SAMPLE. Excel 2010 Advanced. Excel 2010 Advanced. Excel 2010 Advanced Page 1

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1 Excel 2010 Advanced Excel 2010 Advanced Page 1 Excel 2010 Advanced 2010 Cheltenham Courseware Pty. Ltd.

2 Excel 2010 Advanced Page Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING,, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: Contact Information USA / Canada info@cheltenhamcourseware.com Web: Australia / Asia Pacific / Europe (ex. UK / Ireland) / Rest of the World info@cheltenhamcourseware.com.au Web: UK / Ireland info@cctglobal.com Web: Cheltenham Courseware Pty. Ltd.

3 Excel 2010 Advanced Page 3 TUTOR SETUP INFORMATION...5 FILES FOR THIS COURSE...6 PIVOT TABLES...7 CREATING AND USING A PIVOT TABLE....7 FILTERING AND SORTING DATA WITHIN A PIVOT TABLE AUTOMATICALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS...18 MANUALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS INPUT TABLES...23 ONE-INPUT DATA TABLES TWO-INPUT DATA TABLES...26 CHARTS CREATING A COMBINED LINE AND COLUMN CHART ADDING A SECONDARY AXIS TO A CHART...33 CHANGING THE CHART TYPE FOR A PARTICULAR DATA SERIES...40 ADDING A DATA SERIES TO A CHART REMOVING A DATA SERIES FROM A CHART RE-POSITIONING CHART TITLE...46 RE-POSITIONING THE CHART LEGEND...47 MOVING AND FORMATTING CHART DATA LABELS...48 MODIFYING CHART AXIS SCALES...52 FORMATTING AN AXIS TO DISPLAY USING COMMAS INSERTING IMAGES INTO CHART COLUMNS INSERTING IMAGES TO CHART BARS...65 FORMATTING THE CHART PLOT AREA USING A PICTURE FORMATTING THE CHART AREA USING A PICTURE HYPERLINKS...82 INSERTING A HYPERLINK EDITING A HYPERLINK...83 REMOVING A HYPERLINK...86 LINKING & EMBEDDING...87 WHAT IS EMBEDDING AND LINKING?...87 LINKING DATA WITHIN A WORKSHEET...87 LINKING CELLS BETWEEN WORKSHEETS WITHIN A WORKBOOK...88 LINKING DATA BETWEEN WORKBOOKS...90 LINKING DATA FROM EXCEL TO A WORD DOCUMENT LINKING AN EXCEL CHART TO A WORD DOCUMENT...94 UPDATING, LOCKING AND BREAKING LINKS...95 IMPORTING TEXT FILES WHAT IS A DELIMITED TEXT FILE? IMPORTING A DELIMITED TEXT FILE SORTING AND FILTERING DATA SORTING DATA BY MULTIPLE COLUMNS AT THE SAME TIME APPLYING A PRE-INSTALLED CUSTOM SORT CREATING A CUSTOMIZED LIST AND PERFORMING A CUSTOM SORT REMOVING A CUSTOMIZED LIST USING AUTOFILTER Cheltenham Courseware Pty. Ltd.

4 Excel 2010 Advanced Page 4 USING AUTOFILTER TO PERFORM MULTIPLE QUERIES TOP 10 AUTOFILTER REMOVING ALL AUTOFILTERS FROM A WORKSHEET ADVANCED FILTER CRITERIA SUB-TOTALING REMOVING SUBTOTALS EXPANDING AND COLLAPSING OUTLINE DETAIL LEVELS TRACKING AND REVIEWING CHANGES ENABLING OR DISABLING THE 'TRACK CHANGES' FEATURE SHARING, COMPARING AND MERGING WORKSHEETS SCENARIOS SCENARIO MANAGER SCENARIO SUMMARY REPORTS VALIDATING DATA VALIDATION - WHOLE NUMBER DATA VALIDATION - DECIMAL NUMBER DATA VALIDATION - LIST DATA VALIDATION - DATE DATA VALIDATION - TIME DATA VALIDATION - TEXT LENGTH CUSTOMIZING A VALIDATION INPUT MESSAGE AND ERROR ALERT REMOVING DATA VALIDATION AUDITING TRACING PRECEDENT CELLS TRACING DEPENDENT CELLS IDENTIFYING CELLS WITH MISSING DEPENDENTS SHOWING ALL FORMULAS IN A WORKSHEET, RATHER THAN THE RESULTING VALUES INSERTING AND VIEWING COMMENTS EDITING AND DELETING COMMENTS SHOWING AND HIDING COMMENTS MACROS MACRO TO CHANGE THE PAGE SET-UP MACRO TO APPLY A CUSTOM NUMBER FORMAT MACRO TO FORMAT A CELL RANGE MACRO TO INSERT FIELDS INTO THE HEADER OR FOOTER ASSIGNING A MACRO TO A BUTTON ON THE QUICK ACCESS TOOLBAR DELETING MACROS PASSWORDS & SECURITY ISSUES ADDING 'OPEN' PASSWORD PROTECTION TO A WORKBOOK ADDING 'MODIFY' PASSWORD PROTECTION TO A WORKBOOK REMOVING AN 'OPEN' PASSWORD FROM A WORKBOOK REMOVING A 'MODIFY' PASSWORD FROM A WORKBOOK PASSWORD PROTECTING CELLS AND WORKSHEETS HIDING FORMULAS UN-HIDING FORMULAS Cheltenham Courseware Pty. Ltd.

5 Excel 2010 Advanced Page 5 Tutor Setup Information Copy the sample files folder, Excel 2010 Advanced Course to the Documents folder on the PC. At the end of the course, remove all files modified or created during the course, prior to re-running the course. At the end of the course, reset all program and operating system defaults that may have been modified during the course, prior to re-running the course Cheltenham Courseware Pty. Ltd.

6 Excel 2010 Advanced Page 6 Sample files for this Course During this course you will need to open samples files. These are stored under the Documents folder in a sub-folder called: Excel 2010 Advanced Course. If you create any new files, unless otherwise instructed, you should also save the files in this folder Cheltenham Courseware Pty. Ltd.

7 Excel 2010 Advanced Page 7 Pivot Tables. Creating and using a pivot table. Open a workbook called Pivot Tables 01. This worksheet contains the data from which you wish to create your pivot table. Click within the data table. Click on the Insert tab and within the Tables group click on the Pivot Table button. The Create Pivot Table dialog box will be displayed Cheltenham Courseware Pty. Ltd.

8 Excel 2010 Advanced Page 8 Accept the default values displayed and click on the OK button. Your screen will now look like this. NOTE: A new worksheet has been inserted into your workbook and the default name from this worksheet is Sheet1. The Pivot Table Field List will be displayed to the right of the screen. Click on the Sales Person check box Cheltenham Courseware Pty. Ltd.

9 Excel 2010 Advanced Page 9 Your will data will now look like this. Within the Pivot Table Field List click on the Customer check box Cheltenham Courseware Pty. Ltd.

10 Excel 2010 Advanced Page 10 Move the mouse pointer over the Customer field so that the field is highlighted as illustrated. Drag the Customer field down to the Column Label box as illustrated Cheltenham Courseware Pty. Ltd.

11 Excel 2010 Advanced Page 11 Your data will now look like this. Within the Pivot Table Field List click on the check box next to Total value Cheltenham Courseware Pty. Ltd.

12 Excel 2010 Advanced Page 12 Your data will now look like this. Click on the Pivot Table Data worksheet tab, so that your original table of data is displayed. Make some changes such as changing the value within cell D4, from 1 to Cheltenham Courseware Pty. Ltd.

13 Excel 2010 Advanced Page 13 Click on the worksheet tab containing your Pivot Table, you will notice that the Pivot Table has not been updated to take account of your changed data. Click within the Pivot Table. Right click and from the pop-up menu displayed select the Refresh command Cheltenham Courseware Pty. Ltd.

14 Excel 2010 Advanced Page 14 You will see the data change, as illustrated. Save your changes and close the workbook. Filtering and sorting data within a pivot table. Open a workbook called Pivot Tables Cheltenham Courseware Pty. Ltd.

15 Excel 2010 Advanced Page 15 You can see that the names of the sales persons are listed in alphabetical order. To reverse the sort order of the sales person names, first click on one of the Sales Persons names within the data. Right click over one of the sales names and from the pop-up menu displayed click on the Sort command. From the sub-menu displayed click on the Sort Z to A. The sorted data will look like this Cheltenham Courseware Pty. Ltd.

16 Excel 2010 Advanced Page 16 To restore the sort order back to alphabetical A to Z order repeat the process and select A to Z as the sort order. You can apply filters to the Pivot Table to control which records are displayed. Click on the down arrow displayed to the right of the Customer column field heading. This will display a list of company names Cheltenham Courseware Pty. Ltd.

17 Excel 2010 Advanced Page 17 At present all the customers are selected and therefore shown on the Pivot Table. Clear the selection boxes so that only ABC Company and KLM Company are selected Cheltenham Courseware Pty. Ltd.

18 Excel 2010 Advanced Page 18 Click on the OK button and the filtered Pivot Table will be displayed. Only sales for ABC Company and KLM Company are displayed, the other customers have been filtered out of the Pivot Table. Save your changes and close the workbook. Automatically grouping data in a pivot table and renaming groups. Open a workbook called Pivot Tables Grouping. In this example we are going to automatically group the dates in the pivot table by year. Right click over one of the cells containing a date and from the pop-up menu displayed select the Group command Cheltenham Courseware Pty. Ltd.

19 Excel 2010 Advanced Page 19 The Grouping dialog box will be displayed. Click on Months to de-select it & then click on Years. The Grouping dialog box should now look like this Cheltenham Courseware Pty. Ltd.

20 Excel 2010 Advanced Page 20 Click on the OK button to close the Grouping dialog box and apply the automatic grouping. As you can see, orders have now been grouped by year. You can rename any of the automatically created groups. To rename the 2007 group click on the cell containing the group name (in this case cell A7) and type in a new name for the group, use the name Final Year, and press Enter Cheltenham Courseware Pty. Ltd.

21 Excel 2010 Advanced Page 21 Save your changes and close the workbook. Manually grouping data in a pivot table and renaming groups. Open a workbook called Pivot Tables 03. Lou and Sue are working together as a team, and we want to group their sales together. First, we need to click on cell A5 (the cell containing the text Lou). While depressing the Ctrl key we then need to click on cell A8 (the cell containing the text Sue). When you release the Ctrl key, both cells should remain selected. Right click over the selected cells and from the pop-up menu displayed select the Group command. The screen will then change to display the grouped results, as illustrated. In this case the group has automatically given the name of Group1. To change the name of the group click on the cell containing the group name (in this case cell A5) and enter the new name Sales Team for the group Cheltenham Courseware Pty. Ltd.

22 Excel 2010 Advanced Page 22 Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

23 Excel 2010 Advanced Page 23 Input Tables One-input data tables. Open a workbook called One Input Data Tables. In this example, we will examine the effects of different interest rates on the amount of money you have to pay back when taking out a loan. We will use the PMT function to calculate the monthly loan payments. The PMT function is covered within the Function section, but for your convenience, the syntax is listed below. PMT(rate,nper,pv,fv,type) Where. Rate. This is the loan interest rate. Nper. This is the total number of loan payments. Pv. This is the present value, (principal) or the total amount that a series of future payments is worth now. Fv. This is the future value, or a total amount you want to have after the last payment is made. If Fv is not specified, then it will default to 0 and thus the future value of the loan is 0. Type. This can be either 0 or 1 and donates when payments are due (i.e. at the end of the period or at the start of each period). Click on cell C5 and you will see the function syntax displayed within the Formula Bar. =PMT(B5/12,C17,-C16) Cheltenham Courseware Pty. Ltd.

