Microsoft Office Excel

2007
Training
Time schedule:
Managing Workbooks 20 mins
Filtering/Sorting/Data
Validation 30 mins

Break 15 mins

Formulas 60 mins
Charts 20 mins
Pivot 60 mins
Managing Your Workbooks
Switching between sheets in a
workbook
Inserting and Deleting Worksheets
Renaming and Moving Worksheets
Hiding and Unhiding columns, rows
and sheets
Formatting worksheets
Dragging worksheet
Freeze panes
Sorting
Hyperlinks
Functions
Mathematical functions (sum,
average, sumif, max, min,
count)
The “IF” function
Using “VLOOKUP” function
Working with the forms
menu
Filtering data (autofilter, custom
filter)
Copy and Paste Filtered records

Using Data validation

Protecting worksheet
Presenting Data Using
Charts
Create a charts
Modify charts
Format charts
Data Analysis & Pivot
Tables
Creating a Pivot table
Specifying the Data in Pivot table
Changing a pivot tables
calculation
 Quick Access
Toolbar

Ribbon
Formula bar

Active Column Headings

Cell

Row Headings

Worsheet Zoom too

Tabs
To Create a New, Blank Workbook:
•Left-click the Microsoft Office Button.
•Select New. The New Workbook dialog box opens and Blank
Workbook is highlighted by default.
Click Create. A new, blank workbook appears in the window.
To Insert Text:
•Left-click a cell to select it. Each rectangle in the worksheet is called
a cell. As you select a cell, the cell address appears in the Name
Box.
Enter text into the cell using your keyboard.
The text appears in the cell and in the
formula bar.
Each cell has a name, or a cell address based on the column and
row it is in. For example, this cell is C3 since it is where column C
and row 3 intersect.
To Edit or Delete Text :

To delete a cell
Select the cell.
Press the Backspace key on
your keyboard to delete text
and make a correction.

To Edit a Cell:

1.Double-click the cell

2.Press F2
3.Use the formula bar
To Save the Workbook :
Left-click the Microsoft Office
Button.
Select Save or Save As.
Save As allows you to name the file
and choose a location to save the
spreadsheet. Choose Save As if you'd
like to save the file for the first
time or if you'd like to save the file
as a different name.
Select Save if the file has already
been named.
Note: You can save your workbook in MS Excel
2003 format.
To Move Through a Worksheet
Using the Keyboard :

Press the Tab key to move to the

right of the selected cell.
Press the Shift key and then the
Tab key to move to the left of the
selected cell.
Use the Page Up and Page Down
keys to navigate the worksheet.
Use the arrow keys.
Columns , Rows , and Cells
To Modify Column Width :
Position the cursor over the column line in the column heading
and a double arrow will appear.

Left-click the mouse and drag the cursor to the right to

increase the column width or to the left to decrease the column
width.
Release the mouse button
Changing Column Width
OR Left-click the column heading of a column you'd like to
modify. The entire column will appear highlighted.
Click the Format command in the Cells group on the Home tab. A
menu will appear.

Select Column Width to enter a specific column

measurement.
Select AutoFit Column Width to adjust the column so all
the text will fit.
To Modify the Row Height :
Position the cursor over the row line you want to modify and a
double arrow will appear

Left-click the mouse and drag the cursor upward to

decrease the row height or downward to increase the row
height.
Release the mouse button
Click the Format command in the Cells group on the Home tab. A
menu will appear.

Select Row Height to enter a specific row measurement.

Select AutoFit Row Height to adjust the row so all the
text will fit
To Insert Rows :
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The
row will appear.

The new row always appears above the selected row.

Make sure that you select the entire row below where you
want the new row to appear and not just the cell. If you
select just the cell and then click Insert, only a new cell
will appear.
To Insert Columns :
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.
The new column always appears to the left of the selected column. For
example, if you want to insert a column between September and October,
select the October column and click the Insert command.

