Sage Intelligence 100 Ms Excel Tips and Tricks

Sage Intelligence
100 Microsoft
Excel
Tips & Tricks

For Advanced Business Reporting in Microsoft
Excel
Excel
on Steroids
Work smarter, every day!
Anytime Learning courses provide in-
depth coverage of business reporting
using formulas and functions to provide
enhanced performance and productivity
for better reporting and decision making!
Sign up for training on your favorite
Sage Intelligence product, or take your
Microsoft
Excel
skills to the next level

with Excel
on Steroids developed by
Alchemex
.
www.SageU.com
Sage Intelligence
100 Microsoft

Excel Tips & Tricks
For Advanced Business Reporting in Microsoft
Excel
Disclaimer
Every effort has been made to trace the copyright holders where required. In the event of unintentional omissions or errors,
any information that would enable the publisher to make the proper copyright arrangements would be appreciated.
Alchemex (Pty) Ltd shall not be liable for any damage, loss or liability of whatsoever nature arising from the use or inability to
use the services or content provided from and through this book.
Alchemex (Pty) Ltd makes no representations or warranties, implied or otherwise, that, amongst others, the content contained
in this book is free from errors or omissions. The book is supplied on an as is basis and has not been compiled or supplied
to meet the users individual requirements. It is the sole responsibility of the user to satisfy itself that the contents available
from and through this book will meet the users individual requirements.
Neither Alchemex (Pty) Ltd nor any of its agents or representatives shall be liable for any damage, loss or liability of whatsoever
nature arising from the use or inability to use this book.
2011 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage products and services names mentioned
herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Excel is a registered trademark
of Microsoft Corporation in the United States and/or other countries. The 100 Tips & Tricks For Advanced Business Reporting
in Microsoft Excel Booklet is an independent publication by Sage Software, Inc. and is not affiliated with, nor has it been
authorized, sponsored, or otherwise approved by Microsoft Corporation. All other trademarks are the property of their
respective owners.
4 of 76
Alchemex and Business Reporting
Alchemex was founded in the year 2000 with the vision of delivering a simple reporting tool to companies who experience frustrations with
reporting and since inception has become the undisputed leading developer, enabler and support provider of affordable business intelligence
for small to midsized organizations. Although Alchemex is a totally flexible and generic Business Intelligence solution, the success to date is
attributed to focusing on rolling out solutions for the more prevalent install bases in specific regions. For nearly a decade, Alchemex has worked
with and amongst business owners and financial directors of companies varying from the small to the multinational and has built intellectual
property covering various well known accounting and payroll packages like Softline Pastel Partner, Softline Pastel Evolution, Sage ERP Accpac,
Sage ERP MAS, Sage Simply Accounting, Sage Peachtree, Sage ERP X3, SAPB1, SYSPRO, Sage50, MYOB Accounting Plus, MYOB Premier
and MYOB Exo Business, VIP Payroll, and many more.
In this time Alchemex has created a powerful suite of Business Intelligence technology that is the engine that drives information into Microsoft
Excel, and it is the power of Microsoft Excel as an information-gathering and -distribution application that is the common denominator that brings
the innovation of Alchemex together with the increasing appetite of users of Excel to release insightful information to business users across
the spectrum in an organization. Alchemex has a team of more than 40 people and a rapidly expanding network of national and international
business partners who sell, consult, and train on Alchemex software and training products. Over 22,000 different companies now rely on
Alchemex technology for accurate and timely reporting
The fact that Microsoft Excel is the chosen delivery platform for Alchemex technology has also resulted in Alchemex becoming a leader in
training high end Excel, and as a result of continued requests from a burgeoning client install base, Alchemex created the now popular Excel on
Steroids workshops. This book shares some of the most powerful tips and tricks that Alchemex has learned from its clients with you so that you
can also use Excel more powerfully for business reporting. If you are not familiar with the basics of Excel, then this book wont work for you, but if
you are one of those people who is frustrated because you are always looking for the shortcuts and want to become more efficient in Excel 2007,
then this will become your constant companion at your PC.
Excel gets easier to use and even more accessible with a little help from Alchemex.
We use Alchemex products extensively in our business. I believe that being able to obtain a snapshot view of your business is critical in todays
business environment when there is just too much information floating about. Managers need to dedicate their skills to managingnot sifting
through endless reports trying to make sense of heaps of information. Alchemex does this neatly and efficientlywith no fuss at all and delivers
this information on demand and through Excel. What more could you ask for?
Steven Cohen, managing director, Softline Pastel Software
Alchemex is a must for any organization serious about informationits simple; its Microsoft Excel. Possibly one of the shrewdest IT investments
to date.
Wayne Lambson, nancial director, Foreshore Ships Agency
Successful Alchemex BI implementations are changing the way information is generated and used within their clients organisations. This has a
direct impact on the organizations increased effectiveness and efficiency.
David Ives, director, developer platform lead, Microsoft South Africa
5 of 76
100 Excel Tips & Tricks
The Excel 2007 Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Office Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
The Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Worksheet Navigation Made Easy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Range Selection Made Easy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Home Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Font Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Wrap Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copying Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Insert Date Shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Pasting Paragraphs of Text Into a Single Cell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Converting Negative Values to Positive Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Viewing Parts of Several Worksheets on One Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Keeping 00 in Front of Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Displaying Values That Are In Millions as Thousands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
AutoSum Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Fill Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Break Text Into Different Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Clear All From Cell/Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Sorting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Multilevel Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Using a Custom Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Conditional Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Tracking Items in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Find & Select . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Select Visible Cells Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
The Insert Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
PivotTable Concept and Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Changing Calculation Method of Subtotals in PivotTables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
A History of Spreadsheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Excel Version History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Customizing Sort Options in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Grouping Fields in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Grouping Data in a PivotTable by Days of the Week . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Filtering 0 Values in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Change the Source Data in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Clear a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Calculated Fields in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
The Field List in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using the +/- Buttons in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Field Headers in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Using Subtotals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Turn Off Individual Subtotals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Using Grand Totals in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Changing the Report Layout in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using Blank Rows in a PivotTable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
PivotTable Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
PivotCharts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Microsoft Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Create a New Excel Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Hidden and Empty Cells in an Excel Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Print Titles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
CONTENTS
6 of 76
The Formulas Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Update Formulae Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Formula AuditingShowing Cell Dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Finding the Cell with the Highest Value in a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Rounding Numbers to the Nearest Whole Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Deleting All NonFormula Data on a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Filter Date Transactions to Show Only Dates That Fall Between a Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Converting Text Dates to Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Combining Text From Multiple Cells Into One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
An Alternative to VLOOKUP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Inserting Symbols Into the Cell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Adding Criteria/Conditions to Your SUM Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
SUMIF Between Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Calculating Positive and Negative Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Using CTRL as a Function Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Add-Ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Naming a Range using Column Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Name a Range of Cell/Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Use Named Ranges in Formulae . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Filtering Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Clearing All Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Removing Duplicates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Splitting Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Using Data Validation to Ensure the End Date is Greater Than the Start Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Circling Invalid Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
The Review Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Protecting Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Being Able to Edit Certain Cells on a Protected Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Hide Formula on a Protected Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Password Protection and Read Only Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Top Reasons to Use Microsoft Excel 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
The View Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Recording Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Saving Workbook With a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Developer Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Macro Security Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Sorting Worksheets in Alphabetical Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Opening a Workbook on a Specific Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Copy and Save a Worksheet Into a New File Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Removing Embedded Hyperlinks With Visual Basic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using Group and Outline on Protected Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Assigning a Macro to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using Programs outside of Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
PowerPoint to Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Copying Microsoft Excel Data to Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
7 of 76
1. How do you minimize the Ribbon?
If you want more space on your screen for your worksheets, you can minimize the Ribbon.
Right-click on any of the tabs (for example, Home, Insert)
Select Minimize the Ribbon
2. How do you move the Quick Access Toolbar?
Right-click over the Quick Access Toolbar
Select Show Quick Access Toolbar Below the Ribbon or Above the Ribbon
(dependent on the current location)
3. How do you customize the Quick Access Toolbar?
Right-click on the Quick Access Toolbar
Select Customize Quick Access Toolbar
Select the desired Choose Commands From
Select the Commands you want on the Quick Access Toolbar
Select Add
Repeat until all the commands you want are on the Quick Access Toolbar
Select OK
The Excel 2007 Interface
The new user interface makes use
of the Ribbon. The Ribbon contains
all the commands previously located
in the complex toolbar and menu
system, but now located in one place.
The Ofce Button
In the top left corner of the Microsoft
Excel application is the Ofce Button.
Selecting this button brings up a pop-
up menu that allows you to do all the
document functions that were found
in the old menu le functions, namely:
Open
New
Save
Save As
Print
Prepare
Send
Publish
Close
It also contains the Microsoft Excel
Options previously contained in
Microsoft Excel 2003 in the Tools,
Options Menu.
The Quick Access Toolbar
The Quick Access Toolbar, by default,
is located above the Ribbon, next to
the Ofce Button. This toolbar contains
commands that are independent of the
Ribbon tab that is currently displayed.
You can move the Quick Access
Toolbar from one of the two possible
locations, and you can customize
the toolbar by adding buttons that
represent commands, including
assigning your macros to icons.
8 of 76
Working with Worksheets
Worksheet Navigation
Made Easy
Often, you may have multiple
worksheets in a workbook and
struggle to quickly navigate to a
particular worksheet.
Microsoft Excel does provide
navigation arrows on the bottom
left of the screen. By simply clicking
on these arrows, you can scroll to
worksheets on the left or right.
However, when you have quite
a few worksheets, it can be time
consuming to use these navigation
arrows.
The right-click method can speed
this up.
Range Selection Made Easy
It can be time consuming to use your
mouse to select a range of cells,
especially if it is something you need
to do regularly (for instance, as a
source for charts or PivotTables).
To speed up this process, you can
use Ctrl + Shift + *
4. How do you quickly navigate between worksheets?
Right-click on any of the navigation arrows
You will get a list of all the worksheets in the current workbook
Select the desired worksheet
You will be navigated to that worksheet
5. How do you select a column with only two keystrokes?
Select any cell in the column you would like to select
Press Ctrl + Space Bar
6. How do you select a row with only two keystrokes?
Select any cell in the row you would like to select
Press Shift + Space Bar
7. How do you quickly select a range of cells?
Select any cell in the range of cells
On the keyboard, press Ctrl + Shift + *
Navigation Arows
9 of 76
8. How do you quickly open the Format dialog box?
On the keyboard, press Ctrl + 1
9. How do you quickly wrap text in a cell?
Enter in the desired text
Press Alt + Enter
Press Enter
10. How can you quickly copy formatting?
Select the cell with the desired applied formatting
From the Home tab, in the Clipboard group, double-click
on the Format Painter button
Select any cell you would like to apply the formatting to
Press Esc
11. How do you quickly insert the date?
Hold down the Ctrl button and then press ; (semicolon) on the keyboard
The Home Tab
Font Themes
Built into Microsoft Excel 2007 are
themes that group together colors,
and so on. These are available
depending on the choice you make.
They are used in a number of places
such as when you select the font or
color buttons in the Font group on
the Home Ribbon.
Wrap Text
There is a very nice keyboard
shortcut to Wrap Text. Simply use
your Alt + Enter key.
Copying Formatting
To help speed up the copying of
formatting you can use the Format
Painter button.
Insert Date Shortcut
Rather than typing out the date in a
cell, you can use a keyboard shortcut
to insert the current date instantly.
10 of 76
The Home Tab
Pasting Paragraphs of Text
Into a Single Cell
If you have text that is in a text
program (for instance, Microsoft
Word) and would like to copy and
paste it to Microsoft Excel, by
default Microsoft Excel separates the
information into different cells based
on the paragraph marks.
By using the below method, you are
able to paste the text into a single
cell in Microsoft Excel.
Converting negative values
to positive values
This tip allows you to quickly convert
a range of negative numbers into
positive numbers, without having to
edit each cell.
12. How do you paste paragraphs of text into a single cell?
Copy the desired text from the text program (Microsoft Word)
Select the desired cell in Microsoft Excel
Press F3 on the keyboard
Select Paste
Press Enter
13. How can you quickly copy text?
Select the desired text
From the keyboard, press Ctrl + C
14. How do you convert negative values to positive values?
In a blank cell, enter in the value -1
Select the cell with the value -1
Select Copy
Select the desired range with negative values
Right-click on the selected range
Select Paste Special
Under the Operation group, select Multiply
Select OK
Your values are now converted to positive values
Before:
After:
In Microsoft Word
Pasted into Microsoft Excel
Pasted into Microsoft Excel using F2
11 of 76
The Home Tab
Viewing Parts of Several
Worksheets on One Worksheet
One worksheet can be used to view
several individually separate and
distinct areas. This can be done using
the Paste Picture Link option.
There are a few options when
consolidating information from multiple
worksheets. The option for this tip
enables you to paste the copied cells
as objects (pictures). Pasting them
as objects is useful as you can resize
the objects. This tool is helpful when
needing to print multiple areas of a
workbook onto one worksheet or
creating a dashboard summarizing
parts of the workbook.
15. How do you view parts of several worksheets
on one worksheet?
Select the desired range to be copied
Right-click the selected range, select Copy
Navigate to the destination worksheet
From the Home tab, in the Clipboard group, select the down arrow under Paste
Select As Picture, Paste Picture Link
Your object (picture) will now be pasted and can be resized as desired
Repeat the above steps for additional objects
12 of 76
16. How do you keep 000 in front of values?
Select the desired cell/cells
Right-click on the selected cell/cells
Select Format Cells
Select the Number tab
Under Category, select Custom
In the Type box, enter 000
Select OK
17. How do you format your dates to show the period number?
Select Format Cells
In the Type box, enter m
Select OK
The Home Tab
Keeping 00 in Front of Values
Using a custom format allows you
to keep the full number and not lose
any leading zeros.
Before:
After:
Formatting Your Dates to Show
the Period Number
By using a Custom Format, you can
show the period of the date (in this
case the month) without changing
the date in the eld.
Before (dates in March 2007):
After (using a Custom Format):
13 of 76
The Home Tab
Displaying Values That Are In
Millions as Thousands
Sometimes every gure in a
spreadsheet is in the thousands, tens
of thousands, or even in the millions.
By rounding the gure to smaller,
representative gures, you can save
space.
Before:
After:
18. How do you display values that are millions as thousands?
Select Format Cells
In the Type box, enter 0
Select OK
14 of 76
19. How do I quickly sum up numbers?
Select the cell where you would like the result to appear
From the keyboard, press Alt + =
20. How do I fill a range of dates/months?
Enter the start date in your first cell
Select the cells you want to fill, including the first cell
From the Home tab, in the Editing group, select the Copy Down button
Select Series
In Type box select Date
In the Date Unit box select Month
Select OK
21. How do you fill a range of text or formula?
Select the range of cells to be filled
Enter in the desired text or formula into the cell
Press Ctrl + Enter
The Home Tab
AutoSum Button
The AutoSum button has the most
common functions plus the option
to select More Functions, which
opens the Insert Function dialogue
box. You can also key the keyboard
shortcut Alt + = to do the SUM
function.
Fill Series
The series option calls up a dialogue
box that allows you to select how the
series lls the selected cell; for example,
you may want to incrementally increase
the date by a month in a range of cells.
15 of 76
The Home Tab
Break Text Into Different Rows
In earlier Microsoft Excel releases,
it was challenging to arrange lines
in a readable layout, but Microsoft
Excel 2007s new Editing, Fill, Justify
feature makes it easier.
In the below example, the text is
owing over to column G. You would
rather have the text from columns A
to D. Justify will automatically break
the text.
Before:
After:
Clear All From Cell/Cells
Clear All clears the contents and/or
the formatting of a cell.
Believe it or not, you can do it by
dragging the ll handle backwards.
22. How do I break text into different rows?
Select the range of columns you would like to fit the text to
From the Home tab, in the Editing group, select the Fill icon
Select Justify
Select OK
23. How do you Clear All from a cell?
Select the cells you want to clear
From the Home tab, in the Editing group, select the Erase icon
You have the option to Clear All, Formats, Contents, or Comments
24. How to Clear a range of cells using the Fill Handle?
Select a range of empty cells
Select the Fill Handle
Drag it back over the area you would like to clear
If you also want to clear the formats in the cells, just hold down the Ctrl key as you
drag the fill handle back over the selection
16 of 76
25. How do you quickly sort a column of data?
Select a cell in the column you wish to sort
From the Home tab, in the Editing group, select Sort & Filter
Select the Sort A to Z or the Sort Z to A icon
26. How do you apply multilevel sorting?
Select any cell within the data list you wish to sort
Select Custom Sort
Select the drop-down arrow in the Sort by box and select the desired column
Select the drop-down arrow in the Sort On box and select the desired option
Select the drop-down arrow in the Order box and select the desired option
Select the Add Level icon to specify the next sort column
Repeat steps 3 to 5
Repeat steps 6 and 7 for subsequent sort columns
To change the order of the sort, use the Arrow buttons to move the sort items
up or down
Select OK
27. How do you create a Custom List?
Select the desired list in Microsoft Excel
Select the Office Button
Select Excel Options
Select the Popular category
In the section Top options for working with Excel
Select Edit Custom Lists
In the Custom Lists dialogue box, select Import
The copied list is pasted to the list entries box
Select OK, OK
28. How do I sort based on a Custom List?
Select any cell within the data list you wish to sort
Select Custom Sort, select the desired Column and Sort On
Select the drop-down arrow in the Order box and select Custom List, select the
desired Custom List
Select OK, OK
The Home Tab
Sorting Data
You can access the sort functionality
through the Sort and Filter icon in
the Editing group on the Home tab
of the Ribbon. There is also sort
functionality located on the Data tab
of the Ribbon.
Depending on the type of data you
are in when you select the Sort &
Filter icon, the sort option will differ.
For example, for dates it will read
earliest to latest, while for numbers it
will state smallest to largest.
Multilevel Sorting
Multilevel sorting allows you to sort
up to 64 columns or levels at a time.
Using a Custom Sort Order
The Custom List feature allows the
user to dene a specic sort order.
This can be useful when sorting
a column in an order that is not
alphanumeric.
17 of 76
The Home Tab
Conditional Formatting
In Microsoft Excel 2003, Conditional
Formatting was limited to three
conditions per cell; in Microsoft
Excel 2007 you may have as many
conditions as you like. Another
limitation in Microsoft Excel 2003
was that only one condition per cell
could be true, so according to the
order of the conditional formatting,
the rst true condition would be
indicated; however, you can control
this in Microsoft Excel 2007.
Highlight Cell Rules :
Greater Than
A Date Occurring
Duplicate Values
Top/Bottom Rules:
Bottom 10%
Above Average
Below Average
Data Bars:
Color Scales:
Icon Sets:
The parameters of the Conditional
Formatting can be customized by
selecting More Rules from any of the
pop-up dialogue boxes.
29. How can you add icon conditional formatting?
Select the desired cell or range
From the Home tab, in the Styles group, select Conditional Formatting;
a drop-down box appears
Select Icon Set
