Sage Intelligence 101 Microsoft® Excel® tips and tricks

For advanced
business reporting
in Microsoft Excel
Sage Intelligence
101 Microsoft®
Excel®
tips and tricks

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Sage Intelligence
101 MicrosoftExcel tips and tricks
For advanced business reporting in Microsoft Excel
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32

Table of contents
The Excel 2007 Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
The Office Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Worksheet Navigation Made Easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Range selection made easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Home tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Font themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Wrap Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copying formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Insert date shortcut. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Pasting paragraphs of text Into a single cell. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Converting negative values to positive values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Viewing parts of several worksheets on one worksheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Keeping 00 in front of values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Displaying values that are in millions as thousands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
AutoSum button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Fill series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Break text into different rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Clear All from cell/cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Sorting data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Multilevel sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using a custom sort order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Tracking items in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Find & Select. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Select Visible cells only. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
The Insert tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
PivotTable concept and layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Changing calculation method of subtotals in PivotTables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
A history of spreadsheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Excel version history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Customizing sort options in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Grouping fields in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Grouping data in a PivotTable by days of the week. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Filtering 0 values in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Change the source data in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Clear a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Calculated fields in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
The Field List in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using the +/- Buttons in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Field Headers in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Subtotals in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Turn off individual Subtotals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using Grand Totals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Changing the Report Layout in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using blank rows in a PivotTable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
PivotTable Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
PivotCharts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Microsoft Excel charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Create a new Excel chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Hidden and Empty Cells in an Excel chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Page Breaks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Print Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
The Formulas tab 34
Using Functions 34
Update Formulae manually 34
Formula Auditing—Showing cell dependencies 34
Finding the cell with the highest value in a range 35
Rounding numbers to the nearest whole number 36
Deleting all nonformula data on a worksheet 36
Filter date transactions to show only dates that fall between a range 37
Converting text dates to dates 40
Combining text from multiple cells into one 41
An alternative to VLOOKUP 42
Inserting Symbols Into the cell 43
Adding Criteria/Conditions to your SUM function 44
SUMIF between workbooks 45
Calculating positive and negative numbers 46
Using CTRL as a Function key 48
Add-Ins 51
Microsoft Chart Advisor 51
Advanced Tools 52
Filtering Data 53
Clearing All Filters 53
Removing Duplicates 53
Splitting columns 54
Using Data Validation to ensure the End Date is greater than the Start Date 55
Circling Invalid Data 55
The Review tab 56
Protecting worksheets 56
Being able to edit certain cells on a protected worksheet 56
Hide formula on a protected worksheet 57
Password protection and read only access 57
Top reasons to use Microsoft Excel 2007 58
The View tab 60
Recording Macros 60
Saving workbook with a Macro 60
Developer tab 60
Macro security levels 60
Sorting worksheets in alphabetical order 61
Opening a workbook on a specific worksheet 61
Copy and save a worksheet into a new file automatically 62
Removing embedded hyperlinks with Visual Basic 63
Using Group and Outline on protected worksheets 64
Assigning a Macro to the Quick Access Toolbar 65
Using programs outside of Microsoft Excel 66
PowerPoint to Microsoft Excel 66
Copying Microsoft Excel data to Microsoft Word 66
Glossary 67
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101 MicrosoftExcel Tips and Tricks
1. How do you minimize the Ribbon?
If you want more space on your screen for your worksheets, you can minimize
the Ribbon.
• Right-click any of the tabs (for example, Home, Insert)
• Select Minimize the Ribbon
2. How do you move the Quick Access Toolbar?
• Right-click over the Quick Access Toolbar
• Select Show Quick Access Toolbar Below the Ribbon or Above the Ribbon
(dependent on the current location)
3. How do you customize the Quick Access Toolbar?
• Right-click on the Quick Access Toolbar
• Select Customize Quick Access Toolbar
• Select the desired Choose Commands From
• Select the Commands you want on the Quick Access Toolbar
• Select Add
• Repeat until all the commands you want are on the Quick Access Toolbar
• Select OK
Sage Intelligence
The Excel 2007 Interface
The new user interface makes use
of the Ribbon. The Ribbon contains
all the commands previously located
in the complex toolbar and menu
system, but now located in one place.
The Office Button
In the top left corner of the Microsoft
Excel application is the Office Button.
Selecting this button brings up a pop-
up menu that allows you to do all the
document functions that were found
in the old menu file functions, namely:
• Open
• New
• Save
• Save As
• Print
• Prepare
• Send
• Publish
• Close
It also contains the Microsoft Excel
Options previously contained in
Microsoft Excel 2003 in the Tools,
Options Menu.
The Quick Access Toolbar
The Quick Access Toolbar, by default,
is located above the Ribbon, next
to the Office Button. This toolbar
contains commands that are
independent of the Ribbon tab that
is currently displayed. You can move
the Quick Access Toolbar from one of
the two possible locations, and you
can customize the toolbar by adding
buttons that represent commands,
including assigning your macros to
icons.
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8. How do you quickly open the Format dialog box?
• On the keyboard, press Ctrl + 1
9. How do you quickly wrap text in a cell?
• Enter in the desired text
• Press Alt + Enter
• Press Enter
10. How can you quickly copy formatting?
• Select the cell with the desired applied formatting
• From the Home tab, in the Clipboard group, double-click
the Format Painter button
• Select any cell you would like to apply the formatting to
• Press Esc
11. How do you quickly insert the date?
• Hold down the Ctrl button and then press ; (semicolon) on the keyboard
Working with worksheets
Worksheet navigation
made easy
Often, you may have multiple
worksheets in a workbook and
struggle to quickly navigate to a
particular worksheet.
Microsoft Excel does provide
navigation arrows on the bottom
left of the screen. By simply clicking
these arrows, you can scroll to
worksheets on the left or right.
However, when you have quite a few
worksheets, it can be time consuming
to use these navigation arrows.
The “right-click method” can speed
this up.
Range selection made easy
It can be time consuming to use your
mouse to select a range of cells,
especially if it is something you need
to do regularly (for instance, as a
source for charts or PivotTables).
To speed up this process, you can
use Ctrl + Shift + *
4. How do you quickly navigate between worksheets?
• Right-click on any of the navigation arrows
• You will get a list of all the worksheets in the current workbook
• Select the desired worksheet
• You will be navigated to that worksheet
5. How do you select a column with only two keystrokes?
• Select any cell in the column you would like to select
• Press Ctrl + Space Bar
6. How do you select a row with only two keystrokes?
• Select any cell in the row you would like to select
• Press Shift + Space Bar
7. How do you quickly select a range of cells?
• Select any cell in the range of cells
• On the keyboard, press Ctrl + Shift + *
The Home tab
Font themes
Built into Microsoft Excel 2007 are
themes that group together colors
and so on. These are available
depending on the choice you make.
They are used in a number of places
such as when you select the font or
color buttons in the Font group on
the Home Ribbon.
Wrap Text
There is a very nice keyboard
shortcut to Wrap Text. Simply use
your Alt + Enter key.
Copying formatting
To help speed up the copying of
formatting you can use the Format
Painter button.
Insert date shortcut
Rather than typing out the date in a
cell, you can use a keyboard shortcut
to insert the current date instantly.
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The Home tab
Viewing parts of several
worksheets on one worksheet
One worksheet can be used to
view several individually separate
and distinct areas. This can be done
using the Paste Picture Link option.
There are a few options when
consolidating information from
multiple worksheets. The option for
this tip enables you to paste the
copied cells as objects (pictures).
Pasting them as objects is useful
as you can resize the objects. This
tool is helpful when needing to
print multiple areas of a workbook
onto one worksheet or creating a
dashboard summarizing parts of
the workbook.
15. How do you view parts of several worksheets
on one worksheet?
• Select the desired range to be copied
• Right-click the selected range, select Copy
• Navigate to the destination worksheet
• From the Home tab, in the Clipboard group, select the down arrow under Paste
• Select As Picture, Paste Picture Link
• Your object (picture) will now be pasted and can be resized as desired
• Repeat the above steps for additional objects
The Home tab
Pasting paragraphs of text into
a single cell
If you have text that is in a text
program (for instance, Microsoft
Word) and would like to copy
and paste it to Microsoft Excel, by
default Microsoft Excel separates
the information into different cells
based on the paragraph marks.
By using the below method, you are
able to paste the text into a single
cell in Microsoft Excel.
Converting negative values
to positive values
This tip allows you to quickly convert
a range of negative numbers into
positive numbers, without having to
edit each cell.
12. How do you paste paragraphs of text into a single cell?
• Copy the desired text from the text program (Microsoft Word)
• Select the desired cell in Microsoft Excel
• Press F3 on the keyboard
• Select Paste
• Press Enter
13. How can you quickly copy text?
• Select the desired text
• From the keyboard, press Ctrl + C
14. How do you convert negative values to positive values?
• In a blank cell, enter in the value -1
• Select the cell with the value -1
• Select Copy
• Select the desired range with negative values
• Right-click the selected range
• Select Paste Special
• Under the Operation group, select Multiply
• Select OK
• Your values are now converted to positive values
Before:
After:
In Microsoft Word
Pasted into Microsoft Excel
Pasted into Microsoft Excel using F2
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18. How do you display values that are millions as thousands?
• Select the desired cell/cells
• Right-click the selected cell/cells
• Select Format Cells
• Select the Number tab
• Under Category, select Custom
• In the Type box, enter 0
• Select OK
16. How do you keep 000 in front of values?
• In the Type box, enter 000
• Select OK
17. How do you format your dates to show the period number?
• In the Type box, enter m
• Select OK
The Home tab
Keeping 000 in front of values
Using a custom format allows you
to keep the full number and not lose
any leading zeroes.
Before:
After:
Formatting your dates to show the
period number
By using a Custom Format, you can
show the period of the date (in this
case the month) without changing
the date in the field.
Before (dates in March 2007):
After (using a Custom Format):
The Home tab
Displaying values that are in
millions as thousands
Sometimes every figure in a
spreadsheet is in the thousands,
tens of thousands, or even in the
millions. By rounding the figure to
smaller, representative figures, you
can save space.
Before:
After:
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The Home tab
Break text into different rows
In earlier Microsoft Excel releases,
it was challenging to arrange lines
in a readable layout, but Microsoft
Excel 2007’s new Editing, Fill, Justify
feature makes it easier.
In the below example, the text is
flowing over to column G. You would
rather have the text from columns A
to D. Justify will automatically break
the text.
Before:
After:
Clear All from cell/cells
Clear All clears the contents and/or
the formatting of a cell.
Believe it or not, you can do it by
dragging the fill handle backward.
22. How do you break text into different rows?
• Select the range of columns you would like to fit the text to
• From the Home tab, in the Editing group, select the Fill icon
• Select Justify
• Select OK
23. How do you Clear All from a cell?
• Select the cells you want to clear
• From the Home tab, in the Editing group, select the Erase icon
• You have the option to Clear All, Formats, Contents, or Comments
24. How do you Clear a range of cells using the Fill Handle?
• Select a range of empty cells
• Select the Fill Handle
• Drag it back over the area you would like to clear
• If you also want to clear the formats in the cells, just hold down the Ctrl key
as you drag the fill handle back over the selection
19. How do you quickly sum up numbers?
• Select the cell where you would like the result to appear
• From the keyboard, press Alt + =
20. How do you fill a range of dates/months?
• Enter the start date in your first cell
• Select the cells you want to fill, including the first cell
• From the Home tab, in the Editing group, select the Copy Down button
• Select Series
• In Type box select Date
• In the Date Unit box select Month
• Select OK
21. How do you fill a range of text or formula?
• Select the range of cells to be filled
• Enter in the desired text or formula into the cell
• Press Ctrl + Enter
The Home tab
AutoSum button
The AutoSum button has the
most common functions plus the
option to select More Functions,
which opens the Insert Function
dialogue box. You can also key
the keyboard shortcut Alt + =
to do the SUM function.
Fill series
The series option calls up a dialogue
box that allows you to select how
the series fills the selected cell;
for example, you may want to
incrementally increase the date by a
month in a range of cells.
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The Home tab
Conditional Formatting
In Microsoft Excel 2003, Conditional
Formatting was limited to three
conditions per cell; in Microsoft
Excel 2007 you may have as many
conditions as you like. Another
limitation in Microsoft Excel 2003
was that only one condition per cell
could be true, so according to the
order of the conditional formatting,
the first true condition would be
indicated; however, you can control
this in Microsoft Excel 2007.