24 Excel 2010 Advanced Page 24 To construct the data table we need to first select the following area of the worksheet. Click on the Data tab and within the Data Tools group click on the What-If Analysis button. From the sub-list displayed click on Data Table Cheltenham Courseware Pty. Ltd.

25 Excel 2010 Advanced Page 25 This will display the Data Table dialog box. We need to click within the Column input cell text box within this dialog box, and click on the input cell, i.e. cell B5, as indicated. Clicking on the OK button will display the what-if payments, as illustrated Cheltenham Courseware Pty. Ltd.

26 Excel 2010 Advanced Page 26 Save your changes and close the workbook. Two-input data tables. Open a workbook called Two Input Data Table. We can ask a what-if question relating to how many months to spread the loan over. In this example we will see what happens if a loan is spread over 36, 48 and 60 months. Note the use of the PMT function in cell B4. =PMT(C18/12,C17,-C16) 2010 Cheltenham Courseware Pty. Ltd.

27 Excel 2010 Advanced Page 27 To ask a two input, what-if question we first have to select the relevant data, in the range B4:E13, as illustrated. Click on the Data tab and within the Data Tools group click on the What-If Analysis button. From the sub-list displayed click on Data Table Cheltenham Courseware Pty. Ltd.

28 Excel 2010 Advanced Page 28 This will display the Data Table dialog box. Click on the section of the dialog box called Row input cell, and then click on cell C17. Click on the section of the dialog box called Column input cell, and then click on cell C18. When you click on the OK button, the what-if values will be inserted, as illustrated below Cheltenham Courseware Pty. Ltd.

29 Excel 2010 Advanced Page 29 Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

30 Excel 2010 Advanced Page 30 Charts. Creating a combined line and column chart. Open a workbook called Line and column chart. Click within the table of data. Click on the Insert tab and within the Charts group click on the Column button. From the drop down list displayed, click on the first 2-D column chart option Cheltenham Courseware Pty. Ltd.

31 Excel 2010 Advanced Page 31 A column chart will be inserted into the worksheet Cheltenham Courseware Pty. Ltd.

32 Excel 2010 Advanced Page 32 Click on one of the columns within the chart that you wish to convert to a line rather than column. Right click over one of the selected columns and from the pop-up menu displayed, click on the Change Series Chart Type command. The Change Chart Type dialog box will be displayed Cheltenham Courseware Pty. Ltd.

33 Excel 2010 Advanced Page 33 Within the left-hand side of the dialog box click on the Line button. Select the first option within the Line formats displayed in the right section of the dialog box. Click on the OK button and you will now see a chart displayed using both columns and lines. Save your changes and close the workbook. Adding a secondary axis to a chart. Open a workbook called Secondary Axis Cheltenham Courseware Pty. Ltd.

34 Excel 2010 Advanced Page 34 Select the range B2:B11. Hold down the Ctrl key and then also select the range E2:E11. Release the Ctrl key. The selected data will look like this. Click on the Insert tab and within the Charts group click on the Column button. From the drop-down displayed select a 2-D Column chart format Cheltenham Courseware Pty. Ltd.

35 Excel 2010 Advanced Page 35 A column chart will be created within the worksheet. This chart displays information about the number of unit sales per month. We shall now add another data series which will use a secondary axis to display the relevant information. Select the range F2:F Cheltenham Courseware Pty. Ltd.

36 Excel 2010 Advanced Page 36 Press Ctrl+C to copy the selected data to the clipboard. Click once on the chart to select it, press Ctrl+V to paste the selected data into the chart. The chart will now look like this. Make sure the chart is selected. Within the chart click on one of the columns that you have just inserted Cheltenham Courseware Pty. Ltd.

37 Excel 2010 Advanced Page 37 Click on the Format tab within the current selection group, click on the down arrow displayed at the top of the group. From the drop-down list displayed select Series Total Sales Value. Within the Current Selection group click on Format Selection Cheltenham Courseware Pty. Ltd.

38 Excel 2010 Advanced Page 38 The Format Data Series dialog box will be displayed. Click on the Secondary Axis button. Click on the Close button Cheltenham Courseware Pty. Ltd.

39 Excel 2010 Advanced Page 39 The chart will now look like this. Right click on any part of a column relating to the Number of Sales. From the pop-up menu displayed click on the Change Series Chart Type command. The Change Chart Type dialog box will be displayed. Select a line chart type Cheltenham Courseware Pty. Ltd.

40 Excel 2010 Advanced Page 40 Click on the OK button and the chart will now look like this. Save your changes and close the workbook. Changing the chart type for a particular data series. Open a workbook called Chart Types. Click on the second data series within the chart (in the example illustrated we clicked on one of the columns, representing the data for the West sales region) Cheltenham Courseware Pty. Ltd.

41 Excel 2010 Advanced Page 41 Right click and you will see a pop-up menu displayed. From the pop-up menu displayed, select Chart Series Chart Type. This will display the Change Chart Type dialog box. Select the required chart type, and if necessary chart sub-type. In this case, select a Line chart Cheltenham Courseware Pty. Ltd.

42 Excel 2010 Advanced Page 42 Click on the OK button to change the chart type, as illustrated. Experiment with applying other chart types. Save your changes and close the workbook. Adding a data series to a chart. Open a workbook called Adding a Data Series. This workbook contains a chart that is only displaying information relating to the East region Cheltenham Courseware Pty. Ltd.

43 Excel 2010 Advanced Page 43 You can select a data range from your worksheet and add this to the chart. To add information related to the West region to the chart we need to select the data relating to the West region, as illustrated. Press Ctrl+C to copy the selected data to the Clipboard. Click on the chart to select it and press Ctrl+V to paste the data to the chart. The chart will now look like this Cheltenham Courseware Pty. Ltd.

44 Excel 2010 Advanced Page 44 Save your changes and close the workbook. Removing a data series from a chart. Open a workbook called Deleting a Data Series. This workbook contains a chart Cheltenham Courseware Pty. Ltd.

45 Excel 2010 Advanced Page 45 To delete a data series from the chart, click on one of the columns (representing the data series that you wish to remove). In the example illustrated, we clicked on the sales data for the sales from the West region, (i.e. the yellow column). Press the Del key. The result will be similar to that illustrated Cheltenham Courseware Pty. Ltd.

46 Excel 2010 Advanced Page 46 Save your changes and close the workbook. Re-positioning chart title. Open a workbook called Moving Chart Titles. The chart within the workbook looks like this. To move the chart title, first click on the chart title to select it, as illustrated Cheltenham Courseware Pty. Ltd.

47 Excel 2010 Advanced Page 47 Move the mouse pointer to the edge of the chart title and drag the title to a new location. Save your changes and close the workbook. Re-positioning the chart legend. Open a workbook called Moving Chart Legends. The chart within the workbook looks like this. Click on the chart legend to select it, as illustrated Cheltenham Courseware Pty. Ltd.

48 Excel 2010 Advanced Page 48 Move the mouse pointer to the edge of the chart legend, and drag the legend to a new location, as in the illustration. Save your changes and close the workbook. Moving and formatting chart data labels. Open a workbook called Moving Chart Data Labels. The chart within the workbook looks like this Cheltenham Courseware Pty. Ltd.

49 Excel 2010 Advanced Page 49 Click on the chart data label, for the 2009 columns, to select them, as illustrated. Right click over a selected data label and from the pop-up menu displayed click on the Format Data Labels command Cheltenham Courseware Pty. Ltd.

50 Excel 2010 Advanced Page 50 This will display the Format Data Labels dialog box. Click on the Alignment tab Cheltenham Courseware Pty. Ltd.

51 Excel 2010 Advanced Page 51 Use the various options available to reposition the data labels within the chart. For instance use the Custom Angle section within the dialog box to display the text at 45 degrees. If you click on the Close button the chart will look like this Cheltenham Courseware Pty. Ltd.

52 Excel 2010 Advanced Page 52 Experiment with applying other formatting options. For instance, within the Format Data Labels dialog box, you can click on the Fill tab and apply fill formatting to the data labels. To move a data label, simple select the label and drag it to a new location. Experiment with moving the data labels so that they are displayed half way up the columns, rather than being displayed at the top of each column. When you have finished experimenting, save your changes and close the workbook. Modifying chart axis scales. Open a workbook called Chart axis scale Cheltenham Courseware Pty. Ltd.

53 Excel 2010 Advanced Page 53 Click once on the vertical axis so that it is selected. Right click on the selected vertical axis and from the pop-up menu displayed, click on the Format Axis command Cheltenham Courseware Pty. Ltd.

54 Excel 2010 Advanced Page 54 The Format Axis dialog box will be displayed. You can use this dialog box to set minimum and maximum axis values as well as specifying the major and minor axis scale units Cheltenham Courseware Pty. Ltd.

55 Excel 2010 Advanced Page 55 Within the Minimum text box, click on the Fixed button and enter the number 50. Within the Maximum text box, click on the Fixed button and enter the number 300. The dialog box will look like this Cheltenham Courseware Pty. Ltd.

56 Excel 2010 Advanced Page 56 Click on the Close button and the chart will look like this. Redisplay the Format Axis dialog box. Within the Major unit section, click on the Fixed button and enter the number 100. Within the Minor unit section, click on the Fixed button and enter the number 50. The dialog box will look like this Cheltenham Courseware Pty. Ltd.

57 Excel 2010 Advanced Page 57 Click on the Close button and the chart will look like this. Save your changes and close the workbook. Formatting an axis to display using commas. Open a workbook called Chart axis units. The chart looks like this. Notice that neither the data in the table, or numbers within the vertical axis, use comma formatting Cheltenham Courseware Pty. Ltd.

58 Excel 2010 Advanced Page 58 Select the vertical axis. Right click on the vertical axis and from a pop-up menu displayed click on the Format Axis command Cheltenham Courseware Pty. Ltd.

59 Excel 2010 Advanced Page 59 The Format Axis dialog box will be displayed. Click on the Number button displayed within the left side of the dialog box. Within the Category section, select Number. Click on the Use 1000 separator check box. Within the Decimal places section of the dialog box, enter 2. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

60 Excel 2010 Advanced Page 60 Click on the Close button and your chart will look like this. Even though the numbers within the table of data are not comma formatted, the numbers within the vertical axis do use comma formatting. This makes the chart easier to read and understand. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

61 Excel 2010 Advanced Page 61 Inserting images into chart columns. Open a workbook called Chart Columns with Images. Click on one of the columns within the chart, so that all 3 columns are selected. Right click over the selected columns and from the pop-up menu displayed click on the Format Data Series command. This will display the Format Data Series dialog box Cheltenham Courseware Pty. Ltd.

62 Excel 2010 Advanced Page 62 Click on the Fill option. Click on the Picture or texture fill button. Click on the File button. The Insert Picture dialog box will be displayed Cheltenham Courseware Pty. Ltd.

63 Excel 2010 Advanced Page 63 Within the left side of the dialog box click on Documents. Double click on the Excel 2010 Advanced Course folder. Double click on the picture file called Car Cheltenham Courseware Pty. Ltd.

64 Excel 2010 Advanced Page 64 You will be returned to the Format Data Series dialog box. Click on the Stack button and then click on the Close button to close the dialog box. Your chart will now look like this Cheltenham Courseware Pty. Ltd.