Select the desired option
30. How do you highlight duplicates?
Select the desired cell or range
From the Home tab, in the Styles group, select the drop-down arrow under
Select Highlight Cells Rules
Select Duplicate Values
Select the desired Format
Select OK
18 of 76
31. How do you use Conditional Formatting to track items?
Select the desired range of cells
Select Icon Sets
Select the one with the Tick, Exclamation mark and X
Select Manage Rules
Select Edit Rule
Select Show Icon Only check box, select Apply, OK
The Home Tab
Tracking Items in Excel
Many people use Excel to keep
track of things. In the past (pre-Excel
2007) people probably would put
something together like the below:
Excel 2007 provides great new
conditional formatting rules, which
allow automatic display of nicely
formatted icon sets.
As Excel best understands values,
it is best to set up the spreadsheet
with 1 for people who attended and
0 for people who didnt attend.
Apply Conditional Formatting using
Icon Sets.
19 of 76
The Home Tab
Find & Select
The Find & Select button has
shortcuts to many of the options
found in the Go To Special dialogue
box previously found in Microsoft
Excel 2003 in the Edit, Go To Menu.
Select Visible Cells Only
There are times when you need
to copy the visible data only. An
example of this is when you need to
copy Subtotals that have hidden
rows and columns and you want to
copy only the visible data. A normal
copy and paste includes the hidden
data, which can then be unhidden.
32. How do I select visible cells only?
Select the range of cells
From the Home tab, in the Editing group, select Find & Select
Select Go To Special
Under Select, select Visible cells only
Select OK
On the Home tab, in the Clipboard group, select Copy
Activate the worksheet you want to copy it to
On the Home tab, in the Clipboard group, select Paste
20 of 76
33. How do you create a PivotTable?
Select any cell in the data list
From the Insert tab, in the Tables group, select PivotTable
Make sure that Select a table or range is selected
Make sure your data is listed in the Table/Range box
Select where you want the PivotTable to go, either in an existing worksheet or
its own new worksheet
Select OK
A blank PivotTable is now displayed
In the Field List select the fields you want in the Row Area and either drag them into
the row area on the PivotTable or into the Row Labels area on the Field List box
Repeat for columns, page area/filters, and data fields
The Insert Tab
PivotTable Concept and
Layout
Microsoft Excel 2007 no longer uses
the PivotTable Wizard. A single
dialogue box allows you to select the
data range (if it was not preselected),
to use external data, and also to
select whether to insert the PivotTable
in an existing worksheet or create a
new worksheet.
At this point a blank PivotTable is
inserted with the PivotTable Field List
located to theright of the Microsoft
Excel workspace.
21 of 76
The Insert Tab
Changing Calculation Method
of Subtotals in PivotTables
By default Microsoft Excel sets a eld
to SUM if it is in the data area and
contains numbers; if it contains text
then it is set to COUNT. You can,
however, change these calculation
methods as follows:
Custom Calculations
in PivotTables
There is a second tab on the Value
Field Settings that allows you to
select how the calculation are shown
(this is the Custom Calculation
functionality in Microsoft Excel 2003).
For example, you may wish to see the
gure as a percentage of the total.
34. How do you change the calculation method of subtotals?
Select the Value field you wish to change the calculation of in the PivotTable
From the Options tab, in Active Cell group, the Active Field, select Field Settings
(you can also double click on the field)
Select the calculation method you would like to change it to (for instance, Count,
Average etc.)
Select OK
35. How do you create a custom calculation?
Select the Value field you wish to change the calculation of in the PivotTable
From the Options tab, in Active Field group, select Field Settings (you can also
double click on the field)
Select the Show Values As tab in the Value Field Settings dialogue box
Select the drop-down arrow for Show values As and select tthe necessary method
Select OK
22 of 76
1952First noncomputerized reference to the term spread sheet listed in Dictionary For
Accountants and refers to a worksheet providing a two-way analysis of accounting data
an accounting matrix in which the columns and rows constitute either debit or credit sides
respectively or reverse.
Early 60sProfessor Richard Mattessich pioneered computerized spreadsheets for
business accounting, applying computerized spreadsheets to accounting and budget
systems written on a mainframe computer in FORTRAN IV.
1
19691971 Rene K. Pardo and Remy Landau develop LANPAR spreadsheet compiler.
Pardo and Landau file a patent covering a recalculation algorithm, which is initially rejected.
After 12 years of appeals it is granted and becomes the worlds first software patent.
2
1979Dan Bricklin and Bob Frankston release VisiCalc for the Apple II computer system.
VisiCalc helps the Apple II bridge the gap from hobbyist users to businesses that need a
useful financial analysis tool, which helped propel Apple as a successful business. While not
the first spreadsheet program, its combination of features and affordability helped it become
the first popular spreadsheet program. VisiCalc had 254 rows and 63 columns.
3
1980SuperCalc is developed by Sorcim and is notable for being one of the first
spreadsheet programs capable of solving circular references (that is, cells that depend
on one anothers results).
4
1981Lotus 1-2-3 hits the market and is the IBM PCs first killer app (as VisiCalc was
for the Apple II). Designed primarily to combine visual graph functions with spreadsheet
applications, 1-2-3 was faster, more powerful, and easier to learn than VisiCalc, giving IBM
great success in the PC arena.
1982Microsofts MultiPlan is launched. Designed to compete against VisiCalc, Microsofts
first spreadsheet program was its first foray into the realms of business applications. While
being outsold by Lotus 1-2-3 in the United States, Multiplan sold well overseas, giving
Microsoft a solid platform for future international growth.
1984AppleWorksone of the first packages that contained an integrated suite of
products, AppleWorks included a spreadsheet module that could work seamlessly with all
other modules, such as the word processor. AppleWorks was so popular for a time it even
overtook Lotus 1-2-3 in industrywide sales charts. It was one of the first applications to use
menu bars rather than a command line interface.
5
1985Microsoft Excel first appears for the Macintosh platform.
Did You Know?
There are hundreds of ready-made
templates on the Microsoft Excel
website that you can download
for free. Available categories
include brochures, calendars,
expense reports, sports
schedules, and more.
Where Excel 2003 had over
65,000 rows and 256 columns,
Excel 2007 has over 16,000
columns and over 1 million rows!
In May 1996, more than 30 million
people were already using Excel
worldwide.
A
A- http://www.thocp.net/companies/microsoft/
microsoft_company_part2.htm
A History of Spreadsheets
1
http://www.cs.umd.edu/class/spring2002/cmsc434-0101/MUIseum/applications/spreadsheethistory1.html
2
http://en.wikipedia.org/wiki/Spreadsheet
3
http://www.danbricklin.com/rstspreadsheetquestion.htm
4
http://en.wikipedia.org/wiki/SuperCalc
5
http://apple2history.org/history/ah19.html
23 of 76
Importance of
Spreadsheet Security
Typing errors can lead to inaccurate
information, which can have a
devastating effect on business
Nevada, USA, 2006: Incorrectly
typed formulae led to a $5 million
discrepancy in budgetary figures.
A
Northern Territory, Australia, 2005:
A manual error in a departmental
spreadsheet led to a AUS$200
million mistake in government
funding figures
B
Excel 2007 is rich with security and
error-checking features, such as
formula evaluation, cell precedent
and dependence tracking, data
validation, and the ability to track
changes made to the sheet.
Combined, these features help give
you the peace of mind about the
data you use to make your decisions.
In addition, automated business
intelligence tools, such as the
Alchemex product range, remove
a large proportion of the manual
aspects of report creation, avoiding
the opportunity for typing errors.
Excel and Alchemex can save your
business time and money, giving you
peace of mind.
A- http://www.nevadadailymail.com/story/1135458.html
B- http://www.abc.net.au/news/newsitems/200506/
s1394937.htm
VERSION COMMENTS
11985
Version 1, for the Macintosh, was released. Version 1.0.6 and 1.5 are
released over the course of the next three years.
21987
The first Windows version. Labeled 2 to correspond to the Mac version,
it included a run-time version of Windows.
2.21989
Excel 2.2 for Macintosh includes the ability to apply different styles within
a single document and a 40% increase in calculation speed.
31990
Included workbooks, toolbars, drawing capabilities, outlining, add-in
support, 3D charts, and many more new features.
41992
Released for Windows 3.1, it becomes the first popular version due to
the widespread use of Windows 3.1.
51993
A major upgrade included multisheet workbooks and replaced Excel
Macro language with Visual Basic.
71995*
Known as Excel 95. The first major 32-bit version of Excel,**
which is very similar to Excel 5 in relation to features.
81997
Known as Excel 97. A new interface for VBA developers, UserForms,
data validation, and more.
91999
Known as Excel 2000. Can use HTML as a native file format, self-repair
capability, enhanced clipboard, pivot charts, modeless user forms,
digital signing of macros.
102001
Known as Excel 2002, this is part of Office XP. It has a long list of new
features, perhaps the most significant of which is the ability to recover
your work when Excel crashes.
112003
Microsoft Office Excel 2003. The new features in this version include: (a)
Improved support for XML, (b) A new list range feature, (c) Smart Tag
enhancements, and (d) Corrected statistical functions.
122007
Microsoft Excel 2007. A major overhaul to the standard Office interface
with the introduction of the Ribbon, changes made to the standard
file extensions for Office documents, extended conditional formatting
features, increased business intelligence functionality, and much more.
Excel Version History
* There is no Excel 6. Beginning with Excel 7, the version numbering was changed so all of the Microsoft Ofce applications would have the same
version number.
**There was also 32-bit version of Excel 5, but it was not widely distributed
24 of 76
36. How do you apply a Custom Sort when sorting a PivotTable?
Select any cell in the column you would like to sort in the PivotTable
Select Custom Sort
Select More Options
Deselect, Sort automatically every
From the drop-down arrow, select the sort order (for example, Jan, Feb, Mar)
Select OK
37. How do you default your PivotTable to sort based on the
Custom List?
From the Options tab, in the PivotTable group, select Options
Select the heading tab Tools & Filters
Select Use Custom List when sorting
The Insert Tab
Customizing Sort Options in a
PivotTable
Adding your own custom sort options
can make your PivotTable even easier
to read.
Often you need to sort your PivotTable
in month order, but normal sorting
sorts your months in alphabetical order
and not month order.
From PivotTable options, you can
also set the PivotTable to use the
Custom List by default.
25 of 76
The Insert Tab
Grouping Fields in a PivotTable
The group and ungroup functionality
is located on the Options tab, in the
Group group. The function operates
the same way as for Microsoft Excel
2003. You can also right-click to
access this function.
Grouping Data in a PivotTable
by Days of the Week
Extending PivotTable functionality
even further, data can be grouped
into preset categories such as days
of the week.
38. How do you Group Dates in a PivotTable?
Select the Field (Date) you wish to group
From the Options tab, in the Group group, select Group Field
The Grouping dialogue box appears, displaying dates or times
Enter the starting and ending information in the fields provided
In the By list, select the option you wish to group By (for example, Months)
Select OK
39. Is there a quick way to Ungroup Dates?
To Ungroup Dates, select the Field (Date) you wish to Ungroup
From the Options tab, in the Group group, select Ungroup
40. How do you Group Dates by weeks?
Select the Date field in the PivotTable
From the Options tab, in the Group group, select the Group Selection button
Under By, select Days
Next to Number of Days, select 7
Select OK
Days
7
26 of 76
41. How do you ensure that 0 values do not show in the PivotTable?
Select the cell to the right of the last heading on the PivotTable
From the Data tab, in the Sort & Filter group, select Filter
Select the drop-down arrow from the Value heading (for example, Sum of Product Sale)
Deselect 0
Select OK
42. How do I change the Source Data?
Select any cell in the PivotTable
From the Options tab, in the Data group, select Change Data Source
Select the new Data Source
Select OK
43. How do you clear all filters from a PivotTable?
From the Options tab, in the Actions group, select Clear
The Insert Tab
Filtering 0 Values in a PivotTable
It is possible to now show any 0
values in your PivotTable. To do this
you can apply an AutoFilter.
Change the Source Data
in a PivotTable
Once you have created your PivotTable,
you may decide that you would like to
refer to a different data source.
Clear a PivotTable
You may want to clear all the elds
on the PivotTable to start again.
A very nice new feature in Microsoft
Excel 2007 is that if you have applied
multiple lters on the elds in the
PivotTable and you wish to view all
the data, you can clear all lters.
27 of 76
The Insert Tab
Calculated Fields in a
PivotTable
Selecting Formulas calls up the same
Insert Calculated eld dialogue
box as Microsoft Excel 2003.
The Field List in a PivotTable
You will need to use this button if you
close your Field List and then need to
make some changes.
Using the +/- Buttons in a
PivotTable
Hide and Show detail is now located
in the PivotTable as a small plus (show
detail) or minus (hide detail) icon.
You can switch the Show/Hide
button off, by selecting the below
button from the Options tab, in the
Show/Hide group.
Using Field Headers in a
PivotTable
This option removes the headings
from the PivotTable.
44. How do you create a Calculated Field in a PivotTable?
From the Options tab, in the Tools group, select Formulas
Select Calculated Field from the drop-down menu
In the Name box enter the new name
Select the field the calculation is based on in the Field List
Select Insert Field
In the Formula box, create the formula
Select Add
Select OK
45. How to you show or hide the Field List?
From the Options tab, in the Show/Hide group, select Field List
46. How do you use the Hide and Show buttons?
From the Options tab, in the Show/Hide group, select +/- Button
47. How do you remove the Field Headings from the PivotTable?
From the Options tab, in the Show/Hide group, select Field Headers
28 of 76
48. How do you turn off all Subtotals?
From the Design tab, in the Layout group, select Subtotals
Select Do Not Show Subtotals
49. How to do you turn off individual Subtotals?
Right-click on the desired field
Select the Subtotal fieldname
50. How do you turn off all Grand Totals?
From the Design tab, in the Layout group, select Grand Totals
Select Off for Rows and Columns
The Insert Tab
Using Subtotals in a PivotTable
In Microsoft Excel 2007 there is a
shortcut for turning the Subtotals on
and off. This, however, applies to all
the Subtotals and switches them all
off or on.
The Tabular form of the PivotTable
Layouts does not allow for the
subtotals to be shown at the top.
Turn Off Individual Subtotals
in a PivotTable
To turn off individual subtotals you
still need to go to the eld settings for
that eld.
Using Grand Totals in a
PivotTable
There is a quick way to change
how the grand totals are displayed.
This will be applied to the entire
PivotTable.
29 of 76
Considering that Excel is used pervasively as a platform to share and present critical information that drives business decisions, have you ever
wondered, How much time and money is inefficient use of Excel costing your business?
Simply automating the reporting process can result in a massive time saving and increased productivity as well as provide less tangible returns
like data integrity, standardization, and elimination of loose spreadsheet use.
Our expectations have been exceeded by the way Alchemex delivers critical business information from our system. We have
converted weeks of repetitive work every month into a few hours. Now thats what I call a measurable return on investment
Ravind Sukdeo, nancial director, Bidfreight Port Operations (a member of the BIDvest Group Ltd)
Similarly, improved Excel skills can save time and money.
Ive learned amazing new things with Excel on Steroids, and this will definitely improve my efficiency at the office. For example I
finalized our quarterly stock-take three hours earlier than normal just because I was able to work through the data so much quicker.
Linka Lubbe, nancial controller, JOST, South Africa
Visit www.alchemex.com and use our efficiency calculator (example below) for your business.
Excel Efficiency Calculator
30 of 76
51. Where do you go to change the PivotTable Report Layout?
From the Design tab, in the Layout group, select Report Layout
52. How do you insert Blank Rows after each item?
From the Design tab, in the Layout group, select Blank Rows
Select Insert Blank Line after each Item
53. How do you apply a PivotTable style?
From the Design tab, in the PivotTable Styles group, select one of the visible styles
or scroll through all the available styles
You can also select the More button, to view the Styles
You also have the option to create your own PivotTable Style at the bottom of the gallery,
which displays the New PivotTable Style dialogue box
The Insert Tab
Changing the Report Layout
in a PivotTable
By default, Microsoft Excel uses
Compact Form for your PivotTable.
When using Compact Layout,
you lose access to each of the eld
headings. You can access them by
selecting the down arrow next to the
main row heading and then changing
the Selected Field box. You will
also not be able to double click to
access the Field Settings.
To view the PivotTable as you would
in Microsoft Excel 2003, choose
Show in Outline Form.
Using Blank Rows in a
PivotTable
To space out a PivotTable, you can
choose to insert blank lines after
each item.
PivotTable Styles
In Microsoft Excel 2003, you could
apply AutoFormat to the PivotTable.
In Microsoft Excel 2007 you can
change the style of a PivotTable by
using a gallery of styles. To remove
a format, select Clear at the bottom
of the list. You can only delete your
custom PivotTable styles.
31 of 76
The Insert Tab
PivotCharts
PivotCharts are much easier to
create and use in the new user
interface. The ltering functionality
is made much easier, and there
are specic PivotChart tools and
context menus available so that you
can analyze the data in the chart.
You can now change the layout,
style, format, and its elements the
same way that you can for a regular
chart. In Microsoft Excel 2007, the
chart formatting that you apply is
preserved when you make changes
to the PivotChart.
As you change the PivotChart, its
associated PivotTable changes and
vice versa. There is a new PivotChart
Filter Pane that gives you access
to your chart elds for ltering. You
can move the PivotChart to another
location (for instance, a new worksheet
using the Move Chart function).
When creating a PivotChart, make
sure your PivotTable report has at
least one row eld to become the
Category eld in the PivotChart
report, and a Data eld to become
the Series eld.
54. How do you create a PivotChart from a PivotTable?
Select any cell within the PivotTable report
From the Options tab, in the Tools group, select the PivotChart icon
Select the ChartType
Select OK
You can now edit your chart by using the chart type and other options
55. How do you create a PivotChart from scratch?
Select a cell in the data list
From the Insert tab, in the Tables group, select the drop-down arrow
below PivotTable
Select PivotChart from the drop-down list
Make sure that the selected data range is correct and select OK
Use the PivotTable Field List to create the PivotChart
32 of 76
56. How do you create a Chart with a shortcut key?
Select the range you would like to Chart
A new worksheet will be inserted with the Chart
57. How do you have an empty cell show as a zero in a chart?
Select the Chart
From the Design tab, in the Data group, select Select Data
Select Hidden and Empty Cells
Select Zero
Select OK, OK
The Insert Tab
Microsoft Excel Charts
With Microsoft Excel 2007, charts
have a new look; layouts use different
fonts and colors. The Ribbon
interface has a Chart group, which
becomes visible once a chart has
been generated.
Once you have selected your chart
type, the chart is automatically
embedded in the worksheet, and
whenever you select the chart, the
Chart Ribbon will be available on the
Ribbon.
Create a New Excel Chart
To easiest way to create a chart is to
select the data table and then select
the Insert tab. In the Charts group
select the chart type you require.
Hidden and Empty Cells
in an Excel Chart
Selecting the Hidden and Empty
Cells button allows you to determine
how the graph deals with blank
spaces in your data. You have the
option to show them as gaps, as
zeros, or to smooth the graph over
the gaps.
33 of 76
The Page Layout Tab
Page Breaks
There is no need to change your view
to Page Break Preview to insert
Page Breaks. Please ensure you are
in column A when you are inserting
a Page Break. You can also select
Remove Page Break to remove a
page break.
Print Titles
This is not a new feature in Microsoft
Excel 2007, but it is now found in
the Page Setup group. Print Titles
are a fantastic tool when you need
to repeat a certain column or row on
each printed page.
58. How do you change margins in Excel 2007?
From the Page Layout tab, in the Page Setup group, select Margins
Select the desired setting
If you select Custom Margins, you get the Microsoft Excel 2003 Page Setup
dialogue box and you can manually adjust the margins
Select OK
59. How do you insert a Page Break?
Select the cell in column A, below to where the Page break must appear
From the Page Layout tab, in the Page Setup group, select Breaks
Select Insert Page Break
60. How do you remove a Page Break?
Select the cell in column A, below the Page Break to be removed
From the Page Layout tab, in the Page Setup group, select Breaks
Select Remove Page Break
61. How to you repeat a row when printing a worksheet?
Determine which row is to be repeated
From the Page Layout tab, in the Page Setup group, select Print Titles
Select the Collapse Dialogue button in the Rows to Repeat at Top
Select the desired row
Press Enter
Select OK
34 of 76
62. How do you set your formulas to update manually?
Select the Microsoft Office button
From the bottom right, select Excel Options
Select Manual
Select OK
63. How do you trace cells that are preceding or dependant on
the current cell?
To trace all cells that are preceding:
Select the desired cell
From the Formulas tab, in the Formula Auditing group, select Trace Precedents
If the Precedent cells are found on another worksheet, you get a dotted line
Double click on the dotted line, select the reference, select OK
To trace all dependant cells:
From the Formulas tab, in the Formula Auditing group, select Trace Dependents
To remove all the arrows:
From the Formulas tab, in the Formula Auditing group, select Remove Arrows
The Formulas Tab
Using Functions
Functions are available on the
Formulas tab. You can insert
a function by using the Insert
Function icon or use the Function
Library group, which lists the
available functions in logical
groupings (for instance, Financial).
Update Formulae Manually
When there are a number of formulas
on a worksheet, especially if there
is a lot of data to be referenced,
changing one formula can slow
the application down substantially.
By using the option to manually
recalculate, you can bypass this
recalculation and avoid the delay. You
can then choose to manually update
your formulae.
Formula AuditingShowing
Cell Dependencies
Some spreadsheets can get very
complicated, with many cells relying
on other cell calculations to deliver
information, and a change of one cell
can have dramatic effects. Formula
Auditing shows you which cells are
connected.
35 of 76
The Formulas Tab
Finding the Cell With the
Highest Value in a Range
At times you may be working with
data where you need to nd the
maximum value. To do this, you can
sort or use the MAX function. You
may not want to sort the column and
are looking for the MAX value, but
would like to know the cell address
that contains the maximum value.
Example
64. How do I create a Formula that will find a cell with the
highest value in a range?
Open Microsoft Excel
Select the desired result cell
Enter in the below:
=ADDRESS(MATCH(MAX(D:D),D:D,0),4,4)
=ADDRESS(MATCH(MAX(Column to calculate max), Column to find the max,
finds the first value that is exactly equal), use column D (4) as the result reference,
use relative reference)
MATCH MATCH(lookup_value,lookup_array,match_type)
The MATCH function returns the row number of the highest value.
Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value
can be a value (number, text, or logical value) or a cell reference to a
number, text, or logical value.
Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is
0, MATCH finds the first value that is exactly equal to lookup_value.
Lookup_array can be in any order.
ADDRESS ADDRESS(row_num,column_num,abs_num,a1,sheet_text)
The ADDRESS function returns the cell address of the highest value.
Row_num:
Is the row number to use in the cell reference.
Column_num:
Is the column number to use in the cell reference.
Abs_num:
Specifies the type of reference to return. 1 - Absolute, 2 - Absolute row;
relative column, 3 Relative row; absolute column, 4 - Relative
MAX MAX(number1,number2,...)
Number1, number2:
Are 1 to 255 numbers for which you want to find the maximum value.
36 of 76
65. How do you round a number to the nearest whole number?
Enter in the below formula:

