1 CW Excel Powerpoint 2003 TRNG

COURSE
MS Excel 2003 and MS PowerPoint 2003
Table of Contents
Chapter 1: Getting Started with Excel 2003 ......................................................... 17 Introducing Excel 2003 ........................................................................................ 17
What is Excel?.......................................................................................................................... 17 Understanding Workbooks and Worksheets ........................................................................... 17 Opening Existing Excel Workbook ........................................................................................... 17 Identifying Components of a Spreadsheet............................................................................... 18 Navigating in Worksheet and Workbook ................................................................................ 20
Navigating with Keyboard ............................................................................................................. 21 Navigating With Your Mouse ........................................................................................................ 21 How to Navigate Between Spreadsheets ...................................................................................... 21
Using Excel Menus and Toolbars ......................................................................... 21

Using Menus ............................................................................................................................ 21 Using Shortcut Menus ............................................................................................................. 22 Using Shortcut Keys ................................................................................................................. 23 Using Toolbars ......................................................................................................................... 23
Separating Toolbars ...................................................................................................................... 23 Moving a Toolbar .......................................................................................................................... 23 Hiding and Displaying Toolbars ..................................................................................................... 23
Working With Excel 2003 Dialog Boxes................................................................ 23

Working with Dialog Boxes ..................................................................................................... 23 Understanding Dialog Box Controls ........................................................................................ 24 Navigating Dialog Boxes.......................................................................................................... 25 Using Tabbed Dialog Boxes ..................................................................................................... 25
Entering Data ..................................................................................................... 25

Identifying Types of Data That You Can Enter ......................................................................... 25 Entering Text Data ................................................................................................................... 26 Entering Numeric Data ............................................................................................................ 26 Entering Date and Time Data .................................................................................................. 26
Creating a New Worksheet ................................................................................. 27

How to Create a New Excel Spreadsheet ................................................................................. 27 How to Create a Blank Spreadsheet ........................................................................................ 27 How to Create a Document from a Template ......................................................................... 27
How to Create a Document from an Existing Document ......................................................... 27
Working with Excel Worksheets .......................................................................... 28

Making a Worksheet the Active Sheet .................................................................................... 28 Adding a New Worksheet ........................................................................................................ 28 Deleting a Worksheet .............................................................................................................. 28 Renaming a Worksheet ........................................................................................................... 29 Changing a Sheet Tabs Color .................................................................................................. 29 Rearranging Worksheets ......................................................................................................... 29 Hiding and Unhiding a Worksheet .......................................................................................... 29
Saving and Exiting .............................................................................................. 30

Saving a Workbook .................................................................................................................. 30
Saving the File ............................................................................................................................... 30 Saving Your Work Later ................................................................................................................. 31 Understanding Excel Filenames .................................................................................................... 31
Closing a Worksheet ................................................................................................................ 32
Chapter 2: Editing and Formatting Data .............................................................. 33 Performing Basic Cell Operations in Excel ............................................................ 33
Cells and Ranges An Overview .............................................................................................. 33 How to Select Cells and Ranges ............................................................................................... 33 How to Enter and Edit Data in a Cell ....................................................................................... 33
How to Edit Data in a Cell ............................................................................................................. 33 AutoComplete ............................................................................................................................... 34
How to Delete Cell Contents .................................................................................................... 34 How to Cut, Copy, and Paste Data .......................................................................................... 34 How to Use Undo and Redo..................................................................................................... 34
Formatting Cells in Excel ..................................................................................... 34

Introduction to Formatting in Excel ......................................................................................... 34 Using the Style Buttons to Format Numbers ........................................................................... 34 Numeric Formatting Options ................................................................................................... 35 Make Text Look Different ........................................................................................................ 36 Changing Text Attributes with Toolbar Buttons ...................................................................... 37 Aligning Text in Cells ................................................................................................................ 37
Aligning Text from Toolbar ........................................................................................................... 38
Autofilling a Series of Values ............................................................................... 38

What Is Autofill? ...................................................................................................................... 38 Autofill A Basic Series Of Data ................................................................................................. 39
The Autofill Options Button ..................................................................................................... 40 Basic Autofill Behavior ............................................................................................................. 41
Formatting Excel Spreadsheets............................................................................ 41

How to Adjust Column Width or Row Height .......................................................................... 41 How to Insert Cells, Columns, or Rows .................................................................................... 42
How to Add Cells or Ranges of Cells ............................................................................................. 42 How to Add Rows or Columns ...................................................................................................... 42
How to Delete Cells, Columns, or Rows ................................................................................... 42 How to Hide and Unhide Columns or Rows ............................................................................. 42
Looking at Worksheets........................................................................................ 42
Introduction to Worksheet Views ............................................................................................ 42 Splitting Sheets into Panes ...................................................................................................... 42 Freezing Panes ......................................................................................................................... 44 Zooming Worksheets ............................................................................................................... 44 Using Custom Views ................................................................................................................ 45
Using Autoformat For Quick And Easy Worksheet Formatting ............................. 46 Copying Formats by Painting ............................................................................... 47 Adding Comments to Cells ................................................................................... 47 Sorting Data in Excel ........................................................................................... 48
Sorting An Overview ............................................................................................................. 48 How to Sort By One Column .................................................................................................... 48 How to Sort By Multiple Columns ............................................................................................ 48
Chapter 3: Using Formula and Function ............................................................... 49 Working with Formulas ....................................................................................... 49
Why Use Formulas? ................................................................................................................. 49 How Formulas Work ................................................................................................................ 49 Mathematical Operators ......................................................................................................... 49 How to Write Simple Formulas in Excel ................................................................................... 50
How to Write a Simple Formula in a Single Cell ............................................................................ 50 How to Write Simple Formulas Involving Multiple Cells ............................................................... 50
Understanding Operator Precedence ...................................................................................... 50 Explaining Cell References ....................................................................................................... 51

Relative References ...................................................................................................................... 51 Absolute References ..................................................................................................................... 51 Mixed References ......................................................................................................................... 51
Using Range Names in Formulas ............................................................................................. 51

Referencing Cells In Other Worksheets ........................................................................................ 52 Referencing Cells In Other Workbooks ......................................................................................... 52
Referencing Cells Outside The Worksheet ............................................................................... 52
Working with Functions ...................................................................................... 52

Advantages of Excel Functions ................................................................................................ 52 Understanding How Functions Work....................................................................................... 53 Using the Insert Function Dialog Box and Formula Palette ..................................................... 53 Working with Math and Trigonometric Functions .................................................................. 53 Using Date and Time Functions ............................................................................................... 57
DATEVALUE ................................................................................................................................... 57 DAY, MONTH, and YEAR................................................................................................................ 58 NOW.............................................................................................................................................. 58 TIMEVALUE ................................................................................................................................... 58 WEEKDAY ...................................................................................................................................... 58
Using Logical Functions ........................................................................................................... 59

IF ................................................................................................................................................... 59 ISBLANK ......................................................................................................................................... 59 ISERR ............................................................................................................................................. 60 Is It True or False? ......................................................................................................................... 60 AND ............................................................................................................................................... 60 OR.................................................................................................................................................. 60 NOT ............................................................................................................................................... 61
Using Lookup Functions ........................................................................................................... 61

VLOOKUP and HLOOKUP............................................................................................................... 61 Lookup Wizard .............................................................................................................................. 62
Using AutoSum ........................................................................................................................ 62
Using SUMIF and COUNTIF Functions .................................................................. 62

Using SUMIF Function ............................................................................................................. 62 Using COUNTIF Function ......................................................................................................... 63
Using Nested IF Function ..................................................................................... 63 Chapter 4: Using Charts and Graphics Objects ..................................................... 65 Working with Graphics Objects ........................................................................... 65
What Is a Graphics Object? ..................................................................................................... 65 Why Use Graphics? .................................................................................................................. 65 Using the Drawing Toolbar ...................................................................................................... 65 Adding an AutoShape .............................................................................................................. 66 Adding Clip Art ......................................................................................................................... 67 Understanding Microsoft Clip Organizer ................................................................................. 67 Adding Special Effects with WordArt....................................................................................... 67
Creating a WordArt Object ........................................................................................................... 68
Manipulating Graphics Objects ............................................................................................... 68

Moving Objects ............................................................................................................................. 68 Resizing Objects ............................................................................................................................ 68 Rotating Objects............................................................................................................................ 69 Flipping Objects............................................................................................................................. 69
Combining Multiple Objects .................................................................................................... 69

Positioning the Objects ................................................................................................................. 69 Grouping Objects .......................................................................................................................... 69 Modifying a Grouped Object ........................................................................................................ 70
Deleting Graphics Objects ....................................................................................................... 70
Adding a Chart .................................................................................................... 70

Why Use a Chart? .................................................................................................................... 70 Creating Charts with the Chart Wizard ................................................................................... 70
Selecting the Chart Type and Subtype .......................................................................................... 71 Choosing the Data Range and Series ............................................................................................ 71 Setting Chart Options .................................................................................................................... 71 Choosing a Location for the Chart ................................................................................................ 71
Chart Formatting Techniques .................................................................................................. 72

Changing Chart Colors, Lines, Patterns, and Styles ....................................................................... 72 Formatting an Axis ........................................................................................................................ 72 Changing Chart Views ................................................................................................................... 72 Using Rotated Text on a Chart ...................................................................................................... 73
Copying a Chart to Microsoft Word ..................................................................... 73 Chapter 5: Printing Your Worksheet .................................................................... 75 The Value of Hard Copy ....................................................................................... 75 Setting Up Your Page .......................................................................................... 75
Changing the Orientation and Paper Size ............................................................................... 75 Changing the Page Margins .................................................................................................... 75 Printing Gridlines ..................................................................................................................... 75 Adding Headers and Footers ................................................................................................... 76
Choosing What to Print ....................................................................................... 76

Introduction to Print Selection ................................................................................................. 76 Selecting a Print Area .............................................................................................................. 76 Printing the Column and Row Headings .................................................................................. 76 Fitting Your Worksheet to a Number of Pages ........................................................................ 76
Controlling Where Pages Break ........................................................................... 77

About Page Breaks .................................................................................................................. 77 Setting a Manual Page Break .................................................................................................. 77
Printing What You Want ..................................................................................... 77

Printing Worksheet - Introduction ........................................................................................... 77 Printing Your Worksheets ........................................................................................................ 78 Printing a Range ...................................................................................................................... 78 Printing a Selection .................................................................................................................. 78 Printing the Entire Workbook .................................................................................................. 78 Cancelling Printing................................................................................................................... 78
Chapter 6: Using Lists, Styles and Templates in Excel ........................................... 79 Working with Lists .............................................................................................. 79
What Is a List? ......................................................................................................................... 79 What Can You Do with a List? ................................................................................................. 79 Designing a List........................................................................................................................ 79 Entering Data into a List .......................................................................................................... 80 Filtering a List .......................................................................................................................... 81
Using Autofiltering ........................................................................................................................ 81 Using Advanced Filtering .............................................................................................................. 81
Using Named Styles for Easier Formatting ........................................................... 81

Introduction ............................................................................................................................. 81 Applying Styles to Your Worksheets ........................................................................................ 82 Creating New Styles ................................................................................................................. 83 Modifying a Style to Meet Your Needs .................................................................................... 83 Merging Styles from Other Workbooks ................................................................................... 83
Using Excel Templates......................................................................................... 84

Introducing Templates............................................................................................................. 84 Exploring Excel Templates ....................................................................................................... 84 Opening a Template ................................................................................................................ 84 Changing the Template ........................................................................................................... 84 Creating Your Own Template .................................................................................................. 84 Saving a Worksheet as a Template ......................................................................................... 85
Validating Cell Entries ......................................................................................... 85 Chapter 7: Analyzing Data Using Pivot Tables...................................................... 89 What Is a Pivot Table? ........................................................................................ 89 Learning the PivotTable Lingo ............................................................................. 89 Building a Pivot Table ......................................................................................... 90
Modifying a Pivot Table ...................................................................................... 90 Working with Pivot Table Reports ....................................................................... 90 Building a PivotChart .......................................................................................... 91 Creating a Chart from PivotTable Report Data..................................................... 92 Chapter 8: Analyzing Data Using Data Analysis Tools .......................................... 93 Performing Spreadsheet What-If Analysis ........................................................... 93
What is What-If Analysis? ....................................................................................................... 93 Types of What-If Analyses ....................................................................................................... 93 Manual What-If Analysis ......................................................................................................... 93 Creating Data Tables ............................................................................................................... 93
Creating a One-Input Data Table .................................................................................................. 94 Creating a Two-Input Data Table .................................................................................................. 94
Using the Scenario Manager ............................................................................... 94

Scenario Manager An Introduction ...................................................................................... 94 Creating Scenarios ................................................................................................................... 95 Hiding and Protecting Scenarios.............................................................................................. 95 Viewing a Scenario .................................................................................................................. 95 Creating a Scenario Summary Report...................................................................................... 95
Using the Goal Seek Tool ..................................................................................... 96

What-If Analysisin Reverse .................................................................................................. 96 Working with the Goal Seek Tool ............................................................................................ 96 Using Goal Seek on Chart Data ............................................................................................... 96
Chapter 9: Automating Tasks Using Macro and Smart Tags ................................. 97 Introducing the Visual Basic Editor (The VBA IDE) ................................................ 97
Familiarizing with VBE ............................................................................................................. 97
Setting up the Visual Basic Editor in Excel (VBE) ........................................................................... 97 The VBE Windows ......................................................................................................................... 98
Programming Components within Excel ................................................................................. 99 Getting Acquainted with VBA Controls.................................................................................... 99 Accessing VBA Help ............................................................................................................... 100
Working with Macros........................................................................................ 101

What Is a Macro? .................................................................................................................. 101 Creating a Macro ................................................................................................................... 102 Naming the Macro................................................................................................................. 102
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Selecting a Keyboard Shortcut ............................................................................................... 103 Describing the Macro ............................................................................................................ 103 Recording the Macro ............................................................................................................. 103 Saving the Macro................................................................................................................... 103 Running the Macro ................................................................................................................ 103 Fixing Macro Errors ............................................................................................................... 104
Looking at Macro Code ............................................................................................................... 104 Editing the Macro........................................................................................................................ 104 Fixing a Macro with Step Mode .................................................................................................. 104
Attaching a Macro to a Toolbar ............................................................................................ 105 Using a Macro in Other Workbooks ...................................................................................... 105 Understanding Macro Viruses ............................................................................................... 105
Working with Smart Tags .................................................................................. 106 Chapter 10: Collaborating with Others .............................................................. 107 Excel and the Internet ....................................................................................... 107
Adding a Hyperlink to a Worksheet ....................................................................................... 107 Saving Excel Documents to the Web ..................................................................................... 107
Understanding HTML Formatting ............................................................................................... 107 Saving as a Web Document......................................................................................................... 107
Previewing Your Document in Web Page Preview ................................................................ 108 Posting Your Worksheet to the Web ..................................................................................... 108 Sending An Excel Workbook Through E-Mail ........................................................................ 108
Working with XML Data .................................................................................... 108

What is XML?......................................................................................................................... 108 Importing XML Data .............................................................................................................. 109 Importing XML Data to a List................................................................................................. 109 Exporting XML data from Excel ............................................................................................. 109
Sharing Workbooks ........................................................................................... 110

Understanding Shared Workbooks........................................................................................ 110 Designating a Workbook as a Shared Workbook .................................................................. 110 Controlling the Advanced Sharing Settings ........................................................................... 110
Tracking changes ......................................................................................................................... 111 Updating Changes ....................................................................................................................... 111 Resolving Conflicting Changes between Users ........................................................................... 111 Controlling the Include in Personal View Settings ...................................................................... 111
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Chapter 11: Using Advanced Excel Features ....................................................... 113 Customizing Toolbars and Menus ...................................................................... 113
Introduction to Toolbar Customization ................................................................................. 113 Types of Customizations ........................................................................................................ 113 Shortcut Menus ..................................................................................................................... 113 Moving Toolbars .................................................................................................................... 113 Using the Customize Dialog Box ............................................................................................ 114 Adding or Removing Toolbar Buttons ................................................................................... 114
Linking Workbooks ........................................................................................... 114

Introducing Linking Workbook .............................................................................................. 114 Referencing another Worksheet in a Formula....................................................................... 115 Linking Several Worksheets ................................................................................................... 115 Linking Workbooks ................................................................................................................ 115 Updating Links ....................................................................................................................... 115
Importing and Exporting Data ........................................................................... 116

Importing Data ...................................................................................................................... 116
Importing data from databases and files .................................................................................... 116 Importing data with Microsoft Query ......................................................................................... 117 Importing data from the Web ..................................................................................................... 117 Importing data with Visual Basic for Applications (VBA) ............................................................ 118
Exporting a Text file ............................................................................................................... 118
Consolidating Worksheets ................................................................................. 118 Creating and Using Worksheet Outlines ............................................................ 119
Introducing Worksheet Outlines ............................................................................................ 119 Creating an Outline ............................................................................................................... 119
Preparing The Data ..................................................................................................................... 119 Creating an Outline Automatically .............................................................................................. 119 Creating an Outline Manually ..................................................................................................... 120
Displaying Levels.................................................................................................................... 120 Adding Data to an Outline ..................................................................................................... 120 Removing an Outline ............................................................................................................. 120
Building an Excel Database ............................................................................... 121

Basic Database Concepts....................................................................................................... 121 Starting with a Plan ............................................................................................................... 121 Structuring Your Database .................................................................................................... 121 Creating a Database .............................................................................................................. 122 Entering and Adding Data ..................................................................................................... 122
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Working with a Data Form .......................................................................................................... 122 Using the Form ............................................................................................................................ 123 Adding Data Directly to the Worksheet ...................................................................................... 123
Searching for Data ............................................................................................ 123

Introduction ........................................................................................................................... 123 Entering Matching Data Criteria ........................................................................................... 123 Clearing Criteria ..................................................................................................................... 123 Using Comparison Operators ................................................................................................ 124 Using AutoFilter ..................................................................................................................... 124
Saving the Database ......................................................................................... 124 Auditing Workbooks ......................................................................................... 124

Introducing Excel Auditing Feature ....................................................................................... 124 Understanding Dependents and Precedents ......................................................................... 125 Using the Formula Auditing Toolbar ..................................................................................... 125 Using Error Checking ............................................................................................................. 127 Using Tracer Arrows .............................................................................................................. 127 Tracing Errors ........................................................................................................................ 128
Using the Protection Feature of Excel 2003 ........................................................ 129

Overview Of Security And Protection In Excel 2003 .............................................................. 129 Securing A Workbook With A Password ................................................................................ 129 Protecting Worksheets .......................................................................................................... 130 Unlocking Individual Cells ...................................................................................................... 130 Using Read-only recommendation ........................................................................................ 131
Chapter 12: Getting Started with PowerPoint 2003 ............................................ 133 An Overview of PowerPoint 2003 ...................................................................... 133
Introducing PowerPoint 2003 ................................................................................................ 133 Understanding Presentations and Slides ............................................................................... 133
How to Create New Presentation Slide .............................................................. 134

An Overview of Creating PowerPoint Slide ............................................................................ 134 Creating Presentation Slide Using AutoContent Wizard ....................................................... 134 Creating Presentations Using Design Templates................................................................... 135
How to Edit and Arrange Your Presentation ...................................................... 136

Getting Acquainted with PowerPoint's Views ....................................................................... 136 Using the PowerPoint Outline ............................................................................................... 136
Adding and Importing New Items ............................................................................................... 137
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Promoting and Demoting Elements ............................................................................................ 137
Working on the Slide ......................................................................................... 137

Navigating and Formatting ................................................................................................... 137 Editing a Slide's Text .............................................................................................................. 138 Using the Slide Sorter View.................................................................................................... 138 Using the Notes Page View.................................................................................................... 138 Saving and Printing Your Work.............................................................................................. 139
Working with Masters ...................................................................................... 139

Introduction ........................................................................................................................... 139 Creating a Title Master .......................................................................................................... 140 Creating a Slide Master ......................................................................................................... 141 Creating Multiple Slide Masters ............................................................................................ 141 Creating a Notes Master ....................................................................................................... 142 Creating a Handout Master ................................................................................................... 142
Editing Individual Slides .................................................................................... 143

An Overview on Editing Slides ............................................................................................... 143 Inserting Comments in Your Presentations ........................................................................... 143 Adding Text and Text Boxes to a Slide ................................................................................... 143 Adding Art.............................................................................................................................. 144 Adjusting Line and Paragraph Spacing .................................................................................. 144 Copying and Pasting between Slides ..................................................................................... 145 Performing Spell Check .......................................................................................................... 145 Deleting a Slide ...................................................................................................................... 145
Preparing to Deliver a Presentation................................................................... 146

Adding Transitions ................................................................................................................. 146
Applying a Transition to One Slide .............................................................................................. 146 Applying a Transition to a Group of Slides .................................................................................. 147 Controlling Slide Transition Speed .............................................................................................. 148
Using Speaker Notes .............................................................................................................. 148

Creating Speaker Notes .............................................................................................................. 148 Printing Notes ............................................................................................................................. 150
Sending a Presentation to Microsoft Word ........................................................................... 151 Printing the Presentation A Detailed Look.......................................................................... 152 Packaging a Presentation for CD ........................................................................................... 155
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Chapter 13: Jazzing Up The Presentation ........................................................... 159 Incorporating Tables ......................................................................................... 159
Introduction ........................................................................................................................... 159 Creating a Table .................................................................................................................... 159
Creating Table from Scratch ....................................................................................................... 159 Creating Table Using a Layout..................................................................................................... 159
Inserting Text into a Table ..................................................................................................... 160 Modifying the Table............................................................................................................... 160
Adding Columns and Rows.......................................................................................................... 160 Deleting Columns and Rows ....................................................................................................... 160 Merging and Splitting Cells ......................................................................................................... 161
Resizing the Table .................................................................................................................. 161 Formatting the Table ............................................................................................................. 161
Designing a Border ...................................................................................................................... 161 Applying Fill Colors ...................................................................................................................... 162 Applying Fill Effects ..................................................................................................................... 162
Adding Visual Interests to Slides ........................................................................ 163

Adding Charts to Your Presentation ...................................................................................... 163
Creating Your Chart ..................................................................................................................... 163 Adding Data in Datasheet ........................................................................................................... 165 Selecting a Chart Type................................................................................................................. 165 Using Chart Options .................................................................................................................... 166
Adding Images to Your Presentation ..................................................................................... 167

Inserting Clip Art Images ............................................................................................................. 167 Inserting Images from Files ......................................................................................................... 168 Inserting a Picture from a Scanner or Camera ............................................................................ 168
Using Diagrams in Your Presentation .................................................................................... 169
Applying Designs and Colour Schemes ............................................................... 169

Introduction ........................................................................................................................... 169 Applying a Colour Scheme ..................................................................................................... 169 Applying a Colour Scheme to Selected Slides ........................................................................ 169 Editing a Colour Scheme ........................................................................................................ 170 Changing the Slide Background Colour ................................................................................. 170 Adding, Modifying and Deleting a Fill Effect ......................................................................... 171
Chapter 14: Working with Advanced Feature of PowerPoint 2003 ..................... 173 Modifying a Design Template ........................................................................... 173 Changing a Single Slide's Design........................................................................ 173 Working with Header and Footer ...................................................................... 174
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Collaborating in PowerPoint ............................................................................. 174

Reviewing Presentations ....................................................................................................... 174
Sending a Presentation for Review ............................................................................................. 175 Performing the Review ............................................................................................................... 176 Using the Reviewing Toolbar ...................................................................................................... 177 Adding Comments to Slides ........................................................................................................ 178 Reviewing Comments ................................................................................................................. 179 Sending Back the Review ............................................................................................................ 180 Reconciling Reviews .................................................................................................................... 180
Protecting Your Presentations ............................................................................................... 182
Running Slide Show........................................................................................... 183

An Overview on PowerPoints Slide Show ............................................................................. 183 Automating the Presentation ................................................................................................ 183 Recording Slide Timings ......................................................................................................... 184
Set the Timing ............................................................................................................................. 184 Use Timing When You Present .................................................................................................... 185
Using Transition Effect .......................................................................................................... 186 Setting Up Custom Shows ...................................................................................................... 186 Rehearsing Your Slide Show .................................................................................................. 187 Using Narration and Hyperlinks in Your Presentation ........................................................... 187
Creating a Hyperlink in a Presentation ....................................................................................... 187 Inserting a Hyperlink to a File or Web Site.................................................................................. 188 Inserting a Hyperlink to Another Presentation ........................................................................... 188 Modifying and Removing Hyperlinks .......................................................................................... 188 Recording Narrations .................................................................................................................. 189
Using Action Buttons ............................................................................................................. 190 Using Animation in Slide ........................................................................................................ 190
Chapter 15: Getting Introduced to MS Office 2007 ............................................. 193 Getting an Overview of Microsoft Office 2007 System ....................................... 193
Overview ................................................................................................................................ 193 The New World of Work ........................................................................................................ 193
Collaboration Workspaces and Tools .......................................................................................... 194 Business Intelligence on Your Desktop ....................................................................................... 194
The New Microsoft Office User Interface .............................................................................. 195

The Ribbon .................................................................................................................................. 195 The Live Preview ......................................................................................................................... 196 Galleries ...................................................................................................................................... 196
Getting Started with Office 2007 ....................................................................... 197

Starting MS-Office 2007 ........................................................................................................ 197 Working with Menus and Toolbar ......................................................................................... 198
The Quick Access Toolbar ........................................................................................................... 198 The Office 2007 Menu ................................................................................................................ 198
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Getting Help in MS-Office ...................................................................................................... 199 Exiting MS Office ................................................................................................................... 199
The New Microsoft Office XML File Formats ...................................................... 200 Exploring New Features in Office 2007 Application ............................................ 200
Introduction ........................................................................................................................... 200 New Features of Word 2007 .................................................................................................. 201 New Features of Excel 2007................................................................................................... 202 New Features of PowerPoint 2007 ........................................................................................ 202 New Features of Outlook 2007 .............................................................................................. 203 New Features of Access 2007 ................................................................................................ 203 Rounding Out the Office System Programs ........................................................................... 204 Templates and Assistance from Microsoft Office Online ...................................................... 204
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CHAPTER 1: EXCEL 2003
GETTING
STARTED
WITH
Introducing Excel 2003

What is Excel?
Microsoft Excel is a spreadsheet program that's designed to record and analyze numbers and data. A spreadsheet program is a computer program used primarily for accounting and financial purposes. Data in spreadsheet programs is organized by rows and columns. Excel takes the place of a calculator, a ruled ledger pad, pencils and pens, and a green eyeshade. The program makes it easy for you to juggle numbers, formulas, and text. Excel's advanced publishing tools enable you to present your work in a polished, professional-looking format. Much of the appeal of Excel is due to the fact that its so versatile. Excels forte, of course, is performing numerical calculations, but Excel is also very useful for non-numerical applications. Here are just a few of the uses for Excel: Number crunching: Create budgets, analyze survey results, and perform just about any type of financial analysis you can think of. Creating charts: Create a wide variety of highly customizable charts. Organizing lists: Use the row-and-column layout to store lists efficiently. Accessing other data: Import data from a wide variety of sources. Creating graphics and diagrams: Use Excel AutoShapes to create simple (and notso-simple) diagrams. Automating complex tasks: Perform a tedious task with a single mouse click with Excels macro capabilities.
Understanding Workbooks and Worksheets

The work you do in Excel is performed in a workbook file, which appears in its own window. You can have as many workbooks open as you need. By default, workbooks use an XLS file extension. Each workbook is comprised of one or more worksheets, and each worksheet is made up of individual cells. Each cell contains a value, a formula, or text. Each worksheet is accessible by clicking the tab at the bottom of the workbook. In addition, workbooks can store chart sheets. A chart sheet displays a single chart and is also accessible by clicking a tab.
Opening Existing Excel Workbook

To open an existing Excel workbook, perform the following steps: 1. Click the Office button and select Open (Ctrl+O). 2. The Open dialog box opens. Browse for the file. 3. Once youve found the file, double-click to open it, or select it and click Open at the bottom of the dialog box.
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Identifying Components of a Spreadsheet

The following table lists the parts of an Excel spreadsheet: Name Active cell indicator Description This dark outline indicates the currently active cell (one of the 16,777,216 cells on each worksheet). Clicking this button closes Excel. Clicking this button workbook window. closes the active
Application close button Window close button Column headings
Letters range from A to IVone for each of the 256 columns in the worksheet. After column Z comes column AA, which is followed by AB, AC, and so on. After column AZ comes BA, BB, and so on until you get to the last column, labeled IV. You can click a column heading to select an entire column of cells. When you enter information or formulas into Excel, they appear in this line. Enables you to scroll the sheet horizontally. Clicking this button increases the workbook windows size to fill Excels complete workspace. If the window is already maximized, clicking this button unmaximizes Excels window so that it no longer fills the entire screen. This is Excels main menu. Clicking a word on the menu drops down a list of menu items, which is one way for you to issue a command to Excel. Clicking window. this button minimizes Excels
Formula bar Horizontal scrollbar Maximize/Restore button
Menu bar
Minimize application button Minimize window button Name box Row headings
Clicking this button minimizes the workbook window. Displays the active cell address or the name of the selected cell, range, or object. Numbers range from 1 to 65,536one for each row in the worksheet. You can click a row heading to select an entire row of cells. Each of these notebook-like tabs represents a different sheet in the workbook. A workbook can have any number of sheets, and each sheet has its name displayed in a sheet tab. By default, each new workbook that you create contains three sheets.
Sheet tabs

Name Tab scroll buttons Status bar Description
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These buttons let you scroll the sheet tabs to display tabs that arent visible. This bar displays various messages as well as the status of the Num Lock, Caps Lock, and Scroll Lock keys on your keyboard. This pane displays options that are relevant to the task you are performing. Clicking here enables you to select from different task panes so you can open workbooks, use the Office Clipboard, or work with XML data. All Windows programs have a title bar, which displays the name of the program and holds some control buttons that you can use to modify the window. The toolbars hold buttons that you click to issue commands to Excel. Some of the buttons expand to show additional buttons or commands. Lets you scroll the sheet vertically.
Task pane Task pane selector
Title bar
Toolbars
Vertical scrollbar
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The following figure shows the useful elements of an Excel screen:
Fig Excel Interface
Navigating in Worksheet and Workbook

This section describes various ways to navigate through the cells in a worksheet. Every worksheet consists of rows (numbered 1 through 65,536) and columns (labeled A through IV). After column Z comes column AA; after column AZ comes column BA, and so on. The intersection of a row and a column is a single cell. At any given time, one cell is the active cell. You can identify the active cell by its darker border.

Navigating with Keyboard
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As you probably already know, you can use the standard navigational keys on your keyboard to move around a worksheet. These keys work just as you would expect. The down arrow moves the active cell down one row, the right arrow moves it one column to the right, and so on. PgUp and PgDn move the active cell up or down one full window. (The actual number of rows moved depends on the number of rows displayed in the window.) The Num Lock key on your keyboard controls how the keys on the numeric keypad behave. When Num Lock is on, Excel displays NUM in the status bar, and the keys on your numeric keypad generate numbers. Most keyboards have a separate set of navigational (arrow) keys located to the left of the numeric keypad. These keys are not affected by the state of the Num Lock key.
Navigating With Your Mouse

To change the active cell by using the mouse, click another cell; it becomes the active cell. If the cell that you want to activate is not visible in the workbook window, you can use the scrollbars to scroll the window in any direction. To scroll one cell, click either of the arrows on the scrollbar. To scroll by a complete screen, click either side of the scrollbars scroll box. You also can drag the scroll box for faster scrolling. Using the scrollbars or scrolling with your mouse doesnt change the active cell. It simply scrolls the worksheet. To change the active cell, you must click a new cell after scrolling.
How to Navigate Between Spreadsheets

An Excel document is also called a workbook because it contains more than one spreadsheet. You can navigate between different spreadsheets in a workbook by using the spreadsheet tabs at the bottom left of the Excel window. To move from one spreadsheet in a workbook to the next, just click on the spreadsheets tab.
Using Excel Menus and Toolbars

Using Menus
Excel, like most other Windows programs, has a menu bar located directly below the title bar. This menu bar is always available and ready for your command. The Excel menus change, depending on what youre doing. For example, if youre working with a chart, the menus change to give you options that are appropriate for a chart. This all happens automatically, so you dont even have to think about it. The following figure shows Excel menu bar:
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Fig Excel Menu Bar Using the menu is quite straightforward. Click the menu that you want to open, and it drops down to display menu items. Click the menu item to issue the command. Some menu items lead to an additional submenu; when you click the menu item, the submenu appears to its right. Menu items that have a submenu display a small triangle. For example, the View > Toolbars command has a submenu. Excels designers incorporated submenus primarily to keep the menus from becoming too lengthy and overwhelming to users. Sometimes, youll notice that a menu item appears grayed out. This simply means that the menu item isnt appropriate for what youre doing. Nothing happens if you try to select such a menu item. Menu items that are followed by an ellipsis (three dots) always display a dialog box. Menu commands that dont have an ellipsis are executed immediately. For example, the File > Open command results in a dialog box because Excel needs more information about the command. Excel doesnt need any more information to execute the File > Print Preview command, so Excel performs this command immediately, without displaying a dialog box.
Using Shortcut Menus

Besides the omnipresent menu bar, Excel features a slew of shortcut menus, which you access by right-clicking just about anything within Excel. Shortcut menus dont contain every relevant command, just those that are most commonly used for whatever is selected. The shortcut menu appears at the mouse-pointer position, which makes selecting a command fast and efficient. The shortcut menu that appears depends on what youre doing at the time. For example, if youre working with a chart, the right-click shortcut menu contains commands that are pertinent to what is selected.

Using Shortcut Keys
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Some menu items also have shortcut keys associated with them. For example, the File > Save commands shortcut key combination is Ctrl+S. As you use Excel, youll find that learning the shortcut keys for commands you use often can save you a lot of time. The best way to learn the shortcut keys is to watch for them on the Excel menus. The most useful ones display next to the menu item when you open the menus.
Using Toolbars
Along the top and bottom of the Excel screen, you see several different toolbars. Toolbars are small icons or buttons that help you access commonly used Excel features without digging through the menus. Excel includes over 20 toolbars to assist you. When you first use Excel, you see three toolbars displayed by default. The Standard and Formatting toolbars display side-by-side along the top of the Excel screen, and the Drawing toolbar displays along the bottom of the screen. If you look closely, you can see that the toolbar buttons are grouped into related activities. For example, the Alignment buttons (left, center, and right) are together, and options that relate to files, such as saving or opening, are grouped together.
Separating Toolbars
Most people find the Standard and Formatting toolbars difficult to use when displayed sideby-side, so you may want to separate them so one is on top of the other, which makes all the tools on these bars much easier to access.
Moving a Toolbar
Most toolbars are docked at the top or bottom of the screen, but if a toolbar is not located in a favorable position for you to access, move it to any position on the screen. Sometimes, you may accidentally move a toolbar into the middle of the screen, blocking your view of your worksheet. It's very easy to move a toolbar into any position.
Hiding and Displaying Toolbars

You can hide or display any toolbar. This can be very helpful if a particular toolbar is using valuable screen space. For example, if you are not doing any drawing, you may want to hide the drawing toolbar. Currently displayed toolbars have a check mark next to them. Toolbars without a check mark are not currently displayed.
Working With Excel 2003 Dialog Boxes

Working with Dialog Boxes
Many Excel commands display dialog boxes. In fact, all menu items that end with an ellipsis (three dots) display a dialog box. A dialog box is simply the Excel way of getting more information from you. For example, if you choose View > Zoom (which changes the magnification of the worksheet), Excel cant carry out the command until it finds out from you what magnification level you want.
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The Excel dialog boxes vary in how they work. A few of them can remain on-screen as you work (for example, the Find dialog box, which appears when you select Edit > Find). But most of Excels dialog boxes must be dismissed before you can do anything. If the dialog box obscures an area of your worksheet that you need to see, simply click the dialog boxs title bar and drag the box to another location. When a dialog box appears, you make your choices by manipulating the controls. When youre finished, click the OK button (or press Enter) to continue. If you change your mind, click the Cancel button (or press Esc), and nothing further happens its as if the dialog box never appeared.
Understanding Dialog Box Controls

Most people find working with dialog boxes to be quite straightforward and natural. If youve used other programs, youll feel right at home. The controls can be manipulated either with your mouse or directly from the keyboard. The following table lists the common dialog box controls: Name Buttons Description A button control is about as simple as it gets. Just click it, and it does its thing. Pressing the Alt key and the buttons underlined letter is equivalent to clicking the button. Option buttons are sometimes known as radio buttons because they work like the preset station buttons on an old-fashioned car radio. Like those car radios, only one option button at a time can be pressed. When you click an option button, the previously selected option button is unselected. Option buttons usually are enclosed in a group box, and a single dialog box can have several sets of option buttons. A check box control is used to indicate whether an option is on or off. Unlike option buttons, each check box is independent of the others. Clicking a check box toggles it on and off. A range selection box enables you to specify a worksheet range by boxes dragging inside the worksheet. A range selection box has a small button that, when clicked, collapses the dialog box to make it easier for you to select the range by dragging in the worksheet. A spinner control makes specifying a number easy. You can click the arrows to increment or decrement the displayed value. A spinner is almost always paired with an edit box. You can either enter the value directly into the edit box or use the spinner to change it to the desired value. A list box control contains a list of options
Option buttons
Check boxes
Range selection
Spinners
List boxes

Name Description
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from which you choose. If the list is longer than will fit in the list box, you can use its vertical scrollbar to scroll through the list. Drop-down boxes Drop-down boxes are similar to list boxes, but they show only a single option at a time. When you click the arrow on a dropdown box, the list drops down to display additional choices.
Navigating Dialog Boxes

Navigating dialog boxes is generally very easyyou simply click the control you wish to activate. Although dialog boxes were designed with mouse users in mind, you can also use the keyboard. Every dialog box control has text associated with it, and this text always has one underlined letter (a hot key or accelerator key). You can access the control from the keyboard by pressing the Alt key and then the underlined letter. You also can use Tab to cycle through all the controls on a dialog box. Shift+Tab cycles through the controls in reverse order.
Using Tabbed Dialog Boxes

Many of Excels dialog boxes are tabbed dialog boxes. A tabbed dialog box includes notebook-like tabs, each of which is associated with a different panel. When you click a tab, the dialog box changes to display a new panel containing a new set of controls. The Options dialog box, which appears in response to the Tools > Options command, is a good example. Tabbed dialog boxes are quite convenient because you can make several changes in a single dialog box. After you make all of your setting changes, click OK or press Enter.
Entering Data
Identifying Types of Data That You Can Enter
You can make three basic types of entries into cells: Labels Values Formulas
Labels are text entries that contain no numeric value. Labels can consist of text or even contain numbers. For example, a cell that contains an address like 991 Northwest Ninth Street is still considered a label. Values are numbers that you enter into cells. Because Excel is a number-crunching program, it understands how to use values when performing calculations. Numbers can be straight integers, like the number 4, or can contain decimals or fractions. Formulas perform calculations in your worksheets. Formulas can contain numbers, cell references, and arithmetic operators. The result of a formula appears in the worksheet in
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the cell in which you entered the formula. For example, if cell A16 contains the formula =1+1, the number 2 will appear in the cell.
Entering Text Data

Text data are any combination of letters, numbers, and spaces. Labels have no numeric value. A label that is too long for the width of a cell floats across the cells to its right, as long as the cells don't contain any information. If the cells aren't empty, the label is truncated, or cut off. By default, labels are left-justified. Entering text labels into the worksheet is easy. Just click into a cell to select it and start typing!
Entering Numeric Data

The procedure for entering values is identical to the procedure for entering labels. After you select the cell in which you want to enter the value, simply begin typing. As with labels, the values you type appear both in the cell and in the Formula bar. Excel treats numbers and text differently. For one, values are aligned automatically with the right edge of the cell. Values are displayed in Excel's General number format. However, you can always change or customize the alignment, appearance, and formatting of numbers in the worksheet. If a value is too wide to fit in the current width of a cell, Excel displays a series of # characters across the width of the cell to let you know that the number cannot be displayed. You need to adjust the width of the cell to display the number properly. Values can begin with the following characters: 0123456789+-.(,$% You can also type fractions. However, if the syntax for fractions is not correct, Excel misinterprets what you're trying to enter. To enter a fraction, type the number, a blank space, and then the fraction, such as 4 1/2. If you want to enter only the fractional portion, type a 0, a blank space, and then the fraction, similar to 0 1/2. If you just type 1/2, Excel thinks you mean January 2.
Entering Date and Time Data

Dates and times are other important values you can enter in Excel. Treating dates and times as values makes your life easier. For example, instead of counting the number of days in the current accounting cycle or determining the age of an accounts receivable account, Excel can do the work for you. Excel keeps track of the dates you enter by assigning each date with a serial number. The first date, January 1, 1900, is assigned the number 1; January 2, 1900, the number 2; and so on. A date can be displayed in many different formats, but Excel always keep track of the date's underlying serial number. Accordingly, you can use the dates in your calculations. When you enter a date, you can choose to enter the year in two-digit format or use the full four digits. Using four digits is safer, because Excel will always be able to identify whether the year occurs in the 19XX or 20XX range. Here's how Excel interprets the year in a twodigit year format: If you type 00 through 29 for the year, Excel uses the years 2000 through 2029. For example, if you type 3/18/25, Excel assumes the date is March 18, 2025. If you type 30 through 99 for the year, Excel uses the years 1930 through 1999. For example, if you type 10/24/47, Excel assumes the date is October 24, 1947.
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Times are maintained in a military time format. Excel treats each time that you enter as fractional part of 24 hours. For example, Excel treats 11:30 PM as the value 23:30. Just as with dates, you can easily use times in your calculations.
Creating a New Worksheet

How to Create a New Excel Spreadsheet
You can create an Excel spreadsheet from: A blank spreadsheet A template An existing spreadsheet
How to Create a Blank Spreadsheet

Creating a new spreadsheet in Excel is as simple as launching the program. When Excel starts, it automatically displays a blank spreadsheet. If Excel is already running and youd like to open a new blank spreadsheet: 1. Click the Office button and select New (Ctrl+N). 2. The New Workbook dialog box opens. Select Blank and Recent from the left pane of the dialog box. 3. Select Blank Workbook and click Create.
How to Create a Document from a Template

If you dont want to build a spreadsheet yourself, you can use one of a wide variety of predesigned templates that have the appropriate formulas built into them. For instance, rather than use Excel to make an invoice from scratch, you may be able to use or modify an existing invoice template, resulting in less work and a more professional look. Just load a template that fits your needs and type right into it. 1. Click the Office button and select New (Ctrl+N). 2. The New Workbook dialog box opens. On the left side of the dialog box is a list of template categories. The category Installed Templates at the top of the list contains templates that are automatically installed on your computer when you install Excel. The other categories contain templates that you can download from www.microsoft.com for free. When you select a template category, thumbnails of the available templates appear in the center pane of the window. When you select a thumbnail in the center pane, a larger preview appears on the right side of the window. 3. Select the template and click Create for an installed template or Download for a not-yet-installed template.
How to Create a Document from an Existing Document

This option allows you to treat a document youve already created as a template: Excel creates a copy of the spreadsheet you select, and you just type over the text and data thats currently there. 1. Click the Office button and select New (or Alt+F, N). 2. The New Document dialog box opens. Select New from Existing.
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3. The New Document dialog box now allows you to browse for the existing document. 4. Once youve found the document, click Create New.
Working with Excel Worksheets

Making a Worksheet the Active Sheet
At any given time, one workbook is the active workbook, and one sheet is the active sheet in the active workbook. To activate a different sheet, just click its sheet tab, located at the bottom of the workbook window. You also can use the following shortcut keys to activate a different sheet: Ctrl+PgUp: Activates the previous sheet, if one exists Ctrl+PgDn: Activates the next sheet, if one exists
If your workbook has many sheets, all of its tabs may not be visible. You can use the tabscrolling buttons (see Figure 3-3) to scroll the sheet tabs. The sheet tabs share space with the worksheets horizontal scroll bar. You also can drag the tab split box to display more or fewer tabs. Dragging the tab split box simultaneously changes the number of tabs and the size of the horizontal scroll bar.
Adding a New Worksheet

Worksheets can be an excellent organizational tool. Instead of placing everything on a single worksheet, you can use additional worksheets in a workbook to separate various workbook elements logically. For example, if you have several products whose sales you track individually, you might want to assign each product to its own worksheet and then use another worksheet to consolidate your results. The following are three ways to add a new worksheet to a workbook: Select the Insert > Worksheet command. Press Shift+F11. Right-click a sheet tab, choose the Insert command from the shortcut menu, select Worksheet from the Insert dialog box, and then click OK.
When you add a new worksheet to the workbook, Excel inserts the new worksheet before the active worksheet, and the new worksheet becomes the active worksheet.
Deleting a Worksheet
If you no longer need a worksheet, or if you want to get rid of an empty worksheet in a workbook, you can delete it in either of two ways: Select the Edit > Delete Sheet command. Right-click the sheet tab and choose the Delete command from the shortcut menu.
If the worksheet contains any data, Excel asks you to confirm that you want to delete the sheet. If you have never used the worksheet, Excel deletes it immediately without asking for confirmation.

