MICROSOFT EXCEL. VERSIONS 2007 & 2010 Level 2

Transcription

1 MICROSOFT EXCEL VERSIONS 2007 & 2010 Level 2

2 Welcome! Thank you for choosing WWP as your learning and development provider. We hope that your programme today will be a stimulating, informative and rewarding experience. Our highly skilled training consultants combine practical experience, dynamic teaching styles and tried and tested delivery methods, to ensure that you will enjoy learning new skills, which you can confidently apply in your working environment. It is our goal to inspire curiosity and develop the knowledge, skills and creativity of each individual to deliver improved performance in the workplace, and we hope that the benefits you will gain from your programme today will inspire you with enthusiasm and encourage you to keep coming back to WWP. To continue your learning and development with WWP, we have three key areas of specialism, each of which has its own comprehensive brochure Professional Development, IT Skills and Project, Programme and Risk Management. If you would like to receive a copy of any of our brochures, please contact us on or by on info@wwp.co.uk. Alternatively, you can visit our website to view our full range of learning and development programmes and services. We always appreciate client feedback so that we can continue to maintain and improve our quality standards. I would welcome any comments or suggestions you would like to make regarding the service you received from WWP via my personal at susan.foran@wwp.co.uk. Susan Foran Chief Executive WWP Training Limited WWP Training Limited Page 2

3 NOTE Unless otherwise stated, screenshots in this book were taken using Excel 2007 with a silver colour scheme and running on Windows XP. There may, therefore, be minor visual differences if you are using a different colour scheme, using Excel 2010, or if you are running on a different version of Windows. Separate screenshots and instructions are given where there is a significant difference between the versions or the operating systems. In all other cases concepts, discussions, procedures and functionality are the same. WWP Training Limited Page 3

4 Contents NOTE...3 CONTENTS...4 LESSON 1 - USING LARGE WORKSHEETS...8 Adjusting Magnification...9 Switching To Full Screen View...10 Splitting A Worksheet into Panes...10 Freezing And Unfreezing A Column Or Row...12 Exercise...14 Using features for viewing a large worksheet...14 LESSON 2 - USING MULTIPLE WORKSHEETS...15 Concept and Terms...16 Navigating Between Worksheets...16 Selecting Worksheets...17 Renaming Worksheets...18 Selecting Multiple Worksheets...19 Colouring Worksheet Tabs...20 Inserting Worksheets...21 Deleting Worksheets...21 Printing Selected Worksheets...22 Exercise...24 Work with multiple worksheets in a workbook LESSON 3 - MANAGING WORKSHEETS...25 Copying & Moving Worksheets...26 Moving Worksheets...27 Using Grouped Worksheets...27 Moving Data Between Worksheets...28 Copying Data Between Worksheets...29 Creating 3-D Formulas...30 Using 3-D Ranges In Functions...31 Exercise...33 Manage the data in multiple worksheets LESSON 4 - WORKING WITH PASTE SPECIAL...34 Concepts and Terms...35 Copying Values Between Worksheets...37 Copying Cell Contents Only...38 Performing Arithmetical Operations...39 Exercise...42 Use the Paste Special feature LESSON 5 - USING RANGE NAMES...43 Concepts and Terms...44 Jumping To A Named Range...44 Assigning Names...45 Creating Range Names From Headings...47 Applying Range Names...47 Using Range Names In Formulas...48 WWP Training Limited Page 4

5 Contents Deleting Range Names...49 Creating 3-D Range Names...51 Using 3-D Range Names In Formulas...52 Exercise...53 Create and use names for ranges LESSON 6 - USING MULTIPLE WORKBOOKS...54 Concepts and Terms...55 Cascading Open Workbook Windows...56 Activating Cascaded Workbook Windows...57 Tiling Open Workbooks...58 Copying Data Between Workbooks...59 Saving A Workspace...60 Opening A Workspace...62 Linking Workbooks...62 Opening Linked Workbooks...64 Viewing Links in a Workbook...69 Exercise...71 Use multiple workbooks LESSON 7 - CREATING CHARTS...72 Concepts and Terms...73 Creating Charts...74 Moving And Resizing Charts...76 Changing The Chart Type...78 Changing The Plot Direction...80 Removing/Adding A Legend...81 Moving The Legend...81 Charting Non-Adjacent Ranges...82 Changing The Chart Range...83 Editing The Data Source...84 Changing The Chart Location...84 Printing A Chart...85 Exercise...87 Create and structure a chart LESSON 8 - FORMATTING CHARTS...88 Concepts and Terms...89 Adding Chart And Axis Titles...89 Customising Titles...90 Identifying Chart Elements...90 Formatting Chart Elements...92 Applying Shape Styles...93 Applying WordArt Styles...95 Formatting The Data Series...96 Adding And Removing Gridlines...97 Formatting Gridlines...98 Formatting an Axis...99 Changing The Text Orientation Adding A Data Table Creating An Exploded Pie Chart Adjusting The 3-D View WWP Training Limited Page 5

6 Contents Resetting a Chart Deleting A Chart Exercise Format a chart LESSON 9 - ADVANCED CHARTING Changing The Axis Scaling Adding Data From Different Worksheets Using A Secondary Axis Creating Combination Charts Adding A Trendline Adding Analysis Lines And Bars To Charts Managing Negative Values Charting Empty Cells Linking Chart Titles to Worksheet Cells Saving A Chart Template Applying A Chart Template Exercise Create and modify charts LESSON 10 - USING TABLES Concepts and Terms Creating A Table Formatting A Table Modifying A Database Table Exercise Working with the Excel tables feature LESSON 11 - MANAGING DATA Concepts and Terms Quick Sort In Ascending/Descending Order Sorting Records By Multiple Fields Finding Data Replacing Data Exercise Manage data in a worksheet LESSON 12 - USING AUTOFILTER Concepts and Terms Searching for AutoFilter Criteria (excel 2010 only) Clearing AutoFilter Criteria Using Comparison Criteria in a Filter Aggregating a Filtered Table Exercise Use AutoFilter APPENDIX A - WORKING WITH DRAWING OBJECTS Concepts and Terms Drawing Shapes Drawing Lines And Arrows Creating Freeforms Copying And Moving Objects Quick Styles WWP Training Limited Page 6

7 Contents Formatting Object Shapes Applying Colour Outlines To Shapes Creating SmartArt Graphics Modifying SmartArt Graphics Further Formatting Of SmartArt Graphics Exercise Create and format drawing objects in a worksheet INDEX WWP Training Limited Page 7

8 LESSON 1 - USING LARGE WORKSHEETS In this lesson, you will learn how to: Increase the magnification Decrease the magnification Change the magnification of a range Switch to Full Screen view Split the window Remove split windows Freeze the panes Unfreeze the panes WWP Training Limited Page 8

9 Using Large Worksheets ADJUSTING MAGNIFICATION Large worksheets can cause considerable problems when you wish to regularly view more, or different aspects, of a worksheet. You can increase the magnification of the worksheet. Magnifying a worksheet is similar to using a magnifying glass; it makes the cells and their contents appear larger. This option is useful when you want to view a small portion of the worksheet in greater detail. For example, with a worksheet containing annual sales, you may want to view only sales for the current quarter. The default magnification is 100%, with a minimum of 10% and a maximum of 400%. The larger the percentage, the larger the cells appear. Changing the magnification affects the screen display only. It does not affect the appearance of the printed worksheet. There are several methods of changing the magnification; by using sliders, buttons, or dialog boxes. To change the magnification by using the slider: 1. Click the (minus) or + (plus) in the Zoom slider at the right hand of the Status bar. 2. You can also drag the slider to change the zoom. 3. To change the magnification to that of the cells you have selected, click the Zoom to Selection button in the Zoom group on the View ribbon. To change the magnification by using the Zoom dialog box: 1. In the View ribbon, click the Zoom button in the Zoom group. 2. Either choose or type in a zoom value. 3. Click the OK button. WWP Training Limited Page 9

10 Using Large Worksheets SWITCHING TO FULL SCREEN VIEW You can work on a worksheet without viewing screen elements such as toolbars and title bars using Full Screen view. This option allows you to display a large portion of a large worksheet. For example, you can use Full Screen view to display as much of an annual worksheet as possible, without changing the magnification. 1. To change to Full Screen view, first click the View tab. 2. In the Workbook Views group, click the Full Screen button. 3. To return from the Full Screen view, press the [Esc] key on your keyboard. SPLITTING A WORKSHEET INTO PANES If you need to view two or more areas of a large worksheet at the same time, you can split the workbook window into panes. Panes display different areas of the same worksheet. You can use panes to view different areas of the workbook that do not normally appear on the screen at the same time. WWP Training Limited Page 10

11 Using Large Worksheets You can split the workbook window into two or four panes. With two panes, you can have either horizontal or vertical panes. With four panes, the display is divided into four sections. With four panes and two scrollable windows that you can view at the same time, you can edit and scroll independently using the Split button. Double clicking on a split bar removes that split. As you work in two parts of the same worksheet, you can resize the window panes to suit the work you are doing. 1. To split a worksheet into panes, first select the row, column, or cell where you intend to split the worksheet into panes. 2. Click the View tab. 3. In the Window group, click the Split button. 4. You can move the split bars between the panes by clicking and dragging them to resize the panes. 5. To revert to one pane, click the Split button again. Window split into four panes WWP Training Limited Page 11

12 Using Large Worksheets FREEZING AND UNFREEZING A COLUMN OR ROW Occasionally a worksheet is so large, you cannot view the column or row headings and all the data at the same time. When this happens, it is difficult to view the headings for the data in the worksheet. To solve this problem, you can freeze worksheet titles in panes. Freezing panes prevents the row and column headings from scrolling out of view as you navigate the worksheet. Frozen panes are indicated by a line below a row and a line to the right of a column. When you freeze a pane horizontally, all the rows above the active cell freeze, and when you freeze a pane vertically, all the columns to the left of the active cell freeze. 1. To freeze and unfreeze a column or row, first select the column to the right of the columns you want to freeze, or select the row below the rows you want to freeze. 2. Click the View tab. 3. In the Window group, click the Freeze Panes button dropdown arrow. 4. From the options, choose to: 5. Freeze Panes which keeps rows and columns visible based on the cell(s) currently selected. 6. Freeze Top Row which keeps the top row visible. 7. Freeze First column which keeps the first column visible. 8. To unfreeze column(s) or row(s), click the Freeze Panes drop-down arrow and select Unfreeze Panes. WWP Training Limited Page 12

13 Using Large Worksheets Window frozen to the left of column E and above row15 WWP Training Limited Page 13

14 Using Large Worksheets EXERCISE Using features for viewing a large worksheet. 1. Open Person Zoom the worksheet to 75% so that you can view more of it on the screen. 3. Zoom the range A1:E11 to fit the window. 4. Return the view to 100%. Deselect the range. 5. Display the document in Full Screen view. 6. Close Full Screen view. 7. Split the screen into two vertical panes, between columns B and C. 8. Remove the panes. 9. Freeze the row headings in column A and the column headings in rows 1 through to Unfreeze the panes. 11. Close the workbook without saving it. WWP Training Limited Page 14

15 LESSON 2 - USING MULTIPLE WORKSHEETS In this lesson, you will learn how to: Use multiple worksheets Navigate between worksheets Select worksheets Rename worksheets Select multiple worksheets Colour worksheet tabs Insert worksheets Delete worksheets Print selected worksheets

16 Using Multiple Worksheets CONCEPT AND TERMS Workbook files can contain multiple worksheets. Using multiple worksheets is a convenient way to manage related data in the same workbook. You can create summary worksheets that add numbers from each of the worksheets in a workbook. In addition, you can group worksheets to apply consistent formatting, as well as to print all the worksheets as a group. By default, a new workbook contains three worksheets. The name of each worksheet appears on a tab above the status bar. The default name is Sheet, followed by a number. You can change the name to indicate the type of information on the worksheet. For example, if your worksheet contained your weekly expenses, you could rename the default worksheet Expenses. You can also add colour to a worksheet tab. The number of worksheets in a workbook is limited only by the available memory of the computer. Worksheets can be moved and copied within the current workbook. If you wish to change the default number of worksheets in a new workbook, this can be done in the Popular page of the Excel Options dialog box. Workbook containing coloured and named sheet tabs NAVIGATING BETWEEN WORKSHEETS The active worksheet is the worksheet that is currently displayed. You can display a different worksheet by clicking its tab; however, by default, only six worksheet tabs appear in the workbook window, though Excel will always show the worksheets as displayed when you last saved. If you have more than six worksheets, you cannot see all the worksheet tabs at one time. WWP Training Limited Page 16

17 Using Multiple Worksheets You can drag the tab split box located to the left of the horizontal scroll bar as desired to display more or fewer tabs. You can double-click the tab split box to return the tab display to the default number of tabs. If the worksheet tab you want to view is not visible (because you have so many), you can use the tab scrolling buttons at the left of the tabs to display hidden tabs. Button Description Displays the next worksheet tab to the right. Displays the previous worksheet tab to the left. Displays the last worksheet tab in the workbook. Displays the first worksheet tab in the workbook. SELECTING WORKSHEETS You can select a worksheet by clicking its tab. You can also display the sheet list. The sheet list contains the name of all the worksheets in a workbook. It is a convenient tool when using a workbook with a large number of worksheets. 1. Click a sheet tab to view that sheet. 2. To display a worksheet by using the sheet list, use the right mouse button to click on any tab scrolling button. 3. Click the name of the worksheet you want to be the active sheet. WWP Training Limited Page 17

18 Using Multiple Worksheets RENAMING WORKSHEETS You can replace the default worksheet names with descriptive names. For example, a worksheet containing January sales figures can be named January. Worksheet names can be up to 31 characters long, but cannot include colons (:), slash marks (/), backslashes (\), question marks (?), or asterisks (*). In addition, the name cannot be enclosed in square brackets ([]). Each worksheet name in a workbook must be unique. Method 1: 1. Double-click the tab of the worksheet you want to rename. 2. Type the desired name. 3. Press the [Enter] key. Method 2: 1. Right click the tab of the worksheet you want to rename. 2. Select Rename - the sheet name is selected. 3. Type a new name for that sheet. 4. Press the [Enter] key. Method 3: 1. Select the tab of the worksheet you want to rename. 2. Click the Home tab. 3. In the Cells group, click on Format. 4. In the menu, click Rename - the sheet name is highlighted. 5. Type a new name for that sheet. 6. Press the [Enter] key. WWP Training Limited Page 18

19 Using Multiple Worksheets SELECTING MULTIPLE WORKSHEETS Before you can apply a command to a worksheet, you must select the worksheet. If you select multiple worksheets, you can apply a command to all the worksheets at the same time. For example, you can copy, move, delete, and print all the worksheets in a selected group at the same time. In addition, when you insert new sheets, the number of sheets you select determines the number of sheets inserted. When multiple worksheets are selected, the text [Group] appears next to the title of the workbook. Group sheets 1. To select multiple worksheets, click the tab of the first worksheet you want to select. 2. Hold down the [Shift] key and click the tab of the last consecutive worksheet you want to select. 3. To add non-adjacent worksheets to your selection, hold down the [Ctrl] key and click the tab of each worksheet you want to add. Ungroup sheets You can deselect a selected worksheet without deselecting the group, by holding down the [Ctrl] key and clicking the tab of the worksheet you want to deselect. You can also WWP Training Limited Page 19