=ROUND(C2,-2)
Press Enter
ROUND ROUND(number,num_digits)
Number:
Is the number you want to round.
Num_digits:
Specifies the number of digits to which you want to round the number.
66. How do you delete all nonformula data?
Make a copy of the desired worksheet
Press F5 on the keyboard (The Go To dialogue box will pop up)
Select Special
Select Constants
Select OK
All cells containing constants (everything except formulae) will be selected
Press Delete on the keyboard
The Formulas Tab
Rounding Numbers to the
Nearest Whole Number
Using the ROUND function, you
can round a number upwards to the
nearest hundred, thousand, million,
or higher.
Example
The Rounded Up column is rounding
the values up the nearest hundred.
Deleting All NonFormula Data
on a Worksheet
Have you ever found that at the
beginning of the nancial year you
need to make a copy of the previous
years workbook? If so, youd need
to delete all the old years data but
you would really like to keep all of the
formulae in the worksheet. By using
the Go To dialogue box, it is a quick
and easy method.
Constant
37 of 76
The Formulas Tab
Filter Date Transactions
to Show Only Dates That Fall
Between a Range
By using a combination of the TODAY
and AND function, you can determine
whether a date falls inside of a
particular date range.
Example
This result gives you an answer of
either True or False which you can
then lter or use in combination
with another function. This can be
a handy when used in combination
with a SUMIF to calculate transactions
in certain date range.
67. How do I Filter date transaction to only show dates between
30 and 60 days?
Enter the below:

