Вы находитесь на странице: 1из 108

A S A R e s e a r c h

MicrosoftExcel
Functions,Macros&
DataCommands

J.CarltonCollins,CPA
ASAResearch
Atlanta,Georgia
770.734.0950
Carlton@ASAResearch.com

ExcelFunctions,Macros&DataCommands

TableofContents

Chapter1ExcelFunctions..........................................................................4

Chapter2TheIfFunction.........................................................................18

Chapter3UsingFunctionstoClean&CrunchData.................................23

Chapter4DataCommands......................................................................41

Chapter5Macros.....................................................................................76

Chapter6Miscellaneous.........................................................................81

Chapter7XMLData.................................................................................84

Chapter8QuickTips................................................................................92

Chapter9WhatsNewinExcel2007.......................................................95

Chapter10WhatsnewinExcel2010....................................................104

AppendixInstructorsBiography............................................................108

www.CarltonCollins.com

Page2

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

ExcelFunctions,Macros&DataCommands
CourseInformation
LearningObjectives
CourseLevel
PreRequisites
AdvancedPreparation
PresentationMethod
RecommendedCPECredit
Handouts
Instructors

ToincreasetheproductivityofaccountantsandCPAs
usingExcelsfunctions,macros,&datacommands
Intermediate
GoodFamiliaritywithMicrosoftExcel
None
Livelectureusingfullcolorprojectionsystemsand
liveInternetaccesswithfollowupcoursematerials
8hours
Templates,checklists,webexamples,manual
J.CarltonCollins,CPA
AdvisorCPEisregisteredwiththeNationalAssociationof
State Boards of Accountancy (NASBA) as a sponsor of
continuing professional education on the National
Registry of CPE Sponsors. State boards of accountancy
have final authority on the acceptance of individual
courses for CPE credit. Complaints regarding registered
sponsors may be addressed to the national Registry of
CPE Sponsors, 150 Fourth Avenue, Nashville, TN, 37219
2417.Telephone:6158804200.

CopyrightMay2010,AdvisorCPEandAccountingSoftwareAdvisor,LLC
4480MissendellLane,Norcross,Georgia30092770.734.0450

Allrightsreserved.Nopartofthispublicationmaybereproducedortransmittedinanyformwithouttheexpress
writtenconsentofAdvisorCPEorASAResearch,subsidiariesofAccountingSoftwareAdvisor,LLC.Requestmaybe
emailed to marylou@advisorcpe.com or further information can be obtained by calling 770.734.0450 or by
accessingtheAdvisorCPEhomepageat:http://www.advisorcpe.com/

Alltradenamesandtrademarksusedinthesematerialsarethepropertyoftheirrespectivemanufacturersand/or
owners.Theuseoftradenamesandtrademarksusedinthesematerialsarenotintendedtoconveyendorsement
of any other affiliations with these materials. Any abbreviations used herein are solely for the readers
convenience and are not intended to compromise any trademarks. Some of the features discussed within this
manualapplyonlytocertainversionsofExcel,andfromtimetotime,Microsoftmightremovesomefunctionality.
Microsoft Excel is known to contain numerous software bugs which may prevent the successful use of some
featuresinsomecases.AdvisorCPEmakesnorepresentationsorwarrantywithrespecttothecontentsofthese
materialsanddisclaimsanyimpliedwarrantiesofmerchantabilityoffitnessforanyparticularuse.Thecontentsof
thesematerialsaresubjecttochangewithoutnotice.

ContactInformation:

J.CarltonCollins
carlton@asaresearch.com

www.CarltonCollins.com

Page3

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter1

ExcelFunctions

www.CarltonCollins.com

Page4

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

IntroductiontoExcelFunctions

ExcelFunctionsarepreprogrammedformulasthatmakethetaskofwritingcomplexformulas
easier. There are a total of 333 functions in Excel. These functions are separated into 11
categoriesasfollows:

Categories&NumberOfFunctionsInEachCategory

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

DatabaseFunctions(12)
DateandTimeFunctions(20)
EngineeringFunctions(39)
FinancialFunctions(53)
InformationFunctions(17)
LogicalFunctions(6)
LookupandReferenceFunctions(18)
MathandTrigonometryFunctions(59)
StatisticalFunctions(80)
TextFunctions(27)
ExternalFunctions(2)

RelevancetoCPAsSomeExcelfunctionsaremorepowerfulthanothersandsomearemore
relevant to the CPA than others. For example, most CPAs will find the IF, SUM, COUNT,
SUBTOTAL, TEXT, and VLOOKUP are very relevant to the CPA while other engineering and
trigonometry functions such as LOG, PI, RADIENS, DELTA, TAN, COMPLEX, and HAX2DEC are
typicallylessrelevanttoCPAs.Ithasbeenmyexperiencethatthefollowing75functionsare
mostrelevanttotheCPA;thereforeinmyopinion,CPAswishingtoincreasetheircommandof
Excelfunctionsshouldconcentrateonthesefunctionsfirst.

CarltonsListofTheTop75FunctionsMostRelevanttoCPAs
(SortedByCarltonsOpinionofUsefulness)
OpenanExcelfileContainingFunctionExamples:
http://www.ASAResearch.com/web/functions.xlsx

1. IFSpecifiesalogicaltesttoperform
2. SUMAddsitsarguments
3. SUBTOTALReturnsasubtotalinalistordatabase
4. SUMIFAddsthecellsspecifiedbyagivencriteria
5. COUNTCountshowmanynumbersareinthelistofarguments
6. COUNTACountshowmanyvaluesareinthelistofarguments
7. AVERAGEReturnstheaverageofarangeofnumbers
8. COUNTBLANKCountsthenumberofblankcellswithinarange
9. COUNTIFCountsthenumberofnonblankcellswithinarangethatmeetthegivencriteria
10. VALUEConvertstexttoanumber
11. TEXTFormatsanumberandconvertsittotext
www.CarltonCollins.com

Page5

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
12. VLOOKUPLooksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthevalueof
acell

13. HLOOKUPLooksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell
14. TWOWAYLOOKUPUsingbothVLOOKUPandHLOOKUPtogether
15. LOOKUPLooksupvaluesinavectororarray
16. MATCHLooksupvaluesinareferenceorarray
17. TRIMRemovesspacesfromtext
18. PROPERCapitalizesthefirstletterineachwordofatextvalue
19. LOWERConvertstexttolowercase
20. UPPERConvertstexttouppercase
21. LEFTReturnstheleftmostcharactersfromatextvalue
22. RIGHTReturnstherightmostcharactersfromatextvalue
23. MID Returns a specific number of characters from a text string starting at the position you
specify

24. FINDFindsonetextvaluewithinanother(casesensitive)
25. SUBSTITUTESubstitutesnewtextforoldtextinatextstring
26. LENReturnsthenumberofcharactersinatextstring
27. REPLACEReplacestextinastringwithalternativetext
28. CONCATENATEJoinsseveraltextitemsintoonetextitem
29. CLEANRemovesallnonprintablecharactersfromtext
30. NOWReturnstheserialnumberofthecurrentdateandtime
31. TODAYReturnstheserialnumberoftoday'sdate
32. DATEReturnstheserialnumberofaparticulardate
33. MONTHConvertsaserialnumbertoamonth
34. DAYConvertsaserialnumbertoadayofthemonth
35. YEARConvertsaserialnumbertoayear
36. WEEKDAYConvertsaserialnumbertoadayoftheweek
37. ROUNDRoundsanumbertoaspecifiednumberofdigits
38. ROUNDDOWNRoundsanumberdown,towardzero
39. ROUNDUPRoundsanumberup,awayfromzero
40. MAXReturnsthemaximumvalueinalistofarguments
41. DMAXReturnsthemaximumvaluefromatablearraybasedonalistofarguments
42. MINReturnstheminimumvalueinalistofarguments
43. DMINReturnstheminimumvaluefromatablearraybasedonalistofarguments
44. MEDIANReturnsthemedianofthegivennumbers
45. MODEReturnsthemostcommonvalueinadataset
46. PERCENTILEReturnsthekthpercentileofvaluesinarange
47. PERCENTRANKReturnsthepercentagerankofavalueinadataset
48. PMTReturnstheperiodicpaymentforanannuity
49. NPVReturnsthenetpresentvalueofaninvestmentbasedonaseriesofperiodiccashflows
andadiscountrate
50. DSUMAddsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatchthecriteria
51. DCOUNTCountsthecellsthatcontainnumbersinadatabase
52. DCOUNTACountsnonblankcellsinadatabase
53. ANDReturnsTRUEifallofitsargumentsareTRUE

www.CarltonCollins.com

Page6

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
54. ORReturnsTRUEifanyargumentisTRUE
55. CHOOSEChoosesavaluefromalistofvalues
56. TIMEReturnstheserialnumberofaparticulartime
57. FVReturnsthefuturevalueofaninvestment
58. IRRReturnstheinternalrateofreturnforaseriesofcashflows
59. YIELDReturnstheyieldonasecuritythatpaysperiodicinterest
60. CELLReturnsinformationabouttheformatting,location,orcontentsofacell
61. INFOReturnsinformationaboutthecurrentoperatingenvironment
62. ERROR.TYPEReturnsanumbercorrespondingtoanerrortype
63. ISBLANKReturnsTRUEifthevalueisblank
64. ISNAReturnsTRUEifthevalueisthe#N/Aerrorvalue
65. GETPIVOTDATAReturnsdatastoredinaPivotTable
66. HYPERLINKCreatesashortcutorjumpthatopensadocumentstoredonanetworkserver,an
intranet,ortheInternet

67. TRANSPOSEReturnsthetransposeofanarray
68. ABSReturnstheabsolutevalueofanumber
69. RANDReturnsarandomnumberbetween0and1
70. RANDBETWEENReturnsarandomnumberbetweenthenumbersyouspecify
71. REPTRepeatstextagivennumberoftimes
72. SLNReturnsthestraightlinedepreciationofanassetforoneperiod
73. SYDReturnsthesumofyears'digitsdepreciationofanassetforaspecifiedperiod
74. DDBReturnsthedoubledecliningbalancedepreciationofanassetforaspecifiedperiod
75. DGETExtractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria

'J.CarltonCollins,CPACopyright,January2007,carlton@asaresearch.com

All333ExcelFunctions
OrganizedByCategory,IncludingADescriptionOfEachFunction

1
2
3
4
5
6
7
8
9
10

DatabaseFunctions
Function
Description
DAVERAGE
Returnstheaverageofselecteddatabaseentries
DCOUNT
Countsthecellsthatcontainnumbersinadatabase
DCOUNTA
Countsnonblankcellsinadatabase
DGET
Extractsfromadatabaseasinglerecordthatmatchesthespecifiedcriteria
DMAX
Returnsthemaximumvaluefromselecteddatabaseentries
DMIN
Returnstheminimumvaluefromselecteddatabaseentries
DPRODUCT
Multipliesthevaluesinaparticularfieldofrecordsthatmatchthecriteriain
adatabase
DSTDEV
Estimatesthestandarddeviationbasedonasampleofselecteddatabase
entries
DSTDEVP
Calculatesthestandarddeviationbasedontheentirepopulationofselected
databaseentries
DSUM
Addsthenumbersinthefieldcolumnofrecordsinthedatabasethatmatch
thecriteria

www.CarltonCollins.com

Page7

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
11
12

DVAR
DVARP

Estimatesvariancebasedonasamplefromselecteddatabaseentries
Calculatesvariancebasedontheentirepopulationofselecteddatabase
entries

13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32

33
34
35
36
37
38
39

DateandTimeFunctions
Function
Description
DATE
Returnstheserialnumberofaparticulardate
DATEVALUE
Convertsadateintheformoftexttoaserialnumber
DAY
Convertsaserialnumbertoadayofthemonth
DAYS360
Calculatesthenumberofdaysbetweentwodatesbasedona360dayyear
EDATE
Returnstheserialnumberofthedatethatistheindicatednumberofmonths
beforeorafterthestartdate
EOMONTH
Returnstheserialnumberofthelastdayofthemonthbeforeoraftera
specifiednumberofmonths
HOUR
Convertsaserialnumbertoanhour
MINUTE
Convertsaserialnumbertoaminute
MONTH
Convertsaserialnumbertoamonth
NETWORKDAYS
Returnsthenumberofwholeworkdaysbetweentwodates
NOW
Returnstheserialnumberofthecurrentdateandtime
SECOND
Convertsaserialnumbertoasecond
TIME
Returnstheserialnumberofaparticulartime
TIMEVALUE
Convertsatimeintheformoftexttoaserialnumber
TODAY
Returnstheserialnumberoftoday'sdate
WEEKDAY
Convertsaserialnumbertoadayoftheweek
WEEKNUM
Convertsaserialnumbertoanumberrepresentingwheretheweekfalls
numericallywithayear
WORKDAY
Returnstheserialnumberofthedatebeforeorafteraspecifiednumberof
workdays
YEAR
Convertsaserialnumbertoayear
YEARFRAC
Returnstheyearfractionrepresentingthenumberofwholedaysbetween
start_dateandend_date

EngineeringFunctions
Function
Description
BESSELI
ReturnsthemodifiedBesselFunctionIn(x)
BESSELJ
ReturnstheBesselFunctionJn(x)
BESSELK
ReturnsthemodifiedBesselFunctionKn(x)
BESSELY
ReturnstheBesselFunctionYn(x)
BIN2DEC
Convertsabinarynumbertodecimal
BIN2HEX
Convertsabinarynumbertohexadecimal
BIN2OCT
Convertsabinarynumbertooctal

www.CarltonCollins.com

Page8

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71

COMPLEX
CONVERT
DEC2BIN
DEC2HEX
DEC2OCT
DELTA
ERF
ERFC
GESTEP
HEX2BIN
HEX2DEC
HEX2OCT
IMABS
IMAGINARY
IMARGUMENT
IMCONJUGATE
IMCOS
IMDIV
IMEXP
IMLN
IMLOG10
IMLOG2
IMPOWER
IMPRODUCT
IMREAL
IMSIN
IMSQRT
IMSUB
IMSUM
OCT2BIN
OCT2DEC
OCT2HEX

Convertsrealandimaginarycoefficientsintoacomplexnumber
Convertsanumberfromonemeasurementsystemtoanother
Convertsadecimalnumbertobinary
Convertsadecimalnumbertohexadecimal
Convertsadecimalnumbertooctal
Testswhethertwovaluesareequal
ReturnstheerrorFunction
ReturnsthecomplementaryerrorFunction
Testswhetheranumberisgreaterthanathresholdvalue
Convertsahexadecimalnumbertobinary
Convertsahexadecimalnumbertodecimal
Convertsahexadecimalnumbertooctal
Returnstheabsolutevalue(modulus)ofacomplexnumber
Returnstheimaginarycoefficientofacomplexnumber
Returnstheargumenttheta,anangleexpressedinradians
Returnsthecomplexconjugateofacomplexnumber
Returnsthecosineofacomplexnumber
Returnsthequotientoftwocomplexnumbers
Returnstheexponentialofacomplexnumber
Returnsthenaturallogarithmofacomplexnumber
Returnsthebase10logarithmofacomplexnumber
Returnsthebase2logarithmofacomplexnumber
Returnsacomplexnumberraisedtoanintegerpower
Returnstheproductoffrom2to29complexnumbers
Returnstherealcoefficientofacomplexnumber
Returnsthesineofacomplexnumber
Returnsthesquarerootofacomplexnumber
Returnsthedifferencebetweentwocomplexnumbers
Returnsthesumofcomplexnumbers
Convertsanoctalnumbertobinary
Convertsanoctalnumbertodecimal
Convertsanoctalnumbertohexadecimal

72
73
74
75

FinancialFunctions
Function
Description
ACCRINT
Returnstheaccruedinterestforasecuritythatpaysperiodicinterest
ACCRINTM
Returnstheaccruedinterestforasecuritythatpaysinterestatmaturity
AMORDEGRC
Returnsthedepreciationforeachaccountingperiodbyusingadepreciation
coefficient
AMORLINC
Returnsthedepreciationforeachaccountingperiod

www.CarltonCollins.com

Page9

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
76

COUPDAYBS

77

COUPDAYS

78

COUPDAYSNC

79
80

COUPNCD
COUPNUM

81
82
83
84

COUPPCD
CUMIPMT
CUMPRINC
DB

85

DDB

86
87

DISC
DOLLARDE

88

DOLLARFR

89
90
91
92

DURATION
EFFECT
FV
FVSCHEDULE

93
94
95
96
97

INTRATE
IPMT
IRR
ISPMT
MDURATION

98

MIRR

99 NOMINAL
100 NPER
101 NPV
102
103
104
105
106

ODDFPRICE
ODDFYIELD
ODDLPRICE
ODDLYIELD
PMT

Returnsthenumberofdaysfromthebeginningofthecouponperiodtothe
settlementdate
Returnsthenumberofdaysinthecouponperiodthatcontainsthe
settlementdate
Returnsthenumberofdaysfromthesettlementdatetothenextcoupon
date
Returnsthenextcoupondateafterthesettlementdate
Returnsthenumberofcouponspayablebetweenthesettlementdateand
maturitydate
Returnsthepreviouscoupondatebeforethesettlementdate
Returnsthecumulativeinterestpaidbetweentwoperiods
Returnsthecumulativeprincipalpaidonaloanbetweentwoperiods
Returnsthedepreciationofanassetforaspecifiedperiodbyusingthefixed
decliningbalancemethod
Returnsthedepreciationofanassetforaspecifiedperiodbyusingthe
doubledecliningbalancemethodorsomeothermethodthatyouspecify
Returnsthediscountrateforasecurity
Convertsadollarprice,expressedasafraction,intoadollarprice,expressed
asadecimalnumber
Convertsadollarprice,expressedasadecimalnumber,intoadollarprice,
expressedasafraction
Returnstheannualdurationofasecuritywithperiodicinterestpayments
Returnstheeffectiveannualinterestrate
Returnsthefuturevalueofaninvestment
Returnsthefuturevalueofaninitialprincipalafterapplyingaseriesof
compoundinterestrates
Returnstheinterestrateforafullyinvestedsecurity
Returnstheinterestpaymentforaninvestmentforagivenperiod
Returnstheinternalrateofreturnforaseriesofcashflows
Calculatestheinterestpaidduringaspecificperiodofaninvestment
ReturnstheMacauleymodifieddurationforasecuritywithanassumedpar
valueof$100
Returnstheinternalrateofreturnwherepositiveandnegativecashflowsare
financedatdifferentrates
Returnstheannualnominalinterestrate
Returnsthenumberofperiodsforaninvestment
Returnsthenetpresentvalueofaninvestmentbasedonaseriesofperiodic
cashflowsandadiscountrate
Returnsthepriceper$100facevalueofasecuritywithanoddfirstperiod
Returnstheyieldofasecuritywithanoddfirstperiod
Returnsthepriceper$100facevalueofasecuritywithanoddlastperiod
Returnstheyieldofasecuritywithanoddlastperiod
Returnstheperiodicpaymentforanannuity

www.CarltonCollins.com

Page10

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
107
108
109
110

PPMT
PRICE
PRICEDISC
PRICEMAT

111
112
113
114
115

PV
RATE
RECEIVED
SLN
SYD

116
117
118
119

TBILLEQ
TBILLPRICE
TBILLYIELD
VDB

120 XIRR
121 XNPV
122 YIELD
123 YIELDDISC
124 YIELDMAT

125
126
127
128
129
130
131
132
133
134
135
136
137
138
139

Returnsthepaymentontheprincipalforaninvestmentforagivenperiod
Returnsthepriceper$100facevalueofasecuritythatpaysperiodicinterest
Returnsthepriceper$100facevalueofadiscountedsecurity
Returnsthepriceper$100facevalueofasecuritythatpaysinterestat
maturity
Returnsthepresentvalueofaninvestment
Returnstheinterestrateperperiodofanannuity
Returnstheamountreceivedatmaturityforafullyinvestedsecurity
Returnsthestraightlinedepreciationofanassetforoneperiod
Returnsthesumofyears'digitsdepreciationofanassetforaspecified
period
ReturnsthebondequivalentyieldforaTreasurybill
Returnsthepriceper$100facevalueforaTreasurybill
ReturnstheyieldforaTreasurybill
Returnsthedepreciationofanassetforaspecifiedorpartialperiodbyusing
adecliningbalancemethod
Returnstheinternalrateofreturnforascheduleofcashflowsthatisnot
necessarilyperiodic
Returnsthenetpresentvalueforascheduleofcashflowsthatisnot
necessarilyperiodic
Returnstheyieldonasecuritythatpaysperiodicinterest
Returnstheannualyieldforadiscountedsecurity;forexample,aTreasurybill
Returnstheannualyieldofasecuritythatpaysinterestatmaturity

