Advanced Features of

UNIT 12 ADVANCED FEATURES OF Microsoft Excel

MICROSOFT EXCEL
Structure
12.1 Introduction
12.2 Using Formulas, Functions and Macros
12.2.1 Entering Formulas
12.2.2 Entering Date and Time Formulas
12.2.3 Converting Formulas to Values
12.2.4 Inserting Range Names in Formulas
12.3 Entering Functions
12.3.1 Entering Function Manually
12.3.2 Paste Function
12.3.3 Editing Functions
12.4 Macros
12.4.1 Creating and Storing Macros
12.4.2 Running a Macro
12.5 Printing Worksheet Data
12.5.1 Printing an Area
12.5.2 Defining and Deleting a Print Area
12.5.3 Printing Worksheets
12.5.4 Inserting and Removing Page Break
12.5.5 Modifying Page Setup
12.6 Creating Headers and Footers
12.6.1 Using Built-in Headers and Footers
12.6.2 Custom Headers and Footers
12.7 Protecting Data Within Workbooks
12.7.1 Password to Open a File
12.7.2 Password to Modify a File
12.7.3 Creating the Backup Option
12.7.4 Removing Protection and Modification Passwords
12.7.5 Workbook Level Protection
12.7.6 Protection and Security at Worksheet Level
12.7.7 Cell Protection
12.8 Sharing Data With Other Applications
12.8.1 Inserting Pictures into Worksheets
12.8.2 Inserting or Linking to a Worksheet
12.8.3 Embedding an Excel Object in Another Application
12.9 Working With Data Forms Using Lists
12.9.1 Adding Records with Data Forms
12.9.2 Deleting Records with Data forms
12.9.3 Finding Records with Data Form
12.9.4 Sorting Data in a List
12.9.5 Filtering Data in a List
12.9.6 Using the Autofilter
12.9.7 Setting Custom Categories
12.10 Pivot Tables
12.11 Let Us Sum Up
12.12 Check Your Progress Exercise
12.13 Answers to Check Your Progress Exercise 207
Understanding
Computer Applications 12.1 INTRODUCTION
In this unit we will introduce several advanced features of Microsoft Excel. These are
related to using formulas, functions and macros, creating headers and footers in the
worksheet, protecting data within the worksheet, inserting picture into worksheet etc.
One feature which we use quite often in MS Excel is MACRO. Macros automate
fragmentally performed tasks by changing them into a set of keystrokes that are stored
or recorded and are assigned a control key. Whenever the specified control key is used,
the entire operation is performed automatically. You can have macros for formatting
worksheet, report generation and so on.
Objectives
After going through this unit, you will be able to:

use formula, function within the worksheet,

edit functions,

define macros,

print worksheet data,

create headers and footers,

protect data within workbooks, and

share data with other applications.

12.2 USING FORMULAS, FUNCTIONS AND

MACROS
In this section we will study about how to enter formulas, enter date and time formulas,
converting formulas to values, inserting range name in formulas. So let us get started.

12.2.1 Entering Formulas

Formulas provide the power while analyzing and creating functioning spreadsheet systems
in Excel. Various numeric calculations can be very conveniently accomplished by the use
of formulas. You can also manipulate text and lookup values in tables.
Formulas can be created in following ways:
(i) To enter a formula manually into a cell, the steps are:
1. Select the cell in which you want to enter the formula.
2. Enter the formula you want preceded by an equal to (=) sign.
When you press the Enter key, the resulting value would be displayed in the specified
cell.
(ii) You can point to cells rather than typing cell references in the formula. It hastens
the tasks of formula creation as well as reduces the chances of errors. To build a
formula by pointing, the steps are:
1. Select the cells in which you want the formula.
2. Type the equal to (=) sign to start the formula.
3. Click on the cells with the reference that is required in the formula.

4. Optionally, enter an arithmetic operator, such as, +, -, *, / or %, or a comparison

208 operator such as <, > = or text operator like the ampersand (&).
 5. Click on the next cell that you want to include in the formula. Advanced Features of
Microsoft Excel

Check box

6. Click on the check box in the formula entry.

The arithmetic operators used in formulas for addition, subtraction, multiplication, division,
+, -, *, / are used respectively. In addition, exponent (^), percentage (%), text operator
(&) and comparison operators like =, <, >, <=, >= are used in formulas.
Most errors occur when the arithmetic operators are not in the proper order of precedence.
Negative (–), Percentage (%), Exponential (^), Multiplication and Division (* and /),
Addition and subtraction (+ and –), joining Text (&), Comparison operators (=,<,>,<=,>=,<>)
i) Is the order of precedence.
Two examples are discussed hereunder:
14+9*5
In this example, multiplication would be performed before addition.
70/2*5
Order of precedence in the example states that multiplication and division operators are
at the same level. Since the division operator is prior to multiplication, seventy would first
be divided by two and then the result of the division would be multiplied by five.

12.2.2 Entering Date and Time Formulas

You can create formulas to calculate values by using dates and time. For excel to recognize
date and time that you enter in the formula, you need to specify it in the correct format.
You need to enclose the entry in double quotation marks. Excel would then give the
required result. To find out the difference of two dates, the format is : = “12/4/”-“4/4”.
Excel would return the value 244 days. An example to calculate hours difference is =
HOUR (“4:30:00− “3:30:00”). This would display the result 1. # VALUE ! is an error
message displayed by Excel when it cannot recognize a date or time.

