MICROSOFT EXCEL 2000 LEVEL 3

Transcription

1 MICROSOFT EXCEL 2000 LEVEL 3 WWP Training Limited Page 1

2 STUDENT EDITION LESSON 1 - USING LOGICAL, LOOKUP AND ROUND FUNCTIONS... 7 Using the IF Function... 8 Using Nested IF Functions Using an AND Condition with IF Using an OR Condition with IF Using the ISERROR Function Using Lookup Functions Using the VLOOKUP Function Using the HLOOKUP Function Using the ROUND Function Limiting the Precision of Numbers Exercise Using Advanced Functions LESSON 2 - USING AUDITING TOOLS Displaying the Auditing Toolbar Displaying/Removing Dependent Arrows Displaying/Removing Precedent Arrows Removing Tracer Arrows Tracing Cells Causing Errors Exercise Using Auditing Tools LESSON 3 - WORKING WITH ADVANCED FILTERS Creating a Criteria Range Using a Criteria Range Showing All Records Using Comparison Criteria Using an Advanced And Condition Using an Advanced Or Condition Extracting Filtered Records Using Database Functions Exercise Page 2 WWP Training Limited

3 Working with Advanced Filters LESSON 4 - WORKING WITH OUTLINES Applying an Outline Expanding/Collapsing an Outline Modifying Outline Settings Clearing an Outline Using Auto Outline Exercise Working with Outlines LESSON 5 - CONSOLIDATING WORKSHEETS Consolidating Worksheets Consolidating by Position Consolidating by Category Exercise Consolidating Worksheets LESSON 6 - USING DATA VALIDATION AND SUBTOTALS Using Data Validation Validating Data using a List Creating a Custom Error Message Removing Data Validation Creating Subtotals in a List Removing Subtotals from a List Exercise Using Data Validation and Sub Totals LESSON 7 - USING CONDITIONAL AND CUSTOM FORMATS Applying Conditional Formats Changing a Conditional Format Adding a Conditional Format Deleting a Conditional Format Creating a Custom Format Exercise Using Conditional and Custom Formats LESSON 8 - WORKING WITH COMMENTS WWP Training Limited Page 3

4 Creating Comments Viewing a Comment Using the Reviewing Toolbar Printing Comments Exercise Working with Comments LESSON 9 - USING WORKSHEET PROTECTION Unlocking Cells in a Worksheet Protecting a Worksheet Unprotecting a Worksheet Protecting Workbook Windows Unprotecting Workbook Windows Assigning a Password Opening a Protected File Removing a Password Setting Manual Calculation Setting Automatic Calculation Exercise Using Worksheet Protection LESSON 10 - CREATING/REVISING PIVOT TABLES Creating a PivotTable Report Adding PivotTable Report Fields Selecting a Page Field Item Refreshing a PivotTable Report Changing the Summary Function Adding New Fields to a PivotTable Report Moving PivotTable Report Fields Hiding and Unhiding Items Deleting PivotTable Report Fields Creating a Page Field Report Formatting a PivotTable Report Creating a PivotChart Report Exercise Creating/Revising PivotTables Page 4 WWP Training Limited

5 APPENDICES APPENDIX I - WORKING WITH VIEWS Using Views Creating a Normal View Creating a Custom View Displaying a View Deleting a View Exercise Working with Views APPENDIX II - USING THE REPORT MANAGER Working with the Report Manager Using Sheets in a Report Printing a Report Reordering Sections in a Report Exercise Using the Report Manager INDEX WWP Training Limited Page 5

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7 LESSON 1 - USING LOGICAL, LOOKUP AND ROUND FUNCTIONS In this lesson, you will learn how to: Use the IF function Use nested IF functions Use the ISERROR function Use an AND condition with IF Use an OR condition with IF Use lookup functions Use the VLOOKUP function Use the HLOOKUP function Use the ROUND function Limit the precision of numbers

8 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 USING THE IF FUNCTION Discussion Logical functions make decisions based on criteria. If the criteria evaluates to true, one action is taken; and, if the criteria evaluates to false, a different action is taken. This decision-making capability of logical functions can be applied to many different situations. You can use a logical function to decide if a customer receives a discount for goods ordered. If a ordered value is greater than a set figure, the customer receives a discount. If a ordered value is less than a set figure, the customer does not receive a discount. The IF function returns one value if a condition is true and another value if a condition is false. In the example above, if the value of the goods shipped is greater than a set figure, a true value would be returned. If the shipped value is less than the set figure, a false value would be returned. You can also use the IF function to display text as a result of a logical test, but you must enclose the text in the formula in quotation marks. The syntax of an IF function is: =IF(logical test,value if true,value if false) The components of the formula are described in the following table: Component logical test value if true value if false Description The test condition. It can contain cell references, text in quotes, cell names, and numbers. The items are compared using the following comparison operators: = equal to <> not equal to > greater than >= greater than or equal to < less than <= less than or equal to The result produced if the logical test is true. It can be a number, formula, cell reference, cell name, text in quotes, or another function. The result produced if the logical test is false. It can be a number, formula, cell reference, cell name, text in quotes, or another function. Page 8 WWP Training Limited

9 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions Some examples of the IF function are listed in the following table: IF Function =IF(B7>10,C7*.1,0) =IF(B7<=10,C7*.1,D7*.1) =IF(B7<>10,"GOOD","") =IF(B7="BONUS",C7+1000,C7) Result If the number in cell B7 is greater than 10, multiply the number in cell C7 by.1. Otherwise, return the number 0. If the number in cell B7 is less than or equal to 10, multiply the number in cell C7 by.1. Otherwise, multiply the number in cell D7 by.1. If the number in cell B7 is not equal to 10, enter the text GOOD in the current cell. If the number in cell B7 is equal to 10, display a blank cell. If cell B7 contains the text BONUS, add 1000 to the number in cell C7. If cell B7 does not contain the text BONUS, use the number in cell C7. Using the IF function WWP Training Limited Page 9

10 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 Procedures 1. Select the cell where you want the result of the IF function to appear. 2. Type =if. 3. Type an open parenthesis ( ( ). 4. Type the logical test. 5. Type a comma (, ) to separate the arguments. 6. Type the action to be taken if the logical test is true. 7. Type a comma (, ) to separate the arguments. 8. Type the action to take if the logical test is false. 9. Type a closing parentheses ( ) ). 10. Press [Enter]. USING NESTED IF FUNCTIONS Discussion You can use an IF function within another IF function to create a nested IF function. A nested IF function allows you to test for a second condition if the first condition is found false. For example, an IF function could test whether or not a number is equal to 1. If false, another IF function within the first could test whether or not the number is equal to 2. The syntax of a nested IF function is: =IF(logical test,value if true,if(logical test,value if true,value if false)) You can create up to seven nested IF functions within an IF function. Page 10 WWP Training Limited

11 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions Using nested IF functions You must close all parentheses in a nested IF function. That is, the number of open parentheses must equal the number of closed parentheses. Procedures 1. Select the cell where you want the result of the nested IF function to appear. 2. Type =if. 3. Type an open parenthesis ( ( ). 4. Type the first logical test. 5. Type a comma (, ) to separate the argument. 6. Type the action to take if the first logical test is true. 7. Type a comma (, ) to separate the argument. 8. Type if. 9. Type an open parenthesis ( ( ). 10. Type the logical test for the second IF function. 11. Type a comma (, ) to separate the argument. WWP Training Limited Page 11

12 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level Type the action to take if the logical test for the second IF function is true. 13. Type a comma (, ) to separate the argument. 14. Type the action to take if the second logical test is false. 15. Type two closing parentheses ( )) ). 16. Press [Enter]. USING AN AND CONDITION WITH IF Discussion You can use AND conditions to test multiple criteria in IF functions. For example, you may want to give a salesperson a 500 bonus if he or she produces 10,000 in sales and has at least five years experience. This example is an AND condition. When used in an IF function, an AND condition returns a TRUE value if both arguments are true and a FALSE value if either argument is false. The syntax of an AND condition is: =IF(AND(logical test1,logical test2),value if true,value if false) Using an AND condition in an IF function Page 12 WWP Training Limited

13 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions Procedures 1. Select the cell where you want the result of the IF function to appear. 2. Type =if. 3. Type an open parenthesis ( ( ). 4. Type the AND condition. 5. Type a comma (, ) to separate the arguments. 6. Type the action you want to take if both conditions are true. 7. Type a comma (, ) to separate the arguments. 8. Type the action you want to take if either condition is false. 9. Type a closing parenthesis ( ) ). 10. Press [Enter]. USING AN OR CONDITION WITH IF Discussion You can use OR conditions to test multiple criteria in IF functions. For example, you may want to give a salesperson a 500 bonus if he or she produces 10,000 in sales, or if he or she has at least five years experience. This example represents an OR condition. When used in an IF function, the OR condition returns a TRUE value if either argument is true and a FALSE value if both arguments are false. The syntax of an OR condition is: =IF(OR(logical test1,logical test2),value if true,value if false) WWP Training Limited Page 13

14 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 Using an OR condition in an IF function Procedures 1. Select the cell where you want the result of the IF function to appear. 2. Type =if. 3. Type an open parenthesis ( ( ). 4. Type the OR condition. 5. Type a comma (, ) to separate the arguments. 6. Type the action you want to take if one of the conditions is true. 7. Type a comma (, ) to separate the arguments. 8. Type the action you want to take if both the conditions are false. 9. Type a closing parenthesis ( ) ). 10. Press [Enter]. Page 14 WWP Training Limited

15 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions USING THE ISERROR FUNCTION Discussion Depending upon the circumstances, a formula or function may return an error message in the cell instead of performing the calculation. For instance, a function that averaged a range would display a #DIV/0! error message if the range contained no data. The ISERROR function is commonly used in IF functions for handling errors in formulas. The ISERROR function tests whether the formula in a cell displays an error message. It returns a logical TRUE if there is an error message or a logical FALSE if there is not an error message. The function returns a logical TRUE if any of the error values #N/A, #VALUE, #REF, #DIV/0!, #NUM, #NAME?, or #NULL appear in the cell. The ISERR function is similar to the ISERROR function, except that it does not respond to the error value #N/A. The syntax of these functions is as follows, where (value) is a cell reference or range name: ISERROR(value) and ISERR(value) Using the ISERROR function in an IF function WWP Training Limited Page 15

16 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 If you are unsure of the contents of the cells on which the calculations are being made, you can use the ISERROR function because it provides a result regardless of the error condition. Procedures 1. Select the cell where you want the result of the ISERROR function to appear. 2. Type =if. 3. Type an open parenthesis ( ( ). 4. Type the ISERROR function as the logical test. 5. Type a comma (, ) to separate the arguments. 6. Type the action to take if the IF function is true. 7. Type a comma (, ) to separate the arguments. 8. Type the action to take if the IF function is false. 9. Type the closing parenthesis ( ) ). 10. Press [Enter]. USING LOOKUP FUNCTIONS Discussion Lookup functions look up values in a table and return a result based on those values. For example, you may want to look up the amount of a health insurance deduction based on an employee s salary and type of coverage. A lookup function looks up the salary and the type of coverage in a table on the worksheet and then returns the amount of the deduction based on the information in the table. Before you can use a lookup function, you must create the table of reference data in the worksheet. This table consists of a column or row of values called the compare values. The compare values must be sorted in ascending order. The rest of the table contains the corresponding data for each compare value. There are two lookup functions: vertical and horizontal. The VLOOKUP function expects the first value to be in the first column. The HLOOKUP function expects the first value to be in the first row. The functions second value is the range to which the function cross-refers. The third value of the function determines the number of Page 16 WWP Training Limited

17 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions columns or rows counted over from the first column or row. An optional fourth value can be entered. If False is entered then the LOOKUP will only return an exact match. If this is omitted or True is entered then the function will find the nearest lowest match. USING THE VLOOKUP FUNCTION Discussion The VLOOKUP function has three arguments that appear in the following order: lookup value, table array, and column index number. The lookup value is the value you are looking up in the first column of the table. It can be a value, a text string, or a cell reference. The table array is the range address of the table of information. The column index number is the number of columns Excel counts over to the right from the first column in the table. For example, you may want to look up prices for a particular part in a parts table that contains three columns. The parts descriptions are in column one and the parts prices are in column three. You would enter a column index value of 3, which tells Excel to search in the third column of the table for the price. The VLOOKUP function searches for the lookup value in the left-most column of the table array. If the lookup value is between two of the comparison values, Excel uses the lower of the two values. If the lookup value is smaller than any comparison value, Excel returns an error message. Once the lookup value has been located, Excel counts to the right the number of columns specified in the column index number to find the result of the function. The lookup table must be sorted by the items in the first column of the table, in either alphabetical (strings) or numerical (values) ascending order. For example, you could create a table that looks up the percent of commission that is paid for a salesperson, based on various sale levels. If the table shown below were included in a worksheet and the sales number you want to look up is 5700, then the commission is 5%. Since Excel determines that 5700 is located between the numbers 5000 and 6000 in the table, it refers to the lower number, which in this case is Excel then uses the column index number (in this example, 2) to determine which column in the table contains the value you want to find. Therefore, the correct percent of commission (5%) is located in the second column to the right of the number A 1 SALES COMMISSION % % % % % B WWP Training Limited Page 17

