Excel 2003 intermediate level manual

Microsoft Excel 2003 Manual - Intermediate Level European Edition

PAGE 2 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL

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INSTALLING THE SAMPLE FILES ................................................................................................................. 5 VIEWING WORKSHEETS ................................................................................................................................. 6

CUSTOMISING VIEW OPTIONS ........................................................................................................................... 6 DISPLAYING AND CUSTOMISING TOOLBARS ...................................................................................................... 8 HIDING WORKBOOKS AND WORKSHEETS ....................................................................................................... 10 FREEZING PANES ............................................................................................................................................. 11 GROUPING AND UNGROUPING WORKSHEETS................................................................................................. 12 REVIEW QUESTIONS ........................................................................................................................................ 13

MORE FORMATTING TECHNIQUES ........................................................................................................... 14 USING STYLES ................................................................................................................................................. 14 CONDITIONAL FORMATTING ............................................................................................................................. 17 USING THE FORMAT PAINTER.......................................................................................................................... 19 USING GUIDELINES .......................................................................................................................................... 21 HIDING AND DISPLAYING CELLS ...................................................................................................................... 22 REVIEW QUESTIONS ........................................................................................................................................ 24

MORE FORMULAS AND FUNCTIONS......................................................................................................... 26 USING THE SERIES COMMAND ........................................................................................................................ 26 USING THE INSERT FUNCTION WIZARD ........................................................................................................... 29 USING THE EXCEL FUNCTION CATEGORIES .................................................................................................... 31 CORRECTING FORMULAS................................................................................................................................. 47 USING THE FORMULA ERROR CHECKER ......................................................................................................... 49 USING THE FORMULA AUDITING TOOLBAR...................................................................................................... 50 USING THE WATCH WINDOW ........................................................................................................................... 54 REVIEW QUESTIONS ........................................................................................................................................ 56

DATABASE AND LIST MANAGEMENT....................................................................................................... 57 USING DATABASES .......................................................................................................................................... 57 CREATING AND EDITING A DATABASE ............................................................................................................. 58 SORTING A DATABASE ..................................................................................................................................... 61 USING AUTOFILTERS ....................................................................................................................................... 62 ADVANCED FILTERS ......................................................................................................................................... 64 WORKING WITH FILTERED DATA...................................................................................................................... 65 USING DATA FORMS ........................................................................................................................................ 67 REVIEW QUESTIONS ........................................................................................................................................ 69

CHARTS ............................................................................................................................................................. 71 CHART WIZARD ................................................................................................................................................ 71 CHART TOOLBAR.............................................................................................................................................. 77 WORKING WITH CHARTS .................................................................................................................................. 78 FORMATTING THE CHART ................................................................................................................................ 80 REVIEW QUESTIONS ........................................................................................................................................ 83

DRAWING AND PICTURE OBJECTS .......................................................................................................... 85 DRAWING TOOLBAR ......................................................................................................................................... 85 WORKING WITH AUTOSHAPES......................................................................................................................... 86 CREATING TEXT BOXES................................................................................................................................... 91 ADDING PICTURES ........................................................................................................................................... 92 LAYERING OBJECTS ......................................................................................................................................... 94 GROUPING AND UNGROUPING OBJECTS......................................................................................................... 95 REVIEW QUESTIONS ........................................................................................................................................ 96

EXCEL 2003 AND OTHER APPLICATIONS ............................................................................................... 97 CONVERTING FILES FROM OTHER APPLICATIONS .......................................................................................... 97 COPYING DATA FROM ANOTHER APPLICATION ............................................................................................... 97 EMBEDDING AND LINKING OBJECTS .............................................................................................................. 100



HYPERLINKS ................................................................................................................................................... 103 MANAGING LINKS ........................................................................................................................................... 104 REVIEW QUESTIONS ...................................................................................................................................... 105



Installing the Sample Files • Use Windows Explorer to create a folder called Excel 2003 Intermediate

Samples, in the My Documents folder. • If you are installing the sample files from the CD-ROM, place the CD-ROM in

the CD drive and copy the files from the excel_2003_intermediate_eur\exercise_files to the My Documents\Excel 2003 Intermediate Samples folder.

• If these files have been copied to your network server, then ask your trainer/supervisor for more information about how to copy these files to your PC’s hard disk.

• Notes for tutors:

The above instructions are for Windows that has not been set-up for a multi-user environment (with individual profiles). The instructions above may require modification within a Windows multi-user environment. Where possible pre-install the relevant work files prior to use by students/delegates.



Viewing Worksheets When you have completed this learning module you will have seen how to: • Customise the Excel window display • Customise the Comments View options • Customise the Objects View options • Customise the Worksheet View options • Choose a toolbar • Display toolbars • Customise toolbar Options • Add Commands to a toolbar • Hide a Workbook • Hide a Worksheet • Display hidden Workbooks • Display hidden Worksheets • Freeze a horizontal pane • Freeze a vertical pane • Freeze horizontal and vertical panes • Unfreeze panes • Group Worksheets • Ungroup Worksheets

Customising View Options

Customising the Excel window display • From the main menu, choose Tools > Options to display the Options dialog

box, click on the View tab, and select the following options from the Show area:

Startup Task Pane - Select to show the Startup task pane. Formula bar - Select to show the Formula bar. Status bar - Select to show the Status bar. Windows in Taskbar - Select to list each open Workbook on the Taskbar.

• Click OK to change and save the settings.



Customising the Comments View options • From the main menu, choose Tools > Options to display the Options dialog

box, click on the View tab, and select the following options from the Comments area:

None - Select to hide all comments. Comment indicator only - Select to indicate comments with red triangles. Comment & indicator - Select to show the comments and its indicator.


Customising the Objects View options • From the main menu, choose Tools > Options to display the Options dialog

box, click on the View tab, and select from the following options from the Objects area:

Show all - Select to show all objects. Show placeholder - Select to show a grey box in place of an object. Hide all - Select to hide all objects.


Customising the Worksheet View options • From the main menu, choose Tools > Options to display the Options dialog

box, click on the View tab, and select from the following options from the Window options area:

Page breaks - Select to display page breaks. Formulas - Select to display formulas instead of results in Worksheet cells. Gridlines - Select to display gridlines. Gridlines color - Change the gridline colour by clicking on the down arrow and selecting a new colour. Row & column headers - Select to show the row and column headers.



Outline symbols - Select to show any outline symbols. Zero values - Select to show cells containing 0. Horizontal scroll bar - Select to show the horizontal scroll bars. Vertical scroll bar - Select to show the vertical scroll bars. Sheet tabs - Select to show the sheet tabs.


Displaying and Customising Toolbars

Choosing a toolbar • Excel has 20 toolbars for you to choose from. Each toolbar contains a group

of icons that are relevant to specific functions in Excel. You can use the following list to help you choose the toolbar to display: Standard - Icons for basic Excel 2003 functions. Formatting - Icons for cell formatting. Borders - Icons for drawing and customising border lines. Chart - Icons to create and format Charts. Control Toolbox - Icons to customise and control form elements. Drawing - Icons to draw shapes. External Data - Icons for querying external data. Forms - Icons to create form elements. Formula Auditing - Icons to troubleshoot formulas. List - Icons to work with designated Lists, and import/export XML data. Picture - Icons to create and manipulate pictures. PivotTable - Icons for working with Pivot Tables. Protection - Icons to lock and protect Worksheets. Reviewing - Icons to create and manipulate comments. Task Pane - Links to the some of the most common tasks in Excel. Text to Speech - Icons to control how Excel reads cell contents. Visual Basic - Icons for working with Visual Basic. Watch Window - Window to track the formula results of different cells. Web - Icons to create, manipulate, and interact with the Web. WordArt - Icons for creating and manipulating WordArt objects.

Displaying toolbars • From the main menu, choose View > Toolbars and select the toolbar you

want to display (you will see a check mark beside visible toolbars) OR right-click on any visible toolbar and choose the toolbar you want to display from the popup menu (you will see a check mark beside visible toolbars).



Customising toolbar options • Right-click on any visible toolbar and choose Customize from the popup

menu. This will display the Customize dialog box: Click on the Options tab, and select from the following options: Show Standard and Formatting toolbars on two rows By default, Excel displays the Standard and Formatting toolbars on one row to increase the Worksheet window display. Select this option to display the toolbars on the two different rows. Always show full menus By default, Excel shows a condensed version of the main menus, containing the most recently used commands menu items. Select this option to show full menus. Show full menus after a short delay By default, Excel displays the full menus after it has been open for a few seconds. Deselect this option to prevent the full menus from appearing. Reset menu and toolbar usage Click on this button to restore the dropdown menus to their default settings. Large icons Select this option to display large icons on all toolbars. List font names in their font Select this option to display the actual font in the Formatting toolbar Font dropdown menu. Show ScreenTips on toolbars Select this option to display the descriptive name of the icon when the mouse pointer is placed over it. Menu animations Select how menus appear on screen; choose from None, Random, Unfold, or Slide.

• Click Close to save the settings.

Adding Commands to a toolbar • Begin by displaying the toolbar you want to customise. • From the main menu, choose Tools > Customize, click on the Commands

tab, and select a Category from the Categories scrolling box. • From the Commands scrolling box, find the command you want to add, and

drag the command onto the toolbar you want to affect:



• Your customised toolbar should now display the command you just added.

Hiding Workbooks and Worksheets

Hiding a Workbook • Begin by displaying the Workbook you want to hide. • From the main menu, choose Window > Hide.

Note: If there are unsaved changes in your hidden Workbook, Excel will prompt you to save the Workbook when you exit.

Hiding Worksheets • Begin by selecting the Worksheet(s) you want to hide by clicking on the

appropriate Worksheet tab(s) • From the main menu, choose Format > Sheet > Hide.

Displaying hidden Workbooks • From the main menu, choose Window > Unhide to display the Unhide

dialog box, select the hidden Workbook you want to display, and click OK:



Displaying hidden Worksheets • From the main menu, choose Format > Sheet > Unhide to display the

Unhide dialog box, select the hidden Worksheet you want to display, and click OK:

Freezing Panes

Freezing a horizontal pane • Begin by placing the mouse pointer over the rectangle above the right

scrollbar (your mouse cursor should change to the drag cursor ). • Drag the rectangle down to below the row you want to freeze. From the

main menu, choose Window > Freeze Panes:

Note: The frozen pane is marked by a horizontal black line.

Freezing a vertical pane • Begin by placing the mouse pointer over the rectangle to the right of the

bottom scrollbar (your mouse cursor should change to the drag cursor ). • Drag the rectangle left to the right of the column you want to freeze. From

the main menu, choose Window > Freeze Panes:

Note: The frozen pane is marked by a vertical black line.



