Lesson 8: Working with Large Worksheets

2

Sort Buttons Sort by one column only

Sorting by a Single Column

If a sorting problem occurs, close without saving and revert to presorted data.

Ascending Descending

3

Sorting Selected Rows Select rows to sort if

No blank row separates the list from a total row List contains should not be sorted

Select entire other rows that rows, not individual cells

Sort is based on column A

4

Sorting by Multiple Columns

DataSort & FilterSort

Sort by any number of columns

Any same last names are then sorted by first name

Sort each column in ascending or descending order

5

Freezing Rows and Columns

Use Freeze Panes to lock the headings in worksheets containing more rows or columns than can fit on one screen.

Leaves row 1 visible when scrolling down

Leaves column A visible when scrolling right

6

Splitting the Worksheet Window View different sections (window panes) of

a worksheet at the same time

Separate scroll bars for horizontal panes

Separate scroll bars for vertical panes

Lesson 9: Protecting Workbooks

8

Protecting Workbooks and Worksheets

Three levels: Workbook level Worksheet level Cell level

9

Protecting Workbooks Protect against:

Moving a worksheet Adding/deleting worksheets Renaming a worksheet Changing the window size and position

10

Protecting Worksheets

Choose exactly what users may change in each worksheet

Assign a password to prevent users from turning off protection.

11

Unlocking Cells before Protecting a Worksheet

All cells are locked by default To allow editing in selected cells:

Remove checkmark to unlock them Protect the worksheet

12

Protecting Workbooks with Digital Signatures

Authenticates that the workbook: Originated from you Came from a reliable source Has not been altered since it was saved

Methods Self-signature – limited security Via digital certificate – recommended

Your network security administrator can give you a digital certificate.

13

Creating a Self-Signature Digital ID is valid only on your computer Not necessary if a digital signature is

installed

14

Creating a Digital Signature Signing Methods

Invisible Signature line in worksheet

Sign using an existing digital ID or certificate

15

Checking Signature Details Workbook status bar display button Signatures task pane

Menu

Lesson 10: Managing Multiple-Sheet Workbooks

17

Using Multiple Worksheets Summarize data into a summary sheet Create linking formulas between sheets

18

Modifying the Default Number of Slides

Excel default is three sheets Change affects only new workbooks

19

Linking Cells: Why Link? Reflect management needs

Top-level managers want to see the big picture Department-level managers are interested in details

Automatic updating Results in linked cells update when detail cells change

Data entered only once

20

Creating Linking Formulas Create the linking formula in the Summary

worksheet

Use Point Mode to create a linking formula.

=Postage!B16Source cell reference

Begin with equals sign

Sheet name of source cell followed by exclamation point

21

Copy and Move Worksheets

Create an exact duplicate of the original worksheet

Check to copy; leave blank to move

22

Copy Formats between Worksheets

Copy formats consistently between worksheets

Select All button

Format Painter

23

Naming Cells and Ranges Enter a name in the Name box for any cell

or cell range Use in formulas in place of cell references Available throughout a workbook

Name box – PostageTotal is the defined name of cell B16

24

Naming Rules Must begin with a letter Cannot resemble a cell reference (A3) No spaces, hyphens, or symbols Underscores, periods, capital letters OK

Instructional_Materials Instructional.Materials InstructionalMaterials

25

Creating Names from Row or Column Titles

Select titles and values (columns A and B)

Specify which cells to use for names

FormulasDefined Names Create from Selection

Defined names

26

Using Names to Navigate

Choose a name from the list

Highlight displays defined range chosen

27

Using Names in Formulas =SUM(Salaries) =Sales – Expenses =TotalPostage

Linking formula

28

Modifying and Deleting Defined Names

Name ManagerDelete the selected name . . .

. . . or change its cell reference with the Collapse button

29

Types of Hyperlinks Internal

To cells in a workbook

External To another workbook or non-Excel file To a web page To an email address in Outlook

30

Creating Hyperlinks

Inserted hyperlink

Location type Cell reference

and worksheet

Create a ScreenTip to display in the worksheet

31

Printing Multiple-Sheet Workbooks Select multiple worksheets

(Shift) – Select adjacent sheets (Ctrl) – Select nonadjacent sheets

Apply page setup options to multiple worksheets

Print selected sheets Print all sheets in workbook

Lesson 11: Creating Tables and Outlines

Why Use a Table? Automatic table expansion when rows or

columns are added Calculated columns copy a formula

automatically Table style library Filtering automatically available Function drop-down list for cells in total

row

33

34

Table Parts

Row (record) holds data for one person, event, or transaction

Filter button

Column (field) holds one category of data

Optional total rowLabels outside the table

Calculated column

35

Converting a Range of Cells to a Table

Select the worksheet range

Result of table conversion

Accept defaultsChoose a table style (may be changed later)

Rename the table to a descriptive name for use in formulas.

