IndianaCountyAssessorAssociation ExcelExcellence

BasicExcel
DataAnalysisDivision August2012
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Agenda
Lesson1:TheBenefitsofExcel Lesson2:TheBasicsofExcel Lesson3:HandsOnExercises Lesson4:ImportaTextFile

LESSON1: THEBENEFITSOFEXCEL

WhyUseExcel?
Excelcanbeaneasywaytoreviewsignificant amountsofdatatoidentifyparticularissuesor situations. Excelcanbeusedtocheckcalculations performedwithinyourCAMAsystemtoverify accuracy. Excelspreadsheetsallowanalyticalcapability withoutrequiringyoursoftwarevendorto programaspecificanalysisforyou.
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WhyUseExcel?
Excelprovidesagenerallyuniversalmethodfor sharingdataandinformationwithothers. Excelcanbeusedtopreparecustomhandouts, charts,andreportstohighlightparticular findings.

MicrosoftExcel
Commonversions:
Excel2007(currentversion) Excel2003(olderversion,stillpopular) Excel2010(newestversion,notverypopular) WhilethisdiscussionwillfocusonMicrosoftExcel2007, someofthecapabilitiesdiscussedinthisclasswould alsobepresentinotherspreadsheetpackages. Typically,theHelpoptioncanbeusedtofindparticular functionality.

WorkingwithEarlierVersions

InExcel2007,youcanopenfilescreatedinExcel95 throughExcel2003. Youcanopenandeditolderworkbooksandsharefiles withpeoplewhodonthaveExcel2007.

SavingMultipleVersions
Whenyousavea fileinExcel2007, youcanchoose fromseveralfile types. MostCommon: ExcelWorkbook(*.xlsx). ThisisExcel2007. Excel97Excel2003Workbook(*.xls). Usewhenyouneed tosharewithsomeoneworkinginapreviousversionof Excel.
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MicrosoftExcelQuiz1
Quiz1:
YoucanopenanExcel2003WorkbookwithExcel2007.

1. True 2. False

MicrosoftExcelQuiz1
Quiz1:
YoucanopenanExcel2003WorkbookwithExcel2007?

Answer:

True
InExcel2007,youcanopenfilescreatedinExcel95through Excel2003.
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LESSON2: THEBASICSOFEXCEL

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Terminology
Spreadsheet Tableusedtostoreanddisplay data.Thetableisarrangedbyrowsand columns. Worksheet SinglepageortabwithintheExcel workbook. Workbook Theentirespreadsheetfile.
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Terminology

Workbook

Spreadsheet

Worksheets

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Terminology
Row Horizontalarrayofdata.
Signifiedbynumbers Row1,Row2,etc. Maximumnumberofrows: Excel2003 65,536 Excel2007 1,048,576

Column Verticalarrayofdata.
Signifiedbyletters ColumnA,ColumnB,etc. Maximumnumberofcolumns: Excel2003 256 Excel2007 16,384
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Terminology
Cell Individualcell.Intersectionofarowanda column.
Signifiedbyacombinationofthecolumnletterand therownumber.
Examples:A1,C300,BA42

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Terminology

ColumnE CellC3 Row6

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Menus
OfficeButton QuickAccessToolbar TheMenu
HomeTab InsertTab PageLayoutTab FormulaTab DataTab ViewTab HelpTab
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OfficeButton
New Open Save/SaveAs
Canselectthetypeof filetosave

Print
PrintPreview

RecentDocuments
Pushpinfeature
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QuickAccessToolbar

TheQuickAccessToolbarisabovethemenuwhenyoufirststart Excel2007.There,commandsarealwaysvisibleandnearathand. ToaddacommandtotheQuickAccessToolbar,rightclickonthe commandandclickAddtoQuickAccessToolbar.

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TheMenu(a.k.aRibbon)

Thecommandsareclearlyvisibleandreadilyavailablein onecontrolcenter.
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TheMenu(whatsonit)
Thethreeparts ofthemenu are: (1) tabs, (2) groups,and (3) commands.

