Microsoft ®

Excel
e

This Course Covers:

• Spreadsheet fundamentals: How to open,
create, and work with a spreadsheet
• How to enhance spreadsheets using formatting
techniques
• How to create and work with charts
• How to create formulas to perform a variety of
calculations
• How to manage workbooks and advanced
printing options
• How to analyze data using Excel’s list features
 Table of Contents
Introduction .......................................................................................................................... 7
Chapter One: The Fundamentals...................................................................................... 11
Lesson 1-1: Starting Excel...................................................................................................12
Lesson 1-2: What’s New in Excel 2002?.............................................................................14
Lesson 1-3: Understanding the Excel Program Screen........................................................16
Lesson 1-4: Using Menus ....................................................................................................18
Lesson 1-5: Using Toolbars and Creating a New Workbook...............................................20
Lesson 1-6: Filling Out Dialog Boxes .................................................................................22
Lesson 1-7: Keystroke and Right Mouse Button Shortcuts .................................................24
Lesson 1-8: Opening a Workbook .......................................................................................26
Lesson 1-9: Saving a Workbook..........................................................................................28
Lesson 1-10: Moving the Cell Pointer.................................................................................30
Lesson 1-11: Navigating a Worksheet .................................................................................32
Lesson 1-12: Entering Labels in a Worksheet .....................................................................34
Lesson 1-13: Entering Values in a Worksheet and Selecting a Cell Range .........................36
Lesson 1-14: Calculating Value Totals with AutoSum ........................................................38
Lesson 1-15: Entering Formulas..........................................................................................40
Lesson 1-16: Using AutoFill ...............................................................................................42
Lesson 1-17: Previewing and Printing a Worksheet ............................................................44
Lesson 1-18: Getting Help from the Office Assistant..........................................................46
Lesson 1-19: Changing the Office Assistant and Using the “What’s This” Button.............48
Lesson 1-20: Closing a Workbook and Exiting Excel .........................................................50
Chapter One Review............................................................................................................52
Chapter Two: Editing a Workbook.................................................................................. 59
Lesson 2-1: Entering Date Values and using AutoComplete ...............................................60
Lesson 2-2: Editing, Clearing, and Replacing Cell Contents...............................................62
Lesson 2-3: Cutting, Copying, and Pasting Cells ................................................................64
Lesson 2-4: Moving and Copying Cells with Drag and Drop .............................................66
Lesson 2-5: Collecting and Pasting Multiple Items .............................................................68
Lesson 2-6: Working with Absolute and Relative Cell References .....................................70
Lesson 2-7: Using the Paste Special Command ..................................................................72
Lesson 2-8: Inserting and Deleting Cells, Rows, and Columns...........................................74
Lesson 2-9: Using Undo, Redo, and Repeat ........................................................................76
Lesson 2-10: Checking Your Spelling .................................................................................78
Lesson 2-11: Finding and Replacing Information ...............................................................80
Lesson 2-12: Advanced Printing Options ............................................................................82
Lesson 2-13: File Management............................................................................................84
Lesson 2-14: Inserting Cell Comments ...............................................................................86
Lesson 2-15: Understanding Smart Tags .............................................................................88
4
Lesson 2-16: Recovering Your Workbooks .........................................................................90
Chapter Two Review............................................................................................................92
Chapter Three: Formatting a Worksheet .....................................................................99
Lesson 3-1: Formatting Fonts with the Formatting Toolbar ..............................................100
Lesson 3-2: Formatting Values ..........................................................................................102
Lesson 3-3: Adjusting Row Height and Column Width ....................................................104
Lesson 3-4: Changing Cell Alignment...............................................................................106
Lesson 3-5: Adding Borders ..............................................................................................108
Lesson 3-6: Applying Colors and Patterns.........................................................................110
Lesson 3-7: Using the Format Painter................................................................................112
Lesson 3-8: Using AutoFormat..........................................................................................114
Lesson 3-9: Creating a Custom Number Format ...............................................................116
Lesson 3-10: Creating, Applying, and Modifying a Style .................................................118
Lesson 3-11: Formatting Cells with Conditional Formatting.............................................120
Lesson 3-12: Merging Cells, Rotating Text, and using AutoFit.........................................122
Lesson 3-13: Finding and Replacing Formatting...............................................................124
Chapter Three Review .......................................................................................................126
Chapter Four: Creating and Working with Charts..................................................... 133
Lesson 4-1: Creating a Chart .............................................................................................134
Lesson 4-2: Moving and Resizing a Chart.........................................................................136
Lesson 4-3: Formatting and Editing Objects in a Chart.....................................................138
Lesson 4-4: Changing a Chart’s Source Data ....................................................................140
Lesson 4-5: Changing a Chart Type and Working with Pie Charts....................................142
Lesson 4-6: Adding Titles, Gridlines, and a Data Table ....................................................144
Lesson 4-7: Formatting a Data Series and Chart Axis .......................................................146
Lesson 4-8: Annotating a Chart .........................................................................................148
Lesson 4-9: Working with 3-D Charts ...............................................................................150
Lesson 4-10: Selecting and Saving a Custom Chart ..........................................................152
Lesson 4-11: Using Fill Effects..........................................................................................154
Lesson 4-12: Mapping Data...............................................................................................156
Lesson 4-13: Modifying a Map..........................................................................................158
Chapter Four Review .........................................................................................................160
Chapter Five: Managing Your Workbooks ................................................................... 167
Lesson 5-1: Switching Between Sheets in a Workbook.....................................................168
Lesson 5-2: Inserting and Deleting Worksheets.................................................................170
Lesson 5-3: Renaming and Moving Worksheets................................................................172
Lesson 5-4: Working with Several Workbooks and Windows ...........................................174
Lesson 5-5: Splitting and Freezing a Window ...................................................................176
Lesson 5-6: Referencing External Data .............................................................................178
Lesson 5-7: Creating Headers, Footers, and Page Numbers ..............................................180
Lesson 5-8: Specifying a Print Area and Controlling Page Breaks....................................182
Lesson 5-9: Adjusting Page Margins and Orientation .......................................................184
Lesson 5-10: Adding Print Titles and Gridlines.................................................................186
Lesson 5-11: Changing the Paper Size and Print Scale......................................................188
Lesson 5-12: Protecting and Hiding a Worksheet ..............................................................190
Lesson 5-13: Viewing a Worksheet and Saving a Custom View .......................................192
Lesson 5-14: Working with Templates...............................................................................194
Lesson 5-15: Consolidating Worksheets ............................................................................196
Chapter Five Review..........................................................................................................198
Chapter Six: More Functions and Formulas............................................................... 205
Lesson 6-1: Formulas with Several Operators and Cell Ranges ........................................206
Lesson 6-2: Using the Insert Function Feature ..................................................................208
Lesson 6-3: Creating and Using Range Names..................................................................210
 Introduction 5
Lesson 6-4: Selecting Nonadjacent Ranges and Using AutoCalculate.............................. 212
Lesson 6-5: Using the IF Function to Create Conditional Formulas ................................. 214
Lesson 6-6: Using the PMT Function................................................................................ 216
Lesson 6-7: Displaying and Printing Formulas ................................................................. 218
Lesson 6-8: Fixing Formula Errors.................................................................................... 220
Mathematical Functions .................................................................................................... 222
Financial Functions............................................................................................................ 224
Date and Time Functions................................................................................................... 226
Statistical Functions........................................................................................................... 228
Database Functions............................................................................................................ 229
Chapter Six Review ........................................................................................................... 230
Chapter Seven: Working with Lists..............................................................................235
Lesson 7-1: Creating a List................................................................................................ 236
Lesson 7-2: Using the Data Form to Add Records ............................................................ 238
Lesson 7-3: Finding Records ............................................................................................. 240
Lesson 7-4: Deleting Records............................................................................................ 242
Lesson 7-5: Sorting a List.................................................................................................. 244
Lesson 7-6: Filtering a List with the AutoFilter ................................................................ 246
Lesson 7-7: Creating a Custom AutoFilter ........................................................................ 248
Lesson 7-8: Filtering a List with an Advanced Filter ........................................................ 250
Lesson 7-9: Copying Filtered Records .............................................................................. 252
Lesson 7-10: Using Data Validation .................................................................................. 254
Chapter Seven Review....................................................................................................... 256
Chapter Eight: Automating Tasks with Macros......................................................... 261
Lesson 8-1: Recording a Macro......................................................................................... 262
Lesson 8-2: Playing a Macro and Assigning a Macro a Shortcut Key .............................. 264
Lesson 8-3: Adding a Macro to a Toolbar ......................................................................... 266
Lesson 8-4: Editing a Macro’s Visual Basic Code............................................................. 268
Lesson 8-5: Inserting Code in an Existing Macro ............................................................. 270
Lesson 8-6: Declaring Variables and Adding Remarks to VBA Code .............................. 272
Lesson 8-7: Prompting for User Input ............................................................................... 274
Lesson 8-8: Using the If…Then…Else Statement............................................................. 276
Chapter Eight Review........................................................................................................ 278
Chapter Nine: Working with Other Programs ........................................................... 281
Lesson 9-1: Inserting an Excel Worksheet into a Word Document ................................... 282
Lesson 9-2: Modifying an Inserted Excel Worksheet ........................................................ 284
Lesson 9-3: Inserting a Linked Excel Chart in a Word Document .................................... 286
Lesson 9-4: Inserting a Graphic into a Worksheet ............................................................. 288
Lesson 9-5: Opening and Saving Files in Different Formats............................................. 290
Chapter Nine Review......................................................................................................... 292
Chapter Ten: Using Excel with the Internet .............................................................295
Lesson 10-1: Adding and Working with Hyperlinks ......................................................... 296
Lesson 10-2: Browsing Hyperlinks and using the Web Toolbar........................................ 298
Lesson 10-3: Saving a Workbook as a Non-Interactive Web Page.................................... 300
Lesson 10-4: Saving a Workbook as an Interactive Web Page .......................................... 302
Lesson 10-5: Using Queries to Retrieve Information from the Web ................................. 304
Chapter Ten Review .......................................................................................................... 306
Chapter Eleven: Data Analysis and PivotTables ........................................................309
Lesson 11-1: Creating a PivotTable ................................................................................... 310
Lesson 11-2: Specifying the Data a PivotTable Analyzes ................................................. 312
Lesson 11-3: Modifying a PivotTable’s Structure ............................................................. 314
Lesson 11-4: Selecting What Appears in a PivotTable ...................................................... 315
6
Lesson 11-5: Grouping Dates in a PivotTable....................................................................316
Lesson 11-6: Updating a PivotTable ..................................................................................317
Lesson 11-7: Formatting and Charting a PivotTable..........................................................318
Lesson 11-8: Creating Subtotals ........................................................................................320
Lesson 11-9: Using Database Functions ............................................................................322
Lesson 11-10: Using Lookup Functions ............................................................................324
Lesson 11-11: Grouping and Outlining a Worksheet .........................................................326
Chapter Eleven Review......................................................................................................328
Chapter Twelve: What-If Analysis.............................................................................. 333
Lesson 12-1: Defining a Scenario......................................................................................334
Lesson 12-2: Creating a Scenario Summery Report ..........................................................336
Lesson 12-3: Using a One and Two-Input Data Table .......................................................338
Lesson 12-4: Understanding Goal Seek.............................................................................340
Lesson 12-5: Using Solver.................................................................................................342
Chapter Twelve Review .....................................................................................................344
Chapter Thirteen: Advanced Topics............................................................................ 349
Lesson 13-1: Hiding, Displaying, and Moving Toolbars ...................................................350
Lesson 13-2: Customizing Excel’s Toolbars......................................................................352
Lesson 13-3: Creating a Custom AutoFill List ..................................................................354
Lesson 13-4: Changing Excel’s Options ............................................................................356
Lesson 13-5: Password Protecting a Workbook.................................................................358
Lesson 13-6: File Properties and Finding a File ................................................................360
Lesson 13-7: Sharing a Workbook and Tracking Changes ................................................362
Lesson 13-8: Merging and Revising a Shared Workbook..................................................364
Lesson 13-9: Using Detect and Repair...............................................................................366
Chapter Thirteen Review ...................................................................................................368
Index .................................................................................................................................. 373
 Introduction
Welcome to CustomGuide: Microsoft Excel 2002! CustomGuide is a unique product that
allows organizations to create and print customized learning references. Each CustomGuide
contains specific lessons, chosen by the instructor, on exactly what you need to know. In other
words, this book was designed and printed just for you!
Unlike most other computer training courseware, CustomGuides are designed to be versatile.
Because of their unique design, each CustomGuide is like getting three books in one! Step-by-
step instructions make your CustomGuide great for use in an instructor-led classroom or as an
individual, self-paced tutorial. Detailed descriptions, illustrated diagrams, informative tables,
and an index make your CustomGuide suitable as a reference guide when you want to learn
more about a topic or process. The handy Quick Reference box, found on the second page of
each lesson, is great for when you need to know how to do something fast.
This CustomGuide is written in a down-to-earth, non-technical writing style that is easy to
understand and read.
This CustomGuide is a set of lessons that teach you everything you need to know about
Microsoft Excel 2002. It’s designed for new users who are just starting to learn how to use
Microsoft Excel for the first time and for more experienced users who want to learn more
advanced features.
Here’s how your CustomGuide is organized:

Chapters
This book is divided into several chapters. Each chapter covers a set of topics that are related
in some way to each other. Aren’t sure if you are ready for a chapter? Look at the
prerequisites that appear at the beginning of each chapter. They will tell you what you should
know before you start the chapter.

Lessons
Each chapter contains several lessons. These lessons are what will teach you Microsoft Excel
2002. Each lesson explains a new skill or topic and contains a step-by-step exercise for you to
follow to give you hands-on-experience.

Chapter Summaries
To help you absorb and retain all that you have learned, you will find a chapter summary at
the end of each chapter that contains a brief recap of everything you have covered in the
chapter’s lessons, a quiz to assess how much you’ve learned (and which lessons you might
want to look over again), and a humorous homework assignment where you can put your new
skills into practice. If you’re having problems with a homework exercise, you can always
refer back to the lessons in the chapter to get help.
8

How to Use the Lessons

Every topic is presented on two facing pages, so that you can concentrate on the lesson
without having to worry about turning the page. Since this is a hands-on course, each lesson
contains an exercise with step-by-step instructions for you to follow.
To make learning Excel easier every exercise follows certain conventions:
• Anything you’re supposed to click, drag, or press appears like this.
• Whenever you’re supposed to type something, it is appears like this.
• This book never assumes you know where (or what) something is. The first time you’re
told to click something, a picture of what you’re supposed to click appears either in the
margin next to the step, or in the illustrations at the beginning of the lesson.

Illustrations show what your

screen should look like as you 24 Microsoft Excel 2000
follow the lesson and describe 24 Microsoft Excel 2000
controls, dialog boxes, and
processes. Lesson
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An easy to understand
Figure 4-3
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topic covered in the lesson and
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click or look for 1. Select the cell range D5:D17 and click the Comma Style button on
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guide you through the exercise.

When you need to click
something, it appears like this.
 Introduction 9

• When you see a keyboard instruction like “press <Ctrl> + <B>” you should press and
hold the first key (Ctrl in this example) while you press the second key (B in this
example). Then after you’ve pressed both keys you can release them.
• There is usually more than one way to do something in Excel. The exercise explains the
most common method of doing something, while the alternate methods appear in the
margin. Use whatever approach feels most comfortable for you.
• Important terms appear in italics the first time they’re presented.
• Whenever something is especially difficult or can easily go wrong, you’ll see a:
NOTE:
immediately after the step, warning you of pitfalls that you could encounter if you’re not
careful.
• Our exclusive Quick Reference box appears at the end of every lesson. You can use it to
review the skills you’ve learned in the lesson, and as a handy reference—when you need
to know how to do something fast and don’t need to step through the sample exercises.

Formatting a Worksheet 25
Formatting a Worksheet 25

2. Click cell A4 and type Annual Sales.

2. Click cell A4inand
The numbers type Annual
this column Sales. as currency.
should be formatted Anything you need to type
The numbers in this column should be formatted as currency.
3. Press <Enter> to confirm your entry and overwrite the existing appears like this.
3. Press <Enter> to confirm your entry and overwrite the existing
information.
information.
4. Select the cell range G5:G17 and click the Currency Style button on
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 Chapter One: The
Fundamentals
Chapter Objectives: " Prerequisites
• Starting Microsoft Excel • A computer with
Windows 95, 98, or NT
• Giving commands to Excel and Excel 2002
installed.
• Entering labels and values into a workbook
• An understanding of
• Navigating a workbook basic computer
functions (how to use
• Naming and saving a workbook the mouse and
keyboard.)
• Previewing, and printing a workbook
• Closing a workbook and exiting Excel

Chapter Task: Create a simple income and expense report

Welcome to your first lesson of Microsoft Excel 2002. Excel is a powerful spreadsheet
software program that allows you to make quick and accurate numerical calculations.
Entering data onto a spreadsheet (or worksheet as they are called in Excel) is quick and easy.
Once data has been entered in a worksheet, Excel can instantly perform any type of
calculation on it. Excel can also make your information look sharp and professional. The uses
for Excel are limitless: businesses use Excel for creating financial reports, scientists use Excel
for statistical analysis, families use Excel to help manage their investment portfolios.
Microsoft Excel is by far the most widely used and, according to most reviews, the most
powerful and user-friendly spreadsheet program available. You’ve made a great choice by
deciding to learn Microsoft Excel 2002.
This chapter will introduce you to the Excel ‘basics’—what you need to know to create, print,
and save a worksheet. If you’ve already seen the Microsoft Excel program screen before, you
know that it is filled with cryptic-looking buttons, menus, and icons. By the time you have
finished this chapter, you will know what most of those buttons, menus, and icons are used
for.
12 Microsoft Excel

Lesson 1-1: Starting Excel

Figure 1-1
The Windows Desktop.
Figure 1-2
Programs located under
the Windows Start button.
Figure 1-3
The Microsoft Excel
program screen.

Figure 1-1 Figure 1-2

Figure 1-3

Before starting Microsoft Excel 2002 you have to make sure your computer is on—if it’s not,
turn it on! You start Excel 2002 the same as you would start any other Windows program on
your computer—with the Start button. Because every computer is setup differently (some
people like to rearrange and reorder their program menu) the procedure for starting Excel on
your computer may be slightly different from the one listed here.

1. Make sure your computer is on and the Windows desktop is open.

Start button
Your computer screen should look similar to the one shown in Figure 1-1.
2. Use your mouse to point to and click the Start Button, located at the
bottom-left corner of the screen.
The Windows Start menu pops ups.
3. Use the mouse to move the pointer over the word Programs.
A menu similar to the one show in Figure 1-2 pop-outs to the right of Programs. The
programs and menus listed will depend on the programs installed on your computer, so
your menu will probably look somewhat different from the illustration.
 Chapter One: The Fundamentals 13
4. On the Programs menu, point to and click Microsoft Excel.
Depending on how many programs are installed on your computer and how they are
organized, it might be a little difficult to find the Microsoft Excel program. Once you
click the Microsoft Excel program, your computer’s hard drive will whir for a moment
while it loads Excel. The Excel program screen appears, as shown in Figure 1-3.
That’s it! You are ready to start creating spreadsheets with Microsoft Excel. In the next lesson,
you will learn what all those funny-looking objects on your screen are.

! Quick Reference
To Start the Microsoft
Excel Program:
1. Click the Windows Start
button.
2. Select Programs →
Microsoft Excel.
14 Microsoft Excel

Lesson 1-2: What’s New in Excel

2002?
Figure 1-4
Type a natural language
query, such as "How do I
determine the monthly
payment for a car loan",
and the Function Wizard
returns a list of
recommended functions
you can use to accomplish
your task.

Figure 1-4

If you’re upgrading from Excel 97 or 2000 to Excel 2002 you’re in luck—in most respects
Excel 2002 looks and works almost the same as your trusty version of Excel 97. Here’s what’s
new in Excel 2002:

Table 1-1: What’s New

New Feature Description
Streamlined User Office XP has a new look and feel that improves the user’s Office experience.
Interface This includes removing visually competing elements, visually prioritizing items
New in 2002 on a page, increasing letter spacing and word spacing for better readability, and
defining foreground and background color to bring the most important elements
to the front.
Smart Tags Perhaps the biggest new feature in Excel 2002, context-sensitive smart tags are
New in 2002 a set of buttons that provide speedy access to relevant information by alerting
you to important actions—such as formatting options for pasted information,
formula error correction, and more.
Task Panes The Task Pane appears on the right side of the screen and lets you quickly
New in 2002 perform searches, open or start a new workbook, and view the contents of the
clipboard.
Speech Office XP increases user productivity with voice commands. Users can dictate
New in 2002 text, make direct formatting changes, and navigate menus using speech and
voice commands.
 Chapter One: The Fundamentals 15
New Feature Description
Speech Playback An option to have a computer voice play back data after every cell entry or after
New in 2002 a range of cells has been entered makes verifying data entry convenient and
practical. You can even choose the voice the computer uses to read back your
data.
Expanded The practical functionality of AutoSum has expanded to include a drop-down list
AutoSum of the most common functions. For example, you can click Average from the list
functionality to calculate the average of a selected range, or connect to the Function Wizard
New in 2002 for more options.

Recommended Type a natural language query, such as "How do I determine the monthly
functions in the payment for a car loan", and the Function Wizard returns a list of recommended
Function Wizard functions you can use to accomplish your task.
New in 2002
Formula error Like a grammar or spell checker, Excel uses certain rules to check for problems
checking in formulas. These rules can help find common mistakes. You can turn these
New in 2002 rules on or off individually.

Personalized Office 2000 displays only the commands that you use most often on new
Menus personalized menus and toolbars. A menu’s more advanced commands are
New in 2000 hidden from view, although you can easily expand a menu to reveal all of its
commands. After you click a command, it appears on your personalized menu.
Multiple Cut, Copy, An improved Office XP clipboard lets you copy up to 24 pieces of information at
and Paste once across all the Office applications or the Web and store them on the Task
Clipboard Pane. The Task Pane gives you a visual representation of the copied data and a
New in 2002 sample of the text, so you can easily distinguish between items as they transfer
them to other documents
See What You Use the Windows taskbar to switch between open Office documents—each
Have Open document appears as an icon on the taskbar.
New in 2000
Improved Office The Assistant uses less space on your screen, while still providing you with all
Assistant the help you need. If the Office Assistant can't answer your question, it can take
New in 2000 you to the Web for more information.

Find and Replace Finding and replacing data in Excel includes new options to match formatting
New in 2002 and search an entire workbook or worksheets.

Create Web Pages Support for the Internet has been greatly improved in all Office XP programs.
New in 2000 You can easily save your Excel workbooks as Web pages, and even create
interactive Web pages, which have basic spreadsheet functionality and allow
users to add, change, calculate, and analyze data.
Improved PivotTable have been completely revamped in Excel 2000. Instead of using a
PivotTable Reports non-intuitive diagram to create a PivotTable report, you can now use drop and
New in 2000 drag to lay out a PivotTable directly on the worksheet. PivotTable reports can
now easily be formatted with the AutoFormat command. Finally, row, column,
and page fields now have drop-down arrows, which you can use to show or
hide items in the fields.
16 Microsoft Excel

Lesson 1-3: Understanding the

Excel Program Screen
Title bar Menu bar Formula bar Standard toolbar Formatting toolbar
Figure 1-5
Elements of the Excel
program screen.

Name box

Active cell
Column
Cell pointer
headings

Worksheet
Row headings
window

Sheet tab
scrolling buttons

Status bar Worksheet Horizontal Vertical Task pane

tabs scroll bar scroll bar
Figure 1-5

You might find the Excel 2002 program screen a bit confusing and overwhelming the first
time you see it. What are all those buttons, icons, menus, and arrows for? This lesson will
help you become familiar with the Excel program screen. There are no step-by-step
instructions in this lesson—all you have to do is look at Figure 1-5 then refer to Table 1-1:
The Excel Program Screen, to see what everything you’re looking at means. And, most of all,
relax! This lesson is only meant to help you get aquatinted with the Excel screen—you don’t
have to memorize anything.
 Chapter One: The Fundamentals 17

Table 1-1: The Excel Program Screen

Element What it’s Used For
Title bar Displays the name of the program you are currently using (in this case,
Microsoft Excel) and the name of the workbook you are working on. The title bar
appears at the top of all Windows programs.
Menu Bar Displays a list of menus you use to give commands to Excel. Clicking a menu
name displays a list of commands—for example, clicking the Format menu
name displays different formatting commands.
Standard toolbar Toolbars are shortcuts—they contain buttons for the most commonly used
commands (instead of having to wade through several menus). The Standard
toolbar contains buttons for the Excel commands you use the most, such as
saving, opening, and printing workbooks.
Formatting toolbar Contains buttons for the most commonly used formatting commands, such as
making text bold or italicized.
Task pane New in Office XP, the task pane lists commands that are relevant to whatever
you’re doing in Excel. You can easily hide the task pane if you want to have
more room to view a workbook: Simply click the close button in the
upper-right corner of the task pane.
Worksheet window This is where you enter data and work on your worksheets. You can have more
than one worksheet window open at a time.
Cell Pointer and Highlights the cell you are working on. The current cell in Figure 1-5 is located
Active Cell at A1. To make another cell active just click the cell with the mouse or press the
arrow keys on the keyboard to move the cell pointer to a new location.
Formula Bar Allows you view, enter, and edit data in the current cell. The Formula bar
displays any formulas a cell might contain.
Name Box Displays the active cell address. In Figure 1-5 “A1” appears in the name box,
indicating that the active cell is A1.
Worksheet Tabs You can keep multiple worksheets together in a group called a workbook. You
can move quickly from one worksheet to another by clicking the worksheet tabs.
You can give worksheets your own meaningful names, such as “Budget” instead
of “Sheet1.” Excel workbooks contain 3 worksheets by default.
Scroll bars There are both vertical and horizontal scroll bars—you use them to view and
move around your spreadsheet. The scroll box shows where you are in the
workbook—for example, if the scroll box is near the top of the scroll bar you’re
at the beginning of a workbook.
Status bar Displays messages and feedback.

Don’t worry if you find some of these elements of the Excel program screen confusing at
first—they will make more sense after you’ve actually used them—which you will get a
chance to do in the next lesson.
18 Microsoft Excel

Lesson 1-4: Using Menus

Figure 1-6
The File menu.
Check to always
Figure 1-7 show every option
on a menu
The Customize dialog box.

Figure 1-6

Figure 1-7

This lesson explains the one of the most ways to give commands to Excel—by using the
menus. Menus for all Windows programs can be found at the top of a window, just beneath
the program’s title bar. In Figure 1-6 notice the words File, Edit, View, Insert, Tools, Data,
Window, and Help. The next steps will show you why they’re there.

1. Click the word File on the menu bar.

A menu drops down from the word File, as shown in Figure 1-6. The File menu
contains a list of file-related commands, such as New, which creates a new file, Open,
which opens or loads a saved file, Save, which saves the currently opened file, and
Close, which closes the currently opened file. Move on to the next step to try selecting
a command from the File menu.
2. Click the word Close in the File menu.
The workbook window disappears—you have just closed the current workbook. Notice
Tools menu with every each of the words in the menu has an underlined letter somewhere in it. For example,
command displayed. the F in the File menu is underlined. Holding down the <Alt> key and pressing the
underlined letter in a menu does the same thing as clicking it. For example, pressing
the <Alt> key and then the <F> key would open the File menu. Move on to the next
step and try it for yourself.
3. Press the <Alt> key then press the <F> key.
The File menu appears. Once you open a menu you can navigate through the different
menus using either the mouse or the <Alt> key and the letter that is underlined in the
menu name.
4. Press the Right Arrow Key <→ → >.
The next menu to the right, the Edit menu, appears. If you open a menu and then
change your mind, it’s easy to close it without selecting any commands. Just click
anywhere outside the menu or press the <Esc> key.
5. Click anywhere outside the menu to close the menu without issuing any
The Tools menu with commands.
less frequently used
NOTE: The procedure for using menus and the general order/layout of the menu is the
commands hidden
same for most Windows programs. So once you master Excel’s menus, you
can handle just about any Windows-based program!
 Chapter One: The Fundamentals 19
The menus in Excel 2002 work quite a bit differently than in other Windows
programs—even than previous versions of Excel! Microsoft Excel 2002 displays its
menu commands on the screen in three different ways:
• By displaying every command possible, just like most Windows programs, including
earlier versions of Excel.
• By hiding the commands you don’t use as frequently (the more advanced commands)
from view.
• By displaying the hidden commands by clicking the downward-pointing arrows ( )
at the bottom of the menu or after waiting a couple seconds.
6. Click the word Tools in the menu.
The most common menu commands appear in the Tools menu. Some people feel
intimidated by being confronted with so many menu options, so the menus in Office
2002 don’t display the more advanced commands at first. To display a menu’s
The Tools menu will
advanced commands either click the downward-pointing ( ) at the bottom of the menu
display less frequently
else keep the menu open a few seconds.
used commands
7. Click the downward-pointing arrow ( ) at the bottom of the Tools menu. displayed after
The more advanced commands appear shaded on the Tools menu. clicking the downward-
If you’re accustomed to working with earlier versions of Microsoft Office you may pointing arrow ( ) at
find that hiding the more advanced commands is disconcerting. If so, you can easily the bottom of the
change how Excel’s menus work. Here’s how: menu.
8. Select View → Toolbars → Customize from the menu.
The Customize dialog box appears, as shown in Figure 1-7. This is where you can ! Quick Reference
change how Excel’s menus work. There are two check boxes here that are important: To Open a Menu:
• Menus Show Recently Used Commands First: Clear this check box if you • Click the menu name with
want to show all the commands on the menus, instead of hiding the advanced the mouse.
commands. Or…
• Show Full Menus After a Short Delay: If checked, this option waits a few • Press <Alt> and then the
seconds before displaying the more advanced commands on a menu. underlined letter in menu.
9. Click Close.
To Display a Menu’s
Hidden Commands:
Table 1-2: Menus found in Microsoft Excel
• Click the downward-
File Description pointing arrow ( ) at the
File File-related commands to open, save, close, print, and create new files. bottom of the menu.
Or…
Edit Commands to copy, cut, paste, find, and replace text.
• Open the menu and wait
View Commands to change how the workbook is displayed on the screen. a few seconds.
Insert Lists items that you can insert into a workbook, such as graphics and charts. To Change How Menus
Work:
Format Commands to format fonts, cell alignment, and borders.
1. Select View → Toolbars
Tools Lists tools such the spell checker and macros. You can also change Excel’s → Customize from the
default options here. menu.
Data Commands to analyze and work with data information. 2. Check or clear either the
Menus Show Recently
Window Commands to display and arrange multiple windows (if you have more than one Used Commands First
file open.) and/or Show Full Menus
Help Get help on using the program. After a Short Delay
options, then click Close.
20 Microsoft Excel

Lesson 1-5: Using Toolbars and

Creating a New Workbook
Click the to see additional
Figure 1-8 buttons on the toolbar

The Standard and

Formatting toolbars
squished together on the
same bar.
Figure 1-9 Figure 1-8 Standard toolbar Formatting toolbar
Standard toolbar
The Standard and
Formatting toolbars
stacked as separate
toolbars.
Figure 1-10
The Customize dialog box. Figure 1-9 Formatting toolbar

To Display the Standard and Formatting

toolbars on Separate Rows…
1. Click the button on the toolbar…

2. Select Show Buttons on Two

Rows

Figure 1-10

In this lesson, we move on to another common way of give commands to Excel—using

toolbars. Toolbars are shortcuts—they contain buttons for the most commonly used
New Workbook
button commands. Instead of wading through several menus to access a command, you can click a
single button on a toolbar. Two toolbars appear when you start Excel by default:
Other Ways to Create a
New Workbook: • Standard toolbar: Located either to the left or on the top, the Standard toolbar contains
• Select File → New buttons for the commands you’ll use most frequently in Excel, such as Save and Print.
from the menu. • Formatting toolbar: Located either to the right of or below the Standard toolbar, the
Formatting toolbar and contains buttons for quickly formatting fonts and paragraphs.

1. Position the mouse pointer over the New button on the Standard toolbar
(but don’t click the mouse yet!)
A Screen Tip appears over the button briefly identifying what the button is, in this case
Screen Tip “New”. If you don’t know what a button on a toolbar does, simply move the pointer
over it, wait a second, and a ScreenTip will appear over the button, telling you what it
does.
 Chapter One: The Fundamentals 21
2. Click the New button on the Standard toolbar.
A new, blank workbook appears—not only have you learned how to use Microsoft
Excel’s toolbars, but you’ve also learned how to create a new, blank workbook.
Excel’s toolbars also have “show more” arrows, just like menus do. When click a
button, it displays a drop-down menu or a list of the remaining buttons on the toolbar,
as well as several toolbar related-options.
3. Click the button on the far-left side of the Standard toolbar.
A list of the remaining buttons on the Standard toolbar appear, as shown in Figure
1-10. Just like personalized menus, Excel remembers the which toolbar buttons you use
most often, and displays them in a more prominent position on the toolbar.
4. Click anywhere outside the toolbar list to close the list without selecting
Click the button to
any of its options.
see and/or add
Today, many computers have larger monitors, so Microsoft decided to save space on additional toolbar
the screen in Office XP and squished both the Standard and Formatting toolbars buttons.
together on the same bar, as shown in Figure 1-8. While squishing two toolbars
together on the same bar gives you more space on the screen, it also makes the two
toolbars look confusing—especially if you’re used to working with a previous version
of Microsoft Office. If you find both toolbars sharing the same bar confusing, you can
“un-squish” the Standard and Formatting toolbars and stack them on top of each other,
as illustrated in Figure 1-9. Here’s how…
5. Click the button on either the Standard or Formatting toolbar.
A list of more buttons appear and options, as shown in Figure 1-10. To stack the
Standard and Formatting toolbars on top of one another select the Show Buttons on ! Quick Reference
Two Rows option.
6. Select Show Buttons on Two Rows from the list. To Use a Toolbar Button:
Microsoft Excel displays the Standard and Formatting toolbars on two separate rows. • Click the button you want
You can display the Standard and Formatting toolbars on the same row using the same to use.
procedure. To Display a Toolbar
7. Click the button on either the Standard or Formatting toolbar and Button’s Description:
select Show Buttons on One Row from the list. • Position the pointer over
Excel once again displays the Standard and Formatting toolbars on the same row. the toolbar button and
wait a second. A
So should you display the Standard and Formatting toolbars on the same row or should you ScreenTip will appear
give each toolbar its own row? That’s a question that depends on the size and resolution of above the button.
your computer’s dipslay and your own personal preference. If you have a large 17-inch
monitor, you might want to display both toolbars on the same row. On the other hand, if you To Create a New
have a smaller monitor or are constantly clicking the buttons to access hidden toolbar Workbook:
buttons you may want to consider display the Standard and Formatting toolbar on separate • Click the New button
rows. on the Standard toolbar.
Or…
• Select File → New from
the menu.
To Stack the Standard and
Formatting toolbars in
Two Separate Rows:
• Click the button on
either toolbar and select
Show Buttons on Two
Rows from the list.
22 Microsoft Excel

Lesson 1-6: Filling Out Dialog

Boxes
Figure 1-11 Scroll Up Button
Tab
Click here to scroll
The Font dialog box. Text up

Figure 1-12
List box Scroll Down Button
Using a Scroll Bar. Click here to scroll
down
Combo box Scroll Box
Indicates your current
Preview area: see position in the list (you
how your can also click and drag
changes will the scroll box to scroll
appear before up or down)
you make them
Figure 1-12
Check box

Figure 1-11

Some commands are more complicated than others are. Saving a file is a simple process—just
select File → Save from the menu or click the Save button on the Standard toolbar. Other
commands are more complex—for example, suppose you want to change the top margin of
the current workbook to a half-inch? Whenever you want to do something relatively
complicated, you must fill out a dialog box. Filling out a dialog box is usually quite easy—if
you’ve worked at all with Windows, you’ve undoubtedly filled out hundreds of dialog boxes.
Dialog boxes usually contain several types of controls, including:
• Text boxes
Text Box • List boxes
• Check boxes
• Combo boxes (also called drop down lists)
It’s important that you know the names of these controls, because this book will refer to them
in just about every lesson. This lesson gives you a tour of a dialog box, and explains each of
these controls, so you will know what they are and know how to use them.

List Box 1. Click the word Format from the menu.

The Format menu appears. Notice the items listed in the Format menu are followed by
ellipses (…). The ellipses indicate there is a dialog box behind the menu.
2. Select Cells from the Format menu.
Tabs The Format Cells dialog box appears. The Format Cells dialog box is actually one of
the most complex dialog boxes in Microsoft Excel, and contains several different types
of components you can fill out.
 Chapter One: The Fundamentals 23
First let’s look at the tabs in the Format Cells dialog box. Some dialog boxes have so
many options that they all can’t fit on the same screen. When this happens, Windows
divides the dialog box into several related Tabs or sections. To view a different tab, Check Box
simply click it.
3. Click the Alignment tab.
The Alignment tab appears in front.
4. Click the Font tab.
The Font tab of the Format Cells dialog box appears, as shown in Figure 1-11.
Remember: the purpose of this lesson is to learn about dialog boxes, not how to format Combo Box
fonts (we’ll cover that later.) The next destination on our dialog box tour is the text
box.
Look at the Font text box, located in the upper left corner of the dialog box. Text boxes
Button
are the most common component of a dialog box, and are nothing more than the old
fill-in-the-blank you’re already familiar with if you’ve filled out any type of form. To
use a text box, click the text box or press the <Tab> key until the insertion point
appears in the text box, then simply type what you want to appear into the text box. ! Quick Reference
5. Make sure the Font text box is selected and type Arial.
To Use a Text Box:
You’ve just filled out the text box—nothing to it. The next stop in our dialog box tour
is the list box. There’s a list box located directly below the Font text box you just typed • Simply type the
in. A list box is a way of listing several (or many) options into a small box. Sometimes information directly into
list boxes contain so many options that they can’t all be displayed at once, and you the text box.
must use the list boxes scroll bar, as shown in Figure 1-12, to move up or down the To Use a List Box:
list.
• Click the option you want
6. Click and hold the Font list box’s Scroll Down button until Times New from list box. Use the
Roman appears in the list, then click the Times New Roman option to scroll bar to move up and
select it. down through the list
Our next destination is the combo box. The combo box is the cousin of the list box—it box’s options.
also displays a list of options. The only difference is you must click the combo box’s To Use a Combo Box:
downward pointing arrow to display its options.
• Click the Down Arrow to
7. Click the Underline combo box down arrow. list the combo box’s
A list of underlining options appears below the combo box. options. Click an option
8. Select Single from the combo box. from the list to select it.
Sometimes you need to select more than one item from a dialog box. For example, To Check or Uncheck a
what if you want to add Shadow formatting and Small Caps formatting to the selected Check Box:
font? You use the check box control when you’re presented with multiple choices. • Click the check box.
9. In the Effect section click the Strikethrough check box and click the
To View a Dialog Box Tab:
Superscript check box.
• Click the tab you want to
The last destination on our dialog box tour is the button. Buttons found in dialog boxes
view.
are used to execute or cancel commands. Two buttons are in just about every dialog
box: To Save Your Changes
• OK: Applies and saves any changes you have made and then closes this dialog box. and Close a Dialog Box:
Pressing the <Enter> key is usually the same as clicking the OK button. • Click the OK button or
• Cancel: Closes the dialog box without applying and saving any changes. Pressing press <Enter>.
the <Esc> key is the same as clicking the cancel button. To Close a Dialog Box
10. Click the Cancel button to cancel the changes and close the dialog box. without Saving Your
Changes:
• Click the Cancel button or
press <Esc>.
24 Microsoft Excel

Lesson 1-7: Keystroke and Right

Mouse Button Shortcuts
Figure 1-13 Print Scroll Num Caps Scroll
Esc F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Screen Lock Pause Lock Lock Lock

Hold down the Ctrl key ~

`
!
1
@
2
#
3
$
4
%
5
^
6
&
7
*
8
(
9
)
0
+
=
Backspace Insert Home Page
Up
Num
Lock / *

and press another key to Tab Q W E R T Y U I O P { } | Delete End Page 7 8 9

[ ] \ Down Home PgUp
+
Caps A S D F G H J K L : " Enter 4 5 6
;

execute a keystroke
Lock
'
Shift Z X C V B N M < > ? Shift 1 2 3
, . / End PgDn
Enter
.

shortcut. Ctrl Alt Alt Ctrl 0

Ins Delete

Figure 1-14 Figure 1-13

Opening a shortcut menu

for toolbars.

Figure 1-14

You are probably starting to realize that there are several methods to do the same thing in
Excel. For example, to save a file, you can use the menu (select File → Save) or the toolbar
(click the Save button). This lesson introduces you to two more methods of executing
commands: Right mouse button shortcut menus and keystroke shortcuts.
You know that the left mouse button is the primary mouse button, used for clicking and
double-clicking, and it’s the mouse button you will use over 95 percent of the time when you
work with Excel. So what’s the right mouse button for? Whenever you right-click something,
it brings up a shortcut menu that lists everything you can do to the object. Whenever you’re
unsure or curious about what you can do with an object, click it with the right mouse button.
A shortcut menu will appear with a list of commands related to the object or area you right-
clicked.
Right mouse button shortcut menus are a great way to give commands to Excel, because you
Shortcut menu don’t have to wade through several levels of unfamiliar menus when you want to do
something.

1. Click the right mouse button while the cursor is anywhere inside the
workbook window.
Right-click an object A shortcut menu appears where you clicked the mouse. Notice one of the items listed
to open a shortcut on the shortcut menu is Format Cells. This is the same Format Cells command you can
menu that lists select from the menu (clicking Format → Format Cells). Using the right mouse button
everything you can do shortcut method is slightly faster and usually easier to remember than Excel’s menus. If
to the object. you open a shortcut menu and then change your mind, you can close it without
selecting anything. Here’s how:
 Chapter One: The Fundamentals 25
2. Move the mouse button anywhere outside the menu and click the left
mouse button to close the shortcut menu.
Remember that the options listed in the shortcut menu will be different, depending on
what or where you right-clicked.
3. Position the pointer over either the Standard or Formatting toolbar and
click the right mouse button.
A shortcut menu appears listing all the toolbars you can view, as shown in Figure 1-14.
4. Move the mouse button anywhere outside the menu in the workbook
window and click the left mouse button to close the shortcut menu.
On to keystroke shortcuts. Without a doubt, keystroke shortcuts are the fastest way to
give commands to Excel, even if they are a little hard to remember. They’re great
timesavers for issuing common commands that you do all the time. To issue a
keystroke-shortcut press and hold the <Ctrl> key, press the shortcut key, and release
both buttons.
5. Press <Ctrl> + <I> (the Ctrl and I keys at the same time.)
This is the keystroke shortcut for Italics. Note that the Italics button on the Formatting
toolbar becomes depressed.
6. Type Italics.
The Ctrl key
The text appears in Italics formatting.
NOTE: Although we won’t discuss it in this lesson, Excel’s default keystroke
shortcuts can be changed or remapped to execute other commands.
Table 1-3: Common Keystroke Shortcuts lists the shortcut keystrokes you’re likely to use the
most in Excel.

Table 1-3: Common Keystroke Shortcuts

Keystroke Description
<Ctrl> + <B> Toggles bold font formatting
<Ctrl> + <I> Toggles italics font formatting
<Ctrl> + <U> Toggles underline font formatting
<Ctrl> + <Spacebar> Returns the font formatting to the default setting ! Quick Reference
<Ctrl> + <O> Opens a workbook To Open a Context-
Sensitive Shortcut Menu:
<Ctrl> + <S> Saves the current workbook
• Right-click the object.
<Ctrl> + <P> Prints the current workbook to the default printer
To Use a Keystroke
<Ctrl> + <C> Copies the selected text or object to the Windows clipboard Shortcut:
<Ctrl> + <X> Cuts the selected text or object from its current location to the Windows • Press <Ctrl> + the letter
clipboard of the keystroke shortcut
you want to execute.
<Ctrl> + <V> Pastes any copied or cut text or object in the Windows clipboard to the current
location
<Ctrl> + <Home> Moves the insertion point to the beginning of the workbook
<Ctrl> + <End> Moves the insertion point to the end of the workbook.
26 Microsoft Excel

Lesson 1-8: Opening a Workbook

Displays files in special Currently selected
Figure 1-15 folders folder or drive

The Open dialog box.

Figure 1-16
The Lesson1 workbook
appears in the Excel
program. Files in the selected
folder or drive

Select the file you

want to open.

Figure 1-15 File name Change the type of files that are
displayed in the Open dialog box.

Name of the program you’re using

(Microsoft Excel) and the currently
opened workbook (Lesson1)

Figure 1-16

When you work with Excel you will sometimes need to create a new workbook from scratch
(something you hopefully learned how to do when we talked about toolbars in an previous
Open button
lesson) but more often you’ll want to work on an existing workbook that you or someone else
Other Ways to Open a has previously saved. This lesson explains how to open, or retrieve a saved workbook.
File:
• Select File → Open 1. Click the Open button on the Standard toolbar.
from the menu. The Open dialog appears, as shown in Figure 1-15.
• Press <Ctrl> + <O>. 2. Navigate to and open your practice folder or floppy disk.
Your computer stores information in files and folders, just like you store information in
a filing cabinet. To open a file, you must first find and open the folder where it’s saved.
Normally new files are saved in a folder named “My Documents” but sometimes you
will want to save or open files in another folder.
 Chapter One: The Fundamentals 27
The Open and Save dialog boxes both have their own toolbars that make it easy to
browse through your computer’s drives and folders. Two controls on this toolbar are
particularly helpful:
• Look In List: Click to lists the drives on your
comptuer and the current folder, the select the drive and/or folder whose contents
you want to display.
• Up One Level button: Click to move up one folder.
If necessary, follow your instructor’s directions to select the appropriate drive and
folder where your practice files are located. Look in list
3. Click the document named Lesson 1 in the file list box and click Open.
Excel opens the Lesson 1 workbook and displays it in the window, as shown in Figure
1-16.

Table 1-4: Special Folders in the Open and Save As Dialog Boxes
Heading Description
Displays a list of files that you’re recently worked on.

History

Displays all the files in the My Document folder—the default location where
Microsoft Office programs save their files.
My Documents

Temporarily minimizes or hides all you programs so that you can see the
Windows desktop.
Desktop

Display a list of your “Favorite” folders, although these are often used to
organize your favorite Web pages.
Favorites

Lets you browse through the computers in your workgroup and the computers
on the network.
My Network Places

! Quick Reference
To Open a Workbook:
• Click the Open button on
the Standard toolbar.
Or…
• Select File → Open from
the menu.
Or…
• Press <Ctrl> + <O>.
28 Microsoft Excel

Lesson 1-9: Saving a Workbook

Figure 1-17 Specify where you want
to save the workbook (in
The Save As dialog box. which drive and folder).

Enter a file name

You can save Excel workbooks in
different file formats by selecting
Figure 1-16
the format you want to save in
here

After you’ve created a worksheet, you need to save it if you intend on using it ever again.
Saving a worksheet stores it in a file on your computer’s hard disk—similar to putting a file
away in a filing cabinet so you can later retrieve it. Once you have saved a worksheet the first
time, it’s a good idea to save it again from time to time as you work on it. You don’t want to
lose all your work if the power suddenly goes out or if your computer crashes! In this lesson,
you will learn how to save an existing workbook with a different name without changing the
original workbook. It’s often easier and more efficient to create a workbook by modifying one
that already exists, instead of having to retype a lot of information.
You want to use the information in the Lesson 1 workbook that we opened in the previous
lesson to create a new workbook. Since you don’t want to modify the original workbook,
Lesson 1, save it as a new workbook named Income and Expenses.

1. Select File → Save As from the menu.

The Save As dialog box appears. Here is where you can save the workbook with a new,
different name. If you only want to save any changes you’ve made to a workbook—
instead saving them in a new file—click the Save button on the Standard toolbar, or
select File → Save from the menu, or press <Ctrl> + <S>.
First you have to tell Excel where to save your workbook.
2. If necessary, navigate to and open your practice folder or floppy disk.
Next you need to specify a new name that you want to save the document under.
3. In the File name text box, type Income and Expenses and click Save.
The Lesson 1 workbook is saved with the new name, Income and Expenses. Now you
can work on our new workbook, Income and Expenses, without changing the original
workbook, Lesson 1.
When you make changes to your workbook, you simply save your changes in the same
file. Go ahead and try it.
4. Type Income and press the <Enter> key.
Now save your changes.
 Chapter One: The Fundamentals 29
5. Click the Save button on the Standard toolbar.
Excel saves the changes you’ve made to the Income and Expenses workbook.
Save button
Congratulations! You’ve just saved your first Excel workbook. Other Ways to Save:
• Select File → Save
from the menu.
• Press <Ctrl> + <S>.

! Quick Reference
To Save a Workbook:
• Click the Save button on
the Standard toolbar.
Or…
• Select File → Save from
the menu.
Or…
• Press <Ctrl> + <S>.
! Quick
To Save Reference
a Workbook in a
NewSave
To File awith a Different
Document:
Name:
• Click the Save button
1. on
Select
theFile → Save As
Standard
from the
toolbar. menu.
2.
Or…Type a new name for the
worksheet and click Save.
• Select File → Save
from the menu.
Or…
• Press <Ctrl> + <S>.
30 Microsoft Excel

Lesson 1-10: Moving the Cell

Pointer
Figure 1-18 A B C
The active cell is in:
The B column
Cells are referenced as 1 A1 B1 C1
A1, A2, B1, B2, and so on, 2 A2 B2 C2 the 2 row,
with the letter representing 3 A3 B3 C4
so its cell reference
a column and the number Figure 1-18 Figure 1-19 would be B2.
Active cell Name box
representing a row.
Figure 1-19
The cell reference for the
active cell in this example
would be B2.
Figure 1-20
Move the active cell Or by using the
Use the keyboard or the with the arrow keys on mouse to click the
your computer’s cell you want with
mouse to move the cell keyboard the pointer.
pointer.
Figure 1-20

Before you start entering data into a worksheet, you need to learn one very important task:
how to move around in a worksheet. This lesson will teach you how to do just that. You must
first make a cell active before you can enter information in it. You can make a cell active
using:
• The Mouse: You can click any cell with the white cross pointer ( ).
• The Keyboard: You can move the cell pointer using the keyboard’s arrow keys.
Worksheets can be confusing places for many people—to help you know where you are in a
worksheet, Excel displays row headings, indentified by numbers, on the left side of the
worksheet, and column headings, identified with letters on the top of the workbook (see
Figure 1-18.) Each cell in a worksheet is given its own unique cell address made from its
column letter and row number, such as cell A1, A2, B1, B2, etc. You can immediately find an
address of a cell by looking at the name box, which shows the current cell address.

1. Click cell C3 (located in column C and Row 3) with the pointer to make
it active.
Once you click C3 it becomes the active cell, and its cell address (C3) appears in the
name box.
Name box
2. Make cell E9 active by clicking it.
Now that you’re familiar with moving the cell pointer with the mouse, try using
keyboard.
 Chapter One: The Fundamentals 31
3. Make cell D5 active moving the cell pointer by pressing the <← ←> arrow
key once and the <↑ ↑> arrow key four times.
As you press the arrow keys, watch the name box. Notice it is updated to display the
current cell address. Scroll Right
4. Press the <Enter> key once. button
Pressing <Enter> causes the cell pointer to move down to the next cell, D6. The Enter
key is a real time-saver when you’re entering data.
5. Press the <Tab> key twice.
Pressing <Tab> causes the cell pointer to move to the right, the same as pressing the
<→> key.
6. Press and hold the <Shift> key as you press the <Tab> key. Scroll Down
button
Pressing the <Shift> and <Tab> keys at the same time is the same as pressing the
< ←> key. This may seem like an unusual, hard-to-remember keystroke, but it is
actually is used in many other Windows-based programs.
You have probably already guessed that the worksheet is larger than what you can
currently see in the worksheet window. Actually, it is much, much larger: there are 256
columns and 16,384 rows in a worksheet! To view the portions of the worksheet that
are currently located off-screen you can use the horizontal and vertical scroll bars,
which are located at the bottom and far right of the worksheet screen.
7. Click and hold the right-arrow scroll button on the horizontal scroll bar,
until you can see columns X, Y, Z, and AA on your screen. ! Quick Reference
If you accidently go too far you can easily move back by clicking the left-arrow scroll
button. To Move the Cell Pointer:
When you arrive at the AA column, notice that the cell pointer is not currently located • Click any cell with the
on this screen—you left it way back in cell D8. Let’s see if you remember how to make crosshair pointer ( ) to
cell Z4 the active cell. make it active.
8. Make cell Z4 active by clicking it with the mouse. • Use the arrows keys to
move the active cell and
Scrolling up and down in a worksheet is just as easy as scrolling to the right and left.
to navigate the
Try it!
worksheet.
9. Click the down-arrow scroll button on the vertical scroll bar several
• Pressing <Enter> moves
times. the active cell down.
You don’t have to use the scroll button to move to worksheet areas that are hidden off-
• Pressing <Tab> moves
screen—you can do the same thing with the keyboard.
the active cell to the right.
10. Press and hold down the <← ←> key until you reach cell A4.
• Pressing
Congratulations! In one brief lesson you’ve become familiar with moving the cell pointer <Shift> + <Tab> moves
around in a worksheet. Turn the page to go on to the next lesson where you will learn how to the active cell to the left.
become an expert on getting around in Excel.
To Scroll the Worksheet:
• Click the left and right
scroll button arrows on
the horizontal scroll bar to
scroll the worksheet to the
left or right.
• Click the up and down
scroll button arrows on
the vertical scroll bar to
scroll the worksheet up or
down.
32 Microsoft Excel

Lesson 1-11: Navigating a

Worksheet
The worksheet extends to the
Figure 1-21 right to cell IV.
Worksheets are actually
much larger than what you
can see on the screen at
one time.

The
worksheet
extends down
to cell 16,384.

Figure 1-21

The previous lesson introduced you to the basics of getting around in an Excel worksheet. As
workbooks get larger it gets more difficult to find your way around in them. In large
worksheets, the simple navigation commands you learned in the previous lesson may take you
longer to get to a destination than you would like. This lesson covers the more advanced
methods of getting around in Excel.

1. Click cell C15.

You can quickly move up to the first occupied cell in the table by pressing <End> and
then the <↑>.
2. Press and hold the <Ctrl> key, press the <↑ ↑> key, and release both
buttons.
The cell pointer moves to the first cell that contains information—C11. Try another
shortcut navigation keystroke—the <Home> key, which moves to column A of the
current row.
3. Press <Home>.
Viola! You’re in the A column in the current row.
Table 1-5: Keyboard Shortcuts for Moving Around in a Worksheet displays all the more
advanced navigational keystrokes you can use to quickly get around a worksheet.
NOTE: When you refer to the shortcuts in the following table, remember the plus (+)
sign between two keys (<Ctrl> + <Home>) means you press both keys at the
same time. A comma (,) between two keys (<End>, <→>) means you must
first press and release one key, then press and release the other key.
 Chapter One: The Fundamentals 33

Table 1-5: Keyboard Shortcuts for Moving Around in a Worksheet

Press To Move
→> or <Tab>
<→ One cell to the right
←> or
<← One cell to the left
<Shift> + <Tab>
↑>
<↑ Up one row
↓>
<↓ Down one row
<Home> To cell in column A in the current row
<Ctrl> + <Home> To the first cell (A1) in the worksheet
<Ctrl> + <End> To the last cell with data in a worksheet
<Page Up> Up one screen
<Page Down> Down one screen
<F5> Opens the Go To dialog box where you can go to a specified cell address.
<End>, <→→> or First occupied cell to the right that is either preceded or followed by a blank
→>
<Ctrl> + <→ cell.

<End>, <←←> or First occupied cell to the left that is either preceded or followed by a blank cell.
←>
<Ctrl> + <←
<End>, <↑↑> or First occupied cell to the right that is either preceded or followed by a blank
↑>
<Ctrl> + <↑ cell.

<End>, <↓↓> or First occupied cell to the left that is either preceded or followed by a blank cell.
↓>
<Ctrl> + <↓

! Quick Reference
To Use Keystroke
Shortcuts to Navigate in a
Worksheet:
• Refer to Table 1-5:
Keyboard Shortcuts for
Moving Around in a
Worksheet.
34 Microsoft Excel

Lesson 1-12: Entering Labels in a

Worksheet
Figure 1-22
Entering text labels in a
worksheet.
Enter and
Cancel buttons

Labels

Figure 1-22

Now that you are an expert on getting around in Excel, you’re ready to start entering data.
There are two basic types of information you can enter in a cell:
• Labels: Any type of text or information not used in any calculations.
• Values: Any type of numerical data: numbers, percentages, fractions, currencies, dates,
times, usually used in formulas or calculations.
This lesson focuses on labels. Labels are used for worksheet headings and make your
worksheets easy to read and understand. Labels usually contain text, but can also consist of
numerical information not used in any calculations, such as serial numbers and dates. Excel
treats information beginning with a letter as a label and automatically left-aligns it the cell.

1. Click cell A1 to make it the active cell.

This is where you want to add a title for your worksheet. Don’t worry if the cell
already contains text—anything you type will replace the old cell contents.
2. Type Income and Expenses.
Formula bar If you make a mistake while you’re typing a cell entry you can press the <Backspace>
key to delete any characters, one at a time.
Notice as you start typing, that the text appears in both the cell and in formula bar.
Also, look at the formula bar--three new buttons have appeared: the Cancel button (the
red X), the Enter button (the green check mark), and the Edit Formula button (the =
sign), as shown in Figure 1-22. You can click the Enter button when you’ve finished
typing to confirm the cell entry or the Cancel button to cancel the entry and return the
cell to its previous state.
 Chapter One: The Fundamentals 35
3. Click the Enter button on the Formula bar (see Figure 1-22 if you can’t
find it.)
Enter button
Clicking the Enter button on the Formula bar confirms the cell entry. There are several
other, more efficient methods for entering and confirming data—we’ll take a look at Other Ways to Enter:
these methods in the next steps. Notice the text label is too large to fit in the current • Press the <Enter> key.
cell and the text spills into the empty adjacent cells to the right. Excel will use adjacent • Press the <Tab> key.
cells to display labels that are too long to fit in a single cell, so long as they are empty.
• Press any of the arrow
If the adjacent cells aren’t empty, Excel truncates the text—everything’s still there, but
keys.
you just can’t see all of it!
Next, you need to add some labels to make the worksheet more meaningful.

4. Click cell A7 to make it the active cell.

The series of numbers located directly to the right of the current cell are the basic
monthly expenses for North Shore Travel. Go ahead and enter the labels for the Cancel button
expenses.
Other Ways to Cancel:
5. Type Advertising and press the <Enter> key.
• Press the <Esc> key.
Excel confirms your entry and moves down to the next cell, A8. You can also complete
an entry by pressing any of the arrow keys, <Tab>, or as you’ve already learned, by
clicking the Enter button on the formula toolbar. Notice the label Advertising doesn’t
quite fit into the cell. Add the remaining expense labels.
6. Type Office and press <Enter>.
The cell pointer moves down to the next cell, A9. This row contains the monthly
payroll expenses.
! Quick Reference

7. Type Payroll but don’t press <Enter> this time. To Confirm a Cell Entry:
You decide you would rather use the label “Salary” instead of “Payroll” so cancel the • Click the Enter button on
change and return the cell to its empty state. the Formula bar.
8. Click the Cancel button on the Formula bar. Or…
The Payroll label disappears from both the Formula bar and the current cell. Go on to • Press either the <Enter>
the next step to enter the new correct label, for this cell and the remaining labels. or <Tab> key.
9. Type Salary and press <Enter>, type Rent and press <Enter>, and then Or…
type Totals and press <Enter>. • Press any of the arrow
NOTE: Excel normally treats any information beginning with a letter as a label and keys on keyboard.
any information beginning with a number as a value. If you want to create a To Cancel a Cell Entry:
label that starts with a number, to prevent Excel from recognizing it as a value • Click the Cancel button
type an ' (apostrophe) before typing the number. on the Formula bar.
Congratulations! You’ve finished entering the expense labels for the worksheet, making it Or…
much easier to read and understand. Compare your worksheet with the one in Figure 1-22,
• Press the <Esc> key.
and then go on to the next lesson to enter some values into the worksheet.
To Enter a Label:
1. Select the cell you want to
contain the label.
2. Type the label – Excel will
recognize it as a label if it
begins with a letter. Type
a ' (apostrophe) if your
label begins with a
number.
3. Confirm the entry.
36 Microsoft Excel

Lesson 1-13: Entering Values in a

Worksheet and Selecting a Cell
Range
Figure 1-23
Entering values in a
worksheet and selecting a
range. 1. Click the first cell of
the range you want
to select

2. Drag the mouse

pointer to the last
cell of the range

Ranges are identified

by the first and last
cells in the range, so
this range would be
F7:G10
Figure 1-23

In the previous lesson, you learned how to enter labels in a worksheet. In this lesson, you will
be working with the other basic type of worksheet information: values. Values are the
numbers, dates, and other numerical information in a worksheet that are usually used in
calculations. A value can be any type of numerical data: numbers, percentages, fractions,
currencies, dates, and times. Excel treats information that contains numbers, dates or times,
and certain numerical punctuation as a value and automatically right-aligns it in the cell.
Values don’t have to contain only numbers. You can also use numerical punctuation
including: the period (.) for a decimal point, the hyphen (-) for negative values, the dollar sign
($) for currencies, the percent sign (%) for percentages, and the comma (,) for separating
numbers like 1,000.
Entering values in a worksheet works is no different from entering labels: you simply type the
value and confirm the entry by clicking the Enter button or pressing <Enter>, <Tab>, or any
of the arrow keys. One more important thing to know about entering values: You can use the
numeric keypad on your keyboard to key in values, which for most people is a very fast
method to enter data once you’re familiar with it.
 Chapter One: The Fundamentals 37
1. Click cell E7 to make it the active cell, type 2500, and press <Enter> to
complete the entry and move the cell pointer to cell E8.

2. Type 400, press <Enter>, type 7000, press <Enter>, type 3000, and
press <Enter>.
Up until now, you have only worked with a single cell. In order to be proficient at
Excel you need to know how to select and work with multiple cells.
Selecting a Cell
3. Move the pointer over cell F7, click and hold down the mouse button, Range
drag the pointer over cell G10, then release the mouse button. Ranges are identified
You have just selected a range of cells. A range consists of two or more selected cells by the first and last
cells in the range, such
and is identified by the first and last cells in the range, for example F7:G10. To select a
as F7:G10.
range all you have to do is position the pointer over the first cell, click and hold the
mouse button, drag the pointer to the last cell you want in range, and release the mouse
button.
Whenever you see that you’re going to have to enter data in a block or range of cells, it Other Ways to Select a
is sometimes a good idea to select the range to make data entry easier and faster. Cell Range:
Selecting a range of cells restricts the cell pointer so it can only move inside the • Make sure the active
selected range. cell is the first cell of the
4. Type 1500, press <Enter>, type 400, press <Enter>, type 7000, press cell range, and then
<Enter>, and then type 3000. Do not press <Enter> after typing 3000. press and hold the
By now, you know that pressing <Enter> normally completes the cell entry and moves <Shift> key while
the cell pointer down to the next cell. Remember, however, that right now you are moving the cell pointer
working in a selected cell range. Go on to the next step and see what happens when to the last cell.
you press the <Enter> key.
5. Press <Enter>.
Instead of moving down to the next cell, F11, the cell pointer moves to the next cell in
the selected range, cell G7. By selecting a range, you restrict where the cell pointer can
move and can concentrate on your data entry instead of worrying about where the cell
pointer is. Go ahead and enter the remaining numbers.
6. Enter the following numbers, making sure to press <Enter> after you
enter each number, except the last number, 3000. Do not press <Enter> ! Quick Reference
after typing 3000.
To Select a Cell Range:
1200
• Click the first cell of the
500
range, and then drag the
7000 mouse pointer to the last
3000 cell.
You’re at G10, the last cell in the selected range. So, what will happen if you press the Or…
<Enter> key now? Go on to the next step and find out. • Make sure the active cell
7. Press <Enter>. is the first cell of the cell
The cell pointer moves back to the first cell in the selected range, F7. Once you’re range, then press and
finished working on a selected range you can deselect the range by clicking any cell in hold the <Shift> key while
the worksheet. moving the cell pointer to
the last cell.
8. Click any cell in the worksheet to deselect the range.
To Deselect a Cell Range:
Compare your worksheet with the one in Figure 1-23 when you have finished.
• Click any cell outside of
the selected cell range.
38 Microsoft Excel

Lesson 1-14: Calculating Value

Totals with AutoSum
Figure 1-24
Using the AutoSum AutoSum button
function to find the column
totals.

AutoSum totals
any adjacent
cells above, to
the right, or that
are selected

Figure 1-24

This lesson introduces what spreadsheet programs are really all about: formulas. A formula
performs calculations, such as adding, subtracting, and multiplying. Formulas are actually a
type of value, like the numerical values you worked with in the previously lesson. Unlike the
values in the previous lesson that contained only numbers, formulas contain information to
perform a numerical calculation, such as adding, subtracting, multiplying, or even finding an
average. A cell with the formula =5+3 will display the result of the calculation: 8.
All formulas in Excel
All formulas must start with an equal sign (=). The equal sign tells Excel you want to perform
must begin with an
a calculation. Once you have entered an equal sign, you must specify two more types of
equal sign (=). information: the values you want to calculate and the arithmetic operator(s) or function
name(s) you want to use to calculate the values. Formulas can contain explicit values, such as
the numbers 5 or 8, but more often will reference the values contained in other cells. For
example, the formula =A5+A6 would add together whatever values were in the cells A5 and
A6. You’re already familiar with some of the arithmetic operators used in Excel formulas:
they include math symbols such as the plus sign (+) to perform addition between values and
the minus sign (-) to perform subtraction. Functions are used in formulas to perform
calculations that are more complicated. For example, the SUM function adds together a range
of cells, and the PMT function calculates the loan payments based on an interest rate, the
length of the loan, and the principal amount of the loan. In this lesson, you will learn how to
use one of the most commonly used functions in Excel, the SUM function, which finds the
total of a block of cells.
Formulas may sound terribly confusing, but they are usually not much more difficult to work
with than a calculator.
 Chapter One: The Fundamentals 39
1. Click cell B11 to make it the active cell.
This is where you want to enter a formula to total the expenses in B column. The
easiest way to add together several numbers values in a cell range is to use the
AutoSum button. The AutoSum button inserts the SUM function (which adds all the AutoSum button
values in a range of cells) and selects the range of cells Excel thinks you want totaled.
2. Click the AutoSum button on the Standard toolbar.
Excel enters =SUM(B7:B10) in cell B11. Notice that the cells included in the formula
range—B7, B8, B9, and B10—are surrounded by what looks like a line of marching
ants. The AutoSum function is quite good at guessing which cells you want to total, but
sometimes you will want to modify the cell selection. In our case, AutoSum has Finding the Total
corrected selected the cells. of a Cell Range
NOTE: Excel is usually smart enough to determine which cells you want to total,
however if the suggested range is incorrect, select the range you want using
the technique you learned in the previous lesson and press <Enter>.
3. Click the Enter button on the Formula bar.
Excel instantly calculates the totals of the values in the cell range B7:B10 and displays Enter button
the result, 11700, in the cell. Look at the formula bar—notice the formula
=SUM(B7:B10), appears instead of the result of the calculation.
4. Click cell B7, enter 2000, and press <Enter>.
You’ve just made two very important discoveries! The first is that entering data in a
cell replaces or overwrites whatever information was currently there. The second Formula bar
discovery is what is more relevant to this lesson: look at cell B11, where you just
entered the SUM formula. Cell B11 now reads 12500—it has automatically
recalculated the total for the cell range. Go ahead and find the total for the expenses in
the C column.
5. Click cell C11, click the AutoSum button, and press <Enter>.
Excel totals the expenses in the C column. Finish entering totals for the remaining
expense columns.
6. Repeat Step 6 and enter SUM formulas for the remaining columns (D
through G). Compare your worksheet with the one in Figure 1-24 when
you’re finished. ! Quick Reference
To Use the AutoSum
Function to Find the
Totals of a Cell Range:
1. Click the cell where you
want to insert the total.
2. Click the AutoSum
button on the Standard
toolbar.
3. Verify the cell range
selected by AutoSum is
correct—if it isn’t select
the cell range you want to
total.
4. Complete the formula by
pressing <Enter>.
40 Microsoft Excel

Lesson 1-15: Entering Formulas

Figure 1-25
Entering a Formula in
Excel to find the Net
Income.

You can
reference a cell
in a formula by
either entering
the cell address,
such as C4, or
simply clicking
the cell
Figure 1-25

The previous lesson introduced you to formulas and how you can use the AutoSum button to
total a cell range. This lesson takes a closer look at formulas, and instead using the AutoSum
function, you’ll get a chance to enter a formula yourself.
Before you start the exercise, let’s review. A formula is a value and performs calculations,
such as adding, subtracting, and multiplying. Formulas start with the equal sign (=), which
tells Excel you want to perform a calculation. After the equal sign, you must specify two more
types of information: the values you want to calculate and the arithmetic operator(s) or
function name(s) you want to use to calculate the values. Formulas can contain explicit
values, such as the numbers 4 or 5, but more often will reference the values contained in other
cells. For example, the formula =A3+A4 would add together whatever values were in the
cells A3 and A4. Look at Table 1-6: Examples of Operators, References, and Formulas to see
a variety of formulas that contain different operators, references, and values.

1. Click cell A13, type Net Income, and press <Tab>.

Remember: All This row will contain the net income, which you can find by subtracting the total
formulas in Excel must expense values from the sales value.
begin with an equal
2. Type = (the equal sign) in cell B13.
sign (=).
Typing an equal sign at the beginning of a cell entry tells Excel you want to enter a
formula rather than a value or label.
3. Type B4-B11.
This will subtract the value in cell b11 (12,500) from the value in b4 (12,000).
4. Press <Enter>.
Excel displays the result of the formula, -500, in cell B13. Notice, however, that the
cell’s formula still appears in the formula bar. Instead of manually typing cell
references, like you did in Step 3, you can specify cell references in a formula by
clicking and selecting the cell or cell ranges with the mouse.
 Chapter One: The Fundamentals 41
5. Click cell C13.
This is where you will enter the formula to find the net income for the C column. Enter button
6. Type =.
Excel is now ready to accept the formula for this cell. Instead of typing in the cell
references this time, enter them using the mouse.
7. Click cell C4.
A line of marching ants appears around the cell C4, indicating the cell range. Look
back at cell C13. Notice Excel inserts the cell reference C4 in the formula. The next
step is entering the arithmetic operator to the formula.
8. Type – (the minus sign or hyphen.)
To complete the formula you must specify the cell reference for the total expenses,
C11.
9. Click cell C11.
Excel enters the cell reference, C11 in the formula.
10. Press <Enter> to complete the formula.
The result of the formula (3,900) appears in cell C13.
Use Table 1-6: Examples of Operators, References, and Formulas as a reference when you
start creating your own formulas. Not only does it contain examples of formulas, but also the
most common operators and functions used in formulas.

Table 1-6: Examples of Operators, References, and Formulas

Operator or
Function Name Purpose Example
= All formulas must start with an equal sign

+ Performs addition between values =4+3

- Performs subtraction between values =A1-B1

* Performs multiplication between values =B1*2 ! Quick Reference
/ Performs division between values =A1/C2 To Enter a Formula:
1. Click the cell where you
SUM Adds all the numbers in a range =SUM(A1:A3) want to insert the formula.
2. Press = (the equals sign)
AVERAGE Calculates the average of all the numbers in =AVERAGE(A2,B1,C3) to begin any formula.
a range
3. Enter the formula.
COUNT Counts the number of items in a range 4. Press <Enter>.
=COUNT(A2:C3)
To Reference a Cell in a
Formula:
• Type the cell reference—
for example A3.
Or…
• Click the cell you want to
reference.
42 Microsoft Excel

Lesson 1-16: Using AutoFill

Figure 1-26
Using AutoFill to enter a
series of incremental
dates.
1. Enter at least two values
in the series into
adjacent cells

2. Select the cells

3. Click and drag the fill

handle to complete the
series in the cells that
you select

Excel displays what it’s

planning to enter in each cell

Excel completes the series

in the selected cells

Figure 1-26

AutoFill is the best timesaving feature for data entry in Excel. AutoFill automatically enters a
Enter button series of values in any cells you select. For example, imagine you’re entering all twelve
months as labels in a worksheet. With AutoFill you only have to enter a couple of months and
let AutoFill enter the rest for you! Excel can’t read your mind (Microsoft’s still a few versions
away from that feature), so the first cell or cells you select must contain the values and
increment you want AutoFill to use when it automatically enters values. AutoFill makes a lot
more sense when you see it in action, so let’s start this lesson…

1. Click cell B3, type January and then click the Enter button on the
formula bar.
Here’s how to use the AutoFill feature:
 Chapter One: The Fundamentals 43
2. With the cell pointer still in cell B3, position the mouse pointer over the
fill handle—the tiny box in the cell’s lower-right corner, until the pointer
changes to a .

3. Click and hold the fill handle and drag the mouse pointer to the right until
the cell range is extended to include cell G3, then release the mouse Fill Handle
button.
When you release the mouse button, Excel enters the months February through June in
cells C3 through G3.
If you’re working with a more complex data series, such as one that increases by
increments other than one (such as every other day or month), you need to enter both
the first and second entries to show Excel what increments to use when filling the data
series.
4. Click cell C3, type March, and press <Enter>.

5. Select the cell range B3:C3, as shown in Figure 1-26.

By selecting the cell range B3:C3 you show Excel how you want to increment the data
series. Now that Excel knows how you want to increment the data series, use AutoFill
to recreate the series.
6. With the cell range B3:C3 still selected, click and drag the fill handle to
the right until you select cell G3 and then release the mouse button.
When you release the mouse button, Excel follows your selected example and
completes the data series with cell entries that contain every other month. AutoFill has
another very useful purpose: you can use it to quickly copy data (labels, values, or
formulas) from one cell to other cells. You are going to use AutoFill to copy the net
income formula in you created in the previous lesson cell C13 to the remaining cells in
the worksheet.
7. Click cell C13 to make it active.
Cell C13 contains the formula you want to copy.
8. Drag the fill handle to the right until you reach cell G13, then release the
mouse button.
! Quick Reference
When you release the mouse button, Excel copies the formula in cell C13 to the cells
D13, E13, F13, and G13. To Use AutoFill to Enter a
Series of Incremental
Values:
Table 1-7: Examples of AutoFill
1. Enter at least two values
First Cell Entry AutoFill Entries Created in the Next Three Cells into adjacent cells.
January February, March, April 2. Select the cells you used
Jan Feb, Mar, Apr in Step 1.
3. Click and drag the fill
1/10/98 1/11/98, 1/12/98, 1/13/98 handle to complete the
5:00 6:00, 7:00, 8:00 series in the cells you
select.
Quarter 1 Quarter 2, Quarter 3, Quarter 4
Project 1 Project 2, Project 3, Project 4
44 Microsoft Excel

Lesson 1-17: Previewing and

Printing a Worksheet
Figure 1-27
The Print Preview screen.
Figure 1-28
The Print dialog box.

Figure 1-27

Figure 1-28

Once you have created a worksheet, you can create a printed copy of it (if your computer is
connected to a printer.) Sometimes, it is a good idea to preview a document on screen to see if
Print Preview
button something needs to be changed before sending it to the printer. You can preview a document
by using Excel’s Print Preview feature.
Other Ways to Preview:
• Select File → Print 1. Click the Print Preview button on the Standard toolbar.
Preview from the The worksheet is previewed on the screen, as shown in Figure 1-27. You can enlarge
menu. the spreadsheet by clicking the area of the worksheet you want to magnify with the
pointer.
2. Move the pointer over an area of the spreadsheet that contains data
and click the mouse button.
Excel magnifies the selected area. Once you have seen an enlarged area, you can zoom
back out to see the overall page again.
 Chapter One: The Fundamentals 45
3. Move the pointer over any area of the spreadsheet and click the mouse
button.
Excel returns to the previous preview size. Your worksheet looks O.K. so you can go
ahead and print it from the Print Preview window.
4. Click Print.
The Print Dialog box appears, as shown in Figure 1-28. The Print Dialog box allows
Print button
you to specify printing options such as which pages to print and the number of copies
you want printed. You don’t need to worry about any printing options for now—you Other Ways to Print:
just want to print the worksheet so… • Select File → Print
5. Click OK. from the menu.
Excel prints the worksheet to the default printer connected to your computer. • Press <Ctrl> + <P>.
NOTE: If you weren’t in Print Preview mode you could also print by clicking the
Print button on the Standard toolbar, by selecting File → Print from the menu,
or by pressing <Ctrl> + <P>. (Actually, this is the method you’ll usually use
to print something.)

! Quick Reference
To Preview a Worksheet
on Screen:
• Click the Print Preview
button on the Standard
toolbar.
Or…
• Select File → Print
Preview from the menu.
To Print a Worksheet:
• Click the Print button on
the Standard toolbar.
Or…
• Select File → Print from
the menu.
Or…
• Press <Ctrl> + <P>.
46 Microsoft Excel

Lesson 1-18: Getting Help from

the Office Assistant
Figure 1-29
Asking the Office
Assistant a question.
Figure 1-30
Selecting the appropriate
topic.
Figure 1-31 Figure 1-29
Selecting what you want
to do.
Figure 1-32
The Help text for the
Figure 1-30
selected topic.

Figure 1-31
Figure 1-32
The <F1> key is the
When you don’t know how to do something in Windows or a Windows based program, don’t
help key for all
panic—ask the Office Assistant for help. The Office Assistant is a cute animated character (a
Windows-based paperclip by default) that can answer your questions, offer tips, and provide help for all of
programs. Excel’s features. Many Excel users don’t use the Office Assistant because they think that it’s
nothing more than an amusing distraction—something to keep them entertained when they
pound out boring budget number with Excel. This is sad, because the Office Assistant knows
more about Excel than most Excel books do!
Whenever you use Excel, you can make the Office Assistant appear by pressing the <F1> key.
Then all you have to do is ask the Office Assistant your question in normal English. This
 Chapter One: The Fundamentals 47
lesson will show you how you can get help by asking the Office Assistant a question about an
Excel feature in normal English.

1. Press the <F1> key.

The Office Assistant appears and asks what you would like to do, as shown in Figure
1-29.
2. Type How do I create a formula? in the Office Assistant’s speech
balloon, as shown in Figure 1-29.
You can ask the Office Assistant questions about Excel in normal English, just as if Other Ways to Get Help:
you were asking a person instead of a computer. No, the Office Assistant doesn’t really • Type your question in
understand the English language—computers have a ways to go before they can do the Ask a Question
that. The Office Assistant actually looks for key words and phrases in your questions box on the menu bar
like “create” and “formula”. and press <Enter>.
3. Click Search.
The Office Assistant presents you with a list of topics it thinks may be relevant for
your question, as shown in Figure 1-30. You have to select the help topic that you’re
looking for.
4. Click the Enter a formula to calculate a value help topic.
More help subtopics to choose from appear, as shown in Figure 1-31. Again, you have
to select the most appropriate help topic.
5. Click the Enter a formula help topic.
Excel display information on how to enter a formula. Notice the help window has a
row of buttons, or toolbar, that look vaguely like some of the buttons you might have
seen on a Web browser. Microsoft redesigned the Help system in Office XP so that you
can navigate through help topics just like you would browse the Web. The buttons you
seen on top
6. Click the Help window’s Close button ( ) to close the help window.
The Help window closes, however Office Assistant remains on-screen and will remain
there, annoying you with its animated antics unless you close it as well.

