sample excel 2010 advanced manual

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Excel2010

Advanced

Excel 2010

Advanced


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Excel 2010 Advanced Page 2

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TUTOR SETUP INFORMATION ................................................................................................................. 5SAMPLE FILES FOR THIS COURSE ....................................................................................................... 6PIVOT TABLES................................................................................................................................................. 7

CREATING AND USING A PIVOT TABLE........................................................................................................ 7FILTERING AND SORTING DATA WITHIN A PIVOT TABLE. ....................................................................... 14AUTOMATICALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS. ............................. 17MANUALLY GROUPING DATA IN A PIVOT TABLE AND RENAMING GROUPS. ........................................ 20

INPUT TABLES ............................................................................................................................................... 22ONE-INPUT DATA TABLES. .......................................................................................................................... 22TWO-INPUT DATA TABLES........................................................................................................................... 25

CHARTS. ........................................................................................................................................................... 28CREATING A COMBINED LINE AND COLUMN CHART. ..............................................................................28ADDING A SECONDARY AXIS TO A CHART................................................................................................ 31CHANGING THE CHART TYPE FOR A PARTICULAR DATA SERIES. ........................................................ 37ADDING A DATA SERIES TO A CHART. ....................................................................................................... 38REMOVING A DATA SERIES FROM A CHART............................................................................................. 40RE-POSITIONING CHART TITLE................................................................................................................... 41RE-POSITIONING THE CHART LEGEND. .................................................................................................... 42MOVING AND FORMATTING CHART DATA LABELS. .................................................................................43MODIFYING CHART AXIS SCALES............................................................................................................... 47FORMATTING AN AXIS TO DISPLAY USING COMMAS. .............................................................................51INSERTING IMAGES INTO CHART COLUMNS............................................................................................. 54INSERTING IMAGES TO CHART BARS. ....................................................................................................... 58FORMATTING THE CHART PLOT AREA USING A PICTURE. ..................................................................... 62FORMATTING THE CHART AREA USING A PICTURE. ...............................................................................67

HYPERLINKS .................................................................................................................................................. 71INSERTING A HYPERLINK. ........................................................................................................................... 71EDITING A HYPERLINK ................................................................................................................................. 72REMOVING A HYPERLINK ............................................................................................................................ 74

LINKING & EMBEDDING............................................................................................................................. 76WHAT IS EMBEDDING AND LINKING?......................................................................................................... 76LINKING DATA WITHIN A WORKSHEET....................................................................................................... 76LINKING CELLS BETWEEN WORKSHEETS WITHIN A WORKBOOK. ........................................................ 77LINKING DATA BETWEEN WORKBOOKS. ................................................................................................... 78LINKING DATA FROM EXCEL TO A WORD DOCUMENT. .......................................................................... 80LINKING AN EXCEL CHART TO A WORD DOCUMENT..............................................................................82UPDATING,LOCKING AND BREAKING LINKS. ........................................................................................... 83

IMPORTING TEXT FILES ........................................................................................................................... 88WHAT IS A DELIMITED TEXT FILE? ............................................................................................................. 88IMPORTING A DELIMITED TEXT FILE. ......................................................................................................... 88

SORTING AND FILTERING DATA........................................................................................................... 93SORTING DATA BY MULTIPLE COLUMNS AT THE SAME TIME. ............................................................... 93APPLYING A PRE-INSTALLED CUSTOM SORT........................................................................................... 96CREATING A CUSTOMIZED LIST AND PERFORMING A CUSTOM SORT. ................................................ 99REMOVING A CUSTOMISED LIST. ............................................................................................................. 104




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USINGAUTOFILTER...................................................................................................................................105USINGAUTOFILTER TO PERFORM MULTIPLE QUERIES....................................................................... 110TOP 10AUTOFILTER. ................................................................................................................................113REMOVING ALLAUTOFILTERS FROM A WORKSHEET. ......................................................................... 115ADVANCED FILTER CRITERIA................................................................................................................... 116SUB-TOTALLING.

.........................................................................................................................................119REMOVING SUBTOTALS............................................................................................................................. 121EXPANDING AND COLLAPSING OUTLINE DETAIL LEVELS..................................................................... 123

TRACKING AND REVIEWING CHANGES. .........................................................................................127ENABLING OR DISABLING THE 'TRACK CHANGES'FEATURE............................................................... 127SHARING,COMPARING AND MERGING WORKSHEETS. ........................................................................ 132

SCENARIOS.................................................................................................................................................. 140SCENARIO MANAGER. ............................................................................................................................... 140SCENARIO SUMMARY REPORTS. ............................................................................................................. 149

VALIDATING.................................................................................................................................................. 152DATA VALIDATION -WHOLE NUMBER. .................................................................................................... 152DATA VALIDATION -DECIMAL NUMBER. ................................................................................................. 156DATA VALIDATION -LIST. .......................................................................................................................... 159DATA VALIDATION -DATE. ........................................................................................................................ 162DATA VALIDATION -TIME. ......................................................................................................................... 164DATA VALIDATION -TEXT LENGTH..........................................................................................................168CUSTOMISING A VALIDATION INPUT MESSAGE AND ERROR ALERT. ................................................. 171REMOVING DATA VALIDATION. ................................................................................................................. 173