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MenuTabs

TheprincipalcommandsinExcelaregatheredonthe tabs.Tabs representcoretasksyoudoinExcel.There areseventabsacrossthetopoftheExcelwindow.

MenuGroups

Groups pulltogetherallthecommandsyourelikelyto needforaparticulartypeoftask. Groupsaresetsofrelatedcommands

MenuGroupscontinued...
Sometimesanarrow, calledtheDialogBox Launcher,appearsin thelowerrightcorner ofagroup. Thismeansmore optionsareavailable forthegroup.
ClicktheDialogBoxLauncher,andyoullseeadialogboxortaskpane.Thepicture showsanexample: 1. OntheHometab,clickthearrowintheFontgroup. 2. TheFormatCellsdialogboxopens,withsuperscriptandotheroptionsrelatedto fonts.

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MenuCommands
The Commands ontheMenu aretheones youusethe most.

Insteadofshowingeverycommandallthetime,Excel2007showssome commandsonlywhenyoumayneedthem,inresponsetoanactionyoutake. Sodontworryifyoudontseeall thecommandsyouneedatalltimes.Take thefirststeps,andthecommandsyouneedwillbeathand.

HomeTab

Formatting TypeofNumber $,%,DecimalPoints ConditionalFormatting SortandFilter FindandSelect CutandPaste WrapText/Merge&Center

InsertTab

Tables Charts Text

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PageLayoutTab

PrintArea PrintTitles Margins Orientation

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FormulasTab

InsertFunction AutoSum

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DataTab

Sort Filter TexttoColumns RemoveDuplicates Subtotals

ViewTab

WorkbookViews FreezePanes Show/Hide Zoom

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HelpMenu

CanSearch forhelporusetheTableofContents Anothergood resourceistheInternet

Accessvarioususerforumsandquestionsand answers
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MicrosoftExcelQuiz2
Quiz2,Question1:
AnExcelSpreadsheetistheentireExcelfile.

1. True 2. False

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MicrosoftExcelQuiz2
Quiz2,Question1:
AnExcelWorksheetistheentirespreadsheetfile. Answer:

False
TheExcelWorksheetisasinglepageortabwithintheExcel Workbook.TheExcelWorkbookistheentirefile.
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MicrosoftExcelQuiz2
Quiz2,Question2:
OnlyoneExcelSpreadsheetcanbeinanExcelWorkbook.

1. True 2. False

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MicrosoftExcelQuiz2
Quiz2,Question2:
OnlyoneExcelSpreadsheetcanbeinanExcelWorkbook. Answer:

False
Youcanhavemanymultiplespreadsheets.
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Lesson3: HandsOnExercises

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SampleData
Inordertocompletethesehandsonexercises, youwillneedtheExcelExcellence.xlsx downloadedtoyourcomputer. Whileweareusingthisfileinourexamples,the functionalitydiscussedcouldbeusedwithother filescreatedbyyouorgeneratedbyyourCAMA system.

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Cut,CopyandPasteSpecial
CutEffectiveDepthColumn InsertEffectiveDepthColumn betweenLandLotTypeCodeand ActualFrontage RightclickonActualFrontage andclickInsertCutCells Transposethecolumnheadingsto rows CopyRow1 OpennewWorksheet,clickon A1andgotoPasteSpecial ClickTransposeandOK
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HelpfulTips ShortCuts
SomecommandscanbedoneinExcelbyusinga keyboardshortcut. MostkeyboardshortcutsinvolvetheCtrlKey. Commonshortcuts:
Copy CtrlC Cut CtrlX Paste CtrlV Undo CtrlZ Save CtrlS SelectAll CtrlA Find CtrlF
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FreezePanes
FreezeTopRowsocolumnheadingsarealwaysavailable Ensurecolumnheadingsarethetoprowofyourspreadsheet GotoViewTab SelectFreezePanes SelectFreezeTopRow

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Insert
InsertColumnbetweenBaseRateandAppraisedValue SelectAppraisedValuecolumn Rightclicktoaccessmenu SelectInsert

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Find
Ctrl ForonHomeTab(Binoculars) FindLandIDNumber190117305 PressCtrlForpresstheFindbuttonontheHomeTab Type190117305intheFindWhatbox SelectFindNextorhitEnter