18 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 A B % % % Using the VLOOKUP function If you intend to copy the VLOOKUP function to other cells, the address of the lookup table must be an absolute reference. To make the lookup table easy to refer to in a function, it is helpful to assign it a range name. Also, if you use a range name, the range address of the table does not change if the formula is copied. You should use the Paste Function dialog box to create a VLOOKUP function if you are unsure of the order of the arguments. Procedures 1. Select the cell where you want the result of the VLOOKUP function to appear. 2. Type =vlookup. Page 18 WWP Training Limited

19 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions 3. Type an open parenthesis ( ( ). 4. Select the cell containing the lookup value. 5. Type a comma (, ) as an argument separator. 6. Type the range address or name of the lookup table. 7. Type a comma (, ) as an argument separator. 8. Enter the number of the column you want to search. 9. Type a closing parenthesis ( ) ). 10. Press [Enter]. USING THE HLOOKUP FUNCTION Discussion The HLOOKUP function has three arguments that appear in the following order: lookup value, table array, and row index number. The lookup value is the value you are looking up in the first row of the table. It can be a value, a text string, or a cell reference. The table array is the range address of the table of information. The row index number is the number of rows Excel counts down from the first row in the table. For example, you want to look up shipping charges based on a particular order value in a shipping table that contains two rows. The sample order values are in row one and the comparable shipping charges are in row two. You would enter a row index value of 2, which tells Excel to search the second row of the table for the shipping charges. The HLOOKUP function searches for the lookup value in the first row of the table array. If the lookup value is between two of the comparison values, Excel uses the lower of the two values. If the lookup value is smaller than any comparison value, Excel returns an error message. Once the lookup value has been located, Excel then counts down the number of rows specified in the row index number to find the result of the function. The lookup table must be sorted by the items in the first row of the table, in either alphabetical (strings) or numerical (values) ascending order. For example, you could create a table that looks up the percent of commission paid to a salesperson based on various sale levels. If the following table were included in a worksheet and the sales number you want to look up is 5700, then the commission is 5%. Since Excel determines that 5700 is located between the numbers 5000 and 6000 in the table, it refers to the lower number, which in this case is Excel then uses the row index number (in this example, 2) to determine which row in the table contains the value you want to find. Therefore, the correct percentage of commission (5%) is located in the second row below the number WWP Training Limited Page 19

20 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 A B C D E F G H % 2% 3% 4% 5% 6% 7% 8% Using the HLOOKUP function If you intend to copy the HLOOKUP function to other cells, the address of the lookup table must be an absolute reference. To make the lookup table easy to refer to in a function, it is helpful to assign it a range name. Also, if you use a range name, the range address of the table does not change if the formula is copied. You should use the Paste Function dialog box to create a HLOOKUP function if you are unsure of the order of the arguments. Procedures 1. Select the cell where you want the result of the HLOOKUP function to appear. 2. Type =hlookup. Page 20 WWP Training Limited

21 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions 3. Type an open parenthesis ( ( ). 4. Select the cell containing the lookup value. 5. Type a comma (, ) as an argument separator. 6. Type the range address or name of the lookup table. 7. Type a comma (, ) as an argument separator. 8. Enter the number of the row you want to search. 9. Type a closing parenthesis ( ) ). 10. Press [Enter]. USING THE ROUND FUNCTION Discussion When you enter a number into an Excel worksheet, Excel can store it with up to 15 digits. Although you can format numbers so that Excel rounds off extra decimal places, Excel uses all decimal places in calculations. This feature can lead to some calculations appearing incorrect. Rounding a number is different than formatting a number. When you round a number to a certain number of decimal places, the extra decimal places are removed and all calculations are performed using the rounded value. The ROUND function includes the following two arguments: ROUND(number,number of digits) The number can be a value or a cell address. The number of digits indicates to how many digits you want to round. If the number of digits is a positive number, that number indicates the desired number of decimal places. If the number of digits is 0, Excel rounds to the next whole number. If the number of digits is a negative number, Excel rounds to the next ten, hundred, thousand, etc., accordingly. Some examples of the ROUND function are listed in the following table: ROUND function Cell displays =ROUND( ,1) =ROUND( ,2) =ROUND( ,0) 4567 WWP Training Limited Page 21

22 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 ROUND function =ROUND( ,-1) 4570 Cell displays =ROUND(B7,2) The value in cell B7 rounded to two decimal places =ROUND(B7*.1,2) The result of the number in cell B7 times.1, rounded to two decimal places Using the ROUND function Procedures 1. Select the cell where you want the result of the ROUND function to appear. 2. Type =round. 3. Type an open parenthesis ( ( ). 4. Type the value, formula, cell address, or function you want to round. 5. Type the desired number of decimal places. 6. Type a closing parenthesis ( ) ). 7. Press [Enter]. Page 22 WWP Training Limited

23 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions LIMITING THE PRECISION OF NUMBERS Discussion In order to calculate a worksheet using the numbers as they appear, you can limit the precision of formatted numbers. Limiting the precision changes the original numbers in the worksheet to their formatted versions. For example, a cell may contain the value , but the formatted value in the cell is 123. In a calculation, Excel uses the entire number, including all decimals. If you limit the precision of the cell to the value displayed, however, the decimals are removed from the number and only 123 is used in calculations. Be careful when limiting the precision of numbers because you permanently change the original values and you cannot use the Undo feature to reverse the action. You can, however, restore your original numbers if you immediately exit the worksheet without saving your changes and then reopen it. Procedures 1. Select the Tools menu. 2. Select the Options command. 3. Select the Calculation tab. 4. Select the Precision as displayed option. 5. Select OK. 6. Select OK. WWP Training Limited Page 23

24 Lesson 1 - Using Logical, LookUp and Round Functions Excel 2000: Level 3 EXERCISE USING ADVANCED FUNCTIONS Task Use advanced functions to find worksheet solutions. 1. Open FUNCTEX. 2. Display the Hours worksheet. 3. In cell F6, use the VLOOKUP function to calculate the appropriate pay rate for full-time, part-time, or overtime work according to job type. (Hint: The lookup value is the Job Type in column C, the lookup table is named table, and the column index number is the Type of Time in column E.) 4. Copy the formula to the range F7:F Display the Sales-Previous worksheet. 6. Customers get free shipping if their average sales are more than 20,000. In cell I5, use an IF function to test the average sales. If the average is greater than or equal to 20,000, Yes should appear in the cell. Otherwise, No should appear in the cell. 7. Copy the formula to the range I6:I The customer discount depends on the customer status. In cell J5, use nested IF function to determine the correct discount for each customer according to the following table. (Hint: Test to see if the status in cell B5 is a 1, 2 or 3; otherwise, a discount of 10% is entered.) Status Discount 1 0% 2 5% 3 7.5% 4 10% 9. Copy the formula to the range J6:J13. Page 24 WWP Training Limited

25 Excel 2000: Level 3 Lesson 1 - Using Logical, LookUp and Round Functions 10. Display the Sales-Current worksheet. 11. In cell C16, use an ISERROR function in an IF function to change the #DIV/0! message to No data. Copy the formula to the range D16:F Display the Commissions worksheet. 13. Use the ROUND function to round the results of the commission formula in cell C5 to two decimal places. Copy the formula to the range C6:C Format the numbers in the range B5:B13 so that no decimal places appear. 15. Close the workbook and save changes. WWP Training Limited Page 25

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27 LESSON 2 - USING AUDITING TOOLS In this lesson, you will learn how to: Display the Auditing toolbar Display/Remove dependent arrows Display/Remove precedent arrows Remove tracer arrows Trace cells causing errors

28 Lesson 2 - Using Auditing Tools Excel 2000: Level 3 DISPLAYING THE AUDITING TOOLBAR Discussion The Auditing toolbar contains tools that allow you to examine the association between cells and formulas in a worksheet. For example, you can use the Auditing toolbar to locate cells that are causing errors in formulas. By default, the Auditing toolbar is a floating toolbar that can be moved to any location. The Auditing toolbar Procedures 1. Display the Tools menu. 2. Point to the Auditing command. 3. Select the Show Auditing Toolbar command. DISPLAYING/REMOVING DEPENDENT ARROWS Discussion You can locate all the formulas that use the data in a specific cell. The cells containing the formulas that use the data in a particular cell are called the dependents of that cell. If a cell is referred to in many formulas, it has many dependents. If a cell is referred to in only one formula, it has only one dependent. You can display all the dependents of the active cell. This information will tell you what formulas will be affected if you make changes to that cell. For example, if you are changing a shipping rate in an order entry worksheet, you may want to see which cells have that particular shipping rate in their formulas, and in turn, which orders will be affected. Excel displays dependent cells by drawing blue tracer arrows from the active cell to all the dependents. If the formula contains an error, the arrows will be red. If the dependent cell is on another worksheet, a black arrow will point to a worksheet symbol. You can display direct dependents, which are cells containing formulas that directly depend on the active cell. You can also display dependents at all levels, which Page 28 WWP Training Limited

29 Excel 2000: Level 3 Lesson 2 - Using Auditing Tools will show all cells containing formulas that reference the active cell. After displaying the applicable arrows, they can then be easily removed. Once you click the Trace Dependents button and indicate the dependent cells, each subsequent click of the button indicates additional levels of dependents, if applicable. The system beeps when there are no more additional levels. This process functions in the same manner when you remove dependent arrows; they are removed one level at a time with the Remove Dependent Arrows button. The Trace Dependents button contains a plus sign (+) and the Remove Dependent Arrows button contains a minus sign (-). Displaying dependent information with arrows If the tools on the Auditing toolbar are not available, select the Tools menu, select the Options command, and then select the View page in the Options dialog box. Then, under Objects, make sure that the Show all or Show placeholders option is selected. To select the cell at the other end of a blue or red tracer arrow, you double-click the arrow. To select the cell at the other end of the black arrow, you double-click the arrow, select the cell address in the Go To dialog box and then select OK. WWP Training Limited Page 29

30 Lesson 2 - Using Auditing Tools Excel 2000: Level 3 Procedures 1. Select the cell with the dependents you want to view. 2. Click the Trace Dependents button. 3. Click the Trace Dependents button as necessary to view additional dependent levels. 4. Click the Remove Dependent Arrows button. 5. Click the Remove Dependent Arrows button as necessary to remove additional dependent levels. DISPLAYING/REMOVING PRECEDENT ARROWS Discussion If a cell contains a formula, you can locate all the cells to which the formula refers. The referenced cells are called the precedents of the cell containing the formula. You can display all the precedent cells referred to by the formula in the active cell. Since the precedent cells provide data for the formula in the active cell, you can use this information to determine if the formula is using the correct information. For example, in an order entry worksheet, if the total price of a customer does not seem correct, you can examine the precedents for the total price formula to determine if the price is in error. Excel displays precedent cells by drawing blue tracer arrows from precedents to the active cell. If the formula contains an error, the blue arrows indicate the precedent cells that do not cause the error, while the red arrows indicate the precedent cells that directly cause the error. If the precedent cell is on another worksheet, a black arrow will point to a worksheet symbol. You can display direct precedents, which are cells referred to directly by the formula in the active cell. You can also display precedents at all levels, which lists all cells referenced by formulas in the current cell. Once you click the Trace Precedents button and indicate the precedent cells, each subsequent click of the button indicates additional levels of precedents, if applicable. The system beeps when there are no more additional levels. This process functions in the same manner when you remove precedent arrows; they are removed one level at a time with the Remove Precedent Arrows button. Page 30 WWP Training Limited

31 Excel 2000: Level 3 Lesson 2 - Using Auditing Tools The Trace Precedents button contains a plus sign (+) and the Remove Precedent Arrows button contains a minus sign (-). If the tools on the Auditing toolbar are not available, select the Tools menu, select the Options command, and then select the View page in the Options dialog box. Then, under Objects, make sure that the Show all or Show placeholders option is selected. To select the cell at the other end of a blue or red tracer arrow, you double-click the arrow. To select the cell at the other end of the black arrow, you double-click the arrow, select the cell address in the Go To dialog box and then select OK. Procedures 1. Select the cell with the precedents you want to view. 2. Click the Trace Precedents button. 3. Click the Trace Precedents button as necessary to view additional precedent levels. 4. Click the Remove Precedent Arrows button. 5. Click the Remove Precedent Arrows button as necessary to remove additional precedent levels. REMOVING TRACER ARROWS Discussion Since tracer arrows print with the worksheet, you can remove the tracer arrows that indicate dependents and precedents if you do not want to print them. For example, after you use the arrows to determine which cells will be affected by a change, you may want to view or print the worksheet without the arrows. You can remove just the dependent arrows, the precedent arrows, or both sets of arrows. WWP Training Limited Page 31

