EXCEL ESSENTIALS (INTERMEDIATE)

EXCEL ESSENTIALS (INTERMEDIATE) VERSION: 20_10A

DIGITAL DISTRIBUTION COPY

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Under no circumstances may you distribute or make copies of this manual (in whole or in part) to any

other entity, person, party or organization.

This manual may not be printed or reproduced in any form without express permission from Mobile

MOUSe.

IF YOU FEEL THAT THIS DOCUMENT HAS BEEN TAMPERED WITH OR REPRODUCED ILLEGALLY, WE ASK

THAT YOU KINDLY INFORM US OF ANY IMPROPRIETY.

This manual was supplied in digital form for Mobile MOUSe student usage exclusively. Under no circumstances may you copy or distribute this

document (in whole or in part) to any entity, person, party or organization. This manual may not be printed or reproduced in any form without

express permission from Mobile MOUSe.

ABOUT THIS COURSE…

Microsoft Excel is the spread sheet application included with Microsoft Office. In this course you

will learn about customizing Microsoft Excel as well as critical aspects (theory and practical)

regarding designing successful and efficient spread sheets in Microsoft Excel. In this courseware

you will learn how to master the advanced features of this powerful spread sheet application,

increasing your productivity, efficiency and overall spread sheet skills.

DOWNLOAD THE PRACTICE FILES…

In addition to the exercises you will complete in class, there are also exercises in this workbook.

These workbook exercises can only be completed in conjunction with your Mobile MOUSe practice

files. In order to locate your Mobile MOUSe Practice Files visit:

www.mobilemouse.com.au/downloads.php

CHAPTERS IN THE WORKBOOK…

PART 1 : WORKING WITH EXCEL

PART 2 : NAMES, FORMULAS & HYPERLINKS

PART 3 : LISTS AND MANAGEMENT

PART 4 : CHARTS, GRAPHS AND SPARKLINES

WHAT YOU WILL NEED…

IN ORDER TO COMPLETE THE EXERCISES IN THIS WORKBOOK, THE FOLLOWING IS REQUIRED…

1. A desktop computer (or laptop) running Microsoft Windows

2. Microsoft Excel Desktop Application

3. A set of Mobile MOUSe Practice Files

MOS CERTIFICATION

If you are considering attempting the MOS certification (Microsoft Office Specialist), please note

that this workbook addresses a majority of the concepts and skills required in order to obtain this

certification. However, there may be other fundamental skills and requirements of this certification

note included in this manual (as they either relate to Basic or Advanced Concepts, which are

addressed in our appropriate courseware).

As Microsoft are continually updating the elements for certification, we also highly recommend you

visit the Microsoft web site regarding MOS certification: https://www.microsoft.com/learning/en-

au/mos-certification.aspx

https://www.microsoft.com/learning/en-au/mos-certification.aspx

https://www.microsoft.com/learning/en-au/mos-certification.aspx




HOW TO USE THIS MANUAL

WHEN YOU SEE… IT MEANS…

Important Notes… You MUST read this, because it could have an effect on the

final outcome of an action you perform.

Useful Tips… This is optional to read, but these tips often point out

quicker ways of doing things, or alternative methods or

usages.

Exercise Time… You are about to start an exercise in the workbook.

Bold Text

Objects that you click on, like buttons, tabs or menus are

often listed in Bold. Files, Locations and folders are also

listed in Bold.

Type any text that you see this way!! Type the text that is formatted this way...

F+G+L

Keyboard shortcuts are displayed like this. In this example

you would press and hold CTRL, hold SHIFT and then press

ESC once (while still holding CTRL and SHIFT).

This is an example of a more detailed

explanation for the reasoning behind your

actions.

Paragraphs that are formatted like this usually contain

explanations and reasoning behind the actions you are

being instructed to perform.

Home > Copy Click the Home tab, click the Copy button

“Find this text and then click within this here paragraph...”

This is existing typed text in a document you are currently

working on.




HOW TO DOWNLOAD AND ACCESS THE EXERCISE FILES

In addition to the exercises you will complete in class, there are also exercises in this workbook.

These workbook exercises can only be completed in conjunction with your practice files. In order

to locate your exercise files visit: www.mobilemouse.com.au/downloads.php

To download the practice files perform the following steps...

Step 1 Start Internet Explorer (or whichever web browser you use), click in the Address Bar and type the

following address: http://www.mobilemouse.com.au/downloads.php and then press ENTER

Step 2 Scroll down the page and click the link: Excel Practice Files (All Versions)

Step 3 At the screen or popup that appears, click the Save button

Step 4 At the Save As dialog box, click the Desktop link on the left hand side of the screen, click Save

Step 5 Depending on your internet connection, the time it takes to download the practice files may vary.

Once the download completes, close any open programs.

Step 6 On your Windows Desktop you should see MobileMOUSe_Excel_Practice_Files.zip

IMPORTANT

Please note that these files MUST be decompressed before you can use them… please see the

following video links as to how to create and decompress ZIP files in Windows (if you are unsure

how). Depending of your version of Windows, the process to extract these files from the .ZIP archive

may be different.

Step 7 Decompress (extract these downloaded files to your Desktop, into a folder called Excel




TABLE OF CONTENTS

PART 1 : WORKING WITH EXCEL 1

1.1 CUSTOMIZATION OF THE QUICK ACCESS TOOLBAR ...................................................................... 1 1.2 AUTOFILLER ...................................................................................................................................... 3 1.3 CUT, COPY AND PASTE AND PASTE OPTIONS ................................................................................ 7

1.3.2 PASTE OPTIONS ........................................................................................................................... 10 1.3.3 CONTROL THE CONTENT AND FORMATTING OF PASTED DATA .......................................... 11 1.3.4 TURN OFF PASTE OPTIONS ........................................................................................................ 12 1.3.5 PASTE SPECIAL ............................................................................................................................. 12

1.4 ENTERING FORMULAS ....................................................................................................................15

1.4.1 BOMDAS / PEMDAS / BIMDAS / BIDMAS .................................................................................. 17 1.4.2 USING AUTOSUM TO CREATE TOTALS FORMULAS ................................................................ 20 1.4.3 CALCULATE A PERCENTAGE OF ................................................................................................. 24 1.4.4 ABSOLUTE REFERENCES ............................................................................................................. 26 1.4.5 PASTING A LINK TO DATA ON ANOTHER SHEET ..................................................................... 29 1.4.6 CALCULATE A SPECIFIC PERCENTAGE ...................................................................................... 30 1.4.7 CALCULATING AN AVERAGE, MINIMUM, MAXIMUM AND COUNT / COUNTA .................... 32

PART 2 : NAMES, FORMULAS & HYPERLINKS 39

2.1 NAMED RANGES ..............................................................................................................................39

2.1.1 TYPES OF NAMES ......................................................................................................................... 39 2.1.2 THE SCOPE OF A NAME .............................................................................................................. 40 2.1.3 DEFINING AND USING NAMES .................................................................................................. 41 2.1.4 AUDITING NAMES ....................................................................................................................... 41 2.1.5 SYNTAX RULES FOR NAMES ....................................................................................................... 42 2.1.6 DEFINING A NAME FOR A CELL OR CELL RANGE ON A WORKSHEET ................................... 42 2.1.7 DEFINE A NAME BY USING A SELECTION OF CELLS IN THE WORKSHEET ........................... 42 2.1.8 DEFINE A NAME BY USING THE NEW NAME DIALOG BOX .................................................... 43 2.1.9 MANAGE NAMES ......................................................................................................................... 44 2.1.10 SORTING NAMES ......................................................................................................................... 45 2.1.11 FILTER NAMES .............................................................................................................................. 45 2.1.12 CHANGE A NAME ......................................................................................................................... 46 2.1.13 DELETE ONE OR MORE NAMES ................................................................................................. 47

2.2 WORKING WITH SHEETS (INTERMEDIATE) .....................................................................................47

2.2.1 DUPLICATING, MOVING AND RENAMING SHEETS, COLOURING TABS AND GROUPING .. 47 2.2.2 GROUPING SHEETS ..................................................................................................................... 51

2.3 CREATING MORE COMPLEX FORMULAS ........................................................................................52

2.3.1 CALCULATIONS ACROSS SHEETS .............................................................................................. 52 2.3.2 USING 3D REFERENCES .............................................................................................................. 56 2.3.3 THE IF FUNCTION ........................................................................................................................ 57

2.4 HYPERLINKS .....................................................................................................................................62

PART 3 : LISTS AND MANAGEMENT 65

3.1 MORE FORMULAS ............................................................................................................................65 3.2 CONDITIONAL FORMATTING .........................................................................................................68

3.2.1 USING TOP / BOTTOM RULES .................................................................................................... 68 3.2.2 USING HIGHLIGHT CELLS RULES ............................................................................................... 70 3.2.3 USING DATA BARS AND COLOUR SCALES ............................................................................... 72 3.2.4 USING ICON SETS ........................................................................................................................ 74

3.3 DATA VALIDATION ..........................................................................................................................77 3.4 SORTING DATA ................................................................................................................................84




TABLE OF CONTENTS

3.5 FILTERING LISTS ..............................................................................................................................86

3.5.2 CUSTOM FILTERS ......................................................................................................................... 91

3.6 FORMAT AS TABLE ...........................................................................................................................93

3.6.1 CREATING TABLES ....................................................................................................................... 93 3.6.2 TABLE OPTIONS ........................................................................................................................... 94 3.6.3 TABLE TOTAL ROWS .................................................................................................................... 96

3.7 STYLES ..............................................................................................................................................97 3.8 SUBTOTALS .................................................................................................................................... 100

PART 4 : CHARTS, GRAPHS AND SPARKLINES 106

4.1 CHART CONCEPTS ......................................................................................................................... 106

4.1.1 BUILDING AND FORMATTING A COLUMN / LINE / BAR CHART .......................................... 107 4.1.2 MODIFYING CHARTS ................................................................................................................. 113 4.1.3 BUILDING A SIMPLE PIE CHART ............................................................................................... 115

4.2 EDITING AND FORMATTING CHARTS ........................................................................................... 120

4.2.1 FORMATTING CHARTS .............................................................................................................. 121 4.2.2 PRINTING CHARTS ..................................................................................................................... 124

4.3 SPARKLINES ................................................................................................................................... 124

4.3.1 CREATE A SPARKLINE ................................................................................................................ 126 4.3.2 CUSTOMIZE SPARKLINES .......................................................................................................... 126 4.3.3 CHANGE THE STYLE OF OR FORMAT SPARKLINES ................................................................ 127 4.3.4 SHOW OR HIDE DATA MARKERS ............................................................................................. 127 4.3.5 SHOW AND CUSTOMIZE AXIS SETTINGS ................................................................................ 128




LIST OF TABLES

TABLE 1-1: ADDITIONAL AUTOFILL OPTIONS ............................................................................................................. 6

TABLE 1-2: PASTE OPTIONS EXPLAINED ................................................................................................................... 11

TABLE 1-3: CELL SELECTION PASTE SPECIAL OPTIONS .......................................................................................... 13

TABLE 1-4: PASTE SPECIAL MATHEMATICAL OPERATION ...................................................................................... 15

TABLE 1-5: PASTE SPECIAL ADDITIONAL ACTIONS ................................................................................................. 15

TABLE 1-6: MATHEMATICAL AND LOGICAL OPERATIONS AND THE SYMBOL(S) USED ...................................... 16

TABLE 1-7: MICROSOFT EXCEL AUTOSUM OPTIONS (BELOW) .............................................................................. 20

TABLE 2-1: NAMED RANGE EXAMPLES ..................................................................................................................... 39

TABLE 2-2: METHODS OF NAMING RANGES ............................................................................................................ 41

TABLE 2-3: METHODS AND TECHNIQUES OF USING NAMED RANGES ................................................................ 41

TABLE 2-4: FILTERING NAMES .................................................................................................................................... 46

TABLE 3-1: DATA VALIDATION CHOICES ................................................................................................................... 77

TABLE 3-2: ERROR ALERT STYLES .............................................................................................................................. 80

TABLE 3-3: SUBTOTAL SUMMARY FUNCTIONS ..................................................................................................... 101




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TH IS MANUAL W AS PREPARED EX CLUSIVE LY FOR MOBILE MOUSe ST UDE NT USAGE

PAGE 1 EXCEL ESSENTIALS (INTERMEDIATE) MOBILE MOUSe

PAGE 1 MOBILE MOUSe

COPYRIGHT © 2018 MOBILE MOUSE. NO PART OF THIS MANUAL MAY BE DISTRIBUTED, REPRODUCED, COPIED OR MODIFIED WITHOUT THE EXPRESS PERMISSION OF

MOBILE MOUSe. IF YOU FEEL THAT THIS DOCUMENT HAS BEEN TAMPERED WITH OR REPRODUCED ILLEGALLY, KINDLY INFORM US OF ANY IMPROPRIETY.

PART 1 : WORKING WITH EXCEL In this session...

• Cells and Ranges

• Selecting, Entering and Editing Data

• Using the AutoFiller to copy data or make patterns

• Moving and Copying Data with Advanced Paste Options

• Creating and Editing Formulas

• Customization of the Quick Access Toolbar

1.1 CUSTOMIZATION OF THE QUICK ACCESS TOOLBAR

MICROSOFT OFFICE CERTIFICATION

This concept addresses the Personalize environment by using Backstage

competency of the Microsoft Office Specialist Certification (Exam 77-420).

PLEASE NOTE: This training resource does not necessarily cover all of the

requirements of this exam objective as this objective may include but is not

limited to: Manipulate the Quick Access Toolbar, manipulate the ribbon tabs

and groups, manipulate Excel default settings, import data to Excel, import

data from Excel, demonstrate how to manipulate workbook properties,

manipulate workbook files and folders. Apply different name and file formats

for different uses by using save and save as features.

Visit http://www.microsoft.com/learning/en/us/mos-certification.aspx for the

latest Microsoft Office Certification requirements.

The following steps, show you how to add some commonly used features directly onto the Quick

Access Toolbar, so that you will not need to constantly go to the File tab to access features like Open

or New.

Excercise Time... EXERCISE 1A : CUSTOMISE THE QUICK ACCESS TOOLBAR

Step 1 Within any open spreadsheet, click the drop down arrow next to the Quick Access Toolbar

QUICK NOTES

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MOBILE MOUSe EXCEL ESSENTIALS (INTERMEDIATE) PAGE 2

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FIGURE 1-1: ADDING AN OPTION TO THE QUICK ACCESS TOOLBAR

Step 2 Click the New option

Step 3 Again, click the drop down arrow next to the Quick Access Toolbar

Step 4 Choose the Open option

Step 5 On the Data tab, right mouse click the bigger Sort button and choose Add to Quick Access Toolbar

FIGURE 1-2: ADDING A BUTTON TO THE QUICK ACCESS TOOLBAR BY RIGHT CLICKING

Step 6 On the Data tab, right mouse click the Clear button and choose Add to Quick Access Toolbar

Useful Tips...

• You can also add almost any feature from the existing ribbons to the Quick Access Toolbar,

simply by clicking the drop-down arrow next to the Quick Access Toolbar and choosing More

Commands...



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1.2 AUTOFILLER


This concept addresses the Apply AutoFill competency of the Microsoft Office

Specialist Certification (Exam 77-420).

PLEASE NOTE: This training resource does not necessarily cover all of the

requirements of this exam objective as this objective may include but is not

limited to: Copy data using AutoFill, fill series using AutoFill, copy or preserve

cell format with AutoFill, select from drop-down list.

Visit http://www.microsoft.com/learning/en/us/mos-certification.aspx for the


A very handy feature in Excel is AutoFill, which allows you to automatically fill cells with pre-set data.

If you need to add the months of the year or the days of the week to your spreadsheets, you can do

so using AutoFill.

It is also possible to customize the lists of data that work with AutoFill so that you can easily add data

that you use frequently. If you regularly add the same department names or part numbers to your

spreadsheets you can add these names to the AutoFill feature making it easier to enter them when

needed.

Excercise Time... EXERCISE 1B : THE AUTOFILLER

Step 1 Create a blank new workbook (F+N)

Step 2 In cell A1 type the following: 100 (do not press I just yet)

Step 3 In the bottom right corner of the active cell you will notice a little black dot (known as the AutoFiller).

Position your mouse on the little black dot until your mouse pointer changes into a black crosshair

FIGURE 1-3: THE AUTOFILLER

Step 4 Hold down the left mouse button and drag across to cell J1. Release the left mouse button. You will

notice how the value of 100 has been duplicated across to column J

FIGURE 1-4: DUPLICATING (COPYING) VALUES WITH AUTOFILLER

Step 5 With the data still highlighted, grab the AutoFiller (in the bottom right hand corner of cell J1) and drag

down to row 20. You have now duplicated the value of 100 from cell A1 across and then down to cell

J20. The name you typed in cell J20 is replaced by the value of 100



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FIGURE 1-5: DUPLICATED VALUES FROM A1:J20

In the previous exercise we learnt how to use the AutoFiller to quickly duplicate (copy) a cell value to

other adjacent cells. The AutoFiller also has other uses.

Excercise Time... EXERCISE 1C : ADVANCED AUTOFILLER OPTIONS

Step 1 Click cell A1 and type the following: Jan

Step 2 Grab the AutoFiller (holding the mouse down on the little black dot in the bottom right hand corner

of cell A1) and then left drag the mouse to cell J1. Release the mouse, notice how you have created a

monthly pattern

FIGURE 1-6: CREATING A MONTHLY PATTERN WITH AUTOFILL

Step 3 Click cell A1 and type the following: Mon

Step 4 Grab the AutoFiller (holding the mouse down on the little black dot in the bottom right hand corner

of cell A1) and then left drag the mouse to cell J1. Release the mouse, notice how you have created a

daily pattern

FIGURE 1-7: CREATING A DAILY PATTERN WITH AUTOFILL

Whenever, you drag the AutoFiller a little blue square appears in the bottom right hand corner of the

AutoFilled data. This little blue square is known as AutoFill Options. AutoFill Options present some

particularly handy options.

FIGURE 1-8: AUTOFILL OPTIONS

Step 5 Click cell L1, press F+;, this automatically inserts the current date



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Step 6 Grab the AutoFiller (by holding the mouse down on the little black dot in the bottom right hand corner

of cell L1) and then left drag the mouse to cell L20. Release the mouse, notice how you have created

a daily pattern

Important Notes...

• If after performing step 6 above, you receive a series of ####### symbols in certain cells, this

means that you column is not wide enough to accommodate the dates. You will need to widen

column L by dragging the “crack” between column headings L and M further to the right. Better

still you could double click the “crack” to the right of heading L to automatically fit (AutoFit)

column L to the widest value in that column. If you have had to do this, repeat step 6 again.

Step 7 Click the AutoFill Options square, from the list of options, choose Fill Weekdays. Notice how the

weekend dates are excluded and only dates for Mondays through Fridays are entered

Step 8 Click the AutoFill Options square, from the list of options, choose Fill Months. Notice how the

monthly value is incremented

Step 9 Click the AutoFill Options square, from the list of options, choose Fill Years. Notice how the yearly

value is incremented

Step 10 Click the AutoFill Options square, from the list of options, choose Copy Cells. Notice how the date

value is simply repeated

Step 11 Click cell M1 and enter a value of 100, press I. Click cell M2 and enter a value of 125. Select the

range M1:M2

FIGURE 1-9: CREATE A CUSTOM AUTOFILL PATTERN

Step 12 In the bottom right hand corner of the range M1:M2, grab the AutoFiller and drag the AutoFiller

down to row 20. Notice how you have created an AutoFill pattern that increments in sets of 25

Step 13 Navigate to cell N1 and enter the current date by pressing F+;, press I. In cell N2 enter the

date, seven days from now (in the day / month / year) format. Select the range N1:N2

Step 14 In the bottom right hand corner of the range N1:N2, grab the AutoFiller and drag the AutoFiller

down to row 20. Notice how you have created an AutoFill pattern that increments the date in sets of

7 days

The AutoFiller also the following different options :



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TABLE 1-1: ADDITIONAL AUTOFILL OPTIONS

Option Action

Copy Cells copy the initial cell across the selected range

Fill Series fill the selected range with a series, starting with the initial cell value

Fill

Formatting

Only

fill the selected range with the formatting, but not the values of the initial cell

Fill Without

Formatting

fill the selected range with values, but do not copy the formatting from the initial

cell

Useful Tips...

• AutoFill can easily handle data in more than one row or column. This is shown in the example

below, in which cells A1 and A2 initially have numerical values 1 and 2, and cells B1 and B2

initially both have the numerical value 3.

FIGURE 1-10: AUTOFILLING MORE THAN ONE COLUMN

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1.3 CUT, COPY AND PASTE AND PASTE OPTIONS


This concept addresses the Construct Cell Data competency of the Microsoft Office Specialist

Certification (Exam 77-420).

PLEASE NOTE: This training resource does not necessarily cover all of the requirements of this

exam objective as this objective may include but is not limited to: using paste special (formats,

formulas, values, preview icons, transpose rows and columns, operations, comments, validation,

paste as a link), and cutting, moving, and select cell data

Visit http://www.microsoft.com/learning/en/us/mos-certification.aspx for the latest Microsoft

Office Certification requirements.