Table 1-8: Help Buttons

! Quick Reference

Button Description To Get Help from the

Office Assistant:
Shows or hides a list of all available Help topics. 1. Press the <F1> key.
2. Type your question in the
Moves back to the previous help topic. Office Assistant’s speech
balloon and click Search
Moves forward to the next help topic. or press <Enter>.
3. Click the help topic that
Prints the current help topic. best matches what you’re
looking for (repeat as this
Displays a list of help options and commands. step as necessary.)
48 Microsoft Excel

Lesson 1-19: Changing the Office

Assistant and Using the “What’s
This” Button
Figure 1-33
Choosing a new Office
Assistant.
Figure 1-34
Click the “What’s This”
button ( ) to display help
on what a dialog box
control does.
Figure 1-33

Click the “What’s This” button

( ) and then click the control
you want more information on

Figure 1-34

If you find that Clippit’s (the cartoon paperclip) antics are getting old, you can choose a
different Office Assistant at anytime. People have different tastes and personalities, and that’s
why Microsoft allows you to select from eight different Office Assistants (see Table 1-9:
Office Assistants) to guide you through Excel. Of course, if you really hate the Office
Assistant, you can always completely shut it off too.
The other topic covered in this lesson is how to use the “What’s This” button. During your
journey with Excel you will undoubtedly come across a dialog box or two with a number of
confusing controls and options. To help you find out what the various controls and options in
a dialog box are there for, many dialog boxes contain a “What’s This” ( ) button that
explains the purpose of each of the dialog box’s controls. This lesson will show you how to
use the “What’s This” button, but first, let’s start taming the Office Assistant.

To hide the Office 1. If necessary, select Help → Show the Office Assistant from the menu.
Assistant all together The Office Assistant appears.
right-click the Office 2. Right-click the Office Assistant and select Choose Assistant from the
Assistant and click shortcut menu.
Hide.
The Office Assistant dialog box appears.
 Chapter One: The Fundamentals 49
3. Click the Back or Next button to see the available Office Assistants.
The Office Assistant you select is completely up to you. They all work the same—they
just look and act different.
4. Click OK when you find an Office Assistant you like.
If you find the Office Assistant annoying (a lot of people do) and want to get rid of it
altogether here’s how:
5. Right-click the Office Assistant
A shortcut menu appears.
6. Select Hide from the shortcut menu.
You can always bring the Office Assistant back whenever you require it’s help by
pressing the <F1> key. Now let’s move on to how to use the “What’s This” button to
discover the purpose of confusing dialog box controls.
7. Select Format → Cells from the menu and click the Font tab.
The Format cells dialog box appears. Notice the “What’s This” button located in the
dialog box’s title bar just to the left of the dialog box’s close button?
8. Click the “What’s This” button ( ).
The mouse pointer changes to a , indicating you can point to anything on the dialog
box to find out what it does. The Normal Font check box is rather confusing it’s it?
Move on to the next step and we’ll find out what it’s there for.
9. Click the Normal Font check box with the pointer. ! Quick Reference
A brief description of the Normal Font check box appears as shown in Figure 1-34.
To Change Office
10. Close the Format Cells dialog box. Assistants:
1. If necessary, select Help
Table 1-9: Office Assistants1 → Show the Office
Office Assistant Description Assistant from the menu.
Though nothing more than a thin metal wire, Clippit will help you find what 2. Right-click the Office
Clippit you need and keep it together. Clippit is the default Office Assistant. Assistant and select
Choose Assistant from
The Dot Need a guide on the electronic frontier? Able to transform into any shape, the the shortcut menu.
Dot will always point you in the right direction. 3. Click the Next or Back
F1 is the first of the 300/M series, built to serve. This robot is fully optimized buttons until you find an
F1 Office Assistant you like,
for Office use.
then click OK.
The mind of the Genius works at the speed of light. Harness his power of
The Genius To Hide the Office
thought to save yourself time and energy.
Assistant:
The Office Logo gives you help accompanied by a simple spin of its colored • Right-click the Office
Office Logo pieces. It won’t distract you as you’re taking care of business. Assistant and select Hide
Transforming into images from nature, such as the dove, the volcano, and the from the shortcut menu.
Mother Nature
flower, Mother Nature provides gentle help and guidance. To See what a Control in a
Dialog Box Does:
Links If you’re on the prowl for answers in Windows, Links can chase them down
for you. 1. Click the Dialog box
“What’s This”
If you fall into a ravine, call Lassie. If you need help in Office, call Rocky. button (located right next
Rocky
to the close button.)
1. Microsoft Office XP Help files, © 2001, Microsoft Corporation. 2. Click the control you want
more information on with
the pointer.
50 Microsoft Excel

Lesson 1-20: Closing a Workbook

and Exiting Excel
Figure 1-35
Excel without any opened Closes the
workbooks. Microsoft Excel
Program
Figure 1-36
The Program and
Workbook close buttons.

Closes the current

workbook

Figure 1-36

Figure 1-35

Because the tasks covered in this lesson are so simple —closing a workbook and exiting the
Excel program—this is one of the briefest lessons in the book. Before you close a workbook
Save button
or exit Excel, you should always make sure you save any changes you’ve made to the active
Other Ways to Save: workbook.
• Select File → Save
from the menu. 1. Save the Income and Expenses worksheet by clicking the Save button
• Press <Ctrl> + <S>. on the Standard toolbar.
You disk drive whirrs as it saves the changes you’ve made to the worksheet. Once the
worksheet is saved you can close it.
2. Click the workbook Close button. (Make sure you click the worksheet
Close button, not the Excel Program Close button.)
You will probably see two close buttons on your screen—make sure you click the
Close button lower close button. The close button located in the far upper-right hand corner of the
screen would close the Excel program. The current worksheet closes, but the Excel
Other Ways to Close a
program does not. You can close a worksheet when you’re finished working on it but
Workbook:
still want to remain in the Excel program—perhaps to open and work on another
• Select File → Close worksheet. You’ve finished both this lesson and this chapter, so now you want to exit,
from the menu. or close the Excel program.
3. Click the Close button on the Microsoft Excel Title Bar.
This time, click the Close button in the very far upper-right hand corner of the screen
to close Excel. The Excel Program window closes and you return back to the Windows
desktop.
 Chapter One: The Fundamentals 51
That’s it! You’ve just completed your first chapter and are well on your way towards
mastering Microsoft Excel. You’ve already learned some very important things: how to start
Close button
Excel; enter values, labels, and formulas, create, preview, print, and save a worksheet; select
and work with cell ranges, and use the AutoFill feature. You will use these skills all the time Other Ways to Exit Excel
in your long career with Microsoft Excel. • Select File → Exit from
the menu.

! Quick Reference
To Close a Workbook:
• Click the document
window close button.
Or…
• Select File → Close from
the menu.
To Exit Microsoft Excel:
• Click the Excel Program
close button.
Or…
• Select File → Exit from
the menu.
52 Microsoft Excel

Chapter One Review

Lesson Summary
Starting Excel
• Start Excel by clicking the Start button, selecting Programs, and selecting Microsoft Excel.

Understanding the Excel Screen

• Be able to identify the main components of the Excel program screen.

Using Menus
• To Use a Menu: Either click the menu name with the mouse pointer or press the <Alt> key and the
letter that is underlined in the menu name.
• Word 2002’s new personalized menus hide more advanced commands from view. To display a
menu’s hidden commands click the downward-pointing arrow ( ) at the bottom of the menu, or
open the menu and wait a few seconds.
• To Change How Menus Work: Select View → Toolbars → Customize from the menu, check or
clear either the Menus Show Recently Used Commands First and/or Show Full Menus After a
Short Delay options, then click Close.

Using Toolbars and Creating a New Workbook

• To Use Excel’s Toolbars: Simply click the toolbar button you want to use. Leave the pointer over
the button to display a screen tip of what the buttons does.
• To Stack the Standard and Formatting toolbars in Two Separate Rows: Click the button on
either toolbar and select Show Buttons on Two Rows from the list.
• To Create a New Document: Click the New button on the Standard toolbar or select File →
New from the menu.

Filling Out Dialog Boxes

• Be able to identify and use text boxes, list boxes, combo boxes, check boxes, and sheet tabs.

Keystroke and Right-Mouse Button Shortcuts

• Keystroke shortcuts: Press <Ctrl> and the letter that corresponds to the shortcut command at the
same time.
• Right-mouse Button shortcut menus: Whenever you’re unsure or curious about what you can
do with an object, click it with the right mouse button to display a list of commands related to the
object.
 Chapter One: The Fundamentals 53

Opening a Workbook
• To Open a Workbook: Click the Open button on the Standard toolbar, or select File → Open
from the menu, or press <Ctrl> + <O>.
• To Save a Workbook: Click the Save button on the Standard toolbar, or select File → Save
from the menu, or press <Ctrl> + <S>.
• To Save a Workbook with a Different Name: Select File → Save As from the menu and enter a
different name for the workbook.

Saving a Workbook
• To Save a Workbook: Click the Save button on the Standard toolbar, or select File → Save
from the menu, or press <Ctrl> + <S>.
• To Save a Workbook with a Different Name: Select File → Save As from the menu and enter a
different name for the workbook.

Moving the Cell Pointer

• Using the mouse: Select the cell you want to edit by clicking it with the mouse pointer or by using
the keyboard arrow keys.
• Using the keyboard: Move the cell pointer by pressing the keyboard arrow key that corresponds
to the direction you want to move.
• Pressing <Enter> moves the cell pointer down, <Tab> moves the cell pointer to the right, and
<Shift> + <Tab> moves the cell pointer to the left.
• Use the horizontal and vertical scroll bars and buttons to view portions of the worksheet that are
located off-screen.

Navigating a Worksheet
• <Page Up> moves up one screen, <Page Down> moves down one screen.
• <Ctrl> + <Home> moves to the first cell (A1) in a worksheet.
• <Ctrl> + <End> moves to the last cell with data in a worksheet.
• <F5> opens the Go To dialog box, where you can specify a cell address to jump to.

Entering Labels in a Worksheet

• Labels are used for worksheet heading and (usually) text. Excel treats information beginning with a
letter as a label, and left-aligns it in the cell.

Entering Values in a Worksheet and Selecting a Cell Range

• Values are the numerical information in a worksheet that are usually used in calculations. Excel
treats numbers, dates, and times as values and automatically right-aligns it in the cell.
• To Select a Cell Range: (Using the mouse) Click the first cell or the range and drag the mouse
pointer to the last cell of the range. (Using the keyboard) Make sure the active cell is the first cell of
the cell range, then press and hold down the <Shift> key while using the arrow keys to move the
mouse pointer to the last cell of the range.
54 Microsoft Excel

Calculating Value Totals with AutoSum

• 1) Click the cell where you want to insert the total, 2) Click the AutoSum button on the
Standard toolbar, 3) Verify that the cell range selected is correct—if it isn’t select the cell range you
want to total, 4) Press <Enter>.

Entering Formulas
• Every formula must start with the equal symbol (=).
• To Enter a Formula: 1) Select the cell where you want to insert the formula, 2) Press = (the
equals sign), 3) Enter the formula, using values, cell references, operators, and functions, 4) Press
<Enter>.
• To Reference a Cell in a Formula: Type the cell reference, for example B5, or simply click the cell
you want to reference.

Using AutoFill
• 1) Enter at least two values into adjacent cells, 2) Select those cells, 3) Click and drag the cell
pointer’s fill handle to complete the series in the cells you select.

Previewing and Printing a Worksheet

• To Print a Worksheet: Click the Print button on the Standard toolbar, or select File → Print
from the menu, or press <Ctrl> + <P>.
• To Preview a Worksheet: Click the Print Preview button on the Standard toolbar, or select
File → Print Preview from the menu.

Getting Help from the Office Assistant

• You can ask the Office Assistant (the cute animated character) your help questions in
conversational English. This is the easiest and most common method of getting help.
• Press <F1> to open the Office Assistant, type your question in normal English, and click Search.

Changing the Office Assistant and Using the “What’s This” Button
• To Change Office Assistants: If necessary, select Help → Show the Office Assistant from the
menu. Right-click the Office Assistant and select Choose Assistant from the shortcut menu. Click
the Next or Back buttons until you find an Office Assistant you like, then click OK.
• To Hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut
menu.
• To See what a Control in a Dialog Box Does: Click the Dialog box “What’s This” button
(located right next to the close button) and click the control you want more information on with the
pointer.

Closing a Workbook and Exiting Excel

• To Close a Workbook: Click the workbook window’s close button or select File → Close
from the menu.

• To Exit Microsoft Excel: Click the Excel program close button or select File → Exit from the
menu.
 Chapter One: The Fundamentals 55

Quiz
1. Right-clicking something in Excel:
A. Deletes the object.
B. Opens a shortcut menu listing everything you can do to the object.
C. Selects the object.
D. Nothing—the right mouse button is there for left-handed people.

2. Which of the following is NOT a way to complete a cell entry?

A. Clicking the Enter button on the Formula bar.
B. Pressing any arrow key on the keyboard.
C. Pressing <Enter>.
D. Pressing <Spacebar>.

3. Which of the following formulas is NOT entered correctly?

A. =B7+14
B. =B7*B1
C. 10+50
D. =10+50

4. Which of the following is NOT an example of a value?

A. May 10, 2001
B. Serial Number 50671
C. 57%
D. 350

5. Which symbol do formulas begin with?

A. =
B. @
C. +
D. (

6. You can reference cells in a formula by: (Select all that apply.)
A. Typing the cell reference; for example B10.
B. Clicking the cell(s) you want to reference with the mouse.
C. Selecting Edit → Reference from the menu and type the cell reference.
D. Clicking the Enter button on the Formula bar and clicking the cell with the mouse.

7. Cell ranges consist of two or more cells and are identified by the first and
last cell in the range, such as F7:G10 (True or False?)

8. To save a workbook you: (Select all that apply)

A. Press <Ctrl> +<F5>
B. Select File → Save from the menu.
C. Click the Save button on the Standard toolbar.
D. Click Save on the Windows Start button.
56 Microsoft Excel

9. You enter “300 Orders” in cell A1 and “250 Orders” in cell A2. You then
select both cells and drag the fill handle down to cell A3. When you release
the mouse button, which value will appear in cell A3?
A. 250 Orders
B. 250
C. 200 Orders
D. 200

10. What symbol is used before a number to make it a label?

A. =
B. ' (apostrophe)
C. " (quote)
D. _ (underscore)

11. Without using the mouse or the arrow keys, what is the fastest way of
getting to cell A1 in a spreadsheet?
A. Press <Home>.
B. Press <Shift> + <Home>.
C. Press <Ctrl> + <Home>.
D. Press <Alt> + <Home>.

12. Which button do you click to add up a series of numbers?

A. The AutoSum button.
B. The Formula button.
C. The Total button.
D. The QuickTotal button.

13. How do you select an entire column?

A. Select Edit → Select → Column from the menu.
B. Click the column heading letter.
C. Hold down the <Ctrl> key as you click anywhere in the column.
D. Hold down the <Shift> key as you click anywhere in the column.

14. You want to manually spell check a workbook. You open the Tools menu
but can’t find the Spelling command. What’s wrong?
A. The Spelling command is in the Edit menu silly!
B. You need to display all the options in the Tools menu by clicking the downward-
pointing arrow at the bottom of the menu.
C. There isn’t a Spelling command.
D. You need to display all the options in the Tools menu by pressing <F2>.

15. What key can you press to get help in any Windows-based program?
A. <F12>.
B. <Esc>.
C. <Scroll Lock>.
D. <F1>.
 Chapter One: The Fundamentals 57

Homework
1. Find cell AA75 in any worksheet.

2. Using the skills you’ve learned in this chapter, create a worksheet similar to the one
shown here (you can fill it in using your own numbers if you want.)

3. Create a Total row in row 10. Use the AutoSum function to find the totals for each
quarter.
4. Preview and print your worksheet, and then save it as “Homework One” on your
practice disk.
5. Make a silent vow that from this moment forward you will use Excel anytime you
need to add together more than 8 numbers instead of a calculator.

Quiz Answers
1. B. Right-clicking an object displays a shortcut menu for the object.
2. D. There are a lot of ways to complete a cell entry, but pressing the <Spacebar> isn’t
one of them.
3. C. 10+50 is missing the equal sign. It should be “=10+50”.
4. B. “Serial No. 50671” contains a number, but since it starts with letters Excel treats it
as a label.
5. A. All formulas in Excel must begin with an equal sign (=). There’s no exception to
this rule.
6. A and B. You can reference cells by typing their cell reference or clicking the cell or
cell range you want to reference.
7. True. Cells ranges are identified by the first and last cell in the range, such as
A1:B10.
8. B and C.
9. C.
58 Microsoft Excel

10. B. Type an ' (apostrophe) before a number to make it a label.

11. C. Press <Ctrl> + <Home> to move the cell pointer to cell A1.
12. A. Click the AutoSum button.
13. B. Click the column heading letter of the column you want to select.
14. B. You need to display all the options in the Tools menu by clicking the downward-
pointing arrow at the bottom of the menu.
15. D. The <F1> key brings up help in every Windows program.
Chapter Two: Editing
a Workbook
Chapter Objectives: " Prerequisites
• Enter and work with date values • How to start Excel.
• How to use menus,
• Edit, clear, and replace cell contents toolbars, dialog boxes,
and shortcut
• Cut, copy, paste, and move cells
keystrokes.
• Work with and understand Absolute and Relatives cell references • Move the cell pointer.
• Insert and delete cells, rows, and columns
• Use Undo and Redo
• Check the spelling of your worksheets
• Use advanced print options
• Basic file management
• Insert cell comments

Chapter Task: Edit a mileage reimbursement report

Now that you have the Microsoft Excel basics down, this chapter will show you how to
become a sophisticated Excel user. This chapter explains how to enter date values, cut, copy
and paste information in your workbook, how to insert and delete columns and rows, undo
any mistakes you might make, and even correct your spelling errors.
60 Microsoft Excel

Lesson 2-1: Entering Date Values

and using AutoComplete
Figure 2-1
You can enter dates into a
worksheet using a variety
of formats. No matter
which methods you use to
enter dates, they will be Press
displayed according to <Enter>
how the cell is formatted.

Figure 2-1
Both of these cells contain the same
date value—they’re just formatted
differently.

Normally Excel treats dates in your worksheets as values rather than labels. The reason for
this is simple—so you can perform calculations and formulas on them. For example, you can
subtract one date from another to find how many days are between them. You can enter dates
in using many different types of date formats, as shown in Table 2-1: Examples of Valid Date
and Time Entries.

1. Start the Microsoft Excel Program.

Open button
Other Ways to Open a 2. Click the Open button on the Standard toolbar.
Workbook: The Open dialog box appears.
• Select File → Open 3. Navigate to your Practice folder or disk.
from the menu. The Open dialog box displays the Excel files in your Practice folder or disk.
• Press <Ctrl> + <O>. 4. Click the workbook named Lesson 2A in the file list box to select it and
click Open.
The workbook Lesson 2A opens and appears in the worksheet window. You don’t want
to modify the original Lesson 2A workbook, so save it as a new workbook file with a
different name—“Mileage Reimbursement”.
5. Select File → Save As from the menu, type Mileage Reimbursement in
the File name box and click Save.
Excel saves the workbook with the new name, Mileage Reimbursement, and closes the
original document, Lesson 2A. Now you can work on the new workbook, Mileage
Reimbursement, without modifying the original workbook, Lesson 2.
 Chapter Two: Editing a Workbook 61
6. Click cell A11 to make it active.

7. Type 2/24 and press <Enter>.

Notice that Excel completes the date entry by automatically inserting the current year
for you. Excel will always assume that dates are from the current year, unless you
When you type the
specify otherwise.
first few characters
NOTE: Excel 2002 is Year 2000 compliant, which means you shouldn’t have to worry of a label, Excel
much about the dreaded year 2000 bug that plagues so many computers and displays the label if it
applications. You should be aware, however, of how Excel evaluates two digit already appears in the
years, such as when you type 01/01/99 instead of 01/01/1999. column. Press <Enter>
Excel assumes any two-digit years entered between 01/01/30 and 12/31/99 are to accept the entry or
in the 20th century, so when you enter 10/3/54 Excel assumes you mean resume typing to
October 10, 1954. Excel assumes any two-digit years entered between ignore the suggestion.
01/01/00 and 12/31/29 are in the 21st century, so when you enter 10/3/15
Excel assumes you mean October 10, 2015.
You don’t have to enter your dates using a 10/5/98 format. Excel understands a variety
of date formats. Try entering a date using a different format.
8. Type Feb 27 and press <Enter>.
You can change how dates are formatted, so that 10/10/98 is displayed as October 10,
1998, but that’s in another upcoming lesson. Pick from List
Excel’s AutoComplete feature helps speed up data entry, especially if you’re using
repetitive information.
9. Click cell B11 type Ma. ! Quick Reference
As soon as you type the “Ma” in “Mankato” Excel cleverly recognizes what you’re To Enter Date Values in
typing from the cells in the B column, and displays the label “Mankato”. If you want to Excel:
accept “Mankato” simply press <Enter> to confirm the cell entry. If you’re entering
different word, such as “Manitoba” simply ignore Excel’s suggestion and finish typing • Excel treats dates and
“Manitoba”. times as values, so once
you enter a date in one
10. Press <Enter>. format, such as 4/4/99,
You can also use Excel’s PickList to help you enter labels in your worksheet. The you can reformat the date
PickList is a list of labels you’ve used and helps keep your information consistent. format, such as to April 4,
Here’s how to use the PickList: 1999.
11. Right-click cell B12 and select Pick from List from the shortcut menu. To Use AutoComplete:
A list containing all the labels in the column appears—simply click the entry you want • Type the first few
to use. characters of a label;
12. Select Duluth from the PickList. Excel displays the label, if
it appears previously in
the column. Press
Table 2-1: Examples of Valid Date and Time Entries
<Enter> to accept the
Date Entries Time Entries entry or resume typing to
October 17, 1995 5:45 PM ignore the suggestion.

10/17/95 5:45 AM To Use the PickList:

• Right-click the cell where
10-17-95 5:45 (Excel assumes that it’s 5:45 AM)
you want to enter a label,
17-Oct-95 17:45 (5:45 PM on a 24-hour clock) select Pick from List
from the shortcut menu,
Oct-17 (Excel assumes that it’s the current year.) 17:45:20 (5:45 PM and 20 seconds) and select the entry from
the list.
62 Microsoft Excel

Lesson 2-2: Editing, Clearing, and

Replacing Cell Contents
Figure 2-2
Pressing the <Delete> key
clears the contents of the Press
selected cell or cell range.
Figure 2-3
Typing replaces the Figure 2-2
contents of a cell.

Type any text

Figure 2-3

You can change or clear the contents of your cells anytime. To clear a cell entry simply select
the cell or cell range you want to delete and press the <Delete> key. You don’t have to clear a
cell entry if you want to replace it altogether—just select the cell and enter the new entry on
top of the old entry.
There are a couple methods you can use to edit the contents of a cell. One method is to select
the cell you want to edit, click the formula bar, and then edit the cell contents in the formula
bar. Another method is to double-click the cell you want to edit and then editing the cell
contents directly in the cell. Either method causes Excel go to Edit mode, and the Cancel and
Enter buttons appear on the formula bar. In Edit mode the arrow keys move from character to
character in the cell instead of from cell to cell. While Excel is in Edit mode you can also can
move the insertion point by clicking the I-beam pointer ( ) where you want to insert text.
Press <Delete> to clear
the contents of the 1. Click cell B3 to make it active.
active cell.
2. Press <Delete> to clear the contents of the active cell.
The contents of cell B3—the label “location”—is deleted, or cleared, from the cell.
Move on to the next step to add a better description for this label.
3. Type Destination and press <Enter>.
You can clear the contents of several cells at once by first selecting the cells and then
pressing the <Delete> key.
4. Select the cell range G3:G10 by clicking cell G3 and holding down the
mouse button and dragging it to cell G10.
Selecting a Cell
Range Now clear the selected cell range (G3:G10).
5. Press the <Delete> key.
The contents of the cells in the selected range are deleted.

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 Chapter Two: Editing a Workbook 63
You don’t have to clear a cell’s contents before replacing them—just type in the new
entry for the cell.
Editing a Cell
6. Click cell A1 to make it active, then type Reimbursable Mileage Entry with the
Report and press <Enter>. Formula Bar
The original contents of the cell, the label “Mileage” are replaced with the new label
“Reimbursable Mileage Report” as shown in Figure 2-3.
7. Click cell C3.
This cell label needs to be changed from “Starting” to “Beginning.” There are several
different methods you can use to edit the contents of a cell. The first is to select the cell
you want to edit and then clicking the formula bar.
8. Click anywhere in the formula bar. Editing a Cell
Entry In Place
Notice the status bar at the bottom of the Excel screen changes from “Ready” to “Edit”
indicating Excel is in Edit mode. The blinking vertical line ( ) that appears in the
Formula bar is called the insertion point. Once Excel is in Edit mode you can move the
insertion point in the formula bar to edit any area by either pressing the arrow keys or
by moving the I-beam pointer ( ) where you want to place the insertion point and
clicking.
9. Press the <Backspace> key.
Excel deletes one letter to the left of the insertion point. Save button
10. Press and hold the <Backspace> key to delete the word “Starting”, then
type Beginning, and press <Enter>.
Another method you can use to edit a cell entry is to edit inside of the cell instead of in
the Formula bar, by double-clicking the cell.
11. Double-click cell D3. ! Quick Reference
The insertion point appears directly in the cell so that you can edit the cell’s entry.
To Clear a Cell’s Contents:
12. Type ing, so the cell reads “Ending” and press <Enter>.
1. Select the cell.
You can edit cells that contain values and formulas just like cell entries with labels.
2. Press the <Delete> key.
13. Click cell E2, type Cost Per Mile, press <Tab> or <→ →> to move to cell
F2, type .32, and then press <Enter>. To Edit a Cell’s Contents:
1. Select the cell.
14. Click cell F4, click anywhere in the formula bar or double-click cell F4 to 2. Click anywhere in the
enter Edit mode. Formula bar.
You want to edit the formula in this cell so that it references whatever value is in cell 3. Edit the cell’s contents
F2 rather than the fixed value of .30, currently used in the formula. (use the arrow, <Delete>
15. Press the <Backspace> three times to delete the 0.3. and <Backspace> keys).
Now that you’ve deleted the explicit, fixed value used in the formula, create a 4. Press <Enter> when
reference to cell F2. you’re finished editing the
16. Click cell F2. cell.
Excel automatically enters the cell reference, F2, to the formula in cell F4. The formula To Edit a Cell’s Contents
should now read =E4*F2. In-Place:
17. Press <Enter> to confirm the cell entry. 1. Double-click the cell you
want to edit.
18. Click the Save button on the Standard toolbar. 2. Edit the contents of the
cell in-place.
3. Press <Enter> when
you’re finished editing the
cell.

Your Organization’s Name Here

64 Microsoft Excel 2000

Lesson 2-3: Cutting, Copying, and

Pasting Cells
Figure 2-4
Selecting and cutting a
range of cells.
Figure 2-5
Pasting the selected cells
in a new location in the
workbook.

Figure 2-4 Figure 2-5

You already know how to select a cell and ranges of cells using the mouse or keyboard. Once
you have selected a cell or cell range, you can cut it, removing it from its original location,
Copy button and then paste it in another location in the worksheet. Copying is similar to cutting, except the
Other Ways to Copy: cells are copied instead of removed. Whenever you cut or copy something, it is placed in a
• Select Edit → Copy temporary storage area called the Clipboard. The Clipboard is available to any Windows
from the menu. program, so you can cut and paste between different programs.
• Press <Ctrl> + <C>. Cutting and copying cell entries is one of the more common tasks you’re likely to use in
Excel (and in many other programs too!) This lesson will give you some practice cutting,
copying and pasting in Excel.
The Windows
If you are continuing from the previous Editing and Clearing Cell Contents lesson you can
clipboard can hold any
skip the first step of this exercise, otherwise you will need to open the Lesson 2B file…
cut or copied text,
formulas, or graphics—
1. If necessary, open the workbook named Lesson 2B on your Practice
but it can only hold one
disk or in your Practice folder then save it as Mileage Report.
cut or copied piece of
text at a time.
First you need to select the cell or cell range you want to copy…
2. Click cell B5 to make it active.
You want to copy this cell to the clipboard so you can paste it in a different location in
the worksheet. There are several different methods of copying something—we’ll look
Paste button at all of them. Try out each method and then use the method you prefer.
Other Ways to Paste: 3. Click the Copy button on the Standard toolbar.
• Select Edit → Paste A line of marching ants appears around the selected cell and the message “Select
from the menu. destination and press ENTER or choose Paste” appears on the status bar. Now you
• Press <Ctrl> + <V>. must move the cell pointer to the location where you want to paste the copied cell.
4. Select cell B11.
This is where you want to paste the cell you copied. There are several methods you can
use to paste what you copied or cut to the Windows clipboard.

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 Chapter Two: Editing a Workbook 65
5. Click the Paste button on the Standard toolbar.
The contents you copied from cell B5 are pasted into the active cell, B11, replacing its
original contents. When you use the Paste command, Excel still keeps the copied cells
in the Clipboard so that you can paste them again in other locations. Try pasting the Cut button
copied cell in another location. Other Ways to Cut:
6. Select cell B12 and repeat Step 5 to paste the copied cell again. • Select Edit → Cut from
The copied cell is inserted in the active cell. the menu.
Now that you’re familiar with copying, let’s try cutting several cells. You can cut (or • Press <Ctrl> + <X>.
copy) several cells at once by selecting the cells you want to cut (or copy.)
7. Select the cell range A3:F12.
By now, you should know how to select a cell range. ! Quick Reference
8. Click the Cut button on the Standard toolbar. To Cut and Paste:
A line of marching ants appears around the selected cells and the message “Select 1. Select the cell or cell
destination and press ENTER or choose Paste” appears on the status bar. When you range you want to cut.
select a destination to paste a range of cells you only have to designate the first cell
2. Click the Cut button
where you want to paste the cell range.
on the Standard toolbar.
9. Select cell A13. Or…
This is where you want to paste the selected cell range.
Select Edit → Cut from
10. Click the Paste button on the Standard toolbar to paste the cut cell the menu.
range. Or…
Excel removes or “cuts” the selected cells from their original location and inserts them Press <Ctrl> + <X>.
at the new location that begins with the active cell.
3. Select the cell where you
11. Save the document by clicking the Save button on the Standard toolbar. want to paste the cut
You can also copy, cut, and paste text between two different Windows programs—for cell(s).
example, you could copy information from a Excel worksheet and paste it in a Word 4. Press <Enter>.
document. The cut, copy, and paste commands (the toolbar buttons, menus, and/or keyboard
shortcuts) you learned in Excel will work with most Windows applications. To Copy and Paste:
1. Select the cell or cell
range you want to copy.
2. Click the Copy button
on the Standard toolbar.
Or…
Select Edit → Copy from
the menu.
Or…
Press <Ctrl> + <C>.
3. Select the cell where you
want to paste the cut
cell(s).
4. Click the Paste
button on the Standard
toolbar.
Or…
Select Edit → Paste
from the menu.
Or…
Press <Ctrl> + <V>.

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66 Microsoft Excel 2000

Lesson 2-4: Moving and Copying

Cells with Drag and Drop
Figure 2-6
Using drag-and-drop to
move a range of cells to a
new destination in a
worksheet.
Figure 2-7
The worksheet after
moving the cell range.
Figure 2-8
Confirmation to replace
occupied cell contents.

Figure 2-6 Drag a cell selection by it’s border to Figure 2-7

another location on the worksheet

Figure 2-8

In the previous lesson, you learned how to cut, copy, and paste cells. This lesson will show
you another way to move or copy cells to different parts of a worksheet: using the drag-and-
drop method. Drag-and-drop allows you to pick up a cell or cell range and place it in a new
location on the worksheet—all without using any menus, toolbar buttons, or keystrokes!
In this lesson, you use drag-and-drop to move the block of text you cut and pasted in the
previous lesson back to its original location.

1. Select the cell range A13:F22.

You may have to scroll down the worksheet in order to see the cell range A13:F22.
Once you have selected the cell range, you can move it using drag-and-drop.
Clicking the Edge 2. Position the pointer over any of the edges of the selected range, until it
of a Cell Range
changes to a , then click and hold the mouse button, drag the selected
range to cell A3 and release the mouse button.
As you drag the mouse, an outline of the cell range moves with the pointer, as shown in
Figure 2-6. A tip box also appears while you drag the cell range, which displays the
current position of the selected cell range as you move it. The selected cell range is
dropped in the location, beginning with cell A3.
NOTE: Dragging-and-dropping can be a bit tricky for some people, especially if
they’re still new to using a mouse. It may take you several tries before you get
dragging and dropping right. If you make a mistake and accidentally drop the

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 Chapter Two: Editing a Workbook 67

cell range in the wrong place click the Undo button ( ) on the Standard
toolbar and then try it again.
You can also copy cells and cell ranges using the drag-and-drop method. The procedure
is almost exactly the same, except you hold down the <Ctrl> key as you drag the cell or
cell range.
3. Select the cell range E2:F2.
Now that you have selected the cells you want to copy, copy them to a new destination Press and hold down
in the worksheet using drop-and-drag. the <Ctrl> key while
4. Hold down the <Ctrl> key to copy the selected cell range and repeat using drag-and-drop to
copy the cell(s)
Step 2 to copy the cell range to cell E1. Release the <Ctrl> key when
instead of moving
you’re finished.
them.
Excel copies the selected cells to the new location.
5. Select the cell Range E1:F1.
If you drag-and-drop into occupied cells, Excel will ask you if you want to replace the
existing cells, as shown in Figure 2-8.
6. Using the drag-and-drop technique you’ve learned, drag and drop the
selected cell range to cell A1.
Since this cell is already occupied, Excel asks whether you want to replace the contents
of the destination cells.
7. Click Cancel.
Excel cancels the drag-and-drop procedure. You might have noticed the label “Cost Per
Mile” and the value “. 32” appear twice in the worksheet. You don’t need this
information to appear twice, so delete one of the entries.
8. Select the cell Range E1:F1 and press <Delete> to clear the cell
contents.
Now you can save the changes you’ve made to the workbook. ! Quick Reference
9. Save your work by clicking the Save button on the Standard toolbar. To Move Cells with Drop
and Drag:
If you’ve made it through the last two lessons consider yourself an expert on moving and
copying cells in Microsoft Excel. Actually, you can consider yourself an expert on copying 1. Select the cell or the cell
and moving things in general because the techniques you’ve learned in the last two lessons— range you want to move.
cutting, copying, pasting, and dragging-and-dropping—will work with almost any Windows 2. Move the pointer to the
program! border of the cell or cell
range, click and hold
down the mouse button
and drag the cell or cell
range to the upper-left cell
of the area where you
want to move the data.
3. Release the mouse
button.
To Copy Cells with Drop
and Drag:
• Follow the above
procedure, only hold
down the <Ctrl> key while
you drag and drop the
cell(s).

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68 Microsoft Excel 2000

Lesson 2-5: Collecting and Pasting

Multiple Items
Figure 2-9
The Clipboard toolbar
displays the cut or copied To display the Clipboard:
objects you’ve collected. 1. Select View → Task Pane from
the menu…
Figure 2-10
2. … then click the arrow in the
The Office XP Clipboard task pane and select Clipboard
toolbar.

Figure 2-9

Figure 2-10

If you do a lot of cutting, copying, and pasting you will probably appreciate Excel XP’s new
and improved clip Office clipboard, which holds not one but twenty-four cut or copied
objects.
You can use the Office Clipboard to collect and paste multiple items. For example, you can
information in a Microsoft Excel workbook, switch to Microsoft Word and copy some text,
Other Task Panes switch to PowerPoint and copy a bulleted list, switch to Access and copy a datasheet and then
arrow switch back to Excel and paste the collection of copied items.

1. Select View → Task Pane the menu.

The task pane appears in the left side of the Excel window. Next you need to display
the Clipboard task pane.

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 Chapter Two: Editing a Workbook 69
2. Click theOther Task Panes arrow in the task pane window and select
Clipboard.
Anything you cut or copy (up to 24 items) will appear in the Clipboard.
3. Select the cell range A6:D6 and click the Copy button on the Standard
Copy button
toolbar.
Other Ways to Copy:
You’ve just added the contents of the cell range A6:D6 to the Office clipboard.
• Select Edit → Copy
4. Select the cell range A10:D10 and click the Copy button on the from the menu.
Standard toolbar.
• Press <Ctrl> + <C>.
Excel adds the copied cell range to the Office XP clipboard as shown in Figure 2-9.
Several Excel icons appear on the Clipboard toolbar—these represent everything you
have cut or copied recently in any Office XP program. If any additional icons appear in
the clipboard it’s because you’re already cut or copied some information earlier.
Let’s add one more item to the clipboard.
5. Select the cell range A12:D12 and click the Copy button on the Paste All button
Standard toolbar.
Another Excel icon appears on the clipboard task pane. The type of clipboard icon
indicates which program the object was collected from, as described in Table 2-2:
Icons in the Clipboard Toolbar.
To paste an object from the Office clipboard simply click the object you want to paste.
Or, you can paste all the objects in the clipboard by clicking the Paste All button in the ! Quick Reference
clipboard task pane.
To Display the Clipboard
6. Click cell A13 and click the Paste All button in the task pane. Toolbar:
Excel pastes all the contents of the Office clipboard. Let’s see if you remember how to • Select View → Toolbars
clear cell contents… → Clipboard from the
7. Select the range of pasted cells (it should be A11:F15) and press the menu.
<Delete> key. Or…
• Right-click any toolbar or
Table 2-2: Icons in the Clipboard Toolbar the menu bar and select
Clipboard Icon Description Contents Clipboard from the
shortcut menu.
Object cut or copied from a Microsoft Access database
To Add Items to the Office
Clipboard:
Object cut or copied from a Microsoft Excel workbook
• Copy and/or cut the items
as you normally would or
Object cut or copied from a Microsoft PowerPoint presentation consecutively.
To View the Contents of a
Object cut or copied from a Microsoft Word document
Clipboard Item:
• Point to the item on the
Web page contents cut or copied from Microsoft Internet Explorer Clipboard toolbar.

Cut or copied graphic object To Paste from the Office

Clipboard:
• Display the Clipboard
Object cut or copied from a program other than Microsoft Office XP
toolbar and then click the
item you want to paste.
Click the Paste All
button to paste
everything.

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70 Microsoft Excel 2000

Lesson 2-6: Working with

Absolute and Relative Cell
References
Figure 2-11
Using AutoFill to copy a
formula to other cells. Click the fill …and drag to
handle of a select the cell
Figure 2-12 selected cell or where you
cell range want to copy
Relative vs. Absolute the cell
references. Figure 2-11

Relative cell references Absolute cell references

are based on their always refer to a
position relative to the particular cell address.
cell that contains the They do not change if
formula. The cell the cell is moved to a
references change if the new location
cell is moved to a new
location
Figure 2-12

One of the more difficult Excel concepts you need to understand is the difference between
relative and absolute cell references. You should already know that a cell reference identifies
a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for values
you want to use in a formula. Here then, is the description and differences between absolute
and relative cell references:
• Relative: Relative references tell Excel how to find another cell starting from the cell
that contains the formula. Using a relative reference is a lot like giving someone
directions that explain where to go from where the person is currently standing. When a
formula containing relative references is moved, it will reference new cells based on their
location to the formula. Relative references are the default type of references used in
Excel.
• Absolute: Absolute references always refer to the same cell address, even if the formula
is moved.
If you’re continuing from the previous Copying and Pasting lessons you can skip the first step
of this exercise, otherwise you will need to open the Lesson 2B file…

1. If necessary, open the workbook named Lesson 2B on your Practice

disk or in your Practice folder then save it as Mileage Report.
First we need to create a simple formula…
2. Click cell E5, type the formula =D5-C5 and press <Enter>.
You’ve just created a simple formula that finds out the number of miles driven to a
location by subtracting the ending mileage from the beginning mileage. Instead of
retyping the total miles formula for every one of the destinations, you can copy the
formula using any of the copy and paste methods you’ve already learned. The easiest
and fastest way of copying the formula to the other cells is using the AutoFill function.

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 Chapter Two: Editing a Workbook 71
3. Click cell E5 and position the pointer over the fill handle of cell E5, until it
changes to a , click and hold the mouse and drag the fill handle down to
cell E12 and release the mouse button, as shown in Figure 2-11.
Poof! AutoFill copies the formula you entered in cell E5 to the cells you selected,
saving you a lot of time if you manually entered the formulas yourself. Now let’s take
a look at what is meant by a relative cell reference. Fill Handle
4. Click cell F5 to make it active.
Look at the formula bar. The formula that Excel copied to this cell isn’t exactly the one A1
you entered in cell E5. Instead of the original formula you entered, =D5-C5, this cell Relative
contains the formula =D6-C6. Do you see what happened? Excel copied the formula, Reference
but substituted new cell references so that although the location of the cell has
changed, its relationship with the cells in the formula hasn’t. This is an example of
$A$1
relative cell addresses—they are based on their position relative to the cell that Absolute
contains the formula. Reference
Relative cell addresses are almost always the best way to reference other cells in Press the <F5> key
formulas, which is why they are the default way Excel uses to reference cells. when clicking a cell to
Sometimes, however, you might want a cell reference to always refer to a particular create an absolute cell
cell address. In this case, you would use an absolute cell reference, which always refers reference to it.
to a specific cell address, even if you move the formula to a new location. Create
another formula to see how to use an absolute cell reference.
5. Select cell F5, type =, click cell E5 (the total miles), type * (the
multiplication operator), click cell F2 (the cost per mile), and complete
the formula by pressing <Enter>.
Great! You’ve just created a formula that multiples the totals miles driven by the cost
per mile, currently .32. Now use AutoFill to copy the formula to the other cells.
6. Position the pointer over the fill handle of cell F5, until it changes to a ,
click and hold the mouse and drag the fill handle down to cell F12 and
release the mouse button. ! Quick Reference
Excel copies the formula, but what went wrong? Let’s take a look. To Create an Relative
7. Click cell F6 to make it active. Reference in a Formula:
Look at the formula bar. The formula, =E6*F3, that Excel copied to this cell is not • Click the cell you want to
correct. Look at cell F3—there’s nothing there to multiply (unless you consider the text reference, for example
label), hence the #VALUE! error message. You need to use an absolute reference so the click cell B4.
formula always refers to cell F2, even if a formula is moved or copied. Or…
8. Click cell F5 to make it active and click anywhere in the Formula bar to • Type the address of the
change to Edit mode. cell, for example type B4.
9. Verify the insertion point is touching the F2 in the formula and press the To Create an Absolute
<F4> key. Reference in a Formula:
Dollar signs appear, changing the F2 reference to $F$2—indicating it is an absolute • Press and hold the <F4>
reference. You can create an absolute reference to a cell by placing a dollar sign ($) key as you click the cell
before the parts of the reference that do not change. To create an absolute reference to you want to reference, for
cell A1, for example, add dollar signs to the formula: $A$1. Pressing <F4> changes a example click cell B4.
relative cell reference to an absolute cell reference.
Or…
10. Press <Enter> and repeat Step 6 to copy the formula to the other cells.
• Type the address of the
This time the formula is copied correctly. The first cell reference in the formula is cell with $ (dollar signs)
relative and changes based on the formula’s location. The second cell reference in the before every reference
formula, ($F$2), on the other hand, is an absolute cell reference and always points to heading for example type
cell F2, regardless of the formula’s location. $B$4.

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Lesson 2-7: Using the Paste

Special Command
Figure 2-13
The Paste Options button
menu.
Figure 2-14
The Paste Special dialog
box.

The Paste Options button appears

next to any pasted information. Click
this button to specify how you want
Figure 2-13 the pasted information to appear.

Figure 2-14

Excel’s Paste Special command lets you specify exactly want to copy. For example, you can
use the Paste Special command to copy the resulting value of a formula without copying the
formula itself, or to copy the values of a range of cells without any of the cell’s formatting
options.
If you’re continuing from the previous Absolute and Relative Address lesson you can skip the
first step of this exercise, otherwise you will need to open the Lesson 2C file…
Copy button
Other Ways to Copy: 1. If necessary, open the workbook named Lesson 2C on your Practice
• Select Edit → Copy disk or in your Practice folder then save it as Mileage Report.
from the menu. First we need to copy something…
• Press <Ctrl> + <C>. 2. Select the cell range E4:E12 and click the Copy button on the Standard
toolbar (or use the keyboard shortcut: <Ctrl> + <C>).
The cell range is copied to the clipboard.

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 Chapter Two: Editing a Workbook 73
3. Select cell E14 and click the Paste button on the Standard toolbar (or
use the keyboard shortcut: <Ctrl> + <V>).
Excel pastes the contents of the copied cells, as shown in Figure 2-13. Notice, however,
that the resulting values from the copied formulas are all 0. Instead of copying the cell
formulas, you wanted to copy the cell values. You can do this with the Paste Special
command. Notice the Paste Options button that appears next to the pasted
information. You can use this button to specify how you want information pasted.
4. Position the pointer over the Paste Options button.
A drop-down arrow appears on the Paste Options button. Click this arrow to display a
list of various options for how information is pasted into your document.
5. Click the Paste Options button arrow and select Values from the
list.
Excel pastes the resulting values from the copied cell range formulas instead of pasting
the formulas themselves. The Paste Options button contains the most common paste
commands – but not all of them. To see every available paste command (most of which
you will never use) you need to use the Edit → Paste Special command.
6. Select cell G4, type 1.25 and press <Enter>.

7. Select cell G4, copy the cell’s contents by clicking the Copy button on
the Standard toolbar, select the cell range E4:E12, and then select Edit
→ Paste Special from the menu.
The Paste Special dialog box reappears. This time you will use an operation to multiply
the value of the copied cell with the values in the selected cell range.
8. Select the Multiply option under the Operations section and click OK.
The dialog box closes and the selected cell range is multiplied by the value of cell G5.
Table 2-3: Paste Special Options describes the options in the Paste Special dialog box.

Table 2-3: Paste Special Options

Paste Option Description ! Quick Reference
All Pastes all cell contents and formatting. Same as the Paste command.
To Use the Paste Special
Formulas Pastes only the formulas as entered in the formula bar. Command:
Values Pastes only the values as displayed in the cells (very useful!) 1. Cut or copy a cell or cell
range using standard cut
Formats Pastes only cell formatting. Same as using the Format Painter button. and copy procedures.
Comments Pastes only comments attached to the cell. 2. Click the Click the
Paste button on the
Validation Pastes data validation rules for the copied cells to the paste area. Standard toolbar to paste
All except borders Pastes all cell contents and formatting applied to the copied cell except the information.
borders. 3. Position the pointer over
the Paste Options
Operations Specifies which mathematical operation, if any, you want to apply to the button that appears, click
copied data. For example, you could multiply the pasted data by 5.
the Paste Options
Skip Blanks Avoids replacing values in your paste area when blank cells occur in the button arrow and select
copy area. the desired paste option.
Or…
Transpose Changes columns of copied data to rows, and vice versa.
Select Edit → Paste
Link Links the pasted data to the source data. Special from the menu.

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Lesson 2-8: Inserting and Deleting

Cells, Rows, and Columns
Figure 2-15
The Insert dialog box.
Figure 2-16
The Delete dialog box.
Figure 2-17 Figure 2-15 Figure 2-16

Selecting a cell range to

insert.
Figure 2-18
Two inserted cell ranges. Figure 2-17

Existing cells move to

make room for the
inserted cells

Figure 2-18

While working on a worksheet, you may need to insert new cells, columns, or rows into your
worksheet. Other times you may need to may need to delete existing cells, columns, or rows
from the worksheet. When you insert cells, you must shift any existing cells down or to the
right to make room from the new cells. Likewise, when you delete cells (which is not the
same as clearing the cell contents) you must shift any existing cells to fill the space left by the
deletion.
In this lesson, you will get some practice inserting and deleting cells, rows, and columns. If
you’re continuing from the previous Absolute and Relative Address lesson you can skip the
first step of this exercise, otherwise you will need to open the Lesson 2C file…
Shortcut Menu
1. If necessary, open the workbook named Lesson 2C on your Practice
disk or in your Practice folder then save it as Mileage Report.
First you need to specify where you want to insert the new cells…
2. Select the cell range A2:F2.
This is where you want to insert the new cells.
3. Select Insert → Cells from the menu.
Select rows and
The Insert dialog box appears, as shown in Figure 2-15. You can choose to shift the
columns by clicking the
existing cells to the right or down, or you can insert an entire row or entire column.
heading for first row The Shift cells down option is selected by default. This is the option you want to use.
or column you want to You’re going to be inserting a new row of cells.
select, then dragging
the mouse pointer to
4. Click OK.
the last row or column Excel inserts six new cells and shifts the cells below down one row.
heading.

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 Chapter Two: Editing a Workbook 75
You can also insert entire columns and rows using a couple different methods:
• Menu: Select the column or row heading where you want to insert the new column
or row and select Insert → Rows → Columns from the menu.
• Shortcut Menu: Right-click the selected row or column heading(s) and select
Insert from the shortcut menu.
5. Select the second and third rows by clicking the 2 row heading and
dragging the pointer to the 3 row heading and then releasing the mouse
button.
You’ve selected both the sixth and seventh row.
6. Right-click either of the selected row headings and select Insert from the ! Quick Reference
shortcut menu.
To Insert a Row or
Excel inserts two new rows. Inserting a column is almost the same as inserting a row. Column:
7. Select the cell range F3:F15 and select Insert → Cells from the menu. 1. Select the row or column
The Insert dialog box reappears. This time you want to shift the existing cells to the headings where you want
right. Based on the selected cell range, Excel recognizes this is the most likely option, to insert the column or
so the Shift cells right option is selected by default. row.
8. Click OK. 2. Right-click the selected
Excel inserts the new cells and shifts the selected cell range to the right. row or column heading(s)
and select Insert from the
Deleting cells, cell ranges, columns, and rows is just as easy and straightforward as shortcut menu.
inserting them.
Or…
9. Repeat the procedure you learn in Step 5 to select the second, third, and
fourth rows. Select Edit → Insert
Columns or Insert Rows
10. Select Edit → Delete from the menu. from the menu.
The selected rows are deleted. You can also delete cells using the shortcut menu To Delete a Row or
method: Column:
11. Right-click the F column heading and select Delete from the shortcut 1. Select the row or column
menu. heading(s) you want to
delete.
Excel deletes the entire F column.
2. Right-click the selected
That’s it! You’ve learned how to insert and delete cells, columns, and rows to and from your row or column heading(s)
worksheets. and select Delete from
the shortcut menu.
Or…
Select Edit → Delete
from the menu.
To Delete a Cell Range:
1. Select cell range you
want to delete.
2. Right-click the selection
and select Delete from
the shortcut menu. Or
select Edit → Delete
from the menu.
3. Specify how you want
adjacent cells shifted.

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76 Microsoft Excel 2000

Lesson 2-9: Using Undo, Redo,

and Repeat
Figure 2-19
Undoing a clear cell
command.

You just deleted the

contents of this cell…

Figure 2-19
The undo command brings the cell
Undo button contents back, undoing your deletion.

Other Ways to Undo: You may not want to admit this, but you’re going to make mistakes when you use Excel. You
• Select Edit → Undo might accidentally delete a column or row you didn’t mean to delete, or paste something you
from the menu. didn’t mean to paste. Fortunately, Excel has a wonderful feature called undo that does just
• Press <Ctrl> + <Z>. that—undoes your mistakes and actions, making them as though they never happened. Excel
can undo up to 16 of your last actions or mistakes. This lesson explains how you can undo
both single and multiple mistakes, and how to redo your actions in case you change your
mind.
Redo button
1. Select cell A1 to make it active and press the <Delete> key to delete the
Other Ways to Redo: worksheet’s title.
• Select Edit → Redo The worksheet’s title, “Reimbursable Mileage Report”, disappears. Whoops! You
from the menu. didn’t really want to delete that! Watch how you can undo your “mistake.”
• Press <Ctrl> + <Y>.

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 Chapter Two: Editing a Workbook 77
2. Click the Undo button.
Poof! The deleted title “Reimbursable Mileage Report” is back again. Hmmm…
maybe you did want to erase the worksheet title after all. Anything that can be undone
can be redone if you change you change your mind or want to “undo an undo.” Here’s
how you can redo the previous clear command.
Selecting Multiple
3. Click the Redo button. Rows
The contents of cell A1, the worksheet title, disappear again.
Often you will probably make not one, but several mistakes, and it may be a minute or
two before you’ve even realized you’ve made them. Fortunately, the programmers at
Microsoft thought of this when they developed Excel, because the undo feature is
multileveled—meaning you can undo up to 16 of the last things you did. The next few
stops will show you how you can undo multiple errors.
4. Select cell F2 to make it active, type .35, and press <Enter>.
Multilevel Undo
There’s your second mistake (the first was deleting the worksheet title in cell A1.)
5. Select the fourth and fifth rows in the worksheet by clicking the 4 row
heading, holding down the mouse button and dragging the pointer over
the 5 row heading and releasing the mouse button.
Now that you have selected the fourth and fifth rows, you can delete them. Other Ways to Repeat:
6. Right-click the selected 4 or 5 row heading and select Delete from the • Select Edit → Repeat
shortcut menu. from the menu.
The fourth and fifth rows are deleted from the worksheet. Mistake number three.
You’ve made enough mistakes now to see how multilevel undo works. Here’s how to
undo all of your mistakes.
7. Click the downward pointing arrow to the right of the undo button. ! Quick Reference
A list of your recent actions appear beneath the Undo button. Notice that there are
more actions listed than just your three recent “mistakes.” If you wanted you could To Undo:
undo the last sixteen actions. You don’t want to undo the sixteen actions—just the last • Click the Undo button on
three mistakes. the Standard toolbar.
8. Select the word Clear from the undo list (it should be the third one on the Or…
list.) • Select Edit → Undo from
The last three changes you made to the workbook—deleting two rows, typing .35 in the menu.
cell F2, and clearing the worksheet’s title—are all undone. Or…
The opposite of the Undo command is the Repeat command, which repeats your last • Press <Ctrl> + <Z>.
command or action, if possible. Here’s how to use it.
9. Select the cell range A3:A12, right-click the selection, select Delete from To Redo:
the shortcut menu and click OK. • Click the Redo button on
You’ve just deleted the Date column. Now let’s see how you can repeat your last the Standard toolbar.
command… Or…
10. Select the cell range D3:D12 and press <Ctrl> + <Y>. • Select Edit → Redo from
Excel repeats your last command and deletes the Total Miles range. the menu.
11. Click the Undo button on the Standard toolbar twice to undo your
Or…
deletions, and then save your work. • Press <Ctrl> + <Y>.
To Redo:
• Select Edit → Repeat
from the menu.
Or…
• Press <Ctrl> + <Y>.

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78 Microsoft Excel 2000

Lesson 2-10: Checking Your

Spelling
Figure 2-20
The Spelling dialog box.
Figure 2-21
Excel starts checking the
worksheet’s spelling at the
active cell. When it
reaches the end of the
worksheet it asks if you
want to continue checking
at the beginning of the
document.
Figure 2-22
Figure 2-20
The spell check complete
dialog box.

Figure 2-22
Figure 2-21

Spell check used to be a feature only available in word processing programs—but no more!
You can use Excel’s spell checker to find and correct any spelling errors that you might have
made in your workbooks. Excel’s spell checker is shared and used by the other programs in
the Microsoft Office suite. Any words you add to the custom spelling dictionary in one
Microsoft Office program will be available in all the other programs. Worksheets are not the
same as documents created by word processors and may contain abbreviations that the spell
checker may not recognize. When this happens click either Ignore to ignore the abbreviation,
or Add to add the abbreviation to the custom spelling dictionary.

1. Press <Ctrl> + <Home> to move to the first cell in the worksheet, A1.
Excel starts checking the spelling of the words in a worksheet at the active cell and
stops whenever it encounters a word that is not found in its dictionary.
Spelling button
Other Ways to Spell 2. Click the Spelling button on the Standard toolbar.
Check: The Spelling dialog box appears; as shown in Figure 2-20, with the misspelled word
• Select Tools → “Amuont” listed as the first misspelled word in the worksheet. Excel lists several
Spelling from the possible suggestions for the correct spelling of the word.
menu. 3. Click Amount in the Suggestions list and click Change.
• Press <F7>. Excel makes the spelling correction for you. The spell checker moves on and selects
the word “Cloquet” as the next misspelled word in the worksheet. Excel couldn’t find
the word “Cloquet” in its dictionary, but since it is the name of a city and is spelled
correctly you can ignore it.

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 Chapter Two: Editing a Workbook 79
4. Click Ignore All to ignore all occurrences of the word “Cloquet” in the
worksheet.
When the spell checker can’t find any more incorrectly spelled words, Excel will
indicate the spelling check is complete by displaying the dialog box shown in Figure
2-22. Save button
5. Click the Save button on the Standard toolbar to save the changes
you’ve made to the worksheet.
No doubt about it, the spell checker is a great tool to assist you in creating accurate
worksheets. It’s important to note, however, that Excel won’t catch all of your spelling errors.
For example, if you mistakenly type the word “Repeat” when you meant to type “Report”
Excel won’t catch the mistake because it because “Repeat” is a correctly spelled word.

! Quick Reference
To Check the Spelling in a
Worksheet:
• Click the Spelling button
on the Standard toolbar.
Or…
• Select Tools → Spelling
from the menu.
Or…
• Press <F7>.

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80 Microsoft Excel 2000

Lesson 2-11: Finding and Replacing

Information
Figure 2-23
The Find dialog box.
Figure 2-24
The Replace dialog box.
Figure 2-23
Figure 2-25
Replaced labels.
Figure 2-25 Replaced label

Figure 2-24

Imagine you are working on a huge worksheet that tracks the feeding patterns of various
squirrels. You’re almost finished with the worksheet when you realize that you’ve mistakenly
referred to one of the species of squirrels you’re tracking—flying squirrels—not by their
proper scientific name “Sciuridae Glaucomys” but by the scientific name for the common
gray squirrel “Sciuridae Sciurus.” Yikes! It will take hours to go back and find every instance
of “Sciuridae Sciurus” and replace it with “Sciuridae Glaucomys.” It could… or it could take
you less than a minute if you use Excel’s find and replace function.
This lesson explains how to find specific words, phrases, and values in your workbooks, and
how you can automatically replace those words, phrases, and values.

1. Press <Ctrl> + <Home> to move to the beginning of the worksheet, cell

A1.
Other Ways to Find
Information:
2. Select Edit → Find from the menu.

• Press <Ctrl> + <F>. The Find dialog box appears, as shown in Figure 2-23.
3. In the Find what box type Minneapolis.
You want to find every occurrence of the phrase “Minneapolis” in the worksheet.
4. Click the Find Next button.
Excel jumps to the first occurrence of the word “Minneapolis” it finds in the
worksheet.
5. Click the Find Next button.
Excel jumps to the next occurrence of the word “Minneapolis” in the worksheet.
Other Ways to Find and 6. Click Close to close the Find dialog box.
Replace Information: The Find dialog box closes. You can also replace information in a worksheet.
• Press <Ctrl> + <H>. 7. Select Edit → Replace from the menu.
The Replace dialog box appears, as shown in Figure 2-24.

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 Chapter Two: Editing a Workbook 81
8. In the Find what box text box type Mankato.
You want to replace every occurrence of the word “Mankato” with the word “St.
Peter.”
9. Select the Replace with box by clicking it or by pressing the <Tab> key
and type St. Peter.

10. Click Replace All.

Excel finds all the occurrences of the word “Mankato” in the worksheet and replaces ! Quick Reference
them with the word “St Peter.”
To Find Information in a
NOTE: Think before you use the Replace All button—you might not want it to Workbook:
replace every instance of a label or value! You can find and replace each
individual occurrence of a label or value by clicking Find Next and then 1. Select Edit → Find from
Replace. the menu.
11. Click Close. Or…
The Replace dialog box disappears and you’re back to your worksheet. Notice how all Press <Ctrl> + <F>.
the occurrences of the word “Mankato” have been replaced by “St. Peter.” 2. Enter the text you want to
search for in the Find
what box.
3. Click the Find next
button.
4. Repeat Step 3 until you
find the text you’re looking
for.
To Find and Replace
Information:
1. Select Edit → Replace
from the menu.
Or…
Press <Ctrl> + <H>.
2. Enter the text you want to
search for in the Find
what box.
3. Enter the text you want to
replace that text with in
the Replace with box.
4. Click the Find next
button.
5. Click the Replace button
to replace the text.
6. Repeat Steps 4 and 5 if
there is more than one
occurrence that you want
to replace.
Or…
Click Replace All to
search and replace every
occurrence of text in the
workbook.

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Lesson 2-12: Advanced Printing

Options
Figure 2-26
The Print dialog box.

Figure 2-26

You already know how to print, in this lesson you will become an expert at printing. This
lesson explains how to print more than one copy of a document, send a document to a
different printer, and print specific pages of a document.

1. Click File → Print from the menu.

The Print dialog box opens, as shown in Figure 2-26. The Print dialog box is where
you can specify printing options when you print your workbook. Several commonly
used print options you might specify would be: how many pages to print, specific
pages to print, or to which printer to print (if your computer is attached to more than
one printer.) See Table 2-4: Print Dialog Box Options for a description of what print
options are available.
2. In the Number of copies box, type 2.

3. Click OK.
The Print dialog box closes, and Excel prints two copies of your worksheet (if your
computer is attached to a printer.)
Table 2-4: Print Dialog Box Options on the following page explains some of the other print
options you can use when printing a worksheet—how to print a specific page or a range of
pages, for example.

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 Chapter Two: Editing a Workbook 83

Table 2-4: Print Dialog Box Options

Print option Description
Name Used to select which printer to send your workbook to when it prints (f you
are connected to more than one printer.) The currently selected printer is
displayed.

Properties Displays a dialog box with options available for your specific printer such as
what paper size you’re using, if your document should be printed in color or
black and white, etc.

Print to file Prints the workbook to a file instead of sending to the printer.

Page range Allow you to specify what pages you want printed. There are several options
here:
All: Prints the entire document
Current page: Prints only the page of the workbook you’re currently on.
Selection: Prints only selected cells.
Pages: Prints only the pages of the workbook you specify. Select a
range of pages with a hyphen (like 5-8) and separate single pages with a
comma (like 3,7).

Number of copies Specify the number of copies you want to print.

Print what Allow you to select what is printed: the currently selected cells, the active
sheet(s), or the entire workbook.

Options Lets you specify other printing options, such as printing a document in
reverse order (from the last page to the first.)

! Quick Reference
For Advanced Printing
Options:
1. Select File → Print from
the menu.
2. Refer to Table 2-4: Print
Dialog Box Options for
information on various
printing options.

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Lesson 2-13: File Management

Currently selected folder or drive. Click the to Go back to Search the Create a Menu of file
Figure 2-27 list and change drives or folders the previous Web new folder management
folder commands
The Open and Save As
dialog boxes’ toolbar.
Figure 2-28
Go up one Delete the View: Change
The View list button lets Figure 2-27 folder or level selected how files are
you change how files are file(s) displayed
displayed in the Open or
Save As dialog boxes.

Files and folders are Displays information Displays detailed Displays a preview of
displayed in a list, about every file, such as information about the the selected file (when
allowing you to view as its name and size selected file possible)
many files as possible

Figure 2-28
Open button
File management includes moving, copying, deleting, and renaming the files you’ve created.
Although it’s a little easier to work with and organize your files using Windows Explorer or
My Computer you can also perform a surprising number of file management chores right
from inside Microsoft Excel XP—especially with it’s new and improved Open and Save
dialog boxes.

1. Click the Open button on the Standard toolbar.

The Open dialog appears. The Open dialog box is normally used to open files, but you
can also use it to perform several file management functions. There are two different
ways to access file management commands from inside the Open or Save As dialog
Tools menu boxes:
• Select a file and then select the command you want from the dialog box’s Tools
menu.
• Right-click a file and select the command you want from a shortcut menu.
2. Right-click the Rename Me file.
A shortcut menu appears with a list of available file management commands for the
selected file.
3. Select Rename from the shortcut menu, type Home Budget and press
<Enter>.
You have just changed the name of the selected file from “Rename Me” to “Home
Budget”. Instead of right-clicking the file, you could have selected it and then selected
View list button Rename from the Tools menu. Move on to the next step to learn how to delete a file.
4. Click the Home Budget file to select it and press the <Delete> key.
A dialog box appears, asking you to confirm the deletion of the Home Budget file.

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 Chapter Two: Editing a Workbook 85
5. Click Yes.
The Home Budget file is deleted. If you work with and create numerous files, you may
find it difficult to remember what you named a file. To find the file(s) you’re looking
for, it can help to preview your files without opening them.
6. Click the View button arrow and select Preview.
The Open dialog changes the display of Excel files on the Practice disk from List View
to Preview View. To see the contents of a file, select it in the file list on the left side of
the dialog box and it will appear in the Preview area to the right side of the dialog box.
Try previewing the contents of a file without opening it now.
NOTE: You must save Excel workbooks with a Picture Preview in order to display a
preview in the Open dialog box. To do this, before saving any file select
File → Properties, click the Summary tab, and verify that the Save picture
preview check box is checked.
7. Click the Lesson 1 file.
The Lesson 1 file is selected and a preview of its contents appear in the Preview
section. Change back to List mode to display as many files in the window as possible.
File Shortcut
8. Click the View button arrow, select List to display the files in list view, menu
then close the dialog box by clicking Cancel.

Table 2-5: File Shortcut Menu Commands

Command Description
Open Opens the selected file.
Open Read-Only Opens the selected file so that it can be read but not changed.
Open as Copy Creates a copy of the selected file with the name “Copy of” and the name of
the original file, and then opens the new, copied file.
Print Sends the selected file to the default printer. ! Quick Reference
Quick View Displays the contents of the selected file without opening the file. Basic File Management in
the Open Dialog box:
Send To Depending on how your computer is setup, it lets you send the selected file to
a printer, to an email recipient, to a fax, or to a floppy drive. 1. Open the Open or Save
As dialog boxes by
Cut Used in conjunction with the Paste command to move files. Cuts, or removes selecting Open or Save
the selected file from its current folder or location. As from the File menu.
Copy Used in conjunction with the Paste command to copy files. Copies the 2. Right-click the file and
selected file. refer to Table 2-5: File
Shortcut Menu
Paste Pastes a cut or copied file or files. Commands for a list
Create Shortcut Creates a shortcut—a quick way to a file or folder without having to go to its things you can do to the
permanent location—to the file selected file or select the
file and select a command
Delete Deletes the selected file or files. from the Tools menu.
Rename Renames the selected files To Change How Files are
Displayed:
Properties Displays the properties of the selected file, such as when the file was created
or last modified, or how large the file is. • Click the View button
arrow and select a view.

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86 Microsoft Excel 2000

Lesson 2-14: Inserting Cell

Comments
Figure 2-29
Inserting a comment.

Comment Sizing handles

indicator
User name

Figure 2-29

Sometimes you may need to add notes to your workbook to document complicated formulas,
questionable values, or leave a comment to another user. Excel’s cell comments command
helps you document your worksheets and make them easier to understand. Think of cell
comments as Post-It Notes that you can attach to any cell. Cell comments appear whenever
you point at the cell they’re attached to.

1. Right-click cell B12.

A shortcut menu appears.
2. Select Insert Comment from the shortcut menu.
A comment box appears by the cell, as shown in Figure 2-29. Notice a name appears at
Shortcut menu the beginning of the comment—this is the user name, which can be found by selecting
Other Ways to Insert a Tools → Options from the menu and clicking the General tab. The user name appears
Cell Comment: on the comment so that other users will know who added the comment. You can add a
• Select Insert → Insert note to the comment box by just typing.
Comment from the 3. Type This date may be incorrect.
menu. Now that you’ve finished writing the note, you can close the comment box.
4. Click anywhere outside the comment box to close it.
Comment The comment box closes. Notice a small red triangle now appears in the upper-right
Indicator corner of cell B12. This triangle indicates that there is a comment attached to the cell.
Displaying a comment is very, very easy.

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 Chapter Two: Editing a Workbook 87
5. Position the pointer over cell B12.
The comment appears next to the cell whenever the pointer is positioned over it. Here’s
how to edit a comment:
6. Right-click cell B12.
A shortcut menu appears.
7. Select Edit Comment from the shortcut menu.
An insertion point () appears at the end of the text in the comment box, indicating
you can edit the text in the comment box. Add some more text to the comment box.
8. Press the <Spacebar>, then type Could you check my receipts to
verify this? Resize a comment box
You can also change the size and position of a comment box while in edit mode. Notice by clicking and
the white boxes that appear at the corners and sides of the comment box, as shown in dragging any of its
Figure 2-29? These are sizing handles, which you can use to change the size of the box. sizing handles until the
comment box is the
9. Position the pointer over the lower-right sizing handle, until the pointer
size you want.
changes to a , then click and hold the left mouse button and drag the
mouse diagonally up and to the left about a half-inch, then release the
mouse button.
The comment is resized, and the text is wrapped accordingly. You can also move a
comment to a different location on the screen.
! Quick Reference
To Insert a Comment:
10. Position the pointer over the border of the comment box, until it changes 1. Right-click the cell you
to a , click and drag the comment down an inch, then release the want to attach a comment
mouse button to drop the comment. to.
You’ve just moved the comment to a new position on the worksheet. Now delete the 2. Select Insert Comment
comment. from the shortcut menu.
11. Right-click cell B12 and select Delete Comment from the shortcut 3. Type the comment.
menu. 4. Click anywhere outside
the comment area when
you’re finished.
To Edit a Comment:
1. Right-click the cell that
contains the comment
you want to edit.
2. Select Edit Comment
from the shortcut menu.
3. Edit the comment.
4. Click anywhere outside
the comment area when
you’re finished.
To Delete a Comment:
1. Right-click the cell that
contains the comment
you want to edit.
2. Select Delete Comment
from the shortcut menu.

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88 Microsoft Excel 2000

Lesson 2-15: Understanding Smart

Tags
Figure 2-30
Smart tags appear when
you perform a particular
task or when Word
recognizes certain types
of information.
Click the smart tag
Figure 2-31 button to display a list
of actions you can
Figure 2 perform on the
information

Figure 2-30
A purple triangle Click the smart
appears in a cell
when Excel
tag to display a list
recognizes certain of actions that you
types of can take
information. Point
at the text to
display the
Figure 2-31 smart tag

You can change the

Smart tags are one of the biggest additions to Microsoft Office XP—and they make working
Smart Tag options by
with Excel a lot easier. Smart tags are similar to right-mouse button shortcuts—you click
selecting Tools → smart tags to perform actions on various items. Smart tags appear when Excel XP will
AutoCorrect Options recognizes certain types of information, such as the name of a person in your Address Book.
from the menu and Excel marks these items with a purple triangle and a smart tag indicator. Clicking a
clicking the Smart Tag smart tag indicator displays a list of things that you can do to the smart tag, such finding the
tab. current stock price for a financial symbol. Other smart tag-like buttons appear when you paste
information and make a mistake in a formula. Clicking these buttons specifies how Excel
pastes or corrects information.
In this lesson you will learn what smart tags look like and how to use them. First, we need to
ensure that the all the Smart Tag options are active. Here’s how to view Excel’s Smart Tag
options…

1. Select Tools → AutoCorrect Options from the menu and click the
Smart Tags tab.
The AutoCorrect Options dialog box appears.

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 Chapter Two: Editing a Workbook 89
2. Ensure that the Label data with smart tags box is checked.
Selecting this option will tell Microsoft Excel to mark certain types of information with
smart tags.
3. Click OK.
The AutoCorrect Options dialog box closes. Let’s see how Office XP’s new Smart
Tags work…
4. Click any blank cell, type MSFT and press <Enter>.
In case you’re not a stockbroker, MSFT is the stock ticker symbol for Microsoft.
Shortly after you press <Enter>, Microsoft Excel recognizes the MSFT stock ticker
symbol and marks it with a smart tag—a purple triangle in the bottom of the cell.
5. Position the pointer over the MSFT cell.
A Smart Tag button appears next to the MSFT. Click this button to specify what
actions you can perform on the MSFT information.
6. Click the Smart Tag button arrow and select Stock quote on MSN
MoneyCentral from the list.
If you are connected to the Internet, your computer’s Web browser will open and
display the current stock price for Microsoft (how are they doing today?)
7. Close your Web browser.

Table 2-6: Smart Tags and Buttons

Smart Tag Button Description
When Excel recognizes certain types of data, such as a stock ticker
Smart Tag
symbol, the data is marked with a smart tag indicator, or purple
dotted underline. To find out what actions you can take with a smart
tag, move the insertion point over the text with a smart tag indicator
until the smart tag button appears. Click the button to see a menu
of actions. ! Quick Reference
The Paste Options button appears after you paste something. Click the Understanding Smart
Paste Options
Paste Options button to specify how information is pasted into your Tags:
workbook. The available options depend on the type of content you are
pasting and the program you are pasting from. • As you enter information
in a document, smart
The Formula Error button appears when Excel formula checker detects tag buttons will appear.
Formula Error
an error in a formula, such as a division by zero problem. Click these buttons to do
something to the specified
information.
To Use a Smart Tag:
• Click the Smart Tag
arrow select the desired
action or option.
To View/Change Smart
Tag Options:
• Select Tools →
AutoCorrect Options
from the menu and
clicking the Smart Tag
tab.

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90 Microsoft Excel 2000

Lesson 2-16: Recovering Your

Workbooks
Figure 2-32
Opps! There goes your
annual budget proposal!

Figure 2-33
Review the recovered files
listed in the Document
Recovery task pane and
decide which one to keep.
If you are connected to the Internet,
always click Send Error Report to tell
Figure 2-32 Microsoft to fix their software!

The Document
Recovery task pane
displays any
recovered documents.
To see the status of a
recovered document
simply point at it for a
few seconds with the
mouse.

Figure 2-33

If you haven’t found this out already, sooner or later you’re going to discover that computers
don’t always work the way they’re supposed to. Nothing is more frustrating than when a
program, for no apparent reason, decides to take a quick nap, locks up, and stops responding
to your commands—especially if you lose the precious workbook that you’re working on!
Fortunately, after more than ten years and roughly nine software versions, Microsoft has
finally realized that people might want to recover their workbooks if Microsoft Excel locks up
or stops responding. If Excel 2002 encounters a problem and stops responding, after you
finish swearing and hitting your computer’s monitor, you can restart Microsoft Excel or your
computer and try to recover your lost workbooks. Sometimes Excel will display a dialog box
similar to the one shown in Figure 2-32 and automatically restart itself.
In this lesson, you will learn how to use Microsoft Excel’s new document recovery features,
should disaster strike.

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 Chapter Two: Editing a Workbook 91
1. If necessary, restart your computer and/or Microsoft Excel.
You may not need to restart your computer or Excel at all—often Excel will display the
dialog box shown in Figure 2-32 and automatically restart itself when it encounters a
problem.
When you have restarted Microsoft Excel hopefully the Document Recovery pane will
appear, as shown in Figure 2-33. If the Document Recovery pane doesn’t appear you’re
out of luck—Excel didn’t recover any of your workbooks. Hope you made a backup!
Sometimes Excel will display several recovered workbooks in the Document Recovery
task pane, such as the original workbook that was based on the last manual save and a
recovered workbook that was automatically saved during an AutoRecover save
processes. You can see the status of any recovered workbook by simply pointing at the
recovered workbook for a second or two.
2. To view details about any recovered workbook simply point at the
workbook in the Document Recovery task pane for a few seconds.
Hopefully you will find a version of your workbook—either original or recovered—
that isn’t missing too much of your work.
Here’s how to select and then save a recovered workbook…
3. Click the desired recovered workbook from the task pane.
The workbook appears in Excel’s worksheet window.
4. Select File → Save As from the menu and save the workbook.
You can further protect your work by using the AutoRecover feature to periodically
save a temporary copy of the workbook you're working on. To recover work after a
power failure or similar problem, you must have turned on the AutoRecover feature
before the problem occurred. You can set the AutoRecover save interval to occur more
frequently than every 10 minutes (its default setting). For example, if you set it to save
every 5 minutes, you'll recover more information than if you set it to save every 10 ! Quick Reference
minutes. Here’s how to change the AutoRecover save interval…
5. Select Tools → Options from the menu and click the Save tab. To Recover a Document:
The Save tab of the Options dialog box appears. 1. Restart Microsoft Word (if
it doesn’t restart by itself).
6. Ensure that the Save AutoRecovery info every box is checked and
specify the desired interval, in minutes, in the minutes box. Click OK 2. Find and then click the
best recovered document
when you’re finished.
in the Document
Even with Microsoft Office XP’s new document recovery features, the best way to ensure that Recovery task pane.
you don’t lose much information if your computer freezes up is to save your work regularly. 3. Save the document by
doing a File → Save As
Table 2-7: Status Indicators in the Document Recovery Task Pane from the menu.
Status Indicator Description To Change the
Original Original file based on last manual save. AutoRecovery Settings:
1. Select Tools → Options
Recovered File recovered during recovery process or file saved during an AutoRecover from the menu and click
save process. the Save tab.
Repaired Excel encountered problems while recovering the workbook and has attempted 2. Ensure that the Save
to repair them. Make sure that you double-check your workbook to make sure AutoRecovery info
that there isn’t any corruption. every box is checked and
specify the desired
interval, in minutes, in the
minutes box. Click OK
when you’re finished.

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92 Microsoft Excel 2000

Chapter Two Review

Lesson Summary
Entering Data Values and Using AutoComplete
• Excel treats dates and times as values.
• You can enter dates in cells using almost any type of date format: 1/1/99, 1-1-99, January 1, 1999,
etc.
• To Use AutoComplete: Type the first few characters of a label; Excel displays the label, if it
appears previously in the column. Press <Enter> to accept the entry or resume typing to ignore the
suggestion.
• To Use the PickList: Right-click the cell where you want to enter a label, select Pick from List
from the shortcut menu, and select the entry from the list.

Editing, Clearing, and Replacing Cell Contents

• To clear cell contents: Select the cell or cell range and press the <Delete> key.
• Entering information into a cell replaces its previous contents.
• To edit a cell’s contents: Select the cell, click the Formula bar and edit the cell contents and
press <Enter> when you’re finished.
• To edit a cell in-place: Double-click the cell you want to edit, edit the cell contents in-place, and
press <Enter> when you’re finished.

Cutting, Copying, and Pasting Cells

• Cut cells or cell ranges by selecting the cell or cell range and using one of four methods to cut:
1) Click the Cut button on the Standard toolbar.
2) Select Edit → Cut from the menu.
3) Press <Ctrl> + <T>
4) Right-click and select Cut from the shortcut menu.
• Select the cell where you want to paste the cut cell(s) and press <Enter>.
• Copy cell or cell ranges by selecting the cell or cell range and using one of four methods to cut:
1) Click the Copy button on the Standard toolbar.
2) Select Edit → Copy from the menu.
3) Press <Ctrl> + <C>
4) Right-click and select Copy from the shortcut menu.
• Paste copied cells by selecting the cell where you want to paste the copied cell(s) and using one of
four methods:
1) Click the Paste button on the Standard toolbar.
2) Select Edit → Paste from the menu.
3) Press <Ctrl> + <P>
4) Right-click and select Paste from the shortcut menu.