32 Lesson 2 - Using Auditing Tools Excel 2000: Level 3 Procedures 1. To remove all the arrows, click the Remove All Arrows button. TRACING CELLS CAUSING ERRORS Discussion If a formula in a cell results in an error, such as #REF, you can determine whether the error is created by an error in a precedent formula or by the values used in the formula. For example, in an order entry worksheet, if the formula that calculates the shipping rate results in an error, you can identify whether the price formula used in the shipping rate formula is in error, or if the problem is in the shipping rate formula itself. Excel draws a red tracer arrow from any formulas that are in error to the active cell. In addition, Excel will draw blue arrows from the values used by formulas that are causing the error. You can then examine and determine which cells are causing the problem. If the error is not caused by an error in another formula, but is the result of the formula in the active cell or the values used by the formula in the active cell, Excel will draw blue arrows from all the precedent values to the active cell. You can then determine whether the values or the formula itself are causing the problem. Page 32 WWP Training Limited

33 Excel 2000: Level 3 Lesson 2 - Using Auditing Tools Tracing cells causing errors If the tools on the Auditing toolbar are not available, select the Tools menu, select the Options command, and then select the View page in the Options dialog box. Then, under Objects, make sure that the Show all or Show placeholders option is selected. To select the cell at the other end of a blue or red tracer arrow, you double-click the arrow. You can also locate cells containing invalid data by setting restrictions on cells with the Validation command on the Data menu. For example, if you set the validation criteria so that only whole numbers between 1 and 10 can be entered, Excel displays a message if you enter a number not meeting the specified criteria. Numbers not meeting the criteria can be displayed with a red circle by clicking the Circle Invalid Data button on the Auditing toolbar. The Clear Validation Circles button removes the red circles from any invalid data. WWP Training Limited Page 33

34 Lesson 2 - Using Auditing Tools Excel 2000: Level 3 Procedures 1. Select the cell containing the error. 2. Click the Trace Error button. Page 34 WWP Training Limited

35 Excel 2000: Level 3 Lesson 2 - Using Auditing Tools EXERCISE USING AUDITING TOOLS Task Use the Auditing toolbar to display information about cells. 1. Open COMM Display the Auditing toolbar. 3. Select cell E8 and display the first level of dependent cells. 4. Display the next level of dependent cells. 5. Remove the tracer arrows. 6. Select cell I14 and display the first level of precedent cells. 7. Display the next two levels of precedent cells. 8. Remove the tracer arrows. 9. Select cell F14, which contains an error. 10. Display the error arrows for cell F14. The error in cell F14 is caused by the error in the formula in cell F9. The error in cell F9 is not caused by another formula, but because the formula is dividing E9 by the blank cell E15, instead of the total first quarter sales in E Remove the tracer arrows. 12. Select cell F9, if necessary, and change the formula to =E9/$E$ Display the error arrows for cell F14 again. Copy the formula in cell F9 to the range F10:F13 to correct the formulas. 14. Close the Auditing toolbar. 15. Close the workbook without saving it. WWP Training Limited Page 35

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37 LESSON 3 - WORKING WITH ADVANCED FILTERS In this lesson, you will learn how to: Create a criteria range Use a criteria range Show all records Use comparison criteria Use an advanced And condition Use an advanced Or condition Extract filtered records Use database functions

38 Lesson 3 - Working with Advanced Filters Excel 2000: Level 3 CREATING A CRITERIA RANGE Discussion You can use advanced filters to create more complicated conditions to filter a data list. To use advanced filters, you must specify the list range and the criteria range. The criteria range is a separate range of cells in the worksheet, apart from the data list and contains one row of criteria labels and at least one row defining the search conditions. The criteria range can be located anywhere in the worksheet outside of the list range, or in another worksheet. The criteria range consists of one row of criteria labels and at least one row of search conditions. The criteria range must contain at least two rows and one column. Although the criteria labels are not case-sensitive, they must be spelled exactly the same as the field names in the data list. The most accurate method of ensuring this consistency is to copy the field names in the data list and paste them into the top row of the criteria range. You can change criteria as often as desired. You can also create more than one criteria range in a worksheet; however, only one criteria range can be used at a time. Creating a criteria range There must be at least one blank row between the criteria range and the list range. Page 38 WWP Training Limited

39 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters Procedures 1. Select the column labels. 2. Click the Copy button on the Standard toolbar. 3. Position the active cell where you want to create the criteria range. 4. Click the Paste button on the Standard toolbar. USING A CRITERIA RANGE Discussion To find records that match a specific number, date, or text, you can enter matching criteria in the row below the criteria labels. For example, to create a list of all employees in the sales department, you can type Sales in the Department cell in the criteria range. Text in the criteria range is not case-sensitive. If you type sales, Excel will search the field in the list range named sales, Sales, or SALES. You define the list and criteria ranges in the Advanced Filter dialog box. The list range contains the fields and records and the criteria range contains the criteria labels and the conditions for which you want to search. If the active cell is positioned in the data list before you open the Advanced Filter dialog box, Excel automatically defines the list range. Otherwise, you can manually enter the list range by typing the range address or by selecting the range in the worksheet. WWP Training Limited Page 39

40 Lesson 3 - Working with Advanced Filters Excel 2000: Level 3 Using a criteria range You can use comparison criteria to enter criteria. Comparison criteria include wildcards for text and operators for numbers. Procedures 1. Copy the column labels to the range where you want to create the criteria. 2. Select the cell below the criteria label of the field you want to search. 3. Type the desired criteria. 4. Press [Enter]. 5. Select any cell in the data list. 6. Select the Data menu. 7. Point to the Filter command. 8. Select the Advanced Filter command. 9. Click the Collapse Dialog button in the Criteria range text box. 10. Select the criteria range. 11. Click the Expand Dialog button in the Criteria range text box. 12. Select OK. Page 40 WWP Training Limited

41 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters SHOWING ALL RECORDS Discussion At any time when a data list is filtered, the Show All command from the Filter submenu on the Data menu is available. This command allows you to display all the records in the data list. It does not, however, delete the criteria in the criteria range. Procedures 1. Select the Data menu. 2. Point to the Filter command. 3. Select the Show All command. USING COMPARISON CRITERIA Discussion You can also use comparison criteria in a criteria range when finding text or numeric values. When specifying criteria to find text values, you can enter the first few characters of text to search for all records beginning with those characters. Entering ba in a field of last names finds records with last names of Baker, Backman, and Ball. You can also use special characters called wildcards when creating criteria. Wildcards represent one or more characters in a search. You can use one of two wildcard characters in search criteria. A question mark (?) represents a single character, whereas an asterisk (*) can represent an unspecified number of characters. Typing?erry in a field of first names will find records with first names beginning with any single character followed by erry, such as Terry or Perry. Typing T*man in a field of last names will find any records with last names starting with T and ending in man, such as Thurman, Truman, Tierman. Wildcard characters only work for finding text values. You can use operators as comparison criteria for finding numeric values. You can use any of the following comparison operators: WWP Training Limited Page 41

42 Lesson 3 - Working with Advanced Filters Excel 2000: Level 3 Operator Definition = equal to < less than <= less than or equal to > greater than >= greater than or equal to <> not equal to For example, to search for all employees with salaries that are less than or equal to 25,000, you type <=25000 in the cell below the Salary criteria label. USING AN ADVANCED AND CONDITION Discussion You can create And conditions in a criteria range. In an And condition, a record must meet all the criteria to be selected. For example, you can find the records of all employees who work in the sales department and whose salaries are less than 25,000. This example is a typical And condition, where both conditions must be met for a record to be selected. All the criteria for And conditions must be located in the same row in the criteria range. Using an advanced And condition Page 42 WWP Training Limited

43 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters Procedures 1. Copy the column labels to the range where you want to create the criteria. 2. Select the cell below the criteria label of the field you want to search. 3. Type the desired criteria. 4. Press [Enter]. 5. Select a cell below the criteria label of the second field you want to search. 6. Type the desired criteria. 7. Press [Enter]. 8. Select any cell in the database list. 9. Select the Data menu. 10. Point to the Filter command. 11. Select the Advanced Filter command. 12. Click the Collapse Dialog button in the Criteria range text box. 13. Select the criteria range. 14. Click the Expand Dialog button in the Criteria range text box. 15. Select OK. USING AN ADVANCED OR CONDITION Discussion You can create Or conditions in a criteria range. In an Or condition, a record must meet either one of two or more criteria in order to be included. For example, you can view the records of all employees who work in the administration department or whose salaries are less that 22,000. This example is a typical Or condition, in which a record meeting either condition is selected. The criteria for Or conditions must be located in different rows in the criteria range. Each Or condition occupies its own row. WWP Training Limited Page 43

44 Lesson 3 - Working with Advanced Filters Excel 2000: Level 3 Using an advanced Or condition It is important to note that when selecting the criteria range for an Or condition, you must expand the criteria range to include all rows containing criteria. Procedures 1. Copy the column labels to the range where you want to create the criteria. 2. Select the cell below the criteria label of the first field you want to search. 3. Type the desired criteria. 4. Press [Enter]. 5. Select the cell below the criteria label of the second field you want to search. 6. Type the desired criteria. 7. Press [Enter]. 8. Select any cell in the database list. 9. Select the Data menu. 10. Point to the Filter command. 11. Select the Advanced Filter command. Page 44 WWP Training Limited

45 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters 12. Click the Collapse Dialog button in the Criteria range text box. 13. Select the criteria range. 14. Click the Expand Dialog button in the Criteria range text box. 15. Select OK. EXTRACTING FILTERED RECORDS Discussion You can filter records in a data list and copy the results to another area of the worksheet. In this instance, the original data list remains intact. Copying filtered records allows you to create different lists of similar records in various areas of the worksheet or on other worksheets. For example, if a master employee data list contains all employees in all departments, you can create similar data lists of the employees in each department. Procedures 1. Copy the column labels to the range where you want to create the criteria. 2. Select the cell below the criteria label of the field you want to search. 3. Type the desired criteria. 4. Press [Enter]. 5. Select any cell in the database list. 6. Select the Data menu. 7. Point to the Filter command. 8. Select the Advanced Filter command. 9. Click the Collapse Dialog button in the Criteria range text box. 10. Select the criteria range. 11. Click the Expand Dialog button in the Criteria range text box. 12. Under Action, select the Copy to another location option. WWP Training Limited Page 45

46 Lesson 3 - Working with Advanced Filters Excel 2000: Level Click the Collapse Dialog button in the Copy to text box. 14. Select the cell in the upper left corner of the paste range. 15. Click the Expand Dialog button in the Criteria range text box. 16. Select OK. USING DATABASE FUNCTIONS Discussion Database functions, or Dfunctions, are used to provide calculations based on criteria. For example, from an employee database of all departments, you may want to calculate the salaries of employees just in the sales department. Although you can physically filter the data to display the records from the sales department and total the found records, you can also use a database function to find the answer without filtering the data. A database function includes three arguments: database, field, and criteria. The database argument is usually the data list. The field argument is the column you want to use in the computation. The criteria argument refers to the cells that define the conditions for the function. For example, in the Dfunction =DSUM(A9:F37,F9,D1:D2), A9:F37 is the database argument (and includes the column labels), F9 is the field argument (the column label of the field you want to calculate), and D1:D2 is the criteria argument. Naming cells makes it easier to enter, copy, or edit database functions. If you name each range, the Dfunction could be entered as: =DSUM(Empdata, Salary,Criteria1). The field argument (the column to be calculated) can be entered as the cell address of the field label, the column number of the field in the database, or the text of the field label enclosed in double quotation marks. Therefore, F9, 6, or Salary could all be used to identify the same field. If you change or delete the criteria referenced in the Dfunction, the function automatically recalculates. To create database functions for several values in a field, you must create a separate criteria range for each value. Therefore, to display the salaries of two different departments, you will need to create two separate Department criteria ranges. Page 46 WWP Training Limited

47 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters Procedures 1. Copy the column labels to the range where you want to create the criteria. 2. Type the criteria in the cell below the criteria label of the field you want to search. 3. Select the cell where you want the result of the formula to appear. 4. Click the Paste Function button. 5. Select Database in the Function category list box. 6. Select the name of the function you want to use in the Function name list box. 7. Select OK. 8. Enter the address or name of the database in the Database text box. 9. Select the Field text box 10. Enter the address or name of the column label of the field you want to use in the formula. 11. Select the Criteria text box. 12. Enter the address or name of the criteria range. 13. Select OK. WWP Training Limited Page 47

