Fast Track

to
Excel
2007
By Team Digit
Credits
The People Behind This Book

EDITORIAL
Deepak Ajwani Editor
Ram Mohan Rao Writer, Copy Editor
Robert Sovereign-Smith Copy Editor
Nimish Chandiramani Copy Editor
Abey John Writer
Srikanth R Writer
Samir Makwana Writer
Ashfaq Tapia Writer

DESIGN AND LAYOUT

Shivshankar Pillai, Vijay Padaya Layout Designers
Sivalal S Layout and Cover Design
Harsho Mohan Chattoraj Illustrator

© Jasubhai Digital Media

Published by Maulik Jasubhai on behalf of Jasubhai Digital Media. No part of this book may be
reproduced, stored in a retrieval system or transmitted in any form or by any means without the
prior written permission of the publisher.

May 2007
Free with Digit. Not to be sold separately. If you have paid separately for this book, please
e-mail the editor at [email protected] along with details of location of purchase, for
appropriate action.
 Introduction

Number Numbness
T hat's what Excel takes care of. Make no mistake: Excel is a very,
very powerful data handler. From cosmetic enhancements to
advanced analysis, Excel does it all.
The latest version—Excel 2007, which this little book covers—has
undergone more changes in this release of the Microsoft Office suite
than have the other programs. With so many of us upgrading to
Office 2007, we felt the need to cover Excel 2007 in detail, even
though we introduced Excel in an earlier Fast Track edition.
Our purpose here is threefold. First, to give you a feel for the new
(2007) interface and functionalities; second, to give you an idea of
much that Excel is capable of doing; and third, to guide you through
some topics in detail, so you can get Excel to work well for you.
After starting off with the basics, we go into the details of data
presentation—that is, formatting, alignment, and such. Next come
several chapters on actually dealing with data, such as dealing with
cell references, sorting, organising data into levels, and such. A chap-
ter on PivotTables exposes you to this wonderfully useful tool. Then
comes the topic of charts, one of the primary uses for Excel—visualis-
ing data.
We've included two little chapters on macros and graphic ele-
ments respectively, and we round off with a chapter on Excel formu-
las and functions.
We candidly admit that because of its complexity, Excel is a hard
topic to cover in perfect detail. You might just find that, for example,
a macro or a formula doesn't work exactly as we've explained. In such
cases, thankfully, there's always Excel's Help pages to refer to. But we
should reiterate that we've striven to make this book such that you'll
need to refer to the Help as little as possible, except in the case of
formulas and functions, which could fill three entire Fast Track edi-
tions!
If you've got data to handle, you need Excel. And if you've got
Excel, you need this book. And if you've got this book, you're on your
way to unleash the capabilities of the best spreadsheet app of all
time—well begun is half done!
 CONTENTS
Chapter 1 The Basics 9
1.1 Introduction 10
1.2 The Changes 10
1.3 File Types 16
1.4 Using Fluent 17
1.5 Working With Excel 2007 25

Chapter 2 Document Appearance 35

2.1 Templates 36
2.2 Styles 37
2.3 Themes 40
2.4 General Formatting 42
2.5 Conditional Formatting 44

Chapter 3 Calculations Made Easier 49

3.1 All about cell references 50
3.2 Defined Names 51
3.3 Referring to another Worksheet 52
3.4 Absolute, Relative, and Mixed References 53
3.5 Referring to another Workbook 54
3.6 3D References 56
3.7 Excel Tables 57
3.8 Creating formulas to calculate values 58
3.9 Moving, copying, and editing formulas 60
3.10 Validating data during entry 61
3.11 Finding and correcting errors 64
3.12 Tracing a formula 67

Chapter 4 Organising And Interpreting Data 69

4.1 Data Tables 70
4.2 Sorting and Filtering 73
4.3 Organising Data Into Levels 77
4.4 Summarising Data 79
4.5 Using Indexed Data 81

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Chapter 5 Pivot Tables 83
5.1 Creating And Using PivotTables 84
5.2 Analysing Data With PivotTables 87
5.3 Editing And Formatting PivotTables 92
5.4. Creating PivotTables From External Data 94

Chapter 6 Charts 97
6.1 The Chart Group 98
6.2 Types Of Charts 98
6.3 Creating And Customising A Chart 103
6.4 Formatting Chart Elements 104
6.5 Data Labels 107
6.6 Finding Trends In Data 107
6.7 Creating, Re-arranging, 108
And Formatting PivotCharts

Chapter 7 Macros 111

7.1 An Introduction To Macros 112
7.2 Preparing To Record Macros 112
7.3 Recording And Using Macros 115
7.4 The Visual Basic Editor 117
7.5 Editing With The VBE 120

Chapter 8 Graphic Elements 123

8.1 The Shapes Group 124
8.2 Drawing Basic Shapes 124
8.3 Formatting Graphic Objects 125
8.4 WordArt 126
8.5 Pictures and ClipArt 128
8.6 SmartArt 129

Chapter 9 Formulas And Functions 133

9.1. The Basics 134
9.2 Logical Functions 138
9.3 Date and Time Functions 140
9.4 Financial Functions 147
9.5 Maths & Statistical Functions 150

Notes 160

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The Basics

T he new version of Microsoft Office, the de facto office

application suite on most PCs, was in the works for a long time.
But between MS Office 2003 and MS Office 2007 are conspicuous
changes which justify the long gestation.
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EXCEL 2007

1.1 Introduction

For those of us who went over to the OpenOffice camp—partly

because of the cost, partly because of the bloat, and partly because
of the sense of geeky pride from not succumbing to the “dark
side,” MS Office 2007 will be hard to resist—thanks largely to the
gorgeous new interface. MS has gone that extra yard to entice peo-
ple back into its fold by offering a 60-day free trial of the software.
A sub-300 MB package containing four constituents of MS Office—
Excel, Word, PowerPoint, and OneNote, called MS Office Home and
Student 2007, can be downloaded from http://us7.trymicrosoftof-
fice.com/default.aspx?culture=en-US (http://tinyurl.com/yredyg)
after signing up for a free serial. While one can appreciate the UI
immediately after installing, it needs to be activated online before
it can be used to create or modify documents. Microsoft also offers
an online demo of the new software.

The minimum system requirements for Office 2007 are

Windows XP with SP2 (it will not install if SP2 is not detected) or
later, a 500 MHz CPU, 256 MB of RAM, a monitor supporting 1024
x 768 resolution, and 1.5 GB of hard disk space. But Microsoft
admits that this will not be adequate to use all the features of the
package. For example, to be able to use the Grammar and
Contextual Spelling features in Word 2007, at least 1 GB of memo-
ry is required; the Business Contact Manager feature in Outlook
2007 requires a 1 GHz CPU.

1.2 The Changes

1.2.1 The New User Interface

The MS Office user interface has been revamped, and the change is
revolutionary rather than evolutionary. Microsoft describes it as a
“results-oriented user interface” and elaborates, in the help file:
“Commands and features that were often buried in complex menus
and toolbars are now easier to find on task-oriented tabs that contain
logical groups of commands and features.” We can’t put it better.

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The UI is such an important piece of programming artistry that

it even gets a separate name—“Fluent.” Microsoft Office Fluent is
the common UI presented in Word, Excel, PowerPoint, and Access.
Fluent has many components, with the most important one being
the Ribbon. The other notable components are named the MS
Office Button, the Mini Toolbar, and the Quick Access Toolbar.
Feature-wise, Formula AutoComplete, Live Preview, and Gallery are
notable inclusions, but
these do not appear as
controls, rather as usage
aids. All these compo-
nents are discussed in
detail in the next sec-
tion. Fluent also sports a
new charting engine
which goes a long way
in making presentations
and charts look… awe-
some. The interface is Office Button and quick access Toolbar
definitely a beauty, with
the rounded corners, shiny buttons and translucent panels, but
those with a more sombre inclination would not like the fact that
there’s no option to switch to a less flashy interface.

1.2.2 Components of Fluent

We now take a closer look at the new UI as implemented in
Excel 2007.

The MS Office Button is the replacement for the File menu of

the previous versions. This button occupies the left-hand top of the
window. It contains the options found previously under the File
menu, like Save, Print, program options, etc. It can be activated by
the [Alt] + [F] shortcut key combination as before, despite “F” not
appearing either in its name or on the button.

The Ribbon is the replacement for all the other menus and tool-
bars. It is a banner that occupies the top of the window. Its design

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is tab-based, and the corresponding options and icons are dis-

played whenever a tab is selected. By default, the Ribbon has seven
tabs—Home, Insert, Page Layout, Formulas, Data, Review, and
View, and between them they cover most of the common user
options. Other tabs, called Contextual Tabs, appear as and when
needed depending on the object being worked with. In the case of
Excel, the Developer Tab appears only when enabled in the appli-
cation’s preferences window.

The icons under each tab are grouped logically into blocks on
the Ribbon, and only the most frequently-used command icons are
displayed. In case more options need to be displayed, a small link
at the bottom of the block can be clicked to pop out a separate win-
dow containing all the options.

Besides the preset tabs, context-sensitive tabs appear on the

Ribbon depending on the object selected. For example, tabs relat-
ing to charts—
like Design,
Layout, and
Format—only
appear after a
chart is created
The Ribbon or selected.

The Mini Toolbar pops up on selecting a particular cell’s con-

tents. When dealing with a block of cells, it pops up next to the
context menu, on right-click-
ing. The Mini Toolbar con-
tains the frequently-used for-
matting options, and signifi-
cantly decreases the mouse
navigation involved. Options
in the Mini Toolbar include A look at the Mini toolbar
font changes, numbering and
bulleting, and more.

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Formula AutoComplete is another useful feature along the

same lines as the Mini Toolbar. It is a window that pops up next to
the cell whenever a user
begins to type out a formula
in it. The window contains a
list of functions matching
the letters typed by the user,
with a brief description of
what the function achieves.
Auto-completing formulae On selecting a function, the
windows displays the syntax
of that function, thus decreasing the chances of the user making
an error.

The configurable Quick Access Toolbar appears at the top left,

next to the Office Button. It is
a placeholder to add buttons
for easy one-click access. If
required, buttons can be
added to or deleted from the
toolbar, by using the adjacent The Quick Access Toolbar
Customize button. The
Toolbar by default has a file save, undo, and redo buttons.

Other thoughtful touches include the much easier zoom con-

trol. This is now present as a
horizontally sliding control at
the bottom left of the window.
Zoom and Page View controls Next to the zoom control is the
Page View control, which can be
used to check the Page Break preview and the print page layout
with one click.

1.2.3 Features
Live Preview is a useful feature in the new UI. Unlike earlier ver-
sions where the results of formatting would be visible only after
they were applied, in this version, just hovering the cursor over a

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formatting option will reflect the change

in the content. This removes the need for
undoing any applied changes if one is not
satisfied.

Conceptually similar to the Live

Preview feature is Gallery, a feature that
rather than merely listing the name of an
effect, graphically displays its sample
application,
Using Live Preview making it
easier for the
user to choose a desirable effect. For
example, rather that display the possi-
ble colours for a table, the gallery dis-
plays the table in various colours. Using the Gallery

While the emphasis of the UI is to make it easier for newcom-

ers to work with the application, veterans will not be put off, since
the same shortcut combinations are usable. If needed the ribbon
can be switched off, to maximise viewing area, by double-clicking
on any tab.

1.2.4 Internal Changes

Besides the changes in the interface, the computational limits of
Excel have been pushed further. The number of rows and columns
have been increased to 1048576 and 16384 respectively. Contrast this
with the earlier limits of 65536 rows and 256 columns. To be able to
handle this larger spreadsheet, MS Office now is able to use up all the
RAM supported by the OS (4 GB in case of a 32-bit OS; specifically, in
Excel, there is a 2 GB limit), compared to the previous maximum of
1 GB. And the software has also been optimised or multi-threaded to
make better use of multi-core CPUs. Under certain circumstances, as
mentioned at http://blogs.msdn.com/excel/archive/2005/11/03/
488822.aspx (http://tinyurl.com/2lv88a), this allows Excel 2007 to
complete a task twice as fast as the previous version. Other enhance-
ments include the increase in the number of characters a cell can

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THE BASICS I

hold—from 1024 to 32768; an increase in the number of unique

colours allowed in a spreadsheet—from 56 to 4.3 billion; etc. The
entire list of enhancements can be found at
http://blogs.msdn.com/excel/archive/2005/09/26/474258.aspx
(http://tinyurl.com/b6xd7).

The new UI would give an impression of a development bias

towards presentation and appearance aspects in Office 2007. And
this impression is further fortified by the inclusion a few new visu-
ally exciting features. Newly intro-
duced in this version is the concept
of themes, which allows a set of for-
matting options to be saved and/or
applied as a unit. The same theme
can be applied across Office applica-
tions—Word, Excel, and
PowerPoint—making it possible to
easily create similar-looking docu-
ments. Also, now, there are more
options to spruce up a spreadsheet
with images, diagrams, graphs and
charts, and Word Art. Graphical Many graphics options to use
components and charts in a spread-
sheet can now be rendered in many more styles and colour combi-
nations, and have greater customisation options. The new charting
engine in Office 2007 is responsible for all the snazzy graphics.

While the above-mentioned examples of an emphasis on visu-

al appeal—better looking charts and colour coded documents—
would seem irrelevant to some Excel users, Excel now has the abil-
ity to use cell properties, and not just cell contents, as parameters
for data manipulation. For example, if after Conditional
Formatting, one has a range of cells with different colours, it is
now possible to sort the range on the cell colours, so that all cells
with the same colour are grouped. Combined, these two capabili-
ties make Excel an even better tool for interpreting large amounts
of data. CF is discussed in detail in the Chapter 2.

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1.3 File Types

To store documents, Office 2007 now uses the Office XML format,
which is based on XML (eXtensible Markup Language), a platform-
independent and open-standard language. Any application that
can work with XML, irrespective of the operating system or system
hardware, can be used to work with Office documents saved in the
new format. The new file formats also use ZIP technology to com-
press files. Microsoft claims that a document saved in the new for-
mat will be up to 75 per cent smaller than when stored in the pre-
vious format.

There is more than one new format introduced in Excel 2007.

Excel workbooks are by default now saved in the XLSX format. This
file format doesn’t support the execution of macros, and therefore is
not advisable in case a spreadsheet contains them. The XLTX format
is used to store template spreadsheets that do not support macros.

The other format, which supports macros, is XLSM.

Spreadsheet templates containing macro code are saved as XSTM
files. By creating distinct file formats for macro-including files, it
has now become easier to identify such files before opening them.
This allows the user to take precautionary measures to prevent
any malicious code embedded as a macro from executing on open-
ing the file.

The file format which is optimised for faster saving and load-
ing is XLSB. Unlike XML based files, which use ordinary text to
store data, XLSB files are stored in unzipped, binary format. This
makes it application dependent, unlike the XML based files.

The last new format is XLAM, which is used to save files that
include add-in generated data. Add-ins are sub-applications that
extend the functionality of Excel.

For compatibility with the previous versions, the XLS format

needs to be used. Needless to say, documents saved in the older for-

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THE BASICS I

mat will lose all customisations created in Excel 2007. Ergo, by

default, before performing this retrograde action, the user is given
a warning, and a list of all losses that will occur as a result.

Besides these formats, Excel can also save spreadsheets in

other formats by using add-ins. Probably the most desirable of
these would be an add-in to create PDF files which can be down-
loaded from www.microsoft.com/downloads/details.aspx?fami-
lyid=f1fc413c-6d89-4f15-991b-63b07ba5f2e5&displaylang=en
(http://tinyurl.com/n8fcy).

Microsoft has developed a file format that offers portability

as PDF, called XPS for XML Paper Specifications. Files saved in
this format retain their formatting and layout when opened
with the associated viewer irrespective of the OS and system
hardware. To save in XPS, an add-in is needed, and a viewer is
needed to view the files independently. Both these can be down-
loaded from www.microsoft.com/whdc/xps/viewxps.mspx
(http://tinyurl.com/37z3yk).

Microsoft has released a Compatibility Pack that will allow

older MS Office versions to open and save files in the newer for-
mat. This pack can be downloaded from
www.microsoft.com/downloads/details.aspx?FamilyID=941b347
0-3ae9-4aee-8f43-c6bb74cd1466&DisplayLang=en
(http://tinyurl.com/y5w78r). The same pack can also be used to
enable MS Office viewers to open Office 2007 files.

1.4 Using Fluent

1.4.1 Using the Office Button

Most of the options under the Office Button are a familiar sight to
users. The options Open, Save, Save As, Print, and Print Preview
remain unchanged. Under the Prepare Menu, one can use the
Inspect Document Option to vet the document for any private

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information that may have not been deleted, and may potentially
be misused—for example, comments, annotations, and hidden
text that are only meant for an internal audience. The
Compatibility Checker will reveal features that will be lost if the
document is saved in a format that can be opened in older versions
of Office. The Encrypt Document option can be used to add a pass-
word to a spreadsheet.

The Excel Options button

reveals the options to config-
ure Excel. Besides other
options, the default colour—
blue—of the UI can be
changed here. By default,
Excel uses ClearType, a
Microsoft technology that
improves the appearance of
text on-screen, especially
LCD screens. This can be dis-
abled here. The Mini Toolbar
and Live Preview features
The Excel Options menu can also be disabled here.

1.4.2 Using the Ribbon

As mentioned, there are seven tabs by default on the Ribbon. We
quickly review the contents under each tab.

1.4.2.1 The Home Tab

Under the Home tab are the main formatting tools. Here one will
find all font formatting and paragraph formatting options. This
tab also contains the Clipboard Block, which contains tools like
copy and paste. The clipboard tool tracks the contents of the clip-
board, and if required, it can be launched by clicking on the bot-
tom left corner of the block. This will reveal the previous entries
in the clipboard, and if required, any of the entries can be select-
ed for pasting in the document. The Font Block contains the usual

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Here are the buttons avaiable to you under the Home tab

font formatting tools and more options, and be accessed by click-

ing on the pop out link at the bottom left of the block. The
Alignment block contains the cell text formatting tools, like
indentation, alignment, etc. This block also offers more options
through the pop out. The Number block offers options for format-
ting cell content of different types, like date, percentage, etc. The
Styles block offers the powerful Conditional Formatting tool,
which is discussed in detail later. This block also offers a way to
easily format a group of cells as a unit by using the “Format as a
Table” tool. Preset Colour combinations can also be applied by
using the Cell Styles tool. The Cell Block allows inserting, deleting
and formatting cells, rows, columns and sheets. The Editing block
contains tools to find, replace, sort data, clear cell contents, etc.

1.4.2.2 The Insert Tab

This one contains tools to insert different types of content in the
spreadsheet. All these are grouped into different blocks. The Table
block allows insertion of a Table or a Pivot Table. The Illustrations
Block has tools to insert Pictures and Clipart. Of special interest is
the Smart Art Tool, which is a new feature. This contains pre-built

If there’s something you need to insert into your workbook, find it here

diagrams depicting scenarios like Flowchart, Hierarchy etc. The

pre-made diagrams save the user considerable time and effort. The
Chart block contains tools to insert charts of different types like
Pie, Bar, etc. The Hyperlinks block allows inserting links to other
sheets in the same spreadsheet or to other spreadsheets locally or
to any document online. The Text block contains tools to insert
textual content like Word Art, Headers and Footers, and content
from other sources like Word or PowerPoint documents, etc.

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1.4.2.3 The Page Layout Tab

This contains the usual Page Setup options like Page Orientation,
Margins, Background, etc. under the Page Setup block. The Scale
to Fit and Sheet Option group different tools to modify the spread-
sheet viewing options. Under the Arrange Block, one can modify
the arrangement of the different objects in the spreadsheet like
Pictures, Graphs, etc. The Themes block has the tools to specify
document themes, which is explained in detail in Chapter 2.

Options for the Ppage Layout tab

1.4.2.4 The Formula tab

The Formula Tab offers different options to manage different func-
tions in the spreadsheet. In the Function Library block, all the sup-
ported functions are listed under different categories—Financial,
Engineering, Statistical, etc. The Formula Auditing block lists tools to
verify dependencies and other aspects of the formula in the spread-
sheet. The Defined Name Block contains tools to create and manage
cell blocks by giving them names. The Calculation Block contains
tools to control how Excel calculates values in the spreadsheet.

Inserting formulae was never simpler with the Formula tab

1.4.2.5 The Data Tab

This tab has the tools to organise, summarise, and analyse data in
the spreadsheet. The Get External Data block groups tools to get
data from external sources into the spreadsheet. Excel supports
data importing from text files, XML files, SQL databases, and more.
Connections to databases can be controlled by using tools in the
Connection Block. Sort and Filter, Data Tools and Outline blocks
contain tools to manage data tables in the spreadsheet.

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Controlling your data from the Data tab

1.4.2.6 The Review Tab

This one contains tools to verify non-numerical data in the spread-
sheet, in the form of a dictionary and other tools grouped under
the Proofing block. The Comments block contains tools to insert
and manage comments in the spreadsheet. The Changes block
contains tools to track changes made by other users in the spread-
sheet and also to restrict write permissions to the spreadsheet.

