Luis Pelaez, Inc./CORBIS; S4, LWA-JDC/CORBIS; E1, Jon Feingersh/CORBIS, CORBIS; E2, CORBIS; E4, CORBIS

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2 Project Editor Developmental Editor Senior Designer Copyeditor Cover Designer Desktop Production Specialists Proofreader Technical Reviewer Indexer Photo Researcher Sonja Brown Courtney Kost Leslie Anderson Susan Capecchi Jennifer Wreisner Desktop Solutions; Erica Tava, Lisa Beller Kathryn Savoie Desiree Faulkner Nancy Fulton Paul Spencer Publishing Team George Provol, Publisher; Janice Johnson, Director of Product Development and Instructional Design; Tony Galvin, Acquisitions Editor; Lori Landwer, Marketing Manager; Shelley Clubb, Electronic Design and Production Manager Acknowledgments The publisher, author, and editors wish to thank the following instructors for their technical and academic contributions: Susan Lynn Bowen, Valdosta Technical College, Valdosta, Georgia, for testing the assessment material Ann Lewis, Ivy State Technical College, Evansville, Indiana, for preparing Chapter Challenges as part of the chapter assessment sections Rob Krumm, Diablo Valley College, Pleasant Hill, California, for creating the XML material Michael Feeney, Fanshawe College, London, Ontario, for reviewing the XML material Denise Seguin, Fanshawe College, London, Ontario, for writing the introductions to Word 2003, Access 2003, Excel 2003, and PowerPoint 2003, as well as providing content review Photo Credits: S1, (top to bottom) Owaki Kulla/CORBIS, CORBIS, Rob Lewine/CORBIS; S2, AFP?CORBIS; S3, Jose Luis Pelaez, Inc./CORBIS; S4, LWA-JDC/CORBIS; E1, Jon Feingersh/CORBIS, CORBIS; E2, CORBIS; E4, CORBIS Library of Congress Cataloging-in-Publication Data Rutkosky, Nita Hewitt. Microsoft Excel Specialist and expert / Nita Rutkosky. p. cm. -- (Benchmark series) Includes index. ISBN (text) 1. Microsoft Excel (Computer file) 2. Business--Computer programs. 3. Electronic spreadsheets. I. Flynn, Meredith. II. Title. III. Benchmark series (Saint Paul, Minn.) HF M523R dc Care has been taken to verify the accuracy of information presented in this book. However, the author, editors, and publisher cannot accept any responsibility for Web, , newsgroup, or chat room subject matter or content, or for consequences from application of the information in this book, and make no warranty, expressed or implied, with respect to its content. Trademarks: Some of the product names and company names included in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers. The author, editors, and publisher disclaim any affiliation, association, or connection with, or sponsorship or endorsement by, such owners. Microsoft and the Microsoft Office Logo are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries, and the Microsoft Office Specialist Logo is used under license from owner. EMC/Paradigm Publishing is independent from Microsoft Corporation, and not affiliated with Microsoft in any manner. This publication may be used in assisting students to prepare for a Microsoft Office Specialist Exam. Neither Microsoft, its designated program administrator or courseware reviewer, nor EMC/Paradigm Publishing warrants that use of this publication will ensure passing the relevant exam. Text: ISBN Product Number by Paradigm Publishing, Inc. Published by EMCParadigm 875 Montreal Way St. Paul, MN (800) educate@emcp.com Web site: All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical photocopying, recording, or otherwise, without prior written permission of Paradigm Publishing, Inc. Printed in the United States of America

