Dhow Financial

Ltd

TIB FINANCIAL MODELING - EXCEL

APPLICATION
FEBRUARY 2014

Contents
Examining Excel Environment
Exploring the Fundamentals
1.
2.

Learning Microsoft Excel

Basic Excel Skills
Custom Tailoring Excel Workspace

Security & Privacy

Building Worksheets
Planning Your Worksheet Design
How to Utilize a Worksheet & Workbook
Importing Data
Validating Data
Security & Protection for worksheet and file
Formatting & Editing Worksheets
Worksheet editing techniques
Worksheet formatting techniques
Conditional Formatting

 Working with Data

Data Formatting & Custom settings
Number, Text, Date, Currency, Custom settings.
Data validation
Sorting in Excel - Filters, Queries & Data Sorting
Range Names
Tables
Spin Buttons, Scroll Bars, Option Buttons, Check Boxes, Combo Boxes and Group List Boxes
Summarizing Data with Histograms
Summarizing Data Using Descriptive Statistics
Using Pivot Tables to Describe Data
Filtering Data and Removing Duplicates
Consolidating Data

Creating Formulas & Performing Data Analysis

Building Formulas & Using Functions
Logical Statements IF function - If-Then-Else & Nested If commands
The COUNTIF, COUNTIFS, COUNT, COUNTA and COUNTBLANK Functions
The SUMIF, AVERAGEIF, SUMIFS and AVERAGEIFS Functions
Formatting & Calculating Date & Time
Functions for Financial Analysis
Functions for Analyzing Statistics

 Creating Charts
Introducing Charts in Excel
Basic Chart Techniques
Charting Beyond the ribbon
Customizing Charts

Creating Charts that show trends, Differences & Relationships

Creating stock analysis charts
Adding Trend lines and Equations
Adding Graphics & Printing
Printing & Presenting

Auditing and Testing

Auditing and Testing
Examples of spreadsheet errors
Essential testing and auditing techniques
Advanced Charting Techniques
Creating & Using Pivot Charts
Presenting Data visually without charts
Using Smart Arts Graphics & Shapes
Exporting your chart for use outside excel

 Managing Data and Tables

Managing Information in Tables
Analyzing Data with Pivot Tables
Working with External Data
Statistical Data Analysis - Using Correlations to summarize relationships
Introduction to Multiple Regressions
Using Moving Averages and Trend lines to Understand Time series

Excel Collaborating in teams

Tracking changes, file security and version control

OPTIONAL: Performing What if Analysis MAY BE COVERED IF TIME

PERMITS
Introduction to Monte Carlo Simulations
Sensitivity Analysis with Data Tables
The Goal Seek command - Overview of optimization and targeting
Using Scenario Manager for Sensitivity Analysis
Introduction to optimization with Excel Solver

INTRODUCING MICROSOFT EXCEL

2010/2013

Workbook vs Sheets
A workbook refers to an Excel document. You will

sometimes hear it called a spreadsheet.

In Default, each workbook has 3 sheets associated with
it. You can rename these sheets to something more fitting
to your purpose(e.g. Fall Term, Summer Term, Spring
Term)
You can add sheets if youd like to.
Your workbook is the ENTIRE file and the file name
should reflect the function the file serves.
Friends_Address.xlsx
Inventory.xlsx

Microsoft Excel 2007 Workbook and Worksheet

A worksheet is the grid of cells where you can type the data. The grid

divides your worksheet into rows and columns.

Columns are identified with letters (A, B, C ), while rows are
identified with numbers (1, 2, 3 ).
A cell is identified by column and row. For example, B8 is the address
of a cell in column B (the second column), and row 8 (the eighth row).
A worksheet in Excel 2007 consists of 16,384 columns and over 1
million rows. The worksheets in turn are grouped together into a
workbook.
By default each workbook in Excel 2007 contains 3 blank worksheets,
which are identified by tabs displaying along the bottom of your
screen. By default the first worksheet is called Sheet1, the next is
Sheet2 and so on as shown here.

Excel Workbook Window

Open the MS-Excel
Start-All Programs-Microsoft Office Microsoft Office Excel

2007/2010
This creates a new workbook.

Open an Excel workbook double-click on the

practice file named homeexpense.xlsx

Open an Excel workbook in Excel
Click on Office Button and select Open.
Locate the file via file folders.
Double-click on the file.

STARTING EXCEL
The first screen that you will see a new blank worksheet that contains

grid of cells. This grid is the most important part of the Excel window.
It's where you'll perform all your work, such as entering data, writing
formulas, and reviewing the results.

10

To know the excel 2007/2010 screen elements

11

Excel Window
MS Office Button
Quick Access Toolbar
Tab Bar
Ribbon
Worksheet Area
Sheet Tabs
Status Bar
Help: F1

12

 Office button: When clicked, this button opens the Office menu, from which you can

open, save, print, and exit as well as the Excel Options button that enables you to
change Excel's default settings.
Quick Access Toolbar: A small toolbar next to the Office button contains shortcuts for
some of the most common commands such as Save, Undo, and Redo buttons. You
also can customize quick access toolbar.
Ribbon: A combination of old versions menu bar and toolbar, arranged into a series of
tabs ranging from Home through View. Each tab contains buttons, lists, and
commands.
Name box: Displays the address of the current active cell where you work in the
worksheet.
Formula bar: Displays the address of the active cell on the left edge, and it also shows
you the current cell's contents.
Worksheet area: This area contains all the cells of the current worksheet identified by
column headings, using letters along the top, and row headings, using numbers along
the left edge with tabs for selecting new worksheets.
Sheet tabs: Excel 2007 contains 3 blank worksheet tabs by default. Click on the
intended tab will go to the particular worksheet.
Status bar: Reports information about the worksheet and provides shortcuts for
changing the view and the zoom.
Zoom control: Use to zoom the Excel screen in or out by dragging the slider.
13

Ribbon
Excel 2007/2010's user interface is based on the ribbon,

which is a bar across the top of the window that contains

tabbed pages of commands and icons/buttons.
With the Ribbon, it shows you all the most commonly used
options needed to perform a particular Excel task and you just
click on it to take action.

14

Here are some important terms related to Excel 2007 ribbon:

Ribbon: The whole bar, including all of the tabs.
Office Button: On the far left side of the Ribbon, the Office Button
lets you perform tasks that are common across many Office
applications.
Quick Access Toolbar: Located on top of the Excel screen beside
the Office Button.
Tab: Excel's main tasks are brought together and display all the
commands commonly needed. Clicking a tab name once activates
the tab.
Group: A section of a tab that organizes related command buttons
into subtasks. For example, the Home tab has the following groups:
Clipboard, Font, Alignment, Number, Styles, Cells, and Editing.
Dialog box launcher: A small icon in the bottom-right corner of a
group, from which you can open a dialog box related to that group.

15

To understand tabs on the Excel 2007/2010 ribbon

Home: Use this tab when creating, formatting, and editing a

spreadsheet.
Insert: Use this tab when adding particular elements (including
graphics, PivotTables, charts, hyperlinks, and headers and footers) to
a spreadsheet.
Page Layout: Use this tab when preparing a spreadsheet for printing
or reordering graphics on the sheet.
Formulas: Use this tab when adding formulas and functions to a
spreadsheet or checking a worksheet for formula errors.
Data: Use this tab when importing, querying, outlining, and
subtotaling the data placed into a worksheet's data list.
Review: Use this tab when proofing, protecting, and marking up a
spreadsheet for review by others.
View: Use this tab when changing the display of the Worksheet area
and the data it contains.
16

STATUS BAR
Excel 2007 status bar provides you with additional information
when you select a range of cells. This information includes the status
of the Num Lock, Caps Lock, and Scroll Lock keys on your keyboard.
This bar keeps you informed of the program's current mode and any
special keys you engage, and enables you to select a new worksheet
view and to zoom in and out on the worksheet.
However, you also can customize the status bar!
Customize the status bar in Excel 2007 and make the overlooked
status bar keep you up to date on the status of certain items within
your Excel spreadsheet.

17

To add options to the Status Bar

Right-click the Status Bar to bring up the Customize Status Bar

menu.

18

options from the Status Bar

Click to select the options you want, click again if you do not want the

item displayed.
When finished, click anywhere on the spreadsheet to close the menu.
REMOVE OPTIONS
Right-click on the Excel status bar and click on any option that you wish to
remove from the status bar.
The menu's options are enabled (selected) when a check mark appears next to
them and vice-versa.

19

2010 File Tab Replace MS Office Button Below

Performs many of the

functions that were located in

the File menu of older (or MS
office of 2007) versions.
New, Open, Save, Save As,

Print, Send, Close, etc.

File Format
Save As
Excel Workbook, .xlsx
Smaller size with new Office
2007 features.
Excel 97 2003 Workbook
Other Formats: web page, .csv

20

Ribbon

Font
grouping

Paragraph
grouping

Styles
grouping

Each tab (such as Home, Insert) will open a ribbon with

several command items each in similar groupings.
Home: has the common formatting tools, clipboard, fonts,
paragraphs, number, Styles, Cells, and Editing.

21

The Workbook
The workbook is comprised of:
Rows (labeled numerically)
Columns (labeled

alphabetically)
Cells
A cell is labeled with both a

numerical and alphabetical

value.
Naming convention:
C3 is active as
Indicated by the
Tab Key: navigate cells.

22

Steps - Creation of a Workbook

1.
2.
3.
4.
5.

Create a new workbook.

Save it with a file name.
Enter data: column headings, row headings, and data.
Format data: column headings, row headings, and
data.
Save the file.

23

A New Workbook
You have a blank workbook when you open Excel.
Or click on Office Button and select New.
Click on Create button.

24

Save a Workbook
Click on Office Button and select Save or

Save As.
Save: save the workbook as .xlsx. This
format is Excel 2007 compatible. It
cannot be opened in previous version of
Excel unless you have an Office 2007
converter installed.
Save As:
Excel Workbook - .xlsx
Excel 97 2003 Workbook - .xls
Other Formats - .CSV and others.

25

BASIC EXCEL SKILLS

26

Excel Prerequisites
Navigating around a worksheet and between worksheets

in a workbook
Entering text, entering data and choosing the format of
these entries
Editing the contents of a cell
Inserting and deleting rows or columns and entire
worksheets
Other necessary skills include inserting and deleting rows
or columns and entire worksheets; cutting, copying and
pasting; printing; and drawing charts.
Skillful use of formulas and functions separates the novice
spreadsheet user from the advanced user.

27

Navigation
There are several ways to move the display from one

portion of a spreadsheet to another.

The horizontal and vertical scroll bars move the
display of the portion of the entire spreadsheet that
contains cell entries left and right or up and down,
respectively.
The display area also can be moved by using the
arrow keys.
Another way to navigate around a spreadsheet is to
type in a cell address in the Name Box (just above
column A).
28

Selecting Cells
Selecting all cells in a worksheet
Selecting a column or a row
Selecting rectangular ranges
Selecting noncontiguous ranges

29

Editing Cells
Formula bar
Double-click
Function Wizard
Absolute and relative cell references

30

Formatting

31

Basic Formulas
With very few exceptions, well-written formulas contain no

numbers, only cell references.

Excel formulas start with the equal sign (=) and are
evaluated from left to right.
It is generally a good practice to use parentheses to make
the meaning of a calculation clear and to ensure that it is
calculated correctly.
Relative references are interpreted relative to the current
cell.
Addresses with fixed columns or rows are known as
absolute addresses.

32

To enter dates and times into a worksheet

Select the cell in which you want to enter the date or time.
Type in the date or time. Separate the date with either hyphens (-) or

slashes (/).
Press Enter.
To enter the current date, press Ctrl+;
To enter the current time, press Ctrl+:
You may utilize the keyboard to help you speed up the data entry
process. Below is a list of keys that you can use when you want to
quickly enter your data.

33

To speed up your data entry

Enter key: Pressing the key will enter the data and move the active

cell highlight down to the next cell in the current column.

Tab key: Pressing the key will enter the data and move the active cell
highlight to the next cell in the current row.
Arrow keys: Pressing the key will enter the data and move the active
cell highlight to the next cell in the direction of the specific arrow key
pressed.
Esc key: Pressing the key will cancel the current data entry.

34

SAVING
You can either save the workbook in your computer hard drive or

other device such as diskette or handy/flash drive.

If you never save the file, you will be unable to view the file in the
future. Once saved, you can re-open the file for viewing or editing.
Although Excel Auto Recover feature may recover your unsaved file,
you should never rely on Excel Auto Recover feature. Saving your
work frequently is a good idea.

35

To save a workbook (first time)

From Office Button, click Save OR

Click the Save button on the Quick Access Toolbar.

From the Save As dialog box displayed, ensure that you browse to
the folder/disk drive that you would like to save the file.
Enter the file name in the File name: text box. The file name can be
up to 255 characters in length.
Click on the Save button.

36

To save a backup copy (subsequent times)

From the Office Button, point to Save As and click Excel

Workbook.
Enter a name in the File name: text box.
Click on the Save button.
Note: By default, Excel saves a copy of your work automatically every
ten minutes. To adjust this setting (or turn if off), use the Save tab of
the Excel Options dialog box (Office Button - Excel Options).

37

To close a file
From the Office Button, click Close.
You will be asked if you wish to save any changes you have made to

the file.
Click Yes to save the workbook
click No to ignore (without saving) the changes
click Cancel to cancel the operation
To conclude, you have two choices for saving a spreadsheet file:
Save As - this choice allows you to save your spreadsheet file with a
new name and choose the location to save the file.
Save - this option updates the spreadsheet file with your most recent
changes. If you use Save on a new file that hasn't been saved before,
it has the same effect as Save As.

