handout+on+excel+2007

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MICROSOFT EXCEL 2007Excel 2007 is the spreadsheet software in the Microsoft 2007 Office Suite. It allows you to store,organize, and analyze nuerical and text data.

Introduction to Excel1: Setting Up our Excel En!iron"ent

2: St#rting # $or%&oo%

': Modi()ing Colu"n*+ Ro,*+ - Cell*

.: For"#tting Text

/: Cre#ting Si"ple For"ul#*

: $or%ing ,it Cell*

7: rinting $or%&oo%*

Excel 3#*ic*4: Cre#ting Co"plex For"ul#*

5: $or%ing ,it 3#*ic Function*

10: Sorting+ 6rouping+ #nd Filtering Cell*

11: For"#tting T#&le*

12: ligning Text

1': $or%ing ,it $or%*eet*

8oing More ,it Excel1.: U*ing Te"pl#te*

1/: U*ing $#t9I( n#l)*i*

1: $or%ing ,it C#rt*

17: U*ing Condition#l For"#tting

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14: Cre#ting i!ot T#&le*

Introduction to Excel

1: Setting Up our Excel En!iron"entSetting up our Excel En!iron"ent

!efore you "egin creating spreadsheets in Excel, you ay want to *et up )our Excelen!iron"entand "ecoe failiar with a few %e) t#*%* #nd (e#ture*such as how to iniizeand axiize the #i""on, configure the $uic% &ccess tool"ar, switch page 'iews, and accessyour Excel options.

Exploring #nd Setting Up our Excel En!iron"ent

Exploring the Excel Environment

(he t#&&ed Ri&&on "enu *)*te"is how you na'igate through Excel and access the 'ariousExcel coands. If you ha'e used pre'ious 'ersions of Excel, the #i""on syste replaces thetraditional enus. &"o'e the #i""on in the upper)left corner is the Micro*o(t O((ice 3utton.*ro here, you can access iportant options such as +ew, Sa'e, Sa'e &s, and rint. !ydefault the uic% cce** Toolris pinned next to the Microsoft Office !utton, and includescoands such as -ndo and #edo.

&t the "otto, left area of the spreadsheet, you will find wor%sheet ta"s. !y default, tree

,or%*eet t#&*appear each tie you create a new wor%"oo%. On the "otto, right area of thespreadsheet you will find page 'iew coands, the zoo tool, and the horizontal scrolling "ar.

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To Zoom In and Out: ocate the ;oo" rin the "otto, right corner.

eft)clic% the *liderand dr#git to the left to zoo in and to the right to zoo out.

To Scroll Horizontally in a Worksheet:

ocate the ori;ont#l *croll rin the "otto, right corner.

eft)clic% the "ar and o'e it fro left to right.

To Change Page Views

ocate the #ge


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To dd Commands to the !uick ccess Tool"ar:

lic% the #rro,to the right of the $uic% &ccess tool"ar.

Select the co""#ndyou wish to add fro the drop)down list. It will appear in the $uic%&ccess tool"ar.

O# Select More Co""#nd*fro the enu and a dialog "ox appears.

Select the coand you wish to add.

lic% the dd"utton.

lic% O>.

(he Sa'e, -ndo, and #edo coands appear "y default in the $uic% &ccess tool"ar. 1ou aywish to add other coands to a%e using specific Excel features ore con'enient for you.

To #inimize and #a$imize the %i""on:

lic% the drop9do,n #rro,next to the $uic% &ccess tool"ar.

Select Mini"i;e Ri&&onfro the list. (he #i""on disappears.

(o axiize the ri""on, clic% the arrow again and select Mini"i;e te Ri&&onto togglethe feature off.

1ou can also iniize and axiize the #i""on "y right)clic%ing anywhere in the ain enuand selecting Mini"i;e te Ri&&onin the enu that appears.

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(he new, t#&&ed Ri&&on *)*te"replaces traditional enus in Excel 2007. It is designed to "eresponsi'e to your current tas% and easy to use howe'er, you can choose to "ini"i;e teRi&&onif you would prefer to use different enus or %ey"oard shortcuts.

The #icroso&t O&&ice 'utton

(he Micro*o(t O((ice 3uttonappears at the top of the Excel window. 3hen you left)clic% the"utton, a enu appears. *ro this enu you can create a new spreadsheet, open existingfiles, sa'e files in a 'ariety of ways, and print. 1ou can also add security features, send, pu"lish,and close files.

To Change the (e&ault )$cel O*tions:

lic% the Excel Option*"utton. & dialog "ox will appear.

Select a c#tegor)on the left to access different Excel options.

Modify any of the default settings.

lic% O4.

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&s you learn ore a"out Excel and "ecoe proficient at using it, you ay want to odify soeof the settings. &s a &eginning u*er, it is usually "est to le#!ethe de(#ult *etting*.

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Open Excel.

ractice using the ?oo"tool.

Miniize and axiize the #i""on.

lic% the Micro*o(t O((ice 3uttonand re'iew the enu options.

&dd two coands to the uic% cce**tool"ar.

ontinue to explore the Excel en'ironent.

2: St#rting # $or%&oo%Starting a Workbook

1ou will need to %now how to in*ert textand nu"&er*into Excel wor%"oo%s to "e a"le to useit to calculate, analyze, and organize data. In this lesson, you will learn how to create a newwor%"oo%, insert and delete text, na'igate a wor%sheet, and sa'e an Excel wor%"oo%.

our Fir*t $or%&oo%

To Create a New, Blank Workbook:

eft)clic% the Micro*o(t O((ice 3utton.

Select =e,. (he +ew 3or%"oo% dialog "ox opens and !lan% 3or%"oo% is highlighted "ydefault.

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lic% Cre#te. & new, "lan% wor%"oo% appears in the window.

3hen you first open Excel, the software opens to a new, "lan% wor%"oo%.

To Insert Te$t:

eft)clic% a cellto select it. Each rect#nglein the wor%sheet is called a cell. &s youselect a cell, the cell #ddre**appears in the =#"e 3ox.

Enter textinto the cellusing your %ey"oard. (he text appears in the cell and in the(or"ul# r.

Each cell has a nae, or a cell #ddre**"ased on the colu"nand ro,it is in. *or exaple,this cell is 5 since it is where colun and row 5 intersect.

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To )dit or (elete Te$t:

Select the cell.

ress the 3#c%*p#ce%ey on your %ey"oard to delete text and a%e a correction.

ress the 8elete%ey to delete the entire contents of a cell.

1ou can also a%e changes to and delete text fro the (or"ul# r. 6ust select the cell and

place your insertion point in the forula "ar.

To #o+e Through a Worksheet ,sing the -ey"oard:

ress the T#&%ey to o'e to the rigtof the selected cell.

ress the Si(t%ey and then the T#&%ey to o'e to the le(tof the selected cell.

-se the #ge Upand #ge 8o,n%eys to na'igate the wor%sheet.

-se the arrow %eys.

To Sa+e the Work"ook:

eft)clic% the Micro*o(t O((ice 3utton. Select S#!eor S#!e *.

S#!e *allows you to nae the file and choose a location to sa'e thespreadsheet. hoose S#!e *if youd li%e to sa'e the file for the (ir*ttie or ifyoud li%e to sa'e the file as a different nae.

Select S#!eif the file has already "een naed.

1ou can sa'e a wor%"oo% in any ways, "ut the two ost coon are as an Excel$or%&oo%, which sa'es it with a 2007 file extension, and as an Excel 579200' $or%&oo%,which sa'es the file in a copati"le forat so people who ha'e earlier 'ersions of Excel canopen the file.