AUDITING....................................................................................................................................................... 175TRACING PRECEDENT CELLS. .................................................................................................................. 175TRACING DEPENDENT CELLS. .................................................................................................................. 177IDENTIFYING CELLS WITH MISSING DEPENDENTS. ............................................................................... 178SHOWING ALL FORMULAS IN A WORKSHEET,RATHER THAN THE RESULTING VALUES.................179INSERTING AND VIEWING COMMENTS. ................................................................................................... 180EDITING AND DELETING COMMENTS.......................................................................................................183SHOWING AND HIDING COMMENTS. ........................................................................................................185

MACROS......................................................................................................................................................... 187MACRO TO CHANGE THE PAGE SET-UP. ................................................................................................ 187MACRO TO APPLY A CUSTOM NUMBER FORMAT. ................................................................................. 189MACRO TO FORMAT A CELL RANGE. .......................................................................................................193MACRO TO INSERT FIELDS INTO THE HEADER OR FOOTER................................................................ 196ASSIGNING A MACRO TO A BUTTON ON THE QUICKACCESS TOOLBAR. ......................................... 199DELETING MACROS. ...................................................................................................................................203

PASSWORDS & SECURITY ISSUES ................................................................................................... 206ADDING 'OPEN'PASSWORD PROTECTION TO A WORKBOOK.............................................................. 206ADDING 'MODIFY'PASSWORD PROTECTION TO A WORKBOOK. ......................................................... 208REMOVING AN 'OPEN'PASSWORD FROM A WORKBOOK. .................................................................... 211REMOVING A 'MODIFY'PASSWORD FROM A WORKBOOK. ................................................................... 213PASSWORD PROTECTING CELLS AND WORKSHEETS. ......................................................................... 215HIDING FORMULAS. ....................................................................................................................................219UN-HIDING FORMULAS. ............................................................................................................................. 221




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Tutor Setup Information

Copy the sample files folder, Excel 2010 AdvancedCourseto the Documents

folder on the PC. At the end of the course, remove all files modified or created during the course,

prior to re-running the course.

At the end of the course, reset all program and operating system defaults thatmay have been modified during the course, prior to re-running the course.




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Sample files for this Course

During this course you will need to open samples files.

These are stored under the Documents folder in a sub-folder called:

Excel 2010 Advanced Course.

If you create any new files, unless otherwise instructed, you should also savethe files in this folder.




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Pivot Tables.

Creating and using a pivot table.

Open a workbook called Pivot Tables 01. This worksheet contains the datafrom which you wish to create your pivot table.

Click within the data table.

Click on the Inserttab and within the Tablesgroup click on the Pivot Tablebutton.

The Create Pivot Tabledialog box will be displayed.




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Accept the default values displayed and click on the OKbutton. Your screenwill now look like this.

NOTE: A new worksheet has been inserted into your workbook and the

default name from this worksheet is Sheet1.

The Pivot Table Field Lis twill be displayed to the right of the screen. Clickon the Sales Personcheck box.




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Your will data will now look like this.

Within the Pivot Table Field Listclick on the Customercheck box.




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Move the mouse pointer over the Customerfield so that the field ishighlighted as illustrated.

Drag the Customer fielddown to the Column Labelbox as illustrated.




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Your data will now look like this.

Within the Pivot TableField Listclick on the check box next to Total value.




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Your data will now look like this.

Click on the Pivot Table Dataworksheet tab, so that your original table ofdata is displayed. Make some changes such as changing the value within cellD4, from 1to 10.




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Click on the worksheet tab containing your Pivot Table, you will notice that the

Pivot Table has not been updated to take account of your changed data.

Click within the Pivot Table.

Right click and from the pop-up menu displayed select the Refreshcommand.




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You will see the data change, as illustrated.

Save your changes and close the workbook.

Filtering and sorting data within a pivot table.

Open a workbook called Pivot Tables 02.




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You can see that the names of the sales persons are listed in alphabeticalorder.

To reverse the sort order of the sales person names, first click on one of theSales Persons names within the data.

Right click over one of the sales names and from the pop-up menu displayed

click on the Sortcommand. From the sub-menu displayed click on the Sort Zto A.

The sorted data will look like this.




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To restore the sort order back to alphabeticalA to Zorder repeat the processand selectA to Zas the sort order.

You can apply filters to the Pivot Table to control which records are displayed.

Click on the down arrowdisplayed to the right of the Customercolumn fieldheading.

This will display a list of company names.




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At present all the customers are selected and therefore shown on the PivotTable.

Clear the selection boxes so that onlyABC Companyand KLM Companyare selected.

Click on the OKbutton and the filtered Pivot Table will be displayed.

Only sales forABC Companyand KLM Companyare displayed, the othercustomers have been filtered out of the Pivot Table.


Automat ically grouping data in a pivot table and renaming groups.

Open a workbook called Pivot Tables Grouping.