Freezing horizontal and vertical panes • Begin by selecting the top-left cell that will not be part of the frozen panes. • From the main menu, choose Window > Freeze Panes. • For example, to freeze the top two rows and the left column, select cell B3:

Unfreezing panes • From the main menu, choose Window > Unfreeze Panes.

Note: This menu selection is available only if there are panes to unfreeze.

Grouping and Ungrouping Worksheets

Grouping Worksheets • You can group Worksheets together to edit and format the sheets at the

same time. Every change made to the active Worksheet will be reflected in all Worksheets in the Group. Worksheets can be grouped simply by selecting the Worksheets you want.

To select all Worksheets • Right-click on a sheet tab, and choose Select All Sheets from the popup

menu:

To select several Worksheets • Click on the first sheet tab of the Worksheet you want to select, hold down

the Ctrl key, and click on the other sheet tabs of the Worksheets you want to select:



Ungrouping Worksheets • Right-click on one of the grouped Worksheet tabs, and choose Ungroup

Sheets from the popup menu OR hold down the Shift key and click on the active sheet tab.

Review Questions How would you: • Customise the Excel window display? • Customise the Comments View options? • Customise the Objects View options? • Customise the Worksheet View options? • Choose a toolbar? • Display toolbars? • Customise toolbar Options? • Add Commands to a toolbar? • Hide a Workbook? • Hide a Worksheet? • Display hidden Workbooks? • Display hidden Worksheets? • Freeze a horizontal pane? • Freeze a vertical pane? • Freeze horizontal and vertical panes? • Unfreeze panes? • Group Worksheets? • Ungroup Worksheets?



More Formatting Techniques When you have completed this learning module you will have seen how to: • Create a new style • Apply a style • Change the formatting of a style • Remove a style from cells • Delete a style • Use conditional formatting • Change conditional formatting • Delete conditional formatting • Find cells with conditional formatting • Copy and apply cell formatting with the Format Painter • Copy and apply column width or row height with the Format Painter • Copy and apply the Format Painter in multiple locations • Change the colour of the Gridlines • Turn off the onscreen Gridlines • Print Gridlines • Hide Columns • Hide Rows • Use the mouse to hide Columns • Use the mouse to hide Rows • Display hidden Columns • Display hidden Rows • Use the mouse to display hidden Columns • Use the mouse to display hidden Rows

Using Styles

Creating a new style • You can create a new style based on the formatting of an existing cell. Once

a style is created, you can use it repeatedly. Begin by selecting the cell containing the formatting you want.

• From the main menu, choose Format > Style to display the Style dialog box.

• Type a name into the Style name dropdown list box, and click on the Add button.



• Click OK:

Applying a style • Begin by selecting the cell(s) you want to affect. • From the main menu, choose Format > Style to display the Style dialog

box. • Click on the Style name down arrow, and select the style you want. • Click OK:

Changing the formatting of a style • From the main menu, choose Format > Style to display the Style dialog

box. • Click on the Style name down arrow, select the style you want to change,

and click on the Modify button to display the Format Cells dialog box:



• Specify the formatting you want, and click OK to return to the Style dialog box.

• Click OK. Note: You can also create a new style by typing a name for your style and clicking on the Modify button to specify the formatting of the new style.

Removing a style from cells • Begin by selecting the cell(s) you want to affect. • From the main menu, choose Format > Style to display the Style dialog

box. • Click on the Style name down arrow, and select the Normal style. • Click OK.

Deleting a style • From the main menu, choose Format > Style to display the Style dialog

box. • Click on the Style name down arrow, select the style you want to delete,

and click on the Delete button:



• Click OK. Note: Excel has pre-defined styles associated to the Currency Style, Percent Style, and Comma Style icons on the Formatting toolbar. Deleting these styles will disable the icons.

Conditional Formatting

Using conditional formatting • Conditional formatting allows you to change the formatting of a cell

depending on the value in the cell. You can set up conditional formatting to highlight data based on conditions you define.

• Begin by selecting the cell or range you want to affect. • From the main menu, choose Format > Conditional Formatting to display

the Conditional Formatting dialog box. • Enter the condition in the Condition area (conditions can be defined based

on the cell value or formula). • Click on the Format button to display the Format Cells dialog box. Specify

the formatting you want, and click OK to return to the Conditional Formatting dialog box. (A sample of the formatting appears in the preview box.)

• Click OK to apply conditional formatting:



Note: To define another condition, click Add instead of OK. You can have up to three conditions; when finished, click OK. Excel will evaluate the conditions in the order they are entered, and will stop evaluating once a condition is met and the associated format is applied.

Changing conditional formatting • Begin by selecting the cell or range containing the conditional formatting you

want to change. • From the main menu, choose Format > Conditional Formatting to display

the Conditional Formatting dialog box. • Edit the condition(s) and formatting as needed. • Click OK.

Deleting conditional formatting • Begin by selecting the cell or range containing the conditional formatting you

want to delete. • From the main menu, choose Format > Conditional Formatting to display

the Conditional Formatting dialog box. • Click the Delete button to display the Delete Conditional Format dialog

box, select the condition(s) you want to delete, and click OK to return to the Conditional Formatting dialog box.

• Click OK:

Finding cells with conditional formatting • To find cells with specific conditional formatting, begin by selecting the cell

with the conditional formatting you want to find.



• From the main menu, choose Edit > Go To to display the Go To dialog box:

• Click on the Special button to display the Go To Special dialog box. • Select the Conditional formats radio button, and select the Same radio

button below Data validation. • Click OK to highlight the cells with the specified conditional formatting:

Note: To find cells with any conditional formatting, you can begin by selecting any cell, and follow the same instructions as above, but select the All instead of the Same radio button.

Using the Format Painter



Copying and applying cell formatting with the Format Painter • You can use the Format Painter to copy the formatting (including

conditional formatting) of an existing cell to other cells within Excel. • Begin by selecting the cell or range containing the formatting you want to

copy.

• Click on the Format Painter icon on the Formatting toolbar (your mouse cursor will change to the painter cursor ).

• Click on the cell you want the formatting to be applied OR select the range you want the formatting to be applied. Note: If you are copying the formatting of a range, after copying with the Format Painter, click on the top-left cell to apply the formatting to a range of the same size.

Copying and applying column width or row height with the Format Painter • Begin by selecting the column (row) containing the width (height) you want

to copy. • Click on the Format Painter icon on the Formatting toolbar (your mouse

cursor will change to the painter cursor ). • Click on the column (row) header you want the formatting to be applied

OR select the range of columns (rows) you want the formatting to be applied:

Copying and applying the Format Painter in multiple locations • Begin by selecting the cell or range containing the formatting you want to

copy. • Double-click on the Format Painter icon on the Formatting toolbar (your

mouse cursor will change to the painter cursor ). • Click on the cell or select the range you want the formatting to be applied

(your mouse cursor stays as the painter cursor). Continue applying the copied formatting.

• When finished, click on the Format Painter icon to end the painter formatting. Note: You can also use this method on column widths, row heights, objects, and conditional formatting.



Using Guidelines

Changing the colour of the Gridlines • Begin by selecting the Worksheets you want to affect. • From the main menu, choose Tools > Options to display the Options dialog

box, and click on the View tab. • Click on the Gridlines color down arrow in the Window options area, and

make your selection. • Click OK:

Turning off the onscreen Gridlines • From the main menu, choose Tools > Options to display the Options dialog

box, and click on the View tab. • Deselect the Gridlines checkbox in the Window options area. • Click OK.

Printing Gridlines • From the main menu, choose File > Page Setup to display the Page Setup

dialog box, and click on the Sheet tab. • Select the Gridlines checkbox in the Print area. • Click OK to exit Page Setup

OR click Print to print:



Hiding and Displaying Cells

Hiding Columns • Begin by selecting the column(s) you want to hide. • From the main menu, choose Format > Column > Hide.

Note: You can identify hidden column(s) by the missing header letters.

Hiding Rows • Begin by selecting the row(s) you want to hide. • From the main menu, choose Format > Row > Hide.

Note: You can identify hidden row(s) by the missing row number.

Using the mouse to hide Columns • Begin by placing the mouse pointer on the right-most header border of the

column(s) you want to hide. • Drag the border past the left most header border of the column(s) you want

to hide. For example, if you want to hide column B and C, place your mouse pointer over the right header border of column C, and drag the border past the left header border of column B:

Using the mouse to hide Rows • Begin by placing the mouse pointer on the bottom-most header border of the

row(s) you want to hide. • Drag the border past the top most header border of the row(s) you want to

hide. For example, if you want to hide row 2 to 4, place your mouse pointer over the bottom header border of row 4, and drag the border past the top header border of row 2:



Displaying hidden Columns • Begin by selecting the columns on either side of the hidden column(s). • From the main menu, choose Format > Column > Unhide.

Note: If column A is hidden, you will need to navigate to cell A1 instead of selecting the columns on either side of column A.

To navigate to cell A1 • From the main menu, choose Edit > Go To, type A1 in the Reference text

box, and click OK:

Displaying hidden Rows • Begin by selecting the rows on either side of the hidden row(s). • From the main menu, choose Format > Row > Unhide.

Note: If row 1 is hidden, you will need to navigate to cell A1 instead of selecting the rows on either side of row 1.

To navigate to cell A1 • From the main menu, choose Edit > Go To, type A1 in the Reference text

box, and click OK:

Using the mouse to display hidden Columns • Begin by placing the mouse pointer between the two column headers where

column(s) are hidden. • Move the mouse pointer slightly to the right until it changes from a single-

lined drag cursor to a double-lined drag cursor . • Drag the column border to the right to display the hidden column:



Note: You can only display one hidden column at a time.

Using the mouse to display hidden Rows • Begin by placing the mouse pointer between the two row headers where

row(s) are hidden. • Move the mouse pointer down slightly until it changes from a single-lined

drag cursor to a double-lined drag cursor . • Drag the row border to down to display the hidden row:

Note: You can only display one hidden row at a time.

Review Questions How would you: • Create a new style? • Apply a style? • Change the formatting of a style? • Remove a style from cells? • Delete a style? • Use conditional formatting? • Change conditional formatting? • Delete conditional formatting? • Find cells with conditional formatting? • Copy and apply cell formatting with the Format Painter? • Copy and apply column width or row height with the Format Painter? • Copy and apply the Format Painter in multiple locations? • Change the colour of the Gridlines? • Turn off the onscreen Gridlines? • Print Gridlines? • Hide Columns? • Hide Rows? • Use the mouse to hide Columns? • Use the mouse to hide Rows? • Display hidden Columns? • Display hidden Rows?



