Excel 2000 Advance Notes
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TABLE OF CONTENTS
Getting Started.................................................................................1
Starting Excel...............................................................................1
Understanding the Workbook Window..........................................1
Getting Around in Excel................................................................2
Managing Worksheets..................................................................2
Moving Around the Worksheet using Scroll Bars...........................4
Moving to a Specific Cell...............................................................4
Moving Around the Worksheet using Keyboard Shortcuts ............4
File Management in Excel..................................................................6
Creating, Saving and Opening Files..............................................6
Closing a Workbook.....................................................................8
Entering Text...............................................................................8
Entering Numbers........................................................................8
Entering Dates.............................................................................8
Automatically Entering a Series of Data........................................9
Editing a Cell..............................................................................11
Selection Techniques in Excel.....................................................12
Clearing Data in a Worksheet.....................................................13
Moving Data (Cut and Paste)......................................................14
Copying Data (Copy and Paste)..................................................15
Multiple Undo/Redo....................................................................15
Copying Data to Another Document............................................16Moving Between Multiple Workbooks .........................................16
Inserting and Deleting Rows or Columns....................................16
Working with Formulas...................................................................18
Creating Basic Formulas in Excel................................................18
Using Worksheet Functions .......................................................20
Using the Paste Function Wizard................................................22
Copying Formulas.......................................................................23
Improving the Presentation of your Worksheets..............................24
Format Text...............................................................................24
Format Painter...........................................................................25Formatting Numbers..................................................................26
Formatting Dates.......................................................................27
Drawing Borders Around Cells ...................................................27
Filling Cells with Colour..............................................................28
Changing the Width of Columns.................................................29
Changing the Row Height...........................................................31
Sorting............................................................................................33
Sort Using the Data Menu..........................................................33
Filtering Information.......................................................................34
AutoFilter...................................................................................34
Custom AutoFilter.......................................................................34
Using Filtered Data.....................................................................35
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Removing Filters........................................................................35
Advance Filters...........................................................................35
Pivot Tables....................................................................................37
Pivot Table Jargon......................................................................37
What Makes A Data List Suitable For Pivot Table Analysis?.........37
Creating a Pivot Table................................................................37
Recalculate Pivot Table...............................................................40
Creating PivotChart Reports.......................................................40
Creating Charts using the Chart Wizard...........................................43
Chart Elements..........................................................................45
Moving and Resizing a Chart......................................................46
Editing Chart Options.................................................................46
Formatting and Editing Charts.........................................................47
The Chart Toolbar......................................................................47
Changing the Font of all Text in the Chart..................................48
Formatting Elements of a Chart..................................................48Coloured Fill Effects....................................................................49
Creating Pictographs..................................................................50
The Different Types of Charts.........................................................51
Changing the Chart Type...........................................................51
Choosing an Appropriate Chart Type..........................................51
Area Chart.................................................................................51
Line Chart..................................................................................51
Bar Chart...................................................................................51
Column Chart.............................................................................52
Pie Chart....................................................................................52
Doughnut...................................................................................52
Manipulating Chart Data..................................................................53
Understanding the links between the Chart and Data.................53
Adding New Data.......................................................................53
Printing...........................................................................................54
Printing the Chart Alone.............................................................54
Printing the Chart and Data........................................................54
Page Break Preview....................................................................54
Changing the Page Setup...........................................................54
Printing Worksheets...................................................................57
Print a Range of Cells.................................................................57
Freezing a Title Area..................................................................57
Comments................................................................................58
Worksheet FunctionsIRR............................................................................................59
NPV...........................................................................................59
FV..............................................................................................60
VLOOKUP...................................................................................61
Goal Seek...................................................................................62
Scenario.....................................................................................62
Set up a shared workbook..........................................................63
Creating Macros.........................................................................64
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Record a macro..........................................................................64
Run a macro .............................................................................65
Edit a macro...............................................................................65
Macro Example : - .....................................................................66
lets edit the macro Gridshow.....................................................67
Run a macro from a toolbar button............................................68
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Getting Started
Excel is a powerful electronic data organiser and calculator that
makes day to day business tasks easier to manage. It looks like a
grid divided into cells and each cell has its own unique reference.
Data is entered into these cells and can then be used to createcharts, databases and perform calculations.
Point and click on the button, move your mouse pointer
up the menu to and across to
When you open Microsoft Excel, it opens a collection of worksheets(known as a workbook). Think of a worksheet as a large piece of
accountants paper where you can enter headings, numbers, dates,lists and calculations.
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Microsoft Excel 2000 Advance Page 1
Menu bar
Standard toolbar
Formatting toolbar
Name Box
Active Cell
Rows
Cells
Drawing toolbar
Sheet Names Scroll bars
Columns
Formula bar
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A worksheet is made up of the following:
Rows: Along the left hand side of the worksheet running down
from 1 to 65536
Columns: Along the top of the worksheet running from A to IV.A total of 256 columns
Cells: The worksheet is made up of cells. You can enter values
(numeric, date, etc.), text, graphic objects, formulas or links todata stored in other locations
The Active Cell is the cell selected. It has a highlighted border
around it. This is where your data will appear when you type on the
keyboard and the press Enter. Before you type, always make surethat the active cell is where you require the entry to go.