12.2.3 Converting Formulas to Values

Most of the times when you create a formula, you would only want to view its result and
not the formula, which is normally displayed on the formula bar. In such a situation, you
can convert the formula to its actual value. To convert a single formula to a value, the
steps are:
1. Select the cell that contain the formula.
2. Double-click on the cell or press the F2 function key.
3. Press the F9 function key.
Excel now shows only the result and not the formula.
Debugging Formulas
While entering formulas, it is possible that you might make errors. In such situations,
Excel displays an error value list that enables you to debug your formulas.
Working with Range Names
Name is an identifier that represents a cell or a range. You can define names to represent
data in formulas that are easier to use and understand. For example, =Sum(Marks). To
define a name, the steps are: 209
Understanding 1. Select the cell or range of cells you want to name.
Computer Applications
2. Click on the Name Box located at the left end of the formula bar.
3. Enter the name you want to give to the selected range and press ENTER.
To name a range using the other method, the steps are here under:
1. Select the cell range which has to be named.
2. Select the Name option from Insert menu.
3. Select the Define option from the Name submenu.
The Define name dialog box gets invoked as shown in Figure 12.1.

Figure 12.1: Define Name dialog box

4. Type a name in the Name in workbook text box. There should be no space in ranged
names. The first character of a range name should be a letter or underline.
5. Click on the OK button.
12.2.4 Inserting Range Names in Formulas
You can insert a name into the formula. The steps are:
1. Create a formula that can use the name and type the (=) equal to symbol in a cell.
2. Select the Name option from the Insert menu.
3. Select the Paste option from the Name submenu.
The Paste Name dialog box gets invoked.
1. In the Paste Name drop-down list, select the name you want to insert.
2. Click on the OK button.
3. Enter the rest of the formula and press Enter.
For example, to sum the marks of 25 students, enter the marks of the 25 students in 25
contiguous cells. Give a name to the range of cells namely Marks. Enter the formula
=SUM(in a cell. Select the name option from the Insert menu. Select the Paste option
from the Name submenu. The formula in the cell now becomes =SUM(Marks). Always
complete the formula by adding the closed brackets. Press the Enter key. This shows you
the sum of the marks of the 25 students.
Deleting Range Names
If you change the contents of the range, you may want to change the range name also, or
delete the name if it is no longer suitable for the contents that it contains. To delete a
name, the steps are:
1. Select the Name option from the Insert menu.

210 2. Select the Define option from the Name submenu.

3. The Define Name dialog box gets invoked. Advanced Features of
Microsoft Excel
4. In the Name in workbook drop-down list, select the range name you want to
delete.
5. Click on the Delete button.
6. Click on the OK button.

12.3 ENTERING FUNCTIONS

Excel functions help in performing simple to complex arithmetic calculations. There are
200 built-in functions or predefined formulas that enable you to create formulas for a
wide range of application including business, scientific and engineering applications.
Functions can be entered in the following ways:

Entering function Manually

With the help of the Paste Function
12.3.1 Entering Function Manually
(i) To enter a function in the active cell, type the equal to (=) sign, followed by an open
parentheses. You can then specify the cell range you want the function to use and
complete the function with closed parentheses; for example, =SUM(A2:A8).
(ii) You can use the AutoSum button for quick calculations that involves addition of
numbers. This button is located on the standard toolbar. To use this feature of
Excel, follow these steps:
1. Select a cell adjacent to the range you want to sum.
2. Click on the AutoSum button

Excel automatically inserts the SUM function and selects the cells in the column
above the selected cell.
3. You can also highlight the cell range (including a blank cell in which you want the
total) that you want to sum and then click on the AutoSum button.
Excel automatically calculates the total and displays it.
12.3.2 Paste Function
The Paste Function feature is a convenient way of applying functions to the formulas for
calculations. To use this feature, the steps are:
1. Select the Paste Function button from on the standard toolbar or select the Function
option from the Insert menu. The Paste Function window is displayed in Figure 12.2.

Figure 12.2: Paste Function Window 211

Understanding 2. The Function Category list displays the built-in functions of Excel.
Computer Applications
3. Select the function that is required by clicking on it and click on the OK button. A
formula palette drops down which prompts you to enter the required arguments as
shown in Figure in 12.3.
Cell reference is specified here

Figure 12.3: Formula Palette

4. Enter the arguments in the display area or click on the cell reference button to go to
the worksheet to select the cells.
5. Click again on the cell reference button to come back to the same formula palette.
6. Press Enter or click on the OK button.

12.3.3 Editing Functions

Functions also require editing. To modify functions in a formula, the steps are:
1. Select the cell that contains the function which you want to edit.
2. Select the Function option from the Insert menu.
The formula palette is displayed.
1. You can change any of the specified arguments as required.
2. Click on the OK button.
You can even edit a function by changing the formula entry in the cell. To do so, the
steps are:
1. Select the cell that contains the formula which has to be edited.
2. Click on the formula bar or double-click on the cell.
3. Change the arguments as required.
4. Press Enter or click on the check mark button on the formula bar.

12.4 MACROS
Macros automate frequently performed tasks by changing them into a set of keystrokes
that are stored or recorded and are assigned a control key. Whenever the specified
control key is used, the entire operation is performed automatically. You can have macros
for formatting worksheets, report generations and so on. This feature is time saving,
flexible and very powerful.