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In this example we are going to automatically group the datesin the pivottable by year.

Right click over one of the cells containing a date and from the pop-up menudisplayed select the Group command.

The Groupingdialog box will be displayed.




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Click on Monthsto de-select it & then click on Years. The Groupingdialogbox should now look like this.

Click on the OKbutton to close the Groupingdialog box and apply theautomatic grouping.




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As you can see, orders have now been grouped by year.

You can rename any of the automatically created groups. To rename the2007 groupclick on the cell containing the group name (in this case cellA7)and type in a new name for the group, use the name Final Year, and press

Enter.


Manually grouping data in a pivot table and renaming groups.

Open a workbook called Pivot Tables 03.

Louand Sueare working together as a team, and we want to group theirsales together.

First, we need to click on cellA5(the cell containing the text Lou).

While depressing the Ctrlkey we then need to click on cellA8(the cellcontaining the text Sue).

When you release the Ctrlkey, both cells should remain selected.

Right click over the selected cells and from the pop-up menu displayed selectthe Group command. The screen will then change to display the groupedresults, as illustrated.




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In this case the group has automatically given the name of Group1. Tochange the name of the group click on the cell containing the group name (inthis case cellA5) and enter the new name Sales Teamfor the group.





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Input Tables

One-input data tables.

Open a workbook called One Input Data Tables.

In this example, we will examine the effects of different interest rates on theamount of money you have to pay back when taking out a loan.

We will use the PMT function to calculate the monthly loan payments. ThePMT function is covered within the Function section, but for your convenience,the syntax is listed below.

PMT(rate,nper,pv,fv,type)

Where.

Rate. This is the loan interest rate.

Nper. This is the total number of loan payments.

Pv. This is the present value, (principal) or the total amount that a series offuture payments is worth now.

Fv. This is the future value, or a total amount you want to have after the lastpayment is made. If Fv is not specified, then it will default to 0 and thus thefuture value of the loan is 0.

Type. This can be either 0 or 1 and donates when payments are due (i.e. atthe end of the period or at the start of each period).

Click on cell C5and you will see the function syntax displayed within theFormula Bar.

=PMT(B5/12,C17,-C16).




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To construct the data table we need to first select the following area of theworksheet.

Click on the Datatab and within the Data Toolsgroup click on the What-IfAnalysisbutton. From the sub-list displayed click on Data Table.




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This will display the DataTabledialog box.

We need to click within the Column input celltext box within this dialog box,and click on the input cell, i.e. cell B5, as indicated.

Clicking on the OKbutton will display the what-if payments, as illustrated.





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Two-input data tables.

Open a workbook called Two Input Data Table.

We can ask a what-if question relating to how many months to spread theloan over. In this example we will see what happens if a loan is spread over36, 48and 60months.

Note the use of the PMTfunction in cell B4.

=PMT(C18/12,C17,-C16)




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To ask a two input, what-if question we first have to select the relevant data,in the range B4:E13, as illustrated.

Click on the Datatab and within the Data Toolsgroup click on the What-IfAnalysisbutton. From the sub-list displayed click on Data Table.

This will display the DataTabledialog box.

Click on the section of the dialog box called Row input cell, and then click oncell C17.

Click on the section of the dialog box called Column input cell, and then clickon cell C18.




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When you click on the OKbutton, the what-if values will be inserted, asillustrated below.





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Charts.

Creating a combined line and column chart.

Open a workbook called Line and column chart.

Click within the table of data.

Click on the Inserttab and within the Chartsgroup click on the Columnbutton.

From the drop down list displayed, click on the first 2-D column chartoption.

A column chart will be inserted into the worksheet.




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Click on one of the columns within the chart that you wish to convert to a linerather than column.

Right click over one of the selected columns and from the pop-up menudisplayed, click on the Change Series Chart Typecommand.




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The Change Chart Typedialog box will be displayed.

Within the left-hand side of the dialog box click on the Linebutton.

Select the first option within the Lineformats displayed in the right section ofthe dialog box.

Click on the OKbutton and you will now see a chart displayed using bothcolumns and lines.




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Adding a secondary axis to a chart . Open a workbook called Secondary Axis.

Select the range B2:B11. Hold down the Ctrlkey and then also select therange E2:E11. Release the Ctrlkey. The selected data will look like this.




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Click on the Inserttab and within the Chartsgroup click on the Columnbutton. From the drop-down displayed select a 2-D Columnchart format.

A column chart will be created within the worksheet.

This chart displays information about the number of unit sales per month. Weshall now add another data series which will use a secondary axis to displaythe relevant information.

Select the range F2:F11.




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Press Ctrl+Cto copy the selected data to the clipboard.

Click once on the chart to select it, press Ctrl+Vto paste the selected datainto the chart. The chart will now look like this.

Make sure the chart is selected.

Within the chart click on one of the columns that you have just inserted.




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Click on the Formattab within the current selection group, click on the downarrow displayed at the top of the group.

From the drop-down list displayed select Series Total Sales Value.

Within the Current Selectiongroup click on Format Selection.

