MICROSOFT Excel 2010 Advanced Self-Study

MICROSOFT Excel 2010 Advanced Self-Study

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Table of Contents Introduction... 1 Prerequisites... 1 Section 1: Getting the Most from Your Data... 2 Lesson 1.1: Outlining and Grouping Data... 3 Using Automatic Outlining... 3 Displaying and Collapsing Levels... 5 Grouping Data Manually... 7 Creating Subtotals... 10 Step-By-Step... 13 Skill Sharpener... 18 Lesson 1.2: Exploring Scenarios... 19 What is a Scenario?... 19 Creating a Scenario... 20 Saving Multiple Scenarios... 22 Merging Scenarios... 23 Creating a Scenario Summary Report... 26 Step-By-Step... 28 Skill Sharpener... 35 Lesson 1.3: Using Data Analysis Tools... 36 Enabling Data Analysis Tools... 36 An Overview of Excel s Analysis Tools... 40 An Overview of the Available Add-In Tools... 47 Using a One or Two Input Data Table... 51 Using Goal Seek... 58 Step-By-Step... 61 Skill Sharpener... 65 Lesson 1.4: Using Solver... 66 Understanding Solver... 66 Generating Reports and Scenarios with Solver... 73 Changing Solver Values... 73 Managing Solver Constraints... 74 Choosing a Solving Method... 75 Using Solver as a Goal Seek Tool... 75 Step-By-Step... 77 Skill Sharpener... 81 Lesson 1.5: Excel and Hyperlinks... 82 What is a Hyperlink?... 82 Inserting Hyperlinks... 83 Editing Hyperlinks... 87 Formatting Hyperlinks... 88 Using Hyperlinks in Excel... 91 Step-By-Step... 95 Skill Sharpener... 101 Section 1: Case Study... 102 Section 1: Review Questions... 103 Section 2: Pivoting Data... 105 Lesson 2.1: Getting Started with PivotTables... 106 What is a PivotTable?... 106 Creating a PivotTable... 107 Using the PivotTable Tools Tabs... 110 Adding and Removing Data with the Field List... 117 Changing the Field List Layout... 120 Pivoting Data... 121 Step-By-Step... 129 Skill Sharpener... 135 S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 1

Lesson 2.2: Working with PivotTable Data... 136 Expanding and Collapsing Data... 136 Filtering Data... 138 Sorting Data... 143 Grouping Data... 147 Refreshing Data... 149 Editing the Data Source... 152 Step-By-Step... 154 Skill Sharpener... 161 Lesson 2.3: Formatting a PivotTable... 162 Modifying Fields and Labels... 162 Modifying Values... 166 Using the Layout Group on the Design Tab... 171 Applying a Style to a PivotTable... 175 Changing PivotTable Style Options... 177 Manually Formatting a PivotTable... 177 Using the PivotTable Options Dialog... 179 Step-By-Step... 182 Skill Sharpener... 188 Lesson 2.4: Using the Classic PivotTable Layout... 189 Creating an Empty (Classic) PivotTable Frame... 189 Switching an Existing PivotTable to a Classic Layout... 191 Adding Data... 192 Pivoting Data... 194 Step-By-Step... 197 Skill Sharpener... 201 Lesson 2.5: Advanced PivotTable Tasks... 202 Creating a PivotTable Based on External Data... 202 Refreshing External Data... 208 Creating a Slicer... 209 Using the Slicer Tools Tab... 213 Step-By-Step... 218 Skill Sharpener... 225 Lesson 2.6: Using PowerPivot... 226 System Requirements... 226 Downloading and Installing PowerPivot... 226 Importing Access Data... 228 Importing Excel Data... 232 Integrating Data with Relationships... 234 Creating a PivotTable with PowerPivot Data... 235 Step-By-Step... 239 Skill Sharpener... 248 Section 2: Case Study... 249 Section 2: Review Questions... 250 Section 3: Charting Pivoted Data... 252 Lesson 3.1: Getting Started with PivotCharts... 253 Creating a PivotChart from Scratch... 253 Creating a PivotChart from Existing Data... 254 Adding Data to your Chart... 256 Pivoting Data... 258 Step-By-Step... 264 Skill Sharpener... 271 Lesson 3.2: Using the PivotChart Tools Tabs... 272 Using the Design Tab... 272 Using the Layout Tab... 275 Using the Format Tab... 279 Using the Analyze Tab... 282 Step-By-Step... 285 Skill Sharpener... 292 S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 2

