Excel 2000 Level 2 Vicon

Microsoft Excel 2000
Level 2
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Page i
EXCEL 2000 LEVEL 2

ABOUT VICON .......................................................................................................... I
COPYRIGHT & TRADEMARKS............................................................................ I
DISCLAIMER ............................................................................................................ I
LESSON 1 - USING AUTOMATIC FORMATTING AND STYLES..................1
Using Automatic Formatting Features .....................................................................2
Applying an AutoFormat..........................................................................................2
Changing AutoFormat Options ................................................................................4
Extending List Formats and Formulas......................................................................5
Creating a Style by Example ....................................................................................7
Applying a Style .......................................................................................................9
Creating a New Style..............................................................................................10
Modifying a Style ...................................................................................................12
Merging Styles .......................................................................................................14
Exercise ..................................................................................................................16
Using Automatic Formatting and Styles ............................................................16
LESSON 2 - WORKING WITH DATA SERIES .................................................19
Using the Series Command ....................................................................................20
Creating a Linear Series .........................................................................................21
Creating a Date Series ............................................................................................23
Using a Stop Value.................................................................................................24
Exercise ..................................................................................................................27
Working with Data Series ..................................................................................27
LESSON 3 - USING CONDITIONAL AND CUSTOM FORMATS..................29
Applying Conditional Formats ...............................................................................30
Changing a Conditional Format .............................................................................32
Adding a Conditional Format .................................................................................33
Deleting a Conditional Format ...............................................................................35
Creating a Custom Format......................................................................................36
Exercise ..................................................................................................................40
Using Conditional and Custom Formats ............................................................40
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LESSON 4 - USING LARGE WORKSHEETS ....................................................41

Increasing the Magnification ..................................................................................42
Decreasing the Magnification.................................................................................43
Changing the Magnification of a Range.................................................................45
Switching to Full Screen View...............................................................................46
Splitting the Window..............................................................................................48
Removing Split Windows.......................................................................................50
Freezing the Panes..................................................................................................51
Unfreezing the Panes ..............................................................................................52
Exercise ..................................................................................................................54
Using Large Worksheets ....................................................................................54
LESSON 5 - WORKING WITH MULTIPLE WORKSHEETS.........................57
Using Multiple Worksheets ....................................................................................58
Navigating between Worksheets ............................................................................59
Selecting Worksheets .............................................................................................60
Renaming Worksheets............................................................................................61
Selecting Multiple Worksheets...............................................................................62
Inserting Worksheets ..............................................................................................63
Deleting Worksheets ..............................................................................................65
Printing Selected Worksheets.................................................................................66
Exercise ..................................................................................................................68
Working with Multiple Worksheets ...................................................................68
LESSON 6 - MANAGING WORKSHEETS.........................................................69
Copying Worksheets ..............................................................................................70
Moving Worksheets................................................................................................71
Using Grouped Worksheets....................................................................................72
Moving Data between Worksheets.........................................................................73
Copying Data between Worksheets........................................................................74
Creating 3-D Formulas ...........................................................................................76
Using Functions in Worksheets..............................................................................78
Exercise ..................................................................................................................80
Managing Worksheets........................................................................................80
LESSON 7 - WORKING WITH OUTLINES .......................................................83
Applying an Outline ...............................................................................................84
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Expanding/Collapsing an Outline...........................................................................86
Modifying Outline Settings ....................................................................................87
Clearing an Outline.................................................................................................88
Using Auto Outline.................................................................................................89
Exercise ..................................................................................................................91
Working with Outlines .......................................................................................91
LESSON 8 - USING PASTE SPECIAL.................................................................93
Working with Paste Special....................................................................................94
Copying Formats between Worksheets ..................................................................95
Copying Values between Worksheets ....................................................................96
Copying Formulas between Worksheets ................................................................97
Performing Mathematical Operations ....................................................................99
Exercise ................................................................................................................101
Using Paste Special ..........................................................................................101
LESSON 9 - WORKING WITH LABELS IN FORMULAS.............................103
Using Labels in Formulas.....................................................................................104
Using Labels to Define a Range ...........................................................................104
Using Multiple Stacked Headings ........................................................................106
Referring to Individual Cells ................................................................................108
Exercise ................................................................................................................111
Working with Labels in Formulas....................................................................111
LESSON 10 - MANAGING DATA ......................................................................113
Sorting Lists .........................................................................................................114
Sorting in Ascending/Descending Order..............................................................114
Finding Data .........................................................................................................116
Replacing Data .....................................................................................................118
Exercise ................................................................................................................121
Managing Data .................................................................................................121
LESSON 11 - MANAGING FILES......................................................................123
Changing Workbook Properties ...........................................................................124
Selecting File Views.............................................................................................125
Finding Files based on Criteria.............................................................................127
Clearing Search Criteria .......................................................................................130
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Searching by File Name .......................................................................................131

Sorting Excel Files ...............................................................................................132
Copying Excel Files to a Floppy Diskette ............................................................134
Exercise ................................................................................................................136
Managing Files .................................................................................................136
LESSON 12 - USING MULTIPLE WORKBOOKS ..........................................137
Opening Multiple Workbook Windows ...............................................................138
Cascading Open Workbook Windows .................................................................139
Activating Cascaded Workbook Windows...........................................................141
Viewing Multiple Workbook Windows ...............................................................142
Activating Tiled Workbook Windows .................................................................144
Copying Data between Workbooks......................................................................144
Saving a Workspace .............................................................................................146
Closing All Open Workbooks ..............................................................................147
Opening a Workspace...........................................................................................149
Linking Workbooks..............................................................................................150
Opening Linked Workbooks ................................................................................152
Exercise ................................................................................................................153
Using Multiple Workbooks ..............................................................................153
INDEX......................................................................................................................155
Page vi
LESSON 1 USING AUTOMATIC FORMATTING AND STYLES

In this lesson, you will learn how to:
Use automatic formatting features
Apply an AutoFormat
Change AutoFormat options
Extend list formats and formulas
Create a style by example
Apply a style
Create a new style
Modify a style
Merge styles
Lesson 1 - Using Automatic Formatting and Styles
Microsoft Excel Level 2
USING AUTOMATIC FORMATTING FEATURES
Discussion
While formatting the information in a worksheet can give it a professional appearance,
it can also be a time-consuming process. Excel includes many automatic formatting
features that you can use to save time formatting data. One such feature is
AutoFormat, which allows you to select from a list of preset formats and apply the
formatting to your worksheet.
Another feature, which uses the Extend list formats and formulas option,
automatically repeats the existing formatting pattern when new data is entered.
In addition, styles can be created to apply a combination of formats to a cell at the
same time. If you always format a Totals row with a currency format, no decimal
places, a 12 point Times New Roman bold font, a gray fill color, and a border line
above and below the cell, you can save this format combination as a style. When you
apply the style, all the formats are applied to the selected cells. Styles are saved with
the current workbook only, but you can merge styles created in another workbook to
the workbook on which you are currently working.
APPLYING AN AUTOFORMAT
Discussion
You can use the AutoFormat feature to assign preset formats to a range of cells.
AutoFormats create attractive, professional-looking table designs in a worksheet.
AutoFormats include border styles, number formats, shading, font changes, and
changes in column width and row height.
AutoFormats are designed to format worksheet data that contains certain features,
such as column and row headings, total rows, and detailed data. AutoFormats may not
work properly with other types of worksheet layouts. When applying an AutoFormat,
you can either select a range of cells or a single cell in a range.
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Applying an AutoFormat
If you do not like an applied AutoFormat, you can remove it

using the Undo button.
Step-by-Step
From the Student Data directory, open AUTOFMT.XLS.
Apply an AutoFormat to a range.
Steps
Practice Data
1. Drag to select the range you want to

format.
The range is selected.
Drag A2:I7
2. Select the Format menu.

The Format menu appears.
Click Format
3. Select the AutoFormat command.

The AutoFormat dialog box opens.
Click AutoFormat...
4. Select the desired format from one of

the displayed AutoFormats samples.
An AutoFormat sample is selected.
Click Classic 1
Page 3
Steps
Practice Data
5. Select OK.
The AutoFormat dialog box closes and
the AutoFormat is applied to the
selected range.
Click OK
Click any cell to deselect the range.
CHANGING AUTOFORMAT OPTIONS
Discussion
If you do not want to apply all the formatting in an AutoFormat sample, you can select
which options you want to disable. By default, all the options are enabled. These
options include Number, Border, Font, Patterns, Alignment, and Width/Height. If
you disable an option, any formatting associated with that option is not applied to the
selected range when you apply the AutoFormat sample.
Changing AutoFormat options
Page 4
Step-by-Step
Change AutoFormat options.
Steps
Practice Data

format.
Drag A2:I7

Click Format
3. Select the AutoFormat command.

The AutoFormat dialog box opens.
Click AutoFormat...
4. Select the desired format from one of

the displayed AutoFormat samples.
An AutoFormat sample is selected.
Click Accounting 2
5. Select Options.
A list of available options appears at
the bottom of the AutoFormat dialog
box.
Click Options...
6. Deselect the check box of the option

you do not want to apply.
The check box is deselected.
Number to
Click
deselect it
7. Deselect the check box of any other

options you do not want to apply.
The check boxes are deselected.
Width/Height to
Click
deselect it
8. Select OK.
The AutoFormat dialog box closes and
the AutoFormat is applied to the
selected range without the deselected
options.
Click OK
EXTENDING LIST FORMATS AND FORMULAS
Discussion
When you add new data to the next row in a list, Excel automatically applies the
formatting and formulas from the previous row. Enabled by default, this feature can
Page 5
be disabled using the Extend list formats and formulas option on the Edit page in
the Options dialog box.
To extend the formats and formulas to a new row in a list, the formats and formulas
must exist in at least three of the preceding five rows of the list. Therefore, to take
advantage of this time-saving feature, you must enter the first three rows of data along
with the necessary formulas, and then format the list. As you enter the next new row
of data, Excel will automatically extend the formatting and formulas as you type.
If you are using different formatting on alternate rows of a list,

you must repeat one of the formats on at least three rows for
Excel to extend the formats and formulas to a new row.
When typing data across a row, use the [Tab] key instead of
the [Enter] key to move to the next cell. The [Tab] key moves
the active cell to the right instead of down. When you have
finished entering a row of data, press the [Enter] key to move
the active cell to the first column of the next row in the list.
You can also use the [Tab] key to move horizontally in a
selected range.
Step-by-Step
Use extended formats and formulas.
Display the Sheet2 worksheet.
Page 6
Steps
Practice Data
1. Select the Tools menu.

The Tools menu appears.
Click Tools
2. Select the Options command.

The Options dialog box opens.
Click Options...
3. Select the Edit tab.

The Edit page appears.
Click the Edit tab
4. Select the Extend list formats and

formulas option, if necessary.
The Extend list formats and formulas
option is selected.
Extend list
Click
formats and formulas, if
necessary
Steps
Practice Data
5. Select OK.
The Options dialog box closes and the
Extend list formats and formulas
option is enabled.
Click OK
6. Select the first cell in the next row of a

list in which formatting and formulas
exist on at least three of the preceding
five rows.
The cell is selected.
Click cell A11
7. Type the new list information.

The formatting and formulas in the list
are extended to the new row of data.
Follow the instructions

shown below the table to
complete this step
Type the following data into row 11, starting with the word Chicago. Press [Tab]
after each entry to move to the next column in the row. Do not type anything into cell
E11, just press [Tab] to move to cell F11.
A
Office
Chicago
Jan
Feb
Mar
Total Sales
Expenses
2145
1934
2790
1355
Notice that Excel automatically repeats the formatting of the list in the new row. The
formulas in cells E11, G11, and H11 are automatically extended. Type Paris into cell
A12 to see if the alternating fill pattern repeats.
CREATING A STYLE BY EXAMPLE
Discussion
A style is a group of formats that are applied to cells. Styles are useful because they
allow you to apply more than one format to cells at one time. For example, if you are
formatting a title in a worksheet using a variety of cell formats such as color, pattern,
alignment, font, and numeric formatting, you can use a style to apply them all at once
rather than having to apply each format individually. A style can include any
combination of number formats, font size and style, text alignment, text color,
background color, borders, and protection. In addition, styles ensure consistency
throughout a worksheet.
The easiest way to create a style is to use style by example. Before creating a style by
example, the desired formats must be applied to at least one cell in the worksheet.
These formats will be used to create a new style. For example, if one cell in a
Page 7
worksheet is formatted with the desired numeric and font formats, you can use the
attributes applied to that cell to create a style by example.
Creating a style by example
You can change the formats contained in a style at a later time,

if desired.
Step-by-Step
Create a style by example using the formats applied to a cell.
Display the Sheet3 worksheet.
Page 8
Steps
Practice Data
1. Select the cell containing the formats

you want to include in the style.
The active cell moves accordingly.
Click cell E1

Click Format
3. Select the Style command.

The Style dialog box opens with the
text in the Style name text box
selected.
Click Style...
Steps
Practice Data
4. Type a name for the style in the Style

name text box.
The name appears in the Style name
text box and the attributes of the style
appear under Style Includes (By
Example).
Type Title
5. Select OK.
The Style dialog box closes and the
style by example is created.
Click OK
APPLYING A STYLE
Discussion
Once a style has been created, the style name appears in the Style name list in the
Style dialog box. You can apply the style to any selected cell or range of cells on any
worksheet in a workbook. For example, in a sales worksheet, you can apply the same
style to any cell where sales were higher than projected.
Selecting a style to apply
When a style is selected in the Style dialog box, a list of the

formats included with that style appears under Style includes.
Page 9
Step-by-Step
Apply a style to cells.
If necessary, display the Sheet3 worksheet.
Steps
Practice Data
1. Select the range to which you want to

apply the style.
Drag A3:H3

Click Format

The Style dialog box opens.
Click Style...
4. Select the Style name list.

A list of style names appears.
Click Style name
5. Select the name of the style you want

to apply.
The style name appears in the Style
name text box and the attributes of the
style appear under Style includes.
Click Title
6. Select OK.
range is formatted with the selected
style.
Click OK
Click in a blank area of the worksheet to deselect the range. Widen columns F and H,
as necessary, to adjust for the new style.
CREATING A NEW STYLE
Discussion
You can create a new style using the Style dialog box. When creating a new style,
Excel opens the Format Cells dialog box. You can select any of the cell format
attributes. For example, you can create a style for the title rows in a worksheet using
numeric formatting, fonts, patterns, borders, and protection attributes. When you close
the Style dialog box, the active cell is formatted with the newly created style.
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You can deselect any group of attributes under Style includes

in the Style dialog box.
Step-by-Step
Create a new style.
Steps
Practice Data
1. Select the cell to which you want to

apply a newly created style.
Click cell A9

Click Format

The Style dialog box opens with the
text in the Style name text box
selected.
Click Style...
4. Type a name for the style in the Style

name text box.
The name appears in the Style name
text box.
Type Total Row
5. Select Modify.
The Format Cells dialog box opens.
Click Modify...
6. Select the Number tab.

The Number page appears.
Click the Number tab, if

necessary
7. Select the desired number format.

The number format is selected.
Click Currency
8. Select additional options, as desired.

The desired options are selected.
Click Decimal places

to 2, if necessary
9. Select the Alignment tab.

