Lesson 8: Working with Large Worksheets
Sorting by a Single Column
 Sort Buttons

Sort by one column only
Ascending
Descending
If a sorting problem occurs, close without saving
and revert to presorted data.
2
Sorting Selected Rows
 Select rows to sort if


No blank row separates the list from a total row
List contains should not be sorted
 Select entire other rows that rows, not
individual cells
 Sort is based on column A
3
Sorting by Multiple Columns
 DataSort & FilterSort
Sort by any number
of columns
Sort each column in ascending
or descending order
Any same last names are
then sorted by first name
4
Freezing Rows and Columns
Leaves column A visible
when scrolling right
Leaves row 1
visible when
scrolling down
Use Freeze Panes to lock the headings in worksheets
containing more rows or columns than can fit on one screen.
5
Splitting the Worksheet Window
 View different sections (window panes) of
a worksheet at the same time
Separate
scroll bars
for vertical
panes
Separate scroll bars for
horizontal panes
6
Lesson 9: Protecting Workbooks
Protecting Workbooks and
Worksheets
 Three levels:



8
Workbook level
Worksheet level
Cell level
Protecting Workbooks
 Protect against:




9
Moving a worksheet
Adding/deleting worksheets
Renaming a worksheet
Changing the window size and position
Protecting Worksheets
Choose exactly
what users may
change in each
worksheet
Assign a password to prevent users from turning off protection.
10
Unlocking Cells before Protecting
a Worksheet
 All cells are locked by default
 To allow editing in selected cells:


11
Remove checkmark to unlock them
Protect the worksheet
Protecting Workbooks with Digital
Signatures
 Authenticates that the workbook:



Originated from you
Came from a reliable source
Has not been altered since it was saved
 Methods


Self-signature – limited security
Via digital certificate – recommended
Your network security administrator can
give you a digital certificate.
12
Creating a Self-Signature
 Digital ID is valid only on your computer
 Not necessary if a digital signature is
installed
13
Creating a Digital Signature
 Signing Methods


Invisible
Signature line in worksheet
Sign using an existing digital ID or certificate
14
Checking Signature Details
 Workbook status bar display button
 Signatures task pane
 Menu
15
Lesson 10: Managing Multiple-Sheet
Workbooks
Using Multiple Worksheets
 Summarize data into a summary sheet
 Create linking formulas between sheets
17
Modifying the Default Number of
Slides
 Excel default is three sheets
 Change affects only new workbooks
18
Linking Cells: Why Link?
 Reflect management needs


Top-level managers want to see the big picture
Department-level managers are interested in details
 Automatic updating

Results in linked cells update when detail cells change
 Data entered only once
19
Creating Linking Formulas
 Create the linking formula in the Summary
worksheet
Begin with
equals sign
=Postage!B16
Source cell reference
Sheet name of source cell
followed by exclamation point
Use Point Mode to create a linking formula.
20
Copy and Move Worksheets
 Create an exact duplicate of the original
worksheet
Check to copy;
leave blank to
move
21
Copy Formats between
Worksheets
 Copy formats consistently between
worksheets
Select All
button
22
Format Painter
Naming Cells and Ranges
 Enter a name in the Name box for any cell


or cell range
Use in formulas in place of cell references
Available throughout a workbook
Name box –
PostageTotal is the
defined name of cell B16
23
Naming Rules




Must begin with a letter
Cannot resemble a cell reference (A3)
No spaces, hyphens, or symbols
Underscores, periods, capital letters OK



24
Instructional_Materials
Instructional.Materials
InstructionalMaterials
Creating Names from Row or
Column Titles
Select titles and values
(columns A and B)
FormulasDefined Names
Create from Selection
Specify which cells
to use for names
Defined names
25
Using Names to Navigate
Choose a name from the list
Highlight displays
defined range chosen
26
Using Names in Formulas
 =SUM(Salaries)
 =Sales – Expenses
 =TotalPostage

27
Linking formula
Modifying and Deleting Defined
Names
 Name Manager
Delete the selected name . . .
. . . or change its cell reference
with the Collapse button
28
Types of Hyperlinks
 Internal