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 Chapter Two: Editing a Workbook 93

Moving Cells with Drag and Drop

• Select the cell or cell range you want to move, drag the selection by its outside border to the upper-
left cell of the area where you want to move the cells, and release the mouse button.

Collecting and Pasting Multiple Items

• To Display the Clipboard Task Pane: Select View → Task Pane from the menu, click the
arrow on the task pane and select Clipboard from the menu.
• To Add Items to the Office Clipboard: Copy and/or cut the items as you would normally.
• To Paste from the Office Clipboard: If necessary, display the Clipboard task pane, then click the
item you want to paste. Click the Paste All button to paste all collected items.

Working with Absolute and Relative Cell References

• Relative cell references are based on their position relative to the cell that contains the formula.
The cell references change if the cell is moved to a new location.
• Absolute cell references are preceded by $ signs and always refer to a particular cell address.
They do not change if the cell is moved to a new location.
• Press <F4> while selecting a cell range to make it an absolute reference.

Using the Paste Special Command

• To Use the Paste Special Command: Cut or copy a cell or cell range using standard cut and
copy procedures. Click the Click the Paste button on the Standard toolbar to paste the
information. Position the pointer over the Paste Options button that appears, click the
Paste Options button arrow and select the desired paste option.

Inserting and Deleting Cells, Rows, and Columns

• To insert a row or column: Select the row or column headings where you to insert the
column or row, right-click the selected row or column heading(s) and select Insert from the shortcut
menu. Or select the row or column headings where you want the row or column to be inserted, and
select Insert → Columns or Rows from the menu.
• To Delete a Row or Column: Select the row or column heading(s) you want to delete and either
right-click the selected row or column heading(s) and select Delete from the shortcut menu or
select Edit → Delete from the menu.
• To Delete a Cell Range: Select the cell range you want to delete, either right-click the selection
and select Delete from the shortcut menu, or select Edit → Delete from the menu, and then
specify how you want adjacent cells shifted.

Using Undo and Redo

• Undo: Undo your mistake or last action by clicking the Undo button on the Standard toolbar,
or by selecting Edit → Undo from the menu, or pressing <Ctrl> + <Z>.
• Redo: Redo an undone action by clicking the Redo button on the Standard toolbar, or by
selecting Edit → Redo from the menu, or by pressing <Ctrl> + <Y>.
• Multilevel Undo/Redo: Click the arrows on the Undo or Redo buttons on the Standard toolbar to
undo or redo several actions at once.

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94 Microsoft Excel 2000

• Repeat: Repeat your last command by pressing <Ctrl> + <Y> or by selecting Edit → Repeat from
the menu.

Checking Your Spelling

• To Check for Spelling Errors: Click the Spelling button on the Standard toolbar or select
Tools → Spelling from the menu.

Finding and Replacing Information

• To Find Information: Select Edit → Find from the menu or press <Ctrl> + <F>. Enter the text
you want to search for in the Find what box, and click the Find next button. You can click the Find
next button if there is more than one occurrence until you find the text you’re looking for.
• To Replace Information: Select Edit → Replace from the menu or press <Ctrl> + <H>. Enter the
text you want to search for in the Find what box and text you want to replace it with in the Replace
with box. Click the Find next button to find the text and the Replace button to replace the text.
Click Replace All to replace every occurrence of the text in the workbook.

Advanced Printing Options

• Open the Print Dialog box by selecting File → Print from the menu. You can specify the number of
copies and which pages to print.

File Management
• You can perform most file management functions, such as delete, rename, and copy, from the
Open File or Save As dialog boxes. Right-click a file and select a file command from the shortcut
menu or select the file and select a command from the Tools menu.
• To Change How Files are Displayed: Click the View button arrow and select a view.

Inserting Cell Comments

• To Insert a Comment: Right-click the cell you want to attach a comment to and select Insert
Comment from the shortcut menu. Enter the comment and click anywhere outside the comment
area when you’re finished.
• To Edit a Comment: Right-click the cell that contains the comment you want to edit and select
Edit Comment from the shortcut menu. Edit the comment and click anywhere outside the
comment area when you’re finished adding to the comment.
• To Delete a Comment: Right-click the cell that contains the comment you want to edit and select
Delete Comment from the shortcut menu.

Understanding Smart Tags

• As you enter information in a document, smart tag buttons will appear. Click these buttons to do
something to the specified information.
• To Use a Smart Tag: Click the Smart Tag arrow select the desired action or option.
• To View/Change Smart Tag Options: Select Tools → AutoCorrect Options from the menu and
clicking the Smart Tag tab.

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 Chapter Two: Editing a Workbook 95

Recovering Your Workbooks

• To Recover a Document: Restart Microsoft Excel (if it doesn’t restart by itself). Find and then click
the best recovered workbook in the Document Recovery task pane. Save the workbook by doing a
File → Save As from the menu.
• To Change the AutoRecovery Settings: Select Tools → Options from the menu and click the
Save tab. Ensure that the Save AutoRecovery info every box is checked and specify the desired
interval, in minutes, in the minutes box. Click OK when you’re finished.

Quiz
1. You’re going to the bank on Monday and somehow lose the daily receipts
that you’re supposed to deposit at the end of every day. When you
complete the daily receipts summary worksheet on Friday how can you add
a note to the Monday cell to explain what happened to your boss?
A. Who cares about adding a note? You better start brushing up your resume.
B. Print out the worksheet and add a Post-It note by the Monday receipt cell.
C. Select the Monday receipt cell and select Insert → Comment from the menu to add a
comment.
D. Don’t add a note—just guess what the amount of the deposit would be and enter that.
Let your boss figure it out when she gets the bank statement.

2. Which is the fastest method of replacing the contents of a cell?

A. Press <Delete> to clear the cell’s contents and enter the new contents.
B. Enter the new contents—they will replace the old contents.
C. Click the formula bar to edit the cell contents, press <Backspace> to erase the old
contents, and enter the new contents.
D. Double-click the cell to edit it in-place, press <Backspace> to erase the old contents,
and enter the new contents.

3. Which of the following will NOT cut information?

A. Clicking the Cut button on the Standard toolbar.
B. Pressing <Ctrl> + <C>.
C. Pressing <Ctrl> + <X>.
D. Selecting Edit → Cut from the menu.

4. Relative references always refer to a particular cell address. They don’t

change if they are moved to a new location (True or False?)

5. The Paste Special command lets you copy and paste: (Select all that apply)
A. The resulting values of a formula instead of the actual formula.
B. Formatting options.
C. Cell comments.
D. Multiply the selection by a copied value.

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96 Microsoft Excel 2000

6. Which of the following statements is NOT true?

A. You can spell check your worksheets by clicking the Spelling button on the Standard
toolbar.
B. To find information in a worksheet select Edit → Find from the menu.
C. The Undo function can only undo the most recent action you performed.
D. When you delete a cell range, row, or column, you must shift any existing cell to take
the place of the deleted cells.

7. You can edit a cell by: (Select all that apply.)

A. Double-clicking the cell to edit it in-place.
B. Selecting Edit → Edit Workbook → Edit Worksheet → Edit Cell from the menu.
C. You can’t—you’re just going to have to retype all that information over again.
D. Clicking the Formula bar.

8. The spell checker always marks your name as a spelling error. How can
you get Excel to stop saying your name is spelled incorrectly?
A. Select Tools → Spelling from the menu and click Add when your name appears.
B. Right-click your name and select Add from the shortcut menu.
C. Select Tools → Spelling and Grammar from the menu and click Add to Dictionary.
D. You can’t do anything about it.

9. How can you print three copies of a workbook?

A. Select File → Print from the menu and type 3 in the Number of copies text box.
B. Press <Ctrl> + <P> + <3>.
C. Select File → Properties from the menu and type 3 in the Copies to print text box.
D. Click the Print button on the Standard toolbar to print the document then take it to
Kinko’s and have 2 more copies made.

10. You discover you’ve made minor calculation error in a worksheet. How can
you replace every instance of the word “profit” in your worksheet with the
word “loss”?
A. Select Edit → Replace from the menu, type “profit” in the Find what box, type
“loss” in the Replace with box and click Replace All.
B. There isn’t any easy way – you’ll have to go through your novel and replace the
words yourself.
C. Click the Find and Replace button on the Standard toolbar, then follow the Find and
Replace Wizard’s on-screen instructions to replace the word.
D. Select Tools → Replace from the menu, type “profit” in the Find what box, type
“loss” in the Replace with box and click Replace All.

11. Which of following is an absolute cell reference?

A. A1.
B. #A#1.
C. !A!1.
D. $A$1.

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 Chapter Two: Editing a Workbook 97
12. You can use the Copy button on the Standard toolbar to copy a
worksheet’s values but not its formulas. (True or False?)

13. How do you insert a row? (Select all that apply.)

A. Right-click the row heading where you want to insert the new row and select Insert
from the shortcut menu.
B. Select the row heading where you want to insert the new row and select Edit →
Insert Row from the menu.
C. Select the row heading where you want to insert the new row and click the Insert
Row button on the Standard toolbar.
D. Select the row heading where you want to insert the new row and select Insert →
Row from the menu.

14. How do you delete a column? (Select all that apply.)

A. Right-click the column heading you want to delete and select Delete from the
shortcut menu.
B. Select the column heading you want to delete and select Edit → Delete from the
menu.
C. Select the column heading you want to delete and select the Delete Row button on
the Standard toolbar.
D. Select the column heading you want to delete and select Insert → Delete from the
menu.

Homework
1. Open the Lesson 2B workbook and save it as “Doodads”.

2. Change the worksheet title in cell A1 to “2000 Manufacturing Summary”.

3. Create a formula that finds the profit per unit in cell D4 (hint: you’ll have to subtract
cell C4 from cell B4.)
4. Copy the formula you created in cell D4 to the remaining cells under the Profit Per
Unit heading (the cell range D5:D7).
5. Copy the labels in cell range A4:A7 to the cell range A11:A14.

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98 Microsoft Excel 2000

6. Use AutoFill to add the remaining months in row 10.

7. Check the worksheet for spelling errors.
Extra Credit: Create a formula in cell B15 that totals the September column, then
multiplies by the value in cell D4. Only make the reference to the D column an
absolute reference. Copy the formula to the remaining cells in the Sales Forecast
table.

Can’t figure out the formula? OK, it’s =SUM(B11:B14)*$D4.

Quiz Answers
1. C. Selecting Insert → Comment attaches a note to the current cell.
2. B. Typing replaces the previous contents of a cell. The other methods also work—
they’re just no nearly as fast.
3. B. <Ctrl> + <C> copies information instead of cutting it.
4. False. Relative references reference cells based on their position from the cell that
contains the formula, and change if the cell that contains the formula is moved.
5. A, B, C, and D. You can use the Paste Special command to copy and paste all of
these items.
6. C. The Undo function can undo up to 16 of your last actions.
7. A and D. You can edit the contents of a cell by clicking the formula bar or by double-
clicking the cell.
8. A. Add your name to the dictionary by selecting Tools → Spelling from the menu
and clicking Add when your name appears.
9. A. You need to open the Print dialog box and specify the number of copies you want
to print.
10. A. Select Edit → Replace from the menu, type “profit” in the Find what box, type
“loss” in the Replace with box and click Replace All.
11. D. Absolute cell references have $ (dollar signs) before the column and/or number
cell indicator.
12. False. The Copy button on the Standard toolbar can copy both values and formulas.
13. A and D. Either of these procedures will insert a new row.
14. A and B. Either of these procedures will delete a column.

 2001 CustomGuide.com
 Chapter Three:
Formatting a
Worksheet
Chapter Objectives: " Prerequisites
• Format fonts with the Formatting toolbar and menus • How to use menus,
toolbars, dialog boxes,
• Format values and shortcut
keystrokes.
• Adjust row height and column width
• How to select cell
• Align a cell’s contents ranges.

• Add borders, colors, and patterns to cells

• Use the format painter to copy formatting
• Create a custom number format
• Create, apply, and modify a Style
• Use conditional formatting
• Merge cells

Chapter Task: Format an Expense Report

You probably have several colleagues at work that dazzle everyone at meetings with their
sharp-looking spreadsheets that use colorful fonts and neat-looking borders. This chapter
explains how to format your worksheet to make it more visually attractive and easier to read.
You will learn how to change the appearance, size, and color of fonts and how to align text
inside a cell. You will also learn how to increase the height of a row and the width of a
column. This chapter also describes how you can make your worksheets more organized and
professional looking by adding borders and shading.
100 Microsoft Excel 2002

Lesson 3-1: Formatting Fonts with

the Formatting Toolbar
Font list Font size list Bold Center Merge & Percent Increase Increase Font Color
Figure 3-1 Underline Center Style Decimal Indent

The Formatting toolbar.

Figure 3-2 Figure 3-1
Font list Font size Italics Align Align Currency Comma Increase Decrease Fill Color
arrow list arrow left right Style Style Decimal Indent
The steps in formatting Borders
changing font size.

Click here to
scroll down
the list
1. Select the cell(s) you 2. Click the Size List The size of the fonts in
want to format. arrow ( ) and select the selected cell(s) is
the font size. changed.
Figure 3-2

You can emphasize text in a worksheet by making the text darker and heavier (bold), slanted
(italics), or larger in a different typeface (or font.) The Formatting toolbar makes it easy to
Font List apply character formatting. The Formatting toolbar includes buttons for applying the most
common character and paragraph formatting options.

1. Start Microsoft Excel, open the document named Lesson 3A and save it
Font Size List as Expense Report.
Excel saves the worksheet in a new file with the name “Expense Report.” The first
thing you need to do is make the title “Expense Report” stand out from the rest of the
Bold button worksheet.
Other Ways to Bold: 2. Click cell A1 to make it active.
• Select Format → Font Once you have selected a cell or cell range you can format it.
from the menu, select 3. Click the Font list arrow ( ) on the Formatting toolbar, then scroll to
Bold from the Font and select Times New Roman from the list of fonts.
Style box and click OK. The contents of the active cell, the title “Expense Report,” appear in Times New
• Press <Ctrl> + <B>. Roman font. Arial and Times New Roman are two of the most commonly used fonts in
Italics button Windows.
Other Ways to Italicize: 4. With cell A1 still selected, click the Font Size list arrow ( ) on the
• Select Format → Font Formatting toolbar and select 16, as shown in Figure 3-2.
from the menu, select The label “Expense Report” appears in a larger font size (16 point type instead of the
Italic from the Font previous 12 point type.) Wow! That font formatting really makes the title stand out
Style box, and then from the rest of the worksheet doesn’t it? Font sizes are measured in points (pt.), which
click OK. are 1/72 of an inch. The larger the number of points, the larger the font.
• Press <Ctrl> + <I>.

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 Chapter Three: Formatting a Worksheet 101
5. Select the cell range A4:G4 and click the Bold button on the Formatting
toolbar.
The cells in the selected range—the column headings for the worksheet—appear in
bold.

6. Click the Italics button on the Formatting toolbar.

The text in the selected cells is formatted with italics. Notice that both the Bold and
Italics buttons are pushed down on the Formatting toolbar, indicating the selected cells
are formatted with Bold and Italics formatting.
Font Color
Another way you can format fonts is by changing their color: Palette
7. Click cell A1 to make it active.

8. Click the Font Color arrow ( ) on the formatting toolbar and select the
Dark Red color from the color palette. Selecting Text in
the Formula bar
The text in the selected cell changes from black to dark red.
Other Ways to Select
So far, you have been formatting all the fonts in a cell at once. What if you want to use Text:
different font formatting in the same cell—is that possible? Yes it is—go to the next
• Press and hold the
step to find out how.
<Shift> key as you
9. Click cell G2 to make it active. select the text.
Here you only want the words “Submitted By:” in bold and leave the rest of the text,
“Bill Smith,” formatted the way it is.
10. Position the pointer at the very beginning of the formula bar,
immediately before the word Submitted.
The insertion point, the blinking vertical bar ( ), appears at the beginning of the ! Quick Reference
formula bar. To Bold Text:
11. Click and hold down the mouse button and drag the across the words • Click the Bold button
Submitted By:. When you’re finished (the words should be highlighted), on the Formatting toolbar
release the left mouse button. or press <Ctrl> + <B>.
Another way to select text is to hold down the <Shift> key, move the insertion point
To Italics Text:
with the arrow keys, and release the <Shift> key when you’re finished. Now you can
format the selected text. • Click the Italics
12. Click the Bold button on the Formatting toolbar. button on the Formatting
toolbar or press <Ctrl> +
Only the selected text “Submitted By:” is formatted with Bold. The remaining text in <I>.
the cell is left unchanged.
13. Click the Save button on the Standard toolbar to save your work.
To Underline Text:
• Click the Underline
button on the Formatting
Table 3-1: Examples of Common Font Types and Sizes toolbar or press <Ctrl> +
Common Font Types Common Font Sizes <U>.
Arial Arial 8 point
To Change Font Size:
Comic Sans MS Arial 10 point • Select the pt. size from
the Font Size list
Courier New Arial 12 point on the Formatting toolbar.
Times New Roman Arial 14 point To Change Font Type:
• Select the font form the
Font list on
the Formatting toolbar.

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Lesson 3-2: Formatting Values

Figure 3-3
The Numbers tab of the Preview of the
Format Cells dialog box. Select a number selected number
category format
Figure 3-4
The Expense Report Select a number
worksheet values before format
being formatted.
Figure 3-5
The Expense Report
worksheet values after
being formatted.
Figure 3-3

Figure 3-4 Figure 3-5

In this lesson, you will learn how to apply number formats. Applying number formatting
changes how values are displayed—it doesn’t change the actual information in any way. Excel
is often smart enough to apply some number formatting automatically. For example, if you
use a dollar sign to indicate currency (such as $548.67), Excel will automatically apply the
currency number format for you.
The Formatting toolbar has five buttons (Currency, Percent, Comma, Increase Decimal, and
Decrease Decimal) you can use to quickly apply common number formats. If none of these
Currency Style
button buttons has what you’re looking for, you need to use the Format Cells dialog box by selecting
Format → Cells from the menu and clicking the Number tab. Formatting numbers with the
Format Cells dialog box isn’t as fast as using the toolbar, but it gives you more precision and
and more formatting options. We’ll use both methods in this lesson.

1. Select the cell range D5:D17 and click the Currency Style button on
Comma Style the Formatting toolbar.
button
A dollar sign and two decimal places are added to the values in the selected cell range.
2. Select the cell range G5:G17 and click the Comma Style button on the
Formatting toolbar.
Excel adds a comma and two decimal places to the selected cell range.

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 Chapter Three: Formatting a Worksheet 103
3. Select the cell range F5:F17 and click the Percent Style button on the
Formatting toolbar.
Excel applies percentage style number formatting to the information in the Tax column. Percent Style
button
Notice there isn’t a decimal place—Excel rounds any decimal places to the nearest
whole number. That isn’t suitable here—you want to include a decimal place to
accurately show the exact tax rate.
4. With the Tax cell range still selected, click the Increase Decimal button
on the Formatting toolbar.
Increase Decimal
Excel adds one decimal place to the information in the tax rate column. button
Next, you want to change the date format in the date column. There isn’t a “Format
Date” button on the Formatting toolbar, so you will have to format the date column
using the Format Cells dialog box.
The Formatting toolbar is great for quickly applying the most common formatting
options to cells, but it doesn’t offer every available formatting option. To see and/or use
every possible character formatting option, you have to use the Format Cells dialog
box. You can open the Format Cells dialog box by either selecting Format→ Cells
from the menu or right-clicking and selecting Format Cells from the shortcut menu.
5. Select the cell range A5:A17 and select Format → Cells from the menu
and click the Number tab if necessary.
The Format Cells dialog box appears with the Number tab in front and Date format
category selected, as shown in Figure 3-3. You can also use the Number tab of the
Format Cells dialog box to format cells with any type of number option: percentages, ! Quick Reference
currencies, dates, and, as you can see in the Category list, many more.
6. From the Category list, select Date and then select the format 14-Mar To Apply Number
from the Type list box and click OK. Formatting:
The Format Cells dialog box closes and the selected cell range is formatted with the • Select the cell or cell
date format you selected. Try using another data format. range you want to format
and click the appropriate
7. With the Date cell range still selected, select Format → Cells from the number formatting
menu. button(s) on the
The Format Cells dialog box reappears. Formatting toolbar.
8. Select 14-Mar-01 from the Type list box and click OK. Or…
The dates are now formatted to display the year. • Select the cell or cell
9. Save your work. range you want to format,
select Format → Cells
from the menu, click the
Table 3-2: Number Formatting Buttons on the Formatting Toolbar Number tab, and specify
Button Name Example Formatting the number formatting
$1,000.00 Adds a dollar sign, comma, and two decimal places. you want to apply.
Currency
Or…
Percent 100% Displays the value as a percentage with no decimal places. • Select the cell or cell
range you want to format,
Comma 1,000 Separates thousands with a comma. right-click the cell or cell
range and select Format
Increase Decimal 1000.00 Increases the number of digits after the decimal point by one
Cells from the shortcut
1000.0 Decreases the number of digits after the decimal point by menu, click the Number
Decrease Decimal tab, and specify the
one
number formatting you
want to apply.

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Lesson 3-3: Adjusting Row Height

and Column Width
Figure 3-6
Adjusting the width of a
column.
Figure 3-7
Adjusting the height of a
row.
Figure 3-8
The Row Height dialog
box. Figure 3-6 Click and drag the line that Figure 3-7
separates column headers to Click and drag the line that
Figure 3-9 change the width of a column separates row headers to
change the height of a row
The Column Width dialog
box.

Figure 3-8 Figure 3-9

When you start working on a worksheet, all the rows and columns are the same size. As you
enter information into the worksheet, you will quickly discover that some of the columns or
rows are not large enough to display the information they contain. This lesson explains how to
change the width of a column and the height of a row.

1. Carefully position the pointer over the line between the B and C in the
column header area, until it changes to a .
Once the pointer is positioned over the column line and appears as a , you can adjust
the column width to make it smaller or wider.
2. Click and hold the mouse button and drag the line to the right until
Column B is wide enough to see all of the Type labels, as shown in Figure
3-6.
Column Header
Shortcut menu Notice that while you are dragging the column line, a tip box appears displaying the
current width of the column.
Click to select all the 3. Position the pointer over the line between the D and E in the column
cells in a worksheet header area, until it changes to a , then double-click the left mouse
button.
Excel automatically adjusts the width of the selected column so that it can hold the
widest cell entry. This neat feature is called AutoFit. You can also use AutoFit by
Select All button selecting Format → Column (or Row) → AutoFit from the menu.
The procedure for adjusting the height of a row is almost the same as adjusting the
width of a column:

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 Chapter Three: Formatting a Worksheet 105
4. Carefully position the pointer over the line between the 4 and 5 in the row
header area, until it changes to a . ! Quick Reference
Once the pointer is positioned over the column line and appears as a , you can adjust
To Adjust the Width of a
the row height to make it smaller or wider.
Column:
5. Click and hold the mouse button and drag the line down until the height
• Drag the column header’s
of Row 4 is doubled, as shown in Figure 3-7.
right border to the left or
Notice that while you are dragging the column, a tip box appears displaying the current right.
height of the row. Or…
In most instances, using the mouse is the fastest and easiest method to adjust the height
• Right-click the column
of a row or the width of a column. There are times, however, when you may want to
header(s), select Column
adjust the height of a row or the width of a column by using a dialog box. For example,
Width from the shortcut
you can select and adjust the width of several columns at the same time with a dialog
menu and enter the
box.
column width.
6. Click the Select All button (the gray rectangle in the upper-left corner of
Or…
the worksheet where the row and column headings meet) to select the
entire worksheet. • Select the column
header(s), select Format
Excel selects all the cells in the worksheet.
→ Column → Width
7. Select Format → Row → Height from the menu. from menu and enter the
The Row Height dialog box appears, as shown in Figure 3-8. Here you can enter an column width.
exact measurement to adjust the row height. The default row height is 12.75. To Adjust the Height of a
8. Type 14 in the Row Height text box and click OK. Row:
The height of all the rows in the worksheet changes to 14. Notice, however that the • Drag the row header’s
new row height is not sufficient to accommodate the worksheet’s title, so you will need bottom border up or
to adjust the height of row A. You can use the AutoFit feature to automatically adjust down.
the height of row 1. Or…
9. Deselect the entire worksheet by clicking any cell in the worksheet. • Right-click the row
The entire worksheet is no longer selected. header(s), select Row
10. Double-click the line between the 1 and 2 in the row header area. Height from the shortcut
Excel automatically adjusts the height of the first row so the title Expense Report fits in menu and enter the row
the row. A faster way to open either the Row Height or the Column Width dialog box is height.
to use the right mouse button shortcut menu. Or…
11. Right-click the A column header. • Select the row header(s),
A shortcut menu containing the most commonly used commands used with columns select Format → Row →
appears. Had you right-clicked a row heading, a shortcut menu with the most Height from menu and
commonly used Row commands would have appeared. enter the row height.
12. Select Column Width from the shortcut menu. To Automatically Adjust
The Column Width dialog box appears, as shown in Figure 3-9. Here you can enter an the Width of a Column or
exact measurement to adjust the column width. The default column width is 8.43. Row (AutoFit):
13. Type 10 in the Column Width box and click OK. • Double-click the right
border of the column or
The width of the selected column, column A, changes to 10. bottom border of a row.
14. Save your work. Or…
Splendid! In just one lesson you’ve learned how to adjust the width of columns and height of • Click the column heading
rows using several different methods. to select the column and
select Format →
Column → AutoFit from
the menu.

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Lesson 3-4: Changing Cell

Alignment
Figure 3-10 Merged cell

Examples of how different

cell alignment options.
Figure 3-11
The worksheet with new
alignment formatting.
Figure 3-12
Figure 3-10 Merged cell
The Alignment tab of the
Format Cells dialog box. Figure 3-11

Select how text is

aligned horizontally in
a cell

Wrap text into multiple Select how text is

lines in a cell aligned vertically in a
cell
Reduce the displayed
font size of a cell so
that all data fits in it Specify how much
text should be
Combines two or more indented in a cell
selected cells into a
single cell

Figure 3-12

By default, the contents of a cell appear at the bottom of the cell, with values (numbers)
aligned to the right and labels (text) aligned to the left. This lesson explains how you can take
control of how data is aligned in a cell using the Formatting toolbar and the Format Cells
dialog box.

1. Select the cell range A4:G4 and click the Center button on the
Center button Formatting toolbar.
Excel centers the selected headings inside the cells. Notice the Center button on the
Formatting toolbar is depressed, indicating the cells are center aligned.
2. Select the cell range A5:A17 and click the Center button on the
Formatting toolbar.
The dates in the A column are centered.

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 Chapter Three: Formatting a Worksheet 107

3. Select cell G2, then click the Align Right button on the Formatting
toolbar.
Excel aligns the label to the right side of the cell. Notice the text spills over into the
cells to the left of the cells, since they are currently unoccupied.
Align Right button
4. Select the cell range A1:G1 and click the Merge and Center button on
the Formatting toolbar.
Excel merges, or combines, the seven selected cells into a single larger cell that spans
across seven columns, and centers the text inside the single merged cell. A merged cell
is a single cell created by combining two or more selected cells. The cell reference for Merge and Center
a merged cell is the upper-left cell in the original selected range. button
5. Select the cell range E19:G21.
You want to combine all the cells in the selected range into a single merged cell.
Increase Indent
6. Select Format → Cells from the menu and click the Alignment tab. button
The Format Cells dialog box appears with the Alignment tab in front, as shown in
Figure 3-12. Here you can specify more advanced cell alignment options.
7. Select the Merge cells checkbox and click OK.
The Format Cells dialog box closes and the selected cell range is merged into a single Decrease Indent
cell. Hey! The new merged cell is large enough to hold all of the notes text, so why is button
only a single line of text displayed? To display multiple lines of text in a cell you must
select the Wrap Text option on the Alignment tab of the Format Cells dialog box.
8. With the merged cell still selected, select Format → Cells from the
menu.
The Format Cells dialog box reappears with the Alignment tab in front.
9. Select the Wrap text checkbox and click OK.
The notes wrap on multiple lines so that all the text fits inside the merged cell.
Sometimes you might want to indent the contents of several cells to make a worksheet
appear more organized and easy to read.
10. Select the cell range B5:B17 and click the Increase Indent button on ! Quick Reference
the Formatting toolbar. To Change Cell
The labels in the selected cells are indented one space to the right. Alignment:
11. With the same cell range selected, click the Decrease Indent button on 1. Select the cell or cell
the Formatting toolbar, then save your work. range you want to align.
2. Click the appropriate
Table 3-3: Alignment Formatting Buttons on the Formatting Toolbar alignment button(s) on the
Formatting toolbar.
Button Name Example Formatting
Or…
Align Left Left Aligns the cell contents to the left side of the cell.
1. Select the cell or cell
Center Centers the cell contents in the cell. range you want to align.
Center
2. Either right-click the
Merge and Center Center Merges the selected cells and centers the cell contents. selection and select
Format Cells from the
Align Right Right Aligns the cell contents to the right side of the cell. shortcut menu or select
Format → Cells from the
Increase Indent Indent Indents the cell contents by one character. menu.
Indent Decreases indented cell contents by one character. 2. Click the Alignment tab
Decrease Indent
and select the desired
alignment option.

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Lesson 3-5: Adding Borders

Figure 3-13
The View tab of the
Options dialog box.
Figure 3-14
The Expense Report
worksheet with borders
added.
Figure 3-15
The Border tab of the Figure 3-14
Format Cells dialog box. Figure 3-13 Display/Hide gridlines

Preset border formats

Adds a border around
only the outside edge,
inside the grid, or
Select a line size and
removes any borders
style for a border
from the selected cell
range.

Click one or more buttons Select a line color for

to add or remove borders a border
for the selected cells

Figure 3-15

Borders make worksheets more visually attractive. Adding borders to ranges of similar cells
also makes them more organized and easier to read. Just like any other formatting attributes,
you can add a variety of borders to the cells in your worksheet using the Formatting toolbar
(specifically, the Border button) or the Format cells dialog box. Just like the previous
formatting lessons, we’ll cover both methods of adding borders in this lesson.
Although it isn’t absolutely necessary, removing the gridlines in the worksheet makes it easier
to see any borders.

1. Select Tools → Options from the menu and click the View tab.
The Options dialog box appears with the View tab selected, as shown in Figure 3-13.
Here you can change how the worksheet is displayed. You’re only interested in one
view option here: you want to remove the cell gridlines in this worksheet so you can
more easily see the borders you will be adding in this lesson.
Border button 2. Click the Gridlines checkbox to remove the checkmark and click OK.
The dialog box closes and the cell gridlines no longer appear on the worksheet. Don’t
worry—the worksheet works exactly the same with or without the gridlines. Gridlines
are only a visual aid to help to you determine which column and row a cell is in.

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 Chapter Three: Formatting a Worksheet 109
3. Select the cell range A4:G4, click the Border button arrow ( ) on the
Formatting toolbar, and select the single bottom border (located in the
second column of the first row.)
A single, thin border appears at the bottom of the selected cells. You can choose from
several different border styles. Try using a different border style in the next step.
4. Select the cell G17, click the Border button arrow on the Formatting
toolbar and select the double bottom border (located in the first
column, second row.)
Excel adds a double-lined border to the bottom of the selected cell. The Border button
is usually the fastest and easiest way to add borders to your worksheets, but you can
also add borders using the Borders tab of the Format Cells dialog box.
Selecting a Thick
5. Select the cell range A5:G17, select Format → Cells from the menu and Border Line
click the Border tab.
The Format Cells dialog box appears with the Border tab selected, as shown in Figure
3-15. The Border tab of the Format Cells dialog box gives you more options for adding
borders than the Borders button on the Formatting toolbar does.
6. Select the thickest line style in the Style list (the second to the last
option in the second column.) Click the Color list arrow and select a
dark blue color, then click the Outline button to apply the specified
border style to the outside of the selected cell range. Selecting an
This will add a thick, dark blue border around the outside of the selected cell range. Outline Border
7. Click OK.
The Format Cells dialog box closes and the borders you specified are added to the
selected cell range. Let’s add a different border style inside the cell range.
8. With the cell range A5:G17 still selected, select Format → Cells from
the menu.
The Format Cells dialog box appears.
9. Select the thinnest solid line style (the last option in the first column.)
Click the Color list arrow and select Automatic, then click the Inside ! Quick Reference
button to apply the specified border style to the inside of the selected
To Add a Border:
cell range.
1. Select the cell or cell
Notice a preview of how your borders will look appears in the Border section of the
range you want to add the
dialog box.
border(s) to.
10. Click OK.
2. Click the Border
The Format Cells dialog box closes and the borders you specified are added to the Style list arrow on the
selected cell range, as shown in Figure 3-15. Formatting toolbar and
11. Select the cell range E19:G19 (the merged notes cell), click the Border select the border you
button arrow, and select the thick outline border option (located in want.
the last column and last row) and click OK. Or…
Excel adds a thick border around the outside of the selected cells. You decide you want Either right-click the
to remove the border. It is just as easy to remove a border as it is to add it. selection and select
12. With the cell range E19:G19 selected, click the Border button arrow Format Cells from the
and select the No Border option (located in the first column and first shortcut menu or select
row.) Format → Cells from the
menu. Click the Border
The border is removed from the selected cell range. Before we finish this lesson we
tab and select the
must once again display the worksheet gridlines.
border(s) you want to
13. Select Tools → Options from the menu, click the View tab, check the add.
Gridlines checkbox and click OK.

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Lesson 3-6: Applying Colors and

Patterns
Figure 3-16
The Patterns tab of the
Format Cells dialog box.
Figure 3-17
The Expense Report with
Pattern formatting.

Figure 3-17

Figure 3-16

In the last lesson, you learned how to add borders to the cells in your worksheet. In this
lesson, you will see how you can change the background colors and patterns of cells.
Applying colors and patterns to cells is actually a very, very easy procedure, so let’s get
started!

1. Click cell E19 (the merged cell that contains the notes) to make it active,
click the Fill Color button arrow on the Formatting toolbar and select
Selecting a Fill the Yellow color from the color palette.
Color
The background of the selected cell changes to the yellow. Like all other formatting
options in Excel, you can also change the background color of cells with the Format
Cells dialog box.
2. Select the cell range A5:G17, select Format → Cells from the menu and
click the Patterns tab.
The Format Cells dialog appears with the Patterns tab selected, as shown in Figure
3-16. Here you can add both colors and patterns to the background of cells.
3. Select the light blue color and click OK.
The dialog box closes and the selected light blue color is added to the selected cell
range. The procedure for adding a pattern to the background of a cell range is the same
as adding colors.
4. Click cell A1 to make it active and select Format → Cells from the menu.
The Format Cells dialog appears with the Patterns tab selected.
5. Click the Pattern List Arrow, select the Thin Vertical Stripe option
and click OK.
Pattern List
The Format Cells dialog box closes and the selected pattern, the thin vertical stripe, is
applied to the background of the cell.

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 Chapter Three: Formatting a Worksheet 111
NOTE: If you intend on printing a worksheet, be careful which colors and patterns
you use, especially if you don’t have a color printer. Some colors may look
great on the computer screen, but not when printed. Some background colors
and patterns can even cause the cell information to be illegible when printed.
You are usually better off if you use lighter background colors and patterns,
such as yellow, light gray, or light blue.
6. Save your work.

Selecting a
Pattern

! Quick Reference
To Apply Background
Colors and Patterns:
1. Select the cell or cell
range you want to format.
2. Click the Fill Color
list arrow on the
Formatting toolbar and
select the color you want.
Or…
Either right-click the
selection and select
Format Cells from the
shortcut menu, or select
Format → Cells from the
menu. Click the Patterns
tab and select the color or
pattern you want to use.

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Lesson 3-7: Using the Format

Painter
Figure 3-18
Use the Format Painter to
1. Select the cell range
copy formatting to other with the formatting you
cells. want to copy and click
or double-click the
Format Painter button.

2. Drag the Format Painter

pointer across the cell
range where you want
to apply the copied
formatting.

The copied formatting is

applied to the destination
cells.

Figure 3-18

If you find yourself applying exactly the same formatting to cells repeatedly, the Format
Painter is the tool for you. The Format Painter allows you to copy the formatting attributes
from a cell or cell range and apply them elsewhere. Sound confusing? It won’t once you have
finished this lesson.

1. Select the cell range D5:D17 and select Format → Cells from the menu.
The Format Cell dialog box appears. You want to change several of the formatting
options for the selected cell range. Start by changing the number format.

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 Chapter Three: Formatting a Worksheet 113
2. Select the Number tab, select Currency under the Category list, and
select the fourth option in the Negative numbers list (the ($1234.10)
option.)
The next formatting option you need to change for the selected cell range is the font
formatting.
3. Select the Font tab, select Courier New from the Font list, and then
select a dark red color from the color list.
The last two formatting options you want to modify are the borders and shading
options.
Format Painter
4. Select the Border tab and click the None button, then select the button
Patterns tab, select the yellow color and click OK.
The Format Cells dialog box closes and the selected cell range is formatted with all the
various formatting options you specified. It took a lot of work to do all of that
formatting, didn’t it? Now imagine you want to format the cell range G5:G17 (the
Totals column) with exactly the same formatting options. Instead of doing all those
steps again, you can use the Format Painter tool to copy the formatting from the Price
Per Unit cells and then paste, or apply, the copied formatting to the Totals column.
First, you need to select the cell or cell range that contain the formatting you want to
copy.
5. With the cell range (D5:D17) still selected, click the Format Painter
button on the Standard toolbar.
Notice the pointer changes to a . Next, you need to paste, or apply the copied ! Quick Reference
formatting.
To Copy Formatting with
6. Select the cell range G5:G17 with the Format Painter ( ). the Format Painter:
Like other mouse-intense operations, this can be a little tricky for some people the first 1. Select the cell range with
time they try it. Once you have selected the cell range, the cell formatting from the the formatting options you
Price Per Unit cell range is applied to the Total cell range, saving you a lot of time and want to copy.
work if you had you manually formatted the cells. Notice cell G8 displays a series of
2. Click the Format
####’s. That’s because the G column is no longer wide enough to display the contents
Painter button on the
of cell G8. To fix this problem you merely have to adjust the column width.
Standard toolbar.
7. Adjust the width of the G column so that you can see the contents of cell
3. Select the cell range
G8. where you want to apply
Remember how to adjust the width of a column? Move the pointer to the column the copied formatting.
header area and drag the column’s right edge with the mouse to adjust its width. The G
column will correctly display the contents of all its cells when it’s wide enough. To Copy Selected
Formatting to Several
8. Save your work. Locations:
1. Select the cell range with
the formatting options you
want to copy.
2. Double-click the
Format Painter
button.
3. Select the cell range
where you want to apply
the copied formatting.
4. Click the Format
Painter button when
you’re finished.

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Lesson 3-8: Using AutoFormat

Figure 3-19
The AutoFormat dialog
box.
Figure 3-20
Select the present format
A worksheet you want to use
AutoFormatted with the
Colorful 2 option.

Select which elements you

want AutoFormat to apply

Figure 3-19

Figure 3-20

Congratulations! You’re just about finished with the chapter. This lesson explains how Excel
can automatically format your worksheets with the AutoFormat command. AutoFormat is a
built-in collection of formats such as font sizes, patterns, and alignments you can quickly
apply to a cell range or entire worksheet. AutoFormat lets you select from 16 different preset
formats. AutoFormat is a great feature if you want your worksheet to look sharp and
professional but don’t have the time to format it yourself.

1. Place the cell pointer anywhere in the table (the cell range A4:G17).
Excel will automatically determine the table’s boundaries. You can also manually
select the cell range.
2. Select Format → AutoFormat from the menu.
The AutoFormat dialog box appears, as shown in Figure 3-19. The 16 present formats
are listed in the Table format list. You can see what a present format looks like by
selecting it and looking at the sample area of the dialog box.

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 Chapter Three: Formatting a Worksheet 115
3. Click the Options button.
The AutoFormat dialog box expands to show six check boxes. You can control the type
of formatting that is applied by checking or unchecking any of the boxes. If you want
AutoFormat to skip one of the formatting categories, simply uncheck the appropriate
box.
4. Select the Colorful 2 option from the Table format list and click OK.
The dialog box closes and the selected cell range is formatted with the Colorful 2
formatting options, as shown in Figure 3-20.
5. Save your work.

! Quick Reference
To Format a Table Using
AutoFormat:
1. Place the cell pointer
anywhere within a table
you want to format, or
else select the cell range
you want to format.
2. Select Format →
AutoFormat from the
menu.
3. Select one of the 16
AutoFormats from the list
and click OK.

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Lesson 3-9: Creating a Custom

Number Format
Figure 3-21
Entering a custom number Displays how the custom
format in the Format Cells number format will appear
dialog box. Enter the Format codes
for the custom number
Figure 3-22 format here
Cells formatted using
custom number formats
Figure 3-23
Example of how to use
Format codes to create a
custom number format.
Figure 3-21 Figure 3-22

Figure 3-23

You learned how to format values (numbers) in a previous lesson in this chapter. Excel comes
with a huge number of predefined number formats you can use. With so many available
number formats, it is unlikely that you will ever need to create your own custom number but
if you do, this lesson explains how to do it.

Enter button
1. Select cell A19 to make it active, type 6125555555 and press <Enter>.
This cell contains the employee’s telephone number. To make the phone number easier
to read, you can apply special number formatting to the cell.
2. Select cell A19 again, select Format → Cells from the menu, then click
the Number tab.
The Format Cells dialog box appears with the Numbers tab selected.
3. Select Special under the Category list and select Phone Number under
the Type list.
This will add area code parenthesis and a prefix separator (hyphen) format to the
number, making it easy to recognize as a telephone number. A preview of how the
number will look with the selected formatting appears in the Sample area of the dialog
box.
4. Click OK.
The Format Cells dialog box closes and the Phone Number format is applied to the
active cell. Whoops! You’re going to have to widen the A column in order to see the
newly formatted number.
5. Double-click the right border of the A column heading.
Excel automatically adjusts the width of the A column. There’s the phone number!

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 Chapter Three: Formatting a Worksheet 117
If you find that none of the formatting options is satisfactory, here’s how to create your
own:
5. Enter 521876 into cell A20.
The number you just entered is the employee ID. This number should be displayed like
52-1827. Since there isn’t a number format like this you’ll have to create your own.
6. Make sure cell A20 is the active cell and select Format → Cells from the
menu and click the Number tab.
The Format Cells dialog box appears.
7. Select Custom under the Category list.
This is where you can create your own number formats. You create a custom number
format by specifying format codes that describe how you want to display a number,
date, time, or text. Table 3-4: Format Codes for Numbers and Dates gives some
examples of how to use these codes when creating custom number formats.
8. In the Type box replace the word “General” with ##-#### and click OK.
The dialog box closes and Excel formats cell A20 with the custom number format you
created.
NOTE: The sample area of the number dialog box becomes very important when
you’re creating custom number formats. Watch the sample area carefully to
see how the custom number format you create will be displayed.
9. Verify that cell A20 is selected, select Format → Cells from the menu
and click the Number tab.
Now create a new custom number format.
10. Select Custom under the Category list, type ”Employee ID: ##-####”
in the Type field and click OK.
The dialog box closes and the new custom number format is applied to the cell, as
shown in Figure 3-22.
You can create custom number formats by entering format codes that describe how you want
to display a number, date, time, or text. Table 3-4: Format Codes for Numbers and Dates
shows several examples which demonstrate how you can use number codes to create your
own custom number formats. ! Quick Reference
To Create a Custom
Table 3-4: Format Codes for Numbers and Dates Number Format:
Numbers Dates and Times 1. Select the cell or cell
range you want to format.
To Display Use this Code To Display Use this Code
2. Select Format → Cells
1234.59 as 1234.6 ####.# 1/1/99 as 1-1-99 m-d-yy
from the menu and click
12499 as 12,499 #,### 1/1/99 as Jan 1, 99 mmm d, yy the Number tab.
12499 as 12,499.00 #,###.## 1/1/99 as January 1, 1999 mmmm, d, yyyy 3. Select the Custom
category and type a
1489 as $1,489.00 $#,###.## 1/1/99 as Fri 1/1/99 ddd m/d/yy number format in the
Type box using the
.5 as 50% 0% 1/1/99 as Friday, January 1 dddd, mmmm, d
format codes shown in
.055 as 5.5% 0.0% 4:30 PM as 4:30 PM h:mm AM/PM Table 3-4: Format Codes
for Numbers and Dates.
Hide value ;; 4:30 PM as 16:30 h:mm

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Lesson 3-10: Creating, Applying,

and Modifying a Style
Figure 3-24 Select a style to apply the
style to the selected cells
The Style dialog box. or redefine a style's
formats
Figure 3-25 Modify the selected style
Select which
The Expense Report formatting
worksheet with the Money elements you
want to include Delete the selected style
Style applied. in the style

Figure 3-24

Figure 3-25

If you find yourself applying the same formatting options repeatedly, you could probably save
a lot of time by using a style. A style is a collection of formats—such as font size, color,
patterns, and alignment—that you can define and save as a group. Once you have defined and
saved a style, you can apply all of the formatting elements at once.
A style can contain any (or all) of the following formatting attributes:
• Number
• Font (type, size, and color)
• Borders
• Alignment
• Pattern
• Protection (locked and hidden)
In this lesson, you will learn how to create, apply, and modify a style. The easiest way to
create a style is by example. This means you have to format a cell or cell range and then
create a style based on that cell or cell range. Here’s how:

1. Select the cell range D5:D17 and select Format → Cells from the menu.
The Format Cells dialog box appears. Specify how you want to format the selected
cell range.

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 Chapter Three: Formatting a Worksheet 119
2. Click the Number tab, select Currency from the Category list, and
select the first option, -$1,234.00, from the Negative numbers list.
The next formatting option you want to change is the font formatting.
3. Click the Font tab, select Times New Roman from the Font list, select
Regular from the Font style list, click the Font color list arrow and
select the blue color.
The last formatting option you want to change is the pattern.
4. Click the Patterns tab, select No Color, and then click OK.
The Format Cells dialog box closes and the formatting options you specified are
applied to the selected cell range.
Instead of applying the same formatting options to other cells by repeating steps 2-4, ! Quick Reference
you can create a Style based on the cells you just formatted.
To Create a Style by
5. Verify the cell range D5:D17 is selected and select Format → Style from Example:
the menu.
1. Select a cell or cell range
The Style dialog box appears, as shown in Figure 3-24. Here you can create, define, or and apply the formatting
apply a style. You want to create a new style named Money based on the selected cell you want to use in the
range. style.
6. Type Money in the Style name text box and click OK. 2. Make sure the cell or cell
You’ve just created a new Style named money. Try applying the Money style to a new range you formatted in
cell range in the worksheet. Step 1 is selected, then
7. Select the cell range G5:G17, select Format → Style from the menu, select Format → Style
select Money from the Style name list and click OK. from the menu.
The dialog box closes and the selected cell range is formatted with the Money style, as 3. Enter a name for the style
shown in Figure 3-25. See how quickly and easily you can apply cell formatting to in the Style name box.
using styles? 4. (Optional) Remove the
Now that you know how to create and apply styles, we can move on to what’s really checkmarks for any
neat about styles—modifying them. You can modify the formatting options for a style formatting attributes that
just like you would modify the formatting for a cell or cell range. However, when you you don’t want to be part
modify a style, every cell formatted with that style is updated to reflect the formatting of the style.
changes. Here is how to modify a style: 5. Click OK.
8. Select Format → Style from the menu, select Money from the Style list To Apply a Style:
and click Modify. 1. Select a cell or cell range
The Format Cells dialog box appears. you want to format.
9. Click the Font tab, select Arial from the Font list. Click OK to close the 2. Select Format → Style
Format cells dialog box, then click OK again to close the Style dialog from the menu, select the
box. style from the Style list
The dialog box closes and every cell formatted with the Money style is updated to and click OK.
reflect the change in fonts. To Modify a Style:
You can delete the Money style, since you will no longer be using it—here’s how… 1. Select Format → Style
10. Select Format → Style from the menu, select Money from the Style list from the menu, select the
and click Delete. style you want to modify
Excel deletes the Money style. from the Style list and
click Modify.
Look how much time you just saved by modifying the Money style. If you hadn’t used a style,
2. Modify any of the styles
you would have had to go and change the font formatting manually—plus there is always the
formatting attributes and
chance that you might miss reformatting something.
click OK when you’re
finished.

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Lesson 3-11: Formatting Cells

with Conditional Formatting
Operator list
Figure 3-26 Specify the cell
condition in these boxes
The Conditional
Formatting dialog box.
Value text box
Figure 3-27
Specify how the cell
The Format Cells dialog should be formatted if
box. Figure 3-26 Add another Delete the that condition is met
conditional format conditional format
Figure 3-28
The Total cells with
conditional formatting
applied (note the numbers
in displayed in blue and in
green.) If one condition
is met (here, the
Figure 3-29 cell value is
more than
The Delete Conditional 1000) a
specified type of
Format dialog box. formatting is
applied

If another
Figure 3-27 Figure 3-28 condition is met
(here, the cell
value is less
than 5) another
type of
formatting is
applied

Figure 3-29

You already know how to format most attributes of a cell: color, font and font size, and
borders, to name only a few. In this lesson, you will learn how to use conditional formatting.
Conditional formatting formats cells only if a specified condition is true. For example, you
could use conditional formatting to display weekly sales totals that exceeded $50,000 in
bright red boldface formatting and in bright blue italics formatting if the sales totals were
under $20,000. If the value of the cell changes and no longer meets the specified condition,
the cell returns to its original formatting.

1. Select the cell range G5:G17.

You want to apply conditional formatting to the Totals column to highlight any values
that meet a certain condition.

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 Chapter Three: Formatting a Worksheet 121
2. Select Format → Conditional Formatting from the menu.
The Conditional Formatting dialog box appears, as shown in Figure 3-26. This is
where you can add conditional formatting options to the selected cell range.
You want to conditionally format the selected cell range, the Totals column, so that any
values over 100 are formatted in a red, bold italics font.
3. Click the Operator list arrow (the second field) and select greater than
or equal to.
Next, you need to specify what value the cell must be equal or greater to apply the
conditional formatting.
4. Click the Value text box (the third field) and type 100.
Next, you must specify how you want the cells to be formatted if the condition is met
(if the cell value is equal to or greater than 100.)
5. Click the Format button.
The Format Cells dialog box appears, as shown in Figure 3-27.
6. Select Bold Italic from the Style list, click the Color list arrow, select a
Green color and click OK.
You return to the Conditional Formatting dialog box. You have finished entering a
conditional format for the selected cell range. You are not limited to adding a single
conditional format—you can specify up to three.
Here’s how to add another conditional formatting option:
7. Click the Add button.
The Conditional Formatting dialog box expands to display a second condition.
8. Click the Condition 2 Operator list arrow, select less than, click the
Value text box, type 5, and click OK.
Make sure you’re selecting the Condition 2 options and not the Condition 1 options!
Now specify how you want the cell to be formatted if its value is less than 5.
9. Click the Format button, select Bold from the Style list, click the Color ! Quick Reference
list arrow, select Blue (sixth column, second row), and then click OK. To Conditionally Format a
You return to the Conditional Formatting dialog box. Since you’ve finished entering Cell or Cell Range:
your conditional formatting options for the selected cell range, you can close the dialog 1. Select the cell or cell
box. range you want to format
10. Click OK. conditionally.
The dialog box closes and the cells are conditionally formatted according to their 2. Select Format →
values, as shown in Figure 3-28. Conditional Formatting
You can easily delete conditional formatting from a cell if you decide you no longer from the menu.
need it. 3. Enter the condition (for
11. With the cell range G5:G17 still selected, select Format → Conditional example Cell Value is
Formatting from the menu, then click the Delete button. greater than 10).
The Delete Conditional Format dialog box appears, as shown in Figure 3-29. 4. Click the Format button
12. Click both the Condition 1 and Condition 2 check boxes, click OK, then
and specify the formatting
you want to use if the
click OK again to close the Conditional Formatting dialog box.
condition is true.
The conditional formatting for the selected cells is removed.
5. If you want to specify
additional conditions for
the selected cells, click
the Add button and
repeat Steps 3 and 4.

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Lesson 3-12: Merging Cells,

Rotating Text, and using AutoFit
Figure 3-30
The Alignment tab of the
Format Cells dialog box. Text Rotation Tool
Rotate text in the
Figure 3-31 selected cell

The Expense Report Change the vertical

workbook with a merged, alignment of text in the
90-degree vertically selected cell
aligned cell.

Figure 3-30

Figure 3-31 Merged cell with vertical 90-degree

vertical alignment.

We’ve got a lot of ground to cover in this short lesson! This lesson briefly examines a variety
of different formatting options not covered in the previous lessons. In this lesson, you’ll learn
how to merge several cells together into a single, larger cell, how to rotate text within a cell,
and how to automatically adjust the width of a column to fit the column’s widest entry.

1. Select the cell range A4:A17, select Insert → Cells from the menu and
click OK.
Excel inserts a cell range, shifting the other cells in the worksheet to the right.
2. Select the cell range A5:A12.
You want to merge the cells in the selected cell range.
The Text 3. Select Format → Cells from the menu and click the Alignment tab.
Rotation tool
The Format Cells dialog box appears with alignment tab in front, as shown in Figure
3-30. The text control section of the Alignment tab has three options:
• Wrap text: Wraps text into multiple lines in a cell. The number of wrapped lines
depends on how wide the column is and how much text is in the cell.

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 Chapter Three: Formatting a Worksheet 123
• Shrink to fit: Automatically reduces the displayed font size of a cell so that all data
fits within the cell.
• Merge cells: Combines two or more selected cells into a single cell. The reference
for a merged cell is the upper-left side of the cell.
Try merging the selected cell range into a single cell.

4. Click the Merge cells checkbox, and then click OK.

The dialog box closes, and the selected cells are merged into a single, larger cell.
5. With cell A5 still selected (the merged cell) type Boston Trip and click Enter button
the Enter button on the Formula bar.
You already know how to change the horizontal alignment of text in a cell. Now you’ll
learn how to change a cell’s vertical alignment.
6. Select Format → Cells from the menu, drag the text rotation tool in the
Orientation section to a 45-degree angle and click OK.
The dialog box closes and the text in cell A5 is aligned at a 45-degree angle.
7. With cell A5 still selected (the merged cell), Select Format → Cells from
the menu, drag the text rotation tool in the Orientation section to a
90-degree angle, click the Vertical list arrow and select Center.
This will align the text at a 90-degree angle in the cell and center the text vertically.
Add a colored background to the cell to make it stand out.
8. Click the Patterns tab, select the light blue color and click OK.
The dialog box closes and cell A5 is formatted with the selected background color and
vertical alignment formatting options. To finish the lesson, reduce the width of column
A using AutoFit.
9. Position the pointer on the right border of the A column heading until it
changes to a . Then resize the column to match the size of the A
column shown in Figure 3-31. ! Quick Reference
To Merge Cells:
10. Save your work and exit Microsoft Excel.
1. Select the cells that you
Congratulations! You’ve worked your way through a long and rather difficult chapter! The want to merge.
next time you’re called on to create a worksheet, make sure you use some of the formatting 2. Select Format → Cells
techniques you’ve learned to impress your colleagues with what a computer whiz you are. from the menu, click the
Alignment tab, select the
Merge cells checkbox
and click OK.
To Rotate Text in a Cell:
1. Select the cell or cell
range you want to modify.
2. Select Format → Cells
from the menu and click
the Alignment tab.
3. Select one of the options
in the Orientation section
or adjust the angle by
dragging the text rotation
tool.

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Lesson 3-13: Finding and Replacing

Formatting
Figure 3-32
Specify the formatting you
The Find and Replace want to find here…
dialog box. …and the formatting you
want to replace it with here
Figure 3-33
Excel 2002 can find and Display advanced search
replace formatting in options
addition to text.
Figure 3-32

Figure 3-33 Here Excel finds all the white …and changes it to black
colored text…

After seeing a printed copy of your annual snowfall workbook, you realize that your “clever”
scheme of formatting the workbook using white fonts on a white background maybe isn’t
such a great idea. Now you’ll have to go back to your snowfall workbook, find every white
colored font and replace it with a slightly more visible font. Good luck!
Actually this task will be much easier than it sounds. Find and Replace has been greatly
enhanced in Microsoft Excel 2002. Find and Replace can now find and/or replace formatting
in addition to text and information. So you can use Find and Replace to replace every white-
colored font in a workbook with a black-colored font.
In this lesson you will learn how to use Find and Replace to find specific formatting in a
workbook and how to easily change that formatting.

1. Open the workbook Lesson 3B and save it as Find Formatting.

Here’s your snowfall workbook. You need to change all the white colored text to black.
Since don’t even know where all the white colored text is (how did you create this
workbook anyway?!) you will use Find and Replace to automatically find all the white
colored text and change it to black.
2. Select Edit → Replace from the menu.
The Find and Replace dialog box appears. You need to click the Options button to
display more advanced find and replace controls.

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 Chapter Three: Formatting a Worksheet 125
3. Click Options.
The Find and Replace dialog box expands and displays more advanced options, as
shown in Figure 3-33. Notice two Format buttons appear after clicking the Options
button. You use the top Format button to specify the cell formatting you want to find
and the bottom Format button to specify that cell formatting you want to replace it
with.
4. Click the top Format button.
The Find Format dialog box appears. This is where you specify the cell formatting you
want to look for.
5. Click the Font tab.
You want to search for white colored fonts.
6. Click the Color list arrow and select a white color.
That’s the only formatting option you want to look for, so you can close the Find
Format dialog box.
7. Click OK.
The Find Format dialog box closes. Next you need to specify the cell formatting you
want to replace the white colored fonts with.
8. Click the bottom Format button.
The Replace Format dialog box appears.
9. If necessary, click the Font tab, then click the Color list arrow and
select Automatic.
Move on to the next step and close the Replace Format dialog box.
10. Click OK.
The Replace Format dialog box closes.
Now that you’ve specified the cell formatting you want to look for and the cell ! Quick Reference
formatting you want to replace it with you can actually start finding and replacing the To Find and Replace Cell
formatting. Just like finding and replacing text, you can review and selectively replace Formatting:
each occurrence of formatting or you can automatically replace all occurrences at once.
1. Select Edit → Replace
11. Click Replace All. from the menu.
Excel replaces all the white colored text formatting with black colored text formatting. 2. Click Options.
12. Click OK then Close. Close Microsoft Excel without saving any changes. 3. Click the top Format
button, specify the
Table 3-5: Find and Replace Options formatting options you
want to search for and
Option Description click OK.
Replace All Replaces all occurrences of the search criteria in your worksheet. If you want to 4. Click the bottom Format
review and selectively replace each occurrence, click Replace instead of button, specify the new
Replace All. formatting options and
Replace Replaces the selected occurrence of the criteria in the Find what box, finds the click OK.
next occurrence, and then stops. If you want to automatically replace all 5. Click Find Next to find
occurrences of the search criteria in your document, click Replace All. each occurrence of cell
formatting and Replace to
Find All Finds all occurrences of the search criteria in your document. If you want to find replace the cell
and review each occurrence separately, click Find Next instead of Find All. formatting.
Find Next Searches for the next occurrence of the characters specified in the Find what Or…
box. To find the previous occurrence, hold down SHIFT and click Find Next. Click Replace All to
replace all occurrences of
the cell formatting.

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Chapter Three Review

Lesson Summary
Formatting Fonts with the Formatting Toolbar
• Change the style of text by clicking the Bold button, Italics button, or Underline
button on the Formatting toolbar.
• Change the font type by selecting a font from the Font list on the Formatting toolbar.
• Change the font size by selecting the pt. size from the Font Size list.

Formatting Values
• To Apply Number Formatting using the Formatting Toolbar: Select the cell or cell range you
want to format, and click the appropriate number formatting button(s) on the Formatting toolbar.
• The Number Formatting Buttons on the Formatting toolbar include: Currency, Percent,
Comma, Increase Decimal, and Decrease Decimal.
• To Apply Number Formatting using the Format Cells Dialog Box: Select the cell or cell range
you want to format, right-click the cell or cell range and select Format Cells from the shortcut
menu, click the Number tab, and specify the number formatting you want to apply.

Adjusting Row Height and Column Width

• To Adjust the Width of a Column: There are three methods:
1.) Drag the column header’s right border to the left or right.
2.) Right-click the column header, select Column Width from the shortcut menu and enter the
column width.
3.) Select the column header(s), select Format → Column → Width from menu and enter the
column width.
• To Adjust the Height of a Row: There are three methods:
1.) Drag the row header’s bottom border up or down.
2.) Right-click the row header(s), select Row Height from the shortcut menu and enter the row
height.
3.) Select the row header(s), select Format → Row → Height from menu and enter the row
height.
• To Automatically Adjust the Width of a Column or Row (AutoFit): Double-click the right border
of the column or click the column heading to select the column and select Format → Column →
AutoFit from the menu.

Changing Cell Alignment

• Using the Formatting Toolbar: Select the cell or cell range and click the appropriate alignment
button ( Left, Center, Right, or Merge and Center) on the Formatting toolbar.

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 Chapter Three: Formatting a Worksheet 127
• Using the Format Cells Dialog Box: Select the cell or cell range and either right-click the
selection and select Format Cells from the shortcut menu or select Format → Cells from the
menu. Click the Alignment tab and select the desired alignment option.

Adding Borders
• Using the Formatting Toolbar: Select the cell or cell range you want to add a border(s) to and
click the Border Style list arrow on the Formatting toolbar and select the border you want.
• Using the Format Cells Dialog Box: Either right-click the selection and select Format Cells from
the shortcut menu or select Format → Cells from the menu. Click the Border tab and select the
border(s) you want to add.

Applying Colors and Patterns

• Using the Formatting Toolbar: Select the cell or cell range and click the Fill Color list
arrow on the Formatting toolbar and select the color you want.
• Using the Format Cells Dialog Box: Either right-click the selection and select Format Cells from
the shortcut menu, or select Format → Cells from the menu. Click the Patterns tab and select the
color or pattern you want to use.

Using the Format Painter

• The Format Painter lets you copy the formatting of a cell or cell range formatting attributes and
apply or paste the formatting to other cells.
• To Use the Format Painter: Select the cells with the formatting options you want to copy, click the
Format Painter button on the Standard toolbar, and select the cell range where you want to
apply the copied formatting.
• Double-click the Format Painter button to apply formatting to several locations. Click the
Format Painter button again when you’re finished.

Using AutoFormat
• AutoFormat automatically formats your worksheets using one of sixteen 16 preset formatting
schemes.
• Select Format → AutoFormat from the menu and select one of the 16 AutoFormats from the list.

Creating a Custom Number Format

• To Create a Custom Number Format: Select the cell or cell range you want to format, select
Format → Cells from the menu and click the Number tab, and select the Custom category. Type
a number format in the Type box using the appropriate format codes.

Creating, Applying, and Modifying a Style

• A style is a collection of formats (Number, Font, Borders, Alignment, Pattern, and Protection) you
can define and save as a group so you can apply all of the formatting elements at once.
• To Create a Style by Example: Select a cell or cell range and apply the formatting you want to
use in the style. Once the cell or cell range is formatted, select it and select Format → Style from
the menu. Enter a name for the style in the Style name box.
• To Apply a Style: Select a cell or cell range you want to format, Select Format → Style from the
menu, select the style from the Style list and click OK.

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128 Microsoft Excel 2002

• To Modify a Style: Select Format → Style from the menu, select the style you want to modify
from the Style list and click Modify. Modify any of the styles formatting attributes and click OK
when you’re finished. Every cell formatted using that style will be updated.

Formatting Cells with Conditional Formatting

• Conditional formatting is a format, such as cell shading or font color, that Excel automatically
applies to cells if a specified condition is true.
• To Conditionally Format a Cell or Cell Range: Select the cell or cell range you want to format
conditionally and select Format → Conditional Formatting from the menu. Enter the condition
(for example Cell Value is greater than 10), click the Format button and specify the formatting you
want to use if the condition is true. If you want to specify additional conditions for the selected cells,
click the Add button, otherwise click OK.

Merging Cells, Rotating Text, and using AutoFit

• To Merge Cells: Select the cells that you want to merge, select Format → Cells from the menu,
click the Alignment tab, select the Merge cells checkbox and click OK.
• To Rotate Text in a Cell: Select the cell or cell range, select Format → Cells from the menu and
click the Alignment tab. Select one of the options in the Orientation section or adjust the angle by
dragging the text rotation tool.

Finding and Replacing Formatting

• To Find and Replace Cell Formatting: Select Edit → Replace from the menu and click Options.
Click the top Format button, specify the formatting options you want to search for and click OK.
Click the bottom Format button, specify the new formatting options and click OK. Click Find Next
to find each occurrence of cell formatting and Replace to replace the cell formatting or click
Replace All to replace all occurrences of the cell formatting.

Quiz
1. Which of the following procedures changes the font size? (Select all that
apply.)
A. Select the text and choose a point size from the Font list on the Formatting toolbar.
B. Select the cell(s) and right-click the selection, select Format Cells from the shortcut
menu, click the Font tab, select the font size, and click OK.
C. Select the cell(s), select Format → Cells from the menu, click the Font tab, select the
font size, and click OK.
D. All of the above.

2. Which is NOT a method for applying boldface to a selected cell range?

A. Select Format → Cells from the menu, click the Font tab, and select Bold from the
Font style list.
B. Press <Ctrl> + <B>.
C. Right-click the text and select Boldface from the shortcut menu.
D. Click the Bold button on the Formatting toolbar.

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 Chapter Three: Formatting a Worksheet 129
3. To copy formatting from one cell in a worksheet and apply it to another cell
you would use:
A. The Edit → Copy Format and Edit → Paste Format commands from the menu.
B. The Format Painter button on the Standard toolbar.
C. There is no way to copy and apply formatting in Excel—you would have to do it
manually.
D. The Copy and Apply Formatting dialog box, located under the Format → Copy and
Apply menu.

4. The numbers in your worksheet look like this: 1000. You want them to look
like this: $1,000.00. How can you accomplish this?
A. Click the Currency Style button on the Formatting toolbar.
B. Select Format → Money from the menu.
C. You have to retype everything and manually add the dollar signs, commas, and
decimals.
D. None of the above.

5. A date is considered a value, and therefore you can change how it is

displayed. For example, 5/12/99 could be reformatted to May 12, 1999 (True
or False?)

6. Which of the following is NOT a method for adjusting the width of a

column?
A. Drag the column header’s right border to the left or right.
B. Double-click the column header’s right border.
C. Select the column header and click the Column Width button on the Standard
toolbar.
D. Right-click the column header, select Column Width from the shortcut menu, and
enter the column’s width.

7. Which of the following statements is NOT true:

A. Clicking the Center button centers the text or numbers inside the cell.
B. The Merge and Center button merges several cells into a single larger cell and
centers the contents inside the cell.
C. You can change cell alignment by clicking Format → Cells from the menu and
clicking the Alignment tab.
D. Cells can only display one line of text—they can’t wrap text inside the cell.

8. What is the procedure(s) for adding a border above and below a selected
cell range? (Select all that apply)
A. Select Format → Cells from the menu, click the Borders tab, click the top and
bottom lines in the border preview diagram, and click OK.
B. Type several underscore (_) characters cells above and below the cell range.
C. Click the Border button arrow on the Formatting toolbar, and select the appropriate
border formatting from the list.
D. Click the Underline button on the Formatting toolbar.

9. AutoFormat automatically formats your worksheet using one of sixteen

present formatting styles (True or False?)

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130 Microsoft Excel 2002

10. How can you make a certain cell yellow?

A. Click the Highlight button on the Standard toolbar.
B. Click the Fill button arrow on the Formatting toolbar and click the yellow color.
C. Select Format → Color → Yellow from the menu.
D. Click the Borders button arrow on the Formatting toolbar and click the yellow color.

11. You have four cells that you want to combine into one. How can you do
this?
A. Select the cells and click the Merge Cells button on the Formatting toolbar.
B. Select the cells and select Tools → Merge Wizard from the menu.
C. Select the cells and click the Merge and Center button on the Formatting toolbar.
D. Select the cells and select Edit → Merge Cells from the menu.

12. You want to use the Format Painter to apply formatting to several cells in a
worksheet that are not next to each other. How can you do this?
A. Click the Format Painter button on the Standard toolbar.
B. Double-click the Format Painter button on the Standard toolbar.
C. This isn’t possible.
D. Open the Copy and Apply Formatting dialog box by selecting Format → Copy
Formatting from the menu.

13. How can you rotate text in a cell?

A. Select Format → Cells from the menu and click the Alignment tab.
B. Click the Alignment button arrow from the Formatting toolbar and select the desired
alignment.
C. Select Format → Text Direction from the menu.
D. Right-click the cell and select Text Direction from the shortcut menu.

14. You want to change the dates in a worksheet so that they appear as
October 15, 2001 instead of 10/15/01. How can you do this?
A. Select the cells and click the Long Date button on the Formatting toolbar.
B. You will have retype all the dates, as there is no way to reformat them.
C. Select the cells and select Format → Cells from the menu, click the Number tab,
select Date from the Number list and select the date format you want.
D. You will need to call your system administrator have him or her install the Microsoft
Long Date patch for you.

Homework
1. Open the Homework 3 workbook and save it as “Formatting Practice”.

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 Chapter Three: Formatting a Worksheet 131

2. Resize the A column so that you can completely see all the tour packages.
3. Change the font of the worksheet title to Times New Roman.
4. Make the worksheet title bold, change its color to dark blue, and its size to 14 pt.
5. Change the tour package sales amounts to currency formatting.
6. Center the column headings (Qtr 1 to Total) and apply bold formatting to them.
7. Add a bottom border to cell range B7:F7.
8. Merge the cell range A1:F1 into a single cell that spans the worksheet.

Quiz Answers
1. D. All of these procedures change the font size.
2. C. There is not a Boldface option in the shortcut menu.
3. B. The Format Painter copies formatting from one area of a worksheet and applies it
to another area.
4. A. The currency button on the Formatting toolbar applies the currency number
formatting.
5. True. Date value can be displayed in a number of ways—but they’re still the same
date.
6. C. There isn’t a Column Width button on the Standard toolbar.
7. D. Cell can display multiple lines of text. Select Format → Cells, click the
Alignment tab, and check the Wrap Text check box.
8. A and C. You can add a border to a select cell range by selecting a border from the
Border button on the Formatting toolbar or by selecting Format → Cells from the
menu and clicking the Borders tab.
9. True. AutoFormat automatically applies one of sixteen formatting styles to your
worksheet.
10. B. You can make a cell yellow by clicking the Fill button arrow on the Formatting
toolbar and selecting a yellow color.

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11. C. You can merge several selected cells into a single cell by clicking the Merge and
Center button on the Formatting toolbar.
12. B. Double-click the Format Painter button on the Standard toolbar to apply
formatting to several non-adjacent cells in a worksheet. Click the Format Painter
button when you’re finished applying the formatting.
13. A. You can rotate text in a cell by selecting Format → Cells from the menu and
clicking the Alignment tab.
14. C. You can format date values by selecting Format → Cells from the menu, clicking
the Number tab, select Date from the Number list and selecting the date format.

 2001 CustomGuide.com
 Chapter Four:
Creating and Working
with Charts
Chapter Objectives: " Prerequisites
• Create a chart • How to use menus,
toolbars, dialog boxes,
• Move and resize a chart and shortcut
keystrokes.
• Format objects in a chart
• How to select cell
• Change a chart’s source data ranges.

• Change a chart type

• Add titles, gridlines, annotations, and a data table to a chart
• Work with a 3-D chart
• Create and work with a custom chart
• Plot data on a map

Chapter Task: Create a chart that plots survey data

You already know what a chart is—charts illustrate data, relationships, or trends graphically.
Like the saying “a picture is worth a thousand words” charts are often better at presenting
information than hard to read numbers in a table or spreadsheet.
In this chapter, you will learn just about everything there is to know about charts—how to
create dynamic-looking charts, edit and format charts, and work with different types of charts.
Creating and working with charts in Excel is easier than you might think and actually is quite
fun. The dazzling charts you will be able to create after you finish this chapter will amaze
both you and your colleagues.
134 Microsoft Excel 2000

Lesson 4-1: Creating a Chart

Figure 4-1
Step One of the Chart
Wizard – selecting a type
of chart.
Figure 4-2
Step Three of the Chart
Wizard – specifying chart
options.
Figure 4-3 Figure 4-2
The new chart.

Figure 4-1

Figure 4-3

You can plot most of the information in a worksheet on a chart—and that’s what this lesson is
about! This lesson will give you practice creating a chart based on data that’s already been
Chart Wizard
button entered in a worksheet. The most common (and by far the easiest method) of creating a chart
is to use the ChartWizard. Get that image of mysterious old bearded men wearing purple
Other Ways to Insert a robes, and pointy hats with stars and moons on them out of your mind—the ChartWizard is a
Chart: feature that walks you through the process of creating a chart.
• Select Insert → Chart
from the menu. 1. Start Excel, open the workbook named Lesson 4A and save it as Survey
Results.
The first step in creating a chart is to select the cells that contain both the values and
labels you want to chart.

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 Chapter Four: Creating and Working with Charts 135
2. Select the cell range A4:E7 then click the Chart Wizard button on the
Standard toolbar.
The Chart Wizard opens, as shown in Figure 4-1. The first step in creating a chart is
selecting the type of chart you want to create from the Chart type list. You can preview
how your data will appear in each type of chart by selecting the chart type and then
clicking the Press and hold to view sample button. You want to create a Column chart, Chart Placed as a
and since the Column chart type is already selected you can move on to the next step. New Sheet
3. Click Next to accept the Column chart type and move to the second step
in the Chart Wizard.
The second step in the Chart Wizard lets you select the cell range you want to chart.
You also have to specify if the data series (the information you’re plotting in your Chart Placed as
chart) is from the rows or columns of the worksheet. You want to use the rows option an Embedded
so your chart will be plotted by destination. Since this is the current selection you don’t Object
need to change anything. The cell range A4:E7 appears in the Data range text box
because you have already selected the cell range before starting the Chart Wizard.
Since the chart options here are correct, you can move to on to the next step.
4. Click Next to move to the third step in the Chart Wizard.
The third step in the Chart Wizard presents you with a sample of your chart, as shown
in Figure 4-2. Here you can add titles to the chart and axis’s, a legend, data labels,
gridlines, and a data table. ! Quick Reference
5. Click the Chart title box and type Travel Purpose Survey Results. To Create a Chart with the
The Chart title appears in the Sample Chart. ChartWizard:
6. Click Next to move to the fourth step in the Chart Wizard. 1. Select the cell range that
contains the data you
The forth and final step in the Chart Wizard is to determine the chart’s location. There
want to chart and click
are two options:
the Chart Wizard
• As new sheet: The chart will be placed on a separate, new sheet in the workbook. button on the Standard
You can enter a name for this new sheet, or accept Excel’s default sheet name. toolbar.
• As object in: The chart will be placed on the same sheet as the data. Or…
You want to place your chart on the current worksheet, which is already selected, so Select the cell range and
you can finish the Chart Wizard. select Insert → Chart
7. Click Finish to complete the Chart Wizard. from the menu.
The Chart Wizard dialog box closes, and the column chart appears in the active 2. (Step 1 of 4) Select the
worksheet, as shown in Figure 4-3. Your chart may be covering a large portion of the chart type and click Next.
worksheet data—don’t worry about it. You’ll learn how to move and resize a chart in 3. (Step 2 of 4) Verify (or
the next lesson. change) the cell range
8. Save your work. used in the chart and click
Next.
Congratulations! You’ve just created your first chart. Turn the page to learn how you can
move a resize the chart. 4. (Step 3 of 4) Adjust the
chart options by clicking
the categorized tabs and
selecting any options then
click Next.
5. (Step 4 of 4) Specify
where you want to place
the chart (as an
embedded object or on a
new sheet) and click
Finish.

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136 Microsoft Excel 2000

Lesson 4-2: Moving and Resizing a

Chart
Figure 4-4
Moving a chart.
Figure 4-5 To move a chart to a new
location, click and drag
Resizing a chart. the chart anywhere in the
white area before the
border of the chart
Figure 4-6
The Chart toolbar.

Figure 4-4

Drag a selected
object’s sizing
handles to resize
the object

Figure 4-5

Select Chart Select a Type Add/Remove Chart by Angle Text

Objects List of Chart Data Table Columns Upward

Figure 4-6 Format the Add/Remove Chart by Angle Text

Selected Object Chart Legend Rows Downward

More often than not, initially charts are not the size you want them to be. In this lesson, you
will learn how to resize a chart to make it larger or smaller. You will also learn how to move a
chart to a new location in the worksheet.

1. Make sure the chart is selected.

Sizing Handles If the chart isn’t selected, all you have to do is click it to select it. Six boxes, called
sizing handles, appear along the edges of a chart any time it is selected. Sizing handles
are used to change the size of charts and other objects.
Click a chart to select 2. Click and hold the blank area just before the border of the chart. Drag the
it. chart down and to the left about an inch and release the mouse button.
The pointer changes to a , and a dotted outline of the chart appears as you are
moving the chart to a new location.

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 Chapter Four: Creating and Working with Charts 137
You can resize a chart by clicking and dragging any of its sizing handles, located along
the border of any selected chart.
3. Position the pointer over the lower-right sizing handle, until the pointer
changes to a , then drag the mouse diagonally down and to the right,
until the chart is about 25% larger. Chart legend
The chart is resized. You can also make a chart or object smaller by dragging the sizing
handles up and to the left. You can also move and resize objects in a chart using the
same procedures.
4. Click the chart legend to select it.
Selection handles appear around the legend. Once you have selected an object you can
move or resize it.
5. Drag the legend to the lower-right corner of the chart, so that it is at the
same level as the destination titles.
The chart legend is moved to the new location.
6. Click anywhere outside the chart to deselect the legend and the chart.

7. Save your work.

The skills you’ve just learned, moving and resizing objects, are especially important because
you can use them to move and resize just about any type of object. You can even use these
skills to move and resize objects in other programs, such as Microsoft Word or PowerPoint.

! Quick Reference
To Resize a Chart:
• Click the chart to select it,
then drag its sizing
handles until the chart is
the size you want.
To Move a Chart:
• Click and hold down the
mouse button on the
blank area around the
chart, drag the picture to
a new location in the
workbook, then release
the mouse button.

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138 Microsoft Excel 2000

Lesson 4-3: Formatting and

Editing Objects in a Chart
Figure 4-7
The Patterns tab of the
Format Data Series dialog
box.
Figure 4-8
The Placement tab of the
Format Legend dialog
box.
Figure 4-9
The Font tab of the
Format Chart Title dialog Figure 4-7 Figure 4-8
box.
Figure 4-10
The reformatted chart.

Figure 4-10

Figure 4-9

Here’s an important fact you need to know: you can select, format, and edit every object in a
chart. For example, you can change the style, size, and color of any of the fonts used in a
chart, or the background color of the chart. After you’ve completed this lesson you’ll be a pro
at formatting anything and everything in a chart. Some items that can be formatted and edited
in a chart include:
• Chart Title • Chart Background Area
• Any Data Series • Chart Plot Area
The Chart Object
list • Chart’s Gridlines • Data tables
Other Ways to Select an • Chart Legend • Category Axis
Object:
There are two methods you can use to select a chart object. The first method is to simply click
• Click the object.
an object to select it. Sometimes when selecting a chart object it can be tricky to know exactly
where or what to click (for example, what would you click to select the chart’s plot area?) In
these cases it is easier to use the second method: select the object from the Chart Object list
on the Chart toolbar.