The Alignment page appears.
Click the Alignment tab
10. Select the desired alignment list under

Text alignment.
A list of alignments appears.
Click Horizontal
11. Select the desired alignment option.

The desired alignment option is
selected.
Click Center
Page 11
Steps
Practice Data
12. Select the Font tab.

The Font page appears.
Click the Font tab
13. Select the desired font options.

The desired font options are selected.
Click Italic in the Font

style list box
14. Select the Border tab.

The Border page appears.
Click the Border tab
15. Select the desired border options.

The desired border options are
selected.
under Border
Click
(third down from the top)
16. Select the Patterns tab.

The Patterns page appears.
Click the Patterns tab
17. Select the desired pattern options.

The desired pattern options are
selected.
Click the light yellow

color (upper palette, fifth
row, third column)
18. Select the Protection tab.

The Protection page appears.
Click the Protection tab
19. Select the desired protection options.

The desired protection options are
selected.
Locked, if
Click
necessary
20. Select OK.

The Format Cells dialog box closes
and the attributes of the newly created
style appear under Style Includes (By
Example) in the Style dialog box.
Click OK
21. Select OK.

selected cell is formatted with the
newly created style.
Click OK
Practice the Concept: Apply the Total Row style to the range B9:H9. Widen
columns B, C, and D, as necessary, to adjust for the new style.
MODIFYING A STYLE
Discussion
You can modify an existing style. After you modify a style, all the cells formatted
with that style are updated to reflect the modifications. For example, if a style is
Page 12
applied to all the column headings in a worksheet, you can modify the style in one cell
and all the column headings will update.
Step-by-Step
Modify a style.
Steps
Practice Data
1. Select the cell that contains the style

you want to modify.
Click cell A3

Click Format

Click Style...
4. Select Modify.
Click Modify...
5. Select the tab that contains the

attributes you want to change.
The selected page appears.
Click the Border tab
6. Change options as desired.

The desired options are changed.
under Border
Click
(third down from the top)
7. Select OK.
and the new attributes appear under
Style includes.
Click OK
8. Select OK.
The Style dialog box closes and all
cells formatted with the modified style
are updated.
Click OK
Close AUTOFMT.XLS.
Page 13
MERGING STYLES
Discussion
Styles are only saved with the current workbook. You can, however, merge styles
from another workbook into your present workbook. This option saves time when you
need to recreate the same styles over and over. For example, if you create a sales
worksheet for each month, you can merge the styles created in one monthly worksheet
into another. In order to merge styles, both workbooks must be open. If the workbook
into which you are merging contains styles with the same names as styles in the
workbook you are merging from, you can choose to replace the existing styles in the
workbook into which you are merging.
The Merge Styles dialog box
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You cannot selectively replace styles. You must replace all the
styles with the same name.
Step-by-Step
From the Student Data directory, open AUTOSTYL.XLS and AUTOFMT2.XLS.
Merge styles from another workbook.
Display the Autostyl workbook.
Steps
Practice Data

Click Format

Click Style...
3. Select Merge.
The Merge Styles dialog box opens.
Click Merge...
4. Select the workbook from which you

want to merge styles.
The workbook is selected.
Click Autofmt2.xls
5. Select OK.
The Merge Styles dialog box closes
and, if applicable, a message box
opens, asking if you want to merge
styles with the same name.
Click OK
6. If the workbooks contain styles with

the same name, select Yes to replace
the styles in the current workbook with
the merged styles or No to merge
styles without replacing.
The message box closes, and the styles
in the current workbook are replaced
with the merged styles or the styles are
merged without replacing.
Click Yes, if necessary
7. Select OK.
styles are merged.
Click OK
Row 9 was previously formatted with the Total Row style. Notice that the formatting
in row 9 is replaced with the new Total Row style. Widen columns B, C, and D, as
necessary, to adjust for the new style.
Practice the Concept: Select the range A3:H3 and cell E1 and apply the Title style.
Close AUTOSTYL.XLS and AUTOFMT2.XLS.
Page 15
EXERCISE
USING AUTOMATIC FORMATTING AND STYLES
Task
Use the automatic formatting features and styles to format a worksheet.
1. Open Region10.
2. Format the range A1:I7 with the Accounting 1 AutoFormat.
3. Reformat the range. Select the List 1 AutoFormat and apply it
without the Font and Border options.
4. Add the following data for row 8.
A8:
B8:
C8:
D8:
E8:
G8
Mexico
14545
18404
21300
24500
22300
5. Display Sheet2.
6. Use the formats in cell A1 to create a style by example. Name the
style Heading.
7. Apply the Heading style to the ranges A2:A3 and A7:G7.
8. Create a style named Totals for the totals in row 12. The style should
include a currency format with no decimals; a bold, 11 pt. font; a
border on the top of the cell (first option from the top under Border);
and a light yellow background color (upper palette, third column,
fifth row). (Hint: Make sure that you select a cell to which you want
to apply the newly created style.)
9. Apply the Totals format to the range A12:G12.
10. Modify the Heading style to make the font bold and italic and the
font color red (upper palette, first column, third row). (Hint: Make
sure that you select a cell that contains the style you want to modify.)
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11. Open Ceq1.

12. Merge the styles from Region10 to Ceq1. Select Yes to merge styles
that have the same names.
13. Apply the Totals style to the range A12:G12.
14. Close both workbooks without saving them.
Page 17
LESSON 2 WORKING WITH DATA SERIES

Use the Series command
Create a linear series
Create a date series
Use a stop value
Lesson 2 - Working with Data Series
USING THE SERIES COMMAND
Discussion
If you need to enter a sequence of values on a worksheet, you can use the Series
command. Although you can create simple series using the fill handle on a cell, the
Series command opens a dialog box with additional options.
In the Series dialog box, you can choose one of the following series types: Linear,
Growth, Date, or AutoFill. You can also set a step value (the amount by which the
series increases in each cell) and a stop value (the value at which the series should
end).
You can use the Series command in two ways. If you select a range before you open
the Series dialog box, the Series in option automatically reflects the direction of the
selection and you do not need to enter a stop value. The series ends when the range is
filled. If you do not select a range, the Series in option defaults to Rows and you must
indicate the direction for the fill as well as enter a stop value.
The following table displays how Excel completes a data series, based on the initial
entry or entries.
Type of Series
Initial Entry or
Entries
Extended Series
Linear
2, 3, 4
1,4
7, 10, 13
1000, 975
950, 925, 900
1, 2
4, 8, 16
(The step value is 2)
1, 4
16, 64, 256

(The step value is 4)
1000
1100, 1210, 1331

(The step value is 1.1)
1 Jan
2 Jan, 3 Jan, 4 Jan
1/1/99
1/2/99, 1/3/99, 1/4/99
1/1/99, 2/1/99
3/1/99, 4/1/99, 5/1/99
Growth
Date
Page 20
Type of Series
Initial Entry or
Entries
Extended Series
AutoFill
Qtr 1
Qtr 2, Qtr 3, Qtr 4
1st Area
2nd Area, 3rd Area, 4th Area
Sample 1, of the Lot

In the last example for the AutoFill series type, the comma between Sample 1 and of
the Lot indicates that the items are located in adjacent cells.
CREATING A LINEAR SERIES
Discussion
When you create a linear series, the values are increased or decreased by a constant
value. For example, if you enter the number 1 in the first cell of a range, Excel enters
2, 3, 4, etc., in the remaining cells of the range. If you enter the number 10 in the first
cell and use a step value of 10, Excel fills the subsequent cells with 20, 30, 40, etc.
Creating a linear series
Page 21
Step-by-Step
From the Student Data directory, open SALES71.XLS.
Create a linear series using the Series dialog box.
Steps
Practice Data
1. Select the cell for the first value in the

linear series.
Click cell A4, if necessary
2. Type the first value in the series.

The text appears in the cell and on the
formula bar.
Type 1
3. Press [Enter].
The text is entered in the cell.
Press [Enter]
4. Select the range you want to fill.

Drag A4:A15
5. Select the Edit menu.

The Edit menu appears.
Click Edit
6. Point to the Fill command.

The Fill submenu appears.
Point to Fill
7. Select the Series command.

The Series dialog box opens.
Click Series...
8. Under Type, select the Linear option.

The Linear option is selected and the
text in the Step value text box is
selected.
Click Linear, if
necessary
9. Enter the desired step value in the Step

value text box.
The text appears in the Step value text
box.
Type 1, if necessary
10. Select OK.

The Series dialog box closes and the
range is filled with the linear series.
Click OK
Click anywhere in the worksheet to deselect the range.
Page 22
CREATING A DATE SERIES
Discussion
When you create a date series, the values are incremented by date units. For example,
if you enter Jan-99 in the first cell of a range, Excel fills the remaining cells of the
range with Feb-99, Mar-99, etc.
In the Series dialog box, you can choose from four date units: Day, Weekday,
Month, or Year. In addition, you are not restricted to entering dates in a date format.
For example, if you enter Jan 1 as the starting value, Excel recognizes it as a date and
creates the series accordingly.
Filling cells with a date series
Page 23
Step-by-Step
Create a date series using the Series dialog box.
Steps
Practice Data
1. Select the cell for the first date in the

series.
Click cell B4
2. Type the first date in the series.

formula bar.
Type 1/31/99
3. Press [Enter].
Press [Enter]
4. Select the range you want to fill.

Drag B4:B15

Click Edit

Point to Fill

Click Series...
8. Under Date unit, select the desired

date unit.
The desired date unit option is
selected.
Click
9. Select OK.
range is filled with the date series.
Click OK
Month
USING A STOP VALUE
Discussion
If you know the value at which you want a series to stop, you do not have to first
select a range on the worksheet. For example, you may want a series of cells to
display the dates 1980 to 2010. The step value determines the value by which each
Page 24
value in the series is incremented and the stop value provides the means for entering
the ending value in the series. Excel ends the series when the increments reach the
stop value.
A date series created with a stop value
Step-by-Step
Use a stop value to create a series.
Steps
Practice Data
1. Select the cell for the first value in the

series.
Click cell E4
2. Type the first value in the series.

formula bar.
Type 1980
3. Press [Enter].
Press [Enter]
4. Select the cell that starts the series.

Click cell E4

Click Edit
Page 25
Steps
Practice Data

Point to Fill

Click Series...
8. Under Series in, select the Rows or

Columns option as desired.
The desired option is selected.
Click
9. Select the Step value text box.

The text in the Step value text box is
selected.
Double-click the Step

value text box
10. Type the desired step value.

The text appears in the Step value text
box.
Type 5
11. Select the Stop value text box.

The insertion point appears in the Stop
value text box.
Press [Tab]
12. Type the desired stop value.

The text appears in the Stop value text
box.
Type 2015
13. Select OK.

range is filled with the series until
Excel reaches the stop value.
Click OK
Columns

Close SALES71.XLS.
Page 26
EXERCISE
WORKING WITH DATA SERIES
Task
Use data series to create a worksheet.
1. Open Offer.
2. Enter the date 11/1/99 into cell A5.
3. Create a date series with an increment of seven days and a stop value
of 11/29/99. Create the series down column A in the range A5:A9.
4. Type the number 1 in cell A13, select the range A13:A18, and create
a linear series.
5. Type Nov 99 in cell B13, select the range B13:B18, and create a date
series that uses monthly units.
6. Close the workbook without saving it.
Page 27
LESSON 3 USING CONDITIONAL AND CUSTOM FORMATS

Apply conditional formats
Change a conditional format
Add a conditional format
Delete a conditional format
Create a custom format
Lesson 4 - Using Large Worksheets
APPLYING CONDITIONAL FORMATS
Discussion
You can use the Conditional Formatting feature to emphasize data that meets certain
conditions in cells or formulas. You can set up the Conditional Formatting feature
so that all sales that are greater than or equal to a certain value will appear in a
different color. You can change the formatting option that is used to emphasize data
which meets a condition.
The Conditional Formatting feature has two options, the Cell Value Is and Formula
Is. The Cell Value Is option allows you to compare the values of selected cells to
conditions, such as greater than or less than. The Formula Is option allows you to
compare the results of a logical formula to a selected range of cells, where the formula
produces either a true or false result indicated by the selected formatting.
Applying conditional formats
You can use the Format Painter button to copy conditional

formatting from one range to another.
Formats applied with the AutoFormat feature do not override

conditional formatting.
Step-by-Step
From the Student Data directory, open CONDFMT.XLS.
Apply conditional formats using the Conditional Formatting feature.
If necessary, display the Qtr1 worksheet.
Page 30
Steps
Practice Data
1. Drag to select the range to which you

want to apply conditional formatting.
Drag B3:D6

Click Format
3. Select the Conditional Formatting

command.
The Conditional Formatting dialog
box opens.
Click Conditional
Formatting...
4. Select the first list under Condition 1

to choose the criteria on which you
want to apply the conditional
formatting.
A list containing Cell Value Is and
Formula Is appears.
Click the first
5. Select the desired option.

The desired option is selected.
Click Cell Value Is
6. Select the second list under Condition

1 to choose the desired condition.
A list of conditions appears.
Click the second
7. Select the desired condition.

The condition is selected.
Click greater than
8. Select the text box under Condition 1.

The insertion point appears in the text
box.
Click in the text box
9. Type the value you want to use as the

formatting criteria.
The value appears in the text box.
Type 2000
10. Select Format.

Click Format...
11. Select the Color list.

A color palette appears.
Click Color
12. Select the color you want to apply to

the values that meet the specified
condition.
The color is selected.
Click red (third row, first

color)
13. Select OK.

and the format appears in the preview
under Condition 1.
Click OK
Page 31
Steps
Practice Data
14. Select OK.

box closes and the conditional
formatting is applied to those cells that
meet the specified condition.
Click OK
Click any cell to deselect the range. Notice that the data in cells with values greater
than 2000 appears in red.
Change the number in cell B6 to 2105. The number appears in red because it is greater
than 2000.
CHANGING A CONDITIONAL FORMAT
Discussion
You can change a conditional format. For example, you may have a worksheet that
displays cells with values less than $4000 in red. You can change the condition to
recognize a different value.
Step-by-Step
Change the conditional format of a range.
Page 32
Steps
Practice Data
1. Drag to select the range containing the

conditional format you want to
change.
Drag B3:D6

Click Format

command.
box opens.
Click Conditional
Formatting...
Steps
Practice Data

Click the second

Click less than
6. Double-click the text box under

Condition 1.
The text box is selected.
Double-click in the text

box

new formatting criteria.
Type 1800
8. Select OK.
box closes and the changed
conditional format is applied to those
cells that meet the specified condition.
Click OK
Click any cell to deselect the range. Notice that the cells with values less than 1800
display in red.
ADDING A CONDITIONAL FORMAT
Discussion
You can have more than one conditional format for a range of cells. You can have a
worksheet that displays cells with values less than $4000 in red and cells with values
greater than $8000 in blue.
Page 33
Step-by-Step
Add a second conditional format to a range.
Page 34
Steps
Practice Data

conditional format to which you want
to add another condition.
Drag B3:D6

Click Format

command.
box opens.
Click Conditional
Formatting...
4. Select Add.
box expands to display a section for
Condition 2.
Click Add

Click the second

Condition 2

Click greater than
7. Select the text box under Condition 2.

The insertion point appears in the text
box.
Click the text box under

Condition 2

new formatting criteria.
Type 2000
9. Select Format under Condition 2.