The Format Data Series dialog box will be displayed. Click on theSecondary Axisbutton. Click on the Closebutton.




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The chart will now look like this.

Right click on any part of a column relating to the Number of Sales.

From the pop-up menu displayed click on the Change Series Chart Typecommand.




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The Change Chart Typedialog box will be displayed. Select a line charttype.

Click on the OKbutton and the chart will now look like this.




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Changing the chart type for a particular data series.

Open a workbook called Chart Types.

Click on the second data series within the chart (in the example illustrated weclicked on one of the columns, representing the data for the Westsalesregion).

Right click and you will see a pop-up menu displayed.

From the pop-up menu displayed, select Chart Series Chart Type. This willdisplay the ChangeChart Typedialog box.

Select the required chart type, and if necessary chart sub-type. In this case,select a Linechart.




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Click on the OKbutton to change the chart type, as illustrated.

Experiment with applying other chart types.


Adding a data ser ies to a chart .

Open a workbook calledAdding a Data Series .

This workbook contains a chart that is only displaying information relating tothe Eastregion.




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You can select a data range from your worksheet and add this to the chart.To add information related to the Westregion to the chart we need to select

the data relating to the Westregion, as illustrated.

Press Ctrl+Cto copy the selected data to the Clipboard.

Click on the chart to select it and press Ctrl+Vto paste the data to the chart.The chart will now look like this.




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Removing a data series from a chart.

Open a workbook called Deleting a Data Series. This workbook contains achart.




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To delete a data series from the chart, click on one of the columns(representing the data series that you wish to remove). In the exampleillustrated, we clicked on the sales data for the sales from the Westregion,(i.e. the yellow column).

Press the Delkey. The result will be similar to that illustrated.


Re-positioning chart title.

Open a workbook called Moving Chart Titles. The chart within the workbooklooks like this.




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To move the chart title, first click on the chart title to select it, as illustrated.

Move the mouse pointer to the edge of the chart title and drag the title to a

new location.


Re-positioning the chart legend.

Open a workbook called Moving Chart Legends. The chart within theworkbook looks like this.




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Click on the chart legend to select it, as illustrated.

Move the mouse pointer to the edge of the chart legend, and drag the legendto a new location, as in the illustration.


Moving and formatting chart data labels.

Open a workbook called Moving Chart Data Labels. The chart within theworkbook looks like this.




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Click on the chart data label, for the 2009columns, to select them, asillustrated.

Right click over a selected data label and from the pop-up menu displayedclick on the Format Data Labelscommand.

This will display theFormat Data Labels dialog box.




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Click on theAl ignmenttab.

Use the various options available to reposition the data labels within the chart.For instance use the Custom Angle section within the dialog box to display




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the text at 45 degrees.

If you click on the Closebutton the chart will look like this.

Experiment with applying other formatting options. For instance, within theFormat Data Labelsdialog box, you can click on the Filltab and apply fillformatting to the data labels.




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To move a data label, simple select the label and drag it to a new location.Experiment with moving the data labels so that they are displayed half way upthe columns, rather than being displayed at the top of each column.

When you have finished experimenting, save your changes and close theworkbook.

Modifying chart axis scales.

Open a workbook called Chart axis scale.

Click once on the vertical axis so that it is selected.




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Right click on the selected vertical axis and from the pop-up menu displayed,

click on the Format Axiscommand.

The Format Axisdialog box will be displayed. You can use this dialog box toset minimum and maximum axis values as well as specifying the major andminor axis scale units.




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Within the Minimumtext box, click on the Fixedbutton and enter the number50.

Within the Maximumtext box, click on the Fixedbutton and enter the number300. The dialog box will look like this.




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Click on the Closebutton and the chart will look like this.

Redisplay the Format Axisdialog box.

Within the Major unitsection, click on the Fixedbutton and enter the number100.

Within the Minor unitsection, click on the Fixedbutton and enter the number50. The dialog box will look like this.




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Click on the Closebutton and the chart will look like this.


Formatting an axis to display using commas.

Open a workbook called Chart axis uni ts. The chart looks like this. Noticethat neither the data in the table, or numbers within the vertical axis, usecomma formatting.




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Select the vertical axis.

Right click on the vertical axis and from a pop-up menu displayed click on theFormat Axiscommand.

The Format Axisdialog box will be displayed.




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Click on the Numberbutton displayed within the left side of the dialog box.

Within the Categorysection, select Number.

Click on the Use 1000 separatorcheck box.

Within the Decimal placessection of the dialog box, enter 2.

The dialog box will now look like this.




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Click on the Closebutton and your chart will look like this.

Even though the numbers within the table of data are not comma formatted,the numbers within the vertical axis do use comma formatting. This makesthe chart easier to read and understand.


Inserting images into chart columns.

Open a workbook called Chart Columns with Images.

Click on one of the columns within the chart, so that all 3 columns areselected.




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Right click over the selected columns and from the pop-up menu displayedclick on the Format Data Seriescommand.

This will display the Format Data Seriesdialog box.

Click on the Fill option.

Click on the Picture or texture fillbutton.