Within Microsoft Excel as with every other Windows application (program) there are two methods for

moving or copying data around. These two techniques are...

• Cut, Copy, Paste

• Drag and Drop

You can cut a selection to move it and Paste a cut selection to place it. Microsoft Excel makes use of

the Microsoft Office clipboard, which can hold up to 24 Cut / Copy operations.

Useful Tips...

• You can choose Home > Clipboard then click the expand dialog / task pane button to display

the Office Clipboard

• Microsoft actually uses two clipboards, a Microsoft Office clipboard and a system clipboard

(which belongs to Windows). The last Cut or Copied item is placed in the system clipboard. When

you paste from, Paste button or by using shortcut keys F+V, you are pasting from the system

clipboard.

FIGURE 1-11: DISPLAYING THE OFFICE CLIPBOARD



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Cut, Copy, Paste works well just about all the time, whilst Drag and Drop is most efficient for short

moves and copies. The traditional method of moving and copying text is to use the Cut, Copy and

Paste features on the Home tab. You can move or copy any object or text by performing the following

steps.

Step 1 Select the object (cell, row, column etc…) using any of the selection techniques illustrated earlier

Step 2 Click the Cut button (or press F+X) if you want to move the selection or the Copy button (or press

F+C) if you want to copy the selection

Step 3 Click on the location where you want the selection to appear

Step 4 Click the Paste button (or press F+V)

There are three common ways to access the Cut and Copy commands,

• Click the Cut / Copy button in the Clipboard group of the Home tab

• Press F+X to cut or press F+C to copy

• Right click the selection and choose Cut or choose Copy from the shortcut menu

There are four common ways to paste data in Microsoft Excel,

• Click the Paste button on the Home tab

• Press F+V to paste

• Right click the destination cell(s) and choose Paste from the shortcut menu

• Pressing I (This only works if done directly after choosing Cut or Copy. By pasting using

I; this signifies to Microsoft Excel that this is the last of the current Paste operations. You

will not be able to paste again, until you Copy or Cut once more)

Useful Tips...

• In addition to the Cut, Copy and Paste features you can also move and copy your selection by

using Drag and Drop. It is important to note that the drag and drop method works best when

you can see both the source (the location of the original selection) as well as the destination

(the place that you want the moved or copied selection to appear).

• When you use the left mouse button to drag and drop the selected text or object, Microsoft

Excel moves the selection to the new location with no questions asked. If you want to copy the

selection by using the left mouse button, you should hold down the F key before dropping

the text.

It is important to note the minor differences between the Cut, Copy and Paste operations of Microsoft

Word and Microsoft Excel.



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Important Notes...

• In Excel, if you paste cells on top of existing data, the existing data will be overwritten. Before

pasting, make sure that there are enough free blank cells to accommodate the selection you

want to paste. As an example, if you wanted to move the contents of column E to the right of

column A, you would be well advised to insert a new column between column A and column B

in order to prevent overwriting the data in column B.

• When you cut a cell in Microsoft Excel it is placed in the clipboard and will only be removed from

its current location when it has been placed into its new location by Pasting.

• When you are getting ready to paste, simply click the first cell, row or column where you want

your pasted cells to appear. If you select more than one cell to paste into, that selection must

be exactly the same size as the range that is coming from the clipboard.

• Even if you plan to paste only once, there is a reason for rather using the Paste option than

using the I key to paste your data. Whenever you paste data, Microsoft Excel will display a

Paste Options button at the bottom of the pasted selection. Clicking this button allows you to

choose from other options such as pasting numbers without the underlying formulas (values)

or transposing the copied data or pasting data without it’s formatting or pasting formatting

without the data (and many more useful options).

Excercise Time... EXERCISE 1D : MOVING CELLS WITH CUT AND PASTE

Step 1 Select the range A1:J1 and press F+X to cut the cell contents. In the status bar the following text

appears “Select destination and press enter or choose Paste”. A moving border “marching ants” also

appears around the cut selection, the data remains in the cell

Step 2 Click cell A21, press F+V to move the contents of A1:J1 to A21:J21

Step 3 Leave the workbook open

Excercise Time... EXERCISE 1E : MOVING DATA WITH DRAG AND DROP

Step 1 With the range A21:J21 selected, point to any border of the selection, the mouse pointer should

change to a four headed arrow

Step 2 Drag to cell A1. The data has been moved

FIGURE 1-12: DRAGGING AND DROPPING TO MOVE DATA

Step 3 Select the range D1:D20, position the mouse on any border of the selection, the mouse pointer should

change to a four headed arrow. When you have the four headed arrow, press and hold F and drag

to the data to cell K1, release F



MOBILE MOUSe PAGE 10



Step 4 Close the worksheet, by clicking the File tab > Close (or click the second X in the top right hand corner

of the window), or you can also press F+W. When asked if you want to save your changes click No.

This closes your workbook. Because we chose not to save the data, all work done so far is now lost

(don’t worry, that is what we want in this case ☺).

1.3.2 PASTE OPTIONS

The Paste Options button becomes available when you paste data into cells in Excel. The button

appears just below the pasted selection. When you click the Paste Options button, you are presented

with a list of options that determine how the data will be pasted into the cell. These options are also

available on the Home tab when you click Paste Special.

FIGURE 1-13: PASTE OPTIONS

QUICK NOTES

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FIGURE 1-14: PASTE OPTIONS

1.3.3 CONTROL THE CONTENT AND FORMATTING OF PASTED DATA

You can use these paste options to control or restrict the type of content and formatting that's

included in the pasted cell range. The paste options (complete with the hot key sequences you can

type to select them) on the Paste Options palette include

TABLE 1-2: PASTE OPTIONS EXPLAINED

Option Explanation

Paste (P) Excel pastes all the stuff in the cell selection (formulas,

formatting, you name it).

Formulas (F) Excel pastes all the text, numbers, and formulas in the current

cell selection without their formatting.

Formulas & Number Formatting

(O)

Excel pastes the number formats assigned to the copied

values along with their formulas.

Keep Source Formatting (K) Excel copies the formatting from the original cells and pastes

this into the destination cells (along with the copied entries).

No Borders (B) Excel pastes all the stuff in the cell selection without copying

any borders applied to its cell range.

Keep Source Column Widths (W)

Excel makes the width of the columns in the destination

range the same as those in the source range when it copies

their cell entries.

Transpose (T)

Excel changes the orientation of the pasted entries. For

example, if the original cells' entries run down the rows of a

single column of the worksheet, the transposed pasted

entries will run across the columns of a single row.






Option Explanation

Values (V) Excel pastes only the calculated results of any formulas in the

source cell range.

Values & Number Formatting (A)

Excel pastes the calculated results of any formulas along with

all the formatting assigned to the labels, values, and formulas

in the source cell range into the destination range.

Values & Source Formatting (E) Excel pastes the calculated results of any formulas along with

all formatting assigned to the source cell range.

Formatting (R) Excel pastes only the formatting (and not the entries) copied

from the source cell range to the destination range.

Paste Link (N)

Excel creates linking formulas in the destination range so that

any changes that you make to the cell entries in the source

range are immediately brought forward and reflected in the

corresponding cells of the destination range.

Picture (U) Excel pastes only a picture of the copied cell selection.

Linked Picture (I) Excel pastes a picture of the copied cell selection that is linked

to the source cells.

Important Notes...

• The options that appear on the Paste Options palette may vary, depending upon the type of

cell entries previously copied to the Office Clipboard.

In some situations, it may be necessary to use a combination of the preceding options. For example,

you may need to copy only the formatting and preserve the column widths. To do this, use the Paste

Special function on the drop-down for Paste (on the Home tab).

1.3.4 TURN OFF PASTE OPTIONS

To prevent the Paste Options button from appearing, follow these steps, as appropriate for the

version of Excel that you are running.

Step 1 Click File, click Options

Step 2 On the Advanced tab, click to clear the Show Paste Options buttons check box.

Step 3 Click OK.

1.3.5 PASTE SPECIAL

Microsoft Excel normally copies all the information in the range of cells you select when you paste the

data. You can see Excel's Paste Special command to specify other options, such as pasting only the

cell contents (without the formatting) or only the formatting (without the cell contents), many of these

Paste Special commands are the same as the Paste Options commands mentioned previously,

however Paste Special has a few extra options…

To paste particular parts of a cell selection, click the Paste button down-arrow on the Home tab. Then,

click Paste Special on its drop-down menu to open the Paste Special dialog box.






FIGURE 1-15: ACCESSING PASTE SPECIAL

FIGURE 1-16: PASTE SPECIAL WITH ALL OPTIONS DISPLAYED

Important Notes...

• Just like Paste Options, the options displayed under Paste Special depend on the type of data

you have copied to the clipboard.

You can specify which parts of the current cell selection to use by selecting the appropriate Paste

Special options:

TABLE 1-3: CELL SELECTION PASTE SPECIAL OPTIONS






Option When you want to

All To paste all the stuff in the cell selection (formulas, formatting, you name it). This is

what happens when you paste normally.

Formulas To paste all the text, numbers, and formulas in the current cell selection without

their formatting.

Values To convert formulas in the current cell selection to their calculated values.

Formats To paste only the formatting from the current cell selection, without the cell

entries.

Comments To paste only the notes that you attach to their cells (kind of like electronic self-

stick notes).

Validation To paste only the data validation rules into the cell range that you set up with the

Data Validation command.

All Using

Source

Theme

To paste all the information plus the cell styles applied to the cells.

All Except

Borders

To paste all the stuff in the cell selection without copying any borders you use

there.

Column

Widths

To apply the column widths of the cells copied to the Clipboard to the columns

where the cells are pasted.

Formulas

and

Number

Formats

To include the number formats assigned to the pasted values and formulas.

Values and

Number

Formats

To convert formulas to their calculated values and include the number formats you

assigned to all the copied or cut values.

All Merging

Conditional

Formats

To paste conditional formatting into the cell range.

When you paste, you can also perform some simple math calculations based on the value(s) in the

copied or cut cell(s) and the value in the target cell(s)…






TABLE 1-4: PASTE SPECIAL MATHEMATICAL OPERATION

Operation Action

None

Excel performs no operation between the data entries you cut or copy to the

Clipboard and the data entries in the cell range where you paste. This is the default

setting.

Add Excel adds the values you cut or copy to the Clipboard to the values in the cell range

where you paste.

Subtract Excel subtracts the values you cut or copy to the Clipboard from the values in the cell

range where you paste.

Multiply Excel multiplies the values you cut or copy to the Clipboard by the values in the cell


Divide Excel divides the values you cut or copy to the Clipboard by the values in the cell


Finally, at the bottom of the Paste Special dialog box, you have a few other options:

TABLE 1-5: PASTE SPECIAL ADDITIONAL ACTIONS

Option When to use

Skip Blanks Select this check box when you want Excel to paste only from the cells that aren't

empty.

Transpose

Select this check box when you want Excel to change the orientation of the pasted

entries. For example, if the original cells' entries run down the rows of a single

column of the worksheet, the transposed pasted entries will run across the

columns of a single row.

Paste Link

Click this button when you want to establish a link between the copies you're

pasting and the original entries. That way, changes to the original cells

automatically update in the pasted copies.

1.4 ENTERING FORMULAS


This concept addresses the Create formulas competency of the Microsoft Office Specialist



exam objective as this objective may include but is not limited to: Use basic operators, revise

formulas.




This concept addresses the Enforce precedence competency of the Microsoft Office Specialist



exam objective as this objective may include but is not limited to: Order of evaluation, precedence

using parentheses, precedence of operators for percent vs. exponentiation.









This concept addresses the Apply cell references in formulas competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Relative, absolute.




This concept addresses the Apply cell ranges in formulas competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Enter a cell range definition in

the formula bar, define a cell range using the mouse, and define a cell range using a keyboard

shortcut.



Whenever you want to perform a calculation in Microsoft Excel you use a formula or a combination

of formulas. Microsoft Excel uses standard computer operator symbols to denote mathematical and

logical operations.

TABLE 1-6: MATHEMATICAL AND LOGICAL OPERATIONS AND THE SYMBOL(S) USED

Mathematical Operation Symbol used

Addition + (plus)

Subtraction - (minus)

Multiplication * (asterisk)

Division / (forward slash)

Exponentials (Power of) ^ (carat)

Precedence (Do this first) - enclose the

argument in parenthesis ( ) (round brackets)

Percentage % (percentage)

Equal to = (equals)

Not equal to < > (less than greater than)

Greater than > (greater than)

Less than < (less than)

There are three ways to create simple formulas in Microsoft Excel:

• Point and Click

• Typing the formula using cell addresses

• Copying / filling in a formula from another cell

Important Notes...

• It is very important to note that every calculation created in Microsoft Excel must begin with an

operator. It is common and good practice to use the = (equals) operator to begin most

calculations in Excel.






1.4.1 BOMDAS / PEMDAS / BIMDAS / BIDMAS

Complex formulas may involve more than one operation. For example, adding two numbers and then

multiplying the result by another number: = B1+G7 * F7.

When you have more than one operator in a formula you will need to know about the order of

operations. The order of operations is a rule regarding how formulas are calculated. This is also known

as enforcing precedence. With regards to the order of operations there are a few simple things to

remember…

• Formulas are calculated from left to right

• Multiplication and Division are always done before any Addition or Subtraction. Microsoft Excel

makes two left to right passes when calculating a formula (the Multiplication and Division is

done on the first pass and Addition and Subtraction on the second).

• You can force Excel to add or subtract before doing any Multiplication and Division by adding

the Addition and Subtraction operations into brackets. An easy way to remember this is to

remember the acronym BOMDAS (Brackets of Multiplication, Division, Addition, Subtraction).

Alternatively you could also use this acronym which is more technically correct, PEMDAS

(Parenthesis, Exponents, Multiplication, Division, Addition, and Subtraction). BIMDAS or

BIDMAS is another commonly used acronym that describes the order of operations.

Excercise Time... EXERCISE 1F : WORKING WITH THE ORDER OF OPERATIONS

Step 1 Open a blank new workbook

Step 2 Click cell B12 and enter the following formula: =2+1*7.

Do this calculation in your head before you press Enter. Did you arrive at an answer of 21?

Step 3 Press I

An answer of 9 is returned (not 21 as you may have first assumed)

The reason for this is because of the order of operations. Remembering that following the rule of

PEMDAS / BOMDAS / BIMDAS, multiplications are done BEFORE additions... So what is actually

happening with your calculation is that 1*7 = 7 and +2 = 9 and not 2+1 = 3 and *7 = 21

You can force an answer of 21 by adding in a set of brackets (parenthesis).

Step 4 Double click cell B12 and amend the formula to read: =(2+1)*7. Press I






This time by forcing (2+1) to be calculated first (because of the brackets) you will get an answer of 21...

(2+1) = 3 and 3 * 7 = 21.

Step 5 Double click cell B12 and amend the formula to read =(2+1)*7 – 5 – 4. Press I

You should get an answer of 12, because (2+1) = 3 and 3 * 7 = 21, then 21 – 5 = 16 and 16 – 4 = 12. The

subtractions are done last due to the order of operations.

Step 6 Double click cell B12 and make the following change to the formula...

=(2+1)*7 –(5 – 4). Press I

This time you arrive at an answer of 20, because (2+1) = 3 and (5-4) = 1... Remember brackets are

always calculated before anything else... therefore 3 * 7 = 21 and 21 – 1 = 20

Important Notes...

• Exponential operations ^ (to the power of) are performed after anything in Parenthesis

(brackets) and before Multiplication, Division, Addition or Subtraction.

• When it comes to Multiplications and Divisions, whichever occurs first in the formula (from left

to right) is calculated first.

• When it comes to Additions and Subtractions, whichever occurs first in the formula (from left to

right) is calculated first.

Step 7 Click cell B12 and press V on the keyboard to clear the contents in the cell

We will look at some other examples of this theory of mathematics at a later stage. For now, let’s

continue on and look at some other simple formulae.

Excercise Time... EXERCISE 1G : USING POINT AND CLICK FORMULAS

Step 1 Open the file named Chapter_1G.xlsx in the Desktop \ Excel \ Essentials folder

To begin with, we will be adding up a majority of the numbers on this spread sheet.

Step 2 Click cell F5 where the result of the first calculation is going to appear

Step 3 Type an equal sign: =

Step 4 Click the first cell you want to include in the formula (in this case click cell B5)






A border known as a range finder appears around cell B5

Step 5 Type: + (the addition operator)

Step 6 Click cell C5

Step 7 Type: + (addition operator)

Step 8 Click cell D5

Step 9 Type:+ (addition operator)

Step 10 Click cell E5

Your formula should now look something like this…

FIGURE 1-17: BUILDING A SIMPLE POINT AND CLICK FORMULA

Step 11 Press I or click the ENTER button on the formula bar to accept your formula.

A result of 1522 is returned

Important Notes...

• As you select cells and enter operators, you are building a formula in the formula bar. The cell

reference in the formula bar is the same colour as the range finder surrounding the cell

reference.

• In our formula we are using the actual cell references in the formula i.e. =B5+C5+D5+E5, instead

of typing =388+250+399+485. The reason for using the cell references as opposed the actual

values is that if the contents of cells B5:E5 change, our answer in cell F5 will update

automatically.

Step 12 Click cell E5 and type over the cell to change to value to: 600. Press I

Note how your total in cell F5 changes to 1637 automatically.

Step 13 Click cell F5 and delete the formula by pressing V on the keyboard

Step 14 Save the workbook (leave it open for the next exercise)






1.4.2 USING AUTOSUM TO CREATE TOTALS FORMULAS

While basic mathematical operators work well for formulas that contain a few cell addresses, they can

become extremely cumbersome when creating a formula to add one hundred cells together,

especially if you had to use the point and click or traditional typing methods. Enter the AutoSum

button.

The AutoSum button is found on the Home tab as well on the Formulas tab and provides quick

access to these functions used to summarize data.

FIGURE 1-18: MICROSOFT EXCEL AUTOSUM FOUND ON THE HOME TAB

TABLE 1-7: MICROSOFT EXCEL AUTOSUM OPTIONS (BELOW)

AutoSum button Function

SUM Returns the total values in a range of cells

AVERAGE Returns the arithmetic mean (average) for a range of cells

COUNT NUMBERS Returns the number of cells in a range that contain numerical values. This is

also known as the COUNT function

MAX Returns the highest values from a range of cells

MIN Returns the lowest values from a range of cells

More Functions... Provides access to many more of Excels’ built-in functions

Excercise Time... EXERCISE 1H : USING AUTOSUM TO CREATE FORMULAS (A FUNCTION FORMULA)

Step 1 Continue on with the file left open from the previous exercise, or alternatively open the file

Chapter_1H.xlsx located in the Desktop \ Excel \ Essentials folder

Step 2 Select the cell where the result of the formula should appear, in this case, cell F5

Step 3 On the Home tab, click the AutoSum button

Excel, being the helpful little creature that it is, guesses at the cells you are trying to add, in this case

it guesses correctly and creates the following function formula... =SUM(B5:E5)






FIGURE 1-19: THE SUM FUNCTION IN ACTION

Important Notes...

• Excel automatically selects a nearby range of numbers to SUM, B5:E5. If the selection is not

correct, simply re-select the correct numbers you want to add.

Before we continue, let’s look at the SUM function in more detail...

= SUM (B5:E5)

Operator Function Name Argument

= SUM (B5:E5)

says this is a formula name of the calculation performed on cells B5:E5

Step 4 Press I or click ENTER to create the formula

Another alternative for performing the SUM function is to do the following...

Step 5 Select the range B6:F6, where F6 is last cell in the selection where you calculation will go. On the Home

tab, click the AutoSum button

Step 6 Click cell F6 and look at the function in the formula bar, you will notice that it is pretty much the same

as the previous SUM function created in steps 3 – 4, except that the calculation is for cells B6:E6

FIGURE 1-20: LOOKING AT THE FUNCTION IN THE FORMULA BAR

By this stage you may have noticed that many of the formulas used in this particular workbook are

going to be the same. Instead of recreating the formula over and over again, you can copy or fill the

formula from other existing cells that contain the same formula structure.

As seen earlier, filling is a form of copying. When performing a fill or copy, Microsoft Excel

automatically adjusts the formula contained within the cell relative to its new position.

Step 7 Click cell F6 (if it is not already selected). Grab the AutoFiller and drag the AutoFiller down to row 14






FIGURE 1-21: USING THE AUTOFILLER TO COPY A FORMULA

Step 8 Double click cell F7, you will notice that the SUM function is the same as the previous SUM in cell F6,

but yet again, Excel has automatically adjusted the formula to the next row. Press I

Step 9 Double click cell F8, you will notice that the SUM function is the same as the previous SUM in cell F7,

but yet again, Excel has automatically adjusted the formula to the next row. Press L to exit the

formula without making a change

Step 10 Select the range F5:F14 and press V on the keyboard to clear the contents of F5:F14

Using AutoSUM and the AutoFiller is great and is very effective, but in this example there would be

a quicker method to add up most of the data on the sheet. In this example, not only are you adding

up each row (for the State totals), but you will also be adding up the columns for the (Qtr totals).