Click Format... under

Condition 2
10. Select the Color list.

A color palette appears.
Click Color
under
Steps
Practice Data
11. Select the color you want to apply to

the values that meet the specified
condition.
The color is selected.
Click blue (second row,

sixth color)
12. Select OK.

and the format appears in the preview
under Condition 2.
Click OK
13. Select OK.

box closes and the Condition 2
formatting is applied to those cells that
meet the specified condition.
Click OK
Click any cell to deselect the range. Notice that the cells with values greater than 2000
display in blue and cells with values less than 1800 display in red.
DELETING A CONDITIONAL FORMAT
Discussion
You can delete one or more conditions from a conditionally formatted range. For
example, you may have a worksheet that displays cells with values less than $4000 in
red and cells with values greater than $8000 in blue. You may want to delete the
condition which displays values in blue so that only one condition is emphasized.
Step-by-Step
Delete the conditional format from a range.
Steps
Practice Data

conditional format you want to delete.
Drag B3:D6

Click Format
Page 35
Steps
Practice Data

command.
box opens.
Click Conditional
Formatting...
4. Select Delete.
The Delete Conditional Format dialog
box opens.
Click Delete...
5. Select the check box of the condition

you want to delete.
The appropriate check box is selected.
Click
6. Select OK.
The Delete Conditional Format dialog
box closes and the Condition 2 section
is removed from the Conditional
Formatting dialog box.
Click OK
7. Select OK.
box closes and the Condition 2
formatting is removed from the cells in
the range.
Click OK
Condition 2
Click any cell to deselect the range. Notice that the cells with values greater than 2000
no longer appear in blue.
CREATING A CUSTOM FORMAT
Discussion
If you want to format a number using a format that does not exist in Excel, you can
create a custom number format. Custom number formats can contain text, hyphens,
and symbols. For example, in a sales worksheet, you can create a custom number
format that will display price per pound with the text per lb appearing after the
numbers.
When you create a custom number format, you can use an existing format as the basis
for the new format. Custom number formats use the following conventions:
1. A number sign (#) indicates a placeholder and is used when you need
to indicate at what position to place a comma.
Page 36
2. A zero (0) is used when a number should always be displayed. For

example, if there is no number for the position, Excel will display a
0, such as in 0.5.
3. The format can contain four sections separated by semi-colons. The
first section controls the appearance of positive numbers. The second
section controls the appearance of negative numbers. The third
section controls the appearance of zero values. The fourth section
controls the appearance of text. If only two sections exist, the first
controls positive numbers and zero values and the second controls
negative numbers.
4. Each section can be displayed in a color. You place the color name
in brackets at the beginning of the section, i.e., [RED].
5. Text in number formats must be surrounded by quotes ( ).
The following number format [CYAN] #,##0.0 "per lb";[RED](#,##0.0)"per
lb";"N/A" displays positive numbers in a cyan color with 1 decimal place followed
by the text per lb, negative numbers in red surrounded by parentheses with 1 decimal
place followed by the text per lb, and zeros as the text N/A.
After you create a custom number format, it is available in the Type list box when
Custom is selected in the Category list box on the Number page in the Format Cells
dialog box.
The Format Cells dialog box
Page 37
The Format Cells dialog box also allows you to format a range
of cells with a specific category, such as Date, Fraction, or
Scientific.
Step-by-Step
Create a custom format.
Display the Bonus worksheet.
Page 38
Steps
Practice Data

apply a custom format.
Click cell C4

Click Format
3. Select the Cells command.

Click Cells...
4. Select the Number tab.

The Number page appears.
Click the Number tab, if

necessary
5. Select Custom in the Category list

box.
A list of custom formats appears in the
Type list box.
Click Custom
6. Select the format that most closely

resembles the format you want to
create in the Type list box.
The format is selected and appears in
the Type text box.
Scroll as necessary and

click $#,##0_);($#,##0)
(tenth format from the top)
7. Place the insertion point in the desired

location in the Type text box.
The insertion point appears in the
desired location in the Type text box.
Click at the end of the

format in the Type text
box
8. Make the desired changes to the

format.
The changes appear in the Type text
box.
Type ;"N/A"
Steps
Practice Data
9. When you have finished making

changes, select OK.
and the custom format is applied to the
selected cell.
Click OK
Practice the Concept: Apply the newly created custom number format to the range
C5:C7. The custom number format appears at the bottom of the Type list box when
Custom is selected in the Category list box.
Close CONDFMT.XLS.
Page 39
EXERCISE
USING CONDITIONAL AND CUSTOM FORMATS
Task
Use conditional and custom formatting features to format a worksheet.
1. Open Region25.
2. Apply conditional formatting to the range B5:E9 so that the cells
with values greater than $45000 display in red (third row, first color).
3. Change the conditional formatting of the range B5:E9 so that the
cells with values less than $45000 display in red.
4. Add a conditional format to the range B5:E9 so that, in addition to
displaying cells with values less than $45000 in red, you also display
cells with values greater than $50000 in green (second row, fourth
color).
5. Delete the conditional formatting from the range B5:E9 that displays
cells with values less that $45000 in red.
6. Create a custom number format for cell H5 that displays positive
numbers in blue with the currency format and no decimal places; and
negative numbers in red with parentheses, the currency format, and
no decimal places. To save time, you can use an existing format
similar to the one you are creating. (Hint: Make sure that you select
a cell to which you want to apply a custom number format.)
7. Apply the custom format to the range H6:H9.
Page 40
LESSON 4 USING LARGE WORKSHEETS

Increase the magnification
Decrease the magnification
Change the magnification of a range
Switch to Full Screen view
Split the window
Remove split windows
Freeze the panes
Unfreeze the panes
Page 41
INCREASING THE MAGNIFICATION
Discussion
You can increase the magnification of cells. Magnifying the display is similar to using
a magnifying glass; it makes the cells and their contents appear larger. This option is
useful when you want to view a small portion of the worksheet in greater detail. For
example, with a worksheet containing annual sales, you may want to view only sales
for the current quarter.
The default magnification is 100%. The larger the percentage, the larger the cells
appear. For example, with a magnification of 200%, the cells appear twice as large as
with a magnification of 100%.
A worksheet zoomed to 200%
Page 42
Changing the magnification affects the display only. It does

not affect printing.
You can also use the Zoom list on the Standard toolbar to
change the magnification.
Step-by-Step
From the Student Data directory, open COMM09.XLS.
Increase the magnification of a worksheet.
Steps
Practice Data
1. Select the View menu.

The View menu appears.
Click View
2. Select the Zoom command.

The Zoom dialog box opens.
Click Zoom...
3. Under Magnification, select the

desired option.
The desired Magnification option is
selected.
Click
4. Select OK.
The Zoom dialog box closes and the
magnification of the worksheet
increases accordingly.
Click OK
200%
Practice the Concept: Use the Zoom list on the Standard toolbar to change the
magnification back to 100%.
DECREASING THE MAGNIFICATION
Discussion
You can decrease the magnification of cells. Decreasing the magnification makes the
cells appear smaller and allows more cells to appear in the window. This option is
useful when you want to view a larger portion of the worksheet. For example, with a
worksheet containing annual sales, you may want to view the sales for the entire year,
or you may want to review the formatting or layout of the entire worksheet.
The default magnification is 100%. The smaller the magnification, the smaller the
cells appear. For example, with a magnification of 50%, the cells appear half as large
as with a magnification of 100%.
Page 43
A worksheet zoomed to 75%
Changing the magnification affects the display only. It does

not affect printing.
You can also use the Zoom list on the Standard toolbar to
change the magnification.
Step-by-Step
Decrease the magnification of a worksheet.
Page 44
Steps
Practice Data

Click View

Click Zoom...
3. Under Magnification, select the

desired option.
The desired Magnification option is
selected.
Click
75%
Steps
Practice Data
4. Select OK.
magnification of the worksheet
decreases accordingly.
Click OK
magnification back to 100%.
CHANGING THE MAGNIFICATION OF A RANGE
Discussion
You can magnify a selected range so that its size adjusts as needed to fit the worksheet
window. It is useful to zoom selections when you need to view all the cells in a range
at the same time. For example, with a worksheet containing annual sales figures, you
may want to zoom in on the numbers that make up the annual sales.
A range zoomed to fit the screen
Page 45
Step-by-Step
Change the magnification of a range to fit the screen.
Steps
Practice Data
1. Drag to select the range for which you

want to change the magnification.
Drag A1:E7

Click View

Click Zoom...
4. Select the Fit Selection option.

The Fit Selection option is selected.
Click
5. Select OK.
magnification of the range changes to
fit the screen.
Click OK
Fit Selection
magnification back to 100%. Deselect the range.
SWITCHING TO FULL SCREEN VIEW
Discussion
You can view a worksheet without viewing screen elements such as toolbars and title
bars using Full Screen view. This option allows you to display a large portion of a
large worksheet. For example, you can use Full Screen view to display as much of an
annual worksheet as possible without changing the magnification.
Page 46
Full Screen view
When viewing the worksheet in Full Screen view, a Full

Screen toolbar appears. If you close the Full Screen toolbar,
you must select the Full Screen command from the View
menu to return to the Normal view.
Step-by-Step
Switch to Full Screen view to view more of a worksheet.
Steps
Practice Data

Click View
2. Select the Full Screen command.

The worksheet appears in Full Screen
view.
Click Full Screen
3. To return to Normal view, click the

Close Full Screen button on the Full
Screen toolbar.
The worksheet appears in Normal
view.
Click Close Full Screen
Page 47
SPLITTING THE WINDOW
Discussion
If you need to view two or more areas of a large worksheet at the same time, you can
split the workbook window into panes. Panes display different areas of the same
worksheet. You can use panes to view different areas of the workbook that do not
normally appear on the screen at the same time. For example, in a large worksheet
containing sales for many regions, you can view the totals of each region in a separate
pane.
You can split the workbook window into two or four panes. With two panes, you can
have either horizontal or vertical panes. With four panes, the display is divided into
four sections.
To split the window, you use the horizontal and vertical split boxes. The horizontal
split box is located at the top of the vertical scroll bar. The vertical split box is located
at the right end of the horizontal scroll bar. When you drag the split boxes, a line
appears in the worksheet indicating where the split is located. You can drag the line to
readjust the size of the panes.
When the window is split into panes, you can use the scroll bars to view different
areas of the same worksheet. Horizontal panes have separate vertical scroll bars and
share the same horizontal scroll bar. As a result, horizontal panes can scroll up and
down independently but they scroll left and right simultaneously. Vertical panes have
separate horizontal scroll bars and share the same vertical scroll bar. As a result,
vertical panes can scroll right and left independently but they scroll up and down
simultaneously. When you split the window into four panes, the vertical panes share a
vertical scroll bar and the horizontal panes share a horizontal scroll bar.
Page 48
A window split into four panes
Double-clicking the horizontal split bar splits the window

above the active cell. Double-clicking the vertical split bar
splits the window to the left of the active cell.
Step-by-Step
Split the window into four panes to view different areas of the worksheet.
Steps
Practice Data
1. To split the workbook window into

horizontal panes, drag the horizontal
split box to the desired row position.
The worksheet window is split
horizontally.
Drag the horizontal split

box to between rows 8 and
9
2. To view different areas of the

worksheet in the horizontal panes,
click either vertical scroll bar.
The horizontal panes display different
areas of the worksheet.
in the lower
Click
pane until the third quarter
data appears
Page 49
Steps
Practice Data
3. To split the workbook window into

vertical panes, drag the vertical split
box to the desired column position.
The worksheet window is split
vertically.
Drag the vertical split box

to between columns D and
E
4. To view different areas of the

worksheet in the vertical panes, click
either horizontal scroll bar.
The vertical panes display different
areas of the worksheet.
in the right pane

Click
three times
REMOVING SPLIT WINDOWS
Discussion
You can remove the panes from a workbook window by double-clicking the
horizontal or vertical split bar. You can remove the panes when you no longer need to
view distant areas of the worksheet. For example, after you have viewed the regional
totals in a large sales worksheet, you may want to view only the figures for one
region.
Step-by-Step
Remove the panes from a workbook window.
Page 50
Steps
Practice Data
1. To remove horizontal panes, doubleclick the horizontal split bar.

The horizontal panes are removed.
Double-click the
horizontal split bar
2. To remove vertical panes, double-click

the vertical split bar.
The vertical panes are removed.
Double-click the vertical

split bar
FREEZING THE PANES
Discussion
Occasionally a worksheet is so large you cannot view the column or row headings and
all the data at the same time. When this happens, it is difficult to view the headings for
the data in the worksheet. For example, in a worksheet containing sales figures for
several hundred sales representatives, you cannot view the column headings and the
representatives at the bottom of the list at the same time. To solve this problem, you
can freeze worksheet titles in panes. Freezing panes prevents the row and column
headings from scrolling out of view as you navigate the worksheet. Frozen panes are
indicated by a line below a row and a line to the right of a column.
Frozen row and column headings
Page 51
Step-by-Step
Freeze the panes in a worksheet in order to view both the column and row headings at
the same time.
Steps
Practice Data
1. To freeze both row and column

headings, place the active cell in the
cell directly below the column
headings you want to freeze and to the
right of the row headings you want to
freeze.
Click cell B3
2. Select the Window menu.

The Window menu appears.
Click Window
3. Select the Freeze Panes command.

The rows above and the columns to the
left of the active cell are frozen.
Click Freeze Panes
Move to cell I24. Notice that rows 1 and 2 and column A do not scroll.
UNFREEZING THE PANES
Discussion
After you have frozen headings in a large worksheet, you can unfreeze the panes.
Unfreezing removes the panes so that title rows or columns are no longer frozen on
the screen.
Page 52
Step-by-Step
Unfreeze the panes in a worksheet so that the row and column headings are no longer
frozen.
Steps
Practice Data

Click Window
2. Select the Unfreeze Panes command.

The headings are no longer frozen.
Click Unfreeze Panes
Move to cell I24. Notice that the row and column headings are no longer frozen.
Close COMM09.XLS.
Page 53
EXERCISE
USING LARGE WORKSHEETS
Task
Use features for working with a large worksheet.
1. Open Region11.
2. Zoom the worksheet to 75% so that you can view more of it on the
screen.
3. Zoom the range A1:E11 to fit the selection.
4. Return the view to 100%.
5. Display the document in Full Screen view.
6. Switch to Normal view.
7. Split the screen into two vertical panes so that you can view both the
Total Sales and the Percent of Total columns.
8. Remove the panes.
9. Freeze the row headings in column A and the column headings in
rows 1 through 4.
10. Scroll to display the Avg. Sales and Percent of Total columns.
Page 54
11. Unfreeze the panes.