38

ADVANCED EXCEL SKILLS

39

summary Coverage
Keyboard shortcuts
Controls
Cell comments
Naming cells and ranges
Advanced formulas and functions
Recording macros and using Visual Basic for Applications

40

Useful Keyboard Shortcuts:

Moving, Scrolling and Entering Data
Ctrl + arrow key
Home
Ctrl + Home
Ctrl + End
PgDn
PgUp
Alt + PgDn
Alt + PgUp
F5
Alt + Enter
Shift + Enter
Tab
Shift + Tab
Ctrl + Delete
Shift + F2
Ctrl + D
Ctrl + R
Ctrl + F3

For moving and scrolling

Move to the edge of the current data region
Move to the beginning of the row
Move to the beginning of the worksheet (A1)
Move to the bottom-right corner of the used area of the
worksheet
Move down one screen
Move up one screen
Move one screen to the right
Move one screen to the left
Display the Go To dialog box
For entering data on a worksheet
Start a new line in the same cell
Complete a cell entry and move up one cell
Complete a cell entry and move to the right cell
Complete a cell entry and move to the left cell
Delete text to the end of the line
Edit a cell comment
Fill down (a selected column of cells with the content of the
first cell)
Fill to the right (a selected row of cells with the content of the
first cell)
Open the Define Name dialog box
41

Useful Keyboard Shortcuts:

Working in Cells or the Formula Bar

Ctrl + Shift + Enter

F2
F3
Shift + F3
F9
Ctrl + Alt + F9
Shift + F9
Ctrl + ;(semicolon)
Ctrl + Shift + :(colon)
Ctrl+ (single left quote)

For working in cells or the formula bar

Enter a formula as an array formula
Edit the active cell
Open the Past Name dialog box
Paste a function into a formula
Calculate all sheets in all open workbooks
Calculate all worksheets in the active workbook
Calculate the active worksheet
Enter the current date
Enter the current time
Alternate between displaying cell values and formulas

42

Useful Keyboard Shortcuts:

Inserting, Deleting, Copying, Selecting
Ctrl + C
Ctrl + X
Ctrl + V
Delete
Ctrl + - (hyphen)
Ctrl + Z
Ctrl + Shift + Plus sign
Shift + arrow key
Ctrl + Shift + arrow key
Ctrl + space bar
Ctrl + A

For inserting, deleting, and copying selection

Copy the selection
Cut the selection
Paste the selection
Clear the contents of the selection
Delete the selection (and move other cells to fill the void)
Undo the last action
Insert blank cells
For selecting cells, columns, or rows
Extend the selection by one cell
Extend the selection to the last nonblank cell in the same
column or row
Select the entire column
Select the entire worksheet

43

Useful Keyboard Shortcuts:

Working with Worksheets and Macros

Shift + F11
Alt + F8
Alt + F11
Ctrl + PgDn
Ctrl + PgUp

For working with worksheets and macros

Insert a new worksheet
Display the Macro dialog box
Display the Visual Basic Editor (VBE)
Move to the next sheet in the workbook
Move to the previous sheet in the workbook

Ctrl + S
Ctrl + N
Ctrl + O
Shift + F5 or Ctrl + F
Ctrl + H

Miscellaneous
Save an active workbook
Open new workbook
Open an existing workbook
Display the Find dialog box
Display the Replace dialog box

Note: In most cases, these shortcuts are not case sensitive (that is, both s and S will work the same).

Source: Sengupta, C. 2004. Financial Modeling Using Excel and VBA. Hoboken, N.J.:
John Wiley.

44

To move from cell to cell using the keyboard

To move from cell to cell, use one of the following methods:

45

To move within a selected range of cells

Select the range of cells by dragging the mouse.
Use one of the following combinations key to move from one cell to

another:
Tab - To the right one cell.
Shift + Tab - To the left one cell.
Enter - One cell down.
Shift + Enter - One cell up.
To move between worksheet tabs using the keyboard
To move one tab to the left, press Ctrl+Page Up.
To move one tab to the right, press Ctrl+Page Down

46

Changing Cell Colors

Actually you can change the color of any cells in the spreadsheet.
Once you have the number cells formatted in a different color, just do

the same thing for some other cells.

You can choose a contrasting color for the background to add more
effects to your Excel spreadsheet.

47

To change the Excel cell color background

Highlight the cells that you want to alter. We'll start with the cells A2 to

B5.
From the Home tab, in the Font group, point to the Fill Color icon.
Click the arrow just to the right of the Fill Color icon. You'll see some
colors appear:

48

 Move your mouse over any of the colors and the cells will change

automatically. You can then see what the new color looks like.
Click with the left mouse button to set the color you want. If you don't
like any of the colors displayed, click on More Colors option.
From the Colors dialog box displayed, choose a color and click OK.

49

To change the text color

Highlight the text that you want to change color.
From the Home tab, in the Font group, point to the Font Color icon.
Click the arrow just to the right of the Font Color icon. You'll see

some colors appear.

Select a color just like you did for the background color of the cell.

50

Paste special features

In the basic copy and paste feature, Excel copies all the information

in the range of cells you select: formatting, formulas, text, and other
values you enter.
How about the paste special? Paste Special allows you to specify
that only the entries be copied (without the formatting) or that just the
formatting be copied (without the entries).
This page is going to explain the Excel 2007 paste special options.

51

To use the Paste Special dialog box

Select the range of data you wish to copy.
On the Home tab, in the Clipboard group, click Copy icon.

OR press Ctrl+C.
Click the cell where you want to paste the range.
On the Home tab, in the Clipboard group, click the down arrow of the
Paste icon and click the Paste Special option.
From the Paste Special dialog box displayed, select the necessary
option from the Paste section:

52

 Each option is explained as follows:

53

 In the Operation section, select the available suitable option.

For example, if you select the Add option, Excel adds the

corresponding values in the source range and the destination range

and replaces the destination range with the new values.
The Skip Blanks option prevents Excel from overwriting cell contents
in your paste area with blank cells from the copied range. It is useful if
you're copying a range to another area but don't want the blank cells
in the copied range to overwrite existing data.
The Transpose option can change the orientation of the pasted
entries. For example, if the original cells' entries run down the rows of
a single column of the worksheet, the transposed pasted entries will
run across the columns of a single row (see steps below).

54

To use the Transpose option

Select the range of data you wish to copy and transpose.
On the Home tab, in the Clipboard group, click Copy icon.

OR press Ctrl+C.
Click the cell where you want to place the range.
On the Home tab, in the Clipboard group, click the down arrow of the
Paste icon and click Transpose.

55

Excel 2007/2010 help

The Excel 2007 Help system is an excellent source of information

that many users tend to forget about.

This Help information is available by clicking the question mark icon
in the upper-right corner of Excel's window. Or, just press F1 key to
display Excel Help in a new window.
This page will guide you how to use the Excel 2007 help feature
effectively. So, if you encounter any problem while using the Excel
2007, you can use this Help topic to solve your problem.

56

To get help in Excel 2007/2010

Click on the Microsoft Office Excel Help icon (top-right of the

screen with question mark icon)

OR press F1.

57

 The Excel Help window is displayed. Excel attempts to use your

Internet connection to update its topics.

58

 The various ranges of help topics are displayed. You can click on any

topic to get help. As an example, click on the What's new link. You
will see the following.

59

 You can click on any link topics and continue reading the particular

topic.
When you have finished experimenting, close the Excel Help
window.

60

To search for help

Press F1 to open the Excel Help window.
From the Excel Help window, type in a keywords or words relating to

the help you need within the text box near the top of the window.
For instance, to display help about printing, type in the word 'print'.
Click on the Search button next to the text input box. You will see a
range of topics related to printing.
Clicking on any of these topics will display more information about
Excel printing.

61

To display Help Table of Contents

Press F1 to open the Excel Help window.

62

 Click on the Table of Contents icon (the one with book icon). You will

now see a Table of Contents displayed down the left side of the Excel
Help window.

63

To print a help topic

Display an item of interest within the Excel Help window.
Click on the Print icon displayed within the Excel Help toolbar. This

will print the current page.

64

THE RIBBON

65

Key Tips

Key Tips are shortcuts to Tab and Menu options

on the Ribbon. This is a New Feature in 2007

Push the alt key to show the Key Tips, then push
the corresponding letter on the keyboard to
activate the Key Tip.
66

The Ribbon

As Noted earlier, the Ribbon is broken up into he

three parts: Tabs, Groups, & Commands.

Tabs: 8 tabs representing common related activities
Groups: Sections containing Related items or tasks
Commands: Buttons, boxes or Menus relating to

specific functions within Excel

67

The Ribbon Tabs

1.
2.
3.
4.
5.
6.
7.
8.

Home: Popular Excel options found on the Standard

and Formatting Toolbars in Excel 2003
Insert: Items associated with the Insert Menu
Page Layout: Items relating to how a Workbook is set
up before any text is typed on the screen
Formulas: Functions found Insert/Formulas Menu.
Data: Database functions of Excel
Review: Options for Proofing, Comments, Tracking
Changes and Workbook protection
View: Options for how you see Workbooks on the
screen
Add-ins: Converts Workbook to Flash Paper format

68

The Home Tab

Clipboard Group: Options to cut, copy and paste text, plus

the Format Painter. This group replaces the cut, copy and
paste options on the Standard Toolbar and in the Edit Menu
in Excel 2003
Additional Paste Functions are activated by clicking on the arrow.

These include Paste Special and Paste as Hyperlink options.

Click on the arrow on the Clipboard Command, to open the Clipboard
task pane. Up to 24 items can be saved on the Clipboard
69

The Home Tab

The Font Group: Options to edit fonts, font colors

and font sizes & font styles. It replaces the font

formatting functions on the Formatting Toolbar and
under the Format Menu in Excel 2003
The Font Menu is accessed by clicking on the arrow on

the Font Command bar

70

The Home Tab

The Alignment Group: Options for text alignment,

cell alignment, indentation, text orientation, text

wrapping, and merge & center text.
Click the arrow on the Alignment Command Bar to
open the Format Cells Menu.
These options were located on the Format/Cell
menu in Excel 2003
71

The Home Tab

The Number Group: Options for formatting numeric

values including; currency ($), percentage (%), and

decimal placement (.00),
Click the arrow on the Number Command Bar to
open the Format Cells Menu.
These options were located on the Format/Cell
menu in Excel 2003
72

The Home Tab

The Styles Group: Three options to format cells

Conditional Formatting: The cell format (i.e. text color, font, or
other condition) changes based on changes in cell values.
While Conditional Formatting is not a new feature, the variety
of conditional formatting options is significant.
Format as Table: This feature replaces the AutoFormat option
in Excel 2003. The range of table formats is significant
73

The Home Tab

The Styles Group: Three options to format cells

Cell Style: allows you to format individual cells or sections of
a worksheet with a variety of color and font formats. This is a
New Feature.
Click on the arrows below each function to view the complete
variety of formatting choices
74

The Home Tab

The Cells Group: Options to insert, delete and format

cells, columns, and rows. These features were found

on the Insert and Edit Menus in Excel 2003
Insert: Insert a cell, column, row, or worksheet
Delete: remove a cell, column, row, or worksheet
75

The Home Tab

Format:
Format and Lock cells
Adjust column width
Adjust row height
Auto fit text
Organize (move, copy rename or

protect) worksheets
Hide or unhide cells, columns, and
worksheets
All of these options were found under the

Format and Edit menus in Excel 2003

76

The Home Tab

The Editing Group: Options to AutoSum, Copy formatting,

Clear, Sort & Filter, plus Find & Select data. These functions
were located on the Edit and Data Menus, as well as the
standard Toolbar in Excel 2003.
AutoSum: Adds, Averages and counts a column or row of numbers
Copy Formatting: Copies cell data and formatting into adjacent cells
Clear: Removes data and formatting from a cell or group of cells
Sort & Filter: Functions to sort and filter cell, column or row data
77

The Home Tab

Find & Select: Opens a new menu

with options to Find, Replace and Go

To other areas of the worksheet, plus
access to formulas, Comments,
Conditional Formatting and Data
Validation options. This is a new
feature

78

The Insert Tab

The Tables Group Inserts Tables into a Workbook

Pivot Table: Creates a Pivot Table or Pivot Chart from
worksheet data
Table: Creates a Pre-formatted Table from worksheet data.
In prior versions of Excel, tables were referred to as Lists.
The table is created with built-in Sort and Filtering options.
This is a New Feature.
When activating Insert/Table, the Table Tools tab opens
79

Table Tools

Functions needed to edit & format table data. This is a New Feature.

The Properties Group: Table name and options to enlarge the table

area
The Tools Group: Options to convert table data to Pivot Table, remove
Duplicate Data, and Convert table to a standard worksheet

80

Table Tools

The External Table Data Group: Options to export

table data, refresh data added to a table, link and unlink

tables, open tables using an Internet Browser (i.e.
Internet Explorer), and revise table properties.
The Table Style Options Group: Options to add a
header, footer, or total row to a table, as well as format
table columns.
The Table Styles Group: A series of shading options
accessed by mouse click.
81

The Insert Tab

The Illustration Group: Inserts images and

graphics. It replaces similar functions on the Insert

Menu in Excel 2003
Picture: Inserts JPEG Images
Clipart: Insert these types of graphics
Shapes: Replaces the AutoShapes Menu on the Drawing

Toolbar. Several new shapes have been added to this

Menu
82

The Insert Tab

Smart Art: Similar to Visio, it adds pre-formatted visual

icons to show process or make graphic points. This is a

New Feature. Heres a tutorial:
Inserting an image from the illustration group

opens the Picture Tools tab

83

The Picture Tools Tab

The Picture Tools Tab replaces the Picture Toolbar in Excel

2003.

The Adjust Group: Edits images brightness, contrast, color,

image quality, replaces images, or resets image back to original

settings
The Picture Styles Group: Adds frames, effects, shadows and
shapes to an image. This is a New Feature.
The Arrange Group: Formats images that are imbedded within
text.
The Size Group: Edits an images size, and allows an image to
be cropped
84

The Insert Tab

The Charts Group: This feature replaces of the

Chart Wizard in Excel 2003.

