MICROSOFT EXCEL 2003 LEVEL 3

Transcription

1 MICROSOFT EXCEL 2003 LEVEL 3 WWP Training Limited Page 1

2 STUDENT EDITION LESSON 1 - USING LOGICAL, LOOKUP AND ROUND FUNCTIONS... 7 Using Lookup Functions... 8 Using the VLOOKUP Function... 8 Using the HLOOKUP Function...11 Using the IF Function...14 Using Nested IF Functions...17 Using the ISERROR Function...20 Using an AND Condition with IF...22 Using an OR Condition with IF...24 Using the ROUND Function...26 Limiting the Precision of Numbers...29 Exercise...32 Using Advanced Functions...32 LESSON 2 - USING AUDITING TOOLS...35 Displaying the Formula Auditing Toolbar...36 Displaying/Removing Dependent Arrows...37 Displaying/Removing Precedent Arrows...39 Removing All Tracer Arrows...41 Using the Trace Error Button...42 Tracing Cells Causing Errors...44 Using the Error Checking Button...45 Using the Evaluate Formula Button...48 Using the Watch Window...50 Exercise...53 Using Auditing Tools...53 LESSON 3 - WORKING WITH OUTLINES...55 Applying an Outline...56 Collapsing/Expanding an Outline...58 Modifying Outline Settings...59 Clearing an Outline...61 Using Auto Outline...62 Exercise...64 Working with Outlines...64 Page 2 WWP Training Limited

3 LESSON 4 - CONSOLIDATING WORKSHEETS Consolidating Worksheets Consolidating by Category Consolidating by Position Exercise Consolidating Worksheets LESSON 5 - WORKING WITH DATA VALIDATION AND SUBTOTALS.. 77 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 Working with Data Validation and Subtotals LESSON 6 - 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 7 - WORKING WITH COMMENTS Creating Comments Viewing a Comment Using the Reviewing Toolbar Printing Comments Responding to Discussion Comments Exercise Working with Comments LESSON 8 - USING WORKSHEET PROTECTION Unlocking Cells in a Worksheet Protecting a Worksheet Unprotecting a Worksheet Creating Allow-Editing Ranges WWP Training Limited Page 3

4 Deleting Allow-Editing Ranges Protecting Workbook Windows Unprotecting Workbook Windows Assigning a Password Opening a Password-protected File Removing a Password Setting Manual Calculation Resetting Automatic Calculation Using the Document Recovery Pane Exercise Using Worksheet Protection LESSON 9 - 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/Unhiding PivotTable Report Items Deleting PivotTable Report Fields Creating a Page Field Report Formatting a PivotTable Report Creating a PivotChart Report Publishing PivotTable Reports to the Web Adding Fields to a PivotTable - Browser Using a PivotTable List Exercise Creating/Revising PivotTables LESSON 10 - 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 Copying Filtered Records Page 4 WWP Training Limited

5 Using Database Functions Exercise Working with Advanced Filters APPENDIX 1 - WORKING WITH VIEWS Using Views Creating a Normal View Creating a Custom View Displaying a View Deleting a Custom View Exercise Working with Views APPENDIX 2 - USING RANGE NAMES Working with Range Names Jumping to a Named Range Assigning Names Using Range Names in Formulas Creating Range Names from Headings Applying Range Names Deleting Range Names Using Range Names in 3-D Formulas Creating 3-D Range Names Using 3-D Range Names in Formulas Exercise Using Range Names 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 lookup functions Use the VLOOKUP function Use the HLOOKUP function 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 the ROUND function Limit the precision of numbers

8 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 USING LOOKUP FUNCTIONS Discussion Lookup functions look up values in a lookup table and return a result based on those values. For example, if you need to look up the amount of a health insurance deduction based on an employee s salary and type of coverage, you can use a lookup function to look up the salary and the type of coverage and return the amount of the deduction. Before you can use a lookup function, you must create the lookup table elsewhere in the workbook and enter the desired data. This table must be sorted in ascending order. There are two lookup functions: vertical and horizontal. The VLOOKUP function expects the lookup value to be in the first column. The HLOOKUP function expects the lookup value to be in the first row. The remaining arguments in the lookup function specify the location of the table of information and the column in which to find the matching value. USING THE VLOOKUP FUNCTION Discussion The VLOOKUP function consists of three required arguments, in the following order: lookup value, table array, and column index number. The lookup value is the value for which you want to find matching data and must appear in the first column of the lookup table; it can be a value, a text string, or a cell reference. The table array is the name or address of the lookup table. The column index number is the number of columns Excel must count over to find the matching value. For example, you may have a parts table consisting of three columns, with the part numbers in column one and the prices in column three. To look up the price for a specified part number (lookup value), you would enter a column index value of 3; Excel would then look for the lookup value in the first column of the parts table and return the value in the third column of the same row. You might want to use the lookup table shown below and a column index number of 2 to look up the percent of commission to be paid to a salesperson, based on various sales levels. For example, if the sales figure you want to look up is 6000, the commission would be 6%; Excel finds the lookup value (6000) in the first column and returns the value in the second column of the same row. A 1 SALES COMMISSION % % % B Page 8 WWP Training Limited

9 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions A % % % % % The VLOOKUP function also has an optional fourth argument, range lookup, which can be either TRUE or FALSE. If the range lookup argument is FALSE, VLOOKUP will find only exact matches. If the range lookup argument is TRUE, or if a range lookup argument is not entered, VLOOKUP can find approximate matches. In this case, the lookup table must be sorted in ascending order by the first column in it; otherwise VLOOKUP may not return the correct value. If the range lookup argument is TRUE or omitted and the lookup value does not appear in the first column of the lookup table, but falls between two values in it, Excel will use the lower of the two values. If the lookup value is smaller than any value in the first column of the lookup table, Excel returns an error message. For example, using the lookup table shown above and a column index number of 2, if the sales figure you look up is 5700, the commission would be 5%. Since Excel determines that 5700 is located between the numbers 5000 and 6000, it returns the value in the second column of the same row as the lower number. B Creating a VLOOKUP function In order to copy a VLOOKUP function to other cells, its table array argument must be an absolute reference. Since named ranges are always absolute references, you can assign a name to your lookup table and use that name in the VLOOKUP function. WWP Training Limited Page 9

10 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 Procedures 1. Select the cell in which you want the result of the VLOOKUP function to appear. 2. Type =vlookup and an open parenthesis ( ( ). 3. Select the cell containing the value you want to look up. 4. Type a comma (, ). 5. Type the name or address of the lookup table. 6. Type a comma (, ). 7. Enter the column index number. 8. Type the closing parenthesis ( ) ). 9. Press [Enter]. Step-by-Step Open SALES72.XLS. Use the VLOOKUP function. If necessary, display the Orders worksheet. Select prices from the Name Box (to the left of the formula bar) to view the lookup table. 1. Select the cell in which you want the result of the VLOOKUP function to appear. The cell is selected. 2. Type =vlookup and an open parenthesis ( ( ). =vlookup( appears in the VLOOKUP function. 3. Select the cell containing the value you want to look up. A blinking marquee appears around the cell and its address appears in the VLOOKUP function. 4. Type a comma (, ). The comma (, ) appears in the VLOOKUP function. Click cell C5 Type =vlookup( Click cell B5 Type, Page 10 WWP Training Limited

11 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions 5. Type the name or address of the lookup table. The text appears in the VLOOKUP function. 6. Type a comma (, ). The comma (, ) appears in the VLOOKUP function. 7. Enter the column index number. The column index number appears in the VLOOKUP function. 8. Type the closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the VLOOKUP function. 9. Press [Enter]. The result of the VLOOKUP function appears in the cell. Type prices Type, Type 2 Type ) Press [Enter] Notice that the returned price ( 63.99) is the same as the price in the lookup table for part ST-2472 (cell B21). Copy the formula to the range C6:C13. Then, click anywhere in the worksheet to deselect the range. USING THE HLOOKUP FUNCTION Discussion The HLOOKUP function consists of three required arguments, in the following order: lookup value, table array, and row index number. The lookup value is the value for which you want to find matching data and must appear in the top row of the lookup table; it can be a value, a text string, or a cell reference. The table array is the name or address of the lookup table. The row index number is the number of rows Excel must count down to find the matching value. For example, you might have a lookup table consisting of two rows, with the total order amount in the top row and the corresponding shipping charge in the second row. To look up the shipping charge for a specified order amount (lookup value), you would enter a row index value of 2; Excel would then look for the lookup value in the top row of the lookup table and return the value in the second row of the same column. You might want to use the lookup table shown below and a row index number of 2 to look up the percent of commission to be paid to a salesperson, based on various sales levels. For example, if the sales figure you want to look up is 6000, the commission would be 6%; Excel finds the lookup value (6000) in the top row and returns the value in the second row of the same column. WWP Training Limited Page 11

12 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 A B C D E F G H % 2% 3% 4% 5% 6% 7% 8% The HLOOKUP function also has a optional fourth argument, range lookup, which can be either TRUE or FALSE. If the range lookup argument is FALSE, HLOOKUP will find only exact matches. If the range lookup argument is TRUE, or if a range lookup argument is not entered, HLOOKUP can find approximate matches. In this case, the lookup table must be sorted in ascending order by its top row; otherwise HLOOKUP may not return the correct value. If the range lookup argument is TRUE or omitted and the lookup value does not appear in the top row of the lookup table, but falls between two values in it, Excel uses the lower of the two values. If the lookup value is smaller than any value in the top row of the lookup table, Excel returns an error message. For example, using the lookup table shown above and a row index number of 2, if the sales figure you look up is 5700, the commission would be 5%. Since Excel determines that 5700 is located between the numbers 5000 and 6000, it returns the value in the second row of the same column as the lower number. Creating an HLOOKUP function In order to copy a HLOOKUP function to other cells, its table array argument must be an absolute reference. Since named ranges are always absolute references, you can assign a name to your lookup table and use that name in the HLOOKUP function. You can use the Options button in the Sort dialog box to sort a range by row. Page 12 WWP Training Limited

13 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions Procedures 1. Select the cell in which you want the result of the HLOOKUP function to appear. 2. Type =hlookup and an open parenthesis ( ( ). 3. Select the cell containing the value you want to look up. 4. Type a comma (, ). 5. Type the name or address of the lookup table. 6. Type a comma (, ). 7. Enter the row index number. 8. Type a closing parenthesis ( ) ). 9. Press [Enter]. Step-by-Step Use the HLOOKUP function. If necessary, display the Orders worksheet. Select shipping from the Name Box (to the left of the formula bar) to view the lookup table. 1. Select the cell in which you want the result of the HLOOKUP function to appear. The cell is selected. 2. Type =hlookup and an open parenthesis ( ( ). =hlookup( appears in the HLOOKUP function. 3. Select the cell containing the value you want to look up. A blinking marquee appears around the cell and its address appears in the HLOOKUP function. 4. Type a comma (, ). The comma (, ) appears in the HLOOKUP function. Click cell F5 Type =hlookup( Click cell E5 Type, WWP Training Limited Page 13

14 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 5. Type the name or address of the lookup table. The text appears in the VLOOKUP function. 6. Type a comma (, ). The comma (, ) appears in the HLOOKUP function. 7. Enter the row index number. The row index number appears in the HLOOKUP function. 8. Type a closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the HLOOKUP function. 9. Press [Enter]. The result of the HLOOKUP function appears in the cell. Type shipping Type, Type 2 Type ) Press [Enter] Notice that since the lookup value ( ) is between two values in the lookup table, the returned cost ( 50.00) is the same as the cost for the lower amount ( 400), in cell G18. Copy the formula to the range F6:F13. Click anywhere in the worksheet to deselect the range. USING THE IF FUNCTION Discussion Logical functions make decisions based on criteria. If the criteria evaluate to true, one action is taken; if the criteria evaluate 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 an ordered value is greater than the specified amount, the customer receives a discount. If an ordered value is less than the specified amount, 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 the specified amount, a true value would be returned. If the shipped value is less than the specified amount, 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 you want to display in quotation marks. The syntax of an IF function is: =IF(logical test,value if true,value if false) Page 14 WWP Training Limited

15 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions The function arguments are described in the following table: Component logical test 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 value if true value if false The desired result if the logical test is true. It can be a number, formula, cell reference, cell name, text in quotes, or another function. The desired result if the logical test is false. It can be a number, formula, cell reference, cell name, text in quotes, or another function. 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; otherwise, leave the cell blank If cell B7 contains the text BONUS, add 1000 to the number in cell C7; otherwise, enter the contents of cell C7 WWP Training Limited Page 15

16 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 Creating an IF function Procedures 1. Select the cell in which you want the result of the IF function to appear. 2. Type =if and an open parenthesis ( ( ). 3. Type the logical test. 4. Type a comma (, ). 5. Type the action to be taken if the logical test is true. 6. Type a comma (, ). 7. Type the action to be taken if the logical test is false. 8. Type the closing parentheses ( ) ). 9. Press [Enter]. Step-by-Step Use the IF function. Display the Bonus worksheet. 1. Select the cell in which you want the result of the IF function to appear. The cell is selected. Click cell G8 Page 16 WWP Training Limited

17 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions 2. Type =if and an open parenthesis ( ( ). =if( appears in the cell and on the formula bar. 3. Type the logical test. The text appears in the cell and on the formula bar. 4. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 5. Type the action to be taken if the logical test is true. The text appears in the cell and on the formula bar. 6. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 7. Type the action to be taken if the logical test is false. The text appears in the cell and on the formula bar. 8. Type the closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the cell and on the formula bar. 9. Press [Enter]. The result of the IF function appears in the cell. Type =if( Type e8>f8 Type, Type e8*10% Type, Type 0 Type ) Press [Enter] Notice that since the first quarter sales total for Smith, S. was below his quota, a zero (0) was entered as his bonus. Copy the formula to the range G9:G13. Then, click anywhere in the worksheet to deselect the range. 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: WWP Training Limited Page 17

18 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 =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. Creating a nested IF function You must close all parentheses in a nested IF function; i.e., the number of open parentheses must equal the number of closing parentheses. Procedures 1. Select the cell in which you want the result of the nested IF function to appear. 2. Type =if and an open parenthesis ( ( ). 3. Type the first logical test. 4. Type a comma (, ). 5. Type the action to be taken if the first logical test is true. 6. Type a comma (, ). 7. Type if and an open parenthesis ( ( ). 8. Type the logical test for the second IF function. 9. Type a comma (, ). 10. Type the action to be taken if the logical test for the second IF function is true. 11. Type a comma (, ). 12. Type the action to be taken if the second logical test is false. Page 18 WWP Training Limited

19 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions 13. Type two closing parentheses ( )) ). 14. Press [Enter]. Step-by-Step Use nested IF functions. If necessary, display the Bonus worksheet. 1. Select the cell in which you want the result of the nested IF function to appear. The cell is selected. 2. Type =if and an open parenthesis ( ( ). =if( appears in the cell and on the formula bar. 3. Type the first logical test. The text appears in the cell and on the formula bar. 4. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 5. Type the action to be taken if the first logical test is true. The text appears in the cell and on the formula bar. 6. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 7. Type if and an open parenthesis ( ( ). If( appears in the cell and on the formula bar. 8. Type the logical test for the second IF function. The text appears in the cell and on the formula bar. 9. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. Click cell J8 Type =if( Type i8=1 Type, Type h8*10% Type, Type if( Type i8=2 Type, WWP Training Limited Page 19

20 Lesson 1 - Using Advanced Functions Excel 2003: Level Type the action to be taken if the logical test for the second IF function is true. The text appears in the cell and on the formula bar. 11. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 12. Type the action to be taken if the second logical test is false. The text appears in the cell and on the formula bar. 13. Type two closing parentheses ( )) ). The closing parentheses ( )) ) appear in the cell and on the formula bar. 14. Press [Enter]. The result of the nested IF function appears in the cell. Type h8*8% Type, Type h8*7% Type )) Press [Enter] Copy the formula to the range J9:J13. Then, click anywhere in the worksheet to deselect the range. USING THE ISERROR FUNCTION Discussion Depending upon the circumstances, a function may return an error message instead of performing the desired calculation. For instance, a function that averages a range will return a #DIV/0! error message if the range contains no data. The ISERROR function is commonly used within an IF function to handle errors messages returned by a formula. The ISERROR function tests TRUE if any of the following error messages are returned by a formula: #N/A, #VALUE, #REF, #DIV/0!, #NUM, #NAME?, or #NULL. It tests FALSE if anything other than an error message is returned. 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) ISERR(value) Page 20 WWP Training Limited

21 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions Using the ISERROR function If you are unsure of the contents of one or more 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 in which you want the result of the IF function to appear. 2. Type =if and an open parenthesis ( ( ). 3. Type the ISERROR function as the logical test. 4. Type a comma (, ). 5. Type the action to be taken if the ISERROR function is true. 6. Type a comma (, ). 7. Type the action to be taken if the ISERROR function is false. 8. Type the closing parenthesis ( ) ). 9. Press [Enter]. Step-by-Step Use the ISERROR function in an IF function. Display the Quota worksheet. WWP Training Limited Page 21

22 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 1. Select the cell in which you want the result of the IF function to appear. The cell is selected. 2. Type =if and an open parenthesis ( ( ). =if( appears in the cell and on the formula bar. 3. Type the ISERROR function as the logical test. The text appears in the cell and on the formula bar. 4. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 5. Type the action to be taken if the ISERROR function is true. The text appears in the cell and on the formula bar. 6. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 7. Type the action to be taken if the ISERROR function is false. The text appears in the cell and on the formula bar. 8. Type the closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the cell and on the formula bar. 9. Press [Enter]. The result of the ISERROR function appears in the cell. Click cell F15 Type =if( Type iserror(average (f8:f13)) Type, Type "no data" Type, Type average (f8:f13) Type ) Press [Enter] The formula returns the text no data instead of the error message. Copy the formula to the range G15:I15. Then, type 50,000 in cell F8 and press [Enter]; notice that the message in cell F15 changes. 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 represents 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. Page 22 WWP Training Limited

23 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions The syntax of an AND condition is: =IF(AND(logical test1,logical test2),value if true,value if false) Creating an AND condition in an IF function Procedures 1. Select the cell in which you want the result of the IF function to appear. 2. Type =if and an open parenthesis ( ( ). 3. Type the AND condition. 4. Type a comma (, ). 5. Type the action to be taken if both conditions are true. 6. Type a comma (, ). 7. Type the action to be taken if either condition is false. 8. Type a closing parenthesis ( ) ). 9. Press [Enter]. Step-by-Step Use an AND condition in an IF function. Display the Raises worksheet. WWP Training Limited Page 23

24 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 1. Select the cell in which you want the result of the IF function to appear. The cell is selected. 2. Type =if and an open parenthesis ( ( ). =if( appears in the cell and on the formula bar. 3. Type the AND condition. The text appears in the cell and on the formula bar. 4. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 5. Type the action to be taken if both conditions are true. The text appears in the cell and on the formula bar. 6. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 7. Type the action to be taken if either condition is false. The text appears in the cell and on the formula bar. 8. Type a closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the cell and on the formula bar. 9. Press [Enter]. The result of the IF function appears in the cell. Click cell D8 Type =if( Type and(b8>0,c8>1) Type, Type "Yes" Type, Type "No" Type ) Press [Enter] The correct answer is No, since only one condition is true. Copy the formula to the range D9:D13. Then, click anywhere in the worksheet to deselect the range. 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. Page 24 WWP Training Limited

25 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions The syntax of an OR condition is: =IF(OR(logical test1,logical test2),value if true,value if false) Creating an OR condition in an IF function Procedures 1. Select the cell in which you want the result of the IF function to appear. 2. Type =if and an open parenthesis ( ( ). 3. Type the OR condition. 4. Type a comma (, ). 5. Type the action to be taken if either of the conditions is true. 6. Type a comma (, ). 7. Type the action to be taken if both conditions are false. 8. Type the closing parenthesis ( ) ). 9. Press [Enter]. Step-by-Step Use an OR condition in an IF function. If necessary, display the Raises worksheet. WWP Training Limited Page 25

26 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 1. Select the cell in which you want the result of the IF function to appear. The cell is selected. 2. Type =if and an open parenthesis ( ( ). =if( appears in the cell and on the formula bar. 3. Type the OR condition. The text appears in the cell and on the formula bar. 4. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 5. Type the action to be taken if either of the conditions is true. The text appears in the cell and on the formula bar. 6. Type a comma (, ). The comma (, ) appears in the cell and on the formula bar. 7. Type the action to be taken if both conditions are false. The text appears in the cell and on the formula bar. 8. Type the closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the cell and on the formula bar. 9. Press [Enter]. The result of the IF function with the OR condition appears in the cell. Click cell E8 Type =if( Type or(b8>10000,c8=3) Type, Type "Yes" Type, Type "No" Type ) Press [Enter] Copy the formula to the range E9:E13. Then, click anywhere in the worksheet to deselect the range. 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. Page 26 WWP Training Limited

27 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions 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 argument can be a value or a cell address. The number of digits argument determines the precision of the rounded number. A positive number of digits argument returns an equal number of decimal places. If the number of digits argument is 0, Excel rounds to the next whole number. A negative number of digits argument rounds exponentially to the next ten, hundred, thousand, etc. Some examples of the ROUND function are listed in the following table: ROUND function =ROUND( ,1) =ROUND( ,2) =ROUND( ,0) =ROUND( ,-1) =ROUND(B7,2) Cell displays (one decimal place) (two decimal places) 4567 (no decimal places) 4570 (rounds to the nearest ten) 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 Creating a ROUND function WWP Training Limited Page 27