12.4.1 Creating and Storing Macros

You can create a macro in a number of ways. To create a macro, you should have your
212 program in the macro record mode. This can be done by:
1. Selecting the Record New Macro option from the Tools menu as shown in Figure Advanced Features of
12.4. A Record Macro dialog box gets invoked. Microsoft Excel

Figure 12.4: Record Macro Dialog Box

Macro recorder is a tool that translates your actions in Visual Basic Applications (VBA)
macro. It works like a tape recorder – when you turn it on, it records everything you do.
Later you can run the macro and all the previously performed actions are repeated.
You can name your macro in the Record macro dialog box as shown below. The name
that you specify should not contain spaces or other punctuation marks, but it can contain
underscores.
You can assign a shortcut key for the macro that you want to record.

You can specify the letter for your shortcut key and use it in conjunction with Ctrl to run
the macro. The latter can be in lower or upper case; for example, you can assign the
Ctrl + r shortcut key combinations for a macro that is recorded for generating reports.

You can store macros in the Store macro in text box. The options available are:

l Personal Macro Workbook – which has the name PERSONAL.XLS. This workbook
opens and is hidden automatically everytime you start Excel.

l This Workbook – which stores the macro in the active workbook.

l The New Workbook – which stores/records the macro in a new workbook that is
created.

2. You can click on the OK button and the macro recording processing begins.

3. You can then perform the actions that you want to record. It is a good practice to
save your workbook and the recorded macro that it contains before running the
macro.
213
Understanding Once you have completed all the necessary actions for storing/recording macros,
Computer Applications you can click on the stop button as shown in Figure below.
You can also select the Stop Recording option from Macro submenu within the
Tools menu option.

12.4.2 Running a Macro

You can run a macro in different ways. You can select the Run option from the dialog box
or use the shortcut key that you have assigned to your macro. Given below is an example
to create a macro.
You can record a macro that can create the given worksheet, by following the steps:
1. Select the Macro from the Tools menu.
2. Select the Record New Macro option from the Macro submenu.
The Record Macro dialog box gets invoked as shown in Figure 12.5

Figure 12.5: Record Macro dialog box

3. Give a name to the macro that you want to record and assign m as a shortcut key.
4. Click on OK.
5. In the Excel worksheet, type the Name, Product, Varieties,Total.
6. Type in the rest of the data shown in the sample worksheet.
7. Click on the Stop button, to end the recording process.
8. Clear the data that you have copied on your worksheet.
9. Run the macro by pressing Ctrl+m.
The entire worksheet would be created again for you.

12.5 PRINTING WORKSHEET DATA

Excel offers you various printing options for your worksheets. It enables you to have a
preview of worksheet data with the aid of the Print Preview option. You can set margins,
fonts, headers and footers to enhance your worksheets.
12.5.1 Printing an Area
By default, Excel prints the current worksheet when the Print command is selected from
the File menu. However, if you require a particular area of the worksheet to be printed,
214 then you are offered this facility also. To do so, you can follow these steps:
1. Select the range that you want to print. Advanced Features of
Microsoft Excel
2. Select the Print option from the File menu.
The Print dialog box gets invoked as shown in Figure 12.6.

Figure 12.6: Print Dialog Box

3. In the Print What section of the dialog box, choose the Selection option.

4. Select the OK option to complete the procedure.

12.5.2 Defining and Deleting a Print Area

There may be situations where you need to print the same range repeatedly. To avoid
the tedium of specifying the same range for printing several times, you can conveniently
define range as the print area.

To define the print area, you can follow these steps:

1. Select the area you want to specify.

2. Select the Print Area option from the File menu.

3. Select the Set Print Area from the Print Area submenu as shown in Figure 12.7.

Figure 12.7: Print Area Window

4. Select the Print option from the File menu.

5. Click on the OK button.
6. You can select Clear Print Area when you want to remove the defined Print Area. 215
Understanding 12.5.3 Printing Worksheets
Computer Applications
Worksheets can be very conveniently printed by the use of the Print command that sends
your worksheet pages to the printer immediately.
To print worksheets, the steps are:
1. Select the Print option from the File menu. This invokes the Print dialog box.
This dialog box is very similar as you used in the MS-Word Print dialog box. The
only difference is the three extra – buttons which are given below:
Selection – prints selected cells.
Active sheet(s) – prints only selected worksheets.
Entire Workbook – prints open workbook.
Device Options : controls the print quality and allows you to adjust Printer memory
tracking (this affects how the driver tracks printer memory usage).

12.5.4 Inserting and Removing Page Break

Whenever a print area is defined, Excel automatically inserts page break into the
worksheet. Page break gets displayed in the form of dashed lines. If the page breaks are
not according to your choice, you can insert the page breaks yourself. There are two
types of page breaks that you can insert:
• Vertical page breaks, and
• Horizontal page breaks.
Inserting Vertical Page break
To insert a vertical page break, the steps are:
1. Click on the heading of the column to the right of text where you want your page
break. The column gets highlighted.
2. Select the Page Break option from the Insert menu.
Inserting a Horizontal Page Break
To insert a horizontal page break, the steps are:
1. Click on the heading of the row below where you want your page break to be
inserted.
2. Select the Page Break option from the Insert menu.
3. You can select the Remove Page Break option from the Insert menu to remove all
page breaks.
You can also select the Page Break Preview from View menu. Page breaks are displayed
on the screen in thick blue lines while page numbers are displayed in large grey text. To
make changes in page breaks, place your mouse pointer on the page break and, when it
turns into a double-headed arrow, drag the line to the new position. To get back to the
normal view, select the normal option from the view menu.

