Excel Advanced Skills

Promote you as an Excel Expert

Session 2, Mar 2010
Exercise Excel Sheet:

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This training will cover

Custom Formatting Skills
Cell Value and Displayed Text understand the essence and difference Set Custom Formats make the values displayed at will

Excel Data Security

Set password for your workbook allow only authorized users to view or modify your data

Protect your worksheets say no to unexpected changes

Automatic Data Processing

Meet Excel macros know what macros do
Record a macro tell your macro what to do step by step Run a macro Manage your macros

References
Keyboard Shortcuts
Free online tutorials and resources

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Custom Formatting Skills

Or how to make your Excel reports presentable and smart

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Example 1 in training workbook

Cell Value and Displayed Text

Or understand the essence and difference
The actual value of the cell is what Excel stores internally and what it uses in formulas and calculations. This is not necessarily the same as what you see displayed on the screen or printed on your reports.
1) The data couples in the table to the right are actually the same values only with different formats 2) You can trace the actual value by selecting the cell and checking the value or formula in the formula bar

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3) You can format the cell to display any customized text, but formatting doesnt change the actual value stored in the cell at all
Here is how to open Format Cells window: Select the cell or range -> Go to Format Menu -> Select Cells
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Example 1 in training workbook

Set Custom Formats

Or make the values displayed at will Find the existing formats not enough?
You can customize the cell format in order to display whatever text you want. Before you do that, you must know: Excel sees a cell format as having 4 Sections. They are, from left to right Positive numbers, Negative Numbers, Zero Values and Text values. Each of these Sections are separated by a semi colon (;)

Assign formats for the 4 Sections separately

One of the big benefits of custom formats is that Number values can still be calculated while displayed as Texts.
Note

If you include only two sections, the first section will be used for both positive numbers and zero values, while the second section will be used for negative numbers. If you use only one section, all number types will share only one format. Text values are only affected by custom formats when all the four sections are used.

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Automatic Data Processing

Or how to use Excel Macros to automate my repeated tasks

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Meet Excel macros

Or know what macros do Simple, powerful, and easy to customize, macros
can save your time and increase your productivity. If you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. How long does it take you to finish the routine tasks?

Why not let macros help you?

Tasks
1. Fill all cells with White background color 2. Fill headers with Grey background color 3. Delete Gender column 4. Format numbers in WorkExperience Column into ## Years 5. Sort data by Salesperson 6. Subtotal by Salesperson A macro is a series of commands and functions that are stored in a Microsoft Visual Basic module and can be run whenever you need to perform the task.

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Example 2 in training workbook

Record a macro
Or tell your macro what to do step by step
Let Excel finish your repetitive tasks automatically by recording a macro. When you record a macro, Excel stores information about each step you take as you perform a series of commands.
1) 2) 3) 4) On the Tools menu, point to Macro, and then select Record New Macro In Record Macro window, name your macro so that it can be easily recognized by you or your colleagues Assign shortcut keys for your macro to run it by keyboard strokes

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In the Store macro in list, you can either select Personal Macro Workbook so that this macro can be used in any open workbook or select This Workbook so that it can only be used in the current open workbook

5) 6) 7)

You may also write some description for your macro as a brief user guide Click OK to start recording your macro and perform your task as usual When you finish your task, click the Stop Recording button

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Example 2 in training workbook

Run a macro
Now, you have your macro stored in your Excel, here comes how to make it run:
1) On the Tools menu, point to Macro, and then click Macros

2) In the Macro dialog box, select Macros in as All Open Workbooks and find your macro to run
3) Click Run button, then check if your task is accomplished Note! Macros are only available if the workbook in which they are stored
is open. Thus, only those stored in your Personal Macro Workbook will be available at all times.

Tips!

Its better to store your locally used macros in Personal Macro Workbook, so that the Security Level issue wont bother you.

If you want to stop a macro that is currently running, you can press ESC, and click End in the Microsoft Visual Basic dialog box.
If you want to prevent automatically running a macro when you start Microsoft Excel, hold down SHIFT during startup.

Warning:
When opening a workbook, DO NOT enable Macros from distrustful source!

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Manage your macros

If you want to view the codes behind your macro or you know a programming basis, you can use Visual Basic Editor for writing and editing your macros. To open it, on the Tools menu, point to Macro, and then click Visual Basic Editor, or simply press Alt + F11.
The main code-management tool you use in the Visual Basic Editor to work with modules and projects is called the Project Explorer. The macros you recorded can be found in Modules under currently open workbooks. If the Project Explorer window is not visible, it can be displayed by clicking Project Explorer on the View menu in the Visual Basic Editor.

Click here to switch to Excel window

VBA Codes

Module

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Excel Data Security

Or how to safeguard your valuable data

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Set password for your workbook

Or allow only authorized users to view or modify your data
You can use passwords to help prevent other people from opening or modifying your workbooks.
1) On the File menu, click Save As 2) On the Tools menu, click General Options 3) In Save Options window, do either or both of the following:
If you want users to enter a password before they can view the workbook, type a password in the Password to open box. If you want users to enter a password before they can save changes to the workbook, type a password in the Password to modify box.

4) Confirm your passwords by re-entering

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5) Anytime, you can reset your password or clear it by selecting Tools -> Options -> Security, then modify your passwords Note! Keep in mind that forgotten passwords cannot be retrieved in Excel.

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Example 3 in training workbook

Protect your worksheets

Or say no to unexpected changes
Sheet protection helps you prevent anyone from accidentally or deliberately changing, moving, or deleting important data. Here is how:
1) Switch to the worksheet you want to protect
2) Set the protection attribute for cells to be locked or hidden:

By default, all cells are locked unless you unlock the cells you want users to be able to change by selecting each cell or range, click Cells on the Format menu, click the Protection tab, and then clear the Locked check box.

You can hide any formulas that you don't want to be visible by selecting the cells with the formulas, click Cells on the Format menu, click the Protection tab, and then select the Hidden check box.

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3) Point to Protection on the Tools menu, and then click Protect Sheet 4) Type a password for the sheet 5) In the Allow all users of this worksheet to list, select the elements that you want users to be able to change 6) Click OK, and if prompted retype the password

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References
Or good links to help you know more

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Keyboard Shortcuts
Or work more efficiently with the keyboard It is sometimes quicker to accomplish tasks with simple keystrokes rather than by using your mouse.
Lets meet some useful ones:

F4 Repeats the last command or action, if possible F5 Displays the Go To dialog box F11 Creates a chart of the data in the current range

CTRL+TAB When more than one workbook window is open, switch to

the next workbook window

CTRL+ A Selects the current region around the active cell (the data
area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report

CTRL+ Shift + A inserts the argument names and parentheses when

the insertion point is to the right of a function name in a formula

CTRL+` Alternates between displaying cell values and displaying

formulas in the worksheet

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Free online tutorials and resources

Recommended websites for Excel
Microsoft Office Online (English)
http://office.microsoft.com/enus/excel/FX100646961033.aspx?CTT=96&Origin=CL100570551033

ExcelHome (Chinese)
http://www.excelhome.net/
Macro & VBA Worksheet Manipulation Analyzing Data Charts & Graphics Function & Formula

MrExcel.com (English)
http://www.mrexcel.com/

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Questions?

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Thank you!

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