To cells in a workbook
 External



29
To another workbook or non-Excel file
To a web page
To an email address in Outlook
Creating Hyperlinks
Create a ScreenTip to
display in the worksheet
Location
type
Cell reference
and worksheet
Inserted hyperlink
30
Printing Multiple-Sheet Workbooks
 Select multiple worksheets


(Shift) – Select adjacent sheets
(Ctrl) – Select nonadjacent sheets
 Apply page setup options to multiple


31
worksheets
Print selected sheets
Print all sheets in workbook
Lesson 11: Creating Tables and Outlines
Why Use a Table?
 Automatic table expansion when rows or




33
columns are added
Calculated columns copy a formula
automatically
Table style library
Filtering automatically available
Function drop-down list for cells in total
row
Table Parts
Column (field)
holds one
category of data
Row (record)
holds data for
one person,
event, or
transaction
Labels outside the table
Optional total row
34
Filter button
Calculated
column
Converting a Range of Cells to a
Table
Select the worksheet range
Choose a table style
(may be changed later)
Accept defaults
Rename the table to a descriptive name for
use in formulas.
Result of table conversion
35
Formatting a Table
First Column and
Last Column:
Highlight all entries in
the column
Banded Rows:
Apply a fill to alternating rows
to enhance readability
Total Row:
Displays total in last
column if contains numbers
36
Summary Formulas in the Total
Row
 A summary function may be chosen from
a list for any number column
Result of
choosing
AVERAGE
37
Result of
choosing
COUNT
Result of
choosing
SUM
Selecting Table Rows and
Columns
Click inside the first cell of a table row to select the row
Click the top of the table
column heading to select
the table column
38
Creating Calculated Columns in a
Table
 Select any cell in the table column
 Create a formula as usual with Point Mode

=H5+I5
 Excel converts cell references to
structured reference in the formula
The formula is applied automatically
to all cells in the calculated column
39
Sorting a Table Column
Drop down the
column heading list
Up arrow indicates the list is sorted
from A to Z or lowest to highest
In this example of sorting by color,
some text in the table is red
40
Filtering a Table Column
Drop down the
column heading list
Filter by color or
for text, such as
Begins with or
Does not contain
Limit the display
to one or more
selected entries
41
Indicates that not all
records currently display
All records except those with IL
are hidden temporarily
Custom Filters
Filter will display only records
with a Review Date between
April 15 and June 15
Choose Clear Filter from “[column name]” in the
column heading list to remove any type of filter.
42
Working with Outlines and
Grouping
 How outlines work

Group data by rows and columns
Outline levels are displayed
on the top and left
Expand and collapse
grouped data
43
Working with Outlines and
Grouping
 Auto outline

44
For smooth Auto Outline,
arrange detail data to right
or left of summary formulas
 Create groups
manually

Select detail data and
group, even if Auto Outline
has been performed
Displaying Subtotals in an Outline
 First sort the list by the column on which
subtotals will be based
45
Lesson 12: Creating PivotTables and Macros
Working with PivotTables:
Example 1
Raw data in worksheet
Summarized by products sold
by each city in a PivotTable
Product totals
City totals
47
Working with PivotTables:
Example 2
City totals
Summarized by city then by
product
48
How PivotTables Work
49
Manipulating Fields on a
PivotTable
Three fields are
selected
Region field dragged to
Column Labels area
Pivoting is the process of
dragging a field from a row
to a column, or vice versa.
50
Changing Field Data on a
PivotTable
 Add or remove fields
 Suppress display of an
item within columns
 Filter for specific items
within rows
51
Filtering a PivotTable Report
Choose (All) from the drop-down list
to display all items in the field.
52
Editing PivotTable Calculations
 Change the function
 Create a calculated field
(custom formula)
PivotTables do not
automatically update after
the source data is changed.
 Update the active
PivotTable or all
PivotTables in
workbook
53
Working with PivotCharts
 Create from a PivotTable or worksheet


data
Add or move fields in PivotTable Field List
task pane as usual
Filter fields as usual
Format a PivotChart just as
you would a regular chart.
54
Setting the Macro Security Level
 Choose OfficeExcel Options
 Disabling with notification displays
message when workbook is opened
55
Macros
 Set of instructions that can be played