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Open Excel.

reate a ne,+ &l#n% ,or%&oo%.

ractice entering textinto cells.

ractice deleting textusing the !ac%space and 8elete %eys. +a'igate through the sheet using the T#&%ey.

Sa'e the spreadsheet.

': Modi()ing Colu"n*+ Ro,*+ - Cell*

Modi()ing Colu"n*+ Ro,*+ #nd Cell*

3hen you open a new, "lan% wor%"oo%, the cells, coluns, and rows are set to a de(#ult *i;e.1ou do ha'e the a"ility to change the size of each, and to insert new coluns, rows, and cells,as needed. In this lesson, you will learn 'arious ethods to odify the colun width and rowheight, in addition to how to insert new coluns, rows, and cells.

Colu"n*+ Ro,*+ #nd Cell*

To Modif Col!mn Width:

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osition the cur*oro'er the colu"n linein the colun heading and a dou&le #rro,will appear.

eft)clic% the ouse and dr#gthe cursor to the rigtto incre#*ethe colun width or tothe le(tto decre#*ethe colun width.

Rele#*ethe ouse "utton.

O#

eft)clic% the colu"n e#dingof a colun youd li%e to odify. (he entire colun willappear igligted.

lic% the For"#tcoand in the ells group on the @o"eta". & enu will appear.

Select Colu"n $idtto enter a *peci(iccolun "e#*ure"ent.

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Select utoFit Colu"n $idtto ad9ust the colun so all the text will fit.

To #odi&y the %ow Height:

osition the cur*oro'er the ro, lineyou want to odify and a dou&le #rro,willappear.

eft)clic% the ouse and dr#gthe cursor up,#rdto decre#*ethe row height ordo,n,#rdto incre#*ethe row height.

Rele#*ethe ouse "utton.

O#

lic% the For"#tcoand in the ells group on the @o"eta". & enu will appear.

Select Ro, @eigtto enter a *peci(icrow "e#*ure"ent. Select utoFit Ro, @eigtto ad9ust the row so all the text will fit.

To Insert %ows:

Select the row &elo,where you want the new row to appear.

lic% the In*ertcoand in the ells group on the :oe ta". (he row will appear.

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(he new row always appears a"o'e the selected row.

Ma%e sure that you select the entire ro,"elow where you want the new row to appear and not9ust the cell. If you select 9ust the cell and then clic% Insert, only a new cell will appear.

To Insert Columns:

Select the colun to the right of where you want the colun to appear.

lic% the In*ertcoand in the ells group on the :oe ta". (he colun will appear.

(he new colun always appears to the left of the selected colun. *or exaple, if you want toinsert a colun "etween Septe"er and Octo"er, select the Octo"er colun and clic% theInsert coand.

Ma%e sure that you select the entire colu"nto the right of where you want the new colun toappear and not9ust the cell. If you select 9ust the cell and then clic% Insert, only a new cell willappear.

To (elete %ows and Columns:

Select the row or colun you;d li%e to delete.

lic% the 8elete coand in the ells group on the :oe ta".

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U*e te 3udget or #n) Excel ,or%&oo% )ou coo*e to co"plete ti* c#llengeA

Open a ,or%&oo%.

Insert a colu"n.

Insert a row.

8elete a colun. hange the ,idtof a colun using &uto&d9ust.

hange the eigtof a row.

lose and sa'e the file.

.: For"#tting Text

For"#tting Text

Once you ha'e entered inforation into a spreadsheet, you will need to "e a"le to (or"#tit. Inthis lesson, you will learn how to use the "old, italic, and underline coands odify the fontstyle, size, and color and apply "orders and fill colors.

For"#tting Cell*

To "ormat Text in Bold or #talic$:

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eft)clic% a cellto select it or drag your cursor o'er the text in the forula "ar to select it.

lic% the 3oldor It#lic*coand.

1ou can select entire coluns and rows, or specific cells. (o select the entire colu"n, 9ust left)clic% the colun heading and the entire colun will appear as selected. (o select *peci(iccell*, 9ust left)clic% a cell and drag your ouse to select the other cells. (hen, release the

ouse "utton.

To .ormat Te$t as ,nderlined:

Select the cell or cells you want to forat.

lic% the drop)down arrow next to the -nderline coand.

Select the Single Underlineor 8ou&le Underlineoption.

To Change the .ont Style


eft)clic% the drop9do,n #rro,next to the Font St)le"ox on the :oe ta".

Select a (ont *t)lefro the list.

&s you o'e o'er the font list, the i'e re'iew feature pre'iews the font for you in thespreadsheet.

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To Change the .ont Size:


eft)clic% the drop9do,n #rro,next to the Font Si;e"ox on the :oe ta".

Select a (ont *i;efro the list.

To Change the Te$t Color:


eft)clic% the drop9do,n #rro,next to the Text Colorcoand. & color palette willappear.

Select a color fro the palette.

O#

Select More Color*. & dialog "ox will appear.

Select a color.

lic% O>.

To dd a 'order:


lic% the drop9do,n #rro,next to the 3order*coand on the :oe ta". & enu willappear with "order options.

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eft)clic% an option fro the list to select it.

1ou can change the line *t)leand colorof the "order.

To add a .ill Color:


lic% the Fill co""#nd. & color palette will appear.

Select a color.

O#

Select More Color*. & dialog "ox will appear.

Select a color.

lic% O>.

1ou can use the (ill color (e#tureto forat coluns and rows, and forat a wor%sheet so thatit is easier to read.

To .ormat /um"ers and (ates:


eft)clic% the drop9do,n #rro,next to the =u"&er For"#t"ox.

Select one of the options for foratting nu"ers.

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!y default, the nu"ers appear in the 6ener#lcategory, which eans there is no specialforatting.

In the +u"er group, you ha'e soe other options. *or exaple, you can change the -.S.dollar sign to another currency forat, nu"ers to percents, add coas, and change thedecial location.

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Select a cell and (or"#tthe textor nu"&er*in it so that they appear &olded.

Select t,o or "ore cell*and forat the text or nu"ers so that they appear in italics.

hange (ill colorof two or ore cells.

&dd a &orderto a row.

LESSO= / Cre#ting Si"ple For"ul#*Creating Simple Formulas

Excel can "e used to c#lcul#teand #n#l);enuerical inforation howe'er, you will need to%now how to write (or"ul#*to axiize Excels capa"ilities. & forula is an e, for exaple?.

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(ype the e


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ress Enteror clic% the Enter &uttonon the *orula "ar to coplete the forula.

To Create a Sim*le .ormula that #ulti*lies the Contents o& Two Cells:

Select the cell where the answer will appear =E52, for exaple?.

(ype the e


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(he following exaple uses actual nu"ers in the forula in >.

3hen a cell address is used as part of a forula, this is called a cell re(erence. It is called acell re(erence"ecause instead of entering specific nu"ers into a forula, the cell addressrefers to a specific cell. (he following exaple uses cell references in the forula in 50.

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3rite a siple #dditionforula.

3rite a siple su"traction forula using the point #nd clic% "etod.

3rite a siple ultiplication forula using cell re(erence*.

3rite a siple di!i*ionforula.

: $or%ing ,it Cell*Working with Cell$

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It is iportant to %now how to "o!e in(or"#tionfro one cell to another in Excel. earning the'arious ways will *#!e )ou ti"eand a%e wor%ing with Excel easier. ertain ethods areore appropriate depending on how uch inforation you need to o'e and where it willreside on the spreadsheet. In this lesson you will learn how to cut, cop), and p#*te, as well as

dr#gand dropinforation.

Working with Cells

To Copy and aste Cell Contents:

Select the cell or cell*you wish to cop).

lic% the Cop)coand in the lip"oard group on the :oe ta". (he "order of theselected cells will change appearance.