36

Formatting a Table

Banded Rows:Apply a fill to alternating rows to enhance readability

First Column and Last Column:Highlight all entries in the column

Total Row:Displays total in last column if contains numbers

37

Summary Formulas in the Total Row

A summary function may be chosen from a list for any number column

Result of choosing AVERAGE

Result of choosing COUNT

Result of choosing SUM

38

Selecting Table Rows and Columns

Click inside the first cell of a table row to select the row

Click the top of the table column heading to select the table column

39

Creating Calculated Columns in a Table

Select any cell in the table column Create a formula as usual with Point Mode

=H5+I5

Excel converts cell references to structured reference in the formula

The formula is applied automatically to all cells in the calculated column

40

Sorting a Table ColumnDrop down the column heading list

In this example of sorting by color, some text in the table is red

Up arrow indicates the list is sorted from A to Z or lowest to highest

41

Filtering a Table Column

Drop down the column heading list

All records except those with IL are hidden temporarily

Filter by color or for text, such as Begins with or Does not contain

Limit the display to one or more selected entries

Indicates that not all records currently display

42

Custom Filters

Filter will display only records with a Review Date between April 15 and June 15

Choose Clear Filter from “[column name]” in the column heading list to remove any type of filter.

43

Working with Outlines and Grouping

How outlines work Group data by rows and columns

Outline levels are displayed on the top and left

Expand and collapse grouped data

44

Working with Outlines and Grouping

Auto outline For smooth Auto Outline,

arrange detail data to right or left of summary formulas

Create groups manually

Select detail data and group, even if Auto Outline has been performed

45

Displaying Subtotals in an Outline

First sort the list by the column on which subtotals will be based

Lesson 12: Creating PivotTables and Macros

47

Working with PivotTables: Example 1

Raw data in worksheet

Summarized by products sold by each city in a PivotTable

Product totals

City totals

48

Working with PivotTables: Example 2

Summarized by city then by product

City totals

49

How PivotTables Work

50

Manipulating Fields on a PivotTable

Pivoting is the process of dragging a field from a row to a column, or vice versa.

Three fields are selected

Region field dragged to Column Labels area

51

Changing Field Data on a PivotTable

Add or remove fields

Filter for specific items within rows

Suppress display of an item within columns

52

Filtering a PivotTable Report

Choose (All) from the drop-down list to display all items in the field.

53

Editing PivotTable Calculations Change the function Create a calculated field

(custom formula)

Update the active PivotTable or all PivotTables in workbook

PivotTables do not automatically update after the source data is changed.

54

Working with PivotCharts Create from a PivotTable or worksheet

data Add or move fields in PivotTable Field List

task pane as usual Filter fields as usual

Format a PivotChart just as you would a regular chart.

55

Setting the Macro Security Level Choose OfficeExcel Options

Disabling with notification displays message when workbook is opened

56

Macros Set of instructions that can be played back

at any time Useful for automating routine tasks

57

Recording a Macro Works like a video recorder

Turn on recorder Name the macro Perform sequence of keystrokes and mouse clicks Stop recording

Where macro is stored

All keystrokes and mouse clicks are recorded, including mistakes and corrections. A macro may be re-recorded, if necessary.

58

Using a Personal Macro Workbook Make macros available in all workbooks

on your computer system

Macros can be used with any workbook

The Personal Macro Workbook is a hidden workbook.

59

Assigning Macros Macros may be run using:

Run command in the Macro dialog box Shortcut keys Custom buttons

60

Using Shortcut Keys Run a macro with a few keystrokes

Assigning a shortcut key to run a macro from within a worksheet

A shortcut key must use either (Ctrl) or (Ctrl)+(Shift) plus a letter.

61

Using Custom Buttons in Worksheets

Insert a shape Assign a macro

Click the button to run the macro

62

Saving a Workbook as Macro Enabled

Use Save As Change the Save As Type Filename is saved with the

extension .xlsm

Lesson 13: Using Financial Functions and Data Analysis

64

Using Financial Functions Perform financial calculations Type the function or use the Insert

Function dialog box

Many categories to choose from

Many functions to choose from

Get help choosing the right category/function

65

Introducing the PMT (Payment) Function

Calculate a periodic payment amount

Monthly payment that results

Annual rate divided by 12

# of payments (divide by 12 if years)

Loan amount (negative number)

66

Introducing the FV (Future Value) Function

Calculate the future value of an annuity

Annual rate divided by 12 # of monthly

deposits

Deposit amount (negative number)

Type the function in the Formula Bar or use the Function Wizard

67

Introducing Data Analysis Tools: Using Goal Seek

Let Excel adjust your variable to achieve a desired outcome

Specify desired outcome

Use Goal Seek on any cell with a formula

Choose a cell as a variable for adjustment

68

Using Solver Let Excel adjust multiple variables to

achieve a desired outcome

Set constraints on any affected cell

Adjust multiple variables

To avoid errors, use the point method when entering cell references.