• Use the mouse to display hidden Columns? • Use the mouse to display hidden Rows?



More Formulas and Functions When you have completed this learning module you will have seen how to: • Use the Series Command • Apply a list series • Apply a numeric series • Apply a basic numeric series • Create a custom list series • Display the Insert Function wizard • Choose a function from the Insert Function wizard • Enter Function Arguments in the Insert Function wizard • Use the Most Recently Used function category • Use the Financial function category • Use the Date & Time function category • Use the Math & Trig function category • Use the Statistical function category • Use the Lookup & Reference function category • Use the Database function category • Use the Text function category • Use the Logical function category • Use the Information function category • Find and correct errors in Formulas • Find error values • Correct error values • Use the Formula error checker • Recheck ignored errors • Customise the Formula error checker • Display the Formula Auditing toolbar • Use the Formula Auditing toolbar • Trace Precedents • Remove Precedent Arrows • Trace Dependents • Remove Dependent Arrows • Add a new comment • Evaluate Formulas one step at a time • Use the Watch Window • Add a Watch to a cell • Add a Watch to all cells with Formulas • Display a cell in the Watch Window • Delete a Watch • Hide the Watch Window

Using the Series Command



Using the Series Command • Excel 2003 recognizes three different types of series:

Linear: series increases or decreases by a constant value. Growth: series increases or decreases by a constant multiple. AutoFill: Excel 2003 can extend various types of data by predicting the next items in the series. For example, Q1, Q2, Q3, and Q4.

Applying a list series • Type the first item of the list series into the cell you want. • Place the mouse over the small square at the bottom-right corner of the

selected cell (your mouse pointer will appear as a bold plus (+) sign). • Drag in any direction and release the mouse button when you have reached

the last cell in your list series:

Note: As you drag the mouse, a screen tip displays the last item in your series. When you release the mouse button, the selected cells will be filled with the list series:

Applying a numeric series • Excel can create a linear or growth numeric series based on two starting

numbers. • Type the first number of the series into the cell you want, and type the

second number of the series into the cell adjacent to the first number. • Select both cells. • Place the mouse over the small square at the bottom-right corner of the

selected cells (your mouse pointer will appear as a bold plus (+) sign). • Drag in any direction and release the mouse button when you have reached

the last cell in your numeric series. When you release the mouse button, the selected cells will be filled with the numeric series:



Note: As you drag the mouse, a screen tip displays the last item in your series. To increment a series, drag the mouse down or to the right. To decrement a series, drag the mouse up or to the left.

Applying a basic numeric series • Excel can create a basic numeric series by incrementing or decrementing the

starting number by one. • Type the starting number of the basic numeric series into the cell you want. • Place the mouse over the small square at the bottom-right corner of the

selected cell (your mouse pointer will appear as a bold plus (+) sign). • Hold down the Ctrl key, drag in any direction, and release the mouse button

when you have reached the last cell in your basic numeric series. When you release the mouse button, the selected cells will be filled with the numeric series:

Note: To increment a series, drag the mouse down or to the right. To decrement a series, drag the mouse up or to the left.

Creating a custom list series • With Excel, you can create a custom list series for future use. • From the main menu, choose Tools > Options to display the Options dialog

box, and click on the Custom Lists tab. • Select NEW LIST from the Custom lists text area, enter the list entries into

the List entries text area, and click Add to add the series OR enter a range in the Import list from cells text box, and click Import to import an existing series.



• Click OK:

Using the Insert Function Wizard

Displaying the Insert Function wizard • A function can be inserted into a formula using the Insert Function wizard. • To access the Insert Function wizard, begin by selecting the cell you want. • From the main menu, choose Insert > Function to display the Insert

Function wizard OR click on the Insert Function icon on the Formula bar OR click on the AutoSum down arrow on the Standard toolbar, and choose More Functions:



OR type the equal (=) sign into the cell, click on the Functions down arrow, and choose More Functions:

Choosing a function from the Insert Function wizard • From the Insert Function wizard, locate the function you want, and click OK

to display the Function Arguments dialog box. Note: You can use the following features of the Insert Function wizard to help you find the function you want.

• Type in a brief description of the function in the Search for a function text

box, and click on the Go button:

• Click on the Select a category down arrow and choose a category to display

the functions in a category or choose All to display all functions:

• Click on a function in the Select a function text area to display a brief description of the function and its arguments. Click on Help on this function to see the detailed description of the function and its arguments:



Entering Function Arguments in the Insert Function wizard • After selecting a function to insert, the Insert Function wizard will prompt

you for arguments with the Function Arguments dialog box. Each argument in the function will be listed with its own text box. Arguments that are in bold typeface are required for the function; arguments in normal typeface are optional.

• Click in an argument text box to display a brief description of the argument. • Enter a value, cell reference, or range reference into the argument text box. • Check the Formula result area to see the results, and adjust the arguments

as needed. • Click OK to insert the function into the selected cell:

Note: You can click on the Minimize Dialog icon to the right of the argument text boxes to minimise the Function Arguments dialog box, and select the cell or range you want to use from the Workbook window. Press the Return key to return to the Function Arguments dialog box.

Using the Excel Function Categories

Most Recently Used functions • Excel organizes its database of Functions into categories, and keeps track of

your most recently used functions so that you can access them quickly. You can display the functions in this category by using the following methods.

• Type the equal (=) sign into the cell, click on the Functions down arrow, and choose the most recently used function you want:



OR you can access this category from the Insert Function wizard. Note: The Insert Function wizard defaults to display the Most Recently Used function.

Financial functions • Common financial calculations include:

db - Calculates the fixed-declining depreciation of an asset. ddb Calculates the double-declining depreciation of an asset. fv Calculates the future value of an investment. ipmt Calculates the interest payment of an investment. irr Calculates the internal rate of return for a series of cash flows. ispmt Calculates the interest paid of an investment. mirr Calculates the internal rate of return for a series of cash flows, including cost of investment and interest on reinvestment. nper Calculates the number of periods for an investment. Npv Calculates the new present value of an investment. pmt Calculates the payment for a loan.



ppmt Calculates the payment on the principal for an investment. pv Calculates the present value of an investment. rate Calculates the interest rate per period of a loan or an investment. sln Calculates the straight-line depreciation of an asset. syd Calculates the sum-of-year digits depreciation of an asset. vdb Calculates the depreciation of an asset for any period you specify using the double-declining balance method or some other method.

Date & Time functions • The Date & Time category has functions for working with date and time.

Excel uses serial numbers to store dates, giving each day of each year a unique number. The serial numbers then can be manipulated mathematically.

• For example, to find out a date that is 45 days from December 12, 2001, you would use the DATE function to convert the date into a serial number then add 45. In this example, the formula would be: =DATE(2001,12,3)-45

• The following lists the Date & Time functions in Excel:

DATE Returns the serial number of a particular date. DATEVALUE Converts a date in the form of text to a serial number. DAY Converts a serial number to a day of the month. DAYS360 Calculates the number of days between two dates based on a 360-day year. HOUR Converts a serial number to an hour. MINUTE Converts a serial number to a minute. MONTH Converts a serial number to a month.



NOW Returns the serial number of the current date and time. SECOND Converts a serial number to a second. TIME Returns the serial number of a particular time. TIMEVALUE Converts a time in the form of text to a serial number. TODAY Returns the serial number of the current date. WEEKDAY Converts a serial number to a day of the week. YEAR Converts a serial number to a year.

Math & Trig functions • The Math & Trig function category has the most common mathematical and

trigonometry calculations including the following: ABS Returns the absolute value of a number. ACOS Returns the arccosine of a number in radians. ACOSH Returns the inverse hyperbolic cosine of a number. ASIN Returns the arcsine of a number in radians. ASINH Returns the inverse hyperbolic sine of a number. ATAN Returns the arctangent of a number in radians. ATAN2 Returns the arctangent of the specified x- and x- coordinates in radians. ATANH Returns the inverse hyperbolic tangent of a number.



CEILING Rounds a number up, to the nearest integer or to the nearest multiple of significance. COMBIN Returns the number of combinations for a given number of items. COS Returns the cosine of an angle. COSH Returns the hyperbolic cosine of a number. DEGREES Converts radians to degrees. EVEN Rounds a number to the nearest even integer. EXP Returns e raised to the power of a given number. FACT Returns the factorial of a number. FLOOR Rounds a number down, toward zero, to the nearest multiple of significance. INT Rounds a number down to the nearest integer. LN Returns the natural logarithm of a number. LOG Returns the logarithm of a number to the base you specify. LOG10 Returns the base-10 logarithm of a number. MDETERM Returns the matrix determinant of an array. MINVERSE Returns the inverse matrix for the matrix stored in an array. MMULT Returns the matrix product of two arrays. MOD Returns the remainder of a division.



ODD Rounds a number to the nearest odd integer. PI Returns the value of Pi. POWER Returns the result of a number raised to a power. PRODUCT Multiples all the arguments. RADIANS Converts degrees to radians. RAND Returns a random number between 0 and 1. ROMAN Converts an Arabic numeral to Roman. ROUND Rounds a number to a specified number of digits. ROUNDDOWN Rounds a number down, toward zero. ROUNDUP Rounds a number up. SIGN Returns the sign of a number. SIN Returns the sine of an angel. SINH Returns the hyperbolic sine of a number. SQRT Returns the square root of a number. SUBTOTAL Returns a subtotal in a list or database. SUM Adds all the numbers in a range of cells. SUMIF Adds the cells specified by a given condition or criteria. SUMPRODUCT



Returns the sum of the products of corresponding ranges or arrays. SUMSQ Returns the sum of squares of the arguments. SUMX2MY2 Sums the difference between the squares of two corresponding ranges or arrays. SUMX2PY2 Returns the sum total of the sums of squares of numbers in two corresponding ranges or arrays. SUMXMY2 Sums the squares of the differences in two corresponding ranges or arrays. TAN Returns the tangent of an angle. TANH Returns the hyperbolic tangent of a number. TRUNC Truncates a number to an integer.

Statistical functions • The Statistical function category has a wide range of statistical calculations. • Excel 2003 has a large number of new statistical functions, as well as

changes to existing functions in order to make them more accurate. • The following provides a sample of the calculations available:

AVEDEV Returns the average of data point absolute deviations from their mean. AVERAGE Calculates the average of the arguments. AVERAGEA Calculates the average of its arguments, which includes the evaluation of text and logical values. BETADIST Returns the cumulative beta probability density function. BETAINV Returns the inverse of the cumulative beta probability function. BINOMDIST Returns the individual term binomial distribution probability.



