Working with Multiple Workbooks\South_American_Sales.xlsx

ScenarioYou are asked to review a presentation that your boss has to give to the board of directors aboutsales from the company’s international divisions. Since the sales numbers have been so good, shewants the data to be the star of the show. It’s clear when she rehearses the presentation thatconstant toggling between various worksheets is distracting for both the audience and your boss.You suggest that you create a workspace with all the data that she needs.

1. Open all the worksheets that your boss would like in the workspace.a) In the Working with Multiple Workbooks folder, open the three Excel worksheets

European_Sales.xlsx, Asian_Sales.xlsx, and South_American_Sales.xlsx.b) If necessary, in the pop-up window, select Enable Editing on all Workbooks.c) On the ribbon, select the View tab.d) In the Window group, select Arrange All.

e) In the Arrange Windows dialog box, verify that the Tiled option is selected by default.

f) Select OK.

2. Save the file as a workspace.a) On the View tab, in the Window group, select the Save Workspace icon.



b) In the File Name text box, type My_International_Sales_Projectionsc) Verify that .xlw is the file extension.d) Select Save.

3. Check the workspace you just created.a) Close all the worksheets that went into the workspace.b) Open My_International_Sales_Projections.xlw.c) The three worksheets should be arranged in the same position and size as they were saved.d) Close the workspace.



The file type displayed inthe Save Workspacedialog box as Save AsType is (.xlw), which isstandard for workspacefiles.

TOPIC BConsolidate DataImagine that you have a lot of complicated spreadsheets that keep track of sales all over the world.It’s obvious that a company with this type of reach would need to keep this kind of data. Yourpresident wants to see an overview of how sales are doing without having to struggle through all thedetails. It can be very inefficient and tiresome to open up many different files just to look at theirsummaries.In the latest topic, you created a workspace that accessed multiple worksheets. You can alsosummarize data from multiple worksheets into a single worksheet. In this topic, you will consolidatedata from different worksheets into one concise summary.

Data ConsolidationThe process of summarizing several ranges into one range is called data consolidation.

Figure 4-2: Consolidate dialog box and icon.

Track ChangesWhen working with shared workbooks, you may want to keep track of changes like dataconsolidation that users make. Track Changes allows you to keep a log of any alterations to yourworkbook files using several different methods. You also have the ability to accept and reject theproposed changes made to your workbooks

Note: Check out the LearnTO Track Changes presentation from the LearnTO tile for thiscourse on your LogicalCHOICE Course screen.


Lesson 4: Working with Multiple Workbooks | Topic B

Data Consolidation

The Consolidate Data Dialog BoxThe Consolidate Data dialog box has a range of options for consolidating data.

Option Description

Function Lists all the available functions.

Reference Allows you enter a cell reference for the cell or range.

Browse Lets you browse other worksheets for data.

All references Lists all existing references.

Add Can be used to add a reference that has been entered in the Allreferences list box.

Delete Can be used to delete a reference that has been entered in the Allreferences list box.

Top row Specifies the location of the labels in the source range in the top row.

Left column Specifies the location of the labels in the left column of the sourcerange.

Create links to sourcedata

Used to link to source data.

Consolidation FunctionsExcel lets you use a number of functions when you are consolidating data.

Function Description

Sum Adds all the values in the list.

Count Gives a count of how many cells have data.

Average Gives the mean value of the list.

Max Gives the highest number in the list.

Min Gives the lowest number in the list.

Product Multiplies all the numbers in the list together.

Count Numbers Gives a count of how many cells have values that meet some criteria thatyou set.

StdDev Gives the standard deviation of the list, if the list is a sample of a largerpopulation.

StdDevp Gives the standard deviation of the list, if the list is the entire population.

Var Gives the variance of the list, if the list is a sample of a larger population.



You may want to showLearnTO Track Changesfrom 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.

Consolidation Functions

Function Description

Varp Gives the variance of the list, if the list is the entire population.

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



ACTIVITY 4-2Consolidating Data

Data FilesC:\091013Data\Working with Multiple Workbooks\Asian_Sales.xlsxC:\091013Data\Working with Multiple Workbooks\European_Sales.xlsxC:\091013Data\Working with Multiple Workbooks\South_American_Sales.xlsxC:\091013Data\Working with Multiple Workbooks\International_Sales_Summary.xlsx

ScenarioYour manager likes the idea of seeing all the data in one place, so you need to consolidate all therelevant sales data from the international division into a single place so that managers can get theinformation quickly.You decide to merge data from the different sales divisions into a summary that your bosses can useto quickly understand the international sales situation.

1. Open all the worksheets that you need to consolidate data from.a) Open Asian_Sales.xlsx, European_Sales.xlsx, and South_American_Sales.xlsx.b) If necessary, in the pop-up window, select Enable Editing.

2. Open the file where you want to consolidate data to.a) Open International_Sales_Summary.xlsx.

3. In International_Sales_Summary.xlsx, select cell B5 as the cell where you would like this data to beconsolidated.

4. Open the Consolidate Data dialog box.a) On the ribbon, select the Data tab.b) In the Data Tools group, select Consolidate.

c) Using the Excel icon on the taskbar, switch to the worksheet Asian_Sales.xlsx.d) Select the projected sales for 2012-2013 for Asia: cell E17.e) In the Consolidate dialog box, select Add.f) The reference for this cell will appear in the All references area of the Consolidate dialog box.

5. Select the European sales projection for inclusion within consolidation.a) Using the Excel icon, open European_Sales.xlsx.b) Select the projected European sales total: cell E18.c) In the Consolidate dialog box, select Add.

6. Select the South American sales projection for inclusion in this consolidation.a) Using the Excel icon, open South_American_Sales.xlsx.b) Select the projected South American sales total: cell E18.



Why is sum the properfunction to use in thisscenario?

c) In the Consolidate dialog box, select Add.d) In the Consolidate dialog box, select OK.

7. Verify that the total appears in cell B5 in International_Sales_Summary.xlsx.



TOPIC CLink Cells In Different WorkbooksYou have already created a workspace and consolidated data. In this topic, you will learn how to linkcells in different workbooks. When dealing with different but related workbooks, sometimes it isbetter to directly link from a cell in one workbook to related cells in another. Linking cells betweenworkbooks makes work more efficient because you do not always need to keep files open.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Link Cells In Different Workbooks


Lesson 4: Working with Multiple Workbooks | Topic C

ACTIVITY 4-3Linking Cells In Different Workbooks

Before You BeginAsian_Sales.xlsx, European_Sales.xlsx, South_American_Sales.xlsx, andInternational_Sales_Summary.xlsx are open.