Instead of sorting through the Wizard, users
choose a chart style, this opens the Chart Tools
Tab, which offers options for Chart Design, Chart
Layout and Chart Formatting
This is a New Feature.
85

The Chart Design Tab

The Type Group: Options to change Chart styles (Step 1 of the

Chart Wizard)
The Data Group: Options to change data relationships (Step 2)
The Chart Layout Group: Options to change the Chart layout
(Step 3)
The Chart Styles Group: (Options to edit the colors on a Chart
(Step 3)
The Location Group: Options to place the chart in the
workbook (step 4)
86

The Chart Layout Tab

The Layout tab replaces the Edit Chart functions

on the Chart Menu in Excel 2003

The Current Selection Group: Edits the Chart style to

match the formatting of the data page that the chart is

referenced from.
The Insert Group: Inserts an image, text or text box on
the chart
The Labels Group: Edits Chart Labels such as the title,
legend, and data labels.
87

The Chart Layout Tab

The Layout tab replaces the Edit Chart functions

on the Chart Menu in Excel 2003

The Axes Group: Sets layout for the horizontal axes

and gridlines
The Background Group: Sets characteristics for
editing the chart background and Gridlines
The Analysis Group: Options for analyzing charts.
The Properties Group: Options for naming a chart
88

The Chart Format Tab

The Format Tab replaces the Format Chart

functions on the Chart Menu in Excel 2003

The Current Selection Group: Formats the Chart style

to match the formatting of the data page that the chart

is referenced from.
The Shapes Styles Group: Formats all of the shapes
on a chart, including chart bars

89

The Chart Format Tab

The Format Tab replaces the Format Chart

functions on the Chart Menu in Excel 2003

The Word Art Styles Group: Allows users to label

charts using WordArt

The Arrange Group: Formats chart items for
arrangement by layer, or grouped as one image
The Size Group: Resizes the chart

90

The Chart Layout Tab

The Links Group: Places hyperlinks in a

Workbook. This group replaces the same

functions found in the Insert Menu in Excel 2003

91

The Insert Tab

The Text Group: Adds various text items to a worksheet

including:
Text Boxes
Headers and Footers
WordArt
Signature Lines
Objects
Symbols

These features were found on the Insert Menu in Excel

2003
92

The Page Layout Tab

The Themes Group: Similar to Design Templates

in PowerPoint, Themes are a series of designs that

for background color, font color and effects. This is
a New Feature

93

The Page Layout Tab

The Page Setup Group: Options to set:

Margins
Page Orientation (Portrait or Landscape)
Page Sizes (81/2 X 11, Legal, etc)
Print Area
Page Breaks
Background (Images)
Print Titles (Print column headings on each page)
94

The Page Layout Tab

Click on the Page

Setup Command and

the Page Setup Menu
Opens, containing all
of the functions found
in the group.
These options were
found on the File/Page
Setup Menu in Excel
2003

95

The Page Layout Tab

The Scale to Fit Group: Resets printing functions

to fit a specific paper length or a number of pages

Click on the Scale to Fit Command Bar and the
Page Setup menu opens
This is a new feature

96

The Page Layout Tab

The Select Options Group: Options to view or

print gridlines and/or column and row headings

Click on the Select Options Command Bar and
the Page Setup menu opens
This is a new feature

97

The Page Layout Tab

The Arrange Group: Arranges images, clipart, shapes

and text on a worksheet

Bring to Front and Send To Back: Arrange clipart within the

space of the worksheet

Selection Pane: Arranges objects and comments on a sheet
Align: Aligns text within cells
Group: Group and Ungroup a series of objects
Rotate: Changes the orientation of an object or image

Options found on the Drawing Toolbar in Excel 2003

98

The Formula Tab

The Formula Library: This is a quick reference to al of

the different mathematical functions and operations that

can be calculated using Excel
Insert Function opens the Functions Menu.
Functions are also broken down into a set of Books on the

ribbon which provides access to each function by type. This is

a new feature
Functions were located under the Insert/Function Menu

in Excel 2003
99

The Formula Tab

The Defined Names Group: This feature, used in

conjunction with the database and filtering features

of Excel, creates cell names for use in database
filtering
These options were located on the Insert/Name
Menu in Excel 2003
100

The Formula Tab

The Formula Auditing Group: This section features

options to evaluate and edit complex formulas so that

users may locate errors within formulas
These options were located under the Tools/Formula
Auditing Menu in Excel 2003
There is a new feature called the Watch Window, which
monitors the value of cells when changes are made to a
worksheet
101

The Formula Tab

The Calculation Group: This function determines

when formulas are calculated, either automatically

(by default) or manually

102

The Data Tab

The Get External Data Group: This option replaces

the Tools/Import External Data function in Excel 2003.

Data can be imported from:
Access
The Web (Internet)
Text Files
Other (External) Sources
Existing Connections (i.e. documents where spreadsheet data

has been copied and pasted)

103

The Data Tab

The Connections Group: Updates and refreshes

data imported from external sources (The link to the

source must be in place for this feature to work)
This is a new feature

104

The Data Tab

The Sort and Filter Group: Replace the Sort and

Filter options on the Tools menu. Option include

Sort: (Ascending and Descending)
Clear Filter: Remove the filter
Reapply Filter: Return to original filter parameters
Advanced: Filter with multiple options
105

The Data Tab

The Data Tools Group: These tools assist in

revising and developing a database. These feature

were located on the Data Menu in Excel 2003
Text to Columns: Separates text in one column into

separate columns. (i.e. If a column has a full name, this

feature will separate it into columns for the first, middle and
last names)
Remove Duplicates: Deletes duplicate rows from a sheet
106

The Data Tab

Data Validation: Sets parameters to prevent invalid data

from being entered into cells

Consolidate: Consolidates data from several worksheets
into one worksheet
What if Analysis: Lets users try out various values in a
worksheet to determine a specified outcome. Three types:
Scenario Manager
Goal Seek
Data Table
107

The Data Tab

The Outline Group: Displays by consolidating

similar or grouped items. Three options:
Group: Ties a range of cells together
Ungroup: Unties that same range
Subtotal: adds totals and subtotals to numeric values within
a range

This is a new feature

108

The Review Tab

The Proofing Group: This group contains potions for revising

a Workbook. These options were previously located on the

Standard Toolbar and the Research Task Pane.
Spell check
Research: Dictionary
Thesaurus
Translate: Translates English into another language.

109

The Review Tab

Comments Group: Comments were located on the

Insert Menu in Excel 2003

Options include: Insert New, Delete, and Skip to Next
or Back to Previous comment

110

The Review Tab

The Changes Group: Replaces the Protection and

Share Workbook options on the Tools Menu in Excel

2003.
Protect Workbook and Protect Sheet: Prevents other

users from permanently changing data within a workbook

Share Workbook: Allows other users to view and change
items in a Workbook
Track Changes: Allows users to see who has changed a
workbook as well as the changes that were made
111

The View Tab

The Workbook Views Group: This group replaces

the options found in the View Menu in Excel 2003.

There are 4 options:
Normal: The default view
Page Layout: One page view as it appears printed
Page Break Preview: Shows page breaks
Custom Views: View page based on the margins and

settings for that page

Full Screen: View worksheet without ribbons or tabs
112

The View Tab

The Show/Hide Group: This group replaces options

found under the View Menu in Excel 2003

Ruler: Shows margins and tabs
Gridlines: Shows a grid pattern over the entire Workbook.

Useful with the formula option on the Insert Tab.

Formula Bar: Shows formula bar
Headings: Column and Row heading
Message Bar: Shows the Message Bar
113

The View Tab

The Zoom Group: Replaces the Zoom function on

the Standard Toolbar. Options are similar to those

found in the Print Preview function, however this is a
New Feature
Zoom: Opens a Menu of zoom options
100%: Increases Workbook to fill screen
Zoom to selection: Displays selected workbook section

The Zoom Function is also located at the bottom

right of the Workbook screen

114

The View Tab

The Window Group: This group allows users to view multiple

Workbooks at the same time.

New Window: Opens a Workbook in a new Window
Arrange all: Arranges Workbooks horizontally or vertically.
Split: Splits the screen so that two different parts or pages of the

same Workbook can be seen at the same time

Switch Windows: Allows Workbooks windows to change in
prominence
115

The View Tab

The Macros Group: Click on the icon to open the

Macro function for recording or editing a Macro

Macros were located on the Tools Menu in Excel
2003

116

The Add-Ins Tab

Add- Ins: This function allows for Workbook to be

convert to flash paper objects

This function was located on the Acrobat Menu in
Excel 2003

117

The Mini Toolbar

The Mini Toolbar is a

Menu of frequently
used formatting tools
that appears when text
is highlighted in a
Excel Workbook.
This is a New Feature.

118

WORKING WITH EXCEL

2007/2010 BASICS

119

Data Entry
Place your mouse in a cell and click once. This will allow

you to enter data in that cell.

To move HORIZONTALLY across cells, hit TAB.
To move VERTICALLY, hit ENTER.
Practice:
Enter column heading and row heading.
Enter data.

120

Autofill Fill in Months

AutoFill Enter the months of the year, the days of the week,
multiples of 2 or 3, or other data in a series. You type one or more
entries, and then extend the series.
Fill in the months of the year
Type in the first 2 months.
Change the cell type to Date type.
Select the row of the months by clicking on the row tab such as 1. Go to Format and select Format

Cells (bottom).

Select Date and click on OK.

Highlight the cells of the two months and

drag the bottom right corner to expand the
cells with the rest of the months.

121

Types of Data
You can enter numerical or text data in a cell.
Enter numbers in cells. You may need to change the cell format to

numbers.

Highlight number cells in the practice file, go to Format and select Cell Format.

Select Number and click on OK.

If you see ######, you need to expand your column so the data fits.
Double click on the line between the two column headings to auto-fit.
Drag the border between two columns.

Change numbers to Currency with $ sign.

Highlight all number cells and click on $ icon.

To enter fractions, leave a space between the whole number and the

fraction. For example, 1 1/8.

To enter a fraction only, enter a zero first. For example, 0 1/4. If you
enter 1/4 without the zero, Excel will interpret the number as a date,
January 4.

122

Insert a Row/Column
Insert a row:
Select the row you would like to insert above
Clicking on the row number tab.

In Home tab, go to Insert and select Insert Sheet Rows.

Insert a column:
Select the column you would like to insert next to it
Clicking on the column letter tab such as L.

In Home tab, go to Insert and select Insert Sheet Column.

123

Change Column Width or Row Height

Column Width
Drag the border between two columns to adjust a

column width.
Adjust column width for a group of columns
Highlight the columns you want to adjust their width.
In Home tab, go to Format and select Column Width...
Enter a number of characters for column width. Click on OK.

Row Height
Drag the border between two rows to adjust a row width.

Adjust row width for a group of rows

Highlight the rows you would like to change their height.
In Home tab, go to Format and select Row Height.
Enter a number of the row height and click on OK.

One point=.035 cm

124

Format a Worksheet

Change the font size, color, and the background of a cell

or group of cells.
Select the cells youd like to change. Then select a
formatting tool.
To show cell borders, highlight the cells and select a
border.

125

Table Styles and Cell Styles

Table Styles
Highlight the Excel table (all cells), go to Format as Table icon.
Select a table style.
Cell Styles
Highlight cells, go to Cell Styles, select a cell style.

126

Excel - Header and Footer

In Insert tab, click on Header & Footer icon.

Type in a header in the Header box.

Click on Go to Footer icon. Click on File Name icon to insert the file name in the

Footer box.
To go back to the Normal view of the spreadsheet, click on View tab and select
Normal.

127

Conditional Formatting
Format cells based on a condition
Red font for expenses that exceed $100.
Highlight the cells you would like to apply a conditional formatting rule.
In Home tab, select Conditional Formatting. Select Highlight Cell Rules

and Greater Than.

Select a cut point number (100) and a style of text.

128

Conditional Formatting
Explore more conditions
Top/Bottom Rules: Top 10, Above Average
Data columns
Formatting Styles
Color Scale
Data Set

129

Basic Calculating Functions Total, Average

Excel has mathematical functions for you to

use.
Total
Click on the Cell that displays a total.
In Home tab, click on the sum function icon.
Highlight the cells included in the total and hit Enter key.
Average
Click on the cell that displays an average.
In Home tab, click on the little down arrow in the sum

function icon and select Average.

Highlight the cells included in the average and hit Enter
key.

130

Creating Basic Formula

You conduct a mathematical calculation in

Excel by typing a simple formula into a

cell. An Excel formula always begins with
an equal sign (=).
Math operators

Addition: +
Subtraction:Multiplication:*
Division:/

Example: Gas + Utilities

Click on the cell that displays the expense of

Gas and Utilities.

Enter =.
Click on the Gas cell for January.
Enter +.
Click on the Utilities cell for January
Hit Enter key.

131

Copy a Formula
You may copy the same formula onto a series of

cells.
Example, a total expense in each of all 12 months.
Select the total cell for January.
Drag the bottom right corner of the cell to expand to the December

total cell.
The total expense is then calculated for all 12 months.
Practice
Total for each of the
categories

132

Merge and Center

You may want to add a title for an Excel table.
Insert a row above the column heading row.
Type the title in the first cell of the title row.
Highlight the cells you would like to display the table title.
Click on Merge and Center icon.

133

Print an Excel Sheet

As default, there are no borders around cells.
For printing, there are two ways to print

boarders around cells.

Gridlines: This way adds gridlines around the cells in

the table.
Click on Page Layout tab.
Click on Page Setup group.
Click on Sheet tab.
Check Gridlines. Click on OK.

Add borders: This way adds borders around the cells

you selected.
Highlight the cells you want to have borders.
In Home tab, click on the down arrow next to the border
icon and select a choice of borders.
You have flexibility of selecting a variety of borders.

134

Page Layout
Orientation
The vertical dotted line specifies the right border of a page

in a spreadsheet.
You may change the page orientation from Portrait to
Landscape. Go to Page Layout tab, click on the
Orientation icon and select Landscape.
You may adjust the width of columns to fit the columns into
a page.

Double click on the border between the titles of two columns to

automatically adjust the column width.
Drag the border between the titles of two columns to adjust the column
width.

Margins
To adjust the margins of a page, in Page Layout tab, click
on Margins icon and select Custom Margins. Change
margins and click on OK.
Sheet Name
To give a name of a sheet, double-click on the sheet tab

and enter the name.

135

 The Excel alignment formatting options are contained within

the Alignment group on the Home tab.

The options allow you to change alignment of the text in a cell
or cells, text orientation, merge several cells together and so
on.
For more alignment options, you can click on the Alignment
group dialog box launcher to display the Format Cells dialog
box.

136

To align data between the left and right sides of a cell

Select the cell, or cells, you wish to align.
On the Home tab, in the Alignment group, click the Align Text Left

icon to align data with the left edge of the cell.

Click on the Center icon to center data in the cell.
Click on the Align Text Right icon to align data with the right edge of
the cell.

137

To align data between the top and bottom of a cell

Select the cell, or cells, you wish to align.
On the Home tab, in the Alignment group, click the Top Align icon to

align data in the top position of the cell.

Click on the Middle Align icon to centralized data vertically in the
cell.
Click the Bottom Align icon to align data in the bottom position of the
cell.

138

To change the orientation of data cells

Select the cell, or cells, you wish to change.

On the Home tab, in the Alignment group, click the

Orientation icon. You will see a drop down menu allowing you
to format the cell orientation.
Select any one of the command. Experiment with applying
some of the other orientation effects.

139

To wrap multiple lines of data in a cell

Type the text 'The Ultimate Guide to Excel 2007' into the cell

C5 and press Enter. The entry will appear as one long line that
does not 'fit' into the cell.
Select the cell C5 and then on the Home tab, in the Alignment
group, click the Wrap Text icon. The text will wrap as follow:

140

To merge several cells

Select the cells that you wish to merge to become one cell.
On the Home tab, in the Alignment group, click the Merge & Center

icon.

141

To shrink the text into one cell

Type the data you require into the cell and press Enter.
Right-click on the selected cells, click Format Cells.

142

 From the Format Cells dialog box displayed, click on the Alignment

tab.
Under the Text control section, tick the Shrink to fit check box and
click on OK.
Note: You can also use this right-click method to do the wrap text and
merge cells.