InformationFunctions
Function
Description
CELL
Returnsinformationabouttheformatting,location,orcontentsofacell
ERROR.TYPE
Returnsanumbercorrespondingtoanerrortype
INFO
Returnsinformationaboutthecurrentoperatingenvironment
ISBLANK
ReturnsTRUEifthevalueisblank
ISERR
ReturnsTRUEifthevalueisanyerrorvalueexcept#N/A
ISERROR
ReturnsTRUEifthevalueisanyerrorvalue
ISEVEN
ReturnsTRUEifthenumberiseven
ISLOGICAL
ReturnsTRUEifthevalueisalogicalvalue
ISNA
ReturnsTRUEifthevalueisthe#N/Aerrorvalue
ISNONTEXT
ReturnsTRUEifthevalueisnottext
ISNUMBER
ReturnsTRUEifthevalueisanumber
ISODD
ReturnsTRUEifthenumberisodd
ISREF
ReturnsTRUEifthevalueisareference
ISTEXT
ReturnsTRUEifthevalueistext
N
Returnsavalueconvertedtoanumber

www.CarltonCollins.com

Page11

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
140 NA
141 TYPE
17
LogicalFunctions

Function

142 AND
143 FALSE
144 IF
145 NOT
146 OR
147 TRUE

148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163

164
165

Returnstheerrorvalue#N/A
Returnsanumberindicatingthedatatypeofavalue

Description
ReturnsTRUEifallofitsargumentsareTRUE
ReturnsthelogicalvalueFALSE
Specifiesalogicaltesttoperform
Reversesthelogicofitsargument
ReturnsTRUEifanyargumentisTRUE
ReturnsthelogicalvalueTRUE

LookupandReferenceFunctions
Function
Description
ADDRESS
Returnsareferenceastexttoasinglecellinaworksheet
AREAS
Returnsthenumberofareasinareference
CHOOSE
Choosesavaluefromalistofvalues
COLUMN
Returnsthecolumnnumberofareference
COLUMNS
Returnsthenumberofcolumnsinareference
GETPIVOTDATA
ReturnsdatastoredinaPivotTable
HLOOKUP
Looksinthetoprowofanarrayandreturnsthevalueoftheindicatedcell
HYPERLINK
Createsashortcutorjumpthatopensadocumentstoredonanetwork
server,anintranet,ortheInternet
INDEX
Usesanindextochooseavaluefromareferenceorarray
INDIRECT
Returnsareferenceindicatedbyatextvalue
LOOKUP
Looksupvaluesinavectororarray
MATCH
Looksupvaluesinareferenceorarray
OFFSET
Returnsareferenceoffsetfromagivenreference
ROW
Returnstherownumberofareference
ROWS
Returnsthenumberofrowsinareference
RTD
RetrievesrealtimedatafromaprogramthatsupportsCOM
automation(Automation:Awaytoworkwithanapplication'sobjectsfrom
anotherapplicationordevelopmenttool.FormerlycalledOLEAutomation,
AutomationisanindustrystandardandafeatureoftheComponentObject
Model(COM).)
TRANSPOSE
Returnsthetransposeofanarray
VLOOKUP
Looksinthefirstcolumnofanarrayandmovesacrosstherowtoreturnthe
valueofacell

MathandTrigonometryFunctions
Function
Description

www.CarltonCollins.com

Page12

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
166
167
168
169
170
171
172
173
174

ABS
ACOS
ACOSH
ASIN
ASINH
ATAN
ATAN2
ATANH
CEILING

175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204

COMBIN
COS
COSH
DEGREES
EVEN
EXP
FACT
FACTDOUBLE
FLOOR
GCD
INT
LCM
LN
LOG
LOG10
MDETERM
MINVERSE
MMULT
MOD
MROUND
MULTINOMIAL
ODD
PI
POWER
PRODUCT
QUOTIENT
RADIANS
RAND
RANDBETWEEN
ROMAN

Returnstheabsolutevalueofanumber
Returnsthearccosineofanumber
Returnstheinversehyperboliccosineofanumber
Returnsthearcsineofanumber
Returnstheinversehyperbolicsineofanumber
Returnsthearctangentofanumber
Returnsthearctangentfromxandycoordinates
Returnstheinversehyperbolictangentofanumber
Roundsanumbertothenearestintegerortothenearestmultipleof
significance
Returnsthenumberofcombinationsforagivennumberofobjects
Returnsthecosineofanumber
Returnsthehyperboliccosineofanumber
Convertsradianstodegrees
Roundsanumberuptothenearesteveninteger
Returnseraisedtothepowerofagivennumber
Returnsthefactorialofanumber
Returnsthedoublefactorialofanumber
Roundsanumberdown,towardzero
Returnsthegreatestcommondivisor
Roundsanumberdowntothenearestinteger
Returnstheleastcommonmultiple
Returnsthenaturallogarithmofanumber
Returnsthelogarithmofanumbertoaspecifiedbase
Returnsthebase10logarithmofanumber
Returnsthematrixdeterminantofanarray
Returnsthematrixinverseofanarray
Returnsthematrixproductoftwoarrays
Returnstheremainderfromdivision
Returnsanumberroundedtothedesiredmultiple
Returnsthemultinomialofasetofnumbers
Roundsanumberuptothenearestoddinteger
Returnsthevalueofpi
Returnstheresultofanumberraisedtoapower
Multipliesitsarguments
Returnstheintegerportionofadivision
Convertsdegreestoradians
Returnsarandomnumberbetween0and1
Returnsarandomnumberbetweenthenumbersyouspecify
Convertsanarabicnumeraltoroman,astext

www.CarltonCollins.com

Page13

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219

ROUND
ROUNDDOWN
ROUNDUP
SERIESSUM
SIGN
SIN
SINH
SQRT
SQRTPI
SUBTOTAL
SUM
SUMIF
SUMPRODUCT
SUMSQ
SUMX2MY2

220 SUMX2PY2
221 SUMXMY2
222 TAN
223 TANH
224 TRUNC

225
226
227
228
229

StatisticalFunctions
Function
Description
AVEDEV
Returnstheaverageoftheabsolutedeviationsofdatapointsfromtheir
mean
AVERAGE
Returnstheaverageofitsarguments
AVERAGEA
Returnstheaverageofitsarguments,includingnumbers,text,andlogical
values
BETADIST
ReturnsthebetacumulativedistributionFunction
BETAINV
ReturnstheinverseofthecumulativedistributionFunctionforaspecified

230 BINOMDIST
231 CHIDIST
232 CHIINV
233
234
235
236

Roundsanumbertoaspecifiednumberofdigits
Roundsanumberdown,towardzero
Roundsanumberup,awayfromzero
Returnsthesumofapowerseriesbasedontheformula
Returnsthesignofanumber
Returnsthesineofthegivenangle
Returnsthehyperbolicsineofanumber
Returnsapositivesquareroot
Returnsthesquarerootof(number*pi)
Returnsasubtotalinalistordatabase
Addsitsarguments
Addsthecellsspecifiedbyagivencriteria
Returnsthesumoftheproductsofcorrespondingarraycomponents
Returnsthesumofthesquaresofthearguments
Returnsthesumofthedifferenceofsquaresofcorrespondingvaluesintwo
arrays
Returnsthesumofthesumofsquaresofcorrespondingvaluesintwoarrays
Returnsthesumofsquaresofdifferencesofcorrespondingvaluesintwo
arrays
Returnsthetangentofanumber
Returnsthehyperbolictangentofanumber
Truncatesanumbertoaninteger

CHITEST
CONFIDENCE
CORREL
COUNT

betadistribution
Returnstheindividualtermbinomialdistributionprobability
Returnstheonetailedprobabilityofthechisquareddistribution
Returnstheinverseoftheonetailedprobabilityofthechisquared
distribution
Returnsthetestforindependence
Returnstheconfidenceintervalforapopulationmean
Returnsthecorrelationcoefficientbetweentwodatasets
Countshowmanynumbersareinthelistofarguments

www.CarltonCollins.com

Page14

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
237 COUNTA
238 COUNTBLANK
239 COUNTIF
240 COVAR
241 CRITBINOM
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266

DEVSQ
EXPONDIST
FDIST
FINV
FISHER
FISHERINV
FORECAST
FREQUENCY
FTEST
GAMMADIST
GAMMAINV
GAMMALN
GEOMEAN
GROWTH
HARMEAN
HYPGEOMDIST
INTERCEPT
KURT
LARGE
LINEST
LOGEST
LOGINV
LOGNORMDIST
MAX
MAXA

267 MEDIAN
268 MIN
269 MINA
270
271
272
273

MODE
NEGBINOMDIST
NORMDIST
NORMINV

Countshowmanyvaluesareinthelistofarguments
Countsthenumberofblankcellswithinarange
Countsthenumberofnonblankcellswithinarangethatmeetthegiven
criteria
Returnscovariance,theaverageoftheproductsofpaireddeviations
Returnsthesmallestvalueforwhichthecumulativebinomialdistributionis
lessthanorequaltoacriterionvalue
Returnsthesumofsquaresofdeviations
Returnstheexponentialdistribution
ReturnstheFprobabilitydistribution
ReturnstheinverseoftheFprobabilitydistribution
ReturnstheFishertransformation
ReturnstheinverseoftheFishertransformation
Returnsavaluealongalineartrend
Returnsafrequencydistributionasaverticalarray
ReturnstheresultofanFtest
Returnsthegammadistribution
Returnstheinverseofthegammacumulativedistribution
ReturnsthenaturallogarithmofthegammaFunction,(x)
Returnsthegeometricmean
Returnsvaluesalonganexponentialtrend
Returnstheharmonicmean
Returnsthehypergeometricdistribution
Returnstheinterceptofthelinearregressionline
Returnsthekurtosisofadataset
Returnsthekthlargestvalueinadataset
Returnstheparametersofalineartrend
Returnstheparametersofanexponentialtrend
Returnstheinverseofthelognormaldistribution
Returnsthecumulativelognormaldistribution
Returnsthemaximumvalueinalistofarguments
Returnsthemaximumvalueinalistofarguments,includingnumbers,text,
andlogicalvalues
Returnsthemedianofthegivennumbers
Returnstheminimumvalueinalistofarguments
Returnsthesmallestvalueinalistofarguments,includingnumbers,text,and
logicalvalues
Returnsthemostcommonvalueinadataset
Returnsthenegativebinomialdistribution
Returnsthenormalcumulativedistribution
Returnstheinverseofthenormalcumulativedistribution

www.CarltonCollins.com

Page15

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
274
275
276
277
278
279
280
281
282
283
284
285
286
287
288
289
290

NORMSDIST
NORMSINV
PEARSON
PERCENTILE
PERCENTRANK
PERMUT
POISSON
PROB
QUARTILE
RANK
RSQ
SKEW
SLOPE
SMALL
STANDARDIZE
STDEV
STDEVA

291 STDEVP
292 STDEVPA
293 STEYX
294
295
296
297
298
299
300

TDIST
TINV
TREND
TRIMMEAN
TTEST
VAR
VARA

301 VARP
302 VARPA
303 WEIBULL
304 ZTEST

TextFunctions
Function
305 ASC

Returnsthestandardnormalcumulativedistribution
Returnstheinverseofthestandardnormalcumulativedistribution
ReturnsthePearsonproductmomentcorrelationcoefficient
Returnsthekthpercentileofvaluesinarange
Returnsthepercentagerankofavalueinadataset
Returnsthenumberofpermutationsforagivennumberofobjects
ReturnsthePoissondistribution
Returnstheprobabilitythatvaluesinarangearebetweentwolimits
Returnsthequartileofadataset
Returnstherankofanumberinalistofnumbers
ReturnsthesquareofthePearsonproductmomentcorrelationcoefficient
Returnstheskewnessofadistribution
Returnstheslopeofthelinearregressionline
Returnsthekthsmallestvalueinadataset
Returnsanormalizedvalue
Estimatesstandarddeviationbasedonasample
Estimatesstandarddeviationbasedonasample,includingnumbers,text,and
logicalvalues
Calculatesstandarddeviationbasedontheentirepopulation
Calculatesstandarddeviationbasedontheentirepopulation,including
numbers,text,andlogicalvalues
Returnsthestandarderrorofthepredictedyvalueforeachxinthe
regression
ReturnstheStudent'stdistribution
ReturnstheinverseoftheStudent'stdistribution
Returnsvaluesalongalineartrend
Returnsthemeanoftheinteriorofadataset
ReturnstheprobabilityassociatedwithaStudent'sttest
Estimatesvariancebasedonasample
Estimatesvariancebasedonasample,includingnumbers,text,andlogical
values
Calculatesvariancebasedontheentirepopulation
Calculatesvariancebasedontheentirepopulation,includingnumbers,text,
andlogicalvalues
ReturnstheWeibulldistribution
Returnstheonetailedprobabilityvalueofaztest

Description
Changesfullwidth(doublebyte)Englishlettersorkatakanawithina
characterstringtohalfwidth(singlebyte)characters

www.CarltonCollins.com

Page16

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
306
307
308
309
310
311
312
313
314
315

BAHTTEXT
CHAR
CLEAN
CODE
CONCATENATE
DOLLAR
EXACT
FIND,FINDB
FIXED
JIS

316
317
318
319

LEFT,LEFTB
LEN,LENB
LOWER
MID,MIDB

320 PHONETIC
321 PROPER
322 REPLACE,
REPLACEB
323 REPT
324 RIGHT,RIGHTB
325 SEARCH,
SEARCHB
326 SUBSTITUTE
327 T
328 TEXT
329 TRIM
330 UPPER
331 VALUE

Convertsanumbertotext,usingthe(baht)currencyformat
Returnsthecharacterspecifiedbythecodenumber
Removesallnonprintablecharactersfromtext
Returnsanumericcodeforthefirstcharacterinatextstring
Joinsseveraltextitemsintoonetextitem
Convertsanumbertotext,usingthe$(dollar)currencyformat
Checkstoseeiftwotextvaluesareidentical
Findsonetextvaluewithinanother(casesensitive)
Formatsanumberastextwithafixednumberofdecimals
Changeshalfwidth(singlebyte)Englishlettersorkatakanawithinacharacter
stringtofullwidth(doublebyte)characters
Returnstheleftmostcharactersfromatextvalue
Returnsthenumberofcharactersinatextstring
Convertstexttolowercase
Returnsaspecificnumberofcharactersfromatextstringstartingatthe
positionyouspecify
Extractsthephonetic(furigana)charactersfromatextstring
Capitalizesthefirstletterineachwordofatextvalue
Replacescharacterswithintext
Repeatstextagivennumberoftimes
Returnstherightmostcharactersfromatextvalue
Findsonetextvaluewithinanother(notcasesensitive)
Substitutesnewtextforoldtextinatextstring
Convertsitsargumentstotext
Formatsanumberandconvertsittotext
Removesspacesfromtext
Convertstexttouppercase
Convertsatextargumenttoanumber

ExternalFunctions
Function
Description
332 EUROCONVERT
Convertsanumbertoeuros,convertsanumberfromeurostoaeuro
membercurrency,orconvertsanumberfromoneeuromembercurrencyto
anotherbyusingtheeuroasanintermediary(triangulation)
333 SQL.REQUEST
Connectswithanexternaldatasourceandrunsaqueryfromaworksheet,
thenreturnstheresultasanarraywithouttheneedformacroprogramming

www.CarltonCollins.com

Page17

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter2

The=IFFunction

www.CarltonCollins.com

Page18

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

=IF

The IF function is the most powerful of all functions not just in Excel, but in any
programming language. Commonly referred to as Conditional Programming, it is the IF
function that enables us to introduce logical thinking into any program. This function is also
referredtoastheIfThenElsecommand,conditionalexpressions,orPropositionalLogic.
ThefollowingWikisexplainsthisconceptinmoredetail:

http://en.wikipedia.org/wiki/Conditional_(programming).
http://en.wikipedia.org/wiki/Logical_conditional#Conditional_statements

ThecleverCPAcanusetheIFFunctiontobuildelaborateExceltemplatesandfinancialmodels
containing an almost unlimited amount of sophisticated programming. Presented below are
severalexamplestohelpyoubetterunderstandtheapplicationofthispowerfultool.

SimpleIFTheIFfunctionreturnsonevalueifaconditionyouspecifyevaluatestoTRUE,and
anothervalueifthatconditionevaluatestoFALSE.Presentedbelowisasimpleexample:

SimpleIFwithCalculationPresentedbelowisanexamplethatisalittlemorecomplex:

SimpleIFLargerExamplePresentedbelowisyetanotherIFexampleonalittlelargerscale
this example shows how one might apply the IF function to evaluate budget versus actual
comparisons.

www.CarltonCollins.com

Page19

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

SimpleIFwithDropDownInthefollowingexample,theIFfunctionischeckingtoseeifthey
havesignedupforinsurance.Iftheyhave,thedeductionamountisentered.

www.CarltonCollins.com

Page20

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
Simple IF with Calculation The next IF function example is determining each employees
earnedvacationdays.Iftheyhaveworkedformorethanayear,theyhaveearned5vacation
daysplusonedayforeachadditionalfullyear.