65 Excel 2010 Advanced Page 65 Save your changes and close the workbook. Inserting images to chart bars. Open a workbook called Chart Bars with Images. Click on one of the rows within the chart, so that all the rows are selected. Right click over the selected rows and from the pop-up menu displayed click on the Format Data Series command Cheltenham Courseware Pty. Ltd.

66 Excel 2010 Advanced Page 66 This will display the Format Data Series dialog box. Click on the Fill option. Click on the Picture or texture fill button Cheltenham Courseware Pty. Ltd.

67 Excel 2010 Advanced Page 67 Click on the File button. The Insert Picture dialog box will be displayed Cheltenham Courseware Pty. Ltd.

68 Excel 2010 Advanced Page 68 Within the left side of the dialog box click on Documents. Double click on the Excel 2010 Advanced Course folder. Double click on the picture file called Car. You will be returned to the Format Data Series dialog box Cheltenham Courseware Pty. Ltd.

69 Excel 2010 Advanced Page 69 Click on the Stack button and then click on the Close button to close the dialog box. Your chart will now look like this Cheltenham Courseware Pty. Ltd.

70 Excel 2010 Advanced Page 70 Save your changes and close the workbook. Formatting the chart plot area using a picture. Open a workbook called Chart Plot Area Images. The Chart plot area is the area illustrated by the dark line Cheltenham Courseware Pty. Ltd.

71 Excel 2010 Advanced Page 71 If you click on the chart to select it and then move the mouse pointer over this area you will see a pop-up indicating that this area of the chart is called the Plot Area. Click on the Plot Area to select it. The chart will look like this Cheltenham Courseware Pty. Ltd.

72 Excel 2010 Advanced Page 72 Right click on the selected plot area and from the pop-up menu displayed click on the Format Plot Area command Cheltenham Courseware Pty. Ltd.

73 Excel 2010 Advanced Page 73 This will display the Format Plot Area dialog box. Click on the Fill option. Click on the Picture or texture fill button. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

74 Excel 2010 Advanced Page 74 Click on the File button. The Insert Picture dialog box will be displayed Cheltenham Courseware Pty. Ltd.

75 Excel 2010 Advanced Page 75 Within the left side of the dialog box click on Documents. Double click on the Excel 2010 Advanced Course folder. Double click on the picture file called Background Cheltenham Courseware Pty. Ltd.

76 Excel 2010 Advanced Page 76 Close the Format Plot Area dialog box. Your chart will now look like this. Save your changes and close the workbook. Formatting the chart area using a picture. Open a workbook called Chart Area Images. The Chart Area is the entire 'background' area of the chart. The diagram below shows the chart area covered in red to illustrate the principle Cheltenham Courseware Pty. Ltd.

77 Excel 2010 Advanced Page 77 Move the mouse pointer over the chart area, and right click. From the pop-up menu displayed click on the Format Chart Area command. This will display the Format Chart Area dialog box Cheltenham Courseware Pty. Ltd.

78 Excel 2010 Advanced Page 78 Click on the Fill option. Click on the Picture or texture fill button. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

79 Excel 2010 Advanced Page 79 Click on the File button. The Insert Picture dialog box will be displayed. Within the left side of the dialog box click on Documents Cheltenham Courseware Pty. Ltd.

80 Excel 2010 Advanced Page 80 Double click on the Excel 2010 Advanced Course folder. Double click on the picture file called Background. Close the Format Chart Area dialog box and your chart will now look like this Cheltenham Courseware Pty. Ltd.

81 Excel 2010 Advanced Page 81 Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

82 Excel 2010 Advanced Page 82 Hyperlinks Inserting a Hyperlink. Open a workbook called Hyperlinks. Click on cell C3 and enter the following: When you press the Enter key the text will be converted into a hyperlink. NOTE: By default the hyperlink is underlined and displayed in a blue color. To open the hyperlink, move the mouse pointer over the hyperlink and the mouse pointer will change to a hand shape. You will also see a pop-up message, describing the hyperlink. Click on the hyperlink and your web browser will start automatically and display the web page Cheltenham Courseware Pty. Ltd.

83 Excel 2010 Advanced Page 83 Press Alt+F4 to close the web browser. Editing a Hyperlink To edit the hyperlink, right click on the hyperlink and from the pop-up menu displayed, select the Edit Hyperlink command Cheltenham Courseware Pty. Ltd.

84 Excel 2010 Advanced Page 84 This will display the Edit Hyperlink dialog box. You can use this dialog box to edit the hyperlink properties. For instance, you can enter a web site address within the Address section of the dialog box. In this case change the web address to display the Intel home page at: Cheltenham Courseware Pty. Ltd.

85 Excel 2010 Advanced Page 85 The dialog box will now look like this. You can click on the ScreenTip button to enter text that will be displayed when you move the mouse pointer over the hyperlink. The Set Hyperlink ScreenTip dialog is displayed. Enter the text 'Intel Home Page' Click on the OK button to close the dialog box. Click on the OK button to close the main dialog box. The modified hyperlink will be displayed. Move the mouse pointer over the hyperlink and you will see the new pop-up displayed Cheltenham Courseware Pty. Ltd.

86 Excel 2010 Advanced Page 86 Removing a Hyperlink To remove the hyperlink, right click over the hyperlink and from the pop-up menu displayed, select the Remove Hyperlink command. The text will now be displayed, without the hyperlink. Click on the Undo button to restore the hyperlink. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

87 Excel 2010 Advanced Page 87 Linking & Embedding What is embedding and linking? If you create a chart within Excel, copy it to the Clipboard, and then paste it into a Word document, then by default the chart will be embedded within the Word document. This means that the chart within the Word document is a separate copy of the original chart within Excel. If you make changes to the original chart within Excel, the chart within the Word document will not be updated. If you copied the chart within Excel to the Clipboard and then within in the Word document 'paste linked' the chart into the document, then in this case changes made to the original chart within Excel will be seen in the linked copy displayed within the Word document. Linking data within a worksheet. Open a workbook called Linking cells within a worksheet. In this worksheet, the postage and packing cost is stored in cell A3. Click on cell C7 and add the following formula. =$A$3. TIP: Adding the $ symbols makes the reference an absolute reference, rather than a relative reference, so that if you extend a series containing these references they will still point to the absolute cell reference containing the price for postage and packing. Copy this formula to cells C8:C11 (by clicking on cell C7, moving the pointer to the bottom-right of the cell, until the mouse pointer changes to the shape of a small cross, and then dragging down to cell C11). The worksheet should then resemble the illustration shown Cheltenham Courseware Pty. Ltd.

88 Excel 2010 Advanced Page 88 Click on cell A3 and change the value to 3.0. This should automatically change the data in the postage and packing column data. This demonstrates the advantage of linking data - it saves the time it would take to change each value individually. Save your changes and close the workbook. Linking cells between worksheets within a workbook Open a workbook called Linking cells between worksheets Cheltenham Courseware Pty. Ltd.

89 Excel 2010 Advanced Page 89 NOTE: This workbook contains two page tabs. The Postage and Packing value is stored on the second sheet. In this example, we will link the postage and packing value on the second worksheet to a cell within the first worksheet of the workbook. Click on cell C4 on the first worksheet. Type in the equals sign (=). Click on the tab of the second worksheet, called Postage and Packing. Click on cell A4 (within the second worksheet). Press Enter and you will return to the first worksheet. Re-click on cell C4 and you can look at the formula displayed within the Function bar Cheltenham Courseware Pty. Ltd.

90 Excel 2010 Advanced Page 90 The formula is: ='Postage and Packing'!A4 This formula established a link between the two worksheets, within the workbook. Switch to the second worksheet and change the postage from 2.50 to Switch back to the first worksheet and you will see that the data has been automatically updated. Save your changes and close the workbook. Linking data between workbooks. Open two Excel workbooks called: Linking Between Workbooks 01 and Linking Between Workbooks 02. Display the workbook called Linking Between Workbooks 01. Within the first workbook, select the data range B3:D Cheltenham Courseware Pty. Ltd.

91 Excel 2010 Advanced Page 91 Press Ctrl+C to copy the selected range to the Clipboard. Switch to the second workbook. Click on the cell that you wish to paste the selected data to, in this case click on cell B2. Click on the Paste button (under the Home tab) and from the drop down list displayed, select the Paste Link command. The data will be paste linked into the first worksheet of the second workbook Cheltenham Courseware Pty. Ltd.

92 Excel 2010 Advanced Page 92 TIP: You may need to adjust the column widths to display the data. Try altering the data in the first workbook and you will see that the data within the second workbook also changes. Save your changes and close both workbooks. Linking data from Excel to a Word document. Open a workbook called Linking Excel data to Word. Within Excel, select the data that you wish to link, in this case the range A4:C6 and copy it to the Clipboard. Press Ctrl+C to copy this range to the Clipboard. Start Microsoft Word, which by default will start and display a new empty document. Place the insertion point at the location within the document where you wish to paste the data. Within the Word program click on the lower part of the Paste button (displayed under the Home tab). From the drop down list displayed, select the Paste Special command Cheltenham Courseware Pty. Ltd.

93 Excel 2010 Advanced Page 93 This will display the Paste Special dialog box. Click on the Paste Link button and then click on the OK button. The data will be displayed within Word. Switch back to Excel and change some of the sales values. Switch back to Word and the changes that you made within the Excel workbook, will be displayed within the Word document, showing that the data displayed within the Word document is linked to the data within the Excel workbook. Save your Word document into the folder containing your sample files for this course. Use the file name My Linked Excel Data Cheltenham Courseware Pty. Ltd.

94 Excel 2010 Advanced Page 94 Save your changes to the Excel worksheet and close the workbook. Linking an Excel chart to a Word document. Open a workbook called Linking an Excel chart to Word. Select the chart, by clicking on the chart border. Press Ctrl+C to copy the chart to the Clipboard. Start Microsoft Word, which by default will start and display a new empty document. Place the insertion point at the location within the document where you wish to paste the chart. Within the Word program, click on the lower part of the Paste button (under the Home tab) and select the Paste Special command Cheltenham Courseware Pty. Ltd.

95 Excel 2010 Advanced Page 95 This will display the Paste Special dialog box. Click on the Paste Link button and then click on the OK button. The chart will be displayed within Word. Switch back to your Excel workbook. Change some of the data values within the Excel workbook and the chart will change within Word. Switch back to your Word document and you will see that the chart has also changed within your Word document. This shows that the chart displayed within the Word document is linked to the chart within Excel. Save your word document into the folder containing your sample files for this course. Use the file name My Linked Excel Chart. Save your changes to the workbook and close the workbook. Updating, locking and breaking links. Open a workbook called Controlling links. This worksheet contains a table of data and a chart Cheltenham Courseware Pty. Ltd.

96 Excel 2010 Advanced Page 96 Start Microsoft Word and open the Sales Data document. TIP: Remember that this document is stored in a folder called Excel 2010 Advanced Course, contained within the Documents folder. The Word document is currently empty. Switch back to the Microsoft Excel workbook. Select the cell range B3:D Cheltenham Courseware Pty. Ltd.

97 Excel 2010 Advanced Page 97 Press Ctrl+C to copy the selected range to the clipboard. Switch back to the Microsoft Word document. Within the Microsoft Word document click on the down arrow under the Paste button, and from the drop down list displayed click on the Paste Special command. This will display the Paste Special dialog box. Click on the Paste Special link and then click on the OK button. The linked table data will now be displayed within your Word document Cheltenham Courseware Pty. Ltd.