Select the cell or cell*where you want to p#*tethe inforation.

lic% the #*tecoand. (he copied inforation will now appear in the new cells.

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(o select "ore t#n one #doining cell, left)clic% one of the cells, drag the cursor until all thecells are selected, and release the ouse "utton.

(he copied cell will *t#) *electeduntil you perfor your next tas%, or you can dou"le)clic% thecell to de*electit.

To Cut and Paste Cell Contents:

Select the cell or cell*you wish to cop).

lic% the Cutcoand in the lip"oard group on the :oe ta". (he "order of theselected cells will change appearance.

Select the cell or cell*where you want to p#*tethe inforation.

lic% the #*tecoand. (he cut inforation will "e reo'ed fro the origin#l cell*and no, #ppe#rin the new cell*.

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(he %ey"oard shortcut for aste is the Control >e)and the


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eft)clic% your ouse and dr#g ituntil all the cells you want to fill are highlighted.

#elease the ouse "utton and all the selected cells are filled with the inforation fro

the original cell.

(he fill handle doesnt #l,#)*copy inforation fro one cell directly into another cell.8epending on the data entered in the cell, it ay fill the data in other ways. *or exaple, if Iha'e the forula @&AF!A in cell A, and I use the fill handle to fill the forula into cell 2, theforula doesnt appear the sae in 2 as it does in A. Instead of @&AF!A, you will see@&2F!2.

1ou can use the fill handle to fill cells horizontally or 'ertically.

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Cop)and p#*teinforation fro one cell to another cell.

-se the Cutcoand to reo'e inforation fro one cell and then p#*teit intoanother cell.

-se the (ill #ndleto fill 2 or ore cells.

8r#gand dropinforation fro one place in the spreadsheet to another location.

7: rinting $or%&oo%*rinting $or%&oo%*

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In Excel, there are any things you can do to prepare your wor%"oo% for printing. Many ofthese tas%s a%e it easier to (or"#t te *pre#d*eetfor the printed page.

In this lesson you will learn how to 'iew the spreadsheet in print pre'iew, odify argins,change the page orientation, use the scale to fit feature, use the rint (itles coand, insert"rea%s, and ore.

rep#ring to rint #nd rinting

To !ie" t#e Spreads#eet in rint re$ie":

eft)clic% the Micro*o(t O((ice 3utton.

Select rint.

Select rint re!ie,. (he spreadsheet will appear in rint re'iew 'iew.

lic% the Clo*e rint re!ie,"utton to return to the +oral /iew.

(o a%e pre'iewing your spreadsheet easier, add the rint re!ie,coand to the $uic%&ccess tool"ar.

)$*loring Print Pre+iew:

Once you are in rint re'iew, you can access any of the sae features that you can frothe #i""on howe'er, in rint re'iew you can see how the spreadsheet will appear in printedforat.

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To #odi&y #argins0 Column Width0 or %ow Height While in Print Pre+iew:

lic% the rint re!ie,coand on the $uic% &ccess tool"ar, or select rint re'iewfro the Microsoft Office !utton enu. (he spreadsheet opens in print pre'iew ode.

:o'er your cursor o'er one of the &l#c% "#rgin "#r%er*until a dou&le #rro,appears.

eft)clic% and drag the ar%er to the desired location. (he change will "e reflected in thespreadsheet.

To #odi&y #argins: Select the #ge L#)outta".

eft)clic% the M#rgin*coand.

hoose one of the predefined settings or enter custo argins.

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To Change Page Orientation: Select the #ge L#)outta".

eft)clic% the Orient#tioncoand.

Select either ortrait or andscape.

ortr#itorients the page !ertic#ll), while L#nd*c#peorients the page ori;ont#ll).

To ,se Scale to .it:

Select the #ge L#)outta".

ocate the Scale to *it group.

Enter a specific eigtand ,idt, or use the percentage field to decrease thespreadsheet "y a specific percent.

Scale to *it is a useful feature that can help you forat spreadsheets to fit on a page. !ecareful with how sall you scale the inforation )) it can "ecoe difficult to readG

To Change the Pa*er Size:


lic% the Si;ecoand.

Select a size option fro the list.

To (e&ine a Print rea: eft)clic% and drag your ouse to *elect te cell*you wish to print.

lic% the rint re#coand.

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hoose Set rint re#.

+ow, only the selected cells will print. 1ou can confir this "y 'iewing the spreadsheet in rintre'iew.

(o return to the default setting, which is the entire wor%sheet, clic% the rint &rea coand andselect lear rint &rea.

To Insert a 'reak:

Select a cell &elo,where you want the "rea% to appear.

Select the 3re#%*coand.

Select In*ert 3re#%.

lic% rint re'iew to confir the "rea% appears in the correct place in your spreadsheet.

To ,se the Print Titles command:

(his is an iportant coand to "e failiar with if you intend to print your wor%sheets. It allowsyou to select *peci(ic ro,*andHor colu"n*to appear on e#cprinted sheet. Iagine how

difficult it would "e to read page B of a printed spreadsheet if the colun and row headingsonly appeared on the first page.


lic% the rint Title*coand. (he age Setup dialog "ox appears.

lic% the icon at the end of the field.

Select the first row in the spreadsheet that you want to appear on e#c printed p#ge.

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#epeat for the colun, if necessary.

lic% O4.

To Print &rom the #icroso&t O&&ice 'utton:

eft)clic% the Micro*o(t O((ice 3utton. Select rint rint. (he rint dialog "ox appears.

Select a printer if you wish to use a printer other than the default setting.

lic% ropertie*to change any necessary settings.

hoose whether you want to print specific pages, all of the wor%sheet, a selected area,the acti'e sheet, or the entire wor%"oo%.

Select the nu"er of copies youd li%e to print.

lic% O>.

1ou can select uic% rintto "ypass the rint dialog "ox.

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/iew the spreadsheet in rint re'iew.

hange a colu"n ,idtin rint re'iew.

Insert a &re#%.

-se the rint Tile*coand to print a specific row or colun on each printed page.-se rint re'iew to 'erify how this will appear.

rint the spreadsheet.

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Explore the other coands discussed in this lesson.

Excel !asics reating oplex *orulas

Cre#ting Co"plex For"ul#*

Excel is a spreadsheet application and is intended to "e used to c#lcul#teand #n#l);enu"eric#l in(or"#tionsuch as household "udgets, copany finances, in'entory, and ore.(o do this, you need to understand (or"ul#*.

In this lesson, we;ll discuss co"plex (or"ul#*that use ultiple atheatical operators, andthat use #&*oluteand rel#ti!e re(erence*.

Co"plex For"ul#*

Com*le$ .ormulas (e&ined

Siple forulas ha'e one atheatical operation. Co"plex (or"ul#*in'ol'e "ore t#n oneatheatical operation.

Si"ple For"ul#:@2F2Co"plex For"ul#:@2F2D

(o calculate coplex forulas correctly, you ust perfor certain operations "efore others.(his is defined in the order o( oper#tion*.

The Order o& O*erations

(he order of atheatical operations is 'ery iportant. If you enter a forula that containsse'eral operations, Excel %nows to wor% those operations in a specific order. (he order o(oper#tion*is

A. Operations enclosed in parenthesis

2. Exponential calculations =to the power of?

5. Multiplication and di'ision, whiche'er coes first

B. &ddition and su"traction, whiche'er coes first

& neonic that can help you ree"er this is lease Excuse My 8ear unt Sally=.E.M.8.&.S?.

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Ex#"ple 1

-sing this order, let us see how the forula 20B49.DG492is calculated in the following"rea%down

Ex#"ple 2

''G2H

Is the answer A2 or CJ 3ell, if you calculated in the order in which the nu"ers appear, 5F5D2,youd get the wrong answer, A2. 1ou ust follow the order of operations to get the correctanswer.

