Mary Ann Wallner Contact information: [email protected].

Mary Ann Wallner Contact information: [email protected]

What You Will Be Learning Sort data by single or multiple columns Filter data by single or multiple criteria Manage a multi-sheet workbooks Learn to select the appropriate formula or function for the task at hand Create formulas that include absolute references and named ranges Create custom page headers and footers Apply styles and conditional formatting 2

New Features New features Number of rows on a worksheet has gone from 65,536 to 1,048,576 Number of columns has increased from 256 to 16,384 You can write longer formulas in the new resizable Formula Bar Improved ability to open corrupt files and recover some of your files Workbooks are more compressed; file size is approximately 50 percent to 75 percent smaller than in previous versions of Excel 4

Exploring the Excel 2010 Program Window 5 Worksheet area Title bar Quick Access toolbar Ribbon

Exploring the Excel 2007 Program Window 6 Worksheet area Office button Title bar Quick Access toolbar Ribbon

Working with Tabs and the Ribbon There are 3 basic components to the Ribbon: Tabs There are 7 located across the top each representing a core tasks Groups - Each tab has groups that show related items together Commands - Is a button which enters information, or a menu 7 Tabs GroupsCommands Arrangement of buttons can vary

More about Tabs and Ribbon The principal commands in Excel are gathered on the Home tab Clipboard Group for Pasting/Cutting/Copy Font Group for Font formatting Alignment Group for centering or aligning text Cells Group for inserting/deleting cells, rows, columns, & worksheets Groups - pull together all the commands needed for a particular task Remain on display throughout the task they remain on display 8

The Office Button Access a menu that allows you to issue commands at the file level: Open an existing workbook Save the current workbook Print the workbook Change options for working with Excel 9

Using Worksheets and Workbooks When Excel is opened a blank workbook is created (called Book1) containing 3 worksheets A workbook can be made up of many worksheets 10 Notice that this workbook has five worksheets, as it has five tabsone for each worksheet Click this last tab to add a new worksheet

Naming Cells A worksheet is set up as a grid with rows and columns Intersection of each row and column = cell Each cell has its own name (reference) Active cell is where data entered is displayed 11 The active cells reference is H4, as displayed in the Name Box The cell name is derived from the column and row headings

More About Groups 12 Once you have created a chart from the Insert tab in the Charts Group then the Chart Tools tabs or Contextual tabs of Design, Layout, & Format become available

Adding buttons to the Quick Access Toolbar Click the arrow next to the Quick Access Toolbar Then click each of the commands you want to add Dont add too many that it overtakes the title bar

Adding Commands If you often use commands that are not easily found - add them to the Quick Access Toolbar. For example, if you use AutoFilter every day, and you don't want to have to click the Data tab to access the Filter command Right-click Filter on the Data tab > then click Add to Quick Access Toolbar 14 Remove a button > right-click the button on the toolbar > then click Remove from Quick Access Toolbar

Dialog Box Launcher 15 When you click the Dialog Box Launcher in the Font group, the Format Cells dialog box will open with the Font tab displayed When you see this arrow in the lower-right corner of a group, there are more options available for the group.

Hide the Ribbon Create more room on the screen to work 16 Expanded view Collapsed view

What About Your Favorite Keyboard Shortcuts? The Ribbon design comes with 2 new shortcuts advantages: 1. Shortcuts for every single button on the Ribbon. 2. Shortcuts that often require fewer keys. Centering Text Press ALT to make the Key Tips appear Then press H to select the Home tab Press A, then C in the Alignment group to center the selected text 17

A New View Page Layout View can now be seen on the bottom right of the window. In this new Page Layout view you see: Page Margins Blue space between worksheets Rulers at the top and side help you adjust margins Easy way to add headers and footers 18

Zooming Through Your Worksheet Zoom in to get a close-up view of a worksheet Zoom out to see the full view Zoom group on the View tab of the Ribbon Zoom commands at the bottom-right corner of the Excel window Zooming does not affect how a worksheet will print. 19

Headers and Footers 1st change to Page Layout view Then click in the area that says Click to add header Immediately the Header & Footer Tools and the Design tab appear 20

Mousing Around in Excel There are a wide variety of mouse pointer shapes, each with a different purpose 21

Formulas 22

Formulas Can Contain Numbers1234567 TextABCDEF Operations+ - * / % Range Names3 rd Quarter Revenue Range Addresses$A$1,Data!B:3 23

Order of Operations Excel uses the following order or operations when evaluating a formula: First negation ( - ), then all percentages (%), then all exponentiations (^), then all multiplications *) and divisions (/), and finally all additions (+). Parentheses () are used to override the order of operations. 24