Page 55
LESSON 5 WORKING WITH MULTIPLE WORKSHEETS

Use multiple worksheets
Navigate between worksheets
Select worksheets
Rename worksheets
Select multiple worksheets
Insert worksheets
Delete worksheets
Print selected worksheets
Lesson 5 - Working with Multiple Worksheets
USING MULTIPLE WORKSHEETS
Discussion
Workbook files can contain multiple worksheets. Using multiple worksheets is a
convenient way to manage related data in the same workbook. For example, you can
enter sales data for individual months, quarters, or regions in separate worksheets.
You also can create summary worksheets that add numbers from each of the
worksheets in a workbook. In addition, you can group worksheets to apply consistent
formatting, as well as to print all the worksheets as a group.
By default, a new workbook contains three worksheets. The name of each worksheet
appears on a tab above the status bar. The default name is Sheet followed by a
number. You can change the name to indicate the type of information on the
worksheet. For example, if your worksheet contained your weekly expenses, you
could rename the default worksheet Expenses. A workbook can contain up to 255
worksheets. Worksheets can be moved and copied within the current workbook.
A workbook with multiple worksheets
Page 58
To change the number of default worksheets, select the

General page in the Options dialog box.
NAVIGATING BETWEEN WORKSHEETS
Discussion
The active worksheet is the worksheet that is currently displayed. You can display a
worksheet by clicking its tab; however, by default, only six worksheet tabs appear in
the workbook window. If you have more than six worksheets, you cannot see all the
worksheet tabs at one time. For example, in a workbook that contains worksheets for
every month of the year, the tabs for the last few months of the year would be hidden,
depending on how the months are named. If the worksheet tab you want to view is not
visible, you can use the tab scrolling buttons to display hidden tabs.
Button Function
Displays the next worksheet tab to the right.
Displays the previous worksheet tab to the left.
Displays the last worksheet tab in the workbook.
Displays the first worksheet tab in the workbook.
You can drag the tab split box located to the left of the
horizontal scroll bar as desired to display more or fewer tabs.
You can double-click the tab split box to return the tab display
to the default number of tabs.
Page 59
Step-by-Step
From the Student Data directory, open MONTH1.XLS.
Navigate between worksheets.
Steps
Practice Data
1. To view the next tab to the right, click

the Next Tab button.
The next worksheet tab to the right
appears.
Click
2. To view the next tab to the left, click

the Previous Tab button.
The next worksheet tab to the left
appears.
Click
3. To view the last worksheet tab, click

the Last Tab button.
The last worksheet tab appears.
Click
4. To view the first worksheet tab, click

the First Tab button.
The first worksheet tab appears.
Click
5. To view the contents of a worksheet,

click the desired worksheet tab.
The worksheet appears.
Click the February tab
SELECTING WORKSHEETS
Discussion
You can select a worksheet at any time by displaying the sheet list. The sheet list
contains the name of all the worksheets in a workbook. It is a convenient tool when
using a workbook with a large number of worksheets. For example, in an annual
workbook containing monthly worksheets, you can use the sheet list to quickly select
and view the third month in each quarter, one at a time.
Page 60
The sheet list
Step-by-Step
Select a worksheet using the sheet list.
Steps
Practice Data
1. Click the right mouse button on any

tab scrolling button.
The sheet list appears.
Click the right mouse
2. Select the desired worksheet.

Click Sheet11
button on
RENAMING WORKSHEETS
Discussion
You can replace the default worksheet names with descriptive names. For example, a
worksheet containing January sales figures can be named January. Worksheet names
can be up to 31 characters long, but cannot include colons (:), slash marks (/),
Page 61
backslashes (\), question marks (?), or asterisks (*). In addition, the name cannot be
enclosed in square brackets ([]). Each worksheet name in a workbook must be unique.
Step-by-Step
Rename a worksheet.
If necessary, go to Sheet 11.
Steps
Practice Data
1. Double-click the worksheet tab you

want to rename.
The worksheet name is selected.
Double-click the Sheet11

tab
2. Type the desired worksheet name.

The worksheet name appears on the
tab.
Type November
3. Press [Enter].
The worksheet name changes.
Press [Enter]
Practice the Concept: Rename Sheet 12 to December.
SELECTING MULTIPLE WORKSHEETS
Discussion
Before you can apply a command to a worksheet, you must select the worksheet. If
you select multiple worksheets, you can apply a command to all the worksheets at the
same time. For example, you can copy, move, delete and print all the worksheets in a
selected group at the same time. In addition, when you insert new sheets, the number
of sheets you select determines the number of sheets inserted.
Page 62
To deselect a selected worksheet without deselecting the

group, hold the [Ctrl] key and click the worksheet tab, and
release the [Ctrl] key.
When multiple worksheets are selected, the text [Group]

appears next to the title of the workbook.
To deselect worksheet tabs, you click an unselected worksheet

tab.
Step-by-Step
Select multiple worksheets.
Steps
Practice Data
1. Click the tab of the first worksheet you

want to select.
The worksheet appears and the tab is
selected.

click the January tab
2. Hold [Shift] and click the tab of the

last adjacent worksheet you want to
select.
The worksheet tabs are selected.
Hold [Shift] and click the

March tab
3. To add non-adjacent worksheets to the

group, hold [Ctrl] and click the tab of
the worksheet you want to add.
The worksheet tab is selected.
Hold [Ctrl] and click the

June tab
Deselect the worksheet tabs by clicking the unselected April tab.
INSERTING WORKSHEETS
Discussion
You can insert new worksheets into a workbook. For example, in a workbook
containing worksheets for each month of the year, you can add worksheets for each
quarter of the year. New worksheets are inserted to the left of the active worksheet.
Excel gives new worksheets a default worksheet name, which you can change, if
desired.
Page 63
Inserting worksheets
If you select multiple adjacent worksheets, multiple

worksheets are inserted. You cannot insert non-adjacent
worksheets.
Step-by-Step
Insert a worksheet before another worksheet.
Steps
Practice Data
1. Select the worksheet to the left of

which you want to insert a new
worksheet.
The worksheet is selected.
Click the April tab
2. Select the Insert menu.

The Insert menu appears.
Click Insert
3. Select the Worksheet command.

The inserted worksheet appears to the
left of the active worksheet.
Click Worksheet
Rename the new worksheet Qtr 1.

Page 64
DELETING WORKSHEETS
Discussion
You can delete unwanted worksheets. For example, you can delete a worksheet used
for temporary calculations. When you delete a worksheet, the entire worksheet and the
data it holds are permanently removed from the workbook.
Deleting worksheets
If you select multiple worksheets, multiple worksheets are

deleted.
Step-by-Step
Delete a worksheet.
Scroll to display the last worksheet in the workbook.
Steps
Practice Data
1. Click the right mouse button on the tab

of the worksheet you want to delete.
A shortcut menu appears.
Click the right mouse

button on the Annual tab
2. Select the Delete command.

A Microsoft Excel message box opens.
Click Delete
3. Select OK.
The Microsoft Excel message box
closes and the worksheet is deleted.
Click OK
Page 65
PRINTING SELECTED WORKSHEETS
Discussion
You can print some or all the worksheets in a workbook. For example, in an annual
workbook containing monthly worksheets, you may want to print only the worksheets
for the most recent months.
When printing one or more worksheets instead of the entire workbook, you must
select the worksheets you want to print prior to opening the Print dialog box.
Printing selected worksheets
Page 66
You can print and preview the entire workbook by selecting

the Entire Workbook option in the Print dialog box.
After selecting the desired worksheets, you can preview how

they will print by selecting the Print Preview button on the
Standard toolbar.
Step-by-Step
Print selected worksheets.
Steps
Practice Data
1. Select the first worksheet you want to

print.

click the January tab
2. Hold [Shift] and click the tab of the

last adjacent worksheet you want to
print.
The worksheets are selected.

March tab
3. Select the File menu.

The File menu appears.
Click File
4. Select the Print command.

The Print dialog box opens.
Click Print...
5. Select the Active sheet(s) option, if

necessary.
The Active sheet(s) option is selected.
Click Active sheet(s), if

necessary
6. Select OK.
The Print dialog box closes and Excel
prints the selected worksheets.
Click OK
Practice the Concept: Select the April, May, and June worksheets and use the Print
Preview button to view the printouts. Close the Preview window.
Close MONTH1.XLS.
Page 67
EXERCISE
WORKING WITH MULTIPLE WORKSHEETS
Task
Work with multiple worksheets in a workbook.
1. Open Region12.
2. Display the Totals worksheet.
3. Select the Totals and By Week worksheets.
4. Keeping both sheets selected, insert two new worksheets.
5. Rename the first inserted worksheet Northwest.
6. Rename the second inserted worksheet Southwest.
7. Delete the By Week worksheet.
8. Print the Northeast and Southeast worksheets.

Page 68
LESSON 6 MANAGING WORKSHEETS

Copy worksheets
Move worksheets
Use grouped worksheets
Move data between worksheets
Copy data between worksheets
Create 3-D formulas
Use functions in worksheets
Lesson 6 - Managing Worksheets
COPYING WORKSHEETS
Discussion
You can copy a worksheet and its contents to a new location. This option is useful
after you have designed a framework for a worksheet (e.g., monthly column headings,
row headings, formatting, and formulas) and you want to use that framework for
several similarly structured worksheets.
When you copy a worksheet, the new copy is given the name of the original
worksheet followed by a sequential number. You can also copy multiple grouped
worksheets. After the worksheets have been copied, they are automatically ungrouped.
A copied worksheet
Page 70
When copying multiple worksheets, you must drag the tab for
the first worksheet in the group, which appears in bold type.
Otherwise, if you hold the [Ctrl] key and click the tab of
another worksheet in the selected group, that worksheet is
deselected.
If you cannot view the destination location for the copied

worksheet, drag the copy beyond the edge of the displayed
worksheet tabs. The tabs scroll to display additional
worksheets.
Step-by-Step
From the Student Data directory, open MONTH2.XLS.
Copy a worksheet.
Steps
Practice Data
1. Select the tab of each worksheet you

want to copy.
The worksheet tab(s) are selected.

click the Qtr 3 tab
2. Hold [Ctrl] and drag the selected

worksheet tab(s) to the desired
location.
Copies of the worksheet(s) appear in
the new location.
Hold [Ctrl] and drag the

Qtr 3 tab to the right of
the December tab
Rename the copied worksheet Qtr 4.
MOVING WORKSHEETS
Discussion
You can move a worksheet to a new location in a workbook and still have it retain the
same name and contents. Moving worksheets allows you to rearrange them or to place
new worksheets in a desired location in the workbook. For example, in an annual
workbook containing monthly worksheets, you may want to reorder the worksheets so
that the first, second, and third months in each quarter are adjacent.
You can also move multiple grouped worksheets. After multiple grouped worksheets
have been moved, they are automatically ungrouped.
Page 71
Step-by-Step
Move a worksheet.
Display the Annual worksheet tab.
Steps
Practice Data
1. Select the tab of each worksheet you

want to move.
The worksheet tab(s) are selected.

click the Annual tab
2. Drag the selected worksheet tab(s) to

the desired location.
The worksheet(s) appear in the new
location.
Drag the Annual tab to

the left end of the
horizontal scroll bar to the
right of the Qtr 4
worksheet
USING GROUPED WORKSHEETS
Discussion
When multiple worksheets are selected, the worksheets are grouped. If you type, edit,
create formulas, or format entries in one of the grouped worksheets, entries in the
same cell in all the grouped worksheets change.
Grouping is useful when you want to create the same structure and appearance in all
the worksheets in a workbook. For example, when creating monthly worksheets in a
workbook, you can group the worksheets so that you can enter and format all the
column headings, row headings, and formulas in the group at one time.
Step-by-Step
Group worksheets and edit and format entries in the worksheets in the group.
If necessary, display all the buttons on the Formatting toolbar.
Scroll as necessary to display the Qtr 1 and Qtr 2 tabs.
Page 72
Steps
Practice Data
1. Select the first worksheet you want to

group.
Click the Qtr 1 tab
2. Hold [Ctrl] and click the tab of any

additional worksheets you want to add
to the group.
The worksheets are selected.
Hold [Ctrl] and click the

Qtr 2 tab
3. Select the cell in which you want to

enter information.
4. Type the desired entry.

The entry appears in the cell and on
the formula bar.
Type WSG Quarterly

Report
5. Press [Enter].
The text, numbers, or formulas are
entered into the corresponding cell in
each of the selected worksheets.
Press [Enter]

apply formatting.
Click cell A1
7. Apply the desired formatting.

The corresponding cell is formatted in
each of the selected worksheets.
Click
Click the June tab to deselect the worksheets. View the Qtr 1 and the Qtr 2
worksheets to verify the changes.
Practice the Concept: Replace the text in cell A1 in the Qtr 3 and Qtr 4 worksheets
with the underlined text WSG Quarterly Report. Ungroup the worksheets.
MOVING DATA BETWEEN WORKSHEETS
Discussion
If a worksheet contains data that can be better utilized on another worksheet, you can
move data from one worksheet to the other.
The most common reason for moving data is to break up a single large worksheet into
several smaller ones. For example, if a workbook consists of one large worksheet
containing data for each month of the year, you can move the monthly data to separate
worksheets.
Page 73
You can move data between worksheets using drag-and-drop

editing by holding the [Alt] key as you drag.
Step-by-Step
Move data between worksheets.
If necessary, display all the buttons on the Standard toolbar.
Steps
Practice Data
1. Select the worksheet containing the

data you want to move.
Click the October tab
2. Drag to select the cells you want to

move.
The cells are selected.
Drag A11:I16
3. Click the Cut button.

A dashed border appears around the
selected cells.
Click
4. Select the destination worksheet.

Click the November tab
5. Select the first cell in the paste range.

Click cell A2
6. Click the Paste button.

The cells appear in the paste range.
Click
Practice the Concept: Select the December data in the range A20:I25 on the October
worksheet and move it to cell A2 in the December worksheet. On the October
worksheet, delete the headings in cells A10 and A19. If necessary, close the
Clipboard toolbar.
COPYING DATA BETWEEN WORKSHEETS
Discussion
You can copy data between worksheets using the same techniques you use to copy
and move data within a worksheet. For example, if one worksheet contains
Page 74
information you want to include on each worksheet in the workbook, you can copy the
information as needed.
When copying data between worksheets, formulas update to the new locations just as
they do when you copy information within a worksheet.
You can also copy data to another worksheet by dragging.

Select the data, press the [Ctrl] and [Alt] keys, and drag the
selection by its border, first to the worksheet tab, and then
when the worksheet appears, to the desired location.
Step-by-Step
Copy data between worksheets.
Steps
Practice Data

data you want to copy.

click the August tab
2. Drag to select the cells you want to

copy.
The cells are selected.
Drag H2: I7
3. Click the Copy button.

A blinking dashed border appears
around the selection.
Click
4. Select the destination worksheet.

The corresponding worksheet appears.
Click the September tab
5. Select the first cell in the paste range.

Click cell H2

The copied cells appear in the paste
range in the worksheet.
Click
Page 75
CREATING 3-D FORMULAS
Discussion
You can create formulas on one worksheet that refer to numbers on other worksheets
in the same or different workbooks. You can use 3-D formulas to summarize data
from all the worksheets in a workbook. For example, you can create quarterly
worksheets in an annual workbook that summarize data from each month. Like all
formulas, 3-D formulas update whenever the data used in the formula changes.
In 3-D formulas, the worksheet names are separated from the cell address by an
exclamation point (!). For example, the following formula adds the number in cell E3
in each of four quarterly worksheets:
=Qtr 1!E3+Qtr 2!E3+Qtr 3!E3+Qtr 4!E3
Creating a 3-D formula
Step-by-Step
Create 3-D formulas in a worksheet.
Page 76
Steps
Practice Data
1. Select the worksheet in which you

want to enter the formula.
Scroll as necessary click

the Qtr 1 tab

enter the formula.
Click cell B3
3. Type =.
An equal sign (=) appears in the cell
and on the formula bar.
Type =
4. Select the worksheet containing

information you want to use in the
formula.
formula bar followed by an
exclamation point (!) and the
worksheet appears.
Click the January tab
5. Select the cell containing the

formula.
The cell address appears after the
worksheet name in the formula.
Click cell E3
6. Type the desired mathematical

operator.
The operator appears in the formula.
Type +

next piece of information you want to
use in the formula.
The worksheet name appears in the
formula and the worksheet appears.
Click the February tab
8. Select the cell containing the

formula.
Click cell E3
9. Continue adding mathematical

operators and cell addresses as needed
to complete the formula.
The formula is completed.

shown below the table
before continuing on to
the next step
10. Press [Enter].