Make sure that you select the entire column to the right of where you want the new
column to appear and not just the cell. If you select just the cell and then click
Insert, only a new cell will appear.

To Delete Rows and Columns :

Select the row or column you’d like to delete.
Click the Delete command in the Cells group on the Home tab.
 Naming Worksheets

When you open an Excel workbook, there

are three sheets by default and
the default name on the tabs are
Sheet1, Sheet2 and Sheet3. These are
not very informative names. Excel 2007
allows you to define a meaningful
name for each worksheet in a workbook
so you can quickly locate information.
To Name a Worksheet :
Right-click the sheet tab to select it.
Choose Rename from the menu that appears. The text is
highlighted by a black box.

Type a new name for the worksheet

Inserting Worksheets
You can change the default number of sheets that appear by
clicking the Microsoft Office Button and choosing Excel
Options. You also have the ability to insert new worksheets
if needed, while you are working.

To Insert a New Worksheet :

Left-click the Insert Worksheet icon. A new sheet will appear.
It will be named Sheet4, Sheet5 or whatever the next sequential
sheet number may be in the workbook.

OR

Press the Shift and the F11 keys on your

keyboard.
Deleting Worksheets
Any worksheet can be deleted from a workbook, including those
that have data in it. Remember, a workbook must contain at least
one worksheet.

To Delete One or More Worksheets :

Click on the sheet(s) you want to delete.
Right-click the sheet(s) and a menu appears.
Select Delete.
Hide / Unhide Columns , Rows , Sheets
Hiding Rows
In desired spreadsheet select the rows (for multiple non-contagious
selection hold Ctrl key) you want to hide and navigate to Home tab.
From Cells group, click Format button. Now from Hide & Unhide options,
click Hide Rows.
 Hiding Columns
For hiding the columns in specific sheet, select the columns you
want to hide.
For hiding the columns in specific sheet, select the columns you
want to hide.
Repeat the same procedure for it, from Format –> Hide & Unhide
options, click Hide Columns, upon click the selected columns will be
hidden.
Hide Sheets
Now select the sheet which you want to hide.
Click Hide Sheet from Hide & Unhide
options.
 Format Worksheet
Modify
Fonts fonts
Modifying in Excel will allow you to emphasize titles and
headings. To modify a font:
Select the cell or cells that you would like the font applied
On the Font group on the Home tab, choose the font type, size,
bold, italics, underline, or color
Format Cells Dialog Box
In Excel, you can also apply specific formatting to a cell. To
apply formatting to a cell or group of cells:

Select the cell or cells that will have the formatting

Click the Dialog Box arrow on the Alignment group of the
Home tab
There are several tabs on this dialog box that allow
you to modify properties of the cell or cells.

Number: Allows for the display of different

number types and decimal places

Alignment: Allows for the horizontal and vertical

alignment of text, wrap text, shrink text, merge
cells and the direction of the text.

Font: Allows for control of font, font style, size,

color, and additional features

Border: Border styles and colors

Fill: Cell fill colors and styles
Add Borders and Colors to
Cells
Borders and colors can be added to cells manually or through the
use of styles.  To add borders manually:

Click the Borders drop down menu on the Font group of the Home
tab
Choose the appropriate border
To apply colors manually:

Click the Fill drop down menu on the Font group of the Home
tab
Choose the appropriate color
 Freeze Panes

When working with very large spreadsheets headings located at the

top and down the left side of the worksheet often disappear if you
scroll too far to the right or down. Without the headings, it's
hard to keep track of which column or row of data you are looking
at.
To avoid this problem use Excel's freeze panes feature. It
"freezes" or locks specific columns or rows of the spreadsheet so
that they remain visible at all times.
Freeze the Top Row
Click on the View tab.

Click on Freeze Panes from the ribbon to open the features drop
down list.

Click on Freeze Top Row option in the list..

A black border should appear beneath row 1 in the worksheet

indicating that the area above the line has been "frozen".