ScenarioSince the sales from your overseas sales division are projected to increase, company managementwould like to have an estimate of the commissions that will need to be paid to the sales team inthose countries. Eventually management would like to see all countries’ sales figures and theestimated commissions included in International_Sales_Summary.xlsx, but for their next meetingthey need you to come up with a demonstration using the biggest markets from each of thedivisions. They want to have a clear estimate of the money that should be budgeted without havingto search through a whole set of worksheets, so you need to make sure that any changes in theoriginal file are automatically reflected in the sales summary.

1. Create the formula that will calculate the estimated sales commission for Brazil.a) Select B8 in International_Sales_Summary.xlsx.b) In the Formula bar type =0.07*

Note: In this calculation 7% is the commission rate.

c) On the taskbar, point to the Excel logo and select South_American_Sales.xlsx.d) Select E6. The Formula bar in International_Sales_Summary.xlsx will now be populated with a link

to the projected sales for Brazil from in South_American_Sales.xlsx.

e) Press Tab. The sales commission for Brazil appears in cell B8.

2. Create the formula that will calculate the estimated sales commission for Germany.a) Select B9 in International_Sales_Summary.xlsx.b) In the Formula bar, type =0.07*c) On the taskbar, point to the Excel logo and select European_Sales.xlsx.d) Select E5. The Formula bar in International_Sales_Summary.xlsx will now be populated with a link

to the projected sales for Germany from in European_Sales.xlsx.e) Press Tab. The estimated commission for Germany appears in cell B9.

3. Create the formula that will calculate the estimated sales commission for India.a) Select B10 in International_Sales_Summary.xlsx.b) In the Formula bar, type =0.07*c) On the taskbar, point to the Excel logo and select Asian_Sales.xlsx.d) Select E6. The Formula bar in International_Sales_Summary.xlsx will now be populated with a link

to the projected sales for India from in Asian_Sales.xlsx.e) Press Tab. The sales commission for India appears in cell B10.

4. Check to see if the links are working properly.



It is important thatstudents include anoperation symbol in thetarget cell—in this case,it is multiplication (*)—orExcel will not allow youto link from otherworksheets.

a) Open South_American_Sales.xlsx.b) Select E6.c) In the Formula bar, change the projected sales rate from 4% to 6%. Change =C6*1.04 to =C6*1.06d) Verify that the total in B8 in International_Sales_Summary has changed from $54,259.37 to

$55,302.82 to reflect the increased sales.e) In South_American_Sales.xlsx, select E6. Change the formula back to its original value. Change

=C6*1.06 to =C6*1.04

5. Save your work as My_International_Sales_Summary.xlsx

6. Close the files European_Sales.xlsx and South_American_Sales.xlsx.

7. If you are prompted to save the change to South_American_Sales.xlsx, select Save.



ACTIVITY 4-4Editing Links

Before You BeginAsian_Sales.xlsx and My_International_Sales_Summary.xlsx are open.

ScenarioThe end of the year is approaching and a few big orders have come in from Japan. Your managerthinks that this might make Japan the largest market in Asia. You need to make these changes inAsian_Sales.xlsx, and if these new orders make Japan the biggest market you will have to makethese changes in International_Sales_Summary.xlsx as well. You call the Japanese sales rep, andshe tells you that they are estimating a 10% increase over last year’s sales.

1. Check to see if a 10% increase makes Japan Asia’s biggest market.a) Select E5 in Asian_Sales.xlsx.b) In the Formula bar, change the sales estimate from 7% to 10%. Change =C5*1.07 to =C5*1.1c) Press Tab. The new total $1,530,366.20 appears. This is more than India’s estimated total of

$1,523,157.20, which makes Japan Asia’s largest market.

2. Replace India with Japan as Asia’s largest market in My_International_Sales_Summary.xlsx.a) On the taskbar, point to the Excel logo and select My_International_Sales_Summary.xlsx.b) Select A10.c) Delete India and type Japan

3. Link Japan’s sales data to My_International_Sales_Summary.xlsx.a) Select B10.b) Delete the link to Asian_Sales.xlsx from the Formula bar so that all the Formula bar displays is

=0.07*.c) On the taskbar, point to the Excel logo and select Asian_Sales.xlsx.d) Select E5.e) The link will appear in the Formula bar of My_International_Sales_Summary.xlsx.f) Press Tab.g) The new, updated total commissions due to the Japanese sales staff will appear in B10.

4. Save your work as My_Asian_Sales.xlsx and My_International_Sales_Summary.xlsx and close bothfiles.



A formula error warningwill appear in the top-leftcorner of C5. This isbecause all the othercountries are predictinga 7% increase in salesand Excel notices this.You can have studentspractice their dataauditing tools fromlesson 2 to see if thewarning is meaningful.

TOPIC DMerge WorkbooksSo far you have learned how to set up worksheets, consolidate data, and link cells betweenworksheets. In this topic, you will merge workbooks.You may need to combine a group of similar workbooks into a single workbook. Trying to mergeworkbooks together manually is both tedious and error prone. Excel lets you automate the processso that related data is organized and merged.

The Compare and Merge Workbooks FeatureThe Compare and Merge feature lets you merge multiple copies of a shared workbook. Thisoption needs to be added to the Quick Access Toolbar using the Excel Options window. TheCompare and Merge feature only gets activated if there is a shared workbook. The sharedworkbook contains the merged files only if they are copies of the same file.

Figure 4-3: The Compare and Merge Workbooks feature.

Source and Dependent WorksheetsThe source workbook is the worksheet the formula refers to, and a dependent workbook is theworkbook that links to another workbook.

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Lesson 4: Working with Multiple Workbooks | Topic D

The Compare andMerge WorkbooksFeature

ACTIVITY 4-5Merging Workbooks

Data FilesC:\091013Data\Working with Multiple Workbooks\Merge Workbook Files\Fuller_Ackerman_Final_Sales.xlsx

ScenarioThe international divisions have sent in their final sales numbers for the year. You need to take theseparate files that these groups have sent and merge them into a single file that will be used in thecompany’s annual report.

1. Launch Excel if necessary.

2. Open the file Fuller_Ackerman_Final_Sales.xlsx.


4. Add the Compare and Merge Workbooks option to the Quick Access Toolbar.a) On the ribbon, select the File tab and select Options.b) In the Excel Options window, select Quick Access Toolbar.c) In the Customize the Quick Access Toolbar pane, from the Choose commands from drop-down list,

select All Commands.d) In the All Commands list, scroll down to select Compare and Merge Workbooks, and select Add.e) To add the button to the Quick Access Toolbar, select OK.