To Calculate the Correct nswer:

A. alculate 5D2 first "ecause "ultiplic#tioncoes &e(ore #dditionin the order ofoperations. (he answer is K.

2. &dd the answer o"tained in step LA, which is K, to the nu"er 5 that opened the

e


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the di'ision sign coes "efore theultiplication sign. (he answer is .

.B2G.D erfor the operation inp#rente*e*=2DB? first and di!ideB"y this result. (he answer is 0.>.

.92G. Multipl)2DB "efore perforing the*u&tr#ctionoperation "ecause theultiplication sign is of a higherorder than the su"traction sign. (heanswer is )B.

Cre#ting Co"plex For"ul#*

Excel #uto"#tic#ll)follows a *t#nd#rd order o( oper#tion*in a coplex forula. If you wanta certain portion of the forula to "e calculated first, put it in parentheses.

)$am*le o& How to Write a Com*le$ .ormula:

lic% the cell where you want the forula re*ultto appear. In this exaple, :K.

(ype the e


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To Create an "solute %e&erence:

Select the cell where you wish to write the forula =in this exaple, :2?

(ype the e


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5: $or%ing ,it 3#*ic Function*

$or%ing ,it 3#*ic Function*

& (unction i* # prede(ined (or"ul#that perfors calculations using specific 'alues in a

particular order. 3hile you ay thin% of forulas as "eing short atheatical e


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&n exaple of a function with one arguent that adds a range of cells, &5 through &C

&n exaple of a function with "ore t#n one #rgu"entthat calculates the su of two cellranges

Excel literally has hundreds of different (unction*to assist with your calculations. !uildingforulas can "e difficult and tie)consuing. Excels functions can sa'e you a lot of tie andheadaches.

ExcelK* 8i((erent Function*

(here are any different functions in Excel 2007. Soe of the ore coon functions include

Statistical .unctions: SUM) suation adds a range of cells together.


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1ou dont ha'e to eorize the functions "ut should ha'e an idea of what each can do for you.

To Calculate the Sum o& a %ange o& (ata ,sing utoSum:

Select the For"ul#*ta".

ocate the Function Li&r#r)group. *ro here, you can access all the a'aila"le

functions. Select the cell where you want the function to appear. In this exaple, select B2.

Select the drop)down arrow next to the utoSu"coand.

Select Su". & forula will appear in the selected cell, B2.

(his forula, HSUMB62:6.1D, is called a (unction. &utoSu coandautoatically selects the range of cells fro 2 to BA, "ased on where youinserted the function. 1ou can alter the cell range, if necessary.

ress the Enter %e)or Enter &uttonon the forula "ar. (he total will appear.

To )dit a .unction:

Select the cell where the (unction i* de(ined.

Insert the cursor in the forula "ar.

Edit te r#nge"y deleting and changing necessary cell nu"ers.

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lic% the Entericon.

To Calculate the Sum o& Two rguments:

Select the cellwhere you want the (unction to #ppe#r. In this exaple, BB.

lic% the In*ert Functioncoand on the *orulas ta". & dialog "ox appears.

S-M is selected "y default.

lic% O>and the Function rgu"ent*dialog "ox appears so that you can enter therange of cells for the function.

Insert the cursor in the =u"&er 1field.

In the spreadsheet, select the (ir*t r#nge o( cell*. In this exaple, 2A through 2K.(he arguent appears in the +u"er A field.

(o select the cells, le(t9clic% cell 621and dr#g te cur*orto 2K, and thenrelease the ouse "utton.

Insert the cursor in the =u"&er 2field.

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In the spreadsheet, select the *econd r#nge o( cell*. In this exaple, B0 throughBA. (he arguent appears in the +u"er 2 field.

+otice that "oth arguents appear in the function in cell BB and the forula "ar whenBB is selected.

lic% O>in the dialog "ox and the *u" o( te t,o r#nge*is calculated.

To Calculate the +erage o& a %ange o& (ata:

Select the cell where you want the function to appear.

lic% the drop)down arrow next to the &utoSu coand.

Select &'erage.

lic% on the (ir*t cell=in this exaple, ? to "e included in the forula.

eft)clic% and dr#gthe ouse to define a cell range = through cell 20, in this

exaple?. lic% the Enter icon to calculate the a'erage.

cce**ing Excel 2007 Function*

To ccess Other .unctions in )$cel:

-sing the point)clic%)drag ethod, select a cell range to "e included in the forula.

On the *orulas ta", clic% on the drop)down part of the utoSu""utton.

If you dont see the function you want to use =Su, &'erage, ount, Max, Min?, displayadditional functions "y selecting More Function*.

(he In*ert Functiondialog "ox opens.

(here are three ways to locate a function in the In*ert Functiondialog "ox

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1ou can type a


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enor"ou* #"ount o( d#t#. (o ost effecti'ely use this data, you ay need to anipulate thisdata in different ways.

In this lesson, you will learn how to *ort, group, and (ilterdata in 'arious ways that will ena"leyou to ost effecti'ely and efficiently use spreadsheets to locate and analyze inforation.

Sorting+ 6rouping+ #nd Filtering

& Microsoft Excel spreadsheet can contain a great deal of inforation. Soeties you ayfind that you need to reorder or sort that inforation, create groups, or filter inforation to "ea"le to use it ost effecti'ely.

Sorting

Sorting li*t*is a coon spreadsheet tas% that allows you to easily reorder your data. (heost coon type of sorting is alpha"etical ordering, which you can do in ascending ordescending order.

To Sort in l*ha"etical Order:

Select a cell in the colun you want to sort =In this exaple, we choose a cell in colun&?.

lic% the Sort - Filtercoand in the Editinggroup on the :oe ta".

Select Sort to ?. +ow the inforation in the ategory colun is organized inalpha"etical order.

1ou can search in re'erse alpha"etical order "y choosing Sort ? to in the list.

To Sort &rom Smallest to 1argest:

Select a cell in the colun you want to sort =a colun with nu"ers?.

lic% the Sort - Filtercoand in the Editinggroup on the :oe ta".

Select Fro" S"#lle*t to L#rge*t. +ow the inforation is organized fro the sallest tolargest aount.

1ou can sort in re!er*e nu"eric#l order"y choosing Fro" L#rge*t to S"#lle*tin the list.

To Sort #ulti*le 1e+els: lic% the Sort - Filtercoand in the Editinggroup on the :oe ta".

Select Cu*to" Sortfro the list to open the dialog "ox.

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O#

Select the 8#t#ta".

ocate the Sort #nd Filtergroup.

lic% theSort

coand to open theCu*to" Sort

dialog "ox. *ro here, you can sort"y one ite, or ultiple ites.

lic% the drop)down arrow in the Colu"n Sort &)field, and choose one of the options.

In this exaple, ategory.

hoose what to *ort on. In this exaple, well lea'e the default as


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lic% O>.

(he spreadsheet has "een sorted. &ll the categories are organized in alpha"etical order, andwithin each category, the unit cost is arranged fro sallest to largest.

#ee"er all of the inforation and data is still here. Its 9ust in a different order.

6rouping Cell* U*ing te Su&tot#l Co""#nd

6roupingis a really useful Excel feature that gi'es you control o'er how the inforation isdisplayed. 1ou ust *ort &e(ore )ou c#n group. In this section we will learn how to creategroups using the Su"total coand.

To Create 2rou*s with Su"totals: Select any cell with inforation in it.

lic% the Su&tot#lcoand. (he inforation in your spreadsheet is autoaticallyselected and the Su"total dialog "ox appears.