The result of the formula appears in
the cell containing the formula.
Press [Enter]
Page 77
Type a plus sign (+) and then click cell E3 on the March worksheet to complete the
formula. The completed formula should be:
=January!E3+February!E3+March!E3.
Return to the table and continue on to the next step.
Copy the formula to the range B4:B6.
USING FUNCTIONS IN WORKSHEETS
Discussion
You can perform calculations on cells in multiple, adjacent worksheets by creating
functions that use 3-D ranges. For example, you can use a 3-D range to sum the
monthly totals that appear at the same cell address in multiple adjacent worksheets.
Since the function refers to the same cell address in adjacent worksheets, you can
group the worksheets and then create the function. This technique can save time in
creating functions such as SUM and AVERAGE.
In formulas that contain 3-D ranges, the worksheet names are separated from the cell
address by an exclamation point (!). For example, in the following formula, the SUM
function adds the numbers in cell F3 in four quarterly worksheets:
=SUM(Qtr 1:Qtr 4!F3)
Using functions in worksheets
Page 78
Step-by-Step
Use a function in a worksheet.
Steps
Practice Data

want to enter the function.
Click the Qtr 1 tab, if

necessary

enter the formula.
Click cell C3
3. Type =, followed by the function name

and an open parenthesis ( ( ).
An equal sign (=) and the function
name appear in the cell and on the
formula bar.
Type =sum(
4. Select the first worksheet containing

the information you want to use in the
function.
formula bar followed by an
exclamation point (!) and the
worksheet appears.
Click the January

worksheet
5. Select the cell that contains the

function.
Click cell F3
6. Hold [Shift] and select the last

worksheet you want to include in the
3-D range.
The 3-D range appears in the formula.

March tab
7. Type the closing parenthesis ( ) ).

The closing parenthesis ( ) ) appears
in the formula.
Type )
8. Press [Enter].
the cell containing the formula.
Press [Enter]
Copy the formula to the range C4:C6.

Close MONTH2.XLS.
Page 79
EXERCISE
MANAGING WORKSHEETS
Task
Manage the data in multiple worksheets.
1. Open Region13.
2. Select the Northeast worksheet. Move the data in the range A12:E20
to cell A1 in the Southeast worksheet.
3. Copy the title in cell A1 in the Southeast worksheet to cell A1 in the
Central worksheet.
4. Group the worksheets Northeast through By Week.
5. Display the Northeast worksheet. Select the range A1:E9 and
change the font to Arial. Change the font size of cell A2 to 12 points.
Change the width of column E to 11 characters.
6. Ungroup the worksheets and view the change.
7. Copy the Northeast worksheet and place it after the Totals
worksheet. Rename the copy Expenses.
8. Display the By Week worksheet.
9. In cell B5, create a formula that adds the total sales of all five regions
for Jan, Week 1. The values are located in cell B5 on each of the
five regional worksheets. (The answer should be 41,325). Copy the
formula to the range B6:B8.
10. In cell C5, use a 3-D =SUM() function to add the values in cell C5
on each of the five regional worksheets. (The answer should be
42,435). Copy the function to the range C5:D8.
Page 80
Page 81
LESSON 7 WORKING WITH OUTLINES

Apply an outline
Expand/Collapse an outline
Modify outline settings
Clear an outline
Use Auto Outline
Lesson 7 - Working with Outlines
APPLYING AN OUTLINE
Discussion
Outlining a worksheet makes it easier to understand and analyze information. Outlines
divide a worksheet into logical units or levels. Lower levels usually contain the detail
data associated with a higher level (such as a row or column of summary data).
You can use outline levels to group similar information together. Then, you can
collapse and expand the outline to control the level of detail that appears.
Outlines allow you to see the relationships between detail data and summary data. For
example, if a formula in cell A10 totals the numbers in cells A1 through A9, you can
use the Outline feature to display a symbol on the left side of the worksheet, showing
that the total in row 10 is based on the detail data in rows 1 through 9.
Outlining is a convenient way to display summary data. A complex sheet (such as one
that contains monthly sales figures for each region of a company) can be large and
difficult to use. You must often scroll through detail data to locate the summary data.
When you use an outline, you can hide the detail data in order to display only the
desired information. In addition, you can print just the summary data.
Applying an outline
Page 84
An outline can have up to eight levels of detail.
Excel assumes that the detail data for rows and columns
appears above or to the left of the summary rows and columns.
If this is not the case, you can change the direction by
selecting the Settings command from the Group and Outline
submenu on the Data menu.
If you select a group of cells in a worksheet, rather than an

entire group of columns or rows, you can indicate how you
want the cells grouped by selecting the Rows or Columns
option in the Group dialog box. You can open the Group
dialog box by selecting the desired cells and then selecting the
Data menu, pointing to the Group and Outline submenu, and
then selecting the Group command.
Step-by-Step
From the Student Data directory, open OUTLINE.XLS.
Apply an outline to a worksheet.
If necessary, go to the District 1 worksheet.
Steps
Practice Data
1. Drag to select the rows or columns that

contain the detail data.
The columns are selected.
Drag column headings B

through D
2. Select the Data menu.

The Data menu appears.
Click Data
3. Point to the Group and Outline

command.
The Group and Outline submenu
appears.
Point to Group and

Outline
4. Select the Group command.

The selected columns or rows are
grouped and the outline symbol
appears at the top of the worksheet.
Click Group...
Practice the Concept: Drag B3:I7 and apply an outline to the rows by selecting the
Rows option in the Group dialog box. Select OK to close the Group dialog box.
Apply an outline to rows 11 through 14. Click any cell to deselect the range.
Page 85
EXPANDING/COLLAPSING AN OUTLINE
Discussion
Once you have grouped rows and/or columns into an outline, you can then collapse
and expand the outline levels. Collapsing a level hides the detail data for that level.
Expanding a level displays the detail data for that level.
Expanding and collapsing outline levels allows you to control how much data appears
on the screen and also how much data is printed.
Collapsing an outline
Page 86
You can also use the row and column level symbols at the top
left corner of the worksheet to expand and collapse an outline.
The symbols represent the number of outline levels you want
to display. For example, you can click the 1 to display only the
data on level 1, the highest level. When you click the 2, the
data on both levels 1 and 2 appears.
Step-by-Step
Collapse and expand the details in an outline.
If necessary, go to the District 1 worksheet.
Steps
Practice Data
1. To collapse an outline level, click the

hide detail symbol.
The detail levels are hidden.
Click
above column E
2. To expand an outline, click the show

detail symbol.
The detail levels appear in the
worksheet.
Click
above column E
Practice the Concept: Collapse and expand the January detail rows. Click the 1 row
level number to collapse all the grouped rows. Click the 2 row level number to expand
all the collapsed rows.
MODIFYING OUTLINE SETTINGS
Discussion
When you apply an outline to a worksheet, Excel assumes that the summary data is
below the detail rows or to the right of the detail columns. If your worksheet is set up
differently, you can change the default settings. You should change the settings before
you apply the outlines.
Modifying outline settings
Page 87
Step-by-Step
Modify outline settings.
If necessary, display the District 1 worksheet in the expanded outline mode.
Steps
Practice Data

Click Data

command.
appears.
Point to Group and

Outline
3. Select the Settings command.

The Settings dialog box opens.
Click Settings...
4. Select or deselect the desired option.

The desired option is selected or
deselected.
Click
Summary
columns to right of detail
to deselect it
5. Select OK.
The Settings dialog box closes and the
hide detail symbols move accordingly.
Click OK
Practice the Concept: Open the Settings dialog box and select the Summary
columns to right of detail option.
CLEARING AN OUTLINE
Discussion
You can remove all outline levels to clear an outline from a worksheet. Although all
the data remains on the worksheet, the distinctions between detail and summary data
are removed.
Page 88
You can clear specific parts of an outline by selecting the

grouped rows or columns and ungrouping them. This action
moves the rows or columns to the next highest level. If you
want to clear the entire outline, do not select any cells.
If you clear an outline by mistake, you must recreate it. You

cannot use the Undo function to reverse the action.
Step-by-Step
Clear an outline from a worksheet.
If necessary, go to the District 1 worksheet and deselect any selected ranges.
Steps
Practice Data

Click Data

command.
appears.
Point to Group and

Outline
3. Select the Clear Outline command.

The outline is cleared and the outline
symbols no longer appear.
Click Clear Outline
USING AUTO OUTLINE
Discussion
You can create an outline automatically on a worksheet using Auto Outline. Excel
analyzes your worksheet and creates levels based on the summary formulas it finds.
To use Auto Outline, the worksheet must be set up according to the following criteria:
1. The worksheet must have rows or columns that summarize detail
data.
2. The orientation of the summary rows or columns to the detail data
must be consistent across the worksheet. That is, the summary rows
or columns must be consistently above, below, to the right, or to the
left of the detail data.
Page 89
If a range is selected, Auto Outline creates an outline for that

range only. If only one cell is selected, Auto Outline creates an
outline for the entire worksheet.
Step-by-Step
Use Auto Outline to create an outline in a worksheet.
Go to the District Rpt. worksheet.
Steps
Practice Data

Click Data

command.
appears.
Point to Group and

Outline
3. Select the Auto Outline command.

The outline symbols appear on the
worksheet.
Click Auto Outline
Practice the Concept: Collapse and expand the outline as desired. Notice that Excel
has created multiple levels.
Clear the outline.
Close OUTLINE.XLS.
Page 90
EXERCISE
WORKING WITH OUTLINES
Task
Apply and use an outline.
1. Open Region14.
2. Display the Expenses worksheet.
3. Select columns B through D and apply an outline to the columns.
4. Select rows 5 through 8 and apply an outline to the rows.
5. Collapse and expand the outline.
6. Display the Regional Sales worksheet.

7. Use Auto Outline to create an outline automatically.
8. Display outline level 1 for both rows and columns. Expand the
column outline to display levels 1 and 2.
9. Clear the outline.
Page 91
Page 92
LESSON 8 USING PASTE SPECIAL

Work with Paste Special
Copy formats between worksheets
Copy values between worksheets
Copy formulas between worksheets
Perform mathematical operations
Lesson 8 - Using Paste Special
WORKING WITH PASTE SPECIAL
Discussion
When you copy the contents of a cell or a range of cells to the Windows Clipboard,
any formatting that has been applied is copied as well as the cell contents. When you
subsequently paste the contents of the Clipboard to a new location, an exact copy of
both the contents and the formatting is pasted.
There may be times when you want to paste only certain aspects of the copied cells
(such as formulas, values, or formats). For example, you may want to copy the
formulas of an entire worksheet to another worksheet but not the formatting. The
Paste Special command allows you to specify which aspect of the copied cells you
want to paste into the new location. You can paste all cell attributes or only selected
ones.
You can use the Column widths option to duplicate the width of the columns in one
worksheet range to another.
The All except borders option is useful for copying a formula that contains a border
option you do not want to duplicate, such as copying a formula from a cell that
contains no borders to a column formatted for a right border. Using the normal Paste
command, the right border would be deleted in each of the pasted cell locations.
In addition to specifying paste options, you can combine the values of the copied cells
with the values of existing cells in the pasted area.
Working with Paste Special
Page 94
COPYING FORMATS BETWEEN WORKSHEETS
Discussion
Once you have formatted a worksheet with the desired fonts, colors, numeric styles,
and borders, you can use the Paste Special command to copy all the formats at one
time to another worksheet. This option gives all the worksheets a consistent look. For
example, if an annual sales workbook contains monthly worksheets, you can format
the data in the first worksheet and then copy the formats to the other worksheets in the
workbook.
When you copy the formatting from one worksheet to another, the columns in the
second worksheet may not be large enough to fit the formatted data. The column
widths of the copied worksheet are not duplicated in the worksheet where they are
pasted. After copying formatting, you can open the Paste Special dialog box again and
use the Column widths option to duplicate the column widths.
You can use the Column widths option independently of the

Formats option in the Paste Special dialog box.
Step-by-Step
From the Student Data directory, open ADDSAL1.XLS.
Copy formats between worksheets.
Steps
Practice Data

formats you want to copy.
Click the Qtr 3 tab

formats you want to copy.
Drag A1:H7

A blinking marquee appears around
the selection.
4. Select the worksheet to which you
want to copy the formats.
Click
Click the Qtr 4 tab
Page 95
Steps
Practice Data
5. Select the cell in the upper left corner

of the paste range.

Click Edit
7. Select the Paste Special command.

The Paste Special dialog box opens.
Click Paste Special...
8. Under Paste, select the Formats

option.
The Formats option is selected.
Click
9. Select OK.
The Paste Special dialog box closes
and the formats are applied to the
worksheet.
Click OK

Click Edit

12. Under Paste, select the Column

widths option.
The Column widths option is selected.
Click
13. Select OK.

and the formats are applied to the
worksheet.
Click OK
Formats
Column widths
COPYING VALUES BETWEEN WORKSHEETS
Discussion
There may be times when you want to copy the results of a formula but not the
formula itself. For example, you may need to copy the quarterly totals to a summary
worksheet. In the quarterly worksheets, each quarterly total is the result of a formula.
In the summary worksheet, however, you want to paste only the result of the formula,
not the formula itself. To perform this task, you can use the Values option in the Paste
Special dialog box.
Page 96
Step-by-Step
Copy values between worksheets.
Steps
Practice Data

values you want to copy.
Click the Qtr 1 tab

values you want to copy.
Drag E7:G7

the selection.
Click

want to paste the values.
Click the Annual tab
5. Select the cell in the upper left corner

of the paste range.
Click cell B3

Click Edit

8. Under Paste, select the Values option.

The Values option is selected.
Click
9. Select OK.
and the values appear in the paste
range.
Click OK
Values
Practice the Concept: Copy the range E7:G7 from the Qtr 2, Qtr 3, and Qtr 4
worksheets to the corresponding cells in the Annual worksheet.
COPYING FORMULAS BETWEEN WORKSHEETS
Discussion
You can paste just the formula from the Windows Clipboard. This option is useful if
you do not want the copied formats to be pasted to the new location, or you do not
Page 97
want to overwrite the formatting already existing in the range to which you are
pasting.
When you paste a formula, the relative cell references in the formula adjust to the new
location. Absolute cell references, however, do not adjust, but always refer to the
same cell address.
Step-by-Step
Copy formulas between worksheets.
Steps
Practice Data

formulas you want to copy.
Click the Qtr 1 tab

formulas you want to copy.
Drag E7:G7

the range.
Click
4. Select the worksheet into which you

want to paste the formulas.
Click the Annual tab
5. Select the upper left corner of the paste

range.
Click cell B7

Click Edit

8. Under Paste, select the Formulas

option.
The Formulas option is selected.
Click
9. Select OK.
and the formula appears in the paste
range.
Click OK
Formulas
The results of the formulas should be Total Sales of $94,613.98, Total Expenses of
$21,604.00, and Net Profits of $73,009.98.
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PERFORMING MATHEMATICAL OPERATIONS
Discussion
You can use the Paste Special command to perform mathematical operations. When
you paste values or formulas, you can add to, subtract from, multiply by, or divide by
the existing values. This option is a good way to consolidate figures. For example, in
an annual workbook, you can create an annual total that consolidates the numbers
from all the quarterly worksheets.
Unlike formulas, the consolidated figures do not update

automatically.
Step-by-Step
Perform a mathematical operation using the Paste Special command.
Steps
Practice Data

values or formulas you want to copy.
Click the Qtr 1 tab

copy.
Drag G3:G6

the selection.
Click

want to paste the values or formulas.
Click the By Rep tab
5. Select the upper left corner of the paste

range.
Click cell C3

Click Edit

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Steps
Practice Data

Click
9. Select OK.
and the values appear in the paste
range.
Click OK

values you want to add to those in the
paste area.
Click the Qtr 2 tab

copy.
Drag G3:G6

the selection.
Values
Click

want to paste and add the values or
formulas.
Click the By Rep tab
14. Select the paste range.