Point to a cell and click into it to make it the .
The active cell reference appears in the Name Box and refers to the
cell by the column letter and the row number, e.g. A1 or B6. The
column and row headings appear in 3D.
At the bottom of the window, there are sheet tabs for the worksheetsthat make up the workbook. There are sheet navigation buttons
located here. The white sheet tab indicates the active worksheet.
Click on a to select that sheet
Use the buttons to move between the
sheets in a workbook. The middle two buttons move one sheetleft and right. The outer two buttons move to the first sheet
and the last sheet
Click on the to select and display that worksheet
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Move to previoussheet
Move to last sheet
Move to next sheet
Move to f irst sheet
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Click on the to select the sheet you want to delete
Click on the menu and select
or
Click on the with the right mouse button
Select
Click on to confirm deletion
Double click on the sheet tab you want to rename
Type in the and press
Click on the you want to move
Click on the menu and select
Click on the for the selected worksheet in theMove or Copy dialog box that opens, and press
NOTE: You can also point on the sheet tab that you wish to moveand drag it to its new location
Click on the you want to copy
Click on the menu and select
Click on the for the copied worksheet in the
Move or Copy dialog box that opens
Tick in the checkbox , and then press
NOTE: You can also point on the sheet tab you wish to copy, hold
down the key and drag it to its new location. A copy of the
sheet will be made
Click on the menu and select
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A new worksheet will be inserted immediately before the selected
worksheet, and will take the next free number, e.g. Sheet4
Point and click on pointing up and down in
the scroll bar
Point and click in the in the scroll bar, above orbelow the scroll box
Drag the in the scroll bar up or down
Point and click on the cell to make it active
If you cannot see the target cell in the window, then click on the
menu and select
Type in the and press
.
Ctrl + Home Cell A1
Ctrl + End End of current data block
End key then Left Arrow Beginning of row
End key then Right Arrow End of row
End key then Up Arrow Beginning of column block
End key then Down Arrow End of column block
Page Up Up one screen
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Click to scroll up
Click to scroll up a screen
Drag scroll box up or down
Click to scroll down a screen
Click to scroll down
Click to scroll leftClick to scroll left a screen Click to scroll right a screen
Click to scroll right
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Page Down Down one screen
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File Management in Excel
When you run Excel you automatically start with a blank Workbook.If you want to create another blank Workbook:
Click on the menu in the program window and select
Ensure is selected in the dialog box,
then click on
A new workbook will have Microsoft Excel - Book1 on the title bar
Click on the menu and select
Use the to quickly navigate to the location whereyou would like to store your Workbook. The preferred area is
.
You can navigate to another area on your computer using the
list box.
Type a significant name for your file in the box and
press
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Select the Drive and Folder
Places Bar
File Name
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Click on the menu and choose
Use the to quickly navigate to the location where
Workbook is stored.
You can navigate to another area on your computer using the
list box.
When you find the desired Workbook in the dialog box,
click on it to select it and then Press
Note: You can have multiple Workbooks open at one time, but youwill only see one Microsoft Excel button on your Taskbar.
A workbook that has already been saved will have its filename on the
title bar.
Click on the menu and choose
The previous version of the Workbook will be replaced with the
version that you are working on now.
Save an existing workbook with a new name to make a copy of it.
Choose from the menu
Type a new name in the box
Click on the button
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Click on the menu and select .
Note: If you have multiple Workbooks open, this will only close theactive one.
Entering and Editing Data
There are three different ways to enter data of any type into aworksheet. The difference is where the active cell is after the data
has been entered.
Click on the button (green tick) on the formula bar. The
active cell remains in the same place
Press on your keyboard. The active cell moves down the
row one cell.
Press on your keyboard. The active cell moves right one
column.
Click in the cell and type the text
Enter the data using one of the methods as above
Note: By default Excel aligns text to the left of a cell.
Click in the cell and type the numbers
Enter the data using one of the methods as above
Do not enter (Rs.,) or whenentering numbers. Excel will automatically do this for you.
(Refer to the section, Formatting Numbers later in this manual).
Do not enter between numbers
Use a (.) for a
Note: By default Excel aligns numbers to the right of a cell.