8ecide how you want things grouped. In this exaple, we will organize "y C#tegor). Select a (unction. In this exaple, we will lea'e the S-M function selected.

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Select the colun you want the Su"total to appear. In this exaple, (otal ost isselected "y default.

lic% O>. (he selected cells are organized into group* ,it *u&tot#l*.

To Colla*se or (is*lay the 2rou*: lic% the &l#c% "inu*sign, which is the ide det#ilicon, to coll#p*ethe group.

lic% the &l#c% plu*sign, which is the *o, det#ilicon, to expand the group.

-se the So, 8et#il*and @ide 8et#il*coands in the Outline group to collapse anddisplay the group, as well.

To ,ngrou* Select Cells:

Select the cells you want to re"o!efro the group.

lic% the Ungroupcoand.

Select Ungroupfro the list. & dialog "ox will appear.

lic% O>.

To ,ngrou* the )ntire Worksheet:

Select all the cells with grouping.

lic% Cle#r Outlinefro the enu.

Filtering Cell*

*iltering, or teporarily hiding, data in a spreadsheet 'ery easy. (his allows you to focus onspecific spreadsheet entries.

To .ilter (ata:

lic% the Filtercoand on the 8#t#ta". 8rop)down arrows will appear "eside eachcolun heading.

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lic% the drop)down arrow next to the heading you would li%e to filter. *or exaple, if youwould li%e to only 'iew data regarding Fl#!or*, clic% the drop)down arrow next toC#tegor).

-nchec% Select ll.

hoose *la'or.

lic% O4. &ll other data will "e filtered, or hidden, and only the *la'or data is 'isi"le.

To Clear One .ilter:

Select one of the drop)down arrows next to a filtered colun.

hoose Cle#r Filter Fro"AAA.

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(o reo'e all filters, clic% the *ilter coand.

*iltering ay loo% a little li%e grouping, "ut the difference is that now I can filter on another field,if I want to. *or exaple, let;s say I want to see only the


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Once you ha'e entered inforation into a spreadsheet, you ay want to (or"#tit. *orattingyour spreadsheet can not only a%e it loo% nicer, "ut a%e it easier to use. In a pre'ious lessonwe discussed any anual foratting options such as "old and italics. In this lesson, you willlearn how to use the prede(ined t#&le* *t)le*in Excel 2007 and soe of the T#&le Tool*onthe 8esign ta".

For"#tting T#&le*

To Format 'n%ormation as a Ta(le:

Select any cell that contains inforation.

lic% the For"#t #* T#&lecoand in the St)le*group on the :oe ta". & list ofpredefined ta"les will appear.

eft)clic% a t#&le *t)leto select it.

& dialog "ox will appear. Excel has #uto"#tic#ll) *elected te cell*for your ta"le. (hecells will appear selected in the spreadsheet and the range will appear in the dialog "ox.

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hange the r#ngelisted in the field, if necessary.

/erify the "ox is selected to indicate your ta"le has e#ding*, if it does. 8eselect this"ox if your ta"le does not ha'e colun headings.

lic% O4. (he ta"le will appear foratted in the style you chose.

!y default, the ta"le will "e set up with the drop9do,n #rro,* in te e#derso that you canfilter the ta"le, if you wish.

In addition to using the For"#t #* T#&lecoand, you can also select the In*ertta", andclic% the T#&lecoand to insert a ta"le.

To #odi&y a Ta"le:

Select #n) cellin the ta"le. (he (a"le (ools 8esign ta" will "ecoe acti'e. *ro hereyou can odify the ta"le in any ways.

1ou can

Select a di((erent t#&lein the T#&le St)le* Option*group. lic% the Moredrop)downarrow to see ore ta"le styles.

8elete or add a @e#der Ro,in the (a"le Styles Options group.

Insert a Tot#l Ro,in the (a"le Styles Options group.

#eo'e or add nded ro,* or colu"n*.

Ma%e the first and last coluns &old.

=#"eyour ta"le in the roperties group. hange the cells that a%e up the ta"le "y clic%ing Re*i;e T#&le.

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3hen you apply a ta"le style, filtering arrows autoatically appear. (o turn o(( (iltering, selectthe :oe ta", clic% the Sort - Filtercoand, and select Filterfro the list.

SSI6=ME=T

U*e te In!entor) ,or%&oo% or #n) ,or%&oo% )ou coo*e to co"plete ti* c#llengeA

*orat the inforation in a wor%sheet as a t#&le.

*orat the (ir*t colu"nin "old.

+ae the ta"le.

hange the t#&le *t)le.

ractice using the other features discussed in this lesson to "odi() te t#&lein 'ariousways.

12: ligning Text

ligning Text

3or%sheets that ha'e not "een foratted are often 'ery difficult to read. *ortunately, Excelgi'es you any tools that allow you to (or"#t textand ta"les in 'arious ways. One of the waysyou can forat your wor%sheet so that it is easier to wor% with is to apply different types of#lign"ent to text.

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In this lesson, you will learn how to left, center, and right align text, erge and center cells,'ertically align text, and apply different types of text control.

For"#tting Cell*

ligning Text

Excel 2007 le(t9#lign* text=la"els? and rigt9#lign* nu"&er*='alues?. (his a%es dataeasier to read, "ut you do not ha'e to use these defaults. (ext and nu"ers can "e defined asleft)aligned, right)aligned or centered in Excel.

To lign Te$t or /um"ers in a Cell:

Select a cell or range of cells

lic% on either the lign Le(t+ Centeror lign Rigtcoands on the :oe ta".

(he text or nu"ers in the cell=s? ta%e on the selected alignent treatent.

eft)clic% a colun la"el to select the entire colun, or a row la"el to select an entire row.

C#nging


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C#nging Text Control

Text Controlallows you to control the way Excel 2007 presents inforation in a cell. (here aretwo coon types of (ext control $r#pped Text #nd Merge Cell*A

(he $r#pped Textwraps the contents of a cell across se'eral lines if its too large than thecolun width. It increases the height of the cell as well.

Merge Cell*can also "e applied "y using the Merge #nd Center"utton on the :oe ta".

To Change Text Control:

Select a cell or range of cells.

Select the :oe ta".

lic% the $r#p Textcoand or the Merge #nd Centercoand.

If you change your ind, clic% the drop)down arrow next to the coand, and choose -nergecells.

SSI6=ME=T

U*e te In!entor) ,or%&oo% or #n) ,or%&oo% )ou coo*e to co"plete ti* c#llengeA

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Insert a row and center9#lignthe text.

Insert a colun and le(t9#lignthe text.

-se the "erge #nd centercoand to add a title row.

&pply the ,r#pped textcoand to the entire ta"le.

ractice using the other features discussed in this lesson.

1': $or%ing ,it $or%*eet*

$or%ing ,it $or%*eet*

It is iportant that you %now how to e((ecti!el) "#n#ge )our,or%*eet*. !y default, three wor%sheets appear in each new wor%"oo%. In this lesson, youwill learn how to nae, add. delete, group, and ungroup wor%sheets. &dditionally, you will learnhow to freeze specific parts of the wor%sheet so they are always 'isi"le.

$or%*eet*

=#"ing $or%*eet*

3hen you open an Excel wor%"oo%, there are tree *eet* &) de(#ultand the default naeon the ta"s are SheetA, Sheet2 and Sheet5. (hese are not 'ery inforati'e naes. Excel 2007

allows you to define a eaningful nae for each wor%sheet in a wor%"oo% so you can


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(ype a new nae for the wor%sheet.

lic% off the ta". (he wor%sheet now assues the descripti'e nae defined.

O#

lic% the For"#tcoand in the Cell* groupon the :oe ta".