Click cell C3

Click Edit


Click
Values
18. Under Operation, select the Add

option.
The Add option is selected.
Click
Add
19. Select OK.

and the values are added to the
existing values in the paste range.
Click OK
Practice the Concept: Add the values in G3:G6 on the Qtr 3 and Qtr 4 worksheets
to the paste range.
The result of the formula should be $73,009.98.
Close ADDSAL1.XLS.
Page 100
EXERCISE
USING PASTE SPECIAL
Task
Practice using the Paste Special command.
1. Open Region16.
2. Copy the range A1:E9 in the Northeast worksheet.
3. Paste the formats only to cell A1 on the Totals worksheet.
4. Paste the column widths from the copied range to the selected paste
range.
5. Copy the range B9:D9 on the Northeast worksheet.
6. Paste the values only to cell B5 on the Totals worksheet.
7. Copy the range B9:D9 on the Southeast worksheet.
9. Copy the range B9:D9 on the Central worksheet.
11. Copy cell E5 on the Expenses worksheet.
12. Paste the formula only to the range E5:E7 on the Totals worksheet.
13. Copy the range D5:D8 on the Northeast worksheet.
14. Paste the values only to the range D5:D8 on the By Week worksheet.
15. Copy the range D5:D8 on the Southeast worksheet.
16. Paste and add the values to the range D5:D8 on the By Week
worksheet.
17. Repeat steps 15 and 16 for the Central worksheet.
Page 101
Page 102
LESSON 9 WORKING WITH LABELS IN FORMULAS

Use labels in formulas
Use labels to define a range
Use multiple stacked headings
Refer to individual cells
Lesson 9 - Working with Labels in Formulas
USING LABELS IN FORMULAS
Discussion
In formulas, you can refer to a cell or a range of cells using column and/or row
headings. Formulas which use column or row headings to define a cell or a range of
cells are called natural language formulas.
In Excel, row and column headings are called labels. Labels provide an efficient
means of performing calculations using names already existing in the worksheet. You
can use labels to refer to a cell or range of cells without actually creating a named
range.
In formulas, you can use the labels in the column heading to name the range of cells
below the heading, those in the row heading to name the range of cells to the right of
the heading, and those in both the column and row headings to refer to a specific cell
(located at the intersection of the specified column and row). In addition, you can use
multiple labels to refer to a range of cells.
You cannot use a label to refer to cells in another worksheet.
Labels are not case dependent. You can type jan to refer to the
Jan label.
USING LABELS TO DEFINE A RANGE
Discussion
You can use labels in formulas to perform calculations on columns or rows of
numbers. Formulas which use labels as references are called natural language
formulas. Excel recognizes column and row headings as labels. For example, if a
column of numbers has the heading January, you can add the numbers in the column
by typing =SUM(January).
A label refers only to those cells below the heading or to the right of a row before the
first blank cell. Any cells beyond the blank cell are not included in the range.
If you enter a label that appears more than once in the same worksheet, Excel prompts
you to identify the label to which you are referring.
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Labels in formulas act as relative references. That is, when you copy a formula using
labels and paste it into a new location, the formula adjusts the label to the new
location. For example, when you copy the formula =SUM(January) to the
corresponding cell below the column heading February, the formula changes to
=SUM(February).
Using labels in a formula to define a range
If you use a label in a formula that is the same as a named

range in the workbook, the formula may not work properly.
Step-by-Step
From the Student Data directory, open PROD1.XLS.
Use a label in a formula to define a range.
Steps
Practice Data

create the formula.
Click cell D6
2. Start typing the formula or function.

formula bar.
Type =sum(
Page 105
Steps
Practice Data
3. Type the label in the column or row

heading of the cell or range you want
to use in the formula.
The label appears in the formula.
Type apparel
4. Type the remainder of the formula as

needed.
The formula appears in the cell and on
the formula bar.
Type )
5. Press [Enter].
the cell.
Press [Enter]
Practice the Concept: Copy the formula to the range D7:D8. Select cell D7 and then
cell D8. Notice that the labels in each formula have adjusted to the corresponding row
headings.
USING MULTIPLE STACKED HEADINGS
Discussion
At times, a worksheet may contain multiple stacked headings for the same column or
row. For example, Projected may appear in the first cell in a column and 1998 in the
cell below it. You can use both headings to identify the cell or range you want to
include in the formula. Multiple stacked headings are particularly useful when one of
the labels in a column or row heading appears more than once in the worksheet. For
example, in a worksheet tracking projected and actual sales in 1998, 1998 appears in
two column headings: once for the projected sales and once for the actual sales. You
can use the labels Projected or Actual in combination with 1998 to define exactly
which sales amounts you want to add, i.e. =SUM(Projected 1998) adds projected
sales for 1998 and =SUM(Actual 1998) adds actual sales for 1998.
When you enter multiple labels in a formula, you must include a space between them.
This space is called the intersection operator.
You should enter stacked headings into a formula or function in the same order in
which they appear from top to bottom in column headings or from right to left in row
headings. The formula refers only to those cells below or to the right of the label
before the first blank cell. Any cells beyond the blank one are not included in the
range.
When you copy formulas using multiple labels, the labels adjust to the new location.
Page 106
Using multiple stacked headings in a formula
Step-by-Step
Use multiple stacked headings in a formula.
Steps
Practice Data

create the formula.
Click cell B9

formula bar.
Type =sum(
3. Type the first column or row heading

label.
The label appears in the cell and on
the formula bar.
Type projected
4. Type a space.
The space appears in the cell and on
the formula bar.
Press [Spacebar]
Page 107
Steps
Practice Data
5. Type the second column or row

heading label.
The label appears in the cell and on
the formula bar.
Type 1998

needed.
the formula bar.
Type )
7. Press [Enter].
the cell.
Press [Enter]
Practice the Concept: Copy the formula to the range C9:E9. Select cells C9, D9, and
E9 to verify that the labels in the formulas have adjusted to the corresponding column
headings.
REFERRING TO INDIVIDUAL CELLS
Discussion
You can use a natural language formula to refer to a single cell in a worksheet. To
refer to a single cell, you enter both the column and row heading for that cell. The
column and row headings can be entered in any order. For example, in a worksheet
containing 1998 sales for different sporting goods products, the formula =1998
Footwear refers to the data in the cell at the intersection of the column heading 1998
and the row heading Footwear. You can also use stacked headings in a label that
refers to a single cell.
When you copy a formula using a label to refer to a single cell to a new location, the
label adjusts accordingly.
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Referring to individual cells
Step-by-Step
Refer to a single cell in a formula using a label.
Steps
Practice Data

create the formula.
Click cell H6

formula bar.
Type =
3. Type the label defining the first cell

reference.
Type Actual 1998
4. Type a space.
The space appears in the formula.
Press [Spacebar]
5. Type the label defining the second cell

reference.
Type Apparel
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Steps
Practice Data

needed.
the formula bar.
Type -Projected 1998

Apparel
7. Press [Enter].
the cell.
Press [Enter]
Practice the Concept: Copy the formula to the range H7:H9. Select cells H7, H8, and
H9 to verify that the labels have adjusted to the new locations.
Close PROD1.XLS.
Page 110
EXERCISE
WORKING WITH LABELS IN FORMULAS
Task
Use labels in formulas to perform calculations.
1. Open Region18.
2. Select cell B9.
3. Use the Jan label to create a formula that sums the Jan column.
4. Copy the formula to the range C9:E9.
5. In cell E5, use the Week1 label to create a formula that sums the
Week1 row.
6. Copy the formula to the range E6:E8.
7. In cell B13, use labels to create a formula that subtracts cell B5 (at
the intersection of the Week1 row and the Jan column) from cell D5
(at the intersection of the Week1 row and the Mar column).
=Week1 Mar-Week1 Jan
8. Copy the formula to the range B14:B16.
9. In cell B17, use the First Quarter label to create a formula that adds
the First Quarter column.
Page 111
Page 112
LESSON 10 MANAGING DATA

Sort lists
Sort in ascending/descending order
Find data
Replace data
Lesson 10 - Managing Data
SORTING LISTS
Discussion
You can arrange data in a list according to the entries in a particular column. A list is a
worksheet that contains similar sets of data. For example, you may have a list
containing employee data that has columns for first name, last name, department,
salary, and age. You can sort the list alphabetically by employee name, or numerically
by salary. You could also group the employees alphabetically by department.
Excel uses the following guidelines when sorting data:
1. Rows with duplicate items in the sort column remain in their
original order.
2. Rows with blank cells in the sort column are placed last in
the sorted list.
3. Hidden rows are not moved.
If you want to be able to restore a list to its original order, you

must include a column with the rows numbered sequentially
before you sort the data. You can then sort by this column to
restore the list to the original order.
Lists can be sorted by more than one column by selecting the

Data menu and then selecting the Sort command.
SORTING IN ASCENDING/DESCENDING ORDER
Discussion
You can sort a list in either ascending or descending order. Ascending order sorts a
list from the lowest value to highest value. Descending order sorts a list from the
highest value to lowest value. Lists are sorted using the column that contains the
active cell.
The order of an ascending sort is listed below:
Page 114
1. Numbers are sorted from the smallest negative number to

the largest positive number.
2. Dates and times are sorted based on their underlying value.
3. Text and text that includes numbers is sorted as follows: 0 1
2 3 4 5 6 7 8 9 (space) ! " # $ % & ( ) * , . / : ; ? @ [ \ ] ^ _ `
{|}~+<=>ABCDEFGHIJKLMNOPQRST
U V W X Y Z.
4. FALSE logical values are sorted before TRUE values.
5. All error values are equal and are not sorted.
6. Blanks are always sorted last.
In a column of mixed data, the ascending sort order is numbers, dates, text, logical
values, error values, and then blanks, with items in each category sorted in ascending
order.
Descending sorts are sorted in the reverse order of ascending sorts except for blanks.
Blank cells are always sorted last. Therefore, in a column of mixed data, the
descending sort order is error values, logical values, text, dates, numbers, and then
blanks, with items in each category sorted in descending order.
Sorting in ascending order
Apostrophes () and hyphens (-) are ignored in a sort unless

two items are identical except for a hyphen. In that case the
hyphen is sorted last.
Page 115
Step-by-Step
From the Student Data directory, open EMPLOY01.XLS.
Sort a list in ascending or descending order.
If necessary, display the entire Standard toolbar.
Steps
Practice Data
1. Select a cell in the column that

contains the entries you want to sort.
Click cell D6
2. Click the Sort Ascending or Sort

Descending button on the Standard
toolbar.
The list is sorted in ascending or
descending order based on the entries
in the selected column.
Click
Practice the Concept: Select cell E6 and sort the list in descending order by salary.
Sort the list in ascending order by last name.
FINDING DATA
Discussion
You can search selected cells or worksheets for specific characters or numbers. This
option is useful when you are trying to locate names or numbers in a large worksheet.
For example, if you have an employee worksheet, you can use the Find feature to
locate a specific employee or all the employees in a particular department.
The Find dialog box contains the following options: Search, Look in, Match case,
and Find entire cells only. The Search option determines the direction of the search,
across rows or down columns. The Look in option searches in cell formulas, cell
values, or cell comments. The Match case option distinguishes between uppercase
and lowercase characters in the search text specified in the Find what text box.
Finally, the Find entire cells only option searches for an exact and complete match of
characters specified in the Find what text box. If this option is deselected, the Find
feature will locate partial character strings (e.g., entering May will find May and
mayonnaise).
Page 116
If you do not select a range to search, Excel searches the entire

worksheet.
To find the previous occurrence of an entry, hold the [Shift]

key when you select the Find Next button.
It may be necessary to drag the Find dialog box to a new

location on the screen in order to view an occurrence of an
entry in the worksheet.
Step-by-Step
Find data in a range.
Steps
Practice Data

entries you want to search.
Drag A6:E23

Click Edit
3. Select the Find command.

The Find dialog box opens with the
insertion point in the Find what text
box.
Click Find...
4. Type the text or number you want to

find in the Find what text box.
The entry appears in the Find what
text box.
Type Edwards
5. Select Find Next.

The active cell moves to the first
occurrence of the entry.
Click Find Next
6. Continue searching for additional

occurrences of the entry, if desired.
The active cell moves to the next
Click Find Next
7. Select Close.
The Find dialog box closes and the
search ends.
Click Close
Click anywhere in the worksheet area to deselect the range.

Page 117
REPLACING DATA
Discussion
If you have the same entry in several locations in a worksheet and you want to change
that entry at all the locations at the same time rather than individually typing the entry
over, you can use the Replace feature. The Replace feature locates entries and
prompts you to replace them with specified text. For example, in an employee
worksheet, you may want to replace a department with a new department name or the
name of a previous supervisor with a new supervisor.
When replacing entries, you have the option of viewing each matching entry as you
replace it using the Replace button, or you can replace all the entries without being
prompted using the Replace All button. If you choose to replace all the entries
without being prompted, you should make sure that you do not have partial character
strings that might match. For example, if you are replacing May with June and you
decide to replace all the matching entries without being prompted, you may end up
replacing Mayonnaise with Juneonnaise. If you do accidentally replace a particular
entry using the Replace All button, you can use the Undo feature to undo the entire
replacement procedure.
The Replace dialog box contains the following options: Search, Match case, and
Find entire cells only. The Search option determines the direction of the search,
across rows or down columns. The Match case option distinguishes between
uppercase and lowercase characters in the search text specified in the Find what text
box. Finally, the Find entire cells only option searches for an exact and complete
match of characters specified in the Find what text box. If this option is deselected,
the Find feature will locate partial character strings (e.g., entering May will find May
and mayonnaise).
The Replace dialog box
Page 118
If you do not select a range to search, Excel searches the entire

worksheet.
It may be necessary to drag the Replace dialog box to a new

location on the screen in order to view an occurrence of an
entry in the worksheet.
The second time you perform a replace, the Replace dialog

box displays the previous entries in the Find what and
Replace with text boxes. Make sure that you delete these
entries when entering new text, or you may end up with
unexpected results.
Step-by-Step
Replace data in a range.
Steps
Practice Data

entries you want to replace.
Drag A6:E23

Click Edit
3. Select the Replace command.