143

FORMAT NUMBERS
Number Formats help you to change the appearance of numbers or

values in a cell in the Excel spreadsheet. They are not difficult, and
can be achieve with a few clicks.
Formatting is done to improve the appearance of the spreadsheet
and to make the numbers easier to read and understand. Commonly
used number formats include adding commas ( , ), percent symbols
( % ), decimal places, and dollar signs( $ ).
In Excel 2007, the basic number formatting options are located on the
Home tab, Number group as shown here.

144

To change the basic number formatting

Select the cell containing number that you wish to format.
Click on the down arrow next to the Number Format drop-down list

and select a suitable command.

145

To change number formatting using the formatting icons

You can quickly change the formatting of a cell or selected range by

using the following icons on the Home tab, Number group.

146

To format a number as a currency

Select the cell or range of cells you want to format.

Right-click on the cell and choose Format Cells from the pop-up

menu.

147

 From the Format Cells dialog box displayed, select the Number tab.
Under the Category: section, select Currency.
Select the number of decimal places you require by using the

Decimal places: spin box arrows.

In the Symbol: drop down list, select the type of currency.
Click OK.

148

To format a number as a percentage

Select the cell or range of cells you wish to format.

Right-click on the cell and choose Format Cells from the pop-up

menu.
From the Format Cells dialog box displayed, select the Number tab.
Under the Category: section, select Percentage.
Select the number of decimal places you require by using the
Decimal places: spin box arrows.
Click OK.

149

To change the number of decimal places

Select the cell or range of cells, you wish to change the number of

decimal places.
To increase a decimal place, click on the Increase Decimal icon on
the Home tab, Number group. You can continue to click to increase
the decimals as required.
To reduce a decimal place, click on the Decrease Decimal icon on
the Home tab, Number group. You can continue to click to reduce the
decimals as required.

150

To round numbers using a numeric format

Select the cell or range of cells you wish to format.
Right-click on the cell and choose Format Cells from the pop-up

menu.
From the Format Cells dialog box displayed, select the Number tab.
In the Category: section, select Number.
Select the number of decimal places you require by using the
Decimal places spin box arrows.
Click OK.

151

To change colors based on the value in the cells

Select the cells you wish to change, which contain numeric values.
Right-click on the cell and choose Format Cells from the pop-up menu.
From the Format Cells dialog box displayed, select the Number tab.
Choose Custom from the Category: list box.
Use the scroll bars in the Type: section of the dialog box to view what custom

number formats are available.

For example, to force all negative numbers to be displayed in red, you would
select the option illustrated below.
Click OK.

152

To display negative numbers that enclosed within brackets

You would edit the above example, as illustrated.

153

 The Excel header and footer are lines of text that print at the top

(header) and bottom (footer) of each page in the spreadsheet.

Normally we type in descriptive text to add information to a
spreadsheet such as titles, dates, page numbers, etc.
A header or footer can appear in three locations on the page. It can
be in the top/bottom left corner, the center, and the right corner of the
page.
With the latest version of Excel 2007, it is much simpler to add a
header and/or footer to your worksheet. Here are the steps:

154

To insert header and footer

Click the View tab.
In the Workbook Views group, click the Page Layout icon.
Click in the area marked Click to add header.

155

 Choose where you want the text to be, left, center or right aligned. In

our example as shown above, it's center align.

Type the desired text in the appropriate box.
You also can use the Header & Footer Tools Design Tab, Header &
Footer Elements group to insert the appropriate text.
If you wish to go to the footer, click on Go to Footer icon in the
Navigation group.
Click the Home tab to apply formatting to the text (font, bold,
underline, or color).

156

To view header and footer

Headers and footers are not visible in the normal worksheet view.
You can use the Page Layout view to see the headers and footers.
To view a header or footer before printing the spreadsheet, use the

Print Preview option (Office button - Print).

157

To edit the excel header and footer

From the View tab, in the Workbook Views group, click the Page

Layout icon.
Edit or change the elements in the header or footer as you wish.
When finish, just press the Esc key and save your work.

158

 Excel 2007 allows you to specify if editing should be allowed only in

the Formula bar or also in cells.

By default, Excel 2007 allows you to edit the cell information either in
the Formula bar or in the cell itself. However, in some cases, you may
want to turn the in-cell editing feature off because you want to protect
your worksheet cells data being modify!
This tutorial shows you the steps:

159

To edit the worksheet cells

Select the cell and press F2 key and start modifying OR simply

double-click on a cell that you wish to modify.

When finish, just press Enter.

160

To turn off the cell editing

Click the Office Button and then click Excel Options button.
From the Excel Options dialog box displayed, click the Advanced at

the left side of the dialog box.

161

 Under the Editing options section, clear the Allow

editing directly in cells check box.

Click on OK.

162

Merge & unmerge cells

Study the spreadsheet below before we start our tutorial on merge

cells in Excel 2007:

If you look at Row 2, you'll see that the "Items Price" heading
stretches across three cells. This is not three separate cells, with a
color change for each individual cell. The B2, B3 and B4 cells were
merged.

163

To merge cells in Excel 2007

Type the words "Items Price" into cell B2 of a spreadsheet.
Highlight the cells B2, B3 and B4
On the Home tab, in the Alignment group, locate the Merge and

Center icon.
Click the down arrow to see the following options:
Click on Merge & Center. The three cells will then become one - B2,
to be exact!

164

To unmerge cells in Excel 2007

Click on the cell B2 (the cell that merged before).
On the Home tab, in the Alignment group, click on the down arrow

next to the Merge and Center icon.

Select Unmerge Cells. The cell B2 is now separated into 3 cells.

165

printing
Print Preview shows you exactly how the worksheet data will be
paged when printed and you can make last minute changes to the
page settings or even the spreadsheet contents before sending it to
the printer when everything looks okay.
Note: The keyboard shortcut for Print Preview: Ctrl + F2.

166

To switch to print preview

Click the Office Button and then point to Print and click on the Print

Preview command.
Excel displays the first page of the report in a separate window with
its own Print Preview contextual tab.
When finished previewing, click Close Print Preview.

167

Excel 2007 Print Preview Commands

As you can see, the print preview window contains several icons:

168

 Print - Opens the Print dialog box. Clicking this icon while in

Print Preview will returns to the Normal view.

Page Setup - Opens the Page Setup dialog box.
Zoom - Changes the size at which your worksheet is
previewed.
Next Page - Previews the next page of your worksheet.
Previous Page - Previews the previous page of your
worksheet.
Show Margins - Displays or hides sheet margins.
Close Print Preview - Returns to Normal view.
When Excel displays a full page in the Print Preview window,
you can barely read its contents; so you can increase the view
to actual size if you need to verify some of the information.

169

To zoom on Excel 2007 print preview

Click the Zoom icon in the Print Preview tab can zoom up to 100%

(actual size) or
Click once on the previewed page with the magnifying-glass mouse
pointer.
Press the keyboard PgUp and PgDn keys to scroll up or down the
page, respectively
Press Ctrl + PgUp and Ctrl + PgDn to scroll left and right,
respectively.

170

Easy way to print

The printing in Excel 2007 is easy if you just want to use Excel's

default print settings to print all the cells in the current worksheet.
If you already add the Quick Print button to the
Quick Access toolbar (by clicking Customize Quick Access
Toolbar button and then clicking Quick Print on its drop-down
menu), then just click on the button will print out the worksheets.
This fast method of printing will print a single copy of all the
information in the current worksheet, including any charts and
graphics but not comments you add to cells. If you want more copies,
or just a cell selection within a particular worksheet, then you need to
print using the normal way - the Print dialog box.

171

To print using the Print dialog box

From the Office Button, click on Print or press the keyboard

shortcut: Ctrl + P.

172

 From the Print dialog box displayed, there are several options:
All - Selecting this option will print all the pages in the

document.
Page(s) - Allow you to choose range of pages to print. To
reprint a single page, enter its page number in both the From
and To text boxes (same).
Selection - Print the cells that are currently selected in the
workbook.
Active Sheet(s) - If you select to print multiple worksheets, use
this option.
Entire Workbook - Print all the data in each of the worksheets
in your workbook.
Table - Print only the data range that is formatted as a table.
Number of Copies - enter the number of copies you want to
print in this box.
173

 Note: Do remember to check the printer name - the printer

name that attached to the PC and driver is preinstalled.

After finish choosing all the options, just click the OK or press
Enter will send the job to the printer for printing. However, it's
good to open the report in Excel 2007 Print Preview window for
last-minute checking before sending it to the printer.
When you finish previewing the report, the Print Preview tab
offers several options. One of the option is the ability to print
out the spreadsheet with the Print command. Click on the
button/icon will display the Print dialog box and print the report
from the normal worksheet view.

174

Printing multiple areas

You

may always use to print Excel worksheet in your

daily work. But sometime you just need to print a
particular chart of a worksheet or print multiple areas of
a workbook.
You can print noncontiguous areas of your worksheet,
and this just involves little more than selecting the cells
you want to print.
Take an example, if you have sales data for several
products, that each of them is in a worksheet column,
you can choose and print only the columns that are of
interest to you by pressing and holding down the Ctrl
key as you click and drag the intended areas you wish
to print. After you select areas, you set them as the
print area. If you need, you can preview the worksheet
before hit the print button.
175

To print Excel worksheet

Multiple areas of a workbook
Press and hold the Ctrl key as you click and drag to select each area

you want to print.

Click the Page Layout tab.
In the Page Setup group, click Print Area icon and from the menu
appears click the Set Print Area.

176

 In the Page Setup group, click the Print Titles icon.

From the Page Setup dialog box displayed, click the Sheet

tab.

177

 The areas you selected in the first step are shown in the Print

area: column.
Click and drag the columns or rows you want to repeat or type
the range.
Click the Print Preview button.
The Print Preview window shows the first page of the printout
containing an area you selected in the first step.
Click the Next Page or Previous Page icons to view
subsequent or previous pages.
The Print Preview window shows the next or previous page of
the printout containing an area you selected in the first step
above.
Click Print icon when you are satisfied with the layout.
Excel prints the selected multiple areas of a workbook.
Click Close Print Preview icon to finish.
Note: The above steps assume that you already installed the
printer driver and printer is working fine and turn on.
178

To add or clear the print areas

You can add to the print area by selecting a range and clicking the

Print Area icon in the Page Layout group and then click Add to
Print Area option from the menu appears.
In the Page Setup group, click Print Area icon and from the menu
appears click the Clear Print Area. Print Areas stay in effect until you
clear them.

179

 Microsoft Excel 2007 prints either the entire active worksheet

or a selected print area within the active worksheet. However,

you can select and print multiple worksheets at the same time.
To select two or more adjacent sheets for printing, hold down
the Shift key and click the tab (such as Sheet 1, Sheet2, etc)
for each sheet you want to print. To select several nonadjacent
worksheets, hold down the Ctrl key and click the tab for each
sheet you want to print.

180

To print multiple worksheets

Press and hold down the Ctrl key.
Click to select the individual tabs you want to print (for example

Sheet 1 and Sheet 3). You can click Chart tabs, Sheet tabs,
and tabs you have renamed.
Release the Ctrl key. You will notices that the selected tabs
appear white.
From the Page Layout tab, click the Page Setup group
launcher.

181

 From the Page Setup dialog box displayed, select the Sheet

tab and click Print Preview. Each worksheet appears on its

own page. The first worksheet you selected will appears first.
You can click the Previous Page and Next Page icons to
review the selected sheets.
Click Print icon when you are ready to print. Excel prints the
selected worksheets.
Note: You may want to print multiple worksheets if you have a
workbook with data or charts on several separate sheets.

182

To print all worksheet in the workbook

Right-click any tab.
From the menu appears, click Select All Sheets.
From the Page Layout tab, click the Page Setup group launcher to

open the Page Setup dialog box.

Do the necessary changes and hit the Print icon/button.

183

The Page Setup dialog box Sheet tab options

From the Page Layout tab, click the Page Setup group

launcher will open the Page Setup dialog box.

184

 Check the Gridlines option will print the worksheet gridlines. Black

and white option will turn your colorful page to the black and white.
Check the Row and column headings option enable you to print row
numbers and column letters on every page.
To print comments, select an option in the Comments field. You can
print comments adjacent to their cells or gather them at the end of the
report.

185

Note on grouping the sheets

Bear in mind that selecting multiple tabs groups the sheets. While
the sheets are grouped, any data you type into any sheet or any
changes you make to the structure of sheets are also typed into or
changed in all the other sheets in the group.

186

To ungroup sheets

Click any unselected sheet.

If no unselected sheet is visible, right-click any sheet and click

Ungroup Sheets from the menu appears.

187

MULTIPLE WORKBOOKS

188

Linking Workbooks
A link is a connection between files that allows data to be

transferred (Shared) from one file to the other.

When two files are linked, the source file is the workbook
that contains the data, and the destination file
(sometimes referred to as the dependent file) is the
workbook that receives the data.

189

Linking Workbooks
To use information from a source file, an external reference

must be used in a formula or function.

Syntax:
[WorkbookName]WorksheetName!CellRange
Use Single Quotes around the Workbook and Worksheet names if they

contain spaces.

190

Linking Workbooks
If the source file is located in a different directory than the

destination file, the full file path name must be included

with the single quote:
Example:
C:\Data Files\[Detail Data.xlsx]Details!A1

191

Why Link Workbooks

A worksheet has become too large and/or is hard to use
You are creating or using a summary worksheet that

consolidates data from several different files

Use a source workbook (file) for several other reporting
workbooks
Your worksheet references source files that are
continually updated

192

Arranging Workbooks

Open all the files you plan to use.

In the Window group on the View tab, click the Arrange

All button
Select the desired option for arranging the workbook:
Tiled, Horizontal, Vertical, or Cascade
When arranging multiple workbooks, uncheck the
Windows of active workbook option
Used when arranging worksheets within one workbook

Click the OK button

193

Managing Linking Workbooks

Moving or renaming a source file will break the link to the

destination workbook
Can repair using Change Source button
Go to Data tab Connections group
Click on Edit Links button
Click on Change Source
Navigate to new source file

194

Opening Destination Workbooks with Source

Workbooks Closed

195

Managing Linking Workbooks

Replacing a source file with an updated copy of the same

name does not require re-linking

Changing the name of the destination file does not affect
the links
You must have access to both source and destination files
for linking to work

196

Updating Linked Workbooks

Source and Destination files are open
Any change in the source file is automatically reflected
in the destination file
Source file is open and the Destination file is

closed
You can choose whether to update to the current values

or continue to display the older values from the source

file when the destination file is opened
Excel defaults to preventing links from updating, even if
the link is set to automatically update
197

MULTIPLE WORKSHEETS
MOVE & COPY
3D FORMULAS

198

Objectives
Grouping and ungrouping worksheets
Applying formulas and formatting to multiple

worksheets
Referencing cells and ranges in other worksheets

199

Using Multiple Worksheets

Why Use Multiple Worksheets?
Makes it easier to group and summarize data
Speeds up processing and searching time
Can easily distribute smaller chunks of data to other parties

200

Using Multiple Worksheets

Think about standardizing the layout of each worksheet
Enables several Excel tools to be used to speed up data entry and
formatting
Makes data easier to read and analyze for the end user. Not
spending time figuring out different layouts for similar data

201

Grouping Worksheets
A worksheet group is a collection of two or

more selected worksheets

Worksheet groups duplicate edits across all
group members
Insert or edit functions
Formatting

Worksheets groups are usually temporary, but

can be saved with a file save.