NestedIFFunctionsInthissample,therearefourpossibilitiesforbonuses.

IFFunctionwithLogicalORArgumentTeamsAandCmeetonTuesday,TeamsBandDmeet
onThursday.WewanttolistthemeetingdaysincolumnD.

www.CarltonCollins.com

Page21

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
More Complex IF Function Example The following IF example shows a more complex
application in which the user selects a taxpayer status from a drop down list, which then
retrievesthecorrecttaxbase,threshold,andincrementaltaxratestobeusedincalculatingtax.

This example illustrates how a CPA might prepare an income statement template that
calculates the appropriate amount of taxes as net income and the taxpayer status changes.
Essentiallythetemplatecalculatesthecorrecttaxgivenallfourpossibletaxpayerstatuses,and
theIFstatementsareusedtoselectthecorrectanswersbasedonthetaxpayerstatusselected.

Keepinmindthatdespitethemanyaccoladesmentionedabove,theIFFunctionisnotalways
thebestsolution.Forexample,theVLOOKUPwouldbeabetterandeasierfunctiontouseto
extractdatafromalistasshowninthenestedIFFunctionafewexamplesabove.ManyExcel
FunctionsalsoprovidebuiltinIFThenElsefunctionality.

KeyPointersforUsingtheIFFunction:

1. NestingYoucanembedupto8nestedIFfunctionsinasingleformulainExcel2003,andupto
64IFnestedfunctionsinExcel2007.
2. AND,ORYoucanusetheANDand/orORoperatortoaddmoreconditionstoanIFFunction.
3. Variations of IF Excel offers several variations of the IF function as follows: COUNTIF,
COUNTIFS,SUMIF,SUMIFS.
4. EvaluatinganIFErrorSincetheIFstatementprovidesonlyatrueorfalseresult,thereisno
waytoevaluateanIFFunctiontoERROR.Ifyoureceiveanerror,youwrotetheformulawrong.
5. The Null Set The Double Quotes is the Null Set, or absence of a value. For example, when
testingforaZerobalanceortestingforablankcell,thefollowingIFfunctionswouldapply:
a. =IF(A1=0,ZERO,)
b. =IF(A1=,Blank,)

(ExcelalsoprovidesanISBLANKFunctionthatwouldalsowork.)

www.CarltonCollins.com

Page22

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter3

UsingFunctionsTo
Crunch&CleanData

www.CarltonCollins.com

Page23

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

CleaningDataUsingFunctions

CPAsoftenreceiveorretrievedatafrommanysourcesinawidevarietyofformatssuchasText
orCSVformats.Youdon'talwayshavecontrolovertheformatandtypeofdatathatyouimport
from an external data source, such as a database, text file, or a Web page. Before you can
analyzethedata,youoftenneedtocleanitup.Fortunately,OfficeExcelhasmanyfeaturesto
helpyougetdatainthepreciseformatthatyouwant.Sometimes,thetaskisstraightforward
andthereisaspecificfeaturethatdoesthejobforyou.

For example, you can easily use Spell Checker to clean up misspelled words in columns that
containcommentsordescriptions.Or,ifyouwanttoremoveduplicaterows,youcanquicklydo
thisbyusingtheRemoveDuplicatesdialogbox.Atothertimes,youmayneedtomanipulate
oneormorecolumnsbyusingaformulatoconverttheimportedvaluesintonewvalues.

Forexample,ifyouwanttoremovetrailingspaces,youcancreateanewcolumntocleanthe
databyusingaformula,fillingdownthenewcolumn,convertingthatnewcolumn'sformulas
to values, and then removing the original column. Excel provides many functions to help you
cleanyourdataasfollows:

1.
2.
3.
4.
5.
6.
7.
8.
9.

Import
TexttoColumns
RemoveDuplicates
Find&Replace
SpellCheck
=UPPER
=LOWER
=PROPER
=FIND

www.CarltonCollins.com

10. =SEARCH
11. =LEN
12. =SUBSTITUTE
13. =REPLACE
14. =LEFT
15. =MID
16. =RIGHT
17. =VALUE
18. =CONCATENATE

Page24

19. =TEXT
20. =TRIM
21. =CLEAN
22. =FIXED
23. =DOLLAR
24. =CODE
25. Macros

CopyrightMay2010

1. ImportingDataintoExcelOfcourseexcelopensupexcelfiles,butwhathappenswhen
youattempttoopendatathatisnotcontainedinanExcelformat?TheansweristhatExcel
automatically imports that data on the fly and displays a Import Wizard to help you
completetheprocess.TheTextImportWizardexaminesthetextfilethatyouareimporting
andhelpsyouimportthedatathewaythatyouwant.TostarttheTextImportWizard,on
theDatatab,intheGetExternalDatagroup,clickFromText.Then,intheImportTextFile
dialogbox,doubleclickthetextfilethatyouwanttoimport.Thefollowingdialogboxwill
bedisplayed:

If items in the text file are separated by tabs, colons, semicolons, spaces, or other
characters,selectDelimited.Ifalloftheitemsineachcolumnarethesamelength,select
Fixedwidth.Instep3,clicktheAdvancedbuttontospecifythatoneormorenumericvalues
maycontainatrailingminussign.Alsoclickthedesireddataformatforeachcolumntobe
imported.

ExcelFunctions,Macros&DataCommands

2. TexttoColumnsTheTexttoColumnscommandlocatedontheDataRibbonworksexactly
the same way as described above the user simply launches it to convert datawithin an
existingworksheet.

3. RemovingDuplicateRowsDuplicaterowsareacommonproblemwhenyouimportdata.
You can identify and remove duplicate rows by using the Data, Advanced Filter, Unique
RecordsOnlytoolasshowinthescreenbelow.

4. FindandReplaceTextThistoolcanbeusedtoidentifyandremoveleadingstring,suchas
alabelfollowedbyacolonandspace,orasuffix,suchasaparentheticphraseattheendof
thestringthatisobsoleteorunnecessary.Youcandothisbyfindinginstancesofthattext
andthenreplacingitwithnotextorothertext.

www.CarltonCollins.com

Page26

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

NoteworthyFindandReplacePoints:

1.
2.
3.
4.

Youcansearchandreplaceforanentireworksheet,ortheentireworkbook.
Youcanfindandreplaceformatswithnewformats.
Thereisacellchooseroptionthatmakesiteasiertofindandreplaceformats.
Ifyouhighlightarangeofcells,thensearchandreplaceonlysearchesandreplaces
withinthatrangeofcells.
5. Youcanreplaceallatonceoroneatatime.
6. Youcouldalsofindandreplacereferencesinaformula.

5. SpellCheckYoucanuseaspellcheckertonotonlyfindmisspelledwords,buttofindvaluesthat
arenotusedconsistently,suchasproductorcompanynames,byaddingthosevaluestoacustom
dictionary.Thespellcheckfunctionalsochecksyourgrammaraswell.

Changing The Case Of Text You can use one or more of the three Case functions to
convert text to lowercase letters, such as email addresses, uppercase letters, such as
productcodes,orpropercase,suchasnamesorbooktitles.

www.CarltonCollins.com

Page27

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
6. =UPPERConvertstexttouppercaseletters.

7. =LOWERConvertsalluppercaselettersinatextstringtolowercaseletters.

8. =PROPERCapitalizesthefirstletterinatextstringandanyotherlettersintextthatfollowany
characterotherthanaletter.Convertsallotherletterstolowercaseletters.

MergingAndSplittingColumnsAcommontaskafterimportingdatafromanexternaldata
source is to either merge two ormore columns into one, or split one columninto two or
morecolumns.Forexample,youmaywanttosplitacolumnthatcontainsafullnameintoa
firstandlastname.Or,youmaywanttosplitacolumnthatcontainsanaddressfieldinto
separate street, city, region, and postal code columns. The reverse may also be true.
Presentedbelowarefunctionsthattohelpyouaccomplishthesetasks:

9. =FINDUseReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.
Findiscasesensitive.

10. =SEARCHReturnsthestartingpositionofacharacter,stringofcharactersorwordwithacell.
Searchisnotcasesensitive.

11. =LENDisplaysthelengthornumberofcharactersinacell.

www.CarltonCollins.com

Page28

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

12. =SUBSTITUTEReplacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

13. =REPLACEReplacesacharacterorcharacterswithacharacterorcharactersthatyouspecify.

14. =LEFTExtractsthespecifiednumberofcharactersfromacell,startingfromtheleft.

15. =MIDExtractsthespecifiednumberofcharactersfromacell,startingfromsomewhereinthe
middleofthecell.

16. =RIGHTExtractsthespecifiednumberofcharactersfromacell,startingfromtheright.

17. =ValueConvertstexttovaluessothedatacanbeadded,subtracted,multiplied,dividedor
referencedinafunction.

18. =CONCATENATEJoinstwoormoretextstringsintoonetextstring.

www.CarltonCollins.com

Page29

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Variationsofthesefunctionsthatareusedwhenworkingwithforeignlanguages:

)
=FINDBUsethiswhenworkingwithforeigncharacterslikethese( ","
=SEARCHBUsethiswhenworkingwithforeigncharacterslikethese( ","
)
=REPLACEBUsethiswhenworkingwithforeigncharacterslikethese( ","
)
)
=LEFTBUsethiswhenworkingwithforeigncharacterslikethese( ","
)
=RIGHTBUsethiswhenworkingwithforeigncharacterslikethese( ","
=LENBUsethiswhenworkingwithforeigncharacterslikethese( ","
)
)
=MIDBUsethiswhenworkingwithforeigncharacterslikethese( ","

Cleaning Text (Removing Spaces And Nonprinting Characters From Text) Sometimes
text values contain leading, trailing, or multiple embedded space characters (Unicode
charactersetvalues32and160),ornonprintingcharacters(Unicodecharactersetvalues0
to31,127,129,141,143,144,and157).Thesecharacterscansometimescauseunexpected
resultswhenyousort,filter,orsearch.Forexample,intheexternaldatasource,usersmay
maketypographicalerrorsbyinadvertentlyaddingextraspacecharacters,orimportedtext
data from external sources maycontain nonprinting characters that are embedded in the
text. Because these characters are not easily noticed, the unexpected results may be
difficult to understand. Following is a list of functions you can use to remove these
unwantedcharacters:

19. =TEXTConvertsavaluetotextinaspecificnumberformat.

20. =TRIMRemovesthe7bitASCIIspacecharacter(value32)fromtext.

21. =CLEANRemovesthefirst32nonprintingcharactersinthe7bitASCIIcode(values0
through31)fromtext.

www.CarltonCollins.com

Page30

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

22. =FIXEDRoundsanumbertothespecifiednumberofdecimals,formatsthenumberin

decimalformatbyusingaperiodandcommas,andreturnstheresult.

23. =DOLLARConvertsanumbertotextformatandappliesacurrencysymbol.

24. =CODEReturnsanumericcodeforthefirstcharacterinatextstring.

FixingDatesandTimesTherearemanydifferentdateformats,andthesevariedformats
may be confused with numbered part codes or other strings that contain slash marks or
hyphens,datesandtimesoftenneedtobeconvertedandreformatted.Presentedbelowis
alistoffunctionsthathelpyouaccomplishthistask.

25. =DATE Returnsthesequentialserial numberthat representsa particulardate. Ifthe cellformat


wasGeneralbeforethefunctionwasentered,theresultisformattedasadate.

26. =DATEVALUEConvertsadaterepresentedbytexttoaserialnumber.

www.CarltonCollins.com

Page31

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

27. =TIME Returns the decimal number fora particular time. If thecell format wasGeneral
beforethefunctionwasentered,theresultisformattedasadate.

28. =TIMEVALUE Returnsthedecimalnumberof thetimerepresentedbyatextstring. The

decimal number is a value ranging from 0 (zero) to 0.99999999, representing the times
from0:00:00(12:00:00AM)to23:59:59(11:59:59P.M.).

Transforming And Rearranging Columns And Rows Most of the analysis and formatting
featuresinOfficeExcelassumethatthedataexistsinasingle,flattwodimensionaltable.
Sometimes you may want to make the rows become columns, and the columns become
rows.Atothertimes,dataisnotevenstructuredinatabularformat,andyouneedawayto
transformthedatafromanontabulartoatabularformat.Thefollowingfunctioncanhelp
youachievethisgoal:

29. =TRANSPOSEReturnsaverticalrangeofcellsasahorizontalrange,orviceversa.

30. Data Fill In Trick A clever trick for filling in missing data can be accomplished using the GOTO,
Special,Blankscommand.Hereishowitworks.Thistrickworkswellwhenyouhavealargevolume
ofdatabutdescriptionsarenotprovidedforeveryrow,asshownintheexamplebelow:

www.CarltonCollins.com

Page32

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Startbyenteringasimpleformulareferencingthedatalabelintheabovecell,justlikethis:

a.
b.
c.
d.
e.
f.
g.

Nextcopythatformula...
HighlighttheentirerangecontainingdatalabelsincolumnsAandB.columns...
PresstheF5keytolaunchtheGoTodialogbox...
SelecttheOptionsBox...
ClickontheBlanksradiobutton...
PressEnter...
Paste.

www.CarltonCollins.com

Page33

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Thisactionwillcausealldatalabelstorepeatintheemptycellsbeneath.Next:

h. CopycolumnsA&B...
i. PasteSpecialasvaluestoconverttheformulastotextbaseddatalabels...
j. Youarenowreadytosort,filter,subtotalandpivotyourdata.

Fetching Data Occasionally, database administrators use Office Excel to find and correct
matching errors when two or more tables are joined. This might involve reconciling two
tables from different worksheets, for example, to see all records in both tables or to
comparetablesandfindrowsthatdon'tmatch.

31. =VLOOKUPSearchesforavalueinthefirstcolumnofatablearrayandreturnsavaluein
thesamerowfromanothercolumninthetablearray.Forexample,considertheexample
below which uses a =VLOOKUP function to calculate the appropriate amount of tax due
basedontheIRSrateschedule.

www.CarltonCollins.com

Page34

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

As the Income statement shown in the shaded area is updated , the resulting taxable
incomeamountisreferencedinCellF13.Next,3VLOOKUPfunctionspulltheappropriate
rate, base and threshold information from the rate schedule to be used in calculating
incometax.Oncecalculated,theresultingtaxisreferencedbacktotheincomestatement
forthepurposesofcomputingNetincomeAftertaxes.

KeypointstoConsiderwhenUsingVLOOKUP:

a. If you are looking up based on text, the first column containing lookup
values must be sorted alphabetically in descending order else it will not
workproperly.

b. Ifyouarelookingupbasedontext,youmusthaveanexactmatchbetween
thelookupvalueandthetablearrayvalue.

c. If you are looking up based on values, the first column containing lookup
valuesmustbesortednumericallyindescendingorderelseitwillnotwork
properly.

d. If you are looking up based on values, then Excel will choose the closest
value without going over. For example, if the lookup value is 198,000 and
the table array contains values of 100,000 and 200,000, the n excel will
choose100,000because200,000goesoverorexceeds198,000.(Itmightbe
helpfultothinkbacktotheoldBobbarkergameshowthePriceisRight.)

www.CarltonCollins.com

Page35

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

32. =HLOOKUP Searchesforavalueinthetoprowofatableoranarrayofvalues,andthen


returnsavalueinthesamecolumnfromarowyouspecifyinthetableorarray.

33. =INDEXReturnsavalueorthereferencetoavaluefromwithinatableorrange.Thereare
twoformsoftheINDEXfunction:thearrayformandthereferenceform.

34. =MATCH Returns the relative position of an item in an array that matches a specified
valueinaspecifiedorder.UseMATCHinsteadofoneoftheLOOKUPfunctionswhenyou
needthepositionofaniteminarangeinsteadoftheitemitself.

35. =OFFSETReturnsareferencetoarangethatisaspecifiednumberofrowsandcolumns
fromacellorrangeofcells.Thereferencethatisreturnedcanbeasinglecellorarangeof
cells.Youcanspecifythenumberofrowsandthenumberofcolumnstobereturned.

36. DataCleaningwithMacrosToperiodicallycleanthesamedatasource,considerrecording
a macro or writing code to automate the entire process. There are also a number of
externaladdinswrittenbythirdpartyvendors,listedintheThirdpartyproviderssection,
thatyoucanconsiderusingifyoudon'thavethetimeorresourcestoautomatetheprocess
onyourown.

37. RAND( ), RANDBETWEEN( ), ROUND( ) In Excel 2003, RANDBETWEEN is not in the


standardEXCELinstallationbutiftheanalysistoolpackisinstalledandtheaddinactivated
itisanextremelyusefulfunction.

www.CarltonCollins.com

Page36

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

38. InformationalFunctions
CELL(info_type,reference) Info_type is a text value that specifies what type of cell
information you want. The following list shows the possible values of info_type and the
correspondingresults.
Info_type

Returns

"address"

Referenceofthefirstcellinreference,astext.

"col"

Columnnumberofthecellinreference.

"color"

1 if the cell is formatted in color for negative values; otherwise returns 0


(zero).

"contents"

Valueoftheupperleftcellinreference;notaformula.

"filename"

Filename (including full path) of the file that contains reference, as text.
Returnsemptytext("")iftheworksheetthatcontainsreferencehasnotyet
beensaved.

"format"

Textvaluecorrespondingtothenumberformatofthecell.Thetextvalues
forthevariousformatsareshowninthefollowingtable.Returns""atthe
end of the text value if the cell is formatted in color for negative values.
Returns "()" at the end of the text value if the cell is formatted with
parenthesesforpositiveorallvalues.

"parentheses" 1 if the cell is formatted with parentheses for positive or all values;
otherwisereturns0.
"prefix"

Text value corresponding to the "label prefix" of the cell. Returns single
quotation mark (') if the cell contains leftaligned text, double quotation
mark(")ifthecellcontainsrightalignedtext,caret(^)ifthecellcontains
centeredtext, backslash (\) if thecell contains fillaligned text, andempty

www.CarltonCollins.com

Page37

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
text("")ifthecellcontainsanythingelse.
"protect"

0ifthecellisnotlocked,and1ifthecellislocked.

"row"

Rownumberofthecellinreference.

"type"

Text value corresponding to the type of data in the cell. Returns "b" for
blankifthecellisempty,"l"forlabelifthecellcontainsatextconstant,and
"v"forvalueifthecellcontainsanythingelse.

"width"

Column width of the cell rounded off to an integer. Each unit of column
widthisequaltothewidthofonecharacterinthedefaultfontsize.