98 Excel 2010 Advanced Page 98 Within the Microsoft Word document, right click on the table data and from the pop-up menu displayed, click on the Linked Worksheet Object command. From the sub-menu displayed click on the Links command. The Links dialog box will be displayed Cheltenham Courseware Pty. Ltd.

99 Excel 2010 Advanced Page 99 You will see a number of buttons that allow you to control the way the link from Excel works. Update Now: Will force the object within word to update to take account of any changes made to the original data within Excel. Open Source: Will open the data within Excel. Changes Source: Allows you to change the data source. Break Link: Breaks the link between the chart displayed within the Word document with the original data within the Excel worksheet. Locked: In addition there is a check box called Locked, which allows to you temporarily stop the updating of the chart displayed within the Word document, even if changes are made to the original data within Excel. NOTE: By default a linked object will update automatically. To force an update, click on the Update Now button. Click on the Break Link button. You will see a warning dialog box displayed Cheltenham Courseware Pty. Ltd.

100 Excel 2010 Advanced Page 100 Click on the Yes button. Switch back to Excel and make some changes to your data. Switch back to the Word document and you will see that the data has not now been updated, as you have broken the link. Save your changes to the Excel worksheet and close the worksheet. Save your changes to the Word document and close the Word program Cheltenham Courseware Pty. Ltd.

101 Excel 2010 Advanced Page 101 Importing Text Files What is a delimited text file? A delimited file is a text only formatted file that uses items such as commas or tab stops to separate each item of data within each row of the list. A common example used to supply mail merge addresses, is a CSV file format, in which the delimiter is a comma. When you open a delimited, text formatted file within Excel, it will automatically try to recognize the type of delimitation used and display the relevant data in the familiar column and row format, used by Excel. Importing a delimited text file. Press Ctrl+O and the Open dialog box will be displayed. If necessary, click on the Documents folder displayed down the left side of the dialog box, to display the contents of the Documents folder Cheltenham Courseware Pty. Ltd.

102 Excel 2010 Advanced Page 102 Double click on a folder called Excel 2010 Advanced Course to display the contents of your sample files folder. Click on the down arrow next to the Files of type section and select All Files. Select a text file called Delimited Text. This file uses Tab delimitation Cheltenham Courseware Pty. Ltd.

103 Excel 2010 Advanced Page 103 TIP: Tab delimitation, means that each item within this text file is separated from the next item in a row by a tab. Click on the Open button. You will see the Text Import Wizard (Step 1 of 3) dialog box, as illustrated. Notice that the dialog box has two areas, the upper referring to choices you can make, the lower showing the data you are about to import. The wizard looks at your source data and the original file format and determines whether it is delimited or not. You can choose to alter this decision if you wish. Click Next and the Text Import Wizard (Step 2 of 3) dialog box is displayed. The upper half of this box allows you to select the required field delimiter. The default is Tab. Make the appropriate choice(s) as more than one can be selected. I.e. select items, such as Space, Comma or Tab. When you have chosen your delimiter the data display in the lower half of the dialog box shows the effect Cheltenham Courseware Pty. Ltd.

104 Excel 2010 Advanced Page 104 When this is as you want click on the Next button. The Text Import Wizard (Step 3 of 3) dialog box is displayed. You now select the data format for each of the columns. You can also decide whether you wish to import a column or not. When you have made your decisions, click on the Finish button to import the text into your spread sheet. The data should be neatly separated into columns, as illustrated below Cheltenham Courseware Pty. Ltd.

105 Excel 2010 Advanced Page 105 NOTE: You may have to widen the columns to accommodate the data. Click on the Save button in the Quick Access Toolbar. The following dialog will be displayed. Read this dialog carefully. Click on the No button. The Save As dialog box will be displayed. Enter the file name My Text File and then click on the Save button Cheltenham Courseware Pty. Ltd.

106 Excel 2010 Advanced Page 106 Close the workbook Cheltenham Courseware Pty. Ltd.

107 Excel 2010 Advanced Page 107 Sorting and Filtering Data. Sorting data by multiple columns at the same time. Open a file called Sorting Data. In this example, we wish to sort the data by second name, and then by first name. If you examine the list you will see that there are 3 people with the second name Smith. Click within the Second_name column of data Cheltenham Courseware Pty. Ltd.

108 Excel 2010 Advanced Page 108 Click on the Data tab and within the Sort And Filter group click on the Sort button. This will display the Sort dialog box. Click on the down arrow to the right of the Sort by section of the dialog box, and select Second-name. Within the Order section of the dialog box make sure the order is set to A to Z Cheltenham Courseware Pty. Ltd.

109 Excel 2010 Advanced Page 109 Click on the Add Level button. A second sort level will now be displayed as illustrated Cheltenham Courseware Pty. Ltd.

110 Excel 2010 Advanced Page 110 Click on the down arrow to the right of the Then by section of the dialog box, and select First-name. Make sure that the A to Z order option is selected. Click on the OK button and the data will be sorted by second name and then by first name, as illustrated. You can more clearly see the effect by looking at the way the people called Smith are sorted. Save your changes and close the workbook. Applying a pre-installed custom sort. Open a workbook called Custom Sorting Cheltenham Courseware Pty. Ltd.

111 Excel 2010 Advanced Page 111 This worksheet contains details for a small air travel company, operating flights to different countries that leave on specific days of the week. We wish to sort the data by the days of the week. The easy way to do this is to click within the Day Flights Available column and then click on the Data tab and click on the A-Z Sort button (within the Sort & Filter group). If we click on the A-Z Sort button you will see the following, which is not really what we want Cheltenham Courseware Pty. Ltd.

112 Excel 2010 Advanced Page 112 What we want is the list sorted so that we see Monday s flights listed first, then Tuesday's and so on. To do this we need to perform a custom sort. Click on the Data tab and within the Sort And Filter group click on the Sort button. This will display the Sort dialog box. In the Sort by section of the dialog box make sure that Day Flights Available is selected Cheltenham Courseware Pty. Ltd.

113 Excel 2010 Advanced Page 113 Click on the down arrow to the right of the Order section and select Custom List. This will display the Custom Lists dialog box. Select the days of the week as illustrated Cheltenham Courseware Pty. Ltd.

114 Excel 2010 Advanced Page 114 Click on the OK button and the Sort dialog box will now look like this. Click on the OK button to close the dialog box and sort the list Cheltenham Courseware Pty. Ltd.

115 Excel 2010 Advanced Page 115 Save your changes and close the workbook. Creating a customized list and performing a custom sort. Open a workbook called Custom Sorting 02. We want to perform a custom sort so that the planets are sorted by distance from the Sun. The easy way to sort this list is to click within the Planets of the Solar System column and then click on Data tab and select the A-Z Sort button (within the Sort & Filter group) Cheltenham Courseware Pty. Ltd.

116 Excel 2010 Advanced Page 116 If we click on this Sort button you will see the following, and which is not what we want. The results of an A-Z sort will look like this. Excel is supplied with a list of custom sort collections, but we need to create a new custom list to sort the planets by distance from the Sun. Click on the Data tab and within the Sort And Filter group click on the Sort button. This will display the Sort dialog box. In the Sort by section of the dialog box make sure that Planets of the Solar System is selected Cheltenham Courseware Pty. Ltd.

117 Excel 2010 Advanced Page 117 Click on the down arrow to the right of the Order section and select Custom List. This will display the Custom Lists dialog box. Select New List as illustrated Cheltenham Courseware Pty. Ltd.

118 Excel 2010 Advanced Page 118 Enter the following list into the List entries section of the dialog box: Mercury, Venus, Earth, Mars, Jupiter, Saturn, Uranus, Neptune, Pluto The dialog box will now look like this. Click on the Add button. You will now see the new list displayed within the Custom lists section of the dialog box Cheltenham Courseware Pty. Ltd.

119 Excel 2010 Advanced Page 119 Click on the OK button to close the Custom List dialog box. The Sort dialog box will now look like this. The list will now be sorted in order of distance from the Sun Cheltenham Courseware Pty. Ltd.

120 Excel 2010 Advanced Page 120 Save your changes and close the workbook. Removing a customized list. Re-open a workbook called Custom Sorting 02. Click on the Data tab and within the Sort and Filter group click on the Sort button. This will display the Sort dialog box. In the Sort by section of the dialog box make sure that Planets of the Solar System is selected. Click on the down arrow to the right of the Order section and select Custom List. This will display the Custom Lists dialog box. Select 2010 Cheltenham Courseware Pty. Ltd.

121 Excel 2010 Advanced Page 121 Planets of the solar system as illustrated. Click on the Delete button. You may see a warning dialog box, if so click on the OK button to delete the list. Close the document without saving any changes that you may have made to the document. Using AutoFilter. Open a workbook called AutoFilter Cheltenham Courseware Pty. Ltd.

122 Excel 2010 Advanced Page 122 Click on any cell within the list. Click on the Data tab and within the Sort & Filter group click on the Filter button The display will change as illustrated. We can click on the down arrows displayed to apply filters to the data. To see only sales relating to the North region, click on the down arrow in the Region column and click on the check box next to Select All Cheltenham Courseware Pty. Ltd.

123 Excel 2010 Advanced Page 123 The drop down list will now look like this. Click on the North check box Cheltenham Courseware Pty. Ltd.

124 Excel 2010 Advanced Page 124 You will then only see sales relating to the North region. To remove the filter and see all the regions, click on the down arrow in the Regions column and re-click on the Select All. You will now see all the regions displayed again Cheltenham Courseware Pty. Ltd.

125 Excel 2010 Advanced Page 125 Experiment with filtering the Units Sold column. Let's say you want to only display details for sales people that have sold more than 11 units. Click on the down arrow in the Units Sold column, and select the Number Filters command. From the sub-menu displayed select Custom Filter. This will display the Custom AutoFilter dialog box Cheltenham Courseware Pty. Ltd.

126 Excel 2010 Advanced Page 126 Click on the down arrow next to the Units Sold section and select 'is greater than'. In the box to the right enter the number 11. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

127 Excel 2010 Advanced Page 127 Click on the OK button and the filtered list will look like this. Spend a little time experimenting with applying and removing filters using the options available. Save your changes and close the workbook. Using AutoFilter to perform multiple queries. Open a workbook called AutoFilter 03. You can use AutoFilter to perform a query using multiple criteria. For instance you can filter the list to only show sales within the North region of more than 11 units. Click within the data table. Click on the Data tab and within the Sort & Filter group click on the Filter button 2010 Cheltenham Courseware Pty. Ltd.

128 Excel 2010 Advanced Page 128 The display will change as illustrated. We can click on the down arrows displayed to apply filters to the data. Click on the down arrow in the Region column and click on the check box next to Select All. Click on the check box next to North Cheltenham Courseware Pty. Ltd.

129 Excel 2010 Advanced Page 129 Your table will now only show sales relating to the North region. Click on the down arrow in the Units_Sold column and select Number Filters. From the sub-menu menu displayed click on Custom Filter Cheltenham Courseware Pty. Ltd.

130 Excel 2010 Advanced Page 130 The Custom AutoFilter dialog box is displayed. Click on the down arrow in the Units_sold section of the dialog box, and select is greater than. Type the number 11 into the text box in the right hand section of the dialog box. The dialog box should now look like this. Click on the OK button to apply the filter. You will now only see data relating to the North, for sales over 11 units. Save your changes and close the workbook. Top 10 AutoFilter. Open a workbook called Top 10 AutoFilter. Click within any cell within the list Cheltenham Courseware Pty. Ltd.