If you wish Excel to recognise a date, it needs to be entered in aparticular way:
With a or (but not full stops) separating the day,
month, year, e.g. 14/7/01 or 14-7-01. You can use four-digitdate format, e.g. 2001 instead of 01
Excel assumes you mean the when it is not
specified. Click into the cell and look at the date on the formula
bar to check
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Excel can help you create an automatic list of entries in the form of a
series. Excel already recognises the following series:
Jan, January, Mon or Monday
Dates e.g. 12/12/2000, A heading with a number following it, e.g. Product 1,
Item 1, 1st Qtr
See examples in the table below:
the first entry, but do not press Enter
Point to the at the bottom right of the active cell.Your mouse should turn into a thin black cross +
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the fill handle up, down, left or right across the cells that
you want to automatically fill
Type at least the for the series, (more ifmathematically required)
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Fill Handle
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the cells, then drag the fill handle up, down, left or right
across the cells that you want to fill
Click into the cell to be edited
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Click to accept changes
Click in the to edit textClick to cancel changes
Select both cells thendrag the cell handle
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Click into the at the position where you wish to
make the change
and the corrected data
Before you can copy or move cells, clear cell contents or formatting,you must select (highlight) the cell(s)
Position your mouse in the middle of the strarting cell so the
pointer is a
over the cells
The selection is highlighted but you will be able to see through the
highlight to the data behind. This is called see-through view.
Click on the
across the of the columns you want to
select
Click on the
across the of the rows you want to
select
Using a standard Windows method, you can select any items that are
next to each other (contiguous). In this case it would be a range of
cells.
Click into the in the range you want to select
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Hold down the key on your keyboard and into the
last cell in the range
Using a standard Windows method, you can select any items that are
not next to each other (non-contiguous). In this case it would
ranges of cells. Select the first column, row, cell or range of
Hold down the key and select the next
Keep the key pressed down and any further
Click on the button just above Row 1 in the
Worksheet.
Select the cell or cells you wish to clear and press the
(DEL) key on the keyboard
Select the
Click on the menu, point to , and then select
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Click here to selectthe entire worksheet
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Select the
Click on the menu, point to , and then select
When editing a Worksheet you may want to move data from one
position to another. The and feature makes this easy to
achieve.
the cells to be moved
Click on the menu and select
Note: The selected cells are still highlighted in their original location,and have a flashing black outline.
Click into the cell at the top left of the range where you want the
cut cells to move to
Click on the menu and select
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To save time you can copy data you want to duplicate without having
to retype it. You can use and .
the cells to be copied
Click on the menu and select
Click into the cell at the top left of the range where you want thecopied cells to paste to
Click on the menu and select
If you have deleted something in error, you can use the
option to reverse your last action.
Select a cell and Press the key
From the menu select and whatever you
have deleted will be restored
From the menu select to reverse the last
action.
NOTE: If you were undoing a copy action, the menu would read
, therefore the commands you are using are contextsensitive.
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the cell(s) containing data you want to copy
From the menu select
(switch to) the you wish to copy the data into
Click into the cell at the top left of the range where you want thecopied cells to paste to
Click on the menu and select
Click on menu
The tick indicates the document currently displayed Click on another Workbook you wish to work on and it will be
presented on the screen
Columns are inserted to the left of the selected column. In theexample below a column would be inserted after column B and
before column C.
Select a
From the menu choose
Or click on selected column letter. Choosefrom the shortcut menu
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Rows are inserted above the selected row. In the example below a
new row would be inserted above row 5 (Steve Tricksy) and after
row 4 (Sue Driller).
Select a
From the menu choose
Or click on selected row number. Choose
from the shortcut menu
Click anywhere in the you want to delete
Choose from the menu
Choose and then press
Or click on the column letter that you wish to
delete. Choose from the shortcut menu
Click anywhere in the you want to delete
Choose from the menu
Choose and then press
Or click on the Row
number that you wish to delete.Choose from the pop up menu
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Working with Formulas
One of the main purposes of spreadsheets is to perform calculations.
You can tell Excel to perform calculations on values in the Worksheet
cells. When values are changed the calculations automatically
update.
There are many built-in Functions in Excel to cater for many different
needs of mathematical equations.
Click into the cell that will contain the of the calculation
Type the sign (to tell Excel to perform a calculation)
Click on the you wish to add i.e. B4
Type the math required i.e. +
Click on the you wish to add i.e. B5 and then press
If you change any values in cells B4 or B5 the result in the cellcontaining the formula (B6) will automatically re-calculate
You can also calculate across the cells.
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=B2*10% tells Excel to take Cost figure of Rs.14,000.00 in cell
B2 and multiply it by 10% Tax
=B2+C2 tells Excel to Add Cost of Rs.14,000.00 and Tax ofRs.1,400.00 to give a Total
Where a formula includes more than one mathematical operator,there is a strict order of precedence that Excel adheres to.
Excel will perform calculations in the following order:
1 % Percentage =90*10% 9
2 ^
Exponentiation
(to the power
of)
=4^2 16
3 * Multiplication =3*2 6
4 / Division =100/4 25
5 + Addition =10+10 20
6 - Subtraction =10-3 7
Brackets ( ) are used to force a change to the order of calculation.
Anything in brackets is calculated first. There must be an equalnumber of open brackets ( and close brackets ) in each formula. All
formulae are read from left to right.
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=2*10+1 21
=1+2*10 21 Multiplication performed beforeaddition
=(1+2)*10 30 Values in brackets calculated first
=2*10+5*10 70 Both multiplications performed
before the addition
=(2*10+5)*10 250 Values in brackets calculated first
Excel has many built-in Functions that can save you time when you
need to perform complex calculations.
