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Microsoft Excel 2002
Tutorial 7 – Working With Excel’s Editing
and Web Tools
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Excel 2002 Tutorial 7
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Check the spelling in a workbook
• Excel provides Spell Checking features that help
you easily correct spelling errors.
• You can check one worksheet or you can group
worksheets to check them at one time.
• When you click the Spelling button on the
Standard toolbar, the Spell Checking process will
begin.
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Use the Spell Checker feature
• When you run the Spell Checker feature:
– Any misspelled word will invoke the Spelling Dialog Box
– In the top portion of the Spelling Dialog Box, you will see the
misspelled word
– In the lower portion of the dialog box, you will see suggested
substitutions for the misspelled word
– If you want to select one of the suggestions, highlight that word
and then click the Change button
– If the misspelled word is not misspelled but the Spelling dictionary
does not recognize it as a correct word, you might consider adding
that word to the dictionary
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The Spelling dialog box
The figure below shows the Spelling Dialog Box illustrating the misspelling of
the word contingencies. Notice there are several options on the right side of the
dialog box from which you can choose to respond to the misspelled word.
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Audit formulas
• In a worksheet, it is very important that formulas
are accurate.
• If they are not, you will be presenting inaccurate
results.
• Excel provides several tools for analyzing the
formulas in your worksheets, including the audit
feature, which allows you to check the accuracy of
your formulas.
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Use the Formula Auditing toolbar
• When you invoke the Formula Auditing toolbar, you can
choose from several options provided for auditing
formulas.
• Cells that are used in a formula are called Precedent Cells.
• You can use the Trace Precedents button on the Formula
Auditing toolbar to provide information about the cells
used in a formula.
• The Trace Precedents buttons will display an arrow
indicating the cells involved in the formula.
• Often, this arrow will make it clear that the formula is
either accurate or that it needs to be changed.
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The Formula Auditing toolbar
The Formula Auditing toolbar contains several commands that
can be used to audit formulas used in Excel worksheets.
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Trace Precedents example
This figure shows a spreadsheet with precedent tracer arrows.
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Dependent Cell trace
This figure show a
dependent cell trace.
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Trace and fix formula errors
• Worksheets often have large amounts of data in
them and numerous formulas; it’s quite possible to
inadvertently make an error in worksheet
formulas.
• Excel provides tools that will allow you to view
formulas and to identify possible errors.
• You can use the Trace Error option on the Formula
Auditing toolbar to produce an arrow that shows
the possible source of the error.
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Use Trace Error and Show Formula
features
• If you view the formula in questions by following the tracer
error, you can often identify the problem.
• You can then edit the formula and observe whether the error
has been eliminated.
• You can also search the workbook for potential errors by
clicking the Error Checking button on the Formula Auditing
Toolbar.
• An additional option is to display all the formulas in a
worksheet.
– Seeing the formulas in the worksheet will often make it clear
where errors have been made
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Excel error values
This table displays the error codes that Excel will place in a cell with a
formula error, and a description of what likely caused the error.
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Illustration of a #VALUE error
The figure below illustrates a trace of a #VALUE error. Notice that
the figure shows an error has been made in the SUM formula.
If you see a formula displayed
in the cell like this, it is usually
because the equal sign has been
left out of the formula.
Note: All formulas
must be preceded by
an equal sign.
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View error information
Excel makes it easy to find information about an error code displayed in a cell.
When you see an error code in
a cell, click the cell and an
alert box will appear. Click the
alert box, and a shortcut menu
pops up. Click Help on this
error and this Help box will
appear. This Help box
concerns the #REF error, and
it explains what causes it and
how to fix it.
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Show worksheet formulas
You can have Excel display
all formulas in all cells by
clicking the Tools menu,
point to Formula auditing,
and then clicking Formula
Auditing Mode. This figure
shows a worksheet in this
mode, and you can see the
formulas in all cells that
contain a formula.
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Insert and edit cell comments
• A comment is a text box that is attached to a specific cell
and only displays when that cell is clicked.
• You can add comments to the worksheet or to a single cell.
• To add a comment, right-click the cell where you want the
comment and then press the Insert Comment button on the
shortcut menu.
• As the worksheet is passed around amongst the members
of a group, each person can add comments containing
suggestions for change.
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A worksheet with a
comment displayed
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This figure shows a comment that has been added to this worksheet.
Notice that the comment appears in a
text box and that there is a small red
triangle at the location where the
comment was placed in the worksheet.