Referencethe cell that you want information about. If omitted, information specified in
info_typeisreturnedforthelastcellthatwaschanged.Thefollowinglistdescribesthetext
values CELL returns when info_type is "format", and reference is a cell formatted with a
builtinnumberformat.
IftheMicrosoftExcelformatis

CELLreturns

General

"G"

"F0"

#,##0

",0"

0.00

"F2"

#,##0.00

",2"

$#,##0_);($#,##0)

"C0"

$#,##0_);[Red]($#,##0)

"C0"

$#,##0.00_);($#,##0.00)

"C2"

$#,##0.00_);[Red]($#,##0.00)

"C2"

0%

"P0"

0.00%

"P2"

0.00E+00

"S2"

#?/?or#??/??

"G"

m/d/yyorm/d/yyh:mmormm/dd/yy

"D4"

dmmmyyorddmmmyy

"D1"

dmmmorddmmm

"D2"

www.CarltonCollins.com

Page38

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
mmmyy

"D3"

mm/dd

"D5"

h:mmAM/PM

"D7"

h:mm:ssAM/PM

"D6"

h:mm

"D9"

h:mm:ss

"D8"

Iftheinfo_typeargumentintheCELLformulais"format",andifthecellisformattedlater
withacustomformat,thenyoumustrecalculatetheworksheettoupdatetheCELLformula.

www.CarltonCollins.com

Page39

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
ThirdPartySolutionsIncaseExcelsbuiltinfunctionsarenotsufficienttomeetyour
needs,followingisapartiallistofthirdpartyprovidersthathaveproductsthatareusedto
cleandatainavarietyofways.

Provider
Product
AddinExpressLtd.
AdvancedFind&Replace,MergeCells
Wizard
AddIns.com
DuplicateFinder
AddinTools
AddinToolsAssist
CDX
ZipStream
Click2Convert
ConvertsPDFtoExcelformats
DigDB
AddinsforExcel
JKPApplicationDevelopment
FlexfindforExcel
JWalk&Associates,Inc.
PowerUtilityPakVersion7
OfficeAssistanceLLC
SimilarDataFinderforExcel
PATools
PAToolsAdvancedFindReplace
PDF2XL
ConvertsPDFfilestoExcelFormats
SpinnakerSoftwareSolutions
SpinnakerDBtoolsforExcel
Vonnix
ExcelPowerExpander4.6
WinPure
ListCleanerLite
ListCleanerPro
CleanandMatch2007

www.CarltonCollins.com

Page40

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter4

DataCommands
TheHeart&SoulOfExcel

www.CarltonCollins.com

Page41

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
TheDataMenuPerhapsthepartsofExcelthatareofmostvaluetoCPAs,butleastused
byCPAsaretheDatacommandsfoundundertheDatamenuinExcel2003andearlier,and
on the data Ribbon in Excel 2007. These commands are shown below, and we will
concentratethenexthourtostudyingthesecommands.

Data Sort The Sort tool does exactly what it implies it sorts and data. Key sorting
pointsareasfollows:

1. Contiguous Data The A to Z sorting tool can sort large matrix of data
automaticallyaslongasthedataiscontiguous.Inotherwords,yourdatashould
contain no blank columns, no blank rows, and the columns must all be labeled.
OnlythenwillExcelalwayscorrectlyselecttheentirematrixforsorting.

2. A to Z Button Simply place the cursor in the desired column for sorted, and
presstheAtoZorZtoAbuttonasthecasemaybe.Excelwillautomaticallysort
allcontinuouscolumnsthathaveheadingsandallcontiguousrowsfromthetop
row under the heading labels down to the last row in the selected column that
contains data. (Note If you accidently select 2 cells instead of just one, your
resultswillnotbecorrect.)

www.CarltonCollins.com

Page42

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
3. Sortby64ColumnsTheSorttoolisdramaticallyenhancedinExcel2007asit
nowprovidestheabilitytosortbyupto64columns,insteadofjust3columns.
Presentedbelowisadialogboxwhichshowsthisexpandedfunctionality.

4. SortLefttoRightExcelhasalwaysprovidedtheabilitytosortlefttoright.Todo
so,selecttheoptionsboxintheSortDialogboxandclickthecheckboxlabeled
SortlefttoRightasshownbelow.

5. SortbyColorExcel2007nowprovidestheabilitytosortbyfontcolororbycell
color, or both. This is handy in many ways. Sometimes CPAs use color to tag or
markcertaincellsandlaterfinditusefultobeabletosortbythosemarkings.In
other situations CPAs use conditional formatting to apply color to cells using a
wide variety of rules. Thereafter Excel can sort the data based on the resulting
colors.Thesortbycoloroptionsareshownbelow.

www.CarltonCollins.com

Page43

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Tobeaccurate,itwaspossibletosortbycolorinExcel2003.Toaccomplishthis
task,youneededtousethe=CELLfunctioninordertoidentifyinformationabout
a given cell such as the cell color or font color. Thereafter, the results of that
functioncouldbeusedtosortrowswhicheffectivelymeansthatyoucansort
bycolorinExcel2003butittakesabitmoreeffort.

6. SortByCustomListAnothersortingcapabilityinExcelistheabilitytosortby
CustomList.Forexample,assumeaCPAfirmhastenpartners,andtheManaging
partner prefers to be shown at the top of the list, and the remaining Partners
based on seniority. In this case, you could create a Custom List in the excel
Optionsdialogboxlistingthepartnersinthedesiredorder,andthensortfuture
reportsbasedonthatorder.

Perhapsabetterexampleuseofthisfeaturewouldbetocreateanonalphabetic
custom list of your chart of accounts, and then sort transactions to produce a
generalledgerinchartofaccountorderevenifyourpreferredchartofaccounts
is not alphabetical. the partner seniority does not match the alphabetic names,
norany

FilteringData UsingAutoFiltertofilterdataallowsyoutoviewasubsetofyourdata
inarangeofcellsortable.Onceyouhavefilteredthedata,youcanapplyadditionalfilters
to further refineyour data view. When you are done, you can clearafilter to once again
redisplay all of the data. To use this tool, start with any list of data and turn on the
AutoFiltertool.Thenpositionyourcursorinthecolumnyouwanttofilterandusethedrop
downarrowstoapplyyourfiltersasshowninthescreenbelow.

www.CarltonCollins.com

Page44

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Once the filters are applied, you will see a subset your data. For example, the screen
presentedbelowshowsfiltereddataforonlyMaconandSavannahproperties.

Asfiltersareapplied,asmallfunnelappearsinthedropdownarrowbuttontoindicatethat
afilterhasbeenapplied.Youcanapplyfiltersformultiplecolumnssimultaneously.

KeyPointsConcerningTheAutoFilterCommand:

1. ContiguousDataTheAutoFiltertoolsworksbestwhenyouareworkingwithdata
that is contiguous. In other words, your data should contain no blank columns, no
blankrows,andthecolumnsmustallbelabeled.
www.CarltonCollins.com

Page45

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

2. FilterbyMultipleColumnsYoucanfilterbymorethanonecolumn.

3. RemovingFiltersInExcel2003andearlier,afasterwaytoremovemultiplefiltersis
toturnofffilteringandthenturnfilteringbackon.InExcel2007youcansimpleclick
theClearbuttonintheSortandFilterGroupasshownbelow.

4. FiltersareAdditiveEachadditionalfilterisbasedonthecurrentfilterandfurther
reducesthesubsetofdata.

5. ThreeTypesofFiltersYoucanfilterbasedonlistvalues,byformats,orbycriteria.
Eachofthesefiltertypesismutuallyexclusiveforeachrangeofcellsorcolumntable.
Forexample,youcanfilterbycellcolororbyalistofnumbers,butnotbyboth;you
canfilterbyiconorbyacustomfilter,butnotbyboth.

6. Filters Enabled A dropdown arrow means that filtering is enabled but not
applied.

7. FilterAppliedAFilterbutton meansthatafilterisapplied.

www.CarltonCollins.com

Page46

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
8. FilterSpanningThecommandsunder
theAllDatesinthePeriodmenu,such
as January or Quarter 2, filter by the
period no matter what the year. This
canbeuseful,forexample,tocompare
salesbyaperiodacrossseveralyears.

9. This Year vs. YeartoDate Filtering


This Year and YeartoDate are
different in the way that future dates
arehandled.ThisYearcanreturndates
in the future for the current year,
whereas Year to Date only returns
dates up to and including the current
date.

10. Filtering Dates All date filters are


based on the Gregorian calendar as
decreed by Pope Gregory XIII, after
whom the calendar was named, on 24
February 1582. The Gregorian calendar modifies the Julian calendar's regular four
yearcycleofleapyearsasfollows:Everyyearthatisexactlydivisiblebyfourisaleap
year, except for years that are exactly divisible by 100; the centurial years that are
exactlydivisibleby400arestillleapyears.Forexample,theyear1900isnotaleap
year;theyear2000isaleapyear.

11. FilteringByDaysofWeekIfyouwanttofilterbydaysoftheweek,simplyformat
thecellstoshowthedayoftheweek.

12. Top&BottomFilteringOntheDatatab,in
theSort&Filtergroup,clickFilter.Pointto
Number Filters and then select Top 10. To
filter by number, click Items. To filter by
percentage, click Percent. Note Top and
bottom values are based on the original
range of cells or table column and not the
filteredsubsetofdata.

13. Above & Below Average Filtering On the


Data tab, in the Sort & Filter group, click
Filter. Point to Filter by Numbers that are
Above/BelowAverage.NoteThesevalues
are based on the original range of cells or
tablecolumnandnotthefilteredsubsetofdata.
www.CarltonCollins.com

Page47

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

14. FilteringOutBlanksTofilterforblanks,intheAutoFiltermenuatthetopofthelist
of values, clear (Select All), and then at the bottom of the list of values, select
(Blanks).

15. FilteringByColorSelectFilterbyColor,andthendependingonthetypeofformat,
selectFilterbyCellColor,FilterbyFontColor,orFilterbyCellIcon.

16. FilterbySelectionTofilterbytext,number,ordateortime,clickFilterbySelected
Cell's Value and then: To filter by cell color, click Filter by Selected Cell's Color. To
filter by font color, click Filter by Selected Cell's Font Color. To filter by icon, click
FilterbySelectedCell'sIcon.

17. RefreshingFiltersToreapplyafilterafterthedatachanges,clickacellintherange
ortable,andthenontheDatatab,intheSort&Filtergroup,clickReapply.

DataFormExcels2003DataFormtoolmakesExcellookmoreandbehavemorelikea
database,suchasMicrosoftAccess.(TheFormbuttonhasnotbeenincludedontheOffice
FluentuserinterfaceRibbon,butyoucanstilluseitinOfficeExcel2007byaddingtheForm
buttontotheQuickAccessToolbar.)

A data form provides a convenient means to enter or display one complete row of
informationinarangeortablewithoutscrollinghorizontally.Youmayfindthatusingadata
formcanmakedataentryeasierthanmovingfromcolumntocolumnwhenyouhavemore
columnsofdatathancanbeviewedonthescreen.Useadataformwhenasimpleformof
www.CarltonCollins.com

Page48

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
text boxes that list the column headings as labels is sufficient and you don't need
sophisticatedorcustomformfeatures,suchasalistboxorspinbutton.

KeyPointsusingdataForm:

1. Youcannotprintadataform.

2. Because a data form is a modal dialog box, you cannot use either the Excel Print
commandorPrintbuttonuntilyouclosethedataform.

3. You might consider using the Windows Print Screen key to make an image of the
form,andthenpasteitintoMicrosoftWordforprinting.

Data Subtotals Excel provides an automatic subtotaling which will automatically


calculate and insert subtotals and grand totals in your list or table. Once inserted, Excel
recalculatessubtotalandgrandtotalvaluesautomaticallyasyouenterandeditthedetail
data.TheSubtotalcommandalsooutlinesthelistsothatyoucandisplayandhidethedetail
rows for each subtotal. Examples of a the Subtotal dialog box and a resulting subtotaled
tableareshownbelow.

KeypointstoConsiderWhenUsingSubtotalingareasfollows:
www.CarltonCollins.com

Page49

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

1. Contiguous Data The Subtotal tools works best when you are working with data
that is contiguous. In other words, your data should contain no blank columns, no
blankrows,andthecolumnsmustallbelabeled.

2. Sort Before Your Subtotal You must sort the data by the column you wish to
Subtotalby,elseyouwillreceiveerroneousresults.

3. OtherMathematicalApplicationsTheSubtotaltoolnotonlycalculatessubtotals,
butitcanalsocalculateminimums,maximums,averages,standarddeviations,and
otherfunctions.

4. Subtotalsin2007TablesExcel2007deploysSubtotalingalittledifferentlyinthat
theSubtotaltoolappearsatthebottomofeachcolumnineachtable,asshownin
thescreenbelow.

5. Automatic Outlining Subtotaling automatically inserts Outlines, which is really


cool. You can then condense and expand the data in total and by subtotal. Some
CPAs also like to copy and paste the condensed subtotal information to another
locationbutfindthatthisprocesscopiesandpastesallofthedata.Therearetwo
ways to achieve a clean copy and paste without grabbing all the hidden data as
follows:
www.CarltonCollins.com

Page50

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
a. CTRLkeyHoldtheControlKeydownwhileyouindividuallyclickoneachsubtotal
row.Thiswillenableyoutocopyandpastejustthesubtotaldata.Thisapproachcan
beproblematicbecauseifyoumisclick,youhavetostartover.

b. Select Visible Cells A better approach is to use the Select Visible Cells tool. This
toolwillselectonthedatayoucansee,afterwhichthecopyandpasteroutinewill
yield the desired results. This option is better because it is faster and less error
prone.

DataValidation

DataValidationcanbeusedtolimitthedatathatcanbeenteredintoacell.Forexample,
youmightwanttheusertoenteronlyvaluesbetween1%and99%.Youmightalsousethis
tool to enable data input to a drop down list. This has two advantages in that it can be
faster and more accurate. Start with the dialog box below to create your drop down list
functionality.

After making all the necessary selections in the validation list dialog box, your worksheet
willbehaveasshownbelow.

www.CarltonCollins.com

Page51

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Youcanalsoprovidemessagestodefinewhatinputyouexpectforthecell,andinstructions
tohelpuserscorrectanyerrors.Forexample,inamarketingworkbook,youcansetupacell
toallowonlyaccountnumbersthatareexactlythreecharacterslong.Whenusersselectthe
cell,youcanshowthemamessagesuchasthisone:

Ifusersignorethismessageandtypeinvaliddatainthecell,suchasatwodigitorfivedigit
number, you can show them an actual error message. In a more advanced scenario, you
mightusedatavalidationtocalculatethemaximumallowedvalueinacellbasedonavalue
elsewhereintheworkbook.Inthefollowingexample,theuserhastyped$4,000incellE7,
whichexceedsthemaximumlimitspecifiedforcommissionsandbonuses.

www.CarltonCollins.com

Page52

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

If the payroll budget were to increase or decrease, the allowed maximum in E7 would
automaticallyincreaseordecreasewithit.

www.CarltonCollins.com

Page53

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

PivotTables

ThePivotTablereporttoolprovidesaninteractivewaytosummarizelargeamountsofdata.
UseshouldusethePivotTabletoolstocrunchandanalyzenumericaldataPivotTable
reportsareparticularlyusefulinthefollowingsituations:

a. Rearrangingrowstocolumnsorcolumnstorows(or"pivoting")toseedifferent
summariesofthesourcedata.
b. Filtering,sorting,grouping,andconditionallyformattingyourdata.
c. Preparingconcise,attractive,andannotatedonlineorprintedreports
d. Queryinglargeamountsofdata.
e. Subtotalingandaggregatingnumericdata.
f. Summarizingdatabycategoriesandsubcategories
g. Creatingcustomcalculationsandformulas.
h. Expandingandcollapsinglevelsofdata.
i. Drillingdowntodetailsfromthesummarydata

In essence, PivotTables present multidimensional data views to the user this process is
oftenreferredtoasmodeling,datacubeanalysis,orOLAPdatacubes.Torearrange
the PivotTable data, just drag and drop column and row headings to move data around.
PivotTablesareagreatdataanalysistoolformanagement.

If you have never used a PivotTable before, initially the concept can be difficult to grasp.
ThebestwaytounderstandaPivotTableistocreateablankPivotTableandthendragand
drop field names onto that blank table. This way you will see the resulting pivot table
magicallyappearanditwillhelpyoubetterunderstandtheimportantrelationshipbetween
thepivotpalletandthefieldnamelist.

Lets create a simple PivotTable. Start with an Excel worksheet data that contains several
columnsofdatathedatamustincludecolumnandrowheadingsandithelpsifthedatais
contiguous. Place your cursor anywhere in the data and select PivotTable from the Data
menuinExcel2003andclickFinish;orfromtheinsertRibboninExcel2007.Thisprocessis
shownbelow:Letsstartwithapageofdatasummarizingtheresultsoftaxseasonasallof
thetimesheetentrieshavebeenenteredontoasingleworksheetasshownbelow.

www.CarltonCollins.com

Page54

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Place your cursor anywhere in the data and select PivotTable from the Insert Ribbon as
shownbelow:

ForlearningpurposesletsrightmouseclickonthepivottableandselectPivotTableOptions,
Display,ClassicPivotTableLayout.Yourscreenwillnowappearasfollows:

www.CarltonCollins.com

Page55

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

I like for CPAs to learn how to use Pivot Tables in this view because it visually helps them
understandtheallimportantrelationshipbettertheblankpivotpaletteandthePivotTable
fieldList,bothelementsofwhichareshowninthescreenabove.

To proceed, simply drag and drop field names shown on the right onto the blank Pivot
paletteshownontheleft.Witheachdrop,yourreportgrowslarger.Asanalternativeyou
couldusethecheckboxesnexttofieldnamesthisfunctionalityisnewinExcel2007.After
addedsomedatatoyourblankPivotPalette,yourdatawilllooksomethinglikethis:

www.CarltonCollins.com

Page56

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
NextformatandfilterthePivotReport.Veryquicklyyourreportcomestogetherasshown
below.NoticethefilterbuttonhasbeenappliedandaPivottablestylehasalsobeenapplied
forappearance.

Doubleclickingonanynumberinapivotreportwillautomaticallyproduceanewworksheet
completewithallsupportingdetailthatcomprisesthesummarynumber.

ThereareamultitudeofPivotTableoptionsthatcanbeappliedtoaltertheappearanceor
behaviorofyourPivottable.