28 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 Procedures 1. Select the cell in which you want the result of the ROUND function to appear. 2. Type =round and an open parenthesis ( ( ). 3. Type the value, formula, cell address, or function you want to round, followed by a comma. 4. Type the desired number of decimal places. 5. Type the closing parenthesis ( ) ). 6. Press [Enter]. Step-by-Step Use the ROUND function. Display the Invest worksheet. 1. Select the cell in which you want the result of the ROUND function to appear. The cell is selected. 2. Type =round and an open parenthesis ( ( ). =round( appears in the cell and on the formula bar. 3. Type the value, formula, cell address, or function you want to round, followed by a comma. The text appears in the cell and on the formula bar. 4. Type the desired number of decimal places. The text appears in the cell and on the formula bar. 5. Type the closing parenthesis ( ) ). The closing parenthesis ( ) ) appears in the cell and on the formula bar. 6. Press [Enter]. The result of the ROUND function appears in the cell. Click cell F7 Type =round( Type d7, Type 4 Type ) Press [Enter] Page 28 WWP Training Limited

29 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions Notice that the number in cell G7 differs from that in cell E7 because it is based on the rounded number in cell F7. Then, copy the formula to the range F8:F12. Select the range D7:D12 and click the Decrease Decimal button on the Formatting toolbar twice to format the numbers for four decimal places. Notice that the values in column E do not change; the calculations are still based on the full number of decimal places. Use the Undo feature twice to remove the formatting. LIMITING THE PRECISION OF NUMBERS Discussion In order to calculate a worksheet using the numbers as they are displayed, you can limit the precision of formatted numbers. Limiting the precision changes the actual values in the worksheet to their formatted versions. For example, if a cell containing an actual value of is formatted with no decimal places, only 123 will display. In a calculation, however, Excel will still use (the entire number, including all decimal places). If you limit the precision of the cell to the formatted value, Excel will use only the formatted value (123) in calculations and will actually remove all decimal places in the stored number. Limiting the precision of numbers Be careful when limiting the precision of numbers because you cannot undo it. You can, however, restore your original numbers if you immediately exit the worksheet without saving the changes. WWP Training Limited Page 29

30 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 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. Step-by-Step Limit the precision of numbers. If necessary, display the Invest worksheet. Select cell C7. Notice that, although the salary displayed on the worksheet is 4975, the actual value in the cell is All the salaries in column C have three or more decimal places, even though the decimal places do not appear due to the cell formatting. 1. Select the Tools menu. The Tools menu appears. 2. Select the Options command. The Options dialog box opens. 3. Select the Calculation tab. The Calculation page appears. 4. Select the Precision as displayed option. The Precision as displayed option is selected. 5. Select OK. The Options dialog box closes, and a Microsoft Excel warning box opens to inform you that the data will permanently lose accuracy. 6. Select OK. The Microsoft Excel warning box closes, and the numbers in the worksheet are recalculated using limited precision. Click Tools Click Options... Click the Calculation tab Click Precision as displayed Click OK Click OK Page 30 WWP Training Limited

31 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions Select each of the cells in column C, one at a time. Notice that the decimal places have been removed. Close SALES72.XLS. WWP Training Limited Page 31

32 Lesson 1 - Using Advanced Functions Excel 2003: Level 3 EXERCISE USING ADVANCED FUNCTIONS Task Use advanced functions in a workbook. 1. Open Functex. 2. Display the Hours worksheet, if necessary. 3. Select cell F6 and use the VLOOKUP function to calculate the pay rate for full-time, part-time, or overtime work, according to job type. (Hint: The lookup value is the Job Type in C6, the lookup table is named table, and the column index number is the Type of Time in E6.) 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 sales (H5) are greater than or equal to 20,000, Yes should appear in the cell; otherwise, No should appear in the cell. (Hint: Do not add a comma in ) 7. Copy the formula to the range I6:I The customer discount depends on the customer status. In cell J5, use a 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:J A customer status of 2 or 4 indicates a long-standing, good credit history and the customer credit limit should be raised by 5%; all other credit limits will remain the same. In cell K5, use an OR condition in an IF function to display which customers should have their credit limits raised. Display 5% or 0% in the cells accordingly. 11. Copy the formula in cell K5 to K6:K13. Page 32 WWP Training Limited

33 Excel 2003: Level 3 Lesson 1 - Using Advanced Functions 12. Display the Sales-Current worksheet. 13. 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. 15. Use the ROUND function to round the results of the commission formula in cell C5 to two decimal places. (Hint: Modify the existing formula in C5.) Then, copy the formula to the range C6:C Format the numbers in the range B5:B13 so that no decimal places appear. 17. Limit the precision of numbers. Notice that the values in C5:C13 change accordingly. 18. Close the workbook without saving it. WWP Training Limited Page 33

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35 LESSON 2 - USING AUDITING TOOLS In this lesson, you will learn how to: Display the Formula Auditing toolbar Display/Remove dependent arrows Display/Remove precedent arrows Remove all tracer arrows Use the Trace Error button Trace cells causing errors Use the Error Checking button Use the Evaluate Formula button Use the Watch Window

36 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 DISPLAYING THE FORMULA AUDITING TOOLBAR Discussion The Formula Auditing toolbar provides tools that allow you to examine the association between cells and formulas in a worksheet. For example, you can use the Formula Auditing toolbar, to locate cells that are causing errors in formulas. By default, the Formula Auditing toolbar is a floating toolbar that can be moved to any location in the workspace. The Formula Auditing toolbar If the buttons on the Formula Auditing toolbar are not available, select the Tools menu, the Options command, and the View page. Then, make sure that either the Show all or Show placeholders option under Objects is selected. The Formula Auditing tools are also available on the Formula Auditing submenu on the Tools menu. Procedures 1. Right-click any toolbar. 2. Select the Formula Auditing command. Step-by-Step Open ORDER7.XLS. Display the Formula Auditing toolbar. If necessary, display the Orders worksheet. Page 36 WWP Training Limited

37 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 1. Right-click any toolbar. A list of available toolbars appears. 2. Select the Formula Auditing command. The Formula Auditing toolbar appears. Right-click the Standard toolbar Click Formula Auditing Drag the Formula Auditing toolbar as necessary so that it does not hide any worksheet data. DISPLAYING/REMOVING DEPENDENT ARROWS Discussion You can locate all formulas that reference a specific cell. Cells that reference data in another cell are called the dependents of that cell. If a cell is referenced by multiple formulas, it has multiple dependents; if a cell is referenced by only one formula, it has only one dependent. You can display all dependents of the active cell. This information will tell you which formulas are affected when you change the data in 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 by the change. You can display just direct dependents (those cells containing formulas which depend directly on the active cell) or dependents at all levels (cells containing all formulas which reference the active cell, either directly or indirectly). Excel displays dependent cells with blue tracer arrows that lead from the active cell to each dependent. If a formula contains an error, the tracer arrows are red. If the dependent cell is on a different worksheet, a black arrow points to a worksheet symbol. Once dependent tracer arrows are displayed, each subsequent click of the Trace Dependents button displays additional dependent levels. Your system will beep when there are no more additional levels. You can use the Remove Dependent Arrows button to easily remove tracer arrows from the display. Tracer arrows are removed one level at a time. WWP Training Limited Page 37

38 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 Displaying dependent cells To select the cell at the other end of a blue or red tracer arrow, you can double-click the arrow. To select the cell at the other end of the black arrow, double-click the arrow, select the cell address in the Go To dialog box, and then select OK. Procedures 1. Display the Formula Auditing toolbar. 2. Select the cell which has dependents you want to view. 3. Click the Trace Dependents button on the Formula Auditing toolbar. 4. Click the Trace Dependents button on the Formula Auditing toolbar to view additional dependent levels, as applicable. 5. Click the Remove Dependent Arrows button on the Formula Auditing toolbar as necessary to hide all dependent levels. Step-by-Step Display and remove dependent arrows. If necessary, display the Orders worksheet and the Formula Auditing toolbar. Page 38 WWP Training Limited

39 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 1. Select the cell which has dependents you want to view. The cell is selected. 2. Click the Trace Dependents button on the Formula Auditing toolbar. Blue tracer arrows point to each dependent cell. 3. Click the Trace Dependents button on the Formula Auditing toolbar to view additional dependent levels, as applicable. The tracer arrows display the next level of dependent cells. Click cell F5 Click Click 4. Click the Remove Dependent Arrows button on the Formula Auditing toolbar as necessary to hide all dependent levels. All tracer arrows are removed from the display. Click twice DISPLAYING/REMOVING PRECEDENT ARROWS Discussion You can locate all the cells to which a formula refers. The referenced cells are called the precedents of the cell containing the formula. You can display all the precedent cells of the active cell. Since 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, if the total price in an order entry worksheet does not seem correct, you can examine its precedents to determine if the price is in error. Excel displays precedent cells with blue tracer arrows that lead from each precedent cell to the active cell. If a formula contains an error, a red tracer arrow indicates the precedent cell that is the direct cause of the error. If a precedent cell is on a different worksheet, a black arrow points to a worksheet symbol. You can display direct precedents (cells referenced directly by the formula in the active cell) or precedents at all levels (all cells referenced by the formula, either directly or indirectly). Once precedent cells are displayed, each subsequent click of the Trace Precedents button displays additional precedent levels. Your system will beep when there are no additional precedent levels. You can use the Remove Precedent Arrows button to easily hide precedent cells from the display. the tracer arrows are removed one level at a time. WWP Training Limited Page 39

40 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 To select the cell at the other end of a blue or red tracer arrow, you can double-click the arrow. To select the cell at the other end of the black arrow, double-click the arrow, select the cell address in the Go To dialog box, and then select OK. Procedures 1. Display the Formula Auditing toolbar. 2. Select the cell which has precedents you want to view. 3. Click the Trace Precedents button on the Formula Auditing toolbar. 4. Click the Trace Precedents button on the Formula Auditing toolbar to view additional precedent levels, as applicable. 5. Click the Remove Precedent Arrows button on the Formula Auditing toolbar as necessary to hide all precedent levels. Step-by-Step Display and remove precedent arrows. If necessary, display the Orders worksheet and the Formula Auditing toolbar. 1. Select the cell which has precedents you want to view. The cell is selected. 2. Click the Trace Precedents button on the Formula Auditing toolbar. Blue tracer arrows point to the active cell from each precedent cell. 3. Click the Trace Precedents button on the Formula Auditing toolbar to view additional precedent levels, as applicable. The tracer arrows display the next level of precedent cells. Click cell E5 Click Click Page 40 WWP Training Limited

41 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 4. Click the Remove Precedent Arrows button on the Formula Auditing toolbar as necessary to hide all precedent levels. All tracer arrows are removed from the display. Click twice REMOVING ALL TRACER ARROWS Discussion Since dependent and precedent tracer arrows print with a worksheet, you can remove them to print the worksheet. You can remove just the dependent tracer arrows, just the precedent tracer arrows, or all tracer arrows. Procedures 1. Display the Formula Auditing toolbar. 2. Click the Remove All Arrows button on the Formula Auditing toolbar. Step-by-Step Remove all tracer arrows. If necessary, display the Orders worksheet and Formula Auditing toolbar. Display precedent arrows for cell E5 and dependent arrows for cell F5. 1. Click the Remove All Arrows button on the Formula Auditing toolbar. All tracer arrows are removed from the display. Click WWP Training Limited Page 41

42 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 USING THE TRACE ERROR BUTTON Discussion Excel provides automatic error checking smart tags to help you correct errors in formulas. These predefined formula errors are determined by rules designed to find formulas with common mistakes. These rules are described in the following table. Rules Evaluates to an error value Text date with 2 digit year Number stored as text Inconsistent formula in region Formulas omits cells in region Unlocked cells containing formulas Formulas referring to empty cells Description The formula syntax appears to be incorrect A two-digit year could be computed in the wrong century Numbers formatted as text may sort improperly The formula does not match the reference sequence of adjacent formulas The formula does not contain the entire range of cells to be calculated The formulas in unlocked cells can be inadvertently changed The formula references empty cells Every cell containing an incorrect formula is earmarked with a comment marker in its top, left corner. When you select a cell with a formula error, the Trace Error button appears. Pointing to the Trace Error button displays a ScreenTip that describes the identified error. Clicking the Trace Error button displays an explanation of the detected error, as well as a list of commands that allow you to correct the error, ask for help in correcting the error, ignore the error, edit the error, or display the Error Checking page in the Options dialog box. Page 42 WWP Training Limited

43 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools Using the Trace Error button The Trace Error button will not appear unless the Enable background error checking option is selected on the Error Checking page in the Options dialog box. Procedures 1. Select any cell with a formula error. 2. Click the Trace Error button adjacent to the active cell. 3. Select the desired command. Step-by-Step Use the Trace Error button to correct a formula error. If necessary, display the Orders worksheet and the Formula Auditing toolbar. 1. Select any cell with a formula error. The cell is selected and the Trace Error button appears. 2. Click the Trace Error button adjacent to the active cell. A list of available error checking options appears. Click cell E7 Click WWP Training Limited Page 43

44 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 3. Select the desired command. The error is corrected, the Trace Error button disappears, and the cell is no longer identified as containing an error. Click Copy Formula from Above Notice that the formula has been corrected to C7*D7. TRACING CELLS CAUSING ERRORS Discussion If a formula results in an error (such as #REF), you can determine whether the error is the result of an error in the formula itself or of an error in a precedent formula. For example, if the formula in an order entry worksheet that calculates the shipping rate results in an error, you can identify whether a price formula referenced by the shipping rate formula is in error or whether the problem is in the shipping rate formula itself. When you trace errors, red tracer arrows indicate formulas that are in 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 an error in the active cell, only blue arrows will appear. You can then examine the active cell to determine whether the values or the formula itself are causing the problem. In addition to tracer arrows, the Trace Error button appears adjacent to the active cell if it contains an error. Clicking the Trace Error button displays a list of error checking commands, including the reason the formula was flagged. You can double-click any tracer arrow to select the cell at its other end. You can use the Validation command on the Data menu to set restrictions on the data entered into a cell. The Circle Invalid Data button on the Formula Auditing toolbar circles any cell with data that does not meet the validation criteria set for that cell. Procedures 1. Display the Formula Auditing toolbar. 2. Select any cell containing an error. Page 44 WWP Training Limited

45 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 3. Click the Trace Error button on the Formula Auditing toolbar. Step-by-Step Trace cells causing an error in the active cell. If necessary, display the Orders worksheet and Formula Auditing toolbar. 1. Select any cell containing an error. The cell pointer moves to the cell, and the Trace Error button appears adjacent to the active cell. 2. Click the Trace Error button on the Formula Auditing toolbar. Red tracer arrows indicate cells with errors. Click cell G15 Click The arrows indicate that the error in cell G15 is caused by an error in cell G11, the error in cell G11 is caused by an error in cell F11, and cell F11 is the starting point of the error; the HLOOKUP formula in cell F11 should use a 2 rather than a 3 as its last argument. In the HLOOKUP formula in cell F11, change the 3 to a 2 and press [Enter]. All worksheet cells are now correctly computed and the red tracer arrows no longer appear. Hide any remaining tracer arrows. USING THE ERROR CHECKING BUTTON Discussion The Error Checking button on the Formula Auditing toolbar helps you locate cells that contain one of several predefined formula errors. An error check identifies errors based on rules designed to find formulas with common mistakes. It finds dates entered with a two-digit year, numbers entered as text, and inconsistent formulas, as well as skipped cells in formulas, formulas that refer to empty cells, and formulas in unlocked cells. The Error Checking button is an efficient method of checking the entire worksheet for errors. The error check begins at the current cell and steps from one incorrect cell to the next. The information in the Error Checking dialog box changes, depending on the type of error encountered. You can automatically correct the formula error, ask for help in correcting the error, ignore the error, or edit the error. You are notified when all errors in the worksheet have been corrected. WWP Training Limited Page 45

46 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 Performing an error check The Options button in the Error Checking dialog box allows you to select or deselect error checking rules as desired. Procedures 1. Display the Formula Auditing toolbar. 2. Click the Error Checking button on the Formula Auditing toolbar. 3. Select the desired buttons in the Error Checking dialog box. 4. To manually correct an error, select the Edit in Formula Bar button. 5. Correct the formula as needed. 6. Select the Resume button in the Error Checking dialog box to continue reviewing errors. 7. Correct or ignore any additional errors as desired. 8. When Excel notifies you that the error check is complete, select OK. Step-by-Step Use the Error Checking button to identify and correct errors. If necessary, display the Formula Auditing toolbar. Display the Checking worksheet. Select cell G1; notice that the date is entered as a two-digit year. Then, select cell A1. Page 46 WWP Training Limited

47 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 1. Click the Error Checking button on the Formula Auditing toolbar. The Error Checking dialog box opens, and the first cell containing an error is selected in the worksheet. 2. Select the desired button in the Error Checking dialog box. The error is corrected, and the next cell containing an error is selected. 3. Select the desired button in the Error Checking dialog box. The error is corrected, and the next cell containing an error is selected. 4. Continue correcting errors in the worksheet. The errors are corrected. 5. To manually correct an error, select the Edit in Formula Bar button. The insertion point appears in the formula on the formula bar. 6. Correct the formula as needed. The corrections are made to the formula. 7. Select the Resume button in the Error Checking dialog box to continue reviewing errors. The next cell containing an error is selected, or a Microsoft Excel message box opens to inform you that the error check is complete. 8. When Excel notifies you that the error check is complete, select OK. Both the Microsoft Excel message box and Error Checking dialog box close. Click Click Convert XX to 20XX Click Convert to Number Follow the instructions below the table before continuing on to the next step Click Edit in Formula Bar Press [Backspace] twice Click Resume Click OK Correct the following errors by clicking the indicated buttons: Cell G7 E9 G9 D19 Button Copy Formula from Above Copy Formula from Left Lock Cell Update Formula to Include Cells Return to the table and continue on with the next step (step 5). WWP Training Limited Page 47

48 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 Select cell G1 and notice that the date is now entered as a four-digit year. USING THE EVALUATE FORMULA BUTTON Discussion The Evaluate Formula button on the Formula Auditing toolbar allows you to evaluate each expression in a formula before and after it is calculated. The Evaluate button steps through each expression in the formula, displaying its result within the formula itself. The expression being evaluated is underlined. After each expression has been evaluated, the entire formula is underlined and you can click the Evaluate button once more to display the result of the formula. The Step In and Step Out buttons allow you to step through nested formulas by displaying the selected expression in a separate evaluation box. You can continue stepping into each nested expression until you have evaluated all precedents. To proceed to the next expression in the original formula, you must then step out of each nested expression until only one evaluation box remains. When you have finished evaluating all the expressions, you can click the Evaluate button once more to display the result of the formula. Evaluating a formula Procedures 1. Display the Formula Auditing toolbar. 2. Select the cell containing the formula you want to evaluate. 3. Click the Evaluate Formula button on the Formula Auditing toolbar. 4. Select Evaluate to view the result of the underlined expression. 5. Select Step In to evaluate a nested expression. Page 48 WWP Training Limited

49 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools 6. Select Step Out to return to the original formula. 7. Evaluate additional expressions until the entire formula is underlined. 8. When the entire formula is underlined, select Evaluate one more time. 9. Select Restart to evaluate the formula again or Close to end the evaluation. Step-by-Step Use the Evaluate Formula button. If necessary, display the Formula Auditing toolbar Display the Orders worksheet. 1. Select the cell containing the formula you want to evaluate. The cell is selected. 2. Click the Evaluate Formula button on the Formula Auditing toolbar. The Evaluate Formula dialog box opens, the formula appears in the Evaluation box, and the first expression in the formula is underlined. 3. Select Evaluate to view the result of the underlined expression. The result of the underlined expression appears in the formula, and the next expression in the formula is underlined. 4. Select Step In to evaluate a nested expression. The nested expression is evaluated in a second Evaluation box. 5. Select Step Out to return to the original formula. The second Evaluation box disappears, and the next expression in the formula is underlined. Click C5 Click Click Evaluate Click Step In Click Step Out WWP Training Limited Page 49

50 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 6. When the entire formula is underlined, select Evaluate one more time. The formula result appears in the Evaluation box. 7. Select Restart to evaluate the formula again or Close to end the evaluation. The first expression in the formula is underlined in the Evaluation box, or the Evaluate Formula dialog box closes. Click Evaluate Click Close USING THE WATCH WINDOW Discussion You can use the Watch Window to view one or more ranges of cells in one convenient location. The Watch Window can be used to select and display cells containing any type of data. It displays the location and content of cells in columnar rather than spreadsheet format, making it easier to view cells that do not appear in the worksheet window. The Watch Window can help you keep track of how your current changes affect related cells in another area of the same worksheet or in a different worksheet. To add cells from another workbook to the Watch Window, that workbook must be open. Although the Watch Window functions as a window, it is actually a toolbar. Therefore, you can drag it to any desired position in the window or dock it along any edge. In addition, you can work in the worksheet while the Watch Window is open, as well as display the Watch Window from the toolbar shortcut menu. The Watch Window To delete information from the Watch Window toolbar, select the row or rows you want to delete and then select the Delete Watch button or press the [Delete] key. Page 50 WWP Training Limited