Choose how you want to Review your workbook

1.4.2.7 The View Tab

This tab contains tools to control the display of the spreadsheet,
categorised under the blocks titled Workbook Views, Show/Hide,
Zoom, and Window. The Macro Block can be used to view existing
macros and create new ones.

See different views

1.4.2.8 The Developer Tab

This remains hidden by default, and needs to be enabled from the
Excel Options window under the Office Button. Under the
Developer Tab, one can find the tools needed to use Excel as a
application to accept user input, under the Control Block; besides
tools to manage macros, under the Code block. The XML block con-
tains tools to import and manage XML data sources.

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If you just have to code, use the Developer tab

1.4.2.9 The Smart Art Tools Tab

The two tabs under the Smart Art Tools category, Design and
Format, appear on selecting or inserting Smart Art objects. These

Insert and edit SmartArt

tabs contain the tools to create, modify, and format Smart Art
graphics. Unlike the other tabs mentioned above, the Smart Art
Tools tab and the others that follow are contextual in nature and
appear only when the concerned object is created or selected.

1.4.2.10 The Table Tools Tab

The Table Tools tab, and its sole sub-category, the Design Tab,
appear only if a Table is created or selected. The Properties
block contains the options to change the table name and its
data range.
The Tools
block has
tools to sum-
marise the
data as a
Pivot Table.
Managing tables in Excel The Table

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Style options and Table Styles blocks contain the various style
options for the table.

1.4.2.11 The PivotTable Tools Tab

This tab has two sub-categories, Options and Design, which con-
tain all the options to work with PivotTables. They appear only on
inserting or selecting a PivotTable.

Going to a whole new level with Pivot tables

1.4.2.12 The Picture Tools Tab

Inserting or selecting a Picture will cause the Format tab, a sub-
category of the Picture Tools tab, to appear. Under it, one can find
options to modify picture parameters like contrast and brightness
under Adjust Block. The presentation of the picture, its angle, bor-
der, shadowing, etc. can be altered under the tools grouped under
the Picture Styles block. The Arrange block provides tools to
change the position of the picture, while the Size block allows the
picture to be cropped or resized.

Adding graphics to your workbook with the Picture Tools tab

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1.4.2.13 The Chart Tools Tab

Inserting or selecting a Chart will cause the Chart Tools tab to
appear, with three sub-categories. These are the Design, Layout,
and Format tabs. Under these three tabs, grouped in blocks, are
the tools to modify the data ranges, type, presentation of the
chart, and other aspects of the chart.

Inserting Charts into your workbook

1.4.2.14 The Header and Footer Tools Tab

This tab, with its Design sub-category, appears when dealing with
Headers or Footers. It contains various values that can be inserted
as headers or footers, like page number, date, time, etc. Here, one
can also modify the location of the header and footer.

Control print options using the Header and Footer Tools tab

1.4.2.15 The Drawing Tools Tab

The Format tab under the Drawing Tools tab appears on selecting
or creating Word Art and Shapes. This contains the various colour-
ing, rendering, and sizing options for such graphics.

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When all else fails, draw it out yourself

All the above-mentioned tabs will be discussed in detail in the

following chapters when their usage is deliberated upon.

1.5 Working With Excel 2007

We now cover a few basic operations in Excel.

1.5.1 Entering and Editing Cell Entries

Entering a value in a cell involved selecting it and typing out the
value. To change the value in a cell, you can either double-click on
the cell or select the cell and press [F2]. After the necessary
changes are made, selecting another cell or pressing [Enter] com-
pletes the process. Of special mention here is the Formula
AutoComplete feature newly incorporated in Excel.

1.5.1.1 Formula AutoComplete

This feature makes it easier to work with functions. Every time the
user begins to start typing out a function, a pop up appears below
the cell listing all function starting with that letter. The high-
lighted function has a brief definition alongside. The function list
can be scrolled using the Up and Down direction keys, and after
the desired function has been identified, it can be inserted into
the cell using the [Tab] key.

After the function has been inserted, the pop-up displays the
syntax. This makes it easier for the user to input the correct values
or cell references. The parameter deserving attention is displayed

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in bold. The optional parameters are circumscribed in square

brackets. Clicking on the function name in this pop-up launches
Excel Help and takes the user to the page containing a detailed
description of the function.

Formula Autocomplete syntax

It is possible to nest many functions, and every time a new

function is started, a second pop-up appears listing the available
function options. After inserting a new function, the pop-up dis-
plays the syntax of the latest function. The pop-up remains active
till the final function is properly closed, with round brackets.

1.5.2 Moving and Copying Data

The controls to move or copy data
from one location to another is
grouped under the Clipboard
block, under the Home tab. One
can also use the context menu
for this purpose. Select the cell or
range of cells that needs to be
copied or moved. Choose Copy or
Cut from the Ribbon. Then select
the cell where the data needs to
be relocated, the target location,
and click on the paste button.
This will overwrite any data pre-
viously existing on the selected
cells. By default, the cells are
copied carte blanche, including
cell content, cell formatting,
comments, formula, etc. To fine-
tune the content that is trans-
Many ways to Paste ferred, one needs to use the Paste

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Special option. Here, one can pick and choose which of the con-
tents need to be transferred.

Besides data relocation, Paste Special can also be used to

perform the basic mathematical operations simultaneously. If
the target location is already populated, rather than simply
pasting source data over them, operations like Add, Subtract,
Divide, and Multiply can be performed. So after the paste, the
results of the operation on the source and target data are dis-

Paste Special is really special this time round

played. Paste Special can also be used to convert a row of cells

into a column of cells and vice versa by using the Transpose
option. Paste As Hyperlink is a feature that allows a hyperlink
to the source location to be created at the target location.
Clicking on the hyperlink takes the user to the source location.
Paste as Link creates an equation with an absolute reference to
the source location at the target location.

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If one would like to avoid overwriting existing data at the

target location, the option Insert Copied Cells, available in the
context menu, can be used. This allows the existing cells to
be shifted either down or to the right to make space for the
additional data.

1.5.3 Adding and Managing Comments

Tools to add and manage comments are grouped in the Comments
block under the Review tab. Here one can add comments, delete
comments and browse through all comments sequentially.
Comments are visible only when the mouse cursor hovers over the
cell which contains it. Cell with comments are marked with a red
tack on the top right. To make the comments visible permanently,
the Show All Comments option can be used. All the above options

Add comments for colleagues

are also accessible from the context menu available by right-click-

ing on a cell.

1.5.4 Finding and Replacing Data

The tools to achieve this are grouped under the Editing block
under the Home Tab. Excel now can even search for (and
replace/modify) cell properties, not just cell contents. For exam-
ple, now it is possible to search for cells which have single-lined
borders, and modify the border into a double-lined one.

To use the Find function, one can either use [Ctrl] + [F] ([Ctrl]
+ [H] for Find and Replace, though the Find window invariably
carries the Replace tab), or click on the Find option (or Find and
Replace option) under the Find and Select menu. To search for

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cell content, the necessary options are presented, but to search

for Cell properties as well, the Extended Options needs to be
accessed by clicking on the Options button. This reveals all the
possible parameters on which a search can be conducted.
Among the parameter options, besides cell value, are cell
colour, cell border, font colour, text alignment, text format-
ting, and more. The user can either select from these options,
or choose to use the formats already applied to a cell by using
the “Choose Format from Cell” button. Other conditions like
the scope of the search and whether to match case can also
be specified. In case matching occurrences need to be modified
or replaced, one can use the Replace tab to specify the
modifications. Here, too, format changes can be user specified
or adopted from a cell.

For finding matching occurrences of these parameters, the

Find All button can be clicked, and all occurrences are displayed in
the same window. Clicking on any of the entries takes one to the
specific cell matching the criteria. If needed, the replacements can
be made individually, or the Replace All button can be used to
make all modifications at one go.

The Find and Select menu also offers other tools to quickly get
to specific data on a
spreadsheet. In the Find
and Select drop-down,
selecting any of the
e n t r i e s — l i k e
Comments, Formula,
etc.—will highlight
those cells containing
that specific resource.

One can use the

Selection Pane to view a
listing of all objects in
the spreadsheet and Use the Selection Pane

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control the visi-

bility of each. The
Go To entry can
be used to get to a
particular cell,
and its enhanced
version—Go To
Special—can be
used to get to
cells containing
specific content,
like a formula, a
comment, etc.

Go To Special.

1.5.5 Sharing Data across Excel, Word, and PowerPoint

All three applications mentioned above allow other document
types to be embedded in their respective documents as Objects.
Since the Ribbon is the same for all applications, the process to
embed a Word document into an Excel spreadsheet is similar to
the one required to embed a spreadsheet into a PowerPoint
Presentation. The sole difference, of course, is the document type
to be selected in each case. We shall discuss only one scenario for
each of the methods: inserting a Word Document into an Excel
sheet by using the embed object procedure, and inserting a
spreadsheet into a PowerPoint by using the Paste Special Routine.

Since they share the same lineage, it is much easier to transfer

data across these applications, in comparison to using data from
other applications like OpenOffice Writer. There are two ways to
do so. The first one is by using the capability to insert an external
document as an Object, and the other is to use the Paste Special
Feature to insert data from another application.

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1.5.5.1 Insert Object

The tool to embed an object is available in the Text block under the
Insert Tab. The Object button opens a window, listing, under the
Create New tab, all the possible external document types that can be
embedded. Selecting a Microsoft Office Word Document type will
create a text box for
text to be entered.
To insert an existing
Word Document,
use the Create from
File tab to choose
the relevant docu-
ment. The options
listed alongside
allow the embedded
document to be
shown as an icon or
as text, and also
allow the document Insert an Object window
to be linked from
the spreadsheet. Enabling linking will keep the embedded document
updated every time the source document is changed. Otherwise, a
static, current copy of the document is embedded in the spreadsheet.

1.5.5.2 Paste Special

The Paste Special Routine is much easier and quicker, and is rec-
ommended in all cases except where the copied data in the clip-
board is not correctly identified. For example, if the source data is
copied from an OpenOffice document, the Paste Special routine
will not list such an object.

To insert an Excel spreadsheet or part of it into a PowerPoint

presentation, just copy the required cells in the spreadsheet, open
the presentation, and choose the Paste Special option from the
drop-down menu under the Paste button in the Clipboard Block
under the Home Tab. This will pop up a window listing the docu-
ment types in the clipboard, among which the data from Excel will

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be identified. If needed, the option to Paste Link can be enabled so

that changes in the source are reflected in the current document.

Paste Special for External data

Irrespective of the method used, the unlinked embedded

object can be edited from within the host document by double-
clicking on it or by using the Document Object option in the
Context menu of the object. This will cause the default Ribbon to
be replaced with the Ribbon from the native application of the
source document. After the changes have been made, on clicking
outside the object, the default Excel Ribbon contents reappear. If
the document is linked during the embedding process, editing the
document separately launches the native application, and during
the editing process, the object remains greyed out in the host doc-
ument, to avoid a sharing violation.

Linked external data needs to be updated when the host docu-

ment is opened to reflect changes, if any. The user’s permission is
sought before the updating process is launched.

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Word Ribbon in Excel

1.5.6 Saving a worksheet as a Web page

To save a spreadsheet to be viewed by a browser, one needs to use
the Save As menu available under the Office Button. Selecting the
Other Formats Option will open a windows with a “Save as Type”
drop down. Select the “Single File Web Page” format to save the
spreadsheet as a Web page. If a workbook has more than one
spreadsheet, a particular spreadsheet or a range of cells can also
be saved by selecting the relevant option presented in the same
window. It needs to be noted that the file is saved in the .mht or
.mhtml format. Multiple spreadsheet files saved in this format are
only accessible with Internet Explorer. Files containing a single
spreadsheet can also be opened with Opera.

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Document
Appearance

T he Visual aspects of a spreadsheet receive a lot of attention in

Excel 2007. In this chapter, we look at the features in Excel 2007
that make it easier to manage the formatting options of a
spreadsheet.
 II DOCUMENT APPEARANCE
EXCEL 2007

2.1 Templates

Spreadsheet templates make it easier to create spreadsheets that

look and work similarly. The need for templates can be easily felt
when a user has to frequently create spreadsheets sharing similar
formulas and formatting, with just the user-entered data changing.
By creating the spreadsheet once and using it as a template for every
subsequent spreadsheet, considerable time and effort can be saved.

Excel comes preloaded with seven templates, and more can

be freely downloaded from the
Microsoft site. The preinstalled
templates are displayed when the
Installed Templates button in the
New Spreadsheet menu—under the
Office Button—is clicked. These
include those designed to be used
as Sales Report, Expense Report,
etc. The themes on the MS site can
be viewed and downloaded in the Use the preloaded templates
same window. The online tem-
plates are categorised and listed under the Microsoft Office
Online heading. Categories like Receipts, Planners, Reports, etc.,
are listed here, and clicking on any of these will reveal the tem-
plates available at the Windows site. The templates can be pre-
viewed and downloaded from there.

A user can create custom templates from normal Excel files

(.xlsx) or macro-included Excel files (.xlsm), by using the Save As
button to save them as ordinary templates (.xltx) or templates
with macros (.xltm) respectively. If the custom template so creat-
ed is saved in the default user template folder (Documents and
Settings\Username\Application Data\Microsoft\Templates),
this template shows up under the My Templates collection when
a New Spreadsheet is created. The “New from Existing” option
can be used to load a template saved elsewhere or to use an exist-
ing spreadsheet as a template.

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Template files are similar to regular files in almost all

respects. The sole difference is that after using a template, on
saving the document, a new file with the default Excel exten-
sion is created (.xlsx). This protects the template from being
overwritten by the user. If a template file needs to be modified,
it again needs to be saved as a template (.xltx) by using the Save
As option.

2.2 Styles

2.2.1 Cell Styles

A Cell Style is a combination of the
different format options that can be
applied to a cell and its contents,
like Cell colour, Border, Number
Formatting, Font style, Font colour
etc. By defining a cell style, consist-
ing of the different formatting
options, it becomes possible to apply
all of the formatting in one stroke, Some Cell Style options
rather than individually.

Under the Cell Styles drop-down, one can find the different
suggested style options under the “Good, Bad and Neutral”,
“Data and Model”, “Themed Cell Styles”, etc. headings. The
“Good, Bad and Neutral” group lists three cell styles, besides
Normal formatting—Red Font in Red Background, Green Font in
Green Background, and Yellow Font in Yellow Background,
labelled Bad, Good and Neutral respectively. The labelling allows
those styles to be used as colour codes; for example, cells marked
with the “Bad” style can convey the meaning to the user (if using
the same version of Excel) that the particular cell contents met
with disapproval.

Besides the suggested styles, a user can create custom styles,

using “New Cell Style” in the same drop-down.

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Selecting this will open a window

where the range of options available to the
user is displayed. Besides cell colour, A
style can influence, other aspects like font
features, cell border, cell protection, and
alignment. The Format button will pop up
a window with all available options. After
selecting the required combination, the
style can be named and saved, and will
appear in the Cell Style drop-down. New Cell Style options

If desired, cell styles from other spreadsheets can be imported

into the current one, by using the Merge Cell Styles option.

2.2.2 Format as Table

This option allows a range of cells
to be marked and manipulated as a
unit. A Table can be seen as a subset
of a spreadsheet, and consisting of
data that is related. Converting a
range of cells as a table allows Data
Manipulation tools, like Sorting
and Filtering, to be used on it.

The “Format as Table” button

not only offers formatting options
for the range of cells, but also by Table format options
default inserts data manipulation
controls in the first row, called the header row, of the table. The
data controls allow sorting and
filtering the table data.

Excel preloads a few colour

schemes for a table. These are
displayed as a Gallery (recall
the Gallery feature of the new
UI) on clicking the “Format as More table format options

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Table” button. After the desired

scheme is selected, the range of
cells to be used for the table
needs to be identified. The for-
matting is then applied.

By default, if the range of

cells did not have a header row, Header Row and Data controls
the first row is taken as the
header row, and will now sport
small drop-down menu but-
tons. These can be used to per-
form data manipulation opera-
tions on the table, as discussed
in detail in Chapter 4.

If the preloaded options are

not satisfactory, the user can
create custom styles by using
the New Table Style and New
Pivot Table Style links in the Choosing a new table style
Format as Table drop-down.
This will pop up a window presenting the different areas in the
table that can be formatted. The adjoining preview area will dis-
play the results of the selections. Once a satisfactory scheme is
arrived at, it can be named as saved, and will henceforth be pre-
sented in the Format as Table drop-down list. If the user prefers to
use the just created colour scheme as the default in the current
spreadsheet, the option to “Set as Default Table Quick Style for
this Document” can be enabled.

Selecting a Table will create a new tab in the Ribbon:

“Design”. Under this tab, the user can further tweak the Table
Style. Under the Table Style options, besides other things, the
Header Row can be disabled in case the user has no use for the
data tools. The Table Styles block displays a gallery of the other
possible table styles.

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While the process of converting a range of cells to a Table is

easy, the reverse is relatively cumbersome. Re-converting a table to
a normal cell range requires one to first remove the formatting. If
the range did not have a header row and if it was automatically
included while Formatting as a Table, it has to be deleted by dis-
abling the Header Row from the Table Styles Block. Then the for-
matting can be removed by using the Clear option presented in
the Table Styles drop-down in the Design Tab. After the formatting
is removed, one can use the “Convert to Range” button in the Tools
block under the Design tab.

2.3 Themes

Grouped in the Themes Block, under the Page Layout tab, is

another new feature of Office 2007—Themes. This, as is obvious,
offers an easy way to create a colour co-ordinated document.
Office comes preloaded with 20 themes, and more can be down-
loaded from the Microsoft site by using the “More Themes on
Microsoft Office online” link, which opens http://office.
microsoft.com/en-us/templates/CT101043361033.aspx
(http://tinyurl.com/yeo9ss) in the default browser. The same
themes are available across all applications that use the
Ribbon—namely Word, Excel, and PowerPoint, so it becomes eas-
ier to create documents in these applications sharing the same
colour scheme.

Themes influence colour and font characteristics of spread-

sheet data, and the rendering style of embedded graphics like
Chart, Word Art, etc. The Themes block also contains buttons to
manage these three sub-categories of a theme. The components of
a theme can be mixed and matched according to the user’s needs.
For example, the default colour scheme of the Verve theme can be
replaced with that of the Equity theme, as can the Font and
Effects. If none of the existing themes’ colour codes is to the
user’s satisfaction, a custom colour code can be created and
applied. The same can be done in the case of the Fonts. Effects,

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unfortunately, cannot be user-created,

and the user is limited to choosing
from one of the themes.

To apply a theme, one clicks on the

Theme button. Thanks to the Live
Preview feature, hovering the mouse
over any theme causes the spreadsheet
to reflect the changes. To apply a
theme, just click on the desired theme.
To change the colour code of a theme,
use the Colors button. The Live Preview
will show the expected changes as the
mouse hovers over each entry. To apply
any colour code, just click on the rele-
vant entry. To create a custom colour The Themes menu
code, one uses the Create New
Theme Colours in the same
drop-down. This will open a win-
dow containing all the items
whose colour can be changed.
The adjoining preview area will
show the changes. After a satis-
factory scheme is created, it can
be named and saved. This will be
shown in the Colors drop-down
above the default colour
schemes, and can be used just
like the others. Changing themes colour options

To change the default fonts of a theme, one selects the Fonts

drop-down. A live preview of the changes is shown as the list is
scrolled. The required font can be applied with a click on the rele-
vant entry. To create a custom font combination, one uses the
Create New theme fonts link at the bottom of the drop-down. This
will reveal a window where one can choose the desired font. After
a suitable selection has been made, the combination can be

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Font options for themes Some Effects Options

named and saved. This custom creation will appear on the Fonts
drop-down, and can be selected. The Effects button lists the differ-
ent colour schemes that can be used for the embedded graphics
objects in the spreadsheet.

The custom-created combination of Colour, Fonts and Effects

can be saved as a custom theme using the “Save Current Theme”
option in the Themes Menu. User-created themes appear above the
default themes in the Themes drop-down menu.

2.4 General Formatting

The most popular formatting tools are under the Home tab.

2.4.1 The Font and Alignment Block

The tools to change the font family, font size, cell border, text
alignment, etc. are covered in the Font block. Worthy of mention
is the Live Preview available for the font family, font size, cell
colour, and font colour selections.

In the Alignment block, one can find the controls to change

the horizontal and vertical alignment and the indenting. A con-
trol to modify text orientation is also available. This allows chang-

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ing the orientation of the text easily.

Quickly apply-able options include
rotating the text by 45 or 90 degrees
clockwise or anti-clockwise. Text can
also be set vertically. More options are
available by clicking on the small link
at the bottom left of the block.

