I N S T R U C T O R - L E D C O U R S E W A R E. Excel 2016 Level 3 EVALUATION ONLY

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1 I N S T R U C T O R - L E D C O U R S E W A R E Excel 2016 Level 3 PCM Courseware, LLC N. Ardara Ave., Glendale, WI Phone:

2 I N T R O D U C T I O N PCM Courseware, LLC I N S T R U C T O R - L E D C O U R S E W A R E Excel 2016 Level 3 PCM Courseware, LLC N. Ardara Ave., Glendale, WI Phone: COPYRIGHT NOTICE AND LICENSE AGREEMENT ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM Courseware, LLC. When you purchase this product, you are entitled unlimited use of purchased product in perpetuity. This product may be used by instructors only at a single site unless licenses were purchased for more than one site. However, instructors at a site may teach using the courseware at several locations; that is to say, instructors based out of a licensed physical location may travel and teach using the courseware at others locations. The number of sites eligible for use of the course materials will equal the number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files only within the confines of the specific site(s) of the license agreement. You may not under any circumstances, distribute, rent, sell or lease the manual, its documentation, the training files, or any copies thereof, to third parties. If the purchaser has more than one physical training location and wishes to use the courseware at these locations (branches in different cities, for example), then a licensed must be purchased for each additional location that contains instructors. Courseware may be customized and modified as the purchaser sees fit as long as the copyright information is clearly displayed within all documents. The purchaser may add their own name and logo to the printed manuals as long as the copyright information is present on all printed versions of the courseware. This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party in any form. Introduction 2

3 I N T R O D U C T I O N Only printed copies of the courseware may be made available to students. Under no circumstances may the source Microsoft Word courseware files be made available on a network or the Internet that is accessible by the general public. It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will in no way be held responsible for inadequate printing facilities at the Purchaser s site, resulting in the inability to print out the courseware. In such cases that the original source courseware files or training files are corrupted, PCM Courseware, LLC will replace any corrupted training files. Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC Web site must not be disclosed to any third party in any form. The purchaser may not make available any courseware to those who have not attended a training class at the purchaser s licensed site. Under no circumstances may printed or electronic copies of our courseware be resold. If purchaser wishes to recoup their costs for copying the manuals, they may increase the price of the course to include manual copying costs. However, students may not be individually charged for the printed manuals. Manuals may not be placed for sale in any public location such as a bookstore or any other retail establishment. Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC Web site must not be disclosed to any third party in any form. Any student who has attended a training class in which PCM Courseware training materials were used may keep one copy of the printed training manual and any accompanying exercise and lab files for personal use only. PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time to time in their content without notice. This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any updates to existing courseware produced within one (1) year of the purchase date via the PCM Courseware, LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate Internet Connection at the purchaser s location resulting in an inability of download any new courseware. The purchaser s remedy for problems or inconveniences encountered from the use of the training manual or its related training files shall be limited to the refund of the price paid for this courseware. PCM Courseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss or damage caused, directly or indirectly, by use of this courseware or the related training files. Please inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials. While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC. makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error of the manual or the related training files. Data used in this manual and its training files are fictitious. Any reference to actual persons or companies is entirely coincidental PCM Courseware, LLC 3

4 I N T R O D U C T I O N Table of Contents TABLE OF CONTENTS...4 EXCEL 2016 LEVEL 3 INTRODUCTION...7 COURSE REQUIREMENTS...7 COMPONENTS OF THE MANUAL...8 TRAINING FILES...9 WHAT S NEW IN EXCEL 2016? LESSON 1 - IMPORTING & EXPORTING DATA IMPORTING EXTERNAL DATA INTO EXCEL IMPORTING TEXT DATA INTO EXCEL CONVERTING TEXT TO COLUMNS REMOVING DUPLICATE ROWS OF DATA IMPORTING DATA FROM A DATABASE LINKING TO ANOTHER FILE LINKING & EMBEDDING OBJECTS EXPORTING DATA FROM EXCEL PUBLISHING WORKSHEETS & WORKBOOKS TO THE WEB CREATING WEB QUERIES LESSON SUMMARY IMPORTING AND EXPORTING DATA LESSON 1 QUIZ LAB 1 ON YOUR OWN LESSON 2 - FORMATTING NUMBERS CREATING CUSTOM NUMBER FORMATS USING CONDITIONAL FORMATTING APPLYING CONDITIONAL FORMATTING BASED ON TOP/BOTTOM RULES APPLYING SPECIALIZED CONDITIONAL FORMATTING CREATING YOUR OWN FORMATTING RULES MANAGING CONDITIONAL FORMATTING CLEARING CONDITIONAL FORMATTING LESSON SUMMARY FORMATTING NUMBERS LESSON 2 QUIZ LAB 2 ON YOUR OWN LESSON 3 - WORKING WITH RANGES NAMING A RANGE USING A NAMED RANGE MANAGING RANGE NAMES USING THE VLOOKUP FUNCTION LESSON SUMMARY WORKING WITH RANGES LESSON 3 QUIZ LAB 3 ON YOUR OWN Introduction 4

5 I N T R O D U C T I O N LESSON 4 - WORKING WITH MACROS CREATING A MACRO RUNNING A MACRO EDITING A MACRO SAVING A WORKBOOK WITH MACROS OPENING A WORKBOOK WITH MACROS ADDING A MACRO TO THE QUICK ACCESS TOOLBAR LESSON SUMMARY CUSTOMIZING EXCEL LESSON 4 QUIZ LAB 4 ON YOUR OWN LESSON 5 - DATA ANALYSIS TOOLS TRACING FORMULA PRECEDENTS TRACING CELL DEPENDENTS TRACING AND FIXING ERRORS ERROR CHECKING A WORKSHEET CREATING A PIVOTTABLE REARRANGING A PIVOTTABLE SETTING PIVOTTABLE OPTIONS FORMATTING A PIVOTTABLE FILTERING PIVOTTABLE DATA WITH SLICERS FILTERING A PIVOTTABLE INLINE CREATING CUSTOM FILTERS FILTERING PIVOTTABLE DATA USING TIMELINE CREATING A PIVOTCHART LESSON SUMMARY DATA ANALYSIS TOOLS LESSON 5 QUIZ LAB 5 ON YOUR OWN LESSON 6 - SUMMARIZING DATA ADDING SUBTOTALS TO A LIST NESTING SUBTOTALS APPLYING ADVANCED FILTERS ADDING GROUP AND OUTLINE CRITERIA TO RANGES USING DATA VALIDATION PREVIEWING DATA USING QUICK ANALYSIS LESSON SUMMARY SUMMARIZING DATA LESSON 6 QUIZ LAB 6 ON YOUR OWN LESSON 7 - ANALYZING YOUR DATA USING GOAL SEEK USING SOLVER CREATING & DISPLAYING SCENARIOS USING DATA TABLES FORECASTING FUTURE VALUES LESSON SUMMARY WHAT-IF DATA ANALYSIS LESSON 7 QUIZ LAB 7 ON YOUR OWN LESSON 8 - WORKGROUP COLLABORATION LOCKING/UNLOCKING CELLS IN A WORKSHEET PCM Courseware, LLC 5

6 I N T R O D U C T I O N 8.2 PROTECTING A WORKSHEET SHOWING OR HIDING FORMULAS PROTECTING A WORKBOOK CREATING A SHARED WORKBOOK TRACKING CHANGES TO A WORKBOOK ACCEPTING AND REJECTING CHANGES TO A WORKBOOK ENCRYPTING A WORKBOOK MARKING A WORKBOOK AS FINAL MERGING COPIES OF SHARED WORKBOOKS INSPECTING WORKBOOKS CHECKING DOCUMENT COMPATIBILITY CHECKING DOCUMENT ACCESSIBILITY LESSON SUMMARY WORKGROUP COLLABORATION LESSON 8 QUIZ LAB 8 ON YOUR OWN CLASS PROJECT COMPANY UPDATE INDEX Introduction 6

7 I N T R O D U C T I O N Excel 2016 Level 3 Introduction Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for an instructor-led environment that facilitates learning via auditory, visual and handson experiences by each student. The manual is broken down into several lessons with each lesson subdivided into several sections. Each section covers a particular skill or concept related to the main lesson topic. In each section you will find: 1. A brief introduction to the section topic. 2. Step-by-step how to instructions. 3. A hands-on Let s Try It exercise which students perform with the instructor. 4. An independent On Your Own activity at the end of each lesson to identify any problem areas and to ensure that learning has taken place. 5. A chapter summary at the end of the lesson, reviewing major concepts and topics discussed in the chapter. 6. Chapter quiz to ensure that learning has taken place. Rather than having to sift through blocks of paragraphs of written text, the introductions are brief and easy to understand, illustrated with diagrams, lists, tables and screen shots to aid in comprehension and retention. The step-by-step format of the manual enables for quick scanning by the instructor during teaching time and the ability to pull out the main points quickly without having to filter the desired information from chucks of text. Course Requirements It is assumed that the student has a fundamental understanding of the Windows operating system and how to maneuver with a mouse. Students should also be familiar with concepts taught in the Excel 2016 Level 1 and Level 2 courses. A full installation of Microsoft Excel 2016 should be available on each desktop, with a fresh installation strongly encouraged PCM Courseware, LLC 7