Working with Numbers Numbers can be used in formulas and functions Number entries can include the digits 0-9 and + - ( ), / $ %. * Enter numbers without formatting and apply the formatting later, except You must enter a decimal or indicate a negative number with a minus sign or parentheses 25

Excel Ranges Range Named by taking the top-left cell and the bottom-right cell Cell references separated by a colon (:) Range A1:A2 Range A6:D10 Range A4:E4 26

Selecting Cells and Ranges You must select a cell or range before you can edit it! There are many selection techniques; use the one that works best for your situation. 27

Maneuvering Around Sheets From the Tab Section Add/Delete Sheets Moving Sheets Color Code Copy Select All Sheets 28

Managing Workbooks New workbooks open with three worksheets Can hold up to the available amount of computer memory Add, move, copy, and delete worksheets Change worksheet names 29 Worksheet tab

Copying Worksheets: A Quick Copying Technique Create an exact duplicate of the original sheet Check this box to copy leave it blank to move 30

View multiple sheets or workbooks at the same time To view multiple sheets in the active workbook On the View tab, in the Window group Click New Window or Click View Side by Side. In the workbook window, click the worksheets that you want to compare. To scroll both worksheets at the same time, click Synchronous Scrolling in the Window group on the View tab Dont forget to use Arrange All command 31

Managing Large Amounts of Data To keep an area of a worksheet visible while you scroll to another area of the worksheet Locks specific rows or columns in one area by freezing or splitting panes On the worksheet, do one of the following: To lock rows, select the row below the row or rows that you want to keep visible when you scroll To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll 32

How to Freeze Panes On the View tab, in the Window group, click the arrow below Freeze Panes Then do one of the following: To lock one row only, click Freeze Top Row To lock one column only, click Freeze First Column To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes 33

Sorting Databases Databases consists of: Several rows Each row is a record 1 st row consist of headings Each record must be written using the same type of abbreviations or look Do not leave spaces before the text or at the end Columns of data Each column is a field 35

Instructions for Sorting On the Home tab, in the Editing group, and then click Sort & Filter. Do one of the following: To sort in ascending alphanumeric order, click Sort A to Z. To sort in descending alphanumeric order, click Sort Z to A. 36

Custom Sorting On the Home tab, in the Editing group, click Sort & Filter, and then click Custom Sort. The Sort dialog box is displayed. Under Column, in the Sort by or Then by box, select the column that you want to sort by a custom list. Under Order, select Custom List. In the Custom Lists dialog box, select the list that you want. Click OK. 37

AutoFiltering a List on a Worksheet AutoFilter is used to: Display only those rows containing desired values Helps you to isolate a subset of data in a range of cells or table Once you have filtered the data it allows you to either: Reapply a filter to get up-to-date results Clear a filter to redisplay all of the data 38

Custom Filtering Text or Numbers How to apply a AutoFilter Select a range of cells containing alphanumeric data On the on the Home tab, in the Editing group, click Sort & Filter, and then click Filter Click the arrow in the column header and choose what you want to filter that meets the criteria 39

40 Using Custom Filters Create a filter to select values not available from the drop-down list Then point to Text Filters and then Click one of the comparison operator Or click Custom Filter Custom Filter example

Working with Excel Tables New feature of Excel Tables are used to make managing and analyzing a group of related data easier A table typically contains related data in a series of worksheet Using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet 41

Auto Format Built-in collection of cell formats that can be applied to a range of data. Select the cells that you want to format. On the Home tab, in the Styles group, do any of the following: Click Format as Table, and then pause on the various styles to see the styles. Click Cell Styles, and then pause on the various styles to see the styles. When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list. To cancel live previewing without applying any changes, press ESC. 42

Elements of the Excel Table Header row - a table has a header row Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly Banded rows - alternate shading or banding has been applied to the rows in a table to better distinguish the data Calculated columns - entering a formula in one cell in a table column, you can create a calculated column in which that formula is instantly applied to all other cells in that table column 43

More Elements Total row - You can add a total row to your table that provides access to summary functions A drop-down list appears in each total row cell so that you can quickly calculate the totals that you want Sizing handle - A sizing handle in the lower-right corner of the table allows you to drag the table to the size that you want Inserting rows/columns - Because table data ranges often change, the cell references for structured references adjust automatically Converting Table When you convert a table to a range, all cell references change to their equivalent A1 style references (cannot automatically return) 44

Understanding Styles Cell Style is a defined set of formatting characteristics Such as fonts and alphabetic characters Cell styles are based on the document Theme Which is a combination of colors, fonts, and effects A Theme may be applied to a file as a single selection or the entire workbook 45