Step 11 Select the range B5:F16






FIGURE 1-22: SELECTING A RANGE FOR THE PURPOSE OF AUTOSUM

Step 12 On the Home tab, click the AutoSum button

Presto, each row of data is automatically calculated (SUM), each column of selected data is

automatically calculated (SUM)

QUICK NOTES

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FIGURE 1-23: THE END RESULT OF AUTOSUM

Step 13 Double click cell B16, notice how the SUM function is summing the column

Step 14 Press L to exit the formula without making a change

Step 15 Save the workbook and leave the file open for the following exercise

1.4.3 CALCULATE A PERCENTAGE OF

In cell G5 we want to calculate what percentage Jan’s Total (cell F5) is of the Total (cell F16). In order to

calculate a percentage in Excel, you adopt a similar approach to what you might do if you were

calculating a percentage on a calculator.

Before we get there though, let’s go back to school for a second... Remember the NUMERATOR over

the DENOMINATOR?

To calculate a percentage... say 1799 as a percentage of 6454. You would divide 1799 by 6454 and

then multiply the answer by 100.

1637 Numerator

--------- over (divided by) x 100 = %

13736 Denominator

Let’s put this into an Excel format...

= F5 / F16

We will do the multiplication by 100 in a slightly different way shortly.






Once again, notice how we are going to be using cell references instead of actual values, this is

because WA’s total may change (as might the grand total), and we will be copying the formula down

the column later on.

Excercise Time... EXERCISE 1I : CALCULATING A PERCENTAGE


Chapter_1i.xlsx

Step 2 Click cell G5 (where the percentage calculation is going to be)

Step 3 Type: = and then click cell F5 (Jan’s total)

Step 4 Type: / and then click cell F16 (the Total)

Your formula should look something like this...

FIGURE 1-24: NUMERATOR OVER THE DENOMINATOR

Step 5 Press I.

You should get the following answer, 0.119175888 (or something very similar). To convert the decimal

into a percentage and apply two decimal places…

Step 6 Click cell G5 and click the icon on the Home tab.

Step 7 Click the Increase decimals button twice






FIGURE 1-25: INCREASE DECIMALS

Useful Tips...

• You can also choose the Percentage from the Formats drop-down in the Number group of

the Home tab

FIGURE 1-26: PERCENTAGE FORMAT BEING APPLIED

Your answer should now display as 11.92%.

Step 8 Leave the file open and proceed to the following exercise

1.4.4 ABSOLUTE REFERENCES

To save a little bit of time we should now consider simply dragging our percentage formula down to

row 14 (to calculate the other state percentages against the Grand Total). Keep in mind how Excel

automatically adjusts a formula when you copy (or AutoFill) that formula.






Excercise Time... EXERCISE 1J : USING ABSOLUTE REFERENCES


Chapter_1j.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Click cell G5 (if it is not already selected), grab the AutoFiller and pull it down to row 14. Release the

mouse

Instead of your formula working the way you expected it to, you instead receive a series of #DIV/0!

errors... not good

FIGURE 1-27: WHEN USING THE AUTOFILLER, YOU RECEIVE ERRORS?

Remember how when we first did our SUM function and the copied it down the column, it

automatically adjusted the formula to the next row? Well the same thing is happening here.

Step 3 Double click cell G6, you will notice how the formula has moved (adjusted) away from cell F16 to cell

F17. Press I






FIGURE 1-28: THE RELATIVE REFERENCE IS MOVING AWAY FROM CELL F16


F18. Press I


F19. Press I

This is one example of an instance where you do not want Excel to adjust the formula, specifically,

away from cell F16, because when it does, the calculation is no longer correct; not only because it now

refers to the wrong cells, but also because cells F17, F18, and F19 (and so on…) are blank (they contain

0), and in arithmetic you cannot divide a number by zero.

Instead of manually correcting each percentage formula to refer back to cell F16, we should rather

use something called Absolute references.

Step 6 Double click cell G5, click after the reference to cell F16 (within the cell G5 or within the formula bar).

Step 7 Press 4 on the keyboard

This adds a series of $ to $F$10. These $ signs basically mean when you copy the formula, do not

move away from column F ($F) and do not move away from row 16 ($16)... $F$16

FIGURE 1-29: CREATING AN ABSOLUTE REFERENCE

Step 8 Grab the AutoFiller and copy the formula down to row 16. The formula should now work






FIGURE 1-30: HAVING ADDING THE ABSOLUTE REFERENCE THE FORMULA NOW WORKS

Step 9 Double click any one of your other percentage answers.

Note how your formula has not adjusted away from cell $F$16

Useful Tips...

• The shortcut keystroke for filling down is F+D. F+R fills to the right

Step 10 Save the workbook and eave the file open for the following exercise

1.4.5 PASTING A LINK TO DATA ON ANOTHER SHEET

In the following exercise, you will discover how to use a simple copy / paste method to build a formula

to link sheets together.

Excercise Time... EXERCISE 1K : PASTE LINK


Chapter_1k.xlsx

Step 2 Navigate to the Summary sheet

Step 3 Select cells A1:B2

Step 4 Copy the selected cells

Step 5 Navigate back to the Project 1 sheet

Step 6 Right click cell i1 and choose Paste Link






FIGURE 1-31: PASTE LINK

Step 7 Cells i1:J2 on the Project 1 sheet are now linked to cells A1:B2 on the Summary sheet

A quick glance at the Formula Bar (which any one of the cells in the range i1:J2 selected will reveal

the formula that now links the two sheets together.

FIGURE 1-32: LINKED CELLS IN THE FORMULA BAR

Important Notes...

• It is important that you note that cells i1:J2 on the Project 1 sheet were pre-formatted before

the link was pasted. This is by no means necessary that you do this, however; you will at some

stage need to format the cells appropriately so they appear the way you want them, because

you only pasted a link to the data and not the formatting.

Step 8 Navigate back to the Summary sheet

Step 9 Change cell B2 to a value of 10%


Note how cell J2’s value has automatically changed

Step 11 Save the workbook. Leave the file open for the following exercise

1.4.6 CALCULATE A SPECIFIC PERCENTAGE

To calculate 10% of cell F5 (e.g. the GST value of F5), perform the following simple calculation...






Excercise Time... EXERCISE 1L : A SIMPLE METHOD FOR CALCULATING A GST VALUE


Chapter_1L.xlsx

Step 2 Click cell H5 and type: =

Step 3 Click cell F5 and then press *and then click cell J2

Your formula should look like this...

FIGURE 1-33: CALCULATING GST

You will now need to “lock” (more specifically Absolute) cell J2 so that when the formula is copied down

the formula reference will not move away from J2.

Step 4 With you cursor flashing at the end of the J2 portion of your formula, press n on the keyboard

Your formula should now look like this…

FIGURE 1-34: ABSOLUTE REFERENCE TO CELL J2

Step 5 Press I. You now have 10% of cell H5

Important Notes...

• To calculate the GST Inclusive amount, simply take the value and multiply the value by 110%.

E.G. =100*110% results in 110






• If you would like to calculate the GST portion of a total that already has the GST included simply

take the GST inclusive total and divide it by 11. E.G. =110/11 results in 10

• If you would like to calculate the Total portion of a total that already has the GST included simply

take the GST inclusive total and divide it by 1.1. E.G. =110/1.1 results in 100

Step 6 Copy the formula result in cell H5 down to row 14

Step 7 Navigate back to the Summary sheet and change cell B2 to a value of 110%


Notice how the value in J2 has changed which now in turn automatically affects all the current

formulas in column H. Each of these figures are now 10% loaded on top of the original values in

Column F, in the context of this workbook, they are now “GST Inclusive”.

Step 9 Click cell i5 and create the following formula: =H5/11

FIGURE 1-35: DETERMINING THE GST PORTION

You have now determined the GST portion of a GST loaded figure (more specifically the 10% portion

of a figure that had 110% applied).

Step 10 Use the AutoFill handle to Copy the formula down to row 14


1.4.7 CALCULATING AN AVERAGE, MINIMUM, MAXIMUM AND COUNT / COUNTA

In addition to being able to calculate the SUM, you can also perform other statistical calculations such

as AVERAGE, MAX (highest), MIN (lowest), COUNT (count numbers) or COUNTA (all cells that have a

value).

Excercise Time... EXERCISE 1M : CALCULATING AN AVERAGE, MINIMUM AND MAXIMUM


Chapter_1M.xlsx

Step 2 Click cell B17

Step 3 Click the drop-down arrow next to the AutoSUM button and choose AVERAGE






FIGURE 1-36: CHOOSING THE AVERAGE FUNCTION FROM THE AUTOSUM DROP-DOWN

Excel tries to help you out by selecting what it thinks are the cells you are trying to AVERAGE. In this

case it has “guessed” incorrectly, to correct the formula, reselect the range B5:B15.

FIGURE 1-37: RESELECTING THE CORRECT RANGE ON WHICH TO PERFORM THE AVERAGE

You will notice you have extended the formula to include cell B15 (one extra cell). This is not a

requirement that you do so, but in most instances this is good practice, because should you choose

to add more rows e.g. data for Nov and Dec, the formula will automatically adjust and include the new

rows added and you will not have to amend the formula to include the new rows.

Step 4 Press I

Step 5 On cell B18, click the drop-down arrow next to the AutoSUM button and choose MAX

Once again, Excel tries to help you out by selecting what it thinks are the cells you are trying to MAX.

In this case it has “guessed” incorrectly.

Step 6 To correct the formula, reselect the range B5:B15

Step 7 Press I

Step 8 On cell B19, click the drop-down arrow next to the AutoSUM button and choose MIN






Once again, Excel tries to help you out by selecting what it thinks are the cells you are trying to MIN.



Step 10 Press I

Step 11 On cell B20, click the drop-down arrow next to the AutoSUM button and choose COUNT NUMBERS

Once again, Excel tries to help you out by selecting what it thinks are the cells you are trying to MIN.



Step 13 Press I

COUNT NUMBERS builds a formula called COUNT will only counts cells that contain numeric values.

In this example you have determined that the spreadsheet contains 10 entries for Week 1.

Your spread sheet should now look something like the following figure...

FIGURE 1-38: THE “CALCULATED” WORKSHEET

Step 14 Change cell B5 to the word: Text and press J

Note how the records count only returns a value of 9. This is because the COUNT function only counts

number values.

Step 15 Click cell B20 and within the Formula Bar amend the formula to look like the following figure and

then press J






FIGURE 1-39: CHANGE COUNT TO COUNTA

Note how the records count now returns a value of 10. This is because the COUNTA function counts

all cells within the specified range that all not empty (all values).

Step 16 Change cell B5 back to a value of 388 and press J

Step 17 Select the range B16:B20 and drag the AutoFill handle over to column J

FIGURE 1-40: COPY THE FORMULAS ACROSS

Note how the “Percentage” totals in column G do not have the correct Percentage format applied.

Step 18 Click any of the existing “correctly displayed” Percentages in column G and then click the Format

Painter icon (in the Clipboard group of the Home tab)

Step 19 Drag over cells G16:G19

FIGURE 1-41: USING THE FORMAT PAINTER TO TRANSFER THE CORRECT FORMATS

The range G16:G19 is now correctly formatted. You naturally could’ve also selected the range G16:G19

and then applied the Percent format.

Step 20 Save and Close the workbook






Useful Tips...

• Cells that contain formulas display the formula result. You can view the formula by clicking the

cell and looking in the formula bar, or double click the cell. Alternatively you can perform

formula auditing by pressing F+ ~ (tilde), to switch to formula auditing mode (press F+ ~

again to close formula auditing mode).

• Quick Sum – If you want a quick answer without actually having to create a formula. You have

the option of using Quick Sum. Select the values you want to calculate. In the bottom right

corner of the status bar you will notice the words SUM: XXXX (XXXX being the SUM of the

selected cells).

• You can modify your Quick Sum to other standard AutoSum functions simply by right clicking

the SUM: (or AVERAGE: ) option in the status bar and by applying one of the other options such

as, MIN, MAX and COUNT

FIGURE 1-42: USE QUICK SUM FOR QUICK ANSWERS






QUICK NOTES

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CHAPTER SUMMARY…

• Excel uses a grid type structure where your workspace is divided into columns and rows

• A group of cells is referred to as a range

• You can easily duplicate or copy data or even make your own patterns using the AutoFiller

• The Order of Operations determines the sequence in which the steps of any calculation is performed

• The AUTOSUM button can be used to quickly access common functions

• Use $ signs in your formulas when you want to lock the formula to a certain cell (This is known as an Absolute Reference)

CHAPTER QUESTIONS TRUE FALSE

1. You can insert or delete more than one row or column at a time by selecting the desired number of columns or rows ○ ○

2. Deleting cells, columns or rows physically removes the cells, columns or rows ○ ○

3. Pressing DEL on the keyboard only Clears Contents and does not physically delete the selected cells, columns or rows ○ ○

4. Cutting, moves data, whereas Copying is used to duplicate data ○ ○

5. Formulas do not require an operator such as =, + or – at the start of the formula ○ ○

6. Multiplication and Addition share the same level of precedence in the Order of Operations ○ ○

7. Brackets will force a portion of an equation or formula to precede another part of the formula or equation ○ ○

8. All formulas should refer to constant (manually typed) values ○ ○

9. You can use the F4 shortcut key to create an Absolute cell reference within a formula ○ ○

10. To determine one figures percentage of another figure, you can divide one figure by another and apply the % format ○ ○

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CHAPTER QUESTION ANSWERS TRUE FALSE

1. You can insert or delete more than one row or column at a time by selecting the desired number of columns or rows ● ○

2. Deleting cells, columns or rows physically removes the cells, columns or rows ● ○

3. Pressing DEL on the keyboard only Clears Contents and does not physically delete the selected cells, columns or rows ● ○

4. Cutting, moves data, whereas Copying is used to duplicate data ● ○

5. Formulas do not require an operator such as =, + or – at the start of the formula ○ ●

6. Multiplication and Addition share the same level of precedence in the Order of Operations ○ ●

7. Brackets will force a portion of an equation or formula to precede another part of the formula or equation ● ○

8. All formulas should refer to constant (manually typed) values ○ ●

9. You can use the F4 shortcut key to create an Absolute cell reference within a formula ● ○

10. To determine one figures percentage of another figure, you can divide one figure by another and apply the % format ● ○






PART 2 : NAMES, FORMULAS & HYPERLINKS In this session...

• Naming Ranges

• Calculations across sheets

• Using 3D References

• Revising Formulas

• The IF function

• Creating and editing hyperlinks

2.1 NAMED RANGES


This concept addresses the Apply named ranges in formulas competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Define, edit and rename a

named range.



By using names, you can make your formulas much easier to understand and maintain. You can

define a name for a cell range, function, constant, or table. Once you adopt the practice of using

names in your workbook, you can easily update, audit, and manage these names.

A name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference,

constant, formula, or table, each of which may be difficult to comprehend at first glance. The following

information shows common examples of names and how they can improve clarity and understanding.

TABLE 2-1: NAMED RANGE EXAMPLES

EXAMPLE EXAMPLE WITH NO NAME EXAMPLE WITH A NAME

Reference =SUM(C20:C30) =SUM(FirstQuarterSales)

Constant =PRODUCT(A5,8.3) =PRODUCT(Price,WASalesTax)

Formula =SUM(VLOOKUP(A1,B1:F20,5,FALSE), -G5) =SUM(Inventory_Level,-Order_Amt)

Table C4:G36 =TopSales06

2.1.1 TYPES OF NAMES

There are several types of names that you can create and use.

• A DEFINED NAME is a name that represents a cell, range of cells, formula, or constant value.

You can create your own defined name, and Microsoft Excel sometimes creates a defined name

for you, such as when you set a print area.

• A TABLE NAME is a name for an Excel table, which is a collection of data about a particular

subject that is stored in records (rows) and fields (columns). Excel creates a default Excel table

name of table1, table2, and so on, each time that you insert an Excel table, but you can change

a table's name to make it more meaningful.






2.1.2 THE SCOPE OF A NAME

All names have a scope, either to a specific worksheet (also called the local worksheet level) or to the

entire workbook (also called the global workbook level). The scope of a name is the location within

which the name is recognized without qualification. For example:

If you have defined a name, such as Budget_FY08, and its scope is Sheet1, that name (if not qualified)

is recognized only in Sheet1, but cannot be recognized in other sheets without qualification.

To use a local worksheet name in another worksheet, you can qualify it by preceding it with the

worksheet name, as the following example shows:

Sheet1!Budget_FY08

If you have defined a name, such as Sales_Dept_Goals, and its scope is limited to the workbook, that

name is recognized for all worksheets in that workbook, but not for any other workbook.

A name must always be unique within its scope. Excel prevents you from defining a name that is not

unique within its scope. However, you can use the same name in different scopes. For example, you

can define a name, such as GrossProfit, that is scoped to Sheet1, Sheet2, and Sheet3 in the same

workbook. Although each name is the same, each name is unique within its scope. You might do this

to ensure that a formula that uses the name, GrossProfit, is always referencing the same cells at the

local worksheet level.

You can even define the same name, GrossProfit, for the global workbook level, but again the scope

is unique. In this case, however, there can be a name conflict. To resolve this conflict, by default, Excel

uses the name that is defined for the worksheet because the local worksheet level takes precedence

over the global workbook level. If you want to override the precedence and you want to use the

workbook name, you can disambiguate the name by prefixing the workbook name, as the following

example shows:

WorkbookFile!GrossProfit

You can override the local worksheet level for all worksheets in the workbook, with the exception of

the first worksheet, which always uses the local name if there is a name conflict and cannot be

overridden.

QUICK NOTES

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2.1.3 DEFINING AND USING NAMES

You can define a name by using the following methods…

TABLE 2-2: METHODS OF NAMING RANGES

Method Description

Name box on the

formula bar This is best used for creating a workbook level name for a selected range.

Existing row and

column labels of a

selection of cells

You can use the Create from Selection command to conveniently create

names from existing row and column labels by using a selection of cells

in the worksheet.

New Name dialog box

This is best used for when you want more flexibility in creating names,

such as specifying a local worksheet level scope or creating a name

comment.

Important Notes...

• By default, names use absolute cell references.

You can use a defined name in a formula by entering it as follows…

TABLE 2-3: METHODS AND TECHNIQUES OF USING NAMED RANGES

Method Technique

Typing Typing the name, for example, as an argument in a formula.

Using Formula

AutoComplete

Use the Formula AutoComplete drop-down list, where valid names are

automatically listed for you.

Selecting from the

Use in Formula

command

Select a defined name from a list available from the Use in Formula

command in the Defined Names group on the Formulas tab.

2.1.4 AUDITING NAMES

A simple way to keep track of all defined names in a workbook, is to create a list that displays all

defined names and their locations. To do this…

• Locate an area with two empty columns on the worksheet (the list will contain two columns,

one for the name and one for a description of the name).

• Select a cell that will be the upper-left corner of the list.

• On the Formulas tab, in the Defined Names group, click Use in Formula, and then click Paste

Names.

• In the Paste Names dialog box, click Paste List.






2.1.5 SYNTAX RULES FOR NAMES

The following is a list of syntax rules that you need to be aware of when you create and edit names.

• VALID CHARACTERS. The first character of a name must be a letter, an underscore character

(_), or a backslash (\). Remaining characters in the name can be letters, numbers, periods, and

underscore characters.

• CELL REFERENCES ARE NOT ALLOWED. Names cannot be the same as a cell reference, such

as Z$100 or R1C1.

• SPACES ARE NOT ALLOWED. Spaces are not allowed as part of a name. Use the underscore

character (_) and period (.) as word separators; for example, Sales_Tax or First.Quarter.

• NAME LENGTH. A name can contain up to 255 characters.

• CASE SENSITIVITY. Names can contain uppercase and lowercase letters. Excel does not

distinguish between uppercase and lowercase characters in names. For example, if you created

the name Sales and then create another name called SALES in the same workbook, Excel

prompts you to choose a unique name.

Important Notes...

• You cannot use the uppercase and lowercase characters "C", "c", "R", or "r" as a defined name,

because they are all used as a shorthand for selecting a row or column for the currently selected

cell when you enter them in a Name or Go To text box.

2.1.6 DEFINING A NAME FOR A CELL OR CELL RANGE ON A WORKSHEET

Excercise Time... EXERCISE 2A : DEFINE A NAME FOR A CELL OR CELL RANGE ON A WORKSHEET

Step 1 Select the cell, range of cells, or nonadjacent selections that you want to name.

Step 2 Click the Name Box at the left end of the Formula Bar.

FIGURE 2-1: THE NAME BOX APPEARS LEFT OF THE FORMULA BAR

Step 3 Type the name that you want to use to refer to your selection.

Step 4 Press J.

2.1.7 DEFINE A NAME BY USING A SELECTION OF CELLS IN THE WORKSHEET

You can convert existing row and column labels to names.






Excercise Time... EXERCISE 2B : DEFINE A NAME BY USING A SELECTION OF CELLS IN THE WORKSHEET

Step 1 Select the range that you want to name, including the row or column labels.

Step 2 On the Formulas tab, in the Defined Names group, click Create from Selection.

FIGURE 2-2: CREATE FROM SELECTION

Step 3 In the Create Names from Selection dialog box, designate the location that contains the labels by

selecting the Top row, Left column, Bottom row, or Right column check box.

FIGURE 2-3: CREATE NAMES FROM SELECTION DIALOG BOX

Important Notes...