You can use to add up any range of cells, either across therows or down the columns. The AutoSum command button on the
Standard toolbar uses the Sum function to calculate totals.
Click in the cell where you want the of the calculation toappear
Click on the button on the Standard toolbar
Excel will select the range of numbers it guesses you wish to
add and you should visually check this selection
If the range is incorrect, to select the correct range, and
press
Using AutoSum you can calculate the sum of a range of cells both
across the rows and down the columns, as in the example below.
Select the you want to calculate totals for, (including a
blank row and a blank column for the results
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Click on the button
All the results are calculated at once and displayed.
Click in the cell where you want the result of the calculation to
appear
Type
Select the you wish to calculate the average for
When the range appears in the result cell, type and then press
The sample Worksheet above gives the following results:
=SUM Adds a range of cells =sum(B4:B7) 240
=AVERAGEFinds the average
value
=average(B4:B7) 60
=MAXFinds the highest
value=max(B4:B7) 90
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=MINFinds the lowest
value=min(B4:B7) 35
=COUNT
Counts how many
cells contain
numeric values
=count(B4:B7) 4
The Paste Function lists all of the predefined Excel Functions with a
concise explanation of its purpose. Searching for the appropriateFunction is more
Select the cell where you want the of the calculation to
appear
Click on the command button on
the Standard toolbar
Select the required e.g. AVERAGE, then press
The Formula Palette then opens with boxes where the values or cell
references should be entered, for all of the arguments in the
calculation. The result of the calculation is displayed in the Formula
Palette.
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Excel assumes the range of cells you want to calculate.
If the range is incorrect, click in the N box and
the . Then the on
the Worksheet and click on
The formula Palette collapses while you are highlighting the range,
but reappears automatically.
If you want the same formula all the way down a column or across a
row, type the formula into one cell and copy it to the remaining cells.The cell references in the formula will automatically adjust for the
new locations.
Type the but do not press Enter
Drag the across (or down) over the cells you want
to copy the formula to
The formula will adjust to the relative column as in the table below
when it is copied:
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Click and drag the Fill handle
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Improving the Presentation of your Worksheets
You can format your document for a clearer and more professional
presentation.
Excel offers all the formatting options through the
menu then , which opens the dialog box.
Some of these options can also be applied using buttons on the
.
you want to format
Choose the , , , , andon the in the dialog box
Font Colour Palette
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Change Font Change AlignmentChange Style of Text
Change Size of TextMerge and Centre Textin selected cells
Font ListBox
Font Style
List Box
Font SizeList Box
Colour Drop-down Palette
Effects
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you want to align, wrap or merge
Select the required and alignment,
, , and on the
tab in the dialog box
Use the to copy the formatting of selected text or
an object and apply the formatting to the text or object you click on.
the text or object that contains the formatting that you
want to copy From the Formatting Toolbar, once on the
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TopCentre
Bottom
Horizontalalignment
including left,
center, right and
justify
Vertical
alignment
including top,center, bottom
and justify
Text Control
Text Orientation drag the
indicator or selectDegrees
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The mouse pointer will now display a paint brush
mouse over the object or text that you want to apply
the copied format and
To apply the copied format to a group of words,
the mouse over the text
on the to copy and apply
the formatting to more than one item.When finished, the Format Painter by pressing or
clicking again on the Format Painter button in the toolbar.
When you need to format the number more precisely than you
can using the Formatting toolbar buttons,
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Currency
Dollar, Pound Sterling orEuro sign, 2 decimal
places, comma separating
thousands
Rs.20,000.0
0
Percentage
Displays number as a
percentage (multiplies by
100 and adds % sign)
50%
Comma2 decimal places, comma
separating thousands20,000.00
Increase DecimalDecrease decimal
Increases or Decreases
the number of decimal
places - one place at atime
20,000.0
20,000.000
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you want to format, then click on the menu and choose
Select the required options on the tab and press
containing the dates you wish to format.
Note: you need to use a format that Excel recognises as dates,i.e. 12/12/2001 or 12-12-2001
Click on the menu and then select , then choosethe tab
Click on in the category list and choose the requiredformat
you want to add borders to
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Click on the menu and then select , then choose
the tab
Select the you want to apply a colour to
Click on the menu and select
Choose a from the palette on the Patterns tab, and
select a if required, then press
Pattern Palette
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Click here
to select
which
borders toapply
Choose thestyle of
border you
want
Choose the
colour ofthe border
lines
Click on the colour
you want
Choose a pattern
from the drop-downpalette
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Select the you want to adjust
Click on the menu and select
You can choose and enter a value if you need to be
precise
Or, choose . Excel will calculate how wide
the column needs to be to show the widest cell
Position the mouse pointer on the line to the right of column
heading you wish to adjust
The mouse pointer will change to a double-arrow
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Click and drag the mouse right or left to the required width
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Drag to resize
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Select the you want to adjust
Click on the menu and select
You can choose and enter a value if you need to be
precise
Or, choose . Excel will calculate how high the column
needs to be to show the tallest cell
Position the mouse pointer on the line below the row number you
wish to adjust
The mouse pointer will change to a double-arrow
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Drag down or up to the required height
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Drag to resize
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Sorting
Click anywhere in the column by which you wish to sort
Click on the tool or the
tool
When sorting using the Data menu, up to three levels of sort can be
specified. If there are any duplicate items in the first sort field then
the second specified sort field will be used to sub-sort, and if thereare still duplicate items, the third field specified will also be used.