There exists a control to wrap the

text so that the cell height increases to More font options
accommodate multiple lines of
text, in case all the text cannot
be displayed in a single line. The
“Merge and Center” control can
be used to quickly merge adjoin-
ing cells or Unmerge them.

The alignment options

The “Merge and Center” con-
trol has a drop-down menu con-
taining the following options. First, the “Merge and Center”
option not only merges the selected cells, but horizontally centres
the content in one go. If content exists in more than one of the
cells that need to be merged, a warning is displayed, reminding
the user that cell content will be lost. The “Merge Across” option
only merges cells column-wise, leaving the rows intact. “Merge
Cells” will merge all selected cells. “Unmerge Cells” will undo all
merge operations.

2.4.2 The Number Block

The Number Block contains the controls to
set various cell content types, like currency,
text, number, etc. The drop-down lists all
possible data types. Other controls available
offer quick formatting for percentage, cur-
rency, and inserting commas, and adding or
decreasing the decimal places displayed for
a fraction. Data type format options

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The Number, Font, and Alignment Blocks have a link at the

bottom right that can be used to access the extended cell format-
ting options.

2.4.3 The Cells Block

The Cells Block contains the Insert and Delete controls, which can be
used to insert and delete rows, columns, and spreadsheets. The
Format button can be used to adjust cell height and width manual-
ly, or set it to adjust automatically to accommo-
date the content. The drop-down also lists the
visibility options, which can be used to hide a
row or column or sheet. To rename a sheet, one
uses the Rename Sheet link. The “Move or Copy
Sheet” link can be used to do just that. Sheets
can be moved to a different workbook if need-
ed, or can be saved as a separate workbook.
There are also options to lock a cell to protect its
value from being modified; the spreadsheet
also can be locked to prevent unauthorised
access. The Format Cells link allows the user to
access additional cell formatting options. The
sole feature in the extended options window
that is not accessible from the links on the
Ribbon is the one that can cause the text to
shrink to fit a cell. This is available under the
Alignment Tab in the same window. Cell formatting options

2.5 Conditional Formatting

Graphs have been an integral part of data interpretation. Because

graphs put across information pictorially, they considerably ease
the process of getting the gist of a large table of figures without
getting lost. Conditional Formatting (CF), in many ways, harnesses
the same power of pictorial representation to describe data, mak-
ing the information readily apparent and precluding the need to
peruse through a table of figures.

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As already mentioned, CF makes it easier to distinguish

between values by using visual cues. CF allows a cell to be format-
ted in all possible combinations. This includes cell colour, font
colour, font size, font style, and more. It even adds a new type of
formatting that involves the use of icon
to distinguish between cells. While
there are a lot of formatting options,
the “condition” options are almost as
varied. CF supports conditions like
greater than or less than, equal or
unequal, duplicates or uniques. It can
also check for non-numerical condi-
tions, like the presence of certain text
or a date. Any user-created formula that
returns a logical value can also be used
as the criterion in CF.
Conditional Formatting menu
CF is accessed from the Home Tab
under the Styles Block. Since CF applies to a range of cells, it is
expected that a range of cells be selected before using CF. The for-
matting capabilities under conditional formatting can be broadly
divided into two types. These are as follows.

2.5.1 Formatting All Cells in a range based on their Values

This would result in all cells in a range being given some visual
cue based on certain criteria. CF comes preloaded with three types
of format styles for this category: Colour Scales, Data Bars, and
Icon sets. By default, selecting a range of cells and applying any of
these CF styles will cause Excel to calculate the maximum and
minimum values in that range and apply the corresponding visu-
al cue. Data Bars involves displaying a bar in the cell, with the cell
value determining the bar length. The resulting effect is similar to
plotting a bar graph right in the column. A Colour Scale uses a two
or three-colour colouring scheme, with the mix of the colours
being controlled by the cell value. An Icon set uses a set of three,
four or five icons to convey the information, with the value of the
cell determining the colour/type of icon used.

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Data Bars in action

Icons Sets in action

The default behaviour of

only considering the maximum
and minimum values and the
colour palette can be changed by
clicking on the More Rules link.
Here, one can specify a different
condition like giving an Colour Scale in action
absolute maximum and mini-
mum (rather than have Excel calculate these figures from the
selected cell range), using Percentage or Percentile, or using a for-
mula to dictate the cell formatting. The More Rules link also
allows modifying the colour schemes for Data Bars and Colour
Scales. By default, Excel shows the cell value along with the for-
matting, and this can also be disabled here. And more than one CF
can be applied to a cell or a range of cells.

2.5.2 Formatting Selected Cells in a Range based on their

values
This other type of CF causes only those cells in a range that fulfil
a certain condition to be modified.

By default, Excel offers a few preset conditions under the head-

ings Highlight Cell Rules and Top/Bottom Rules. The Highlight Cells
rules can be used to quickly identify cells whose values meet criteria

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like Greater than, Less Than,

Equal to, and Between—user-
defined values. Other preset
conditions allow easy marking
of cells that have duplicate val-
ues, or cell content matching
some text or date criteria. All
these conditions require the
user to specify a value to com-
pare the cell content with. The
Top/Bottom rules can be used
to quickly identify cells whose
values meet certain CF Top-Bottom Options
statistical criteria,
like Top 10 or
Bottom 10, Top 10%
or Bottom 10%,
Above or Below
Average. The default
cut-off of 10% can be
changed by the user. CF User Formula

In all the above

cases, Excel offers a
preset format style
which can be
changed. The for-
matting options
differ in this cate-
gory of CF. Here, CF Rules Manager
Excel permits for-
matting other features like font colour, font style, and cell bor-
der, besides cell colour.

Besides the default conditions, Excel allows the user to speci-

fy a formula. Cells where the formula evaluates to 1 or True are
selectively formatted. For example, this would be useful to mark

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those cells whose values exceed

the value in another cell not in
the same range. As long as the
CF rule is active, changes to the
cell value in the external cell
will cause formatting changes in
the cell range.

The CF Rules manager, acces-

sible from the CF menu, keeps a New CF Rules Options
list of all CF rules operating on
the workbook. Here, existing rules can be edited or deleted, and
new ones can be created. Custom User CF rules can be created by
using the New Rule link in the CF menu. This will open the New
Rules window listing all condition and formatting options for
both CF categories.

To remove the formatting from the cells, one uses the “Clear
Rules” link under CF.

48 FAST TRACK
Calculations
Made Easier

E xcel offers some very powerful features that can help you create
complex spreadsheets with calculations of data spread over
thousands of cells. Get all the dope you need to become an Excel
power user in this chapter!
 III CALCULATIONS ON DATA
EXCEL 2007

3.1 All About Cell References

Any calculation starts

with a cell reference. In
Excel 2007 you have
1,048,567 rows and 16,384
columns. The alphabetical
columns and the num-
bered rows intersect to
give each cell a unique ref-
erence. When you enter
values into cells and want
to refer to those values
Simple cell reference
elsewhere, you will use
the cell reference. See the simple cell reference in the below figure.

The cell reference can refer to a single cell as in the example

above, or to a range of cells in the worksheet (or other work-
sheets in the same workbook). It can be a simple calculation
using the addition, subtraction, division, or multiplication
operators, or it can be a complex formula. For example, to total
a list of numbers in a row or column, click on the first blank cell
next to the numbers and select the ? AutoSum button on the
Formulas tab. Excel will automatically select and total the list of
preceding numbers.

When you enter cell references into a cell, you will normally
enter the “=” sign first. This will inform Excel that you are about
to perform a calculation. You can either enter it in directly into
the cell or use the formula bar (“fx”) at the top. Generally, for
simple calculations, it may be convenient to enter it in directly
into the cell, and use the formula bar for longer complex cell
references and formulas. In any case, as you enter the references
to various cells in your cell, Excel will automatically highlight
these cells in various colours to help you visually locate where
these cells are located. Try it out by copying the above example
into a worksheet.

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3.2 Defined Names

You can also use Defined

Names to use in your ref-
erences. A Defined Name
is a special, custom name
you assign to a cell, a
range of cells, or a range An example of a Named Range
of non-adjacent cells (that
is, cells that are not next to each other: you select multiple such
cells by holding down [Ctrl] and clicking on each cell you want to
include). This is useful especially in large and complex worksheets
where you can get easily confused by just the cell references.

To create a Defined Name, select a cell, a range of cells, or a set

of non-adjacent cells, and click on the left end of the Name box.
(This is the box before the “fx” formula bar at the top.) Give a name
for your selection and hit [Enter]. For example, in the figure, the
area sales of Sales Division 1 has been selected together and given
the name “SalesDiv1”.

Now, suppose you wanted the total of this list. Instead of giving
a cell range reference [SUM(B3:B6)], you would simply say
SUM(SalesDiv1). This will greatly simplify your tasks, especially in
large, complex sheets, where it will be difficult to keep track of cell
references without getting confused.

A few things to note with named ranges: the name can be any
alphanumeric string of letters or numbers but without any spaces.
If you want to do any mathematical or formula operations on more
than one range, you will have to specify each range individually. In
the above example, if you wanted the totals of all the sales divi-
sions, you would write:

SUM(SalesDiv1)+ SUM(salesDiv2)+ SUM(salesDiv3)

and not
SUM(SalesDiv1+SalesDiv2+SalesDiv3)

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To change a formula or part of a formula to a defined name, or

if you find it too cumber-
some to type out the
names, you can also use
the [F3] key to pop up the
“Paste Name” window,
which will contain the list
of all the defined names
in your workbook. First,
select the cell where you
want to create or change a The Paste Name pop up
formula. If required,
select the section of the formula you want to change and press
[F3]. A Paste Name window will pop up, and you can select the
names you want to use.

3.3 Referring to Another Worksheet

You can also create a reference to another worksheet. The easiest
way to do this is to click in
the cell where you wish to
create the reference, type
in the equals sign ([=]),
then switch to the other
worksheet and select the A cell that references another worksheet
cell that contains the
value you need.

In the figure, the value for the Marketing Budget (to be entered
in the Sales worksheet, cell B8) is in cell B2 on the Marketing work-
sheet. When referring to another worksheet, the name of the
worksheet followed by an exclamation mark should be prefixed to
the cell reference. In this example, “=Marketing!B2” means, “use
the data in cell B2 in the Marketing worksheet.”

You can also go to cell B2 on the Marketing worksheet, copy the

cell, switch to the Sales worksheet, right-click on the Marketing

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Budget cell (B8), select “Paste Special…”, and click on “Paste Link”.
The reference to B2 will be pasted into the cell. In either of the two
methods, any changes to the value of B2 (in the Marketing sheet)
will automatically be updated in cell B8 on the Sales sheet.

There is one important difference, though, between using the

Link command from the Paste Special menu and entering the cell
reference manually. Using the Link command, the reference is
absolute; using the other method the reference is relative. See
§1.5.2 for more details.

Normally, values and the results of formulas are automatically

calculated and updated into the cells as you enter them. In some
cases, you may wish to not run the calculation till you have pre-
pared all the formulas and data for your worksheet. If you do not
want the values / formulas to be automatically updated, turn off
Automatic Calculation: click on the Office Button, select Excel
Options, click on Formulas, and select Manual under the
Calculation options. Or switch to the Formulas tab, select
Calculation options, and choose Manual. Now, whenever you want
to calculate the values in your workbook, you will need to press
[F9] or the Calculate Now button for Excel to calculate the formu-
las and values in your workbook. To calculate only the current
worksheet, press [Shift] + [F9] or the Calculate Sheet button.

3.4 Absolute, Relative, and Mixed References

An absolute reference is a cell reference that doesn’t change wher-

ever you move your data.
On the other hand, a rela-
tive cell reference will
change every time you
move your data.

Copy the data in

columns A and B in the Absolute and relative references

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figure into a worksheet. Now in cell C2, type, without the quotes,
“=B2*$B$8”, then hit [Enter]. Select cell C2 again and hover over
the bottom right corner of the cell till the mouse pointer changes
to a plus sign. Then click and drag downwards to cell C6.

In the above example, the US Dollar to Indian Rupee conver-

sion rate is specified in cell B8. In the Indian Rupees column, there
is an absolute reference to cell B8 and a relative reference to the
US dollar values of the items in the US dollar price column. An
absolute reference is denoted by using the “$” symbol prefixed
before the column reference and the row reference. In this exam-
ple, the absolute reference to cell B8 is denoted by $B$8. Thus in
column C, the reference to the cells in column B is relative, but the
reference to the cell B8 is absolute.

You can also have a partially absolute reference, that is, the ref-
erence will be absolute for either column or row. Continuing with
the above example, if you use $B8, the reference will be absolute
with reference to Column B but relative with reference to the row.
Similarly, B$8 will be absolute with reference to row 8 but relative
with reference to column B. You can also switch between the ref-
erence types easily: highlight the reference type you want to
change and press [F4] to cycle through relative, partially absolute,
and fully absolute reference modes.

3.5 Referring to Another Workbook

Not only can you refer to another worksheet in the same work-
book, you can also refer to cells and cell ranges in other work-
books. You can merge data from several workbooks into a single
worksheet, use formulas to manipulate the data, and also use rel-
ative or absolute referencing that will change according to how
you move the data in your worksheet.

References to other workbooks will be of the form

=SUM([Sales.xlsx]Annual!B23:B49)

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This type of syntax is used when the source workbook (the

workbook that contains the data you want to use) is open. In this
example, the name of the source workbook is “Sales.xlsx”, the
worksheet which contains the data is “Annual” (note the “!” after
the worksheet name), and the range where the data lies is cell B23
to B49.

When the source workbook file is not open, then the reference
includes the full path to where the workbook is stored, as so:

=SUM(‘D:\Div1\([Sales.xlsx]Annual!B23:B49)

What will make tasks simpler, however, is the use of defined

names. Simply refer to the source workbook and the named range
you want to total. For example:

=SUM(Sales.xlsx!SalesDiv1)

Alternatively, if the source workbook does not have defined

names, you can create your own defined name in your main work-
book. Open both the source and main workbooks. Click Define
Names in the Formulas tab, select “Define Name…”, and in the
resulting pop-up box, give a name for the selection you are about
to make. Clear the “Refers to” box and ensure that the cursor is
blinking in this box. Then switch to your source workbook and
select the range or cells you want to include, and click OK. You can
then use this named reference in your main workbook as you
would with any other reference.

You can also control how and when the external links are
updated. If the source and main workbooks are open, any changes
in the source workbook will be automatically reflected in the
main workbook. If, for example, the main workbook is closed and
the data is changed in the source workbook, then when the main
workbook is opened, a security alert will pop up informing you,
“Automatic update of links has been disabled”. To enable it, click
the Options button and select “Enable this content”. As a security

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precaution, it is a good idea to do

this every time you open your
main workbook.

Alternatively, in the Data tab,

in the Connections group, select
Edit Links. All the links in the
workbook that connect to external Security restriction for updating
workbooks will be displayed in the external links
pop-up. You can then choose to
update all the links, or selectively decide which you want to
update and which not to.

3.6 3D References

A 3D reference is
where the data is
in the same loca-
tion on multiple
worksheets. For
example, in the
figure, there are
three marketing
budgets for three
departments:
Three similar worksheets
electronics, foods,
and retail. They
are identical, and the data in all the cells refer to the same budg-
et heads.

For example, to get the total for Personnel Budget for all three
departments per month, you can do the following. Click on the
January Personnel Budget cell (B5), type “=”, followed by SUM(), set
the cursor to within the brackets, with the cursor blinking inside
the brackets, click on the first worksheet tab “Marketing Budget -

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Electronics”, hold down the [Shift] key, and click on the last work-
sheet tab “Marketing Budget - Retail”.

‘Marketing Budget - Electronics:Marketing Budget - Retail’!

will be inserted inside the brackets. Next, select the range C7:10.
Your final formula will look like

=SUM(‘Marketing Budget - Electronics:Marketing Budget -

Retail’!C7:C10)

This formula tells Excel to total up the column C7 to C10 in the

sheets from “Marketing Budget - Electronics” to “Marketing
Budget - Retail”. Once you’ve created the formula for one cell, you
can fill the relative data in the other cells by moving the pointer
to the bottom right corner of the cell till it changes to a plus sign,
which you can then click and drag along the same row to fill the
details in the rest of the rows.

If you add any new worksheets in between these worksheets,

Excel will include the data in cells C7 to C10 for all these work-
sheets. If you delete a worksheet or move a worksheet outside
this selection of sheets, Excel will remove the data from the col-
lection.

3.7 Excel Tables

The normal way to manage data in Excel is to specify a range, and

use references and formulas to manage and manipulate the data.
Excel Tables (previously Excel lists) is a feature where you can treat
tabular data as an actual table. This makes things much easier to
manage and work with.

You can create one, or convert an existing data range into an

Excel Table. To create a table, select a range of cells on your work-
sheet and click on the Table button in the Insert tab, or to convert

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a range, select the range and click on the Table button. A window
asking you to confirm the range (with the option to include table
headers) will pop up. Once you make your selection, a blank table
with default names for columns (column1, column 2, etc.) will be
created, or if you’ve checked the “My table has headers” option, it
will use the first row as the headers. After you create the Table, the
Table Tools become available and the Design tab is displayed.

Whenever you click inside the table, the Table Name will be
shown. Excel will automatically give a table name—Table1, Table2,
etc.—but you can give it a more meaningful description by clicking
on the Table Name in the Properties section of the Design tab. You
can then reference this table in other formulas or data calcula-
tions as required.

3.8 Creating Formulas to Calculate Values

Formulas are the basis for all calculation in Excel. They are essen-
tially specialised equations and start with an equals (=) sign. The
formula =7*5+3 will display the result 38 in a cell. This example is
one of the simplest types of formulas you can use.

The other type of formula is where you use the cell, range, 3D
range, name, or table name reference to perform calculations.
Other than the standard arithmetic operators (+, -, *, /) and refer-
ences, you can also use: %, ^, functions, and constants.

% is nothing but percentage, and you can either click on the %

button or enter it in manually. The ^ symbol (caret) calculates the
exponents of data: 2^8 is 256.

Functions are pre-built formulas that only require you to pro-

vide the cell references or specific values. For example, SUM is a
frequently-used function to total up cells. Functions are great
time-savers and allow you to focus on getting your results rather
than waste time telling Excel what to do. There are hundreds of

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inbuilt formulas you can use. Click on the Formulas tab and
choose the required function from among the given categories.

Constants are numbers or values that are not calculated. For

example, dates are constants (10/2/2007), and the function Pi is a
constant. It corresponds to 3.14 accurate to an almost infinite
number of decimal places.

Most formulas follow the syntax “formula(value1, value2,

etc.)”. Here “formula” corresponds to the name of the formula,
and value1, value2, etc. correspond to the values that the function
requires compulsorily or optionally. Thus, the function
“Convert(number,from_unit,to_unit)” corresponds to the engi-
neering Convert function, which converts data from one meas-
urement unit to another. In this example, if you wanted to convert
3784 days to years, your formula would be like

=CONVERT(3784,”day”,”yr”)

Similarly, you can search for and use other formulas. The
basic principle will remain the same but the possible values will
change. In some functions, a set of core data values will be
required with optional data being included or excluded. The
details of each function and how to use it with examples in most
cases can be found in the help documentation. If you are not
sure about which function to use, click on the Insert Function
button. This will display a dialog box from where you can type a
short description for what you want to do, and Excel will give a
list of closest matching function names, which you can then
review and choose from.

You can also have one function nested in another. Example:

=CONVERT((CONVERT(3784,”day”,”yr”)),”yr”,”day”)

will give you the result 3784 after converting 3784 days to years
and then the resulting years back to days.

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You also have comparison operators:

=, >, <, >=,<=, <>

These are: equal to, greater than, less than, greater than or
equal to, less than or equal to, and not equal to, respectively. If you
want to compare the values in two cells using this operator, you
would, for example, enter it as: A1=B1. That is, Excel is asked the
question: Are A1 and B1 equal? The result will be displayed as
TRUE or FALSE depending on the data in these two cells.

There are lots more functions that are available in the Excel.
For example to show you the current date and time in a cell use
the formula, =NOW(). If you want to just see the current date use
=TODAY().

You can build complex functions using the logical operators

AND, IF, IFERROR, TRUE, FALSE, NOT, and OR. These operators can
be used to conditionally respond to the results in a cell.

The text operators are also powerful tools that can help you
manipulate text and do advanced functions. For example, you can
use the CONCATENATE function to join text from different cells
into one cell.

Another useful function is COUNT and its variants; this

function will show you the count of cells based on criteria that
you can specify.

3.9 Moving, copying, and editing formulas

You edit formulas by clicking inside the cell and selecting the val-
ues you wish to change or replace. For example, if a cell had the
formula =SUM(A2:A10) and the name of the range A2 to A10 was
TotalCost, you could edit this formula by clicking inside the cell
and replacing A2:A10 with TotalCost. The formula would then
look like: =SUM(TotalCost)

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You use the Cut and Copy commands to move or copy formu-
las respectively. If you use the Cut command, the cell references
will not change whatever be their type—relative, absolute, or par-
tially absolute. If you use the Copy command, the cell references
may change depending on the type of cell reference.

