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Table of Contents
The Excel 2010 Window ...................................................................................................................................... 1 Customise the Quick Access Toolbar.(QAT) ........................................................................................................ 2 How to create your own ribbon .......................................................................................................................... 3 Add groups of commands to QAT ....................................................................................................................... 4 Shortcut Menu .................................................................................................................................................... 5 Conditional Formatting ....................................................................................................................................... 6 Split window........................................................................................................................................................ 8 View more than one worksheet on the screen .................................................................................................. 8 Freeze screen ...................................................................................................................................................... 9 Hiding Part or all of the workbook ...................................................................................................................... 9 Functions ........................................................................................................................................................... 11 What the IF function does ................................................................................................................................ 13 Leaving Cells Blank ............................................................................................................................................ 13 Nested IF Functions........................................................................................................................................... 13 How to Trace Precedents and Dependents in Formulas .................................................................................. 15 Understanding precedents and dependents of Excel formulas. ...................................................................... 15 Correct an error value ....................................................................................................................................... 16 Correct common problems in formulas ............................................................................................................ 16 Turn error checking rules on or off ................................................................................................................... 17 Correct common formula errors one at a time ................................................................................................ 17 Mark common formula errors on the worksheet and correct them there ...................................................... 18 Evaluate a nested formula one step at a time .................................................................................................. 18 Watch a formula and its result by using the Watch Window ........................................................................... 19 Add cells to the Watch Window ....................................................................................................................... 19 Remove cells from the Watch Window ............................................................................................................ 20 Goal Seek .......................................................................................................................................................... 20 Use Goal Seek to determine the interest rate .................................................................................................. 20 What if Analysis................................................................................................................................................. 21 Overview ........................................................................................................................................................... 21 Use scenarios to consider many different variables ......................................................................................... 21 Sub totals in a list of data in a worksheet ......................................................................................................... 22 Inserting subtotals ............................................................................................................................................ 22 Remove subtotals ............................................................................................................................................. 23 Charts ................................................................................................................................................................ 24 Secondary Axis .................................................................................................................................................. 24
Add a secondary vertical axis ............................................................................................................................ 24 Add a secondary horizontal axis ....................................................................................................................... 25 Change the chart type of a data series ............................................................................................................. 25 Remove a secondary axis .................................................................................................................................. 25 Change the scale of the vertical (value) axis in a chart ..................................................................................... 25 Trendlines ......................................................................................................................................................... 26 Sparklines .......................................................................................................................................................... 27 Create a Sparkline ............................................................................................................................................. 27 Show and customize axis settings..................................................................................................................... 28 Handle empty cells or zero values .................................................................................................................... 28 Pivot tables/charts ............................................................................................................................................ 29 Sort data by multiple groups ............................................................................................................................ 32 Slicers ................................................................................................................................................................ 33 Using slicers....................................................................................................................................................... 34 Formatting slicers for a consistent look ............................................................................................................ 34 Sharing slicers between PivotTables ................................................................................................................. 34 Create a slicer in an existing PivotTable ........................................................................................................... 35 Create a standalone slicer................................................................................................................................. 35 Format a slicer................................................................................................................................................... 36 Make a slicer available for use in another PivotTable ...................................................................................... 36 Use a slicer from another PivotTable................................................................................................................ 36 Disconnect or delete a slicer ............................................................................................................................. 37 Show Formulas.................................................................................................................................................. 38 Add a Comment ................................................................................................................................................ 38 How to Add a Comment.................................................................................................................................... 38 Edit/Format a Comment ................................................................................................................................... 38 Move or Resize a Comment .............................................................................................................................. 38 Display or hide comments and their indicators ................................................................................................ 39 Review all comments in a workbook ................................................................................................................ 39 Delete a comment............................................................................................................................................. 39 Cell ranges ......................................................................................................................................................... 40 Use of Defined Names ...................................................................................................................................... 41 Navigation ......................................................................................................................................................... 41 Macros .............................................................................................................................................................. 42 Record a macro ................................................................................................................................................. 42 To set the security level temporarily to enable all macros ............................................................................... 42
Assign a macro to an object, graphic, or control .............................................................................................. 43 Assign a macro to the Quick Action Toolbar or to customize the ribbon ......................................................... 43 Delete a macro .................................................................................................................................................. 44 To Compare and Merge Workbooks: ................................................................................................................ 45 Track changes.................................................................................................................................................... 46 How track changes works ................................................................................................................................. 46 Ways to use track changes................................................................................................................................ 46 Turn on track changes for a workbook ............................................................................................................. 47 Settings for Track Changes ................................................................................................................................ 48 Stop highlighting changes ................................................................................................................................. 48 View tracked changes ....................................................................................................................................... 48 Accept and reject changes ................................................................................................................................ 48 View the history worksheet .............................................................................................................................. 49 Turn off change tracking for a workbook ......................................................................................................... 50 Password protection on worksheets/workbooks ............................................................................................. 50 To protect your Worksheet............................................................................................................................... 51 Protect elements in a shared workbook ........................................................................................................... 51 Print Screen (Screen Shot) ................................................................................................................................ 52 General keyboard shortcuts ............................................................................................................................. 53 Accelerating Microsoft Excel............................................................................................................................. 53
Ribbon Groups
Worksheet name
Zoom bars
Scroll bar
Tab Menu Bar Select on any of the tabs to display ribbons and commands. Quick Access Toolbar Add commands here that you use on a regular basis. Ribbon In Excel, each tab on the ribbon has different buttons and commands that are organized into ribbon groups. Cell Reference box Shows you which cell is selected within the worksheet. Worksheet name Use these tabs to move between worksheets. Zoom bar Use this to increase the size of the view of the worksheet. Scroll bars Use these to move around larger worksheets. Help files Use this to access Microsoft tutorials and help files. Minimise window Minimises spread sheet to the bottom taskbar. Exit Leave Excel.