56
back at any time
Useful for automating routine tasks
Recording a Macro
 Works like a video recorder




Turn on recorder
Name the macro
Perform sequence of keystrokes and mouse clicks
Stop recording
Where macro is stored
57
All keystrokes and mouse clicks are recorded,
including mistakes and corrections. A macro may be
re-recorded, if necessary.
Using a Personal Macro Workbook
 Make macros available in all workbooks
on your computer system
Macros can be used
with any workbook
The Personal Macro Workbook is a hidden workbook.
58
Assigning Macros
 Macros may be run using:



59
Run command in the Macro dialog box
Shortcut keys
Custom buttons
Using Shortcut Keys
 Run a macro with a few keystrokes
Assigning a shortcut key
to run a macro from
within a worksheet
A shortcut key must use either (Ctrl) or
(Ctrl)+(Shift) plus a letter.
60
Using Custom Buttons in
Worksheets
 Insert a shape
 Assign a macro
 Click the button to run the macro
61
Saving a Workbook as Macro
Enabled
 Use Save As
 Change the Save As Type
 Filename is saved with the extension
.xlsm
62
Lesson 13: Using Financial Functions and Data
Analysis
Using Financial Functions
 Perform financial calculations
 Type the function or use the Insert
Function dialog box
Get help
choosing the right
category/function
Many categories
to choose from
Many functions
to choose from
64
Introducing the PMT (Payment)
Function
 Calculate a periodic payment amount
Annual rate
divided by 12
# of payments
(divide by 12 if years)
Loan amount
(negative number)
Monthly payment
that results
65
Introducing the FV (Future Value)
Function
 Calculate the future value of an annuity
Annual rate
divided by 12
# of monthly
deposits
Deposit amount
(negative number)
Type the function in the Formula Bar
or use the Function Wizard
66
Introducing Data Analysis Tools:
Using Goal Seek
 Let Excel adjust your variable to achieve a
desired outcome
Specify desired
outcome
Use Goal Seek
on any cell with a
formula
Choose a cell as a
variable for adjustment
67
Using Solver
 Let Excel adjust multiple variables to
achieve a desired outcome
To avoid errors, use the point method
when entering cell references.
Adjust multiple
variables
Set constraints on
any affected cell
68
Using Analysis Tools:
Scenario Manager
 Scenario

Named combination of
values assigned to
variables in a what-if model
 Manage scenarios

 Add scenarios

69
Save and compare multiple
scenarios
Input values for additional
what-if models
Using the Data Analysis ToolPak
 Choose from 19 analysis tools
 Each tool performs its own function
If Data Analysis is not on the Ribbon,
you must install it (OfficeExcel OptionsAdd-Ins.
70
Using the Data Analysis ToolPak
Performs calculations on the
scores in column D and displays
results in columns I–L
Original data
Results duplicate and sort
scores, which are ranked from
highest to lowest
The rows containing original data in columns A–D are not sorted.
71
Lesson 14: Auditing and Additional Functions
Using 3-D Cell References in
Formulas
 Create a formula using data in the same
cell on a range of worksheets
Deleting a
worksheet or
moving a
worksheet tab
to outside the
range in the 3D reference
affects the
formula.
73
Introducing Lookup Functions:
Using VLOOKUP
 VLOOKUP (Vertical Lookup)


Finds values in tax, commission rate, and other lookup
tables
Syntax consists of three components (arguments)
1st argument:
Cell value to be looked up
74
2nd argument:
Lookup table
3rd argument:
Column number
in lookup table
How PivotTables Work
Function searches
for 14,000 (cell
C6) in left column
of lookup table
Formula result
Search takes place in
the Comm_Rate
lookup table
Search stops at
10,000 because the
lookup value is at least
10,000 but not 20,000
The first column of the lookup table must
be sorted from lowest to highest.
75
Corresponding
contents of 2 columns
are returned to the
formula cell
Creating a Formula with the IF
Function
 Take an action if the logical test is true
 Take a different action if false
2nd argument:
Action if true
1st argument:
Logical test to be evaluated
76
3rd argument:
Action if false
Using an IF Function to Display
Text
 Display Yes if true
 Display blank if false
77
Using Criteria IF Functions
 Use AVERAGEIF, COUNTIF, and SUMIF to
calculate using one criterion
2nd argument:
Criterion
1st argument:
Cells to be evaluated
78
3rd argument:
Sum only the cells in this
range that meet the criterion
Using Criteria IF Functions
 Use AVERAGEIFS, COUNTIFS, and

