Excel Part 2 Textbook Addendum

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1 Excel Part 2 Textbook Addendum 1. Page 9 Range Names Sort Alert After completing Activity 1-1, observe what happens if you sort the data in ascending order by Quarter 3. After sorting the data, chances are likely that the named ranges representing the North, South, East and West data no longer reference the correct cells. Use Range Names with caution, particularly row level range names such as in this example. What does Microsoft have to say about this? Arrgghh! 'Defined names refer to a cell reference and not to the cell contents specifically. When performing a Data Sort, you are only sorting the contents of the cells. Because of this, a defined name may not be referencing the same data after a sort.' Is there a workaround to this? A quick google search brought up multiple VBA solutions but unless you have VBA programming experience, that might not be the way to go. 2. Reminder - Formula Function Syntax All function formulas have three parts: 1) Equal sign 2) Function Word 3) Parenthesis, with or without arguments inside each argument separated by a comma Formulas can be copied down a page by positioning the mouse cursor in the lower right corner of the cell and double clicking. As long as there are no blanks in the data, one can easily move to the bottom/top/right/left of a long list by using the End key followed by an arrow for the position one is moving to. When selecting data, holding the shift key down as the End Arrow combination keys are used will select the entire row and/or column. 3. Activity 1-3, Pg (pg.19 in Rev S) I love this activity: it is chock full of great stuff. Step 3f has you type >=20, but observe the screenshot on page 19 shows the same text in quotes. If you use the Formula Wizard in step 3 (which the textbook does), Excel will automatically fix the formula to add those quotes. If you are manually typing the formula, you might have to manually type the quotes yourself. Why quotes? >=20 is only a partial statement it can t stand alone behind the scenes Excel is taking the TEXT of >=20 to perform the COUNTIF function. (Yes, that s confusing!) As of 3/7/18, the answer to step g is 7: remember that this will vary based on the current date! Cindy Kredo 2018 Rev Page 1 of 7

2 4. Lesson 1 Mastery Builder 1-1, Page 232 (Pg 234 Rev S) Additional help in completing this exercise: Step 2: Step 3: Select Cells A3:J13 Formula Ribbon Create From Selection Top Row (see image) Step 4: Step 5: Cindy Kredo 2018 Rev Page 2 of 7

3 Step 6 and 7: As of March, 2018, two telescopes would be given out. The author put this together some time ago! To check this out, change the date in cell B1 using 3/1/16 instead! Answers will match what is shown below. 5. Text Functions and Paste Special Topic E The textbook covers functions that modify case. If you use the Upper, Lower, or Proper functions to change the case of text (see textbook examples), you are left with two columns of data when you only need one. You can always hide the original text column(s), but I suggest copying and pasting the formula data in place using Paste Special Values. How? Copy text containing formulas (i.e. in the Upper textbook example in Figure 1-38, copy cells C1 through D5) Copy this data (in place) a special way: right mouse click Cell C1, select Paste Special Paste Special, Values. Delete the original cells used in the formula (in figure 1-38 that would be columns A and B). Cindy Kredo 2018 Rev Page 3 of 7

4 6. Advanced Filters Lesson 2 / Topic B (In the following, 2 pg # s are presented. If your textbook is Rev S, use the higher number.) The topic Advanced Filters is briefly covered on Page 60/62. The concept can be further explored using Activity 2-3 on database functions (Topic C, Pg. 69/71). It might be worth jumping ahead and reading the text 1(f) on Page 69/71! The Advanced Filter dialog box would be completed as follows in that example: Tip: To remove the filter, click the Clear button on the Data Ribbon Sort & Filter Group. 7. Copying Subtotaled Data Selecting, copying and pasting data that has been collapsed via the Subtotal feature does not work! To copy subtotaled data (totals only), do the following: 1. Use the mouse to highlight the cells to be copied (but do not copy yet) 2. On the Home Ribbon Find & Select, choose Go To Special from the menu. Check Visible Cells only (click OK to close dialog box) 3. CTRL C to copy your data (or right mouse click Copy) 4. Go to the first cell in the new location where you want to paste the subtotals and CTRL V to paste the data (or right mouse click Paste) The setting visible cells only is removed after you perform the paste. If you need to paste the data into another location, you would start over! 8. Converting Tables Back to Ranges (Lesson 3 / Topic A Supplement) The textbook provides solid information about tables, including the fact that cells that have been converted into a Table Object can be converted back into an ordinary range of cells. How? On the Table Tools Design Ribbon, select Convert to Range. This removes the table object but retains the cell formatting. I often convert a chunk of cells into a table and then quickly convert it back, simply taking advantage of the nice formatting that the table adds to the cells! Cindy Kredo 2018 Rev Page 4 of 7