20 Using Multiple Worksheets deselect all worksheet tabs, by clicking on any unselected worksheet tab or right clicking a grouped sheet tab and selecting Ungroup Sheets. COLOURING WORKSHEET TABS Excel allows you to add colour to worksheet tabs. If colour has been added to a worksheet tab, a horizontal line of the selected colour appears below the worksheet name while the tab is selected; the entire sheet tab displays the colour whenever the tab is not selected. You can select single or multiple worksheets when adding colour to worksheet tabs. 1. To add or remove colour in Worksheet tabs, first click the tab of the sheet you want to colour. 2. Click the Home tab. 3. In the Cells group, click the Format button. 4. Move the mouse cursor to Tab Color and click on a colour to add that colour to the sheet tab. 5. Alternatively, click on No Color to remove a sheet tab colour. Or 1. Right-click a sheet tab and select the Tab Color command from the shortcut menu. 2. Select your preferred colour. WWP Training Limited Page 20

21 Using Multiple Worksheets INSERTING WORKSHEETS You can insert new worksheets into a workbook. For example, in a workbook containing worksheets for each month of the year, you can add worksheets for each quarter of the year. New worksheets are inserted to the left of the active worksheet. Excel gives new worksheets a default worksheet name, which you can change, if desired. If you select multiple, adjacent worksheets, multiple worksheets are inserted. You cannot, however, insert non-adjacent worksheets. 1. To insert a worksheet, click the sheet tab to the right of where you intend to insert the new sheet. 2. Click the Home tab. 3. In the Cells group, click the Insert button. 4. From the menu, select Insert Sheet. OR Click the Insert Worksheet button at the right hand end of the sheet tabs. OR Select the last worksheet and press Shift+F11. The new sheet is placed at the right of the other sheets. DELETING WORKSHEETS You can delete unwanted worksheets. For example, you can delete a worksheet used for temporary calculations. When you delete a worksheet, the entire worksheet and the data it holds are permanently removed from the workbook. If you select multiple worksheets, multiple worksheets are deleted. If the worksheet you are deleting contains data, you will be prompted to confirm the deletion. You will not be prompted for deletion of a blank worksheet. WWP Training Limited Page 21

22 Using Multiple Worksheets 1. To delete a worksheet, click the sheet tab of the worksheet you want to delete. 2. Select the Home tab. 3. In the Cells group, click the Delete drop-down arrow. 4. Click Delete Sheet. 5. If the sheet contains data, you will be prompted to confirm deletion. OR 1. Click the right mouse button on the tab of the worksheet you want to remove. 2. Select the Delete command in the shortcut menu. 3. If the delete prompt is displayed, click the Delete button to confirm deletion of the worksheet. PRINTING SELECTED WORKSHEETS You can print one, some or all the worksheets in a workbook. For example, in an annual workbook containing monthly worksheets, you may want to print only the worksheets for the most recent months. When printing one or more worksheets instead of the entire workbook, you must select the worksheets you want to print prior to giving the Print command. WWP Training Limited Page 22

23 Using Multiple Worksheets s 1. To print selected worksheets, click the worksheet you want to print. 2. If you want to print multiple sheets, hold down the [Shift] key and click the tab of the last consecutive worksheet you want to print (or hold down the [Ctrl] key to select non-adjacent sheets). 3. Follow below the procedure for your version of Excel. Excel 2007 Excel 2010 Click the Office button. Hover the mouse pointer over the Print command. Click Print. Click the File tab. Select Print. Ensure Print Active Sheets is selected under Settings. Select the Active sheet(s) option under Print what. Click Preview to see your printout on screen, if desired. Click the OK button. Click the Print button. WWP Training Limited Page 23

24 Using Multiple Worksheets EXERCISE Work with multiple worksheets in a workbook. 1. Open Region Display the Totals worksheet. 3. Select the Totals and By Week worksheets. 4. Colour both worksheet tabs yellow. 5. Keeping both sheets selected, insert two new worksheets. 6. Rename the first inserted worksheet Northwest. 7. Rename the second inserted worksheet Southwest. 8. Delete the By Week worksheet. 9. Print the Northeast and Southeast worksheets. 10. Close the workbook without saving it. WWP Training Limited Page 24

25 LESSON 3 - MANAGING WORKSHEETS In this lesson, you will learn how to: Copy worksheets Move worksheets Use grouped worksheets Move data between worksheets Copy data between worksheets Create 3-D formulas Use 3-D ranges in functions

26 Managing Worksheets COPYING & MOVING WORKSHEETS You can copy a worksheet and its contents to a new location. This option is useful after you have designed a framework for a worksheet (e.g., monthly column headings, row headings, formatting, and formulas) and you want to use that framework for several similarly structured worksheets. When you copy a worksheet, the new copy is given the name of the original worksheet followed by a sequential number. You can also copy multiple, grouped worksheets. After the worksheets have been copied, they are automatically ungrouped. When copying multiple worksheets, you must drag the tab for the first worksheet in the group, which appears in bold type. Otherwise, if you hold the [Ctrl] key and click the tab of another worksheet in the selected group, that worksheet is deselected. 1. To copy a worksheet, first, click the sheet tab of each worksheet you want to copy. 2. Click the Home tab. 3. In the Cells group, click the Format arrow. 4. In the menu, click on Move or Copy Sheet 5. In the dialog box, click on a sheet name in the Before Sheet: list. 6. Excel inserts the copy to the left of this sheet. 7. Click to place a check in the Create a copy check box. 8. Click the OK button. OR 1. Select the sheet tab of each worksheet you want to copy. 2. Hold down the [Ctrl] key while you drag the selected worksheet tab(s) to the new location. WWP Training Limited Page 26

27 Managing Worksheets MOVING WORKSHEETS You can move a worksheet to a new location in a workbook and still have it retain the same name and contents. Moving worksheets allows you to rearrange them or to place new worksheets in a desired location in the workbook. For example, in an annual workbook containing monthly worksheets, you may want to reorder the worksheets so that the first, second, and third months in each quarter are adjacent. You can also move multiple, grouped worksheets. After multiple grouped worksheets have been moved, they are automatically ungrouped. You can also move a worksheet by using the Format menu in the Cells group of the Home ribbon. 1. To move a worksheet, first select the tab of the worksheet you want to move. 2. Hold down the left mouse button. 3. When the mouse pointer changes to a sheet of paper, drag to the right of the sheet tab to where you want to place the worksheet. 4. Release the mouse button. USING GROUPED WORKSHEETS When multiple worksheets are selected, the worksheets are grouped. If you type, edit, create formulas, or format entries in one of the grouped worksheets, entries in the same cell in all the grouped worksheets change. Grouping is useful when you want to create the same structure and appearance in all the worksheets in a workbook. For example, when creating monthly worksheets in a workbook, WWP Training Limited Page 27

28 Managing Worksheets you can group the worksheets so that you can enter and format all the column headings, row headings, and formulas in the group at one time. All you need to do is select the worksheets in which you want the information. In the appropriate cell(s), type the information you want displayed in the same cell on each worksheet. Care must be taken to ensure you do not overwrite any original data already in cells as there is no warning of overwriting. 1. Select the first worksheet you want to group. 2. Hold [Ctrl] and click the tab of any additional worksheets you want to add to the group. 3. Select the cell in which you want to enter information. 4. Type the desired entry. 5. Press [Enter]. 6. Select the cell to which you want to apply formatting. 7. Apply the desired formatting. MOVING DATA BETWEEN WORKSHEETS If a worksheet contains data that can be better utilised on another worksheet, you can move data from one worksheet to the other. The most common reason for moving data is to break up a single large worksheet into several smaller ones. For example, if a workbook consists of one large worksheet containing data for each month of the year, you can move the monthly data to separate worksheets. You can drag to move data between worksheets by holding the [Alt] key as you drag, though this may require further movement of the data when on the destination worksheet. 1. To move data from one worksheet to another, first select the worksheet containing the data you want to move. 2. Select the cells you want to move. 3. Click the Cut button in the Clipboard group. 4. Select the destination worksheet. 5. Select the first cell in the paste range. 6. Click the Paste button. WWP Training Limited Page 28

29 Managing Worksheets COPYING DATA BETWEEN WORKSHEETS You can copy data between worksheets, using the same techniques you use to copy and move data within a worksheet. When copying data between worksheets, formulas update to the new locations, just as they do when you copy information within a worksheet. You can also copy data to another worksheet by dragging. Select the data, press the [Ctrl] and [Alt] keys, and drag the selection by its border, first to the worksheet tab, and then when the worksheet appears, to the desired location. When you copy data between worksheets, the Paste Options button may appear, allowing you to control how the data is pasted. 1. To copy data from one worksheet to another, first select the worksheet containing the data you want to copy. 2. Select the cells you want to copy. 3. Click the Copy button in the Clipboard group of the Home ribbon. 4. Select the destination worksheet. 5. Select the first cell in the paste range. 6. Click the Paste button. WWP Training Limited Page 29

30 Managing Worksheets CREATING 3-D FORMULAS You can create formulas on one worksheet that refer to numbers on other worksheets in the same or different workbooks. You can use 3-D formulas to summarize data from all the worksheets in a workbook. For example, you can create quarterly worksheets in an annual workbook that summarize data from each month. Like all formulas, 3-D formulas update whenever the data used in the formula changes. In 3-D formulas, the worksheet names are separated from the cell address by an exclamation point (!). The following formula adds the number in cell E3 in each of four quarterly worksheets: =Qtr1!E3+Qtr2!E3+Qtr3!E3+Qtr4!E3 1. To create a 3-D formula, first select the worksheet in which you want to create the formula. 2. Select the cell in which the formula will be located. 3. Type = 4. Select the worksheet containing the data you want to use in the formula. 5. Select the cell containing the data you want to use in the formula. 6. Type the desired mathematical operator, eg. + or *. 7. Select the worksheet containing the next piece of data you want to use in the formula. 8. Select the cell containing the data you want to use in the formula. 9. Continue adding mathematical operators and cell addresses as needed to complete the formula. WWP Training Limited Page 30

31 Managing Worksheets 10. Press the [Enter] key. USING 3-D RANGES IN FUNCTIONS You can perform calculations on cells in multiple, adjacent worksheets by creating functions that use 3-D ranges. For example, you can use a 3-D range to sum the monthly totals that appear at the same cell address in multiple, adjacent worksheets. Since the function refers to the same cell address in adjacent worksheets, you can group the worksheets and then create the function. This technique can save time in creating functions such as SUM and AVERAGE. In formulas that contain 3-D ranges, the worksheet names are separated from the cell address by an exclamation mark (!). In the following formula, the SUM function adds the numbers in cell F3 of all sheets between and including Qtr1 and Qtr4: =SUM(Qtr1:Qtr4!F3) 1. To create a 3-D function, first select the worksheet in which you intend to enter the function. 2. Select the cell in which you want to enter the formula. 3. Type =, followed by the function name and an open bracket (. 4. Select the first worksheet containing the data you want to use in the function. 5. Select the cell that contains the data you want to use in the function. 6. Hold down the [Shift] key and select the last worksheet you want to include in the 3-D range. 7. Type the closing bracket ). 8. Press the [Enter] key. WWP Training Limited Page 31

32 Managing Worksheets The same 3-D function could also be entered by selecting the destination cell and then clicking the Sum button arrow in the Editing group of the Home ribbon, choosing the function to be used and then carrying on selecting cell and worksheets before pressing the [Enter] key. WWP Training Limited Page 32

33 Managing Worksheets EXERCISE Manage the data in multiple worksheets. 1. Open Region Move the Totals worksheet to the left of the By Week worksheet. 3. Select the Northeast worksheet. Move the data in the range A12:E20 to cell A1 in the Southeast worksheet. 4. Copy the title in cell A1 in the Southeast worksheet to cell A1 in the Central worksheet. 5. Group the worksheets Northeast through By Week. 6. Display the Northeast worksheet. Select the range A1:E9 and change the font to Arial. Change the font size of cell A2 to 12 points. Change the width of column E to 11 characters. 7. Ungroup the worksheets and view the change. 8. Copy the Northeast worksheet and place it after the Totals worksheet. Rename the copy Expenses. 9. Display the By Week worksheet. 10. In cell B5, create a formula that adds the total sales of all five regions for Jan, Week 1. The values are located in cell B5 on each of the five regional worksheets. Copy the formula to the range B6:B In cell C5, use a 3-D =SUM() function to add the values in cell C5 on each of the five regional worksheets. Copy the function to the range C5:D Close the workbook without saving it. WWP Training Limited Page 33

34 LESSON 4 - WORKING WITH PASTE SPECIAL In this lesson, you will learn how to: Work with Paste Special Copy values between worksheets Copy formulas between worksheets Perform mathematical operations

35 Working with Paste Special CONCEPTS AND TERMS When you copy the contents of a cell or a range of cells, any formatting that has been applied is copied as well as the cell contents. When you subsequently paste the copied data, an exact copy of both the contents and its formatting is pasted. There may be times when you want to paste only certain aspects of the copied data (such as formulas, values, or formats). For example, you may want to copy and paste all the formulas in a worksheet, but not their formatting. The Paste Special dialog box The Paste Special Options in the dialog box are as follows: Option All Formulas Value Formats Comments Validation All Using Source Theme Function Pastes the copied cell s contents, formats, comments and data validation. Pastes the cell s contents (numbers, text and formulas) without formatting. Pastes only numbers, text and the result of a formula instead of the formula itself. Does not paste any formatting. You can paste values into a new range or over the original range. Pastes only the formatting (no cell contents or comments) Pastes only the comments contained in a copied cell. If there are no comments in a copied cell, nothing is pasted. Pastes validation criteria in a copied cell so that the same data validation will apply. If there is no validation criteria in a copied cell, nothing is pasted. Only applies if you are copying from one workbook into another where there are conflicting Themes being used. The pasted data will retain the Theme colours, fonts and effects from the copied workbook. WWP Training Limited Page 35

36 Working with Paste Special All Except Borders Column Widths Formulas and Number Formats Values and Number Formatting Pastes everything apart from any borders that exist on the copied cells. Pastes only the column widths of the copied data. Pastes value and formulas but only the number formatting - NOT all formatting. Pastes all values and number formatting but not the formulas themselves. The Operation section is used for carrying out calculations when you paste numbers onto other numbers or formulas resulting in a number. This is discussed later in this lesson. The Skip Blanks option prevents Excel from overwriting cell contents in your paste area with blank cells from the copied range. It is useful if you are copying a range to another area but don't want the blank cells in it to overwrite existing data. The Transpose option can change the orientation of the pasted entries. For example, if the original cells' entries run down the rows of a single column of the worksheet, the transposed pasted entries will run across the columns of a single row (see steps below). Historically, a dialog box (shown above) was used for all Paste Special commands, but in recent versions of Excel, you can also use: The contextual shortcut menu - this appears when you right-click a cell. Excel 2007 Excel 2010 The lower half of the Paste button in the Clipboard group of the Home tab. WWP Training Limited Page 36