Highlight Cell Rules:
• Greater Than
• A Date Occurring
• Duplicate Values
Top/Bottom Rules:
• Bottom 10%
• Above Average
• Below Average
Data Bars:
Color Scales:
Icon Sets:
The parameters of the Conditional
Formatting can be customized by
selecting More Rules from any of the
pop-up dialogue boxes.
29. How can you add icon conditional formatting?
• Select the desired cell or range
• From the Home tab, in the Styles group, select Conditional Formatting;
a drop-down box appears
• Select Icon Set
• Select the desired option
30. How do you highlight duplicates?
• Select the desired cell or range
• From the Home tab, in the Styles group, select the drop-down
arrow under Conditional Formatting
• Select Highlight Cells Rules
• Select Duplicate Values
• Select the desired Format
• Select OK
25. How do you quickly sort a column of data?
• Select a cell in the column you wish to sort
• From the Home tab, in the Editing group, select Sort Filter
• Select the Sort A to Z or the Sort Z to A icon
26. How do you apply multilevel sorting?
• Select any cell within the data list you wish to sort
• Select Custom Sort
• Select the drop-down arrow in the Sort by box and select the desired column
• Select the drop-down arrow in the Sort On box and select the desired option
• Select the drop-down arrow in the Order box and select the desired option
• Select the Add Level icon to specify the next sort column
Repeat steps 3 to 5
• Repeat steps 6 and 7 for subsequent sort columns
• To change the order of the sort, use the Arrow buttons to move the
sort items up or down
• Select OK
27. How do you create a Custom List?
• Select the desired list in Microsoft Excel
• Select the Office Button
• Select Excel Options
• Select the Popular category
• In the section Top options for working with Excel
• Select Edit Custom Lists
In the Custom Lists dialogue box, select Import
• The copied list is pasted to the list entries box
• Select OK, OK
28. How do you sort based on a Custom List?
• Select any cell within the data list you wish to sort
• Select Custom Sort, select the desired Column and Sort On
• Select the drop-down arrow in the Order box and select Custom List,
select the desired Custom List
• Select OK, OK
The Home tab
Sorting data
You can access the sort functionality
through the Sort and Filter icon in
the Editing group on the Home tab
of the Ribbon. There is also sort
functionality located on the Data tab
of the Ribbon.
Depending on the type of data you
are in when you select the Sort
Filter icon, the sort option will differ.
For example, for dates it will read
earliest to latest, while for numbers it
will state smallest to largest.
Multilevel sorting
Multilevel sorting allows you to sort
up to 64 columns or levels at a time.
Using a custom sort order
The Custom List feature allows
the user to define a specific sort
order. This can be useful when
sorting a column in an order that
is not alphanumeric.
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The Home tab
Find Select
The Find Select button has
shortcuts to many of the options
found in the Go To Special dialogue
box previously found in Microsoft
Excel 2003 in the Edit, Go To Menu.
Select visible cells only
There are times when you need
to copy the visible data only. An
example of this is when you need to
copy Subtotals that have hidden
rows and columns and you want to
copy only the visible data. A normal
copy and paste includes the hidden
data, which can then be unhidden.
32. How do you select visible cells only?
• Select the range of cells
• From the Home tab, in the Editing group, select Find Select
• Select Go To Special
• Under Select, select Visible cells only
• Select OK
• On the Home tab, in the Clipboard group, select Copy
• Activate the worksheet you want to copy it to
• On the Home tab, in the Clipboard group, select Paste
31. How do you use Conditional Formatting to track items?
• Select the desired range of cells
• Select Icon Sets
• Select the one with the Tick, Exclamation mark and X
• Select Manage Rules
• Select Edit Rule
• Select Show Icon Only check box, select Apply, OK
The Home tab
Tracking items in Excel
Many people use Excel to keep track
of things. In the past (pre-Excel 2007)
people probably would put something
together like the below:
Excel 2007 provides great new
conditional formatting rules, which
allow automatic display of nicely
formatted icon sets.
As Excel best understands values, it
is best to set up the spreadsheet with
1 for people who attended and 0 for
people who didn’t attend.
Apply Conditional Formatting using
Icon Sets.
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The Insert tab
Changing calculation method
of subtotals in PivotTables
By default Microsoft Excel sets a field
to SUM if it is in the data area and
contains numbers; if it contains text
then it is set to COUNT. You can,
however, change these calculation
methods as follows:
Custom calculations
in PivotTables
There is a second tab on the Value
Field Settings that allows you to
select how the calculation are shown
(this is the Custom Calculation
functionality in Microsoft Excel 2003).
For example, you may wish to see the
figure as a percentage of the total.
34. How do you change the calculation method of subtotals?
• Select the Value field you wish to change the calculation of in the PivotTable
• From the Options tab, in Active Cell group, the Active Field,
select Field Settings (you can also double-click the field)
• Select the calculation method you would like to change it to
(for instance, Count, Average, and so on)
• Select OK
35. How do you create a custom calculation?
• Select the Value field you wish to change the calculation of in the PivotTable
• From the Options tab, in Active Field group, select Field Settings
(you can also double-click the field)
• Select the Show Values As tab in the Value Field Settings dialogue box
• Select the drop-down arrow for Show values As and select the necessary method
• Select OK
33. How do you create a PivotTable?
• Select any cell in the data list
• From the Insert tab, in the Tables group, select PivotTable
• Make sure that Select a table or range is selected
• Make sure your data is listed in the Table/Range box
• Select where you want the PivotTable to go, either in an existing worksheet or
its own new worksheet
• Select OK
• A blank PivotTable is now displayed
• In the Field List select the fields you want in the Row Area and either drag them into
the row area on the PivotTable or into the Row Labels area on the Field List box
• Repeat for columns, page area/filters, and data fields
The Insert tab
PivotTable concept
and layout
Microsoft Excel 2007 no longer uses
the PivotTable Wizard. A single
dialogue box allows you to select the
data range (if it was not preselected),
to use external data, and also to
select whether to insert the PivotTable
in an existing worksheet or create a
new worksheet.
At this point a blank PivotTable is
inserted with the PivotTable Field List
located to the right of the Microsoft
Excel workspace.
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Importance of spreadsheet
security
Typing errors can lead to
inaccurate information, which
can have a devastating effect on
business
• Nevada, USA, 2006: Incorrectly
typed formulae led to a $5 million
discrepancy in budgetary figures.A
• Northern Territory, Australia, 2005:
A manual error in a departmental
spreadsheet led to a AUS$200
million mistake in government
funding figuresB
Excel 2007 is rich with security
and error-checking features,
such as formula evaluation, cell
precedent and dependence tracking,
data validation, and the ability to
track changes made to the sheet.
Combined, these features help give
you the peace of mind about the data
you use to make your decisions.
In addition, automated business
intelligence tools, such as the Sage
Intelligence product range, remove
a large proportion of the manual
aspects of report creation, avoiding
the opportunity for typing errors.
Excel and Sage Intelligence can save
your business time and money, giving
you peace of mind.
A-http://www.nevadadailymail.com/
story/1135458.html
B-http://www.abc.net.au/news/
newsitems/200506/s1394937.htm
Version Comments
1—1985
Version 1, for the Macintosh, was released. Version 1.0.6 and 1.5 are
released over the course of the next three years.
2—1987
The first Windows version. Labeled “2” to correspond to the Mac version,
it included a run-time version of Windows.
2.2—1989
Excel 2.2 for Macintosh includes the ability to apply different styles within
a single document and a 40% increase in calculation speed.
3—1990
Included workbooks, toolbars, drawing capabilities, outlining, add-in
support, 3D charts, and many more new features.
4—1992
Released for Windows 3.1, it becomes the first “popular” version due to
the widespread use of Windows 3.1.
5—1993
A major upgrade included multisheet workbooks and replaced Excel
Macro language with Visual Basic.
7—1995*
Known as Excel 95. The first major 32-bit version of Excel,**
which is very similar to Excel 5 in relation to features.
8—1997
Known as Excel 97. A new interface for VBA developers, UserForms,
data validation, and more.
9—1999
Known as Excel 2000. Can use HTML as a native file format, “self-repair”
capability, enhanced clipboard, pivot charts, modeless user forms,
digital signing of macros.
10—2001
Known as Excel 2002, this is part of Office XP. It has a long list of new
features, perhaps the most significant of which is the ability to recover
your work when Excel crashes.
11—2003
Microsoft Office Excel 2003. The new features in this version include: (a)
Improved support for XML, (b) A new “list range” feature, (c) Smart Tag
enhancements, and (d) Corrected statistical functions.
12—2007
Microsoft Excel 2007. A major overhaul to the standard Office interface
with the introduction of the “Ribbon,” changes made to the standard
file extensions for Office documents, extended conditional formatting
features, increased business intelligence functionality, and much more.
1952—First noncomputerized reference to the term “spread sheet” listed in Dictionary For
Accountants and refers to a worksheet providing a two-way analysis of accounting data—
an accounting matrix in which the columns and rows constitute either debit or credit sides
respectively or reverse.
Early ’60s—Professor Richard Mattessich pioneered computerized spreadsheets for
business accounting, applying computerized spreadsheets to accounting and budget
systems written on a mainframe computer in FORTRAN IV.1
1969—1971 Rene K. Pardo and Remy Landau develop LANPAR spreadsheet compiler.
Pardo and Landau file a patent covering a recalculation algorithm, which is initially rejected.
After 12 years of appeals it is granted and becomes the world’s first software patent.2
1979—Dan Bricklin and Bob Frankston release VisiCalc for the Apple II computer system.
VisiCalc helps the Apple II bridge the gap from hobbyist users to businesses that need a
useful financial analysis tool, which helped propel Apple as a successful business. While not
the first spreadsheet program, its combination of features and affordability helped it become
the first popular spreadsheet program. VisiCalc had 254 rows and 63 columns.3
1980—SuperCalc is developed by Sorcim and is notable for being one of the first
spreadsheet programs capable of solving circular references (that is, cells that depend
on one another’s results).4
1981—Lotus 1-2-3 hits the market and is the IBM PC’s first “killer app” (as VisiCalc was
for the Apple II). Designed primarily to combine visual graph functions with spreadsheet
applications, 1-2-3 was faster, more powerful, and easier to learn than VisiCalc, giving IBM
great success in the PC arena.
1982—Microsoft’s MultiPlan is launched. Designed to compete against VisiCalc, Microsoft’s
first spreadsheet program was its first foray into the realms of business applications. While
being outsold by Lotus 1-2-3 in the United States, Multiplan sold well overseas, giving
Microsoft a solid platform for future international growth.
1984—AppleWorks—one of the first packages that contained an integrated suite of
products, AppleWorks included a spreadsheet module that could work seamlessly with all
other modules, such as the word processor. AppleWorks was so popular for a time it even
overtook Lotus 1-2-3 in industrywide sales charts. It was one of the first applications to use
menu bars rather than a command line interface.5
1985—Microsoft Excel first appears for the Macintosh platform.
Did you know?
• There are hundreds of ready-made
templates on the Microsoft Excel
website that you can download
for free. Available categories
include brochures, calendars,
expense reports, sports
schedules, and more.
• Where Excel 2003 had over
65,000 rows and 256 columns,
Excel 2007 has over 16,000
columns and over 1 million rows!
• In May 1996, more than 30
million people were already
using Excel worldwide.A
A-http://www.thocp.net/companies/microsoft/
microsoft_company_part2.htm
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38. How do you Group Dates in a PivotTable?
• Select the Field (Date) you wish to group
• From the Options tab, in the Group group, select Group Field
• The Grouping dialogue box appears, displaying dates or times
• Enter the starting and ending information in the fields provided
• In the By list, select the option you wish to group By (for example, Months)
• Select OK
39. Is there a quick way to Ungroup Dates?
• To Ungroup Dates, select the Field (Date) you wish to Ungroup
• From the Options tab, in the Group group, select Ungroup
40. How do you Group Dates by weeks?
• Select the Date field in the PivotTable
• From the Options tab, in the Group group, select the Group Selection button
• Under By, select Days
• Next to Number of Days, select 7
• Select OK
36. How do you apply a Custom Sort when sorting a PivotTable?
• Select any cell in the column you would like to sort in the PivotTable
• Select Custom Sort
• Select More Options
• Deselect, Sort automatically every…
• From the drop-down arrow, select the sort order (for example, Jan, Feb, Mar)
• Select OK
37. How do you default your PivotTable to sort based on the
Custom List?
