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ADVANCED MICROSOFT EXCEL

Lesson 9

Applying Advanced Worksheets and

Charts Options

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Objectives

Create a custom format.

Use AutoFormats.

Apply conditional formats.

Use styles and data validation.

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Objectives (cont.)

Transpose Data.

Copy formula results as values.

Modify Excel default settings.

Enhance the appearance of worksheet charts.

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Key Terms

Conditional Formatting: Applies a font, border, or pattern to a worksheet cell when certain conditions exist in that cell.

Data Table: Contains the worksheet data displayed in a table. The data table appears with the chart itself.

Data Validation: To indicate that something is acceptable or approved after having checked it first.

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Key Terms (cont.)

Default: Setting used unless another option is chosen.

Transpose: To switch the order of something. For example, switching the order of data that appears in columns into the same data appearing in rows.

Value: Refers to a number or data.

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Creating a Custom Format Custom formats are a powerful tool for

getting data to appear in the exact format desired.

Formats are composed of codes.

Codes are strings of characters that represent the actual data, such as, M for month, D for Day, and Y for year

Create your own codes by assembling these characters in a certain order

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Creating Custom Formats (cont.)

Format Code What it means…

0Placeholder for a digit. A zero will appear if there is not a digit.

#Placeholder for a digit. Nothing will appear if there is not a digit.

; (semicolon) Divides the parts of a format code.

$ Puts a dollar sign with the number.

% Puts a percent sign with the number.

, (comma) Puts a comma with the number.

. (decimal) Puts a decimal with the number.

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Creating Custom Formats (cont.)

Format Code What it means…

M or mUsed for months in dates or minutes in time.

D or d Used for day.

Y or y Used for years.

H or h Used for hours.

S or s Used for seconds.

: (colon) Used to separate hours, minutes, seconds

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Creating Custom Formats (cont.)

Enter format codes in the Type text box.

From the Format Menu select Cells, choose the Number tab and then Custom from the category list.

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Using AutoFormats

• AutoFormat is a complete format already designed for your use

• AutoFormat is a simple way to make your worksheet look more professional.

• Instantly format an entire worksheet at one time.

• Formats includes borders, cell shading, and data formatting

• After you have applied an AutoFormat, you can still make additional formatting changes.

• If you do not like the format you choose, you can always click the Undo button.

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Using AutoFormats (cont.)

Choose the Format menu and select AutoFormat the dialog box will open.

You may select from any of the predefined AutoFormats.

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Conditional Formatting

For example you can highlight data that meets specific criteria of sales that exceeds a certain amount.

You can apply certain formats to data that meets specific criteria.

Conditional formatting provides assistance when reviewing a worksheet for data problems

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Conditional Formatting (cont.)

Select the Format Menu the choose Conditional Formatting. The dialog box appears

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Using Styles

Open the Format menu and select Style. The Style dialog box appears.

• You can use styles when you want your worksheet to have a consistent appearance and do not want to apply formats over and over.

• You can modify a style and each cell that is formatted using the modified style will change to reflect the new version.

• Keep on mind that darker colors do not display text very well unless they change the text to a lighter color.

Click Delete to remove a style after you select it in the Style Name box.

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Data Validation

• Data validation help to ensure that accurate data is being entered into a cell.

• You can create messages that will display when a user enters invalid data.

• Messages can also inform a user of the type of data that is expected in a cell.

• An error message displays if data does not follow the validation rule

• Choose the Data Menu and click Validation then Settings tab

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Data Validation• Data validation has several parts.

• First, you enter the validation rule, such as Whole Number Less Than 500.

• Second, you enter an input message to assist the person entering the data.

• And third, an error message may be created to inform the person entering data that the data entered does not meet the validation rule and is incorrect.

Troubleshooting TipIf the data validation rule does not work, you might want to check your validation selections. It is easy to accidentally select greater than instead of less than from the list.

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Using Data Validation

An input message displays to assist you in entering correct data.

Input Help

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Exploring Number Formats

Currency Style applies dollars signs, commas between thousands, and two decimal places.

Percent Style applies a percent sign with no decimal places.

Comma Style displays commas between thousands and gives the cell entry two decimal places. Note: The number of decimal places may be

increased or decreased by using the Increase Decimal or Decrease Decimal buttons.

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Transposing Data Allows you to copy and paste into a

different position.

Transpose data mean to switch the order of that data.

This feature is extremely useful when you need to use existing worksheet data, but the data is entered into columns or rows and you need the data appearing as rows or columns.

Troubleshooting TipRemember do not paste the transposed data over the original data. It should be pasted to a new location.

Choose the Edit Menu and select Paste Special

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Copying Values

This feature is extremely useful when you need to copy the results of a formula instead of the formula itself.

Value is the results of a formula rather than the formula itself.

Troubleshooting TipDo not paste the copied values over the original data. It should be pasted to a new location

Choose the Edit Menu and select Paste Special. Select Values under the Paste section

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Modifying Default Settings

Changing default settings can save time and increase productivity.

For example, if you commonly need workbooks with only one worksheet in a Times New Roman font format, then changing the default settings to these options can be extremely beneficial.

Troubleshooting TipMake sure you change the default options back to the normal settings so that the next person that uses the computer has the normal Excel default settings which are Ariel, 10 point with three (3) worksheets.

Choose the Tools Menu then select Options and the General Tab

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Enhancing Chart AppearanceCharts are ideal for adding graphic flare and punch to the presentation of data.

Adding a Drop Shadow and Changing Background ColorAdding quick, simple features, such as a drop shadow (adds dimension), and/or changing background color (affects the chart area) can add a very professional appearance to the chart.

Formatting Chart TextSelecting the correct chart text that requires formatting is typically the most difficult.

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Enhancing Chart AppearanceThere are three options in the Format Chart Area

Patterns – choose a border style Font – affects selected text (style, size, color)Properties – Print with or without the worksheet and

move or not move when the cells are sized and moved.

Data tables – displays the worksheet data on the chart itself

Adding a Data Table This feature is useful if viewing the data at the same time as viewing the chart is important. You can also add data labels that display the values within the chart over the data points.

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Enhancing Chart Appearance (cont.)

Shadow Effect

Background Shade

Rounded Corners

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Summary

You can apply various number, scientific, and fraction formats.

Custom formats allow you to format data exactly as you desire.

AutoFormats let you create instant worksheet formats.

Conditional formatting allows you to highlight data that meets specific criteria.

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Summary (cont.)

Styles let you apply the same formatting throughout the workbook.

Data validation increases your data entry accuracy.

The appearance of charts can be enhanced using the Chart toolbar.

You can transpose data from column and row format into row and column format.

Excel’s default setting features can be changed.

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HOMEWORK - EXCEL LESSON 9

Page 20 Review Questions

Project 9-1 Project 9-2 Project 9-3