12.5.5 Modifying Page Setup

The Page settings can be setup by using the Page Setup command. This help you to
control the basic layout of the printed pages, change the margins, text alignment and set
the print titles.
216
Setting Print Titles Advanced Features of
Microsoft Excel
You can set print titles so that information about column, row headings get displayed on
each page in the printout.
To create print titles, the steps are:
1. Select the Page Setup option from File menu. The Page Setup dialog box will open
as shown in Figure 12.8.
2. Select the Sheet tab from the Page Setup dialog box.

Figure 12.8: Page Setup Dialog Box

3. If you want to define titles across the top of each page, select the Rows to repeat
at top box. If you want to define titles down the left side of each page, select the
column to repeat at left box.
4. Click on the OK button.
Removing Print Titles
You can remove the print titles by following the steps here under:
1. Select the Page Setup option from the File menu.
2. Select the Header/Footer tab as shown in Figure 12.9.
3. Click on the arrow next to the Header box.
4. Select a header from the drop-down list.
5. Select the data that you want to use as footer from the list.
6. Click on the OK button.

12.6 CREATING HEADERS AND FOOTERS

You can format headers and footers by selecting the Header/Footer tab available on the
Page Setup dialog box. Headers are printed at the top of every page and they are
commonly used for report titles, chapter names, company names, and so on. Footers are
mainly used for specifying page numbers, or total number of pages, and are printed at the
bottom of each page. There are a variety of built-in headers and footers from which you
can select or define your own headers and footers.
12.6.1 Using Built-in Headers and Footers
To use the built-in headers and footers, the steps are:
1. Select the Page Setup option from File menu.
2. Select the Header/Footer tab as shown in Figure 12.9. 217
Understanding
Computer Applications

Figure 12.9: Page Setup Dialog Box

3. Click on the arrow next to the Header box.

4. Select a header from the drop-down list.
5. Select the data that you want to use as footer from the list.
6. Click on the OK button.
12.6.2 Custom Headers and Footers
To define your own headers and footers, the steps are:
1. Select the Page Setup option from the File menu.
2. Select the Header/Footer tab.
3. Select the Custom Header option to display the Header dialog box as shown in
Figure 12.10.

Figure 12.10: Changing column width

This dialog box has three text boxes – left section, center section and right section.
These text boxes allow you to justify the text of your headers and footers. Data can be
left-aligned, centered or right-aligned. The buttons that are displayed above the text boxes
are used to insert the codes. The Date code, for example, inserts the current date. To
apply text formatting to the header or footer information, click on the Font button to
display the Font dialog box. The buttons on the Custom headers and their functions are
listed in the table which is given below:
Button Function
Font Format Invokes the font dialog box
Page Number Inserts the page number
Total pages Inserts the total number of pages
Current date Inserts the current date
Current time Inserts the current time
Worksheet name Inserts the name of the active sheet
218
 Advanced Features of
12.7 PROTECTING DATA WITHIN WORKBOOKS Microsoft Excel

Protection against loss or corruption of worksheet data has always been a matter of
great concern. This important issue has been dexterously dealt by Excel. There are
several levels of protection that can be applied to a workbook.

12.7.1 Password to Open a File

The top-most level of protection is set at the file level, which offers several protection
options. In this level of protecting data:

User needs to enter a password to open the file.

You can make your files read-only so that the data is not deleted or altered by
accident or intention.
To apply a password for protecting files, the steps are:
1. Select the Save As option from the File menu. The Save As dialog box gets invoked
as shown in Figure 12.11 (a):

Figure 12.11 (a) : Save As Option in File Menu

2. Click on the Options button. The Save Option dialog box gets invoked as shown in
Figure 12.11 (b).

Figure 12.11 (b) : Save Option Dialog Box

3. Enter the password you want to use for the file in the Password to open area of
the Save Options dialog box. This invokes the Confirm Password dialog box displayed
in Figure 12.11 (c).

Figure 12.11 (C) : Confirm Password Dialog Box

4. Re-enter the password to proceed in the Confirm Password dialog box and click
on the OK button. The Save As dialog box is displayed again. 219
Understanding 5. Click on the Save button in the Save AS dialog box.
Computer Applications
6. If the Replace Existing File dialog box gets invoked, then click on Yes to implement
password protection.

12.7.2 Password to Modify a File

The password that is set is to open or access the workbook. This password is used on
workbooks that contain vital information that needs to be kept confidential and protected
from getting corrupted. This option only allows a user to open the file. To save modifications
to a file, you can set a password that a user can enter to save the changes.
Entering a password in the password to modify text box in the Save Options dialog box
permits a user to open a workbook in the read-only mode. The user can view and
manipulate data but cannot save the changes made to the workbook without the knowledge
of the password.
Setting the Read-Only Option
The Save Options dialog box contains a read-only recommendation option which you can
activate so as to make your workbooks read-only.