• From the Options tab, in the PivotTable group, select Options
• Select the heading tab Tools Filters
• Select Use Custom List when sorting
The Insert tab
Customizing sort options in a
PivotTable
Adding your own custom sort
options can make your PivotTable
even easier to read.
Often you need to sort your PivotTable
in month order, but normal sorting
sorts your months in alphabetical
order and not month order.
From PivotTable options, you can
also set the PivotTable to use the
Custom List by default.
The Insert tab
Grouping fields in a PivotTable
The group and ungroup functionality
is located on the Options tab, in the
Group group. The function operates
the same way as for Microsoft Excel
2003. You can also right-click to
access this function.
Grouping data in a PivotTable
by days of the week
Extending PivotTable functionality
even further, data can be grouped
into preset categories such as days
of the week.
Days
7
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The Insert tab
Calculated fields in a
PivotTable
Selecting Formulas calls up the same
Insert Calculated field dialogue box
as Microsoft Excel 2003.
The Field List in a PivotTable
You will need to use this button if you
close your Field List and then need to
make some changes.
Using the +/- Buttons in a
PivotTable
Hide and Show detail is now located
in the PivotTable as a small plus
(show detail) or minus (hide detail)
icon.
You can switch the Show/Hide
button off, by selecting the below
button from the Options tab, in the
Show/Hide group.
Using Field Headers in a
PivotTable
This option removes the headings
from the PivotTable.
44. How do you create a Calculated Field in a PivotTable?
• From the Options tab, in the Tools group, select Formulas
• Select Calculated Field from the drop-down menu
• In the Name box enter the new name
• Select the field the calculation is based on in the Field List
• Select Insert Field
• In the Formula box, create the formula
• Select Add
• Select OK
45. How to you show or hide the Field List?
• From the Options tab, in the Show/Hide group, select Field List
46. How do you use the Hide and Show buttons?
• From the Options tab, in the Show/Hide group, select +/- Button
47. How do you remove the Field Headings from
the PivotTable?
• From the Options tab, in the Show/Hide group, select Field Headers
41. How do you ensure that 0 values do not show in
the PivotTable?
• Select the cell to the right of the last heading on the PivotTable
• From the Data tab, in the Sort Filter group, select Filter
• Select the drop-down arrow from the Value heading (for example, Sum of
Product Sale)
• Deselect 0
• Select OK
42. How do you change the Source Data?
• Select any cell in the PivotTable
• From the Options tab, in the Data group, select Change Data Source
• Select the new Data Source
• Select OK
43. How do you clear all filters from a PivotTable?
• From the Options tab, in the Actions group, select Clear
The Insert tab
Filtering 0 Values in a PivotTable
It is possible to now show any 0
values in your PivotTable. To do
this you can apply an AutoFilter.
Change the source data
in a PivotTable
Once you have created your
PivotTable, you may decide that you
would like to refer to a different
data source.
Clear a PivotTable
You may want to clear all the fields
on the PivotTable to start again.
A very nice new feature in Microsoft
Excel 2007 is that if you have applied
multiple filters on the fields in the
PivotTable and you wish to view all
the data, you can clear all filters.
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48. How do you turn off all Subtotals?
• From the Design tab, in the Layout group, select Subtotals
• Select Do Not Show Subtotals
49. How to do you turn off individual Subtotals?
• Right-click the desired field
• Select the Subtotal “fieldname”
50. How do you turn off all Grand Totals?
• From the Design tab, in the Layout group, select Grand Totals
• Select Off for Rows and Columns
The Insert tab
Using Subtotals in a PivotTable
In Microsoft Excel 2007 there is a
shortcut for turning the Subtotals on
and off. This, however, applies to all
the Subtotals and switches them all
off or on.
The Tabular form of the PivotTable
Layouts does not allow for the
subtotals to be shown at the top.
Turn off individual subtotals
in a PivotTable
To turn off individual subtotals, you
still need to go to the field settings
for that field.
Using Grand Totals in a
PivotTable
There is a quick way to change
how the grand totals are displayed.
This will be applied to the entire
PivotTable.
See how the value adds up
Your business needs immediate insights to make swift and confident
decisions. But you may be assembling data by cutting and pasting.
That approach is slow, repetitive, and prone to human error. That kind of
inefficiency costs you money.
With Sage Intelligence, access to real-time data is available:
• In no time.
• On Microsoft Excel spreadsheets.
• From any of your databases.
• At your fingertips.
Your business will save time and money with Sage Intelligence.
Use the Sage Intelligence ROI Calculator to see just how much you
can save by improving your reporting efficiencies.
Improved Excel skills can save time and money.
Visit www.sageintelligence.com and use our efficiency calculator
(example at right) for your business.
“It saves me about
four hours of time
(each month) with the
capability of having
all my company’s
financials in one
spreadsheet. I used to
have to go into each
company to pull
financials.””
Ederer Investment Company
Caitlin Dowd, accountant
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The Insert tab
PivotCharts
PivotCharts are much easier to create
and use in the new user interface.
The filtering functionality is made
much easier, and there are specific
PivotChart tools and context menus
available so that you can analyze
the data in the chart. You can now
change the layout, style, format, and
its elements the same way that you
can for a regular chart. In Microsoft
Excel 2007, the chart formatting that
you apply is preserved when you
make changes to the PivotChart.
As you change the PivotChart, its
associated PivotTable changes
and vice versa. There is a new
PivotChart Filter Pane that gives
you access to your chart fields for
filtering. You can move the PivotChart
to another location (for instance,
a new worksheet using the Move
Chart function).
When creating a PivotChart, make
sure your PivotTable report has at
least one row field to become the
Category field in the PivotChart
report, and a Data field to become
the Series field.
54. How do you create a PivotChart from a PivotTable?
• Select any cell within the PivotTable report
• From the Options tab, in the Tools group, select the PivotChart icon
• Select the ChartType
• Select OK
• You can now edit your chart by using the chart type and other options
55. How do you create a PivotChart from scratch?
• Select a cell in the data list
• From the Insert tab, in the Tables group, select the drop-down arrow
below PivotTable
• Select PivotChart from the drop-down list
• Make sure that the selected data range is correct and select OK
• Use the PivotTable Field List to create the PivotChart
51. Where do you go to change the PivotTable Report Layout?
• From the Design tab, in the Layout group, select Report Layout
52. How do you insert Blank Rows after each item?
• From the Design tab, in the Layout group, select Blank Rows
• Select Insert Blank Line after each Item
53. How do you apply a PivotTable style?
• From the Design tab, in the PivotTable Styles group, select one of the visible styles
or scroll through all the available styles
• You can also select the More button, to view the Styles
• You also have the option to create your own PivotTable Style at the bottom of the gallery,
which displays the New PivotTable Style dialogue box
The Insert tab
Changing the Report Layout in
a PivotTable
By default, Microsoft Excel uses
Compact Form for your PivotTable.
When using Compact Layout,
you lose access to each of the field
headings. You can access them by
selecting the down arrow next to the
main row heading and then changing
the Selected Field box. You will
also not be able to double click to
access the Field Settings.
To view the PivotTable as you would
in Microsoft Excel 2003, choose
Show in Outline Form.
Using blank rows in a
PivotTable
To space out a PivotTable, you
can choose to insert blank lines
after each item.
PivotTable styles
In Microsoft Excel 2003, you
could apply AutoFormat to the
PivotTable. In Microsoft Excel
2007 you can change the style of
a PivotTable by using a gallery of
styles. To remove a format, select
Clear at the bottom of the list.
You can only delete your custom
PivotTable styles.
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The Page Layout tab
Page Breaks
There is no need to change your view
to Page Break Preview to insert
Page Breaks. Please ensure you are
in column A when you are inserting
a Page Break. You can also select
Remove Page Break to remove a
page break.
Print Titles
This is not a new feature in Microsoft
Excel 2007, but it is now found in
the Page Setup group. Print Titles
are a fantastic tool when you need
to repeat a certain column or row on
each printed page.
58. How do you change margins in Excel 2007?
• From the Page Layout tab, in the Page Setup group, select Margins
• Select the desired setting
• If you select Custom Margins, you get the Microsoft Excel 2003 Page Setup
dialogue box and you can manually adjust the margins
• Select OK
59. How do you insert a Page Break?
• Select the cell in column A, below to where the Page break must appear
• From the Page Layout tab, in the Page Setup group, select Breaks
• Select Insert Page Break
60. How do you remove a Page Break?
• Select the cell in column A, below the Page Break to be removed
• From the Page Layout tab, in the Page Setup group, select Breaks
• Select Remove Page Break
61. How do you repeat a row when printing a worksheet?
• Determine which row is to be repeated
• From the Page Layout tab, in the Page Setup group, select Print Titles
• Select the Collapse Dialogue button in the Rows to Repeat at Top
• Select the desired row
• Press Enter
• Select OK
56. How do you create a Chart with a shortcut key?
• Select the range you would like to Chart
• A new worksheet will be inserted with the Chart
57. How do you have an empty cell show as a zero in a chart?
• Select the Chart
• From the Design tab, in the Data group, select Select Data
• Select Hidden and Empty Cells
• Select Zero
• Select OK, OK
The Insert tab
Microsoft Excel charts
With Microsoft Excel 2007,
charts have a new look; layouts
use different fonts and colors. The
Ribbon interface has a Chart group,
which becomes visible once a chart
has been generated.
Once you have selected your chart
type, the chart is automatically
embedded in the worksheet, and
whenever you select the chart, the
Chart Ribbon will be available on
the Ribbon.
Create a New Excel chart
To easiest way to create a chart is to
select the data table and then select
the Insert tab. In the Charts group
select the chart type you require.
Hidden and Empty Cells
in an Excel chart
Selecting the Hidden and Empty
Cells button allows you to determine
how the graph deals with blank
spaces in your data. You have the
option to show them as gaps, as
zeros, or to smooth the graph over
the gaps.
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64. How do you create a Formula that will find a cell with the
highest value in a range?
• Open Microsoft Excel
• Select the desired result cell
• Enter in the below:
=ADDRESS(MATCH(MAX(D:D),D:D,0),4,4)
=ADDRESS(MATCH(MAX(“Column to calculate max”), Column to find the max,
finds the first value that is exactly equal), use column D (4) as the result reference,
use relative reference)
MATCH MATCH(lookup_value,lookup_array,match_type)
The MATCH function returns the row number of the highest value.
Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value
can be a value (number, text, or logical value) or a cell reference to a
number, text, or logical value.
Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is
0, MATCH finds the first value that is exactly equal to lookup_value.
Lookup_array can be in any order.
ADDRESS ADDRESS(row_num,column_num,abs_num,a1,sheet_text)
The ADDRESS function returns the cell address of the highest value.
Row_num:
Is the row number to use in the cell reference.
Column_num:
Is the column number to use in the cell reference.
Abs_num:
Specifies the type of reference to return. 1 - Absolute, 2 - Absolute row;
relative column, 3 Relative row; absolute column, 4 - Relative
MAX MAX(number1,number2,...)
Number1, number2:
Are 1 to 255 numbers for which you want to find the maximum value.
The Formulas tab
Using Functions
Functions are available on the
Formulas tab. You can insert
a function by using the Insert
Function icon or use the Function
Library group, which lists the
available functions in logical
groupings (for instance, Financial).
Update Formulae manually
When there are a number of formulas
on a worksheet, especially if there is a
lot of data to be referenced, changing
one formula can slow the application
down substantially. By using the
option to manually recalculate, you
can bypass this recalculation and
avoid the delay. You can then choose
to manually update your formulae.
Formula Auditing—Showing
cell dependencies
Some spreadsheets can get
very complicated, with many cells’
relying on other cell calculations to
deliver information, and a change
of one cell can have dramatic
effects. Formula Auditing shows
you which cells are connected.
62. How do you set your formulas to update manually?
• Select the Microsoft Office button
• From the bottom right, select Excel Options
• Select Manual
• Select OK
63. How do you trace cells that are preceding or dependent on
the current cell?
• To trace all cells that are preceding:
• Select the desired cell
• From the Formulas tab, in the Formula Auditing group, select Trace Precedents
• If the Precedent cells are found on another worksheet, you get a dotted line
• Double-click the dotted line, select the reference, select OK
• To trace all dependent cells:
• From the Formulas tab, in the Formula Auditing group, select Trace Dependents
• To remove all the arrows:
• From the Formulas tab, in the Formula Auditing group, select Remove Arrows
Trace Precedents
Trace Dependents
Remove All Arrows
Dotted line Precedents
Dependents
The Formulas tab
Finding the cell with the highest
value in a range
At times you may be working with
data where you need to find the
maximum value. To do this, you can
sort or use the MAX function. You
may not want to sort the column and
are looking for the MAX value, but
would like to know the cell address
that contains the maximum value.