48 Lesson 3 - Working with Advanced Filters Excel 2000: Level 3 EXERCISE WORKING WITH ADVANCED FILTERS Task Work with advanced filters. 1. Open PERSON7. 2. Create a criteria range by copying the column labels to the first row in the worksheet. 3. Find all employees with a status of Show all records. 5. Find all employees with a birth date after 1/1/70. (Hint: Greater than 1/1/70.) 6. Find all employees with a status of 2 and a salary greater than 30, Find all employees with a status of 3 or 7. (Hint: Remember to change the criteria range.) 8. Find all employees with salaries greater than 30,000 and copy the found list to the range beginning in cell J4. (Hint: Remember to change the criteria range.) Page 48 WWP Training Limited

49 Excel 2000: Level 3 Lesson 3 - Working with Advanced Filters 9. Use the DCOUNT function in cell F7 to find the number of employees with a status of 2. (Hint: First enter the criteria into the criteria range. Using the Paste Function dialog box, select the database range, the Status field label in cell F9, and the criteria in the range F1:F2.) 10. Close the workbook without saving it. WWP Training Limited Page 49

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51 LESSON 4 - WORKING WITH OUTLINES In this lesson, you will learn how to: Apply an outline Expand/Collapse an outline Modify outline settings Clear an outline Use Auto Outline

52 Lesson 4 - Working with Outlines Excel 2000: Level 3 APPLYING AN OUTLINE Discussion Outlining a worksheet makes it easier to understand and analyze information. Outlines divide a worksheet into logical units or levels. Lower levels usually contain the detail data associated with a higher level (such as a row or column of summary data). You can use outline levels to group similar information together. Then, you can collapse and expand the outline to control the level of detail that appears. Outlines allow you to see the relationships between detail data and summary data. For example, if a formula in cell A10 totals the numbers in cells A1 through A9, you can use the Outline feature to display a symbol on the left side of the worksheet, showing that the total in row 10 is based on the detail data in rows 1 through 9. Outlining is a convenient way to display summary data. A complex sheet (such as one that contains monthly sales figures for each region of a company) can be large and difficult to use. You must often scroll through detail data to locate the summary data. When you use an outline, you can hide the detail data in order to display only the desired information. In addition, you can print just the summary data. Applying an outline An outline can have up to eight levels of detail. Page 52 WWP Training Limited

53 Excel 2000: Level 3 Lesson 4 - Working with Outlines Excel assumes that the detail data for rows and columns appears above or to the left of the summary rows and columns. If this is not the case, you can change the direction by selecting the Settings command from the Group and Outline submenu on the Data menu. If you select a group of cells in a worksheet, rather than an entire group of columns or rows, you can indicate how you want the cells grouped by selecting the Rows or Columns option in the Group dialog box. You can open the Group dialog box by selecting the desired cells and then selecting the Data menu, pointing to the Group and Outline submenu, and then selecting the Group command. Procedures 1. Select the rows or columns that contain the detail data. 2. Select the Data menu. 3. Point to the Group and Outline command. 4. Select the Group command. 5. Select OK. EXPANDING/COLLAPSING AN OUTLINE Discussion Once you have grouped rows and/or columns into an outline, you can then collapse and expand the outline levels. Collapsing a level hides the detail data for that level. Expanding a level displays the detail data for that level. Expanding and collapsing outline levels allows you to control how much data appears on the screen and also how much data is printed. WWP Training Limited Page 53

54 Lesson 4 - Working with Outlines Excel 2000: Level 3 Collapsing an outline You can also use the row and column level symbols at the top left corner of the worksheet to expand and collapse an outline. The symbols represent the number of outline levels you want to display. For example, you can click the 1 to display only the data on level 1, the highest level. When you click the 2, the data on both levels 1 and 2 appears. Procedures 1. To collapse an outline level, click the hide detail symbol. 2. To expand an outline, click the show detail symbol. MODIFYING OUTLINE SETTINGS Discussion When you apply an outline to a worksheet, Excel assumes that the summary data is below the detail rows or to the right of the detail columns. If your worksheet is set up differently, you can change the default settings. You should change the settings before you apply the outlines. Page 54 WWP Training Limited

55 Excel 2000: Level 3 Lesson 4 - Working with Outlines Modifying outline settings Procedures 1. Select the Data menu. 2. Point to the Group and Outline command. 3. Select the Settings command. 4. Select or deselect the desired options. 5. Select OK. CLEARING AN OUTLINE Discussion You can remove all outline levels to clear an outline from a worksheet. Although all the data remains on the worksheet, the distinctions between detail and summary data are removed. You can clear specific parts of an outline by selecting the grouped rows or columns and ungrouping them. This action moves the rows or columns to the next highest level. If you want to clear the entire outline, do not select any cells. If you clear an outline by mistake, you must recreate it. You cannot use the Undo function to reverse the action. WWP Training Limited Page 55

56 Lesson 4 - Working with Outlines Excel 2000: Level 3 Procedures 1. Select the Data menu. 2. Point to the Group and Outline command. 3. Select the Clear Outline command. USING AUTO OUTLINE Discussion You can create an outline automatically on a worksheet using Auto Outline. Excel analyzes your worksheet and creates levels based on the summary formulas it finds. To use Auto Outline, the worksheet must be set up according to the following criteria: 1. The worksheet must have rows or columns that summarize detail data. 2. The orientation of the summary rows or columns to the detail data must be consistent across the worksheet. That is, the summary rows or columns must be consistently above, below, to the right, or to the left of the detail data. If a range is selected, Auto Outline creates an outline for that range only. If only one cell is selected, Auto Outline creates an outline for the entire worksheet. Procedures 1. Select the Data menu. 2. Point to the Group and Outline command. 3. Select the Auto Outline command. Page 56 WWP Training Limited

57 Excel 2000: Level 3 Lesson 4 - Working with Outlines EXERCISE WORKING WITH OUTLINES Task Apply and use an outline. 1. Open REGION Display the Expenses worksheet. 3. Select columns B through D and apply an outline to the columns. 4. Select rows 5 through 8 and apply an outline to the rows. 5. Collapse and expand the outline. 6. Display the Regional Sales worksheet. 7. Use Auto Outline to create an outline automatically. 8. Display outline level 1 for both rows and columns. Expand the column outline to display levels 1 and Clear the outline. 10. Close the workbook without saving it. WWP Training Limited Page 57

58 LESSON 5 - CONSOLIDATING WORKSHEETS In this lesson, you will learn how to: Consolidate worksheets Consolidate by position Consolidate by category

59 Excel 2000: Level 3 Lesson 5 - Consolidating Worksheets CONSOLIDATING WORKSHEETS Discussion You can use consolidation to summarize data from several worksheets in a workbook into a single worksheet, or from many different workbooks into a single workbook. For example, if you record sales data on several different worksheets, you can quickly consolidate all the data into a single worksheet. Consolidating data has two steps. In the first step, you select the range that you want to hold the consolidated information (called the consolidation table). This range can be on the same worksheet as the source areas, in a separate worksheet, or in a separate workbook. In the second step, you select the ranges on the worksheets or workbooks from which you want to consolidate information (called the source areas). You can consolidate from up to 255 source areas. The following table lists the components in the Consolidate dialog box: Component Function Reference All references Use labels in: Top row Use labels in: Left column Create links to source data Description Indicates the function that will be used to consolidate the data. For example, the data is added if you select the SUM function and averaged if you select the AVERAGE function. Excel includes eleven functions from which you can choose. The specific source range you are selecting. The source ranges you have already selected. Indicates that the categories for the data in the source range are located in the top row of the range. (Used only when you consolidate by category.) Indicates that the categories for the data in the source range are located in the left column of the range. (Used only when you consolidate by category.) Links the consolidated data in the consolidation table to the original data in the source ranges. If any information in the source range is changed, the consolidated data updates automatically. WWP Training Limited Page 59

60 Lesson 5 - Consolidating Worksheets Excel 2000: Level 3 Excel consolidates data by adding additional rows to the worksheet. Into these rows, Excel either places copies of or, if you are linking the data, references to the values you are consolidating onto the consolidate worksheet or workbook. Excel then consolidates the data using the numbers in the rows, not in the separate worksheets or workbooks. The additional rows for consolidation are collapsed into outline levels. You can use the outline symbols to expand the levels and view the details of the consolidated data. CONSOLIDATING BY POSITION Discussion You can consolidate information based on the position of data. This method is useful when the data appears in the same location or relative position on all the worksheets or workbooks you want to consolidate. For example, if you have three identical worksheets for three different products in which only the data varies, you can consolidate based on position. It is not necessary for the column and row headings to be identical in this case because the consolidation is based on the position of the data, not the categories of data. For this reason, you do not need to include the row or column headings when specifying the destination and source ranges. A worksheet consolidated by position Page 60 WWP Training Limited

61 Excel 2000: Level 3 Lesson 5 - Consolidating Worksheets Although source data ranges do not have to be located in identical locations in a worksheet, the data in all the ranges must be arranged in the same consecutive positions in relation to the rest of the data. Therefore, in consolidating expense reports, the Phone, Hotel, and Meals data can be located in columns B, C, and D in one worksheet and the Telephone, Room, and Food data located in columns G, H, and I in another worksheet. Procedures 1. If you are consolidating multiple workbooks, open and tile all the desired workbook files. 2. Select the range where you want to consolidate the data, not including the row or column labels. 3. Select the Data menu. 4. Select the Consolidate command. 5. Select the Function list. 6. Select the desired function. 7. Select the Create links to source data option. 8. Click the Collapse Dialog button at the end of the Reference text box. 9. Select the first worksheet or workbook file with the source data. 10. Select the desired source data. 11. Click the Expand Dialog button. 12. Select Add. 13. Click the Collapse Dialog button at the end of the Reference text box. 14. Select the next worksheet or workbook file with source data. 15. Select the desired source data. 16. Click the Expand Dialog button. 17. Select Add. 18. Continue adding references, as necessary. 19. Select OK. WWP Training Limited Page 61

62 Lesson 5 - Consolidating Worksheets Excel 2000: Level 3 CONSOLIDATING BY CATEGORY Discussion You can consolidate information based on categories of data. This method is useful when the column or row headings are the same for the data you want to consolidate but are positioned in different areas on the worksheets or workbooks. For example, in a workbook tracking sales for several regions, you may organize the different sales products differently in each worksheet. You can consolidate by category to sum all the products, regardless of their order of sales products. Excel matches the labels at the top of the columns or the labels to the left of the rows to consolidate the data. When you consolidate by category, you select the column and/or row headings in the consolidation table and source ranges. The source range can contain other categories of information. Excel only includes the information from the category labels that match the consolidation table. The Consolidate dialog box The destination area should not include column summary functions since the consolidation inserts subtotals for each category. Any existing column summary functions will then sum the data and the subtotals together. Excel will correctly summarize the data in the destination area if you include the summary rows and columns in each source. Page 62 WWP Training Limited

63 Excel 2000: Level 3 Lesson 5 - Consolidating Worksheets Procedures 1. If you are consolidating multiple workbooks, open and tile all the desired workbook files. 2. Select the range where you want to consolidate the data, including the row and column labels. 3. Select the Data menu. 4. Select the Consolidate command. 5. Select the Function list. 6. Select the desired function. 7. Select the Top row option. 8. Select the Left column option. 9. Select the Create links to source data option, if desired. 10. Click the Collapse Dialog button at the end of the Reference text box. 11. Select the first worksheet or workbook file with source data. 12. Select the desired source data, including the row and column labels. 13. Click the Expand Dialog button. 14. Select Add. 15. Click the Collapse Dialog button at the end of the Reference text box. 16. Select the next worksheet or workbook file with the source data. 17. Select the desired source data, including the row and column labels. 18. Click the Expand Dialog button. 19. Select Add. 20. Continue adding references as necessary. 21. Select OK. WWP Training Limited Page 63

64 Lesson 5 - Consolidating Worksheets Excel 2000: Level 3 EXERCISE CONSOLIDATING WORKSHEETS Task Consolidate the data from different worksheets by position and category. 1. Open YEAR7. 2. Notice that the data in the Qtr 1 and Qtr 2 worksheets are identically arranged, but with different column and row headings. 3. Display the Semi worksheet. 4. Select the range B4:H8 as the destination range and open the Consolidate dialog box. 5. Use the Sum function and create links to the source data. 6. Select and add the data in the range B3:H7 for both the first and second quarter worksheets. 7. Consolidate the data. 8. Display the Totals worksheet. 9. Select the range A3:E8 as the destination range and open the Consolidate dialog box. 10. Use the Sum function and create links to the source data. 11. Because you are consolidating by category, select the Top row and Left column options. Click to Create links to source data. 12. Select and add the data in the range A3:H8 in the Semi worksheet. (Hint: It does not matter if the table is expanded or collapsed.) 13. Select and add the data in the range A2:K7 for the third quarter worksheet. 14. Select and add the data in the range A2:H11 for the fourth quarter worksheet. 15. Consolidate the data. Click outside the range to deselect it. 16. Expand the outline to level 2 to view the details. Collapse the outline to level Apply the Classic 3 AutoFormat style to make the consolidation table easier to read. Page 64 WWP Training Limited