Scroll down through the worksheet. If you scroll far enough, the
rows below row 1 will begin disappearing while row 1 will stay on
the screen.
Freeze the First Column
Click on the View tab.

Click on Freeze Panes from the ribbon to open the features drop
down list.

Click on Freeze First Column option in the list.

A black border should appear to the right of column A in the

worksheet indicating that the area to the right of the line has
been "frozen".

Scroll to the right in the worksheet. If you scroll far enough,

the columns to the right of column A will begin disappearing
while column A will stay on the screen.
Freeze Panes Using the Active Cell
The Freeze Panes option freezes all the rows above the
active cell and all the columns to the left of the active
cell.
To Unfreeze Columns and Rows
Click on the View tab.

Click on Freeze Panes from the ribbon to open the features drop
down list.

Click on Unfreeze Panes option in the list.

The black border(s) showing the frozen columns and rows should
disappear from the worksheet
Grouping and Ungrouping Worksheets

A workbook is a multi-page Excel document

that contains multiple worksheets. Sometimes
you will want to work with the worksheets one
at a time as if each is a single unit. Other
times, the same information or formatting may
need to be added to every worksheet.

Worksheets can be combined together into a

group. Grouping worksheets allows you to
apply identical formulas and/or formatting
across all the worksheets in the group. When
you group worksheets, any changes made to one
worksheet will also be changed in any other
worksheets in the group.
 To Group Contiguous Worksheets :

Select the first sheet you want to group.

Press and hold the Shift key on your keyboard.

Click the last sheet you want to group.

Release the Shift key.

The sheets are now grouped. All the sheets between the first
sheet and last sheet selected are part of the group. The sheet
tabs will appear white for the grouped sheets.

Make any changes to one sheet and the changes will appear in all the
grouped sheets.
To Group Non - Contiguous Sheets :
Select the first sheet you want to group.
Press and hold the Ctrl key on your keyboard .
Click the next sheet you want to group.
Continuing clicking the sheets you want to group.

Release the Control key.

The sheets are now grouped. The sheet tabs will
appear white for the grouped sheets. Only the
sheets selected are part of the group.
Make any changes to one sheet and the changes will
appear in all the grouped sheets.

To Ungroup Worksheets :
Right-click one of the sheets.
Select Ungroup from the list.
Hyperlink
s
You can place Hyperlinks in the cells on your spreadsheet. To
quickly go to a different worksheet or workbook, you would
simply click the link. We'll see how to do that now.

Click inside of cell A1 of a new spreadsheet

From the Excel 2007 menu bar, click the Insert menu
From the Insert menu, locate the Links panel
Click on Hyperlink:
When you click the Hyperlink item, you'll see the following
dialogue box appear:
We're going to create a link to another worksheet in this
same spreadsheet. So, under Link to on the left, click on
"Place in This Document".

When you click Place in This Document, the dialogue box changes
to this:
We'll try linking to Sheet3 on our spreadsheet. When the link is
clicked on Sheet1, we want to jump to a specific cell on Sheet3.
Under "Or select a place in this document, click on Sheet3
Type some text in the Text to display box at the top. This is the
text of your hyperlink, as it will display in the cell
Click the Screen Tip button at the top, and type some text for
when the mouse is over the link
Click OK when you're done, and you'll see cell A1 on your
spreadsheet change

Hold your mouse over the link and you should see your Screen
Tip:
If you want to open up an existing spreadsheet, instead of
jumping to a location in the current one, click the Hyperlink
item on the Links panel to bring up the dialogue box again.

Under Link to on the left, select Existing File or Web Page

Navigate to the location of your spreadsheet from the Look in
area
Select the spreadsheet to open
Type some text, and a Screen tip
Then click OK
When you click your new link, the spreadsheet file you
selected will open.
Sorting
Sorting lists is a common spreadsheet task that allows you to
easily reorder your data. The most common type of sorting is
alphabetical ordering, which you can do in ascending or descending
order.