Click anywhere within the data list
Choose from the menu
Select the first field to sort by from the drop down list in the
S box
To sort by more than one field, you may specify other fields in
the boxes
Select or for each field specified
Specify whether or not your data list has a header row
i.e. do you have field names on the top row of the list?
If you have a header row but do not specify that you have, thefield name row will be sorted in with the other rows of data
If you do not have a header row, you can sort by column letterrather than by field name.
Click on .
Note: If you wish to cancel the sort, immediately choosefrom the menu or click on the button
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Filtering Information
Filtering is a quick way to find a sub-set of data in a data listeg to find all employees in the Sales department
Click on a cell in your list
Choose - from the menu
Notice the down arrow next to each of your field names. Use
the down arrow to display a list of unique entries in that field.(The example above shows Dept with the down arrow displaying
unique entries)
Select one of the unique entries. The other records are filtered
out (note the row numbers, where filtered items are hidden)
Note: you can set additional filters on the other fields too
The AutoFilter allows the following logical operations insteadof specifying a particular value eg Salary is greater than 20000
Click on the down arrow on the field to be filtered
Select
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The Custom AutoFilter dialog box is displayed
Choose an from the drop down list
Enter your , either from the drop down list or directly by
typing it in
Click
The results of the filter can be copied and pasted elsewhere
or
The filtered table can be printed
To display all records again, choose , from the
menu
When you have finished, choose, and thenfrom the menu to switch the filters off
To find specific values in rows in a list by using one or two
comparison criteria for the same column, point to on the
menu, click , click the arrow in the column
that contains the data you want to compare, and then click
.
To match one criterion, click the comparison operator you want
to use in the first box under , and then
enter the value you want to match in the box immediately to the
right of the comparison operator.
To display rows that meet two conditions, enter the comparison
operator and value you want, and then click the button. Inthe second comparison operator and value boxes, enter the
operator and value you want.
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Click the down arrowto select an operator Enter criteria
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To display rows that meet either one condition or another
condition, enter the comparison operator and value you want,and then click the button. In the second comparison operator
and value boxes, enter the operator and value you want.
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Pivot Tables
Pivot tables can be used to summarise and analyse a data list. They
can provide a useful way of preparing complex data for charting.
The Pivot table Wizard feature guides you through the stages ofcreating a pivot table.
Source List The original data, usually an Excel list
Field A category of data, such as a Department or
Region
Item An element in a field
Row Field A data field to use as row headings in the
finished table
Column Field A data field to use as column headings in the
finished table
Page Field A data field which canbe used rather like
AutoFilter to filter the views of the table
The data list should have groupable data in at least one field.
Groupable data is distinguished by having a limited number of
distinct text, numeric or date values. Fields such as region,
department, sex, year or product are examples.
Each field in the list must have a heading
For example the data below needs to be summarised to show
the total salary for each department, split between the sexes
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Click in the Data List
Choose from the
menu, this will open the Pivot Table Report Wizard
Choose and click on .
Confirm the selected range is correct. If the range is incorrect
use the mouse to re-select the range to be used
Click on
Choose to put the Pivot Table into a New Worksheet
Click Finish
Note: At the 3rd step, click on the Options button to choose
specific format and data options that you wish to apply to your
PivotTable
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The New Worksheet is inserted and the PivotTable toolbar will appear
on your screen.
Point to the in the toolbar you wish to use as
headings in your report and drag them onto the blue outlined
field areas on the left and top of the table
Note: The fields can be re-arranged at any time by clicking and
dragging them to a new location or removing them completely.
Note: In the example above
The DEPT field is dragged onto Row
The SEX field is dragged onto Column
The SALARY field is dragged onto Data
Click on the arrows beside the field names and tick or untick theboxes to display a filtered version of the data
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Drag field intoblue outlinedareas
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When you add, delete or edit records in your database, the pivot
table can be recalculated to reflect these changes.
Click anywhere in the Pivot table
Click on the button on the Pivot Table toolbar
A PivotChart combines the interactive summarisation of data
provided by a PivotTable with the visual appeal and benefits of achart. A PivotChart report can be pivoted to view the same data in
different ways. Use a PivotChart report when you want to quicklychange the view of the chart to see a variety of comparisons and
trends.
When creating a PivotTable, the data used must be in headed
columns.