KeyPointsConcerningPivotTablesareasFollows:

a. YoucancreateasmanyPivotReportsasyouwantfromyourinitialrawdatapage.Yourraw
dataremainsunchangedasnewPivottablesarecreated.

b. As your raw data changes, your pivot tables are updated each time you press the refresh
button. Or if you prefer you can set your PivotTables to update themselves at regularly
scheduledintervalssayeverytenminutes.

c. A key to understanding PivotTables is understanding the relationship between the Blank


Pivot palette and the PivotTable Field list. As data is selected in the list, it appears on the
PivottableReport.

d. You can alter the PivotTable simple by dragging and dropping the field names in different
locationsonthePivotpalette,orindifferentlocationsinthePivotTableFieldlistBox.

e. PivotTablescanbepivoted.

f. PivotTablescanbesortedbyanyColumn.(Orbyanyrowwhensortinglefttoright)

g. PivotTablescanbeFiltered.

h. PivotTablescanbeDrilled.

i. PivotTablescanbecopiedandpasted.

www.CarltonCollins.com

Page57

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

j.

k.
l.
m.
n.
o.

p.

q.

r.

PivotTablescanbeformattedusingPivotTableStyles,asshownbelow.

Subtotalsandgrandtotalscanbedisplayedorsuppressedattheusersdesire.

PivotTableDatacanbeshownasnumbersorpercentagesattheusersdesire.

PivotTablecannotonlybesummed,itcanbeaveraged,minimized,maximized,counted,etc.

Blankrowscanbedisplayedorsuppressedattheusersdesire.

A new feature called Compact Form organized multiple column labels into a neatly
organizedoutlinewhichiseasiertoread.

PivotTablescanquerydatadirectlyfromanyODBCcompliantdatabase.ThePivotTabletool
foraccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingthe
QuickAccessToolBarandsearchingtheCommandsNotShownintheRibbontabtofind
thePivotTableandPivotChartWizardOption.

Many accounting systems can push data out of the accounting system into an Excel
PivotTableformatthisiscommonlyreferredtoasanOLAPDataCube.OLAPdataCubeis
justafancywordforPivotTableandthereisnodifference.

PivotTablescanautomaticallycombinedatafrommultipledatasources.ThePivotTabletool
foraccomplishingthistaskisnotincludedintheribbonyouwillfinditbyCustomizingthe
QuickAccessToolBarandsearching theCommandsNotShownin the Ribbontab tofind
thePivotTableandPivotChartWizardOption.

www.CarltonCollins.com

Page58

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

s. Excel also provides a PivotChart function which works similarly to PivotTables. Presented
belowisanexamplePivotChart.

Excel2003PivotTablesworkverysimilarlyasshownbelow.ExcelcreatesablankPivotTable,
andtheusermustdraganddropthevariousfieldsfromthePivotTableFieldListontothe
appropriate column, row, or data section. As you drag and drop these items, the resulting
reportisdisplayedonthefly.HereistheblankPivotPaletteview.

www.CarltonCollins.com

Page59

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Now drag and drop field names from the Pivot Table field list onto the Pivot pallet. This
action will automatically create Pivot Table reports and they will change each time you
drop additional field names, or move field names around. Presented below are but a few
examples of hundreds of possible reports that could be viewed with this data through the
PivotTableformat.

This report shown above shows the total resulting sales for each marketing campaign for
eachofthe4monthsmarketingcampaignswereconducted.

In this screen we see the same information is shown as a percentage of the total. A few
observations include the fact that overall Radio Spots are the most profitable type of
campaign, but only in April and July. In January and October, local ads and direct mail,
respectively,producebetterresults.Further,Aprilcampaignshadthebestresponseoverall.

www.CarltonCollins.com

Page60

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Furtheranalysisinthescreenabovetellsusthatourresultsvarywidelyfromonecitytothe
next. In New York, coupons were least effective, but coupons were most effective in
Columbus. Pivot charts based on PivotTable data can be modified by pivoting and/or
narrowing the data. They can also be published on the Internet (or on an Intranet) as
interactiveWebpages.Thisallowsuserstoplaywiththedata.Thechartbelowprovidesa
visuallookatthedatashownabove.

FilteringPivotTablesIfyoutakeacloselookatyourresultingpivottables,youwillnotice
thatExcelautomaticallyinsertsafilterbuttononeachfieldlistasshownbythedropdown
arrowsinthescreenbelow:

www.CarltonCollins.com

Page61

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

This drop down filter list makes it easy to refine your report to include just the data you
want.

Drilling Pivot Tables Another nice feature in pivot tables is that they are automatically
drillable.SimplydoubleclickonanynumberinapivotreporttophaveExcelautomatically
insertanewsheetandproducethedetailedreportunderlyingthenumberyouclickedon.
Anexampleofthisisshownbelow:

Pivot Table Options By right mouse clicking on your pivot table you will reveal several
optionsettingsboxesasshownbelow.Forexample,theseoptionsboxescontrolthetypesof
subtotalsproducedinyourpivotreports.Excelalsooffersapivottableoptionsboxaswellas
alayoutwizardthatmakesproducingpivottablesalittleeasier.

www.CarltonCollins.com

Page62

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

www.CarltonCollins.com

Page63

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

DataTable(WhatifAnalysis)

Datatablesarepartofasuiteofcommandsthatarecalledwhatifanalysistools.Whenyou
usedatatables,youaredoingwhatifanalysis.Whatifanalysisistheprocessofchanging
the values in cells to see how those changes will affect the outcome of formulas on the
worksheet.Forexample,youcanuseadatatabletovarytheinterestrateandtermlength
thatareusedinaloantodeterminepossiblemonthlypaymentamounts.

ThreecategoriesofWhatifAnalysisToolsTherearethreekindsofwhatifanalysistoolsin
Excel:

1. DataTables
2. GoalSeek
3. Scenarios

A data table cannot accommodate more than two variables. If you want to analyze more
than two variables, you should instead use scenarios. Although it is limited to only one or
twovariables(onefortherowinputcellandoneforthecolumninputcell),adatatablecan
includeasmanydifferentvariablevaluesasyouwant.Ascenariocanhaveamaximumof32
differentvalues,butyoucancreateasmanyscenariosasyouwant.

LoanAnalysisInthisexercise,westartbycreatingasimplePaymentfunctiontocalculate
thepaymentamountofaloangivenaloanamount,interestrateandnumberofperiods.

ThenextstepistocreateaTwoWayDataTabledisplayingtheresultingpaymentamount
given a variety of lengths of the loan. This process is started by creating a list of the
alternative loan amounts, as shown below inB8, B9, B10,etc. CellC7must reference the
resultsyouwanttobedisplayedinthetable.

www.CarltonCollins.com

Page64

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

ThenextstepistohighlightthedatatablerangeandusetheDataTablecommandunder
theDatamenu(asshownbelow)togeneratethedesiredtable.

Thisprocesswillgeneratethefollowingtable:

Thistabletellsusthatthesameloanamountwillrequireamonthlypaymentof$3,331to
paytheloanoffinjust10years,andamonthlypaymentof$5,800torepaytheloaninjust
5years.
www.CarltonCollins.com

Page65

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Thenextstepinthisexerciseistogeneratealinechartbasedonthedatatablewejust
created.Thislinechartwillprovidesomeinterestingobservationsregardingthebenefits
anddetrimentsofpayingoffloansoverlongerperiods.

Theresultingchartisshownasfollows:

Based on this, no one should ever obtain a fair market loan for more than 15 years, the
reductioninpaymentssimplyarentworththeadditionallengthoftheloan.Thissamebasic
behavior is seen whether the interest rate is 1% or 100%. The only time you might be
www.CarltonCollins.com

Page66

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
justified in obtaining a loan loner than 15 years might be when you are extended a
favorableinterestthisbetterthanafairmarketinterestrate.

Goal Seek

Ifyouknowtheresultthatyouwantfromaformula,butarenotsurewhatinputvaluethe
formulaneedstogetthatresult,usetheGoalSeekfeature.Forexample,supposethatyou
needtoborrowsomemoney.Youknowhowmuchmoneyyouwant,howlongyouwantto
taketopayofftheloan,andhowmuchyoucanaffordtopayeachmonth.YoucanuseGoal
Seek to determine what interest rate you will need to secure in order to meet your loan
goal.GoalSeekworksonlywithonevariableinputvalue.Ifyouwanttoacceptmorethan
oneinputvalue;forexample,boththeloanamountandthemonthlypaymentamountfora
loan,youusetheSolveraddindiscussedattheendofthismanual.

Scenarios

ScenarioManagerallowsyoutocreateandsavemultiplewhatifscenarios(suchasbest
case, most likely, and worst cases scenarios). You can also create a summary table of the
scenarioresultsinseconds.Itisparticularlyusefulforworksheetssuchasbudgetsinwhich
users have often saved multiple copies of the same worksheet to accomplish the same
objective. An example is shown below. In this example, a tire company has prepared a
revenue budget for the coming year, and has created three alternative scenarios to
generatetherevenuesthatwillresultgivenavarietyofmarkupassumptionsinthiscase
100%,110%and120%markups.

www.CarltonCollins.com

Page67

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
Pressingthesummarybuttoninthescenariomanagerdialogboxwillcreatethefollowing
PivotTableofpossiblealternativeresults.Hereweseedetailedrevenueprojectionsforall
tiresandlaborfeesgivenallthreepossiblescenariosof100%,110%,and120%markup.

With a few simple copy paste commands, the newly created data can be positioned and
formattednexttotheoriginalprojectionsasshowninthescreenbelow.

Ofcoursethescenariosabovecouldhavebeencreatedeasilyusingsimpleformulasinstead
ofusingthescenariomanagertoolasdescribedabove.Thisunderscoresthatbestpurpose
ofscenariomanagerwhichistokeeptrackofolderandchangingdatathroughtime,rather
than producing whatif scenarios. For example, a complex projection containing scenarios
based on original assumptions, revised assumptions, and final assumptions will allow
managementtogobackandreviewtheassumptionsusedthroughouttheproject,andsee
howthoseassumptionschangedasprojectplanningprogressed.
www.CarltonCollins.com

Page68

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

DataTexttoColumns

As discussed earlier in this manual, often CPAs receive data from their clients or IT
departmentsthatisintextform.Whenthishappens,Excelcansplitthecontentsofoneor
morecellsinacolumnanddistributethosecontentsasindividualpartsacrossothercellsin
adjacentcolumns.Forexample,theworksheetbelowcontainsacolumnoffullnamesand
amountsthatyouwanttosplitintoseparatecolumns.TheTexttoColumnsWizardparses
thedataautomaticallyintoseparate

Select the cell, range (range: Two or more cells on a sheet. The cells in a range can be
adjacentornonadjacent.),orentirecolumnthatcontainsthetextvaluesthatyouwantto
split.NoteArangethatyouwanttosplitcanincludeanynumberofrows,butitcaninclude
nomorethanonecolumn.Youalsoshouldkeepenoughblankcolumnstotherightofthe
selectedcolumntopreventexistingdatainadjacent

DataConsolidate

Excel can combine, summarize, and report consolidated results from separate worksheets.
The underlying worksheets can be in the same workbook or in other separate workbooks.
Therearetwodifferentsitautionsasfollows:

www.CarltonCollins.com

Page69

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
1. YouAreConsolidatingSimilarDataSuchasdepartmentalbudgetswhereeveryworksheet
containstheexactsamelabelsintheexactsamecells.Inthiscase,youcanwriteaSpearing
Formulawhichcanconsolidatethenecessaryinformationeasily.

2. YouAreConsolidatingDisSimilarDataThevariousworksheetscontaindifferentrowand
columndescriptionslocatedindifferentlocationsontheworksheets.Inthiscaseyoushould
usetheDataConsolidatecommand.

Forexample,assumethatyouhavereceivedbudgetsfrommultipledepartments,andyou
wanttocombinethemtogether.Inthiscase,Excelwilldotheworkforyou.Youcanusea
consolidationtorollupthesefiguresintoacorporatebudgetworksheet,asshownbelow.

www.CarltonCollins.com

Page70

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

DataGrouping&Outlining

Ifyouhavealistofdatathatyouwanttogroupandsummarize,youcancreateanoutline
ofuptoeightlevels,oneforeachgroup.Eachinnerlevel,representedbyahighernumber
intheoutlinesymbolsdisplaysdetaildatafortheprecedingouterlevel,representedbya
lower number in the outline symbols. Use an outline to quickly display summary rows or
columns,ortorevealthedetaildataforeachgroup.Youcancreateanoutlineofrows(as
shown in the example below), an outline of columns, or an outline of both rows and
columns.

WebQueries

Excelincludespredesignedqueriesthatcanimportcommonlyuseddatain10seconds.
For example, you could use a web query to create a stock portfolio. All you need is a
connection to the Internet and of course, some stock ticker symbols. In Excel 2003 select
Data, Import External Data, Import Data and walk through the web query wizard for
importingstockquotes.InExcel2007andlaterusetheDataRibbon,ExistingConnections,
StockQuotesoption.Inseconds,Excelwillretrieve20minutedelayedstockpricesfromthe
web(duringthehourswhenthestockmarketisopen)anddisplayagridofcompleteupto
datestickpriceinformationthatissynchronizedtothestockmarketschangingstockprices.
WitheachclickoftheRefreshbutton,thestockpriceinformationinExcelisupdated
thissurebeatspickingnumbersoutofthenewspaper.

www.CarltonCollins.com

Page71

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

CompletingtheStockPortfolioNextlinkthegriddatatoanotherworksheet,andinsert
newcolumnscontainingthenumberofsharesowned,aswellsasanadditionalcolumnto
computerthetotalvaluebasedonsharesowned,asshownbelow.

RefreshingtheStockPricesOnceyouhavecreatedyourportfolio,simplyclicktheRefresh
DatabuttonontheExternalDataToolbarinExcel2003orontheDataRibboninExcel
2007shownbelowtoupdatethecurrentvalueofyourPortfolio.

QueryParametersTherearenumerousoptionstohelpyouextractexactlythedatayou
wanttheywayyouwantit.TheWebQueryParametersBox,WebQueryOptionsbox
and External Data Properties Box provide numerous options for controlling your web
query.
www.CarltonCollins.com

Page72

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

DatabaseQueries

MicrosoftExcelcanalsoqueryandretrievedatayouwantfromanexternaldatasource.For
example,youcanretrieveMicrosoftExceldataaboutaspecificproductbyregion.Youcan
createasimplequerybyusingtheQueryWizard,oryoucancreateamorecomplexquery
byusingtheadvancedfeaturesofMicrosoftQuery.

TouseMicrosoftQuerytoretrieveexternaldata,youmust:

1. HaveaccesstoanexternaldatasourceIfthedataisnotonyourlocalcomputer,
youmayneedtoseetheadministratoroftheexternaldatabaseforapassword,user
permission,orotherinformationabouthowtoconnecttothedatabase.

2. Install Microsoft Query If Microsoft Query is not available, you might need to
installit.

3. Specifyasourcetoretrievedatafrom,andthenstartusingMicrosoftQueryFor
example,ifyouwanttoinsertdatabaseinformation,displaytheDatabasetoolbar,
clickInsertDatabase,clickGetData,andthenclickMSQuery.

For example, suppose we have some data in our accounting system Sage MAS 200 ERP
thatwewouldliketoanalyzeinExcel.WecanusetheDatabaseQueryWizardtobuilda
querythatwillextractthedataweneedandplaceitinanExcelspreadsheet.

www.CarltonCollins.com

Page73

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Thefirststepistoselectthetypeofdatabaseyouwanttoqueryandtoselectthespecific
database.

Upon the selection of the desired database a list of tables will be presented. Choose the
desired tables, and select the desired data fields to be imported. You will then have the
optiontofilterandsortthedatabeforeitisimported.Finallyyouwillbegiventheoption
tosavethequerysothatyoucanrunitatalaterdatewithouthavingtostartfromscratch.
Excelwillthenreturnatablefullofthedatayourequestedasshowninthescreenbelow.

www.CarltonCollins.com

Page74

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

www.CarltonCollins.com

Page75

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter5

MACROS

AutomatingYourKeyStrokes

www.CarltonCollins.com

Page76

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Macros

Macros offer a powerful and flexible way to extend the features of Excel. They allow the
automation of repetitive tasks such as printing, formatting, configuring, or otherwise
manipulatingdatainExcel.Initssimplestform,amacroisarecordingofyourkeystrokes.
WhilemacrosrepresentoneofthestrongerfeaturesfoundinExcel,theyarerathereasyto
createanduse.TherearesixmajorpointsthatIliketomakeaboutmacrosasfollows.

1. Record,UseExcel,StopRecordingTocreateamacro,simplyturnonthemacro
recorder,useExcelasyounormallydo,thenturnofftherecorder.Prestoyouhave
created a macro. While the process is simple from the users point of view,
underneath the covers Excel creates a Visual Basic subroutine using sophisticated
VisualBasicprogrammingcommands.

2. MacroLocationMacroscanbestoredineitheroftwolocations,asfollows:

a. Theworkbookyouareusing,or
b. YourPersonalMacroWorkbook(whichbydefaultishiddenfromview)

If your macro applies to all workbooks, then store it in the Personal Macro
Workbook so it will always be available in all of your Excel workbooks; otherwise
storeitinyourcurrentworkbook.Amacrostoredinyourcurrentworkbookwillbe
embedded and included in the workbook, even if you email the workbook to
anotheruser.

3. AssignyourMacrotoanIcon,TextoraButtonTomakeiteasytorunyourmacro,
youshouldassignittoatoolbariconsoitwillalwaysbeavailablenomatterwhich
workbooksyouhaveopen.Ifthemacroappliesonlytoyourcurrentworkbook,then
assign it to Text or a macro Button so it will be quickly available in your current
workbook.

4. AbsoluteversusRelativeMacrosAnAbsolutemacrowillalwaysaffectthesame
cellseachtimewhereasaRelativemacrowillaffectthosecellsrelativetowhere
your cursor is positioned when you invoke the macro. It is crucial that you
understandthedifference.

5. EditingMacrosOncecreated,youcanviewand/oredityourmacrousingtheView
Macrosoption.ThiswillopenthemacrosubroutineinaVisualbasicprogramming
windowandprovideyouwithaplethoraofVBtools.

6. Advanced Visual Basic Programming For the truly ambitious CPA, in the Visual
Basic Programming window, you have the necessary tools you need to build very
sophisticated macros with dialog boxes, drop down menu options, check boxes,
www.CarltonCollins.com

Page77

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
radiobuttonsthewholeworks.Iinviteyoutoknockyourselfout.Toseeallofthis
power,turnontheDeveloperTabinExcelOptions(seebelow).

Presentedbelowaremoredetailedcommentsandstepbystepinstructionsforcreating
andinvokingmacros,followedbysomeexamplemacros.

