Version 3 Updated November 29, 2007
Contents Contents... 3 Part I: Background Information... 1 About This Handbook... 2 Excel Terminology... 3 Part II:... 4 Advanced Excel Tasks... 4 Export Data from Zangle into Text/Comma Delimited File... 5 Open a Text File in Excel...10 Save an Imported Text File as a Excel File...14 Proper Case Names...16 Concatenate...21 Create a Pivot Table...24 The Pivot Table Wizard...27 Filter Fields in a Pivot Table...30 Sorting Data Fields...32 Pivot Table Charts and Graphs...34 Part III:... 37 Advanced Excel Tips & Tricks...37 Advanced Excel Tips & Tricks...38 Excel Keyboard Shortcuts:...42
Part I: Background Information Advanced Excel Handbook Page 1
About This Handbook This handbook was created by Angela Bolick as reference material for users who will view and print reports. It will be used during the Zangle Advanced Excel class. The handbook is divided into two sections: Part I provides information about the Introductory Excel class. Part II describes Advanced Excel tasks. Names used in the documentation are fictitious. Advanced Excel Handbook Page 2
Excel Terminology Chart A graphic that allows you to compare and contrast data in a visual format. Embedded Chart A chart placed as an object within a worksheet. Chart Sheet A chart that occupies its own worksheet. Plot To position data points on a graph. Data Series For most charts, a data series is the information in a worksheet column. If you select multiple columns of data for a chart, you ll create multiple data series. Legend A key that identifies each of the data series in a chart. X-Axis The horizontal scale of a chart on which categories are plotted. Y-Axis The vertical scale of a chart on which the value of each category is plotted. Categories For most charts, a category is information in a worksheet row. If you select multiple rows of data for a chart, you ll create multiple categories. Advanced Excel Handbook Page 3
Part II: Advanced Excel Tasks Advanced Excel Handbook Page 4
Export Data from Zangle into Text/Comma Delimited File The following Zangle Reports have the ability to export data in a text/comma delimited file: System Locker Listing Enrollment Contact List, Data Labels, Household Mailing Labels, Locker Assignments, Mailing Labels, and Student directory Scheduling Course Request List, Teacher class Assignments, and Unscheduled Course Requests Attendance Class Attendance History, Monthly Hours, Attendance, Perfect Attendance, Phone contact List, and Truancy Tracking (*plus mail merge) Services and Programs Services, Service Recheck, and Service Summary Mark Reporting Comment Codes and Current Term/GP/Honor Roll Academic History Requirements Status Health Immunization Letters (*mail merge only). After exporting the data from Zangle into a text/comma delimited file, the file can be saved as an Excel. Follow the steps below to Export Data from Zangle into a Text File. Launch Zangle from you Applications folder in the Start Menu. Choose your school and Select Track. Complete Steps A-P. Step A is shown below. Steps B R are shown on the following pages. A Click Enrollment. Advanced Excel Handbook Page 5
B Click Reports. C Select Student Directory. D Deselect Summary E Click Preview. Advanced Excel Handbook Page 6
Close the Cover Sheet. F Close Student Directory Listing. G H Deselect Printer box. I Click the File box. J Click Continue. Advanced Excel Handbook Page 7
In the Export Parameters dialog box, the Separator default setting is Comma. K Press the Location button in the Export Parameters dialog box. L In the Save In dialog box, choose where you want to save your file. M In Export To, type file name. N Click on the Save as type drop down list, and select File.(txt). O Click Save. Advanced Excel Handbook Page 8
P Click Export. R Close ALL Zangle dialog boxes. Q Click OK. Advanced Excel Handbook Page 9
Open a Text File in Excel A Text file contains only textual characters with no special formatting, graphical information, sound or video files, and is associated most often with a text editor. Examples are Notepad files (.txt). A Text file can be opened in Excel, and then saved as an Excel file. Follow the steps below to Open a Text File in Excel. Complete Steps A-J. Steps A C are shown below. Steps D J are shown on the following pages. A Select Open. B Click the Look in drop down arrow and select the folder where you placed the Text file. C Select Text Files (bottom option), or All Files. Advanced Excel Handbook Page 10
The text file has a notebook graphic. D Click the file you just created. E Click Open. F Click Next. Advanced Excel Handbook Page 11
G Deselect the Tab Delimiter. H Click the Comma box. I Click Next. Advanced Excel Handbook Page 12
J Click Finish. After Step J, the file is exported to Excel. Advanced Excel Handbook Page 13
