MICROSOFT Excel 2010 Intermediate Self-Study WorkBook

Transcription

1 MICROSOFT Excel 2010 Intermediate Self-Study WorkBook

2 COPYRIGHT This manual is copyrighted: S&G Training Limited. This manual may not be copied, photocopied or reproduced in whole or in part without the written permission of S&G Training Limited. Violation of these laws will lead to prosecution. All trademarks, products or services are trademarks or registered trademarks of their respective holders and are acknowledged by the authors. LIMITATION OF LIABILITY Every effort has been made to ensure that the information contained in this manual is complete and accurate. However, S&G Training Limited cannot be held legally responsible for any mistakes in printing or faulty instructions contained within the course material. The authors appreciate their attention being called to any errors or misprints. Information in this manual is subject to change without notice. Companies, names and data used in examples and exercises are fictitious unless otherwise stated. All training materials are designed to familiarise the user with the operation of software applications. We recommend that the user review the manuals provided on completion of the course. There are no warranties, expressed or implied, including warranties of merchantability or fitness for a particular purpose, made with respect to the materials or any information provided to the user herein. The author cannot be held liable for any direct, indirect, special, incidental or consequential damages arising out of the use or inability to use these notes.

3 Table of Contents Introduction... 1 Prerequisites... 1 Section 1: Advanced File Tasks... 2 Lesson 1.1: Using Windows Explorer within Excel... 3 Navigating using Windows Explorer... 3 Performing Basic Tasks with Windows Explorer... 4 Using Views with Windows Explorer... 6 Using the Windows Explorer Navigation Pane... 8 Step-By-Step Skill Sharpener Lesson 1.2: Saving your Files Using AutoRecover Publishing to PDF or XPS Protecting an Entire Workbook Protecting the Current Sheet Opening and Converting Files in XLS Format Saving Spreadsheets in XLS Format Step-By-Step Skill Sharpener Lesson 1.3: Using File Management Tools, Part One Marking a Workbook as Final Encrypting a Workbook Digitally Signing a Workbook Managing File Properties Managing Versions Step-By-Step Skill Sharpener Lesson 1.4: Using File Management Tools, Part Two Viewing a Summary of Sharing Issues Using the Document Inspector Using the Accessibility Checker Using the Compatibility Checker Setting Compatibility Options Step-By-Step Skill Sharpener Section 1: Case Study Section 1: Review Questions Section 2: Working with Functions and Formulas Lesson 2.1: Using Formulas in Excel, Part Understanding Relative and Absolute Cell References Understanding Basic Mathematical Operators Using Formulas with Multiple Cell References Understanding the Formula Auditing Buttons Step-By-Step Skill Sharpener Lesson 2.2: Using Formulas in Excel, Part Fixing Formula Errors Modifying Error Checking Options Displaying and Printing Formulas Step-By-Step Skill Sharpener Lesson 2.3: Exploring Excel Functions S&G TRAINING LTD 1

4 What are Functions? Finding the Right Functions Inserting Functions Some Useful and Simple Functions Step-By-Step Skill Sharpener Lesson 2.4: Using Functions in Excel Using the IF Function Working with Nested Functions Breaking up Complex Formulas Using Functions and AutoFill to Perform Difficult Calculations Step-By-Step Skill Sharpener Lesson 2.5: Working with Names and Ranges What are Range Names? Defining and Using Range Names Defined Names Commands Selecting Nonadjacent Ranges Using AutoCalculate Step-By-Step Skill Sharpener Lesson 2.6: Working with Array Formulas What are Array Formulas? Defining Basic Array Formulas Using Functions within Array Formulas Using the IF Function in Array Formulas Step-By-Step Skill Sharpener Section 2: Case Study Section 2: Review Questions Section 3: Managing Tables Lesson 3.1: Working with Tables What is a Table? Creating Tables Modifying Tables Using the Table Tools Design Tab Adding a Total Row Step-By-Step Skill Sharpener Lesson 3.2: Working with Records and Fields What are Records and Fields? Adding Fields by Inserting Columns Adding Records by Inserting Rows Quickly Adding Records to a Data Table Deleting Records or Fields Cleaning up Duplicate Records Step-By-Step Skill Sharpener Lesson 3.3: Working with Tables and Filters Sorting Data in a Table What is an AutoFilter? Creating a Custom AutoFilter Using an Advanced Filter Using an Advanced Filter with Logical Statements Copying Filtered Records Step-By-Step Skill Sharpener Lesson 3.4: Using Excel as a Database Filtering with Wildcard Characters Validating your Data S&G TRAINING LTD 2