37 Working with Paste Special Excel 2007 Excel 2010 The Paste Options button that automatically appears in the bottom right when you paste a copied item. Paste Options button (Excel 2007) Paste Options button (Excel 2010) When this button is clicked, a menu of Paste Special options appears as follows: Paste Options menu (Excel 2007) Paste Options menu (Excel 2010) Hint You must use the Paste Options button immediately after you paste. It is removed as soon as you enter data into a cell carry out a command or press Esc. The following topics use a variety of Paste Special methods. COPYING VALUES BETWEEN WORKSHEETS There may be times when you want to copy the results of a formula, but not the formula itself. For example, you may want to copy the totals from quarterly worksheets (in which WWP Training Limited Page 37

38 Working with Paste Special each total is the result of a formula) to a summary worksheet (in which you only need the formula results or totals). To perform this task, you can use the Values option in the Paste Special dialog box. 1. To copy values between worksheets, first select the worksheet containing the values you want to copy. 2. Select the range containing the values you want to copy. 3. In the Clipboard group, click the Copy button 4. Select the worksheet into which you want to paste the values. 5. Select the cell in the upper, left corner of the paste range. 6. In the Clipboard group, click the Paste button arrow. 7. From the menu, select Paste Values. 8. The result displays values only with no formula. Excel 2007 Excel 2010 COPYING CELL CONTENTS ONLY You can copy cell values (the text or the number that it contains) or formulas (eg. =SUM(B3:B20)) and paste them into another cell without any formatting. This option is useful if you do not want to overwrite existing formatting in the paste range. If the copied cells contain a formula, relative cell references in the formula adjust to the formula s new location. Absolute cell references, however, do not adjust; they will always refer to the absolute cell address. WWP Training Limited Page 38

39 Working with Paste Special 1. To copy cell contents only between worksheets, select the worksheet containing the contents you want to copy. 2. Select the range containing the contents you want to copy. 3. In the Clipboard group, click the Copy button. 4. Select the worksheet into which you want to paste the contents. 5. Select the upper, left corner of the paste range. 6. In the Clipboard group, click the Paste button arrow. 7. Select the Formulas command 8. The result displays values with formulas. Excel 2007 Excel 2010 PERFORMING ARITHMETICAL OPERATIONS You can also use the Paste Special command to perform arithmetical operations. After copying a cell containing a number, you can paste it onto another cell containing a number and get Excel to add, subtract, multiply or divide it. For example, if you copy a cell (the source) containing the number 100 and paste it onto a cell (the destination) containing the number 200 using the Paste Special Add operation, the result will be a cell containing the number 300. The Subtract operation will produce 100, the Multiply operation will produce and the Divide operation will produce 2. If pasting a number onto a cell containing a formula, paste special will carry out the operation on the result of the formula in the destination cell. For example, if you paste special subtract a cell containing the number 100 into a cell containing the formula =B3*C3, the result will be the formula =(B3*C3)-100. WWP Training Limited Page 39

40 Working with Paste Special The same is true if pasting a cell containing a formula onto a cell containing a number. For example, if you paste special divide a cell containing the formula =B3*C3 onto a cell containing 100, the result will be = 100/(B3*C3). If you paste special operation onto a cell containing text, the text in the destination cell will remain unchanged. If you paste special operation onto a blank cell, Excel treats the blank cell as containing zero. Hint When using paste special to carry out calculations, it is advisable to select Values in the Paste section of the dialog box to avoid possible formatting inconsistencies and conflicts. 1. To make a one off calculation involving Paste Special without using a formula, first select an empty cell. 2. Enter the number to be used in the calculation. 3. Click the Home tab. 4. Click the Copy button 5. Select the range you want to use in the calculation. 6. In the Clipboard group, click the Paste button arrow. 7. Click on Paste Special 8. From the options, Add, Subtract, Multiply, Divide, click the one you want to use. 9. Click the OK button. WWP Training Limited Page 40

41 Working with Paste Special. WWP Training Limited Page 41

42 Working with Paste Special EXERCISE Use the Paste Special feature. 1. Open Region Copy the range B9:D9 on the Northeast worksheet and paste the values only to cell B5 on the Totals worksheet. 3. Copy the range B9:D9 on the Southeast worksheet and paste the values only to cell B6 on the Totals worksheet. 4. Copy the range B9:D9 on the Central worksheet and paste the values only to cell B7 on the Totals worksheet. 5. Copy cell E5 on the Expenses worksheet and paste the formula only to the range E5:E7 on the Totals worksheet. 6. Copy the range D5:D8 on the Northeast worksheet and paste the values only to the range D5:D8 on the By Week worksheet. 7. Copy the range D5:D8 on the Southeast worksheet; add the values to the range D5:D8 on the By Week worksheet. 8. Copy the range D5:D8 on the Central worksheet; add the values to the range D5:D8 on the By Week worksheet. 9. Close the workbook without saving it. WWP Training Limited Page 42

43 LESSON 5 - USING RANGE NAMES In this lesson, you will learn how to: Work with range names Jump to a named range Assign names Use range names in formulas Create range names from headings Apply range names Delete range names Use range names in 3-D formulas Create 3-D range names Use 3-D range names in formulas

44 Using Range Names CONCEPTS AND TERMS To make working with ranges easier, Excel allows you to name them. You can assign a name to a cell or a range in a worksheet. When you name a cell or range, Excel uses an absolute reference for the name by default. Once a name has been assigned, the name can be used in any instance where you can use a cell address. For example, you can use names for ranges in dialog boxes and formulas. You can define a name for use in a worksheet or an entire workbook, also known as scope. To accommodate long range names, you can resize the name box in the formula bar, the longest name being 255 characters. Advantages to using names instead of cell addresses include: Names reduce the chance of error in formulas. It is easy to recognize if the name EXPENSES is typed incorrectly. If a cell or range address is typed incorrectly, it is harder to detect. Names adapt to changes within a range (for example, when rows and columns are added to or removed from the range). Names are easy to recognize and maintain in formulas. For example, the formula =TOTALSALES-EXPENSES is easier to understand than the formula =E3-F3. You can easily move the active cell to a named cell or range using the Name box. Names created in one worksheet are available to all other worksheets in the workbook. Names can refer to non-contiguous ranges or to ranges that contain blank cells, columns, or rows. Names are absolute. If you use a name in a formula, the formula always refers to that range, even if you copy or move the formula. JUMPING TO A NAMED RANGE You can use a name to move quickly to a cell or a range. Since a name assigned in a worksheet is available in all worksheets in the workbook, you can use names to move easily between the worksheets. For example, in a workbook containing worksheets for different products, you can quickly jump to the desired product worksheet using the name assigned to it. You use the Name Box list to jump to a named range. The Name Box list is located at the left end of the formula bar and displays all the assigned names in a workbook. When you choose a name from the Name Box list, the range is selected and the active cell appears in the first cell of the range. WWP Training Limited Page 44

45 Using Range Names 1. To view, or select, range name(s) in a workbook, click the Name Box arrow (at the left hand end of the formula bar) to see the list of names in use. 2. Select the name of the range you want. ASSIGNING NAMES You can use names instead of cell references in formulas and dialog boxes. For example, if you are summing totals from several worksheets, you can assign names to the totals in each worksheet and then use the range names in the formula instead of the cell addresses. You can use the Name Box to assign range names. The following rules apply to naming ranges: Names must start with a letter or an underscore. The remainder of the name can contain any character except a space or a hyphen. Avoid using the dollar sign ($), since it may be confused with an absolute reference. Names are not case-sensitive. They can be typed in either uppercase or lowercase. Range names can include up to 255 characters. You should not use names that resemble cell references (such as Q1). WWP Training Limited Page 45

46 Using Range Names 1. To name a cell or range using the Name Box, first select the cell (or range) you want to name. 2. Click the Name Box on the formula bar. 3. Type a name for the range. 4. Press the [Enter] key. Or 1. To create a name using the New Name dialog box, first select the cell or range you want to name. 2. Click the Formulas tab. 3. Click the Define Name button. 4. In the Name: box, type the name for the reference. 5. Click the Scope list arrow and select Workbook. 6. In the Comment: box, type a description for the name if it may be useful for future reference. 7. The Refers to: box allows you to select different cells or insert a constant or a formula. 8. Click the OK button. The scope of a name is the location within which the name is recognized, just in one worksheet, or throughout the whole workbook. WWP Training Limited Page 46

47 Using Range Names You can also define Range names by using the keyboard. Holding down the [Ctrl] key while pressing the F3 key automatically opens the Name Manager dialog box. When you click the New button, the New Name dialog box is opened and you enter the new name as before. CREATING RANGE NAMES FROM HEADINGS You can create names for rows and columns using text entered into the first or last cell of the row or the top or bottom cell of the column. This option is a quick way to create names that correspond directly to worksheet entries. For example, in a worksheet containing the quantity of products sold each month, you can use the product names in the row headings to name the rows of quantities sold. When Excel names rows and columns from headings, it uses the text in the indicated location (i.e., the top, bottom, right or left cell) to name the selected range. The cells containing the text are not included in the named ranges. You can create multiple names at the same time by selecting a range that spans several columns or rows. 1. To name a cell or range from a heading, first select the cells, including the column or row header that you want to name. 2. Click the Formulas tab 3. Select the Defined Names Group 4. Click the Create from Selection button. 5. Select the check box with the position of the headings (labels) in relation to the cells you have selected. 6. Click the OK button. 7. That name is now automatically included in the names. APPLYING RANGE NAMES After you have named a range, you can enter a name by typing, using the Name box, using Formula AutoComplete, or selecting from the Use in Formula command. WWP Training Limited Page 47

48 Using Range Names As you begin to type a name in a formula, Formula AutoComplete displays valid matches in a dropdown list, from which you can select the name you want and insert it into a formula. For example, after you have created formulas in a worksheet, you may decide that using names in the formulas will make it easier for others to analyze the worksheet. Since Excel does not automatically replace cell references in existing formulas when you assign names, you must replace the cell addresses in existing formulas with names as desired. This technique is called applying names. Names are applied to the current worksheet only. Consequently, you cannot group worksheets and apply names to multiple sheets at the same time. 1. Select the range in which you want to apply names. 2. Select the Insert menu. 3. Point to the Name command. 4. Select the Apply command. 5. Under Apply names, select the names you want to apply, if necessary. 6. Select OK. USING RANGE NAMES IN FORMULAS You can use a name rather than a cell address in a formula. Using a name in a formula makes the formula easier to read and understand. For example, it is easy to understand what information the following formula calculates: =INCOME-EXPENSES. If the named cells change, the formula automatically updates. Since names are absolute, you can use a name in place of an absolute cell reference in a formula. For example, if you are calculating a percentage of a range named Total, the formula will always refer to the Total range if you use the name rather than the cell address, no matter where you move or copy the formula. 1. To enter a named cell or range in a formula using the Use in Formula command, first type =( to start the formula in the cell where the formula is to be located. 2. Click the Formulas tab. 3. In the Define Names group, click the Use in Formula button. WWP Training Limited Page 48

49 Using Range Names 4. You can either choose a name from the list, OR 1. Click on Paste Names and select the name you want from the list in the Paste Names dialog box. 2. Click the OK button. 3. When the name is inserted in the formula, type a closing parenthesis ) to complete the formula. 4. Confirm the formula by pressing the [Enter] key. DELETING RANGE NAMES You can delete names you no longer use. For example, if you change the name of a range, you can delete the old name. Deleting a name permanently removes it from the workbook. If you inadvertently delete a name used in a formula, you can redefine that name to make the formula accurate again. WWP Training Limited Page 49

50 Using Range Names If you accidentally delete a name to which a formula refers, the formula can no longer calculate correctly; the error message #NAME? appears in the cell instead of the result of the formula, and the Error Checking button appears next to the cell containing the error message. You can click the Error Checking button for more information about the error. The name of the error appears at the top of the list and is highlighted in grey. 1. To delete a name range, click the Formulas tab. 2. In the Define Names group, click the Names Manager button. 3. In the Name Manager dialog box, select the name you want to delete. 4. Click the Delete button. 5. Click the OK button to confirm you wish to delete. 6. Click the OK button to close the Name Manager dialog box. WWP Training Limited Page 50

51 Using Range Names CREATING 3-D RANGE NAMES You can create names that refer to the same range in multiple worksheets. For example, you can define a name for the same cell address in four different worksheets. Naming a 3-D range can help to simplify creating a formula. Names that refer to 3-D ranges do not appear in the Name Box. They do appear in the Use in Formula list and Name Manager dialog box. 1. To create a 3-D range name, first click the Formulas tab. 2. In the Defined Names group, click the Define Name button arrow. 3. In the New Name dialog box, type a name for the 3-D range in the Name: box. 4. In the Refers to: box, click the Collapse Dialog button. 5. Go to the first worksheet of the group you want to name. 6. Hold down the [Shift] key and click the tab of the last worksheet you want to include in the group. 7. Select the range you want to name. 8. Click the Expand Dialog button 9. Click the OK button. WWP Training Limited Page 51

52 Using Range Names USING 3-D RANGE NAMES IN FORMULAS A 3-D formula is a formula where cell references refer to cells in more than one worksheet. In standard 3-D formulas, you must activate each worksheet and select the cells you want to reference as you are building the formula. You can use range names as a simple and effective way to create 3-D formulas. When names are specified as available to all worksheets in the workbook, you can select names from the Name Box list or type them into the formula rather than going to each worksheet to select cell references. This option can save you time and reduce confusion in creating 3-D formulas. Names are often easier to remember than cell addresses, particularly in a large worksheet or in multiple workbooks when you cannot see the desired cell. When using names in formulas, you can either type the name into the formula or select the name from the Paste Name dialog box. If range names are long, the Use in Formula list helps you avoid typing errors. You can use a named 3-D range in a formula just as you would any other named range. 3-D ranges can save you a significant amount of time. For example, if you have named the cell containing the quarterly totals in each of four worksheets, you can sum all four cells using the range name. 1. To use a 3-D range in a formula, first select the cell where the formula is to be located. 2. Type =, the function name, and an open parenthesis (. 3. Type the 3-D range name you want to reference (or choose from the AutoComplete list). 4. Type any additional information needed to complete the function and then type the closing parenthesis ). 5. Press the [Enter] key. WWP Training Limited Page 52

53 Using Range Names EXERCISE Create and use names for ranges. 1. Open Region On the Northeast worksheet, select the range B5:B8 and name it Jan_NE. 3. Select the range C5:C8 and name it Feb_NE. 4. Select the range D5:D8 and name it Mar_NE. 5. Select cell B9 and create an =SUM formula using the Jan_NE range. 6. Apply the range names to the formulas in the range C9:D9. 7. Use the Name Box list to jump to the Mar_C range. Notice that the Central worksheet now appears on the screen. 8. Display the Totals worksheet. 9. Select cell D5 on the Totals worksheet. Create an =SUM formula using the Mar_C, Mar_NE, and Mar_SE names to add the March sales in each of the three worksheets. (Hint: Use commas to separate the names in the SUM function: =SUM(Mar_C,Mar_NE,Mar_SE).) 10. Create a 3-D range name that includes cell E5 in each of the regional worksheets (i.e., Northeast, Southeast, and Central). Name the range Week Create 3-D range names for cells E6, E7, and E8 in all the regional worksheets. Name the ranges Week2, Week3, and Week4, respectively. 12. Go to the By Week sheet, select cell B5, and create an =SUM function that totals the 3-D range named Week Sum the other 3-D range names on the By Week worksheet. Sum Week2 in cell B6, Week3 in cell B7, and Week4 in cell B Close the workbook without saving it. WWP Training Limited Page 53