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Click on the Filebutton. The Insert Picturedialog box will be displayed.

Within the left side of the dialog box click on Documents .

Double click on the Excel 2010 Advanced Course folder.

Double click on the picture file called Car.




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You will be returned to the Format Data Seriesdialog box.

Click on the Stackbutton and then click on the Closebutton to close the

dialog box.




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Your chart will now look like this.


Inserting images to chart bars.

Open a workbook called Chart Bars with Images.

Click on one of the rows within the chart, so that all the rows are selected.

Right click over the selected rows and from the pop-up menu displayed clickon the Format Data Seriescommand.




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This will display the Format Data Seriesdialog box.


Click on the Picture or texture fillbutton.




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Double click on the picture file called Car.




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You will be returned to the Format Data Seriesdialog box.

Click on the Stackbutton and then click on the Closebutton to close the

dialog box.

Your chart will now look like this.




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Formatting the chart plot area using a picture.

Open a workbook called Chart Plot Area Images. The Chart plot area is the

area illustrated by the dark line.




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If you click on the chart to select it and then move the mouse pointer over thisarea you will see a pop-up indicating that this area of the chart is called thePlot Area.

Click on the Plot Areato select it. The chart will look like this.

Right click on the selected plot area and from the pop-up menu displayed clickon the Format Plot Areacommand.




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This will display the Format Plot Areadialog box.


Click on the Picture or texture fillbutton. The dialog box will now look like

this.




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Double click on the picture file called Background.




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Close the Format Plot Areadialog box. Your chart will now look like this.





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Formatting the chart area using a picture.

Open a workbook called Chart Area Images. The Chart Area is the entire'background' area of the chart. The diagram below shows the chart areacovered in red to illustrate the principle.

Move the mouse pointer over the chart area, and right click. From the pop-upmenu displayed click on the Format Chart Areacommand.

This will display the Format Chart Areadialog box.




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Click on the Picture or texture fillbutton. The dialog box will now look likethis.




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Double click on the picture file called Background.




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Hyperlinks

Inserting a Hyperlink.

Open a workbook called Hyperlinks.

Click on cell C3and enter the following:

http://www.microsoft.com

When you press the Enterkey the text will be converted into a hyperlink.

NOTE: By default the hyperlink is underlined and displayed in a blue colour.

To open the hyperlink, move the mouse pointer over the hyperlink and themouse pointer will change to a hand shape. You will also see a pop-upmessage, describing the hyperlink.

Click on the hyperlink and your web browser will start automatically anddisplay the web page.




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PressAl t+F4to close the web browser.

Editing a Hyperlink

To edit the hyperlink, right click on the hyperlink and from the pop-up menudisplayed, select the Edit Hyperlinkcommand.

This will display the Edit Hyperlinkdialog box.




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You can use this dialog box to edit the hyperlink properties. For instance, youcan enter a web site address within theAddress section of the dialog box. Inthis case change the web address to display the Intel home page at:

http://www.intel.com


You can click on the ScreenTipbutton to enter text that will be displayedwhen you move the mouse pointer over the hyperlink. The Set HyperlinkScreenTipdialog is displayed. Enter the text 'Intel Home Page'




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Click on the OKbutton to close the dialog box.

Click on the OKbutton to close the main dialog box.

The modified hyperlink will be displayed. Move the mouse pointer over thehyperlink and you will see the new pop-up displayed.

Removing a Hyperlink

To remove the hyperlink, right click over the hyperlink and from the pop-up

menu displayed, select the Remove Hyperlinkcommand.

The text will now be displayed, without the hyperlink.




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Click on the Undobutton to restore the hyperlink.





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Linking & Embedding

What is embedding and linking?

If you create a chart within Excel, copy it to the Clipboard, and then paste itinto a Word document, then by default the chart will be embedded within theWord document. This means that the chart within the Word document is aseparate copy of the original chart within Excel. If you make changes to theoriginal chart within Excel, the chart within the Word document will not beupdated.

If you copied the chart within Excel to the Clipboard and then within in theWord document 'paste linked' the chart into the document, then in this casechanges made to the original chart within Excel will be seen in the linked copydisplayed within the Word document.

Linking data within a worksheet.

Open a workbook called Linking cells within a worksheet. In thisworksheet, the postage and packing cost is stored in cellA3.

Click on cell C7and add the following formula. =$A$3.

TIP: Adding the $symbols makes the reference an absolute reference, rather

than a relative reference, so that if you extend a series containing thesereferences they will still point to the absolute cell reference containing theprice for postage and packing.

Copy this formula to cells C8:C11(by clicking on cell C7, moving the pointerto the bottom-right of the cell, until the mouse pointer changes to the shape ofa small cross, and then dragging down to cell C11). The worksheet shouldthen resemble the illustration shown.




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Click on cellA3and change the value to 3.0. This should automaticallychange the data in the postage and packing column data. Thisdemonstrates the advantage of linking data - it saves the time it would take tochange each value individually.


Linking cells between worksheets within a workbook.

Open a workbook called Linking cells between worksheets wi thin aworkbook.