131 Excel 2010 Advanced Page 131 Click on the Data tab and within the Sort & Filter group click on the Filter button The display will change to show the AutoFilter drop down arrows. Click on the down arrow in the Units_Sold column. From the drop down menu displayed click on Number Filters. From the submenu displayed click on Top Cheltenham Courseware Pty. Ltd.

132 Excel 2010 Advanced Page 132 The Top 10 AutoFilter dialog box will be displayed. Change the Top value to 5, as illustrated. Click on the OK button and you will see the top 5 illustrated. entries listed, as You can then sort these in descending order. To do this click on the AutoFilter down arrow in the Units_Sold column and click on the Sort Largest to Smallest command. The sorted data will look like this Cheltenham Courseware Pty. Ltd.

133 Excel 2010 Advanced Page 133 Save your changes and close the workbook. Removing all AutoFilters from a worksheet. Open a workbook called AutoFilter 02. An AutoFilter has been applied to the list within this worksheet. Click within the data table. Click on the Data tab and within the Sort & Filter group click on the Filter button This will remove all filters and display all records Cheltenham Courseware Pty. Ltd.

134 Excel 2010 Advanced Page 134 Close your workbook without saving your changes. Advanced Filter Criteria. Open a workbook called Advanced Filter Criteria. This worksheet contains a sales list. We wish to filter the list so only sales made by Agustín to the UK are displayed. Enter the following (i.e. "Agustín" and "UK") into the criteria area beneath the list Cheltenham Courseware Pty. Ltd.

135 Excel 2010 Advanced Page 135 Select a cell within the Sales Person list. Click on the Data tab and within the Sort & Filter group click on the Advanced button This will display the Advanced Filter dialog box. Excel should have automatically entered your list range into the List range box. We wish to filter according to the criteria in cells A25:D26, so click within the Criteria range box and enter $A$25:$D$ Cheltenham Courseware Pty. Ltd.

136 Excel 2010 Advanced Page 136 Click on the OK button and Excel will filter the list, showing only records that match your criteria. Save your changes and close the workbook. Sub-totaling. Open a workbook called Subtotals Cheltenham Courseware Pty. Ltd.

137 Excel 2010 Advanced Page 137 Click within the Sales Region column. Click on the Data tab and within the Sort and Filter group click on the A to Z Sort button. The list will now look like this Cheltenham Courseware Pty. Ltd.

138 Excel 2010 Advanced Page 138 Click on the Subtotal button within the Outline group under the Data tab Cheltenham Courseware Pty. Ltd.

139 Excel 2010 Advanced Page 139 This will display the Subtotal dialog box, as illustrated. Use the settings illustrated in the dialog box, and then click on the OK button. The data will now display subtotals Cheltenham Courseware Pty. Ltd.

140 Excel 2010 Advanced Page 140 Save your changes and close the workbook. Removing subtotals. Open a workbook called Subtotals 02. This contains a list displaying subtotals Cheltenham Courseware Pty. Ltd.

141 Excel 2010 Advanced Page 141 Click within the data table. Click on the Subtotal button within the Outline group under the Data tab. This will display the Subtotal dialog box Cheltenham Courseware Pty. Ltd.

142 Excel 2010 Advanced Page 142 Click on the Remove All button. The data will now look like this. Save your changes and close the workbook. Expanding and collapsing outline detail levels. Open a workbook called Outlining. Controls for expanding and collapsing outline levels are displayed to the left of the worksheet Cheltenham Courseware Pty. Ltd.

143 Excel 2010 Advanced Page 143 The numbers at the top of the column allow you to expand or collapse all the groups at a level simultaneously. Click on the number 2 level Cheltenham Courseware Pty. Ltd.

144 Excel 2010 Advanced Page 144 The sales for each region have now collapsed so that only the total sales are displayed. Click on the number 1 level. Now the region totals have collapsed, leaving just the grand total. Click on the number 3 level to expand all the groups once more Cheltenham Courseware Pty. Ltd.

145 Excel 2010 Advanced Page 145 It is also possible to collapse individual groups by clicking on the associated (minus) icon. Click on the (minus) icon displayed to the left of the East Total Cheltenham Courseware Pty. Ltd.

146 Excel 2010 Advanced Page 146 The East Total group has been collapsed, leaving just the total for the group. Expand the East Total group by clicking on the + (plus) icon displayed to the left of the East Total. Close the workbook and save your changes Cheltenham Courseware Pty. Ltd.

147 Excel 2010 Advanced Page 147 Tracking and Reviewing Changes. Enabling or disabling the 'track changes' feature. Open a workbook called Tracking changes. The worksheet contains a list of company employees. Excel can log information about changes made to a worksheet each time it is saved. This feature is especially useful when a group of people are working on an Excel worksheet. To enable tracking, click on the Review tab and within the Changes group, click on the Track Changes button. From the drop down list displayed, click on the Highlight Changes command Cheltenham Courseware Pty. Ltd.

148 Excel 2010 Advanced Page 148 This will display the Highlight Changes dialog box. Click on the 'Track changes while editing' check box. This will enable the other options within the dialog box. Click on the OK button. You will see a dialog box displayed. Click on the OK button and the workbook will be saved as a shared workbook. If you look at the Title Bar, you will see that the worksheet is now shared Cheltenham Courseware Pty. Ltd.

149 Excel 2010 Advanced Page 149 Make some changes to the workbook. Click on cell C3 and change the name from Pelosi to Murray. Click on cell D4 and change the department from Marketing to Sales. Click on cell E5 and change the country from South Africa to UK. Move the mouse pointer over cell C3 and you will see a pop-up describing the changes made. Move the mouse pointer over cell D4 and you will see a pop-up describing the changes made. Move the mouse pointer over cell E5 and you will see a pop-up describing the changes made Cheltenham Courseware Pty. Ltd.

150 Excel 2010 Advanced Page 150 Save your changes and close the workbook. Reopen the workbook. Click on the Review tab and within the Changes group, click on the Track Changes button. From the sub-menu displayed select the Accept / Reject Changes command. T his will display the Select Changes to Accept or Reject dialog box. Click on the OK button. The Accept or Reject Changes dialog is displayed and the first change that you made is highlighted. To accept this change click on the Accept button Cheltenham Courseware Pty. Ltd.

151 Excel 2010 Advanced Page 151 The next change is then highlighted. Click on the Reject button to reject this change. The third change is now highlighted. Click on the Accept button to accept this change. The data now looks like this. To turn the tracking off, click on the Review tab and within the Changes group, click on the Track Changes button Cheltenham Courseware Pty. Ltd.

152 Excel 2010 Advanced Page 152 From the drop down list displayed, click on the Highlight Changes command. This will display the Highlight Changes dialog box. Remove the tick in the 'Track changes while editing' check box. Click on the OK button. You will see a warning dialog box displayed. Click on the Yes button. Save your changes and close the workbook. Sharing, comparing and merging worksheets. Open a workbook called Compare and Merge 01. This worksheet contains a list of people working within an organization Cheltenham Courseware Pty. Ltd.

153 Excel 2010 Advanced Page 153 We first need to make this workbook as sharable. To do this click on the Review tab within the Changes group, click on the Shar e Workbook button. This will display the Share Workbook dialog box. Click on the check box to allow sharing and then click on the OK button Cheltenham Courseware Pty. Ltd.

154 Excel 2010 Advanced Page 154 A dialog box will be displayed. Click on the OK button to continue. If you look at the Title Bar you will see that the workbook is described as shared. We can now make some changes. Click on cell C3 and change the name from Pelosi to Murray. Click on cell D4 and change the department from Marketing to Sales. Click on cell E5 and change the country from South Africa to UK Cheltenham Courseware Pty. Ltd.

155 Excel 2010 Advanced Page 155 Click on the File tab and then click on the Save As command. The Save As dialog box will be displayed. Rename the workbook as: Compare and Merge Cheltenham Courseware Pty. Ltd.

156 Excel 2010 Advanced Page 156 Close the workbook. Next you need to add the Compare and Merge Workbooks command to the Quick Access Toolbar. To do this right click on the File tab and from the pop-up menu displayed, click on the Customize Quick Access Toolbar command. This will display the Excel Options dialog box. Click on the down arrow to the right of the Choose command from section and select All Commands. Scroll down the list and select Compare and Merge Workbooks. Click on the Add button Cheltenham Courseware Pty. Ltd.

157 Excel 2010 Advanced Page 157 The dialog box will now look like this. Click on the OK button and you will see an extra icon in the Quick Access Toolbar Cheltenham Courseware Pty. Ltd.

158 Excel 2010 Advanced Page 158 Reopen the original workbook called Compare and Merge 01. Within the Quick Access Toolbar, click on the Compare and Merge Workbooks icon. Within the Select Files to Merge Into Current Workbook dialog box, click on the workbook called Compare and Merge 02. Click on the Open button and the changes will be highlighted by a box around each cell containing a changed item Cheltenham Courseware Pty. Ltd.

159 Excel 2010 Advanced Page 159 Move the mouse pointer to cell C3 and you will see the following changes illustrated. Move the mouse pointer to cell D4 and you will see the following changes illustrated Cheltenham Courseware Pty. Ltd.

160 Excel 2010 Advanced Page 160 Move the mouse pointer to cell E5 and you will see the following changes illustrated. Double click on a changed cell to accept the changes. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

161 Excel 2010 Advanced Page 161 Scenarios. Scenario Manager. Open a workbook called Scenario Manager 01. This worksheet contains data for calculating yearly payments on specific items this year and details of the expected percentage increase in these costs. You may be interested in knowing how the figures are affected if we make a range of assumptions about how each item might increase. The cell E3 contains the formula =C3*D3% The cell E4 contains the formula =C4*D4% The cell E5 contains the formula =C5*D5% The cell E6 contains the formula =C6*D6% The cell E7 contains the formula =SUM(E3:E6) The cell C7 contains the formula =SUM(C3:C6) We are going to create scenarios for the following situations. Staff Low - 2.5% Staff Low, Energy High - 2.5%, 35% 2010 Cheltenham Courseware Pty. Ltd.

162 Excel 2010 Advanced Page 162 Select the cells that you wish to change, in this case the range D3:D6. Click on the What-If Analysis button within the Data Tools group, under the Data tab. From the drop down list displayed, select Scenario Manager. If no previous scenarios have been created you will see the following dialog box Cheltenham Courseware Pty. Ltd.

163 Excel 2010 Advanced Page 163 Click on the Add button and the Add Scenario dialog box is displayed. Enter a name for the scenario you are about to create. In this case enter the name Low Staff into the Scenario name text box. Click on the OK button. The Scenario Values dialog box will be displayed as illustrated Cheltenham Courseware Pty. Ltd.

164 Excel 2010 Advanced Page 164 The percentage rise in staff costs is located in cell D4 and we need to change the contents of this cell. In the dialog box enter a low value, i.e. in the text box, next to $D$4. Click on the OK button and you will be returned to the main Scenario Manager dialog box, as illustrated Cheltenham Courseware Pty. Ltd.

165 Excel 2010 Advanced Page 165 Next we will add a second scenario where staff cost increases are low, but energy cost increases are high. Click on the Add button and enter the name for the next scenario, in this case Staff Low Energy High. Click on the OK button, and change the two cells in the Scenario Values dialog box as illustrated Cheltenham Courseware Pty. Ltd.