Select the drop-down arrow next to the Quick Access Toolbar to turn on or off any of the commands listed on the shortcut menu. Select or deselect as necessary.
If the command you want to add isnt shown in the list, switch to the ribbon tab where the button appears and then right-select over it. On the shortcut menu that appears, select Add to Quick Access Toolbar.
If the command you want to add is not on the ribbon, select the drop down arrow on the quick access toolbar and select More Commands.
Select Commands Not in the Ribbon you can then chose from any on the list.
Once you have selected one select the add button If you need to group them, select a command and use the up/down arrows on the right of the window. Select OK
1. 2. 3. 4. 5. 6. 7. 8. 9.
Create a new ribbon tab. Add a new group of commands to an existing or new ribbon. Change the name of an existing custom group or tab. Select a group / tab to add items to that group / tab. Choose the type of commands you want to add to your ribbon tab / group. Select the command you want to add to your group Click on Add button. Remove any commands from custom tabs / groups. Move your ribbon tab / group up or down.
When you select the group on the Quick Access Toolbar it opens up to the group.
Shortcut Menu
Right-click display a shortcut menu that gives you quick access to many of the most commonly used features. If an arrow appears next to your selection, you can click to see more options. For example, rightclicking an Excel document displays Paste Options, insert, delete, formatting, and other options.
Key Tips are built-in keyboard shortcuts available in Excel. To display a letter or number by each Ribbon tab or Quick Access Toolbar command after you press a letter or number, you get new Key Tips letters and numbers to access each command in the location you selected.
Conditional Formatting
Using Conditional Formatting in a cell allows you to automatically format a cell depending on its contents. You might need to format cells using: A two/three colour scale higher or lower values are highlighted in a sliding scale of colour. Data bars Icon sets Cells that contain text, number or date or time values Top or bottom ranked numbers Values that are above or below average Unique or duplicate numbers A formula to determine cell formatting
Select the cells you need to format and on the Home tab and in the Styles group select the conditional formatting command and either select from the list for specific formatting or select Manage Rules to make changes or delete a previous rule.
From the list select the most suitable format required for the cells.
Depending on the option you select from the list, the rule description will change. Fill this is accordingly and change the formatting you require for the cell when the condition is achieved.
Split window
You can use Split Screens to display two/four different parts of the same worksheet at the same time. Windows can be split both horizontally and vertically. This can be done by selecting the View tab and selecting Split from the Window group. The view will then split into four sections. Reduce this to two by selecting and dragging the dividing bar to the right (for horizontal View) or Down (for vertical view) You can only have four/two views from the same worksheet; you cannot use it to view different worksheets or workbooks To remove the Split Pane de-select the Split command by clicking it.
To view two worksheets at once select Side by Side command in the Windows group on the View tab. All worksheets viewed in the pane can be scrolled together by selecting the Synchronous Scrolling and all can be reset to cell A1 by selecting Reset Window Position on the same tab/group.
Freeze screen
Freezing the panes of the workbook will allow you to view row and column/row headings even though you are scrolling down/across the workbook. On the view Tab and in the windows group select the Freeze Frames command; you are given the options of freezing the top row, first column or at a custom point in the worksheet. To customise the point to freeze the frames select the point you want to freeze at and select the Freeze Frames from the drop down list. The point that the worksheet will be frozen will be at the top left hand corner of the cell that is selected.
When the workbook is hidden it cannot be viewed on the task bar at the bottom of the screen. Worksheets can be hidden by right selecting on the worksheet tab and selecting Hide, likewise right select on any worksheet and select Unhide and select from the list and select OK to make the worksheet visible again.
Columns and Rows can be hidden by selecting the relevant rows or columns and right clicking on one of the selected segments and selecting Hide. To unhide, highlight the columns or rows on either side of the hidden section and right click and select Unhide. To select non adjacent columns or rows place the pointer on the coloured bar at the top/beginning of the column/row and using the control key select on the relevant sectors.