Lesson 3.3: Formatting a PivotChart... 293 Renaming Fields... 293 Changing the Chart Type... 295 Applying a Chart Style... 298 Manually Formatting Chart Elements... 300 Changing the Layout of Chart Elements... 307 Step-By-Step... 313 Skill Sharpener... 318 Lesson 3.4: Advanced PivotChart Tasks... 319 Creating a PivotChart Based on External Data... 319 Creating a Slicer... 323 Creating a PivotTable and PivotChart from a Scenario... 326 Creating PivotCharts with PowerPivot Data... 331 Step-By-Step... 336 Skill Sharpener... 343 Section 3: Case Study... 344 Section 3: Review Questions... 345 Section 4: Advanced Excel Tasks... 347 Lesson 4.1: Using Advanced Functions... 348 Using the PMT Function... 348 Using the FV Function... 350 Understanding Logical Functions... 351 Using Logical Functions... 356 Using IFERROR with Array Formulas... 358 Step-By-Step... 362 Skill Sharpener... 366 Lesson 4.2: Using the VLOOKUP Function... 367 Understanding VLOOKUP and HLOOKUP... 367 Using VLOOKUP to Find Data... 367 How to Find an Exact Match with VLOOKUP... 369 Finding an Approximate Match with VLOOKUP... 370 Using VLOOKUP as an Array Formula... 372 Step-By-Step... 374 Skill Sharpener... 377 Lesson 4.3: Using Custom AutoFill Lists... 378 What is an AutoFill List?... 378 Creating a Custom AutoFill List... 378 Using a Custom AutoFill List... 381 Modifying a Custom AutoFill List... 382 Deleting a Custom AutoFill List... 382 Step-By-Step... 384 Skill Sharpener... 388 Lesson 4.4: Linking, Consolidating, and Combining Data... 389 Linking Workbooks... 389 Consolidating Workbooks... 391 Combining Worksheets... 393 Pivoting Consolidated Data... 395 Step-By-Step... 401 Skill Sharpener... 406 Section 4: Case Study... 407 Section 4: Review Questions... 408 Section 5: Macros, Visual Basic, and Excel Programming... 410 Lesson 5.1: Creating a Basic Macro... 411 Recording a Macro... 411 Editing a Macro... 412 Running a Macro... 413 Understanding Macro Security... 414 Step-By-Step... 417 Skill Sharpener... 421 S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 3

Lesson 5.2: Visual Basic and Macros... 422 Opening the Visual Basic Editor... 422 Understanding the Visual Basic Editor... 423 Adding Code to your Macro... 424 Adding Comments to Visual Basic Code... 425 Step-By-Step... 426 Skill Sharpener... 429 Lesson 5.3: More Macro Tasks... 430 What are Relative References?... 430 Recording a Relative Reference Macro... 430 Running a Relative Reference Macro... 431 Assigning a Keyboard Shortcut to a Macro... 432 Copying a Macro from a Workbook or Template... 433 Step-By-Step... 436 Skill Sharpener... 441 Lesson 5.4: Advanced Visual Basic Tasks... 442 Declaring Variables... 442 Iteration over a Range... 442 Prompting for User Input... 443 Using If, Then, and Else Statements... 444 Step-By-Step... 446 Skill Sharpener... 450 Section 5: Case Study... 451 Section 5: Review Questions... 452 Answer Key... 454 Section 1... 454 Section 2... 457 Section 3... 459 Section 4... 461 Section 5... 463 Index... 465 S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 4

Introduction Welcome to this courseware for Microsoft Office Excel 2010, a popular spreadsheet application designed for organizing and analyzing data, performing calculations, and charting information. This new version of Excel incorporates powerful Slicer filtering tools for PivotTables and PivotCharts, and works seamlessly with the new PowerPivot add-on. This advanced level is intended to help regular users of Excel become even more proficient by expanding their knowledge of Excel s data analysis tools, consolidation tools, advanced functions, and PivotTables. This manual will also help experienced users who may be unfamiliar with the ribbon interface introduced in Excel 2007. This manual will cover a variety of organizing tools and What-If analysis tools that will help Excel users get the most out of their data. In addition, two key advanced spreadsheet tools (PivotTables and PivotCharts) will be discussed at length. Following that, advanced concepts dealing with Excel functions, AutoFill lists, and consolidating and combining data will also be covered. The new Slicer features and PowerPivot add-on, two important tools for working with PivotTables and PivotCharts, are covered as well. Prerequisites This manual presumes that the user has a basic knowledge of Windows, including concepts such as using the mouse and keyboard. With respect to Excel, we also presume that the user has completed the Intermediate level of this course (or has equivalent knowledge) and is familiar with concepts such as: Using right-click menus Working with dialog boxes Worksheet organization (rows, columns, labels) Cutting, copying, pasting, selecting, and moving Excel data Basic cell data formatting tasks Working with cell references and cell ranges (named ranges) Manipulating multiple open worksheets and/or workbooks Creating and manipulating standard Excel data tables Using Excel functions Building formulas in Excel Working with external data sources Creating and manipulating standard Excel charts S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 1