202

Grouping Worksheets
To select an adjacent group
Click the sheet tab of the first worksheet in the group
Press and hold the Shift key
Click the sheet tab of the last worksheet in the group

203

Grouping Worksheets
To select a nonadjacent group
Click the sheet tab of one worksheet in the group
Press and hold the <Ctrl key>
Then left click the sheet tabs of the remaining worksheets to place
in the group.

204

Grouping Worksheets
To ungroup the worksheets
Click the sheet tab of a worksheet not in the group
Or
Right-click the sheet tab of any worksheet in the group, then click

Ungroup Sheets on the shortcut menu

205

Copying Worksheets
within a Workbook
Select the sheet tabs of the worksheets you want to copy
Press and hold the <Ctrl key>
Drag the worksheet tab in front of, or behind, the desired

tab
Rename the new copy

206

Copying Worksheets
to Another Workbook
Select the sheet tabs of the

worksheets you want to copy

Right-click the sheet tabs, and then
click Move or Copy on the shortcut
menu
Click the To book dialog drop-down
arrow
Select the existing workbook name
(or select <new book> to create a
new workbook)

207

Copying Worksheets
to Another Workbook
To create copies of the worksheets, click the Create a

copy check box

Clear the Create a copy check box to move the
worksheets from one workbook to another
Click the OK button

208

Entering a Formula That References Another Worksheet

Start formula as normal (with an

= sign)

Click the sheet tab for the worksheet

Click the cell or range of cells you want to

reference
When the formula is complete, press the
<Enter key>

209

Using 3-D References

A 3-D reference refers to the same cell or range in

multiple worksheets in the same workbook

Syntax: Start Sheet:End Sheet!Cell (or range)

210

Using 3-D References

Start formula as normal, with

=sum(

Click the sheet tab for the first worksheet in the

worksheet range
press and hold the <Shift key>
click the tab for the last worksheet in the
worksheet range
Select the cell or range to reference, and then
press the <Enter key>

211

FORMULAS AND FUNCTIONS

Excel 2007/2010 Functions

212

Functions
Excel 2007 Functions are built-in, special commands that are incorporated

into the formulas to perform mathematical calculations. It can be used to

make complex operations simple.
Excel 2007 contains a built-in list of worksheet functions, which are
categorized to make it easy to search for the ones you need.
Excel has over 300 built-in functions divided into various functional
categories, including:
Financial
Logical
Text
Date & Time
Lookup & Reference
Math & Trigonometry
Information
Database
Statistical
Engineering
Cube
213

 Here are some commonly used functions:

AVERAGE: Used to determine the average value of the selected

cells contents.
COLUMNS: Used to return the number of columns within a
reference.
COUNT: Used to count how many numbers are in the list.
MAX: Used to return the maximum number from a list.
MIN: Used to return the minimum number from a list.
ROUND: Used to round off numbers to a specified number of decimal
points.
SUM: Used to add the contents of selected cells.

214

To display all the available functions

Open a blank Excel workbook.
Click on the Formulas tab and within the Function Library group

click on the Insert Function icon.

From the Insert Function dialog box displayed, under Or select a
category: section, select a particular category function, the related
functions will displayed.

215

To enter functions directly into the worksheet cell

Select the cell into which the formula will be entered.
Insert an equal (=) sign to begin the formula. The formula toolbar

buttons will appear.

Enter the name of the function [e.g. SUM], followed by an opening
parenthesis [(], any arguments required for the function [e.g. E2:E5],
and closing parenthesis[)].
Press Enter. If there are no errors in the formula, the result of the
function will be entered in the cell. If you activate the cell again, the
function will be displayed in the formula bar.

216

FORMULAS
A formula is an equation that performs operations on

worksheet data. You can use an Excel 2007 formula to

perform mathematical operations, such as addition and
multiplication, or they can compare worksheet values, join
text, averaging a student's test results, etc.
Formulas can refer to other cells on the same worksheet,
cells on other sheets in the same workbook, or cells on
sheets in other workbooks. In addition, if you change the data
in your spreadsheet, Excel will automatically recalculate the
answer without you having to re-enter the formula.
A basic formula format will start with an equal sign (=)
followed by one or more operands, separated by one or more
operators. Operands can be values, text, cell references,
ranges, defined names, or function names. Operators are
symbols used to represent the various arithmetic and
comparison operations you can perform on the operands.
217

Precedence
In Microsoft Excel 2007, operators are executed in this order:

218

To enter a formula
Place the cursor in the cell where the formula will appear, i.e.E5.
Enter an = sign. All Excel formulas start with the 'equal' sign.
Enter the expression that will produce the result you want. This can

consist of operands, values, variables, and symbols which represent

mathematical procedures such as + or - to add and subtract, e.g.
A5+C5.
When the formula is complete, press Enter. The result of the formula
will be calculated and displayed in the cell E5.
You can see the formula in the Formula bar at the top of the screen
by placing the cell pointer on the cell E5.
If there is an error in a formula, an error message is displayed which
will begin with a # sign.

219

To know the Excel 2007 formula error messages

When writing formulas it is easy to make a mistake. Here are some

common mistakes:

220

To enter a cell or range reference by pointing

Place the cursor in the cell where the formula will appear.
Enter the formula up to the point of the cell or range reference, e.g. to

enter the formula =E2+E5, only enter the = sign.

Using the arrow keys, move the cell pointer to the first cell reference,
in this case E2. The formula will track your progress and enter the
current address into the formula.
Enter the operand, + sign.
Using the arrow keys, move the cell pointer to the second cell
reference, in this case E5. If you are calculating a range of cells, hold
down the Shift key while using the arrow keys to move to the
intended cells.
Press Enter to complete the formula when you have reached the cell
you require.

221

EXCEL NOW FUNCTION

The Excel NOW function is one of Excel's date and time functions. It

is used to add the current date and time to a worksheet/spreadsheet.

The syntax for the NOW function is:
= NOW ( )
The NOW function takes no arguments.

222

To use the Excel 2007 NOW Function

Click on cell C5 - the location where the results will be displayed.
Click on the Formulas tab.
In the Function Library group, click the Date & Time icon to open

the function drop down list.

223

 Click on NOW in the list to bring up the Function Arguments

dialog box. You will see the =NOW( ) displayed in the cell C5
as well as in the formula bar.
Click OK.
The current time and date should appear in cell C5.
When you click on cell C5 the complete function =NOW( )
appears in the formula bar.

224

PRODUCT FUNCTION
The Excel 2007 PRODUCT function provides a quick way to multiply

numbers and returns the product (result).

The advantage of using this function becomes apparent if you have
several numbers to multiply together. It is easier then building a long
formula.
The syntax for the PRODUCT function is:
=PRODUCT (Number1, Number2, ... Number255)
Number1, Number2, is numbers that enter into the Excel
spreadsheet. Up to 255 numbers can be entered into the function.

225

To use the PRODUCT function (an example)

Enter the following data into cells C1 to C3:
Click on cell C5 - the location where the results will be

displayed.
Click on the Excel 2007 Formulas tab.
Choose Math & Trig from the ribbon to open the function drop
down list.

226

 Click on PRODUCT in the list to bring up the function's dialog box.

227

 From the Function Arguments dialog box displayed, enter C1 for

Number1 and C2 for Number2.

Click OK. The result will display on cell C5 that is 80 in this case.
The results you will get:
=Product(C1, C2) would return 80.
=Product(C1, C2, C3) would return 720.
=Product(C1, C2, C3, -2) would return -1440.

228

EXCEL 2007 IF FUNCTION

The Excel 2007 IF function, one of Excel's logical functions, tests to

see if a certain condition in a spreadsheet is true or false.

You can use the IF Function for various purposes. For example, you
can use the function to grade student exam scores. If the student has
above 85, award an A grade; if the student has below 40, award a fail
grade.
The syntax for the IF function is:
=IF (logical test, value if true, value if false)
Logical test - a value or expression that is tested to see if it is true or
false.
Value if true - the value that is displayed if logical test is true.
Value if false - the value that is displayed if logical test is false.

229

To use the Excel 2007 IF function (an example)

Enter the following data in an Excel worksheet as illustrated.

230

 Let say the student scores are based on the following: A If the student scores

85 or above
B If the student scores 70 to 84
C If the student scores 55 to 69
D If the student scores 40 to 54
FAIL If the student scores below 40
Now, click on cell C3 - the location where one of the results will be displayed.
Click on the Formulas tab and choose Logical function from the ribbon to
open the drop down list.
Click on IF in the list to bring up the function's dialog box.

231

 From the If Function Arguments dialog box displayed, click on the

icon with red color pointing upwards behind the Logical test.

232

 Then, type in the following formula and click on the red color icon

pointing down. B3>=85, "A", IF(B3>=70, "B", IF(B3>=55, "C",

IF(B3>=40, "D", "Fail" ) ) )
Click OK.
If you want to see the full formula, click on the cell C3 and the formula
will be display on the Formula Bar.
Note: Some of the conditional operator you need to know:
< - Less Than
>= - Greater than Or Equal To
<= - Less than Or Equal To
<> - Not Equal To

233

Max function
The Excel MAX function, one of Excel's statistical functions, is used

to find the largest value in a given list of arguments.

The syntax for the MAX function is:
=MAX(argument1, argument2, ... argument30)
Argument1, argument 2, ... argument 30 can be numbers, named
ranges, arrays, or cell references. Up to 30 arguments can be
entered.

234

To use the Excel MAX Function

Enter the following data into the Excel spreadsheet.

235

 Click on cell C8 or any other cells where the results will be

displayed.
From the Formulas tab, in the Function Library group, click
the More Functions icon and point to Statistical to open the
function drop down list.

236

 Click on MAX in the list to bring up the function's dialog box.

From the Max Function Arguments dialog box displayed,

type C1:C6 or you can drag the mouse from cell C1 to C6.

237

 Click OK. The result will display on the cell C8.

If you choose the different ranges, the following result will display.

=Max(C1, C2) would return 632.

=Max(C3, C5, 896) would return 896.
=Max(C2:C6) would return 808.

238

 The Excel 2007 CELL function is one of a group of "Information

Functions" that can be used to return information about the formatting,

location, or contents of a specific cell.
So, the CELL function's job is to give out information about a cell such
as its formatting, the type of data it contains, and whether or not the
cell is locked or protected. For example, if you want to verify that a cell
contains a numeric value instead of text before you perform a
calculation on it, you can use the CELL function.
The syntax for the CELL function is:
= CELL (info type, [reference])
Info type - the type of cell information you want to return. It's a text
value.
reference (optional) - the cell reference that is being checked. If
omitted, the information specified in the info type argument is returned.
239

To use the Excel CELL function

Open an Excel spreadsheet and enter a number, such as " 88

", into cell C2.

Click on cell D2 - the location where the results will be
displayed.
Click on the Formulas tab.

240

 From the Function Library group, click the More Functions icon,

then point to Information and click on CELL in the list to bring up that
function's dialog box.

241

On

the Info type line, enter the word "type".

On the Reference line, click on cell C2 in the spreadsheet to enter the cell
reference into the dialog box.
Click OK.
The letter " v " should appear in cell D2 to indicate that the data in the cell is a
value.
When you click on cell D1, the complete function = CELL("type",D2) appears in
the formula bar.
Note:
If cell C2 contained a word of text, the letter " l " would appear in cell D2 to
indicate that the cell contained a label.
If cell C2 contained a date, the letter " v " would appear in cell D2 to indicate that
the cell contained a value - dates are often considered to be values in Excel.
If cell C2 was empty, the letter " b " would appear in cell D2 to indicate that the
cell was blank.
242

Date functions
The Excel 2007 Date function allows us to display the current date

and time in our worksheet.

The TODAY( ) function automatically retrieves the current date. It is
useful for creating spreadsheets that continuously update themselves
such as to determine the number of days a payment is overdue.
The NOW( ) function is similar to the TODAY( ) function, except it
retrieves the current date along with the current time.

243

To demonstrate the use of Date and Time Functions: TODAY

Create a spreadsheet as follow:

244

 Click on the cell B3, where the answer will appear.

From the Formula tab, in the Function Library group, click the Date

& Time icon and from the drop down menu, click the TODAY
command.

245

 From the Function Arguments dialog box displayed, click OK.

The today date will display on the cell B3.
Note: If you directly type =TODAY( ) to the cell B3, the same result

will appear. The following day, month and year functions are based on
this date.

246

To demonstrate the use of Date and Time Functions: DAY

Click on cell B4 and enter the following function:

=DAY(B3)
Press the Enter key. You will notice that the current day of the month
is displayed on the cell B4.

247

To demonstrate the use of Date and Time Function: MONTH

Click on cell B5 and enter the following function:

=MONTH(B3)
Press the Enter key. You will notice that the current day of the month
is displayed on the cell B5.

248

To demonstrate the use of Date and Time Function: YEAR

Click on cell B6 and enter the following function:

=YEAR(B3)
Press the Enter key. You will notice that the current day of the month
is displayed on the cell B6.
Here are the results:

249

 The Excel 2007 DATE function is a quick and easy way to insert a

date into a formula. DATE( ) accepts three numbers, each of which

represents a different component of the date. Here's what it looks
like:
DATE(year, month, day)
So, if you enter this formula into a cell:
=DATE(2010, 1, 1)
Excel displays the date 1/1/2010.

250

Count function
Excel Count function is to calculate the number of entries in a range

of cells (list of arguments). It counts only the numeric values and

excludes the text values, dates, and logical values.
The syntax for the Count function:
=COUNT (value1[,value2,...]) whereby
value1, value2,... is one or more ranges, arrays, function results,
expressions, or literal values of which you want the count.

251

To demonstrates the use of the Count function

Create a spreadsheet as follow:

252

 Click on the cell C9.

From the Formula tab, in the Function Library group, click the More

Functions icon and point to Statistical from the drop down menu,
click the COUNT command.