12.7.3 Creating the Backup Option

The Save Options dialog box has an option for creating backups.
When activated, it creates backups because the Always create backup setting has been
applied. Every time the file is saved, Excel creates a backup. You can open this backup
file when the original file is corrupted. Backup files are saved as backups of the filename.
They have an extension .XLS and reside in the same folder as the original file.

12.7.4 Removing Protection and Modification Passwords

To remove the password protection from a file, the steps are:
1. Open the workbook that has the password for itself.
2. Select the Save As option from the File menu.
3. Click on the Options button.
Clear the password(s)
Asterisks will get displayed when there is a password.
4. Click on the OK button. The Save Options dialog box closes.
5. Now click on the save option to save the file.
6. Click on Yes when the Replace Existing File dialog box gets invoked.
There are three other levels of protection with workbooks that maintain data security at
the

Workbook level.

Worksheet level.

Object (cells and graphical objects) level.

12.7.5 Workbook Level Protection

A user can be restricted to use or change the workbook data even when the user has the
access to it. To implement security at the workbook level, the steps are:
220
1. Select the Protection option from the Tools menu. Advanced Features of
Microsoft Excel
2. Select the Protect Workbook option from the Protection submenu.
The Protect Workbook dialog box is involved as shown in Figure 12.12.

Figure 12.12 : Protect Workbook Dialog Box

The Protect Workbook dialog box enlists certain options. These are:
• Structure - prevents changes made to worksheet structure. Deleting, inserting,
renaming, copying, moving, hiding or unhiding sheet is prevented.
• Windows – checks changes made to workbook windows. Windows control button
is hidden and its window functions are deactivated.
• Password (optional) – is for optional passwords which can be upto 255 characters,
including special characters, and is case-sensitive.

12.7.6 Protection and Security at Worksheet Level

You may want to prevent users from changing the contents of a particular worksheet,
which is to say, you may want a user to make changes to one worksheet but not to the
others. You can follow these steps to do so:
1. Select the Protection option from the Tools menu.
2. Select the Protect Sheet option from the Protection submenu.The Protect Sheet
dialog box gets invoked as shown in figure 12.13.

Figure 12.13: Protect Sheet Dialog Box

The dialog box offers several options. These options allows a user to protect a sheet at
various levels.
• Contents - protects cells and chart items in a worksheet.
• Objects – protects graphic objects on a worksheet.
• Scenarios – prevents changes to scenario definition.
• Password (Optional) – is case-sensitive and can contain 255 characters, which
can include special characters. 221
Understanding HIDING SHEET: You can also hide all or part of the sheet. For this, you can select the
Computer Applications Format, Sheet and Hide options to a hide a worksheet. Unhide the worksheet by selecting
Format, Sheet and Unhide. If the workbook structure is protected, then the Hide and the
Unhide options fail to work. To overcome this, you should first hide the sheets and then
protect the workbook structure. Then unprotect the workbook to unhide the screen.
You can hide rows and columns by selecting the Tools, Row Hide and Format, Column
Hide options, respectively. If you choose Tools, Protection, Protect Sheet command,
then it becomes all the more difficult for the user to unhide the rows and columns.
12.7.7 Cell Protection
Cell protection is sometimes required to keep data in cells secure even when the entire
worksheet in which it resides has been worked on by other users.
You can protect the cells by following the steps:
1. Select the Cells options from the Format menu. The Format Cells dialog box gets
invoked as shown in Figure 12.14.
2. Select the Protection tab.

Figure 12.14 : Format Calls Dialog Box

There are two options available in the dialog box. These are:
Locked – this option does not allow the cells to be changed once the sheet is protected.
Hidden – this option hides the formulas once the sheet is protected.

12.8 SHARING DATA WITH OTHER APPLICATIONS

Excel allows you to link worksheets to a non-Excel document. This is facilitated by using
the Dynamic Data Exchange (DDE) and Object Linking and Embedding (OLE) utilities,
which are a part a Windows application. Using this feature, you can embed in MS
PowerPoint as MS Word document, an Excel worksheet, chart and so on. This capability
also exists in other applications, such as Access, Word and Excel.
Using OLE, you can embed or link documents.

You can embed a document from another application into an Excel worksheet. The
embedded application appears as an object which can be moved and resized. Editing
the contents of the object is possible by double-clicking on it.

In a link between two files, the information from the source document is
inserted into the destination document. As a result of the link, whenever there is a
change in the source document, the data in the destination document is automatically
updated.
222
12.8.1 Inserting Pictures into Worksheets Advanced Features of
Microsoft Excel
You can insert pictures, like those created in Paintbrush, into your worksheet to enhance
its appearance. To do so, follow these steps:
1. Select the Picture option from the Insert menu.
2. Select the Clip Art option from the Picture submenu.The Microsoft Clip Gallery
dialog box gets invoked as shown in Figure 12.15 (a).

Figure 12.15(a): Insert Clip Art Dialog Box

3. Click on the picture which you want to import.

4. Click on the Insert button to complete the process.
The picture will be inserted into the worksheet as shown in Figure 12.15 (b).