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 Chapter Four: Creating and Working with Charts 139
1. Click the chart to select it.
The first object you want to format on the chart is the Pleasure Data series. Of course,
you must first select the Pleasure Data series before you can format it. You can select Format Object
the Pleasure Data series from the Chart Object list on the Chart toolbar.
button
2. Click the Chart Objects list arrow on the Chart toolbar and select
Other Ways to Format
an Object:
Series "Pleasure" from the list.
• Double-click the object.
NOTE: If the Chart toolbar doesn’t appear on your screen, you can display it by
• Right-click the object
selecting View → Toolbars → Chart from the menu.
and select Format
Selection boxes appear on the three columns of the Pleasure data series in the chart. Object from the
Now that you’ve selected the Pleasure series, you can format it. shortcut menu.
3. Click the Format Object button on the Chart toolbar and click the • Click the object to
Patterns tab if necessary. select it and select
The Format Data Series dialog box appears, as shown in Figure 4-7. You are presented Format → Selected
with a variety of different formatting options that you can apply to the selected data Object from the menu.
series. We’ll take a closer look at how to format a data series in an upcoming lesson—
for now, just change the color of the data series.
4. Click a green color from the color palette in the Area section and click
OK.
The dialog box closes and the color of the Pleasure data series changes to green. Next, ! Quick Reference
try formatting the chart’s legend so you can place it in a better location on the chart.
To Select a Chart Object:
5. Double-click the chart’s legend to format it and select the Placement
• Click the
tab.
Chart
The Format Legend dialog box appears, as shown in Figure 4-8. Objects list arrow on the
6. Select the Bottom option and click OK. Chart toolbar and select
The dialog box closes and the legend appears at the bottom of the chart. the object.
The last thing to format in this lesson is the chart’s title. Or…
7. Double-click the Chart’s title (Travel Purpose Survey Results) to format • Click the object.
it, and click the Font tab. To Format a Chart Object:
The Format Chart Title dialog box appears, as shown in Figure 4-9. Change the font of 1. Double-click the object.
the chart’s title as follows:
Or…
8. Select Bold Italic from the Font Style list, click the Color list arrow and Select the object and click
select a Blue color, then click OK.
the Format Object
The dialog box closes and the chart title is formatted with the font options you selected. button on the Chart
9. Compare your chart to the one in Figure 4-10 and save your work. toolbar.
There are so many different types of chart objects, each with their own individual formatting Or…
options, that it would take days to go through all of them. Instead, this lesson has given you a Right-click the object and
general guideline to follow to select and format any type of chart object you encounter. select Format Object
from the shortcut menu.
Or…
Select the object and
select Format → Format
Object from the menu.
2. Click the tab that contains
the items you want to
format and specify your
formatting options.

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140 Microsoft Excel 2000

Lesson 4-4: Changing a Chart’s

Source Data
Figure 4-11
The Data Range tab of the
Source Data dialog box.
Click the Data range box, and select the
Figure 4-12 data on your worksheet that you want to
plot in your chart.
The Series tab of the
Source Data dialog box. Collapse dialog box button:
Temporarily shrinks and moves the
Figure 4-13 dialog box so that you enter a cell range
by selecting cells in the worksheet.
The updated chart. When you finish, you can click the
button again or press <Enter> to display
the entire dialog box.

Figure 4-11

Figure 4-13

Figure 4-12

Once you create a chart, you may decide to change which worksheet cells contain the values
and labels you want to plot in the chart. For example, you might add a new column or row to
Format Object
button a worksheet and then want to include it in an existing chart. Or you might want to remove
some cells that you no longer want to be plotted in a chart. This lesson shows you how to
Other Ways to Format change a chart’s source data, or which worksheet cells that contain the values and labels the
an Object: chart is based on.
• Double-click the object.
• Right-click the object 1. Click cell B5, type 100 and press <Enter>.
and select Selected Notice that the chart is updated, reflecting the change in value. You decide to add
Object from the another column to display the total purposes for traveling for all the destinations. First,
shortcut menu. you need to add a column heading.
• Click the object to 2. Click cell F4, click the Bold button and the Center button on the
select it and select Formatting toolbar, type Total and press <Enter>.
Format → Selected Next, total the purposes for traveling for all of the destinations.
Object from the menu.

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 Chapter Four: Creating and Working with Charts 141
3. Make sure cell F5 is the active cell, click the AutoSum button on the
Standard toolbar (note that Excel automatically selects the correct cell
range, B5:E5) and click the Enter button on the Formula bar. AutoSum button
Excel totals all the values in the Business row. Use AutoFill to copy the formula you
just created to the remaining cells.
4. Copy the formula in cell F5 to the cell range F6:F8.
You can copy the formula using AutoFill (the fastest and easiest method) or by copying The Collapse Dialog
and pasting. Next, you want to modify the chart so it displays only the data from the button temporarily
Total column you just added. shrinks and moves the
5. Click the chart to select it. dialog box so that you
enter a cell range by
Selection handles appear at the corners and sides of the chart and the Chart toolbar
appears. Now you need to change the source data for the chart. selecting cells in the
worksheet. When you
6. Select Chart → Source Data from the menu and click the Data Range finish, you can click
tab. the button again or
The Source Data dialog box appears, as shown in Figure 4-11. This is where you can press <Enter> to
change the chart’s source data. Notice the Data range box currently contains display the entire
=Sheet1!$A$4:$E$7—the cell range for the chart’s current data source. You want the dialog box.
data source to be the labels from the Purpose column—A4:A7, and the values from the
Total column—F4:F7.
7. Select the cell range A4:A7. To select non-adjacent
cell ranges press and
If the dialog box is in the way, you can temporarily hide it by clicking the data range
hold the <Ctrl> key
box’s Collapse dialog button. OK, you’ve got the A (Purpose) column selected. So
how can you select the F (Total) column since the two columns are not next to each while you select
other? Move on to the next step to find out. additional cells.

8. Press and hold the <Ctrl> key, select the cell range F4:F7, release the
<Ctrl> key and press <Enter>.
Pressing and holding the <Ctrl> key lets you select cells that are not next to each other.
The chart plots the new cells you specified as a data source. We have one more thing to ! Quick Reference
look at while the Source Data dialog box is still open. To Change a Chart’s Data
9. Click the Series tab. Source:
The Series tab of the Source Data dialog box appears, as shown in Figure 4-12. You 1. Select the chart, select
don’t have to touch anything here—we just want to take a quick look at this screen. Chart → Source Data
Once you have selected the source data for the chart, you can add, change, and delete from the menu and click
the data series and name series used here, on the Data Range tab. the Data Range tab.
10. Click OK. 2. Click in the Data Range
Compare your chart with the one in Figure 4-13. box and select the cell
range you want to base
the chart on (click the
Collapse Dialog box
button if necessary.)
3. Click OK.
To Use Non-Adjacent Cell
Ranges in a Chart:
• Select the first cell range,
then press and hold the
<Ctrl> key as you select
the remaining non-
adjacent ranges.

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142 Microsoft Excel 2000

Lesson 4-5: Changing a Chart

Type and Working with Pie Charts
Figure 4-14
A pie chart incorrectly
plotted by rows.
Figure 4-15
The same pie chart plotted
by columns.
Figure 4-16
Figure 4-14 Figure 4-15
The steps on pulling a
slice from a pie chart.

1. Click the chart area to 2. Click a slice of the 3. Hold down the mouse 4. Release the mouse
enter Edit Mode chart to select it button and drag the button to drop the
slice away from the slice
Figure 4-16 chart

Just as some lures are better than others for catching certain types of fish, different types of
charts are better than others for presenting different types of information. So far, you have
Chart Type List been working on a column chart, which is great for comparing values for different items, but
button
not so great for illustrating treads or relationships. In this lesson, you will learn how and when
to use different types of charts. You will also learn a valuable tip when working with pie
charts—how to pull a slice of the pie away from the chart.

1. Click the chart to select it.

2. Click the Chart Type List arrow from the Chart toolbar and select the
Pie Chart.
The chart changes to a pie chart, as shown in Figure 4-14. What happened? Why is
there only one piece of the pie instead of three?!? It’s because Excel is still plotting the
data by rows (destinations) instead of by columns (purpose).
NOTE: Sometimes when you change chart types, the formatting options for one chart
type may not be appropriate for another chart type. An improperly formatted
Selecting a Pie chart appears cluttered and difficult to read. To solve this problem: 1.) Select
Chart Chart → Chart Type from the menu 2.) Select the chart type and sub-type you
want to use 3.) Select the Default formatting checkbox and click OK.
3. Click the By Column button on the Chart toolbar.
Excel changes the data series for the chart from rows to columns and properly displays
the chart. You decide you want to pull the business slice of the pie away from the pie
By Column button chart to emphasize it.

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 Chapter Four: Creating and Working with Charts 143
5. Click the actual chart plot area to enter edit mode.
The chart plot area is the actual chart, in this case, the circular pie chart. Sizing handles
appear on the business slice.

6. Click the business slice of the pie to select it (selection handles should
appear on the slice) and then click and drag it away from the chart about
a half-inch.
NOTE: Make sure you click the slice of the pie you want to pull away from a chart Chart Plot Area
before you drag it. You will pull all the pieces of a pie chart away if you
simply drag-and-drop a piece without clicking and selecting it first.
Because Excel offers so many different types of charts and graphs, you should have a general
idea which type of chart to use in which circumstances. Table 4-6: Types of Charts and
Graphs shows some of the more commonly used charts and graphs and gives explanations on
how and when they are used.

Table 4-6: Types of Charts and Graphs

Chart or Graph Type Description
Column charts are used when you want to compare different values
vertically side-by-side. Each value is represented in the chart by a vertical
bar. If there are several series, each series is represented by a different
Column color.
! Quick Reference
Bar charts are just like column charts, except they display information in
horizontal bars rather than in vertical columns. To Change the Chart
Type:
Bar • Select the chart and
Line charts are used to illustrate trends. Each value is plotted as a point select Chart → Chart
on the chart and is connected to other values by a line. Multiple items are Type from the menu.
plotted using different lines. Or…
Line
• Click the Chart
Area charts are the same as line charts, except the area beneath the Type list arrow on the
lines is filled with color. Chart toolbar.
To Chart by Rows or
Area Columns:
Pie charts are useful for showing values as a percentage of a whole. The • Select the chart and click
values for each item are represented by different colors. either the By
Columns button or the
Pie By Rows button on
the Chart toolbar.
Scatter charts are used to plot clusters of values using single points.
Multiple items can be plotted by using different colored points or different To Drag a Piece from a Pie
point symbols. Chart:
Scatter 1. Click the chart to select it.
Combination charts combine two different types of charts together. For 2. Click the piece of the
example, a combination chart might contain both a column chart and a chart you want to move to
line chart. select it.
3. Click and drag the piece
Combination
away from the rest of the
chart.

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144 Microsoft Excel 2000

Lesson 4-6: Adding Titles,

Gridlines, and a Data Table
Figure 4-17
The Titles tab of the Chart
Options dialog box.
Figure 4-18
The Gridlines tab of the
Chart Options dialog box.
Figure 4-19
The Chart with value
labels and gridlines Figure 4-17 X-axis title Chart title
added.

Figure 4-19 Y-axis title

Figure 4-18

When you are changing

There are a lot of ways you can make a chart easier to read and understand. You can add titles
Chart Types, checking
to the chart’s X- (horizontal) axis or Y- (vertical) axis, add gridlines, and a legend. This lesson
the Default explains how to add and modify these items, and how you can enhance your charts to make
formatting checkbox them easier to understand.
removes any
formatting you have 1. Make sure the chart is selected, then select Chart → Chart Type from
applied to the chart the menu, select the Column chart type from the Chart type list, click
and returns the chart the Default formatting checkbox and click OK.
to the default
The chart is changed from a pie chart to a column chart. Selecting the default
appearance.
formatting checkbox removes any previous formatting you've applied to the chart type
and returns the chart to the default appearance. The selected chart changes from a pie
chart to a column chart. Next, you need to change the data source for the chart.
2. Select Chart → Source Data from the menu, select the cell range A4:E7
(click the Collapse dialog button if you need to) and press <Enter>.
The column chart is updated to reflect the changes in the data source.
Data Table 3. Select Chart → Chart Options from the menu and click the Titles tab.
button The Titles tab of the Chart dialog box appears, as shown in Figure 4-17. The chart title
was removed when you applied the default formatting to the chart, so you will have to
reenter it.

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 Chapter Four: Creating and Working with Charts 145
4. Click the Chart Title text box and type Survey Results.
! Quick Reference
Now add titles to the X and Y-axis.
5. Click the Category (X) axis textbox and type Purpose, then click the To Add or Remove
Category (Y) axis textbox and type Reservations. Gridlines from a Chart:
Next, add some data labels to the data series. 1. Select the chart, select
Chart → Chart Options
6. Click the Data Labels tab and click the Show value option in the Data from the menu, and click
labels section. the Gridlines tab.
The chart preview area displays a sample chart with the added data labels. 2. Check or uncheck the
7. Click the Data Table tab, check both the Show data table and Show check the appropriate
legend keys check boxes. gridline check boxes.
A data table displays the numbers the chart is based on. Since you’re working with an To Add or Change Titles
embedded chart (instead of a chart on a separate sheet) this information is already to a Chart:
displayed in the worksheet, so you don’t really need a data sheet. But, for practice’s
1. Select the chart, select
sake, try adding a data sheet.
Chart → Chart Options
8. Click OK. from the menu, and click
The Chart Options dialog box closes and the chart is updated to reflect the changes you the Titles tab.
made to it. You can remove the data table since you don’t need it. 2. Enter or modify the text in
9. Click the Data Table button on the Chart toolbar. the text boxes that
The data table disappears from the chart. Next, see how the chart will look if you add correspond to the desired
some gridlines. chart titles.
10. Select Chart → Chart Options from the menu, click the Gridlines tab, To Add or Remove a Data
make sure the Major Gridlines checkbox for the (Y) Axis and the Table:
Major Gridlines checkbox for the (X) Axis are both checked. • Click the Data Table
11. Click OK. button on the Chart
The Chart Options dialog box closes, and the chart reflects the changes you made, as toolbar.
shown in Figure 4-19. Or…
1. Select the chart, select
Chart → Chart Options
from the menu, and click
the Data Table tab.
2. Check or uncheck the
appropriate check boxes
to hide or display a data
table.
3. Select one of the
placement options for the
legend.
To Add or Remove Chart
Data Labels:
1. Select the chart, select
Chart → Chart Options
from the menu, and click
the Data Labels tab.
2. Check or uncheck the
check the appropriate
check boxes to display or
hide data labels.

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Lesson 4-7: Formatting a Data

Series and Chart Axis
Figure 4-20
The Data Labels tab of the
Format Data Series dialog
box.
Figure 4-21
The Scale tab of the
Format Axis dialog box.

Figure 4-20 Figure 4-21

You’ve already learned how to select and format objects in a chart—this lesson explores how
to format two of the more tricky objects: a chart’s data series and axis.
First, what exactly is a data series? A data series is a group on a chart that comes from the
same row or column on a worksheet. Each data series in a chart has its own unique color or
pattern. Most chart types can plot more than one data series in a chart at a time—such as the
current column chart does, with the Business, Pleasure, and Other data series. One exception
is pie charts, which can only plot a single data series.
OK then, what is a chart axis? An axis is the line at the side of a chart that provides a scale of
measurement or comparison in a chart. For most charts, data values are plotted along the
value vertical (y) axis and categories are plotted along the horizontal category (x) axis.
Chart Object list
Other Ways to Select a Now that you (hopefully) understand what a data series and axis are, move to Step 1 to learn
Chart Object: how to format them.
• Click the object. 1. Make sure the chart is selected, click the Chart Objects list arrow on
the Chart toolbar and select Series “Eastern U.S.”
Remember, if the Chart toolbar doesn’t appear on your screen you can display it by
selecting View → Toolbars → Chart from the menu.
Selection handles appear around each of the Eastern U.S. columns, indicating the series
is selected. Once you select a chart element you can format and change the element’s
settings.
2. Click the Format Object button on the Chart toolbar. Then click the
Patterns tab.
Format Object
button The Format Data Series dialog box appears with the Patterns tab in front. Here you can
change the color, texture, border and other options of the selected data series.

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 Chapter Four: Creating and Working with Charts 147
3. Select a dark blue color.
This will format the columns in the Eastern U.S. data series with a dark blue color. You
could also change the border or line color, style, and weight for the data series—or The Fill Effects
remove it all together. button in the Format
4. Click the Data Labels tab, select the Show label option and click OK. Data Series dialog box
This option will display a label above the data series. The Format Data Series dialog lets you add dramatic
box closes and the changes are made to the Eastern data series. effects to selected
data series—you can
Here’s how to format a chart’s axis.
even use a picture to
5. Click the Chart Objects list arrow on the Chart toolbar and select the fill or color a data
Value Axis. series!
Now format the Y-axis.
6. Click the Format Object button and click the Scale tab.
When you create a chart, Excel automatically creates the scale of the chart. Ninety
percent of the time you won’t need to change a chart’s default scale. For that other ten ! Quick Reference
percent of time, here’s how you can enter your own values for the chart’s scale:
To Add Labels to a Data
7. Click the Major unit textbox, type 25, click the Maximum box and type
Series:
90.
1. Double-click the data
This will adjust the scale of the chart, so the maximum value on the scale will be 90 series.
instead of 120, and the increment scale will be 25 instead of 20.
Or…
8. Click OK.
Right-click the data series
The Format Axis dialog box closes and the changes are made to the Y-axis. and select Selected
Since we only looked at a couple tabs in the Data Series dialog box, refer to Table 4-7: The Object from the shortcut
Data Series Dialog Box Tabs to see what those other tabs do. menu.
Or…
Table 4-7: The Data Series Dialog Box Tabs Select the data series and
Tab Description select Format →
Patterns Changes a data series’ colors, borders, and fill effects. Selected Object from the
menu.
Axis Allows you to plot the selected data series on a secondary axis—often 2. Click the Data Labels tab
used in combination charts. and select the appropriate
Y Error Bars Adds graphic bars that express the potential error (or degree of option.
uncertainty) for each data marker in a series. To Change the Scale of a
Data Labels Adds value or data labels to the selected data series. Chart:
1. Double-click the axis.
Series Order Changes the order of the selected data series in the chart.
Or…
Options Changes the width of all the data series in a chart, and if the data series Right-click the axis and
should overlap one another. select Format Axis from
the shortcut menu.
Or…
Select the axis and select
Format → Selected
Object from the menu.
2. Click the Scale tab and
make the changes to the
scale.

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Lesson 4-8: Annotating a Chart

Draw Draw Insert Insert Line Style 3-D Effects
Figure 4-22 Select Object Tool Arrow Oval WordArt Picture Line Color Arrow Style
The Drawing toolbar.
Figure 4-23
Drawing Insert Draw Draw Fill Object Font Color Dash Shadow
AutoShape Line Rectangle Color Style
The chart with a text
annotation and an arrow Figure 4-22 Insert Text Box Insert Diagram or
Organizational Chart
added.

Figure 4-23

One of the best new features in Excel is the greatly improved drawing capabilities. You can
easily annotate your charts and worksheets by adding lines, arrows, text boxes, and a huge
Drawing button
variety of shapes. To use Excel’s drawing capabilities, you need to use the Drawing toolbar,
Other Ways to View the which contains many tools for drawing shapes, lines, and arrows, and for formatting graphic
Drawing Toolbar: objects with different coloring, shadow, and 3-D effect options.
• Select View → Although we’ll be using Excel’s drawing features to annotate a chart in this lesson, you can
Toolbars → Drawing also draw on worksheets to enhance them with arrows, text, and shapes.
from the menu.
• Right-click any toolbar 1. Click the Drawing button on the Standard toolbar.
and select Drawing The Drawing toolbar appears, as shown in Figure 4-22. The Drawing toolbar gives you
several tools you can use to add text, lines, and graphics to charts and worksheets.
2. Click the Text Box button on the Drawing toolbar.
Text Box button The pointer changes to a , indicating you can click and enter a caption or callout in
the chart or worksheet.
3. Click to the right and slightly below the chart title with the pointer and
type End of Promotion, as shown in Figure 4-23.
Go to the next step to add an arrow to the annotation.
Arrow button 4. Click the Arrow button on the Drawing toolbar.
This time the pointer changes to a .

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 Chapter Four: Creating and Working with Charts 149
5. Move the pointer to the left of the End of Promotion text, click and
hold down the mouse button, drag the line to the Pleasure columns, and
release the mouse button.
Compare your chart with the one in Figure 4-23. You won’t need the drawing toolbar
any more in this chapter, so here’s how to get rid of it.
6. Click the Drawing button on the Standard toolbar.
The Drawing toolbar disappears.
7. Save your work.
Although we didn’t cover every tool on the Drawing toolbar, the procedure for using each of
them is the same. Remember that you can use the Drawing toolbar to add lines, arrows,
shapes, and text boxes to both your charts and worksheet.

! Quick Reference
To View the Drawing
Toolbar:
• Click the Drawing
button on the Standard
toolbar.
Or…
• Select View → Toolbars
→ Drawing from the
menu.
To Draw an Object:
1. Click the object you want
to draw on the drawing
toolbar (such as a line or
circle).
2. Drag the crosshair pointer
to draw the object.
To Resize an Object:
1. Click the object to select
it.
2. Drag the object’s sizing
handles to resize it.

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Lesson 4-9: Working with 3-D

Charts
Figure 4-24
Selecting a 3-D column
chart in the Chart Type
dialog box.
Figure 4-25
The steps in rotating a
1. Click and hold any of the
chart. selection handles of the chart.

Figure 4-26
The 3-D View dialog box.

Figure 4-24
Increase Elevation Increase Perspective
Decrease Elevation Decrease Perspective
2. Drag the selection handle to
change the perspective of the
chart.

Increase Decrease
Rotation Rotation
Figure 4-26 3. Release the mouse button
when you are finished rotating
the chart.
Figure 4-25

Three-dimensional (3-D) charts are some of the coolest-looking types of charts, but they don’t
always display their information correctly. The data in 3-D charts is often obscured by another
data series. This lesson explains how you can rotate and elevate a 3-D chart to make sure
everything is visible. There are two methods you can use to change the rotation and elevation
of a 3-D chart:
• Using the 3-D View Dialog box: Using the 3-D View dialog box (which you can find
by selecting Chart → 3-D View from the menu) lets you rotate a 3-D chart with a high
degree of precision.
• Using the Mouse: Using the mouse is a quick method of rotating a 3-D chart—but it
can be tricky and requires a lot of ‘mouse dexterity.’
This lesson explains how to rotate a 3-D chart using both methods.

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 Chapter Four: Creating and Working with Charts 151
1. Make sure the chart is selected and select Chart → Chart Type from the
menu.
The Chart Type dialog box appears, as shown in Figure 4-24.
2. Select the Clustered column with a 3-D visual effect, as shown in
Figure 4-24, click the Default formatting checkbox to select it.
Increase
The Default formatting checkbox will remove any formatting you’ve applied to the Elevation button
chart and will return the chart to the default appearance.
3. Click OK.
The chart type is changed to a 3-D clustered column. Here’s how to rotate the chart
using the mouse:
4. Click the Chart Object list arrow on the Chart toolbar and select
Corners.
Selection handles appear on the corner of the chart. Now you can rotate the 3-D chart
by clicking and dragging any of the selection handles.
5. Position the pointer over the lower-right corner selection handle of
the chart, click and hold the left mouse button, drag the chart down and
to the right an inch, as shown in Figure 4-25, then release the mouse
button.
Increase Rotation
button
Compare your chart with the one in Figure 4-25. Another way to rotate 3-D charts is
with the 3-D View command on the Chart menu.
6. Select Chart → 3-D View from the menu.
The 3-D View dialog box appears, as shown in Figure 4-26. The 3-D View dialog box
lets you rotate a 3-D chart with a high degree of precision. Before you rotate the chart,
however, return it to its original position.
7. Click Default.
The chart is reset to its original position.
8. Click the Increase Elevation button 4 times, until the Elevation textbox
reads 35.
This will change the elevation of the chart. Notice how the preview section displays
how the chart will look in the new position. ! Quick Reference
9. Click the Increase Rotation button 2 times, until the Rotate textbox To Rotate a 3-D Chart:
reads 40, then click Apply. 1. Select the chart and
The charted is formatted with the new rotation and elevation settings. select Chart → 3-D View
10. Click Close and save your work. from the menu.
2. Make the rotation and
perspective changes in
the 3-D View dialog by
clicking the appropriate
controls and click OK.
Or…
1. Select the chart.
2. Drag the chart’s selection
handles.

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Lesson 4-10: Selecting and Saving

a Custom Chart
Figure 4-27
The Custom Types tab of
the Chart Type dialog box.
Figure 4-28
The Patterns tab of the
Format Chart Area dialog
box.
Figure 4-29
The reformatted chart.
Figure 4-30
The Add Custom Chart Figure 4-28
Type dialog box.
Use the settings from the selected chart as
the default settings for new charts
Figure 4-27

Figure 4-29 Figure 4-30

So far in this chapter, you have worked with standard charts. You can also create and work
with custom charts. Here are the basic differences between the two:
• Standard Chart Type: Standard charts include standard, bare bones formatting and
chart options. You must add additional formatting and chart options, such as data labels
and colors that you want to appear in your chart. You can’t save your own standard chart
types.
• Custom Chart Type: A Custom chart is similar to a template or style, and contains
additional formatting and chart options, such a legend, gridlines, data labels, colors, and
patterns for various chart items. You can save custom charts, so you can create new charts
based on a custom chart’s formatting and options, saving a lot of time.
This lesson will give you practice creating and saving a custom chart type.

1. Make sure the chart is selected, then select Chart → Chart Type from
the menu and then click the Custom Types tab.
The Custom Types tab of the Chart Type dialog box appears, as shown in Figure 4-27.

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 Chapter Four: Creating and Working with Charts 153
2. Scroll down the Chart types list and select Outdoor Bars, as shown in
Figure 4-27 and click OK.
The chart is updated with the Outdoor Bars custom chart settings. The green color of Chart Objects
list
the chart is difficult to read, so you decide to change it.
3. Click the Chart Objects List Arrow on the Chart toolbar and select the
Chart Area.
Now you can format the chart area.
4. Click the Format button on the Chart toolbar, under the Area section Format Object
select the light yellow color, as shown in Figure 4-28, and click OK. button
The chart area is reformatted with the light yellow color you selected. Next, remove the
green coloring from the chart’s legend.
5. Double-click the Chart’s Legend.

6. In the Area section, select None and click OK.

The green fill color for the legend disappears.
7. Click the Chart Objects List Arrow on the Chart toolbar, select the
Chart Area, and click the Format button on the Chart toolbar.
You can also double-click the chart area to format it—it’s just sometimes tricky to
know where exactly to double-click for some chart objects.
! Quick Reference
8. Click the Fonts tab, make sure Regular is selected from the Font style
list and click OK. To Create a Custom Chart:
1. Either create or open a
The bold font formatting disappears from the chart title. Compare your chart with the
chart that is formatted and
one in Figure 4-29. You can save the current chart as a custom chart type, so you can
customized the way you
quickly apply the formatting and options used in the current chart to other charts.
want.
9. Select Chart → Chart Type from the menu, click the Custom Types
2. Select the chart, select
tab, click the User-defined option under the Select from section, and
Chart → Chart Type
click Add.
from the menu, and click
The Add Custom Chart Type dialog box appears, as shown in Figure 4-30. You must the Custom tab.
give your custom chart type a name, and if you want, a description.
3. Click the User-defined
10. In the Name textbox, type Modified Outdoor Bars and click OK. option and click Add to
You return to the Chart Type dialog box. The formatting and options for the current create a custom chart
chart have been saved as a user-defined custom chart named Modified Outdoor Bars. based on the current
You can format a chart using the Modified Outdoor Bars settings by: 1.) Selecting chart.
Chart → Chart Type from the menu. 2.) Clicking the Custom Types tab and selecting 4. Enter a name and
the User-defined option under the Select from section. 3.) Clicking the Modified description for the custom
Outdoors Bars. 4.) Clicking OK. chart and click OK.
11. Click OK. To Change the Default
The Chart Type dialog box closes. Chart Type:
You can easily delete any custom charts you no longer need. 1. Either create or open a
12. Select Chart → Chart Type from the menu, click the Custom Types chart that is formatted and
tab, click the User-defined option under the Select from section. customized the way you
want.
13. Select the Modified Outdoor Bars custom chart and click Delete. 2. Select the chart, select
Chart → Chart Type
If you normally use a different type of chart than Excel’s default 2-D column chart, you can from the menu, and click
change the default chart type. Just select the chart you want to use as the default chart, select the Set as default chart
Chart → Chart Type from the menu, and click the Set as default chart button. button.

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Lesson 4-11: Using Fill Effects

Figure 4-31
The Gradient tab of the Fill
Effects dialog box.
Figure 4-32
The Texture tab of the Fill
Effects dialog box.
Figure 4-33
The Pattern tab of the Fill
Effects dialog box.
Figure 4-34
Figure 4-31 Figure 4-32
The Picture tab of the Fill
Effects dialog box.

Figure 4-33 Figure 4-34

You can change the fill pattern used in chart objects to produce dramatic and eye-catching
effects. You can change the fill patterns for the Chart Area, the Plot Area, and any columns,
Format Object
button bars, or similar plot areas in a chart. This lesson explains how to do just that.
Other Ways to Format
an Object:
1. Make sure the chart is selected, click the Chart Objects List Arrow on
the Chart toolbar and select the Chart Area.
• Double-click the object.
You can also double-click the chart area (if you know what it is!) to modify it. Now
• Right-click the object that you have selected the chart area, you can format it.
and select Selected
Object from the
2. Click the Format button on the Chart toolbar and click the Patterns tab.
shortcut menu. The Format Chart Area dialog box appears with the Patterns tab in front. Notice the
area section contains a color palette that you can use to fill the selected object. When
• Click the object to you want to use more dramatic fill effects to color an object than an ordinary color, you
select it and select click the Fill Effects button.
Format → Selected
Object from the menu.
3. Click the Fill Effects and click the Gradient tab if necessary.
The Fill Effects dialog box opens with the Gradient tab in front, as shown in Figure
4-31.

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 Chapter Four: Creating and Working with Charts 155
4. Click the Two colors option in the Colors section.
This indicates that you want to fill the background of the chart using a two-color
gradient. You need to select the two colors you want to use in the fill pattern.
5. Click the Color 1 list arrow, select a Bright Green color then click the
Color 2 list and click the Light Green color, as shown in Figure 4-31.
Next, you need to select a shading style.
6. Select the Horizontal option under the Shading Styles section.
Notice the sample area in the lower right side of the dialog box previews how your
gradient options will look.
7. Click OK to close the Fill Effect dialog box, then click OK to close the
Format Chart Area dialog box.
The chart area is formatted with the two-color gradient you selected. Move on to the
next step and format the Europe data series with another custom fill effect.
8. Click the Chart Objects List Arrow on the Chart toolbar, select the
“Series Europe” and click the Format button on the Chart toolbar.
Click the Fill Effects button, then click the Picture tab.
The Fill Effects dialog box opens, with the Picture tab in front, as shown in Figure
4-33. The Picture tab lets you use a picture or graphic as the fill for the selected object.
9. Click Select Picture.
The Select Picture dialog box appears. You must specify the location and name of the
picture or graphic you want to use to fill the data series.
10. Navigate to your practice folder or disk, select the Triangles file and
click OK.
This will insert the Triangles graphic file as the fill object for the Europe data series.
Notice the sample area in the lower right side of the dialog box, which previews what
the picture or graphic looks like.
11. Under the Format section select Stack and click OK to close the Fill
Effect dialog box, then click OK again to close the Format Chart Area
dialog box.
The Europe data series is formatted with the Triangle pictures as the fill.
12. Save your changes and close the workbook. ! Quick Reference

Believe it or not, by learning how to use fill patterns, you’ve learned a formatting trick that To Add Fill Effects:
probably less than five percent of all Excel users know. You should feel proud of yourself! 1. Double-click the chart
object.
Table 4-8: Types of Fill Patterns Or…
Fill Pattern Tab Example Description Select the object and click
the Format button on
Gradient Fills objects with a two-color gradient. the Chart toolbar.
2. Click the Patterns tab
Texture Fills objects with a texture. and click the Fill Effects
button.
Pattern Fills objects with a pattern.
3. Select one of the four
tabs, select a fill effect,
Picture Fills objects with a graphic or picture file. and click OK.

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Lesson 4-12: Mapping Data

Figure 4-35
Click and drag
The Microsoft Map Control map format
dialog box. buttons or data Data you can plot on
buttons into or out the map
Figure 4-36 of the box

The flights plotted as dots

Map format
on a map. buttons change
how data is Data that is currently
plotted on the plotted on the map
map and the format used
to plot it
Figure 4-35

Figure 4-36

If you’re working with data that is categorized geographically, you can use Microsoft’s Map
feature to plot the information.
Map button
Other Ways to Create a 1. Open the workbook named Lesson 4B and save it as Flight Map.
Map:
This worksheet contains information on how many airline tickets North Shore Travel
• Select Insert → Map sold to various states for the past year. You want to plot this information on a map.
from the menu.
2. Select the cell range A4:A52.
Your data must contain The A column contains the names of the states and the B column contains the number
geographical of flights to each particular state. Whenever you map data from a worksheet, one
information and values column must contain geographic data, such as the names of countries or states.
to plot it on a map. 3. Click the Map button on the Standard toolbar.
The mouse pointer changes to a , indicating you must drag a rectangle where you
want the map to appear on the worksheet.

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 Chapter Four: Creating and Working with Charts 157
4. Making sure you keep the cell range A4:A52 selected, scroll up until you
can see cell D38. Move the pointer to the upper left corner of cell D38,
click and hold the left mouse button and drag the pointer to the lower Dot Density
right corner of cell I52 and release the mouse button. button
The outline for the map appears on the worksheet and the Multiple Maps Available
dialog box appears, indicating that there are several maps you can use to plot your
information on. Since all of the states listed on the worksheet are in the continental
United States, you can select the United States in North America map option.
5. Select the United States in North America option and click OK.
The Multiple Maps Available dialog box closes, the flight information is plotted on the Value Shading
map, and the Microsoft Map Control dialog box appears. Notice that the menu and button
toolbars are different than the ones you normally use in Excel. That’s because you’re
actually working with a separate program, called Microsoft Map, from inside Excel.
6. Drag the Dot Density button in the Microsoft Map Control dialog box
over the top of the Value Shading button in the box, as shown in Figure
4-35.
The map display changes, plotting the information as dots instead as shading. Notice
the legend, which indicates that one dot equals fifty flights. ! Quick Reference
7. Double-click the North America title, select the existing text by To Create a Map:
dragging the mouse pointer across it, type Flights by State, and 1. Select the worksheet data
press <Enter>. you want to use in the
The new title replaces the old selected title. map.
8. Compare your map to the one in Figure 4-36, then save your work. 2. Select Insert → Map
from the menu.
The following table lists the map formats you can use in Microsoft Map and their
descriptions. Or…
Click the Map button
Table 4-9: Map Formats on the Standard toolbar.
3. Click and drag in the
Format Button Description
worksheet to specify the
Map regions shaded based on the value of its data. chart’s location and size.
Value Shading
4. If more than one map is
Each data value has a unique color, which are used to shade map available, select the map
Category Shading
regions. you want.
To Select or Remove a
Dot Density Data is displayed as a series of dots. Larger values = more dots. Map Format:
1. Double-click the map to
Graduated Symbol Data is displayed as a symbol. Larger values = larger symbol size. edit it.
2. Click the Show/Hide
Pie Chart (Requires 2 data values) Displays a pie chart inside each map region. Map Control button on
the Map toolbar if the Map
Column Chart (Requires 2 data values) Displays a column chart inside each map Control dialog box isn’t
region. visible.
3. Drag the Map Format you
want into the box to add a
map format, drag the map
format from the box to
remove a map format.

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Lesson 4-13: Modifying a Map

Figure 4-37
The Map Features dialog
box.
Figure 4-38
The Map Labels dialog Figure 4-38
box. Figure 4-37
Figure 4-39
The Custom Pin Map
dialog box.
Figure 4-40
The Map toolbar.

Figure 4-39

Custom Pin Map Show/Hide Map Control

Select Objects Center Map Redraw Map What is This Help button

Grab Objects Add Text Map Refresh

Map Labels Display Entire Map Zoom Percentage of Map

Figure 4-40

Now that you know how to create a map from worksheet data, this lesson explains how you
can modify a map by adding labels and features to the map.
Double-click a map to
edit it. 1. Make sure the map object is selected (double-click the map if it isn’t) and
select Map → Features from the menu.
The Map Features dialog box appears, as shown in Figure 4-37. Here you can change
which features, such as highways and major cities, appear on the map. You can also
change the color of these features.
2. Select the United States from the list (if it isn’t already selected), click
the Custom option, click the Custom list arrow, select the gray color
and click OK.
The color of the United States portion of the map changes to gray. Here’s how you can
add labels to a map:
3. Select Tools → Labeler from the menu.
The Map Labels dialog box appears, as shown in Figure 4-38. You can create two
different types of map labels:
• Map feature names: Creates labels that show the names of map features, such as
the names of the states.

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 Chapter Four: Creating and Working with Charts 159
• Values from: Creates labels that show numeric data for each map region.
4. Select the Values from option and click OK.
The Map Labels dialog box closes and the mouse pointer changes to a .
5. Click the state of Minnesota with the pointer.
Adding a Value
A value label, 2,015, is added to the state of MN. Label
6. Repeat Step 5, adding value labels to the states of California, Texas,
and New York.
You can also add your own custom labels, or “pins” to your maps. You can do this by
creating a Pin Map.
Custom Pin Map
7. Click the Custom Pin Map button on the Map toolbar. button
The Custom Pin Map dialog box opens, as shown in Figure 4-39. Here you can create a
custom pin map—a set of related pins that overlays the map, or you can open an
existing pin map.
8. Type New Offices and click OK.
“New Offices” is the name of your pin map. The pointer changes to a , indicating
you can add pins to the map. You will be adding pins indicating where and when
North Shore Travel will be open new branch offices.
9. Click the state of California with the pointer, type Open 1st Qtr and
press <Enter>.

10. Click the state of Florida with the pointer, type Open 3rd Qtr, and ! Quick Reference
press <Enter>. To Add or Remove Map
Features:
11. Save your work, and then exit Excel. 1. Double-click the map to
The following table lists the maps and features that you can use with the Map Feature. edit it.
2. Select Map → Features
from the menu.
Table 4-10: Available Maps and Features
3. Add or remove a map
Map Features
feature to a map by
Australia Airports, Cities, Highways, Major Cities adding or removing the
checkmark next to it.
Canada Airports, Cities, Highways, Lakes, Major Cities To Add a Label or Data
Value to a Map:
Europe Airports, Cities, Highways, Major Cities 1. Double-click the map to
edit it.
Mexico Cities, Highways, Major Cities
2. Click the Label button
on the Map toolbar.
UK 2-Digit Post Codes, Airports, Cities, Highways, Major Cities, Standard Regions
Or…
US (North America) 5-Digit Post Codes, Highways, Major Cities, Great Lakes Select Tools → Labeler
from the menu.
US (AK & HI) Airport, Cities, Major Cities 3. Select either the Map
feature names option or
World Capitals, Countries, Lines of Latitude & Longitude, Oceans the Values from option
and click OK.
4. Click where you want to
place the label or data
value with the pointer.

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160 Microsoft Excel 2000

Chapter Four Review

Lesson Summary
Creating a Chart
• To Create a Chart with the ChartWizard: 1) Select the cell range that contains the data you want
to chart and click the Chart Wizard button on the Standard toolbar or select Insert → Chart
from the menu. 2) Select the chart type and click Next. 3) Verify (or change) the cell range used in
the chart and click Next. 4) Adjust the chart options by clicking the categorized tabs and selecting
any options then click Next. 5) Specify where you want to place the chart (as an embedded object
or on a new sheet) and click Finish.

Moving and Resizing a Chart

• To Resize a Chart: Click the chart to select it, then drag its sizing handles (located along the
edges of the chart) until the chart is the size you want.
• To Move a Chart: Click and hold down the mouse button on the blank area around a chart, drag
the picture to a new location in the workbook, then release the mouse button.

Formatting Objects in a Chart

• To Select a Chart Object: Click the object or click the Chart Objects list arrow on
the Chart toolbar and select the object.
• To Format a Chart Object: Double-click the object or select the object and click the Format
Object button on the Chart toolbar. You can also format a chart object by right-clicking the object
and selecting Format Object from the shortcut menu.

Changing a Chart’s Source Data

• To Change a Chart’s Data Source: Select Chart → Source Data from the menu and click the
Data Range tab. Click in the Data Range box and select the cell range you want to base the chart
on (click the Collapse Dialog box button if necessary.)

• The Collapse Dialog button temporarily shrinks and moves the dialog box so that you enter
a cell range by selecting cells in the worksheet. When you finish, you can click the button again or
press <Enter> to display the entire dialog box.
• Select non-adjacent cell ranges by pressing and holding the <Ctrl> key while you select additional
cells.

Changing a Chart Type and Working with Pie Charts

• The most common types of charts are column, bar, line, area, pie, and scatter.

• To Change the Chart Type: Click the Chart Type list arrow on the Chart toolbar or select
Chart → Chart Type from the menu.

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 Chapter Four: Creating and Working with Charts 161
• To Chart by Rows or Columns: Click either the By Columns button of the By Rows
button on the Chart toolbar.
• To Drag a Piece from a Pie Chart: Click the chart to select it, click the piece of the chart you want
to move to select it, drag the piece away from the rest of the chart.

Adding Titles, Gridlines, and a Data Table

• To Add or Remove Gridlines from a Chart: Select Chart → Chart Options from the menu, and
click the Gridlines tab. Check or uncheck the appropriate grid line check boxes.
• To Add or Change Titles to a Chart: Select Chart → Chart Options from the menu, and click
the Titles tab. Enter or modify the text in the text boxes that correspond to the desired chart titles.
• To Add or Remove a Data Table: Click the Data Table button on the Chart toolbar.
• To Add or Remove Chart Data Labels: Select Chart → Chart Options from the menu, and click
the Data Labels tab. Check or uncheck the appropriate check boxes to display or the chart hide
data labels

Formatting a Data Series and a Chart Axis

• A data series is a group on a chart that comes from a row or column on a worksheet. An axis is a
line that borders one side of a chart that provides a scale of measurement or comparison in a
chart. For most charts, data values are plotted along the value (y) axis, which is usually vertical,
and categories are plotted along the category (x) axis, which is usually horizontal.
• To Add Labels to a Data Series: Double-click the data series or select the data series and select
Format → Selected Object from the menu. Click the Data Labels tab and select the appropriate
option.
• To Change the Scale of a Chart: Double-click the axis, or right-click the axis and select Format
Axis from the shortcut menu, or select the axis and select Format → Selected Object from the
menu. Click the Scale tab and make the changes to the scale.

Annotating a Chart
• To View the Drawing Toolbar: Click the Drawing button on the Standard toolbar or select
View → Toolbars → Drawing from the menu.
• To Draw an Object: Click the object you want to draw on the drawing toolbar (such as a line or
circle) and drag the crosshair pointer to draw the object.
• Resize a drawing object by selecting it and dragging its sizing handles.

Working with 3-D Charts

• To Rotate a 3-D Chart: Select the chart and select Chart → 3-D View from the menu. Make the
rotation and perspective changes in the 3-D View dialog by clicking the appropriate controls and
click OK.

Selecting and Saving a Custom Chart

• A Custom chart contains formatting and options you specify, such as a legend, gridlines, data
labels, and formatting options. You can save custom charts, so you can create new charts based
on a custom chart’s formatting and options.

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• To Create a Custom Chart: Either create or open a chart that is formatted and customized the
way you want. Select the chart, select Chart → Chart Type from the menu, and click the Custom
tab. Click the User-defined option and click Add to create a custom chart based on the current
chart. Enter a name and description for the custom chart and click OK.

Using Fill Effects

• To Add Fill Effects: Double-click the chart object or select the object and click the Format
button on the Chart toolbar. Click the Patterns tab and click the Fill Effects button. Select one of
the four tabs, select a fill effect, and click OK.

Mapping Data
• Your data must contain geographical information and values to plot it on a map.
• To Create a Map: Select the worksheet data you want to use in the map, click the Map button
on the Standard toolbar or select Insert → Map from the menu. Click and drag in the worksheet to
specify the chart’s location and size.
• To Select or Remove a Map Format: Double-click the map to edit it, click the Show/Hide Map
Control button on the Map toolbar if the Map Control dialog box isn’t visible. Drag the Map Format
you want into the box to add a map format, drag the map format from the box to remove a map
format.

Modifying a Map
• To Add or Remove Map Features: Double-click the map to edit it and select Map → Features
from the menu. Add or remove a map feature to a map by adding or removing the checkmark next
to it.
• To Add a Label or Data Value to a Map: Double-click the map to edit it and either click the
Label button on the Map toolbar or select Tools → Labeler from the menu. Select either the
Map feature names option or the Values from option and click OK. Click where you want to place
the label or data value with the pointer.

Quiz
1. All of the following statements about charts are true except…
A. You can place a chart on the same sheets as the data or on a new worksheet.
B. To create a chart, select Tools → Chart from the menu.
C. You can move a chart by clicking it and dragging it by the blank area around the
chart to its new location.
D. You can resize a chart by clicking it and dragging its sizing handles.

2. You want to track the progress of the stock market on a daily basis. Which
type of chart should you use?
A. Line chart.
B. Column chart.
C. Row chart.
D. Pie chart.

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 Chapter Four: Creating and Working with Charts 163
3. All of the following are methods to edit or format a chart object except…
A. Double-click the object
B. Right-click the object and select Format from the shortcut menu.
C. Select the object from the Chart Object list on the Chart toolbar and click the Format
Object button.
D. Select Chart → Format from the menu, select the object from the Object list and
click Format.

4. Which of the following statements is NOT true?

A. You can change the cells that are plotted in a chart by selecting the new cells and
clicking the Chart Wizard button on the Standard toolbar.
B. When you change the chart type, all its formatting options will always transfer
perfectly to the new type of chart.
C. Holding down the <Ctrl> lets you select cell ranges that are not next to each other.
D. You can change the cells that are plotted in a chart by selecting Chart → Source Data
from the menu and selecting the new cells.

5. The Drawing toolbar can only be used to annotate charts (True or False?)

6. All of the following statements are true except…

A. You can change the perspective of 3-D charts by selecting Chart → 3-D View from
the menu.
B. A Standard chart lets you save your chart formatting and settings, so you can create
new charts using the same settings.
C. To add or remove a legend from a chart, click the Legend button on the Chart
toolbar.
D. Many Excel dialog boxes have several Collapse Dialog box buttons, which you can
use to temporarily shrink the dialog box to select cells.

7. The categories at the bottom of a chart are also called the…

A. X-axis.
B. Y-axis.
C. Z-axis.
D. Category axis.

8. Charts cannot be moved or resized once they have been created. (True or
False?)

9. How can you open the Chart Options dialog box?

A. Click the Chart Options button on the Standard toolbar.
B. Quadruple-click any chart.
C. Select Chart → Chart Options from the menu.
D. Select Tools → Chart Options from the menu.

10. Which of the following are objects that you can add to an Excel chart?
(Select all that apply.)
A. A legend.
B. A data table.
C. An category or x-axis title.
D. Data labels.

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164 Microsoft Excel 2000

Homework
1. Open the Homework 4 workbook and save it as “Chart Practice”.
2. What type of chart do you think would work best to present the information in this
worksheet?
3. Use the Chart Wizard to create a chart that plots the cell range A3:E7. Give the chart
the Chart Title “Package Sales” and place the chart in a separate sheet.
4. Click the legend to select it, and change the font size used in the legend to 12 pt.
5. Make the legend taller by about ½”, and drag it to the bottom right of the chart.
6. Change the chart type to a 3-D Bar chart.
7. Change the color of the Vancouver color series to light green.
8. Use the drawing toolbar to add an arrow that points to the largest number in the chart
(Montreal in the fourth quarter) and add a textbox at the other end of the arrow that
says “Wow!”

9. Change the chart’s data source so that only the totals for each tour (cell range F4:F7)
are plotted in the chart.

Quiz Answers
1. B. Create a chart by clicking the Chart Wizard button on the Standard toolbar or by
selecting Insert → Chart from the menu.
2. A. Line charts are used to illustrate trends. If you used the other three chart types to
track the stock market, there would be too many data points.
3. A. You change the data source for a chart by selecting Chart → Source Data from the
menu and selecting the new cells.
4. A. To change a chart’s source data, select the chart and select Chart → Source Data
from the menu.

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 Chapter Four: Creating and Working with Charts 165
5. True. You can annotate charts and worksheet with the Drawing toolbar.
6. B. Custom charts, not Standard charts, allow you to save your chart formatting and
settings, so you can create new charts using the same settings.
7. A. The categories at the bottom of a chart are also known as the x-axis.
8. False. You can easily move or resize any chart in Excel.
9. C. Select Chart → Chart Options from the menu to open the Chart Options dialog
box.
10. A, B, C, and D. All of these are types of objects that you can add to an Excel chart.

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 Chapter Five:
Managing Your
Workbooks
Chapter Objectives: " Prerequisites
• Navigate between the sheets in a workbook • How to use menus,
toolbars, dialog boxes,
• Insert, delete, rename, and move worksheets and shortcut
keystrokes.
• Work with several worksheets and workbooks
• Open and save
• Split and freeze a window workbooks.
• How to enter values
• Add headers, footers, and page numbers to a worksheet
and labels.
• Specify what gets printed and where the page breaks • How to reference cells.
• Adjust the margins, page size and orientation, and print scale
• Protect and hide a worksheet
• Create and use a template
• Consolidate multiple worksheets

Chapter Task: Work with a weekly summary report

Financial and numeric information often does not fit on a single page. For example, a
business’s financial statement usually has several pages—an expense page, an income page, a
cash-flow page, and so on. Similarly, Excel’s workbooks contain several worksheets. New
workbooks contain three blank worksheets, and you can easily add more.
Up until now, you have only worked with a single worksheet. In this chapter, you will learn
how to work with and manage workbooks. You’ll learn how to move between the worksheets,
add, rename, move, and delete worksheets, and how to create formulas that reference
information from several different worksheets. Along the way, you’ll learn a lot more about
printing.
168 Microsoft Excel 2000

Lesson 5-1: Switching Between

Sheets in a Workbook
Figure 5-1 Scrolls to the first Scrolls to the last
sheet tab in the sheet tab in the
The Sheet Tab Scroll active workbook active workbook
Buttons.
Figure 5-2
Scrolls the previous Scrolls the next
Right-clicking any of the sheet tab into view sheet tab into view
tab scroll buttons displays Figure 5-1
a menu of sheets in a
workbook.

Figure 5-2 Sheet tab scroll tabs

This lesson covers the basics of working with worksheets—namely how to move between
them. Each worksheet has a tab that appears near the bottom of the workbook window. To
switch to a different sheet, all you have to do is click its tab. Easy huh? When there are too
many tabs in a workbook to display them all, you can scroll through the worksheet tabs by
clicking the scroll tab buttons, located at the bottom of the screen, near the worksheet tabs.

Worksheet tabs
1. Start Microsoft Excel.

2. Open the Lesson 5 workbook and save it as Weekly Reservations.

Excel saves the worksheet in a new file with the name “Weekly Reservations.” This
workbook contains several worksheets. It’s easy to switch between the various
worksheets in a workbook—simply click the worksheet’s sheet tab. Move on to the
next step and try it!

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 Chapter Five: Managing Your Workbooks 169
3. Click the Friday tab.
The Friday worksheet appears in front. You can tell the Friday worksheet is active
because its sheet tab appears white. Once a worksheet is active, you can edit it using
any of the techniques you already know.
4. Practice viewing the various worksheets in the workbook by clicking the
worksheet tabs. Next Sheet Tab
You may have noticed by now that there is not enough room to display all of the sheet Scroll button
tabs. Whenever this happens, you must use the tab scrolling buttons to scroll through
the sheet tabs until the tab you want appears. Figure 5-1 describes the function of the
various Tab Scrolling buttons.
5. Click the Next Tab Scroll button until the Summary tab appears.

6. Click the Summary tab.

First Sheet Tab
The Summary sheet tab becomes active and its sheet tab changes from gray to white. Scroll button
7. Click the First Tab Scroll button to move to the first sheet tab (Tuesday)
in the workbook.
You can also switch between worksheets by using a right mouse button shortcut menu.
8. Right-click any of the Tab Scroll buttons.
Excel displays a shortcut menu listing the sheets in the current workbook, as shown in
Figure 5-2.
9. Select Wednesday from the shortcut menu.

! Quick Reference
To Activate a Worksheet:
• Click the sheet tab at the
bottom of the screen.
Or…
• Right-click the sheet tab
scroll buttons and select
the worksheet from the
shortcut menu.
To Scroll through
Worksheets in a
Workbook:
• Click the corresponding
scroll sheet tabs at the
bottom of the screen.

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170 Microsoft Excel 2000

Lesson 5-2: Inserting and Deleting

Worksheets
Figure 5-3
Deleting a selected
worksheet.
Figure 5-4
Delete confirmation dialog
box.
Figure 5-5
The Insert dialog box.

Figure 5-3

Figure 5-4

Figure 5-5

An Excel workbook contains three blank worksheets by default. You can easily add and delete
worksheets to and from a workbook—and you’ll learn how to do it in this lesson.

1. Right-click the Comments tab.

A shortcut menu appears with commands to insert, delete, rename, move or copy,
select all sheets, or view the Visual Basic code in a workbook, as shown in Figure 5-3.
2. Select Delete from the shortcut menu.
A dialog box appears warning you that the selected sheet will be permanently deleted,
as shown in Figure 5-4.

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 Chapter Five: Managing Your Workbooks 171
3. Click OK to confirm the worksheet deletion.
The Comments worksheet is deleted from the workbook.
4. Delete the Foreign, Domestic, Receipts, and Summary sheets from the
workbook.
There are several worksheets that you need to add to the Weekly Reservations
workbook—a worksheet for Monday’s reservations and another to summarize the
entire week. Inserting a new worksheet to a workbook is just as easy as deleting one.
5. Select Insert → Worksheet from the menu.
Excel inserts a new worksheet tab labeled Sheet1 to the left of the selected sheet. You
can also insert worksheets using a right mouse button shortcut menu.
4. Right-click any of the sheet tabs and select Insert from the shortcut
menu.
The Insert dialog box appears, as shown in Figure 5-3.
5. Verify that the Worksheet option is selected and click OK.
Excel inserts another worksheet tab labeled Sheet2 to the left of the Sheet1.
6. Save your work.

! Quick Reference
To Add a New Worksheet:
• Right-click on a sheet tab,
select Insert from the
shortcut menu, and select
Worksheet from the
Insert dialog box.
Or…
• Select Insert →
Worksheet from the
menu.
To Delete a Worksheet:
• Right-click on the sheet
tab and select Delete
from the shortcut menu.
Or…
• Select Edit → Delete
Sheet from the menu.

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172 Microsoft Excel 2000

Lesson 5-3: Renaming and Moving

Worksheets
Figure 5-6
Moving a worksheet to a
different location in a
workbook.

Figure 5-6 New sheet location

indicator

Worksheets are given the rather boring and meaningless default names Sheet1, Sheet2,
Sheet3, and so on. By the end of this lesson, you will know how to change a sheet’s name to
something more meaningful, such as “Budget” instead of “Sheet3”.
Another important worksheet skill you’ll learn in this lesson is how to move worksheets, so
you can rearrange the order of worksheets in a workbook. Let’s get started!

1. Double-click the Sheet1 tab.

The Sheet1 text is selected; indicating you can rename the worksheet. Worksheet
names can contain up to 31 characters, including punctuation and spacing.
2. Type Monday and press <Enter>.
Renaming a The name of the selected worksheet tab changes from Sheet1 to Monday. Move on to
Worksheet tab
the next step to rename Sheet2.
Other Ways to Rename a
Worksheet: 3. Rename the Sheet2 tab Summary.
• Right-click the You have probably already noticed that the sheets in this workbook book are out of
worksheet and select order. Rearranging the order of sheets in a workbook is very easy and straightforward:
simply drag and drop the sheets to a new location.
Rename from the
shortcut menu. 4. Click and drag the Wednesday tab after the Tuesday tab.
As you drag the Wednesday sheet, notice the mouse pointer indicates where the sheet
will be relocated, as shown in Figure 5-6.

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 Chapter Five: Managing Your Workbooks 173
5. Drag the Summary sheet after the Friday sheet. You can copy a
Great! You’ve just learned how to move worksheet. worksheet by holding
6. Save your work.
down the <Ctrl> key
while you drag the
One more thing: instead of moving a worksheet, you can also copy it by pressing the <Ctrl> sheet to a new
key as you drag the worksheet tab. How are you doing? Working with worksheets is really location.
quite easy isn’t it?

! Quick Reference
To Rename a Worksheet:
• Right-click the sheet tab,
select Rename from the
shortcut menu, and enter
a new name for the
worksheet.
Or…
• Double-click the sheet tab
and enter a new name for
the worksheet.
Or…
• Select Format → Sheet
→ Rename from the
menu, and enter a new
name for the worksheet.
To Move a Worksheet:
• Click and drag the sheet
tab to the desired
location.
Or…
• Select Edit → Move or
Copy Sheet from the
menu, then select the
workbook and location
where you want to move
the worksheet.
To Copy a Worksheet:
• Hold down the <Ctrl> key
while you click and drag
the sheet tab to its
desired location.
Or…
• Select Edit → Move or
Copy Sheet from the
menu, then select the
workbook and location
where you want to move
the worksheet.

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174 Microsoft Excel 2000

Lesson 5-4: Working with Several

Workbooks and Windows
Figure 5-7
Moving between workbook
files using the Window
menu.
Figure 5-8
The Arrange Windows
dialog box.
Figure 5-8
Figure 5-9
Figure 1-7
Viewing two workbook
files in horizontal windows.

Figure 5-9

One of the benefits of Excel (and many other Windows programs) is that you can open and
work with several files at once. Each workbook you open in Excel gets its own window. This
lesson explains how to open and work with more than one workbook at a time. You will also
learn some tricks on sizing and arranging windows.
Click to select all the
cells in a worksheet 1. Open the Monday Reservations workbook.
The workbook Monday Reservations appears. The Weekly Reservations workbooks is
also open, you just can’t see it because the Monday Reservations workbook occupies
the entire worksheet window area. To move back to the Weekly Reservations
workbook you use the Window menu command. Before you return to the Weekly
Select All button Reservations workbook, move on to Step 2 to copy the reservation information for
Monday.

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 Chapter Five: Managing Your Workbooks 175
2. Click the Select All button on Sheet1 to select the entire sheet, then
click the Copy button on the Standard toolbar (or use any of the other
copy methods you’ve learned) to copy the entire worksheet. Copy button
Now that the entire worksheet is copied, you need to move back to the Weekly
Reservations file to paste the information.
3. Select Window from the menu.
The Window menu appears, as shown in Figure 5-7. The Window menu contains a list
Paste button
of all the currently open workbooks, as well as several viewing commands.
4. Select Weekly Reservations.xls from the Window menu.
You’re back in the Weekly Reservations workbook. Now you can paste the information Maximize button
you copied from the Monday Reservations workbook.
NOTE: Don’t confuse working with several Excel workbooks with working with
several worksheets. Workbooks are the Excel files you open and save. ! Quick Reference
Workbooks contain several worksheets within the same file.
To Switch between
5. Click the Monday tab, click cell A1 to make it active and click the Paste Multiple Open Documents:
button on the Standard toolbar (or use any of the other paste methods
• Select Window from the
you’ve learned) to paste the copied information.
menu and select the
The information you copied from Sheet1 of the Monday Reservations workbook is name of the workbook
pasted into the Monday sheet of the Weekly Reservations workbook. you want to view.
When you’re working with two or more files, sometimes it’s useful to view both
To View Multiple Windows
workbooks at the same time.
at the Same Time:
6. Select Window → Arrange from the menu.
• Select Window →
The Arrange dialog box opens as shown in Figure 5-8, inquiring how you want to view Arrange All.
the windows.
To Maximize a Window:
7. Select Horizontal and click OK.
• Click the window’s
Excel displays both of the open files in two horizontally aligned windows, as shown in
Figure 5-9. You need to copy a little more information from the Monday Reservations Maximize button.
workbook into the Weekly Reservations workbook. To Restore a Window:
8. Click the Sheet2 tab in the Monday Reservations window, click cell A1, • Click the window’s
and click the Copy button on the Standard toolbar.
Restore button.
Now paste the copied label into the Weekly Reservations workbook.
To Manually Resize a
9. Click the Summary tab in the Weekly Reservations window, click cell A1, Window:
and click the Paste button on the Standard toolbar.
1. Position the mouse
The copied label is pasted into the Summary sheet of the Weekly Reservations pointer over the edge of
workbook. You’re finished gathering information from the Monday Reservations the window.
workbook, so close the file.
2. Hold down the mouse
10. Close the Monday Reservations window by clicking its Close button. button and drag the
The Monday Reservations workbook closes. Since you’re only working with the mouse to resize the
Weekly Reservations workbook, you can maximize its window. window.
11. Click the Weekly Reservations window’s Maximize button. 3. Release the mouse
The Weekly Reservations window maximizes to occupy the entire Excel worksheet button.
window area. To Move a Window:
12. Save your work. • Drag the window’s title
Working with multiple files and windows is another of those procedures that work in other bar to the location where
Windows programs. For example, if you use Microsoft Word, you can work with and display you want to position the
several documents using the methods described in this lesson. window.

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176 Microsoft Excel 2000

Lesson 5-5: Splitting and Freezing

a Window
Figure 5-10 Window splits
above the
Splitting a window into two active cell
panes.
Click and drag the
Figure 5-11 vertical split box to
split a worksheet Figure 5-11
Use the Window → Split window Window splits to
or Freeze Panes the right of the
command splits the active cell
window above and to the
Figure 5-10
right of the active cell.
Figure 5-12
Freezing a window.

The window is
horizontally frozen
here

Information in the
frozen panes remains
on the screen as you
scroll and move
through a worksheet

Figure 5-12 The window is vertically

frozen here

Split Box It doesn’t take long to fill up a worksheet with so much data that it won’t all fit on the same
screen. When this happens, you have to scroll through the worksheet to add, delete, modify,
and view information—a skill you learned in a previous chapter. The problem with scrolling
Vertical Split Box and viewing information in a large worksheet is that is can be confusing without the row or
column labels.

Click to select all the To overcome this problem, you can split a window into two or four panes, which let you view
cells in a worksheet multiple parts of the same worksheet. Once you create a pane, you can freeze it so it stays in
the same place while you scroll around the rest of the worksheet.

Select All button

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 Chapter Five: Managing Your Workbooks 177
1. Move the pointer over the vertical split box, located at the top of the
vertical scroll bar. When the pointer changes to a , drag the split box
Split Box
down directly beneath row 4, as shown in Figure 5-10.
Excel splits the worksheet window vertically into two separate panes. Panes are used
to view different areas of a large worksheet at the same time. You can split a window Horizontal Split
into two panes either horizontally (as you’ve done) or vertically. Notice each of the Box
panes contains its own vertical scroll bar, enabling you to scroll the pane to a different
area of the worksheet. Other Ways to Split or
2. Scroll down the worksheet in the lower pane until you reach row 60.
Freeze Panes:
• Move the cell pointer to
NOTE: Each pane has its own set of scroll boxes. Make sure you scroll down using the cell below the row
the vertical scroll bar in the lower pane and not the upper pane. you want to freeze and
Notice that the worksheet scrolls down only in the lower pane. The upper pane stays in to the right of the
the same location in the worksheet, independent of the lower pane. column you want to split
3. Move the pointer over the horizontal split box, located at the far right of or freeze and select
the horizontal scroll bar. When the pointer changes to a , drag the split Window → Split or
box to the left, immediately after column B. Freeze Panes from the
Excel splits the worksheet window vertically, so it now contains four panes. Once you menu.
have split a window into several panes, you can freeze the panes so they stay in place.
4. Select Window → Freeze Panes from the menu.
Thin lines appear between the B and C column, and the fourth and fifth rows, as shown
in Figure 5-12. When you freeze a window, data in the frozen panes (the left and/or top
panes) will not scroll and remains visible as you move through the rest of the
worksheet. Try scrolling the worksheet window to see for yourself.
5. Scroll the worksheet vertically and horizontally to view the data.
Notice how the frozen panes—column A through B, and rows 1 through 4, stay on the
screen as you scroll the worksheet, allowing you to see the row and column labels.
Now you’re ready to unfreeze the panes.
6. Select Window → Unfreeze Panes from the menu.
The panes are now unfrozen. You can once more navigate in any of the four panes to
view different areas of the worksheet at the same time. Since the exercise is almost
over, you want to view the window in a single pane instead of four.
! Quick Reference

7. Select Window → Remove Split from the menu. To Split Panes:

You are returned to a single pane view of the worksheet window. • Drag either the vertical or
horizontal split bar.
Another way you can split and freeze panes is to place the active cell below the row you want
to freeze and to the right of the column you want to freeze, as shown in Figure 5-11, and Or…
select Window → Split or Freeze Panes from the menu. • Move the cell pointer to
the cell below the row
you and to the right of the
column you want to split
and select Window →
Split from the menu.
To Freeze Panes:
1. Follow the previous
instructions to split the
window into panes.
2. Select Window →
Freeze Panes from the
menu.

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178 Microsoft Excel 2000

Lesson 5-6: Referencing External

Data
Figure 5-13
External reference indicator
Referencing data in
another sheet in the same =Monday ! D61
workbook.
Sheet referenced Cell referenced
Figure 5-14
Figure 5-14
An example of an external
Figure 5-13
cell reference.
Figure 5-15
The Summary sheet with
references to data in other
sheets and in another
workbook file.

Figure 5-15

You already how to create references to cells in the same worksheet—this lesson explains
how you can create references to cells in other worksheets, and even to cells in other
workbook files altogether! References to cells or cell ranges on other sheets are called
external references or 3-D references. One of the most common reasons for using external
references is to create a worksheet that summarizes the totals from other worksheets. For
example, a workbook might contain twelve worksheets—one for each month—and an annual
summary worksheet that references and totals the data from each monthly worksheet.

1. Click the Summary tab.

2. Click cell A3, click the Bold button and the Center button on the
Formatting toolbar, type Monday, and then click the Enter button on the
formula bar.
You need to need to add column headings for the remaining business days. Use the
AutoFill feature to accomplish this task faster.
3. Position the pointer over the fill handle of cell A3, until it changes to a ,
click and hold the mouse button, and drag the fill handle to select the cell
Fill Handle
range A3:E3.
The AutoFill function automatically fills the cell range with the days of the week. Now
it’s time to create a reference to a cell on another sheet in the workbook. To refer to a
cell in another sheet: 1.) Type = (equal sign) or entering a formula 2.) Click the sheet
tab that contains the cell or cell range you want to use 3.) Click the cell or cell range
you want to reference, and 4.) Complete the entry by pressing <Enter>.

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 Chapter Five: Managing Your Workbooks 179
4. Click cell A4, type =, click the Monday sheet tab, click cell D61 (you will
probably have to scroll the worksheet down), and press <Tab>.
Excel completes the entry and creates a reference to cell D61 on the Monday sheet, as You can create
shown in Figure 5-13. The Formula bar reads =Monday!D63. The Monday refers to the references to cells in
Monday sheet. The ! (examination point) is an external reference indicator—it means other worksheets by
that the referenced cell is located outside the active sheet. D63 is the cell reference clicking the sheet tab
inside the external sheet. where the cell or cell
5. Repeat Step 4, adding external references to the Total formula in cell range located and then
D61 on the Tuesday, Wednesday, Thursday, and Friday sheets. clicking the cell or cell
range.
You can also reference data between different workbook files, just as you can reference
data between sheets. This process of referencing data between different workbooks is
called linking. Linking is dynamic, meaning that any changes made in one workbook
are reflected in the other workbook. Try referencing a cell in a different workbook
now—the first thing you’ll need to do is open the workbook file that contains the data
you want to reference.
6. Open the workbook Internet Reservations from your Practice disk.
To create a reference to a cell in this workbook you first need to return to the Weekly
Reservations workbook because it will contain the reference.
7. Select Window → Weekly Reservations.xls from the menu.
You return to the Summary sheet of the Weekly Reservations workbook.
AutoSum button
8. Click cell F3, type Internet, click the Bold button and the Center
button on the Formatting toolbar. Press <Enter> to move to cell F4, type
= (equal sign) to start creating the external reference.
Now you need to select the cell that contains the data you want to reference, or link.
9. Select Window → Internet Reservations.xls from the menu.
You’re back to the Internet Reservations workbook. All you need to do is click the cell
containing the data you want to reference and complete the entry.
10. Click cell B8 and press <Enter>. ! Quick Reference
NOTE: There is one major problem with referencing data in other workbooks. If the To Create an External Cell
workbook file you referenced or linked moves or is deleted, you will get an Reference:
error in the reference. Many people, especially those who email their 1. Click the cell where you
workbooks, choose not to create references to data in other workbook files. want to enter the formula.
Complete the Summary sheet by totaling the information from the various external 2. Type = (an equal sign),
sources. and enter any necessary
11. Click cell G3, click the Bold button and Center button on the parts of the formula.
Formatting toolbar, type Total, and press <Enter> to complete the entry 3. Click the tab for the
and move to cell G4. worksheet that contains
the cell or cell range you
12. Click the AutoSum button on the Standard toolbar, notice that the cell want to reference. If you
range is correct (A4:G4), then press <Enter>. want to reference another
Excel totals the cell range (A4:G4) containing the externally referenced data. Compare workbook file open that
your worksheet with the one in Figure 5-15. workbook and select the
appropriate worksheet
13. Save your work.
tab.
4. Select the cell or cell
range you want to
reference and complete
the formula.

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180 Microsoft Excel 2000

Lesson 5-7: Creating Headers,

Footers, and Page Numbers
Figure 5-16
The Header/Footer tab of
the Page Setup dialog
box.
Select a preset header
Figure 5-17
Create a custom header or footer
You can create your own
Select a preset footer
custom headers in the
Header dialog box.

Figure 5-16

Figure 5-17

Worksheets that are several pages long often have information such as the page number, the
worksheet’s title, or the date, located at the top or bottom of every page. Text that appears at
the top of every page in a document is called a header, while text appearing at the bottom of
each page is called footer. In this lesson, you will learn how to use both headers and footers.

1. Click the Monday sheet tab to make the Monday worksheet active.
You need to specify the header and footer for the Monday worksheet.
2. Select File → Page Setup from the menu and click the Header/Footer
tab.
The Header/Footer tab of the Page Setup dialog box appears, as shown in Figure 5-16.
You can add a header and/or footer by selecting one of the preset headers and footers
from the Header or Footer list, or you can create your own. The next few steps explain
how to create a custom header.
3. Click the Custom Header button.
The Header dialog box appears, as shown in Figure 5-17. The Header dialog box lets
you customize the header for the worksheet.

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 Chapter Five: Managing Your Workbooks 181
4. Click the Center section box.
Any text typed in the Center section box will appear centered across the top of the
worksheet. You can format the text that appears in the header and footer by clicking the
Font button.
5. Click the Font button, select Bold from the Font Style list, and click OK.
Now that you have formatted the header’s font, type the text for the header in the
Center section box.
Font button
6. Type Monday Reservations and click OK.
You return to the Header/Footer tab of the Page Setup dialog box. Notice the header
appears in the header preview area. Next, add a footer to the worksheet.
7. Click the Custom Footer button.
The Footer dialog box appears. You want to add the name of the workbook file in the
left side of the footer.
8. Click the Left Section box and click the File Name button to insert the
File Name button
filename code.
Excel inserts the filename code, &[File]. This cryptic-looking code will display the
name of the file, Weekly Reservations.xls, in the footer. Since the filename code is in
the Left Section box, it will appear left-aligned on the worksheet’s footer. Now you Page Number
want to add the date to the right side of the footer. button
9. Click the Right Section box, type Page, press the <Spacebar>, click
the Page Number button to insert the page number code, and click OK
to close the Footer dialog box.
You’re back to the Header/Footer tab. Notice how the footer appears in the footer box. ! Quick Reference
10. Click Print Preview to preview your worksheet, then save it. To Add or Change the
Header or Footer:
Table 5-11: Header and Footer buttons 1. Select File → Page
Button Description Setup from the menu and
click the Header/Footer
Formats the font for the header and footer. tab.
Font 2. Select one of the preset
headers or footers from
Inserts the current page number. the Header or Footer
Page Number
drop-down list.
Inserts the total number of pages in the workbook. To Add a Custom Header
Total Pages
or Footer:
Inserts the current date. 1. Select the File → Page
Date Setup from the menu and
click the Header/Footer
Inserts the current time. tab.
Time
2. Click the Custom Header
Inserts the workbook file name. or Custom Footer button.
File Name 3. Enter the header or footer
in any or all of the three
Inserts the worksheet name. sections. Refer to Table
Sheet Name
5-11: Header and Footer
buttons to enter special
information.

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182 Microsoft Excel 2000

Lesson 5-8: Specifying a Print

Area and Controlling Page Breaks
Figure 5-18
You can adjust where the
page breaks in Page
Break Preview mode.

Figure 5-18 Drag the page break indicator line to

where you want the page to break

Sometimes you may want to print only a particular area of a worksheet, instead of all of it.
You can specify an area of a worksheet to print using the File → Print Area → Set Print Area
menu command. The Set Print Area command is especially useful when you’re working with
a huge worksheet. Instead of taking dozens of pages to print everything, you can use the Set
Print Area command to print what is important, such as the worksheet totals.
Another topic covered in this lesson is how to force the page to break where you want it to
when you print out a worksheet.

1. Press <Ctrl> + <Home> to move the beginning of the worksheet.

2. Select the cell range A1:E61.

Yes, this is a very large cell range. You must hold down the mouse button and move the
pointer down, below the Excel worksheet window to scroll down all select the cells. If
you have trouble selecting this cell range using the mouse, click cell A1, press and hold
down the <Shift> key, scroll down and click cell E61 and release the <Shift> key. The
cell range you just selected is the part of the worksheet you want to print.
3. Select File → Print Area → Set Print Area from the menu.
Excel sets the currently selected cell range, A1:E61, as the print area. Unless you
remove this print area, Excel will only print this cell range whenever you print the
worksheet. Removing a print area is even easier than setting one.

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 Chapter Five: Managing Your Workbooks 183
4. Select File → Print Area → Clear Print Area from the menu.
The print area you selected, A1:E61, is cleared and Excel will now print the entire
worksheet whenever you send it to the printer. For this exercise, however, you need to
keep using the print range A1:E61, so undo the previous Clear Print Area command. Adjusting where
the page breaks
5. Click the Undo button on the Standard toolbar.
Excel undoes the Clear Print Area command.
When you print your worksheets, sometimes the page will break where you don’t want
it to. You can adjust where the page breaks with Excel’s Page Break Preview feature.
6. Select View → Page Break Preview from the menu.
Page Break
Excel changes the worksheet’s window view from Normal to Page Break Preview Indicator
mode, as shown in Figure 5-18. Print Break Preview mode shows you where the
worksheet’s pages will break when printed, as indicated by a dark blue line. The areas
of the worksheet that are not included in the current print area appear in dark gray. You
can adjust where the page breaks simply by clicking and dragging the dark blue page
! Quick Reference
break indicator line to where you want the page to break. To Select a Print Area:
7. Scroll down the worksheet, and click and drag the Page Break Indicator 1. Select the cell range you
line until it appears immediately after row 40, as shown in Figure 5-18. want to print.
When you print the Monday worksheet, the page will break immediately after row 40. 2. Select File → Print Area
You’re finished using Page Break Preview mode, so change the view back to normal → Set Print Area from
mode. the menu.
8. Select View → Normal from the menu. To Clear a Print Area:
You return to the Normal view of the workbook. Notice a dotted line appears at the • Select File → Print Area
edge of the print area and after row 40. This dotted line indicates where the page will → Clear Print Area from
break when the worksheet is printed. Normally Excel automatically inserts a page the menu.
break when the worksheet won’t fit on the page, but you can manually insert your own
page breaks as well. To Insert a Manual Page
9. Click cell A17 then select Insert → Page Break from the menu. Break:
A dashed page break indicator line appears between rows 17 and 18, indicating a 1. Move the cell pointer to
horizontal page break. the cell where the next
page should start—but
make sure it’s in the A
Table 5-12: Inserting Page Breaks column (otherwise you
To Break the Page This Way Position the Cell Pointer Here will insert a horizontal
page break and a vertical
Horizontally Select the cell in column A that is below where you want the page break).
page break.
2. Select Insert → Page
Break from the menu.
Vertically Select the cell in row 1 that is to the right of where you want
the page break. To Adjust Where the Page
Breaks:
Both Horizontally and Vertically Select the cell below and to the right of where you want the 1. Select View → Page
page breaks. Break Preview from the
menu.
2. Drag the Page Break
Indicator line to where
you want the page break
to occur.
3. Select View → Normal
from the menu to return to
Normal view.

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184 Microsoft Excel 2000

Lesson 5-9: Adjusting Page

Margins and Orientation
1
Figure 5-19
The Margins tab of the Top margin
Page Setup dialog box.
Figure 5-20
Left margin Right margin
Margins on a page.
Figure 5-21
Bottom margin
The Page tab of the Page Figure 5-20
Setup dialog box.
Figure 5-22
Comparison of portrait and Figure 5-19
landscape page
orientations.

Portrait

Landscape
Figure 5-21 Figure 5-22
Excel’s default
You’re probably already aware that margins are the empty space between the text and the left,
margins are 1-inch at
right, top, and bottom edges of a printed page. Excel’s default margins are 1 inch at the top
the top and bottom, and bottom and .75 inch margins to the left and right. There are many reasons to change the
and .75-inch to the margins for a document: to make more room for text information on a page, to add some extra
left and right. space if you’re binding a document, or to leave a blank space to write in notes. If you don’t
already know how to adjust a page's margins, you will after this lesson.
This lesson also explains how to change the page orientation. Everything you print uses one
of two different types of paper orientations: Portrait and Landscape. In Portrait orientation,
the paper is taller than it is wide—like a painting of a person’s portrait. In Landscape
orientation, the paper is wider than it is tall—like a painting of a landscape. Portrait
orientation is the default setting for printing worksheets, but there are many, many times when
you will want to use landscape orientation instead.

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 Chapter Five: Managing Your Workbooks 185
1. Click File → Page Setup from the menu and click the Margins tab if it is
not already in front.
The Margins tab of the Page Setup dialog box appears, as shown in Figure 5-19. Here
you can view and adjust the margin sizes for the current worksheet. Notice there are
margins settings in the Top, Left, Right, header, and footer boxes.
2. Click the Top Margin box down arrow until .5 appears in the box. Adjusting the Top
This will change the size of the top margin from 1.0” to 0.5”. Notice that the Preview Margin
area of the Page Setup dialog box displays where the new margins for the worksheet
will be.
3. Click the Bottom Margin box down arrow until .5” appears in the box.
In the same manner, you could adjust the left and right margins, and how far you want
the worksheet’s header and footer to print from the edge of the page. You can also
specify if you want to center the worksheet horizontally or vertically on the page.
4. Click the Horizontally and Vertically checkboxes in the Center on page
section.
This will vertically and horizontally center the worksheet page when it is printed.
Do you think you have a handle on changing the margins of a worksheet? Good,
because without further ado, we’ll move on to page orientation.
Print Preview
5. Click the Page tab. button
The Page tab appears, as shown in Figure 5-22.
6. In the Orientation area, click the Landscape option button.
This will change the worksheet’s orientation to Landscape when it is printed.
7. Click OK.
The Page setup dialog box closes, and the worksheet’s margins and page orientation
settings are changed.
8. Click the Print Preview button on the Standard toolbar to preview the
Monday worksheet.
A print preview of the Monday worksheet appears on the screen. Unless you have eyes
like a hawk (or a very large monitor) you probably won’t notice the small changes you
made to the worksheet’s margins, but you can certainly tell that the page is using
! Quick Reference
landscape orientation. To Adjust Margins:
9. Click Close and save your work. 1. Select File → Page
Setup from the menu and
click the Margins tab.
2. Adjust the appropriate
margins.
To Change a Page’s
Orientation:
1. Select File → Page
Setup from the menu,
and click the Page tab.
2. In the Orientation section,
select either the Portrait
or Landscape option.