51 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools You can also right-click any cell and select the Add Watch command to add individual cells to the Watch Window toolbar. This action displays the Watch Window toolbar with the new entry added. You can also display the Watch Window toolbar by rightclicking any toolbar and selecting the Watch Window command. Procedures 1. Display the Formula Auditing toolbar. 2. Click the Show Watch Window button on the Formula Auditing toolbar. 3. Select the range you want to add to the Watch Window. 4. Select the Add Watch button in the Watch Window. 5. Select Add in the Add Watch dialog box. Step-by-Step Use the Watch Window. If necessary, display the Formula Auditing toolbar. Display the Watch worksheet. 1. Click the Show Watch Window button on the Formula Auditing toolbar. The Watch Window appears. 2. Select the range you want to add to the Watch Window. The range is selected. 3. Select the Add Watch button in the Watch Window. The Add Watch dialog box opens with the selected range displayed. Click Drag A3:B7 Click Add Watch... WWP Training Limited Page 51

52 Lesson 2 - Using Auditing Tools Excel 2003: Level 3 4. Select Add in the Add Watch dialog box. The Add Watch dialog box closes, and the selected cells appear in the Watch Window. Click Add If necessary, expand the Watch Window to display all the information in it. Notice that complete formulas and their results appear. Practice the Concept: Reposition the Watch Window as necessary. Drag the range C3:D7 and add it to the Watch Window. In the worksheet, change cell C3 to Notice that the values in the Watch Window change accordingly. Double-click the B3 entry in the Watch Window to select the corresponding cell. Then, select the Delete Watch button to delete the entry from the Watch Window. Hide the Watch Window and the Formula Auditing toolbar. Right-click cell B3 and select the Add Watch command. Select all the entries in the Watch Window by clicking the first entry, holding [Shift], scrolling as necessary, and clicking the last entry. Use the Delete Watch button to delete all the entries. Then, hide the Watch Window. Close ORDER7.XLS. Page 52 WWP Training Limited

53 Excel 2003: Level 3 Lesson 2 - Using Auditing Tools EXERCISE USING AUDITING TOOLS Task Use the Excel Auditing tools. 1. Open Comm Display the Bonuses worksheet, if necessary. 3. Display the Formula Auditing toolbar. 4. Display all dependent cells for cell E8. Then, hide one level of tracer arrows. 5. Display all precedent cells for cell I14. Then, hide one level of tracer arrows. 6. Hide all displayed tracer arrows. 7. Select cell F14, which contains an error. Use the Trace Error button on the Formula Auditing toolbar to display its tracer arrows. Notice that the error is caused by an error in the formula in cell F9. 8. Select cell F9 and correct the formula to =E9/$E$ Copy the formula in cell F9 to the range F10:F13 to correct all the formulas. 10. Select the Checking worksheet. Select cell B14 and use the Trace Error button to correct the formula error in it. (Hint: Select the option to update the formula to include cells B12 and B13.) 11. Use the Error Checking tool on the Formula Auditing toolbar to correct the errors in cells B4, B5, E11, and D14. Ignore the error in F Evaluate all expressions in the formula in cell I Add cells I8:I13 to the Watch Window. 14. Right-click cell C14 and add it to the Watch Window. 15. Delete all cells from the Watch Window and then close the Watch Window. 16. Hide the Formula Auditing toolbar. 17. Close the workbook without saving it. WWP Training Limited Page 53

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55 LESSON 3 - WORKING WITH OUTLINES In this lesson, you will learn how to: Apply an outline Collapse/Expand an outline Modify outline settings Clear an outline Use Auto Outline

56 Lesson 3 - Working with Outlines Excel 2003: 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. 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 Data menu, pointing to the Group and Outline command, and selecting the Settings command. Page 56 WWP Training Limited

57 Excel 2003: Level 3 Lesson 3 - Working with Outlines 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 command, 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. Step-by-Step Open OUTLINE.XLS. Apply an outline to a worksheet. If necessary, go to the District 1 worksheet. 1. Select the rows or columns that contain the detail data. The rows or columns are selected. 2. Select the Data menu. The Data menu appears. 3. Point to the Group and Outline command. The Group and Outline submenu appears. 4. Select the Group command. The selected rows or columns are grouped and the outline symbols appear at the left or top of the worksheet. Drag column headings B through D Click Data Point to Group and Outline Click Group... Practice the Concept: Drag B3:I7 and apply an outline to the rows by selecting the Rows option in the Group dialog box. Select OK to close the Group dialog box. Apply an outline to rows 11 through 14. Click any cell to deselect the range. WWP Training Limited Page 57

58 Lesson 3 - Working with Outlines Excel 2003: Level 3 COLLAPSING/EXPANDING 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 as well as how much data is printed. Collapsing an outline You can also use the row and column level outline 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 outline symbol. 2. To expand an outline, click the show detail outline symbol. Page 58 WWP Training Limited

59 Excel 2003: Level 3 Lesson 3 - Working with Outlines Step-by-Step Collapse and expand the details in an outline. If necessary, go to the District 1 worksheet. 1. To collapse an outline level, click the hide detail outline symbol. The detail levels of the outline collapse. Click above column E 2. To expand an outline, click the show detail outline symbol. The detail levels of the outline appear. Click above column E Practice the Concept: Collapse and expand the January detail rows. Click the 1 row level number outline symbol to collapse all the grouped rows. Click the 2 row level number outline symbol to expand all the grouped rows. 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. Modifying outline settings WWP Training Limited Page 59

60 Lesson 3 - Working with Outlines Excel 2003: Level 3 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. Step-by-Step Modify outline settings. If necessary, go to the District 1 worksheet and expand all outline levels. 1. Select the Data menu. The Data menu appears. 2. Point to the Group and Outline command. The Group and Outline submenu appears. 3. Select the Settings command. The Settings dialog box opens. 4. Select or deselect the desired option. The desired option is selected or deselected. 5. Select OK. The Settings dialog box closes and the hide detail outline symbols move accordingly. Click Data Point to Group and Outline Click Settings... Click Summary columns to right of detail to deselect it Click OK Practice the Concept: Open the Settings dialog box and select the Summary columns to right of detail option. Page 60 WWP Training Limited

61 Excel 2003: Level 3 Lesson 3 - Working with Outlines 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 feature to reverse the action. Procedures 1. Select the Data menu. 2. Point to the Group and Outline command. 3. Select the Clear Outline command. Step-by-Step Clear an outline from a worksheet. If necessary, go to the District 1 worksheet and deselect any selected ranges. 1. Select the Data menu. The Data menu appears. 2. Point to the Group and Outline command. The Group and Outline submenu appears. Click Data Point to Group and Outline WWP Training Limited Page 61

62 Lesson 3 - Working with Outlines Excel 2003: Level 3 3. Select the Clear Outline command. The outline is cleared and the outline symbols disappear. Click Clear Outline 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. Step-by-Step Use Auto Outline to create an outline in a worksheet. Go to the District Rpt. worksheet. Page 62 WWP Training Limited

63 Excel 2003: Level 3 Lesson 3 - Working with Outlines 1. Select the Data menu. The Data menu appears. 2. Point to the Group and Outline command. The Group and Outline submenu appears. 3. Select the Auto Outline command. The outline symbols appear on the worksheet. Click Data Point to Group and Outline Click Auto Outline Practice the Concept: Collapse and expand the outline as desired. Notice that Excel has created multiple levels. Clear the outline. Close OUTLINE.XLS. WWP Training Limited Page 63

64 Lesson 3 - Working with Outlines Excel 2003: Level 3 EXERCISE WORKING WITH OUTLINES Task Apply and use an outline. 1. Open Region Go to the Expenses worksheet, if necessary. 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. Page 64 WWP Training Limited

65 LESSON 4 - CONSOLIDATING WORKSHEETS In this lesson, you will learn how to: Consolidate worksheets Consolidate by category Consolidate by position

66 Lesson 4 - Consolidating Worksheets Excel 2003: Level 3 CONSOLIDATING WORKSHEETS Discussion You can consolidate data from several worksheets 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 the sum of all the data into a single worksheet. To consolidate data, you must first select the range where you want to display the consolidated information (the consolidation table). The consolidation table can be on the same worksheet as the source data, in a separate worksheet, or even in a separate workbook. You must then select each range from which you want to consolidate information (the data sources). You can consolidate data from a maximum of 255 source ranges. You must also select the desired summary function; Excel provides eleven different summary functions, including Sum, Count, and Average. The source data can be copied or linked to the consolidation table. If the source data is linked to the consolidation table, the consolidation table will be automatically updated each time the source data changes. When Excel consolidates data, a row is added to the consolidation table for each source range. Although these rows are collapsed by default, you can expand them to view the source data. CONSOLIDATING BY CATEGORY Discussion You can consolidate information based on categories. This method is useful when the column or row headings are the same for all the data you want to consolidate, but are positioned differently in each source area. For example, in a workbook tracking sales for several regions, the sales products may be organized differently in each worksheet. You can consolidate by category to sum all the sales products, regardless of their order on the individual worksheets. When you consolidate by category, Excel matches the column or row labels to consolidate the data. Consequently, you must select the column and/or row headings in the consolidation table, as well as in all source areas. A source area can contain categories of information not included in the consolidation table. Excel will only extract source information from categories that appear in the consolidation table. Page 66 WWP Training Limited

67 Excel 2003: Level 3 Lesson 4 - Consolidating Worksheets Consolidating data by category When you consolidate by category, the labels across each category must be identical; if any one label is misspelled or capitalized differently, that data will not be consolidated. Procedures 1. Open all workbooks from which you want to consolidate data. 2. Select the range for the consolidation table. 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 under Use labels in. 8. Select the Left column option under Use labels in. 9. Select the Create links to source data option, if desired. 10. Click the Collapse Dialog button in the Reference box. 11. Select the first worksheet or workbook containing a source area you want to consolidate. 12. Select the desired source area, including the row and column labels. 13. Click the Expand Dialog button. 14. Select Add. WWP Training Limited Page 67

68 Lesson 4 - Consolidating Worksheets Excel 2003: Level Click the Collapse Dialog button in the Reference box. 16. Select the next worksheet or workbook containing a source area you want to consolidate. 17. Select the desired source area, including the row and column labels. 18. Click the Expand Dialog button. 19. Select Add. 20. Select additional source areas as desired. 21. Select OK. Step-by-Step Open TOTALREG.XLS. Consolidate by category. View the row and column headings for the All Regions, North, South, and Central worksheets. Though placed in different positions, the category labels are identical. Notice that the Central worksheet contains a Training category not included in the other worksheets. Then, display the All Regions worksheet. 1. Select the range for the consolidation table. The range is selected. 2. Select the Data menu. The Data menu appears. 3. Select the Consolidate command. The Consolidate dialog box opens. 4. Select the Function list. A list of available functions appears. 5. Select the desired function. The function is selected. Drag C9:G14 Click Data Click Consolidate... Click Function Click Sum, if necessary 6. Select the Top row option under Use labels in. The Top row option is selected. 7. Select the Left column option under Use labels in. The Left column option is selected. Click Click Top row Left column Page 68 WWP Training Limited

69 Excel 2003: Level 3 Lesson 4 - Consolidating Worksheets 8. Select the Create links to source data option, if desired. The Create links to source data option is selected. 9. Click the Collapse Dialog button in the Reference box. The Consolidate dialog box collapses. 10. Select the first worksheet or workbook containing a source area you want to consolidate. The source area in the worksheet or workbook appears. 11. Select the desired source area, including the row and column labels. The range appears in the Consolidate dialog box. 12. Click the Expand Dialog button. The Consolidate dialog box expands. 13. Select Add. The reference is added to the All references list box. 14. Click the Collapse Dialog button in the Reference box. The Consolidate dialog box collapses. 15. Select the next worksheet or workbook containing a source area you want to consolidate. The source area in the worksheet or workbook appears. 16. Select the desired source area, including the row and column labels. The range appears in the Consolidate dialog box. 17. Click the Expand Dialog button. The Consolidate dialog box expands. 18. Select Add. The reference is added to the All references list box. 19. Select additional source areas as desired. The references are added to the All references list box. Click Create links to source data Click Click the North tab Drag C9:G14 Click Click Add Click Click the South tab Drag C13:G23 Click Click Add Follow the instructions shown below the table before continuing on to the next step WWP Training Limited Page 69

70 Lesson 4 - Consolidating Worksheets Excel 2003: Level Select OK. The Consolidate dialog box closes, and the consolidated data appears in the consolidation table. Click OK Add the range C13:G19 on the Central worksheet to the All references list box. Return to the table and continue on to the next step (step 20). After you have completed the consolidation, click the 2 row level symbol in the upper, left corner of the All Regions worksheet to expand the outline and view the consolidation table details. Click in the consolidation table and select the AutoFormat command from the Format menu. Apply the Classic 3 style. Then, widen column D as necessary. Click the 1 row level symbol to collapse the data. Close TOTALREG.XLS. CONSOLIDATING BY POSITION Discussion You can consolidate information based on the position of the source data. This method is useful when the data appears in the same location or relative position on all the worksheets 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. When you consolidate by position, you do not need to include the row or column headings when specifying the destination and source ranges. Data consolidated by position Page 70 WWP Training Limited

71 Excel 2003: Level 3 Lesson 4 - Consolidating Worksheets Source data does not need to be located in identical locations; it can be arranged in the same relative location. For example, the Phone, Hotel, and Meals data can be located in columns B, C, and D in one source and in columns G, H, and I in another. Procedures 1. Open all workbooks from which you want to consolidate data. 2. Select the range for the consolidation table, not including 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 in the Reference box. 9. Select the first worksheet you want to consolidate. 10. Select the desired source data. 11. Click the Expand Dialog button. 12. Select Add. 13. Add other source data ranges to the All references list box, as necessary. 14. Select OK. Step-by-Step Open WEEKLY.XLS. Consolidate by position. View the Central, Southeast, and Northeast worksheets. Notice that the arrangement of the data is the same, even though it appears at different locations on each worksheet. Notice also that the column and row labels are different as well. Display the By Week worksheet. WWP Training Limited Page 71

72 Lesson 4 - Consolidating Worksheets Excel 2003: Level 3 1. Select the range for the consolidation table, not including row or column labels. The range is selected. 2. Select the Data menu. The Data menu appears. 3. Select the Consolidate command. The Consolidate dialog box opens. 4. Select the Function list. A list of available functions appears. 5. Select the desired function. The function is selected. 6. Select the Create links to source data option. The Create links to source data option is selected. 7. Click the Collapse Dialog button in the Reference box. The Consolidate dialog box collapses. 8. Select the first worksheet you want to consolidate. The worksheet appears. 9. Select the desired source data. The data is selected. 10. Click the Expand Dialog button. The Consolidate dialog box expands, and the selected range appears in the Reference box. 11. Select Add. The range is added to the All references list. 12. Add other source data ranges to the All references list box, as necessary. The references appear in the All references list. 13. Select OK. The Consolidate dialog box closes, and the data is consolidated by position. Drag B8:D12 Click Data Click Consolidate... Click Function Click Average Click Create links to source data Click Click the Central tab Drag B9:D13 Click Click Add Follow the instructions shown below the table before continuing on to the next step Click OK Add the source data in D8:F12 on the Southeast worksheet. Then, add the source data in B7:D11 on the Northeast worksheet. Return to the table and continue on to the next step (step 13). Page 72 WWP Training Limited

73 Excel 2003: Level 3 Lesson 4 - Consolidating Worksheets After you have completed the consolidation, click the 2 row level symbol in the upper left corner of the By Week worksheet to expand the outline and view the details of each consolidated data range. To make the data easier to read, click in the consolidation table, select the AutoFormat command from the Format menu and apply the Simple style. Then, click the 1 row level symbol to collapse the data. Close WEEKLY.XLS. WWP Training Limited Page 73

74 Lesson 4 - Consolidating Worksheets Excel 2003: Level 3 EXERCISE CONSOLIDATING WORKSHEETS Task Consolidate data from several 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 consolidation table and then open the Consolidate dialog box. 5. Use the Sum function and create links to the source data. 6. Select and add the data in B3:H7 in both the Qtr 1 and Qtr 2 worksheets. Then, consolidate the data. 7. Display the Totals worksheet. 8. Select the range A3:E8 as the consolidation table and open the Consolidate dialog box. 9. Use the Sum function and create links to the source data. Because you are consolidating by category, select the Top row and Left column options. 10. Select the data in the range A3:H18 in the Semi worksheet and add it to the All references list box. (Hint: It does not matter if the table is expanded or collapsed.) 11. Select and add the data in A2:K7 in the Qtr 3 worksheet; select and add the data in A2:H11 in the Qtr 4 worksheet. Then, consolidate the data. 12. Apply the Classic 3 AutoFormat. Then, expand the consolidation table to outline level Close the workbook without saving it. Page 74 WWP Training Limited

75 Excel 2003: Level 3 Lesson 4 - Consolidating Worksheets WWP Training Limited Page 75

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77 LESSON 5 - WORKING WITH 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

78 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: 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. Selecting Custom from the Allow list on the Settings page in the Data Validation dialog box 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 78 WWP Training Limited

79 Excel 2003: Level 3 Lesson 5 - Working with 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 box for the restriction you want to set. 10. Type the restriction. 11. Select additional boxes as necessary. 12. Type additional restrictions. 13. Select OK. Step-by-Step Open EMPLOY4a.XLS. Use data validation to restrict data entry. 1. Select the cells with the data entry you want to restrict. The cells are selected. 2. Select the Data menu. The Data menu appears. 3. Select the Validation command. The Data Validation dialog box opens. 4. Select the Settings tab. The Settings page appears. 5. Select the Allow list. A list of options appears. 6. Select the desired option. The desired option appears in the Allow box. Click column letter E Click Data Click Validation... Click the Settings tab, if necessary Click Allow Click Whole number WWP Training Limited Page 79

80 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: Level 3 7. Select the Data list. A list of options appears. 8. Select the desired option. The desired option appears in the Data box. 9. Select the box for the restriction you want to set. The insertion point appears in the appropriate box. 10. Type the restriction. The text appears in the appropriate box. 11. Select additional boxes as necessary. The insertion point appears in the boxes. 12. Type additional restrictions. The restrictions appear in the boxes. 13. Select OK. The Data Validation dialog box closes and the data validation is applied to the selected cells. Click Data Click between Click in the Minimum box Type 2 Click in the Maximum box Type 7 Click OK Type 8 in cell E6 and press [Enter]. A Microsoft Excel message box opens, informing you that your entry is not valid. Select Cancel to close the message box. Type 3 and press [Enter]. 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. Page 80 WWP Training Limited

81 Excel 2003: Level 3 Lesson 5 - Working with Data Validation and Subtotals 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. 4. Select the Settings tab. 5. Select the Allow list. 6. Select List. 7. Click the Collapse Dialog button in the Source box. 8. Drag to select the list range in the worksheet. 9. Click the Expand Dialog button in the Source box. 10. Select OK. Step-by-Step Validate data using a list. 1. Select the cells with the data entry you want to restrict to a list. The cells are selected. 2. Select the Data menu. The Data menu appears. 3. Select the Validation command. The Data Validation dialog box opens. 4. Select the Settings tab. The Settings page appears. 5. Select the Allow list. A list of options appears. 6. Select List. List appears in the Allow box. Click column letter D Click Data Click Validation... Click the Settings tab, if necessary Click Allow Click List 7. Click the Collapse Dialog button in the Source box. The Data Validation dialog box collapses. Click box in the Source WWP Training Limited Page 81

82 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: Level 3 8. Drag to select the list range. A blinking marquee appears around the selected range and the address appears in the Data Validation dialog box. 9. Click the Expand Dialog button in the Source box. The Data Validation dialog box expands. 10. Select OK. The Data Validation dialog box closes and the data validation is applied to the selected cells. Scroll right to column J, if necessary, and drag J1:J4 Click in the Data Validation dialog Click OK Scroll, if necessary, and select cell D6. Click the drop-down arrow and select Production from the list. Type Marketing into cell D6 and press [Enter]. A Microsoft Excel message box opens, informing you that your entry is not valid. Select Cancel to close the message box. 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. Page 82 WWP Training Limited

83 Excel 2003: Level 3 Lesson 5 - Working with Data Validation and Subtotals Procedures 1. Select the cells with the error message you want to customize. 2. Select the Data menu. 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 box. 8. Type the desired title. 9. Select the Error message box. 10. Type the desired error message. 11. Select OK. Step-by-Step Create a custom error message. 1. Select the cells with the error message you want to customize. The cells are selected. 2. Select the Data menu. The Data menu appears. 3. Select the Validation command. The Data Validation dialog box opens. 4. Select the Error Alert tab. The Error Alert page appears. 5. Select the Style list. A list of styles appears. 6. Select the desired style. The desired style appears in the Style box. 7. Select the Title box. The insertion point appears in the Title box. Click column letter E Click Data Click Validation... Click the Error Alert tab Click Style Click Warning Click in the Title box WWP Training Limited Page 83

84 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: Level 3 8. Type the desired title. The text appears in the Title box. 9. Select the Error message box. The insertion point appears in the Error message box. 10. Type the desired error message. The text appears in the Error message box. 11. Select OK. The Data Validation dialog box closes and the error message is saved. Type Status Error Click in the Error message box Type Only entries between 2 and 7 accepted! Click OK Type 8 in cell E6 and press [Enter]. A Microsoft Excel warning box opens with your custom message. Select Yes to enter your text and close the warning box. 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. Step-by-Step Remove data validation. Page 84 WWP Training Limited