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Functions
Excel has a lot of inbuilt functions that are used in the manipulation of data. They are broken down into Database, Date and Time, Engineering, Financial, Information, Logical, Lookup and Reference, Maths and Trigonometry, Statistical, Text and External functions. They can either be typed into the formula bar following the screen tips or using the function wizard which you can access via the Formulas tab and the Insert
Returns the number of whole workdays between two dates using parameters to indicate which and how many days are weekend days Returns the serial number of the current date and time Returns the serial number of a particular time Returns the serial number of today's date Converts a serial number to a day of the week Returns the serial number of the date before or after a specified number of workdays Returns the serial number of the date before or after a specified number of workdays using parameters to indicate which and how many days are weekend days Converts a serial number to a year Converts a number from one measurement system to another Returns TRUE if the value is blank Returns TRUE if all of its arguments are TRUE Specifies a logical test to perform Reverses the logic of its argument Returns TRUE if any argument is TRUE
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TRUE HLOOKUP HYPERLINK LOOKUP MATCH TRANSPOSE VLOOKUP ROUND ROUNDDOWN ROUNDUP AVERAGEIF meet COUNT COUNTA COUNTBLANK COUNTIF COUNTIFS MIN CHAR CONCATENATE DOLLAR LEFT, LEFTB IFERROR
Returns the logical value TRUE Looks in the top row of an array and returns the value of the indicated cell Creates a shortcut or jump that opens a document stored on a network server, an intranet, or the Internet Looks up values in a vector or array Looks up values in a reference or array Now in Paste Special Looks in the first column of an array and moves across the row to return the value of a cell Rounds a number to a specified number of digits Rounds a number down, toward zero Rounds a number up, away from zero Returns the average (arithmetic mean) of all the cells in a range that a given criteria Counts how many numbers are in the list of arguments Counts how many values are in the list of arguments Counts the number of blank cells within a range Counts the number of cells within a range that meet the given criteria Counts the number of cells within a range that meet multiple criteria Returns the minimum value in a list of arguments Returns the character specified by the code number Joins several text items into one text item Converts a number to text, using the $ (dollar) currency format Returns the leftmost characters from a text value Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula
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Nested IF Functions
A Nested IF function is when a second IF function is placed inside the first in order to test additional conditions. "Nesting" IF functions increase the flexibility of the function by increasing the number of possible outcomes. For example, deductions from an employees income usually depend on employee income. The higher the income, the higher the deduction rate. We can use an IF function to determine what the deduction rate will be.
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less than $29,701, the deduction rate is 15% greater than or equal to $29,701, but less than $71,950, the deduction rate is 25% greater than or equal to $71,950, the deduction rate is 28%
The first deduction rate is handled by the logic test and the value if true argument of the first IF function. To do this, we write the beginning of the IF function as: =IF(A5 < 29701, A5*15%, To add the second and third deduction levels, we nest one IF function inside another. For example: =IF(A5<29701,A5*15%,IF(A5<71950,A5*25%,A5*28%)) The logic test of the Nested IF function, checks to see if an employees income is greater than or equal to $29,701, but less than $71,950. If it is, the deduction rate is 25%. If the income is greater than or equal to $71,950, the deduction rate is 28%. Additional rate changes could be added another nested IF functions inside the existing function.
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Precedents are cells or ranges that affect the active cell's value. Dependents are cells or ranges affected by the active cell. Use the Trace Precedents and Trace Dependents buttons in the Formula Auditing group of the Formulas tab to locate precedents or dependents for a cell that contains a formula. A cell often serves as both a precedent and a dependent Cells B2:B7 are precedents of B8, but at the same time, cell B8 is dependent on all the cells in B2:B7. Cells B11:B16 are precedents of B17, but at the same time cell B17 is dependent on all the cells in B11:B16. Cells B8 and B17 are precedents of E9, but at the same time cell E9 is dependent on cells B8 and B17. Cell E9 is not a precedent for any other cell.
##### #DIV/0!
Excel displays this error when a column is not wide enough to display all the characters in a cell, or a cell contains negative date or time values. Excel displays this error when a number is divided either by zero (0) or by a cell that contains no value. Excel displays this error when a value is not available to a function or formula. This error is displayed when Excel does not recognize text in a formula. For example, a range name or the name of a function may be spelled incorrectly. Excel displays this error when you specify an intersection of two areas that do not intersect (cross). The intersection operator is a space character that separates references in a formula. Excel displays this error when a formula or function contains invalid numeric values. Excel displays this error when a cell reference is not valid. For example, you may have deleted cells that were referred to by other formulas, or you may have pasted cells that you moved on top of cells that were referred to by other formulas. Excel can display this error if your formula includes cells that contain different data types. If error checking for formulas is enabled, the ScreenTip displays "A value used in the formula is of the wrong data type." You can typically fix this problem by making minor changes to your formula.
#N/A #NAME?
#NULL!
#NUM!
#REF!
#VALUE!