166 Excel 2010 Advanced Page 166 I.e. in the $D$4 text box enter 2.5 I.e. in the $D$5 text box enter 35. Click on the OK button. You will be returned to the main Scenario Manger dialog box. You can go on adding different scenarios in the way outlined above. In this case, we will content ourselves with just these two scenarios. To see the effect of one of these scenarios, we need to first select a scenario. In this case, select Staff Low Energy High Cheltenham Courseware Pty. Ltd.

167 Excel 2010 Advanced Page 167 Click on the Show button. To see an alternative scenario, select the Low Staff scenario from the Scenario Manager and click on the Show button Cheltenham Courseware Pty. Ltd.

168 Excel 2010 Advanced Page 168 The data will change as illustrated. At any time we can edit a scenario. Select the Low Staff scenario and click on the Edit button. This will display the Edit Scenario dialog box Cheltenham Courseware Pty. Ltd.

169 Excel 2010 Advanced Page 169 Click on the OK button and the Scenario Values dialog box will be displayed. Change the value relating to D4 from to 2.0. Click on the OK button to return to the Scenario Manager dialog box. Click on the Show button to see the effect of this scenario Cheltenham Courseware Pty. Ltd.

170 Excel 2010 Advanced Page 170 Finally we can delete a scenario. To do this, select the scenario that you wish to delete. In this case select the Low Staff scenario and then click on the Delete button. The selected scenario will no longer be displayed within the Scenario Manager dialog box Cheltenham Courseware Pty. Ltd.

171 Excel 2010 Advanced Page 171 Close the Scenario Manager dialog box. Save your changes and close the workbook. Scenario summary reports. Open a workbook called Scenario Manager 02. This worksheet contains data for calculating yearly payments on specific items this year and details of the expected percentage increase in these costs. Click on the What-If Analysis button within the Data Tools group, under the Data tab Cheltenham Courseware Pty. Ltd.

172 Excel 2010 Advanced Page 172 This will display the Scenario Manager dialog box. As you can see two scenarios have been created. Select the Energy High Rent High scenario from the list and click on the Summary button Cheltenham Courseware Pty. Ltd.

173 Excel 2010 Advanced Page 173 This will display the Scenario Summary dialog box. Make sure that the Scenario summary button is selected, and click on the OK button. The summary will be automatically formatted and displayed on the screen Cheltenham Courseware Pty. Ltd.

174 Excel 2010 Advanced Page 174 Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

175 Excel 2010 Advanced Page 175 Validating. Data validation - Whole number. Open a workbook called Data Validation - Whole number. Click on cell C5. Click on the Data tab and within the Data Tools group click on the Data Validation button. From the drop down list displayed click on Data Validation Cheltenham Courseware Pty. Ltd.

176 Excel 2010 Advanced Page 176 This will display the Data Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow within the Allow section of the dialog box. From the drop down list displayed select Whole number Cheltenham Courseware Pty. Ltd.

177 Excel 2010 Advanced Page 177 Once you have selected the Whole number option, you will see additional items displayed within the dialog box. Click on the down arrow to the right of the Data section and you will see a list of conditions that you can apply to the whole number. In this case select the 'equal to' option Cheltenham Courseware Pty. Ltd.

178 Excel 2010 Advanced Page 178 Within the Value section enter the number 27. Click on the OK button to close the dialog box. Click on cell C5 and try typing in any number, apart from the number 27. You will see the following dialog box displayed Cheltenham Courseware Pty. Ltd.

179 Excel 2010 Advanced Page 179 Click on the Retry button and this time enter the number 27. Press the Enter key and you will now see this number displayed within the cell. Click on the cell C6. Set a validation rule that allows you to enter any whole number, apart from 88. Test that the validation rule has been correctly applied. Click on the cell C7. Set a validation rule that allows you to enter any whole number larger than 7. Test that the validation rule has been correctly applied. Click on the cell C8. Set a validation rule that allows you to enter any whole number smaller than 20. Test that the validation rule has been correctly applied. Click on the cell C9. Set a validation rule that allows you to enter any whole number between 3 and 20. Test that the validation rule has been correctly applied. Click on the cell C10. Set a validation rule that allows you to enter any whole number greater than or equal to 21. Test that the validation rule has been correctly applied. Click on the cell C11. Set a validation rule that allows you to enter any whole number less than or equal to 35. Test that the validation rule has been correctly applied. Save your changes and close the workbook. Data validation - Decimal number. Open a workbook called Data Validation - Decimal Number. This worksheet contains the following data Cheltenham Courseware Pty. Ltd.

180 Excel 2010 Advanced Page 180 Click on cell C5. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow within the Allow section of the dialog box. From the drop down list displayed select Decimal Cheltenham Courseware Pty. Ltd.

181 Excel 2010 Advanced Page 181 Once you have selected the Decimal option, you will see additional items displayed within the dialog box. Click on the down arrow to the right of the Data section and you will see a list of conditions that you can apply to the whole number. In this case select the 'equal to' option Cheltenham Courseware Pty. Ltd.

182 Excel 2010 Advanced Page 182 Within the Value section enter the number 27. Click on the OK button to close the dialog box. Click on cell C5 and try typing in any decimal, apart from the number 27. You will see the following dialog box displayed Cheltenham Courseware Pty. Ltd.

183 Excel 2010 Advanced Page 183 Click on the Retry button and this time enter the number 27. Press the Enter key and you will now see this number displayed within the cell. Click on the cell C6. Set a validation rule that allows you to enter any decimal, apart from 88. Test that the validation rule has been correctly applied. Click on the cell C7. Set a validation rule that allows you to enter any decimal larger than 7. Test that the validation rule has been correctly applied. Click on the cell C8. Set a validation rule that allows you to enter any decimal smaller than 20. Test that the validation rule has been correctly applied. Click on the cell C9. Set a validation rule that allows you to enter any decimal between 3 and 20. Test that the validation rule has been correctly applied. Click on the cell C10. Set a validation rule that allows you to enter any decimal greater than or equal to 21. Test that the validation rule has been correctly applied. Click on the cell C11. Set a validation rule that allows you to enter any decimal less than or equal to 35. Test that the validation rule has been correctly applied. Save your changes and close the workbook. Data validation - List. Open a workbook called Data Validation - List. This worksheet contains the following data Cheltenham Courseware Pty. Ltd.

184 Excel 2010 Advanced Page 184 Click on cell C4. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow withi n th e Allow section of the dialog box. From the drop down list displayed select List Cheltenham Courseware Pty. Ltd.

185 Excel 2010 Advanced Page 185 Once you have selected the List option, you will see additional items displayed within the dialog box. In the Source section, enter the range that includes the list of planets: = $B$8:$B$16 Click on the OK button and you will see a drop down arrow control listed next to cell C Cheltenham Courseware Pty. Ltd.

186 Excel 2010 Advanced Page 186 Click on this drop down arrow to display a list that you can select from. The item that you select will be inserted into the cell. Click on cell C4 and try entering the word Moon. When you press the Enter key you will see an error message displayed Cheltenham Courseware Pty. Ltd.

187 Excel 2010 Advanced Page 187 Click on the Retry button and enter the word Saturn. This should be accepted. Save your changes and close the workbook. Data validation - Date. Open a workbook called Data Validation - Date. This worksheet contains the following data. Click on cell C5. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow within the Allow section of the dialog box. From the drop down list displayed select Date Cheltenham Courseware Pty. Ltd.

188 Excel 2010 Advanced Page 188 Once you have selected the Date item more options will be displayed within the dialog box. In this case enter the following information Cheltenham Courseware Pty. Ltd.

189 Excel 2010 Advanced Page 189 Click on the OK button to close the dialog box. Click on cell C5 and type in a date that lies outside the specified date range. You will see an error message displayed. Click on the Retry button and then enter a valid date. Enter appropriate data validation codes into the rest of the cells in the range C6 to C12. In each case test that the validation rules prevent you from entering the wrong dates. Save your changes and close the workbook. Data validation - Time. Open a workbook called Data Validation - Time. This worksheet contains the following data Cheltenham Courseware Pty. Ltd.

190 Excel 2010 Advanced Page 190 Select the range C5:C12. We need to format this range so that Excel knows the entries within it are times. To do this, right click over the selected range and from the pop-up menu displayed, click on the Format Cells command Cheltenham Courseware Pty. Ltd.

191 Excel 2010 Advanced Page 191 This will display the Format Cells dialog box. Make sure that the Number tab is selected. Within the Category section of the dialog box, select Time. Select the time format: 13:30:55 The dialog box will look like this Cheltenham Courseware Pty. Ltd.

192 Excel 2010 Advanced Page 192 Click on the OK button to close the dialog box Click on cell C5. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow within the Allow section of the dialog box. From the drop down list displayed select Time Cheltenham Courseware Pty. Ltd.

193 Excel 2010 Advanced Page 193 Once you have selected the Time item more options will be displayed within the dialog box. In this case enter the following information Cheltenham Courseware Pty. Ltd.

194 Excel 2010 Advanced Page 194 Click on the OK button to close the dialog box. Click on cell C5 and type in a time that lies outside the specified time range. You will see an error message displayed. Click on the Retry button and then enter a valid time. Enter appropriate data validation codes into the rest of the cells in the range C5 to C12. In each case test that the validation rules prevent you from entering the wrong times. Save your changes and close the workbook. Data validation - Text Length. Open a workbook called Data Validation - Text length. This worksheet contains the following data Cheltenham Courseware Pty. Ltd.

195 Excel 2010 Advanced Page 195 Click on cell C5. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Validation dialog box. Make sure that the Settings tab is selected. Click on the down arrow within the Allow section of the dialog box. From the drop down list displayed select Text length Cheltenham Courseware Pty. Ltd.

196 Excel 2010 Advanced Page 196 Once you have selected the Text length item more options will be displayed within the dialog box. Click on the down arrow in the Data section of the dialog box and you will see a list of options. In this case enter the following information Cheltenham Courseware Pty. Ltd.

197 Excel 2010 Advanced Page 197 Click on the OK button to close the dialog box. Click on cell C5 and type in a word containing less than or more than 3 characters. You will see an error message displayed. Click on the Retry button and then enter a word containing exactly 3 characters. Enter appropriate data validation codes into the rest of the cells in the range C6 to C12. In each case test that the validation rules prevent you from entering the wrong length of word. Save your changes and close the workbook. Customizing a validation input message and error alert. Open a workbook called Data validation customization Cheltenham Courseware Pty. Ltd.

198 Excel 2010 Advanced Page 198 You can customize the messages that a user will see when using a workbook containing ranges that have been formatted with validation controls. Click on cell C5, which contains a validation rule. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. The Data Validation dialog box is displayed. Select the Input Message tab within the dialog box. Enter the following information: Title: Hello Input message: You can only enter the number 27 into this cell Cheltenham Courseware Pty. Ltd.

199 Excel 2010 Advanced Page 199 Click on the OK button to close the dialog box. Whenever you click on cell C5 you will now see the following information displayed. You can also customize the error message that will be displayed. Click on cell C5. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button Cheltenham Courseware Pty. Ltd.

200 Excel 2010 Advanced Page 200 The Data Validation dialog box is displayed. Select the Error Alert tab within the dialog box and enter the following information: Y ou did not type in the required number, i.e. 27. Click on the OK button to close the dialog box. Click on cell C5 and you will see the pop-up display asking you to enter the number 27. Type in a different number. You will see the error dialog box displayed. Click on the Retry button and this time enter the correct number, i.e. 27. This time the number will be accepted. NOTE: You can apply customized input messages and error alerts for any type of data validation within and Excel worksheet. Save your changes and close the workbook. Removing data validation. Open a workbook called Removing data validation. The workbook contains the following data Cheltenham Courseware Pty. Ltd.