85 Excel 2003: Level 3 Lesson 5 - Working with Data Validation and Subtotals 1. Select the cells with the data validation you want to remove. The cells are selected. 2. Select the Data menu. The Data menu appears. 3. Select the Validation command. The Data Validation dialog box opens. 4. Select Clear All. The restrictions are cleared on all pages in the Data Validation dialog box. 5. Select OK. The Data Validation dialog box closes and the data validation is removed from the selected cells. Click column letter D Click Data Click Validation... Click Clear All Click OK Click in any cell to deselect the range. 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. WWP Training Limited Page 85

86 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: Level 3 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. 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. Page 86 WWP Training Limited

87 Excel 2003: Level 3 Lesson 5 - Working with Data Validation and Subtotals 11. Select OK. Step-by-Step Create subtotals in a list. 1. Select a cell in the column containing the field you want to group. The cell is selected. 2. Click the Sort Ascending button on the Standard toolbar. The list is sorted in ascending order based on the entries in the selected column. 3. Select the Data menu. The Data menu appears. 4. Select the Subtotals command. The Subtotal dialog box opens. 5. Select the At each change in list. A list of fields appears. 6. Select the same field in which the list is sorted. The field name appears in the At each change in box. 7. Select the Use function list. A list of functions appears. 8. Select the desired function. The function appears in the Use function box. Click cell D6 Click Click Data Click Subtotals... Click At each change in Click Department Click Use function Click Sum, if necessary 9. Select the field you want to calculate in the Add subtotal to list box. The desired field is selected. Click Salary 10. Select or deselect additional fields as desired. The fields are selected or deselected. 11. Select OK. The Subtotal dialog box closes, outlining is applied to the list, and subtotals appear for each group. Click Raise, if necessary Click OK Scroll to the bottom of the list to view the Grand Total row. Scroll back to the top of the worksheet. WWP Training Limited Page 87

88 Lesson 5 - Working with Data Validation and Subtotals Excel 2003: Level 3 Select the level 2 outline symbol to collapse the outline details. Click the show detail outline symbol next to row 27 to expand the Production group. Display all the details by selecting the level 3 outline symbol. 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. Step-by-Step Remove subtotals from a list. 1. Select a cell in the list containing the subtotals you want to remove. The cell is selected. 2. Select the Data menu. The Data menu appears. 3. Select the Subtotals command. The Subtotal dialog box opens. 4. Select Remove All. The Subtotals dialog box closes and the subtotals and outlining are removed from the list. Click cell A6, if necessary Click Data Click Subtotals... Click Remove All Close EMPLOY4a.XLS. Page 88 WWP Training Limited

89 Excel 2003: Level 3 Lesson 5 - Working with Data Validation and Subtotals EXERCISE WORKING WITH DATA VALIDATION AND SUBTOTALS Task Work with data validation and subtotals 1. Open Person4 and display the PartTime worksheet, if necessary. 2. Select the Employees worksheet. 3. Sort the records by the Status field and then by the Department field within each status. 4. Create subtotals to sum the salaries by the Status field. 5. Remove the subtotals. 6. Create validation limits on the data in the Birthdate field. Limit the data entry to dates between 1/1/1940 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!. 8. 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. 10. Close the workbook without saving it. WWP Training Limited Page 89

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91 LESSON 6 - 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

92 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level 3 APPLYING CONDITIONAL FORMATS Discussion You can use the Conditional Formatting feature to visually emphasize data that meets certain conditions. For instance, you can have all sales greater than or equal to a certain value appear in a different font colour. Excel provides two conditional format types: Cell Value Is and Formula Is. The Cell Value Is option applies the conditional formatting based on the values or contents of the selected cells. The Formula Is option applies the conditional formatting based on the result of a logical formula; the formula must evaluate to true or false. Applying a conditional format You can use the Format Painter button to copy conditional formatting from one range to another. Conditional formatting overrides AutoFormat settings. Procedures 1. Select the range to which you want to apply a conditional format. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Under Condition 1, select the first list on the left. 5. Select the desired conditional format type. 6. Select the second list from the left. 7. Select the desired operator. 8. Select the box to the right of the operator. 9. Type one or more values you want to use as criteria, as needed. Page 92 WWP Training Limited

93 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats 10. Select Format. 11. Select the formatting you want to apply to values that meet the specified conditions. 12. Select OK. 13. Select OK. Step-by-Step Open CONDFMT.XLS. Apply a conditional format. If necessary, maximize the workbook window and display the Qtr1 worksheet. 1. Select the range to which you want to apply a conditional format. The range is selected. 2. Select the Format menu. The Format menu appears. 3. Select the Conditional Formatting command. The Conditional Formatting dialog box opens. 4. Under Condition 1, select the first list on the left. A list of available conditional format types appears. 5. Select the desired conditional format type. The conditional format type is selected. 6. Select the second list from the left. A list of available operators appears. 7. Select the desired operator. The operator is selected. 8. Select the box to the right of the operator. The insertion point appears in the box to the right of the operator. 9. Type the value you want to use as the criterion. The text appears in the box. Drag B3:D6 Click Format Click Conditional Formatting... Click the first Click Cell Value Is, if necessary Click the second Click greater than Click in the box to the right of the operator Type 2000 WWP Training Limited Page 93

94 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level Select Format. The Format Cells dialog box opens. 11. Select the desired tab. The corresponding page appears. 12. Select the Color list. A colour palette appears. 13. Select the colour you want to apply to cells that meet the specified condition. The colour is selected. 14. Select OK. The Format Cells dialog box closes, and the format appears in the Preview of format to use when condition is true box in the Conditional Formatting dialog box. 15. Select OK. The Conditional Formatting dialog box closes, and the conditional formatting is applied. Click Format... Click the Font tab, if necessary Click Color Click Red (third row, first column) Click OK Click OK Click any cell to deselect the range. Notice that the font colour of cells with values greater than 2000 is red. Change the number in cell B6 to 2105 and press [Enter]. The font colour in B6 changes to red because the number is now greater than CHANGING A CONDITIONAL FORMAT Discussion You can modify an existing conditional format. For example, if your worksheet displays all cells with values less than 4000 in red, you can change the criterion to a different value. Procedures 1. Select the range containing the conditional format you want to modify. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select the list for the option you want to change. Page 94 WWP Training Limited

95 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats 5. Select the desired option. 6. Select the criteria you want to change, if applicable. 7. Enter the value you want to use as the criterion. 8. Select OK. Step-by-Step Change a conditional format. If necessary, display the Qtr1 worksheet. 1. Select the range containing the conditional format you want to modify. The range is selected. 2. Select the Format menu. The Format menu appears. 3. Select the Conditional Formatting command. The Conditional Formatting dialog box opens. 4. Select the list for the option you want to change. A list of available options appears. 5. Select the desired option. The option is selected. 6. Select the criteria you want to change, if applicable. The text in the box is selected. 7. Type the value you want to use as the criterion. The value appears in the box. 8. Select OK. The Conditional Formatting dialog box closes, and the conditional formatting is applied. Drag B3:D6 Click Format Click Conditional Formatting... Click the second the left Click less than Double-click 2000 Type 1800 Click OK from Click any cell to deselect the range. Notice that the font colour of cells with values less than 1800 is red. WWP Training Limited Page 95

96 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level 3 ADDING A CONDITIONAL FORMAT Discussion You can have more than one conditional format for a range of cells. For instance, you can make the font colour red for cells with values less than 4000 and blue for cells with values greater than Applying a second conditional format Procedures 1. Select the range containing a conditional format to which you want to add a second condition. 2. Select the Format menu. 3. Select the Conditional Formatting command. 4. Select Add. 5. Under Condition 2, select the first list on the left. 6. Select the desired conditional format type. 7. Select the second list from the left. 8. Select the desired operator. 9. Select the box to the right of the operator. 10. Type one or more values you want to use as criteria, as needed. 11. Select Format under Condition Select the formatting you want to apply to values that meet the specified conditions. 13. Select OK. 14. Select OK. Page 96 WWP Training Limited

97 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats Step-by-Step Add a second conditional format to a range. If necessary, display the Qtr1 worksheet. 1. Select the range containing a conditional format to which you want to add a second condition. The range is selected. 2. Select the Format menu. The Format menu appears. 3. Select the Conditional Formatting command. The Conditional Formatting dialog box opens. 4. Select Add. The Conditional Formatting dialog box expands to display a Condition 2 section. Drag B3:D6 Click Format Click Conditional Formatting... Click Add >> 5. Under Condition 2, select the first list on the left. A list of available conditional format types appears. Click the first Condition 2 under 6. Select the desired conditional format type. The conditional format type is selected. Click Cell Value Is, if necessary 7. Select the second list from the left. A list of available operators appears. 8. Select the desired operator. The condition is selected. Click the second the left Click greater than from 9. Select the box to the right of the operator. The insertion point appears in the box to the right of the operator. 10. Type the value you want to use as a criterion. The text appears in the box. 11. Select Format under Condition 2. The Format Cells dialog box opens. 12. Select the desired tab. The corresponding page appears. Click in the box to the right of the operator Type 2000 Click Format... Click the Font tab, if necessary WWP Training Limited Page 97

98 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level Select the Color list. A colour palette appears. 14. Select the colour you want to apply to the values that meet the specified condition. The colour is selected. 15. Select OK. The Format Cells dialog box closes, and the format appears in the Preview of format to use when condition is true box in the Conditional Formatting dialog box. 16. Select OK. The Conditional Formatting dialog box closes, and all conditional formatting is applied. Click Color Click Blue (second row, sixth column) Click OK Click OK Click any cell to deselect the range. Notice that the font colour of cells with values greater than 2000 is blue and that of cells with values less than 1800 is red. DELETING A CONDITIONAL FORMAT Discussion You can delete one or more conditions from a conditionally formatted range. For example, if your worksheet displays cells with values less than 4000 in red and cells with values greater than 8000 in blue, you can delete the condition that displays values in blue. 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 condition you want to delete. 6. Select OK. 7. Select OK. Page 98 WWP Training Limited

99 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats Step-by-Step Delete a conditional format. If necessary, display the Qtr1 worksheet. 1. Select the range containing the conditional format you want to delete. The range is selected. 2. Select the Format menu. The Format menu appears. 3. Select the Conditional Formatting command. The Conditional Formatting dialog box opens. 4. Select Delete. The Delete Conditional Format dialog box opens. 5. Select the condition you want to delete. The condition is selected. 6. Select OK. The Delete Conditional Format dialog box closes, and the corresponding condition is removed from the Conditional Formatting dialog box. 7. Select OK. The Conditional Formatting dialog box closes, and the conditional formatting is modified accordingly. Drag B3:D6 Click Format Click Conditional Formatting... Click Delete... Click Condition 2 Click OK Click OK Click any cell to deselect the range. Notice that cells with values greater than 2000 are no longer formatted. CREATING A CUSTOM FORMAT Discussion You can format a number with a format that does not exist in Excel by creating 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 the text per lb to the right of any number entered into the cell, and then apply that format to the desired cells. WWP Training Limited Page 99

100 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level 3 When you create a custom number format, you can base it on an existing format. Custom number formats use the following conventions: 1. A number sign (#) indicates a placeholder and can be used to indicate at what position to place a comma, for example. 2. A zero (0) is used when a number should always be displayed. For example, if there is no number at the specified position, Excel will display a 0, such as 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; and 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. An asterisk (*) can be used to left align a currency symbol. So * means the sign will be aligned to the left even though the number in the cell will be to the right. 5. Each section can be displayed in a different colour by specifying the colour in brackets at the beginning of the section; e.g., [RED]. 6. 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 cyan, with a comma thousands separator and one decimal place, followed by the text per lb. Negative numbers are red, enclosed in parentheses, with a comma thousands separator and one decimal place, followed by the text per lb. The text N/A will appear for zero values. You can access a custom number format by selecting Custom from the Category list on the Number page in the Format Cells dialog box; all custom number formats will then appear in the Type list. Page 100 WWP Training Limited

101 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats Creating a custom format Procedures 1. Select the cells 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 from the Category list. 6. Select the format in the Type list box that most closely resembles the format you want to create. 7. Place the insertion point at the desired location in the Type box. 8. Customize the format as desired. 9. Select OK. Step-by-Step Create a custom format. Display the Bonus worksheet. WWP Training Limited Page 101

102 Lesson 6 - Using Conditional and Custom Formats Excel 2003: Level 3 1. Select the cells to which you want to apply a custom format. The active cell moves accordingly. 2. Select the Format menu. The Format menu appears. 3. Select the Cells command. The Format Cells dialog box opens. 4. Select the Number tab. The Number page appears. 5. Select Custom from the Category list. A list of available custom formats appears in the Type list box. 6. Select the format in the Type list box that most closely resembles the format you want to create. The format appears in the Type box. 7. Place the insertion point at the desired location in the Type box. The insertion point appears at the desired location in the Type box. 8. Customize the format as desired. The changes appear in the Type box. 9. Select OK. The Format Cells dialog box closes, and the custom format is applied to the selection. Click cell C4 Click Format Click Cells... Click the Number tab, if necessary Click Custom Scroll as necessary and click #,##0;- #,##0 (tenth format from the top) Click at the end of the text in the Type box Type ;"N/A" Click OK Use the Format Painter to apply the newly created custom format to the range C5:C7. Click any cell to deselect the range. Close CONDFMT.XLS. Page 102 WWP Training Limited

103 Excel 2003: Level 3 Lesson 6 - Using Conditional and Custom Formats EXERCISE USING CONDITIONAL AND CUSTOM FORMATS Task Use conditional formatting and custom formats in a worksheet. 1. Open Region Apply conditional formatting to the range B5:E9; have cells with values greater than 45,000 display in Red (third row, first column). 3. Change the conditional formatting of B5:E9; have cells with values less than 45,000 display in Red. 4. Add a second conditional format to B5:E9. In addition to displaying cells with values less than 45,000 in Red, have cells with values greater than 50,000 display in Green (second row, fourth column). 5. Remove the conditional format for cells with values less than 45,000 (Condition 1). 6. Select H5 and create a custom number format 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. (Hint: Use the $#,##0_);[Red]($#,##0) custom format and add the colour blue to the positive numbers.) 7. Copy the custom format to H6:H9. 8. Close the workbook without saving it. WWP Training Limited Page 103

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105 LESSON 7 - WORKING WITH COMMENTS In this lesson, you will learn how to: Create comments View a comment Use the Reviewing toolbar Print comments Respond to discussion comments

106 Lesson 7 - Working with Comments Excel 2003: Level 3 CREATING COMMENTS Discussion Comments are notes added 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 in a cell, or you can list the telephone number of a client to whom the data in the worksheet 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 in 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 explaining why you changed the value. Adding a comment to a cell You can also create a comment by right-clicking a cell and selecting the Insert Comment command. If a red indicator does not appear in a cell with a comment attached to it, you can select the Tools menu, the Options command, and then the Comment indicator only option on the View page. Comments automatically include the name of the current user. If you do not want to include the name, or if the name is incorrect, you can delete or change it in the User name box on the General page in the Options dialog box. To open the Options dialog box, select the Tools menu and then the Options command. Page 106 WWP Training Limited

107 Excel 2003: Level 3 Lesson 7 - Working with Comments Procedures 1. Select the cell to which you want to add a comment. 2. Click the New Comment button on the Reviewing toolbar. 3. Type the desired comment text. 4. Click anywhere in the worksheet to exit the comment box. Step-by-Step Open ORDER5.XLS. Create a comment. Display the Reviewing toolbar. 1. Select the cell to which you want to add a comment. The cell is selected. 2. Click the New Comment button on the Reviewing toolbar. A comment box with your name, sizing handles, and a slashed border appears. 3. Type the desired comment text. The text appears in the comment box. 4. Click anywhere in the worksheet to exit the comment box. The comment box closes, and a red indicator appears in the upper, right corner of the cell. Click cell A5 Click Type Contact is Sarah Woo at Click cell A11 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 the comment, you simply move the mouse pointer away from the cell. WWP Training Limited Page 107

108 Lesson 7 - Working with Comments Excel 2003: Level 3 Procedures 1. Point to the cell containing the comment you want to view. Step-by-Step View a comment. 1. Point to the cell containing the comment you want to view. The comment box appears. Point to cell A6 Point to cell A1. Notice that the comment box disappears. 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, 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 click the Next Comment button. This step ensures that all the comments will be viewed. Displaying all comments Page 108 WWP Training Limited

109 Excel 2003: Level 3 Lesson 7 - Working with Comments 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. You use the same button to show or hide comments. When comments are hidden, clicking the Show All Comments button displays them. When comments are displayed, clicking the Hide All Comments button hides 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 all comments in the worksheet. 7. Click the Hide All Comments button to hide all comments in the worksheet. 8. Click the Delete Comment button to delete the selected comment. 9. Click the Edit Comment button to edit the selected comment. Step-by-Step Use the Reviewing toolbar. If necessary, display the Reviewing toolbar. WWP Training Limited Page 109

110 Lesson 7 - Working with Comments Excel 2003: Level 3 1. Select the cell containing the comment you want to permanently display. The cell is selected. 2. Click the Show Comment button to permanently display the comment. The comment attached to the selected cell appears. Click cell C4 Click 3. Click the Next Comment button to select the next comment. The next comment is selected. 4. Click the Previous Comment button to select the previous comment. The previous comment is selected. 5. Click the Hide Comment button to hide the selected comment. The comment disappears. 6. Click the Show All Comments button to shown all comments in the worksheet. All comments in the worksheet appear. 7. Click the Hide All Comments button to hide all comments in the worksheet. All comments in the worksheet disappear. Click Click Click Click Click twice Practice the Concept: Use the Edit Comment button to change the comment in cell A6. Change the last four digits of the telephone number to 3966 and click any cell to exit the comment. Then, use the Delete Comment button to delete the comment in cell A7. PRINTING COMMENTS Discussion You can print comments on a separate page at the end of the printed worksheet, or you can print them as they appear 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 they appear on a worksheet, you need to display them before printing. Page 110 WWP Training Limited

111 Excel 2003: Level 3 Lesson 7 - Working with Comments Procedures 1. Select the File menu. 2. Select the Page Setup command. 3. Select the Sheet tab. 4. Select the Comments list. 5. Select At end of sheet or As displayed on sheet, as desired. 6. Select Print. 7. Select OK. Step-by-Step Print the comments in a worksheet. 1. Select the File menu. The File menu appears. 2. Select the Page Setup command. The Page Setup dialog box opens. 3. Select the Sheet tab. The Sheet page appears. 4. Select the Comments list. The list of available options appears. 5. Select At end of sheet or As displayed on sheet, as desired. The desired option is selected. 6. Select Print. The Page Setup dialog box closes, and the Print dialog box opens. 7. Select OK. The Print dialog box closes, and Excel prints the worksheet and comments accordingly. Click File Click Page Setup... Click the Sheet tab, if necessary Click Comments Click At end of sheet Click Print... Click OK Close ORDER5.XLS. WWP Training Limited Page 111

112 Lesson 7 - Working with Comments Excel 2003: Level 3 RESPONDING TO DISCUSSION COMMENTS Discussion In Excel, you can use comments to share discussions with team members. When a workbook is shared, all reviewers can reply to existing comments by adding their own comments to the applicable comment boxes. Each reviewer s comments will be preceded by his or her user name. Responding to a comment You can share a workbook by selecting the Tools menu and the Share Workbook command. Then, on the Editing page, enable the Allow changes by more than one user at the same time. This also allows workbook merging. option and select OK. Select OK again to confirm saving the workbook. If you send a workbook for review, it is automatically shared and comments are tracked. You can send a workbook for review by selecting the File menu, pointing to the Send To command, and selecting the Mail Recipient (for Review) command. Procedures 1. Select the cell containing the comment to which you want to reply. 2. Click the Edit Comment button. 3. Type the reply text. Page 112 WWP Training Limited

113 Excel 2003: Level 3 Lesson 7 - Working with Comments 4. Click anywhere in the worksheet to exit the comment box. Step-by-Step Open ORDER6.XLS. Respond to a discussion comment. If necessary, display the Reviewing toolbar. 1. Select the cell containing the comment to which you want to reply. The cell is selected. 2. Click the Edit Comment button. The comment box appears with your user name inserted in bold text below the current comment. 3. Type the reply text. The reply text appears in the comment box. 4. Click anywhere in the worksheet to exit the comment box. The comment box closes. Click cell A6 Click Type The new contact is Carol Russo Click cell A11 Practice the Concept: Edit the comment in cell C4. Insert the comment text, We should protect the price table from unauthorized changes.. Use the bottom, center sizing handle to enlarge the comment box so that all the text is visible. Then, click in any cell to exit the comment box. Hide the Reviewing toolbar. Close ORDER6.XLS. WWP Training Limited Page 113

114 Lesson 7 - Working with Comments Excel 2003: Level 3 EXERCISE WORKING WITH COMMENTS Task Work with comments. 1. Open Comm Display the Reviewing toolbar. 3. Insert the comment Acquired 5 new customers in the region in cell E Point to cell A13 to view its comment. 5. Select cell A1 and then use the Reviewing toolbar to view each comment. When you have viewed all the comments, select Cancel in the Microsoft Excel warning box, if necessary. 6. Show the comment in cell G7 so that it remains displayed even when the cell is not active. 7. Show all the comments in the worksheet. 8. Print the worksheet with all comments at the end of the sheet. 9. Hide all the comments. 10. Edit the comment in cell A13 to read Canada and Mexico. 11. Delete the comment in cell G Hide the Reviewing toolbar. 13. Close the workbook without saving it. Page 114 WWP Training Limited