8 I N T R O D U C T I O N Components of the Manual The Excel 2016 manual consists of the following components: A Table of Contents To allow the students to quickly find desired concepts Introduction Lessons Sections Lesson Summary Labs Chapter Summary Chapter Quiz Class Project Index Discussion of manual components, course requirements, courseware philosophy and training lab set. The lessons are the manual chapters, each of which is composed of several sections relating to the lesson topic or skill. Each section begins with a brief introduction to the section topic and is followed by step-by-step instructions on how the student is to accomplish a particular task. The students then perform the task with the instructor in a Let s Do It! exercise. Each step in the Let s Do It exercise provides the How (step-by-step) and (the reason for performing the step) of each phase necessary to accomplish the task. The sections concepts are summarized in sequential order in the Lesson Summary section, allowing for quick review. Each section concludes with an independent On Your Own exercise called a Lab. The Lab gives the opportunity for the student to practice what he/she has learned and to discover any problem areas with the topic in the section. Each lab covers the skills taught in that particular lesson (chapter). Each section concludes with a Chapter Summary which briefly reviews all of the topics discussed in the section. Each section concludes with an independent Chapter Quiz to test the level of learning that has taken place. The quiz is in multiple choice and short answer format and can be done in class together or as an end of chapter test. The course concludes with an independent Class Project to test the level of learning that has taken place. In this project, the student utilizes skills learned throughout the class. Allows students to quickly find desired concepts. Introduction 8

9 I N T R O D U C T I O N Training Files Each PCM Courseware course comes with a set of Lesson Files and Lab Files designed to employ real-world situations and examples. The Lesson Files are designed to be used in the Let s Do It exercises that the students perform with the instructor. The Lab Files are to be used for the On Your Own exercises at the end of each Lesson. Both the lesson files and lab files should be stored on the each Student s Desktop in the folder Lesson Files PCM Courseware, LLC 9

10 I N T R O D U C T I O N s New in Excel 2016? s New Description of Feature 3-D Maps Previously called Power Map, 3-D Map is a geospatial visualization tool now built into Excel. Calendar Insights You can see your calendar as a dashboard and interact with it to Template drill into specific time periods (365 subscribers only). Charts Excel 2016 includes 6 new charts: Treemap, Sunburst, Waterfall, Histogram, Pareto, Box and Whisker Financial New financial templates for 365 subscribers: My Cashflow and Templates Stock Analysis Forecast Sheet Create a forecast visualization of your data series. Get and Transform The Get and Transform group on the Data Ribbon allows you to find and bring in data using queries from sources such as a SQL Server database, Access database, Oracle database, MySQL database and more. Ink Equations You can insert complex equations into your worksheets using your finger, stylus or mouse. PivotTable Many PivotTable enhancements such as automatic relationship detection, creating custom measures, automatic time grouping and more. Publish to Power Publish your data analysis to BI, Microsoft's cloud-based BI business intelligence solution Quick Shapes Many new shape styles added. Sharing The Share button on the Ribbon allows you to share your spreadsheets with others on SharePoint, OneDrive, or OneDrive for Business. Slicer You can now select multiple items in an Excel slicer when using a touch device Smart Lookup Right-click a selected cell and choose Smart Lookup to open the Insights pane. The Insights Pane displays definitions, Wiki articles, and top related Bing searches from the web. Tell Me New box on the Ribbon in which you can enter words and phrases related to what you want to do next and quickly get to features or actions you need. Introduction 10

11 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Lesson 1 Lesson 1 - Importing & Exporting Data Lesson Topics: 1.1 Importing External Data into Excel 1.2 Importing Text Data into Excel 1.3 Converting Text to Columns 1.4 Removing Duplicate Rows of Data 1.5 Importing Data from a Database 1.6 Linking to another File 1.7 Linking and Embedding Objects 1.8 Exporting Data from Excel 1.9 Publishing Worksheets & Workbooks to the Web 1.10 Creating Web Queries 2016 PCM Courseware, LLC 11

12 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.1 Importing External Data into Excel This lesson will guide you through the process importing data from another application into Excel. E xcel allows you to import data from many popular formats such as text files, database applications such as Microsoft Access or dbase, XML Spreadsheets and even HTML data into your spreadsheet. To import data created in another application, display the File Options pane and then select the type of file you would like to import from the Files of Type box. Once the data is imported, you can make changes to the file and apply any formatting that you wish. However, it is recommended that you save the file in Excel format as any formatting changes may be lost if the file type is still in the native format. To Import Data into Excel 1. Click the File tab and then click Open. 2. Click the Browse icon in the center pane. 3. From the Files of Type: drop-down list, choose the type of file you wish to import. 4. Navigate to the folder which contains the file. 5. Select the file you wish to import. 6. Click Open Excel 2016 Level 3 12

13 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Let s Try It! 1. Open Excel. Opens the Excel application. 2. Click Open Other Workbooks ion the left pane. If Excel is already open, click the File tab and then click Open. 3. Click the Browse icon in the center pane. 4. In the Files of Type: drop-down list (located to the left of the File Name box), choose XML Files as shown below. Displays the Open pane. Displays the Open Dialog Box. Chooses XML Files as the file format we will import. 5. Click Desktop in the left pane. Switches to the Desktop folder. 6. Double-click the Lesson Files folder in the right pane. Opens the Lesson Files folder. 7. Select the XML_List file Selects the file we wish to import. 8. Click the Open button. Imports the XML file into the Excel worksheet. 9. Click the File tab and then click Save As from the menu. Displays the Save As pane PCM Courseware, LLC 13

14 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 10. Click the Browse icon in the center pane. 11. Click in the Save as Type: drop-down list, choose Excel Workbook (the first list item) as shown below. 12. In the File Name box, type: My Excel List as shown above. Displays the Save As Dialog Box. Notice the file type is XML Spreadsheet Chooses the latest version of Excel as the file format in which we will save the file. Renames the file to My Excel List. 13. Click the Save button. Saves the file and closes the Save As Dialog box. 14. Click the File tab and choose Close from the File Options pane. Closes the file. Excel 2016 Level 3 14

15 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.2 Importing Text Data into Excel This lesson will guide you through the process importing a text file into Excel. When importing text data from external sources, is usually separated by delimiters such as a comma, a tab or a space. If some cases, it might even be in a fixed-width format, in which each field contains a specific number of characters. In order to import a text file, Excel launches the Text Import Wizard, which allows you to tell Excel how the data is to be arranged, what column formatting you want to use and which delimiters separate the data. Additionally, you can specify which columns to import and apply column formatting before the import. Text Import Wizard dialog box To Import Text Data into Excel 1. Click the File tab and then click Open. 2. Click the Browse icon in the center pane. 3. From the Files of Type: drop-down list, choose the type of file you wish to import. 4. Navigate to the folder where the file you wish to import is located. 5. Select the file and then click Open. 6. Choose whether the file is Delimited or Fixed Width. 7. Click the Next button. 8. In Step 2, select the type of delimiter (tab, comma, semicolon, space or other) and click the Next button PCM Courseware, LLC 15

16 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 9. Set any column formatting (text, date, etc.). If you do not wish to import a particular column, highlight the column and then select the Do not import column (skip) radio button. 10. Click the Finish button. Let s Try It! 1. Click the File tab and then click Open. Displays the Open Dialog Box. 2. Click the Browse icon in the center pane. 3. In the Files of Type: drop-down list, choose Text Files. 4. Click on the Desktop icon in the left pane. Displays the Open Dialog Box. Chooses Text Files as the file format we will import. Switches to the Desktop folder. 5. Double-click the Lesson Files folder. Opens the Lesson Files folder. 6. Select the CustomerList file and then click Open. 7. In Step 1 of the Import Wizard, select Delimited as shown below. Selects the CustomerList text file as the file to import. Chooses delimited as the text file format and moves to Step 2 of the Import wizard. Step 1 of the Text Import Wizard Excel 2016 Level 3 16

17 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 8. Click Next. Moves to the Step 2 of the wizard. 9. In Step 2 of the Import Wizard, make sure that Tab is selected as shown below. If any other boxes are checked, be sure to uncheck them. As this particular text file is separated by tabs, we choose tab as the delimiter type. 10. Click Next. Moves to Step of the wizard. 11. Observe Step 3 options as shown below. Step 3 allows you to set the format of each column to be imported if desired and to eliminate any columns of data from the final import PCM Courseware, LLC 17

18 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 12. Click Finish. Completes the import process and closes the Import Wizard. Excel 2016 Level 3 18

19 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.3 Converting Text to Columns In this lesson, you will separate delimited data in a column S ometimes the data that we import may not end up in the exact format we want. For instance, we may discover that the first name and last name fields are combined into one column. If you have a column of data that is separated by a delimiter (most often a space), then use the Text to Columns Wizard on the Data Ribbon to separate it into separate columns. For example, the name Dan Baker uses the space delimiter. To launch the wizard, click the Text to Columns button on the Data Ribbon. To Convert Text to Columns 1. Select the column that you want to separate. 2. Click the Data tab on the Ribbon. 3. Click the Text to Columns icon on the Data Tools group of the Ribbon. 4. Click Delimited. 5. Click the Next button. 6. Select the type of delimiter (tab, comma, semicolon, space or other) PCM Courseware, LLC 19

20 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 7. If the text in the column is surrounded by a qualifier such as or, choose the qualifier from the Text qualifier drop-down list. 8. Click Next. 9. Set any column formatting (text, date, etc.). 10. If you want your results to be placed in a different location than the original, click in the Destination box and select the desired target cell. 10. Click the Finish button. Let s Try It! 1. Click column heading for column B to select the entire column. Selects the column we want to separate. We want to separate the last and first name fields into separate columns. 2. Click the Data tab on the Ribbon. Displays Data commands and tools. 3. Click the Text to Columns icon on the Data Tools group of the Ribbon as shown below. Displays the Convert Text to Columns wizard. Excel 2016 Level 3 20

21 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 4. Select Delimited as shown below and then click Next. Step 1 of the Text Import Wizard 5. In Step 2 of the Wizard, make sure that Space is selected as shown below. If any other boxes are checked, be sure to uncheck them. Chooses delimited as the format and moves to Step 2 of the wizard. As this particular text file is separated by tabs, we choose tab as the delimiter type PCM Courseware, LLC 21