Click in the Data List
Choose from the
menu, this will open the Pivot Table Report Wizard
Choose and click on
Confirm the selected range is correct. If the range is incorrect
use the mouse to re-select the range to be used
Click on
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Choose to put the Pivot Chart into a
Click
Note: At the 3rd step, click on the Options button to choose
specific format and data options that you wish to apply to your
PivotChart
The New Worksheet is inserted and the willappear on your screen.
Point to the in the toolbar you wish to use ascategories in your chart and drag them onto the blue outlined
field areas to the area you want the data placed in
Note: The fields can be re-arranged at any time by clicking and
dragging them to a new location or removing them completely.
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Eg: Drag DEPT intothe Category Field
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Note: In the example above
The DEPT field is dragged onto the Category
The SEX field is dragged onto the Series field
The SALARY field is dragged on the Data
The arrows beside the field names can be clicked on, and the
data you wish to view chosen by ticking or un-ticking the boxes
In all other aspects the PivotChart can be formatted as any
other chart
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Creating Charts using the Chart Wizard
Use the Chart Wizard to simply create a chart either on the same
sheet of the Workbook as your data, or on a new chart sheet. Each
step of the Chart Wizard can be re-visited even after you have
finished creating the chart.
the range of cells that contain the series data, togetherwith the cells that contain the label data
Click on button on the toolbar
on required the from the Chart Type list
the type of if required
Press
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If the Data range is , click on the button so
that you can see the data, thenon the Worksheet
Press
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Preview of chart
Selected cells
Type Titles todisplay on thechart
Preview of Chartwith display ofOptions chosen
Collapse
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Step 3 shows a dialog box you can choose precisely how the chart
will display the data.
Titles Add a chart title and labels for your axis
Axes Display/hide the X or Y axis
Gridlines Display/hide gridlines
Legend Display/hide or reposition legend
Data Labels Choose to display labels, such as value percent,
above the data point
Data Table Display/hide a table displaying the data
Make the selections you require, then press
Choose to create your chart either:
As a new sheet is automatically created for you
As choose where in the Workbook the chart will be
located
Press
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Chart Area
Plot Area Gridline
Legend
Chart TitleData Point -(one point in a
series)
Data Series
(all points in a series)
Value (y) Axis
Category (x) Axis
Selection handlesappear when Chartis selected
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into the and to new position
the chart to make a chart bigger or
smaller
When the chart is selected the Data Menu changes to a Chart Menu
This is of the Chart Wizard where you can choose a
different
This is of the Chart Wizard where you can select adifferent
This is of the Chart Wizard where you can add ,set , and add
This is of the Chart Wizard where you can chooseanother for your chart
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The first four items under this menu areSteps 1-4 of the Chart Wizard
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Formatting and Editing Charts
When a chart is selected the chart toolbar will automatically bedisplayed.
The buttons on the toolbar allow for easy selection and formatting ofan element and the switching of common options on and off.
Note: Use the Chart Menu to display more Chart Options
If the Chart toolbar is not displayed
Choose from the menu
Click to select the
Click on
Click on the chart to make it active
Select an element in the chart by clicking on it once
eg. the Legend
or
Click the down arrow on the select chart element button to
select it by name
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Select a chartelement
Format selectedelement
Chart Type
Hide/DisplayLegend
Hide/DisplayData Table
Plot chart byrow or column
Angle Text
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Make sure the chart is active
Click in the Chart Area (or choose Chart Area from the Chart
toolbar)
Choose the and from the standard formattingtoolbar
Make the chart active
Select the Element to format
Click on the button to access all theformatting options for the selected element
The Format box will be displayed
In this example the Legend was the element selected
Note: To open the Format box you can also either double click
on the element of the chart or click the right mouse button onthe element of the chart and choose format
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You can apply a gradient fill to a data series, plot area and chart
area.
Select the element to be formatted. eg. data series
Click on the format element button on the Chart toolbar
Click on the tab
Click on the button
Gradients are available in Single, Double or multiple Preset
colour schemes. They can have different shading styles
Note: Make further choices from the Texture and Pattern Tabs
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Pictures can be used to fill bars or columns
Select the graphic you wish to use (this could be from
PowerPoint)
Choose from the menu
Click on the chart to make it active
Click on the you wish to represent with the graphic (i.e.
bar or column)
Choose from the menu
A stretched version of the picture will replace the bar or column.
Select the data series with the stretched picture
Click on the button on the Chart toolbar
Click on the tab then click on the button
Click on the tab
Select the option
Click
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The Different Types of Charts
The Chart Type tool gives a limited selection of the many chart typesoffered by Excel.
Click on the arrow of the Chart Type tool
Select a chart type from the palette
or
Choose from the to display all chart
choices
A variety of different chart types are available. The appropriate chart
type to choose will depend on the data you are charting and whatyou wish to illustrate.
This will indicate the amount of change as well as show the
relationship of each part to the whole:
The Line Chart displays trends over time. The emphasis is on time
and the rate of change rather than on the amount of change.
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The Bar Chart is used to display individual values that can be
compared. The values are displayed on the Horizontal axis.