115 LESSON 8 - USING WORKSHEET PROTECTION In this lesson, you will learn how to: Unlock cells in a worksheet Protect a worksheet Unprotect a worksheet Create allow-editing ranges Delete allow-editing ranges Protect workbook windows Unprotect workbook windows Assign a password Open a password-protected file Remove a password Set manual calculation Reset automatic calculation Use the Document Recovery pane

116 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 UNLOCKING CELLS IN A WORKSHEET Discussion You can control access to a worksheet by locking or unlocking individual cells in it. If worksheet protection is activated, you cannot change the contents of any locked cell. If you want to allow changes to some cells, however, you can unlock those cells before you activate worksheet protection. As a rule, the cells you want to use for data entry are unlocked, and the cells that have formulas in them are locked so that the formulas cannot be changed. For example, you can lock all cells in a sales worksheet, except for those cells in which sales figures need to be entered. You can also lock cells containing text. Unlocking cells Although cells are locked by default, this option has no effect on a worksheet unless the worksheet is protected. Page 116 WWP Training Limited

117 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Procedures 1. Select the cells 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. Step-by-Step Open PROJ3.XLS. Unlock cells in a worksheet. 1. Select the cells you want to unlock. The cells are selected. 2. Select the Format menu. The Format menu appears. 3. Select the Cells command. The Format Cells dialog box opens. 4. Select the Protection tab. The Protection page appears. 5. Deselect the Locked option. The Locked option is deselected. 6. Select OK. The Format Cells dialog box closes, and the cells are unlocked. Drag E3:E4 Click Format Click Cells... Click the Protection tab Click Locked to deselect it Click OK Click anywhere in the worksheet to deselect the range. 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, you can unlock only cells E3 and E4, leaving the rest of the WWP Training Limited Page 117

118 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 cells in the worksheet locked; if you then protect the worksheet, you will be able to enter data in cells E3 and E4, but you will not be able to access any other cells. You can assign an optional password to a protected worksheet. Passwords are casesensitive. A password is any combination of letters, numbers, symbols, and spaces, and can be up to 255 characters long. For example, CLASS is a different password than class. You can select what features and functions of the worksheet you want to protect. For example, you can allow users to select locked or unlocked cells, or format, insert, or delete cells, columns, and rows. Protecting a worksheet Many commands and toolbar buttons are not available in a protected worksheet. You can protect the worksheet structure from being deleted, hidden, or moved or 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 118 WWP Training Limited

119 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Protect Sheet command. 4. Type a password, if desired. 5. Select OK. 6. Type the password again, if necessary. 7. Select OK. Step-by-Step Protect a worksheet. If necessary, unlock cells E3 and E4. 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. 3. Select the Protect Sheet command. The Protect Sheet dialog box opens with the insertion point in the Password to unprotect sheet box. 4. Type a password, if desired. Asterisks appear in the Password box for each character you type. 5. Select OK. If you typed a password, the Confirm Password dialog box opens with the insertion point in the Reenter password to proceed. box. 6. Type the password again, if necessary. Asterisks appear in the Reenter password to proceed. box for each character you type. Click Tools Point to Protection Click Protect Sheet... Type class Click OK Type class WWP Training Limited Page 119

120 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 7. Select OK, if necessary. The Confirm Password and the Protect Sheet dialog boxes close, and the worksheet is protected. Click OK Select cell D8 and type the word test. A Microsoft Excel warning box opens, informing you that the cell is protected and you cannot edit it. Close the warning box. Type 20 in cell E3 and 15 in cell E4. Notice that you can change the content of these cells since they are unlocked. UNPROTECTING A WORKSHEET Discussion You can unprotect a protected worksheet. 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. Step-by-Step Unprotect a worksheet. 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. Click Tools Point to Protection Page 120 WWP Training Limited

121 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection 3. Select the Unprotect Sheet command. If a password was used to protect the worksheet, the Unprotect Sheet dialog box opens with the insertion point in the Password box. 4. Type the required password, if necessary. Asterisks appear in the Password box for each character you type. 5. Select OK. The Unprotect Sheet dialog box closes, and the worksheet is unprotected. Click Unprotect Sheet... Type class Click OK Select cell D8 and type the word test. Notice that, since the worksheet is now unprotected, you can type in the cell. Then, delete the word test. CREATING ALLOW-EDITING RANGES Discussion If you want only certain users to be able to access specified cells in a worksheet, you can identify those cells as an allow-editing range. You control access to this range by first locking the cells in it and then assigning a password to it. After activating worksheet protection, users are prompted for the assigned password when they select any cell in the allow-editing range. If the correct password is entered, the range is unlocked for editing; the allow-editing range is not locked again, however, until the workbook is closed. The Allow Users to Edit Ranges dialog box WWP Training Limited Page 121

122 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 Remember to unlock the cells you want all users to be able to edit before enabling worksheet protection. You can select the allow-editing range before you open the Allow Users to Edit Ranges dialog box; the range will then appear in the New Range dialog box when it opens. Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Allow Users to Edit Ranges command. 4. Select New. 5. Click the Collapse Dialog button in the Refers to cells box. 6. Select the range in which you want to allow editing. 7. Click the Expand Dialog button. 8. Select the Range password box. 9. Type the desired password. 10. Select OK. 11. Type the password again. 12. Select OK. 13. Select Protect Sheet. 14. Type the desired password. 15. Select OK. 16. Type the password again. 17. Select OK. Step-by-Step Create allow-editing ranges in a worksheet. Page 122 WWP Training Limited

123 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. Click Tools Point to Protection 3. Select the Allow Users to Edit Ranges command. The Allow Users to Edit Ranges dialog box opens. 4. Select New. The New Range dialog box opens. 5. Click the Collapse Dialog button in the Refers to cells box. The New Range dialog box collapses. 6. Select the range in which you want to allow editing. The range is highlighted as you drag. 7. Click the Expand Dialog button. The New Range dialog box expands, and the range reference appears in the Refers to cells box. 8. Select the Range password box. The insertion point appears in the Range password box. 9. Type the desired password. Asterisks appear in the Range password box for each character you type. 10. Select OK. The Confirm Password dialog box opens with the insertion point in the Reenter password to proceed. box. 11. Type the password again. Asterisks appear in the Reenter password to proceed. box for each character you type. 12. Select OK. The Confirm Password and New Range dialog boxes close, and the new range name and reference appear in the Allow Users to Edit Ranges dialog box. Click Allow Users to Edit Ranges... Click New... Click Refers to cells Drag B3:B5 Click Click in the Range password box Type actuals Click OK Type actuals Click OK WWP Training Limited Page 123

124 Lesson 8 - Using Worksheet Protection Excel 2003: Level Select Protect Sheet. The Protect Sheet dialog box opens with the insertion point in the Password to unprotect sheet box. 14. Type the desired password. Asterisks appear in the Password to unprotect sheet box for each character you type. 15. Select OK. The Confirm Password dialog box opens with the insertion point in the Reenter password to proceed. box. 16. Type the password again. Asterisks appear in the Reenter password to proceed. box for each character you type. 17. Select OK. The Confirm Password and Protect Sheet dialog boxes close, and the allow-editing range in the worksheet is protected. Click Protect Sheet... Type class Click OK Type class Click OK Select cell B4 and type The Unlock Range dialog box opens with the insertion point in the Enter the password to change this cell box. Type the password actuals and select OK to close the dialog box. Then, type in cell B4. Notice that you can now edit cell B4 because the allow-editing range has been unlocked. DELETING ALLOW-EDITING RANGES Discussion When a worksheet no longer needs an allow-editing range, it can be removed from the worksheet. The worksheet must first be unprotected before you can remove the unlocked range. Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Unprotect Sheet command. 4. Type the required password. Page 124 WWP Training Limited

125 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection 5 Select OK. 6. Select the Tools menu. 7. Point to the Protection command. 8. Select the Allow Users to Edit Ranges command. 9. Select the range you want to delete from the Ranges unlocked by a password when sheet is protected list box. 10. Select Delete. 11. Select OK. Step-by-Step Delete allow-editing ranges. 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. 3. Select the Unprotect Sheet command. The Unprotect Sheet dialog box opens with the insertion point in the Password box. 4. Type the required password. Asterisks appear in the Password box for each character you type. 5. Select OK. The Unprotect Sheet dialog box closes and the password protection is removed from the worksheet. 6. Select the Tools menu. The Tools menu appears. 7. Point to the Protection command. The Protection submenu appears. 8. Select the Allow Users to Edit Ranges command. The Allow Users to Edit Ranges dialog box opens. Click Tools Point to Protection Click Unprotect Sheet... Type class Click OK Click Tools Point to Protection Click Allow Users to Edit Ranges... WWP Training Limited Page 125

126 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 9. Select the range you want to delete from the Ranges unlocked by a password when sheet is protected list box. The range is selected. 10. Select Delete. The range is removed from the Ranges unlocked by a password when sheet is protected list box. 11. Select OK. The Allow Users to Edit Ranges dialog box closes. Click Range1 $B$3:$B$5 Click Delete Click OK PROTECTING WORKBOOK WINDOWS Discussion You can protect workbook windows. When you protect a workbook window, the Minimize, Maximize, and Close buttons are removed; as a result, the window cannot be moved or resized. This option is useful if you have arranged the windows and want to prevent them from being rearranged. In addition to protecting a window, you can prevent structural changes to a workbook. For example, if a workbook structure is protected, you cannot insert, delete, or move worksheets contained in it. You can assign an optional password. Passwords are case-sensitive. For example, CLASS is a different password than class. The Protect Workbook dialog box If you forget the password for a protected workbook, you cannot unprotect the workbook. Page 126 WWP Training Limited

127 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Procedures 1. Select the Tools menu. 2. Point to the Protection command. 3. Select the Protect Workbook command. 4. Type a password, if desired. 5. Under Protect workbook for, select the desired options. 6. Select OK. 7. Type the password again, if necessary. 8. Select OK. Step-by-Step Protect workbook windows. Click the workbook Restore Window button to display the current workbook in a window. 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. 3. Select the Protect Workbook command. The Protect Workbook dialog box opens with the insertion point in the Password (optional) box. 4. Type a password, if desired. Asterisks appear in the Password box for each character you type. Click Tools Point to Protection Click Protect Workbook... Type class 5. Under Protect workbook for, select the desired options. The options are selected. Click Windows WWP Training Limited Page 127

128 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 6. Select OK. If you typed a password, the Confirm Password dialog box opens with the insertion point in the Reenter password to proceed. box. 7. Type the password again, if necessary. Asterisks appear in the Reenter password to proceed. box for each character you type. 8. Select OK. The Confirm Password and Protect Workbook dialog boxes close, and the workbook window is protected. Click OK Type class Click OK Notice that the Minimize, Maximize, and Close buttons no longer appear on the workbook window title bar. Try to resize the window by dragging. Notice that you are unable to perform this task. UNPROTECTING WORKBOOK WINDOWS Discussion When you unprotect a workbook window, the Maximize, Minimize, and Close buttons are restored, and the window can be resized. 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. Page 128 WWP Training Limited

129 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Step-by-Step Unprotect workbook windows. 1. Select the Tools menu. The Tools menu appears. 2. Point to the Protection command. The Protection submenu appears. 3. Select the Unprotect Workbook command. If a password was used to protect the workbook, the Unprotect Workbook dialog box opens with the insertion point in the Password box. 4. Type the required password, if necessary. Asterisks appear in the Password box for each character you type. 5. Select OK. The Unprotect Workbook dialog box closes, and the workbook window is no longer protected. Click Tools Point to Protection Click Unprotect Workbook... Type class Click OK Notice that the Minimize, Maximize, and Close buttons appear again on the workbook window title bar. Maximize the window. ASSIGNING A PASSWORD Discussion Passwords are used to protect a file. You can assign one password to open a file, and a different password to modify a file. If you assign both types of passwords to a file, only those users who know the open password can open the file, and only those users who know both the open and modify passwords can save changes to it. Passwords are case-sensitive and can be any combination of letters, numbers, symbols, and spaces, up to 15 characters long. After a password has been assigned, you will be prompted for the password each time you open the document and/or each time you try to save it, depending on the type of password. Passwords are often assigned to files that contain sensitive data, such as salaries or bonuses. They can also be used to secure files stored on a network. WWP Training Limited Page 129

130 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 Assigning a password You can also use the Security page in the Options dialog box to assign a password. If you forget an assigned password, you cannot open and/or save the file. Procedures 1. Select the File menu. 2. Select the Save As command. 3. Select the Tools menu in the Save As dialog box. 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 130 WWP Training Limited

131 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Step-by-Step Assign a password to a file. 1. Select the File menu. The File menu appears. 2. Select the Save As command. The Save As dialog box opens. 3. Select the Tools menu in the Save As dialog box. The Tools menu appears. 4. Select the General Options command. The Save Options dialog box opens with the insertion point in the Password to open box. 5. Type the desired password. Asterisks appear in the Password to open box for each character you type. 6. Select OK. The Confirm Password dialog box opens with the insertion point in the Reenter password to proceed. box. 7. Type the password again. Asterisks appear in the Reenter password to proceed. box for each character you type. 8. Select OK. The Confirm Password and Save Options dialog boxes close. 9. Select Save. A Microsoft Excel warning box opens, prompting you to overwrite the existing file. 10. Select Yes. The Microsoft Excel warning box and the Save As dialog box close, and the file is saved with the assigned password. Click File Click Save As... Click Tools Click General Options... Type class Click OK Type class Click OK Click Save Click Yes Close PROJ3.XLS. WWP Training Limited Page 131

132 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 OPENING A PASSWORD-PROTECTED FILE Discussion Once a file is password-protected, you must know the password to open it. Whenever you try to open a password-protected file, the Password dialog box prompts you to enter the assigned password. The Password dialog box If you forget the assigned password, you cannot open the file. Procedures 1. Click the Open button on the Standard toolbar. 2. Select the Look in list. 3. Select the drive where the file is stored. 4. Open 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. Step-by-Step Open a password-protected file. Page 132 WWP Training Limited

133 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection 1. Click the Open button on the Standard toolbar. The Open dialog box opens. 2. Select the Look in list. A list of available drives appears. 3. Select the drive where the file is stored. A list of available folders appears. 4. Open the folder where the file is stored. A list of available folders and files appears. 5. Select the file you want to open. The file is selected. 6. Select Open. The Open dialog box closes, and the Password dialog box opens with the insertion point in the Password box. 7. Type the required password. Asterisks appear in the Password box for each character you type. 8. Select OK. The Password dialog box closes, and the file opens. Click Click Look in Click the student data drive, if necessary Double-click the student data folder, if necessary Click Proj4 or the file indicated by your instructor Click Open Type class Click OK REMOVING A PASSWORD Discussion If a password is no longer needed, you can remove it from a file. You can then open the file at any time without a password. When you remove a password, you must save the file to replace the protected version. You can also use the Security page in the Options dialog box to remove a password. WWP Training Limited Page 133

134 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 Procedures 1. Select the File menu. 2. Select the Save As command. 3. Select the Tools menu in the Save As dialog box. 4. Select the General Options command. 5. Press [Delete]. 6. Select OK. 7. Select Save. 8. Select Yes. Step-by-Step Remove a password from a file. If necessary, type class in the Password dialog box to open the file. 1. Select the File menu. The File menu appears. 2. Select the Save As command. The Save As dialog box opens. 3. Select the Tools menu in the Save As dialog box. The Tools menu appears. 4. Select the General Options command. The Save Options dialog box opens with the asterisks in the Password to open box selected. 5. Press [Delete]. The asterisks in the Password to open box are deleted. 6. Select OK. The Save Options dialog box closes. 7. Select Save. A Microsoft Excel warning box opens, prompting you to overwrite the existing file. Click File Click Save As... Click Tools Click General Options... Press [Delete] Click OK Click Save Page 134 WWP Training Limited

135 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection 8. Select Yes. The Microsoft Excel warning box and the Save As dialog box close, and the password is removed from the file. Click Yes SETTING MANUAL CALCULATION Discussion When you change any number in a worksheet, all formulas that refer to that number are automatically recalculated. You can configure the worksheet to recalculate manually instead. Manual recalculation allows you to change numbers as needed and then recalculate the worksheet only when desired. This option can save time when you are working in large, complex worksheets. When recalculation is set to manual, the Calculate indicator appears on the status bar when values have changed and formulas need to be recalculated. If the Calculate indicator appears on the status bar, the worksheet figures may not be accurate. For this reason, it is a good idea to always recalculate before you print the worksheet. Calculation options are system settings rather than workbook settings. Consequently, once you have enabled manual calculation, all worksheets will have to be manually recalculated until you change the calculation back to automatic. Setting manual calculation WWP Training Limited Page 135

136 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 Even if calculation is set to manual, worksheets will automatically recalculate each time you save them, if the Recalculate before save option is selected on the Calculation page in the Options dialog box. You can recalculate all open workbooks by selecting the Calc Now button on the Calculation page in the Options dialog box or pressing the [F9] key. To recalculate only the current worksheet, 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. Step-by-Step Set manual calculation. 1. Select the Tools menu. The Tools menu appears. 2. Select the Options command. The Options dialog box opens. 3. Select the Calculation tab. The Calculation page appears. Click Tools Click Options... Click the Calculation tab 4. Under Calculation, select the Manual option. The Manual option is selected. Click Manual 5. Select OK. The Options dialog box closes, and calculation is set to manual. Click OK Select cell E3, type 25, and press [Enter]. Notice that the formulas do not recalculate and that the Calculate indicator appears on the status bar. Page 136 WWP Training Limited

137 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection Press [F9] to recalculate the workbook. Notice that cell B8 changes from 2,140,708 to 2,229,904, cell B10 changes from 1,784,377 to 1,873,573, and the Calculate indicator no longer appears on the status bar. RESETTING AUTOMATIC CALCULATION Discussion Calculation options are system settings rather than workbook settings. As a result, if you select manual recalculation for one workbook, you will have to manually recalculate 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. Step-by-Step Reset automatic calculation. 1. Select the Tools menu. The Tools menu appears. 2. Select the Options command. The Options dialog box opens. 3. Select the Calculation tab. The Calculation page appears. Click Tools Click Options Click the Calculation tab, if necessary 4. Under Calculation, select the Automatic option. The Automatic option is selected. Click Automatic 5. Select OK. The Options dialog box closes, and automatic calculation is reset. Click OK WWP Training Limited Page 137

138 Lesson 8 - Using Worksheet Protection Excel 2003: Level 3 Select cell E3, type 15, and press [Enter]. Notice that the formulas recalculate automatically. Close PROJ4.XLS. USING THE DOCUMENT RECOVERY PANE Discussion Office 2003 provides a file recovery feature that can recover data lost when an error prevents the normal saving and closing of a file (such as when your computer suddenly crashes or loses power). The next time you start Excel after a system halt, the Document Recovery pane appears on the left side of the application window, with a list of all workbooks that were open when the error occurred. For each workbook, the task pane shows the file name, as well as when you last saved the workbook. If the workbook is marked as recovered, it is probably a more recent version of the original workbook than the last saved version. Right-clicking a workbook in the Document Recovery pane displays a list of available recovery options. The Open option opens the recovered file. The Save As option allows you to save the recovered file with a new name; if you save the file with the same name, the original file is overwritten. If the workbook is marked as recovered, you can select the Delete option to delete the recovered file or the Show Repairs option to view the repairs that were made to the file. You can also open a file by clicking it in the Document Recovery pane. Procedures 1. Restart your computer, if necessary. 2. Open Excel. 3. Right-click the workbook you want to recover in the Document Recovery pane. 4. Select the desired recovery option. Page 138 WWP Training Limited

139 Excel 2003: Level 3 Lesson 8 - Using Worksheet Protection EXERCISE USING WORKSHEET PROTECTION Task Use worksheet protection. 1. Open Protect. 2. Unlock the range D6:D Protect the worksheet, assigning a password of protect. 4. Change cell D11 to 3. Change cell E11 to 2. Then, close the Microsoft Excel message box. 5. Unprotect the worksheet. Then, change the type of time in cell E11 to Select the range F6:F12 and make it an allow-editing range. Assign the password special to the allow-editing range and the password class to the worksheet. 7. Change the rate in F12 from 5.50 to Then, delete the unlocked range. (Hint: First unprotect the worksheet.) 8. Protect both the workbook structure and windows; assign a password of workbook. Notice that the window buttons for the workbook are no longer available. 9. Unprotect the workbook. 10. Assign a password to open the workbook; type save as the password. Then, close the workbook. 11. Reopen Protect. Notice that you must enter the assigned password. 12. Set the calculation to manual. 13. Select cell D6 and type 7. Then, recalculate the worksheet manually. Notice that cell G6 is updated. 14. Reset the calculation to automatic. 15. Remove the password from the workbook. 16. Close the workbook without saving it. WWP Training Limited Page 139

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141 LESSON 9 - 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/Unhide PivotTable report items Delete PivotTable report fields Create a page field report Format a PivotTable report Create a PivotChart report Publish PivotTable reports to the Web Add fields to a PivotTable - browser Use a PivotTable list