To Sort in Alphabetical Order :

Select a cell in the column you want to sort (In this example, we
choose a cell in column A).
Click the Sort & Filter command in the Editing group on the
Home tab.
Select Sort A to Z. Now the information in the Category column is
organized in alphabetical
To Sort from Smallest to Largest :
Select a cell in the column you want to sort
(a column with numbers).

Click the Sort & Filter command in the

Editing group on the Home tab.

Select From Smallest to Largest. Now the

information is organized from the smallest to
largest amount.

You can sort in reverse numerical order

by choosing From Largest to Smallest in
the list.
 Filtering Cells
Filtering, or temporarily hiding, data in a spreadsheet very easy.
This allows you to focus on specific spreadsheet entries.

To Filter Data :
Click the Filter command on the Data tab. Drop-down arrows will
appear beside each column heading.
Click the drop-down arrow next to the heading you would like to
filter. For example, if you would like to only view data
regarding Flavors, click the drop-down arrow next to Category.

Uncheck Select All.

Choose Flavor.
Click OK. All other data will be filtered, or hidden,
and only the Flavor data is visible.
 To Clear One Filter :
Select one of the drop-down arrows
next to a filtered column.
Choose Clear Filter From ... .

To remove all filters, click the Filter command.

Data Validation Forms
Data Validation is only one of the wonderful
functionalities of Microsoft Excel 2007. Data
Validation allows the creator of an Excel file
to limit the values that may be entered into any
cell.
The Data Validation function is found in the Data
Ribbon of any Excel 2007 workbook. Once in the Data
Ribbon, look in the Data Tools group to find Data
Validation.
Values
can be
set to
allow :
Any
Value
Whole
Number
Decimal
List
Date
Time
Text
Length
Custom
The Data can
then be set to
be :
Between
Not Between
Equal To
Not Equal To
Greater Than
Less Than
Greater Than or
Equal To
Less Than or
Equal To
Once you have set
the previous
criteria, you have
to set the
Minimum and
Maximum amounts.
For this, you can
either select a
range of data
within your
worksheet, or you
can simply input
numbers [select a
list of data for
the List option;
select a start
and end date for
the Date and Time
options; select a
formula for the
Custom option].
Protect Worksheet Data in Excel 2007
When you are protecting your
workbook, you have two primary
options:

Prevent data entry for select

cells
Users can access the worksheet and
view the information; however, access
for making changes is restricted.

Restrict or prevent access to

the file
Users can be prevented from viewing
the worksheet, or users can view the
workbook but not make changes to it.
Worksheet Level Protection
You can protect a single worksheet from being modified by
another user.

Protecting the Worksheet

From the Ribbon, select the Home command tab
In the Cells group, click FORMAT
In the Protection section, select Protect Sheet ...
The Protect Sheet dialog box appears.
In the Protect Sheet dialog box, select the
appropriate options:

Protect worksheet and contents of

locked cells
Prevents changes to locked cells.
Password to unprotect sheet
Allows only those who know the assigned
password to unprotect the worksheet.
Allow all users of this worksheet to
Checked boxes are aspects that any user can
access.
Click OK
The worksheet is protected.
Unprotecting the Worksheet

From the Ribbon, select the Home command tab

In the Cells group, click FORMAT
In the Protection section, select Unprotect
Sheet ...
The worksheet is unprotected. Users can now
modify the worksheet.
NOTE: If you included a password when you turned
the protection on, you must type the password in
the Password text box to turn the protection
off.
Protect Data in Excel 2007
Protecting data from change in Excel is a two step process.
Step one involves locking/unlocking specific cells in your
spreadsheet.

Step two involves applying the Protect Sheet option. Until

step 2 is completed, all data is vulnerable to change.
This article cover step one: How to Lock/Unlock specific cells.

Lock / Unlock Cells in Excel

By default, all cells in an Excel spreadsheet are locked.
This makes it very easy to protect all data in a single
worksheet or in a workbook simply by applying the Protect
Sheet or Protect Workbook option.