3 C O N T E N T S Welcome vi Microsoft Office Specialist Certification viii Getting Started GS1 Using Windows XP W1 Browsing the Internet Using Internet Explorer IE1 Microsoft Excel 2003 Specialist S1 Unit 1: Preparing and Formatting a Worksheet Specialist Level Unit 1 Microsoft Office Specialist Skills Chapter 1: Preparing an Excel Worksheet Creating a Worksheet Entering Data in a Cell Saving a Workbook Opening a Workbook Printing a Workbook Closing a Workbook and Exiting Excel Expanding Drop-Down Menus Completing Computer Exercises Copying Data Workbooks Changing the Default Folder Editing Data in a Cell Using Automatic Entering Features Turning On/Off and Maneuvering in the Task Pane Selecting Cells Selecting Cells Using the Mouse Selecting Cells Using the Keyboard Selecting Data within Cells Formatting with AutoFormat Using Help Getting Help Using the Ask a Question Text Box Getting Help from the Microsoft Excel Help Task Pane Chapter Summary* Features Summary* Concepts Check* Skills Check* Chapter Challenge* Chapter 2: Formatting an Excel Worksheet Previewing a Worksheet Changing the Zoom Setting Applying Formatting with Buttons on the Formatting Toolbar Changing Column Width Changing Column Width Using Column Boundaries Changing Column Width at the Column Width Dialog Box Changing Row Height Changing Row Height Using Row Boundaries Changing Row Height at the Row Height Dialog Box Formatting Data in Cells Formatting Numbers Aligning, Indenting, and Rotating Data in Cells Changing the Font at the Format Cells Dialog Box Inserting/Deleting Cells, Rows, and Columns Inserting Rows Inserting Columns Deleting Cells, Rows, or Columns Clearing Data in Cells Adding Borders and Shading to Cells S5 S6 S7 S7 S10 S14 S15 S17 S20 S21 S21 S22 S23 S23 S25 S25 S26 S27 S28 S29 S30 S31 S33 S33 S34 S35 S37 S37 S39 S40 S41 S47 S50 S51 S51 S52 S53 S54 S55 Adding Shading and a Pattern to Cells S58 Repeating the Last Action S59 Formatting with Format Painter S61 Chapter 3: Inserting Formulas in a Worksheet S69 Using the AutoSum Button S69 Writing Formulas with Mathematical Operators S71 Copying a Formula with Relative Cell References S71 Copying Formulas with the Fill Handle S73 Writing a Formula by Pointing S73 Using the Trace Error Button S74 Inserting a Formula with the Insert Function Button S76 Writing Formulas with Functions S78 Writing Formulas with Statistical Functions S78 Writing Formulas with Financial Functions S83 Writing Formulas with Date and Time Functions S85 Writing a Formula with the IF Logical Function S86 Using Absolute and Mixed Cell References in Formulas S89 Using an Absolute Cell Reference in a Formula S89 Using a Mixed Cell Reference in a Formula S90 Chapter 4: Enhancing a Worksheet Formatting a Worksheet Page Controlling the Page Layout Inserting Headers/Footers Changing Worksheet Margins Centering a Worksheet Horizontally and/or Vertically Inserting and Removing Page Breaks Printing Column and Row Titles on Multiple Pages Printing Gridlines and Row and Column Headings Hiding and Unhiding Columns/Rows Printing a Specific Area of a Worksheet Changing Print Quality Customizing Print Jobs Completing a Spelling Check Using Undo and Redo Finding and Replacing Data in a Worksheet Finding and Replacing Cell Formatting Sorting Data Sorting Data Using Buttons on the Standard Toolbar Sorting Data at the Sort Dialog Box Sorting More than One Column Creating a List Filtering a List Planning a Worksheet S97 S97 S98 S99 S103 S105 S106 S108 S110 S111 S113 S113 S115 S116 S117 S Unit 1 Performance Assessment 7 Unit 2: Maintaining and Enhancing Workbooks S143 Specialist Level Unit 2 Microsoft Office Specialist Skills S144 Chapter 5: Moving Data within and between Workbooks Moving, Copying, and Pasting Cells Moving Selected Cells Copying Selected Cells Using the Office Clipboard Creating a Workbook with Multiple Worksheets Printing a Workbook Containing Multiple Worksheets Managing Worksheets S145 S145 S146 S147 S148 S149 S150 S151 *These activities are included at the end of every chapter iii