Example
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The Formulas tab
Filter date transactions
to show only dates that fall
between a range
By using a combination of the TODAY
and AND function, you can determine
whether a date falls inside of a
particular date range.
Example
This result gives you an answer of
either True or False which you can
then filter or use in combination
with another function. This can be
a handy when used in combination
with a SUMIF to calculate
transactions in certain date range.
67. How do I Filter date transaction to only show dates
between 30 and 60 days?
• Enter the below:
=AND(TODAY()-B3=30,TODAY()-B3=60)
• Copy the formula down
• Use Filtering to Filter all values that are TRUE
TODAY TODAY( )
Returns the serial number of the current date. The serial number is the
date-time code used by Microsoft Excel for date and time calculations.
If the cell format was General before the function was entered, the result
is formatted as a date.
AND AND(logical1,logical2, ...)
Logical1, logical2, ... :
Are 1 to 255 conditions you want to test that can be either TRUE or FALSE.
65. How do you round a number to the nearest whole number?
• Enter in the below formula:
=ROUND(C2,-2)
• Press Enter
ROUND ROUND(number,num_digits)
Number:
Is the number you want to round.
Num_digits:
Specifies the number of digits to which you want to round the number.
66. How do you delete all nonformula data?
• Make a copy of the desired worksheet
• Press F5 on the keyboard (The Go To dialogue box will pop up)
• Select Special
• Select Constants
• Select OK
• All cells containing constants (everything except formulae) will be selected
• Press Delete on the keyboard
The Formulas tab
Rounding numbers to the
nearest whole number
Using the ROUND function, you
can round a number upwards to the
nearest hundred, thousand, million,
or higher.
Example
The Rounded Up column is rounding
the values up the nearest hundred.
Deleting all nonformula data on
a worksheet
Have you ever found that at the
beginning of the financial year you
need to make a copy of the previous
year’s workbook? If so, you’d need
to delete all the old year’s data but
you would really like to keep all of the
formulae in the worksheet. By using
the Go To dialogue box, it is a quick
and easy method.
Constant
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Sage Intelligence
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The Formulas tab
Combining text from multiple
cells into one
Using the sign is the same as
using the Concatenate function,
but much simpler.
Example
Below is an example in column C,
of where the Main Account and Sub
Account numbers need to be joined
into one cell with a / to separate the
Accounts.
69. How do you combine text from multiple cells into one cell?
• Enter in =
• Select the first cell to join
• Enter in
• If necessary, add any additional data that my not be found in a cell (“/”)
• Enter in
• Select any additional cells to join
• Press Enter
68. How do you convert text dates to dates?
• Enter the below:
=DATEVALUE(A2)
The DATEVALUE function returns the serial number of the date that is represented
by the text date
Format the cell (serial number) to a date:
• Select the desired cell/cells (B2:B3)
• Right click on the selected cells
• Select Date
• Select the desired Format
DATEVALUE DATEVALUE(date_text)
Date_text:
Is text that represents a date in a Microsoft Excel date format. For
example, “1/30/2008” or “30-Jan-2008” are text strings within quotation
marks that represent dates. Using the default date system in Excel
for Windows, date_text must represent a date from January 1, 1900,
to December 31, 9999.
Using the default date system in Microsoft Excel for the Macintosh,
date_text must represent a date from January 1, 1904, to December 31,
9999. DATEVALUE returns the #VALUE! error value if date_text is out of
this range.
If the year portion of date_text is omitted, DATEVALUE uses the current
year from your computer’s built-in clock. Time information in date_text is
ignored.
The Formulas tab
Converting text dates to dates
Occasionally, dates may become
formatted and stored in cells as text.
For example, you may have entered
a date in a cell that was formatted
as text, or the data might have been
imported or pasted from an external
data source as text.
Dates that are formatted as text are
left aligned instead of right-aligned in
a cell. You can use the DATEVALUE
function to convert most other types
of text dates to dates.
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71. How do you insert a Symbol?
• Create the Symbol list:
• Open a blank workbook
• Select cell A1
=CHAR(ROW())
• Copy the function down to cell A255
• This displays in each cell the character whose code number is that cell’s row
number. For example, the Euro Currency symbol appears in cell A128, which
indicates that its code number is 128
• If necessary, save the workbook
• To apply the desired Symbol:
• Hold down ALT on the keyboard
• Using the numeric keys on your NUMLOCK pad, enter in the desired code
(for example, 0128)
• If using a laptop, be sure to turn on your NUMLOCK pad
CHAR CHAR(number)
Number:
Is a number between 1 and 255 specifying which character you want.
The character is from the character set used by your computer.
70. What formula can you use as an alternative to VLOOKUP?
=INDEX(A1:C12,MATCH(A15,B2:B12),3)
=INDEX(Complete List,MATCH(Lookup cell,Column from List with Lookup Value),Column
Number from list for result)
• Select OK
MATCH MATCH(lookup_value,lookup_array,match_type)
Returns the row number of the highest value.
Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value
can be a value (number, text, or logical value) or a cell reference to a
number, text, or logical value.
Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is 0,
MATCH finds the first value that is exactly equal to lookup_value. Lookup_
array can be in any order.
INDEX INDEX(array,row_num,column_num)
Returns the value of an element in a table or an array, selected by the row
and column number indexes.
INDEX looks at an array, based on the row number found in the
MATCH Function, and return the answer from the specified column.
Array:
Is a range of cells.
Row_num:
Selects the row in array from which to return a value.
Column_num:
Selects the column in array from which to return a value.
The Formulas tab
An alternative to VLOOKUP
Using a combination of MATCH and
INDEX, you can return values from an
array regardless of what information
is in the first column of the array. In
a VLOOKUP, the main search criteria
(for example, a salesperson’s name)
needs to be in the first column of the
array—using MATCH and INDEX;
it doesn’t matter which column the
result is in.
Example
You can either create the functions in
two steps as in cells B20 and C20, or
you can create a Nested Function as
in cell D20.
The Formulas tab
Inserting Symbols into the cell
It can sometimes be difficult to
insert a special character, such
as € or ®,into a cell. Special
characters each have their own
unique number combination.
Example
If you know the code number, you
can enter that character any time by
holding down the ALT key and typing
the four-digit code number on the
numeric keypad (the keys on the far
right of your keyboard; do not use
the “normal” number keys above the
letter keys). Even though character
code numbers are only three digits
(between 0 and 255), you must type
in the leading zeros to ensure that
you get the proper character.
Common
Symbols
Symbol
Code
Common
Symbols
Symbol
Code
Euro € 0128 Registered ® 0174
Ellipsis … 0133
Plus/
Minus
± 0177
Dagger † 0134 Paragraph ¶ 0182
Double
Dagger
‡ 0135 Degree º 0176
Bullet • 0149 Pounds £ 0163
Trademark ™ 0153 Yen ¥ 0165
Cents ¢ 0162 Copyright © 0169
You can change the font of the
column to see what characters are
supplied by various fonts. Fonts
with lots of useful symbols include
Symbol, WebDings, the 3 WingDings
fonts, Ref Specialty, ENCICON,
Marlett, MonoType Sorts, and
MS Reference. Note that you may
not have all these fonts on your
computer.
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The Formulas tab
SUMIF between workbooks
When using the SUMIF function
between workbooks, you may get a
VALUE error if the source workbook
is not open. This behavior occurs
when the formula that contains the
SUMIF, COUNTIF, or COUNTBLANK
function refers to cells in a closed
workbook.
To work around this, use a
combination of the SUM and IF
functions together in an array formula.
An array formula is a formula that
can perform multiple calculations
on one or more of the items in an
array. Array formulas act on two or
more sets of values known as array
arguments.
• Each argument within an array
must have the same number of
rows and columns
• You must enter an array by
pushing Ctrl + Shift + Enter
• You cannot add the {} (braces)
that surround an array yourself,
pushing Ctrl + Shift + Enter will
do this for you
73. How do you use the SUMIF function between workbooks?
• Open the workbook that contains the source
• Open the workbook that will contain the formulae
• Select the desired cell in the workbook that will contain the formulae
• Using the FX button on the Formula Bar, locate the Sum Function
• To nest in the IF Function, from the Formula bar, in the Name Box,
from the drop-down arrow, select IF
• If the IF function does not appear, select More Functions and locate the IF Function
• Enter in the arguments in the Logical Test
Logical_test – If cells A3:A12 in the Data workbook on Sheet 1 = East
Value_if_true – If the above is true, sum the range B3:B12
Value_if_false – IF the above is not true, place 0
• Press Ctrl + Shift + Enter
SUMIF SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.
Criteria:
Is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, “32”,
“32”, or “apples”.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.
72. How do you add criteria/conditions to the Sum function?
• Enter in the below formula:
=DSUM(A5:E1121,5,A1:F2)
• Press Enter
DSUM DSUM(database,field,criteria)
Database:
The range of cells that makes up the list or database. A database is a
list of related data in which rows of related information are records and
columns of data are fields. The first row of the list contains labels for
each column.
Field:
Indicates which column is used in the function. Field can be given as text
with the column label enclosed between double quotation marks, such
as “Age” or “Yield,” or as a number that represents the position of the
column within the list: 1 for the first column, 2 for the second column,
and so on.
Criteria:
The range of cells that contains the conditions you specify. You can use
any range for the criteria argument, as long as it includes at least one
column label and at least one cell below the column label for specifying a
condition for the column.
The Formulas tab
Adding Criteria/Conditions
to your SUM function
Using the DSUM function, you
can specify criteria and conditions
regarding which cells should be
added together. An alternative to
using DSUM is using SUMIF. But
SUMIF can’t do complex criteria.
Example
The table contains a list of totals
sales per day, showing how many
hours were worked that day, the
week number, and the month. In cell
H4 is a running total using the DSUM
function, which takes into account
a number of criteria that have been
set up in the range A1:F2 (such as
a specific day for a specific month
as long as the hours in the work day
were greater than 12 but less
than 17).
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The Formulas tab
Naming a range using column
labels
This is useful when you have a list and
want to name the column separately.
You can use the column labels as the
range name.
Name a range of cell/cells
You can also name a range of cell/
cells. This applies a Name to an
entire range.
Use Named Ranges in
Formulae
When using a named range in a
Formula, you can select Use in
Formula to insert the named range.
Alternatively, you can select F3,
which brings up a list of Named
Ranges.
75. How do you name a selection using column labels
as names?
• Select the range you want to name, including the row or column labels
• From the Formula tab, in the Defined Names group, select Create from Selection
• Select Top Row (assuming your headings are in the top row)
• Select OK
76. How do you name a range of cell/cells?
• From the Formula bar, click on the Name box
• Enter in the desired Named Range
• Press Enter
77. How do you insert a Named Range in Formulae?
• Place your cursor where you would like to insert the Named Range
• From the Formulas tab, in the Defined Names group, select Use in Formula
• Select the desired Named Range
78. What is the keyboard shortcut to insert a Named Range
in Formulae?
• Place your cursor where you would like to insert the Named Range
• Select the desired Named Range
• Select OK
79. How do you paste a list of Named Ranges?
• Select a cell in the worksheet where you would like the list to be pasted
• Press F3
• Select Paste List
74. How can you calculate positive and negative numbers?
• To add the positive numbers as per the example:
=SUMIF(A2:A10,“0”)
• Press Enter
• To add the negative numbers:
=SUMIF(A2:A10,“0”)
• Press Enter
SUMIF SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.
Criteria:
Are the criteria in the form of a number, expression, or text that defines
which cells will be added. For example, criteria can be expressed as 32,
“32”, “32”, or “apples”.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.
The Formulas tab
Calculating positive and
negative numbers
Have you ever had a column with
positive and negative numbers but
would like to sum the positive and
negative numbers separately? This
can be done by using the SUMIF
function.
Example
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Using CTRL as a
Function key
CTRL+A Selects
the entire worksheet.
If the worksheet contains
data, CTRL+A selects
the current region.
Pressing CTRL+A a
second time selects the
entire worksheet.
When the insertion point
is to the right of a function
name in a formula, this
displays the Function
Arguments dialog box.