5. Open the file you want to merge and compare from the folder Merge Workbooks Data.a) Merge the workbooks. In Fuller_Ackerman_Final_Sales.xlsx, select the Compare and Merge button

on the Quick Access Toolbar.b) In the Select Files to Merge Into Current Workbook dialog box, select

Fuller_Ackerman_Final_Sales_Asia.xlsx, Fuller_Ackerman_Final_Sales_Europe.xlsx, andFuller_Ackerman_Final_Sales_South_America.xlsx and select OK.

c) Observe that the sales numbers from the international divisions appear inFuller_Ackerman_Final_Sales.xlsx.

6. Save your file as My_Merged_Workbook.xlsx and close the file.

Note: If you have already merged these files and would like to try it again, you willneed to replace the three international division files from the original source. Youcould also change the sales totals in each of the files and save your work. Excelwill not merge files that have not changed.


Lesson 4: Working with Multiple Workbooks | Topic D

Point out that these fileshave been prepared tobe merged. Files mustbe shared in order formerge to work. If thefiles that you attempt tomerge are not shared,the Compare and Mergebutton on the QuickAccess Toolbar will begreyed out. To sharefiles, select the Reviewtab on the ribbon andselect Share Workbookand check the box thatallows sharing.All the files to be mergedinto the main file mustbe closed and savedwhen you selectCompare and Merge,because Excel will notallow you to merge openfiles.

SummaryIn this lesson, you worked with multiple workbooks. You created a workspace so that frequentlyaccessed worksheets could be displayed together. You consolidated data from various workbooks soyou could show the data you need even if it comes from a different workbook. You linked cellsfrom other workbooks so that data is updated every time the original file is edited. Finally, youmerged workbooks so that data from many sources can be used in a single file.

What is the main benefit of being able to work with multiple different worksheets at once? Are thereoccasions when you work with related workbooks?

A: Answers will vary, but being able to link commonly used files lets different parts of your business useinformation. Instead of retyping, which is slow and error-prone, different Excel users can share workthat they have already done. Collaboration is an important part of successful businesses, and beingable to share information will make your business more efficient.

What are some ways that you collaborate with other Excel users? Have you used parts of other workbooksto build your own?

A: Answers will vary depending on the type of businesses that people work for. One possibility would befor more casual and less knowledgeable Excel users to use formulas that more skilled users alreadybuilt. Another would be to import massive lists of data that have already been input.



Lesson 4: Working with Multiple Workbooks |



Exporting Excel DataLesson Time: 1 hour, 15 minutes


• Export Excel data for use in other programs.

• Import a delimited text file.

• Publish your Excel files on the web.

• Set up a web query so that your Excel spreadsheet automatically updates.

Lesson IntroductionIn the last lesson, you learned how to share data between different Microsoft® Excel®workbooks. You saw how linking, consolidating, and merging saved time and made resultsmore accurate. However, not all data you need to access is in Excel. Your ability to importto or export from Excel to different applications will help you complete projects moreefficiently.

5


TOPIC AExport Excel DataImagine that you have some spreadsheet data that you need to share with the rest of your company.You are not sure if everyone has access to Excel, so you need to get this information into someother form so that everyone can see and use this data.You could retype all the data into another file format, but that can be very time-consuming andprone to error.

ExportExporting is the ability to send data from one application to another. Excel will specially format thedata for the target application, while keeping your Excel file unchanged. Once the information isexported from Excel you can make changes in the new application. Excel lets you export a range, aworksheet, or even an entire workbook.The following table details data export file types.

File Type Description

XML Saves the workbook as an eXtensible Markup Language file. XML is used mostoften in web-based applications.

HTML Saves as Hypertext Markup Language so that the workbook or activeworksheet can be viewed in a web browser.

TXT Saves as a tab-delimited text file. TXT does not allow multiple sheets. Excelonly exports the active worksheet.

CSV Saves as a comma-delimited text file.

PDF Saves as a Portable Document Format file. PDF files are good for easyprinting and distribution.

XPS Saves a workbook in the XML Paper Specification file format. Can be openedand printed from many different applications.

Sharing WorkbooksThere are many options for sharing workbooks with other users.

Sharing Option Description

Send Using Email For small files, sending a document to another user as an emailattachment is often a quick and effective option. However, mobiledevice users may find it inconvenient to have their email inboxcluttered with emails that have large attachments, and many emailservices limit the size of attachments, preventing large messagesfrom being delivered.

Save to Share LocalNetwork Storage

For users attached to the same network, a local area network canprovide a robust option for file sharing.


Lesson 5: Exporting Excel Data | Topic A

Export

There is not an optionfor exporting from Exceldirectly to Word. To workwith Excel data in Word,save the Excel files asTXT and then open themin Word.

Sharing Option DescriptionSave to the Cloud Excel 2010 enables you to save a workbook directly to the web

using your Windows Live® SkyDrive® account, enabling you toaccess shared files from multiple computers and mobile devices.You can also use SkyDrive to share files with other users.Using the Save to Windows Live SkyDrive feature, you can view,edit, or download documents; create and share multiple folders; setpermissions on folders; add comments to documents; and trackversions of documents.Similar services are provided by other vendors. Examples includeDropBox and Google Drive.

Save to SharePoint The other options presented in this table may be problematic if youneed to maintain control over revisions of a workbook. It can beconfusing to have multiple versions of a workbook present on yourcomputer, on the computers of other users, in email messages, andin network storage locations.SharePoint® provides features that enable you to access a sharedfile from one location. Because users work directly fromSharePoint, there is only one "official" copy of the file at any time,which is located on the SharePoint server.

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ACTIVITY 5-1Exporting Excel Data

Data FilesC:\091013Data\Export Excel Data\European_Royalties.xlsx

ScenarioYour manager has seen the final royalty payments for the company’s top performing authors andapproved them. Since not everyone has access to Excel, your manager would like you to convert thisfile so that everyone in the company can access and use this information.

1. Open the file European_Royalties.xlsx.


3. Save the file as a tab-delimited text file.a) On the ribbon, select File.b) Select Save & Send. Under File Types, select Change File Type.c) From the Change File Type drop-down list, under Other File Types, select Text (Tab delimited)

(*.txt). Select Save As, then select Save.d) A warning message displays saying that the selected file type will only apply to the current

worksheet. Select OK.

e) A Microsoft Excel error message window appears. Select Yes.

Note: When saving a workbook as TXT in Excel you can only save theworksheets one at a time. You cannot save the whole workbook at once.

4. Close European Royalties.txt without saving.

5. Open the file European Royalties.txt in Microsoft Word to see how the conversion looks.a) Open Microsoft Word. On the ribbon, select File.b) Select Open.

6. Change the file settings.



a) In the Files of type drop-down, scroll up and change the setting to All Files (*.*). The document,European Royalties.txt, will appear.

b) Select the file and select Open.

c) Observe to see if the data from Excel has been exported to Microsoft Word.