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You can resolve an error by using the options that Excel displays, or you can ignore the error by clicking Ignore Error. If you ignore an error in a particular cell, the error in that cell does not appear in further error checks. However, you can reset all previously ignored errors so that they appear again.
If you have ignored the errors once, Excel will not check for them when error checking is run unless you reset the error. This can be reset by clicking on the Error Checking command on the Formula Auditing group of the Formulas tab. Select Options on the Error Checking dialogue box and click on Reset Ignored Errors on the Options dialogue box. Click Next. If there are no further errors to be highlighted on the worksheet you can reset the Error Checking by selecting the file tab and selecting formulas in the Excel Options dialogue box. Continue until the error check is complete.
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Mark common formula errors on the worksheet and correct them there
To correct an error in a worksheet, select a cell with a triangle in the top-left corner of a cell, next to the cell, click the Error Checking button that appears, and then click
the option that you want. The available commands differ for each type of error, and the first entry describes the error. To edit or evaluate the formula click on Show Calculation Steps
If the underlined part of the formula is a reference to another formula, click Step In to display the other formula in the Evaluation box. Click Step Out to go back to the previous cell and formula. The Step In button is not available for a reference the second time the reference appears in the formula, or if the formula refers to a cell in a separate workbook. Continue until each part of the formula has been evaluated and to see the evaluation again, click Restart. To end the evaluation, click Close. Some parts of formulas that use the IF and CHOOSE functions are not evaluated in these cases, #N/A is displayed in the Evaluation box. If a reference is blank, a zero value (0) is displayed in the Evaluation box.
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=IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0)
The nested formula is initially displayed. The AVERAGE function and the SUM function are nested within the IF function. The cell range F2:F5 contains the values 55, 35, 45, and 25, and so the result of the AVERAGE(F2:F5) function is 40. Because 40 is not greater than 50, the expression in the first argument of the IF function (the logical_test argument) is False. The IF function returns the value of the third argument (the value_if_false argument). The SUM function is not evaluated because it is the second argument to the IF function (value_if_true argument), and it is returned only when the expression is True.
=IF(40>50,SUM(G2:G5),0)
=IF(False,SUM(G2:G5),0)
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Goal Seek
If you know the result that you want from a formula, but are not sure what input value the formula needs to get that result, use the Goal Seek feature. For example, suppose that you need to borrow some money. You know how much money you want, how long you want to take to pay off the loan, and how much you can afford to pay each month. You can use Goal Seek to determine what interest rate you will need to secure in order to meet your loan goal. Goal Seek works only with one variable input value. If you want to accept more than one input value; for example, both the loan amount and the monthly payment amount for a loan, you use the Solver add-in.
On the Data tab, in the Data Tools group, click What-If Analysis, and then click Goal Seek. In the Set cell box, enter the reference for the cell that contains the formula that you want to resolve. In the example, this reference is cell B4. In the To value box, type the formula result that you want. In the example, this is -900. Note that this number is negative because it represents a payment. In the By changing cell box, enter the reference for the cell that contains the value that you want to adjust. In the example, this reference is cell B3. The cell that Goal Seek changes must be referenced by the formula in the cell that you specified in the Set cell box, Click OK. Goal Seek runs and produces a result, as shown in the following illustration.
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Finally, format the target cell (B3) so that it displays the result as a percentage. On the Home tab, in the Number group, click Percentage. Click Increase Decimal or Decrease Decimal to set the number of decimal places
Changing cells
Result cell
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If several people have specific information in separate workbooks that you want to use in scenarios, you can collect those workbooks and merge their scenarios. After you have created or gathered all the scenarios that you need, you can create a scenario summary report that incorporates information from those scenarios. A scenario report displays all the scenario information in one table on a new worksheet.
Inserting subtotals
Make sure that each column in a range of data for which you want to calculate subtotals has a label in the first row, contains similar facts in each column, and that the range does not include any blank rows or columns. Select a cell in the range. And either insert one level of subtotals or nested levels of subtotals, To insert a sub total On the Data tab, in the Outline group, click Subtotal.
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The Subtotal dialog box is displayed. In the At each change in box, click the column for the subtotals. In the Use function box, click the summary function that you want to use to calculate the subtotals. In the Add subtotal to box, select the check box for each column that contains values that you want to subtotal. If you need to replace all current subtotals select the Replace current subtotals but remember that all sub totals will be replaced. Otherwise leave clear to retain all other subtotals. If you want an automatic page break following each subtotal, select the Page break between groups check box. To specify a summary row above the details row, clear the Summary below data check box. To specify a summary row below the details row, select the Summary below data check boxOptionally, you can use the Subtotals command again by repeating these steps to add more subtotals with different summary functions. To display a summary of just the subtotals and grand totals, click the outline symbols next to the row numbers. Use the and symbols to display or hide the detail rows for individual subtotals.
Remove subtotals
Select a cell in the range that contains subtotals and on the Data tab, in the Outline group, click Subtotal and in the Subtotal dialog box, click Remove All.