CTRL+SHIFT+A inserts
the argument names and
parentheses when the
insertion point is to the
right of a function name
in a formula.
CTRL+B Applies or removes
bold formatting.
CTRL+C Copies the selected cells.
CTRL+C followed by
another CTRL+C
displays the Microsoft
Office Clipboard.
CTRL+D Uses the Fill Down
command to copy the
contents and format of the
topmost cell of a selected
range into the cells below.
CTRL+F Displays the Find
dialog box.
SHIFT+F5 also displays
this dialog box, while
SHIFT+F4 repeats the
last Find action.
CTRL+G Displays the Go To
dialog box.
F5 also displays this
dialog box.
CTRL+H Displays the Find and
Replace dialog box.
CTRL+I Applies or removes
italic formatting.
CTRL+K Displays the Insert
Hyperlink dialog box for
new hyperlinks or the
Edit Hyperlink dialog
box for selected existing
hyperlinks.
Other Useful Shortcuts
ARROW KEYS
• Move one cell up, down, left, or right in a worksheet.
• CTRL+ARROW KEY moves to the edge of the current data region in a worksheet.
• SHIFT+ARROW KEY extends the selection of cells by one cell.
• CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell
in the same column or row as the active cell.
• LEFT ARROW or RIGHT ARROW selects the menu to the left or right when a
menu is visible. When a submenu is open, these arrow keys switch between the
main menu and the submenu.
• DOWN ARROW or UP ARROW selects the next or previous command when a
menu or submenu is open.
• In a dialog box, arrow keys move between options in an open drop-down list or
between options in a group of options.
• ALT+DOWN ARROW opens a selected drop-down list.
BACKSPACE
• Deletes one character to the left in the Formula Bar.
• Also clears the content of the active cell.
DELETE
• Removes the cell contents (data and formulas) from selected cells without affecting
cell formats or comments.
• In cell editing mode, it deletes the character to the right of the insertion point.
END
• Moves to the cell in the lower-right corner of the window when SCROLL LOCK
is turned on.
• Also selects the last command on the menu when a menu or submenu is visible.
• CTRL+END moves to the last cell on a worksheet, in the lowest used row of the
rightmost used column.
• CTRL+SHIFT+END extends the selection of cells to the last used cell on the
worksheet (lower-right corner).
ENTER
• Completes a cell entry from the cell or the Formula Bar, and selects the cell below
(by default).
• In a data form, it moves to the first field in the next record.
• Opens a selected menu (press F10 to activate the menu bar) or performs the action
for a selected command.
• In a dialog box, it performs the action for the default command button in the dialog
box (the button with the bold outline, often the OK button).
• ALT+ENTER starts a new line in the same cell.
• CTRL+ENTER fills the selected cell range with the current entry.
• SHIFT+ENTER completes a cell entry and selects the cell above.
Keys
CTRL+F8 performs the Size command (on the Control menu for the workbook
window) when a workbook is not maximized.
ALT+F8 displays the Macro dialog box to run, edit, or delete a macro.
F9 Calculates all worksheets in all open workbooks.
F9 followed by ENTER (or followed by CTRL+SHIFT+ENTER for array formulas)
calculates the selected a portion of a formula and replaces the selected portion
with the calculated value.
SHIFT+F9 calculates the active worksheet.
CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of
whether they have changed since the last calculation.
CTRL+ALT+SHIFT+F9 rechecks dependent formulas and then calculates all cells in
all open workbooks, including cells not marked as needing to be calculated.
CTRL+F9 minimizes a workbook window to an icon.
F10 Selects the menu bar or closes an open menu and submenu at the same time.
SHIFT+F10 displays the shortcut menu for a selected item.
ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than
one smart tag is present, it switches to the next smart tag and displays its menu
or message.
CTRL+F10 maximizes or restores the selected workbook window.
F11 Creates a chart of the data in the current range.
SHIFT+F11 inserts a new worksheet.
ALT+F11 opens the Visual Basic Editor, in which you can create a macro by
using Visual Basic for Applications (VBA).
ALT+SHIFT+F11 opens the Microsoft Script Editor, where you can add text,
edit HTML tags, and modify any script code.
F12 Displays the Save As dialog box.
Using CTRL as a
Function key
CTRL+’ Copies a formula from
the cell above the active
cell into the cell or the
Formula Bar.
CTRL+” Copies the value from
the cell above the active
cell into the cell or the
Formula Bar.
CTRL++ Displays the Insert
dialog box to insert blank
cells.
CTRL+1 Displays the Format
Cells dialog box.
CTRL+2 Applies or removes
bold formatting.
CTRL+3 Applies or removes
italic formatting.
CTRL+4 Applies or
removes underlining.
CTRL+5 Applies or
removes strikethrough.
CTRL+6 Alternates between
hiding objects,
displaying objects, and
displaying placeholders
for objects.
CTRL+7 Displays or hides the
Standard toolbar.
CTRL+8 Displays or hides the
outline symbols.
CTRL+9 Hides the selected rows.
CTRL+0 Hides the
selected columns.
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Using CTRL as a
Function key
CTRL+L Displays the Create List
dialog box.
CTRL+N Creates a new, blank file.
CTRL+O Displays the Open dialog
box to open or find a file.
CTRL+SHIFT+O selects
all cells that contain
comments.
CTRL+P Displays the Print
dialog box.
CTRL+R Uses the Fill Right
command to copy the
contents and format of
the leftmost cell of a
selected range into the
cells to the right.
CTRL+S Saves the active file with
its current file name,
location, and file format.
CTRL+U Applies or
removes underlining.
CTRL+V Inserts the contents of the
Clipboard at the insertion
point and replaces any
selection. Available only
after you cut or copied
an object, text, or
cell contents.
CTRL+W Closes the selected
workbook window.
CTRL+X Cuts the selected cells.
CTRL+Y Repeats the last
command or action, if
possible.
CTRL+Z Uses the Undo command
to reverse the last
command or to delete the
last entry you typed.
CTRL+SHIFT+Z uses the
Undo or Redo command
to reverse or restore the
last automatic correction
when AutoCorrect Smart
Tags are displayed.
Keys
HOME
• Moves to the beginning of a row in a worksheet.
• Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.
• Selects the first command on the menu when a menu or submenu is visible.
• CTRL+HOME moves to the beginning of a worksheet.
• CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.
PAGE DOWN
• Moves one screen down in a worksheet.
• ALT+PAGE DOWN moves one screen to the right in a worksheet.
• CTRL+PAGE DOWN moves to the next sheet in a workbook.
• CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.
PAGE UP
• Moves one screen up in a worksheet.
• ALT+PAGE UP moves one screen to the left in a worksheet.
• CTRL+PAGE UP moves to the previous sheet in a workbook.
• CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.
SPACEBAR
• In a dialog box, performs the action for the selected button, or selects or clears a check box.
• CTRL+SPACEBAR selects an entire column in a worksheet.
• SHIFT+SPACEBAR selects an entire row in a worksheet.
• CTRL+SHIFT+SPACEBAR selects the entire worksheet.
• If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.
Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet.
• When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on
a worksheet.
• ALT+SPACEBAR displays the Control menu for the Excel window.
TAB
• Moves one cell to the right in a worksheet.
• Moves between unlocked cells in a protected worksheet.
• Moves to the next option or option group in a dialog box.
• SHIFT+TAB moves to the previous cell in a worksheet or the previous option
in a dialog box.
• CTRL+TAB switches to the next tab in dialog box.
• CTRL+SHIFT+TAB switches to the previous tab in a dialog box.
Microsoft
Chart Advisor
Chart Advisor is an add-in that provides an alternate approach for creating charts in
Excel 2007. This add-in uses an advanced rules engine to scan your data and, based on
predefined rules, displays charts according to score. Top scoring charts are available for you
to preview, tweak, and insert into your Excel worksheet.
Method:
Pick a data set you want to chart and select a cell in the data. Then click on the Chart
Advisor button in the Insert Menu (highlighted in this picture).
Chart Advisor Overview panel. Notice the chart recommendations in a row at the top and the
ability to see chart scores as tool tips when hovering over the score.
Duplicate Remover for Excel
Handy plug-in to find and remove
duplicates from Excel. You can
select, color, copy, or delete
duplicate data or unique entries
and compare two Excel lists with a
different number of columns.
Duplicates Manager for Excel
Excel add-in to find and delete
duplicates in Excel lists. You can
delete Excel duplicates from any
range, remove duplicate rows from
a table, find duplicates in two Excel
lists, and more.
Fuzzy Duplicate Finder for Excel
Allows you to find and correct
Fuzzy Excel duplicates, typos,
misspelled words, and similar
records in Excel workbooks.
Merge Cell Wizard for Excel
Add-in for merging Excel cells values,
columns, and rows. Places values
from several cells to one cell or joins
several cells, preserving their values.
Text Manager
Helps you work with text in Excel.
You can change case, remove
characters or text (such as excess
spaces), or join (concatenate), text
from several cells to one.
Backup Assistant
Make backup copies of Excel
workbooks before you change them.
You are prompted to back up a file
immediately after it is opened.
Merge Tables for Excel
Handy add-in to look up and copy
matching data from Excel lists. For
example, you can merge matching
rows from an Excel table of product
numbers and prices to the table with
product IDs and descriptions.
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The Data tab
Filtering data
In Microsoft Excel 2007, AutoFilter
is just called Filter.
You are now able to Filter by
Color and Dates. The Filtering
automatically groups the Dates
into Years and Months. You are also
able to Filter by more that one item.
The Column that has been filtered
displays a filter symbol next to the
drop-down arrow .
Clearing All Filters
This allows you to keep the Filter
arrows on but ensures any filters
that have been applied to the
columns, are removed.
Removing Duplicates
When you remove duplicate values,
only the values in the range of cells or
table are affected. Any other values
outside the range of cells or table are
not altered or moved. Ensure that if
you are removing duplicates from a
column within a table, you select the
entire table, as otherwise only those
cells will be removed.
Because you are permanently
deleting data, it’s a good idea to
copy the original range of cells
or table to another worksheet or
workbook before removing
duplicate values.
80. How do you apply a Filter?
• Select any cell within the data list you wish to filter
• From the Data tab, in the Sort Filter group, select Filter
• Drop-down arrows appear on each column heading
• Select the drop-down arrow in the column you want to filter
• Select the Items you want to filter by
• Select OK
81. How do you Clear all Filters?
• From the Data tab, in the Sort Filter group, select Clear
82. How do you remove Duplicates?
• Select the range of cells/table/list that contains the duplicates
• From the Data tab, in the Data Tools group, select Remove Duplicates
• Select the Column/s that contains the duplicates
• Select OK
• You will get a message notifying you of how many duplicates are removed
• Select OK
Download this add-in at: www.officelabs.com
Advanced Find and Replace
Search and replace in all opened Excel workbooks and worksheets. Simultaneous search
in values, formulas, hyperlinks, and comments.
Advanced Excel Select
If you have ever tried to find cells containing conditional formats, formulas, comments, and
so on, you would highly appreciate this add-in.
List Assistant
Is an easy way to rearrange rows in your worksheet. Swap two rows, Insert a row, and more.
Random Number Generator for Excel
This handy add-in generates random numbers in Excel. Just select a range of cells, indicate
the starting and ending values, and get a random sequence—integer or real numbers, dates,
strings, or Booleans.
Random Sampler
If you need to sample a set of data, the Random Sampler add-in will quickly and easily obtain
samples for you.
CSV File Creator
Converts Excel workbooks into CSV file format. You can convert all Excel worksheets,
convert just a single sheet or a specific range of each selected file, and more.
AutoFormat for Pivot Tables for Excel
With AutoFormat you can create, store, and use your own formats for Excel PivotTables.
You can save your own PivotTable format and apply it as a template for your PivotTables
with one click.
Download these add-ins and more Excel add-ins at: www.officeaddins.com
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The Data tab
Splitting columns
There may be times when you
need split one column worth
of information into two or more
columns. Using the Text To Columns
tool means that this split doesn’t
have to be a manual process.
Before:
After:
83. How do you split columns?
• Identify the item that separates the columns (for instance, #)
• Highlight the range of cells you would like to split
• From the Data tab, in the Data Tools group, select Text to Columns
• Select Next
• Enter in the separator symbol (for example, #)
• Select Next
• Select Finish
84. How do you ensure the End Date is greater than the Start
Date in a cell?