Figure 12.15 (b): Inserting Picture into Worksheet

12.8.2 Inserting or Linking to a Worksheet

You can link documents by following the steps listed here under:
1. Activate the sheet where you want to link the document.
2. Select the Objects option from the Insert menu and then click on the Create From
File tab.
3. Type the name of the document file that you want to link. Alternatively, use the
Browse button to search for the file.
4. To establish a link to the source file, activate the Link to file option.
5. Click on the OK button.
12.8.3 Embedding an Excel Object in Another Application
To embed the Excel object in other applications, you can :
1. Select the worksheet range or the chart that you want to embed. 223
Understanding 2. Select the Copy option from the Edit menu.
Computer Applications
3. Start the other application.
4. Open the document in which you want to embed the Excel object.
5. Select the Paste Special option from the Edit menu. Select the Paste Link from the
Paste Special dialog box and then click on the OK button.

12.9 WORKING WITH DATA FORMS USING LISTS

A list is data stored in worksheet cells. Columns in a list represent a category and determine
the type of information required for each entry in the list. Each row in the list is a record.
Records is a list that can be entered and edited by a user with the aid of the data forms
that Excel provides. A data form is a dialog box that is used to simplify the tasks of
entering data, deleting entries and finding specific cell entries. A sample list created in
Excel worksheet is shown in Figure 12.16. The columns in this list are considered as
Fields and the rows are treated as Records.

Figure 12.16 : Sample Excel worksheet

12.9.1 Adding Records with Data Forms

To add new records to the list, using the data forms, the steps are:
1. Select the Form option from the Data menu.
At the left side of the form are labels of the fields in the list and the text boxes that shows
the entries for the records. At the right side of the form are buttons that help to perform
specific operation in the list as shown in Figure 12.17.

Scroll
Bar

Figure 12.17 : Adding Recods With Data Forms

12.9.2 Deleting Records With Data Forms

Records can also be deleted from the list with the help of the data forms. When you use
the data forms to delete records, you are able to delete only one record at a time.
To delete the records, the steps are:
1. Select the Form option from the Data menu. This opens up the data form for the
224 current list.
2. Scroll to the record that you want to delete. Advanced Features of
Microsoft Excel
3. Click on the delete button. A message box gets invoked which prompts you to
confirm the deletion.
4. Confirm the record from the list, or click on Cancel to cancel the deletion.
The records below the deleted records gets renumbered automatically.
12.9.3 Finding Records with Data Form
You can use the data form to find particular records in a list. You can view only one
record at a time when you use the data form. To search for records, the steps are:
1. Select the Form option from the Data menu.
This opens the data form for the current list.
2. Click on the Criteria button. The window displayed is illustrated in Figure 12.18.

Figure 12.18 : Finding Records with data form

3. Select a text box and enter the criteria that you want to search. For example, marks
in Maths.
4. Select the Find Next button after you have entered the criteria. If no matches are
found, Excel beeps. Select the Find Previous button if you want to search backwards
in the list to find a match.
5. Select the Close button to clear the dialog box.
12.9.4 Sorting Data in a List
Sorting helps to arrange the data entries in a systematic order. You can sort a data base
or a list by a single or multiple fields in ascending or descending order.
Sorting by a Single Field
To sort a list or a database by a single field, you can:
1. Select any one cell within the database range.
2. Select the sort option from the Data menu. The Sort dialog box gets invoked as
show in Figure 12.19.

Figure 12.19 : Sort Dialog Box 225

Understanding 3. Select the field you want to sort from the Sort by drop-down list.
Computer Applications
4. Use the Options buttons to specify the ascending or descending order, or use the
buttons available on the standard toolbar.
5. Excel tries to determine if the database has a header row (field names), and sets the
Header row or No Header row setting accordingly in the My list has area.
Override this setting, if necessary.
6. Click on the OK button to sort the list.
Sorting by Multiple Fields
There may be situations where you need to sort a database by multiple fields. For example,
in students records list of database, you need to sort the records by the Name, and then by
the Total from the highest to the lowest. To do so, the steps are:
1. Select a cell inside the database.
2. Select the Sort option from the Data menu.
3. Select the Product field from the Sort by drop-down list, and select the Ascending
order option and specify the Amount field in the Then by deop-down list in the
Descending order.
4. Click on the OK button.
Your data would be sorted accordingly (refer to Figure 12.20).

Figure 12.20 : Sorting by Multiple Field

12.9.5 Filtering Data in a List

Filters allow you to work with selected rows of information in any list, including a list that
you have organized as the database. This implies that you can display only those database
records that meet your criteria. For example:
You want to send out certificates to academic proficiency to all those students who have
acquired more than 75% marks in their annual examinations. For this, you can filter the
data base so that only the records with more than 75% and above marks are displayed.

12.9.6 Using the Autofilter

AutoFilter is a special filter that filters records from the worksheet databases with the
help of a single command. It makes the filtering task very easy and quick. With AutoFilter,
you can also specify complex filtering criteria. To filter records by using the AutoFilter,
the steps are:
1. Select any cell in the database.
2. Select the Filter option from the Data menu.
226 3. Select the AutoFilter option from the Filter submenu.
Drop-down controls are placed on the top of each field name as shown in figure below. Advanced Features of
Microsoft Excel

4. Click on a drop-down control to apply a filter to the field.

The resultant list shows all the unique data entries in the column along with several other
options as shown in Figure 12.21 (a).