65 Excel 2000: Level 3 Lesson 5 - Consolidating Worksheets 18. Close the workbook without saving it. WWP Training Limited Page 65

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67 LESSON 6 - USING DATA VALIDATION AND SUBTOTALS In this lesson, you will learn how to: Use data validation Validate data using a list Create a custom error message Remove data validation Create subtotals in a list Remove subtotals from a list

68 Lesson 6 - Using Data Validation and Subtotals Excel 2000: Level 3 USING DATA VALIDATION Discussion Databases can contain incorrect information due to data entry errors. One method of controlling the accuracy of data entered is to place validation limits on the type of data to be entered and to decide whether or not blank entries are allowed. Using data validation, you can restrict the type of data allowed in a cell and the minimum, maximum, or upper and lower limits for whole numbers, decimals, dates, or times. If the cell will contain text, you can set an upper and lower limit for the number of characters permitted. When a user enters an invalid entry into a cell that contains data restrictions, Excel opens a message box, called an alert, which explains that the entry is not valid and only restricted values can be entered into this cell. Using data validation You can copy the data validation from one cell to another using the Validation option in the Paste Special dialog box. You can set a Custom option that allows you to enter or refer to a formula. The formula calculates to a true or false result; with true results being valid entries and false results being invalid entries. Page 68 WWP Training Limited

69 Excel 2000: Level 3 Lesson 6 - Using Data Validation and Subtotals Procedures 1. Select the cells with the data entry you want to restrict. 2. Select the Data menu. 3. Select the Validation command. 4. Select the Settings tab. 5. Select the Allow list. 6. Select the desired option. 7. Select the Data list. 8. Select the desired option. 9. Select the first text box for the restriction you want to set. 10. Type the restriction. 11. Select additional text boxes as necessary. 12. Type additional restrictions. 13. Select OK. VALIDATING DATA USING A LIST Discussion You can restrict cell entry to specific values in a list. The list value can be text or numbers. For example, you can specify the four departments that can be entered into a Department field. When you restrict data entry in a cell to a specified list, a drop-down arrow appears when the user selects the cell. The user can either select a valid entry from the list or type a valid entry. Entries that do not appear on the list are considered invalid. Procedures 1. Select the cells with the data entry you want to restrict to a list. 2. Select the Data menu. 3. Select the Validation command. WWP Training Limited Page 69

70 Lesson 6 - Using Data Validation and Subtotals Excel 2000: Level 3 4. Select the Settings tab. 5. Select the Allow list. 6. Select List. 7. Click the Collapse Dialog button in the Source text box. 8. Drag to select the list range in the worksheet. 9. Click the Expand Dialog button in the Data Validation text box. 10. Select OK. CREATING A CUSTOM ERROR MESSAGE Discussion When a user enters an invalid entry into a cell with restricted data entry, Excel opens a message box, informing the user that the entry is invalid. You can create a custom message that appears in the message box instead of the default message. Excel includes three styles of alert message boxes: Stop, Warning, and Information. Each style provides different buttons in the message box and, more importantly, different restrictions. The default error alert style is Stop, which does not allow invalid data to be entered into cells. Both the Warning and Information styles allow invalid data to be entered. You can enable the Apply these changes to all other cells with the same settings option on the Settings page in the Data Validation dialog box. This option applies any changes you have made to all cells that contain the same data validation as the changed cells. You can use the Input Message page in the Data Validation dialog box to create a message that appears in a ScreenTip when the user selects a cell. This message can provide information for the user about the type of data to be entered. Procedures 1. Select the cells with the error message you want to customize. 2. Select the Data menu. Page 70 WWP Training Limited

71 Excel 2000: Level 3 Lesson 6 - Using Data Validation and Subtotals 3. Select the Validation command. 4. Select the Error Alert tab. 5. Select the Style list. 6. Select the desired style. 7. Select the Title text box. 8. Type the desired title. 9. Select the Error message text box. 10. Type the desired error message. 11. Select OK. REMOVING DATA VALIDATION Discussion You can remove all the restrictions on data entry in a cell by clearing the data validation from the cell. Removing data validation allows any entry to be entered in a cell. Selecting the Clear All button on any page in the Data Validation dialog box clears the restrictions on all the pages for the selected range. Procedures 1. Select the cells with the data validation you want to remove. 2. Select the Data menu. 3. Select the Validation command. 4. Select Clear All. 5. Select OK. WWP Training Limited Page 71

72 Lesson 6 - Using Data Validation and Subtotals Excel 2000: Level 3 CREATING SUBTOTALS IN A LIST Discussion You can create subtotals for lists that are grouped. When a database is sorted by the values in a field, records containing identical values are grouped together. Therefore, when you sort a list by department, all records from the same department, such as the sales department, are grouped together and appear consecutively in the list. Once a list is grouped, you can calculate the subtotals of fields. For example, summing the salaries by departments would provide the salary subtotals for each department: administrative, development, production, and sales. Besides the SUM function, other functions can be used for subtotal calculations; including COUNT, AVERAGE, MIN, and MAX. Multiple fields can be subtotaled within a group. When a list is subtotaled, Excel inserts a summary row under each group with the group name and resulting subtotals, and a final grand total at the bottom of the list. In addition, outlining is automatically applied to the list. Subtotaled groups appear with outline symbols. Using the symbols, you can display or hide the group details. Creating subtotals in a list You can calculate different functions for the same group. First, create the subtotals for the first function. Then, reopen the Subtotals dialog box, select the second function and the fields you want to calculate, and deselect the Replace current subtotals option. Page 72 WWP Training Limited

73 Excel 2000: Level 3 Lesson 6 - Using Data Validation and Subtotals A list must be sorted first by the same field in which you want to report grouped subtotals. Procedures 1. Select a cell in the column containing the field you want to group. 2. Click the Sort Ascending button on the Standard toolbar. 3. Select the Data menu. 4. Select the Subtotals command. 5. Select the At each change in list. 6. Select the same field in which the list is sorted. 7. Select the Use function list. 8. Select the desired function. 9. Select the field you want to calculate in the Add subtotal to list box. 10. Select additional fields as desired. 11. Select OK. REMOVING SUBTOTALS FROM A LIST Discussion You can remove the subtotals from a list when you no longer need the results. Removing the subtotals also removes the outlining and grand total information. Procedures 1. Select a cell in the list containing the subtotals you want to remove. 2. Select the Data menu. 3. Select the Subtotals command. 4. Select Remove All. WWP Training Limited Page 73

74 Lesson 6 - Using Data Validation and Subtotals Excel 2000: Level 3 EXERCISE USING DATA VALIDATION AND SUB TOTALS Task Using Data Validation and Sub Totals. 1. Open PERSON4 and select the Employees worksheet. 2. Create subtotals to sum the salaries by the Status field. 3. Remove the subtotals. 4. Create validation limits on the data in the Birthdate field. Limit the data entry to dates between 1/1/1930 and 1/1/ Create a Warning error alert with the title Date Limit Error and the message Recheck the date. Select Yes to enter the date or No to enter another date!. 6. Enter the date 6/10/95 in cell E6. Select No and change the date entry to 6/10/ Clear all data validation from the Birthdate field. 8. Close the workbook without saving it. Page 74 WWP Training Limited

75 LESSON 7 - USING CONDITIONAL AND CUSTOM FORMATS In this lesson, you will learn how to: Apply conditional formats Change a conditional format Add a conditional format Delete a conditional format Create a custom format

76 Lesson 7 - Using Conditional and Custom Formats Excel 2000: Level 3 APPLYING CONDITIONAL FORMATS Discussion You can use the Conditional Formatting feature to emphasize data that meets certain conditions in cells or formulas. You can set up the Conditional Formatting feature so that all sales that are greater than or equal to a certain value will appear in a different colour. You can change the formatting option that is used to emphasize data which meets a condition. The Conditional Formatting feature has two options, the Cell Value Is and Formula Is. The Cell Value Is option allows you to compare the values of selected cells to conditions, such as greater than or less than. The Formula Is option allows you to compare the results of a logical formula to a selected range of cells, where the formula produces either a true or false result indicated by the selected formatting. Applying conditional formats You can use the Format Painter button to copy conditional formatting from one range to another. Formats applied with the AutoFormat feature do not override conditional formatting. Procedures 1. Select the range to which you want to apply conditional formatting. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select the first list under Condition 1 to choose the criteria on which you want to apply the conditional formatting. 5. Select the desired option. Page 76 WWP Training Limited

77 Excel 2000: Level 3 Lesson 7 - Using Conditional and Custom Formats 6. Select the second list under Condition 1 to choose the desired condition. 7. Select the desired condition. 8. Select the text box under Condition Type the value you want to use as the formatting criteria. 10. Select Format. 11. Select the Color list. 12. Select the colour you want to apply to the values that meet the specified condition. 13. Select OK. 14. Select OK. CHANGING A CONDITIONAL FORMAT Discussion You can change a conditional format. For example, you may have a worksheet that displays cells with values less than 4000 in red. You can change the condition to recognize a different value. Procedures 1. Select the range containing the conditional format you want to change. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select the second list under Condition 1 to choose the desired condition. 5. Select the desired condition. 6. Select the text box under Condition Type the value you want to use as the new formatting criteria. 8. Select OK. WWP Training Limited Page 77

78 Lesson 7 - Using Conditional and Custom Formats Excel 2000: Level 3 ADDING A CONDITIONAL FORMAT Discussion You can have more than one conditional format for a range of cells. You can have a worksheet that displays cells with values less than 4000 in red and cells with values greater than 8000 in blue. Procedures 1. Select the range containing the conditional format to which you want to add another condition. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select Add. 5. Select the second list under Condition 2 to choose the desired condition. 6. Select the desired condition. 7. Select the text box under Condition Type the value you want to use as the new formatting criteria. 9. Select Format under Condition Select the Color list. 11. Select the colour you want to apply to the values that meet the specified condition. 12. Select OK. 13. Select OK. DELETING A CONDITIONAL FORMAT Discussion You can delete one or more conditions from a conditionally formatted range. For example, you may have a worksheet that displays cells with values less than 4000 in Page 78 WWP Training Limited

79 Excel 2000: Level 3 Lesson 7 - Using Conditional and Custom Formats red and cells with values greater than 8000 in blue. You may want to delete the condition which displays values in blue so that only one condition is emphasized. Procedures 1. Select the range containing the conditional format you want to delete. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select Delete. 5. Select the check box of the condition you want to delete. 6. Select OK. 7. Select OK. CREATING A CUSTOM FORMAT Discussion If you want to format a number using a format that does not exist in Excel, you can create a custom number format. Custom number formats can contain text, hyphens, and symbols. For example, in a sales worksheet, you can create a custom number format that will display price per pound with the text per lb appearing after the numbers. When you create a custom number format, you can use an existing format as the basis for the new format. Custom number formats use the following conventions: 1. A number sign (#) indicates a placeholder and is used when you need to indicate at what position to place a comma. 2. A zero (0) is used when a number should always be displayed. For example, if there is no number for the position, Excel will display a 0, such as in 0.5. WWP Training Limited Page 79

80 Lesson 7 - Using Conditional and Custom Formats Excel 2000: Level 3 3. The format can contain four sections separated by semi-colons. The first section controls the appearance of positive numbers. The second section controls the appearance of negative numbers. The third section controls the appearance of zero values. The fourth section controls the appearance of text. If only two sections exist, the first controls positive numbers and zero values and the second controls negative numbers. 4. Each section can be displayed in a colour. You place the colour name in brackets at the beginning of the section, i.e., [RED]. 5. Text in number formats must be surrounded by quotes ( ). The following number format [CYAN] #,##0.0 "per lb";[red](#,##0.0)"per lb";"n/a" displays positive numbers in a cyan colour with 1 decimal place followed by the text per lb, negative numbers in red surrounded by parentheses with 1 decimal place followed by the text per lb, and zeros as the text N/A. After you create a custom number format, it is available in the Type list box when Custom is selected in the Category list box on the Number page in the Format Cells dialog box. The Format Cells dialog box The Format Cells dialog box also allows you to format a range of cells with a specific category, such as Date, Fraction, or Scientific. Page 80 WWP Training Limited

81 Excel 2000: Level 3 Lesson 7 - Using Conditional and Custom Formats Procedures 1. Select the cell to which you want to apply a custom format. 2. Select the Format menu. 3. Select the Cells command. 4. Select the Number tab. 5. Select Custom in the Category list box. 6. Select the format that most closely resembles the format you want to create in the Type list box. 7. Place the insertion point in the desired location in the Type text box. 8. Make the desired changes to the format. 9. When you have finished making changes, select OK. WWP Training Limited Page 81