To copy the formula, select the cell with the formula and press
[Ctrl] + [C], or right-click and select Copy. Move the mouse to the
new cell where you want to the formula to be copied, and select
Paste or Paste Special > Link, or use [Ctrl] + [V] to paste the formu-
la into the new cell. Make sure that you verify that the formula is
referencing the correct data cells and that the result is in line with
what is to be expected.

If the data is not as you expected, you can try switching the cell
reference by using the [F4] key as explained earlier. Select the cell
reference you want to change and press [F4] to cycle through the
various possible combinations of cell reference types.

To move the formula, select the cell with the formula and
press [Ctrl] + [X] or right-click and select Cut. Move the mouse to
the new cell where you want to the formula to be copied, and
paste the formula into the new cell.

3.10. Validating data during entry

When you are entering data, you can limit your chances of error
and make data entry easier by defining the valid entries. You can
have Excel automatically validate the entries in a cell based on a
whole number, decimal number, date, time, length of text, or a
custom formula. You can define the upper and lower limits for
valid ranges for the numbers and time units, define a list of items
that must be used, provide a custom message to guide the users
when they try to enter data, and also provide error messages when
they attempt to make a wrong entry.

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To perform validation of the data entry in a cell, select the cell

first and then choose the Data Validation command. This can be
found on the Data tab under the Data Tools group.

In the resulting pop-up, you will get an “Allow” drop-down list.

This list contains the types of data that you can control for entries.

To control the validation

on the data entry for the cell,
select the data type first. The
choices you have are: Whole
Number, Decimal Number,
List, Date, Time, Text Length,
and Custom.
Data validation entries
If you choose Whole
Number, Decimal Number, Date, Time, or Text Length, you have
the further option to specify whether the data should be between,
not between, equal to, not equal to, greater than, less than, greater
than or equal to, and less than or equal to a maximum and mini-
mum value. In such a case, any data that falls outside this range
will result in an error warning if you give a customised error mes-
sage in the Error Alert tab. You can also give a custom message on
the Input Message tab which will be visible to users when they
choose that particular cell.

If you choose the Custom data type you will have to specify a
formula that will be used in validating the data entry. You will
need to enter a formula that calculates the logical value TRUE or
FALSE.

If you choose List you will need to specify a list on the same
worksheet or a named range on another worksheet. To do this,
first create a list on the same worksheet, or on another worksheet,
and give it a name. Then click on the cell and choose Data
Validation. Select the List option in the Source box, select the cell
range in the same worksheet or enter the name of the range on

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the other worksheet. Specify any custom Input Message and Error
Alert messages you want to show your users and click OK.

The cell can be left blank without data entry if you select the
Ignore Blank checkbox. If you clear this checkbox, you will be
required to enter data.

In the List option, the “In-cell dropdown” option can be used

to show an arrow when the user selects the cell. The user can then
click on the cell and select the data from the drop-down list.

Finally, to minimise errors and to prevent your cells from

being accidentally (or deliberately!) deleted, you can enable pro-
tection for your worksheet. To do this, first select the entire work-
sheet, right-click, and select Format Cells. In the Protection tab,
select Locked, and click OK. Next, select the cells you’re going to
allow users to edit. Open the Protection tab and clear the Locked
tab. What this has effectively done is designate the entire work-
sheet as locked, with only the cells that users are allowed to edit
being marked as unlocked.

Next, go to the Review tab,

and in the Changes group, select
Protect Sheet. In the resulting
pop-up box, choose the actions
that you will permit users to do
on the worksheet, give a pass-
word for the protected sheet,
and click OK. You can also leave
it as a blank password but any
user can unprotect the sheet
without the password. The
blank password is useful if you
are more worried about forget- Protect important worksheets
ting the password and just want
to prevent accidental data entry without being too concerned
about security.

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3.11. Finding and correcting errors

As formulas get more complex, the chances of errors creeping in

become higher. Some errors will announce themselves to you with
some error condition; others may not be so simple—you may have
given an incorrect reference that will make for a wrong result.

When Excel itself reports errors with the formula, they are rel-
atively easy to correct. There are different types of standard error
conditions that will give you a good indication of where exactly to
look to correct the error.

First, however, you have to take certain precautions when

entering formulas:

❍ Ensure that the brackets are properly matched. This is especial-

ly a problem with nested formulas (one formula inside another
which again maybe inside another formula). Take care to ensure
that all the brackets are correctly used. Excel will normally
catch any bracket errors, but it can miss them when the formu-
la is complex. The maximum level of nesting in any case is 64.

❍ Cell ranges are indicated by colons. The cell range A1 to A23

should be entered as A1:A23, not A1-A23. If you use A1-A23,
Excel will subtract the value of A23 from A1.

❍ Ensure that all the required values (or “arguments” as they are
called) are entered into the formula. Each formula may have
required values and optional values; at the minimum, the
required values have to be entered to prevent Excel from bring-
ing up an error.

❍ If you refer to cells in other worksheets, ensure that the work-

sheet name is enclosed in single quotes. If you are referring to
links in an external workbook, ensure that you have entered the
full path to that workbook.

Excel error checking is rule-based, and it tries to learn your

preferences as it goes. Any errors which you ignore, Excel will also

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ignore when the error

is repeated. These
errors will be hidden
from you, and you will
need to manually reset
it if you want to see
them. To do this, click
the Microsoft Office
Button and select Excel
Options, click on the
Formulas tab, and
under the Error
Reset errors to be able to see them again
Checking section, click
Reset Ignored Errors.

In the Error Checking Rules section, check or clear all the rules
that you want you want Excel to use to check for errors.

You can also get Excel to check for errors one at a time, much
like a grammar error checker. If you want Excel to recheck all the
errors first, reset the ignored error check. Next, select the work-
sheet you want to check for errors, and on the Formulas tab, in the
Formula Auditing group, click on Error Checking. The Error
Checking dialog box is displayed and it will take you to the first
error in the worksheet. The dialog box will show the formula (or a
part of it if it is too long), a diagnosis of the error, offer a sugges-
tion on what is to be done, provide additional help, and provide
the option to ignore the error or edit in the formula bar. You can
make your choice on what action to take and then click Next to go
to the next error.

If you want Excel to display errors as you work, ensure that the
Enable Background Error checking checkbox is ticked in Excel
Options > Formula. Now when an error occurs with a formula,
Excel will instantly display an icon of a golden-coloured diamond
shape with a red icon inside it. This means there is an error in the
formula and that it needs to be corrected. Clicking on the icon will

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give you a list of options that will help you decide on what action
to take. If you specify Ignore Error, this type of error wont be
checked for again till you reset the error checking.

If you have too

many formulas or
your sheet is very
complex, you can
gather all your for-
mulas into one
place and “watch”
them conveniently.
By using the Watch Watch formulas in one window
window, you can
keep track of all your formulas in a single window and see the
result of any changes without having to scroll through the
entire worksheet.

To enable the Watch window, first select all the formulas in

your worksheet. Go to the Home tab, and in the Editing group,
click Find & Select and go to the “Go to special…” command. A
dialog box will pop up, where you select the radio button option
“Formula” and leave all the boxes under Formula checked. Click
OK. This will select all the formulas in the worksheet.

Next, switch to the Formulas tab and select the Watch

Window under Formula Auditing. In the dialog box that pops up,
click on the Add Watch… button. All the selected cells will be dis-
played in a dialog box which you can then confirm by clicking
Add. You can, of course, remove any formula which you do not
want to watch for changes.

As cells are updated and data is modified, the watch window

will display the changes as they happen. You will not need to scroll
to different parts of the worksheet to see how your data changes.
This can be especially helpful with large spreadsheets as you will
be able to see the results and instantly and be alerted to any errors.

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3.12 Tracing a formula

There are a number of ways to trace a formula so you can check it

for errors if needed or just review the logical steps it takes in cal-
culating the result.

Formulas can be evalu-

ated step by step. This will
show you the logical steps
taken in calculating the
result, and is especially
useful when you are deal-
ing with large, complex
Step by step formula evaluation
nested formulas, which
can easily get very confusing.

To evaluate a cell with a formula, first select the cell and click on
the Evaluate button on the Formula Auditing group in the Formulas
tab. In the resulting dialog box, you’ll be able to see the entire for-
mula first. Click on the Evaluate button, and the first calculation in
the sequence would be calculated. Once you are satisfied with the
result and the logic of the step, click on the Evaluate button again to
go to the next part of the formula to be evaluated… and so on.

This process will help you confirm that there are no incorrect
references and that the logical steps involved in the formula cal-
culation are as you want them to them.

You can also trace a formula visually by looking up the

Precedent or Dependent cells. Precedent cells are referred to by a
formula in another cells. Dependent cells have formulas referring
to other cells. The Trace Precedents and Trace Dependents com-
mands will graphically display the relationships that a formula
has with other cells.

To view the Precedence and Dependence of a formula, first go

to Excel Options in the Office Button, select Advanced, and scroll

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down to the “Display Options for this workbook” section, under

the “For object, show” section, ensure that All (or Placeholders) is
selected. If you have any external references to other workbooks,
open those as well.

Next, select the cell whose formula you want to trace. In the
Formulas tab, click on Trace Precedents and/or Trace
Dependants as required. Blue arrows will show the references to
and from the cell if there are no errors. If there are errors, a red
arrow will be shown. If the data is in another worksheet, a work-
sheet icon will be shown.

Precendents and Dependents

You can click on the Trace Precedents and Dependents button

again and again to trace the formulas to multiple levels. To remove
all tracer arrows, click Remove arrows. Once all the levels have
been traced, Excel will inform you that there are no more levels to
trace. You can double-click on the black arrow which points to an
external reference and in the resulting Go To pop-up window,
select the sheet where the reference is.

Tracing the cell reference in this way will help you to visualise
where all the data is coming from, and analyse for logical errors
and inconsistencies.

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Organising And
Interpreting Data

C reating and maintaining long lists and tables of names and

numbers can be worthwhile only if all that data can be easily
sifted to cull relevant information. Excel packs in all the required
features, in the form of data functions or data tools, to organise and
interpret the data in spreadsheets. We shall discuss them now.
Charts and Graphs, which are also a part of Data
Interpretation, are discussed in Chapter 6.
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4.1 Data Tables

Excel can perform calculations on data, which you know very well.
The fact is, you can also make decisions based on the data: what if
this variable were this much more? It turns out that this is actual-
ly called “What-If Analysis.” This deals with observing exactly how
changes in the input cause changes in the results of a formula.

In Excel, a Data Table is the tool to perform a What-If analysis on

a formula. It’s pretty simple: the changes in the results of the
formula—caused by changing the values of the input variables—can
be tabulated in a Data Table.

At the centre of a What-If analysis lies the formula. Since the

Data Table in Excel 2007 can support a maximum of two-variable
What-If Analysis, the formula being put to the test needs to meet
this condition. There’s no real magic happening here: you can do a
What-If Analysis by replacing the input variable and noting the
results. But since you have Data Tables, it’s simplified. Just
command Excel to make a Data Table, and change what needs to be
changed—and the What-Ifs appear all nice and neat in the table.

Now for some rules. The different values that you intend to test
your formula with need to be filled in a single column or row, if only
one input variable is changing. You can’t have them scattered. If two
input variables are changing, the two series of numbers need to be
put in a column and a row. Excel has strict rules about the relative
positions of the rows and columns and the formula-containing cell,
and you need to follow these for the tool to function.

You fire up the Data Table tool from the Data Table Link under
the What-If Analysis drop-down in the Data tab.

To make it easier to understand what’s going on, let’s use a

simple example involving capital and rate of interest. Say cell B1
contains Capital Amount and cell B2 contains the Rate of Interest.
The formula to calculate interest (Capital multiplied by Rate of

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Interest) is B1*B2. We can use a Data Table to see how changes in

Rate of Interest and/or Capital influences the interest amount.

Case 1: One-Variable Data Table

For this purpose we shall assume
that the rate of interest is fixed at
10%. So cell B2 contains “10”.

We can list different capital

amounts in Column A, in the cell
range A5:A10. Excel dictates that the
formula, in the case of a One-
Variable Column Data Table, should
be in a cell that is one column to the
right and one row above the first
value of the input column. In our Formula location in a one-variable
Column Data Table
case the formula should be in the
cell B4.

Having ensured this, select the cell range A4:B10, consisting of

the input values and the formula cell, and launch the Data Table
tool by clicking on the Data Table Link. A window will pop up and
ask for the “Row Input Cell” or “Column Input Cell.” Since our data
is in columns—that is, we are dealing with a Column Data Table—
the Column Input Cell needs to be mentioned. This will be the input
factor which will be changed with the values in the column. In our
case, since we are changing the Capital amount, the Column Input
Cell is B1. Clicking on OK will populate the cells B5 to B10 with the
different interest figures calculated by changing the Capital figures
in A5 to A10.

In the above scenario, we could have used the cells B5:G5—that

is, a row—to populate the different Capital amounts. In this case, the
formula needs to be in the cell that is one row below and one
column to the left of the first value in the input row. This means the
formula has to be entered in the cell A6. The cell range A5:G6 has to
be selected before launching the Data Table Tool. The Row Input Cell

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The formula location in a one-variable Row Data Table

will be B1. After the process is done, the cell range B6:G6 will be
populated with the different Interest Values arrived at by changing
the capital values listed in B5:G5.

Case 2: Two-Variable Data Table

To study the effect of simultaneous changes in Capital Amount
and Rate of Interest on the Interest amount, we need to create a
Two-Variable Data Table. In this case we can populate the cells
A5:A10 with different Capital Amounts, and the cells B4:G4 with
different Interest Rates. This relative position of the Row and
Column is dictated by Excel. Excel also dictates that the formula
has to be in the cell where the Input Row and Input Column meet,
which in our case is the cell A4.

Now select the cell range A4:G10, and launch the Data Table tool.
The Row input cell is B2 (Rate of Interest) and the Column Input Cell
is B1 (Capital Amount). On completion, the cell range B5:G10 will be
populated with the different Interest amounts.

The formula location in a two-variable Data Table

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4.2 Sorting and Filtering

You’ll often find your-

self needing to sort
and filter data in
Excel. The Tools to
perform Sorting and
Filtering operations
on a range of cells are
Multi-level sorting
in the Sort and Filter
block under the Data Tab. These are also accessible from the Sort
and Filter button in the Editing Block under the Home Tab.

4.2.1 Sorting
To sort a range of cells, you select a cell in
the column to be used as the sorting criteri-
on, and click on the Sort Ascending or
Descending button in the Sort and Filter
Block. Alternatively, you can right-click on
the cell and use the Sort menu to choose
Sort Options
the desired sorting operation. The
Alternative Menu offers more sorting options, like sorting based
on cell colour, font colour, and cell icon (allotted by Conditional
Formatting using Icon Sets).

Since the above allows only one sorting key column, if more
complex sorting rules are to be applied, you can use the Sort button
in the Sort and Filter block. This opens a window that allows
multiple levels of sorting. By default, one level is already presented,
and more can be added by using the Add Level button. Under the
possible Sort Key criteria, you’ll see that Cell Colour, Font Colour,
and Cell Icons can also be used. Under the Order drop-down, you can
specify the sort order.

The sequence of the sorting levels is important. Controls to

change the sequence are also available in the same window. While
there exist quick access button to sort columns with a single click,

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sorting rows is not as

easy. In the Sort Window
obtained as mentioned
earlier, click on the
Options button. Here,
set the Orientation to Custom Lists in Excel
“From Left To Right”. By
default, text sorting is not case sensitive; this behaviour, too, can be
changed from the Options window.

A Custom List allows you to sort data in certain hierarchical

order not already recognised by Excel. You’ll realise the importance
of this when you’re sorting a column containing the names of the
months. Normal sorting in ascending order would result in the
names being arranged alphabetically with April ending on top. If
you want to sort the names in ascending chronological order, which
would end with January at the top, Excel needs to be informed
about the hierarchy to be observed. The Custom List fulfils this
purpose. Thoughtfully, Excel already has custom lists of the names
of months and weekdays. This allows the columns containing either
of this type of data to be sorted chronologically, besides
alphabetically. If needed, you can also create a custom list. To use
the Custom List as the sort key, this needs to be selected in the Sort
Order field.

Sort options in the Header Row

Sorting options are also available on formatting a range of cells

as a table. On the creation of a table, the Header Row cells will
contain data controls offering Sorting and Filtering Options similar
to those discussed earlier.

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4.2.2 Filtering
When you use filtering, you
limit the visibility of a table’s
contents to only those entries
that match the criteria specified
in the filter. To perform a
Filtering operation on a range of
cells, select any cell in that range
and click on the Filter button.
This will cause the first row of
the range to be converted into a
header row with each cell con- Filter by Number Options
taining a drop-down menu
that shows the filtering
options. The drop-down con-
tains a few inbuilt filters
that can discriminate
between numbers and
colours of the cells.
Filter by Colour Options

The Number Filters link already offers a few filter criteria like
Above, Below, Greater Than, etc. Selecting any of these will open up
a window to choose the threshold value. This window can also be
used to create a Custom Filter, and you can also use wildcard
characters like “?” and “*”. You can also create a compound criterion
by adding the AND/OR clause and adding another condition. The
Above Average and Below Average filters simply calculates the
average for the column, and displays only those which fulfil the
corresponding condition.

You clear Filters by clicking on the Clear button in the Sort and
Filter Block. The Advanced button allows creating more complex
filter conditions than those already mentioned. Conditions that can
be used under Advanced filtering can include simple mathematical
operations, wildcards, and even functions supported by Excel.

Before using Advanced filtering, a little preparation is needed.

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To be able to use this

feature meaningfully, all
columns in the range
should have a Heading. The
The AND option in Advanced Filtering
heading of the columns
that will be used as the
condition has to be copied to another place, to be used as the
Criteria Range. To specify a condition, the following rules apply:

A condition has to be a formula. Since simply entering a formula

will cause Excel to execute it, the Formula must be circumscribed
with quotes and prefixed with an equals sign (=). For example, to
check for cells with a value greater than 10, the Criteria cell will
contain the value

=“>10”

To specify a compound
condition with an AND, you
use the same row. To specify
a compound condition with
an OR, you use a different
row. For example, to filter Advanced Filtering OR option
cells under the title Cash
whose values are between 50 and 60, you create a Criteria Range
with two columns having “Cash” as title, and insert =”>50” and
=”<60” as values in the same row. To filter values less than 50 or
greater than 60, you use the formulas =”<50” and =”>60” in the
same column, in different rows. You can also create conditions for
all columns simultaneously.

4.2.3 Performing operations on Filtered Lists

Since entries in a filtered list are just hidden—they’re not deleted—
values of the hidden cells are also considered while performing
operations or using functions on the range. To get around this prob-
lem, under the Find and Select button in the Editing block under the
Home Tab, use the Go To Special link and enable “Visible Cells Only”.

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4.3 Organising Data Into Levels

Large spreadsheets can be

cumbersome, partly
because of the scrolling
involved to get to the
desired location. Excel has
tools to Go To a particular
cell quickly, and allows
freezing windows so it is
possible to keep sight of
important figures while
The “Go To Special” options
scrolling to a different loca-
tion. Adding to these features that ease the management of large
spreadsheets is the concept of Levels. You can see how useful this
feature is by comparing it to the tree listing of Folders in the
Windows Explorer Folder Pane: you can expand the listing of the
drives in the system to reveal the top levels folder in the drive.
Those Folders, which in turn contain other folders, have a “+” next
to their folder icon. Clicking on the “+” will cause the node to
expand to reveal the folders under it. This continues until the “+”
mark in the node is replaced with a “-”, which signifies that there
are no further nested folders in that node. Clicking on the “-” caus-
es the node to roll up the listing of folders under it.

To make a large block of data manageable, Excel allows you to

select cell ranges in it and mark them as groups. Groups are like
folders in the Windows Explorer tree listing; they can be expanded
or collapsed with a single click. Remember that the cells forming
a Group need not meet any criteria, and need not share a common
feature.

Groups can be created horizontally or vertically. If you’re

doing Vertical Grouping, a scenario similar to the Windows
Explorer Folder Pane is created, with a pane appearing on the left
margin containing the “+” and “-” controls. If you’re doing
Horizontal Grouping, a pane appears on the top and the nodes

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and the expanding and collapsing occur horizontally. You can

also nest groups of cells as well, which is where the term “Level”
becomes relevant. A nested groups of cells can only be accessed if
the group encompassing it is expanded, just as in the case in
Windows Explorer where the folders inside another can only be
seen if the latter is expanded. The level denotes the order of
nesting of the group.

To create Groups and Levels, you have the tools under the
Outline Block in the Data tab. To create a group, select the range of
cells and click on Group. You can then choose whether the group is
to be created row-wise or column-wise. Depending on whether the
grouping was done row-wise or column-wise, a set of controls
appear on the left margin or the top margin of the spreadsheet. A
set of buttons labelled 1 and 2 appears at one end—either the top of
the left margin or the left end of the top margin. This set of buttons
shows the levels of nested groups in the spreadsheet, and allows
quick access to any specific level.