7. Close the file European Royalties.txt without saving.



TOPIC BImport a Delimited Text FileIn the last topic, you learned how to export Excel data for use in Word and other programs. Youcan also move in the opposite direction by importing Word data into Excel. Each of these MicrosoftOffice applications allows you to customize the data to get the best transfer of data.In this topic, you will import a delimited text file into Excel. Spreadsheets require very preciseformatting, which is not typical for text files. Excel allows you to set the formatting so that they canbe properly imported.

ImportingFormatting and saving data in one application for use in another application is called importing. It ispossible to import all or only a selected part of the data from a text file into Excel. Once the data isimported it will look and function just like data generated in Excel. It is possible to import from awide range of application types, including spreadsheet applications, databases, word processingprograms, or the Internet.

Figure 5-1: Text Import Wizard.

The Get External Data GroupOn the ribbon, the Data tab contains the Get External Data group that allows you many optionsfor the importation of data into Excel.


Lesson 5: Exporting Excel Data | Topic B

Text Import Wizard

Get External Data Group

Option Description

Imports data from Microsoft Access® databases.

Imports data from the web.

Imports a text file.

Imports data from other sources. Common other sourcesinclude SQL Server, Server Analysis, XML data, DataConnections, and Microsoft Query.

Imports data from an existing connection. Using this optionopens the Existing Connection dialog box, which allows youto access commonly used data sources.

Delimited Text FilesA delimited text file has information separated (or delimited) by a specified character. The defaultseparator in TXT files is the tab, but a file can also be delimited by commas, quotation marks, orspaces. Most word processing applications (including Word) can create delimited files.

Methods of Importing Text FilesThere are two ways of importing data into Excel. A text file can either be opened in Excel or it canbe imported as a data range. If you decide to directly open in Excel, then you do not need to link tothe text file. You do need to establish a link if you plan on importing a data range. When workingwith linked files, changes made to the original text file will automatically appear in the Excel filewhenever it is refreshed.

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Delimited Text Files

Methods of ImportingText Files

ACTIVITY 5-2Importing a Delimited Text File


ScenarioRight before the Word document with all of the royalty payments from the European sales divisionwill be released, you notice that some authors are missing. You know that all of the budgeting andaccounting people will want all the information at once so that they can most efficiently andaccurately project for the coming year. You call the head of European sales and ask about this. Helooks at his information and agrees that there are a few missing authors. He sends you a Worddocument with the authors and their sales from the past year. You need to import it into Excel.

1. Open European_Royalties.xlsx as the site where you would like to import this new data.

2. Select the destination cell A20.

3. On the ribbon, select the Data tab. In the Get External Data group, select From Text.

4. Navigate to C:\091013Data\Export Excel Data and select Additional_Author_Sales.txt. In the Import Textdialog box, select Import.

5. The Text Import Wizard—Step 1 of 3 page displays. In the Choose the data type that best describesyour data section, verify the Delimited radio box is selected.a) In the Start import at row field, type 4

Note: It is possible to use the default value of 1 in the Start import at rowsection. However, the top three rows of this text file are labels and headers, sothey will only be deleted in Excel. If you feel more comfortable importingeverything and then deleting anything unnecessary in Excel, that works just aswell.



This cell is out of theway and does not figurein any calculations.Once this data isimported you would wantto include it in the mainauthor list. Dependingon time considerations,you may want studentsto complete thenecessary formatting byincluding it in the list andsetting the formulas tocalculate the royaltypayments due.

b) Select Next.c) The Text Import Wizard—Step 2 of 3 page displays. If necessary, in the Delimiters section, check

the Tab box.d) Check the Treat consecutive delimiters as one option.e) Select Next.f) The Text Import Wizard—Step 3 of 3 page appears. Select Finish.g) In the Import Data window, cell A20 is selected, so select OK.

h) The data imports into Excel starting at cell A20.



In the preview window,you can see the effect ofchecking the Treatconsecutive delimitersas one option as thesales column lines upstraight. Check anduncheck the option tosee the difference.

You can allow studentsto format their Excel fileso that the authors justadded are right underthe rest of the list. Asthis is a level 3 class anda certain level offamiliarity with Excel isassumed, this isn’tcovered here. If you feelit would benefit yourstudents to practicebasic skills, this wouldbe a good, quickopportunity.

6. Save your work as My_European_Royalties.xlsx




TOPIC CIntegrate Excel Data with the WebSuppose that your company would like to allow its authors to more quickly check how their sales aredoing. A good solution for this would be to publish this information on a website. If the mostrecent data is in Excel, you will need to put it into a format that can be placed on the web.Imagine that you have some important sales information that needs to be sent to the wholecompany and all of its authors. Instead of retyping and reformatting it, Excel will convert it for you.Putting your Excel data up on the web will let you access and edit your data from anywhere. Bypublishing your data, you make valuable data more accessible.

File PublishFile publish is a way to publish Excel files to a web page. You can publish an entire workbook, aworksheet, or a selected range.

Publish as a Web Page Dialog BoxThe Publish as a Web Page dialog box lets you convert Excel data into a web page that can beuploaded and accessed over the Internet.

Option Description

Choose Allows the choice of workbook, a single worksheet, a range of cells,or a group of items from different worksheets. Everything that waspreviously published and all the worksheet tabs will be listed.

Title Shows the title.

Change Displays the Set Title dialog box where you can change the name ofthe web page.

File Name Shows the location of the web page and lets you type in a newlocation.

Browse Displays the Publish as dialog box so that you can browse thecomputer for a new location and name for the file.

Auto republish everytime the workbook issaved

Auto republishes the Excel data as a web page every time the file issaved.

Open published webpage in browser

Lets you open the web page in a browser.

Publish Publishes the Excel data as a web page.

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Lesson 5: Exporting Excel Data | Topic C

File Publish

Publish as a Web PageDialog Box

ACTIVITY 5-3Publishing a Worksheet to the Web

Before You BeginMy_European_Royalties.xlsx is open.

ScenarioYour boss would like you to publish your author’s royalties for the European sales divisionworksheet on the web so that anyone in the company can access the information whenever theyneed it.

1. Save your worksheet as a web page.a) On the ribbon, select the File tab.b) Select Save As.c) From the Save as type drop-down list, select Single File Web Page.d) In the Save As dialog box, in the File Name text box, type My_European_Royalties_Web_Pagee) Select Save.f) In the Microsoft Excel warning message box, select Yes.

2. Check the web page by opening it in a browser.a) Navigate to C:\091013Data\Export Excel Data.b) Open My_European_Royalties_Web_Page.htm.c) Verify that the data from the Excel worksheet opens in a browser window.

