0018 Excel 2010 Advanced

The Mouse Training Com pany
Excel 2010
Advanced
Web: www.m ouset raining.co.uk
Em ail: info@m ouset raining.co.uk
Tel: + 44 ( 0) 20 7920 9500
TABLE OF CON TEN TS
TABLE OF CONTENTS ........................................................................................................... 3
I N TROD UCTI ON ........................................................................................7

How To Use This Guide .................................................................................................... 7
Obj ect ives ...................................................................................................................... 7
I nst ruct ions .................................................................................................................... 7
Appendices ..................................................................................................................... 7
SECTI ON 1 AD V AN CED W ORKSH EET FUN CTI ON S .....................................9

CONDI TI ONAL & LOGI CAL FUNCTI ONS................................................................................. 10
I f St at em ent s ............................................................................................................... 10
Logical Test .................................................................................................................. 11
Value I f True / False ...................................................................................................... 11
Nest ed I f ...................................................................................................................... 12
COUNTI NG AND TOTALLI NG CELLS CONDI TI ONALLY ............................................................. 13
St at ist ical I f St at em ent s ................................................................................................. 13
Sum if .......................................................................................................................... 15
Count if ......................................................................................................................... 16
Averageif ..................................................................................................................... 17
Averageifs .................................................................................................................... 18
Sum ifs ......................................................................................................................... 20
Count ifs ....................................................................................................................... 22
AND, OR, NOT................................................................................................................... 23
And ............................................................................................................................. 23
Or ............................................................................................................................... 24
Not .............................................................................................................................. 24
I serror ......................................................................................................................... 25
I ferror ......................................................................................................................... 26
LOOKUP FUNCTI ONS.......................................................................................................... 27
Lookup ........................................................................................................................ 27
Vect or Lookup............................................................................................................... 27
Hlookup ....................................................................................................................... 30
Vlookup ....................................................................................................................... 31
Nest ed Lookups ............................................................................................................ 32
SECTI ON 2 V I EW S, SCEN ARI OS, GOAL SEEK, SOLVER ............................ 3 3

GOAL SEEKI NG AND SOLVI NG ............................................................................................ 34
Goal Seek .................................................................................................................... 34
Solver .......................................................................................................................... 35
Const raint s ................................................................................................................... 36
ADVANCED SOLVER FEATURES ........................................................................................... 38
Save Or Load A Problem Model ....................................................................................... 38
Solving Met hods Used By Solver ..................................................................................... 38
Solver Opt ions .............................................................................................................. 38
Solver And Scenario Manager ......................................................................................... 39
Saving Solver Solut ions ................................................................................................. 39
Solver Repor t s .............................................................................................................. 40
SCENARI OS ...................................................................................................................... 41
Creat e A Scenario Manually ............................................................................................ 41
Open The Scenario Manager ........................................................................................... 41
Showing A Scenario ....................................................................................................... 42
Edit ing A Scenario ......................................................................................................... 43
Delet ing A Scenario ....................................................................................................... 44
Scenario Sum m ary ........................................................................................................ 44
VI EWS ............................................................................................................................. 45
Cust om Views ............................................................................................................... 45
Typical Cust om View Model ............................................................................................ 45
Defining Views .............................................................................................................. 46
Showing A View ............................................................................................................ 47
SECTI ON 3 USI N G EX CEL TO M AN AGE LI STS .......................................... 4 8

EXCEL LI STS, LI ST TERMI NOLOGY....................................................................................... 49
Row And Colum n Cont ent ............................................................................................... 49
Colum n Labels .............................................................................................................. 49
List Size And Locat ion .................................................................................................... 49
Miscellaneous ............................................................................................................... 49
SORTI NG DATA ................................................................................................................. 50
Quick Sort .................................................................................................................... 50
Mult i Level Sort ............................................................................................................. 51
Cust om Sort ing Opt ions ................................................................................................. 52
Creat ing A Cust om Sort Order ........................................................................................ 53
SUBTOTALS ...................................................................................................................... 54
Organising The List For Subt otals .................................................................................... 54
Creat e Subt ot als ........................................................................................................... 54
Sum m arising A Subt ot alled List ....................................................................................... 55
Show And Hide By Level ................................................................................................. 57
Rem ove Subt ot als ......................................................................................................... 58
FI LTERI NG A LI ST ............................................................................................................. 59
Aut ofilt ers .................................................................................................................... 59
Search Crit eria .............................................................................................................. 60
Cust om Crit eria And - Or ................................................................................................ 62
Wildcards ..................................................................................................................... 63
Turning Off Aut ofilt er ..................................................................................................... 64
ADVANCED FI LTERI NG ....................................................................................................... 64
Set Crit eria I n Advanced Filt er ........................................................................................ 64
CRI TERI A TI PS .................................................................................................................. 66
MULTI PLE CRI TERI A .......................................................................................................... 67
Using Mult iple Rows I n The Crit eria Range ........................................................................ 67
CALCULATED CRI TERI A ...................................................................................................... 68
Basic Calculat ion ........................................................................................................... 68
Calculat ed Crit eria Using Funct ions .................................................................................. 69
Copying Filt ered Dat a .................................................................................................... 70
Unique Records ............................................................................................................. 70
Dat abase Funct ions ....................................................................................................... 71
DATA CONSOLI DATI ON ...................................................................................................... 74
PI VOTTABLES ................................................................................................................... 75
I m port ant I nform at ion ................................................................................................... 76
Creat e A Pivot Table ....................................................................................................... 78
Select A Dat a Source ..................................................................................................... 78
Set A Locat ion .............................................................................................................. 80
Creat e A PivotChart From The Pivot Table ......................................................................... 80
Make Pivot Chart St at ic ................................................................................................... 81
Creat e A St at ic Chart From The Dat a I n A Pivot Table Report ............................................... 81
Delet e A Pivot Table Or Pivot Chart Report ......................................................................... 82
Creat e Layout For Pivot Tables ......................................................................................... 83
MODI FYI NG A PI VOTTABLE ................................................................................................. 84
Sor t A Pivot Table .......................................................................................................... 85
Filt er A Pivot Table ......................................................................................................... 86
Value And Label Filt ers ................................................................................................... 86
MANAGI NG PI VOTTABLES ................................................................................................... 87
Refr esh A Pivot Table Wit h I nt ernal Dat a ........................................................................... 87
Ext ernal Dat a Refresh .................................................................................................... 87
Grouping Pivot Table I t em s ............................................................................................. 88
FORMATTI NG A PI VOTTABLE............................................................................................... 91
St yles .......................................................................................................................... 91
Banding ....................................................................................................................... 92
SLI CERS ........................................................................................................................... 94
Slicer Opt ions ............................................................................................................... 95
Make A Slicer Available For Use I n Anot her Pivot Table ....................................................... 95
Share A Slicer By Connect ing To Anot her Pivot Table .......................................................... 96
Form at A Slicer ............................................................................................................. 97
St andalone Slicer .......................................................................................................... 98
SECTI ON 4 CH ARTS ................................................................................ 9 9

I NTRODUCTI ON TO CHARTI NG........................................................................................... 100
Term inology ................................................................................................................ 100
CREATI NG CHARTS ........................................................................................................... 101
Em bedded Chart s ......................................................................................................... 101
Separat e Chart Pages ................................................................................................... 101
Three Met hods To Creat e Chart s .................................................................................... 102
Moving And Resizing Em bedded Chart s ........................................................................... 103
Dat a Layout ................................................................................................................. 103
Short cut Menu ( Right Click) ........................................................................................... 105
Chart Types ................................................................................................................. 105
Default Chart Type ....................................................................................................... 107
FORMATTI NG CHARTS....................................................................................................... 108
Design Ribbon ............................................................................................................. 108
Dat a Source ................................................................................................................ 108
Series And Cat egories ................................................................................................... 109
Swit ch Rows And Colum ns ............................................................................................. 110
Add A Series Manually .................................................................................................. 110
The Series Funct ion ...................................................................................................... 111
Chart ing Wit h Blocks Of Dat a ......................................................................................... 111
CHANGI NG THE CHART LAYOUT ......................................................................................... 112
Chart Styles ................................................................................................................ 112
Moving Chart Locat ion .................................................................................................. 112
Layout Ribbon .............................................................................................................. 113
Form at t ing Chart Elem ent s ............................................................................................ 113
Reset t ing Cust om Form at s ............................................................................................ 114
Adding, Rem oving And Form at t ing Labels ........................................................................ 114
Axes ........................................................................................................................... 115
Gridlines ..................................................................................................................... 117
Unat t ached Text ........................................................................................................... 117
Form at Dialog .............................................................................................................. 117
SPARKLI NES .................................................................................................................... 120
What are Sparklines? .................................................................................................... 120
Creat e Sparklines ......................................................................................................... 121
Cust om ize Sparklines.................................................................................................... 122
Axis opt ions ................................................................................................................. 122
SECTI ON 5 TEM PLATES ......................................................................... 1 2 4
I NTRODUCTI ON TO TEMPLATES ......................................................................................... 125
Tem plat e Types ........................................................................................................... 125
Norm al Tem plat e ......................................................................................................... 125
Sam ple Tem plat es ........................................................................................................ 126
Creat e Custom Tem plat es ............................................................................................. 127
To Use Cust om Tem plat es ............................................................................................. 128
Opening And Edit ing Tem plat es ...................................................................................... 128
Tem plat e Propert ies ..................................................................................................... 129
Aut ot em plat es ............................................................................................................. 130
SECTI ON 6 D RAW I N G AN D FORM ATTI N G ............................................. 1 3 1

I NSERTI NG, FORMATTI NG AND DELETI NG OBJECTS ............................................................. 132
I nsert ing A Drawing Obj ect ............................................................................................ 132
Sm ar t Ar t ..................................................................................................................... 133
Sm art Art Form at t ing..................................................................................................... 135
QuickStyles ................................................................................................................. 135
2D And 3D .................................................................................................................. 135
The Design Ribbon ....................................................................................................... 136
WordAr t ...................................................................................................................... 137
Form at t ing Shapes ....................................................................................................... 138
Manual Form at t ing ....................................................................................................... 139
MORE FORMATTI NG .......................................................................................................... 140
Them es ....................................................................................................................... 140
Cust om ising A Them e ................................................................................................... 141
Cell St yles ................................................................................................................... 143
Condit ional Form at t ing .................................................................................................. 145
SECTI ON 7 EXCEL TOOLS ...................................................................... 1 5 0

REVI EWI NG ..................................................................................................................... 151
Com m ent s................................................................................................................... 151
Pr ot ect ing ................................................................................................................... 152
Tracking ...................................................................................................................... 154
Use A Shared Workbook To Collabor at e .......................................................................... 155
Share A Wor kbook ....................................................................................................... 156
Links .......................................................................................................................... 157
Working Wit h A Shared Workbook .................................................................................. 158
Conflict s ...................................................................................................................... 159
St op Sharing ............................................................................................................... 160
AUDI TI NG ....................................................................................................................... 161
Tool I nform at ion .......................................................................................................... 161
Go To Special .............................................................................................................. 161
Error Checking ............................................................................................................. 162
Correct An Error Value Manually ..................................................................................... 162
Wat ch Window ............................................................................................................. 163
Dependant s And Precedent s .......................................................................................... 164
PROOFI NG TOOLS ............................................................................................................ 165
Spelling And Gram m ar .................................................................................................. 165
Thesaurus ................................................................................................................... 166
Translat ion .................................................................................................................. 166
Show Or Hide Screent ips ............................................................................................... 167
EXCEL 2 0 1 0 AD VAN CED
I N TROD UCTI ON
Excel 2010 is a powerful spreadsheet applicat ion t hat allows user s t o produce t ables
cont aining calculat ions and graphs. These can range fr om sim ple form ulae t hrough t o
com plex funct ions and m at hem at ical m odels.
H ow To Use Th is Gu ide
This m anual should be used as a point of reference aft er following at t endance of t he
advanced level Ex cel 2010 t raining course. I t cov er s all t he t opics t aught and aim s t o act as
a support aid for any t asks car ried out by t he user aft er t he cour se.
The m anual is divided int o sect ions, each sect ion covering an aspect of t he advanced course.
The t able of cont ent s list s t he page num ber s of each sect ion and t he t able of figures
indicat es t he pages cont aining t ables and diagram s.
Obj e ct ive s
Sect ions begin wit h a list of obj ect ives each wit h it s own check box so t hat you can m ar k off
t hose t opics t hat y ou ar e fam iliar wit h following t he t raining.
I n st r u ct ion s
Those who have already used a spreadsheet befor e m ay not need t o read explanat ions on
what each com m and does, but would rat her skip st raight t o t he inst ruct ions t o find out how
t o do it . Look out for t he arr ow icon which pr ecedes a list of inst ruct ions.
Appe n dice s
The Appendices list t he Ribbons m ent ioned wit hin t he m anual wit h a br eakdown of t heir
funct ions and t ables of short cut keys.
Ke yboa r d
Keys ar e referr ed t o t hr oughout t he m anual in t he following way:
[ EN TER] – Denot es t he ret urn or ent er key, [ D ELETE] – denot es t he Delet e key and so on.
Wher e a com m and r equires t wo k eys t o be pressed, t he m anual displays t his as follows:
[ CTRL] + [ P] – t his m eans press t he let t er “ p” while holding down t he Cont rol k ey.
Com m a n d s
When a com m and is r efer red t o in t he m anual, t he following dist inct ions have been m ade:
When Ribbon com m ands ar e refer red t o, t he m anual will refer you t o t he Ribbon – E.g.
“ Choose H OM E fr om t he Ribbons t he group nam e – FON T gr oup and t hen B for bold”.
When dialog box opt ions ar e r efer red t o, t he following st yle has been used for t he t ext – “ I n
t he PAGE RAN GE sect ion of t he PRI N T dialog, click t he CURREN T PAGE opt ion”
Dialog box but t ons ar e shaded and boxed – “ Click OK t o close t he PRI N T dialog and launch
t he print .”
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7
I N TRODUCTI ON
N ot e s
Wit hin each sect ion, any it em s t hat need furt her explanat ion or ext ra at t ent ion devot ed t o
t hem ar e denot ed by shading. For exam ple:
“Ex ce l w ill n ot le t you close a file t h a t y ou ha ve n ot a lr e a dy sa ve d ch a n ge s t o w it hout prom pt in g y ou t o
sa ve .”
Tips
At t he end of each sect ion t her e is a page for y ou t o m ake not es on and a “ Useful
I nform at ion” heading wher e y ou will find t ips and t ricks r elat ing t o t he t opics described
wit hin t he sect ion.