Figure 12.21 (a) : Using theAutofiller

You can use the drop-down menu lists for other fields to apply additional filters to your
database. A record must match all the selections that you make in the drop-down list.
Excel immediately hides all those records that do not match the criteria. There are three
options that you can use for special purposes:
• Choose(All) – to cancel the filter defined for the current column (filters in other
columns remain in effect).
• Choose (Top 10) – to apply criteria based on the values in the cells of the current
columns; for example, you can display the top ten records based on their cell values.
• Choose (Custom) – this is to apply complex criteria to your database.
If you select the Top 10 AutoFilter option from the drop-down list, as shown in Figure
12.21 (b) then the Top 10 AutoFilter dialog box gets displayed.

Figure 12.21 (b) : Top 10 Auto Filter Dialog Box

Once you apply the option to your data, then the data gets filtered and gets displayed in
the required format as shown in Figure 12.21 (c)

Figure 12.21 : Data Display Using Auto Filter 227

Understanding 12.9.7 Setting Custom Categories
Computer Applications
You can define a Custom AutoFilter when the data you want to filter meets the specified
criteria. To apply a customized criteria to a database, the steps are:
1. Select a cell in the database.
2. Select the Filter option from the Data menu.
3. Select the AutoFilter option from the Filter submenu. Drop-down arrows gets displayed
on the top of each field in the database.
4. Click on the arrow next to any field name and select the custom entry.
The Custom AutoFilter dialog box gets invoked as shown in Figure12.22 (a). It has
four boxes in which you can specify one or two criteria to apply to the current
column. Each criteria consists of a condition and data item.

Figure 12.22 (a) : Custom Auto Filter Dialog Box

5. Click on the arrow next to the first box. Select one of the operators from the resulting
list. These include conditions such as Equals, Does not equal, Is greater than, Is
less than, and so on.
6. Click on the arrow of the next box. A drop-down list is displayed. In this list there
are all unique data entries in the current column.
7. Select an entry (to complete the criteria) which you want to compare or enter the
data yourself in the text box.
8. You can repeat the last three steps to specify another criteria in the second row of
the text boxes.
If you specify another criteria, then select either the And or the Or option button to
connect the two criteria.
1. Click on the OK button to apply the custom criteria.
Excel hides all records that do not match the criteria. For example, if you want the
record for which the Name is Yashpal, then you can specify the conditions accordingly in
the custom AutoFilter as shown in Figure 12.22 (b).

Figure 12.22 (b) : Custom Auto Filter—Specifying Conditions

The result of this condition is displayed by Excel which hides all those records that do not
228 match the criteria.
 Advanced Features of
12.10 PIVOT TABLES Microsoft Excel

Pivot tables enable you to easily summarize and compare data in a list.
They are called pivot tables because you can change their layout by rearranging or
pivoting the row and column headings quickly and conveniently. You can use pivot tables
to create summaries of large amounts of data. You can summarize and rearrange data
specifically for charts with the help of pivot tables. Whenever the pivot tables change,
the chart based on those pivot tables also change. You can also use them for in-depth
data analysis or creating reports.
Using the Pivot Table Wizard
A pivot table can be created with the aid of the Pivot Table Wizard. To use the wizard,
the steps are:
1. Select the Pivot table Report option from the Data menu.
Step 1 of the Pivot Table Wizard dialog box gets invoked as shown in Figure 12.23 (a).

Figure 12.23 (a) : Pivot Table Wizard Dialog Box

1. Enter the data that you want to use in the pivot table.
2. Select the Microsoft Excel list or database when using worksheet data.
You can create a pivot table from other sources of data, from another pivot table, database
from other applications.
1. Click on the Next button.
Step 2 of the Pivot Table Wizard gets invoked as shown in Figure 12.23 (b):

Figure 12.23 (b) : Step 2 Pivot Table Wizard Dialog Box

2. Type the range address that is to be specified in the range text box.
3. Click on the Next button.
Step 3 of the Pivot Table Wizard gets invoked as shown in Figure 12.23 (c):

Figure 12.23 (c) : Step 3 Pivot Table Wizard Dialog Box 229
Understanding 4. Click on the Next button.
Computer Applications
5. Indicate whether you want to place the pivot table in a New worksheet or an Existing
Worksheet.

6. Select the Options button for more options.

7. You can enter Format and Data options according to your requirements.

8. Click on the Finish button.

The Pivot Table Wizard displays the results in a table on the worksheet [refer to
Figure 12.23 (d)].

Figure 12.23 (d) : Pivot Table Options Dialog Box

12.11 LET US SUM UP

In this Unit, we learnt about various advanced features of Microsoft Excel. You would
recall, we read that:

a list is a table of data stored in a worksheet. The top row of the list contains labels
identifying the contents of each column, and the rest of the rows under these headings
or labels contains data. It can also be thought of as a database table.

databases are modified and maintained by typing directly in to a worksheet. When
you require a more structured way of performing data entry, you can use Excel’s
built-in forms. A data form shows one record at a time. It can be used to add new
records and edit existing records.

sorting arranges data in a list or database in ascending or descending order.

filtering helps you to extract all those records that match your criteria.