5 Data Validation using Lists Data Validation using Formulas Using Database Functions Step-By-Step Skill Sharpener Section 3: Case Study Section 3: Review Questions Section 4: Adding the Finishing Touches Lesson 4.1: Research Tools Checking Spelling Using the Research Pane Using the Thesaurus Using the Translator Setting your Language Step-By-Step Skill Sharpener Lesson 4.2: Using Themes Changing the Theme Customizing Theme Colors Customizing Theme Fonts Customizing Theme Effects Managing Theme Files Step-By-Step Skill Sharpener Lesson 4.3: Adding Text Boxes Drawing a Text Box Using the Drawing Tools Format Tab Common Text Box Editing Tasks Inserting WordArt Common WordArt Editing Tasks Step-By-Step Skill Sharpener Lesson 4.4: Inserting Pictures and ClipArt Adding a Picture from a File Adding Clip Art Adding a Screenshot Overview of the Picture Tools Format Tab Overview of the Pictures Mini Toolbar Step-By-Step Skill Sharpener Lesson 4.5: Editing Pictures Resizing Pictures Moving Pictures Cropping Pictures Rotating and Flipping Pictures Using the Format Picture Dialog Step-By-Step Skill Sharpener Section 4: Case Study Section 4: Review Questions Section 5: Showing Data as a Graphic Lesson 5.1: Inserting SmartArt Inserting SmartArt Adding Text Adding Photos About the SmartArt Tools Tabs Editing SmartArt Step-By-Step Skill Sharpener Lesson 5.2: Formatting SmartArt S&G TRAINING LTD 3

6 Changing the Layout Changing the Color Scheme Changing the Style Scheme Resetting the Graphic Converting the Graphic Step-By-Step Skill Sharpener Lesson 5.3: Adding Symbols, Equations, and Shapes Inserting a Symbol or Special Character Inserting an Equation Using the Equation Tools Design Tab Drawing Shapes Common Shape Editing Tasks Step-By-Step Skill Sharpener Lesson 5.4: Adding Sparklines What are Sparklines? Adding Sparklines About the Sparkline Tools Tab Editing Sparkline Data Removing Sparklines Step-By-Step Skill Sharpener Lesson 5.5: Editing Sparklines Showing and Hiding Data Changing the Style Changing the Sparkline and Marker Color Setting Sparkline Options Step-By-Step Skill Sharpener Section 5: Case Study Section 5: Review Questions Answer Key Section Section Section Section Section Index S&G TRAINING LTD 4

7 Introduction Welcome to this courseware for Microsoft Office Excel 2010, a popular tool for creating spreadsheets, analyzing data, and charting information. This new version of Excel incorporates robust error checking, numerous file validation/verification tools, image editing, and Sparklines (charts within individual cells). This Intermediate level is intended to help everyday users of Excel become more proficient by expanding their knowledge of functions, formulas, and new Excel features. This manual will also help more experienced users who have little to no experience with Excel 2007 and the ribbon interface. This manual will cover advanced file management tasks, using functions and formulas to calculate information, and using tables in a worksheet. It will also cover how to use different reviewing and researching tools; work with text boxes, images, pictures, themes; and format images. Finally, it will cover how to use SmartArt, symbols, equations, and the very handy Sparklines feature. By the end of this manual, users should be comfortable with taking their workbook to the next level of functionality by ensuring the accuracy of their information, and increasing the presentation value of their work. Prerequisites This manual presumes that you have a good working knowledge of Windows, including concepts such as using the Recycle Bin and Control Panel, and are fully capable of using the keyboard and mouse. It also presumes that you have completed the Foundation level of this course (or has equivalent knowledge) and are familiar with concepts such as: The interface How to cut, copy, and paste information How to use multiple worksheets and workbooks How to format data and create basic charts How to view data in different ways How to print

