Objectives
• Validate data• Create and modify list ranges• Use the Advanced Filter feature• Use the Automatic Subtotals feature• Create and modify PivotTables• Create PivotCharts• Use database functions• Use the HLOOKUP and VLOOKUP functions• Group and outline data
Introducing Databases
• Database – an organized collection of information that pertains to a particular subject or purpose
• Database components:– Field – a category of information– Record – one or more related fields about a
specific entity, such as a person, product or event
– Field name – a column label that identifies a column of information (field)
– Header row – the row in the database that contains the field names
Introducing Databases (cont’d)
• Two rules when creating databases in Excel:– The first record in the database must be in the
row directly below the header row– Each field name must be contained in only one
cell. Use the text wrap feature to break a long field name into what appears to be two or more rows
Validating Data
• Use data validation to specify permissible data for specific fields– Data validation – restricts database entries to
specific text, whole numbers, decimal numbers, dates or any other set of criteria you specify
Creating and Modifying List Ranges
• List range – a feature that enables you to apply database functionality to a group of related data in a specified range
• You can manage and analyze the data in the list independently of data outside the list
• You can create as many list ranges in your worksheet as you want
Creating and Modifying List Ranges (cont’d)
Standard functionality in list ranges:
Insert row
Total row
AutoFilter
Resize handle
Using the Advanced Filter Feature
• Advanced Filter – a filtering technique that you use to specify a criteria range in order to display specific records from a database
• Use the Advanced Filter dialog box to specify:
– The location in which to display the filtered data
– The database range
– The criteria range
– To exclude duplicate records
Inserting Automatic Subtotals
• Automatic Subtotals – a feature that summarizes data in a database by grouping and performing specific calculations on the data
• Organize the data so that the records you want to subtotal are grouped together
• Use the Subtotal dialog box to:– Specify the field you want to summarize– Specify the function to use in calculating subtotals– Specify the fields containing the values you want to
subtotal– Place the subtotal and grand total rows above or below
the detail data
Using Multiple Summary Functions
• Once you have inserted subtotals, you can insert additional subtotals and display them in the database
• In the Subtotal dialog box, deselect Replace Current Subtotals to insert new subtotals while keeping existing subtotals
Hiding and Displaying Record Detail
• When you insert automatic subtotals, outline symbols display to the left of the worksheet window
• Use the row level symbols or the plus and minus signs to hide or display the level of record detail you want
Creating PivotTables
PivotTable – an interactive worksheet table that you can use to quickly combine and compare data from a database
Modifying PivotTables
• Modify a PivotTable by:– Dragging field buttons to different sections of
the PivotTable to rearrange the data display– Adding field buttons from the PivotTable Field
List to the PivotTable– Removing field buttons from the PivotTable– Hiding and displaying data items for specific
fields in the PivotTable
Creating PivotCharts
• PivotChart – provides a graphical representation of the data in a PivotTable
• The PivotChart and its associated PivotTable are interrelated; any change you make to one is automatically reflected in the other
About Database Functions• Database function – a built-in function that
calculates a value that is determined by the function type, the database field you specify, and the criteria you use to screen field values
• Database functions contain three arguments:– Database – the worksheet range that defines the
database– Field – the database field containing the values
to be used in the calculation– Criteria – the criteria range containing the
condition(s) you set to screen field values
About Criteria• Criteria consist of:
– A row containing a field name(s)– A row(s) below the field name row containing
values used to select records from the database• There are two types of multiple-field criteria:
– AND criteria – the field values appear on the same row; all conditions must be met to select a record
– OR criteria – the field values appear on separate rows; any one of the conditions must be met to select a record
The DAVERAGE and DSUM Functions
• You can manually type database functions or enter them via the Function Wizard– DAVERAGE function – averages values in a
designated field for records that match specified criteria
– DSUM function – sums values in a designated field for records that match specified criteria
The HLOOKUP and VLOOKUP Functions
• HLOOKUP function – searches for a value in the top row of an array, and returns a value in the same column from a row you specify in the array
• VLOOKUP function – searches for a value in the leftmost column of an array, and returns a value in the same row from a column you specify in the array
The HLOOKUP Function
HLOOKUP array
Worksheet containing HLOOKUP functions
Cells containingHLOOKUP functions
The VLOOKUP FunctionVLOOKUP array
Worksheet containing VLOOKUP functions
Cells containingVLOOKUP functions
Grouping and Outlining Data
• Group – manually outlines rows or columns of worksheet data
• Outline – categorizes rows or columns of worksheet entries as detail data or various levels of summary data
• Summary data – rows or columns containing formulas that summarize detail data
Grouping and Outlining Data (cont’d)
• Group data when you want to outline a worksheet that does not contain summary data
• Automatically outline data when you want to outline a worksheet that contains summary data
• The summary data must be adjacent to the detail data
• Outline symbols display to the left of or on top of the worksheet
• Click outline symbols to hide or display various levels of detail
© 2001 ComputerPREP, Inc. All rights reserved.
