Advanced Microsoft Excel 2011

Table of Contents
THE PASTE SPECIAL FUNCTION .................................................................................................................... 2 Paste Special Options .......................................................................................................................................... 2 Using the Paste Special Function ........................................................................................................................ 3 ORGANIZING DATA ..................................................................................................................................... 4 Multiple-Level Sorting ......................................................................................................................................... 4 Subtotaling Sorted Data Sets .............................................................................................................................. 5 Filtering Data ....................................................................................................................................................... 7 CONDITIONAL FORMATTING ....................................................................................................................... 8 Applying a Conditional Formatting Rule ............................................................................................................. 8 Modifying a Conditional Formatting Rule ........................................................................................................... 9 CHARTS .................................................................................................................................................... 10 Types of Charts .................................................................................................................................................. 10 Creating a Chart ................................................................................................................................................ 11 Changing a Chart Type ...................................................................................................................................... 12 Moving a Chart .................................................................................................................................................. 12 Switching Your Charts Data over the X and Y Axis ........................................................................................... 13 Changing a Charts Formatting .......................................................................................................................... 14 Changing the Color of Individual Data Series .................................................................................................... 14 Adding Chart Titles, Legends, Data Labels and Trendlines ............................................................................... 15 SPARKLINES .............................................................................................................................................. 16

Dianne Harrison Ferro Mesarch

THE PASTE SPECIAL FUNCTION

Excel allows you to copy and paste specific information from one cell to another through the Paste Special function. You can choose to copy and paste only a formula, a value, or formatting characteristics.

Paste Special Options

The following table describes the various paste special options. Paste Special Function All Formulas Values Description Pastes all cell contents and formatting of the original cell. Only the formula of the original cell is pasted. The rules on relative and absolute references will apply. Only the value of the original cell is pasted. For example, if the original cell has a formula of =4+5, the copied cell will contain the value 9 but not the formula. Only the format of the original cell is pasted. For example, if the original cell data has a red, bold font with a green background, only those aspects of the cell will be pasted onto the copied cell. Only a cells comment is pasted. Only data validation rules are pasted. Data validation rules are restrictions that you create for data entry. For example, you might want your cells only to accept whole numbers, as opposed to decimals. The formula and the cell format of the original call are pasted. The rules on relative and absolute references will apply. Everything will be pasted form the original cell except for any border formatting. The width of one column will be applied to another column. The formula and the number formatting of the original cell are pasted. The rules on relative and absolute references will apply. Only the value and the number formatting of the original cell are pasted. The existing conditional formats from the original cell are pasted. Specifies which mathematical operation, if any, you want to applied to the copied data. Avoids replacing values in your paste area when blank cells occur in the copy area. Changes the columns of copied data to rows, and vice versa. Links the pasted data on the active worksheet to the copied data, so that it updates automatically.

Formats

Comments Validation

All Using Source Theme All Except Borders Column Widths Formulas and Number Formats Values and Number Formats Merge Conditional Formatting Operation Skip Blanks Transpose Paste Link

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Using the Paste Special Function

1. 2. 3. 4. 5. 6. 7. Select the cell(s) that contains the data you want to copy. Copy the data. Animated lines will surround the cell(s). Select the cell(s) where you want to paste the data. Go to the Home tab of the Mac Ribbon. Click on the downwards pointing arrow to the right of the Paste icon. The Paste Special dialog will appear.

8. Select the desired option. 9. Click on the OK button. 10. The copied information will be pasted into the new cell(s) per your command. Note: After using the Values option of the Paste Special Function, any subsequent changes that you make to the original cell will not be conveyed to the copied cell(s). Note 2: The Transpose option located in the lower right-hand corner of the Paste Special dialog transposes that which you are copying and pasting. In other words, if the copied information is contained in two rows across the spreadsheet, the pasted information will appear in two columns going down the sheet.

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ORGANIZING DATA
Multiple-Level Sorting
The Sorting feature is used to organize sets of data in a worksheet alphabetically, numerically, or chronologically. When you sort a data set, Excel arranges the rows according to the content of one or more columns, depending upon whether you do a single-level or multiple-level sort. Before sorting, Excel will compare the top row of your data set for formatting differences. If the top row is formatted differently from the subsequent rows, then Excel will identify the top row as data headers and will exclude it from the sort. 1. 2. 3. 4. 5. 6. Open the spreadsheet that contains the data you wish to sort. Click once within the data set. Go to the Data tab of the Mac Ribbon. Click on the downwards pointing arrow to the right of the Sort icon. Choose the Custom Sort option. The Sort dialog will appear.