82 Lesson 7 - Using Conditional and Custom Formats Excel 2000: Level 3 EXERCISE USING CONDITIONAL AND CUSTOM FORMATS Task Use conditional and custom formatting features to format a worksheet. 1. Open REGION Apply conditional formatting to the range B5:E9 so the cells with values greater than are displayed in red (third row, first colour). 3. Change the conditional formatting of the range B5:E9 so that the cells with values less than display in red. 4. Add a conditional format to the range B5:E9 so that, in addition to the condition set above, you also display cells with values greater than in green (second row, fourth colour). 5. Delete the conditional formatting from the range B5:E9 that displays cells with values less that in red. 6. Create a custom number format for cell H5 that displays positive numbers in blue with the currency format and no decimal places; and negative numbers in red with parentheses, the currency format, and no decimal places. To save time, you can use an existing format similar to the one you are creating. (Hint: Make sure that you select a cell to which you want to apply a custom number format.) 7. Apply the custom format to the range H6:H9. 8. Close the workbook without saving it. Page 82 WWP Training Limited

83 LESSON 8 - WORKING WITH COMMENTS In this lesson, you will learn how to: Create comments View a comment Use the Reviewing toolbar Print comments

84 Lesson 8 - Working with Comments Excel 2000: Level 3 CREATING COMMENTS Discussion Comments add notes to a worksheet. Comments can be used to provide information about data in a cell or about the worksheet itself. For example, you can describe how you arrived at a particular formula within a cell, or you can list the telephone number of a client to which the data in the spreadsheet refers. When a comment is attached to a cell, a red indicator appears in the upper right corner of the cell. Comments are useful if you want to communicate with other users when working with shared workbooks on a network. Since comments include the name of the current user, they can be an effective way to explain data or the reason for a change. For example, if you change a value in a shared workbook, you can add a comment that explains the reason why you changed the value. Creating a comment in a worksheet You can also create a comment by clicking the New Comment button on the Reviewing toolbar or by selecting the Insert menu and then selecting the Comment command. If a red indicator does not appear in a cell with a comment attached to it, you can select the Comment indicator only option on the View page in the Options dialog box. To open the Options dialog box, select the Tools menu and then select the Options command. Page 84 WWP Training Limited

85 Excel 2000: Level 3 Lesson 8 - Working with Comments Comments automatically include the name of the current user. If you do not want to include the name, or if the name is wrong, you can delete or change it in the User name text box on the General page in the Options dialog box. To open the Options dialog box, select the Tools menu and then select the Options command. Procedures 1. Right-click the cell to which you want to add a comment. 2. Select the Insert Comment command. 3. Type the text for the comment. 4. Click anywhere in the worksheet to exit the comment box. VIEWING A COMMENT Discussion You can view comments using the same technique as you would to view ScreenTips. When you position the mouse pointer over any cell that has a comment attached to it, the comment appears in a comment box next to the cell. To hide this comment, you simply move the mouse pointer off the cell. Procedures 1. Position the mouse pointer over the cell containing the comment you want to view. USING THE REVIEWING TOOLBAR Discussion You can use the Reviewing toolbar to navigate, add, hide, and delete comments. For example, in an order entry workbook that has comments on the status of each order, WWP Training Limited Page 85

86 Lesson 8 - Working with Comments Excel 2000: Level 3 you can use the toolbar to move from one comment to another, reading the status on each comment. Excel looks for comments beginning with the active cell. Therefore, it is best to make cell A1 the active cell before you select the Next Comment button. This step ensures that all the comments will be viewed. After you have reviewed the last comment, a Microsoft Excel warning box opens, telling you that you have reached the end of the workbook. You can choose to review the comments again from the beginning or cancel the review process. To show or hide comments, you use the same button. When the comments are hidden, you use the Show All Comments button to display them. When the comments are displayed, you use the Hide All Comments button to hide them. Procedures 1. Display the Reviewing toolbar. 2 Click the Next Comment button to select the next comment. 3. Click the Previous Comment button to select the previous comment. 4. Click the Show Comment button to permanently display the selected comment. 5. Click the Hide Comment button to hide the selected comment. 6. Click the Show All Comments button to shown any hidden comments. 7. Click the Hide All Comments button to hide all the shown comments. 8. Click the Delete Comment button to delete the selected comment. 9. Click the Edit Comment button to edit the selected comment. Page 86 WWP Training Limited

87 Excel 2000: Level 3 Lesson 8 - Working with Comments PRINTING COMMENTS Discussion You can print the comments on a separate page at the end of the printed worksheet, or as displayed on the worksheet. Comments that print on a separate page at the end of the printed worksheet display the cell address, the author of the comment, and the text that appears in the comment. Printing on a separate page at the end of a worksheet is useful when, for example, you add comments to a worksheet that describe certain formulas. You can then display and print the comments to help other users. If you are printing comments as displayed on a worksheet, you need to display them on the worksheet before printing. Procedures 1. Select the File menu. 2. Select the Page Setup command. 3. Select the Sheet tab. 4. Select the Comments list. 5. Select the At end of sheet or As displayed on sheet option. 6. Select Print. 7. Select OK. WWP Training Limited Page 87

88 Lesson 8 - Working with Comments Excel 2000: Level 3 EXERCISE WORKING WITH COMMENTS Task Work with comments. 1. Open Comm Insert the comment Acquired 5 new customers in the region in cell E Point to cell A13 to view its comment. 4. Select cell A1 and then move through all the comments using the Reviewing toolbar. 5. Select Cancel in the Microsoft Excel warning box, if necessary. 6. Show the comment in cell G7 so that it remains displayed when the mouse pointer is not on the cell. 7. Hide the comment in cell G7. 8. Show all the comments. Page 88 WWP Training Limited

89 Excel 2000: Level 3 Lesson 8 - Working with Comments 9. Hide all the comments. 10. Edit the comment in cell A13 to read Canada and Mexico. 11. Delete the comment in cell G Close the Reviewing toolbar. 13. Close the workbook without saving it. WWP Training Limited Page 89

90 LESSON 9 - USING WORKSHEET PROTECTION In this lesson, you will learn how to: Unlock cells in a worksheet Protect a worksheet Unprotect a worksheet Protect workbook windows Unprotect workbook windows Assign a password Open a protected file Remove a password Set manual calculation Set automatic calculation

91 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection UNLOCKING CELLS IN A WORKSHEET Discussion You can control access to a worksheet by locking or unlocking cells in the worksheet. If worksheet protection is activated, you cannot change the contents of any locked cell. If you want to allow changes to some cells, you must unlock those cells before you activate worksheet protection. Normally, you unlock the cells you want to use for data entry and lock cells which have formulas in them so that the formulas cannot be changed. For example, you could lock all cells on a sales worksheet except for those cells in which sales figures are entered. You can also lock text in a worksheet. Although cells are locked by default, this option has no effect on a worksheet unless the worksheet is protected. Procedures 1. Select the cell or range you want to unlock. 2. Select the Format menu. 3. Select the Cells command. 4. Select the Protection tab. 5. Deselect the Locked option. 6. Select OK. PROTECTING A WORKSHEET Discussion Once you have unlocked cells, you can prevent changes to the rest of the worksheet by protecting it. Protecting a worksheet prevents unauthorized or accidental changes to formulas. For example, if you have unlocked cells E3 and E4 only, all the remaining cells are protected. You can only enter data in cells E3 and E4. WWP Training Limited Page 91

92 Lesson 9 Using Worksheet Protection Excel 2000: Level 3 When you protect a worksheet, you can select whether or not you want to protect the contents of the cells, the graphic objects, and/or the scenarios. You can select the desired options in the Protect Sheet dialog box. A password is optional. Passwords can contain any combination of letters, numbers, symbols, and spaces, and can be up to 255 characters. Passwords are case-sensitive. For example, CLASS is a different password than class. Protecting a worksheet When you protect a worksheet, many commands and toolbar buttons are no longer available. You can protect the worksheet structure from being deleted, hidden, or moved and the worksheet window from being hidden, moved, or resized by assigning a password to the workbook in the Protect Workbook dialog box. To open the Protect Workbook dialog box, select the Tools menu, point to the Protection command, and then select the Protect Workbook command. If you forget the password for a protected worksheet, you cannot unprotect the worksheet. Page 92 WWP Training Limited

93 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Protect Sheet command. 4. Type the desired password, if necessary. 5. Select OK. 6. Type the password again, if necessary. 7. Select OK. UNPROTECTING A WORKSHEET Discussion Even if you have protected a worksheet, you can unprotect it. If you used a password to protect the worksheet, however, you must know the password to unprotect it. After you have unprotected the worksheet, you can make changes to any cell in it. Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Unprotect Sheet command. 4. Type the required password, if necessary. 5. Select OK. WWP Training Limited Page 93

94 Lesson 9 Using Worksheet Protection Excel 2000: Level 3 PROTECTING WORKBOOK WINDOWS Discussion You can protect workbook windows. When you protect a workbook window, the Minimize Window, Maximize Window, and Close Window buttons are removed. As a result, the window cannot be moved or sized. This option is useful if you have arranged the windows and want to prevent them from being changed. In addition to protecting a window, you can prevent structural changes to a workbook. For example, if a workbook structure is protected, you are unable to insert, delete, or move worksheets. A password is optional. Passwords are case-sensitive. For example, CLASS is a different password than class. If you forget the password for a protected workbook, you cannot unprotect the workbook. Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Protect Workbook command. 4. Type the desired password, if necessary. 5. Under Protect workbook for, select the desired options. 6. Select OK. 7. Type the password again, if necessary. 8. Select OK. UNPROTECTING WORKBOOK WINDOWS Discussion When you unprotect a workbook window, the Maximize Window, Minimize Window, and Close Window buttons are restored and the window can be resized. Page 94 WWP Training Limited

95 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection You can also perform structural changes (such as inserting, deleting, or moving worksheets) in an unprotected workbook. If a password has been used to protect a workbook, you must know the password to unprotect it. If you forget the password, you cannot unprotect the workbook. Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Unprotect Workbook command. 4. Type the required password, if necessary. 5. Select OK. ASSIGNING A PASSWORD Discussion You can assign a password to a file so that only those users who know the password can open or save changes to the file. Passwords can contain any combination of letters, numbers, symbols, and spaces, and can be up to 15 characters. Passwords are case-sensitive. After a password has been assigned, you are prompted for the password each time you open the document. Passwords are often assigned to files that contain sensitive data, such as salaries or bonuses. They can also be used to secure files that are stored on a network. WWP Training Limited Page 95

96 Lesson 9 Using Worksheet Protection Excel 2000: Level 3 Assigning a password If you forget the assigned password, you cannot open the file. Procedures 1. Select the File menu. 2. Select the Save As command. 3. Select the Tools button. 4. Select the General Options command. 5. Type the desired password. 6. Select OK. 7. Type the password again. 8. Select OK. 9. Select Save. 10. Select Yes. Page 96 WWP Training Limited

97 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection OPENING A PROTECTED FILE Discussion Once a file has been saved with a password, you must know the password to open it. The Password dialog box opens whenever a file has been password-protected. If you forget the assigned password, you cannot open the file. Procedures 1. Click the Open button. 2. Select the Look in list. 3. Select the drive where the file is stored. 4. Select the folder where the file is stored. 5. Select the file you want to open. 6. Select Open. 7. Type the required password. 8. Select OK. REMOVING A PASSWORD Discussion If a password is no longer necessary, you can remove it from the file. You can then open the file at any time without a password. After you remove a password, you must save the file to replace the protected version. WWP Training Limited Page 97

98 Lesson 9 Using Worksheet Protection Excel 2000: Level 3 Procedures 1. Select the File menu. 2. Select the Save As command. 3. Select the Tools button. 5. Select the General Options command. 6. Press [Delete]. 7. Select OK. 8. Select Save. 9. Select Yes. SETTING MANUAL CALCULATION Discussion When you change any number in a worksheet, all formulas that refer to that number automatically recalculate. You can specify that the worksheet recalculate manually. Manual recalculation allows you to change numbers as needed and then recalculate the worksheet only one time. This option can save time when you are working in large, complex worksheets. If the recalculation is set to manual, the Calculate indicator appears in the status bar when any values have changed and formulas need to be recalculated. If the Calculate indicator is on, the figures displayed in the worksheet may not be accurate. For this reason, it is a good idea to recalculate before you print the worksheet. Calculation options are system settings. They are not saved with a workbook. Once you enable manual calculation, you will have to manually recalculate all worksheets until you change the calculation back to automatic. Page 98 WWP Training Limited