CHIDIST Returns the one-tailed probability of the chi-squared distribution. CHIINV Returns the inverse of the one-tailed probability of the chi-squared distribution. CHITEST Returns the test for independence. CONFIDENCE Returns the confidence interval for a population mean. CORREL Returns the correlation coefficient between two sets of data. COUNT Counts the number of cells containing data. COUNTA Counts the number of cells that are not empty. COUNTBLANK Counts the number of empty cells in a range. COUNTIF Counts the number of cells that meet the given condition. COVAR Returns the covariance of two data sets. CRITBINOM Returns the smallest value of which the cumulative binomial distribution is equal to or greater than a criterion value. DEVSQ Returns the sum of squares of deviations of data points from the mean. EXPONDIST Returns the exponential distribution. FDIST Returns the F probability distribution for two data sets. FINV Returns the inverse of the F probability distribution. FISHER Returns the Fisher transformation. FISHERINV



Returns the inverse of the Fisher transformation. FORECAST Predicts a future value using existing values. FREQUENCY Calculates how often values occur. FTEST Returns the result of an F-test. GAMMADIST Returns the gamma distribution. GAMMAINV Returns the inverse of the gamma cumulative distribution. GAMMALN Returns the natural logarithm of the gamma function. GEOMEAN Returns the geometric mean of an array. GROWTH Returns numbers in an exponential growth trend matching known data points. HARMEAN Returns the harmonic mean of a positive number data set. HYPGEOMDIST Returns the hypergeometric distribution. INTERCEPT Calculates the point at which a line will intersect the y-axis using best-fit regression. KURT Returns the kurtosis of data sets. LARGE Returns the k-th largest value, where k is the level. LINEST Returns parameters of a linear trend. LOGEST Returns statistics that describe exponential curves. LOGINV Returns the inverse of the lognormal distribution.



LOGNORMDIST Returns the cumulative lognormal distribution. MAX Returns the largest value in a range. MAXA Returns the largest value in a values set. MEDIAN Returns the median. MIN Returns the smallest value in a range. MINA Returns the smallest value in a values set. MODE Returns the most frequently occurring value in a range. NEGBINOMDIST Returns the negative binomial distribution. NORMDIST Returns the normal cumulative distribution for a specified mean and standard deviation. NORMINV Returns the inverse of the normal cumulative distribution. NORMSDIST Returns the standard normal cumulative distribution. NORMSINV Returns the inverse of the standard normal cumulative distribution. PEARSON Returns the Pearson product moment correlation coefficient. PERCENTILE Returns the k-th percentile of values in a range. PERCENTRANK Returns the rank of data set value as a percentage of the data set. PERMUT Returns the number of permutations for a given number of objects that can be selected from the total number of objects. POISSON Returns the Poisson distribution.



PROB Returns the probability that values in a range are between two limits or equal to a lower limit. QUARTILE Returns the quartile of a data set. RANK Returns the rank of a number in a numbers list. RSQ Returns the square of the Pearson product moment correlation coefficient. SKEW Returns the skewness of a distribution. SLOPE Returns the slope of a linear regression line. SMALL Returns the k-the smallest value, where k is the level. STANDARDIZE Returns a normalized value from a distribution. STDEV Estimates standard deviation based on a sample. TDEVA Estimates standard deviation based on a sample, which includes logical values and text. STDEVP Returns standard deviation based upon an entire population, but ignores logical values and text. STDEVPA Returns standard deviation based on an entire population – including logical values and text. STEYX Returns the standard error of the predicted y-value for each x in a regression. TDIST Returns the Student’s t-distribution. TINV Returns the inverse of the Student’s t-distribution. TREND



Returns numbers in a linear trend using the least squares method. TRIMMEAN Returns the mean of the interior portion of a data values set. TTEST Returns the probability associated with a Student’s t-Test. VAR Estimates variance based on a sample. VARA Estimates the variance based upon a sample – including logical values and text. VARP Calculates variance based upon an entire population, but ignores logical values and text. VARPA Calculates variance based upon an entire population – including logical values and text. WEIBULL Returns the Weibull distribution. ZTEST Returns the two-tailed P-value of a z-test.

Lookup & Reference functions • The Lookup & Reference category has the functions to access information.

For example, the HLOOKUP and VLOOKUP functions can be used to look up values in a table, or use the CHOOSE function to select a value from a list based on an index number.

• The following is a list of the Lookup & Reference functions:

ADDRESS Creates a cell reference as text. AREAS Returns the number of areas in a reference. CHOOSE Chooses a value or action to perform from a list of values. COLUMN Returns the column number of a reference. COLUMNS



Returns the number columns in an array or reference. GETPIVOTDATA Extracts data stored in a Pivot Table. HLOOKUP Returns the value of the specified row in a particular column heading. HYPERLINK Creates a link that opens a document locally or from the Internet. INDEX Returns the value of a particular row and column. INDIRECT Returns the reference specified by a text string. LOOKUP Looks up a value from a one-row or one-column range or from an array MATCH Returns the relative position of an array item that matches a specified value and order. OFFSET Returns a reference that is off a given number of rows and columns from the starting reference. ROW Returns the row number of a reference. ROWS Returns the number of rows in an array or reference. RTD Retrieves real-time data from an application with COM automation support. TRANSPOSE Converts a vertical range to a horizontal range, or vice versa. VLOOKUP Returns the value of the specified column in a particular row heading.

Database functions • The Database category has database manipulation functions, including the

following: DAVERAGE Averages the record values that match specific conditions.



DCOUNT Counts the cells containing numbers in the record values that match specific conditions. DCOUNTA Counts non-empty cells in the record values that match specific conditions. DGET Extracts a record that matches specific conditions. DMAX Returns the largest number in the record values that matches specific conditions. DMIN Returns the smallest number in the record values that matches specific conditions. DPRODUCT Multiples the record values that matches specific conditions. DSTDEV Estimates the standard deviation based on a sample of records. DSTDEVP Calculates the standard deviation based on all the records. DSUM Adds the numbers in the record values that match specific conditions. DVAR Estimates variance based on a sample of records. DVARP Estimates variance based on all the records.

Text functions • The Text category has the text manipulation functions, including the

following: BAHTTEXT Converts a number to text. CHAR Returns the character specified by the code number. CLEAN Removes all nonprintable characters form text. CODE



Returns a numeric code for the first character in a text string. CONCATENATE Joins several text items into one text item. DOLLAR Converts a number to text, using currency format. EXACT Checks to see if two text values are identical. FIND Finds one text value within another (case-sensitive). FIXED Formats a number as text with a fixed number of decimals. LEFT Returns the left-most characters from a text string. LEN Returns the number of characters in a text string. LOWER Converts text to lowercase. MID Returns a specific number of characters from a text string starting at the position you specify. PROPER Capitalizes the first letter in each word of a text string. REPLACE Replaces characters within a text string. REPT Repeats text a given number of times. RIGHT Returns the right-most characters from a text string. SEARCH Finds one text string within another (not case-sensitive). SUBSTITUTE Replaces new text for old text in a text string. T Converts its arguments to text. TEXT



Formats a number and converts it to text. TRIM Removes spaces from text. UPPER Converts text to uppercase. VALUE Converts a text string to a number.

Logical functions • When carrying out calculations, you may need to make decisions based on

the results. The Logical category has a number of functions that allow you to evaluate logical tests and make decisions based on the result of the evaluation. Logical operators, equal to (=), greater than (>), less than (<), greater than or equal to (>=), and less than or equal to (<=), are used to evaluate logical tests.

• The following is a list of the Logical functions:

AND Returns TRUE if all arguments are TRUE. FALSE Returns the logical value FALSE. IF Checks condition and returns the specified value for TRUE or FALSE. NOT Changes FALSE to TRUE, and vice versa. OR Returns TRUE if any one of the arguments are TRUE. TRUE Returns the logical value TRUE.

Information functions • The Information function category has the functions to validate data and to

provide information on values. The following is a list of the Information functions: CELL Returns information about the formatting, location, or contents of the upper-left cell in a reference. ERROR,TYPE



Returns a number matching an error value. INFO Returns information about the current operating environment. ISBLANK Returns TRUE if the value is blank. ISERR Returns TRUE if the value is an error value (except #N/A). ISERROR Returns TRUE if the value is any error value. ISLOGICAL Returns TRUE if the value is a logical. ISNA Returns TRUE if the value is a #N/A value. ISNONTEXT Returns TRUE if the value is not text. ISNUMBER Returns TRUE if the value is a number. ISREF Returns TRUE if the value is a reference. ISTEXT Returns TRUE if the value is text. N Converts non-numeric values to a number. NA Returns the error value #N/A. TYPE Returns information on the data type of a value.

Correcting Formulas

Finding and correcting errors in Formulas • Excel provides the following tools to help you find and correct errors in

formulas. • Error values identify formulas that cannot be evaluated, for example

#NAME?.



• Formula error checker identifies formulas with common problems using predefined rules.

• Use the Formula Auditing toolbar to calculate your formula one step at a time and to trace relationships between cells as defined by formulas.

• Watch Window watches the formula and results of cells you identify.

Finding error values • When Excel cannot evaluate a formula result, an error value is displayed.

The error value displayed depends on the type of error. Cells with error values are marked at the top-left corner with a triangle (usually green).

• To see the reason for the error value, begin by selecting the cell with the error value you want to correct.

• Place your mouse over the warning icon to display the screen tip description:

OR click on the warning icon to display the reason at the top of the popup menu:

Correcting error values • You can correct an error value by selecting an option from the warning icon

popup menu. For some error values, the popup menu will include corrective actions to correct the error.

• To correct an error value, begin by selecting the cell with the error value you want to correct. Click on the warning icon, and select a corrective action or one of the following options: Help on this error: get a detailed explanation of the error. Show Calculation Steps: calculate your formula one step at a time to identify the location of the error. Ignore Error: ignore the error and remove the top-left triangle. Edit in Formula Bar: place the mouse cursor in the Formula Bar to edit the formula.



Error Checking Options: display the Error Checking Options dialog box. Show Formula Auditing Toolbar: display the Formula Auditing toolbar:

Using the Formula Error Checker

Using the Formula error checker • The Formula error checker identifies formulas with common problems

using predefined rules. Begin by selecting the Worksheet you want to check. • From the main menu, choose Tools > Error Checking

OR from the Formula Auditing toolbar, click on the Error Checking icon

. If an error is found, the Error Checking dialog box appears:

• Resolve the error by selecting a corrective action (Update Formula to

Include Cells is the corrective action in the above example), or by ignoring the error.

• Click Next. • Continue until the error check is complete message appears:



Note: Once a problem is ignored, it will not appear in future error checks.