NOTE: This workbook contains two page tabs. The Postage and Packing




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value is stored on the second sheet.

In this example, we will link the postage and packing value on the secondworksheet to a cell within the first worksheet of the workbook.

Click on cell C4on the first worksheet.

Type in the equals sign (=).

Click on the tab of the second worksheet, called Postage and Packing.

Click on cellA4(within the second worksheet).

Press Enterand you will return to the first worksheet.

Re-click on cell C4and you can look at the formula displayed within theFunction bar.

The formula is:

='Postage and Packing'!A4

This formula established a link between the two worksheets, within theworkbook. Switch to the second worksheet and change the postage from2.50to 3.00. Switch back to the first worksheet and you will see that the datahas been automatically updated.


Linking data between workbooks.

Open two Excel workbooks called:




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Linking Between Workbooks 01

and

Linking Between Workbooks 02.

Display the workbook called Linking Between Workbooks 01.

Within the first workbook, select the data range B3:D7.

Press Ctrl+Cto copy the selected range to the Clipboard.

Switch to the second workbook.

Click on the cell that you wish to paste the selected data to, in this case clickon cell B2.

Click on the Pastebutton (under the Hometab) and from the drop down listdisplayed, select the Paste Link command.




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The data will be paste linked into the first worksheet of the second workbook.

TIP: You may need to adjust the column widths to display the data.

Try altering the data in the first workbook and you will see that the data withinthe second workbook also changes.

Save your changes and close both workbooks.

Linking data from Excel to a Word document.

Open a workbook called Linking Excel data to Word.

Within Excel, select the data that you wish to link, in this case the rangeA4:C6 and copy it to the Clipboard.

Press Ctrl+Cto copy this range to the Clipboard. Start Microsoft Word, which by default will start and display a new empty

document.

Place the insertion point at the location within the document where you wishto paste the data.

Within the Word program click on the lower partof the Pastebutton(displayed under the Hometab). From the drop down list displayed, selectthe Paste Specialcommand.




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This will display the Paste Specialdialog box.

Click on the Paste Linkbutton and then click on the OKbutton. The data will

be displayed within Word. Switch back to Excel and change some of the sales values.

Switch back to Word and the changes that you made within the Excelworkbook, will be displayed within the Word document, showing that the datadisplayed within the Word document is linked to the data within the Excelworkbook.

Save your Word document into the folder containing your sample files for thiscourse. Use the file name My Linked Excel Data.

Save your changes to the Excel worksheet and close the workbook.




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Linking an Excel chart to a Word document.

Open a workbook called Linking an Excel chart to Word.

Select the chart, by clicking on the chart border.

Press Ctrl+Cto copy the chart to the Clipboard.

Start Microsoft Word, which by default will start and display a new emptydocument.

Place the insertion point at the location within the document where you wishto paste the chart.

Within the Word program, click on the lower partof the Pastebutton (under

the Hometab) and select the Paste Specialcommand.




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Click on the Paste Linkbutton and then click on the OKbutton. The chart willbe displayed within Word.

Switch back to your Excel workbook. Change some of the data values withinthe Excel workbook and the chart will change within Word.

Switch back to your Word document and you will see that the chart has alsochanged within your Word document. This shows that the chart displayedwithin the Word document is linked to the chart within Excel.

Save your word document into the folder containing your sample files for thiscourse. Use the file name My Linked Excel Chart.

Save your changes to the workbook and close the workbook.

Updating, locking and breaking links.

Open a workbook called Controlling links. This worksheet contains a tableof data and a chart.




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Start Microsoft Word and open the Sales Datadocument.

TIP: Remember that this document is stored in a folder called Excel 2010Advanced Course, contained within the Documents folder.

The Word document is currently empty.

Switch back to the Microsoft Excel workbook.

Select the cell range B3:D7.

Press Ctrl+Cto copy the selected range to the clipboard.

Switch back to the Microsoft Word document.

Within the Microsoft Word document click on the down arrowunder thePastebutton, and from the drop down list displayed click on the Paste




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Specialcommand.


Click on the Paste Speciallink and then click on the OKbutton. The linkedtable data will now be displayed within your Word document.




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Within the Microsoft Word document, right click on the table data and from thepop-up menu displayed, click on the Linked Worksheet Objectcommand.From the sub-menu displayed click on the Linkscommand.

The Linksdialog box will be displayed.

You will see a number of buttons that allow you to control the way the linkfrom Excel works.

Update Now: Will force the object within word to update to take account ofany changes made to the original data within Excel.

Open Source: Will open the data within Excel.




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Changes Source: Allows you to change the data source.

Break Link: Breaks the link between the chart displayed within the Worddocument with the original data within the Excel worksheet.

Locked: In addition there is a check box called Locked, which allows to youtemporarily stop the updating of the chart displayed within the Worddocument, even if changes are made to the original data within Excel.

NOTE: By default a linked object will update automatically. To force anupdate, click on the Update Nowbutton.

Click on the Break L inkbutton. You will see a warning dialog box displayed.

Click on the Yesbutton.

Switch back to Excel and make some changes to your data.

