Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 1

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1 Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 1

2 Excel 2010 Data Management AutoFill and Custom Lists AutoFill 1. Select the range that contains the initial value(s) of the series you want to complete. 2. Drag the selection s fill handle down or to the right to fill in successive values. 3. AutoFill results: a series of numbers: continuation of the series. Single day of the week or single month: the next day or month. Multiple days of the week or months: next day or month based on the series. Move or copy cells by dragging 1. Select the cells you want to move or copy. 2. Point to the edge of the selection. The pointer will change to a four-way arrow. 3. Drag the selection to the desired location. 4. To copy the selection, hold CTRL and drag it to the desired location. Creating an autofill custom list 1. Select the cells that contain the list you want to customize. 2. Click the File tab > Options. 3. In the Excel Options dialog box, click 4. In the right panel, under General, click Edit 5. In the Custom Lists dialog box, click Import. 6. Click OK > OK. Editing a custom list 1. Click the File tab > Options. 3. In the right panel, under General, click Edit 4. Click on the desired list > double-click the entry to be modified and change it. 5. Click OK > OK. Deleting a custom list 1. File tab > click Options 3. In the right panel, under General, click Edit 4. Click on the list to be deleted > Delete 5. Click OK > OK > OK Validating data Disabling error checking 1. Click the File tab > Options. Formulas in the left panel. 3. In the right panel, under Error Checking, uncheck Enable background error checking. Specifying data validation criteria 1. Select the range of cells where you want to apply the criteria. 2. Data tab > Data Validation, in Data Tools group > Data Validation Setting tab > Allow: drop-down box > Choose an option > Specify your settings > Click OK. Specifying text length 1. Open the Data Validation dialog box (view specifying data validation criteria for menu > choose Text length. 3. Data: drop-down menu > choose equal to. 4. In the Length: field, type the number of characters required. Creating an input message specifying data validation criteria for 2. Click the Input Message tab > check Show input message when cell is selected. 3. Click on the Title field to specify a message title. 4. Click on the Input message field to input a message to be displayed as a comment. Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 2 Creating Error Alert specifying data validation criteria for 2. Click the Error Alert tab > check Show error alert after invalid data is entered 3. Click Style: field > select Stop, Warning or Information. 4. Click on the Title field to specify a message title. 5. Click on the Error message field to input a message to be displayed. Specifying Date Criteria Specifying data validation for menu > select Date. 3. Click the Data: drop-down menu > choose the operator that best fits your needs. Note: You can create an error alert and/or input a message before leaving the Data Validation box. Creating a drop-down list Note: It is possible to copy and paste validation rules. Specifying data validation criteria for

3 menu > select List. 3. In the Source: field, enter the list items separated by a comma (e.g., North, South, East, West). Note: list items are case sensitive. Note: You can create an error alert and/or input a message before leaving the Data Validation box. Copying and pasting validation criteria 1. Click on the cell that contains the validation criteria you want to copy. 2. Right-click > Copy. 3. Select the cells/range of cells to which you want to paste the criteria. 4. Right-click > Paste Special > Paste Special 5. The Paste Special dialog box opens. 6. Under the Paste group, click the Validation radio button > click OK. Testing Data 1. Click the Data tab > Data Validation dialog box launcher > Circle Invalid Data. 2. Red circles around invalid data will be displayed. Splitting and combining cell contents Converting text to columns 1. Select the cells range to convert the text to columns. 2. Click the Data tab > in the Data Tools group, click Text to Column. 3. Make sure Delimited ratio button is selected > click Next. 4. Set the Delimiters the data contains. Often a comma is used as delimiter. 5. Click Next > Finish. Combining data (Concatenation) 1. Click on the cell that will receive the combined data. 2. Insert the formula shown below and then, hit enter. = Click on first cell part of result & hit one space on keyboard & click on next cell part of result Note: There are no spaces between the symbols and cells input in the formula, except for the space clearly identified between the quotation marks. Note: Use the AutoFill to copy this formula to adjacent cells. Macros Step 1: Creating a macro 1. Click the View tab > Macros > Record Macro 2. Insert a name under Macro name. No spaces are allowed. 3. Insert a shortcut key for the Macro. Note: You can add Shift to your shortcut sequence by holding the Shift key while pressing a chosen shortcut key. 4. Click Store macro in > select Personal Macro Workbook 5. Description: enter a short description of the macro. Step 2: Recording a macro. Example, creating a footer 1. Click the Page Layout tab > click on the dialog box launcher in the Page Setup group. 2. Click the Header/Footer tab > Custom Footer 3. Click Insert data for the Left section, Center section, Right section. Note: Use the custom buttons to insert data (e.g., page number, date, picture, file name or path). 4. Click OK > OK > click on Stop button on the status bar. Step 3: Running the macro 1. Click on the desired worksheet. 2. Press the shortcut key combination associated to the macro. 3. Or click the View tab > Macros > View Macros > Select the desired macro > Run. Saving a macro-enabled file 1. Click the File tab > Save As 2. Choose a location to save the file > insert a File name. 3. Click the Save as type: drop-down menu > select Excel macro-enabled Workbook (*.xlsm) 4. Click Save. Protecting your work Note: Excel allows you to hide formulas, lock individual cells, worksheets, charts, Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 3