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SECTI ON 1 AD V AN CED W ORKSH EET FUN CTI ON S

By t h e e nd of t h is se ct ion you w ill be a b le t o:
Underst and and use condit ional form ulae
Set up LOOKUP t ables and use LOOKUP funct ions
Use t he GOAL SEEK
Use t he SOLVER

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SECTI ON 1 ADVAN CED W ORKSHEET FUN CTI ON S
CON D I TI ON AL & LOGI CAL FUN CTI ON S

Excel has a num ber of logical funct ions which allow you t o set various " condit ions" and have
dat a respond t o t hem . For exam ple, y ou m ay only want a cert ain calculat ion perform ed or
piece of t ext displayed if cert ain condit ions are m et . The funct ions used t o pr oduce t his t ype
of analysis are found in t he I nsert , Funct ion m enu, under t he heading LOGI CAL.
I f St a t e m e n t s
The I F funct ion is used t o analyse dat a, t est whet her or not
it m eet s cert ain condit ions and t hen act upon it s decision.
The form ula can be ent er ed eit her by t yping it or by using
t he Funct ion Library on t he form ula’s ribbon, t he sect ion t hat
deals wit h logical funct ions Typically, t he I F st at em ent is
accom panied by t hr ee argum ent s enclosed in one set of
parent heses; t he condit ion t o be m et ( logical_t est ) ; t he
act ion t o be perfor m ed if t hat condit ion is t rue
( value_if_t rue) ; t he act ion t o be perfor m ed if false
( value_if_false) . Each of t hese is separat ed by a com m a, as
shown;
= I F ( logical_ test, value_ if_ true, value_ if_ false)
 To vie w I F fun ct ion synt a x :

M ou se
i. Click t he drop down arr ow next t o t he LOGI CAL but t on in t he FUN CTI ON LI BARY gr oup
on t he FORM ULAS Ribbon;
ii. A dialog box will appear
iii. The t hr ee argum ent s can be seen wit hin t he box

10
Logica l Te st
This part of t he I F st at em ent is t he " condit ion" , or t est . You m ay want t o t est t o see if a cell
is a cert ain value, or t o com pare t w o cells. I n t hese cases, sym bols called LOGI CAL
OPERATORS are useful;
> Gr e a t e r t h a n
< Le ss t h a n
> = Gr e a t e r t h a n or e qu a l t o
< = Le ss t h a n or e q u a l t o
= Equ a l t o
< > N ot e qu a l t o
Ther efor e, a t ypical logical t est m ight be B1 > B2 , t est ing whet her or not t he value
cont ained in cell B1 of t he spr eadsheet is great er t han t he value in cell B2. Nam es can also
be included in t he logical t est , so if cells B1 and B2 were r espect ively nam ed SALES and
TARGET, t he logical t est would read SALES > TARGET. Anot her t ype of logical t est could
include t ext st rings. I f you want t o check a cell t o see if it cont ains t ext , t hat t ext st ring
m ust be included in quot at ion m arks. For exam ple, cell C5 could be t est ed for t he word YES
as follows; C5 = " YES" .
I t should be not ed t hat Excel's logic is, at t im es, brut ally precise. I n t he above exam ple, t he
logical t est is t hat sales should be great er t han t arget . I f sales ar e equal t o t arget , t he I F
st at em ent will ret urn t he false value. To m ake t he logical t est m or e flexible, it would be
advisable t o use t he operat or > = t o indicat e " m eet ing or ex ceeding" .
Va lu e I f Tr u e / Fa lse
Provided t hat you rem em ber t hat TRUE value always precedes FALSE value, t hese t w o
values can be alm ost anyt hing. I f desired, a sim ple num ber could be ret urned, a calculat ion
perform ed, or ev en a piece of t ext ent er ed. Also, t he t ype of dat a ent er ed can vary
depending on whet her it is a t rue or false result . You m ay want a calculat ion if t he logical
t est is t rue, but a m essage displayed if false. ( Rem em ber t hat t ext t o be included in
funct ions should be enclosed in quot es) .
Taking t he sam e logical t est m ent ioned abov e, if t he sales figure m eet s or exceeds t he
t arget , a BON US is calculat ed ( e.g. 2% of sales) . I f not , no bonus is calculat ed so a value
of zer o is r et urned. The I F st at em ent in colum n D of t he ex am ple r eads as follows;
= I F( B2 > = C2 ,B2 * 2 % ,0 )
You m ay, alt ernat ively, want t o see a m essage saying " N O BON US" . I n t his case, t he t rue
value will rem ain t he sam e and t he false v alue will be t he t ext st ring " N O BON US" ;

11
= I F( B2 > = C2 ,B2 * 2 % ,"NO BONUS")
A part icularly com m on use of I F st at em ent s is t o produce " rat ings" or " com m ent s" on
figures in a spreadsheet . For t his, bot h t he t rue and false values are t ext st rings. For
exam ple, if a sales figure exceeds a cert ain am ount , a rat ing of " GOOD " is ret urned,
ot her wise t he rat ing is " POOR" ;
= I F( B2 > 1 0 0 0 ,"GOOD","POOR")
N e st e d I f
When you need t o hav e m ore t han one condit ion and m ore t han t wo possible out com es, a
N ESTED I F is required. This is based on t he sam e principle as a norm al I F st at em ent , but
involves " nest ing" a secondar y form ula inside t he m ain one. The secondary I F form s t he
FALSE part of t he m ain st at em ent , as follows;
= I F( 1 st logic test , 1 st true value , I F( 2 nd logic test , 2 nd true value , false value) )
Only if bot h logic t est s ar e found t o be false will t he false value be ret urned. Not ice t hat
t here ar e t wo set s of parent heses, as t her e ar e t wo separat e I F st at em ent s. This process
can be enlarged t o include m or e condit ions and m or e ev ent ualit ies - up t o sev en I F's can be
nest ed wit hin t he m ain st at em ent . How ev er, care m ust be t ak en t o ensure t hat t he corr ect
num ber of parent heses are added.
I n t he exam ple, sales st aff could now r eceive one of t hr ee possible rat ings;
= I F( B2 > 1 0 0 0 ,"GOOD",I F( B2 < 6 0 0 ,"POOR","AVERAGE") )
To m ake t he abov e I F st at em ent m or e flex ible, t he logical t est s could be am ended t o

m easur e sales against cell refer ences inst ead of figures. I n t he exam ple, colum n E has been
used t o hold t he upper and lower sales t hr esholds.
= I F( B2 > $ E$ 2 ,"GOOD",I F( B2 < $ E$ 3 ,"POOR","AVERAGE") )
( I f t he I F st at em ent is t o be copied lat er, t his cell refer ence should be absolut e) .
N .B. Th e de pt h of n e st e d I F fun ct ions h a s be e n incr e a se d t o 6 4 a s pr e viou s ve r sions of e x ce l on ly

n e st e d 7 de e p

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COUN TI N G AN D TOTALLI N G CELLS CON D I TI ON ALLY

Occasionally you m ay need t o cr eat e a t ot al t hat only includes cert ain cells, or count only
cert ain cells in a colum n or r ow.
The exam ple abov e shows a list of order s. Ther e ar e t wo headings in bold at t he bot t om
wher e you need t o generat e a) t he t ot al am ount of m oney spent by Viking Supplies and b)
t he t ot al num ber of order s placed by Bloggs & Co.
The only way y ou could do t his is by using funct ions t hat have condit ions built int o t hem . A
condit ion is sim ply a t est t hat you can ask Excel t o car ry out t he result of which will
det erm ine t he r esult of t he funct ion.
St a t ist ica l I f St a t e m e n t s
A very useful t echnique is t o display t ext or perform calculat ions only if a cell is t he
m axim um or m inim um of a range. I n t his case t he logical t est will cont ain a nest ed
st at ist ical funct ion ( such as M AX or M I N ) . I f, for exam ple, a person's sales cell is t he
m axim um in t he sales colum n, a m essage st at ing " Top Perform er" could appear next t o his
or her nam e. I f t he logical t est is false, a blank m essage could appear by sim ply including
an em pt y set of quot at ion m ark s. When t yping t he logical t est , it should be under st ood t hat
t here ar e t wo t ypes of cell referencing going on. The first is a refer ence t o one person's
figure, and is t her efor e relat ive. The second r eference repr esent s t he RAN GE of ev eryone's
figures, and should t herefor e be absolut e.
= I F( relative cell = MAX( absolute range) , "Top Perform er" , "")

13
I n t his exam ple t he I F st at em ent for cell B2 will r ead;

= I F( C2 = MAX( $ C$ 2 :$ C$ 4 ) ,"Top Perform er","")
When t his is filled down t hrough cells B3 and B4 , t he first r efer ence t o t he individual's sales
figure changes, but t he r efer ence t o all t hree sales figures ( $ C$ 2 :$ C$ 4 ) should rem ain
const ant . By doing t his, you ensure t hat t he I F st at em ent is always checking t o see if t he
individual's figure is t he biggest out of t he t hr ee.
A furt her possibilit y is t o nest anot her I F st at em ent t o display a m essage if a value is t he
m inim um of a range. Bewar e of synt ax here - t he form ula could becom e quit e unwieldy!

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Su m if
You can use t his funct ion t o say t o Excel, “ Only t ot al t he num bers in t he Tot a l colum n where
t he ent ry in t he Cu st om e r colum n is Viking Supplies” . The synt ax of t he SUM I F( ) funct ion
is det ailed below:
= SUMI F( range,criteria,sum _ range)
RAN GE is t he range of cells you want t o t est .

CRI TERI A. I t is t he crit eria in t he form of a num ber, expr ession, or t ext t hat defines which
cells will be added. For exam ple, crit eria can be expressed as 32, " 32" , " > 32" , " apples" .
SUM RAN GE. These ar e t he act ual cells t o sum . The cells in sum range ar e sum m ed only if
t heir cor responding cells in range m at ch t he crit eria. I f sum range is om it t ed, t he cells in
range are sum m ed.
= SUMI F( B2 :B1 1 , “Viking Supplies”, F2 :F1 1 )
Wit h t he exam ple above, t he SUM I F

funct ion t hat you would use t o
generat e t he V ik in g Su pp lie s Tot a l
would look as abov e.
Using t he I N SERT FUN CTI ON t ool t he
dialog would look like t his and show
any err or s in ent ering t he values or
ranges

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Cou n t if
COUN TI F count s t he num ber of cells in a range based on agiven crit er ia.
COUNTI F( range,criteria)
RAN GE is one or m or e cells t o count , including num bers or nam es, arrays, or r efer ences
t hat cont ain num bers. Blank and t ext values ar e ignored.
CRI TERI A is t he crit er ia in t he form of a num ber , expression, cell reference, or t ext t hat
defines which cells will be count ed. For exam ple, crit eria can be expressed as 32, " 32" ,
" > 32" , " apples" , or B4 .
 To use COUN TI F fun ct ion

M ou se
i. Click on t he M ORE FUN CTI ON S but t on in t he FORM ULAS group on t he FORM ULAS ribbon
ii. Click on STATI STI CAL.
iii. Select COUN TI F from t he displayed funct ions. A dialog will be displayed
iv. Click in RAN GE t ext box

v. Select t he range of cells you wish t o check.
vi. Click in t he CRI TERI A box, eit her, t ype crit eria direct ly in t he box or select a cell t hat
cont ains t he value you wish t o count .
vii. Click OK

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Ave r a ge if
A ver y com m on r equest is for a single funct ion t o condit ionally average a range of num bers
– a com plem ent t o SUM I F and COUN TI F. AVERAGEI F, allows user s t o easily average a
range based on a specific crit eria.
AVERAGEI F( Range, Criteria, [ Average Range] )
RAN GE is one or m or e cells t o average, including num bers or nam es, arrays, or r eferences
t hat cont ain num bers.
CRI TERI A is t he crit er ia in t he form of a num ber , expression, cell reference, or t ext t hat
defines which cells are averaged. For exam ple, crit eria can be expressed as 32, " 32" , " > 32" ,
" apples" , or B4 .
AVERAGE_ r a n ge is t he act ual set of cells t o average. I f om it t ed, RAN GE is used.
Here is an exam ple t hat ret urns t he av er age of B2 :B5 wher e t he cor responding value in
colum n A is great er t han 2 5 0 ,0 0 0 :
= AVERAGEI F( A2 :A5 , “> 2 5 0 0 0 0 ”, B2 :B5 )
 To use AVERAGEI F fun ct ion

M ou se
i. Click on t he M ORE FUN CTI ON S but t on in t he FORM ULAS gr oup on t he FORM ULAS ribbon
and Click on STATI STI CAL.
ii. Select AVERAGEI F fr om t he displayed funct ions. A dialog will be displayed
iii. Click in RAN GE t ext box

iv. Select t he range of cells cont aining t he .values you wish check ed against t he crit eria.
v. Click in t he CRI TERI A box, eit her, t ype crit eria direct ly in t he box or select a cell t hat
cont ains t he value you wish t o check t he range against
vi. Click in t he AVERAGE_ RAN GE t ext box and select t he range y ou wish t o av erage..
vii. Click OK

17
Ave r a ge ifs
Average ifs is a new funct ion t o excel and does m uch t he sam e as t he AVERAGEI F funct ion
but it will average a range using m ult iple crit eria.
 To use AVERAGEI FS fu n ct ion

M ou se
i. Click on t he M ORE FUN CTI ON S but t on in t he FORM ULAS gr oup on t he FORM ULAS ribbon
and Click on STATI STI CAL.
ii. Select AVERAGEI FS fr om t he displayed funct ions. A dialog will be displayed
iii. Click in AVERAGE_ RAN GE t ext box

iv. Select t he range of cells cont aining t he .values you wish check ed against t he crit eria.
v. Click in t he CRI TERI A_ RAN GE1 box select a range of cells t hat cont ains t he values you
wish t o check t he crit eria against
vi. Click in t he CRI TERI A1 t ext box and t ype in t he crit eria t o m easur e against your
CRI TERI A_ RAN GE1 .
vii. Repeat st eps 5 and 6 t o ent er m ult iple crit eria, range2, range3 et c, use t he scr oll bar on t he
right t o scr oll down and locat e m or e range and crit eria t ext boxes. Click OK when all ranges
and crit erias have been ent er ed.

18
Som e im port ant point s about AVERAGEI FS funct ion

I f AVERAGE_ RAN GE is a blank or t ext value, AVERAGEI FS ret urns t he # D I V 0 ! error value.
I f a cell in a crit eria range is em pt y, AVERAGEI FS t reat s it as a 0 value.
Cells in range t hat cont ain TRUE evaluat e as 1; cells in range t hat cont ain FALSE evaluat e as 0
( zero) .
Each cell in AVERAGE_ RAN GE is used in t he average calculat ion only if all of t he corresponding
crit eria specified are t rue for t hat cell.
Unlike t he range and crit eria argum ent s in t he AVERAGEI F funct ion, in AVERAGEI FS each
CRI TERI A_ RAN GE m ust be t he sam e size and shape as sum _range .
I f cells in AVERAGE_ RAN GE cannot be t ranslat ed int o num bers, AVERAGEI FS ret ur ns t he
# D I V0 ! error value.
I f t here are no cells t hat m eet all t he crit eria, AVERAGEI FS ret ur ns t he # D I V/ 0 ! error value.
You can use t he wildcard charact ers, quest ion m ark ( ?) and ast erisk ( * ) , in crit eria. A quest ion
m ark m at ches any single charact er; an ast erisk m at ches any sequence of charact ers. I f you want t o
find an act ual quest ion m ark or ast erisk, t ype a t ilde ( ~ ) before t he charact er.

19
Su m ifs
This funct ion adds all t he cells in a range t hat m eet s m ult iple crit eria.
The order of argum ent s is differ ent bet ween SUM I FS and SUM I F. I n part icular, t he
SUM _ RAN GE argum ent is t he first argum ent in SUM I FS, but it is t he t hird argum ent in
SUM I F. I f you ar e copying and edit ing t hese sim ilar funct ions, m ake sure you put t he
argum ent s in t he cor rect order .
SUMI FS( sum _ range,criteria_ range1 ,criteria1 ,criteria_ range2 ,criteria2 …)
SUM _ RAN GE is one or m ore cells t o sum , including num bers or nam es, arrays, or references
t hat cont ain num bers. Blank and t ext values are ignored.
CRI TERI A_ RAN GE1 , CRI TERI A_ RAN GE2 , are 1 t o 127 ranges in which t o evaluat e t he
associat ed crit eria.
CRI TERI A1 , CRI TERI A2 , …are 1 t o 127 crit eria in t he form of a num ber, expression, cell
reference, or t ext t hat define which cells will be added. For exam ple, crit eria can be expressed as
32, "32", " > 32", "apples", or B4.
Som e im port ant point s about SUM I FS
Each cell in SUM _ RAN GE is sum m ed only if all of t he corresponding crit eria specified are t rue for
t hat cell.
Cells in SUM _ RAN GE t hat cont ain TRUE evaluat e as 1; cells in SUM _ RAN GE t hat cont ain
FALSE evaluat e as 0 ( zer o) .
Unliket he range and crit eria argum ent s in t he SUM I F funct ion, in SUM I FS each
CRI TERI A_ RAN GE m ust be t he sam e size and shape as SUM _ RAN GE.
You can use t he wildcard charact ers, quest ion m ark ( ?) and ast erisk ( * ) , in crit eria. A quest ion
m ark m at ches any single charact er; an ast erisk m at ches any sequence of charact ers. I f you want t o
find an act ual quest ion m ark or ast erisk, t ype a t ilde ( ~ ) before t he charact er.
 To use SUM I FS fu nct ion

M ou se
i. Click on t he M ATH & TRI G BUTTON in t he FORM ULAS group on t he FORM ULAS ribbon.
ii. Select SUM I FS from t he displayed funct ions. A dialog will be displayed
iii. Click in SUM _ RAN GE t ext box

iv. Select t he range of cells cont aining t he .values you wish t o sum up

20
v. Click in t he CRI TERI A_ RAN GE1 box select a range of cells t hat cont ains t he values you
wish t o check t he crit eria against
vi. Click in t he CRI TERI A1 t ext box and t ype in t he crit eria t o m easur e against your
vii. Repeat st eps 5 and 6 t o ent er m ult iple crit eria, range2, range3 et c, as you use each
CRI TERI A_ RAN GE and crit eria m or e t ext box es will appear for y ou t o use. Click OK when
all ranges and crit erias have been ent ered.