1. CreatingaMacroTocreateamacro,clickRecordMacrointheCodeGrouponthe
DeveloperTab.

a. AssignaNameIntheMacroNamebox,enteranameforthemacro.

i. Thefirstcharacterofthemacronamemustbealetter.
ii. Subsequent characters can be letters, numbers, or underscore
characters.
iii. Spacescannotbeusedinamacroname(anunderscorecharacter
isoftenusedasawordseparator.
iv. Ifyouuseamacronamethatisalsoacellreference,youmayget
anerrormessagethatthemacronameisnotvalid.

b. AssignaCTRLCombination(optional)YoucanassignaCTRLcombination
shortcut key to run the macro by typing any lowercase letter or uppercase
letterthatyouwanttouseintheShortcutkeybox.

i. The shortcut key will override any equivalent default Excel


shortcutkeywhiletheworkbookthatcontainsthemacroisopen.

c. MacroLocationIntheStoreMacroInlist,selecttheworkbookwhere
youwanttostorethemacro.

i. Asmentionedabove,ifyouwantamacrotobeavailable
wheneveryouuseExcel,selectPersonalMacroWorkbook.
WhenyouselectPersonalMacroWorkbook,Excelcreatesa
hiddenpersonalmacroworkbook(Personal.xlsb)ifitdoesnot
alreadyexist,andsavesthemacrointhisworkbook.
ii. InWindowsVista,thisworkbookissavedintheC:\Users\user
name\AppData\Local\Microsoft\Excel\XLStartfolder.
iii. InMicrosoftWindowsXP,thisworkbookissavedinthe
C:\DocumentsandSettings\username\Application
Data\Microsoft\Excel\XLStartfolder.
iv. WorkbooksintheXLStartfolderareopenedautomatically
wheneverExcelstarts.
v. Ifyouwantamacrointhepersonalmacroworkbooktoberun
automaticallyinanotherworkbook,youmustalsosavethat

www.CarltonCollins.com

Page78

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
workbookintheXLStartfoldersothatbothworkbooksare
openedwhenExcelstarts.

d. MacroDescriptionIntheDescriptionbox,typeadescriptionofthe
macro.

e. StartRecordingClickOKtostartrecording.

f. StartTypingPerformtheactionsthatyouwanttorecord.

g. StopRecordingWhenyouaredoneclickStopRecordingintheCode
GroupOntheDeveloperTab.

i. YoucanalsoclickStopRecordingontheleftsideofthestatus
bar.

h. Assignamacrotoanobject,graphic,orcontrolOnaworksheet,right
clicktheobject,graphic,orcontroltowhichyouwanttoassignan
existingmacro,andthenclickAssignMacro.IntheMacronamebox,click
themacrothatyouwanttoassign.

2. Menu Navigation Not Recorded When you record a macro, the macro recorder
recordsallthestepsrequiredtocompletetheactionsthatyouwantyourmacroto
perform. Navigation on the Ribbon is not included in the recorded steps, only the
commandsthatareexecutedarerecordedinthemacro.

3. TurnOnTheDeveloperTabTurnontheDevelopertabbyclickingtheMicrosoft
OfficeStartButton,andthenclickExcelOptions.InthePopularcategory,underTop
optionsforworkingwithExcel,selecttheShowDevelopertabintheRibboncheck
box,andthenclickOK.

4. Enable Macros If the macro functions are disabled, you can enable them by
selectingMacroSecurityintheCodegroupontheDevelopertabasshownbelow.

Under Macro Settings, click Enable all macros (not recommended, potentially
dangerouscodecanrun),andthenclickOK.

5. ExampleMacros
www.CarltonCollins.com

Page79

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

a. PageSetupMacroStartrecordinganewmacrocalledpagesetup.Select
alloftheworksheetsandthenchoosePageSetupandcustomizetheheader
and footers to include page numbers, date and time stamps, file locations,
tabnames,etc.AssignthemacrotoanIcononyourtoolbarorQuickAccess
Bar and insetting headers and footers will be a breeze for the rest of your
life.

b. PrintMacrosDoyouhaveatemplatethatyouprintfrequentlyfrom?Ifso,
insert several macro buttons to print each report, a group of reports, and
evenmultiplereportsandreportingwillbesnapinthefuture.

c. Delete Data Macro Do you have a template that you use often that
contains a lot of variables? If so, create a macro that visits each cell and
erases that data, resetting the worksheet for use in a new set of criteria.
Assign the macro to a macro button and you will never again have old
assumptionsmixedinwithyournewertemplate.

www.CarltonCollins.com

Page80

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter6

Miscellaneous

www.CarltonCollins.com

Page81

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Solver

Solver is one of the more powerful features in Excel because it can solve for optimum
resultsincomplexworksheetswhileobeyingstatedconstraints.WithSolver,youcanfind
an optimal value for a formula by manipulating a group of cells that are related, either
directly or indirectly, to the formula in the target cell. Solver adjusts the values in the
adjustablecellstoproducetheresultyouspecifyfromthetargetcellformula.Youcanapply
constraintstorestrictthevaluesSolvercanuseinthemodel,andtheconstraintscanrefer
toothercellsthataffectthetargetcellformula.

Intheportfolioexampleshownbelow,theuserwishestodeterminehowmuchmoneyto
invest in various investments in order to maximize the return on those investments. Of
coursethemaximumresultscanbeachievedbysimplyplaceinallmoniesintheinvestment
thatyieldsthehighestresults,howeverthisapproachviolatesthedontputallofyoureggs
inonebasketrule.Inthiscasetheuserwantstodiversifytheirfundsacrossmanytypesof
investments.Thereforeconstraintsareestablishedsuchasnomorethan35%offundscan
beinvestedinbluechipstocksandthecheckingaccountingmustcontainatleast$100,000.

Aportfolioisshownbelowandsomeconstraintshavebeenincludedinlustform.These
constraintswillneedtobestatedintermsofformulasinthesolvermanagerdialogbox.

www.CarltonCollins.com

Page82

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

ThekeytomakingsolverworkisthesolverParametersdialogboxshownbelow.

Thetargetcellissettorefertothetotalportfoliovalueattheendoftheyearbecausethis
is the value that we want to maximize. The changing cells are set to reference the
percentagesofeachinvestment.Finallythevariousconstraintsareexpressedasformulasas
showninthelowerlefthandcornerofthedialogbox.Oncesolverhasbeenrunonce,the
solver formulas stick to the worksheet and the results are changed and updated as the
various assumptions in the worksheet are changed and updated. For example, you may
later determine that the growth rate for real estate is a different amount. Inputting that
new amount in the worksheet will cause Excel to automatically adjust all variables to
producetheoptimuminvestmentmixthatmaximizesearningswithoutviolatinganystated
constraints.

www.CarltonCollins.com

Page83

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter7

XMLData

www.CarltonCollins.com

Page84

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

OverviewofXMLinExcel

HideAll

Microsoft Office Excel makes it easy to import Extensible Markup Language (XML)(Extensible
MarkupLanguage(XML):AcondensedformofStandardGeneralizedMarkupLanguage(SGML)that
enables developers to create customized tags that offer flexibility in organizing and presenting
information.) data that is created from other databases and applications, to map XML elements
from an XML schema(XML Schema: A formal specification, written in XML, that defines the
structureofanXMLdocument,includingelementnamesandrichdatatypes,whichelementscan
appearincombination,andwhichattributesareavailableforeachelement.)toworksheetcells,and
to export revised XML data for interaction with other databases and applications. Think of these
XMLfeaturesasturningOfficeExcelintoanXMLdatafilegeneratorwithafamiliaruserinterface.

1. WhyuseXMLinExcel?
a. XMLdataandschemafiles
b. KeyXMLandExcelscenarios
2. ThebasicprocessofusingXMLdatainExcel
a. WorkingwithXMLmaps
b. UsingtheXMLSourcetaskpane
c. Elementtypesandtheiricons
d. Workingwithsinglemappedcells
e. WorkingwithrepeatingcellsinXMLtables
f. XMLmapsecurityconsiderations
g. ImportingXMLdata
h. Workingwithaninferredschema
i. ExportingXMLdata
3. UsingtheExcelmacroenabledOfficeXMLFormatfile

WhyuseXMLinExcel?
XMLisatechnologythatisdesignedformanagingandsharingstructureddatainahumanreadable
textfile.XMLfollowsindustrystandardguidelinesandcanbeprocessedbyavarietyofdatabases
and applications. Using XML, application designers can create their own customized tags, data
structures, and schemas. In short, XML greatly eases the definition, transmission, validation, and
interpretationofdatabetweendatabases,applications,andorganizations.

XMLdataandschemafiles
ExcelworksprimarilywithtwotypesofXMLfiles:
XMLdatafiles(.xml),whichcontainthecustomtagsandstructureddata.
Schemafiles(.xsd),whichcontainschematagsthatenforcerules,suchasdatatypeandvalidation.
NoteThe XML standard also defines Extensible Stylesheet Language Transformation (XSLT)(XSL
Transformation (XSLT): A file that is used to transform XML documents into other types of
documents,suchasHTMLorXML.ItisdesignedforuseaspartofXSL.)(.xslt)files,whichareusedto
apply styles and transform XML data into different presentation formats. You can apply these
transformsbeforeyouimportXMLfilesintoExcelandafteryouexportXMLfilesfromExcel.IfXSLT
filesarelinkedtoXMLdatafilesthatyouimportintoExcel,youdohavetheoptiontoapplyornot
applytheformattingbeforethedataisaddedtotheworksheet,butonlywhenyouopenanXMLfile
byusingtheOpencommandontheMicrosoftOfficeButton.

www.CarltonCollins.com

Page85

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

KeyXMLandExcelscenarios
By using XML and Excel, you can manage workbooks and data in ways that were previously
impossible or very difficult. By using XML maps, you can easily add, identify, and extract specific
piecesofbusinessdatafromExceldocuments.Forexample,aninvoicethatcontainsthenameand
address of a customer or a report that contains last quarter's financial results are no longer just
staticreports.Youcaneasilyimportthisinformationfromdatabasesandapplications,reviseit,and
exportittothesameorotherdatabasesandapplications.Thefollowingarekeyscenariosthatthe
XMLfeaturesaredesignedtoaddress:

1. ExtendthefunctionalityofexistingExceltemplatesbymappingXMLelementsontoexisting
cells.ThismakesiteasiertogetXMLdataintoandoutofyourtemplateswithouthavingto
redesignthem.
2. UseXMLdataasinputtoyourexistingcalculationmodelsbymappingXMLelementsonto
existingworksheets.
3. ImportXMLdatafilesintoanewworkbook.
4. ImportXMLdatafromaWebserviceintoyourExcelworksheet.
5. ExportdatainmappedcellstoXMLdatafilesindependentfromotherdataintheworkbook.

ThebasicprocessofusingXMLdatainExcel
The following diagram shows how the different files and operations work together when you use
XMLwithExcel.Essentially,therearefivephasestotheprocess:

AddinganXMLschemafile(.xsd)toaworkbook
MappingXMLschemaelementstoindividualcellsorXMLtables
ImportinganXMLdatafile(.xml)andbindingtheXMLelementstomappedcells
Entering data, moving mapped cells, and leveraging Excel functionality, while preserving
XMLstructureanddefinitions
5. ExportingreviseddatafrommappedcellstoanXMLdatafile

1.
2.
3.
4.

6.

www.CarltonCollins.com

Page86

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

WorkingwithXMLmaps
YoucancreateoropenaworkbookinExcel,attachanXMLschemafile(.xsd)totheworkbook,and
thenusetheXMLSourcetaskpanetomapXMLelementsoftheschematoindividualcellsortables.
AfteryoumaptheXMLelementstoyourworksheet,youcanimportandexportXMLdataintoand
outofthemappedcells.WhenyouaddanXMLschemafile(.xsd)toyourworkbook,youcreatean
XML map. In general, XML maps are used to create mapped cells and to manage the relationship
betweenmappedcellsandindividualelementsintheXMLschema.Inaddition,theseXMLmapsare
usedto bind the contents ofmappedcellstoelementsintheschemawhen youimportorexport
XMLdatafiles(.xml).
There are two kinds of mapped cells that you can create: singlemapped cells and repeating cells
(which appear as XML tables). To make designing your worksheet more flexible, you can drag the
mapped cells anywhere on a worksheet and into any order even one different from the XML
schema.Youcanalsochoosewhichelementstomapandnotmap.

ThefollowingrulesaboutusingXMLmapsareimportanttoknow:
1. AworkbookcancontainoneormoreXMLmaps.
2. Youcanonlymaponeelementtoonelocationinaworkbookatatime.
3. EachXMLmapisanindependententity,evenifmultipleXMLmapsinthesameworkbook
refertothesameschema.
4. AnXMLmapcanonlycontainonerootelement.Ifyouaddaschemathatdefinesmorethan
one root element, you are prompted to choose the root element to use for the new XML
map.

UsingtheXMLSourcetaskpane
YouusetheXMLSourcetaskpanetomanageXMLmaps.Toopenit,ontheDevelopertab,inthe
XMLgroup,clickSource.Thefollowingdiagramshowsthemainfeaturesofthistaskpane.

1. ListsXMLmapsthatwereaddedtotheworkbook
www.CarltonCollins.com

Page87

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
2. DisplaysahierarchicallistofXMLelementsinthecurrentlylistedXMLmap
3. SetsoptionswhenworkingwiththeXMLSourcetaskpaneandtheXMLdata,suchashow
topreviewthedataandcontrolheadings
4. OpenstheXMLMapsdialogbox,whichyoucanusetoadd,delete,orrenameXMLmaps
5. VerifieswhetheryoucanexportXMLdatathroughthecurrentXMLmap

Elementtypesandtheiricons
The following table summarizes each type of XML element that Excel can work with and the icon
thatisusedtorepresenteachtypeofelement.

Elementtype
Icon
Parentelement

Requiredparentelement

Repeatingparentelement

Requiredrepeatingparentelement

Childelement

Requiredchildelement

Repeatingchildelement

Requiredrepeatingchildelement

Attribute

Requiredattribute

Simplecontentinacomplexstructure

Requiredsimplecontentinacomplexstructure

Workingwithsinglemappedcells
AsinglemappedcellisacellthathasbeenmappedtoanonrepeatingXMLelement.Youcreatea
singlemappedcellbydragginganonrepeatingXMLelementfromtheXMLSourcetaskpaneontoa
singlecellinyourworksheet.WhenyoudraganonrepeatingXMLelementontotheworksheet,you
canuseasmarttagtochoosetoincludetheXMLelementnameasaheadingaboveorjusttothe
leftofthesinglemappedcell,oryoucanuseanexistingcellvalueasaheading.Youcanalsousea
formula in a singlemapped cell, if the cell is mapped to an XML element with an XML Schema
Definition(XSD)datatypethatExcelinterpretsasanumber,date,ortime.

WorkingwithrepeatingcellsinXMLtables
XMLtablesaresimilarinappearanceandfunctionalitytoExceltables.AnXMLtableisanExceltable
that has been mapped to one or more XML repeating elements. Each column in the XML table
representsanXMLelement.AnXMLtableiscreatedwhenyou:

www.CarltonCollins.com

Page88

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
1. UsetheImportcommand(intheXMLgroupontheDevelopertab)toimportanXMLdata
file.

2. UsetheOpencommand(ontheMicrosoftOfficeButton)toopenanXMLdatafileand
thenselectAsanXMLtableintheOpenXMLdialogbox.

3. UsetheFromXMLDataImportcommand(fromtheFromOtherSourcescommandbutton,
in the Get External Data group, on the Data tab) to import an XML data file and then
selectXMLtableinexistingworksheetorNewworksheetintheImportDatadialogbox.
4. DragoneormorerepeatingelementsfromtheXMLSourcetaskpanetoaworksheet.
5. WhenyoucreateanXMLtable,theXMLelementnamesareautomaticallyusedascolumn
headings. You can change these to any column headings that you want. However, the
originalXMLelementnamesarealwaysusedwhenyouexportdatafromthemappedcells.

TwooptionsundertheOptionsbuttonintheXMLSourcetaskpaneareusefulwhenyouworkwith
XMLtables:
1. Automatically Merge Elements When MappingWhen selected, Excel creates one XML
tablefrommultiplefieldsastheyaredroppedontotheworksheet.Thisoptionworksaslong
asthemultiplefieldsaredroppedonthesamerow,oneadjacenttotheother.Whenthis
optioniscleared,eachelementappearsasitsownXMLtable.
2. MyDataHasHeadingsWhenselected,existingheadingdataisusedascolumnheadingsfor
repeatingelementsthatyoumaptoyourworksheet.Whenthisoptioniscleared,theXML
elementnamesareusedascolumnheadings.

Using XML tables, you can easily import, export, sort, filter, and print data based on an XML data
source.However,XMLtablesdohavesomelimitationsregardinghowtheycanbearrangedonthe
worksheet.
XMLtablesarerowbased,meaningthattheygrowfromtheheaderrowdown.Youcannotaddnew
entriesaboveexistingrows.YoucannottransposeanXMLtablesothatnewentrieswillbeaddedto
theright.YoucanuseformulasincolumnsthataremappedtoXMLelementswithanXMLSchema
Definition(XSD)datatypethatExcelinterpretsasanumber,date,ortime.JustasinanExceltable,
formulasinanXMLtablearefilleddownthecolumnwhennewrowsareaddedtothetable.

XMLmapsecurityconsiderations
An XML map and its data source information are saved with the Excel workbook, not a specific
worksheet. A malicious user can view this map information by using a Microsoft Visual Basic for
Applications(VBA)macro.Furthermore,ifyousaveyourworkbookasamacroenabledExcelOpen
XML Format File, this map information can be viewed through Microsoft Notepad or through
anothertexteditingprogram.

If you want to keep using the map information but remove the potentially sensitive data source
information,youcandeletethedatasourcedefinitionoftheXMLschemafromtheworkbook,but
stillexporttheXMLdata,byclearingtheSavedatasourcedefinitioninworkbookcheckboxinthe
XMLMapPropertiesdialogbox,whichisavailablefromtheMapPropertiescommandintheXML
groupontheDevelopertab.

If you delete a worksheet before you delete a map, the map information about the data sources,
and possibly other sensitive information, is still saved in the workbook. If you are updating the

www.CarltonCollins.com

Page89

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
workbook to remove sensitive information, make sure that you delete the XML map before you
deletetheworksheet,sothatthemapinformationispermanentlyremovedfromtheworkbook.