54 LESSON 6 - USING MULTIPLE WORKBOOKS In this lesson, you will learn how to: Open multiple workbook windows Cascade open workbook windows Activate cascaded workbook windows Tile open workbook windows Activate tiled workbook windows Copy data between workbooks Save a workspace Close all open workbooks Open a workspace Link workbooks Open linked workbooks

55 Using Multiple Workbooks CONCEPTS AND TERMS You can open more than one workbook at a time. This option is useful for comparing data or moving and copying information between workbooks. For example, you could open files from several regional sales representatives and then consolidate and compare the data in the workbooks. When you open multiple workbooks, each workbook appears in its own window. You can arrange the windows in the workspace so that you can view the data in each, if desired. The name of each open workbook appears as a button on the Windows taskbar. No matter how many workbooks are open, only one can be active at a time. The title bar of the active workbook is highlighted. Any command you execute or data you enter affects only the active workbook. 1. To open multiple files, click the Office button. 2. In the Office menu, click on Open. 3. Select the Look in: list. 4. Select the drive where the files you want to open are stored. 5. Open the folder where the files you want to open are stored. 6. Select the first file you want to open. 7. Hold down the [Ctrl] key and select each additional file you want to open. 8. Click the Open button. WWP Training Limited Page 55

56 Using Multiple Workbooks CASCADING OPEN WORKBOOK WINDOWS Excel provides several different methods of arranging multiple workbook windows in the workspace. One method is to cascade the windows. Cascaded windows are stacked, with only the title bar of each window visible. The active window appears at the front of the stack. Cascading windows allows you to move easily from one to another and still display a large portion of the active window. For example, you can cascade workbooks containing sales data from several regional representatives so that you can move easily between the workbooks when comparing and contrasting data. 1. To cascade the windows of multiple open workbooks, click the View tab. 2. In the Window group, click the Arrange All button. 3. In the Arrange Windows dialog box, click to put a check in the Cascade check box. 4. Click the OK button. Cascaded Workbooks WWP Training Limited Page 56

57 Using Multiple Workbooks ACTIVATING CASCADED WORKBOOK WINDOWS In Excel, only one window can be active at a time. You can click in any portion of a window to activate it. At times, however, the window you want to activate may not be visible. Excel maintains a list of all open workbooks on the Task Bar at the bottom of the Window as well as in the Switch Windows list. You can activate any workbook window by selecting its name from this list. For example, if you have multiple workbooks open, you can activate the workbook containing the data with which you want to work. 1. To activate the workbook you want to work on, click the View tab. 2. In the Windows group click the Switch Windows button. 3. Choose the workbook you wish to make active. OR 1. Click the Microsoft Excel tab on the Status Bar. 2. From the list, choose the workbook you wish to make active. WWP Training Limited Page 57

58 Using Multiple Workbooks TILING OPEN WORKBOOKS Tiling workbook windows arranges open windows so that they are all visible in the workspace. In order to accomplish this, the windows must be resized to fit in the workspace. For example, you can tile all the open workbooks so that you can view at least some portion of each workbook. When windows are tiled, you can click in any window to activate it. Excel provides three tiling options. The Tiled option arranges the windows in a grid in the workspace and places the active window in the upper left corner. The Horizontal option places the windows top-to-bottom in the workspace. The Vertical option places the windows side-by-side in the workspace. A workbook can be untiled by double-clicking on its Title bar, or by clicking on its Maximize button. 1. To tile multiple workbooks, click the View tab. 2. In the Window group, click the Arrange All button. 3. In the Arrange Windows dialog box, click the check for the Tiled option. 4. Click the OK button. WWP Training Limited Page 58

59 Using Multiple Workbooks When windows are tiled, you can see at least a portion of each open workbook; you can click in any window to activate it. For example, you may want to activate a single workbook out of many open workbooks containing data so that you can work on the data it contains. To untile a window, double-click the title bar of the window you want to activate or click the Maximize button in its title bar. COPYING DATA BETWEEN WORKBOOKS You can copy data between open workbooks in the same way you copy data between worksheets in a single workbook. For example, you can copy data from several workbooks containing regional sales data to a single consolidation workbook. By default, the cell format is copied as well as the data. Information copied in another Office application (such as Microsoft Word or PowerPoint) can be pasted into Excel, and information copied in Excel can be pasted into other Office applications. 1. To copy data between workbooks, first open the multiple workbook windows. 2. Click in the workbook window containing the data you want to copy. 3. Select the data you want to copy. 4. In the Clipboard group, click the Copy button. 5. Activate the workbook in which you want to paste the data. 6. Select the paste range. 7. Click the Paste button OR Select from the Paste menu according to the way in which you wish to paste the data. WWP Training Limited Page 59

60 Using Multiple Workbooks SAVING A WORKSPACE You can save one workbook or multiple, open workbooks as a workspace. A workspace saves information about which workbooks are open, as well as their size and the positions they occupy in the workspace. Workspaces are useful when you have several, related workbooks. If you save related workbooks as a workspace, you can open the workspace instead of having to open each workbook individually, and the workbooks will open in the configuration saved with the workspace. WWP Training Limited Page 60

61 Using Multiple Workbooks When a workspace is open, you can make changes as needed to any of the workbooks and then save the changes in the usual manner. A workspace saves the current window display as a file in the Workspace file format so you can open and view it again at a future date with the same window sizes, screen magnification, display settings, and print areas. If you make changes to the appearance of the workspace, however, you must use the Save Workspace command in the Window group to save the workspace; you will not be prompted to save it. For instance, if you decide to tile the workbooks in a workspace horizontally instead of vertically, you must manually save the workspace in order to save its new configuration. 1. Open the workbooks you want to save as a workspace, arrange them as desired, and save any changes made to them. 2. Click the View tab. 3. In the Window group, click the Save Workspace button. 4. Type the desired workspace name in the File name: box. 5. Select the Save in: list. 6. Select the drive where you want to save the workspace. 7. Open the folder where you want to save the workspace. 8. Click the Save button. Hint You can use the Close All command to close all open workbooks at one time. If you have made changes to any workbook since it was last saved, Excel will then prompt you to save or reject the changes. Closing all workbooks at once can save time when you have multiple workbooks open. The command is not shown as standard but can be added to the Quick Access Toolbar. WWP Training Limited Page 61

62 Using Multiple Workbooks OPENING A WORKSPACE When you open a workspace, all the workbooks stored in it open in the defined workspace configuration. A workspace stores information regarding the location of the workbooks, as well as their size and position in the workspace. Consequently, a workspace can open the workbooks even if they are stored in different folders. If you move a workbook saved in a workspace, however, Excel will not be able to locate and open the workbook with the workspace. In this case, the workspace opens only the workbooks it can find. 1. To open a workspace, click the Office button. 2. Click the Open button. 3. Select the Look in: list. 4. Select the drive where the workspace file is stored. 5. Open the folder where the workspace file is stored. 6. Select the desired workspace file. 7. Click the Open button. LINKING WORKBOOKS Linking workbooks allows one workbook to retrieve data saved in another. You can create a linked formula that calculates using data in other workbooks. For instance, if you have the first quarter sales of three regional offices in three separate workbooks, you can create formulas in a fourth summary workbook to calculate and display the summarized data from the three regional workbooks. The workbooks that contain the original data are called the source files. The easiest way to create a linked formula is to open all the workbooks that contain the data you need, as well as the workbook into which you want to create the linked formula. This makes it easier to identify and select the cells that you want to create the links to and from. When you create a link to other workbooks, each reference includes the workbook name in square brackets, the worksheet name, an exclamation point, and then the cell reference. ='G:\Excel\Excel 07 Datafiles\[Half-Year Expenses.xlsx]Sheet1'!$H$9 If the source file is open, the link will not contain the file name and path. ='[Half-Year Expenses.xlsx]Sheet1'!$H$9 WWP Training Limited Page 62

63 Using Multiple Workbooks Linked references are created as absolute references. You can, of course, edit the link to remove the absolute references, if desired. When changes are made to linked data, Excel automatically updates the links with the new information; linked files do not need to be open for the links to be updated. In addition, Excel automatically updates links when the workbook is opened. You can also create a linked formula by typing the formula. If the source workbook is not open, you must also include its path; the path, workbook name, and sheet must be enclosed in a set of single quotation marks. 1. To create a link between workbooks, first select the cell or range that contains the source data. 2. Click the Home tab. 3. Click the Copy button. 4. Click the sheet tab where you want to link the data. 5. Select the destination cell or destination range. 6. Click the Paste button arrow. 7. Click the Paste Options button. 8. From the list, select Link Cells. OR 1. To create a linked formula between workbooks, first select the destination cell. 2. Type an equal sign (=) to start the formula. 3. Activate the workbook containing the first cell reference. 4. Select the data to link. 5. Complete the formula with operators and other references as required. 6. Press the [Enter] key. If the formula you wish to use between linked workbooks is one of the Excel functions, you can simply choose cell references from the source workbook(s) while using the Function palette. 1. Select the destination cell. 2. Type an equal sign (=) to start the formula. 3. Activate the workbook containing the first cell reference. 4. Select the data to link. 5. Complete the formula with operators and other references as required. 6. Press the [Enter] key. OR WWP Training Limited Page 63

64 Using Multiple Workbooks 1. Select the cell or range that contains the source data. 2. Click the Home tab. 3. Click the Copy button. 4. Click the sheet tab where you want to link the data. 5. Select the destination cell or destination range. 6. Click the Paste button arrow. 7. Click the Paste Options button. 8. From the list, select Link Cells. If the formula you wish to use between linked workbooks is one of the Excel functions, you can simply choose cell references from the source workbook(s) while using the Function palette. OPENING LINKED WORKBOOKS Excel allows you to link data and consolidate information stored in other workbooks. The workbooks containing the data are called the source files and the workbook that the data is linked into is called the destination file. When you open a workbook with a link to another file, you will be given a Security Warning in the message bar just below the Ribbon. This is designed to protect your computer from possible viruses and unauthorised access. Excel 2007 Excel 2007 Excel 2010 If the source file is trusted, ie. you or a colleague in your organisation have created and saved it on your network, you should click the Options button on the Security Warning and select the Enable this content option. WWP Training Limited Page 64

65 Using Multiple Workbooks If the workbook being opened is not from a trusted source (eg. it has been received from an unknown source), click Help protect me from unknown content (recommended). You will have to repeat this procedure every time that you open the destination file. Excel 2010 If the source file is trusted, ie. you or a colleague in your organisation have created and saved it on your network, you should click the Enable Content button in the Security Warning. This will make the source file Trusted, meaning that you will not be prompted to Enable Content when opening it in the future. If the file being opened is from an unknown source, do not click the Enable Content button. You may still work with the workbook but any active links will not be enabled. Alternatively, click the File tab, select Info (if necessary) and click the Enable Content button for additional options. Always consult your IT team if you are unsure of the correct computer security procedures to follow in your organisation, and seek their help and advice. MANAGING LINKED WORKBOOKS SECURITY Both Excel 2007 and Excel 2010 offer options for how the above-mentioned warnings behave and/or display. Excel 2010 has additional options for dealing with Trusted Documents. In both versions, this is achieved by accessing the Trust Center options. WWP Training Limited Page 65

66 Using Multiple Workbooks Excel 2007 You can select whether or not to: display the Message Bar security warning when opening a file containing links; and/or instantly enable, instantly disable or prompt whether to update links. Trust Center settings Message Bar (Excel 2007) Excel 2010 You can select whether or not to: Trust Center settings External Content (Excel 2007) display the Message Bar security warning when opening a file containing links; instantly enable, disable or prompt whether to update links; trust documents on your network, disable the trusting of documents; and/or reset any previously trusted documents so that warnings will again appear when they are opened. WWP Training Limited Page 66

67 Using Multiple Workbooks Trust Center settings Message Bar (Excel 2010) Trust Center settings External Content (Excel 2010) WWP Training Limited Page 67

68 Using Multiple Workbooks Trust Center settings Trusted Documents (Excel 2010) 1. Click the Office button (Excel 2007) or the File tab (Excel 2010). 2. Click Excel Options (Excel 2007) or Options (Excel 2010) 3. Select Trust Center in the pane at the left. 4. Click the Trust Center Settings button. 5. Select Message Bar, External Content and/or Trusted Documents (Excel 2010 only) in the pane at the left. 6. Select options as required. 7. Click OK. 8. Click OK. There is also an additional setting in the Advanced options (When calculating this workbook section). WWP Training Limited Page 68

69 Using Multiple Workbooks VIEWING LINKS IN A WORKBOOK You can use the Links dialog box to view source file links. The Links dialog box can also be used to update links, if necessary; designate a different source file; or change the location of a source file. 1. To investigate linked workbooks, first open the destination workbook. 2. Click the Data tab. 3. In the Connections group, click on Edit Links. 4. In the Edit Links dialog box, click the source workbook that you want to open. 5. Click the Open Source button. 6. Use the Edit Links dialog box to change a source, or break a link. 7. When you have made your selections, click the Close button. WWP Training Limited Page 69

70 Using Multiple Workbooks WWP Training Limited Page 70

71 Using Multiple Workbooks EXERCISE Use multiple workbooks. 1. Open the Qtr1, Qtr2, Qtr3, and Qtr4 workbooks. 2. Cascade the open workbook windows. 3. Select each workbook window one at a time. Notice that the Qtr4 workbook is missing a title in cell A1. 4. Tile the workbook windows. 5. Copy the title from cell A1 in Qtr1 to cell A1 in Qtr4. 6. Correct the title in Qtr4 to Worldwide Sporting Goods - QTR Save the open workbooks as a workspace; name the workspace quarter. Save workbook changes as well, when you are prompted. 8. Close all open workbooks. 9. Open quarter. 10. Open Qtrlink. With the Qtrlink window active, tile all the open workbooks. 11. Select cell B7 in the Qtrlink workbook and create a formula that adds cells F3 in each of the Qtr1, Qtr2, Qtr3 and Qtr4 workbooks. 12. Close the Qtr1 and Qtr2 workbooks. 13. Use the Links dialog box to reopen the Qtr1 and Qtr2 workbooks. 14. Close all open workbooks without saving them. WWP Training Limited Page 71

72 LESSON 7 - CREATING CHARTS In this lesson, you will learn how to: Use charts Create charts Move and resize charts Identify chart objects Change the chart type Change the chart type and sub-type Change the plot direction Remove/Add a legend Move the legend Chart non-adjacent ranges Change the chart range Change the data source Change the chart location Print a chart

73 Creating Charts CONCEPTS AND TERMS A chart uses values in a worksheet to create a graphic representation of their relationship to one another. You can use charts to make it easier to spot trends, highlight important changes, and compare individual figures. For example, when comparing sales amounts, a column chart dramatically illustrates differences between two or more sales amounts. Using charts in reports and presentations displays numbers in a format that is easy to understand. When you create a chart, each row or column of data on the worksheet becomes a data series. Each individual value within the row or column is called a data point. The range you chart can include row and column headings. These headings are used as the category labels and legend text. If the range does not include headings, Excel creates default headings. In Excel, you can either embed a chart in the worksheet, or you can create it on a chart sheet. An embedded chart is a chart object in the worksheet. When you want the chart and the worksheet data viewed or printed together, you should use an embedded chart. A Chart Sheet An Embedded Chart A chart sheet is a separate worksheet in the workbook that contains only the chart. If you want to use the chart by itself (for example, in a presentation), you should use a chart sheet. WWP Training Limited Page 73