12.12 CHECK YOUR PROGRESS EXERCISE

1. Create a custom number format to display the cell values in thousands.
2. Create a list with column headings as Names, Class, Marks, Percentage and
Grade and add some records to it.
Add some more records to it using the data forms.
Sort the list on Name and then by Marks.
230
 Use the AutoFilter to get the top ten marks of the students. Advanced Features of
Microsoft Excel
Summarize the worksheet list by using the pivot table, and create subtotals and
grand total.
3. Copy and paste a range of cells using the AutoFill handle. Find out the difference
in the results when the mouse pointer is positioned at the edge of the block of cells
and dragged, and when the lower right corner is dragged.
4. Create a worksheet in which column A has the label Roll-no, column B has the
label Names, Column C has the label Marks and Column D has the label
percentage.
Put in the required data for the respective columns in twenty rows for all columns
except for the roll number.
Enter the roll numbers for all twenty students in the format r1, r2, r3,….r20 by
using the Fill, Series command from the Edit menu.
Enter the marks of every student in the Marks column.
Calculate the percentage of each student, presuming that the marks are given out
of a total of 500. Complete the task by entering the percentage formula manually
for the first five students and then use the Edit formula feature for the next fifteen
students.

Calculate the Grand Total.

Calculate the Average
Rename the sheet as RESULT
Cut and Paste the students name, marks in another sheet which should be named
as REPORT.
5. Create a table with Column A labeled as Item Name, Column B as Item No.,
Column C as Price and Column D as Comments. Fill in the rows with appropriate
cell entries. Now do the following:
Customize the price field to display the amount in thousands 2,233 format.
Increase the column width by using the menu bar.
Increase the row height by using the mouse.
Align the data vertically to position the contents on top.
Fill in cell D1 with an entry “This product is not available and the supplier should be
informed about it’’.
Rotate the item names.
Change the font of Cell A1 to make it bold and underlined.
Add to your worksheet graphic objects and fill it with a title Sales Report.
Now create a chart by using the Chart Wizard (use a pie chart) and use the Column
A and C as its axis.
6. Create a range of 15 values and name it as Test. Find out the maximum value from
the text range, by using the range name in the formula.
7. Create a worksheet with column B containing 20 numeric values under the heading
Price. Column A
231
Understanding Should have 20 item numbers in the format 101, 102 till 120.
Computer Applications
Now create a formula to add all the values by specifying the cell references through
pointing.
Perform the same operation by using the AutoSum button.
Use the Paste Function feature and determine:
The number of entries
The maximum value
The minimum value
The average of all the twenty values
Search the cell value for item number 119 by using the Natural Language formula.
Create a bar chart using the values in the in column A as x-axis and use the values
of column B as y-axis. Give a title name to the chart as Rate Chart.
Record a macro to copy the contents of column A to column C (after recording the
macro remove the contents of column C and then run the macro).
8. i) Create a worksheet with a bar chart showing Book # against No. available.
Add headings as bar chart showing Book # against number of books issued
showing Books in Demand.
A Sample worksheet is given below:
ii) Previous this worksheet.
iii) Adjust the margins (on the Print Preview screen) to centralize the chartsheet
vertically.
iv) Copy a part of your worksheet data to MS Word in a document named
combination.
v) Create this Word document called Combination and save it in Excel worksheet
as an icon.
vi) Select an area of the Libmast worksheet data area and set it as a print area.
Print two copies of it.
9. Create your own page footers which should specify the page numbers in the format
A.1, A.2, and so on.
10. What option would you use to align the text both left and right? Which option would
be suitable to center text across multiple lines?
11. Create a worksheet with data in four pages and send only the first two pages for
printing.

12.13 ANSWERS TO CHECK YOUR PROGRESS

EXERCISE
1) Select a cell and make a numeric entry. Select the Cells option from the Format
menu. Select the Numbers tab from the Format Cell dialog box. Select the custom
Category and enter #,### in the type box. Click on the OK button. Now your cell
values would appear as 3,456.
2) No model answer. Do it yourself. This is practice exercise.
232
3) Dragging the edge of the block moves the block of data to another location while the Advanced Features of
Microsoft Excel
lower right corner has the AutoFill handle (a solid cross) which copies data to an adjacent
cell.
4) No model answer. This is practice exercise.
5) No model answer. This is a practice exercise.
6) Enter the 15 values in the First 15 rows of column A. Select the cell range. Select the
name option from the Insert menu. Select the Define option from the Name submenu. In
the Define Name dialog box enter the name you want to give to the range in the Name in
Workbook text box. Select a cell in which you want the formula. Type =MAX (in the
cell). Select the name option from the Insert menu. Select the Paste option from the
Name submenu. In the Paste Name dialog box select the name Test that gets displayed
in the past name text box. Click on the OK button. The formula now contains the range
name. Complete the formula by typing the closed brackets. Press Enter and the result
will be shown in the cell.
7) No model answer. This is a practice exercise.
8) No model answer. This is a practice exercise.
9) Select the Page Setup option from the File menu. Click on the Custom footer. Click on
the Center section on the Footer dialog box. Type A, and click on the Page number
button. Click on the OK button.
10) Use the justify option of the horizontal alignment. Use the option Center Across Selection
for centering text across multiple columns.
There are various options available for vertical alignment also. These are:
Top: Position contents at the top of the cell.
Center: Centers contents vertically within a cell.
Bottom: Position contents at the bottom of the cell.
Justify: Justifies lines vertically from top to bottom and automatically wraps the text.
To position contents at the bottom of the cell, which option would you select from the
vertical alignment options?
11) Select the print option from the file menu. In the print dialog box, specify pages 1 to 2 in
the print range section.

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