Section 1: Getting the Most from Your Data In this section you will learn how to: Use automatic outlining Display and collapse levels Manually group data Create subtotals Describe scenarios Create a scenario Save multiple scenarios Merge scenarios together Create a scenario summary report Enable data analysis tools Identify available analysis and add-in tools Use a one or two input data table Use Goal Seek Generate reports and scenarios with Solver Change Solver values and manage constraints Choose a solving method Use Solver as a goal seek tool Insert, edit, format, and use hyperlinks S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 2

Lesson 1.1: Outlining and Grouping Data Sometimes, a worksheet can become very large and contain so much data that it becomes difficult to understand. Totals and subtotals that summarize the data can be lost in screen after screen of numbers. Thankfully, Excel 2010 has an excellent feature to help with this kind of problem. Excel s grouping and outlining features will allow you to collapse a large worksheet to show or print summary data. The grouping and outlining features can also expand the same worksheet to show data, or allow modification of the details. Outlining lets you manage the level of detail at which your worksheet will be presented. 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. Using Automatic Outlining Excel s automatic outlining feature makes outlining a worksheet fairly straightforward. Automatic outlining works best with numerical data organized into groups and sub groups by formulas or functions. The following worksheet, for example, contains monthly financial data for a business, organized into quarterly and yearly totals using formulas and the SUM function: It can be difficult to discern quarterly and yearly totals at a glance because these figures are lost in with all of the other data. To automatically outline this worksheet, click the arrow next to the Group button in the Outline group of the Data tab: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 3

This action will display a menu with two options: Group and Auto Outline. If you click the Auto Outline button, the spreadsheet will be outlined automatically: Here are the results of Excel s automatic outline: All of the original data is shown, as well as outline group indicators (the thick black lines that look like large brackets) and collapse buttons (marked with a minus sign). You can see that the quarters (sets of three months) are grouped together and summarized by Quarterly totals, and that each year has been grouped to be summarized by Yearly Totals. Notice also that the columns Supplies, Wages, and Utilities have been grouped under Total Expenses, and that there is an overarching group of all columns under Profit. In the image that follows, you can see the summary results of Excel s automatic outline. The original information is still available in all of its detail, but it is now presented in a summary view, showing only the yearly profit totals. Of course, automatic outlines will differ from worksheet to worksheet depending on your headings and data and the way they are organized. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 4

We ll look at how to expand and collapse levels in the next lesson. To remove the outlining from your worksheet, click Data Ungroup Clear Outline: Displaying and Collapsing Levels Here is an outlined spreadsheet: Notice that there are numbered buttons arranged in a row beside the column letters and also in a column above the row numbers. Clicking on one of the numbered buttons arranged in a row will expand the rows in the worksheet to provide a given level of detail. Clicking on one of the numbered buttons arranged in a column will expand the columns in a similar way. The view of the data in the preceding image is provided by the buttons numbered 1. Clicking on the number 2 buttons will expand the worksheet to the second level of detail for the rows, columns, or both as required: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 5

This is the same worksheet after both number 2 buttons have been clicked. You can see that the worksheet rows and columns have been expanded to show another, secondary level of detail. You can now see rows with quarterly totals as well as yearly totals. You can also see columns with figures for Income and Total Expenses. If you click on an expand button, marked with a plus sign (+), a specific section of the outlined worksheet corresponding to the button will be shown. Clicking the collapse (-) button will collapse the corresponding expanded section. If you click the number 3 button for the rows and columns, all levels of detail will be expanded to expose all of the data, as shown in the original picture at the beginning of this lesson. Remember that with outlines, only the data that is visible on your screen will be printed. This is a great way to print only the pertinent information from a large or complicated worksheet. You can expand and collapse the outlined worksheet with the numbered outline buttons, or with the expansion (+) and collapse (-) buttons, to reveal the level of detail that you want in your printed copy. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 6