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Replace
LocatedinsameplaceasFind Ctrl ForonHomeTab(Binoculars) ReplaceYear2011withYear2012SelectYearcolumn PressCtrlForpresstheFindbuttonontheHomeTab Type2011intheFindWhatbox Type2012intheReplaceWithBox SelectReplaceorReplaceAll

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FindandReplaceWorkbook
FindandReplacefeaturecanworkwithinentireExcel Workbook FindLandIDNumber190117305inWorkbook PressCtrlForpresstheFindbuttonontheHomeTab ClickOptions SelectWorkbook fromWithinbox SelectFindAllor FindNext

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Sort
AvailableonHomeTabandon DataTab SortbyLandLotTypeCode Selectfulldatarange SelectCustomSort Select LAND_LOT_TYPE_CODEin theSortbydropdownbox Multilevelsortscanalsobedone inExcel ClickonAddLevel SelectLOT_NUMBERfrom thedropdownbox ClickOK
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Filter
AvailableonHomeTabandon DataTabinsameplaceasSort FilterforLandTotTypeCode91 SelectRow1 GotoSort&FilteronHome TabortoFilteronDataTab SelectFilter Gotodropdownarrowon LandLotTypeCode UncheckallLandLotType Codesotherthan91 HitOK

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ClearFilter
AvailableonHomeTabandonDataTabinsame placeasSortandFilter ClearfilterfromLandLotTypeCodecolumn
1. GobacktodropdownboxontoprowofLandLot TypeCode
a) SelectAll b) ClearFilter

2. OnHomeTabandDataTab,optionavailablefor Clear

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HelpfulTips MultipleRows
Editmorethanonecell,roworcolumnatatimeby usingtheCtrlKey AddcommastoAppraisedValueandSquareFeet HighlightAppraisedValue HolddowntheCtrlKeyandhighlightSquare Feet Changecolumnstoincludecommas

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HelpfulTips TableorArray
Selectanarrayofdataoranentiretableofdataby usingtheShiftKey SelectalldataintheLandFileWorksheet SelectCellA2 Scrolltoendofdata,CellY250 SelectCellY250whileholdingdowntheShift Key

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HelpfulTips Worksheets
EditmorethanoneWorksheetatatimebyusing theCtrlKey ChangeColumnBintheLandFileandintheChart DataWorksheettoayellowfill HighlightColumnBintheLandFile HolddownCtrlKeyandhighlighttheChartData Worksheettab KeepCtrlKeydownandfillColumnB

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ConditionalFormatting
AvailableonHomeTab Nextfewscreenswalkthroughpredefined options YoucanalsogetmorespecificthroughNewRule orManageRuleoptions

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ConditionalFormatting
GreaterThan LessThan Between EqualTo Textthat Contains ADateOccurring DuplicateValues

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ConditionalFormatting
Top10Items Top10%... Bottom10Items Bottom10%... AboveAverage BelowAverage

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ConditionalFormatting
HighlightDuplicateValues intheLandIDColumn
SelecttheLandIDColumn GotoConditional Formatting SelectHighlightCellRules SelectDuplicateValues Cancustomizeformatof therule HitOK
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ConditionalFormatting
ToclearConditional Formatting
GotoConditional Formatting SelectClearRules SelectClearRulesfrom SelectedCellsorClear RulesfromEntireSheet asapplicable

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RemoveDuplicates
LocatedonDataTab RemoveDuplicate Records
Selectfulldatarange SelectRemove Duplicates Selectwhichcolumns containduplicates
Toensurethefull recordisanexact duplicate,SelectAll columns
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HitOK

Functions
Excelhasalargenumberofbuiltinfunctions. Tousethesepredefinedfunctions,youneedtobe cognizantofthespecificsofthefunction:
Whatisthefunctiondesignedtodo Whatcellsneedtobeincludedinthecalculation Whatcriteriamustyouspecifyforthecalculation Inwhatorderarethesecellsorcriteriarequiredtobe entered InsertFunction