Renaming a Worksheet
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The default names Excel uses for worksheetsSheet1, Sheet2, and so onarent very descriptive. If you dont change the worksheet names, it can be a bit hard to remember where to find things in multiple-sheet workbooks. Thats why providing more-meaningful names for your worksheets is often a good idea. To change a sheets name, use any of the following methods to begin: Choose Format > Sheet > Rename. Double-click the sheet tab. Right-click the sheet tab and choose the Rename command from the shortcut menu.
After you have done one of the above actions, Excel highlights the name on the sheet tab so that you can edit the name or replace it with a new name.
Changing a Sheet Tabs Color

Excel allows you to change the color of one or more of your worksheet tabs. For example, you may prefer to color-code the sheet tabs to make it easier to identify the worksheets contents. To change the color of a sheet tab, right-click the tab and choose Tab Color. Then select the color in the Format Tab Color dialog box.
Rearranging Worksheets
You may want to rearrange the order of worksheets in a workbook. If you have a separate worksheet for each sales region, for example, arranging the worksheets in alphabetical order or by total sales might be helpful. You may want to move a worksheet from one workbook to another. (To move a worksheet to a different workbook, both workbooks must be open.) You can also create copies of worksheets. You can move or copy a worksheet in the following ways: Select the Edit > Move or Copy Sheet command to display the Move or Copy dialog box. Right-click the sheet tab and select the Move or Copy command. (This also displays the same Move or Copy dialog box.) To move a worksheet, click the worksheet tab and drag it to its desired location (either in the same workbook or in a different workbook) to move the worksheet. When you drag, the mouse pointer changes to a small sheet, and a small arrow guides you. To copy a worksheet, click the worksheet tab, press Ctrl, and drag the tab to its desired location (either in the same workbook or in a different workbook). When you drag, the mouse pointer changes to a small sheet with a plus sign on it.
Dragging is usually the easiest method, but if the workbook has many sheets, you may prefer to use the Move or Copy dialog box. If you move or copy a worksheet to a workbook that already has a sheet with the same name, Excel changes the name to make it unique.
Hiding and Unhiding a Worksheet

In some situations, you may want to hide one or more worksheets. Hiding a sheet may be useful if you dont want others to see it, or if you just want to get it out of the way. When
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a sheet is hidden, its sheet tab is also hidden. At least one sheet must remain visible. (You cant hide all the sheets in a workbook.) To hide a worksheet, choose Format > Sheet > Hide. The active worksheet (or selected worksheets) will be hidden from view. To unhide a hidden worksheet, choose Format > Sheet > Unhide. Excel opens its Unhide dialog box that lists all hidden sheets. Choose the sheet that you want to redisplay and click OK. You cant select multiple sheets from this dialog box, so you need to repeat the command for each sheet that you want to redisplay.
Saving and Exiting

Saving a Workbook
If you don't save your workbooks, you're playing a form of computerized Russian roulette. Your unsaved work is unprotected. If the power goes off or your system crashes, your worksheet is gone forever. Saving your work takes a few brief seconds and ensures that you or your colleagues will be able to open the workbook later. A saved workbook can be stored indefinitely. When you save your work in Excel, you need to consider a few points: The location of the saved file You can save to your computer's hard drive or to a floppy disk. If you're working on a network, you can save your files to a drive and folder on the network. The name of the file The filename should be descriptive so that you or someone else can identify it. A cryptic name like SMBUD might make sense at the time you save the file, but will probably confuse you and everyone else later, especially if you need to locate that one file from a long list. The format of the file If everyone in your office is using the same version of Excel, you won't have any problems. However, in many offices, multiple versions of Excel are in use. If you use a feature that isn't present in an earlier version of Excel, someone opening your file in an earlier version won't see that feature's results.
Saving the File

Save a copy of a file 1. On the File menu, click Save As. 2. In the File name box, enter a new name for the file. 3. Click Save.
To save the copy in a different folder, click a different drive in the Save in drop-down list or a different folder in the folder list, or both. To save the copy in a new folder, click Create New Folder.
Save a file to another format 1. On the File menu, click Save as. 2. In the File name box, enter a new name for the file. 3. Click the Save as type drop-down list, and then click the file format that you want the file saved in.

4. Click Save.
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Save files automatically while working
1. On the Tools menu, click Options, and then click the Save tab. 2. Select the Save AutoRecover info every check box. 3. In the minutes box, enter the interval for how often you want to save files. The more frequently your files are saved, the more information is recovered if there is a power failure or similar problem while a file is open.
Speed up saving a file
1. On the Tools menu, click Options, and then click the Save tab. 2. Do one of the following: To save only the changes to a file, select the Allow fast saves check box, and then continue to save as you work on the file. To save a complete file, clear the Allow fast saves check box when you finish working on the file, and then save it one last time. A full save occurs when this check box is clear.
Saving Your Work Later

After you've done the hard work of setting a filename and determining in which folder the file is stored, saving the workbook is a breeze. Just click the Save button on the Standard toolbar or press Ctrl+S. If the toolbar isn't visible, open the File menu and choose Save. Remember to save your work often. Keep reminding yourself that the changes made to the file on the screen exist only in temporary memory until you save them. If you exit without saving, you will lose all the changes you made since the last save.
Understanding Excel Filenames

Each workbook that you create in Excel can be saved with a unique, meaningful name. Filenames can contain up to 256 characters and include both uppercase and lowercase letters, spaces, and punctuation. However, just because you can use up to 256 characters doesn't mean that each filename should be a long, rambling sentence. Filenames that are too long are almost as frustrating as filenames that are too short! Try to use as few words as possible to name your workbooks. The following table lists the most common file extensions used by Excel: File Extension XLS XLT HTM or HTML What It Means Microsoft Excel workbook Microsoft Excel template Web page
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What It Means Microsoft Excel add-in Microsoft Excel workspace
File Extension XLA XLW
Closing a Worksheet
When you are finished working on a worksheet, you should close it. Closing is the equivalent of putting it away for later use. When you close a worksheet, you are only putting the worksheet away not the program. Excel is still active and ready to work for you. To close The active workbook window Do this Click Close in the upper-right corner of the window. If the window is the only open window of the workbook, the workbook is closed. On the File menu, click Close. Hold down SHIFT, and then click Close All on the File menu.
All open windows of a workbook All open workbooks
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CHAPTER 2: EDITING AND FORMATTING DATA
Performing Basic Cell Operations in Excel

Cells and Ranges An Overview
A cell is the intersection of a particular row and column on an Excel spreadsheet. Each cell has a unique cell address, composed of the column letter and row number. At least one cell in the spreadsheet is always selected, or active; this cell is indicated by a thick border called the cell pointer. For instance, in the image below, the active cell is B3. A group of selected cells is called a range. To refer to a range in Excel, you need to use a particular syntax: write the first cell in the range, then a colon, then the last cell in the range. A range can cover just one column or row, or multiple columns or rows. For instance, the range A10:A15 includes cells A10, A11, A12, A13, A14, and A15, whereas the range A10:B12 includes the cells A10, A11, A12, B10, B11, and B12.
How to Select Cells and Ranges

There are several ways to select a cell or group of cells in a spreadsheet: To select a cell: Click the cell or use the arrow keys on the keyboard to move the cell pointer to the cell. To select a range of cells: Click and hold on the first cell in the range, then drag over the cells youd like to select in the range. To select non-contiguous cells or ranges: Select the first cell or range, then hold Ctrl while selecting others. To select all the cells in a column or row: Click the heading button. The heading button is the letter label for the column or number label for the row reside. To select multiple rows or columns: Click and drag across the headings of the columns or rows youd like to select. To select non-contiguous columns or rows: Select the first column or row, then hold Ctrl while selecting other columns or rows. To select the entire workbook: Click the spreadsheet selector button (located just above the row 1 heading button) or hit Ctrl+A.
How to Enter and Edit Data in a Cell

To enter data in a cell, select the cell and type in the data you wish to display. To move to another cell after entering data, press Enter, Tab, or an arrow key, or select another cell with your mouse.
How to Edit Data in a Cell

To edit data thats already been entered in a cell, select the cell and then either doubleclick the cell or click in the formula bar.
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AutoComplete
Whenever the text you enter in a cell matches text previously typed into another cell in the same column, an Excel feature called AutoComplete pops up a tiny window containing the text that Excel thinks you may want to enter in the cell: If the AutoComplete text is what you want to enter in the cell, hit Enter. If the text you want to enter does not match the suggested text, just keep typingthe AutoComplete suggestion will disappear.
How to Delete Cell Contents

To delete the contents of a cell, select the cell (or range of cells) and press the Delete key on the keyboard.
How to Cut, Copy, and Paste Data

To cut or copy data from one cell and paste it into another, select the cell/data youd like to cut or paste, then use the appropriate keyboard shortcuts or icon or the appropriate Edit menu option. You can cut or copy multiple cells at once by selecting a range and then hitting the icon or keyboard shortcut. To paste a range, either highlight the number of cells in the range or select the cell youd like to be the top left corner of the range after you paste it. Then paste.
How to Use Undo and Redo

You undo and redo changes in the same way as you have done in Word.
Formatting Cells in Excel

Introduction to Formatting in Excel
When you work in Excel, you work with two types of formatting: value formatting and font formatting. In value formatting, you assign a particular number style to a cell (or cells) that holds numeric data. You can assign a currency style, a percent style, or one of several other numeric styles to values. Another formatting option available to you in Excel relates to different font attributes. For example, you can add bold or italic to the contents of a cell or cells. You can also change the font used for a range of cells or increase the font size. Next, you take a look at numeric formatting, and then you look at how different font attributes are controlled in Excel.
Using the Style Buttons to Format Numbers

The Formatting toolbar (just below the Standard toolbar) contains several buttons for applying a format to your numbers, including the following:

Button Name Currency Style Example/Description $1,200.90
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Percent Style
20.90%
Comma Style
1,200.90
Increase Decimal
Adds one decimal place
Decrease Decimal
Deletes one decimal place
To use one of these buttons, select the cell or cells you want to format, and then click the desired button. If you would like more formatting options for numeric values, read on; they are covered in the next section
Numeric Formatting Options

The numeric values that you place in your Excel cells are more than just numbers; they often represent dollar amounts, a date, or a percentage. If the various numeric style buttons on the Formatting toolbar (discussed in the previous section) do not offer the exact format you want for your numbers, don't worry. Excel's Format Cells dialog box offers a wide range of number formats and even allows you to create custom formats. To use the Format Cells dialog box to assign numeric formatting to cells in a worksheet, follow these steps: 1. Select the cell or range that contains the values you want to format. 2. Select the Format menu and select Cells. The Format Cells dialog box appears. 3. Click the Number tab. The different categories of numeric formats are displayed in a Category list. 4. In the Category list, select the numeric format category you want to use. The sample box displays the default format for that category. 5. Click OK to assign the numeric format to the selected cells. As you can see from the Number tab on the Format Cells dialog box, Excel offers several numeric formatting styles. The following table provides a list of these different number formats. Number Format General Examples Description
10.6
Excel displays your value as you enter it. In other words, this format displays currency or percent signs only if you enter $456,908.00 them yourself. 3400.50 120.39 The default Number format has two decimal places. Negative numbers are preceded by a minus sign, but they can also appear in red and/or parentheses.
Number
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Examples Description
Number Format Currency
$3,400.50 $3,400.50
The default Currency format has two decimal places and a dollar sign. Negative numbers appear with a minus sign, but they can also appear in red and/or parentheses. Use this format to align dollar signs and decimal points in a column. The default Accounting format has two decimal places and a dollar sign. The default Date format is the month and day separated by a slash; however, you can select from numerous other formats. The default Time format is the hour and minutes separated by a colon; however, you can opt to display seconds, a.m., or p.m. The default Percentage format has two decimal places. Excel multiplies the value in a cell by 100 and displays the result with a percent sign. The default Fraction format is up to one digit on each side of the slash. Use this format to display the number of digits you want on each side of the slash and the fraction type (such as halves, quarters, eighths, and so on). The default Scientific format has two decimal places. Use this format to display numbers in scientific notation. Use Text format to display both text and numbers in a cell as text. Excel displays the entry exactly as you type it. This format is specifically designed to display ZIP codes, phone numbers, and Social Security numbers correctly so that you don't have to enter any special characters, such as hyphens. Use Custom format to create your own number format. You can use any of the format codes in the Type list and then make changes to those codes. The # symbol represents a number placeholder, and 0 represents a zero placeholder.
Accounting
$3,400.00 $978.21
Date
11/7
Time
10:00
Percentage
99.50%
Fraction
1/2
Scientific
3.40E+03
Text
135RV90
Special
02110
Custom
00.0%
You can also open the Format Cell dialog box using a shortcut menu. Select the cell or cells that you want to assign a numeric format to, and then right-click those cells. On the shortcut menu that appears, select Format Cells. Then, select the Number tab to select your numeric format.
Make Text Look Different

When you type text into a cell, Excel automatically formats it in the Arial font with a text size of 10 points. The 12-point font size is considered typical for business documents (the higher the point size, the bigger the text is; there are approximately 72 points in an inch).
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You can select from several fonts (such as Baskerville, Modern, or Rockwell) and change the size of any font characters in a cell. You can also apply special font attributes, such as bold, italic, and underline. Before you take a look at applying different font attributes to the cells in a worksheet, take a look at how you change the default font for all your Excel workbooks. This enables you to select a different font and font size for your worksheets. To change the default font, follow these steps: 1. Select Tools and then click Options to open the Options dialog box. 2. Click the General tab. 3. In the Standard Font area, use the drop-down list to select a new font. Use the Size drop-down list to select a new default font size. 4. When you click the OK button, Excel makes your preference the default font and size.
Changing Text Attributes with Toolbar Buttons

When you are working on your various Excel worksheets, you will probably apply a variety of formatting options to the different cells in a particular worksheet. A fast way to assign text attributes, such as bold and italic, is to use the various font attribute buttons on the Excel Formatting toolbar. To use the Formatting toolbar to change text attributes, follow these steps: 1. Select the cell or range that contains the text whose look you want to change. 2. To change the font, click the Font drop-down list, and select a new font name. To change the font size, click the Font Size drop-down list and select the size you want to use. You can also type the point size into the Font Size box and then press Enter. 3. To add an attribute such as bold, italic, or underlining to the selected cells, click the appropriate button: Bold, Italic, or Underline, respectively. Font Keyboard Shortcuts You can apply certain attributes quickly by using keyboard shortcuts. First select the cell(s), and then press Ctrl+B for bold, Ctrl+I for italic, Ctrl+U for single underline, or Ctrl+5 for strikethrough. You can also change the color of the font in a cell or cells. Select the cell or cells and click the Font Color drop-down arrow on the Formatting toolbar. Select a font color from the Color palette that appears.
Aligning Text in Cells

When you enter data into a cell, that data is aligned automatically. Text is aligned on the left, and numbers are aligned on the right (values resulting from a formula or function are also right-aligned). Both text and numbers are initially set at the bottom of the cells. However, you can change both the vertical and the horizontal alignment of data in your cells. Follow these steps to change the alignment: 1. Select the cell or range you want to align. 2. Select the Format menu and then select Cells. The Format Cells dialog box appears. 3. Click the Alignment tab. 4. Choose from the following options to set the alignment:
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o Horizontal Lets you specify a left/right alignment in the cells. (The Center Across selection centres a title or other text within a range of cells, which is discussed in a moment.) Vertical Lets you specify how you want the text aligned in relation to the top and bottom of the cells. Orientation Lets you flip the text sideways or print it from top to bottom instead of left to right. Wrap Text Tells Excel to wrap long lines of text within a cell without changing the width of the cell. (Normally, Excel displays all text in a cell on one line.) Shrink to Fit Shrinks the text to fit within the cell's current width. If the cell's width is adjusted, the text increases or decreases in size accordingly. Merge Cells Combines several cells into a single cell. All data is overlaid, except for the cell in the upper-left corner of the selected cells.
o o o o o
5. Click OK when you have finished making your selections.
Aligning Text from Toolbar

You can also select certain alignment options directly from the Formatting toolbar. The following table lists the buttons that enable you to align the text. Button Name Align Left Align Right Center Merge and Center Description Places data at left edge of cell Places data at right edge of cell Centers data in cell Centers data in selected cell range
Autofilling a Series of Values

What Is Autofill?
Creating a useful Excel spreadsheet will often involve some level of tedious data-entry. What you may not know is that Excel has an AutoFill feature that can be used to automatically fill in a sequence of labels or values along a column or row. By entering data in one or more cells you can use AutoFill to copy or extend the selection of recognizable patterns such as: Numbers: 1, 2, 3 Days: Monday, Tuesday, Wednesday Months: January, February, March Dates: 1/25/2007, 1/26/2007, 1/27/2007 Calendar Quarters: Q1, Q2, Q3, Q4

Numbered Items: Chapter 1, Chapter 2, Chapter 3 Formulas: SUM, AVERAGE
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Using AutoFill can vastly reduce the time you spend on manual data-entry and help ensures more reliable and consistent lists. It can save your sanity as well!
Autofill A Basic Series Of Data

To find out what AutoFill can do, start by opening up a new Excel spreadsheet and enter the initial value of a series into the first cell. In our example, we'll use "January". Since "January" begins a unique sequence (months of the year), we only need to enter a value in one cell. If you wish to AutoFill a sequence of numbers or dates with an increment value other than 1, then you must input at least the first two values in the series. The difference between the two initial cells determines how the series should be linearly increased or decreased. For example, if you entered "1" in the first cell and "3" in the cell beneath it, the increment would be 2 (as in 1, 3, 5, 7, etc). Similarly, if you entered "Mon" and "Wed" in consecutive cells, then the series would include every second day (as in Mon, Wed, Fri, etc). This would be a good place to point out that AutoFill will also recognize the short versions of days and months. To begin the AutoFill process, select the cell (or range of cells) you have entered and locate the "AutoFill Handle". This is the small black square in the bottom right-hand corner of the selected cell or range of cells. When you hover over this handle, the mouse pointer will turn into a thin black plus sign.
Fig - The AutoFill Handle Click and drag the handle down the column or along the row until the drag area covers all the cells you want to appear in the series. Excel will display the value that will appear in each new cell as you extend the series using a ToolTipText balloon next to the cell. When you reach the last cell, release the mouse button and Excel will fill in the cells with the series up to that point. AutoFill will only work on a single column or a single row at any one time. This means you cannot extend a selection down and to the right - this can only be performed in a number of separate steps. When you reach the end of a finite AutoFill sequence (such as months of the year), the sequence will repeat. For example, if you start with "January" in the first cell, then the
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sequence will finish with "December" in the twelfth cell, and start again with "January" in the thirteenth cell.
The Autofill Options Button

After dragging and releasing the AutoFill handle, an "AutoFill Options" button is displayed just below and to the right of your filled selection. Clicking this button will bring up a list of AutoFill options. The list of options will vary according to the type of data: text and formulas, numbers, months, days of the week, and dates. The main options are as follows: Copy Cells Fill Series Fill Formatting Only Fill Without Formatting
Fig - AutoFill Options Menu The "Copy Cells" option will occur by default if you haven't provided a sequence that Excel recognizes. For example, if you select a cell that contains the text "Microsoft", AutoFill will copy the selection into each cell in the drag area by default. If you wanted to copy the text "1st of January" down a column however, the AutoFill would automatically increment the series (2nd of January, 3rd of January, etc). In this case, simply click the "Copy Cells" option and all cells will revert to "1st of January". The "Fill Series" option will occur by default if you HAVE provided a sequence that Excel recognizes like our months of the year series (January, February, March, etc). AutoFill will copy both formats and values from the starting cells to all other cells in the sequence. If you only want to copy the formatting of the original cells to other cells in the row or column, use the AutoFill and then select the "Fill Formatting Only" option. If you want to keep the original formatting of the cells populated by an AutoFill command, use the "Fill Without Formatting" option.

Basic Autofill Behavior
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If you enter one or more numbered items (any text plus a number such as "Chapter 1", "Section 1", etc) AutoFill will extend the number within the selection by 1 each time (as in "Chapter 2", "Section 2", etc). If you were to enter "Section 1" followed by "Section 3", then the number in the AutoFill sequence would increase by 2 each time. Since AutoFill automatically increments numbered items, then you'd think it would increment simple numbers in the same way. This is not the case. If you start with a single cell containing the number "1" and extend it with the AutoFill handle, Excel will copy the number "1" to the rest of the cells (1, 1, 1, etc) rather than incrementing the series by 1 in each cell (1, 2, 3, etc). The obvious solution is to simply enter the first two or three values in the series before extending it with AutoFill. This is necessary when you need the series to increase or decrease by more than one each time. For example, if you enter "10" and "9" in the first two cells will give a decreasing pattern of: 10, 9, 8, 7, etc. An easy way to instruct Excel to AutoFill a series of numbers with only one starting value however is to hold down the CTRL key when you drag. Similarly, if you hold down the CTRL key when you drag to AutoFill a list of numbered items, it will copy the values rather than increment the numbers. You can think of the CTRL key as the "alternate to default function" key. If you enter a date in any recognizable format, such as 01-31-07 or 01/31, AutoFill will extend the series one day at a time. For a list of acceptable date formats right-click the cell and choose "Format Cells" from the menu. On the "Number" tab of the "Format Cells" dialog box choose "Date" and a list of example date formats will be available. You can select which date format becomes your default here.
Formatting Excel Spreadsheets

How to Adjust Column Width or Row Height
You can adjust the width of a column or height of a row either automatically or manually. Automatically: Adjusting the column width or row height automatically resizes the column or row to the smallest possible width or height that can still accommodate the cell with the largest data entry in that row or column. To do this, point your cursor at the right edge of the column heading or bottom of the row heading and double-click. Manually: Adjusting the column width or row height manually takes more time, but gives you more control. To adjust a column or row manually, click at either edge of the column heading or row heading, then drag to the size you want.
If you see a cell filled with # signs, it means that the number is too long to fit in the column. Once youve increased the column width enough to accommodate the number, the number will appear. You can also change columns widths by using any of the following techniques. Choose FormatColumnWidth and enter a value in the Column Width dialog box. Choose FormatColumnAutoFit Selection. This adjusts the width of the selected column so that the widest entry in the column fits. If you want, you can just select cells in the column, and the column is adjusted based on the widest entry in your selection.
To change row height, you can use the following technique also: Choose FormatRowHeight and enter a value (in points) in the Row Height dialog box.
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How to Insert Cells, Columns, or Rows

You can add an additional cell, a range of cells, or entire columns or rows to your spreadsheet.
How to Add Cells or Ranges of Cells

To add a single cell or a range of cells to your spreadsheet, first select a cell or range where youd like to insert the new cell or range. Then either right-click the selected cell(s) and choose Insert, or click the drop-down arrow beneath the Insert icon at Home > Cells. An Insert dialog box will open; it gives you the choice to make room for the new cells by shifting cells either to the right or down. Make your selection, then click OK.
How to Add Rows or Columns

You can add a row or column by following the same steps youd use to add a cell or range, but selecting Entire row or Entire column from the dialog box before clicking OK. Alternatively, you can select a column or row by clicking on its heading, then right-clicking and choosing Insert. Excel will automatically insert a column to the left of the column you selected, or a row above the row you selected. To insert multiple columns or rows, select the number of columns or rows youd like to insert, then right-click and choose Insert.
How to Delete Cells, Columns, or Rows

You can delete cells, cell ranges, or entire columns or rows in the same way you inserted them: right-click the selected cells and choose Delete, or click the drop-down arrow beneath the Delete icon at Home > Cells.
How to Hide and Unhide Columns or Rows

You can hide columns or rows that you dont want to appear on a spreadsheet. A hidden column will not appear onscreen or when you print. The easiest way to hide a row or column is to select a column and right-click, and then choose Hide. To unhide a hidden column or row, select the rows that surround the hidden row, rightclick, and choose Unhide. To find the columns or rows that surround the hidden column or row, look for non-sequential labelling. For instance, if youve hidden column C, then columns B and D will be adjacent to each other.
Looking at Worksheets
Introduction to Worksheet Views
Excel provides a few helpful features that you can use to change the way worksheets are displayed. You can set up your workspace for specific tasks, and then save the same view settings for the next time you need to perform the same task.
Splitting Sheets into Panes

Sheet panes allow you to view different areas of your worksheet simultaneously. You can split any sheet in a workbook vertically, horizontally, or both vertically and horizontally, with synchronized scrolling capability. In the worksheet shown in following figure, columns
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B through M and rows 4 through 37 contain data. Column N and row 38 contain the totals. In normal view, its impossible to see the totals and the headings at the same time.
Fig - You can scroll to display the totals in column N or row 38, but the headings wont be visible It would be easier to navigate the worksheet in preceding figure if it were split into panes. To do so, select a cell in the sheet where you want the split to occur. Choose Window> Split. The sheet is split immediately to the left and/or above the selected cell. For example in last figure, if cell B4 was selected before choosing the Split command, it will result in the split panes shown in the following figure.
Fig - With the window split, you can scroll each pane independently
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With the window split into four panes, as shown in preceding figure, four scroll bars are visibletwo for each direction. Now we can use the scroll bars to view columns A through N without losing sight of the Product headings in column A. In addition, when we scroll vertically between rows 1 and 38, well always see the corresponding headings in row 3. You can use the mouse to drag either split bar toward the middle of the sheet. If you double-click either split bar icon, located adjacent to the scroll bars, the window is divided approximately in half. When your mouse pointer is over the vertical split bar, it changes to a double-headed arrow. After a window is split, you can reposition the split bars by dragging. If you are ready to return your screen to its normal appearance, choose Window, Remove Split (the command name changes automatically), which removes all split bars. You can also remove an individual split by double-clicking the split bar or by dragging the split bar back to the top or right side of the window.
Freezing Panes
After youve split a window into panes, you can freeze the left panes, the top panes, or both by choosing Window, Freeze Panes. When you do so, the data in the left and top panes is locked into place. As you can see in following figure, the pane divider lines have changed from thick, three-dimensional lines into thin lines.
Fig - Freezing panes locks the top and left panes You can freeze the column headings and row labels so they remain visible no matter where you are working in your worksheet.
Zooming Worksheets
Excel enables you to zoom in or out to scale the size of your worksheets. Normally, everything you see on-screen is displayed at 100 percent. You can change the zoom percentage from 10 percent (very tiny) to 400 percent (huge). Using a small zoom percentage can help you to get a birds-eye view of your worksheet to see how its laid out. Zooming in is useful if your eyesight isnt quite what it used to be and you have trouble deciphering tiny type. The following figure shows a window zoomed to 10 percent and a window zoomed to 400 percent.
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Fig - You can zoom in or out for a better view of your worksheets You can easily change the zoom factor of the active worksheet by using the Zoom tool on the Standard toolbar. Just click the arrow and select the desired zoom factor. Your screen transforms immediately. You can also type a zoom percentage directly into the Zoom tool. If you choose Selection from the drop-down list, Excel zooms the worksheet to display only the selected cells (useful if you want to view only a particular range).
Using Custom Views

Suppose you want your sheet to have particular display and print settings for one purpose, such as editing, but different display and print settings for another purpose, such as an onscreen presentation. By choosing View, Custom Views, you can assign names to specific view settings, which include column widths, row heights, display options, window size, position on the screen, pane settings, the cells that are selected at the time the view is created, and, optionally, the print and filter settings. You can then select your saved view settings whenever you need them, rather than manually changing the settings each time. In the Custom Views dialog box, the Views list is empty until you click Add to save a custom view. The following figure shows the Custom Views dialog box with two views added, as well as the Add View dialog box that we used to add them.
Fig - Click Add to name the current view and print settings in the Custom Views dialog box
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Using Autoformat For Quick And Easy Worksheet Formatting

So far, Ive described the individual formatting commands and tools at your disposal. Excel also has an AutoFormat feature that is designed to save you time when formatting lists and tables of data. To apply an AutoFormat, move the cell pointer anywhere within the table that you want to format; Excel determines the tables boundaries automatically. Then choose FormatAutoFormat. Excel responds with the AutoFormat dialog box, as shown in the figure below. Choose one of the 16 AutoFormats from the list and click OK. Excel formats the table for you. Excel applies AutoFormat rather intelligently. For example, it analyzes the data contained in the table and then formats the table to handle such items as subtotals. Although you cant define your own AutoFormats, you can control the type of formatting that is applied. When you click the Options button in the AutoFormat dialog box, the dialog box expands to show six options that appear at the bottom of following figure.
Fig - Use the AutoFormat dialog box to quickly apply a preset selection of formatting options to a range of cells Initially, the six check boxes are all checkedwhich means that Excel will apply formatting from all six categories. If you want it to skip one or more categories, just deselect the appropriate box before you click OK. For example, if youve already formatted the numbers, you may want to turn off the Number option.
MS Excel 2003 and MS PowerPoint 2003 Copying Formats by Painting
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Perhaps the quickest way to copy the formats from one cell to another cell or range is to use the Format Painter button (the button with the paintbrush image) on the Standard toolbar. Start by selecting the cell or range that has the formatting attributes you want to copy. Then click the Format Painter button. Notice that the mouse pointer changes to include a paintbrush. Next, select the cells to which you want to apply the formats. Release the mouse button, and Excel applies the same set of formatting options that were in the original range. If you double-click the Format Painter button, you can paint multiple areas of the worksheet with the same formats. Excel applies the formats that you copy to each cell or range that you select. To get out of Paint mode, click the Format Painter button again (or press Esc).
Adding Comments to Cells

Having some documentation that explains certain elements in the worksheet can often be helpful. One way to do so is to add comments to cells. This feature is useful when you need to document a particular value or explain how a formula works. To add a comment to a cell, select the cell and then choose InsertComment (or press Shift+F2). Excel inserts a comment that points to the active cell, as shown in following figure. Initially, the comment consists of your name. Enter the text for the cell comment and then click anywhere in the worksheet to hide the comment. You can change the size of the comment by clicking and dragging any of its borders.
Fig - You can add comments to cells to help clarify important items in your worksheets Cells that have a comment attached display a small red triangle in the upper-right corner. When you move the mouse pointer over a cell that contains a comment, the comment becomes visible. If you want all cell comments to be visible (regardless of the location of the cell pointer), select ViewComments. This command is a toggle; select it again to hide all cell comments. To edit a comment, activate the cell, right-click, and then choose Edit Comment from the shortcut menu.
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To delete a cell comment, activate the cell that contains the comment, right-click, and then choose Delete Comment from the shortcut menu.
Sorting Data in Excel

Sorting An Overview
You can sort the data in your spreadsheet columns numerically or alphabetically based on the data in one or more of those columns. For instance, if youve created a spreadsheet that records employees last names, salaries, and start dates, you could then sort all of those columns based on the data in one or more of the columns. In other words, you could sort the data alphabetically by last name, in order of seniority, or from highest to lowest salary.
How to Sort By One Column

Sort a spreadsheet of data according to the data in one column by doing the following: 1. Select all of the data on the spreadsheet. 2. Go to Home > Editing, and click Sort & Filter . In the menu that appears, select Custom Sort. 3. The Sort dialog box will open. 4. In the Sort By drop-down menu, choose the column by which you want to sort the data. If youve written a descriptive header at the top of your column of data, make sure that the My data has headers check box at the top right of the window is checked and select the column based on its header. If your columns dont have headers, make sure the check box is unchecked and select the column based on its letter label. 5. The Sort On drop-down menu lets you specify the information youd like to use from the column as the basis for sorting. The drop-down menu lets you sort by values (the text or data in the cell), cell color, font color, or cell icon. 6. Choose an order from the Order drop-down list. A to Z means ascending, and Z to A means descending. 7. Click OK and all the data will sort based on the data in the column you selected.
How to Sort By Multiple Columns

To refine a sort, sort by multiple columns. Open the Sort dialog box and fill out the first column to sort by, just as youd do when sorting by one column. Then, for each additional column youd like to use to sort the data, click Add Level. A new set of drop-down menus will appear; make selections from these menus to choose the second column to sort by. Note that each column selected takes precedence over the next. So if you sorted by salary and then by start date, the start-date sorting would come into play only if two employees had the same salary.
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CHAPTER 3: USING FORMULA AND FUNCTION
Working with Formulas

Why Use Formulas?
Formulas are Excel's most powerful aid for getting your work done. Excel formulas handle the mathematical chores in your worksheet. In its simplest form, a formula is a quick calculation, similar to one you'd make on a calculator or adding machine. However, you can also use a formula to make predictions, figure out a car payment, or perform some other complex task. Formulas The way Excel performs calculations in your worksheets. Another way to describe Excel formulas is to call them "equations." Formulas speed up the creation of your worksheets. You don't need to worry about whether a calculation is correct, because Excel doesn't make mistakes. Best of all, you can change any value contained in a formula, and Excel will update the results automatically.
How Formulas Work

A formula is a cell entry that calculates values to return a result. Each Excel formula must have three key elements: the equal sign (=) that signifies that the entry is a formula, the values or cell references to be calculated, and the mathematical operators, such as a plus sign (+) for addition or a minus sign (-) for subtraction. All Excel formulas must begin with the equal sign. The equal sign tells Excel that the entry is a formula. If your formula begins without an equal sign, Excel treats it as a regular cell entry and doesn't perform the calculation. If you begin a formula with a plus sign (+), Excel converts it to an equal sign (=). That's because Lotus 1-2-3, another spreadsheet program, uses the plus sign as its opening formula-entry character. Excel makes it easy for Lotus users to switch to Excel.
Mathematical Operators
When you create a formula in Excel, you need to include an operator. All formulas must contain mathematical operators so that Excel knows what calculation to perform. The following table lists the arithmetic operators used in Excel. Operator + * / = < <= What It Does Addition Subtraction Multiplication Division Equal to Less than Less than or equal to
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What It Does Greater than Greater than or equal to Not equal to Percentage Exponentiation
Operator > >= <> % ^
How to Write Simple Formulas in Excel

You can write simple formulas to evaluate a complete mathematical expression within a single cell or build an expression that relates the data contained in multiple cells.
How to Write a Simple Formula in a Single Cell

Writing a simple formula that does not reference the data in other cells is similar to using a calculator. You type in a mathematical expression, and Excel calculates the answer. 1. Select the cell where youd like the answer to appear. 2. Type the = sign. (All formulas in Excel must begin with an = sign.) 3. Type in a mathematical equation using + (plus), - (minus), * (multiplied by), / (divided by), or ^ (to the nth power) and parentheses to mark the order of operations, as necessary. For instance, you could write out the expression =(10+5)*3. 4. Press Enter. The cell will show the answer to the mathematical expression (45 for the above example). To edit the mathematical expression, select the cell and click in the formula bar or doubleclick in the cell.
How to Write Simple Formulas Involving Multiple Cells

The real power of Excel is that it allows you to write mathematical expressions that refer to the data in other cells. 1. Select the cell in which youd like the answer to appear. 2. Type the = sign to start the formula. 3. Click the cell that contains the first number upon which you want to perform the calculation, or write the cells address. 4. Type an operation (+, , *, /, ^) and/or parentheses to define the order of operations. 5. Click the cell that contains the second number that figures into the formula. 6. Repeat steps 45 (if needed) until youve included all the cells you need into the formula. 7. Press Enter.
Understanding Operator Precedence

Operator precedence determines the order in which calculations Calculations are performed from left to right in the following order: are performed.

All operations enclosed in parentheses All exponential operations All multiplication and division operations All addition and subtraction operations
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Explaining Cell References

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are called links.
Relative References
A relative cell reference in a formula, such as A1, is based on the relative position of the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains the formula changes, the reference is changed. If you copy the formula across rows or down columns, the reference automatically adjusts. By default, new formulas use relative references. For example, if you copy a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.
Absolute References
An absolute cell reference in a formula, such as $A$1, always refer to a cell in a specific location. If the position of the cell that contains the formula changes, the absolute reference remains the same. If you copy the formula across rows or down columns, the absolute reference does not adjust. By default, new formulas use relative references, and you need to switch them to absolute references. For example, if you copy a absolute reference in cell B2 to cell B3, it stays the same in both cells =$A$1.
Mixed References
A mixed reference has either an absolute column and relative row, or absolute row and relative column. An absolute column reference takes the form $A1, $B1, and so on. An absolute row reference takes the form A$1, B$1, and so on. If the position of the cell that contains the formula changes, the relative reference is changed, and the absolute reference does not change. If you copy the formula across rows or down columns, the relative reference automatically adjusts, and the absolute reference does not adjust. For example, if you copy a mixed reference from cell A2 to B3, it adjusts from =A$1 to =B$1.
Using Range Names in Formulas

Using range names can sometimes help you create and troubleshoot formulas. The use of range names is especially important if more than one person is going to be working on the file, because names are easier to understand than cell references. For example, a cell named SALES_TAX would make a sales tax calculation easy to understand. You must name a range before you can use it in a formula. If you remember the range name, you can type it into the formula in place of a cell reference. Remember, though, that you must type the range name perfectly, or Excel won't accept it. If you don't remember the exact name of a range, let Excel provide the name for you. When you come to the place in the formula where you want to insert a range name, click the Insert menu and choose Name and then Paste. The Paste Name dialog box appears. Select the range name you want to include in the formula and click OK. The box closes, and the range name is included in the formula.
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Referencing Cells Outside The Worksheet

Formulas can also refer to cells in other worksheetsand the worksheets dont even have to be in the same workbook. Excel uses a special type of notation to handle these types of references.
Referencing Cells In Other Worksheets

To use a reference to a cell in another worksheet in the same workbook, use this format: SheetName!CellAddress In other words, precede the cell address with the worksheet name followed by an exclamation point. Heres an example of a formula that uses a cell on the Sheet2 worksheet: =A1*Sheet2!A1 This formula multiplies the value in cell A1 on the current worksheet by the value in cell A1 on Sheet2.
Referencing Cells In Other Workbooks

To refer to a cell in a different workbook, use this format: =[WorkbookName]SheetName!CellAddress In this case, the workbook name (in square brackets), the worksheet name, and an exclamation point precede the cell address. The following is an example of a formula that uses a cell reference in the Sheet1 worksheet in a workbook named Budget: =[Budget.xls]Sheet1!A1 If the workbook name in the reference includes one or more spaces, you must enclose it (and the sheet name) in single quotation marks. For example, heres a formula that refers to a cell on Sheet1 in a workbook named Budget For 2004: =A1*[Budget For 2004.xls]Sheet1!A1 When a formula refers to cells in a different workbook, the other workbook doesnt need to be open. If the workbook is closed, however, you must add the complete path to the reference. Heres an example: =A1*C:\My Documents\[Budget For 2004.xls]Sheet1!A1 A linked file can also reside on another system thats accessible on your corporate network. The formula below, for example, refers to a cell in a workbook in the files directory of a computer named DataServer. =\\DataServer\files\[budget.xls]Sheet1!$D$7
Working with Functions

Advantages of Excel Functions
Functions are tools you can use to analyze data and get information. In other words, functions help answer your questions so that you can evaluate and examine your business and make projections.