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A secondary vertical axis is displayed in the chart. To change the display of the secondary vertical axis, on the Layout tab, in the Axes group, select Axes. Select Secondary Vertical Axis, and then select the display option that you want. To change the axis options of the secondary vertical axis, do the following: Right-click the secondary vertical axis and then select Format Axis. Under Axis Options, select the options that you want to use. 24
To reverse the order of the values, select the Values in reverse order check box. When you change the order of the values on the vertical axis from bottom to top, the category labels on the horizontal axis flip from the bottom to the top of the chart. To change the display units on the value axis, in the Display units list, select the units that you want. To show a label that describes the units, select the Show display units label on chart check box. Changing the display unit is useful when the chart values are large numbers that you want to appear shorter and more readable on the axis. To change the placement of the axis tick marks and labels, select any of the options that you want in the Major tick mark type, Minor tick mark type, and Axis labels boxes. To change the point where you want the horizontal axis to cross the vertical axis, under Horizontal Axis Crosses, select Axis value, and then type the number that you want in the text box, or select Maximum axis value to specify that the horizontal axis crosses the vertical axis at the highest value on the axis. When you select Maximum axis value, the category labels are moved to the opposite side of the chart. Scatter charts and bubble charts show values on both the horizontal axis and the vertical axis, while line charts show values on only the vertical axis. This difference is an important factor in deciding which chart type to use. Because the scale of the line chart's horizontal axis cannot be changed as much as the scale of the vertical axis that is used in the scatter chart, you might consider using a scatter chart instead of a line chart if you have to change the scaling of that axis or display it as a logarithmic scale. After changing the scale of the axis, you may also want to change the way that the axis is formatted.
Trendlines
Trendlines are used to graphically display trends in data and to analyze problems of prediction. Such analysis is also called regression analysis by using this; you can extend a trendline in a chart beyond the actual data to predict future values. For example, the following chart uses a simple linear trendline that is forecast ahead four quarters to clearly show a trend toward rising revenue:
Moving Average You can also create a moving average smoothes out fluctuations in data and shows the pattern or trend more clearly. Chart types that support trendlines You can add trendlines to data series in unstacked 2-D area, bar, column, line, stock, scatter, and bubble charts. You cannot add trendlines to data series in 3-D, stacked, radar, pie, surface, or doughnut charts. If you change a chart or data series so that it can no longer support the associated trendline you lose the Trendlines.
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Sparklines
Data presented in a row or column is useful, but patterns can be hard to spot at a glance. The context for these numbers can be provided by inserting Sparklines next to the data. Taking up a small amount of room, a Sparkline can display a trend based on adjacent data in a clear and compact graphical representation. Although it's not mandatory for a Sparkline cell to be directly next to its underlying data, it is a good practice. You can quickly see the relationship between a Sparkline and its underlying data, and when your data changes you can see the change in the Sparkline immediately. In addition to creating a single Sparkline for a row or column of data, you can create several Sparklines at the same time by selecting multiple cells that correspond to underlying data, as shown in the following example. You can also create Sparklines for rows of data that you add later by using the fill handle on an adjacent cell that contains a Sparkline. These Sparklines use values from cells A6 through E6. In cell F2 is a columns Sparkline and in cell F3 is a line Sparkline and in cell F6 a win/loss Sparkline.
Because a Sparkline is a tiny chart embedded in a cell, you can enter text in a cell and use a Sparkline as its background, as shown in the following picture.
In this Sparkline, the high value marker is green, and the low value marker is orange. All other markers are shown in black.
You can apply a colour scheme to your Sparklines by choosing a built-in format from the Style gallery which can be found on the Sparkline Tools Design tab. You can use the Sparkline Colour or Marker Colour commands to choose a colour for the high, low, first, and last values.
Create a Sparkline
Select an empty cell or group of empty cells in which you want to insert one or more Sparklines and on the Insert tab, in the Sparklines group, click the type of Sparkline that you want to create: Line, Column, or Win/Loss.
In the Data box, type the range of the cells, or click and select cells that contain the data on which you want to base the Sparklines.
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You can select Date Axis Type (in the Group group, click Axis) to format the shape of the chart in a Sparkline to reflect any irregular time periods in the underlying data. In a line Sparkline, applying the Date Axis type can change the slope of a plotted line and the position of its data points in relation to each other. In a column Sparkline, applying the Data Axis type can change the width of and increase or decrease the distance between the columns, as shown in the following image. In the example shown here, there are two column Sparklines that use data from the same range. The Sparkline with the Trend label uses the General Axis type, and the Sparkline with the Trend (Data Axis Type) label uses the Date Axis type. In each Sparkline, the first two data points are separated by two months, and the second and third are separated by seven months. By applying the Date Axis type, the space between the three columns changes proportionally to reflect the irregular time periods. You can also use these Axis options to set minimum and maximum values for the vertical axis of a Sparkline or Sparkline group. Setting these values explicitly helps you control the scale so that the relationship between values is shown in a more meaningful way. With the Sparkline or Sparkline group selected, in the Group group, click Axis. Under Vertical Axis Minimum Value Options or Vertical Axis Minimum Value Options, click Custom Value. Set minimum or maximum values that you feel will best emphasize the values in the Sparklines. You can increase the height of the row that contains the Sparkline to more dramatically emphasize the difference in data values if some are very small and some are very large. You can also use the Plot Data Right-to-Left option to change the direction in which data is plotted in a Sparkline or Sparkline group.
box. This can be found in the Sparkline Tools Design tab and in the Sparkline group, select the Edit Data command and from the drop down box select Hidden and Empty cells. Change settings as necessary.