7. Use the Sort by and Then by fields to perform a multiple-level sort. 8. Click on the OK button. 9. Your data will be sorted accordingly. Note 1: To access the Then by fields, click on the plus (+) sign in the lower left-hand corner of the Sort dialog. Note 2: To delete any extra Then by fields, click on the minus (-) sign in the lower left-hand corner of the Sort dialog. Note 3: To sort days or months in chronological order, click on the arrows to the right of the Order column and choose the Custom List option. Note 4: To create your own custom list, click on the word Excel in the Apple Menu Bar and choose the option Preferences. The Excel Preferences dialog will open. Click on the Custom Lists icon in the Formulas and Lists section. The Custom Lists dialog will open. Click on the Add button and type your new list. 4|Page

Subtotaling Sorted Data Sets

The Subtotaling feature lets you summarize sorted data within a worksheet. When you insert subtotals, Excel creates an outline of your data that enables you to show or hide certain levels. Grand-total values are derived from the data set, not from the subtotal rows. 1. 2. 3. 4. 5. 6. Open the spreadsheet that contains the data you wish to subtotal. Click once within the data set. Perform your desired sort. (This is VERY important.) Click on the word Data in the Apple Menu Bar. Select the Subtotals option. The Subtotal dialog will appear.

7. Choose the desired column name from the At Each Change In dropdown list. (This MUST be the column that you sorted by in Step 3.) 8. Choose the desired function from the Use Function dropdown list. 9. Choose the desired column on which to perform the function in the Add Subtotal To field. 10. Click on the OK button.

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11. Your data will now be presented in an outline format, so that you can display and hide the detail rows for each subtotal.

12. Click on the 1, 2 or 3 icons to view the different subtotaled levels.

Note: To remove subtotals from your worksheet, click once within the data set, display the Subtotal dialog, and click on the Remove All button. Note 2: Do not use blank rows or dashed lines to separate your column labels from the data list below, as it can cause errors during the subtotaling process. Note 3: When you use formulas in your data, Excel sorts according to the values displayed. 6|Page

Filtering Data
When you filter a data set, you display only the data that meet your criteria. 1. 2. 3. 4. 5. 6. 7. 8. 9. Open the spreadsheet that contains the data you wish to filter. Click once within the data set. Go to the Data tab of the Mac Ribbon. Click on the Filter icon. Dropdown arrows will be displayed to the right of each column label. To filter by a column header, click on its dropdown arrow. The Filter dialog will appear with the column header listed within its title bar. Choose your filtering criteria, which will go into effect immediately. You can filter by as many columns as you like.

Note: To remove a specific filter, display the columns filtering menu and choose the Select All option. All of the data within that column will be visible. Note 2: To remove all filters, click on the Filter icon in the Data tab of the Mac Ribbon. All dropdown arrows will disappear.

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CONDITIONAL FORMATTING
Conditional formatting allows you to apply formats to a range of cells, where the formatting changes depending on the cells value. To apply a conditional formatting rule, follow the instructions below.

Applying a Conditional Formatting Rule

1. 2. 3. 4. 5. 6. 7. 8. 9. Open the spreadsheet that contains the data you wish to format. Click once within the data set. Perform your desired sort. (This is very important.) Select the cells to apply the conditional formatting. Go to the Home tab of the Mac Ribbon. Click on the Conditional Formatting icon. Hold your cursor over the desired formatting type from the menu that appears. Choose the desired formatting option from the sub-menu that appears. The conditional formatting option will be applied immediately.

Note: Conditional formatting only works on cells containing numbers or dates. It is best used to highlight increases or decreases in value.

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Modifying a Conditional Formatting Rule

1. 2. 3. 4. 5. 6. 7. Open the spreadsheet that contains the conditional formatting. Select the cells to which you have applied the conditional formatting. Go to the Home tab of the Mac Ribbon. Click on the Conditional Formatting icon. Select the Manage Rules option from the menu that appears. The Manage Rules dialog will open. Click on the Edit Rule button.

8. The Edit Formatting Rule dialog will appear.

9. 10. 11. 12.

Make your changes to the formatting rule and then click on the OK button. You will return to the Manage Rules dialog. Click on its OK button. Your edited formatting rule will go into effect immediately.

Note: To remove your conditional formatting rules, click on the Conditional Formatting icon and choose the Clear Rules option. You can remove conditional formatting from selected cells or the entire worksheet.

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CHARTS
Charts graphically represent data sets, which can make the information easier to understand. A list of chart types is provided below, along with a description of each one.