74 Creating Charts Both types of charts are linked to the worksheet data and update automatically if the data is changed. CREATING CHARTS Charts provide a visual, graphical representation of some or all of your numerical data. A group of data values from a column or row form a data series, and each data series is identified on the chart with a unique pattern or colour. The data can be described and clarified on a chart by the use of titles, legends, and axes. In Excel 2007 and Excel 2010, creating charts has been simplified from previous versions. You now just select the data that you want to display as a chart, pick the type of chart you want to create from the gallery and the chart is immediately dropped into the active worksheet as an embedded chart. The Charts group on the Insert tab Excel offers 11 chart types split up into 73 subtypes. Each type offers a different way of presenting your data in an easy to understand and meaningful, graphical way. Column Chart subtypes gallery The main types and a description of each is given below: WWP Training Limited Page 74

75 Sales Creating Charts Type Column Bar Line Pie XY (Scatter) Area Doughnut Radar Surface Description A column chart shows data changes over a period of time or illustrates comparisons among items A bar chart illustrates comparisons among individual items. A line chart shows trends in data at equal intervals. A pie chart shows the size of items that make up a data series proportional to the sum of the items. It is useful when you want to emphasize a significant element in the data. An xy (scatter) chart shows the relationships among the numeric values in several data series or plots two groups of numbers as one series of xy coordinates. Scatter charts are commonly used for scientific data or to show a correlation between two sets of data. An area chart emphasizes the magnitude of change over time. Like a pie chart, a doughnut chart shows the relationship of parts to a whole; however, it can contain more than one data series. A radar chart compares the aggregate values of a number of data series. A surface chart is useful when you want to find optimum combinations between two sets of data. As in a topographic map, colours and patterns indicate areas that are in the same range of values. A bubble chart is a type of xy (scatter) chart. It compares sets of three values. The size of the bubble indicates the value of a third variable. To arrange your data for a bubble chart, place the x values in one row or column, and enter corresponding y values and bubble sizes in the adjacent rows or columns. For example, you would organize your data as shown in the following table. No. of Products Sales Market Share % 14 11, , ,400 5 x values y values bubble size Bubble The following bubble chart shows that Company A has the most products and the greatest market share, but not the highest sales. 18,000 16,000 14,000 12,000 Company A 10,000 8,000 6,000 4,000 2, No. of Products Stock This chart type is most often used for stock price data, but can also be used for scientific data (for example, to indicate temperature changes). WWP Training Limited Page 75

76 Creating Charts Cylinder, Cone and Pyramid Like a bubble chart, you must organize your data in the correct order to create stock charts. These chart types use cylinder, cone, or pyramid data markers to lend a dramatic effect to column, bar, and 3-D column charts. 1. Select the data you want to use for your chart. 2. Click on the Insert tab. 3. In the Charts group, click on one of the chart type buttons and choose from the gallery. OR 1. Click on the Chart group dialog launcher for the Insert Chart dialog box. 2. Click on the type of chart you want. 3. Click on the OK button. Your chart is displayed on the worksheet as an embedded chart. MOVING AND RESIZING CHARTS After a chart has been placed on a worksheet, it can be moved and resized. You can move a chart to place it in a desired location. For example, if you have created an embedded chart that hides your data, you can move it to a more appropriate location. WWP Training Limited Page 76

77 Creating Charts Resizing a chart allows you to create a larger or smaller chart. For example, you may want to increase the size of a chart so that its labels are more legible. To select a chart, click any blank area within the chart. If you click the legend or the title inside of a chart, only the object you clicked is selected, not the entire chart. Move a chart 1. Click the chart to select it. 2. Position the mouse cursor over the Chart Area and then click and drag the pointer to move the outline of the chart to its new position. The pointer should have the shape of a white arrow with a cross at its tip. 3. Release the mouse button. Resize a chart 1. In order to resize the chart, position the mouse cursor over one of the sizing handles in the corners or along the edges. The shape of the pointer must be a double headed white arrow or or or. 2. Click and drag the sizing handle until the chart is the size you want. WWP Training Limited Page 77

78 Creating Charts 3. Release the mouse button. CHANGING THE CHART TYPE You can change the chart type to one of a number of types, including column, bar, line, pie, XY (scatter), area, doughnut, radar, surface, bubble, stock, cylinder, cone, and pyramid. Changing the chart type changes the way your data is represented. For example, if your sales data appears in a line chart, it clearly demonstrates sales trends. Using the same data in a pie chart provides a clear picture of what percentage of the total sales each amount represents. 1. To change a chart type, first select the chart you want to change. 2. Click the Design tab under Chart Tools. 3. In the Type group, click the Change Chart Type button. 4. In the Change Chart Type dialog box, click the chart type you want. 5. Click the OK button. WWP Training Limited Page 78

79 Creating Charts You can also use the right mouse button to click on a chart and select the Change Chart Type button to open the Change Chart Type dialog box. A style can also be applied to your chart by choosing from the selection displayed when you click the pull down in the Chart Styles group of the Design ribbon. Chart Styles Gallery WWP Training Limited Page 79

80 Creating Charts CHANGING THE PLOT DIRECTION You can use the Switch Row/Column button in the Data group of the Design ribbon to change the plot direction of the data, once you have clicked on the chart you want to modify. For example, you can change a sales chart that displays the representative s names along the category axis and the month names in the legend to a sales chart that displays the month names along the category axis and the representative s names in the legend. WWP Training Limited Page 80

81 Creating Charts REMOVING/ADDING A LEGEND In a chart, a legend is used to label the data series. When you create a chart the legend automatically appears. However, you can remove the legend if you want more room in the chart, if you want to make the chart smaller, or if you want to identify the data series in some other way. For example, if you are going to add a data table, the legend is redundant and takes up valuable space on the chart. 1. To remove a legend from a chart, first select the chart. 2. Underneath Chart Tools, click the Layout tab. 3. In the Labels group, click the Legend button. 4. In the list, click the None option to remove the legend. MOVING THE LEGEND You can use the Legend list to change the placement of the legend. By default, the legend is placed to the right of the chart, but it can be moved above, below, to the left, or to a corner of the chart. If you select the border of the legend on the chart, you can drag the legend to any location you want within the chart boundary. WWP Training Limited Page 81

82 Creating Charts 1. Select the chart that you want to change the legend for. 2. Select the Chart Tools > Layout tab. 3. Click the Legend command in the Labels group. 4. Click your preference. CHARTING NON-ADJACENT RANGES You can chart non-adjacent ranges in a worksheet. This option allows you to select only the data you want to chart and is especially useful when you want to plot only one data series, as in a pie chart. 1. To create a chart from non-adjacent ranges, select the first range you want to chart. 2. Hold down the [Ctrl] key and select the non-adjacent range(s) to be included in the chart. 3. Click the Insert tab. 4. In the Charts group, select the type of chart you want to create. WWP Training Limited Page 82

83 Creating Charts CHANGING THE CHART RANGE When a chart is selected, coloured borders appear around the labels and data used in the chart. You can add or remove data from a chart by changing the border surrounding the data to include or exclude one or more series of data. You can only redefine the range to include or exclude adjacent data. 1. To change the data range for your chart, first select the chart. 2. Move the mouse cursor to the fill handle in the blue border surrounding the data used in the chart. 3. Drag the fill handle to include, or exclude, data as required. WWP Training Limited Page 83

84 Creating Charts EDITING THE DATA SOURCE You can use the Select Data dialog box to change the data source used in a chart. You can add, edit, or remove data from a chart by changing, including, or excluding, one or more data series. For example, you can remove a sales representative from a chart that displays monthly sales by representative. 1. To edit the data source, first click the chart you want to modify. 2. Click the Design tab. 3. In the Data group of the Design ribbon, click the Select Data button. 4. In the Select Data Source dialog box, click the Add, or Edit, or Remove, buttons accordingly. 5. If adding, or editing a series, fill in the detail in the Edit Series dialog box. 6. Select, or type, the label location in the Series name: box. 7. Select, or type, the locations of the series values in the Series values: box. 8. Click the OK button. CHANGING THE CHART LOCATION You can use the Move Chart button in the Location group of the Design ribbon to change the location of a chart. The chart can be placed on an existing worksheet or in its own chart sheet. For example, you may want to use the worksheet without the chart. Placing the chart on a chart sheet retains the chart as part of the file, but removes it from the worksheet. WWP Training Limited Page 84

85 Creating Charts Chart sheets are inserted to the left of the worksheet containing the data represented by the chart. Charts on chart sheets are still linked to the data in the worksheets and update automatically whenever the data changes. 1. To change the location of a chart, first click the chart whose location you want to change. 2. Click the Design tab underneath the Chart Tools tab. 3. In the Location group, click the Move Chart button. 4. Select either the New sheet: or Object in: box and allocate according to what you want. 5. Click the OK button. PRINTING A CHART Charts embedded in a worksheet print automatically when you print the worksheet. If you want to print just the chart, you can select it before you print. For example, you may want to print the chart to use as a slide overhead for a presentation. You can also print a chart from the Print dialog box. When a chart is selected, the Selection option in the Print dialog box changes to Selected Chart. 1. To print an embedded chart without the worksheet data, first select the chart. 2. Click the Office button or the File tab. 3. Click the Print command. 4. Follow the alternative procedure below for your version of Excel: Excel 2007 Excel 2010 Specify your preferred settings. Specify your preferred settings. WWP Training Limited Page 85

86 Creating Charts Click OK. Click the Print button. Or To print an embedded chart with the worksheet data, first select a cell on the worksheet and then follow the procedure above. The printed sheet will include the chart with the worksheet data. WWP Training Limited Page 86

87 Creating Charts EXERCISE Create and structure a chart. 1. Open Chregion. 2. Select the range A4:D10 on the Totals worksheet. 3. Create a 3-D Cone chart. 4. Move and resize the chart so that it spans cells A12 through G Change the chart to a Clustered Column Chart. 6. Use the Select Data dialog box to remove the Total row (A10:D10) from the chart. 7. Use the Layout ribbon to hide the legend. 8. Move the chart to a new sheet named the sheet Totals chart. 9. Display the By Week sheet. 10. Use the Layout ribbon to display the legend to the left of the chart. 11. Change the chart to a 3-D line chart. 12. Display the Expenses sheet. Select the non-contiguous ranges A4:A8 and E4:E Create an Exploded Pie in 3-D. 14. Print just the chart. 15. Move the chart under the data and use the mouse to reselect the data source to the Jan expenses; do not change the legend column. 16. Close the workbook without saving it. WWP Training Limited Page 87

88 LESSON 8 - FORMATTING CHARTS In this lesson, you will learn how to: Add chart and axis titles Customise titles Identify and select chart elements Format chart elements Apply shape styles to a chart Apply WordArt styles to a chart Format the data series Add and remove gridlines Format gridlines Format an axis Change the text orientation Add a data table Create an exploded pie chart Adjust the 3-D view Reset a chart Delete a chart

89 Formatting Charts CONCEPTS AND TERMS You can edit an existing chart to improve its appearance and modify how data is charted. You can use the Layout ribbon to add or hide chart objects. You can add titles to the chart, display or hide the chart axes and/or axis gridlines, position the legend, and add data labels and/or a data table. Each object in a chart can be formatted. The formatting options vary, depending upon the chart object selected. Chart objects can be formatted using the Design, Layout, or Format ribbons for the corresponding chart object. ADDING CHART AND AXIS TITLES You can use the Layout ribbon to add titles to a chart. You can add a chart title that is centred at the top of a chart and identifies the basic information conveyed in the chart. In addition, you can add titles to the chart axes. Each axis title will appear along the corresponding axis. For example, you may want to add a title to the value axis, indicating the scale of the numbers represented (e.g., thousands). 1. To add a chart title, first select the chart you want to modify. 2. Click the Layout tab under the Chart Tools tab. 3. In the Labels group, click the Chart Titles button. 4. Select from the list the option you require. Or 1. To change the chart axis titles, first select the chart you want to modify. 2. Under Chart Tools click the Layout tab. 3. Click the Axis Titles button. 4. Move the cursor to the axis you want to work with and click the option you require. 5. Double-click the axis title text box on the chart and type the title you wish to insert. WWP Training Limited Page 89

90 Formatting Charts CUSTOMISING TITLES In both the Chart Titles and Axis Titles commands, there is listed a More Titles options. When you click this, a dialog box is opened allowing you to format any of the following characteristics of the title you have selected. Fill Border Colour Border Styles Shadow 3-D Format Alignment (for text) IDENTIFYING CHART ELEMENTS Excel charts are composed of different parts called elements. WWP Training Limited Page 90

91 Formatting Charts You can use chart tips to identify each element in a chart. A chart tip displays the name of an individual element when the cursor is placed over it. Being able to identify each element helps you when creating and editing charts. If you have difficulty selecting a chart element by clicking it with the mouse, you can select it from the Chart Elements list in the Current Selection group on the Ribbon. Chart Elements list Not all elements appear in every chart type. For example, pie charts do not have axes. The more common chart elements and their descriptions are listed in the following table. Element Chart area Plot area Category axis (x axis) Value axis (y axis) Chart title Legend Series markers Data points Gridlines Description The entire area within the chart border, including the chart itself and all related elements. The area in which Excel plots data. The axis that contains the categories being plotted. It is usually the horizontal axis. The axis that contains the values being plotted; usually the vertical axis. Text describing the chart; it is automatically centred and placed at the top of the chart. Describes the data series being plotted. Graphic elements that make up your data plot, such as bars or lines. The chart tip names each series using the name displayed in the legend. The individual parts of a data series. Data points can be bars, points on a line, a slice of a pie, a circle, etc. Data points are identified in chart tips by the series name and the value of the data point. Lines that extend from an axis across the plot area to help guide the eye from the data point to its corresponding value. WWP Training Limited Page 91

92 Formatting Charts Hint You should be careful when selecting a chart element. For example, it is easy to select the plot area when you are trying to select the category axis. Therefore, when you select a chart element, you should verify that the sizing handles appear around the correct element. 1. Click to activate the chart that you want to select an element on. 2. Select the Chart Tools > Layout tab or the Chart Tools > Design tab. 3. Click the drop down list on the Current Selection group. 4. Select the required element. FORMATTING CHART ELEMENTS Once you have identified a chart element and selected it as described in the previous topics, you can format it. Formatting allows you to modify the default appearance of the chart element. You can use formatting to make a chart element clearer to see and read, emphasise a particular feature or piece of data, or ensure that colours, fonts and effects are in line with your corporate house style (if applicable). Formatting options and commands vary depending on the type of chart in question. For example, 3-D charts have options for modifying the perspective of certain chart elements; an aspect that is not applicable to 2-D charts. Once you have selected an element, there are several ways to carry out the necessary formatting. Click commands from the Home tab (to change fonts, and text alignments), or the Table Tools > Design tab (colours, line styles and special text and shape effects, etc). Display the shortcut contextual menu for the object (by right clicking the element) and selecting Format <name of element>. Use the Format Selection command on the Ribbon to open the appropriate Format dialog box. This will contain options according to the type of element selected. Chart element formatting commands available on the Ribbon will meet most people s requirements. Additional settings can be accessed in the Format dialog box. 1. Select the chart element that you wish to reformat. 2. Select either the Chart Tools > Format or Chart Tools > Layout tab. 3. Click the Format Selection button in the Current Selection group. 4. In the dialog box, select the options you want. 5. When finished, click the Close button. WWP Training Limited Page 92