8 Section 1: Advanced File Tasks In this section you will learn how to: Navigate around your computer using Windows Explorer Perform some basic file management tasks in Windows Explorer View files in Windows Explorer Use the Navigation Pane in Windows Explorer Use AutoRecover Publish a workbook in PDF or XPS format Protect an entire workbook and a single worksheet Convert files in XLS format to the new XLSX format Save workbooks in XLS format Mark a workbook as final Encrypt the contents of a workbook Digitally sign a workbook Manage file properties Manage file versions View a summary of issues that could occur when sharing the file Use the Document Inspector, Accessibility Checker, and Compatibility Checker Set compatibility options when working with different file formats S&G TRAINING LTD 2

9 Lesson 1.1: Using Windows Explorer within Excel Welcome to Microsoft Office Excel 2010 Intermediate courseware! This manual will help you take your basic Excel skills to the next level by covering document security, formulas, functions, and simple data management. We will also cover how to polish your spreadsheets with images, graphics, and color. We will finish by covering how to use SmartArt, symbols, and the new (and very useful) Sparkline feature. Let s begin by looking at ways of performing file management from inside Excel. In this lesson, we ll look at how you can perform a number of file management actions through the Open/Save/Save As dialogs. People who are learning to use more advanced Excel features will likely end up using Excel a lot. So study these concepts and you ll be well on your way to mastering data on your computer! Tip: We recommend that you copy the Exercise Files folder to a readily accessible location such as the desktop. If you do not have permission to store files on a classroom machine, we recommend using a USB flash drive or a mapped network drive. Navigating using Windows Explorer When you choose to open or save a file, the dialog you see is actually a miniature version of Windows Explorer, the Windows tool that helps you navigate through files. There are a few tools in Windows Explorer that can help you sort and manage your files. The actual way you manage your files is up to you. Some people prefer to have folders with dates on them, to organize files when they were created. Other people organize files in folders with projects or topics. Still others incorporate those elements into the file name rather than creating folders. We re not going to focus on a specific method in this lesson; rather, we re going to give you the tools to save files so you can develop a method that works for you. Tip: The version of Windows Explorer shown here is from Windows 7, but in general most information applies to other versions of Windows as well. First, let s go over the basics of using Windows Explorer to navigate: S&G TRAINING LTD 3

10 You can use the Navigation Pane to select a primary save location, such as a hard drive, network folder, or USB flash drive. You can also use the Address Bar to type a location. Each location is like a breadcrumb trail leading back to a hard disk or storage drive. If you navigate too far, use the Back and Forward navigation buttons to retrace your steps. Now that we know how to navigate, let s take a look at using Windows Explorer to perform tasks. Performing Basic Tasks with Windows Explorer There are two ways to perform actions with Windows Explorer. You can use the Organize menu or right-click objects. The Organize menu contains commands to cut and paste, change the layout of the window, and delete or rename files. Note that some commands in this menu may be greyed out depending on what objects are currently selected: S&G TRAINING LTD 4

11 Note the New folder button to the right of the Organize menu. Click this command to add a new folder inside the current folder. Give the new folder a name, press Enter, and you ll have a new place to save your work: The second way of performing tasks in Windows Explorer involves right-clicking objects within the window. For example, if you right-click a file in Windows Explorer (not just Excel files) you will see a menu similar to the following: Tip: The right-click options shown here will vary depending on what programs have been installed on the computer. You can do quite a lot of file management from within Windows Explorer. You can create new folders, create or delete files, or select which program you want to use with a particular file all while opening a spreadsheet! Also note the Share with and Send to options: Share with allows you to share this particular folder with members of your computer network or other people whose contact information has been entered into your computer. Send to lets you transfer a file from one part of your computer to another. S&G TRAINING LTD 5