Types of Charts
Column charts illustrate data changes among many data series over a period of time. Line charts indicate the relationship of one variable to another over time in equal intervals. Pie charts proportionally compare the items in one data series (that is, data presented in one column or in one row). Bar charts illustrate data changes amongst multiple data series. Area charts display the highest value or total value of items in a data series over time. Scatter charts are used for displaying and comparing numeric values, such as scientific, statistical, and engineering data. High-Low charts are most often used to illustrate the fluctuation of stock prices. A surface chart shows a three-dimensional surface that connects a set of data points. Surface charts do not use colors to distinguish the data series; rather colors are used to distinguish values. Surface charts are often used for topographic maps. Doughnut charts proportionally compare the items in one or more data series. A bubble chart is a variation of a scatter chart in which the data points are replaced with bubbles. An additional dimension of the data is represented in the size of the bubbles. Radar charts compare multiple values of multiple data series.

Above: an example of a bubble chart.

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Creating a Chart
1. 2. 3. 4. 5. Open the spreadsheet that contains the data you want to chart. Select the data. Go to the Charts tab of the Mac Ribbon. Click on the icon that displays your desired chart type. Various sub-types of the particular chart type will be displayed.

6. Click on the icon that represents your desired chart type. 7. The chart will be inserted into your worksheet.

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Changing a Chart Type

1. 2. 3. 4. Click once on your chart to select it. Go to the Charts tab of the Mac Ribbon. Click on the icon that displays the new chart type that you want. The change will go into effect immediately.

Moving a Chart
1. 2. 3. 4. Click once on your chart to select it. Click on the word Chart in the Apple Menu Bar. Choose the Move Chart option. The Move Chart dialog will appear.

5. Determine whether you want the chart as an object embedded in your current worksheet (the default) or if you want your chart on a new sheet within your workbook. 6. Click on the OK button. 7. Your chart will appear in the desired space. Note: If you decide to place your chart on a new worksheet, type the worksheets name in the New Sheet field before clicking on the OK button. Note 2: You can also move a chart on your worksheet by placing your cursor on the chart (the cursor will change shape to a thin cross with four arrows) and dragging it to a new location.

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Switching Your Charts Data over the X and Y Axis

1. 2. 3. 4. Click once on your chart to select it. Go to the Charts tab of the Mac Ribbon. Click on the second Switch Plot icon. The data being charted on the X axis will switch to the Y axis.

5. Click on the first Switch Plot icon and the data being charted on the Y axis will switch to the X axis.

Above: the original chart in which the four quarters are being charted on the X axis and the countries make up the legend.

Above: after clicking on the second Switch Plot icon, the countries are being charted on the X axis and the four quarters make up the legend. 13 | P a g e

Changing a Charts Formatting

1. 2. 3. 4. 5. Click once on your chart to select it. Go to the Chart tab of the Mac Ribbon. Expand the Chart Styles section to reveal a selection of different chart styles. Click on the icon that represents the style that you like best. The formatting change will go into effect immediately.

Changing the Color of Individual Data Series

1. 2. 3. 4. Click once on a single data series (i.e., one column) to select the entire series. Go to the Format tab of the Mac Ribbon. Click on the Format Selection icon. The Format Data Series dialog will appear.

5. 6. 7. 8.

Click on the Fill category. Click on the arrows to the right of the Color field to display a color palette. Select the color of your choice by clicking on it. Click on the OK button. 14 | P a g e

Adding Chart Titles, Legends, Data Labels and Trendlines

1. Click once on your chart to select it. 2. Go to the Chart Layout tab of the Mac Ribbon.

3. 4. 5. 6. 7.

To add a title to your chart, click on the Chart Title icon. To change the position of your charts legend, click on the Legend icon. To add data labels to your chart, click on the Data Labels icon. To add a data table to your chart, click on the Data Table icon. To add a trendline to your chart, select a single data series and click on the Trendline icon.

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SPARKLINES
Sparklines are small, cell-sized charts that can appear within a worksheet. There are three types of sparklines: Line (which shows trends and changes in values over time), Column (which compares values), and Win/Loss (which analyzes values in relation to a norm). To create a sparkline, follow the instructions below. 1. 2. 3. 4. 5. Open the spreadsheet in which you want to add a sparkline. Select the cells that contain the data you want displayed in your sparkline. Go to the Charts tab of the Mac Ribbon. Click on the desired sparkline icon. The Insert Sparklines dialog will appear.

6. The cells you selected will appear in the Select a Data Range for the Sparklines field. 7. Click once in the Select Where to Place Sparklines field and then select the cell in which you want the sparkline to appear. 8. Click on the OK button. 9. Your sparkline will appear in the designated cell and the contextual Sparklines tab will appear in the Mac Ribbon.

10. Use the Sparklines tab to format your sparkline. You can change the type of sparkline, its color and the data it uses. 11. To delete your sparkline, click on the Clear icon in the Sparklines tab.

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