Lesson 2:Auditing Worksheets and
Performing What-If Analyses
Objectives
• Audit worksheets• Manage scenarios• Use the Goal Seek feature• Use the Solver feature• Project values
Auditing Worksheets
• Audit – the process of displaying and analyzing the flow of worksheet computations
• Audit worksheets to locate:– Cells referred to in a specific formula– Formulas that use specific cells– Cells that may contribute to errors in the
worksheet
Tracing Precedents and Dependents
• Precedent – a cell referenced by a formula in another cell
• Dependent – a cell containing a formula that refers to other cells
• To trace precedents and dependents:– Display the Formula Auditing toolbar– Click the cell to which you want to add tracers– Click the Trace Precedents button – Click the Trace Dependents button
Locating Precedents and Dependents
• Click the cell for which you want to find precedent or dependent cells
• Display the Go To Special dialog box
• Click Precedents and click OK to locate and select precedent cells, or
• Click Dependents and click OK to locate and select dependent cells
Locating and Resolving Errors
The Error Checking dialog box displays potential causes of an error and provides options to correct the error cell and/or its precedent cells
Locating and Resolving Errors (cont’d)
The Evaluate Formula dialog box calculates a formula cell by cell, enabling you to observe the value represented by each cell in the formula
Watching Cells
Use the Watch Window to view formula results as you change the data in precedent cells
Circling Invalid Data
Use the circle invalid data feature to visually highlight any cell data that does not meet data validation criteria you specify for the database field
Managing Scenarios
• Scenario – a set of values that you can save and substitute automatically in a worksheet
• Use the Scenario Manager dialog box to add, show, edit, delete, merge and summarize scenarios
Adding Scenarios• To add a scenario from the
Scenario Manager:
– Display the Add Scenario dialog box
– Specify a scenario name
– Specify the adjustable cells
– Specify a comment (optional)
– Display the Scenario Values dialog box
– Specify the different values you want to display in the adjustable cells
Showing Scenarios
• To show a scenario:– Display the Scenario Manager dialog box– Click the name of the scenario you want to
show and click the Show button, or– Double-click the name of the scenario you want
to show
Merging ScenariosUse the Merge Scenarios dialog box to merge scenarios from another worksheet into the active worksheet
All adjustable cells in the source worksheet must refer to the corresponding cells in the active worksheet
Summarizing Scenarios
• Scenario summary report – a report that summarizes the values and results of all available scenarios in a worksheet
• To create a scenario summary report:
– Display the Scenario Summary dialog box
– Specify either a Scenario Summary or a Scenario PivotTable Report
– Specify the result cell(s)
Editing and Deleting Scenarios
• To edit a scenario:– Display the Scenario Manager dialog box– Click the name of the scenario you want to edit
and click the Edit button– Make the desired changes
• To delete a scenario:– Display the Scenario Manager dialog box– Click the name of the scenario you want to
delete and click the Delete button
Using the Goal Seek Feature
• Goal Seek – a feature that determines the input value of a single cell required to calculate a desired formula result
• To use the Goal Seek feature:
– Display the Goal Seek dialog box
– Specify the cell to change
– Specify the value to which to change the cell
– Specify the adjustable cell
Using the Solver Feature
• Solver – a feature that determines the possible input values of multiple cells needed to calculate a desired formula result
• To use the Solver feature:– Display the Solver
Parameters dialog box– Specify the cell to change– Specify the value to
which to change the cell– Specify the adjustable
cells– Specify any desired
constraints
Projecting Values with the TREND Function
Use the TREND function to forecast future values that extend a straight line or exponential curve that best describes the existing data
Projecting Values with Trendlines
• Trendline – a graphical representation of the trend in a data series that can be used to forecast future values
• To project values with trendlines:– Display the chart
containing the data for which you want to determine trends
– Select a data series and display the Add Trendline dialog box
– Specify a trend type and specify to display its R-squared value, if desired
© 2001 ComputerPREP, Inc. All rights reserved.
