i TABLE OF CONTENTS 1 INTRODUCTION 1 1.1 Method 1 1.2 Software and other settings 2 1.3 Exercise files 2 2 MULTIPLE WORKSHEETS 3 2.1 Working with multiple worksheets 3 Adding a worksheet 4 Deleting a worksheet 6 Naming the worksheets 6 Setting a tab color 7 Moving a worksheet 8 Copying a worksheet 9 Hiding and unhiding a worksheet 10 Worksheet background 11 Grouping worksheets. 11 2.2 Formulas with values from another worksheet 13 Writing formulas by selecting cells 13 Creating a formula by selecting a series of worksheets 14 2.3 Calculations over multiple workbooks 15 Referring to another file 15 Refresh linked data 16 2.4 Checking cell references 18 Trace precedents 18 Trace dependents 19 Error messages 19 2.5 Window options 20 Locking titles 20 Splitting windows 22 Two windows on the same workbook 24 Hide an open workbook window 24 Comparing window contents 25 3 WORKING WITH DATABASES 26 3.1 Setting up a database 26 3.2 Creating a database in Excel 27
ii 3.3 Using a database in Excel 28 Viewing records 28 Excel tables 29 Adding and deleting records 29 Data form 29 Editing records 31 Selectively searching and viewing records 31 3.4 Filtering data 32 Automatic filters 32 AND / OR criteria 34 Advanced Filter 36 Slicers 39 3.5 Sorting data 41 Sort by one column 41 Sort by several columns 41 3.6 Subtotals 42 Creating subtotals 43 Viewing and deleting subtotals 43 The SUBTOTAL function 44 3.7 Grouping data 46 Auto Outline 46 Manual grouping 47 Ungroup 47 4 OPTIMAL USE OF FORMULAS AND FUNCTIONS 48 4.1 Quick calculations with the status bar 48 4.2 Copying formulas with relative and absolute cell references 50 The theory behind copying 50 What is the risk of copying? 52 Creating an absolute reference 53 Copying formulas with mixed cell reference 53 4.3 Calculations with dates and times 55 Date 55 Time 56 Calculating with dates and times 57 4.4 Named ranges 60 Creating named ranges 60 The name box 61 Deleting names 61 Letting Excel name the ranges 62 Changing names 63 4.5 Using named ranges in formulas 64 Typing the name 65 Getting the name from a list 65 Clicking the range 66 Names in existing formulas 66 Absolute of relative? 66
iii 4.6 Adding a comment to a cell 67 Reading comments 68 Changing comments 68 Deleting comments 68 4.7 Conditional cell formatting 69 Data Bars 69 Color scales 71 Icon sets 71 Highlight cells rules 74 4.8 Highlight cells rules with formula 76 5 FUNCTIONS 79 5.1 Math functions with a condition 79 Using function suggestions 79 The Insert Function window 80 The SUMIF function 81 The COUNT and COUNTIF functions 83 5.2 Logical Functions 86 The AND function 86 The OR function 87 The IF function 89 The IF function in combination with time 92 Nested IF Function 92 IF function in combination with AND or OR 94 5.3 Date Functions 96 Other date functions 98 5.4 Text functions 98 The & character 99 5.5 Search functions 100 Search in columns: the VLOOKUP function 101 VLOOKUP with exact match 104 VLOOKUP in intervals 105 Search in rows: the HLOOKUP function 106 The INDEX function 108 The MATCH function 110 Combining INDEX and MATCH 111 5.6 Database functions 112 DSUM 112 DAVERAGE 114 DGET 115 5.7 Array formulas 116 To calculate large numbers of cells at one time with an array formula 118 Totalling using an array formula 120
iv 6 VALIDATION 122 6.1 Data validation 122 Validate correct input 122 Validate data in retrospect 124 6.2 List with allowed values 125 6.3 Errors 126 Causing an error 127 The Error button 128 6.4 Checking formulas 129 6.5 The error checking button 130 Other tools for errors 130 6.6 The Watch Window 132 7 PIVOT TABLES 134 7.1 Creating a Pivot table 134 A simple Pivot table 134 Editing the structure 138 Multiple fields 140 Alternative statistics 141 Filter data 143 Edit data 146 Pivot a Pivot table 149 Show pages 151 7.2 Customizing a Pivot table 152 Customizing the format 152 Adjusting the structure 153 Grouping of dates 156 Show data in a different way 157 7.3 Presenting a Pivot table in a chart 159 A chart based on an existing Pivot table 160 A PivotChart with the Wizard 161 7.4 Calculated fields 162 7.5 Calculated items 164 7.6 Merging multiple worksheets into one Pivot table 166 7.7 Consolidating data 171 7.8 Slicers 174 8 TEMPLATES 176 8.1 Creating a template 176 Protecting the right cells 178 8.2 Using a template 179 8.3 Editing a template 180
v 8.4 Professional formatting using styles and themes 181 Cell styles 181 Themes 183 Modifying and saving styles 184 9 PROTECTING DATA 185 9.1 Locking and unlocking cells 185 9.2 Protecting the worksheet 186 Removing the protection 187 Selecting locked cells 187 9.3 Protecting a workbook 188 10 MACROS 190 10.1 Creating macros 190 10.2 Starting a macro 193 10.3 Relative/absolute macro recording 194 A relative macro 195 10.4 Editing a macro 196 10.5 Linking a macro to a button in the worksheet 198 10.6 Adding macros to the ribbon 200 Adding a macro to the Quick Access toolbar 200 Adding a macro to the ribbon 202 10.7 Defining functions 204 11 APPENDIX: COMPARING DATA 209 11.1 Comparing with the VLOOKUP function 209 11.2 Comparing with the MATCH function 211 11.3 Comparing with conditional cell formatting 213 12 APPENDIX: TEXT FILES 216 12.1 Importing text files 216 Importing text files with a fixed width 219 12.2 Text to columns 220 13 APPENDIX: OPTIMIZATION OF VALUES 221 13.1 Goal Seeking 221
vi 13.2 The Solver 223 When to use? 223 Activating the Solver 223 The dialog Parameters Solver 224 Settings of the Solver 226 13.3 Scenarios 227 Cell names 228 Saving the current data in a scenario 228 Adding scenarios 229 Viewing scenarios 230 14 APPENDIX: COLLABORATION 231 14.1 Editing a shared workbook 231 How to open a file that is already open 232 Share a workbook 233 Conflicting changes 234 Track Changes 235 Auto save 236 14.2 Backstage 237 PDF and XPS 239 14.3 Internet 240 Save a file as a Web Page 240 Saving a Pivot table as a web page 241 15 APPENDIX: WINDOWS SETTINGS 242 15.1 Language settings 242 Setting up the decimal symbol 243 15.2 Reveal file extensions 244 16 APPENDIX: KEYBOARD SHORTCUTS 246 16.1 Common keyboard shortcuts 246 INDEX 248