Rechecking ignored errors • From the main menu, choose Tools > Options, and click the Error

Checking tab. • Click on the Reset Ignored Errors button. • Click OK:

Customising the Formula error checker • You can determine which common formula problems Excel checks for. • From the main menu, choose Tools > Options, and click the Error

Checking tab. • Select the checkbox for the rules you want. • Click OK:

Using the Formula Auditing Toolbar

Displaying the Formula Auditing toolbar • From the main menu, choose View > Toolbars > Formula Auditing



OR from the main menu, choose Tools > Formula Auditing > Show Formula Auditing Toolbar.

Using the Formula Auditing toolbar • The Formula Auditing toolbar provides quick access to actions that can

help you troubleshoot formula errors. Each action is represented by an icon. When you put your mouse pointer over an icon, it is highlighted in blue and a descriptive tool tip appears. Locate the icon for the action you want to use and click on the icon. The following are icons on the Formula Auditing toolbar:

Error Checking – start Error Checker.

Trace Precedents – identify the cells that are used in the formula.

Remove Precedent Arrows – remove the precedent arrows.

Trace Dependents – identify the cells that use the active cell in their formulas.

Remove Dependent Arrows – remove the dependent arrows.

Remove All Arrows – remove both precedent and dependent arrows.

Trace Error – trace errors of the active cell.

New Comment – add a comment.

Circle Invalid Data – data that do not meet their data validation criteria.

Clear Validation Circles – remove validation circles.

Show Watch Window – display Watch Window.

Evaluate Formula – evaluate formula step by step.

Tracing Precedents • To help you track errors, Excel provides a graphical view of the cells used in

the calculation of the results in the active cell. Excel uses blue arrows to identify relationships and red arrows to identify cells that contain errors.

• From the Formula Auditing toolbar, click on the Trace Precedents icon

:



Note: You can click on the Trace Precedents icon again to identify the next level of precedents (the cells used in the calculation of the precedents of the active cell).

Removing Precedent Arrows • Precedent arrows can be remove one level at a time. • From the Formula Auditing toolbar, click on the Remove Precedent

Arrows icon . Note: You can click on the Remove Precedent Arrows icon again to remove the next level of precedent arrows.

Tracing Dependents • Excel also provides a graphical view of the cells that use the active cell in

their calculation. Excel uses blue arrows to identify the relationship. • From the Formula Auditing toolbar, click on the Trace Dependents icon

:

Note: You can click on the Trace Dependents icon again to identify the next level of dependents (the cells that use the dependents of the active cell in their formulas).

Removing Dependent Arrows • Precedent arrows can be remove one level at a time. • From the Formula Auditing toolbar, click on the Remove Dependent

Arrows icon .



Note: You can click on the Remove Dependent Arrows icon again to remove the next level of dependent arrows.

Adding a new comment • From the Formula Auditing toolbar, click on the New Comment icon . • Enter your comment; when finished, click outside of the comment box:

Note: You can change how comments are displayed in the View tab of the Options dialog box.

Evaluating Formulas one step at a time • To troubleshoot a formula, you can calculate your formula one step at a time.

Begin by selecting the cell you want to evaluate. • From the Formula Auditing toolbar, click Evaluate Formula. • Click the Evaluate button to see the results (in italics) of the underlined part

of the formula:

(If the underlined part of the formula is a reference to another formula, you can click the Step In button to step through other formula in a new Evaluation box. Click the Step Out button to go back to the previous formula):



• Continue stepping through the formula until the entire formula has been

evaluated. • Click Close to end the evaluation.

Note: The Evaluate Formula feature evaluates some formulas slightly differently than in the Worksheet. Please refer to the Microsoft Excel Help for details on the differences.

Using the Watch Window

Using the Watch Window • You can use the Watch Window to keep track of values in specified cells

while you manipulate your workbook. This is an especially useful tool when the cells are out of view and you need to see the impact of changing a data point or a formula.

• The Watch Window can be moved or docked, as with toolbars. When you add a watch to a cell, the window will keep track of the Workbook, Worksheet, cell name, cell reference, value, and formula of the cell.

Adding a Watch to a cell • Begin by selecting the cells you want to watch. • From the main menu, choose Tools > Formula Auditing > Show Watch

Window to display the Watch Window. • Click Add Watch to display the Add Watch dialog, and click Add:



Note: You can add a watch to cells on different Worksheet or Workbooks.

Adding a Watch to all the cells with Formulas • From the main menu, choose Edit > Go To to display the Go To dialog box,

click on the Special button to display the Go To Special dialog box. • Select the Formulas radio button, and click OK to select all cells with

formulas:

• From the main menu, choose Tools > Formula Auditing > Show Watch Window to display the Watch Window.

• Click Add Watch to display the Add Watch dialog, and click Add.

Displaying a cell in the Watch Window • From the main menu, choose Tools > Formula Auditing > Show Watch

Window to display the Watch Window (if it is not already visible). • Double-click on the watch entry you want to display.

Deleting a Watch • From the main menu, choose Tools > Formula Auditing > Show Watch

Window to display the Watch Window (if it is not already visible). • Select the watches you want to delete, and click Delete Watch:

Note: To select multiple watches, hold down the Ctrl key, and click on the watches you want.

Hiding the Watch Window • From the Watch Window, click the Close icon at the top-right corner of the

window



OR from the main menu, choose Tools > Formula Auditing > Hide Watch Window.

Review Questions How would you: • Use the Series Command? • Apply a list series? • Apply a numeric series? • Apply a basic numeric series? • Create a custom list series? • Display the Insert Function wizard? • Choose a function from the Insert Function wizard? • Enter Function Arguments in the Insert Function wizard? • Use the Most Recently Used function category? • Find and correct errors in Formulas? • Find error values? • Correct error values? • Use the Formula error checker? • Recheck ignored errors? • Customise the Formula error checker? • Display the Formula Auditing toolbar? • Use the Formula Auditing toolbar? • Trace Precedents? • Remove Precedent Arrows? • Trace Dependents? • Remove Dependent Arrows? • Add a new comment? • Evaluate Formulas one step at a time? • Use the Watch Window? • Add a Watch to a cell? • Add a Watch to all cells with Formulas? • Display a cell in the Watch Window? • Delete a Watch? • Hide the Watch Window?



Database and List Management When you have completed this learning module you will have seen how to: • Use the Excel database features • Use database terminology • Create an Excel database • Work with an Excel database • Assign a list • Create an assigned list • Add summary formulas to an assigned list • Sort data within a database • Add other sorting criteria • Filter data • Filter data with AutoFilter • Specify a conditional filter with AutoFilter • Use the Top 10 AutoFilter • Remove all AutoFilters • Use Advanced Filters • Remove all Advanced Filters • Manipulate Filtered Data • Total fields within a filtered database list • Create Subtotals • Remove Subtotals • Use a Data Form • Add a new record • Move between records • Find records • Edit a record • Delete a record • Close a Data Form

Using Databases

Using the Excel database features • A database is a collection of related data - essentially, a list. Information in

a database is organized by records, and each record is made up of fields. The complexity of databases can range from very complex to simple everyday information, such as an address book.

• With the address book example, each person's entry would be considered as a record, and each record would consist of information fields such as name, address, phone number, etc.



Limitations in using the Excel database features • Databases are limited to 65,536 rows and 256 columns. • Access to the database is limited to only one user at a time. • The entire database must be held in memory, while external databases do

not have to be held entirely in memory. • Excel database requires more disk space than external databases as it stores

additional information (i.e., formulas, graphics, and formatting information).

Using database terminology • Excel 2003 Databases are made up of records and fields in the form of an

Excel Worksheet. • Typically the top row contains the field names, and each subsequent row

contains the information for an individual record.

Database terminology • Record: a row within an Excel database. • Field: a column within an Excel database. • Field Name: the top row of an Excel database (i.e. “heading”), containing

names of the fields.

Creating and Editing a Database

Creating an Excel database • There is nothing special about creating a database in Excel. Begin by

opening a new Workbook, and create a list. • Enter the field names of your database in the top row of the Worksheet. • Enter the corresponding data for the first record in the second row. (You can

use the Tab key to move to the next field and the Shift + Tab key combination to go to the preceding field.)

• Press the Return key at the end of each record to begin the next record. • Continue until you have finished entering all the records.

Note: To enter the same data as the cell above, press the Ctrl + key combination.

Working with an Excel database • You can edit and manipulate an Excel database as you would a regular

Worksheet.

Assigning a database list • Although Excel has always allowed users to work with lists, Excel 2003 now

allows you to assign a range of cells as a list. For the purposes of clarity, we



will refer to this new type of list as an "assigned" list, as opposed to a regular, automatically identified list.

• An assigned list is almost identical to a regular Excel list. It differs only in the sense that you are explicitly telling Excel that you want a particular range of cells to be a list.

• When you assign a list, the cell range is surrounded by a distinctive blue border, which automatically expands to make room for any new data that you may wish to add.

Creating an assigned list • Begin by selecting any cell within the range of cells you wish to convert into a

list. Right-click to display the pop-up menu, and select Create List from the list of options:

• In the Create List dialog box, verify that the selected cell range is correct, and check the My list has headers box if you want to use headers. Click OK:

• You will notice that the list is now surrounded by a dark blue border, and that the list is in Autofilter mode (Autofiltering will be covered later in this chapter).



• The List toolbar, which contains option buttons that are useful when working

with lists, may be displayed automatically. If it is not, from the main menu, choose View > Toolbars > Lists:

• You will also notice that that the assigned list has a blue asterisk on the bottom row, and that it contains no data. This is because the row is reserved for any new data that may be entered into the list.

• You can convert an assigned list back to a cell range by right-clicking on the list, and selecting List > Convert to Range from the displayed menu.

• Click Yes to confirm that you want to convert the list to a normal range.

Adding summary formulas to an assigned list • One benefit of using assigned lists is that you can save time when using

certain summary formulas. • An assigned list can contain summary formulas for each data field (or

column). However, you must first insert a total row. • To insert a total row, first click anywhere inside an assigned list and then

from the main menu, select Data > List > Total Row OR click on the Toggle Total Row icon on the List toolbar:

• The list sum will automatically be displayed in the total row, at the bottom of

the column. Click on the drop-down menu to select the summary formula you wish to use:



Note: You cannot create your own formulas within an assigned list. You can only choose from the summary formulas displayed on the drop-down list

Sorting a Database

Sorting data within a database • Begin by selecting any cell within the database. • From the main menu, choose Data > Sort to display the Sort dialog box. • Click on the Sort by down arrow to select the column (field) you want to

sort, and choose either the Ascending or Descending radio button. • Click on the Header Row radio button so that your field names are not

sorted. • Click OK:

Note: Excel will place the field name of the selected cell in the Sort by text box.