69

Using Analysis Tools: Scenario Manager

Scenario Named combination of

values assigned to variables in a what-if model

Manage scenarios Save and compare multiple

scenarios

Add scenarios Input values for additional

what-if models

70

Using the Data Analysis ToolPak Choose from 19 analysis tools Each tool performs its own function

If Data Analysis is not on the Ribbon, you must install it (OfficeExcel OptionsAdd-Ins.

71

Using the Data Analysis ToolPak

The rows containing original data in columns A–D are not sorted.

Original data

Results duplicate and sort scores, which are ranked from highest to lowest

Performs calculations on the scores in column D and displays results in columns I–L

Lesson 14: Auditing and Additional Functions

73

Using 3-D Cell References in Formulas

Create a formula using data in the same cell on a range of worksheets

Deleting a worksheet or moving a worksheet tab to outside the range in the 3-D reference affects the formula.

74

Introducing Lookup Functions: Using VLOOKUP

VLOOKUP (Vertical Lookup) Finds values in tax, commission rate, and other lookup

tables Syntax consists of three components (arguments)

1st argument:Cell value to be looked up

2nd argument:Lookup table

3rd argument:Column number in lookup table

75

How PivotTables Work

Function searches for 14,000 (cell C6) in left column of lookup table

Search takes place in the Comm_Rate lookup table

Search stops at 10,000 because the lookup value is at least 10,000 but not 20,000

Corresponding contents of 2 columns are returned to the formula cell

Formula result

The first column of the lookup table must be sorted from lowest to highest.

76

Creating a Formula with the IF Function

Take an action if the logical test is true Take a different action if false

3rd argument:Action if false1st argument:

Logical test to be evaluated

2nd argument:Action if true

77

Using an IF Function to Display Text

Display Yes if true Display blank if false

78

Using Criteria IF Functions Use AVERAGEIF, COUNTIF, and SUMIF to

calculate using one criterion

1st argument:Cells to be evaluated

3rd argument:Sum only the cells in this

range that meet the criterion

2nd argument:Criterion

79

Using Criteria IF Functions Use AVERAGEIFS, COUNTIFS, and

SUMIFS to calculate using up to 127 criteria sets

Only cells that meet their respective criteria are calculated

1st argument:1st range to be evaluated

4th argument:Criterion for 2nd range

3rd argument:2nd range

to be evaluated

2nd argument:Criterion for 1st range

80

Tracing Formulas: Auditing Tools Analyze and debug worksheets Locate formulas dependent on a cell value Locate errors in formulas

81

Tracing Precedents Trace precedents

Precedents = cells referenced by a formula Trace Precedents command displays arrows to precedent

cells

82

How Tracing Precedents Works Example:

Trace precedent cells included in the formula =C6*D6

Cells from the lookup table are included; they are precedents in the D6 formula

Blue tracer arrows indicate precedent cells

83

Tracing Dependents Trace dependents

Dependents = Cells containing formulas that reference the selected cell

Trace Dependents command displays arrows to the dependent cells

84

How Tracing Dependents Works Example:

Trace the formulas that depend on the value in cell C6

Use the Remove All Arrows command to remove the tracer arrows.

85

Checking Errors Excel displays a triangle

icon Error Checking menu on

a cell helps identify the cause of a formula error

Error Checking command navigates to all cells with errors

86

Using Evaluate Formula View the sequence of calculations of each

part of a formula

87

Using the Watch Window

Displays formula results when the formula is out of view

Lesson 15: Using Advanced Formatting and Analysis Tools

89

Working with Grouped Worksheets Work simultaneously on all worksheets in

the group Enter data in cells Format selected cells Copy and paste

The grouped sheet tabs turn white

90

Ungrouping Worksheets Remember to ungroup when ready to

enter variable data

Ungroup using context menu

Or click a sheet tab not in the group

91

Consolidating Worksheet Data Combine values from source worksheets

into a destination sheet

Destination worksheet

Reference list

Use Point Mode to select reference ranges in each worksheet to be consolidated

The summary worksheet does not automatically update when source data is changed.

92

Consolidation Functions SUM AVERAGE MIN MAX

The SUM function is used most often.