Select Ren#"e Seet. (he text is highlighted "y a "lac% "ox.

(ype a new nae for the wor%sheet.

lic% off the ta". (he wor%sheet now assues the descripti'e nae defined.

In*erting $or%*eet*

1ou can change the default nu"er of sheets that appear "y clic%ing the Micro*o(t O((ice3uttonand choosing Excel Option*. 1ou also ha'e the a"ility to in*ert ne, ,or%*eet*ifneeded, while you are wor%ing.

To Insert a /ew Worksheet:

eft)clic% the In*ert $or%*eeticon. & new sheet will appear. It will "e naed SheetB,

Sheet> or whate'er the next se


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To (elete One or #ore Worksheets:

lic% on the sheet=s? you want to delete.

#ight)clic% the sheet=s? and a enu appears.

Select 8elete.

O#

Select the sheet you want to reo'e.

lic% the drop9do,n #rro,next to 8eletein the ells group on the :oe ta".

*ro the enu that appears, select 8elete Sheet.

6rouping #nd Ungrouping $or%*eet*

& ,or%&oo%is a ulti)page Excel docuent that contains ultiple ,or%*eet*. Soeties

you will want to wor% with the wor%sheets one #t # ti"eas if each is a single unit. Other ties,the sae inforation or foratting ay need to "e added to e'ery wor%sheet.

3or%sheets can "e co"ined together into a group. 6roupingwor%sheets allows you to applyidentical forulas andHor foratting across #llthe wor%sheets in the group. 3hen you groupwor%sheets, any changes ade to one wor%sheet will also "e changed in #n) oter,or%*eet* in te group.

To 2rou* Contiguous Worksheets:

Select the (ir*t *eetyou want to group.

ress and hold the Si(t %e)on your %ey"oard.

lic% the l#*t *eetyou want to group.

Rele#*ethe Shift %ey.

(he sheets are now grouped. &ll the sheets "etween the first sheet and last sheetselected are part of the group. (he sheet ta"s will appear white for the grouped sheets.

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Ma%e any changes to one sheet and the changes will appear in all the grouped sheets.

To 2rou* /on3Contiguous Sheets:

Select the (ir*t *eetyou want to group.

ress and hold the Ctrl %e)on your %ey"oard.

lic% the next *eetyou want to group.

ontinuing clic%ing the sheets you want to group.

Rele#*ethe ontrol %ey.

(he sheets are now grouped. (he sheet ta"s will appear white for the grouped sheets.Only the sheets selected are part of the group.

Ma%e any changes to one sheet and the changes will appear in all the grouped sheets.

To ,ngrou* Worksheets:

#ight)clic% one of the sheets.

Select Ungroupfro the list.

Free;ing $or%*eet #ne*

(he a"ility to (ree;e, or loc%, specific rows or coluns in your spreadsheet is a really usefulfeature in Excel. It is called (ree;ing p#ne*. 3hen you freeze panes, you select rows orcoluns that will reain 'isi"le all the tie, e'en as you are scrolling. (his is particularly usefulwhen wor%ing with large spreadsheets.

To .reeze a %ow:

Select the row &elo,the one that you want frozen. *or exaple, if you want row A 2to appear at the top e'en as you scroll, then select row 5.

lic% the


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hoose Free;e #ne*. & thin, "lac% line appears &elo,e'erything that is frozen inplace.

Scroll down in the wor%sheet to see the pinned rows.

To ,n&reeze a Pane:

lic% the Free;e #necoand.

Select the Un(ree;ecoand.

To .reeze a Column:

Select the colun to the rigtof the colun=s? you want frozen. *or exaple, if youwant coluns & ! to always appear on the left, 9ust select colun .

lic% the


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Free;erows A and 2 on the 6anuary sheet.

8oing More with Excel

AB -sing (eplates

U*ing Te"pl#te*

In Excel 2007, you ha'e any teplates that can sa'e you a lotof tie. & te"pl#teis a pre)designed spreadsheet that you can use to create newspreadsheets with the *#"e (or"#ttingand prede(ined (or"ul#*. 3ith teplates, you dontneed to %now how to do the ath, or e'en how to write forulas )) these are already integratedinto the spreadsheet.

In this lesson, you will learn how to create a new wor%"oo% with a teplate, as well as "asicinforation a"out how teplates wor% in Excel 2007.

Te"pl#te*

Excel allows you to create new wor%"oo%s using te"pl#te*, or a prede(ined p#ttern. Se'eralteplates are preloaded in Excel and others are located on Microsoft Office Online.

To Create /ew Work"ooks ,sing Tem*lates On 4our Com*uter:

Open Excel.

lic% the Micro*o(t O((ice 3utton.

Select =e,. (he +ew 3or%"oo% 8ialog !ox appears.

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lic% In*t#lled Te"pl#te*. (hu"nail iages of the teplates that are installed on yourcoputer appear in the center of the dialog "ox.

Select a teplate fro the center area of the dialog "ox. & slightly larger iage of theteplate appears on the right side of the dialog "ox.

lic% Cre#te. (he teplate will appear in the Excel window.

To Create /ew Work"ooks ,sing Tem*lates on O&&ice Online:

Open Excel.

lic% Micro*o(t O((ice 3utton.

Select =e,. (he +ew 3or%"oo% 8ialog !ox appears.

Select a c#tegor)under the Micro*o(t O((ice Onlineheading on the left. (hu"nailiages of the teplates in that category that are a'aila"le through Microsoft Office

Online appear in the center of the dialog "ox.

Select a teplate. & slightly larger iage of the teplate appears on the right side of thedialog "ox.

lic% 8o,nlo#d. (he download process will "egin.

SSI6=ME=T

Open Excel.

/iew the te"pl#te*on your coputer.

/iew se'eral of the teplate c#tegorie*on Micro*o(t O((ice Online.

Select a teplate.

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8o,nlo#dthe teplate.

Enter your data into the teplate.

Sa'e and close the wor%"oo%.

1/: U*ing $#t9I( n#l)*i*

U*ing $#t9i( n#l)*i*

(he real power in Excel coes in its a"ility to perfor ultipleatheatical calculations for you. One of the tools in Excel that you can use to perfor thesecalculations is a 8#t# toolcalled $#t9I( n#l)*i*. 3hat)If analysis allows you to see theeffect that different 'alues ha'e in forulas. :a'e you e'er thought, P3hat interest rate do Ineed to


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Where (id the .ormula Come .rom5

(he (or"ul#that appears in cell 3/in the exaple iage is a (unction. It isnt part of the3hat)if &nalysis tool, so you will need to understand functions thoroughly "efore you use 3hat)if &nalysis. *or the exaple scenario descri"ed a"o'e, you need a forula that will calculatethe onthly payent. Instead of writing the forula yourself, you can insert a function to do the

calculation for you.

To Insert a Payment .unction:

Select the For"ul#ta".

lic% the In*ert Functioncoand. & dialog "ox appears.

Select MT.

lic% O>. & dialog "ox appears.

Insert your cursor in the (ir*t (ield. & description a"out the needed inforation appearsat the "otto of the dialog "ox.

Select the cell in the spreadsheet with the needed inforation.

Insert your cursor in the next (ield. & description a"out the needed inforation appearsat the "otto of the dialog "ox.

Select the cell in the spreadsheet with the needed inforation.

#epeat the last two steps until all the necessary inforation is entered in the dialog "ox.

lic% O>.

$#t9I( n#l)*i* Tool*

(here are tree3hat)If analysis tools that you can use. (o access these, select the 8#t#ta",and locate the $#t9I( n#l)*i* co""#nd. If you clic% this coand, a enu with threeoptions appears.