Adding other sorting criteria • After sorting the database based on the first sorting criteria, you can add two

more sorting criteria. Begin by selecting any cell within the database. • From the main menu, choose Data > Sort to display the Sort dialog box

with the first sorting criteria. • Click on the Then by down arrow to select the column (field) you want, and

click on the Ascending or Descending radio button. (If needed, select the third column you want to sort.)

• Click on the Header Row radio button so that your field names are not sorted.

• Click OK.

Using AutoFilters

Filtering data • Filtering data allows you to view only those records that meet the specified

criteria. There are two ways of filtering your data: AutoFilter and Advanced Filter.

• AutoFilters are simple to use but have built-in limitations. Advanced Filters are more complex, but are far more powerful tools.

Filtering data with AutoFilter • With AutoFilter, you can select one of the default filters to quickly sort and

view a subset of your data. Begin by clicking on any cell within the database.

• From the main menu, choose Data > Filter > AutoFilter to display dropdown controls next to each field name (note: if you are working with an assigned list, AutoFilter will already be activated).

• Click on any of the dropdown controls to select a filter to that particular field. (Selecting a filter will hide all the records that do not match the filter you chose.) Note: The Excel 2003 AutoFilter drop-down menu now contains two additional items: Sort Ascending and Sort Descending. As with past versions of Excel, you can also access these sorting tools by clicking on the appropriate icons on the Standard toolbar.

• Continue applying filters to the fields you want:



Note: You can select All from the dropdown controls to remove the search criteria and redisplay all the records.

Specifying a conditional filter with AutoFilter • With AutoFilter, you can also define your own conditional filter, giving you

better control over the filtered data. Begin by clicking on any cell within the database.

• From the main menu, choose Data > Filter > AutoFilter to display dropdown controls next to each field name.

• Click on the dropdown control you want to apply a custom filter, and choose Custom to display the Custom AutoFilter dialog box.

• Enter the condition(s) you want:

Note: You can use the And / Or radio buttons to impose additional criteria on your filters.

Using the Top 10 AutoFilter • The Top 10 AutoFilter can filter your data so that only the top 10 items are

displayed. With the Top 10 AutoFilter, you can display the bottom 10 items and/or change the number of items displayed. You can also filter the items by percentage; for example, you can set the Top 10 AutoFilter to display the top 5% of the items in your database.



• Begin by clicking on any cell within the database. • From the main menu, choose Data > Filter > AutoFilter to display

dropdown controls next to each field name. • Click on the dropdown control you want to filter, and choose Top 10 to

display the Top 10 AutoFilter dialog box. • Select Top or Bottom from the first dropdown list. • Select Items or Percent from the third dropdown list. • Adjust the spin box to specify the number (1 to 500) of items or percentage

you want. • Click OK:

Removing all AutoFilters • From the main menu, choose Data > Filter > AutoFilter to remove all

filters and display all records:

Note: If AutoFilters are in use, a check mark appears beside the menu item.

Advanced Filters

Using Advanced Filters • Advanced Filters allow you to create multiple selection criteria for the same

field (column) or multiple fields.

• Begin by inserting a few blank rows at the top of the Worksheet (above the field headings of your database list).

• Create the filter Criteria Labels by copying and pasting the field headings to the top blank row.



• Under these Criteria Labels enter the criteria you want to match when filtering your list. (Ensure you have one blank row between the criteria details and the list.)

• Select a cell in your list, and from the main menu, choose Data > Filter > Advanced Filter.

• Select the Filter the list, in place radio button to filter the list or select the Copy to another location radio button to display the filtered list in another location.

• Define the List range if it has not already been done automatically. • Define the Criteria range, including the Criteria Labels. • If you selected Copy to another location, define the Copy to location. • Select the Unique records only checkbox to see only unique records. • Click OK:

Removing all Advanced Filters • From the main menu, choose Data > Filter > Show All.

Working with Filtered Data

Manipulating Filtered Data

Filtered data has the following characteristics • You can use the SUBTOTAL function to evaluate a subtotal of the filtered

data. • You can use the SUM functions to evaluate a total of all the items, including

the hidden data.

Filtered data that is not displayed has the following characteristics • You cannot print the hidden data. • You cannot use hidden data to construct new chart information.



• Hidden data is not changed by the AutoFill command. • Hidden data is not changed by formatting commands. • Hidden data is not changed by the Sort, Clear, Copy, or Delete Row

commands.

Totalling fields within a filtered database list • To total fields within a filtered database list, use the SUBTOTAL function.

The SUBTOTAL function ignores hidden records, whereas SUM does not:

Note: For filtered databases, the AutoSum icon will automatically use the SUBTOTAL rather than SUM function.

Creating Subtotals • Excel can create automatic subtotals and grand totals in a list of items. With

this feature, you can collapse and expand the detailed items. • Begin by grouping the rows you want to subtotal together using the Sort

command. • From the main menu, choose Data > Subtotals to display the Subtotal

dialog box. • Select the column that contains your subtotal groups from the At each

change in dropdown list. • Select the calculation you want to perform from the Use function dropdown

list. • Select the column(s) you want to calculate by checking the checkboxes in the

Add subtotals to list box. • Select the Replace current subtotals checkbox to replace any existing

subtotals. • Select the Page break between groups checkbox to insert a page break

between each group. • The subtotal and grand totals appear at the end of the data group by default.

If you want to show them before the data group, deselect the Summary below data checkbox.

• Click OK:



Note: You can collapse a group by clicking on the minus signs (-), and expand a group by clicking on the plus signs (+):

Remove Subtotals • From the main menu, choose Data > Subtotals to display the Subtotal

dialog box. • Click Remove All.

Using Data Forms

Using a Data Form • Excel 2003 has a built-in Data Form feature that allows you to add, find,

edit, and delete records quickly and easily. A Data Form is similar to a custom dialog box that is created by Excel from the data in your list.



• For example, if you have a book list which contains the names of books, along with individual information about each book, Excel can create a Data Form to display each book title along with its individual information.

• You can use a Data Form to add, edit, find, or delete records in the list. • To display the Data Form, begin by selecting a cell in the list. • From the main menu, choose Data > Form to display the Data Form for the

list.

Adding a new record • From the Data Form, click on the New button to display a blank record. • Click in the first text box and enter the data required. Press the Tab key to

move to the next text box. • Continue entering data into the other text boxes as required. • Press the Return button to move to a new blank record or select another

action.

Moving between records

To move to the previous record • Click on the Find Prev button.

To move to the next record • Click on the Find Next button.

Finding records • From the Data Form, click on the Criteria button to display a blank criteria

form. • Enter the criteria you want into the appropriate text boxes. • Click on the Find Prev button to find the previous record that meets your

criteria OR click on the Find Next button to find the next record that meets your criteria:



Editing a record • From the Data Form, display the record you want to edit. • Click in the text box containing the data you want to edit, and edit the data

as required. • Click on the Close button to save the changes.

Deleting a record • From the Data Form, display the record you want to delete. • Click on the Delete button. A warning message will be displayed:

• Click OK to delete the record. Note: Deleting a record will delete the entire row, and move the records below up.

Closing a Data Form • Click on the Close button to return to the Worksheet.

Review Questions How would you: • Use the Excel database features? • Use database terminology? • Create an Excel database? • Work with an Excel database? • Work with an Excel database • Assign a list? • Create an assigned list? • Add summary formulas to an assigned list? • Sort data within a database? • Add other sorting criteria? • Filter data? • Filter data with AutoFilter? • Specify a conditional filter with AutoFilter? • Use the Top 10 AutoFilter?



• Remove all AutoFilters? • Use Advanced Filters? • Remove all Advanced Filters? • Manipulate Filtered Data? • Total fields within a filtered database list? • Create Subtotals? • Remove Subtotals? • Use a Data Form? • Add a new record? • Move between records? • Find records? • Edit a record? • Delete a record? • Close a Data Form?



Charts When you have completed this learning module you will have seen how to: • Use the Chart Wizard • Select the Chart Type • Specify the Data Source • Customise the Chart • Define the Chart Location • Display the Chart toolbar • Use the Chart toolbar • Select a Chart • Select Chart objects • Change the Chart Type • Add data to a Chart • Move a Chart • Resize a Chart • Delete a Chart • Format the Chart Area • Format the Chart Title • Format the Plot Area • Format the Axis • Format the Axis Title • Format the Legend • Format the Gridlines • Format the Data Series

Chart Wizard

Using the Chart Wizard • You can graphically present your data with Excel’s charting features. The

Chart Wizard creates charts after stepping you through a series of options. • Begin by selecting the cells you want to include in a chart.

• On the Standard toolbar, click on the Chart Wizard icon to display Step 1 of the Chart Wizard.

• Select the Chart Type, and click Next to display Step 2 of the Chart Wizard.

• Select the Data Range, and click Next to display Step 3 of the Chart Wizard.

• Select the Chart Options, and click Next to display Step 4 of the Chart Wizard.

• Select the Chart Location, and click Finish to create the chart. Note: You can create the chart during any of the steps by clicking Finish.



Selecting the Chart Type • From Step 1 of the Chart Wizard, select the type of chart that you want

from the Chart type area. • Select the exact chart format you want from the Chart sub-type. • To see how the selected chart will look, click and hold the Press and Hold to

view sample button:

• Click Next to continue.

Specifying the Data Source • From Step 2 of the Chart Wizard, enter the range you want to plot in the

Data range text box. • Choose to display your Series in: Rows or Columns. • To adjust the series, click on the Series tab. From this tab, you can add,

define, and remove data series. • Check the sample chart, and make adjustments as needed:




Customising the Chart • From Step 3 of the Chart Wizard, click on one of the following tabs to

customise your chart:

Titles • Enter the title in the Chart title text box. • Enter the X axis name in Category (X) axis text box.



• Enter the Y axis name in Value (Y) axis text box:

Axes • Select the Category (X) axis checkbox to display the X axis labels. • Select the Value (Y) axis checkbox to display the Y axis labels:

Gridlines • Choose the options you want to display the major and/or minor gridlines for

the X and Y axis:



Legend • Select the Show Legend checkbox to display the legend. • Choose the legend placement by selecting the Bottom, Corner, Top, Right,

or Left radio button:



Data Labels • Choose to display and/or format data labels:

Data Table • Choose to display the chart data in a data table:




Defining the Chart Location • From Step 4 of the Chart Wizard, choose the location for your new chart. • Select the As new sheet radio button to place the chart on a new

Worksheet, and enter the Worksheet name in the text box OR select the As object in radio button to place the chart as an object in existing worksheet, and select the Worksheet you want from the dropdown list:

• Click Finish to create the chart.