22 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 6. Click Next. Moves to Step of the wizard. 7. Click the gray bar above the FirstName field as shown below. Selects the FirstName field, allowing us to apply a format to it. Excel 2016 Level 3 22

23 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 8. Click the Text radio button as shown below. 9. Click the gray bar above the LastName field. Applies a text format to the field. Selects the LastName field, allowing us to apply a format to it. 10. Click the Text radio button. Applies a text format to the field. 11. Click Finish. Displays a message box asking us if we want to replace the original data with the new data. 12. Click OK. Completes the process, separating the data into two separate columns. 13. Click the File tab and choose Close from the File Options pane. Click Don t Save if asked to save your changes. Closes the active worksheet without saving changes PCM Courseware, LLC 23

24 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.4 Removing Duplicate Rows of Data In this lesson, you will find and remove duplicate rows of data. I f you import data from several sources or if there are several people involved in combining the data, you may oftentimes encounter the problem of duplicate records. Luckily, this problem can be solved by Excel s Remove Duplicates feature. this does is looks for duplicates in all of the columns of the selected data, which is often what we want. For instance, we don t want to simply just look at the name column because there may be several John Smith s among your customer base. However, there should be only one John Smith living at 420 N. Crescent Way in St Louis, MO. So by checking across all columns, we ensure that there are no completely duplicated columns all the way across. However, you only do need to include those columns which absolutely cannot be duplicated. If you were working with a list of employees for instance, the Social Security field may be the only column for which you need to check for duplicates. If your workflow entails a good amount of importing data, you ll no doubt eventually encounter duplicate records. The Remove Duplicates feature is a welcome feature and helps in quickly cleaning up a list of data. Excel 2016 Level 3 24

25 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A To Remove Duplicate Rows of Data 1. Click the Data tab on the Ribbon. 2. Click anywhere in your data list. Ensure that there are no blank rows in the list. 3. Click the Remove Duplicate icon on the Data Tools group of the Ribbon. Excel will highlight the entire list of data. 4. If your data list has a header row, ensure that My Data Has Headers is checked. 5. By default, all columns are selected. To remove a column from the search, uncheck the box next to the column name. 6. Click OK. A message box displays informing you of the number of rows that have been removed and how many unique values remain. 7. Click OK. Let s Try It! 1. Click the File tab and then click Open. Select All Files (*.*) from the Files of Type drop-down list. 2. Open the file named Contacts-List from the Lesson Files folder. Displays the Open Dialog Box. Opens the Contacts-List workbook. 3. Click in cell A1. Selects a cell in the list of data in which we want to remove duplicates. 4. Observe the duplicate data. We notice a couple of duplicated records for Florence Bateman, James Loomis and Jonathan Zavasky. Note however, that the record for Daniel Harris is not a duplicate these are separate people living at different addresses PCM Courseware, LLC 25

26 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 5. Click the Data tab on the Ribbon. Displays Data commands and tools. 6. Click the Remove Duplicates icon on the Data Tools group as shown below. 7. Ensure that the My Data Has Headers checkbox is checked as shown below. Selects all the data in our list and displays the Remove Duplicates dialog box. Specifies that the first row of data in our list are the column headers. Excel 2016 Level 3 26

27 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 8. Click OK. Removes the duplicate records. A message box displays informing us that 3 duplicate values were removed. 9. Click OK. Notice that the record for Daniel Harris was not removed, as Excel checked for duplicates on all of the columns. 10. Click the File tab on the Ribbon and select Close. Save any changes. Closes the message box. Saves and closes our workbook PCM Courseware, LLC 27

28 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.5 Importing Data from a Database This lesson will guide you through the process of importing data from a Microsoft Access Database into Excel. I n addition to importing spreadsheets from other applications and text files, Excel can also import data from a database. This can be a Microsoft Access database or an ODBC (Open Database Connectivity) database such as SQL or Oracle. To import from an Access database, click the From Access command button on the Data Ribbon. To choose a different type of database, click the From Other Sources button on the Data Ribbon and choose the type of database you want to import. When importing from an Access database, you have the option of importing an existing table or query. Importing an existing query allows you to import filtered data. For instance, when using a customer address database, you may only want to import customers for a particular state. In this case, you could create a query in Access to perform the filtering and then select that query s data to import into Excel. Excel 2016 Level 3 28

29 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A To Import Data from an Access Database into Excel 1. Create a new blank spreadsheet. 2. Click the Data tab on the Ribbon. 3. From the Get External Data group on the Ribbon, click the From Access icon. 4. Navigate to the folder where the database file is located. 5. Select the file and then click Open. 6. Choose the Table or the Query (called Views in some applications) you wish to import. 7. Choose whether you wish to place the data into the existing worksheet or into a new worksheet. If placing data into the existing worksheet, type in or select the destination address if desired. 8. Select whether you want to view your data in a Table, PivotTable Report or a PivotChart and Report. 9. Click OK. Tip: To create a live connection to an Access database (tables and queries), click the New Query icon on the Data Ribbon, point to From Database, click From Microsoft Access Database and then choose the desired table or query. Let s Try It! 1. Press the Ctrl + N keystroke combination. Opens a new blank workbook. 2. Click the Data tab on the Ribbon. Displays Data commands and tools. 3. Click the From Access icon on the Get External Data group as shown below. Displays the Select Data Source dialog box. 4. Click on the Desktop icon in the left pane. Switches to the Desktop folder PCM Courseware, LLC 29

30 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 5. Double-click the Lesson Files folder in the right pane. Switches to the Lesson Files folder. 6. Select the AddressList database file. Selects the AddressList Microsoft Access database file as the source data. 7. Click Open. Opens the Select Table dialog box. 8. Select tblcustomerlist from the Select Table dialog box as shown below and then click OK. 9. Make sure that Existing Worksheet is selected with a cell destination of $A$1 as shown below. Selects the tblcustomerlist table as the table to import. Chooses the first cell in the existing worksheet for the destination of the data. Excel 2016 Level 3 30

31 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 10. Click OK. Closes the Select Table dialog box and then imports the data as an Excel table. 11. Observe the data as shown below. Observe the imported data. The Imported Data 2016 PCM Courseware, LLC 31

32 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 12. Click the File tab and choose Close from the File Options pane. Click Don t Save when asked to save your changes. Closes the workbook without saving any changes. Excel 2016 Level 3 32

33 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.6 Linking to another File In this lesson, you will learn how to create a link to another file. E xcel allows you to copy data from other Microsoft Office programs into your spreadsheets. If you insert data from another applciation using the standard Copy and Paste methods, a copy of the original data is inserted in your workbook and is completely separate from the original application - it can be modified any way you wish. You can instead choose to Link data to its original application. Data that is linked is automatically updated when the original document is modified. While you can apply formatting to linked data, any changes to the data itself can only be made in the original document. To link data, copy the data to which you wish to link, click the Paste button arrow on the Home Ribbon, choose Paste Special and then click the Paste Link radio button. To Create a Link to another File 1. Open the file to which you wish to link. 2. Select the information in the source file. 3. Click the Copy button on the Home tab Or Press the Ctrl + C keystroke combination. 4. Switch to the Excel file where you want to insert the link and set the insertion point where you want to place the link. 5. Click the Paste button arrow on the Home tab. 6. Click Paste Special. 7. Click the Paste Link radio button and then click OK PCM Courseware, LLC 33

34 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Let s Try It! 1. Press the Ctrl + N keystroke combination. Opens a new blank workbook. 2. Open the Microsoft Word application. Opens the Microsoft Word application. 3. Click the File tab and then click Open. Displays the Open Dialog Box. 4. Click the Browse icon in the center pane. Displays the Open Dialog Box. 5. Click on the Desktop in the left pane. Switches to the Desktop folder. 6. Double-click the Lesson Files folder. Opens the Lesson Files folder. 7. Select the Word_List file Selects the file we wish to open. 8. Click the Open button. Opens the Word_List file in Microsoft Word. 9. Press the Ctrl + A keystroke combination. 10. Press the Ctrl + C keystroke combination. Selects the entire document. Places the selected data on the clipboard (a temporary holding place in memory). 11. Click the Excel icon on the Taskbar. Switches back to Excel. 12. Click in cell A1. Sets the insertion point where we want to insert our linked data. 13. Click the Home tab on the Ribbon. Switches to Home commands and tools. 14. Click the arrow on the Paste button and choose Paste Special as shown below. Displays the Paste Special dialog box. Excel 2016 Level 3 34

35 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 15. Click the Paste Link radio button as shown below. Click OK. Sets the option to link the data to the original file. 16. Click in cell A1. As the data is linked to a Word file, Excel will not allow us to make any changes to the data. 17. Double-click in cell A1. Displays the data in the Microsoft Word application. 18. Press Alt + F4. Click Don t Save if asked to save your changes. Closes the Microsoft Word application without saving changes. 19. Click the Excel icon on the Taskbar. Switches back to Excel PCM Courseware, LLC 35

36 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 20. Click the File tab on the Excel window and choose Close from the File Options pane. Click Don t Save when asked to save your changes. Closes the workbook without saving changes. Excel 2016 Level 3 36

37 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.7 Linking & Embedding Objects In this lesson, you will learn how to create a link to or embed an external object. E xcel also allows you to embed and link Microsoft Office objects such as text, charts, or pictures into a worksheet. When you embed data as an object, the data is stored in your worksheet. Double-clicking the object displays it as editable in Excel but with the Ribbons and toolbars of the original document. For example, if you double-click on an embedded Word table, Word s Ribbons will temporarily replace the Ribbons in Excel. With embedeed objects, the data is only updated in Excel the source document does not change. Linking data as an object on the other hand, is just a snapshot of the original source data the data actually resides in the source file. Double-clicking on a linked object displays the source data in its original application. To Embed or Link to an Existing Object 1. Click the Insert tab on the Ribbon. 2. Click the Object button on the Text group PCM Courseware, LLC 37