=AND(TODAY()-B3>=30,TODAY()-B3<=60)
Copy the formula down
Use Filtering to Filter all values that are TRUE
TODAY TODAY( )
Returns the serial number of the current date. The serial number is the
date-time code used by Microsoft Excel for date and time calculations.
If the cell format was General before the function was entered, the result
is formatted as a date.
AND AND(logical1,logical2, ...)
Logical1, logical2, ... :
Are 1 to 255 conditions you want to test that can be either TRUE or FALSE.
Excel
on Steroids
Learn how to capture more meaningful data,
in less time, using your favorite spreadsheet.
These specialized training workshops
developed by Alchemex provide in-depth
coverage of key Microsoft
Excel

functionality.
Workshop 1: Business Reporting Using
Formulas and Functions
Workshop 2: Managing Data Lists
and Macros
Workshop 3: Data Analysis using
PivotTables / Charts
www.SageU.com
You have the book.
Now get the hands-on training.
Sage Intelligence
Reports you can rely on.
Information you can act on.
Sage Intelligence is a powerful Microsoft
Excel
-based reporting solution powered by Alchemex and integrated into many

Sage accounting software solutions. You can run customized reports, on-demand, without having to manually update
spreadsheets. Now its easier than ever to find the answers you need and make informed decisions with confidence.
Critical information made visible
Sage Intelligence uses realtime information
pulled directly from various Sage
Accounting systemsand even other
databasesto give you easier access to
your business information. You can create
dynamic reports that can be refreshed as
needed, drilled into for more detail, and
sliced and diced for further insight. Get
the information you need to make timely,
business-critical decisions.
Spreadsheet-based reporting at
your fingertips
Sage Intelligence is an add-on solution, and
is integrated into multiple Sage accounting
products including Sage ERP Accpac,
Sage ERP MAS, Sage Peachtree and
Sage Simply Accounting. Its Microsoft
Excel-based, so the tools and features may
already feel familiar and intuitive. Plus, it
includes standard report templates you can
use right away. Thats what we call fast ROI.
The flexibility of customization
without the frustration
You or your accountant can custom-design
almost any report you need, giving you total
control over your reporting process. Every
customization you make can be saved for
future use, sparing you time and effort.
Role-based security to protect
your data
Security controls give you the ability to set
access to information based on the users
role, so you can protect the integrity of
sensitive or confidential data.
Extraordinary business intelligence
at a realistic price
Get the powerful functionality and flexibility
of a business intelligence solution designed
specifically for small and midsized businesses.
FEATURES
Customizable, dynamic, real-time
reports for better visibility into
your business
Ready-to-go within many Sage
Products: no separate installation
required
1
Familiar and intuitive Microsoft Excel-
based reports
Customizable report templates
included for quick ROI
Role-based security settings allow
you to control user access
Sophisticated business intelligence
created especially for small and
medium-sized businesses
For more information about Sage Intelligenceor to find out if your Sage product has an integrated Business Intelligence (BI) Solution,
visit the product website or go to www.SageNorthAmerica.com/
1 Additional fees required. Subject to Alchemex (Pty) Ltd terms and conditions.
The Sage Intelligence
dashboard provides you
with a real-time overview
of your business activities,
metrics, and revenues
all at a single glance and
refreshes in a single click!
40 of 76
68. How do you convert text dates to dates?
Enter the below:

=DATEVALUE(A2)

The DATEVALUE function returns the serial number of the date that is represented
by the text date
Format the cell (serial number) to a date:
Select the desired cell/cells (B2:B3)
Right click on the selected cells
Select Format Cells
Select Date
Select the desired Format
DATEVALUE DATEVALUE(date_text)
Date_text:
Is text that represents a date in a Microsoft Excel date format. For
example, 1/30/2008 or 30-Jan-2008 are text strings within quotation
marks that represent dates. Using the default date system in Excel
for Windows, date_text must represent a date from January 1, 1900,
to December 31, 9999.
Using the default date system in Microsoft Excel for the Macintosh,
date_text must represent a date from January 1, 1904, to December 31,
9999. DATEVALUE returns the #VALUE! error value if date_text is out of
this range.
If the year portion of date_text is omitted, DATEVALUE uses the current year
from your computers built-in clock. Time information in date_text is ignored.
The Formulas Tab
Converting Text Dates to Dates
Occasionally, dates may become
formatted and stored in cells as text.
For example, you may have entered
a date in a cell that was formatted
as text, or the data might have been
imported or pasted from an external
data source as text.
Dates that are formatted as text are
leftaligned instead of right-aligned in
a cell. You can use the DATEVALUE
function to convert most other types
of text dates to dates.
41 of 76
The Formulas Tab
Combining Text From Multiple
Cells Into One
Using the & sign is the same as using
the Concatenate function, but much
simpler.
Example
Below is an example in column C,
of where the Main Account and
Sub Account numbers need to
be joined into one cell with a / to
separate the Accounts.
69. How do you combine text from multiple cells into one cell?
Enter in =
Select the first cell to join
Enter in &
If necessary, add any additional data that my not be found in a cell (/)
Enter in &
Select any additional cells to join
Press Enter
42 of 76
70. What Formula can I use as an alternative to VLOOKUP?
Enter in the below:

=INDEX(A1:C12,MATCH(A15,B2:B12),3)

=INDEX(Complete List,MATCH(Lookup cell,Column from List with Lookup Value),Column
Number from list for result)
Select OK
MATCH MATCH(lookup_value,lookup_array,match_type)
Returns the row number of the highest value.
Lookup_value:
Is the value you use to find the value you want in a table. Lookup_value can
be a value (number, text, or logical value) or a cell reference to a number,
text, or logical value.
Lookup_array:
Is a contiguous range of cells containing possible lookup values.
Match_type:
Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel
matches lookup_value with values in lookup_array. If match_type is 0,
MATCH finds the first value that is exactly equal to lookup_value. Lookup_
array can be in any order.
INDEX INDEX(array,row_num,column_num)
Returns the value of an element in a table or an array, selected by the row
and column number indexes.
INDEX looks at an array, based on the row number found in the
MATCH Function, and return the answer from the specified column.
Array:
Is a range of cells.
Row_num:
Selects the row in array from which to return a value.
Column_num:
Selects the column in array from which to return a value.
The Formulas Tab
An Alternative to VLOOKUP
Using a combination of MATCH and
INDEX, you can return values from an
array regardless of what information
is in the rst column of the array. In a
VLOOKUP, the main search criteria
(for example, a salespersons name)
needs to be in the rst column of the
arrayusing MATCH and INDEX;
it doesnt matter which column the
result is in.
Example
You can either create the functions in
two steps as in cells B20 and C20,
or you can create a Nested Function
as in cell D20.
43 of 76
The Formulas Tab
Inserting Symbols Into the Cell
It can sometimes be difcult to insert
a special character, such as or ,
into a cell. Special characters each
have their own unique number
combination.
Example
If you know the code number, you
can enter that character any time by
holding down the ALT key, and typing
the four-digit code number on the
numeric keypad (the keys on the far
right of your keyboard; do not use
the normal number keys above the
letter keys). Even though character
code numbers are only three digits
(between 0 and 255), you must type
in the leading zeros to ensure that
you get the proper character.
C
o
m
m
o
n

S
y
m
b
o
l
s
S
y
m
b
o
l
C
o
d
e
C
o
m
m
o
n

S
y
m
b
o
l
s
S
y
m
b
o
l
C
o
d
e
Euro 0128 Registered 0174
Ellipsis 0133 Plus/Minus 0177
Dagger 0134 Paragraph 0182
Double
Dagger
0135 Degree 0176
Bullet 0149 Pounds 0163
Trademark 0153 Yen 0165
Cents 0162 Copyright 0169
You can change the font of the
column to see what characters are
supplied by various fonts. Fonts with
lots of useful symbols include Symbol,
WebDings, the 3 WingDings fonts,
Ref Specialty, ENCICON, Marlett,
MonoType Sorts, and MS Reference.
Note that you may not have all these
fonts on your computer.
71. How do you insert a Symbol?
Create the Symbol list:
Open a blank workbook
Select cell A1
Enter in the below:

=CHAR(ROW())
Copy the function down to cell A255
This displays in each cell the character whose code number is that cells row
number. For example, the Euro Currency symbol appears in cell A128, which
indicates that its code number is 128
If necessary, save the workbook
To apply the desired Symbol:
Hold down ALT on the keyboard
Using the numeric keys on your NUMLOCK pad, enter in the desired code
(for example, 0128)
If using a laptop, be sure to turn on your NUMLOCK pad
CHAR CHAR(number)
Number:
Is a number between 1 and 255 specifying which character you want. The
character is from the character set used by your computer.
44 of 76
72. How do I add criteria/conditions to the Sum function?
Enter in the below formula:

=DSUM(A5:E1121,5,A1:F2)
Press Enter
DSUM DSUM(database,field,criteria)
Database:
Is the range of cells that makes up the list or database. A database is a list
of related data in which rows of related information are records and columns
of data are fields. The first row of the list contains labels for each column.
Field:
Indicates which column is used in the function. Field can be given as text
with the column label enclosed between double quotation marks, such as
Age or Yield, or as a number that represents the position of the column
within the list: 1 for the first column, 2 for the second column, and so on.
Criteria:
Is the range of cells that contains the conditions you specify. You can use
any range for the criteria argument, as long as it includes at least one column
label and at least one cell below the column label for specifying a condition
for the column.
The Formulas Tab
Adding Criteria/Conditions
to your SUM function
Using the DSUM function, you
can specify criteria and conditions
regarding which cells should be added
together. An alternative to using DSUM
is using SUMIF. But SUMIF cant do
complex criteria.
Example
The table contains a list of totals sales
per day, showing how many hours
were worked that day, the week
number, and the month. In cell H4 is a
running total using the DSUM function,
which takes into account a number
of criteria that have been set up in the
range A1:F2 (such as a specic day
for a specic month as long as the
hours in the work day were greater
than 12 but less than 17).
45 of 76
The Formulas Tab
SUMIF Between Workbooks
When using the SUMIF function
between workbooks, you may get a
VALUE error if the source workbook is
not open. This behavior occurs when
the formula that contains the SUMIF,
COUNTIF, or COUNTBLANK function
refers to cells in a closed workbook.
To work around this, use a combination
of the SUM and IF functions together
in an array formula.
An array formula is a formula that can
perform multiple calculations on one
or more of the items in an array. Array
formulas act on two or more sets of
values known as array arguments.
Each argument within an array
must have the same number of
rows and columns
You must enter an array by
pushing Ctrl + Shift + Enter
You cannot add the {} (braces)
that surround an array yourself,
pushing Ctrl + Shift + Enter will
do this for you
73. How do you use the SUMIF function between workbooks?
Open the workbook that contains the source
Open the workbook that will contain the formulae
Select the desired cell in the workbook that will contain the formulae
Using the FX button on the Formula Bar, locate the Sum Function
To nest in the IF Function, from the Formula bar, in the Name Box,
from the drop-down arrow, select IF
If the IF function does not appear, select More Functions and locate the IF Function
Enter in the arguments in the Logical Test