Chart Toolbar

Displaying the Chart toolbar • From the main menu, choose View > Toolbars > Chart.

Using the Chart toolbar • The Chart Toolbar provides quick access to commonly used actions.

Chart Objects – select chart object.

Format Chart Area – format chart area.

Chart Type – change chart type.

Legend – display Legend.

Data Table – display Data Table.

By Row – display series by row.

By Column – display series by column.



Angle Clockwise – angle text clockwise.

Angle Counterclockwise – angle text counter clockwise.

Selecting a Chart • Place your mouse over a blank area of chart you want to select, and check to

make sure that the screen tip appears as Chart Area. • Click on the chart. Black square handles will appear around the chart:

Selecting Chart objects • From the Chart toolbar, click on the Chart Object down arrow, and select

the chart object you want:

Working with Charts

Changing the Chart Type • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Type down arrow, and select the

new chart type you want:



Adding data to a Chart • Begin by selecting the data you want to add. • To add data from the same Worksheet as the chart: Drag and drop the data

onto the chart.

To add data from a different Worksheet as the chart • Select the data you want to enter and then from the Standard toolbar, click

on the Copy icon to copy the data. Switch to the Worksheet containing the chart, and click on the chart to select it. From the Standard toolbar, click on the Paste icon to insert the data into the chart.

Removing data from a Chart • Begin by selecting the data series (represented in the chart by the same

colour) you want to delete. • Press the Delete key.

Note: The chart data is removed from the chart, but remains in the Worksheet.

Moving a Chart • Begin by selecting the chart you want to move. • Drag and drop the chart to the new location.

Resizing a Chart • Begin by selecting the chart you want to resize. • Place your mouse pointer over one of the square resize handles and drag the

resize handle to the desired size:



Deleting a Chart • Begin by selecting the chart you want to delete. • Press the Delete key.

Formatting the Chart

Formatting the Chart Area • You can format your chart to look any way that you want. Depending on the

chart type and options you choose, some of the following formatting options may not be applicable.

• Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow, select Chart

Area. • Click on the Format Chart Area icon to display the Format Chart Area

dialog box. • Click on one of the following tabs to customise your chart:

• Patterns: Select the options you want to format the Border and Area of the chart.

• Font: Select the options you want to set the chart’s default or base Font. (You can change the font for each different label as needed.)

• Properties: Choose the properties you want for the positioning, printing, and locking of the chart.

Formatting the Chart Title • Begin by selecting the chart you want to affect.



• From the Chart toolbar, click the Chart Objects down arrow, select Chart Title.

• Click on the Format Chart Title icon to display the Format Chart Title dialog box. Click on one of the following tabs to customise your chart title:

• Patterns: Select the options you want to format the Border and Area of the chart title.

• Font: Select the options you want to set the Font of the chart title. • Alignment: Select the options you want to set the Alignment of the chart

title.

Formatting the Plot Area • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow, select Plot

Area. • Click on the Format Plot Area icon to display the Format Plot Area dialog

box. • Select the options you want to format the Border and Area of the plot area:

Formatting the Axis • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow, select

Category Axis to format the X axis or Value Axis for the Y axis. • Click on the Format Axis icon to display the Format Axis dialog box. Click

on one of the following tabs to customise your axis:

• Patterns: Select the options you want to format the Lines, Major tick mark type, Minor tick mark type, and Tick mark labels of the axis.

• Scale: Select the options you want to define the Scale of the axis. • Font: Select the options you want to set the Font of the axis labels. • Number: Select the options you want to format the Number of the axis

labels. • Alignment: Select the options you want to set the Alignment of the axis

labels.



Formatting the Axis Title • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow, select

Category Axis Title to format the X axis title or Value Axis Title for the Y axis title.

• Click on the Format Axis Title icon to display the Format Axis Title dialog box. Click on one of the following tabs to customise your axis title:

• Patterns: Select the options you want to format the Border and Area of the axis title.

• Font: Select the options you want to set the Font of the axis title. • Alignment: Select the options you want to set the Alignment of the axis

title.

Formatting the Legend • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow, select Legend. • Click on the Format Legend icon to display the Format Legend dialog box.

Click on one of the following tabs to customise your chart title:

• Patterns: Select the options you want to format the Border and Area of the legend.

• Font: Select the options you want to set the Font of the legend. • Placement: Select the options you want to set the Placement of the

legend.

Formatting the Gridlines • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow; select

Category Axis Gridlines to format the vertical gridlines or Value Axis Gridlines for the horizontal gridlines.

• Click on the Format Gridlines icon to display the Format Gridlines dialog box. Click on one of the following tabs to customise your gridlines:



• Patterns: Select the options you want to format the Border and Area of the gridlines.

• Scale: Select the options you want to define the Scale of the gridlines.

Formatting the Data Series • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Objects down arrow; select the

Series you want to format. • Click on the Format Data Series icon to display the Format Data Series

dialog box. Click on one of the following tabs to customise your data series:

• Patterns: Select the options you want to format the Border and Area of the data series.

• Axis: Choose to plot the series on the Primary or Secondary axis. • Y Error Bars: Select the options you want to display and format the Error

Bars. • Data Labels: Select the options you want to display and format the Data

Labels. • Series Order: You can control the order in which the data series is

displayed. Select the data series you want to change, and click the Move Up or Move Down button.

• Options: Allows you to control the Overlap between the data series and the Gap width between categories.

Review Questions How would you: • Use the Chart Wizard? • Select the Chart Type? • Specify the Data Source? • Customise the Chart? • Define the Chart Location? • Display the Chart toolbar? • Use the Chart toolbar? • Select a Chart? • Select Chart objects? • Change the Chart Type? • Add data to a Chart? • Move a Chart? • Resize a Chart? • Delete a Chart?



• Format the Chart Area? • Format the Chart Title? • Format the Plot Area? • Format the Axis? • Format the Axis Title? • Format the Legend? • Format the Gridlines? • Format the Data Series?



Drawing and Picture Objects When you have completed this learning module you will have seen how to: • Display the Drawing toolbar • Use the Drawing toolbar • Insert an AutoShape object • Draw common objects • Format AutoShape objects • Select an object • Change the look of AutoShape lines • Change the look of AutoShape arrows • Add a shadow • Apply the 3-D option • Move an object • Copy objects • Resize an object • Create a text box • Edit text in a text box • Resize a text box • Delete a text box • Insert Clip Art • Insert a picture • Use the Picture toolbar • Move a Clip Art or picture • Copy a Clip Art or picture • Resize an object • Layer objects • Group objects • Ungroup objects

Drawing Toolbar

Displaying the Drawing toolbar • From the main menu, choose View > Toolbars > Drawing

OR click on the Drawing icon on the Standard toolbar.

Using the Drawing toolbar • The Drawing toolbar provides quick access to commonly used actions.

Select Object



AutoShapes

Line

Arrow

Rectangle

Oval

Text Box

Insert Word Art

Insert Clip Art

Insert Diagram or Organization Chart

Insert Picture From File

Fill Color

Line Color

Font Color

Line Style – apply a line style to an object.

Dash Style – apply a dash style to an object.

Arrow Style – apply a style to an arrow.

Shadow Style – apply a shadow style to an object.

3-D Style – apply 3-D style to an object.

Working with AutoShapes



Inserting an AutoShape object • Excel provides a variety of AutoShape objects you can add to your

Worksheet. You can customise your AutoShapes by setting the size, changing colours, changing line style, adding shadows, and applying 3-D options.

• From the Drawing toolbar, click on the AutoShape icon to display the AutoShape popup menu. Select the AutoShape category you want, and choose a shape from the category menu:

• In the Worksheet window, click and hold down the left mouse button and drag the mouse. Release the mouse button when the object is the size you want:

Drawing common objects • The Drawing toolbar contains icons that allow you to draw

lines

arrows

, rectangles

,



and ovals

AutoShapes.

• From the Drawing toolbar, click on the icon that represents the object you want to draw.

• Place the mouse pointer over the Worksheet area where you want the object. • Click and hold down the left mouse button and drag the mouse. Release the

mouse button when the object is the size you want.

Formatting AutoShape objects • Double-click the AutoShape you want to format to display the Format

AutoShape dialog box. • Click on one of the following tabs:

Colors and Lines - Change the fill colour and transparency; line colour, style, and weight; and arrow size and style. Size - Change the size, rotation, and scale of the object. Protection - Lock or unlock the object. Properties - Change object positioning and set object to print. Web - Add an alternative text for the object.

• Select the option you want, and click OK. Note: You can only change options that are associated with an AutoShape.

Selecting an object • From the Drawing toolbar, click on the Select Object icon , and click on

the object you want OR click on the object you want to select it.



Changing the look of AutoShape lines • You can customise the look of AutoShape lines by changing the Line Style

and Dash Style. • Begin by selecting the AutoShape object you want to affect.

• From the Drawing toolbar, click on the Line Style icon and choose the line style you want:

• From the Drawing toolbar, click on the Dash Style icon , and choose the dash style you want:

Changing the look of AutoShape arrows • You can customise the look of AutoShape arrows by changing the Arrow

Style. • Begin by selecting the arrow you want to affect.

• From the Drawing toolbar, click on the Arrow Style icon , and choose the arrow style you want:



Adding a shadow • Begin by selecting the AutoShape object you want to affect.

• From the Drawing toolbar, click on the Shadow Style icon , and choose the shadow style you want:

• Note: You can customise your shadows by selecting Shadow Settings from

the Shadow Style menu:

Applying the 3-D option • Begin by selecting the AutoShape object you want to affect.

• From the Drawing toolbar, click on the 3-D Style icon , and choose the 3-D option you want:



Note: You can customise the 3-D options by selecting 3-D Settings from the 3-D Style menu:

Moving an object • Begin by selecting the object you want to move. • Drag and drop the object to the new location.

Copying objects • Begin by selecting the object you want to copy. • Hold down the Ctrl key, and drag & drop a copy of the object to the desired

location.

Resizing an object • Begin by selecting the object you want to resize. • Place your mouse pointer over one of the circular resize handles, and drag

the resize handle to the desired size.

Creating Text Boxes

Creating a text box

• From the Drawing toolbar, click on the Text Box icon . • Click in the Worksheet window, hold down the left mouse button and drag the

mouse. Release the mouse button when the text box is the size you want.



• Enter the text you want in your text box:

Editing text in a text box • Click inside the text box to place the insertion point where you want to edit. • Select and edit the text you want by using any text editing or formatting

features in Excel. • When finished, click outside of the text box.