38 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 3. Click the Create from File tab on the Object dialog box. 4. Click the Browse button and navigate to the folder that contains the file to which you want to link. 5. Select the file and click Insert. 6. To link to the object (rather than embed the object), click the Link to file check box. 7. Click OK Let s Try It! 1. Press the Ctrl + N keystroke combination. Creates a new blank workbook. 2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools. 3. Click the Object button on the Text group of the Ribbon as shown below. 4. Click the Create from File tab as shown below. Displays the Object dialog box. Specifies that we want to insert an existing object. 5. Click the Browse button. Displays the Browse dialog box from where we can navigate to the folder that contains the file we want to insert. Excel 2016 Level 3 38

39 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 6. If necessary, navigate to Navigate to the Lesson Files folder on the Desktop. 7. Click the file named Word_List and then click Insert. 8. Click the Link to File checkbox as shown below. Displays the contents of the Lesson Files folder. Selects the file and closes the Browse dialog box. Chooses to link the file rather than embed it. 9. Click OK. Inserts the data as a linked Word object. 10. Click the Save icon. Displays the Save As dialog box. 11. Click the Browse icon in the center pane. Displays the Open Dialog Box. 12. Click on the Desktop in the left pane. Switches to the Desktop folder. 13. Double-click the Lesson Files folder. Opens the Lesson Files folder. 14. Type: customers in the File Name box and then click Save. Names the file customers and saves it PCM Courseware, LLC 39

40 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 15. Double-click on the data. As this is a linked file, the source data file is opened in the Word application. 16. Double-click Daniel in the first row of data and type: James Change Daniel to James Changes the first name of the first record to James. 17. Click the Excel tab on the Taskbar. Switches to the Excel document. Notice that the data has been updated in our Excel worksheet. 18. Click the Word tab on the Taskbar. Switches to the Word document. 19. Click the Close button on the Word window. Click Don t Save when asked to save your changes. 20. Click the File tab and choose Close from the File Options pane. Click Don t Save when asked to save your changes. Closes the Word application without saving the document. The first name reverts back to Daniel. Closes the workbook without saving changes. Excel 2016 Level 3 40

41 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.8 Exporting Data from Excel In this lesson, you will learn how to export data from Excel into other file formats. E xcel can export or save data in a variety of file formats such as older versions of Excel, text files, XML Spreadsheet (Extensible Markup Language) or as an XPS document, just to name a few. To accomplish this, use the Save As command from the File Options menu and then choose the desired file type from the Save as Type combo box. Note however, that when you save your file in another file format, Excel may, depending on the format, save only the active worksheet and not the entire workbook. You may also lose some formatting during the the conversion. To Export Data from Excel 1. Click the File tab and click Save As. 2. Navigate to the folder where your file is located. 3. Select the desired file format from the Save as Type drop-down list. 4. Type the file name in the File name box. 5. Navigate to the folder where you wish to save the file. 6. Click Save. The Save As dialog box 2016 PCM Courseware, LLC 41

42 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Tip: A quick way to display the Save As window is to press the F12 key on your keyboard. This completely bypasses Backstage view. Let s Try It! 1. Click the File tab and then click Open. Displays the Open pane. 2. Click the Browse icon in the center pane. Displays the Open Dialog Box. 3. Click on the Desktop in the left pane. Switches to the Desktop folder. 4. Double-click the Lesson Files folder. Opens the Lesson Files folder. 5. In the Files of Type: drop-down list, choose Excel Files (the third list item). 6. Select the Films workbook file from the Lesson Files folder and then click Open. 7. Click the File tab button and then click Save As. 8. Click Lesson Files in the right pane under the Recent Folders area as shown below. Displays all Excel files in the folder. Opens the Films workbook in Excel. Displays the Save As pane. Displays the Save As dialog box Excel 2016 Level 3 42

43 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 9. In the File name box, type: 2015 Films. 10. In the Save as type: drop-down list, choose Excel Workbook as shown below. Enters a new file name for the document. Chooses Excel Workbook as the file type to which we will export our data. 11. Click the Save button. Saves the current worksheet in the new file format PCM Courseware, LLC 43

44 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.9 Publishing Worksheets & Workbooks to the Web In this lesson, you will learn how to convert Excel data into Web Page format. A nother format to which you can export data from Excel is HTML (Hyptertext Markup Language) which enables others to view your data via the World Wide Web. By choosing this format, users can view or even interact with your data via their Web browser. In addition to standard HTML format, Excel also supports an additional Web format, MHTML, that you can use when exporting your data. Unlike exporting to HTML which creates a main HTML document and a support folder containing all support files, MHTML exports all of your data into one single file. Note however, that this file may not display properly in older Web browsers. To save a file in MHTML format, choose Single File Web Page from the Files as Type List. To Export Data in an Interactive Web Format 1. If you want to only save a particular sheet as a Web page, click the desired sheet tab. 2. Click the File tab. Excel 2016 Level 3 44

45 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 3. Click Save As from the File Options pane. 4. Navigate to the folder where you want to save your file. 5. Select Entire Workbook to save entire workbook file or Selection:sheet to save only the active sheet. 6. In the Save as Type drop-down list, choose Web Page for HTML format or Single File Web Page for MHTML format. 7. To establish a title for the Web page, click the Change Title button and then type in the new title. Click OK when finished. 8. Click Publish. 9. To view the document in your Web browser, click Open published web page in browser. 10. To change the folder where the file will be saved, click Browse and navigate to the desired folder. 11. Click Publish. Let s Try It! 1. Click the File tab and click Save As from the File Options pane. 2. Click Lesson Files in the right pane under the Recent Folders area as shown below. Displays the Save As dialog box. Displays the Save As dialog box 2016 PCM Courseware, LLC 45

46 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 3. In the Save as Type drop-down list, choose Single File Web Page as shown below. Chooses MHTML as the file type. 4. Click the Change Title button. Displays the Set Title dialog box. 5. Type 2015 Films in the title text box as shown below. Sets the Title as: 2015 Films. 6. Click OK. Closes the Set Title dialog box. Excel 2016 Level 3 46

47 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 7. Click the Publish button. Displays the Publish as Web Page dialog box. 8. Ensure that the checkbox next to Open published web page in browser is checked as shown below. Chooses the option of viewing the Web page in your browser. 9. Click Publish. Opens the Web page in the Web browser. 10. Press the Ctrl + W keystroke combination. 11. Click the File tab and choose Close from the File Options pane. Click Save when asked to save your changes. Click Yes when the message box appears. Closes the Web browser. Saves and closes the active workbook PCM Courseware, LLC 47

48 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 1.10 Creating Web Queries In this lesson, you will learn how to retrieve data from the Web. E xcel allows you to retrieve data from the Web via Web queries by using the From Web feature on the Data Ribbon. With a Web query, you can retrieve data from a single table, multiple tables or bring in all of the text on the Web page. Once the data is retrieved, use the Refresh All command on the Data Ribbon to refresh the data. New Web Query Dialog Box To Retrieve Data from the Web with a Web Query 1. Click the Data tab on the Ribbon. 2. Click the From Web button on the Get External Data group. 3. Type the Address of the Web page in the Address box. 4. Click Go. 5. Click the Yellow Arrow next to each table you want to import. 6. Click the Options button on the Address bar to select the format of the imported data. 7. Click the Import button. 8. Specify the cell where you want the web data to be placed. 9. Click OK. 10. Click the Properties icon on the Connections group of the Data Ribbon. Excel 2016 Level 3 48

49 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 11. Choose how often you wish to refresh the data in your query. Click OK when finished. Tip: You can click the Refresh All icon on the Ribbon to manually refresh the data in your query. Let s Try It! 1. Press the Ctrl + N keystroke combination. Creates a new blank workbook. 2. Click in cell A1 Activates the cell where the imported web page data is to be placed. 3. Click the Data tab on the Ribbon. Displays Data commands and tools. 4. Click the From Web icon on the Get External Data group of the Ribbon as shown below. Displays the New Web Query dialog box PCM Courseware, LLC 49

50 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 6. Press the Ctrl + O keyboard combination. Displays the Open dialog box. Instead of a file on the Web, we will use a locally stored Web page file. 7. Click the Browse button. Allows you to navigate to the folder where the Web page file is located that we wish to open. 8. Navigate to Lesson Files folder on the Desktop. 9. Select the file named JanuarySales.htm and then click Open. Click OK. Displays the contents of the Lesson Files folder. Selects the local Web page file we want to open. 14. Click Go as shown below. Opens the Web page in the New Web Query window. 15. Click the Yellow Arrow on the top left of the screen as shown below. Designates that the entire web page will be imported into Excel. Excel 2016 Level 3 50

51 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 16. Click Import. Opens the Import Data dialog box which prompts you for the desired location of the data. We will accept the default location of cell A Click OK. Imports the data from the web page into the active worksheet. 18. Click the Properties icon on the Connections group of the Ribbon as shown below. 19. Click the checkbox next to Refresh Data when opening the file as shown below. Displays the External Data Range Properties dialog box. Sets the option to refresh our query data whenever the file is opened PCM Courseware, LLC 51

52 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 20. Click OK. Closes the External Data Range Properties dialog box. 21. Click the File tab and choose Close from the File pane. Click Don t Save when asked to save your changes. Closes the active workbook without saving it. Excel 2016 Level 3 52