21
Cou n t ifs
The COUN TI FS funct ion, count s a range based on m ult iple crit eria.
COUNTI FS( range1 , criteria1 ,range2 , criteria2 …)
RAN GE1 , RAN GE2 , … are 1 t o 127 ranges in which t o evaluat e t he associat ed crit eria. Cells in
each range m ust be num bers or nam es, arrays, or r eferences t hat cont ain num bers. Blank and t ext
values are ignored.
CRI TERI A1 , CRI TERI A2 , …are 1 t o 127 crit eria in t he form of a num ber, expression, cell
reference, or t ext t hat define which cells will be count ed. For exam ple, crit eria can be expressed as
32, "32", " > 32", "apples", or B4.
 To use COUN TI FS fu n ct ion

M ou se
i. Click on t he M ORE FUN CTI ON S
but t on in t he FORM ULAS gr oup on
t he FORM ULAS ribbon and click on
STATI STI CAL.
ii. Select COUN TI FS fr om t he
displayed funct ions. A dialog will be
displayed
iii. Click in t he CRI TERI A_ RAN GE1
box select t he range of cells t hat you
wish t o count .
iv. Click in t he CRI TERI A1 t ext box and t ype in t he crit eria t o m easur e against your
v. Repeat st ep 4 t o ent er m ult iple crit eria, crit eria_range2, range3 et c, as y ou use each
crit eria_range and crit eria m ore t ext boxes will appear for you t o use. Click OK when all
ranges and crit erias have been ent ered.
Each cell in a range is count ed only if all of t he corr esponding crit eria specified are t rue for
t hat cell.
I f crit eria is an em pt y cell,
COUN TI FS t reat s it as a
0 value.
You can use t he wildcard
charact er s, quest ion m ark
( ?) and ast erisk ( * ) , in
crit eria. A quest ion m ark
m at ches any single
charact er; an ast er isk
m at ches any sequence of
charact er s. I f y ou want t o
find an act ual quest ion
m ark or ast erisk, t ype a
t ilde (~ ) befor e t he
charact er .

22
AN D , OR, N OT
Rat her t han creat e large and unwieldy form ulae involving m ult iple I F st at em ent s, t he AN D ,
OR and N OT funct ions can be used t o group logical t est s or " condit ions" t oget her . These
t hree funct ions can be used on t heir own, but in t hat case t hey will only ret urn t he values
" TRUE" or " FALSE" . As t hese t w o values are not part icularly m eaningful on a spreadsheet ,
it is m uch m ore useful t o com bine t he AN D , OR and N OT funct ions wit hin an I F st at em ent .
This way, y ou can ask for calculat ions t o be perform ed or ot her t ext m essages t o appear as
a r esult .
An d
This funct ion is a logical t est t o see if all condit ions are t rue. I f t his is t he case, t he value
" TRUE" is ret urned. I f any of t he argum ent s in t he AN D st at em ent are found t o be false,
t he whole st at em ent pr oduces t he value " FALSE" . This funct ion is part icularly useful as a
check t o m ak e sure t hat all condit ions you set are m et .
Argum ent s ar e ent er ed in t he AN D st at em ent in parent heses, separat ed by com m as, and
t here is a m axim um of 30 argum ent s t o one AN D st at em ent . The following exam ple checks
t hat t wo cells, B1 and B2 , ar e bot h gr eat er t han 100.
= AND( B1 > 1 0 0 ,B2 > 1 0 0 )
I f eit her one of t hese t wo cells cont ains a value less t han a hundred, t he result of t he AN D
st at em ent is " FALSE.” This can now be wrapped inside an I F funct ion t o produce a m or e
m eaningful result . You m ay want t o add t he t wo figures t oget her if t hey ar e ov er 100, or
display a m essage indicat ing t hat t hey ar e not high enough.
= I F( AND( B1 > 1 0 0 ,B2 > 1 0 0 ) ,B1 + B2 ,"Figures not high enough")
Anot her applicat ion of AN D 'S is t o check t hat a num ber is bet w een cert ain lim it s. The
following exam ple checks t hat a num ber is bet ween 5 0 and 1 0 0 . I f it is, t he value is
ent er ed. I f not , a m essage is displayed;
= I F( AND( B1 > 5 0 ,B1 < 1 0 0 ) ,B1 ,"Num ber is out of range")

23
Or
This funct ion is a logical t est t o see if one or m ore condit ions are t rue. I f t his is t he case, t he
value " TRUE" is ret urned. I f j ust one of t he argum ent s in t he OR st at em ent is found t o be
t rue, t he whole st at em ent produces t he value " TRUE" . Only when all argum ent s are false
will t he value " FALSE" be r et urned. This funct ion is part icularly useful as a check t o m ake
sure t hat at least one of t he condit ions you set is m et .
= I F( OR( B1 > 1 0 0 ,B2 > 1 0 0 ) ,"at least one is OK","Figures not high enough")
I n t he abov e form ula, only one of t he num bers in cells B1 and B2 has t o be ov er 100 in
order for t hem t o be added t oget her. The m essage only appears if neit her figure is high
enough.
N ot
N OT check s t o see if t he argum ent is false. I f so, t he value " TRUE" is ret urned. I t is best t o
use N OT as a " pr ovided t his is not t he case" funct ion. I n ot her words, so long as t he
argum ent is false, t he overall st at em ent is t rue. I n t he exam ple, t he cell cont ent s of B1 are
ret urned unless t he num ber 13 is encount er ed. I f B1 is found t o cont ain 13, t he m essage
" UN LUCKY! " is displayed;
= I F( NOT( B1 = 1 3 ) ,B1 ,"Unlucky!")
The N OT funct ion can only cont ain one argum ent . I f it is necessary t o check t hat m or e t han
one argum ent is false, t he OR funct ion should be used and t he t rue and false values of t he
I F st at em ent r ev ersed. Suppose, for exam ple, a check is done against t he num bers 1 3 and
666;
= I F( OR( B1 = 1 3 ,B1 = 6 6 6 ) ,"Unlucky!",B1 )

24
I se r r or
I SERROR is a ver y useful funct ion t hat t ells you if t he form ula you look at wit h it gives any
er ror value.
I serror( Value)
Value refers to any error value ( # N/ A, # VALUE!, # REF!, # DI V/ 0!, # NUM!, # NAME?, or # NULL!)
 To use I SERROR fun ct ion

I n t he exam ple below t he average funct ions in t he colum n G is t rying t o divide em pt y cells
and giving t he err or m essage # D I V / 0 ! The er r or funct ion checking t hat cell gives t he value
t rue t here is an er ror t his could be nest ed in an I F funct ion wit h an AVERAGE funct ion so
t hat t he err or m essage does not show in colum n G
M ou se
i. Click on M ORE FUN CTI ON S in t he FORM ULAS group on t he FORM ULAS ribbon
ii. Select I SERROR funct ion
iii. The dialog box above will appear

iv. Select cell you wish t o check, t he cell refer ence will appear in t he VALUE box.
v. Click OK
For m or e advanced users t r y nest ing t he I SERROR funct ion and t he funct ion giving an error
m essage in an I F funct ion.

25
I fe r r or
I FERROR( Value, value_ if_ error)
A com m on request in t he area of funct ions is som et hing t o sim plify er ror checking.
E.G. I f a user want s t o cat ch err or s in a VLOOKUP and use t heir own er ror t ext opposed t o
Excel’s er ror, t hey have t o do som et hing like t his using t he I F and I SERROR funct ions:
= I F( I SERROR( VLOOKUP( "Dave", SalesTable, 3 , FALSE) ) , " Value not found",
VLOOKUP( "Dave", SalesTable, 3 , FALSE) )
As you can see, users need t o r epeat t he VLOOKUP form ula t wice. This has a num ber of
problem s.
FI RST , it is hard t o read and hard t o m aint ain – if you want t o change a form ula, you have t o do it
t wice.
SECON D , it can affect perform ance, because form ulas are quit e oft en run t wice. The I FERROR
funct ion solves t hese problem s, enabling cust om ers t o easily t rap and handle form ula errors.
Here is an exam ple of how a user could use it in t he sam e sit uat ion:
= I FERROR( VLOOKUP( “Bob”, SalesTable, 3 , false) , “Value not found”)
 To use I FERROR fun ct ion

M ou se
i. Click on LOGI CAL in t he FORM ULAS group on t he FORM ULAS ribbon
ii. Select I FERROR funct ion
iii. The dialog box above will appear

iv. Click in t he V ALUE t ext box.
v. Select cell you wish t o check, t he cell refer ence will appear in t he VALUE box.
vi. Type in t he VALUE_ I F_ ERROR t ext box what value you wish t o display if an er r or is found
vii. Click OK

26
LOOKUP FUN CTI ON S

As already m ent ioned, Excel can pr oduce varying result s in a cell, depending on condit ions
set by you. For exam ple, if num bers are above or below cert ain lim it s, differ ent calculat ions
will be perform ed and t ext m essages displayed. The usual m et hod for const ruct ing t his sort
of analysis is using t he I F funct ion. However, as already dem onst rat ed, t his can becom e
large and unwieldy when you want m ult iple condit ions and m any possible out com es. To
begin wit h, Excel can only nest sev en I F clauses in a m ain I F st at em ent , whereas y ou m ay
want m or e t han eight logical t est s or " scenar ios.” To achieve t his, Excel provides som e
LOOKUP funct ions. These funct ions allow you t o cr eat e for m ulae which exam ine large
am ount s of dat a and find inform at ion which m at ches or approxim at es t o cert ain condit ions.
They ar e sim pler t o const ruct t han nest ed I F’s and can pr oduce m any m or e v aried r esult s.
Look u p
Befor e y ou act ually st art t o use t he various LOOKUP funct ions, it is wort h learning t he
t erm s t hat y ou will com e acr oss, what t hey m ean and t he synt ax of t he funct ion argum ent s.
Ve ct or Look u p
A vect or is a series of dat a t hat only occupies one row or colum n. LOOKUP will look t hrough
t his row or colum n t o find a specific value. When t he value is found, a cor responding " result "
in t he adj acent row or colum n is ret urned. For exam ple, colum n D of a spreadsheet m ay
cont ain figures, and t he adj acent colum n E cont ains cor responding t ext . LOOKUP will sear ch
for t he request ed figure in colum n D and ret urn t he cor r esponding t ext from colum n E.
The synt ax for LOOKUP is as follows;
= LOOKUP( lookup_ value , lookup_ vector , result_ vector )
The LOOKUP_ VALUE r epr esent s t he num ber or t ext ent ry t o look for; t he
LOOKUP_ VECTOR is t he ar ea in which t o search for t he LOOKUP_ VALUE; t he
RESULT_ VECTOR is t he adj acent row or colum n where t he corr esponding value or t ext is t o
be found.
I t is e sse nt ia l t h a t da t a in t h e look u p ve ct or is pla ced in a sce n din g or de r , i.e . n u m be r s fr om low e st t o
h igh e st , t e x t fr om A t o Z. I f t h is is not don e , t h e LOOKUP fun ct ion m a y r e t u r n t h e w r on g r e su lt .
I n t he diagram , colum n D cont ains varying salaries, against which t here is a com pany car in
colum n E which corr esponds t o each salary. For exam ple, a £ 2 0 ,0 3 0 salary get s a GOLF, a
£ 3 5 ,0 0 0 salary get s a SCORPI O. A LOOKUP for m ula can be used t o ret urn what ev er car is

27
appropriat e t o a salary figure t hat is ent ered. I n t his case, t he LOOKUP_ VALUE is t he cell
wher e t he salary is ent er ed ( B1 3 ) , t he LOOKUP_ VECTOR is t he salary colum n ( D 3 :D 1 1 ) ,
and t he RESULT_ VECTOR is t he car colum n ( E3 :E1 1 ) . Hence t he for m ula;
= LOOKUP( B1 3 ,D3 :D1 1 ,E3 :E1 1 )
Typing £ 4 0 ,0 0 0 in cell B1 3 will set t he LOOKUP_ VALUE. LOOKUP will sear ch t hrough t he
LOOKUP_ VECTOR t o find t he m at ching salary, and ret urn t he appr opriat e car from t he
RESULT_ VECTOR, which in t his case is M ERCED ES.
Alt ernat ively, t he form ula could be sim plified and cell refer ences av oided by using Form ula,
Define Nam e t o give appropriat e range nam es. Call B1 3 Salary, D 3 :D 1 1 Salaries and
E3 :E1 1 Car s. The LOOKUP form ula could t hen be sim plified t o;
= LOOKUP( Salary,Salaries,Cars)
One of t he advant ages of t he LOOKUP funct ion is t hat if t he exact LOOKUP_ VALUE is not
found, it will approxim at e t o t he nearest figure below t he request ed value. For inst ance, if a
user ent ers a Salary of 2 3 0 0 0 , t here is no figure in t he Salaries range which m at ches t his.
How ev er, t he near est salary below 2 3 0 0 0 is 2 0 0 3 0 , so t he cor r esponding car is ret urned,
which is a GOLF. This t echnique is very useful when t he LOOKUP_ VECTOR indicat es
grades or " bands.” I n t his case, anyone in t he salary " band" bet ween 2 0 0 3 0 and 2 5 0 0 0
get s a GOLF. Only when t heir salary m eet s or exceeds 2 5 0 0 0 do t hey get a SI ERRA.
Ther e m ay be occasions wher e t he LOOKUP_ V ALUE is

below t he low est value in t he v ect or . I n t his case t he # N / A
m essage is displayed.
Typical layout Locat ion of all

of a sheet REFERENCE and
needing a LOOKUP
LOOKUP funct ions
funct ion

28
 To in ser t a look u p fu n ct ion :

M ou se
i. Click t he drop down arrow next t o t he
LOOKUP AN D REFEN CE but t on in t he
FUN CTI ON LI BARY group on t he
FORM ULAS Ribbon;
ii. A dialog box appear s displaying t he t wo
versions of LOOKUP. Ther e ar e t w o synt ax
for m s; t he first is t he
" VECTOR" and t he second
t he " ARRAY”
iii. Choose vect or and click OK
iv. Ent er t he values as
described previously and
click OK
Th e fir st of t h e se for m s, t h e
" ve ct or " LOOKUP is by fa r t h e
m ost u se fu l, and it is
r e com m e n de d t ha t you on ly
u se t h is for m .

29
H look u p
The horizont al LOOKUP funct ion ( H LOOKUP) can be used not j ust on a " VECTOR" ( single
colum n or r ow of dat a) , but on an " array " ( m ult iple rows and colum ns) . H LOOKUP sear ches
for a specified value horizont ally along t he t op row of an ar ray . When t he value is found,
H LOOKUP searches down t o a specified row and ent ers t he value of t he cell. This is useful
when dat a is ar ranged in a large t abular form at , and it would be difficult for y ou t o r ead
acr oss colum ns and t hen down t o t he appr opriat e cell. H LOOKUP will do t his aut om at ically.
The synt ax for HLOOKUP is;
= HLOOKUP( lookup_ value , table_ array , row _ index_ num ber)
The LOOKUP_ V ALUE is, as befor e, a num ber, t ext st ring or cell reference which is t he
value t o be found along t he t op r ow of t he dat a; t he TABLE_ ARRAY is t he cell refer ences
( or r ange nam e) of t he ent ire t able of dat a; t he ROW _ I N D EX_ N UM BER represent s t he r ow
from which t he result is required. This m ust be a num ber, e.g. 4 inst ruct s H LOOKUP t o
ext ract a value fr om row 4 of t he TABLE_ ARRAY.
I t is im port ant t o r em em ber t hat dat a in t he ar ray m ust be in ascending order. Wit h a sim ple
LOOKUP funct ion, only one colum n or r ow of dat a, r efer r ed t o as a vect or, is r equired.
H LOOKUP uses an ar ray ( i.e. m ore t han one colum n or r ow of dat a) . Therefore, as
H LOOKUP sear ches horizont ally ( i.e. across t he ar ray) , dat a in t he first row m ust be in
ascending order, i.e. num ber s fr om lowest t o highest , t ext fr om A t o Z. As wit h LOOKUP, if
t his rule is ignored, H LOOKUP will ret urn t he wrong value.
As an exam ple, a user m ay have a spr eadsheet which displays various differ ent rat es of
int erest for a range of am ount s over different t im e periods;
What ev er t he am ount a cust om er want s t o bor row , he m ay pay up t o five differ ent rat es of
int erest depending on whet her t he loan is over 10, 15 or m or e y ear s. The H LOOKUP
funct ion will find a specific am ount , t hen m ov e down t he ar ray t o find t he appropriat e
int erest rat e for t he r equired t im e period.
Designat e cell A5 1 as t he cell t o hold t he am ount , i.e. t he LOOKUP_ V ALUE; cells C4 3 :H 4 8
are t he TABLE_ ARRAY; t he ROW _ I N D EX_ N UM BER will be 2 if a cust om er want s t he loan
ov er 10 y ear s, 3 if he w ant s t he loan ov er 15 y ear s, and so on. Cell B5 1 holds t his form ula;
= HLOOKUP( A5 1 ,C4 3 :H4 8 ,3 )
The above form ula look s along t he t op row of t he arr ay for t he value in cell A5 1 ( 30000) . I t
t hen m ov es down t o r ow 3 and ret urns t he value 1 5 .0 0 % , which is t he cor rect int erest rat e
for a £30000 loan over 15 years. ( Range nam es could be used her e t o sim plify t he form ula) .