ImportingXMLdata
YoucanimportXMLdataintoanexistingXMLmapinyourworkbook.Whenyouimportdata,you
bindthedatafromthefiletoanXML mapthatisstoredinyourworkbook.Thismeansthateach
data element in the XML data file has a corresponding element, in the XML schema, that you
mappedfromanXMLSchemafileorinferredschema.EachXMLmapcanonlyhaveoneXMLdata
binding,andanXMLdatabindingisboundtoallofthemappingsthatwerecreatedfromasingle
XML map. You can display the XML Map Properties dialog box (Click Map Properties in the XML
groupontheDevelopertab.),whichhasthreeoptions,allselectedbydefault,thatyoucansetor
cleartocontrolthebehaviorofanXMLdatabinding:

1. ValidatedataagainstschemaforimportandexportSpecifieswhetherExcelvalidatesdata
againsttheXMLmapwhenimportingdata.Clickthisoptionwhenyouwanttoensurethat
theXMLdatathatyouimportconformstotheXMLschema.
2. Overwrite existing data with new dataSpecifies whether data is overwritten when you
importdata.Clickthisoptionwhenyouwanttoreplacethecurrentdatawithnewdata,for
example,whenuptodatedataiscontainedinthenewXMLdatafile.
3. AppendnewdatatoexistingXMLtablesSpecifieswhetherthecontentsofthedatasource
are appended to the existing data on the worksheet. Click this option, for example, when
youareconsolidatingdatafromseveralsimilarXMLdatafilesintoanXMLtable,oryoudo
notwanttooverwritethecontentsofacellthatcontainsafunction.

When you import XML data, you may want to overwrite some mapped cells but not others. For
example, some mapped cells may contain formulas and you don't want to overwrite the formula
whenyouimportanXMLfile.Therearetwoapproachesthatyoucantake:

1. Unmap the elements that you don't want overwritten, before you import the XML data.
AfteryouimporttheXMLdata,youcanremaptheXMLelementtothecellscontainingthe
formulas,sothatyoucanexporttheresultsoftheformulastotheXMLdatafile.
2. CreatetwoXMLmapsfromthesameXMLschema.UseoneXMLmapforimportingtheXML
data. In this "Import" XML map, don't map elements to the cells that contain formulas or
otherdatathatyoudon'twantoverwritten.UseanotherXMLmapforexportingthedata.In
this"Export"XMLmap,maptheelementsthatyouwanttoexporttoanXMLfile.

The ability to import XML data from a Web service by using a Data Retrieval Service Connection
(.uxdc)filetoconnecttoadatasourceisnolongersupportedinMicrosoftOfficeExcel2007through
theuserinterface.IfyouopenaworkbookthatwascreatedinOfficeExcel2003,youcanstillview
thedata,butyoucannoteditorrefreshthesourcedata.

Workingwithaninferredschema
If you import XML data without first adding a corresponding XML schema to create an XML map,
Excel tries to infer a schema for you based on the tags that are defined in the XML data file. The
inferredschemaisstoredwiththeworkbook,andtheinferredschemaallowsyoutoworkwithXML
dataifanXMLschemafileisn'tassociatedwiththeworkbook.WhenyouworkwithimportedXML
data that has an inferred schema, you can also customize the XML Source task pane. Select the

www.CarltonCollins.com

Page90

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
PreviewDatainTaskPaneoptionfromtheOptionsbuttontodisplaythefirstrowofdataassample
data in the element list, if you imported XML data associated with the XML map in the current
sessionofExcel.
You cannot export the Excel inferred schema as a separate XML schema data file (.xsd). Although
there are XML schema editors and other methods for creating an XML schema file, you may not
haveconvenientaccesstothemorknowhowtousethem.Asanalternative,youcanusetheExcel
2003 XML Tools Addin Version 1.1, which can create a schema file from an XML map. For more
information,seeUsingtheExcel2003XMLToolsAddinVersion1.1.

ExportingXMLdata
YouexportXMLdatabyexportingthecontentsofmappedcellsontheworksheet.Whenyouexport
data,Excelappliesthefollowingrulestodeterminewhatdatatosaveandhowtosaveit:

1. Emptyitemsarenotcreatedwhenblankcellsexistforanoptionalelement,butemptyitems
arecreatedwhenblankcellsexistforarequiredelement.
2. UnicodeTransformationFormat8(UTF8)encodingisusedtowritethedata.
3. AllnamespacesaredefinedintheRootXMLelement.
4. Exceloverwritesexistingnamespaceprefixes.Thedefaultnamespaceisassignedaprefixof
ns0. Successive namespaces are designated ns1, ns2 to ns<count> where <count> is the
numberofnamespaceswrittentotheXMLfile.
5. Commentnodesarenotpreserved.
6. YoucandisplaytheXMLMapPropertiesdialogbox(ClickMapPropertiesintheXMLgroup
on the Developer tab.) and then use the Validate data against schema for import and
export option (active by default) to specify whether Excel validates data against the XML
mapwhenexportingdata.ClickthisoptionwhenyouwanttoensurethattheXMLdatayou
exportconformstotheXMLschema.

UsingtheExcelMacroenabledOfficeXMLFormatFile
YoucansaveanExcelworkbookinavarietyoffileformats,includingtheExcelmacroenabledOffice
XML Format File (.xlsm). Excel has a defined XML schema that defines the contents of an Excel
workbook,includingXMLtagsthatstoreallworkbookinformation,suchasdataandproperties,and
definetheoverallstructureoftheworkbook.CustomapplicationscanusethisExcelmacroenabled
OfficeXMLFormatFile.Forexample,developersmaywanttocreateacustomapplicationtosearch
fordatainmultipleworkbooksthataresavedinthethisformatandcreateareportingsystembased
onthedatafound.

www.CarltonCollins.com

Page91

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter8

ExcelQuickTips

www.CarltonCollins.com

Page92

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

50QuickTips

TheExcelworkbookusedinclasstodemonstratethesequicktipscanbedownloaded
instantlyatthefollowingaddress:www.ExcelAdvisor.netPassword:2007collins
1
RightClickStatusBar(Viewsums,averages,mins,maxesimmediately)
2
CTRL+MouseScroll(Zoomin&outwithyourmouse)
3
DoubleClicktheFormatPainter(Toolsticksuntilclickedagain)
4
ReplaceFormatting(Findandreplaceoneformattingwithanother)
5
ClickonEdgeofCell(Navigateinarangeofcells)
6
TurnoffTaskPane(PutanendtoTaskPane)
7
ControlTilde(CTRL+~)(Viewunderlyingformulas)
8
IndentIcon(Indentcellsorcolumnsinstantly)
9
ALT+DownArrow(orShiftF10)(Pickfromadropdownlist)
10 F4(Repeatthelastcommandsuchasinsertrowsorchangerowheight)
11 Alt+Enter(Wraptextinstantly)
12 &(Combinetextfrommultiplecells)
13 RightClickTab,Copy,CreateCopy(Insertnewsheetwithheaders,footers,etc)
14 File,SendTo,MailRecipient(EMailaworksheet,workbookorchart)
15 ComboBoxfromFormsToolbar(Insertacombobox)
16 DoubleClickFillHandle(Copiesformuladowntherelevantrange)
17 =Upper,=Lower,=Proper(Changetextcase)
18 PasteSpecial,Values(Convertformulastonumbers)
19 F4inEditMode(ToggleAbsoluteReferences)
20 PasteSpecial,Transpose(Invertamatrixofnumbers)
21 Ctrl+D(CopyDatatothedown)
22 Ctrl+R(Copydatatotheright)
23 DefinedNames(Refertonamesratherthancelladdresses)
24 Data,AutoFilter,Advanced,Copy,Unique(Extractuniquevalues)
25 Tools,Options,Calculation,PrecisionasDisplayed(Avoidroundingerrors)
26 RightClickToolbar,Options,ShowFullMenus(Showallmenuoptions)
27 Tools,View,ZeroValues(Hidezerovalues)
28 Tools,AutoCorrect,SmartTags,None(TurnoffSmartTags)
29 FilterData,ApplyColor,UnfilterData(Colorfilteredresults)
30 PDF2XL($95productconvertsPDF'stoExcelfiles)
31 DataValidation(Insertapopupcommentintoacell)
32 Ctrl+Shft+End(Selectrowtotheright)
33 Ctrl+Shft+Home(Selectrowtotheleft)
34 F11(Produceaquickchart)
35 PrintAreainNameBox(Quicklyidentifytheprintarea)
36 DisplayingtheStylesTool(Toolbaraccesstostyles)
37 Format,Styles(Createnewstyles)
38 ControlPanel,RegionalOptions(Controlhowdatesaredisplayed)
39 =Substitute(Removeorreplaceunwantedcharacters)
40 View,SizedwithWindow(ResizescharttofitWindow)
41 Ctrl+Spacebar(Selectacolumn)
www.CarltonCollins.com

Page93

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
42
43
44
45
46
47
48
49
50

Shift+Spacebar(Selectarow)
Alt+Tab(TogglebetweenapplicationsorExcelworkbooks)
DeleteBlankRowsandColumns,Ctrl+S(Reducerelevantareaandscrollbar)
CopyFormula,toBlankCells(Fillinmissingdatainalist)
=ISTEXT(A1)(Usethisformulainconditionalformattingtoformattextonly)
Replace,Within(Tipforreplacingthroughoutentireworkbook)
=LEN(A1)LEN(SUBSTITUTE(A1,A2,""))(Counttheoccurrenceofacharacter)
=MID(A25,FIND("*",SUBSTITUTE(A25,"\","*",LEN(A25)
LEN(SUBSTITUTE(A25,"\",""))))+1,LEN(A25))(ExtracttheFilename)
=SumIF(Sumonlythosenumbersthatmeetspecificcriteria)

BonusTips20AdditionalExcelTips:

1. =Left
2. =Find
3. =Mid
4. =Right
5. =Len
6. Transitionturnedon
7. Moveoneditturnedoff
8. AutoCorrect
9. RenameTab
10. ColorTab
11. ReorderTabs
12. SelectMultipleTabs
13. Fixeddecimalplaces
14. TurnoffAutoCompleteTools,Options,Edit
15. EnterFormatsautomatically
16. Show50/9recentlyusedfiles
17. DefaultFileFormatTools,Options,Transition
18. EmbeddedVoiceclips
19. EmbeddedVideoClips
20. OrganizationCharts

www.CarltonCollins.com

Page94

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

Chapter9

WhatsNewin
Excel2007?

www.CarltonCollins.com

Page95

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

EnhancementstoExcel2007

1. More Columns Increased the total number of available columns in Excel from 256 (2^8) to
16,000(2^14).

2. More Rows Increased the total number of available rows in Excel from 64,000 (2^16) to
1,000,000(2^20).

3. More MemoryIncreasedthe totalamountofPCmemorythatExcelcanusefrom1GBtoas


muchRAMasWindowssees.

4. Dual Core Chips Office Excel 2007 supports multiple microcomputer processors and
multithreadedchipsets.

5. MoreColorsExcel2007nowsupportsupto16millioncolors,upfrom256.

6. SortbyColor.Wow!

7. MoreSortingCriteriaIncreasedthenumberoflevelsofsortingonarangeortablefrom3to
64.

www.CarltonCollins.com

Page96

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
8. MoreCharactersinacellIncreasedthetotalnumberofcharactersthatcandisplayinacellby
32fold.Morespecifically,thislimitwasincreasedfrom1k(whenthetextisformatted)to32kor
unlimited(regardlessofformatting).

9. FindMoreitemsIncreasedthemaximumnumberofitemsfoundbyFindAllfrom65,472to
2Billion.

10. MorePivotRowsIncreasedthenumberofrowsallowedinaPivotTablefrom64kto1,000,000
(2^20).

11. Arrays Reference More Rows Eliminated the limit on the number of rows of a column or
columnsthatcanbereferredtoinanarrayformula.

12. More Conditional Formats Increased the number of conditional format conditions on a cell
from3conditionstolimitedbyavailablememory.

13. More AutoFilter Results Increased the number of items shown in the AutoFilter dropdown
from1,000to10,000.

14. PrintMoreCharactersinaCellIncreasedthenumberofcharacterspercellthatExcelcanprint
from1kto32k.

15. MoreStylesIncreasedthetotalnumberofuniquecellstylesinaworkbook(combinationsof
allcellformatting)from4,000to64,000.

16. Larger Formulas Increased the maximum length of formulas (in characters) from 1,000
charactersto8,000characters.

17. MoreFormulaNestingIncreasedthenumberoflevelsofnestingthatExcelallowsinformulas
from7to64.

18. MoreArgumentsIncreasedthemaximumnumberofargumentstoafunctionfrom30to255.

19. More PivotColumnsIncreasedthenumberofcolumnsallowedinaPivotTablefrom255to


16,000.

20. More Unique Pivot Items Increased maximum number of unique items within a single Pivot
Fieldfrom32,000to1,000,000.

21. More Pivot Fields Increased the number of fields (as seen in the field list) that a single
PivotTablecanhavefrom255to16,000.

22. LongerPivotNamesIncreasedlengthoftheMDXnameforaPivotTableitem;alsothestring
lengthforarelationalPivotTablefrom255charactersto32,000.

23. BetterPivotTruncationIncreasedthelengthatwhichfieldslabelsaretruncatedwhenadded
toPivotTable;thisalsoincludescaptionlengthlimitationsfrom255to32,000.

www.CarltonCollins.com

Page97

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
24. Better Partial Calculations Increased the number of cells that may depend on a single area
before Excel must do full calculations instead of partial calculations (because it can no longer
track the dependencies required to do partial calculations) from 8,000 to limited by available
memory.

25. MoreArrayReferencesIncreasedthenumberofarrayformulasinaworksheetthatcanrefer
toanother(given)worksheetfrom65,000tolimitedbyavailablememory.

26. Bucket More Functions Increased the number of categories that custom functions can be
bucketedintofrom32to255.

27. Better External Updates Increased the number of characters that may be updated in a non
residentexternalworkbookreferencefrom255to32,000.

28. ThemesExcelallowsuserstoformatdatabyapplyingathemeusingaspecificstyle.

29. ShareThemesThemescanbesharedacrossother2007Officereleaseprograms.Youcanalso
customizeathemestyle.

30. ChartStylesExcelofferspredefinedchartstyles,butyoucannotcreateyourownchartstyles.

31. QuickerStylesExcelnowprovidesaquickermethodtoapplyapredefinedcellstyle.

32. Better Conditional Formatting Use conditional formatting to visually annotate your data for
bothanalyticalandpresentationpurposes.

33. StrongerConditionalFormattingToeasilyfindexceptionsandtospotimportanttrendsinyour
data,youcanimplementandmanagemultipleconditionalformattingrulesthatapplyrichvisual
formattingintheformofgradientcolors,databars,andiconsetstodatathatmeetsthoserules.
Conditionalformatsarealsoeasytoapplyinjustafewclicks,youcanseerelationshipsinyour
datathatyoucanuseforyouranalysispurposes.

34. Resizable formula bar The formula bar automatically resizes to accommodate long, complex
formulas,whichpreventstheformulasfromcoveringotherdatainyourworksheet.

35. Function AutoComplete Function AutoComplete helps users write formulas using the proper
formulasyntax.

36. StructuredReferencesInadditiontocellreferences,suchasA1andR1C1,Excelnowprovides
structuredreferencestonamedrangesandtablesinaformula.

37. Easier Access to Named Ranges Excel name manager organizes, updates, and manages
multiple named ranges in a central location, which helps anyone who needs to work on your
worksheetinterpretitsformulasanddata.

38. New OLAP When you work with multidimensional databases (such as SQL Server Analysis
Services) Excel can use OLAP formulas to build complex, free form, OLAP data bound reports.
NewcubefunctionsareusedtoextractOLAPdata(setsandvalues)fromAnalysisServicesand

www.CarltonCollins.com

Page98

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

39.

40.

41.

42.
43.

44.

45.

display it in a cell. OLAP formulas can be generated when you convert PivotTable formulas to
cell formulas or when you use AutoComplete for cube function arguments when you type
formulas.

Enhanced Filtering Filter data by color or by dates, display more than 1000 items in the
AutoFilterdropdownlist,selectmultipleitemstofilter,andfilterdatainPivotTables.

TableEnhancementsNeworimprovedfunctionalityfortablesincludesthefollowingfeatures:

a. Table Header Rows Table header rows can be turned on or off. When table headers
are displayed, they stay visible with the data in the table columns by replacing the
worksheetheaderswhenyoumovearoundinalongtable.

b. Calculated Columns A calculated column uses a single formula that adjusts for each
row. It automatically expands to include additional rows so that the formula is
immediatelyextendedtothoserows.Allthatyouhavetodoisenteraformulaonce
youdon'tneedtousetheFillorCopycommands.

c. Automatic Autofiltering AutoFilter is turned on by default in a table to enable


powerfulsortingandfilteringoftabledata.

d. Structured ReferencesThis type of reference allows you to use table column header
namesinformulasinsteadofcellreferences,suchasA1orR1C1.

e. TotalRowsInatotalrow,youcannowusecustomformulasandtextentries.

f. Table Styles You can apply a table style to quickly add designerquality, professional
formattingtotables.Ifanalternaterowstyleisenabledonatable,Excelwillmaintain
the alternating style rule through actions that would have traditionally disrupted this
layout,suchasfiltering,hidingrows,ormanualrearrangingofrowsandcolumns.

PresentationQualityChartsNewchartingtoolstocreateprofessionallookingcharts.Thenew,
uptodatelookforchartsincludesspecialeffects,suchas3D,transparency,andsoftshadows.

ChartThemesChartsfollowthethemethatisappliedtoyourworkbook.

VisualChartElementPickersQuicklychangeeveryelementofthecharttobestpresentyour
data.Forexample,inafewclicks,youcanaddorremovetitles,legends,datalabels,trendlines,
andotherchartelements.

AModernlookwithOfficeArtBecausechartsinExcelarenowdrawnwithOfficeArt,almost
anything you can do to an OfficeArt shape can also be done to a chart and its elements. For
example, you can add a soft shadow or bevel effect to make an element stand out or use
transparencytomakeelementsvisiblethatarepartiallyobscuredinachartlayout.Youcanalso
userealistic3Deffects.

ClearLinesandFontsLinesinchartsappearlessjagged,andClearTypefontsareusedfortext
toimprovereadability.

www.CarltonCollins.com

Page99

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

46. ChartTemplatesSaveyourfavoritechartsasacharttemplate.

47. Using Excel Charts in Other Programs Charts shared between Excel, Word, and PowerPoint
nowincorporatethepowerfulchartingfeaturesofExcel,includingtheuseofformulas,filtering,
sorting,andtheabilitytolinkacharttoexternaldatasources,suchasMicrosoftSQLServerand
AnalysisServices(OLAP),foruptodateinformationinyourchart.

48. CopyingchartstootherprogramsChartscanbeeasilycopiedandpastedbetweendocuments
orfromoneprogramtoanother.WhenyoucopyachartfromExceltoWordorPowerPoint,it
automaticallychangestomatchtheWorddocumentorPowerPointpresentation,butyoucan
also retain the Excel chart format. The Excel worksheet data can be embedded in the Word
documentorPowerPointpresentation,butyoucanalsoleaveitintheExcelsourcefile.