253

 From the Function Arguments dialog box displayed, enter

C4:C8 in the Value1 entry. The Count function will calculate

the number of occurrences in the range from C4 to C8.
Click OK.
Repeat the above process for the cells D9 and D10 to get the
results.

254

CREATING AND FORMATTING CHARTS

255

Creating An Excel 2007/2010 Chart

The Excel 2007/2010 Chart (also known as graph) is a visual

representation of numeric values. Displaying data in a wellconceived chart can make your numbers more
understandable.
The Excel 2007/2010 charts have a great new look. That is
why today Excel is one of the most commonly used application
for creating charts.
Before you can create a chart, you must have some numbers
(data) that stored in the cells in an Excel worksheet. Normally,
the data that a chart uses can reside in a single worksheet, or
use data that's stored in other worksheets.

256

Creating an Excel Chart from Data in a Worksheet

Once you have entered the data you want to display as a chart

into a worksheet and decided which type of chart you require,

you can create it with just a few mouse clicks. Use the
following illustration to quickly create a chart on the current
worksheet.
Open Excel 2007 and create a worksheet as illustrated below.

257

To create a chart
Click on any cell within the data containing the information that you

wish to display as a chart, or highlight the exact data area that you
wish to display as a chart.
On the Insert menu, in the Charts group, click the chart type you
require. A gallery of thumbnail images for the related chart subtypes
will appear.

258

 Click the required chart subtype to create the chart, or click All Chart

Types to open the Insert Chart dialog box and choose from all
available chart types.
When you have selected a subtype, a chart will be created as an
object in the worksheet and Chart Tools will appear on the Ribbon
incorporating Design, Layout, and Format tabs.
For example, when choose the '3-D Clustered Column' subtype, the
chart created as follow:

259

 Alternatively, click the Charts group Dialog Box Launcher to

open the Insert Chart dialog box and see all the available
chart types.

260

 You can also change the default chart type in the Insert Chart dialog

box by selecting a chart type and clicking the Set as Default Chart
button.
Note: To quickly create a chart of the selected data (based on the
default chart type) as an object in the current worksheet, press
Alt+F1. To create a chart of the selected data as a new sheet, press
F11.

261

Creating an Excel 2007/2010 Chart from Data in a Different Worksheet

It is possible to display a chart on one worksheet using data from a

different worksheet. The source data can even come from a separate
open workbook.
To create a chart using data from a different worksheet, do the
following:

262

To create a chart (data in another worksheet)

Click a blank cell in the worksheet that you want the chart to be

displayed in.
From the Insert menu, in the Charts group, click the chart type and
subtype you require.
Select the Design tab under Chart Tools on the Ribbon and click
Select Data in the Data group.

263

 From the Select Data Source dialog box displayed, enter the data

range that you want to use for the chart in the Chart data range: box
by clicking the Collapse Dialog icon to the right of the Chart data
range: box and selecting the workbook and/or worksheet and then
the cell range that you want to use for the data source.

264

 Click the Expand Dialog icon to the right of the Select Data Source

dialog box when you have finished.

Alternatively you can type the data range into the Chart data range:
box following the following formats:
>> Type the format Sheet2!$A$8:$C$12 if you are charting the data
in cells A8 to C12 in Sheet2 of the current workbook.
>> If you want to use data from a sheet (Sheet1) in a different
workbook (Workbook2), the format would be [Workbook2]Sheet1!
$A$8:$C$12.
If the name of either the worksheet or workbook contains spaces,
enclose the workbook / worksheet name in single
quotes,'[Sales2007]Jan Sales!'$A$8:$C$12.
Click OK to close the Select Data Source dialog box.
265

Chart title
The Excel 2007 chart title is text that typically appears above or

overlapping the chart that indicates what the chart represents. It's one
of the important elements in a chart.
The Excel 2007 Chart (also known as graph) is a visual
representation of numeric values. Displaying data in a well-conceived
chart can make your numbers more understandable.

266

To give the chart a title

Select the chart that you have created ( chart example ), if needed.
On the Chart Tools Layout tab, in the Labels group, click Chart

Title icon and select one of the option from the drop-down list.
You will notice that the Chart Title text box inserted into the chart.
Click to change the chart title (just type as you wish).

267

To format the Excel 2007 chart title

Right-click the chart title and choose Format Chart Title.
From the Format Chart Title dialog box displayed, select the category option

and do the formation as needed.

Alternatively, you can click on the Chart Title icon and click the More Title
Options to display the Format Chart Title dialog box.
The generally available categories are Fill, Border Color, Border Styles,
Shadow, 3-D Format and Alignment.
When finish, click Close.

268

Chart Axis
A chart axis title is text that defines the category or the unit of

measurement on an axis. For a normal chart, you need to give a

horizontal and vertical chart axes to make your chart more
meaningful.

269

To give a chart axis title

Select the chart, if needed.
On the Chart Tools Layout tab, in the Labels group, click

Axis Titles icon and select either Primary Horizontal Axis

Title or Primary Vertical Axis Title to display a submenu that
is specific to that axis.

270

 For the horizontal axis title, the options are simple: either None or

Title Below Axis.

For the vertical axis title, you can choose from the following options:
Rotated Title: The title appears vertically along the vertical axis, with
the letters rotated 90 degrees.
Vertical Title: The title appears vertically along the vertical axis, but
each letter remains unrotated, so that the letters are stacked one on
top of the other.
Horizontal Title: The title appears horizontally, like regular text, to the
left of the vertical axis.
A text box appears. Click and type your own label to replace it.

271

Formatting the Chart Legend

Excel 2007 chart legend is the little box that appears next, above or
below the chart. It provides the descriptions what the different colors
or patterns mean in a chart. You can so some formatting to the
legend such as resize, placement, legend font and color.
To resize a legend box

Click the chart legend.

Drag one of its selection handles (legend border) to make

it bigger or smaller.

272

To set the chart legend placement

Select the chart, if needed.
On the Chart Tools Layout tab, in the Labels group, click Legend

icon and choose the option where you want to position the chart
legend.

273

To format the chart legend

Right-click the chart legend and choose Format Legend.
From the Format Legend dialog box displayed, do the formation as

needed. The available categories are Fill, Border Color, Border

Styles, and Shadow.
When finish, click Close.

274

To format the chart legend font

Right-click the chart legend and choose Font.
From the Font dialog box displayed, select the required

formatting options.
Click the OK button.

275

Create a Histogram
With Excel 2007, you can make a histogram to group a list of

values into categories and compare the categories. Excel calls

these categories bins.
To better illustrate on how to create a histogram, create a
worksheet as below:

276

This worksheet is to display the test scores for a group of students,

for example, your first bin might be <=50, representing scores of 50

mark or under; your second bin might be 75; and last bin for test
scores up to100 mark. Excel counts the number of occurrences in
each bin.
When creating a histogram, you must provide three pieces of
information:
Firstly, define the raw data you want to sort.
Secondly, define the bins (must be in lowest to highest order).
Finally, specify the cell in which you want the result to appear.
The results can appear in the current worksheet, in a new
worksheet, or in a new workbook.
As you make changes to your data, Excel does not automatically
make changes to your histogram. You must regenerate your
histogram when you make changes to your data.
Note: The histogram tool is part of the Analysis Toolpack, which
you may need to install the add-ins first as explain in the
Excel 2007 add-in article.
277

To create a histogram
Type the values that define the bins ordered from lowest to highest

(cells D6 to D8 in our case).

From the Data tab, in the Analysis group, click Data Analysis icon.

278

 From the Data Analysis dialog box displayed, click

Histogram.
Click OK.

279

 From the Histogram dialog box displayed, under the Input

section:
Click on Input Range:, then click and drag the range of
numbers to categorize (cells B2 to B13 in our case).
Click on Bin Range:, then click and drag the range of bins
(cells D6 to D9 in our case).
Under the Output options section, click or select options as
needed:
Click on Output Range: and select the cell where you want
the results to start, or type the cell address (such as cell F2).
Pareto (sorted histogram) - sorts data from highest to lowest.
Cumulative Percentage - shows cumulative percentage.
Chart Output - check this to displays a chart in the worksheet.
Click OK. If you see some pop-up, just click OK.

280

 You will see the results as follows:

281

CUSTOMIZE YOUR
CHART

282

Customize your chart

After you create your chart, you
can customize it to give it a
more professional design.

For example, you can give your chart a whole different

set of colors by selecting a new chart style.
You can also format chart titles to change them from
plain to fancy. And there are many different formatting
options you can apply to individual columns to make
them stand out.

283

Change the look of your chart

When you first create your
chart, its in a standard color.
By using a chart style, you can
apply different colors to a chart
in just seconds.

First, click in the chart. Then on the Design tab, in the

Chart Styles group, click the More button to see all
the choices.
Then click the style you want.

284

Change the look of your chart

When you first create your
chart, its in a standard color.
By using a chart style, you can
apply different colors to a chart
in just seconds.

Some of the styles change just the color of the columns.

Others change the color and add an outline around the
columns, while other styles add color to the plot area
(the area bounded by the chart axes). And some styles
add color to the chart area (the entire chart).

285

Change the look of your chart

If you dont see what you want
in the Chart Styles group, you
can get other color choices by
selecting a different theme.

Click the Page Layout tab, and then click Colors in the
Themes group.
When you rest the pointer over a color scheme, the
colors are shown in a temporary preview on the chart.
Click the one you like to apply it to the chart.

286

Change the look of your chart

Important
Unlike a chart style, the colors
from a theme will be applied to
other elements you might add to
the worksheet.

For example, a table or a cell style such as a heading

will take on the colors of the theme applied to the chart.

287

Format titles
If youd like to make the chart or
axis titles stand out more, thats
also easy to do.

On the Format tab, in the WordArt Styles group, there

are many ways to work with the titles.
The picture shows that one of the options in the group, a
text fill, has been added to change the color.

288

Format titles
To use a text fill, first click in a
title area to select it.

Then click the arrow on Text Fill

in the WordArt
Styles group. Rest the pointer over any of the colors to
see the changes in the title. When you see a color you
like, select it.
Text Fill also includes options to apply a gradient or a
texture to a title.
289

Format titles
To make font changes, such as
making the font larger or
smalleror to change the font
faceclick Home, and then go
to the Font group.

Or you can make the same formatting changes by using

the Mini toolbar.
The toolbar appears in a faded fashion after you select
the title text. Point at the toolbar and it becomes solid,
and then you can select a formatting option.

290

Format individual columns

There is still more that you can
do with the format of the
columns in your chart.

In the picture, a shadow effect has been added to each

of the columns (an offset diagonal shadow is behind
each column).

291

Format individual columns

Heres how to add a shadow
effect to columns.

1. Click one of Giussanis columns. That will select all

three columns for Giussani (known as a series).
2. On the Format tab, in the Shape Styles group, click
the arrow on Shape Effects.

292

Format individual columns

Heres how to add a shadow
effect to columns.

3. Point to Shadow, and then rest the pointer on the

different shadow styles in the list.
4. You can see a preview of the shadows as you rest the
pointer on each style. When you see one you like,
select it.

293

Format individual columns

The Shape Styles group offers
plenty of other great formatting
options to choose from.

For example, Shape Effects offers more than just

shadows. You can add bevel effects and soft edges to
columns, or even make columns glow.
You can also click Shape Fill to add a gradient or a texture
to the columns, or click Shape Outline to add an outline
around the columns.

294

Add your chart to a PowerPoint presentation

When your chart looks just the
way you want and its ready for
a debut, you can easily add it to
a Microsoft Office PowerPoint
presentation.
Heres how it works.

1. Copy the chart in Excel.

2. Open PowerPoint 2007.
3. On the slide you want the chart to be on, paste the
chart.

295

Add your chart to a PowerPoint presentation

When your chart looks just the
way you want and its ready for
a debut, you can easily add it to
a Microsoft Office PowerPoint
presentation.
Heres how it works.

4. In the charts lower-right corner, the Paste Options

button
appears. Click the button.
Now youre ready to present your chart.

296

AUDITING AND
DOCUMENTATION

297

Model Checks
Simple checks can go a long way to limit errors
Always keep the operating margin

(EBITDA/Sales) in sight
If the ROIC exceeds WACC, then the market
value should be more than book value
Steady state growth should occur when the
terminal period is reached
Check valuation with the multiples

298

Documentation of Models

Document the models with comments, descriptions, range names,

or columns.
Think about titles of columns and make them as descriptive as
possible.
Include the units on all the columns.
It would be good to place comments in each line of a model to
describe the source of data and the calculation.
Titles difficult to interpret

299

Auditing Suggestions
Mechanical Checks
Compute Comparative Ratios
Test Extreme Values
Perform Sensitivity Analysis
Compare Forecasts to History
Do not be afraid to re-do models

300

Mechanical Checks
Balance Sheet Balances
Use abs() function
Check in each year
Finance
Positive Dividends
Ending debt and asset balance
Source and use statement balance
Corporate Model
Historic Income Reconciles
Historic Balance Sheet Ties
301

Comparative Ratios
There is no magic formula
Compute and Graph

Interest/Debt
Depreciation/Gross Plant
EBITDA/Sales
Dividend Payout Ratio
Return on Investment
Return on Equity
Put in very simple cases
302

Test the Model with Extreme Values

Put in 100% Equity and make sure cash flow

before financing equals free cash flow

Put in beginning and end of year to test year
fraction inputs
Put in large negative cash flows to see what
happens

303

Auditing
Keep Inputs from Formulas in the same sheet
Use Sensitivity Analysis
Try Model with Extreme Values
Check Balance Sheet, Sources, Total Construction,

Total Debt, Ending Balances, Dividends etc.

Total Debt Issues = Debt on Balance Sheet
Historic Assets = Modeled Assets
Historic Income = Modeled Income

304

Two Methods for Audit

Method 1: Trace the formulas
Use F2 key
Method 2: Test model with extreme inputs
Example Move the cash up and down and make sure
the debt and cash are working

305

Model Transparency
Transparency is not a precise concept, but in

general, the model should

Show the key drivers
Allow an audit that can be performed in a couple of hours
Clarify what are inputs and what are outputs
Financial statements should be a primary part of the

model

306

Controls
Excel controls allow the user to change the contents or

behavior of a spreadsheet without interacting directly with

individual cells.
Controls can be added to a spreadsheet to assist users to
choose parameter inputs and to assist the analyst in
performing sensitivity analysis.