The Replace dialog box opens with the
insertion point in the Find what text
box.
Click Replace...
4. Type the text or number you want to

find in the Find what text box.
The entry appears in the Find what
text box.
Type Development
5. Select the Replace with text box.

Replace with text box.
Press [Tab]
6. Type the replacement text.

The entry appears in the Replace with
text box.
Type R&D
7. Select Find Next.

The active cell moves to the first
Click Find Next
Page 119
Steps
Practice Data
8. Select Replace to replace the current

occurrence with the replacement entry,
Replace All to replace all occurrences
with the replacement entry, or Find
Next to skip the current occurrence.
The entry is either replaced or skipped
and the active cell moves to the next
Click Replace
9. Continue replacing or skipping entries

as desired.
The next entry and all remaining
matching entries are replaced or
skipped and the Replace dialog box
closes.
Click Replace All
Click anywhere in the worksheet area to deselect the range.

Close EMPLOY01.XLS.
Page 120
EXERCISE
MANAGING DATA
Task
Manage data in a worksheet.
1. Open Person01.
2. Sort the list in the Employees worksheet in descending order by hire
date.
3. Sort the list in the Administration worksheet in ascending order by
last name.
4. Display the Employees worksheet.
5. Find all the employees with a status of 2. Notice that Excel locates
any entry in the worksheet containing the number 2.
6. Select the Find entire cells only option in the Find dialog box. Find
all the employees with a status of 2. Notice that Excel locates entries
that only contain the number 2 (entries in the Status column).
7. Find and replace all occurrences of the status of 7 with a status of 5.
Be sure to find the entire cells only.
Page 121
LESSON 11 MANAGING FILES

Change workbook properties
Select file views
Find files based on criteria
Clear search criteria
Search by file name
Sort Excel files
Copy Excel files to a floppy diskette
Lesson 11 - Managing Files
CHANGING WORKBOOK PROPERTIES
Discussion
You can attach information to a workbook to help you locate it, or to summarize its
purpose. This information is called the workbooks properties.
The Properties dialog box contains fixed and modifiable information. Fixed
information includes statistics such as the size of the workbook, the date the
workbook was created, modified and last accessed, and the last person to save the
workbook.
The Summary page of the Properties dialog box includes preset fields where you can
insert new, or modify existing information. You can enter title and subject text, enter
or change the name of the author, assign categories or keywords, or include
comments. In addition to the existing fields, you can create new fields and field
information using the Custom page.
You can view the properties of an open workbook by opening the Properties dialog
box. Additionally, you can view the properties of a closed workbook when you
display the Properties view in the Open dialog box.
The Properties view does not display properties for a

protected workbook.
You can view the properties of workbooks in the Open dialog

box by selecting the Properties view from the Views list. You
can also open and modify the Properties dialog box for a
workbook in the Open dialog box by right-clicking the
workbook and then selecting the Properties command.
Step-by-Step
From the Student Data directory, open TENNEQ1.XLS.
Change workbook properties.
Page 124
Steps
Practice Data

Click File
2. Select the Properties command.

The Properties dialog box opens.
Click Properties...
3. Select the Summary tab.

The Summary page appears.
Click the Summary tab, if

necessary
4. Select the text box for the desired

field.
selected text box.
Click in the Subject text

box
5. Type the desired text.

The text appears in the text box.
Type Q1 sales
6. Continue entering properties as

desired.
The properties are entered.

the next step
7. Select OK.
The Properties dialog box closes.
Click OK
8. Click the Save button on the Standard

toolbar to save the workbook and its
properties.
The workbook and the new properties
are saved.
Click
Type Frank Edwards in the Manager field. Under Category, type tennis.
Close TENNEQ1.XLS.
SELECTING FILE VIEWS
Discussion
You can display files saved in Excel in the Open dialog box. The Views button at the
top of the dialog box contains a menu that enables you to select one of four views:
List, Details, Properties, or Preview.
The List view displays file names only in wrapped column format. The Details view
is a tabular view with columns displaying the file name, date and time the file was last
modified, along with the type and size of the file. The Properties view displays split
panes with the file names listed in the left pane and information about the selected file
Page 125
in the right pane. File information includes the date and time the file was created and
modified, the size and author of the file, and the application in which the file was
created. The Preview view also splits the pane and displays a small portion of the
selected file in the right pane.
The Preview view
You can also change views by repeatedly clicking the Views

button to cycle through the different views.
Step-by-Step
Select file views.
Page 126
Steps
Practice Data
1. Click the Open button.

The Open dialog box opens.
Click
2. Select the Look in list.

A list of available drives appears.
Click Look in
3. Select the drive where the file is

stored.
A list of available folders appears.
Click the student data

drive
Steps
Practice Data
4. Select the folder where the file is

stored.
A list of available files appears.
Double-click to select the

student data folder
5. Click the arrow on the Views button.

The Views menu appears.
Click the arrow on
6. Select the desired view.

The selected view appears.
Click Preview
Practice the Concept: Display the Properties, List, and Details views.
FINDING FILES BASED ON CRITERIA
Discussion
You can search for files containing specific text or properties. This feature is useful
when you need to locate files, but you are unsure of the file name.
Using the Find dialog box, you can create a variety of search criteria to be used when
locating files. The Find dialog box opens with the current Files of type setting in the
Find files that match these criteria list box.
Additional criteria is added to the list using the Property, Condition, and Value text
boxes. You select options from the Property and Condition drop-down lists and type
input into the Value text box, depending on the type of search. Once the text box
selections have been made, they are added to the list of other search criteria.
Properties include items such as author, contents, creation date, file name, file type,
date information, size, and title. When you search for files by date, you can enter a
specific date or select a date condition such as yesterday or last month that does not
require you to enter a date value.
You can select the folder to be searched from the Look in list and select the Search
subfolders option to search all subfolders under the current folder. After all the search
criteria has been added and the search location selected, the search is performed. Files
that match the all search criteria appear in the Open dialog box.
Closing the Open dialog box automatically resets the search criteria to the default. If
you frequently use the same search criteria, you can save the criteria by selecting the
Save Search button and naming the search. You can then use the Open Search button
to select the named search.
Page 127
Using the Find dialog box
By default, all criteria is added with an And condition. This

condition means that found files must meet all the listed
criteria. You can also use an Or condition to find files that
meet one of two values of the same property. Using Or, you
can find files with contents that include the word Northeast or
the word Hiking. The found file does not have to include both
words.
You can search multiple folders. To search folders under the

current folder, select the Search subfolders option. To search
separate folders, type each folder path separated by a semicolon.
Step-by-Step
Find files based on criteria.
If necessary, open the Open dialog box and display the files in the student data folder
in the Details view.
Page 128
Steps
Practice Data
1. Select the Tools button.

Click Tools

The Find dialog box opens.
Click Find...
3. Select the Property list.

A list of properties appears.
Click Property
4. Select the desired property from the

list.
The selected property appears in the
Property box.

click Contents
5. Select the Condition list.

Click Condition
6. Select the desired condition from the

list.
The selected condition appears in the
Condition box.
Click includes phrase
7. Select the Value text box, if

applicable.
Value text box.
Click in the Value text

box
8. Type the text or property for which

you want to search.
The text appears in the Value text box.
Type Worldwide Sporting

Goods
9. Select Add to List.

The search criteria is added to the
Find files that match these criteria
list box.
Click Add to List
10. Continue adding criteria as desired.

The search criteria is added to the
Find files that match these criteria
list box.

the next step
11. Select Find Now.

The files that meet the search criteria
appear in the Open dialog box.
Click Find Now
After selecting the following criteria, select Add to List:
Page 129
Property
Text or property
Condition
includes words
Value
Edwards

View the results of the search.
CLEARING SEARCH CRITERIA
Discussion
After performing a search using specific criteria, you can display all the files by
resetting the criteria in the Find files that match these criteria list box to the default
value. The default criteria is Files of type is All Microsoft Excel Files, or the Files of
type setting that appeared when the Open dialog box was opened. A reset clears all
additional criteria that you added to the list.
If you do not reset the criteria, the last search to be entered into the Find files that
match these criteria list box is the one that will be repeated. You will not be able to
view all the files until a reset occurs or until you reopen the Open dialog box.
Step-by-Step
Clear previous search criteria.
Page 130
Steps
Practice Data
1. Select the Tools button.

Click Tools

The Find dialog box opens.
Click Find...
3. Select New Search.

The search criteria is removed from
the Find files that match these
criteria list box.
Click New Search
4. Select Find Now.

The default search criteria displays all
the files.
Click Find Now
SEARCHING BY FILE NAME
Discussion
You can use specific criteria in the Open dialog box to quickly search for a file by its
name. When you enter the search criteria in the File name text box, only files
matching the criteria appear in the Open dialog box.
You can search for a file by entering a partial file name. The criteria reg finds all files
containing those three consecutive letters, such as region, ne region, q1reg5, or wsg
aggregate.
Two special characters, called wildcards, can be used to specify criteria. The asterisk
(*) is used to substitute for any number of characters. If the criteria is reg*, Excel
finds any files with names that start with reg, no matter how many characters follow
(i.e., reg1, reg22, region, regrpt ne). The question mark (?) represents any one
character. If the criteria is reg?2, Excel finds files with names starting with reg,
followed by any character, and ending with 2 as the fifth character (i.e., reg22,
regq2).
You can enter multiple file name criteria by separating each set of criteria with a
semicolon (;); for instance, reg*;qtr*;sales.
As you type a file name in the File name text box, Excel completes the name if it
finds a file with matching letters in the current folder. You can accept the name or
continue typing.
After a file name search, you can redisplay all files in the
Open dialog box by deleting the text in the File name text box
and pressing the [Enter] key or by selecting the New Search
button in the Find dialog box.
Page 131
Step-by-Step
Search by file name to find a file.
If necessary, open the Open dialog box and display all the files in the student data
folder in the Details view.
Steps
Practice Data
1. Select the File name text box.

The insertion point appears in the File
name text box.
Click in the File name

text box
2. Type the desired file name criteria by

which you want to search, separating
each different set of criteria with a
semicolon (;).
The search criteria appears in the File
name text box.
Type co*;reg;p*
3. Press [Enter].
The files that meet the search criteria
appear in the Open dialog box.
Press [Enter]
View the results of the search.

Display all files by deleting the text in the File name text box and pressing [Enter].
SORTING EXCEL FILES
Discussion
You can sort the files to control the order in which they appear in the Open dialog
box. You can sort by file name, file size, file type, or modification date. For example,
if you want to display the files on which you most recently worked at the top of the
list, you can sort by modification date.
Page 132
Sorting Excel files
You can easily sort files in the Details view by clicking the
gray column heading of the column you want to sort. Clicking
the column again switches the sort from ascending order to
descending order.
Step-by-Step
Sort Excel files.
If necessary, open the Open dialog box and clear any previous search criteria.
Display all the files in the student data folder in the List view.
Steps
Practice Data
1. Click the arrow on the Views button.

The Views menu appears.
Click
2. Point to the Arrange Icons command. Point to Arrange Icons

The Arrange Icons submenu appears.
3. Select the desired option.
The desired option is selected and the
files are sorted accordingly in the
Open dialog box.
Click by Size
Page 133
Practice the Concept: Switch to the Details view. Click the Modified column
heading until the files are arranged in descending date order. Rearrange the file list by
file name in alphabetical order.
COPYING EXCEL FILES TO A FLOPPY DISKETTE
Discussion
You can copy one or more files in the Open dialog box to a floppy diskette, a fax or
mail recipient, or to My Briefcase (if it is installed on your system) using the shortcut
menu. For example, you can copy files to a floppy diskette in order to work on the
files on another system.
Copying an Excel file to a floppy diskette
My Briefcase is an optional Windows tool that allows you to

transfer files to another computer (such as a laptop) as long as
the two computers are connected by cable or modem.
Step-by-Step
Copy an Excel file to a floppy diskette.
Page 134
If necessary, open the Open dialog box and display all the files in the student data
folder in the Details view.
Insert a diskette into the 3 inch floppy drive.
Steps
Practice Data
1. Right-click the file you want to copy.

A shortcut menu appears.

right-click Employ01
2. Point to the Send To command.

The Send To submenu appears.
Point to Send To
3. Select the 3 Floppy (A) command.

The file is copied to the floppy diskette.
Click 3 Floppy (A)
Page 135
EXERCISE
MANAGING FILES
Task
Manage files in the Open dialog box.
1. Open Tenseq1.
2. Change the properties for the workbook. Insert your name as the
manager and tennis as the category.
3. Save the Tenseq1 workbook and close it.
4. Open the Open dialog box and display the student data folder.
5. Display the files in the Details view.
6. Preview a file of your choice.
7. Return to the List view.
8. Display just the files starting with the letters re.
9. Clear the search criteria.
10. Search for files in the student data folder containing the word
information.
12. Search for files in the student data folder containing the word tennis
and with a creation date on or after 11/30/98. (Hint: To enter the
date criteria, select the Creation date property, the on or after
condition, and type the date value 11/30/98.)
14. Sort the files by size in ascending order.
15. Verify that the files are in ascending order by viewing the files in the
Details view.
16. Sort the files by name.
17. Return to the List view.
18. Use the Send To command to copy a file of your choice to a floppy
diskette.
19. Close the Open dialog box.
Page 136
LESSON 12 USING MULTIPLE WORKBOOKS

Open multiple workbook windows
Cascade open workbook windows
Activate cascaded workbook windows
View multiple workbook windows
Activate tiled workbook windows
Copy data between workbooks
Save a workspace
Close all open workbooks
Open a workspace
Link workbooks
Open linked workbooks
Lesson 12 - Using Multiple Workbooks
OPENING MULTIPLE WORKBOOK WINDOWS
Discussion
You can open more than one workbook at a time. This option is useful for comparing
data or for moving and copying information between workbooks. For example, you
could open files from several regional reps and then consolidate and compare the data
in the workbooks.
When you open multiple workbooks, each workbook appears in its own window. You
can arrange the windows in the workspace so that you can view the data in each, if
desired. The name of each open workbook appears in the Windows taskbar.
No matter how many workbooks are open, only one is active at a time. The title bar of
the active workbook is highlighted. Any command you execute or data you enter
affects only the active workbook.
Opening multiple workbook windows
Page 138
Files listed consecutively can be selected by clicking the first

file in the series, holding the [Shift] key, clicking the last file
in the series, and releasing the [Shift] key.
Step-by-Step
Open multiple workbooks at the same time.
Steps
Practice Data

Click

Click Look in
3. Select the drive where the file you

want to open is stored.

drive
4. Select the folder where the file you

want to open is stored.

student data folder
5. Select the desired file.