93 Formatting Charts OR 1. Hover the mouse pointer over the element that you want to format. 2. Click the right mouse button. 3. Select Format <name of element>. 4. Select preferences and options as necessary. 5. Click Close. APPLYING SHAPE STYLES In Excel 2007 and Excel 2010, many ready-made styles available on the Chart Tools > Design tab that make it quick and easy to format chart elements. Shape styles are used to modify colours, outlines and special effects of most chart elements, such as the chart and plot areas, data series, gridlines, etc. WWP Training Limited Page 93

94 Formatting Charts Shape styles can be further customised using commands on their respective groups on the Ribbon. The Shape Styles group (Chart Tools > Design tab) 1. To apply a Shape Style to a chart object, first select the chart element to which you want to apply the shape. 2. Select the Chart Tools > Format tab. 3. Select a built-in Shape Style from the gallery, and/or 4. Click the Shape Fill, Shape Outline, or Shape Effects commands to customise the existing style. 5. Move the cursor to the category you wish to use and then click the option you want. 6. The style will be applied to the element you selected. The Shapes Styles gallery Shape Customisation Commands (Fill, Outline, Effect) WWP Training Limited Page 94

95 Formatting Charts APPLYING WORDART STYLES In Excel 2007 and Excel 2010, many ready-made styles available on the Chart Tools > Design tab that make it quick and easy to format chart elements. WordArt styles are used to modify the actual text on a chart, such as the words used on the chart axis labels, axis titles, main chart title, legend, etc. WordArt styles can be further customised using commands on their respective groups on the Ribbon. The WordArt Styles group (Chart Tools > Design tab) 1. Select the chart text element to which you want to apply the style. 2. Select the Chart Tools > Format tab. 3. Select a built-in Shape Style from the gallery, and/or 4. Click the Shape Fill, Shape Outline, or Shape Effects commands to customise the existing style. 5. Move the cursor to the category you wish to use and then click the option you want. 6. The style will be applied to the text selected. The WordArt Styles gallery WWP Training Limited Page 95

96 Formatting Charts WordArt Customisation Commands (Fill, Outline, Effect) FORMATTING THE DATA SERIES The chart columns or bars, or pies can be enhanced with colours, gradients, pictures, etc. The lines and fills can be modified and Shadows or 3-D effects may also be used. All this is done using the Format Data Series dialog box. 1. To format a chart data series, first select the chart series you intend to modify. 2. Click on either Layout tab, or the Format tab under the Chart tools tab. 3. In the Current Selection group, click the Format Selection button. 4. In the format Data Series dialog box, make settings in any of the following sections: Series Options Fill Border Color Border Styles Shadow 3-D Format 5. When the settings have been made, click the Close button. WWP Training Limited Page 96

97 Formatting Charts ADDING AND REMOVING GRIDLINES Gridlines are the lines that start at the tick marks on an axis and extend through the plot area. Gridlines are usually added for a value axis since they make it easier to read the value of a data series. You can use gridlines for a category axis to create separations in the data. Excel includes two types of gridlines: major and minor. For a value axis, major gridlines appear along the numbers on the value axis and minor gridlines appear between the numbers. By default, only the major gridlines of the value axis are included in a chart. You can add or remove major and minor gridlines to and from the category or value axis while creating the chart, or after the chart is created. 1. To modify gridlines on a chart, first select the chart whose gridlines you wish to modify. 2. Click the Layout tab below the Chart Tools tab. 3. In the Axes group, click the Gridlines button. 4. In the list, click the option for the type of gridlines you wish to change. 5. From the list, choose which of the options you want. WWP Training Limited Page 97

98 Formatting Charts FORMATTING GRIDLINES You can change the line format of gridlines to differentiate between major and minor gridlines. The style of gridlines can be changed to dashed or dotted lines rather than solid lines. Additionally, you can change the colour and weight (thickness) of gridlines. 1. To modify the gridlines on a chart, first select the chart you intend to modify. 2. Click the Layout tab below the Chart Tools tab. 3. In the Axes group, click the Gridlines button. 4. In the list, click the option for the type of gridlines you wish to change. 5. Click the More Primary Vertical/Horizontal Gridlines Options 6. In the format Major Gridlines dialog box, set the options you require from the Line Color, Line Style, and Shadow, sections. 7. Click the Close button. WWP Training Limited Page 98

99 Formatting Charts FORMATTING AN AXIS You can change the formatting of the X or Y axis in the Format Axis dialog box. 1. To format an axis in a chart, first select the chart containing the axis you intend to change. 2. In the Axes group of the Layout ribbon, click the Axes button. 3. Choose from the Primary Horizontal and Primary Vertical Axis options. 4. At the bottom of the list is the option to open the Format Axis dialog box. 5. Click on this option. 6. Choose one of the following sections to format the axis: Number Fill Line Color Line Style Shadow 3-D Format Alignment 7. Once you have set your requirements, click the Close button. WWP Training Limited Page 99

100 Formatting Charts You can modify the style, colour, and weight of the axis line. Additionally, you can display and format tick marks. Tick marks (graduations) are small hatch lines that indicate the major and minor units on a Y axis or the categories on an X axis. The axis text can also be formatted. CHANGING THE TEXT ORIENTATION When formatting an object involving text, you can also affect the text alignment in the format dialog box. The Alignment section allows you to set margins and vertical alignment within the object, as well as select, or specify angles of alignment for the text itself. Changing the text orientation is useful if you have long axis titles that do not fit horizontally without making the font sizes too small to read or being omitted. WWP Training Limited Page 100

101 Formatting Charts 1. Select the axis that you want to change the text orientation for. 2. Select the Chart Tools > Layout tab. 3. Click the Format Selection button in the Current Selection group. 4. Click Alignment at the left. 5. Select your preferences for the axis text alignment. 6. Click Close. Or 1. Select the axis that you want to change the text orientation for. 2. Select the Home tab. 3. Click the Orientation command in the Alignment group. ADDING A DATA TABLE A data table displays the chart values in a grid below the chart. Whereas charts are useful for providing a visual display of relative amounts, data tables are useful for displaying the actual chart values. Data tables can require a large amount of space in the chart area and may significantly reduce the amount of space available for your chart. You can resize the chart to accommodate the data table, if desired. WWP Training Limited Page 101

102 Formatting Charts Chart with Data Table 1. To show or hide a chart data table, first select the chart you want to modify. 2. Click the Layout tab under the Chart tools tab. 3. Click the Data Table button. 4. Choose from the selection as follows: None Show Data Table Show Data Table with Legend More Data Table Options (this opens a format box which has options for borders and legend keys in the data table). 5. If you opened the Format box, click the Close button when your choices have been made. CREATING AN EXPLODED PIE CHART Pie charts are useful to show how individual data compares to a total. The total pie represents one data series, and each slice of a pie represents the data for a single category WWP Training Limited Page 102

103 Formatting Charts within the series. Pie charts are also used to compare an individual item of data to the whole, such as hockey equipment sales to the total sporting equipment sales for the year. Slices can be pulled away from the rest of the pie chart to call attention to individual data items. This process results in what is called an exploded pie chart. You can explode all the slices of a pie chart or just selected ones. 1. To explode a pie chart, first select the chart you intend to modify. 2. Click the pie to select it. 3. Move the mouse cursor to the portion you wish to move. 4. Hold down the left mouse button and drag the portion out as far as required. Exploded Pie Chart ADJUSTING THE 3-D VIEW You can use the Format Chart Area dialog box to change the 3-D perspective of a chart. You can either use the Elevation and Rotation buttons or enter specific values into the corresponding boxes. WWP Training Limited Page 103

104 Formatting Charts 1. To adjust the 3-D view of a chart, first select that chart. 2. In the Background group of the Layout ribbon, select 3-D Rotation. 3. Activate the 3-D Rotation section of the Format Chart Area dialog box. 4. Modify your settings as required. 5. Click the Close button. RESETTING A CHART All Excel charts are based on a style, even if its fonts, colours, borders and special effects have been customised as described in the previous topics. You can see which style a chart is based on by selecting it and looking in the Chart Styles Design gallery for the one that has a yellow border around it. If the chart has been modified and you wish to restore it to its original base style, you can click the Reset to Match Style command on the Ribbon. You can reset the entire chart or you can reset individual elements. 1. Select the chart element that you want to reset or, select the Chart Area to reset the entire chart. 2. Select the Chart Tools > Design tab or the Chart Tools > Layout tab. 3. Click the Reset to Match Style command in the Current Selection group. WWP Training Limited Page 104

105 Formatting Charts DELETING A CHART If you no longer need a chart, you can delete it from the worksheet. When you delete a chart, only the chart is deleted; the data from which the chart was created remains in the worksheet. 1. To delete a chart sheet, first select the chart sheet. 2. Use the right button of the mouse to click the Chart sheet name. 3. From the shortcut menu, select Delete. 4. In the message box, confirm by clicking the Delete button. To delete an embedded chart, simply select the chart and press the [Delete] key. WWP Training Limited Page 105

106 Formatting Charts EXERCISE Format a chart. 1. Open Region Display the Chart1 sheet, if necessary. 3. Add the chart title, First Quarter Sales, and the value (Y) axis title, Sales. 4. Add the data table to the chart. 5. Select the value (Y) axis. Format the numbers without decimal places. 6. Display the By Week sheet and select the pie chart. 7. Explode the Week 3 pie slice. 8. Orient the pie slice labels to - 45 degrees. 9. Select the chart title. Bold it and increase its font to 14 points. 10. Adjust the elevation of the pie chart to 10 and the rotation to Delete the pie chart. 12. Close the workbook without saving it. 13. Open Chtfmtex. 14. Add minor gridlines to the value (Y) axis to the chart in the Chart1 sheet. 15. Change the colour of the minor gridlines to white. WWP Training Limited Page 106

107 LESSON 9 - ADVANCED CHARTING In this lesson, you will learn how to: Change the axis scaling Add data from different worksheets Use a secondary axis Create a combination chart Add a trendline Add analysis lines and bars to charts Manage negative values Handle empty cells in data Link chart titles to worksheet cells Create chart templates Apply chart templates

108 Advanced Charting CHANGING THE AXIS SCALING In the Format Axis dialog box, selecting the Axis Options section allows you to control the lowest and highest numbers on the axis, and options to control how the axis is divided between the minimum and maximum values, and the frequency of major and minor gridlines. You can also set the number where the category axis crosses the value axis. The default is 0, but you can change it to any number between the maximum and minimum values. 1. Select the axis on the chart that you want to change the scaling for. 2. Select the Chart Tools > Layout tab. 3. Click the Axes command and point at the relevant axis in the side menu. 4. Select an option from the menu. 5. If using the More Primary Vertical Axis Option command, select preferences from the dialog box and when finished click Close. WWP Training Limited Page 108

109 Advanced Charting Vertical Value (Y) Axis options ADDING DATA FROM DIFFERENT WORKSHEETS You can add data series from different worksheets to the same chart by using the Select Data Source dialog box. This option is useful when you want to compare similar data from different locations. 1. To add a data series, first click the chart you want to edit. 2. Click the Design tab below the Chart Tools tab. 3. In the Data group, click the Select Data button. 4. Move to the other worksheet and select the data you want to include. 5. Click the OK button. 6. In the Select Data Source dialog box, the new series has been added. 7. Click the OK button. For example, you may want to compare the sales of similar products from different regions; however, each region s data is kept on separate worksheets. The product sales data series from each worksheet can be added to the same chart using the Select Data Source dialog box. USING A SECONDARY AXIS Charts can display two different types of data, such as volume of sales compared to square footage. When a chart contains mixed data types, you need to plot the second type of data on a secondary value (Y) axis (also known as the Z axis). The secondary (Y) axis appears on the right side of the plot area with its own measurement scale. 1. To specify a secondary axis in a chart, first select the series you intend to use with a secondary axis. 2. Click the Layout tab or Format tab below the Chart Tools tab. 3. In the Current Selection group, click the Format Selection button. 4. In the Format Data Series dialog box, select the Series Options section. WWP Training Limited Page 109

110 Advanced Charting 5. Click to put a check in the check box labelled Secondary Axis. 6. Click the Close button. CREATING COMBINATION CHARTS You can mix different chart types within a single chart to create a combination chart. For example, you can show the total sales for a product in a column format and, at the same time, show the number of retail outlets in a line format. Mixing chart types can help show the relationships between the data series more accurately and improves the chart s overall appearance and clarity. 1. To change the chart type of a single data series, first select the data series you intend to change. 2. Click the Design tab under the Chart Tools tab. 3. In the Type group, click the Change Chart type button. 4. Click the chart type you want. 5. Click the OK button. WWP Training Limited Page 110

111 Advanced Charting ADDING A TRENDLINE Because of the varying height of the bars in a column chart, it is sometimes difficult to determine the general direction of the action. Excel enables you to quickly add a trendline to a data series. A trendline has the effect of smoothing out the rough spots in a chart and giving you a better picture of the data series, whether the relationship is linear, exponential, or moving average. Trend lines are commonly used for data charted over time. 1. Select the chart you want to add the trend line to. WWP Training Limited Page 111

112 Advanced Charting 2. Click the Layout tab under the Chart Tools tab. 3. In the Analysis group, click the Trendline button. 4. Choose a trendline which suits your purpose. 5. In the Add Trendline box, choose which series to add the trendline to. 6. Click the OK button. OR 1. After clicking the Trendline button, click the More Trendline Options 2. After choosing a series, you can provide more specification for your trendline in the Format trendline dialog box. 3. When you have specified your requirements, click the Close button. WWP Training Limited Page 112

113 Advanced Charting ADDING ANALYSIS LINES AND BARS TO CHARTS In line or bar charts, you can add series lines, drop lines, high-low lines, up/down bars, or error bars with different options to make the chart data easier to understand. Series lines connect data series in 2-D stacked bar and column charts while Droplines extend a data point to a category in a line or area chart. High-low lines show the highest to the lowest value in each category in 2-D charts. 1. To display analytical lines or bars, first select the chart you want to modify. 2. Click the Layout tab under the Chart Tools tab. 3. In the Analysis group, click one of the following according to what you want to display: Lines for Drop Lines, High-Low Lines or Series Lines Up/Down Bars Error Bars. 4. The Error Bars list includes the opportunity to open the Format Error Bars dialog box to provide your own specifications for the Error Bars. Error bars display potential error amounts graphically relative to each data marker in a data series. Such bars are of use in statistical data. WWP Training Limited Page 113