3. Close the browser window and the file My_European_Royalties_Web_Page.htm that is open in Excel.



ACTIVITY 5-4Importing Data from the Web


ScenarioThe European sales division has produced a set of authors in a web page that were omitted fromyour original spreadsheet. You would like to incorporate this into your Excel spreadsheet so thatmanagers can see what the updated list looks like.

1. Select the data source.a) Open European_Royalties.xlsx.b) On the ribbon, select the Data tab.c) In the Get External Data group, select Existing Connections.d) In the Existing Connections window, select Browse for More.e) Navigate to the folder C:\091013Data\Export Excel Data.f) Select Additional_Author_Sales_Q1.htm.g) Select Open.

2. In the New Web Query window, select the yellow arrow in the upper-left corner.a) Select Import.b) In the Import Data window, in the Existing worksheet text box, enter A20 as a target destination for

this imported data.c) Select OK.



TOPIC DCreate a Web QuerySome important data on the web updates frequently. If you had to manually make sure your datawas up-to-date, it would be time consuming and you would never know if your data is current.However, you can create a web query that updates in real time.

Web QueriesA web query lets you automatically import data that changes. A web query lets you set the parts of theweb page to import. A web query can be set to import a table, multiple tables, or all the text on apage. Web queries are updated every time the information on the website is changed. The computermust be connected to the Internet for the data to update.

Figure 5-2: Web queries.

The New Web Query Dialog BoxThe New Web Query dialog box lets you access all the tools and options to create and edit webqueries.

Option Description

Address Input the URL of the website page you want to import data from.

Go Sends you to the specified page.


Lesson 5: Exporting Excel Data | Topic D

Web Queries

The New Web QueryDialog Box

Option Description

Back Sends you to the previously viewed page.

Forward Sends you to the next page.

Stop Ends the search for the specified web page.

Refresh Refreshes the current page.

Hide Icons/Show Icons Toggles between the hide and show options to select the tables thatcan be imported.

Save Query Opens the Save Query dialog box that allows you to set the locationand name for the query and save the query file.

Options Opens the Web Query Options dialog box so that you can adjustthe way Excel imports the data.

Web Page Area Opens the chosen web page. Breaks the information into blocks thatare called tables. Each table is marked by a little yellow box. This iswhere you set the table or tables that you want to import into Excel.

Import Imports the selected data into Excel. This option gives you theImport Data dialog box where you can set the destination of theimported data.

Cancel Cancels the import.

Using the New Web Query dialog box you can set the web page and set the table or tables that youwant to import into Excel. Data on a web page is organized into groups called tables. The groupsare marked with small yellow boxes with arrows at the top left of every table. To select this table,select this arrow. When it is selected the box changes color from yellow to green and the arrowbecomes a check mark.

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ACTIVITY 5-5Creating a Web Query

Before You BeginEuropean_Royalties.xlsx is open.

ScenarioThe company likes keeping track of author royalty payments using your workbook. Your managerwould like you to keep it up-to-date, so that anyone in the company can see in real time how muchis owed to the authors. It has been decided that sales reps will be responsible for posting thisinformation when sales are made. Since not everyone has access to Excel or your workbook, it hasbeen decided that sales staff will post new sales on the web. Your manager wants you to check theweb page twice a day to check for changes. You tell her that there is a better way. You are going toset up a web query so that every time the data on the web page is updated your workbookautomatically refreshes.

1. Select the data source for the web query.a) On the ribbon, select the Data tab.b) In the Get External Data group, select From Web.c) In the New Web Query address text box, type C:\091013Data\Export Excel Data

\Even_More_Authors.htmd) Select Go. The new sales web page opens.

2. Select the data you need from the web page.a) In the New Web Query window, select the bottom arrow in the upper-left corner.

b) Select Import.c) In the Import Data window, verify the Existing Worksheet check box is checked.d) In the workbook, select cell B16 and select OK.



3. Set the refresh properties.a) In the workbook, select cell B16.b) In the Connections group of the Data tab, select Properties.c) In the Name text box, type Updating Author Sales.d) In the External Data Range Properties window, check the check box for Refresh every and type 30

in the text box so that the data refreshes every thirty minutes.

e) Select OK.

4. Save the file as My_European_Royalties_Web_Query.xlsx



SummaryIn this lesson, you shared information between Excel and other applications. You exported Exceldata to other applications, imported a delimited text file into Excel, integrated Excel data with theweb, and created a web query. Sharing data with other applications can save a considerable amountof time. Instead of re-inputting data you already have, you can find a way to share it.

How does Excel fit in with your business? Are all (or nearly all) of the employees in your company skillfuland confident when using Excel?

A: Answers will vary, but for most businesses Excel is only one of many products that people use. Manypeople do not know how to use Excel well. These people still generate important data that may benecessary for your workbook. The exporting and importing tools that you learned in this lesson makethis interchange easier.

What are some other programs that people in your business use? Can you see a way to link them withExcel more efficiently?

A: Answers will vary depending on the type of businesses that people work for. Obviously, MicrosoftOffice products are among the most popular and important tools on the market. In addition, XML toolsare a large part of the database and networking world. The methods of exchange covered in thislesson are not exhaustive of Excel’s ability to work with other programs.



Lesson 5: Exporting Excel Data |



Course Follow-UpIn this course, you automated worksheet functionality, audited worksheets, worked with multipleworkbooks, imported data from other applications into Excel, and exported Excel data for use inother applications. Automation can help you use Excel more quickly and generate standardizedworksheets with a common look and functionality. Data analysis will help you gain insight into whatthe numbers are saying. Finally, collaborating with others makes Excel more powerful for yourbusiness organization.

What's Next?After taking this course, you can practice creating and editing complex formulas, functions, andarrays, and investigate advanced techniques for organizing and formatting your data.

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.


Course Follow up


Importing and ExportingXML Data

Lesson ObjectivesIn this appendix, you will:

• Import and export XML data.

Appendix IntroductionAnother type of data that you can manipulate in Microsoft® Excel® is XML (eXtensibleMarkup Language) content. XML has become a very common, flexible, and universal wayto store data for many different purposes. Importing and exporting XML means you cantake data stored in XML, work with it in the familiar Excel user interface, and then make itavailable as XML once again. You don’t need to be proficient with XML itself, becauseyou’ll be able to do your work using your existing Excel skills.

A

TOPIC AImport and Export XML DataImagine that important data for a presentation you need to give is already in an XML application.You do not want to retype all this data, because time is pressing and you are sure that if you rushyou will make mistakes. In this lesson, you will work with XML data.If you have XML data that you want to work with in Excel, you must import that data in an easilyreadable format. This topic does not require proficiency in XML, because you can use the datathrough Excel.