99 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection Setting manual calculation Even if calculation is set to manual, the worksheet automatically recalculates before every save if the Recalculate before save option is selected on the Calculation page in the Options dialog box. To recalculate all open workbooks, you can select the Calc Now button on the Calculation page in the Options dialog box or press the [F9] key. To recalculate only the current worksheet, you can select the Calc Sheet button on the Calculation page in the Options dialog box. Procedures 1. Select the Tools menu. 2. Select the Options command. 3. Select the Calculation tab. 4. Under Calculation, select the Manual option. 5. Select OK. WWP Training Limited Page 99

100 Lesson 9 Using Worksheet Protection Excel 2000: Level 3 SETTING AUTOMATIC CALCULATION Discussion Calculation options are system settings. They are not saved with a workbook. Therefore, if you select manual recalculation for one workbook, you will have to manually calculate all workbooks until you change the calculation back to automatic. Procedures 1. Select the Tools menu. 2. Select the Options command. 3. Select the Calculation tab. 4. Under Calculation, select the Automatic option. 5. Select OK. Page 100 WWP Training Limited

101 Excel 2000: Level 3 Lesson 9 Using Worksheet Protection EXERCISE USING WORKSHEET PROTECTION Task Use worksheet protection. 1. Open PROTECT. 2. You want to be able to enter new hours worked every week. Unlock the range D6:D Protect the worksheet. Assign a password of protect. 4. Select cell E11 and type 2. A Microsoft Excel message box opens, informing you that the cell is protected and you cannot edit it. 5. Unprotect the worksheet, change the type of time in cell E11 to Protect both the structure and windows of the workbook. Use a password of workbook. 7. Unprotect the workbook. 8. Save the file with a password to open of save, and then close the file. 9. Open Protect. Notice that you must enter the password. 10. Set the recalculation to manual. 11. Select cell D6 and type 7. Notice that the pay in cell G6 does not change. Recalculate the worksheet manually. Notice that the pay in cell G6 is now updated. 12. Change the calculation back to automatic. 13. Save the workbook without a password. 14. Close the workbook. WWP Training Limited Page 101

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103 LESSON 10 - CREATING/REVISING PIVOT TABLES In this lesson, you will learn how to: Create a PivotTable report Add PivotTable report fields Select a page field item Refresh a PivotTable report Change the summary function Add new fields to a PivotTable report Move PivotTable report fields Hide and unhide items Delete PivotTable report fields Create a page field report Format a PivotTable report Create a PivotChart report Create interactive PivotTables - Web Add fields to a PivotTable - browser

104 Lesson 10 Pivot Tables Excel 2000: Level 3 CREATING A PIVOTTABLE REPORT Discussion A PivotTable report summarizes large amounts of data quickly. PivotTable reports allow you to manipulate row and column headings around the central data so that you can view the data in different ways. PivotTable reports are organized into fields and items. Fields are rows or columns of data. Subcategories are items within a field. For example, if you want to summarize data by month, each month becomes a line item in the field. Data fields contain the numbers you want to summarize or analyze, such as sales or volume. You can filter the items using a page field. A page field displays only the data for the selected page field item. For example, Quarter could be a page field. You can then choose to view the data summarized for all the quarters or from only a single quarter. Excel has a PivotTable and PivotChart Wizard to step you through the process of creating a PivotTable report. First, you select the source of the original data, such as a list or database on an Excel worksheet or an external database. Next, you select the range of data you want to use. The final step of the PivotTable and PivotChart Wizard is to select the worksheet and cell locations for the table. The field layout of the PivotTable report is where you specify the fields you want to place in the rows and columns and the fields on which to perform calculation. This step can be performed in a window in the PivotTable and PivotChart Wizard, or directly in the worksheet. If the source data is an Excel workbook, it is easier to layout the PivotTable report directly in the worksheet. If the source data is an external database or an extremely large database, it is better to use the Layout window in the PivotTable and PivotChart Wizard. Page 104 WWP Training Limited

105 Excel 2000: Level 3 Lesson 10 Pivot Tables Creating a PivotTable report You can also use a PivotTable report to analyze data created in an external data source, such as Access. Worksheet data can also be imported into Access. Procedures 1. Select any cell in the database list. 2. Select the Data menu. 3. Select the PivotTable and PivotChart Report command. 4. Select the source of the original data. 5. Select the kind of report you want to create. 6. Select Next >. 7. If necessary, select the database range and then select Next >. 8. Select where you want to place the PivotTable report. 9. Select Finish. WWP Training Limited Page 105

106 Lesson 10 Pivot Tables Excel 2000: Level 3 ADDING PIVOTTABLE REPORT FIELDS Discussion The fields of a PivotTable report can be laid out directly in the worksheet using the diagram. The four areas of the PivotTable report diagram are row fields, column fields, data items, and page fields. Each area of the diagram displays help text, such as Drop Column Fields Here. When the PivotTable report is active, the available database fields appear in the PivotTable toolbar as buttons. You lay out the PivotTable report by dragging the buttons directly into the diagram in the desired report areas. If you would like to arrange the data by displaying the months at the beginning of each row you would drag the Months button to the Drop Row Fields Here area of the report diagram. Likewise, if you want to display the product names at the top of each column, you would drag the Products button to the Drop Column Fields Here area of the report diagram. The data field area contains the fields that are calculated. Therefore, they are usually, but not limited to, numerical fields. For the Months by Products report, you may want to summarize the data in the Sales field; in other words, report the total sales per product by month. Page fields are often used with large databases to filter information. They can break a large report down into smaller, more manageable reports. If the database includes a Region field, this field can be used to report on the sales in a specific region. Each area of a PivotTable report has its own identifying symbol that appears when you add new fields. As a field is dragged to different areas of the PivotTable report, the identifying symbol changes accordingly. Page 106 WWP Training Limited

107 Excel 2000: Level 3 Lesson 10 Pivot Tables Adding PivotTable report fields The fields appear in the PivotTable toolbar only if the toolbar is not docked. If necessary, you can move a floating PivotTable toolbar to another position. If the fields do not appear in the undocked PivotTable toolbar, click the Display Fields button. You may need to use the More Fields buttons (up and down arrows) on the PivotTable toolbar to scroll to a field name. Procedures 1. Select a cell in the PivotTable report to activate it and display the PivotTable toolbar. 2. To add a row field, drag the desired field button from the PivotTable toolbar to the Drop Row Fields Here area. 3. To add a column field, drag the desired field button from the PivotTable toolbar to the Drop Column Fields Here area. 4. To add a page field, drag the desired field button from the PivotTable toolbar to the Drop Page Fields Here area. 5. To add a data field, drag the desired field button from the PivotTable toolbar to the Drop Data Items Here area. WWP Training Limited Page 107

108 Lesson 10 Pivot Tables Excel 2000: Level 3 SELECTING A PAGE FIELD ITEM Discussion You can assign a field as a page field. Page fields allow you to filter the PivotTable report by displaying only the data for a specific item in the field. The page field list contains all the items in the page field. You can select an item from the list and display the data that relates to that single item only. For example, items in the Region page field might be Northeast, Northwest, Southeast, etc. You can select the Northeast item and display the data for just that region. Using a page field item to filter data Procedures 1. Click the page field list. 2. Select the desired item. 3. Select OK. Page 108 WWP Training Limited

109 Excel 2000: Level 3 Lesson 10 Pivot Tables REFRESHING A PIVOTTABLE REPORT Discussion If your source data changes, the PivotTable report does not automatically update. If you change existing data, delete records or fields, or add records or fields within the original database range, you need to refresh the PivotTable report. If you add records to the bottom of a database or fields after the last column in a database, you will have to open the PivotTable and PivotChart Wizard and expand the data source to include the new data that has been added to the range. You can reopen the PivotTable and PivotChart Wizard for an existing PivotTable report by clicking in the PivotTable report and clicking the PivotTable Wizard button on the PivotTable toolbar. Procedures 1. Select a cell in the PivotTable report to activate it and display the PivotTable toolbar. 2. Click the Refresh Data button. CHANGING THE SUMMARY FUNCTION Discussion By default, an Excel PivotTable report sums fields that contain numeric data and counts fields that contain text. The PivotTable report can provide summary information using other mathematical calculations. The table can average your data, provide the minimum and maximum values of an item, or yield a standard deviation or variance of an item. A PivotTable report can also contain multiple summaries for the same field. When a PivotTable report contains multiple data fields, you can change the summary function for one field by selecting a cell in the row of the data field you want to change. WWP Training Limited Page 109

110 Lesson 10 Pivot Tables Excel 2000: Level 3 Procedures 1. Display the PivotTable toolbar. 2. Select a cell in the data area of the PivotTable report. 3. Click the Field Settings button. 4. Select a new summary function from the Summarize by list box. 5. Select OK. ADDING NEW FIELDS TO A PIVOTTABLE REPORT Discussion PivotTable reports can display multiple fields in the row, column, page, or data areas. Multiple fields add more detail to your PivotTable report. If you have a table that contains the row field Month and the column field Product, you can add another row field called Purchaser to also display monthly sales by customer. New fields can be added to the PivotTable report by dragging them from the PivotTable toolbar to the desired area of the report. The new field can be positioned before or after any existing fields. The position of the field determines how the data will be summarized. You can display the purchasers for each month by placing the Months field first and then the Purchaser field; or you can reverse the field placement to display each purchaser and the month of each sale. As you drag new fields into the PivotTable report, guidelines appear indicating the position of the field in relation to existing fields. When positioning a field in the row area, the guideline is a thick, gray vertical bar which appears to the left or right of an existing row field. When positioning a field in the column area, the direction of the guideline changes to a horizontal bar which appears above or below the field items (not the field label). When the guideline appears to the left of a field in the row area, or above the field items in the column area, the new field will be placed before the current field. Page 110 WWP Training Limited

111 Excel 2000: Level 3 Lesson 10 Pivot Tables Adding new fields to a PivotTable report You can also add new fields to a PivotTable report by opening the PivotTable and PivotChart Wizard and selecting the Layout button. You can move fields within the PivotTable report if you accidentally position them in the wrong area. Procedures 1. Select a cell in the PivotTable report to activate it and display the PivotTable toolbar. 2. Drag the desired field button from the PivotTable toolbar to the desired area of the diagram. MOVING PIVOTTABLE REPORT FIELDS Discussion You can change the layout of the PivotTable report by moving fields from one area to another. By moving the fields around you can experiment with the best way to display your data. WWP Training Limited Page 111

112 Lesson 10 Pivot Tables Excel 2000: Level 3 As you move fields in the PivotTable report diagram, thick, gray bars appear indicating the placement of the field if you released the mouse button. Vertical bars represent row area placement and horizontal bars represent column and page area placement. You can also move a field from one area to another by dragging the desired field from the PivotTable toolbar. The selected field is then removed from the original area and placed in the new area. Procedures 1. Drag the desired field from one area of the PivotTable report to another area. HIDING AND UNHIDING ITEMS Discussion You do not have to display all the items in a field in the PivotTable report. You can hide selected items, such as some of the products in a Product field. You can hide everything but the data you need to view. You can also unhide the items at any time. If you want to unhide items, you simply follow the same procedure for hiding items, but reselect the items you want to view from the field item list before selecting OK. Procedures 1. Select the field list containing the items you want to hide. 2. Deselect the item you want to hide. 3. Deselect any additional items you want to hide. 4. Select OK. Page 112 WWP Training Limited

113 Excel 2000: Level 3 Lesson 10 Pivot Tables DELETING PIVOTTABLE REPORT FIELDS Discussion Fields can be deleted from a PivotTable report by dragging them from the table into a blank area of the worksheet. When dragging fields from the PivotTable report, the mouse pointer changes into a black X on top of a field button. You can also delete a field by dragging it to the PivotTable toolbar. Procedures 1. Drag the field to an empty area of the worksheet. CREATING A PAGE FIELD REPORT Discussion You can use the Show Pages command on the PivotTable menu to create a separate PivotTable report for each item in a page field. Excel creates a copy of the PivotTable report in a new worksheet for each page field item. For example, if you have a page item named Region and you select the Show Pages feature, a separate worksheet is created for each region in the list. These worksheets, which summarize information about each region, appear before the original PivotTable report worksheet. You cannot undo the Show Pages feature. To remove the pages, you must delete them from the workbook. When you double-click a data field item, Excel creates a separate worksheet with the item details. Procedures 1. Select a cell in the PivotTable report to activate it and display the PivotTable toolbar. 2. Select the PivotTable menu. WWP Training Limited Page 113

114 Lesson 10 Pivot Tables Excel 2000: Level 3 3. Select the Show Pages command 4. Select the page field for which you want to create individual reports. 5. Select OK. FORMATTING A PIVOTTABLE REPORT Discussion You can format a PivotTable report to give it a more professional look using the AutoFormat feature. This feature provides many formats, which include cell shading, font style and colour, and borders. There are two main format styles for PivotTables, reports and tables. A table style retains the original row/column (cross-tabulated) arrangement. A report style rearranges the data into an indented layout. An indented layout arranges fields in a hierarchical column arrangement. Column fields are moved to the highest level of the row fields. This layout makes it easier to read complex PivotTable reports. If you are not satisfied with the formatting, you can use the Undo feature to reverse the changes made by the AutoFormat feature. The AutoFormat feature does not format page fields with the PivotTable report. You can manually change the format of text and numbers using the normal Excel formatting features. Page 114 WWP Training Limited