How to Apply a Style 1. Select the cells that you want to format 2. On the Home tab, in the Styles group, click Cell Styles 3. Click the cell style that you want to apply 46

Selecting a Style When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list To cancel live previewing without applying any changes, press ESC 47

Understanding Theme Once you have chosen a Style additional chances can be made by changing the Theme A Theme is a different way to specify the fonts, colors, and graphic effects that appear in a workbook Office Excel 2007 comes with many themes installed On the Page Layout tab, in the Themes group select any of those available 48

Conditional Formatting Automatically adjusts how the spreadsheet looks, depending on the contents of the cells Used to highlight important trends in the data 49

Sparklines in 2010 A Sparkline is basically a little chart displayed in a cell representing your selected data set They allow you to quickly and easily spot trends at a glance

How to Insert Sparklines You follow 3 very simple steps to get beautiful Sparklines in an instant. Select the data from which you want to make a Sparkline Go to Insert > Sparkline and select the type of sparkline 3 options Line, Column And Win-loss Chart Specify a target cell where you want the Sparkline to be placed

Types of Sparklines There are 3 basic types of Sparklines they are: Line chart Column chart Win-loss chart (useful for showing a bunch of wins & losses denoted by 1s and -1s)

Sparkline Formatting and Options Once created a new ribbon called as Sparklines Design ribbon for all the formatting options Some of the key formatting/customizations you can do are: Change the type Change the source data / target cells Set different colors for first point, last point, highest & lowest points, etc.

Working with Functions 54

Function Is a small program which you can call up to perform more complicated mathematical operations They are called up like formulas, start with an equal sign, then the function call Useful when dealing with large numbers of cells where a formula would be unmanageable 55

Categories of the Different Functions Database Date & time Engineering Financial Information Logical Lookup Math Statistical Text & Data 56

Using Statistical Functions Functions: formulas used over and over, so theyve been built into the program 400+ included with Excel Functions use their own syntax =SUM(A1:IV224) =MIN(B17:Q29) =AVERAGE(D54:G27) =COUNT(B5:B9) Get help with functions by clicking the Insert Function button 57

Understanding IF Formulas Returns one value IF a condition you specify evaluates to TRUE and another value IF it evaluates to FALSE Up to 7 IF functions can be nested as value_if_true and value_if_false arguments 58

Creating a Formula with the IF Function Display predetermined text based on logical tests A logical test can be evaluated as True or False 59

Subtotaling Spreadsheet In a workbook which is set to automatically calculate formulas, the Subtotal command recalculates subtotal and grand total values automatically as you edit the detail data Important part of this command: Make sure that each column has a label in the 1 st row Contains similar facts in each column The range has no blank rows or columns 60

61 Displaying Automatic Subtotals The Subtotal dialog box Outline bar Functions include Sum, Average, Min, Max, and others Field on which to base subtotal Field on which to calculate subtotal Always sort the list by the field on which you want to base the subtotal first

How to Insert Subtotals Select cells in the range and Sort the column that forms the group On the Data tab, in the Outline group, click Subtotal. Select desired options: At each change in, click heading Use Function, click the operation To Hide/Show Detail: Click on the (-) and (=) buttons just to the left of the row numbers To Hide/Show Detail: Click on the (-) and (=) buttons just to the left of the row numbers 62

What Does Relative Cell Reference Mean ? Means that the inserted cells formula is based on the relative position of the cell So, if the position of the cell that contains the formula changes, the reference is changed Therefore, if you copy the formula across rows or down columns, the reference automatically adjusts. AB 1 2=A1 3=A2 63

What Does Absolute Cell Reference Mean? Always refers to the same cell or cell range, no matter where the formula is inserted. Even if the position of the cell changes, the absolute reference remains the same. Therefore, if you copy the formula across rows or down columns, the absolute reference does not adjust. AB 1 2=$A$1 3 64

Making Comments in Excel Comments are text notes embedded in a workbook cell Comment author Comment 65

66 When to Use a Comment Make notes about specific cells Document cell contents Record a question to be followed up later As a question of an online collaborator

How to Make Comments How to Insert a Comment Select the cell that you want to add a comment to On the Review tab, in the Comments group, click New Comment In the Text box type your comment Once finished, click outside the comment box To view a comment, click the small red triangle in the top right corner 67

Charts are used to make your information more visually appealing Make it easy for users to see comparisons, patterns, and trends in data Microsoft makes charting your data a breeze by using the Chart Templates 68