The Column Chart is similar to the Bar Chart except that the values
are displayed along the Vertical axis.
The Pie Chart is used to display one series of data. Each part of the
series represents a percentage of the whole.
The Doughnut Chart is similar to the Pie Chart but it displays more
than one data series at a time - each part representing a percentage
of the whole amount.
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Manipulating Chart Data
The Chart and the Data from which the chart was created are linked.Therefore if you change any information on the data sheet, the chart
will automatically update to reflect the changes.
Once you have created a chart you can still add data from the data
sheet at a later date:
Highlight the data to be added to the Chart
Click on the button on the toolbar
Click to select the chart
Click on the button on the toolbar
A new data series will appear on the chart
Select the series, within the chart, that you wish to delete
Press the key on the keyboard
Select the Chart
Choose from the menu
Use your mouse to select all the data to create your chart
Click
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Printing
To print the chart landscape on A4 paper:- Click on the chart to make it active
Choose from the Menu
To print both the chart and the data :-
Make sure the chart is NOT selected
Choose from the File Menu
Tip: Select Print Preview to view how it will look when printed
If you have a great deal of information on a Worksheet, Excel will
automatically divide it into separate pages for printing.
Excel makes it very easy to set manual page breaks so that you candecide where a new page should start. You can set vertical and
horizontal page breaks - or a combination.
From the menu, choose
You can enter and edit data in Page Break Preview.
Solid and dotted lines indicate Page Breaks.
and can be changed by pointing
to the Page Break lines and them into a new position
Click on the menu and choose to switch back to
normal view
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You can change the way your page is set up so that it looks better
when it is printed. All the options you can choose from are in oneplace, the dialog box.
Click on the menu and choose
Select the tab and choose
Select the tab in the dialog box
In the section, choose a percentage in the to
box
If you need to be more precise, you can click in the box
and enter the you want your Worksheet to
fit onto
Click on the tab in the dialog box
Select what should be , and then press
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Click to change
page orientationto Landscape
Click here to scaleworksheet
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A Header is the text that prints at the top of every page.
A Footer is the text that prints at the bottom of every page.
Click on the tab in the dialog box
Choose from the list of predefined and , then
press
If you want to, you can click on the r orbuttons and type your own text in either the
left, center or right sections, then press
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Click on down
arrows to selectfrom lists of
header andfooters
Click on buttons
to create custom
header or footer
Type in customfooter in any section
Click on Collapse, thenhighlight Rows or Columns
you want to be repeated
Choose to print Gridlines,Row and Column Headings
When the printout is more
than one page, choose thepage order
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Click on the menu and choose
When you have made your selections, press
You can select a range of cells to print.
Select the you want to print
Click on the menu and select
In the section, select the option andPress
Additional Features
There may be times when your worksheet is more than one screen
long or wide. It is easier to continue working with the data when you
can still see the column and row headings.
Click in the cell and to the of the title area. In
the example below cell B4 is selected
Click on the menu and choose
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Choose what youwant to print
Choose the
printer
Select thenumber of
copies
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Row 1 to 3 will still be displayed as you scroll down
Column A will still be displayed screen as you scroll to the right
Click on the menu and choose
You can add comments to give more information about the data in
the cell, for yourself or for other users who may share the Workbook.
Comments are displayed when pointing to the cell where there is ared triangle at the top right-hand corner of the cell.
Select the where you want to add a comment
Click on the menu and choose
your comment, then from the cell to enter
Select the cell containing the comment that you want to edit
Click on the menu and choose
the text and when finished to enter
Select the cell containing the comment that you want to delete
Click on the menu and choose
Click on the of the to select the whole
comment, then press
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Returns the internal rate of return for a series of cash flows
represented by the numbers in values. These cash flows do not
have to be even, as they would be for an annuity. However, the
cash flows must occur at regular intervals, such as monthly or
annually. The internal rate of return is the interest rate receivedfor an investment consisting of payments (negative values) andincome (positive values) that occur at regular periods.
Example
Suppose you want to start a restaurant business. You estimate it will cost Rs.70,000 to start the business
and expect to net the following income in the first five years: Rs.12,000, Rs.15,000, Rs.18,000, Rs.21,000,and Rs.26,000. B1:B6 contain the following values: Rs.-70,000, Rs.12,000, Rs.15,000, Rs.18,000,
Rs.21,000 and Rs.26,000, respectively.
To calculate the investment's internal rate of return after four years:
IRR(B1:B5) equals -2.12 percent
To calculate the internal rate of return after five years:
IRR(B1:B6) equals 8.66 percent.
Calculates the net present value of an investment by using a
discount rate and a series of future payments (negative values)
and income (positive values).
Examples
Suppose you're considering an investment in which you pay Rs.10,000 one year from today and receive an
annual income of Rs.3,000, Rs.4,200, and Rs.6,800 in the three years that follow. Assuming an annualdiscount rate of 10 percent, the net present value of this investment is:
NPV(10%, -10000, 3000, 4200, 6800) equals Rs.1,188.44
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Returns the future value of an investment based on periodic,
constant payments and a constant interest rate.