114 Advanced Charting MANAGING NEGATIVE VALUES The default Value (Y) Axis settings can cause clarity problems when charting negative values. The labels for the scale appear on the plot area itself and can become overwritten by the series data bars (see picture below). There are two techniques that can be employed to resolve this situation. Drop the category labels to the bottom of the chart and remove the tick marks from the X axis. Specify where the X axis crosses the Y axis. 1. Right click the Horizontal Category (X) axis. 2. Select the Format Axis... command. 3. In the Axis Options pane, select Low in the Axis labels: drop down list. 4. Select None in the Major tick mark type: drop down list. 5. Select None in the Minor tick mark type: drop down list (if necessary). 6. Click Close. WWP Training Limited Page 114

115 Advanced Charting Or 1. Right click the Vertical Value (Y) axis. 2. Select the Format Axis... command. 3. In the Axis Options pane, select the Axis Value option in the Horizontal axis crosses: section. 4. Enter a negative value in the text box equal to or smaller than the lowest value in the data that you are plotting on the chart 5. Click Close. When you manually enter values for a scale, be careful that they are still relevant if the data changes; you will need to update them again manually. CHARTING EMPTY CELLS Excel does not plot empty cells on charts and hence, leave gaps in the data. There are three options that you can use to tell Excel how to show your deal with such cells. Gaps leave them as gaps (default) Zero - Treat them as zeros so that the line drops to zero. Connect data points with lines (interpolated) - Fills in the gaps created with connecting lines. The graphs below show the three alternatives where there is a blank cell for April. Leave gaps Treat as zero Connect with lines WWP Training Limited Page 115

116 Advanced Charting 1. Select the chart. 2. Select the Chart Tools > Design tab. 3. Click the Select Data command in the Data group. 4. Click Hidden and Empty Cells button in the bottom left. 5. Select the appropriate options (Connect data points with line is only available for line charts). LINKING CHART TITLES TO WORKSHEET CELLS You can link the text for your chart titles (eg. a heading) directly to a cell on the spreadsheet. This is useful to ensure that a chart title is always kept up to date with the latest data shown on the worksheet. 1. Select the title label on the charts. 2. Type = 3. Select the sheet containing the text that you want to link to the title. 4. Click the cell containing the text that you want to link to the title. WWP Training Limited Page 116

117 Advanced Charting 5. Press Enter. Hint You can use a string formula to combine text and values in a cell so that a heading will automatically update. For example, if cell A1 on Sheet1 contains the current date, a title can be made to automatically shown it as follows: = Sales chart data for & Sheet1!A1 SAVING A CHART TEMPLATE You may have a chart that contains all the basic formats and characteristics you want in all your charts. You can use this chart as a model for creating other charts by identifying the chart as a chart template. 1. To create a custom chart template, click the chart you want to save as a template. 2. Click the Design tab under the Chart Tools tab. 3. In the type group, click the Save As Template button. 4. Check that the Charts folder appears in the Save in: box. 5. Type a name for the chart template. 6. Click the Save button. WWP Training Limited Page 117

118 Advanced Charting APPLYING A CHART TEMPLATE Once you have created chart templates, you can use them on charts you have just created, or use them to change the chart type of an existing chart. 1. To apply one of your own chart templates, click the Insert tab. 2. Click the Charts dialog box Launcher. 3. In the Change Chart Type dialog box, click the Templates folder. 4. Choose the chart template to be used. 5. Click the OK button. Or 1. You select the chart you want to change using your own template. 2. Click the Design tab under the Chart Tools tab. 3. In the Type group, click the Change Chart Type button. 4. In the Change Chart Type dialog box, click the Templates folder. 5. Choose the chart template to be used. 6. Click the OK button. WWP Training Limited Page 118

119 Advanced Charting EXERCISE Create and modify charts. 1. Open Chtfmtex. 2. Add minor tick marks to the inside of the value (Y) axis. 3. Change the value (Y) axis scale to display minor units at Change the number format of the value (Y) axis scale to Currency. Format the numbers with a Pound Sterling sign and no decimal places. 5. Change the colour of the Feb data series marker to green. 6. Change the chart type for the whole chart to a column chart. (Remember to deselect any series markers before you do this step.) 7. Display the 1st Qtr worksheet. Copy the first quarter percentages in the range I2:I6 to the chart on the Chart1 sheet. 8. Select the 1Q-%Ttl data series. 9. Plot the 1Q-%Ttl data series on the secondary axis. 10. Change the chart type for the 1Q-%Ttl data series to a line chart type. 11. Use the column chart to create a chart template named Qtr. 12. Select the range A2:E6 in the 2nd Qtr worksheet and create a chart based on the Qtr chart template. 13. Change the chart title to Second Quarter Sales and carry out any other design and/or layout changes that you think necessary. 14. Move the chart to its own chart sheet. 15. Select the 2Q-Ttls data series in the Chart2 sheet and delete it from the chart. 16. Close the workbook without saving it. WWP Training Limited Page 119

120 LESSON 10 - USING TABLES In this lesson, you will learn how to: Use a table database Apply a style to a table Create a table database Modify a table database

121 Using Excel Tables CONCEPTS AND TERMS Excel is not only a very useful tool for calculating values, it can also be used to manage and analyse tables of information such as inventory lists or customer databases. A database is a collection of information arranged in such a way as to make it easy to access. In Excel you can quickly change a range of cells into a table and then format the data using Quick Styles. Excel has built-in database management capabilities. You can treat a worksheet or portions of a worksheet as a database table. Using an Excel table, you can enter, edit, locate, and sort information. There are also special database functions to assist you in analysing the data. Where large ranges are concerned, filter tools enable you to extract, or view, just the information you need to consider, rather than the whole range every time. CREATING A TABLE In Excel you can enter data on a worksheet to create a table, in the same way as any other data but the positioning of the field names (headings) and range must follow certain basic rules. Field names must be entered in a single row that is the first row in the list. Each record of data must be entered in a single row. There must be no blank rows in the range of data. Only one worksheet may be used for the range of data. A field occupies a single column of a database and contains a single piece of information in each record. You can enter text, numbers, formulas, dates, or functions into a field. A WWP Training Limited Page 121

122 Using Excel Tables computed field contains formulas or functions. Excel uses the top row of the list (the column labels) as the field names. 1. To create a table, open a blank worksheet. 2. Enter a label for each field in adjacent columns across the first row of your table. 3. Enter field information for each record in its own row. 4. Select the range of cells for the table, including the labels (headings). 5. Click the Insert tab. 6. In the Tables group, click the Table button. 7. In the Create Table dialog box, adjust the table size, if necessary. 8. Click to place a check in the My table has headers check box. 9. Click the OK button. If you already have a continuous range of data which you wish to convert to a table, you can do this by clicking anywhere in the data and then clicking the Table button in the Tables group of the Insert ribbon. FORMATTING A TABLE Excel has a gallery of table styles based on the current theme. Each table style contains combinations of fill colours and patterns, font attributes and specifications, and borders for the table. The styles are to be found in the Home ribbon, and also in the Table Tools Design ribbon. WWP Training Limited Page 122

123 Using Excel Tables 1. To apply a Quick Style to a table, select a cell, or range of cells, in the table to which you intend to apply a style. 2. Click the Home tab. 3. In the Styles group, click the Format as Table button. 4. Select a table style to be applied to your table. MODIFYING A DATABASE TABLE Maintaining a database involves modifying database objects. You can modify a database by adding and deleting records and fields. New records can be added at the end of your database, or you can insert a new row in the database in order to add a record in a particular area. You can also delete records by deleting WWP Training Limited Page 123

124 Using Excel Tables the row that contains the record. When you delete a row, Excel adjusts any database ranges as needed. If you simply clear the contents of the record, the blank row can cause problems with sorting and locating records. 1. To insert, or delete, a row in a table, use the mouse right button to click the number of the row. 2. From the shortcut menu, select Insert, or Delete, as required. WWP Training Limited Page 124

125 Using Excel Tables EXERCISE Working with the Excel tables feature 1. Open Person4 and display the PartTime worksheet, if necessary. 2. Create field labels in row 5 as shown in the following table: Cell A5 B5 C5 Field label LastN FirstN Status 3. Add the following three records to the database: Field Field Data Last Name Barnes Jefferson Stevens First Name Kelly Althea Robert Status Insert the following new record in the database above the Robert Stevens record: Field Field Data Last Name Davis First Name Mary Status 3 5. Insert a new field before the Status field and label it Department. 6. Select the Employees worksheet. 7. From the list, make a table, and apply a style. 8. Close the workbook without saving it. WWP Training Limited Page 125

126 LESSON 11 - MANAGING DATA In this lesson, you will learn how to: Sort lists Quick Sort in ascending/descending order Sorting by multiple fields Find data Replace data Find and replace cell formats

127 Managing Data CONCEPTS AND TERMS You can arrange data in a list by the entries in a particular column. A list is a range of cells organized with similar sets of data in each column. For example, you may have a list containing employee data, with columns for the first name, last name, department, salary, and age. You can sort the list alphabetically by employee name or numerically by salary. You could also group the employees alphabetically by department. Excel uses the following guidelines when sorting data: Rows with duplicate items in the sort column remain in their original order. Rows with blank cells in the sort column are placed last in the sorted list. Hidden rows are not moved. QUICK SORT IN ASCENDING/DESCENDING ORDER You can sort a list in either ascending or descending order. Ascending order sorts a list from the lowest to highest value. Descending order sorts a list from the highest to lowest value. Lists are sorted by the column that contains the active cell. The order of an ascending sort is listed below: 1. Numbers are sorted from the smallest negative number to the largest positive number. 2. Dates and times are sorted based on their underlying value. 3. Text and text that includes numbers is sorted as follows: (space)! " # $ % & ( ) *,. / : [ \ ] ^ _ ` { } ~ + < = > A B C D E F G H I J K L M N O P Q R S T U V W X Y Z. 4. FALSE logical values are sorted before TRUE logical values. 5. All error values are equal and are not sorted. 6. Blanks are always sorted last. 1. Select a single cell in the column that you want to sort on. 2. Click the Home tab. 3. In the Editing group, click the Sort & Filter button. 4. Choose from the list as required. OR 1. Select a single cell in the column that you want to sort on. 2. Click the Data tab. 3. In the Sort & Filter group, click the Sort Ascending button, or the Sort Descending button. WWP Training Limited Page 127

128 Managing Data The Home tab Edit group The Data tab Sort & Filter group (Ascending command) The Data tab Sort & Filter group (Descending command) SORTING RECORDS BY MULTIPLE FIELDS Frequently, many records contain the same information in the primary sort field. For example, if you sort by the Department field, several employees may be in the same department. You can refine a search using a secondary sort key. To sort records by last name within a department, you can use the Department field as the primary sort key and the Last Name field as a secondary sort key. In addition, you can add a third sort key (such as the First Name field). 1. Select a single cell anywhere in the table. 2. Click the Data tab. 3. In the Sort & Filter group, click the Sort button. 4. In the Sort dialog box, click the Column list arrow to select a sort field. 5. Click the Sort on list arrow, and then select a sort field. 6. Click the Order list arrow and select a sort field. WWP Training Limited Page 128

129 Managing Data 7. Add another level of sorting by clicking the Add Level button and specify the sort conditions for that level. 8. To change the sort order, click on a sort and click the Move Up or Move Down buttons accordingly. 9. If necessary, delete or copy levels. 10. When the sort has been set, click the OK button. FINDING DATA You can search selected cells, worksheets, or entire workbooks for specific characters, numbers, and formats. This option is useful when you are trying to locate names or numbers in a large worksheet. The Find and Replace dialog box contains two pages, the Find page and the Replace page. These pages are identical, except that the Replace page contains an additional Replace with box. Both the Find what and Replace with boxes provide a list of up to five previous entries made in each box respectively during the current Excel session. 1. To find cell contents, click at the beginning of the worksheet. WWP Training Limited Page 129

130 Managing Data 2. Click the Home tab. 3. In the Editing group, click the Find & Replace button. 4. Click on Find 5. Type the text you want to find. 6. Click the Find Next button until the text you require is highlighted. 7. You can carry on clicking on Find Next to find each instance of the cell contents. 8. To find all the cells with the contents you specified, click on Find all. 9. If the end of the worksheet is reached, a message box will be displayed, just click the OK button. 10. Click the Close button. REPLACING DATA If you have the same entry in several locations in a worksheet and you want to change that entry in all locations at one time, rather than retyping the entry for each occurrence, you can use the Replace feature. 1. To replace data in cells, first click at the beginning of the worksheet. 2. Click the Home tab. 3. In the Editing group, click the Find & Replace button. 4. Click the Replace tab. 5. In the Find what: box, type the text you want to find. 6. In the Replace with: box, type the text you want to replace with. WWP Training Limited Page 130

131 Managing Data 7. If you click the Options>> button, you can provide more specifications for your find/replace. 8. Click the Find Next button to begin the search. 9. Click the Replace button to replace the existing text, or click the Replace All button to replace text throughout the entire worksheet. 10. If the end of the worksheet is reached, a message box will be displayed, just click the OK button. 11. Click the Close button. The Replace feature locates the entry in the Find what box and prompts you to replace it with the entry in the Replace with box. You can use the Replace dialog box to find and replace the cell formatting as well as text and number formatting. Clicking the Format buttons for either Find or Replace will open the Format Cells dialog box with the new titles of Find Format, or Replace format. In these boxes you can specify any aspect for your find/replace action. There is even a Choose Format from Cell button which allows you to use an eyedropper to select a cell with the formatting you want. WWP Training Limited Page 131

132 Managing Data EXERCISE Manage data in a worksheet. 1. Open Person1. 2. Sort the list in the Employees worksheet in oldest to newest order by hire date. 3. Sort the list in the Administration worksheet in ascending (A to Z) order by last name. 4. Use the Find and Replace dialog box to find employees with a status of 2. Notice that Excel locates any entry in the worksheet containing the number Select the Match entire cells contents option in the Find and Replace dialog box. Now, use the Find All button to find all employees with a status of 2. Notice that Excel locates entries that contain only the number 2, for a total of 16 found occurrences. 6. Find and replace all occurrences of a status of 7 with a status of 5. Be sure to find entire cells only. 7. Use the Replace dialog box to format all entries of Sales as italic with a red font. 8. Close the workbook without saving it. WWP Training Limited Page 132

133 LESSON 12 - USING AUTOFILTER In this lesson, you will learn how to: Enable AutoFilter Use AutoFilter to filter a list Clear AutoFilter criteria Create a custom AutoFilter Aggregate data in a filtered list Disable AutoFilter

134 Using AutoFilter CONCEPTS AND TERMS A list is a range of cells organized with similar sets of data in each column. Column labels describe the data in the corresponding column, also known as a field. The information displayed across each row is called a record. When data is in an organized list, you can filter the data to display only selected information. A filter is a set of conditions (criteria) that must be met. When you enable a filter, only the rows (records) matching the filter conditions appear. The AutoFilter feature allows you to easily create and change filters in a list. When AutoFilter is enabled, AutoFilter arrows appear in the column label cells. You can then select criteria from one or more fields. Since AutoFilter adds drop-down lists to column label cells, the list must contain column labels in order to use this feature. AutoFilter List (Excel 2007) AutoFilter List (Excel 2010) WWP Training Limited Page 134