• A name created by using this method refers only to the cells that contain values and does not

include the existing row and column labels.

2.1.8 DEFINE A NAME BY USING THE NEW NAME DIALOG BOX

Excercise Time... EXERCISE 2C : DEFINE A NAME BY USING THE NEW NAME DIALOG BOX

Step 1 On the Formulas tab, in the Defined Names group, click Define Name.

Step 2 In the New Name dialog box, in the Name box, type the name that you want to use for your reference.






FIGURE 2-4: NEW NAME DIALOG BOX

Step 3 To specify the scope of the name, in the Scope drop-down list box, select Workbook or the name of

a worksheet in the workbook.

Optionally, in the Comment box, enter a descriptive comment up to 255 characters.

Step 4 In the Refers to box, do one of the following:

Step 5 To enter a cell reference, type the cell reference.

Step 6 To enter a constant, type = and then type the constant value.

Step 7 To enter a formula, type = and then type the formula.

Useful Tips...

• The current selection is entered by default. To enter other cell references as an argument, in

the Refers to: box and use the mouse to drag and select the desired cells.

• To finish and return to the worksheet, click OK.

2.1.9 MANAGE NAMES

Use the Name Manager dialog box to work with all of the defined names and table names in the

workbook. For example, you may want to find names with errors, confirm the value and reference of

a name, view or edit descriptive comments, or determine the scope. You can also sort and filter the

list of names, and easily add, change, or delete names from one location.






FIGURE 2-5: NAME MANAGER DIALOG BOX

To open the Name Manager dialog, on the Formulas tab, in the Defined Names group, click Name

Manager.

2.1.10 SORTING NAMES

To sort the list of names in ascending or descending order, click the column header.

2.1.11 FILTER NAMES

Use the commands in the Filter drop-down list to quickly display a subset of names. Selecting each

command toggles the filter operation on or off, which makes it easy to combine or remove different

filter operations to get the results that you want.

QUICK NOTES

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FIGURE 2-6: FILTERING NAMES

To filter the list of names, do one or more of the following…

TABLE 2-4: FILTERING NAMES

SELECT TO

Names Scoped To

Worksheet Display only those names that are local to a worksheet.

Names Scoped To

Workbook Display only those names that are global to a workbook.

Names With Errors Display only those names with values that contain errors (such as #REF,

#VALUE, or #NAME).

Names Without

Errors Display only those names with values that do not contain errors.

Defined Names Display only names defined by you or by Excel, such as a print area.

Table Names Display only table names.

2.1.12 CHANGE A NAME

If you change a defined name or table name, all instances of that name in the workbook are also

changed.

Excercise Time... EXERCISE 2D : CHANGING A NAME

Step 1 On the Formulas tab, in the Defined Names group, click Name Manager.

Step 2 In the Name Manager dialog, click the name that you want to change, and then click Edit.

Step 3 In the Edit Name dialog box, in the Name box, type the new name for the reference.

Step 4 In the Refers to box, change the reference (if needed), and then click OK.

Step 5 In the Name Manager dialog, in the Refers to box, change the cell, formula, or constant represented

by the name.






To cancel unwanted or accidental changes, click Cancel, or press L.

Step 6 To save your changes, click Commit, or press J.

Important Notes...

• The Close button only closes the Name Manager dialog. Clicking Close is not required to

commit changes that have already been made.

2.1.13 DELETE ONE OR MORE NAMES

Excercise Time... EXERCISE 2E : DELETING A NAMED RANGE

Step 1 On the Formulas tab, in the Defined Names group, click Name Manager.

Step 2 In the Name Manager dialog, click the name that you want to change.

Step 3 Select one or more names by doing one of the following:

Step 4 To select a name, click it.

Step 5 To select more than one name in a contiguous group, click and drag the names, or press G and

click the mouse button for each name in the group.

Step 6 To select more than one name in a non-contiguous group, press F and click the mouse button for

each name in the group.

Step 7 Click Delete. You can also press the V key.

Step 8 Click OK to confirm the deletion.

2.2 WORKING WITH SHEETS (INTERMEDIATE)


This concept addresses the Create and format worksheets competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Insert worksheets, delete

worksheets, copy, reposition, copy and move, rename, grouping, apply colouring to worksheet

tabs, hiding worksheet tabs, and Unhiding worksheet tabs.



2.2.1 DUPLICATING, MOVING AND RENAMING SHEETS, COLOURING TABS AND GROUPING

Worksheets are like documents within a workbook. In Microsoft Excel, you can rename the

worksheets, giving them useful names that describe their contents.






The default worksheet names; Sheet1, Sheet2, Sheet3 etc… describe the original order of the sheets.

You should rename the sheets with text, including spaces that describe their contents to make it easier

to navigate in the workbook. You can have up to 32 characters in a worksheet name. The name can

include spaces, underscores and hyphens. In Excel 2002 onward, you can also set the colour of the

sheet tabs.

If you already have created a work sheet that has the formatting, formulas and structure that you like

and you would like to use that structure for future sheets (i.e. next week or next month). Why start

again from a blank sheet? Well... you don’t have to; you can simply duplicate an existing sheet and

then modify the data to suit.

Excercise Time... EXERCISE 2F : COPYING, MOVING AND RENAMING WORKSHEETS

Step 1 Open the file: Chapter_2F.xlsx (located in the Desktop \ Excel \ Essentials folder)

Step 2 Click and hold the down the left mouse button on the Project 1 sheet

FIGURE 2-7: DRAG SHEET ICON

Step 3 Hold down the F key on the keyboard (while still holding down the left mouse button). A plus sign

appears within the white page icon

Step 4 While still holding F (and still holding down the left mouse button), drag the mouse to the right hand

side of the existing Project 1 sheet

Step 5 A drag triangle appears on the right hand side of Project 1 as seen in the figure below

FIGURE 2-8: DRAG TRIANGLE

Step 6 Release the mouse button to duplicate the existing Project 1 sheet (you can now release F). Your

new duplicated sheet is automatically named Project 1 (2)

Important Notes...

• Within a workbook, each sheet name must be unique, so Microsoft Excel names the copy

Project 1 (2).

Step 7 Rename the Project 1 (2) by first double clicking the “words” Project 1 (2) on your newly duplicated

sheet tab and then typing the new name: Project 2

Step 8 Press I

Step 9 Repeat steps 2-6 on the Project 1 sheet to duplicate the Project 1 sheet at the end






Step 10 Rename the new Project 1 (2) sheet to: Project 4 (yes... Project 4). Press I

Step 11 Right click the Project 1 sheet tab and choose Move or Copy from the shortcut menu (or left click the

Project 1 tab and choose Format > Move or Copy Sheet found on in the Cells area on the Home

tab) which will open the Move or Copy dialog box as seen in the figure below

FIGURE 2-9: MOVE OR COPY SHEETS DIALOG BOX

Step 12 In the Before sheet list, choose Project 3, click the Create a copy checkbox

Step 13 Click OK to copy the Project 1 sheet before the Project 4 sheet

Step 14 Rename the Project 1 (2) sheet to: Project 3 (remember to press I after typing Project 3)

Step 15 Click the Project 4 sheet. Drag the Project 4 sheet before the Summary sheet (then release the

mouse button). By dragging a sheet without holding F you are able to rearrange the order of the

sheets

Step 16 Drag the Project 4 sheet back to its’ correct position (directly after the Project 3 sheet)

To navigate between your sheets, click the sheet name that you want to navigate to. On larger sheets

you may need to use the navigation buttons (on the left edge of your sheets).

FIGURE 2-10: SHEET NAVIGATION BUTTONS

Useful Tips...

• By right clicking the sheet navigation buttons and selecting a sheet from the resulting shortcut

menu you will move to that sheet. This is really handy when you have many sheets to navigate

through.






You can use the same Move or Copy dialog box to move or copy worksheets from one workbook

(excel document) to another open workbook (excel document). In the following exercise you will Move

and Copy sheets between workbooks.

Excercise Time... EXERCISE 2G : MOVING AND COPYING WORKSHEETS BETWEEN WORKBOOKS


Chapter_2G.xlsx

Step 2 Open the workbook entitled Class_Sales charts.xlsx located in the Desktop \ Excel \ Essentials

folder

Step 3 Return to the workbook in step 1

Step 4 Right click the Project 1 sheet

Step 5 Choose Move or Copy from the shortcut menu to open the Move or Copy dialog box

Step 6 In the To Book list, click the dropdown arrow next to new workbook and choose Class_Sales

charts.xlsx

FIGURE 2-11: MOVING A SHEET BETWEEN WORKBOOKS

Step 7 In the Before sheet list, choose (move to end)

Important Notes...

• You can also move or copy sheet(s) into a blank New Book or an existing open book.

Step 8 Enable the Create a Copy check box. Click OK

The Project 1 sheet is copied into the Class_Sales charts.xlsx workbook

Step 9 Close the Class_Sales charts.xlsx workbook

Step 10 When prompted if you want to save changes, click No. You should automatically be returned to the

workbook from step 1






Step 11 Right click the Project 1 tab. Choose tab colour from the shortcut menu, choose a colour from the

palette and click OK

Step 12 Right click the Project 2 tab. Choose tab colour from the shortcut menu, choose a colour from the

palette and click OK

Step 13 Colour the Project 3 & Project 4 tabs a different colour using the same method in step 11 or 12

Step 14 Save the workbook. Keep the workbook open for the following exercise

2.2.2 GROUPING SHEETS

In Excel you may occasionally want to make the same formatting or data changes to many pre-existing

sheets, this is very easily accomplished... if you first group your sheets together, before making your

changes.

Excercise Time... EXERCISE 2H : GROUPING SHEETS


Chapter_2H.xlsx

Step 2 Navigate to the Project 1 sheet

Step 3 Press and hold G, click the Project 4 sheet tab, release G

All sheets from Project 1 to Project 4 are now selected.

Step 4 Select the range A1:H1

Step 5 On the Home tab, within the Alignment group, click the Merge and Center button

Step 6 Select the range A2:H2

Step 7 On the Home tab, within the Alignment group, click the Merge and Center button

Step 8 Click cell A1 and then click into the Formula Bar

Step 9 Double click the word “Corporation” (this selects the word Corporation), overtype the word

“Corporation” replacing it with the following text: Industries. Press I

Step 10 Left click any one of your other Project tabs

You will notice how your changes have carried over to every other sheet. Oh, Happy Days ☺

Step 11 Left click the Summary sheet (or right click one of the selected sheets and choose Ungroup Sheets)

to ungroup the sheets






Useful Tips...

• When creating Headers and Footers they are normally only applied to the sheet you are

currently working on. By using grouping, you can easily apply the same Headers and Footers to

many sheets at once.

Step 12 You can also select all sheets, by right clicking any existing sheet tab and then choosing Select All

Sheets.

Step 13 You can also use grouping to duplicate or delete many sheets at once.

Step 14 You can make multiple copies of sheets (or move multiple sheets) or even delete multiple sheets by

using grouping… e.g. If you have three sheets selected and you Move or Copy you will either end up

with three additional sheets (if you copied), or you will move three sheets.

Important Notes...

• You can use click, G, click to select from one sheet to another (including every sheet in-

between). Remember to keep your finger down on the G key.

• Use click, F, click to select multiple random sheets. Remember to keep your finger down on

the F key until you are finished clicking the various sheets.

• Remember to Ungroup the sheets once you have finished performing your changes or

additions.


2.3 CREATING MORE COMPLEX FORMULAS

Microsoft Excel formulas can be simple formulas that add one cell to another or they can be more

complicated formulas that use cell contents from several worksheets as well as statistical, financial

and other functions. In this session, we will create advanced formulas using more advanced cell

references and functions.

2.3.1 CALCULATIONS ACROSS SHEETS

It is a common requirement in Excel that you be able to extract values from other sheets and use

them in your calculations. In the following exercise, you will extract values from across sheets. Later

on you will add-up values across sheets.

Excercise Time... EXERCISE 2I : REFERENCING VALUES FROM OTHER SHEETS


Chapter_2i.xlsx (located in the Desktop \ Excel \ Essentials folder)

Step 2 If it is not already selected, click cell A5

Step 3 Type the words: Project 1






Step 4 Drag the AutoFill handle of cell A5 down to row 8

Notice how Excel automatically creates the pattern Project 2, Project 3, Project 4. You may also notice

that Excel has transferred the top border of cell A5 through to cell A8.

Step 5 Click the AutoFill Options button and choose Fill Without Formatting

FIGURE 2-12: FILL WITHOUT FORMATTING

Note how only the value or pattern is replicated without the border. We will extract the Total from the

Project 1 sheet.

Step 6 Click cell B5 and then press =

Step 7 Click the Project 1 sheet tab, click cell H16. The formula bar should read according to the figure

below...

FIGURE 2-13: REFERENCING CELL VALUES ON OTHER SHEETS

Step 8 Press I

Pressing I on the keyboard moves you to cell B6. A figure of 15,109.60 should be displayed in

cell B5

Step 9 Press =, click the Project 2 sheet tab, click cell H16. Your formula should read: ='Project 2'!H16

Step 10 Press I

You are moved to cell B7. A figure of 15,109.60 (the same figure) should be displayed in cell B6.







Step 12 Press I



Step 14 Press I


Extracting data from other sheets (or even workbooks) in this way... has a number of advantages. Not

the least of which is that if the data on any one of the source sheets (or workbooks) change, the data

on the other sheet (because of the formula) will update automatically!

Step 15 Click on the following sheets and make the changes as instructed…

Step 16 Project 1 – Change cell B5 to 50




Step 20 Return to the Summary sheet and notice how all of the Project totals have adjusted

Step 21 Save the workbook, leaving it open for the following exercise

Now that you now know how to extract or reference individual values from other sheets, it’s now time

to learn how to calculate values across sheets. In the example used in the next exercise we will add

numbers across sheets. Just note this theory applied to any type of calculation such as multiplication,

division, subtraction and so forth.

Excercise Time... EXERCISE 2J : CALCULATING VALUES ACROSS SHEETS


Chapter_2J.xlsx

While it would be very easy to simply click cell B10 and then SUM the numbers above, we would like

to take the opportunity to demonstrate how to calculate across sheets.






FIGURE 2-14: IT WOULD BE VERY EASY TO SIMPLY SUM

Step 2 Click cell B10 and type: =

Step 3 Click the Project 1 tab, click cell H16, type: +



Step 6 Click the Project 4 tab, click cell H16

Look at the formula in the Formula Bar. It should read the same as the formula displayed in the figure

below...

FIGURE 2-15: ADDING VALUES ACROSS SHEETS

Step 7 Press I (or click the ENTER button on the formula bar)

Excel returns a calculated value of 61,864.00.

Important Notes...

• If you have accidentally clicked the wrong cell while building the formula (or have made some

other minor mistake, like pressing = instead of + where instructed). You can always click into the

Formula Bar and make your formula alterations, without having to start again.







2.3.2 USING 3D REFERENCES

In Microsoft Excel formulas, you can refer to ranges of cells that occur in the same cell or group of

cells on one or two or more worksheets with a single reference. A good way to think of a 3D reference

is as follows. Imagine a five story building with the same floor plan on each floor. The building would

relate to the workbook and each floor is a worksheet. Each room on each floor is a cell. If you were to

refer to the room in the North East corner of the building on the fifth floor, you may use a reference

similar to 5NE. However if you wanted to refer to the North East corner room on all floors you may

use a reference similar to 1-5NE. This is what is known as a 3D reference.

In the workbook we have been using thus far, the four Project worksheets have exactly the same

layout. As we now know, the Summary worksheet summarizes the figures from the various Project

worksheets.

Because all four Project worksheets have exactly the same layout, you can total all the worksheets at

once with formulas that use 3D references. For example, the formula currently in cell B10 in the

Summary worksheet refers to cell H16 in all the other worksheets: In other words...

The sum of cell H16 for the Project 1 tab through to the Project 4 tab. You are adding the same cell

but on different sheets. In the following exercise you will create 3D cell references to add the same

cell button different worksheets.

Excercise Time... EXERCISE 2K : CREATING 3D REFERENCES FORMULAS


Chapter_2K.xlsx

Step 2 Click cell B10 on the Summary worksheet

Admittedly in this example, we could simply SUM the column to achieve the respective Totals (because

we already have the numbers to SUM above. But, for the purposes of this exercise we will use a

different example.

Step 3 Click the Home tab, Click the AutoSum button to create a SUM formula

Step 4 Click the Project 1 sheet tab. Click cell H16

Step 5 Hold G and click the Project 4 tab

This selects the Project 1, Project 2, Project 3 and Project 4 worksheets (similar to grouping)

The formula in the formula bar should now read: =SUM('Project 1:Project 4'!H16)

Step 6 Press I to accept the formula






A result of 61,864.00 should be returned.

Useful Tips...

• Pressing F+I (as opposed to just pressing I), enters the value, but keeps the cursor

on the cell you have just made the modification to. This saves you having to click back on the

cell, if there are still further actions you would like to perform on the cell


2.3.3 THE IF FUNCTION


This concept addresses the Apply conditional logic in a formula competency of the Microsoft

Office Specialist Certification (Exam 77-420).


exam objective as this objective may include but is not limited to: Create a formula with values

that match your conditions, edit defined conditions in a formula, and use a series of conditional

logic values in a formula



Logical operators, such as Greater than ( > ), Less than ( < ) and Not equal to ( < > ), allow you to

compare two or more values or text strings to filter or sort in Word, Excel and Access. Microsoft Excel’s

logical functions (sometimes called IF functions) place that selection power inside of a formula. Logical

functions can be used when you want to take different actions based on the contents of a cell, such

as these:

• Applying an overtime pay formula if the hours worked are more than a certain number of hours

• Calculating different sales commissions for different sales volumes

• Displaying warning or information messages based on cell values

• Applying different transport and packaging fee’s to orders from different states

• And many more that are too numerous to mention...

The syntax of the IF function is as follows (without all of the spaces):

= IF (Logical_Test, [Value_If_True], [Value_If_False])

This is a

formula

Name of

Formula

Run this test What to do if the

test is true

What to do if the test is

false

In the following exercise, we will do two examples for the IF function. In the first example we will

display a different message if our Totals are above or below an Average.






In the second example, we will calculate a commission to apply if the totals are above a pre-

determined target.

Excercise Time... EXERCISE 2L : USING THE IF FUNCTION TO DISPLAY A MESSAGE


Chapter_2L.xlsx

Step 2 Click cell C4 and change the cell value to: Status and press J

Step 3 While on cell C5, click the Insert Function button on the formula bar

Step 4 From the Or choose a category dropdown. Choose the Logical category

FIGURE 2-16: THE INSERT FUNCTION DIALOG BOX

Step 5 Select the IF function and click OK to open the Functions Arguments dialog box

The Functions Arguments dialog box with the arguments for this formula is shown in the following

figure...






FIGURE 2-17: IF FUNCTION ARGUMENTS BOX

Step 6 Enter the arguments for the function as follows you can also refer to the next figure...

Step 7 Within the Logical_test box type: B5>Average($B$5:$B$9)

The Logical_Test argument checks to see if the Total in B5 is greater than the average of cells B5:B9:

Useful Tips...

• While you can type in the cell reference, you may find it easier to simply use the mouse to click

on cell B5 and drag over the range B5:B9.

• Once you have the range B5:B9 selected you will also want to press n to absolute this range

so that when you copy the formula down the column you will not “adjust” away from these

totals.

Step 8 Within the Value_if true box type: “Above”

If the result of the Logical_Test argument is true (the Total in B5 is greater than the average of the

range B5:B9 – which… FYI is 15,466.00), then Value_If_True formula will be applied.

Important Notes...

• Because you are returning a text value (the word Above)... you must enclose the word Above in

quotation marks.

Step 9 In the Value_if_false box type the following: “Below”

If the result of the Logical_Test argument is false (the Total in B5 is less or equal to the average of the

range B5:B9, which… FYI is 15,466.00), the Value_If_False formula is applied






Important Notes...

• Because you are returning a text value (the word Below)... you must enclose the word Above in

quotation marks.

FIGURE 2-18: IF FUNCTION ARGUMENTS AS ENTERED

Step 10 Click OK to enter the formula

A status value of Below should be returned.

Step 11 Click cell C5 and copy the formula down to row 8 using the AutoFiller


We will now create an IF function that calculates a value (as opposed to displaying a message). In this

example we will manually type the IF function instead of using the Insert Function dialog box.

The IF function we will create, will basically issue no commission if the total is less than or equal to a

pre-determined target but will issue a 22% commission if the total is greater than the pre-determined

target.

Excercise Time... EXERCISE 2M : USE AN IF FUNCTION TO PERFORM A CALCULATION


Chapter_2M.xlsx

Step 2 If it is not already selected, click cell J5 on the Project 1 sheet

Step 3 Enter the following formula…=IF(H5<=$I$2,H5,H5*122%)






This basically says: IF cell H5 is less than or equal to cell $I$2 (locked on i2), if this is true then only

return the value in cell H5 otherwise calculate 122% of H5).

Important Notes...

• For calculations or numeric entries in Value_If_True and Value_If_False, you do not place

quotation marks around the values. The “ “ marks are only applicable for text values. This is true

for almost all Excel formulas.