Understanding How Functions Work
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Excel uses straightforward formulas to perform simple calculations, such as adding or subtracting, on a number or series of numbers. For example, the formula =SUM(B4:B8) inserts the sum of the numbers contained in the range B4 to B8 into the cell containing the formula. These simple formulas are the foundation of many functions. Other functions combine several formulas or procedures to achieve a desired result. Functions should be entered in the following basic order: 1. Start a function with an equal sign (=). 2. Enter the function name. 3. Include information about a cell or range of cells to be analyzed. 4. Enter arguments about what to do with the selected range of cells. Some functions require additional information, which is discussed in this hour. For instance, the following is the format for the ADDRESS function, which returns a value about a cell address in a worksheet: =ADDRESS(row_number,column_number,absolute_number,a1,sheet_text) The arguments row_number and column_number are required arguments, and the remainder of the arguments are optional. Some functions allow a variable number of arguments. For example, you can use as many arguments in the SUM function as necessary. You can include a maximum of 1,024 arguments in a function, providing that no single string of characters in the function statement exceeds 255 characters. You can enter functions into your worksheets manually, with a macro, or by using the Insert Function dialog box and the Formula palette.
Using the Insert Function Dialog Box and Formula Palette

Excel's Insert Function dialog box and Formula palette make it easier for you to use and understand functions by organizing them into logical categories and by prompting you to complete the arguments required to make the function return a correct value. The Insert Function dialog box and Formula palette can be accessed in several ways: Click the Insert Function button (the fx button)) on the Formula bar. Click Insert in the menu bar and choose Insert Function. Press Shift+F3. Type the equal sign (=) and name of the function in a cell and press Ctrl+A. Then enter the arguments in the Function Arguments dialog box. Click the Function down arrow button at the far left end of the Formula bar and select a function from the Function list.
When you use any of these methods except for the last two in the list (the Insert Function button [the fx button] on the Formula bar), Excel displays the Insert Function dialog box. After you select a function in the Insert Function dialog box, just click OK. This brings you to the second step, which is entering arguments or instructions for calculation in the Function Arguments dialog box.
Working with Math and Trigonometric Functions

The following table lists the commonly used Math and Trigonometric functions in Excel along with examples:
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Description Returns the absolute value of the given number. It takes only a single argument, desired_number, the number of which you want the absolute value. Returns the arc cosine of the given number in radians. It takes only a single argument, desired_number, the number whose arc cosine you want. The argument must be between -1 and 1. Returns the arc sine of the given number in radians. It takes only a single argument, desired_number, the number whose arc sine you want. The argument must be between -1 and 1. Returns the arc tangent of the given number in radians. It takes only a single argument, desired_number, the number whose arc tangent you want. Rounds the given number to the least number that is greater than the number you want to round and is also the multiple of the significance. It takes two arguments: number: Specifies the number you want to round. significance: Specifies the multiple to which you want to round. Example =ABS(-3) Returns the absolute value of -3. The answer is 3. =ACOS(0.12) Returns the arc cosine of 0.12.
Function Name ABS(desired_number)
ACOS(desired_number)
ASIN(desired_number)
=ASIN(0.5) Returns the sine of 0.5. arc
ATAN(desired_number)
=ATAN(-1.73) Returns the arc tangent of -1.73.
CEILING(number, significance)
=CEILING(25, 2) Rounds off 25 to the least number that is greater than 25 and is also a multiple of 2. The answer is 26.
Both the arguments should be of same sign. This means either both of them should be positive or both of them should be negative. COS(desired_angle) Returns the cosine of the given angle, the angle is in radians. It takes a single argument, desired_angle, the angle whose cosine you want. Converts the specified angle (in radians) to degrees. It takes a single argument, desired_angle, the angle which is to be converted to degrees. Returns the e (equals 2.71828182845904) raised to the power of the number you provided. It takes only a single argument, desired_number, the number to =COS(2) Returns the cosine of 2 radians. =DEGREES(2.5) Converts angle of 2.5 radians to equivalent degree. =EXP(2) Returns e raised to the power 2.
DEGREES(desired_angle)
EXP(desired_number)

Function Name Description which e is raised. FLOOR(number, significance) Rounds the given number to the largest number that is smaller than the number you want to round and is also the multiple of the significance. It takes two arguments: number: Specifies the number you want to round. significance: Specifies the multiple to which you want to round. Example
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=FLOOR(2.5864, 0.01)
Rounds off 2.5864 to the largest number that is smaller than 2.5864 and is also a multiple of 0.01. The answer is 2.58.
Both the arguments should be of same sign. This means either both of them should be positive or both of them should be negative. INT(desired_number) Rounds the given number to the nearest integer, which is less than or equal to the given number. It takes only a single argument, desired_number, the number which you want to round. =INT(2.9) Rounds 2.9 to nearest integer that is less than 2.9. The answer is 2.
=INT(-5.69) Rounds -5.69 to nearest integer that is less than 5.69. The answer is -6. LN(number) Returns the natural logarithmic value of the given number. Natural logarithms are based on the constant e (2.71828182845904). It takes a single argument, number, whose logarithmic value you want to determine. Returns the logarithmic value of the given number to the specified base. It takes two arguments: number: Specifies the number whose logarithmic value you want to determine. base: Specifies the base of the logarithm. =MOD(8, 3) Returns the remainder of 8 divided by 3. The answer is 2. =LN(2.7) Returns the natural logarithmic value of 2.7.
LOG(number, base)
=LOG(81, 2) Returns the base-2 logarithmic value of 81.
MOD(dividend, divisor)
Returns the remainder of the division of the given numbers. It takes two arguments: dividend: The number to be divided. divisor: The number that
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Description divides the dividend. Example
Function Name
POWER(number, power)
Returns the number specify power. It arguments:
raised to a takes two
=POWER(2.5, 2) Returns 2.5 raised to the power 2. The answer is 6.25.
number: Specifies the number to be raised. This is called base. power: Specifies the power to which the number should be raised. This is called exponent.
=POWER(125, 1/3) Returns the cube root of 125 which is 5.
You can also use this function to determine the n-th root of a given number by specifying the power in fraction, 1/n. For example, if you want to find the square root of a number, raise the number to the power of 1/2. Similarly, to determine cube root, raise the number to 1/3. QUOTIENT(dividend, divisor) Returns the quotient of the division of the given numbers. It takes two arguments: RADIANS(angle_in_degrees) dividend: The number to be divided. divisor: The number divides the dividend. that =RADIANS(180) Converts 180o to equivalent radians. The answer is 3.141592654. =ROUND(1.495, 2) Rounds off 1.492 to two decimal places. The answer is 1.49. =QUOTIENT(8, 3) Returns the quotient of dividing 8 by 3. The answer is 2.
Converts the specified angle (in degrees) to radians. It takes a single argument, angle_in_degrees, the angle which is to be converted to radians. Rounds a given number to a specified number of digits. It takes two arguments: number_to_round: Specifies the number that you want to round off. number_of_digits: Specifies the number of digits that you want to keep to the right of the decimal point.
ROUND(number_to_round, number_of_digits)
=ROUND(A2, 3) Rounds the content of cell A2 to three decimal places. =SIGN(4.56) Returns 1 because the given number, 4.56, is positive number.
SIGN(number)
Determines the sign of the given number. It takes only a single argument, number, whose sign you want to determine. The SIGN() returns: 1: If the given number is positive.

Function Name Description 0: If the given number is 0. -1: If the given number is negative. Example
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=SIGN(-0.0001) Returns -1 because the given number, -0.0001 is negative number. =SIN(4.16) Returns the sine of 4.16 radians. =SQRT(54.025) Returns the square root of 54.025. The answer is 7.350170066. =SUM(3.5,1.2,45) Sums the values, 3.5, 1.2 and 45. The result is 49.7.
SIN(desired_angle)
Returns the sine of the given angle, the angle is in radians. It takes a single argument, desired_angle, the angle whose sine you want. Returns the square root of the given number. It takes a single argument, number, whose square root you want to determine.
SQRT(number)
SUM(number1, [number2], [number3], [number4], ...)
Returns the sum of all numbers passed to it as arguments (maximum upto 255 numeric arguments). Each argument can be a range, a cell reference, an array, a constant, a formula, or the result from another function.
=SUM(C3:C7) Sums the contents of cell C3 to C7.
TAN(desired_angle)
Returns the tangent of the given angle, the angle is in radians. It takes a single argument, desired_angle, the angle whose tangent you want. Returns the integer part of the given number after dropping the fractional part. It takes only a single argument, desired_number, the number to be truncated.
=TAN(-1.54) Returns tangent radians. of the -1.54
TRUNC(desired_number)
=TRUNC(-8.954) Returns integer part of -8.954. The answer is -8.
Using Date and Time Functions

Date and time functions are used specifically for date and time math calculations and conversions. Date math and time math have the capability to calculate elapsed time, add time to a given date or time, or calculate the difference between two dates or times. The following functions are used for these calculations.
DATEVALUE
This function converts a text string into a valid date (in other words, a date serial number). The text string must contain data that is recognizable as a date. The function recognizes text entered in any of the date formats shown in the Number tab in the Format Cells dialog box, when you choose the Date category. You can specify any date from January 1, 1900 to February 6, 2040. The format of a DATEVALUE function is =DATEVALUE(text)
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1/25/91
An example of the DATEVALUE function and its result is = DATEVALUE (B5), where B5 contains
The result, 31801, is the number of days between 1/1/00 and 1/25/91.
DAY, MONTH, and YEAR

These functions return the day, month, or year corresponding to a specified date. The date variable can be any valid date entered as the number of days elapsed since January 1, 1900. The value can also be a reference to a cell containing a valid date, or it can be any date expression resulting in a valid date. These functions break a date into its various portions. The following syntax is used for the DAY, MONTH, and YEAR functions: =DAY(date)MONTH(date)YEAR(date) Suppose cell B2 contains the date 2/24/91. Here are some examples of these functions and their results: DAY(B2): 24 MONTH(B2): 2 YEAR(B2): 2007
NOW
The NOW function pulls the current date and time from the DOS startup date and time. The value is returned as a number with a decimal value, as in 2245.2025. The integer part of this number represents the date (in "days elapsed" format) and the fractional part represents the time (in "time elapsed" format). The NOW function's format is =NOW( ) There is no argument for the function. You can simply format the value into a date using any of the date formats in the Number tab in the Format Cells dialog box, when you choose the Date category. Or you can format the value into a time using the time formats in the Number tab in the Format Cells dialog box, when you choose the Time category. You can also use the TRUNC function to separate the two portions, as in =TRUNC(NOW( )). This formula strips off the decimal portion of the date/time serial number, turning it into a date only. You can then format this date or use the DAY, MONTH, and YEAR functions to split the value even further.
TIMEVALUE
The TIMEVALUE function converts a text string into a valid time. The text string must be recognizable as a time entry. It should resemble any of the time formats in the Format Number command. The result is displayed in the "time elapsed" format but can be formatted with the Format Number command. Enter times as text strings by typing them in two or three parts (for example, 12:30 or 12:30:15) or by including the AM/PM (for example, 12:30:00 AM). The format for the TIMEVALUE function is =TIMEVALUE(text) The following is an example of the function and its result: =TIMEVALUE(B4), where B4 0.9828125contains '11:35:15 PM'
The numerical result can be formatted as the valid time 11:35:15 PM.
WEEKDAY
This function converts a serial number to a day of the week as a value from 1 to 7. The value 1 equals Sunday, 2 equals Monday, and so on. To format this value as the
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appropriate day name, use the Format Cells command and, on the Number tab, specify the custom date format "dddd" by choosing the Custom category to create the format. The syntax for the WEEKDAY function looks like this: =WEEKDAY(date) An example of this function and its result is =WEEKDAY(1/1/91) 6 The 6 can be formatted as the weekday name Thursday using the "dddd" format.
Using Logical Functions

Logical functions are used to create logical tests. A test enables a formula to make a decision based on particular data. A test can determine whether a value is greater than 25, and the formula making the test can perform one function if true, and another if false.
IF
The most common and useful logical function is the IF function, which allows you to develop several kinds of tests based on the operators used in the test statement. IF is often combined with other logical functions to create more specific tests. The syntax for the IF function looks like this: =IF(condition,value if true,value if false) The IF function tests that a condition is true or false. If the condition proves true, one value is returned. If the condition proves false, another value is returned. To prove a condition true or false requires a relational operator. Excel offers several: > Is greater than < Is less than = Is equal to >= Is greater than or equal to <= Is less than or equal to <> Is not equal to In the following example, you can substitute any of these operators for the one given: =IF(A1=A2,"Right","Wrong") If the value of A1 is equal to that of A2, the formula returns Right. Otherwise, the formula returns Wrong. The value if true and the value if false can be any constant value, cell reference, or formula. Perform the steps in the upcoming To Do exercise to build a logical formula to test a condition and show results with the words Yes and No. Then you copy the formula to a column to test the condition for all the sales data. The results in the last column show either the word Yes or No in each cell that contains a logical formula. You start by entering data in a blank worksheet to prepare for building a logical formula.
ISBLANK
This function tests whether a cell is blank. If the specified cell is blank, a value of TRUE is returned; otherwise, FALSE is returned. The referenced cell can be any valid cell in the worksheet. The ISBLANK function is commonly used with the IF function to test for a blank cell and then perform some action based on the outcome. For example, you can use ISBLANK with IF to print a message next to cells that need to be filled in and then remove the message after the data is entered. The ISBLANK function's format is
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=ISBLANK (cell) The corresponding formula follows: =IF(ISBLANK(B5) = FALSE, "", "Please enter the amount in cell B5")
ISERR
This function tests whether a specified cell contains an error. If so, then a value of TRUE is returned. Otherwise, FALSE is returned. The ISERR function is commonly used with the IF function to "trap" errors in the worksheet and allow control over the result of the error. Normally, any calculation that references a cell containing an error causes #VALUE! or some other error message to be returned. But using the ISERR function, you can pinpoint the error. The syntax for the ISERR function is =ISERR(cell) For example: =IF(ISERR(B5) = TRUE, "Invalid entry in cell B5", B5*B6) This formula tests whether the value of B5 is an error. If so, the phrase Invalid entry in cell B5 is returned. Otherwise, the desired calculation is performed.
Is It True or False?
TRUE and FALSE return TRUE and FALSE as values.
AND
The AND logical function returns the value TRUE if all of its arguments are true; otherwise it returns the value FALSE. The syntax for the AND function is =AND(Condition 1,Condition 2...) You can test up to 30 conditions with the AND function. Typically, you use the AND function with the IF function to return a value based on more than one condition. For example, there are only two possible grades for marking a student mid-term and final term papers: P (Pass) and F (Fail). To pass the course, a student must have a mark that is >=50 for each term paper. The AND function combined with the IF function would look like this: =IF(AND(B2>=50,C2>=50,"P","F") Cell B2 contains 51 and cell C2 contains 95. The AND function tests whether both marks satisfy this condition. If both marks are >=50, the return value of the AND function will be TRUE, and the IF function's value of P (Pass) will appear in the cell. Otherwise the return value of the AND function will be FALSE, and the IF function's value of F (Fail) will appear in the cell.
OR
The OR logical function returns TRUE if one or more of its arguments is true; otherwise it returns FALSE. The syntax for the OR function is =OR(Condition 1,Condition 2...) You can test up to 30 conditions with the OR function. Typically, you use the AND function with the IF function to return a value based on more than one condition. Typically, you use the AND function with the IF function to return a value based on more than one condition.
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For example, there are only two possible grades for marking a student mid-term and final term papers: P (Pass) and F (Fail). To pass the course, a student must have a mark that is >=50 for either term paper. The OR function combined with the IF function would look like this: =IF(OR(B2>=50,C2>=50,"P","F") Cell B2 contains 51 and cell C2 contains 95. The OR function tests whether either mark satisfies this condition. If either mark is >=50, the return value of the OR function will be TRUE, and the IF function's value of P (Pass) will appear in the cell. Otherwise the return value of the OR function will be FALSE, and the IF function's value of F (Fail) will appear in the cell.
NOT
NOT reverses the logic of an argument. True arguments become false and vice versa. The format of the NOT function looks like =NOT(logical) The NOT function returns the value TRUE if the logical argument is false. Conversely, the NOT function returns the value FALSE if the logical argument is true. Use the NOT function when you want to make sure a value is not equal to one particular value. Suppose you are told that you need to create a formula that does something if the city is Boston or New York. An approach would be to specify that you're interested in cities that are not Denver. This way, all cities that are not Denver will return TRUE. Here's an example of using the NOT function: =Not(B5="New York") The NOT function returns TRUE if B5 contains anything except New York.
Using Lookup Functions

Lookup functions search for values within tables or lists. Each lookup function uses a different method for searching and returning values. Each method is suited for a particular task. Anytime your worksheet uses tables to hold values, such as tax tables or price tables, you can employ a lookup function for added power in the application.
VLOOKUP and HLOOKUP

These two lookup functions search for values in tables based on a lookup value, the value you are trying to match. For example, a tax table contains tax rates based on income. Income is the lookup value. VLOOKUP searches vertically in a column of values and then returns a corresponding value from the table. HLOOKUP searches horizontally in a row of values and then returns a corresponding value from the table. If the lookup range within the specified table range contains text strings, the search variable must also be a text string. In such cases, the lookup function must be able to find an exact match for the specified information, including upper- and lowercase letters. If no match is found, the function returns the error #VALUE!. The data in the table (that is, the value to be returned) can be numeric values or text. The syntax for the HLOOKUP function is =HLOOKUP(value,range,row offset) As an example, suppose you have a table of prices for merchandise and want to search that table for item number 125. When item number 125 is located in the table, the price of the item is returned. The VLOOKUP function searches vertically in a column of values and then returns a corresponding value from another table column. The function works like this: =VLOOKUP(value,table range,offset)
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An example of a vertical lookup function is =VLOOKUP(B2,A4:B10,2)
Lookup Wizard
Excel's Lookup Wizard can step you through searching for values in tables based on a lookup value, the value you are trying to find. As an example, if you have a price table that contains prices for merchandise based on item numbers, price is the lookup value. What if you want to search that table for item number 50? The Lookup Wizard searches vertically in a column of values and horizontally in a row of values, finds the value at the intersection of the column and row, and then returns that value from the table. For instance, the price of item number 50 is returned and copied into a cell on the worksheet. Excel can copy the results in two ways: Copy just the lookup formula with its result into a cell. Copy the lookup formula with its lookup parameters (the column label, the row label, and the formula with its result).
Using AutoSum
The AutoSum button on the Standard toolbar is one of the most useful tools in Excel. AutoSum automatically totals a range of values. Click into the cell where you want the total to appear and click the AutoSum button. The SUM formula appears in the cell and a marquee surrounds the range of values in the column. Click the AutoSum button again. A total of the range in the column directly appears in the last cell. AutoSum can total cells in a row, as well as a column. Click the first empty cell in a row that contains values and click AutoSum. The SUM formula appears in the cell and a marquee surrounds the range of values in the row. Click the AutoSum button again. The total of the preceding cells appears in the last cell.
Using SUMIF and COUNTIF Functions

Using SUMIF Function
Adds the cells specified by a given criteria. Syntax SUMIF(range,criteria,sum_range) Range is the range of cells that you want evaluated by criteria.
Criteria is the criteria in the form of a number, expression, or text that defines which cells will be added. For example, criteria can be expressed as 32, "32", ">32", or "apples". Sum_range are the actual cells to add if their corresponding cells in range match criteria. If sum_range is omitted, the cells in range are both evaluated by criteria and added if they match criteria.

Using COUNTIF Function
Counts the number of cells within a range that meet the given criteria.
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Syntax COUNTIF(range,criteria) Range is the range of cells from which you want to count cells. Criteria is the criteria in the form of a number, expression, cell reference, or text that defines which cells will be counted. For example, criteria can be expressed as 32, "32", ">32", "apples", or B4.
Using Nested IF Function

It is possible to nest multiple IF functions within one Excel formula. You can nest up to 7 IF functions to create a complex IF THEN ELSE statement. The syntax for the nesting the IF function is: IF( condition1, value_if_true1, IF( condition2, value_if_true2, value_if_false2 )) This would be equivalent to the following IF THEN ELSE statement: IF condition1 THEN value_if_true1 ELSEIF condition2 THEN value_if_true2 ELSE value_if_false2 END IF This syntax example demonstrates how to nest two IF functions. You can nest up to 7 IF functions. condition is the value that you want to test. value_if_true is the value that is returned if condition evaluates to TRUE. value_if_false is the value that is return if condition evaluates to FALSE. Let's take a look at an example:
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Based on the Excel spreadsheet above: =IF(A1="10X12",120,IF(A1="8x8",64,IF(A1="6x6",36))) =IF(A2="10X12",120,IF(A2="8x8",64,IF(A2="6x6",36))) =IF(A3="10X12",120,IF(A3="8x8",64,IF(A3="6x6",36))) would return 120 would return 64 would return 36
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CHAPTER 4: USING CHARTS AND GRAPHICS OBJECTS
Working with Graphics Objects

What Is a Graphics Object?
Clip art, word art, pictures, photographs, or any shape you draw is called a graphics object. After you add a graphics object to your worksheet, you can select it and perform actions such as copying, moving, sizing, and applying attributes. The possibilities are endless. With Excel's powerful drawing tools, you can create a simple illustration with rectangles, squares, ovals, circles, straight lines, curved lines, and freeform lines; and then you can embellish your drawing with the editing tools on the Drawing toolbar.
Why Use Graphics?

As they say, a picture is worth a thousand words. And how! When you add graphics to your worksheets, you're adding emphasis, visual impact, excitement, and visual interest with a sprinkling of artwork. Despite the huge variety of wonderful clip art that's available, you still might not be able to find that perfect image. Or perhaps you'd just prefer to create your own art. In either case, you don't have to be a talented artist to create vibrant, eye-catching graphics. Excel gives you such a wealth of artwork and effects to add to your worksheets that you might not know where to begin. But, nevertheless, graphics can make your worksheets explode with life and energy.
Using the Drawing Toolbar

Like drawing on paper, using Excel's Draw feature takes patience and practice. The Drawing toolbar offers many drawing tools for drawing and modifying lines and shapes, including 3D shapes. The drawing tools also come in handy for annotating your worksheet data and charts. To display the Drawing toolbar, you click the Drawing button on the Standard toolbar. To hide the Drawing toolbar, click the Drawing button on the Standard toolbar again. The following table lists the drawing tools on the Drawing toolbar. Tool Draw What It Does Displays a Draw menu that contains commands for rotating, flipping, nudging, and positioning objects. Selects drawing objects so that you can move or edit them. Adds predesigned shapes to your drawing. Adds solid, dotted, and dashed lines to your
Select Objects AutoShapes Line
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What It Does drawing.
Tool
Arrow Rectangle Oval Text Box Insert WordArt Insert Diagram or Organization Chart Insert Clip Art Insert Picture from File Fill Color Line Color Font Color Line Style
Adds arrows to your drawing. Adds a rectangle or square to your drawing. Adds an oval or a circle to your drawing. Adds a box into which you can type text. Lets you worksheet. insert WordArt into your
Lets you insert a diagram or organization chart into your worksheet. Lets you insert clip art into your worksheet. Lets you insert a picture file into your worksheet. Adds, removes, and changes the fill color in an object. Adds and removes lines and changes the line color in an object. Changes the color of the font. Changes the line style for lines in objects. Choose any line style from thick to thin from the Line Style palette. Changes the line style from dots to dashes. Changes the arrowhead type for a line, an arc, or a polygon. Adds and removes a drop shadow from the border of selected objects. Adds and formats 3D objects.
Dash Style Arrow Style Shadow Style 3-D Style
After you draw an object, small squares, called selection handles, surround the object's border. The selection handles indicate the object is selected and let you modify the object. Before you can move, resize, or edit an object, you must select it. To select an object, just click anywhere on it. When the selection handles appear, you can then use the handles to move and resize the object. Other alterations you can make to an object you have created include changing the color, border, and fill. Filling an object places a pattern or color inside the object to make the shape more interesting. You can also delete objects when you no longer need them.
Adding an AutoShape
The standard shapes available are a line, rectangle, square, oval, and circle. For a greater variety, use those available via the AutoShapes menu on the Drawing toolbar. To add an AutoShape to your worksheet, click the AutoShapes button on the Drawing toolbar and choose an AutoShape type from the menu. Then click the shape that you like.
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On your worksheet, click and drag to create the shape. For example, if you click Callouts on the AutoShapes menu, choose the Cloud Callout, and hold down the Shift key while dragging the crosshair pointer diagonally across the cells, Excel inserts the cloud shape on your worksheet. An insertion point appears inside the cloud, ready for you to type text. Type My Artwork and click any cell in the worksheet The Draw menu on the Drawing toolbar contains a command intended for use with AutoShapes. The Change AutoShape command is a special command for converting one AutoShape to another. To change an AutoShape, click the Draw button on the Drawing toolbar and choose Change AutoShape. You should see a menu of shape types. Click a shape type, and a palette of shapes appears. Click any AutoShape you like. Excel inserts the shape into your worksheet. Rather than change the AutoShape, you can delete the AutoShape and start over. Be sure to select the AutoShape you want to remove and then press the Delete key. Repeat the steps mentioned earlier to insert a different AutoShape.
Adding Clip Art

Instead of drawing your own pictures in your worksheet, you can use ready-made clip art and photographs to spruce up your data. Plenty of pictures come with Excel, so all you have to do is insert a picture wherever you want it to appear in a worksheet. Excel's clip art collection contains a myriad of professionally prepared pictures that can enhance a wide range of topics. Microsoft organizes clip art by descriptive keywords including almost any popular artfrom academic to zoo. In addition to art, you can insert sound effects, music, videos, and other media clips into your worksheets to add auditory and visual interest. You can get clip art from the following places: Microsoft's clip organizer Clip art on the Web Clip art software packages
Understanding Microsoft Clip Organizer

The Microsoft Clip Organizer lets you store collections of your favorite clip art, photos, and sounds. Excel automatically adds any clips you select from the Web to the Clip Organizer. To organize your clips, click Organize Clips at the bottom of the Clip Art task pane, and the Microsoft Clip Organizer appears. Click a folder in the Collection List in the left pane, and click Search or Clips Online to find and select the clips you want to store in the folder. For example, click the + next to Downloaded Clips, click the Academic folder, and then click Search or Clips Online to find and download your favorite academic clips. After you download clips into the Microsoft Clip Organizer, you can copy and paste any clip you want. Simply point to a clip, click the down arrow on the right side of the clip, and choose Copy. Right-click in a cell on the worksheet where you want the clip to appear and choose Paste. In addition to copying and pasting clips from the Microsoft Clip Organizer, you use clips that come with Excel. You can insert clip art pictures in your worksheet with the Insert, Picture, Clip Art command. For example, you could insert a graphic in a sales report to spice it up.
Adding Special Effects with WordArt

You can use Excel's WordArt to create special text effects and insert the text into your worksheet. Perhaps you want to create logos, display type, or other interesting and eye-
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catching text for your Excel worksheets using WordArt. You can bend, twist, turn, and angle WordArt text; change the font size, and font style; and add formatting features to the text using one or more colors or textures. You can even add a drop shadow to the text.
Creating a WordArt Object

When you create a WordArt object, you can take creative license to make up any kind of logo, fancy text, or piece of text artwork to embellish your worksheet. WordArt styles range from funky to serious and sombre. The steps to insert a WordArt are: 1. Click the Insert menu and choose Picture, WordArt. The WordArt Gallery dialog box opens. Thirty WordArt styles are available. 2. Select the WordArt style for the fancy text you're going to create. 3. Click OK to confirm your style selection. The Edit WordArt Text dialog box appears. This dialog box is where you type your text for the WordArt object. You can also change the font, font size, and font style here. 4. After entering text in Edit WordArt Text dialog box click OK. The WordArt object and WordArt toolbar should appear in your worksheet. 5. Click outside of the WordArt logo to deselect the object and hide the WordArt toolbar.
Manipulating Graphics Objects

You can move an object wherever you want in the worksheet. First you need to select the object, and then you can use the mouse to move the object to a new location. The images you place in the worksheet might need to be moved to a better position. Some images might be overlapping each other or hiding data in the worksheet. In these cases, you would want to move the objects to a different place on the worksheet. In addition to the editing tools on the Drawing toolbar, commands on the Draw menu on the toolbar let you work with your drawing objects or with clip art images that have been inserted with the Insert, Picture, Clip Art or Insert, Picture, From File commands. These Flip commands let you flip an object left, right, up, or down. The Rotate commands enable you to rotate objects at an angle, so they appear slanted on the worksheet. Excel lets you enlarge or reduce the size of an object. After you select an object, you can use its selection handles (circles) and the mouse to resize the object. When the pictures in your worksheet are in place, you can do one more improvement to make them pictureperfectyou can resize them.
Moving Objects
Moving an object in Excel is easy. But before you can move an object, you must select the object. Just click anywhere on the object to select it. Then point to the object and drag it to the new location.
Resizing Objects
After you insert an object and place it where you want in the worksheet, you can stretch or shrink the object to improve its appearance. Making an object shorter, taller, wider, or narrower can make a difference in how the object looks in proportion to other objects and your data on the worksheet. You resize an object by pointing to a selection handle. When you see a double arrow, drag the handle until the object is the size you want.

Rotating Objects
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The fastest and easiest way to rotate an object is to drag the green rotation handle that appears at the top of a selected clip left or right. Another way to rotate an object is to use Excel's Free Rotate tool on the Drawing toolbar. To rotate an object, click the Free Rotate tool and drag the round handles in the direction in which you want to rotate the object. Click anywhere in the worksheet to turn off the rotate option. Another way to rotate an object is to use the Flip or Rotate command on the Draw menu. Then you can pick the type of rotation you want from the Rotate menu.
Flipping Objects
The Draw menu on the Drawing toolbar has the Rotate or Flip command that you use only with Drawing objects. This special command controls the orientation of the selected object and can be used to create mirror images.
Combining Multiple Objects

Objects can overlap each other. When you draw an object in the same general location as an existing object, the new object covers up the previously drawn object. You can use this feature to strategically create special effects, but you might need to change the overlapping order of objects if you don't happen to draw them in the correct sequence. Excel's Bring to Front, Send to Back, Send Forward, and Send Backward commands let you position the objects where you want them on the worksheet. You can also group objects so that they respond as a single object. This procedure is similar to selecting several cells at the same time, but grouping objects keeps them together as a single object until you ungroup them. Once you group objects together, you can modify the grouped object by using any of the formatting commands you use for a single object.
Positioning the Objects

Each object that is placed on the worksheet exists on its own layer. Therefore, some objects (those that are closer to the top of the pile) can appear to cover up parts of other objects (those toward the bottom of the pile). New objects are drawn at the very front of the slide (on the top of the pile). Because objects toward the front of the slide can cover those toward the back, it is often necessary to change the order of the objects. Fortunately, commands on the Draw menu are available for just that purpose. If you want an object to appear behind all of the other objects (so that those objects can hide part of the object in the back), select the object and then select the Send to Back command on the Draw menu. On the other hand, if you want an object to appear at the very front of the worksheet (so that all of it is visible and it covers up parts of the objects behind it), select the object and then select Bring to Front on the Draw menu. In general, text should appear at the very front of the drawing. You exercise even greater control over the order of the objects on the slide by using the Send Backward and Bring Forward command on the Draw menu.
Grouping Objects
After you've drawn and carefully placed several objects, group them to prevent accidentally messing up your placements. By creating a group, you can use a single command to change all the objects at once; for example, when you want to perform an action, such as adding a fill color, to more than one object at a time.
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Select the first object and then hold down the Shift key while selecting additional objects. Next choose Group from the Draw menu. The objects are now grouped together into one object. Only one set of selection handles surround all the objects in the group. If you change your mind and no longer want to group the objects, select the object and choose Ungroup from the Draw menu. The objects are independent again. After you ungroup the objects, you don't have to reselect them with the Shift+click method to group them again. Just select one of the objects and choose Regroup from the Draw menu. To work with an individual object, make sure that you select one of the objects before you do anything else. This step ensures that the group is no longer selected.
Modifying a Grouped Object

You can modify a grouped object the same way you would an individual object. Make sure the grouped object is selected and then use any of the tools on the Drawing toolbar to modify the grouped object.
Deleting Graphics Objects

Deleting a graphics object is easier than inserting or creating it. Just click the object to select it and then press the Delete key. Excel removes the graphics object from the worksheet. You can delete grouped objects this way, too. If you want to bring the object back, it's never too late. Just click the Undo button on the Standard toolbar. Excel displays the graphics object on your worksheet.
Adding a Chart
Why Use a Chart?
Rather than using only a worksheet to represent data, you can create a chart to represent the same data. For example, you might want to create a chart and print the chart and worksheet together for a presentation. That way, your audience can easily see trends in a series of values. If you change any data in the specified chart range, Excel will update the chart accordingly, to reflect the new data in the worksheet. Perhaps you want to track the sales trends of several products with a line chart. Make as many "what if?" projections as you want in the worksheet by increasing and decreasing the values. As you change the values in the worksheet, Excel updates the chart instantly. Excel's charts let you view the sales trends in a picture representation onscreen and the numbers in the worksheet simultaneously, making your sales forecasting more efficient. Charting is really simple to do. Don't let all the charting commands and options make you think otherwise. The most common chart types include pie, bar, column (default), line, and area.
Creating Charts with the Chart Wizard

One of the terrific features in Excel is the Chart Wizard. The easiest way to create a chart in Excel is to use the Chart Wizard. The Chart Wizard leads you step by step through the task of creating a chart. Excel plots the data and creates the chart where you specify on the worksheet.
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Creating charts with the Chart Wizard is a snap because you get help every step of the way. You are guided through four dialog boxes from which you create your chart: Chart Type, Chart Source, Chart Options, and Chart Location. You can preview the sample chart in all the steps and make changes to the chart at any time. You can select data before you create a chart, or if you don't select anything and your worksheet is relatively simple, Excel grabs the data automatically. You begin with Excel's default (or automatic) chart and then modify it to your liking. With so many chart types and options, you have carte blanche for creating a chart that best suits your needs. All charts start out basically the same. You have to create a basic chart with Excel's automatic settings before you can create more customized charts. If desired, you can modify the basic chart, using various tools. The first task is to select the data you want to chart. The second task is to bring up the basic chart.
Selecting the Chart Type and Subtype

You can choose a chart type from the Chart Type list and then choose a chart subtype from the Chart Subtype gallery in a Chart Wizard dialog box. A description of the chart type appears in the lower-right side of the Chart Wizard dialog box when you click a chart subtype.
Choosing the Data Range and Series

To control the orientation of your chart, you choose the data range and then plot a series in rows or columns. Sometimes when Excel produces a chart from a highlighted range, the chart is backward. The data series appears where categories should be and vice versa. How does Excel know which orientation to use? Well, Excel makes a guess based on your selected data. If you have more columns than rows, the columns become the categories on the x-axis. If you have more rows than columns, the rows become categories along the xaxis. You can always change Excel's orientation for a chart if Excel guesses wrong. Here's how you can change the orientation. Choose to plot your data in rows if you want the rows to be translated into data series and columns into categories. The rows option is best used when the selected data range contains more columns than rows. In the Chart Wizard Step 2 of 4Chart Source Data dialog box, you select the Rows option. In some instances, you can create a chart by plotting your data in columns, which turns your columns into data series and rows into categories. This situation would occur when you have more rows than columns. The chart's appearance depends on your choice, so make sure you choose a setup that fits your needs best. When you select a range for the chart, be sure to include the labels such as the months of the year and the categories at the beginning of each. However, do not select the totals in rows or columns.
Setting Chart Options

All kinds of chart options are available for your chart, including titles, axes, gridlines, legend, data labels, and data table. These are the tabs in the Chart WizardStep 3 of 4 Chart Options dialog box. Here's where you can add descriptive text to the chart if you like. For example, you can add labels to the Category (X) axis along the bottom of the chart and Value (Y) axis labels along the left side of the chart.
Choosing a Location for the Chart

In the final Chart Wizard dialog box, you can specify where you want to place the chart. You have two choices: As New Sheet and As Object In. The As New Sheet option lets you
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insert the chart on a separate chart sheet. A chart sheet is a separate element from the worksheet and is stored in the current workbook. The As Object In option enables you to insert the chart as an object in the worksheet that contains the data you're charting. A chart object on a worksheet is useful for showing the actual data and its graphic representation side by side.
Chart Formatting Techniques

Many people like to change the chart colors, lines, patterns, and styles of the data series for special effects. Although Excel's default colors and patterns help to distinguish one data series from another, you might find some colors and patterns more attractive than others. For example, you might want to remove all patterns and use only color. The vertical axis in a chart is referred to as the Value axis. Excel automatically scales the value axis for your charts to best fit the minimum and maximum values being charted. The values along the vertical (Y) or horizontal (X) axis are set with minimum and maximum values, as well as a number of intermediate points along the axis. These intermediate points are called major units and minor units. You can choose from a number of axis and tick-mark formats to change the appearance of an axis. You can change the view of a 3D chart by using the Chart, 3-D View command. The view options let you adjust the elevation and rotation of the chart. Excel places category labels next to the horizontal axis along the bottom of the chart. If you're not satisfied with the category labels that go with your chart, you can change them. You can angle the text upward or downward.
Changing Chart Colors, Lines, Patterns, and Styles

Most of the color, line, pattern, and style options in the Format Axis dialog box are selfexplanatory. But here are some highlights if you want the real lowdown on the options. If you have a color printer, keep in mind that the patterns have two parts: the foreground and the background. Each part can be a different color. The foreground is the pattern itself, and the background is the color on which the pattern is drawn. Experiment with the foreground and background colors to see how these work. Note that the solid pattern (the first pattern in the list) provides the solid version of whichever foreground color you choose. The Patterns tab is divided into two groups for data seriesBorder options and Area optionswhich might require some explanation. The Border options affect the perimeter of the selected element, including the style, color, and thickness of the border line. The Area options control the inside of the element, such as its color and pattern. The Automatic option tells Excel to take care of choosing the colors and patterns.
Formatting an Axis
The Axis options include the style, color, and weight of the axis line. The Tick Mark Type options involve styles for the major and minor tick marks on an axis. The Tick Labels options control the appearance of the scale numbers that appear along the Value (Y) axis.
Changing Chart Views

If you have a 3D chart, you can change the way you view it by using Excel's 3-D View command. To change the view of a 3D chart, select the chart and choose Chart, 3-D View. The 3-D View dialog box opens. Click the large up or down arrow to change the elevation of the chart. Click the large rotation buttons to rotate the chart. Then click OK. Excel changes the view of your 3D chart. If you don't care for the results, repeat the steps to change the elevation and rotation until you get the view you want.

Using Rotated Text on a Chart
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If you want to rotate the category text labels along the bottom of the chart, you can angle them upward or downward. By default, Excel angles Category axis labels upward. To rotate text for category text labels, in the Chart Objects list on the Chart toolbar choose Category Axis. Click the Angle Clockwise or Angle Counterclockwise button on the Chart toolbar. Excel slants the text along the x-axis in the direction you chose.
Copying a Chart to Microsoft Word

Most of the time, Microsoft Office applications work fairly well together. For instance, you might be creating a report for a presentation, and you need to include a chart along with the report. Fortunately, you can embed an Excel chart directly within a report you happen to be creating in Word. This is done in the following manner: 1. Select the Excel chart you wish to embed in your Word document. (Make sure you select the entire chart, and not just a portion of it.) 2. Press Ctrl+C to copy the chart to the Clipboard. 3. Switch to the Word document. 4. Position the insertion pointer where you want the chart placed. 5. Choose Paste Special from the Edit menu. The Paste Special dialog box appears. 6. Select the Microsoft Excel Chart Object as the preferred method of pasting. 7. Make sure the Paste Link radio button is selected. 8. Click on OK. Word inserts the linked chart in your document.
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CHAPTER 5: PRINTING YOUR WORKSHEET
The Value of Hard Copy

Eventually, when you've built a worksheet that's a masterpiece, you'll want other people to see it. Even if it isn't a masterpiece, you probably have no choice, because most worksheets are created for the sole purpose of distribution. You have some choices about the way your publication is printed, and in this hour you check out the options available to you. With a little experimentation and practice, you can to create some very interesting printed results.
Setting Up Your Page

In Excel, you can print your worksheets just the way they look after you enter the data, or you can enhance the printout using several page layout options. When you select Excel's Page Setup command, the Page Setup dialog box offers four tabs: Page, Margins, Header/Footer, and Sheet. In this section, you learn how to change the orientation and paper size on the Page tab; change the page margins on the Margins tab; work with headers and footers using the Header/Footer tab; and use the Gridlines option on the Sheet tab.
Changing the Orientation and Paper Size

The Page tab in the Page Setup dialog box is where you can change the page orientation and paper size. The two choices for page orientation are Portrait (vertical), which is the default, or Landscape (horizontal). As for the paper size options, the default paper size is Letter (8.5x11), but you can choose Legal (8.5x14); Executive (7.25x10.5); A4, A5, and B5 (European sizes); envelopes; index cards; or a customized paper size.
Changing the Page Margins

Margins are the empty spaces around the four edges of a page. Setting margins in Excel is very easy to do on the Margins tab in the Page Setup dialog box. You can change the margins before, during, or after you enter data in a worksheet. Excel presets the top and bottom margins at 1" and the left and right margins at 0.75." You can adjust the margins for the top, bottom, left, and right sides of a page, as well as set the header and footer margins.
Printing Gridlines
By default, Excel worksheets print without gridlines, which separate the cells. Your worksheets often look cleaner without the grids. However, you can change the overall appearance of your worksheet by printing the gridlines.
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Adding Headers and Footers

Headers and footers are lines of text that you can print at the top and bottom of every page in a print jobheaders at the top, footers at the bottom. You can include any text, the current date and time, or the filename, and you can even format the information in a header and footer. Excel also gives you a variety of preset headers and footers to choose from in case you don't want to create your own. Because a workbook can contain multiple worksheets, you might need to reference a cell in another worksheet, or even another workbook file. No problem! As long as you follow the proper syntax, you can type a formula that contains a reference to any file.
Choosing What to Print

Introduction to Print Selection
In some cases, you might want to choose what to printperhaps only a portion of the worksheet, and not the whole worksheet or workbook. Excel's Print Area feature lets you single out an area on the worksheet that you want to print. The Print Titles feature lets you repeat the title, subtitle, column headings, and row headings on every page. Excel's Fit To option lets you shrink the pages to fit any number of pages you want by shrinking a worksheet down so small that you can't read the text. If you shrink it to some suitable multiple-page setting, such as 1 page wide by 3 pages high, you could read the text comfortably.
Selecting a Print Area

To print specific portions of a worksheet, such as a range of cells, you can single out an area as a separate page and then print that page. Before you select a print area, you need to think about which area you want to single out, excluding any column and row headings that are going to print at the top edge and left side of every page. To select the print area, highlight the cells that contain the data. Don't highlight the column and row headings. Next click File, Print Area, Set Print Area. Excel inserts automatic page breaks to the left and right and the top and bottom of the range you selected. You should see a dashed line border around the print area. To remove the print area, click File, Print Area, and Clear Print Area. The automatic page breaks should disappear in the worksheet.
Printing the Column and Row Headings

You can select titles that are located on the top edge (column headings) and left side (row headings) of your worksheet and print them on every page of the printout.
Fitting Your Worksheet to a Number of Pages

If you have a large worksheet divided into several pages, you can shrink the pages to fit on one page by using the Fit To option. For instance, if the worksheet is two pages wide by three pages tall, you can reduce the worksheet to fit on one page by selecting the Fit To option. Because the default setting for this option is one page wide by one page tall, Excel prints your worksheet on one page. You can compare the Fit To option to the reduction feature on a copier machine.
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The Fit To option works this way: Click the File menu and choose Page Setup. When the Page Setup dialog box opens, click the Page tab. In the Scaling section, choose the Fit To option. Specify the number of pages wide by the number of pages tall.
Controlling Where Pages Break

About Page Breaks
If your worksheet is too large to fit on one page, Excel splits the work over two or more pages. Excel makes the split based on your current page dimensions, margins, and cell widths and heights. Excel always splits the worksheet at the beginning of a column (vertically) and/or row (horizontally), so the information in a cell is never split between two pages. An automatic page break appears as a dashed line with short dashes in your worksheet. These dashed lines run down the right edge of a column. If the automatic page breaks are not right for your worksheet, one of the many ways to make adjustments is to override Excel's defaults. The worksheet still prints on two or more pages, but you can control where each new page begins.
Setting a Manual Page Break

As long as each page fits into the prescribed page size and margin setting, you can set a manual page break anywhere on the worksheet. Manual page breaks remain active until you remove them. Establishing new page breaks does not alter existing breaks; it simply adds to them. To set a page break, click in any cell, row, or column where you want the break to appear. Click the Insert menu and choose Page Break. Excel inserts a manual page break, which is indicated by a dashed line. Onscreen, manual page breaks have longer, thicker dashed lines than automatic page breaks. If you're using the Fit To page setup option, the manual page break does not appear. To remove a manual page break, just select the cell, row, or column that was used to create the break and choose Insert, Remove Page Break.
Printing What You Want

Printing Worksheet - Introduction
Excel gives you several ways to print a worksheet: Select File, Print. Press Ctrl+P. Click the Print button on the Standard toolbar.
When you select File, Print or press Ctrl+P, Excel displays the Print dialog box. This dialog box enables you to print some or all the pages within a worksheet, selected data, the active worksheet, or the entire workbook. You can also specify the number of copies of the printout, and you can collate pages when you print multiple copies of a multipage worksheet. You can even print a worksheet to another file.
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If your printer options are already set up for printing the document, you can simply click the Print button on the Standard toolbar. Excel doesn't display the Print dialog box and prints the worksheet immediately. This printing method is useful for quick printing, but you can't change any options.
Printing Your Worksheets

If you want to print one worksheet just the way it is without changing any print options, simply click the Print button on the Standard toolbar. But suppose you want to print more than one worksheet. No problemyou just need to tell Excel which worksheets you want to print. You can print contiguous or noncontiguous worksheets. Contiguous worksheets: Worksheets that are next to each other in the workbook, without any worksheet that you don't want in between them. Noncontiguous worksheets: Worksheets that are separated by several worksheets that you do not want.
To select worksheets, you click on the worksheet tabs. An active worksheet's tab is white, whereas the tab of an inactive worksheet is gray.
Printing a Range
You can choose which pages you want to print in the Print Range area in the Print dialog box. You have two choices: All or Pages. Printing all the pages in your active sheet is the default print range setting. However, you can print specific pages by choosing the Page(s) option and entering the page numbers in the From and To boxes. For example, if you type 1 in the From box and 3 in the To box, Excel prints pages 1 through 3.
Printing a Selection
What if you want to print a portion of the worksheet? You can do just that by selecting the cells, rows, and/or columns you want to print. Then click File, Print. In the Print dialog box, in the Print What section, choose Selection. This option prints only the portion of the worksheet you selected.
Printing the Entire Workbook

You can print the entire workbook with all its worksheets in one fell swoop. To do so, click File, Print. In the Print dialog box, in the Print What section, choose Entire Workbook. This option prints the whole workbook.
Cancelling Printing
You can cancel a print job either before it prints or while it prints. Canceling a print job does not work for workbooks such as the one in the exercises in this hour, unless you are on a network or have other workbooks lined up to print. Excel prints a small worksheet faster than you can cancel it. While a worksheet is printing, Windows displays a Printer icon at the right end of the Windows taskbar. To stop a worksheet from printing, double-click the printer icon to display the Print Queue dialog box. Click the document name and select Document, Cancel from the menu bar in the dialog box to cancel the print job. Click the Close button to close the dialog box.
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CHAPTER 6: USING TEMPLATES IN EXCEL
LISTS,
STYLES
AND
Working with Lists

What Is a List?
A list is essentially an organized collection of information. More specifically, a list consists of a row of headers (descriptive text) followed by additional rows of data, which can be values or text. You can also think of a list as a database table that is stored in a worksheet.
What Can You Do with a List?