12 Using Views with Windows Explorer Windows lets you view files in many different ways. Each view offers its own advantages, depending on how you like to search for files. To change the view, click the View command to cycle views or click the pull-down arrow beside the View command to select a view: Extra Large Icons Shows an extra-large thumbnail with the Excel logo: Large Icons Another type of large icon: Medium Icons With this view, icons are still large enough to easily identify which program will open and edit the file: S&G TRAINING LTD 6

13 Small Icons File names are displayed left to right: List List view is the most space-saving of all the views. File names are displayed in columns from left to right: Details Vital statistics for the files are shown. Note the headings above each column. If you click these headings, you can sort files in ascending or descending order: You can click and drag the dividers between the column headings to view more or less information, as well as adjust the size of the Windows Explorer window. We will explore how to sort and group files with the other views in a moment. Tiles A combination of Medium Icons and Small Icons. This is the default view when browsing for files using Windows Explorer via Excel: Content Offers everything that Details shows plus the name of the author(s), if applicable: No matter which view you use, you can arrange icons just like using the column headers in Details view. Just right-click an empty portion of Windows Explorer, click Sort by or Group by, and choose your criteria: S&G TRAINING LTD 7

14 Get used to using these menus as they can save you a lot of time when looking for files. Using the Windows Explorer Navigation Pane The Navigation Pane allows you to easily jump to different locations around your computer. Click a location in the pane to open the contents of that location. In Windows 7, there are five distinct areas to the Navigation Pane. (If you are using Windows Vista, the Navigation Pane should look roughly the same.) If you hover your mouse inside the Navigation Pane, you will see small arrows appear beside individual items. The arrows mean that there are folders or sub-locations associated with the item. If an arrow is white, the sub-locations are hidden. If an arrow is black, the sub-locations are visible. Click a white arrow to expand a group or click a black arrow to collapse a group. Let s quickly go over the main areas in the Navigation Pane. From top to bottom, they are: S&G TRAINING LTD 8

15 <Program Name> Favorites Libraries Computer Network Shows you what application you are currently working with and any SharePoint resources that are available. Click one of these items to show the contents of folders that you use most often. You can actually add your own locations to this section; we will explore this in a moment. Unless you already have a method of filing your workbooks, you will likely use the Documents library to store and access your files. (This is known as My Documents in Windows XP.) Browse the hard disks and/or portable storage drives connected to your computer. If you are part of a network, you might have access to external storage. This might include another computer, a file server, a Network Access Storage (NAS) device, or some other means of storing information. You can customize the Favorites section of the Navigation Pane. Simply click and drag any folder to the Favorites section: It will then remain there as one-click access to that location in your computer: To remove a link in the Favorites pane, right-click the item and click Remove: S&G TRAINING LTD 9

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17 Step-By-Step In this exercise you will practice using some of the concepts you have learned about Windows Explorer. 1. Open Lesson 1.1 from the Section 1 folder of your Exercise Files: 2. Click File Save As: 3. When the Save As dialog appears, select your Desktop from the list of locations: S&G TRAINING LTD 11

18 4. Now click New Folder: 5. Type Agenda Templates and press Enter: Once the folder name has been committed, press Enter again to open this new folder. 6. Rename this file to Agenda 1 and then click Save: S&G TRAINING LTD 12

19 7. Once the file has been saved, click File Open: 8. Excel remembers the last save location, so you should see the contents of the new folder appear. Use the View submenu to try each of the views for Windows Explorer: 9. Right-click Agenda 1 and click Copy: S&G TRAINING LTD 13

20 10. Now right-click anywhere in the empty part of this folder and click Paste. A new file should appear titled Agenda 1 - Copy: 11. Double-click this new file to open it. It should be identical to the original file: 12. Close Excel to complete this exercise. S&G TRAINING LTD 14

21 Skill Sharpener Objective Briefing Task To understand how to work with Windows Explorer in order to streamline file management. You want to be well-prepared to complete the rest of this course. Create a new folder on your desktop called Sample Workbooks. Add this folder to the Favorites section of the Windows Explorer Navigation Pane. Finally, change your view and icon arrangement to one you find easiest to use. As you proceed through this manual, use this folder to save individual workbooks you have used to experiment with Excel s functionality. Hints We recommend using either Details or List view. Both of them have small icons, but the icon still lets you identify which program the file is associated with. You can perform all of the above tasks through the Open or Save dialog in Excel. S&G TRAINING LTD 15