Step 4 Press F+I to enter the formula, but remain on cell J5

A result of 1,428.90 is calculated (cell H5’s value), because H5 is less or equal to cell $I$2)

Step 5 Use the AutoFiller and copy the formula down to cell J14

FIGURE 2-19: RESULTS OF THE SECOND IF FUNCTION YOU HAVE CREATED

Wherever the Total is less than or equal to the target in $I$2, no commission is applied, however for

every total greater than the target in $I$2, the total is loaded by 22%.

Step 6 Click cell B5, type over the value of 50 with the following value: 1000. Press I

You will notice that the commission for H5 is now applied.







2.4 HYPERLINKS


This concept addresses the Apply and manipulate hyperlinks competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Create a hyperlink in a cell,

modify hyperlinks, modify hyperlinked-cell attributes, and remove a hyperlink.



Hyperlinks are essentially links to other cells, sheets, documents and workbooks. You can also

hyperlink to webpage addresses and email addresses.

You can create four types of hyperlinks in Excel. Hyperlinks in Excel allow you to link to the following:

• An existing file or web page

• A range in the current workbook

• A new workbook

• An e-mail address

Excel creates links to web URLs and e-mail addresses automatically. When you type an e-mail address

(for example, [email protected]) or a web address (www.mobilemouse.com.au),

Excel automatically converts the text to a hyperlink.

Excercise Time... EXERCISE 2N : CREATING HYPERLINKS


Chapter_2N.xlsx

Step 2 Click cell E1. Type your email address

Step 3 If you do not have an email address type the following email address: [email protected]

Step 4 Press I

Excel colours the text blue and underlines it. You have now created a hyperlink.

Step 5 Right click cell B5, from the shortcut menu that appears, choose Hyperlink...

Step 6 Within the Insert Hyperlink dialog box, click the option on the left that says, Place in this document

Step 7 Within the Or select a place in this document area, click Project 1

Step 8 Within the Type the cell reference box, type: H16.

Step 9 Click the ScreenTip button






Step 10 Within the ScreenTip text box, type the following: Click here to navigate to Project 1 sheet total

Step 11 Click OK

Step 12 Click OK again

Hover your mouse over cell B5, you will notice your screen tip message.

FIGURE 2-20: YOUR SCREEN TIP APPEARS WHEN YOU HOVER YOUR MOUSE OVER CELL B5

Step 13 Click cell B5

You are taken to the Project 1 sheet, to cell H16

Step 14 Click the Summary worksheet

Notice how your clicked hyperlink turned purple. This indicates that you have visited this link.

Step 15 Right mouse click cell B5

Note the options to Edit Hyperlink, Open Hyperlink and Remove Hyperlink.

Step 16 Press L to cancel the right click menu


Useful Tips...

• You can also add a hyperlink, by pressing F+K or clicking the Hyperlink button on the Insert

tab.

• Hyperlinks can also be made to other existing files (or even a webpage), which is a really handy

way of setting up a link to quickly and easily open up other relevant documents or workbooks.

QUICK NOTES

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CHAPTER SUMMARY…

• Not only can you perform calculation on the same worksheet, but you can also perform calculations across sheets as well as

workbooks

• A 3D reference is a cell reference in a formula that refers to the same cell across multiple sheets

• You can modify or revise a formula directly within a cell or via the formula bar

• The IF function allows you to create scenario dependant results to a formula

• Hyperlinks are clickable links to email addresses, files, web address, ranges or cells


1. The formula =JAN!A1 refers to the JAN sheet, cell A1 ○ ○

2. =JAN!A1+FEB!A1+MAR!A1 would add up cell A1 on the JAN, FEB and MAR sheets ○ ○

3. =SUM(JAN:MAR!A1) would add up cell A1 on the JAN through MAR sheets ○ ○

4. =AVERAGE(JAN:MAR!A1) would average cell A1 on the JAN through MAR sheets ○ ○

5. =COUNT(JAN:MAR!A1) would count the number values in cell A1 on the JAN through MAR sheets ○ ○

6. =COUNTA(JAN:MAR!A1) would count all values in cell A1 on the JAN through MAR sheets ○ ○

7. You can create clickable links via the Hyperlink feature / tool ○ ○

8. The [Value_If_True] as well as the [Value_If_False] arguments of the IF function are optional ○ ○

9. =IF(A1>100,”GOOD”,”BAD”) is a valid formula ○ ○

10. =IF(A1<>100,”GOOD”,A1*10%) is a valid formula ○ ○

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1. The formula =JAN!A1 refers to the JAN sheet, cell A1 ● ○

2. =JAN!A1+FEB!A1+MAR!A1 would add up cell A1 on the JAN, FEB and MAR sheets ● ○

3. =SUM(JAN:MAR!A1) would add up cell A1 on the JAN through MAR sheets ● ○

4. =AVERAGE(JAN:MAR!A1) would average cell A1 on the JAN through MAR sheets ● ○

5. =COUNT(JAN:MAR!A1) would count the number values in cell A1 on the JAN through MAR sheets ● ○

6. =COUNTA(JAN:MAR!A1) would count all values in cell A1 on the JAN through MAR sheets ● ○

7. You can create clickable links via the Hyperlink feature / tool ● ○

8. The [Value_If_True] as well as the [Value_If_False] arguments of the IF function are optional ● ○

9. =IF(A1>100,”GOOD”,”BAD”) is a valid formula ● ○

10. =IF(A1<>100,”GOOD”,A1*10%) is a valid formula ● ○






PART 3 : LISTS AND MANAGEMENT In this session...

• Reporting or Extracting Data with Filters

• Sorting Data

• Creating Shortcuts to your commonly used features

• Creating and editing more formulae

• Using the Format as table feature

• Automatically format cells based on their values using Conditional Formatting

• Control what data is able to be entered into cells using Data Validation

• Subtotalling

3.1 MORE FORMULAS

In the following exercise we will make some more modifications to an existing spreadsheet using

some of the formula concepts learned this far and we will learn one or two new functions.

Excercise Time... EXERCISE 3A : MORE FORMULAE

Step 1 Open the file: Chapter_3A.xlsx (located in the Desktop \ Excel \ Essentials folder)

Step 2 Click cell B4 and enter the following formula: =today() and press J

The TODAY function returns the current date.

Step 3 In cell B5 enter the following function: =now() and press J

The NOW function returns the current date and time.

Step 4 In the Home tab (in the Number group), change the number format to Time






FIGURE 3-1: CHANGE THE CELL FORMAT TO TIME

Changing the format to Time displays the value in cell as a time.

Important Notes...

• Both the TODAY and the NOW functions are what are known as volatile functions meaning that

they will (by default) automatically recalculate (dynamically updateable) when the workbook is

opened or when you press s.

Step 5 Click cell K8 and enter the following formula:= =E8*F8and then press I

The first total is now displayed (110.63).

In order to copy this formula down the rest of the column, you may wish to drag the little black dot

(the AutoFiller, if you remember correctly) all the way down to cell K73. The only problem with this is

you have quite a few rows to drag down and, in situations like this in Excel it is far too easy to lose

control of the mouse. Instead of dragging the black dot (the AutoFiller), try double clicking the

AutoFiller.

Step 6 Double click the AutoFiller for cell K8

The formula is automatically copied down to row 73.

Step 7 From the Home tab, in the Number group, apply the Currency format

Step 8 From the Home tab, in the Clipboard group, click the Format Painter button

Step 9 Click the very first Cost value (cell F8)






Because the two columns are identically sized Excel automatically transfers the Currency format over

the same sized range in column F.

In column L we will now determine a renewal or expiry date (X number of months in the future) based

on the (Starting) Dates in column A, using a simple little function known as EDATE.

Step 10 Click cell L8 and create the following formula… =EDATE(A8,J8) and press J

FIGURE 3-2: EDATE FUNCTION IN THE FORMULA BAR

Excel returns a serial number (40634). This number essentially means that three months (cell J8) on

from cell A8 is 40634 days past the 1/1/1900 which to us really doesn’t mean much. However if we

format this cell in a date format we will have a meaningful date.

Step 11 In the Home tab (in the Number group), change the number format to Short Date

The following date is now displayed: 1/4/2011.

Step 12 Double click the AutoFiller for cell L8 to copy the formula down to row 73

We will now create a simple IF statement that will flag a row if a review date (column L) occurs past 30

days before (or past) todays date and return a blank cell if the date need not be flagged (before the

30 day range of today’s date).

Step 13 Click cell M8 and enter the following formula: =IF(L8>=TODAY()-30,"Due","")

Step 14 Press J

A blank cell is returned because the review date in cell L8 does not occur within 30 days of today’s

date.

Step 15 Click cell A8 and change the date to yesterday’s date (enter the date in the following format dd/mm/yy)

and press J

If Excel recognises your date in cell A8 the message in cell M8 should change to Due.

Step 16 Copy the formula down to row 73 by double clicking the AutoFiller for cell M8






Step 17 Save the workbook leaving it open for the following exercise

3.2 CONDITIONAL FORMATTING


This concept addresses the Apply conditional formatting competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Apply conditional formatting to

cells, use the Rule Manager to Apply Conditional Formats, use the IF Function and Apply

Conditional Formatting, icon sets, data bars, clear rules.



With conditional formatting, you can apply formats to selected cells based on a condition. With

conditional formatting, formatting is automatically applied, changed or removed as specific cell values

change.

In Excel, you can use conditional formatting to visually annotate your data for both analytical and

presentation purposes. To easily find exceptions and to spot important trends in your data, you can

implement and manage multiple conditional formatting rules that apply rich visual formatting in the

form of gradient colours, data bars, and icon sets to data that meets those rules. Conditional formats

are also easy to apply—in just a few clicks; you can see relationships in your data that you can use for

your analysis purposes.

Conditional formatting in Excel is one of the features that have been greatly improved over previous

versions of Excel. Conditional formatting can contain up to sixty-four rules, but in earlier versions of

Excel, only three rules are supported.

You can apply font attributes, borders, or patterns to cells based on whether the condition is true or

false to emphasize, (for example) above-average or below par performance or on dates occurring

outside a specific range and now in addition to simple colours, you can also easily apply data bars,

and icon sets to cells.

Important Notes...

• Conditional formatting overrides other formatting of the same type within a cell. For example,

a custom format that includes colours will be replaced with the colours specified in a conditional

format (if and when the specified condition is met).

3.2.1 USING TOP / BOTTOM RULES

In the following exercise, you will use Top / Bottom Rules to format the highest three quantities as

well as the lowest three quantities.






Excercise Time... EXERCISE 3B : USING TOP / BOTTOM RULES


Chapter_3B.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Navigate to the Account List sheet

Step 3 Highlight the range H10:H52

Step 4 On the Home tab, click the Conditional Formatting button, choose Top / Bottom Rules, click Top

10 Items… (as seen in the following figure)

FIGURE 3-3: USING TOP/BOTTOM RULES

Step 5 Within the Top 10 Items dialog box change 10 to 3. Leave the With option as Light Red Fill with Dark

Red Text (as seen in the following figure)

FIGURE 3-4: TOP 10 ITEMS CONDITIONAL FORMATTING DIALOG BOX

Step 6 Click OK, if it is not already selected, highlight the range H10:H52

Step 7 On the Home tab, click the Conditional Formatting button, choose Top / Bottom Rules, click

Bottom 10 Items…

Step 8 Within the Bottom 10 Items dialog box change 10 to 3. Change the With option to Green Fill with

Dark Green Text and then click OK

Step 9 Scroll up and down the sheet

Notice how the highest 3 values as well as the lowest 3 values are now shaded.

Step 10 Click cell H10, change the value 1500, and press I






The conditional formatting changes automatically to reflect the new top 3 items.

Step 11 On the Home tab, click the Conditional Formatting button, choose Clear Rules, click Clear Rules

from Entire Sheet

Step 12 Save the workbook and leave it open for the next exercise

3.2.2 USING HIGHLIGHT CELLS RULES

In the following exercise, you will use Highlight Cells Rules to apply conditional formatting to selected

cells that contain the characters “ER”.

Excercise Time... EXERCISE 3C : HIGHLIGHT CELL RULES (AND MANAGING RULES)


Chapter_3C.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Highlight the range C10:C52

Step 3 On the Home tab, click the Conditional Formatting button, choose Highlight Cell Rules, click Text

that contains (as seen in the following figure)

FIGURE 3-5: HIGHLIGHT CELL RULES CONDITIONAL FORMATTING

Step 4 In the Text That Contains dialog box, change the word Kim Cartwright to ER

Step 5 From the With drop-down, change Light Red Fill with Dark Red Text to Custom Format

This opens a slightly modified version of the Format Cells dialog box.






Step 6 On the Font tab, set the Font Style to Bold, change the font Colour to White (as seen in the following

figure)

FIGURE 3-6: CUSTOM CONDITIONAL FORMATTING - FONT FORMATTING

Step 7 Click the Fill tab, choose a dark blue Background Colour

Step 8 Click OK, click OK

All names that contain the characters “ER” are now formatted. We will now change this rule to format

cells that contain the characters “IN”.

Step 9 Ensure cells C10:C52 are still selected

Step 10 On the Home tab, click the Conditional Formatting button, click Manage Rules to open the

Conditional Formatting Rules Manager dialog box (as seen in the following figure)

FIGURE 3-7: CONDITIONAL FORMATTING RULES MANAGER






Step 11 With the Cell Value contains “ER” rule selected, click the Edit Rule button (or simply double click the

rule in question)

Step 12 Within the Edit the Rule Description area, change the letters ER to: IN

FIGURE 3-8: MODIFYING THE RULE

Step 13 Click OK, click OK


from Entire Sheet


3.2.3 USING DATA BARS AND COLOUR SCALES

In the following exercise you will apply conditional formatting based on a cell value using Data Bars.

You’ll apply a conditional format that highlights cells on a relative scale from the lowest to the highest

value using Data Bars. You will then use Colour Scales as an alternative to illustrate cells on a relative

scale from the lowest to the highest value.

Excercise Time... EXERCISE 3D : FORMATTING VALUES USING DATA BARS OR COLOUR SCALES


Chapter_3D.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Highlight the range H10:H52

Step 3 On the Home tab, click the Conditional Formatting button, choose Data Bars, click the Blue Data

Bars option (as seen in the following figure)






FIGURE 3-9: BLUE DATA BARS

You will notice how the smaller values have shorter the bars, the larger the values, have longer bars,

also negative value automatically have a red bar.

FIGURE 3-10: A PORTIONED VIEW OF THE DATA BARS APPLIED

Step 4 Ensure that the range H10:H52 is still selected, then on the Home tab, Click the Conditional

Formatting button, choose Clear Rules, click Clear Rules from Selected Cells

Step 5 With the range H10:H52 still highlighted, on the Home tab, click the Conditional Formatting button,

choose Colour Scales, click the Red – Yellow – Colour Scale (as seen in the following figure)






FIGURE 3-11: APPLYING THE RED – YELLOW – GREEN COLOUR SCALE

Colour Scales generally display the highest values in one shade (or colour) and the lowest values in

another shade (or colour) with a gradient effect on the numbers in between as the colours fade from

the high colour to the low colour. In this example the highest values are displayed in a darker shade

of “Red” and the smaller values are displayed in a lighter shade of “yellow”.


from Entire Sheet

Step 7 Save the workbook, leave the workbook open for the following exercise

3.2.4 USING ICON SETS

In the following exercise, you will use icon sets to illustrate values in a range (in this example the

Percentages). While you can modify and apply Icon Sets via Conditional Formatting > Icon Sets, we

will create the icon sets via Conditional Formatting > New Rule.

Excercise Time... EXERCISE 3E : USING ICON SETS


Chapter_3E.xlsx, located in the Desktop \ Excel \ Essentials folder

Important Notes...

• Keep in mind that percentages are really numbers (usually decimal values that are simply

formatted to display as percentages).

Step 2 Highlight the range i10:i52

Step 3 On the Home tab, click the Conditional Formatting button, click New Rule to open the New

Formatting Rule dialog box (as seen in the following figure)






FIGURE 3-12: THE NEW FORMATTING RULE DIALOG BOX

Step 4 In the New Formatting Rule dialog box, in the Select a Rule Type: area choose Format all cells

based on their values, now specify the following:

Step 5 From the Format Style: drop-down, choose Icon Sets

Step 6 In the Icon Style: drop-down, choose 3 Arrows (Coloured)

Step 7 In the first Type drop-down, choose Number

Step 8 In the first Value text box, remove any value, then type the following 0.7

0.7 is the decimal equivalent of 70%

Step 9 In the first When value is dropdown, choose >=

Step 10 In the second Type drop-down, choose Number

Step 11 In the first Value text box, remove any value, then type the following: 0.5

0.5 is the decimal equivalent of 50%. The dialog box should now be configured as per the following

figure…






FIGURE 3-13: CREATING A CUSTOM 3 ARROWS (COLOURED) ICON SET RULE

Step 12 Click OK

In this example all percentages greater than or equal to 70% have a green arrow. All percentages

between 50 and 70% have a yellow arrow. Any percentage less than 50% has a red arrow.

Step 13 Click cell i10 and type the following percentage: 77% and then press J

The conditional formatting rule automatically applies a green arrow to cell i10.

FIGURE 3-14: ICON SETS IN ACTION


from Entire Sheet







Useful Tips...

• You can apply up to 64 rules to a given set of cells, this makes it possible to apply Conditional

Formatting whereby (as an example), if a date falls 30 days before a given date then green

shading is applied, when the date falls 14 days before a given date apply Orange shading, once

the date falls within 7 days before (or after) a given date apply Red shading.

• In Excel you can filter by colour (Therefore you can apply a conditional format and filter based

on your conditional formatting results).

3.3 DATA VALIDATION


This concept addresses the Construct cell data competency of the Microsoft Office Specialist



exam objective as this objective may include but is not limited to: using paste special (formats,

formulas, values, preview icons, transpose rows and columns, operations, comments, validation,

paste as a link), and cutting, moving, and select cell data.



Even when knowledgeable people enter data, mistakes happen. When you’re in a hurry, you often

don’t have time to check every entry, and numerical errors are easily overlooked. Data validation

builds rules into the worksheet so that grossly incorrect entries produce error messages. Validation

rules limit the range or type of entry that’s valid for a cell.

When a user entry violates the validation rule, you can reject the entry and notify the user or accept

incorrect entries and review them later. If you’re going to reject invalid data, you should supply a

validation message that tells the user what’s wrong with the entry. After the user closes the message

box, they can enter correct data, assuming of course that they have the correct data at their disposal.

If a worksheet is seldom used or has unusual rules, include an input message that appears when the

user clicks a cell with a validation rule. The input message looks like a comment.

TABLE 3-1: DATA VALIDATION CHOICES

Choice Simple Explanation

Any Value The default validation setting. Allows any value.

Whole Number Limit cell values to whole numbers. Text and decimal places are not allowed.

Decimal Limit cell values to decimal places. Text and whole numbers are not allowed.

List Limits cell values to a list of choices that you define.

Date Only allows data values.

Time Only allows time values.

Text Length Limits the number of characters entered into a cell.

Custom Usually used to enter formulas to determine what is allowed to be entered.

In the following exercise you will add validation rules with error messages and input messages to a

workbook.






Excercise Time... EXERCISE 3F : ADDING VALIDATION RULES


Chapter_3F.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Navigate to the Account List worksheet

Step 3 Select the range F10:F52

Step 4 Click Data > Data Validation

Step 5 From the Allow: drop-down box, choose Date

FIGURE 3-15: ALLOWING CERTAIN DATES

In this example, we will only allow dates to be entered between 1st January 2000 and two years after

today’s date.

Step 6 In the Data: drop-down, ensure between is chosen

Step 7 In the Start date: text box specify the following: 1/1/2000

Step 8 In the End date: text box specify the following: =EDATE(Today(),24)

The TODAY() function returns the current date and the EDATE function allows you to determine the

date in X number of months (in this case 24) from a given date (in this case, todays date).






FIGURE 3-16: SPECIFYING THE DATE RANGE ALLOWED

Step 9 Click the Input Message tab, In the Title: text box type the following: Enter a Date

Step 10 On the Input Message tab, In the Input message: box, type the following: Enter a date between

1/1/2000 and up to two years from today’s date

FIGURE 3-17: SPECIFYING AN INPUT MESSAGE FOR YOUR VALIDATION

Step 11 Click the Error Alert tab. Ensure that the Style: is set to Stop

Step 12 In the Title: box type the following: Invalid Date

Step 13 In the Error message: box type the following: You can only enter a date from 1/1/2000 and up to

two years from today's date

FIGURE 3-18: SPECIFYING THE STOP ERROR MESSAGE FOR YOUR VALIDATION






TABLE 3-2: ERROR ALERT STYLES

Icon Type Use to

Stop Prevent users from entering invalid data in a cell. A Stop alert message has

two options: Retry or Cancel.

Warning

Warn users that the data they entered is invalid, without preventing them

from entering it. When a Warning alert message appears, users can click Yes

to accept the invalid entry, No to edit the invalid entry, or Cancel to remove

the invalid entry.

Information

Inform users that the data they entered is invalid, without preventing them

from entering it. This type of error alert is the most flexible. When an

Information alert message appears, users can click OK to accept the invalid

value or Cancel to reject it.

Step 14 Click OK

Step 15 Click cell F11, type the following date: 29/4/1976 press J.