Excel provides several tools to help you manage and manipulate lists. Consequently, people use lists for a wide variety of purposes. For some users, a list is simply a method to keep track of information (for example, customer lists); others use lists to store data that ultimately is to appear in a report. The following are common list operations: Enter data into the list. Filter the list to display only the rows that meet a certain criteria. Sort the list. Insert formulas to calculate subtotals. Create formulas to calculate results on the list filtered by certain criteria. Export the list to a SharePoint server so it can be shared with others. Create a summary table of the data in the list.
Designing a List
Although Excel is quite accommodating when it comes to the information that is stored in a list, you should give some initial thought to how you want to organize your information. The following are some guidelines to keep in mind when creating lists: Insert descriptive labels (one for each column) in the first row of the list. This is the header row. If the labels are lengthy, consider using the word-wrap format so that you dont have to widen the columns. Each column should contain the same type of information. For example, dont mix dates and text in a single column. You can use formulas that perform calculations on other fields in the same record. If you use formulas that refer to cells outside the list, make these absolute references; otherwise, you get unexpected results when you sort the list. Dont use any empty rows within the list. For list operations, Excel determines the list boundaries automatically, and an empty row signals the end of the list. For best results, try to keep the list on a worksheet by itself. If this isnt possible, place other information above or below the list. In other words, dont use the cells to the left or the right of a list.
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Select the upper-left data cell and choose WindowFreeze Panes to make sure that the headings are visible when the list is scrolled. You can preformat entire columns to ensure that the data has the same format. For example, if a column contains dates, format the entire column with the desired date format.
One of the most appealing aspects of spreadsheets is that you can change the layout relatively easily. This, of course, also applies to lists. For example, you may create a list and then decide that it needs another column (field). No problem. Just insert a new column, give it a field name, and your list is expanded. If youve ever used a database management program, you can appreciate how easy this is.
Entering Data into a List

Entering data into a list can be done in three ways: Manually, using all standard data entry techniques By importing it or copying it from another file By using a dialog box
Theres really nothing special about entering data into a list. You just navigate through the worksheet and enter the data into the appropriate cells. Excel has two features that assist with repetitive data entry: AutoComplete: When you begin to type in a cell, Excel scans up and down the column to see whether it recognizes what youre typing. If it finds a match, Excel fills in the rest of the text automatically. Press Enter to make the entry. You can turn this feature on or off in the Edit panel of the Options dialog box. Pick Lists: You can right-click on a cell and select Pick from List from the shortcut menu. Excel displays a list box that shows all entries in the column. Click on the one that you want, and it is then entered into the cell. (No typing is required.)
If you prefer to use a dialog box for your data entry, Excel accommodates you. To bring up a data entry dialog box, move the cell pointer anywhere within the list and choose Data > Form. Excel determines the extent of your list and displays a dialog box showing each field in the list.
Entering Data with the Data Form dialog box

When the Data Form dialog box appears, the first record in the list is displayed. Notice the indicator in the upper-right corner of the dialog box; this indicator tells you which record is selected and the total number of records in the list. To enter a new record, click the New button to clear the fields. Then you can enter the new information into the appropriate fields. Use Tab or Shift+Tab to move among the fields. When you click New (or Close), the data that you entered is appended to the bottom of the list. You also can press Enter, which is equivalent to clicking on the New button. If the list contains any formulas, these are also entered into the new record in the list for you automatically.
Other Uses for the Data Form Dialog Box

You can use the Data Form dialog box for more than just data entry. You can edit existing data in the list, view data one record at a time, delete records, and display records that meet certain criteria. The dialog box contains a number of additional buttons, which are described as follows: Delete: Deletes the displayed record. Restore: Restores any information that you edited. You must click this button before you click on the New button.

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Find Prev: Displays the previous record in the list. If you entered a criterion, this button displays the previous record that matches the criterion. Find Next: Displays the next record in the list. If you entered a criterion, this button displays the next record that matches the criterion. Criteria: Clears the fields and lets you enter a criterion upon which to search for records. For example, to locate records that have a salary greater than $50,000, enter >50000 into the Salary field. Then you can use the Find Next and Find Prev buttons to display the qualifying records. Close: Closes the dialog box (and enters the data that you were entering, if any).
Filtering a List
Filtering a list is the process of hiding all rows in the list except those that meet some criteria that you specify. For example, if you have a list of customers, you can filter the list to show only those who live in Seattle. Filtering is a common (and very useful) technique. Excel provides two ways to filter a list: AutoFilter for simple filtering criteria Advance Filter for more-complex filtering
Using Autofiltering
To auto filter a list, start by moving the cell pointer anywhere within the list. Then choose Data > Filter > AutoFilter. Excel analyzes your list and adds drop-down arrows to the field names in the header row. When you click the arrow in one of these dropdown lists, the list expands to show the unique items in that column. Select an item, and Excel hides all rows except those that include the selected item. In other words, the list is filtered by the item that you selected. After you filter the list, the status bar displays a message that tells you how many rows qualified. In addition, the drop-down arrow changes color to remind you that the list is filtered by a value in that column.
Using Advanced Filtering

In many cases, autofiltering does the job. But if you run up against its limitations, you need to use advanced filtering. Advanced filtering is much more flexible than autofiltering, but it takes a bit of up-front work to use it. Advanced filtering provides you with the following capabilities: You can specify more-complex filtering criteria. You can specify computed filtering criteria. You can display unique (nonduplicated) records only. You can extract a copy of the rows that meet the criteria to another location.
Using Named Styles for Easier Formatting

Introduction
One of the most underutilized features in Excel is named styles. Named styles make it very easy to apply a set of predefined formatting options to a cell or range. In addition to saving time, using named styles helps to ensure a consistent look.
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Number format Font (type, size, and color) Alignment (vertical and horizontal) Borders Pattern Protection (locked and hidden)
A style can consist of settings for up to six different attributes:
The real power of styles is apparent when you change a component of a style. All cells that use that named style automatically incorporate the change. Suppose that you apply a particular style to a dozen cells scattered throughout your worksheet. Later, you realize that these cells should have a font size of 14 points rather than 12 points. Rather than change each cell, simply edit the style. All cells with that particular style change automatically. You work with styles in the Style dialog box, which appears after you choose the Format > Style command. By default, all cells have the Normal style. The Style dialog box displays the formatting attributes for the Normal style. By default, all cells are assigned the Normal style. Heres a quick example of how you can use styles to change the default font used throughout your workbook. 1. Choose the Format > Style command. Excels displays the Style dialog box. 2. Make sure that Normal appears in the Style Name drop-down box and click the Modify button. Excel displays the Format Cells dialog box. 3. Click the Font tab and choose the font and size that you want as the default. 4. Click OK to return to the Style dialog box. 5. Click OK again to close the Style dialog box. The font for all cells that use the Normal style changes to the font that you specified. You can change the formatting attributes for the Normal style at any time.
Applying Styles to Your Worksheets

You can use several different methods to apply one of the named styles to cells or ranges. You can use the Currency Style, Percent Style, or Comma Style buttons on the Standard toolbar to attach a particular style to a cell or range. You need to understand that when you use these buttons to format a value, youre really changing the cells style. Consequently, if you later want to change the Normal style, cells formatted with any of these buttons wont be affected by the change. You also can apply a style by using the Format > Style command, which prompts Excel to display its Style dialog box. Just choose the style that you want to apply from the Style Name drop-down list, and click OK.
If you plan to work with named styles, you may want to make an addition to one of your toolbars. Excel has a handy Style tool available that does not normally appear on any of the built-in toolbars. To add the Style tool to a toolbar (the Formatting toolbar is a good choice), follow these steps: 1. Right-click any toolbar and choose Customize from the shortcut menu. Excel displays its Customize dialog box. 2. Click the Commands tab. 3. In the Categories list box on the Commands tab, click Format. The Buttons box displays all available tools in the Formatting category.
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4. Click the Style tool (its a drop-down box labeled Style) and drag it to your Formatting toolbar. If you drag the Style tool to the middle of the toolbar, the other tools move over to make room for it. 5. Click the Close button in the Customize dialog box. To apply a style by using the Style tool, select the cell or range, open the Style dropdown box, and then choose the style that you want to apply.
Creating New Styles

In addition to using the Excel programs built-in styles, you can create your own styles. This can be quite handy because it enables you to apply your favorite formatting options very quickly and consistently. You have two ways to create a new style: You can use the Format > Style command, or you can use the Style tool. To create a new style, follow these steps: 1. First select a cell and apply all the formatting that you want to include in the new style. You can use any of the formatting that is available in the Format Cells dialog box. 2. After you format the cell to your liking, choose Format > Style. Excel displays its Style dialog box. Excel displays the name of the current style of the cell (probably Normal) in the Style Name drop-down list box. This box is highlighted so that you can simply enter a new style name by typing it. 3. Enter a new style name in the Style Name drop-down list box. When you do so, Excel displays the words By Example to indicate that its basing the style on the current cell. (Note that the Add button is not available unless you type a new style name.). The check boxes display the current formats for the cell. By default, all check boxes are checked. 4. If you dont want the style to include one or more format categories, remove the check(s) from the appropriate box(es). 5. Click Add to create the style and click OK to close the dialog box. You also can create a style from scratch in the Style dialog box. Just enter a style name and then click the Modify button to select the formatting. If you added the Style tool to one of your toolbars, you can create a new style without using the Style dialog box. Just format a cell, click inside the Style tool list box, and then type the name. By using this method, you cant specify which formatting categories to omit from the style; but, as you learn next, you can easily modify an existing style.
Modifying a Style to Meet Your Needs

To change an existing style, select Format > Style to open the Style dialog box. From the Style Name drop-down box, choose the style that you want to modify. You can make changes to the check boxes to include or exclude any of the format categories, or you can click the Modify button to display the Format Cells dialog box. Make the changes that you want and click OK. Click OK again to close the Style dialog box. Excel modifies all the cells formatted with the selected style by applying the new formatting.
Merging Styles from Other Workbooks

If you use styles quite often, you probably dont want to go through all of the work to create copies of those styles in each new Excel workbook. A better approach is to merge the styles from a workbook in which you previously created them. To merge styles from another workbook, open both the workbook that contains the styles that you want to merge and the workbook into which you want to merge styles. From the workbook into which you want to merge styles, choose Format > Style and click the Merge button.
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Excel displays the Merge Styles dialog box with a list of all open workbooks. Select the workbook that contains the styles you want to merge and click OK. Excel copies styles from the workbook that you selected into the active workbook. When youre merging styles, colors are based on the palette stored with the workbook in which you use the style. Therefore, if the two workbooks involved in the merge use different color palettes, the colors used in the styles may not look the same in each workbook.
Using Excel Templates

Introducing Templates
Excel offers a collection of templates to use in creating a workbook. Templates enable you to create a workbook based on the special text and formatting elements the templates provide. You could create these elements yourself, but the job would take some time. Some examples of what you can use a template for include an invoice, purchase order, balance sheet, expense statement, time card, or loan amortization spreadsheet.
Exploring Excel Templates

An Excel built-in template can contain boilerplate text, graphics, styles, macros, and custom toolbars. Several templates can assist you in planning your finances and running your business: Balance Sheet, Expense Statement, Loan Amortization, Sales Invoice, and Timecard. You can use or modify the general purpose templates supplied by Excel.
Opening a Template
When you open a template in Excel, you should see boilerplate text, which is standard text that you can keep or change.
Changing the Template

After you open a template, you can use it right away by entering data, but most likely you'll want to customize the template to meet your needs. You can change a template at any time. Some of the things you can do include adding a comment to a cell, hiding the comments, changing the template options, or adding your company information to the template. You can add comments to a cell to further explain the data that can be entered in that cell. A red triangle in the upper-right corner of a cell indicates that the cell contains a comment. When you move the mouse pointer over a red triangle on the template, Excel displays a box containing a helpful comment. You can opt to either display or hide comments entered in cells.
Creating Your Own Template

You can save yourself lots of time by saving your favorite workbook as a template. Simply take an existing Excel workbook, get it to look the way you want for a template form, and then create a template from it. For example, suppose you have a sales report that you update monthly. You can delete all the numbers that change in the worksheet, leaving the column and row headings intact. Then save the sales worksheet as a template. The next time you want to use the sales
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worksheet, open the sales template worksheet and just fill in the numbers. It's as easy as pie!
Saving a Worksheet as a Template

After you prepare your worksheet for the template form, the next step is to save the worksheet as a template file. A template file has the file type .XLT. You need to use the Save As command to save the workbook file and change it into a template file format. You can save your template file into three locations: The Templates folder, or a subfolder of the Templates folder in the Microsoft Office or Microsoft Excel folder. The XLStart folder in the Microsoft Excel folder. The location you specified as an alternate startup file location: Click the Tools menu, choose Options, click the General tab, and enter the location (folder) in the At Startup Open All Files In text box.
Validating Cell Entries

In many worksheets that you create, users will enter data to get the desired calculations and results. Ensuring valid data entry is an important task. You may want to restrict data entry to a certain range of dates, limit choices by using a list, or make sure that only positive whole numbers are entered. Providing immediate help to instruct users and clear messages when invalid data is entered is also essential to make the data entry experience go smoothly. Once you decide what validation you want to use on a worksheet, you can set up the validation by doing the following: 1. Select one or more cells to validate. 2. On the Data menu, click Validation, and then click the Settings tab. 3. To specify the type of validation that you want, do one of the following: Allow values from a list a. b. In the Allow box, select List. Click the Source box and then type the list values separated by the Microsoft Windows list separator character (commas by default). For example: To limit entry to a question, such as "Do you have children?", to two choices, type Yes, No. To limit a vendor's quality reputation to three ratings, type Low, Average, High.
You can also create a list of values from a range of cells. c. Make sure that the In-cell dropdown check box is selected.
Allow a whole number within limits a. b. c. In the Allow box, select Whole Number. In the Data box, select the type of restriction that you want. For example, to set upper and lower limits, select between. Enter the minimum, maximum, or specific value to allow. You can also enter a formula that returns a number value.
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For example, to set a minimum limit of deductions to two times the number of children in cell F1, select greater than or equal to in the Data box and enter the formula, =2*F1, in the Minimum box.
Allow a decimal number within limits a. b. c. In the Allow box, select Decimal. In the Data box, select the type of restriction that you want. For example, to set upper and lower limits, select between. Enter the minimum, maximum, or specific value to allow. You can also enter a formula that returns a number value. For example, to set a maximum limit for commissions and bonuses of 6% of a salesperson's salary in cell E1, select less than or equal to in the Data box and enter the formula, =E1*6%, in the Maximum box.
Allow a date within a timeframe a. b. c. In the Allow box, select Date. In the Data box, select the type of restriction that you want. For example, to allow dates after a certain day, select greater than. Enter the start, end, or specific date to allow. You can also enter a formula that returns a date. For example, to set a time frame between today's date and 3 days from today's date, select between in the Data box, enter =TODAY() in the Minimum box, and enter =TODAY()+3 in the Maximum box.
Allow a time within a timeframe a. b. c. In the Allow box, select Time. In the Data box, select the type of restriction that you want. For example, to allow times before a certain time of day, select less than. Enter the start, end, or specific time to allow. You can also enter a formula that returns a time value. For example, to set a time frame for serving breakfast between the time when the restaurant opens in cell H1 and 5 hours after the restaurant opens, select between in the Data box, enter =H1 in the Minimum box, and enter =H1+"5:00" in the Maximum box.
Allow text of a specified length a. b. c. In the Allow box, select Text Length. In the Data box, select the type of restriction that you want. For example, to allow up to a certain number of characters, select less than or equal to. Enter the minimum, maximum, or specific length for the text. You can also enter a formula that returns a number value. For example, to set the specific length for a full name field (C1) to be the current length of a first name field (A1) and a last name field (B1) plus 10, select less than or equal to in the Data box and enter =SUM(LEN(A1),LEN(B1),10) in the Maximum box.

Calculate what's allowed based on the content of another cell a. b. c. In the Allow box, select the type of data that you want. In the Data box, select the type of restriction that you want.
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In the box or boxes below the Data box, click the cell that you want to use to specify what's allowed. For example, to allow entries for an account only if the result won't go over the budget in cell E4, select Decimal for Allow, select less than or equal to for Data, and in the Maximum box, enter =E4.
Use a formula to calculate what's allowed a. b. In the Allow box, select Custom. In the Formula box, enter a formula that calculates a logical value (TRUE for valid or FALSE for invalid entries). For example: Enter this formula
To make sure that
The cell for the picnic account (B1) can only be updated if nothing is budgeted for the discretionary account (D1) and the total =AND(D1=0,D2<40000) budget (D2) is less than the $40,000 allocated. The cell containing a product description =ISTEXT(B2) (B2) only contains text. For the cell containing a projected advertising budget (B3), the subtotal for subcontractors and services (E1) must be =AND(E1<=800,E2<=97000) less than or equal to $800, and the total budget amount (E2) must also be less than or equal to $97,000. The cell containing an employee age (B4) is always greater than the number of full years =IF(B4>F1+18,TRUE,FALSE) of employment (F1) plus 18 (the minimum age of employment). =COUNTIF($A$1:$A$20,A1)=1 All the data in the cell contains unique values. You must enter the formula in the data range A1:A20 validation for cell A1, and then fill the cells A2 though A20 so that the data validation for each cell in the range has a similar formula, but the second argument to the COUNTIF function will match the current cell.
The cell containing a product code name (B5) always begins with the standard prefix =AND(LEFT(B5, 3) ="ID-",LEN(B5) > 9) of ID- and is at least 10 characters in length. 4. To specify how you want to handle blank (null) values, select or clear the Ignore blank check box. 5. Optionally, display an input message when the cell is clicked.
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How? a. b. c. Click the Input Message tab. Make sure the Show input message when cell is selected check box is selected. Fill in the title and text for the message.
6. Specify how you want Microsoft Office Excel to respond when invalid data is entered. How? a. b. Click the Error Alert tab, and make sure that the Show error alert after invalid data is entered check box is selected. Select one of the following options for the Style box: c. To display an information message that does not prevent entry of invalid data, select Information. To display a warning message that does not prevent entry of invalid data, select Warning. To prevent entry of invalid data, select Stop.
Fill in the title and text for the message (up to 225 characters).
Note If you don't enter a title or text, the title defaults to "Microsoft Excel" and the message to: "The value you entered is not valid. A user has restricted values that can be entered into this cell." 7. Test the data validation to make sure that it's working correctly. Try entering both valid and invalid data in the cells to make sure that your settings are working as you intended and your messages are appearing when you expect.
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CHAPTER 7: ANALYZING DATA USING PIVOT TABLES
What Is a Pivot Table?

A pivot table lets you analyze, summarize, and manipulate data in large lists, databases, worksheets, workbooks, tables, or other collections of data. Pivot tables offer flexible and intuitive analysis of data. It's called a pivot table because you can move fields with the mouse to provide different types of summary lists; that is, the table can change, or "pivot." Although the data that appears in pivot tables looks like any other worksheet data, you cannot directly enter or change the data in the data area of a pivot table. The pivot table is linked to the source data, and what you see in the cells of the table are read-only amounts. However, you can change the formatting (Number, Alignment, Font, Border, Patterns) and choose from a variety of computation options such as SUM, AVERAGE, MIN, and MAX. You can create a pivot table from several sources. The default, and most common choice, is to create a pivot table from an Excel list or database. You can also create a pivot table from an external data source, such as an Access database, multiple consolidation ranges, or another pivot table.
Learning the PivotTable Lingo

Here is some PivotTable lingo that you need to know before you work with pivot tables. Item An item label is a subcategory of a PivotTable field and is derived from unique entries in a database field or in a list column. Items appear as row or column labels or in the lists for page fields in a pivot table report. Row field Row field labels have a row orientation in a pivot table report and are displayed as row labels. Appears in the ROW area of a pivot table report layout. Column field Column field labels have a column orientation in a pivot table report and are displayed as column labels. Appears in the COLUMN area of a pivot table report layout. Data field Data fields from a list or table contain summary data in a pivot table, such as numeric data (statistics, sales amounts, text). Summarized in the DATA area of a pivot table report layout. Page field Page fields filter out the data for other items and display one page at a time in a pivot table report.
It's important to know what you want to do with your data in a PivotTable report. You need to know what you want to see. You might find it helpful to put what you want to learn in a series of questions. For example: How many new clients did we gain in January? Which magazine provided the highest number of new accounts for February? What's the average number of responses from the magazine advertisements?
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Building a Pivot Table

You can build a simple pivot table with the Data, PivotTable and PivotChart Report option, which displays a series of PivotTable Wizard dialog boxes. The wizard steps you through the process of creating a pivot table, and you get to see a basic breakdown of the data you have in your Excel list or database. A diagram with the labels PAGE, COLUMN, ROW, and DATA appears, and you just drag field buttons onto the diagram. This step tells Excel about the data you want to analyze with a pivot table.
Modifying a Pivot Table

After you build a pivot table, you can make changes to it any time. For example, if you want to examine the new clients for a particular month, you need to change the Month field. Use the drop-down list to the right of the field name. Select a month and click OK. This step selects and deselects new clients in the list, and Excel instantly displays new clients broken down by more or less magazines in the DATA area of the pivot table. You also should see the grand total dollar amounts by magazine at the bottom of each item. At the bottom of the table, you should see the grand total for new clients to all magazines. You can use this report to analyze your data in various ways. For instance, click the PivotTable down arrow button on the PivotTable toolbar, choose PivotTable Wizard, and click the Layout button. Drag the buttons off the diagram, and arrange the fields like this: Magazine in the PAGE area, Month in the COLUMN area, New Clients in the DATA area, and Responses in the ROW area. Below the buttons on the PivotTable toolbar, you should see the PivotTable Field List window. The field buttons that you dragged to the PAGE, ROW, COLUMN, and DATA areas in the PivotTable diagram appear in the window. You can drag a field button from the window to the PivotTable at any time to rearrange the data in your pivot table. Some other changes you might want to make to your pivot table include removing and adding fields in the pivot table. To remove fields, drag the field item buttons off the PivotTable. Excel indicates in the pivot table exactly where you should place a field button. For example, in the PAGE area, you should see "Drop the page field here." To add fields to the pivot table, drag the fields from the PivotTable Field List window into the PAGE, COLUMN, ROW, and DATA areas marked on the PivotTable. By using the PivotTable Field List window, you can build new or different pivot tables in a snap. You can change the computation for the numbers. By default, the numbers are added with the SUM function, but you can change to AVERAGE, MIN, or MAX. For example, if you want to average the numbers instead of summing them, double-click the Sum of New Clients button in the DATA area. The PivotTable Field dialog box opens. Choose Average and click OK. Excel changes the Sum of New Clients to Average of New Clients. If you want to group PivotTable items and create a new field for the items as a group, select the cells you want to group. Choose Data, Group and Outline, Group. Excel creates a new field that contains the selected items. To group items automatically, select one item in a field. Choose Data, Group and Outline, Group. In the Group Dialog box, in the By list, select the grouping options you want. Then click OK. Excel creates the groups based on the options you selected.
Working with Pivot Table Reports

Excel doesn't allow you to edit data in a pivot table report, because it maintains a link to the source data. But you can update the source file to pass any new or changed information to the pivot table. For example, any new clients will show up on the pivot table if you enter them into the source Excel list on the worksheet. After you change the source
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data, click the Refresh External Data button on the PivotTable toolbar. Excel returns any new or changed information to your table. What if you want to change the orientation of the table? No problem. Just drag the field button to the new location. For instance, if you want to see the Month data in a row instead of a column, drag the Month field button from its place in the COLUMN area into the ROW area. Excel will automatically reformat the pivot table, reflecting the new information. You don't have to use the PivotTable Wizard dialog box here. Just make the change in the pivot table directly. Another thing you can change in a pivot table report is a field name. Just click a field name in the pivot table and type over it with the new field name. The totals in the table are computed for each subcategory in the row and for the column. When you add another row field, the pivot table displays a new subtotal field on the row. The same happens with column data. The data in every row and every column is totaled. There is a grand total field for the table, too. If you want to hide the detail data in the pivot table report and show only the totals, select the data cell and click the Hide Detail button on the PivotTable toolbar. To switch back to showing the detail, click the Show Detail button on the PivotTable toolbar.
Building a PivotChart
A PivotChart is basically a column chart (by default) that is based on the data in a pivot table. You can change the chart to a different chart type if desired. The steps to build a PivotChart are: 1. Choose Data, PivotTable and PivotChart Report. If the Office Assistant asks whether you want help with pivot tables, choose No. The PivotTable and PivotChart WizardStep 1 of 3 dialog box opens. From this point, until the PivotChart appears in the worksheet, you are working in the PivotTable and PivotChart Wizard. 2. In the Where Is the Data That You Want to Analyze? area, choose Microsoft Excel List or Database if it's not already selected. This step tells Excel the source of the chart data. 3. In the What Kind of Report Do You Want to Create? area, choose PivotChart (with PivotTable). Now you've told Excel that you want to create a PivotChart with a pivot table. 4. Click the Next button. The PivotTable and PivotChart WizardStep 2 of 3 dialog box shows up. In the Range box, specify the data range you want to use for the PivotChart. 5. Click the Next button. Excel asks whether you want to save memory and combine reports by placing the chart on the same sheet as the pivot table or keep the reports separate by placing the PivotChart on a chart sheet by itself. You want to keep the reports separate. 6. Choose No to separate the reports. The PivotTable and PivotChart WizardStep 3 of 3 dialog box opens. You can now tell Excel whether you want to place the PivotChart with pivot table on an existing or new worksheet. You want to place the chart and table on a new worksheet. 7. If necessary, choose New Worksheet. 8. The next step is to design the layout of the pivot table so that Excel can create the chart from the data in the table. Click the Layout button. Excel opens the PivotTable and PivotChart WizardLayout dialog box. The fields appear on buttons to the right in the dialog box. These currently are the column fields. The four areas you can define to create your pivot table are ROW, COLUMN, DATA, and PAGE.
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9. Drag the field buttons to the areas to define the layout of your pivot table. For example, to summarize the values in a field in the body of the table, place the field button in the DATA area. To arrange items in a field in columns with the labels across the top, place the field button in the COLUMN area. To arrange items in a field of rows with labels along the side, place the field button in the ROW area. To show data for one item at a time, one item per page, place the field button in the PAGE area. 10. Click OK to return to the PivotTable and PivotChart WizardStep 3 of 3 dialog box. Then click the Finish button. The PivotTable toolbar and PivotTable Field List window should appear. Close the toolbar and the window.
Creating a Chart from PivotTable Report Data

What if you don't want to create a PivotChart that interacts with the data in the PivotTable report? You can create an ordinary, non-interactive chart to represent the pivot table data. To do so, select the data in the PivotTable report that you want to include in your chart. If you want to include field button data in the first row and column of the PivotTable report, select the data by dragging from the bottom right corner of the data. Click the Copy button on the Standard toolbar. Click in a cell in a blank area. Choose Edit, Paste Special. Click Values, and then click OK. Create your chart using the Chart Wizard.
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CHAPTER 8: ANALYZING DATA USING DATA ANALYSIS TOOLS
Performing Spreadsheet What-If Analysis

What is What-If Analysis?
One of the most appealing aspects of Excel is its ability to create dynamic models. A dynamic model uses formulas that instantly recalculate when you change values in cells to which the formulas refer. When you change values in cells in a systematic manner and observe the effects on specific formula cells, youre performing a type of what-if analysis. What-if analysis is the process of asking such questions as What if the interest rate on the loan changes to 7.5 percent rather than 7.0 percent? or What if we raise our product prices by 5 percent? If you set up your spreadsheet properly, answering such questions is simply a matter of plugging in new values and observing the results of the recalculation. Excel provides useful tools to assist you in your what-if endeavours.
Types of What-If Analyses

As you may expect, Excel can handle much more sophisticated models than the preceding example. To perform a what-if analysis using Excel, you have three basic options: Manual what-if analysis: Plug in new values and observe the effects on formula cells. Data tables: Create a table that displays the results of selected formula cells as you systematically change one or two input cells. Scenario Manager: Create named scenarios and generate reports that use outlines or pivot tables.
Manual What-If Analysis

This method doesnt require too much explanation. Manual what-if analysis is based on the idea that you have one or more input cells that affect one or more key formula cells. You change the value in the input cells and see what happens to the formula cells. You may want to print the results or save each scenario to a new workbook. The term scenario refers to a specific set of values in one or more input cells. This is how most people perform what-if analysis. Manual what-if analysis certainly has nothing wrong with it, but you should be aware of some other techniques.
Creating Data Tables

When youre working with a what-if model, Excel displays only one scenario at a time. But you can compare the results of various scenarios by using any of the following techniques: Print multiple copies of the worksheet, each displaying a different scenario. Copy the model to other worksheets and set it up so that each worksheet displays a different scenario.
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Manually create a table that summarizes key formula cells for each scenario. Use Excels DataTable command to create a summary table automatically.
This section discusses the last optionthe DataTable command, which enables you to create a handy data table that summarizes formula cells for various values of either of the following: A single input cell Various combinations of two input cells
You can create a data table fairly easily, but data tables have some limitations. In particular, a data table can deal with only one or two input cells at a time. In other words, you cant create a data table that uses a combination of three or more input cells. The Scenario Manager, discussed later in this chapter, can produce a report that summarizes any number of input cells and result cells.
Creating a One-Input Data Table

A one-input data table displays the results of one or more formulas when you use multiple values in a single input cell. You can place the table anywhere in a worksheet. The left column contains various values for the single input cell. The top row contains formulas or, more often, references to formulas located elsewhere in the worksheet. You can use a single formula reference or any number of formula references. The upper-left cell of the table remains empty. Excel calculates the values that result from each level of the input cell and places them under each formula reference. To create the table, select the data table range and then choose Data > Table. Excel displays the Table dialog box. You must specify the worksheet cell that contains the input value. Click OK, and Excel fills in the table with the appropriate results.
Creating a Two-Input Data Table

As the name implies, a two-input data table lets you vary two input cells. Although it looks similar to a one-input table, the two-input table has one critical difference: It can show the results of only one formula at a time. With a one-input table, you can place any number of formulas, or references to formulas, across the top row of the table. In a two-input table, this top row holds the values for the second input cell. The upper-left cell of the table contains a reference to the single result formula. You could create a two-input data table that shows the results of a formula (say, monthly payment) for various combinations of two input cells (such as interest rate and downpayment percent). To see the effects on other formulas, you simply create multiple data tablesone for each formula cell that you want to summarize.
Using the Scenario Manager

Scenario Manager An Introduction
Excel's Scenario Manager feature enables you to analyze your data to see how changing one or more values in the worksheet affects the other cells in the worksheet. This feature comes in handy for figuring out what would happen if certain factors in your business changed. After you create a simple scenario in this hour, you'll learn about hiding and protecting scenarios to prevent others from making changes to them. Then you will view different
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scenarios on the worksheet. Finally, you will create a scenario summary to view all scenarios from your worksheets in one report.
Creating Scenarios
In many cases, you use worksheets to perform what-if analysis. After you set up a series of calculations, you can change the values of certain cells to view different scenarios. For example, "What if I sold 15% more products this year? What if I reduce inventory? How would these changes affect my total income?" Being able to anticipate the effect of changes is what makes a spreadsheet so valuable. The Tools, Scenarios option enables you to substitute one or more values with a range of values and observe how the new values affect the rest of the data in the worksheet. You can ask Excel, "What if the value changes?" and the Scenario Manager instantly shows the substitutions and their effects directly on the worksheet. For instance, perhaps you want to see what happens to your projected income if sales rise or drop, or if you increase or decrease inventory. You can use the Scenario Manager to enter all the possibilities.
Hiding and Protecting Scenarios

You can hide a scenario to prevent others from seeing sensitive or confidential information in the scenario. A hidden scenario does not appear in the Scenarios list in the Scenario Manager dialog box. You can also protect your scenario from changes. By default, the Prevent Changes option is on, thereby preventing anyone from making changes to the scenario. However, you can turn it off to allow changes. When you add or edit a scenario, you can hide or protect it. To do so, choose Tools, Scenarios. In the Scenario Manager dialog box, click the Add button or Edit button. The Add Scenario or Edit Scenario dialog box appears. At the bottom of either dialog box, in the Protection section, click the Hide check box to hide the scenario. If you want to protect the scenarios, leave the check mark in the Prevent Changes check box. If you want to unprotect the scenario and allow changes, click the check box to remove the check mark in the Prevent Changes box. Then click OK to confirm your choices. Click Close in the Scenario Manager dialog box to return to the worksheet.
Viewing a Scenario
Suppose you want to play out different scenarios you had created in order to make some business decisions. You can view each scenario you added and then analyze the sets of data in the scenarios. To do so, choose Tools, Scenarios. Select a scenario in the Scenarios list and click Show. Repeat the step to view different scenarios.
Creating a Scenario Summary Report

If a summary of the scenarios is really what you're interested in, and you'd like to view all your results on one sheet, you can get there directly with the Scenario Summary feature. To create a scenario summary, choose Tools, Scenarios. In the Scenario Manager dialog box, click the Summary button. The Scenario Summary dialog box opens. Select the Scenario Summary option and click OK. Excel displays the scenario summary on a new sheet before the Sheet 1 tab. The new sheet is called Scenario Summary. You should see a tree structure to the left of the row heading numbers in the Scenario Summary sheet. There are minus signs and plus signs for collapsing and expanding report sections. Click on a minus sign () to hide the section in the report. Click on a plus sign (+) to expand the section in the report.
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You can print the report as you would any worksheet by using the File, Print command. If you want to delete the report, click the Scenario Summary sheet tab, and choose Edit, Delete Sheet. Click Delete to confirm the deletion.
Using the Goal Seek Tool

What-If Analysisin Reverse
Consider the following what-if question: What is the total profit if sales increase by 20 percent? If you set up your worksheet properly, you can change the value in one cell to see what happens to the profit cell. Goal seeking takes the opposite approach. If you know what a formula result should be, Excel can tell you the values that you need to enter in one or more input cells to produce that result. In other words, you can ask a question such as How much do sales need to increase to produce a profit of $1.2 million? Excel provides two tools that are relevant: Goal seeking: Determines the value that you need to enter in a single input cell to produce a result that you want in a dependent (formula) cell. Solver: Determines the values that you need to enter in multiple input cells to produce a result that you want. Moreover, because you can specify certain constraints to the problem, you gain significant problem-solving ability.
Working with the Goal Seek Tool

The steps to use the Goal Seek tool are: 1. Choose Tools, Goal Seek. The Goal Seek dialog box opens. Here's where you tell Excel which cell contains the formula you want to change, the input value, and the cells that you want to change. 2. Select the cell on the worksheet that contains the formula whose result you want to change. 3. The value you want the formula to reflect needs to be entered in the To Value box. 4. Now you need to tell Excel which cell contains the data you want to change. 5. Click OK. The Goal Seek Status dialog box pops open, as you see in Figure 17.10. This dialog box gives you several options: stepping through an operation, pausing operations, and seeking additional help. You also see the cell information, the target value, and the current value. As Goal Seek works, you can see the result and step through, pause, or change it as you go. 6. Click OK. Goal Seek places the value found into the specified cell. 7. If this value isn't the one you want, restore the original value by clicking the Undo button on the Standard toolbar. 8. If you can't decide what to do, click the Redo button on the Standard toolbar to recalculate the goal seek you just undid.
Using Goal Seek on Chart Data

If the value of a data marker (data series) on a chart was generated from a formula, you can change the values in a chart by using the Goal Seek tool. More specifically, you can alter the values generated from formulas in a worksheet in 3D Surface, Radar, and Area charts by using the Tools, Goal Seek option on the worksheet.
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CHAPTER 9: AUTOMATING TASKS USING MACRO AND SMART TAGS
Introducing the Visual Basic Editor (The VBA IDE)

Familiarizing with VBE
Before going into details of macro creation, you should familiarize yourself with VBE. This is because macros are written in Visual Basic for Applications (VBA) and all your VBA work is done in the Visual Basic Editor (VBE). The VBE is a separate application that works seamlessly with Excel. By seamlessly, I mean that Excel takes care of the details of opening the VBE when you need it. You can't run VBE separately; Excel must be running in order for the VBE to run. VBA modules are stored in workbook files. However, the VBA modules aren't visible unless you activate the VBE.
Setting up the Visual Basic Editor in Excel (VBE)

The Visual Basic Editor or VBE is the program within which you will develop and test all your macros. It is part of Excel and one way you can open it is from the Excel menu bar "Tools/Macro/Visual Basic Editor". When you're working in Excel, you can switch to the VBE by using either of the following techniques: Press Alt+F11. Choose Developer -> Code -> Visual Basic.
In addition, you can access two special modules as follows. Right-click a sheet tab and choose View Code (this takes you to the code module for the sheet). Right-click a workbook's title bar and choose View Code (this takes you to the code module for the workbook). If the workbook window is maximized in Excel, the title bar is not visible.
The following figure shows the VBE. Chances are that your VBE window won't look exactly like the window shown in the figure. This window is highly customizable - you can hide windows, change their sizes, dock them, rearrange them, and so on.
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Fig - The Visual Basic Editor window
The VBE Windows

The VBE has a number of parts. I briefly describe some of the key components in the sections that follow.
VBE Menu Bar

The VBE menu bar works like every other menu bar that you've encountered. It contains commands that you use to work with the various components in the VBE. Also, you'll find that many of the menu commands have shortcut keys associated with them. For example, the View -> Immediate Window command has a shortcut key of Ctrl+G. The VBE also features shortcut menus. As you'll discover, you can right-click virtually anything in a VBE window to get a shortcut menu of common commands.
VBE Toolbars
The Standard toolbar, which is directly under the menu bar by default, is one of six VBE toolbars available (the menu bar is also considered a toolbar). You can customize toolbars, move them around, display other toolbars, and so forth. Choose View -> Toolbars -> Customize to work with VBE toolbars.
Project Explorer Window

The Project Explorer window displays a tree diagram that consists of every workbook that is currently open in Excel (including add-ins and hidden workbooks). Each workbook is known as a project. I discuss the Project Explorer window in more detail in the section ("Working with the Project Explorer").
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If the Project Explorer window is not visible, press Ctrl+R. To hide the Project Explorer window, click the Close button in its title bar or right-click anywhere in the Project Explorer window and select Hide from the shortcut menu.
Code Window
A Code window (sometimes known as a Module window) contains VBA code. Every item in a project's tree has an associated code window. To view a code window for an object, double-click the object in the Project Explorer window. For example, to view the code window for the Sheet1 object, double-click Sheet1 in the Project Explorer window. Unless you've added some VBA code, the Code window is empty. Another way to view the Code window for an object is to select the object in the Project Explorer window and then click the View Code button in the toolbar at the top of the Project Explorer window.
Immediate Window
The Immediate window is most useful for executing VBA statements directly, testing statements, and debugging your code. This window might or might not be visible. If the Immediate window isn't visible, press Ctrl+G. To close the Immediate window, click the Close button in its title bar (or right-click anywhere in the Immediate window and select Hide from the shortcut menu).
Programming Components within Excel