142 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 CREATING A PIVOTTABLE REPORT Discussion A PivotTable report can summarize 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 the rows or columns of data; items are the specific entries within a field. For example, if you want to summarize data by month, each month becomes an item in the Month field. Data fields contain the numbers you want to summarize or analyze, such as sales or volume. You can filter PivotTable report items using a page field. A page field displays only the data for the selected page field item. For example, if you have a Quarter page field, you can view the summarized data for all quarters or only for 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 in an Excel worksheet or in 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 location for the PivotTable report. The field layout of the PivotTable report is where you specify the row, column, and page fields, as well as the data you want to summarize. 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 lay out the PivotTable report directly in the worksheet. If the source data is an external database or an extremely large database, it may be easier to use the Layout window in the PivotTable and PivotChart Wizard. A blank PivotTable report Page 142 WWP Training Limited

143 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables 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. Open a worksheet containing a database. 2. Select any cell in the database. 3. Select the Data menu. 4. Select the PivotTable and PivotChart Report command. 5. Select the data source you want to analyze. 6. Select the kind of report you want to create. 7. Select Next >. 8. If necessary, select the database range and then select Next >. 9. Select where you want the PivotTable report to appear. 10. Select Finish. Step-by-Step Open PIVOT1.XLS. Create a PivotTable report. 1. Select any cell in the database. The active cell moves accordingly. 2. Select the Data menu. The Data menu appears. 3. Select the PivotTable and PivotChart Report command. The PivotTable and PivotChart Wizard - Step 1 of 3 dialog box opens. 4. Select the data source you want to analyze. The option is selected. 5. Select the kind of report you want to create. The option is selected. Click cell A4 Click Data Click PivotTable and PivotChart Report... Click Microsoft Excel list or database, if necessary Click PivotTable if necessary WWP Training Limited Page 143

144 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 6. Select Next >. The PivotTable and PivotChart Wizard - Step 1 of 3 dialog box closes, the PivotTable and PivotChart Wizard - Step 2 of 3 dialog box opens, and the database range appears in the Range box. 7. If necessary, select the database range and then select Next >. The PivotTable and PivotChart Wizard - Step 2 of 3 dialog box closes, and the PivotTable and PivotChart Wizard - Step 3 of 3 dialog box opens. 8. Select where you want the PivotTable report to appear. The option is selected. 9. Select Finish. The PivotTable and PivotChart Wizard - Step 3 of 3 dialog box closes, a blank PivotTable report appears on a new worksheet, the PivotTable toolbar appears, and the PivotTable Field List window opens. Click Next > Click Next > Click New worksheet, if necessary Click Finish ADDING PIVOTTABLE REPORT FIELDS Discussion The fields in a PivotTable report can be laid out directly in the worksheet. The four areas of the PivotTable are row fields, column fields, page fields, and data items. Each area of the PivotTable displays placeholder text (such as Drop Column Fields Here). When a PivotTable report is active, the available database fields appear in the PivotTable Field List window. If necessary, you can open the PivotTable Field List window by clicking the Show/Hide Field List button on the PivotTable toolbar. You lay out the PivotTable report by dragging fields directly into the desired area of the PivotTable report. For example, if you want to arrange the data by displaying the months at the beginning of each row, you can drag the Month field to the Drop Row Fields Here area. Likewise, to display the product names at the top of each column, you can drag the Product field to the Drop Column Fields Here area. The Drop Data Items Here area contains items to be calculated. Consequently, fields dragged to this area are usually, but not limited to, numerical fields. For example, for a Month by Product report, you can drag the Sales field to the Drop Data Items Here area; your PivotTable report will then display the total sales per product by month. Page 144 WWP Training Limited

145 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables Page fields are often used to filter information in large databases. 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 summarize the sales in a specific region. Each area of a PivotTable report has its own identifying symbol that appears when you add a new field to the report. As the field is dragged across the different areas of the PivotTable report, its identifying symbol changes accordingly. A completed PivotTable report The PivotTable report area must be selected for the PivotTable Field List window to open. You can dock the PivotTable Field List window to the left or right side of the Excel window. Procedures 1. Display the PivotTable toolbar. 2. Select any cell in the PivotTable report to activate the report and open the PivotTable Field List window. 3. Drag the desired field from the PivotTable Field List window to the Drop Row Fields Here area. 4. Drag the desired field from the PivotTable Field List window to the Drop Column Fields Here area. 5. Drag the desired field from the PivotTable Field List window to the Drop Page Fields Here area. 6. Drag the desired field from the PivotTable Field List window to the Drop Data Items Here area. WWP Training Limited Page 145

146 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Step-by-Step Add fields to a PivotTable report. If necessary, display the Sheet1 worksheet and the PivotTable toolbar. Click in the PivotTable report to open the PivotTable Field List window. 1. Drag the desired field from the PivotTable Field List window to the Drop Row Fields Here area. An identifying symbol accompanies the cell pointer as you drag, and the field and its items appear in the target area when you release the mouse button. 2. Drag the desired field from the PivotTable Field List window to the Drop Column Fields Here area. An identifying symbol accompanies the cell pointer as you drag, and the field and its items appear in the target area when you release the mouse button. 3. Drag the desired field from the PivotTable Field List window to the Drop Page Fields Here area. An identifying symbol accompanies the cell pointer as you drag, and the field appears in the target area when you release the mouse button. 4. Drag the desired field button from the PivotTable Field List window to the Drop Data Items Here area. An identifying symbol accompanies the cell pointer as you drag, and summarized data appears in the target area when you release the mouse button. Drag the Month field to the Drop Row Fields Here area Drag the Product field to the Drop Column Fields Here area Drag the SalesRep field to the Drop Page Fields Here area Drag the Sales button to the Drop Data Items Here area Page 146 WWP Training Limited

147 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables SELECTING A PAGE FIELD ITEM Discussion Page fields allow you to filter the PivotTable report by displaying only the data for a specific field item; you can drag any field to the page field area. The page field list then displays all the items in the page field. When you select an item from the page field list, only the data relating to that single item appears in the PivotTable report. For example, if items in the Region page field include Northeast, Northwest, Southeast, etc., and you select the Northeast item, only the data for the Northeast region appears in the PivotTable report. Using a page field item to filter data Procedures 1. Click the page field list. 2. Select the desired item. 3. Select OK. Step-by-Step Select a page field item. If necessary, display the Sheet1 worksheet. WWP Training Limited Page 147

148 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 1. Click the page field list. A list of available field items appears. 2. Select the desired item. The item is selected. 3. Select OK. Only the data for the selected item appears in the PivotTable report. Click (All) in cell B1 Click Janice Faraco Click OK REFRESHING A PIVOTTABLE REPORT Discussion If the source data changes, a PivotTable report does not automatically update. If you change the existing data, delete records or fields, or add records or fields to the original database range, you need to refresh the PivotTable report. If you add records below the last row or add fields to the right of the last column in a database, you will have to open the PivotTable and PivotChart Wizard to expand the data source range to include the new rows and/or columns. You can open the PivotTable and PivotChart Wizard by clicking in an existing PivotTable report, and selecting the PivotTable menu on the PivotTable toolbar and the Wizard command. Procedures 1. Select any cell in a PivotTable report to activate it. 2. Click the Refresh Data button on the PivotTable toolbar. Step-by-Step Refresh a PivotTable report. If necessary, display the Sheet1 worksheet and select Janice Faraco from the SalesRep page field. Page 148 WWP Training Limited

149 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables Display the Sales worksheet. Change the number in cell D10 from 1089 to Then, display the Sheet1 worksheet again. Notice that the number 1089 still appears in the Gloves field for March. 1. Select any cell in a PivotTable to activate it. The PivotTable toolbar is activated. 2. Click the Refresh Data button on the PivotTable toolbar. The PivotTable report updates. Click cell A3 Click Display the data for all the sales representatives by selecting (All) for the SalesRep page field. 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 as well. A PivotTable report can average data, provide the minimum and maximum values, or yield the standard deviation or variance. A PivotTable report can also contain multiple summaries for the same field. The PivotTable Field dialog box When a PivotTable report contains multiple data fields, you can change the summary function for a field by selecting any cell in the row of the data field you want to change. WWP Training Limited Page 149

150 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Procedures 1. Display the PivotTable toolbar. 2. Select any cell in the PivotTable report data area. 3. Click the Field Settings button on the PivotTable toolbar. 4. Select the desired summary function from the Summarize by list box. 5. Select OK. Step-by-Step Change the summary function for a data field. If necessary, display the Sheet1 worksheet and the PivotTable toolbar. 1. Select any cell in the PivotTable report data area. The active cell moves accordingly. 2. Click the Field Settings button on the PivotTable toolbar. The PivotTable Field dialog box opens. 3. Select the desired summary function from the Summarize by list box. The summary function is selected. 4. Select OK. The PivotTable Field dialog box closes, and the PivotTable report is summarized accordingly. Click cell B5 Click Click Count Click OK Practice the Concept: Reset the summary function for the Sales field to Sum. ADDING NEW FIELDS TO A PIVOTTABLE REPORT Discussion PivotTable reports can display multiple fields in the row, column, page, or data areas. Multiple fields can add more detail to your PivotTable report. If a PivotTable report Page 150 WWP Training Limited

151 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables contains the Month row field and the Product column field, you can add a Purchaser row field to be able to display monthly sales by customer as well. New fields can be added to a PivotTable report by dragging them from the PivotTable Field List window to the desired PivotTable report area. 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 Month field before the Purchaser field, or you can reverse the field order to display the purchaser first, followed by the month. As you drag new fields into a PivotTable report, guidelines indicate 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 guideline is a horizontal bar, which appears above or below existing field items. 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 existing field. Adding a field to a PivotTable report You can drag a field to a different position in the PivotTable report at any time; this feature is helpful if you accidentally position a field in the wrong area. Procedures 1. Select any cell in the PivotTable report to activate it and open the PivotTable Field List window. 2. Drag the field you want to add to the PivotTable report from the PivotTable Field List window to the desired PivotTable report area and position. WWP Training Limited Page 151

152 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Step-by-Step Add a field to a PivotTable report. If necessary, display the Sheet1 worksheet and click in the PivotTable report to open the PivotTable Field List window. 1. Drag the field you want to add to the PivotTable report from the PivotTable Field List window to the desired PivotTable report area and position. A horizontal or vertical bar indicates the field destination, and the field appears in the PivotTable report when you release the mouse button. Drag the Purchaser field to the right of the Month label You can now easily see which customers made purchases in each month, as well as which products were purchased during that month. Practice the Concept: Add the Year field to the page area by dragging the Year field below the SalesRep page field. Use the page field lists to display the 2000 sales for Alice Abramas. Then, display her 2001 sales. Finally, remove the filters by selecting (All) for both page fields. 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, you can experiment with the best way to display your data. As you move fields in the PivotTable report, thick, gray bars indicate the placement of the field. 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 Field List window to the desired area; the field is removed from its previous area and appears only in the destination area. Page 152 WWP Training Limited

153 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables Procedures 1. Drag any field to move it from one area of the PivotTable report to another. Step-by-Step Move a PivotTable report field. If necessary, display the Sheet1 worksheet. 1. Drag any field to move it from one area of the PivotTable report to another. The field moves to the new area when you release the mouse button. Drag the Purchaser field below the Product field Notice that the Purchaser field appears to the left of the Product field and that the columns are now grouped by the Purchaser field as well as by the Product field. This layout makes it easier to view what products were purchased by each customer. Practice the Concept: Drag the Product field to the left of the Purchaser field to arrange the data first by product and then by purchaser. HIDING/UNHIDING PIVOTTABLE REPORT ITEMS Discussion You do not have to display all the field items in a PivotTable report. You can hide selected items, such as some of the products in a Product field. You can hide everything except the data you need to view. You can also unhide items at any time. To unhide items, you follow the same procedure as you do when hiding items; you simply select the items you want to view in the field item list or select (Show All) to view all the field items. Procedures 1. Select the field item list containing the items you want to hide. 2. Deselect the items you want to hide. WWP Training Limited Page 153

154 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 3. Select OK. Step-by-Step Hide and unhide items in a PivotTable report. If necessary, display the Sheet1 worksheet. 1. Select the field item list containing the items you want to hide. A list of available field items appears. 2. Deselect the item you want to hide. The item is deselected 3. Deselect any additional items you want to hide. The items are deselected. 4. Select OK. The field item list closes, and the fields are hidden in the PivotTable report. Click Product Click Baseballs to deselect it Click Gloves to deselect it Click OK Notice that Baseballs and Gloves no longer appear in the PivotTable report. Practice the Concept: Unhide the Baseballs and Gloves data in the Product item list. DELETING PIVOTTABLE REPORT FIELDS Discussion If you no longer want to view a field in your PivotTable report, you can remove it from the report. A field can be removed by dragging it away from the PivotTable report into the worksheet. Procedures 1. Drag the field you want to remove away from the PivotTable report. Page 154 WWP Training Limited

155 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables Step-by-Step Delete a PivotTable report field. If necessary, display the Sheet1 worksheet. 1. Drag the field you want to remove away from the PivotTable report. The field is removed from the PivotTable report. Drag the SalesRep field anywhere below the PivotTable report 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. The Show Pages feature creates a copy of the PivotTable report in a new worksheet for each page field item. For example, if you have a Region page field, and you select the Show Pages feature, a separate worksheet is created for each region in the Region page field list. Page field reports are inserted before the original PivotTable report worksheet. You cannot undo the Show Pages feature. To remove a page field report, you must delete the worksheet on which it appears. You can double-click any data field item to display its details on a separate worksheet. Procedures 1. Display the PivotTable toolbar. 2. Select any cell in the PivotTable report to activate it. 3. Select the PivotTable menu on the PivotTable toolbar. 4. Select the Show Pages command. 5. Select the page field for which you want to create page field reports. 6. Select OK. WWP Training Limited Page 155

156 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Step-by-Step Create a page field report. If necessary, display the Sheet1 worksheet and the PivotTable toolbar. Click in the PivotTable report to open the PivotTable Field List window. Drag the Region field from the PivotTable Field List window below the Year field in the page field area. 1. Select the PivotTable menu on the PivotTable toolbar. The PivotTable menu appears. 2. Select the Show Pages command. The Show Pages dialog box opens. 3. Select the page field for which you want to create page field reports. The page field is selected. 4. Select OK. The Show Pages dialog box closes, and a page field report is created for each item in the page field. Click PivotTable Click Show Pages... Click Region Click OK View each of the page field reports. Display the Sheet1 worksheet. Double-click the detail item in cell C12; a new worksheet is inserted to display the data item details. Then, display the Sheet1 worksheet again and double-click the Baseballs Grand Total in cell D18. Close PIVOT1.XLS. FORMATTING A PIVOTTABLE REPORT Discussion You can use the AutoFormat feature to give a PivotTable report a more professional look. AutoFormat 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, arranging the fields in a hierarchical column arrangement. A report AutoFormat makes it easier to read complex PivotTable reports. Page 156 WWP Training Limited

157 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables If you are not satisfied with AutoFormat, you can undo it. AutoFormat does not format page fields. You can manually change the format of text and numbers using normal Excel formatting commands. Formatting a PivotTable report If you create page field reports from a formatted PivotTable report, each page field report will be formatted the same as the PivotTable report. You can rename fields in a PivotTable report by doubleclicking the label you want to rename and typing the desired name into the PivotTable Field dialog box. Selecting None from the AutoFormat list removes all formatting from a PivotTable report. Procedures 1. Display the PivotTable toolbar. 2. Select any cell in the PivotTable report to activate it. 3. Click the Format Report button on the PivotTable toolbar. 4. Select the desired format. 5. Select OK. WWP Training Limited Page 157

158 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Step-by-Step Open PIVOT2.XLS. Format a PivotTable report using AutoFormat. If necessary, display the Pivot1 worksheet and the PivotTable toolbar. Click in the PivotTable report to activate it. 1. Click the Format Report button on the PivotTable toolbar. The AutoFormat dialog box opens. 2. Select the desired format. The format is selected. 3. Select OK. The AutoFormat dialog box closes, and the PivotTable report is formatted accordingly. Click Scroll as necessary and click Report 8 Click OK Deselect the PivotTable report and hide the PivotTable toolbar. Double-click the Purchaser field label in cell B3, change its name to Customer, and then select OK. CREATING A PIVOTCHART REPORT Discussion A PivotChart report allows you to manipulate large amounts of data in a graphical environment. PivotChart reports can be created from a database or an Excel list, or from an existing PivotTable report. Both methods yield the same result, a chart with a layout you can change to view different levels of detail and data. When you create a PivotChart report, Excel automatically creates an accompanying PivotTable report on a separate worksheet. Creating a PivotChart report is similar to creating a PivotTable report. The chart layout is created by dragging fields from the PivotTable Field List window to the desired area of the PivotChart report. The chart layout, however, is slightly different than the report layout. Page 158 WWP Training Limited

159 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables A PivotChart report You can use the Chart Wizard button on the PivotTable toolbar to create a PivotChart report from an existing PivotTable. You may need to move the PivotTable Field List window, the PivotTable toolbar, and the Chart toolbar to view the various areas of a PivotChart report. Procedures 1. Open a worksheet containing a database. 2. Select any cell in the database. 3. Select the Data menu. 4. Select the PivotTable and PivotChart Report command. 5. Select the data source you want to analyze. 6. Select the kind of report you want to create. 7. Select Next >. 8. If necessary, select the database range and then select Next >. 9. Select Yes or No to base your PivotChart report on an existing PivotTable report, if applicable. 10. Select the PivotTable report on which you want to base your PivotChart report, if applicable. 11. Select Next >. 12. Select where you want to place the PivotTable report. WWP Training Limited Page 159

160 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level Select Finish. 14. Drag the desired fields from the PivotTable Field List window to the Drop Category Fields Here area of the PivotChart report. 15 Drag the desired fields from the PivotTable Field List window to the Drop Data Items Here area. 16. Drag the desired fields from the PivotTable Field List window to the Drop Series Fields Here area. 17. Drag the desired fields from the PivotTable Field List window to the Drop Page Fields Here area. Step-by-Step Create a PivotChart report. Display the Sales worksheet. 1. Select any cell in the database. The active cell moves accordingly. 2. Select the Data menu. The Data menu appears. 3. Select the PivotTable and PivotChart Report command. The PivotTable and PivotChart Wizard - Step 1 of 3 dialog box opens. 4. Select the data source you want to analyze. The option is selected. 5. Select the kind of report you want to create. The option is selected. 6. Select Next >. The PivotTable and PivotChart Wizard - Step 1 of 3 dialog box closes, the PivotTable and PivotChart Wizard - Step 2 of 3 dialog box opens, and the database range appears in the Range box. 7. If necessary, select the database range and then select Next >. A Microsoft Excel message box opens, asking if you want to base your report an existing PivotTable report. Click cell A4, if necessary Click Data Click PivotTable and PivotChart Report... Click Microsoft Excel list or database, if necessary Click PivotChart report (with PivotTable report) Click Next > Click Next > Page 160 WWP Training Limited

161 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables 8. Select Yes or No to base your PivotChart report on an existing PivotTable report, if applicable. The Microsoft Excel message box closes. Click Yes 9. Select the PivotTable report on which you want to base your PivotChart report. The PivotTable report is selected. 10. Select Next >. The PivotTable and PivotChart Wizard - Step 2 of 3 dialog box closes, and the PivotTable and PivotChart Wizard - Step 3 of 3 dialog box opens. 11. Select where you want to place the PivotTable report. The option is selected. 12. Select Finish. The PivotTable and PivotChart Wizard - Step 3 of 3 dialog box closes, a blank PivotChart report appears in a chart worksheet, the PivotTable and Chart toolbars appear, and the PivotTable Field List window opens. 13. Drag the desired fields from the PivotTable Field List window to the Drop Category Fields Here area of the PivotChart report. The field appears in the category area. 14. Drag the desired fields from the PivotTable Field List window to the Drop Data Items Here area. The chart values are plotted. 15. Drag the desired fields from the PivotTable Field List window to the Drop Series Fields Here area. The field appears in the legend. 16. Drag the desired fields from the PivotTable Field List window to the Drop Page Fields Here area. The field appears in the page field area. Click [Pivot2.xls]Pivot1!PivotT able1, if necessary, or the file indicated by your instructor Click Next > Click New worksheet, if necessary Click Finish Drag Month from the PivotTable Field List window to the Drop Category Fields Here area Drag Sales from the PivotTable Field List window to the Drop Data Items Here area Drag Product from the PivotTable Field List window to the Drop Series Fields Here area Drag Region from the PivotTable Field List window to the Drop Page Fields Here area Use the Region field list to display only the data for the Northeast region; use the Month field list to hide the data for the first quarter (Jan, Feb and Mar); then, use the WWP Training Limited Page 161

162 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 Product field list to hide Baseballs, Basketballs, Footballs, and Golf Balls. Display the Sheet1 worksheet; notice that the PivotTable report reflects your changes. PUBLISHING PIVOTTABLE REPORTS TO THE WEB Discussion Excel 2003 allows you to publish PivotTable reports as web pages. If you want others to be able to make changes, you can add interactivity to the published file. With interactivity, anyone can change the layout of the PivotTable report while viewing it in a web browser. When a PivotTable report is published with interactivity, it is known as a PivotTable list. Not all web browser viewers are able to use a PivotTable list. The user must be using Internet Explorer 4.01 or greater as a web browser and must also have Microsoft Office Web Components installed. Users of a different browser can view the PivotTable report, but cannot use its interactive features. Publishing a PivotTable report to the Web Although you can include symbols such as number signs (#) or periods (.) in field names in a PivotTable report, you should not do so if you intend to publish the report as an interactive PivotTable list. Field names in a PivotTable list, however, can include spaces. You can also publish interactive PivotChart reports to the Web. If you include interactivity, the PivotChart and PivotTable reports are published on the same web page. Page 162 WWP Training Limited