SUMIFS to calculate using up to 127
criteria sets
Only cells that meet their respective
criteria are calculated
1st argument:
1st range to be evaluated
2nd
3rd argument:
2nd range
to be evaluated
argument:
Criterion for 1st range
79
4th argument:
Criterion for 2nd range
Tracing Formulas: Auditing Tools
 Analyze and debug worksheets
 Locate formulas dependent on a cell value
 Locate errors in formulas
80
Tracing Precedents
 Trace precedents


81
Precedents = cells referenced by a formula
Trace Precedents command displays arrows to precedent
cells
How Tracing Precedents Works
 Example:

Trace precedent cells included in the formula =C6*D6
 Cells from the lookup table are included;
they are precedents in the D6 formula
Blue tracer arrows
indicate precedent cells
82
Tracing Dependents
 Trace dependents


83
Dependents = Cells containing formulas that reference the
selected cell
Trace Dependents command displays arrows to the
dependent cells
How Tracing Dependents Works
 Example:

Trace the formulas that depend on the value in cell C6
Use the Remove All Arrows
command to remove the tracer arrows.
84
Checking Errors
 Excel displays a triangle


85
icon
Error Checking menu on
a cell helps identify the
cause of a formula error
Error Checking
command navigates to
all cells with errors
Using Evaluate Formula
 View the sequence of calculations of each
part of a formula
86
Using the Watch Window
 Displays formula results when the formula
is out of view
87
Lesson 15: Using Advanced Formatting and
Analysis Tools
Working with Grouped Worksheets
 Work simultaneously on all worksheets in
the group



Enter data in cells
Format selected cells
Copy and paste
The grouped sheet
tabs turn white
89
Ungrouping Worksheets
 Remember to ungroup when ready to
enter variable data
Ungroup using
context menu
Or click a sheet tab
not in the group
90
Consolidating Worksheet Data
 Combine values from source worksheets
into a destination sheet
Destination
worksheet
Use Point Mode to select reference
ranges in each worksheet to be
consolidated
Reference
list
91
The summary worksheet does not automatically
update when source data is changed.
Consolidation Functions




SUM
AVERAGE
MIN
MAX
The SUM function is used most often.
92
Creating Links to Source Data in a
Consolidation
 Displays an outline with source data rows

93
above summary row
Changes to source data do update in the
summary worksheet
Types of Consolidation
 By Position


References same range in
multiple worksheet
Works well with identical
layouts
 By Category


94
References cells by row or
column
Works well with different
layouts
Working with Data Validation
 Restrict data entry in cells


Types of values
Minimum and maximum values
Create input messages
and error alert messages
to customize the validation
95
Locating All Invalid Data
 Red circles indicate a potential problem

Ignore or correct problem
 Red circles are temporary and do not print
96
Working with Conditional
Formatting
 Formatting applied only if cell contents


meet set conditions
Visual alert that a value is outside
parameters
Choices on the Ribbon
Data bars, color scale, icon
sets
Custom rules
you create
97
Presets: Frequently used
formats
Creating a Custom Conditional
Formatting Rule
Conditional formatting is used as a visual alert to
indicate that a value is outside the parameters.
98
Data Tables – One Variable
 Helpful in what-if analyses
 Values from data table substituted for a

cell reference in a formula
Formula =FV(B3/12, B4,–B5) is the basis
for the data table calculations shown
Each payment
value in the
data table is
substituted for
cell B5 in the
formula
99
Value of 0 is returned in
the cell with the formula
Formula results for
each payment value
Column of payment
values that you input
Data Tables – Two Variables
 The same formula =FV(B3/12, B4,–B5) with
variables substituted for two cell references
 A result displays for every combination of
rate and payment listed in the table
Row of interest
rates you input
The input cells
are blank
because
multiple values
are substituted
from the row
and column.
100
Formula results
for each
combination of
rate and payment
Column of payment
values you input
Creating Trendlines on Charts
 Linear trendline

