Quick Guide for Excel 2015 Data Management November 2015 Training:

Transcription

1 Quick Guide for Excel 2015 Data Management November 2015 Training:

2 Excel 2016 Data Management AutoFill and Custom Lists AutoFill 1. Select the range that contains the initial value(s) of the series to complete. 2. Drag the selection s fill handle down or to the right to fill in successive values. 3. AutoFill results: a. A series of numbers: continuation of the series. b. Single day of the week or single month: the next day or month. c. 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 to move or copy. 2. Point to the edge of the selection. a. 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 to customize. 2. Click the FILE tab > Options. 3. Click Advanced in the left panel. 4. In the right panel, under General, click Edit Custom Lists 5. In the Custom Lists dialog box, click Import. 6. Click the desired cells from the work sheet. 7. Click OK > OK. Editing a custom list 1. Click the FILE tab > Options. 2. In the Excel Options dialog box, on the left panel, click Advanced. 3. In the right panel, under General, click Edit Custom Lists 4. Click the desired list, double-click the entry to be modified and edit it. 5. Click OK > OK. Deleting a Custom List 1. Click the FILE tab > Options. 2. In the Excel Options dialog box, on the left panel, click Advanced. 3. In the right panel, under General, click Edit Custom Lists 4. Click the list to be deleted > Delete 5. Click OK > OK > OK Validating Data Disabling error checking 1. Click the FILE tab > Options. 2. Click 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 to apply the criteria. 2. Click the DATA tab. 3. In the Data Tools group, click the Data Validation drop-down menu > Data Validation 4. Click the Settings tab > Allow: drop-down box. 5. Choose an option. 6. Specify the desired settings. Specifying Text Length 2. Click the Settings tab > Allow: drop-down 3. Choose Text length. 4. Click the Data: drop-down 5. Choose equal to. 6. In the Length: field, enter the number of characters required. Creating an Input Message 2. Click the Input Message tab. 3. Check Show input message when cell is selected. 4. Click the Title field to specify a message title. 5. Click the Input message field to enter a message to be displayed as a comment. Creating Error Alert 2. Click the Error Alert tab. 3. Check Show error alert after invalid data is entered. 4. Click the Style: field. 5. Select Stop, Warning or Information. 6. Click the Title field to specify a message title. Help Desk: helpdesk@pfw.edu Page 1

3 7. Click the Error message field to enter a message to be displayed. 8. Click OK. Specifying Date Criteria 2. Click the Settings tab > Allow: drop-down 3. Select Date. 4. Click the Data: drop-down 5. Choose the desired operator. 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. 2. Click the Settings tab > Allow: drop-down 3. Select List. 4. In the Source: field, enter the list items separated by a comma a. e.g., North, South, East, West b. 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 the cell that contains the validation criteria to copy. 2. Right-click the cell. 3. Click Copy. 4. Select the desired cells/range of cells to paste the criteria. 5. Right-click the cell. 6. Click Paste Special a. Alternatively, press Ctrl + Alt + V on the keyboard 7. The Paste Special dialog box opens. 8. Under the Paste group, click the Validation radio button >OK. Testing Data 1. Click the DATA tab > Data Validation dropdown menu> Circle Invalid Data. a. Red circles around invalid data will be displayed. Splitting and Combining Cell Contents Converting Text to Columns 1. Select the cells range to convert to columns. 2. Click the Data tab. 3. In the Data Tools group, click Text to Column. 4. Make sure the Delimited ratio button is selected. 5. Click Next. 6. Set the Delimiters the data contains. a. A comma is often used as delimiter. 7. Click Next > Finish. Combining Data (Concatenation) 1. Click the cell that will receive the combined data. 2. Type the equal symbol (=). 3. Click the first cell to concatenate. 4. Press the spacebar. 5. Type the ampersand symbol (&). 6. Press the spacebar. 7. Click the second cell to concatenate. a. e.g., the cell contents may be (=C1 & C3) NOTE: Alternatively, the syntax for this function is =CONCATENATE(A1, B1) NOTE: Use 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. a. Note: Spaces are not allowed. 3. Insert a shortcut key for the Macro. a. 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. 5. Select Personal Macro Workbook. 6. In the Description field, enter a short description of the macro. Step 2: Recording a Macro Example: Creating a Footer 1. Click the PAGE LAYOUT tab. 2. Click the dialog box launcher in the Page Setup group. Help Desk: helpdesk@pfw.edu Page 2