Switch back to the Word document and you will see that the data has notnowbeen updated, as you have broken the link.

Save your changes to the Excel worksheet and close the worksheet.

Save your changes to the Word document and close the Word program.




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Importing Text Files

What is a delimited text file?

A delimited file is a text only formatted file that uses items such as commas ortab stops to separate each item of data within each row of the list.

A common example used to supply mail merge addresses, is a CSV fileformat, in which the delimiter is a comma.

When you open a delimited, text formatted file within Excel, it willautomatically try to recognise the type of delimitation used and display therelevant data in the familiar column and row format, used by Excel.

Importing a delimited text file.

Press Ctrl+Oand the Opendialog box will be displayed.

If necessary, click on the Documentsfolder displayed down the left side ofthe dialog box, to display the contents of the Documents folder.

Double click on a folder called Excel 2010 Advanced Course to display thecontents of your sample files folder.

Click on the down arrownext to the Files of typesection and selectAl lFiles.




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Select a text file called Delimited Text. This file uses Tab delimitation.

TIP: Tab delimitation, means that each item within this text file is separatedfrom the next item in a row by a tab.

Click on the Openbutton. You will see the Text Import Wizard (Step 1 of 3)dialog box, as illustrated.




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Notice that the dialog box has two areas, the upper referring to choices youcan make, the lower showing the data you are about to import. The wizardlooks at your source data and the original file format and determines whetherit is delimited or not. You can choose to alter this decision if you wish.

Click Nextand the Text Import Wizard (Step 2 of 3)dialog box is displayed.The upper half of this box allows you to select the required field delimiter. Thedefault is Tab.

Make the appropriate choice(s) as more than one can be selected. I.e. selectitems, such as Space, Commaor Tab.

When you have chosen your delimiter the data display in the lower half of thedialog box shows the effect.




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When this is as you want click on the Nextbutton. The Text Import Wizard(Step 3 of 3)dialog box is displayed.

You now select the data format for each of the columns. You can also decidewhether you wish to import a column or not.

When you have made your dec

tecolumns, as illustrated below.

isions, click on the Finishbutton to import the

xt into your spread sheet. The data should be neatly separated into

NOTE: You may have to widen the columns to accommodate the data.

Click on the Savebutton in the Quick Access Toolbar. The following dialogwill be displayed. Read this dialog carefully.


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Click on the Nobutton. The Save Asdialog box will be displayed. Enter thefile name My Text Fileand then click on the Savebutton.

Close the workbook.


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Sorting and Filtering Data.

Sorting data by multiple columns at the same time.

Open a file called Sorting Data.

In this example, we wish to sort the data by second name, and then by firstname. If you examine the list you will see that there are 3people with thesecond name Smith.

Click within the Second_namecolumn of data.

Click on the Datatab and within the Sort And Filtergroup click on the Sortbutton.




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This will display the Sortdialog box.

Click on the down arrowto the right of the Sort bysection of the dialog box,and select Second-name. Within the Ordersection of the dialog box make

sure the order is set toA to Z.




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Click on theAdd Level button.

A second sort level will now be displayed as illustrated.

Click on the down arrowto the right of the Then bysection of the dialog box,and select First-name. Make sure that theA to Zorder option is selected.




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Click on the OKbutton and the data will be sorted by second nameand thenby first name,as illustrated. You can more clearly see the effect by lookingat the way the people called Smithare sorted.


Applying a pre-installed custom sort .

Open a workbook called Custom Sorting 01.

This worksheet contains details for a small air travel company, operatingflights to different countries that leave on specific days of the week. We wishto sort the data by the days of the week.

The easy way to do this is to click within the Day Flights Availablecolumnand then click on the Datatab and click on theA-Z Sort button (within theSort & Filtergroup).




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If we click on theA-Z Sort button you will see the following, which is not reallywhat we want.

What we want is the list sorted so that we see Mondaysflights listed first,then Tuesday'sand so on. To do this we need to perform a custom sort.


This will display the Sortdialog box. In the Sort bysection of the dialog boxmake sure that Day Flights Availableis selected.




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Click on the down arrowto the right of the Ordersection and select CustomList.

This will display the Custom Listsdialog box. Select the days of the week asillustrated.




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Click on the OKbutton and the Sortdialog box will now look like this.

Click on the OKbutton to close the dialog box and sort the list.


Creating a customized list and performing a custom sort.

Open a workbook called Custom Sorting 02.




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We want to perform a custom sort so that the planets are sorted by distancefrom the Sun. The easy way to sort this list is to click within the Planets ofthe Solar Systemcolumn and then click on Datatab and select theA-Z Sort

button (within the Sort & Filtergroup).

If we click on this Sortbutton you will see the following, and which is not whatwe want. The results of anA-Zsort will look like this.

Excel is supplied with a list of custom sort collections, but we need to create anew custom list to sort the planets by distance from the Sun.





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This will display the Sortdialog box. In the Sort bysection of the dialog boxmake sure that Planets of the Solar Systemis selected.

Click on the down arrowto the right of the Ordersection and select CustomList.