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186 Microsoft Excel 2000

Lesson 5-10: Adding Print Titles

and Gridlines
Figure 5-23
Print area: Select the cell range you
The Sheet tab of the Page want to print
Setup dialog box.
Print titles: Specify which row(s) or
column(s) should appear at the top
and/or left of every page

Additional print options, such as if

gridlines and row and column
headings should be printed

Figure 5-23

If a worksheet requires more than one page to print, it can be confusing to read any
subsequent pages because the column and row labels won’t be printed. You can fix this
problem by selecting File → Page Setup from the menu, clicking the Sheet tab, and telling
Excel which row and column titles you want to appear at the top and/or left of every printed
page.
This lesson will also show you how to make sure your worksheet’s column and row labels
appear on every printed page, and how to turn on and off the worksheet’s gridlines when
printing.

1. Click the Print Preview button on the Standard toolbar.

Print Preview Excel displays how the Monday worksheet will look when printed. Notice the status
button bar displays 1 of 3, indicating the worksheet spreads across three pages.
2. Click Next to move to the next page and click near the top of the page
with the pointer.
Notice the cells on page 2 don’t have column labels (First, Last, Number of Bookings,
etc.), making the data on the second and third page difficult to read and understand.
You want the column labels on the first page to appear at the top of every page.
3. Click Close to close the Print Preview window.

4. Select File → Page Setup from the menu and click the Sheet tab.
The Sheet tab of the Page Setup dialog box is where you can specify which parts of the
worksheet are printed. Notice the print area—the cell range A1:E61—appears in the
Print area text box. You need to specify what rows you want to repeat at the top of
every page. Move on to the next step to find out how to do this.

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 Chapter Five: Managing Your Workbooks 187
5. Click the Rows to repeat at top box and click any cell in Row 4.
You may have to click the Collapse Dialog button if the dialog box is in the way. When
you click any cell in row 4, Excel inserts a reference to Row 4 in the Rows to repeat at The Collapse Dialog
top text box. You aren’t limited to repeating a single row across the top of a page—you button temporarily
can also select several rows. You can also specify that you want a column(s) to repeat shrinks and moves the
to the right side of every page. dialog box so that you
By default, Excel does not print the horizontal and vertical cell gridlines on enter a cell range by
worksheets, however you can elect to print a worksheet’s gridlines. Printing a selecting cells in the
worksheet’s gridlines can sometimes make them easier to read. worksheet. When you
6. Click the Gridlines checkbox. finish, you can click
Now when you print the worksheet, the horizontal and vertical cell gridlines will also the button again or
be printed. press <Enter> to
7. Click Print Preview to display how the changes you’ve made to the display the entire
dialog box.
worksheet will appear when printed.

8. Click Next to move to the next page and click near the top of the page
with the pointer.
Notice that the heading row now appears at the top of every page, and that gridlines
appear on the worksheet.
9. Save your work.

! Quick Reference
To Print or Suppress
Gridlines:
1. Select File → Page
Setup from the menu can
click the Sheet tab.
2. Add or remove the check
mark in the Gridlines
check box.
To Print Row or Column
Titles:
1. Select File → Page
Setup from the menu can
click the Sheet tab.
2. Specify which row(s) or
column(s) should appear
at the top and/or left of
every page in the
appropriate boxes under
the Title section.

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188 Microsoft Excel 2000

Lesson 5-11: Changing the Paper

Size and Print Scale
Figure 5-24
The Page tab of the Page
Setup dialog box.

Adjust to: Lets you scale a

worksheet by percentage, such as
80%

Fit to: Lets you scale a worksheet

so it fits on the number of pages
you specify

Figure 5-24
Select the paper size
you want to print a
worksheet on here

This lesson covers two important printing options: how to reduce the size of the printed
worksheet so that it fits on a specified number of pages, and how to print on different paper
sizes. Most people normally print on standard Letter-sized (8½ × 11) paper, but Excel can also
print on other paper sizes, such as Legal-sized (8½ × 14) and most other custom sized paper.

1. Select File → Page Setup from the menu and click the Page tab.
The Page tab of the Page Setup dialog box appears, as shown in Figure 5-24. You want
to scale the Monday worksheet so that it fits on a single page. Notice under the Scaling
section that there are two different ways you can scale a worksheet:
• Adjust to: This option lets you scale a worksheet by a percentage. For example,
you could scale a worksheet so that it is 80% of its normal size.
• Fit to: This option lets you scale the worksheet so that it fits on the number of pages
you specify. You must specify how many pages wide by tall you want the worksheet
to be printed on. This is usually the easiest and best way to scale a worksheet.
You want to scale the Monday worksheet so that it fits on a single page.
2. Click the Fit to option under the Scaling section, click the pages wide
down arrow to select 1 and click the pages tall down arrow to select
1.
3. Click Print Preview to see how the newly scaled worksheet will look
when printed.
Yikes! The data in the worksheet has become so small that it’s almost unreadable.
4. Click Close to close the Print Preview window.
You return to the worksheet window. You decide using a larger sheet of paper—legal
sized—may help fit the entire worksheet on a single page.

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 Chapter Five: Managing Your Workbooks 189
5. Select File → Page Setup from the menu.
Now change the paper size from letter (the default setting) to legal.
6. Click the Paper size arrow and select Legal (8.5 x 14 in.) from the
paper size list.
Preview the worksheet to see how it will look if it is printed on legal sized paper.
7. Click Print Preview to see how the worksheet will look when printed.
Click Close when you’re finished.

8. Save your work.

! Quick Reference
To Change the Print Scale:
1. Select File → Page
Setup from the menu and
click the Page tab.
2. Enter percent number in
the % Normal Size text
box or enter the number
of pages you want the
worksheet to fit on.
To Change the Paper Size:
1. Select File → Page
Setup from the menu and
click the Page tab.
2. Click the Paper size list
to select the paper size.

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190 Microsoft Excel 2000

Lesson 5-12: Protecting and

Hiding a Worksheet
Figure 5-25
The Protection tab of the
Format Cells dialog box.
Figure 5-26
The Protect Sheet dialog
box.
Figure 5-27
Message informing user
that the current cell is
protected.
Figure 5-26

Figure 5-25

Figure 5-27

Sometimes you may want to prevent other users from changing some of the contents in a
worksheet. For example, you might want to allow users to enter information in a particular
cell range, without being able to alter the labels or formulas in another cell range in the same
worksheet. You can protect selected cells so that their contents cannot be altered, while still
allowing the contents of unprotected cells in the same worksheet to be changed. You can
protect cells by locking them on the Protection tab of the Format Cells dialog box.
Using a protected worksheet is useful if you want another user to enter or modify data in the
worksheet without altering or damaging the worksheet’s formulas and design. In this lesson,
you will learn all about locking and unlocking cells, protecting and unprotecting worksheets,
and how to hide sensitive formulas from viewers.

1. Select the cell range D5:E60, select Format → Cells from the menu and
click the Protection tab.
Cells are protected by The Protection tab of the Format Cells dialog box appears, as shown in Figure 5-25.
default. There are only two options on this tab. There are:
• Locked: Which prevents selected cells from being changed, moved, resized, or
deleted. Notice the Locked box is checked—Excel locks all cells by default.
• Hidden: Which hides a formula in a cell so that it does not appear in the formula bar
when the cell is selected.

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 Chapter Five: Managing Your Workbooks 191
Neither of these options has any effect unless the sheet is protected—which you’ll
learn how to do in a minute. Since you want users to be able to modify the cells in the
selected cell range you need to unlock them.
2. Click the Locked checkbox to remove the checkmark and click OK. Other Ways to Hide
The Format Cells dialog box closes and you return to the worksheet. At first, nothing Columns and Row:
appears to have changed. You need to protect the worksheet in order to see how cell • Select the Column or
protection works. Row and select Format
→ Columns (or Rows)
NOTE: By default, all cells are locked. Before you protect a worksheet, you would
unlock the cells where you want information a user to be able to enter or → Hide from the menu.
modify information.
3. Select Tools → Protection → Protect Sheet from the menu.
The Protect Sheet dialog box appears, as shown in Figure 5-26. You can specify which
parts of the worksheet you want to protect and you can assign a password that users
must enter in order to unprotect the worksheet, once it has been protected. ! Quick Reference
4. Click OK.
To Lock or Hide a Cell or
The Protection Sheet dialog box closes and you return to the worksheet. Move on to Cell Range:
the next step to see how the protected worksheet works.
1. Select the cell or cell
5. Click cell A8 and press the <Delete> key. range you want to protect
When you try to delete or modify a locked cell, Excel displays a message informing or hide.
you that the cell is protected, as shown in Figure 5-27. Now try modifying an 2. Select Format → Cells
unprotected cell. from the menu and click
6. Click cell D8 and press the <Delete> key. the Protection tab.
Since you unlocked this cell in a previous step, Excel lets you clear its contents. Now Or…
that you have an understanding of cell protection, you can unprotect the worksheet. Right-click the selected
7. Select Tools → Protection → Unprotect Sheet from the menu. cell or cell range and
Excel unprotects the Monday sheet. You can now modify all of the cells in the select Format Cells from
worksheet, whether they are locked or not. the shortcut menu.
Another way you can prevent unauthorized users from viewing or modifying restricted 3. Add or remove check
or confidential areas of your workbooks is to hide them. You can hide rows, columns, marks in the Locked and
and entire worksheets. To prevent others from displaying hidden rows or columns you Hidden check boxes to
can then protect the workbook, as shown in Step 3. specify if the cell or cell
range should be locked or
8. Right-click the Column F heading and select Hide from the column hidden.
shortcut menu.
To Protect a Worksheet:
The I column disappears from the worksheet. It’s not deleted, merely hidden from
view. Notice how the column headings now go from E to G, skipping the F column. 1. Select Tools →
Here’s how to unhide a column: Protection → Protect
9. Select the E and G columns by clicking and dragging the pointer across Sheet from the menu.
the column headings. Once the column headings are selected, right-click 2. Select the appropriate
either of the column headings and select Unhide from the shortcut options for what you want
menu. to protect.
The F column reappears. You can also hide and unhide other columns in the same 3. (Optional) enter a
manner. password.
10. Save your work. To Unprotect a
Worksheet:
• Select Tools →
Protection → Unprotect
Sheet from the menu.

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192 Microsoft Excel 2000

Lesson 5-13: Viewing a Worksheet

and Saving a Custom View
Figure 5-28 1. Displays the worksheet
The Custom View dialog using the selected custom
i
box
Add the print and view
Figure 5-29 settings to a custom view

Adding a Custom View. Deletes the selected custom

view
Figure 5-28

Figure 5-29

Changing the print settings, zoom level, and workbook appearance every time you view or
print a workbook can get old. By creating a custom view, you can save the view and print
settings so you don’t have to manually change them. A custom view saves the following
settings:
• Any print settings, including the print area, scale level, paper size and orientation.
• Any view settings, including the zoom level, if gridlines should be displayed, and any
hidden worksheets, rows, or columns.
• Any filters and filter settings.
This lesson explains how to create and work with a custom view, and zoom in (magnify) and
out of a worksheet, and how to view a worksheet in Full Screen mode.

1. Click the Zoom list arrow on the Standard toolbar and select 75%.
Zoom list The worksheet appears on-screen at a magnification of 75%, allowing you to see more
of the worksheet on screen. The reduced magnification makes the worksheet a bit more
difficult to read, however.
2. Click the Zoom list arrow on the Standard toolbar and select 100%.
The worksheet returns to the normal level of magnification. You can also see more of a
worksheet by dedicating 100% of the screen to the worksheet in full screen mode.
3. Select View → Full Screen from the menu.
All the familiar title bars, menus, and toolbars disappear and the worksheet appears in
full screen mode. Full screen mode is useful because it devotes 100% of the screen real
estate to viewing a worksheet. The disadvantage of full screen mode is all the Excel
tools—the toolbars, status bar, etc. are not as readily available. You can still access the
menus, although you can no longer see them, by clicking the mouse at the very top of
the screen.

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 Chapter Five: Managing Your Workbooks 193
4. Click the Close Full Screen button floating over the worksheet.
The full screen view closes and you are returned to the previous view. Next, save the
current view and a custom view—here’s how:
5. Select View → Custom Views from the menu.
The Custom Views dialog box appears, as shown in Figure 5-27. Any saved views for
the current worksheet are listed here. You want to save the current, generic view of the
Monday worksheet.
6. Click Add.
The Add View dialog box appears, as shown in Figure 5-28. You must enter a name for
the current view, and select if you want to include the worksheet’s print settings and/or
any hidden rows, columns and filter settings.
7. Type Normal in the Name box and click OK.
Excel saves the custom view and closes the dialog box. Now you want to create
another view of the worksheet—one that uses Portrait orientation and hides the
Commissions column.
8. Right-click the Column I heading and select Hide from the shortcut
menu.
Excel hides the I column.
9. Select File → Page Setup from the menu, click the Page tab, select the
Portrait option under the Orientation section, and click OK.
Save the settings you made to the worksheet in a custom view.
10. Select View → Custom Views from the menu.
The Custom Views dialog box appears.
11. Click Add, type No Commission in the Name box and click OK.
Excel saves the custom view and returns you to the worksheet. Now try retrieving one
of your custom views.
12. Select View → Custom Views from the menu, select Normal, and click
Show.
Excel displays the worksheet using the Normal custom view—notice the commission ! Quick Reference
column is no longer hidden.
13. Click the Print Preview button on the Standard toolbar to preview the
To Create a Custom View:
worksheet. 1. Setup the worksheet’s
appearance and print
Excel displays a preview of the Monday worksheet. Notice the worksheet is landscape
settings.
oriented—the orientation setting you saved in the Normal custom view.
2. Select View → Custom
14. Save and close the current workbook.
Views from the menu.
3. Click Add and give the
view a name.
To Use a Custom View:
• Select View → Custom
Views from the menu,
select the view you want
to use and click Show.

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194 Microsoft Excel 2000

Lesson 5-14: Working with

Templates
Figure 5-30
Saving a workbook as a
Template.
Figure 5-31
The New dialog box.

Figure 5-30

To create a workbook based on a

template select File → New from the
menu and click General Template

Figure 5-31

If you find yourself recreating the same type of workbook over and over, you can probably
save yourself some time by using a template. A template is a workbook that contains standard
data such as labels, formulas, formatting, and macros you use frequently. Once you have
created a template, you can use it to create new workbooks, which saves you time, since you
A Workbook don’t have to enter the same information again and again. Creating a template is easy—you
Template simply create the template, just like you would any other workbook, and then tell Excel you
want to save the workbook as a template instead of as a standard workbook. To create a
workbook from a template, you just select File → New from the menu and select the template
you want to use. Excel comes with several built-in templates for common purposes such as
invoices and expense reports.
In this lesson you will learn how to create a template and how to create a new workbook
based on a template.

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 Chapter Five: Managing Your Workbooks 195
1. Open the Time Card Form workbook.
This worksheet tracks and totals the number of hours employees work in a week. You
will be saving this worksheet as a template. First though, you have to remove the
information in the worksheet that will change—the hours.
2. Clear the information in the cell range B6:H10.
(Select the cell range B6:H11 and press the <Delete> key.) Now you’re ready to save
the worksheet as a template.
3. Select File → Save As from the menu.
The Save As dialog box appears. Here you must specify that you want to save the
current workbook as a template. Excel templates are stored with an .XLT extension
instead of the normal .XLS extension (used for Excel workbooks.)
4. Click the Save as type list arrow and select Template from the list, as
shown in Figure 5-30.
Templates are normally kept in a special template folder (usually
C:\ProgramFiles\Microsoft Office\Templates). When you select the Template file
format, Excel automatically changes the file location to save the template in this folder.
The file list window is updated to show the contents of the Template folder.
NOTE: If the file location doesn’t change when you select the Template file type,
you’ll have to move the Template folder manually.
5. In the File Name box type Time Card and click the Save button.
Excel saves the workbook as a template.
6. Close all open workbooks.
Now that you have created a template, you can use the template to create a new
workbook. Try it!
7. Select File → New from the menu.
The New Workbook task pane appears as shown in Figure 5-31. ! Quick Reference
8. Select General Template from the New Workbook task pane. To Create a Template:
Here you can select the template you want to use to create your new workbook. 1. Either create or open a
9. Select the Time Card template and click OK. workbook that you want to
A new workbook based on the Time Care template appears in the document window. use for the template.
10. Fill out the time card worksheet by entering various hours for the 2. Select File → Save As
employees (use your imagination.) from the menu.
Once you have finished filling out the timecard, you can save it as a normal workbook 3. Select Template from the
file. Save as type list, give the
template a name, and
11. Click the Save button on the Standard toolbar. click OK to save the
The Save As dialog box appears. template.
12. Save the workbook as Week 1 Timecard. To Create a Workbook
The workbook is saved as a normal Excel workbook. based on a Template:
13. Close the Week 1 Timecard worksheet. 1. Select File → New from
You don’t want to leave the Time Card template on this computer, so delete it. the menu.
14. Select File → New from the menu, right-click the Time Card template 2. Click General Template
and select Delete from the shortcut menu. Close the New dialog box in the New Workbook task
when you’re finished. pane.
3. Double-click the template
you want to use (you may
have to select it from one
of the tabbed categories).

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196 Microsoft Excel 2000

Lesson 5-15: Consolidating

Worksheets
Select the function
Figure 5-32 Excel will use to
Open other workbook
files that contain data
consolidate data
The Consolidate dialog you want to
consolidate.
box. Specify the cell
range you want to Adds the selected cell
Figure 5-33 consolidate with the range to the All
cell ranges listed in references list
The Consolidate the All references
command has box Deletes the selected
summarized the Lists all the cell cell range from the All
information from each of references that will references list
the daily worksheets. be consolidated Uses labels from the Select to update the consolidation data
Figure 5-32 selected cell range to automatically whenever the data changes in
consolidate by category any of the source areas

Figure 5-33

Earlier in this chapter, you manually created a summary worksheet that summarized
information on other worksheets. You can have Excel automatically summarize or consolidate
information from up to 255 worksheets into a single master worksheet using the Data →
Consolidate command. This lesson will give you some practice consolidating data.

1. Open the Lesson 5 workbook.

You should remember this workbook—it’s the one you’ve already worked on that
contains worksheets for each weekday. The first step in consolidating several
worksheets it to select the destination area—the worksheet and cells where the
consolidated data will go.
2. Activate the Summary worksheet by clicking the Summary tab, and then
click cell A2.
Cell A2 is the first cell in the destination range—where the consolidated information
will go.
3. Select Data → Consolidate from the menu.
The Consolidate dialog box appears, as shown in Figure 5-32. You can consolidate data
in two ways:

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 Chapter Five: Managing Your Workbooks 197
• By Position: In which data is gathered and summarized from the same cell location
in each worksheet.
• By Category: In which data is gathered and summarized by its column or row
headings. For example, if your January column is column A in one worksheet and
column C in another, you can still gather and summarize the January when you
consolidate by category. Make sure the Top row and/or Left column check boxes in
the Use labels in section of the Consolidate dialog box are selected to consolidate by
category.
For this exercise, you will consolidate by category.
4. Make sure the insertion point is in the Reference text box, then click the
Tuesday tab and select the cell range A4:I60.
The absolute reference Tuesday!$A$4:$I$60 appears in the reference text box. Now
you need to add the selected cell range to the list of information you want to
consolidate. ! Quick Reference
5. Click Add to add the selected cell range to the All references list. To Consolidate Data:
The selected cell reference, Monday!$A$4:$I$60, appears in the All references list. 1. If possible, start with a
Next, you have to add the next cell range or worksheet you want to consolidate new workbook and select
6. Click the Wednesday tab. a cell in that workbook as
the destination for the
When you click the Wednesday tab, Excel assumes the cell range for this worksheet consolidated information.
will be the same as the previously selected Tuesday worksheet, and enters the absolute
Tuesday!$A$4:$I$60 in the reference text box for you. Excel has guessed correctly— 2. Select Data →
this is the information you want to add to the consolidation list, so you can click the Consolidate from the
Add button. menu.
7. Click Add to add the selected cell range to the All references list. 3. Select a consolidation
function (SUM is the most
Now that you know how to add references to the All references list, you can finish commonly used function).
adding the remaining worksheets.
4. Select the cell range for
8. Finish adding the remaining worksheets (Thursday, and Friday) to the the first worksheet (click
All references list by repeating Steps 6 and 7. the Browse button if you
Once you’ve finished adding the cell ranges that contain the information you want to want to reference another
consolidate, you need to tell Excel you want to consolidate by category. workbook file) and click
9. Add checkmarks to both the Top row and Left column check boxes to Add.
consolidate by category. 5. Repeat Step 4 for each
If these check boxes were empty, Excel would consolidate the information by position. worksheet you want to
There’s just one more thing to do before you consolidate the selected information. consolidate.
10. Add a checkmark to the Create links to source data check box. 6. Select the Left Column
and/or Top Row check
This will link the consolidated data, ensuring that it is updated automatically if the data boxes to consolidate by
changes in any of the source areas. category. Leave these
11. Click OK to consolidate the information from the selected worksheets. check boxes blank to
The dialog box closes and Excel consolidates the information, totaling the sales for all consolidate by position.
the worksheets. You will probably have to adjust the width of any columns that display 6. Select the Create links to
########’s so they properly display their contents. Notice Excel also now displays the source data check box if
outline symbols to the left of the worksheet, as shown in Figure 5-33. We’ll explain you want the consolidated
outlining for another lesson. data to be updated.
12. Exit Excel without saving your work to finish the lesson. 7. Click OK.
For more on consolidating and summarizing information see the chapter on Data Analysis and
PivotTables.

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198 Microsoft Excel 2000

Chapter Five Review

Lesson Summary
Switching Between Sheets in a Workbook
• Switch to a worksheet by clicking its sheet tab at the bottom of the screen.
• Right-clicking the sheet tab scroll buttons lists all the worksheets in a shortcut menu.
• The sheet scroll tab buttons, located at the bottom of the screen, scroll the worksheets tabs in a
workbook.

Inserting and Deleting Worksheets

• To Add a New Worksheet: Select Insert → Worksheet from the menu or right-click on a sheet
tab, select Insert from the shortcut menu, and select Worksheet from the Insert dialog box.
• To Delete a Worksheet: Select Edit → Delete Sheet from the menu or right-click on the sheet tab
and select Delete from the shortcut menu.

Renaming and Moving Worksheets

• By default, worksheets are named Sheet1, Sheet2, Sheet3, and so on.
• To Rename a Worksheet: There are three methods:
1) Double-click the sheet tab and enter a new name for the worksheet
2) Right-click the sheet tab, select Rename from the shortcut menu, and enter a new name for
the worksheet
3) Select Format → Sheet → Rename from the menu, and enter a new name for the
worksheet.
• Move a worksheet by dragging its sheet tab to the desired location.
• Copy a worksheet by holding down the <Ctrl> key while dragging the worksheet’s tab to a new
location.

Working with Several Workbooks and Windows

• Click the Select All button to select all the cells in a worksheet.
• Switch between open windows by selecting Window from the menu and selecting the name of the
workbook you want to view.
• Select Window → Arrange All to view multiple windows at the same time.
• Click a window’s Maximize button to maximize a window, and click the window’s Restore button
to return the window to its original size.
• To Manually Resize a Window: Restore the window, then drag the edge of the window until the
window is the size you want.
• To Move a Window: Drag the window by its title bar to the location where you want to position the
window.

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 Chapter Five: Managing Your Workbooks 199

Splitting and Freezing a Window

• To Split Panes: Drag either the vertical or horizontal split bar or move the cell pointer to the cell
below the row and to the right of the column you want to split and select Window → Split from
the menu.
• To Freeze Panes: Split the window into panes, then select Window → Freeze Panes from the
menu.

Referencing External Data

• You can include references to values in other worksheets and workbooks by simply selecting the
worksheet or workbook (open it if necessary) and clicking the cell that you want to reference.

Creating Headers, Footers, and Page Numbers

• Add headers and footers to your worksheet by selecting File → Page Setup from the menu and
clicking the Header/Footer tab. Select a preset header or footer from the Header or Footer drop-
down list or create you own by clicking the Custom Header or Custom Footer button.

Specifying a Print Area and Controlling Page Breaks

• To Select a Print Area: Select the cell range you want to print and select File → Print Area →
Set Print Area from the menu.
• To Clear a Print Area: Select File → Print Area → Clear Print Area from the menu.
• You can insert a manual page break by moving the cell pointer to the cell where the page should
start and selecting Insert → Page Break from the menu.
• To Adjust Where the Page Breaks: Select View → Page Break Preview from the menu, drag
the Page Break Indicator line to where you want the page break to occur. Select View → Normal
from the menu when you’re finished.

Adjusting Page Margins and Orientation

• To Adjust Margins: Select File → Page Setup from the menu and click the Margins tab. Adjust
the appropriate margins.
• To Change a Page’s Orientation: Select File → Page Setup from the menu, and click the Page
tab. In the Orientation section, select either the Portrait or Landscape option.

Adding Print Titles and Gridlines

• To Print or Suppress Gridlines: Select File → Page Setup from the menu can click the Sheet
tab. Add or remove the check mark in the Gridlines check box.
• To Print Row or Column Titles: Select File → Page Setup from the menu can click the Sheet
tab. Specify which row(s) or column(s) should appear at the top and/or left of every page in the
appropriate boxes under the Title section.

Changing the Paper Size and Print Scale

• To Change the Print Scale: Select File → Page Setup from the menu and click the Page tab.
Enter percent number in the % Normal Size text box or enter the number of pages you want the
worksheet to fit on.

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200 Microsoft Excel 2000

• To Change the Paper Size: Select File → Page Setup from the menu and click the Page tab.
Click the Paper size list to select the paper size.

Protecting and Hiding a Worksheet

• To Protect a Cell or Cell Range: Select the cell or cell range you want to protect, select Format
→ Cells from the menu and click the Protection tab. Check the Locked check box.
• By default, all cells are locked.
• You must protect a worksheet to prevent changes to be made to any locked cells. Protect a
worksheet by selecting Tools → Protection → Protect Sheet from the menu and specifying the
areas you want protected.
• Select Tools → Protection → Unprotect Sheet from the menu to unprotect a worksheet.

Viewing a Worksheet and Saving a Custom View

• A custom view saves the current appearance of a workbook so that you don't have to change the
settings every time you view or print the workbook.
• To Create a Custom View: Setup the worksheet’s appearance and print settings, select View →
Custom Views from the menu.
• To Use a Custom View: Select View → Custom Views from the menu, select the view you want
to use, and click Show.

Working with Templates

• To Create a Template: Create a new workbook or open an existing workbook you want to use for
the template, select File → Save As from the menu. Select Template from the Save as type list,
give the template a name, and click OK to save the template.
• To Create a Workbook based on a Template: Select File → New from the menu and select the
template you want to use.
• Templates are kept in a special template folder (usually C:\ProgramFiles\Microsoft
Office\Templates).

Consolidating Worksheets
• You can summarize or consolidate information from multiple worksheets into a single master sheet
with the Data → Consolidate command.
• To Consolidate Data: If possible, start with a new workbook and select a cell in that workbook as
the destination for the consolidated information. Select Data → Consolidate from the menu and
select a consolidation function (SUM is the most commonly used function). Select the cell range for
the first worksheet (click the Browse button if you want to reference another workbook file) and
click Add. Select the other worksheets you want to consolidate, clicking Add after each one. Select
the Create links to source data check box if you want the consolidated data to be updated.

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 Chapter Five: Managing Your Workbooks 201

Quiz
1. All of the following statements are true except…
A. You can change the order of worksheets in a workbook by dragging their sheet tabs
to new positions.
B. You can rename a sheet by double-clicking its sheet tab.
C. You can switch between worksheets by selecting Window from the menu and
selecting the name of the sheet from the Window menu.
D. You can add and delete worksheets from the workbook.

2. How can you switch between worksheets when there isn’t enough room on
the screen to display all the sheet tabs? (Select all that apply)
A. Click the Sheet Tab Scroll buttons until the sheet tab you want appears, then click
that sheet tab.
B. Select Window from the menu and select the name of the sheet from the Window
menu.
C. Right-click any sheet tab and select the name of the sheet from the shortcut menu.
D. Press <Ctrl> + <→> or <Ctrl> + <←> to move between the sheets.

3. Formulas can contain references to cells in other worksheets and even in

other workbooks. (True or False?)

4. Which of the following statements is NOT true?

A. You can delete a sheet by right-clicking its sheet tab and selecting Delete from the
shortcut menu.
B. The Select All button, located to in the upper-left corner of the worksheet window,
selects the entire worksheet.
C. You can split a window into several panes by clicking the Panes button on the
Standard toolbar.
D. You can freeze a pane so that it stays in place.

5. You’re trying to print a worksheet that has just a few columns that won’t fit
on a single page. Which of the following methods is the easiest way to get
this worksheet to fit on a single page?
A. Open the Print dialog box (File → Page Setup), click the Page tab, select the Fit to
option and specify that you want the worksheet to fit on 1 page wide by 1 page tall.
B. Open the Print dialog box (File → Page Setup), click the Margins tab, and adjust the
worksheet’s margins.
C. Click the Preview button on the Standard toolbar and click the Shrink to Fit button.
D. Adjust the size of the fonts and the width of the columns in the worksheet.

6. Cells in a worksheet are unlocked by default (True or False?)

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7. Which of the following statements is NOT true?

A. You must protect a document to prevent changes being made to any locked cell.
B. You can lock or unlock a cell or cell range by clicking the Lock button on the
Standard toolbar.
C. You can switch between open workbooks by selecting Window from the menu and
selecting the name of the workbook from the Window menu.
D. Excel normally prints the column and row heading labels on every page of
worksheet.

8. Which of the following options is NOT located in the Page Setup dialog
box?
A. Page Orientation.
B. Margins.
C. Headers and Footers.
D. Page Break Preview.

9. How do you add a new worksheet to a workbook?

A. Click the New Worksheet button on the Standard toolbar.
B. New worksheets must be purchased from Microsoft for $.25 a piece.
C. Right-click any worksheet tab and select Insert from the shortcut menu.
D. Select New → Worksheet from the menu.

10. How do you set a print area, so that Excel only prints part of a worksheet?
A. Select area you want to print and select File → Print Area → Set Print Area from the
menu.
B. Select area you want to print and click the Print Preview button on the Standard
toolbar.
C. Select area you want to print and click the Print button on the Standard toolbar.
D. There’s isn’t a way of doing this.

11. How can you view and/or add a page header to a worksheet?
A. Click the Header button on the Formatting toolbar.
B. Select File → Page Setup from the menu and click the Header/Footer tab.
C. Select area you want to print and click the Print button on the Standard toolbar.
D. There’s isn’t a way of doing this.

12. The page isn’t breaking where you want it to when you print a worksheet.
How can you change this?
A. Click the Break Page button on the Standard toolbar, and then click where you want
the page to break several times with the little hammer icon.
B. Click the cell where you want the page to break and select Window → Freeze Panes
from the menu.
C. Click the Print Preview button on the Standard toolbar and click the Fit to Print
button on the toolbar.
D. Select View → Page Break Preview from the menu and drag the page break indicator
line to where you want the page to break.

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 Chapter Five: Managing Your Workbooks 203
13. How can you hide a row or column?
A. Right-click the row or column heading and select Hide from the shortcut menu.
B. Select the row or column heading and select Tools → Hide from the menu.
C. Cover the row or column with a piece of masking table.
D. Select the row or column heading and click the Hide button on the Formatting
toolbar.

14. You want to print a worksheet on legal-sized paper. How can you do this?
A. Select Format → Paper from the menu and select Legal from the Paper Size list.
B. Right-click the Select All button on the worksheet and select Legal Size from the
shortcut menu.
C. Select File → Page Setup from the menu, click the Paper Size tab and select Legal
from the Paper Size list.
D. You need to purchase a legal sized printer and the legal version of Microsoft Excel.

Homework
1. Open the Homework 5A workbook and save it as “Regional Expenses”.

2. Move the Boston sheet tab in front of the Minneapolis tab.

3. Rename the “Minneapolis” tab “Twin Cities”.
4. Insert two new worksheets with the names “Dallas” and “Totals”
5. Open the Homework 5B workbook. Copy its information to the Dallas worksheet in
your Regional Expenses workbook. Close the Homework 5B workbook when you’re
finished.
6. Go to the Totals worksheet and create a worksheet that summarizes the monthly
expenses for all four regional offices. (Hint: You’ll have to create external references
to do this).
7. Go to the Twin Cities worksheet, select the range A3:C11 and set it as a Print Area.
8. Add a header to the worksheet that says “Regional Expenses, First Quarter”.
9. Split any worksheet into two panes, freeze the panes, and then remove the split.

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204 Microsoft Excel 2000

Quiz Answers
1. C. You switch to a worksheet by clicking its sheet tab. You switch between open
workbooks by selecting them from the Window menu.
2. A and C. Clicking the Sheet Tab Scroll buttons displays new sheet tabs, which you
can then click. Right-clicking a sheet tab displays a shortcut menu that lists all the
worksheets in a workbook.
3. True. You can create references to cells in other worksheets and other workbooks by
viewing the worksheet or workbook and selecting the cell(s) you want to reference.
4. C. There isn’t a Panes button on the Standard toolbar.
5. A. Using the Fit to scaling option is by far the easiest method to force the worksheet
to fit on a single page. B and D might work—but they take a lot more time and
effort.
6. False. Cells are locked by default—you must unlock them by selecting Format →
Cells from the menu, clicking the Protection tab and removing the check from the
Locked check box.
7. B. There isn’t a Lock button on the Standard toolbar (although adding a Lock button
might not be a bad idea)
8. D. Page Break Preview is located under View → Page Break Preview.
9. C. To add a new worksheet to a workbook right-click any worksheet tab and select
Insert from the shortcut menu.
10. A. To set a print area select area you want to print and select File → Print Area →
Set Print Area from the menu.
11. B. You can add and/or view the page header by selecting File → Page Setup from the
menu and clicking the Header/Footer tab.
12. D. You can change where the page breaks by selecting View → Page Break Preview
from the menu and dragging the page break indicator line to where you want the
page to break.
13. A. You can hide a row or column by right-clicking the row or column heading and
selecting Hide from the shortcut menu.
14. C. To print on legal-sized paper select File → Page Setup from the menu, click the
Paper Size tab and select Legal from the Paper Size list.

 2001 CustomGuide.com
 Chapter Six: More
Functions and
Formulas
Chapter Objectives: " Prerequisites
• Create a formula with several operators and cell ranges • How to use menus,
toolbars, dialog boxes,
• Use the Insert Function feature to enter and edit formulas and shortcut
keystrokes.
• Create and use range names
• How to select cell
• Select nonadjacent cell ranges ranges.
• How to enter values,
• Use the AutoCalculate feature
labels, and formulas
• Create a conditional formula with the IF function into a cell.
• How to reference cells.
• Use the PMT function
• Display and print formulas in a worksheet
• Identify and fix formula errors

Chapter Task: Create payroll and mortgage worksheets

Formulas are the heart and soul of a spreadsheet. Without formulas, Excel would be nothing
more than a grid you could use to enter numbers and text. As you will see in this chapter,
formulas can do a lot more than just adding, subtracting, multiplying, and dividing. Excel has
hundreds of different formulas you can use to create complex statistical, financial, and
scientific calculations. The most expensive calculator in the world couldn’t come close to
matching all the functions Excel has.
This chapter is somewhat different from the others in this book—it’s broken into two different
parts. In the first part of this chapter, you will become an expert at creating formulas and
using different types of functions. The second part of this chapter is a reference of the most
commonly used functions, organized by category.
206 Microsoft Excel 2002

Lesson 6-1: Formulas with Several

Operators and Cell Ranges
Figure 6-1
Entering a formula with
several operators and cell
ranges in cell B19.
Figure 6-2
The completed worksheet.

Figure 6-1 Figure 6-2

We’ll start this chapter by creating some more complicated formulas. First let’s review:
Formulas can contain several values, such as 81 and 3.5; cell references, such as B5 and
C1:D11; operators, such as * (multiplication) + (addition); and functions, such as SUM and
AVERAGE. When you combine several operations and functions into a single formula, Excel
performs the operations in the order shown in Table 6-1: Order in Which Excel Performs
Operations in Formulas. When a formula contains several operators with the same
precedence Excel calculates the formula from left to right. You can change the order Excel
calculates a formula by enclosing the part of the formula you want Excel to calculate first in
parentheses.
You’ll get some practice creating formulas with several references and operators in this lesson
by creating formulas to compute employee 401(K) contributions and net pay.

1. Start Microsoft Excel if necessary, open the workbook Lesson 6A and

save it as Time Card.
This time card calculates the employees weekly payroll for the Duluth North Shore
Travel office. All the information and almost all of the formulas are already here—you
just need to add a few more formulas to complete the timecard workbook. First, you
need to create a formula to calculate how much to deposit to each employee’s 401K
account. North Shore Travel matches the employee’s 401K contribution, so this
formula will be a little trickier than what you’re used to.
Remember: All 2. Click cell B16 and type =.
formulas in Excel must
Typing an equal sign tells Excel that you want to enter a formula.
begin with an equal
sign (=). 3. Click cell B14, type * and click cell B15 (or you can type B14*B15). Don’t
Press <Enter> after entering the formula!
This part of the formula multiples gross pay (in cell B14) with the percentage the
employees want to deduct for their 401K contribution (in cell B15.) You’re not finished
with the formula yet—remember North Shore Travel matches any 401K contributions
made by their employees.
4. Type *2 and press <Enter>.
Excel calculates the total 401K amount, $50. Copy the formula you just created to the
rest of the row.

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 Chapter Six: More Functions and Formulas 207
5. Copy the formula in cell B16 to the cell range C16:H16.
The worksheet needs one more formula: one to calculate the net pay.
6. Click cell B19, type = , click cell B14, and type – (minus sign).
Here’s where the formula gets tricky. You can’t directly subtract the 401K amount from
cell B16, since it includes both the employee and company contribution. You will have
to calculate the amount of the employee’s 401K contribution and then subtract it from
the gross pay.
7. Click cell B14 (that’s right – click cell B14 again) type * click cell B15 and
press <Enter>.
The formula subtracts the amount of the employee deduction (5% of $500, or $25)
from the gross pay. The formula isn’t finished yet—you have to go back and subtract
the Federal Income Tax and Social Security amounts.
8. Click cell B19 and click the formula bar and type –B17-B18 at the end of
the formula. The complete formula should now read =B14-B14*B15-B17-
B18. Complete the formula by pressing <Enter>.
Your formula is finished and Excel calculates the net pay for the employee. Wow!
There’s not much money left over, is there?
9. Copy the formula in cell B19 to the cell range C19:H19.
Compare your worksheet with the one in Figure 6-2.
When you use several operators in a formula, Excel performs the operations in the order
shown in the following table. When a formula contains operators with the same precedence—
for example, if a formula contains both a multiplication and division operator—Excel
calculates them from left to right. To change the order of evaluation, enclose the part of the
formula to be calculated first in parentheses. For example, the formula =(10-5)+(4/2) would
subtract 5 from 10, then divide 4 by 2, and then add the results.

Table 6-1: Order in Which Excel Performs Operations in Formulas

Operator Description
() Parentheses change the order of evaluation. For
example: ! Quick Reference
Operations Preformed in this Order

=(20+5) / (10-5) would add 20 and 5 (25), subtract To Change the Order in
10 by 5 (5) and then divide the results to equal 5. which Excel Performs
But… Operations in Formulas:
=20+5/10-5 would divide 5 by 10 (0.5), add the result • Enclose the part of the
to 20 (20.5) and then subtract 5 to equal 15.5. formula you want to
calculate first in
: Reference Operator parentheses.
% Percent
^ Exponentiation
* and / Multiplication and division
+ and - Addition and subtraction
= < > <= >= Comparison

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208 Microsoft Excel 2002

Lesson 6-2: Using the Insert

Function Feature
Figure 6-3
Type a brief description of what you want the
The Function Arguments function to do, then click Go
dialog box. Select a function category to display function
names grouped by category in the Function
Figure 6-4 name box

The Function Arguments

Click a function name to view the description of
dialog box helps you enter the function and its syntax
a formula.
Displays a description and the syntax of the
formula you select in the Function name box

Figure 6-3

Figure 6-4

There are several hundred functions available in Excel. Some functions are rather easy to
enter, such as the SUM function, while others are much more difficult. For example, the
syntax for the DB function, which is used do depreciate an asset, is
DB(cost,salvage,life,period,month). Yikes! How are you supposed to remember that? Luckily,
if you use Excel’s Insert Function feature you don’t have to. The Insert Function feature helps
you select, enter, and edit worksheet functions. To use the Insert Function feature all you have
to do is click the Insert Function button on the formula bar.
In this lesson, you will use the Insert Function feature to create a simple AVERAGE formula.

1. Click cell A21, click the Bold button on the Formatting toolbar, type
Average Net Pay and press <Enter>.
In cell A22 you will use the Insert Function button to help you create a formula that
calculates the average Net Pay.
2. Click the Insert Function button on the formula bar.
Insert Function The Function Arguments dialog box appears, as shown in Figure 6-3. Simply type a
button brief description of what you want a function to do, then click Go. Excel will display a
list of functions likely to fit your needs.
3. In the Search for a function box type average and click Go.
Excel displays a list of functions that are some how related to the world “average”.

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 Chapter Six: More Functions and Formulas 209
4. Select AVERAGE from the Function list.
Notice the bottom of the Function Arguments dialog box displays a description and the
syntax of the selected function. The Collapse Dialog
5. Click OK. button temporarily
The Function Arguments dialog box closes, and the Function Arguments dialog box shrinks and moves the
appears , as shown in Figure 6-4. The AVERAGE function is actually a very simple dialog box so that you
function—the only arguments (parts or values of a formula) it requires are the numbers enter a cell range by
you that you want to average. selecting cells in the
6. Select the cell range B19:H19. worksheet. When you
finish, you can click
This range contains the Net Pay for all the employees.
the button again or
NOTE: If the Function Arguments dialog box is in the way when you want to select a press <Enter> to
cell or cell range, you can click any text box’s Collapse Dialog button to display the entire
collapse the function palette and select the cell or cell range. dialog box.
7. Press <Enter>.
The Function palette completes the formula for you and closes. Cell B22 calculates and
displays the average Net Pay amount.
8. Save your work.
The Insertion Function dialog box organizes formulas by categories. Table 6-2: Function
Categories lists and describes the different types of function categories that are available.

Table 6-2: Function Categories

Category Description
Most Recently Used Lists the functions you’ve used most recently.

All Lists every function available in Excel.

Financial Lists financial functions to calculate interest, payments, loans, etc.

Date & Time Lists functions to calculate date and times values.
! Quick Reference
Math & Trig Lists math and trigonometry functions, such as SUM, COS, and TAN. To Use the Insert Function
button to Enter or Edit a
Statistical Lists statistical functions, to calculate averages, standard deviations, etc. Formula:
1. Select the cell where you
Lookup & Reference Lists functions that lookup or reference values. want to enter or edit a
formula and click the
Database Lists functions that lookup or calculate values in a list or database. Insert Function
button on the formula
Text List functions that can be used with text or labels. bar.
2. Type a brief description of
Logical List IF…THEN functions. the function or formula
you want to create and
Information List functions that return information about values and the worksheet itself. click Go.
3. Select the function you
User Defined Lists custom functions that you (or another use) have created. want to use from the
Function list and click OK.

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210 Microsoft Excel 2002

Lesson 6-3: Creating and Using

Range Names
Figure 6-5
The Create Names dialog
box.
Figure 6-6
The Create Names dialog
The selected cell
box. range, B16:H16, is
named Retirement

Figure 6-5 Click the Name Box, type a name, and press
<Enter> to name the selected cell or cell range

Figure 6-6

References for cells and cell ranges can sometimes be difficult to read and remember.
You can create a range Quick—in the current workbook what does the cell range B16:H16 refer to? It’s the cell range
name by selecting a that contains the total 401K contributions (both the employee’s and employer’s) for each
cell range and then employee. Assigning a name to a cell or cell range makes it easier to read, remember, and use
giving it a name in the in formulas. So instead of totaling the 401K contributions with the formula,
Name box in the =SUM(B16:H16), you could use a range name to create the more legible formula,
Formula bar. =SUM(Total401K).
This lesson will show you how to create range names and use them in your formulas. This
lesson also explains how to use column and row heading labels in your formulas, and how
Excel can automatically create range names for you.

1. Select the cell range B16:H16.

The selected cell range contains the employer and employee contributions to each
employee’s 401K account. Here’s how to give the selected cell range a meaningful
name, instead of referring to it as B16:H16.
2. With the cell range B16:H16 still selected, click the Name box in the
formula bar, type Retirement and press <Enter>.
The Name Now when you need to reference the 401(K) amounts, you can use the Range Name
Submenu “Retirement” instead of the obscure and hard-to-remember cell reference B16:H16.
3. Click cell A22, click the Bold button on the Formatting toolbar, type
Total 401K and press <Tab>.
4. In cell B22, type =SUM(Retirement) and press <Enter>.
Excel calculates the sum of the Retirement range, B16:H16.

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 Chapter Six: More Functions and Formulas 211
Once you create a Named Range you can quickly select it by picking it from the Name
box in the Formula bar.
5. Click the Name box arrow and select Retirement.
Excel selects the Retirement range. You don’t have to manually create names—you can
have Excel automatically create them for you.
6. Select the cell range A5:H11, and select Insert → Name from the menu.
Here’s a brief summary of what each of the items in the Name submenu does: Name Box List
• Define: Creates a name for a cell, a cell range, or constant or computed value that
you can use to refer to the cell, range, or value. (This is the same as typing it directly
in the Name box.) You can also delete any existing names. ! Quick Reference
• Paste: Inserts the selected name into the formula bar. If the formula bar is active To Name a Cell or Cell
and you begin a formula by typing an equal sign (=), clicking Paste will paste the Range:
selected name at the insertion point. If the formula bar is not active, double-clicking
a name in the Paste Name box pastes an equal sign (=) followed by the selected 1. Select the cell or cell
name into the formula bar. range you want to name.
2. Click the
• Create: Creates names by using labels in a selected range.
Name box
• Apply: Searches formulas in the selected cells and replaces references with names on the Formula bar, enter
defined for them, if they exist. the name, and press
• Label: Creates names for formulas by using text labels from the rows or columns of <Enter>.
a selected range. To Automatically Create
7. Select Create from the Name menu. Names:
The Create Names dialog box appears, as shown in Figure 6-6. The Create Names will 1. Select the cell or cell
automatically create range names, based on the current selection. range you want to name.
8. Verify that the Top row and Left column check boxes are checked and 2. Select Insert → Name
click OK. → Create from the menu.
The Create Names dialog box closes, and Excel automatically creates names for the 3. If necessary, change the
selected cell range. You can verify that Excel created the correct names by clicking the check boxes in the Create
Name box arrow. Names dialog box.
9. Click the Name Box List arrow. 4. Click OK.
The column heading names should appear in the Name Box list. To Change the Cell
10. Click anywhere in the worksheet window to close the Name Box list. Reference of a Name:
You can also use column and row labels in the worksheet to refer to data in formulas— 1. Select the new cell or cell
without having to create any names at all! range you want to use as
11. Click cell A23, click the Bold button on the Formatting toolbar, type Max the reference.
Hourly Rate and press <Tab>. 2. Select Insert → Name
→ Apply from the menu.
12. In cell B23, type =MAX(Hourly Rate) and press <Enter>.
3. Select the name you want
Excel returns the maximum value in the Hourly Rate row, 18.50. to use on the selected
13. Save your work. reference and click OK.
To Delete Names:
• Select Insert → Name
→ Create from the menu,
select the name you want
to delete and click Delete.

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Lesson 6-4: Selecting Nonadjacent

Ranges and Using AutoCalculate
Figure 6-7
Selecting multiple
nonadjacent ranges with
the <Ctrl> key. 1. Select the first
cell range
Figure 6-8
2. Press and
Shortcut menu list of hold the
AutoCalculate options. <Ctrl> key
while you
Figure 6-7 select each
additional cell
or cell range.

Figure 6-8 AutoCalculate value

This lesson covers two, almost unrelated topics, since both of them are so simple and easy to
explain. If you’ve gotten this far in the book you obviously know how to select and use cell
ranges in your formulas. But, how do you select cell ranges that aren’t next to each other?
That’s the first topic explained in this lesson.
The second topic covered in this lesson is how you can use Excel’s nifty AutoCalculate
feature to calculate a total or average of a cell range without entering a formula.

1. Click cell A24, click the Bold button on the Formatting toolbar, type
AutoSum button M-W-F and press <Tab>.
Next you want to total the hours from only the Monday, Wednesday, and Friday rows.
You can select several nonadjacent cell ranges by holding down the <Ctrl> key when
you select the ranges.
2. Make sure cell B24 is active and click the AutoSum button on the
Standard toolbar.
To select non-adjacent Excel selects the closest cell with data in it (B24) as the argument for the SUM
cell ranges press and function. This is isn’t the cell range you want to use in your formula—you want to find
hold the <Ctrl> key the totals of the Monday, Wednesday, and Friday rows.
while you select
additional cells.

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 Chapter Six: More Functions and Formulas 213
3. Select Monday’s cell range, B6:H6, press and hold the <Ctrl> key, select
Wednesday’s cell range, B8:H8, and then select Friday’s cell range,
B10:H10. Release the <Ctrl> button when you’re finished.
The nonadjacent ranges in the Monday, Wednesday, and Friday rows are all selected, as
indicated by the shimmering dotted line around each of the columns. Notice the
formula bar displays the cell ranges: =SUM(B6:H6,B8:H8,B10:H10).
4. Press <Enter>.
Excel calculates the total hours for the Monday, Wednesday, and Friday rows.
On to the second topic covered in this lesson—AutoCalculate. Sometimes you may
want to calculate the total of several cells without actually creating a formula. Excel’s
AutoCalculate makes this incredibly easy—simply select the cell range you want to
total, and the calculation is displayed on down on the status bar.
5. Select the cell range B6:H10.
The AutoCalculate area of the status bar displays the total of the selected cell range: AutoCalculate,
Sum=240. You can also use AutoCalculate to do other simple and quick calculations. found in the
To change the calculation type, right-click the AutoCalculate area of the status bar. Status Bar
6. Right-click the AutoCalculate area of the Status bar.
A shortcut menu appears with a list of the AutoCalculate options:
• None: Disables AutoCalculate.
• Average: Calculates the average of the selected cells.
• Count: Counts the number of non-empty cells.
• Count Nums: Counts the number of cells that contain numbers.
• Max: Returns the largest value in a range of cells.
• Min: Returns the smallest value in a range of cells.
• Sum: Adds all the numbers in a range of cells (the default setting.) ! Quick Reference
You want AutoCalculate to display the average of any selected cells.
To Select Nonadjacent
7. Select Average from the AutoCalculate shortcut menu. Cell Ranges:
AutoCalculate calculates the average for the selected cell range. Return AutoCorrect • Select the first cell range,
back to the default Sum setting. then press and hold the
8. Right-click the AutoCalculate area of the Status bar and select Sum. <Ctrl> key while you
select additional cell
9. Save your work. ranges.
To Use AutoCalculate:
• Select the cell range you
want to total or calculate.
The Status bar will display
the results.
To Change the
AutoCalculate Function:
• Right-click the
AutoCalculate area of the
Status bar and select the
function you want
AutoCalculate to use from
the shortcut menu.

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Lesson 6-5: Using the IF Function

to Create Conditional Formulas
Figure 6-9
Creating a conditional
formula using the IF
function and the Function
Arguments dialog box.
Figure 6-10
The syntax for the IF
function.

Figure 6-9

=IF(A5>10,A4*.75,A4)
Function

Logical Test Value if True Value if False

Value or Value that is Value that is
expression that returned if returned if
can be evaluated Logical Test is Logical Test is
to True or False True False
Figure 6-10

This lesson introduces a very useful function, the IF function. The IF function is a conditional
function or logical function because it will evaluate a condition you specify and return one
value if the condition is true and another value if the condition is false. For example, you
could use the IF function in a invoice to create a formula that would subtract a 5% discount
from the invoice if the total was more than $500.00, otherwise it wouldn’t subtract anything.
The IF function contains 3 parts or arguments, as shown in Figure 6-10. Since you can use the
Insert Function tool to help you create IF function formulas you really don’t need to
memorize the syntax of the IF function.

1. Click cell B17 and press <Delete> to clear the cell contents.
The Federal Income tax rate changes at different income levels. You have determined
that employees that earn $500 or more in a week are subject to a 15% tax rate, while
Insert Function employees that earn less than $500 in a week are subject to a 10% tax rate. You can
button create a formula using the IF function to evaluate the employee’s earnings and then
multiply it by the appropriate tax rate. The IF function is a little more difficult than
other functions, so use the Insert Function tool to help you enter it.
2. Click the Insert Function on the Standard toolbar.
The Function Arguments dialog box appears.

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 Chapter Six: More Functions and Formulas 215
3. Select Logical in the Function category list, select IF in the Function
name list, and click OK.
The Function Arguments dialog box appears, as shown in Figure 6-9. You’re ready to
start entering the IF formula.
4. Type B14>=500 in the in Logical_test text box.
You just entered the first argument of the IF function, which evaluates a statement as
true or false (see Figure 6-10). Here you want to evaluate if the value in B14 is equal to
or greater than $500.
NOTE: Remember, you can also create cell references by clicking the cell or cell
range you want to reference. Click the Collapse Dialog button to collapse the Collapse Dialog
function palette and select the cell range if the Function Arguments dialog box Box button
is in the way.
The next step is entering true argument of the IF function—the value the function
should enter if the value is equal to or greater than $500.
5. Select the Value_if_true text box by clicking it or pressing the <Tab>
key, and type B14*.15.
If the values in B14 is equal to or greater than 500 the IF function will multiple the
value in cell B14 by 0.15. Move on to the next step to complete the IF function by
entering the Value if false argument—what the function should do if the value is not
equal to or greater than $500.
6. Move to the Value_if_false text box by clicking it or pressing the <Tab>
key, and type B14*.1.
If the value in B14 is less than $500, the IF function will multiple the value in cell B14
by 0.10. Compare your screen with the one shown in Figure 6-9.
7. Click OK to complete the formula.
The Function Arguments dialog box closes. The IF function in B17 multiplies the
Gross Pay by 15%, since it is equal to or greater than $500.
8. Copy the formula in cell B17 to the remaining cells in row 17. ! Quick Reference
After copying the IF formula, notice that those columns with Gross Pay less than $500 To Use the IF Function in
are multiplied by 10% instead of 15%. a Formula:
9. Save your work and close the current workbook. • Write the formula using
The IF function is one of the more difficult functions, but it’s also very powerful and is well the syntax
worth the effort of learning how to use it. =IF(logical_test,value_if_t
rue,value_if_false).
Or…
1. Click the Insert
Function button on the
Formula bar to open the
Insert Formula dialog box.
2. Select Logical in the
Function category list,
select IF in the Function
name list, and click OK.
3. Enter the required
arguments for the IF
function.

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Lesson 6-6: Using the PMT

Function
Figure 6-11
The Function Arguments
dialog box
Figure 6-12
The Function Arguments
dialog box.
Figure 6-13
The PMT Function. Figure 6-12
Figure 6-11
Figure 6-14 =PMT(.09/12,36,10000)
Using the PMT function to
Function
calculate monthly loan
payments. Rate Nper Pv
The interest The number The present
rate per of payments value of loan Figure 6-14
period amount, or
Figure 6-13 principal

The PMT function is a very valuable function if you work with real estate, investments, or are
considering taking out a loan. The PMT function calculates the payment for a loan based on
periodic payments and a constant interest rate. For example, say you want take out a $10,000
car loan at 8% interest and will pay the loan off in four years. You can use the PMT function
to calculate that the monthly payments for such a loan would be $244.13.You can also use the
PMT function to determine payments to annuities or investments. For example, if you want to
save $50,000 in 20 years by saving the same amount each month, you can use PMT to
determine how much you must save.

1. Open the workbook named Lesson 6B and save it as Mortgage Table.

Insert Function All of the information you need to find the monthly payments has already been
button
entered—all you have to do use the PMT function to calculate the monthly payment.
The PMT function is a little complicated, so use the Insert Function feature to help you
enter it.
2. Click cell D4 and click the Insert Function button on the Formula bar.

3. Select Financial from the Function Category list, scroll down the
Function list, select PMT and then click OK.
The Function Arguments dialog box appears, as shown in Figure 6-12. You’re ready to
start entering the PMT formula to calculate the monthly mortgage payments. Look at
Figure 6-12: the first argument of the PMT function is the interest rate. Since the
Function Arguments dialog box is in the way you’ll have to click the Collapse Dialog
button to see and reference the cells on the worksheet.

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 Chapter Six: More Functions and Formulas 217
4. Click the Rate Collapse Dialog Box button, click cell C4, and press
<Enter>.
Because you want to calculate monthly payments instead of annual payments, you will
need to divide the annual interest rates by 12. Collapse Dialog
5. Type /12 to divide the annual interest rate. Box button
C4/12 should appear in the Rate text box. The next argument in the PMT function is
the Nper—the total number of payments for the loan.
6. Click the Nper box and type B4*12.
Again, you want to calculate monthly, not annual payments, so you need to multiple
the total number of years by 12. The last step in the PMT formula is entering the Pv— Enter button
the principal.
7. Click the Pv Collapse Dialog Box button, click cell A4, and press
<Enter>.
You’re finished entering the PMT formula, so you can close the Function Arguments
dialog box.
8. Click OK.
The Function Arguments dialog box closes, and the monthly payment, ($1,162.95),
appears in cell D4. Hey! Why does the monthly payment appear as a negative number?
It’s because the PMT formula shows the borrower’s point of view, and therefore the
payments are calculated as a negative cash flow. You can easily change the formula so
that it shows a positive number by editing the formula and placing a minus sign in front
of the Pv value.
9. Edit the formula in cell D4 by clicking the Formula bar, and adding a
- (minus sign) immediately after the = sign, so that the formula reads
=-PMT(C4/12,B4*12,A4), then click the Enter button on the Formula
bar.
The PMT formula now displays the monthly payments as a positive number. Copy the
formula to find the monthly payments for the other loans. ! Quick Reference
10. Copy the formula you just created to the cell range D4:D6.
To Use the IF Function in
The PMT formula is copied. Cell D5 displays a monthly payment of $1,208.39 and cell a Formula:
D6 displays a monthly payment of $1,048.82. Now that you have calculated the
• Write the formula using
monthly payments for each of the three loans, you can easily calculate even more
the syntax
information, such as the total interest paid and total amount paid on each loan.
PMT(rate,nper,pv)
11. Click cell E4, type =, click cell D4, type *, click cell B4, type *12, so that
Or…
the formula reads =D4*B4*12, and click the Enter button on the
Formula bar. 1. Click the Insert
Function button on the
Now that you know the total amount of all the loan payments, you can find how much
Formula bar to open the
the total interest will be.
Insert Formula dialog box.
12. Click cell F4, type =, click cell E4, type -, click cell A4 and click the Enter
2. Select Financial in the
button on the Formula bar. Function category list,
Wow! That interest really adds up, doesn’t it? select PMT in the
13. Copy the formulas in cells E4:F4 into the cells E5:F7. Compare your Function name list, and
workbook with the one in Figure 6-14. click OK.
3. Enter the required
14. Try experimenting with different loan amounts, interest rates, and loan arguments for the PMT
lengths for the different loans, then save your work and close the function.
Mortgage table worksheet.

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Lesson 6-7: Displaying and Printing

Formulas
Figure 6-15
The View tab of the
Options dialog box.
Figure 6-16
A worksheet with formulas
displayed.
Click to display
formulas

Figure 6-15

Figure 6-16

Excel normally displays the results of formulas in the worksheet. You have to select a cell and
look in the formula bar if you want to see the cell’s formula. You can have Excel display the
actual formulas in the worksheet cells instead of their results—and learning how to do that is
the topic of this lesson. Once you display a worksheet’s formulas, you can print them for
documentation purposes.

1. Select Tools → Options from the menu and click the View tab.
The View tab of the Options dialog box appears, as shown in Figure 6-15.
2. Under the Windows options section, click the Formulas check box to
select it, then click OK.
The Options dialog box closes. Notice the worksheet columns are widened, and instead
of displaying the results of formulas, they now display the actual formulas, as shown in
Figure 6-16. Since the worksheet columns are so wide, you will have to scroll the
worksheet to see all of the formulas.

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 Chapter Six: More Functions and Formulas 219
3. Scroll the worksheet horizontally, until you can see the F column.
You can also print the worksheet with the formulas displayed. For the formulas to be
meaningful when they are printed, however, you need to tell Excel to print the
worksheet row number and column letter headings.
4. Select File → Page Setup from the menu and click the Sheet tab.
Now specify that you want the row and column headings to be printed.
5. Click the Row and Column Headings check box and click OK.
Now preview your worksheet to see how it will look when printed.
6. Click the Print Preview button on the Standard toolbar. Use the
pointer to zoom in and out of the worksheet.
Print Preview
The worksheet will be printed with the formulas and row and column headings button
displayed.
7. Click Close.

8. Select Tools → Options from the menu, make sure the View tab is
selected, click the Formulas check box to deselect it, and then click
OK.
Excel displays the results of the formulas instead of the formulas themselves.
9. Close the workbook without saving it.

! Quick Reference
To Display or Hide
Worksheet Formulas:
1. Select Tools → Options
from the menu and click
the View tab.
2. Check or uncheck the
Formulas check box.

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220 Microsoft Excel 2002

Lesson 6-8: Fixing Formula Errors

Figure 6-17
A worksheet with several
error values.
Figure 6-18
The Error Checking dialog
box.
Figure 6-17 Figure 6-18
Figure 6-19
Remove Remove Circle Show
Tracing the source of an Error Precedents Dependent Trace Invalid Watch
error using the Auditing Checking Arrows Arrows Error Data Window
toolbar.

Trace Trace Remove All New Clear Evaluate

Precedents Dependents Arrows Comment Validation Formula
Circles
Figure 6-19

Sometimes Excel comes across a formula that it cannot calculate. When this happens, it
displays an error value (see Table 6-3: Excel Error Values). Error values occur because of
incorrectly written formulas, referencing cells or data that doesn’t exist, or breaking the
fundamental laws of mathematics, like division by 0.
In this lesson, you will learn about the error values you might encounter in Excel, and what
you can do to fix them.
Excel displays ####
when numerical 1. Open the workbook Lesson 6C.
information is too This workbook, created by a user who is not as proficient in Excel as you are, contains
large to be displayed several common errors that you will likely encounter. Notice cells B7, B8, B10, and
in a cell. Adjust the B12 all have a string of #####’s in them, as shown in Figure 6-17. Technically, this
column width to fix isn’t an error—the numerical information in the cells is just too large to be displayed in
the problem. the current cell width. To fix the problem you simply need to widen the column.
2. Double-click the line between the B and C the column headers.
Word automatically adjusts the width of the selected column so that it can display the
widest cell entry and the #####’s disappear.
Excel 2002 includes a useful new feature that checks for errors in your formulas—
think of it as spell check for math. Here’s how to use the new error-checking feature.
3. Select Tools → Error Checking from the menu.
A green triangle The Error Checking dialog box appears, as shown in Figure 6-18. The first error Excel
appears in a cell when finds is in cell D5. This cell displays #DIV/0!. This error code results when Excel tries
an error is found. to divide a number by zero. The Auditing toolbar can help you track down and correct
errors in your formulas. Here’s how to summon the Auditing toolbar.
4. Select Tools → Toolbars → Formula Auditing from the menu.
The Formula Auditing toolbar appears, as shown in Figure 6-17. The Formula Auditing
toolbar helps you find cells that have a relationship to a formula, displays formulas
affected by changes made to the cell, and tracks down the sources of error values.

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 Chapter Six: More Functions and Formulas 221
4. Click cell D5, and then click the Trace Error button on the Formula
Auditing toolbar.
An arrow appears from the active cell, D5, to the cells that caused the error. Notice cell
B5 contains a value, while cell C5 is blank—the source of the #DIV/0! error in cell D5.
To fix the error, you must enter a value in cell C5. Trace Error
button
5. Click cell C5, type 1 and press <Enter>. Click the Remove All Arrows
button on the Formula Auditing toolbar to remove the tracer arrow.
The error value in cell D5 is replaced by the correct calculation of the formula. Next,
look at cell B12, the one that calculates the agent’s commission. Hmm… considering
the commission rate at North Shore travel is 5% this commission amount seem too Remove All
Arrows button
large. You can investigate this value by tracing the cell precedents—the cells that are
related in some way to the formula.
6. Click cell B12 and click the Trace Precedents button on the Formula
Auditing toolbar.
Trace Precedents
Arrows appear from the cell range B4:B10 to cell B12. You can now easily see the button
source of the problem: the cell range includes both the sales totals and the sum of the
sales totals, doubling the value used to calculate commission. Fix the error.
7. Edit the formula in cell B12 so it reads =B10*0.05 and press <Enter>.
The formula now calculates a more reasonable commission amount, $731.70. You can
close the Auditing toolbar since you’re finished using it.
8. Click the Formula Auditing toolbar’s close button to close it, close
the Error Checking dialog box, and then Exit Excel without saving you
changes.
Table 6-3: Excel Error Values lists the error values Excel displays when it encounters an error
and what these rather cryptic-looking error values mean.

Table 6-3: Excel Error Values

Error Value Description
##### The numeric value is too wide to display within the cell. You can resize the
column by dragging the boundary between the column headings. ! Quick Reference
#VALUE! You entered a mathematical formula that references a text entry instead of a To Display or Hide the
numerical entry. Auditing Toolbar:
#DIV/0! You tried to divide a number by zero. This error often occurs when you create a • Select Tools → Auditing
formula that refers to a blank cell as a divisor. → Show Auditing
Toolbar.
#NAME? You entered text in a formula that Excel doesn't recognize. You may have
misspelled the name or function, or typed a deleted name. You also may have To Correct Formula
entered text in a formula without enclosing the text in double quotation marks. Errors:
• Refer to Table 6-3: Excel
#N/A This error occurs when a value is not available to a function or a formula. If
Error Values.
certain cells on your worksheet contain data that is not yet available, enter #N/A
in those cells. Formulas that refer to those cells will then return #N/A instead of
attempting to calculate a value.
#REF! The #REF! error value occurs when a cell reference is not valid. You probably
deleted the cell range referenced to in a formula.
#NUM! The #NUM! error value occurs when you used an invalid argument in a
worksheet function.
#NULL! You specified an intersection of two ranges in a formula that do not intersect.

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222 Microsoft Excel 2002

Mathematical Functions
You can find any of Excel’s mathematical functions on a typical scientific calculator. If still
remember your algebra classes, many of these functions, such as SIN, COS, and LOG should
be familiar to you.

Function Syntax Description

ABS =ABS(number) Determines the absolute value of a number. The
absolute value of a number is the number without its
sign.
ACOS =ACOS(number) Returns the arccosine of an angle. ACOS is the inverse
of the COS function.
ASIN =ASIN(number) Returns the arcsine of an angle. ASIN is the inverse of
the SIN function.
COMBIN =COMBIN(number, Calculates the number of possible combinations from a
number_chosen) given number of items.
Example: You want to form a two-person team from five
candidates, and you want to know how many possible
teams can be formed.
COMBIN(5, 2) equals 10 teams.
COS =COS(number) Returns the cosine of an angle.
DEGREES =DEGREES(angle) Converts radians into degrees.
EVEN =EVEN(number) Rounds a number up to the nearest even or odd integer.
ODD
EXP =EXP(number) Calculates the value of the constant e (approximately
2.71828182845904) raised to the power specified by its
argument.
Example: EXP(2) equals e2, or 7.389056
FACT =FACT(number) Calculates the factorial of a number. The factorial of a
number is the product of all the positive integers from
one up to the specified number.
Example: FACT(5) equals 1*2*3*4*5 equals 120
LN =LN(number) Calculates the natural (base e) logarithm of a positive
number.
LOG =LOG(number, base) Calculates the logarithm of a positive number using a
specified base.
LOG10 =LOG(number) Calculates the base 10 logarithm of a number.
MOD =MOD(number, Returns the remainder after number is divided by
divisor) divisor.
Example: MOD(3, 2) equals 1, the remainder of dividing
3 by 2.

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 Chapter Six: More Functions and Formulas 223
Function Syntax Description
PI =PI( ) Returns the value of the constant pi (π), accurate to 14
decimal places.
POWER =POWER(number, Raises a number to the specified power.
power)
PRODUCT =PRODUCT(number1, Multiplies all the numbers in a range of cells
number2…)
RADIANS =DEGREES(angle) Converts degrees to radians.
RAND =RAND() Generates a random number between 0 and 1.

RANDBETWEEN =RANDBETWEEN Generates a random number between the bottom and

(bottom, top) top arguments.

ROUND =ROUND(number, Rounds a number to a specified number of digits. The

num_digits) ROUNDDOWN and ROUNDUP function take the same
ROUNDDOWN
form as the ROUND function, and as their name implies,
ROUNDUP always round either up or down.

SIGN =SIGN(number) Determines the sign of a number. Results in 1 if the

number is positive, zero (0) if the number is 0, and -1 if
the number is negative.
SIN =SIN(number) Returns the sine of an angle.
SQRT =SQRT(number) Returns a positive square root of a number.
SUM =SUM(number1, Adds all the numbers in a range of cells. You can enter
number2…) the SUM function by clicking the AutoSum button on the
Standard toolbar.

TAN =TAN(number) Returns the tangent of an angle.

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224 Microsoft Excel 2002

Financial Functions
Excel’s financial functions are vital if you work with investments or real estate. Financial
functions help determine loan payment amounts, calculate the future value of investments,
and find rates of return.

Function Syntax Description

FV =FV(rate, number of Calculates the future value of an investment based on
periods, payment, present periodic, constant payments and a constant interest rate.
value*, type*)
Example: You plan to deposit $2,000 a year for 35 into an
IRA, and you expect a 10% average rate of return.
=FV(10%,35,-2000) equals $542,048.74
IMPT =PMT(rate, period, Calculates the interest payment for over a specified period
number of periods, of time, with constant periodic payments and a constant
present value, future interest rate.
value*, type*)
Example: The following formula calculates the interest
due in the first month of a three-year $8000 loan at 10
percent annual interest:
IPMT(0.1/12, 1, 36, 8000) equals -$66.67
IRR =IRR(values, guess) Calculates the internal rate of return of investment. The
investments do not have to be equal, but they must occur
at regular intervals. The internal rate of return is the
interest rate received for an investment consisting of
payments (negative values) and income (positive values)
that occur at regular periods.

Example: You want to start a business. It will cost $40,000

to start the business, and you expect to net the following
income in the first three years: $10,000, $15,000, and
$20,000. Enter the four values in the cells A1:A4 of the
worksheet, making sure to enter the initial $40,000
investment as a negative value.

IRR(A1:A4) equals 5%

NPV =NPV(rate, value1, Calculates the net present value of an investment by using
value2, ...) a discount rate and a series of future payments (negative
values) and income (positive values).

PMT =PMT(rate, number of Calculates the payment for a loan based on constant
periods, present value, payments and a constant interest rate.
future value*, type*)
Example: The following formula calculates the monthly
payment on a $20,000 loan with an annual interest rate of
9% that must be paid in 36-months.
PMT(9%/12, 36, 20000) equals ($635.99)

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 Chapter Six: More Functions and Formulas 225
Function Syntax Description
PV =PV(rate, number of Returns the present value of an investment.
periods, payment, future Example: An annuity that pays $600 every month for the
value*, type*) next 20 years costs $50,000, and the money paid out will
earn 7 percent. You want to determine whether this would
be a good investment. Using the PV function, you find that
the present value of the annuity is:
PV(0.07/12, 12*20, 600, , 0) equals ($77,389.50)
RATE =RATE(total number of Determines the interest rate per period of an annuity.
payments, payment,
present value) Example: You want to calculate the rate of a four-year (48
month) $8,000 loan with monthly payments of $200. Using
the RATE function you find:

RATE(48, -200, 8000) equals 0.77 percent

This is the monthly rate, because the period is monthly.

The annual rate is 0.77%*12, which equals 9.24 percent.
* Optional arguments.

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226 Microsoft Excel 2002

Date and Time Functions

You can use dates and time in your formulas just like any other value. For example, if cell A1
contained the entry 5/1/99 you could use the formula =A1+100 to calculate the date 100 days
later, which is 8/9/99.
One very important thing to know about working with date and time functions: while Excel
can display dates and times using just about any format, it actually stores dates as
chronological numbers called serial values. So when you think of dates as months, days, and,
years, such as May 1, 1999, Excel thinks of dates in terms of serial numbers, such as 36281.
NOTE: Since the following date and time formulas often return serial number values,
you should format any cells with date or time formulas with data and time
formats that you can easily understand. You can also create custom number
formats to display the results of date formulas. For example, the custom
format dddd would display only the day, Monday, instead of the entire date,
8/9/99.
Function Syntax Description
DATE =DATE(year, month, Enters a date in the cell.
day)
Example: DATE(99,5,1) equals May 1, 1999.
TODAY =TODAY( ) A special version of the DATE function. While the DATE
function can return the value of any date, the TODAY
function always returns the value of the current date.
TIME =TIME(hour, minute, Enters a time in the cell. Uses a 24-hour (military) time
second) system.

Example: TIME(14,30) equals 2:30 PM.

TODAY =NOW( ) A special version of the TIME function. While the TIME
function can return the value of any time, the NOW
function always returns the value of the current time.
WEEKDAY =WEEKDATE Returns a day of the week for a specific date. The
(serial_number, serial_number argument is a date value (or reference to
return_type) one).
Example: WEEKDAY("2/14/90") equals Wednesday.
YEAR =YEAR Returns a value of the year for a specific date. The
(serial_number, serial_number argument is a date value (or reference to
return_type) one).
Example: YEAR("3/15/1998”) equals 1998.
MONTH =MONTH Returns a value of the month for a specific date. The
(serial_number, serial_number argument is a date value (or reference to
return_type) one).
Example: MONTH("3/15/1998”) equals 3.

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 Chapter Six: More Functions and Formulas 227
Function Syntax Description
DAY =DAY(serial_number, Returns a value of the day for a specific date. The
return_type) serial_number argument is a date value (or reference to
one).
Example: DAY("3/15/1998”) equals 15.
HOUR =HOUR Returns hour value for a specific time. The
(serial_number) serial_number argument is a time value (or reference to
one). Uses a 24-hour time format.
Example: HOUR("12:15:45”) equals 12.
MINUTE =MINUTE Returns the minute value for a specific time. The
(serial_number) serial_number argument is a time value (or reference to
one). Uses a 24-hour time format.
Example: MINUTE("12:15:45”) equals 15.
SECOND =SECOND Returns a value of a second for a specific time. The
(serial_number) serial_number argument is a time value (or reference to
one). Uses a 24-hour time format.
Example: SECOND("12:15:45”) equals 45.
HOUR =HOUR(number, Calculates the number of possible combinations from a
number_chosen) given number of items.
Example: You want to form a two-person team from five
candidates, and you want to know how many possible
teams can be formed.
COMBIN(5, 2) equals 10 teams.
DAYS360 =DAYS360(start_date, Returns the number of days between two dates based
end_date) on a 360-day year (twelve 30-day months), which is
used in some accounting calculations.
Example: DAYS360("1/30/93", "2/1/93") equals 1

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228 Microsoft Excel 2002

Statistical Functions
Excel offers a large number of functions to help you analyze statistical data. If they’re not
enough you can also use the Analysis Toolpak, found under Tools → Data Analysis.
Function Syntax Description
AVERAGE =AVERAGE(number1, Calculates the average, or arithmetic mean, of the
number2…) numbers in the range or arguments.

COUNT =COUNT(number1, Counts the number of cells that contain numbers, including
number2…) dates and formulas. Ignores all blank cells and cells that
contain text, or errors.

COUNTA =COUNTA(number1, Counts the number of all nonblank cells, regardless of

number2…) what they contain.

COUNTIF =COUNTIF(range,criteria, Counts the cells only if they meet the specified criteria.
sum_range) Similar to SUMIF.
MAX =MAX(number1, Returns the largest value in a range.
number2…)
MEDIAN =MEDIAN(number1, Calculates the median of the numbers in the range or
number2…) arguments. The median is the number in the middle of a
set of numbers—half the numbers have values that are
greater than the median, and half have values that are
less.
MIN =MIN(number1, Returns the smallest value in a range.
number2…)
MODE =MODE(number1, Determines which value occurs most frequently in a set of
number2…) numbers.
STDEV =STDEV(number1, Estimates standard deviation based on a sample. The
number2…) standard deviation is a measure of how widely values are
dispersed from the average value.
STDEVP =STDEVP(number1, Estimates standard deviation based on an entire
number2…) population.
SUMIF =SUMIF(range,criteria, Adds the cells only if they meet the specified criteria.
sum_range)
Example: You want to total the cell range B1:B5 only if the
value in cellA1 is greater than 500.
SUMIF(A1,">500",B1:B5)
VAR =VAR(number1, Estimates variance based on a sample.
number2…)
VARP =VARP(number1, Estimates variance based on an entire population.
number2…)

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Database Functions
Database functions return results based on filtered criteria. All the database functions use the
same basic syntax =Function(database, field, criteria). The arguments include:
• Database: The cell range that makes up the list or database.
• Field: Indicates which column is used in the function. You can refer to fields by their
column label enclosed with double quotation marks, such as "Name" or as a number that
represents the position of the column in the list: 1 for the first column, 2 for the second,
and so on—not the column heading numbers!
• Criteria: Is a reference to the cell or cell range that specifies the criteria for the function. Using this criteria
For example, you might only want to total records from a certain region. range (A1:A3) in a
database function
Function Syntax Description would only calculate
records with New York
DAVERAGE =DAVERAGE(database, Find the average of values in a column in a list or or Boston in the
field, criteria) database that match the criteria you specify. Destination field.
DCOUNT =DCOUNT(database, Counts the number of cells that contain numbers from a
field, criteria) list or database that match the criteria you specify.

DGET =DGET(database, field, Extracts a single record from a database that matches the
criteria) criteria you specify.

DMAX =DMAX(database, field, Returns the largest value from a database that matches
criteria) the criteria you specify.
DMIN =DMIN(database, field, Returns the smallest value from a database that matches
criteria) the criteria you specify.
DSTDEV =DSTDEVP(database, Estimates standard deviation based on a sample. The
field, criteria) standard deviation is a measure of how widely values are
dispersed from the average value.
DSUM =DSUM(database, field, Adds the values in a column in a list or database that
criteria) match the criteria you specify.

DVAR =DVAR(database, field, Estimates variance based on a sample from selected list
criteria) or database entries.