Resizing a text box • From the Drawing toolbar, click on the Select Object icon. • Click on the text box you want to resize, and place your mouse pointer over

one of the circular resize handles. • Drag the resize handle to the desired size.

Deleting a text box • From the Drawing toolbar, click on the Select Object icon. • Click on the text box you want to delete. • Press the Delete key.

Adding Pictures

Inserting Clip Art • Begin by selecting the top-left cell where you want to insert a clip art.

• From the Drawing toolbar, click on the Insert Clip Art icon to display the Clip Art pane, which has been enhanced in Excel 2003.

• Enter keywords to search for in the Search for field, select a collections area to search in the Search in drop-down menu, and click on the Go button:



• Click on the clip art you want from the results, scrolling the text area to insert the clip art into the Worksheet:

Note: You can add other search options to find the clip art you want, such as selecting particular media types, by choosing the appropriate option on the Results should be drop-down menu.

Inserting a picture • Begin by selecting the top-left cell where you want to insert a clip art.

• From the Drawing toolbar, click on the Insert Picture From File icon to display the Insert Picture dialog box.

• Select the image file you want to insert, and click Insert.

Using the Picture toolbar • When you insert a picture into a Worksheet, the Picture toolbar is usually

displayed automatically. You can use the toolbar to quickly adjust the colour, contrast, and brightness of the picture. You can also use the toolbar to crop, rotate, and set transparent colour for the picture:



Note: For more information on using this toolbar, please refer to Microsoft Excel Help.

Moving a clip art or picture • Begin by selecting the clip art or picture you want to move. • Drag and drop the clip art or picture to the new location.

Copying a clip art or picture • Begin by selecting the clip art or picture you want to copy. • Hold down the Ctrl key, and drag and drop a copy of the clip art or picture to

the desired location.

Resizing an object • Begin by selecting the clip art or picture you want to resize. • Place your mouse pointer over one of the circular resize handles, and drag

the resize handle to the desired size:

Layering Objects

Changing the layer order of objects • If you inserted more than one picture or AutoShape into a Worksheet and

want to overlap them, you will need to control the order in which the objects are displayed.

To change the layer order of objects • Select the object you want to affect.

• On the Drawing toolbar, click on the Draw icon , and choose Order from the popup menu OR right-click on the object and choose Order from the popup menu.

• Select one of the following options:



Bring to Front - Move the object to the front of all other objects. Send to Back - Move the object to the back of all other objects. Bring Forward - Move the object one level (object) forward. Send Backward - Move the object one level (object) backward:

Grouping and Ungrouping Objects

Grouping objects • You can group multiple objects together such that they are treated as a

single object. For example, grouped objects can be moved at the same time. • Begin by selecting the first object in your group. • Hold down the Shift key, and click to select other objects in your group.

• On the Drawing toolbar, click on the Draw icon , and choose Group from the popup menu OR right-click over the selection, and choose Grouping > Group:



Ungrouping objects • Begin by selecting the grouped object.

• On the Drawing toolbar, click on the Draw icon , and choose Ungroup from the popup menu OR right-click over the selection, and choose Grouping > Ungroup.

• Click outside the selection to deselect the objects.

Review Questions How would you: • Display the Drawing toolbar? • Insert an AutoShape object? • Draw common objects? • Format AutoShape objects? • Select an object? • Change the look of AutoShape lines? • Change the look of AutoShape arrows? • Add a shadow? • Apply the 3-D option? • Move an object? • Copy objects? • Resize an object? • Create a text box? • Edit text in a text box? • Resize a text box? • Delete a text box? • Insert Clip Art? • Insert a picture? • Use the Picture toolbar? • Move a Clip Art or picture? • Copy a Clip Art or picture? • Resize an object? • Layer objects? • Group objects? • Ungroup objects?



Excel 2003 and Other Applications When you have completed this learning module you will have seen how to: • Convert spreadsheets from other applications • Use the Office Clipboard • Use Paste Special • Use Paste Special with content from Excel • Use Paste Special with content from other applications • Change data to graphic objects • Embed data • Embed an existing document • Link data • Create a link to an existing file • Link data from Microsoft Word • Use Hyperlinks • Create a Hyperlink • Update Links • Edit Links • Check the status of a Link • Break Links

Converting Files from Other Applications

Converting spreadsheets from other applications • You can convert spreadsheets from other applications, such as Lotus 1-2-3

into Excel Worksheets. • From the main menu, choose File > Open to display the Open dialog box. • Choose the type of file you are converting from the Files of type dropdown

list, and select the file you want. • Click Open to convert the file to an Excel Worksheet:

Note: Conversion options may be available depending on the file type.

Copying Data from another Application



Using the Office Clipboard • Microsoft Office 2003 can hold up to 24 items in the Office Clipboard. You

can copy data onto the Clipboard from other Office applications or applications that support the Office Clipboard.

To display the Office Clipboard • From the main menu, choose Edit > Office Clipboard:

To copy data onto the Office Clipboard • From the application that contains data you want to copy, select and copy the

data. (if the application supports the Office Clipboard, a thumbnail of the data will appear in the Clipboard pane.)

To paste data into Excel • Select the cell where you want to paste the item, and from the Clipboard

pane, click on the item you want to paste.

Using Paste Special • When you use the Paste command, Excel will insert the data automatically.

In some cases, you may want to customise the way the data is inserted. Paste Special allows you to choose how you want to paste the copied contents.

• With Paste Special, you could choose to paste only part of the copied data or change the format of the copied data before pasting.

Using Paste Special with content from Excel • Begin by selecting the cell(s) you want to copy. • From the main menu, choose Edit > Copy. • Select the cell(s) where you want to paste the copied content. From the

main menu, choose Edit > Paste Special to display the Paste Special dialog box.



• In the Paste area, choose the All radio button to paste all of the cell’s information or choose one of the other options to paste only some of the cell’s information.

• Click OK:

Using Paste Special with content from other application • Begin by copying the content you want from the other application. • From Excel, select the cell where you want to paste the copied content. • From the main menu, choose Edit > Paste Special to display the Paste

Special dialog box. • Select the Paste radio button. • Select a format from the As list box. • Click OK:



Changing data to graphic objects • Begin by selecting the data you want to copy. • Hold down the Shift key, and from the main menu, choose Edit > Copy

Picture to display the Copy Picture dialog box. • In the Appearance area, select As shown on screen or As shown when

printed. • In the Format area, select the Picture or Bitmap radio button to set the file

format. • Click OK:

• Select the cell where you want to paste the graphic object. • From the main menu, choose Edit > Paste Special to display the Paste

Special dialog box. • Select a format from the As list box. • Click OK:

Embedding and Linking Objects

Embedding data • When you embed data from one application into another application, a copy

of the information is placed in the second application. Double-clicking on an embedded object allows you to edit the object without changing the original copy of the data. Conversely, changes made to the original data do not affect the embedded copy.

• In Excel 2003, you can edit the embedded object without leaving Excel and the required control/editing tools from the original application used to create the object are made available.



Embedding an existing document • Begin by selecting the cell where you want to embed the document. • From the main menu, choose Insert > Object to display the Object dialog

box, and click the Create from File tab. • In the File name text box, type the name of the file you want to embed, or

click the Browse button to select from the file directory. • Deselect the Link to file checkbox to embed the document. • Deselect the Display as icon checkbox to display the contents of the

document. • Click OK:

Linking data • Instead of embedding data, you can link to data in another application.

Linking to data can help you manage updates since changes to the original data are reflected in the linked copy of the data.

• For example, a link can be created between two Worksheets. Each time you change the data in the source worksheet the data in the dependent worksheet linked to it will also be updated. This enables you to use the same source data in multiple Worksheets with the knowledge that it will all be updated simultaneously.

Creating a link to an existing file • Begin by selecting the cell where you want to insert the link. • From the main menu, choose Insert > Object to display the Object dialog

box, and click on the Create from File tab.



• In the File name text box, type the name of the file you want to link to, or click the Browse button to select the file from the file directory.

• Select the Link to file checkbox to create a link. • Select the Display as icon checkbox to display the file as an icon. • Click OK:

Note: You cannot use the Insert > Object command to insert graphics and certain types of files. To insert a graphic, use the Insert > Picture > From File command.

Linking data from Microsoft Word • You can link to data in a Microsoft Word document from a Worksheet. • Begin by copying the Microsoft Word data you want to link to. • From Excel, select the cell where you want to paste the copied data. • From the main menu, choose Edit > Paste Special to display the Paste

Special dialog box. • Select the Paste link radio button. • Select a format from the As list box. • Click OK:



Note: Double-clicking the link opens the Word document.

Hyperlinks

Using Hyperlinks • You can use a Hyperlink to create a link to a document that is located on a

network server, an Intranet, or the Internet. Users can access the document by clicking on the cell with a Hyperlink:

Creating a Hyperlink • Begin by selecting the cell you want to insert a Hyperlink. • From the main menu, choose Insert > Hyperlink to display the Insert

Hyperlink dialog box OR press the Ctrl + K key combination to display the Insert Hyperlink dialog box.

• From the Link to area, select the type of link you want. • In the Text to display text box, enter a descriptive phrase for the link. • In the Look in area, select the file you want

OR in the Address text box, enter the URL of the page you want to link to.



• Click OK:

Managing Links

Updating Links • From the main menu, choose Edit > Links to display the Edit Links dialog

box. • From the list box, select the link you want to update. • Click the Update Values button to update the link. • Click Close to close the Edit Links dialog box:



Editing Links • From the main menu, choose Edit > Links to display the Edit Links dialog

box. • From the list box, select the link you want to edit. • Click the Change Source button to display the Change Links dialog box. • Edit the location and/or document name:

• Click OK to make the change. • Click Close to close the Edit Links dialog box.

Checking the status of a Link • From the main menu, choose Edit > Links to display the Edit Links dialog

box. • Click the Check Status button to see if the link is working. The status of

each link is displayed in the Status column. • Click Close to close the Edit Links dialog box.

Breaking Links • From the main menu, choose Edit > Links to display the Edit Links dialog

box. • From the list box, select the link you want to break. • Click the Break Link button. The following warning message will appear:

• To remove the link, click Break Links. • Click Close to close the Edit Links dialog box.

Review Questions How would you: • Convert spreadsheets from other applications?



• Use the Office Clipboard? • Use Paste Special? • Use Paste Special with content from Excel? • Use Paste Special with content from other applications? • Change data to graphic objects? • Embed data? • Embed an existing document? • Link data? • Create a link to an existing file? • Link data from Microsoft Word? • Use Hyperlinks? • Create a Hyperlink? • Update Links? • Edit Links? • Check the status of a Link? • Break Links?


Education

Excel 2003 intermediate level manual