307

Standard Controls
The eleven standard controls are:
Check Box
Text Box
Command Button
Option Button
List Box
Combo Box
Toggle Button
Spin Button
Scroll Bar
Label
Image

308

Advanced Functions
AND and OR
SUMIF and COUNTIF
VLOOKUP and HLOOKUP
INDEX, SMALL and MATCH
Text and date functions
ROUND, CEILING, FLOOR, and INT
RAND and RANDBETWEEN
Financial functions

309

Recording Macros and Using VBA*

Macros are small computer programs that

automate frequently-performed tasks.

Macros are written in the Visual Basic for
Applications (VBA) language and stored in Visual
Basic modules.
Excel provides a mechanism for creating macros
simply by recording the steps involved, so many
simple macros can be created by users who have
little or no programming knowledge.

310

Spreadsheet Design
An efficient process minimizes time spent.
An effective process yields results that meet users

requirements.
Good design helps analysts spend the majority of their
effort improving decisions, rather than building and fixing
models.

311

The Phases of Spreadsheet Modeling

Designing
Building
Testing

312

Influence Chart
5 - 313

313

Designing a Spreadsheet
Plan
Modularize
Start small
Parameterize
Design for use
Keep it simple
Design for communication
Document important data and formulas

314

Plan
Measure twice, cut once
Will decrease time spent correcting mistakes
Turn computer off and think before beginning
Begin with a sketch
Physical layout of major elements
Rough indication of calculation flow
Anticipate models ultimate uses

315

Modularize
Group like items and separate unlike items.
Separate
Data
Decision variables
Outcome measures
Detailed calculations
Influence diagrams aid with this design.
Formulas should generally reference cells above

and to the left.

316

Start Small
Sketch full design but do not build all at once.
Isolate one module then build and test that module.
Local mistakes are much easier to detect than when they

are part of the global model.

317

Parameterize
Place parameters in a single location away from

calculations.
Formulas should only contain cell references, not
numerical values.
Assists in:
Identifying parameters
Sensitivity analysis
Documentation

318

Design for Use

Anticipate who will use spreadsheet
What type of questions will be asked?
Make it easy to change common parameters.
Make it easy to find key outputs.
Group in one place
Include graphs of outputs.
Record numerical values of base case outputs.

319

Keep It Simple
Complex spreadsheets:
Require more time and effort to build
Are much more difficult to debug
Keep formulas short.
Decompose complex calculations into intermediate steps.

320

Design for Communication

Spreadsheets lives are often longer than expected.
Use visual cues that reinforce models logic
Use informative labels
Use blank spaces
Use outlines, color, bold fonts, as appropriate
Split windows can aid in viewing.

321

Document Important
Data and Formulas

Record source for important

parameters.
Explain important formulas.
Use Cell Comments to describe cell
contents.
Consider a separate module to list
assumptions.
322

Cell Comments
Insert Comment to add documentation to a cell
Tools Options View gives different display

options
Comment & indicator permanently display comment
Indicator red triangle indicates comment, display

when cursor in cell

None neither comment nor indicator visible

323

Workbook Design
Use separate sheets to group similar kinds of information.
Design workbooks for ease of navigation.
Protect workbooks from unwanted changes during use.

324

Use Separate Sheets to Group Similar Kinds of

Information
Workbooks should be designed to make a model

easy to understand and use.

Individual worksheets should each have a welldefined purpose and be given descriptive names.
They should also appear in a natural order.
Assumptions, calculations and results should be
placed on separate worksheets whenever
possible to allow users to view assumptions and
results without being distracted by the details of
the calculations.
325

Design Workbooks for

Ease of Navigation and Use
Any form of structural help for users is beneficial.
Use revealing names for individual sheets.
Double-click on name tab at bottom of spreadsheet to edit name

326

Outlining

327

Design a Workbook as a Decision Support System

A decision support system is an integrated information

system that provides data, analytics, and reporting

capabilities over an extended period of time to multiple
users.
Effective decision support systems are designed to
present information in a manner that is most useful to
decision makers.
Use graphs instead of tables of numbers.

328

Protect Workbooks From Unwanted Changes

During Use
Lock cells not to be changed.
Use worksheet protection.
Use data validation.

329

Locking Cells
To lock all cells:
Select entire worksheet
Select Format Cells Protection and check the box for locked
To unlock variable cells:
Select desired cells
Select Format Cells Protection and uncheck the box for locked

330

Example of Locking Cells

331

Protecting Worksheets
Tools Protection Protect Sheet
At top of Protect Sheet window check box for

Protect worksheet
If check only Select Unlocked Cells

User will be able to only select and modify unlocked

cells.

If check Select Locked and Unlocked Cells

User will be able to select any cell but only modify
unlocked cells.

332

Example of Protecting Worksheet

333

Data Validation
Controls input values
Highlight cells then click Data Validation
Three tabs
Settings: Restrict inputs (e.g., range of cell values)
Input Message: Create message when cursor on cell
Error Alert: Alert for invalid entry

334

The Data Validation Window

335

Example: Error alert produced by Data

Validation

336

Building a Workbook
Follow a plan.
Build one module at a time.
Predict the outcome of each formula.
Copy and paste formulas carefully.
Use relative and absolute addressing to simplify

copying.
Use the Function Wizard to ensure correct
syntax.
Use range names to make formulas easy to read.
Choose input data to make errors stand out.
337

Copying and Pasting Formulas

Copying (rather than retyping) reduces the potential for

typographical errors.
Copying can also be a source of bugs.
e.g., wrong range copied

338

Relative and Absolute Addressing

Necessary for efficient copying
An address such as B7 is relative.
In cell A6, B7 represents one row down and one column
to the right.
If copied, new formula will refer to new cell that is one
row down and one column to the right.
An address such as $B$6 is absolute.
Cell will not change if formula is copied.
Use for parameter values.

339

Function Wizard
The button fx brings up the function wizard.
Contains a complete list of all Excel functions
Selecting a function will bring up a window showing

needed inputs.
Function value will be shown in window automatically

340

Range Names
Any cell or range of cells may be named.
Name or cell reference may be used in formulas.
Names easier to debug and use
Require extra work to enter and maintain
Select Insert Name Define to assign a name.
Pull-down window at top left of spreadsheet.
Shows all named cells for workbook
Can be used to enter individual cell names

341

Testing a Spreadsheet
Check that numerical results look plausible.
Check that formulas are correct.
Test that model performance is plausible.

342

Check That Numerical Results Look Plausible

Make rough estimates.
Check with a calculator.
Test extreme cases.

343

Check That Formulas Are Correct

Check visually.
Display individual cell references.
Display all formulas.
Use the auditing tools.
Use error checking.
Use error traps.
Use auditing software.

344

Checking Formulas Visually

Visually check formulas in each cell.
Most effective when range names used
Tends to be tedious

345

Displaying Individual Cell References

Press F2 or double-click on cell of interest.
Reveals formula with color-coded cell references
Stronger visual clues than manual checking

346

Display All Formulas

Hold down control key and press tilde key.
All formulas are displayed
Makes for easier scanning
Aids in detecting deviations from patterns
Reverse by repeating Control Tilde

347

Using the Auditing Tools

Identifies predecessors and successors of cells
Select Tools Auditing Show Auditing Toolbar

to display auditing toolbar.

Trace Precedents
Colored arrows to predecessors

Trace Dependents
Colored arrows to successors

348

Error Checking
Tab under Tools Options
Available in Excel 2002 and later versions
Equivalent of grammar checking in word processing
Cells with possible errors are flagged with colored triangle

349

Errors Checked Under Automatic Error Checking

Evaluates to error value
Text date with 2 digit years
Number stored as text
Inconsistent formula in region
Formula omits cells in region
Unlocked cells containing formulas
Formulas referring to empty cells

350

Use Error Traps

Error traps are formulas added to a spreadsheet that warn

the user of potential errors.

They can check for errors in input data or for errors in
formulas.
Any number of error traps can be added to a workbook to
improve its safety.
It is important that the results of these error checks be
clearly visible to the user.
One way to do this is to create an overall error trap that
checks whether any one of the individual traps is true, and
returns a warning.

351

Use Auditing Software

A number of Excel add-ins are available for auditing

spreadsheets.
These add-ins typically provide a set of tools for detecting
errors and displaying model structure graphically.
We describe one such tool, Spreadsheet Professional, in
section 6.

352

Test That Model Performance Is Plausible

Model should react in a plausible manner to a range of

inputs
The user should be content with trends in output based on
varying inputs.
Sensitivity testing (Chapter 6) is an important tool to test
plausibility.

353

ANALYSIS USING
SPREADSHEETS

354

Five Categories of
Spreadsheet Analysis
Base-case analysis
What-if analysis
Breakeven analysis
Optimization analysis
Risk analysis
A detailed analysis may include all of the above

steps.

355

Base Case Analysis

Base case can describe one or more of the following:
Current policy, most likely scenario, best or worst case scenarios
Answers questions such as:
If we follow last years plan, how much profit should we expect next

year?
How many items do we expect to sell next week?

356

What-if Analysis
Analyzes how key outputs change with changes in one or

more of the inputs

May vary a parameter, a decision variable, or the model
structure
Also called sensitivity analysis
Also part of debugging process
If output is unexpected we have uncovered either a bug or an

insight.

357

Varying a Parameter
Asking what if given information were different
Tests numerical assumptions of model
e.g., how much will profit change if our product costs turn

out to be 10% higher or lower than we have assumed?

358

Varying a Decision Variable

Exploring outcomes we can influence
Leads us to better decisions
e.g., how much will profit change if we spend an extra

$1000 on advertising in the first quarter?

359

Varying the Model Structure

Tests key structural assumptions in model
More complex than changes to parameters or decision

variables
e.g., how does profit change if we change our linear
model of price and demand to a non-linear one?

360

Benchmarking
Record base-case to compare to results of what-if

analysis
Base case can be recorded by:
Edit Copy result cell
Edit Paste Special with Paste Values option selected

361

Scenarios
Sets of parameter values often go together.
A scenario is a set of parameter values that are internally

consistent.
Adding scenarios

Choose Tools Scenarios

Click add to add scenarios
Click Summary: A new worksheet will be created

362

The Summary Produced by the Scenario Manager

363

CHOOSE Function
When scenarios involve a large number of

parameters it is convenient to be able to switch

from one set of parameters to another all at once.
This can be accomplished using the Excel
CHOOSE function.
CHOOSE selects a value from a range based on
an index number. The index number is the
number of the scenario and the range contains
the inputs for a given parameter.

364

Use of CHOOSE Function to Implement

Scenarios

365

Data Sensitivity
Tabulates output based on varying inputs
Found in Sensitivity Toolkit add-in
Steps
Select Sensitivity Toolkit Data Sensitivity
Choose table type One-Way or Two-Way
Enter output to tabulate in result cell
Click Next

366

One-Way Tables
Cell to Vary is (single) input to vary
Input Type: Begin, End, Increment
Will vary input from first value to last value in steps of size
increment
Input Type: Begin, End, Num Obs
Will vary input from first value to last value using N steps

367

The One-Way Inputs For Data Sensitivity

368

Two-Way Tables
Allows two inputs to be varied
Will output a two-dimensional table that displays the

output based on the varying values of the two input

variables

369

Breakeven Analysis
Analyzes where a particular point of interest occurs
Answers questions such as:
How high does our market share need to be before we turn a
profit?
How high would the discount rate have to be in order for this
project to have a NPV of zero?
Excel Goal Seek is a useful tool.

370

Goal Seek
Used for a single output and a single input

Output cell address

Target level sought

Input to vary

371

Optimization Analysis
Finds set of decision variables that achieves best

possible value of an output

Excel Solver is important tool.
Answers questions such as:
How should we allocate our budget to maximize profit?
How much inventory should we stock of each type of

product, given constraints on shelf size and budget?

372

EXCEL 2010
TRAINING

373

Make your data work for you

Imagine an Excel
worksheet of sales
figures. It lays out
thousands of rows of
data about
salespeople in two
countries along with
how much they sold
on individual days.
Its a lot of data to deal withlisted in row after row and divided into
multiple columns. How can you get information out of the worksheet
and make sense out of all of the data?
Use PivotTable reports. They turn the data into small, concise reports
that tell you exactly what you need to know.

374

Review your source data

Before you start to
work with a PivotTable
report, take a look at
your Excel worksheet
to make sure its well
prepared for the
report.

When you create a PivotTable report, each column of source data

becomes a field that you can use in the report.
Fields summarize multiple rows of information from the source data.

375

Review your source data

The names of the
fields for the report
come from the column
titles in your source
data. So be sure you
have names for each
column across the first
row of the worksheet
in the source data.
The remaining rows below the headings should contain similar items in
the same column.
For example, text should be in one column, numbers in another column,
and dates in another column. In other words, a column that contains
numbers should not contain text, and so on.

376

Review your source data

Finally, there should
be no empty columns
within the data that
youre using for the
PivotTable report.

Its also best if there are no empty rows.

For example, blank rows that are used to separate one block of data
from another should be removed.

377

Get started
Heres how to get
started with a
PivotTable report.
You use the Create
PivotTable dialog box,
shown here.

1.

When the data is ready, click anywhere in the data.

2.

On the Insert tab, in the Tables group, click PivotTable, and then
click PivotTable again. The Create PivotTable dialog box opens.

378

Get started with PivotTable reports

Get started
Heres how to get
started with a
PivotTable report.
You use the Create
PivotTable dialog box,
shown here.

3.

The Select a table or range option is already selected for you. The
Table/Range box shows the range of the selected data, which you
can change if you want.

4.

Click OK.

379

PivotTable report basics

This is what you see
in the new worksheet
after you close the
Create PivotTable
dialog box.

On one side is the layout area ready for the PivotTable report.
On the other side is the PivotTable Field List. This list shows the
column titles from the source data. As mentioned earlier, each title is a
field: Country, Salesperson, and so on.

380

PivotTable report basics

You create the

PivotTable report by
moving any of the
fields shown in the
PivotTable Field List
to the layout area.

To do this, either select the check box next to the field name, or rightclick a field name and then select a location to move the field to.

381

Build a PivotTable report

Now youre ready to
build the PivotTable
report. The fields you
select for the report
depend on what you
want to know.
To start: How much
has each person
sold?
Animation: Right-click, and click Play.
To get this answer, you need data about the salespeople and their sales
numbers. So in the PivotTable Field List, select the check boxes next
to the Salesperson and Order Amount fields. Excel then places each
field in a default area of the layout.

382

Build a PivotTable report

Now youre ready to
build the PivotTable
report. The fields you
select for the report
depend on what you
want to know.
To start: How much
has each person
sold?
To get the answer, you need data about the salespeople and their sales
numbers.
So in the PivotTable Field List, youll select the check boxes next to
the Salesperson and Order Amount fields. Excel then places each
field in a default area of the layout.