• Select the range of cells for which you would like to apply Data Validation
• From the Data tab, in the Data Tools group, select Data Validation
• From the Allow drop-down box, select Date
• From the Data drop-down box, select Greater Than
• From the Start Date box, enter in the cell where the first Start Date appears
• Select OK
• You can now enter in the dates, and if you happen to enter in a date less than the
start date, you will get an error
85. How do you Circle Invalid Data?
• Apply the necessary Data Validation
• From the Data tab, in the Data Tools group, select the drop-down arrow
from Data Validation
• Select Circle Invalid Data
The Data tab
Using Data Validation to ensure
the End Date is greater than
the Start Date
Making sure that the data users enter
into a worksheet conforms to certain
standards is difficult if you have no
way of enforcing the rule. With Data
Validation, you can:
• Provide users with a drop-down
list of choices (so they can’t
input data incorrectly).
• Restrict entries to a specific
type or size.
Example
In the below example, you would
like to ensure that the End Date
is always greater than the Start
Date. To ensure this, you apply Data
Validation to ensure that the Date in
cell B2 must be greater than the Date
in cell A2.
Circling Invalid Data
If you have a set of data and wish to
highlight data that is invalid, you can
use the Circle Invalid Data option.
This is usually used with data that
has already been entered.
This is a two-stage process:
• Apply data validation
• Circle invalid data
If you are planning to protect the
worksheet or workbook, protect it
after you have finished setting up
validation. Make sure you unlock any
validated cells before protecting the
worksheet; otherwise, users won’t be
able to type in the cells.
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The Data Tab
Hide formula on a
protected worksheet
By selecting Hidden in the
Protection dialogue box, you are
able to hide any formula used when
you protect the worksheet.
This is assuming that when you are
protecting your worksheet, you have
allowed for Select Locked Cells.
Before:
After:
Password protection and read-
only access
You would like to password protect
a workbook but still allow people
to open it as read only. Using the
Password To Modify option makes
this happen.
88. How do you Hide Formulae on a protected worksheet?
• Hide the formulae:
• Select the cell(s) that need to have formula hidden
• Right-click on the selected cells
• Select the heading tab Protection
• Select the check box Hidden
• Select OK
• Protect the worksheet:
• Right-click on the desired worksheet tab
• Select Protect Sheet
• Enter in a password if necessary
• Select OK
• Now when selecting the cells with formulae, the formulae will not show in the formula
bar
89. How do you Protect the Workbook and allow Read
Only Access?
• Ensure the workbook that is being password protected is open
• Select Save As
• From the bottom left of the Save As dialog box select Tools, General Options
• From the Save Options dialog box, in the Password to modify box, enter in the
desired password
• The password will appear as stars (****)
• You will be asked to enter in the password twice to verify the password
• Select OK
• Select Save
• The next time the file is opened, you will be asked for a password
• If the user does not have the password, they can select Read Only
86. Is there a quick way to Protect and Unprotect worksheets?
• Right-click on the Sheet tab and select Protect Sheet
• Select the desired options under Allow all users of this worksheet to
• Once you have protected the worksheet, the Protect Sheet icon changes to
Unprotect Sheet
• Select this icon to unprotect the worksheet
87. How do you Unlock Cells?
• Select the cells, columns, or rows that can be edited
• On the Home tab, in the Cells group, select Format
• Note that the Lock Cell icon is highlighted orange, by default, indicating that the cell will
be locked when the worksheet protection is activated
Or
• You can also check the locked status by selecting Format Cells
• Select the heading tab Protection
• If there is NO tick in the Locked box, it means the cell is NOT locked
• Select OK
The Review tab
Protecting worksheets
By protecting your worksheet, you
can prevent users from accidentally
or deliberately changing, moving, or
deleting important information on
the worksheet.
If you deselect Select Locked Cells,
when the worksheet is protected,
the user can only select the cells that
were unlocked.
Being able to edit certain cells
on a protected worksheet
The cells that you unlock are the cells
that can be edited.
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Did you know?
ALT + Click = “Research”
The Research tool is an easy way to
find more information regarding the
contents of a cell.
For example, type in YHOO in cell A1.
Select the cell holding down the ALT
key. This brings up the “Research”
window, which allows you to, among
other things, search the word through
various language dictionaries, check
the current stock price (if a valid stock
code), and more. For stock quotes,
you can even insert the current stock
price into the spreadsheet.
6. Use the completely redesigned charting engine in Microsoft Excel 2007
to communicate your analysis in professional-looking charts.
Build professional-looking charts more quickly with fewer clicks using charting tools in
the Office Fluent user interface. Apply rich visual enhancements to your charts such
as 3-D effects, soft shadowing, and transparency. Create and interact with charts the
same way across all Microsoft Office applications in the same way because the charting
engine is the same in all.
7. Use Microsoft Excel 2007 and Excel Services to help share spreadsheets
more securely with others.
Excel Services, a feature of Microsoft Office SharePoint Server 2007, dynamically
renders a spreadsheet as HTML so others can access the information using a web
browser. Because of the high degree of fidelity with the Microsoft Excel 2007 client,
Excel Services users can navigate, sort, filter, input parameters, and interact with the
information, all within their web browser.
8. Help ensure you and your organization work with the most current
business information.
Prevent the spread of multiple or outdated copies of a spreadsheet throughout
your organization by using Microsoft Excel 2007 and Office SharePoint Server 2007.
Control which users can view and modify spreadsheets on the server using permission-
based access.
9. Reduce the size of spreadsheets and improve damaged file recovery
at the same time.
The new, compressed Microsoft Office Excel XML Format offers a dramatic
reduction in file size, while its architecture offers an improvement in data recovery
for damaged files.
10. Extend your business intelligence investments because Office Excel 2007
provides full support for Microsoft SQL Server®
2005 Analysis Services.
New cube functions in Microsoft Excel 2007 let you build a custom report from an
OLAP database. You can also connect to external sources of data more easily using
the Data Connection Library.
Here are the top ten ways in which Microsoft Excel 2007 can help you create spreadsheets
and analyze, share, and manage information more effectively.
1. Create and work with interactive PivotTable views with ease.
PivotTable views enable you to quickly reorient your data to help you answer multiple
questions. Find the answers you need faster and create and use PivotTable views more
easily by dragging fields where you want them to be displayed.
2. Import, organize, and explore massive data sets within significantly
expanded spreadsheets.
Work with massive amounts of data in Microsoft Excel 2007, which supports
spreadsheets that can be up to one million rows by 16,000 columns. In addition to the
bigger grid, Microsoft Excel 2007 supports multicore processor platforms for faster
calculation of formula-intense spreadsheets
3. “See” important trends and find exceptions in your data.
Apply conditional formatting to your information more easily to discover patterns and
highlight trends in your data. New schemes include color gradients, heat maps, data
bars, and performance indicator icons.
4. Microsoft Excel 2007 features the Microsoft Office Fluent user interface
to help you find powerful tools when you need them.
Find the tools you want when you need them using the results-oriented Office Fluent
user interface in Microsoft Excel 2007. Based on the job you need to accomplish,
whether it’s creating a table or writing a formula, Microsoft Excel 2007 presents the
appropriate commands when you need them.
5. Enjoy improved and powerful support for working with tables.
Create, format, expand, filter, and refer to tables within formulas because Microsoft
Excel 2007 has greatly improved support for tables. When you’re viewing data
contained in a large table, Microsoft Excel 2007 keeps table headings in view while you
scroll.
Did you know?
• Using Excel shortcuts can
increase your overall efficiency
by saving you time, hence
saving you money
• By applying a keyboard
shortcut to a macro, you
can add your keyboard
shortcut combinations.
• There have been a number of
hidden “features” in versions
of Excel over the years. These
features, known as easter
eggs, can be found in types
of software such as computer
games or on DVDs. Various
Excel easter eggs have
included:
- A maze very similar to the
computer game “Doom”
(Excel 95)
- An auto racing game
(Excel 2000)
- A flight simulator (Excel 97)
Top reasons to use Microsoft Excel 2007 Top reasons to use Microsoft Excel 2007
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The View tab
Recording Macros
A shortcut to recording a macro is
located on the status bar on the
bottom of the Microsoft Excel screen.
While you are recording a macro, the
Record Macro button changes to a
Stop Recording button.
Macro names cannot contain
spaces.
Saving workbook with a Macro
You need to ensure that when you
have created a Macro and stored
it in this workbook, you save the
Workbook in a *.xlsm format.
Developer tab
You first need to make sure your
Developer tab is activated in order
to get into Visual Basic.
Macro security levels
When using macros in Microsoft
Excel 2007, ensure that the
appropriate security level, has been
selected. To access the security
levels you need to use the Trust
Center.
90. How do you record a new Macro?
• On the Status bar select the Record Macro button
• From the Macro Name box, enter the desired Name
• From the Store Macro In box, select the desired Option
91. How do you activate the Developer Tab?
• Select Show Developer tab in the Ribbon
92. How do you save a Workbook in *.xlsm format?
• Select Save As
• Select Excel Macro-Enabled Workbook
93. How do you change the Security Levels for Macros?
Select the Excel Options button
• On the left side of the dialogue box, select Trust Center
• On the right side, select the Trust Center Settings button
• On the left side, select Macro Settings
• Select Disable all macros with Notification
• Select OK, OK
94. How do you create a Macro that sorts worksheets
in alphabetical order?
• Select the Office button
• Select Show Developer tab in the Ribbon (if not already on)
• From the Developer tab in the Code group, select Visual Basic
• Select the Module you would like to insert the coding into
• On the right-hand side paste the Visual Basic coding
• From the Menu bar, select File, Close and Return to Microsoft Excel
• Press Alt + F8 to get a list of Macros
• Select SortSheets
• Select Run
95. How do you create a Macro that opens a worksheet
on a specific worksheet?
• Open Microsoft Excel
• Press Alt + F11
• This opens the Visual Basic Editor
• On the far left, under Microsoft Excel Object, select ThisWorkbook
• On the right-hand side, paste the coding in the sidebar
• In the second line of the coding, change Sheet1, to the sheet name (tab)
you wish to land on
• In the third line of the coding, change A1 to the cell you wish to land on
• Save and close the Microsoft Excel workbook
• Ensure you save the Microsoft Excel 2007 workbook as a *.xlsm
• The next time you open the workbook, it will open on the specific worksheet and cell
The View tab
Sorting worksheets in
alphabetical order
With the following Visual Basic
macro, called SortSheets, added to
your workbook, you can order the
worksheets alphabetically quickly
and easily.
Visual Basic Coding:
Sub SortSheets()
Dim sCount As Integer, K As Integer, L
As Integer
Application.ScreenUpdating = False
sCount = Worksheets.Count
If sCount = 1 Then Exit Sub
For K = 1 To sCount - 1
For L = K + 1 To sCount
If Worksheets(L).Name
Worksheets(K).Name Then
Worksheets(L).Move
Before:=Worksheets(K)
End If
Next L
Next K
End Sub
Opening a workbook on a
specific worksheet
The following code allows you to
specify which worksheet, even which
cell, you would like to appear when
the workbook opens.
Private Sub Workbook_Open()
Sheets(“Sheet1”).Select
Range(“a1”).Select
End Sub
Record
Stop Recording
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The View tab
Removing embedded
hyperlinks with Visual Basic
Sometimes a copy and paste of
Internet-based materials can also
bring across embedded hyperlinks.
The following code removes all
hyperlinks from the worksheet.
Sub RemoveHyperlinks()
‘Remove all hyperlinks from the
active sheet
ActiveSheet.Hyperlinks.Delete
End Sub
97. How do you create a Macro that removes embedded
hyperlinks?
• Ensure you are on the worksheet you would like to remove the hyperlinks from
• Press ALT + F11 to open the Visual Basic Editor
• From the Menu bar, select Insert Module
• Copy and paste the coding in the sidebar into the Window on the right
• Press ALT + F8 to view a list of Macros
• Select the Macro, RemoveHyperlinks
• Select Run
96. How do you create a Macro that copies and saves
a worksheet into a new worksheet automatically?
• Ensure you are in Microsoft Excel
• Press ALT + F11 to open the Visual Basic Editor
• If necessary, Insert a Module
• From the VBAProject (Personal.xlsb), select the Module folder
• From the Menu, select Insert, Module
• On the right-hand side, paste the above coding
• Enter in the necessary data into cell A1
• Run the Macro
The View tab
Copy and save a worksheet
into a new file automatically
By using the following code, you
can automatically copy the current
worksheet to a new workbook, then
automatically save the workbook
using the contents of a cell as the
file name.