49. Animating charts in PowerPoint In PowerPoint, you can more easily use animation to
emphasizedatainanExcelbased chart.Youcananimate theentire chartor thelegendentry
andaxislabels.Inacolumnchart,youcanevenanimateindividualcolumnstobetterillustratea
specific point. Animation features are easier to find and you have a lot more control. For
example,youcanmakechangestoindividualanimationsteps,andusemoreanimationeffects.

50. NewPivotTableControlsNewPivotTablecontrolsprovidebetterdraganddropzonetargets.

51. NewPivotTableFeaturesNeworimprovedfeaturesareprovidedtosummarize,analyze,and
formatPivotTabledata.

52. Using Undo in PivotTables You can now undo most actions that you take to create or
rearrangeaPivotTable.

53. PlusandMinusDrillDownIndicatorsTheseindicatorsareusedtoindicatewhetheryoucan
expandorcollapsepartsofthePivotTabletoseemoreorlessinformation.

54. SortingandfilteringSortingisnowassimpleasselectinganiteminthecolumnthatyouwant
tosortandusingsortbuttons.YoucanfilterdatabyusingPivotTablefilters,suchasdatefilters,
labelfilters,valuefilters,ormanualfilters.

55. Conditional formatting You can apply conditional formatting to an Office Excel 2007 Pivot
Tablebycellorbyintersectionofcells.

56. PivotTablestyleandlayoutJustlikeyoucanforExceltablesandcharts,youcanquicklyapplya
predefinedorcustomstyletoaPivotTable.AndchangingthelayoutofaPivotTableisalsomuch
easiertodointhenewuserinterface.

57. PivotChartsLikePivotTables,PivotChartsaremucheasiertocreateinthenewuserinterface.
All of the filtering improvements are also available for PivotCharts. When you create a
PivotChart,specificPivotCharttoolsandcontextmenusareavailablesothatyoucananalyzethe
datainthechart.Youcanalsochangethelayout,style,andformatofthechartoritselements
the same way that you can for a regular chart. In Office Excel 2007, the chart formatting that

www.CarltonCollins.com

Page100

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

58.

59.

60.

61.

62.

63.

64.

youapplyispreservedwhenyoumakechangestothePivotChart,whichisanimprovementover
thewayitworkedinearlierversionsofExcel.

QuickConnectionsToExternalDataInOfficeExcel2007,younolongerneedtoknowtheserver
ordatabasenamesofcorporatedatasources.Instead,youcanuseQuickLaunchtoselectfrom
alistofdatasourcesthatyouradministratororworkgroupexperthasmadeavailableforyou.A
connection manager in Excel allows you to view all connections in a workbook and makes it
easiertoreuseaconnectionortosubstituteaconnectionwithanotherone.

New File Formats XmlBased File Format In 2007 Microsoft Office system, Microsoft is
introducingnewfileformatsforWord,Excel,andPowerPoint,knownastheOfficeOpen XML
formats.Thesenewfileformatsfacilitateintegrationwithexternaldatasources,andalsooffer
reduced file sizes and improved data recovery. In Office Excel 2007, the default format for an
ExcelworkbookistheOfficeExcel2007XMLbasedfileformat(.xlsx).OtheravailableXMLbased
formatsaretheOfficeExcel2007XMLbasedandmacroenabledfileformat(.xlsm),theOffice
Excel2007fileformatforanExceltemplate(.xltx),andtheOfficeExcel2007macroenabledfile
formatforanExceltemplate(.xltm).

OfficeExcel2007binaryfileformatInadditiontothenewXMLbasedfileformats,OfficeExcel
2007 also introduces a binary version of the segmented compressed file format for large or
complexworkbooks.Thisfileformat,theOfficeExcel2007Binary(orBIFF12)fileformat(.xls),
canbeusedforoptimalperformanceandbackwardcompatibility.

Compatibilitywithearlierversions ofExcelYou cancheckan OfficeExcel2007workbookto


seeifitcontainsfeaturesorformattingthatarenotcompatiblewithanearlierversionofExcel
so that you can make the necessary changes for better backward compatibility. In earlier
versionsofExcel,youcaninstallupdatesandconvertersthathelpyouopenanOfficeExcel2007
workbooksothatyoucaneditit,saveit,andopenitagaininOfficeExcel2007withoutlosing
anyOfficeExcel2007specificfunctionalityorfeatures.

PageLayoutViewTheNormalviewandPageBreakPreviewview,OfficeExcel2007providesa
PageLayoutView.Youcanusethisviewtocreateaworksheetwhilekeepinganeyeonhowit
willlookinprintedformat.Inthisview,youcanworkwithpage headers,footers,andmargin
settingsrightintheworksheet,andplaceobjects,suchaschartsorshapes,exactlywhereyou
wantthem.YoualsohaveeasyaccesstoallpagesetupoptionsonthePageLayouttabinthe
newuserinterfacesothatyoucanquicklyspecifyoptions,suchaspageorientation.It'seasyto
seewhatwillbeprintedoneverypage,whichwillhelpyouavoidmultipleprintingattemptsand
truncateddatainprintouts.

SavingtoPDFandXPSformatYoucansaveasaPDForXPSfilefroma2007MicrosoftOffice
systemprogramonlyafteryouinstallanaddin.

UsingExcelServicestoshareyourworkIfyouhaveaccesstoExcelServices,youcanuseitto
share your Office Excel 2007 worksheet data with other people, such as executives and other
stakeholders in your organization. In Office Excel 2007, you can save a workbook to Excel
Servicesandspecifytheworksheetdatathatyouwantotherpeopletosee.Inabrowser,they
can then use Microsoft Office Excel Web Access to view, analyze, print, and extract this
worksheet data. They can also create a static snapshot of the data at regular intervals or on

www.CarltonCollins.com

Page101

CopyrightMay2010

ExcelFunctions,Macros&DataCommands
demand.OfficeExcelWebAccessmakesiteasytoperformactivities,suchasscrolling,filtering,
sorting,viewingcharts,andusingdrilldowninPivotTables.YoucanalsoconnecttheExcelWeb
Access Web Part to other Web Parts to display data in alternative ways. And with the right
permissions,ExcelWebAccessuserscanopenaworkbookinOfficeExcel2007sothattheycan
usethefullpowerofExceltoanalyzeandworkwiththedataontheirowncomputersifthey
have Excel installed. Using this method to share your work ensures that other people have
access to one version of the data in one location, which you can keep current with the latest
details. If you need other people, such as team members, to supply you with comments and
updatedinformation,youmaywanttoshareaworkbookthesamewaythatyoudidinearlier
versionsofExceltocollecttheinformationyouneedbeforeyousaveittoExcelServices.

65. Using Document Management Server Excel Services can be integrated with Document
Management Server to create a validation process around new Excel reports and workbook
calculationworkflowactions,suchasacellbasednotificationoraworkflowprocessbasedona
complexExcelcalculation.YoucanalsouseDocumentManagementServertoschedulenightly
recalculationofacomplexworkbookmodel.

66. Quick Access To More Templates In Office Excel 2007, you can base a new workbook on a
variety of templates that are installed with Excel, or you can quickly access and download
templatesfromtheMicrosoftOfficeOnlineWebsite.

www.CarltonCollins.com

Page102

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

WhatsMissinginExcel2007?

WhileitmayappearthatthereisalotofstuffmissinginExcel2007comparedtothe2003edition,
almosteverythingisstillthereyoujustmayneedtolookforitawhiletofindit.Afewofthehard
tofindthingsIhadtroublelocatedwereasfollows:

1. The Create PivotTable from Multiple sources feature is gone from the insert PivotTable
menu, but you can still find it by customizing your QuickLaunch toolbar and adding the
PivotTableandChartWizardicon.Yuwillseethatthisfunctionalityisstillthere.

2. TheabilitytosendaworksheetasbodyofemailisalsogonefromtheStart,Send,Email
option. but you can still find it by customizing your QuickLaunch toolbar and adding the
SendtomailRecipienticon.Youwillseethatthisfunctionalityisalsostillthere.

3. ThedataFormtoolisstillthereyouhavetoaddFormtotheQuickAccessToolBar.

4. TheSpeakCellscommandismissingfromtheribbons,butthiscommandisstillavailable
bycustomizingtheQuickLaunchtoolbarandaddingtheSpeakCellscommand.

5. Infactthereareatotalof219commandsinExcelthatdonotappearontheExcelRibbon
youcanviewacompletelistofthesecommandsbycustomizingtheQuickLaunchToolbar
andchoosingtheoptiontoviewCommandsNotintheRibbon.

However,therearesomethingsthathavedisappearedasfollows:

1. Nomorepublishinginteractivewebpages.

2. EmbeddedvideoclipsandsoundclipsnolongerplaywithinExcel,theyswitchtheuserover
toMediaplayerinstead.

3. The AutoFormat as we knew it is gone. It has been replaced with the Format as Table
option in the Styles group of the Home tab, but it does more than format your table. It
converts your table to what Excel used to call an Excel List, complete with list arrows and
filteroptionsandallkindsofjunkyoureallydon'tneedandprobablydon'twantifyourgoal
isjusttodressupyourdata.Unfortunatelythisnewfunctionalitydoesnotapplyaunique
format to subtotal rows like Excel 2003 did. Bummer. Therefore you must collapse your
rowsinOutline,selectvisiblecells,andapplyadifferentcolor,thenexpandyourrowsagain
topulloffthistypeofformat.

www.CarltonCollins.com

Page103

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

WhatsNewin
MicrosoftExcel2010

www.CarltonCollins.com

Page104

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

WhatsNewinMicrosoftOffice2010?
MicrosofthasannouncedthatitwillbeginshippingOffice2010inSpring2010.Thisbegsthe
question, whats new in Office 2010? The short answer is that there are a dozen or so
interestingimprovementseachinWord,Excel,PowerPoint,andAccessbutforthemost
partOfficescoreproductsareunchanged.ThisisbecausewhenOffice2007wasreleasedin
January 2007, the new menus only appeared in 4.5 of the applications Word, Excel,
Access,PowerPointandhalfofOutlook.WithOffice2010,Microsofthasbroughttheother
applications uptodate with the newer menu style as well. Thereforedont expect to see
many differences in Word, Excel, Access, or PowerPoint. However, these are a few
improvementsOffice2010scoreproducts,asfollows:

WhatsNewinExcel2010?
1. SparklinesSparklinesaresmallcellsizedchartsthatyoucanembedinaworksheet
nexttodatatogetaquickvisualrepresentationofthedata.Forexample,ifyouhad
aworksheetthattrackedtheperformanceofseveraldozenstocks,youcouldcreate
aSparklineforeachstockthatgrapheditsperformanceovertime,inaverycompact
way.Hereisanexample:

2. Conditional Formatting Improvements Microsoft has improved and added more


stylesandiconsregardingtheabilitytoapplyaformattoarangeofcells,andthen
havetheformattingchangeaccordingtothevalueofthecellorformula.

3. ImprovedSharingAswithalloftheOffice2010applications,Excel2010hasnew
and improved tools for sharing data with other people, including multiple people
workingonadocumentatatime.

4. MillionsofRowsMicrosoftnowoffersProjectGeminiaddonforExcel2010that
canhandleverylargeamountsofdataevenworksheetsthatincludehundredsof
millionsofrows.ItwillshipaspartofSQLServer2008R2inthefirsthalfof2010;a
communitytechnologypreviewwillbeavailableinthesecondhalfof2009.

5. Enhanced Ribbon Toolbar The Ribbon tool bar has been enhanced to be highly
customizablenow.

www.CarltonCollins.com

Page105

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

6. Compatibilityof.xlsxInExcel2007,MicrosoftintroducedanewXMLformat(.xlsx)which
wasnotcompatiblewithformer.xlsspreadsheetformats.Thisproblemhasbeenresolved
Excel files created in Excel 2010 may easily be opened in versions of Excel prior to Excel
2007. Now Excel 2010 will save files just as safe as the former Excel 2007, and the
spreadsheetsizeis75%smallerthantheold.XLSversion.

7. Protected Mode Each time you download a document , Microsoft Office 2010
automaticallyopensitinProtectedModewhichmeansthatExcelwillnotallowyoutoedit
the documents unless document editing is enabled. To do this, click the Enable Editing
optioninordertoenabledocumenteditingasshowninthefollowingscreenshot.

7. Slicer TheSlicerfeatureprovidesnewsliceanddicecapabilitieswithinPivotTablesthis
helpsyoudynamicallysegmentandfilterthedata.ThisfeatureislocatedontheInsertTab.

www.CarltonCollins.com

Page106

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

8. MacroMacrosinExcel2010nowsupportworkingwithshapes,includingcreating,moving
oreditingshapes.

9. Enhanced Chart Diagram InExcel2010doubleclickingachartelementautomatically


opensthechartsformatdialogbox.

10. WebVersionofExcel2010AnewwebversionofExcel2010allowsyoutocreate,editand
save spreadsheet via your web browser directly and share them online. The web version
reportedly will be available for free toeveryone who has Windows Live account. The web
versionisassameastheExcel2010ondesktop,withsomeofExcelfunctionalitydisabled.

11. 64bitversionofExcel2010Excel2010isnowavailableina64bitversion,whichmeans
thatitcantakefulladvantageofyourcomputers64bitmotherboardandaccessmorethan
4GBsofRAM.Theresultisevenfasterperformance.

12. MicrosoftSQLServerPowerPivotforExcelExcel2010nowincludesanaddintoolcalled
Microsoft SQL Server PowerPivot which is a Business Intelligence tool that enables you to
querymultipleSQLServerdatabasesacrossmultiplecorporatesystemsandwebdataona
realtime basis to produce PivotTables that can be shared via SharePoint. You can try this
online
at
the
following
Virtual
Labs
web
site:
https://cmg.vlabcenter.com/prepare.aspx?moduleid=ad3bd3e98d2b498d94fa
e41e1b09730d&ticks=633992819904236083.

13. Named Sets NamedSetshavebeenaddedtoMicrosoftExcel2010,allowsyoutocreate


yourownnamedsets.SimplylocatetheFields,Items,&SetsbuttonundertheRibbon,and
itwillallowyoutodefineyourownNamedSets.

www.CarltonCollins.com

Page107

CopyrightMay2010

ExcelFunctions,Macros&DataCommands

BioforJ.CarltonCollins,CPA
ASAResearchCarlton@ASAResearch.com770.734.0950

J.CarltonCollins,CPAisaCertifiedPublicAccountantwithexperienceintechnology,
tax, auditing, accounting systems, financial reporting, and bond financing. He is an
author, lecturer, and technology & accounting systems consultant. He has published
morethantwodozenbooks,twohundredarticles,andthousandsofwebpages.Asa
publicspeaker,Mr.Collinshasdeliveredmorethan2,000lecturesin44statesand5
countries addressing more than 500,000 business professionals, including numerous
keynote lectures at national and international conferences. Key awards include: "AICPA Lifetime Achievement
Award", "Tom Radcliffe Outstanding Discussion Leader Award", "GSCPA Outstanding Discussion Leader Award",
and"AccountingTechnologies'TopTenCPATechnologistsAward".Asaconsultant,Mr.Collinshasassisted275+
large and small companies with the selection and implementation of accounting systems. Mr. Collins has a
BachelorsdegreeinAccountingfromtheUniversityofGeorgia,isa26yearmemberoftheAICPAandtheGeorgia
SocietyofCPAs,andisalsoalicensedrealtor.

AttheUniversityofGeorgiaMr.CollinswaselectedPresidentofthePhiEtaSigmaHonorSociety,wasinitiatedinto
theBIFTADHonorSociety,wasamember ofAlphaTauOmegafraternity,andservedthreeyearsintheJudicial
Defender/Advocate program. At Glynn Academy High School Mr. Collins was Senior Class President, Class
Valedictorian,andreceivedaprinciplenominationtoAnnapolisNavalAcademy.Mr.Collinshasbeenmarriedfor
25yearsandhastwochildren.Hedevoteshisleisuretimetofamily,travel,tennis,fishing,snowskiing,andriding
motorcycles(dirtandstreet).Mr.Collinsispresidentofhishomeownersassociation,participatesintheGwinnett
CleanandBeautifulprogram,andvolunteersforCooperativeMinistriesfooddrive.

SelectedPositions,Awards&Accomplishments:

1. 2008and2009ChairmanoftheSoutheastAccountingShowthesouth'slargestCPAevent.
2. Recipientofthe2008TomRadcliffOutstandingDiscussionLeaderAward.
3. NamedTopTenCPATechnologistsbyAccountingTechnologiesMagazine;NamedTop100Most
InfluentialCPAsbyAccountingTechnologiesMagazineinmultipleyears.
4. Haspersonallydeliveredover1,500technologylecturesaroundtheworld.
5. Haspublished80+pagesofaccountingsoftwarearticlesintheJournalofAccountancy.
6. RecipientoftheAICPALifetimeTechnicalContributiontotheCPAProfessionAward.
7. RecipientoftheOutstandingDiscussionLeaderAwardfromtheGeorgiaSocietyofCPAs.
8. LeadauthorforPPC'sGuidetoInstallingMicrocomputerAccountingSystems.
9. Hasinstalledaccountingsystemsformorethan200companies.
10. PastChairpersonoftheAICPATechnologyConference.
11. Hasdeliveredkeynoteandsessionlecturesatdozensofaccountingsoftwareconferencesincludingseven
MicrosoftPartnerConferences,fiveSageConferences,andmultipleconferencesforEpicor,Open
Systems,ExactSoftware,SageACCPACERP,Dynamics.NAV,Dynamics.AX,SouthWare,Axapta.
12. Hasprovidedconsultingservicestomanycomputercompanies(includingCompaq,IBM,Microsoft,Apple,
Novell,Peachtree,Epicor,SageSoftware,Exact,ACCPAC,Intuit,Peachtree,GreatPlains,andothers).

AsanauditorMr.Collinshasauditedbusinessesintheareasofhealthcare,construction,distribution,automobile
dealerships, insurance, manufacturing, and general business. Mr. Collins' tax experience includes corporate,
individual, partnership, fiduciary, and estate taxplanning work. In thearea of finance, Mr. Collinshas prepared
feasibility studies and financial forecasts for nearly 300 projects seeking more than $3 billion in startup capital,
including field work for 80 of those projects. Mr. Collins is familiar with bond issues, Medicare and Medicaid
reimbursement,andconventionalfinancingmatters.Asaconsultant,Mr.CollinsworkedwiththeentireMicrosoft
Exceldevelopmentteamcontributingmorethan500pagesofdesignimprovementsmanyofwhicharefoundin
Exceltoday.

www.CarltonCollins.com

Page108

CopyrightMay2010