4 Hiding a Worksheet in a Workbook Formatting Multiple Worksheets Splitting a Worksheet into Windows and Freezing and Unfreezing Panes Working with Ranges Working with Windows Opening Multiple Workbooks Closing Multiple Workbooks Arranging Workbooks Hiding/Unhiding Workbooks Sizing and Moving Workbooks Moving, Copying, and Pasting Data Linking Data between Worksheets Linking Worksheets with a 3-D Reference Copying and Pasting a Worksheet between Programs Chapter 6: Maintaining Workbooks Maintaining Workbooks Creating a Folder Renaming a Folder Deleting Workbooks and Folders Deleting to the Recycle Bin Copying Workbooks Sending Workbooks to a Different Drive or Folder Cutting and Pasting a Workbook Renaming Workbooks Deleting a Folder and Its Contents Printing Workbooks Managing Worksheets Copying a Worksheet to Another Workbook Moving a Worksheet to Another Workbook Searching for Specific Workbooks Saving Workbooks in a Variety of Formats Formatting with Styles Defining a Style Applying a Style Copying Styles to Another Workbook Removing a Style Deleting a Style Inserting Comments Inserting a Comment Displaying a Comment Printing a Comment Editing a Comment Deleting a Comment Using Excel Templates Entering Data in a Template Chapter 7: Creating a Chart in Excel Creating a Chart Printing Only the Chart Previewing a Chart Creating a Chart in a Separate Worksheet Deleting a Chart Sizing and Moving a Chart Changing the Chart Type Choosing a Custom Chart Type Changing Data in Cells Changing the Data Series Adding Chart Elements Moving/Sizing Chart Elements Deleting/Removing Chart Elements Adding Gridlines Formatting Chart Elements Changing Chart Elements Chapter 8: Enhancing the Display of Workbooks Creating and Viewing a Web Page S153 S154 S155 S158 S159 S160 S160 S161 S162 S163 S164 S165 S167 S168 S179 S179 S180 S181 S181 S183 S183 S185 S185 S186 S186 S189 S189 S191 S194 S194 S195 S198 S199 S199 S200 S200 S201 S201 S203 S203 S204 S205 S213 S213 S217 S217 S218 S219 S219 S220 S223 S225 S225 S227 S229 S229 S230 S231 S234 S241 S241 Saving a Workbook as a Web Page Previewing a Workbook in Web Page Preview Creating Hyperlinks Adding a Background Image to a Worksheet Researching and Requesting Information Inserting Research Information Inserting Images in a Workbook Narrowing a Search Sizing an Image Moving and Deleting an Image Formatting Images with Buttons on the Picture Toolbar Creating Diagrams and Organizational Charts Creating WordArt Entering Text Sizing and Moving WordArt Customizing WordArt Drawing Shapes, Lines, and Autoshapes Drawing Shapes Adding Fill Color Changing the Line Color Aligning Objects Drawing Lines Creating Autoshapes Flipping and Rotating an Object S242 S243 S244 S245 S249 S250 S252 S255 S257 S259 S260 S261 S262 S267 S269 S270 S270 Unit 2 Performance Assessment S277 Specialist Index S284 Microsoft Excel 2003 Expert E1 Unit 1: Advanced Formatting and Functions Expert Level Unit 1 Microsoft Office Specialist Skills Chapter 1: Formatting Excel Worksheets Using Advanced Formatting Techniques Applying Number Formats Creating Custom Formats Formatting Large Labels Automatically Adjusting Column Widths and Row Heights Creating, Applying, and Editing Styles Using the Format Painter Button Applying Borders and Shading Turning Off Zeros Modifying Default Font Settings Setting the Default Number of Worksheets Changing the Default Working Folder Using AutoFormat Using Conditional Formatting Adjusting the Layout of a Worksheet Using the Paste Special Command Hiding and Unhiding Rows, Columns, and Sheets Using the Page Break Preview Command Changing Page Order Renaming Sheets and Selecting a Tab Color Inserting Graphics into a Worksheet or Chart Using Cropping and Rotating Tools Resizing a Picture Changing the Brightness and Contrast of a Picture Resetting an Image Formatting Charts and Diagrams Chapter 2: Working with Templates and Workbooks Using Excel Templates Creating a New Template Editing a Template E5 E6 E7 E8 E9 E12 E13 E16 E17 E17 E19 E19 E20 E20 E26 E27 E28 E32 E34 E37 E38 E38 E42 E44 E47 E48 E48 E51 E65 E65 E68 E71 iv