Not everything of interest to the VBA programmer can be found in the VBA IDE. There are a few programming-related components that you can access from the Excel application. The components I am referring to are the Macro and Visual Basic items found under Code in Developer tab, and ActiveX controls and Form controls found in Developer -> Controls -> Insert drop-down list in Excel.
Getting Acquainted with VBA Controls

VBA provides a good set of basic controls, as shown in following figure. You might use VBA to create a number of programs and never need anything more than the basic control set. In fact, the basic control set meets just about every need, and you seldom see anything other than these controls used in Windows programs.
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Fig VBA Controls
Accessing VBA Help

Using the on-line help with VBA subject matter is identical to using the on-line help in Excel. To access the VBA help, you must have the IDE open and active; otherwise, everything is the same, from the Help menu to the help window. Select Help, Microsoft Visual Basic Help to activate the Visual Basic Help dialog box shown in Figure 1.15. With the Visual Basic Help dialog you can browse a table of contents or enter keywords to search for on-line documentation. After you select a topic, documentation related to that topic appears in another Visual Basic Help window (for example, refer to Figure 1.16).
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Working with Macros

What Is a Macro?
As you work with Excel, you might discover yourself repeating many actions and commands. For example, every time you create a new worksheet, you might immediately enter a series of titles (such as months) across one row or format a set of numbers using the currency style.
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Although you can make some repetitive work more efficient by using the toolbar or templates (discussed in Hour 6, "Using Excel Templates"), you might find it easier to create a macro to repeat a sequence of actions and commands. Macro A macro is a sequence of keystrokes, mouse actions, and other commands that you record for later use. You store macros in a macro sheet, a special type of Excel worksheet that is very similar to a regular worksheet. You must have a macro sheet open to be able to use the macros written in that file. Each macro has three parts: Macro name Macro shortcut key Macro steps
The macro name is a description you use to manage and run the macro. For example, a macro you create to change the font for data on the worksheet can be called Font_change. The macro shortcut key is an optional key combination you can use to run the macro. For example, you can assign the shortcut key Ctrl+Shift+F to run the Font_change macro. The macro steps are simply the commands expressed in the Visual Basic language that execute when you run the macro. These steps are a list of instructions that Excel executes in sequence, starting from the first line and moving down to the last line. The first command should be Sub, a special command that tells Excel the macro has begun its operation. The last command should be End Sub, a special command that tells Excel the macro has finished its operation. Macros are useful for automating repetitive or complex tasks. Although a macro is a series of programming instructions, you do not need to know anything about programming to create one. Excel offers a macro-recording feature that translates your actions into macro instructions.
Creating a Macro
By recording a series of macro instructions into a macro module or macro sheet in a workbook, you can tell Excel to perform any series of commands or actions for you. A macro can take the place of any mouse or keyboard action that you can perform in Excel. That is, a macro can cause Excel to accomplish a task by itself. You simply record a macro that shows Excel what you want to accomplish. Then Excel can repeat the task at any time. You can create a macro by manually typing the instructions in a macro sheet or by choosing Tools, Macro, Record. Manually creating a macro requires you to carefully write down each step of the macro in the macro sheet. A single misspelling can affect the operation of the macro. Choosing Tools, Macro, Record, on the other hand, simply records each movement and action you take while using Excel. When you have completed the action, you stop recording by choosing the Stop Recording button on the Stop Recording toolbar. If you make a mistake while recording your macro, you can edit the macro later. For most purposes, then, you should use Tools, Macro, Record to create macros. This method ensures that your macro will work when you use it.
Naming the Macro

A macro name can have up to 256 characters with no spaces. It's best to make your macro names meaningful and short so that you and others can quickly discern which macro to use. You name the macro right after you select Tools, Macro, Record New Macro. The default macro name that Excel assigns to a macro is the word Macro followed by a number that looks like this: Macro1, Macro2, and so on. The name appears highlighted in
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the Macro Name box when the Record Macro dialog box first appears. That way, you can easily type right over the default name with any name you want. Remember, a name cannot contain spaces. If you enter a space anywhere in the name, Excel will not accept the macro name.
Selecting a Keyboard Shortcut

All macro shortcut keys must include the Ctrl key in combination with one other keyboard key. You can also use the Shift key in combination with the Ctrl key when assigning the shortcut key. For instance, you might assign the key combination Ctrl+Shift+F to run the Font_change macro. Excel reserves many Ctrl shortcut key assignments for its own use. Excel will tell you when a combination key is already assigned and won't let you use an existing shortcut key. To avoid conflicts with these existing key assignments, you should use the Ctrl+Shift key combination for your shortcut keys.
Describing the Macro

An optional step is to enter a description of your macro to explain its function. A description can be helpful for you and others who use the macro. The default description contains the date you created or last modified the macro and your user name. In the example of the Font_change macro, you might want to explain that the macro changes the font and font size for data.
Recording the Macro

A macro is recorded on using the currently selected tab of the current worksheet. When you record a macro, Excel displays the Stop Recording toolbar that contains two buttons: Stop Recording and Relative Reference. The Stop Recording button does just what it says it stops the recording of a macro. The Relative Reference button allows you to switch between relative and absolute references. By default, Excel records absolute cell references unless you click the Relative Reference button on the Stop Recording toolbar to specify that a cell or range of cells should be a relative reference. When you choose relative reference, the Relative Reference button appears depressed on the toolbar. Click the Relative Reference button again to switch back to absolute reference. The button no longer appears depressed.
Saving the Macro

When you save your workbook, Excel saves your macro on the macro sheet with the workbook. You don't have to do anything else to save the macro. If you accidentally close the workbook without saving changes, Excel doesn't save the macro. You have to start all over and re-create the macro.
Running the Macro

After you create a macro, you can use it to repeat its commands. Excel offers many ways to run a macro. Here are the two most common methods for running a macro: Select Tools, Macro, Macros, Run. Use the macro shortcut key (if you defined one).
The quickest way to run the macro is to use the macro shortcut key. If the macro doesn't have a shortcut key assigned to it, you must use Tools, Macro, Macros, Run.
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Fixing Macro Errors

Macros don't always work perfectly. That is, you might make a mistake while recording the macro, or you might leave out a step. You don't need to worry about a macro that displays an error message because you can always fix those macro errors in Excel by editing, adding, and removing commands from the macro instructions. A macro might need additional commands or actions, or you might want to delete some command or action from the macro. What if you want to make changes to existing macro commands and actions or correct errors in a macro that doesn't run properly? No problem. You can make any of these changes to a macro by editing the macro.
Looking at Macro Code

Macro instructions are written in Visual Basic, a fairly easy-to-use programming language. With the macro sheet in view onscreen, you can use Excel's editing commands to make changes to the Visual Basic instructions. You can remove macro commands, edit the specific contents of a cell in the macro worksheet, or even insert new commands into the middle of a macro. Of course, some changes require knowledge of Visual Basic. Specific commands that relate to actions that you want are described in the Microsoft Excel manual that comes with the software. You can view macro code in the macro sheet by switching to that sheet. To open the macro sheet, choose Tools, Macro, Macros. In the Macro dialog box, select the Font_change macro. Click the Edit button. The Microsoft Visual Basic window appears. You should see the Visual Basic toolbar and three window panes: Project VBAProject Properties Sheet1 Visual Basic Instructions
At the far right end of the Visual Basic toolbar, notice the line and column indicator: Ln X and Col X. These indicators tell you the line and column where the insertion point is located in the active pane. To activate a pane, simply click the pane.
Editing the Macro

You can insert a command manually, remove a command, or edit a macro command on the macro sheet to make changes to the macro. You'll work with the Visual Basic Instructions pane on the right to make your changes. To get a better view of what you're doing in the Visual Basic Instructions pane, click the Maximize button in the upper-right corner of the pane. Excel enlarges the pane so that you see more macro instructions.
Fixing a Macro with Step Mode

When a macro doesn't work, the process of trying to find the problem and fixing it is called debugging. When you use Step Mode to debug a macro, Visual Basic displays a yellow arrow in the left border of the Visual Basic Instruction pane and highlights in yellow the macro instruction on the line it's pointing to. Read the instruction carefully to see whether it contains any errors, including typos. To use Step Mode to debug a macro, in the Macros dialog box, select the macro you want to debug. Click Step Into. If you're already in the Visual Basic Editor, choose Debug in the Visual Basic menu bar. Then you have three Step Mode choices: Step Into Moves the Step Mode pointer into the instructions and executes code one statement at a time.

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Step Over Moves the Step Mode pointer into the Code window and executes code one procedure or statement at a time. Step Out Executes the remaining lines of a procedure in which the current execution point is located.
Use these Step Mode commands to step through the macro instructions and pinpoint the location of any errors.
Attaching a Macro to a Toolbar

As you build macros, you might not remember the macro names or even their shortcut names. You can use Tools, Macro, Run to choose the macros, but this method requires you to continually pull down the menu and scroll through the list of names in the Macro dialog box. A more efficient way to run a macro is to assign it to a button on a toolbar. Assigning a macro to a button makes the macro run whenever you click the button with your mouse. Attaching macros to a toolbar is a quick way to organize your macros so that any user can easily run them.
Using a Macro in Other Workbooks

It's important to know what goes on behind the scenes when you create a macro. When you create a macro, Excel stores your keystrokes and mouse actions as a set of instruction on a macro sheet. You can tell Excel to store the instructions in one of the following places: The active workbook A new workbook Personal Macro workbook
Excel stores your macro in the active workbook by default. If your macro works only on the current workbook, store the macro in the active workbook. If your macro works in a new workbook, create a new workbook and store your macros there. If your macro works on any workbook in Excel, store that macro in the Personal Macro workbook. The macros in a Personal Macro workbook are available every time you start Excel. You can open the Personal Macro workbook at any time to display the macro sheet. When you record a macro and choose Tools, Macro, Record New Macro, Excel opens the Record Macro dialog box. This dialog box is where you can specify where you want to store your macros. Click the Store Macro In drop-down arrow to look at the choices. Select an item in the list and continue creating the macro. Excel stores your macros in the place you specify.
Understanding Macro Viruses

You've probably heard a lot of talk about viruses that your computer can catch from other computers on a network, the Internet, or disks. But what if your macros contain viruses? Viruses can contaminate your macros if the workbook is from an unsecure network or Internet site. To prevent your computer from becoming contaminated with macro viruses, you can display a warning message whenever you try to open a workbook that contains a macro. This warning message always appears whether or not the macro actually has a virus. When the message displays, try to make sure that you know and trust the source of the workbook before you continue. To check workbooks for macro viruses and display that warning message, choose Tools, Macro and then select Security. The Security dialog box opens. The Security Level tab should be up front. If it isn't, click the tab.
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The High option lets you run signed macros from trusted sources. Unsigned macros are automatically disabled when you choose the High option. Choose the Medium option and click OK. Medium security displays the virus warning message. The Low option does not check workbooks for macros that might contain a virus. Therefore, the low security does not display the warning message. Now click OK. When you open a workbook that contains macros and the security level is medium, Excel displays the warning message. If you click Disable Macros, Excel ignores the macros in the workbook. If you click Enable Macros, Excel lets you use the macros in the workbook.
Working with Smart Tags

You can control automatic changes to your worksheet with smart tags. A smart tag is a button that pops up on the screen when you perform certain Excel operations. When you see a smart tag, hover the mouse pointer over the smart tag button and click the down arrow next to the button to display a menu. Choose an option on the menu to modify the previous operation or obtain additional information. To display labels for smart tags, you need to turn on the smart tags feature. To do so, choose Tools, AutoCorrect Options. Click the Smart Tags tab, and select the Label data with smart tags check box. Select any smart tags in the Recognizers list. If you want to embed the smart tags in the workbook, select the Embed smart tags in this workbook check box. Then click OK. When you roll the mouse pointer over a cell that contains a date, financial symbol, or a person's name from a recent Microsoft Outlook email, you will see the Smart Tag. Click the Smart Tag down arrow to see a list of options.
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CHAPTER 10: COLLABORATING WITH OTHERS
Excel and the Internet

Adding a Hyperlink to a Worksheet
When you point to a hyperlink, Excel displays the document path (for example, http://www.hcl.in) to which the link points. When you click a hyperlink, Excel moves to the location to which the link points. A hyperlink appears in blue (default color) text in the worksheet. Hyperlinks are useful when you want to browse through files on the Internet. The Web toolbar displays a list of the last 10 documents you jumped to by using the Web toolbar or a hyperlink. This feature makes it easy for you to return to these documents. The Insert, Hyperlink option lets you create a hyperlink so that you can move to a Web page from a worksheet.
Saving Excel Documents to the Web

You can publish an Excel document to the World Wide Web so that other people on the Web can see your work. To place Web pages on the Web, you need to have an ISP that provides you with space for Web pages, or you need access to a Web service established at your company. You can ask the Webmaster (or whoever manages the Web servers) at your company where to place your Web pages. You can use an existing Excel document for a Web page by saving it as a Web page. Excel closes the document and reopens it in Hypertext Markup Language (HTML) format. The alternative is to create your own Web page in Excel from scratch and then format it the way you want. No matter which method you use, you can publish many types of Excel documents on the Internetfor example, an annual report or a database. You can even add audio and video to your Web page in Excel. That way, the reader of your Web page can play a sound file or view a video while visiting the Web site. You can use the Insert, Object command to insert sound and video clips into your Web page.
Understanding HTML Formatting

Every Web page is basically a plain text file with additional formatting instructions for the text, graphics, and links. This file is called the HTML source because the instructions are written in HTML format. The way a Web page looks on the Web is similar to the way it looks in Excel's Web Page Preview. When you save a document in HTML format, Excel saves any graphics and other objects in separate files.
Saving as a Web Document

You can convert an Excel document into a Web page by selecting File, Save as Web Page. Excel saves your workbook with the file type MHT, the Web Archive format. For example, My Web Database.mht. The MHT file type saves text and images in a single file that you can send as an attachment in an email message.
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Previewing Your Document in Web Page Preview

The Web Page Preview in Excel enables you to see your document as it will look in a Web browser. A browser is a program with which you can read information on the Internet. This preview makes the data (text and numbers) easy to read because it wraps to fit the window. You cannot edit and format data in Web Page Preview. Your Web page might look different in a browser such as Internet Explorer than it does in Excel, depending on how your browser interprets HTML codes. To look at your document in Web Page Preview, choose File, Web Page Preview. Excel shows the document in the Web Page Preview window
Posting Your Worksheet to the Web

After you convert an Excel document to a Web page, you can post your worksheet to the Web on the Internet by sending the page to a file transfer protocol (FTP) site on the Internet. FTP is a protocol that the Internet uses to send files between your computer and other computers on the Internet. Computers that offer files for download are called FTP sites. Using FTP is a fast and reliable way to download files from other Internet computers and to upload your own files. FTP addresses begin with FTP://. For example, FTP://FTP.HCL.COM is the FTP site. If you don't know the correct FTP site name, ask the site's system administrator. If you have a personal account at the FTP site, choose the User option in the Log On As area. Then enter your username and password. Otherwise, leave the default option, Anonymous, selected. Anonymous users are given access only to certain public area of a site. In most cases, you connect as an anonymous user if you want to download files. An anonymous user might not be able to upload files. After you post the worksheet to the Web, you see the document as it would appear in a Web browser. Then you can get on the Internet while you're in Excel and view your own Web page. Other users will also be able to view your Web page.
Sending An Excel Workbook Through E-Mail

If you like, you can send an Excel workbook through e-mail directly from Excel. You must, however, be using Microsoft Outlook or Exchange. To do this: 1. From the File menu select Send To. 2. Click Mail Recipient. 3. Now, address the blank e-mail form that appears and send it.
Working with XML Data

What is XML?
XML is an accepted standard that enables exchange of data between different applications. XML is a markup language, just as HTML is a markup language. XML uses tags to define elements within a document. XML tags define the documents structural elements and the meaning of those elements. Unlike HTML tags, which specify how a document looks or are formatted, XML can be used to define the document structure and content. Consequently, XML separates a documents content from its presentation.
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Unlike HTML, the XML specification does not specify the tags themselves. Rather, it provides a standard way to define tags and relationships. Because there are no predefined tags, XML can be used to model virtually any type of document.
Importing XML Data

The trick here is to be able to import files, such as this, and have the data sent to the appropriate cells in the worksheet. The first step is to add a Map to the workbook. Make sure that XML Source is displayed in the task pane (select Data > XML > XML Source). To add the Map, follow these steps: 1. Click the Workbook Maps button at the bottom of the task pane. The XML Maps dialog box appears. 2. Click Add to display the XML Source dialog box. 3. Select one of the customer XML files. The exact file doesnt matter. This will be used only to infer the schema. 4. Click OK to dismiss the XML Maps dialog box. The next step is to map the data elements to the appropriate worksheet cells. Finally, you can import an XML file. Choose Data > XML > Import, and select a customer XML file. Youll find that the data is fed into the appropriate cells.
Importing XML Data to a List

You can use Excels File > Open command to open an XML file that contains repeating elements. After you specify the filename, Excel presents the Open XML dialog box. This dialog box has three options: As an XML List: The file opens, and Excel converts the data to a List Range. As a Read-Only Workbook: The data is imported into the worksheet, but the workbook is read-only. This is to prevent you from accidentally overwriting the original file. Use the XML Source Task Pane: Excel infers the schema for the XML data and displays it in the task pane. (The data is not actually imported.) You can then map the elements to cells and import the actual data.
Exporting XML data from Excel

In order to export data to an XML file, you must add a map to the workbook, and the map must correspond to your data. Then you can use the Data > XML > Export command to create an XML file. Contrary to what you may expect, its not possible to export an arbitrary range of data in XML format. For example, if you create a List Range on your worksheet, you cant export that List Range to an XML file unless you add an appropriate map to your worksheet first. And its not possible to create (or modify) a map using Excel.
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Sharing Workbooks
Understanding Shared Workbooks
Although you can share any Excel workbook, only certain workbooks contain information that is appropriate for sharing. The following are a few examples of workbooks that work well as shared workbooks: Project tracking: You may have a workbook that contains status information for projects. If multiple people are involved in the project, they can make changes and updates to the parts that are relevant. Customer lists: With a customer list, records are often added, deleted, and modified by multiple users. Consolidations: You may create a budget workbook in which each department manager is responsible for his or her departments budget. Usually, each departments budget appears on a separate sheet, with one sheet serving as the consolidation sheet.
If you plan to designate a workbook as shared, be aware that Excel imposes quite a few restrictions. For example, you cannot perform any of these actions while sharing the workbook: Delete worksheets or chart sheets. Insert or delete a blocks of cells. However, you can insert or delete entire rows and columns. Merge cells. Define or apply conditional formats. Set up or change data-validation restrictions and messages. Insert or change charts, pictures, drawings, objects, or hyperlinks. Assign or modify a password to protect individual worksheets or the entire workbook. Create or modify pivot tables, scenarios, outlines, or data tables. Insert automatic subtotals. Write, change, view, record, or assign macros. However, you can record a macro while a shared workbook is active as long as you store the macro in another unshared workbook.
Designating a Workbook as a Shared Workbook

To designate a workbook as a shared workbook, select Tools > Share Workbook. Excel displays the dialog box. This dialog box has two tabs: Editing and Advanced. In the Editing tab, select the check box to allow changes by multiple users and then click OK. Excel then prompts you to save the workbook. When you open a shared workbook, the windows title bar displays [Shared]. If you no longer want other users to be able to use the workbook, remove the check mark from the Share Workbook dialog box and save the workbook.
Controlling the Advanced Sharing Settings

Excel enables you to set options for shared workbooks. Select Tools > Share Workbook and click the Advanced tab to access these options.

Tracking changes
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Excel can keep track of the workbooks changeswhich are known as change history. When you designate a workbook as a shared workbook, Excel automatically turns on the Change History option, enabling you to view information about previous (and perhaps conflicting) changes to the workbook. You can turn off change history by selecting the option labeled Dont Keep Change History. You can also specify the number of days for which Excel tracks change history.
Updating Changes
While youre working on a shared workbook, you can use the standard File > Save command to update the workbook with your changes. The Update Changes settings determine what happens when you save a shared workbook.
Resolving Conflicting Changes between Users

As you may expect, multiple users working on the same file can result in some conflicts. For example, assume that youre working on a shared customer database workbook and another user also has the workbook open. If you and the other user both make a change to the same cell, a conflict occurs. You can specify the manner in which Excel resolves the conflicts by selecting one of two options in the Advanced tab of the Share Workbook dialog box: Ask Me Which Changes Win: If you select this option, Excel displays a dialog box to let you determine how to settle the conflict. The Changes Being Saved Win: If you select this option, the most recently saved version always takes precedence.
Controlling the Include in Personal View Settings

The final section of the Advanced tab of the Share Workbook dialog box enables you to specify settings that are specific to your view of the shared workbook. You can choose to use your own print settings and your own data-filtering settings. If you dont place check marks in these check boxes, you cant save your own print and filter settings.
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CHAPTER 11: FEATURES
USING
ADVANCED
EXCEL
Customizing Toolbars and Menus

Introduction to Toolbar Customization
All told, Excel comes with more than 100 built-in toolbars, made up of the following: Two menu bars (one for worksheets and one for chart sheets). Traditional-style toolbars. Shortcut menus (the menus that appear when you right-click a selection).
Each toolbar consists of one or more commands. A command can take the form of an icon, text, or both. Some additional commands dont appear on any of the pre-built toolbars.
Types of Customizations
The following list is a summary of the types of customizations that you can make when working with toolbars (which also include menu bars): Move toolbars: Any toolbar can be moved to another location. Remove buttons from built-in toolbars: You may want to do this to eliminate buttons that you never use. Add buttons to built-in toolbars: You can add as many buttons as you want to any toolbar. Create new toolbars: You can create as many new toolbars as you like, with as many buttons as you like. Change the functionality of a button: You make such a change by attaching your own macro to a built-in toolbar button. Change the image that appears on any toolbar button: A rudimentary but functional toolbar-button editor is included with Excel.
Shortcut Menus
The casual user cannot modify Excels shortcut menus (the menus that appear when you right-click an object). Doing so requires the use of VBA macros.
Moving Toolbars
A toolbar can be either floating or docked. A docked toolbar is fixed in place at the top, bottom, left, or right edge of Excels workspace. Floating toolbars appear in an always-ontop window, and you can drag them wherever you like. To move a toolbar, just click its border and drag it to its new position. If you drag it to one of the edges of Excels window, it attaches itself to the edge and becomes docked. You can create several layers of docked toolbars. For example, the Standard and Formatting toolbars are (normally) both docked along the upper edge.
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If a toolbar is floating, you can change its dimensions by dragging a border. For example, you can transform a horizontal toolbar to a vertical toolbar by dragging one of its corners.
Using the Customize Dialog Box

To make any changes to toolbars, you need to be in Customization mode. In Customization mode, the Customize dialog box is displayed, and you can manipulate the toolbars in a number of ways. To get into Customization mode, perform either of the following actions: Select View > Toolbars > Customize. Select Customize from the shortcut menu that appears when you right-click any toolbar. Either of these methods displays the Customize dialog box. This dialog box lists all the available toolbars, including any custom toolbars that you have created.
Adding or Removing Toolbar Buttons

As noted earlier in this chapter, you can put Excel into Customization mode by displaying the Customize dialog box. When Excel is in Customization mode, you have access to all the commands and options in the Customize dialog box. In addition, you can perform the following actions: Reposition a button on a toolbar. Move a button to a different toolbar. Copy a button from one toolbar to another. Add new buttons to a toolbar by using the Commands tab of the Customize dialog box.
Other Toolbar Button Operations

When Excel is in Customization mode (that is, when the Customize dialog box is displayed), you can right-click a toolbar button to get a shortcut menu of additional actions for the tool. The shortcut menu that appears when you right-click a button in Customization mode.
Changing a Toolbar Buttons Image

To change the image that is displayed on a toolbar button, you have several options: Choose 1 of the 42 images that Excel provides. Modify or create the image by using Excels Button Editor dialog box. Copy an image from another toolbar button.
To make any changes to a button image, you must be in toolbar Customization mode. (The Customize dialog box must be visible.) Right-click any toolbar button and choose Customize from the shortcut menu that appears.
Linking Workbooks
Introducing Linking Workbook
Linking is the process of dynamically updating data in a worksheet from data in another source worksheet or workbook. When data is linked, the linked data reflects any changes you make to the original data.
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Linking is accomplished through special formulas that contain references known as external references. An external reference can refer to a cell in a different worksheet in the same workbook or to a cell in any other worksheet in any other workbook. Excel lets you links data from other worksheets and workbooks in these ways: Reference another worksheet in a linking formula using sheet references Reference several worksheets in a linking formula using 3D references Reference another workbook in a linking formula
When you build a linking formula, you type the formula in the cell where you want the results to appear.
Referencing another Worksheet in a Formula

If you have a lot of data and you create many worksheets to store this data, you might have occasions when a formula in one worksheet needs to use data from another sheet. These formulas are called sheet references. They're useful because you don't have to create redundant data in numerous sheets. To refer to another cell in another sheet, place an exclamation mark between the sheet name and cell name. The syntax for this type of formula looks like =SHEET!Cell. Use the correct sheet name in place of SHEET if you have named the sheet.
Linking Several Worksheets

What if you have a formula that needs to reference a cell range that has two or more sheets in a workbook? This might happen if you have identical worksheets for different budgets, sales teams, or regions. You also might have several different worksheets that have totals calculated and entered in identical cell addresses. You can then add all these totals to get a grand total by referencing all the sheets and cell addresses in one formula. When you have cell ranges such as this, Excel refers to them as 3D references. A 3D reference is set up by including a sheet range, which names the beginning and end sheets, and a cell range, which names the cell to which you are referring. A formula that uses a 3D reference that includes Sheet1 through Sheet5 and the cells A4:A8 might look something like this: =SUM(SHEET1:SHEET5!A4:A8). Another way to include 3D references in your formulas is to click the worksheets that you want to include in your formula. To do this, start your formula in the cell where you want the results. When you come to the point where you need to use the 3D reference, click the first worksheet tab that you want to include in your reference, hold down Shift, click the last worksheet that you want to include, and select the cells you want to reference. When you finish writing your formula, press Enter.
Linking Workbooks
When you are linking workbooks, the workbooks have some special names that you need to know about. The workbook that contains a linking formula is the dependent workbook, and the workbook that contains the linked data is the source workbook. If you're referencing a cell in another workbook, the syntax is [Book]Sheet!Cell. When you enter a linking formula to reference a cell in another workbook, include the workbook name enclosed in brackets, the sheet name followed by an exclamation mark (!), and the cell reference.
Updating Links
When you are working with multiple workbooks and linking formulas, you need to know how the links are updated. If you change data in cells that are referenced in linking
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formulas, will the formula results be updated automatically? Yes, as long as both workbooks are open. If the data in the source workbook is changed while the dependent workbookthe one that contains a linking formulais closed, the linked data is not immediately updated. The next time you open the dependent workbook, Excel asks whether you want to update the data. To update all the linked data in the workbook, choose Yes. If you have links that are manually updated or you want to update the links yourself, choose No.
Importing and Exporting Data

Importing Data
By importing data, you don't have to retype the data you want to analyze in Microsoft Excel. You can also update your Excel reports and summaries automatically from the original source database whenever the database is updated with new information.
Importing data from databases and files

You can import data to Excel from most data sources by pointing to Import External Data on the Data menu, clicking Import Data, and then choosing the data you want to import in the Select Data Source dialog box. The Data Connection Wizard, available when you click New Source in the Select Data Source dialog box, makes it possible to import data from external data connections not available from the Select Data Source dialog box. These sources may include OLE DB data sources (including OLAP cubes and exchange servers) and any data sources a system administrator supplies. You cannot filter or join data in the Data Connection Wizard. The default connection method when you import data using the Data Connection Wizard is through OLE DB providers. The resulting .odc (office data connection) files can be opened for viewing in Internet Explorer and edited in Excel, Notepad, and other Microsoft Office applications if the file doesn't point to an OLAP data source. The Data Connection Wizard also provides access to a data source called a data retrieval service. A data retrieval service is a Web service installed on Windows SharePoint Services for connecting to and retrieving data. To use a data retrieval service, a client application, such as Excel, sends a query request over HTTP (HTTP: Internet protocol that delivers information on the World Wide Web. Makes it possible for a user with a client program to enter a URL (or click a hyperlink) and retrieve text, graphics, sound, and other digital information from a Web server.) to the data retrieval service on Windows SharePoint Services. The data retrieval service sends that request to the data source, and then passes the data that is returned to it back to the client application as XML. Importing data from a data retrieval service in Excel automatically creates a databound XML list in your worksheet. After adding a databound XML list to your worksheet, you can use the commands on the XML submenu of the Data menu or the List tool bar to refresh data, edit the query, or set the properties of the XML map associated with the XML list. A default installation of Windows SharePoint Services provides a data retrieval service for connecting to data in SharePoint lists. A SharePoint site administrator can install the Microsoft Office Web Parts and Components to add additional data retrieval services for Microsoft SQL Server and Microsoft Business Solutions. The installation program for Microsoft Office Web Parts and Components is available on the Downloads on Microsoft Office Online. To bring external data (external data: Data that is stored outside of Excel. Examples include databases created in Access, dBASE, SQL Server, or on a Web server.) into Microsoft Excel, you must have access to the data. If the external data source you want to access is not on your local computer, you might need to contact the administrator of the database for a password, user permission, or other connection information.

Importing data with Microsoft Query
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In most cases, you can import data by using the Import Data command as described in the section above. Use Query or another program only if you need to perform specialized query tasks such as the following: Filter rows or columns of data before they are brought into Excel. Create a parameter query (parameter query: A type of query that, when you run it, prompts for values (criteria) to use to select the records for the result set so that the same query can be used to retrieve different result sets.). Sort data before it is brought into Excel. Join multiple tables.
Microsoft Query provides a simple front end, easily accessible from within Excel, to perform these specialized query tasks. You can use Query to set up ODBC data sources to retrieve data. In Query, you can use the Query Wizard to create a simple query (query: In Query or Access, a means of finding the records that answer a particular question you ask about the data stored in a database.), or you can use advanced criteria in Query to create a more complex query. You can access Query from Excel, or you can create a query from within the PivotTable and PivotChart Wizard. You can also use Dynamic Data Exchange (DDE) (Dynamic Data Exchange (DDE): An established protocol for exchanging data between Microsoft Windows-based programs.) with Query. For more information about DDE, see Query Help. To import data using Query, you must first: Install Query Query, including the Query Wizard, is an optional feature for Excel. Under most circumstances, you are prompted to install Query when you point to Import External Data on the Data menu and click New Database Query. Install ODBC drivers An ODBC driver (Open Database Connectivity (ODBC) driver: A program file used to connect to a particular database. Each database program, such as Access or dBASE, or database management system, such as SQL Server, requires a different driver.) is required to retrieve data in relational databases, text files, or Excel using Query. When you install Query, you automatically install a set of ODBC drivers. If you use a driver other than one installed with Query, you must install the driver separately. Install data source drivers A data source driver (data source driver: A program file used to connect to a specific database. Each database program or management system requires a different driver.) is required to retrieve OLAP source data. Query supports connecting to databases that are created by using SQL Server OLAP Services; when you installed Query, you automatically installed support for this type of OLAP database. To connect to other OLAP databases, you must install a data source driver and client software.
Importing data from the Web

You can import data originating from a Web page by pointing to Import External Data on the Data menu and clicking New Web Query. You must have access to the World Wide Web (World Wide Web (WWW): The multimedia branch of the Internet that presents not only text, but also graphics, sound, and video. On the Web, users can easily jump from item to item, page to page, or site to site by using hyperlinks.) through your company's intranet or through a modem on your computer or network, or you can make a query against local HTML or XML sources.
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Importing data with Visual Basic for Applications (VBA)

You can use a Visual Basic for Applications (VBA: A macro-language version of Microsoft Visual Basic that is used to program Windows applications and is included with several Microsoft applications.) macro (macro: An action or a set of actions you can use to automate tasks. Macros are recorded in the Visual Basic for Applications programming language.) to gain access to an external data source. Depending on the data source, you will use either ActiveX Data Objects (ActiveX Data Objects (ADO): A data access interface that communicates with OLE DB-compliant data sources to connect to, retrieve, manipulate, and update data.) or Data Access Objects (Data Access Objects (DAO): A data access interface that communicates with Microsoft Jet and ODBC-compliant data sources to connect to, retrieve, manipulate, and update data and the database structure.) to retrieve data using VBA. If you want to use a macro that you created in Excel version 5.0 or earlier, click Add-Ins on the Tools menu, and then make sure the ODBC Add-In check box is selected.
Exporting a Text file

You can convert from a Microsoft Excel file to a text file by using the Save As command (on the File menu) in Excel. For more information, see the Help topic, Save a workbook in another file format.
Consolidating Worksheets
The term consolidation, in the context of worksheets, refers to several operations that involve multiple worksheets or multiple workbook files. In some cases, consolidation involves creating link formulas. Here are two common examples of consolidation: The budget for each department in your company is stored in a single workbook, with a separate worksheet for each department. You need to consolidate the data and create a company-wide budget. Each department head submits his or her budget to you in a separate workbook file. Your job is to consolidate these files into a company-wide budget.
These types of tasks can be very difficult or quite easy. The task is easy if the information is laid out exactly the same in each worksheet. If the worksheets arent laid out identically, they may be similar enough. In the second example, some budget files submitted to you may be missing categories that arent used by a particular department. In this case, you can use a handy feature in Excel that matches data by using row and column titles. If the worksheets bear little or no resemblance to each other, your best bet may be to edit the sheets so that they correspond to one another. In some cases, simply re-entering the information in a standard format may be more efficient. You can use any of the following techniques to consolidate information from multiple workbooks: Use external reference formulas. Copy the data and use the Paste Special command. Use Excels Data > Consolidate command. Use a pivot table with the Multiple Consolidation Ranges option.
MS Excel 2003 and MS PowerPoint 2003 Creating and Using Worksheet Outlines
Introducing Worksheet Outlines
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You can use outlines to create summary reports in which you dont want to show all the details. Youll find that some worksheets are more suitable for outlines than others. If your worksheet uses hierarchical data with subtotals, its probably a good candidate for an outline. The following are points to keep in mind about worksheet outlines: A worksheet can have only one outline. If you need to create more than one outline, move the data to a new worksheet. You can either create an outline manually or have Excel do it for you automatically. If you choose the latter option, you may need to do some preparation to get the worksheet in the proper format. You can create an outline for either all data on a worksheet or just a selected data range. You can remove an outline with a single command. You can hide the outline symbols (to free screen space) but retain the outline. You can have up to eight nested levels in an outline.
Worksheet outlines can be quite useful. But if your main objective is to summarize a large amount of data, you may be better off using a pivot table. A pivot table is much more flexible and doesnt require that you create the subtotal formulas; it does the summarizing for you automatically.
Creating an Outline
In this section, you learn the two ways to create an outline: automatically and manually. Before you create an outline, you need to ensure that data is appropriate for an outline and that the formulas are set up properly.
Preparing The Data

What type of data is appropriate for an outline? Generally, the data should be arranged in a hierarchy. Before you create an outline, you need to make sure that all the summary formulas are entered correctly and consistently. Consistently means that the formulas are in the same relative location. Generally, formulas that compute summary formulas (such as subtotals) are entered below the data to which they refer. In some cases, however, the summary formulas are entered above the referenced cells. Excel can handle either method, but you must be consistent throughout the range that you outline. If the summary formulas arent consistent, automatic outlining wont produce the results that you want.
Creating an Outline Automatically

Excel can create an outline for you automatically in a few seconds, whereas it may take you 10 minutes or more to do the same thing manually. To have Excel create an outline, move the cell pointer anywhere within the range of data that youre outlining. Then, choose Data > Group and Outline > Auto Outline. Excel analyzes the formulas in the range and creates the outline. Depending on the formulas that you have, Excel creates a row outline, a column outline, or both. If the worksheet already has an outline, Excel asks whether you want to modify the existing outline. Click Yes to force Excel to remove the old outline and create a new one.
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Creating an Outline Manually

Usually, letting Excel create the outline is the best approach. Its much faster and less error-prone. If the outline that Excel creates isnt what you have in mind, however, you can create an outline manually. When Excel creates a row outline, the summary rows must all be above the data or all below the data. (They cant be mixed.) Similarly, for a column outline, the summary columns must all be to the right of the data or to the left of the data. If your worksheet doesnt meet these requirements, you have two choices: Rearrange the worksheet so that it does meet the requirements. Create the outline manually.
You also need to create an outline manually if the range doesnt contain any formulas. You may have imported a file and want to use an outline to display it better. Because Excel uses the formulas to determine how to create the outline, it is not able to make an outline without formulas. Creating an outline manually consists of creating groups of rows (for row outlines) or groups of columns (for column outlines). To create a group of rows, click the row numbers for all the rows that you want to include in the groupbut do not select the row that has the summary formulas. Then, choose Data > Group and Outline > Group. Excel displays outline symbols for the group. Repeat this for each group that you want to create. When you collapse the outline, Excel hides rows in the group, but the summary row, which is not in the group, remains in view.
Displaying Levels
To display various outline levels, click the appropriate outline symbol. These symbols consist of buttons with numbers on them (1, 2, and so on) and buttons with either a plus sign (+) or a minus sign (). Clicking the 1 button collapses the outline so that it displays no detail, just the highest summary level of information, clicking the 2 button expands the outline to show one level, and so on. The number of numbered buttons depends on the number of outline levels. Choosing a level number displays the detail for that level, plus any lower levels. To display all levels (the most detail), click the highest-level number. You can expand a particular section by clicking its + button, or you can collapse a particular section by clicking its button. In short, you have complete control over the details that Excel exposes or hides in an outline. If you prefer, you can use the Hide Detail and Show Detail commands on the Data Group and Outline menu to hide and show details, respectively.
Adding Data to an Outline

You may need to add additional rows or columns to an outline. In some cases, you may be able to insert new rows or columns without disturbing the outline, and the new rows or columns become part of the outline. In other cases, youll find that the new row or column is not part of the outline. If you create the outline automatically, just select Data > Group and Outline > Auto Outline again. Excel makes you verify that you want to modify the existing outline. If you create the outline manually, you need to make the adjustments manually, as well.
Removing an Outline
If you no longer need an outline, you can remove it by selecting Data > Group and Outline > Clear Outline. Excel fully expands the outline by displaying all hidden rows and columns,
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and the outline symbols disappear. Be careful before you do this, however: After you have removed an outline, you cant make it reappear using the Undo button. You must re-create the outline from scratch.
Building an Excel Database

Basic Database Concepts
In Excel, a database is simply a more organized set of data. By organizing the data into a database, you can use the built-in database commands to find, edit, and delete selected data without manually scrolling through the information. Database A tool you use to store, organize, and retrieve information. Excel treats the database as a simple list of data. You enter the database information just as you would enter data into a worksheet. When you select a command from the Data menu, Excel recognizes the list as a database. Suppose you want to save the names and addresses of all the people on your holiday card list. You can create a database for storing the following information for each person: first name, last name, address, and so on. Each piece of information is entered into a separate field (cell) in the list. All the fields for one person in the list make a record. In Excel, a cell is a field, and a row of field entries makes a record. The column headings in the list are called field names in the database. Before you work with a database, you should know these database terms: File A collection of related data. Field A column in the database. Field name A column heading in a database. Excel uses the term column label. Record A row in the database.
After you learn the database terms, here are two more things to think about when creating a database: Designing the database on paper Building the database with the field names and records
Starting with a Plan

Before you consider building a database in Excel, you need to plan how you want to structure the database. Whether you just think about the plan or write it down on paper, it's advisable to have a plan. That way, you'll save yourself a lot of time and effort because you are less likely to build a database that doesn't work for you.
Structuring Your Database

Consider these helpful questions and answers before structuring your database: What is the size of the database going to be when I'm finished with it? Well, Excel gives you plenty of room on a worksheet. The size of the database can be as large as your worksheet, 256 columns by 65,536 rows. What should I know about field names in relation to structuring my database? The field names must be placed in the first row of the database and must contain text. You cannot use values as field names. You can use a field name with a maximum of 255 characters; however, you should try to use shorter names because you can manage the database columns more easily.
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How should I handle the records in my database? Each record must have the same number of fields. But you don't have to fill in each field of the record. How does Excel handle spaces in data that I enter in the database? Excel doesn't deal with spaces at all. First of all, you cannot use spaces in a field name, and you shouldn't use extra spaces in a record entry. That is, don't "pad" an entry with extra spaces at the beginning or end of an entry. Do I need to be concerned with upper- and lowercase letters? Excel's answer to this question is no. You can use any combination of uppercase and lowercase letters in your field names and records. Excel ignores capitalization when sorting or searching a database. Can you plan on using formulas to calculate data in your database? Sure you can. You can create computed fields that evaluate other fields in the database, such as a Total field that would be equal to the Cost field times the Quantity field.
Creating a Database
You build your database by entering the information into your worksheet. Enter the field names into the first row and then enter the information under the row of field names, which are your records. Now you have yourself a database. The following steps illustrate an example of creating a new database: 1. The first step toward building a database is to enter the field names. In the My Database workbook on Sheet1, select cells B4:E4. This range is where you will enter the field names for your database. 2. Type EmpID and press Enter. 3. Type Lname and press Enter. 4. Type Fname and press Enter. 5. Type Dept and press Enter. 6. Save the workbook. 7. Click any cell to deselect the range.
Entering and Adding Data

After you create your database, you can enter your records and add more records to it any time. You append these records at the end of the current database. To make adding these records easier, you can do one of the following: Use a data form Enter the data directly in the cells on the worksheet
Working with a Data Form

The data form is a dialog box that you use to review, add, edit, and delete records in a database. This dialog box shows one record at a time, starting with the first record. Each field name has a text box that you use to enter a new word or value. The data form also has several buttons on it that you can use to move through the database, add or delete a record, or find a particular set of records. Here's how you create a data form. Click any cell in the database. In the My Database file, click any cell in row 4, which contains the field names. Choose Data, Form. Excel displays a message asking you where your column labels (field names) are in the worksheet. Click OK. This step tells Excel that you want to use the first row of the selection or list as labels and not as data. Excel displays the data form in a dialog box, as shown in Figure 21.4. The dialog box's title bar contains the name of the database sheet, in this case,
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Sheet1. You should see field names, field text boxes, a scrollbar, the record number indicator, data form buttons, and navigation buttons.
Using the Form

The New button in the data form lets you add new records to your database. Each time you click New or press Enter, Excel adds a new, blank record to the database. In the data form, you should see a new record with blank boxes next to the field names. Type the data in the boxes, using the Tab key to move to each box. When you're finished typing the information in the boxes, click the New button or press Enter. Excel adds the new record to the database and presents a blank data form. Excel adds the new records at the end of your database, starting with the first blank row beneath the last row in the database. You should see the first record in row 5, right below the field names in your database.
Adding Data Directly to the Worksheet

The second method for adding data is very simple. Just type the data directly into your worksheet. Enter the necessary information to create the database entries. The records appear in the rows beneath the field names.
Searching for Data

Introduction
After you enter data into the database, you can use the criteria form or Excel's AutoFilter feature to search for data. The criteria form lets you use comparison criteria in two ways to find records: (1) enter matching data, or (2) use comparison operators.
Entering Matching Data Criteria

You can find specific records using a criteria form, which is a subset of the data form, to create a special criteria record. You enter a word, phrase, or value into the criteria record. This type of criteria is a comparison criteria. You can also use the following wildcards, which are characters that represent information you don't know or information that is common to many records, when specifying criteria: A question mark (?) represents a single character. An asterisk (*) represents multiple characters.
For example, you can use the ? wildcard to find everyone whose three-digit department code has 30 as the last two digits by typing ?30. Or you can use the * wildcard to find everyone whose last name begins with a B by typing B* in the Lname field. After you create the criteria record, the Find Prev and Find Next buttons in the data form jump only to the record that matches the criteria.
Clearing Criteria
It's a good idea to clear the information from the criteria record when you're done finding the matching records. Otherwise, as you continue to use the data form, Excel uses the same criteria when you click the Find Prev and Find Next buttons.
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To remove the criteria, click the Criteria button in the data form. You should see the criteria form. Click the Clear button. Excel removes all the information from the criteria record. If you want to restore the criteria, you can click the Restore button. Click the Close button to close the data form.
Using Comparison Operators

You can also search for a condition that must be evaluated, such as all records containing medical benefits less than $5,000. You can use the following comparison operators in Excel search criteria: = (equal to) (greater than) < (less than) >= (greater than or equal to) <= (less than or equal to) <> (not equal to)
To use a comparison operator to search for records containing medical benefits greater than $5,000, you would enter >5000 in the MedBene field in the criteria form.
Using AutoFilter
Another way to search for data in a database is to use AutoFilter. This feature displays a subset of data without moving or sorting the data. Filtering data inserts drop-down arrows next to column headings in an Excel database. Selecting an item from a drop-down list hides all rows except rows that contain the selected value. You can edit and format the cells that are visible. At certain times, you might want to work with a subset of data. For example, you might want to extract a partial list of data to give to someone who doesn't need the entire database list. Or maybe you want to use a filtered view of the data to create a report uncluttered by extraneous information. You can filter your data and move it somewhere else, such as to another worksheet, workbook, or application. At some point, you might want to delete unwanted records from the data. You can do so by filtering or extracting data from your list.
Saving the Database

You save a database the same way you save a worksheet. Just click the Save button on the Standard toolbar. Excel saves your database that contains all the field names and records you entered on the worksheet.
Auditing Workbooks
Introducing Excel Auditing Feature
The auditing features are some of the most useful tools in Excel. These tools can help you detect problems in your worksheet formulas. Excel supplies a Formula Auditing toolbar to help you find errors on your worksheets, attach comments to cells, and track problems in your worksheet formulas.
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Using auditing tools can help you understand, visualize, and troubleshoot the relationships among cell references, formulas, and data. When you're auditing formulas in your worksheets, you might want to use the Go To Special command to quickly search for comments, precedents, dependents, or any other auditing information. The Go To Special command helps you find the following information while auditing your worksheets: Comments Constants Formulas that meet particular criteria Blank cells Cells in the current region or array Cells that do not fit a pattern in a row or column Precedents Dependents Last active cell in your sheet Visible cells Objects
To use the Go To Special command, simply press F5 (Go To) and click the Special button in the Go To dialog box. In the Go To Special dialog box, select the item you want to go to and click OK. Excel highlights the cells on the worksheet that correspond to the item you selected in the Go To Special dialog box.
Understanding Dependents and Precedents

Before you audit a worksheet, you should be familiar with the following auditing terms: Constant Cells with contents that are that are used by other cells that contain formulas. In Excel, cells containing values that do not begin with an equal sign are constants, whether they are numbers or text. Dependent Cells that contain formulas that refer to other cells. Error Values that result from an incorrect cell reference or formula. Precedent Cells that are referred to directly by a formula. Tracer A visual tool that enables you to find precedents, dependents, and errors in any cell in a worksheet. Tracers are graphic displays, such as arrows, that visually show you where formulas get their values. Tracers show relationships between cells and illustrate precedent and dependent relationships.
Using the Formula Auditing Toolbar

Excel's Formula Auditing toolbar provides tools for auditing data in your worksheets. The following figure shows the Formula Auditing toolbar. To display the Formula Auditing toolbar, choose Tools, Formula Auditing, Show Formula Auditing Toolbar.
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Fig - The Formula Auditing toolbar The following table lists the auditing tools on the Formula Auditing toolbar and describes the purpose of each tool. Auditing Tool Error Checking What It Does Checks for problems in formulas on the worksheet using a set of rules to find common mistakes. Draws arrows from all cells that supply values directly to the formula in the active cell (precedents). Deletes a level of precedent tracer arrows from the active worksheet.
Trace Precedents
Remove Precedent Arrows Trace Dependents Remove Dependent Arrows Remove Arrows Trace Error
Draws arrows from the active cell to cells with formulas that use the values in the active cell (dependents). Deletes a level of dependent tracer arrows from the active worksheet.
All Deletes all tracer arrows from the active worksheet.
Draws an arrow to an error value in the active cell from cells that might have caused the error. Displays a comment text box next to a cell you selected that will contain text or audio comments.
New Comment
Circle Data Clear
Invalid Identifies incorrect entries with circles. Incorrect entries are values outside the limits you set by using the Data Validation command. Validation Hides circles around incorrect values in cells.