6o#l *ee%is useful if you %now the needed re*ult, "ut need to find the input !#luethat willgi'e you the desired result. In this exaple, we %now the desired result =a NB00 onthlypayent?, and are see%ing the input 'alue =the interest rate?.

6o#l See%

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To ,se 2oal Seek to (etermine an Interest %ate:

Select the 8#t#ta".

ocate the 8#t# Tool*group.

lic% the $#t9I( n#l)*i*coand. & list of three options appears.

Select 6o#l See%. & sall dialog "ox appears.

Select the cellthat you what to set to a *peci(ic !#lue. In this exaple, we want to set

!>, the ayent cell.

Insert the cursor in the next field.

Enter a !#luein the !#lue (ield. In this exaple, type 9J.00. Since we;re a%ing apayent that will "e su"tracted fro our loan aount, we ha'e to enter the payent asa negati'e nu"er.

Insert the cursor in the next field.

Select the cellthat you want to change. (his will "e the cell that tries 'arious input!#lue*. In this exaple, select cell !B, which is the interest rate.

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lic% O>.

(hen, clic% O>again. (he interest rate appears in the cell. (his indicates that a 7Qinterest rate will gi'e us a NB00 a onth payent on a N20,000 loan that is paid off o'er> years, or K0 onths.

SSI6=ME=T

U*e te C#r Lo#n ,or%&oo% to co"plete ti* c#llengeA

-se 6o#l See%to sol'e the pro"le descri"ed in the text and 'ideo lessons.

reate a pro"le of your own that you ight use oal See% to sol'e. (ry it.

1: $or%ing ,it C#rt*

$or%ing ,it C#rt*

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& c#rtis a tool you can use in Excel to counicate your d#t#gr#pic#ll). harts allow your audience to ore easily see the eaning "ehind the nu"ers inthe spreadsheet, and a%e showing coparisons and trends a lot easier. In this lesson, you willlearn how to in*ertand "odi()Excel charts and see how they can "e an effecti'e tool forcounicating inforation.

C#rt*

Creating a Chart

harts can "e a useful way to counicate data. 3hen you insert a chart in Excel, it appearsin the selected wor%sheet with the source data, "y default.

To Create a Chart:

Select the ,or%*eetyou want to wor% with. In this exaple, we use the Su""#r)wor%sheet.

Select the cell*that you want to chart, including the colu"n title*and the ro, l#&el*.

lic% the In*ertta".

:o'er o'er each C#rt optionin the harts group to learn ore a"out it.

Select one of the hart options. In this exaple, we use the oluns coand.

Select a t)pe o( c#rtfro the list that appears. *or this exaple, we use a 2)8lustered olun. (he chart appears in the wor%sheet.

Identi()ing te #rt* o( # C#rt

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:a'e you e'er read soething you didnt fully understand "ut when you saw a chart or graph,the concept "ecae clear and understanda"leJ harts are a !i*u#l repre*ent#tionof data ina wor%sheet. harts a%e it easy to see coparisons, patterns, and trends in the data.

Source (ata

(he range of cells that a%e up a chart. (he chart is updated autoatically whene'er theinforation in these cells change.

Title

(he title of the chart.

1egend

(he chart %ey, which identifies each color on the chart represents.

$is

(he 'ertical and horizontal parts of a chart. (he 'ertical axis is often referred to as the 1 axis,and the horizontal axis is referred to as the R axis.

(ata Series

(he actual charted 'alues, usually rows or coluns of the source data.

Value $is

(he axis that represents the 'alues or units of the source data.

Category $is

(he axis identifying each data series.

C#rt Tool*

Once you insert a chart, a new set of C#rt Tool*, arranged into 5 ta"s, will appear a"o'e the#i""on. (hese are only 'isi"le when the chart is selected.

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To Change the Chart Ty*e:

Select the 8e*ignta".

lic% the C#nge C#rt T)pecoand. & dialog "ox appears.

Select another c#rt t)pe.

lic% O4.

(he chart in the exaple copares each salespersons onthly sales to hisHher other onths

sales howe'er you can change what is "eing copared. 6ust clic% the S,itc Ro,Colu"n8#t#coand, which will rotate the data displayed on the xand ) #xe*. (o return to theorigin#l !ie,, clic% the Switch #owHolun coand again.

To Change Chart 1ayout:


ocate the C#rt L#)out*group.

lic% the Morearrow to 'iew all your layout options.

eft)clic% a layout to select it.

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If your new layout includes chart titles, axes, or legend la"els, 9ust insert your cursor into thetext and "egin typing to add your own text.

To Change Chart Style:


ocate the C#rt St)legroup. lic% the Morearrow to 'iew all your style options.

eft)clic% a style to select it.

To #o+e the Chart to a (i&&erent Worksheet:


lic% the Mo!e C#rtcoand. & dialog "ox appears. (he current location of the chartis selected.

Select the desired location for the chart =i.e., choose an existing wor%sheet, or select+ew Sheet and nae it?.

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U*e te Co"p#n) S#le* ,or%&oo% or #n) oter ,or%&oo% to co"plete ti* c#llengeA

-se wor%sheet data to create a c#rt.

hange the c#rt l#)out.

&pply a c#rt *t)le.

Mo'e the chart to a separate wor%sheet.

17: U*ing Condition#l For"#tting66

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U*ing Condition#l For"#tting

Iagine you ha'e a spreadsheet with thousands of rows of data. It would "e extreely difficultto see patterns and trends 9ust fro exaining the raw data. Excel gi'es us se'eral tools that

will a%e this tas% easier. One of these tools is called condition#l (or"#tting. 3ith conditionalforatting, you can apply foratting to one or "ore cell*"ased on the 'alue of the cell. 1oucan highlight interesting or unusual cell 'alues, and 'isualize the data using foratting such asdata "ars.

In this lesson, you will learn how to apply, odify, and delete conditional foratting rules.

Condition#l For"#tting

The Conditional .ormatting O*tions

1ou ha'e any condition#l (or"#ttingrules, or options, that you can apply to cells in yourspreadsheet. Each rulewill affect selected cells differently. !efore you choose a foratting rule,you need to identify what


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Top3otto" Rule*:(his conditional foratting option highlights cell 'alues that eetspecific criteria, such as top or "otto A0Q, a"o'e a'erage, and "elow a'erage. If youchoose this option, a di#log &oxwill appear, and you will ha'e to specify the cells tohighlight, and the color you would li%e to highlight the cells.

8#t# 3#r*:(his is an interesting option that forats the selected cells with colored "ars.(he length of the data "ar represents the 'alue in the cell. (he longer the "ar, the higherthe 'alue.

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Color Sc#le*:(his option applies a two or three color gradient to the cells. 8ifferentshades and colors represent specific 'alues.

To **ly Conditional .ormatting:

Select the cells you would li%e to forat.

Select the @o"eta".

ocate the St)le*group.

lic% the Condition#l For"#ttingcoand. & enu will appear with your forattingoptions.

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Select one o( te option*to apply it to the selected cells. & cascading enu willappear.

&n additional dialog "ox ay appear, depending on the option you choose.

If so, a%e the necessary choices, and clic% O4.

To %emo+e Conditional .ormatting %ules:

lic% the Condition#l For"#ttingcoand.

Select Cle#r Rule*. & cascading enu appears.

hoose to clear rules fro the entire ,or%*eetor the *elected cell*.

To #anage Conditional .ormatting %ules:

lic% the Condition#l For"#ttingcoand.

Select M#n#ge Rule*fro the enu. (he onditional *oratting #ules Manager dialog"ox will appear.

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*ro here you can edit a rule, delete a rule, or change the order of rules.