Save an Imported Text File as a Excel File After opening a text file, it can be saved as an Excel file. Follow the steps below to save an Imported Text File as an Excel File. Complete Steps A-F. Steps A C are shown below. Steps D F are shown on the following pages. A From the File menu click Save As. The file that is displayed is a text file that was exported to Excel. B Find the folder where your text file is saved. C Click on the text file you created. After Step C, the Save as type will display Text (Tab delimited) by default. Advanced Excel Handbook Page 14
D Click Save as type drop-down arrow. E Select the Microsoft Excel Workbook. F Click Save. Advanced Excel Handbook Page 15
Proper Case Names In an Excel document there are times when you need to change names that have a mixture of upper, lower and proper case names, to names that are uniformly proper case. Proper case names capitalize the first letter of each word. Follow the steps below to create Proper Case Names. Complete Steps A M. Steps A-C are shown below. Steps F M are shown on the following pages. A Insert a column beside the column you wish to be uniformly Proper Case, in this case, to the left of Column C. C Click the Function (fx) button. Observe the equal (=) sign displays in both the formula toolbar Cell B1, after selecting the Function button. B Click in Cell B1, where you will place your Proper Function. Advanced Excel Handbook Page 16
D Select the PROPER function. E Click OK. F Click in the first row of the column that will be changed to Proper Case, in this instance, Cell C1. The PROPER formula displays in Cell B1 and the Function toolbar after selecting the PROPER function. C1 displays in the Text of the Function Arguments dialog box after clicking in Cell C1. G Click OK. H Highlight the column where the formula is displayed. Advanced Excel Handbook Page 17
I From the Edit menu, select Fill > Down. Observe that all the names are now displayed in uniform Proper Case, after copying the formula to each cell. The PROPER function links Column B and C, therefore you cannot delete Column C, until you Copy and Paste Special Values. This #REF! message displays if Column C is deleted before performing the Copy > Paste Special > Values steps in the column where the formula is displayed, in this instance, Column B. Advanced Excel Handbook Page 18
J K After highlighting the column where the formula is displayed, in this instance, Column B, right click and select Copy. Right click and select Paste Special. L Click the Values radio button. M Click OK. Advanced Excel Handbook Page 19
After copying the values in Column B, the formula no longer displays in the toolbar, only the values (or names), and it is now safe to delete the unedited column. Advanced Excel Handbook Page 20
Concatenate Concatenate allows you to join together two or more cells into one cell. Follow the steps below to Concatenate (join together) two or more cells. Complete Steps A-I. Steps A D are shown below. Steps E I are shown on the following pages. A Insert a column where the CONCATENATE formula will be displayed, in this instance, Column B. B Click in first row of the newly inserted column. C Select CONCATENATE. D Click OK. Advanced Excel Handbook Page 21
The commas in the CONCATENATE formula serve as separators between the fields; however, the comma and space inside the quotation marks typed, will provide the comma and a space needed after the last name when the two cells are joined. Clicking in the cell tells the Concatenate formula that this cell is going to be joined with another cell. E Click in Text1, then click in Cell C1, the cell you wish to join. F G Click in Text2, then type a Quotation Mark ( ), followed by a Comma (,) press the Space Bar, then the Quotation Mark ( ). Click in Text3, then Click in Cell D1 (the cell you wish to join). H Click in Text4, then type a Quotation Mark ( ), press the Space Bar, followed by Quotation Mark ( ). I Click in Text5, then click in Cell E1 (the cell you wish to join). Click OK. J Note Column B displays the three names that have been joined together (concatenated) in one cell, after completing Steps A J. Advanced Excel Handbook Page 22
Steps to copy the CONCATENATE formula to all the cells in the column: 1. Highlight the column where the CONCATENATE formula is displayed. 2. Edit > Fill > Down. Steps to copy only the VALUES to the column: 1. Highlight column which displays the CONCATENATED DATA > Copy > PASTE SPECIAL > VALUES > OK. Advanced Excel Handbook Page 23
Create a Pivot Table A Pivot Table is a way to look at data in different ways, so that you can view relevant information by manipulating or pivoting it. In short, a Pivot Table allows you to analyze, organize, summarize, and compare data. Any Zangle report with analysis in its name will create a Pivot Table. Pivot Tables are typically used in the following Zangle-related reports: 1. Enrollment 2. Intersession Duties 3. Attendance 4. Test History 5. Mark Reporting (Grades) 6. Scheduling 7. Course Request Tally Follow the steps below to create a Pivot Table in Mark Reporting. Complete Steps A-F. Step A is shown below. Steps B F are shown on the following pages. A Click Mark Reporting. Advanced Excel Handbook Page 24