Auditing Tool Circles Show Window Evaluate Formula What It Does
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Watch Displays the Watch Window toolbar, allowing you to watch cells and their formulas, even when the cells are not in view. Displays the parts of a nested formula, which tests cell contents and helps you make decisions based upon the results. Evaluates the order in which the nested formula is calculated.
Using Error Checking

The Error Checking feature checks formulas for problems using a set of rules to find common mistakes. Error checking is similar to spelling checker and grammar checker in that rules are used and not find all errors are found. You can turn the error checking rules on or off individually. To do so, choose Tools, Options, and click the Error Checking tab. By default, background error checking is turned on. That way, Excel immediately checks for formula errors on the worksheet as you work. If you choose to turn off the background error-checking feature, you can check for formula errors one at a time like a spelling checker. Another error checking option is to reset all previously ignored errors so that they appear again. To set this option, click the Reset Ignored Errors button. Select the rules you want to turn on or off and click OK. When Excel finds a problem with a formula, a green triangle appears in the upper left corner of the cell that contains the formula. If you turned off background error checking and decide to check for errors in formulas manually, click the Error Checking button on the Formula Editing toolbar and Excel will display the green triangle in the cell with the problem. When error checking finds a formula with a problem, you should see options for resolving the problem. You can either select one of the options or ignore the problem. If you ignore a problem, it does not appear in subsequent error checks.
Using Tracer Arrows

When you audit a worksheet to trace the precedents or dependents of a cell, Excel displays the following tracer arrow symbols on your worksheet: Blue or solid arrow Indicates direct precedents of the selected formula. Red or dotted arrow Indicates formulas that refer to error values. Dashed arrow attached to a spreadsheet icon Refers to external worksheets.
Before you use tracer arrows to audit your worksheet, you need to verify that the Hide All option is not selected in the Options dialog box. When the Hide All option is not selected, Excel displays the tracer arrows on your worksheets. If the option is selected, Excel does not display any tracer arrows when you audit your worksheets. To verify that the Hide All option is turned off, choose Tools, Options. In the Options dialog box, click the View tab if necessary. In the Objects section, verify that the Hide All option button is not selected and that the Show All option button is selected (displays with a black circle in the radio button), as shown in following figure. Click OK. Now you're all set to audit your worksheet using tracer arrows.
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Fig - The Show All option in the Options dialog box
Tracing Errors
After tracing precedents and dependents, you can also trace any errors in your worksheet. If you have formulas that produce errors, Excel's Trace Errors feature can help you find and correct the errors. Tracing errors in a worksheet pinpoints the errors so that you can fix them. Some of the error values that can appear in a cell include the following: #DIV/0! Occurs when you create a formula that divides by zero (0) or divides by a cell that is empty. #N/A Happens when you have a value that is not available to a function or a formula. #NAME? Appears when Excel doesn't recognize text in a formula. #NULL! Happens when you specify an intersection of two areas that do not intersect. For instance, you might have an incorrect range operator (not using a comma to separate two ranges, such as =SUM(B1:B8,F4:F8) or an incorrect cell reference. #NUM! Occurs when you use an unacceptable argument in a function that should be a numeric argument or when a formula's result is a number that is too large or too small for Excel to display. Excel displays values between -1*10307 and 1*10307. #REF! Happens when a cell reference is not valid, such as when you delete cells that refer to formulas or paste cells onto cells that are referred to by other formulas. #VALUE! Appears when you use the wrong type of argument in a function or wrong operand in a formula.
MS Excel 2003 and MS PowerPoint 2003 Using the Protection Feature of Excel 2003
Overview Of Security And Protection In Excel 2003
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Microsoft Excel provides several layers of security and protection to control who can access and change your Excel data: For optimal security, you should protect your entire workbook file with a password (password: A way to restrict access to a workbook, worksheet, or part of a worksheet. Excel passwords can be up to 255 letters, numbers, spaces, and symbols. You must type uppercase and lowercase letters correctly when you set and enter passwords.), allowing only authorized users to view or modify your data. For additional protection of specific data, you can protect certain worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) or workbook elements, with or without a password. Use element protection to help prevent anyone from accidentally or deliberately changing, moving, or deleting important data.
Securing A Workbook With A Password

To allow only authorized users to view or modify your data, you can help secure your entire workbook file with a password. The steps are: 1. On the File menu, click Save As. 2. On the Tools menu, click General Options. 3. Do either or both of the following: o If you want users to enter a password (password: A way to restrict access to a workbook, worksheet, or part of a worksheet. Excel passwords can be up to 255 letters, numbers, spaces, and symbols. You must type uppercase and lowercase letters correctly when you set and enter passwords.) before they can view the workbook, type a password in the Password to open box, and then click OK. If you want users to enter a password before they can save changes to the workbook, type a password in the Password to modify box.
Important: Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Use a strong password that you can remember so that you don't have to write it down. 4. If you want to use a different encryption type, click Advanced, click the type you want in the Choose an encryption type list, and then click OK. 5. If needed, specify the number of characters you want in the Choose a key length box. Note: Document property encryption is enabled by default for most encryption types and providers. It prevents unauthorized users from viewing summary and custom file properties (such as the author or any custom file information) in the Properties dialog box. When users right-click the password-protected file, and then click Properties, information won't be available on the Summary tab and Custom tab. Authorized users, however, can open the file and view all file properties (File
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menu, Properties command). To disable document property encryption, clear the Encrypt document properties check box.
6. Click OK. 7. When prompted, retype your passwords to confirm them. 8. Click Save. 9. If prompted, click Yes to replace the existing workbook. You can also secure a workbook with a password on the Security tab of the Options dialog box (Tools menu, Options command).
Protecting Worksheets
In addition to password protection for your files, Excel offers several features that allow you to protect your workworkbooks, workbook structures, individual cells, graphic objects, charts, scenarios, windows, and morefrom access or modification by others. You can also choose to allow specific editing actions on protected sheets. By default, Excel locks (protects) all cells and charts, but the protection is disabled until you choose Tools, Protection, Protect Sheet to access the Protect Sheet dialog box, shown in the figure below. The protection status you specify applies to the current worksheet only. After protection is enabled, you cannot change a locked item. If you try to change a locked item, Excel displays an error message. As you can see in the figure, the Allow All Users Of This Worksheet To list contains a list of specific editorial actions to occur even on protected sheets. In addition to the options visible in following figure, you can also allow users to sort, use AutoFilter and PivotTable reports, and edit objects or scenarios.
Fig Protect Sheet Dialog Box
Unlocking Individual Cells

If you choose the Protect Sheet command without specifically unlocking individual cells, every cell in the worksheet is locked by default. Most of the time, however, you will not
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want to lock every cell. For example, you might want to protect the formulas and formatting but leave particular cells unlocked so that necessary data can be entered without unlocking the entire sheet. Before you protect a worksheet, select the cells you want to keep unlocked, choose Format, Cells, click the Protection tab, and then clear the Locked check box, as shown in following figure.
Fig - Use the Protection tab in the Format Cells dialog box to unlock specific cells for editing
Using Read-only recommendation

If you do not want to prevent users from opening a workbook file as read/write, but you would like to remind them that the data is important and should not be changed, you can have Excel recommend that the workbook should be opened as read-only. You can do this with or without requiring a password to open the file. When you select the Read-only recommended check box on the Security tab of the Options dialog box (Tools menu, Options command), users get a read-only recommendation when they open the file. However, this does not prevent users from opening the file as read/write, so that they can change the file and save their changes.
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CHAPTER 12: GETTING POWERPOINT 2003
STARTED
WITH
An Overview of PowerPoint 2003

Introducing PowerPoint 2003
Have you ever presented a talk and longed for a better approach to messy overhead slides? Have you seen the pros wow their audiences with eye-catching, professional computerized presentations? With PowerPoint, there is simply no reason why you shouldn't be wowing your audiences as well. Professional presentations are now within your reach. PowerPoint is the recognized presentation leader, and if you've seen great presentations, the chances are overwhelming that PowerPoint was the engine driving them. PowerPoint supports many features, including the following: The capability to turn Word document outlines into presentation notes. Using the AutoContent Wizard to generate presentations automatically. Sample design templates that provide you with a fill-in-the-blank presentation. A screen display that imitates how a slide projector displays slides. Complete color and font control of your presentation slides. A collection of clip-art files, icons, sounds, and animations that you can embed to make presentations come alive. Numerous transitions and fades between presentation slides to keep your audience's attention. The capability to save presentations as Web pages that you can then present on the Internet.
Understanding Presentations and Slides

The primary purpose of PowerPoint is to help you design, create, and edit presentations and printed handouts. A presentation is a set of screens (called slides) that you present to people in a group. Because PowerPoint provides a wide variety of predefined templates, you don't have to be a graphics design specialist to create good-looking presentations. PowerPoint slides can hold many kinds of information. Here are a few of the things you can add to a PowerPoint presentation: Data you insert into PowerPoint, including text, charts, graphs, and graphics Word documents Live data from the Internet including complete Web pages Excel worksheets Excel graphs and charts Access databases Multimedia content such as movies and sound Graphics programs that you use to create and edit graphics
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Other software programs whose data you import into PowerPoint
How to Create New Presentation Slide

An Overview of Creating PowerPoint Slide
Select the New Presentation task pane by clicking the task pane's down arrow and selecting New Presentation. This task pane includes an option under the New section labelled From Design Template. Instead of starting to work right away on a blank (and generic) presentation, you can click the option to choose from one of many predefined presentation templates. Click the option now to see your New Presentation task pane change to the Slide Design task pane. The task pane displays a list of many presentation style choices, all defined by templates. The idea is that you find the style you like and click that style, and your presentation's elements such as headings, background artwork, and fonts all have a uniform appearance and tone.
Creating Presentation Slide Using AutoContent Wizard

Perhaps the best place to begin creating a new presentation, particularly if you are new to PowerPoint, is the AutoContent Wizard. This wizard contains a sample presentation with sample text and a selected design. To use the AutoContent Wizard, you follow a series of screens or pages to select a design and sample content that best suits your needs. After you create the sample presentation, you enter and edit text that replaces the sample's text. To use the AutoContent Wizard to create your presentation, follow these steps: 1. Start PowerPoint. 2. Click the New Presentation task pane's From AutoContent Wizard option to start the AutoContent Wizard's question-and-answer session. 3. Answer the AutoContent Wizard's questions to design a presentation that best fits your needs. The AutoContent Wizard helps you create a presentation with content in place. This presentation's design is intended to match the goals of your presentation. As you follow the AutoContent Wizard, you have to determine the answers to these questions: Who is your audience? What message do you want to convey? Are you selling or offering something? Do you want to display your presentation on a computer screen (as you might do via an overhead projection system), over the Internet (your PowerPoint presentations become Web pages if you want), as overheads that you print first (black-and-white or color), or as 35mm slides?
As you recall from the previous section, PowerPoint comes with several predefined style templates. The AutoContent Wizard uses those templates by selecting the one that best suits the goals you indicated by answering the AutoContent Wizard's questions. After the wizard generates the sample presentation, you can change the sample to include the details of your specific presentation. Here are some of the template styles and presentation types the AutoContent Wizard chooses from: Bad news communications Business plan

Corporate financial overview Corporate handbook Corporate home page Employee orientation Marketing plan Project status Reward certificates Sales flyers Team motivation Technical reporting Training
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After you complete the AutoContent Wizard's steps, the wizard generates a sample presentation that matches the style you requested. The wizard generates several slides from that presentation and you can then rearrange, copy, edit, and delete them as needed. After the AutoContent Wizard creates the presentation outline, you have to fill in the details. The AutoContent fills the slides with sample text and images, but you change that content to match the presentation you want to give.
Creating Presentations Using Design Templates

Instead of letting the AutoContent Wizard generate a sample presentation, you can select from one of the templates to get your presentation started with a design and then add slides as you create your presentation using the same template so that your presentation maintains a uniform appearance. If you click the toolbar's New button, PowerPoint does not open the New Presentation task pane but begins a new presentation with a blank slide and the Slide Layout task pane. The presentation often includes placeholders that you can use to enter your presentation's content. You can choose from among the layouts to generate each slide's look. You won't have the uniformity throughout your presentation that a template would give you, but at the same time you have more flexibility to create exactly the look you require. You can change the template design at any point while you're developing your presentation. To do so, just click the toolbar's Design button and the templates appear in the Slide Design task pane. When you select a template, PowerPoint converts your entire presentation to that template's format. Each slide's background image and standard text such as headings and footers then take on a uniform appearance. If you click another template, PowerPoint converts the entire presentation once again to that new template. The instructions on the template's generated slide indicate what to do next. These preset areas on each slide (placeholders) are designed to accept various kinds of data and make entering information on slides a snap. For example, you can click in a text placeholder and then type your text. In most cases, you edit the text, possibly change colors, and perhaps add a graphic image to the slide. Placeholders help you more easily do this. After you add the presentation's final slide, you can save your presentation. You can save the presentation in PowerPoint format or in HTML for embedding into Web pages. Even if your presentation has video and other multimedia content, you can save the presentation as a Web page for viewing from a browser. You can save a presentation in much the same way as you save a file in Word or Excel. Choose File -> Save As and then specify a name for your presentation. PowerPoint automatically adds the filename extension .ppt to your presentation's file.
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How to Edit and Arrange Your Presentation

Getting Acquainted with PowerPoint's Views
As do all the Office 2003 products, PowerPoint allows you to change the screen's view to make certain tasks more manageable. Therefore, you produce presentations more quickly if you master PowerPoint's views now and learn the advantages and disadvantages of each view. You display PowerPoint's various views from the View buttons in the lower-left of the screen as well as from the View menu. PowerPoint supports the following views: Normal view: The default, three-pane view from which you can manage your presentation's slide order as well as edit specific slides. In the previous session, you worked only from the Normal view. To the left of the large presentation area reside two tabs, the Slide tab that displays thumbnail images of your presentation and the Outline tab that documents your slides' content. The Outline tab area enables you to edit and display all your presentation text in one location rather than one slide at a time. Slide Sorter view: Displays your entire presentation so that you can easily add, delete, and move slides. The Slide Sorter view acts like a preview tool. You can review your presentation and use the Slide Sorter to present your slides in various ways. For example, you can use the Slide Sorter toolbar to set timings between slides and create special transitional effects when one slide changes to another. Slide Show view: Displays your presentation one slide at a time without the typical PowerPoint toolbars and menus showing. Notes Page view: Enables you to create and edit notes for the presentation's speaker. You don't normally have to select the Notes Page view to see the notes pane because a small portion of the notes pane always appears beneath the slide's detail in the Normal view. Click in the notes pane and then add your text.
Change views by selecting the one you want from the View menu. You can also click the Normal view, the Slide Show view, or the Slide Sorter view buttons to the left of the horizontal scrollbar. You work in the Slide Sorter view most often when working with your presentation's layout and slide order, and you work in the Normal view most often when formatting individual slides. Slide Show view displays your presentation as a series of electronic slides.
Using the PowerPoint Outline

An outline helps you organize your presentation and sequence the slides properly. Although PowerPoint makes it easy for you to create the presentation slides themselves, the outline is easier to work with than the full slides, especially when you are still in the process of gathering your thoughts on the presentation's content. If you get in the habit of first working on the presentation's outline (after the AutoContent Wizard generates the presentation), you have less editing and slide rearranging to do later in the development of your presentation. After you generate a sample presentation by using the AutoContent Wizard or by creating slides from the design templates, use the outline to work on your presentation's details. You can reorganize your slides and edit text in this mode. Click the topic or detail you want to change and edit the text. As you enter and change outline text, PowerPoint updates that individual slide in the slide pane so that you also see the results of your edit to the outline. All the familiar copy, cut, and paste features work in the outline. If you drag a title's icon or a bulleted list's item down or up the outline area, for example, PowerPoint moves that item to its new location. When you drag a title, all the points under the title move with it.
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This is a good way to reorganize slides. When you drag an individual bulleted item, PowerPoint moves only that item.
Adding and Importing New Items

To add items to the text in the Slide tab's outline, click at the end or beginning of a bulleted item and press Enter to insert a new entry. If you want to insert a completely new slide, click the New Slide toolbar button, and PowerPoint displays the Slide Layout task pane from which you can select a design and then enter the text. You can also click at the end of an item and press Enter to enter a new slide. One of PowerPoint's most beneficial text features is its capability to read documents from other Office products. If you create a Word document that you want to include on a slide (or series of slides), select Insert, Slides from Outline and select the Office file that you want to import to your presentation. The file does not have to be in an outline format. For example, you can insert a Word file that is either a Word document or a Word outline file. As with all Office 2003 products, PowerPoint also recognizes HTML documents so that you can import or save Web page content directly within a presentation.
Promoting and Demoting Elements

From the Normal view, click the Outline tab to display the outline. When you select View -> Toolbars -> Outlining, the Outlining toolbar appears to the left of the Outline tab area. The Outlining toolbar's most important buttons might be its promotion arrows. If you type a detail item that you want to become a new slide's title, click the left arrow of the Outline toolbar (the Promote button). To convert a title to a bulleted item, click the right arrow of the Outline toolbar (the Demote button).
Working on the Slide

Navigating and Formatting
While in Normal view, you can look at and edit the selected slide in the slide pane. The slide's viewing area appears in a full-screen view when you close both the left pane and the task pane. You can make edits directly on the slide and see the results of those edits as you make them. Use the slide pane for viewing changes to your slide's design or for inserting graphical elements into the slide. To move from slide to slide while viewing a single slide at a time, perform any of the following: Click within the vertical scrollbar area. Press the PageUp or PageDown keys. Click either the Next Slide or Previous Slide button on the vertical scrollbar.
When you want to edit a text (or graphic) object on an individual slide, click that object. PowerPoint displays the object surrounded by sizing handles. PowerPoint treats a slide's title as a single object and the slide's bulleted set of items as another object. If you've inserted other elements onto the slide, such as a sound or video clip, you can click on that object and move, edit, or delete the object as well. By holding Ctrl when you click over objects on the slide, you select each of those objects at the same time so that you can apply the same formatting task to the selected items. When you want to change the font or screen size of multiple objects at one time, select them all at once and perform the change only once.
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Editing a Slide's Text

To edit a slide's text, perform these steps: 1. Click the text you want to edit to display the text's sizing handles. 2. To move the text, drag one edge of the text's placeholder in the direction you want to move the text. 3. To shrink or enlarge the selected text object, drag one of the sizing handles in or out to adjust the object's size. (PowerPoint does not shrink or enlarge the actual text inside the placeholder as you resize the sizing box.) 4. After you display the placeholder, click inside the box at the point in which you want to edit text. PowerPoint inserts the text cursor (also called the insertion point) at the location of your desired edit. Move the mouse pointer out of the way so you can see the insertion point. At the insertion point, you can insert or delete text. You can also change the font, color, size, and style of any text that you select using the Formatting toolbar or the Format, Font menu option. For example, to increase or decrease the font size, use the Font dialog box and select a different size. Displaying the Formatting toolbar makes the most common text formatting tools available, including font, size, bold, and underline. If graphic images appear on the slide, double-click them to edit the images with the graphic-editing tools.
Using the Slide Sorter View

Use the Slide Sorter view to rearrange slides, not to edit text or graphics on individual slides. When you display the Slide Sorter view, PowerPoint presents several of your presentation slides side-by-side. The Slide Sorter view enables you to quickly and easily drag and drop slides to reorder your presentation. Although you can rearrange slides from the outline, the Slide Sorter view lets you see the overall visual results of your slide movements. Use your mouse to drag slides from one location to another in the presentation. Remember that the Undo command (Ctrl+Z) reverses any action that you accidentally make. You also can use the Windows Clipboard to copy, cut, and paste, although dragging with your mouse is easier. The Clipboard holds up to 24 entries that you can copy, cut, and paste, as with Word and Excel. To delete a slide, click the slide once and press the Delete key. One of the more advanced (but useful) slide-sorter features involves the Slide Sorter toolbar, which appears at the top of the Slide Sorter view. When you click the Transition button, the Slide Transition task pane appears. These transition effects determine how the slide show feature transitions (dissolves) from one slide to the next when you display your presentation.
Using the Notes Page View

When you select View -> Notes Page, PowerPoint displays your slide with a blank area at the bottom of the screen for speaker notes. This Notes Page view contains a slide image and, below it, a notes box for the slide. Therefore, the speaker's notes contain the slides that the audience sees as well as notes the speaker wrote to tell the audience about each slide. Your audience does not see the speaker's notes. You click inside the notes box to type or edit slide notes. The Notes Page view is designed to allow printing of the notes for the speaker. However, the speaker can also display the Notes Page view during a presentation to eliminate paper shuffling. If the speaker's computer has two video cards and two monitors, PowerPoint can send the slides to one monitor and the speaker's slides and note pages to the other. When
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the speaker moves to the next slide, the speaker's notes change as well. When you're ready to return to the Normal view, simply double-click the slide image. When you display the presentation in Notes Page view, you can use the PageUp and PageDown keys to scroll through the slides and see the speaker's notes at the bottom of each slide. If the text area is not large enough to read the notes, expand the viewing area by using the Zoom command in the View menu.
Saving and Printing Your Work

Be sure to save your presentation after creating and finalizing it. PowerPoint automatically saves your presentation with the .ppt document filename extension unless you override the default file type and save your presentation in another format, such as the Web-based HTML format. Of course, you also need to print your presentation, either to a color printer or to a printer that supports transparencies. The File -> Print dialog box works somewhat differently in PowerPoint than in Word and Excel to take advantage of the special nature of presentations. You can print your entire presentation one slide at a time or elect to print multiple slides on one page for handouts. In addition, you can print only speaker notes and enclose printed slides in framed borders. The Print Preview feature is new in PowerPoint. You can get an idea of how your presentation will look on paper by selecting File -> Print Preview. If you have a black-andwhite printer or one that is capable of printing multiple shades of gray (called grayscale), the print preview displays in black-and-white or grayscale. If you have a color printer, the print preview displays the presentation's slides in color. PowerPoint can print your color presentation in grayscale if you don't have a color printer. Select Grayscale from the Print dialog box. In addition, the Print What drop-down list box enables you to print your presentation in any of these styles: Slides only for the presentation Handouts (which can hold from two to nine slides per page) so that you can give comprehensive notes to the audience Notes for the speaker The outline for proofreading purposes
If you want to print the entire presentation, you have to select File -> Print and select All in the Print range section.
Working with Masters

Introduction
Master slides provide you options for globally changing the design of your presentations. With a quick reorganization and formatting for text or a change in the graphic images on a master slide you can apply changes to all slides in your presentation in a matter of minutes. PowerPoint provides you with four different master slides. The title master and slide master affect the design of your presentation. The note master and handout master handle the designs for notes and handouts. In this section, you find out how to edit and change all master slides and apply the changes to your presentation.
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Creating a Title Master

The required steps are: 1. Open a PowerPoint Presentation where you want to change the master slides. 2. Choose ViewMasterSlide Master. 3. The Slide Master View toolbar opens. Your options here are as follows: o o o o Insert New Slide Master: Create a new slide master. Insert New Title Master: Create a new title master slide. Delete Master: Delete the master slide currently in view. Preserve Master: Protect both the title master and slide master against additional changes. After clicking the tool, a pushpin icon appears adjacent to the left side of the slide thumbnails on the Slide Master tab. Click the tool again to unprotect the masters. Rename Master: Type a name for your master in the dialog box that opens. Master Layout: Each master title slide contains five placeholders. By default, all the placeholders appear on a new title slide when you create it. If you delete a placeholder and want to restore it, click this tool and the Master Layout dialog box opens. Check the box for the missing placeholder and it is restored. Close Master View. Click this button to dismiss the Slide Master View toolbar and exit master editing mode.
o o
4. Click the Insert New Title Master button to create a new title master. 5. Click the mouse cursor in the Title placeholder to select it. 6. Right-click the mouse button and select Font from the context menu. The Font dialog box opens. 7. Scroll the Font window and select a new font, font style, and font size. 8. Click Preview to preview the text. 9. Click OK and click in the Text placeholder to select the text. 10. Right-click and select Font from the context menu. 11. Change font attributes for the selected text. 12. Choose InsertPictureFrom File to open the Insert Picture dialog box. 13. Select a picture to use as the background in the Insert Picture dialog box and click the Insert button. Keep in mind that inserted pictures appear in the foreground, hiding the text on your slide. After inserting a picture, you need to move the picture behind the text. 14. Right-click the inserted picture and choose OrderSend to Back. 15. Click Close Master View on the Slide Master View toolbar to dismiss the toolbar and return to Normal view. 16. Click the first slide in your presentation in the Slides pane. 17. Click Title Slide in the Slide Layout pane; the new title master is applied to your opening slide.

Creating a Slide Master
The required steps are: 1. Open an existing presentation or create a new presentation in PowerPoint. 2. Choose ViewMasterSlide Master. 3. Format the title and text on the master slide for font, font style, and font size.
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4. Insert a picture on the master slide if you like and be certain to send the picture to the background by right-clicking the inserted picture and choosing OrderSend to Back. 5. Click Close Master View on the Slide Master View toolbar to return to Normal view. 6. Open the Task pane (Ctrl+F1) and select Slide Design from the drop-down menu. Your new slide master appears in the Apply a Design Template area in the Slide Design pane. 7. Open the Slides tab if it is not in view and click the second slide in the presentation. 8. Scroll the Slides tab to place the last slide thumbnail in view. 9. Press the Shift key and click the last slide thumbnail. 10. Right-click the new slide master design in the Slide Design pane. 11. Click Apply to Selected Slides to apply the new master slide to all slides selected in the Slides tab.
Creating Multiple Slide Masters

The required steps are: 1. Open an existing presentation in PowerPoint. 2. Choose ViewMasterSlide Master. 3. Edit the current master slide for font attributes, adding a picture or changing background colours. 4. Click the Rename Master button on the Slide Master View toolbar and type a name for the master. 5. Click the Insert New Master Slide button on the Slide Master View toolbar to create a second master slide. 6. Edit the slide for font and background. 7. Click the Rename Master button and type a new master slide name in the Rename dialog box. 8. Click Close Master View on the Slide Master View toolbar. 9. Press the Ctrl key and click each slide thumbnail in the Slides tab that you want to apply one master slide. 10. Open the Slide Design pane and click the slide master you want to apply to the selected slides. 11. Press Ctrl and click the remaining slides in the Slides tab that you want to apply your second master. 12. Click the second master slide in the Slide Design pane.
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Creating a Notes Master

1. Open an existing presentation in PowerPoint. 2. Choose ViewMasterNotes Master. 3. Right-click the Note Master and select Notes Background. 4. Edit the color and fill effects by making selections in the Notes Background dialog box. If you want to add a graphic image to the Notes pages, select InsertPicture. Select from the submenu either Clip Art (to add a clipart image) or From File (to add a graphic you created and saved as a file). When the object is inserted on the Notes master page, move the object below the slide. Objects placed on the slides themselves wont be visible on the notes pages. 5. Click Apply to change the background color and fill effect. 6. Click the Close Master View button on the Notes Master View toolbar to return to Normal view. 7. Choose ViewNotes Page. 8. Click the cursor in the text box and type the notes you want to appear for the slide in view. 9. Press the Page Down key on your keyboard to advance to the next slide. 10. Type text in the notes text box to add note text to the slide in view. 11. Continue advancing slides and adding note text for each slide. 12. Choose FileSave to update your presentation.
Creating a Handout Master

1. Open an existing presentation in PowerPoint. 2. Choose ViewHandout Master. 3. Click a handout layout style on the Handout Master View toolbar. As you click different layout options on the Handout Master View toolbar, the Handout Master reflects changes made to the design. You have options for handouts displaying one or several slides per page. The dotted lines represent the slide images and the blank space is designed for your presentation audience to add personal notes. 4. Click the Close Master View button on the Handout Master View toolbar to return to Normal view. 5. Choose FilePrint Preview. 6. Open the Print What drop-down menu and select an option from the menu choices for the number of slides you want to appear on each handout page 7. Preview the handout design. 8. Click Close in the Print Preview dialog box to return to Normal view. 9. Choose FileSave to save your edits.
MS Excel 2003 and MS PowerPoint 2003 Editing Individual Slides

An Overview on Editing Slides
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In most instances, the templates and individual slide layouts and color schemes provide ample variability and style. Rarely do you have to make substantial design edits to your presentation slides; usually you'll change only the text. You don't need to edit the design of individual slides in most cases because of the detailed layouts that PowerPoint provides. The major change you must make to the slides for a presentation created with the AutoContent Wizard is to add and edit text on the slides. All the spell-checking and AutoCorrect features that are so important in Word and Excel also work for text you place in a presentation; a red wavy line beneath a word indicates that the Office 2003 spellchecker does not recognize the word. Correct the word, or add it to PowerPoint's dictionary by right-clicking the word. You can create your presentation's slide text in Word and take advantage of Word's advanced word-processing capabilities. For example, you can import a Word document into PowerPoint. You must, while creating the Word document, use the standard Word styles (such as Heading 1 and Heading 2) and not create your own because PowerPoint uses these standard styles to determine what text converts to slide headings and to bulleted items beneath the headings on the slides. Use Word's File -> Send To, Microsoft PowerPoint option to send the Word document to PowerPoint and convert the document to a presentation. You can then select styles that you want to change to add flair to the presentation. Therefore, if you are planning to turn a report into a presentation, save yourself some trouble and use some of the built-in styles in Word, such as the Heading styles, for any headings in your presentation. Word documents aren't the only documents you can import into a presentation. You can import an Excel worksheet, HTML-based Web page, chart, or just about any other kind of file (including multimedia files) into a presentation. Beginning with Office 2003, you can insert files with XML content. Select Insert -> Object, click the Create from File option, and click Browse to locate the document that you want to import.
Inserting Comments in Your Presentations

The Insert -> Comment menu option enables you to insert comments on a slide. The comments appear as small yellow Post-It notes and automatically display your name and the date when you insert the note. After you enter a comment, close the note by clicking outside of it. When you do, it becomes a small box with your initials in it. Later, to read the note, you point to the small comment's icon box to read or edit the comment. You can add as many comments to a slide or to a presentation as you want. After you add a comment, you can drag the comment to any place on the slide. The comment will not display in the final presentation's slide show. Comments provide you with a simple annotation tool. You can add to-do notes to yourself for later modifications to the presentation. If you work in a group that is presenting this presentation, each member of the group can add comments for the rest of the group to read as the presentation is passed from worker to worker. This group annotation is perhaps the primary reason why PowerPoint automatically adds the user's name and date to the top of each new comment.
Adding Text and Text Boxes to a Slide

To add text to a slide, such as text that describes artwork you've placed, you can use a text (or bulleted list) placeholder on a slide. Text placeholders are automatically included as part of some slide layouts. In addition, you can add a text box. A text box holds text that you can format.
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To add a text box, follow these steps: 1. Click the Text Box button on the Drawing toolbar. (The Drawing toolbar is located toward the bottom of your screen. If the Drawing toolbar is not there, select View -> Toolbars -> Drawing. The ScreenTips that pop up tell you what each tool on the Drawing toolbar does.) 2. Drag your mouse from the text box location's upper-left corner to the text box's lower-right corner. When you release the mouse, PowerPoint draws the text box. 3. Type your text. As you type the text, if your text box is not wide enough to hold the text, the text box will grow to accommodate your text by adding new lines when your typing reaches the right side of the box. 4. Use the Formatting toolbar and the Format -> Font command to modify the text style and format. 5. Click anywhere outside the text box to deselect the text box and return to the rest of your editing chores.
Adding Art
Suppose that you select a slide layout that contains a placeholder for art. Presumably, you have an art image to place on the slide or you would have chosen a different slide layout. When you select a slide layout that includes a placeholder for art, PowerPoint indicates exactly where the art is to go. When you double-click the art placeholder, PowerPoint displays art from your clip-art collection. The art can be any graphic image, in addition to other kinds of objects such as video or sound. Scroll down through the clips to see what is available. If you have not yet set up your clip-art collection in another Office product, PowerPoint will first have to locate available clips on your computer. (To add and manage your clips, click the task pane's Clip Art option.) If you want to change the slide's clip art, click the image, press Delete, and insert another one. Your slide does not need to contain a placeholder for you to insert art. The placeholder enables you to more easily manage the artwork, however, and to keep the art separated from the rest of the slide's text and art. If you work with a slide layout that contains a placeholder, you can move and resize the placeholder while you add the rest of the slide's elements. When you are ready for the art, double-click the placeholder to insert the art inside the placeholder's border. Without a placeholder, your artwork overwrites existing text and graphics that already appear on the slide. You have to move and resize the inserted art manually to make it fit with the rest of the slide. Your art does not have to reside in your clip-art collection for you to insert it. You can insert your own art files, such as logos and pictures, by choosing Insert -> Picture -> From File and then selecting your file from its directory location. If you want to import a scanned or digital camera image into a slide, you don't have to exit PowerPoint to scan the image. Select Insert -> Picture -> From Scanner or Camera. PowerPoint starts your scanner or camera image-loading software. Wait while you scan the image or connect your digital camera to your PC and then insert the image into your slide.
Adjusting Line and Paragraph Spacing

The required steps are: 1. Open a presentation in PowerPoint. 2. Choose ViewMasterSlide Master.
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1. If you want to change line and paragraph spacing on a single slide, select the slide on either the Outline or Slides tab to display the slide on the Slides pane. 2. Click the text placeholder. 3. Right-click and select Format Placeholder from the context menu. The Format Auto Shape dialog box opens. 4. Click the Text Box tab. 5. Select a text anchor point from the Text Anchor Point drop-down menu. The Text anchor point drop-down menu offers you options for anchoring text to the Top, Middle, Bottom, Top Centered, Middle Centered, and Bottom Centered position within the text placeholder rectangle. 6. Make changes for the internal margin as desired. 7. Click Preview before dismissing the dialog box. 8. Click OK. 9. Choose FormatLine Spacing to open the Line Spacing dialog box. 10. Change line spacing options for Line Spacing, Before Paragraph, and/or After Paragraph as desired. 11. Click Preview to show the changes on the slide. 12. Click OK to accept the changes.
Copying and Pasting between Slides

The required steps are: 1. Open a presentation in PowerPoint. 2. Open the Slides tab and click a slide in your presentation. 3. Choose InsertNew Slide, press Ctrl+M, or right-click a slide in the Slides pane and select New Slide. Slides are inserted immediately after the slide in view in the Slides pane. 4. Click a slide in your presentation whose data you want to copy. 5. Highlight the object or text placeholder and choose EditCopy. You can also rightclick and select Copy from the context menu or press Ctrl+C. 6. Click the new slide added to your presentation and choose EditPaste or right-click and select Paste from the context menu
Performing Spell Check

We can't leave the topic of text without showing you how to make sure that you don't have embarrassing mistakes on your slides. When you misspell a word, it will be underlined in red to cue you. You can right-click the misspelled word to find a list of possible corrections. You can also click the ABC spell check icon on the Standard toolbar (or press F7) to quickly invoke a spell checker that takes you through the entire presentation.
Deleting a Slide
The required steps are: 1. Open a presentation in PowerPoint. 2. Open the Slides tab. 3. Click a slide thumbnail of a slide you want to delete.
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4. Right-click and select Delete Slide from the context menu.
Preparing to Deliver a Presentation

Adding Transitions
PowerPoint makes it easy to control what your audience sees on the screen when you move from one slide to another. You can arrange things so that one slide replaces another onscreen, just as it would if you clicked through a carousel of 35mm slides. Or you can add wipes, dissolves, and other varieties of eye-catching (and frequently distracting) transitions. Properly done, transitions (sometimes also called transition effects or slide transitions) provide a breathing space between slides. Improperly done, your presentation will look amateurish and detract from making your point which, after all, is the purpose of PowerPoint. The nature of that breathing space lies totally at your control a subtle, quick fade to black; a pixelated dissolve that leaves the old slide in view for quite some time; shutters and checkerboards; and dozens more. Transitions can help add an ambience to your presentation. You might want a more abrupt transition if you're trying to project a snappy, rapid-fire image, and a more relaxed transition when the situation calls for a less formal approach. Mixing and matching transitions jars the audience every bit as badly as ransom-note mixed fonts. For that reason, we recommend that you select one transition and use it exclusively throughout your presentation, with perhaps a few slides here and there getting "special treatment" just to keep the audience awake. When dealing with transitions, it's always easiest to work in Slide Sorter view.
Applying a Transition to One Slide