You receive the following error…

FIGURE 3-19: INVALID DATE ERROR ALERT

Step 16 Click Cancel

Step 17 Select the range K10:K52

We will now create a validation rule for our voucher column, which will display a warning message for

any invalid data, but still allow the data to be entered.

Step 18 Choose Data > Data Validation

Step 19 Click the Settings tab

Step 20 In the Allow: drop-down list, choose Whole Number

Step 21 In the Data: drop-down list, choose Greater than or equal to

Step 22 In the Minimum: box specify: 47300






FIGURE 3-20: VALIDATING WHOLE NUMBERS GREATER THAN A CERTAIN VALUE

Step 23 On the Error Alert tab, choose Warning from the Style: drop-down list

Step 24 Ensure that the Show Error Alert after Invalid Data is Entered check box is enabled

Step 25 In the Title: text box, type: Potential Invalid Voucher Number

Step 26 In the Error Message: text box, type: That appears to be an old voucher number

FIGURE 3-21: CREATING THE WHOLE NUMBER, WARNING VALIDATION RULE

Step 27 Click OK to create the validation rule. Select cell K11. Type: 46298 and press J

Step 28 The Potential Invalid Extension Number dialog box appears

FIGURE 3-22: THE INVALID EXTENSION NUMBER DIALOG BOX APPEARS

Step 29 As this validation is a Warning type, click Yes to accept the invalid entry






If you don’t assign an error alert to your validation rules, there’s no visible indication when a user

enters invalid data. To view invalid data in a worksheet, we will use have to use invalid data tools to

circle invalid worksheet data (which we will do shortly).

Next we’ll add a validation List to column E. This list will contain valid choices (Locations). We will use

the values in another sheet to populate our named range.

Important Notes...

• Excel allows you to select values stored on another sheet as the source for your validation lists,

however Excel 2007 DOES NOT. You can bypass this limitation of Excel 2007 by creating a named

range and then using that named range as the source for your validation list.

Step 30 Select the range E10:E52

Step 31 Choose Data > Data Validation to open the Data Validation dialog box

Step 32 On the Settings tab, choose List in the Allow: drop-down

Step 33 Click in the Source: box

Step 34 Click to the Options worksheet and select the range C2:C9

Step 35 Leave the Ignore Blank and In-Cell Dropdown check boxes enabled

Step 36 Click the Input Message tab, In the Title: text box type the following: Locations

Step 37 On the Input Message tab, In the Input message: box, type the following: Choose a valid location

Step 38 Click the Error Alert tab. Ensure that the Style: is set to Stop

Step 39 In the Title: box type the following: Invalid Location

Step 40 In the Error message: box type the following: You can only choose the locations in the drop down list

Step 41 Click OK to apply the validation

Step 42 Click cell E10, choose QLD from the list


Important Notes...

• You don’t have to include an error message as part of data validation. You might prefer to let

users enter data (as we did with the Invalid Extension Number warning message created earlier)

and then have Excel identify invalid data when required. If a user will be entering data that they

are familiar with, provide an error message so they can immediately correct invalid data. If the

person entering data isn’t in a position to correct it, skip the error message and handle the

validation afterwards.






In the following exercise you will check and mark invalid values.

Excercise Time... EXERCISE 3G : CHECKING FOR AND MARKING INVALID ENTRIES


Chapter_3G.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Choose Data > Data Validation > Circle Invalid Data

FIGURE 3-23: CIRCLE INVALID DATA

The entry in column K that violates the voucher number validation rule created in the previous

exercise are circled. You may end up with other values in the date column circled (depending on the

current date).

FIGURE 3-24: CIRCLED INVALID DATA

Step 3 Click Data > Data Validation > Clear Validation Circles


QUICK NOTES

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3.4 SORTING DATA


This concept addresses the Sort data competency of the Microsoft Office Specialist Certification

(Exam 77-420).


exam objective as this objective may include but is not limited to: using sort options (values, font

colour, cell colour)



Sorting data is simply the order in which things are displayed, e.g. from Highest to Lowest

(Descending order) or from Lowest to Highest (Ascending order). In Excel you can perform a

simple one column sort or you can perform a multiple column sort.

In the following exercise, we will first perform a single column sort and then we will perform a multiple

column sort.

Excercise Time... EXERCISE 3H : SORTING DATA

Step 1 Open the file: Chapter_3H.xlsx (located in the Desktop \ Excel \ Essentials folder)

Step 2 Navigate to the Write Offs worksheet

Step 3 Click any one cell that contains a number in the Qty column (field)

Step 4 On the Data tab, click the button to sort the data in this column from Lowest to Highest

(Ascending order). Alternatively, you could also click the Sort & Filter button on the Home tab and

then choose Sort smallest to largest from the Sort & Filter Gallery

Step 5 Click any one cell that contains a number in the Cost column (field)

Step 6 On the Data tab, click the button to sort the data in this column from Highest to Lowest

(Descending order)

Important Notes...

• If you would like to sort by multiple columns, you will need to activate the Sort button, located

on the Data tab.

FIGURE 3-25: THE SORT BUTTON ON THE DATA TAB






Step 7 To perform a multiple column sort, click any one cell in the list. On the Data tab, click the Sort button

(seen in the figure below) to open the Sort dialog box

Step 8 In the first set of arguments, choose Reason in the Column Sort by dropdown

Step 9 In the Sort on dropdown, choose Values

Step 10 In the Order dropdown, choose Z to A

FIGURE 3-26: DEFINING THE LEVELS OF SORT

Step 11 Click the Add Level button to add another sort level

Step 12 From the Column Then by dropdown, choose Employee

Step 13 From the Sort On dropdown, choose Values

Step 14 From the Order dropdown, choose A to Z

FIGURE 3-27: ADDING A SECOND SORT LEVEL

Step 15 Click the Add Level button to add one more sort level

Step 16 From the Column Then by dropdown, choose Cost

Step 17 From the Sort On dropdown, choose Values

Step 18 From the Order dropdown, choose Largest to Smallest

FIGURE 3-28: ADDING A THIRD LEVEL OF SORT

Step 19 Click OK

All of the Reasons are now sorted in Descending order, where the Reason is the same the Employees

are then displayed in Ascending order and where the Employees are the same, the Cost is then

displayed in Descending order.







Useful Tips...

• You can quickly rearrange the priority of the sort levels simply by first clicking on the level you

wish to rearrange and then using the arrows to reposition the levels priority.

• You can quickly duplicate a sort level and its existing properties by first clicking the level and

then clicking on the button, you could then simply make minor adjustments to

the new sort levels’ properties.

• Clicking the Options button from within the Sort dialog box allows you specify the direction of

the Sort i.e. Left to Right as opposed to Top to Bottom (by Column) and whether the sort

should be case sensitive or not.

• With the Sort dialog box, you can change Values to sort by Cell Colour, Font Colour or by Cell

Icon. These colours can either be manually applied formats or formats as a result of

Conditional Formatting (see Conditional Formatting on page 68).

3.5 FILTERING LISTS


This concept addresses the Filter data competency of the Microsoft Office Specialist Certification

(Exam 77-420).


exam objective as this objective may include but is not limited to: Define, apply, remove, search,

and filter lists using AutoFilter.



There may be many times when you work with lists of data in Excel. If you do, you occasionally might

want to (depending on the nature of your list), as an example... extract or print all sales records for

one sales rep, or all the orders from one client, or possibly all orders from a particular client above a

certain amount and / or even during a specific date range.

Essentially, a filter is used to display items in a list that meet specific conditions (criteria) and

temporarily hide all the other items in the list.

An Excel list (also known as a database) has a specific structure, which is defined by fields. Simply put,

a field is a category of information (e.g. Item #; Type; Quantity etc…).

Fields (Column Headings)

Records

(Rows)






In a Microsoft Excel list, each column heading is a field and each row in the list is a record in the

database. The following screenshot is an example of an Excel database. Column labels e.g. Item #,

Type, Quantity, Unit Cost, Reason and Employee are all field names and each individual row is a

record.

FIGURE 3-29: AN EXAMPLE OF A DATABASE OR LIST

Any worksheet already created can be used as a database, but you may have to add rows, delete

columns or edit column labels to meet database requirements.

Your database list must not have entire blank columns within, because this separates your single

database into multiple databases. You should also avoid entire blank rows in your database.

It is advisable that every column created is based on the atomic principle. What is meant by this is that

each field should contain the smallest unit of data. For example, rather use First Name and Last Name

as separate fields, rather than combining them into a single Name field. Constructing your databases

this way makes them more flexible and easier to use when sorting, filtering or finding data.

Microsoft Excel’s Filter tool is an easy to use tool for creating and modifying simple filters.

Excercise Time... EXERCISE 3I : SETTING UP AND USING AUTOFILTER

Step 1 Open the file: Chapter_3i.xlsx located in the Desktop \ Excel \ Essentials folder

Step 2 Select any cell within the database: i.e. a column heading or a value

Take special care not to select more than one cell.

Step 3 Click the Filter button on the Data tab. Alternatively, on the Home tab, Click the Sort & Filter button;

choose Filter from the list of choices

FIGURE 3-30: APPLYING A FILTER FROM THE DATA TAB






Microsoft Excel reads every record in the database and creates a filter criteria list for each field. Click

the filter row (dropdown arrow) that appears next to the field (column heading) to access the fields’

criteria list. The default criteria setting for each field is All, which means that the contents of the field

are not being used to filter the records.

Depending on what type of data is contained within a field you will either be presented with a Number

Filters, Date Filters or a Text Filters option (as seen in the figures that follow).

A Top 10 filter is used in numeric fields to display the top or bottom 10, 5 or any other number or

percentage of values. With numeric fields you also you the ability to show records that are Above

Average or Below Average as well as create Custom Filters that allow you to specify up to two

criteria for a given field.

With date fields you also you the ability to show records that are This Week, Next Week, This Month,

Next Month, Last Month or occur Before, After or Between specific dates as well as many other

such variances.

FIGURE 3-31: NUMBER FILTER OPTIONS ARE ONLY AVAILABLE ON FIELDS THAT CONTAIN NUMBERS

QUICK NOTES

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FIGURE 3-32: TEXT FILTER OPTIONS ARE ONLY AVAILABLE ON A FIELD THAT CONTAINS TEXT

FIGURE 3-33: DATE FILTER OPTIONS ARE ONLY AVAILABLE ON A FIELD THAT CONTAINS DATES

Step 4 Click the filter arrow on the Reason column. Click the Select All check box to remove all options,

then click Damaged from the list to filter the database and show goods written off because of damage






FIGURE 3-34: FILTERING THE LIST

The number of records found and the total number of records in the list are displayed in the status

bar. Each record retains its original row number; the row numbers of filtered records appear in blue.

The drop down arrow for the filtered field now has a small filter icon applied to inform you that a

filter is applied to this field.

Useful Tips...

• In Excel, you can also use the Search box within the filter

drop down menus to type either complete or portioned search queries e.g. dam for Damaged,

Damascus or Adam.

• To remove the filter and display all records, click the filter arrow on the Reason column and

choose Select All or click the Clear icon on the Data tab

Step 5 Click the filter arrow on the Employee column. Remove the check next to Select All and then

choose Russ from the list to show goods written off by the employee Russ, click OK

Step 6 With the Employee filter still turned on, click the filter arrow on the Reason column. Remove the

check next to Select All and then click Damaged from the list, click OK to display the goods written

off by employee Russ due to damage

Step 7 Click the Clear icon on the Data tab to remove all filters and show all of the records

Step 8 Save the workbook and leave the workbook open for the following exercise

In this previous exercise, you filtered for one or more precise values. You can use other filter options

such as Top 10 to filter for a range or a percentage of items. Top 10 filters display records based on

their value. Top 10 can only be used on numeric values.






Excercise Time... EXERCISE 3J : USING THE TOP 10 FILTER


Chapter_3J.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Click the dropdown (filter arrow) for the Qty column and move to the Number Filters option,

from the resulting fly-out menu choose Top 10 to open the Top 10 AutoFilter dialog box

FIGURE 3-35: TOP 10 DIALOG BOX

Step 3 Choose Top in the first drop down list to filter for the highest values (at this stage you could have

chosen Bottom to display the lowest X number value of records)

Step 4 Type: 3 in the spin box control to see the three highest values

Step 5 Choose Items in the third control to display three records (at this stage you could have chosen

Percent to display the top 3 percent)

Step 6 Click OK to apply the filter


Step 8 Leave the workbook open for the following exercise

3.5.2 CUSTOM FILTERS

When you filter items using the filter lists, you are filtering records that are exactly equal to specific

criteria. Custom filters give access to other ways to set criteria such as:

• All records (with fields) that are not equal to the set criteria

• Records that are greater than the set criteria

• A range of records that are greater than one set of criteria but less than another set of criteria

• Records that meet one condition or another

In this exercise we will create custom filters that filter the list for a range of dates, records that do not

contain specific data and items that begin with a specific character.

Excercise Time... EXERCISE 3K : CREATING AND APPLYING A CUSTOM FILTER


Chapter_3K.xlsx, located in the Desktop \ Excel \ Essentials folder






Step 2 Click the filter arrow on the Date field and choose Date Filters, choose Between from the fly-out

menu list to open the Custom AutoFilter dialog box (seen in the following figure)

FIGURE 3-36: THE CUSTOM AUTOFILTER DIALOG BOX

Step 3 In the first blank dropdown, type: 1/1/2011 (or choose that date from the first calendar icon)

Step 4 In the second blank dropdown, type: 30/6/2011 (or choose that date from the second calendar icon)

Step 5 Click OK to apply the custom filter and return the records from the start of Jan 2011 through to the

end of June 2011


Step 7 Click the filter arrow on the Reason column. Choose Text Filters, and from the resulting fly-out

menu choose Contains to open the Custom AutoFilter dialog box

FIGURE 3-37: THE CUSTOM AUTOFILTER DIALOG BOX

Step 8 In the first blank dropdown, type: ed

Step 9 Click OK to apply the filter and display goods that were written off for reasons containing the string

of letters ed


Step 11 Click the filter arrow on the Code column. Choose Text Filters, and from the resulting fly-out

menu choose Begins With to open the Custom AutoFilter dialog box

Step 12 In the first blank dropdown, type: X (alternatively, you could also choose Equals in the first dropdown

and then type: X* in the second dropdown






Step 13 Click OK to apply the filter

Step 14 Turn Filter off by clicking the Filter button one more time on the Data tab

Step 15 Save the workbook, leaving the workbook open for the following exercise

3.6 FORMAT AS TABLE

If you would like a quick, easy formatting solution for your spread sheets, Excel includes a number of

pre-set worksheet table designs and layouts, including formal business designs, designs for reports,

lists and 3D formats that you can easily apply to your data.

3.6.1 CREATING TABLES

Not only do tables offer a quick way to apply a standard format to excel lists (databases), the also

provide easy methods for data entry and building totals for the database. Before you create a table,

you should select at least one of the cells in your database.

Excercise Time... EXERCISE 3L : CREATING A SIMPLE TABLE


Chapter_3L.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Click any one cell within the range A7:M73 (the list)

Useful Tips...

• You can select an entire region of cells by pressing F+A

Step 3 On the Home tab click the Format as table button, within the Medium category, click the option table

Style Medium 2

FIGURE 3-38: CHOOSING THE TABLE STYLE MEDIUM 2

Step 4 At the Format as table dialog, ensure that the range =$A$7:$H$73 is within the Where is the data

for your table? Textbox. Also ensure that the option My table has headers in selected (as seen in

the following figure)






Step 5 Click OK

FIGURE 3-39: FORMAT AS TABLE DIALOG BOX

Step 6 Click any one cell in the table to see the full effect of the table style you have chosen

By turning on the table, the Filter feature is automatically enabled on you are taken to the contextual

table Tools > Design tab.


3.6.2 TABLE OPTIONS

In addition to using the Format as table option to make your lists look pretty, there are other reasons

for using the Format as table option as you will see in the following exercise. In the following exercise,

you will not only play with some of the other table formatting related features, you will also explore

other aspects of the table features.

Excercise Time... EXERCISE 3M : EXPLORING MORE TABLE OPTIONS


Chapter_3M.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Click any one cell within the list (i.e. click one cell within the range A7:M73)

Step 3 If it has not yet been selected, click the contextual Table Tools > Design tab

FIGURE 3-40: CLICKING THE CONTEXTUAL TABLE TOOLS > DESIGN RIBBON

Step 4 On the table Tools > Design tab click the (More) button within the table Styles gallery






Step 5 Without clicking, simple move your mouse pointer over the various formats available

You will not notice how you are presented with a live preview of each format on the actual spread

sheet.

Step 6 Click the table Style Light 1 format (the second option in the Light area)

Step 7 Within the table Style Options gallery, enable the checks next to First Column and Last Column

This bolds the first and last columns.

Step 8 Click cell M73 (this cell has a little blue marker in the bottom right hand corner of the cell) and then

press N on the keyboard

Pressing N in this position, automatically creates a new record (row) in the list (table).

Step 9 In cell A74, press F+; (to enter today’s date), press N

Step 10 In cell B74, press F+’ (to repeat the value in the cell above), press N

Step 11 In cell C74, press F+’ (to repeat the value in the cell above), press N

Step 12 In cell D74, press F+’ (to repeat the value in the cell above), press N

Step 13 In cell E74, type: 30, press N

Step 14 In cell F74, type: 10, press N

Step 15 In cell G74, type: 55%, press N

Step 16 In cell H74, press F+’ (to repeat the value in the cell above), press N

Step 17 In cell i74, press F+’ (to repeat the value in the cell above), press N

Step 18 In cell J74, type: 12, press N

You may also notice that Excel has auto-completed the formulas in this list.

Important Notes...

• If you do not have the Freeze Panes feature turned on (see Error! Reference source not found.

Error! Bookmark not defined.), with the table feature enabled the column headings

(ABCDEFGH...) are replaced with the field headings from the list Date, Code, Qty, Cost, Reason,

Employee, Total etc..







3.6.3 TABLE TOTAL ROWS

In the following exercise, you will easily apply totals to the bottom of your table

Excercise Time... EXERCISE 3N : TABLE TOTAL ROWS


Chapter_3N.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Click any one cell within the list (i.e. click one cell within the range A7:M73)

Step 3 If it has not yet been selected, click the contextual table Tools > Design tab

Step 4 In the table Style Options gallery enable the Total Row check box

In row 75, the word Total appears in the Date column and a subtotal COUNT (specifically COUNTA)

appears in the Status column.

Step 5 Click cell F75 (the Cost Total cell), from the drop down arrow that appears, choose Sum

This performs an AutoSUM of the Cost column.

FIGURE 3-41: SUMMING USING THE TOTALS ROW OF A TABLE

Step 6 Click cell G75 (the Percent Total cell), from the drop down arrow that appears, choose Average

This performs an AVERAGE of the Percent column.

Step 7 Click cell L75 (the Review Date Total cell), from the drop down arrow that appears, choose Count

Numbers

This performs a COUNT of the Review Date column.






Step 8 On the table Tools > Design tab within the table Style Options gallery, uncheck the Total Row check

box

Step 9 Click any one cell within the table (the range A7:M74), within the Tools group (on the table Tools >

Design tab), click the Convert to Range button

Step 10 At the dialog box that appears, click Yes to convert the list to a conventional range


3.7 STYLES


This concept addresses the Create and apply cell styles competency of the Microsoft Office



exam objective as this objective may include but is not limited to: Apply cell styles, construct new

cell styles.



Styles are simply pre-set formats that can be easily applied to cells. In the following exercise you will

create and apply styles.

Excercise Time... EXERCISE 3O : CREATING AND APPLYING STYLES


Chapter_3O.xlsx, located in the Desktop \ Excel \ Essentials folder

Step 2 Select the range A7:M7 (the heading row of your list)

Step 3 On the Home tab click the Cell Styles button within the Styles gallery

From the series of choices presented, move your mouse over various choices, again notice how you

are presented with a live preview of the formatting.

Step 4 Click the Heading 3 style

QUICK NOTES

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FIGURE 3-42: APPLYING A STYLE

Step 5 Click cell A7

Step 6 Change the background colour of cell A7 to Light Blue (using the Fill Colour button)

Step 7 Change the colour of the font to Black (using the Font Colour button)

Step 8 Decrease the size of the font to size 9 by clicking the Decrease Font Size button

Step 9 On the Home, choose Cell Styles, click to open the Style dialog box

FIGURE 3-43: STYLE DIALOG BOX

Step 10 In the Style name box, type the following style name for the style: Blue Headings

Step 11 Press I






Important Notes...

• If you wanted to exclude any of the existing formatting elements, you would deselect their check

boxes at this point.

Step 12 Remove the check for Alignment

Removing the check for Alignment will not apply the current cell alignment to other cells to which

you apply this style.

Step 13 Click OK to close the Style dialog box

Step 14 To re-apply the Blue Headings style, select the range B7:M7

Step 15 Click Cell Styles (on the Home tab

Step 16 Select the style: Blue Headings from the Custom name list

Important Notes...

• You can easily wipe out any manual cell formatting and return cell(s) to their default format,

simply by applying the Normal cell style or by clicking the Clear > Clear Formats from the

Editing group on the Home tab.