Logical_test If cells A3:A12 in the Data workbook on Sheet 1 = East
Value_if_true If the above is true, sum the range B3:B12
Value_if_false IF the above is not true, place 0
Press Ctrl + Shift + Enter
SUMIF SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.
Criteria:
Is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, 32,
>32, or apples.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.
46 of 76
74. How can I calculate positive and negative numbers?
To add the positive numbers as per the example:
Enter in the below:

=SUMIF(A2:A10,>0)
Press Enter
To add the negative numbers:
Enter in the below:

=SUMIF(A2:A10,<0)
Press Enter
SUMIF SUMIF(range,criteria,sum_range)
Range:
Is the range of cells that you want evaluated by criteria. Cells in each range
must be numbers or names, arrays, or references that contain numbers.
Blank and text values are ignored.
Criteria:
Is the criteria in the form of a number, expression, or text that defines which
cells will be added. For example, criteria can be expressed as 32, 32,
>32, or apples.
Sum_range:
Are the actual cells to add if their corresponding cells in range match
criteria. If sum_range is omitted, the cells in range are both evaluated by
criteria and added if they match criteria.
The Formulas Tab
Calculating Positive and
Negative Numbers
Have you ever had a column with
positive and negative numbers, but
would like to sum the positive and
negative numbers separately? This can
be done by using the SUMIF function.
Example
47 of 76
The Formulas Tab
Naming a Range Using
Column Labels
This is useful when you have a list and
want to name the column separately.
You can use the column labels as
the range name.
Name a Range of Cell/Cells
You can also name a range of cell/cells.
This applies a Name to an entire range.
Use Named Ranges in
Formulae
When using a named range in a
Formula, you can select Use in
Formula to insert the named range.
Alternatively, you can select F3, which
brings up a list of Named Ranges.
75. How do you name a selection using column labels as names?
Select the range you want to name, including the row or column labels
From the Formula tab, in the Defined Names group, select Create from Selection
Select Top Row (assuming your headings are in the top row)
Select OK
76. How do you name a range of cell/cells?
From the Formula bar, click on the Name box
Enter in the desired Named Range
Press Enter
77. How do you insert a Named Range in Formulae?
Place your cursor where you would like to insert the Named Range
From the Formulas tab, in the Defined Names group, select Use in Formula
Select the desired Named Range
78. What is the keyboard shortcut to insert a Named Range
in Formulae?
Place your cursor where you would like to insert the Named Range
Select the desired Named Range
Select OK
79. How do you paste a list of Named Ranges?
Select a cell in the worksheet where you would like the list to be pasted
Press F3
Select Paste List
48 of 76
Keys
CTRL+F8 performs the Size command (on the Control menu for the workbook
window) when a workbook is not maximized.
ALT+F8 displays the Macro dialog box to run, edit, or delete a macro.
F9 Calculates all worksheets in all open workbooks.
F9 followed by ENTER (or followed by CTRL+SHIFT+ENTER for array formulas)
calculates the selected a portion of a formula and replaces the selected portion
with the calculated value.
SHIFT+F9 calculates the active worksheet.
CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of
whether they have changed since the last calculation.
CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells
in all open workbooks, including cells not marked as needing to be calculated.
CTRL+F9 minimizes a workbook window to an icon.
F10 Selects the menu bar or closes an open menu and submenu at the same time.
SHIFT+F10 displays the shortcut menu for a selected item.
ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart
tag is present, it switches to the next smart tag and displays its menu or message.
CTRL+F10 maximizes or restores the selected workbook window.
F11 Creates a chart of the data in the current range.
SHIFT+F11 inserts a new worksheet.
ALT+F11 opens the Visual Basic Editor, in which you can create a macro by using
Visual Basic for Applications (VBA).
ALT+SHIFT+F11 opens the Microsoft Script Editor, where you can add text,
edit HTML tags, and modify any script code.
F12 Displays the Save As dialog box.
Using CTRL as a
Function Key
CTRL+ Copies a formula from
the cell above the active
cell into the cell or the
Formula Bar.
CTRL+ Copies the value from
the cell above the active
cell into the cell or the
Formula Bar.
CTRL++ Displays the Insert dialog
box to insert blank cells.
CTRL+1 Displays the Format
Cells dialog box.
CTRL+2 Applies or removes
bold formatting.
italic formatting.
underlining.
strikethrough.
CTRL+6 Alternates between
hiding objects, displaying
objects, and displaying
placeholders for objects.
CTRL+7 Displays or hides the
Standard toolbar.
CTRL+8 Displays or hides the
outline symbols.
CTRL+9 Hides the selected rows.
CTRL+0 Hides the selected
columns.
49 of 76
Using CTRL as a
Function Key
CTRL+A Selects the entire
worksheet.
If the worksheet contains
data, CTRL+A selects the
current region. Pressing
CTRL+A a second
time selects the entire
worksheet.
When the insertion point
is to the right of a function
name in a formula, this
displays the Function
Arguments dialog box.
CTRL+SHIFT+A inserts
the argument names and
parentheses when the
insertion point is to the
right of a function name in
a formula.
CTRL+B Applies or removes bold
formatting.
CTRL+C Copies the selected cells.
CTRL+C followed by
another CTRL+C displays
the Microsoft Ofce
Clipboard.
CTRL+D Uses the Fill Down
command to copy the
contents and format of the
topmost cell of a selected
range into the cells below.
CTRL+F Displays the Find dialog
box.
SHIFT+F5 also displays
this dialog box, while
SHIFT+F4 repeats the last
Find action.
CTRL+G Displays the Go To dialog
box.
F5 also displays this
dialog box.
CTRL+H Displays the Find and
Replace dialog box.
CTRL+I Applies or removes italic
formatting.
CTRL+K Displays the Insert
Hyperlink dialog box for
new hyperlinks or the Edit
Hyperlink dialog box for
selected existing hyperlinks.
Other Useful
ARROW KEYS
Move one cell up, down, left, or right in a worksheet.
CTRL+ARROW KEY moves to the edge of the current data region in a worksheet.
SHIFT+ARROW KEY extends the selection of cells by one cell.
CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell
in the same column or row as the active cell.
LEFT ARROW or RIGHT ARROW selects the menu to the left or right when a menu
is visible. When a submenu is open, these arrow keys switch between the main menu
and the submenu.
DOWN ARROW or UP ARROW selects the next or previous command when a menu
or submenu is open.
In a dialog box, arrow keys move between options in an open drop-down list or between
options in a group of options.
ALT+DOWN ARROW opens a selected drop-down list.
BACKSPACE
Deletes one character to the left in the Formula Bar.
Also clears the content of the active cell.
DELETE
Removes the cell contents (data and formulas) from selected cells without affecting
cell formats or comments.
In cell editing mode, it deletes the character to the right of the insertion point.
END
Moves to the cell in the lower-right corner of the window when SCROLL LOCK
is turned on.
Also selects the last command on the menu when a menu or submenu is visible.
CTRL+END moves to the last cell on a worksheet, in the lowest used row of the
rightmost used column.
CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet
(lower-right corner).
ENTER
Completes a cell entry from the cell or the Formula Bar, and selects the cell below
(by default).
In a data form, it moves to the first field in the next record.
Opens a selected menu (press F10 to activate the menu bar) or performs the action
for a selected command.
In a dialog box, it performs the action for the default command button in the dialog box
(the button with the bold outline, often the OK button).
ALT+ENTER starts a new line in the same cell.
CTRL+ENTER fills the selected cell range with the current entry.
SHIFT+ENTER completes a cell entry and selects the cell above.
50 of 76
Using CTRL as a
Function Key
CTRL+L Displays the Create List
dialog box.
CTRL+N Creates a new, blank le.
CTRL+O Displays the Open dialog
box to open or nd a le.
CTRL+SHIFT+O selects
all cells that contain
comments.
CTRL+P Displays the Print dialog
box.
CTRL+R Uses the Fill Right
command to copy the
contents and format of
the leftmost cell of a
selected range into the
cells to the right.
CTRL+S Saves the active le with
its current le name,
location, and le format.
CTRL+U Applies or removes
underlining.
CTRL+V Inserts the contents of the
Clipboard at the insertion
point and replaces any
selection. Available only
after you cut or copied
an object, text, or cell
contents.
CTRL+W Closes the selected
workbook window.
CTRL+X Cuts the selected cells.
CTRL+Y Repeats the last command
or action, if possible.
CTRL+Z Uses the Undo command
to reverse the last
command or to delete the
last entry you typed.
CTRL+SHIFT+Z uses the
Undo or Redo command
to reverse or restore the
last automatic correction
when AutoCorrect Smart
Tags are displayed.
Keys
HOME
Moves to the beginning of a row in a worksheet.
Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.
Selects the first command on the menu when a menu or submenu is visible.
CTRL+HOME moves to the beginning of a worksheet.
CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.
PAGE DOWN
Moves one screen down in a worksheet.
ALT+PAGE DOWN moves one screen to the right in a worksheet.
CTRL+PAGE DOWN moves to the next sheet in a workbook.
CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.
PAGE UP
Moves one screen up in a worksheet.
ALT+PAGE UP moves one screen to the left in a worksheet.
CTRL+PAGE UP moves to the previous sheet in a workbook.
CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.
SPACEBAR
In a dialog box, performs the action for the selected button, or selects or clears a check box.
CTRL+SPACEBAR selects an entire column in a worksheet.
SHIFT+SPACEBAR selects an entire row in a worksheet.
CTRL+SHIFT+SPACEBAR selects the entire worksheet.
If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.
Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet.
When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.
ALT+SPACEBAR displays the Control menu for the Excel window.
TAB
Moves one cell to the right in a worksheet.
Moves between unlocked cells in a protected worksheet.
Moves to the next option or option group in a dialog box.
SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box.
CTRL+TAB switches to the next tab in dialog box.
CTRL+SHIFT+TAB switches to the previous tab in a dialog box.
51 of 76
Microsoft
Chart Advisor
Chart Advisor is an add-in that provides an alternate approach for creating charts in
Excel 2007. This add-in uses an advanced rules engine to scan your data and, based on
predefined rules, displays charts according to score. Top scoring charts are available for you
to preview, tweak, and insert into your Excel worksheet.
Method:
Pick a data set you want to chart and select a cell in the data. Then click on the Chart
Advisor button in the Insert Menu (highlighted in this picture).
Chart Advisor Overview panel. Notice the chart recommendations in a row at the top and the
ability to see chart scores as tool tips when hovering over the score.
Duplicate Remover for Excel
Handy plug-in to nd and remove
duplicates from Excel. You can select,
color, copy, or delete duplicate data
or unique entries and compare two
Excel lists with a different number
of columns.
Duplicates Manager for Excel
Excel add-in to nd and delete
duplicates in Excel lists. You can
delete Excel duplicates from any
range, remove duplicate rows from a
table, nd duplicates in two Excel lists,
and more.
Fuzzy Duplicate Finder for Excel
Allows you to nd and correct
Fuzzy Excel duplicates, typos,
misspelled words, and similar
records in Excel workbooks.
Merge Cell Wizard for Excel
Add-in for merging Excel cells values,
columns, and rows. Places values
from several cells to one cell or joins
several cells, preserving their values.
Text Manager
Helps you work with text in Excel.
You can change case, remove
characters or text (such as excess
spaces), or join (concatenate), text
from several cells to one.
Backup Assistant
Make backup copies of Excel
workbooks before you change them.
You are prompted to back up a le
immediately after it is opened.
Merge Tables for Excel
Handy add-in to look up and copy
matching data from Excel lists. For
example, you can merge matching
rows from an Excel table of product
numbers and prices to the table with
product IDs and descriptions.
52 of 76
Download this add-in at: www.officelabs.com
Advanced Find and Replace
Search and replace in all opened Excel workbooks and worksheets. Simultaneous search
in values, formulas, hyperlinks, and comments.
Advanced Excel Select
If you have ever tried to find cells containing conditional formats, formulas, comments, and
so on, you would highly appreciate this add-in.
List Assistant
Is an easy way to rearrange rows in your worksheet. Swap two rows, Insert a row, and more.
Random Number Generator for Excel
This handy add-in generates random numbers in Excel. Just select a range of cells, indicate
the starting and ending values, and get a random sequenceinteger or real numbers, dates,
strings, or Booleans.
Random Sampler
If you need to sample a set of data, the Random Sampler add-in will quickly and easily obtain
samples for you.
CSV File Creator
Converts Excel workbooks into CSV file format. You can convert all Excel worksheets,
convert just a single sheet or a specific range of each selected file, and more.
AutoFormat for Pivot Tables for Excel
With AutoFormat you can create, store, and use your own formats for Excel PivotTables.
You can save your own PivotTable format and apply it as a template for your PivotTables
with one click.
Download these add-ins and more Excel add-ins at: www.officeaddins.com
53 of 76
The Data Tab
Filtering Data
In Microsoft Excel 2007, AutoFilter
is just called Filter.
You are now able to Filter by
Color and Dates. The Filtering
automatically groups the Dates into
Years and Months. You are also
able to Filter by more that one item.
The Column that has been ltered
displays a lter symbol next to the
drop-down arrow .
Clearing All Filters
This allows you to keep the Filter
arrows on but ensures any lters that
have been applied to the columns,
are removed.
Removing Duplicates
When you remove duplicate values,
only the values in the range of cells or
table are affected. Any other values
outside the range of cells or table are
not altered or moved. Ensure that if
you are removing duplicates from a
column within a table, you select the
entire table, as otherwise only those
cells will be removed.
Because you are permanently
deleting data, its a good idea to copy
the original range of cells or table
to another worksheet or workbook
before removing duplicate values.
80. How do you apply a Filter?
Select any cell within the data list you wish to filter
From the Data tab, in the Sort & Filter group, select Filter
Drop-down arrows appear on each column heading
Select the drop-down arrow in the column you want to filter
Select the Items you want to filter by
Select OK
81. How do you Clear all Filters?
From the Data tab, in the Sort & Filter group, select Clear
82. How do you remove Duplicates?
Select the range of cells/table/list that contains the duplicates
From the Data tab, in the Data Tools group, select Remove Duplicates
Select the Column/s that contains the duplicates
Select OK
You will get a message notifying you of how many duplicates are removed
Select OK
54 of 76
The Data Tab
Splitting Columns
There may be times when you need
split one column worth of information
into two or more columns. Using the
Text To Columns tool means that this
split doesnt have to be a manual
process.
Before:
After:
83. How do you spilt columns?
Identify the item that separates the columns (for instance, #)
Highlight the range of cells you would like to split
From the Data tab, in the Data Tools group, select Text to Columns
Select Next
Enter in the separator symbol (for example, #)
Select Next
Select Finish
55 of 76
84. How do you ensure the End Date is greater than the Start
Date in a cell?
Select the range of cells for which you would like to apply Data Validation
From the Data tab, in the Data Tools group, select Data Validation
From the Allow drop-down box, select Date
From the Data drop-down box, select Greater Than
From the Start Date box, enter in the cell where the first Start Date appears
Select OK
You can now enter in the dates, and if you happen to enter in a date less than the
start date, you will get an error
85. How do you Circle Invalid Data?
Apply the necessary Data Validation
From the Data tab, in the Data Tools group, select the drop-down arrow
from Data Validation
Select Circle Invalid Data
The Data Tab
Using Data Validation to
Ensure the End Date is
Greater Than the Start Date
Making sure that the data users enter
into a worksheet conforms to certain
standards is difcult if you have no
way of enforcing the rule. With Data
Validation, you can:
Provide users with a drop-down
list of choices (so they cant input
data incorrectly).
Restrict entries to a specific type
or size.
Example
In the below example, you would
like to ensure that the End Date
is always greater than the Start
Date. To ensure this, you apply Data
Validation to ensure that the Date in
cell B2 must be greater than the Date
in cell A2.
Circling Invalid Data
If you have a set of data and wish to
highlight data that is invalid, you can
use the Circle Invalid Data option.
This is usually used with data that
has already been entered.
This is a two stage process:
Apply data validation
Circle invalid data
If you are planning to protect the
worksheet or workbook, protect it
after you have nished setting up
validation. Make sure you unlock any
validated cells before protecting the
worksheet; otherwise, users wont be
able to type in the cells.
56 of 76
86. Is there is quick way to Protect and Unprotect worksheets?
Right-click on the Sheet tab and select Protect Sheet
Select the desired options under Allow all users of this worksheet to
Once you have protected the worksheet, the Protect Sheet icon changes to
Unprotect Sheet
Select this icon to unprotect the worksheet
87. How do you Unlock Cells?
Select the cells, columns, or rows that can be edited
On the Home tab, in the Cells group, select Format
Note that the Lock Cell icon is highlighted orange, by default, indicating that the cell will
be locked when the worksheet protection is activated