53 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Lesson Summary Importing and Exporting Data In this lesson, you learned how to import external data into Excel using the Open command. You learned that you can import many popular formats such as text files, database applications, and even HTML data into your spreadsheet. Then, you learned how to import text data into Excel using the Text Import Wizard, which allows you to tell Excel how the text data is to be laid out. You learned that text files can be either fixed width or delimited. Next, you learned how to use the Text to Columns feature to parse data that is separated by a delimiter. Next, you learned how to remove duplicate rows of data using the Remove Duplicates command on the Data tab of the Ribbon. Next, you learned how to import data from an Access database into Excel using the From Access command button on the Get External Data group on the Ribbon. You learned that you can import both Access tables or queries. Next, you learned how to link to another file using the Copy and Paste Link commands. Data that is linked is automatically updated when the original document is modified. While you can apply formatting to linked data, any changes to the data itself can only be made in the original document. Next, you learned how to embed and link objects to an Excel worksheet. You learned that when you embed data as an object, the data is stored in your worksheet whereas when you link to an object, the data is stored in the source file. Next, you learned how to Export data from Excel to other file formats using the Save As command on the File Options menu and then choosing the desired file type from the Save as Type combo box. Next, you learned how to save Excel data in Web page format using the Save As command on the File Options menu and then choosing Web Page from the Save as Type combo box. You also learned how to save your data in MTHML format, where all data is stored in a single Web page file. Lastly, you learned how to create retrieve data from the Web using the From Web command on the Get External Data button menu PCM Courseware, LLC 53

54 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A Lesson 1 Quiz 1. To import external data into Excel, you can use what command? A. The Get External Data command on the Data Ribbon. B. The Import command on the Data Ribbon. C. The Open command on the File Options menu. D. The Import Data command on the Data Ribbon. 2. should you save data in Excel format after you import it? A. You may lose formatting or other features if it is not saved in Excel format. B. You will not be able to open it again in Excel. C. The file may become corrupted or you may experience data loss. D. You will not be able to save it in Excel format the next time you open it. 3. is a delimiter? A. A file format that is not supported by Excel. B. A wizard that will step you through the process of importing a text file. C. A file in an external file format (not Excel). D. A character such as a tab or comma that separates text data. 4. You can import text data using the Open on the File Options menu. A. True B. False 5. Which types of databases can Excel 2016 import? A. OLE DB and FileMaker Pro B. ODBC and OLAP C. ODBC and Access D. Dbase and FileMaker Pro 6. two query objects can you import into Excel using the From Access command? A. Forms and Tables. B. Tables and Queries. C. Reports and Tables. D. Modules and Queries. 7. Describe the process of exporting data from Excel. 8. When saving an Excel document as a Web page, you can specify a Web page title in addition to the Web page file name. A. True B. False Excel 2016 Level 3 54

55 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A 9. is the difference between linking and embedding an object? A. The data for a linked object is stored in the Excel worksheet whereas the data for an embedded object is stored in the source data file. B. The data for an embedded object is stored in text format whereas the data for an embedded object is stored the Excel worksheet. C. The data for a linked object is stored in an external file in Excel 5.0/95 format whereas the data for an embedded object is stored in the source data file. D. The data for an embedded object is stored in the Excel worksheet whereas the data for a linked object is stored in the source data file. 10. To create a query from a web page on the Internet, click the Get External Data button on the Data Ribbon and then click PCM Courseware, LLC 55

56 L E S S O N 1 I M P O R T I N G & E X P O R T I N G D A T A LAB 1 ON YOUR OWN 1. Create a new blank workbook file. 2. Import the Lab1 text file from the Lesson Files folder into Excel (you will need to select All Files or Text Files from the File Type list box on the Open Dialog box). Navigate through the Import Text Wizard. Set the File Type as Delimited and the delimiter type as comma (don t forget to uncheck the Tab checkbox). 3. When finished importing, save the file as an Excel 5.0/95 file and name the file Old Excel Import. 4. Now save only the selected sheet as a Web Page (HTML) with the file name of: Address List. Change the Web Page title to My Addresses. 5. Set the option to view the published Web page in your Web browser. 6. Close the Web browser and the Excel workbooks. Save any changes. Excel 2016 Level 3 56

57 L E S S O N 2 F O R M A T T I N G N U M B E RS Lesson 2 Lesson 2 - Formatting Numbers Lesson Topics: 2.1 Creating Custom Number Formats 2.2 Using Conditional Formatting 2.3 Applying Conditional Formatting based on Top/Bottom Rules 2.4 Applying Specialized Conditional Formatting 2.5 Creating your own Formatting Rules 2.6 Managing Conditional Formatting 2.7 Clearing Conditional Formatting 2016 PCM Courseware, LLC 57

58 L E S S O N 2 F O R M A T T I N G N U M B E R S 2.1 Creating Custom Number Formats In this lesson, you will learn how to apply custom formatting to cells. Y ou can create a custom number format in Excel if one of the pre-defined formats does not fit your needs. For instance, you might want to create a format that will automatically insert the dashes in social security numbers so you don t have to enter them. Or perhaps you wish to create a custom format that displays negative numbers in a blue font. You also have the option of editing existing format codes in order to create a new one. You can specify up to four sections of format codes. The format codes, separated by semicolons, define the formats for positive numbers, negative numbers, zero values, and text, in that order. If you specify only two sections, the first is used for positive numbers and the second is used for negative numbers. If you specify only one section, it is used for all numbers. If you skip a section, be sure to include the ending semicolon for that section. Format for positive numbers Format for 0 values #,###.00;[red](#,###.00);0.00;[blue] Format for Negative numbers To Create Custom Number Formats Format for text 1. Select the cell range you wish to format. 2. Click the Format button on the Cells group of the Home Ribbon and choose Format Cells from the menu Or Right-click and choose Format Cells from the contextual menu. 3. Click the Number Tab. Excel 2016 Level 3 58

59 L E S S O N 2 F O R M A T T I N G N U M B E RS 4. In the Category list box, select Custom. 5. In the Type text box, type in the desired format codes. 6. Click OK. Let s Try It! 1. Open the Lesson2 file in the Lesson Files folder. If necessary, choose All Excel Files from the files of type dropdown list. 2. Select the cell range B2:B9 as shown below. 3. Right-click and choose Format Cells from the contextual menu. 4. Click the Number tab on top of the dialog box. 5. In the Category List box, select Custom as shown below. Opens the Lesson2 workbook file in Excel. Selects the cells B2 through B9. Displays the Format Cells dialog box. Switches to number options. Selects Custom formatting as the formatting type PCM Courseware, LLC 59

60 L E S S O N 2 F O R M A T T I N G N U M B E R S 6. Double-click in the Type box and then type: ###-##-#### as shown above. 7. Click OK and observe the data in the cell range B2:B9. Creates a custom format to automatically place dashes in social security numbers. Closes the Format Cells dialog box and applies the custom format to the selected cells. 8. Select the cell range C2:C9 Selects the cells C2 through C9. 9. Right-click and choose Format Cells from the contextual menu. 10. In the Category List box, select Custom. 11. Double-click in the Type box and then enter: $#,##0.00;[Blue]($#,##0.00) Displays the Format Cells dialog box. Select custom formatting as the formatting type. Creates a custom format to display numbers as currency with 2 decimal places and displays negative numbers in blue font surrounded by parenthesis. Excel 2016 Level 3 60

61 L E S S O N 2 F O R M A T T I N G N U M B E RS 12. Click OK and observe the data in the cell range C2:C9. Closes the Format Cells dialog box and applies the custom format to the selected cells. 13. Click the Save button. Saves the active workbook PCM Courseware, LLC 61

62 L E S S O N 2 F O R M A T T I N G N U M B E R S 2.2 Using Conditional Formatting In this lesson, you will learn how to apply formatting based on the contents of a cell. C onditional formatting allows you to apply formatting to selected cells based on a particular criteria. In other words, if the value of the cells meets specific conditions you set, then the conditional formatting will be applied. Conditional formatting is a good way to call attention to specific values in your worksheet. For instance, if your product inventory falls below a certain level, you might add a green fill color, a yellow font color and bold formatting to cause the value to stand out from other cells. When applying conditional formatting, you need to choose the comparison rule you want to apply and then enter your criteria for the comparison. You can choose from the following comparison rules: Greater Than Less Than Between Equal To Text that Contains A Date Occurring Duplicate Values For more control, select More Rules from the Highlight Cell Rules menu. From here, you further customize your rules. Excel 2016 Level 3 62

63 L E S S O N 2 F O R M A T T I N G N U M B E RS To Use Conditional Formatting 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon. 3. Click the Conditional Formatting button on the Home Ribbon and then point to Highlight Cell Rules. 4. Click the comparison rule you want to apply to the selected data. 5. Enter your criteria in the Comparison Rule dialog box. 6. Select the desired formatting to be applied when the condition evaluates as true from the drop-down list (click Custom to specify your own formatting.) 7. Click OK. Let s Try It! 1. Click on the Bonus Calculations worksheet tab as shown below. Switches to the Bonus Calculations worksheet. 2. Select the cell range C4:C11. Selects the cells C4 through C Click the Conditional Formatting button on the Styles group Home Ribbon as shown below. Displays the Conditional Formatting menu. 4. Point to Highlight Cell Rules and click Between as shown below. Displays the Between dialog box where we enter our criteria PCM Courseware, LLC 63

64 L E S S O N 2 F O R M A T T I N G N U M B E R S 5. In the leftmost text box, type: as shown below. 6. In the next text box, type: as shown above. Enters the first value. Enters the second value. 7. Click OK. We will accept the default formatting of light red fill with dark red text. 8. Click the Save icon. Saves our changes. Excel 2016 Level 3 64