Unlocking specific cells permits changes to be made to

these cells after the protect sheet/workbook option has
been applied.

Often certain areas of a worksheet are unlocked so that new

data can be added. Cells containing formulas, functions, or
other important data are kept locked so that once the
protect sheet/workbook option has been applied, these cells
cannot be changed.
Example : Unlock Cells in Excel 2007
Enter the following data into cells A1 to D1: 123, 135, 147, 130.

Drag select cells A1 and B1 to highlight them.

Click on the Home tab.

Choose the Format option on the ribbon to open the drop down list.

Click on Lock Cell option at the bottom of the list.

The Lock Cell option works like an ON/OFF button. Since all cells are
initially locked in the worksheet, clicking on the option has the
affect of Unlocking the highlighted cells A1 and B1.
Step 1 is complete. To finish the process we next need to apply the
Protect Sheet option covered in step 2.
Formulas
Formulas allow you to perform calculations on
data entered into the spreadsheet.

You can use an Excel 2007 formula for basic

number crunching, such as addition or
subtraction, as well as more complex
calculations such as payroll deductions or
averaging a student's test results.

When creating formulas in Microsoft

Excel, you ALWAYS start by typing the
equal sign. You type it in the cell
where you want the answer to appear.
1.Click on cell E3 (outlined in black in the image) with
your mouse pointer.

3.Type the equal sign ( = ) in cell E3.

After the equal sign added in step 2
Click on cell E1 with the mouse pointer to enter the cell
reference into the formula.

Type a plus ( + ) sign.

Click on cell E2 with the mouse pointer to enter the cell

reference into the formula.

Press the ENTER key on the keyboard .

The answer 5 should appear in cell E3.

Click on cell E3. The formula = E1 + E2 is shown in the

formula bar above the worksheet.
 Mathematical Operators
Creating formulas in Microsoft Excel is not
difficult. Just combine the cell references of
your data with the correct
mathematical operator.
The mathematical operators used in Excel
formulas are similar to the ones used in math
class.
•Subtraction - minus sign ( -
)
•Addition - plus sign ( + )
•Division - forward slash ( /
)
•Multiplication - asterisk (
* )
•Exponentiation - caret
( ^ )
Mathematical Function
Averages
We'll make a start with averages. First, what is in an average? In
math, an average is a number derived by dividing how many there
are in a list by the list total.
MAX function
The MAX function, one of Excel's statistical functions, is
used to find the largest or maximum number in a given
list of values or arguments.
Related article: Excel 2003 MAX Function

The syntax for the MAX function is:

= MAX ( argument1 , argument2 , ... argument30 )

Argument1 ... argument30: Arguments can be numbers, named

ranges, arrays, or cell references. Up to 30 arguments can
be entered.
MIN function
The MIN function, one of Excel's statistical functions,
is used to find the smallest or minimum value in a list
of numbers or arguments.
Related article: Excel 2003 MIN Function

The syntax for the MIN function is:

= MIN ( argument1 , argument2 , ... argument30 )

Argument1 ... argument 30: Arguments can be numbers, named

ranges, arrays, or cell references. Up to 30 arguments
can be entered.
COUNT function
The COUNT function's job is to only add
up the cells in a selected range that
contain numbers. It ignores empty cells
or those contain text. If a number is
later added to an empty cell the
function will be automatically updated
to include this new data.
The SUM function
The SUM function is used to add things up, and saves you the
bother of typing out lots of cell names and numbers. It looks
like this:
= SUM ( )
In between the round brackets, you type what you want Excel to
add up. Look at our spreadsheet again:
IF function
The IF function, one of Excel's logical functions, tests to
see if a certain condition in a spreadsheet is true or false.