OR
You can also check the locked status by selecting Format Cells
Select the heading tab Protection
If there is NO tick in the Locked box, it means the cell is NOT locked
Select OK
The Review Tab
Protecting Worksheets
By protecting your worksheet, you
can prevent users from accidentally
or deliberately changing, moving, or
deleting important information on the
worksheet.
If you deselect Select Locked Cells,
when the worksheet is protected,
the user can only select the cells that
were unlocked.
Being Able to Edit Certain
Cells on a Protected
Worksheet
The cells that you unlock are the cells
that can be edited.
57 of 76
The Data Tab
Hide Formula on a Protected
Worksheet
By selecting Hidden in the
Protection dialogue box, you are
able to hide any formula used when
you protect the worksheet.
This is assuming that when you are
protecting your worksheet, you have
allowed for Select Locked Cells.
Before:
After:
Password Protection and
Read Only Access
You would like to password protect
a workbook but still allow people
to open it as read only. Using the
Password To Modify option makes
this happen.
88. How do you Hide Formulae on a protected worksheet?
Hide the formulae:
Select the cell/s that need to have formula hidden
Right-click on the selected cells
Select the heading tab Protection
Select the check box Hidden
Select OK
Protect the worksheet:
Right-click on the desired worksheet tab
Select Protect Sheet
Enter in a password if necessary
Select OK
Now when selecting the cells with formulae, the formulae will not show in the formula bar
89. How do you Protect the Workbook and allow Read Only
Access?
Ensure the workbook that is being password protected is open
Select Save As
From the bottom left of the Save As dialog box select Tools, General Options
From the Save Options dialog box, in the Password to modify box, enter in the
desired password
The password will appear as stars (****)
You will be asked to enter in the password twice to verify the password
Select OK
Select Save
The next time the file is opened, you will be asked for a password
If the user does not have the password, they can select Read Only
58 of 76
Here are the top ten ways in which Microsoft Excel 2007 can help you create spreadsheets
and analyze, share, and manage information more effectively.
1. Create and work with interactive PivotTable views with ease.
PivotTable views enable you to quickly reorient your data to help you answer multiple
questions. Find the answers you need faster and create and use PivotTable views more
easily by dragging fields where you want them to be displayed.
2. Import, organize, and explore massive data sets within significantly
expanded spreadsheets.
Work with massive amounts of data in Microsoft Excel 2007, which supports
spreadsheets that can be up to one million rows by 16,000 columns. In addition to the
bigger grid, Microsoft Excel 2007 supports multicore processor platforms for faster
calculation of formula-intense spreadsheets
3. See important trends and find exceptions in your data.
Apply conditional formatting to your information more easily to discover patterns and
highlight trends in your data. New schemes include color gradients, heat maps, data bars,
and performance indicator icons.
4. Microsoft Excel 2007 features the Microsoft Office Fluent user interface
to help you find powerful tools when you need them.
Find the tools you want when you need them using the results-oriented Office Fluent
user interface in Microsoft Excel 2007. Based on the job you need to accomplish,
whether its creating a table or writing a formula, Microsoft Excel 2007 presents the
appropriate commands when you need them.
5. Enjoy improved and powerful support for working with tables.
Create, format, expand, filter, and refer to tables within formulas because Microsoft Excel
2007 has greatly improved support for tables. When youre viewing data contained in a large
table, Microsoft Excel 2007 keeps table headings in view while you scroll.
Did You Know?
Using Excel shortcuts can
increase your overall efficiency by
saving you time, hence saving you
money
By applying a keyboard shortcut
to a macro, you can add your
keyboard shortcut combinations.
There have been a number of
hidden features in versions
of Excel over the years. These
features, known as easter eggs,
can be found in types of software
such as computer games or on
DVDs. Various Excel easter eggs
have included:
A maze very similar to the
computer game Doom
(Excel 95)
An auto racing game (Excel 2000)
A flight simulator (Excel 97)
Top Reasons to Use Microsoft Excel 2007
59 of 76
Did You Know?
ALT + Click = Research
The Research tool is an easy way to
nd more information regarding the
contents of a cell.
For example, type in YHOO in cell
A1. Select the cell holding down
the ALT key. This brings up the
Research window, which allows
you to, among other things, search
the word through various language
dictionaries, check the current stock
price (if a valid stock code), and
more. For stock quotes, you can
even insert the current stock price
into the spreadsheet.
6. Use the completely redesigned charting engine in Microsoft Excel 2007
to communicate your analysis in professional-looking charts.
Build professional-looking charts more quickly with fewer clicks using charting tools in
the Office Fluent user interface. Apply rich visual enhancements to your charts such
as 3-D effects, soft shadowing, and transparency. Create and interact with charts the
same way across all Microsoft Office applications in the same way because the charting
engine is the same in all.
7. Use Microsoft Excel 2007 and Excel Services to help share spreadsheets
more securely with others.
Excel Services, a feature of Microsoft Office SharePoint Server 2007, dynamically
renders a spreadsheet as HTML so others can access the information using a web
browser. Because of the high degree of fidelity with the Microsoft Excel 2007 client,
Excel Services users can navigate, sort, filter, input parameters, and interact with the
information, all within their web browser.
8. Help ensure you and your organization work with the most current
business information.
Prevent the spread of multiple or outdated copies of a spreadsheet throughout your
organization by using Micosoft Excel 2007 and Office SharePoint Server 2007. Control
which users can view and modify spreadsheets on the server using permission-based
access.
9. Reduce the size of spreadsheets and improve damaged file recovery
at the same time.
The new, compressed Microsoft Office Excel XML Format offers a dramatic reduction in
file size, while its architecture offers an improvement in data recovery for damaged files.
10. Extend your business intelligence investments because Office Excel 2007
provides full support for Microsoft SQL Server
2005 Analysis Services.