Grouping Data Manually Automatic outlining may not be adequate for worksheets with non-numerical values or with no distinctive totals (from formulas or functions). If automatic outlining does not, or cannot, organize your data in the way you want, you can manually group your data. Take the following worksheet as an example: We would like to group the data according to teams and divisions, but if you use the Auto Outline option under the Group button, Excel displays the following alert: Because the data contains no formulas or functions providing numeric totals, Excel cannot implement automatic outlining for the worksheet. You can, however, create your own groupings by selecting the rows or columns that you want to group, and then clicking the Group button. For example, if you select the members of Team 1, the Sharks (cells B4:B6), and click Data Group, Excel 2010 will display the following box asking if you want to group by rows or columns: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 7

If you select the Rows radio button and click OK, Excel will provide an outline indicator and a collapse/expand button for the new grouping. You should also notice numbered buttons in the top left corner. These outline level buttons work the same as before. Clicking on the number 1 button will show the first level of detail, and clicking on the 2 button will show the second (increased) level of detail. If you follow the same procedure for cells B8:B10 (select the cells and then click the Group button on the Data tab) and then for cells B2:B10, you will end up with a worksheet like this: This image shows the fully detailed view. If you click the 2 button, you will see the following view of the data: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 8

You can see that the individual player information for the first two teams has been collapsed from view. Clicking the number 1 button will display the highest level view (lowest detail) of the manual groupings: In the preceding image you can see that the entire first division grouping has been collapsed from view. Tip: You can also select rows or columns for grouping by dragging your mouse over the column letters or row numbers accordingly. If you select the rows or columns this way, you will not be asked whether to group by rows or columns, as the selection you choose will clearly indicate this to Excel. To remove manual groupings, select the rows or columns corresponding to the grouping you wish to remove and click the Ungroup button. When you see the Ungroup dialog box, select the appropriate radio button (rows or columns) for what you are ungrouping, and click OK. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 9

. The selected rows or columns will be ungrouped. Creating Subtotals Another kind of outlining technique in Excel 2010 is the Subtotals feature. If you have numeric data organized with clear column and row headings, you can use Excel to create automatic subtotals and grand totals for the data. The following worksheet contains sales information for different products across geographical regions. To use Excel s subtotal feature, use your mouse to select the range of data you want to apply subtotals to, and click Data Subtotal: Before you click Subtotal, be sure to include the column labels when you make your selection, so Excel will be able to discern what numbers to total. For this example you could select cells A1:E10 and click the Subtotal button: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 10

After clicking the Subtotal button, the Subtotals dialog box will appear: The drop list under the At each change in: heading gives you options as to the number of rows that will be totaled. (For columns, totals will be applied every time the labels change.) In this example, the region column is selected, so with every change in the Region labels (from East to West, West to South, and so on) a subtotal will be applied. The Use function drop list lets you choose from a list of functions including SUM, AVERAGE, COUNT, PRODUCT, and STDEV to apply to your data. The function you choose (normally SUM) will be used to calculate the subtotals: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 11

In the Add subtotal to section, you can select check boxes for the columns you want totals for. You can apply totals to a single column or to multiple columns as long as they are covered by your selected range. Finally, there are three check boxes at the bottom of the Subtotal dialog box that will allow you to: Replace any pre-existing subtotals Put page breaks between totaled groups so they can be printed on separate pages Place the subtotals and grand totals above or below the corresponding data If you choose to apply totals to each change in the Region column while applying the Sum function to the Total Sales column, and choose no page breaks, the resulting worksheet will look like this: Notice that there is a subtotal for the Total Sales figures at every change in the Region value. There is also a grand total for the Total Sales column at the bottom of the data. You can also see that Excel has provided outlined levels, collapse/expand buttons, and numbered outline level buttons associated with the subtotals. These buttons and outlines work exactly as previously explained: the lower the number on the button you choose, the less detail will be shown. If you want to remove these subtotals, you can select the range of data in question (A1:E14) and click Data Subtotal to invoke the Subtotal dialog box. When you see the box, click the Remove All button: S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 12

Step-By-Step In this exercise you will practice grouping data and manipulating data. 1. Open Lesson 1.1 from your Exercise Files: 2. When the workbook opens, your Excel screen should look like the following: This worksheet contains monthly, quarterly, and yearly sales data that uses formulas and functions to calculate column totals. This kind of worksheet is an ideal candidate for automatic outlining. 3. Click Data Group Auto Outline: This will cause Excel to implement an auto outline based on the way the formulas total the data. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 13