163 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables Procedures 1. Open a workbook containing a PivotTable report you want to publish to the Web. 2. Select the worksheet containing the PivotTable report you want to publish. 3. Select the File menu. 4. Select the Save as Web Page command. 5. Type the desired file name in the File name box. 6. Select the Save in list. 7. Select the drive where you want to save the HTML file. 8. Open the folder where you want to save the HTML file. 9. Select Publish. 10. Under Item to publish, select PivotTable. 11. Under Viewing options, select the Add interactivity with option. 12. Select the Open published web page in browser option. 13. Select Publish. Step-by-Step Publish a PivotTable report to the Web. Display the Pivot2 worksheet. 1. Select the File menu. The File menu appears. 2. Select the Save as Web Page command. The Save As dialog box opens with the text in the File name box selected. 3. Type the desired name in the File name box. The text appears in the File name box. 4. Select the Save in list. A list of available drives appears. Click File Click Save as Web Page... Type pvtrpt2 Click Save in WWP Training Limited Page 163

164 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 5. Select the drive where you want to save the HTML file. A list of available folders appears. 6. Open the folder where you want to save the HTML file. A list of available files and folders appears. 7. Select Publish. The Save As dialog box closes, and the Publish as Web Page dialog box opens. 8. Under Item to publish, select PivotTable. PivotTable is selected. 9. Under Viewing options, select the Add interactivity with option. The Add interactivity with option is selected, and PivotTable functionality appears in the Add interactivity with box. 10. Select the Open published web page in browser option. The Open published web page in browser option is selected. 11. Select Publish. The Publish as Web Page dialog box closes, and the PivotTable report opens in your default browser. Click the student data drive Double-click to open the student data folder Click Publish... Click PivotTable Click Add interactivity with Click Open published web page in browser Click Publish It may take a minute or two for the PivotTable list to open in your browser. Maximize your browser window, if necessary. ADDING FIELDS TO A PIVOTTABLE - BROWSER Discussion PivotTable lists are interactive PivotTable reports that can be manipulated in a web browser. Users can change the layout and fields of a PivotTable list in their web browser. In order to use PivotTable lists, the web browser must be Internet Explorer version 4.01 or greater, and the Microsoft Office Web Components must be installed. A PivotTable list can be changed using the toolbar buttons that appear at the top of the list. You can add fields to the row, column, filter, data, or detail areas using the Field List button on the toolbar above the PivotTable list. The row, column, and data areas Page 164 WWP Training Limited

165 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables are identical to those in a PivotTable report. The page area in a PivotTable report in a worksheet, however, is known as the filter area in a PivotTable list. The detail area is a collapsed field in the data area. You can drag fields to rearrange or remove them from the PivotTable list. An interactive PivotTable list Users viewing the PivotTable list in a different browser will be able to view the PivotTable list, but not use its interactive features. You will not be able to view the details for a PivotTable list if it is based upon an OLAP (On-Line Analytical Processing) database; only summarized data is available for OLAP databases. OLAP databases are used to create queries and reports for large databases. Non-OLAP data, such as Access databases and Excel lists, display all available data. Procedures 1. Open an HTML file containing an interactive PivotTable list in Internet Explorer 4.01 or greater. 2. Click the Field List button on the toolbar above the PivotTable list. WWP Training Limited Page 165

166 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 3. Select the field you want to add from the PivotTable Field List window. 4. Select the list to the right of Add to. 5. Select the area to which you want to add the field. 6. Select Add to. Step-by-Step Add a field to an interactive PivotTable list. If necessary, open the PivotTable list in your browser and maximize your browser window. 1. Click the Field List button on the toolbar above the PivotTable list. The PivotTable Field List opens. 2. Select the field you want to add from the PivotTable Field List window. The field is selected. Click Click Product 3. Select the list to the right of Add to. A list of all available PivotTable areas appears. Click Add to to the right of 4. Select the area to which you want to add the field. The area is selected. 5. Select Add to. The field is added to the selected area in the PivotTable list, and the PivotTable list recalculates. Click Filter Area Click Add to Practice the Concept: Add the Purchaser field to the Row area. Close the PivotTable Field List window. Leave Internet Explorer open. USING A PIVOTTABLE LIST Discussion PivotTable lists can be changed using objects available in the Internet Explorer window. Although PivotTable reports in worksheets display only the fields you select, PivotTable lists in a web browser contain all the underlying details from the source Page 166 WWP Training Limited

167 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables data. You can show or hide individual field or item details as desired by clicking the plus and minus buttons adjacent to each field and item. Drop-down lists for row, column, and page fields can be used to customize the PivotTable list by showing or hiding the data for specific items within a field. The toolbar above the PivotTable list provides buttons for copying and sorting fields, enabling and disabling filters, calculating fields, and displaying and refreshing data. The Show Top/Bottom Items button allows you to filter a field to display a specific number or a specified percent of top or bottom items. For example, you can display the five top salespeople in the Salesman field. Once a filter has been applied, you can use the AutoFilter button to enable or disable the filter. You can change the type of calculated data displayed in the filter area. You can use the AutoCalc button to add calculated fields and the Calculated Totals and Fields button to create custom calculations. In addition, the Show As button can be used to change the data display in the filter area to percents. The Export to Excel button exports the PivotTable list to an Excel worksheet. The Command and Options button is used to format fields as well as show and hide elements of the PivotTable list. The Commands and Options dialog box is contextsensitive; the pages and options available depend upon what is selected in the PivotTable list. The Show Details and Hide Details buttons on the toolbar above the PivotTable list perform the same functions as selecting the plus or minus buttons adjacent to each field. If an item is selected, only that item will collapse or expand; if no items are selected, all items in the PivotTable list will collapse or expand. When you point to a data item, details about that item appear in a ScreenTip. You can hide the interactive PivotTable list toolbar by rightclicking the toolbar and deselecting the Toolbar command or by deselecting the Toolbar option on the Behavior page in the Command and Options dialog box. Procedures 1. Open a PivotTable list in Explorer 4.01 or greater. 2. Click the field name of the row or column with the subtotal you want to hide or display. WWP Training Limited Page 167

168 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 3. Click the Subtotal button on the toolbar above the PivotTable list. 4. Click the field name of a row or column you want to expand. 5. Click the Expand button on the toolbar above the PivotTable list. 6. Click the plus button adjacent to any item you want to expand. 7. Click the minus button adjacent to any item you want to collapse. 8. Select the arrow to the right of the field you want to customize. 9. Select or deselect the field items you want to hide or display, respectively. 10. Select OK. Step-by-Step Use a PivotTable list. If necessary, open the PivotTable list in your browser and maximize your browser window. 1. Click the field name of the row or column with the subtotal you want to hide or display. The field is selected. 2. Click the Subtotal button on the toolbar above the PivotTable list. The subtotals are added to or removed from the PivotTable list accordingly. 3. Click the field name of a row or column you want to expand. The field is selected. 4. Click the Expand button on the toolbar above the PivotTable list. All items within the field appear in the PivotTable list. 5. Click the plus button adjacent to any item you want to expand. All item details appear. Click Year Click Click SalesRep Click Click under 2000 Page 168 WWP Training Limited

169 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables 6. Click the minus button adjacent to any item you want to collapse. All item details are hidden. 7. Select the arrow to the right of the field you want to customize. A list of all items within the field appears. Click under 2000 Click the Year 8. Select or deselect the field items you want to hide or display, respectively. The items are selected or deselected accordingly Click it 2001 to deselect 9. Select OK. The field list closes, and all selected field items appear in the PivotTable list. Click OK Practice the Concept: Click the plus button next to SportsCity in the Purchaser field for Alice Abramas. Then, click the minus button to hide the item details. Click the SalesRep field name, if necessary, and then the Show Top/Bottom Items button. Point to the Show Only the Top command and then select 5. Notice that the PivotTable list displays only the top five salespeople and that the SalesRep field displays a filter icon. Click the AutoFilter button to remove all filters. Select the Year field, click the AutoCalc button, and select the Max command. Notice that a Max of Year column now appears in the filter area for each Sum of Sales column. Click in any Sum of Sales column, click the Show As button, and select the Percent of Column Total command. Then, delete the Max of Year calculation by right-clicking in any Max of Year column and selecting the Delete command. Close Internet Explorer. Close PIVOT2.XLS. WWP Training Limited Page 169

170 Lesson 9 - Creating/Revising PivotTables Excel 2003: Level 3 EXERCISE CREATING/REVISING PIVOTTABLES Task Create and revise PivotTable reports. 1. Open Expivot1 and display the Sheet1 worksheet, if necessary. 2. Create a PivotTable report from the data range A4:G67. Place the PivotTable report in a new worksheet. 3. Create the following layout: Field Date Sold Product Inv Num Sales Rep Total Income Area Page Row Row Column Data 4. Use the Date Sold list to display only the sales for 2/6/ Display the World worksheet and change the number in cell F9 to Display the Sheet1 worksheet and refresh the PivotTable report. 7. Change the Date Sold list to display all dates. 8. Move the Inv Num field to the page area. 9. Delete the Date Sold field from the page area. 10. Display the number of orders for each sales representative by changing the summary function for the data area to Count. (Hint: Display the field settings for the data area.) Then, return the summary function to Sum. 11. Add the Qty Sold field to the right of the Product field in the Row area. 12. Hide Ernest Feldgus and Janice Faraco in the Sales Rep field. 13. Create a separate PivotTable report for each Inv Num item in the page area. (Hint: Use the Show Pages feature on the PivotTable menu.) 14. Select the 3325 sheet and apply the Report 2 AutoFormat to it. Page 170 WWP Training Limited

171 Excel 2003: Level 3 Lesson 9 - Creating/Revising PivotTables 15. Publish the 3325 worksheet to the student data folder as an interactive PivotTable named wsgpivot and have the published web page open in your browser. 16. Maximize your browser window, if necessary. 17. In your browser, add the Date Sold by Month field to the column area. Then, expand the Sales Rep field. 18. Expand the 2001 field, and then the Qtr1 field until the PivotTable list displays each month in the first quarter of Close your browser window. 19. Create a PivotChart report from the World worksheet; base the PivotChart report on the same data as the PivotChart report on Sheet1 and place the PivotChart report in a new worksheet. 20. Create the following layout: Field Product Total Income Sales Rep Date Sold Area Category Data Series Page 21. Display only those products sold by John Carpenter. Then, display all sales representatives again. 22. Close the workbook without saving it. WWP Training Limited Page 171

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173 LESSON 10 - 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 Copy filtered records Use database functions

174 Lesson 10 - Working With Advanced Filters Excel 2003: 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 list range is the cells containing the data arranged in a series of rows and columns, where the column headings are the field names for the list. The criteria range is a separate range of cells in the worksheet, apart from the data list. 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 174 WWP Training Limited

175 Excel 2003: Level 3 Lesson 10 - 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. Step-by-Step Open EMPLOY8.XLS. Create a criteria range. If necessary, display the entire Standard toolbar. 1. Drag to select the column labels. The column labels are selected. 2. Click the Copy button on the Standard toolbar. A blinking marquee appears around the selection. 3. Position the active cell where you want to create the criteria range. The active cell appears in the new location. 4. Click the Paste button on the Standard toolbar. The column labels for the criteria range appear in the new location. Drag A9:F9 Click Click cell A1 Click Press [Esc] to deselect the copy range. Click in any cell to deselect the paste range. 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. WWP Training Limited Page 175

176 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 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 casesensitive. 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. 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. Page 176 WWP Training Limited

177 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters 7. Point to the Filter command. 8. Select the Advanced Filter command. 9. Click the Collapse Dialog button in the Criteria range box. 10. Select the criteria range. 11. Click the Expand Dialog button in the Criteria range box. 12. Select OK. Step-by-Step Use a criteria range to search a list. If necessary, copy the column labels to row Select the cell below the criteria label of the field you want to search. The cell is selected. 2. Type the desired criteria. The text appears in the cell and on the formula bar. 3. Press [Enter]. The text is entered into the cell. 4. Select any cell in the data list. The cell is selected. 5. Select the Data menu. The Data menu appears. 6. Point to the Filter command. The Filter submenu appears. 7. Select the Advanced Filter command. The Advanced Filter dialog box opens and the list range is selected in the worksheet. 8. Click the Collapse Dialog button in the Criteria range box. The Advanced Filter dialog box collapses. 9. Drag to select the criteria range. A blinking marquee indicates that the criteria range is selected. Click cell D2 Type sales Press [Enter] Click cell A9 Click Data Point to Filter Click Advanced Filter... Click in the Criteria range box Scroll to the top of the worksheet and drag A1:F2 WWP Training Limited Page 177

178 Lesson 10 - Working With Advanced Filters Excel 2003: Level Click the Expand Dialog button in the Criteria range box. The Advanced Filter dialog box expands. 11. Select OK. The Advanced Filter dialog box closes and only those records matching the criteria appear. Click in the Advanced Filter dialog box Click OK 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. Step-by-Step Show all records in a data list. If necessary, create criteria to filter the records in the database. 1. Select the Data menu. The Data menu appears. 2. Point to the Filter command. The Filter submenu appears. 3. Select the Show All command. All records in the data list appear. Click Data Point to Filter Click Show All Page 178 WWP Training Limited

179 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters USING COMPARISON CRITERIA Discussion You can also use comparison criteria in a criteria range when you want to find 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: 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. WWP Training Limited Page 179

180 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 Using an advanced And condition 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 box. 13. Select the criteria range. 14. Click the Expand Dialog button in the Criteria range box. 15. Select OK. Page 180 WWP Training Limited

181 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters Step-by-Step Use an And condition in a criteria range. If necessary, copy the column labels to row 1 and delete any previous criteria in the criteria range. 1. Select the cell below the criteria label of the field you want to search. The cell is selected. 2. Type the desired criteria. The text appears in the cell and on the formula bar. 3. Press [Enter]. The text is entered into the cell. 4. Select a cell below the criteria label of the second field you want to search. The cell is selected. 5. Type the desired criteria. The text appears in the cell and on the formula bar. 6. Press [Enter]. The text is entered into the cell. 7. Select any cell in the database list. The cell is selected. 8. Select the Data menu. The Data menu appears. 9. Point to the Filter command. The Filter submenu appears. 10. Select the Advanced Filter command. The Advanced Filter dialog box opens and the list range is selected in the worksheet. 11. Click the Collapse Dialog button in the Criteria range box. The Advanced Filter dialog box collapses. 12. Drag to select the criteria range. A blinking marquee indicates that the criteria range is selected. Click cell D2, if necessary Type sales Press [Enter] Click cell E2 Type 2 Press [Enter] Click cell A9 Click Data Point to Filter Click Advanced Filter... Click in the Criteria range box Scroll to the top of the worksheet and drag A1:F2, if necessary WWP Training Limited Page 181

182 Lesson 10 - Working With Advanced Filters Excel 2003: Level Click the Expand Dialog button in the Criteria range box. The Advanced Filter dialog box expands. 14. Select OK. The Advanced Filter dialog box closes and only those records matching the criteria appear. Click in the Advanced Filter dialog box Click 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. 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. Page 182 WWP Training Limited

183 Excel 2003: Level 3 Lesson 10 - 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 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. 12. Click the Collapse Dialog button in the Criteria range box. 13. Select the criteria range. 14. Click the Expand Dialog button in the Criteria range box. 15. Select OK. Step-by-Step Use an Or condition in a criteria range. If necessary, copy the column labels to row 1 and delete any previous criteria in the criteria range. 1. Select the cell below the criteria label of the first field you want to search. The cell is selected. 2. Type the desired criteria. The text appears in the cell and on the formula bar. 3. Press [Enter]. The text is entered into the cell. Click cell D2 Type Administration Press [Enter] WWP Training Limited Page 183

184 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 4. Select the cell below the criteria label of the second field you want to search. The cell is selected. 5. Type the desired criteria. The text appears in the cell and on the formula bar. 6. Press [Enter]. The text is entered into the cell. 7. Select any cell in the database list. The cell is selected. 8. Select the Data menu. The Data menu appears. 9. Point to the Filter command. The Filter submenu appears. 10. Select the Advanced Filter command. The Advanced Filter dialog box opens and the list range is selected in the worksheet. 11. Click the Collapse Dialog button in the Criteria range box. The Advanced Filter dialog box collapses. 12. Drag to select the criteria range. A blinking marquee indicates that the criteria range is selected. 13. Click the Expand Dialog button in the Criteria range box. The Advanced Filter dialog box expands. 14. Select OK. The Advanced Filter dialog box closes and only those records matching the criteria appear. Click cell E3 Type 3 Press [Enter] Click cell A9 Click Data Point to Filter Click Advanced Filter... Click in the Criteria range box Scroll to the top of the worksheet and drag A1:F3 Click in the Advanced Filter dialog box Click OK Practice the Concept: Delete the criteria. Then, find the records of all employees either in the Administration department or who have a salary greater than 50,000. Page 184 WWP Training Limited

185 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters COPYING 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 box. 10. Select the criteria range. 11. Click the Expand Dialog button in the Criteria range box. 12. Under Action, select the Copy to another location option. 13. Click the Collapse Dialog button in the Copy to box. 14. Select the cell in the upper left corner of the paste range. 15. Click the Expand Dialog button in the Copy to box. 16. Select OK. WWP Training Limited Page 185

186 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 Step-by-Step Copy filtered records to another location. If necessary, delete any previous criteria in the criteria range. 1. Select the cell below the criteria label of the field you want to search. The cell is selected. 2. Type the desired criteria. The text appears in the cell and on the formula bar. 3. Press [Enter]. The text is entered into the cell. 4. Select any cell in the database list. The cell is selected. 5. Select the Data menu. The Data menu appears. 6. Point to the Filter command. The Filter submenu appears. 7. Select the Advanced Filter command. The Advanced Filter dialog box opens and the list range is selected in the worksheet. 8. Click the Collapse Dialog button in the Criteria range box. The Advanced Filter dialog box collapses. 9. Drag to select the criteria range. A blinking marquee indicates that the criteria range is selected. 10. Click the Expand Dialog button in the Criteria range box. The Advanced Filter dialog box expands. 11. Under Action, select the Copy to another location option. The Copy to another location option is selected. Click cell D2 Type Administration Press [Enter] Click cell A9 Click Data Point to Filter Click Advanced Filter... Click in the Criteria range box Scroll to the top of the worksheet and drag A1:F2 Click in the Advanced Filter dialog box Click Copy to another location 12. Click the Collapse Dialog button in the Copy to box. The Advanced Filter dialog box collapses. Click box in the Copy to Page 186 WWP Training Limited

187 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters 13. Select the cell in the upper left corner of the paste range. The cell is selected. 14. Click the Expand Dialog button in the Copy to box. The Advanced Filter dialog box expands. 15. Select OK. The Advanced Filter dialog box closes and only those records matching the criteria appear in the paste range. Scroll as necessary and click cell I3 Click in the Advanced Filter dialog box Click OK Scroll as necessary to view the filtered records. 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). WWP Training Limited Page 187

188 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 Using a database function 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. 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 Extended AutoSum button (the drop down arrow to the right of the AutoSum button 5. Select the More functions option. on the formula bar. 6. Select Database from the Or Select a Category list. Page 188 WWP Training Limited

189 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters 7. Select the name of the database function you want to use in the Select a function list box. 8. Select OK. 9. Enter the address or name of the database in the Database box. 10. Select the Field box. 11. Enter the address or name of the column label of the field you want to use in the formula. 12. Select the Criteria box. 13. Enter the address or name of the criteria range. 14. Select OK. Step-by-Step Use a database function. If necessary, copy the column labels to row 1 and delete any previous criteria in the criteria range. Type Production in cell D2 to enter the criteria. Display the Name Box list on the formula bar to view the cell names. The database is named Empdata, the one-row (And) criteria range is named Criteria1, and the two-row (Or) criteria range is named Criteria2. 1. Select the cell where you want the result of the formula to appear. The cell is selected. 2. Click the Extended AutoSum list button on the formula bar. The Extended AutoSum list appears. 3. Select the More functions list. A list of function categories appears. 4. Select Database in the Or Select a Category list. A list of all available database functions appears. Click cell F4 Click on the Extended AutoSum list formula bar Click the More functions Click Database WWP Training Limited Page 189

190 Lesson 10 - Working With Advanced Filters Excel 2003: Level 3 5. Select the name of the database function you want to use in the Select a function list box. The function and its arguments appear at the bottom of the Insert Function dialog box. 6. Select OK. The Insert Function dialog box closes and the Function Arguments dialog box opens with the insertion point in the Database box. 7. Enter the address or name of the database in the Database box. The database reference appears in the formula on the formula bar. 8. Select the Field box. The insertion point appears in the Field box. 9. Enter the address or name of the column label of the field you want to use in the formula. The field reference appears in the formula on the formula bar. 10. Select the Criteria box. The insertion point appears in the Criteria box. 11. Enter the address or name of the criteria range. The range address appears in the formula on the formula bar. 12. Select OK. The Function Arguments box closes and the result of the function appears in the cell. Scroll as necessary and click DSUM Click OK Type empdata Click in the Field box Type Salary Click in the Criteria box Type criteria1 Click OK The correct answer is 351,500, which represents the total salary for people in the database in the Production department. Change the criteria in cell D2 to Sales. Notice that the DSUM function in cell F4 recalculates. Close EMPLOY8.XLS. Page 190 WWP Training Limited