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230 Microsoft Excel 2002

Chapter Six Review

Lesson Summary
Formulas with Several Operators and Cell Ranges
• If you combine several operators in a single formula, Microsoft Excel performs the operations in
this order: ( ), :, %, ^, * and /, + and -, = <> <= >=.
• Change the order of precedence by enclosing the part of the formula you want to calculate first in
parentheses.

Using Insert Function to Enter and Edit Formulas

• The Insert Function tool assists you select, enter, and edit worksheet functions.
• To Use the Insert Function tool to Enter or Edit a Formula: Select the cell where you want to
enter or edit a formula and click the Insert Function button on the Formula bar.

Creating and Using Range Names

• You can create a range name by selecting a cell range and then giving it a name in the
Name box in the Formula bar.
• You can refer to names in your formulas. For example, =SUM(Expenses) instead of
=SUM(B3:B35). You can also refer to column and row headings in your formulas.
• To Automatically Create Names: Select the cell or cell range you want to name and select Insert
→ Name → Create from the menu. Change the check boxes in the Create Names dialog box and
click OK.
• To Change the Cell Reference of a Name: Select the new cell or cell range you want to use as
the reference and Select Insert → Name → Apply from the menu. Select the name you want to
use in the selected reference and click OK.

Selecting Nonadjacent Ranges and Using AutoCalculate

• Select cell ranges that aren’t next to each other by selecting the first range, and then pressing and
holding the <Ctrl> key while you select additional cells.
• The Status bar displays the total (or other selected calculation) of the selected cell range.
• To Change the AutoCalculate Function: Right-click the AutoCalculate area of the Status bar and
select the function you want AutoCalculate to use from the shortcut menu.

Using the IF Function to Create Conditional Formulas

• The IF function evaluates a condition you specify and returns one value if the condition is true and
another value if the condition is false.
• The syntax for the IF function is =IF(logical_test,value_if_true,value_if_false). It’s much easier to
create IF formulas using the Insert Function tool.

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 Chapter Six: More Functions and Formulas 231

Using the PMT Function

• The PMT function calculates the payment for a loan based on periodic payments and a constant
interest rate.
• The syntax for the PMT function is =PMT(rate,nper,pv). It’s much easier to create PMT formulas
using the Insert Function tool.

Displaying and Printing Formulas

• To Display or Hide Worksheet Formulas: Select Tools → Options from the menu and click the
View tab and Check or uncheck the Formulas check box.

Fixing Errors in Your Formulas

• Be able to identify and correct any error values.
• The Auditing toolbar helps track the cause of an error. Display it by selecting Tools → Auditing
→ Show Auditing Toolbar.

Quiz
1. Excel always calculates formulas from left to right (True or False?)

2. Which of the following formulas will Excel NOT be able to calculate? (Trick
Question!)
A. =SUM(A1:A5)-10
B. =SUM(Sales)-A3
C. =SUM(A1:A5)/(10-10)
D. =SUM(A1:A5)*.5

3. Which of the following statements is NOT true?

A. The Insert Function button on the Formula bar helps you select, enter, and edit
formulas.
B. Range names can contain up to 255 characters, including spaces.
C. You can create a range name by selecting a cell range and entering the range name in
the Name box in the Formula bar.
D. You can refer to range names when you reference cells in your formulas.

4. Which of the following statements is NOT true?

A. You can select cell ranges that aren’t next to each other by selecting the first cell
range, pressing and holding the <Ctrl> key and select any additional cell ranges.
B. =IF(A4 >10, 0.5, 0) is a example of a properly entered formula using the IF function.
C. If the Insert Function tool obscures the cells you want to reference in a formula you
can click the Collapse Dialog box to temporarily shrink the Insert Function tool.
D. Excel displays the error value “######” when it doesn’t recognize the text you’ve
entered into a formula.

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232 Microsoft Excel 2002

5. Which is the fastest method to find the total of a cell range?

A. Select a blank cell, click the AutoSum button on the Standard toolbar, select the cell
range and click <Enter>.
B. Select a blank cell, type “=SUM”, select the cell range, type “)” and click <Enter>.
C. Select the cell range and the status bar will display its total.
D. Select the cell range, click the AutoSum button, and the Name box in the Formula
bar will display the total.

6. What does the error #DIV/0! mean?

A. That a number value is too wide to display within the cell.
B. That a formula is divided by zero or an empty cell.
C. That a formula is divided by the letter O.
D. That you won’t be receiving any stock dividends this year.

7. You are thinking about buying a $250,000 house. What function can help
you calculate your monthly payments?
A. SUM.
B. IF.
C. PMT.
D. COUNT.

8. Which of the following statements is NOT true?

A. Range names can make it to reference cells. For example, instead of typing (A1:B10)
you could refer to the same cell range by its name, Expenses.
B. You can create a range name by selecting a cell range and then entering its name in
the Name box in the Formula bar.
C. You can’t use range names in a formula.
D. You can use column and row labels in a worksheet to refer to data in formulas.

9. Which of the following formulas would find the smallest number in the cell
range B10 to E25?
A. =COUNT(B10:E25).
B. =MIN(B10:E25).
C. =FIND(B10:E25).
D. =SMALL(B10:E25).

Homework
1. Open the Homework 6 workbook and save it as “Commission Bonus.”
2. Add formulas in the Total column and Total row that total the appropriate column or
row.
3. Create a formula in cell B10 that calculates the average of the cell range B4:F8.
4. Use AutoCalculate to find the totals sales to W Europe and E Europe (Hint: select
cell range B4:C8 and look at the status bar.)
5. In cell B14 create a formula that calculates how much of a commission bonus each
agent receives. If an agent’s sales were more than $30,000 they receive a $500 bonus
otherwise they receive nothing. (Hint: You’ll have to use the IF function.) Copy the
formula to the remaining travel agents when you’re completed the formula.

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 Chapter Six: More Functions and Formulas 233
6. Display the formulas used in the Commission Bonus worksheet instead of their
results. Change the display back to results when you’re finished.

7. Create a range name: Select the cell range A14:B18 click in the Name box and type
“Commissions”.

Quiz Answers
1. False. If you combine several operators in a single formula, Microsoft Excel
performs the operations in this order: ( ), :, %, ^, * and /, + and -, = <> <= >=.
2. C. The (10-10) portion of the formula would result in 0, causing the formula to
divide by 0, which if you remember your math classes is impossible.
3. B. Range names cannot have spaces in them.
4. D. The error value “######”means a numeric value is too wide to display within the
cell. You can resize the column by dragging the boundary between the column
headings.
5. D. AutoCalculate automatically displays the total of any selected cells and is the
fastest and easiest method to find the total of a cell range.
6. B. #DIV/0! is the division by zero error.
7. C. The PMT function calculates the payment for a loan based on periodic payments
and a constant interest rate.
8. C. You can use range names in a formula, for example =SUM(Income).
9. B. =MIN(B10:E25) would find the smallest number.

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 Chapter Seven:
Working with Lists
Chapter Objectives: " Prerequisites
• Create a list • How to use menus,
toolbars, dialog boxes,
• Use the Data Form to add, find, edit, and delete records and shortcut
keystrokes.
• Sort a list
• How to enter values
• Use the AutoFilter to filter a list and labels.

• Create a custom AutoFilter

• Create and use an advanced filter
• Use data validation when entering records to a list

Chapter Task: Create a list that tracks customers and flights

Another task Excel can perform is keeping track of information in lists or databases. Some
examples of things you might track in a list include telephone numbers, clients, and employee
rosters. Once you create a list in Excel, you can easily find, organize, and analyze its
information with Excel’s rich set of list-management features.
In this chapter, you will learn how to create a list, and then add, modify, delete, and find
information in it. You’ll also learn how you can use Excel’s filter commands to display
specify information, such as records from a specific zip code.
236 Microsoft Excel 2000

Lesson 7-1: Creating a List

Figure 7-1
The list’s field names are
entered in the first row of
the list.
Figure 7-2
A list with two records. Figure 7-1

Figure 7-2
Fields for the list Each record is
appear in columns stored in a row

We’ll start this chapter off by creating a list. Lists are organized by records. Each record
contains information about a thing or person, just like an individual listing in a phone book.
Records are broken up into fields, which store specific pieces of information. For example,
the LastName field would contain people’s last names, and the Phone field would contain
their phone numbers. In Excel, the columns contain the list’s fields, and the rows contain the
list’s records. See Figure 7-2 for an example of how information is stored in columns and
rows.
Creating a list in Excel is easy—almost too easy, and people often create lists without
planning and thinking about how they will work with the information in the future. Think
ahead when you create a list—it’s often difficult to make changes to the structure of the list
once there is information in it. Table 7-1: Guidelines for Creating Lists for some guidance on
creating list.

1. Start Microsoft Excel.

The first step in creating a list is entering the field names for the list. Make sure you
always put the field names in the first row of the list.
2. Type First in cell A1 and press the <Tab> key to move to the next cell.

3. Type the remaining field names, each in its own cell, as shown in Figure
7-1.
Don’t worry if the field names are wider than the cells—the information is there, you
just can’t see all of it. Move on to the next step to add a couple records to the list.

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 Chapter Seven: Working with Lists 237
4. Enter the information from Figure 7-2 in the second and third rows. Add
an apostrophe (') before you type the Zip Codes (i.e. '55701).
The apostrophe enters the Zip Code as a label instead of a value. If you didn’t add an Type an apostrophe (‘)
apostrophe, Excel would remove the leading zeros (0) from any Zip Codes beginning before a number to
(0), such as 01586. add it as a label
That’s all there is to creating a list. There are, however a few things you can do to the instead of a value.
list to make working with it a little easier. First, make the field headings stand out more
by making them bold.
5. Select the cell range A1:H1 and click the Bold button on the Formatting
toolbar.
When working with lists (especially longer ones) it is usually also a good idea to split Split Box
and freeze the worksheet window so the field headings always remain visible when
you move through the rest of the worksheet.
6. Move the pointer over the vertical split box, located at the top of the Vertical Split Box
vertical scroll bar. When the pointer changes to a , drag the split box
down directly beneath row 1,
Excel splits the worksheet window vertically into two separate panes.
7. Select Window → Freeze Panes from the menu.
The frozen heading row will always be visible at the top of the worksheet, even if the
list contains thousands of records.

Table 7-1: Guidelines for Creating Lists

Guideline Why?
Only have one list on a worksheet Some list management features, such as filtering, can be
used on only one list at a time.

Leave at least one blank column and Excel can then more easily detect and select the list when
one blank row between the list and you sort, filter, or insert automatic subtotals.
other data on the worksheet.
! Quick Reference
Avoid putting blank rows and columns So that Microsoft Excel can more easily detect and select
in the list. the list. To Create a List or
Database in Excel:
Create column labels in the first row of Excel uses the labels to create reports and to find and • Enter the field names as
the list. organize data. column headers.
• Enter records as rows.
Design the list so that all rows have This makes the list more meaningful and organized. • Refer to Table 7-1:
similar items in the same column. Guidelines for Creating
Lists for tips on designing
Try to break up information as much This gives you more power to sort, filter and manipulate your lists.
as possible. the list.

Each column should contain the same This will make the list easier to read and understand.
type of information.

Don’t use duplicate field names. Duplicate field names can cause problems when entering
and sorting information.

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238 Microsoft Excel 2000

Lesson 7-2: Using the Data Form

to Add Records
Figure 7-3 Current record
number
Total number of
The Data Form dialog box. Click to add a new records in the list
record to the list

Click to delete the

current record from the

Click to restore any changes

you made in the data form

Click to find records based

on the criteria you specify
Click to close the
Data Form
Use the scroll bar
when there are too
fields many to fit on
Figure 7-3 the Data Form
Displays the previous Displays the next record in
record in a list. If you a list. If you specified
specified criteria using the criteria using the Criteria
Criteria button, displays button, displays the next
the previous record that record that matches the
matches the criteria criteria

There are two ways to add records to a list: we already covered the first method in the
previous lesson—simply by entering them to the rows in the list range. Once you have entered
the field names for a list, another way to add records to a list is with Excel’s Data Form dialog
box, which you can find under the Data → Form menu. Actually, the Data Form can do a lot
of things, including:
• Adding records
• Displaying and scrolling through records
• Editing existing records
• Deleting records
• Finding specific records
This lesson focuses on using the Data Form to display and add records to the current list—
we’ll cover some of the other topics in the next few lessons.

1. Make sure the active cell is located somewhere inside the list (the cell
range (A1:H3).
The active cell must be within the list in order to use the Data Form.
2. Select Data → Form from the menu.
The Data Form dialog box appears, with the first record in the list, John Peters,
displayed, as shown in Figure 7-3. One of the benefits of the Data Form is it makes it
easy to display and navigate through the various records in a list.

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 Chapter Seven: Working with Lists 239
3. Click the Find Next button to move to the next record in the list.
The next record in the list, Mary Smith, appears in the Data Form.
4. Click the Find Prev button to move to the previous record in the list.
The previous record, John Peters, appears in the Data Form. You can also use the Data
Form to add new records.
5. Click the New button.
A blank data form appears. Notice the text “New Record” appears where the record
number counter was, indicating you are adding a new record to the list. The insertion
point appears in the first field of the Data Form.
6. Type Susan in the Last box and press <Tab> to move the insertion point New Record
to the next field. Indicator
Go ahead and enter the rest of the information for this record, as shown in the next
step.
7. Enter the rest of the information for Susan Ratcliff in the fields as follows: <Tab> moves the
First Last Address City insertion point
Susan Ratcliff Rt. 8, Box 109 Duluth forward one field or
cell. <Shift> + <Tab>
State Zip Annual Trips Income moves the insertion
MN 55801 4 $40,000 point back one field or
Press <Tab>after each entry to move to the next field. Go on to the next step when cell.
you’ve finished.
8. Click the New button to open another blank Data Form, and enter a
record for Harold Williams using the following information:
First Last Address City
Harold Williams 55 Sugar Lane Duluth

State Zip Annual Trips Income

MN 55701 2 $25,000
9. Click Close when you have finished entering the information for Harold
Williams.
The Data Form dialog box closes. Notice the records you added are placed at the end ! Quick Reference
of the list. To Add Records Using the
10. Save your worksheet as List Practice and then close it. Data Form:
1. Make sure the active cell
is located somewhere in
the list and select Data
→ Form from the menu.
2. Click New and enter the
information for the record
in the appropriate text
boxes.

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240 Microsoft Excel 2000

Lesson 7-3: Finding Records

Figure 7-4
The Criteria Data Form.
Figure 7-5
Finding a record with the
Data Form.
Figure 7-6
The Replace dialog box.

Figure 7-4 Figure 7-5

Enter the text you want

to find here
Enter the text you want
to replace it with here

Replace every Find every

occurrence of text in occurrence of
the entire worksheet the text
Replace the selected Find the next occurrence
occurrence of text of the text
Figure 7-6

A task you will undoubtedly want to do if you work with a list is look up or find a specific
record or records, such as a record for a particular client. Like so many other procedures in
Excel, there are two different ways to search for records in your lists:
• Using the Edit → Find Command
• Using the Data Form dialog box
This lesson examines both methods; plus you’ll also learn how you can find and replace
information. For example, if you misspell a city’s name throughout a list, you can use the Find
and Replace command to replace every occurrence of the incorrect spelling with the correct
spelling.

1. Open the workbook named Lesson 7 and save it as Database List.

One method of finding a specific record in a list is to use the Data Form.
2. Make sure the active cell is located inside the list and select Data →
Form from the menu.
The Data Form appears, as shown in Figure 7-4.

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 Chapter Seven: Working with Lists 241
3. Click the Criteria button. Other Ways to Find:
A blank data form appears. Notice the text Criteria appears where the record number • Press <Ctrl> + <F>.
counter was, indicating you are working with a Criteria Data Form. To use the Criteria
Data Form, simply type what you want to look for in the appropriate fields and click
the Find Next button.
4. Click the State field, type WI and click Find Next.
The Data Form displays the first record it finds in the list that is from WI. Other Ways to Replace:
5. Click Find Next to move to the next record that matches the WI criteria. • Press <Ctrl> + <H>.
The Data Form moves to the next record from WI.
6. Click Close.
You can also find information in a list using Excel’s standard Find function, located
under Edit → Find. You can also find and replace information. You discover a mistake ! Quick Reference
in the list: the Zip Codes for Chekov, MN 55411 should be 55414. Use Replace to fix To Find Records using the
the mistake. Data Form:
7. Select Edit → Replace from the menu. 1. Make sure the active cell
The Replace dialog box appears, as shown in Figure 7-6. Enter the incorrect Zip Code is located inside the list
you want to replace—55411, and the Zip Code you want to replace it with—55414. and select Data → Form
8. In the Find what box, type 55411, then click the Replace with box and from the menu.
type 55414. 2. Click the Criteria button,
Now you can replace all the incorrect Zip Codes with the correct Zip Codes. enter the information you
want to search for in the
9. Click Replace All. appropriate fields, and
The Replace dialog box closes, and all of the 55411 Zip Code are changed to 55414. click either the Find Next
or Find Prev button.
NOTE: Think before using the Replace All button—you might not want it to replace
every instance of a word or value! You can find and replace each individual To Find Records using the
occurrence of a word, phrase, or value by clicking Find Next and then Edit → Find Command:
Replace. 1. Select Edit → Find from
10. Save your work. the menu.
2. Enter the information you
want to search for and
click the Find Next
button.
To Find and Replace
Information:
1. Select Edit → Replace
from the menu.
2. Enter the text you want to
search for in the Find
what box, and enter the
text you want to replace it
with in the Replace with
box.
3. Click Replace All to
search and replace every
occurrence of the text or
click the Find Next
button to verify each
replacement.

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242 Microsoft Excel 2000

Lesson 7-4: Deleting Records

Figure 7-7
You can easily delete
selected records in the
Data Form dialog box.
Figure 7-8
Figure 7-8
Click to delete the
Excel asks you to confirm current record
a record deletion.

Figure 7-7

Deleting records is another basic list or database skill you need to know. For example, if you
used a list to track membership, you keep the list up-to-date by deleting people that are no
longer members. There are two ways to delete records:
• By using the Data Form dialog box.
• By deleting the row the record is stored in.
This lesson will give you some practice using each method.

1. Make sure the active cell is located inside the list and select Data →
Form from the menu.
You need to delete the record for Nancy Pauls. First, you need to find her record.
2. Click the Criteria button.
The Criteria Data Form appears.
3. In the First field box type Nancy, click the Last field box, type Pauls,
and click the Find Next button.
The record for Nancy Pauls appears in the Data Form.
4. Click the Delete button.
A dialog box appears, asking you to confirm the deletion, as shown in Figure 7-8.
5. Click OK to confirm the deletion of the record.
The record for Nancy Pauls is deleted, and the next record, Peter Boggins, appears in
the data form.
6. Click Close to return to the worksheet.
Notice that there are no blank rows where the previously deleted records were. When
you delete a record using the Data Form dialog box, Excel automatically moves the
following rows up to replace the deleted record.
You can also delete records by deleting the record’s row.

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 Chapter Seven: Working with Lists 243
7. Right-click the Row 12 Heading and select Delete from the shortcut
menu.
The entire row is deleted, and the remaining rows move up to replace the deleted row.
You’re doing great! Believe it or not, you’ve already made it halfway through the chapter and
are well on your way to learning everything there is to know about lists.

! Quick Reference
To Delete a Record:
1. Make sure the active cell
is located inside the list
and select Data → Form
from the menu.
2. Find the record you want
to delete using the Find
Next, Find Prev, or
Criteria buttons.
3. Click Delete and confirm
the deletion of the record.
Or…
• Delete the record’s rows
or cells.

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244 Microsoft Excel 2000

Lesson 7-5: Sorting a List

Figure 7-9
An unsorted list.
Figure 7-10
The same list, sorted in
ascending order by last
name.
Figure 7-11
The Sort dialog box.

Figure 7-9 Figure 7-10

First sort field

Second sort field

Third sort field

Make sure the Header row

option is selected to make
sure the field labels will not
be included in the sort

Figure 7-11

Normally, when you enter new records to a list, you add them to the end of the list, in the
order you receive them. That’s fine, but what if you want the list’s records to appear in
Sort Ascending
button alphabetical order? Another of Excel’s useful functions is its ability to sort information. Excel
can sort records alphabetically, numerically, or chronically (by date.) Additionally, Excel can
sort information in ascending (A to Z) or descending (Z to A) order. You can sort an entire list
or any portion of a list by selecting it. This lesson will show you several techniques you can
use to sort information in your lists.

1. Click cell B1 to make it active.

Sort Descending You want to sort the list by the last name, so you have selected the Last field.
button
2. Click the Sort Ascending button on the Standard toolbar.
Excel sorts this list, ordering the records in ascending (A-Z) order by last name, as
shown in Figure 7-10. You can also sort a list in descending (Z-A) order.

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 Chapter Seven: Working with Lists 245
3. Click cell A1 to make it active, then click the Sort Descending button
on the Standard toolbar.
The list is sorted in descending (Z-A) order by the First field.
So far, you have sorted the list by a single field. You can sort lists by up to three fields
by using the Sort dialog box found under Data → Sort.
4. Select Data → Sort from the menu.
The Sort dialog box appears, as shown in Figure 7-11. You want to sort the list by the
last name and then by the first name.
5. Select Last from the Sort by list arrow and make sure the Ascending
option is selected.
The list will be sorted in ascending order (A-Z) by the last name. Next, specify the
second field you want to sort the list by.
6. Click the first Then by arrow, select First, and make sure the
Ascending option is selected.
You’re ready to sort the list.
7. Click OK.
The Sort dialog box closes and the list is sorted in ascending order, first by the last
names, and then by first names.
8. Save your work.
The information you sorted in this lesson was in a list, but you can use the same sorting
techniques to sort information anywhere in a worksheet, whether it is in a list or not.
! Quick Reference
Table 7-2: Sort Examples To Sort a List by One
Order Alphabetic Numeric Date Field:
1. Move the cell pointer to
Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 the column you want to
use to sort the list.
Descending C, B, A 3, 2, 1, 2/1/99, 1/15/99, 1/1/99
2. Click either the Sort
Ascending button or
Sort Descending
button on the Standard
toolbar.
To Sort a List by More
than One Field:
1. Make sure the cell pointer
is located within the list
and select Data → Sort
from the menu.
2. Select the first field you
want to sort by from the
drop-down list and specify
Ascending or Descending
order.
3. Repeat Step 2 for the
second and third fields
you want to sort by (if
desired).

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246 Microsoft Excel 2000

Lesson 7-6: Filtering a List with

the AutoFilter
Figure 7-12
Using the AutoFilter on a
worksheet.
Figure 7-13
A list filtered by AutoFilter.

Figure 7-12

Figure 7-13

Sometimes you may want to see only certain records in your lists. By filtering a list, you
display only the records that meet your criteria, and hide the records that do not. For example,
you could filter a client list to display only clients who live in California. There are several
ways to filter your lists. In this lesson, you will learn how to use the fastest and easiest way to
filter a list with Excel’s nifty AutoFilter feature.

1. Select Data → Filter → AutoFilter from the menu.

List arrows appear to the right of each of the field names.
2. Click the City list arrow.
An AutoFilter list containing all the cities in the column appears beneath the City field.
AutoFilter list

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 Chapter Seven: Working with Lists 247
3. Select Duluth from the AutoFilter list.
Excel filters the list so that only records that contain Duluth in the City field are
displayed, as shown in Figure 7-13. Notice the status bar indicates the number of
records that matched the filter (5 of 17) and that the AutoFilter list arrow for the City
field changes colors, indicating it is filtering the worksheet. You can filter a list by
more than one field at a time.
4. Click the Annual Trips list arrow and select 2 from the AutoFilter list.
Excel narrows the filter so that only those records that contain Duluth in the City field
and 2 in the Annual Trips field are displayed. Notice that the colors of the AutoFilter Number of
list arrows for both the City field and Annual Trip field are different colors, indicating Filtered Records
they are filtering the worksheet. Here’s how to remove the current filter criteria and
display all the records.
5. Select Data → Filter → Show All from the menu.
All the records are displayed. You can also completely remove an AutoFilter.
6. Select Data → Filter → AutoFilter from the menu to deselect it.
The AutoFilter is turned off, all the records are listed, and the AutoFilter arrows
disappear from the right of the field headings.
The following table describes those other confusing items that appear in a field’s AutoFilter
list.

Table 7-3: AutoFilter Options

Options Description
(All) Display all rows.
(Top 10…) Display all rows that fall within the upper or lower limits you specify, either by item or
percentage; for example, the amounts within the top 10 percent of income.
(Custom…) Apply two criteria values within the current column, or use comparison operators other
than AND (the default operator). See the next lesson for more information on this
option.
! Quick Reference
(Blanks) Display only rows that contain a blank cell in the column.
To Filter a List with
(NonBlanks) Display only rows that contain a value in the column. AutoFilter:
1. Move the cell pointer
anywhere within the list
and select Data → Filter
→ AutoFilter from the
menu.
2. Click one of the
drop-down arrows in the
field names of the header
row and select an item
you want to use to filter
the list.
To Remove an AutoFilter:
• Select Data → Filter →
AutoFilter from the
menu.

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248 Microsoft Excel 2000

Lesson 7-7: Creating a Custom

AutoFilter
Show the Top or Number of values Select Items or Percent to
Figure 7-14 Bottom values to display display
The Top 10 AutoFilter
dialog box.
Figure 7-15
The Custom AutoFilter
dialog box.
Figure 7-14

Figure 7-15

In the previous lesson, you learned how to use the AutoFilter feature to filter records by
selecting a single value for one or more columns. When you need to filter using more
complicated criteria, you have to use a Custom AutoFilter. Custom AutoFilters are more
difficult to setup and create than ordinary AutoFilters, but they’re much more flexible and
powerful. Custom AutoFilter can filter records based on more than one value, such as clients
in a list that live in California or Oregon and can filter records based on ranges, such as clients
with an income greater than $40,000.
This lesson explains how to create and use a Custom AutoFilter. First, though, we need to
cover one more ordinary AutoFilter topic—how to use the Top 10 option:

1. Select Data → Filter → AutoFilter from the menu.

Lists arrows appear to the right of each of the field names. You can use AutoFilter to
filter records with the highest (top) or lowest (bottom) values in a list.
2. Click the Income list arrow and select (Top 10…) from the AutoFilter
list.
The Top 10 AutoFilter dialog box appears, as shown in Figure 7-14.
3. Replace the 10 in the middle box with a 5 and click OK.
The records for the clients with the highest five incomes is displayed. Now that you
know which clients have the highest incomes, you can remove the filter.
4. Click the Income list arrow and select (All) from the AutoFilter list.
The filter is removed and all the records are displayed.
5. Click the City list arrow and select (Custom…) from the AutoFilter list.
The Custom AutoFilter dialog box appears, as shown in Figure 7-15.

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 Chapter Seven: Working with Lists 249
6. Make sure the equal sign appears in the City list, then click the top
comparison list arrow and select Duluth.
In the next step, you’ll specify that you also want to filter any records from Two
Harbors as well.
7. Click the Or option, click the bottom City list arrow and select equals,
click the bottom comparison list arrow and select Two Harbors.
The custom AutoFilter will now display records in which the City field equals Duluth
or Two Harbors. This type of search criteria is called a Logical Condition. You could
also specify the logical condition criteria in a way so that only records from Duluth and
that have incomes greater than $30,000 are filtered.
8. Click OK.
The dialog box closes, and only the records from the city of Duluth or Two Harbors are
displayed.
9. Select Data → Filter → AutoFilter from the menu to deselect it.
The AutoFilter is turned off and all the records are displayed.
Custom AutoFilters are much more flexible and powerful than ordinary AutoFilters, but they
still have some limitations. For example, you can’t filter lists based on more than two values
(such as clients from California, Oregon, or Washington.) For really complicated filtering
tasks, you’ll need to use an advanced filter, which is covered in the next lesson.

! Quick Reference
To Use a Custom
AutoFilter:
1. Move the cell pointer
anywhere within the list
and select Data → Filter
→ AutoFilter from the
menu.
2. Click one of the
drop-down arrows in the
field names of the header
row and select Custom
from the list.
3. Specify your filter criteria
in the Custom AutoFilter
dialog box.

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250 Microsoft Excel 2000

Lesson 7-8: Filtering a List with

an Advanced Filter
`
Figure 7-16
Copied column
Creating the criteria range heading labels
for an advanced filter.
Figure 7-17
Criteria
The Advanced Filter range
dialog box.
List range

Figure 7-16

Specify the list range here

Specify the criteria range here

Figure 7-17

Advanced filtering is by far the most powerful and flexible way to filter your lists. It’s also by
far the most difficult method, and requires a lot of work to setup and use. Advanced Filters do
have several capabilities their simpler AutoFilter cousins lack, including:
• More complex filtering criteria: You can filter a list based on as many values in as
many columns as you want.
• The ability to extract the filtered records: Once you have created an Advanced
Filter, you can copy the filtered records to a new location. This is the main reason most
people use Advanced Filters.
To create an Advanced Filter you must start by defining a criteria range. A criteria range is a
cell range, located at the top of your list, which contains the filter criteria. Figure 7-16 shows
an example of a worksheet with a criteria range.

1. Select rows 1 through 4, right-click any of the selected row number

headings and select Insert from the shortcut menu.
Excel inserts 4 blank rows above the list. These blank rows will be the Criteria
Range—the cell range that contains a set of search conditions you will use in your
advanced filter. The next step in creating an Advanced Filter is to copy the column
labels from the list you want to filter.
2. Select the cell range A5:H5, click the Copy button on the Standard
toolbar, click cell A1, and click the Paste button on the Standard toolbar
to paste the copied cells.
Next, you need to specify the criteria for the advanced filter. You want to display only
those clients with incomes greater than $30,000 and that have taken more than 5 trips
Status Bar
or those clients that have taken more than 7 trips.

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 Chapter Seven: Working with Lists 251
3. Click cell G2, type >5, click cell H2, type >30000, and press <Enter>.
This will filter clients that have taken more than 5 annual trips and have incomes
greater than $30,000. Next, you want to add a logical condition so that any clients who
have taken more than 7 annual trips are also selected, regardless of their income.
4. Type >7 in cell G3 and press <Enter>.
Compare your worksheet to the one in Figure 7-16. You’re ready to filter the data.
NOTE: Make sure there is always only blank row between the criteria values and the
list. Having more than one blank row or no blank row at all will cause your
Advanced filter not to work!
5. Click any of the cells in the list range and select Data → Filter →
Advanced Filter from the menu.
The Advanced Filter dialog box appears, as shown in Figure 7-17. Since you opened
the Advanced Filter with the active cell in the list, the list range is already selected.
You still have to specify what the criteria range is, however.
6. Click the Criteria range box and select the Criteria range—A1:A3.
You’re ready to apply the advanced filter.
NOTE: Make sure you don’t select the blank row between the criteria range and the
list range, or the Advanced Filter won’t work!
7. Verify that the Filter the list, in-place option is selected and click OK.
The list range is filtered to match the criteria you specified in the criteria range. Notice ! Quick Reference
the Status bar displays how many records were found. You remove Advanced Filters To Create an Advanced
just the same as AutoFilters. Filter:
8. Select Data → Filter → Show All from the menu. 1. Your worksheet should
All the records are again displayed. have at least three blank
rows that can be used as
a criteria range above the
Table 7-1: Comparison operators and Wildcards list.
Options Description 2. Copy the column labels
= Equal to from the list and paste
them in the first blank row
<> Not equal to of the criteria range.
> Greater than 3. In the rows below the
criteria labels, type the
< Less than criteria you want to
>= Greater than or equal to match. Make sure there is
at least one blank row
<= Less than or equal to between the criteria
* Wildcard--any number of characters in the same position as the asterisk values and the list.
Example: *east finds "Northeast" and "Southeast" 4. Select Data → Filter →
Advanced Filter from the
? Any single character in the same position as the question mark. menu.
Example: sm?th finds "smith" and "smyth"
5. In the Advanced Filter
dialog box, specify the list
range and the criteria
range.
6. Make sure the Filter the
list, in-place option is
selected and click OK.

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Lesson 7-9: Copying Filtered

Records
Figure 7-18
Copying filtered records in
the Advanced Filter dialog
box.
Specify a location to copy the
Figure 7-19 filtered records

Copying filtered records to

another location in a Figure 7-18
worksheet.

Figure 7-19

When you filter a list, you may want to copy or extract the records that meet your search
criteria. You must use an Advanced Filter to copy filtered records to a new location.
(Microsoft really should have let you to copy filtered records with the much simpler
AutoFilter as well, but they didn’t so there’s no use complaining about it.)

1. Clear the current criteria in the Criteria Range by selecting the cell range
G2:H3 and pressing the <Delete> key.
Since you will only need one row for your criteria you’ll need to delete one of the rows
in the criteria range.
2. Right-click the Row 2 heading and select Delete from the shortcut
menu.
Next you need to enter a new set of search criteria. This time you want to find and then
extract all the records that are in the 55701 zip code.
3. Click cell F2, type 55701 and press <Enter>.
You’re ready to filter the list, only this time instead of filtering the list in-place, you
want to copy the filtered records to a new location in the workbook.
4. Click any cell in the list range (A5:H27) and select Data → Filter →
Advanced Filter from the menu.
The Advanced Filter dialog box appears, as shown in Figure 7-18. This time, instead of
Filtering the list in place you want to copy it to a new location in the worksheet.

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 Chapter Seven: Working with Lists 253
5. Verify the List Range and Criteria Range match what is shown in Figure
7-18, then select the Copy to another location option in the Action
section.
The last step in extracting the records from the 55701 zip code is to specify where you
want to paste the filtered records.
6. Click the Copy to box and click cell J4.
This is where the filtered records—those that meet the 55701 zip code criteria you
specified in the Advanced Filter—will be copied.
NOTE: You can only copy filtered records to the same worksheet when you use the
Advanced Filter copy to new location option. If you want to copy the filtered
records to a different sheet in the workbook, or to a different workbook
altogether, you have to: 1) Copy the filtered records to a location on the
current sheet, and 2) Either cut or copy the filtered records to the desired
location in a different worksheet or workbook.
7. Click OK.
The Advanced Filter dialog box closes and Excel copies the records that meet the
search criteria with the 55701 zip code to the new location. ! Quick Reference
8. Save your work. To Copy or Extract
You deserve a medal if you’ve made it through the last couple lessons in one piece. Creating Filtered Records:
and working with advanced Filters are one of the most difficult procedures you can perform in 1. Your worksheet should
Excel. have at least three blank
rows that can be used as
a criteria range above the
list.
2. Copy the column labels
from the list and paste
them in the first blank row
of the criteria range.
3. In the rows below the
criteria labels, type the
criteria you want to
match. Make sure there is
at least one blank row
between the criteria
values and the list.
4. Select Data → Filter →
Advanced Filter from the
menu.
5. In the Advanced Filter
dialog box, specify the list
range and the criteria
range.
6. Select the Copy to
another location option.
7. Select Copy to box,
select the cell where you
want to copy the filtered
records and click OK.

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Lesson 7-10: Using Data

Validation
Figure 7-20
The Settings tab of the
Data Validation dialog box.
Figure 7-21
A drop-down list appears
Figure 7-21
when you select a
restricted cell.
Figure 7-22
The Input Message tab of
the Data Validation dialog
box.
Figure 7-23 Figure 7-20

A pop-up message
appears when you select
the restricted cell.

Figure 7-23

Figure 7-22

You can help users enter accurate and appropriate information into your worksheets with
Excel’s Data Validation feature. Data validation restricts the type of information that can be
entered in a cell and can provide the user with instructions on entering information in a cell.

1. Click cell I5 to select it, click the Bold button and the Center button on
the Formatting toolbar, type Purpose, and press <Enter>.
You have just entered a new field heading for your list.
2. Click the Column I header to select the entire column.
You want to restrict any entries to the Purpose field to a list of specific options.
3. Select Data → Validation from the menu and click the Settings tab if
necessary.
The Data Validation dialog box appears, as shown in Figure 7-20. You want to provide
the user with a list of entries they can select from for the Purpose.

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 Chapter Seven: Working with Lists 255
4. Click the Allow list arrow, select List, then click the Source box and
type Business, Pleasure, Other, Not Stated, as shown in Figure
7-20. Make sure the In-cell dropdown checkbox is checked to display
the list of valid entries whenever a cell in the Purpose column is selected
You’re ready to test your data validation rules.
5. Click OK, then click cell I6.
Notice a dropdown list arrow appears to the right of the cell.
6. Click the dropdown list arrow and select Pleasure from the list.
Excel enters the Pleasure option from the list. Move on to the next step to see what
happens if you type an invalid entry.
7. Make sure cell I6 is selected, type Unknown, and press <Enter>.
A warning dialog box appears, preventing you from entering invalid information.
A list is just one way of validating data—there are many other ways to restrict data
entry. In the next step, you will use the Validation feature to verify that entries made to
the State column use two-digit state abbreviations.
8. Click the Column E column header to select the entire column, then
select Data → Validation from the menu.
The Data Validation dialog box appears. You must specify that any entries in the
selected cells must contain no more or no less than two digits.
9. Click the Allow list arrow, select Text Length, click the Minimum
textbox and type 2, and then click the Maximum textbox and type 2.
You can also use the Data Validation dialog box to provide a user filling out your form
with help information or feedback.
10. Click the Input Message tab.
The Input Message tab appears, as shown in Figure 7-21.
11. Click the Input Message textbox, type Enter the client’s state
of residence and click OK.
The dialog closes. Test out the data validation options for the state column. ! Quick Reference
12. Click cell E6. To Use Data Validation:
The message “Enter the client’s state of residence” you entered in the Data Validation 1. Select the cell or cell
dialog box appears next to the cell, as shown in Figure 7-23. range you want to
13. Save your work and exit Excel. validate.
2. Select Data →
Validation from the
menu.
3. Click one or more of the
three tabs and change the
necessary settings.
Setting: Specify the type
of data the cell will
accept.
Input Message: Specify
a message to appear
when the cell is selected.
Error Alert: Specify a
message that appears if
invalid data is entered.

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Chapter Seven Review

Lesson Summary
Creating a List
• To Create a List in Excel: Enter the field names as column headers and records as rows.

Using the Data Form to Add Records

• To Add Records to a List Using the Data Form: Make sure the active cell is located somewhere
in the list and select Data → Form from the menu. Click New and enter the information for the
record in the appropriate text boxes.

Finding Records
• To Find Records using the Data Form: Make sure the active cell is located inside the list and
select Data → Form from the menu. Click the Criteria button, enter the information you want to
search for in the appropriate fields, and click either the Find Next or Find Prev button.
• To Find Records using the Edit → Find Command: Select Edit → Find from the menu. Enter
the information you want to search for and click the Find Next button.
• To Find and Replace Information: Select Edit → Replace from the menu. Enter the text you
want to search for in the Find what box, and enter the text you want to replace it with in the
Replace with box. Click Replace All to search and replace every occurrence of the text or click
the Find Next.

Deleting Records
• To Delete a Record with the Data Form: Make sure the active cell is located inside the list and
select Data → Form from the menu. Find the record you want to delete using the Find Next, Find
Prev, or Criteria buttons, click Delete and confirm the deletion of the record.
• To Delete a Record Directly in the Worksheet: Delete the record’s rows or cells.

Sorting a List
• To Sort a List by One Field: Move the cell pointer to the column you want to use to sort the list
and click either the Sort Ascending button or Sort Descending button on the Standard
toolbar.
• To Sort a List by More than One Field: Make sure the cell pointer is located within the list and
select Data → Sort from the menu. Select the first field you want to sort by from the drop-down list
and specify Ascending or Descending order. Select the second and third fields you want to sort by
(if desired).

Filtering a List with the AutoFilter

• AutoFilter displays only the records that meet your criteria, and hides the records that do not.

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 Chapter Seven: Working with Lists 257
• To Filter a List with AutoFilter: Move the cell pointer anywhere within the list, select Data →
Filter → AutoFilter from the menu, and select the filter criteria from the drop-down arrows in the
field names of the header row.
• To Remove an AutoFilter: Select Data → Filter → AutoFilter from the menu.

Creating a Custom AutoFilter

• A Custom AutoFilter allows you to filter records based on more than one value or a range.
• To Use a Custom AutoFilter: Move the cell pointer anywhere within the list and select Data →
Filter → AutoFilter from the menu, click one of the drop-down arrows in the field names of the
header row and select Custom from the list. Specify your filter criteria in the Custom AutoFilter
dialog box.

Filtering a List with an Advanced Filter

• Advanced filters are difficult to setup, but they enable you to filter a list based on as many values in
as many columns as you want and copy the filtered records to a new location.
• To Create an Advanced Filter: Your worksheet should have at least three blank rows that can be
used as a criteria range above the list. Copy the column labels from the list and paste them in the
first blank row of the criteria range. In the rows below the criteria labels, type the criteria you want
to match (make sure there is at least one blank row between the criteria values and the list). Select
Data → Filter → Advanced Filter from the menu, specify the list range and the criteria range,
make sure the Filter the list, in-place option is selected and click OK.

Copying Filtered Records

• To Copy or Extract Filtered Records: Setup an Advanced Filter and enter the filter criteria.
Select Data → Filter → Advanced Filter from the menu and specify the list range and the criteria
range. Select the Copy to another location option, select Copy to box, select the cell where you
want to copy the filtered records, and click OK.

Using Data Validation

• Data Validation restricts the type of information that is entered in a cell and provides the user with
feedback and instructions.
• To Use Data Validation: Select the cell or cell range you want to validate and select Data →
Validation from the menu. Click any or all of the tabs (Settings, Input Messages, and Error Alert)
and change the settings.

Quiz
1. Which of the following statements is NOT true?
A. To create a list, you need to enter the field names in the first row.
B. Each record in a list is stored in a column.
C. Selecting Data → Form from the menu opens the Data Form dialog box, which you
can use to add, modify, find, and delete list records.
D. You can add a new record to the database by entering the data as a new row in the
worksheet, or by selecting Data → Form from the menu, clicking the New button,
and filling out the New Record form.

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2. How can you find specific information in a list? (Select all that apply).
A. Click the Find button on the Standard toolbar.
B. Select Edit → Find from the menu.
C. Select Tools → Finder from the menu.
D. Select Data → Form from the menu to open the Data Form dialog box and click the
Criteria button.

3. How can delete a record? (Select all that apply).

A. Select Data → Form from the menu to open the Data Form dialog box, find the
record and click the Delete button.
B. Click the Delete button on the Standard toolbar.
C. Delete the cells or row that contain the record from the worksheet.
D. Select Data → Delete Record from the menu.

4. Which of the following statements is NOT true?

A You can quickly sort a list by placing the cell pointer in the column/field you want to
sort by and clicking either the Sort Ascending or Sort Descending button on the
Standard toolbar.
B. You can sort by up to three fields at a time by selecting Data → Sort from the menu.
C. To display only records that meet your criteria, select Data → AutoFilter from the
menu.
D. To display only records that meet your criteria, click the AutoFilter button on the
Standard toolbar.

5. You can extract filtered records from a Custom AutoFilter. (True or False?)

6. Which of the following is NOT a step in creating an Advanced filter?

A. Add a criteria range above the list. Make sure it contains the list’s column labels.
B. Add the criteria to the criteria range. Make sure you leave a blank row between the
criteria range and the list.
C. Select Data → Filter from the menu and specify the list and criteria ranges.
D. Select the data you want to use to filter the list by the field’s drop-down lists.

7. Which of the following statements is NOT true?

A. You must protect the worksheet in order to use Excel’s data validation feature.
B. Data Validation lets you restrict which type of information is entered in a cell.
C. You can provide users with information and feedback using Data Validation.
D. To use Data Validation, select Data → Validation from the menu.

8. How can you apply an AutoFilter to a list?

A. Move the cell pointer anywhere within the list and select Data → Filter → AutoFilter
from the menu.
B. Right-click the any column heading in the worksheet and select AutoFilter from the
shortcut menu.
C. Click the AutoFilter button on the Standard toolbar.
D. Add the formula =AUTOFILTER(LIST) somewhere in the list.

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 Chapter Seven: Working with Lists 259

Homework
1. Open the Lesson 11A workbook and save it as “Sales Data”.

2. Use the AutoFilter to display only records that are from the Minneapolis office.
3. Display all the records, then use the AutoFilter to display the top 10 total amounts.
4. Use the Data Form to add a new record with the following information:
Date: 5/3/2000 Last: Schmidt First: Jamie Office: St. Paul
Destination: New York Amount: $700 Tickets: 1 Commission: Yes
5. Sort the list alphabetically by destination.
6. In the cells in row 2 use Excel’s Data Validation feature to enter helpful Input
Messages, such as “Enter your last name” and “Enter the travel agent’s office”. Try
selecting the cells when you’re finished and see if your Input Messages appear.

Quiz Answers
1. B. Records in a list are stored in rows, not columns.
2. B and D. You can find information in a list by selecting Edit → Find from the menu
or by selecting Data → Form from the menu to open the Data Form dialog box and
click the Criteria button.
3. A and C. You can delete a record by selecting Data → Form from the menu to open
the Data Form dialog box, find the record and click the Delete button. You can also
delete a record by deleting the cells or row that contain the record from the
worksheet.
4. D. There isn’t an AutoFilter button on the Standard toolbar (although it would make
a nice addition.)
5. False. You can only extract filtered records from an Advanced filter.

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6. D. You specify the criteria for an Advanced filter in the criteria range—so there’s no
need to select the criteria from drop-down lists.
7. A. You don’t have to protect a worksheet to use data validation.
8. A. To apply an AutoFilter to a list move the cell pointer anywhere within the list and
select Data → Filter → AutoFilter from the menu.

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 Chapter Eight:
Automating Tasks
with Macros
Chapter Objectives: " Prerequisites
• Record a macro • How to use menus,
toolbars, dialog boxes,
• Play a macro and shortcut
keystrokes.
• Assign a shortcut key and toolbar button to a macro
• How to enter text and
• Edit a macro’s Visual Basic code values into cells.
• How to edit, cut, copy,
• Insert code into an existing macro
and paste text.
• Declare variables using the DIM statement
• Prompt for user input
• Use If…Then statements

Chapter Task: Create and edit several macros

If you find yourself doing the same routine task over and over again you might want to
consider creating a macro to complete the task for you. A macro helps you perform routine
tasks by automating them. Instead of manually performing a series of time-consuming,
repetitive actions, you can record a single macro that does the entire task all at once for you.
This entire chapter is devoted to macros. We start with the basics: you learn how to record and
play a macro. Next, you will learn how to assign shortcut keys and toolbar buttons to your
macros. Finally, you’ll move into some advanced topics—how to write and edit macros using
the Visual Basic programming language.
262 Microsoft Excel 2000

Lesson 8-1: Recording a Macro

Figure 8-1
The Record Macro dialog Enter a name for the macro
box.
Specify where you want to
Figure 8-2 save the macro
Enter a description for the
The Macro Recorder macro
toolbar.

Figure 8-1 Assign a shortcut key to the

macro

Stop recording

Use relative cell references in

macro (the macro recorder uses
Figure 8-2 absolute references by default)

A macro is a series of Excel commands and instructions that are grouped together and
executed as a single command. Instead of manually performing a series of time-consuming,
repetitive actions in Excel yourself, you can create a macro to perform the task for you. There
are two ways to create a macro: by recording them or by writing them in Excel’s built-in
Visual Basic programming language. This lesson explains the easy way to create a macro—by
recording the task(s) you want the macro to execute for you.
When you record a macro, imagine you’re being videotaped: everything is recorded—all your
commands, the data you enter, even any mistakes you make! Before you record a macro, you
should write down a script that contains all the steps you want the macro to record. Practice or
rehearse your script a couple times, to make sure it works, before you actually record it. If you
do make a mistake while recording a macro, don’t worry—you can delete the existing macro
and try again or you can edit the macro’s Visual Basic source code and fix the mistake (more
on that later.) Let’s get started!

1. Open the workbook Lesson 8A and save it as Macro Practice.

In this exercise, you’ll create a macro that inserts the current data into a cell. You can
do this by entering the =TODAY() function (which inserts the current date) into a cell
and then copying the formula and using the Paste Special command to paste only the
formula’s resulting value, because the =TODAY() function displays whatever the
current date is and would keep changing. Writing a formula and using the Paste Special
command is a time-consuming process, however, so you decide to record a macro to
perform this repetitive task for you.
2. Click cell B3.
This is where you want to insert the current date. You’re ready to start recording your
macro.

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 Chapter Eight: Automating Tasks with Macros 263
3. Select Tools → Macro → Record New Macro from the menu.
The Record Macro dialog box opens, as shown in Figure 8-1. You must give your new
macro a name, and if you want, assign a shortcut key to it. Notice the store macro list Enter button
box—you can store macros in one of three locations:
• Personal Macro Workbook: If you want a macro to be available whenever you
use Microsoft Excel, store the macro in your Personal Macro Workbook.
• New Workbook: Stores the macro in a new workbook.
• This Workbook: Stores the macro in the active or current workbook.
4. In the Macro name box, type DateStamp, then in the Description box,
type This macro inserts the current date.
Macro names can be no longer than 25 characters and cannot include spaces.
5. Click OK.
The Record Macro dialog disappears and you return to the worksheet. Notice the
Stop button
Macro toolbar appears in the document window, as shown in Figure 8-2. The Macro
toolbar indicates that Excel is currently recording everything you type and every
command into the DateStamp macro. Do the next several steps very carefully—you
don’t want to make a mistake and have it recorded in your macro!
6. Type =Today() and click the Enter button on the Formula bar.
The TODAY() function will display the current date in the active cell. That’s OK for
today, but not for any day after, when the date changes. You need to copy the formula
and then paste the resulting value using the Paste Special command.
7. Make sure cell B3 is selected and click the Copy button on the Standard
toolbar.
Next, use the Paste Special command to paste the resulting value of the TODAY()
formula in the cell.
8. Make sure cell B3 is selected and select Edit → Paste Special from the
menu. ! Quick Reference
The Paste Special dialog box appears. To Record a Macro:
9. Select the Values option under the Paste section and click OK. 1. Select Tools → Macro
The Paste Special dialog box closes, and Excel pastes the value of the TODAY() → Record New Macro
formula in cell B3. Next, format the cell. from the menu.
10. Click the Center button and then the Bold button on the Formatting 2. Enter a name and
toolbar. description for the macro.
The active cell is now boldfaced and centered. This is the last step you want in the 3. If you want, assign a
macro, so you can stop the macro recorder. shortcut keystroke to your
11. Click the Stop button on the Macro Record toolbar. macro and specify where
you want your macro to
The Macro toolbar closes indicating that you are no longer recording a macro. be saved.
In the next lesson, you will learn how to play the macro you just recorded. 4. Click OK and carefully
perform the actions you
want to include in your
macro.
5. Click the Stop button
on the Macro Record
toolbar when you’re
finished recording your
macro.

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Lesson 8-2: Playing a Macro and

Assigning a Macro a Shortcut Key
Figure 8-3
The Macro dialog box.
Figure 8-4
Assigning a shortcut key
to a macro in the Macro
Options dialog box. Figure 8-4

Figure 8-3

In this lesson you get to play the DateStamp macro you recorded in the previous lesson. Once
you have created a macro you can assign a keystroke shortcut to it, such as <Ctrl> + <D>, to
make it faster and easier to access—something else you’ll learn in this lesson.

1. Click cell C3.

You want to enter the current date in this cell. Watch how your DateStamp macro saves
you time.
2. Select Tools → Macro → Macros from the menu.
The Macro dialog box appears, as shown in Figure 8-3. The Macro dialog box displays
the available macros you can run.
3. Click the DateStamp from the Macro Name list macro and click Run.
The DateStamp macro you recorded in the previous lesson runs, automatically entering
the TODAY() function, then copying it and pasting its resulting value, and finally
formatting it.
If you use a particular macro frequently, you can assign it a keyboard shortcut. For
example, instead of selecting Tools → Macro → Macro from the menu, selecting the
macro and clicking the Run button you could run the macro by simply pressing a
keystroke shortcut, such as <Ctrl> + <D>.
4. Select Tools → Macro → Macros from the menu.
The Macro dialog box appears.
5. Select the DateStamp macro and click the Options button.
The Macro Options dialog box appears, as shown in Figure 8-4. Here’s how you can
assign a shortcut key to the macro:
6. Click the Shortcut key box, type d, and click OK.
Close the Macro dialog box and try running the macro using your new <Ctrl> + <D>
shortcut key.
7. Click the Macro dialog box’s close button.
The Macro dialog box closes.

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 Chapter Eight: Automating Tasks with Macros 265
8. Click cell C4 and press <Ctrl> + <D>.
Excel executes the DateStamp macro and inserts today’s date in the active cell.
Well done! You’ve already learned how to record a macro, how to play a macro, and how to
assign a shortcut keystroke to macro. Not bad for only two lessons.

! Quick Reference
To Play a Macro:
1. Select Tools → Macro
→ Macros from the
menu.
2. Select the macro you
want to play and click
Run.
To Assign a Shortcut Key
to a Macro:
1. Select Tools → Macro
→ Macros from the
menu.
2. Select the macro you
want to assign a shortcut
keystroke to and click
Options.
3. Enter the keystroke in
Shortcut key box.
To Delete a Macro:
1. Select Tools → Macro
→ Macros from the
menu.
2. Select the macro and
click Delete.

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Lesson 8-3: Adding a Macro to a

Toolbar
Figure 8-5
Adding a macro to the
Standard toolbar.
Figure 8-6
The Assign Macro dialog Drag a command
box. from the Customize
dialog box to its
Figure 8-7 desired location on
any toolbar.
Selecting a button image
from the Button Shortcut
menu.

Figure 8-5

Figure 8-6
Figure 8-7

Other Ways to Another way to make macros fast and easy to access is by adding them as buttons to a toolbar.
Customize a Toolbar: In this lesson, you will add the DateStamp macro you’ve created to a button on the Standard
• Right-click any toolbar toolbar.
or the menu and select
Customize from the 1. Select View → Toolbars → Customize from the menu and click the
shortcut menu. Commands tab.
The Customize dialog box appears, as shown in Figure 8-5. The Commands tab lets
you select commands and macros you want to add on your toolbars. The commands are
organized by categories, just like Excel’s menus.
2. In the Categories list, scroll to and click the Macros category.
Notice the Commands list is updated and lists a custom menu item and a custom
Custom button
button, as shown in Figure 8-5.

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 Chapter Eight: Automating Tasks with Macros 267
3. Drag the Custom button to the very beginning of the Standard toolbar,
as shown in Figure 8-5.
Now you need to assign a macro to the button.
4. With the Customize dialog box still open, right-click the custom button
you just added and select Assign Macro from the Shortcut menu.
The Assign Macro dialog box appears, as shown in Figure 8-6.
5. Select the DateStamp macro and click OK.
The DateStamp macro is assigned to the selected button. Follow the next step to give
the DateStamp button a more meaningful name and image.
6. With the Customize dialog box still open, right-click the Custom button
you just added.
The button shortcut menu appears.
7. Select the Name textbox from the Shortcut menu and replace the text Button Shortcut
&Custom Button with Date Stamp. menu
Don’t press <Enter> yet. You still need the shortcut menu open in order to change the
image on the button.

8. Select Change Button Image from the Shortcut menu, and select
! Quick Reference
from the list of pictures, as shown in Figure 8-7. To Add a Macro to a
You’re finished adding the DateStamp macro to a button on the Standard toolbar, so Toolbar:
you can close the Customize dialog box. 1. Select View → Toolbars
9. Click Close to close the Customize dialog box. → Customize from the
menu.
The Customize dialog closes. Now test the new toolbar button.
10. Move the pointer over the Date Stamp button on the Standard toolbar.
Or…
Right-click any toolbar or
After a moment, a tooltip appears by the button with its name—Date Stamp.
the menu and select
11. Click cell E3 and click the Date Stamp button on the Standard toolbar. Customize from the
Excel executes the DateStamp macro and inserts today’s date in the active cell. Now shortcut menu.
that you know how to add macros to toolbar buttons, you can remove the Date Stamp 2. Click the Commands tab.
button from the Standard toolbar. 3. Select the Macros
12. Select View → Toolbars → Customize from the menu. category from the
Now that the Customize dialog is displayed, you can remove the Date Stamp button Categories list and drag
from the Standard toolbar. the Custom button to the
13. Drag the Date Stamp button off the Standard toolbar.
desired toolbar.
4. Right-click the custom
The Date Stamp button is deleted from the Standard toolbar.
button, select Assign
14. Click Close to close the Customize dialog box. Macro from the shortcut
menu and select the
macro you want to assign.
To Remove a Button from
a Toolbar:
1. Select View → Toolbars
→ Customize from the
menu.
2. Drag the button off the
toolbar.

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Lesson 8-4: Editing a Macro’s

Visual Basic Code
Figure 8-8
The Microsoft Visual Basic
Editor.

Figure 8-8

This lesson introduces you to the Visual Basic (also called VB or VBA) programming
language. Visual Basic is the code Excel uses to record macros. Okay, you’re probably
thinking, “You can’t be serious! I can’t program my VCR!” Relax. This lesson is meant to
help you become familiar with the Visual Basic language and the Visual Basic editor so you
can make minor changes to your macros once you have recorded them. Just imagine you’re
learning several words in a foreign language so when you’re presented with a menu you’ll
recognize some of the entrees. Let’s get started, and don’t worry; it’s not going to be nearly as
bad as you probably think it will be.
The best way to learn about Visual Basic is to view existing code. In this lesson we’ll view
and edit the DateStamp macro.

1. Select Tools → Macro → Macros from the menu.

The Macros dialog box appears.
2. Select the DateStamp macro from the Macro Name list and click Edit.
The Microsoft Visual Basic Editor program appears, as shown in Figure 8-8. Yikes!
You’re probably thinking, “What is all of that complex programming code doing on my
screen?” Those funny-looking words aren’t Hungarian, they’re Visual Basic—the code
or language the macro you recorded is written in. Whenever you record a macro, Excel
writes and saves it in Visual Basic.

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 Chapter Eight: Automating Tasks with Macros 269
You don’t have to learn Visual Basic to be proficient at Excel, but knowing the basics
can be helpful if you ever want to modify an existing macro. Take a closer look at the
code for the DateStamp macro. Some of the procedures should make a little sense to
you. For example, the line “Selection.Copy” is the copy procedure and the
“Selection.Paste” is the paste procedure.
You decide that you no longer want the DateStamp macro to center and bold the
current cell’s contents. Before you move on to the next step, look at the macro’s code
and see if you can guess which lines of code apply the bold and center formatting.
3. Find the line of code that says With Selection.
Believe it or not, the portion of code beginning with “With Selection” and ending with
“End Selection” (eight lines down) is the part of the macro that centers and boldfaces
the current selection. The line of code after End Selection, Selection.Font.Bold = True
is what applies bold formatting to the current selection. Since you no longer want the
macro to format or align the selected cell, you can delete all of this code.
4. Select the block of code beginning with With Selection and ending with
Selection.Font.Bold = True, as shown in Figure 8-8.
Delete the selected text.
5. Press <Delete> to delete the selected code.
That’s it! You’ve made the necessary modifications so that the DateStamp macro still
enters the current date but will no longer perform any formatting functions.
6. Click the Save button on the Visual Basic Standard toolbar to save the
code.
Now that you’ve finished editing the macro’s code, you can close the Visual Basic
Editor.
7. Close the Visual Basic Editor by clicking the close button or selecting
File → Close from the menu.
The Visual Basic Editor window closes and you return to Excel. Try out your newly
modified macro to see if it works.
8. Click cell A3, then select Tools → Macro → Macros from the menu.
The Macro dialog box appears. ! Quick Reference
9. In the Macro Name list, click the DateStamp macro, then click Run.
To Edit a Macro’s Visual
The modified DateStamp macro runs, this time entering the current date without Basic Code:
formatting the cell.
1. Select Tools → Macro
10. Save your work.
→ Macros from the
menu.
2. Select the macro and
click Edit.
3. When you’re finished
editing the macro’s code
click the Save button and
then close the Visual
Basic Editor window.

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270 Microsoft Excel 2000

Lesson 8-5: Inserting Code in an

Existing Macro
Figure 8-9
The Macro dialog box.
Figure 8-10
Because of the potential
risk of viruses, you must
enable any macros in a
workbook when you open. Figure 8-9 Figure 8-10
Sub DateStamp() Sub ExpenseFillIn()
Figure 8-11 ' '
' DateStamp Macro ' ExpenseFillIn Macro
Copying a portion of code ' '
Range("A5:C5").Select
from the InsertDate macro ActiveCell.FormulaR1C1 = "=TODAY()"
Selection.Copy Range("C5").Activate
and Pasting it in the Selection.PasteSpecial Selection.ClearContents
Range("A5").Select
ExpenseFillIn Macro. Paste:=xlValues,
Operation:=xlNone, ActiveCell.FormulaR1C1 = "Jeff Nelson"
SkipBlanks:= False, Range("B5").Select
Transpose:=False ActiveCell.FormulaR1C1 = "45177"
End Sub Range("C5").Select
ActiveCell.FormulaR1C1 = "=TODAY()"
Selection.Copy
Selection.PasteSpecial
Paste:=xlValues,
Operation:=xlNone,
SkipBlanks:= False,
Transpose:=False
End Sub

This portion of code of the …and pasted here in the

Figure 8-11 DateStamp macro’s code is copied… ExpenseFillIn macro’s code

Let’s face it—unless you’re a programmer, it’s unlikely that you will ever learn any of Visual
Basic’s hundreds of functions, statements, and expressions. No matter. You have already
learned how you can view and even edit Visual Basic code created by Excel’s macro recorder.
A very useful technique you can use to edit and create macros is to insert code that has been
copied, or plagiarized, from another macro. This technique lets you add steps to your existing
macros by recording the steps you want to add in new macros, copying the appropriate code
and inserting it in the existing macro.

1. Open the Lesson 8B workbook and save it as Employee Expenses

(leave the current Macro Practice workbook open).
When you open the Lesson 8B file a frightening-looking dialog box like the one shown
in Figure 8-11 appears. Macros are like miniature programs, so there is an almost
infinitesimally small chance that a macro in an Excel worksheet could in fact be a virus
created by some disgruntled, malicious loser. If you know where the workbook came
from, it’s probably safe to enable the macros it contains.
2. Click Enable Macros.
Imagine this is an employee expense report you have to fill out once a week. Since you
enter same information in this workbook on a regular basis, you have recorded a macro
to perform some of the repetitive work of filling out the form for you.

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 Chapter Eight: Automating Tasks with Macros 271
3. Select Tools → Macro → Macros from the menu.
The Macro dialog box opens. The name of the macro that fills in the basic, repetitive
information is ExpenseFillIn. ! Quick Reference
4. Select the macro ExpenseFillIn and click Run. To Insert Visual Basic
The Macro dialog box closes, and Excel runs the ExpenseFillIn macro, which fills in Code into an Existing
the employee name and number. It would be nice if the ExpenseFillIn macro also Macro:
added the date you completed the Expense Report. You can do this by copying the 1. Open the workbook that
procedure from the DateStamp macro you created in the Macro Practice workbook and contains the macro with
pasting it in the code of the ExpenseFillIn macro. the code you want to
5. Select Tools → Macro → Macros from the menu. copy.
The Macro dialog box appears. First, you need to copy the code from the DateStamp Or…
macro, located in the Macro Practice workbook. Record a new macro
6. Select the macro 'Macro Practice.xls'!InsertDate and click Edit. with the steps you want
to add to an existing
The Microsoft Visual Basic editor appears with the DateStamp macro code. You need macro.
to copy only the portion of code inserts today’s date into the active cell.
2. Select Tools → Macro
7. Select the block of code beginning with ActiveCell.FormulaR1C1 = → Macros from the
"=TODAY()" and ending with Selection.PasteSpecial menu.
Paste:=xlValues, as shown in Figure 8-11, and click the Copy button on
3. Select the macro that
the Visual Basic toolbar.
contains the code you
Now that you’ve copied the procedure that inserts the current date, you must insert, or want to copy and click
paste it into the appropriate place in the ExpenseFillIn macro. Edit.
8. Close the Visual Basic Editor by clicking the close button or selecting 4. Copy the necessary
File → Close from the menu. portion of code using
The Visual Basic Editor window closes are you return to Excel. standard text copy
9. Select Tools → Macro → Macros from the menu, select the macro procedure.
ExpenseFillIn and click Edit. 5. Close the Visual Basic
The Microsoft Visual Basic editor appears with code for the ExpenseFillIn macro. You editor and repeat Step 2.
need to paste the copied DateStamp code into the appropriate place in the 6. Select the existing
ExpenseFillInMacro code. macro where you want
10. Move the insertion point to the end of the line Range("C5").Select,
to paste the copied code
and click Edit.
press <Enter> to add a blank line, then click the Paste button on the
Visual Basic toolbar. 7. Place the insertion point
where you want to paste
The copied code from the DateStamp macro is inserted into the ExpenseFillIn macro. the copied code, add a
Compare your macro to the one shown in Figure 8-11 (don’t worry if your code is blank line by pressing
spaced differently and has different tabs.) <Enter> and click the
11. Close the Visual Basic Editor by clicking the close button or selecting Paste button on the
File → Close from the menu. Visual Basic Standard
It’s time to test your macro. toolbar.
12. Select Tools → Macro, and then Macros from the menu, select the 8. If necessary, edit the
ExpenseFillIn macro and click Run. pasted code.
Excel runs the ExpenseFillIn macro, which now also adds the current date in cell C5. 9. Click the Save button
Clear the information the macro entered and save the workbook to finish this lesson. and exit the Visual Basic
editor.
13. Select the cell range A5:C5, press the <Delete> key, and then save the
workbook. You may want to delete
the other macro if it is no
longer needed.

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272 Microsoft Excel 2000

Lesson 8-6: Declaring Variables

and Adding Remarks to VBA Code
Figure 8-12
Using the Dim statement
to declare variables and
the remark statement (‘) to
add comments to Visual Dim statement
Basic code.
Remark
Figure 8-13
The syntax for the Dim
statement.

Figure 8-12
Dim Cost As Integer
Dim Variable Name Data Type
Statement The name of The type of
the variable data used in
the variable
Figure 8-13

You’ve probably heard that programming is a lot like algebra. In algebra you use variables,
like the r in the equation πr2. Programming uses variables too. You should always declare any
variables when you use them in code. Declaring a variable is like telling Excel “I’m going to
be using a variable named ‘r’ in my code.” In Visual Basic, you use the DIM statement to
declare variables, using the syntax DIM variablename As datatype, as shown in Figure 8-13.
This lesson explains how to declare variables using the Dim statement (you’ll actually get to
use the variables you declare in the next lesson.)
Another topic covered in this lesson how to add remarks to your code. Code can be
confusing—you can make it easier to understand by adding explanatory remarks to by adding
REM statements. A REM statement doesn’t do anything as far as the code is concerned—it’s
just a way to add notes explaining the function of the code. You can add a REM statement by
typing an apostrophe before the comment. For example: ‘Adds the current date.

1. Make sure the Employee Expenses is the active workbook, then select
Tools → Macro → Macros from the menu, select the macro
ExpenseFillIn and click Edit.
The Microsoft Visual Basic editor appears with the code for the ExpenseFillIn macro.
Since several other users occasionally use this report, you decide you want to edit the
macro so it prompts the user for their name and employee number. You’ll learn how to
prompt the user for information or Input in the next lesson. For now, you have to
declare the variables for the employee name and number.

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 Chapter Eight: Automating Tasks with Macros 273
2. Add a blank line immediately above the line Range("A5").Select. Place
the insertion point in the blank line and type Dim EmployeeName As
String and press <Enter>.
Remember, a variable is any piece of information that changes, like the x in an algebra
problem: x + 3 = 4. In the case of the ExpenseFillIn macro, the employee’s name will
be the variable. Variables must have a name, like the x in the algebra problem. You
name a variable a name declaring it with the Dim statement. The Dim statement must
entered in the following syntax: Dim variablename as datatype. Here’s what the
arguments of the Dim statement mean:
• VariableName: The name of the variable. Example: EmployeeName.
• DataType: The type of data you want to use in the variable, such as a number, date,
or text. See Table 8-1: Data Types used in Variables for a list of data types. Make
sure you add an As between the variable name and the data type. Example: As String.
Since the line of code “Dim EmployeeName As String” you just entered is a little
confusing, you can add a REM statement after it to explain what it does. Here’s how:
3. Type 'Declares the EmployeeName variable as a text string
and press <Enter>.
Next, you’ll need to declare the Employee Number.
4. Type Dim EmployeeNo as Long and press <Enter>.
Notice as you enter code, the Visual Basic editor displays a list of words that can be
used in the current statement. To accept a word, select the word from the list and press
<Tab>. You declare the EmployeeNo as a Long integer, since it will always be a
numeric value. Add a remark explaining what the preceding line of code does.
5. Type 'Declares the EmployeeNo variable as an integer and
Member List
press <Enter>.
Save the updated macro.
6. Click the Save button on the Visual Basic toolbar.
In the next lesson you will get a chance to use the variables you declared with the DIM
statement. Table 8-1: Data Types used in Variables lists the more common data types that can
be used with the DIM statement. ! Quick Reference
To Declare a Variable:
Table 8-1: Data Types used in Variables
• Add a Dim statement at
Date Type Size Range the beginning of the
Byte 1 byte 0 to 255 procedure, using the
syntax Dim VariableName
Boolean 2 bytes True or False As DataType.
Integer 2 bytes -32,768 to 32,767 To Add a Remark to a
Long (Long Integer) 4 bytes 2,147,483,648 to 2,147,483,647 Procedure:
• Add an apostrophe (')
Date 8 bytes January 1, 1000 to December 31, 9999
before the remark.
String (Text) Varies Approximately 2 billion characters

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274 Microsoft Excel 2000

Lesson 8-7: Prompting for User

Input
Figure 8-14
An Input Box generated
from the InputBox
statement.
Figure 8-14
Figure 8-15
The edited ExpenseFillIn Sub ExpenseFillin()
'
VBA code. ' ExpenseFillin Macro
'
Dim EmployeeName As String
'Declares the EmployeeName as a text string
Dim EmployeeNo As Long
'Declares the EmployeeNo as an Integer
EmployeeName = InputBox("Enter the Employee's Name.") The InputBox function
EmployeeNo = InputBox("Enter the Employee Number.")
Range("A5:C5").Select
Range("C5").Activate
Selection.ClearContents
Range("A5").Select
ActiveCell.FormulaR1C1 = EmployeeName
Range("B5").Select
ActiveCell.FormulaR1C1 = EmployeeNo
Worksheets("Sheet1").PageSetup.CenterFooter = "Expense Report for: " &
EmployeeName
Range("C5").Select
ActiveCell.FormulaR1C1 = "=TODAY()"
Selection.Copy
Selection.PasteSpecial Paste:=xlValues, Operation:=xlNone, SkipBlanks:= False,
Transpose:=False
End Sub

Figure 8-15

When creating macros and code it is often useful to prompt the user for information. You can
then use this information in any number of ways—place it in a cell, use it in a calculation, or
print it in a header or footer.
This lesson explains one of the easiest methods of prompting the user for information—using
the InputBox function. The InputBox function prompts the user for information by displaying
a dialog box like the one shown in Figure 8-14. The syntax for the InputBox function is
InputBox(Prompt) where Prompt is the message you want to display (usually enclosed in
quotation marks “”).

1. Make sure the Visual Basic editor is still open and displays the
ExpenseFillIn code.

2. Place the insertion point immediately after the 'Declares the

Quick Info
EmployeeNo variable as an integer statement, press <Enter>, type
EmployeeName = InputBox("Enter the Employee's Name."), and
press <Enter>.
As you type, Visual Basic displays a small window that displays information about the
function you’re entering and its parameters. This statement will display an InputBox,
as shown in Figure 8-14, which will ask the user to enter the EmployeName variable.

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 Chapter Eight: Automating Tasks with Macros 275
3. Type EmployeeNo = InputBox("Enter the Employee Number.")
and press <Enter>.
This will display another dialog box, which will ask the user to enter the
EmployeNumber variable. Once the user has entered the EmployeeName and
EmployeeNo variables in the Input Boxes, you can place EmployeeName and
EmployeeNo variables in the appropriate cells.
4. Find the ActiveCell.FormulaR1C1 = "Jeff Nelson" statement and edit
it so it reads ActiveCell.FormulaR1C1 = EmployeeName.
Make sure you remove the quotation marks! Now the macro will insert the
EmployeeName variable the user enters in the Input Box instead of the name “Jeff
Nelson.”
5. Find the ActiveCell.FormulaR1C1 = "45177" statement and edit it so it
reads ActiveCell.FormulaR1C1 = EmployeeNo and press <Enter>.
You decide to enter the text from the EmployeeName variable in the page footer for the You can combine, or
worksheet as well. concatenate, two
6. Type Worksheets("Sheet1").PageSetup.CenterFooter = "Expense pieces of information
using the
Report for: " & EmployeeName.
ampersand (&) symbol.
That last statement was a bit confusing—here’s what it does. We’ll start from the end For example, you can
of the code and work our way forward. EmployeeName is the variable you declared create the message
and equals whatever the user enters in the InputBox. Before that is the ampersand
“Expense Report for:
symbol (&), which combines the EmployeeName variable with the text message
Bill Smith” by
“Expense Report for: .” Note that the text message (or text string) must be enclosed in
combining a text
quotation marks (“”). The first part of the statement,
Worksheets(“Sheet1”).PageSetup.CenterFooter, refers to the center footer of the string "Expense
Sheet1 worksheet. So the line of code tells Excel you want the center footer of Sheet1 Report for" with a
to equal, or display the message “Expense Report for: EmployeeName variable” or variable, such as
whatever name the user enters in the InputBox. EmployeeName.
You’re ready to test your macro.
7. Click the Save button on the Visual Basic toolbar to save the macro,
then close the Visual Basic Editor by clicking the close button or
selecting File → Close from the menu. ! Quick Reference
The Visual Basic editor closes and you return to the Excel program screen.
To Use the Inputbox
8. Select Tools → Macro, and then Macros from the menu, select the Statement:
macro ExpenseFillIn and click Run.
• Add an Input statement
An Input Box appears asking you to input the employee’s name, as shown in Figure using the syntax
8-14. InputBox(Promp).
9. Type in your name, click OK, type 7000 in the second Input Box, and
click OK.
The ExpenseFillIn macro fills in the Expense report with the EmployeeName and
EmployeeNo variables you entered in the two Input Boxes. Preview the workbook to
verify that the EmployeeName also appears in the workbook footer.
10. Click the Print Preview button on the Standard toolbar.
The workbook appears in Print Preview mode. Notice that the ExpenseFillIn macro has
entered the employee name at the center footer.
11. Click Close to close the Print Preview window.
Clear the information entered by the ExpenseFillIn macro.
12. Select the cell range A5:B5 and press the <Delete> key, then save your
work.

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Lesson 8-8: Using the

If…Then…Else Statement
If condition Then
Figure 8-16
statement If the stated condition is true
then this action will happen.
The Syntax for the If Else
…Then statement. elsestatement Otherwise, this action will
happen.
Figure 8-17 End If
Figure 8-16
The If …Then statement in
a VBA macro’s code. Dim EmployeeName As String
'Declares the EmployeeName as a text string
'Declares the EmployeeNo as an Integer
Dim EmployeeNo As Long
EmployeeName = InputBox("Enter the Employee's Name.")
If EmployeeName = "Jeff Nelson" Then
EmployeeNo = 45177
Else
EmployeeNo = InputBox("Enter the Employee Number.")
End If

Figure 8-17

The If…Then statement takes action based on a certain condition. For example, if an
employee’s weekly sales are more than $2,500, then calculate a 5% commission bonus for the
employee, else don’t calculate a bonus. The syntax for the If…Then statement is shown in
Figure 8-16.
In this lesson you will use the If…Then statement to enter the employee number 45177 if the
employee is Jeff Nelson, else the user will have to enter their employee number.

1. Make sure the Employee Expenses is the active workbook, select Tools
→ Macro, and then Macros from the menu, select the macro
ExpenseFillIn and click Edit.
The Microsoft Visual Basic editor appears with the ExpenseFillIn macro code. Jeff
Nelson is normally the only person that uses the Employee Expense workbook. To save
time, you decide to add a conditional statement to the ExpenseFillIn macro, so if the
EmployeeName is “Jeff Nelson” the macro will automatically enter Jeff’s Employee
Number, otherwise if the EmployeeName is not “Jeff Nelson” the macro will prompt
the user to enter their Employee Number.
2. Add a blank line immediately after the statement EmployeeName =
InputBox("Enter the Employee's Name"), enter the statement
If EmployeeName = "Jeff Nelson" THEN and press <Enter>.
This is the beginning of your IF…THEN…ELSE statement. IF the EmployeeName
equals “Jeff Nelson” THEN you want to set the EmployeeNo variable to equal Jeff’s
employee number, 45177.

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 Chapter Eight: Automating Tasks with Macros 277
3. Press <Tab>, type EmployeeNo = 45177 and press <Enter>.
You don’t have to add a <Tab> before the statement—it just makes it your code easier
to read, and is a standard practice in programming. The next step in the
IF…THEN…ELSE statement is adding the ELSE statement.
4. Type Else and press <Enter>.
The next step is entering the ELSE statement—what to do if the EmployeeName does
not equal “Jeff Nelson.” If the EmployeeName does not equal “Jeff Nelson,” you want
Excel to display the InputBox to prompt the user for their Employee Number. You’ve
already written this statement, so you can include it as the ELSE statement.
5. Place the insertion point at the beginning of the statement EmployeeNo
= InputBox("Enter the Employee Number"), press <Tab>, press
<End> to move to the end of the line, and press <Enter>.
Finish the IF…THEN…ELSE statement by adding the closing statement: End If.
6. Type End If.
Compare your code with the code shown in Figure 8-17. You’re ready to save and test
your new macro code.
7. Click the Save button on the Standard toolbar to save the macro, then
close the Visual Basic Editor by clicking the close button or selecting
File → Close from the menu.
The Visual Basic editor closes and you return to the Excel program screen.
8. Select Tools → Macro, and then Macros from the menu, select the
macro ExpenseFillIn and click Run.

9. Type Jeff Nelson in the InputBox and press <Enter>.

The macro enters “Jeff Nelson” in cell A5 and his employee number “45177” in cell
B5.
10. Select Tools → Macro, and then Macros from the menu, select the
macro ExpenseFillIn and click Run.
See what happens when you enter a name other than “Jeff Nelson.”
11. Enter your own name in the InputBox. ! Quick Reference
Since the EmployeeName variable wasn’t “Jeff Nelson” another InputBox appears, To Use an If…Then
asking for the employee number. Statement:
12. Type 55555, press <Enter>, save your work and exit Microsoft Excel. • Add an If…Then
Give yourself a pat on the back if you’ve gotten this far. You’ve just finished what is arguably statement using the
the most difficult task in Excel—working with code. following syntax:
If Condition Then
Statement If True
Else
Statement If False
End If

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Chapter Eight Review

Lesson Summary
Recording a Macro
• To Record a Macro: Select Tools → Macro → Record New Macro from the menu. Enter a
name, description, and shortcut keystroke (optional) for the macro. Click OK and carefully perform
the actions you want to include in your macro. Click the Stop button on the Macro Record
toolbar when you’re finished recording your macro.
• When you record a macro, everything is recorded—including any mistakes you make. You should
create a script that contains the steps you want the macro to record to minimize the amount of
mistakes.

Playing a Macro and Assigning a Macro a Shortcut Key

• To Play a Macro: Select Tools → Macro → Macros from the menu, select the macro you want
to play and click Run.
• To Assign a Shortcut Key to a Macro: Select Tools → Macro → Macros from the menu, select
the macro you want to assign a shortcut keystroke to and click Options. Enter the keystroke in
Shortcut key box.
• To Delete a Macro: Select Tools → Macro → Macros from the menu, select the macro you want
to delete and click Delete.