30
As wit h t he LOOKUP funct ion, t he advant age of H LOOKUP is t hat it does not necessarily
have t o find t he exact LOOKUP_ VALUE. I f, for exam ple, you want ed t o find out what
int erest rat e is applicable t o a £28000 loan, t he figure 28000 can be ent ered in t he
LOOKUP_ VALUE cell ( A5 1 ) and t he rat e 14.30% appear s. As befor e, Excel has looked for
t he value in t he array closest t o, but lower t han, t he LOOKUP_ V ALUE.
Vlook u p
The VLOOKUP funct ion work s on t he sam e principle as H LOOKUP, but inst ead of searching
horizont ally, VLOOKUP sear ches vert ically. VLOOKUP sear ches for a specified value
vert ically down t he first colum n of an array. When t he value is found, VLOOKUP searches
acr oss t o a specified colum n and ent ers t he value of t he cell. The synt ax for t he VLOOKUP
funct ion follows t he sam e pat t ern as H LOOKUP, except t hat inst ead of specifying a row
index num ber, you would specify a colum n index num ber t o inst ruct VLOOKUP t o m ov e
acr oss t o a specific colum n in t he array where t he r equired value is t o be found.
= VLOOKUP( lookup_ value , table_ array , col_ index_ num ber )
I n t he case of VLOOKUP, dat a in t he first colum n of t he ar ray should be in ascending order,
as V LOOKUP sear ches down t his colum n for t he LOOKUP_ VALUE.
I n t he sam e spr eadsheet , a VLOOKUP form ula could be used t o sear ch for a specific t im e
period, t hen ret urn t he appropriat e rat e for a fixed am ount . I n t he following exam ple, a t im e
period is ent ered in cell A5 4 and in B5 4 t he VLOOKUP for m ula is cont ained;
Cell B5 4 holds t his form ula;

= VLOOKUP( A5 4 ,C4 3 :H4 8 ,5 )
The cell A5 4 is t he LOOKUP_ VALUE ( t im e period) , t he TABLE_ ARRAY is as befor e, and
for t his exam ple r at es are looked up for a loan of £40000, hence t he
COLUM N _ I N D EX_ N UM BER 5 . By changing t he value of cell A5 4 , t he appr opriat e rat e for
t hat t im e period is ret ur ned. Wher e t he specific lookup_value is not found, VLOOKUP w orks
in t he sam e way as H LOOKUP. I n ot her words, t he near est value in t he array t hat is less
t han t he LOOKUP_ VALUE will be ret urned. So, a £40000 loan over 17 years would ret urn
an int erest rat e of 16.00% .

31
N e st e d Look u ps
One of t he lim it at ions of t he horizont al and vert ical LOOKUP funct ions is t hat for every
LOOKUP_ VALUE changed, t he colum n or r ow index num ber st ays const ant . Using our
exam ple, t he H LOOKUP will sear ch for any am ount , but always for t he sam e t im e period.
Conversely, t he VLOOKUP will search for any t im e period, but always for t he sam e am ount .
I n bot h cases, if y ou want t o alt er t he t im e period and t he am ount t he form ula m ust be
edit ed t o alt er t he colum n or r ow index num ber.
Ther e is, howev er , a t echnique whereby one LOOKUP funct ion is " nest ed" wit hin anot her.
This looks up one value, which will t hen be used in a second LOOKUP form ula as a colum n
or r ow index num ber. Using t his t echnique allows y ou t o, say, ent er a t im e period and an
am ount and see t he cor rect int erest rat e.
Because nest ed LOOKUPS hav e m or e t han one LOOKUP_ V ALUE, m or e t han one ar ray is
needed. This second ar ray should consist of t he colum n or row num ber s t o be used in t he
LOOKUP form ula. The exam ple show s our m ain int erest rat es spr eadsheet , wit h an
addit ional t wo colum ns of dat a;
COLUM N J cont ains all t he sam e t im e periods as colum n C, but alongside t his are num bers
2 t o 6, indicat ing t he ROW _ I N D EX_ N UM BER t o be r et urned for t he appropriat e t im e
period. To look up t his value, use a sim ple vect or LOOKUP form ula, wher e K5 0 is t he
required t im e period, J4 3 :J4 7 is t he LOOKUP_ VECTOR and K4 3 :K4 7 is t he
RESULT_ VECTOR;
LOOKUP( K5 0 ,J4 3 :J4 7 ,K4 3 :K4 7 )
Not ice t here is no equals sign, because t his for m ula is not being ent er ed in a cell of it s own.
The form ula will ret urn a value bet w een 2 and 6 which will be used as a
ROW _ I N D EX_ N UM BER in a H LOOKUP for m ula. This H LOOKUP will look in t he m ain
int erest rat e t able for an am ount t yped in by you, and will respond t o t he
ROW _ I N D EX_ N UM BER r et urned fr om t he nest ed LOOKUP form ula. The cells J5 0 and
K5 0 hold t he am ount and t im e period t o be t yped in by you, and t he ent ire nest ed
H LOOKUP, t yped in J5 2 , is as follows;
= HLOOKUP( J5 0 ,C4 3 :H4 8 ,LOOKUP( K5 0 ,J4 3 :J4 7 ,K4 3 :K4 7 ) )
I n t he exam ple, t he t im e period 25 is vert ically looked up in COLUM N J and t he

corr esponding value 5 is r et urned. Also, t he am ount 40000 is horizont ally looked up in t he
m ain t able, wit h a ROW _ I N D EX_ N UM BER of 5 . The end r esult is an int erest rat e of
18.50% . Sim ply by changing cells J5 0 and K5 0 , t he cor rect int erest r at e is always r et urned
for t he am ount and period t yped in.

32
SECTI ON 2 V I EW S, SCEN ARI OS, GOAL SEEK, SOLV ER

By the end of this section you w ill be able to:
Creat e Views
Use Goal seek and solver
Swit ch bet ween Views
Creat e Scenarios
Swit ch bet ween Scenarios

33
SECTI ON 2 VI EW S, SCEN ARI OS, GOAL SEEK, SOLVER
GOAL SEEKI N G AN D SOLVI N G

Excel has a num ber of ways of alt ering condit ions on t he spr eadsheet and m aking form ulae
produce what ev er r esult is request ed. Ex cel can also forecast what condit ions on t he
spr eadsheet would be needed t o opt im ise t he result of a form ula. For inst ance, t here m ay be
a profit s figure t hat needs t o be kept as high as possible, a cost s figure t hat needs t o be
kept t o a m inim um , or a budget const raint t hat has t o equal a cert ain figure ex act ly.
Usually, t hese figures are form ulae t hat depend on a gr eat m any ot her variables on t he
spr eadsheet . Therefore, you w ould have t o do an awful lot of t rial- and- err or analysis t o
obt ain t he desired r esult . Excel can, howev er , perform t his analysis very quickly t o obt ain
opt im um result s. The Goal Seek com m and can be used t o m ak e a form ula achieve a cert ain
value by alt ering j ust one variable. The Solver can be used for m ore painst aking analysis
wher e m any variables could be adj ust ed t o r each a desired result . The Solver can be used t o
not only obt ain a specific value, but also t o m axim ise or m inim ise t he r esult of a form ula
( e.g. m axim ise profit s or m inim ise cost s) .
Goa l Se e k
The Goal Seek com m and is used t o bring one
for m ula t o a specific value. I t does t his by
changing one of t he cells t hat is refer enced by t he
for m ula. Goal Seek ask s for a cell refer ence t hat
cont ains a form ula ( t he Set cell) . I t also ask s for a
value, which is t he figure y ou want t he cell t o
equal. Finally, Goal Seek asks for a cell t o alt er in
order t o t ake t he Set cell t o t he required value.
I n t he exam ple spr eadsheet , cell B8 cont ains a
for m ula t hat sum s advert ising and payroll cost s.
Cell B1 0 cont ains a pr ofit s form ula based on t he
revenue figure, m inus t he t ot al cost s.
A user m ay want t o see how a pr ofit of 4000 can be achiev ed by alt ering payr oll cost s.
 To la u n ch t he Goa l se e k er :
M ou se
i. On t he D ATA ribbon, D ATA TOOLS gr oup, click W H AT- I F
AN ALYSI S and t hen click GOAL SEEK.
ii. I n t he SET CELL box, ent er t he r efer ence for t he cell t hat
cont ains t he form ula result you wish t o set t o a specific figure.
( I n t he ex am ple, t his is cell B1 0 .)
iii. I n t he TO VALUE box, t ype t he result you want . ( I n t he
exam ple, t his is - 4000.)
iv. I n t he BY CH AN GI N G CELL box, ent er t he r efer ence for
t he cell t hat cont ains t he value you want t o adj ust . ( I n
t he ex am ple, t his is cell B3 .)
Th e Goa l Se e k com m a n d a ut om a t ica lly su gge st s t he a ct ive ce ll
a s t h e Se t ce ll. Th is ca n be ove r t y pe d w it h a n ew ce ll r e fe r e n ce
or y ou m a y click on t h e a ppr opr ia t e ce ll on t h e spr e a dsh e e t .
v. Click t he OK but t on and t he spr eadsheet will alt er t he cell t o a value sufficient for t he
for m ula t o reach y our goal. Goal Seek also inform s you t hat t he goal w as achieved;

34
vi. You now hav e t he choice of accept ing t he revised spr eadsheet , or r et urning t o t he previous
values. Click OK t o k eep t he changes, or CAN CEL t o rest ore pr evious v alues.
Goa l Se e k ca n be use d r e pe a t e dly in t h is w a y t o se e h ow r e ve n u e or ot h e r cost s could be u se d t o
in flu e n ce t h e fina l profit s. Sim ply r e pe a t t h e a bove pr oce ss a n d a lt e r t h e cha ngin g ce ll r e fe r e n ce . Th e
ch a nging ce ll m u st cont a in a va lu e , n ot a for m u la . For e x a m ple , if y ou t r ie d t o a lt e r pr ofit s by cha nging
t ot a l cost s, t h is ce ll cont a in s a for m u la a nd Goa l See k w ill n ot a cce pt it a s a ch a nging ce ll. Only t h e
a dve r t ising cost s or t h e pa y r oll ce lls ca n be u se d a s ch a ngin g ce lls.
Goa l Se e k w ill on ly a cce pt on e ce ll r e fe r e n ce a s t h e ch a n gin g ce ll, bu t na m e s a r e a cce pt a ble . For
in st a n ce , if a u se r h a d na m e d e it h e r ce lls B5 or B6 a s " Adve r t _ cost s" or " Pa yr oll" r e spe ct ive ly , t h ese
n a m es cou ld be t ype d in t h e BY CH AN GI N G CELL box . For goa l- se e k in g w it h m or e t h a n on e ch a n ging
ce ll, u se t h e Solve r .
Solve r
For m ore com plex t rial- and- err or analysis t he Excel Solver should be
used. Unlike Goal Seek , t he Solver can alt er a form ula not j ust t o
produce a set value, but also t o m axim ise or m inim ise t he r esult .
Solver has changed m ark edly in 2010 from previous v ersions but
wor ks in very m uch t he sam e way. More t han one changing cell can
be specified, so as t o increase t he num ber of possibilit ies, and
const raint s can be built in t o rest rict t he analysis t o operat e only
under specific condit ions.
The basis for using t he Solver is usually t o alt er m any figures t o pr oduce t he opt im um result
for a single form ula. This could m ean, for exam ple, alt ering price figures t o m axim ise profit s.
I t could m ean adj ust ing expendit ure t o m inim ise cost s, et c. What ever t he case, t he variable
figures t o be adj ust ed m ust have an influence, eit her, direct ly or indirect ly, on t he ov erall
result , t hat is t o say t he changing cells m ust affect t he form ula t o be opt im ised. Up t o 200
changing cells can be included in t he solving process, and up t o 100 const raint s can be built
in t o lim it t he Solver's r esult s.
Solver Param et ers
The Solver needs quit e a lot of
inform at ion in order for it t o be able
t o com e up wit h a realist ic solut ion.
These are t he Solver param et er s
 To se t u p t h e Solver :
M ou se
i. Click t he SOLVER but t on on t he
D ATA Ribbon; in t he AN ALYSI S
group
ii. I f SOLVER is not visible it will be
needed t o be added int o excel from
t he EXCEL OPTI ON S dialog in t he
FI LE ribbon ( go t o AD D I N S t hen
choose EX CEL AD D I N S)
Lik e Goa l Se e k , t h e Se t Ce ll is t h e ce ll
con t a inin g t h e for m ula w hose va lu e is t o
be opt im ise d. Un lik e Goa l Se e k , how e ve r ,
t h e for m u la ca n be m a x im ise d or
m in im ised a s w e ll a s se t t o a spe cific
va lu e .

35
vii. Decide which cells t he Solver should alt er in order t o pr oduce t he Set Cell result . You can
eit her t ype or click on t he appropriat e cells, and [ CTRL] click if nonadj acent cell refer ences
are r equired.
W h e n u sin g a com ple x spre a dsh e e t , or on e t h a t w a s cr e a t e d by som e on e e lse , t h e r e is a n opt ion t o le t
t h e Solve r gu e ss t h e ch a n gin g ce lls. Usu a lly it w ill se le ct t h e ce lls cont a inin g va lu e s t h a t ha ve a n
im m e dia t e e ffe ct on t h e Set Ce ll, so it m a y be a good ide a t o a m e n d t h is.
Con st r a in t s
Const raint s pr ev ent t he Solver fr om com ing up wit h unrealist ic solut ions.
 To bu ild con st r a in t s in t o your Solve r pa r a m e t e rs:

M ou se
i. I n t he SOLVER dialog, choose AD D
ii. A dialog box appear s and asks y ou t o
choose a cell whose value will be kept
wit hin cert ain lim it s. I t can be any
cell or cells on t he spr eadsheet
( sim ply t ype t he refer ence or select
t he range) .
iii. This cell can be subj ect ed t o an upper or lower lim it , m ade t o equal a specific valu e or for ced
t o be a whole num ber. Drop down t he arr ow in t he cent re of t he AD D CON STRAI N T box t o
see t he list of choices: - To set an upper lim it , click on t he < = sym bol; for a lower lim it , > = ;
t he = sign for a specific value and t he I N T opt ion for an int eger ( whole num ber) .
iv. Once t he OK but t on is chosen, t he SOLVER PARAM ETERS
dialog box displays and t he const raint appears in t he window at
t he m iddle, left . These const r aint can be am ended using t he
CH AN GE but t on, or r em ov ed using t he D ELETE but t on.
When m axim ising or m inim ising a form ula value, it is im port ant
t o include const raint s w hich set upper or lower lim it s on t he changing values. For inst ance,
when m axim ising profit s by changing sales figures, t he Solver could conceivably increase
sales t o infinit y. I f t he sales figures ar e not lim it ed by an upper const raint , t he Solver will
ret urn an er r or m essage st at ing t hat t he cell values do not conv erge. Sim ilarly, m inim ising
t ot al cost s could be achieved by m aking one of t he cont ribut ing cost s infinit ely less t han
zer o. A const raint should be included, t herefore, t o set a m inim um level on t hese values.

36
The exam ple her e shows t he num ber of cases for five London hospit als, split int o t hree
t ypes: ELECTI VE, EM ERGEN CY and D AY cases. Below t his are t he r espect ive cost s of each
t ype of case for each hospit al, and finally t he t ot al cost s ( num ber m ult iplied by price) for
each t ype in each hospit al. All t hese figures ar e t ot alled in colum n H , t o ar rive at a final t ot al
cost s figure in cell H 1 7 .
Call up SOLVER from t he AN ALYSI S

group on t he D ATA ribbon. The Set Cell in
t his case will be H 1 7 , t he t ot al cost s cell.
I t can be assum ed t hat t he cost s of cases
cannot be changed, only t he num ber in
each hospit al, t herefore t he changing cells
will be B4 :F6 :
The problem is t hat , if Solve is chosen

now, t he num ber of cases could reduce t o
infinit ely below zero and produce an err or
m essage. Fort unat ely, const raint s can be
built in t o force each hospit al t o have a
m inim um num ber of cases, and for t her e
t o be a t ot al num ber of cases overall.
Choose t he AD D opt ion t o add a
const raint , highlight t he cells B4 :F6 , dr op
down t he ar row and click on > = t o set a
m inim um lim it . Here, t ype what ever t he

m inim um num ber of cases should be. To
avoid t he err or m essage, sim ply t ype 1
and choose AD D . Also, as hospit al cases
cannot be fract ions, add anot her const raint
t o force t hese cells t o be int egers. Finally,
a const raint could be added t o set a t ot al
num ber of cases ( cell H 7 ) . The Solver
param et er s should now appear as follows:
When Solve is chosen, t he Solver carries
out it s analysis and finds a solut ion. This
m ay be unsat isfact ory , as it has calculat ed
t hat t he best way t o m inim ise cost s is t o
put t he m aj orit y of cases in St George's as
day pat ient s. Furt her const raint s could now
be added t o force t he Solver t o place
m inim um num bers of cases in t he ot her
hospit als, or set a m axim um lim it on St
Georges' day cases.