This will display the Custom Listsdialog box. Select New Lis tas illustrated.




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Enter the following list into the List entriessection of the dialog box:

Mercury, Venus, Earth , Mars, Jupiter, Saturn, Uranus, Neptune, Pluto


Click on theAddbutton. You will now see the new list displayed within theCustom listssection of the dialog box.




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Click on the OKbutton to close the Custom Listdialog box. The Sortdialogbox will now look like this.

The list will now be sorted in order of distance from the Sun.





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Removing a customised list.

Re-open a workbook called Custom Sorting 02.

Click on the Datatab and within the Sort and Filtergroup click on the Sortbutton.

This will display the Sortdialog box. In the Sort bysection of the dialog boxmake sure that Planets of the Solar Systemis selected.

Click on the down arrowto the right of the Ordersection and select CustomList. This will display the Custom Listsdialog box. Select Planets of thesolar systemas illustrated.




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Click on the Deletebutton.

You may see a warning dialog box, if so click on the OKbutton to delete thelist.

Close the document without saving any changes that you may have made tothe document.

Using AutoFilter.

Open a workbook calledAutoFil ter 01.

Click on any cell within the list.

Click on the Datatab and within the Sort & Filtergroup click on the Filterbutton

The display will change as illustrated. We can click on the down arrowsdisplayed to apply filters to the data.




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To see only sales relating to the Northregion, click on the down arrow in theRegioncolumn and click on the check boxnext to Select Al l.

The drop down list will now look like this.




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Click on the Northcheck box.

You will then only see sales relating to the Northregion.

To remove the filter and see all the regions, click on the down arrowin theRegionscolumn and re-click on the SelectAl l.

You will now see all the regions displayed again.




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Experiment with filtering the Units Sold column. Let's say you want to onlydisplay details for sales people that have sold more than 11units. Click onthe down arrowin the Units Soldcolumn, and select the Number Filters

command. From the sub-menu displayed select Custom Filter.

This will display the Custom AutoFilterdialog box.




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Click on the down arrow next to the Units Soldsection and select 'is greaterthan'.

In the box to the right enter the number 11. The dialog box will now look likethis.

Click on the OKbutton and the filtered list will look like this.




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Spend a little time experimenting with applying and removing filters using theoptions available.


Using AutoFilter to perform multiple queries. Open a workbook calledAutoFil ter 03.

You can use AutoFilter to perform a query using multiple criteria. For instanceyou can filter the list to only show sales within the Northregion of more than11units.



The display will change as illustrated. We can click on the down arrowsdisplayed to apply filters to the data.




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Click on the down arrowin the Region column and click on the check boxnext to Select Al l.

Click on the check box next to North.

Your table will now only show sales relating to the Northregion.




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Click on the down arrowin the Units_Sold column and select NumberFilters. From the sub-menu menu displayed click on Custom Filter.

The Custom AutoFilterdialog box is displayed. Click on the down arrowinthe Units_soldsection of the dialog box, and select is greater than.

Type the number 11into the text box in the right hand section of the dialogbox. The dialog box should now look like this.




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Click on the OKbutton to apply the filter.

You will now only see data relating to the North, for sales over 11 units.


Top 10 AutoFilter. Open a workbook called Top 10 AutoFilter.

Click within any cell within the list.


The display will change to show theAutoFil terdrop down arrows.




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Click on the down arrow in the Units_Soldcolumn.

From the drop down menu displayed click on Number Filters. From thesubmenu displayed click on Top 10.

The Top 10 AutoFilterdialog box will be displayed. Change the Top value to5, as illustrated.

Click on the OKbutton and you will see the top 5entries listed, as illustrated.




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You can then sort these in descending order. To do this click on theAutoFilter down arrowin the Units_Soldcolumn and click on the SortLargest to Smallestcommand.

The sorted data will look like this.


Removing all AutoFilters from a worksheet.

Open a workbook calledAutoFil ter 02.




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An AutoFilter has been applied to the list within this worksheet.



This will remove all filters and display all records.

Close your workbook without saving your changes.

Advanced Fi lter Criter ia. Open a workbook calledAdvanced Fil ter Cri ter ia. This worksheet contains

a sales list. We wish to filter the list so only sales made byAgustnto the UKare displayed.




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Enter the following (i.e. "Agustn" and "UK") into the criteria area beneath thelist.

Select a cell within the Sales Personlist.

Click on the Datatab and within the Sort & Filtergroup click on theAdvanced button

This will display theAdvanced Fil terdialog box. Excel should haveautomatically entered your list range into the List rangebox.




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We wish to filter according to the criteria in cellsA25:D26, so click within theCriteria rangebox and enter $A$25:$D$26.

Click on the OKbutton and Excel will filter the list, showing only records thatmatch your criteria.





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Sub-totalling.

Open a workbook called Subtotals 01.

Click within the Sales Regioncolumn.

Click on the Datatab and within the Sort and Filtergroup click on theA to ZSortbutton.

The list will now look like this.




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Click on the Subtotal button within the Outlinegroup under the Datatab.

This will display the Subtotal dialog box, as illustrated.




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