Adding a Macro to a Toolbar

• To Add a Macro to a Toolbar: Select View → Toolbars → Customize from the menu and click
the Commands tab. Select the Macros category from the Categories list and drag the Custom
button to the desired toolbar. Right-click the custom button, select Assign Macro from the
shortcut menu and select the macro you want to assign.
• To Remove a Button from a Toolbar: Select View → Toolbars → Customize from the menu,
and drag the button off the toolbar.

Editing a Macro’s Visual Basic Code

• To Edit a Macro’s Visual Basic Code: Select Tools → Macro → Macros from the menu, select
the macro and click Edit. When you’ve finished editing the macro’s code click the Save button and
then close the Visual Basic Editor window.

Inserting Code in an Existing Macro

• You can create macros that are more complex by copying sections of code from one macro to
another macro.

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 Chapter Eight: Automating Tasks with Macros 279

Declaring Variables and Adding Remarks to VBA Code

• You must declare any variables using the DIM statement, which uses the syntax Dim
VariableName As DataType.
• You can add a REM statement or comment to your code by typing an apostrophe before the
comment.

Prompting for User Input

• The Input statement prompts the user for information. The syntax for the InputBox statement is
InputBox(Prompt).

Using the If…Then…Else Statement

• The If…Then statement takes action based on one condition and another action based on another
condition.
• The syntax for the IF...THEN statement is:
If Condition Then
Statement If True
Else
Statement If False
End If

Quiz
1. Only menu and toolbar commands are recorded when you record a macro.
(True or False?)

2. Which of the following statements is NOT true?

A. Excel records macros in Visual Basic language.
B. Macros names can be up to 25 characters long, including spaces.
C. You start the macro recorder by selecting Tools → Macro → Record New Macro
from the menu.
D. You can assign a keystroke shortcut to a macro to make it quicker to access.

3. Which of the following statements declares a variable?

A. REM HireDate as Date
B. InputBox(HireDate) = Date
C. Dim HireDate as Date
D. Sub HireDate() = Date

4. Which of the following statements is NOT true?

A. You can edit a macro’s Visual Basic source code by selecting Tools → Macro →
Macros from the menu, selecting the macro and clicking the Edit button.
B. You can edit, cut, copy, and paste Visual Basic code just like ordinary text.
C. The InputBox function lets you add remarks to your code.
D. IF…THEN…ELSE statement takes an action based on a certain condition.

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280 Microsoft Excel 2000

5. How can you play a macro?

A. Select Tools → Macro → Macros from the menu and select the macro.
B. Select Tools → Play Macro from the menu and select the macro.
C. Click the Play Macro button on the toolbar and select the macro.
D. Take music lessons from a professional macro player to learn how to do this.

6. You can assign a macro to which of the following? (Select all that apply.)
A. The Office Assistant, to punish it for appearing unexpectedly.
B. A keystroke shortcut, such as <Ctrl> + <D>.
C. A button on any toolbar.
D. A button on the Status bar.

Homework
1. Create a new workbook book and save it as “My Macros.”
2. Select Tools → Macro → Record New Macro from the menu. In the Macro name
box type “EnterAddress,” click the Store macro in arrow and select This Workbook,
then click OK to start recording.
3. Type your name, address, and phone number in the following format:

4. Click the cell that contains your name and apply bold formatting.
5. Click the Stop button.
6. Clear the address information you just entered and try running your macro.
7. Edit the macro’s Visual Basic code so that it enters the “Nancy Gordon” instead of
your name.
8. Assign the shortcut key <Ctrl> + <E> to the macro.

Quiz Answers
1. False. Everything is recorded—every menu you select, button you click, everything
you type—even any mistakes you make!
2. B. Macros can’t have spaces in them.
3. C. The Dim statement declares a variable, so the statement “Dim HireDate as Date”
would declare the “HireDate” variable as a date data type variable.
4. C. The InputBox allows you to accept input from a user.
5. A. You can play a macro by selecting Tools → Macro → Macros from the menu and
selecting the macro.
6. B and C. You can assign a macro to either a keystroke shortcut or to a button on any
toolbar.

 2001 CustomGuide.com
 Chapter Nine:
Working with Other
Programs
Chapter Objectives: " Prerequisites
• Insert an Excel worksheet into a Word document • How to start and
operate Microsoft Word.
• Modify an embedded worksheet • How to edit and work
with Excel worksheets
• Link an Excel chart into a Word document
and charts.
• Insert a graphic into a worksheet • How to open and save
files.
• Open and save files in different formats

Chapter Task: Insert information between different programs

One of the great benefits of working with Windows is that you can share information between
different programs. This chapter explains how you can use Excel with other programs. You’ll
learn how to insert a Excel worksheet and chart into a Microsoft Word document. You’ll also
learn the subtle differences between embedding and linking files into other programs. This
chapter also explains how to open and save different file formats, such as Lotus 1-2-3 or text
files, in Excel.
Finally, this chapter explores how you can publish your Excel worksheets to the Internet.
Whew! We have a lot of ground to cover. Turn the page and we’ll get started.
282 Microsoft Excel 2002

Lesson 9-1: Inserting an Excel

Worksheet into a Word Document
Figure 9-1
The Create New tab of the
Object dialog box.
Figure 9-2
The Create from File tab
of the Object dialog box.
Figure 9-3
A Microsoft Excel
worksheet inserted in a Figure 9-1 Figure 9-2
Word document.

Figure 9-3

Microsoft Word is a powerful word processing program that can create professional-looking
documents. Since Word is part of the Microsoft Office 97 Suite, it makes sense that more
people use Excel together with Word than any other program. In this lesson, you will learn
how to embed an Excel worksheet into a Word document.

1. Start the Microsoft Word program.

2. Open the document named Interoffice Memo.

The procedure for opening a file in Word is identical to opening a file in Excel. Click
the Open button on the Standard toolbar or select File → Open from the menu. The
Interoffice Memo document appears in Word’s main document window.
3. Move the insertion point ( ) to the end of the document by pressing the
down arrow key <↓ ↓>, or else clicking to the end of the document with the
mouse.
This is where you want to insert an Excel worksheet.

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 Chapter Nine: Working with Other Programs 283
4. Select Insert → Object from the menu.
The Object dialog box appears with the Create New tab in front, as shown in Figure
9-1. You can create and insert new objects with the Create New tab, or you can insert Insert Microsoft
an existing file with the Create from File tab. You have already created and saved a
Excel Worksheet
button
worksheet in Excel, so you need to insert the worksheet from an existing file.
Other Ways to Insert an
5. Click the Create from File tab. Excel Worksheet:
The Create from File tab appears in front, as shown in Figure 9-2. You need to specify • Click the Insert
the name and location of the file you want to insert into the document. Microsoft Excel
6. Click the Browse button. Worksheet button and
The Browse dialog box appears, allowing you to find and locate the file you want to drag inside the grid until
insert into your document. the worksheet contains
7. Navigate to your practice folder or disk and select the Expenses file. the number of columns
and rows you want.
Notice the icon for the Expenses file indicates that it is a Microsoft Excel file.
8. Click OK.
The Browse dialog box closes and you return to the Create from File tab of the Object
dialog box. Notice the Expenses file name and location appear in the File name box.
There are several other options on this page you should know about:
• Link to file: Inserted objects are normally embedded, or saved inside the documents Excel Workbook
they are inserted in. If you check the Link to file option the object will still be file icon
inserted in the document, but Word will only create a link to the original file instead
of saving a copy of it inside the document. You should use the Link to file when you
want to ensure that any changes made in the original file are updated and reflected in
the document it is inserted in.
• Display as icon: Inserted objects are normally viewable directly from the Word
document window. Checking the Display as icon box option causes the inserted
objects to appear only as an icon. You must double-click the object in order to view
it.
9. Click OK. ! Quick Reference
Word accesses the Excel file and then inserts it into the document at the insertion point. To Insert an Embedded
10. Compare your document with the one in Figure 9-3. Excel Worksheet into a
Word Document:
11. Save the changes you’ve made to the Word document by clicking the 1. Place the insertion point
Save button on the Standard toolbar. where you want the
worksheet to be inserted.
2. Select Insert → Object
from the menu.
3. Click the Create from File
tab to use an existing
worksheet file or click the
Create New tab to create
a new worksheet.
4. Specify the Excel
worksheet file you want to
insert (if you selected
Create from File) or else
create the worksheet from
scratch (if you selected
Create New).

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284 Microsoft Excel 2002

Lesson 9-2: Modifying an Inserted

Excel Worksheet
Figure 9-4
Modifying an Excel
Worksheet object.
Figure 9-5
The modified worksheet.

Figure 9-4

Figure 9-5

After you insert an Excel worksheet, you can make changes to the worksheet simply by
double-clicking it. Double-clicking any embedded or linked object opens the source program
the object was created in, or, in the case of this lesson, Microsoft Excel. If the program the
object was created with isn’t installed on your computer you can still view and print the object
but you can’t make changes to it.
Double-click an object
to edit or modify it. 1. Double-click the inserted worksheet object in the document.
The Excel program opens inside of the Word document, as shown in Figure 9-4. Notice
that Excel menus and toolbars replace the Word toolbars and menus. Now you can
make changes to the worksheet object.
2. Select cell B5.
With the cell selected, you can replace the cell’s data simply by typing.
3. Type 515 and press <Tab>.
The number 515 replaces the number 500 and Excel moves to the next cell.
4. Select the entire Detroit row by clicking the row 6 heading.
The entire row is selected.

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 Chapter Nine: Working with Other Programs 285
5. Select Insert → Rows from the menu.
A new row is inserted immediately above the Detroit row. Now enter the data for the
new row.
6. Click cell A6, type Milwaukee and press <Tab> to move to the next cell.
7. Type the following, pressing <Tab> after making each entry.
470 135 110 25
Now that you have entered the data you must calculate the total for the row.
8. Click the AutoSum button on the Standard toolbar.
Excel makes an educated guess what cells you want to calculate the total for and
AutoSum button
selects them—in your case, Excel guesses correctly.
9. Press <Enter> to accept the formula.
Excel calculates the row total and moves to the next cell. Notice that after you inserted
a new row, the bottom total row is no longer displayed. Here’s how to resize the Excel
worksheet object so that the entire worksheet is displayed.
10. Position the pointer over the lower-right sizing handle, until the pointer
changes to a , then click and hold the left mouse button and drag the
mouse down until you can see the bottom row of the worksheet, then
release the mouse button.
The entire worksheet object should be visible in the document window.
11. Click anywhere outside the worksheet object to stop modifying the
worksheet to and return to Word.
The standard Word menu and toolbars replace the Excel menu and toolbars. Compare
your document to the one in Figure 9-5.
12. Save your work.
It can be confusing knowing what the differences are between linked and embedded objects.
Table 9-1: Embedded vs. Linked Objects compares each of these methods for inserting
information created with other programs into Word documents.

Table 9-1: Embedded vs. Linked Objects

Heading Heading
Embedded An embedded object is actually saved within the file. Files with ! Quick Reference
embedded objects are larger than files with linked objects. The
advantage of using embedded objects is because the objects are To Modify an Embedded
actually saved inside the file, so you don’t have to worry about any or Linked Object:
attached files becoming erased or lost. 1. Double-click the
embedded object.
Linked A linked object is not saved in the file. Instead a link contains 2. When you have finished
information on where to find the source data file. The advantage of editing the object, click
using linked objects is the source file is changed, the linked object in anywhere outside the
the file is automatically updated to reflect the changes. object to return to the host
program.

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286 Microsoft Excel 2002

Lesson 9-3: Inserting a Linked

Excel Chart in a Word Document
Figure 9-6
Inserting a linked
Microsoft Excel chart
object.
Figure 9-7
A linked Excel chart.

Figure 9-6

Figure 9-7

So far you have been inserting and working with an embedded Excel worksheet. This lesson
mixes things up a bit. You will still be inserting information created in Excel, but in this
lesson you will be inserting a linked Excel chart. Remember when you insert an embedded
object you are actually storing and saving the object inside the file. A linked file is not stored
and saved in a Word document, but is connected to it. So if you make changes to the linked
source file it will be automatically updated in the Word document.

1. Press <Ctrl> + <End> to move to the end of the document.

Just like in Excel, <Ctrl> + <End> moves you to the end of a document in Word.
2. Press <Enter> twice to add 2 blank lines.
Now insert the linked chart object.
3. Select Insert → Object from the menu and click the Create from File
tab if it does not appear in front.
The Create from File tab appears in front, as shown in Figure 9-6. You need to specify
the name and location of the file you want to insert into your document.
4. Click the Browse button.
The Browse dialog box appears, allowing you to find and locate the file you want to
insert into your document.
5. Navigate to your Practice folder or disk and select the Trade Show
Chart file.
Notice the icon for the Trade Show Chart file indicates that it is a Microsoft Excel file.
6. Click OK.
The Browse dialog box closes and you return to the Create from File tab of the Object
dialog box. Notice the “Trade Show Chart” file name and location now appears in the
File name text box.

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 Chapter Nine: Working with Other Programs 287
7. Click the Link to file checkbox.
Checking the Link to file checkbox only inserts a link to the specified file in the Word
document instead of inserting an embedded copy of the file. You should use Link to
file if you want to display any changes made to the original file in your document.
8. Click OK.
Word accesses the Excel chart and then inserts a link to it in the document at the
insertion point.
9. Resize the Chart object so it is similar in size to the one shown in Figure
9-7.

10. Save your work.

11. Select File → Exit from the menu to close the Microsoft Word program.

! Quick Reference
To Insert a Linked Object
File:
1. Place the insertion point
where you want to insert
the linked object.
2. Select Insert→ Object
from the menu and click
the Create from File tab.
3. Make sure the Link to
File check box is
selected, and then specify
the file you want to insert.

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288 Microsoft Excel 2002

Lesson 9-4: Inserting a Graphic

into a Worksheet
Figure 9-8
The Insert Picture dialog
box.
Figure 9-9
Move an object by
dragging and dropping it.
Figure 9-10
The Picture toolbar.

Figure 9-8

Click and drag an object

to move it to a new
location
Figure 9-9
Insert More More Format Reset
Picture Contrast Brightness Crop Line Style Object Picture

Color Less Less Rotate Text Set Transparency

Contrast Brightness Compress Wrapping Color
Figure 9-10
Picture

Pictures, graphics, and illustrations can make your worksheets more professional looking.
This lesson explains how to insert clip art and graphics into your worksheets. You can insert
graphics and pictures created with graphics programs such as Microsoft Paint (which comes
with Windows), scanned pictures, or graphics from a clip art library.

1. Start Microsoft Excel, open the Expense workbook and save it as Trade
Show Expenses.

Inserting a 2. Click cell A1.

Picture from a
File This is where you want to insert the graphic.

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 Chapter Nine: Working with Other Programs 289
3. Select Insert → Picture → From File from the menu.
The Insert Picture dialog box appears, as shown in Figure 9-8. You need to specify the
name and location of the graphic file to be inserted into your Excel worksheet.
4. Navigate to your Practice folder or disk and select the PC Logo file.
Excel displays a preview of the graphic in the left side panel of the Insert Picture dialog
box.
5. Click the Insert button to insert the PC Logo graphic.
Excel inserts the picture file PC Logo in the worksheet.
6. Select the picture (if necessary) of the PC Logo by clicking it.
See the six boxes along the edges of the picture? Those are sizing handles and are used
to resize or crop objects. Go ahead and resize the picture.
7. Position the pointer over the lower-right sizing handle, until the pointer
changes to a , then click and hold the left mouse button and drag the Sizing handles
mouse diagonally down and to the right until the bottom of the
picture is flush with the bottom of row 4, then release the mouse button.

8. With the picture still selected, click and hold the left mouse button and
drag the picture to the right side of the page, as shown in Figure 9-9.
Release the left mouse button to drop the picture.

9. Save your work and close the Trade Show Expenses workbook.
You probably noticed several other options listed under the Insert → Picture menu. Here’s
what they are what they do:

Table 9-2: The Insert Picture Menu

Insert Description ! Quick Reference

Opens the Clip Gallery where you can select a clip art image to insert. To Insert a Graphic:
Clip Art
1. Click the cell where you
want to insert the graphic
From File Inserts a graphic file in the active cell. and Select Insert →
Picture → From File
AutoShapes Inserts a ready-made shape, such as a circle, rectangle, star, arrow, etc. from the menu.
2. Select the file location
Inserts a Microsoft Organization Chart object into worksheet. and name and click OK.
Organization Chart
To Resize an Graphic:
WordArt Creates spectacular text effects, such as . • Click the object to select
it, then drag its sizing
handles until the object is
From Scanner Scans an image and inserts it at the insertion point. the size you want.
To Move a Graphic:
• Click the picture and hold
mouse button, drag the
picture to a new location
in the document then
release the mouse button.

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290 Microsoft Excel 2002

Lesson 9-5: Opening and Saving

Files in Different Formats
Figure 9-11
The Text Import Wizard
dialog box.
Figure 9-12
The imported text file.

Figure 9-11

Figure 9-12

People from different countries speak different languages, so naturally computer programs
save files in different formats that other programs sometimes can’t read. Fortunately, just like
some people can speak several languages, Excel can read and write in other file formats.
This lesson shows how you can open one of the most common file formats in Excel—a tab
delimited text file.

1. Click the Open button on the Standard toolbar and navigate to your
Practice folder or disk and select
Normally the Open dialog box only displays files created with Microsoft Excel. To
open files created with other programs you need to select the file type you want from
the Files of type list arrow—in your case Text files.
2. Click the Files of type list arrow, select Text Files, select the Europe
Expenses file and click Open.
The Text Import Wizard dialog box appears, as shown in Figure 9-11. You must
specify how the information is stored in the text file. There are two options:

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 Chapter Nine: Working with Other Programs 291
• Delimited: Tabs, colons, semicolons, or other characters separate items in your text
file. This is the most common (and default) option.
• Fixed Width: All the items in your text file are the same length.
The Europe Expenses is a tab delimited text file, that is, tabs separate its fields, so you
don’t need to make any changes and can continue on to the next step.
3. Click Next.
The second step of the Text Import Wizard appears. Notice the tab box is selected Save As Type list
under Delimiters (what separates the text). No changes needed here.
4. Click Next.
The third step of the Text Import Wizard allows specifying formatting options for any
of the columns of data. For example, you could specify that a particular column be
formatted as a data or number field. It isn’t important to format any of the columns
here, however, so you can complete the Text Import Wizard.
5. Click Finish.
The Text Import Wizard closes and the imported text file appears in the Excel
worksheet window.
Here’s how to save a workbook in a different format:
6. Select File → Save As from the menu.
The Save As dialog box appears.
7. Click the Save as type list arrow, scroll down the list and select
WKS (1-2-3).
This will save the file in Lotus 1-2-3 format.
8. Click Save to save the Europe Expenses workbook as a Lotus 1-2-3 file,
then close it (but leave Microsoft Excel open!)

Table 9-3: Importable and Exportable File Formats and Extensions ! Quick Reference
File Format Extensions To Open a Non-Excel File
in Excel:
Microsoft Excel 97/2000/2002 .xls, .xlt
!
1. ClickQuick Reference
the Open button on
Microsoft Excel 5.0/95 .xls, .xlt the Standard toolbar.
To Save a Worksheet as a
2. Click
Web the Files of type list
Page:
Microsoft Excel 4.0, 3.0, 2.0 .xls, xlw, wlc, xlm arrow and select All Files
• Open the workbook and
to display all files.
select File → Save as
Lotus 1-2-3 .wk4, wk3, fm3, fmt, all, wk1, wks 3. HTML
Find and double-click
from the menu,the
file you want
then follow theto on-screen
open.
Quattro Pro .wb1, .wbi Toinstructions.
Save a File in a
Different File Format:
Text (Both tab and comma delimited) .txt, .csv
1. Select File → Save As
from the menu.
Dbase 2, 3, 4 .dbf
2. Click the Save as type
Microsoft Access 2.0, 95, 97 .mdb list arrow and select the
file format you want to
save the file in.
3. Enter a new name for the
file, if you want, and click
Save.

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292 Microsoft Excel 2002

Chapter Nine Review

Lesson Summary
Inserting an Excel Worksheet into a Word Document
• To Insert an Embedded Excel Worksheet into a Word Document: Place the insertion point
where you want the worksheet to be inserted and select Insert → Object from the menu. Click the
Create from File tab to use an existing worksheet file or click the Create New tab to create a new
worksheet. Select the worksheet you want to insert (if you selected Create from File) or else create
the worksheet from scratch (if you selected Create New).

Modifying an Inserted Excel Worksheet

• Double-click any embedded or linked object to edit it. Click anywhere outside the object when
you’re finished.
• An embedded object is saved within the file. Files with embedded objects are larger than files with
linked objects. The advantage of using embedded objects is because the objects are actually
saved inside the file, so you don’t have to worry about any attached files becoming erased or lost.
• A linked object is not saved in the file. Instead a link contains information on where to find the
source data file. The advantage of using linked objects is if the source file is changed, the linked
object in the file is automatically updated to reflect the changes

Inserting a Linked Excel Chart in a Word Document

• To Insert a Linked Object File: Place the insertion point where you want the worksheet to be
inserted and select Insert → Object from the menu and click the Create from File tab. Make sure
the Link to File check box is selected and specify the file you want to insert.

Inserting a Graphic into a Worksheet

• To Insert a Graphic: Click the cell where you want to insert the graphic and Select Insert →
Picture → From File from the menu. Select the file location and name and click OK.
• Resize an object by dragging its sizing handles until the object is the size you want.
• Move an object by clicking and dragging it to a new location and releasing the mouse button.

Opening and Saving Files in Different Formats

• To Open a Non-Excel File in Excel: Click the Open button on the Standard toolbar, select Click
select All Files from the Files of type list. Find and open the file.
• To Save a File in a Different File Format: Select File → Save As from the menu and select the
file format from the Save as type list.

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 Chapter Nine: Working with Other Programs 293

Quiz
1. What is the difference between an embedded and linked object?
A. An embedded object is saved within the file, a linked object is a hyperlink to another
file.
B. An embedded object is saved within the file, a linked object is not saved in the file—
instead a connection to the file is inserted.
C. An embedded object can be inserted on the same page as other text or information, a
linked file must be placed on its own separate page.
D. An embedded object is saved in a separate file, a linked object is saved with the file
it was inserted in to.

2. Double-click an embedded or linked object to modify it. (True or False?)

3. Which of the following statements is NOT true?

A. When you insert an object, you can either insert an existing file or you can create a
new file.
B. Clicking the Link to file check box inserts a link to the file instead of embedding the
file.
C. You can only insert graphics or pictures into Excel charts.
D. You insert graphics by selecting Insert → Picture → From File from the menu.

Homework
1. Open the workbook Lesson 2 and save it as a .CSV (Comma Delimited) text file
named “Mileage.”
2. Create a new workbook, select Insert → Picture → ClipArt form the menu, and
insert a picture of a turtle into the workbook.
3. Resize the turtle picture so that it is about 50% of the original size, then move it
down about an inch.
4. Open the Lesson 5A workbook and save it as “Web Practice.”
5. Click cell A10 type “Expenses” and press <Enter>. Click cell A10, click the Insert
Hyperlink button on the Standard toolbar and create a hyperlink to the Expenses
workbook.
6. Exit Microsoft Excel and start Microsoft Word. Type “Here are the results of last
month’s survey:” and press <Enter>.
7. Insert the Lesson 5A workbook into the Word document at the insertion point.

Quiz Answers
1. B. An embedded object is saved within a file. A linked object is not actually saved
within a file but points to the inserted file.
2. True. Double-clicking an object lets you modify it.
3. C. You can insert graphics or pictures into worksheet as well as into charts.

Your Organization’s Name Here

 Chapter Ten: Using
Excel with the
Internet
Chapter Objectives: " Prerequisites
• Add Hyperlinks to a Worksheet • How to use menus,
toolbars, dialog boxes,
• Browse Hyperlinks and using the Web Toolbar and shortcut
keystrokes.
• Save a Workbook as Non-Interactive a Web Page
• Basic familiarity with the
• Save a Workbook as an Interactive Web Page Internet and the World
Wide Web.
• Retrieve Information from a Web Page

Chapter Task: Publish an Excel worksheet to the Web

In a mere five years, the Internet has changed how most businesses and computers work, so
it’s no surprise that the biggest changes and improvements in Excel 2002 have to do with how
it works and interacts with the Internet.
Excel’s Internet features let you add hyperlinks to your workbooks to link them to another
workbook, a file created in another program, or even a Web page. You can also save your
worksheets and charts as a Web page and place them on your corporate Intranet or the World
Wide Web so that other users can view them. You can also create interactive Web pages that
allow users to add, change, and calculate you worksheet’s information from Microsoft
Internet Explorer 4.01 or later. Finally, you can retrieve information stored on a Web page and
place it on your worksheets.
296 Microsoft Excel 2002

Lesson 10-1: Adding and Working

with Hyperlinks
Figure 10-1
The Insert Hyperlink Insert a link to an existing
dialog box. file or web page

Insert a link to bookmark

in the same document

Create a new document

and insert a link to it

Insert a link to an e-mail

address

Figure 10-1

In this lesson, you will learn how to use hyperlinks in Excel. A hyperlink points to a file, a
specific location in a file, or a Web page on the Internet or on an Intranet. Whenever you click
Hyperlink on a hyperlink, you jump to the hyperlink’s destination (if it’s available). A hyperlink is
usually indicated by colored and underlined text. If you have ever been on the World Wide
Web you’ve used hyperlinks all the time to move between different Web pages.

1. Open the workbook named Lesson 10 and save it as Trade Show

Expenses.
You may need to click the Files of Type list and select Microsoft Excel Files if you
can’t find it.
2. Click cell A10, type Mileage Report and press <Enter>.
This is the text for the hyperlink. The next step is to create the destination for the
Insert Hyperlink
button hyperlink. A hyperlink’s destination can be any file on your computer, on the network,
or even on the Internet.
Other Ways to Insert a
Hyperlink: 3. Click cell A10 and click the Insert Hyperlink button on the Standard
toolbar.
• Select Insert →
Hyperlink from the The Insert Hyperlink dialog box appears, as shown in Figure 10-1. Here, you can
menu. specify a Web address or name and location of a file you want to add as a hyperlink. If
you know the location and name of the file or Web address, you can type it directly in
the dialog box; otherwise, you can navigate to the file. There are three different buttons
in the Insert Hyperlink dialog box that let you browse for four different types of
Hyperlink destinations. These buttons are:
• Existing File or Web Page: Create a link that takes you to another Excel
workbook or to a file created in another program, such as a Microsoft Excel
worksheet, or to a web page on the Internet.
• Place in This Document: Take you to a bookmark in the same document.
• Create New Document: Creates a new Microsoft Excel workbook and then
inserts a hyperlink to it.
• E-mail Address: Creates a clickable e-mail address.

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 Chapter Ten: Using Excel with the Internet 297
4. Click the Existing File or Web Page.
The Link to File dialog box appears, which displays a list of files that you can use as
the destination for your hyperlink.
5. Select the Lesson 2A workbook file and click OK.
The Link to File dialog box closes and the name and location of the Lesson 2 is added
to the Link to file or URL text box.
6. Click OK.
The dialog box closes and you return to the worksheet window. Notice the text
“Mileage Report” appears blue and underlined, signifying it’s a hyperlink. For now,
don’t click the Mileage Report Hyperlink! We’ll cover that in the next lesson.
Once you create a hyperlink, you can easily edit it to change its title or target, copy it,
or delete it by clicking by right-clicking the hyperlink. Try it!
7. Right-click the hyperlink and select Hyperlink from the shortcut menu.
A shortcut menu with the most frequently used hyperlink commands appears. Here,
you could select Edit Hyperlink to change the hyperlink’s target or Select Hyperlink to
edit the hyperlink’s title. Your hyperlink is fine the way it is so close the shortcut menu.
8. Click anywhere in the worksheet window to close the shortcut menu.

9. Save your work.

In the next lesson, you will get a chance to actually use the hyperlink you just created, and
see how you can browse Excel’s files using the Web toolbar.

! Quick Reference
To Insert a Hyperlink:
1. Select the cell you want to
use for the hyperlink and
click the Insert Hyperlink
button from the Standard
toolbar.
Or…
Select the text you want
to use for the hyperlink
and select Insert →
Hyperlink from the menu.
2. Either select a file you
want (use the browse
buttons to help you locate
the file) or type a Web
address for the
hyperlink’s destination
and click OK.
To Edit a Hyperlink:
• Right-click the hyperlink
and select Hyperlink →
Edit Hyperlink from the
shortcut menu.

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298 Microsoft Excel 2002

Lesson 10-2: Browsing Hyperlinks

and using the Web Toolbar
Figure 10-2
Click a hyperlink…
Figure 10-3
…and Excel jumps to the
destination file or Web
page.

Figure 10-2
When you
position the
pointer over a
hyperlink it
changes to a .
Figure 10-3 The Web toolbar appears
whenever you click a hyperlink

If an Excel workbook contains one or more hyperlinks, you can navigate, or browse between
the files connected by the hyperlinks. In this lesson you will test the hyperlinks you created
earlier to make sure they work. Chances are this browsing between two files will be nothing
new to you—because browsing hyperlinks in Microsoft Excel is no different than browsing
the Web.

1. Click the hyperlink Mileage Report in cell A10.

Two things happen whenever you click a hyperlink in Excel: First, you immediately
jump to the hyperlink’s destination—in this case the Mileage Report workbook.
Second, Excel displays the Web toolbar (if it isn’t there already) so you can easily
navigate between your files just like you would if you were surfing the ‘net.
Move on to the next step, and we’ll create a hyperlink to the back to the first
workbook, Trade Show Expenses, so that the user can easily return to it.
2. Click cell A14, type Return to Trade Show Expenses and press
<Enter>.
This text will contain the hyperlink to the workbook “Trade Show Expenses.”
3. Click cell A14 and click the Insert Hyperlink button on the Standard
toolbar.
Insert Hyperlink
button The Insert Hyperlink dialog box appears.
Other Ways to Insert a 4. Click the Browse button next to the Link to file or URL text box.
Hyperlink:
5. Click the Files of type list arrow and select Workbooks (.xls) from the
• Select Insert →
list to display only Excel workbooks in the window.
Hyperlink from the
menu. The Link to File dialog box is updated so that it displays only Excel workbook files.

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 Chapter Ten: Using Excel with the Internet 299
6. Select the Trade Show Expenses workbook file and click OK.
The Link to File dialog box closes and the name and location of the Trade Show
Expenses is added to the Link to file or URL text box.
7. Click OK.
The dialog box closes and you return to the worksheet window. Test the new hyperlink
by clicking it.
8. Click the hyperlink Return to Trade Show Expenses in cell A14.
The Trade Show Expenses workbook appears in the worksheet window. Use the Web
toolbar to jump back to the previously viewed document.
Back button
9. Click the Back button on the Web toolbar.
You’re back to the Lesson 2 workbook. Now jump forward to the Trade Show
Expenses workbook.
10. Click the Forward button on the Web toolbar.
The Trade Show Expenses workbook appears in the worksheet window. Excel can
browse and navigate Web pages on the Internet just as easily as it can browse
Forward button
workbooks. In the next lesson, you’ll learn how to save an Excel workbook as a Web
page, so it can be viewed on the Internet.
You don’t need the Web toolbar anymore, so go ahead and close it.
11. Right-click the Web toolbar and select Web to close the Web toolbar.

Table 10-4: The Web toolbar buttons

Button Description

Back Brings you back to the previously viewed Web page.

Brings to forward to the next viewed Web page.

Forward

Stop Current Jump Stops loading a Web page.

! Quick Reference
Refresh Current Page Reloads or refreshes the current Web page. To Jump to a Hyperlink’s
Destination:
Start Page Brings you to your home page. • Click the Hyperlink.

Search the Web for specified information. To Browse Files with

Search the Web
Excel:
Quickly brings you to Web pages that you have bookmarked • Use the Web toolbar (see
Favorites and use frequently. Table 10-4: The Web
toolbar buttons) to
Displays a list of Web commands that also appear on the Web navigate between files
Go toolbar. just like you would browse
the Internet.
Toggles whether toolbars other than the Web toolbar should To Hide the Web Toolbar:
Shown Only Web Toolbar be displayed or hidden. • Right-click the Web
toolbar and select Web.
Or…
• Select View → Toolbars
→ Web from the menu.

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300 Microsoft Excel 2002

Lesson 10-3: Saving a Workbook

as a Non-Interactive Web Page
Figure 10-4 Specify which parts of your
workbook you want to publish as a
Specify how you want to Web page and if the Web page
save you Web Page in the should be interactive or not (see
Table 10-5: Interactive vs. Non-
Save As dialog box. Interactive Web Pages)
Figure 10-5
The Publish as Web Page
dialog box. Select from more Web publishing
options
Figure 10-6
Displaying a non-
interactive Web page in a Figure 10-4 Specify what area of your workbook
Web browser. you want to publish as a Web page

Figure 10-5 Figure 10-6

Add Spreadsheet or Creates or changes the
PivotTable interactivity title for your Web page

This lesson explains how you can save your Excel worksheets as Web pages so they can be
viewed on the Internet. You can save any existing Excel worksheets as Web pages files (also
know as HTML files) by selecting the File → Save as Web Page from the menu.
Saving Excel workbooks as Web pages isn’t anything new—Excel 97 had this feature as
Save as Web well. What is new is Excel 2002 can save workbooks as Interactive Web pages. What this
Page means is users interact with the data on your Web page because they have basic spreadsheet
functionality. Interactive Web Pages let your users enter data, format data, calculate data, and
sort and filter. There is one major drawback to Interactive Web pages—only users who have
Microsoft’s Internet Explorer 4.01 or later Web browsing software (surprise!) can use Office
2002’s Interactive Web pages, so any Netscape Navigator users are left in the dark. If your
Web audience includes Netscape Navigator users, you can still save your workbooks as static
non-interactive Web pages. Table 10-5: Interactive vs. Non-Interactive Web Pages explains
some of the differences between the two.
This lesson explains how to save a non-interactive Web page.

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 Chapter Ten: Using Excel with the Internet 301
1. Make sure Trade Show Expenses is the active workbook, then select File
→ Save as Web Page from the menu.
The Save As dialog box appears, as shown in Figure 10-4. You can save an Excel
workbook as several different types of Web pages:
• Entire Workbook (Non-Interactive): Saves everything in the workbook—all Web pages are saved
your worksheets and charts—as non-interactive web pages. To save the entire in a format called
workbook, check the Entire Workbook check box. HTML. HTML stands
for Hypertext Markup
• Sheet or Selection (Interactive or Non-Interactive): Saves a worksheet or
Language. HTML files
selected cell range. To save a sheet or selection, click the Publish button and specify
the area of the workbook you want to save. You can add interactivity by checking the do not support some of
Add Interactivity with box and selecting Spreadsheet functionality from the drop the more advanced
down list. features of Excel, so
when you save an Excel
• PivotTable (Interactive): Saves a worksheet or selected cell range as an
file as an HTML file
Interactive PivotTable on the Web, which users can use to pivot, filter, and sort data.
you may lose some of
To save a sheet or selection as a PivotTable, click the Publish button, specify the area
the advanced
of the workbook you want to save, check the Add Interactivity with box and select
formatting.
PivotTable functionality from the drop-down list.
2. Click the Publish button.
The Publish as Web Page dialog box appears, as shown in Figure 10-5. Here you have
to specify which areas of your workbook you want to save and how to save them.
3. Select Items on Sheet1 from the Choose list, then select Sheet All
Contents of Sheet1 from the box under the Choose list.
4. Type Trade Web in the File name box add a check to the Open
published web page in browser box and click the Publish button.
Of course, you can also click the Browse button and Navigate to the drive and folder
where you want to save your Web page. Excel saves Sheet1 of the Trade Show
Expenses workbook as a non-interactive Web page and then opens the Web page in
your computer’s Web browser. Since the Web page isn’t interactive, you can only view
its information. We’ll create an interactive Web page in the next lesson.
! Quick Reference
Table 10-5: Interactive vs. Non-Interactive Web Pages
To Save a Workbook as a
Web Page Type Description Non-Interactive Web Page:
Interactive Web pages let users interact with the data on 1. Open the workbook and
your Web page because they include basic spreadsheet select File → Save as
functionality. Interactive Web Pages let your users enter Web Page from the
data, format data, calculate data, and sort and filter. menu.
Interactive Web Pages require Microsoft Internet Explorer 2. Click Publish.
4.01 or greater so not everyone can use them. 3. Specify what you want to
Interactive Web Pages publish on your Web page
from the Choose list and
Non-interactive Web pages allow users to view worksheet type a name for your Web
data but not interact with it. page file in the File name
Users can view non-interactive Web pages in any Web box.
browser, unlike when they view interactive pages, which 4. Click Publish.
requires Microsoft Internet Explorer version 4.01 or later.
Non-Interactive Web Pages

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302 Microsoft Excel 2002

Lesson 10-4: Saving a Workbook

as an Interactive Web Page
Figure 10-7
Interactive Web pages
have basic spreadsheet
functionality, allowing
users to change and
calculate the Web page’s
data.
Figure 10-8
The Publish as Web Page
dialog box.
Figure 10-9
You can also save Figure 10-7
workbooks as Interactive
PivotTables (see the
PivotTable chapter for
more information about
PivotTables.)

Figure 10-9
Figure 10-8

In the previous lesson you learned how to save a workbook as a non-interactive Web page.
Non-interactive Web pages are great if you only want to present information and/or if you
don’t know which Web browser your audience has. If you’re publishing to a corporate
Intranet and/or you know your audience uses Microsoft Internet Explorer 4.01 or later you can
save your workbooks as interactive Web pages, which allow users to add, change, sort, filter,
and calculate the data presented on a Web page.

1. Make sure Trade Show Expenses is the active workbook, then select File
→ Save as Web Page from the menu.
The Save As dialog box appears.
2. Click the Publish button.
The Publish as Web Page dialog box appears, as shown in Figure 10-8. First you have
to specify which areas of the workbook you want to publish.

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 Chapter Ten: Using Excel with the Internet 303
3. Select Items on Sheet1 from the Choose list, then select Sheet All
Contents of Sheet1 from the box under the Choose list.
Next you have to tell Excel that you want to save the Web page with interactivity.
When you save a worksheet as a Web page you can add interactivity with:
• Spreadsheet functionality: Enables users to enter, change, and calculate data
like they using an Excel worksheet.
• PivotTable functionality: Enables users to pivot, filter, sort, and analyze data like
they would using an Excel PivotTable report (see the chapter on Data Analysis and
PivotTables it you’re a little unclear about what a PivotTable report is.) Set Title dialog
box
4. Add a check to the Add Interactivity with box and verify Spreadsheet
functionality appears in the drop-down list to the right.
You can also create or change the title that appears at the top of your Web page—
whether or your Web page in interactive or not.
Sort Ascending
5. Click the Change button. button
The Set Title dialog box appears.
6. Type Trade Show Expenses in the Title box and click OK.
Lastly you have to specify a file name for you Web page and where you want to save it.

7. Type Interactive Web in the File name box add a check to the Open
published web page in browser box and click the Publish button.
Excel saves Sheet1 of the Trade Show Expenses workbook as an interactive Web page
and opens the Web page in Microsoft Internet Explorer, as shown in Figure 10-7. Let’s
test the interactive Web page.
8. Click cell B5 type 400 and press <Enter>.
Wow! The Web page let’s you change the worksheet’s number and recalculates it, just
like Microsoft Excel! By no means do Interactive Web pages have all of Excel’s bells
and whistle features, but they have enough functionality for you to perform basic
calculations. Notice the Web page even has an Excel toolbar, which contains buttons
for the basic worksheet functions, such as cut, copy, paste, AutoSum, and sort.
9. Place the cell pointer anywhere in the A column and click the Sort ! Quick Reference
Ascending button on the toolbar.
To Save a Workbook as an
Excel sorts the information in the Web page alphabetically by ascending order by the
Interactive Web Page:
contents of the A column.
10. Close Microsoft Internet Explorer and close all open workbooks in Excel.
1. Open the workbook and
select File → Save as
Web Page from the
menu.
2. Click Publish.
3. Specify what you want to
publish on your Web page
from the Choose list and
type a name for your Web
page file in the File name
box.
4. Check the Add
Interactivity with box.
5. Click Publish.

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304 Microsoft Excel 2002

Lesson 10-5: Using Queries to

Retrieve Information from the
Web
Enter the address for …or click Browse Web,
Figure 10-10 the Web page that browse to the Web
contains the data you page and then return to
The New Web Query want to retrieve… Excel once you’ve
dialog box. found the Web page

Figure 10-11 Select the part of the

Web page that contains
The External Data toolbar the data you want

Figure 10-12 Specify how much of

the Web page’s
The Web page data formatting you want to
extracted into an Excel keep
workbook. Save the Web query so
you can use it again
Figure 10-10 later

Edit the Query Cancel Refresh

query parameters refresh status

Data Range Refresh Refresh all

Properties data
Figure 10-11

Figure 10-12

This lesson explains how to use a Web query to get information from a Web on the Internet.
More and more companies are putting information on the Web, so it makes sense that
Microsoft Excel 2002 has a feature that allows you to retrieve data from a Web page on your
company’s intranet or from the World Wide Web. To get data from a Web page, you must
have Internet access either through your Intranet or through a modem and an account with an
Internet service provider.

1. Create a new workbook.

2. Select Data → Get External Data → New Web Query from the menu.
The New Web Query dialog box appears, as shown in Figure 10-10. There are a couple
different ways to get to the Web page that contains the information you want. You can:
• Type the address of the Web page in the text box
• Click the Browse Web button, Navigate to the Web page in your Web Browser, and
then return to Microsoft Excel

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 Chapter Ten: Using Excel with the Internet 305
We’ll be using the first method for our exercise.
3. Make sure your Practice Disk is inserted in the A: drive and type Office
Expenses.htm in the text box.
This will retrieve information from the Office Expenses Web pages saved on your
Practice Disk. You also need to specify which part of the Web page to extract
information from.
4. Select the Only the tables option.
This will return information only from any tables that appear in a Web page. Since Web
pages frequently use tables to format and align their information, the Web query may
still return some extraneous information that can clean up later. If you will need to
retrieve or query the Web page again in the future you can save the Web query by
clicking the Save Query button. You’re ready to query the Office Expenses Web page.
5. Click OK.
Excel asks where you want to put the queried information. You can place the data in a
location on any existing worksheet or you can place the data on a new worksheet.
6. Click OK to place the queried data in cell A1 of the current worksheet.
Excel retrieves the data from the Office Expenses Web page and puts it in cell A1 of
the current worksheet, as shown in Figure 10-12. The External Data toolbar also ! Quick Reference
appears, which you can later use to refresh the data to make sure you have the most
recent numbers. To Run a Web Query:
Excel 2002 also comes with several useful saved Web queries you can use—here’s how 1. Select Data → Get
to use a saved query. First we have to leave our current query. External Data → Run
7. Click the Sheet2 tab to go to that sheet. Saved Query from the
menu.
You’re ready to run a saved query.
2. Select the query you want
8. Select Data → Get External Data → Run Saved Query from the menu. to run and click Get Data.
The Run Query dialog box appears with a list of saved queries that you can use to 3. Specify where in the
retrieve information about the markets. To use one of these predefined queries just workbook you want to
select it and click the Get Data button. insert the results of the
9. Click Cancel to close the Run Query dialog box. query and click OK.
You’ve covered most of Excel’s Internet features, so you can exit the Excel program. To Create a Web Query:
10. Exit Microsoft Excel without saving any of your work. 1. Select Data → Get
Well done! You’ve finished another chapter and have learned a new set of skills. Move on to External Data → New
the Chapter review and let’s see how much you’re retained. Web Query from the
menu.
2. Click the Browse button
and browse to the Web
page that contains the
data you want to query (or
type the URL of the Web
page if you know it.)
3. Select the part of the Web
page you want to query
(usually only the tables)
and click OK.
4. Specify where in the
workbook you want to
insert the results of the
query and click OK.

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306 Microsoft Excel 2002

Chapter Ten Review

Lesson Summary
Adding Hyperlinks to a Worksheet
• A hyperlink is a link that points to a file, a specific location in a file, or a Web page on the Internet or
on an intranet.
• To Insert a Hyperlink: Select the cell you want to use for the hyperlink and click the Insert
Hyperlink button from the Standard toolbar or select Insert → Hyperlink from the menu. Either
select a file you want (use the browse button to help you locate the file) or type else type a Web
address for the hyperlink’s destination and click OK.
• To Edit a Hyperlink: Right-click the hyperlink and select Hyperlink → Edit Hyperlink from the
shortcut menu.

Browsing Hyperlinks and using the Web Toolbar

• Click a hyperlink to jump to its destination (the file or Website it’s linked to.) The Web toolbar will
appear whenever you click a hyperlink in Excel.
• To Browse Files with Excel: Use the Web toolbar to navigate between files just like you would
browse the Internet.
• To Hide the Web Toolbar: Right-click the Web toolbar and select Web or select View →
Toolbars → Web from the menu.

Saving a Workbook as a Non-Interactive Web Page

• Non-interactive Web pages allow users to view worksheet data but not interact with it. Users can
view non-interactive Web pages in any Web browser, unlike when they view interactive pages,
which requires Microsoft Internet Explorer version 4.01 or later.
• To Save a Workbook as a Non-Interactive Web Page: Open the workbook and select File →
Save as Web Page from the menu and click Publish. Specify what you want to publish on your
Web page from the Choose list, type a name for your Web page file in the File name box and click
Publish.

Saving a Workbook as an Interactive Web Page

• Interactive Web pages let users interact with the data on your Web page because they include
basic spreadsheet functionality. Interactive Web Pages let your users enter data, format data,
calculate data, and sort and filter. Interactive Web Pages require Microsoft Internet Explorer 4.01 or
greater so not everyone can use them.
• To Save a Workbook as an Interactive Web Page: Open the workbook and select File → Save
as Web Page from the menu and click Publish. Specify what you want to publish on your Web
page from the Choose list and type a name for your Web page file in the File name box, check the
Add Interactivity with box and click Publish.

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 Chapter Ten: Using Excel with the Internet 307

Using Queries to Retrieve Information from the Web

• To Run a Web Query: Select Data → Get External Data → Run Saved Query from the menu,
select the query you want to run and click Get Data. Specify where in the workbook you want to
insert the results of the query and click OK.
• To Create a Web Query: Select Data → Get External Data → New Web Query from the menu,
click the Browse button and Navigate to the Web page that contains the data you want to query
(or type the URL of the Web page if you know it.) Select the part of the Web page you want to
query (usually only the tables), click OK, specify where in the workbook you want to insert the
results of the query and click OK.

Quiz
1. A hyperlink can point to which of the following items? (Select all that
apply.)
A. A location in the same Excel workbook.
B. A different Excel workbook.
C. A Microsoft Word document.
D. A Web page on the Internet.

2. The Web toolbar automatically appears whenever you click a hyperlink in

an Excel workbook (True or False?)

3. Which of the following statements is NOT true?

A. Interactive Web pages allow users to enter, format, calculate, and sort Excel
worksheet data using a Web browser.
B. Non-interactive Web pages allow users to view Excel worksheet data using a Web
browser but not change it.
C. Interactive PivotTables allow users to pivot, filter, and sort an Excel PivotTable using
a Web browser.
D. Users must have version 4.0 or later of Microsoft Internet Explorer or Netscape
Navigator in order to work with an Interactive Web page.

4. While browsing the Internet you find a Web page that contains a table
whose data you want to import into an Excel worksheet. How can you
accomplish this?
A. Select File → Save As from the Web browser’s menu and specify that you want to
save the Web page as an Excel workbook.
B. Create a Web query in Microsoft Excel by selecting Data → Get External Data →
New Web Query from the menu and browsing to the Web page that contains the table
you want to import.
C. Select File → Open from the menu, select HTML from the Files of Type list and
enter the URL of the Web page in the File Name box.
D. There isn’t an automated way to import Web based information—you will have to
manually enter the information into Excel.

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308 Microsoft Excel 2002

5. When you save an Excel workbook as a HTML file, some of the workbook’s
formatting may be lost. (True or False?)

6. You can edit a hyperlink by right-clicking it and selecting Hyperlink → Edit

Hyperlink from the shortcut menu. (True or False?)

Homework
1. Open the Lesson 4A workbook and save it as “Web Practice.”
2. Click cell A10 type “Expenses” and press <Enter>. Click cell A10, click the Insert
Hyperlink button on the Standard toolbar and create a hyperlink to the Expenses
workbook.
3. Save the Web Practice workbook as a Web page.
4. Try running several of Excel’s built-in Web queries.

Quiz Answers
1. A, B, C, and D. A hyperlink can point to any of these items and more.
2. True. The Web toolbar always appears whenever you click a hyperlink in any
Microsoft Office application.
3. D. Netscape Navigator cannot view Excel’s Interactive Web pages.
4. B. You can import information on a Web page into Microsoft Excel by using a Web
query (although you will probably have to clean up the data after importing it.)
5. True. An HTML file doesn’t have as many formatting options as an Excel worksheet.
6. True. To edit a hyperlink, right-click it and select Hyperlink → Edit Hyperlink from
the shortcut menu.

 2001 CustomGuide.com
Chapter Eleven: Data
Analysis and
PivotTables
Chapter Objectives: " Prerequisites
• Create a PivotTable • How to use menus,
toolbars, dialog boxes,
• Change or “Pivot” a PivotTable and shortcut
keystrokes.
• Use the Page Field to filter what data is displayed in a PivotTable
• Create and work with a
• How to group information in a PivotTable by date list.
• How to enter formulas.
• Create and work with subtotals
• Use Database functions (DSUM)
• Use Lookup functions (VLOOKUP)
• Group and outline a worksheet

Chapter Task: Analyze ticket sales

Once you have created a list, there are many ways to analyze its data. You should already
know some basic ways to analyze information, such as filtering records. This chapter explains
more advanced and powerful methods of analyzing list information.
Creating a PivotTable feature is usually the best way to summarize and analyze list data—
which is why we’ll spend more than half of the chapter discussing it. A PivotTable is a way to
summarize list information. Peek at Figure 11-1 and Figure 11-2 on the next page to see how
much easier it is to make sense of numbers in a list with a PivotTable. This chapter explains
the ins and outs of PivotTables—how to create them, modify their structure, and edit the data
a PivotTable is based on.
This chapter also includes lessons on several other ways to summarize and analyze worksheet
information, such as how use Excel’s subtotal function, how to create database-specific
formulas, and how to outline your worksheets.
310 Microsoft Excel 2002

Lesson 11-1: Creating a

PivotTable
Figure 11-1
It’s difficult to see the
bottom line in a long list
like this.
Figure 11-2
This Pivot Table displays a
summary view of Figure
11-1’s information. Figure 11-2

Figure 11-3
Specify where you want to put your
Step 1 of 3 of the PivotTable: In a new worksheet or
PivotTable Wizard asks Figure 11-1 embedded in an existing worksheet
where the data you want
to analyze comes from
and if you want to create a
PivotTable or a PivotChart
with a PivotTable.

Figure 11-4
Step 3 of 3 of the Sets advanced formatting, layout, memory
management, and external data options for
PivotTable Wizard asks your PivotTable report
where you want to put the
PivotTable. Figure 11-3 Figure 11-4

Figure 11-5
This newly created
PivotTable (without any
information yet.)

Figure 11-5

Creating a PivotTable is remarkably easy. You create PivotTables using the PivotTable
Wizard, which asks which fields you want to include in the PivotTable, how you want your
PivotTable organized, and which types of calculations your PivotTable should perform.
PivotTables may sound confusing, but they will make a lot more sense when you’ve actually
created one.

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 Chapter Eleven: Data Analysis and PivotTables 311
1. Open the workbook named Lesson 11A and save it as PivotTable.
This workbook contains figures for ticket sales from a recent promotion. The list
contains flight dates, agents, offices which sold the tickets, destinations, sales amounts,
and if the agents received a commission or not. It’s difficult to see the bottom line in a
large list like this. For example, how many tickets did the Blaine office sell or how
many tickets were sold to London? The PivotTable Wizard can help you summarize the
list and provide you with meaningful information.
2. Make sure the cell pointer is located in the list (A1:I200) and select Data
→ PivotTable and PivotChart Report from the menu.
The First Step of the PivotTable Wizard dialog box appears. Here you must specify the
location of the data you want to use in your PivotTable. There are four options:
• Microsoft Excel list or database: Creates a PivotTable from data in columns on
your worksheet (the most commonly used option.)
• External data source: Creates a PivotTable from data stored in a file or database
outside of the current workbook or Microsoft Excel.
• Multiple consolidation ranges: Creates one PivotTable from multiple cell
ranges in different worksheets.
• Another PivotTable: Creates a PivotTable from another PivotTable in the same
workbook.
You also have to specify if you want to create a PivotTable Report or a PivotTable
Report along with a corresponding PivotChart report.
3. Verify that the Microsoft Excel list or database and the PivotTable
options are both selected and click Next.
Step Two of the PivotTable Wizard appears. You need to tell the PivotTable Wizard ! Quick Reference
where the data you want to use in the PivotTable is located. Because the cell pointer
was located inside the list when you started the PivotTable Wizard, the cell range of the To Create a PivotTable:
list (A1:I200) is already selected. 1. Make sure the cell pointer
4. Click Next. is located in the list.
The third and last step of the PivotTable Wizard appears, as shown in Figure 11-4. 2. Select Data → Pivot
Here’s where you tell Excel to put your PivotTable report. You can place your Table and PivotChart
PivotTable report in: Report from the menu.
• A new worksheet 3. Select the location of the
data you want to include
• Embedded in an existing worksheet.
in your PivotTable report
5. Verify that the New worksheet option is selected and click Finish. and the type of report
The PivotTable Wizard dialog box closes and the PivotTable appears on a new (PivotTable report or
worksheet, as shown in Figure 11-5. Notice the PivotTable is empty—that’s because PivotTable with PivotChart
we haven’t specified the data we want to analyze yet—something you’ll learn in the report) and click Next.
next lesson. 4. In Step 2 make sure the
list range is selected and
click Next.
5. In Step 3, specify a
location for the PivotTable
(a new worksheet or an
existing worksheet.)
6. Click Finish.

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312 Microsoft Excel 2002

Lesson 11-2: Specifying the Data

a PivotTable Analyzes
Figure 11-6
Dragging the Office field Column area
from the PivotTable Data area
toolbar to the Column area
of the PivotTable.
PivotTable toolbar
Figure 11-7 Drag the field you want to
summarize the row, column, or
The PivotTable data area of the PivotTable
summarizing the total
tickets sold by Destination
and Office. Figure 11-6 Row area

Indicates how the PivotTable is

being summarized (here by Sum)

Figure 11-7

Once you’ve created your PivotTable report, you have to specify the data you want to analyze
with the PivotTable. It’s easy to specify which data you want to analyze—simply drag it from
the PivotTable toolbar and onto the Row, Column, or Data area on the PivotTable report.
You’re not going to understand how to do this unless you try it—so let’s get started!

1. Drag the Destination field button from the PivotTable toolbar to the
Destination field ROW area of the PivotTable diagram.
button
The Destination field appears at the top of the ROW area in the PivotTable. Next, make
the Office field the column heading for the PivotTable.
2. Drag the Office field button from the PivotTable toolbar to the COLUMN
area of the PivotTable diagram, as shown in Figure 11-6.
You have selected the Destination field to be the row heading and the Office field to be
the column heading for your PivotTable. Now you need to select the field you want to
summarize.
3. Drag the Number of Tickets field button from the PivotTable toolbar to
the DATA area of the PivotTable diagram.
Compare your dialog box with the one shown in Figure 11-7.

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 Chapter Eleven: Data Analysis and PivotTables 313
The neat thing about PivotTables is that their information is dynamic. What this means
is once you’ve created a PivotTable, you can rearrange or “pivot” it to view its data in
different ways. For example, you could rearrange the PivotTable you just created so
that it summarizes the amount of the total ticket sales instead of the total number of
tickets sold.
4. Drag the Sum of Tickets field button (located in cell A3) off the
PivotTable diagram. Sum of Tickets
The PivotTable will no longer total the number of tickets sold. You can easily field button
summarize another field by dragging it onto the DATA area of the PivotTable diagram.
5. Drag the Total field button to the DATA area of the PivotTable diagram.
You also rearrange a PivotTable’s headings.
6. Drag the Destination field button from the ROW area of the PivotTable
diagram to the COLUMN area and drag the Office field button from the
ROW area of the PivotTable diagram to the COLUMN area.
Hopefully, you’re starting to understand the true power of PivotTables. PivotTables can
usually make information stored in even the longest lists easy to understand. And once you
make a PivotTable you can change the information it summarized in an instant, simply by
dropping and dragging.
! Quick Reference
To Create a PivotTable:
1. Make sure the cell pointer
is located in the list.
2. Select Data → Pivot
Table Report from the
menu.
3. Select either the Microsoft
Excel List or Database
option and click Next.
4. In Step 2, make sure the
list range is selected and
click Next.
5. In Step 3, drag the field
names you want to
summarize to the
appropriate section of the
PivotTable diagram
(Page, Column, Row, or
Data) and click Next.
6. In Step 4, specify a
location for the PivotTable
(a new worksheet or an
existing worksheet.)
7. (Optional) Click the
Options button to specify
any additional options for
the PivotTable.
8. Click Finish.

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Lesson 11-3: Modifying a

PivotTable’s Structure
Lists PivotTable Create a Shows or hides Change how a
Figure 11-8 commands PivotChart detail data in a row PivotTable is
or column field summarized
The PivotTable Field
dialog box.
Figure 11-9
The PivotTable toolbar.
Format the Start the Updates the Display/hide
Figure 11-10 Figure 11-8
PivotTable PivotTable PivotTable field buttons
Wizard source data
Figure 11-9
The PivotTable
summarized by the Sum
of ticket sales.
Figure 11-11
The PivotTable
summarized by the
Average of ticket sales.

Figure 11-10 Figure 11-11

In the previous lesson, you learned how to change the data you want included in the
PivotTable report. You can also change how a PivotTable summarizes its information. For
PivotTable Field
button example, you might want a PivotTable to display averages instead of totals.

1. Click cell B3 and select Window → Freeze Panes from the menu.
! Quick Reference Now the column and row headings to the left and above the active cell (B3) will
always be visible as you scroll through the worksheet.
To Change the Calculation 2. Scroll down to row 22.
Used in a PivotTable:
The PivotTable has created column totals, which calculates the total number of
1. Make sure the cell pointer reservations made at each office.
is located in the
PivotTable and click the 3. Scroll to the U column.
PivotTable Field button The PivotTable has also calculated the total number of reservations made to each
on the PivotTable toolbar. destination.
2. Select the calculation you 4. Click the PivotTable Field button on the PivotTable toolbar.
want to use from the The PivotTable Field dialog box appears, as shown in Figure 11-8. The PivotTable
Summarize by list and Field dialog box lets you change how a PivotTable is calculated. For example, instead
click OK. of totaling the ticket sales made, you could find the average:
5. Select Average from the Summarize by list and click OK.
The PivotTable Field dialog box closes and the PivotTable displays the average ticket
sales.

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Lesson 11-4: Selecting What

Appears in a PivotTable
Figure 11-12
Using a page field to filter
summary information in a
PivotTable.
Figure 11-13
Dragging a field to the
Page Field area of a
PivotTable report.

Figure 11-12 Figure 11-13 Figure 11-14

Page field area
Using a page field to filter
summary information in a
PivotTable.

Page field

Figure 11-14
! Quick Reference
To Add a Page Field to a
You can filter which information is summarized in a PivotTable by clicking a row or column PivotTable:
field’s drop-down arrows and selecting the items you want to include in the PivotTable report 1. Make sure the cell pointer
or by adding a page field to the PivotTable. In this lesson, you’ll learn how to filter the is located in the
information that is included in a PivotTable Report using both methods. PivotTable and click the
PivotTable Wizard
1. Click the Office field drop-down list located in cell A4. button on the PivotTable
A drop-down list appears beneath the Office field, as shown in Figure 11-12. You can toolbar.
select which values appear in your PivotTable report by making sure they are checked 2. Drag the field name you
and remove values by removing their checkmark. want to use to filter the
2. Remove the checkmark from the Bloomington, Brainerd, Brooklyn PivotTable to the PAGE
Center, and Duluth boxes. section of the PivotTable
diagram and click Finish.
The Bloomington, Brainerd, Brooklyn Center, and Duluth offices no longer appear in
the PivotTable report. You can also filter the information that appears in a PivotTable To Filter a PivotTable’s
report by adding a Page Field to the PivotTable. Summary Information:
3. Drag the Commission field button to the PAGE area of the PivotTable • Select what you’d like to
diagram. see on the PivotTable
Now you will be able to filter the PivotTable using the commission field and display report from the Row
data for sales with commissions, sales without commissions, or both. heading, Column
heading, or Page Field
4. Click the Commission list arrow, located in cell B1 and select Yes. drop-down list.
The PivotTable displays only information for commissioned sales.

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Lesson 11-5: Grouping Dates in a

PivotTable
Figure 11-15
Summarizing ticket sales
by date.
Figure 11-16
The Grouping dialog box.
Figure 11-17 Figure 11-15
Grouping the dates in the Figure 11-16 Select a date
increment to
PivotTable by months. group by

Figure 11-17

PivotTables can usually summarize information without any outside help from you. When you
! Quick Reference want to summarize a list by dates, however, you will probably need to coach Excel and tell it
To Group Information by how you want to group the information in the PivotTable: by days, months, quarters, or years.
Date or Time: In this lesson, we’ll rearrange out PivotTable and summarize its information by month. First,
you need to rearrange your PivotTable to summarize it by date.
1. Select the row or column
heading that contains the
date or time value you
1. Drag the Office field button off the PivotTable diagram and drag the
Destination field button from the Column area of the PivotTable to the
want to group by and click
Row area.
the Group button on the
PivotTable toolbar. Next, you need to add the Date field to the PivotTable’s Column area.
Or… 2. Drag the Date field button to the Column area of the PivotTable.
Select any row or column Now the PivotTable summarizes ticket sales by destination and date as shown in Figure
heading that contains the 11-15. The only problem is that the PivotTable summarizes the dates by day—making
date or time value you the summary information rather meaningless. You can make the PivotTable more
want to group by and useful by grouping the days into months using the Group command. First you need to
select Data → Group specify what information you want to group by—the dates.
and Outline → Group 3. Click the Date button located in cell B3 then select Data → Group and
from the menu. Outline → Group from the menu.
2. Specify the starting and The Grouping dialog box appears, as shown in Figure 11-16. You need to select a date
ending dates and the or time interval to group by.
interval you want to group 4. Select Months from the By list and click OK.
the dates or time by, then
click OK. The Group dialog box closes and the PivotTable groups the dates by month, as shown
in Figure 11-17.

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Lesson 11-6: Updating a

PivotTable
After making changes
to the list, the
Figure 11-18
PivotTable still displays
the old values
A PivotTable that needs to
be refreshed.
Figure 11-19
The Refreshed PivotTable.
Figure 11-18
The PivotTable now
displays the changes
made to the list

Figure 11-19 Refresh Data

button
If you modify the source data a PivotTable is based on, the PivotTable isn’t automatically
Other Ways to Refresh a
updated. Instead you must manually refresh the PivotTable anytime you change its underlying
PivotTable:
source data. This lesson explains how to do just that.
• Select Data → Refresh
1. Click the Promotion Sales tab. Data from the menu.

2. Click cell G2, type 100 and press <Enter>.

! Quick Reference
Obviously, Antonio Rommero didn’t sell 100 tickets to Boston, but this is a big enough
number that you will be able see the changes in the PivotTable’s January column when To Refresh a PivotTable:
you update it. • Click the Refresh
3. Click the Sheet1 tab to return to the PivotTable. Data button on the
Look at cell B5, the January column. The PivotTable does not reflect the increased PivotTable toolbar.
ticket sales you made to the list, as shown in Figure 11-18. Or…
4. Click anywhere in the PivotTable and click the Refresh Data button on • Select Data → Refresh
the PivotTable toolbar. Data from the menu.
The PivotTable is refreshed and correctly displays the current list data, as shown in
Figure 11-19.
5. Save your work and then close the Pivot Table worksheet.
That’s it—we’re finished working with PivotTables! PivotTables are the most powerful way
to summarize information in a list, but they’re not the only method you can use. The
remainder of this chapter explores some of the other ways to summarize list information.

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Lesson 11-7: Formatting and

Charting a PivotTable
Figure 11-20
AutoFormatting a
PivotTable Report.
Figure 11-21
The completed PivotChart.
Scroll up or down to see all the
PivotTable report formats

Figure 11-20

Add or change the information in

a PivotChart by dragging the
PivotTable’s field buttons…

…to one of these areas on the

PivotChart.

Figure 11-21

This lesson explains how you can quickly format a PivotTable report using the AutoFormat
command and how to create a PivotChart—both new features introduced in Excel 2002.
First, let’s discuss how to format your PivotTable with AutoFormat. AutoFormat is a built-in
collection of formats such as font sizes, patterns, and alignments you can quickly apply to a
PivotTable report. AutoFormat lets you select from 20 different preset formats. AutoFormat is
a great feature if you want your PivotTables to look sharp and professional but don’t have the
time to format them yourself.

1. Make sure the cell pointer is located in the PivotTable report and click the
Format Report Format Report button on the PivotTable toolbar.
button
The AutoFormat dialog box appears, as shown in Figure 11-20. You can format your
PivotTable report using a preset format.
2. Scroll down the AutoFormat dialog box, select the Table 2 format and
click OK.
The PivotTable is formatted with the preset Table 2 formatting settings.

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 Chapter Eleven: Data Analysis and PivotTables 319
Let’s move on to this lesson’s other topic, create a PivotChart. A PivotChart is similar
to an ordinary chart created in Excel, except that it plots a PivotTable’s information.
PivotCharts differ from ordinary Excel charts because they are dynamic, just like Chart Wizard
PivotTables reports. You can change a PivotChart’s structure just like you would with a button
PivotTable. Other Ways to Insert a
3. Make sure the cell pointer is located in the PivotTable report and click the Chart:
Chart Wizard button on the PivotTable toolbar. • Select Insert → Chart
Excel creates a chart form the PivotTable and places it on a new sheet tab, labeled from the menu.
Chart1. You can format and work with a PivotChart just like you would with a regular
chart. Since there’s so much information in our PivotTable, the PivotChart we just
created looks cluttered. As with PivotTables, you can specify what items you want to
appear in a PivotChart.
4. Click the Destination drop-down list located above the chart’s legend
and remove the checkmarks from all the destinations except Boston,
Cancun, Chicago, and Dallas. Clustered Column
Only the specified destinations are plotted on the PivotChart. Let’s change the chart Chart Type
type to make our PivotChart easier to understand.
5. Select Chart → Chart Type from the menu.
The Chart Type dialog box appears. ! Quick Reference
6. Select a Clustered Column Chart from the Chart Sub-Type list and click
To Format a PivotTable:
Finish.
The chart type is changed to a clustered column chart, as shown in Figure 11-21. • Make sure the cell pointer
is located in the
Just about everything you can do to a PivotTable report you can do to a PivotChart. For PivotTable report and
example, you can easily add, change, remove, or rearrange what the PivotChart plots. click the Format Report
7. Drag the Average of Total field (located in the upper left corner of the button on the PivotTable
chart) from the PivotChart back to the PivotTable toolbar to remove it. toolbar. Select the
Since the PivotChart has no data to plot, it displays the message “Drop Data Items formatting you want to
Here.” apply and click OK.
8. Drag the Tickets field from the PivotTable toolbar to the empty Data area To Create a PivotChart:
of the PivotChart. • Place the cell pointer
The PivotChart now plots the total number of tickets sold to each destination. anywhere in a PivotTable
9. Save your work and then close the Pivot Table worksheet. report and click the Chart
Wizard button on the
That’s it—we’re finished working with PivotTables and PivotCharts! PivotTables are the most PivotTable toolbar. You
powerful way to summarize information in a list, but they’re not the only method you can use. will probably have to
The remainder of this chapter explores some of the other ways to summarize list information. change the chart type.
Or…
• Create a PivotTable and
PivotChart from scratch.
See the instructions for
creating a PivotTable.
To Modify a PivotChart:
• Modify a PivotChart the
same as you would a
PivotTable—drag and
drop fields to and from the
PivotTable toolbar and the
PivotChart.

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Lesson 11-8: Creating Subtotals

Figure 11-22 Field to group by

The Subtotal dialog box.

Summarize groups using
this function
Figure 11-23
A subtotaled list, with all Add subtotals to these
details displayed. fields

Figure 11-24
Check to add grand totals
A collapsed subtotal list,
with only the subtotal Figure 11-22
values displayed.
Column levels
buttons

Hide details button

Figure 11-23

Show details button

Figure 11-24

So far in this chapter, we’ve been summarizing information in a list using PivotTables.
Another quick and easy way to group and summarize data is to use Excel’s subtotals feature.
Usually you create subtotals with the SUM function, but you can also create subtotals using
functions such as COUNT, AVERAGE, MAX, and MIN.

1. Open the workbook named Lesson 11B.

You need to sort the list before you use the Subtotals command. You want to sort the
list alphabetically by destination.

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 Chapter Eleven: Data Analysis and PivotTables 321
2. Click any cell in the E column and click the Sort Ascending button on
the Standard toolbar.
The list is sorted alphabetically by destination. Now that the list is sorted, you can use
the Subtotals command.
Sort Ascending
4. Make sure the active cell is located within the list and select Data → button
Subtotals from the menu.
The Subtotal dialog box appears, as shown in Figure 11-22. You want to summarize the
list based on the Destination field—the field you sorted in the previous step.
5. Select Destination from the At each change in list, then select Sum
from the Use function list.
This will create subtotals every time the destination changes (which is why you had to
sort the list based on destination back in Step 2. Next, you need to specify that you Column Level
want to add subtotals to the Annual Trips and Annual Cost of Tickets fields. buttons
6. In the Add to subtotal to list, check the Tickets check box, and the
Total check box (you may have to scroll up or down to find them.) Make
sure the other check boxes in the list aren’t checked.
This will add subtotals to the Tickets and Total columns.
7. Make sure the Replace current subtotals and Summary below data
check boxes are checked.
Compare your Subtotal dialog box to the one in Figure 11-22.
8. Click OK.
The dialog box closes and Excel summarizes the list and calculates the subtotals for
each time the destination field changes. Notice Excel displays the outline symbols to
the left of the worksheet, as shown in Figure 11-23. We’ll save outlining for another
lesson. For now, try using the Outline buttons to hide the list details.
9. Click the 2 Column Level Symbol button.
Excel hides the third level of detail in the list (the employees) and now only displays
the totals for each office.
10. Click the 3 Column Level Symbol button.
All the outline details are again visible. You can turn off the subtotaling now.
! Quick Reference

11. Make sure the active cell is located within the list and select Data → To Calculate Subtotals:
Subtotals from the menu, then Remove All. 1. Make sure the list is
The subtotals and outlining are removed from the list. You can remove Subtotals from sorted.
a workbook at any time. 2. Select Data → Subtotals
12. Make sure the active cell is located within the list, then select Data → from the menu.
Subtotals from the menu and click Remove All. 3. Enter the appropriate
The Subtotals are removed from the worksheet. information in the Subtotal
dialog box and click OK.
13. Close the workbook without saving it.
To Remove Subtotals:
Knowing how to use the Subtotals command will give you an edge many other Excel users.
Most users don’t realize Excel can automatically add subtotals to their worksheets, and as a • Make sure the active cell
result they needlessly spend hours manually adding subtotals themselves. is located within the list,
then select Data →
Subtotals from the menu
and click Remove All.

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Lesson 11-9: Using Database

Functions
Figure 11-25
Using the Insert Function
tool to create a DSUM
formula.
Figure 11-26
The syntax of the DSUM
function.
Figure 11-27
The DSUM function totals Figure 11-25
only those records that =DSUM(A1:I23, "Annual Trips", C25:C26)
meet your criteria.
Function Database Field Criteria
the range of the name or number of the range of cells
cells that make the column that is used that contains the
up the list in the function conditions you want
Figure 11-26 to specify

Field used in
DSUM formula

Criteria range

DSUM formula

Figure 11-27

Excel’s database functions perform calculations only for records that meet the criteria you
specify. For example, you might only want to count tickets that were sold to Boston. All the
database functions use the same basic syntax =Function(database, field, criteria). These
arguments (parts) of database functions include:
• Database: Is the cell range that makes up the list or database.
• Field: Indicates which column is used in the function. You can refer to fields by their
column labels as long as you enclose them with double quotation marks, such as "Name".
You can also refer to fields as a number that represents the position of the column in the
list: 1 for the first column in the list, 2 for the second, and so on. Make sure you refer to
their position in the list, and not the column heading numbers!
• Criteria: Is a reference to the cell or cell range that specifies the criteria for the function.

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 Chapter Eleven: Data Analysis and PivotTables 323
This lesson explains how to use database functions by creating a formula with the simplest
database function—the DSUM function.

1. Open the Lesson 11B workbook and save it as Data Functions.

Start by adding a meaningful label for the results of the DSUM formula.
2. Click cell C25 (scroll down if necessary), click the Bold button on the
Formatting toolbar, type Purpose and press <Enter>.
Next, enter the criteria the DSUM function will use (you’ll see how the criteria works
later when we actually create a DSUM formula.
3. Type Business in cell C26.
We’ll enter a DSUM formula in cell C27.
4. Make sure the active cell is C27, then click the Insert Function button
on the Formula bar.
The Insert Function dialog box appears.
5. Select Database from the Function Category list, select DSUM from the Insert Function
Function Name list and click OK. button
The Function Arguments dialog box appears, as shown in Figure 11-25. You’re ready
to start entering the DSUM formula to calculate the total for Annual Trips amounts for
only those records that have “Business” in the Purpose column. The first argument in
the DSUM function is to define the database—the cell range that makes up the list.
6. Click the Database text box and select the entire list—the cell range
A1:I23 (you may have to use the Collapse dialog box button) and press Collapse Dialog
<Enter>. button
The second argument in the DSUM function is to define the Field—the column that is
used in the function. You can enter the Field by typing the column label enclosed
between double quotation marks, such as "Annual Trips" or as a number that represents
the position of the column in the list: 1 for the first column, 2 for the second column,
etc. For example, the column you want to total, Annual Trips, is the seventh column in
the list, so you would type either 7 or "Annual Trips" for the Field argument. ! Quick Reference
7. Click the Field text box and type "Annual Trips".
To Use the DSUM
You also could have typed 7. The last argument in the DSUM function is the Criteria— Function in a Formula:
the range of cells that contains the conditions you want to specify. You can use any
• Write the formula using
range for the criteria argument, as long as it includes at least one column label and at
the syntax
least one cell below the column label for specifying a condition for the column.
=DSUM(database, field,
8. Click the Criteria text box and select the cell range C25:C26. criteria).
The cell range C25:C26 contains both the column label, Purpose, and the criteria, Or…
“Business”.
1. Click the Paste Function
9. Click OK to close the Function Arguments dialog box. button on the Standard
Excel displays the result of the DSUM function in cell C26—42. Try changing the toolbar to open the
criteria value in C26 to calculate the total number of annual flights for the records that Function arguments
contain “Pleasure” in the Purpose column. dialog box.
10. Click cell C26, type Pleasure, and press <Enter>. 2. Select Database in the
Function category list,
The DSUM value in cell C26 changes to 19—the total number of annual flights for the
select DSUM in the
records that contain “Pleasure.”
Function name list, and
11. Save your work. click OK.
3. Enter the required
arguments for the DSUM
function.

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Lesson 11-10: Using Lookup

Functions
Figure 11-28
Using the Insert Function
tool to create a VLOOKUP
formula
Figure 11-29
The syntax of the DSUM
function.
Figure 11-30
The VLOOKUP function
Figure 11-28
searches for a value in the
leftmost column of a table, =VLOOKUP(D26, A1:I23, 8)
and then returns the value
in the same row from a Function Lookup Value Table Array Column Index
column you specify in the the value to be the cell range Number
table. found in the in which data is the number of the
first column of looked up column from which the
the table array matching value must
be returned
Figure 11-29

First column of
Table Array

Returned
value

Lookup Value

Figure 11-30 VLOOKUP formula

The VLOOKUP function looks up information in a worksheet. The VLOOKUP searches

vertically down the leftmost column of a cell range until it finds the value you specify. When
it finds the specified value, it then looks across the row and returns the value in column you
specify. The VLOOKUP function works a lot like looking up a number in a phonebook: first
you look down the phonebook until you find the person’s name, then you look across to
retrieve the person’s phone number.

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 Chapter Eleven: Data Analysis and PivotTables 325
Are you thoroughly confused yet? The VLOOKUP function is almost impossible to explain
unless you’ve actually used it—and you’ll use the VLOOKUP function in this lesson.

1. Click cell D25, click the Bold button on the Formatting toolbar, type
Sales By Rep and press <Enter>. Sort Ascending
button
Next, enter the lookup value for the VLOOKUP function (you’ll see how the lookup
value works when we actually create the VLOOKUP formula.).
2. Type Ronald in cell D26.
Before using the VLOOKUP function, you should sort the list by the column that
contains the lookup value.
3. Select any cell that contains data in the A column and click the Sort
Ascending button on the Standard toolbar to sort the list.
Insert Function
We’ll enter the VLOOKUP formula in cell D27. button
4. Click cell D27 and click the Insert Function button on the Formula bar.
The Insert Function dialog box appears.
5. Select Lookup and Reference from the Function Category list, select
VLOOKUP from the Function Name list and click OK. Collapse Dialog
The Function Arguments dialog box appears, as shown in Figure 11-28. You’re ready button
to start entering the VLOOKUP formula to lookup annual trip costs by the employee’s
first name. The first argument in the VLOOKUP function is to specify the value you
want to look up in the first column of the cell range. Lookup values can be values,
references, or labels. Cell D26 contains the value you want to look up—the client’s
first name.
6. Click the Lookup_value box and click cell D26 (you may need to use the
Collapse dialog box button.)
The second argument in the VLOOKUP function is to define the Table Array—the cell
range that contains the data you want to look up.
! Quick Reference
NOTE: Remember when you define the Table Array, the VLOOKUP function looks
up values from the first column of the specified cell range. So if you wanted To Use the VLOOKUP
to lookup values by City instead of by First Name, you would make sure that Function in a Formula:
the City column was the first column in the selected cell range. • Write the formula using
7. Click the Table_array box and select the entire list—the cell range the syntax =VLOOKUP
(lookup_value,table_array
A1:I23 (you may have to click the Collapse dialog box button.)
, col_index_num)
The third argument in the VLOOKUP function is to specify the Column Index
Or…
Number—the column number from which the matching value must be returned. For
example, the column you want to lookup, Annual Cost of Tickets, is the eighth column 1. Click either the Paste
in the list, so you would type 8 for the Column Index Number argument. Function button on the
8. Click the Col_index_num box, type 8, and click OK.
Standard toolbar to open
the Function arguments
Excel looks up the first value in the First column that matches the Lookup Value in dialog box.
cell D26, “Ronald” and displays the value in the eighth column of that row, 3000. Try
2. Select Lookup and
changing the Lookup Value in D26 to look up the annual ticket cost for another name.
Reference in the
10. Click cell D26, type John, and press <Enter>. Function category list,
The VLOOKUP value in cell D26 changes to 1686—the ticket cost for John Peters. select VLOOKUP in the
11. Save your work and close the Database Functions workbook. Function name list, and
click OK.
The HLOOKUP function is similiar to the VLOOKUP function, except it searches horizontal 3. Enter the required
from left to right across the top row of a cell range until it finds the value you specify. When it arguments for the
finds the specified value it then looks down the column to find the specified value. VLOOKUP function.