191 Excel 2003: Level 3 Lesson 10 - Working With Advanced Filters 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 birthdate after 1/1/70. (Hint: Try using one of the comparison operators e.g >, <= etc.) 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. Show all records. 9. Use the Advanced Filter dialog box to copy all employees with salaries greater than 30,000 to the range beginning in cell J4. (Hint: Remember to change the criteria range.) WWP Training Limited Page 191

192 Lesson 10 - Working With Advanced Filters Excel 2003: Level Use the DCOUNT function in cell F4 to find the number of employees with a status of 2. (Hint: First enter the criteria into the criteria range. Using the Insert Function and Function Arguments dialog boxes, select the Database argument (A9:G37), the Field argument (F9), and the Criteria argument (F1:F2).) 11. Close the workbook without saving it. Page 192 WWP Training Limited

193 APPENDIX 1 - 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 custom view

194 Appendix 1 - Working with Views Excel 2003: Level 3 USING VIEWS Discussion You can use views to save worksheet and/or print settings. Once you have stored settings in a view, you can use that view to display and/or 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. Views allow you to experiment with different looks for your worksheet. For example, if you need to print different print areas of a worksheet in separate print jobs on a regular basis, you can create a view for each print area. Then, when you need to print a particular print area, you can simply select the appropriate view. Any view you create includes the worksheet window size, position, and zoom setting; any hidden columns or rows; and all defined print settings. CREATING A NORMAL VIEW Discussion The first view you create should be of the worksheet view before you change any settings. Creating a normal view allows you to easily restore the original worksheet settings. For example, if you zoom the third worksheet in a workbook to 200%, hide some columns and rows, and then save these settings as a view, you can use the normal view (if one has been saved) to quickly restore your default worksheet settings. Creating a normal view Procedures 1. Select the View menu. 2. Select the Custom Views command. Page 194 WWP Training Limited

195 Excel 2003: Level 3 Appendix 1 - Working with Views 3. Select Add. 4. Type the desired name for the normal view. 5. Select OK. Step-by-Step Open REPFIG1.XLS. Create a normal view. If necessary, display the Bonuses worksheet. 1. Select the View menu. The View menu appears. 2. Select the Custom Views command. The Custom Views dialog box opens. 3. Select Add. The Custom Views dialog box closes, and the Add View dialog box opens with the insertion point in the Name box. 4. Type the desired name for the normal view. The text appears in the Name box. 5. Select OK. The Add View dialog box closes, and the normal view is saved. Click View Click Custom Views... Click Add... Type Normal Click OK CREATING A CUSTOM VIEW Discussion If you typically use display and print settings different from the normal view 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 store display options (such as the 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. WWP Training Limited Page 195

196 Appendix 1 - Working with Views Excel 2003: Level 3 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 a workbook appear in the Custom Views dialog box, it is helpful to include the worksheet name with the custom view name. Procedures 1. Modify the worksheet display and/or print settings as desired. 2. Select the View menu. 3. Select the Custom Views command. 4. Select Add. 5. Type the desired name for the custom view. 6. Select or deselect options as desired. 7. Select OK. Step-by-Step Create a custom view. If necessary, display the Bonuses worksheet. Hide columns B through E and deselect the Gridlines option on the Sheet page in the Page Setup dialog box. 1. Select the View menu. The View menu appears. 2. Select the Custom Views command. The Custom Views dialog box opens. 3. Select Add. The Custom Views dialog box closes and the Add View dialog box opens with the insertion point in the Name box. 4. Type the desired name for the custom view. The text appears in the Name box. Click View Click Custom Views... Click Add... Type Print Bonuses Page 196 WWP Training Limited

197 Excel 2003: Level 3 Appendix 1 - Working with Views 5. Select OK. The Add View dialog box closes, and the custom view is saved. Click OK DISPLAYING A VIEW Discussion Once you have created a view, you can use the Custom Views dialog box to quickly switch to it. 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 the Custom Views dialog box to display the corresponding view. Displaying a custom view Procedures 1. Select the View menu. 2. Select the Custom Views command. 3. Select the view you want to display. 4. Select Show. Step-by-Step Display a view. WWP Training Limited Page 197

198 Appendix 1 - Working with Views Excel 2003: Level 3 1. Select the View menu. The View menu appears. 2. Select the Custom Views command. The Custom Views dialog box opens. 3. Select the view you want to display. The view is selected. 4. Select Show. The Custom Views dialog box closes, and the corresponding view appears. Click View Click Custom Views... Click Normal, if necessary Click Show Display the Print Bonuses view. DELETING A CUSTOM VIEW Discussion If you no longer use a custom view, you can delete it. Deleting a custom view permanently removes it from the workbook. Deleting a custom view Procedures 1. Select the View menu. 2. Select the Custom Views command. 3. Select the view you want to delete in the Views list box. Page 198 WWP Training Limited

199 Excel 2003: Level 3 Appendix 1 - Working with Views 4. Select Delete. 5. Select Yes. 6. Select Close. Step-by-Step Delete a custom view. 1. Select the View menu. The View menu appears. 2. Select the Custom Views command. The Custom Views dialog box opens. 3. Select the view you want to delete in the Views list box. The view is selected. 4. Select Delete. A Microsoft Excel message box opens, asking you to verify the deletion. 5. Select Yes. The Microsoft Excel message box closes, and the view is deleted. 6. Select Close. The Custom Views dialog box closes. Click View Click Custom Views... Click Print Bonuses Click Delete Click Yes Click Close Close REPFIG1.XLS. WWP Training Limited Page 199

200 Appendix 1 - Working with Views Excel 2003: Level 3 EXERCISE WORKING WITH VIEWS Task Work with views. 1. Open Region Display the Totals worksheet and create a normal view called Normal. 3. Hide columns B through D and deselect the Gridlines option. (Hint: Use the Sheet page in the Page Setup dialog box.) 4. Create a custom view called Print Totals. 5. Display the Normal view. 6. Display the Projections worksheet. Select a print range of B6:C14 and have rows 1 to 3 and column A repeat. (Hint: Use the Sheet page in the Page Setup dialog box.) 7. View the worksheet in print preview. Then, close print preview and create a custom view called Projections (Q1, Q2). 8. Delete the Print Totals custom view. 9. Close the workbook without saving it. Page 200 WWP Training Limited

201 APPENDIX 2 - USING RANGE NAMES In this lesson, you will learn how to: Work with range names Jump to a named range Assign names Use range names in formulas Create range names from headings Apply range names Delete range names Use range names in 3-D formulas Create 3-D range names Use 3-D range names in formulas

202 Appendix 2 Working With Range Names Excel 2003: Level 3 WORKING WITH RANGE NAMES Discussion You can assign a name to a cell or a range in a worksheet. Once a name has been assigned, the name can be used in any instance where you can use a cell address. For example, you can use names for ranges in dialog boxes and formulas. Advantages to using names instead of cell addresses include: 1. Names reduce the chance of error in formulas. It is easy to recognize if the name EXPENSES is typed incorrectly. If a cell or range address is typed incorrectly, it is harder to detect. 2. Names adapt to changes within a range (for example, when rows and columns are added to or removed from the range). 3. Names are easy to recognize and maintain in formulas. For example, the formula =TOTALSALES-EXPENSES is easier to understand than the formula =E3-F3. 4. You can easily move the active cell to a named cell or range using the Name box. 5. Names created in one worksheet are available to all other worksheets in the workbook. 6. Names can refer to non-contiguous ranges or to ranges that contain blank cells, columns, or rows. 7. Names are absolute. If you use a name in a formula, the formula always refers to that range, even if you copy or move the formula. You can use names to refer to cells, ranges, multiple ranges, and ranges in other worksheets. JUMPING TO A NAMED RANGE Discussion You can use a name to move quickly to a cell or a range. Since a name assigned in a worksheet is available in all worksheets in the workbook, you can use names to move easily between the worksheets. For example, in a workbook containing worksheets for different products, you can quickly jump to the desired product worksheet using the name assigned to it. You use the Name Box list to jump to a named range. The Name Box list is located at the left end of the formula bar and displays all the assigned names in a workbook. When Page 202 WWP Training Limited

203 Excel 2003: Level 3 Appendix 2 Working With Range Names you choose a name from the Name Box list, the range is selected and the active cell appears in the first cell of the range. Jumping to a named range If the formula bar is not displayed, you can use the View menu to view it. Procedures 1. Click the arrow for the Name Box list on the formula bar. 2. Select the name of the desired range. Step-by-Step Open NAME1.XLS. Jump to a named range. 1. Click the arrow for the Name Box list on the formula bar. A list of available named ranges appears. 2. Select the name of the desired range. The range appears. Click Name Click Qtr4_NetProfits WWP Training Limited Page 203

204 Appendix 2 Working With Range Names Excel 2003: Level 3 Notice that the active cell moved to the Qtr 4 worksheet. Use the Qtr1_NetProfits name on the Name Box list to return to the Qtr 1 worksheet. ASSIGNING NAMES Discussion You can use names instead of cell references in formulas and dialog boxes. For example, if you are summing totals from several worksheets, you can assign names to the totals in each worksheet and then use the range names in the formula instead of the cell addresses. You can use the Name Box to assign range names. The following rules apply to naming ranges: 1. Names must start with a letter or an underscore. The remainder of the name can contain any character except a space or a hyphen. Avoid using the dollar sign ($), since it may be confused with an absolute reference. 2. Names can be up to 255 characters long. You should keep them short to make them easy to use and to conserve space in formulas (which also have a maximum length of 255 characters). 3. Names are not case-sensitive. They can be typed in either uppercase or lowercase. 4. You should not use names that resemble cell references (such as Q1). Assigning a name to a cell Page 204 WWP Training Limited

205 Excel 2003: Level 3 Appendix 2 Working With Range Names Procedures 1. Select the cell or range you want to name. 2. Click in the Name Box on the formula bar. 3. Type the desired name. 4. Press [Enter]. Step-by-Step Assign a name to a range. If necessary, go to the Qtr 1 worksheet. 1. Select the cell or range you want to name. The range is selected. 2. Click in the Name Box on the formula bar. The text in the Name Box is selected. 3. Type the desired name. The text appears in the Name Box. 4. Press [Enter]. The name is saved and appears in the Name Box. Click cell E8 Click in the Name Box Type Qtr1_Total Press [Enter] USING RANGE NAMES IN FORMULAS Discussion You can use a name rather than a cell address in a formula. Using a name in a formula makes the formula easier to read and understand. For example, it is easy to understand what information the following formula calculates; =INCOME-EXPENSES. If the named cells change, the formula automatically updates. Since names are absolute, you can use a name in place of an absolute cell reference in a formula. For example, if you are calculating a percentage of a range named Total, the formula will always refer to the Total range if you use the name rather than the cell address, no matter where you move or copy the formula. WWP Training Limited Page 205

206 Appendix 2 Working With Range Names Excel 2003: Level 3 Using range names in a formula You can also select a name from the Paste Name dialog box to insert a name into a formula. To use the Paste Name dialog box, begin the formula. When you need to reference the name in the formula, press the [F3] key and double-click the desired name. You can also access the Paste Name dialog box while creating a formula by selecting the Insert menu, the Name command and the Paste command. Procedures 1. Select the cell in which you want the result of the formula to appear. 2. Start typing the formula or function. 3. Type the desired name at the appropriate location in the formula. 4. Complete the formula. 5. Press [Enter]. Step-by-Step Use a range name in a formula. If necessary, go to the Qtr 1 worksheet. Page 206 WWP Training Limited

207 Excel 2003: Level 3 Appendix 2 Working With Range Names 1. Select the cell in which you want the result of the formula to appear. The cell is selected. 2. Start typing the formula or function. The formula appears in the cell and on the formula bar. 3. Type the desired name at the appropriate location in the formula. The name appears in the cell and on the formula bar. 4. Press [Enter]. The result of the formula appears in the cell. Click cell I4 Type =E4/ Type Qtr1_Total Press [Enter] Practice the Concept: Select cell I5, type =E5/ and press [F3]. Then select Qtr1_Total, click OK, and press [Enter] to complete the formula. Copy the formula to the range I6:I7. Click cells I6 and I7. Notice that the name did not change when you copied the cell. CREATING RANGE NAMES FROM HEADINGS Discussion You can create names for rows and columns using text entered into the first or last cell of the row or the top or bottom cell of the column. This option is a quick way to create names that correspond directly to worksheet entries. For example, in a worksheet containing the quantity of products sold each month, you can use the product names in the row headings to name the rows of quantities sold. When Excel names rows and columns from headings, it uses the text in the indicated location (i.e., the top, bottom, right or left cell) to name the selected range. The cells containing the text are not included in the named ranges. You can create multiple names at the same time by selecting a range that spans several columns or rows. WWP Training Limited Page 207

208 Appendix 2 Working With Range Names Excel 2003: Level 3 Creating range names from headings Although the text in the header columns and rows is not included in the named ranges, it must be included in the range you select prior to performing the command in order for Excel to determine the range names. Procedures 1. Select the range you want to name, as well as the row or column heading containing the desired range names. 2. Select the Insert menu. 3. Point to the Name command. 4. Select the Create command. 5. Under Create names in, select the option corresponding to the location of the desired names. 6. Select OK. Step-by-Step Create range names from headings. If necessary, go to the Qtr 1 worksheet. Page 208 WWP Training Limited

209 Excel 2003: Level 3 Appendix 2 Working With Range Names 1. Select the range you want to name, as well as the row or column heading containing the desired range names. The range is selected. 2. Select the Insert menu. The Insert menu appears. 3. Point to the Name command. The Name submenu appears. 4. Select the Create command. The Create Names dialog box opens. 5. Under Create names in, select the option corresponding to the location of the desired names. The option is selected. 6. Select OK. The Create Names dialog box closes, and the names are created from the row and/or column headings. Drag B3:G7 Click Insert Point to Name Click Create... Click Top row, if necessary Click OK Display the Name Box list on the formula bar; notice that a name was created for each heading in the range. Select the Feb name. Click any cell to deselect the range. APPLYING RANGE NAMES Discussion After you have named a range, you can use it in existing formulas. For example, after you have created formulas in a worksheet, you may decide that using names in the formulas will make it easier for others to analyze the worksheet. Since Excel does not automatically replace cell references in existing formulas when you assign names, you must replace the cell addresses in existing formulas with names as desired. This technique is called applying names. Names are applied to the current worksheet only. Consequently, you cannot group worksheets and apply names to multiple sheets at the same time. WWP Training Limited Page 209

210 Appendix 2 Working With Range Names Excel 2003: Level 3 Applying range names If you want to apply names throughout a worksheet, you can select a single cell in the worksheet. Excel uses an underscore ( _ ) for blank spaces in a range name. For example, the heading Total Sales will be assigned the range name Total_Sales. Some names in the Apply Names dialog box may already be selected. Be sure to deselect the names you do not want to apply. Click once on a selected name to deselect it. Procedures 1. Select the range in which you want to apply names. 2. Select the Insert menu. 3. Point to the Name command. 4. Select the Apply command. 5. Select the names you want to apply in the Apply names list box, if necessary. 6. Select OK. Page 210 WWP Training Limited

211 Excel 2003: Level 3 Appendix 2 Working With Range Names Step-by-Step Apply range names to formulas. If necessary, go to the Qtr 1 worksheet. 1. Select the range in which you want to apply range names. The range is selected. 2. Select the Insert menu. The Insert menu appears. 3. Point to the Name command. The Name submenu appears. 4. Select the Apply command. The Apply Names dialog box opens, and any suggested names are highlighted in the Apply Names list box. 5. Select the names you want to apply in the Apply names list box, if necessary. The names are selected. 6. Select OK. The Apply Names dialog box closes, and the names replace the cell addresses in all formulas in the selected range. Drag B8:G8 Click Insert Point to Name Click Apply... Follow the instructions shown below the table before continuing on to the next step Click OK Select the following names in the Apply names list box. Select Expenses, Feb, Jan, Mar, Net_Profits, and Total_Sales, if necessary. Return to the table and continue on to the next step. Select each cell in the range B8:G8. Notice that the cell addresses have been replaced by names in each formula. DELETING RANGE NAMES Discussion You can delete names you no longer use. For example, if you change the name of a range, you can delete the old name. WWP Training Limited Page 211

212 Appendix 2 Working With Range Names Excel 2003: Level 3 Deleting a name permanently removes it from the workbook. If you accidentally delete a name to which a formula refers, the formula can no longer calculate correctly; the error message #NAME? appears in the cell instead of the result of the formula, and the Error Checking button appears next to the cell containing the error message. If you inadvertently delete a name used in a formula, you can redefine that name to make the formula accurate again. You can click the Error Checking button for more information about the error. The name of the error appears at the top of the list and is highlighted in gray. Selecting the Help on this error command opens the Microsoft Help window to the pertinent error topic. Procedures 1. Select the Insert menu. 2. Point to the Name command. 3. Select the Define command. 4. Select the name you want to delete from the Names in workbook list box. 5. Select Delete. 6. Select Close. Step-by-Step Delete a range name. If necessary, go to the Qtr 1 worksheet. 1. Select the Insert menu. The Insert menu appears. 2. Point to the Name command. The Name submenu appears. 3. Select the Define command. The Define Name dialog box opens. Click Insert Point to Name Click Define... Page 212 WWP Training Limited

213 Excel 2003: Level 3 Appendix 2 Working With Range Names 4. Select the name you want to delete from the Names in workbook list box. The range name is selected. 5. Select Delete. The range name is deleted from the workbook. 6. Select Close. The Define Name dialog box closes. Click Net_Profits Click Delete Click Close Practice the Concept: Notice that the formula in cell G8 now displays an error message, #NAME?, and the Error Checking button appears. Re-create the range name Net_Profits for the range G4:G7. Notice that the formula updates. USING RANGE NAMES IN 3-D FORMULAS Discussion A 3-D formula is a formula where cell references refer to cells in more than one worksheet. In standard 3-D formulas, you must activate each worksheet and select the cells you want to reference as you are building the formula. You can use range names as a simple and effective way to create 3-D formulas. Since names are available to all worksheets in the workbook, you can select names from the Name Box list or type them into the formula rather than going to each worksheet to select cell references. This option can save you time and reduce confusion in creating 3- D formulas. Names are often easier to remember than cell addresses, particularly in a large worksheet or in multiple workbooks when you cannot see the desired cell. When using names in formulas, you can either type the name into the formula or select the name from the Paste Name dialog box. If range names are long, the Paste Name dialog box helps you avoid typing errors. WWP Training Limited Page 213

214 Appendix 2 Working With Range Names Excel 2003: Level 3 Using range names in a 3-D formula If you make a typing error or misspell a name, the #NAME? error appears in the cell. Procedures 1. Select the worksheet in which you want to create the formula. 2. Select the cell in which you want to create the formula. 3. Type = to start the formula. 4. Press [F3]. 5. Double-click the desired name. 6. Type the desired mathematical operator. 7. Enter names and mathematical operators as necessary to complete the formula. 8. Press [Enter]. Step-by-Step Use range names in a 3-D formula. Page 214 WWP Training Limited

215 Excel 2003: Level 3 Appendix 2 Working With Range Names 1. Select the worksheet in which you want to create the formula. The worksheet appears. 2. Select the cell in which you want to create the formula. The cell is selected. Click the Annual tab Click cell D3 3. Type = to start the formula. An equal sign (=) appears in the cell and on the formula bar. 4. Press [F3]. The Paste Name dialog box opens. 5. Double-click the desired name. The name appears in the cell and on the formula bar. 6. Type the desired mathematical operator. The mathematical operator appears. 7. Enter names and mathematical operators as necessary to complete the formula. The formula appears on the formula bar. 8. Press [Enter]. The result of the formula appears in the cell. Type = Press [F3] Double-click Qtr1_NetProfits Type + Follow the instructions shown below the table before continuing on to the next step Press [Enter] Press [F3] to open the Paste Names dialog box and double-click Qtr2_NetProfits to insert the name. Continue creating the following formula by typing each operator and using the Paste Name dialog box to insert each name: =Qtr1_NetProfits+Qtr2_NetProfits+Qtr3_NetProfits+Qtr4_NetProfits Return to the table and continue on to the next step. The result of the formula should be 73, CREATING 3-D RANGE NAMES Discussion You can create names that refer to the same range in multiple worksheets. For example, you can define a name for the same cell address in four different worksheets. Naming a 3-D range can simplify creating a formula. WWP Training Limited Page 215

216 Appendix 2 Working With Range Names Excel 2003: Level 3 Creating a 3-D range name Names that refer to 3-D ranges do not appear in the Name Box. They do appear in the Paste Name dialog box. Procedures 1. Select the Insert menu. 2. Point to the Name command. 3. Select the Define command. 4. Type the desired range name. 5. Under Refers to, click the Collapse Dialog button. 6. Go to the first worksheet of the group you want to name. 7. Hold [Shift] and click the tab of the last worksheet you want to include in the group. 8. Select the range you want to name. 9. Click the Expand Dialog button. 10. Select Add. 11. Select OK. Step-by-Step Create a 3-D range name. Page 216 WWP Training Limited