201 Excel 2010 Advanced Page 201 Click on cell C2 and enter a number that is less than 4 or greater than 9. As you can see the validation rules will not allow this and you see an error message. Click on the Cancel button to close the error message dialog box. Click on the cell containing the validation rule, in this case cell C2. Click on the Data tab and within the Data Tools group click on the upper part of the Data Validation button. This will display the Data Validation dialog box. Within the Settings tab, click on the Clear All button. Click on the OK button to close the dialog box. Click on cell C2 and enter a number that is less than 4 or greater than 9. You should find that the validation rules have been removed. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

202 Excel 2010 Advanced Page 202 Auditing. Tracing precedent cells. Open a workbook called Tracing precedent cells 01. Click on cell F15. Click on the Trace Precedents button, contained within the Formula Auditing group, under the Formulas tab Cheltenham Courseware Pty. Ltd.

203 Excel 2010 Advanced Page 203 You will see the following displayed. Repeat this procedure, i.e. click on the Trace Precedents button, contained within the Formula Auditing group, under the Formulas tab. You will see the following. Repeat this procedure again, and you will see the following. As you can see each time you perform this procedure, you go one layer back Cheltenham Courseware Pty. Ltd.

204 Excel 2010 Advanced Page 204 Save your changes and close the workbook Tracing dependent cells. Open a workbook called Tracing dependent cells. Click on cell C6. Click on the Trace Dependents button, contained within the Formula Auditing group, under the Formulas tab. You will see the following Cheltenham Courseware Pty. Ltd.

205 Excel 2010 Advanced Page 205 Click on the Trace Dependents button again and you will see the following. Close the workbook and save your changes. Identifying cells with missing dependents. Open a workbook called Missing dependents. The workbook contains the following data. Notice the errors in cells F13 and F20. When Excel cannot evaluate a formula result, an error value is displayed. The error value displayed depends on the type of error. Cells with error values are marked at the top-left corner with a triangle (usually green) Cheltenham Courseware Pty. Ltd.

206 Excel 2010 Advanced Page 206 Click on cell F20. Click on the Error Checking button, contained within the Formula Auditing group, under the Formulas tab. The Error Checking dialog box will be displayed. Within the Error Checking dialog box, click on the Trace Error button Cheltenham Courseware Pty. Ltd.

207 Excel 2010 Advanced Page 207 Trace arrows will be displayed. In this case the arrows show that the error is originating from cell F13. Close the workbook and save your changes. Showing all formulas in a worksheet, rather than the resulting values. Open a workbook called Displaying Formulas. The workbook contains the following data. You see the results of the calculations, rather than the formula contained within each cell. Click on the Show Formulas button, contained within the Formula Auditing group, under the Formulas tab. You should now see the formulas displayed on your screen: 2010 Cheltenham Courseware Pty. Ltd.

208 Excel 2010 Advanced Page 208 Before proceeding, re-click on the Show Formulas button to reset the display back to normal so that formulas are not displayed. Close the workbook and save and changes you have made. Inserting and viewing comments. Open a workbook called Comments 01. Select cell D7. Click on the New Comment button within the Comments group under the Review tab. This will display the Note dialog box Cheltenham Courseware Pty. Ltd.

209 Excel 2010 Advanced Page 209 NOTE: You will see the User name for your particular computer displayed, rather than the word Cheltenham. Enter your text into the Note box, in this case This figure looks low, is it correct? Click outside the box when finished. Your workbook will now look like this. If you look carefully at the cell containing your comments you will see a small red shape within the cell containing a comment Cheltenham Courseware Pty. Ltd.

210 Excel 2010 Advanced Page 210 Move your mouse and hover over the cell containing the comment. After a short pause the comment will be re-displayed. Save your changes and close the workbook Editing and deleting comments. Open a workbook called Comments 02. Cell D7 contains a comment. Move the mouse over cell D7 and you will see the comment displayed. T o edit this comment, right click on the cell containing the comment and a pop-up menu will be displayed. Select the Edit Comment command Cheltenham Courseware Pty. Ltd.

211 Excel 2010 Advanced Page 211 The insertion point will now be displayed within the comment, allowing you to edit the comment. You can now edit the comment. In this case add the words: 'I have checked this figure and it is ok' Cheltenham Courseware Pty. Ltd.

212 Excel 2010 Advanced Page 212 Click outside the box when finished. Move the mouse pointer back over the cell containing the message and you will see the edited comment displayed. NOTE: You may have to re-size the comment box, so that it can properly display all the text within it. To remove a comment right click on the cell containing the comment you want to delete. From the shortcut menu displayed, select the Delete Comment command. The small red marker in the top right-hand corner of the cell disappears, indicating that the comment has been deleted. Save your changes and close the workbook. Showing and hiding comments. Open a workbook called Comments Cheltenham Courseware Pty. Ltd.

213 Excel 2010 Advanced Page 213 This document contains a number of comments. Move the mouse over each of these cells to view the comments. - C11 - F8 - F18 Right click over cell C11 and from the pop-up menu displayed select the Show/Hide Comments command. Right click over cell F8 and from the pop-up menu displayed select the Show/Hide Comments command. Right click over cell F18 and from the pop-up menu displayed select the Show/Hide Comments command. All three comments will now be displayed Cheltenham Courseware Pty. Ltd.

214 Excel 2010 Advanced Page 214 To hide these comments right click over each comment in turn and again select the Show/Hide Comments command, which toggles the displaying or hiding of comments within your workbook. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.

215 Excel 2010 Advanced Page 215 Macros. Macro to change the page set-up. Open a workbook called Macro 01. Currently this workbook contains data that is formatted as Portrait orientation but which would be better formatted in Landscape orientation. Click on the View tab and then click on the lower part of the Macros button, within the Macros group. From the sub-menu displayed select the Record Macros button. This will display the Record Macro dialog box. Enter a name for the macro in the Macro name text box, in this case call it ChangeToLandscape. TIP: Do not insert spaces into the macro name Cheltenham Courseware Pty. Ltd.

216 Excel 2010 Advanced Page 216 The default description is displayed in the Description text box, and contains the date and user name. Change this to say 'Changes from portrait to landscape orientation'. In the Shortcut key section of the dialog box, enter k as the keyboard shortcut. To begin recording, select OK. We can now start performing the actions that we want the macro to record. Click on the Page Layout tab and within the Page Setup group click on the Orientation button. From the drop down list displayed, select Landscape. To stop recording, click on the View tab and click on the down arrow under the Macros button. From the drop down list displayed click on Stop Recording Cheltenham Courseware Pty. Ltd.

217 Excel 2010 Advanced Page 217 To see the effect of the macro, first click on the Page Layout tab and within the Page Setup group clic k on the Orientation button. From the drop down list displayed, select Portrait. Press Ctrl+K to run the macro and you should see the page orientation changes from portrait to landscape. TIP: To see the changes more clearly, press Ctrl+F2, which is the keyboard shortcut to display the worksheet in Print Preview View. Save your changes and close the workbook. TIP: You may need to select a macro enabled file format when you save the file. Macro to apply a custom number format. Open a workbook called Macro 04. We will record a macro to apply a custom number format to a selected range. First we need to select a range, before we record the macro Cheltenham Courseware Pty. Ltd.

218 Excel 2010 Advanced Page 218 Select the range C6:D6, which contains the annual balance information. Click on the View tab and then click on the lower part of the Macros button, within the Macros group. From the sub-menu displayed select the Record Macros button. This will display the Record Macro dialog box. Enter a name for the macro in the Macro name text box, in this case call it CustomNumberFormat Cheltenham Courseware Pty. Ltd.

219 Excel 2010 Advanced Page 219 TIP: Do not insert spaces into the macro name. The default description is displayed in the Description text box, and contains the date and user name. Change this to say 'Formats a selected range using a custom number format'. In the Shortcut key section of the dialog box, enter k as the keyboard shortcut. To begin recording, click on the OK button. Right click on the selected cells and from the pop-up menu displayed select the Format Cells command Cheltenham Courseware Pty. Ltd.

220 Excel 2010 Advanced Page 220 This will display the Format Cells dialog box. Select the Number tab. From the Category section of the dialog box, select Custom. Within the Type section of the dialog box, select a format code similar to that shown below. #,##0;[Red]-#,## Cheltenham Courseware Pty. Ltd.

221 Excel 2010 Advanced Page 221 Within the format code, change the word Red to Blue. Click on the OK button and the negative balance for the year 2009 will be displayed in Blue. NOTE. Normally you would use red for a negative balance, but here we 2010 Cheltenham Courseware Pty. Ltd.

222 Excel 2010 Advanced Page 222 are simply illustrating a formatting feature. To stop recording, click on the View tab and click on the down arrow under the Macros button. From the drop down list displayed click on Stop Recording. Select the second table within the worksheet. Apply the macro by pressing Ctrl+K. You should see that the second table is now displayed using the same formatted as the first table. Save your changes and close the workbook. Macro to format a cell range. Open a workbook called Macro 03. We are going to record a macro that will apply the AutoFormat command to a selected range. First we have to select a range. In this example, select the range B3:D7. Click on the View tab and then click on the lower part of the Macros button, within the Macros group. From the sub-menu displayed select the Record Macros button Cheltenham Courseware Pty. Ltd.

223 Excel 2010 Advanced Page 223 This will display the Record Macro dialog box. Enter a name for the macro in the Macro name text box, in this case call it ApplyAutomaticFormatting. TIP: Do not insert spaces into the macro name. The default description is displayed in the Description text box, and contains the date and user name. Change this to say 'Applies formatting to the selected range'. In the Shortcut key section of the dialog box, enter k as the keyboard shortcut Cheltenham Courseware Pty. Ltd.

224 Excel 2010 Advanced Page 224 To begin recording, click on the OK button. Click on the Home tab and within the Styles group click on the Cell Styles button to see more styles displayed on the screen. Select a style of your choice from the drop-down list displayed Cheltenham Courseware Pty. Ltd.

225 Excel 2010 Advanced Page 225 To stop recording, click on the View tab and click on the down arrow under the Macros button. From the drop down list displayed click on Stop Recording. To apply the macro to the second table select the cell range B18:D22. Press Ctrl+K to run the macro. The second table will now look like the first table. Save your changes and close the workbook. Macro to insert fields into the header or footer. Open a workbook called Macro 02. Click on the View tab and then click on the lower part of the Macros button, within the Macros group. From the sub-menu displayed select the 2010 Cheltenham Courseware Pty. Ltd.

226 Excel 2010 Advanced Page 226 Record Macros button. This will display the Record Macro dialog box. Enter a name for the macro in the Macro name text box, in this case call it AddHeaderandFooter. TIP: Do not insert spaces into the macro name. The default description is displayed in the Description text box, and contains the date and user name. Change this to say 'Add a header and footer'. In the Shortcut key section of the dialog box, enter k as the keyboard shortcut Cheltenham Courseware Pty. Ltd.

227 Excel 2010 Advanced Page 227 To begin recording, click on the OK button. Click on the Insert tab and within the Text group, click on the Header & Footer button. The insertion point will now move to the header area 2010 Cheltenham Courseware Pty. Ltd.

228 Excel 2010 Advanced Page 228 You can insert text into the header or you can use items within the Header & Footer Elements group within the ribbon, to insert fields into the header. In this case clicked on the Page Number button. Scroll down the page and click within the Footer area. Click on the Current Date button to insert the current date Cheltenham Courseware Pty. Ltd.