65 L E S S O N 2 F O R M A T T I N G N U M B E RS 2.3 Applying Conditional Formatting Based on Top/Bottom Rules In this lesson, you will learn how to apply formatting based on the ranking and average of cell contents. E xcel also allows you to apply quick conditional formatitng to the contents of cells based upon top or bottom ranked values or those cells that are below or above average. The available comparison rules are: Top 10 Items Top 10% Bottom 10 Items Bottom 10% Above Average Below Average To customize or create your own formatting rules, click More Rules from the Top/Bottom Rules menu and make your choices PCM Courseware, LLC 65

66 L E S S O N 2 F O R M A T T I N G N U M B E R S To Use Conditional Formatting based on Top/Bottom Values 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon. 3. Click the Conditional Formatting button on the Home Ribbon and then point to Top/Bottom Rules. 4. Click the comparison rule from the list that you want to apply to the selected data. 5. Enter any criteria in the Comparison Rule dialog box. 6. Click OK. Let s Try It! 1. Click on the Store Sales worksheet tab. Switches to the Store Sales worksheet. 2. Select the cell range C2:C9 Selects the cells C2 through C9. 3. Click the Conditional Formatting button on the Home Ribbon. 4. Point to Top/Bottom Rules and click Bottom 10 Items from the list as shown below. Displays the Conditional Formatting menu. Displays the Bottom 10 Items dialog box where we enter our criteria. Excel 2016 Level 3 66

67 L E S S O N 2 F O R M A T T I N G N U M B E RS 5. Triple-click in the leftmost box and type: 3 as shown below and then click OK. 6. Press the Ctrl + Z keystroke combination. 7. Click the Conditional Formatting button on the Home Ribbon. 8. Point to Top/Bottom Rules and click Bottom 10 % from the list. 9. Triple-click in the leftmost box and type: Click the formatting drop-down arrow and select Custom Format as shown. Applies conditional formatting to the bottom 3 items. Reverses the last action. Displays the Conditional Formatting menu. Displays the Bottom 10 % dialog box where we enter our criteria. Will apply conditional formatting to the data that falls in the bottom 25%. Displays the Format Cells dialog box where we can apply our own custom formatting. 11. Click the Font tab and then click Bold under the Font Style area. Will apply bold formatting to data that meet our criteria PCM Courseware, LLC 67

68 L E S S O N 2 F O R M A T T I N G N U M B E R S 12. Click the Color arrow and select the Yellow color swatch under the Standard Color area as shown below. 13. Click the Fill tab on top of the window and then click the Purple color swatch in the last row. Will apply yellow font to data that meet our criteria. Will apply purple fill to data that meet our criteria. 14. Click OK. Closes the Format Cells dialog box. 15. Click OK. Closes the Bottom 10% dialog box. Excel 2016 Level 3 68

69 L E S S O N 2 F O R M A T T I N G N U M B E RS 16. Click the Save icon. Saves our changes PCM Courseware, LLC 69

70 L E S S O N 2 F O R M A T T I N G N U M B E R S 2.4 Applying Specialized Conditional Formatting In this lesson, you will learn how to apply formatting using data bars, color scales and icon sets. E xcel provides the ability to apply specialized conditional formatting using colored Data Bars, Color Scales and Icon Sets. Data Bars display a colored data bar relative to the value of the other cells in your range. Color Scales display a two or three gradient or solid color shading relative to the value of the other cells in your range. Excel will color the cells based on the color scale that you select. Icon Sets display an icon in the left of the cell to show visually where the value falls in the range. As with the other conditional formatting options, click More Rules from any conditional formatting menu to modify or create your own formatting rules. To Apply Conditional Formatting using Data Bars 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon. Excel 2016 Level 3 70

71 L E S S O N 2 F O R M A T T I N G N U M B E RS 3. Click the Conditional Formatting button on the Home Ribbon and then point to Data Bars. 4. Click the colored data bar you want to use under the Gradient Fill or the Solid Fill area. 5. Click OK. 6. To modify or create your own customized formatting rules, click More Rules from the list. To Apply Conditional Formatting using Icon Sets 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon. 3. Click the Conditional Formatting button on the Home Ribbon and then point to Icon Sets. 4. Click the icon you want to use under the Directional, Shapes, Indicators or Rating area. 5. Click OK. 6. To modify or create your own customized formatting rules, click More Rules from the list PCM Courseware, LLC 71

72 L E S S O N 2 F O R M A T T I N G N U M B E R S To Apply Conditional Formatting using Color Scales 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon. 3. Click the Conditional Formatting button on the Home Ribbon and then point to Color Scales. 4. Click the color scale you want to use. 5. Click OK. 6. To modify or create your own customized formatting rules, click More Rules from the list. Let s Try It! 1. Click on the January Sales worksheet tab. Switches to the January Sales worksheet. 2. Select the cell range B4:E7 Selects the cells B4 through E7. 3. Click the Conditional Formatting button on the Home Ribbon. Displays the Conditional Formatting menu. Excel 2016 Level 3 72

73 L E S S O N 2 F O R M A T T I N G N U M B E RS 4. Point to Data Bars and click the Light Blue Data Bar in the second row, second column in the Gradient Fill area as shown. 5. Click the Conditional Formatting button on the Home Ribbon. 6. Point to Icon Sets and click the 4 Arrows (Colored) icon set under the Directional area as shown below. Displays a data bar in each cell the longer the data bar, the higher the cell value. Displays the Conditional Formatting menu. Adds an icon to each cell to display visually where the value falls in the range PCM Courseware, LLC 73

74 L E S S O N 2 F O R M A T T I N G N U M B E R S 7. Click the Ctrl + Z keystroke combination. Reverses the last action. Excel 2016 Level 3 74

75 L E S S O N 2 F O R M A T T I N G N U M B E RS 2.5 Creating your own Formatting Rules In this lesson, you will learn how to create your own formatting rules. R ather than using the pre-defined conditional formatting rules, Excel allows you to create your own formatting rules. Using the New Formatting Rule dialog box, you can create custom rules based on specific values, based on top or bottom ranking, above or below average ranking, duplicate values, or even a formula to determine which cells to format. To display the New Formatting Rule dialog box, click the Conditional Formating button and select New Rule. Clicking More Rules on any of the Conditional Formatting menus will also display the dialog box. To Create a New Formatting Rule 1. Select the cell range you wish to format. 2. Click the Home tab on the Ribbon PCM Courseware, LLC 75

76 L E S S O N 2 F O R M A T T I N G N U M B E R S 3. Click the Conditional Formatting button on the Home Ribbon and click New Rule. 4. Click the Rule Type in the top pane. 5. Specify any desired rule criteria. 6. Click the Format Style arrow and choose the style you want from the list. 7. Click the Format button (if available) to display the Format Cells dialog box to add additional formatting such as fill color, border options, font color, etc. 8. Click OK when finished. Let s Try It! 1. Select the cell range B4:E7 Selects the cells B4 through E7. 2. Click the Conditional Formatting button and click New Rule from the menu. 3. Ensure that Format all cells based on their values is selected in the top pane as shown below. 4. Click the Format Style arrow as shown below and select Icon Sets. Displays the New Formatting Rule dialog box. Specifies the rule type. Sets the formatting style to icon sets. Excel 2016 Level 3 76

77 L E S S O N 2 F O R M A T T I N G N U M B E RS 5. Click the Icon Style arrow and select 4 Arrows (Colored) as shown below. 6. Double-click in the first Value box and type in 80 as shown below. Selects the style of the icon set. Enters the criteria for the green arrow. 7. Double-click in the second Value box and type in 60. Enters the criteria for the right-upward pointing yellow arrow PCM Courseware, LLC 77

78 L E S S O N 2 F O R M A T T I N G N U M B E R S 8. Double-click in the third Value box and type in 40. Enters the criteria for the rightdownward pointing yellow arrow. 9. Click OK. Applies the conditional formatting rule to the data series. 10. Click the Save icon. Saves our changes. Excel 2016 Level 3 78

79 L E S S O N 2 F O R M A T T I N G N U M B E RS 2.6 Managing Conditional Formatting In this lesson, you will learn how to manage your conditional formatting rules. T he Conditional Formatting Rules Manager dialog box allows you to create new rules, edit, delete or change the order of existing rules, and stop evaluation of the rules in your list at a specific rule. The rules in the Conditional Formatting Rules Manager dialog box are executed in the order that they are listed. If you find that two rules are in conflict, changing the order may resolve the issue. To Create a New Formatting Rule 1. Select the cell range with the conditional formatting you wish to manage. 2. Click the Home tab on the Ribbon. 3. Click the Conditional Formatting button on the Home Ribbon and click Manage Rules to display the Conditional Formatting Rules Manager dialog box. 4. Click the rule you wish to modify. 5. To move a rule, click the Move Up or Move Down arrow. 6. To delete the selected rule, click the Delete Rule button. 7. To edit the selected rule, click the Edit Rule button and make your changes. Click OK when finished. 8. To stop executing your rules at a specific rule, click the Stop if True check box at the rule where you wish evaluation to stop. 9. When finished, click OK PCM Courseware, LLC 79

80 L E S S O N 2 F O R M A T T I N G N U M B E R S Let s Try It! 1. Select the cell range B4:E7 Selects the cells B4 through E7. 2. Click the Conditional Formatting button and click Manage Rules from the menu. 3. Click the Icon Set rule as shown and click the Edit Rule button. Displays the Conditional Formatting Rules Manager dialog box. Displays the Edit Formatting Rule dialog box, from where you can modify your conditional formatting rules. 4. Click Cancel. Returns us to the Conditional Formatting Rules Manager dialog box. 5. Click the Data Bar rule and click the Delete Rule button as shown below. Deletes the selected rule. Excel 2016 Level 3 80