B Click Reports. C Select Analysis/Marks Distribution. Advanced Excel Handbook Page 25
D Select the desired term from the Term Selection. E Click the desired Group by radio button. In this example click the Teacher radio button. F Click Create Pivot Table. Note the Pivot Table Field List on the righthand side of the Pivot Table. You can click and drag fields in and out of the Pivot Table from the Pivot Table Field List. The Pivot Table Field List will not display if you click outside the Pivot Table. Click inside the Pivot Table to make the Pivot Table Field List reappear. Advanced Excel Handbook Page 26
The Pivot Table Wizard PIVOT TABLE SECTIONS IN THE PIVOT TABLE WIZARD LAYOUT Page - The PAGE section provides a focal point for your Pivot Table. First, decide what you want to know when creating a Pivot Table. If you want to see the grade distribution, totals, teachers, courses etc., the PAGE section would be the "mark type". Data - The DATA section of the Pivot Table is where I put things I want to measure. Student Count Sum or Mathematical formulas. Row - The Row section contains information that is pertinent to whatever is being measured. If you were to drag the teacher field into the area labeled Drop Row Fields Here, or Row section, you d see one row for each teacher s name. The same applies to any field that is dragged into the Row section. Column - If you dragged the Marks field into the Column section, you d see one column for each Mark. PAGE COLUMN ROW DATA Advanced Excel Handbook Page 27
The Pivot Table Wizard provides another view of the layout for a new or existing Pivot Table, and permits you to manipulate fields in and out of the existing or new Pivot Table. Follow the steps below to access the Layout view in the Pivot Table Wizard. Open an Excel file and create a Pivot Table. Complete Steps A E. Steps A-B are shown below. Steps C E are shown on the following pages. A Right click on the Teacher field. B Select the PivotTable Wizard. C Click the Existing worksheet radio button, then click Layout. Advanced Excel Handbook Page 28
After selecting the Pivot Table Wizard Layout button, note the Pivot Table is clearly diagrammed. The Pivot Table Fields are on the right-hand side. From the layout view you can also drag fields in and out of the existing Pivot Table. D Click OK when you ve completed dragging the fields in the Pivot Table. E Click Finish. Advanced Excel Handbook Page 29
Filter Fields in a Pivot Table Filters permit you to produce unique and customized reports. By clicking on the drop down list of a field or fields, you have the option of selecting one or more of the items in the field to display--thus producing a report that reflects relevant and desired information. Follow the steps below to Filter Fields in a Pivot Table. Complete Steps A C. Step A is shown below. Steps B C are shown on the following pages. A Click on the checked mark of Show All, to uncheck all items. Checks are not displayed after completing Step A. Advanced Excel Handbook Page 30
B Click in the specific grade box(s) you wish to filter or display grades for. C Click OK. Advanced Excel Handbook Page 31
Sorting Data Fields You can sort up to three fields. The first choice is the preferred sort, and will have preference over the second choices of sorting. The first sort was by the Last Name in Ascending order (A-Z). Follow the steps below to Sort Data Fields. Complete Steps A-F. Steps A B are shown below. Steps C F are shown on the following pages. A Highlight the data you wish to sort. B Select the Sort from the Data menu item. Advanced Excel Handbook Page 32
C Sort by Last Name in Ascending order. D Sort Then by First Name in Ascending order. E Sort Then by Grade in Ascending order. F Click OK. Advanced Excel Handbook Page 33
Pivot Table Charts and Graphs Charts and Graphs will be created from the Pivot Table. Follow the steps below to create Charts and Graphs from a Pivot Table. Complete Steps A-H. Steps A B are shown below. Steps C H are shown on the following pages. A Highlight data you wish to chart or graph. B Select the PivotTable and PivotChart Report...from the Data menu item. Advanced Excel Handbook Page 34
Default setting. C Click Finish. D Drag Last Name and First Name into the Row section of the Pivot Table. E Drag GPA from the Pivot Table Field List into the DATA section and the Column section of the Pivot Table. Double click the Chart Wizard icon from the Standard toolbar above. F Advanced Excel Handbook Page 35
The following is the display. To see how the document will print, click the PRINT PREVIEW button. By clicking on the drop list, you can select one or all students you would like to chart or graph. To display The Last Name and First Name at the bottom of the chart, click and drag the fields from the Pivot Table Field List to the bottom of the chart. H Select Hide PivotChart Field Buttons. G Right click on the desired field button. Advanced Excel Handbook Page 36