• You can modify an existing cell style by simply right clicking the style and choosing Modify.

• You can delete a cell style by simply right clicking the style and choosing Delete.

FIGURE 3-44: MODIFYING A CELL STYLE







3.8 SUBTOTALS

Subtotals are aggregate values based on the values in a list. The figure below shows the Data Sets.xlsx

workbook with the Quantity and Cost column subtotalled by Employee. In the example below, when

subtotals are applied, Excel inserts a subtotal in the Quantity and Cost columns each time there’s a

change in the Employee column as well as a grand total for the entire Quantity and Cost columns.

FIGURE 3-45: A WORKBOOK WITH THE QUANTITY AND COST SUBTOTALLED FOR EACH CLIENT

There are 11 summary functions used in subtotals. The same functions are used throughout Excel

when you create summaries. The commonly used subtotal summary functions are described in the

table that follows.

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TABLE 3-3: SUBTOTAL SUMMARY FUNCTIONS

Function Description

SUM The sum of the values. This is the default function for numeric data.

COUNT

The number of data values. The Count summary function works the same as the

COUNTA worksheet function. Count is the default function for data other than

numbers.

AVERAGE The average of the values.

MAX The largest value.

MIN The smallest value.

PRODUCT The product of the values.

COUNT

NUMBERS

The number of data values that are numbers. The Count Numbers summary

function works the same as the COUNT worksheet function.

STDEV An estimate of the standard deviation of a population, where the sample is a

subset of the entire population.

STDEVP The standard deviation of a population, where the population is all of the data to

be summarized.

VAR An estimate of the variance of a population, where the sample is a subset of the

entire population.

VARP The variance of a population, where the population is all of the data to be

summarized.

In the following exercise you will subtotal a list using the SUM function and then append an AVERAGE.

Excercise Time... EXERCISE 3P : CREATING SUBTOTALS

Step 1 Open the Chapter_3p.xlsx workbook located in the Desktop \ Excel \ Essentials folder

Step 2 Click the SubTotals worksheet. Select any one cell in the Client column

Before subtotalling a list, you must sort the column for which you want to add subtotals to (to group

those items together). You can Sort Ascending or Sort Descending.

Step 3 On the Data tab, click the Sort Ascending button to sort the list by Client (in ascending order)

Step 4 Click any one cell in the database (within the range A3:F97), on the Data tab, click Subtotal to open

the Subtotal dialog box

Step 5 In the At each change in drop-down list, choose the column you sorted; Client

Step 6 In the Use function list, choose Sum

Step 7 Turn off any check boxes that may already be selected in the Add subtotal to list and then enable

the check box for Price, enable the check box for Quantity






FIGURE 3-46: THE SUBTOTAL PROPERTIES SET

Step 8 Click OK to create the subtotals

The Outline bar now appears to the left of the row headings.

FIGURE 3-47: THE OUTLINE BAR

Step 9 In the Outline bar, click the level 2 button to hide the detail rows and display the subtotals and the

grand total

FIGURE 3-48: THE LEVEL 2 OUTLINE RESULTS

Step 10 Click the level 1 button to display only the grand total

Step 11 Click the level 3 button to display the grant total, subtotals, and detail rows

Step 12 Click the collapse (minus) outline symbol in row 21 to hide the details for Baverstocks

Step 13 Click the expand (plus) outline symbol in row 21 to display the details for Baverstocks

Step 14 Hold G and click the collapse symbol in row 21 to select both the details and subtotal for

Baverstocks






We will now append an AVERAGE to the Quantity field only in addition the SUM subtotals we have

just created for Quantity and Price.

Step 15 Click any one cell in the list (within the range A3:F97), choose Data > Subtotal

Step 16 In the At each change in drop-down list, choose Client

Step 17 In the Use function list, choose Average

Step 18 Leave the check box for Price and Quantity enabled

Step 19 Remove the tick on the Replace Current Subtotals check box

Step 20 Click OK to subtotal the list appending the Average function

Step 21 Click the level 4 button on the Outline bar

FIGURE 3-49: THE SUBTOTAL AVERAGE APPENDED TO THE SUBTOTAL SUM

Step 22 Click any one cell in the list (within the range A3:F97), choose Data > Subtotal

Step 23 Click the Remove All button to remove the subtotals


Useful Tips...

• There are additional options at the bottom of the Subtotal dialog box:

− Page break between Groups: Inserts page breaks between data groups.

− Summary below data: used to put the Grand Total at the top of the list.

QUICK NOTES

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CHAPTER SUMMARY…

• The idea behind having multiple sheets in a workbook is that it “typically” allows you to group logical types of data together in the

same workbook

• You can add, remove, copy, group and rename the worksheets within a workbook

• Filtering is a handy tool for reporting on or extracting specific data from a list

• You can use the Sort utility to arrange data in Ascending or Descending order

• The Format as table feature allows to quickly and easily format your tables as well as perform quick calculations by applying a Total

row

• Styles are quick and easy to apply cell formats


1. Workbooks are comprised of worksheets ○ ○

2. Worksheets that have the structure / formats / formulas you like, you can easily be duplicated it for re-use ○ ○

3. You cannot move or copy a worksheet between workbooks ○ ○

4. You can only make changes to one worksheet at a time ○ ○

5. Grouping sheets allows you to change more than one worksheet at a time ○ ○

6. You can turn on the Filter feature from the Home tab as well as the Data tab ○ ○

7. Generally speaking in order to filter effectively your data needs to be in a list type format ○ ○

8. You can add your commonly used “tools” onto the Quick Access Toolbar ○ ○

9. If you filter a list that has the Format as table feature applied Totals do not adjust according to your filter ○ ○

10. You can format cells in a workbook by applying Styles ○ ○

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1. Workbooks are comprised of worksheets ● ○

2. Worksheets that have the structure / formats / formulas you like, you can easily be duplicated it for re-use ● ○

3. You cannot move or copy a worksheet between workbooks ○ ●

4. You can only make changes to one worksheet at a time ○ ●

5. Grouping sheets allows you to change more than one worksheet at a time ● ○

6. You can turn on the Filter feature from the Home tab as well as the Data tab ● ○

7. Generally speaking in order to filter effectively your data needs to be in a list type format ● ○

8. You can add your commonly used “tools” onto the Quick Access Toolbar ● ○

9. If you filter a list that has the Format as table feature applied Totals do not adjust according to your filter ○ ●

10. You can format cells in a workbook by applying Styles ● ○






PART 4 : CHARTS, GRAPHS AND SPARKLINES In this session...

• Charting Concepts

• Column / Line / Bar charts

• Pie Charts

• Chart Formatting

• Printing Charts

• Work with Sparklines


This concept addresses the Create charts based on worksheet data competency of the Microsoft

Office Specialist Certification (Exam 77-420).


exam objective. Visit http://www.microsoft.com/learning/en/us/mos-certification.aspx for the


4.1 CHART CONCEPTS

Charts are graphical representations of numerical data. Charts (also called graphs), make it easier for

people to compare and understand numerical values. Charts highlight information that can be lost in

a page of statistics and numbers. A well designed chart provides context and focus so the point you

want to make is easily understood. Charts are constructed with data points. Data points are the

individual numbers on a worksheet, bundled into a data series, which are groups of related data

points within a column or row.

In this session we will use the data from the sales charts.xlsx worksheet to create charts. Each of the

numbers in the worksheet is a data point. Each column or row of numbers is a series. As you can see

there are many possible sets of data series within this worksheet: One set includes four data series

(one for each cities row). Another set includes a data series for each quarter’s column.

FIGURE 4-1: A SERIES OF DATA IN COLUMNS

FIGURE 4-2: SERIES OF DATA IN ROWS

Microsoft Excel supports a broad selection of chart types. Your data and the point(s) you wish to

illustrate determine the type or types of chart that best illustrate the data. Excel charting tools are a

vast improvement on the charting tools in previous versions of Excel.






FIGURE 4-3: A SAMPLE COLUMN CHART MIXED WITH A LINE CHART

4.1.1 BUILDING AND FORMATTING A COLUMN / LINE / BAR CHART

In a multiple series chart you can chart more than one data series (as the name implies). Multi-series

charts let you compare the data points in a series, such as sales for Jan-Mar versus Apr-Jun, WA

monthly sales compared to Victoria’s monthly sales. Series charts are opened ended, there is no

requirement that the data shown is all the data for a month or a year. There are several types of series

charts, so you can often improve the usefulness of a series chart simply by changing the chart type.

In the following exercise you will create a commonly used series chart, the column chart.

Excercise Time... EXERCISE 4A : CREATING A COLUMN CHART

Step 1 Open the workbook entitled Chapter_4A.xlsx (located in the Desktop \ Excel \ Essentials folder)

Step 2 Navigate to the Project 1 tab

Step 3 Select the range A4:E14

Step 4 Click the Insert tab, click the Column button within the Charts area (to choose a column type chart

as seen in the following figure)

Step 5 From Column chart types, choose 3-D Clustered Column (2nd row 1st option... again as seen in the

following figure)






Excel now generates a new 3D column chart based on the three column series we chose (Jan-Mar,

Apr-Jun, Jul-Sep).

FIGURE 4-4: CHOOSING A 3-D COLUMN CHART

When selecting a chart in Excel the contextual Chart Tools series of tabs are displayed (the Design,

Layout and Format tabs) as seen in the figure below...

FIGURE 4-5: CHART TOOLS CONTEXTUAL TABS

By default the chart is placed on the same sheet as the source data (the cells we selected before

building the chart). We will now move this chart to occupy a worksheet of its own.

Step 6 While the chart is selected (which it should already be), click the Chart Tools > Design > Move Chart

button. The Move Chart dialog box is displayed






FIGURE 4-6: THE MOVE CHART DIALOG BOX

Step 7 Select the New Sheet option, Type: Chart – Project 1 Figures as the name

Step 8 Click OK to create the chart on its own sheet

Looking at the chart, notice how currently the Legend (Key) on the right hand side of the chart displays

the Column headings of the underlying source data. Essentially you are currently viewing the chart

data in terms of columns (Weeks by Month).

FIGURE 4-7: SERIES IN COLUMNS

Step 9 On the contextual Chart Tools > Layout tab, click the Switch Row / Column button. Note how the

chart changes

Having switched the Row / Column data, note the Legend (Key) to the right of the chart. The Row

headings of the underlying source data are displayed in the Legend. You are currently viewing the

chart data in terms of rows (Months by Week).






FIGURE 4-8: VIEWING SERIES IN ROWS

Step 10 On the contextual Chart Tools > Layout tab, click the Switch Row / Column button again

Once again this reverts the data into series as columns.

Step 11 Click the contextual Chart Tools > Layout tab

Step 12 From the contextual Chart Tools > Layout tab, click the Chart Title button, choose the Above Chart

option

FIGURE 4-9: ADDING A TITLE TO YOUR CHART

Step 13 The title “Chart Title” appears on the chart, click within this title and change the text to read: Evil

Industries Weekly Performance

Step 14 From the contextual Chart Tools > Layout tab, click the Axis Titles button, choose the Primary

Horizontal Axis Title, click the Title Below Axis option






FIGURE 4-10: SETTING AND X AXIS TITLE (HORIZONTAL AXIS)

Step 15 The title “Axis Title” appears below the chart, click within this title and change the text to read: Months

to Date

Step 16 From the contextual Chart Tools > Layout tab, click the Axis Titles button, choose the Primary

Vertical Axis Title, click the Rotated Title option

Step 17 The title “Axis Title” appears rotated to the left of the chart, click within this title and change the text

to read: Performance Values

Step 18 From the contextual Chart Tools > Layout tab, click the Gridlines button, choose the Primary

Horizontal Gridlines, click the Major & Minor Gridlines option

FIGURE 4-11: ADDING GRIDLINES TO THE CHART

Step 19 From the contextual Chart Tools > Layout tab, click the Data Labels button, click the Show option






FIGURE 4-12: ACTIVATING DATA LABELS

Important Notes...

• You can choose to only display the data labels for a specific series simply by clicking that series

column first and then choosing Chart Tools > Layout > Data Labels.

• Just as with just about any of the other option we have played with so far, you can choose

additional options such as number formats or colouring or even rotation (for the labels in this

case) by choosing More Data Label Options... at the bottom of the Data Labels gallery.

Step 20 Press F+Z to undo the application of the data labels

Step 21 From the contextual Chart Tools > Layout tab, click the Data table button, click the Show Data table

with Legend Keys option

FIGURE 4-13: ENABLING THE DATA TABLE

Having enabled Data table with Legend Keys, the Legend (key) to the right of the chart becomes

redundant. We will now turn off the Legend.

Step 22 From the contextual Chart Tools > Layout tab, click the Legend button, click the None option


The column chart created in the previous exercise is shown in the figure below. The data table appears

below the chart. Data tables are useful when users need both the chart and underlying data, but the

worksheet also includes data that you don’t want to display with the chart. Unlike the worksheet, the

data table includes only the data presented in the chart.






FIGURE 4-14: COLUMN CHART

Important Notes...

• The Chart Area includes the entire chart. To select the Chart Area, click any unoccupied area

of the chart.

Useful Tips...

• Press E+1 to instantly generate a column chart on the selected data on the same worksheet

as the actual source data

• Press ! to instantly generate a column chart on the selected data on a new worksheet separate

to the actual source data worksheet

4.1.2 MODIFYING CHARTS

You can modify the chart by changing any of the options you selected via a right click on the Chart

Area or by accessing the various options via one of the three contextual chart ribbons.

In the following exercise, you will make some modifications to the charts using both the right click and

contextual ribbon options.






Excercise Time... EXERCISE 4B : CHANGING CHART TYPE, SOURCE DATA, CHART OPTIONS AND LOCATIONS


Chapter_4B.xlsx

Step 2 Select the Chart – Project 1 Figures sheet

Step 3 Right click in the blank portion of the Chart Area

Step 4 Choose Change Chart Type from the shortcut menu to open the Change Chart Type dialog box (you

could just have easily clicked the contextual Chart Tools > Design tab and then clicked the Change

Chart Type button)

Step 5 Choose the Bar type; accept the default Clustered bar subtype. Click OK

Step 6 Right click in the Chart Area, choose Select Data from the shortcut menu to open the Select Data

dialog box (you could just have easily clicked the contextual Chart Tools > Design tab and then clicked

the Select Data button)

Step 7 In the worksheet, reselect the range $A$4:$D$14 to exclude the Week 4 figures

FIGURE 4-15: MODIFY THE DATA SOURCE

Step 8 Click OK to close the Source Data dialog box

Step 9 From the Chart Tools > Layout tab, click the Data table button, click None

Having disabled the Data table with Legend Keys, we now no longer know which colours belong to

which series. We will now turn the legend back on.

Step 10 From the contextual Chart Tools > Layout tab, click the Legend button, click the Show Legend at

Bottom option

Step 11 Right click the Primary Horizontal Axis Title (Performance Values) below the chart

Step 12 From the right click menu, choose Format Axis Title, click the Alignment option

Step 13 Change the Text direction: setting to Horizontal. Click Close

Step 14 Click the Primary Vertical Axis Title (Months to Date) once, click the text within the title one more

time, change the title to read: Months

Step 15 Switch to the Summary worksheet

Step 16 Save the workbook and keep the workbook open for the following exercise






4.1.3 BUILDING A SIMPLE PIE CHART

Pie charts are used to show the relationships between pieces of an entity. The implication is that the

pie includes all the pieces of something. As an example: all sales, all expenses or all donations. In the

3D pie chart shown in the figure below, the pie chart shows the total sales by location. Pie charts are

not appropriate for illustrating only some of anything, so if there is no obvious “all” in the data you’re

charting, don’t use pie charts.

Important Notes...

• A pie chart can only include one data series. If you select more than one series of data, Microsoft

Excel will use the first series and ignore all the other selected series. No error message appears,

so unless you examine the chart carefully, you won’t necessarily know that the chart doesn’t

include all the data you intended.

FIGURE 4-16: EXAMPLE OF A PIE CHART

When you create a pie chart, you don’t need to create worksheet formulas to calculate percentages.

Microsoft Excel totals the data points in the series and then divides the value of each data point into

the series total to determine how large each data point’s pie slice should be. Don’t include a total from

the worksheet as a data point; this would double the total that Excel calculates, resulting in a Pie chart

with one large slice that represents exactly 50% of the pie. Pie charts are created using the Pie button

on the contextual Insert tab.






In the following exercise you will create a pie chart.

Excercise Time... EXERCISE 4C : CREATING A PIE CHART


Chapter_4C.xlsx

Step 2 Select the range A4:B8

Step 3 Click the Pie button on the Insert tab

Step 4 Click the Pie in 3-D sub-type (3rd row, 1st column of choices)

FIGURE 4-17: PIE IN 3D

By default the chart is placed on the same sheet as the source data (the cells we selected before

building the chart). We will now move this chart to occupy a worksheet of its own.

Step 5 While the chart is selected (which it should already be), click the Chart Tools > Design > Move Chart

button

The Move Chart dialog box is displayed…

Step 6 Select the New Sheet option, Type: Chart - Pie as the name

Step 7 Click OK to create the chart on its own sheet






Looking at the chart, notice how currently the Legend (Key) on the right hand side of the chart displays

the Row headings of the underlying source data. Strangely enough though for a Pie chart (in this

instance – because of the way you highlighted the data) you are actually viewing the chart data in

terms of columns, i.e. one column series called Totals (the Chart Title) by Project (the Row headings).

FIGURE 4-18: SERIES AS COLUMNS FOR THIS PIE CHART WORKS

Step 8 On the contextual Chart Tools > Layout tab, click the Switch Row / Column button. Note how the

chart changes

Having switched the Row / Column data, note the Legend (Key) to the right of the chart. The Column

heading of the underlying source data series is displayed in the Legend. The Chart title changes to

Project 1 (one series of numbers). To create an effective series as rows you would have to highlight

the data as rows.

FIGURE 4-19: SERIES AS ROWS FOR THE PIE CHART DOESN’T WORK IN THIS EXAMPLE






Important Notes...

• With pie charts, if you select the wrong series as option, you will have a pie chart with one large

slice rather than the individual slices. Each slice in a pie chart unlike a column chart does not

represent a separate series (the series is represented by the title of the chart). In this example,

by clicking Switch Row / Column you would be changing the data to series as rows and

because you have highlighted the data as columns... You would no longer be analysing a single

series (Total). You would now be looking at all of your row data... the first series as rows is

Project 1. Because pie charts can only display one series, Project 1’s data would occupy the

entire chart.

Step 9 On the Chart Tools > Design tab, click the Switch Row / Column data button again to revert the chart

back to series as columns

Step 10 Click the Chart Title, modify the chart title to read: Total Figures

Step 11 On the Chart Area, click the Legend once, press V on the keyboard to remove the legend

Step 12 On the contextual Chart Tools > Layout tab, click the Data Labels button, choose More Data Label

Options

FIGURE 4-20: MORE DATA LABEL OPTIONS

Step 13 From within the Format Data Labels dialog box, click Label Options, specify the following settings...

Step 14 Under Label Contains, place a check next to Category Name

Step 15 Under Label Contains, place a check next to Percentage

Step 16 Under Label Position, choose Outside End

Step 17 For the Separator, choose (New Line)






FIGURE 4-21: COMPLETED DATA LABEL OPTIONS

Step 18 Click Close

We would now like to place a bit more emphasis on Project 1’s slice (data point) of the pie, by turning

the pie chart around (putting Project 1’s data point at the front of the chart). We will also take Project

1’s data point (slice) and extract it slightly from the rest of the pie chart.

Step 19 On the Chart Tools > Layout tab, click the 3-D Rotation button to open up the Format Chart Area

dialog box

FIGURE 4-22: 3-D ROTATION BUTTON ON THE CHART TOOLS > LAYOUT TAB

Step 20 Within 3-D Rotation, specify the following options:

Step 21 Under Rotation, set X: to 160

Step 22 Set Y: to 40 (this adjusts the rotation and tilt of the chart)






FIGURE 4-23: SETTING ROTATION OPTIONS FOR A CHART

Step 23 Click Close

Step 24 Click Project 1’s slice (data point) once, note the selection handles on every single slice

Step 25 Click Project 1’s slice one more time, note the selection handles on only Project 1’s category

Step 26 Click and drag Project 1’s slice outwards, this “explodes”, Project 1’s data point outwards


4.2 EDITING AND FORMATTING CHARTS

A chart’s Plot Area is bounded by the axes and contains the columns, lines, wedges or other objects

used to represent the data points. The Plot Area includes the axes, the axis labels and the data labels.

To select the Plot Area, click the contextual Chart Tools > Format ribbon, from within the Current

Selection area, choose Plot Area from the drop-down (as seen in the following figure)...

FIGURE 4-24: SELECTING THE PLOT AREA

Objects that form the boundaries of the Plot Area have fixed location areas and cannot be moved or

individually sized. For example, the horizontal axis labels must be located near the horizontal axis.

You can, however, resize all the objects in the Plot Area by increasing or decreasing the Plot Area

itself. Objects outside the Plot Area and axes such as the legend and title can be sized or moved to

other locations in the Chart Area.






Any object in a chart can be selected and then formatted or deleted, with the exception of individual

data points. Data points can be formatted, but only data series’ can be added or deleted. To select a

data point, first select the data series. A data series will have handles when it is selected. With the data

series selected, click the data point once. Handles will appear on the data point.