81 L E S S O N 2 F O R M A T T I N G N U M B E RS 6. Click the Show Formatting Rules for arrow and choose Sheet:Store Sales from the list as shown below. 7. Select the Bottom 25% rule and click the Delete Rule button as shown below. Displays rules for the Store Sales worksheet. Deletes the selected rule. 8. Click OK. Closes the Conditional Formatting Rules Manager dialog box and applies our changes PCM Courseware, LLC 81

82 L E S S O N 2 F O R M A T T I N G N U M B E R S 2.7 Clearing Conditional Formatting In this lesson, you will learn how to remove existing conditional formatting. Y ou can also clear your conditional formatting rules by clicking the Conditional Formatting button, pointing to Clear Rules and making your desired selection from the menu. You can clear conditional formatting for the selected cells, the entire worksheet, the selected Excel table or the selected PivotTable. To Clear Conditional Formatting 1. Select the cell range that contains the conditional formatting you want to clear. 2. Click the Conditional Formatting button on the Home Ribbon and point to Clear Rules. 3. Click the desired clear option from the submenu. Let s Try It! 1. Click the Bonus Calculations worksheet tab. Make the Bonus Calculations sheet the active worksheet. Excel 2016 Level 3 82

83 L E S S O N 2 F O R M A T T I N G N U M B E RS 2. Click the Conditional Formatting button and point to Clear Rules. Displays clear rules options. 3. Click Clear Rules from Entire Sheet Removes all conditional formatting rules from the active worksheet. 4. Click the File tab and choose Close from the File Options pane. Click Save when asked to save your changes. Saves and closes the workbook PCM Courseware, LLC 83

84 L E S S O N 2 F O R M A T T I N G N U M B E R S Lesson Summary Formatting Numbers In this lesson, you learned how to create custom number formats from the Number tab of the Format Cells dialog box. You learned that you can specify up to four sections of format codes which, separated by semicolons, define the formats for positive numbers, negative numbers, zero values, and text, in that order. Then, you learned how to apply conditional formatting to cells, which allows you to apply formatting to selected cells based on a particular criteria and helps call attention to specific values in your worksheet. You learned that you can apply conditional formatting by clicking the Conditional Formatting button on the Home Ribbon, specifying the criteria and then selecting the formatting to be applied to those cells which meet the specified criteria. Next, you learned how to apply quick conditional formatting to the contents of cells based upon top or bottom ranked values or those cells that are below or above average from the Conditional Formatting button on the Home Ribbon. The available comparison operators are: Top 10 Items, Top 10%, Bottom 10 Items, Bottom 10%, Above Average and Below Average Next, you learned how to apply specialized conditional formatting using colored Data Bars, Color Scales and Icon Sets. Data Bars display a colored data bar relative to the value of the other cells in your range. Color Scales displays two or three gradient or solid color shading relative to the value of the other cells in your range. Excel will color the cells based on the color scale that you select. Icon Sets display an icon in the left of the cell to show visually where the value falls in the range. Next, you learned that by using the New Formatting Rule dialog box on the Conditional Formatting button menu, you can create custom rules based on specific values, based on top or bottom ranking, above or below average ranking, duplicate values, or even a formula to determine which cells to format. Next, you used the Conditional Formatting Rules Manager dialog box to create new rules, edit, delete or change the order of existing rules, and stop evaluation of the rules in your list at a specific rule. To display the Conditional Formatting Rules Manager dialog box, click Manage Rules on the Conditional Formatting button menu. Lastly, you learned how to clear conditional formatting rules by clicking the Conditional Formatting button, pointing to Clear Rules and making your desired selection from the menu. You can clear conditional formatting for Excel 2016 Level 3 84

85 L E S S O N 2 F O R M A T T I N G N U M B E RS the selected cells, the entire worksheet, the selected table or the selected PivotTable PCM Courseware, LLC 85

86 L E S S O N 2 F O R M A T T I N G N U M B E R S Lesson 2 Quiz 1. are the four sections of format codes that you can specify in a custom number format? A. Positive numbers, negative numbers, integers and zero values. B. Integers, fractions, text and zero values. C. Positive numbers, negative numbers, integers and criteria values. D. Positive numbers, negative numbers, zero values and text. 2. You have a telephone number is in the following format: Write a custom code so that the number is displayed as: (908) is conditional formatting? A. Formatting such as bold, italics, and underline that is only applied to specific cell ranges of your worksheet. B. Formatting that is only applied to documents in Excel workbook format. C. Formatting applied to selected cells based on specific criteria. D. Formatting applied to selected cells based on placement in the worksheet. 4. If you wanted to flag any cells whose value is less than $500, how would you accomplish this? A. Use the following formula: If value <500, then cell_color = Red B. Create a custom number format that displays values that meet the criteria in Red. C. Create a conditional format that displays values that meet the criteria in Red. D. Create a value color format that displays values that meet the criteria in Red. 5. Under what tab can you set a custom number format in the Format Cells dialog box? A. Number B. Format C. Custom D. Patterns 6. You cannot apply more than one condition for conditional formatting to a single range of cells. A. True B. False 7. Describe why one might want to use conditional formatting. Excel 2016 Level 3 86

87 L E S S O N 2 F O R M A T T I N G N U M B E RS 8. If you have set more than one condition in the Conditional Formatting dialog box, you are able to delete only one of the conditions and keep the rest. A. True B. False 9. Rewrite the following number after you apply the following custom number format of $#,###.0;[Red]($#,###.0) to its cell: To edit a conditional formatting rule, you: A. Click the Conditional Formatting button on the Format Ribbon, choose Manage Rules from the menu, double-click the rule you want to edit and then make your changes. B. Click the Conditional Formatting button on the Home Ribbon, choose Edit Rules from the menu, double-click the rule you want to edit and then make your changes. C. Click the Conditional Formatting button on the Home Ribbon, point to Highlight Cell Rules, double-click the rule you want to edit and then make your changes. D. Click the Conditional Formatting button on the Home Ribbon, choose Manage Rules from the menu, double-click the rule you want to edit and then make your changes. 11. Under which Ribbon tab can you find the Conditional Formatting button? A. The Formatting Ribbon B. The Home Ribbon C. The Conditional Formatting Ribbon D. The Data Ribbon 12. are the three types of specialized conditional formatting that were mentioned in this chapter? 2016 PCM Courseware, LLC 87

88 L E S S O N 2 F O R M A T T I N G N U M B E R S LAB 2 ON YOUR OWN 1. Start Excel 2. Open the Lab2 workbook file in the Lesson Files folder. 3. Select cells B3:B9. 4. Apply the custom format: (###) ###-#### to format the telephone numbers correctly. 5. Select cells C3:C9. 6. Create conditional formatting to apply bold formatting and blue font color to any value that is greater than Apply a Red Gradient Data Bar to the cell range to illustrate the cell value relative to the value of the other cells in the range 8. Apply the 3 Flags icon set to the cell range to illustrate the cell value relative to the value of the other cells in the range 9. Using the Mange Rules command, change the value in the Cell Value > rule from to Save the workbook as MyLab2 11. Close the workbook. Excel 2016 Level 3 88

89 L E S S O N 3 W O R K I N G W I T H R A N G E S Lesson 3 Lesson 3 - Lesson Topics: 3.1 Naming a Range 3.2 Using a Named Range 3.3 Managing Range Names Working with Ranges 3.4 Using the VLOOKUP Function 2016 PCM Courseware, LLC 89

90 L E S S O N 3 W O R K I N G W I T H R A N G E S 3.1 Naming a Range In this lesson, you will create a range name for a cell range which can then be used in a formula. I f you frequently work with entire columns or rows of data, you can provide a range name to the cell range, allowing you to quickly identify a group of cells. Instead of manually selecting a large range of cells everytime you want to use them, using a range name allows you to select the range automatically by referring to its name. Additionally, you can use the range name anyplace where you would normally use a cell range reference, such as a formula. Using named ranges also allows you to quickly apply formatting to an entire range of cells. There are some rule for creating range names. Somethings to keep in mind are: Range names must be one word they cannot contain spaces. You can use an underscore (_), a period (.) or a backslash (\) between words. For example, January\2016 is an acceptable range name. Hyphens are not allowed. Range names are not case sensitive. Excel 2016 Level 3 90

91 L E S S O N 3 W O R K I N G W I T H R A N G E S With the exception of the period (.), underscore (_) and backslash (\), punctuation marks and special characters such as *, $,?,!, %, etc. are not allowed. To Name a Range: 1. Select the range of cell you want to name. 2. Type the Name for the Range in the Name Box to the left of the formula bar (Note: Range Names cannot contain spaces). 3. To adjust the width of the Name box, move your mouse pointer between the Name box and Formula box until the pointer changes into a double arrow. Drag to the left or right. 4. Press the Enter key to confirm the entry. Or 1. Select the range of cells you want to name. 2. Click the Formulas tab on the Ribbon. 3. Click the Define Name button on the Defined Names group on the Ribbon. 4. Type in a name for your range 5. Type in a description for your range, if desired. 6. Click OK. Let s Try It! 1. Open the Lesson3 workbook file from the Lesson Files folder. 2. Click on the YTD Totals worksheet tab. Opens the Lesson3 workbook file in Excel. Ensures that YTD Totals is the active worksheet. 3. Select the cell range B9:B15 Selects the cell range B9 through B Click in the Name Box to the left of the formula bar as shown below. Activates the Name Box PCM Courseware, LLC 91

92 L E S S O N 3 W O R K I N G W I T H R A N G E S 5. Type January as shown below. Names the cell range B9:B15 January. 6. Press the Enter key. Confirms the entry and names the cell range. 7. Select the cell range C9:C15 Selects the cell range C9 through C Click in the Name Box. Activates the Name Box. 9. Type February and then press the Enter key. Names the cell range C9:C15 February and then confirms the entry. 10. Select the cell range D9:D15 Selects the cell range B9 through B Click in the Name Box. Activates the Name Box. 12. Type March and then press the Enter key. 13. Click the arrow to the right of the Name Box and then select January from the list as shown. Names the cell range D9:D15 March and confirms the entry. Automatically selects the cell range B9:B15. Selecting a range name allows you to quickly apply formatting to the cell range. Excel 2016 Level 3 92