To set a transition for a single slide, select that slide (by displaying it in Normal view or clicking the slide in Slide Sorter view), and then choose Slide Show, Slide Transition. This brings up the Slide Transition task pane (see the figure below).
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Fig - The Slide Transition pane makes it easy to apply and modify transitions. Select the slide with which you want to use a particular transition, and then select the transition effect you want from the Apply to Selected Slides list. PowerPoint shows you a preview of the transition you selected; in Slide Sorter view, it also adds a small icon just below the bottom-left corner of the slide, as shown in the preceding figure. To see the transition again, click this icon, or click Play at the bottom of the Slide Transition task pane.
Applying a Transition to a Group of Slides

To assign the same transition to a group of slides, switch to Slide Sorter view and select the slides with which you want to use the same transition. Hold down the Ctrl key as you click to select single slides, or hold down the Shift key and click to select a contiguously numbered group. To select all the slides in the presentation, click one slide, and then press Ctrl+A. Select the transition you want from the list on the Slide Transition pane. PowerPoint goes through a preview of the transitions and animations on all the selected slides. (To stop this mass preview, press Escape.) To see the transition and animation on an individual slide, click the Preview Transition icon below the slide. To repeat the transitions and animations for all the slides, click Play on the Slide Transition task pane. Caution When you apply a transition to a slide, PowerPoint replaces any transitions you previously applied to that slide.
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Controlling Slide Transition Speed

The Slide Transition pane gives you additional control over the transition between slides. You can Set the speed to slow, medium, or fast. Tell PowerPoint how you want to advance to the next slide during a presentation manually, by clicking the mouse, or automatically, after a preset interval. Note that this setting controls how the slide exits and is thus unrelated to the transition effect you set for the current slide. Make PowerPoint play a sound during the transition.
Tip In general, resist the temptation to select the Loop Until Next Sound check box, which is certain to distract almost any audience, unless you have a specific impression in mind: a suspenseful tick-tick-tick leading up to the next slide, for example, might be appropriate. But consider the reaction if a question from the audience takes you 10 minutes to answer with the tick-tick-tick going all the time.
The two Advance settings, On Mouse Click and Automatically After, operate independently. If you activate both options, PowerPoint shows the next slide when the timer expires, or when you click the slide, whichever comes first. If you leave both boxes unchecked, the slide advances only when you press the spacebar, the Enter key, or one of PowerPoint's other keyboard presentation control keys.
Using Speaker Notes

One preparatory change you are likely to make is one your audience may never see: speaker notes. These are just what their name impliesnotes you make to yourself to help remind you of important things to say or details that are too hard to memorize.
Creating Speaker Notes

To create speaker notes for a slide, simply click in the Speaker Notes area of Normal view (see then figure below). Then type whatever notes you want to make for yourself.
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Fig - You use the Speaker Notes area to type notes to yourself Typically, notes are brief, but if you have a lot of information to refer to, you can expand the Speaker Notes area by dragging the separator line upward (see the figure below). Drag it back down when you're through. This doesn't change the amount of text you can typejust the amount that displays onscreen.
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Fig - If you need more typing space, you can drag the separator line upward You can use a limited number of text editing tools in the Speaker Notes area. You can right-click some text to see a context menu that includes cutting and pasting as well as use of a dictionary and thesaurus. You can use speaker notes as you're preparing a presentation, but when you begin the presentation, these notes are not visible. If you want to refer to your speaker notes during a presentation, you need to make a printed copy for yourself. Speaker notes don't necessarily have to be limited to your own use. If you want to create brief explanations or added details about slides in your presentation, you can print handouts that include a thumbnail view of the slides along with speaker notes. These can often be more valuable than slides printed out by themselves as handouts.
Printing Notes
Speaker notes can be used for a variety of reasons. One obvious purpose is to provide the speaker with reference material, or cues about what to say or do during a slide presentation. Another, however, is to provide written comments intended for the audience. Because notes don't display during the presentation, you provide them in printed format. PowerPoint assumes that you want to provide notes along with the slides they describe. This makes sense, but it also limits your flexibility in how you print them out. By default, PowerPoint prints one slide and its notes per printed page. To see quickly what a notes page looks like, choose View, Notes Page. PowerPoint shows a whole-page view, including the slide, the notes, and a page number (see the figure below). To return to the Normal view, click the Normal View icon or choose View, Normal.
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Fig - The Notes view shows what printed notes look like When you access the Print dialog box under Print What you can choose Notes Pages. However, that gives you only one slide and set of notes per page, which is the same as what you see in the Notes view.
Sending a Presentation to Microsoft Word

Within PowerPoint there really is no way to print a list of speaker notes, without slides, or combine several notes on a page. However, you can do better than one per page by sending a slide show to Word. Follow these steps: 1. Save the slide show. What you're about to do opens Word and therefore brings the possibility of program crashes and lost data. 2. Choose File, Send To, Microsoft Word. PowerPoint displays the Send to Microsoft Word dialog box. You have two options for formatting notes: The third option in the dialog box, Notes Below Slides, is the same as the one you find in PowerPoint's Print dialog boxhalf the page contains the slide, and the bottom half contains any notes. o The first option, Notes Next to Slides, places a small version of the slide at the left, with notes at the right. This is a better use of paper and is typically easier to manage when you use notes during a presentation.
3. Choose a notes format, such as Notes Next to Slides, and click OK. PowerPoint opens Microsoft Word, creates a three-column table, and places a slide number, slide, and its notes on each row (see the figure below).
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Fig - If you want small printed slides along with notes, you can send a slide show to Microsoft Word One advantage to sending a slide show to a Word document is that you can edit the results in Word. For example, if you choose the one-slide-per-page option, in Word you can then delete slide images and page breaks, thus leaving a numbered list of speaker notes.
Printing the Presentation A Detailed Look

Have you ever attended a PowerPoint presentation where, as you enter, you're handed a thick sheaf of pages that contain every slide that will be in the presentation? Often, you sit down, thumb through the slides, and wonder why you bothered to come. Then, to make matters worse, the presenter gets up and reads through the bullets for you. I'd like to say I'm exaggerating, but unfortunately, this scenario is all too common. There has to be a better reason for printing than to give everyone copies of all your slides. Indeed, there are a number of good reasons to print slides. Consider these possibilities: You have 3 slides out of 20 that contain critical information. One is a data chart, another is a table, and the last is a summary list of action items. You make printed copies of only these slides for your audience members to take with them. You've used PowerPoint to create an announcement or a flyer. You print a copy for duplication. You print a draft copy of your entire slide show to proof as you ride the train to work. Because you're not able to make changes to the slides in PowerPoint, you make notes and mark changes on the printouts. This helps you keep perspective. Later, you apply your changes. You print your title slide in color and post a copy at each entrance so attendees know they're in the right session. You've created an artistic rendering for a printed t-shirt, and you print the slide in reverse onto special iron-on paper. You add notes or mark up slides during your presentation, and now you want a printed record of those notes.
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You can probably come up with more ideas. The point is, however, that wasting paper by printing full pages of slides as handouts isn't a good reason for printing. In fact, there are also better ways to create handouts than by simply printing slides.
Assuming that you've found a really good reason for printing a slide or slides, you follow these steps: 1. Choose File, Print or press Ctrl+P. PowerPoint displays the Print dialog box. 2. Make sure the proper printer is selected. Change printers if necessary from the Name drop-down list box. 3. Select which slides you want to print: All, Current Slide, or Slides (to print specific slides). 4. Set the number of copies, and choose how you want multiple copies stacked. 5. By default, PowerPoint prints all the slides in the slide show in their natural color if you have a color printer or in grayscale (shades of gray) if you don't. You can force color slides to print in grayscale or pure black and white by choosing from the Color/ Grayscale drop-down list box. 6. Click OK to print your selection. The preceding steps are the basics, designed to get a slide or slides printed quickly. However, you have several options that also might come in handy: Perhaps the most useful option is Print Preview, which enables you to see the results before you waste time and money printing on paper. This also lets you try out various print options ahead of time. For example, if you change the paper size, you might need to see how the slide prints on that particular size. Some changes, however, such as mirrored printing, do not display in Print Preview. If you're printing a proofing copy, you can save ink and time by changing your printer's properties to print in draft mode. Click the Properties button, and PowerPoint displays a dialog box that matches the capabilities of your particular printer (see the figure below, which shows options for a color inkjet printer). For example, if you want to print in photographic quality, you could choose Photo Paper and change the quality to Best. Or perhaps you don't want to waste color ink for this draft copy. You could choose to print in black and white. Advanced options, if available, might include the ability to mirror the image (for example, to print it backward on iron-on transfer paper).
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Fig - This Properties dialog box enables you to take advantage of your printer's unique capabilities You can scale the slide to fit the size paper you've chosen as best it can. You can add a framea thin black borderaround a slide's content (see the figure below), by choosing Frame Slides. Especially with overhead transparencies, this can add a touch of professionalism.
Fig - Frames help printed slides stand out You can print slides along with markups or annotations you made while making the presentation by choosing Print Comments and Ink Markup. For example, you could make annotations while practicing the show and then print those out and solicit comments from colleagues. You could then make corrections or changes before making the final presentation (see the figure below).
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Fig - Markups and annotations you make while playing a slide show can be saved and printed
Note You cannot print all the way to the edge of the paper, regardless of its size. Printers have certain margin limits built into them that force you to leave at least a small margin.
Tip A handy way to keep track of minutes, discussion, or action items is to make annotations on a slide show. When you stop playing the slide show, tell PowerPoint to keep the annotations. Then print the slides that have annotations as a permanent record or reference.
Packaging a Presentation for CD

Packaging your PowerPoint presentation to a CD makes your presentation ready to view on any computer. Often the available computer does not have PowerPoint installed. Packaging for CD includes the PowerPoint Viewer so that your presentation can be played on any computer, even those that do not have PowerPoint installed. In PowerPoint 2003, the feature is called Package for CD. To use it, do the following: 1. Choose File, Package for CD. PowerPoint displays the Package for CD dialog box (see the figure below).
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Fig - You use the Package for CD option to write a slide show to CD 2. Provide a name for the CD. 3. Choose Options to see what choices you have (see the figure below). They include the following: o o o o The PowerPoint Viewer option enables you to play a slide show even if the computer used to play the show doesn't have PowerPoint installed. If you include more than one slide show on the CD, you can specify whether the shows play automatically and in which order. By default, PowerPoint includes on the CD any linked files. This is important if you expect such files to appear when you play the slide show. You can embed TrueType fonts if you think those fonts might not be installed on the target computer and if it's important to keep intact the ones you're using. You can password-protect the files you copy to CD, either to open the slide show or to modify it. Be aware that this isn't a perfect security solution because after a person opens the slide show, even as a read-only file, he or she can modify it and save it with a new name.
Fig - You can include a PowerPoint viewer, slide links, and even the fonts slides use when you package a slide show for CD

4. After you complete your choices, click OK.
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5. If you want to add more slide shows to the package, click Add Files and browse to find them. After you do, the Package for CD dialog box changes slightly, enabling you to change the play order of the slide shows (see the figure below). Note that you might have greater success including all the appropriate links and graphic images if you first copy all your slide shows to the same folder on your hard disk and package them from there.
Fig - You can package more than one slide show at a time 6. Click Copy to CD to begin the recording process.
Caution If you think you'll need to depend on the PowerPoint Viewer, try it out first. The viewer has been known to render slide shows, especially animations, differently than the original. You might have to make adjustments to simplify the presentation before you play it with the PowerPoint Viewer. On the other hand, if the target computer has a recent version of PowerPoint installed, you might be able to play the packaged presentation without any problems.
You can also package a slide show to a folderfor example, on a network drive or on a zip or floppy disk (if the slide show is small enough to fit). Choose Copy to Folder and browse to the location to copy to. However, you might be surprised to find that new laptop computers are more likely to have CD drives than floppy drives. To play a packaged slide show, insert the CD. Depending on the packaging options you selected, the slide shows might play automatically, or you might need to select Start, Run and browse to the CD. To play the viewer, you need to find and run the PPTVIEW program, which automatically displays the names of the PowerPoint slide shows that are packaged with it. Alternatively, you can use Windows Explorer to find the slide shows and open them directly in PowerPoint.
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CHAPTER 13: JAZZING UP THE PRESENTATION
Incorporating Tables
Introduction
You've probably seen tables used in spreadsheets and word processing documents. Tables are a great way to organize information into neat rows and columns. They can be simple, or you can make them fashionable with designer lines and colors. In this chapter, you'll learn how to: Insert a table on a slide and add text to the table cells Change the size of the table and the size of rows and columns within the table Create borders around the table and around individual cells in the table
Creating a Table
There are various ways of creating tables in PowerPoint 2003. The two most widely used ones are discussed here.
Creating Table from Scratch

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide on which you want to insert a table. 3. Choose InsertTable. You can also click the Insert Table button on the Standard toolbar. 4. In the Insert Table dialog box, select your desired number of columns and rows for the table. Click OK. Your table appears on the slide. To enter data, see the subsection Entering Table Text.
Creating Table Using a Layout

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide on which you want to insert a table. 3. Choose ViewTask Pane, if it isnt visible. 4. Choose Slide Layout from the Task Pane drop-down menu. Scroll down to Other Layouts and double-click the Title and Table layout, as shown in Figure 10-2. 5. Double-click the table icon on the slide to open the Insert Table dialog box. 6. In the Insert Table dialog box, select your desired number of columns and rows for the table. Click OK. Your table appears on the slide. To enter data, see the subsection Entering Table Text.
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Inserting Text into a Table

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide that contains the table you want to modify. 3. Select a cell by clicking it and then type your desired text. If you type to the end of the cell, the text automatically wraps to the next line. 4. Press Tab to advance to the next cell to the right. If you are at the end of the row, you advance to the first cell in the next row. 5. Press Enter to insert another line within a cell. 6. Press Ctrl+Tab to insert a tab within a cell.
Modifying the Table

If you find that a table doesn't contain enough cells, you may need to add a few rows or columns. Or, if you got carried away and have more table space than you need, start deleting extra cells.
Adding Columns and Rows

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide that contains the table you want to modify. 3. To add a row, click in the row above or below where the new row is to be inserted. 4. On the Tables and Borders toolbar, choose TableInsert Rows Above or TableInsert Rows Below. 5. To add a column, click in the column to the left or to the right of where the new column is to be inserted. On the Tables and Borders toolbar, choose TableInsert Columns to the Left or TableInsert Columns to the Right. Tip: You can also click the row or column next to the point where you want to insert a new one. Then right-click and select Insert Rows or Insert Columns from the context menu. A new row is inserted above the selected row, or a new column is added to the left of the selected column.
Deleting Columns and Rows

The steps are: 1. Select the rows or columns you want to delete. o o To select rows, columns, or the entire table, drag across the rows, columns, or the entire table. To select a column, click just outside the top border of the column, when the pointer is a down-facing arrow.
2. Right-click, and then click Delete Rows or Delete Columns on the shortcut menu.

Merging and Splitting Cells
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If you want to create a row across the top of the table in which to make a heading, you can combine several cells into a single cell. You can also split a cell into several cells to make space for additional information. The steps for merging/splitting cells are: 1. If the Tables and Borders toolbar is not displayed, click Tables and Borders Button image on the Standard toolbar. 2. Do one of the following: o o To merge cells, click Eraser Button image, and then click the cell boundaries you want to remove. To split a cell, select the cell, and then click Split Cell Button image.
Resizing the Table

Sometimes tables need to be resized to fit on a slide or to display information in a neat and tidy format. Not only can you change the outer dimensions of a table, but you can make rows wider and cells taller. The steps for resizing a table are: 1. To change the size of any row, first click outside the table to deselect any cells. 2. Position the pointer on the lower border of the row to be modified. Your cursor changes to a double-headed arrow. 3. Click and drag the border up or down to increase or decrease the height. To change the height of all rows evenly, click anywhere on the table to select it and then click the Distribute Rows Evenly button in the Tables and Borders toolbar. The rows will be set to the same height, and the content will adjust to fit. 4. To change the width of any column, first click outside the table to deselect any cells. 5. Position the pointer on the right border of the column to be modified. With the double-headed arrow cursor, click and drag the border to the left or right to increase or decrease the width. To let PowerPoint set the column width to the widest entry within the column, position the pointer on the right border of the column to be modified and doubleclick with the double-headed arrow cursor. To change the size of all columns evenly, click anywhere on the table to select it and then click the Distribute Columns Evenly button in the Tables and Borders toolbar. The Columns will be set to the same width, and the content will adjust to fit.
Formatting the Table

After you have created a table and added some text, you may decide that the table lacks color. Spruce up tables by adding background colors and by changing the color and style of the border lines.
Designing a Border
The steps are: 1. Open a presentation in PowerPoint.
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2. In Normal view, under the Slides tab, select the slide that contains the table you want to modify. 3. Choose ViewToolbarsTables and Borders. 4. Click the edge of the table to select the entire table. Note that if you click inside a cell, only the cell borders will be formatted. 5. In the Tables and Borders toolbar, choose TableBorders and Fill. 6. In the Format Table dialog box, select the Borders tab. Specify your border style, width, and color. Using the diagram or buttons, specify which borders you want to modify. 7. Click the Preview button to view your modifications before accepting them. You can also change borders by utilizing the Border Style, Border Width, and Border Color drop-down palettes on the Tables and Borders toolbar. Select the desired border style, width, and color. Your cursor changes to a pencil icon. Click any border to apply the settings (press Esc to deselect the pencil icon). Or select your desired border configuration from the Borders drop-down list.
Applying Fill Colors

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide that contains the table you want to modify. 3. Choose ViewToolbarsTables and Borders. 4. Select the entire table by clicking the edge of the table. To select a single cell, simply click inside that cell. To select a group of cells, drag your cursor through your desired cells. 5. In the Tables and Borders toolbar, click Fill Color and choose your desired color. Click More Fill Colors to choose from additional colors.
Applying Fill Effects

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide that contains the table you want to add a fill effect to. 3. Choose ViewToolbarsTables and Borders. 4. Select the table, row, column, or cell to which you want to apply the fill effect. 5. In the Tables and Borders toolbar, click Fill Color and, from the drop-down list that appears, choose Fill Effects. 6. In the Fill Effects dialog box, click the Gradient, Texture, or Pattern tab. Select the desired effects. Click the Preview button to see how your fill effect will appear in your table. Then click OK.
MS Excel 2003 and MS PowerPoint 2003 Adding Visual Interests to Slides

Adding Charts to Your Presentation
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You'll probably want to create a new slide for your chart alone, so let's click the Insert New Slide icon or press Ctrl+M. The Slide Layout task pane pops up. From the Slide Layout task pane, you can select a Content Layout to begin a new chart or scroll to the bottom of the task pane and select the Chart and Title layout (the last layout). Within the Content Layout panel, click the second icon (the bar graph); within the Chart and Title Layout, double-click the chart icon. In either case, the Microsoft Graph program opens up inside PowerPoint. The two key components of Microsoft Graph are the datasheet and the chart area. This is shown in the following figure:
Fig - The Microsoft Graph program contains all the elements you need to create a chart in PowerPoint
Creating Your Chart

Microsoft Graph gives you a generic bar graph to revise, as shown in figure below. The basis of the graph is the datasheetwhatever is entered in the datasheet is reflected in the chart.
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Fig - Changing the contents of the datasheet directly affects the labels and plotting of the graph Along the top headings are the category labels. Category labels are the reference points for the values that the graph will plot. The default entries are four quarters of a fiscal year. Let's change the entries to reflect the products sold: shirts, slacks, belts, and socks. Just click in the cells, type these entries, and drag your datasheet away so that you can see the bottom of the chart area. You can see that just as the outline references the text in a slide's title and bullets, the datasheet enables you change the contents of the chart area. Let's continue to change the labels for what is called the value axis. These represent the actual numbers or data that will be plotted. Let's pretend these are salespeople, and enter four names, as shown in following figure.
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Fig - Notice that when a row is activated, another entry for that label is added to the chart legend The datasheet has only three generic entries to change, so we'll click in the first column of the next row to activate that column of the datasheet and add another name.
Adding Data in Datasheet

The steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide containing the graph datasheet to be edited. 3. Double-click the graph. Microsoft Graph appears, along with the graph and associated datasheet, as shown in below figure. 4. Double-click the datasheet cell to be edited and change the values as needed. 5. To finish, click anywhere outside the chart border.
Selecting a Chart Type

The required steps are: 1. Open a presentation in PowerPoint. 2. In Normal view, under the Slides tab, select the slide containing the graph to be modified. 3. Double-click the graph. Microsoft Graph appears, along with the graph and associated datasheet.
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4. Choose ChartChart Type. In the Chart Type dialog box, shown in figure below, select your desired type from the Chart type list and then select your desired type from the Chart subtype palette on the right. Click the Press and Hold to View Sample button to see how your data looks in the particular chart type. 5. To finish, click OK.
Fig Selecting Chart Type
Using Chart Options

With Microsoft Graph open, the chart column on the main menu is available. Click Chart, Chart Options to open the Chart Options dialog box (shown below).
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Fig A Sample Chart Options Dialog Box Here's a quick reference guide to Chart Options by the tabs available in the dialog box: Titles Add captions to the chart itself and the major axes. You can use the slide title to make the chart cleaner, and avoid titles for the axes to maximize the chart display area. Axes Checking the boxes for your axes ensures that the markers for the data are shown. Unchecking hides them. Gridlines Add or remove guides that set off your data. Legend Place your legend in the best location for full-screen display. Data labels Add or remove labels inside the plot area (you can manually move them later on). Data might be important to include; other info will probably be redundant and clutter your chart.
Adding Images to Your Presentation

Working with images in PowerPoint is easy. You can import a variety of file types by using a variety of methods. You can import scanned TIFFs from your scanner or import JPEGS from your digital camera. If you dont have access to either of these devices, you can import clip art and photographs from stock agencies. Or just use the multitude of art available within PowerPoints libraries, which include 140,000 pieces of clip art, photos, animations, and sounds. After you have a picture, you can easily modify its size, position, and even contrast and color to suit your needs. This section gives you all the information necessary to work with pictures of all sorts.
Inserting Clip Art Images

The required steps are: 1. Open a presentation in PowerPoint. 2. Choose InsertPictureClip Art to open the Clip Art task pane. You can also click the Insert Clip Art icon on the Drawing toolbar. 3. In the Search For box, enter a keyword that describes the art you are looking for.
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4. In the Search In box, select the collections from the drop-down list that you want PowerPoint to search in for your art. You can choose Everywhere (all collections), My Collections (clips you have stored on your hard drive), Office Collections (clips that are part of the Office suite), and Web Collections (clips located on the Web). 5. In the Results Should Be box, select your desired media type from the drop-down list. Choose from Clip Art, Photographs, Movies, and Sounds. For specific file formats under each media type, click the plus sign to expand the directory. 6. Click the Go button. 7. In the Results box, click the thumbnail of your desired clip. It will then be inserted into your slide. To find similar clips (if the clip has a defined style), click the downward-pointing arrow on the right of the clip and select Find Similar Style from the pop-up list. Note that you can also insert, copy, or delete clips from this popup list.
Inserting Images from Files

The required steps are: 1. Open a presentation in PowerPoint. 2. Click the slide where you want the picture to appear. If you want the picture to appear on multiple slides or title slides, add it to the slide master or title master, respectively. 3. Choose InsertPictureFrom File. You can also click the Insert Picture icon on the Drawing toolbar. 4. In the Insert Picture dialog box, navigate to your desired file. 5. To embed the file into your PowerPoint presentation, click Insert. To link the file to your PowerPoint presentation, click the downward-pointing arrow next to Insert and select Link to File. The picture is inserted into your slide.
Inserting a Picture from a Scanner or Camera

The steps are: 1. Open a presentation in PowerPoint. 2. If you are scanning an image, set it up on the scanner. 3. Select InsertPictureFrom Scanner or Camera. 4. If you have multiple devices connected to your computer, choose the device you are using under Device. You can also click the Insert Picture icon on the Drawing toolbar. 5. If you selected a scanner, choose either Web Quality (low resolution) or Print Quality (high resolution). Click Insert to scan your picture. If you Custom Insert. Note that if the Insert scanning software does not support an instead. Proceed with scanning your image want to customize your settings, click button is grayed out, your particular automatic scan. Click Custom Insert using your scanning software.
6. If you selected a digital camera, click Custom Insert. Locate the image on your camera, select it, and click Insert. If PowerPoint doesnt recognize your camera, your computer might treat your camera as a removable drive. If thats the case, choose InsertPictureFrom File and locate your camera in the Insert Picture dialog box. The picture will then be inserted into your slide.

Using Diagrams in Your Presentation
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PowerPoint 2003s diagrams offer a graphic way to display the relationships between elements of a process or organization. The diagram feature includes the following types of diagrams: Organization chart Shows hierarchical relationships, often those of employees in an organization Cycle diagram: Shows a process that takes place in a continuous cycle Radial diagram: Shows the relationship between a core element and its surrounding elements Pyramid diagram: Shows relationships where each element is the foundation of the next Venn diagram: Shows overlapping relationships Target diagram: Shows steps toward a goal
Applying Designs and Colour Schemes

Introduction
Color is an important element in communication. Each color has an inherent personality and can evoke emotion and action. Certain colors also have been historically associated with certain products, industries, and even messages. The colors you choose and the way you combine colors can have an effect on your presentation and the way it is perceived by your audience. You want to ensure that your color choices are never arbitrary but, instead, are well-thought-out. Fortunately, PowerPoint makes choosing and using color simple. If youre not particularly color savvy, you can rest assured that PowerPoints predefined color schemes are well designed. If youre feeling more creative, defining your own colors is easy. And if you decide color isnt enough, you also have the ability to add textures and patterns to your background and graphic elements.
Applying a Colour Scheme

The required steps are: 1. Open a presentation in PowerPoint. 2. Choose FormatSlide Design to open the Slide Design task pane. You can also click Design in the Formatting toolbar. 3. Click Color Schemes at the top of the task pane. 4. Click the color scheme you want to use in the Apply a Color Scheme area. By default, the color scheme you choose is applied to all the slides in your presentation.
Applying a Colour Scheme to Selected Slides

The required steps are: Open a presentation in PowerPoint. Choose FormatSlide Design to open the Slide Design task pane. You can also click Design in the Formatting toolbar.
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Click Color Schemes at the top of the task pane. Click the Slides tab on the far left of the application window. If the Slides tab isnt visible, first choose ViewNormal. In the Slides tab area, Ctrl-click the slides whose current color scheme you want to change while leaving the remaining slides unselected. Hover your mouse over your desired color scheme in the Color Schemes area of the task pane. Click the downward-pointing arrow and select Apply to Selected Slides from the drop-down list.
Editing a Colour Scheme

The required steps are: 1. Open a presentation in PowerPoint. 2. Choose FormatSlide Design to open the Slide Design task pane. You can also click Design in the Formatting toolbar. 3. Click Color Schemes at the top of the task pane. 4. Do one of the following to edit the color scheme of o o Slides: Click the Slides tab on the far left of the application window, then Ctrl-click your desired slides. Notes: Choose ViewMasterNotes Master to edit the color scheme for all the notes pages. To change just a single notes page, select the slide in the Slides tab area. Handouts: Choose ViewMasterHandout Master.
5. Click Edit Color Schemes at the bottom of the task pane. 6. In the Edit Color Scheme dialog box, under the Custom tab, click the color you want to change in the Scheme colors area. 7. Click the Change Color button. 8. Do one of the following: o o Standard color palette: Click the color you want. Click OK. Custom color palette: Click with the crosshair icon to select a color. You can also drag the scroll bar to further fine tune the color. Click OK.
9. Repeat Steps 6, 7, and 8 for additional colors you want to modify. 10. Click Apply to modify the colors and exit the dialog box.
Changing the Slide Background Colour

The required steps are: 1. Open a presentation in PowerPoint. 2. Choose FormatBackground. 3. In the Background dialog boxclick the downward-pointing arrow and select one of the eight colors from the current color scheme. 4. Click the Preview button to get a look at your modified background. 5. Click Apply to apply the new background color to selected slides only. Click Apply to All to apply the background to all slides.

Adding, Modifying and Deleting a Fill Effect
The required steps are: 1. Open a presentation in PowerPoint.
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2. On your slide, select the AutoShape, picture, text box, or WordArt you want to modify. 3. On the Drawing toolbar, click the downward-pointing arrow next to the Fill Color icon. (If the Drawing toolbar is not visible, choose ViewToolbarsDrawing to display it onscreen.) 4. Select one of the following: o o o o o No Fill: This option removes any fill. Automatic: This option uses the default fill color. Other Color Scheme Colors: Choose one of the eight colors in the color scheme. More Colors: Choose a color from the Standard or Custom color palettes. Fill Effects: Choose from Gradients, Textures, Patterns, or Pictures in the Fill Effects dialog box.
6. The element you chose in Step 2 should have a new fill.
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CHAPTER 14: WORKING WITH FEATURE OF POWERPOINT 2003

Modifying a Design Template
ADVANCED
PowerPoint enables you to apply a design template to your entire presentation. No matter whether you develop a presentation with the AutoContent Wizard, with individual design templates, or from scratch, you can easily change the format and look of your entire presentation. You might change your presentation's overall design because you want to give your presentation to a different audience, perhaps one that is more or less formal than the original audience. If you're publishing your presentation on the Internet, you might want to apply a template you've created that incorporates various design elements of your Web site. Use the following process to change the entire presentation's design template: 1. With your presentation open, click the Slide Design button on the Formatting toolbar to display the Slide Design task pane. 2. Search through the templates for a design you prefer. 3. When you point (not click) your mouse on a template's thumbnail image, an arrow appears to the right of the image that you can then click to provide a menu of choices. You can choose to apply the new template's design to all your slides or to selected slides, and you can even display a larger image of the template to determine whether it's one you want to use. 4. Instead of selecting from the template menu, simply click any template style once and PowerPoint will change the slides in your presentation to match the style you clicked. 5. After PowerPoint finishes changing the template design for your presentation, page through the slides to see whether you chose a good design. You can always go back through the process to change the design again or undo the change.
Changing a Single Slide's Design

In the previous chapter, you saw that you could change an entire presentation's design by selecting a new design template without having to edit all the individual slides. Also, by simply selecting Apply to Selected Slide from the Slide Design task pane's drop-down menu, you can change only the current slide. In either the Normal view or the Slide Sorter view, you can change the design of an individual slide by selecting the Apply to Selected Slides option from the template's dropdown list box of options. You might be happy with the template but want to change the color set for a slide (or even the entire presentation). When you click on the Color Schemes at the top of the Slide Design task pane, PowerPoint presents you with a list of color schemes for your chosen template. Again, you can apply a color scheme to an individual slide to make that slide stand apart from the crowd, or you can apply the color scheme to the entire presentation by choosing the appropriate option on the drop-down menu.
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Working with Header and Footer

The steps to add header and footer in a presentation slide are described as below: 1. Open a presentation in PowerPoint. 2. Open the Slides tab. 3. Click a slide to which you want to apply a header and/or footer. Ctrl+click to select multiple slides for adding a header and/or footer. 4. Choose ViewHeader and Footer to open the Header and Footer. 5. Make choices for the following: o Date and Time: Check the box and choose a date/time format from the drop-down menu. You can also insert a date and time by choosing InsertDate and Time. You get the same Header and Footer dialog box. Update Automatically: Check the radio button to update the current date each time the presentation is opened. Fixed: Click the Fixed radio button and type a date/time in the text box. Slide Number: Add a slide number to each slide. Footer: Add a footer. Type the footer text in the box. Dont Show on Title Slide: Check this box to keep the header/footer from appearing on the title slide. Preview: View the Preview area in the Header and Footer dialog box to see where the header/footer is placed on the slide. Note that when adding a footer as described here, three bold rectangles appear where the footer information is added.
o o o o o o
6. Click Apply and the header/footer information is applied to the selected slides. Click Apply to All to apply changes to all slides.
Collaborating in PowerPoint
Reviewing Presentations
There are two ways to handle sending and receiving reviews: with Microsoft Outlook and without Microsoft Outlook (by using another email program, a network server, or disks, for example). If you use Outlook, you can take advantage of special features that make collaborative reviewing easier, particularly if you want to monitor several reviewers' feedback. But you can also review without using Outlook, especially if you don't really need its added functionality. No matter which method you use, there are four main steps to a review cycle: 1. The original author sends the presentation out for review. 2. The reviewer (or reviewers) reviews the presentationeither by making changes directly to it or by adding comments. 3. The reviewer returns the presentation to the author. 4. The original author merges the reviewed presentation(s), compares them, and finalizes the presentation.
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How you use PowerPoint's reviewing features depends on both the method you choose to handle the physical review and your goals for the review process. You might only want to send your presentation to one person for review. In that case, you need to decide whether you want to use PowerPoint's advanced reviewing tools (such as the Revisions task pane) or whether you would rather just have your reviewer add comments where necessary and send the presentation back to you. If, on the other hand, you want to formally track reviews or incorporate several reviewers' comments and revisions, it's helpful to use tracking tools and the Revisions task pane. In any case, PowerPoint's review features are both powerful and flexible enough to suit most requirements.
Sending a Presentation for Review

The first step in collaborating on a PowerPoint presentation is to send the presentation out for review. Depending on the method you use to handle reviews, how you do this varies slightly. To send a presentation for review using Outlook, follow these steps: 1. Open the presentation you want to send for review. 2. Choose File, Send To, Mail Recipient (for Review). Microsoft Outlook opens with an email ready to send (see the figure below).
Fig - Your presentation is set up automatically to draw the attention of a reviewer 3. Enter the email address of the person to whom you want to send the presentation. 4. Type review instructions in the message area. 5. Click the Send button to send your presentation. To create a review copy of your presentation that you can send using another email program, place on a network server, or copy to a disk, follow these steps:
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1. Open the presentation you want to send out for review. 2. Choose File, Save As. The Save As dialog box opens, shown in the following figure.
Fig - Save your file as a presentation for review 3. Enter a name for the review copy in the File Name field. 4. Choose Presentation for Review in the Save as Type drop-down list. 5. Click Save. From here, you can send your presentation to reviewers using your preferred method email, network server, or disk.
Performing the Review

What happens during the actual review depends on a number of things: the methodology the author communicated to the reviewers, the amount of change required, the kind of review (quick glance versus detailed content analysis), and each reviewer's preferences. In PowerPoint, reviewers can either make changes to the presentation itself or add comments about individual slides in the presentation. If a reviewer revises the actual presentation, the author will be able to use the Revisions task pane to determine what changes were made. If the reviewer uses comments, they appear as yellow boxes on the screen. When a reviewer changes the actual content of a presentation, PowerPoint tracks these changes. The following table lists the kinds of changes PowerPoint tracks, in addition to the actual text itself. Change Presentation-level changes Description Slide size Content and list of named shows Headers and footers for slides, title slides, and notes Slide-level changes Color scheme Animation settings List of shapes

Change Description Slide master IDs and locked templates Slide master list of color background, and objects Slide transition and layout Headers and footers Shape-level changes Action settings Recolor information External objects Paragraph-level changes schemes, default text
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styles,
Bullet typeface, color, size, animation schemes, margins, and tabs Paragraph indent, alignment, direction, margin, and tabs East Asian word wrap and alignment settings
Text-level changes
Font typeface, color, and size Languages Hyperlinks
Using the Reviewing Toolbar

The Reviewing toolbar offers features that are useful both to reviewers and to authors reconciling reviews. Depending on the stage of the review cycle and the review activity you're performing, some of the Reviewing toolbar buttons might be unavailable or hidden. The Reviewing toolbar displays automatically during certain reviewing activities, such as adding comments or reconciling reviews. You can also open it manually by choosing View, Toolbars, Reviewing. The following table lists the buttons on the Reviewing toolbar and explains how they're used. Button Name Markup Description Toggles the display of comments and changes on and off
Reviewers
Lets you select the reviews and comments of specific reviewers Moves to the previous comment in a presentation
Previous Item
Next Item
Moves to the next comment in a presentation
Apply
Lets you apply the current change, all changes on the current slide, or all changes in the current presentation
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Name Unapply Description Lets you unapply the current change, all changes on the current slide, or all changes in the current presentation Inserts a comment box on a slide
Button
Insert Comment Edit Comment Delete Comment
Lets you edit a selected comment
Deletes a selected comment or marker, all comments and markers on the current slide, or all comments and markers in the presentation Opens and closes the Revisions task pane
Revisions task pane
Adding Comments to Slides

When you want to write a note to the author explaining changes you think should be made, use comments. Note Comments aren't the same as notes. You add comments within a presentation to provide input on specific slides. You usually delete comments after you read them and update your presentation. Notes are information you keep with your presentation to provide additional information as you speak. To add a comment to a slide, click the Insert Comment button on the Reviewing toolbar or choose Insert, Comment. If it isn't already open, the Reviewing toolbar appears when you insert a comment. A yellow box appears at the top-left corner of your slide; your name appears as the reviewer. The following figure illustrates a sample comment box.
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Fig - Comments provide a way to get feedback on your presentation
Note You can't add a comment in Slide Sorter view.
PowerPoint places all general comments in the upper-left corner of the slide. If you add more than one comment to the slide, it appears on top of the existing comment, covering most of it. You can move the comment from its default location by selecting it and dragging it with the mouse. You can also attach a comment to a selected element on the slide. For example, you could create a comment about the overall content that appears in the top-left corner and then attach individual comments to selected text or a selected graphic object as well. Enter your comments in the yellow box, which expands to fit the length of your comment. To change the reviewer name, choose Tools, Options, and enter a new name in the User Information group box on the General tab.
Reviewing Comments
If you don't plan to use the Revisions task pane to review comments in a presentation, you can use the Reviewing toolbar to move from comment to comment, evaluating each comment as you progress. To review comments, click the Markup button on the Reviewing toolbar if comments don't appear. In general, comments should be apparent because of their yellow color. Still, in a long presentation, it can be easier to jump to the next comment rather than look at each slide. To do this, click the Next Item button on the Reviewing toolbar. To jump back to a previous comment and look at it again, click the Previous Item button. When you reach the end of a presentation, clicking the Next Item button brings you back to the presentation's first comment.
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After you read a comment, you might want to delete it. To do so, select it and click the Delete Comment button on the Reviewing toolbar.
Sending Back the Review

After entering all comments and changes, the reviewer sends the presentation back to the author for final reconciliation. A reviewer who received a presentation through Outlook can send it back by choosing File, Send To, Original Sender from within PowerPoint. If the reviewer uses a version of PowerPoint earlier than PowerPoint 2003, to perform the review, choose File, Send To, Mail Recipient (as Attachment) to return the presentation to the author. Unless instructed otherwise, reviewers receiving a presentation as an email attachment, on a network, or on a disk should save the presentation and return it to the author in the same way it was received.
Reconciling Reviews
If you're the author of a presentation, the final step includes merging the reviews, checking the comments and changes of all reviewers, accepting or rejecting their suggestions using the Revisions task pane or Reviewing toolbar, and saving your final presentation. Tip No one right way exists to handle the review and reconciliation process. You can use a combination of features on the Revisions task pane List and Gallery tabs and on the Reviewing toolbar to complete your presentation.
Comparing and Merging Presentations

If you're using Outlook to do revisions, open the email that contains the reviewed presentation, double-click it, and click Yes in the prompt dialog box that asks whether you want to merge this presentation. PowerPoint merges this presentation with the original. If you're using another email program, a network server, or a disk to handle reviews, follow these steps: 1. Open the original presentation in PowerPoint. 2. Choose Tools, Compare and Merge Presentations. The Choose Files to Merge with Current Presentation dialog box opens (see the figure below).
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Fig - Comparing and merging your presentation lets you see all reviewers' comments in the same place 3. Select a file (or files) to merge and click the Merge button. The presentations are merged, and the Revisions task pane opens. Other buttons can be added to the Reviewing toolbar.
Using the Revisions Task Pane to Reconcile Reviews

The Revisions task pane lets you view and reconcile the comments and changes of multiple reviewers. It should appear automatically when you compare and merge presentations, but you can also open it manually by choosing View, Toolbars, Revisions Task Pane. The following figure illustrates the Revisions task pane.
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Fig - Use the Revisions task pane to look at reviewers' changes and accept or reject them The List tab displays color-coded comments and changes for each reviewer. To see those for specific reviewers, select them from the Reviewers drop-down list. The default is to display the comments of all reviewers. On the List tab, you can click an individual comment to view it and then click the Delete Comment button on the Reviewing toolbar to remove it from your presentation. Depending on the contents of the comment, you might want to make additional changes to your presentation. If the comment is informational only ("Great presentation"), you can continue to the next review item. On the List tab, you can also click a change marker to display its contents and click in the check boxes if you want to accept the changes. You can also hover the mouse over a change marker on your slide to view the proposed change. Then click on that change marker to display the menu with check boxes for accepting changes (or in some cases, an individual change). To move to the next slide, click the Next button on the pane. To go back to a previous slide, click Previous. On the Gallery tab, you view thumbnails of the changed slides by reviewer. On this tab, you can click the check box next to the name of a reviewer to apply all changes suggested by that reviewer. You can click the down arrow next to the thumbnail to view a list of other options, including the ability to apply changes, unapply changes, view only a specific reviewer's changes, preview animation, or tell PowerPoint that you're done with that reviewer.
Protecting Your Presentations

Particularly if you're going to email your presentations or use the collaboration tools you might be concerned about security.
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The first line of defense is to password-protect your presentation, which you can do by following these steps: 1. Click Tools, Options. 2. Click the Security tab. 3. Enter a password to enable others to open (view) your presentation. 4. Enter a password to modify. 5. Set advanced settings for encryption. 6. Set macro security. The Permission setting on the File menu takes you to a download site for IRM (Information Rights Management) client software to use with SharePoint sites and to further protect intellectual property during collaboration. Click the Macro Security settings button, and lower them, if necessary, to enable macros for your presentations. Set them higher if you aren't using macros and want to protect against macro viruses.
Running Slide Show

An Overview on PowerPoints Slide Show
One of the best ways to see the overall effect of your presentation is to run a simple slide show; that is, walk through your presentation displaying your slides in sequence, moving from one slide to another, transitioning (changing) from one slide to the next without any special effects, but automating the moving at a preset timing that you can control. An automated slide show is useful for creating self-running demonstrations, product presentations, and conference information distribution. PowerPoint screens use the term kiosk to describe the idea of a self-running presentation. Although you can control each and every detail of a self-running slide show, start with the basics and then expand your skills: add a timer to the presentation to control the amount of time each slide is displayed.
Automating the Presentation

Follow these steps to automate the presentation: 1. Towards the bottom of the task pane, you will find an Advance Slide section. Uncheck the option labeled On Mouse Click. Doing so ensures that the presentation speed will not be affected by mouse clicks; the presentation will be fully automated to change slides at a preset time interval. 2. Check the option labeled Automatically After (if it is not already checked). 3. Adjust the value of the minutes and seconds box to 3 seconds (displayed as 00:03). 4. Click the Apply to All Slides button so PowerPoint does not apply the timed transition just to the current slide. Leave all other values in the task pane alone for now. You have just informed PowerPoint that you want your slide show to run in a kiosk-style with each slide transitioning to the next every 3 seconds. 5. Start the slide show by clicking the Slide Transition task pane's Slide Show button or by pressing F5. The presentation begins. Each slide displays for 3 seconds before the next slide appears.
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6. When the final slide displays, PowerPoint displays a blank screen that you can click to exit and return to PowerPoint. During the presentation, click the mouse button and notice that the click has no effect on the presentation's speed. Ordinarily, a mouse click sends the presentation to the next slide. 7. Press Esc to stop the presentation and redisplay your presentation.
Recording Slide Timings

When giving a presentation, you can manually control the timing of each slide by clicking the mouse, or you can set timing and let PowerPoint forward each slide for you. Usually, timed slides are used when your presentation will run unattended at a conference or kiosk. However, if you are presenting, you can always pause a presentation that has timed slides to maintain full control. Timing was more important before the days of ubiquitous remote controllers. In that case, automatic timing freed the presenter from being tied to the computer. Nowadays, with a remote mouse, you can control the computer and still walk around the room without restriction. Timing slides can be used as a technique for rehearsal. When you rehearse timings, PowerPoint lets you know the length of the entire presentation, which is extremely useful information. You also learn how long you are spending on each slide. From this data, you might decide to divide a slide into two, to break up the message into smaller bites. On the other hand, you might realize that two slides should be combined.
Set the Timing

There are two ways to set timing for a presentation. When you use the first method, you run through your presentation as a rehearsal and time the slides based on your rehearsal. In the second method, you directly assign a number of seconds to each slide. If your presentation is designed to run unattended, you can still use the rehearsal method to get an idea of how many seconds to assign to each slide. Then you can assign timings directly.
Rehearse Timings
Before rehearsing timings, especially if you will be presenting your slide show, gather together any notes you might need so that you are ready to present. You are about to rehearse your entire presentation for the first time! Follow these steps: 1. Open your presentation and make sure that the first slide is displayed. 2. Choose Slide Show | Rehearse Timings. If you are in Slide Sorter view, choose Rehearse Timings from the Slide Sorter toolbar. PowerPoint switches you to Slide Show view and opens the Rehearsal toolbar, shown here. 3. Start talking! Present your slide show like you plan to when you are actually presenting. 4. When you are finished with the first slide, click Next on the Rehearsal toolbar (or just click as usual). 5. Continue until you have finished the last slide, clicking Next after each slide. 6. After the last slide, PowerPoint displays the time of the entire presentation and asks if you want to record the timing and use it when you view the slide show, as shown here. If you do, click Yes. PowerPoint switches you to your previous view and ends the rehearsal. While timing a presentation, you have two other options on the Rehearsal toolbar. To pause the timing process, click Pause. Click Pause again to continue timing the slide. If you make a mistake and want to start a slide over, click Repeat. After you have recorded the timings, you can see the time beneath each slide in Slide Show view.