101
Best-fit straight line that shows data trend
Creating Trendlines on Charts
 Polygonal trendline

Increase the
Order option
value to make
a smoother
trendline.
102
Smooth out fluctuations by averaging adjacent data points
Lesson 16: Integrating Excel with Other
Programs
About File Formats
 File format

Structure for storing data in a computer file
 Native file format

Application program normally used to save files
 Identifying a file’s format
By
filename
extension
By icon
Choose to display filename
extensions in Windows Explorer.
104
Compatibility with Previous Excel
Versions
 Excel 2007 file formats

Open XML, based on Extensible Markup Language
 Prior versions


105
Different file formats
Title bar identifies these files
Compatibility with Previous Excel
Versions
 Save a workbook in a different Excel file
format
Compatible file format
106
Handling Compatibility Issues
 Compatibility Checker


File owner scans workbook
Any changes to correct incompatibility remove features in all
Excel versions
 Compatibility Pack



107
Users of versions 2000, 2002 (XP), and 2003 install a file
converter
Incompatible features hidden
Features visible when file is reopened in Excel 2007
Handling Compatibility Issues
 Scan non-XML files with Compatibility
Checker
Correct any
areas marked
Locate these cells
in worksheet
Copy compatibility report to a
new, printable worksheet
108
Converting Workbooks to Other
File Formats
 Converter program allows an application
program to open or save files in nonnative
formats



Text
PDF
XPS
 Several converters are installed in Excel
Excel warns you that formatting or features may be lost with
the new file format. You may first save in Excel Workbook
format to preserve a copy of the workbook.
109
Types of Text Files
 Tab delimited
 Characteristics




Arrows do not print
 Comma delimited
110
Saves worksheet data in a
text-only format
Removes all formatting
May be only method for
transferring data between
incompatible programs
Saving Excel Data in Text Formats
 Save a worksheet


111
in tab delimited file
format
Compare icons for
files saved in different
formats
Open and view text files in Notepad
Additional File Format Types
 PDF (Portable Document Format)
 XPS (XML Paper Specification
 Characteristics


Users may use a free reader to view/print workbooks with all
formatting intact; don’t need Excel at all
Prevents users from making any changes or accessing
hidden information
The PDF and XPS command appears on the Save As
submenu after you download and install a converter.
112
Saving Excel Data in PDF Format
 Save a worksheet in
PDF format
 Open and view
workbook in Adobe
Acrobat Reader
113
Using Excel Tables with Word Mail
Merge
Main document containing
merge field codes in Word
Selected records in Excel
Personalized document copies in Word
114
Sharing Excel Data with Access
 Use the filter, query, and report
capabilities in Access
Choosing options
in the Import
Spreadsheet
Wizard (Access)
Resulting
Access table
115
When the link option is
selected, any changes to
the original worksheet will
update in the Access table.
Link Excel Charts on PowerPoint
Slides
 Copy chart in Excel
 Paste options



Link to chart data (default)
Embed the entire workbook
along with the chart
Paste the chart as a picture only
Slide containing the chart pasted
into a content placeholder
116
Embedding a chart gives the user access to all data
in the workbook, which may not be desirable.
Importing Data from Other
Applications
 Drag and drop
Dragging and dropping cuts the text from the source document.
Restore it with Undo or by closing without saving.
117
Importing Data from Other
Applications
 Copy and paste
Copy

Adjust formatting after pasting
Paste
118
Importing External Data
 Import data from text files

Adjust formatting after importing text
The Text Import
Wizard guides
you through
importing text
file data.
Preview shows tab
codes as small boxes,
not arrows
119
Importing External Data
 Import data from a web page

Indicate tables that
may be selected
from the web page;
once selected,
arrows turn green
120
Adjust formatting after importing web data
Enter the desired URL in the Internet
Explorer window