93 L E S S O N 3 W O R K I N G W I T H R A N G E S 14. Click the Save icon. Saves the active worksheet PCM Courseware, LLC 93

94 L E S S O N 3 W O R K I N G W I T H R A N G E S 3.2 Using a Named Range In this lesson, you will use the named ranges you created in the previous lesson in a formula. U using descriptive named ranges in formulas can make your formulas easier to understand. To use a named range in a formula, simply replace the cell reference you would normally use with the range name. For example, suppose we had the cell range A1:15 named 2011_Total and the cell range B1:B15 named 2012_Total. To find the sum of those two cell ranges, we could use the formula: To Use a Named Range: =2011_Total _Total 1. Select the blank cell that will contain the formula. 2. Type the formula, substituting a named range for the cell address where appropriate. Or Type: = and then drag-select the range you want to use in your worksheet. Excel will enter in the range name for you. Or Click the Use in Formula button on the Defined Names group of the Formulas Ribbon and select the named range you want to use. 3. Press Enter to confirm the entry. Tip: When beginning to type the name of a range, a small box will appear with the complete range name. This is an example of Excel s AutoComplete feature. Press the Tab key to finish inserting the range name. Let s Try It! 1. Click the arrow to the right of the Name Box. Displays all of the named ranges in the worksheet. Excel 2016 Level 3 94

95 L E S S O N 3 W O R K I N G W I T H R A N G E S 2. Press Esc and then click in Cell B17 Activates cell B Type: =Sum(January) and then press Enter. 4. Click the Formulas tab on the Ribbon. Calculates the sum of the January named range (B9:B15). Switches to Formulas commands and tools. 5. Click in Cell C17. Activates Cell C Type: =Sum( Enters the first part of our formula. 7. Click the Use in Formula button on the Defined Names group and choose February as shown below. Inserts the February named range into our formula PCM Courseware, LLC 95

96 L E S S O N 3 W O R K I N G W I T H R A N G E S 8. Type: ) and then press Enter. Completes the formula, which calculates the sum of the February named range (C9:C15). 9. Click in Cell D17. Activates Cell D Type: =Sum( Enters the first part of our formula. 11. Select the cell range D9:D15 as shown. Excel automatically inserts the range name for the selected range into our formula. 12. Type: ) and then press Enter. Completes the formula, which calculates the sum of the February named range (D9:D15). 13. Click in Cell B17. Activates Cell B Click in the Name Box and then type Jan_Total. Press Enter. Provides a range name for cell B Click in Cell C17. Activates Cell C17. Excel 2016 Level 3 96

97 L E S S O N 3 W O R K I N G W I T H R A N G E S 16. Click the Define Name button on the Defined Names group and type: Feb_Total in the Name text box as shown below. Enters a name for the selected range. Using the New Name box is another way of naming a cell range. 17. Click OK and observe the Name box. The new named range appears in the Name box. 18. Click in Cell D17. Activates Cell D Click in the Name Box and type Mar_Total. Press Enter. Provides a range name for Cell D Click in cell C19. Activates Cell C Type: =Jan_Total + Feb_Total + Mar_Total and then press Enter. If the range name appears when typing (Excel s AutoComplete feature), press Tab to insert it into your formula to save on typing. 22. Press Esc and then click the Save icon. Calculates the first quarter earnings using named ranges instead of cell addresses. Saves the active workbook PCM Courseware, LLC 97

98 L E S S O N 3 W O R K I N G W I T H R A N G E S 3.3 Managing Range Names In this lesson, you will learn how to add, delete, edit and filter range names from the Name Manager. T he Name Manager dialog box provides an easy way to manage all the range names and table names in your workbook from one location. From the Name Manager, you can delete named ranges that you no longer need, edit the name or cell reference of existing names, add new names as well as sort and filter your ranges. The Name Manager icon is found on the Defined Names group of the Formulas Ribbon. To Manage Named Ranges 1. Click the Formulas tab on the Ribbon. 2. Click the Name Manager icon on the Defined Names group. 3. To delete a name, select the name you wish to remove and click the Delete button. Excel 2016 Level 3 98

99 L E S S O N 3 W O R K I N G W I T H R A N G E S 4. To modify a name, select the name you wish to modify and make your changes. Click OK when finished. 5. To create a new name, click the New button, type in the name for your range, and enter the cell reference (or use the collapse dialog box to manually select the range). 6. To sort your name list, click the column header to sort the names in ascending or descending order. 7. To filter names, click the Filter button and select the filter option you want. 8. Click OK when finished. Let s Try It! 1. Click the Name Manager icon on the Define Names group on the Ribbon as shown. Displays the Manage Names dialog box. 2. Select Store as shown below. Selects the range name we want to delete. 3. Click the Delete button on top of the window. Displays a message box asking you if you wish to delete the range PCM Courseware, LLC 99

100 L E S S O N 3 W O R K I N G W I T H R A N G E S 4. Click OK. Deletes the selected named range from the worksheet. 5. Click the column header for the Name column as shown below. 6. Click the column header above the Name column again. 7. Click the New button on top of the window. Sorts the names list in descending order. Sorts the names list in ascending order. Displays the New Name dialog box. Excel 2016 Level 3 100

101 L E S S O N 3 W O R K I N G W I T H R A N G E S 8. Click in the Name text box and type April as shown below. 9. Click the Collapse Dialog Box button as shown and select the cell range E9:E Click the Expand Dialog Box button. Enters a name for our new named range. Selects the cell range for our new named range. Restores the New Name dialog box. 11. Click OK. Closes the New Name dialog box. 12. Click Close. Closes the Name Manager dialog box PCM Courseware, LLC 101

102 L E S S O N 3 W O R K I N G W I T H R A N G E S 13. Click the arrow next to the Name Box and observe the list. 14. Click the Save icon. Saves our changes. Verifies that the range name Store has been deleted and the new named range April has been added. Excel 2016 Level 3 102

103 L E S S O N 3 W O R K I N G W I T H R A N G E S 3.4 Using the VLOOKUP Function In this lesson, you will learn how to search for data within a table using the VLOOKUP Function. T he VLOOKUP function allows you to locate data within a defined table, referred to as an array. The VLOOKUP function searches for a value in the leftmost column of a table, and then returns a value in the same row from a column you specify in the table. For instance, suppose in one worksheet we have an order entry list which contains customer name and product ID. In another sheet (our lookup table), we have a list of all products and their corresponding product ID s. Using the VLOOKUP function, we can insert the name of the product in our order entry list by searching the lookup table for the product name that corresponds to the product ID. The format of the VLOOKUP function is as follows: =VLOOKUP(lookup_value, table_array, col_index_num) Value you want to look up Table from where you want to look it up (the lookup table) Column in the Table that contains the value we want to return In the example above, the first argument, lookup_value would be the cell address of the product_id number that is to say, the item we want to look up in our table array. The second argument, table_array is the complete range of our lookup table. This can be a cell address (A1:F131) or a named range (such as mylist). The table must be sorted in alphabetical order by the leftmost column or you will receive an error in your formula. The table array can be located in the same worksheet or in another worksheet. The third argument, the col_index_num is the column number in the table array to be returned. If the product name column (the column whose value we want to return) was the third column from the left, this argument would be PCM Courseware, LLC 103

104 L E S S O N 3 W O R K I N G W I T H R A N G E S To Use the VLOOKUP Function: 1. Click in the cell where you want to place the formula. 2. Type: =VLOOKUP( to begin the formula. 3. Type the cell address of the value you want to look up. 4. Type a comma, 5. Type the cell range or the named range of the lookup table (table array) 6. Type a comma, 7. Type the column number which contains that value that corresponds to lookup_value. 8. Type: ) and then press the Enter Key to confirm the formula. Note: You can also use the Insert Function button rather than typing in the formula manually. Let s Try It! 1. Click on the List worksheet tab. Switches to the List worksheet. 2. Select the cell range A4:F131. Selects the cell range for which we will create a named range. 3. Click in the Name Box and then type: Video_List. 4. Press Enter. Confirms the entry. Creates a range name for the selected cell range. This will be used as our Table Array. 5. Click on the Orders worksheet tab. Switches to the Orders worksheet. 6. Click in cell D4. Activates cell D4. Excel 2016 Level 3 104

105 L E S S O N 3 W O R K I N G W I T H R A N G E S 7. Type: =VLOOKUP(C4, Video_List, 2) 8. Press Enter. Confirms the entry. 9. Drag copy the formula in cell D4 down to cell D Click in cell E4. Activates cell E Type: =VLOOKUP(C4, Video_List, 4) Enters the VLOOKUP function, using Video_List as the table array, cell C4 as the lookup value and column 2 as the col_index_num. In other words, we wanted to find the Product Name for the Product ID in Cell C4 and we used the Video_List array to search for the value. Copies the formula to the cell range D5:D Press Enter. Confirms the entry. 13. Drag copy the formula in cell E4 down to cell E26 and observe the data as shown below. Enters the VLOOKUP function, using Video_List as the table array, cell C4 as the lookup value and column 4 (the price field in the video_list range) as the col_index_num. Copies the formula to the cell range E5:E PCM Courseware, LLC 105

106 L E S S O N 3 W O R K I N G W I T H R A N G E S 14. Click the File tab and choose Close from the File Options pane. Click Save when asked to save your changes. Saves and closes the workbook file. Excel 2016 Level 3 106