4 etc., from access or modification by others. Unlocking individual cells Note: Recommended before applying protection to the worksheet. 1. Select the cells to be unlocked. 2. Click the Home tab > in the Cells group, click Format > Lock Cell. Protecting the worksheet 1. Click the Home tab > in the Cells group, click Format > Protect Sheet 2. Enter a password to protect the sheet > click OK. 3. Reenter the password > click OK. Protecting a workbook 1. Click the File tab > Save As > Tools > General Options 2. Enter a password to open. 3. Enter a password to modify. 4. Check Read-only recommended. Protecting the workbook structure 1. Click the Review tab > in the Changes group, click Protect Workbook. 2. Make sure Structure is checked. 3. Enter a password > click OK. Copying a worksheet 1. Right-click on the sheet name to copy. 2. Click Move or Copy 3. Check Create a copy. 4. Under Before sheet: select a location option. Working with Subtotals Sorting data 1. Select any cell in the column to sort. 2. Click the Home tab > click Sort & Filter > choose ascending or descending order. Filtering data 1. Select any cell in the heading row > Click Sort & Filter > choose Filter. 2. Use the AutoFilter arrows to filter the data. Hiding columns 1. Select the column to hide (click on the corresponding column header). 2. Right-click anywhere in the selected column > Hide. Unhiding columns 1. Select the two columns adjacent to the hidden one. 2. Right-click anywhere in the selected area > Unhide. Creating subtotals 1. Select a cell range to add subtotals. 2. Click the Data tab > in the Outline group, click Subtotal. 3. At each change in: drop-down menu > select where each subtotal should be calculated. 4. Use function: drop-down menu > select the function that best suits your needs. 5. Add subtotal to: > check the desired headings. Viewing subtotals o Excel outlines the subtotal list. A frame containing three buttons, marked 1, 2, and 3, appears on the top left of the worksheet. o Click 1 to see the Grand Total only. o Click 2 to see the subtotals and grand totals. o Click 3 to display all the data. Removing subtotals 1. Select a cell within the subtotal s range. 2. Click the Data tab > Subtotal > Remove All. Working with Data Tables Note: Tables can be managed independently from other data in the worksheet. You can use tables names and columns headers in formulas, rather than using cell references. Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 4 Creating a table 1. Select a cell within the data range to turn into a table. 2. Click the Insert tab > Table, in Tables group. 3. If necessary, change the range of cells for the table. 4. Verify that My table has headers is selected. Working with the Name Manager Note: The Name Manager provides a convenient way to organize and edit all the names used in a workbook. 1. Click the Formulas tab > in the Defined Names group, click Name Manager. 2. To change a table s name: 3. Click on its name > Edit > enter a new name > click OK. Using Filters Filtering rows 1. Click on the drop-down arrow corresponding to the row to filter. 2. Uncheck Select All. 3. Check the criterion (a) to filter > OK.

5 Using custom filters Note: Excel 2010 understands text, numbers and date fields. You can filter your data using text, number or date filter. 1. Click on the filter drop-down arrow corresponding to the row to filter. 2. Point to Date Filters, Text Filters or Number Filters. 3. Choose a parameter option > click OK. Using the advanced filter 3. Choose Clear All to clear the contents and formats of the range. 4. Or choose another option that fits best. Creating a pivot table 1. Select any cell within the table. 2. Click the Insert tab > in the Tables group, click PivotTable. 3. If necessary, modify the table range. 5. Click and Drag a field from the Field List to one of the boxes in the Areas Section. updated automatically. Creating a pivot chart 1. Activate the PivotTable worksheet. 2. Select a cell in the pivot table. 3. In PivotTable Tools click the Options tab > in the Tools group, click PivotChart. 4. Choose a chart type > click OK. 1. Click on a cell outside of the table. 2. Insert criteria labels in the new cells matching the column heading in the table. 3. Apply the desired criteria to the same column (labels). 4. Specify as many separate criteria as desired in a criteria range. Filtering the data 1. Select any cell in the table. 2. Click the Data tab > in the Sort & Filter group, click Advanced. 3. If necessary, modify the list range. 4. Click the Criteria range box. 5. Click and drag the desired cell range in the table. 6. Right-click a field name and choose its position in the pivot table. Formatting the report 1. Verify that a cell is selected in the pivot table. 2. Click the Design tab > PivotTable Styles group > choose a style Linking data 1. Select a cells range > CTRL+C 2. Right -click where to link the data > Paste Options > Paste Link Clearing cells 1. Select the range cell to clear. 2. Click the Home tab > in the Editing group, Note: This is a dynamic link. If the original click Clear. source data changes, the linked data will be Patricia Andrada Quick Guide Excel 2010 Data Management-July 2011 Page 5