Excel supports up to eight levels of grouping, so the number of

controls can go up to nine. Besides the buttons, the “+” and “-”
controls, as in the Windows Explorer Folder Pane, also appear in the
same area. The significance and use of the “plus” and “minus”
controls are similar to those of their counterparts in Windows
Explorer.

When you click on the

Control with the largest
number, you’ll reveal the
ungrouped spreadsheet. As
you click lower-number
Controls, the nodes of those
levels are expanded.

Many groups can be

created in the same level,
Group controls
and you’d do well to create a

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new group when all existing groups are collapsed or when the
lowest-level button is active. If two groups overlap, the common
cells in both groups are grouped at the next higher level.

The hidden cells, when the nodes are collapsed, are not
available for use in any formula, and charts prepared from the
visible items will change to reflect the changes in the visibility of
the source range.

The Ungroup button in the same block can ungroup a cell range.
To remove all groups in the spreadsheet, select one cell and use the
Clear Outline option. Auto Outline automates the process of
creating levels, and is used with the Subtotal feature to Summarise
data, as discussed next.

4.4 Summarising Data

Grouping large blocks of data facilitates the handling of large

spreadsheets by reducing the scrolling required. But this in no way
offers any information regarding the contents of the spreadsheet.
Summarising is an important process used to convey the impor-
tant points pertaining to a large block of data.

Summarisation usually involves collating the important or

interesting bits of information about a large block of data.
Information like Total, Maximum, Average, Number of Records
etc, are part of any summary report. Excel offers the Subtotal
tool to accomplish summarisation of a large block of data. The
name is a misnomer, since the same tool can be used to generate
other summary information like Average, Maximum, Number of
records, etc. As part of the summarisation process, Excel creates
Summary Rows to report the statistics of a group of similar entries.
An overall summary for all the groups is also added. When
combined with Excel’s ability to create levels of groups, you can
easily manage and summarise large blocks of data.

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Before a range of cells can be summarised, it should have proper

column headers. It also needs to be sorted on all columns that will
form the summary group. For example, to create a product-wise,
monthly summary of the sales performance of the salesmen in an
organisation, the data should not only be sorted on the name of the
salesman, but also on the month and product name. In this case,
what you need is a multi-level sort.

The Tools to summarise data are available under the Outline

block under the Data Tab. After the sorting is complete, you select a
cell in the range and click on the Subtotal Button. This will open a
window listing the various summarising options. The column
whose value is to be used as the key needs to be identified under the
“At each Change in” field.

Besides Sum, other summarising

operations like Count, Average,
Maximum, etc. are also provided
under the Use Function field. The
columns which need to be given a
subtotal row can also be selected. You
can also choose whether to display
the summary data below or above the
data. The result of performing a
Subtotal routine is that a row is
inserted, at every change in the value
in the Summary column, which will
Summarise options
carry the results of the chosen
summary operation. A final grand total row is inserted at the end
of the cell range carrying the summary figures for the entire range.

When the Subtotal process is complete, the Group controls

make an appearance on the Left Margin. The use and significance of
these controls have already been described in the previous section.
If the Group controls are not needed, the Clear Outline link under
the Ungroup button can be used. To re-apply the controls, use the
Auto Outline option under the Group button.

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The grouping added by the Subtotal Routine is based on the

number of sort levels used. In our example of the performance of
the salesmen in an organisation, the result of a Summarising
operation will have a three-level grouping, with the product group
nested in the monthly group nested in the Salesmen group.

4.5 Using Indexed Data

A spreadsheet can be indexed, or sorted, by using any of the

columns as the sort key. After a spreadsheet has been indexed, it
becomes easier to look up information in it. While this would be
easy in case of small spreadsheets, large spreadsheets would
require a lot of scrolling or repeated use of the Find and Select
tool. Excel packs in two functions that automate the index lookup
process.

4.5.1 The VLOOKUP and HLOOKUP Functions

VLOOKUP is a function
that looks up a user-speci-
fied value in the first col-
umn of a cell range, and
returns the value of any cell in the same row. For example, if the
details of the students of a class is stored in a table, with the table
being sorted on the Students’ Roll Number, and the other columns
being Name, Age, Address, VLOOKUP can be used to return the
Address of a student by providing his Roll Number.

The syntax of VLOOKUP is

VLOOKUP(Value to Lookup, Cell Range, Column Offset of cell to

be returned, Type of lookup toggle).

The “Value to Lookup” can be Text, Number, or a Logical result.

The “Cell Range” is the reference to the range that has the
column containing the value to be looked up as the first column.

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The “Column Offset” is the position of the column, counting

from the left, from which the cell value is to be returned. So to
return the value from the second column of the range, the Column
Offset will be 2.

By default, VLOOKUP looks up an approximate value if an exact

value is not found. For example, if the value being looked up is 300,
in the absence of 300 the nearest value is looked up and the cell
value in the offset column is returned. If only the exact value is to
be returned, the default behaviour can be curtailed by specifying
FALSE in the Type of Lookup Toggle field. In this case, if an exact
match is not found, the “#NA” error is displayed. Since this field is
optional, entering TRUE, or leaving this field empty, will result in
the default behaviour.

Before VLOOKUP is used in its default mode, the cell range needs
to be sorted in ascending order of the sort key column. If only exact
matches are to be looked up, the sorting is not needed.

HLOOKUP is similar to VLOOKUP, the difference being that

HLOOKUP looks up data in the first row of a cell range. The HLOOKUP
Function has a similar syntax, with Column offset being replaced
with Row Offset. (In case it isn’t obvious, the V and H in VLOOKUP
and HLOOKUP stand for Vertical and Horizontal respectively.)

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Pivot Tables

T
he PivotTable is one of Excel’s most powerful tools. It helps
you drill down deep into numerical data and see unantici-
pated scenarios, with which you can make better-informed
decisions. It helps you summarise and analyse data, see compar-
isons, patterns, and trends both in tabular form as well as in
PivotChart reports. This chapter will show you how to get the best
out of PivotTables.
 V PIVOT TABLES
EXCEL 2007

5.1. Creating And Using PivotTables

To create a PivotTable, you need to have your data source ready first.
This could be an Excel Table, a range of cells that contain the data
you require, or an external data source like an Access database.

Click anywhere inside your source data, select the Insert tab,
click the PivotTable button, and select either PivotTable or
PivotChart. If you select PivotChart, it will create a chart based
on your data elements selection (see later in this section for
more on data element selection). However, it is better to create
your PivotTable before delving into charts—this will give a better
idea of how your data looks, and you can fine-tune your data
view before making the charts. The chart option is useful when
you are ready with your data and you are certain about how
your PivotTable should be and all you need to do is quickly make
your chart.

In the Create PivotTable Wizard’s pop-up window, the range

will get automatically selected, and the radio button “Select a table
or range” will be highlighted. You can change the range by clicking
back on the worksheet and selecting a new area, or by manually
entering the cell references. You can also take a reference from a
different worksheet or workbook. If your source data is in a differ-
ent worksheet, switch to that worksheet and select the range there.
However, you typically will not need to do this as you can just
switch to the source data worksheet and run the PivotTable
Wizard, which will prompt you to create a new worksheet. If you
want your PivotTable in a different workbook, open that workbook
as well as your source data workbook first. Run the PivotTable
Wizard in your target workbook (the workbook where the
PivotTable will be created), click inside the “Table/Range:” field,
and switch to the workbook with the data and select the range.

You can also specify a name for the source data range, or con-
vert it into an Excel table and use the table name. Using tables can
be very useful when your source data keeps changing. As data gets

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PIVOT TABLES V

added or deleted from the table you need not change the cell ref-
erence range in your PivotTable, something you’d have to do if you
specified just a cell range or used a name for the range. Because
you are using a table name, Excel will automatically include or
exclude any data rows added or deleted from the Excel Table. See
Chapter 3 to learn about Excel Tables.

In the below example, the sales for October 2006 is an Excel

Table with the name “Sales_Oct06”. This makes it easy to keep
track of the data when any additions or deletions need to be done.

Creating a PivotTable

You also have the choice of choosing another data source by

clicking on “Use an external data source” radio button. External
data can come from many sources including text files, from
databases like Access and SQL Server, from Web sites, and many
more. If your data is not in Excel, you can import the data
using the connection tools in the Get External Data group on
the Data tab.

Finally, you can have the PivotTable on the same worksheet or on

a new worksheet. Select “New Worksheet” and click Next or “Existing
Worksheet”, specify a location, and click OK. An empty PivotTable
report is added to the location you specified.

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Once the blank

PivotTable report is
ready, you can cus-
tomise it to show
the data as you like
it. In the PivotTable
Report page, on the
left you will see a
pane with five win-
dows. This is the
PivotTable Field
List. The first win- Creating a Pivot Report
dow shows all the
fields (or data elements) that can be added to the report. These can
be dragged and dropped into the four windows beneath.

The “Report Filter” window

allows you to narrow down the
report using specific criteria.
The “Column Labels” window
specify what data will be dis-
played in the columns. The
“Row Labels” window specifies
what rows will be displayed in
the rows. The Values window
tells you which values will be
shown in the various fields.
The layout of a PivotTable Report
Each of these windows corre-
sponds to certain parts of the PivotTable report.

You can select the “Defer Layout Update” checkbox to prevent

the changes from being shown instantly. This may be useful when
you want to focus on designing your layout and don’t want to be
distracted with till you’ve organised all the data elements and for-
mulas as you wish to see them. Once you’ve done that, you can
click “Update” to show the changes.

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Drag and drop the columns from the main upper window
into any of the four windows. As long as you keep the layout of
the PivotTable report in mind, you will be able to logically decide
on what needs to go where. You can experiment with different
ways of viewing the data by moving the columns around and
watching the data change dynamically. This way you will come
across different ways in which the data can be viewed. Some will
be ways you’ve never thought of before, or wondered about with-
out an idea on how to extract the information from your raw
data. Some selections will turn out to be meaningless, but you
can create powerful and well-designed reports when you use the
correct data elements in their correct places and apply the most
appropriate formula.

5.2. Analysing Data With PivotTables

Selecting data fields

Explaining how to analyse data using PivotTables is best done with

the use of an example. Note, however, that this explanation will be
limited, and is more to give you an understanding of the depth
and complexity in data analysis that you can achieve with
PivotTables.

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In our example, we have used the sales data for a Web hosting
company’s sales for October 2006 for their three departments: Web
Design Sales, Web Hosting Sales, and Bandwidth Sales.

We can create a simple PivotTable report by clicking on the

fields: Customer ID, Web Design Sales, Web Hosting Sales, and
Bandwidth Sales. Excel will automatically make the following
selections: Customer ID will be moved to the Row Labels, the Sum
of Sales for the three departments will be shown in the Values
area, with Values as the corresponding Column Labels. The result
will be as in the figure below.

The report now shows the total sales for each customer for
each department. You can change the Row labels to show sales by
date by dragging the Date field to the Row Labels window. This
will then show the data in a nested manner depending on which
data element is first. If the Date filed is below the Customer ID
field then you can see the sales for each customer by their respec-
tive dates.

You can then collapse or expand the nesting by clicking on the

“+” button next to each Customer ID. Nesting is a powerful func-
tion that enables you to combine two data fields in one view and

Nested Data

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will help you analyse the data both at the summary and detail
level with the single click of a button.

If you move the Customer ID to the Report Filter area, you will
now see the sales by date. By default, Excel will select all the
Customer IDs for display—denoted by “(All)” in the filter field. You
can then narrow the selection and choose to see the sales data for
a limited set of customers—a minimum of one.

You can select on the “All” checkbox to show all the customers
or select one or more Customer IDs from the list. Make sure that
the “Select Multiple items” checkbox is ticked before selecting
more than one customer. Report filters help you narrow down
data based on criteria you specify. You also click on the drop down
arrow on the Row Labels heading and get access to additional row
level filtering options. Using this option you can select multiple
filtering criteria to narrow down your selection.

Any of the data fields in the four window areas (Report Filter,
Column Labels, Row Labels and Values) can be further manipulated
by simply click on the data field and selecting an option from the
menu which pops up. The first three sets of options enable you to

Using Report Filters

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move the data fields around, in

between the other windows or
remove them. The Value Field
Settings option allows you to further
customise how the data should look.
Value Field Settings help you control
how the data should summarized and
how the values should be shown. The
“Summarize by” tab allows you to
choose from various options on how
the data should be summarised. The
“Show vales as” tab enables you to fur-
ther apply rules on how the Selecting Value Field Settings
data should be calculated and
displayed. For example, you
may show the sales of the
three departments as a per-
centage of the total sales of
each department. In this case
you would select “Sum” in the
“Summarize by” tab and “% of
total” in the “Show values by”
tab. You may then apply addi-
tional filters to narrow down
Value Field Settings
your selection and view your
data as you please. For
example, the figure
below shows the sales
as a percentage of total
sales for web design in
descending order.

Refining data using value field settings

By right-clicking
on any of the fields in the Row Labels column, you get quick access
to some filter options with which you can sort, filter, group,
ungroup, or move the data.

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If the built-in func-

tions and calculations
do not provide you
with the results you
want, you can use
your own formulas to
calculate the results Row Label Quick Access Filter Options
required. You can
either create a formula
that will calculate the
results for a field
(Calculated Field) or for
one more item in the field
(Calculated Item).

To create a formula
based on the Calculated Using Calculated Fields
Field click on Options and
in the Tools group select
Calculated Field from the
drop-down of the
Formulas button.

In this example, we
have created a new Field
called Field2, where the
total of Web design and Using Calculated Items
Hosting is shown. To create
a formula based on a Calculated item, click on Options and in the
“Group” section, click on Ungroup and click on the field where
you want to add the calculated item. Then click on the Tools sec-
tion and select Calculate Item. Depending on which cell you have
selected in the PivotTable, the Calculate Item field maybe enabled
or disabled. If it is disabled, Excel will not be able to perform item
level calculation on that field.

In this example, we have inserted a row into the PivotTable

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Report that shows the total count of the Customer ID A15 for sales
from the three departments.

Finally, you can get a quick view of all the formulas in your
PivotTable by clicking the List of Formulas option in the Formulas
button in the Tools group. Advanced users can also get more fine-
grained control by specifying the order in which you want the for-
mula to be solved by using the Solve Order option in the same
Formulas button drop-down.

5.3. Editing And Formatting PivotTables

You cannot directly edit the cells in a PivotTable, but you can
change the values in the source data, refine the formulas, and
rearrange the data using the Report Filters, Column Labels, etc.
Once you’ve made the changes, you can refresh the PivotTable by
right-clicking and selecting Refresh to get the revised data.

Once you have the data and all the elements you require, you
can format your PivotTable to make it look attractive and enhance
its readability. Using charts is one way to present the data in a
visual form that is easily accessible to the users. To create a chart,
click on the PivotChart button under the Options tab. Choose the
chart type and click OK. You can use the PivotChart Filter Pane to
adjust the look and feel of your graph.

Other than PivotChart, you can apply different kinds of for-

matting to the PivotTable itself that will improve its look and feel
in print or other reports.

One option is to manually format the PivotTable, an indi-

vidual cell or a cell range in the table using the Format cells
option when you right click. This option will enable you to con-
trol the formatting exactly as you want it. Note, however, that
the Merge Cells option in the Alignment tab will not work in a
PivotTable report.

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There are three basic formats to present the PivotTable report

in: Compact, Tabular, and Outline. Click on the Report Layout but-
ton in the Layout group on the Design Tab to choose which format
you want it to be in.

The Compact format minimises the data to show it in one

screen as far as possible. The Outline format is the classic
PivotTable format, and the Tabular format presents the data in a
table format to make it easy to copy it from one sheet to another.

In the PivotTables Styles group you can select pre-formatted

colour templates that make it easier and simpler to quickly choose
a colour template. Click on the down arrow button to choose from
a variety of style and colour combinations. You may choose one
you like and then manually change the formatting for any partic-
ular elements that you want to have a different look. In the
PivotTables Styles Options group, you can further control how the
formatting should appear. For example, after selecting your colour
template, you can specify that you should have alternate colour
bands in rows (Banded Rows). You can further format your
PivotTable in the Layout & Formatting tab in the PivotTable
Options window under the PivotTable group in the Options tab.
Similarly, you get further formatting options under the Field
Settings option in the Active Fields group.

You can also use a conditional formatting option to get the

Formatting Using the Design group tool

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most out of your data. This is espe-

cially useful when you want to high-
light exceptions in the data that may
otherwise not be quickly visible. To
quickly apply conditional format-
ting, switch to the Home tab after
selecting your range of cells. Select
the Styles group and use the options
in the Conditional Formatting but-
Layout & Formatting in
ton. These options allow you to spec- PivotTable Options
ify rules on how the data within the
selected range should be highlighted.

Using Conditional Formatting

5.4. Creating PivotTables From External Data

To connect to an external data source—which could be an OLAP

(Online Analytical Processing) server, text files, Access database or
any other valid source of data—you can use the Workbook
Connections dialog box. Note that with the new security features
access to external data sources may be disabled in Excel 2007. You
will need to enable them from the Microsoft Office Trust Center in
Excel Options under the Office Button.

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To access the
W o r k b o o k
Connections dia-
log box click on
the Connections
button under the
Connections
group in the Data
tab. Click on the
Add button and
you will see a list
of existing con-
nections that you Get External Data from existing connections
can use.

If this is the first time you are connecting to the external data
source, then depending on the source you are connecting to, you
can use one of the options in the Get External Data group in the
Data tab.

Get data from complex systems

Clicking on Existing Connections will open a dialog box which

is the same as the one you get when clicking on the Add button in
the Workbook Connections dialog box.

You can click on the Other Sources button if you want to get
access to data from SQL Server, Analytical Services, and XML. You
can also use the Data Connection Wizard and Microsoft Query to

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create customised con-

nections and queries
to relational database
systems.

You can also

import data from text
files, Access databases
and even directly from
the Web. Of these, the
ability to directly
import from the web is Import Data from the Web
a brand new feature.
Simply click on the From Web button and type the URL of the
address you wish to use in the dialog box.

The window will access the Web like a regular browser but
with a difference: a special yellow arrow highlight will tell you
what you can import into Excel. Select the sections you want to see
in Excel by clicking on it. The yellow arrow will change to a green
tick-mark. Once you are satisfied with your selection, click Import.
Excel will ask you where you want to put the data. Choose the
required location and click OK. The import function may not how-
ever work uniformly with all sites—especially sites where data is
being dynamically generated from a database every time you
access it. You can also specify additional conditions like back-
ground refresh where the data will be kept synchronized with the
website. This of course, assumes that you have an always-on
Internet connection.

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Charts

I n Excel, graphical representation of data series is done using

charts. Charts have always been an integral part of spreadsheets.
Over time, charts generated by spreadsheet programs have
improved in terms of visual appeal.
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Trends and patterns in data can be observed from charts,

trends which might go unnoticed from numbers in a worksheet.
For instance, if you have a table with two or more data series, you
can use charts to quickly draw inferences from it. If used wisely,
charts can give a comprehensive overview of worksheet data.

6.1 The Chart Group

The Chart group consists of over all eleven types of charts, each

The Chart group in Excel 2007

with its sub-types. To view the Chart group, click on the Insert tab
or press [Alt] + [N].

Charts and worksheets go hand in hand with spreadsheets

when looking for trends or patterns in your data. Choosing the
right chart is completely dependant upon the type of data in your
worksheet. You can use a particular set of numerical data to check
out all the chart types, most commonly, worksheets that have two
data series. Worksheets with more than two data series cannot be
used with all chart types.

Excel gives you a number of options to manipulate your chart

for optimum representation of your data. Unfortunately, no new
chart types or features have been added in the step up to Excel
2007 from 2003.

6.2 Types Of Charts

Records of daily expenses, the inventory of a storehouse, sales fig-

ures, estimated expenses on construction, the records of marks in
examinations, etc., can be used to make charts.

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The choice of the appro-

priate chart type depends
upon how you want the
data to be represented. If
you can’t figure out what
chart type best represents
your data, try out all the
charts on offer in Excel
2007. The types of charts in Excel 2007

6.2.1 The Column chart

A Column chart is the most popular type,
and the emphasis is on data that shows
time variation.

To view the gallery of Column charts,

go to Insert > Column, and the gallery
will drop down. There are five sub-types
of charts, namely 2-D column, 3-D col-
umn, Cylinder, Cone, and Pyramid.

A data series can be represented with

differently-coloured columns. Also, data
series can be stacked upon corresponding
data points for relative representation of
two or more data series. This could be used
to compare sales of two product substitutes The types of Column charts
in a specific period.

6.2.2 The Line chart

For continuous plotting of data series and viewing trends, Line
charts are very popular and widely used. Usually, equal intervals
are displayed over the category axis, where more emphasis lies on
trends portraying relative importance to values. Under this are
seven sub-types, divided into 2D and 3D.