You can also hide comments so that they are not distracting as the worksheet
is viewed. By doing so, the comments would only be displayed when the
mouse hovers over the cell where the comment was placed.
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Track, highlight, and review
changes to the workbook
• Often, there will be multiple people working on a
worksheet.
• If this is the case, the workbook must be made shareable
by clicking the Share Workbook option on the Tools menu.
• Once a workbook becomes a shared workbook, it is
important that changes made by the individual user do not
conflict with changes made by other individuals.
• When multiple user are working on a workbook, they
should provide comments indicating the changes they have
made.
• The reviewing toolbar will allow you to track comments
that have been inserted.
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Sharing workbooks can
introduce document errors
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This figure illustrates how a
conflict can be created when
multiple users attempt to
make changes to a shared
workbook. It is very
important that conflicts are
resolved appropriately.
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Resolving a conflict in
a shared workbook
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This figure illustrates the
resolution of the conflict
that was shown in the
previous slide.
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Use the Track Changes feature
• You can track changes that have been made by
selecting Track Changes on the Tools menu.
• You can choose to highlight changes that have
been made or you can choose to list all the
changes on a separate worksheet.
• Finally, you can choose to either accept or reject
the changes that have been made by individual
users.
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The Highlight Changes dialog box.
To highlight the changes in a shared workbook, click the Tools menu, point to
Track Changes, and click Highlight Changes to open the dialog box below. Set
the options you want to use and click the OK button to apply those options.
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View changes in the workbook
Comments can be viewed
by placing the pointer
over the comment area
for a few seconds until
the comment box
appears.
In this figure, several cells
are shown with a colored
border, indicating they
have been changed.
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Accept or Reject Changes dialog box
This figure shows
the dialog box used
to accept or reject
changes that have
been made to a
shared workbook,
or any workbook.
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Mail and merge workbooks
• On the File menu, you have an option to Send To a recipient(s), which
would e-mail the file to reviewers.
• When you are working with multiple users of workbook(s), you may
find that you have two versions of a workbook.
• One workbook could be the one you have already edited yourself and
another is the same workbook but it has been edited by one of the
users.
– You may need to merge those two workbooks to reflect all the changes
that have been made
– To do this, click the Compare and Merge Workbooks option on the Tools
menu
– You can then Accept and Reject the changes
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Send To options for
e-mailing a worksheet
The figure below shows the Send To options available for mailing a worksheet to
someone. Notice that you have several options to choose from.
You can send the workbook to just
one user or to several users.
You can also post the workbook
to a Microsoft Exchange folder,
allowing network users to access
the workbook.
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Save the workbook as a Web page
• You can easily turn a workbook into a Web page.
– You can choose whether the page will be static or interactive
– A static Web page means that the data cannot be modified
– An interactive Web page means that the data can be modified within the
Web page
• When you create a Web page, Excel creates an HTML
version of the workbook that can be viewed in a Web
browser.
• You can save the entire workbook as a Web page or you can
save just one worksheet.
• All of these choices can be made by clicking the Save as Web
Page option on the file menu.
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Interactive versus non-interactiveXP
Web page
In the figure below, you see two Web pages. The page on the left is a non-interactive
Web page, which a user can view but cannot change. The page on the right is an
interactive Web page, which the user can use to alter the data and/or format of the
worksheet.
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The Save As dialog box
This figure shows a
workbook being saved as a
Web page. Note the Save
as type: box specifies Web
page format. Also note the
checkbox that determines
if the page will be
interactive or not.
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Create and edit hyperlinks
• Hyperlinks are clickable text that cause another page
to be opened in the Web browser.
• You can easily add a hyperlink to a Web page by
clicking the Hyperlink option on the Insert menu.
• You can also set up Excel's Web options so that
various browsers are supported by the Web pages you
create.
• If you have users who use different browsers, it is a
good idea for you to consider setting this option so
that it supports whatever browsers you viewers will
use.
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The Insert Hyperlink dialog box
To insert a hyperlink, select the text or cells to be used for the hyperlink, click the
Insert menu, then click Hyperlink to open this dialog box.
Use the Look in: box to
locate the drive and
folder containing the
target of the hyperlink.
You can change the text
that displays for the
link if you so desire at
the top of the text box.
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A worksheet with a hyperlink
In the figure below, you see a worksheet that contains a hyperlink to an HTML
document, which will display Meeting Details. If the user of this worksheet clicks this
link, the Meeting.html file will open in the Web browser. The hyperlink must point to
an existing Web page or other Excel objects such as a workbook, worksheet, or range.
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