Pivot tables/charts
Pivot Tables and charts allow you to manipulate the data to compare different data within the table. The layout and comparisons can be set and changed accordingly. Before selecting data to produce the pivot tables make sure there are no gaps in the data. Select the data and on the Insert tab and in the tables group select the Pivot Table command.
Create Pivot table window will appear. The selected cells will appear in the Table/Range box. You can then decide where you will need the table to be placed and select OK.
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This will then enable you to use the Pivot Table Field List that opens on the right hand side of the screen.
In order to summarize data by showing Month field first and then other fields. Enable Month field first and then other fields.
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For more filtering options, select on Row Labels drop-down button, you will see different options available to filter down and summarize it in better way.
For creating a chart from a pivot table, go to Insert tab, select Column select an appropriate chart type. In this example we will create a simple 3-D Column chart.
Excel will create chart out of your data. Now resize it for a better view. Chart content can be changed by using the options at the bottom-left of its area.
If we want to view software apps developed only in .NET platform, simply select Platform button, and select .NET from the its options and then Select Ok
Pivot Table and Chart will only show software and month in which .NET platform is used for development.
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This will open the Sort dialogue box. In the Column column select the column you need to sort by first, then required values and the order you need it to be sorted. If you need to add levels to your sort, select the Add level button at the top of the dialogue box and add the different levels as required. 32
If you need to sort by rows, select the options button and change to Sort left to right. At this point you can select for the data to be case sensitive sorted
Slicers
What are slicers? Slicers are easy-to-use filtering components that contain a set of buttons that enable you to quickly filter the data in a PivotTable report, without the need to open drop-down lists to find the items that you want to filter. When you use a regular PivotTable report filter to filter on multiple items, the filter indicates only that multiple items are filtered, and you have to open a drop-down list to find the filtering details. However, a slicer clearly labels the filter that is applied and provides details so that you can easily understand the data that is displayed in the filtered PivotTable report. Slicers are typically associated with the PivotTable in which they are created. However, you can also create stand-alone slicers that are referenced from Online Analytical Processing (OLAP) Cube functions, or that can be associated with any PivotTable at a later time. A slicer typically displays the following elements: 1. A slicer header indicates the category of the items in the slicer. 2. A filtering button that is not selected indicates that the item is not included in the filter. 3. A filtering button that is selected indicates that the item is included in the filter. 4. A Clear Filter button removes the filter by selecting all items in the slicer. 5. A scroll bar enables scrolling when there are more items than are currently visible in the slicer. 6. Border moving and resizing controls allow you to change the size and location of the slicer.
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Using slicers
There are several ways to create slicers to filter your PivotTable data. In an existing PivotTable, you can:
Create a slicer that is associated with the PivotTable. Create a copy of a slicer that is associated with the PivotTable. Use an existing slicer that is associated with another PivotTable. In addition to or instead of creating slicers in an existing PivotTable, you can also create a stand-alone slicer that can be referenced by Online Analytical Processing (OLAP) Cube functions or that you can associate with any PivotTable at a later time. Because each slicer that you create is designed to filter on a specific PivotTable field, it is likely that you will create more than one slicer to filter a PivotTable report. After you create a slicer, it appears on the worksheet alongside the PivotTable, in a layered display if you have more than one slicer. You can move a slicer to another location on the worksheet, and resize it as needed.
To filter the PivotTable data, you simply click one or more of the buttons in the slicer.
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When you share a slicer, you are creating a connection to another PivotTable that contains the slicer that you want to use. Any changes that you make to a shared slicer are immediately reflected in all PivotTables that are connected to that slicer. For example, if you use a Country slicer in PivotTable1 to filter data for a specific country, PivotTable2 that also uses that slicer will display data for the same country. Slicers that are connected to and used in more than one PivotTable are called shared slicers. Slicers that are used in one PivotTable only are called local slicers. A PivotTable can have both local and shared slicers.
In the Insert Slicers dialog box, select the check box of the PivotTable fields for which you want to create a slicer and click OK. A slicer is displayed for every field that you selected.
In each slicer, click the items on which you want to filter. To select more than one item, hold down CTRL, and then click the items on which you want to filter.