Note:
• The below Macro is written to take
the data from cell A1 and use it as
the file name
• The below Macro is written to
automatically save the workbook
in C:My Documents
• If you do not have this directory,
the Macro will give an error
Public Sub SaveWorksheet()
ActiveSheet.Copy ‘ Copies active
sheet to a new workbook
ActiveWorkbook.SaveAs “C:My
Documents” Range(“A1”).Value
End Sub
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The View tab
Assigning a Macro to the Quick
Access Toolbar
Once you have recorded a Macro,
you can assign it to the Quick
Access Toolbar. This makes running
the Macro much easier and more
accessible.
There are a number of buttons to
choose from when allocating the
Macro to a button.
99. How do you assign a Macro to the Quick Access Toolbar?
• Right-click over the Quick Access Toolbar
• Select Customize Quick Access Toolbar
• In the Choose commands from drop-down box select Macros
• Select the macro you want to add
• Select Add
• To modify the Macro icon, select it in the right-hand window and then
select Modify
• Select the new icon and rename the macro
• Select OK
98. How do you create a macro that allows you to use group
and outline on protected worksheets?
• Open the desired workbook
• Press Alt + F11 to open the Visual Basic Editor window
• On the left you should see your Project (with your file name for example
VBAProjectReport)
• Right-click on the Project and select Insert, Module
• A folder called modules should appear with a Module underneath
• Select the Module 1 and on the right-hand side, paste the below coding
• Remember to change the worksheet name and password
• Close the Microsoft Visual Basic window (File, Close and Return to Microsoft
Excel)
• Close the workbook and reopen
• You should be asked to Enable Macros
• Your workbook should still be protected, but you should be able to use
your grouping
The View tab
Using Group and Outline
on protected worksheets
The Group and Outline tool is
a fantastic utility; however, you
cannot, by default, apply grouping to
protected worksheets. The following
code helps you get around this.
Note: If you would like to apply the
Visual Basic coding, simply copy the
coding highlighted in blue and adjust
the worksheet name.
You are going to add some simple
VISUAL BASIC coding into the
workbook. This code has the
password “hi” built in, so it is
automatically protected. You can
change the password in the below
script if you wish. When the user
opens the workbook, he will need
to select, “Enable Macros.”
For this example the workbook
name is Report, and the worksheet
name is January.
Option Explicit
Sub auto_open()
With Worksheets(“January”)
.Protect Password:=”hi”,
userinterfaceonly:=True
.EnableOutlining = True
‘.EnableAutoFilter = True
End With
End Sub
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100. How do you link a Microsoft Excel worksheet to
Microsoft PowerPoint?
• In Microsoft Excel, select the desired cell/cells
• Right-click on the selected cell/cells
• Select Copy
• In Microsoft PowerPoint, create a new slide
• In Microsoft PowerPoint 2007:
• From the Home tab, in the Clipboard group, select the drop-down arrow
under Paste
• Select Paste Special
• Select Paste Link
• In the As box, select Microsoft Office Excel 2003 Worksheet Object
• Select OK
• You can resize the object as desired
Although the title of this book indicates only 100 tips and tricks, at Sage we always like to
exceed expectations, so we threw in tip 101 below for good measure as well. We hope
you have benefited from these tips and you have become more efficient in using Excel
2007.
101. How do you link a Microsoft Excel worksheet
to Microsoft Word?
• From Microsoft Excel, select the range to be copied to Microsoft Word
• Right-click on the selected range, select Copy
• Open the desired document in Microsoft Word
• Right-click on the desired area, select Paste
• From the bottom right of the Pasted object, select the Clipboard icon
• Select Keep Source Formatting and Link to Excel
• If you now make changes to the Microsoft Excel worksheet, the object in
Microsoft Word updates
Using programs outside of
Microsoft Excel
PowerPoint to Microsoft Excel
A Microsoft PowerPoint
presentation can be linked to a
Microsoft Excel worksheet by using
the Paste Link option.
You don’t need to have both
Microsoft PowerPoint and Microsoft
Excel open for it to update. If you
make changes to the Microsoft
Excel workbook, when you open
PowerPoint, you will be asked to
Update Links.
Copying Microsoft Excel data
to Microsoft Word
You may find at times when working
in Microsoft Word you need to refer
to a part of a worksheet in Microsoft
Excel. It is possible to simply copy
and paste between the two programs,
but even more interesting is that you
can ensure there is a link back to the
Microsoft Excel worksheet in the case
of any changes.
Glossary
A
activate
To make a chart sheet or worksheet the
active, or selected, sheet. The sheet that
you activate determines which tabs are
displayed. To activate a sheet, click the
tab for the sheet in the workbook.
active cell
The selected cell in which data is entered
when you begin typing. Only one cell is
active at a time. The active cell is bounded
by a heavy border.
active sheet
The sheet that you’re working on in a
workbook. The name on the tab of the
active sheet is bold.
address
The path to an object, document, file,
page, or other destination. An address
can be a URL (web address) or a UNC
path (network address), and can include
a specific location within a file, such as a
Word bookmark or an Excel cell range.
alternate startup folder
A folder in addition to the XLStart folder
that contains workbooks or other files
that you want to be opened automatically
when you start Excel and templates that
you want to be available when you create
new workbooks.
argument
The values that a function uses to perform
operations or calculations. The type of
argument a function uses is specific to
the function. Common arguments that are
used within functions include numbers,
text, cell references, and names.
array
Used to build single formulas that produce
multiple results or that operate on a group
of arguments that are arranged in rows
and columns. An array range shares a
common formula; an array constant is a
group of constants used as an argument.
array formula
A formula that performs multiple
calculations on one or more sets
of values and then returns either a
single result or multiple results. Array
formulas are enclosed between
braces { } and are entered by pressing
CTRL+SHIFT+ENTER.
associated PivotTable report
The PivotTable report that supplies the
source data to the PivotChart report. It is
created automatically when you create a
new PivotChart report. When you change
the layout of either report, the other also
changes.
autoformat
A built-in collection of cell formats (such
as font size, patterns, and alignment) that
you can apply to a range of data. Excel
determines the levels of summary and
detail in the selected range and applies
the formats accordingly.
axis
A line bordering the chart plot area used
as a frame of reference for measurement.
The y-axis is usually the vertical axis and
contains data. The x-axis is usually the
horizontal axis and contains categories.
B
border
A decorative line that can be applied
to worksheet cells or objects, such as
charts, pictures, or text boxes. Borders
distinguish, emphasize, or group items.
C
calculated column
In an Excel table, a calculated column
uses a single formula that adjusts for each
row. It automatically expands to include
additional rows so that the formula is
immediately extended to those rows.
calculated field (database)
A field in the result set of a query that
displays the result of an expression rather
than data from a database.
calculated field (PivotTable report)
A field in a PivotTable report or PivotChart
report that uses a formula you create.
Calculated fields can perform calculations
by using the contents of other fields in the
PivotTable report or PivotChart report.
calculated item
An item within a PivotTable field or
PivotChart field that uses a formula you
create. Calculated items can perform
calculations by using the contents of
other items within the same field of the
PivotTable report or PivotChart report.
category axis
A chart axis that represents the category
for each data point. It displays arbitrary
text values like Qtr1, Qtr2, and Qtr3; it
cannot display scaled numerical values.
category field
A field that’s displayed in the category
area of the PivotChart report. Items in a
category field appear as the labels on the
category axis.
cell
A box formed by the intersection of a row
and column in a worksheet or a table, in
which you enter information.
cell reference
The set of coordinates that a cell occupies
on a worksheet. For example, the
reference of the cell that appears at the
intersection of column B and row 3 is B3.
chart area
The entire chart and all its elements.
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destination area
The range of cells that you select to hold
the summarized data in a consolidation.
The destination area can be on the same
worksheet as the source data or on a
different worksheet. A worksheet can
contain only one consolidation.
drop-down list box
A control on a menu, toolbar, or dialog
box that displays a list of options when
you click the small arrow next to the
list box.
E
embedded chart
A chart that is placed on a worksheet
rather than on a separate chart sheet.
Embedded charts are beneficial when
you want to view or print a chart or a
PivotChart report with its source data or
other information in a worksheet.
excel add-in
Components that can be installed
on your computer to add commands
and functions to Excel. These add-in
programs are specific to Excel. Other
add-in programs that are available for
Excel or Office are Component Object
Model (COM) add-ins.
excel table
Formerly known as an Excel list, you can
create, format, and expand an Excel table
to organize the data on your worksheet.
expression
A combination of operators, field names,
functions, literals, and constants that
evaluates to a single value. Expressions
can specify criteria (such as Order
Amount10000) or perform calculations
on field values (such as Price*Quantity).
external data
Data that is stored in a database, such
as Access, dBASE, or SQL Server, that
is separate from Query and the program
from which you started Query.
external data range
A range of data that is brought into a
worksheet but that originates outside of
Excel, such as in a database or text file. In
Excel, you can format the data or use it in
calculations as you would any other data.
F
field (database)
A category of information, such as last
name or order amount, that is stored in a
table. When Query displays a result set in
its Data pane, a field is represented as a
column.
field (PivotTable report)
In a PivotTable or PivotChart report, a
category of data that’s derived from a
field in the source data. PivotTable reports
have row, column, page, and data fields.
PivotChart reports have series, category,
page, and data fields.
fill handle
The small black square in the lower right
corner of the selection. When you point
to the fill handle, the pointer changes to a
black cross.
filter
To display only the rows in a list that
satisfy the conditions you specify. You use
the AutoFilter command to display rows
that match one or more specific values,
calculated values, or conditions.
font
A graphic design applied to all numerals,
symbols, and alphabetic characters. Also
called type or typeface. Arial and Courier
New are examples of fonts. Fonts usually
come in different sizes, such as 10 point,
and various styles, such as bold.
formula
A sequence of values, cell references,
names, functions, or operators in a cell
that together produce a new value. A
formula always begins with an equal
sign (=).
formula bar
A bar at the top of the Excel window that
you use to enter or edit values or formulas
in cells or charts. Displays the constant
value or formula stored in the active cell.
formula Palette
A tool that helps you create or edit a
formula and also provides information
about functions and their arguments.
function (Office Excel)
A prewritten formula that takes a value
or values, performs an operation, and
returns a value or values. Use functions
to simplify and shorten formulas on a
worksheet, especially those that perform
lengthy or complex calculations.
G
grid
A set of intersecting lines used to align
objects.
gridlines in charts
Lines you can add to a chart that make it
easier to view and evaluate data. Gridlines
extend from the tick marks on an axis
across the plot area.
group
In an outline or PivotTable report, one
or more detail rows or columns that are
adjacent and subordinate to a summary
row or column.
I
index
A database component that speeds up
searching for data. When a table has an
index, data in the table can be found by
looking it up in the index.
chart sheet
A sheet in a workbook that contains only
a chart. A chart sheet is beneficial when
you want to view a chart or a PivotChart
report separately from worksheet data or
a PivotTable report.
column field
A field that’s assigned a column
orientation in a PivotTable report. Items
associated with a column field are
displayed as column labels.
column heading
The shaded area at the top of each Data
pane column that contains the field name.
column heading
The lettered or numbered gray area at
the top of each column. Click the column
heading to select an entire column. To
increase or decrease the width of a
column, drag the line to the right of the
column heading.
comparison operator
A sign that is used in comparison criteria
to compare two values. The six standards
are = Equal to, Greater than, Less
than, = Greater than or equal to, = Less
than or equal to, and Not equal to.
conditional format
A format, such as cell shading or font
color, that Excel automatically applies to
cells if a specified condition is true.
constant
A value that is not calculated. For example,
the number 210 and the text “Quarterly
Earnings” are constants. An expression, or
a value resulting from an expression, is not
a constant.
copy area
The cells that you copy when you want
to paste data into another location. After
you copy cells, a moving border appears
around them to indicate that they’ve
been copied.
criteria
Conditions you specify to limit which
records are included in the result set of a
query. For example, the following criterion
selects records for which the value for the
Order Amount field is greater than 30,000:
Order Amount 30000.
criteria pane
The area of the window that displays the
criteria used to limit the records included
in the result set of your query.
current region
The block of filled-in cells that includes the
currently selected cell or cells. The region
extends in all directions to the first empty
row or column.
custom calculation
A method of summarizing values in
the data area of a PivotTable report by
using the values in other cells in the data
area. Use the Show data as list on the
PivotTable Field dialog for a data field to
create custom calculations.