37
AD VAN CED SOLVER FEATURES

Sa ve Or Loa d A Pr oble m M ode l
M ou se
i. I n t he SOLVER PARAM ETERS dialog box,
click LOAD / SAVE.
ii. Ent er a cell range for t he m odel area, and
click eit her SAVE or LOAD .
iii. When y ou save a m odel, ent er t he r efer ence
for t he first cell of a vert ical range of em pt y
cells in which you want t o place t he problem
m odel. When you load a m odel, ent er t he
reference for t he ent ire range of cells t hat
cont ains t he pr oblem m odel.
N ot es: You ca n sa ve t h e la st se le ct ions in t h e Solve r Pa r a m et e r s dia log box w it h a w or k sh e e t by sa ving
t h e w ork book . Ea ch w or k sh e e t in a w or k book m a y ha ve it s ow n Solve r se le ct ion s, a n d a ll of t h e m a r e
sa ve d. You ca n a lso de fine m or e t h a n on e pr oble m for a w or k sh e e t by click in g Loa d/ Sa ve t o sa ve
pr oble m s in dividua lly .
Solvin g M e t h ods Use d By Solve r

You can choose any of t he following t hree algorit hm s or solving m et hods in t he Solver
Param et ers dialog box:
GEN ERALI ZED RED UCED GRAD I EN T ( GRG) N ON LI N EAR Use for problem s t hat are
sm oot h nonlinear.
LP SI M PLEX Use for pr oblem s t hat are linear.
EVOLUTI ON ARY Use for problem s t hat are non- sm oot h.
For m ore inform at ion about t hese m et hods,
cont act :
Front line Syst em s, I nc.
P.O. Box 4288
I ncline Village, NV 89450- 4288
( 775) 831- 0300
Web sit e: ht t p: / / www.solver.com
E- m ail: info@solver.com
Solve r Opt ion s

Ther e are m any opt ions t hat you can access t o refine your
result s for each of t he solving m et hods m ent ioned above
access t hese by clicking on t he OPTI ON S but t on on t he
SOLVER PARAM ETERS dialog

38
Solve r An d Sce n a r io M a n a ge r
The Solver uses sophist icat ed num eric analysis
and it erat ive m et hods t o perform t rial- and- err or
calculat ions ver y quickly. The original values of
t he spr eadsheet , t her efor e, hav e a pr ofound
effect on t he r esult of a Solver solut ion. I t m ay
be t he case t hat t here is no concr et e solut ion t o a
spr eadsheet pr oblem , and t he Solver m ay
produce a " best guess" wit hin t he specified
const raint s. Changing t he original values and
running t he Solver again m ay produce a differ ent
result , and it m ay t herefore by helpful t o save
t he different " scenarios" t hat are pr oduced. I t
m ay also be necessary t o save scenarios where
const raint s have eit her been added, r em ov ed or
am ended. Using Excel's Scenario Manager can
facilit at e t his, by allowing you t o sav e each new
Solver solut ion and com pare it t o pr evious ones.
For m ost com plex spreadsheet pr oblem s, t he
Solver and Scenario Manager are used t oget her .
Sa vin g Solve r Solu t ion s

When t he Solver finds a solut ion t hat seem s
feasible, you m ay want t o save it .
 Sa ve a solu t ion a s a Sce n a r io:

M ou se
i. Aft er clicking Solve you have a choice.
ii. You have t he choice of rest oring t he original values
if you are not sat isfied and wish t o t ry anot her
solver solut ion
iii. Once Solver has found a solut ion, choose SAVE
SCEN ARI O fr om t he dialog box. The scenario can
be nam ed and eit her t he new values kept or t he
original values rest ored.

39
Solve r Re por t s
Once a Solver solut ion is obt ained, a report can be
generat ed t o sum m arise t he changes t hat have been
m ade and how accurat ely t he const raint s have been
sat isfied. When changing cells have int eger
const raint s, t he only m eaningful t ype of report is an
AN SW ER REPORT, which gives det ails of t he t arget
cell's original value and new value, t he changes t o
t he adj ust able cells as well as all const raint s.
 To cr e a t e a solve r r e por t :
M ou se
i. Click AN SW ER REPORT fr om t he SOLVER RESULTS dialog box.
ii. Click OK - Excel generat es t he r eport in a new sheet behind t he current
wor ksheet .
iii. To see t he r eport , choose t he AN SW ER REPORT t ab: behind current wor ksheet

40
SCEN ARI OS
 To ope n scen a r io m a n a ge r
M ou se
i. Click SCEN ARI O M AN AGER on t he W H AT I F
AN ALYSI S but t on on t he in t he D ATA TOOLS
group on t he D ATA Ribbon;
ii. SCEN ARI O M AN AGER will appear.
 To vie w a sa ve d Sce n a r io:

M ou se
i. Open SCEN ARI O M AN AGER
ii. SCEN ARI O M AN AGER will appear. All nam ed
scenarios will be list ed.
iii. Click on t he appropriat e nam e and choose SH OW t o display t he result s. Typically, a scenario
only holds t he result s of t he changing cells set in any SOLVER PARAM ETERS. Choosing
ED I T fr om t he SCEN ARI O M AN AGER allows t hese v alues t o be changed, or t he Scenario
renam ed.
Cr e a t e A Sce n a r io M a n u a lly
Alt hough solver can be used t o cr eat e scenarios t hey can be m anually cr eat ed as w ell here
we will creat e a sim ple group of scenarios t o see how t hey m ay be used t o st ore several set s
of result s.
The purpose of t he Scenario Manager is t o allow you t o sav e a num ber of alt ernat ive input s
for specific cells which affect t he result s in a work sheet . For exam ple, you m ay want t o see
t he r esult s of changes in cost s figures, and t heir im pact on pr ofit s. A variet y of differ ent
cost s figures could be saved as differ ent " scenarios,” and each one loaded in t urn t o pr oduce
com parisons.
Ope n Th e Sce n a r io M a n a ge r
Once you have const ruct ed y our work sheet wit h
t he appropriat e dat a and form ulae, you ar e r eady
t o set up scenarios.
 To se t u p scen a r ios:
M ou se
group on t he D ATA Ribbon.
ii. Click t he AD D but t on t o nam e y our scenario and
define t he CH AN GI N G CELLS ( t he cells
cont aining t he values you want t o var y for each
scenario) . The following dialog will appear:
iii. Type a nam e in t he box m ar ked SCEN ARI O
N AM E.

41
iv. Click t he but t on t o t he right of t he CH AN GI N G

CELLS box t o collapse t he dialog allowing you t o
view t he wor ksheet and select t he cells cont aining
t he variables. Non consecut ive cells m ay be
select ed using [ CTRL] and click. Click t he
EXPAN D but t on t o expand t he Add Scenario dialog
once m or e.
v. Click OK t o add t he Scenario. The SCEN ARI O
VALUES dialog box will appear:
vi. Type t he value for t he first changing cell t hat you
want t o save under t he curr ent scenario nam e.
Press [ TAB] t o m ove t o t he next changing cell and
t ype a value for t hat changing cell. Repeat t he
process unt il all changing cell values have been set
for t he cur rent scenario.
vii. Click t he OK but t on t o ret urn t o t he SCEN ARI O
M AN AGER dialog
viii. Click CLOSE t o exit t he Scenario Manager .
Or
i. Click t he AD D but t on t o define anot her scenario.
ii. When all scenarios hav e been added, click OK t o
ret urn t o t he SCEN ARI O M AN AGER dialog and
CLOSE t o exit t he Scenario Manager
Sh ow in g A Sce n a r io
When sev eral scenarios have been creat ed, each one in t urn can be shown. The values
associat ed wit h t hat scenario will appear in t he designat ed Changing Cells, and all t he
dependant form ulae on t he w or ksheet will updat e. Any chart s dependant on t he changing
values will also updat e. The Scenario Manager dialog box will rem ain on scr een, allowing you
t o click on an alt ernat ive scenario nam e and show it inst ead.
 To sh ow scen a r ios:
M ou se
i. Click SCEN ARI O M AN AGER on t he
W H AT I F AN ALYSI S but t on on t he
in t he D ATA TOOLS group on t he
D ATA Ribbon.
ii. Double- click t he scenario nam e
whose values you w ant on t he
wor ksheet . Or select t he scenario
and click SH OW The values will
appear in t he changing cells.
iii. The dialog box rem ains on- scr een
allowing you t o double- click ot her
scenario nam es and see how t he
changing values affect t he dat a.
iv. Click CLOSE t o exit t he SCEN ARI O M AN AGER dialog.

42
Edit in g A Sce n a r io
Ther e ar e t wo m ain ways in which you m ight wish t o change an exist ing scenario. You
m ight want t o am end t he values of t he changing cells, or add or delet e changing cells. The
approach is slight ly different for each of t hese t asks.
 To ch a n ge va lu e s in a sce n a r io
M ou se
group on t he D ATA Ribbon;
ii. Select t he nam e of t he scenario t o be edit ed.
iii. Click on t he ED I T but t on and click OK t o close t he
ED I T SCEN ARI O dialog and open t he SCEN ARI O
VALUES dialog
iv. Change t he values as required, and click on t he
OK but t on. This pr ocedur e can be r epeat ed if
necessary t o edit ot her scenarios.
 To a dd ch a n gin g cells:
M ou se
i. Click SCEN ARI O M AN AGER on t he W H AT I F AN ALYSI S but t on on t he in t he D ATA
TOOLS group on t he D ATA Ribbon; (
iii. Click on t he ED I T but t on and click t he but t on t o t he right of t he CH AN GI N G CELLS box t o
collapse t he ED I T SCEN ARI O dialog.
iv. Hold down t he [ CTRL] key as you click and drag across t he cells t hat you want t o add. Click
t he but t on t o expand t he dialog. Click OK t o confirm t he addit ion.
v. Ent er t he value for t he newly added changing cell in t he SCEN ARI O VALUES dialog and
click OK t o confirm .
vi. Click CLOSE t o exit t he Scenario Manager .
 To r e m ove ch a n ging ce lls:

M ou se
TOOLS group on t he D ATA Ribbon;
iii. Click on t he ED I T but t on.
iv. Drag acr oss t he cell refer ences of t he cells you want t o rem ov e fr om t he CH AN GI N G CELLS
box and press [ D ELETE] . Click OK t o confirm t he delet ion and OK again t o close t he
SCEN ARI O V ALUES dialog.
v. Click CLOSE t o exit t he Scenario Manager .

43
D e le t in g A Sce n a r io
 To de le t e a sce n a r io:
M ou se
TOOLS group on t he D ATA Ribbon;
ii. Select t he nam e of t he scenario t o be delet ed.
There will be no prom pt t o confirm delet ion when delet ing a scenario so ensure you have t he
correct scenario select ed.
Take not e you can’t undo t he delet ion of a scenario.
iii. Click D ELETE but t on. The scenario is rem ov ed
Sce n a r io Su m m a r y
To allow you t o see t he r esult s and values all in one sheet for com parison or graphical
purposes you m ay use t he scenario sum m ar y t ool t o t ranspose all t he r esult cells and
changing values in an easy t o see t able.
 To use scen a r io sum m a r y
M ou se
i. Open SCEN ARI O M AN AGER.
ii. Click on t he SUM M ARY but t on.
iii. Choose scenario sum m ary
iv. The r esult cell or cells should be already in t he RESULT
CELLS box if you wish t he SCEN ARI O SUM M ARY t o only
show for a specific cell t hen change which result cell or
cells you wish t o display in t he sum m ary.
v. Click OK t o view t he sum m ary
vi. Please not e t hat t he sum m ary is grouped t o enable you t o collapse and view j ust t he result s
if you wish.

44
VI EW S
Excel's Cust om Views ar e used t o save and r ecall different display set t ings and print opt ions.
The Scenario Manager allows you t o st or e changes t o spr eadsheet dat a and perform " what
if" analysis.
Cu st om Vie w s
Cust om views allow you t o save differ ent display and print set t ings, and im pose t hem
quickly and easily on t he w or ksheet at any t im e. The set t ings which can be saved include
print set t ings, row height s and colum n widt hs, display set t ings, select ed cells, window size
and posit ions, set t ings for panes and fr ozen t it les. This can be advant ageous when dealing
wit h large work sheet s wher e swit ching from one ar ea t o anot her m ight ot herwise be
awkward. I t also allows a num ber of differ ent print set t ings - including print area - t o be
saved as part of t he sam e w or ksheet file.
Typica l Cu st om Vie w M ode l
I n t he exam ple abov e, Sales, Cost s and Pr ofit s dat a can be seen at t he t op of t he screen,
wit h an em bedded line chart underneat h. There is also an em bedded pie chart , which, at
t he m om ent , can only be seen by scr olling down t he spreadsheet . I t would be useful t o be
able t o " swap" bet ween t he line chart and t he pie chart while st ill able t o see t he
spr eadsheet figures. I t m ay also be helpful t o define differ ent page set t ings, depending on
whet her t he line chart or pie chart is being print ed. By defining different spr eadsheet
" views,” it is possible t o t oggle bet w een t he differ ent chart s and keep t he dat a on t he scr een
at all t im es. I t is also possible t o print a different header when a differ ent t ype of chart is
displayed.

45
D e fin in g Vie w s
Befor e defining a view, you should ensur e t hat t he display opt ions, zoom per cent age, print
set t ings et c. ar e as y ou wish t o record t hem .
 To cr e a t e a vie w :
M ou se
i. Click CUSTOM V I EW S fr om t he W ORKBOOK VI EW S gr oup on t he VI EW ribbon. The
following dialog box will appear:
ii. From t he Cust om Views dialog box, choose
AD D .
iii. Choose whet her or not t o include PRI N T
SETTI N GS or H I D D EN ROW S AN D
COLUM N S as part of t he View by checking t he
required opt ions.
iv. Ent er t he nam e under which t his view is t o be
saved and click on OK.
v. Change set t ings and creat e m or e views
Once a view has been defined, t he display and print set t ings of t he worksheet can be changed ( for
exam ple in our t ypical m odel you m ay want a view t o display t he pie chart next t o t he dat a wit h an
appropriat e header when print ing) . You can t hen set up a View t hat would save t hose set t ings.

46
Sh ow in g A Vie w
Having defined as m any views as ar e needed for t he curr ent work sheet , you can swit ch
bet ween t hem .
 To sh ow a vie w :
M ou se
i. Click on t he VI EW ribbon W ORKBOOK
VI EW S gr oup, and CUSTOM VI EW S.
ii. Click on t he SH OW but t on. I f Print or
Print Preview com m ands are ex ecut ed,
t he cor r ect set t ings ( including t he
header) will be apply t o each view .
 To de le t e a vie w :
M ou se
i. Click on t he VI EW ribbon W ORKBOOK VI EW S gr oup, and CUSTOM VI EW S.
ii. Select a view you wish t o delet e.
iii. Click t he D ELETE but t on.

47
SECTI ON 3 USI N G EXCEL TO M AN AGE LI STS
SECTI ON 3 USI N G EX CEL TO M AN AGE LI STS

By t h e e n d of t h is se ct ion you w ill be a b le t o:
Set up an Excel list
Sort t he list
Creat e list subt ot als
Add, edit and delet e list it em s using t he dat a form .
Use Aut oFilt er t o find specific list dat a
Use t he Advanced filt ering t ools
Analyse list dat a wit h dat a and Pivot Tables

48
EXCEL LI STS, LI ST TERM I N OLOGY

Alt hough Excel's prim ar y funct ion is as a Spr eadsheet , it can also be used for a num ber of
list operat ions. I t is possible t o st ore, and m anipulat e inform at ion ( cust om er r ecords, st aff
records or st ock invent ories for exam ple) on an Excel work sheet , or ganise it in differ ent
ways, and " query " t he list t o ext ract inform at ion which m eet s specific, user- defined crit eria.
The list is effect ively t reat ed as a dat abase.
I n order t o use Excel's dat abase capacit y, inform at ion m ust be laid out in rows and colum ns
subj ect t o cert ain const raint s. There ar e som e dat abase t erm s wit h which t he user should
becom e fam iliar:
Row An d Colu m n Con t e n t

The inform at ion being st or ed m ust be divided up int o cat egories. For exam ple, inform at ion
on st aff m ight include First nam e, Last nam e and Depart m ent . I n an Excel List , each cat egory
m ust be ent er ed in a separat e colum n. Do not m ix t ext and num bers in a colum n – t he dat a
m ust belong t o t he sam e cat egory of inform at ion and t herefore should be t he sam e dat a
t ype. Do not use spaces in fr ont of colum n ent ries, use alignm ent but t ons inst ead if you
need t o m ov e dat a away fr om t he colum n edges.
Colu m n La be ls
This is t he t it le at t he t op of each colum n, describing t he cat egory of inform at ion which it
cont ains. Each label nam e m ust be unique and m ust be m ade up of t ext rat her t han
num bers or calculat ions. The colum n nam es m ust appear direct ly above t he list inform at ion
- t hey m ay not be separat ed from t he rest of t he list by a blank row. Form at y our colum n
labels t o dist inguish t hem fr om t he list dat a.
List Size An d Loca t ion

The List is t he whole collect ion of inform at ion, all Fields, Fieldnam es and Records and should
be laid out as a r egular block of dat a. ( Over 16,000 colum ns and ov er 1,000,000 r ow s)
Do not place m ore t han one list on a worksheet . I f y ou want m ore t han one list in a
wor kbook, place each list on a separat e sheet . ( t his is only a guide it will not affect
funct ionalit y but when wor king wit h list s hidden row s can cause sever e pr oblem s wit h ot her
list s on sam e sheet )
Leav e at least one blank row and one blank colum n bet ween t he list and ot her dat a on t he
wor ksheet .
Place addit ional dat a diagonally below and t o t he right of your list . This ensures t hat dat a
will not be affect ed when you filt er t he list .
M isce lla n e ou s
Excel does not dist inguish bet ween upper and lower case charact er s in a list , unless you use
t he Case- sensit ive sort opt ion.
When y ou use form ulae in list s, Ex cel uses t he result s of t he form ulae.