Part III: Advanced Excel Tips & Tricks Advanced Excel Handbook Page 37
Advanced Excel Tips & Tricks 1.) PAINTING: Click in the cell you wish to format > Make desired formatting > PAINT FORMAT button > Click in the cells where you wish to apply the formatting. 2.) ADJUST PAGE BREAKS: VIEW > PAGE BREAK VIEW > DRAG BLUE PAGE LINES to adjust page breaks. 3.) TURN GRIDLINES OFF (Toggle Grid button): VIEW > TOOLBARS > FORMS > BOTTOM LEFT BUTTON (Toggle Grid button). 4.) SORTING PIVOT TABLE: RIGHT CLICK > WIZARD LAYOUT > DOUBLE CLICK on item to be sorted. 5.) MONTHS, DAYS, OR NUMERIC PATTERNS in cells WITHOUT TYPING: Type month, day, or numeric pattern in cell > Click the COPY FORMULA BOX and drag to copy to other cells. 6.) COLUMNS TO APPEAR ON EVERY PAGE: FILE > PAGE SETUP > SHEET > Print titles Columns to repeat at top button > Click COLUMNS to be repeated on each page. 7.) NUMBERS FILLED IN AUTOMATICALLY: Type in desired number > ENTER > HIGHLIGHT cells where numbers are to display (include the number typed in the cell) > EDIT > FILL > SERIES (indicate step value and stop value if applicable). 8.) TEXT TO COLUMNS: (Appropriate to use when there is numeric data, such as a zip code with additional numbers in the zip code, that need to separated out and placed in another column) Navigate: Highlight desired column > DATA > TEXT TO COLUMNS > Click FIXED WIDTH radio button > NEXT > Click on the ruler for desired column break > FINISH. Example of the Break Line which separated the data that is one column into column columns. Advanced Excel Handbook Page 38
9.) SIZING ALL COLUMNS at ONCE in the worksheet: Highlight Entire Worksheet > Click on the empty cell (Location: Left of Column A and Above Row 1) > DOUBLE CLICK on the line that separates Column A from Column B. 10.) FREEZE PANES: Click below the column heading row you wish to freeze > WINDOW > FREEZE PANES. When you scroll down the column headings will remain in place. UNFREEZE PANES: WINDOWS > UNFREEZE PANES 11.) GROUPING SHEET TABS to Format Multiple Sheets at Once: Click on the desired SHEET TAB, hold down the SHIFT key and click on the last Sheet Tab (to include all desired sheets). The formatting on one sheet will be implemented on all the selected sheets (note the tabs turn white when they have been selected). Simply click on any of the sheet tabs to deactivate the formatting process. 12.) ADD TOOL TIPS TO CELLS: Highlight desired COLUMN or CELLS > DATA > VALIDATION > Click INPUT MESSAGE TAB > Type TITLE and MESSAGE > OK Example of Data Validation below: Student ID message when you click in the cell. 13.) FILTERING: Navigate: Highlight Columns to be filtered DATA > FILTER > AUTO FILTER Advanced Filter Question: How do I get rid of the same name that is repeated multiple times in a column? Advanced Excel Handbook Page 39
Answer: After completing Steps 1 3 above, go back to the menu, select DATA > Filter > ADVANCED FILTER > Click UNIQUE RECORDS ONLY BOX and OK 14.) CONDITIONAL FORMATTING (Shades up to four different categories): 1.) HIGHLIGHT DESIRE COLUMN 2.) FORMAT 3.) CONDITIONAL FORMATTING 4.) Click the drop down arrow 5.) Select numeric data to be highlighted 6.) Click FORMAT 7.) Select the FONT tab for TEXT COLOR and the PATTERNS tab to shade/color the cell. Advanced Excel Handbook Page 40
FINAL RESULT of CONDITIONAL FORMATTING: Example illustrates shading different grade levels. GPA s or other scores can also be shaded so that it data is easily identified. 15.) TRANSPOSE DATA: 1.) Highlight Data to be Transposed and either Copy or Cut 2.) Click in desired location for data (Cell A1 in this example) 3.) RIGHT CLICK 4.) Select PASTE SPECIAL > VALUES > TRANSPOSE. FINAL RESULT OF TRANSPOSITION: Advanced Excel Handbook Page 41
Excel Keyboard Shortcuts: Shift + F11 CTRL + Page Up CTRL + Page Down Shift + CTRL + Page Down Shift + CTRL + Page Down CTRL + F6 CTRL + F7 CTRL + F8 CTRL + F9 CTRL + D CTRL + R CTRL + Semicolon (;) CTRL + Shift + Semicolon (;) Alt + Down Arrow Shift + F3 Alt + Plus Sign (+) =Insert new Sheet =Move to previous sheet within workbook =Move to next sheet within workbook =Select the current and next worksheets =Select the current and previous worksheets =Switch between multiple open workbooks =When existing workbook is not maximized, pressing CTRL + F7 will toggle moving of windows with keyboard arrow keys. Press ESC when you are done moving windows. =When existing workbook is not maximized, pressing CTRL + F8 will toggle manipulating window size properties with keyboard arrow keys. Press ESC when you are done moving window. =Maximize and minimize current worksheet from an icon within Excel =Fill Down =Fill Right =Insert current date =Insert current time =Displays drop down menu of all values within a column range =Toggle formulas window =Inserts AutoSum formula Advanced Excel Handbook Page 42