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U*e te Co"p#n) S#le* ,or%&oo% to co"plete ti* c#llengeA

&pply conditional foratting to a range of cells with nu"eric#l !#lue*.

&pply a second conditional foratting rule to the sae set of cells.

&pply a conditional foratting rule to a range of cells with text.

Explore the Condition#l For"#tting Rule* M#n#gerdialog "ox.

lear all conditional foratting rules fro the wor%sheet.

14: Cre#ting i!ot T#&le*

Cre#ting i!ot T#&le*

i'ot ta"le reports, or pi!ot t#&le*as they are often called, canhelp you answer


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i!ot T#&le Report*

Why are They /amed Pi+ot Ta"les5

1ou ay "e wondering why it is called a pi'ot ta"le. !asically, pi'ot ta"les allow you to pi!ot, or"o!e, data so that you can produce answers to .

Creating a Pi+ot Ta"le %e*ort

If you use the saple spreadsheet to create a pi'ot ta"le, you can see that the colunheadings are *#le*per*on, region, #ccount, order #"ount, and "ont. 3hen you create api'ot ta"le, each colu"n l#&elin your data "ecoes # (ieldthat can "e used in the report. (heField Li*tappears on the right side of the report, while the l#)out #re#appears on the left.

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To Create a Pi+ot Ta"le %e*ort 6Part 87:

8eterine what ue*tionyou want your pi'ot ta"le report to answer. *or exaple,

using the saple spreadsheet, you ight want to %now,ic *#le*per*on *old tegre#te*t doll#r #"ount.

8eterine the (ield*that are necessary to answer this


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To dd a %e*ort .ilter:

Select a (ieldin the Field Li*t. In this exaple, choose Region. !y default, it will appearin the #ow a"els group.

lic% and drag Regioninto the Report Filtersection.

#elease the ouse "utton. (he region appears at the top of the report as a filter.

(he #rro,"y the #egion fields shows =&ll?. (o show 9ust the data for a *peci(ic region,clic% the drop)down arrow and select the region. (o see "ultiple region*, clic% theMultiple #egions "ox, select the regions to display, and then, clic% O4

#o+ing0 or Pi+oting (ata:

lic% and drag a (ieldfro one area to another.

#elease the ouse "utton to drop the field in the new area. In this exaple, we o'eRegionfro Report Filterto Colu"n L#&el. (he pi'ot ta"le report will change.

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O#

#ight)clic% one of the rows. & enu will appear.

Select Mo!eand then select a o'e option.

To Create a Pi+otChart

Select the i!ot C#rtcoand fro the Options ta". (he Insert hart dialog "oxappears.

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Select the chart you;d li%e to insert.

lic% O4. (he chart will now appear on the sae sheet as the i'ot (a"le.

(he inforation in the chart includes the inforation in the pi'ot ta"le, rather than all theoriginal source data.

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U*e te Co"p#n) S#le* ,or%&oo% to co"plete ti* c#llengeA

reate a pi'ot ta"le report that calculates the aount each salesperson sold.

*ilter the report "y region.

/iew the data for the salespeople in the =ortand $e*tregion.

3ho sold the greatest dollar aount in those two regionsJ

$#tK* =e, in Excel 2007

March 7, 2008+ew and ipro'ed features a"ound in the ost recent 'ersion of Excel. Excel 2007differs su"stantially fro the pre'ious 'ersions, "oth in appearance and functionality. (raditionalenus, tool"ars, and tas% panes ha'e "een replaced "y a ne, n#!ig#tion *)*te"and #"ultitude o( ne, (e#ture*that are designed to a%e accoplishing tas%s in the spreadsheetapplication easier than e'er "efore.

et;s ta%e a loo% at soe of the features you can expect to see in Excel 2007.

Te Ri&&on S)*te":ascading enu options and tool"ars ha'e "een replaced "y the ta""ed#i""on syste. Microsoft calls this a Tresults)oriented user interfaceU "ecause the #i""on isdi'ided intot#*%9oriented t#&*, which are further di'ided into groups of coands andfeatures. &lso, the ta"s, groups, and coand "uttons change as you ta%e on 'arious tas%s re!e#ling ,#t )ou need+ ,en )ou need it. (his ay see o'erwheling at first, "ut it isextreely useful and a%es using all the tools of this coplex software 'ery intuiti'e.

L#rger Spre#d*eet:AK, 2B. Is that enough colunsJ 3hat a"out A, 0>, >7KJ 3ill that "eenough rows for youJ Excel 2007 pro'ides you with approxiately 1+/00 "ore ro,*and+'00 "ore colu"n*than in Excel 2005. If you ha'e a difficult tie iagining using aspreadsheet with that any coluns and rows, thin% a"out the copanies that use Excel toanage financial data, or "usinesses that control their "udgets or client lists. ower users willappreciate these new additions.

I"pro!ed For"ul# #nd Function Fe#ture*: *orulas and functions are the heart of Excel.3ithout the, you could not use the application to perfor e'en the "o*t *ic o(c#lcul#tion*A In this 'ersion, there ha'e "een soe ipro'eents that a%e forula writingeasier. One of the additions is a re*i;#&le (or"ul# r. 3hen you enter long forulas, theforula "ar autoatically resizes so that the forula doesn;t co'er data in the cells.

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&dditionally, Excel 2007 pro'ides you with forula utoCo"pleteoptions. &fter you "egin aforula, Excel displays a drop)down list of possi"le functions "elow the cell.

En#nced Sorting #nd Filtering: Te Sorting #nd Filtering co""#nd i* # igl) u*ed

co""#nd in ExcelA Te l#te*t !er*ion #dd* te #&ilit) to *ort in(or"#tion &)color+ #nd (ilter &) color or d#te*A ddition#ll)+ )ou c#n no, *elect "ultiple ite"*to (ilter+ #nd (ilter d#t# in i!otT#&le*A

Te"e* #nd St)le*: Cre#ting pro(e**ion#l9loo%ing *pre#d*eet* #* ne!er &eene#*ierA Excel 2007 include* te"e* #nd *t)le* t#t *urp#** te utoFor"#t T#&le(e#ture t#t ,#* # %e) de*ign tool in pre!iou* !er*ion* o( ExcelA te"e i* #prede(ined *et o( color*+ (ont*+ line*+ #nd (ill e((ect* t#t c#n &e #pplied to )ourentire ,or%&oo%+ t#&le*+ c#rt*+ or *elected #re#*A *t)le i* # prede(ined (or"#t+*ed on te te"e )ou coo*e+ t#t )ou c#n #ppl) to c#nge te #ppe#r#nce o(t#&le*+ c#rt*+ *#pe*+ #nd "oreA I( &uilt9in+ prede(ined te"e* #nd *t)le* donKt"eet )our need*+ )ou c#n cu*to"i;e )our o,nA

In #ddition to te*e (e#ture*+ Excel 2007 include* en#nced condition#l(or"#tting t#t #pplie* !i*u#l (or"#tting to d#t#+ ne, (unction#lit) in t#&le*+ ne,c#rting tool*+ upd#ted pi!ot t#&le* t#t #re e#*ier to u*e+ tree #ddition#l (ile(or"#t*+ #nd "oreA

Te O((ice 2007 #pplic#tion* include *o"e dr#"#tic c#nge* t#t ,ill #((ect o,)ou u*e te !#riou* *o(t,#re #nd ti* i* e*peci#ll) true (or te Excel u*erexperienceA ou c#n "#%e *pre#d*eet* t#t not onl) *tore*+ org#ni;e*+ #ndc#lcul#te* d#t# (or )ou+ &ut pre*ent* it in # trul) eng#ging (or"#tA Excel #*ne!er &een e#*ier or "ore (un to u*eA

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handout+on+excel+2007

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