Lesson 3:Using Templates, Range Names and
Advanced Formatting Features
Objectives
• Create and edit templates• Name ranges• Use range names in formulas• Create custom number formats• Use conditional formatting• Format graphics• Format diagrams• Format charts
Creating Templates
• Template – a workbook used to create other workbooks that will contain the same components, formatting and page layout
• When you create a template:– Include the text, graphics, formatting, and so on
that will display in all workbooks you create with the template
– Do not include data that will vary from workbook to workbook
Creating Templates (cont’d)
• To create a template:– Open (or create) the workbook from which you
will create the template– Save the workbook as a template (*.xlt)
• To create a new workbook based on a template:– Display the Templates dialog box – Double-click the name of the template on which
you want to base the new workbook– Enter data in the data entry cells and save the
workbook with a new name
Editing Templates
• Edit templates just as you would edit any workbook you create in Excel
• To edit a template:– Open a new workbook based on the template– Edit the workbook– Save the edited workbook over the original
template
Naming Ranges
• You can name ranges using the:
– Define Name dialog box
– Create Names dialog box
– Name Box
• Naming conventions:
– The first character must be a letter or underscore; remaining characters can be letters, numbers, periods or underscores
– Cell references and spaces cannot be used
– Names can contain up to 255 characters
– Names are not case-sensitive
Using Range Names in Formulas
• Range names are always absolute
• To place a range name in a formula:– Type the range name– Access the range name from the Paste Name dialog box
Creating Custom Number Formats
To create custom number formats:• Use the Number tab of the Format Cells dialog
box:– Enter formatting placeholders in the Type text
box (see Table 3-2: Formatting placeholders)– Edit built-in format codes found in the Type list
box (see Table 3-3: Format code sections)
Using Conditional FormattingConditional formatting – a feature that enables you to format a range of cells to display according to criteria you specify
Use the Conditional Formatting dialog box to apply conditional formatting:
– Use the Condition drop-down lists and text boxes to specify the comparison criteria
– Click the Format button to select formatting attributes
– Click the Add button to add up to three conditions
Formatting Diagrams
To format diagrams:– Use the Format AutoShape dialog box to
specify formatting options for a particular diagram component
– Use the Format Diagram dialog box to specify formatting options for the diagram as a whole
Formatting Charts
To format charts:– Use the Format dialog box to specify formatting
options for a particular chart component– Use tools in the Chart toolbar:
Objectives
• Manage workbook properties• Protect data• Manage workbook security• Create shared workbooks• Track changes• Accept and reject changes• Merge workbooks
Managing Workbook Properties
• View and set workbook properties using the five tabs in the Properties dialog box:– General – displays the file name, type, location, size,
creation date, last modification date, and so on– Summary – enables you to add specific information about
the workbook– Statistics – displays the creation date and the last time
the workbook was modified, accessed, printed and saved– Contents – displays the names of worksheets, charts,
reports and macro sheets– Custom – enables you to create your own custom
properties
Protecting Workbooks
• Workbook protection – safeguards the structure and onscreen appearance of a workbook from certain types of modification– Structure protection prevents:
• Viewing hidden worksheets• Moving, deleting, hiding, or renaming worksheets• Inserting new worksheets• Moving or copying worksheets to another workbook
– Windows protection prevents:• Changing the size and position of the window• Moving, resizing or closing the window
Protecting Worksheets
• Worksheet protection – prevents you and others from entering or modifying data in a worksheet
• You must protect worksheets individually to prevent unauthorized modification (this enables protection of certain worksheets while allowing modification of other, unprotected worksheets)
Protecting Cells
• You can protect some cells and leave others available for modification
To unprotect certain cells in a worksheet you otherwise want to “protect”:– Select the cells to unprotect– Display the Protection tab of the Format Cells
dialog box– Deselect the Locked check box– Enable worksheet protection
Assigning Passwords to Workbooks
• You can assign a password to a workbook file to prevent unauthorized users from opening or modifying the file
• Users can save a password-protected workbook under a different file name
Setting Macro Security Levels
• Set macro security levels to detect macros, which may contain viruses
• You can specify four levels of security:– Very High – all macros will be disabled.– High – all macros from trusted sources will run.