115 Excel 2000: Level 3 Lesson 10 Pivot Tables A formatted PivotTable report If you use the Show Pages command on the PivotTable menu with a formatted PivotTable report, each item page will be formatted. You can rename fields in the PivotTable report by doubleclicking the field label you want to rename and typing the new name into the PivotTable Field dialog box. Selecting None in the AutoFormat list does not return a PivotTable report formatted with a report style to its original arrangement. Procedures 1. Select a cell in the PivotTable report to activate it and display the PivotTable toolbar. 2. Click the Format Report button. 3. Select a report or table format from the list. 4. Select OK. WWP Training Limited Page 115

116 Lesson 10 Pivot Tables Excel 2000: Level 3 CREATING A PIVOTCHART REPORT Discussion A PivotChart report allows you to manipulate large amounts of data in a graphical environment. PivotCharts can be created from scratch (from a database or Excel list) or from an existing PivotTable report. Both methods yield the same results, a chart whose layout you can change to view different levels of detail and data. Excel automatically creates a PivotTable report in a separate worksheet when you create a PivotChart. Creating a PivotChart report is identical to creating a PivotTable report. The chart layout is created by dragging fields from the PivotTable toolbar into the desired area of the PivotChart. A PivotChart report You can use the Chart Wizard button on the PivotTable toolbar to create a PivotChart from an existing PivotTable report. You may need to move the PivotTable toolbar to access the various areas of the PivotChart report. Page 116 WWP Training Limited

117 Excel 2000: Level 3 Lesson 10 Pivot Tables Procedures 1. Select any cell in the database list. 2. Select the Data menu. 3. Select the PivotTable and PivotChart Report command. 4. Select the source of the original data. 5. Select the kind of report you want to create. 6. Select Next. 7. If necessary, select the database range and then select Next. 8. Select where you want to place the pivot table. 9. Select Finish. 10. Move the PivotTable toolbar, if necessary. 11. To add a field to the category axis, drag the desired field to the Drop More Category Fields Here area of the diagram. 12. To add a data field, drag the desired field to the Drop Data Items Here area of the diagram. 13. To add a field to the series axis, drag the desired field to the Drop More Series Fields Here area of the diagram. 14. To add a page field, drag the desired field to the Drop Page Fields Here area of the diagram. WWP Training Limited Page 117

118 Lesson 10 Pivot Tables Excel 2000: Level 3 EXERCISE CREATING/REVISING PIVOTTABLES Task Create and revise PivotTable reports. 1. Open EXPIVOT1. 2. Use the PivotTable Wizard to create a PivotTable report from a Microsoft Excel list. Use the data range A4:G67 as the source data. Place the PivotTable in a new worksheet. 3. Create the following layout: Area Page Row Column Data Field Date Sold Product, Inv Num Sales Rep Total Income 4. Use the Date Sold list to display the sales for 6/2/ Widen column A so that you can see the product names. 6. Display the World worksheet and change the number in cell F9 to Display the Sheet1 worksheet and refresh the PivotTable report. 8. Change the page field list back to the (All) option. 9. Move the Product field to the column area. 10. Move the Sales Rep field to the row area, to the right of the Inv Num field. 11. Move the Sales Rep field to the left of the Inv Num field. 12. Remove the Date Sold field from the PivotTable report. 13. Move the Inv Num field to the page area. 14. Display the number of orders for each sales representative by changing the summary function for the data area to a Count. Page 118 WWP Training Limited

119 Excel 2000: Level 3 Lesson 10 Pivot Tables 15. Return the summary function to a Sum. 16. Hide Ernest Feldgus and Janice Faraco in the Sales Rep field. 17. Hide Exercise Machines, Rowing Machines, and Stepper Machines in the Product field. 18. Create a PivotChart from the World worksheet. Use the same data range. Base the chart on the existing report in Sheet1. Place the PivotChart in a new worksheet. 19. Create the following layout: Area Category Data More Series Page Field Product Total Income Sales Rep Date Sold 20. Display the data for the products sold on 10/3/ Display the Sheet1 worksheet and create a separate PivotTable report for each Inv Num item in the page area. (Hint: Use the Show Pages feature.) 22. Use the AutoFormat feature to format the 3325 sheet. Select a format of your choice. 25. Close the workbook without saving it. WWP Training Limited Page 119

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121 APPENDICES Working with Views Using the Report Manager

122 APPENDIX I - WORKING WITH VIEWS In this lesson, you will learn how to: Use views Create a normal view Create a custom view Display a view Delete a view

123 Excel 2000: Level 3 Appendix I Working with Views USING VIEWS Discussion You can use a view to save both the display and print settings in a worksheet. Once you have stored these settings in a view, you can use that view to display and print the worksheet with the selected settings. As a result, you do not have to manually change worksheet settings each time you want to display or print the worksheet differently. For example, if you print a worksheet using two different print areas, you can create two views. Then, when you want to print using a particular print area, you simply select the appropriate view. Any view you create includes the window size and position of the worksheet, hidden columns and rows, the zoom percentage, and the print settings. Views allow you to experiment with different looks for your worksheet. CREATING A NORMAL VIEW Discussion The first view you create should be the normal view of your worksheet before you change any settings. If you create a normal view, you can use it to easily access the original worksheet settings. For example, if you use a view to display the third worksheet in a workbook, zoom it to 200% of normal magnification and hide columns and rows, you can use a normal view to quickly return to the display settings you typically use. The Add View dialog box Procedures 1. Select the View menu. 2. Select the Custom Views command. WWP Training Limited Page 123

124 Appendix I Working with Views Excel 2000: Level 3 3. Select Add. 4. Type a name for the normal view. 5. Select OK. CREATING A CUSTOM VIEW Discussion If you typically use display and print settings different from the standard settings, you can create a custom view. For example, if you consistently view and print the third worksheet zoomed to 50% of normal magnification with a specific print area, you can create a view that stores these settings. Views include display options, such as cell pointer location and the size and position of the window, as well as print settings, such as the page setup options and print areas. When creating a view, you can choose to include the current print settings and/or the hidden row, column, and filter settings. Views only apply to the worksheet in which they were created. You cannot apply a view created in one worksheet to another. Because all the views for all the worksheets appear in the Custom Views dialog box, it is helpful to include the worksheet name when entering a custom view name. Procedures 1. Modify the worksheet to include the desired display and print settings. 2. Select the View menu. 3. Select the Custom Views command. 4. Select Add. 5. Type a name for the custom view. 6. Deselect the Print Settings option, if desired. 7. Deselect the Hidden rows, columns and filter settings option, if desired. 8. Select OK. Page 124 WWP Training Limited

125 Excel 2000: Level 3 Appendix I Working with Views DISPLAYING A VIEW Discussion Once you have created a view, you can use the Custom Views dialog box to quickly change the display and print settings of a worksheet. For example, if you have created a view in which the print settings are set to landscape with custom headers and footers, you can use those settings by displaying the appropriate view. The Custom Views dialog box Procedures 1. Select the View menu. 2. Select the Custom Views command. 3. Select the desired view from the Views list box. 4. Select Show. DELETING A VIEW Discussion If you no longer use a view, you can delete it. For example, if you no longer use particular display and print settings you have saved in a view, you may want to delete that view. Deleting a view permanently removes it from the workbook. WWP Training Limited Page 125

126 Appendix I Working with Views Excel 2000: Level 3 Procedures 1. Select the View menu. 2. Select the Custom Views command. 3. Select the view you want to delete. 4. Select Delete. 5. Select Yes to delete the view. 6. Select Close. Page 126 WWP Training Limited

127 Excel 2000: Level 3 Appendix I Working with Views EXERCISE WORKING WITH VIEWS Task Work with views. 1. Open REGION On the Totals worksheet, create a normal view called Normal. 3. Hide columns B through D. Deselect the Gridlines option on the Sheet page in the Page Setup dialog box using the Page Setup command on the File menu. 4. Create a custom view called Print Totals. 5. Display the Normal view. 6. Display the Projections worksheet. Open the Page Setup dialog box and select the Sheet page. Select rows 1 to 3 to repeat at the top and column A to repeat at the left. Select the range B6:C14 as the print area. Print Preview the settings. Close the Preview window. 7. Create a custom view called Projections (Q1, Q2). 8. Delete the Print Totals view. WWP Training Limited Page 127

128 Appendix I Working with Views Excel 2000: Level 3 9. Close the workbook without saving it. Page 128 WWP Training Limited

129 Excel 2000: Level 3 Appendix II Using the Report Manager APPENDIX II - USING THE REPORT MANAGER In this lesson, you will learn how to: Work with the Report Manager Use sheets in a report Print a report Reorder sections in a report WWP Training Limited Page 129

130 Appendix II Using the Report Manager Excel 2000: Level 3 WORKING WITH THE REPORT MANAGER Discussion The Report Manager add-in gives you more flexibility when printing your workbooks. A report can contain any combination of worksheets, views, and scenarios you have created in a workbook. You can create multiple reports in a workbook. For example, in a sales workbook that keeps track of sales for different representatives, you can create reports that will print information about each representative. Reports are saved with the workbook file. Scenarios allow you to substitute the contents of specified cells in a worksheet with varying values to see the effects of those changes. Each scenario is named and saved. The different scenarios can be viewed as often as needed. For example, when applying for a loan, you may want to see the effects of varying the amount of the loan, the interest rate, and the length of the loan. A view saves the print settings as well as the display settings of the worksheet, including the window position, zoom percentage, active cell, scroll position, and hidden rows or columns. When a view is used in a report, it applies all the options saved with the view. If you print or edit your worksheet using several views, this feature saves you the time it takes to manually change the settings. USING SHEETS IN A REPORT Discussion A report is made up of sections. Each section contains at least a worksheet name. For example, a report in an annual worksheet could contain four sections each containing one of the quarterly worksheets. Sections can be printed with continuous page numbers and can be reordered, if necessary. When a section is added to the Sections in this Report list box, it appears with the selected sheet name, view, and scenario. If a view or scenario is not selected, (None) appears by default. Page 130 WWP Training Limited

131 Excel 2000: Level 3 Appendix II Using the Report Manager Using sheets in a report The Report Manager command does not appear on the View menu until it is installed. In order to use the Report Manager, the Report Manager add-in must be installed and selected in the Add-Ins dialog box, which is available by selecting the Tools menu and then selecting the Add-Ins command. Procedures 1. Select the View menu. 2. Select the Report Manager command. 3. Select Add. 4. Type a name for the report. 5. Select the Use Continuous Page Numbers option, if desired. 6. Select the Sheet list. 7. Select the desired sheet name. 8. Select Add. 9. Continue adding sheets, as desired. 10. Select OK. WWP Training Limited Page 131

132 Appendix II Using the Report Manager Excel 2000: Level Select Close. PRINTING A REPORT Discussion Excel prints reports using the worksheets, scenarios, and views in the indicated sections. All reports in the workbook file are listed in the Report Manager dialog box. Reports can only be printed from the Report Manager dialog box. Procedures 1. Select the View menu. 2. Select the Report Manager command. 3. Select the desired report name from the Reports list box. 4. Select Print. 5. Type the number of copies you want to print. 6. Select OK. REORDERING SECTIONS IN A REPORT Discussion The sections in a report are printed in the order in which they are listed in the Sections in this Report list box. You can reorder the sections by moving them up or down in the list box. You can also delete a section if it is no longer needed. Procedures 1. Select the View menu. 2. Select the Report Manager command. 3. Select the desired report name. Page 132 WWP Training Limited

133 Excel 2000: Level 3 Appendix II Using the Report Manager 4. Select Edit. 5. Select the name of the section you want to move in the Sections in this Report list box. 6. Select Move Up or Move Down, as desired, to move the selected section up or down. 7. Select OK. 8. Select Close. WWP Training Limited Page 133

134 Appendix II Using the Report Manager Excel 2000: Level 3 EXERCISE USING THE REPORT MANAGER Task Create and print reports with sections. 1. Open REGION Create a report named Regions that has three sections: the first prints the Northwest sheet, the second prints the Northeast sheet, and the third prints the Central sheet. 3. Print the Regions report. 4. Create a report named Project that has two sections: the first prints the Projections sheet with the Best Guess scenario and the Projections (Q1-Q2) view. The second prints the Projections sheet with the High Sales scenario and the Projections (Q1-Q4) view. Use continuous page numbers. 5. Switch the order of the sections in the Project report. 6. Print the Project report. 7. Close the workbook without saving it. Page 134 WWP Training Limited