XMLXML, or eXtensible Markup Language, is a programming language that describes data usingstructured text files. XML elements have tags that hold data. Once these tags have been defined,data can be moved and exchanged between XML-compatible programs. XML files should be savedwith the .xml extension. XML is understood by a wide range of databases and other applications.

XML ComponentsThere are a few XML file components.

Component Description

Opening tag Starts with a less than symbol (<), followed by the tag name, and closeswith a greater than symbol (>).

Closing tag Starts with a less than symbol (<), followed by a forward slash and the tagname, and closes with a greater than symbol (>).

Content Everything that appears between the opening and closing tag in an XMLfile.

Empty element Starts with a less than symbol (<), followed by the tag name and a spaceand then a forward slash followed by a greater than symbol (>).

Root element The primary element in any XML file into which all other files are nested.

Attribute Extra data that describes the element in the opening tag.

XML SchemaAn XML schema establishes the rules and structures for other XML files. The data type andallowable attributes of XML files must be set out in a schema. One schema can provide thestructure for multiple files. Schema files need the .xsd extension.

XML MapsAn XML map is created by Excel to map a workbook to fit the structure required by an XMLschema. As soon as the data is imported, the XML map allows the contents of the Excel file to beexported to an XML file defined by that XML schema.


Appendix A : Importing and Exporting XML Data | Topic A

The XML Source Task PaneOptions for working with XML maps can be managed in the XML Source task pane.

Option Description

The XML Maps in thisworkbook drop-down list

Shows a drop-down list that displays all XML maps in a workbook.You can pick a desired XML map from this list.

The XML Maps in thisworkbook list box

Lists the XML maps and all elements in the XML maps in thisworkbook in a list box.

The Options button Gives you some options for managing XML data.

The XML Maps button Displays the XML Maps dialog box that lets you add, delete, orrename XML tags.

The XML GroupOn the Developer tab, the XML group has commands that allow you to use XML files in Excel.

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Appendix A : Importing and Exporting XML Data | Topic A

Creating Excel Forms

Lesson ObjectivesIn this appendix, you will:

• Create Excel forms.

Appendix IntroductionThe versatility and popularity of Microsoft® Excel® 2010 has enabled users to extendExcel's capabilities far beyond those of a simple electronic spreadsheet. Organizations thathave an extensive deployment of Excel have found it convenient to use Excel for datacollection. One way to accomplish this is to create a form within an Excel workbook.

B

TOPIC ACreate Excel FormsConsider a very large workbook that contains numerous wide columns. To enter data into such aworkbook, you might have to scroll horizontally repeatedly, which is not only tedious, but can alsopotentially be the cause of data-entry errors. By creating forms in Excel, you can use a familiarinterface to simplify and enhance data entry.

What Is a Form?A form is a document or interface that is used to collect data. Forms can be of two types: printed oronline. Each form contains elements that assist users in inputting data. Printed forms might containinstructions and blank spaces with labels for writing, typing, or printing data. Online forms containform controls that display information and enable you to enter information interactively. Controls areobjects that enable users to enter or edit data, perform an action, or make a selection.Excel provides various tools and options to create forms. You can insert form controls into a form,specify the properties of controls, and specify the properties of the form itself.

Types of ControlsYou can use many different types of controls in Excel forms.

Control Description

Button Enables users to initiate an action by selecting it.

Combo box Enables users to either type an entry or select an option from a list ofoptions, which are displayed when an arrow is selected.

Check box Enables users to check or clear the box to select or deselect an item oroption.

Spin button Enables users to enter a value by typing the value, or by selecting arrowsto increase or decrease the default value.

List box Enables users to make a selection from a list of options.

Option button Enables users to select a single option from a list of mutually exclusivechoices.

Group box Groups related controls, such as check boxes and combo boxes, into asingle unit on the form.

Label Displays descriptive text such as titles and captions.

Scroll bar Enables users to scroll through a range of values.

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Appendix B : Creating Excel Forms | Topic A

Microsoft Office Excel2010 Exam 77-882Selected Logical Operations courseware addresses Microsoft Office Specialist (MOS)certification skills for Microsoft Office 2010. The following table indicates where Excel2010 skills that are tested on Exam 77-882 are covered in the Logical OperationsMicrosoft® Office Excel® 2010 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 1Part 3, Topic 4-D

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 2Part 3, Topic 1-A

C

Objective Domain Covered In1.3.4 Manipulate workbook properties (document panel) Part 1

Part 3, Topic 1-A

1.3.5 Manipulate workbook files and folders Part 1

1.3.5.1 Manage versions Part 2

1.3.5.2 AutoSave Part 1Part 2

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 1Part 3, Topic 2-D

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

2.3.2 Modify hyperlinks Part 2

2.3.3 Modify hyperlinked cell attributes Part 2

2.3.4 Remove a hyperlink Part 2

3. Formatting Cells and Worksheets

3.1 Apply and modify cell formats


Appendix C : Microsoft Office Excel 2010 Exam 77-882 |

Objective Domain Covered In3.1.1 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

3.2 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



Objective Domain Covered In4.1.3 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

4.1.7 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

5.4.2 Edit defined conditions in a formula Part 2

5.4.3 Use a series of conditional logic values in a formula Part 2

5.5 Apply named ranges in formulas

5.5.1 Define ranges in formulas Part 2

5.5.2 Edit ranges in formulas Part 2

5.5.3 Rename a named range Part 2



Objective Domain Covered In5.6 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

6.1 Create charts based on worksheet data Part 2

6.2 Apply and manipulate illustrations

6.2.1 Insert Part 2

6.2.2 Position Part 2

6.2.3 Size Part 2

6.2.4 Rotate Part 2

6.2.5 Modify Clip Art SmartArt Part 2

6.2.6 Modify Shape Part 2

6.2.7 Modify Screenshots Part 2

6.3 Create and modify images by using the ImageEditor

6.3.1 Make corrections to an image Part 2

6.3.1.1 Sharpen or soften an image Part 2

6.3.1.2 Change brightness Part 2

6.3.1.3 Change contrast Part 2

6.3.2 Use picture color tools Part 2

6.3.3 Change artistic effects on an image Part 2

6.4 Apply Sparklines

6.4.1 Use Line chart types Part 3, Topic 3-A

6.4.2 Use Column chart types Part 3, Topic 3-A

6.4.3 Use Win/Loss chart types Part 3, Topic 3-A

6.4.4 Create a Sparkline chart Part 3, Topic 3-A

6.4.5 Customize a Sparkline Part 3, Topic 3-A

6.4.6 Format a Sparkline Part 3, Topic 3-A

6.4.7 Show or hide data markers Part 3, Topic 3-A

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, Topic 5-A

7.1.2 Change the file type to a different version of Excel Part 1

7.1.3 Save as PDF or XPS

7.2 Manage comments

7.2.1 Insert Part 2

7.2.2 View Part 2



Objective Domain Covered In7.2.3 Edit Part 2

7.2.4 Delete comments Part 2

8. Analyzing and Organizing Data

8.1 Filter data

8.1.1 Define a filter Part 2

8.1.2 Apply a filter Part 2

8.1.3 Remove a filter Part 2

8.1.4 Filter lists using AutoFilter Part 2

8.2 Sort data

8.2.1 Use sort options Part 2

8.2.1.1 Values Part 2

8.2.1.2 Font color Part 2

8.2.1.3 Cell color Part 2

8.3 Apply conditional formatting

8.3.1 Apply conditional formatting to cells Part 2Part 3, Topic 1-C

8.3.2 Use the Rule Manager to apply conditional formats Part 2Part 3, Topic 1-C

8.3.3 Use the IF function to apply conditional formatting

8.3.4 Clear rules Part 3, Topic 1-C

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 Excel®2010 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