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Lesson 11-11: Grouping and

Outlining a Worksheet
Figure 11-31
A worksheet displayed in
Outline view. Column Level
buttons
Figure 11-32 Row Level
buttons
Displaying and hiding an
outline’s detailed records
by clicking the group Hide
Hide Detail
or Show Details button.
button

Figure 11-31

Figure 11-32 Details displayed Click the Hide Details hidden

Details button

Many spreadsheets are created in a hierarchical style. For example, a worksheet might contain
a column for each month, followed by a total column. By outlining your worksheets, you
make them easier to understand and read. Instead of sifting through irrelevant information,
you can collapse an outline to display each group’s total or bottom line.
There are several ways to outline a workbook:
• Using the Subtotals Feature: The Data → Subtotals command calculates subtotal
and grand total values for the labeled columns you select. Excel automatically inserts and
labels the total rows and outlines the list. We covered creating and working with subtotals
earlier in this chapter.
Hide Details
button • Using the Consolidate Feature: You can consolidate several sheets selecting Data
→ Consolidate from the menu.
• Using the Auto Outline Feature: The Data → Group and Outline → Auto Outline
command automatically outlines a selected range of cells or the entire worksheet, based
on formulas and the direction of references.
• Manually Creating an Outline: You can group rows and columns manually by
Show Details selecting them and selecting Data → Group and Outline → Group from the menu.
button
This lesson explains how to use the third and fourth methods and how to work with an
outline.

1. Open the Lesson 11C workbook.

We’ll start this lesson by manually grouping the rows for the Blaine office.

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 Chapter Eleven: Data Analysis and PivotTables 327
2. Select rows 5 and 6 and select Data → Group and Outline → Group
from the menu.
Excel groups the selected rows in an outline. Notice the Hide Details button that
appears to the left of the worksheet. Clicking a Hide Details button hides, or collapses, Row Level 2
its group of records. button
3. Click the Hide Details button to the left of the worksheet.
Excel hides the details, rows 5 and 6, for the Blaine office and changes the Hide
Details button ( ) to a Show Details button ( ), indicating it contains hidden records.
Clicking the Show Details button displays, or expands, its group of records.
Column Level 2
4. Click the Show Details button to the left of the worksheet. button
Excel displays the hidden records. It’s just as easy to ungroup records as it is to group
them.
5. Select rows 5 and 6 and select Data → Group and Outline → Ungroup
from the menu.
Excel ungroups the records. ! Quick Reference
Before you manually create an outline by grouping dozens of records, you should see if To Manually Group
Excel can automatically create the outline for you. Excel can automatically outline Columns or Rows:
worksheets if they contain formulas that consistently point in the same directions. • Select the columns or
Excel can automatically group and outline this worksheet since it does contain rows you want to group
formulas that all consistently point to the right (the quarterly subtotals) and down (the and select Data →
office subtotals).
Group and Outline →
6. Select Data → Group and Outline → Auto Outline from the menu. Group from the menu.
Excel analyzes the formulas in the worksheet and creates an outline, as shown in
To Manually Ungroup
Figure 11-31. You can still expand and collapse each group in the outline by clicking
Columns or Rows:
the corresponding Show Detail or Hide buttons, but an easier way is to use the Column
Level buttons. The Column Level buttons display or hide a specific level in your • Select the grouped
worksheet. For example, if an outline has three levels, you can hide all the third levels columns or rows and
by clicking the button. select Data → Group
7. Click the Row Level 2 button. and Outline → Ungroup
from the menu.
Excel displays only the first two levels in the outline—the totals for each office. You
can also hide and display columns the same way. To Outline a Worksheet
8. Click the Column Level 2 button.
Automatically:
Excel collapses the outline so that only the quarterly and annual totals are displayed. To • Select Data → Group
expand the outline, just click the symbol for the lowest row and column level. For and Outline → Auto
example, if there are three levels, click the button. Outline from the menu.
9. Expand the outline by clicking the Column Level 3 button and the Row To Remove an Outline:
Level 3 button. • Select Data → Group
It’s easy to remove an outline from a worksheet: and Outline → Clear
10. Select Data → Group and Outline → Clear Outline from the menu. Outline from the menu.
The outline is removed from the worksheet. To Hide/Display Outline
11. Exit Excel without saving your changes. Details:
• Click the group’s Show
Details button or the
Hide Details button.
Or…
• Click the appropriate Row
Level button or Column
Level button.

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Chapter Eleven Review

Lesson Summary
Creating a PivotTable
• A PivotTable summarizes list information dynamically, meaning once you have created a
PivotTable, you can rearrange or “pivot” it to view its data in different ways.
• To Create a PivotTable: Make sure the cell pointer is located in the list and select Data → Pivot
Table Report from the menu. Follow the on-screen instruction to create the PivotTable.

Modifying a PivotTable’s Structure

• To Rearrange a PivotTable: Make sure the cell pointer is located in the PivotTable, click the
PivotTable Wizard button on the PivotTable toolbar, and rearrange the PivotTable by dragging the
field names buttons to or from the appropriate section of the PivotTable diagram.
• To Change the Calculation Used in a PivotTable: Make sure the cell pointer is located in the
PivotTable and click the PivotTable Field button on the PivotTable toolbar, and select the
calculation you want to use.

Adding a Page Field to a PivotTable

• A Page Field lets you filter the information in PivotTable.
• To Add a Page Field to a PivotTable: Make sure the cell pointer is located in the PivotTable and
click the PivotTable Wizard button on the PivotTable toolbar. Drag the field name you want to use
to filter the PivotTable to the PAGE section of the PivotTable diagram and click Finish.
• Filter a PivotTable by selecting the criteria from the PivotTable’s Page Field.

Grouping Dates in a PivotTable

• You can group information by days, months, quarters, or years.
• To Group Information by Date or Time: Select the row or column heading that contains the date
or time value you want to group by and click the Group button on the PivotTable toolbar or select
Data → Group and Outline → Group from the menu. Specify the starting and ending dates and
the interval you want to group the dates or time by, then click OK.

Updating a PivotTable
• A PivotTable isn’t automatically updated if you modify its source data. You can refresh a PivotTable
by clicking the Refresh Data button on the PivotTable toolbar or selecting Data → Refresh
Data from the menu.

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 Chapter Eleven: Data Analysis and PivotTables 329

Formatting and Charting a PivotTable

• To Format a PivotTable: Make sure the cell pointer is located in the PivotTable report and click
the Format Report button on the PivotTable toolbar. Select the formatting you want to apply and
click OK.
• To Create a PivotChart: Place the cell pointer anywhere in a PivotTable report and click the Chart
Wizard button on the PivotTable toolbar. You will probably have to change the chart type.
• To Modify a PivotChart: Modify a PivotChart the same as you would a PivotTable—drag and drop
fields to and from the PivotTable toolbar and the PivotChart.

Creating Subtotals
• To Calculate Subtotals: Sort the list, select Data → Subtotals from the menu, enter the
appropriate information in the Subtotal dialog box and click OK.
• To Remove Subtotals: Make sure the active cell is located within the list, then select Data →
Subtotals from the menu and click Remove All.

Using Database Functions

• Database functions perform calculations only for records that meet the criteria you specify. The
syntax for all database functions is =FUNCTION(Database, Field, Criteria).

Using Lookup Functions

• The VLOOKUP function looks up information in a worksheet by searching vertically down the
leftmost column of a cell range until it finds the value you specify and then across the row to find
the value in column you specify.
• The syntax for the VLOOKUP function is =VLOOKUP(lookup_value,table_array, col_index_num).

Grouping and Outlining a Worksheet

• To Manually Group/Ungroup Columns or Rows: Select the columns or rows you want to group
and select Data → Group and Outline → Group (or Ungroup) from the menu.
• To Outline a Worksheet Automatically: Make sure the worksheet contains formulas that
consistently point in the same directions, then select Data → Group and Outline → Auto Outline
from the menu.
• To Remove an Outline: Select Data → Group and Outline → Clear Outline from the menu.
• You can view the details of a group by clicking its Show Details button ( ) and hide the details
by clicking its Hide Details button ( ).
• You can hide or display a specific level in an outline by clicking its Row Level ( ) or Column
Level button.

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Quiz
1. Which of the following statements is NOT true?
A. PivotTables summarize the information in a list.
B. You can add a PivotTable as an embedded object on a worksheet, or on its own
separate worksheet.
C. The Data → Pivot Table Report command starts the PivotTable Wizard.
D. You specify which fields you want to summarize in the PivotTable by dragging them
to the appropriate areas of the PivotTable diagram.

2. You must create a new PivotTable if you want summarize information from
different fields (True or False?)

3. Which of the following statements is NOT true?

A. You can specify how dates should be grouped in a PivotTable by selecting the field
that contains the date information, clicking the Group button on the PivotTable
toolbar, and specifying how you want the information summarized (by days, months,
quarters, or years.)
B. PivotTables are automatically updated whenever you change their source data.
C. Adding a Page Field to a PivotTable lets you filter the information the PivotTable
summarizes.
D. You can modify the structure of a PivotTable by clicking the PivotTable Wizard
button on the PivotTable toolbar.

4. You should sort a list before you group and summarize its information
using the Subtotals command (True or False?)

5. Which of the following statements is NOT true?

A. The Subtotals command subtotals a column at each value change.
B. The Subtotals command displays the worksheet in outline view.
C. The Subtotals command summarizes the worksheet by creating a PivotTable.
D. You can add Subtotals to a worksheet by selecting Data → Subtotals from the menu.

6. Excel’s database functions perform calculations only for records that meet
the criteria you specify (True or False?)

7. Which of the following statements is NOT true?

A. You should use the Insert Function command to help you enter complicated database
functions.
B. You can hide or display details in an outlined worksheet by clicking the Hide Details
button or Show Details button, or by clicking the various Column Level or Row
Level buttons.
C. A worksheet must be sorted in order for Excel to automatically outline it.
D. You can manually group rows and columns in a worksheet by selecting Data →
Group and Outline → Group from the menu.

Homework
1. Open the Homework 11 workbook and save it as “PivotTable Practice.”

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 Chapter Eleven: Data Analysis and PivotTables 331
2. Select any cell; in the table then select Data → PivotTable Report from the menu.
3. Using the PivotTable Wizard, create a PivotTable report that summarizes the
worksheet information like the following illustration:

4. Modify the PivotTable’s structure so that the column summarizes by Date instead of
by Type.
5. Click the Date, field and then, click the Group button on the PivotTable toolbar.
Group the dates by month.
6. Modify the PivotTable’s structure by adding the Type field as the Page Field.

7. Use the Page Field to filter the information summarized in the PivotTable by the
various Types of expenses.
8. Click the Sheet 1 sheet tab and sort the A column alphabetically.
9. Use the Data → Subtotals command to subtotal the worksheet.
10. Practice expanding and collapsing the worksheet while it’s in Outline view.

Quiz Answers
1. B. PivotTables appear on their own separate worksheets.
2. False. It is incredibly easy to modify which fields a PivotTable summarizes. Just
click the PivotTable Wizard button on the PivotTable toolbar and drag the fields you
want to summarize to the appropriate areas of the PivotTable diagram.
3. B. PivotTables are NOT automatically updated when you change their source data.
You must click the Refresh Data button on the PivotTable toolbar to update the
PivotTable.
4. True. Always sort a list before using the Subtotals command.
5. C. The Subtotals command does not summarize information using a PivotTable—
that’s what the PivotTable command is for!
6. True. Database functions calculate only those records that match your criteria.
7. C. A worksheet must contain formulas that consistently point in the same direction to
use the automatic outline feature. Sorting the worksheet doesn’t make any difference.

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 Chapter Twelve:
What-If Analysis
Chapter Objectives: " Prerequisites
• Create a Scenario • How to use menus,
toolbars, dialog boxes,
• Create a Scenario Summary Report and shortcut
keystrokes.
• Create One and Two-Input Data Tables
• How to select cell
• Use Goal Seek ranges.
• How to enter values,
• Set up complex what-if analysis with Solver
labels, and formulas
Chapter Task: Analyze Different What-If Situations into a cell.
• How to reference cells.
If you’ve ever used a worksheet to answer the question “what if?” you’ve already performed
what-if analysis. For example, what would happen if your advertising budget for your
department increased by 40%? If you were considering taking out a home mortgage based on
your income, how much money could you borrow for a 20-year mortgage? How much money
could you borrow for a 30-year mortgage?
Most people don’t realize Excel has numerous analysis features and instead perform what-if
analysis the slow and hard way—by manually inputting different values into their worksheets,
looking at the results, and then inputting another set of values. This method is fine for simple
what-if scenarios, but doesn’t work well for answering complex what-if questions.
In this chapter, you will learn how to create multiple what-if scenarios using Excel’s Scenario
Manager. You will create one-input and two-input data tables to report several different
outcomes. You will also use Excel’s Goal Seek and Solver to solve more complex what-if
questions.
334 Microsoft Excel 2002

Lesson 12-1: Defining a Scenario

Figure 12-1
Scenario name
The Add Scenario dialog
box.
The cell range that
Figure 12-2 contains the values you
want to change
The Scenario Values
dialog box.
Figure 12-3
The Scenario Manager
dialog box.
Figure 12-1

Display the selected

scenario

Add a new scenario

Delete the selected

scenario
Figure 12-2 The current values in Edit the selected
A4, B4, and C4 scenario

Figure 12-3

A scenario is a set of values you use in what-if analysis. Imagine you are considering taking
out a home mortgage and have to determine what type of loan to take out. One scenario you
are considering is a 30-year loan with a 7.5% interest rate. Another scenario is a 20-year loan
with an 8.5% interest rate. Excel’s scenario manager lets you create and store different
scenarios in the same worksheet. Once you have created a scenario, you can select it and
display the worksheet using its values.
In this lesson, you will use the scenario manager to perform what-if analysis on a home
mortgage. You will create three different scenarios to see how changing the amount and
length of the loan will change your monthly payments.

1. Start Microsoft Excel, open the workbook named Lesson 12A and save it
as Mortgage What-If.
This workbook contains information for a mortgage. To help assist you with deciding
what type of mortgage to take out, you will use Excel’s Scenario Manager to create
several scenarios with different loan amounts and terms. The first step in creating a
Scenario is to select the cells that change.
2. Select the cell range A4:C4 and select Tools → Scenarios from the
menu.
The Scenario Manager dialog box appears with the message “No Scenarios defined.
Choose Add to add scenarios.” You want to add a new scenario.

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 Chapter Twelve: What-If Analysis 335
3. Click Add.
The Add Scenario dialog box appears, as shown in Figure 12-1. You must give your
scenario a name and specify the scenario’s changing cells, if necessary. The cell range
A4:C4 appears in the changing cells text box because you selected those cells before
you opened the Scenario Manager. First, create a scenario with the original values.
4. Type Original Quote in the Scenario name box and click OK.
The Scenario Values dialog box appears, as shown in Figure 12-2 with the existing
values in the changing cells boxes. Since this is the original quote, you can save the
scenario without changing the values.
5. Click OK.
The Scenario Values dialog box closes and you return to the Scenario Manager dialog
box. Next, create a scenario with a longer loan length—30 years instead of 20.
6. Click Add, type 30 Year Loan in the Scenario name box and click OK.
! Quick Reference

The Scenario Values dialog box appears. You need to change the values for this To Create a Scenario:
scenario. 1. Create or open a
7. Change the 20 in the second changing cell box ($B$4) to 30 and click worksheet that contains
Add. the results of one or more
formulas.
Excel saves the 30 Year Loan scenario and you return to the Scenario Manager dialog
box. Create another scenario with a smaller loan amount. 2. Select Tools →
8. Type Smaller Loan in the Scenario name box and click OK.
Scenarios from the menu
and click the Add button
The Scenario Values dialog box appears. to add a new scenario.
9. Change the 150000 in the first changing cell box ($A$4) to 125000 and 3. Complete the Add
click OK. Scenario dialog box by
Excel saves the Smaller Loan scenario and returns you to the Scenario Manager dialog completing the following
box. You’re ready to test your scenarios. settings:
10. Select the 30 Year Loan scenario from the Scenario list and click Show. Scenario Name: The
name for your scenario.
Excel changes the length of the loan in B4 from 20 years to 30 years.
Changing Cells: The
NOTE: Type your note here. The Scenario Manager dialog box doesn’t close so you cells that contain the
might need move it out of the way so that you can see the cells. values you want to
Notice the monthly payment decreases from $1,162.95 to $997.95, and the Interest change.
paid increases from $129,107.62 to $209,263.35. 4. Click OK and enter the
11. Select the Smaller Loan scenario from the Scenario list and click Show. values for the scenario in
The length of the loan changes back to 20 years and the amount of the loan changes to the Scenario Values
$125,000. You’re finished working with the Scenario Manager for now. dialog box.
12. Click Close to close the Scenario Manager and save your work. 5. Click Add to add the
scenario.
Great! You’ve learned how to use your first What-If Analysis feature. 6. Repeat steps 4 and 5 for
each additional scenario.
Click Close when you’re
finished.
To View a Scenario:
1. Select Tools →
Scenarios from the
menu.
2. Select the scenario from
the list and click Show.

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336 Microsoft Excel 2002

Lesson 12-2: Creating a Scenario

Summery Report
Figure 12-4
The Create Names dialog
box.
Figure 12-5
The Scenario Summary Figure 12-4 Figure 12-5
dialog box.
Figure 12-6
The Scenario Summary
dialog box.

Figure 12-6

If you’ve defined two or more scenarios, you can summarize them by creating a scenario
summary report. A scenario summary report is a single compiled report that summarizes the
results from several scenarios. It’s usually much easier to read a single scenario summary
report than switching between several different scenarios.

1. Select the cell range A3:F4 and select Insert → Name → Create from
the menu.
The Create Names dialog box appears, as shown in Figure 12-4. The Create Names
will automatically create range names, based on the current selection. Naming the cells
will make them easier to read when you create the Scenario Summary report.
Name Box List 2. Verify the Top row check box is checked and click OK.
The Create Names dialog box closes and Excel automatically creates names for the
selected cell range. You can verify that Excel created the correct names by clicking the
Name box arrow.
3. Click the Name Box List arrow.
The column heading names should appear in the Name Box list.
4. Click anywhere in the worksheet window to close the Name Box list.
You’re ready to create a Scenario Summary report.

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 Chapter Twelve: What-If Analysis 337
5. Select Tools → Scenarios from the menu and click the Summary
button.
The Scenario Summary dialog box appears, as shown in Figure 12-5. You can create
two types of reports:
• Scenario summary: Creates a report that lists your scenarios with their input
values and the resulting cells. Use this report only when your model has one set of
changing cells provided by a single user.
• Scenario PivotTable: Creates a PivotTable report that gives you an instant what-if
analysis of your scenarios. Use this type of report when your model has multiple sets
of changing cells provided by more than one user.
You will use the Scenario summary report, and it is the default option.
6. Verify that the Scenario summary report is selected, double-click the
Results cells text box, if necessary, then select the cell range D4:F4.
The Results Cells (Monthly Payment, Total Payment, and Interest Paid) are the cells
that are affected by the Changing Cells (Amount, Term, and Interest.)
7. Click OK.
The Scenario Summary dialog box closes, and Excel creates a scenario summary report
on a new sheet in the workbook, as shown in Figure 12-6. Excel displays the report in
outline mode so that you can show or hide the report details.
8. Click the Mortgage tab to view the mortgage tab, and then save your
work.

! Quick Reference
To Create a Scenario
Summary Report:
1. Make sure you’ve defined
at least two scenarios.
2. Select Tools →
Scenarios from the
menu.
3. Select the type of report
(Scenario summary or
Scenario PivotTable.)
4. Specify which cells you
want to include in the
report.

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338 Microsoft Excel 2002

Lesson 12-3: Using a One and

Two-Input Data Table
Figure 12-7
The Table dialog box.
Figure 12-8 Figure 12-7

The completed one-input

data table with monthly
payments for each interest
Formula used to create the data table
rate.
Figure 12-9 =-PMT(C4/12,B4*12,A4)
The completed two-input Column input cell—the placeholder cell
data table with monthly Excel will substitute values for in the
formula (here, it’s the interest rate)
payments each interest Figure 12-8 Values for the
rate and each term. column input cell

Formula used to create the data table

=-PMT(C4/12,B4*12,A4)
Column input cell Row input cell

Figure 12-9 Values for the Values for the row

column input cell input cell

Another way to get answers to your what-if questions is by using a data table. A data table is
a cell range that displays the results of a formula using different values. For example, you
could create a data table to calculate loan payments for several interest rates and term lengths.
There are two types of data tables:
• One-input Data Table: Displays the results of a formula for multiple values of a single
input cell. For example, if you have a formula that calculates a loan payment you could
create a one-input data table that shows payment amounts for different interest rates.
• Two-input Data Table: Displays the results of a formula for multiple values of a two
input cell. For example, if you have a formula that calculates a loan payment you could
create a two-input data table that shows payment amounts for different interest rates and
different term lengths.
(Not Used) Formula
Input Value Results We’ll work with both types of data tables in this lesson.
Input Value Results
Input Value Results 1. Click cell B7.
Structure of a The first step in creating a data table is to enter the formula the data table will use.
One-Input Table Since you want to calculate the monthly payment of the loan based on different interest
rates, you will use the same PMT formula you created in cell D4.

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 Chapter Twelve: What-If Analysis 339
2. Type =-PMT(C4/12,B4*12,A4) and press <Enter>. Formula Input Value
Input Value Results
Don’t worry about the results of the PMT formula that appear in cell B7. It’s the Input Value Results
formula that’s important. Excel will use this formula to calculate values in the data Input Value Results
table. The next step in creating your input data table is to enter the inputs (in your case,
Structure of a
the interest rates) you want to use in the data table. The cells in this workbook have Two-Input Table
already been formatted with the correct number formatting, so you can enter the data
table inputs.
3. Click cell A8, type 6, press <Enter>, type 6.5, press <Enter>, type 7,
press <Enter>, type 7.5, press <Enter>, type 8 and press <Enter>.
You’re ready to have Excel fill in your data table using the different interest rates you
just entered in the A column
4. Select the cell range A7:B12 and select Data → Table from the menu.
The Table dialog box appears, as shown in Figure 12-7. You must specify the location
of the input cell in the Row Input Cell or Column Input Cell box. The input cell is the
placeholder cell that is referred to in the Table formula—in your case, the Interest rate,
which is located in cell C4.
5. Click the Column Input Cell box, click cell C4 (the placeholder for the ! Quick Reference
interest rate in the table formula) and click OK.
To Create an One-Input
Excel fills the table with the results of the table formula with one result for each input Table:
value or interest rate.
1. Setup the table area.
6. Click cell B8. Make sure you include
Excel has added the formula =TABLE(,C4) to the cell. The C4 reference refers to the the formula in the top row,
Input Cell for the formula—in this case, the interest rate. You can also create data and the input values in
tables based on two input variables. For example, you can create a data table that uses the left column.
the Interest Rate as one input variable (arranged in columns) and the Term as the other 2. Select the table range
input variable (arranged in rows). The structure of a two-input data table is slightly and select Data → Table
different from that of a one-input data table—the formula has to be where the row and from the menu.
column that contain the input values intersect, in your case, A7. You can’t change a
table once it has been created, so you will first have to delete the current table. 3. Specify the worksheet cell
you want to use as the
7. Select the cell range B8:B12, press <Del> to delete the data table, and input value and click OK.
then move the formula in B7 to A7 by using either drag and drop or cut
and paste. To Create an Two-Input
Table:
Now you can enter the different terms as Column Input values.
1. Setup the table area.
8. Verify that B7 is the active cell and type 15, <Tab>, 20, <Tab>, 25, Make sure you include
<Tab>, 30 and press <Enter>. the formula in the
Now select the data table range and open the Table dialog box. upper-left cell and the
9. Select the cell range A7:E12 and select Data → Table from the menu. values for the first input
cell in the left column and
The Table dialog box appears. This time you must specify two input cells. The Row
the values for the second
Input Cell is placeholder cell that is referred to in the Table formula—in your case, the
input cell in the top row.
Term, which is located in cell B4. The Column Input Cell will be the Interest Rate,
located in cell C4. 2. Select the table range
10. Click the Row Input Cell, click cell B4, click the Column Input Cell,
and select Data → Table
from the menu.
click cell C4 and click OK.
3. Specify the worksheet cell
Excel computes the table using the Term (B4) as the Row Input Cell and the Interest
you want to use for the
Rate (C4) as the Column Input cell. Compare your table to the one in Figure 12-9.
Row input cell and the
11. Save your work. Column input cell and
click OK.

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Lesson 12-4: Understanding Goal

Seek
Figure 12-10
The Goal Seek dialog box.
Figure 12-11
The Goal Seek Status Figure 12-10
dialog box displays the
solution.

Figure 12-11

When you know the desired result of a single formula, but not the value the formula needs for
the result, you can use the Goal Seek feature. For example, you can afford a $1,200 monthly
payment, so how much of a loan can you take out? When goal seeking, Excel plugs in
different values into a cell until it finds one that works.

1. Select cell D4.

You want to know what the maximum 20-year mortgage you can afford if the interest
rate is 7% and the maximum monthly payments you can make are $1,200. Cell D4, the
Monthly Payment, is the formula cell for the Goal Seek command you will change its
value to find a specific goal. You don’t necessarily have to select the formula cell
before using the Goal Seek command, but it saves you a step later on.
2. Select Tools → Goal Seek from the menu.
The Goal Seek dialog box appears, as shown in Figure 12-10. To find any goal you
must specify three things:
• Set cell: The cell that contains the formula you want to find a solution for, in your
case the monthly payments value, in cell D4.
• To Value: This is the target number you want to solve for, in your case the
maximum monthly payment you are able to make, $1,200.
• By changing cell: This is the cell that contains the value you want to change to
solve for the target value, in your case the mortgage amount, in cell A4.
3. Verify that D4 appears in the Set cell box.
Remember that the set cell contains the formula you want to find a solution for—the
monthly payments formula. In the next step you’ll enter the goal: the maximum
monthly payment you are able to make.
4. Click the To value box and type 1200.
The last step in using Goal Seek is specifying what cell will change in order to reach
the solution: the mortgage amount.

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 Chapter Twelve: What-If Analysis 341
5. Click the By changing cell box and click cell A4.
You’re ready to use Goal Seek to find what the maximum 20-year, 7% interest rate
mortgage you can take out with monthly payments of $1,200.
6. Click OK.
The Goal Seek Status dialog box appears with the message “Goal Seeking with Cell
D4 found a solution” and displays the solution in the worksheet window, as shown in
Figure 12-11. You discover the maximum mortgage you can afford, based on a 20-year
term and 7% interest rate, would be $154,779. You can click OK to accept the new
worksheet values found by Goal Seek, or click Cancel to return the original worksheet
values. You decide to keep the values Goal Seek found.
7. Click OK.
The Goal Seek dialog box closes and changes the worksheet values.
8. Save your work and close the current workbook.
Super! You’re almost done with the What-If Analysis chapter—just one more lesson….

! Quick Reference
To Use Goal Seek:
1. Open or create a
workbook that uses the
formulas you want to use.
2. Select Tools → Goal
Seek from the menu.
3. Complete the Goal Seek
dialog box by specifying
which formula cell to
change, the value to
change it to, and the cell
to change.
4. Click OK.
5. Click OK to replace the
original value or click
Cancel to keep the
original value.

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Lesson 12-5: Using Solver

Figure 12-12
The Solver Parameters
dialog box.
Figure 12-13
The worksheet containing Figure 12-13 Changing Target
the problem to be solved
by Solver.
Figure 12-12
Figure 12-14
The Add Constraint dialog
box.
Figure 12-15
The Solver Results dialog Figure 12-14
box.
Figure 12-15

Goal Seek works great for problems that have a single variable and an exact target value, but
not for complex problems that have several variables and/or a range of values. For these more
complex problems, you need to use Excel’s Solver command. The Solver can perform
advanced what-if analysis problems with many variable cells. You can also specify
constraints, or conditions that must be meet to solve the problem.
If the Solver seems especially difficult to you, you’re not alone. The Solver is one of the most
advanced and complicated features in Excel.
The Solver is an
optional add-in to 1. Open the workbook named Lesson 12B.
Excel. If you can’t find This worksheet contains the problem you’re faced with. Imagine you’ve been put in
the Solver Command in charge of a annual mailing campaign for existing clients in five states. Your boss has
your Tools menu you given you the following budget constraints:
will need to have it Your total budget is $35,000.
installed.
You must spend at least 50% of the budget on Minnesota mailings.
At least 3 mailings must go out in each state.
Based on this information, your job is to find out how many mailings you can send out
to the clients in each state. Yikes! It’s the math problem from hell! Luckily, you can use
Excel’s Solver to help you find the answer to this problem.
2. Select Tools → Solver from the menu.
The Solver Parameter dialog box appears, as shown in Figure 12-12. First, you need to
specify the goal or target you want to solve. For this lesson, you want to minimize your
total mailing cost—the value in cell F7.
3. Make sure the insertion point is the Set Target Cell box and click cell F7.
$F$7 appears in the Set Target Cell box. Next, you want Solver to set the target cell
(the total cost) to the lowest value possible.

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 Chapter Twelve: What-If Analysis 343
4. Click the Min option.
For other problems, you might want to find the highest possible value by selecting the You have to be very
Max option. Or you might want Solver to find a solution that makes the target cell precise when using the
equal to a certain value by selecting the Value option and entering the value. Solver. If you don’t
Next, you need to specify which cells will change in order to reach the solution—the specify the proper
number of mailings per state. constraint, Solver
won’t be able to find a
5. Click the By Changing Cells box, clear any previous contents, and
solution to your
select cells E2:E6.
problem (if there
Now you’re ready to specify the constraints Solver has to work with. indeed is a solution) or
6. Click the Add button. else may return invalid
The Add Constraint dialog box appears, as shown in Figure 12-14. Start by adding the data.
constraint that the total mailing cost cannot exceed the $35,000 budget.
7. Click the Cell Reference box, select cell F7 (the Total Cost cell), select
<=, click the Constraint box and type 35000.
Compare your Add Constraint dialog box with the one in Figure 12-14. The next ! Quick Reference
constraint you need to add is that 50% of the total amount must be spent in Minnesota.
8. Click Add, click the Cell Reference box, select cell F2 (Minnesota’s To Install Solver:
Total Cost), select >=, click the Constraint box, click cell F7 and type • Solver is an optional
*.5. Excel add-on. If you can’t
find Solver under the
$F$7*.5 should be displayed in the constraint box. Next, add a constraint so at least 3
Tools menu you can
mailings must be sent in each state.
install it by selecting
9. Click Add, click the Cell Reference box, select the cell range E2:E6 Tools → Add Ins from
(the Number of Mailings), select >=, click the Constraint box and type 3. the menu, selecting the
Finally, you need to add a constraint to specify that the number of mailings is restricted Solver Add-in and
to whole numbers (otherwise, Solver will use numbers with decimal places.) clicking OK.
10. Click Add, click the Cell Reference box, select the cell range E2:E6 To Use Solver:
(the Number of Mailings) and select int. 1. Open or create a
That’s it! You’ve finished adding all the constraints. workbook that contains
11. Click OK. the problem you want to
The Add Constraint dialog box closes and you return to the Solver Parameter dialog solve, and then select
box. Let’s see if the Solver can find a solution for this perplexing problem. Tools → Solver from the
menu.
12. Click Solve.
2. Specify the goal or target
Excel analyzes the problem and plugs trial values into the variable cells, and tests the you want to solve for in
results. After a moment the Solver Results dialog box appears, indicating that Solver the Set Target Cell box.
succeeding in finding a solution to how many mailings you can afford to sent out to
each state, while meeting all the constraints, as shown in Figure 12-15. 3. Specify Max, Min, or
Equal to, then specify the
You have several choices here. You can keep the values from the Solver solutions, you cells that need to change
can return the original values, or you can create one of three types of detailed reports to meet your goal in the
on a separate worksheet that summarize Solver’s answer. By Changing Cells box.
13. Make sure the Keep Solver Solutions option is selected and click OK. 4. Add your constraints by
The dialog box closes and the solution values appear in the worksheet. You’ve clicking Add and then
successfully found the best combination of mailings by state using Solver. The settings specifying the constraints
you entered in Solver will be saved with the workbook, so you can easily come back to (repeat for as many
them. constraints as you need).
5. Click Solve.
14. Save your work and exit Microsoft Excel.

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344 Microsoft Excel 2002

Chapter Twelve Review

Lesson Summary
Defining a Scenario
• A scenario is a set of values you use in what-if analysis, such as various interest rates, loan
amounts, and terms for a mortgage. You can save and then easily display these values once you
have saved them in a scenario.
• To Create a Scenario: Create or open a worksheet that contains the results of one or more
formulas. Select Tools → Scenarios from the menu and click the Add button to add a new
scenario. Complete the Add Scenario dialog box giving the scenario a name and identifying the
“changing cells” (the cells that contain the values you want to change) and click OK. Click the Add
button and enter the name and changing cells for each additional scenario.
• To View a Scenario: Select Tools → Scenarios from the menu, select the scenario from the list
and click Show.

Creating a Scenario Summery Report

• A scenario summary report is a single compiled report that summarizes the results from several
scenarios.
• To Create a Scenario Summary Report: Make sure you’ve defined at least two scenarios and
select Tools → Scenarios from the menu. Select the type of report you want (Scenario summary
or Scenario PivotTable) and which cells you want to include in the report.

Using a One and Two-Input Data Table

• A Data Table displays the results of a formula using different values. A One-Input Data Table
displays the results of a formula for multiple values of a single input cell, while a Two-Input Data
Table displays the results of a formula for multiple values of a two input cells.
• To Create a One-Input Table: Type the list of values you want to substitute in the input cell down
one column. Type the formula in the row above the first value and one cell to the left of the column
of values. Select the substitute cell range and select Data → Table from the menu. Select the
worksheet cell you want to use as the input value and click OK.
• To Create a Two-Input Table: In a cell on the worksheet, enter the formula that refers to the two
input cells. Type one list of input values in the same column, below the formula and type the
second list in the same row, to the right of the formula. Select the range of cells that contains the
formula and both the row and column of values and select Data → Table from the menu. Select
the Row input cell and the Column input cell and click OK.

Understanding Goal Seek

• When you know what the result of a single formula should be but not the value the formula needs
to determine the result, you can use the Goal Seek feature.

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 Chapter Twelve: What-If Analysis 345
• To Use Goal Seek: Open or create a workbook that uses the formulas you want to use and select
Tools → Goal Seek from the menu. Complete the Goal Seek dialog box by specifying which
formula cell to change, the value to change it to, and the cell to change.

Using Solver
• Use Solver to find solutions to complex what-if problems that have multiple variables and a range
of values.
• Solver is an optional Excel add-on. If you can’t find Solver under the Tools menu you can install it
by selecting Tools → Add Ins from the menu, selecting the Solver Add-in and clicking OK.
• To Use Solver: Open or create a workbook that contains the problem you want to solve, and then
select Tools → Solver from the menu. Specify the goal or target you want to solve for in the Set
Target Cell box, then specify the Max, Min, or Equal to. Open and specify the cells that need to
change to meet your goal in the By Changing Cells box. Add your constraints by clicking Add and
then specifying the constraints (repeat for as many constraints as you need.) Click Solve when
you’ve finished setting up the problem.

Quiz
1. Which of following is NOT one of Excel’s What-If functions?
A. Scenario Manager.
B. Solver.
C. Goal Seek.
D. Auto Outline.

2. Which of the following statements is NOT true?

A. The Scenario Manager lets you save several sets of values or scenarios to use in
what-if analysis.
B. You must specify the cells that change in a scenario.
C. You must specify the target cell in a scenario.
D. The Scenario Manager is located under Tools → Scenarios.

3. After carefully considering your budget, you decide the maximum monthly
payment you can afford is $500 on a three-year loan. Based on this
information, which feature would be the fastest and easiest way to
determine how much of a loan you can take out?
A. Goal Seek.
B. Solver.
C. Scenario Manager.
D. A Two-Input Data Table.

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4. Solver can find solutions to problems with multiple variables, constraints,

and ranges of values. (True or False?)

5. Which of the following is NOT information you can specify using the
Solver? (Select all that apply.)
A. Target cell.
B. Changing cells.
C. Constraints.
D. Input cells.

Homework
1. Open the Homework 12 workbook and save it as “What-If Practice”.
2. Click the Car Loan sheet tab. Select the cell range B3:B5 (the changing cells) and
select Tools → Scenarios from the menu.
3. Click Add and name the scenario “Original Loan Term.” Save the scenario with the
original values.
4. Click Add and name the scenario “9 Percent, 36 Months.” Save the scenario with a
$25,000 loan amount, .09% interest rate, and 36 months.
5. Practice switching between the two scenarios by selecting Tools → Scenarios from
the menu, selecting a scenario, and clicking View.
6. Create a Scenario Summary report for the worksheet.
7. Click cell B11, type =B7 and press <Enter>.
8. Setup a one-input data table as follows:

8. Select Data → Table from the menu and select cell B4 as the Column input cell.
Your results should be:

9. Click cell B7 and select Tools → Goal Seek from the menu. Use Goal Seek to find
the maximum car loan you can take out (cell B3) if you can afford an $800 monthly
payment.
Extra Credit: Click the Solver sheet tab. Use Solver to find a solution to the specified
problem. The target cells, changing cells, and constraints are all color-coded to make
it a little easier for you.

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 Chapter Twelve: What-If Analysis 347

Quiz Answers
1. D. The auto outline feature has nothing to do with what-if analysis.
2. C. Goal Seek and the Solver have target cells, but not scenarios.
3. A. Actually, you could use any of the other methods to eventually find the answer,
but Goal Seek would be the fastest and easiest in this instance.
4. True.
5. D. Input Tables require Input cells, not Solver.

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 Chapter Thirteen:
Advanced Topics
Chapter Objectives: " Prerequisites
• Add, Remove, and Position Toolbars • How to use menus,
toolbars, dialog boxes,
• Create a Custom Toolbar and shortcut
keystrokes.
• Create a Custom AutoFill List
• How to select cell
• Password Protect a Workbook ranges.
• How to open and save
• Change Excel’s Default Options
a file.
• Find a File
• View and Change a File’s Properties
• Share a Workbook for Group Collaboration
• Revise a Shared Workbook

Chapter Task: Learn how to customize Microsoft Excel

You can customize Excel in a number of ways to meet your own individual needs and tastes.
This chapter explains how you can tailor Excel to work the way you do. You are already
familiar with toolbars and how they make it easy to access frequently used commands. In this
chapter, you will get to create your very own toolbar and add the commands you use the most
frequently to it. This chapter also explains how to create your own custom AutoFill lists.
Another topic covered in this chapter is workbook collaboration. Like it or not, if you’re part
of the corporate world, someday you will have to create a workbook as part of a team. For
example, you might create a workbook and then have your manager review it and make
changes. Then you go back to the workbook, make the changes, and send it off to its final
destination. The folks at Microsoft realized that people sometimes work together when they
create workbooks, so they included several features that enable several users to collaborate to
create and update workbooks. This chapter explains how you can share a workbook so that
several users can work on it, and how you can track, review, and then accept or reject any
changes made to the shared workbook.
350 Microsoft Excel 2000

Lesson 13-1: Hiding, Displaying,

and Moving Toolbars
Figure 13-1
Selecting a toolbar to
view.
Figure 13-2
Moving a toolbar.

Figure 13-2

Figure 13-1

When you first start Excel, two toolbars—Standard and Formatting —appear by default. As
you work with Excel, you may want to display other toolbars, such the Drawing toolbar or the
Chart toolbar, to help you accomplish your tasks. Soon, your screen is covered with more
buttons than NASA’s mission control room. This lesson explains how to remove all that
clutter by moving Excel’s toolbars to different positions on the screen or by removing them all
together.

1. Select View → Toolbars from the menu.

A list of available toolbars appears, as shown in Figure 13-1. Notice check marks
appear next to the Standard and Formatting toolbars: This indicates the toolbars are
already selected and appear on the Excel screen.
Other Ways to Hide or 2. Select Formatting from the toolbar menu.
Display a Toolbar: The Formatting toolbar disappears. You can hide a toolbar if you don’t need to use any
• Right-click any toolbar of its commands or if you need to make more room available on the screen to view a
and select the toolbar document.
you want to hide or 3. Select View → Toolbars → Formatting from the menu.
display from the
The Formatting toolbar reappears. Another way to add and remove toolbars is
shortcut menu. right-click anywhere on a toolbar or menu.
4. Right-click either the Standard toolbar or the Formatting toolbar.
A shortcut menu appears with the names of available toolbars.

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 Chapter Thirteen: Advanced Topics 351
5. Click Drawing from the Toolbar shortcut menu.
The Drawing toolbar appears along the bottom of the Excel screen (unless someone
has previously moved it). You can view as many toolbars as you want; however, the
more toolbars you display, the less of the document window you will be able to see.

6. Move the pointer to the move handle, , at the far left side of the Drawing
toolbar. Click and drag the toolbar to the middle of the screen, then Move handle
release the mouse button.
The Drawing toolbar is torn from the bottom of the screen and floats in the middle of
the document window. Notice a title bar appears above the Drawing toolbar. You can
move a floating toolbar by clicking its title bar and dragging it to a new position. If you
drag a floating toolbar to the edge of the program window, it becomes a docked toolbar.
7. Click the Drawing toolbar’s title bar and drag the toolbar down until it
docks with to the bottom of the screen.
The Drawing toolbar is reattached to the bottom of the Excel screen.
8. Right-click any of the toolbars and select Drawing from the Toolbar
shortcut menu.
The Drawing toolbar disappears.

! Quick Reference
To View or Hide a Toolbar:
• Select View → Toolbars
from the menu and select
the toolbar you want to
display or hide.
Or…
• Right-click any toolbar or
menu and select the
toolbar you want to
display or hide from the
shortcut menu.
To Move a Toolbar to a
New Location:
• Drag the toolbar by its
move handle (if the
toolbar is docked) or title
bar (if the toolbar is
floating) to the desired
location.

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Lesson 13-2: Customizing Excel’s

Toolbars
Figure 13-3
Select the command you
want to add to the toolbar
from the Customize dialog
box and drag it to the
desired location on the
toolbar.
Figure 13-4
Right-click any toolbar
button to change to
button’s text and/or image.
Figure 13-5
The Customize dialog box.

Figure 13-3 Click and drag the desired

command onto the toolbar

Figure 13-4 Commands are organized by Drag the desired

menu name or by type. Click a command onto a
category to change the list of toolbar
commands in the Commands box
Figure 13-5

The purpose of Excel’s toolbars is to provide buttons for the commands you use most
frequently. If Excel’s built-in toolbars don’t contain enough of your frequently used
commands, you can modify Excel’s toolbars by adding or deleting their buttons. If that
weren’t enough, you can even create your own custom toolbar.
In this lesson, you will learn how to modify Excel’s toolbars.

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 Chapter Thirteen: Advanced Topics 353
1. Select View → Toolbars → Customize from the menu.
The Customize dialog box appears, as shown in Figure 13-3. You can select toolbars
you want to view or create a new custom toolbar in this dialog box.
2. Click the Commands tab.
The Commands tab appears in front of the Customize dialog box, as shown in Figure
13-5. Here you select the buttons and commands you want to appear on your toolbar.
The commands are organized by categories just like Excel’s menus.
3. In the Categories list, scroll to and click the Actions category.
Notice the Commands list is updated to display all the available commands in the
“Actions” category.
4. In the Categories list, scroll to and click the Insert category.
Notice the Commands list is updated to display all the available commands in the
“Insert” category.
5. In the Commands list, scroll to the WordArt button and drag it to the
end of the Standard toolbar, as shown in Figure 13-3.
The WordArt button appears in the Standard toolbar.
It’s easy to change the image or text that appear on any toolbar button. Here’s how:
6. Right-click the WordArt button on the toolbar and select Change ! Quick Reference
Button Image → as shown in Figure 13-4. To Add a Button to a
You’re finished modifying the toolbar! Toolbar:
7. Click Close to close the Customize dialog box. 1. Select View → Toolbars
Notice the icons appears on the new WordArt button on the Standard toolbar. When → Customize from the
you no longer need a toolbar button, you can remove it. Here’s how. menu.
8. Select View → Toolbars → Customize from the menu. Or…
The Customize dialog box appears. To remove a button, simply drag it off the toolbar. Right-click any toolbar
and select Customize
9. Click and drag the WordArt button off the toolbar. from the shortcut menu.
Move on to the next step and close the Customize dialog box. 2. Click the Commands tab.
10. Click Close to close the Customize dialog box. 3. Select the command
Adding your frequently used commands to the toolbar is one of the most effective ways you category from the
can make Microsoft Excel more enjoyable and faster to use. Categories list, and then
find the desired command
in the Commands list
and drag the command
onto the toolbar.
To Change a Button’s Text
or Image:
1. Select View → Toolbars
→ Customize from the
menu.
Or…
Right-click any toolbar
and select Customize
from the shortcut menu.
2. Right-click the button and
modify the text and/or
image using the shortcut
menu options.

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Lesson 13-3: Creating a Custom

AutoFill List
Figure 13-6
The Custom Lists tab of
the Options dialog box.
Figure 13-7
Using a custom AutoFill
list.

Figure 13-6

Figure 13-7

You’re already familiar with Excel’s AutoFill feature. It’s the nifty function that automatically
enters a series of values. If you find yourself typing the same list of words frequently, you can
save yourself a lot of time by creating a custom AutoFill list. Once you have created an
custom AutoFill list all you have to do is type the first entry of the list in a cell and the use
AutoFill to have Excel complete the rest of the list for you.

1. Click cell A1 and type Monday.

For a quick refresher, we’ll use AutoFill to enter the remaining days of the week.
2. Position the pointer over the fill handle of cell A1, until it changes to a ,
then click and hold the mouse and drag the fill handle down to cell A7,
then release the mouse button.
AutoFill completes the series, entering the days of the week in the selected cell range.
3. Close the current workbook (you don’t need to save it) and open the
workbook named Lesson 13A.
Fill handle This workbook contains a list you need to type out regularly—the names of the
employees in your office. To save time, you decide to add the names to an AutoFill list.
To do this you first need to select the information you want to define as an AutoFill
list—in this case the employee’s names.

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 Chapter Thirteen: Advanced Topics 355
4. Select the cell range A4:A13.
Now that the names are selected, you can add them to a custom AutoFill list.

5. Select Tools → Options from the menu and click the Custom Lists tab.
The Custom Lists tab of the Options dialog box appears, as shown in Figure 13-6. Here
you can view or delete the existing AutoFill lists, or add your own. Notice the Import
list from cells textbox contains the cell range you selected, A4:A13.
6. Click Import.
The list of employees is added to the Custom lists box, and its contents are displayed in
the List entries box. Close the Options dialog box.
7. Click OK.
Test out your new AutoFill list.
8. Click the Sheet2 tab type Brian Smith in cell A1 and then click the
Enter button on the Formula bar. Enter button
9. Position the pointer over the fill handle of cell A1, until it changes to a ,
click and hold the mouse and drag the fill handle down to cell A10 then
release the mouse button.
Excel fills the selected range with the list of employees. Now that you know how to
create your own custom AutoFill list, you need to delete it.
10. Select Tools → Options, and then click the Custom Lists tab.
The Custom Lists tab of the Options dialog box reappears.
11. Select the list of employees in the Custom lists box and click Delete.
A dialog box appears, asking you to confirm the deletion of the custom list.
12. Click OK to confirm the deletion, then click OK again to close the dialog
box.

13. Close the workbook without saving any changes. ! Quick Reference
To Create a Custom
AutoFill List:
1. Select the cell range that
contains the information
you want to include in
your custom AutoFill list.
2. Select Tools → Options
from the menu and click
the Custom Lists tab.
3. Click Import and click
OK.
To Use an Custom
AutoFill List:
1. Enter the first name from
the list in a cell.
2. Select the cell you used in
Step 1 and click and drag
the fill handle to complete
the series in the cells you
select.

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Lesson 13-4: Changing Excel’s

Options
Figure 13-8
The Calculation tab of the
Options dialog box.
Figure 13-9
The Edit tab of the
Options dialog box.
Figure 13-10
The General tab of the
Options dialog box.
Figure 13-8 Figure 13-9
Figure 13-11
The View tab of the
Options dialog box.

Figure 13-10 Figure 13-11

Microsoft spent a lot of time and research when it decided what the default settings for Excel
should be. However, you may find that the default settings don’t always fit your own needs.
For example, you might want to change the default folder where Excel saves your workbooks
from C:\My Documents to a drive and folder on the network.
This lesson isn’t so much an exercise as it is a reference on how to customize Excel by
changing its default settings.

1. Select Tools → Options from the menu.

The Options dialog box appears.
2. Refer to Table 13-1: The Options Dialog Box Tabs and click each of the
tabs shown in the table to familiarize yourself with the Options dialog
box. Click OK when you’re finished.

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 Chapter Thirteen: Advanced Topics 357

Table 13-1: The Options Dialog Box Tabs

Tab Description
Calculation Controls how Excel calculates the worksheet—automatically (the default
setting) or manually.
Chart Determines how Excel plots empty cells in a chart, and if chart tips—
names and values—are displayed when you rest the pointer over a data
marker.
Color Allows you to edit any of the original 56 colors on the color palette to
create custom colors.
Custom Lists Allows you to view, add, and delete custom AutoFill lists.
Edit Allows you to change Excel’s editing features, such as whether you can
directly edit a cell, where the cell pointer moves when you press
<Enter>, and if you want to enable drag and drop or AutoComplete.
Error Checking Controls Excel’s new background error-checking features.
General Allows you to change the default location Excel looks for and saves files,
the user name, how many sheets appear in a new workbook, and if the
Properties dialog is displayed when saving a workbook.
International Allows you to specify international options, such as the currency symbol
used in numbers.
Save Controls how often Excel automatically saves a workbook recovery file.
If your computer hangs (stops responding) or you lose power
unexpectedly, Excel opens the AutoRecover file the next time you start
Excel.
Security Allows you to password protect your workbooks. For you could specify
that a user must enter a password to either open or modify a workbook.
! Quick Reference
Transition For users switching to Excel from Lotus 1-2-3. Allows Excel to accept
Lotus 1-2-3 commands, navigation keys, and formulas. To Change Excel’s Default
Options:
View Controls whether the Formula bar, Status bar, comments, row and • Select Tools → Options
column headers, gridlines, and formulas are displayed. from the menu, click the
appropriate tabs, and
make the necessary
changes.

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358 Microsoft Excel 2000

Lesson 13-5: Password Protecting

a Workbook
Figure 13-12
The Security tab of the
Options dialog box.
Figure 13-13
The Password dialog box.

Figure 13-12

Figure 13-13

If a workbook contains sensitive data you don’t want anyone else to see or modify, you can
password protect the workbook, restricting the workbook access to only yourself or those
people that know the password. You can assign passwords so that users must enter a password
to either open and/or modify a workbook. This lesson will show you how to add a password
to a workbook, how to open a password protected workbook, and how to remove a password
if you decide a workbook no longer needs to be password protected.

1. Open the workbook named Lesson 13B and save it as Budget

Proposal.
Here’s how to password protect a workbook.
2. Select Tools → Options from the menu and click the Security tab.
The Options dialog box appears, as shown in Figure 13-12. Here you can assign
passwords to your workbook, requiring users to enter a password to either open or
modify the workbook. Notice there are two text boxes where you can enter a password:
• Password to open: Adding a password here will require that a user enter the
assigned password in order to open the workbook.
• Password to modify: Adding a password here will require that a user enter the
assigned password in order to modify the workbook.

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3. In the Password to open textbox type flower.
Notice the text you type appears as a string of *****’s. This is so someone can’t look
over your shoulder and see you type your password.
When you type a
4. Click OK.
password all the
The Confirm Password dialog box appears. You must reenter your password, flower, characters appear as
once more, just in case you mistyped the first time. *’s to keep others
5. Type flower, then click OK. from seeing your
Now you need to save your workbook. password.
6. Click the Save button on the Standard toolbar.
Excel saves the Budget Proposal workbook.
7. Close the workbook.

8. Select File → 1 Budget Proposal from the recent files list from the
menu.
The Password dialog box appears, as shown in Figure 13-13. You must enter the
correct password, flower, in order to open the workbook. Try entering an incorrect
password to see what happens.
9. Type pencil and then click OK.
The Incorrect Password dialog appears. You cannot open a password protected
workbook without entering the correct password. A dialog box appears informing you
that you have typed an incorrect password.
10. Click OK to close the Incorrect Password dialog box.

11. Select File → 1 Budget Proposal from the recent files list in the menu.
The Password dialog box appears. This time enter the correct password.
12. Type flower and then click OK.
The Budget Proposal opens. Removing password protection from a workbook is just as
easy as adding it.
Removing password protection from a workbook is just as easy as adding it. ! Quick Reference
13. Select Tools → Options from the menu and click the Security tab. To Password Protect a
The options dialog box appears. Workbook:
14. Delete the ****** in the Password to open textbox, and then click OK. 1. Select Tools → Options
from the menu and click
15. Click the Save button on the Standard toolbar. the Security tab.
2. Type a password in either
Excel saves the workbook without any password protection.
the Password to open or
Password to modify text
box and click OK.
To Remove Password
Protection from a
Workbook:
• Repeat the above steps,
only delete the password
from either the Password
to open or Password to
modify text box and click
OK.

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Lesson 13-6: File Properties and

Finding a File
Figure 13-14
The file Properties dialog
box.
Figure 13-15
Search for Excel
workbooks using the
Windows Find command.
Figure 13-16
The Advanced Find dialog
box.
Figure 13-14 Figure 13-15

Type the name of the file you

want to look for
Start the search
Specify the file or folder you
want to look in Clear the dialog
box so you can
look for a new
Include any subfolders in the
file
search

The results of
the search
appear here.
Click a file or
folder to open it
Figure 13-16

We’ll cover two related topics in this lesson. The first topic is File Properties. Information
about the size of a workbook, when it was created, when it was last modified, and who
created it, can all be found with the File → Properties command. The File Properties dialog
box also has custom fields, such as Subject and Category, so you can add your own
information to your workbooks. The second topic covered in this lesson is how to find a file.
It is just as easy to misplace and lose a file in your computer as it is to misplace your car
keys—maybe easier! Luckily, Excel comes with a great Find feature that can track down your
lost files. Find can search for a file, even if you can’t remember the its exact name or location.

1. Verify that the Budget Proposal workbook is open, then select File →
Properties from the menu, and click the General tab.
The General tab of the Properties dialog box appears. The General tab of the Properties
dialog box tracks general information about the file, such as its size, it location, when
the file was created, and when it was last accessed or modified.

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 Chapter Thirteen: Advanced Topics 361
2. Click the Summary tab.
The Summary tab of the Properties dialog box lets you enter your own information to
describe and summarize the file, such as the author, subject, keywords, and category.
You can use the information in the Summary tab to help you search for files.
3. Click the Keywords box, type 1999 Budget Proposal and click OK.
Excel saves the summary information and closes the Properties dialog box.
4. Save your changes and close the workbook.
OK let’s move on to how to find a file. Actually the Find feature is part of Windows
and can be used to find any type of file—not just those created in Microsoft Excel.
5. Click the Windows Start button and select Find → Files or Folders.
The Find dialog box appears, as shown in Figure 13-16.
6. Type Budget in the Named box. Start button
This will search for any file that contains the word “budget,” such as “1999 Budget
Proposal” and “Budget Report.” So, if you only know part of the file name, you can
enter the part of the file name that you know.
7. Navigate to your Practice folder or disk, then click Find Now.
A list of files that match the criteria you entered in the File name text box appear in the
open dialog box.
8. Double-click the Budget Proposal file.
The Budget Proposal workbook opens in Microsoft Excel.

! Quick Reference
To View a Workbook’s
Properties:
• Select File → Properties
from the menu.
To Find a Workbook:
1. Click the Windows Start
button and select Find
→ Files or Folders from
the Start menu.
2. Enter the search
conditions and where to
look on the appropriate
tabs: Name & Location,
Date, and Advanced.)
3. Click Find Now to start
searching for the file(s).

Your Organization’s Name Here

362 Microsoft Excel 2000

Lesson 13-7: Sharing a Workbook

and Tracking Changes
Figure 13-17
The Editing tab of the
Share workbook dialog
box.
Figure 13-18
Excel Revisions made in
the Budget Proposal
shared workbook
Figure 13-17

Figure 13-18

You can share your Excel workbook files with other people, so that you can work on the data
collaboratively. Sharing a workbook has several benefits:
• Several people can use the same shared workbook simultaneously.
• Excel keeps track of any changes made to a shared workbook, when they were made, and
who made them.
• You can review and accept or reject any changes made to a shared workbook.
This lesson explains how you can share a workbook when you need to collaborate on a
project with other people.
Other Ways to Share a
Workbook: 1. Make sure the Budget Proposal workbook is open, select Tools →
• Select Tools → Share Track Changes → Highlight Changes from the menu.
Workbook from the The Highlight Changes dialog box appears, as shown in Figure 13-17.
menu. 2. Check the Track changes while editing check box.
Checking this checkbox does two things: 1. It shares the workbook, so other users can
use it simultaneously, and 2. it tracks any changes made to the workbook.
3. Click OK.
A dialog box appears, informing that Excel must save the workbook in order to share
it.

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 Chapter Thirteen: Advanced Topics 363
4. Click OK.
Excel saves and shares the Budget Proposal workbook. Notice [Shared] appears after
the workbook name in Excel’s title bar, indicating that you working on a shared
workbook.
That’s all there is to sharing a workbook. If you’re on a network, multiple users can
now open and edit the workbook at the same time (normally only one person can open
and edit the same file at a time.) Now that the workbook is shared, you or other users
can track any changes made to the workbook. The remainder of this lesson and the next
lesson will show how you can track changes in a shared workbook. You decide to
break up the insurance payment of $5,800 into payments spanning two quarters instead
of one. Move on to the next step to make the revisions.
5. Select cell B7, type 2900, press <Tab> to move to cell C7, type 2900,
and press <Enter>. Change Indicator
Excel highlights the revisions you made in cell B7 and C7 with tiny blue triangles in
the upper left-hand corners of the modified cells, as shown in Figure 13-18. You can
review your changes later and accept or reject them.
6. Move the cell pointer over the revised cell B7.
A note appears by the cell listing the revisions made to it.
! Quick Reference

7. Click the Save button on the Standard toolbar to save your changes to To Share a Workbook:
the shared workbook. 1. Select Tools → Track
You can also make copies of the workbook that you can distribute to reviewers. When Changes → Highlight
you make a copy of a shared workbook, you can later compare, or merge, the copied Changes from the menu.
workbook to the original to review any changes that have been made to the copy. 2. Check the Track
Here’s how you can create a copy of a shared workbook: changes while editing
8. Select File → Save As from the menu. check box.
The Save As dialog box appears. Save a copy of the shared workbook with a different 3. Make sure you save the
name. workbook where it
accessible to other users
NOTE: When you make copies of a shared workbook, make sure you give the copies (i.e. a shared folder on a
a different name than the original. network drive).
9. Type Revised Budget in the File name text box, and click OK.
To View Changes Made to
The “Budget Proposal” workbook is saved with the new name, “Revised Budget,” and a Cell:
the original workbook, “Budget Proposal,” closes. Now that you’re working with a
• Position the mouse
copy of the original workbook (the Revised Budget file) make some revisions to the
pointer over the marked
workbook. You will get a chance to accept or reject the changes in the next lesson.
changed cell and wait a
10. Click cell B5, type 6000, press <Tab> to move to cell C6, type 6000, and few seconds.
press <Enter>.
To Make a Copy of a
Remember— now you’re working with the copied workbook “Revised Budget” and Shared Workbook:
not the original “Budget Proposal” workbook. Excel highlights your changes in cell
C6. • Create a copy of the
shared workbook by
11. Click cell A10, type Misc Expenses and press <Enter>.
selecting File → Save As
You’re finished making revisions to the Revised Budget workbook, so save your and saving it with a
changes and close the workbook. different name.
12. Save your changes and then close the Revised Budget workbook. You can then distribute
these copies to other
users and later compare
or “merge” them with the
original to review any
changes made to them.

Your Organization’s Name Here

364 Microsoft Excel 2000

Lesson 13-8: Merging and Revising

a Shared Workbook
Figure 13-19
Revisions made in the
Budget Proposal shared
workbook.
Figure 13-20
Selecting changes that
have not yet been review
in the Select Changes to
Accept or Reject dialog
box.
Figure 13-19
Figure 13-21 When: Review changes for the
interval of elapsed time you specify
The Accept or Reject in the When box
Changes dialog box.
Who: Review changes in the
workbook made by the person or
persons selected in the Who box

Where: Review changes only for a

Figure 13-20 specific range of cells box

Figure 13-21

Once a shared workbook has been revised, you can review the changes and decide if you want
to accept the changes and make them part of the workbook or reject the changes. Revising
workbooks using Excel’s revision features can save a lot of time, because you merely have to
accept the changes to incorporate them into your workbook instead of manually typing the
changes yourself.
You can also compare, or merge, copies made of a shared workbook, and review, accept,
and/or reject any changes made.

1. Open the workbook named Budget Proposal.

Budget Proposal is the shared workbook you created in the previous lesson. Display
the revisions you made in the previous lesson.
2. Select Tools → Track changes → Highlight changes from the menu.
The Track Changes dialog box appears.

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 Chapter Thirteen: Advanced Topics 365
3. Verify that the When box is check, then click the When drop-down list,
select All and click OK.
Excel highlights the revisions you made in cells B7 and C7.
Now that you have the original shared workbook open, you can merge it with the
copied workbook, Revised Budget, to review any revisions made to the copy.
4. Select Tools → Compare and Merge Workbooks from the menu.
The Select Files to Merge Into Current Workbook dialog box appears. Here you must ! Quick Reference
select the copy of the shared workbook that you want to compare or merge with the
To Highlight Changes in a
original.
Shared Workbook:
5. Select the Revised Budget workbook and click OK. Click OK if you are
1. Select Tools → Track
prompted to save the shared workbook.
Changes → Highlight
Excel merges the revisions made into the Revised Budget workbook with the original Changes from the menu.
Budget Proposal workbook, as shown in Figure 13-19.
2. Select which changes you
6. Move the cell pointer over the revised cell B7. want to review (usually
A note appears by the cell with the revisions made to it. To review all the revisions Not yet reviewed in the
made to a shared workbook and either accept or reject them, select Tools → Track When combo box) and
Changes → Accept or Reject Changes from the menu. click OK.
7. Select Tools → Track Changes → Accept or Reject Changes from the To View Changes Made to
menu. a Cell:
The Accept or Reject Changes dialog box appears, as shown in Figure 13-20. • Position the mouse
8. Make sure the When check box is selected and that Not yet reviewed pointer over the marked
appears in the When list box, then click OK. changed cell and wait a
few seconds.
The Accept or Reject Changes dialog box appears with the first of five changes made
to the workbook—changed cell B7 from $5,800.00 to $2,900.00. Accept this change. To Accept and/or Reject
9. Click Accept to accept the first change, and Accept again to accept the Revisions:
second change in the workbook—changed cell C7 from $5,800.00 to 1. Select Tools → Track
$2,900.00. Changes → Accept or
After accepting the first two changes made to the workbook, the third change Reject Changes from the
appears—changed cell B5 from $5,000 to $6,000. You decide to reject this change. menu.
10. Click Reject to reject the third change, and Reject again to reject the 2. Select which changes you
fourth change in the workbook—changed cell C5 from $5,000.00 to want to review (usually
Not yet reviewed in the
$6,000.00.
When combo box) and
You decide to accept the fifth change made to the shared workbook—changed cell A10 click OK.
from “Other Expenses” to Misc. Expenses”.
3. Click either the Accept
11. Click Accept to accept the fifth change made to the shared workbook. Change button or the
The Accept or Reject Changes dialog box closes, and the revisions you accepted are Reject Change button.
made to the workbook.
To Merge Shared
12. Save the Budget Proposal workbook and exit Microsoft Excel. Workbooks:
1. Select Tools → Merge
Workbooks from the
menu, and select the file
you which to merge with
the open workbook.
2. See the instruction on
how to accept and/or
reject revisions.

Your Organization’s Name Here

366 Microsoft Excel 2000

Lesson 13-9: Using Detect and

Repair
Figure 13-22
Selecting Detect and
Repair from the Help
menu.
Figure 13-23
The Detect and Repair
dialog box.
Figure 13-24
Detect and Repair finds
and repairs any errors it
finds in the Microsoft
Office XP applications. Figure 13-22

Figure 13-23 Figure 13-24

It’s a sad fact of life. The more complicated programs get the more that can go wrong with
them. Programs sometimes become corrupted and have to be reinstalled in order to make
them work right again. Fortunately for you and your network administrator Microsoft has
made this process relatively painless with Office XP’s new Detect and Repair feature. Detect
and Repair searches for corrupted files and incorrect settings in any Microsoft Office XP
applications and then finds and reinstalls the appropriate files.
Should your installation of Microsoft Excel become corrupted or buggy this lesson explains
how you can use Detect and Repair to fix the problem.

1. Make sure the Office XP CD is inserted in your computer’s CD-ROM drive

or is available through the network.
If you are connected to a large corporate network hopefully your friendly network
administrator will have made the Office XP files available to everyone on the network
so that you can use the Office XP detect and repair feature. The only way you can find
out if the Office XP installation files are available is to run Detect and Repair.
2. Select Help → Detect and Repair from the menu.
The Detect and Repair dialog box appears as shown in Figure 13-23. Here we go…

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 Chapter Thirteen: Advanced Topics 367
3. Click Start.
If Detect and Repair finds the Office XP installation files it begins looking for and
repairing any problems it finds with any Office XP programs. This might be a good
time for you to take a coffee break as Detect and Repair takes a long time to fix
everything.
Detect and Repair doesn’t only fix problems with Microsoft Word but with all your Microsoft
Office XP applications, such as Microsoft Excel and Microsoft PowerPoint.

! Quick Reference
To Use Detect and Repair:
• Select Help → Detect
and Repair from the
menu.
368 Microsoft Excel

Chapter Thirteen Review

Lesson Summary
Hiding, Displaying, and Moving Toolbars
• To View or Hide a Toolbar: Select View → Toolbars from the menu and select the toolbar you
want to display or hide or right-click any toolbar or menu and select the toolbar you want to display
or hide from the shortcut menu.
• To Move a Toolbar to a New Location: Drag the toolbar by its move handle (if the toolbar is
docked) or title bar (if the toolbar is floating) to the desired location.

Customizing Excel’s Toolbars

• To Add a Button to a Toolbar: Select View → Toolbars → Customize from the menu and click
the Commands tab. Select the command category from the Categories list, then find the desired
command in the Commands list and drag the command to the toolbar.
• To Remove a Button from a Toolbar: Select View → Toolbars → Customize from the menu
and drag the button off the toolbar.

Creating a Custom AutoFill List

• To Create a Custom AutoFill List: Select the cell range that contains the information you want to
include in your custom AutoFill list, select Tools → Options from the menu, click the Custom
Lists tab and click Import.
• To Use an Custom AutoFill List: Enter the first name from the list in a cell, select that cell, and
then click and drag the fill handle to complete the series in the cells you select.

Changing Excel’s Options

• You can change Excel’s default options by selecting Tools → Options from the menu.

Password Protecting a Workbook

• To Password Protect a Workbook: Select Tools → Options from the menu and click the
Security tab. Type a password in either the Password to open or Password to modify text box
and click OK.
• To Remove Password Protection from a Workbook: Repeat the above steps, only delete the
password from either the Password to open or Password to modify text box and click OK.

File Properties and Finding a File

• You can view a file’s properties (when it was created, by whom, etc.) by selecting File →
Properties from the menu.
 Chapter Thirteen: Advanced Topics 369
• To Find a Workbook: Click the Start button and select Find → Files or Folders from the Start
menu. Enter the search conditions and where to look on the appropriate tabs: Name & Location,
Date, and Advanced.) Click Find Now to start searching for the file(s).

Sharing a Workbook and Tracking Changes

• Sharing a workbook allows several users to open and work on it at the same time. It allows you to
track, review, and accept or reject any changes made to the workbook.
• To Share a Workbook: Select Tools → Track Changes → Highlight Changes from the menu
and click, the Track changes while editing check box.
• If the track changes option is selected, modified cells are highlighted. To view the changes made to
a cell position the mouse pointer over cell and wait several seconds.
• You can save copies of a shared workbook by saving the shared workbook with a different name
using File → Save As. You can then distribute these copies to other users and later compare or
“merge” them with the original to review any changes made to them.

Merging a Revising a Shared Workbook

• To Highlight Changes in a Shared Workbook: Select Tools → Track changes → Highlight
changes from the menu, select which changes you want to review (usually Not yet reviewed in
the When combo box) and click OK.
• To Accept and/or Reject Revisions: Select Tools → Track Changes → Accept or Reject
Changes from the menu, select which changes you want to review (usually Not yet reviewed in
the When combo box) and click OK. Click either the Accept Change button or the Reject
Change button.
• To Merge Shared Workbooks: Select Tools → Merge Workbooks from the menu and select the
file you which to merge with the open workbook.

Using Detect and Repair

• To Use Detect and Repair: Select Help → Detect and Repair from the menu.

Quiz
1. Which of the following statements is NOT true?
A. You can change the position of a toolbar by dragging it by its move handle (if it’s
docked) or title bar (if it’s floating).
B. You can display a toolbar by selecting View → Toolbars and selecting the toolbar
you want to display from the list.
C. You can display a toolbar by clicking the Toolbar button on the Standard toolbar and
selecting the toolbar you wan to display from the list.
D. Toolbars attach or “dock” to the sides of the program window.
370 Microsoft Excel

2. Which of the following statements is NOT true?

A. You can customize a toolbar by right-clicking any toolbar or menu and selecting
Customize from the shortcut menu.
B. You can customize a toolbar by selecting View → Toolbars → Customize from the
menu.
C. Once the Customize dialog box is open you can add buttons to a toolbar by
double-clicking on the toolbar where you want to insert the button.
D. The Customize dialog box is open you can add buttons to a toolbar by dragging them
from the Commands list onto the toolbar.

3. You can modify Excel’s built-in toolbars, and you can create your own
toolbars. (True or False?)

4. To password protect a worksheet, select Tools → Protection and enter the

password. (True or False?)

5. Which of the following statements is NOT true?

A. You can find a workbook by clicking the Windows Start button, selecting Find →
Files and folders, entering any part of the workbook’s name in the File name box in
the Open dialog box and clicking Find Now.
B. Selecting File → Properties from the menu displays statistics on a file, such as its
size and when it was last saved.
C. Selecting File → Options from the menu opens the Options dialog box, which
contains the default settings for Excel.
D. You can create your own custom AutoFill lists.

6. Which of the following is NOT an advantage of working with a shared

workbook?
A. Several users can open and work on the workbook simultaneously.
B. Excel can create a report summarizing all the changes made to the workbook.
C. You can track, review, accept and/or reject any changes made to the workbook.
D. You can create a copy of the workbook, distribute it to other users, and then later
compare, or merge, the copy with the original to review any changes.

7. How can you track changes made by other users to a workbook?

A. Select File → Save As from the menu and select Multi-User workbook from the
Save as type list.
B. Select Tools → Track Changes → Highlight Changes from the menu.
C. Have other users place a Post-It Note on their monitors by the cells they change.
D. There’s no way of doing this in Microsoft Excel.

Homework
1. Create a new blank workbook.
2. Select Tools → Customize from the menu and click New to create a new toolbar.
Name the toolbar “My Commands.”
3. Click the Commands tab, browse through the various Categories and Commands and
drag the commands you think you will use frequently onto the new My Commands
toolbar.
 Chapter Thirteen: Advanced Topics 371
4. Delete the My Commands toolbar when you’re finished (click the Toolbars tab,
select the My Commands toolbar and click Delete).
5. Type some text and numbers into the blank workbook, save it as “Confidential”.
Password protect the workbook so that users must enter the password “leaf” to open
the workbook.
6. Select Tools → Track Changes → Highlight Changes from the menu.
7. Modify the text and numbers you entered in the workbook—notice how Excel tracks
the changes you make.
8. Review the changes you made by selecting Tools → Track Changes → Accept or
Reject Changes.

Quiz Answers
1. C. There isn’t a toolbar button in Excel.
2. C. Once the Customize dialog box is open you can add buttons to a toolbar by
dragging commands from the commands list to the desired location on the toolbar—
not by double-clicking.
3. True. You can modify Excel’s existing toolbars and you can create your own custom
toolbars.
4. False. Select File → Save As from the menu and click the Options button to
password protect a workbook.
5. C. Select Tools → Options from the menu to open the Options dialog box.
6. B. Although you can track any changes made to a shared workbook there isn’t any
way of creating a report that summarizes the changes.
7. B. Select Tools → Track Changes → Highlight Changes from the menu to track
changes made to a workbook.
 Index 373

Index
criteria, examples of ..............................76
A Ctrl key..................................................24
Access cut
exiting ................................................55 text.....................................................44
Access 97, converting from ...................93
advanced filter .....................................108 D
AND criteria ..........................................80 data entry
ascending sort order.............................102 in tables .............................................30
data types....................................... 72, 132
B database objects
blank managing ...........................................88
databases............................................68 printing ..............................................40
tables..................................................74 Database Wizard....................................66
blank databases......................................68 databases
closing ...............................................55
converting..........................................93
C
creating from scratch .........................68
Caption property ..................................135
creating with the Database Wizard ....66
check spelling ........................................48
guidelines for creating .......................64
close button............................................55
introduction to ...................................10
Column Width dialog box.................... 110
objects, description of........................ 11
columnar
opening ..............................................26
forms..................................................83
planning .............................................64
columns
Datasheet
adjusting width of ............................ 110
forms..................................................83
freezing ............................................ 114
Default property .................................. 144
hiding............................................... 115
deleting
compact, database..................................92
fields in a table ................................ 130
converting, Access 97 databases............93
records ......................................... 32, 34
copy
descending sort order........................... 102
text .....................................................44
Description property............................ 134
creating
Design View
blank databases ..................................68
for tables ............................................72
database with the Database Wizard ...66
queries, creating in ............................76
creating
dialog boxes...........................................22
forms using the Form Wizard ............82
drives
queries ...............................................76
displaying properties of .....................89
tables..................................................70
properties, displaying ........................89
tables from scratch.............................74
criteria..................................................106
374 Index

E fonts in Datasheets...........................116
editing number fields ...........................138, 140
records in a table ............................... 32 text fields .........................................142
exit, Axcel program .............................. 55 forms
creating using the Form Wizard.........82
F data entry in .......................................34
description of .....................................34
F1 key ................................................... 50
descripton of ......................................11
field
freezing, columns.................................114
Caption property ............................. 135
Description property ....................... 134
properties, description of ................ 124 G
Field Size property.............................. 136 gridlines, formatting ............................113
fields guidelines
adding to a table.................72, 130, 132 for creating a database .......................64
AutoNumber ..................................... 73
currency ............................................ 73 H
data types ...................................72, 132 height, row ...........................................110
date/time............................................ 73 help
Default property.............................. 144 Contents tab .......................................50
deleting from a table ....................... 130 hiding, columns....................................115
Field Size property.......................... 136
Format property ...............138, 140, 142 I
hyperlink ........................................... 73 indexing fields .....................................126
indexing .......................................... 126 Input Mask property ............................148
Input Mask property........................ 148 inserting
lookup lists...................................... 150 fields in a table.................................130
memo ................................................ 73
number .............................................. 73
J
OLE object........................................ 73
justified
Required property ....................145, 146
forms..................................................83
text .................................................... 73
Validation Rule property ................. 146
value lists ........................................ 152 K
Yes/No............................................... 73 keyboard ................................................24
file management.................................... 90 keystroke shortcuts ................................24
files Keystroke shortcuts
deleting ............................................. 90 common shortcuts..............................25
renaming ........................................... 90
filter L
advanced ......................................... 108 labels, mailing........................................86
AND/OR criteria............................. 106 lookup lists
by form............................................ 106 creating ............................................150
by selection ..................................... 104 modifying.........................................154
criteria, using .................................. 106
excluding selection ......................... 104 M
remove ............................................ 104 macros
fonts description of .....................................11
formatting in Datasheets ..................116 magnify
Form Wizard ......................................... 82 in Print Preview .................................40
format codes........................................ 140 magnifying
Format property ...................138, 140, 142 cells and field entries .........................54
formatting mailing labels.........................................86
currency fields..........................138, 140 managing
date/time fields.........................138, 140 datasbase objects................................88
 Index 375

menus property
description of .....................................17 Caption ............................................ 135
shortcut menus........ See shortcut menus Default............................................. 144
modules Description ...................................... 134
description of ..................................... 11 Field Size......................................... 136
mouse Input Mask....................................... 148
right mouse button .............................89 Required .................................. 145, 146
right-clicking .....................................89 Validation Rule ................................ 146
moving
columns............................................ 112 Q
queries
N displaying in Design View.................36
navigation buttons .................................34 modifying ..........................................36
new queries
database from scratch ........................68 AND/OR criteria ...............................80
database, using the Database Wizard.66 creating ..............................................76
table from scratch ..............................74 creating in Design View ....................76
table using the Table Wizard..............70 criteria................................................76
description of............................... 11, 36
O modifying ..........................................78
Office Assistant .....................................50 sorting with........................................79
open
database .............................................26 R
reports ................................................38 rearranging
tables..................................................30 columns ........................................... 112
opening record navigation buttons ......................30
forms..................................................34 records
queries ...............................................36 adding .......................................... 30, 32
OR criteria .............................................80 deleting ........................................ 32, 34
editing................................................32
P navigating .................................... 30, 34
paste sorting.............................................. 102
text .....................................................44 reordering
planning fields in a table ................................ 130
databases............................................64 repair, database ......................................92
preview reporst
database objects .................................40 description ................................... 11, 27
reports ................................................38 Report Wizard .......................................84
primary key reports
setting ..............................................128 creating using the Report Wizard ......84
print description of.....................................38
advanced options ...............................40 opening ..............................................38
database objects .................................40 printing ..............................................38
reports ................................................38 Required property........................ 145, 146
Print button ............................................41 right mouse button.................................89
printing right-click ..............................................24
number of copies ...............................41 right-clicking .........................................89
page range..........................................41 rows
properties ...........................................41 adjusting height of ........................... 110
selecting printers................................41
properties S
description of ...................................124 screen, Microsoft Access.......................16
Format..............................138, 140, 142 select
376 Index

text .................................................... 42
select
records............................................... 42
Selecting
entire worksheet...............................110
shortcut menus .................................24, 89
sorting
queries, using .................................... 79
using queries ..................................... 79
using the Sort command.................. 102
spell check ............................................ 48
status bar
description of .................................... 17

T
Table Wizard ......................................... 70
tables
creating ............................................. 70
creating from scratch............72, 74, 132
description of ...............................11, 30
Design View...................................... 72
edit information in ............................ 32
modifying in Design View ................ 72
tabular
forms ................................................. 83
text fields
Format property .............................. 142
title bar
description of .................................... 17
toolbars
description of .................................... 17
Toolbars
adding and removing......................... 21
moving .............................................. 21

U
undo ...................................................... 46

V
Validation Rule property ..................... 146
value lists
creating ........................................... 152
modifying........................................ 154

W
width, column ......................................110
windows, working with......................... 28

Z
Zoom dialog box................................... 54
Index 377