Examples
Suppose you want to save money for a special project occurring a year from now. You deposit Rs.1,000
into a savings account that earns 6 percent annual interest compounded monthly (monthly interest of6%/12, or 0.5%). You plan to deposit Rs.100 at the beginning of every month for the next 12 months.
How much money will be in the account at the end of 12 months?
FV(0.5%, 12, -100, -1000, 1) equals Rs.2301.40.
Returns the interest rate per period of an annuity. RATE is
calculated by iteration and can have zero or more solutions. If
the successive results of RATE do not converge to within0.0000001 after 20 iterations, RATE returns the #NUM! error
value.
Examples
To calculate the rate of a four-year Rs.8,000 loan with monthly payments of Rs.200:
RATE(48, -200, 8000) equals 0.77 percent
This is the monthly rate, because the period is monthly. The annual rate is 0.77%*12, which equals 9.24
percent.
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Searches for a value in the leftmost column of a table, and then
returns a value in the same row from a column you specify inthe table. Use VLOOKUP instead of HLOOKUP when your
comparison values are located in a column to the left of the data
you want to find.
Examples
Create a sheet named Vlookup and enter the data in the following style.
for table array reference, use Empdata sheet as reference.
Position the cell in b5 and use the VLOOKUP function and enter the following references.
Enter S1 in cell b1 and the answer will be displayed in cell b5 as s1.
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Copy the formula in the remaining columns and edit the remaining columns by only changing the
col_index_num box in the vlookup formula.(as 2 for column 2 reference and so on).
As you are editing the cells containing vlookup functions the corresponding reference values are displayed.
When you know the desired result of a single formula but not
the input value the formula needs to determine the result, youcan use the feature. When goal seeking, Microsoft
Excel varies the value in one specific cell until a formula that's
dependent on that cell returns the result you want.
For example, use to change the
interest rate incrementally until thepayment value equals 900.
A scenario is a set of values that Microsoft Excel saves and can
substitute automatically in your worksheet. You can usescenarios to forecast the outcome of a worksheet model. You
can create and save different groups of values on a worksheet
and then switch to any of these new scenarios to view different
results.
For example, if you want to create a budget but are uncertain of your revenue, you
can define different values for the revenue and then switch between the scenarios to perform what-if
analyses.
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In the example above, you could name the scenario Worst Case, set the value in cell B1 to Rs.50,000, and
set the value in cell B2 to Rs.13,200.
You could name the second scenario Best Case and change the values in B1 to Rs.150,000 and B2 to
Rs.26,000.
On the menu, click , and then clickthe tab.
Select thecheck box, and then click .
When prompted, save the workbook.
On the menu, click , and then save the shared
workbook on a network location where other users can gain
access to it.
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To interrupt a macro before it completes its actions, press ESC.
Open the workbook that contains the macro.
On the menu, point to , and then click .
In the box, enter the name of the macro you
want to run.
Click .
Before you edit a macro, you should be familiar with the Visual
Basic Editor. The Visual Basic Editor can be used to write and
edit macros attached to Microsoft Excel workbooks.
On the menu, point to , and then click .
In the box, enter the name of the macro.
Click .
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Create a macro
Lets Create a macro which toggles between show and hide gridlines. First Record a Macro.
First goto to Tools menu, point to options, view tab and deselect
the gridlines checkbox.
On the menu, point to , and then click
.
In the box, enter Gridshow.
Assign a shortcut key .
Select Personal Macro Workbook in store macro in.(this will
make the macro run in each and every workbook on excel)
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Click ok, this will activate the macro recording toolbar.
Now start recording the steps for the macro Gridshow.
Goto to menu, point to , tab and select
the gridlines checkbox, then click ok.
Stop the macro recording by clicking stop icon on the macrorecording toolbar.
Now we have just created the macro to show the gridlines.
Note to run this macro check whether the gridlines are off.
Goto to menu, point to Macro , Macros.
Select the macro gridshow
click Edit.
When you click edit, it will switch to visual basic editor for Ms
Excel displaying the window below.
Now, make the following changes in the macro window
Remove the line ActiveWindow.DisplayGridlines = True
And enter the following VBA statements : -
mygrid = ActiveWindow.DisplayGridlines
ActiveWindow.DisplayGridlines = Not mygrid
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Then click on and select
,Now the Gridshow macro has been edited to
toggle to show / hide the gridlines.
To check whether the macro is working you can press the
following key combinations which you assigned while creating
the macro eg. Ctrl + Shift + G.
You can run a macro from a button on a built- in toolbar or acustom toolbar.
On the menu, click .
If the toolbar that contains the button is not visible, click the
tab, and then select the check box next to the toolbarname.
If the button you want to run the macro from is not on atoolbar, click the tab, and then click in the
list. In the list, drag thebutton onto a toolbar.
Right-click the toolbar button, and then click onthe shortcut menu.
In the box, enter the name of the macro.
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