4. You can now collapse and expand outline groupings with the (+) and (-) buttons, or you can view outline levels with the numbered outline buttons at the upper left. The full level of detail shown in the previous step corresponds to the buttons numbered 3. Click both of the 1 buttons to reduce the level of detail. Your data should now look like this. 5. Click both of the 3 buttons to expand the outlines and view all of the data. The outline does not yet meet our complete requirements. We want to display an outline level that contains all of the columns except the ones labeled Wages and Utilities. (In other words, we would like to see just the Income, Supplies, Total Expenses, and Profit columns at a glance). S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 14

6. Select columns D and E: 7. Once the columns are selected, click Data Group: You should now see an additional numbered button (4) in the column of outline buttons in the upper left of the worksheet. 8. Now, click the button numbered 3 in the column of buttons in the upper left to see all the columns except for the Wages and Utilities columns: This is exactly what we wanted. Notice the expand (+) button above column F. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 15

Clicking this button will show the wages and Utilities columns if we wish to view them. 9. Click the button numbered 1 in the row of buttons at the upper left. 10. Here is the result: Now you see only the Yearly Totals for the columns labeled Income, Supplies, Total Expenses, and Profit. Remember, you can expand or collapse a particular grouping by clicking the associated (+) or (-) button. You can also view varying levels of detail in rows or columns using the numbered outline buttons in the upper left corner. 11. Click View Page Layout: This will display the layout of your worksheet for printing. 12. Remember, when you print your spreadsheet, only the level of outline that is visible on screen will be printed. Outlining and grouping provides a great way to print only the information that you think is important! S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 16

13. Click the Normal button on the View tab: 14. Save your work as Lesson 1.1 Complete and then exit Excel to complete the lesson. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 17

Skill Sharpener Objective Briefing Task Hints To understand how to use automated subtotals. Your boss is puzzled by a company spreadsheet. She would like you to determine the average expenses per quarter for the financial data available. Open the company spreadsheet. Choose the appropriate tool from the group of Outline tools under the Data tab and use it to provide the requested information. Save the changes to the spreadsheet as Skill Sharpener 1.1 Complete. Choose the appropriate mathematical function to meet your boss s request. Sample Data Follow-up Questions What other way could you provide the requested information in Excel? Would it require more effort? Tip: You could generate the average expenses for each quarter by manually inserting a row between each quarter and the next, and then using the Average function in each new row under the Total Expenses column. This would involve considerably more effort than using the Subtotal tool on the Data tab. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 18

Lesson 1.2: Exploring Scenarios In business it can often be beneficial to explore multiple scenarios for a given situation. This allows you to see what combination of factors gives the best results; in other words, test various scenarios. With Excel 2010, you can easily explore multiple scenarios based on the same data. In this lesson you will learn what a scenario is and how to create one. You will also learn about scenario summary reports and how to save multiple scenarios based on a given situation. What is a Scenario? In Excel, a scenario can be described as a set of cell values that is saved and substituted into your worksheet at your convenience. If you have multiple scenarios saved, you can load different scenarios into your worksheet and compare and contrast them to see which particular set of values gives the best results. Since the worksheet will be fully calculated according to the given set of scenario data being used, you can compare and contrast the results of one set of data (scenario) with another by simply switching between different scenarios. Used in this way, Excel scenarios provide a powerful tool for performing what-if analysis. You might use scenarios to represent different budget options, or perhaps evaluate different financial forecasts. You can use Scenarios to compare different data projections based on any number of factors. This is how it works. The data that makes up your scenario is saved with your workbook, but it remains hidden until you use the Scenario Manager to load the scenario data. All of the scenarios you create are just versions of the same worksheet layout, with each different scenario having different values for certain key cells. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 19

Creating a Scenario To create a scenario in Excel, begin with the worksheet that you want to add scenarios to. Then, click Data What-If Analysis Scenario Manager: When you click on this option, the Scenario Manager dialog will appear: To create a scenario, click the Add button in the upper right. This will display the Add Scenario dialog box: Tip: It is a good idea to create a base scenario with the actual or current data for the worksheet and name it appropriately. This way, when you are exploring the scenarios you have created, you will always be able to return to the original (or actual) data. To enter a scenario name, make sure that your cursor is in the Scenario name text box and type a name that describes the scenario you are creating. S&G TRAINING LTD WWW.COMPUTERCOURSES.CO.UK 20