FormulaDictionaryonFormulasTab

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SimpleCellMathematics
MathematicalformulascanbeperformedinExcelthatdo notrequireapreexistingfunction.
Varietyofdifferentmathematicalfunctions:addition(+),subtraction (),multiplication(*),anddivision(/)

Forexample,addCellsE2andE4
Type= Click/typeCellE2 Type+ Click/typeCellE4 =E2+E4

Constantvalues,insteadofacellreference,canalsobeused Forexample,multiplyE2by55%
Type= Click/typeCellE2 Type*0.55 =E2*0.55
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Functions
CommonFunctions
SUM Addstogetherselectedvalues AVERAGE Calculatestheaverageofselectedvalues MAX Identifiesthemaximumvalueinselected range MIN Identifiestheminimumvalueinselected range ROUND Roundsnumberstoaparticulardecimal pointprecision COUNT Countsnumberofvaluesinselectedrange
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Functions SUM&AVERAGE
SumAppraisedValueforallrecords

GotobottomoftheAppraisedValuecolumn Incellbelowdata,type=SUM( Specifyrangetobeincludedincalculation Closeformulawithanendparenthesis HitEnter =SUM(L2:L250) GotobottomoftheSquareFootagecolumn Incellbelowdata,type=AVERAGE( Specifyrangetobeincludedincalculation Closeformulawithanendparenthesis HitEnter =AVERAGE(N2:N250)
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DetermineAverageofSquareFootage

Functions MAX&MIN
IdentifyMaximumValueforAcreage
GotobottomoftheAcreagecolumn Incellbelowdata,type=MAX( Specifyrangetobeincludedincalculation Closeformulawithanendparenthesis HitEnter =MAX(M2:M250) GotobottomoftheBaseRatecolumn Incellbelowdata,type=MIN( Specifyrangetobeincludedincalculation Closeformulawithanendparenthesis HitEnter =MIN(K2:K250)
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IdentifyMinimumValueforBaseRate

Functions ROUNDING
ROUND
Gotocellrightbelowaveragecalculation Type=ROUND( Selectcelltoberounded Insertacomma Identifydecimalpointprecision
0=nodecimals 2=twodecimals 2=roundtonearest100

Closeformulawithanendparenthesis HitEnter =ROUND(N204,0)

Functions COUNT
CountthenumberofrecordswithaSoil ProductivityFactor
GotobottomoftheSoilProductivitycolumn Incellbelowdata,type=COUNT( Specifyrangetobeincludedincalculation Closeformulawithanendparenthesis HitEnter =COUNT(P2:P250)

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TextToColumns
LocatedonDataTab ExcelisabletodividevaluesfromonecellusingtheText toColumnsfunction.
Excelcandivideacellbasedontwogeneralfeatures FixedWidth Delimitedwithaspecificcharacter(spaces,commas, semicolons) HighlightColumnA ClickontheTexttoColumnsCommand ClickDelimitedoption ClickComma ClickOK
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GotoTexttoColumnsWorksheet

CombineValuesfromTwoCells
Wecancombinevaluesusingthefollowingformulain anothercell.
Excelisabletocombinevaluesincells Forexample:
Ifwehavetwocolumns,onewithfirstnameandanotherwith lastname.
Example:WehavethefirstnameinCellA1andlastnameinB1 Wewantfirstthenlastwithaspaceinbetween,thenthe followingformulacombinesthetwo.
=A1&&B1

Or,ifwewantlastnamethenfirstnamewithacomma between,thefollowingformulaworks.
=A1&,&B1
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Charts
Excelprovidesawiderangeofchartingoptionson theInsertTab.
ColumnCharts PieCharts BarCharts LineCharts

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Charts ColumnChart
DesignaColumnChart showingAcreagebyLand LotType
GotoChartData worksheet GotoInserttab Highlightthechartdata andSelectColumn 2DColumn

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Charts ColumnChart

CanuseDesign,LayoutandFormatmenusspecifictothe CharttochangehowtheChartispresented AddAppraisedValuetotalstotopofcolumns Updatecharttitleinchartdirectly AppraisedValuebyLandLotType

SavingWorkbook
SavetheExcelWorkbookasanExcel97 Excel2003 Workbook. ClickontheOfficeButton ClickSaveAs Directwherethefileshouldbesaved SelectExcel97 Excel2003WorkbookfromtheSaveas typedropdownbox Namefile ClickSave

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Printing
Beforeprinting
Determinethepurposeforyourprintingandtryto arrangeyourdatasoyougettheexactprintoutyou need. Printpreviewbeforeprintingtoensurethefinal printoutwillbeuseable.