Assign Timing to Slides
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You can directly assign timing to slides without going through the rehearsal process just described. You can also rehearse the presentation and then use the timings you obtain as a guideline for assigning your own timings. To assign timing to the slides in your presentation, follow these steps: 1. Switch to Slide Sorter view. 2. Select the first slide. If you want other slides to have the same timing, select them as well. 3. Choose Slide Transition from the Slide Sorter toolbar (or choose Slide Show | Slide Transition). PowerPoint opens the Slide Transition task pane. 4. In the Advance Slide section of the task pane, check Automatically After. Then use the text box or the arrows to set the number of seconds you want the slide(s) displayed. The timing is applied to the active slide. 5. To apply the slide timing to all the slides in the presentation, click Apply to All Slides. Continue to set timing for other slides if necessary, using the same procedure.
Use Timing When You Present

To automatically advance slides with the timing you set, you should make sure that the slide show is set up to use the timings. Heres how: 1. Choose Slide Show | Set Up Show. 2. In the Advance Slides section of the Set Up Show dialog box, click Using Timings, If Present, as shown in the following figure.
Fig - Use the Set Up Show dialog box to specify how your presentation runs 3. Click OK.
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Now, when you run your presentation in Slide Show view, PowerPoint uses your timings. You can go back and choose Manually in the same section of the dialog box if you decide not to use the timings you have set.
Using Transition Effect

Just as in movies, you may have seen sometimes fades from one scene to the next, PowerPoint provides some interesting transitional effects that can make your slide transitions more interesting. If you want more control over the transition, display the first slide in the presentation and select Slide Show -> Slide Transition to display the Slide Transition task pane (if it is not still showing from the previous section). The top portion of the task pane determines how your slides can transition from one to the next. You can control the way an individual slide transitions or the way all slides in your presentation transition. For example, to make the first slide transition to the second by dissolving from the first to the second, click the Dissolve option under the task pane's section labeled Apply to Selected Slides. PowerPoint shows you what the dissolve will look like by dissolving the current slide (as long as the box labeled AutoPreview is checked at the bottom of the task pane). For an even more interesting effect, select a sound as well as a transition. PowerPoint will play the sound, such as applause, when the slide transits. Some sounds are shorter than the dissolve effect. To repeat the sound until the next sound begins (so that the sound plays during the entire slide's appearance), click the option labeled Loop Until Next Sound. For both sounds as well as transitions, if you don't click the Apply to All Slides button at the bottom of the task pane, PowerPoint applies the transition and sound only to the current slide. If you want to use a uniform transition for all slides, click the Apply to All Slides button.
Setting Up Custom Shows

PowerPoint provides a Set Up Show dialog box, that you display from the Slide Show, Set Up Show menu option. The Set Up Show dialog box lets you control several features of your presentation and is useful whether or not you want to present an automated slide show. The following table explains the various options of the Set Up Show dialog box. Option Show Type Description Determines whether the presentation is fully automated, controlled by a speaker, or run by an individual at the keyboard. The latter option displays the slide show inside a window, and the other two options display the slide show in full-screen mode. Determines whether all the presentation slides appear or only a range of slides during the presentation. Enables you to run the slide-show presentation without narration or animation. In addition, you can select a pen color for marking during the slide show and set the slide show to loop continuously until you press Esc.
Show Slides
Show Options

Option Advance Slides Multiple Monitors Description
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Determines whether the speaker or PowerPoint transitions one slide to another. If your computer has multiple monitors, as might be the case if you use a laptop and connect a projection screen to a second monitor card, you can request that the slide show appear on the second monitor while you control the presentation from the first monitor. On slower computers, checking Use Hardware Graphics Acceleration can speed up a slide show, assuming the computer has no system problems with the acceleration. (Errors will appear the first time you try this if the PC will not work.) In addition, you can specify the resolution of the slide show no matter what the screen resolution was before the slide show began.
Performance
Rehearsing Your Slide Show

If you want your slides to transition at various speeds, you can manually adjust the speed one slide at a time. Some slides might require more time to read than others, and you'll want such slides to remain on the screen longer than others. One of the easiest ways to adjust the timing between slides is to select Slide Show -> Rehearse Timings. As soon as you select the Rehearse Timings option, PowerPoint begins the slide show. As each slide appears (with whatever transition you've applied to that slide's appearance), keep the slide on the screen as long as you think it should remain and then click Next to move to the next slide. Keep clicking through the presentation at the speed you want PowerPoint to move. As you click, PowerPoint records the timing of each slide. At the end of the presentation rehearsal, PowerPoint displays a message box with the total amount of time that the presentation requires. You can save the timings or re-run the rehearsal to specify different timings.
Using Narration and Hyperlinks in Your Presentation

Some presentations must be delivered remotely, either because the people you want to reach aren't available to sit through a live lecture, or because you want to use the presentation on the Web or some other widely distributed medium. There are some special considerations when you're preparing such a show, and this chapter will deal with them. In this section, you will learn how to: Work with hyperlinks Work with action buttons for navigation Add voice-over narration recordings
Creating a Hyperlink in a Presentation

The steps are: 1. Open a presentation in PowerPoint.
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2. Go to the slide that contains the element you want to use as your source link in the hyperlink. 3. Choose the element (we chose a small circular autoshape) and then choose InsertHyperlink or click the Hyperlink button on the Standard toolbar. 4. In the Insert Hyperlink dialog box, select the Place in This Document option under Link To. 5. Select your desired destination link under Select a Place in This Document. Select from the slides or a custom show within your presentation. If you select a custom show, you can mark the Show and Return check box, which will take the display back to the source link after the show has played. 6. Click OK. 7. To test your hyperlink, run your presentation by choosing Slide ShowView Show. You can also click the Slide Show from Current Slide button at the bottom of the Slides tab in Normal view. Note that when you hover your cursor over the hyperlink, the arrow becomes a pointing hand, indicating a link.
Inserting a Hyperlink to a File or Web Site

The steps are: 1. Open a presentation in PowerPoint. 2. Go to the slide that contains the element you want to use as your source link in the hyperlink. 3. Choose the element (we chose a small circular AutoShape) and then choose InsertHyperlink or click the Hyperlink button on the Standard toolbar. 4. In the Insert Hyperlink dialog box, click Existing File or Web Page under Link To. 5. Navigate to your desired file or type your Web site URL in the Address field. 6. Click OK.
Inserting a Hyperlink to Another Presentation

The steps are: 1. Open a presentation in PowerPoint. 2. Go to the slide that contains the element you want to use as your source link in the hyperlink. 3. Choose the element and then choose InsertHyperlink or click the Hyperlink button on the Standard toolbar. 4. In the Insert Hyperlink dialog box, click Existing File or Web Page under Link To. 5. Navigate to and select the presentation that contains the slide you want to designate as your destination link. 6. Click the Bookmark button in the top-right corner. In the Select Place in Document dialog box, select the slide you want to link to. 7. Click OK and OK again to exit the dialog box and apply the hyperlink.
Modifying and Removing Hyperlinks

You can modify a text hyperlink in two main ways: Changing the links settings and modifying its appearance. To edit the settings, right-click the hyperlink and then choose Edit Hyperlink from the shortcut menu. Make any revisions to the hyperlinks settings (such as adding a ScreenTip to an email link) and then click OK.
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You can also change a hyperlinks color. By default, the hyperlinks color is determined by the slides color scheme, the set of eight coordinating colors associated with each template. To change a hyperlinks color, choose Format and then Slide Design. In the Slide Design task pane, select the color scheme youre using and then click Edit Color Schemes. On the Custom page of the Edit Color Scheme dialog box, choose which element you want to modify: Accent and Hyperlink or Accent and Followed Hyperlink. Click the Change Color button and then choose a new color before clicking Apply. Finally, you can remove a text hyperlink (but not the associated text) by right-clicking the link and then choosing Remove Link from the shortcut menu. If you want to remove both the link and its associated text, select the text and then press DELETE.
Recording Narrations
The steps are: 1. Open a presentation in PowerPoint. (Narrations are designed to run through an entire presentation. You may want to use them for Web or self-running presentations). 2. In Normal view, in the Slide tab area, select the slide you want to start your narration on. 3. Choose Slide ShowRecord Narration. 4. In the Record Narration dialog box, perform the following actions: o o Click the Set Microphone Level button to specify your desired volume. Click OK. Adjust the quality by clicking the Change Quality button. In the Sound Selection dialog box, choose from CD Quality (highest) to Telephone Quality (lowest) from the Name dropdown list and then click OK. Note that the higher the sound quality, the larger the file size.
5. Choose whether or not to link your narration to your presentation. If you choose to link your narration, click the Browse button and select the folder in which you want to save your narration file. If you do not link your narration, it will be embedded into your presentation. It is recommended that larger narrations be linked. This enables your presentation file to remain at a manageable size. Remember to include the linked narration file with your presentation file on your hard drive or on any external media. 6. Click OK to exit the Record Narration dialog box. 7. If you chose the first slide in your presentation in Step 2, proceed to Step 8. If you selected another slide in your presentation in Step 2, a second, smaller Record Narration dialog box appears. Click either Current Slide or First Slide to indicate where you want your narration to begin. 8. Your presentation will now appear in Slide Show view. Speak your narration into the microphone. When you are done with the narration for that slide, click the slide to advance to the next slide. Continue your narration for the next slide. Repeat these steps for your entire presentation. You can pause your narration by right-clicking the slide and choosing Pause Narration from the context menu. To resume your narration, choose Resume Narration using the same method. If you make a mistake, you can re-record part of the narration. Go to the slide you want to re-record and follow Steps 1 through 7. When you are done re-recording the portions you want to change, press Esc and go to Step 10. 9. When the black end of presentation screen appears, click it.
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10. Your narration is saved. A message appears, asking you whether you would also like to save the slide timings (shown below each slide). If you click Save, your presentation will appear in Slide Sorter view with timings displayed under each slide. If you click Dont Save, you will return to your first slide. You can run your slide show without the narration or with the narration but without your saved timings (choose Manually under Advance slides) by selecting those commands under Slide ShowSet Up Show.
Using Action Buttons

An action button is a button you place on a presentation's slide that, when clicked during the presentation, performs a preset action. To add an action button, follow these steps: 1. Select the Slide Show, Action Buttons menu option. PowerPoint displays a submenu of Action buttonsmany of which look somewhat similar to the buttons on a cassette deck. (If you want, you can drag these Action buttons off the toolbar to create a floating toolbar.) 2. Select a button by clicking it. 3. Point to the location on the slide where you want the button to appear and drag your mouse to place the button on the slide. Resizing handles appear around the button (these resizing handles reappear if you select something else on the slide and return to the button) so that you can change the size of the button. You can also move the button by clicking on the button and dragging the button elsewhere on the slide. 4. The button by itself, no matter what the button's icon shows, does nothing. For example, if you placed an action button that looks similar to the Rewind button on a cassette deck, the button will not rewind your presentation. The button does nothing until you specify an action setting by selecting Slide Show, Action Settings to display the Action Settings window. By the way, if you place action buttons on a slide, you should always specify actions for those buttons. Nevertheless, other elements of your presentation can also take on actions as well as the buttons. Any item you can select, such as a heading, title, or graphic image, as well as a bulleted item on a slide's list, can take on an action that you specify. Therefore, you can simply type the name of a Web site in a slide, select the Web site name, and apply a specific hyperlink to that text from the Action Settings window. You can click the link to display that Web page when you present the Slide Show.
Using Animation in Slide

One of the more interesting features of PowerPoint is its ability to animate the various elements of your slides as the slide appears during the presentation. Consider how captivating your presentation could be when any of the following occurs: The title flies onto the slide from the side before the rest of the slide's contents appears. The top half of the slide falls down from the top while the bottom half of the slide rises up from the bottom of the screen. The slide's graphics appear and the text slowly fades into view. Each bulleted item in the list comes onto the slide by each letter cart-wheeling into view. Paragraphs of text fade in at different moments. The title of your slide bounces into view, and when it finally comes to rest at its anchored location, the rest of the slide appears.
To get started with animation effects, select Slide Show -> Animation Schemes to display the Slide Design task pane with the Animation Schemes option displayed. Read through
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the different animation options, and you'll see the plethora of effects that PowerPoint provides. To apply an animation, first display the slide to which you want to apply the animation. Locate the slide by clicking on the slide's thumbnail at the left of the screen or by pressing PageUp or PageDown to display the slide. With the slide showing, click on one of the animation effects. PowerPoint groups the animation effects by three primary categories: Subtle, Moderate, and Exciting. Each refers to the impact of the effect you choose. Any of the Exciting animation schemes will have far more action than any of the Subtle schemes. If, after applying a scheme, you decide that you don't want the animated effect, click the No Animation option to remove the animation. If a slide is showing, display the Slide Design task pane and click on different schemes. PowerPoint will show you what the animation looks like. Keep in mind that the animation schemes apply to specific elements of your presentation's slides. For example, the Rise Up animation first shows your slide's background image, then the title rises from the bottom of the screen, and then the rest of the slide appears. Unless you've created a slide from a blank slidekeeping all text in the same format and on the same outline promotion level with no animation addedthe animation schemes can consistently apply themselves across your presentation if you reuse the same animation on different slides. If you ever change the presentation's Design Template (by clicking on the Slide Design task pane's Design Templates option and choosing a new design), the animations will still work but will be applied to the new design's elements.
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CHAPTER 15: GETTING MS OFFICE 2007
INTRODUCED
TO
Getting System
Overview
an
Overview
of
Microsoft
Office
2007
Any separation between business information and the software thats used to create and manage it has become harder and harder to see. Although people still conduct business over the phone, in meetings-even at a health club or a restaurant-these kinds of personto-person encounters lead to electronic documents that detail the products, ideas, and data that companies, their employees, and their customers exchange. And for millions of workers in home offices, small businesses, or large organizations around the globe, with jobs in fields such as administration, architecture, consulting, education, finance, health care, law, marketing, real estate, sales-you name it-this means working with the programs that make up the Microsoft Office system. The 2007 release of the Microsoft Office system provides many new and updated features: graphics capabilities such as three-dimensional effects for charts and diagrams; the To-Do bar in Microsoft Office Outlook 2007; data visualization capabilities in Microsoft Office Excel 2007 that highlight trends in data series; text building blocks in Microsoft Office Word 2007 that let you identify standard pieces of content, such as the text for a disclaimer or a company description, that can be inserted consistently from document to document whenever they are required. Microsoft has also changed in radical ways the user interface for several of the 2007 Office system programs. These changes may take some getting used to for experienced Microsoft Office users. Its hard to imagine creating or printing a document without opening the File menu or using a toolbar button, but thats whats in store. Of course, the changes to the user interface are intended to make your use of the applications easier, your work with them more effective. Microsoft designed the changes so that you can focus more on the results you want rather than on figuring out how to achieve them. The 2007 Office release programs PowerPoint, Excel, and Word have a new file format as well. The format is based on the Extensible Markup Language (XML), and although the change in the file format might not affect how you do your work in Microsoft Office, it very likely will affect the kind of work that you and others do and the type of information you work with. XML is often used to transfer data between computer systems and applications, for example. One effect youll probably see as a result of the wider use of XML in 2007 Office system applications is the ability to work more easily with data stored in back-end systems.
The New World of Work

In May 2005, as part of the groundwork Microsoft laid for building interest and momentum for the 2007 Office system, Bill Gates published a memo titled The New World of Work. In the memo, which was distributed to corporate executives, business decision makers, and other Microsoft customers (and is available on Microsofts Web site at www.microsoft.com/mscorp/execmail/2005/0519newworldofwork.mspx), Gates wrote about how software evolved to support the need for information workers to communicate, collaborate, and have access to data. The challenge for the future, Gates said, was less
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about getting access to the information people need, and more about making sense of the information they have-giving them the ability to focus, prioritize, and apply their expertise, visualize and understand key data, and reduce the amount of time they spend dealing with the complexity of an information-rich environment. In many ways, the 2007 Office system is designed to address the ways in which information workers perform their jobs in this day and age. Its capabilities reflect the needs of a mobile and geographically dispersed workforce and the need for rapid and systematic collaboration. Features added in the 2007 Office release also address the fact that information workers are more involved in business processes and formal workflows and that more people throughout an organization make decisions that require the analysis of data. In the next sections, well look more closely at two of these areas: how the 2007 Office system supports collaboration and its facilitation of business intelligence.
Collaboration Workspaces and Tools

Where we work and who we work with are more varied and flexible than they once were. Software and computing systems enable many workers to access company networks through wireless connectivity, for example, through mobile devices, or remote connections from home. Project teams and workgroups often consist of people who work in different locations, different companies, even different regions and countries. A mobile and geographically dispersed workforce provides businesses and their employees with a number of opportunities. These characteristics also create specific needs for communication, access to information, clear and efficient processes, a visibility to priorities, and easy-to-use systems and tools. Microsoft Office system applications, such as Excel, Outlook, and Word, work hand-in-hand with SharePoint sites to provide and facilitate collaborative work as well. Microsoft Office SharePoint Server, for example, lets you define a simple workflow that facilitates document reviews. You list the individuals who need to review and approve a document, and each individual is notified in turn when the document becomes available. You can initiate and track document review and approval processes while working within Word 2007. Peoples familiarity with Word can help accelerate review cycles without requiring people to learn new tools. You can also connect Outlook 2007 and Windows SharePoint Services to keep calendars, contacts, tasks, and other information in sync in both applications. And you can make Excel 2007 worksheets and workbooks available through SharePoint Server and control who has access to them. Why is this helpful? Think of the problems created when the final project budget is distributed to the team through e-mail. Everyone has a separate copy, which means that everyone can make one more change. A worksheet that contains important or confidential information is more secure, and the information in it more reliable, if a single copy is stored in a common workspace where individual access is controlled. Microsoft Office Groove 2007, an application added to the 2007 Office system, is also designed for team collaboration. Office Groove 2007 is based on the idea of a work-space that invited members can use. Members can have specific roles as participants or workspace managers, for example. Workspace members can use the messaging capabilities of Groove 2007 to stay in touch and to see whether a member is online or offline. They perform work using a number of workspace tools, everything from a discussion tool to an issue tracker to a sketchpad to customized forms. Groove also takes care of keeping data up-to-date and notifies you when a workspace that youre a member of contains information you havent yet read. Finally, you can set up your Groove account on more than one computer so that you can perform work on your desktop computer when youre in the office and work with the same files on your laptop while on the road.
Business Intelligence on Your Desktop

To make decisions, you need access to information. You also need the tools to gather and analyze information so that the decisions you make are based on information thats relevant and current. Those might seem like obvious points, but until recently, the
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integration and distribution of information thats required for people working at their desktops to analyze data thoroughly has been anything but easy. Organizations had to incorporate information from data warehouses, enterprise applications, and other data sources. Sales figures might be stored in one system, for example, and current inventory in another. New capabilities in Excel 2007, including increased spreadsheet capacity (more columns and rows), more intuitive ways to create formulas, enhanced data visualization tools, plus sorting and filtering advances, provide greater support for business intelligence on the desktop. Of course, Excel cant provide business intelligence on its own. It needs data to analyze. The new capabilities in Excel are complemented by data connection libraries, a feature in SharePoint Server that simplifies the steps you have to take to find and connect to external data sources. In addition, Excel Services, which helps you create, modify, and share spreadsheets through a Web browser, can provide access to data stored using a product such as Microsoft SQL Server. You can establish a live connection to a data source in Excel 2007 and see metrics and other measures of business performance. The live connection ensures that the data youre reviewing or submitting in a report is accurate and current.
The New Microsoft Office User Interface

In previous versions of Microsoft Office, the commands, buttons, and other controls you used to format text or sort columns of data, for example, were organized on menus and toolbars. The name of a menu provided some sense of the general function of the commands the menu contained, but finding a specific command-especially one for an operation you performed rarely-wasnt always easy. In the 2007 release of Access, Excel, Outlook, PowerPoint, and Word, menu commands and toolbars have been replaced with what Microsoft calls the Ribbon, a change to the user interface that was designed to make program features easier to find and use. Only time will tell.
The Ribbon
Across the top of most of the Office 2007 applications like MS Word 2007, MS Excel 2007, there is a long stretch of horizontal bar consisting of several tabs like Home tab, Insert tab, etc. This area is known as the Ribbon. Click a tab to undertake a task. For example, click the Home tab to format text; click the Insert tab to insert a table or chart. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. Practically speaking, when you start working with any MS Office 2007 application, one of the most frequently performed task is to click a tab on the Ribbon. Knowing which tab to click takes awhile, but the names of tabs Home, Insert, View, and so on clearly provides a hint on the commands you find when you click that tab. The following figure illustrates the various tabs in the Ribbon of MS Office 2007:
Fig - The Ribbon
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Note: The Ribbon also provides sets of commands on demand-called contextual tabs-when you select a particular type of object to work on-for example, a chart, an image, or a table.
The Live Preview

Another important change that Microsoft incorporates in its Office 2007 applications is the inclusion of a new feature called Live Preview. It is designed to help you choose formatting options for your documents. This feature helps you to actually visualize how a particular format change the appearance of text, shape or graph before you actually apply the format. The Live Preview does not make permanent changes to your document. Rather, like its name suggests, it simply allows you to preview changes. For example, you create a presentation slide but are not satisfy with its current design. To enhance the effect of slides, you decide to explore different slide themes and view the change it has on your presentation. For this, just open the presentation, click the Design ribbon, and move your mouse over the various themes that appear in the Themes group. As you move your mouse over each theme, your slide will get updated with that theme over which the mouse is currently hovering. The advantage of this approach is that you can view the effect of each theme on your presentation and then decide on which to apply. The following illustrates an example of use of Live Preview in a Word document.
Fig - Live Preview, showing the results of the Intense Quote style in Word applied to the current paragraph.
Galleries
A gallery is a set of formatting results or preformatted object parts. Virtually every set of formatting results or object parts in Office 2007 might be called a gallery, although Office itself does not use the word gallery to refer to every feature set. Some, such as the list of bullets in Word, are called libraries instead.
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Galleries include document styles, themes, headers, footers, page colors, tables, WordArt, equations, symbols, and more. The following figure illustrates an example of Gallery concept.
Fig - One of the Galleries in PowerPoint that makes your life easier Galleries often work hand-in-hand with the Live Preview feature. Imagine paging through a coffee-table volume of paintings, and each time you point to a different painting, your own house and garden are transformed to reflect the style and period of the painting. Point at a different painting, and your house and garden are retransformed. However, it is to be noted that not every gallery results in a Live Preview. As you begin to take advantage of this new feature, you will quickly start to miss it when its not available. Perhaps galleries will become more prevalent in future releases!
Getting Started with Office 2007

Starting MS-Office 2007
Unless you start an Office program, you cant create a document, construct a worksheet, or make a database. To start any MS Office application, follow these steps: 1. Click the Start button. 2. Choose All Programs > Microsoft Office, and then choose the desired application from the submenu.
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Working with Menus and Toolbar

Users familiar with Microsoft Office might look at the new interface and wonder how it is that theyll create a new file or open the one they worked on yesterday. In other words, what happened to the File menu? Its gone-at least in name. Office 2007 does offer one universal menu and a universal toolbar that Word, Excel, and PowerPoint give you access to: The Quick Access toolbar The Office menu
The Quick Access Toolbar

The Quick Access toolbar is a small four-button toolbar that is present at the top of your Word, Excel, and PowerPoint screens. This toolbar contains buttons to perform frequently used commands like: Saving the file Undoing the last command Repeating the most recent edit or command Printing the file
The following figure shows the Quick Access toolbar:
Fig Quick Access Toolbar
Note: You can easily add and remove buttons from the Quick Access Toolbar. Youll learn how to customize the Quick Access Toolbar later in this chapter.
The Office 2007 Menu

The Office menu appears when you click the Office button in the upper-left corner of your application. The Office button contains commands that work on the entire file or program. Common commands on this menu include ways to save, print, and share the file. The Office Button also contains options to change the properties of the software application, or to exit the application. Therefore, we can say that the Office button contains commands that are formerly available in the File menu under Office applications of previous versions. The following figure shows the Office menu button in MS Word 2007:
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Fig Office Menu Button
Getting Help in MS-Office

Office has been always known for its help support. As in previous versions, each Office 2007 program includes detailed help content for Office users at any level, regardless of his or her technical expertise or knowledge. However, to take full advantage of Office 2007s help support, ensure that you are connected to the Internet. When you click the Help button (the circle with the question mark inside), whatever Office 2007 program youre in opens a help window with topics. You can browse the help by category or type a word or phrase to get specific help on that topic. The Help window includes a Search box; type relevant text in the Search box, and the help engine display all topics containing that term. You can click on any topic to get detailed information on that topic.
Exiting MS Office
When you finish your work in an application, shutting the application down removes it from system memory, freeing that memory for other uses. Closing the application also provides the benefit of closing any possibly sensitive open files to prevent unwanted viewing by others. You can use one of three methods to shut down any program: Press Alt+F4. Click the Microsoft Office (File menu) Button (again, abbreviated in this book as Office Button), in the upper-left corner of the program window; then, click Exit Program Name. Click the program window Close (X) button in the upper-right corner.
If you see a message box it means you havent saved all your changes to the file. Click Yes to save your changes. Both the application and file close.
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The New Microsoft Office XML File Formats

In the 2007 Office release, Word, Excel, and PowerPoint now use the Microsoft Office Open XML Formats, which means that their default file formats are based on XML. The XML file format provides a number of benefits: It provides better security for your files, reduces the chance of file corruption, reduces file size, and facilitates data sharing across data storage and retrieval systems. Network administrators will like the small file size and reduced chance of corruption. Software developers and programmers will take advantage of the XML file format to integrate 2007 Office release applications with other business applications, even applications that arent published by Microsoft. Any application that supports XML can access and work with data in the new Microsoft Office file format.
If you are interested in reading more about the structure and architecture of the Office Open XML Formats, see the article at http://msdn2.micro5oft.com/enu5/library/m5406049.aspx. For most users of Microsoft Office, however, the change in file format will be noticeable mainly in the names of your files. For documents, spreadsheets, and presentations, the default file format now has an x on the end of the file name extension (.docx, .xlsx, and .pptx), which indicates XML. If you save a file as a template, the file is saved with the former template extension with an x on the end: .xltx in Excel, for example. If a file you are working on contains a macro or Visual Basic code, you have to save it using the new macro-enabled file format. For a Word document, that means you save it as a .docm file (or a .dotm file for a Word template). If you open a file in Word 2007, for example, that was created in a previous version of Word, you will be asked if you want to convert it to the new format. If you say yes, the document will be saved in the new XML format. If you choose not to convert the file, it will retain its original format. You can open and modify it in the 2007 Office system, but some features of the 2007 Office release wont be available. If you are using an earlier version of Microsoft Office and you receive a file that was created in the 2007 Office release, you need to download a converter in order to read and edit the 2007 Office system file. You can download a converter at www.microsoft.com. Note Another XML-related file format thats part of the 2007 Office system is the XML Paper Specification (XPS) Document format, which is a paginated representation of electronic paper, similar to the widely used Portable Document Format (PDF). The XPS Document format lets you create, share, print, and archive paginated documents without any additional tools. You can open an XPS document in your Web browser.
Exploring New Features in Office 2007 Application

Introduction
In the following sections, youll learn about some of the new and updated features in Word, Excel, PowerPoint, Outlook, and Access. This section will also briefly describe Microsoft Office server technologies. Finally, youll learn about Microsoft Office Online, a Web site that is an essential companion for your work with the Microsoft Office system, and how the 2007 Office release makes more of Office Onlines resources available to you.

New Features of Word 2007
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One of the features in Word 2007 that users of the application should find particularly helpful is building blocks. Building blocks are frequently-used, standard pieces of content that you include when youre assembling a document such as a sales proposal, a legal pleading, a monthly organizational newsletter, or almost any kind of document for which its required or helpful to use the same block of text consistently. Lets say each of your companys project proposals is supposed to include a section with brief biographies of your lead engineers. You can save a building block for the bios and then add it to any proposal without retyping it and without hunting down (often by trial and error) an old proposal that includes the text (probably out of date) and copying and pasting it into the document youre now preparing. With a building block (youll find the built-in building blocks under Quick Parts on the Insert tab), you dont need to re-create content. Here are a few more new features in Word 2007:
You can now review a document thats been edited with revision marks side by side with the original document. As you can see in the following figure, the window is divided into three panes-a pane for each version and a third pane that shows which text has been inserted, deleted, or moved.
Fig - You can compare an edited version of a document side by side with the original Word also has a whole host of new formatting features, including charting and diagramming features that include 3-D shapes, transparency, drop shadows, and other effects. Quick Styles and Document Themes are two of the galleries you can choose from when formatting a document. You can use the Document Inspector to detect and remove unwanted comments, hidden text, or personally identifiable information. Removing this information, some of which can be sensitive, ensures that it doesnt go out with the document when the document is distributed or published publicly. If youre a participant in the blogosphere, youll be happy to know that you can write and submit your blogs right from Word 2007. You can link Word to your blog site, and use it to include elements such as images and tables in your blog.
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New Features of Excel 2007

The combination of Excel 2007 and Excel Services bears some repeating and elaboration. In addition to enabling spreadsheets to be shared more securely among users, Excel Services makes the data you work with in Excel more accessible. Excel Services displays a spreadsheet using HTML, which means that you can review and work with the information contained in the spreadsheet using only a Web browser. You do not need a full version of Excel to do so, although you would need one to create and publish the spreadsheet to begin with. You can navigate, sort, filter, define parameters, and work with PivotTable views in a spreadsheet displayed by Excel Services, and you can do all this work using a Web browser. Here are a few of the other new and updated features in Excel 2007: How much information can you store in a single spreadsheet? Information that fills 1 million rows and 16,000 columns. Not everyone will need a spreadsheet with that level of capacity, but if youre analyzing extremely large data sets, you might. Charting capabilities in Excel 2007 have been updated. For one thing, you can build a chart in fewer steps. You also have a wider choice of visual effects for your charts, such as 3-D, soft shadowing, and transparency. The same charting features available to you in Excel are also available in PowerPoint and Word. Excel 2007 also provides more tools for spotting trends and variances in your data. You can apply conditional formatting more easily, and then look for patterns and trends using visual tools, such as gradients, thresholds, and performance indicator icons.
New Features of PowerPoint 2007

For PowerPoint, one of the improvements that die-hard and novice users alike will enjoy is slide libraries. You can now store presentations as individual slides on a site supported by Microsoft Office SharePoint Server 2007. Slide libraries are shared sites as well, which means that coworkers and team members can make use of slides from your presentations, and you can see whats available from theirs. Slide libraries also can act as an official repository of sorts. You can use them to store approved slides that must be included in presentations for branding or legal reasons. Slides that you insert from a library into a particular presentation can remain synchronized with the version in the library. You dont have to double-check that the company overview slide is up-to-date. One other benefit of slide libraries: In PowerPoint 2007, you can define and save your own custom slide layouts. By storing your custom layouts in a slide library, you can share custom slides with other users and also be sure that the next presentation you create is consistent with the layout you saved. Here are some of the other updates in PowerPoint 2007: SmartArt diagrams let you easily create relationship, workflow, or hierarchy diagrams within PowerPoint 2007. You can even convert a bulleted list into a diagram or modify and update existing diagrams. With built-in workflow services in Office SharePoint Server 2007, you can initiate, manage, and track review and approval processes from PowerPoint 2007. You can uniformly format your presentations with PowerPoint 2007 themes. PowerPoint 2007 themes let you change the look and feel of your entire presentation using a single click. Changing the theme of your presentation not only changes the background color, but also the color of a diagram, table, chart, font, and even the style of any bullet points within a presentation. You can now add a digital signature to PowerPoint 2007 presentations to ensure the files integrity, or mark a presentation as final to prevent inadvertent changes. These features ensure that the content of your presentation can be modified or shared only in the way you intended.

New Features of Outlook 2007
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Outlook 2007, the 2007 Office systems e-mail client and personal organizer, is used frequently to transmit and store information and documents. Outlook often seems as though its at the center of the Microsoft Office experience. So much information arrives in, leaves from, and resides in Outlook (for longer than it should, in some cases) that finding information that you have there hasnt always been easy. You can use keywords, dates, or other criteria to search in Outlook 2007 to locate items in your e-mail, calendar, contacts, or tasks. This search feature, called Instant Search, is integrated into the Outlook user interface so that you can conduct searches while working in the program. Here are a few of the other new features in Outlook 2007:
Everyone loves a concise to-do list. The new To-Do bar shows the e-mail messages youve flagged and the tasks still to be completed. The To-Do bar also connects to tasks that you may have defined and stored in Windows SharePoint Services or another 2007 Office system program. You can more easily share your calendar, even with people working outside your organization. You can create and publish Internet calendars to Office Online, add and share Internet calendar subscriptions, and send calendar snapshots in e-mail. Outlook 2007 includes new ways to fend off junk e-mail and malicious sites. To help protect you from divulging personal information to a threatening Web site, Outlook 2007 has an improved junk e-mail filter and has added new features that disable links and warn you about threatening content within an e-mail message. You can read and manage Really Simple Syndication (RSS) feeds and blogs in Outlook 2007. Attachment Preview lets you preview attachments in the Outlook reading pane.
New Features of Access 2007

For long-time users of Access, the changes in the 2007 version are pretty dramatic. The user interface has changed, of course, and the trusted database window has been replaced. The good news is that you have an increased number of database templates and applications on which you can base and model your own work. Each of the templates provides tables, forms, reports, queries, and other required database objects. The templates include those for asset tracking, inventory tracking, project management, budgeting, and marketing. Here are some of the other new features in Access 2007: Create multiple reports with different views of the same information. You can modify a report with real-time visual feedback and save various views for different audiences. New grouping, filtering, and sorting capabilities help you display a reports data in informative ways. You can link tables to your database from other Access databases, Excel spreadsheets, SharePoint Server sites, Open Database Connectivity (ODBC) data sources, SQL Server databases, and other data sources. You can then use these linked tables to create reports. Automatic data-type detection provides a simple, straightforward way to create a table. Access 2007 recognizes whether the data you enter is a date, currency, or other common data type. Share information stored in Access 2007 through Windows SharePoint Services. Coworkers can access and edit data and view real-time reports through a Web interface. Access 2007 has new field types, such as attachments and a multi-value field. You can attach any document, image, or spreadsheet to a record in your database
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application. With the multi-value field, you can select more than one value (for example, assign a task to more than one person) in each cell.
Rounding Out the Office System Programs

There are five main Office system applications-Access, Excel, Outlook, PowerPoint, and Word. As youve learned in this overview, the 2007 Office system has grown to encompass far more than those five applications. It also includes Microsoft Office Visio, a business drawing application; Groove, the team collaboration tool; Microsoft Office OneNote, an application designed for taking and storing notes; Microsoft Office Publisher, the smallbusiness graphics and design program; and Microsoft Office InfoPath, an electronic forms designer.
Templates and Assistance from Microsoft Office Online

An overview of the 2007 Office system would not be complete without some attention to Office Online. This Web site is a source for templates, online assistance, demonstrations, updates to the 2007 Office system, and an assortment of other resources that teach and inform you about the 2007 Office system programs. In the 2007 Office release, Office Online has taken on a larger presence. One of the first places youll see evidence of this is the links to Office Online that are available when you create a new document, workbook, presentation, or database. The following figure, for example, shows the New Presentation dialog box in PowerPoint 2007. You will see a similar dialog box (or window) in Word, Excel, and Access.
Fig - The New Presentation dialog box in PowerPoint provides links to templates and other resources on Office Online Notice the size and organization of the window, if nothing else. The New dialog box is no longer mostly a list of files at a particular location with some options for applying templates and other themes. Here you can choose to start with a blank presentation, a template youve created, a template thats installed on your computer, or a template from Office Online. The Office Online templates are organized by type: schedules, reports,
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calendars, and the like. Clicking the link for Schedules > Timeline, for example, displays previews of the set of templates shown in the figure below. Select the template you want to use, and then click Download to add a copy to your computer.
Fig - Office Online shows groups of templates you can use in a PowerPoint 2007 presentation, for example The Microsoft Office Online links in the New Presentation dialog box (and for the other applications as well) contains links to articles, training, other templates, downloads, and the other resources that Office Online provides. That concludes this brief overview of Microsoft Office 2007 system.

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MS Excel 2003 and MS PowerPoint 2003

MS Excel 2003 and MS PowerPoint 2003

MS Excel 2003 and MS PowerPoint 2003

Using Excel Menus and Toolbars ......................................................................... 21

Working With Excel 2003 Dialog Boxes................................................................ 23

Entering Data ..................................................................................................... 25

Creating a New Worksheet ................................................................................. 27

MS Excel 2003 and MS PowerPoint 2003

How to Create a Document from an Existing Document ......................................................... 27

Working with Excel Worksheets .......................................................................... 28

Saving and Exiting .............................................................................................. 30

Closing a Worksheet ................................................................................................................ 32

Formatting Cells in Excel ..................................................................................... 34

Autofilling a Series of Values ............................................................................... 38

MS Excel 2003 and MS PowerPoint 2003

The Autofill Options Button ..................................................................................................... 40 Basic Autofill Behavior ............................................................................................................. 41

Formatting Excel Spreadsheets............................................................................ 41

Understanding Operator Precedence ...................................................................................... 50 Explaining Cell References ....................................................................................................... 51

Using Range Names in Formulas ............................................................................................. 51

MS Excel 2003 and MS PowerPoint 2003

Referencing Cells Outside The Worksheet ............................................................................... 52

Working with Functions ...................................................................................... 52

Using Logical Functions ........................................................................................................... 59

Using Lookup Functions ........................................................................................................... 61

Using AutoSum ........................................................................................................................ 62

Using SUMIF and COUNTIF Functions .................................................................. 62

MS Excel 2003 and MS PowerPoint 2003

Manipulating Graphics Objects ............................................................................................... 68

Combining Multiple Objects .................................................................................................... 69

Deleting Graphics Objects ....................................................................................................... 70

Adding a Chart .................................................................................................... 70

Chart Formatting Techniques .................................................................................................. 72

Choosing What to Print ....................................................................................... 76

Controlling Where Pages Break ........................................................................... 77

MS Excel 2003 and MS PowerPoint 2003

Printing What You Want ..................................................................................... 77

Using Named Styles for Easier Formatting ........................................................... 81

Using Excel Templates......................................................................................... 84

MS Excel 2003 and MS PowerPoint 2003

Using the Scenario Manager ............................................................................... 94

Using the Goal Seek Tool ..................................................................................... 96

Working with Macros........................................................................................ 101

MS Excel 2003 and MS PowerPoint 2003

Working with XML Data .................................................................................... 108

Sharing Workbooks ........................................................................................... 110

MS Excel 2003 and MS PowerPoint 2003

Linking Workbooks ........................................................................................... 114

Importing and Exporting Data ........................................................................... 116

Exporting a Text file ............................................................................................................... 118

Building an Excel Database ............................................................................... 121

MS Excel 2003 and MS PowerPoint 2003

Searching for Data ............................................................................................ 123

Saving the Database ......................................................................................... 124 Auditing Workbooks ......................................................................................... 124

Using the Protection Feature of Excel 2003 ........................................................ 129

How to Create New Presentation Slide .............................................................. 134

How to Edit and Arrange Your Presentation ...................................................... 136

MS Excel 2003 and MS PowerPoint 2003

Promoting and Demoting Elements ............................................................................................ 137

Working on the Slide ......................................................................................... 137

Working with Masters ...................................................................................... 139

Editing Individual Slides .................................................................................... 143

Preparing to Deliver a Presentation................................................................... 146