22 Lesson 1.2: Saving your Files Excel 2010 is capable of working with a large number of file formats, making it a great platform to use when handling your data. As you work in Excel, you can take comfort knowing that a number of tools are available to help your data stay protected and secure. In this lesson, we will cover a number of topics including AutoRecover, workbook protection commands, and a brief introduction to the backwards and forwards compatibility features of Excel. Using AutoRecover Novice computer users are always being told to save their work. But if you are just starting out with Excel, don t worry even the experts forget to save their work from time to time! However, you can t account for every possible scenario, including power or equipment failure. Fortunately, Excel (and other programs within the Office 2010 suite) has an AutoRecover feature that does a pretty good of recovering data should something bad happen. Tip: Here s a great joke my parents always tell. What s the definition of an expert? An ex is a has-been and a spurt is a drip under pressure! To modify AutoRecover options, click File Options Save. To turn AutoRecover on, make sure that the Save AutoRecover information box is checked. Just below this option, you can specify how often you want Excel to save your changes as well as the backup location: Unless you are advised otherwise, we recommend using the default options. Large files can take a long time to save, and you probably don t want to wait around every five minutes while Excel saves your file. If Excel or Windows crashes when AutoRecover is enabled, there is a very good chance you won t be that far behind in your work. When you reopen Excel, you will see a task pane S&G TRAINING LTD 16

23 appear on the left hand side of the window. This task pane will list all the workbooks you had open when Excel crashed, and the various versions of those files. You can right-click any workbook in this list to open the file, save it, or delete it. (You can leave the task pane open while you view the different versions of your workbook until you determine which one you want to keep.) You may also see this pane if Excel detects errors while opening your work. If this is the case, right-click the repaired file and click Show Repairs. If you try to close the recovered file without having viewed all the files, you will see a warning stating that some recovered files have not yet been opened. You will then have the option to save or delete the recovered file, or to cancel out of the dialog and return to your work. Publishing to PDF or XPS Sometimes it is convenient to transform your work into a format that is better suited to online distribution or publishing. Often, files that are distributed online are published in PDF (portable document format). PDF files can contain images and text in a fairly small file size. Microsoft has also released a format called XML Paper Specification (XPS for short), which is similar to PDF. Excel 2010 contains built-in support for saving PDF and XPS files. Simply click File Save As and select PDF or XPS Document from the Save as type combo box: Both formats let you specify how much detail you would like to include when saving the file. First, choose between Standard and Minimum size: S&G TRAINING LTD 17

24 Standard will provide the best quality overall. Minimum size will decrease the quality of pictures and other graphical elements in the presentation. This means that users with portable devices or slower Internet connections won t have to deal with a potentially large file. If you click the Options button, you will see specific customization options for that file type: PDF Options XPS Options With this dialog you can specify which sheet(s) you want to publish, including the currently selected data or the entire workbook. There are also checkboxes that will allow you to include or exclude non-printing information (such as file properties or document structure information). Once you have chosen your settings, you can click OK to return to the Save As dialog. Now, give the file a name, choose a save location, and click Save. S&G TRAINING LTD 18

25 Excel will need a few moments to convert your work to PDF/XPS. Once the conversion is complete, the PDF/XPS will open in whatever program has been set up to view this type of file. For example, here is a budget worksheet that will be saved as a PDF: And here it is as a PDF in Adobe Acrobat Reader, a free PDF viewer available from S&G TRAINING LTD 19

26 If you have Office 2010 installed on your computer, Microsoft s XPS viewing program is already installed. The XPS version of a file will look quite similar to the PDF version. Protecting an Entire Workbook If you have been working hard on a particular file and want to protect it against accidental (or intentional) tampering, use the Permissions commands available in the File menu. There are a number of options available here that we will explore in the coming lessons: Here s a quick overview of the options in this menu. S&G TRAINING LTD 20