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Within 3D, there is only one sub-type

that uses data series with 3D effects. But
this sub-type does not display it very well.
2D has six sub-types listed under the
menus, which are further sub-listed into
“With Markers” and “Without Markers”.

Of these, the latter displays trends over

time, or other categories, while the former
displays the contribution of each value
over time or other categories. A third has a
100% stacked line that displays the trends
of percentage that each value contributes
over various categories and time.
The Line chart options
6.2.3 The Pie chart
A Pie Chart is used on one data series to dis-
play relative proportions or contributions to
a whole. This type contains six sub-types,
classified into 2D and 3D.

In the 2D sub-type, the first is like a nor-

mal pie, displaying the contribution of each
value; the second is an exploded pie with
the pieces apart. Then there is a small pie
made from a larger pie chart, and a bar
graph representation of a pie chart contain-
ing details of each slice. 3D has two sub-
types; one has all the data series held togeth-
er, while the other has an exploded pie with The Pie chart options
data values in shape of slices.

Emphasis can be placed on a particular slice of the chart by

using different colours, broad patterns, or by labelling them.
Remember, in a pie chart, only positive values are allowed—using
negative values will just convert them to positive integers.

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6.2.4 The Bar chart

Bar charts have fewer sub-types than Column
charts, with five categories: 2D bar, 3D bar, cylin-
der, cone, and pyramid. Each sub-type has three
different ways of being represented: bars of differ-
ent values adjacent to each other, data values
stacked over each other, or data values stacked
over each other with a 100% stacked bar.

6.2.5 The Area chart

Area charts are similar to line charts, but the area
between the lines is filled in with separate colours.
In this type of chart, the emphasis is more on the Bar graphs
magnitude of values and less on changes over
time.

Area charts has two categories: 2D and 3D

display. In the 2D type, you will find three sub-
types: data values plotted with area fill,
stacked area fill, and data values plotted on a
100% stacked area.

6.2.6 Scatter Chart

Scatter charts are best suited for showing the Area charts
correlation between data values that might
not be easily observed. For example, for data series
like expenditure, sales, insurance, etc., this type of
chart is an apt choice.

Both the axes on the chart have numeric values

and a legend field. The five sub-types can be used to
display correlation using the different variations.

The sub-types of the Scatter chart are Markers,

Smooth Lines & Markers, Straight Lines & Markers,
Scatter charts
Smooth Lines, and Straight Lines.

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6.2.7 Other charts

Apart from the six chart types mentioned, you will find the Other
Charts option. This has five chart types listed under it. One of the
reasons for listing them separately is their specific use over only
certain types of data.

6.2.7.1 The Stock chart

As the name suggests, this
type of chart is a best fit to
deal with stock market
data. Between three to five
data series are required The types of Stock charts
before you can use this
chart. Four sub-types are under this type, and each uses different
values for high price, low prices, closing price, open prices, and
volume. The sub-types have series of values in a particular order:
High-low-close (three series), open-high-low-close (four series), vol-
ume-high-low-close (four series) and volume-open-high-low-close
(five series). Thus, two sub-types use trade volume and the other
two use trade value. Also, the sub-type using three series can be
used for displaying other data, for example, temperature: high-
low-close.

6.2.7.2 The Surface chart

Surface Charts display two
or more data series across
two dimensions on a con-
tinuous surface like a
curve, with colour distinc- The types of Surface charts
tions between each series.
Four sub-types are listed. However, 3D points are not plotted, and
such charts are used for data that contains more than two numer-
ic data series.

6.2.7.3 The Doughnut chart

The Doughnut is similar to a Pie chart, but data is displayed in the
form of a doughnut. The advantage is, it can display more than

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one data series. Also, the space

between the charts can be used
to fill in information about the
chart. Of the two types avail-
able, one is a regular dough- Doughnut charts
nut, while the other is an
exploded depiction.

6.2.7.4 The Bubble chart

This is similar to an XY chart,
where sets of three values of
data are displayed with differ-
ently-sized bubbles plotted like
a scattered chart and an area Bubble charts
chart. The drawback of this
type of chart is, if there is a lot of data, the bubbles might overlap.
Two sub-types are available, basically letting you display the bub-
bles as 2D or 3D.

6.2.7.5 Radar chart

For relative comparison
among items, the Radar Chart
is a good option. Using a radar
chart, changes in data can be
shown by relative mapping of Radar charts
data on the axis from a centre
point. The radar chart has three sub-types—Lines, Markers, and
Fill. The Lines type connects different data series with lines;
Markers will place dots at corresponding points, and the Fill will
just fill a colour in the areas covered by each data series.

6.3 Creating And Customising A Chart

To make a chart, follow these steps.

1. After feeding the data into the worksheet, select the range of
data you wish to chart. Go to Insert, and you will see the Charts

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group. Here, select the type of chart you want to create. Then
choose the sub-type and the style.

2. Next, make sure that the data range you want to plot is charted
along the appropriate axis. You can change the data range on
either axis—vertical (X-axis) or horizontal (Y-axis). To perform
this function, select either vertical axis or horizontal axis on the
chart area. To perform this function, select Chart from the
Design tab; in the Data Group, click on Select Data to display the
Select Data Source dialog box and right-click to choose the
Select Data option. Select Data Source. A dialog box will pop up.

3. If you wish, you can switch the view of the data to be charted
from Rows to Columns of the worksheet at the Select Data
Source dialog box. If you’ve know your formulas, you can man-
ually feed the data range in the Chart Data Range box. Click OK
to see the new chart.

4. You can now name the Chart Titles, and the data sets on the X,
Y, and Z axes. The axes can be further customised.

5. From the Gridlines option, add/remove Gridlines across all axes.

6. Place a legend at the top, bottom, corner, or left or right side of

the chart.

7. For Data Labels, see §6.5.

8. If you want to show the Data Table on the chart, select the Data
Table checkbox.

6.4 Formatting Chart Elements

Once you’ve made your chart, you can begin formatting the ele-
ments: Either use the Format tab located under the Chart Tools tab,
or you can select a Chart element, right-click, and select Format.

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To change the appearance, select the Design Tab and view the
Gallery of Chart Styles. The other tab groups under the Design Tab
are Type, Data, Chart Layout, and Location.

In the Format menu, you will get the tab groups as Current
Selection, Shape Styles, WordArt Styles, Arrange, and Size. On the
Layout Tab, the tab groups available are Current Selection, Insert
(pictures, shapes, and text box), Labels, Axes, Background,
Analysis, and Properties.

1. Current Selection
Choose the Format Selection Button in the Current Selection Tab
group to customise an element. To reset all the customisations
you’ve made, use the Reset to Match Style option.

2. Shape Styles
Under this tab, you get a variety of options to customise the Shape

The tab groups under the Design Tab of Chart Tools

Tab groups for formatting under the Format Tab

The tab groups for changing the layout, under the Layout Tab

Styles of the Chart Title. You can change the shape styles by click-
ing on the More button (the little down arrow), change the fill and
outline, and select various shape effects.

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3. WordArt Styles
For text formatting, choose the appropriate buttons from the
WordArt Styles options. You can choose the Shape Styles More to
select colour, Shape Fill to fill colour in the box, Shape Outline for
a new outline colour, and Shape Effects to add effects to the Text
to the Chart Title.

4. Arrange
Using this tab group, you can arrange your selected objects locat-
ed on the Chart. It has three options—Selection Pane, Send to back,
and Bring to front. Choose the Selection Pane option and it will
appear to the left of the worksheet if you want to view the select-
ed objects and change their order and visibility. Also, you can
bring the selected object to front or send it to the back by using
the Bring to Front and Send to Back options.

5. Size and Properties

Using the Size tab group, you can specify the size and positioning
of the object and specify alternative text. The height and width of
the chart can set using the options listed. Alternative text can be
added if required.

6.4.1 Formatting Elements

To format almost anything in a chart, just select it, right-click, and
click Format. A dialog box to Format Chart Area / Chart Titles /
Legend / Plot Area / etc., will appear with formatting options. Here,
you can choose to Fill with solid colours or a gradient, change bor-
der colours, border styles, add shadows, 3D effects, and change
alignments.

6.4.2 Formatting Category Axes

Click to select an axis and then right-click and select “Format
Axis...”. Here you will be able to modify the intervals between Tick
marks (each measurement point on the axis), the interval between
labels, the label distance from the axis, the axis type (data or text),
Major and Minor tick marks, axis labels, vertical axis crosses and
the position of the axis.

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6.5 Data Labels

The Data fed in the worksheet and chart con-

taining labels can be customised. Adding data
labels gives a better representation to the chart.

Click on the Chart, then in the Layout tab,

click on Labels. Here you will find Chart Titles,
Axis titles, Legend, Data Labels and Data Table.
Under Data Labels, you can add, customise posi-
tion, and remove labels. You can also add a data
series name, category names, and more. Options to change axes

6.6 Finding Trends In Data

By now you should be comfort-

able with creating charts and
drawing inferences from them.
You can now proceed to learn
how to find trends/regression
from your chart.

Let’s suppose you have

records of books bought in the
last six years (2001-2007), and
you want to find some trends. The Data Labels options
The trend obtained can help
you make better decisions in
the future when buying books.

Click on the chart, and go

to the Layout tab. Under
Analysis, click on Trendline Chart Area Formatting tools
and select More Trendline
Options. The Format Trendline option box will appear. Here, the

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Trend/Regression Type options are dis-

played. Select one out of Exponential,
Linear, Logarithmic, Polynomial,
Power, and Moving Average. For the
Polynomial type and the order and
Moving Average type, the period can
be customised as required—in our
case, Linear type. Next you can provide
the name by clicking Custom in the
Trendline Name options.

In the Forecast Area, select either

Forward or Backward as the display
period, and then add 2 in the Forecast Trendline options
area. Click OK, and the trend line will
be visible on the chart.

6.7 Creating, Re-arranging, And Formatting

PivotCharts
PivotTables are hard to make, and can look like a screen filled with
boring data. You can jazz it up by creating a PivotChart. Creating
a PivotChart can be fun if you’ve already made a proper PivotTable.

Click on Insert, then go to Tables > PivotChart. Select any cell

in the PivotTable and go to PivotTable Tools > Options > Tools >
PivotChart. In the Insert Chart dialog box, select a type of Chart
and click OK. You will now see a PivotChart with the PivotChart
Filter Pane. Here, you have the following options: Report Filter,
Axis Fields (Categories), Legend Fields (Series), and Values (Sum
Total). If you want to add a PivotTable Field List in the worksheet,
click on the button next to “Active Fields on PivotChart”.

From the PivotTable Field List, you have three options to customise
the data series:
1. Drag-n-drop the data series in the Area Selections box
2. Check-uncheck the check box of that particular data series, or

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3. Right-click on the data series in the Fields list to add to Report

Filter, Legend Fields, Axis Fields, or Values.

To sort the data series listed in the PivotTable Field List, hover
the cursor over it and you will see a small arrow. Click on this for
more sorting options. The PivotTable Field List can be customised
by ticking the different options listed on the top of PivotTable
Fields List. After you’ve customised the options in the PivotTables
Field List, right-click on the PivotChart and select Refresh Data.
You can find the changes you made (if any) in the PivotTable Fields
List on the PivotChart.

Re-arranging a PivotChart
If you want to make life easier, move the PivotChart to the same
worksheet as the corresponding PivotTable. From the PivotChart
Tools Tab, click on Design, and select Move. Go to Move Chart >
New Sheet. Click OK and open the new chart sheet with your
PivotChart. The drop-down list of the PivotChart Filter options can
be used to represent data any way you want. Choose one of the two
drop-down buttons available: Axis Fields filter the categories
charted along the vertical axis, while Legend Fields filter the data
series shown in columns, bars or lines in the chart body identified
by chart legend.

Formatting a PivotChart
Although PivotCharts are created from PivotTables, formatting a
PivotChart is almost identical to the process with a regular chart.
Just use the Design Tab to select the chart type and the sub-type.
The Layout of the PivotChart can be customised by changing Chart
Titles, Text Boxes, and Gridlines. Use Format to change the look of
the graphics and the background. You might find a few options
missing while formatting PivotCharts.

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Macros

M acros, in general, allow you to automate repetitive tasks. In

this chapter, we tell you how you can record and play back a
macro, and also go a little bit into how you can use the VBA editor—
which you’ve doubtless heard about—to modify your macros.
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7.1 An Introduction To Macros

Macros let you automate a wide range of tasks, ranging from

things like filling in a range with certain values to importing data
from other worksheets too. But creating one is simple, even
though they can be powerful.

(a) Think of a task you do often—like changing the font in a range

of cells, or entering some formulas in a range of cells.
(b) Turn on the macro recorder, and perform that task once.
(c) Assign a shortcut key to the macro.
(d) Use the shortcut key to run it thereafter.

Macros not only help in speeding up the process of the repeti-

tive task, they’re also a good thing because you’re sure it’ll be done
the same way every time you run it, eliminating the possibility of
an error on your part.

To create a macro, you can either use the macro recorder, or

you can enter the instructions in the VBA Editor. We’ll come later
to what the VBA Editor is, but just remember that that method
requires you to have some programming knowledge. Also, do
remember that even when you record a macro using the macro
recorder, the code that is generated is in VBA (Visual Basic for
Applications). So when you record a macro, you can just go to the
VBA editor and check what you’ve generated. Here’s about creat-
ing macros using the macro recorder.

7.2 Preparing To Record Macros

Macros that get recorded are stored (as VBA code) in one of three
places—as part of the workbook you’re using right then, as part of
a different workbook (which you can specify), or in a globally
accessible workbook called the Personal Macro Workbook. This
workbook is called PERSONAL.XLSB, and is in the XLSTART (in
C:\Program Files\Microsoft Office\Office 12) folder.

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You can probably guess the difference between each of these.

When the macro is stored in the current workbook or in a differ-
ent workbook, it’ll only work when that respective workbook is
open; if it’s stored in the “globally accessible” PERSONAL.XLSB, it’ll
be accessible from any workbook—which means that whatever
workbook you open, you can press the shortcut keys and the macro
will work. This is what you’ll probably be using most often.

At the point of creation of the macro, you specify its name, and
what the keyboard shortcut will be. Shortcut keys can be [Ctrl] along
with a letter (from A through Z), or [Ctrl] + [Shift] along with a letter.
No other types of names are allowed, such as [Ctrl] + [Alt] + [-].

The View tab on the Ribbon has a Macros command button,

upon pressing which a drop-down menu with the following three
options comes up:

The Macros menu appears at the end of the View Tab

➠ View Macros: This will open the Macro dialog box, where you
select a macro to run or edit.
➠ Record Macro: This will opens the Record Macro dialog box,
where you define the settings for a new macro and then start
the macro recorder.
➠ Use Relative References: When this is depressed, Excel will, of
course, use relative references when recording the macro. This is

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important. When, for example, your cursor is in cell A1, and your
macro consists of typing in “Digit”, there are two possibilities:

(a) With the “Use Relative References” button not depressed, run-
ning the macro will produce the text “Digit” in whichever cell
you are in at the time you run the macro, say H16.
(b) With the button depressed, the macro will record the relative
position. So if your cursor was in cell A1 when you began record-
ing, and you typed in “Digit” in cell A2, then, when you run the
macro with your cursor in cell H20, you’ll get “Digit” in cell H21.

Use “Show Developer tab in the Ribbon” from the Office Button, as explained

If you’re looking for a single button to record macros, you’ll

need to add the Developer tab to the Ribbon. Simply click Office
Button > Excel Options, then click “Show Developer Tab in the
Ribbon” on the Popular tab. Click OK.

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7.3 Recording And Using Macros

When you turn on the macro recorder—say from the Developer tab—
you’ll need to first press Start Recording, and choose whether you
want to use relative cell references. Then do whatever you need to be
recorded. For example, you could choose to enter 23, 34, and 35 in a
range of cells, then sum them up. But before you do this, it’s a good
idea to give the macro a name more descriptive than “Macro1”. You
cannot use spaces in the name, and the name must begin with a let-
ter. Next, you enter the shortcut key, which is pretty intuitive—except
for the small fact that you shouldn’t overwrite inbuilt functions by,
say, using [Ctrl] + [V] (paste) as a shortcut. Next, select what location to
store the macro in, the options for which we’ve already talked about.

Now for the actual

task. Press “Start
Recording”, and do what
you need to be recorded—
say entering three num-
bers and summing them,
or inserting text at a par-
ticular font size and with
a certain formatting.
Click “Stop Recording”
when you’re done. Your The Record Macro dialog box
macro should work when
you next use the shortcut key. You can also view all your macros by
doing any of the following (and then you can run them):

Under the Developer tab, you have the Macro options

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❍ Click the View Macros option on the Macros command button

on the View tab.

❍ Click the Macros command button on the Developer tab of the

Ribbon.

❍ Press [Alt] + [F8].

After any of
these three
actions, Excel will
open the Macro
dialog box. It will
list the names of
all the macros in
the current work-
book and in your
Personal Macro
Workbook. Click
the name of the
macro you want
to run and click
the Run button The Macro dialog box. You’ll use this often

(or press [Enter]).

A point to remember when running a macro is that if you run

it in a worksheet that already contains some data in the cells that
the macro modifies, you could lose the existing data. Why worry—
just undo by pressing [Ctrl] + [Z], right? The problem is that a
macro is not a single action: there are several steps that Excel per-
forms while running the macro, depending on how complex the
macro is. As a result, you might need to undo many times to undo
the action of the macro.

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7.4 The Visual Basic Editor

If you want to see the code of a macro you entered, you’ll need to
open its “code” window—open the Visual Basic Editor by pressing
[Alt] + [F11], then from the left, double-click the appropriate “mod-
ule” that contains the code, and the code window will come up on
the right. (We won’t go into what Modules are, because you won’t
need it right now.)

You create a lot of such code when you record a Macro!

Like we said, any macro you record gets stored as VBA code.
What we’re telling you now is, you don’t necessarily need to record
a macro: you can write it out directly. Here is an example of how
you can write a macro entirely in the VBA editor. We’re including
this here just so you can feel comfortable with what’s going on,
and what on earth the VBA editor is!

To keep track of what you’ve written, use comments. Anything

you type in after a single quote will appear green in the VBA edi-
tor, and it will be ignored when the macro is running.

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So here goes: open the VBA editor by pressing [Alt] + [F11]. Then
go to the Project Explorer at the top left, and select “VBAProject”.
There, right-click and insert a “Module”, or go to “Module 1” (for
example) if it’s already there.

You might see a couple of macros already in the code win-

dow at the right. Remember that macros start with “Sub” and
end with “End Sub”, and then you can place your macro text
anywhere you want—for example, after one “End Sub” that’s
already in the module.

Now, the following code will copy a range of cells and paste
them in the current cell:

’This is my first macro

Sub CopyARange() ’This is the name of the macro
Range(“C24:C35”).Copy Destination:=ActiveCell
’To-do: Get help on what ActiveCell and .Copy are
End Sub

The lines that begin with a single quote are ignored. The range
here is C24 to C35. You run the macro using the procedure we
already described.

For another simple example, here’s how to fill cells D1 through

D4 with the squares of the numbers beginning from 5—that is, 25,
36, 49, and 64. This code requires you to go through several num-
bers—four of them—so we use what is called a “for loop”:

Sub Squares()
For x = 5 To 8
Cells(x, 4).Select
Selection.Value = x^2
Next x
End Sub

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These four numbers were generated by one click. It could have been four hundred

Line by line, here’s what the code does:

1. The declaration that this is a “subroutine”—something that will
be executed when it is called upon to do so.
2. Do the following for the values of x from 5 to 8.
3. Select the cells in row x and column 4, with x being dictated by
whatever iteration of the loop the program is in.
4. Set the value of the cell to the square of the row number.
5. “Next x” indicates the end of the loop.
6. End this subroutine.

You’ll often be using the for… next loop in Excel, because many
things need to be done repetitively across cells.

Now about help: say you see, in your macro, which you recog-
nise by name, you see something like “ActiveCell”. You don’t know
what it does. Simply highlight it, and press [F1], and you’ll get
help—you’ll see what “ActiveCell” means, in what contexts it’s
used, and so on.

Record various macros, look up the help in this manner, and

you should get a hang of how to code in VBA—or at least modify
your own macros.

On to modifying macros: if the macro you want to edit is in

your Personal Macro Workbook, you need to un-hide the work-
book. To un-hide the PMW, click the Unhide command button on

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the View tab. (If you can’t find it, press [Alt] > [W] > [U].) The Unhide
dialog box will open, showing the PERSONALB workbook in its
Unhide Workbook list box. Click PERSONALB in the list box and
press [Enter].

In general, to open a macro for editing, press [Alt] + [F8] which,

like we said, opens the Macro dialog box. You’ll find that you can
click on a macro name and try to edit it, but if the macro is in a
non-open worksheet, you’ll get a dialog saying you can’t edit it and
that you need to un-hide the workbook first. Do this the same way
you’d un-hide the PMW.