229 Excel 2010 Advanced Page 229 To stop recording, click on the View tab and click on the down arrow under the Macros button. From the drop down list displayed click on Stop Recording. Before running the macro, select the footer field and delete it. Do the same with the field within the header area. Press Ctrl+K to run the macro and you will see that the header and footer are inserted automatically for you Cheltenham Courseware Pty. Ltd.

230 Excel 2010 Advanced Page 230 Save your changes and close the workbook. Assigning a macro to a button on the Quick Access toolbar. Open a workbook called Macro toolbar button. First you need to create a macro. Click on the View tab and within the Macros group click on the down arrow under the Macros button. From the drop-down menu displayed click on Record Macro. The Record Macro dialog box will be displayed. In the Macro name area of the dialog box enter Landscape, as a name for the macro. Click on the OK button to start recording the macro. Click on the Page Layout tab and click on the Orientation button. From the drop-down menu displayed click on Landscape Cheltenham Courseware Pty. Ltd.

231 Excel 2010 Advanced Page 231 To stop recording the macro, click on the View tab and then click on the down arrow under the Macros button. From the drop-down list displayed click on Stop Recording. Right click on the File tab and from the pop-up menu displayed click on Customize Quick Access Toolbar. This will display the Excel Options dialog box. Click on the down arrow within the Choose commands from section of the dialog box. From the drop-down list displayed select Macros Cheltenham Courseware Pty. Ltd.

232 Excel 2010 Advanced Page 232 The Excel Options dialog box will now look like this. Select the required item, in this case the macro called Landscape and then click on the Add button. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

233 Excel 2010 Advanced Page 233 You can customize the button that is used to represent your macro. To do this, click on the Modify button displayed towards the bottom of the dialog box. The Modify Button dialog box will be displayed. Select a button of your choice and click on the OK button Cheltenham Courseware Pty. Ltd.

234 Excel 2010 Advanced Page 234 Click on the OK button to close the dialog box and add the macro to the Quick Access Toolbar. If you look carefully at the Quick Access Toolbar you will now see it contains an additional button which when click on runs to associated macro. Save your changes and close all open workb ooks. Deleting macros. Open a workbook called Deleting Macros. First you need to create a macro. Click on the View tab and within the Macros group click on the down arrow under the Macros button. From the drop-down menu displayed click on Record Macro Cheltenham Courseware Pty. Ltd.

235 Excel 2010 Advanced Page 235 The Record Macro dialog box will be displayed. In the Macro name area of the dialog box enter your last name as a name for the macro. Click on the OK button to start recording the macro. Click on the Page Layout tab and click on the Orientation button. From the drop-down menu displayed click on Landscape Cheltenham Courseware Pty. Ltd.

236 Excel 2010 Advanced Page 236 To stop recording the macro, click on the View tab and then click on the down arrow under the Macros button. From the drop-down list displayed click on Stop Recording. You have now recorded a macro using your last name as a name for the macro. To view the macro, click on the View tab and then click on the down arrow under the Macros button. From the drop-down list displayed click on the View Macros. The Macro dialog box will be displayed and look something like the illustration displayed Cheltenham Courseware Pty. Ltd.

237 Excel 2010 Advanced Page 237 Select the macro you wish to delete and then click on the Delete button. A dialog box will be displayed. Click on the Yes button to delete the macro. The macro is now deleted. Close the workbook and save your changes Cheltenham Courseware Pty. Ltd.

238 Excel 2010 Advanced Page 238 Passwords & Security Issues Adding 'open' password protection to a workbook. Open a workbook called Opening password 01. We wish to add a password to prevent unauthorized access to this file. Click on the File tab and select the Save As command. This will display the Save As dialog box Cheltenham Courseware Pty. Ltd.

239 Excel 2010 Advanced Page 239 Click on the Tools link, and from the drop down list displayed select the General Options command Cheltenham Courseware Pty. Ltd.

240 Excel 2010 Advanced Page 240 This will display the General Options dialog box. Enter a password (in this case cct) into the Password to open text box. In future, you will be required to enter this password in order to open the file. Click on the OK button. You will be asked to re-type the password. Re-enter the password, and click on the OK button to close the Confirm Password dialog box. You will be returned to the Save As dialog box. Click on the Save button. You will be asked if you wish to overwrite the original file. Click on the Yes b utton 2010 Cheltenham Courseware Pty. Ltd.

241 Excel 2010 Advanced Page 241 Close the workbook. Re-open the workbook. You will see a dialog box, into which you must enter the correct password, i.e. 'cct'. Do this and the workbook should open. Close your workbook. Adding 'modify' password protection to a workbook. Open a workbook called Modification password 01. We wish to save this file so that when opened it will display a dialog box, explaining that you should normally open this worksheet as a read-only file, i.e. one where modifications may be made, but where you cannot overwrite the original file. Any changes would have to be saved in a file with a different name. Click on the File tab and select the Save As command Cheltenham Courseware Pty. Ltd.

242 Excel 2010 Advanced Page 242 This will display the Save As dialog box. Click on the Tools link, and from the drop down list displayed select the General Options command Cheltenham Courseware Pty. Ltd.

243 Excel 2010 Advanced Page 243 This will display the General Options dialog box. Enter a password (in this case cct) into the Password to Modify text box. In future, you will be required to enter this password in order to open and modify the file. Click on the OK button. You will be asked to re-type the password. Re-enter the password, and click on the OK button to close the Confirm Password dialog box. You will be returned to the Save As dialog box. Click on the Save button. You will be asked if you wish to overwrite the original file. Click on the Yes button 2010 Cheltenham Courseware Pty. Ltd.

244 Excel 2010 Advanced Page 244 Close the workbook. Re-open the workbook. You will see a dialog box displayed. If you enter the correct password, you can open and edit the document. If you do not supply the correct password, you can only open and view the document. NOTE: Without the password you can still open and edit the document, but you must save the workbook using a different filename. You will not be allowed to overwrite the original version of the document. Close your workbook. Removing an 'open' password from a workbook. Open a workbook called Opening password 02. This workbook has been protected with a password that prevents opening the workbook, unless you enter the correct password. You will see a Password dialog box displayed Cheltenham Courseware Pty. Ltd.

245 Excel 2010 Advanced Page 245 Enter the password (in lower case) which is. cct and then click on the OK button to open the file. Click on the File tab and select the Save As command. This will display the Save As dialog box. Click on the Tools link, and from the drop down list displayed select the General Options command Cheltenham Courseware Pty. Ltd.

246 Excel 2010 Advanced Page 246 This will display the General Options dialog box. Delete the password and then click on the OK button. Save and close the workbook. Reopen the workbook and you will see that the password has been removed. Close the workbook. Removing a 'modify' password from a workbook. Open a workbook called Opening password 03. This workbook has been protected with a 'modify' password. You will see a Password dialog box displayed Cheltenham Courseware Pty. Ltd.

247 Excel 2010 Advanced Page 247 Enter the password (in lower case) which is. cct and then click on the OK button to open the file. Click on the File tab and select the Save As command. This will display the Save As dialog box Cheltenham Courseware Pty. Ltd.

248 Excel 2010 Advanced Page 248 Click on the Tools link, and from the drop down list displayed select the General Options command. This will display the General Options dialog box Cheltenham Courseware Pty. Ltd.

249 Excel 2010 Advanced Page 249 Delete the password and then click on the OK button. Save and close the workbook. Reopen the workbook and you will see that the password has been removed. Close the workbook. Password protecting cells and worksheets. Open a workbook called Protecting Cells. This workbook contains a simple registration form. At the moment all the data within the form is unprotected, so that anyone filling in the form can also edit and delete parts of the form. For instance, a user could delete the text in cells B2:B6. We wish to protect the contents of these cells. It is important to remember that by default all cells within a worksheet are locked (i.e. protected), but that this cell protection only becomes active if you protect the sheet containing the cells. Luckily, this sounds more 2010 Cheltenham Courseware Pty. Ltd.

250 Excel 2010 Advanced Page 250 confusing than it really is. Select the cells you want someone using the form to alter, i.e. this case select the cells C3:C6. Right click over the selected cells and from the pop-up menu displayed, click on the Format Cells command. The Format Cells dialog box is displayed Cheltenham Courseware Pty. Ltd.

251 Excel 2010 Advanced Page 251 Click on the Protection tab. Remove the tick from the Locked check box. Click on the OK button. TIP: Remember by default all cells are locked. You have specifically unlocked cells within the selected range. Next you need to apply protection to the worksheet as a whole. Click on the Review tab and within the Changes group click on the Protect Sheet button. This will display the Protect Sheet dialog box. Make sure that the Protect worksheet and contents of locked cells check box is ticked Cheltenham Courseware Pty. Ltd.

252 Excel 2010 Advanced Page 252 Click on the OK button to close the Protect Sheet dialog box. Try deleting the text in the range B2:B6. You should see a dialog box telling you that you cannot do this. Enter data into the cells C3:C6. You should find you can do this without a problem, as we previously unlocked the contents of the cells. NOTE: Remember that when you apply protection to a worksheet you can also add a password to increase the level of protection. NOTE: To remove worksheet protection, click on the Unprotect Sheet button Cheltenham Courseware Pty. Ltd.

253 Excel 2010 Advanced Page 253 Save your changes and close the workbook. Hiding formulas. Open a workbook called Hiding Formulas 01. Click on cell E4 and you will see the formula for this cell, displayed within the Formula Bar. As you can see the formula is: =C4*D4 This type of formula is repeated within the range E4:E17. elect the range E4:E Cheltenham Courseware Pty. Ltd.

254 Excel 2010 Advanced Page 254 Right click over the selected range and from the pop-up menu displayed click on the Format Cells command. This will display the Format Cells dialog box. Click on the Protection tab Cheltenham Courseware Pty. Ltd.

255 Excel 2010 Advanced Page 255 Click on the Hidden check box and then click on the OK button to close the dialog box. TIP: If you click within a cell in the range you selected, you will see that the formula is still displayed within the Formula Bar. We now need to protect the worksheet. To protect the worksheet, click on the Review tab within the Changes group click on the Protect Sheet button. This will display the Protect Sheet dialog box Cheltenham Courseware Pty. Ltd.

256 Excel 2010 Advanced Page 256 Click on the OK button to close the dialog box. If you now click in any of the cells in the range E4:E17, you will no longer see the formula displayed within the Formula Bar. Save your changes and close the workbook. Un-hiding formulas. Open a workbook called Hiding Formulas 02. Click on any of the cells within the range E4:E17 and even though these cells contain formulas, you will not see the formulas displayed within the Formula Bar. First we need to un-protect the worksheet. To do this click on the Review tab within the Changes group, click on the Unprotect Sheet button. The Unprotect Sheet dialog box will be displayed Cheltenham Courseware Pty. Ltd.

257 Excel 2010 Advanced Page 257 Enter the password, in this case the word 'secret', then click on the OK button. To remove the Hidden attributes from these cells, first select the range E4:E17. Right click over the selected cells. From the pop-up menu displayed click on the Format Cells command. This will display the Format Cells dialog box. Select the Protection tab Cheltenham Courseware Pty. Ltd.

258 Excel 2010 Advanced Page 258 Remove the tick from the Hidden check box and click on the OK button to close the dialog box. Click on any of the cells within the range E4:E17 and you will now see the formula displayed within the Formula Bar. Save your changes and close the workbook Cheltenham Courseware Pty. Ltd.