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Printing PreviewandTitles
PrintPreview Customizesizeandlayoutofpaper Centeronpage Addheadersandfooters Titleofworksheet Pagenumbers Preparedby Anydisclaimersornotes PageLayoutMenu PrintTitles Customizecolumnorrowheadingstoberepeatedon eachpageduringprinting.
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MicrosoftExcelQuiz3
Quiz3,Question1:
Acolumncanonlybeinsertedbyusingthecommandonthe Hometab. 1. True 2. False

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MicrosoftExcelQuiz3
Quiz3,Question1:
Acolumncanonlybeinsertedbyusingthecommandonthe Hometab. Answer:

False
Youcanusethecommandoryoucanrightclickonthecolumn rightofwhereyouwantthenewcolumntobe.
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MicrosoftExcelQuiz3
Quiz3,Question2:
MultiplecolumnscanbefilteredatonetimeinanExcel Spreadsheet. 1. True 2.False

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MicrosoftExcelQuiz3
Quiz3,Question2:
MultiplecolumnscanbefilteredatatimeinanExcel Spreadsheet. Answer:

True
Aslongasthereisonlyonetableofdatainthespreadsheet, thenmultiplecolumnscanbefilteredatthesametime(only1 rowofdatainaspreadsheetcanhavethefilter). 76

MicrosoftExcelQuiz3
Quiz3,Question3:
Whatdoyoutypeintoanemptycelltostartaformula?(Pick oneanswer.) A. * B. ( C. =
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MicrosoftExcelQuiz3
Quiz3,Question3:
Whatdoyoutypeintoanemptycelltostartaformula?(Pick oneanswer.) Answer:

=
Anequalsign(=)tellsExcelthatacalculationfollowsit.
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MicrosoftExcelQuiz3
Quiz3,Question4:
Whatisthecorrectformulatoround29,128.6547tothe nearesthundred? A. =ROUND(29,128.6547) B. =ROUND(29,128.6547,2) C. =ROUND(29,128.6547,2)

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MicrosoftExcelQuiz3
Quiz3,Question4:
Whatisthecorrectformulatoround29,128.6547tothe nearesthundred? Answer:

C.=ROUND(29,128.6547,2)
Formula(B.)wouldroundtothenearesthundredth.
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MicrosoftExcelQuiz3
Quiz3,Question5:
WhichshortcutisusedtoSelectAll? A. CtrlZ B. CtrlA C. CtrlS

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MicrosoftExcelQuiz3
Quiz3,Question5:
WhichshortcutisusedtoSelectAll? Answer:

B.CtrlA

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Lesson4: ImportaTextFile

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ImportTextFileIntoExcel
OpenablankExcelspreadsheet. ClicktheOffice Button. ClickonOPEN(orusetheiconbutton) Navigatetowhereyousavedthe.txtfileandopen it. Highlightthefilenameyouwanttoopenandclick OPEN. ATEXTIMPORTWIZARDboxwillopenprompting youtoselecthowyouwantthedatatoappear whenviewedusingExcel.
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ImportTextFileIntoExcel
TheWizardallowsyouto choosecolumnformats, providesdatapreview,and otheradvancedsettings.
ClickonFixedWidth StartimportatRow2,click Next Usingthefilespecificationsin 50IAC26,movebreaklinesto desiredpositions,whendone clickNext ClickGeneralfordataformat

ClickonFinish.
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ContacttheDepartment
EricBussis Director Telephone:317.232.3759 Email:[email protected] MeganMcDermott Asst.Director Telephone:317.232.8347 Email:[email protected] DataDivisionGeneralMailbox:[email protected] Website:www.in.gov/dlgf
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