4 3. Click the Header/Footer tab > Custom Footer 4. Click each field to insert data in the Left section, Center section, Right section. a. Note: Use the custom buttons to insert data (e.g., page number, date, picture, file name or path). 5. Click OK > OK. 6. Click the Stop button on the status bar. 2. Choose a location to save the file. 3. Enter a File name. 4. Click the Save as type: drop-down 5. Select Excel macro-enabled Workbook (*.xlsm). 6. Click Save. Protecting your Work Excel allows you to hide formulas, lock individual cells, worksheets, charts, etc., from access or modification by others. Unlocking Individual Cells This is recommended before applying protection to the worksheet. 1. Select the cells to be unlocked. 3. In the Cells group, click Format > Lock Cell. Protecting the Worksheet 1. Click the HOME tab. 2. In the Cells group, click Format > Protect Sheet 3. Enter a password to protect the sheet. 5. Reenter the password. Protecting the Workbook Structure 1. Click the Review tab. 2. In the Changes group, click Protect Workbook. 3. Make sure Structure is checked. 4. Enter a password. 5. Re-enter the password. Copying a Worksheet 1. Right-click 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. 3. In the Editing group, click Sort & Filter. 4. Choose ascending or descending order. Filtering Data 1. Select any cell in the heading row. 3. In the Editing group, click Sort & Filter. 4. Choose Filter. 5. Use the arrows to filter the data. Step 3: Running the Macro Protecting a Workbook 1. Click the desired worksheet. 1. Click the FILE tab > Save As > Browse 2. Press the shortcut key combination 2. On the Save As dialog box, next to the Save associated to the macro. button, click the Tools drop-down menu > Hiding Columns a. Or click the View tab > Macros > View General Options 1. Click the letter to select the desired column. Macros. 3. Enter a password to open. 2. Right-click anywhere in the selected 3. Select the desired macro. 4. Enter a password to modify. column. 4. Click Run. 5. Check Read-only recommended. 3. Click Hide. Saving a Macro-enabled File 1. Click the FILE tab > Save As. Help Desk: helpdesk@pfw.edu Page 3

5 Unhiding Columns 1. Select the two columns adjacent to the hidden one. 2. Right-click anywhere in the selected area. 3. Click Unhide. Creating Subtotals 1. Select a cell range to add subtotals. 2. Click the DATA tab. 3. In the Outline group, click Subtotal. 4. Click the At each change in: drop-down 5. Select where each subtotal should be calculated. 6. Click the Use function: drop-down 7. Select the function that best suits your needs. 8. In the Add subtotal to: section, check the desired headings. 9. Click OK. Viewing Subtotals Excel outlines the subtotal list. A frame containing three buttons, marked 1, 2, and 3, appears on the top left of the worksheet. Click 1 to see the Grand Total only. Click 2 to see the subtotals and grand totals. Click 3 to display all the data. Removing Subtotals 1. Select the entire column to the right of the subtotals. 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 table names and columns headers in formulas, rather than using cell references. Creating a Table 1. Select a cell within the data range to turn into a table. 2. Click the INSERT tab. 3. In the Tables group, click Table. a. 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. 2. In the Defined Names group, click Name Manager. 3. To change a table s name: a. Click its name > Edit b. Enter a new name. c. Click OK. Using Filters Filtering Columns 1. Click the drop-down arrow corresponding to the column to filter. 2. Uncheck Select All. 3. Check the criterion (a) to filter. Using Custom Filters Excel 2016 understands text, numbers and date fields. You can filter your data using text, number or date filter. 1. Click the filter drop-down arrow corresponding to the column to filter. 2. Point to Date Filters, Text Filters, or Number Filters. 3. Choose a parameter option. Using the Advanced Filter Note: Column Headers must be defined. 1. Click a cell outside of the table. 2. Type the Equals symbol (=) 3. Enter the first criteria label 4. Enter an operator 5. Enter the second criteria label a. Specify as many separate criteria as desired in a criteria range. 6. Press Enter/Return on the keyboard Filtering the Data 1. Select any cell in the table. 2. Click the DATA tab. 3. In the Sort & Filter group, click Advanced. 4. If necessary, modify the list range. 5. Click the Criteria range box. 6. Click and drag the desired cell range in the table. Clearing Cells 1. Select the range cell to clear. 3. In the Editing group, click Clear. Help Desk: helpdesk@pfw.edu Page 4

6 4. Choose Clear All to clear the contents and formats of the range. a. Or choose another option that fits best. Creating a Pivot Table 1. Select any cell within the table. 2. Click the Insert tab. 3. In the Tables group, click PivotTable. 4. If necessary, modify the table range. 6. Click and drag a field from the Field List to one of the boxes in the Areas Section. Linking Data 1. Select a cell range. 2. Press the CTRL + C. 3. Right-click where to link the data. 4. Under Paste Options, click the Paste Link icon. Note: This is a dynamic link. If the original source data changes, the linked data will be updated automatically. Creating a Pivot Chart 1. Activate the PivotTable worksheet. 2. Select a cell in the pivot table. 3. Click the Analyze tab. 4. In the Tools group, click PivotChart. 5. Choose the desired chart type. 7. 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. 3. In the PivotTable Styles group, choose a style Help Desk: helpdesk@pfw.edu Page 5