D
data region
A range of cells that contains data and that
is bounded by empty cells or datasheet
borders.
data series
Related data points that are plotted in a
chart and originate from datasheet rows
or columns. Each data series in a chart
has a unique color or pattern. You can
plot one or more data series in a chart.
Pie charts have only one data series.
data source
A stored set of “source” information used
to connect to a database. A data source
can include the name and location of
the database server, the name of the
database driver, and information that the
database needs when you log on.
data source driver
A program file used to connect to a specific
database. Each database program or
management system requires a different
driver.
data table
A range of cells that shows the results
of substituting different values in one or
more formulas. There are two types of
data tables: one-input tables and two-
input tables.
data validation
An Excel feature that you can use to
define restrictions on what data can or
should be entered in a cell and to display
messages that prompt users for correct
entries and notify users about incorrect
entries.
database
A collection of data related to a particular
subject or purpose. Within a database,
information about a particular entity, such
as an employee or order, is categorized
into tables, records, and fields.
default startup workbook
The new, unsaved workbook that’s
displayed when you start Excel. The default
startup workbook is displayed only if you
haven’t included other workbooks in the
XLStart folder.
default workbook template
The Book.xlt template that you create
to change the default format of new
workbooks. Excel uses the template to
create a blank workbook when you start
Excel or create a new workbook without
specifying a template.
dependents
Cells that contain formulas that refer
to other cells. For example, if cell D10
contains the formula =B5, cell D10 is a
dependent of cell B5.
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passwords don’t mix these elements.
Strong password: Y6dh!et5. Weak
password: House27. Use a strong
password that you can remember so that
you don’t have to write it down.
paste area
The target destination for data that’s
been cut or copied by using the Office
Clipboard.
pivot area
The worksheet area into which you drag
PivotTable or PivotChart fields to change
the layout of the report. On a new report,
dashed blue outlines indicate the pivot
area on the worksheet.
PivotChart category field
A field that is assigned a category
orientation in a PivotChart report. In a
chart, categories usually appear on the
x-axis, or horizontal axis, of the chart.
PivotChart report
A chart that provides interactive analysis
of data, like a PivotTable report. You can
change views of data, see different levels
of detail, or reorganize the chart layout by
dragging fields and by showing or hiding
items in fields.
PivotChart series field
A field that is assigned a series orientation
in a PivotChart report. In a chart, series
are represented in the legend.
PivotTable data
In a PivotTable report, the summarized
data that’s calculated from the data fields
of a source list or table.
PivotTable grand totals
Total values for all cells in a row or all
cells in a column of a PivotTable report.
Values in a grand total row or column are
calculated by using the same summary
function used in the data area of the
PivotTable report.
PivotTable list
A Microsoft Office Web Component that
allows you to create a structure similar
to an Excel PivotTable report. Users can
view the PivotTable list in a web browser
and change its layout in a manner similar
to an Excel PivotTable report.
PivotTable report
An interactive, cross-tabulated Excel
report that summarizes and analyzes
data, such as database records, from
various sources, including ones that are
external to Excel.
PivotTable report
An interactive, cross-tabulated Excel
report that summarizes and analyzes
data, such as database records, from
various sources including ones external
to Excel.
PivotTable subtotal
A row or column that uses a summary
function to display the total of detail items
in a PivotTable field.
plot area
In a 2-D chart, the area bounded by the
axes, including all data series. In a 3-D
chart, the area bounded by the axes,
including the data series, category names,
tick-mark labels, and axis titles.
precedents
Cells that are referred to by a formula
in another cell. For example, if cell D10
contains the formula =B5, cell B5 is a
precedent to cell D10.
print area
One or more ranges of cells that you
designate to print when you don’t want to
print the entire worksheet. If a worksheet
includes a print area, only the print area is
printed.
print titles
Row or column labels that are printed at
the top of or on the left side of every page
on a printed worksheet.
protect
To make settings for a worksheet or
workbook that prevent users from
viewing or gaining access to the specified
worksheet or workbook elements.
report filter
A field that’s used to filter a subset of data
in a PivotTable or PivotChart report into
one page for further layout and analysis.
You can either display a summary of all
items in a report filter, or display one item
at a time, which filters out the data for all
other items.
R
range
Two or more cells on a sheet. The cells in
a range can be adjacent or nonadjacent.
read-only
A setting that allows a file to be read or
copied but not changed or saved.
refresh (external data range)
To update data from an external data
source. Each time you refresh data,
you see the most recent version of the
information in the database, including any
changes that were made to the data.
refresh (PivotTable report)
To update the contents of a PivotTable or
PivotChart report to reflect changes to
the underlying source data. If the report
is based on external data, refreshing runs
the underlying query to retrieve new or
changed data.
relative reference
In a formula, the address of a cell based
on the relative position of the cell that
contains the formula and the cell referred
to. If you copy the formula, the reference
automatically adjusts. A relative reference
takes the form A1.
input cell
The cell in which each input value from
a data table is substituted. Any cell on a
worksheet can be the input cell. Although
the input cell does not need to be part of
the data table, the formulas in data tables
must refer to the input cell.
insert row
In an Excel table, a special row that
facilitates data entry. The Insert row is
indicated by an asterisk.
internet Explorer
A web browser that interprets HTML
files, formats them into web pages,
and displays them to the user. You can
download Internet Explorer from the
Microsoft website at:
http://www.microsoft.com
item
A subcategory of a field in PivotTable
and PivotChart reports. For instance, the
field “Month” could have items such as
“January,” “February,” and so on.
J
justify
To adjust horizontal spacing so that text is
aligned evenly along both the left and right
margins. Justifying text creates a smooth
edge on both sides.
L
legend
A box that identifies the patterns or colors
that are assigned to the data series or
categories in a chart.
legend keys
Symbols in legends that show the
patterns and colors assigned to the data
series (or categories) in a chart. Legend
keys appear to the left of legend entries.
Formatting a legend key also formats the
data marker that’s associated with it.
M
merged cell
A single cell that is created by combining
two or more selected cells. The cell
reference for a merged cell is the upper-left
cell in the original selected range.
moving border
An animated border that appears around
a worksheet range that has been cut or
copied. To cancel a moving border,
press ESC.
N
name
A word or string of characters that
represents a cell, range of cells,
formula, or constant value. Use easy-to-
understand names, such as Products, to
refer to hard-to-understand ranges, such
as Sales!C20:C30.
name box
Box at left end of the formula bar that
identifies the selected cell, chart item, or
drawing object. To name a cell or range,
type the name in the Name box and press
ENTER. To move to and select a named
cell, click its name in the Name box.
nonadjacent selection
A selection of two or more cells or ranges
that don’t touch each other. When plotting
nonadjacent selections in a chart, make
sure that the combined selections form a
rectangular shape.
O
operator
A sign or symbol that specifies the
type of calculation to perform within an
expression. There are mathematical,
comparison, logical, and reference
operators.
outline
Worksheet data in which rows or columns
of detail data are grouped so that you can
create summary reports. The outline can
summarize either an entire worksheet or a
selected portion of it.
outline symbols
Symbols that you use to change the view
of an outlined worksheet. You can show
or hide detailed data by pressing the plus
sign, minus sign, and the numbers 1, 2, 3,
or 4, indicating the outline level.
P
page break
Divider that breaks a worksheet into
separate pages for printing. Excel inserts
automatic page breaks based on the
paper size, margin settings, scaling
options, and the positions of any manual
page breaks that you insert.
page break preview
Worksheet view that displays the areas
to be printed and the locations of page
breaks. The area to be printed is displayed
in white, automatic page breaks appear
as dashed lines, and manual page breaks
appear as solid lines.
parameter
In Excel, you can add, change, or remove
parameters to specify cells that are editable
in the viewable worksheet data of Excel
Services. When you save the workbook,
the changes are automatically reflected on
the server.
password
A way to protect your worksheet or
workbook. When you protect worksheet
or workbook elements with a password,
it is very important that you remember
that password. Without it, there is no way
to unprotect the workbook or worksheet.
You should always use strong passwords
that combine uppercase and lowercase
letters, numbers, and symbols. Weak
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report template
An Excel template (.xlt file) that includes
one or more queries or PivotTable reports
that are based on external data. When
you save a report template, Excel saves
the query definition but doesn’t store the
queried data in the template.
row heading
The numbered gray area to the left of
each row. Click the row heading to select
an entire row. To increase or decrease the
height of a row, drag the line below the
row heading.
row label
A field that’s assigned a row orientation in
a PivotTable report.
S
scenario
A named set of input values that you can
substitute in a worksheet model.
scroll lock
With scroll lock turned on, the arrow keys
scroll the active sheet rather than make
a different cell active. To turn scroll lock off
or on, press the SCROLL LOCK key.
select
To highlight a cell or range of cells on
a worksheet. The selected cells will be
affected by the next command or action.
select All button
The gray rectangle in the upper-left corner
of a datasheet where the row and column
headings meet. Click this button to select
all cells on a datasheet.
series axis
A chart axis that represents the depth
dimension in a true 3-D chart. It displays
the series names as arbitrary text values;
it cannot display scaled numerical values.
series field
A field that’s displayed in the series area
of a PivotChart report. Items in a series
field are listed in the legend and provide
the names of the individual data series.
series lines
In 2-D stacked bar and column charts,
lines that connect the data markers in
each data series that are used to
emphasize the difference in measurement
between each series.
sort order
A way to arrange data based on
value or data type. You can sort data
alphabetically, numerically, or by date.
Sort orders use an ascending (1 to 9, A
to Z) or descending (9 to 1, Z to A) order.
source data
The list or table that’s used to create a
PivotTable or PivotChart report. Source
data can be taken from an Excel table or
range, an external database or cube, or
another PivotTable report.
summary data
For automatic subtotals and worksheet
outlines, all rows or columns that
summarize detail data. Summary data
usually is adjacent to and below the
detail data.
summary function
A type of calculation that combines source
data in a PivotTable report or a consolidation
table, or when you are inserting automatic
subtotals in a list or database. Examples of
summary functions include Sum, Count,
and Average.
T
template
A workbook that you create and use as
the basis for other similar workbooks.
You can create templates for workbooks
and worksheets. The default template for
workbooks is called Book.xlt. The default
template for worksheets is called Sheet.
xlt.
text box
A rectangular object on a worksheet or
chart, in which you can type text.
tick marks and tick-mark labels
Tick marks are small lines of
measurement, similar to divisions on a
ruler, that intersect an axis. Tickmark
labels identify the categories, values, or
series in the chart.
titles in charts
Descriptive text that is automatically
aligned to an axis or centered at the top
of a chart.
total row
A special row in an Excel table that
provides a selection of aggregate
functions useful for working with
numerical data.
V
values area
The part of a PivotTable report that
contains summary data. Values in
each cell of the values area represent a
summary of data from the source records
or rows.
value axis
A chart axis that displays scaled
numerical values.
value field
A field from a source list, table, or
database that contains data that is
summarized in a PivotTable report or
PivotChart report. A value field usually
contains numeric data, such as statistics
or sales amounts.
view
A set of display and print settings that
you can name and apply to a workbook.
You can create more than one view of the
same workbook without saving separate
copies of the workbook.
W
web query
A query that retrieves data stored on your
intranet or the Internet.
workbook
A spreadsheet program file that you
create in Excel. A workbook contains
worksheets of rows and columns in which
you can enter and calculate data.
worksheet
The primary document that you use
in Excel to store and work with data.
Also called a spreadsheet. A worksheet
consists of cells that are organized into
columns and rows; a worksheet is always
stored in a workbook.
workspace file
A file that saves display information about
open workbooks, so that you can later
resume work with the same window sizes,
print areas, screen magnification, and
display settings. A workspace file doesn’t
contain the workbooks themselves.
world wide web
A system for navigating the Internet or
through a collection of workbooks and
other Office documents connected by
hyperlinks and located on a network
share, a company intranet or the Internet.
When you use a web browser, the web
appears as a collection of text, pictures,
sounds, and digital movies.
wrap
In text, to break a line of text automatically
on reaching a margin or object and
continue the text on a new line.
X
XML
Extensible Markup Language (XML): A
condensed form of Standard Generalized
Markup Language (SGML) that enables
developers to create customized tags
that offer flexibility in organizing and
presenting information.
3
3-D reference
A reference to a range that spans two or
more worksheets in a workbook.
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