49
SORTI N G DATA
Alt hough not confined t o dat abase inform at ion, t he
sort ing facilit y in Excel is part icularly appropr iat e for
changing t he order in which records ar e list ed.
Rem em ber t o sav e t he file cont aining t he dat abase
inform at ion prior t o sort ing.
I f you will need t o rest or e t he original record order , it is a good idea
t o include a colum n of record num bers befor e sort ing t he dat abase.
This can be achieved sim ply by adding a colum n wit h a suit able
heading, and using t he fill handle or t he dat a series com m and t o
ent er consecut ive num ber s adj acent t o each r ecord.
W hen using any dat a handling t echniques ensure you have:
Select ed a cell som ewhere in t he dat a list .
Have N O M ORE t han one cell select ed
Ex ce l a ut om a t ica lly se le ct s t h e e n t ir e list for sort in g. I t com pa r e s t h e t op r ow s of y ou r list for
for m a t t in g diffe r e n ce s. I f t h e r e is a diffe r e n ce in t h e for m a t t in g of t h e t op row , Ex ce l iden t ifies t ha t
r ow a s colu m n la be ls a nd e x clu de s it fr om t h e sort . Th is e nsu r e s t h e colu m n la be ls w ill not be sort e d
w it h t h e r e st of t h e da t a .
Qu ick Sor t
 To pe r for m a sin gle - le ve l sor t : ( qu ick sor t )
M ou se
i. Select a cell in t he list wit hin t he colum n by which you want t o sort .
ii. Click t he SORT ASCEN D I N G or SORT D ESCEN D I N G BUTTON fr om t he D ATA
ribbon, SORT & FI LTER gr oup
OR
M ou se
i. Click wit hin t he dat a t o be sort ed in t he colum n you wish t o sort by
ii. Click t he SORT A TO Z or SORT Z TO A opt ion from t he SORT &
FI LTER but t on on t he H OM E ribbon in t he ED I TI N G gr oup
iii. The dat a will be sort ed alphabet ically or num erically by t hat colum n

50
M u lt i Le ve l Sor t
 To pe r for m a m u lt i- le ve l sor t :
M ou se
i. Click wit hin t he dat a t o be sort ed.
ii. Choose t he SORT but t on fr om t he D ATA ribbon, SORT & FI LTER group The
following dialog box will appear in which from which you m ay specify t he Sort
fields and t he Sort order.
iii. From t he Sort By dr op- down list , select t he field you want t o use as t he m ain sort order.
iv. Select from t he next drop down list what you want t o sort on by
default t his will be t he dat a ( values)
v. Select t he ASCEN D I N G or D ESCEN D I N G fr om t he dr op down
list depending on which order you wish t he dat a sort ed in.
vi. Select AD D LEVEL

i. Specify any sub- sort s using t he TH EN BY dropdown list s t o pick
t he subsequent fields t o sort by when duplicat es occur in t he
m ain sort field.

vii. You m ay add m any levels t o your sort ing of dat a. I f y ou wish t o reor der y our sort ing levels
use t he r eorder but t ons by select ing a level and m oving it up or down
viii. I f y ou have an incor rect level in your m any sort orders. Select it and click on delet e level.
ix. Click OK. t o apply sort order s
OR
M ou se
i. Click t he CUSTOM SORT opt ion from t he Sor t & Filt er but t on on t he H OM E ribbon in t he
ED I TI N G gr oup
ii. The CUSTOM SORT dialog will appear.
iii. Cont inue as pr evious
iv. Click OK. t o apply sort order s

51
Cu st om Sor t in g Opt ion s

The ascending and descending sort order s rearrange y our list by alphabet ical, num erical,
reverse alphabet ical or reverse num erical order . For som e t ypes of dat a, such as m ont hs,
t his m ay not be t he order t hat you need t o use. You can use one of t he cust om sort orders
provided wit h t he Excel program t o r earrange y our dat a in chr onological order by day of t he
week or by m ont h.
 To sort by a cu st om sor t or der :

M ou se
i. Place t he act ive cell wit hin t he list .
ii. Click t he Cust om sort opt ion from t he Sort & Filt er but t on on t he H OM E ribbon in t he
ED I TI N G gr oup
OR
i. Choose SORT, but t on fr om t he D ATA ribbon, SORT & FI LTER gr oup.
ii. From t he SORT BY dr op- down list , select t he colum n by which you want t o sort .
iii. From t he SORT ON dr op down list select what you want t o sort
on ( Values)
iv. From t he ORD ER dr op down list select CUSTOM LI ST
v. The following dialog box will appear
vi. Select a cust om list from t he left hand box .

vii. Click on OK t o close t he list dialog and apply sort order t o level and click on OK again t o
perform t he sort .

52
Cr e a t in g A Cu st om Sor t Or de r
When sort ing by ascending, descending or chr onological order is not suit able for t he dat a in
a list , you can cr eat e a cust om sort order . Cust om sort orders enable you t o give Excel t he
exact order t o r earrange dat a. Cust om sort orders ar e helpful for dat a such as Low,
Medium , High, wher e neit her alphabet ical nor an exist ing cust om sort order will provide t he
desired r esult s.
 To cr e a t e a cu st om sor t or de r :
M ou se
i. Click t he CUSTOM SORT opt ion from t he SORT & FI LTER but t on on t he H OM E ribbon in
t he ED I TI N G group
OR
i. Choose t he SORT, but t on fr om t he D ATA ribbon, SORT & FI LTER gr oup.
OR
i. Click on t he FI LE RI BBON and select t he OPTI ON S but t on. I n t he AD V AN CED sect ion .
scr oll down and click on t he ED I T CUSTOM LI STS but t on
ii. I n t he CUSTOM LI STS box, verify t hat N EW LI ST is select ed.
iii. I n t he LI ST EN TRI ES box, t ype each unique ent ry in t he order y ou want t o sort t he ent ries.
Separat e t he ent ries by pressing EN TER.
iv. Click AD D t he list ent ries will appear in t he left hand box
v. Click OK.
Cu st om sort or de r s a r e sa ve d w it h t h e Ex ce l 2 0 1 0 pr ogr a m set t in gs a nd a r e a va ila ble for u se w it h a ll
w or k sh e e t s. You ca n use a cu st om list w it h t h e Aut oFill fe a t u r e .

53
SUBTOTALS
Excel can aut om at ically add subt ot als t o a list of dat a. Your subt ot als can sum num eric dat a
or find highest and lowest values and averages. You can also count t he num ber of r ows in a
group.
Or ga n isin g Th e List For Su bt ot a ls

When you issue t he subt ot als
com m and, Ex cel will need t o know
wher e t o add t he subt ot als in. I n
t he exam ple adj acent , if you
want ed t o see subt ot als for t he
revenue generat ed per product , y ou
would first need t o sort t he list int o
Product order. Sim ilarly, if you
want ed t o see how m uch each
salesperson had sold; you would
sort t he list by Salesper son befor e
adding t he subt ot als in.
Cr e a t e Su bt ot a ls
 To a dd su bt ot a ls t o a list :
M ou se
i. Sort your List
ii. Choose SUBTOTALS fr om t he OUTLI N E gr oup on t he D ATA
ribbon. The following dialog box will appear:
iii. Click t he dropdown list arrow t o t he right of t he 'AT EACH
CH AN GE I N ' box t o display your colum n headings. Pick t he
heading according t o which colum n you have used t o sort t he
dat a.
iv. Click t he dropdown list arr ow t o t he right of t he USE
FUN CTI ON box t o display a list of funct ions you can use t o
sum m arise dat a in your list . Click t he funct ion t hat you
want .
v. Use t he scr oll arrows in t he AD D SUBTOTAL TO list t o set which colum ns you want t o add
t he subt ot als t o. Check t he box next t o t he colum n t o subt ot al. You can add subt ot als t o
m or e t han one colum n.
vi. Set opt ions for t he new subt ot als using t he check box es at t he bot t om of t he dialog.
vii. I f y ou want each subt ot alled group on a separat e page, check PAGE BREAK BETW EEN
GROUPS.
viii. SUM M ARY BELOW D ETAI L adds subt ot als and an overall t ot al BELOW t he groups of dat a
rat her t han abov e.
ix. REPLACE CURREN T SUBTOTALS ensur es t hat t he new subt ot als overwrit e any exist ing
ones.
x. Click OK t o apply t he subt ot als.

54
Ex a m ple :
 To in ser t t h e su bt ot a ls sh ow n a bove :-
i. Sort t he list by PROD UCT. Choose D ATA ribbon, SUBTOTALS.
ii. At each change in PROD UCT, Use funct ion SUM , Add subt ot al t o TOTAL
Outline
buttons
Su m m a r isin g A Su bt ot a lle d List

Once you hav e added subt ot als t o a list , Excel gives you t ools for collapsing t he list so t hat
you only see t he grand t ot al or subt ot als. The out line sym bols t hat appear t o t he left of t he
row num ber s allow you t o hide and show det ail row s as needed.

55
 To h ide de t a il for a gr ou p:
M ou se
i. Click t he m inus sym bol t hat appears t o t he left of t he row num ber where t he grand/ subt ot al
sit s. All bracket ed row s will be hidden.
Ou t lin e
sym bol
You ca n se e w h e r e t h e h idde n r ow s a r e be ca use t h e ou t lin e sym bol displa y s a plu s sign .
 To sh ow de t a il for a gr ou p:
M ou se
i. Click t he plus sym bol t hat appear s t o t he left of t he r ow num ber where t he grand
t ot al/ subt ot al sit s. All hidden rows will reappear.

56
Sh ow An d H ide By Le ve l
When you add subt ot als t o a list , Excel gives y ou an overall t ot al and subt ot als per groups of
sort ed dat a. I n t he out line, Excel num bers t hese lev els 1 for t he grand t ot al, 2 for t he
subt ot als and 3 for t he det ail.
The num bers appear abov e t he out line sym bols and can be used t o collapse and expand t he
row s by level.
 To sh ow on ly a n ove r a ll t ot a l:
M ou se
i. Click t he but t on m ark ed 1 above t he out line sy m bols. To show only t ot als:
M ou se
ii. Click t he but t on m ark ed 2 above t he out line sy m bols.
 To sh ow a ll:
M ou se
i. Click t he but t on m ark ed 3 above t he out line sy m bols.

57
Re m ove Su bt ot a ls
I f y ou want t o r em ove subt ot als from a list , you can use t he Rem ov e subt ot als com m and.
 To r e m ove su bt ot a ls:
M ou se
i. Click in t he list wit h t he subt ot als
ii. Choose subt ot als fr om t he Dat a ribbon. Fr om t he result ing dialog box, click t he REM OVE
ALL but t on. Any t ot als and out lines will disappear .

58
FI LTERI N G A LI ST
When y ou filt er a list ,
you display only t he
set s of dat a t hat
m eet a cert ain set of
search condit ions
called cr it e r ia . The
Aut oFilt er feat ure
enables you to
specify t hose sear ch condit ions fr om t he list .
When you use t he Dat a, Filt er, Aut oFilt er com m and, dropdown list arrows ar e displayed
next t o each of t he colum n labels in t he list . When you open a dropdown list , a list of all
t he unique ent ries for t hat colum n is displayed. By select ing one of t he ent ries fr om t he
dropdown list , called a filt e r cr it e r ion y ou inst ruct Excel what t o search for. Then Excel
filt ers t he list so t hat only t he set s of dat a t hat cont ain t he ent ry you select ed will be
displayed. When Filt er m ode is act ive, arrows for t he colum ns wit h filt er crit erion select ed
appear in blue on t he wor ksheet , r ow num ber s appear in blue, and t he st at us bar displays
eit her t he num ber of r ows t hat m eet t he crit eria, or t he t ext “ Filt er m ode.” The set s of dat a
t hat do not m eet t he crit eria rem ain in t he list but t hey ar e hidden.
Au t ofilt e r s
I f you se le ct a sin gle ce ll in t h e list be for e ch oosin g Filt e r dr op- dow n list a r r ow s a r e a pplie d t o a ll of t h e
colu m n la be ls in y ou r list . I f y ou se le ct m ult iple colu m n la be ls be for e ch oosin g Filt e r dr op- dow n list
a r r ow s a r e displa y e d only for t h e se le ct ed colum ns, t h u s r e st r ict ing w h ich colum n s y ou ca n a pply filt e rs
t o. I n e it h e r ca se , t h e e nt ir e list is filt e r e d. Also, y ou ca n filt e r on ly on e list a t a t im e on a w or k sh e e t .
 To filt e r a list u sin g Au t oFilt e r :

M ou se
i. Place t he act ive cell anywher e wit hin your list .
ii. Click t he FI LTER opt ion from t he SORT & FI LTER but t on on t he H OM E
ribbon in t he ED I TI N G group
OR
i. Choose FI LTER, but t on fr om t he D ATA ribbon, SORT & FI LTER
group. Your list colum n labels will appear wit h dropdown list
arr ows t o t he right .
iii. When y ou select t he drop down arr ow fr om t he t op of a part icular colum n you will have
( depending on t he dat a t ype) a box at t he bot t om of t he m enu wit h all unique values m ake
sure t he values you wish t o be seen ar e TI CKED . Select t he v alues you ar e filt ering
for .( Following Pict ures)
iv. When all values you wish t o see ar e t icked ( t his creat es OR condit ions for t hat colum n) click
OK t o apply t he filt er for t hat colum n
OR
i. You have sort order opt ions at t he t op part of t he m enu which wor k in t he sam e m anner as
previously discussed if you select a sort order t his will close t he m enu and apply t he filt er.
v. Repeat st ep 3 unt il you have set filt er crit eria for all colum ns t hat you w ish t o filt er by.
vi. The list will show only t hose r ows t hat m at ch y our crit eria.

59
Sort ing Values t o be

opt ions filt ered by
Filt er opt ions for

cust om filt er.
( see next )
Ea ch t im e y ou a pply cr it er ia t o a colum n y ou cr e a t e AN D con dit ion s a cr oss colu m n s t ha t r e du ce t h e

n u m be r of r e cor ds t ha t w ill be displa y e d. Using t h e sim ple a ut ofilt e r OR con dit ion s ca nn ot be a pplie d
a cr oss colum ns. ( se e a dva n ce d filt e r ) . M or e AN D condit ions = le ss r e cor ds. W h ilst a filt e r is a ct ive , if
y ou pr int t h e w or k sh e e t , on ly visible r ow s w ill be ou t put , so y ou ca n pr int out m u lt iple view s of y ou r
da t a fr om a n in dividua l list .
Se a r ch Cr it e r ia
A new feat ur e in 2010 is t he abilit y t o use a search box t o find
values “ CON TAI N I N G” !!!! what y ou t ype, select ing and
unselect ing crit eria when t here ar e only sever al variat ions is
one t hing but since you could have a m illion rows of dat a wit h
t housands of nam es or com panies for exam ple t his could t ake
for ev er using t he st andard Aut ofilt er t o unt ick what you do not
want . The sear ch box helps t rem endously in cut t ing down t he
possibilit ies befor e y ou st art unt icking boxes. As it will lim it
what appear s t o values t hat ON LY CON TAI N w hat you t ype.
 To use se a r ch
M ou se
i. Click on t he AUTOFI LTER dropdown for t he desired colum n.
ii. Click in t he sear ch box and t ype char act ers com m on t o what
values you m ay wish t o select .
iii. The num ber of values t hat need unt icking reduce dram at ically.
iv. Unt ick any ot her values you do not wish. Click on OK t o apply
filt er.