New cube functions in Microsoft Excel 2007 let you build a custom report from an
OLAP database. You can also connect to external sources of data more easily using the
Data Connection Library.
Top Reasons to Use Microsoft Excel 2007
60 of 76
The View Tab
Recording Macros
A shortcut to recording a macro is
located on the status bar on the
bottom of the Microsoft Excel screen.
While you are recording a macro, the
Record Macro button changes to a
Stop Recording button.
Macro names cannot contain spaces.
Saving Workbook With a Macro
You need to ensure that when you
have created a Macro and stored
it in this workbook, you save the
Workbook in a *.xlsm format.
Developer Tab
You rst need to make sure your
Developer tab is activated in order to
get into Visual Basic.
Macro Security Levels
When using macros in Microsoft
Excel 2007, ensure that the
appropriate security level, has been
selected. To access the security levels
you need to use the Trust Center.
90. How do you record a new Macro?
On the Status bar select the Record Macro button
From the Macro Name box, enter the desired Name
From the Store Macro In box, select the desired Option
91. How do you activate the Developer Tab?
Select Show Developer tab in the Ribbon
92. How do you save a Workbook in *.xlsm format?
Select Save As
Select Excel Macro-Enabled Workbook
93. How do you change the Security Levels for Macros?
Select the Excel Options button
On the left side of the dialogue box, select Trust Center
On the right side, select the Trust Center Settings button
On the left side, select Macro Settings
Select Disable all macros with Notification
Select OK, OK
Record
Stop Recording
61 of 76
94. How do you create a Macro that sorts worksheets
in alphabetical order?
Select the Office button
Select Show Developer tab in the Ribbon (if not already on)
From the Developer tab in the Code group, select Visual Basic
Select the Module you would like to insert the coding into
On the right-hand side paste the Visual Basic coding
From the Menu bar, select File, Close and Return to Microsoft Excel
Press Alt + F8 to get a list of Macros
Select SortSheets
Select Run
95. How do you create a Macro that opens a worksheet
on a specific worksheet?
Open Microsoft Excel
Press Alt + F11
This opens the Visual Basic Editor
On the far left, under Microsoft Excel Object, select ThisWorkbook
On the right-hand side, paste the coding in the sidebar
In the second line of the coding, change Sheet1, to the sheet name (tab) you wish
to land on
In the third line of the coding, change A1 to the cell you wish to land on
Save and close the Microsoft Excel workbook
Ensure you save the Microsoft Excel 2007 workbook as a *.xlsm
The next time you open the workbook, it will open on the specific worksheet and cell
The View Tab
Sorting Worksheets in
Alphabetical Order
With the following Visual Basic
macro, called SortSheets, added to
your workbook, you can order the
worksheets alphabetically quickly
and easily.
Visual Basic Coding:
Sub SortSheets()
Dim sCount As Integer, K As Integer,
L As Integer
Application.ScreenUpdating = False
sCount = Worksheets.Count
If sCount = 1 Then Exit Sub
For K = 1 To sCount - 1
For L = K + 1 To sCount
If Worksheets(L).Name <
Worksheets(K).Name Then
Worksheets(L).Move
Before:=Worksheets(K)
End If
Next L
Next K
End Sub
Opening a Workbook on a
Specic Worksheet
The following code allows you to
specify which worksheet, even which
cell, you would like to appear when
the workbook opens.
Private Sub Workbook_Open()
Sheets(Sheet1).Select
Range(a1).Select
End Sub
62 of 76
96. How do you create a Macro that copies and saves
a worksheet into a new worksheet automatically?
Ensure you are in Microsoft Excel
Press ALT + F11 to open the Visual Basic Editor
If necessary, Insert a Module
From the VBAProject (Personal.xlsb), select the Module folder
From the Menu, select Insert, Module
On the right-hand side, paste the above coding
Enter in the necessary data into cell A1
Run the Macro
The View Tab
Copy and Save a Worksheet
Into a New File Automatically
By using the following code, you
can automatically copy the current
worksheet to a new workbook, then
automatically save the workbook using
the contents of a cell as the le name.
Note:
The below Macro is written to take
the data from cell A1 and use it as
the file name
The below Macro is written to
automatically save the workbook
in C:\My Documents
If you do not have this directory,
the Macro will give an error
Public Sub SaveWorksheet()
ActiveSheet.Copy Copies active
sheet to a new workbook
ActiveWorkbook.SaveAs C:\My
Documents\ & Range(A1).Value
End Sub
63 of 76
The View Tab
Removing Embedded
Hyperlinks With Visual Basic
Sometimes a copy and paste of
Internet-based materials can also
bring across embedded hyperlinks.
The following code removes all
hyperlinks from the worksheet.
Sub RemoveHyperlinks()
Remove all hyperlinks from the active
sheet
ActiveSheet.Hyperlinks.Delete
End Sub
97. How do you create a Macro that removes embedded
hyperlinks?
Ensure you are on the worksheet you would like to remove the hyperlinks from
Press ALT + F11 to open the Visual Basic Editor
From the Menu bar, select Insert Module
Copy and paste the coding in the sidebar into the Window on the right
Press ALT + F8 to view a list of Macros
Select the Macro, RemoveHyperlinks
Select Run
64 of 76
98. How do you create a macro that allows you to use group
and outline on protected worksheets?
Open the desired workbook
Press Alt + F11 to open the Visual Basic Editor window
On the left you should see your Project (with your file name for example
VBAProjectReport)
Right-click on the Project and select Insert, Module
A folder called modules should appear with a Module underneath
Select the Module 1 and on the right-hand side, paste the below coding
Remember to change the worksheet name and password
Close the Microsoft Visual Basic window (File, Close and Return to Microsoft Excel)
Close the workbook and reopen
You should be asked to Enable Macros
Your workbook should still be protected, but you should be able to use your grouping
The View Tab
Using Group and Outline
on Protected Worksheets
The Group and Outline tool is a
fantastic utility; however, you cannot,
by default, apply grouping to protected
worksheets. The following code helps
you get around this.
Note: If you would like to apply the
Visual Basic coding, simply copy the
coding highlighted in blue and adjust
the worksheet name.
You are going to add some simple
VISUAL BASIC coding into the
workbook. This code has the
password hi built in, so it is
automatically protected. You can
change the password in the below
script if you wish. When the user
opens the workbook, they will need to
select, Enable Macros.
For this example the workbook name
is Report, and the worksheet name is
January.
Option Explicit
Sub auto_open()
With Worksheets(January)
.Protect Password:=hi,
userinterfaceonly:=True
.EnableOutlining = True
.EnableAutoFilter = True
End With
End Sub
65 of 76
The View Tab
Assigning a Macro to the
Quick Access Toolbar
Once you have recorded a Macro,
you can assign it to the Quick Access
Toolbar. This makes running the Macro
much easier and more accessible.
There are a number of buttons to
choose from when allocating the
Macro to a button.
99. How do you assign a Macro to the Quick Access Toolbar?
Right-click over the Quick Access Toolbar
Select Customize Quick Access Toolbar
In the Choose commands from drop-down box select Macros
Select the macro you want to add
Select Add
To modify the Macro icon, select it in the right-hand window and then select Modify
Select the new icon and rename the macro
Select OK
66 of 76
100. How do you link a Microsoft Excel worksheet to
Microsoft PowerPoint?
In Microsoft Excel, select the desired cell/cells
Select Copy
In Microsoft PowerPoint, create a new slide
In Microsoft PowerPoint 2007:
From the Home tab, in the Clipboard group, select the drop-down arrow under Paste
Select Paste Special
Select Paste Link
In the As box, select Microsoft Office Excel 2003 Worksheet Object
Select OK
You can resize the object as desired
Although the title of this book indicates only 100 tips and tricks, at Alchemex we always like
to exceed expectations, so we threw in tip 101 below for good measure as well. We hope
you have benefited from these tips and you have become more efficient in using Excel 2007.
101. How do you link a Microsoft Excel worksheet
to Microsoft Word?
From Microsoft Excel, select the range to be copied to Microsoft Word
Right-click on the selected range, select Copy
Open the desired document in Microsoft Word
Right-click on the desired area, select Paste
From the bottom right of the Pasted object, select the Clipboard icon
Select Keep Source Formatting and Link to Excel
If you now make changes to the Microsoft Excel worksheet, the object in
Microsoft Word updates
Using Programs outside
of Microsoft Excel
PowerPoint to Microsoft Excel
A Microsoft PowerPoint
presentation can be linked to a
Microsoft Excel worksheet by using
the Paste Link option.
You dont need to have both Microsoft
PowerPoint and Microsoft Excel open
for it to update. If you make changes
to the Microsoft Excel workbook,
when you open PowerPoint, you will
be asked to Update Links.
Copying Microsoft Excel Data
to Microsoft Word
You may nd at times when working
in Microsoft Word you need to refer
to a part of a worksheet in Microsoft
Excel. It is possible to simply copy
and paste between the two programs,
but even more interesting is that you
can ensure there is a link back to the
Microsoft Excel worksheet in the case
of any changes.
67 of 76
A
activate
To make a chart sheet or worksheet the
active, or selected, sheet. The sheet that
you activate determines which tabs are
displayed. To activate a sheet, click the tab
for the sheet in the workbook.
active cell
The selected cell in which data is entered
when you begin typing. Only one cell is
active at a time. The active cell is bounded
by a heavy border.
active sheet
The sheet that youre working on in a
workbook. The name on the tab of the active
sheet is bold.
address
The path to an object, document, file, page,
or other destination. An address can be a
URL (web address) or a UNC path (network
address), and can include a specific location
within a file, such as a Word bookmark or an
Excel cell range.
alternate startup folder
A folder in addition to the XLStart folder that
contains workbooks or other files that you
want to be opened automatically when you
start Excel and templates that you want to be
available when you create new workbooks.
argument
The values that a function uses to perform
operations or calculations. The type of
argument a function uses is specific to the
function. Common arguments that are used
within functions include numbers, text, cell
references, and names.
array
Used to build single formulas that produce
multiple results or that operate on a group
of arguments that are arranged in rows and
columns. An array range shares a common
formula; an array constant is a group of
constants used as an argument.
array formula
A formula that performs multiple calculations
on one or more sets of values, and then
returns either a single result or multiple
results. Array formulas are enclosed
between braces { } and are entered by
pressing CTRL+SHIFT+ENTER.
associated PivotTable report
The PivotTable report that supplies the
source data to the PivotChart report. It is
created automatically when you create a new
PivotChart report. When you change the
layout of either report, the other also changes.
autoformat
A built-in collection of cell formats (such as
font size, patterns, and alignment) that you can
apply to a range of data. Excel determines the
levels of summary and detail in the selected
range and applies the formats accordingly.
axis
A line bordering the chart plot area used
as a frame of reference for measurement.
The y-axis is usually the vertical axis and
contains data. The x-axis is usually the
horizontal axis and contains categories.
B
border
A decorative line that can be applied to
worksheet cells or objects, such as charts,
pictures, or text boxes. Borders distinguish,
emphasize, or group items.
C
calculated column
In an Excel table, a calculated column uses
a single formula that adjusts for each row. It
automatically expands to include additional
rows so that the formula is immediately
extended to those rows.
calculated field (database)
A field in the result set of a query that
displays the result of an expression rather
than data from a database. calculated field
(PivotTable report) A field in a PivotTable
report or PivotChart report that uses a
formula you create. Calculated fields can
perform calculations by using the contents
of other fields in the PivotTable report or
PivotChart report.
calculated item
An item within a PivotTable field or
PivotChart field that uses a formula you
create. Calculated items can perform
calculations by using the contents of other
items within the same field of the PivotTable
report or PivotChart report.
category axis
A chart axis that represents the category
for each data point. It displays arbitrary text
values like Qtr1, Qtr2, and Qtr3; it cannot
display scaled numerical values. category
field A field thats displayed in the category
area of the PivotChart report. Items in a
category field appear as the labels on the
category axis.
cell
A box formed by the intersection of a row
and column in a worksheet or a table, in
which you enter information.
cell reference
The set of coordinates that a cell occupies
on a worksheet. For example, the reference
of the cell that appears at the intersection of
column B and row 3 is B3.
chart area
The entire chart and all its elements.
chart sheet
A sheet in a workbook that contains only
a chart. A chart sheet is beneficial when
you want to view a chart or a PivotChart
report separately from worksheet data or
a PivotTable report.
column field
A field thats assigned a column orientation in
a PivotTable report. Items associated with a
column field are displayed as column labels.
GLOSSARY
68 of 76
column heading
The shaded area at the top of each Data
pane column that contains the field name.
column heading
The lettered or numbered gray area at the top
of each column. Click the column heading
to select an entire column. To increase or
decrease the width of a column, drag the line
to the right of the column heading.
comparison operator
A sign that is used in comparison criteria to
compare two values. The six standards are
= Equal to, > Greater than, < Less than, >=
Greater than or equal to, <= Less than or
equal to, and <> Not equal to.
conditional format
A format, such as cell shading or font color,
that Excel automatically applies to cells if a
specified condition is true.
constant
A value that is not calculated. For example, the
number 210 and the text Quarterly Earnings
are constants. An expression, or a value
resulting from an expression, is not a constant.
copy area
The cells that you copy when you want to
paste data into another location. After you
copy cells, a moving border appears around
them to indicate that theyve been copied.
criteria
Conditions you specify to limit which records
are included in the result set of a query.
For example, the following criterion selects
records for which the value for the Order
Amount field is greater than 30,000: Order
Amount > 30000.
criteria pane
The area of the window that displays the
criteria used to limit the records included in
the result set of your query.
current region
The block of filled-in cells that includes the
currently selected cell or cells. The region
extends in all directions to the first empty row
or column.
custom calculation
A method of summarizing values in the data
area of a PivotTable report by using the values
in other cells in the data area. Use the Show
data as list on the PivotTable Field dialog for a
data field to create custom calculations.
D
data region
A range of cells that contains data and that is
bounded by empty cells or datasheet borders.
data series
Related data points that are plotted in a
chart and originate from datasheet rows or
columns. Each data series in a chart has a
unique color or pattern. You can plot one or
more data series in a chart. Pie charts have
only one data series.
data source
A stored set of source information used
to connect to a database. A data source
can include the name and location of the
database server, the name of the database
driver, and information that the database
needs when you log on.
data source driver
A program file used to connect to a specific
database. Each database program or
management system requires a different driver.
data table
A range of cells that shows the results of
substituting different values in one or more
formulas. There are two types of data tables:
one-input tables and two-input tables.
data validation
An Excel feature that you can use to define
restrictions on what data can or should be
entered in a cell, and to display messages
that prompt users for correct entries and
notify users about incorrect entries.
database
A collection of data related to a particular
subject or purpose. Within a database,
information about a particular entity, such
as an employee or order, is categorized into
tables, records, and fields.
default startup workbook
The new, unsaved workbook thats displayed
when you start Excel. The default startup
workbook is displayed only if you havent
included other workbooks in the XLStart folder.
default workbook template
The Book.xlt template that you create to
change the default format of new workbooks.
Excel uses the template to create a blank
workbook when you start Excel or create a
new workbook without specifying a template.
dependents
Cells that contain formulas that refer to other
cells. For example, if cell D10 contains the
formula =B5, cell D10 is a dependent of cell B5.
destination area
The range of cells that you select to hold
the summarized data in a consolidation.
The destination area can be on the same
worksheet as the source data or on a
different worksheet. A worksheet can contain
only one consolidation.
drop-down list box
A control on a menu, toolbar, or dialog box
that displays a list of options when you click
the small arrow next to the list box.
value field
A field from a source list, table, or database
that contains data that is summarized in a
PivotTable report or PivotChart report. A
value field usually contains numeric data,
such as statistics or sales amounts.
E
embedded chart
A chart that is placed on a worksheet rather
than on a separate chart sheet. Embedded
charts are beneficial when you want to view
or print a chart or a PivotChart report with
its source data or other information in a
worksheet.
Excel add-in
Components that can be installed on your
computer to add commands and functions
to Excel. These add-in programs are specific
to Excel. Other add-in programs that are
69 of 76
available for Excel or Office are Component
Object Model (COM) add-ins.
Excel table
Formerly known as an Excel list, you can