135 Using AutoFilter 1. Select a single cell in the table or list. 2. Click the Data tab. 3. In the Sort & Filter group, click the Filter button. 4. Arrows appear at the top of each column. 5. Click the list arrow of the field (column) where you want to search. 6. Select the item that records must match in order to be included in the filtered table. 7. Repeat for other fields if other filters are to be applied. 8. The filtered list arrows show filter icons indicating that the field (column) has been filtered. SEARCHING FOR AUTOFILTER CRITERIA (EXCEL 2010 ONLY) The AutoFilter list offers a search box to help you find criteria more easily when there are many items listed. Take the example of where you need to filter addresses of all your contacts in Manchester from a column containing two or three hundred towns and cities. It would involve scrolling down the list a considerable way to find and place a tick next to the Manchester criteria. WWP Training Limited Page 135

136 Using AutoFilter Excel 2010 offers a search box where as you start to type into it, it immediately starts a filtering process to find your criteria. Taking the example above, by typing man into the search box, you quickly get to the criteria that you want. 1. Select a single cell in the table or list. 2. Click the Data tab. 3. In the Sort & Filter group, click the Filter button. 4. Click the down arrow of the field (column) where you want to search. 5. Begin typing the first few characters of the item that you want to filter on. 6. Select the check box for the item that you want in the list below. 7. Click OK. CLEARING AUTOFILTER CRITERIA When you filter by a column or columns, you will usually need to remove the filter in order to view the complete table again 1. To clear one filter, click the drop down arrow for that field. 2. In the list, click Clear Filter From <field>. 3. To clear all filters in a worksheet, click the Clear button in the Sort & Filter group. 4. To turn off AutoFilter, click the Filter button in the Sort & Filter group, to deselect it. WWP Training Limited Page 136

137 Using AutoFilter USING COMPARISON CRITERIA IN A FILTER Sometimes, you may need to filter on items that are not shown specifically shown at the bottom of the Autofilter drop-down list. These are usually cases where a comparison criteria needs to be used. Comparison criteria is normally used with numeric data to filter out numbers that are: greater than less than greater than or equal to less than or equal to...another number. It is not unusual, however, to use the same comparison criteria with text. For example, in a column of names, a comparison criteria of Is Greater Than or Equal to M, would filter out all names commencing with the letters M to Z. Other comparison criteria supported by the Excel AutoFilter include: Equals Does not equal Begins with Does not begin with End with Does not end with Contains Does not contain Like the comparison criteria listed previously, these can also be used with both numbers (especially useful with code numbers) and text. WWP Training Limited Page 137

138 Using AutoFilter You can use the question mark (?) and asterisk (*) wildcard characters to enter criteria. Hint The question mark (?) represents a single character, whereas the asterisk (*) represents an unspecified number of characters. For example,??s* would display all items where the first two characters can be anything, the third character must be an S and there can be any number of any type of character following the S. Excel provides a large number of ready-made comparison criteria in the AutoFilter dropdown list. The list varies depending on the type of data being filtered. For example, it would be illogical to have the Above Average or Below Average criteria in a text filed! If the comparison criteria you wish to use is not listed, you can select the Custom Filter command and create your own. 1. Select a single cell anywhere in the table. 2. Click the Data tab. 3. In the Sort & Filter group, click the Filter button. 4. Click the list arrow next to the first field (column) you want to include in the search. 5. In the list, hover the mouse pointer over the <field type> Filters. The name of this command will vary depending on the data contained in the column but will one of the following: Text Filters Number Filters or Date Filters 6. Select the required comparison criteria from the side menu. 7. In the Custom AutoFilter dialog box, enter the values for your filter. WWP Training Limited Page 138

139 Using AutoFilter 8. Click the OK button. 9. Repeat for other fields as necessary. Text Comparisons Number Comparisons Date Comparisons AGGREGATING A FILTERED TABLE The SUM function should not be used to create a total for a column in a filtered list. The SUM function will include in the total any hidden cells and hence, possibly produce an incorrect result. The same applies to other commonly used aggregations type functions such as: AVERAGE, COUNT, COUNT, MAX, MIN and others. The solution is to use the SUBTOTAL function because as this is designed to add up visible cells only (and one or two other uses). The syntax of the SUBTOTAL function is as follows: where... = SUBTOTAL (function_num, ref1, ref2...) function_num is a numeric value (1 11) specifying which function to use in calculating the subtotals, and ref1, ref 2, etc. are the named ranges or cell references for which you want the subtotal. therefore... =SUBTOTAL ( 9, C3:C20 )...would create a total for visible cells in the range C3 to C20. In a filtered list, the 11 function_num options to use are as follows: WWP Training Limited Page 139

140 Using AutoFilter function_num Function 1 AVERAGE 2 COUNT 3 COUNTA 4 MAX 5 MIN 6 PRODUCT 7 STDEV 8 STDEVP 9 SUM 10 VAR 11 VARP 1. Select the cell where you want to return the result of the SUBTOTAL function. 2. Type =SUBTOTAL( 3. Type the function_num (see table above) for the calculation. 4. Type a comma, 5. Type or select the range for which you want the subtotal. 6. Type a closing bracket ) 7. Press Enter. Creating a total for a filtered list using the SUBTOTAL function Hint NB If creating the subtotal in a cell at the bottom of a filtered column, click the AutoSum button and a SUBTOTAL function will be automatically created for you. Hint The SUBTOTAL function should also be used to create totals where rows (and/or columns) have been hidden manually, or where Grouping and Outlining tools have been used to hide rows and/or columns. WWP Training Limited Page 140

141 Using AutoFilter In such cases, the following function_num options must be used. function_num Function 101 AVERAGE 102 COUNT 103 COUNTA 104 MAX 105 MIN 106 PRODUCT 107 STDEV 108 STDEVP 109 SUM 110 VAR 111 VARP WWP Training Limited Page 141

142 Using AutoFilter EXERCISE Use AutoFilter. 1. Open Person2. 2. Click anywhere within the table. 3. Enable AutoFilter. 4. View only the employees in the Administration department. 5. Display all records. 6. View all employees earning less than 25, Display all records. 8. Create a Between condition to view employees with salaries more than or equal to 25,000 and less than or equal to 40, Display all records. 10. De-activate AutoFilter. 11. Close the workbook without saving it. WWP Training Limited Page 142

143 APPENDIX A - WORKING WITH DRAWING OBJECTS In this lesson, you will learn how to: Work with drawing objects Draw enclosed objects Draw a line Select filled and unfilled objects Move an object Add text to an object Select text in an object Resize an object Format outlines Change and remove the fill colour Delete an object Work with SmartArt Graphics

144 Working with Drawing Objects CONCEPTS AND TERMS A drawing object is a shape that is drawn directly on a worksheet to enhance it. For example, arrows can be used to point to important data. Drawing objects can also be used to draw attention to trends or growth spurts in charts. Drawing objects float on top of cells and can be moved or copied to any location on a worksheet. Once drawn, objects can be modified to change their shape, size, colour, fill, and pattern, as well as a number of other attributes. An object can be removed by selecting that object and pressing the [Delete] key. The Illustrations group on the Insert ribbon allows you to create objects, while the Drawing Tools ribbon provides the necessary tools to format, and arrange your objects. DRAWING SHAPES In Excel there is a large gallery of shapes which can be placed on a worksheet. The gallery can be accessed from the Insert and format tabs by clicking the Shapes button. You can draw enclosed objects and then move, copy, and/or resize them as desired. If filled objects are drawn in front of data in a worksheet, the data is hidden. You can, however, remove an object s fill, or change its transparency. Unfilled objects allow any data in the cells behind them to be seen. With rectangles and ovals, holding down the Shift key while dragging produces a square/circle. Holding down the [Alt] key while dragging aligns the shape to the cells of the worksheet. WWP Training Limited Page 144

145 Working with Drawing Objects Holding down the [Ctrl] key while dragging draws the shape outward from a centre reference. s To draw a shape, 1. Click the Insert tab. 2. In the Illustrations group, click the Shapes button. 3. Click the shape you want to draw. 4. Move the cursor to the worksheet and drag on the worksheet where you want to place the shape until the object is the shape and size you require. To resize a shape, 1. Select the shape you want to resize. 2. Place the mouse cursor on one of the sizing handles; 3. on one of the sides to change the size in the vertical or horizontal direction, 4. on one of the corner handles in both horizontal and vertical directions at once. 5. If the resize must be precise, set the size on the buttons in the Size group. To reshape a shape, If the shape has small yellow diamond (adjustment) handles, you can reshape that shape by dragging one of the yellow diamond handles to alter the form. WWP Training Limited Page 145

146 Working with Drawing Objects To add text to a shape, 1. Select the shape in which you intend to place text. 2. Type the text you require. 3. The text can be edited, or formatted, as with any text. To create a text box, 1. Click the Insert tab. 2. Click the Text Box button. 3. Do one of the following: 4. To add text that wraps, drag to create the box and start typing. Or 1. To add text that does not wrap, click and start typing. 2. Click outside the textbox to deselect it. WWP Training Limited Page 146

147 Working with Drawing Objects DRAWING LINES AND ARROWS Lines can be used to indicate separate sections of a worksheet. Lines can be drawn at various angles and positions. Drawn lines, as opposed to cell borders, can be drawn in the middle of cells and can also be moved and sized as desired. 1. To draw a straight line or arrow, click the Insert tab. 2. Click the Shapes button. 3. Click on a Line or Arrow shape In the Shapes gallery. 4. Drag the mouse cursor to draw a line, and release the mouse button when the line or arrow is the correct length. 5. If you hold down the [Shift] key while dragging, the angle of the line will be constrained to 45 0 increments. 6. When finished, the line has control handles which are used for modifying a shape. CREATING FREEFORMS If you need to create a customised shape, the freeform tools allow you to draw open lines or closed shapes. In order to edit such a shape, you use the Edit Points command. WWP Training Limited Page 147

148 Working with Drawing Objects 1. To draw a Freeform polygon, first click the Insert tab. 2. In the Illustrations group, click the Shapes button. 3. From the gallery select the Freeform tool. 4. Place the mouse cursor on the worksheet where you want the polygon to begin. 5. Click, and move, (do not drag, as that will draw a curve) the mouse to the position where you want the next point of the polygon. 6. Click again. 7. Continue until you have returned to the start point, then click again. 8. If you double-click before returning to the start point, the polygon will be an open shape. 9. The polygon will be formed with the default fill. COPYING AND MOVING OBJECTS After you have created an object, you can move it to a different area of the worksheet by dragging it to the desired location, or by using Cut and Paste. Copying can be done in similar manner. WWP Training Limited Page 148

149 Working with Drawing Objects 1. To copy or move an object, first select the object(s) you want to copy or move. 2. Click the Home tab. 3. In the Clipboard group, click the Copy button (to copy) or click the Cut button (to move). 4. Move to the worksheet area where you intend to paste the object. 5. Click the Paste button. 6. You can also move an object by selecting it, and then dragging it to its new location. 7. To copy, hold down the [Ctrl] key while dragging. QUICK STYLES Instead of modifying the formatting of a shape one attribute at a time, you can apply preset formatting with the Shape Quick Style gallery. 1. To add a Quick Style to a shape, first select the shape(s) you want to format. 2. Click the Format tab. 3. In the Shape Styles group, click the scroll up or down arrows to see the available styles. 4. As you move the mouse cursor over a style, your selected shape displays a preview of that style. 5. Click the style you want to be applied to the selected shape(s). WWP Training Limited Page 149

150 Working with Drawing Objects FORMATTING OBJECT SHAPES You can change the fill colour and/or outline colour of an object at any time. A line drawing object uses the Shape Outline colour as a solid or gradient, while the Shape Fill can be set to be solid, gradient, texture, or picture. These attributes may also have a transparency value. The formatting tools are all to be found on the Format ribbon. To set several attributes at once, the Format Shape command in the shortcut menu can be used. WWP Training Limited Page 150

151 Working with Drawing Objects To apply a colour fill to a shape, 1. Select the shape you want to fill. 2. If the shape already has a fill, click anywhere inside it but if the shape has no fill you must click the border of that shape. 3. Click the Format tab under Drawing Tools. 4. Click the Shape Fill button. 5. Select the fill colour option you want. Or If you wish to remove the colour fill, click the No Fill button. To apply a shape fill with a transparency 1. click the right mouse button on the shape you want to change. 2. In the menu, click on Format Shape 3. In the left pane, click on Fill. 4. Click the Solid Fill button. 5. Click the Color button. 6. Select the colour to be used. 7. Drag the transparency slider to gain the transparency you want. WWP Training Limited Page 151

152 Working with Drawing Objects 8. Click the Close button. APPLYING COLOUR OUTLINES TO SHAPES You can format lines by changing the line style, colour, and dash style. In an enclosed object, the line is the border around an object. In an open object, such as a line or an arrow, the line is the object itself. 1. To apply a colour outline to a shape, first select the shape you intend to modify. 2. In the Shape Styles group, click the Format tab under the Drawing Tools tab. 3. Click the Shape Outline button. 4. Select the outline colour you want. 5. You can also choose the thickness and style of the outline using the Shape Outline list. WWP Training Limited Page 152

153 Working with Drawing Objects CREATING SMARTART GRAPHICS SmartArt graphics provide shapes for diagrams that convey processes or relationship and are common throughout Office 2007 and have been produced to assist with reducing the amount of time needed to create and modify your own graphics. When you create a SmartArt graphic, you are prompted to choose a type such as Process, Hierarchy, Cycle, or Relationship. A type is similar to a category of SmartArt graphic, and each type contains several different layouts. The following list illustrates what each type may be used for. Type List Process Cycle Hierarchy Relationship Matrix Pyramid Purpose To show non-sequential information To show steps in a process or time line To show a continual process To show a decision tree or create an organisation chart To illustrate connections To show how parts relate to a whole To show proportional relationships 1. To create a SmartArt graphic, first click the Insert tab. 2. Click the SmartArt button. 3. In the left pane, click on a category. 4. In the right pane, click on a SmartArt graphic style type. 5. Click the OK button. 6. Text can be applied by clicking the Text Pane button on the left of the shape boundary. 7. Label the shapes by either: 8. using the Text Pane to enter text for the shapes OR Type text directly into each shape WWP Training Limited Page 153

154 Working with Drawing Objects MODIFYING SMARTART GRAPHICS Once your SmartArt graphic has been created, you can change, or rearrange, the shapes within the graphic to provide a customised look. 1. To add a shape to a SmartArt graphic, first select the shape you want to change in the SmartArt graphic. 2. Click the Design tab below the SmartArt Tools tab. 3. Click the Add Shape button. 4. Click to select from the list. 5. The shape is added to the graphic. Or 1. To change shapes in a SmartArt graphic, first select the shape(s) in the SmartArt graphic you intend to change. 2. Click the Format tab under the SmartArt Tools tab. WWP Training Limited Page 154

155 Working with Drawing Objects 3. In the Shapes group, click the Change Shape button. 4. Select the shape you wish to use to replace the selected shape(s). FURTHER FORMATTING OF SMARTART GRAPHICS You can use all the conventional formatting tools to change fills, outlines, colours, etc. as you can with ordinary shapes. However, there are extra formatting tools to be found on the SmartArt Tools Format ribbon. WWP Training Limited Page 155

156 Working with Drawing Objects Using combinations of the options you can configure any SmartArt graphic to your requirements. WWP Training Limited Page 156