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.
1.Enter 35 into cell D1.
2.Click on cell E1 - the location where the results will
be displayed.
3.Click on the Formulas tab.
4.Choose Logical Functions from the ribbon to open the
drop down list.
5.Click on IF in the list to bring up the function's
dialog box.
6.On the Logical_test line in the dialog box, click on
cell D1. After this type the less than symbol ( < )
and then the number 26.
6.On the Value_if_true line of the
dialog box, type 100.
7.On the Value_if_false line of the
dialog box, type 200.
8.Click OK.
9.The value 200 should appear in cell E1,
since the value in D1 is greater than
26.
10.To change the result in cell E1,
change the number in cell D1 to 15 and
press the Enter key.
11.The value 100 should now be present
in cell E1 since the value in D1 is
now less than 26.
12.If you click on cell E1, the complete
function = IF ( D1 < 26 , 100 ,
200 ) appears in the formula bar
above the worksheet.
 Sum If
The SUMIF function combines two of Excel's most popular functions
- the SUM function and the IF function. What SUMIF will do is sum
up data in a selected range of cells that meet specific criteria.

= SUMIF ( Range , Criteria , Sum Range )

Range - the group of cells the function is to search.

Criteria - determines whether the data in a cell is to

be summed up or not.

Sum Range - the data in this range will be summed if

data in corresponding cells in the first range meets the
specified criteria. If this range is omitted, the first
range is summed instead.
Excel's VLOOKUP function, which stands for vertical lookup, is
used to find specific information that has been stored in a
spreadsheet table.
=VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
lookup _value :
This argument is the value that is searched for in the first column of the table
array. The lookup _value can be a text string, a logical value (TRUE or FALSE only),
a number, or a cell reference to a value.
table_array :
This is the range of data that the function searches to find your information . The
table_array must contain at least two columns of data. The first column contains
the lookup_values. These values can be text, numbers, or logical values. This
argument is a named range or a reference to a range of cells.
If you are using a reference to a range a cells, it is a good idea to use an
absolute cell reference for the table_array .
If you don’t use an absolute reference and you copy the VLOOKUP function to other
cells, there is a good chance you will get error messages in the cells the
function is copied to.
col_index_num :
For this argument, enter the column number of the table_array from which you want
data returned from. For example:
if the col_index_num is 1, it returns a value from the first column in
table_array;
if the col_index_num is 2, it returns a value from the second column in
table_array.
range_lookup :
A logical value (TRUE or FALSE only) that indicates whether you want VLOOKUP to
find an exact or an approximate match to the lookup_value.
If TRUE or if this argument is omitted, VLOOKUP will use an approximate match if
it cannot find an exact match to the lookup_value. If an exact match is not found,
VLOOKUP uses the next largest lookup_value.

If FALSE, VLOOKUP will only use an exact match to the lookup_value. If there are
two or more values in the first column of table_array that match the lookup_value,
the first value found is used. If an exact match is not found, an #N/A error is
returned
Excel VLOOKUP Error Messages
If the lookup_value is not found in the
first column of the table_array,
VLOOKUP returns the #N/A error value.

If the col_index_num argument is

greater than the number of columns in
table_array, VLOOKUP returns the #REF!
error value.

If the table_array argument includes

empty columns on the left of the
table_array, VLOOKUP returns the #N/A
error value.
=VLOOKUP("Widget",D4:E9,2,False)
•" Widget " - this VLOOKUP function is looking for the price of
Widgets.

•D4 : E9 - it is looking for this information in the data table

located in cells D4 to E9.

•2- VLOOKUP is looking for the price in the second column of

the table.

•False - indicates that only an exact match to the lookup

_value "Widget" will be accepted.
Charts
Charts allow you to present information contained in the
worksheet in a graphic format. Excel offers many types of charts
including: Column, Line, Pie, Bar, Area, Scatter and more.  To view
the charts available click the Insert Tab on the Ribbon.