5 Managing Workbook Properties E72 Using Multiple Workbooks E74 Arranging Multiple Workbooks on the Desktop E74 Using a Workspace E75 Merging Multiple Workbooks into a Single Workbook E75 Consolidating Data from Several Worksheets into a List E78 Linking Workbooks E80 Sharing Workbooks E83 Chapter 3: Using Advanced Functions Entering a Function Financial Functions The PMT Function The PV Function Math and Trig Functions The ROUND Function The RAND Function The SUMIF Function Statistical Functions The COUNTIF Function Naming a Range Using a Named Range in a Formula Lookup and Reference Functions The VLOOKUP Function Logical Functions Using the IF Function Using Array Formulas Chapter 4: Working with Lists Entering Data Using the Data Form Using Data Validation Validating List Data Including Input and Error Messages Sorting a List Performing a Multilevel Sort Creating a Custom List Modifying Records Finding Records Editing Records Deleting Records Outlining a Worksheet Subtotaling a List Filtering a List Creating a Custom AutoFilter Filtering a List Using Advanced Filters Extracting Unique Records Using a Criteria Range Create and Modify List Ranges Create and Edit Database Functions E99 E100 E102 E103 E105 E106 E106 E107 E107 E110 E110 E112 E116 E116 E118 E129 E130 E133 E134 E135 E139 E139 E140 E143 E143 E144 E145 E147 E151 E155 E156 E159 E159 E161 E165 E166 Unit 1 Performance Assessment E181 Unit 2: Interpreting and Integrating Data Expert Level Unit 2 Microsoft Office Specialist Skills Chapter 5: Using Excel s Analysis Tools Introduction to Pivot Tables Creating a PivotTable Formatting and Sorting a PivotTable Managing a PivotTable Report Creating Pivot Chart Reports Creating Interactive PivotTables for the Web Performing What-If Analysis Analyzing Data Using Goal Seek Analyzing Data Using Solver Creating Scenarios Projecting Values E193 E194 E195 E195 E197 E203 E209 E214 E222 E225 E225 E227 E232 E235 Creating a Trendline on a Chart Performing Regression Analysis Chapter 6: Managing and Auditing Worksheets Introduction to Macros Recording a Macro Running a Macro Assigning a Macro to a Command Button Editing a Macro Working with Toolbars and Menus Floating and Docked Toolbars Hiding and Displaying Toolbars Customizing Toolbars and Menus Auditing Workbooks Displaying the Auditing Toolbar Tracing Dependents and Precedents Tracing Errors Locating Invalid Data and Formulas Watching and Evaluating Formulas Chapter 7: Collaborating with Workgroups Benefits and Limitations of Sharing Workbooks Protecting Workbooks Applying and Removing Passwords Applying and Removing Cell, Worksheet, and Workbook Protection Using Digital Signatures to Authenticate Workbooks Setting Macro Security Tracking Changes Accepting and Rejecting Tracked Changes Creating, Editing, and Removing a Comment Merging Workbooks Working with Multiple Worksheets Chapter 8: Using Data from the Internet and Other Sources E235 E239 E249 E250 E250 E252 E254 E254 E260 E260 E261 E261 E267 E267 E271 E283 E286 E292 E293 E294 E295 E299 E300 E303 E311 Importing from and Exporting to Text Files E312 Importing Data from Text Files E312 Importing Data from Word Using Drag and Drop E314 Exporting Data to Text Files E317 Accessing and Placing Data on the Web E318 Publishing Excel Worksheets as HTML E319 Importing Data from a Web Page into Excel E324 Using Microsoft Query E327 Linking and Embedding Objects E331 Using XML with Microsoft Excel 2003 E335 Using XML to Share Data E336 XML Design E336 Rules Governing the Design of XML Documents E337 Advantages of Self-Documenting XML Files E338 XML Schemas Provide Structure E339 XML Namespaces E339 Working with XML Data in Excel 2003 E340 Manipulating XML Data E342 Data Entry and Data Validation E344 Defining XML Source Task Pane View Options E345 Summary of XML Document Features in Excel 2003 E348 Unit 2 Performance Assessment Expert Index E355 E363 v