The file is selected.
Click Q1centrl
6. Hold [Ctrl] and select the name of the

second file you want to open.
The files are selected.
Hold [Ctrl] and click

Q1neast
7. Select all additional files you want to

open.
Hold [Ctrl] and click

Q1seast
8. Select Open.
The Open dialog box closes and the
workbooks open.
Click Open
CASCADING OPEN WORKBOOK WINDOWS
Discussion
If multiple workbooks are open, you can arrange the workbook windows in various
positions in the workspace.
Cascaded windows are arranged on top of one another with the title bar of each
window visible. The active window appears at the front of the stack. Cascading
windows allows you to move easily from one to another and still display a large
portion of the active window. For example, you can cascade workbooks containing
Page 139
sales data from several regional representatives so that you can move easily between
the workbooks when comparing and contrasting data.
Cascading open workbook windows
Step-by-Step
Cascade open workbook windows.
Page 140
Steps
Practice Data

Click Window
2. Select the Arrange command.

The Arrange Windows dialog box
opens.
Click Arrange...
3. Select the Cascade option.

The Cascade option is selected.
Click
4. Select OK.
closes and the workbook windows are
cascaded.
Click OK
Cascade
ACTIVATING CASCADED WORKBOOK WINDOWS
Discussion
When windows are cascaded, only one window can be active at a time. Excel
maintains a list of all open workbooks. You can activate any workbook window by
selecting its name from the Window menu. For example, if you have many
workbooks open, you can activate the workbook containing the data with which you
want to work.
Activating cascaded workbook windows
You can also activate a workbook window by clicking its

associated button on the Windows taskbar or by clicking any
portion of the workbook window if part of the window is
visible.
You can disable the option that displays all open workbooks
on the taskbar by deselecting the Windows in Taskbar option
on the View page in the Options dialog box. To open the
Options dialog box, select the Tools menu and then select the
Options command.
Page 141
Step-by-Step
Activate cascaded workbook windows.
If necessary, cascade the open workbook windows.
Steps
Practice Data

Click Window
2. Select the workbook you want to view.

The workbook window appears in the
workspace.
Click Q1neast
Practice the Concept: Use the Window menu to activate the Q1centrl window.
VIEWING MULTIPLE WORKBOOK WINDOWS
Discussion
When you view workbook windows, all open windows are made small enough to fit
in the workspace next to one another. For example, you can tile all the open
workbooks so that you can view at least some portion of each workbook on the screen
at the same time.
Excel provides three tiling options. The Tiled option arranges the windows in a grid in
the workspace and places the active window in the upper left corner. The Horizontal
option places the windows top-to-bottom in the workspace. The Vertical option
places the windows side-by-side in the workspace.
Page 142
Tiling open workbook windows
To display only one window, click the desired window and

then select the Windows of active workbook option in the
Arrange Windows dialog box.
Step-by-Step
View multiple workbook windows.
Steps
Practice Data

Click Window
2. Select the Arrange command.

opens.
Click Arrange...
3. Under Arrange, select the desired

option.
The desired arrangement option is
selected.
Click
Vertical
Page 143
Steps
Practice Data
4. Select OK.
closes and the windows are tiled in the
workspace.
Click OK
ACTIVATING TILED WORKBOOK WINDOWS
Discussion
When windows are tiled, you can see a portion of each open workbook window. You
can click in any workbook window to activate it. For example, you may want to
activate a single workbook out of many open workbooks containing data from
regional representatives so that you can work on the data it contains.
Step-by-Step
Activate a tiled workbook window.
If necessary, vertically tile the open workbook windows.
Steps
Practice Data
1. Click the workbook window you want

to activate.
The window is activated and the title
bar is highlighted.
Click in the Q1centrl

window
COPYING DATA BETWEEN WORKBOOKS
Discussion
You can copy data between open workbooks in much the same way you copy data
between worksheets in a single workbook. For example, you can copy data from
several workbooks containing regional sales data to a single consolidation workbook.
By default, the cell format is copied as well as the data.
Page 144
You can also use drag-and-drop editing to copy data between

workbooks.
You can also use the Copy and Paste features to import
information from another Office program into Excel. For
example, information created in a Word document or
PowerPoint presentation can be copied into an Excel
workbook. Information in Excel can also be copied in the
same manner to other Office programs. Excel allows you to
link the data so that the copied information is updated
whenever the original data is changed.
You can also use the Text Import Wizard to import an entire
text file. If you click the Open button, select Text Files from
the Files of type list, and double-click the file you want to
import, the Text Import Wizard will guide you through the
necessary steps.
Step-by-Step
Copy data from one workbook to another workbook.
Steps
Practice Data
1. Click in the workbook window

containing the range you want to copy.
The window is activated.
Click the Q1centrl

window

copy.
Drag A1:A2

the range.
Click
4. Click in the workbook window where

you want to paste the data.
The window is activated.
Click the Q1neast window
5. Select the paste range.


The data appears in the paste range.
Click
Page 145
Press [Esc] to remove the blinking marquee from the range in the Q1centrl window.
SAVING A WORKSPACE
Discussion
By creating a workspace file, you can open multiple workbooks at once. A workspace
file saves information about which workbooks are open and the size and position they
occupy in the workspace.
This feature is useful if you have several workbooks that relate to one another. Instead
of having to open each of them separately, you can save them as a workspace in order
to open them as a unit. For example, if you always work on workbooks provided by
several regional representatives at the same time, you can save the workbooks in the
desired screen configuration as a workspace.
Once you open a workspace, you can make the desired changes to any of the
workbooks, and you will be prompted to save the applicable workbooks. If you make
changes to the appearance of the workspace, however, you must save the workspace
again using the Save Workspace command on the File menu. You are not prompted
to save a workspace. For example, if you change the workbooks from appearing tiled
vertically to being tiled horizontally, you must save the workspace in order to save the
change in appearance.
Saving a workspace
Page 146
Step-by-Step
Save a workspace.
Steps
Practice Data

Click File
2. Select the Save Workspace command.

The Save Workspace dialog box opens.
Click Save Workspace...
3. Type the desired file name for the

workspace.
The file name appears in the File
name text box.
Type regions
4. Select the Save in list.

Click Save in
5. Select the drive where you want to

save the workspace.

drive
6. Select the folder where you want to

save the workspace.
The folder is selected.

student data folder
7. Select Save.
The Save Workspace dialog box closes
and the workspace is saved.
Click Save
8. Select Yes to save changes made to the

workbooks, if necessary.
Any changes to the workbook are
saved.
Click Yes to save the

changes made to Q1neast
CLOSING ALL OPEN WORKBOOKS
Discussion
You can use the Close All command to close all open workbooks at one time. If you
have made changes to any workbook since it was last saved, Excel prompts you to
save or reject the changes.
Page 147
Closing all workbooks at once can save time when you have finished working on a
group of workbooks.
Closing all open workbooks
Step-by-Step
Close all open workbook windows at once.
Steps
Practice Data
1. Hold [Shift] and select the File menu.

Hold [Shift] and click File
2. Select the Close All command.

All open workbooks close.
Click Close All
If Excel prompts you to save changes made to any workbook, select Yes.
Page 148
OPENING A WORKSPACE
Discussion
When you open a workspace file, all the workbooks in the workspace file open in the
configuration saved with the workspace.
The workspace file contains information regarding the location of the workbooks as
well as their size and position in the workspace. Therefore, if you move a workbook to
another folder, the workspace file cannot locate and open it. In this case, the
workspace opens only the workbooks it can find.
Step-by-Step
Open a workspace.
Steps
Practice Data

Click

Click Look in
3. Select the drive where the workspace

file is stored.

drive
4. Select the folder where the workspace

file is stored.

student data folder
5. Select the Files of type list.

A list of available file types appears.
Click Files of type
6. Select Workspaces.
Workspaces appears in the Files of
type box.

click Workspaces
7. Select the desired workspace file.

The file is selected.
Click Regionsa
8. Select Open.
The Open dialog box closes and the
workbooks in the workspace open.
Click Open
Page 149
LINKING WORKBOOKS
Discussion
Linking a workbook enables one workbook to retrieve the cell or range contents of
another. You can create a linked formula that calculates cells in other workbooks. If
you have the first quarter sales of three regional offices in three separate workbooks,
you can create formulas in a separate summary workbook that calculates and displays
just the summarized data, without displaying the details.
The workbooks that contain the original data are called the source files. The easiest
way to create a linked formula is to open all the workbooks that contain the data and
the workbook to contain the linked formula. Then, you can select the cells you want to
calculate as you create the formula. Each reference to an open workbook includes the
workbook name in square brackets, the worksheet name, an exclamation point, and
then the cell reference.
When changes are made to a cell in a workbook linked to another workbook, Excel
automatically updates the links with the new information. Linked files do not need to
be open for links to update. Excel automatically updates the links in a workbook when
it is opened.
Linked references are initially created as absolute references.

If you want to copy the formula to other cells, you can edit the
linked cell reference in the formula to remove the absolute
references.
You can also use the Paste Link button in the Paste Special
dialog box to copy a link to another workbook.
You can also create a linked formula by typing the formula. If

you reference a closed workbook in a linked formula, you
must also include the path to the workbook and single
quotation marks around the full path and sheet name.
Step-by-Step
From the Student Data directory, open EQPSUM1.XLS.
Link workbooks by creating a linked formula.
Tile the open workbooks and click in the Eqpsum1 window.
Page 150
You will create a linked formula to add the January tennis sales located in cell B12 in
each regional workbook.
Steps
Practice Data
1. Select the cell where you want to

create the linked formula.
Scroll as necessary in the

Eqpsum1 window and
click cell B7
2. Start the formula.

formula bar.
Type =
3. To reference the first link, click in the

window containing the cell you want
to link.
The workbook window is activated.
Click the Q1neast window
4. Scroll as necessary and click the cell

you want to link.
The workbook, worksheet, and cell
reference appear in the cell and on the
formula bar.

click cell B12
5. Continue creating the formula.

the formula bar.
Type +
6. Continue linking cells as desired.

the formula bar.

the next step
7. Press [Enter].
the cell.
Press [Enter]
Select cell B12 in the Q1seast window, type a plus sign (+), then select cell B12 in the
Q1centrl window.
The January total for tennis equipment should be $91,831. Select cell B11 in the
Q1neast workbook. Change the cell from 3,567 to 5,500. The total in the Eqpsum1
workbook should change to $93,764.
Save the Q1neast workbook.
Close Q1CENTRL.XLS, Q1SEAST.XLS, and Q1NEAST.XLS.
Page 151
OPENING LINKED WORKBOOKS
Discussion
Excel allows you to link data and consolidate information between workbooks. The
workbooks containing the data are called the source files. When you open a workbook
containing a linked formula, you can use the Links dialog box to open the source file
links.
In addition, the Links dialog box can be used to update links, if necessary, designate
another source file, or change the location of a source file.
The Change Source button can be used to replace one source

file with another, or select the new location of a source file if
it has been moved.
You can use the [Shift] and [Ctrl] keys to select multiple
source files in the Links dialog box.
Step-by-Step
Open linked workbooks.
Maximize the Eqpsum1 workbook. Select cell B7 and notice that the formula
includes the path name when the source files are closed.
Steps
Practice Data

Click Edit
2. Select the Links command.

The Links dialog box opens.
Click Links...
3. Select the file(s) in the Source file list.

Drag to select all three

files
4. Select the Open Source command.

The selected files open.
Click Open Source
Switch to the Eqpsum1 window and select cell B7. Notice that the formula no longer
references the path names now that the files are open.
Close EQPSUM1.XLS.
Page 152
EXERCISE
USING MULTIPLE WORKBOOKS
Task
Use multiple workbooks.
1. Open the Qtr1, Qtr2, Qtr3, and Qtr4 workbooks at one time.
2. Cascade the open workbook windows.
3. Select each workbook window one at a time. Notice that the Qtr4
workbook is missing a title in cell A1.
4. Tile the workbook windows.
5. Copy the title from cell A1 in Qtr1 to cell A1 in Qtr4.
6. Correct the title in Qtr4 to Worldwide Sporting Goods - QTR 4.
7. Save the current workspace as Quarter.
8. Close all the open workbooks and save all changes.
9. Open Quarter.
10. Open Qtrlink. With the Qtrlink window selected, tile all the open
workbooks.
11. Select cell B7 in Qtrlink and create a formula that adds cell F3 in
the Qtr1, Qtr2, Qtr3 and Qtr4 workbooks.
Page 153
12. Select cell B7 in Qtrlink. In the formula bar, click in the first $F$3
reference and press the [F4] key three times until both dollar signs
are removed. Repeat for the other three absolute references.
13. Copy the formula to cell C7. Select the range B7:C7 and copy it to
the range B8:C10.
14. Close the Qtr1 and Qtr2 workbooks.
15. Use the Links dialog box to open the Qtr1 and Qtr2 workbooks.
16. Close all open workbooks without saving them.
Page 154
INDEX
AutoFormats
applying, 2, 3
changing options, 4, 5
Cell formats
extending list formats and formulas, 5, 6
Conditional formats
adding, 33, 34
applying, 30
changing, 32
deleting, 35
Custom formats
creating, 36, 38
Data
copying between workbooks, 144, 145
finding, 116, 117
replacing, 118, 119
using automatic formatting features, 2
Data series
creating a date series, 23, 24
creating a linear series, 21, 22
using a stop value, 24, 25
using the Series command, 20
Date series
creating, 23, 24
Files
clearing search criteria, 130
copying, 134
finding based on criteria, 127, 128
searching by file name, 131, 132
selecting views, 125, 126
sorting, 132, 133
Formatting
using automatic features, 2
Formulas
creating 3-D, 76
identifying individual cells, 108, 109
using, 104
using labels to define a range, 104, 105
using multiple stacked headings, 106, 107
Full Screen view
switching to, 46, 47
Functions
using, 78, 79
Linear series
creating, 21, 22
Lists
Page 155
sorting, 114
Magnification
changing for a range, 45, 46
decreasing, 43, 44
increasing, 42, 43
Multiple stacked headings
using, 106, 107
Outlines
applying, 84, 85
clearing, 88, 89
collapsing, 86, 87
expanding, 86, 87
modifying settings, 87, 88
using Auto Outline, 89, 90
Paste Special
copying formats, 95
copying formulas, 98
copying values, 96, 97
performing mathematical operations, 99
using, 94
Series command
using, 20
Sorting
ascending order, 114, 116
descending order, 114, 116
lists, 114, 116
Stop value
using, 24, 25
Styles
applying, 9, 10
creating by example, 7, 8
creating new, 10, 11
merging, 14, 15
modifying, 12, 13
using, 7
Views
switching to Full Screen, 46, 47
Windows
activating cascaded, 141, 142
activating tiled, 144
cascading, 139, 140
closing, 147, 148
freezing panes, 51, 52
opening multiple workbooks, 138, 139
removing panes, 50
splitting, 48, 49
unfreezing panes, 52, 53
view multiple, 143
viewing multiple, 142
Workbooks
activating cascaded windows, 141, 142
Page 156
activating tiled windows, 144

cascading open windows, 139, 140
changing properties, 124
closing all open, 148
copying data between, 144, 145
linking, 150
opening linked, 152
opening multiple windows, 138, 139
saving a workspace, 146, 147
viewing multiple windows, 142, 143
Worksheets
copying, 70, 71
copying data between, 75
deleting, 65
inserting, 63, 64
moving, 71, 72
moving data between, 73, 74
multiple, 58
navigating, 59, 60
printing selected, 66, 67
renaming, 61, 62
selecting, 60, 61
selecting multiple, 62, 63
using automatic formatting features, 2
using functions, 78, 79
using grouped, 72
Workspaces
opening, 149
saving, 146, 147
Page 157

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