60
 Re m ovin g a sin gle colu m n filt e r :

M ou se
i. You can see which colum ns have filt er crit eria act ive because t he
dropdown list arrow s are blue. Click t he dropdown list arrow for
t he colum n whose crit er ia you wish t o r em ove. And choose t he t ick
box t hat says select all.
ii. All values will be select ed for display again. Eit her click OK or
select new sort order t o show all records.
 Re m ovin g a ll colu m n filt e r s:
M ou se
i. Click t he CLEAR opt ion fr om t he SORT & FI LTER but t on on t he
H OM E ribbon in t he ED I TI N G gr oup
OR
ii. Choose FI LTER, but t on from t he D ATA ribbon,
SORT & FI LTER group. And click CLEAR.
iii. All colum n filt ers will be cleared
W h e n filt e r s a r e cle a r e d t he SELECT ALL t ick box is a pplie d t o a ll colum ns. M a k e su r e t h a t t h is m e t h od is
t h e on e you r e a lly w a nt if y ou ha ve se le ct e d com plica t e d cr it e r ia in a pa r t icu la r colu m n .

61
Cu st om Cr it e r ia An d - Or
When y ou specify a filt er crit erion for a colum n fr om unique ent ries list ed in t he Aut oFilt er
dropdown list , you can only select one filt er cr it erion at a t im e. The Cust om filt er crit erion
enables y ou t o filt er a list t o display set s of dat a t hat cont ain This creat es an OR condit ion or
com plicat ed opt ions of what t ext , dat es or num ber s you wish t o display To m eet t he filt er
crit eria, a set of dat a m ust m eet eit her t he first filt er crit erion or t he second filt er crit erion or
bot h
You can also use t he Cust om crit erion choice t o find values t hat fall wit hin a range. When
you specify cust om crit eria, select a com parison operat or from t he dr op- down list and t hen
eit her t ype in a value or select it fr om t he crit eria dropdown list .
When you use cust om crit eria, you need t o under st and t he com parison operat or s t hat Excel
offer s y ou. The t able below out lines t hese:
Ope r a t or M e a n ing
= Equal t o
> Gr eat er t han
< Less t han
>= Gr eat er t han or equal t o
<= Less t han or equal t o
<> Not equal t o
 To spe cify “e it h e r AN D / OR” cust om cr it e r ia :
M ou se
i. Click on t he AUTOFI LTER dropdown for
t he desired colum n.
ii. Depending on t he Dat a t ype of t he colum n,
t he dat a t ype and t ype of filt er nam e will
appear. ( pict ure shows num ber filt er)
iii. You m ay select one of t he opt ions shown t o
st art y our cust om filt er OR m ov e t o t he
bot t om of t he m enu and select CUSTOM
FI LTER.
iv. The following dialog box will be shown.

v. I n t he CUSTOM AUTOFI LTER dialog box
from t he first crit eria dropdown list select
one of t he filt er crit eria. ( The default
operat or is = “ equals” ) .
vi. Choose OR. ( m eet s one set of ct rit erie OR t he
second)
vii. From t he second operat or dr op- down list , select a
com parison operat or .
viii. From t he second crit eria dropdown list select t he
ot her filt er crit erion.
ix. Click OK. The filt ered list shows t he set s of dat a
t hat m eet eit her t he fir st or t he second specified
crit erion for t he colum n.

62
 Usin g cu st om cr it e ria t o fin d a r a n ge of va lu e s:

M ou se
i. Click t he dropdown arr ow for t he colum n label whose range of values you want t o filt er by.
This will t ypically be num ber s or dat es
ii. Click CUSTOM FI LTER. From t he r esult ing dialog box, select t he com parison operat or t o
cont r ol t he lower lim it ing value, for exam ple gr eat er t han or great er t han or equal t o.
iii. From t he first crit eria dr op- down list , select a v alue or t ype t he value in.
iv. Select AN D as t he dat a M UST m eet BOTH condit ions t o display t he range
v. From t he second crit eria dropdown list select t he ot her filt er crit erion.
vi. Click OK. The filt ered list shows t he set s of dat a t hat m eet BOTH t he first and t he second
specified crit erion for t he colum n.
W ildca r ds
You can use wildcards t o sear ch for t ext in com m on wit hin t he unique ent ries, ev en t hough
t he ent ire ent ry m ight not m at ch. For exam ple, searching for all of t he set s of dat a t hat
have ent ries in t he last - nam e colum n t hat begin wit h “ M” m ight display t wo Moore’s ( where
t he ent ire ent ry m at ches) but m ight also display Madding and Mart inez ( wher e t he ent ire
ent ry does not m at ch) .
Wildcard Finds Exam ple
* ast erisk Any set of char act ers t hat are in t he * .xls finds Filt er.xls and
sam e posit ion as t he ast erisk sort dat a.xls
? quest ion Any single charact er t hat is in t he sam e B?t finds Bat , Bit , But and
m ark posit ion as t he ? Bet
~ t ilde A quest ion m ark or an ast erisk Who~ ? Finds t he t ext
“ Who?”
 To filt e r a list u sin g w ildca r ds:

M ou se
vii. Wit h AUTOFI LTER act ive, select t he dropdown list arrow t o t he right of t he colum n you
want t o use t o filt er t he dat a.
W ildca r ds on ly w or k w h e n filt e r ing colu m n s con t a in ing t e x t
viii. Choose CUSTOM .

ix. Ensur e t hat t he operat or is set t o = .
x. Type t he pat t ern of let t ers you ar e filt ering by wit h t he ast erisks and/ or quest ion m arks
insert ed in t he appropriat e posit ions.
xi. Click OK.

63
Tu r n in g Off Au t ofilt e r
 To sw it ch off Au t oFilt e r :
M ou se
i. Choose FI LTER, but t on fr om t he D ATA ribbon, SORT & FI LTER group.
OR
ii. Click t he FI LTER opt ion from t he SORT & FI LTER but t on on t he H OM E
iii. The Aut oFilt er opt ion on t he subm enu will appear t icked showing
t hat Aut oFilt er is curr ent ly act ive. Click Aut oFilt er t o rem ov e t he
t ick and deact ivat e t he Aut oFilt er.
AD VAN CED FI LTERI N G

Som et im es, t he filt er crit eria t hat you specify wit h Aut oFilt er will not yield t he necessary
result s. For exam ple, you cannot use Aut oFilt er t o filt er a list t o display t he m or e com plex
crit eria of t wo separat e AND condit ions com bined wit h an OR condit ion. To do t his, you
m ust use t he Advanced Filt er opt ion. This relies on you set t ing up and defining a Crit eria
range on t he worksheet wher e t he dat a t o be m at ched can be ent ered.
Se t Cr it e r ia I n Adva n ce d Filt e r
The Crit eria range usually consist s of a copied set of t he list colum n nam es, and a blank row
im m ediat ely beneat h int o which you can t ype t he dat a t o be m at ched. I t is a good idea t o
copy t he colum n nam es from t he t op of t he dat abase int o t he area t o be used as a crit eria
range, as t his reduces t he chance of t here being any discrepancy bet ween t he t w o set s of
nam es.
I n fact , not all t he colum n labels need t o be included in t he crit eria range. I t could be
rest rict ed t o only t hose labels on which you wished t o sear ch, and t hose labels included
could be displayed in a different order . I f y ou wish and crit eria t o creat e a range y ou m ay
need t o copy a part icular colum n label t wice.
OR AN D
condit ion condit ion
 To de fin e t h e Cr it e ria r a n ge :
M ou se
i. Copy acr oss t o a new sheet t he colum n labels you wish t o cr eat e crit eria for.
ii. Creat e t he crit eria in t he cells under t he labels.
iii. I f crit eria are creat ed in t he sam e r ow, t his would creat e an AN D condit ion and on different
row s t his would creat e an OR condit ion.
iv. Select t he copied set of colum n labels and t he crit eria below
and nam e t he cell range if you wish. ( not essent ial) Type t he
word Crit eria int o t he nam e box and press [ EN TER] .
You do n ot h a ve t o na m e t h e ce lls w it h t h e r a nge n a m e Cr it e r ia , bu t
it w ill e n su r e t h a t Ex ce l a ut om a t ica lly pick s t h e cor r e ct gr ou p of
ce lls a s t h e cr it e r ia ca r r y in g ce lls w h e n e ve r y ou use t h e Adva n ce d
Filt e r .

64
 To r un a n a dva n ce d filt e r :
M ou se
i. Click wit hin your dat a list
ii. Choose AD V AN CED , but t on from t he D ATA ribbon,
SORT & FI LTER group.
iii. The following dialog will be displayed
iv. You should see t hat your dat a list is select ed com plet ely.
I f not ( due t o em pt y colum ns or r ow s.) Delet e t he values
in t he list range box and eit her t ype in t he r ange you
wish or select t he cor rect range wit h t he m ouse
v. I n t he crit eria range box eit her t ype crit eria ( if you
nam ed t he range) or delet e any values present and select
your crit eria fr om your sheet of crit eria.
vi. By default t he list will be filt ered in place as when using
t he Aut oFilt er.
vii. Click OK. You will be ret urned t o y our dat a list wit h t he filt er applied.
viii. Sort if needed
 To r e m ove a filt e r :
M ou se
i. Click t he Clear opt ion from t he SORT & FI LTER but t on on t he H OM E
OR
i. Choose FI LTER, but t on fr om t he D ATA ribbon, SORT & FI LTER group.
ii. The filt er will be clear ed

65
CRI TERI A TI PS
At a basic level crit eria ent er ed in t he Crit eria range is subj ect t o t he lim it at ions m ent ioned
earlier but m aking use of a user defined Crit eria range allows m ore com plex searches t o be
perform ed.
I t is im port ant t o r em em ber t o clear t he old filt er and select new crit eria and delet e old
crit eria fr om eit her t he cust om filt er or t he advanced filt er before applying a new filt er.
Ot her wise t he t rue r esult s of a filt er will not be shown. For exam ple, if t he first filt er is
applied wit h Johnson ent er ed under Surnam e, and a subsequent filt er is car ried out for t hose
who work in Finance, it is essent ial t hat t he Nam e specificat ion is cleared unless you
deliberat ely wish t o confine t he filt er t o t hose people called Johnson w ho happen t o w or k in
t he Finance depart m ent .
Excel will find records m at ching t ext inform at ion ent er ed in t he Crit eria range, and records
wher e t he init ial let t ers m at ch t he specified dat a. When w or king wit h a user defined crit eria
range, if y ou wish t o confine filt er r esult s t o only t hose r ecords wher e, for exam ple, t he first
nam e is Rob, it would be necessary t o ent er t he form ula = " = Rob" in t he Crit eria range under
t he appr opriat e colum n label.
Cr it e r ia En t e r e d Re su lt s M a t ch e d
Rob or Rob* Rob; Robert ; Robin
= " = Rob" Rob
W ildcar ds W it h Text Crit eria

One variat ion on searches for t ext crit eria consist s of using t ext Wildcard sym bols. The t w o
Wildcard sym bols m ay be fam iliar t o users of ot her PC syst em s.
The Ast erisk
The Ast erisk ( * ) m ay be subst it ut ed for any group of charact er s. Searching for * Banking
would find bot h Developm ent Banking and Merchant Banking. I f no Wildcard sym bols ar e
included in t he search crit eria, Excel usually assum es t hat t her e is an ast erisk at t he end of
t he specificat ion, so it will m at ch t he dat a specified and any records wher e t he init ial dat a is
t he sam e.
The Quest ion Mark
The Quest ion Mark ( ?) m ay be subst it ut ed for any single charact er. The quest ion m ark
ident ifies t he posit ion of t he wildcard charact er wit hin t he st ring of t ext . T?m w ould find Tim
or Tom . ?a would find all records wher e t he second let t er in t he appropriat e field was an A.
Once again, Excel will assum e t hat t her e is an ast erisk on t he end of t he search specificat ion
unless ot herwise infor m ed. Ent ering T?m in a First nam e field would find Tim , Tom and
Tom m y . Use t he synt ax = " = T?m " t o confine t he sear ches t o t hree charact er s in lengt h.
Check The Crit eria Range
I f y ou ar e get t ing surprising result s when y ou filt er y our dat a, it m ay be because y our
crit eria range cont ains unlabelled cells or ext r a r ows t hat y ou t hought you had r em oved
from t he range.
I t is easy t o double check t he curr ent ly defined Crit eria range at any t im e by m aking use of
t he range nam e which Excel applies t o it . Using t he [ F5 ] funct ion key will result in a dialog
box showing all t he cur rent ly nam ed ranges on t he worksheet . Click on t he nam e Crit eria
and choose OK. The area cov ered by t hat nam e will be highlight ed. You m ay choose t o
alt er t he select ion and r edefine t he Crit eria range again t o adj ust it .

66
M ULTI PLE CRI TERI A

Hit hert o, t he Crit eria range has been described as a copied set of field nam es int o which you
m ay ent er search specificat ions under t he appropriat e colum n nam es. You m ay choose t o
ent er crit eria in t he blank row under m or e t han one field nam e. Ent ering Finance as t he
depart m ent and 7 as t he grade for exam ple, would find only t hose per sons who m et bot h
crit eria.
Mult iple crit eria on t he sam e row dict at es t hat t he first specificat ion AND all ot her
specificat ions m ust be m et in order for Excel t o find t he r ecord. ( See also use of t he AND( )
funct ion under Calculat ed Crit eria) .
Usin g M u lt iple Row s I n Th e Cr it e r ia Ra n ge

Ther e m ay be sit uat ions wher e y ou wish t o find m em bers of eit her Division or Risk. I n such
an inst ance t he Crit eria range can be ext ended t o include a second row int o which you m ay
ent er specificat ions:
 Ex t en din g t h e cr it er ia r a n ge for OR cr it e r ia :
M ou se
i. I f y ou nam ed your crit eria range t hen you m ay wish t o first delet e t he curr ent Crit eria range
nam e. choose N AM E M AN AGER fr om t he FORM ULAS ribbon. I n t he D EFI N ED N AM ES
group.
ii. Select CRI TERI A fr om t he nam es list inside t he dialog and click D ELETE.
iii. Close t he dialog box
iv. Creat e y our crit eria on your crit eria worksheet as necessary. Now, ent ering search
specificat ions in all rows wit hin t he range will allow Excel t o ident ify all t hose r ecords which
m eet t he specificat ions in eit her, t he first OR t he second r ow et c. ( See also use of t he OR( )
funct ion under Calculat ed Crit eria) .
v. Highlight t he ent ire region t o be redefined as t he Crit eria range - i.e. t he copied set of
Colum n nam es and t he t wo row s ( or m or e) im m ediat ely below, t hen, Nam e t he range again
if you wish. ( if previous nam ed crit eria ar e st ill present t hen ensure a different nam e is used
t o ident ify t his crit eria.) .
vi. Apply advanced filt er as previously discussed.
Th e Cr it e r ia r a n ge m a y be e x t e n de d t o in clu de t h r ee or m or e r ow s of u se r de fin e d se a r ch cr it e r ia if
r e qu ir e d.
To r e t u r n t o u sing j u st one r ow of u se r de fin e d in for m a t ion in t h e Cr it e r ia r a nge , se le ct t h e a r e a t o be
in clude d a n d r e de fin e t h e Cr it e r ia r a n ge a ga in . Th is is im por t a nt be ca u se se a r ch in g for da t a w h en a
r ow in t h e Cr it e r ia r a nge h a s be e n le ft bla n k , w ill r e su lt in Ex ce l finding e ve r y r e cor d in t h e da t a ba se .
I n e ffe ct , y ou ha ve a sk ed Ex ce l t o fin d a ll r e cor ds w h er e t h e cont e nt s of a n y fie ld ca n be a nyt h in g a t a ll.

67
CALCULATED CRI TERI A

Ba sic Ca lcu la t ion
You m ay also choose t o find dat a subj ect t o calculat ed crit eria rat her t han exact ly m at ching
dat a or using com parison operat ors or wildcard charact er s. This w ould let you find dat a t hat
m at ches t he result of a for m ula, rat her t han a v alue t hat you have ent ered direct ly
For t his we need t o use t he N AM E M AN AGER t o help us wit h our advanced filt er.
 To use ca lcu la t e d cr it e r ia :
M ou se
i. I nclude in t he CRI TERI A RAN GE one colum n nam e which is not used in t he list - Calc for
exam ple.
ii. Delet e any nam ed crit er ia from t he N AM E M AN AGER
iii. Select t he colum n labels ( including Calc or what ev er y ou have nam ed it ) plus at least one
row below t hem depending on whet her y ou need use m ult iple OR condit ions t o filt er your
dat a.
iv. Creat e a nam ed range using t he N AM E BOX or N AM E M AN AGER for t his range call it
crit eria
v. Build a calculat ion in t he calc colum n ( see exam ple below)
vi. Apply AD V AN CED FI LTER using t he cr it e r ia nam e as crit eria
Be low t h e ca lcu la t e d fie ldna m e in t h e cr it e r ia r a nge , y ou m u st e nt e r a for m u la w h ich r e fe r s t o t h e ce lls
con t a in e d in t h e fir st r e cor d of t h e da t a ba se . Th e form u la m u st r e su lt in a TRUE or FALSE a nsw e r .
I n t he exam ple below, in order t o find only t hose r ecords wher e t he value of t he gross for
Aust ralia would increase t o ov er 500 a 10% incr ease was applied, t he form ula shown could
be ent er ed in t he Calc colum n.
When ent er ed, t he calculat ed form ula displays on t he w ork sheet as TRUE or FALSE
depending on t he figures cont ained in t he first record of t he dat abase t o which t he form ula
specifically refers. The underlying form ula displays in t he form ula bar as usual.
You m ay use calculat ed fields t o refer t o and m anipulat e cells wit hin t he first r ecord of t he
dat abase, and t o refer t o cells out side of t he dat abase ar ea. For ex am ple, t he t hreshold
figure of 500 m ight be held in an input cell out side t he dat abase. I f t his was t he case, t hat
cell refer ence could be included in t he calculat ed search crit eria, but t he r efer ence t o it
would need t o be absolut e or fixed.