5 9. Conditional Formatting Tips Textbook Expansion - When you copy and paste cells that have conditional formatting, new rules are created behind the scenes. Over time, the spreadsheet can become a mess of tangled conditional format rules! Recommend: After inserting/adding/moving any data with conditional formats, go to the Rules Manager and perform cleanup, consolidating rules where you can. - To quickly identify which cells on a worksheet are conditionally formatted, use the Home Ribbon Find & Select Conditional formatting option - The text coverage in Topic C provides SOLID information related to absolute and relative references in conditional formatting. It is worth taking the time to read this text thoroughly! 10. Modifying and Formatting Charts Activity 4-2 This activity drives the fact that chart formats can be quickly modified by changing (a) the chart layout; (b) the chart style; and/or (c) the chart type. The one that will best meet your needs can be subjective: try a handful of options to see which layout/style/type best presents the data at hand. A few tips: If a pie chart or line chart has too many categories to clearly present the data, try column or bar charts instead Changing the font type/size of labels is not done from the Format Data Labels dialog (which seems odd). To change the font type/size, right click the object to be formatted and select font (or, alternatively, a single left click on the item then allows the Home Ribbon formatting options to be used). Often a simple resizing of a chart makes a difference: resize using a diagonal arrow in the corners to maintain the chart scale The easiest way to change existing axis titles and/or chart titles is to click one time on the text to activate the item then type the desired text in the formula bar When the audience will benefit by having specific values, try adding a data table below the chart as shown (these are not available on pie charts) 11. Pivot Tables Unlike formulas and charts, pivot tables do NOT automatically refresh when the source data changes. To view data changes in a pivot table, right click in the pivot table and select Refresh. Auto Refresh on Open: Check out this box in the Pivot Table options dialog: Cindy Kredo 2018 Rev Page 5 of 7

6 12. GetPivotData as a Dashboard Tool (2 nd page number in the following is used for Rev S.) Create the same pivot table as shown in the textbook on Page 163/165 (Figure 5-17) using the Data tab in My Sales Data.xlsx file (Pg. 164/166): Add two dropdown fields and labels to the spreadsheet for the Region and Product as shown: How? Cindy Kredo 2018 Rev Page 6 of 7

7 Select Cell L3. Data Ribbon Data Validation Data Validation In this example, the cells that make up the Regions are in Cells B4 through F4. Do the same for Cell L4, using the source cells of A5:A13. Add a GetPivotData Function formula in cell L6 which references the choices selected in Cells L3 and L4! Compare this formula to the sample in the textbook on Page 163/165. Tip: If the regions and/or products will change in the source data, the list used in the dropdowns should come from a separate listing! This example assumes that you always have the same 9 products across the same five regions. Test the formula by selecting different regions and products. 13. Bonus Textbook Items You are strongly encouraged to key through the entire textbook within a few days of class. Several additional items, not covered in class due to time constraints, are in the Appendix. These include (but are not limited to): Common Keyboard Shortcuts Images / Screenshots / Word Art / Drawing Tools Array Formulas. Be sure to note the multi-cell Array Formula Rules : these are serious limitations make sure the benefit is worth the limitations! Cindy Kredo 2018 Rev Page 7 of 7

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