7.5 Editing With The VBE

Do the following. Begin recording a new macro; position your cur-

sor in cell A1, and type in “I am recording a macro.” Then colour
it reddish-brown, underline it, give it a font, and make it larger.
Stop recording the macro.

You know what the macro will do—when you press the short-
cut key, it will bring up that text in that style in that location
(unless you used a relative location). Now, open the VBE, and in the
appropriate module, find the code for the macro, which will be
something like this:

Sub Macro2()
’
’ Macro2 Macro
’ Macro recorded 01/01/1970 by digit_fan
’
’ Keyboard Shortcut: Ctrl+Shift+A
’
ActiveCell.FormulaR1C1 = “I am recording a macro.”
Range(“A1”).Select
With Selection.Font
.Name = “Cambria”

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.FontStyle = “Regular”
.Size = 14
.Strikethrough = False
.Superscript = False
.Subscript = False
.OutlineFont = False
.Shadow = False
.Underline = xlUnderlineStyleSingle
.ColorIndex = 53
End With
End Sub

Now what do all the above mean? It’s easy to see that you can
edit the size to be something other than 14; it’s easy to see that you
can edit the font to whatever you want. “ColorIndex”, too, can be
played around with. But for all the rest, you’ll need to use Excel’s
inbuilt help. Like, what is “OutlineFont”? What is “Shadow”?

At this point, we can tell you three things:

1. Play around with the macros (subroutines). In our text
example above, position the cursor somewhere other than
cell A1 and see what happens. It prints out the text with-
out the formatting. Why? Go figure—literally! Learn by
experimentation.

2. If you’re not the experimentative kind, create the macros

you’re most likely to use, then use the inbuilt help for each
small thing. You should get the hang of it soon enough—at
least enough for you to be able to edit your own macros.

3. If you want to write your own macros for all kinds of stuff:
we hate to tell you this, but VBA is a vast topic—we could use
a couple of Fast Track editions just for that! For now, down-
load Microsoft’s Office 2003 Editions: Excel VBA Language
Reference, if you’re interested, from www.microsoft.com/
downloads/details.aspx?familyid=2204a62e-4877-4563-8e83-
4848dda796e4&displaylang=en (http://tinyurl.com/56rj5).

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Graphic
Elements

T he graphical elements in Office 2007 have been reborn: they’re

more swanky and contemporary than ever before. They have
been revamped suite-wide, and are now available as a full-blown
feature in Excel 2007. The use of the Ribbon feature makes it
possible to select various styles and features in the fewest number of
clicks, saving you time and making your job simpler.
 VIII GRAPHIC ELEMENTS
EXCEL 2007

The Illustrations menu

Access the graphical elements from the Ribbon (Insert >

Illustrations). You have options such as Picture, Clip Art, Shapes,
and SmartArt. Alternatively, you can place any of these categories in
the Quick Access Toolbar above the Ribbon for easy one-click access.

8.1 The Shapes Group

The shapes menu has all the basic shapes you would normally find
in earlier versions of Excel. Apart from Lines, Basic Shapes, Block
Arrows, Flowchart, Callouts, and Star Banners, there is a Recently
Used Shapes option that intelligently stores all the shapes you
recently used, for quick access. These shapes can be easily drawn
and formatted too.

8.2 Drawing Basic Shapes

Drawing basic shapes is easy! Go to Insert > Shapes and then

choose the shape you want to select. Next, drag the cursor diago-
nally across the worksheet to create the shape in the size you want.

If you want to maintain the horizontal or vertical aspect ratio of

the shape while enlarging or reducing its size, you can hold down
[Ctrl] while doing so. Alternatively, holding down the [Ctrl] + [Shift]
keys will maintain both the horizontal and vertical aspect ratios of
the shape you are drawing.

Under Shapes > Recently Used Shapes, there is a shape called

Scribble. What this does is, it allows you to create custom shapes of
your choice. So if you want to doodle or create a shape for your
signature, this is the tool you should use. All the regular
formatting settings apply to this shape, so you can further stylise
your creative genius!

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In comparative terms, the shapes feature is a major

improvement over any other version of Excel developed by
Microsoft, freeing you from the clunky diagrams of the past. This
feature supports anti-aliasing, which gives your diagrams the
smooth and professional edges you’ve always dreamed of.

8.3 Formatting Graphic Objects

Unlike its predecessors, Excel 2007 allows you to add all kinds of
pictures to your worksheet. All image file extensions are sup-
ported, including the Macintosh PICT and WordPerfect Graphics
formats! What is so special about it? The fun starts as soon as you
add a picture or make a shape. You see a new menu item open up
inside the ribbon called Picture Tools > Format, which allows
you to format the image in ways that will make your colleagues
jealous!

You can play around with any setting in the Ribbon

You can play around with the brightness and contrast or make your
image greyscale, sepia, or any other colour you want it to be. If you
happen to go overboard with these Adjust settings, you can always
reset your picture to its original by clicking on Reset Picture.

The Picture Styles option allows you to add various default

settings like a frame or a bevel effect, or a shadow, or even adding
perspective. What’s really fascinating is that you can combine any
number of these effects to create an effect to your liking. You can
also use Crop to remove unnecessary parts of your image.

Let’s try creating the image shown in 5 easy steps...

8.3.1 Click Insert > Shapes and choose the smiley under Basic
Shapes.

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Don’t forget to play around with the shape effects!

8.3.2 Holding [Ctrl] + [Shift] on the keyboard, left-click and drag it

diagonally across the worksheet till you reach the desired size
of your smiley. Now you can colour your smiley based on your
preferences.
8.3.3 Go to Insert > Shapes and choose any shape under Callouts.
8.3.4 Holding [Ctrl] + [Shift], left-click and drag the mouse diagonally
across the worksheet till you reach the desired size of your
callout. Now you can colour your callout based on your
preferences. Don’t forget to play around with the Shape Effects.
8.3.5 After that is done, click onto the callout to bring-up the
Drawing Tools > Format menu. In there, click WordArt Styles
> Text Fill and enter “Hello World” as your text.

You have now officially mastered the art of formatting graphic

objects in Excel 2007!

8.4 WordArt

WordArt is another good feature in Excel 2007. This used to be the

most underestimated feature of Excel, promising much more than
it offered. Not any more. Thanks to the new formatting options
which have been incorporated into the WordArt functionality, this
option has become more powerful than ever before.

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The function can be accessed by going to Insert > WordArt (on

the extreme right). Once there, you can choose from a range of
styles that suit your mood. If you’re the adventurous type, or you
want to tweak your style a little, you can customise it by choosing

The various options available under WordArt

among various options under Drawing Tools > Format > Shape
Styles, and keep experimenting with all the options there.

Let’s try to make the above custom WordArt in 3 easy steps.

Making a custom shape style

❍ Go to Insert > WordArt (at the extreme right) and choose the
style that you want from the drop-down list.
❍ In the new window that appears, enter “Think Digit!”
❍ Now in Drawing Tools > Format > Shape Styles, you can tweak
either Shape Fill or Shape Outline or Shape Effects to create a
style completely your own... Congratulations! Your skill in using
Excel 2007 has increased a notch!

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8.5 Pictures and ClipArt

The Pictures and Clipart functionality

seems to have been tightly integrated to the
Microsoft Web site in this latest edition of
Excel. What is good to see is that searching
for either clipart or images allows you to
also choose from Microsoft’s online collec-
tion. It is good to see that there are approx-
imately 1,50,000 images and sounds avail-
able at the Microsoft Office Web site; quite
a few of them are royalty-free.

There is robust support for image files

too. All image file extensions are supported,
including the Macintosh PICT and
WordPerfect Graphics formats. What this
essentially means is that if you have a
spreadsheet that was, say, created on a
Macintosh with pictures saved in the .pict
extension, you wouldn’t need to have
QuickTime installed to view those images Notice how you get the
correctly. They will appear correctly without option to even search
the Web for a
any need for third-party software.
particular ClipArt

Another wonderful feature with Picture and ClipArt is that

it is integrated into all the new and wonderful formatting
options available with Excel 2007. What that means is that an
unlimited number of style variations can be applied to your
picture or clipart.

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8.6 SmartArt

Various SmartArt charts

It is common knowledge that the

impact of graphics in spreadsheets
increases recall. Yet, in today’s age, it
is very difficult to create professional-
looking corporate charts and dia-
grams using standard tools. Charting
this information makes for a tremen-
dous improvement. However, there
are times when you want to represent
data in a completely new format. This A sample chart
is where SmartArt graphics
are best utilised. Though
this is a function we see hav-
ing great productivity in
PowerPoint 2007, it’s avail-
ability suite-wide and is an
added bonus to Excel. All
the old charts—organisation-
al, process, and Venn dia-
grams—have been reborn as
The various formatting options
SmartArt. Though you can

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still do charts the traditional way, you can edit ready-made charts
using the SmartArt functionality.

What SmartArt essentially does is, it allows you to select pre-

defined styles from a variety of charts and allows you to enter
contextual text wherever applicable. Text and positioning of shapes
get automatically sized based on the style you choose. What’s more,
you can seamlessly change from various pre-defined styles at a click
of a button... Everything reverts to the pre-defined style instantly,
without you having to change the font or colour or background.

Charts created using SmartArt can again be formatted with

various pre-defined or custom Shape Styles and/or WordArt Styles.
Here is a table of other SmartArt accessibility shortcuts.

To do this Press
Insert a new SmartArt graphic [Alt] + [N] + [M]

Open the online Help [Ctrl] + [Shift] + [F1]

Switch between the Text pane and

your SmartArt graphic [Ctrl] + [Shift] + [F2]

Move from the Text pane to the Ribbon, [Ctrl] + [Shift] + [F2] to move
which is a part of the Microsoft Office to the SmartArt graphic, and
Fluent user interface then press [Alt] to move to the
Ribbon

With a shape selected, move between [Tab]

shapes in your SmartArt graphic

Indent text in the Text pane [Tab]

Negatively indent text in the Text pane [Shift] + [Tab]

Add a tab character to text in the Text pane [Ctrl] + [Tab]

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Select multiple shapes in the Text pane Select a line of text in the Text
pane, and then press [Shift] +
[Down Arrow] to select the
additional shapes

With a shape selected, increase [Shift] + [Up Arrow] or [Right

the size of a shape Arrow]

With a shape selected, decrease [Shift] + [Down Arrow] or

the size of a shape [Left Arrow]

Resize the shape in very small increments [Ctrl] + [Shift] + [Up Arrow],
[Down Arrow], [Right Arrow],
or [Left Arrow]

Move the shape in the direction [Up Arrow], [Down Arrow],

that you want [Right Arrow], or [Left Arrow]

Move or “nudge” the shape in [Ctrl] + [Up Arrow], [Down

very small increments [Arrow], [Right Arrow], or
[Left Arrow]

Rotate the shape in the desired [Alt] + [Right Arrow] or [Left

direction 15 degrees Arrow]

Rotate the shape 1 degree: [Ctrl] + [Alt] + [Right Arrow] or

[Left Arrow]

If you want to save the SmartArt chart you just made, go to

Ribbon > Save As > Other Formats, and save the worksheet as a Web
page! After it is saved, a new folder will be made, which will house
your SmartArt chart image in the .png format.

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Formulas And
Functions

I n Chapter 3, we briefly touched upon what you can do with

formulas, how to check for errors, and how to trace them. In this
chapter, we delve deeper, looking at the basics of how to construct a
formula using functions, plus an in-depth look at some of the more
popular basic Excel functions.
 FORMULAS AND
IX FUNCTIONS EXCEL 2007

9.1. The Basics

Formulas and functions are what make Excel more than just a
printable grid of columns and rows. As explained in Chapter 3, you
create a formula by using mathematical and calculation operators
in combination with numbers or cell references (=5+3, =A1+B6,
etc.) or by using pre-built functions that make it easier to do com-
plex calculations in a single step (=SUM(A2:A10), etc.).

All formulas and functions start with the “=” sign. This indi-
cates to Excel that what follows is a calculation. Calculations are
done using operators. In many cases the operators themselves are
sufficient to obtain the required results, without having to
depend on functions. There are four types of operators in Excel
2007: arithmetic, comparison, text, and reference.

Depending on the opera-

tor, the order of calculation
may also vary. Each operator
has a different level of prece-
dence: in a formula where
more than one operator is
used, Excel will calculate the
result in a pre-determined
sequence.

For example, the formula

“=2+5*3/-4” will first calculate
3 divided by -4, since negative The operator types
values have the highest prece-
dence. This will be followed by
the multiplication and then
the addition. Hence the result
will be 1.75 and not -5.25,
which would have been the
result if you had used a simple
left-to-right calculation order.
Operator calculation order

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When two operators are of the same level, Excel will calculate
from left to right. For example, “=2*3/4” will cause the multiplica-
tion to be done first, and then the division.

If you use parentheses, what is inside them will be calculated

first, irrespective of the precedence order. For example, “= 2*(3/4)”
will calculate 3 divided by 4 before multiplying by 2.

When you are using complex formulas where you may have
multiple parentheses nested one within another, you will need to
ensure that for each open bracket there is a closing bracket. If you
make a mistake, Excel will bring up aan error and automatically
suggest corrections. For example, the formula “=SUM(SUM(A4:C4),
SUM(A5:C5)” has the final outer bracket missing. Excel will detect
this and suggest corrections, at which point you should review
your formula and make corrections if needed.

What makes Excel so powerful isare its inbuilt functions. To

use them, click on the Formula tab. You get a wide range of func-
tions and formulas that you can choose from the Function Library
group.

The functions are in ten categories:

❍ Financial
❍ Logical
❍ Text
❍ Date & Time
❍ Lookup & Reference
❍ Math & Trigonometry

And, by clicking on the More Functions button:

❍ Statistical
❍ Engineering
❍ Cube
❍ Information

The functions’ names are quite self-explanatory, but we’ll be

delving into some of the function categories in more detail in later
sections. The function categories Text, Lookup & Reference,

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The Function Library in Excel

Engineering, Cube, and Information are advanced topics, and we

will not cover them. You can find examples and explanations of
those functions in the Excel help section.

Other than these above cate-

gories there is also the Recently
Used button, which will show you
a list of functions that have been
recently used in Excel, as well as
the AutoSum button. Clicking on
the arrow next to the AutoSum
button, you can get access to not
just the Sum function but also to
the Average, Count, Min, and Max Choosing your function
functions as well. This is an improvement over earlier versions of
Excel where you could only get access to the Sum function by click-
ing on the button. (See the Math & Trigonometry section for more
on these functions.)

You also have the “fx Insert” function button that enables you
to search for and select a function. Click on the button, and in the
pop-up window, you’ll have multiple choices.

First, you can type in a brief description of what you are look-
ing for in the function, and Excel will give you a list of possibili-
ties based on matching keywords. Of course, this means you will
need to be as precise and accurate as possible in the terminolo-
gy you use. The search feature is useful when you do not know
which category the function belongs to: if you do know the cate-
gory, you can select one from the category drop-down list, and

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narrow down the list of functions you’ll have to scroll through.

Clicking on any function in the “Select a function:” box will

show you a brief description of what the function does in the
space below the “Select a function” window. If you want to learn
more about a particular function you can click the Help on this
function link to open its help documentation.

Once you have made your selection, click OK to open the

Function Arguments window. In this window, you enter specific
values for the selected function. The available fields and values
may vary; however, you will get a description of what is expected
in each field. Some values may be required, others may be option-
al. At the minimum, you will have to enter the required values for
the function to work and display a result without bringing up an
error. Once you’ve entered the values you require to, click OK to
display the result in your worksheet.

A function consists of some standard parts. In general, a func-

tion is of the form:

=function_name(argument1, argument2, …argumentN)

All Excel func-

tions—which are actu-
ally advanced formu-
las—start with the
equals sign followed by
the name of the func-
tion. This is followed by
the open bracket, then
followed by a number
Entering the values for your function
of arguments that may
use any of the valid operators—arithmetic, comparison, text, or ref-
erence (as discussed above). Last comes the closing bracket.

An argument is a value that can be assigned by either specify-

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ing it manually or by
referring to a cell ref-
erence or a cell range
reference. There are
two ways of entering
arguments in the
Function arguments
window—manually
or by selection. For
manual entry, you Manual or Drag-and-Select entry of function
type in the cell refer- arguments
ence or values directly into the Function Arguments box, or you
can have Excel automatically fill in the reference for you. To do
that, click inside in the field where you want to fill in the refer-
ences automatically. Move the Function Arguments window to the
side till you are able to select your cell range. Drag and select the
cell range that contains the values you need. The range reference
will be automatically entered into the selected field.

Some arguments require special formats for them to use the

arguments. For example, functions in the Date & Time category
may require that date arguments be specified in calendar form
and not numerically.

Some functions may not have arguments. For example, the

function “=PI()” will show the result of Pi to 15 decimal points.
Likewise, the function “=TodayTODAY()” will show the current
date. In both these cases, no additional arguments are involved.
However, note the opening and closing brackets. Whether there
are arguments or not, these brackets are compulsory and follow
the function name.

9.2 Logical Functions

Excel has seven logical functions: AND, FALSE, IF, IFERROR, NOT, OR,
TRUE. All these functions, except for the IFERROR function, will

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show either logical TRUE or logical FALSE after evaluating all these
values in the function. Here is a brief overview of the functions.

❍ AND(logical1,logical2,….,logicaln): Verifies all the arguments

and displays TRUE if all the results are logically true. If any of
the arguments are not logically true, it will display FALSE.

Example: =AND(A3=B6,F5<>234)

Excel will here check to see if the values in A3 and B6 are equal,
if they are not then Excel will display (return) the value FALSE. If
A3 and B6 are equal, then Excel will evaluate the next argument.
It will check to verify whether F5 is not equal to 234. If this is
TRUE, then Excel will return the value TRUE. If it F5 is equal to
234, Excel will return FALSE.

❍ FALSE(): No arguments are used; this one just returns logical

FALSE. Usually the FALSE() function is the result of a logical
function (like AND, NOT, EQUALS etc) or used in combination
with some other logical function.

Example: =IF (A3=FALSE,D5+25,D10=D5)

(See the IF function for an explanation)

❍ IF(logical_test,value_if_true,value_if_false): Checks the logical

value of the first argument. If it is TRUE, Excel uses the second
argument; if that one is not TRUE, then Excel uses the third
argument.

Example: =IF (A3=FALSE,D5+25, D5+5)

If cell A3 has a value of FALSE, then add 25 to D5 and return

the value. If A3 does not have a value of FALSE, then add 5 to D5
and return the value.

❍ IFERROR(value,value_if_error): Checks whether the first argu-

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ment is returns an error, if it is returns an error, it uses the

value in the second argument, else it displays the first argu-
ment’s value
Example: =IFERROR (A3/23,”Sorry! Non computable error!”)

Divide cell A3 by 23. If the result is an error, then display the

text “Sorry! Non computable error!”, else display the result of the
division

❍ NOT(logical): Checks if the argument is TRUE or FALSE. If TRUE,

the value returned is FALSE. If FALSE, the value returned is
TRUE.

Example: =NOT(A3=A4)

If “A3 is equal to A4” is TRUE, then the value returned will be

FALSE. If A3 is not equal to A4, the value returned will be TRUE.

❍ OR(logical1,logical2,…logicaln): If any of the logical arguments

are true, it returns the value TRUE; if all the arguments are
false, it returns the value FALSE.

Example: =OR(A3=A4,B5<190)

If either A3 is equal to A4 or B5 is less than 190, then the value

returned is TRUE. If A3 is not equal to A4 and B5 is equal to or
greater than 190, the value returned is FALSE.

❍ TRUE() : No arguments are used; it just returns logical TRUE.

Similar to the FALSE() function.

9.3 Date and Time Functions

Using date and time functions can becoming confusing if you

do not understand how Excel treats dates and times internally.
Externally, the data and time will be displayed in the human-
friendly date/month/year format and its variations, and

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time will be displayed

in the 24-hour or
AM/PM format.
Internally, however,
Excel automatically
stores any date and
time value in a serial
number that is calculat-
ed based on January 1,
1900 being equal to the
number 1, and every
subsequent date being
an increment of 1 from Choose the Date and Time format for your cells
that date. That is, Excel
will internally store January 2, 1900 as 2, February 2, 1900 as 33,
and so on. Similarly, time is stored as a decimal fraction starting
from midnight equal to 0.00000000, and, say, 6:33 AM equal to
0.27291700—and so on.

To work with date and time values, you would normally for-
mat the cells where the data is being entered. That is, if you wish
to display the date and time in dd/mm/yyyy format and time in
12-hour format, you would select the cell, right-click, and select
Format Cells, then use the Date and Time sections in the Number
tab to select from pre-defined date and time formats. Or, you may
use the Custom section to specify any non-standard date and
time formats.