93

Creating Links to Source Data in a Consolidation

Displays an outline with source data rows above summary row

Changes to source data do update in the summary worksheet

94

Types of Consolidation By Position

References same range in multiple worksheet

Works well with identical layouts

By Category References cells by row or

column Works well with different

layouts

95

Working with Data Validation Restrict data entry in cells

Types of values Minimum and maximum values

Create input messages and error alert messages to customize the validation

96

Locating All Invalid Data Red circles indicate a potential problem

Ignore or correct problem

Red circles are temporary and do not print

97

Working with Conditional Formatting

Formatting applied only if cell contents meet set conditions

Visual alert that a value is outside parameters

Choices on the Ribbon

Presets: Frequently used formats

Custom rules you create

Data bars, color scale, icon sets

98

Creating a Custom Conditional Formatting Rule

Conditional formatting is used as a visual alert to indicate that a value is outside the parameters.

99

Data Tables – One Variable Helpful in what-if analyses Values from data table substituted for a

cell reference in a formula Formula =FV(B3/12, B4,–B5) is the basis

for the data table calculations shown

Value of 0 is returned in the cell with the formula

Column of payment values that you input

Formula results for each payment value

Each payment value in the data table is substituted for cell B5 in the formula

100

Data Tables – Two Variables The same formula =FV(B3/12, B4,–B5) with

variables substituted for two cell references A result displays for every combination of

rate and payment listed in the table

The input cells are blank because multiple values are substituted from the row and column.

Row of interest rates you input

Column of payment values you input

Formula results for each combination of rate and payment

101

Creating Trendlines on Charts Linear trendline

Best-fit straight line that shows data trend

102

Creating Trendlines on Charts Polygonal trendline

Smooth out fluctuations by averaging adjacent data points

Increase the Order option value to make a smoother trendline.

Lesson 16: Integrating Excel with Other Programs

104

About File Formats

Choose to display filename extensions in Windows Explorer.

File format Structure for storing data in a computer file

Native file format Application program normally used to save files

Identifying a file’s format

By icon

By filename extension

105

Compatibility with Previous Excel Versions

Excel 2007 file formats Open XML, based on Extensible Markup Language

Prior versions Different file formats Title bar identifies these files

106

Compatibility with Previous Excel Versions

Save a workbook in a different Excel file format

Compatible file format

107

Handling Compatibility Issues Compatibility Checker

File owner scans workbook Any changes to correct incompatibility remove features in all

Excel versions

Compatibility Pack Users of versions 2000, 2002 (XP), and 2003 install a file

converter Incompatible features hidden Features visible when file is reopened in Excel 2007

108

Handling Compatibility Issues Scan non-XML files with Compatibility

Checker

Locate these cells in worksheet

Correct any areas marked

Copy compatibility report to a new, printable worksheet

109

Converting Workbooks to Other File Formats

Converter program allows an application program to open or save files in nonnative formats Text PDF XPS

Several converters are installed in Excel

Excel warns you that formatting or features may be lost with the new file format. You may first save in Excel Workbook format to preserve a copy of the workbook.

110

Types of Text Files Tab delimited

Arrows do not print

Comma delimited

Characteristics Saves worksheet data in a

text-only format Removes all formatting May be only method for

transferring data between incompatible programs

111

Saving Excel Data in Text Formats Save a worksheet

in tab delimited file format

Compare icons for files saved in different formats

Open and view text files in Notepad

112

Additional File Format Types PDF (Portable Document Format) XPS (XML Paper Specification Characteristics

Users may use a free reader to view/print workbooks with all formatting intact; don’t need Excel at all

Prevents users from making any changes or accessing hidden information

The PDF and XPS command appears on the Save As submenu after you download and install a converter.

113

Saving Excel Data in PDF Format Save a worksheet in

PDF format

Open and view workbook in Adobe Acrobat Reader

114

Using Excel Tables with Word Mail Merge

Main document containing merge field codes in Word Selected records in Excel

Personalized document copies in Word

115

Sharing Excel Data with Access Use the filter, query, and report

capabilities in AccessChoosing options

in the Import Spreadsheet

Wizard (Access)

Resulting Access table

When the link option is selected, any changes to the original worksheet will update in the Access table.

116

Link Excel Charts on PowerPoint Slides

Copy chart in Excel Paste options

Link to chart data (default) Embed the entire workbook

along with the chart Paste the chart as a picture only

Embedding a chart gives the user access to all data in the workbook, which may not be desirable.

Slide containing the chart pasted into a content placeholder

117

Importing Data from Other Applications

Drag and drop

Dragging and dropping cuts the text from the source document. Restore it with Undo or by closing without saving.

118

Importing Data from Other Applications

Copy and paste Adjust formatting after pasting

Paste

Copy

119

Importing External Data Import data from text files

Adjust formatting after importing text

The Text Import Wizard guides you through importing text file data.

Preview shows tab codes as small boxes, not arrows

120

Importing External Data Import data from a web page

Adjust formatting after importing web data

Indicate tables that may be selected from the web page; once selected, arrows turn green

Enter the desired URL in the Internet Explorer window