2. In the Existing Connections dialog box, in the Show box, either click All Connections to display all connections OR click Connections in this Workbook. To display only the recently used list of connections. OR click Connection files on this computer To display only the connections that are available on your computer. 35
To display only the connections that are available from a connection file that is accessed from the network, click Connection files on the Network. If you do not see the connection that you want, you can create a connection. Click Browse for More, and then in the Select Data Source dialog box, click New Source to start the Data Connection Wizard so that you can select the data source that you want to connect to. If you select a connection from the Connection files on the network or Connection files on this computer categories, the connection file is copied into the workbook as a new workbook connection, and is then used as the new connection information. Under Select a Connection, click the connection that you want, and then click Open. Then in the Insert Slicer dialog box, click the check box of the fields for which you want to create a slicer and click OK. A slicer is created for every field that you selected.
Format a slicer
Click the slicer that you want to format, this displays the Slicer Tools, adding an Options tab. On the Options tab, in the Slicer Styles group, click the style that you want.
In the Existing Connections dialog box, in the Show box, make sure that All Connections is selected. If you do not
see the connection that you want, you can create a connection by clicking Browse for More, and then in the Select Data Source dialog box, click New Source to start the Data Connection Wizard so that you can select the data source that you want to connect to. Select the connection that you want, and then click Open. In the Import Data dialog box, under Select how you want to view this data in your workbook, click PivotTable Report. Then click anywhere in the PivotTable report for which you want to insert a slicer from another PivotTable. This displays the PivotTable Tools, adding an Options and a Design tab. On the Options tab, in the Sort & Filter group, click the Insert Slicer arrow, and then click Slicer Connections.
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In the Slicer Connections dialog box, select the check box of the slicers that you want to use. Click OK. In each slicer, click the items on which you want to filter. To select more than one item, hold down CTRL, and then click the items that you want to filter. All PivotTables that share the slicer will instantly display the same filtering state.
In the Slicer Connections dialog box, clear the check box of any PivotTable fields for which you want to disconnect a slicer. Delete a slicer either click the slicer, and then press delete then rightclick the slicer, and then click Remove <Name of slicer>.
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Show Formulas
If you need to view numerous formulas at once you can select the Ctl and ` (key to the left of 1). You will need to change the size of the column width. To change back to normal view use the same combination of keys. Worksheets can be printed showing the formulas
Add a Comment
You can add comments to a worksheet cell to remind users and provide certain instructions, the comment then pops up when the mouse cursor moves over the relevant cell. A cell with a comment has a red triangle in the top right corner.
Edit/Format a Comment
Text in comments uses a default font which cannot be changed, but the text in each comment can be formatted. You can also change the shape of a comment; for example, you can use an oval callout instead of a rectangular comment. Select the cell that contains the comment that you want to edit and on the Review tab, in the Comments group, select Edit Comment (if the cell that you select does not have a comment this command will not be available) To change the comment double-click the text in the comment, and then in the comment text box, edit the comment text. To format the text select Edit Comment and highlight the narrative that you want to format and change it using the method for any other text.
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Delete a comment
Select the cell that contains the comment that you want to delete and click delete in the Review tab and in the Comments group.
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Cell ranges
Naming areas of the worksheet will enable you to use the defined names as part of functions and as navigation through the worksheet On the Formulas tab and in the Defined names group select the Manage Name command.
Select on New
Type in a suitable name for the area and indicate the scope of the workbook (specific sheets or whole workbook) and comment on the area. Check that the name will refer to the correct area and select ok. All defined names will appear on the Name Manager Dialogue box that are applicable.
A named range can be edited by selecting the relevant range in the Names Manager dialogue box and selecting Edit.
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In the Total Marks cell the function will add up the total of all values in the marks named area. The defined name is used instead of the cell reference D2:D10
Navigation
Name Box Once you have defined the names, you are able to use them to navigate around large work books. Select on the dropdown arrow on the Name Box and select from the list of named areas. This will navigate you to the area selected.
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Macros
To automate a repetitive task, you can quickly record a macro in Excel. After you create a macro, you can assign it to an object (such as a toolbar button, graphic, or control) so that you can run it by selecting the object.
Record a macro
When you record a macro, the macro recorder records all the steps required to complete the actions that you want your macro to perform. Navigation on the Ribbon is not included in the recorded steps. If the Developer tab is not available, Select the File tab and select Options and select Customize Ribbon. In the Customize Ribbon category, in the Main Tabs list, select the Developer check box, and then select OK.
The first character of the macro name must be a letter. Subsequent characters can be letters, numbers, or underscore characters. Spaces cannot be used in a macro name; an underscore character works well as a word separator. If you use a macro name that is also a cell reference, you may get an error message that the macro name is not valid. In the Description box, type a description of the macro and select OK to start recording. Perform the actions that you want to record and on the Developer tab, in the Code group, select Stop Recording . You can also select Stop Recording on the left side of the status bar.
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You can further customise the button in the Quick Action Toolbar by selecting Modify on the Excel Options dialogue box and selecting from the available icons in the Modify Buttons dialogue box.