1.1.3. Import and export XML data Part 3, Appendix A

1.2. Apply protection and sharing properties toworkbooks and worksheets

1.2.1. Protect the current sheet Part 2

1.2.2. Protect the workbook structure Part 2

1.2.3. Restricting permissions Part 2

1.2.4. Require a password to open a workbook Part 2

1.3. Maintain shared workbooks

1.3.1. Merge workbooks Part 3, Topic 4-D

1.3.2. Set Track Changes options Part 2Part 3, Topic 4-B

2. Applying Formulas and Functions

2.1. Audit formulas

2.1.1. Trace formula precedents Part 3, Topic 2-A

2.1.2. Trace dependents Part 3, Topic 2-A

2.1.3. Trace errors Part 3, Topic 2-B

2.1.4. Locate invalid data Part 3, Topic 2-B

D

Objective Domain Covered In2.1.5. Locate invalid formulas Part 3, Topic 2-B

2.1.6. Correct errors in formulas Part 3, Topic 2-B

2.2. Manipulate formula options

2.2.1. Set iterative calculation options Part 2

2.2.2. Enable or disable automatic workbook calculation Part 1Part 2

2.3. Perform data summary tasks

2.3.1. Use an array formula Part 2

2.3.2. Use a SUMIFS function Part 2

2.4. Apply functions in formulas

2.4.1. Find and correct errors in functions Part 3, Topic 2-B

2.4.2. Applying arrays to functions Part 2,

2.4.3. Use Statistical functions Part 2

2.4.4. Use Date functions Part 2

2.4.5. Use Time functions Part 2

2.4.6. Use Financial functions Part 2

2.4.7. Use Text functions Part 2

2.4.8. Cube functions Part 2

3. Presenting Data Visually

3.1. Apply advanced chart features

3.1.1. Use Trend lines Part 2

3.1.2. Use Dual axes Part 2

3.1.3. Use chart templates Part 2

3.1.4. Use Sparklines Part 3, Topic 3-A

3.2. Apply data analysis

3.2.1. Use automated analysis tools Part 3, Topic 3-D

3.2.2. Perform What-If analysis Part 3, Topic 3-B

3.3. Apply and manipulate PivotTables

3.3.1. Manipulate PivotTable data Part 2

3.3.2. Use the slicer to filter and segment your PivotTabledata in multiple layers

Part 2

3.4. Apply and manipulate PivotCharts

3.4.1. Create PivotChart Part 2

3.4.2. Manipulate PivotChart data Part 2

3.4.3. Analyzing PivotChart data Part 2

3.5. Demonstrate how to use the slicer

3.5.1. Choose data sets from external data connections Part 2


Appendix D : Microsoft Office Excel 2010 Expert Exam 77–888 |

Objective Domain Covered In4. Working with Macros and Forms

4.1. Create and manipulate macros

4.1.1. Run a macro Part 3, Topic 1-B

4.1.2. Run a macro when a workbook is opened Part 3, Topic 1-B

4.1.3. Run a macro when a button is clicked Part 3, Topic 1-B

4.1.4. Record an action macro Part 3, Topic 1-B

4.1.5. Assign a macro to a command button Part 3, Topic 1-B

4.1.6. Create a custom macro button on the Quick AccessToolbar

Part 3, Topic 1-B

4.1.7. Apply modifications to a macro Part 3, Topic 1-B

4.2. Insert and manipulate form controls

4.2.1. Insert form controls Part 3, Appendix B

4.2.2. Set form properties Part 3, Appendix B


Appendix D : Microsoft Office Excel 2010 Expert Exam 77–888 |

Microsoft® Excel® 2010Common KeyboardShortcutsThe following 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

E

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 1-1Automating Worksheet Functionality

Activity Time: 15 minutes

Data FilesC:\091013Data\Automating Worksheet Functionality\Promotions_Budget.xlsx

ScenarioThe promotions workbook has two worksheets. Your manager wants them to lookexactly the same so the department’s documents are consistent. She would like you to:• Highlight any total higher than $3,000 by applying a yellow fill with dark yellow

text.• Set the maximum value at $5,000 using data validation.• Increase the font size for the monthly total to 16 point.It will be easier to make all the changes to one worksheet and record the process sothat you can apply it to any other worksheets.

1. Open the Promotions_Budget.xlsx workbook.

2. Record a macro of the changes.

3. Select cells C5:C10. Use Conditional Formatting to highlight any value greater than$3000.

4. Set Data Validation criteria so that the maximum value for column C is $5000.

5. Select cells B13 and C13 and change the font size to 16 point.

6. Stop recording and save the macro.


Lesson Labs

Lesson Lab 2-1Auditing Worksheets


Data FileC:\091013Data\Auditing Worksheets\Advertising.xlsx

ScenarioThe company’s advertising manager is concerned that some of the formulas in her department’sworkbook are not functioning properly. The package rates she usually pays for ads placed inprominent book magazines are different than the company told her to expect. She would like you toaudit this workbook to see if there are any errors that you can fix and get everything to functioncorrectly. She would specifically like you to:• Trace the function cells so that you can see where formulas are gathering their data from.• Troubleshoot cells with potential errors.• Watch the formula being evaluated after you make changes to see if everything works as it

should.

1. Open the Advertising.xlsx workbook.

2. Select cell H5 and use the trace arrow function to show where the formula is gathering its data from.

3. Select cell H10 to show where the formula is getting its data from.

4. Evaluate the formula to see how the formula operates.

5. Change the second formula so that you see what the price is for five full page ads and three half pageads in Storyboard Magazine. Change the formula to (D10*5)+(D11*3)*0.75

6. Watch the formula in H10 being evaluated to show that it works properly by using the Evaluate Formulafunction.

7. Save the workbook.


Lesson Labs

Lesson Lab 3-1Analyzing Data


Data FileC:\091013Data\Analyzing Data\Yearly_Sales.xlsx

ScenarioYou would like to give the president of the company a comparison of sales for the lasttwo years. To make the trends a little more clear you would like to add sparklines and aprojection of sales for the following year if the current growth (or loss) rate continues.You need to:• Add sparklines to highlight the sales rates.• Create a scenario to show what the total sales of the company will be if the current

sales rate lasts for another year.