You will be prompted about unknown macros. Unsigned macros will be disabled.
– Medium – all macros from trusted sources will run. You will be prompted about unknown macros.
– Low – all macros will run.
Using Digital Signatures
• Use a digital signature to authenticate a workbook• Use a digital certificate to digitally sign a file
– Digital certificate – an attachment to a file that vouches for its authenticity, provides secure encryption or supplies a verifiable signature
Creating Shared Workbooks
• Shared workbook – a workbook that has been set up to allow multiple users on a network to view and edit the workbook simultaneously
• Once a workbook is shared, Excel keeps track of all changes by you and other users by maintaining a change history– Change history – a log of all changes made to a
shared workbook during a specified time period
Tracking Changes
• When you share a workbook, Excel automatically keeps track of changes made by you and other users
• When you activate tracked changes, changed cells are surrounded by blue boxes with a triangle in the upper-left corner
• The column and row indicators for the changed cells display in red
• When you position the mouse pointer over a changed cell, a comment displays describing the change
Accepting and Rejecting Changes
• When tracked changes is active, you can choose to accept or reject changes
• You can accept or reject each change individually, or you can accept all changes or reject all changes at once
Merging Workbooks
• You can merge workbooks to join all changes together• Before merging, workbooks must meet the following
requirements:– Workbooks must be copies of the same shared workbook– Each copy must have a different file name – The workbooks must either not have passwords or all
have the same password– Tracked changes in all workbooks must be in effect
continuously from the time the copies were made– Change history must be active and go back at least as far
as the date when the copies were made– The shared workbooks must reside in the same folder
© 2001 ComputerPREP, Inc. All rights reserved.
Lesson 5:Using Consolidation, Web,
Integration and XML Features
Objectives
• Consolidate data from multiple worksheets• Save workbooks as Web pages• Publish workbooks to the Web• Import data into Excel• Export data from Excel• Structure workbooks using XML
Consolidating Data from Multiple Worksheets
• Consolidate – to combine values from multiple ranges of data
• Methods to consolidate data:– Create 3-dimensional formulas– Consolidate data by position– Consolidate data by category
• To consolidate data by position or by category, source ranges:– Must be laid out in list format– Must display on separate worksheets
Consolidating Data from Multiple Worksheets (cont’d)
• 3-dimensional formulas contain references to cells in other worksheets
• Consolidate by position when all ranges containing the source data are identical in structure and layout
• Consolidate by category if the source data ranges have matching column and/or row labels but are not necessarily laid out similarly
Saving Workbooks as Web Pages
• Saving workbooks as Web pages enables you to view them in your browser
• You can save an entire workbook or individual worksheets
• All formatting attributes are retained• You can preview what the workbook will look like
in your browser using Web Page Preview
Publishing Workbooks to the Web
• You can publish individual worksheets or an entire workbook to the Web
• Your workbook/worksheet becomes interactive and can be manipulated in the Web browser
• You must have Microsoft Internet Explorer 5.01 or later to enable interactivity
Importing Data from a Data Source
• Data source – a set of source information that you can access to retrieve data into Excel
• Data is imported in its entirety• Valid data sources are:
Microsoft SQL Server OLAP Services Oracle
Microsoft Access Paradox
dBASE SQL Server
Microsoft FoxPro Text file databases
Microsoft Excel Third-party providers
Importing Data using Microsoft Query
• Use the Query Wizard to import data from a data source when you want to specify specific items of data to import, such as:– Which fields to import– Which records to import– The sort order of the imported data