4.2.1 FORMATTING CHARTS

Common formatting options are available on the Chart Tools > Format tab. In the following exercise

you will use the Chart Tools > Format tab to format individual objects within a chart.

Excercise Time... EXERCISE 4D : FORMATTING INDIVIDUAL OBJECTS


Chapter_4D.xlsx

Step 2 Select the Chart – Pie worksheet. If the Chart Tools > Format tab is not visible, click any area of the

chart and then click Chart Tools > Format tab

Step 3 Click once on the pie chart to select the data series. Click once on the Project 3 slice to select the

Project 3 data point

Step 4 On the Chart Tools > Format tab, click Shape Fill, choose Gradient, click More Gradients (as seen

in the following figure)






FIGURE 4-25: CHOOSING GRADIENT FILL EFFECTS

Step 5 From the Format Data Point dialog box, within Fill, click the Gradient fill choice

Step 6 From the additional choices that are now presented, click Pre-set colours:

Step 7 Choose the Moss pre-set (1st column, 3rd row down)

FIGURE 4-26: CHOOSING THE MOSS PRE-SET

Step 8 Click Close

Step 9 Click any one of the Data Labels (or click the Chart Tools > Format tab, and then click the drop-down

in the Current Selection area, choose Series "Totals" Data Labels)






FIGURE 4-27: SELECTING THE DATA LABELS FOR THE CHART

Step 10 Click the Home tab, with the Data Labels currently selected, change the font to Tahoma

Step 11 On the Home tab, with the Data Labels currently selected, change the font size to 12

Step 12 On the Home tab, with the Data Labels currently selected, click Bold (or press F+B)

Step 13 Save the workbook (F+S). Leave the workbook open for the following exercise

Useful Tips...

• To quickly format an object, select it, right click it and then select Format (the Objects name)

from the shortcut menu.

QUICK NOTES

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4.2.2 PRINTING CHARTS

In the following exercise you will Preview and then print a chart.

Excercise Time... EXERCISE 4E : PRINTING CHARTS


Chapter_4E.xlsx

Step 2 Click the Print Preview button under the File tab (or press F+2).

In the Preview window, note that the chart prints when the chart is selected

Step 3 Within Print Preview, click the Print button. Click OK

Step 4 Save the workbook (F+S). Close (F+W) the workbook

Important Notes...

• If you placed your chart as an object within the current worksheet, you can still print it separately

by clicking on the chart itself. When the worksheet is selected, the worksheet and the objects

on it print. When the chart object is selected, only the chart object prints.

4.3 SPARKLINES


This concept addresses the Apply Sparklines competency of the Microsoft Office Specialist



exam objective as this objective may include but is not limited to: using Line, Column, and

Win/Loss chart types, creating a Sparkline chart, customizing a Sparkline, formatting a Sparkline,

and showing or hiding data markers.



Important Notes...

• Sparklines are only available to Excel 2010 onwards.

A sparkline is a tiny chart in a worksheet cell that provides a visual representation of data. Use

sparklines to show trends in a series of values, such as seasonal increases or decreases, economic

cycles, or to highlight maximum and minimum values. Position a sparkline near its data for greatest

impact.






Unlike charts on an Excel worksheet, sparklines are not objects — a sparkline is actually a tiny chart

in the background of a cell. The following figure shows a column sparkline in cell F2 and a line sparkline

in F3. Both of these sparklines get their data from cells A2 through E2 and display a chart inside a cell

that shows the performance of a stock. The charts show the values by quarter, highlight the high value

(3/31/08) and the low value (12/31/08), show all the data points, and show the downward trend for

the year.

FIGURE 4-28: SPARKLINES

In the previous figure, a sparkline in cell F6 shows the 5-year performance for the same stock, but

displays a Win/Loss bar chart that shows only whether the year had a gain (as in the years 2004

through 2007) or a loss (2008). This sparkline uses values from cells A6 through E6.

Because a sparkline is a tiny chart embedded in a cell, you can enter text in a cell and use a sparkline

as its background, as seen in the following figure. In this sparkline, the high value marker is green, and

the low value marker is orange. All other markers are shown in black.

FIGURE 4-29: QUARTERLY STOCK PRICES SPARKLINE

You can apply a colour scheme to your sparklines by choosing a built-in format from the Style gallery

(Design tab, which becomes available when you select a cell that contains a sparkline). You can use

the Sparkline Colour or Marker Colour commands to choose a colour for the high, low, first, and

last values (such as green for high, and orange for low).

Data presented in a row or column is useful, but patterns can be hard to spot at a glance. The context

for these numbers can be provided by inserting sparklines next to the data. Taking up a small amount

of room, a sparkline can display a trend based on adjacent data in a clear and compact graphical

representation. Although it's not mandatory for a sparkline cell to be directly next to its underlying

data, it is a good practice.

You can quickly see the relationship between a sparkline and its underlying data, and when your data

changes you can see the change in the sparkline immediately. In addition to creating a single sparkline

for a row or column of data, you can create several sparklines at the same time by selecting multiple

cells that correspond to underlying data, as shown in the following picture.






You can also create sparklines for rows of data that you add later by using the fill handle on an

adjacent cell that contains a sparkline.

FIGURE 4-30: SPARKLINES IN ADJACENT CELLS

Step 5 The range of data used by a group of sparklines

Step 6 A group of sparklines

One advantage of using sparklines is that, unlike charts, sparklines are printed when you print a

worksheet that contains them.

4.3.1 CREATE A SPARKLINE

Excercise Time... EXERCISE 4F : CREATE A SPARKLINE

Step 1 Select an empty cell or group of empty cells in which you want to insert one or more sparklines.

Step 2 On the Insert tab, in the Sparklines group, click the type of sparkline that you want to create: Line,

Column, or Win/Loss.

Step 3 In the Data box, type the range of the cells that contain the data on which you want to base the

sparklines.

Important Notes...

• When one or more sparklines are selected, the Sparkline Tools appear, displaying the Design

tab. On the Design tab, you can choose one or more of several commands from among the

following groups: Sparkline, Type, Show/Hide, Style, and Group. Use these commands to

create a new sparkline, change its type, format it, show or hide data points on a line sparkline,

or format the vertical axis in a sparkline group.

4.3.2 CUSTOMIZE SPARKLINES

After you create sparklines, you can control which value points are shown (such as the high, low, first,

last, or any negative values), change the type of the sparkline (Line, Column, or Win/Loss), apply styles

from a gallery or set individual formatting options, set options on the vertical axis, and control how

empty or zero values are shown in the sparkline.






CONTROL WHICH VALUE POINTS ARE SHOWN

You can highlight individual data markers (values) in a line sparkline by making some or all of the

markers visible. In Figure 4-29 on page 125, the high value marker is green, and the low value marker

is orange. All other markers are shown in black.

• To show all values, select the Markers check box.

• To show negative values, select the Negative Points check box.

• To show the highest or the lowest values, select the High Point or Low Point check boxes.

• To show the first or the last values, select the First Point or Last Point check boxes.

4.3.3 CHANGE THE STYLE OF OR FORMAT SPARKLINES

Use the Style gallery on Design tab, which becomes available when you select a cell that contains a

sparkline.

FIGURE 4-31: SPARKLINE TOOLS > DESIGN TAB > STYLE GALLERY

Step 1 Select a single sparkline or a sparkline group.

Step 2 To apply a predefined style, on the Design tab, in the Style group, click a style or click the arrow at the

lower right corner of the box to see additional styles.

Step 3 To apply specific formatting to a sparkline, use the Sparkline Colour or the Marker Colour

commands.

4.3.4 SHOW OR HIDE DATA MARKERS

On a sparkline that has the Line style, you can show data markers so that you can highlight individual

values.

Step 1 Select a sparkline.

Step 2 In the Show/Hide group, on the Design tab, select any of the check boxes to show individual markers

(such as high, low, negative, first, or last), or select the Markers check box to show all markers.

Step 3 Clearing a check box hides the specified marker or markers.






4.3.5 SHOW AND CUSTOMIZE AXIS SETTINGS

You can select Date Axis Type… (in the Group group, click Axis) to format the shape of the chart in a

sparkline to reflect any irregular time periods in the underlying data.

FIGURE 4-32: SPARKLINE HORIZONTAL AXIS OPTIONS

• In a line sparkline, applying the Date Axis type can change the slope of a plotted line and the

position of its data points in relation to each other.

• In a column sparkline, applying the Data Axis type can change the width of and increase or

decrease the distance between the columns, as shown in the following image.

FIGURE 4-33: DATA AXIS TYPE

In the example shown here, there are two column sparklines that use data from the same range. The

sparkline with the “Trend” label uses the General Axis type, and the sparkline with the “Trend (Data

Axis Type)” label uses the Date Axis type. In each sparkline, the first two data points are separated by

two months, and the second and third are separated by seven months. By applying the Date Axis

type, the space between the three columns changes proportionally to reflect the irregular time

periods.

You can also use these Axis options to set minimum and maximum values for the vertical axis of a

sparkline or sparkline group. Setting these values explicitly helps you control the scale so that the

relationship between values is shown in a more meaningful way.

Step 1 With the sparkline or sparkline group selected, in the Group group, click Axis.

Step 2 Under Vertical Axis Minimum Value Options or Vertical Axis Maximum Value Options, click

Custom Value.

Step 3 Set minimum or maximum values that you feel will best emphasize the values in the sparklines.

• You can increase the height of the row that contains the sparkline to more dramatically

emphasize the difference in data values if some is very small and some is very large.

• You can also use the Plot Data Right-to-Left option to change the direction in which data is

plotted in a sparkline or sparkline group.






FIGURE 4-34: PLOT DATA RIGHT-TO-LEFT

If there are negative values in your data, you can emphasize this by showing a horizontal axis in your

sparkline.

Step 4 With the sparkline or sparkline group selected, in the Group group, click Axis.

Step 5 Under Horizontal Axis Options, click Show Axis.

Any sparklines that contain negative data will display a horizontal axis at 0.

FIGURE 4-35: NEGATIVE DATA DISPLAYS A HORIZONTAL AXIS AT 0

HANDLE EMPTY CELLS OR ZERO VALUES

You can control how a sparkline handles empty cells in a range (and thus how the sparkline is

displayed) by using the Hidden and Empty Cell Settings dialog box.

FIGURE 4-36: HIDDEN AND EMPTY CELL SETTINGS






CHAPTER SUMMARY…

• In order to build charts or graphs you need numbers on your spreadsheet

• Charts and Graphs are based on sets of numbers known as Series

• Charts also require “headings” for numbers known as Categories

• Pie charts can only compare one series at a time


1. All charts or graphs require a minimum of one Series ○ ○

2. All charts or graphs require Categories ○ ○

3. Pie charts can be separated or “exploded” ○ ○

4. Line charts and Column charts are able to display more than one series at a time ○ ○

5. You can combine a line chart and a column chart into one “graph” ○ ○

6. The key for a chart / graph is also known as the Legend ○ ○

7. Chart Tools > Layout > Data table allows you to present the figures that comprise a chart in a tabular format ○ ○

8. Charts and Graphs always occupy an entire sheet of their own ○ ○

9. F12 is the shortcut key to generate a chart ○ ○

10. You can apply pre-set chart formats from the Chart Tools > Format tab ○ ○

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1. All charts or graphs require a minimum of one Series ● ○

2. All charts or graphs require Categories ● ○

3. Pie charts can be separated or “exploded” ● ○

4. Line charts and Column charts are able to display more than one series at a time ● ○

5. You can combine a line chart and a column chart into one “graph” ● ○

6. The key for a chart / graph is also known as the Legend ● ○

7. Chart Tools > Layout > Data table allows you to present the figures that comprise a chart in a tabular format ● ○

8. Charts and Graphs always occupy an entire sheet of their own ○ ●

9. F12 is the shortcut key to generate a chart ○ ●

10. You can apply pre-set chart formats from the Chart Tools > Format tab ○ ●




QUICK NOTES

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THANK YOU!!

We trust that you enjoyed the course today and we would like to extend our sincerest thank you for

using our Excel Essentials (Intermediate) course material. You may now be interested in our Excel

Expert (Advanced) course material.

We would like to point out to you that should you have any questions regarding the course material

or content covered on the course you attended, or even if you require any assistance regarding the

features of Microsoft Excel shown to you today, please feel free to contact us.

As an extra thank you, Mobile MOUSe would like extend to you an offer of FREE email support (to the

level of the course that you attended or manual you purchased).

OUR CONTACT DETAILS ARE AS FOLLOWS…

Telephone : (08) 9404 7041 (9am – 5pm WST)

Email : [email protected]

Website : http://www.mobilemouse.com.au

Once again, thank you. We wish you all the best in developing your new found knowledge and skills.

Kind regards,

MOBILE MOUSe

mailto:[email protected]

http://www.mobilemouse.com.au/




DOCUMENT INDEX

ANSWERS

PART 1 ................................................................................................................................................................................. 39

PART 2 ................................................................................................................................................................................. 65

PART 3 ............................................................................................................................................................................... 106

PART 4 ............................................................................................................................................................................... 131

AutoFiller

Copy a Formula .................................................................................................................................................................. 23

Introduction ......................................................................................................................................................................... 3

Charts

Axis Titles .......................................................................................................................................................................... 111

Change Source Data ........................................................................................................................................................ 114

Chart Area ........................................................................................................................................................................ 114

Chart Title ......................................................................................................................................................................... 111

Column ............................................................................................................................................................................. 108

Concepts ........................................................................................................................................................................... 107

Data Labels ....................................................................................................................................................................... 112

Data Table ........................................................................................................................................................................ 113

Editing and Formatting ................................................................................................................................................... 121

Gridlines ........................................................................................................................................................................... 112

Legend .............................................................................................................................................................................. 113

More Data Label Options ............................................................................................................................................... 119

Moving .............................................................................................................................................................................. 110

Pie ...................................................................................................................................................................................... 116

Printing ............................................................................................................................................................................. 125

Rotating 3D Charts .......................................................................................................................................................... 120

Select Data ........................................................................................................................................................................ 115

Series ................................................................................................................................................................................. 107

Shortcut Keys ................................................................................................................................................................... 114

Switch Row / Column ...................................................................................................................................................... 110

Clipboard ............................................................................................................................................................. 8

Conditional Formatting ................................................................................................................................... 69

Clear Rules from Entire Sheet .......................................................................................................................................... 73

ClearRules from Selected Cells ........................................................................................................................................ 74

Data Bars and Colour Scales ............................................................................................................................................ 73

Editing ................................................................................................................................................................................. 73

Highlight Cells Rules .......................................................................................................................................................... 71

Icon Sets ............................................................................................................................................................................. 75

Limits ................................................................................................................................................................................... 69

Managing ............................................................................................................................................................................ 73

Top / Bottom Rules ............................................................................................................................................................ 69

Customizing the Quick Access Toolbar ............................................................................................................ 1

Cut, Copy and Paste ........................................................................................................................................... 8

Data Validation ................................................................................................................................................. 78

Circle Invalid Data .............................................................................................................................................................. 84

Date ..................................................................................................................................................................................... 79

Error Alert Styles ................................................................................................................................................................ 81

Error Message .............................................................................................................................................................. 80, 83

Input Message.................................................................................................................................................................... 80

List ....................................................................................................................................................................................... 83

Whole Number .................................................................................................................................................................. 81

Filtering ............................................................................................................................................................. 87

Clear .................................................................................................................................................................................... 91

Custom ................................................................................................................................................................................ 92

Dates ................................................................................................................................................................................... 90




Search ................................................................................................................................................................................. 91

Formulas ............................................................................................................................................................ 16

3D References .................................................................................................................................................................... 57

Absolute References ......................................................................................................................................................... 27

AUTOSUM ........................................................................................................................................................................... 21

AVERAGE ....................................................................................................................................................................... 21, 33

Calculate a Specific Percentage ....................................................................................................................................... 32

Calculating a Percentage .................................................................................................................................................. 25

Calculations Across Sheets ............................................................................................................................................... 53

Copy with AutoFiller .......................................................................................................................................................... 23

COUNT ................................................................................................................................................................................ 21

COUNTA .............................................................................................................................................................................. 21

IF .......................................................................................................................................................................................... 58

MAX ............................................................................................................................................................................... 21, 33

MIN ................................................................................................................................................................................ 21, 33

Operators ........................................................................................................................................................................... 17

Order of Operations .......................................................................................................................................................... 18

Quick Calc ........................................................................................................................................................................... 37

Relative References ........................................................................................................................................................... 22

Hyperlinks ......................................................................................................................................................... 63

Paste Options .................................................................................................................................................... 10

QUESTIONS

PART 1 ................................................................................................................................................................................. 39

PART 2 ................................................................................................................................................................................. 65

PART 3 ............................................................................................................................................................................... 106

PART 4 ............................................................................................................................................................................... 131

Sheets

Copying Sheets .................................................................................................................................................................. 49

Grouping Sheets ................................................................................................................................................................ 52

Moving or Copying between Workbooks ....................................................................................................................... 51

Navigating Sheets .............................................................................................................................................................. 50

Renaming Sheets ............................................................................................................................................................... 49

Sorting ............................................................................................................................................................... 85

Styles.................................................................................................................................................................. 99

Subtotals ......................................................................................................................................................... 101

Functions .......................................................................................................................................................................... 102

SUMMARY

PART 1 ................................................................................................................................................................................. 39

PART 2 ................................................................................................................................................................................. 65

PART 3 ............................................................................................................................................................................... 106

PART 4 ............................................................................................................................................................................... 131

Tables

Format as Table ................................................................................................................................................................. 94

Options ............................................................................................................................................................................... 95

Total Row ............................................................................................................................................................................ 97




SHORTCUT KEYS

KEY PRESSED

ALONE

PRESSED

WITH SHIFT

PRESSED WITH

CTRL

PRESSED

WITH ALT

PRESSED WITH

SHIFT CTRL

F1 Help What's This

Help

Insert Chart

Sheet

F2 Edit Mode Edit

Comment

Save As

F3 Paste

Name

Insert

Function

Define Name Names From Labels

F4 Repeat

Action

Find Again Close Window Quit Excel

F5 Goto Find Restore Window

Size

F6 Next Pane Prev Pane Next Workbook Switch To VBA Previous Workbook

F7 Spell

Check

Move Window

F8 Extend

Selection

Add To

Selection

Resize Window Macro List

F9 Calculate

All

Calculate

Worksheet

Minimize

Workbook

F10 Activate

Menu

Context Menu Restore

Workbook

F11 New Chart New

Worksheet

New Macro

Sheet

VB Editor

F12 Save As Save Open

Print

A Select All Formula Arguments

B Bold

C Copy

D

Fill Down Data Menu

E

Edit Menu

F

Find File Menu Font Name

G Goto

H Replace Help Menu

I Italics Insert Menu

J

K

Insert Hyperlink

L

M




SHORTCUT KEYS

KEY PRESSED

ALONE

PRESSED

WITH SHIFT

PRESSED WITH

CTRL

PRESSED

WITH ALT

PRESSED WITH

SHIFT CTRL

N New Workbook

O Open Workbook Format Menu Select Comments

P

Print

Font Size

Q

R

Fill Right

S Save

T Tools Menu

U Underline

V

Paste

W

Close Workbook Window Menu

X

Cut

Y Repeat Active

Z Undo

` (~) Toggle Formula

View

General Format

1 (!)

Cell Format

Number Format

2 (@)

Toggle Bold

Time Format

3 (#)

Toggle Italics

Date Format

4 ($) Toggle Underline Currency Format

5 (%) Toggle

Strikethrough

Percent Format

6 (^) a Exponent Format

7 (&)

a

Apply Border

8 (*)

Outline

Select Region

9 (()

Hide Rows

Unhide Rows

0 ()) Hide Columns Unhide Columns

- Delete Selection Control Menu No Border

= (+) Formula Auto Sum Insert dialog




SHORTCUT KEYS

KEY PRESSED

ALONE

PRESSED

WITH SHIFT

PRESSED WITH

CTRL

PRESSED

WITH ALT

PRESSED WITH

SHIFT CTRL

[

Direct

Dependents

Direct Precedents

]

All Dependents

All Precedents

; (semicolon)

Insert Date Select Visible

Cells

Insert Time

' (apostrophe) Style Copy Cell Value Above

: (colon) Insert Time

/ Select Array Select Array

\

Select

Differences

Select Unequal Cells

Insert Insert

Mode

Copy

Delete Clear

Delete To End Of

Line

Home Begin Row Selects to

start of Row

Start of

Worksheet

Selects to start of

W/Sheet data

End End Row

End of

Worksheet data

Selects to end of

W/Sheet data

Page Up Page Up Previous

Worksheet

Left 1 screen

Page Down Page Down

Next Worksheet Right 1 screen

Left Arrow Move Left Select Left Move Left Area

Right Arrow Move Right Select Right Move Right Area

Up Arrow Move Up Select Up Move Up Area

Down Arrow Move

Down

Select Down Move Down Area Drop down list

Space Bar Space Select Row Select Column Control Box Select All

Tab Move Right Move Left Next Window Next

Application

Previous Window

Back Space Goto Active Cell

Documents

EXCEL ESSENTIALS (INTERMEDIATE)