1. Open Yearly_Sales.xlsx.

2. Select cell D5. Create a sparkline with the data from cells B5 and C5.

3. Drag the fill bar down through E15 to create sparklines in the column.

4. In F4, type Projected 2013-2014

5. Use the Scenario function to apply the current sales rate to the upcoming year bymultiplying the sales total from 2012 by the sales rate.

6. Save the workbook.


Lesson Labs

Lesson Lab 4-1Working with Multiple Workbooks


Data FilesC:\091013Data\Working with Multiple Workbooks\Asian_advertising.xlsxC:\091013Data\Working with Multiple Workbooks\European_Advertising.xlsxC:\091013Data\Working with Multiple Workbooks\South_American_Advertising.xlsxC:\091013Data\Working with Multiple Workbooks\International _Advertising.xlsx

ScenarioYou would like to create a workspace from the three worksheets you use to plan advertising budgetsfor your international divisions so that everyone on the team can see and use them. You also wantto link two cells so that when they are updated they update immediately. You need to:• Create a workspace with the three international advertising budget workbooks.• Create a summary worksheet with only the total cost and average cost per country.• Link cells so that when there are changes in any of the three worksheets they are updated on the

summary worksheet.

1. Open the three advertising workbooks: Asian_Advertising, European_Advertising, andSouth_American_Advertising.

2. Position each of the three on the screen so that the relevant parts are visible.

3. Save these three as a workspace.

4. Open International_Advertising. In the Totals column under Europe link B5 and B6 to the relevantinformation from the European_Advertising workbook.

5. In the Totals column under Asia link D5 and D6 to the relevant information from the Asian_Advertisingworkbook.

6. In the Totals column under South America link B5 and B6 to the information from theSouth_American_Advertising workbook.

7. Save the summary worksheet.


Lesson Labs

Lesson Lab 5-1Importing and Exporting Data


Data FilesC:\091013Data\Export Excel Data\May_best_sellers.xlsx

ScenarioYou need to save some sales data so that other members of your team can use andaccess the data. Most of the members of this group do not have Excel. Your managerthinks that you should create a Word version and a web page. You need to:• Export an Excel workbook as a text file.• Open and edit that text file in Word.• Save the Excel file as a web page.• Check the resultant web page by opening it in a browser.

1. Open the workbook May_Best_Sellers.xlsx. Save the document as a TXT file.

2. Open May_Best_Sellers.txt in Word, and edit the document as necessary. Save thedocument in Word format.

3. Save the Excel file as a web page.

4. Open the file May_Best_Sellers.htm.


Lesson Labs

Glossary

add-inA special additional component that youneed to activate in order to use. There arethree types of add-ins for Excel. Exceladd-ins come packaged with Excel and canbe accessed through the Backstage view.Downloadable add-ins have beendeveloped by Microsoft and need to bedownloaded from Office.com. Customadd-ins were developed by someone otherthan Microsoft. For security purposes youneed to be careful when using Customadd-ins.

Analysis ToolPakAn Excel add-in that allows you to do awide range of statistical analysis on yourdata. Analysis ToolPak comes with Excel,but you need to activate it.

Conditional FormattingSets a specific format to cells or a range ofcells based on criteria that you set.

data consolidationThe process of summarizing several rangesinto one range.

data validationRestricts the input type of value based on aspecific set of criteria. These cells can onlyaccept this type of data.

delimited text fileA type of text file designed to transfer datafrom one format to another. The linesbetween columns are replaced with

delimiters. Delimiters include commas,tabs, and ASCII separators.

exportingThe process of using data from oneprogram in another.

external referenceA link to another worksheet or a definedname from another workbook.

formA document or interface that is used tocollect data.

form controlAn object that enables users to enter oredit data, perform an action, or make aselection on an Excel form.

Goal SeekAllows you to set the end product of acalculation in a cell and then constrain thevalues to go into the calculation.

invalid dataAny data that is strange and does not fitthe cell’s data validation scheme. Invaliddata creates problems by stoppingnecessary calculations or providingincorrect answers.

macroAn automated tool that repeats a set ofcommands to complete a series offrequently needed tasks.

Quick Access ToolbarA customizable toolbar that displayscommands that the user selects becausethey are frequently used.

Solver ToolAn Excel add-in that allows you to set acell at a certain value, which thenautomatically adjusts multiple other cells tofit this calculation. Solver comes withExcel, but you need to activate it.

source workbookThe worksheet a formula refers to. Adependent workbook is the workbook thatlinks to another workbook.

sparklineA simple graphic representation of datathat is run alongside numerical data. It is asmall chart that gives a very direct pictureof the trends in the data.

Trace CellsA tool to graphically display theinterconnections between a formula andthe data that the formula uses.

VBA(Visual Basic for Applications) Theprograming language that Microsoft Office2010 uses to handle macros.

Watch WindowA dialog box that lets you watch thecontents of a specific cell while the cell isstill visible on your screen.

web queryA web query lets you set the parts of a webpage to import. A web query can be set toimport a table, multiple tables, or all thetext on a page. You can set the refreshtime so that Excel automatically refresheswith any new information.

workspaceA method for displaying multiple Excelworksheets on the screen at the same time.Saving worksheets as a workspace containsinformation about other Excel files.Specifically, a workspace contains: location,

screen size, screen position, andarrangement.


Glossary

Index

AAdd-In Types 52Analysis ToolPak 59

Ccell dependents 25cell precedents 24Compare and Merge feature 76conditional formatting

Clear Rules 13format options 12New Formatting Rules 13Rules Manager 12

Ddata consolidation

functions 68options 68

data validationsettings 17

delimited text files 85

EError Checking 27error types 27Evaluate Formula window 32exporting 80external reference

FFile Publish

dialog box 89

GGoal Seek 54

Iimporting

Get External Data group 84methods 85

invalid data 27

Llinking cells in different workbooks

Mmacros

Record Macro dialog box 5rules for naming 6security 6security settings 7storage 6

Ooutlines

Outline Group window 35

Sscenarios

dialog box 47Solver Tool

parameters dialog boxsparklines

tools 43types 42

TTrace Cells 24tracer arrows 24track changes 67

VVBA 6Visual Basic for Applications, See VBA

WWatch Window 32web queries

tools and options 92What-If Analysis option 47Workbook properties 2workspaces 64


Index

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