Elements of a Chart 1. Chart area of the chart 2. Plot area of the chart 3. Data points of the data series that are plotted in the chart 4. Horizontal (category) and vertical (value) axis along which the data is plotted in the chart 5. Legend of the chart 6. Chart and axis title that you can use in the chart 7. Data label that you can use to identify the details of a data point in a data series 69

Column Charts and Bar Charts Compare values using bars, either horizontally or vertically Value axis for quantities, amounts Category axis often measures time 70

Line Charts Compare trends over time using horizontal lines Value axis The x-axis Category axis The y-axis x-axis y-axis 71

Pie Charts Compare parts of a whole Contains only one data series and label 2-D pie 3-D exploded pie 72

How to make a chart Select the information you want to chart, then click o n the Insert tab, in the Charts group Click the arrows to scroll through all available chart types and chart subtypes Then click the ones that you want to use 73

Modifying a Chart Modifying a chart helps clarify the information presented Some of the ways you can modify a chart are to: Add titles and data labels to a chart Change the display of chart axes Add a legend or data table Apply special options for each chart type 74

How to Modify a Chart Clicking anywhere in a chart and the Chart Tools are available Then use the Design, Layout, and Format tabs 75

76 Formatting Chart Objects Format each object separately Titles Legend Data series Exploded Piece Background Elevated Chart Value axis Category axis 76

Changing Chart Data When you add a chart to your worksheet, Excel creates a link and any changes made are automatically reflected 77

To Change Chart Values Open the worksheet that contains the chart to be changed Click in the cell whose value will change and type the new value Press Enter to accept the new value 78

To Add Data to an Existing Chart Rows or columns of data can be added to an existing chart by selecting the Select Data option on the Chart Menu Input any new Source Data into the worksheet 79

Moving and Sizing Embedded Charts Diagonal double arrow: resizes proportionally Compass arrow: moves Vertical or horizontal double arrow: stretches Select chart to display handles Mouse pointer changes to show moving and sizing options 80

A PivotTable report is an interactive table that quickly combines and compares large amounts of data Allows you to: Rotate rows/columns for different data summaries Displays the details for areas of in terest 81

When you want to analyze related totals, for: Long list of figures to sum Comparing several facts Because a PivotTable report is interactive, you can change the view of the data to see more details or calculate different summaries, such as counts or averages SportQuarterSales GolfQtr3$1,500.00 GolfQtr4$2,000.00 TennisQtr3$600.00 TennisQtr4$1,500.00 TennisQtr3$4,070.00 TennisQtr4$5,000.00 GolfQtr3$6,430.00 82

Sum of SalesQuarter SportQtr3Qtr4Grand Total Golf$7930$2000$9930 Tennis$4670$6500$11170 Grand Total$12600$8500$21100 Pivot Report 83

How to Create a Pivot Table: Select the source data On the Insert tab, in the Table group, click Pivot Table You will then choose the Column Headers from the PivotTable Field List to the correct Field Area This worksheet can now be summarized and calculated to your specifications 84

Working with PivotTables: How PivotTables Work Region field will be the row headings SW Sales is the first data item HW Sales is the second data item 85

86 Working with PivotTables: Manipulating Fields on a PivotTable Pivoting is the process of dragging a field from a row to a column, and vice versa Pivot a field Notice the new position of the Data field in this example

87 Working with PivotTables: Manipulating Fields on a PivotTable Add fields Delete fields Suppress display of a field

88 Working with PivotTables Filters Choose (All) from the drop- down list to display all items in the field

Modifying the Pivot Table Clicking anywhere in the Pivot table and the PivotTable Tools are available Then use the Options and Design tabs 89

Lookup and Reference Option Lookup creates a formula which compares to worksheets Takes missing information from one worksheet and links it to another worksheet There must be one linking ID number assigned in each worksheet =VLOOKUP(A:A,'Complete Address'!1:65536,7,FALSE) 90

Information Needed 3 Pieces of information you need: 1. Lookup-value value you have asked the function to locate 2. Table-array cell address of entire table to be searched 3. Column number number of the column the function should move into before extracting data Range Lookup Set to TRUE if you dont want to require the function to find an exact match Set approximate-value to FALSE if you need to match lookup-value exactly (i.e., zip code) 91

Create a lookup formula with the Lookup Wizard Click a cell in the range On the Formulas tab, in the Solutions group, click Lookup program Follow the instructions in the wizard 92

Split /Dividing Cell Contents Across Multiple Cells Storing certain types of information, such as an address, in one cell might limit what you can do with that information To split the address so that the different parts street address, city, region, postal code are in their own columns Gives you many more options 93

Dividing Text Across Cells Select the range of cells Can be any # rows One column wide On the Data tab, click Text to Columns Follow along with the Columns Wizard Note: There must be as many columns to the right that match the text. 94