383

Build a PivotTable report

The gray table at the
illustrations far left
provides a conceptual
view of how the report
will automatically
appear based on the
fields you select.
Here are details.
The data in the Salesperson field (the salespeoples names), which
doesnt contain numbers, is displayed as rows on the left side of the
report.
The data in the Order Amount field, which does contain numbers,
correctly shows up in an area to the right.

384

Build a PivotTable report

It doesnt matter
whether you select the
check box next to the
Salesperson field
before or after the
Order Amount field.
Excel automatically
puts them in the right
place every time.
Fields without numbers will land on the left, and fields with numbers will
land on the right, regardless of the order in which you select them.

385

Build a PivotTable report

Thats it. With just two
mouse clicks, you can
see at a glance how
much each
salesperson sold.
And here are a couple
of parting tips on the
topic.
First, its fine to stop with just one or two questions answered; the report
doesnt have to be complex to be useful. PivotTable reports can offer a
fast way to get a simple answer.
Next, dont worry about building a report incorrectly. Excel makes it
easy to try things out and see how data looks in different areas of the
report.

386

See sales by country

Now you know how
much each
salesperson sold. But
the source data lays
out data about
salespeople in two
countries, Canada and
the United States.

So another question you might ask is: What are the sales amounts for
each salesperson by country?
To get the answer, you can add the Country field to the PivotTable
report as a report filter. You use a report filter to focus on a subset of
data in the report, often a product line, a time span, or a geographic
region.

387

See sales by country

By using the Country
field as a report filter,
you can see a
separate report for
Canada or the United
States, or you can see
sales for both
countries together.

Animation: Right-click, and click Play.

The animation shows how to add the Country field as a report filter.
Right-click the Country field in the PivotTable Field List, click Add to
Report Filter, and take it from there.

388

See sales by country

By using the Country
field as a report filter,
you can see a
separate report for
Canada or the United
States, or you can see
sales for both
countries together.

To do this, right-click the Country field in the PivotTable Field List,

click Add to Report Filter, and then take it from there.

389

See sales by date

The original source
data has a column of
Order Date
information, so there
is an Order Date field
on the PivotTable
Field List.

Animation: Right-click, and click Play.

This means you can find the sales by date for each salesperson.
View the animation to see how you can add the Order Date field to your
report and then group the date data to create a more manageable view.

390

See sales by date

The original source
data has a column of
Order Date
information, so there
is an Order Date field
on the PivotTable
Field List.

This means you can find the sales by date for each salesperson.
To find out, youll add the Order Date field to your report and then use
the Grouping dialog box to group the date data and create a more
manageable view.

391

Pivot the report

Though the PivotTable
report has answered
your questions, it
takes a little work to
read the entire report
you have to scroll
down the page to see
all the data.

Animation: Right-click, and click Play.

So you can pivot the report to get a different view thats easier to read.
When you pivot a report, you transpose the vertical or horizontal view of
a field, moving rows to the column area or moving columns to the row
area. Its easy to do.

392

Pivot the report

Though the PivotTable
report has answered
your questions, it
takes a little work to
read the entire report
you have to scroll
down the page to see
all the data.

So you can pivot the report to get a different view thats easier to read.
When you pivot a report, you transpose the vertical or horizontal view of
a field, moving rows to the column area or moving columns to the row
area. Its easy to do.

393

Where did drag-and-drop go?

If you prefer to build a
PivotTable report by
using the drag-anddrop method, as you
could in previous
versions of Excel,
theres still a way to do
that.

Animation: Right-click, and click Play.

There are four boxes at the bottom of the PivotTable Field List, called
Report Filter, Row Labels, Column Labels, and Values.
As the animation shows, you can drag fields to these boxes to create
your report.

394

Where did drag-and-drop go?

If you prefer to build a
PivotTable report by
using the drag-anddrop method, as you
could in previous
versions of Excel,
theres still a way to do
that.

There are four boxes at the bottom of the PivotTable Field List:
Report Filter, Row Labels, Column Labels, and Values. You can
drag fields to these boxes to designate how the fields are used in the
report.

The picture shows how you can drag the Order Amount field from the
Column Labels to the Values box to add that field to the Values area
of the report.

395

USING ADVANCED FUNCTIONS,

CONDITIONAL FORMATTING, AND
FILTERING

396

397

Objectives
Evaluate a single condition using the IF function
Evaluate multiple conditions using the AND function
Calculate different series of outcomes by nesting IF

functions
Test whether one or more conditions are true with the OR
function
Return values from a table with the VLOOKUP function
Check for duplicate values using conditional formatting

397

398

Objectives
Check for data entry errors using the IFERROR function
Summarize data using the COUNTIF, SUMIF, and

AVERAGEIF functions
Review the COUNTIFS, SUMIFS, and AVERAGEIFS
functions
Use advanced filters
Summarize data using Database functions

398

399

Working with Logical Functions

IF Function
IF(logical_test, value_if_true, [value_if_false])
AND Function
=IF(AND(G2="FT",M2>=1),K2*0.03,0)

Structured References
You can replace the specific cell or range address with a
structured reference, the actual table name or column header
=SUM(Employee[Annual Salary])

399

400

Working with Logical Functions

400

401

Working with Logical Functions

A nested IF function is when one IF function is placed

inside another IF function to test an additional condition

=IF([Pay Grade]=1,2500,IF([Pay Grade]=2,5000, IF([Pay
Grade]=3, 7500,"Invalid pay grade")))

401

402

Working with Logical Functions

The OR function is a logical function that returns a TRUE

value if any of the logical conditions are true and a FALSE

value if all the logical conditions are false
=IF(OR([Years Service]<1,[Annual Salary]>100000),0,
IF([Pay Grade]=1,$T$1,IF([Pay Grade]=2,$T$2, IF([Pay
Grade]=3,$T$3,"Invalid pay grade"))))

402

403

Using Lookup Tables and Functions

A lookup table is a table that organizes data you

want to retrieve into different categories

The categories for the lookup table, called
compare values, are located in the tables first
column or row
To retrieve a particular value from the table, a
lookup value (the value you are trying to find)
needs to match the compare values
VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup])
403

404

Using Lookup Tables and Functions

404

405

Using Lookup Tables and Functions

405

406

Highlighting Duplicate Records

with a Custom Format
Select the column you want to search for

duplicates
In the Styles group on the Home tab, click the
Conditional Formatting button, point to Highlight
Cells Rules, and then click Duplicate Values
Click the values with arrow, then click Custom
Format
In the Format Cells dialog box, set the formatting
you want to use
Click the OK button in each dialog box
406

407

Highlighting Duplicate Records with a Custom

Format

407

408

Using the Conditional Formatting Rules Manager

Each time you create a conditional format, you are

defining a conditional formatting rule

A rule specifies the type of condition (such as formatting
cells greater than a specified value), the type of formatting
when that condition occurs

408

409

Using the IFERROR Function

Error values such as #DIV/0!, #N/A, and #VALUE!

indicate that some element in a formula or a cell

referenced in a formula is preventing Excel from returning
a calculated value
The IFERROR function can determine if a cell contains
an error value and display the message you choose rather
than the default error value
=IFERROR(VLOOKUP(L2,HealthPlanRates,2,False)*12,"I
nvalid code")

409

410

Using the IFERROR Function

410

411

Summarizing Data Conditionally

You can calculate the number of cells in a range that

match criteria you specify using the COUNTIF function,

which is sometimes referred to as a conditional count
=COUNTIF(range,criteria)
You can add the values in a range that meet criteria you
specify using the SUMIF function, which is also called a
conditional sum
=SUMIF(range,criteria[,sum_range])

411

412

Summarizing Data Conditionally

You use the AVERAGEIF function to calculate the

average of values in a range that meet criteria you specify

=AVERAGEIF(range,criteria[,average_range])

412

413

Summarizing Data Conditionally

The COUNTIFS function counts the number of cells within a range that meet

multiple criteria
COUNTIFS(criteria_range1,criteria1[,criteria_range2,
criteria2...])
The SUMIFS function adds values in a range that meet multiple criteria
SUMIFS(sum_range,criteria_range1,criteria1[,criteria_
range2, criteria2...])
The AVERAGEIFS function calculates the average of values within a range
of cells that meet multiple conditions
AVERAGEIFS(average_range,criteria_range1,criteria1
[,criteria_range2, criteria2...])

413

414

Using Advanced Filtering

Advanced filtering, similar to filtering, displays a subset of

the rows in a table or range of data

The criteria range is an area in a worksheet, separate
from the range of data or Excel table, used to specify the
criteria for the data to be displayed after the filter is
applied to the table

414

415

Using Advanced Filtering

415

416

Using Advanced Filtering

Click the Data tab on the Ribbon, and then, in the Sort &

Filter group, click the Advanced button

416

417

Using Database Functions to Summarize Data

Functions that perform summary data analysis (SUM,

AVERAGE, COUNT, and so on) on a table of values

based on criteria that you set are called the Database
functions, or Dfunctions
DfunctionName(table range, column to summarize,
criteria range)

417

418

Using Database Functions to Summarize Data

418

419

Using Database Functions to Summarize Data

419

COLLABORATION AND WORKBOOK

DISTRIBUTION

420

Objectives
Track changes
Enable simultaneous changes by multiple users
Save workbooks in different formats
Copy data to Word and PowerPoint
Finalize documents
Prepare workbooks for distribution
Understand Excel Options
Work with the Quick Access Toolbar
Add add-ins

421

Track Changes
Collaboration involves group editing of the same

workbook

It has become an integral part of financial forecasting

Creator makes the final decision after all edits and

comments are made by those in the reviewing group

Track Changes monitors all additions, deletions,

and formatting changes made in a workbook

422

Track Changes
Workbook sharing occurs when several people

can simultaneously edit a workbook stored on a

network server

423

Track Changes
When a cell is edited or changed with Track

Changes on, a small blue triangle appears in the top

left corner of the cell
When you position the mouse pointer on that cell,
you see a yellow message box, similar to a
comment box, about the change made to that cell
The message displays the name of the person who made

the change, the date and time the change was made, and
the type of change made

424

Track Changes
If you turn off Track Changes:
The workbook is no longer shared
The history of changes made is lost
Other users who are sharing the workbook will not be
able to save the changes they made
Each time you close the workbook and reopen,

you must enable Highlight Changes

Reviewing, accepting, and rejecting changes
are processes that enable you to review the
changes others have made and decide if you
want to accept or reject the change

425

Track Changes

426

Track Changes
The change log lists particular types of changes

made to the workbook

The change log shows the dates, times, new, and original

values, and other details about the respective changes

Changes made to formulas with dependent values are not
listed
The log does not track font changes or hiding/unhiding
columns or rows

427

Track Changes
Reviewing and deleting comments is a matter of

moving from comment to comment and deciding if

the comment should be retained

428

Enabling Simultaneous Changes by

Multiple Users
Accomplished through workbook sharing
Major issues can arise when more than one person tries

to make changes unless workbook sharing is enabled

If you want to work on an Excel workbook that someone
else is currently using, the File in Use dialog box appears,
warning that the file is in use and that you may open a
read-only copy of the document

429

Enabling Simultaneous Changes by

Multiple Users
Problems can arise if a user doesnt property

close the workbook

Some alternative options are available if you are
on a network
If multiple users attempt to change the same cell
at the same time, a Conflict Resolution dialog box
is displayed for the second user
On a network, the last person to make changes
decides which changes to accept
Workbooks can be e-mailed or uploaded to a
SharePoint Server
430

Prepare Workbooks for Distribution

Before you release your documents for distribution

to others, you must:

Protect your workbook from change
Protect your formulas from change
Check for compatibility issues with earlier versions of Excel

Located in the Prepare option of the Office menu

431

Prepare Workbooks for Distribution

The Document Inspector checks Excel files for

hidden data and personal information

Finds information that you may not want to share with others

The Restrict Permission feature enables you to

grant people access to workbooks while restricting

their ability to print, copy, or edit the workbook
A digital signature is an electronic notation in a
document to authenticate the contents

432

Prepare Workbooks for Distribution

Excel allows you to mark a document as final:
Makes workbook read-only
Workbook cannot be saved with the same name
Most ribbon commands are disabled
Marking a workbook as final prohibits anyone from

changing anything

433

Understand Excel Options

Excel has a variety of default settings that can be

changed
The Excel Options dialog box is a centralized area
where you can change the look, behavior, and
calculation options in Excel
The Excel Options window is accessed by clicking
the Office Button and clicking Excel Options

434

Working with the Quick Access Toolbar

Excel 2007 has placed restrictions on some of your

ability to customize; the Ribbon is nearly impossible

to change
Area that can be changed is the Quick Access
Toolbar
There are two reasons to add buttons to the Quick
Access Toolbar:
To make commands you use frequently more accessible
To add commands you frequently use that are not on the

Ribbon
435

Add Add-ins
Add-ins provide new worksheet functionality
Interface seamlessly with the original Excel program
Seven primary add-ins are included with Excel 2007
Must be installed before you can use them
Add-ins are listed and installed in the

Excel Add-ins Manager

436

TEMPLATES, STYLES, WEB, AND

MACROS

437

Objectives
Work with existing templates, themes, and

styles
Create and apply custom styles for advanced
formatting
Create and use a template
Create a Web page
Create Web queries
Create a macro with the Macro Recorder
Create macro buttons
Work with macro security
Understand the basics of VBA
438

Work with Existing Templates, Themes,

and Styles
A template
A partially completed workbook that is used as a model
to create other workbooks that have the same
structure and purpose
Typically contains formulas and formatting but no data
or only sample data
Helps ensure consistency and standardization for
similar workbooks
Resides in a special folder so the latest templates are
available for you to use
Uses a different file extension (.xltx) than a regular
Excel workbook (.xlsx)
439

Work with Existing Templates, Themes

and Styles

440

Work with Existing Templates, Themes

and Styles
A document theme is a defined set of colors,

fonts, lines, and fill effects applied to an entire

workbook or to specific items in a workbook

Themes are prepackaged combinations of

fonts, colors, and effects that can be applied to

a worksheet

Apply themes to existing worksheets that use

Themed Cell styles

441

Work with Existing Templates, Themes,

and Styles

442

Work with Existing Templates, Themes,

and Styles
A background is an image placed behind the

worksheet data
A style is a set of formatting options applied to cells

443

Create and Apply Custom Styles for

Advanced Formatting
Create a custom style that can be used in all your

Excel workbooks
Base it on the formatting already in an existing cell
The custom style you create will appear in the
Custom section of the Cell Styles palette
To modify a style, right-click it in the Custom section
of the Cell Styles palette, and select Modify
To delete a style, right-click on the Style in the
Custom section of the Cell Styles palette and select
Delete
444

Create and Apply Custom Styles for

Advanced Formatting

445