Delete a macro
To delete the macro you can either, on the Developer tab, in the Code group, select Macros and in the Macros list, select the workbook that contains the macro that you want to delete. OR in the Macro name box, select the name of the macro that you want to delete and select Delete. When saving a workbook that contains a macro change the Save As Type in the Save As dialogue box.
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The Select Files to Merge into Current Workbook dialog box will appear. Select another copy of the same shared workbook that you want to merge.
The changes from each copy of the shared workbook will be merged into a single copy. All changes and comments can now be addressed at the same time. Each colour represents changes from a different user, so you can tell at a glance who made the change
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Track changes
You can use track changes to log details about workbook changes every time that you save a workbook. This change history can help you identify any changes that were made to the data in the workbook, and you can then accept or reject those changes. Track changes is especially useful when several users edit a workbook. It is also useful when you submit a workbook to reviewers for comments, and then want to merge the input that you receive into one copy of that workbook, incorporating the changes and comments that you want to keep.
Track changes differs from undo and backup, unfortunately, you cannot use the change history to back out of changes but the history worksheet includes a record of all deleted data so that you can copy that data back to the worksheet, you should therefore continue to back up workbooks that have track changes in effect. Some types of changes are not tracked, changes that you make to cell contents are tracked, but other changes, such as formatting changes, are not tracked. Some Microsoft Excel features are unavailable in shared workbooks, and therefore cannot be tracked. See page 47 for list When you turn on track changes, the change history is kept for 30 days to keep the size of the workbook manageable. However, you can increase or decrease the number of days of change history that you want to keep as needed. To keep the change history indefinitely, you can specify a large number of days. You can also make periodic copies of the history information. Any data that is passed the number of days stated will be deleted on closure of the workbook and when you turn off change tracking or stop sharing the workbook, all change history is permanently deleted.
Onscreen highlighting Excel can outline changed areas in a different colour for each user and display the basic details as a comment when you rest the pointer over each changed cell. Onscreen highlighting is useful when a workbook does not have many changes, or you want to see at a glance what has changed. History tracking Excel can display a separate history worksheet that provides a printable list of change details on which you can filterto find changes of interest. The history worksheet is useful when a workbook has many changes or you want to investigate what occurred in a series of changes. Reviewing of changes Excel can step you through the changes in sequence so that you can decide whether to accept or reject each change. This method is useful when you are evaluating comments from other users.
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ALTERNATIVES Sheet name changes are not highlighted on the sheet tabs, but are tracked in the history worksheet. Changes that are made to a worksheet after it is inserted are tracked, but the insertion itself is tracked only in the history worksheet. None. None. None. To find cells that change due to recalculation, you can use the auditing tools on the Formulas tab, in the Formula Auditing group. You can highlight changes as they are made, but the changes appear in the history worksheet only after they are saved.
Formatted cells or data Hiding or unhiding of rows or columns Additional or changed comments Cells that change because a formula calculates a new value
Unsaved changes
On the Review tab, in the Changes group, click Share Workbook, in the dialogue box on the Editing tab select the Allow changes by more than one user at the same time check box.
Click the Advanced tab and under Track changes, click Keep change history for (defaulted at 30 days) and, in the days box, type the number of days of change history that you want to keep. Click OK and, if you are prompted to save the workbook, click OK to save the workbook.
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Click OK, and then review the information about each change in the Accept or Reject Changes dialog box, the information includes other changes that are affected by the action that you take for a change. The history worksheet records a rejection with "Undo" or "Result of rejected action" in the Action Type column. If prompted to select a value for a cell, click the value that you want, and then click Accept, this must be completed prior to advancing to the next change. All further changes can be accepted or rejected by selecting Accept All or Reject All.
Track changing records changes that you make to cell contents, including changes that are caused by moving and copying of data. Row and column insertions and deletions are also included. However, Excel does not keep track of the following types of changes:
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In the Allow all users of this worksheet to list, select the elements that you want users to be able to change and insert your password and click OK. You will be prompted to confirm your password and click OK.
Once you have protected the sheet/workbook the command changes. To unprotect the worksheet/book, click on the command to unprotect and enter the password when prompted.
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Ctrl+Page Up Press Ctrl+Semicolon (;). Press Ctrl+Shift+Colon (:). Press Alt+Apostrophe (). Press Ctrl+1. Press Ctrl+Shift+Tilde (~). Press Ctrl+Shift+Dollar Sign ($). Press Ctrl+Shift+Percent (%). Press Ctrl+Shift+Ampersand (&). Press Ctrl+Shift+ underscore (_). Press Ctrl+0 (zero). Press Ctrl+9. Press Ctrl+Shift+opening parenthesis.
Go to the previous worksheet Enter the date Enter the time Find out about the style within the cell Display the Format Cells dialog box Apply the general number format Apply the currency number format Apply the percentage number format Apply a border Remove a border Hide the selected columns Hide the selected rows Unhide hidden rows within a selection
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