Importing Data from the Web
• Click the desired table selection buttons to select or deselect the tables of data in the Web page to import– Press and hold SHIFT while clicking to select or
deselect multiple tables at the same time• When you specify to import the Web data into
Excel, all selected tables will be imported
Exporting Data from Excel
• Excel data must be in list format for it to be used by other applications
• To export Excel data, you actually import the data from within the application in which you want to use the data
Introducing XML
• Excel’s XML capabilities enable you to retrieve XML data into Excel– Extensible Markup Language (XML) – a format
for delivering rich, structured data from an application in a standard, consistent manner
• To retrieve XML data, attach an XML schema to a workbook– Schema – A file containing XML tags that
defines the structure of a database
Working with XML Maps
• When you add an XML schema to a workbook, an XML map is created
• Use XML maps to create mapped ranges in a worksheet that are related to the elements in the XML schema
• Import data into the worksheet from any XML file that is mapped to the schema
XML map
XML mapelements
Modifying XML Workbook Elements
• Use the XML map elements to create mapped ranges in your workbook
• You can manipulate the mapped ranges, or lists, just as you do any data you create in Excel
• Each mapped range acts as a single unit when moved or copied
Modifying Default Settings
• Modify default settings to change the default appearance and operation of Excel
• To modify default settings:– Display the Options dialog box– Click the tab containing the settings you want
to change– Change the desired options
• Once settings are modified, they remain that way until you change them again
Creating Custom Toolbars
• Create a custom toolbar to contain command buttons you use frequently that are in several different toolbars
• To create a custom toolbar:– Display the Toolbars tab of the Customize
dialog box and click the New button– Specify a name for the custom toolbar– Display the Commands tab and drag the
command buttons you want to the custom toolbar
Manipulating Toolbar Buttons
• You can add, delete and rearrange toolbar buttons on any toolbar by dragging them while the Customize dialog box is open
• If the Customize dialog box is closed:– To move a button: press and hold ALT and drag
the button– To copy a button: press and hold CTRL+ALT
and drag the button– To delete a button: press and hold ALT and
drag the button into the worksheet area
Resetting and Deleting Toolbars
• You can reset built-in toolbars, but not custom toolbars
• You can delete custom toolbars, but not built-in toolbars
• To reset a built-in toolbar:
– Display the Toolbars tab of the Customize dialog box, click the toolbar you want to reset, then click the Reset button
• To delete a custom toolbar:
– Display the Toolbars tab of the Customize dialog box, click the toolbar you want to delete, then click the Delete button
Adding Built-in Menus
• You can add a built-in menu to the menu bar so you don’t have to search for commands you use frequently that are located in cascading menus
• To add a built-in menu to the menu bar:– Display the Commands tab of the Customize
dialog box– Click Built-in Menus– Drag the desired menu(s) to the menu bar
Creating Custom Menus
• Create a custom menu of commands you use frequently that are located in different menus
• Type an ampersand (&) immediately before the letter that you want to designate as the keyboard navigation indicator
• To create a custom menu:– Display the Commands tab of the Customize
dialog box– Click New Menu and place it in the menu bar– Modify the menu name and add as many menu
commands as desired
Recording Macros
Macro – a set of commands or actions that you record or write, that you can run at a later time to automate tasks
Stop Recording button
Macro name
Shortcut key
Macro location
Macro description
Running Macros
• When you run a macro, the recorded commands execute automatically
• To run a macro:– Press the shortcut key you assigned when you
recorded the macro, or– Display the Macro dialog box, click the macro
name, then click the Run button