Using the Text to Columns Feature Select the range of data that you want to convert On the Data tab, in the Data Tools group, click Text to Columns NOTE: You must insert additional columns prior to starting the Wizard because the new columns will replace the other data 95

Step #1 In Step 1 of the Convert Text to Columns Wizard, click Delimited or Fixed Width Then click Next For this example choose Delimited 96

Convert Text continued In Step 2, click on the Delimiters such as: Tabs Semicolon Space Comma Other Then click Next NOTE: You can have multiple Delimitations 97

Last Step in the Conversion Keep the Column Data Format set to General If you want the data being separated in a new location, click the Destination box, and then select the beginning cell The select Next Click Finish =$F$1 Destination is: =$F$1 98

Concatenate Function Argument This function joins up to 255 text strings into one text string In other words, it is used to joined multiple cells into a single cell Joined items can be: Text Numbers Cell References Combination of those items 99

Example If your worksheet contains a persons 1 st name in cell A1 & their last name in cell B1, you combine the 2 values into another cell =CONCATENATE(A1, ,B1) You must specify any spaces or punctuation that you want to appear in the results 100

How to Perform Instructions: Select empty cell where you want to join the other cells Click Formula Tab Then in the Function Library group choose Text button, the Concatenate option Finally, create the following formula =CONCATENATE(A2," ",B2) by clicking in the desired cells 101

Scenarios Manager Scenarios are part of a suite of commands called what-if analysis tools When you use scenarios, you are doing what-if analysis What-if analysis is the process of changing the values in cells to see how those changes will affect the outcome of formulas Scenarios are used to create and save different sets of values and switch between them 102

Creating Scenarios Suppose that you want to create a budget but are uncertain of your revenue With scenarios, you can define different possible values for the revenue and then switch between scenarios to perform what-if analyses 103

Create a Scenario On the Data tab, in the Data Tools group, click What-If Analysis, and then click Scenario Manager. Click Add In the Scenario name box, type a name for the scenario In the Changing cells box, enter the references for the cells that you want to specify in your scenario To preserve the initial values for the changing cell, add a scenario that uses those values before you create additional scenarios that use different values! 104

Creating Scenarios part 2 Click OK In the Scenario Values dialog box, type the values that you want to use in the changing cells for this scenario To create the scenario, click OK If you want to create additional scenarios, repeat steps 2 through 8. After you finish creating scenarios, click OK, and then click Close in the Scenario Manager dialog box 105

Printing Page Layout view from the Ribbon Page Setup group > click Orientation to select Portrait or Landscape Then to change margins just click Margins and select Or click Size to choose paper size 106

What are Templates Templates are workbook you create to automate common tasks like: Filling in invoices Expense statements Purchase orders Inventory Reports

Where to Locate Templates Click the Office Button Select New then click Installed Templates All the templates currently installed on your computer will be listed Highlight the template you want to use and click Create A new file will open in the template youve selected 108

109 Locating a Previously Used Template Click Office Button then My templates

Protecting Workbooks & Worksheets Three levels: Workbook level Worksheet level Cell level 110

Protecting Workbooks Protects the structure of the entire workbook: Moving a worksheet Adding/deleting worksheets Renaming a worksheet Changing the window size and position 111

Protecting Worksheets Restricts changes to certain activity or objects on the worksheets 112 Choose exactly what users may change in each worksheet Tip! Assign a password to prevent users from turning off protection.

Unlocking Cells before Protecting All cells are locked by default To allow editing in selected cells: Remove checkmark to unlock them Protect the worksheet 113

How To Work with people who don't have Excel 2007 or 10 yet? Saving older files the computer set to use the Save As dialog box (stays in its original format) If you use any of the new features to update this file a Compatibility Checker warns you if these features are not compatible To keep a 2007/10 features just use Save As and tell Excel you want an Excel Workbook 114

Sharing Documents Between Versions You can share documents between versions by using a converter. If you create a file in 2007/10, your colleagues who have Excel versions 1997 through 2003 (and the latest patches and service packs) can work in your 2007/10 files. If they have Excel 97 to 2003 files must be saved as this file type 115

New File Types Excel Workbook (*.xlsx) used to save a workbook without macros Excel Macro-Enabled Workbook (*.xlsm) is used for workbooks with macros Excel Template (*.xltx) is used for templates Excel Macro-Enabled Template (*.xltm) is used for templates with macros Excel Binary Workbook (*.xlsb) is used for especially large workbooks 116

Mary Ann Wallner Contact information: [email protected].

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Transcript of Mary Ann Wallner Contact information: [email protected].