Excel normally displays the date and time based on the region-
al settings of the computer you are working on. This will be the
default display for date and time. On most computers, the default
date setting is usually in the American format mm/dd/yyyy, where
the display will show month first followed by day and year. The
Indian format is, of course, to have the date first followed by
month and year i.e. dd/mm/yyyy. You can change the default dis-
play to this format by changing the Regional Settings in the
Control Panel.

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Excel, and even Windows in general, use the following formats

in handling dates:

❍ dd displays the date in numeric format

❍ ddd displays the day limited to the first three letters
❍ dddd displays the full word of the day
❍ mm displays the month in numeric format
❍ mmm displays the month in words limited to the first three let-
ters
❍ mmmm displays the full word for the month
❍ yy displays the year in two digit format
❍ yyyy displays the year in four digit format
❍ hh displays the hour
❍ mm displays the minutes unless the context makes it refer to
month
❍ ss displays the seconds
Thus a custom format of the type

ddd, dd/mm/yyyy hh:mm:ss AM/PM

will display the date and time 12th May, 2006 7:18 PM and 34
seconds in the following manner:

Fri, 12/05/2006 07:18:34 PM

If you omit the AM/PM, then the time will be displayed in 24-hour
format irrespective of how it is entered. Also note that you need
not enter the day. You just enter the date and time and Excel will
automatically pick up the correct day. Similarly, if you leave out
the time, Excel will assume it is 00:00 (midnight). Also, if you
leave out the year, Excel will assume you are talking about the
current year. Thus, for the above format, if you wanted to enter 6
February 2007 with no reference to the time, you could simply
enter 6/2 or 6 Feb. Excel will automatically apply the above date
format and display:

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Tue, 06/02/2007 12:00:00 AM

With this basic idea of how Excel treats date and time functions
we can go on to doing date and time calculations. The most com-

Simple date calculations

mon calculation you’ll use dates for is to find out the elapsed days
or times between two dates. For example, if you want to find out
the number of days between 14th April 2007 and 22nd May 2000,
do the following:

Enter the above dates into two cells, say A1 and B1 respec-
tively. Now you can simply type in, say, cell C1 “= A1—B1”. The
result, however, may be shown in the date format, since Excel
“sees” dates in both the cells and assumes that the format for the
result should also be in date format. To change it to the number
format, right click on cell C1, select Format cells, and choose the
Number option on the Number tab. This will then show the num-
ber of days between the two dates. Likewise if you want to find
out, say, the date 25 days prior to 14th April, you can use a for-
mula as in the figure below. In this case, the result will directly
show you the date.

9.3.1. Date Functions

TODAY()
Of all the date functions, the easiest has to be the TODAY function.
Entered as “=TODAY()”, it has no arguments, and returns the cur-
rent date in the cell. Note that the date in the cell will keep chang-
ing every time the workbook is opened on different dates. This
function should not be used if you want the date to remain fixed

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whenever you open the

workbook.

DATE(year,month,day)
Example:
=DATE(A1,A2,A3)
This combines the val-
ues in the arguments
into a single cell. Thus if
you have the year,
month, and date and The date function
separate cells, you can use this function to combine it into a single
cell and display it in the date format.

DATEVALUE(date_text)
Example: =DATEVALUE(A1) where A1 = ‘5/12/2006
When you use the apostrophe sign before a number or date, Excel
stores the value as text.
Normally, you will not be
able to perform any of
the calculations because
it is internally referenced
as text. You use the DATE-
VALUE function to con-
The “DATEVALUE” function
vert the text version of
the date into an Excel number for the corresponding date. You can
then use this number to perform calculations.

DAY(serial_no)
Example: DAY( ((DATE(07,03,25)))
The serial_no argument returns any day of the month between 1
and 31. In the above example, the DATE function is nested inside
the DAY function. Hence, the value returned by the DAY function
will be 25, since the DATE function contains the value 2007 for the
year, 03 for the month, and 25 for the day.

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WEEKDAY(serial_no,return_type)
Example: WEEKDAY((DATE(07,03,25)),2)
The serial_no argument returns any day of the week between 1
and 7 or 0 and 6. The return_type argument is a number between
1 and 3. It specifies how the weekday should be handled. If the
return_type is 1, then 1=Sunday and 7=Saturday. If the
return_type is 2, then 1=Monday and 7=Sunday. If the return _type
is 3, then 0=Monday and 6=Sunday. In the above example, we want
to find out the day for the second return type where 1=Monday
and 7=Sunday. The value returned will be 1.

MONTH(serial_no)
Example: MONTH((DATE(07,03,25)))
The serial_no argument returns any day of the month between 1
and 12. In the above example, the value returned will be 3.

YEAR(serial_no)
Example: YEAR((DATE(15,03,25)))
The serial_no argument returns any year between 1900 and 9999.
Note that in the above example, the DATE function specifies the
year as 15, which Excel will refer to recognise as 1915. If you want
Excel to recognize to 21st century years, you will need to enter the
full year in the following format: YEAR((DATE(2015,03,25)))

DAYS360(start_date,end_date,method)
Example: DAYS360(A1,B2,FALSE)
This function calculates the number of days given the start_date

The “DAYS360” function: difference between the US and European methods

argument and the end_date argument for a 360-day year where

there are 12 months with 30 days each. The method argument spec-
ifies which calculation method to use: US or European. If using the

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European method, the value of the argument will be TRUE. If using

the US method, the value of the argument will be FALSE.

In the US method, if the starting date value is the 31st of the

month, then this function will treat it as 30th of the month; if
the ending date is the 31st of the month and the starting date is
earlier than the 30th of the month, then the ending date
becomes the first of the next month, else the ending date
becomes the 30th of the same month.

In the European method, any date of 31st is treated as 30th of

the month.

9.3.2. Time Functions

Similar to the date functions, there are some useful time func-
tions as well.

NOW()
Like the TODAY date function, the NOW time function does not
take any arguments. It simply returns the current system time
into the cell, along with the date. Again, like with the TODAY func-
tion, you should note that the value stored in the cell keeps chang-
ing every time you open or calculate the sheet.

TIME(hour,minute,second)
Example: =TIME(A1,B1,C1)
Combines the time values for hour, minute, and second from dif-
ferent values or cells into a single cell. It’s similar to the DATE

The TIME function with different values

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function; however, the hour value should normally be between 0

and 23. If the value exceeds 23, then the number is divided by 24
and the remainder is taken as the hour value (see figure). Likewise,
for the minute and second arguments the expected values should
be between 0 and 59; if the values exceeds 59, it is converted into
hours and minutes and added, in the case of the minute argu-
ment.to the minutes. Example: If the hour value is 1 and the
minute value is 74 the hh:mm value will be 2:14, that is 74 minutes
has been converted to 1 hour 14 minutes and added to the total.
Similarly, for the second argument, if the values exceed 59, then it
is converted into hours, minutes, and seconds and then added. See
the figure to understand how this works.

TIMEVALUE(time_text)
Example: =TIMEVALUE(A1) where A1=’8:15:46 PM
Similar to DATEVALUE, if the time is entered as a text in Excel by
using the apostrophe before the time, then this function will con-
vert it into the time format.

HOUR(serial_number)
Example: =HOUR(A1) where A1=9:30:24 PM
Extracts only the hour portion in the time value specified. In the
above example, Excel will return the value 21, which is the value
for 9 PM in the 24-hour format. Similarly, the functions
MINUTE(serial_number) and SECOND(serial_number) extract the
minutes and seconds in a specified time value respectively.

9.4 Financial Functions

Due to the use of financial terminology Ffinancial functions may
seem the most obscure diffcult to understand of all the functions
available in Excel. We take you through the basics in this section.
While some understanding of financial terms is always helpful
you don’t need to be accounting whiz kid to use the basic finan-
cial functions. We show you how.

PV(rate,nper,pmt,[fv],[type])

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PV stands for Present Value. This function calculates the Present

Value of an investment. The arguments it uses are as follows.

RATE: This is the interest rate for a given period, usually annual.

NPER: This is the total number of payments during the life of

the investment. This number is arrived at by calculating the
length of time that interest is paid and multiplying this by the
point in time when interest is earned. For example, a loan of 4
years with 12 monthly interests payments has an NPER value of 4
x 12 = 48 payment periods.

PMT: This is the amount paid at each period of the investment

and usually includes principal plus interest.

FV: This is the principal plus interest that you want to earn
after having made your last payment. If you do not enter this
value, Excel assumes that FV=0.

PV Calculation with PMT or FV

TYPE: Enter 0 or ignore this argument when payment is made

at the end of the period. Enter 1 if the payment is made at the
beginning of the period.

For example, in the figure above, the annual rate for a loan is
10.25%. This has been divided by 12 to arrive at the per-month
value for the RATE in the next column. The annual rate is con-
verted into a monthly rate because the payment periods (NPER)
and payments (PMT) are monthly. In the two examples, for a pay-
ment per month of Rs 1,500, the PV will be Rs 43,318.19. For a
future value of Rs 45,000, the PV will be Rs 33,130.96. To calculate
the PV on your investment, whip out your investment documents

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and punch in the figures! (Make sure you enter negative values
for payments.)

NPV Calculations

NPV(rate,value1,value2,…,value13)
NPV (Net Present Value) is calculated on the basis of the rate and a
series of cash flows represented by the arguments value1 to
value13. These arguments denote a series of payments and
income—negative values for payments and positives for income—
which are equal and made at the end of each payment period. In
calculating NPV, the argument value1 should exclude your initial
payment, that is, value 1 starts from the second payment.

Note that Excel will only take numerical entries in the inter-
national format, so 1 lakh will always be represented as one hun-
dred thousand (100,000), 1 crore as ten million (10,000,000), and
so on.

Future Value on a 30-year investment

FV(rate,nper,pmt,[pv],[type])
The FV shows you the Future Value of an investment; the argu-
ments are the same as in PV, the only difference being that you
will have to specify the PV value in this case. For example, if you
are 30 and plan to retire by 60, you can calculate the Future Value
if you make an investment of Rs 30,000 a year.

PMT(rate,nper,pv,[fv],[type])
When you know the rate, the number of payments to be made, and

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Loan installment calculation using PMT

the present value or future value, you can use the PMT function to
calculate the amount you will have to pay for each payment peri-
od (the instalment). For example, you can find out the instalment
on a loan of Rs 45,000 where you know the interest rate (7.58%) and
the number of payments to be made (48). You can reduce the down
payment from PV and see how that will affect your instalment or
vary the number of instalment months.

9.5 Maths & Statistical Functions

There are tons of mathematical, trigonometric, and statistical
functions in Excel. You access them by clicking on the Formulas
tab and selecting the functions from the Math & Trig drop-down,
and the Statistical functions from the More Functions drop-
down. We take a look here at some of the more common statisti-
cal functions.

ROUND(number,num_digits)
Excel takes the number argument and rounds it to the number of
decimal places specified in the num_digits argument. If the
num_digits argument is a positive number, then Excel rounds off
the value to the specified number of digits. If the num_digits is a
negative value, it rounds off the number to that many places left
of the decimal point.

For example, when A1 = 2564897.5689456

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=ROUND(A1,4) will give the result 2564897.5689

=ROUND(A1,-4) will give the result 2560000

Normally By default, Excel will round up the result if your the

last number of after the specified decimal places is greater than or
equal to 5. For example, 1.5, when rounded to zero decimal places,
will always round up the value to show as 2, while 1.4 will be
rounded down to show as 1. If you want Excel to always round up
(or round down) the result, you can use the ROUNDUP (and
ROUNDDOWN) functions. In this case when ROUNDUP is applied
any decimal will round up to the next higher number or when
ROUNDDOWN is applied the decimal will round down to the
lower number. Example:

=ROUNDUP(1.43237,2) will give the result 1.44

=ROUNDDOWN(2.5678,2) will give the result 2.56

Note that the default rounding by Excel would have given the
first result as 1.43 and the second result as 2.57.

CEILING(number,significance)
When you want to round up to a specific unit then the CEILING
function is the one to use. This can be best explained by means of
an example. Assume you have a Excel shopping list of many items
with the varying prices especially in the decimal portion—that is,
you have one item for Rs. 102.35, another for Rs. 74.85 and so on.
Now assume that for reasons of tidiness or totalling ease you
either want it all to be either rounded to the nearest 50 paise or
rupee. The CEILING function will do it for you.

=CEILING(102.35,0.5) will give the result 102.50

=CEILING(74.85,0.5) will give the result 75.00

In the above example, by setting the significance argument to

0.5 we tell Excel to round off the number to the nearest point fifth
of a unit. Thus, if the significance is changed to 1 then the results
will be 103 and 75 respectively.

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TRUNC(number,num_digits)
If you want to just display the number to a specified number of
decimal places without any rounding, you can use the Truncate
function. If you want to simply specify just the portion without
with the decimal places (the integer portion), do not enter any-
thing for the num_digits argument.

For example, when A1 = 2564897.5689456

=TRUNC(A1) will give the result 2564897

=TRUNC(A1,2) will give the result 256487.56

EVEN(number), ODD(number)

The EVEN and ODD functions round up the number to the

next EVEN or ODD number.

For example, if A1 = 564.258

=EVEN(A1) will give the result 566

And
=ODD(A1) will give the result 565

POWER(number,exponential)
This is the same as using the caret sign (^) to calculate the expo-
nential of a given number. For example: =2^8 and =POWER(2,8)
will both give the result 256.

SQRT(number)
Calculates the square root of the number. Example: =SQRT(150)
will give the result 12.2474487139159. You cannot use negative
values with the Square Root function. If you do have a negative
value whose square root you want to find, you’ll need to use the
absolute value function (ABS) to calculate it. Example: for a value
of -234, you would enter

=SQRT(ABS(-234))

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SUM(number1,number2,…)

This is by far the most popular and most widely used of all
functions in Excel. Select the last cell in a list of numbers and click
on the AutoSum button (Formulas tab, Functionl Library group) to
automatically total up the column or row. You can also manually
specify a range, a named range, a range in another worksheet or
even one in another workbook.

Example: =SUM(B1:B34,Sheet4!A12:C34)
This will total up the cells B1 to B34 in the current worksheet and
the cells A12 to C34 in Sheet4. Note that there is a maximum of 30
arguments separated by commas that you can use in a SUM func-
tion. If the number of arguments exceed 30 then you may need to
break up the SUM function into two parts.

SUMIF(range,criteria,[sum_range])
For those of you plain bored out by SUM and looking for some-
thing more powerful, check out the SUMIF function. The SUMIF
function or conditional summing, as its often called, allows you to
total up a list based on specific criteria. The range argument spec-
ifies the range of cells that you want Excel to evaluate in the sum
operation. The criteria argument, as the name implies, is the spe-
cific set of criteria that you want to apply to the sum operation,
and the sum_range argument is optional, but indicates the range
of cells that should be used in the sum function. If the sum_range
argument is not specified, Excel will sum the entire range speci-
fied in the range argument after applying the criteria argument.
This can be better understood by an example.

Using “SUMIF” to get totals

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The above example is a list of books along with their categories

and price. For the purposes of our totalling task, we are concerned
with the book category and price, since we want to find the total
price of the books in each category. Hence, the column that lists the
category (column D) and the price (column E) become part of the
range argument (D2:E58). In the example, we have extracted the
totals for three categories of books: comics, thriller/mystery, and
romance. These become part of the criteria argument. Finally, the
price data we want Excel to total up lies in the E2 to E58 range. This
we specify as the sum_range argument. Hence the formulas used to
calculate the totals price of books in these categories will be:

=SUMIF(D2:E58,”=comics”,E2:E58)
=SUMIF(D2:E58,”=Thriller/Mystery”,E2:E58)
=SUMIF(D2:E58,”=romance”,E2:E58)

The SUMIF function is great when you have just one criterion
to work with, but what if you need to use multiple criteria? This is
where the Conditional Sum Wizard comes in.

First you need to activate this Wizard from the Add-ins dialog
box. To do that, open the Excel option for it by clicking on the
Office Button and then on the
Add-ins section. At the bottom
of the window next to
“Manage:”, select Excel Add-in
from the drop-down list and
click “Go…” Check the
“Conditional Sum Wizard”
and click OK. Excel will add
this Wizard to the Solutions
group in the Formula tab.
Click on it to start.

In the first step, the

Wizard asks you to select the
range which contains the The Conditional Sum Wizard Add-in

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information. Select the range and click Nnext.

In step two, Excel will try to intelligently guess which column

contains the information to be summed up, and will provide you
with a drop-down list of the columns with the specific criteria that
you want to set. Once you’ve specified your selection, click next.

In step three, you can decide whether you want to copy the
result to a single cell or copy the formula and its conditional val-
ues also. We’ve selected to do the latter. Click Next.

In step four, you select or type in the cell reference where you
want the result to appear. Make your selection and click Next.
Excel will now ask you to select the locations where you want to
place the conditional text values you have specified. Depending on

The Conditional Sum Wizard: Step 1 Step 2...

Step 3... Step 4

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the number of conditions specified, Excel will ask you for the loca-
tions to place each of them. When you are done, click Finish.

A list of totals using the Conditional Sum Wizard

Similarly, you can run the Wizard again and build a list of
totals based on conditions that you have specified.

AVERAGE(number1,number 2, …), MIN(number1,number 2, …),

MAX(number1,number 2, …)

The Average, Minimum, and Maximum function calculate the

average, minimum, and maximum for a given list of numbers,
respectively. If you have a long list of numbers, simply enter the
function in a new cell and specify the range, or individually select
each cell you want to include in the calculation. Example: =AVER-
AGE(A1:A10,B1:B5). Note that you can quickly access all three func-
tions from the AutoSum drop-down button (Formulas tab,
Function Library group).

COUNT(value1,value2,…), COUNTA(value1,value2,…), COUNT-

BLANK(value1,value2,…)

The COUNT and COUNTA functions count the cells that contain
data. The difference between COUNT and COUNTA is that COUNT
will only count those cells with numeric entries, while COUNTA
will count both numeric and text entries. The COUNTBLANK func-
tion, as the name suggests, will count only the blanks in the list.

COUNTIF(range, criteria)
Similar to the SUMIF function, the COUNTIF function counts the
cell in a range based on specified criteria. The range argument as
the name suggests requires you to specify a range of cells over
which you will apply the criteria argument. The range argument

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can, as in other cases, refer to a cell range or

a named range. The criteria argument can
take many forms—some of which are
explained below.

=COUNTIF(A1:D10,7)
Counts all the cells in the range A1 to
D10 with the number 7

=COUNTIF(A1:D10,”Delhi”)
Counts all the cells in the range with the An Example of COUNT
functions
text Delhi. Any text or expression should be
enclosed in quotes—e.g.: “<13”, “<>234”,”Digit” etc

=COUNTIF(A1:D10,C7)
Counts all the cells in the range which matches the contents of
the cell C7.

=COUNTIF(A1:D10,”<>”&C7)
When you want to use operators other than equality then you
need to use quotes for the operator and join it to the cell reference
using the & (ampersand) symbol. Thus in the above expression
Excel will return a count of all the cells where the content “is not
equal to” the content in cell C7.

=COUNTIF(A1:D10,”*milk”)
=COUNTIF(A1:D10,”*orange*”)
=COUNTIF(A1:D10,”??eat”)

Using wildcard operators is another powerful way to extract

information from texts in cells. There are two wild card operators,
* and ?. The asterisk (*) specifies to search for any text while the
question mark (?) specifies to search for a specific length of text
characters. In the first example above, Excel searches for all cells
in the range ending with the text milk—e.g. chocolate milk, rose
milk, etc. In the second example Excel searches for all text in the
range containing the text orange—e.g. florida oranges, orange

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float, etc. In the third example, Excel searches for all cells that
contain the word ending in “eat”—e.g. treat. Note that with the
wild card “?” words like meat and feat will fail, since there are two
question marks specified in the search criteria, so only words with
two letters and ending in “eat” will be counted.

For those wanting to get

into advanced statistical
analysis, there is also the
Analysis Toolpak add-in. This
is available from the Add-ins
window, under Excel Options,
which is accessed by clicking
on the Office button. At the
bottom of the Add-ins win-
dow, select Excel Add-ins from
the drop down next to
“Manage:” and click Go….
Select the Analysis ToolPak
checkbok and click OK.

The Excel Add-in Box

Once you’ve activated the
add-in you can now access all these advanced functions by clicking
on the Data Analysis button in the Analysis group on the Data tab.

What we have covered in this chapter is but a sampling of the

Single-click access to advanced statistical functions

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possibilities in Excel using functions and formulas. The advanced

and specialised formulas in the categories Text, Lookup &
Reference, Engineering, Cube, and Information (not covered here)
also provide you with powerful ways to manage and treat data.

In most cases, for whatever you are trying to do, there is a good
likelihood that you can achieve your result by using one function
or a combination of functions. If you juggle a lot with numbers
and text, taking the time to get familiar with Excel’s functions and
formulas has the potential to leapfrog your productivity and save
you time.

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 EXCEL 2007

Notes
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160 FAST TRACK

EXCEL 2007

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FAST TRACK 161

 EXCEL 2007

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162 FAST TRACK