Create a Chart
To create a chart:
Select the cells that contain the data you want to use in
the chart
Click the Insert tab on the Ribbon
Click the type of Chart you want to create
Modify a Chart
Once you have created a chart you can do several things to modify
the chart. 
To move the chart:
Click the Chart and Drag it another location on the same
worksheet, or
Click the Move Chart button on the Design tab
Choose the desired location (either a new sheet or a current sheet
in the workbook)
Within the Format tab you can modify shape styles, word
styles and size of the chart.
Pivot Table

A Pivot Table is way to

present information in a
report format. The idea is
that you can click drop
down lists and change the
data that is being
displayed.
 Column 2
Column3

Column 3
Column 2
Column 1

Column
1
 .JanFebMry
,…

List of Data:
Items Amount, Count Etc…
Description January February March April May June July August Grand
Total

BABY 2.00 454.00 0.00 0.00 0.00 0.00 0.00 0.00 456.00
PRODUCT
FOOD ITEM 0.00 531.00 2,550.14 0.00 55.00 789.00 0.00 1,321.00 5,246.14
SAMPLE

ITEM A 10.00 33.25 5,683.32 5.63 4,645.00 867.00 13.10 0.00 11,257.30

ITEM XXX 50.00 223.22 0.00 452.00 0.00 0.00 321.00 0.00 1,046.22

NEW 20.00 0.00 1.00 458.00 0.00 0.00 134.50 0.00 613.50
PRODUCT
Grand Total 82.00 1,241.47 8,234.46 915.63 4,700.00 1,656.00 468.60 1,321.00 18,619.16
3 Important Data For A Pivoting A
Table

q Reference “Ref”
q Value “Val”
q Column For Header “M”
 q Reference

q Value

q Column For Header

Column 1

Column 2

Column 3
Ref Val M
ITEM A 10.00 January
NEW PRODUCT 20.00 January
ITEM XXX 50.00 January
FOOD ITEM 531.00 February
SAMPLE January February March April May
ITEM A 33.25 February
ITEM XXX 223.22 February BABY PRODUCT 2.00 454.00 0.00 0.00 0.00

FOOD ITEM 2,545.13 March FOOD ITEM SAMPLE 0.00 531.00 2,550.14 0.00 55.00
SAMPLE ITEM A
ITEM A 5,683.32 March 10.00 33.25 5,683.32 5.63 4,645.00
ITEM XXX
50.00 223.22 0.00 452.00 0.00
NEW PRODUCT 1.00 March NEW PRODUCT
20.00 0.00 1.00 458.00 0.00
FOOD ITEM 5.01 March
SAMPLE
ITEM A 5.63 April
ITEM XXX 452.00 April
NEW PRODUCT 458.00 April
ITEM A 99.00 May
FOOD ITEM 55.00 May
SAMPLE
ITEM A 4,546.00 May
ITEM A 213.00 June
FOOD ITEM 789.00 June
SAMPLE
Notes:

Reference “ Ref ”:
•Make sure data on this column have
consistent data type or format. Text and
Numeric will result in improper
grouping. Eg. Text “00001” is different
from Numeric “1”.
•Make sure to use uniform values
pertaining to same item or reference.
Even a little difference will result to
improper grouping.
Ex. John_Doe1 is different from
Jonh_Doe01
Ex. “123456789 ” is different from
Value “ Val ”:
•Make sure that the data on this column
are Numeric. Alpha characters might
produce error on calculation. Computer
can’t (or don’t) sum or add alphabets.
Although excel ignores non-numeric value
on computation (still, sometimes error occurs), but
it is a good practice to avoid non-
numeric data on fields which are involved
on mathematical computation.
“ M ” Column :
•Similar to the Value column, make sure
the data are in uniform value.
March is different from Mar
June10 is different from June-10

•Try to Avoid values of month name

with combined numbers because Excel
auto-formats this values into date and
the actual value will be converted to
date
Ex: Sep19 or 19Sep or 19September
•It is best to make sure that the data
type or format of this column is in text
format
Thank you and
GOD bless !