create, format, and expand an Excel table to
organize the data on your worksheet.
expression
A combination of operators, field names,
functions, literals, and constants that
evaluates to a single value. Expressions
can specify criteria (such as Order
Amount>10000) or perform calculations on
field values (such as Price*Quantity).
external data
Data that is stored in a database, such
as Access, dBASE, or SQL Server, that is
separate from Query and the program from
which you started Query.
external data range
A range of data that is brought into a
worksheet but that originates outside of
Excel, such as in a database or text file. In
Excel, you can format the data or use it in
calculations as you would any other data.
F
field (database)
A category of information, such as last name
or order amount, that is stored in a table.
When Query displays a result set in its Data
pane, a field is represented as a column.
field (PivotTable report)
In a PivotTable or PivotChart report, a
category of data thats derived from a field in
the source data. PivotTable reports have row,
column, page, and data fields. PivotChart
reports have series, category, page, and data
fields.
fill handle
The small black square in the lowerright corner
of the selection. When you point to the fill
handle, the pointer changes to a black cross.
filter
To display only the rows in a list that
satisfy the conditions you specify. You use
the AutoFilter command to display rows
that match one or more specific values,
calculated values, or conditions.
font
A graphic design applied to all numerals,
symbols, and alphabetic characters. Also
called type or typeface. Arial and Courier
New are examples of fonts. Fonts usually
come in different sizes, such as 10 point, and
various styles, such as bold.
formula
A sequence of values, cell references,
names, functions, or operators in a cell that
together produce a new value. A formula
always begins with an equal sign (=).
formula bar
A bar at the top of the Excel window that
you use to enter or edit values or formulas in
cells or charts. Displays the constant value or
formula stored in the active cell.
Formula Palette
A tool that helps you create or edit a
formula and also provides information about
functions and their arguments.
function (Office Excel)
A prewritten formula that takes a value or
values, performs an operation, and returns a
value or values. Use functions to simplify and
shorten formulas on a worksheet, especially
those that perform lengthy or complex
calculations.
G
grid
A set of intersecting lines used to align objects.
gridlines in charts
Lines you can add to a chart that make it
easier to view and evaluate data. Gridlines
extend from the tick marks on an axis across
the plot area.
group
In an outline or PivotTable report, one
or more detail rows or columns that are
adjacent and subordinate to a summary row
or column.
I
index
A database component that speeds up
searching for data. When a table has an
index, data in the table can be found by
looking it up in the index.
input cell
The cell in which each input value from
a data table is substituted. Any cell on a
worksheet can be the input cell. Although
the input cell does not need to be part of the
data table, the formulas in data tables must
refer to the input cell.
Insert row
In an Excel table, a special row that facilitates
data entry. The Insert row is indicated by an
asterisk.
Internet Explorer
A web browser that interprets HTML files,
formats them into web pages, and displays
them to the user. You can download Internet
Explorer from the Microsoft website at:
http://www.microsoft.com.
item
A subcategory of a field in PivotTable and
PivotChart reports. For instance, the field
Month could have items such as January,
February, and so on.
J
justify
To adjust horizontal spacing so that text is
aligned evenly along both the left and right
margins. Justifying text creates a smooth
edge on both sides.
L
legend
A box that identifies the patterns or colors
that are assigned to the data series or
categories in a chart.
70 of 76
legend keys
Symbols in legends that show the patterns
and colors assigned to the data series (or
categories) in a chart. Legend keys appear to
the left of legend entries. Formatting a legend
key also formats the data marker thats
associated with it.
M
merged cell
A single cell that is created by combining two
or more selected cells. The cell reference
for a merged cell is the upper-left cell in the
original selected range.
moving border
An animated border that appears around a
worksheet range that has been cut or copied.
To cancel a moving border, press ESC.
N
name
A word or string of characters that represents
a cell, range of cells, formula, or constant
value. Use easy-to-understand names, such
as Products, to refer to hard-to-understand
ranges, such as Sales!C20:C30.
Name box
Box at left end of the formula bar that
identifies the selected cell, chart item, or
drawing object. To name a cell or range,
type the name in the Name box and press
ENTER. To move to and select a named cell,
click its name in the Name box.
nonadjacent selection
A selection of two or more cells or ranges
that dont touch each other. When plotting
nonadjacent selections in a chart, make
sure that the combined selections form a
rectangular shape.
O
operator
A sign or symbol that specifies the type of
calculation to perform within an expression.
There are mathematical, comparison, logical,
and reference operators.
outline
Worksheet data in which rows or columns
of detail data are grouped so that you can
create summary reports. The outline can
summarize either an entire worksheet or a
selected portion of it.
outline symbols
Symbols that you use to change the view
of an outlined worksheet. You can show or
hide detailed data by pressing the plus sign,
minus sign, and the numbers 1, 2, 3, or 4,
indicating the outline level.
P
page break
Divider that breaks a worksheet into separate
pages for printing. Excel inserts automatic
page breaks based on the paper size, margin
settings, scaling options, and the positions of
any manual page breaks that you insert.
page break preview
Worksheet view that displays the areas to
be printed and the locations of page breaks.
The area to be printed is displayed in white,
automatic page breaks appear as dashed
lines, and manual page breaks appear as
solid lines.
parameter
In Excel, you can add, change, or remove
parameters to specify cells that are editable in
the viewable worksheet data of Excel Services.
When you save the workbook, the changes are
automatically reflected on the server.
password
A way to protect your worksheet or
workbook. When you protect worksheet
or workbook elements with a password, it
is very important that you remember that
password. Without it, there is no way to
unprotect the workbook or worksheet. You
should always use strong passwords that
combine uppercase and lowercase letters,
numbers, and symbols. Weak passwords
dont mix these elements. Strong password:
Y6dh!et5. Weak password: House27. Use a
strong password that you can remember so
that you dont have to write it down.
paste area
The target destination for data thats been
cut or copied by using the Office Clipboard.
pivot area
The worksheet area into which you drag
PivotTable or PivotChart fields to change
the layout of the report. On a new report,
dashed blue outlines indicate the pivot area
on the worksheet.
PivotChart category field
A field that is assigned a category orientation
in a PivotChart report. In a chart, categories
usually appear on the x-axis, or horizontal
axis, of the chart.
PivotChart report
A chart that provides interactive analysis
of data, like a PivotTable report. You can
change views of data, see different levels
of detail, or reorganize the chart layout by
dragging fields and by showing or hiding
items in fields.
PivotChart series field
A field that is assigned a series orientation
in a PivotChart report. In a chart, series are
represented in the legend.
PivotTable data
In a PivotTable report, the summarized data
thats calculated from the data fields of a
source list or table.
PivotTable grand totals
Total values for all cells in a row or all cells in
a column of a PivotTable report. Values in a
grand total row or column are calculated by
using the same summary function used in
the data area of the PivotTable report.
PivotTable list
A Microsoft Office Web Component that
allows you to create a structure similar to an
Excel PivotTable report. Users can view the
PivotTable list in a web browser and change
its layout in a manner similar to an Excel
PivotTable report.
PivotTable report
An interactive, cross-tabulated Excel report
that summarizes and analyzes data, such
71 of 76
as database records, from various sources,
including ones that are external to Excel.
PivotTable report
An interactive, cross-tabulated Excel report
that summarizes and analyzes data, such
as database records, from various sources
including ones external to Excel.
PivotTable subtotal
A row or column that uses a summary
function to display the total of detail items in
a PivotTable field.
plot area
In a 2-D chart, the area bounded by the
axes, including all data series. In a 3-D chart,
the area bounded by the axes, including
the data series, category names, tick-mark
labels, and axis titles.
precedents
Cells that are referred to by a formula in
another cell. For example, if cell D10 contains
the formula =B5, cell B5 is a precedent to
cell D10.
print area
One or more ranges of cells that you designate
to print when you dont want to print the entire
worksheet. If a worksheet includes a print area,
only the print area is printed.
print titles
Row or column labels that are printed at the
top of or on the left side of every page on a
printed worksheet.
protect
To make settings for a worksheet or
workbook that prevent users from viewing or
gaining access to the specified worksheet or
workbook elements.
report filter
A field thats used to filter a subset of data
in a PivotTable or PivotChart report into one
page for further layout and analysis. You
can either display a summary of all items in
a report filter, or display one item at a time,
which filters out the data for all other items.
R
range
Two or more cells on a sheet. The cells in a
range can be adjacent or nonadjacent.
read-only
A setting that allows a file to be read or
copied but not changed or saved.
refresh (external data range)
To update data from an external data source.
Each time you refresh data, you see the
most recent version of the information in the
database, including any changes that were
made to the data.
refresh (PivotTable report)
To update the contents of a PivotTable or
PivotChart report to reflect changes to the
underlying source data. If the report is based
on external data, refreshing runs the underlying
query to retrieve new or changed data.
relative reference
In a formula, the address of a cell based on
the relative position of the cell that contains
the formula and the cell referred to. If you
copy the formula, the reference automatically
adjusts. A relative reference takes the form A1.
report template
An Excel template (.xlt file) that includes one
or more queries or PivotTable reports that
are based on external data. When you save
a report template, Excel saves the query
definition but doesnt store the queried data
in the template.
row heading
The numbered gray area to the left of each
row. Click the row heading to select an entire
row. To increase or decrease the height of a
row, drag the line below the row heading.
row label
A field thats assigned a row orientation in a
PivotTable report.
S
scenario
A named set of input values that you can
substitute in a worksheet model.
scroll lock
With scroll lock turned on, the arrow keys
scroll the active sheet rather than make a
different cell active. To turn scroll lock off
or on, press the SCROLL LOCK key.
select
To highlight a cell or range of cells on a
worksheet. The selected cells will be affected
by the next command or action.
Select All button
The gray rectangle in the upper-left corner
of a datasheet where the row and column
headings meet. Click this button to select
all cells on a datasheet.
series axis
A chart axis that represents the depth
dimension in a true 3-D chart. It displays
the series names as arbitrary text values;
it cannot display scaled numerical values.
series field
A field thats displayed in the series area of a
PivotChart report. Items in a series field are
listed in the legend and provide the names of
the individual data series.
series lines
In 2-D stacked bar and column charts,
lines that connect the data markers in each
data series that are used to emphasize the
difference in measurement between each
series.
sort order
A way to arrange data based on value or
data type. You can sort data alphabetically,
numerically, or by date. Sort orders use an
ascending (1 to 9, A to Z) or descending (9 to
1, Z to A) order.
72 of 76
source data
The list or table thats used to create a
PivotTable or PivotChart report. Source data
can be taken from an Excel table or range,
an external database or cube, or another
PivotTable report.
summary data
For automatic subtotals and worksheet
outlines, all rows or columns that summarize
detail data. Summary data usually is adjacent
to and below the detail data.
summary function
A type of calculation that combines source data
in a PivotTable report or a consolidation table,
or when you are inserting automatic subtotals
in a list or database. Examples of summary
functions include Sum, Count, and Average.
T
template
A workbook that you create and use as
the basis for other similar workbooks.
You can create templates for workbooks
and worksheets. The default template for
workbooks is called Book.xlt. The default
template for worksheets is called Sheet.xlt.
text box
A rectangular object on a worksheet or chart,
in which you can type text.
tick marks and tick-mark labels
Tick marks are small lines of measurement,
similar to divisions on a ruler, that intersect an
axis. Tickmark labels identify the categories,
values, or series in the chart.
titles in charts
Descriptive text that is automatically aligned
to an axis or centered at the top of a chart.
total row
A special row in an Excel table that provides
a selection of aggregate functions useful for
working with numerical data.
V
values area
The part of a PivotTable report that contains
summary data. Values in each cell of the
values area represent a summary of data
from the source records or rows.
value axis
A chart axis that displays scaled numerical
values.
view
A set of display and print settings that you
can name and apply to a workbook. You
can create more than one view of the same
workbook without saving separate copies of
the workbook.
W
Web query
A query that retrieves data stored on your
intranet or the Internet.
workbook
A spreadsheet program file that you create
in Excel. A workbook contains worksheets
of rows and columns in which you can enter
and calculate data.
worksheet
The primary document that you use in Excel
to store and work with data. Also called a
spreadsheet. A worksheet consists of cells
that are organized into columns and rows; a
worksheet is always stored in a workbook.
workspace file
A file that saves display information about
open workbooks, so that you can later
resume work with the same window sizes,
print areas, screen magnification, and display
settings. A workspace file doesnt contain the
workbooks themselves.
World Wide Web
A system for navigating the Internet or
through a collection of workbooks and other
Office documents connected by hyperlinks
and located on a network share, a company
intranet or the Internet. When you use a web
browser, the web appears as a collection of
text, pictures, sounds, and digital movies.
wrap
In text, to break a line of text automatically on
reaching a margin or object and continue the
text on a new line.
X
XML
Extensible Markup Language (XML): A
condensed form of Standard Generalized
Markup Language (SGML) that enables
developers to create customized tags that
offer flexibility in organizing and presenting
information.
3
3-D reference
A reference to a range that spans two or
more worksheets in a workbook.
Thank you to the Microsoft Corporation for the detailed Glossary of Terms
Sage Intelligence
Make smarter, more confident business decisions more quickly than
ever before.
A robust, integrated report designer in a familiar Excel format. Sage Intelligence powered by
Alchemex is an intelligent step forward for accounting and business professionals who are struggling
with their current reporting needs. Use the familiar interface of Microsoft Excel to access critical
business information.
Make insightful decisions with customizable dashboards
Transform data from multiple data sources into strategic decision-making intelligence
Quickly identify and respond to trends and abnormalities, use multidimensional analysis,
and perform what if scenarios that go beyond just transactional data
Easily manage and consolidate data from multiple companies and gain a competitive edge
to succeed in todays fast-paced global market
Sage Intelligence powered by Alchemex is integrated into many Sage accounting software solutions.
For a complete listing of Sage products, or for further information about Sage North America, visit:
www.SageNorthAmerica.com
2011 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service
names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated
entities. All other trademarks are the property of their respective owners. 11-29061/0611
Sage North America is part of The Sage Group plc, a leading global supplier of business
management software and services. At Sage, we live and breathe business every day. We are
passionate about helping our customers achieve their ambitions. Our range of business software
and services is continually evolving as we innovate to answer our customers needs. Our solutions
support accounting, operations, customer relationship management, human resources, time
tracking, merchant services, and the specialized needs of the construction, distribution, healthcare,
manufacturing, nonprot, and real estate industries. Sage North America employs more than 5,000
people and supports nearly 2.9 million small and medium-size business customers. The Sage
Group plc, formed in 1981, was oated on the London Stock Exchange in 1989 and now employs
14,800 people and supports 5.7 million customers worldwide.

Sage Intelligence 100 Ms Excel Tips and Tricks

Transféré par

Informations du document

Copyright

Formats disponibles

Partager ce document

Partager ou intégrer le document

Options de partage

Avez-vous trouvé ce document utile ?

Ce contenu est-il inapproprié ?

Droits d'auteur :

Formats disponibles

Sage Intelligence 100 Ms Excel Tips and Tricks

Transféré par

Droits d'auteur :

Formats disponibles

Sage Intelligence

Tips & Tricks

skills to the next level

-based reporting solution powered by Alchemex and integrated into many

2005 Analysis Services.

Vous aimerez peut-être aussi