68
Ca lcu la t e d Cr it e r ia Usin g Fu n ct ion s

Som e of Excel's Logical Funct ions are part icularly suit ed t o set t ing Crit eria for a list search.
Rat her t han having t o ext end t he crit eria range, you can specify crit eria as argum ent s wit hin
t he AN D ( ) , OR( ) or N OT( ) funct ions.
= AND( )
I f t here are sev eral specificat ions, every one of which m ust be m et by all records found, use
t he AN D ( ) funct ion and refer once again t o t he cells cont ained in t he first record of t he
dat abase. Text ent ries m ust be enclosed in double quot es. The AN D ( ) funct ion m ay
cont ain up t o 30 com m a separat ed argum ent s
Refer ring t o t he dat abase in t he diagram below, for exam ple, if t he GROSS ( L2 ) m ust be
great er t han or equal t o 400, t he D I VI SI ON ( E2 ) Aust ralia and t he RI SK ( G2 ) , m edium .
The calculat ed funct ion m ight be set as appears on t he For m ula bar:
= OR( )
Sear ching for t w o differ ent ent ries in t he sam e field would necessit at e t he use of t he OR( )
funct ion. You m ay wish t o locat e all t he records wher e t he D EPT ( F2 ) is eit her show s or
wat er rides. Obviously t he AN D ( ) funct ion will be inappropriat e, because t he cust om er
cannot be bot h com panies sim ult aneously. I nst ead, t he calculat ion m ight be:
Excel will find any recor ds wher e any one of t he argum ent s cont ained in t he OR( ) funct ion is
m et . The OR( ) funct ion m ay cont ain up t o 30 com m a separat ed logical argum ent s.
= NOT( )
The NOT( ) funct ion can be used t o exclude r ecords m eet ing cert ain crit eria fr om t he find
operat ion. Ent ering a calculat ion such as:
= NOT( DI VI SI ON= "Canada")
This will allow Excel t o find all t hose records where t he Division is anyt hing ot her t han
Canada. The NOT( ) funct ion cont ains only one argum ent . I t can be com bined wit h ot her
funct ions, for exam ple:
= AND( NOT( DI VI SI ON= "Canada") ,Hrs< 2 0 )
This will find all t hose records for divisions ot her t han Canada wher e t he Hr s w ork ed was
less t han 20.

69
Copyin g Filt e r e d D a t a
You can use t he Advanced Filt er com m and t o copy t he set s of dat a t hat m eet t he crit eria in
t he Crit eria range t o anot her locat ion on t he w orksheet .
 To copy filt e r e d da t a t o a n ot h e r loca t ion :

M ou se
i. Set t he Crit eria range.
ii. Place t he act ive cell wit hin t he list .
iii. Choose AD V AN CED , but t on fr om t he D ATA ribbon, SORT & FI LTER group.
iv. I n t he r esult ing dialog box, choose COPY TO AN OTH ER LOCATI ON .
v. I n t he COPY TO t ext box, ent er a work sheet cell t hat repr esent s t he t op left - hand corner of
wher e y ou w ould like t he result s.
vi. Click OK.
Dat a
copied t o
I f y ou w a n t t o copy on ly ce r t a in colu m n s fr om t he m a t ch ing se t s of da t a , e n t e r t h e colum n la be ls

e x a ct ly a s t h ey a ppea r in t h e list in t h e loca t ion y ou w a n t t o copy t o. W h e n you r u n t h e filt e r , se t t h e
Copy To r a n ge r e fe r e n ce t o t h e ce lls w h e r e y ou h a ve t ype d t h e colum n la be ls. You m a y on ly use t his on
t h e sh e e t y ou r da t a is on you ca n not copy t o a n ot h e r sh e e t t ha t w ill h a ve t o be don e m a nu a lly la t e r .
Un iqu e Re cor ds
Ther e is a check box [ a] allowing you t o select Unique records
only. This m ay be useful if, for exam ple, t he Copy To r ange
does not include all t he colum n labels. Ther e m ay be several
records wher e t he division and last nam e are t he sam e. I f t he
Hourly rat e, hr s, Dat e of hire fields et c are not included in t he
Copy To range, t his could result in several seem ingly ident ical
records being ext ract ed. Checking t he Unique r ecords only
check box befor e choosing OK would result in Excel ext ract ing
only t he first r ecord in each inst ance.

70
D a t a ba se Fu n ct ion s
Ther e ar e sev eral Excel funct ions which are specifically designed t o enable you t o analyse
dat abase inform at ion. A select ion of t hese appear s in t he t able below.
Funct ion Purpose
DCOUNT( Dat abase,Field,Crit eria) To count t he num ber of records in a list
which m eet specified crit eria. This
funct ion will only count value cells.
DCOUNTA( Dat abase,Field,Crit eria) To count t he num ber of records in a list
which m eet specified crit eria. This
funct ion includes t ext and value cells.
DSUM( Dat abase,Field,Crit eria) To add t he cont ent s of t he chosen field in
a list , subj ect t o any specified crit eria.
DMI N( Dat abase,Field,Cr it eria) To find t he m inim um value in t he chosen
field in a list , subj ect t o any specified
crit eria.
DMAX( Dat abase,Field,Crit eria) To find t he m axim um value in t he chosen
crit eria.
DAVERAGE( Dat abase,Field,Crit eria) To find t he aver age value of t he chosen
crit eria.
DGET( Dat abase,Field,Cr it eria) To ret urn t he cont ent s of t he chosen field
subj ect t o any specified crit eria. This
funct ion is only valid wher e a single
record m eet s t he crit eria set .
DPRODUCT( Dat abase,Field,Crit eria) To m ult iply t he cont ent s of t he chosen
crit eria.
I n all cases, if t he Crit eria range is blank, t hese funct ions will apply t o t he ent ire list area.
Once dat a is ent er ed in t he Crit eria range, t he r esult s of t he Dat abase funct ions will adj ust
t o r eflect only t hose r ecords m eet ing t he crit eria.
The argum ent s for all of t hese funct ions ar e ident ical, and t he easiest way t o incorporat e
t hem int o a worksheet is by using t he PASTE FUN CTI ON dialog.
Dat abase
The range t hat incorpor at es t he ent ire dat abase including colum n labels. This can be m ade
int o a nam ed range. ( if t he dat a range changes t hen j ust edit t he nam ed range rat her t han
all your funct ions)
Field
The field you wish t o sum or av er age et c. such as t he t ot al colum n only t he colum n heading
needs t o be select ed.
Crit eria
The range ( as in advanced filt er) t hat cont ains your crit eria. The dat a is filt ered in m em ory
according t o t hese crit er ia t o give you a sum or average fr om t he FI ELD colum n.

71
 To e n t er a da t a ba se fu nct ion on t h e w or k sh ee t :
M ou se
i. Click t he I N SERT FUN CTI ON but t on fr om FORM ULA LI BRARY on t he
FORM ULAS ribbon
OR
i. Click t he I N SERT FUN CTI ON but t on fr om t he left hand side of t he FORM ULA BAR.
ii. The following dialog box will appear
iii. I n t he funct ion cat egor y list , select D ATABASE.

iv. From t he FUN CTI ON N AM E list choose t he dat abase funct ion you r equire:
e.g.= D AVERAGE( )
v. Click OK anot her dialog will appear.
vi. Ent er t he t hr ee argum ent s, LI ST RAN GE, FI ELD N AM E and CRI TERI A RAN GE.

72
vii. Press [ EN TER] or click OK
I n t he above exam ple, t he form ula shown on t he form ula bar above has been ent ered int o
t he cell t o t he right of t he label “ Max gr oss pay for Canada.” This form ula finds t he
m axim um gross pay for all records where t he division is Canada. All t he dat abase funct ions
look at what has been ent ered in t he crit eria range in order t o give t heir r esult s.
I f y ou ha ve a ssign e d t h e r a n ge na m e D ATABASE t o y ou r LI ST AREA a n d CRI TERI A t o y ou r
cr it e r ia r a n ge y ou use ca n [ F3 ] t o pa st e t h e n a m e s.
Th e fie ld m a y be e nt e r e d a s a nu m be r or a s t e x t . Obviously , if t h e fie ld on w h ich t h e fun ct ion is t o

ope r a t e is t h e fift h colum n w it h in t h e da t a ba se , y ou cou ld e nt e r t h e n u m be r 5 a s t h e fie ld a r gu m en t .
Alt e r na t ive ly , t h e fie ld na m e cou ld be en t e r e d a s t ex t , in w h ich ca se it w ou ld n e e d t o be e n close d in
double qu ot e s:
= DMAX( database,"division",criteria)

73
D ATA CON SOLI D ATI ON

To sum m arize and report r esult s from separat e work sheet s, you can consolidat e dat a fr om
each separat e worksheet int o a m ast er w or k sheet . The work sheet s can be in t he sam e
wor kbook as t he m ast er work sheet or in ot her wor kbooks. When you consolidat e dat a, you
are assem bling dat a so t hat you can m ore easily updat e and aggregat e it on a r egular or ad
hoc basis.
E.G. I f y ou have a wor ksheet of sales figures for each of your divisional offices, y ou m ight
use a consolidat ion t o roll up t hese figures int o a corporat e sales w ork sheet . This m ast er
wor ksheet ( All divisions) m ight cont ain sales t ot als or av erages for t he ent ire ent erprise.
 To consolida t e da t a
M ou se
i. Nam e a new sheet t o sum m arise your aggr egat e dat a ( consolidat ed dat a) go t o t he t op left
hand cell on t hat sheet wher e you w ould like t o st art aggregat e your dat a. I n exam ple abov e
t he cell would possibly be A3 on all divisions sheet .)
Make sure t hat you leave enough cells t o t he
right and below t his cell for t he consolidat ed
dat a. The CON SOLI D ATE com m and
populat es t he area as needed
ii. On t he D ATA ribbon in t he D ATA TOOLS
group, click on consolidat e t he
CON SOLI D ATE dialog box is displayed.
iii. From t he FUN CTI ON drop down box select

which funct ion you wish t o apply t o t he
consolidat ed dat a ranges ( default is sum )
iv. Click in REFEREN CE t ext box. Select one of
t he sheet s y ou wish t o consolidat e and select
t he dat a on t hat sheet t he range will appear
in t he REFEREN CE box you will not ice it is absolut e.
I f t he worksheet is in anot her workbook, click BROW SE t o locat e t he file, and t hen click OK t o
close t he BROW SE dialog box. The file pat h is ent ered in t he REFEREN CE BOX followed by an
exclam at ion point .

74
Alt ernat ively,( and easier) ensure all workbooks t hat have sheet s t o be consolidat ed are already
open. Then j ust like select ing t he range click in t he REFEREN CE box, t hen select t he workbook
from t he TASKBAR , select t he sheet t hen t he range and click on AD D .
Be consist ent wit h y our select ions alt hough t he ranges m ay be in different locat ions on
different sheet s, eit her , select t he labels on ALL TH E SH EETS wit h t he dat a t o be
consolidat ed OR N ON E AT ALL.
v. Click on AD D , t he range will appear in t he
ALL REFEREN CES box if t he wrong range
has been select ed select it in t he ALL
REFEREN CES box and click on D ELETE.
vi. Repeat t he pr evious t wo st eps unt il all
dat a ranges t o be consolidat ed have been
select ed and added t o ALL REFEREN CES
box.
vii. I f y ou select ed labels in your dat a ranges
t hen t ick t he check box es in t he USE
LABELS I N area. Select TOP ROW
and/ or LEFT COLUM N .
viii. The dat a when consolidat ed can be

aut om at ically updat eable by select ing t he check box CREATE LI N KS TO SOURCE D ATA.
This ensures as y our dat a changes so will your consolidat ed dat a.
You ca n only se le ct t h is che ck box if t h e w or k sh e e t is in a not h e r w ork book . Once y ou se le ct t h is ch e ck
box , y ou w on 't be a ble t o ch a n ge w h ich ce lls
a n d r a nge s a r e in clu de d in t h e con solida t ion .
To set up t h e consolida t ion so t h a t you ca n
u pda t e t h e con solida t ion m a nu a lly by ch a n gin g
t h e in clu de d ce lls a n d r a nge s, cle a r t h e Cr e a t e
lin k s t o sou r ce da t a ch e ck box .
ix. I f you are sat isfied wit h all ranges

select ed and opt ions select ed, click OK.
x. The dat a will be consolidat ed ont o y our
sum m ary work sheet
xi. Use t he gr oup but t ons as y ou w ould in
subt ot als t o show and hide t he relat ed
inform at ion ( These only appear when
Linked t o original dat a.)
I f y ou se le ct e d t h e cr e a t e lin k s t o sou r ce da t a
ch e ck box you r da t a w ill be a ut om a t ica lly
ou t lin e d ( se e le ft a nd be low na m e box ) use
t h e se out lin e s a s y ou w ou ld in su bt ot a ls. Th e
cr e a t e link s t o sou r ce da t a ch e ck box w or k s
be st w h en consolida t ing a cr oss w or k book s a s
y ou ca n se e in t h e a bove pict u r e a cr oss
sh e e t s e nt e r s t h e sh e e t n a m e in t h e B colu m n
r e pe a t e dly y ou w ou ld h a ve t o cha nge t h is
m a nu a lly but a cr oss w ork book s t h e file n a m e
is e nt e r e d t h e r e t o in form y ou of t h e sou r ce of t h e da t a .
I f y ou did not use t h e cr e a t e lin k s t o sou r ce da t a ch eck box t h e n t h e da t a w ill be con solida t e d a nd put
in t o you r ce lls a s va lu e s ( a ve r a ge d or su m m e d a s y ou ch ose )
PI VOTTABLES

75
A Pivot Table can sum m arise large am ount s of dat a using specified calculat ions and form at s.
I t is called a Pivot Table because t he headings can be r ot at ed around t he dat a t o view or
sum m arise it in different ways.
The source dat a can be:
An Excel worksheet dat abase/ list or any range t hat has labelled colum ns.
A collect ion of ranges t o be consolidat ed. The ranges m ust cont ain bot h labelled rows and colum ns.
A dat abase file creat ed in an ext ernal applicat ion such as Access or Dbase.
The dat a in a Pivot Table cannot be changed as it is t he sum m ary of ot her dat a. The dat a it self can
be changed and t he Pivot Table recalculat ed. The Pivot Table can be reform at t ed.
I m por t a n t I n f or m a t ion
The Pivot Table cache.
Each t im e t hat y ou cr eat e a new Pivot Table r eport or Pivot Chart r eport , Excel st ores a copy
of t he dat a for t he r eport in m em ory , and sav es t his st orage ar ea as part of t he w orkbook
file. Thus, each new r eport r equires addit ional m em ory and disk space. How ev er , when you
use an exist ing Pivot Table report as t he source for a new r eport in t he sam e workbook, bot h
report s shar e t he sam e copy of t he dat a. Because y ou reuse t he sam e st orage ar ea, t he size
of t he workbook file is reduced and less dat a is kept in m em ory.
Locat ion requirem ent s
To use a Pivot Table r eport as t he source for anot her r eport , bot h r eport s m ust be in t he
sam e workbook. I f t he sour ce Pivot Table r epor t is in a different w or kbook , copy t he sour ce
report t o t he w or kbook locat ion where you want t he new report t o appear. Pivot Table
report s and Pivot Chart report s in differ ent wor kbooks ar e separ at e, each wit h it s own copy
of t he dat a in m em ory and in t he workbook files.
Changes affect bot h report s
When y ou r efr esh t he dat a in t he new r eport , Ex cel also updat es t he dat a in t he source
report , and vice versa. When y ou group or ungroup it em s in one report , bot h r eport s ar e
affect ed. When y ou creat e calculat ed fields or calculat ed it em s in one report , bot h report s
are affect ed.
Pivot Chart report s
You can base a new Pivot Table r eport or Pivot Chart r eport on anot her Pivot Table report , but
you cannot base it direct ly on anot her Pivot Chart report . However, Excel creat es an
associat ed Pivot Table r eport from t he sam e dat a whenev er y ou cr eat e a Pivot Chart r eport ,
so you can base a new r eport on t he associat ed report . Changes t o a Pivot Chart r eport affect
t he associat ed Pivot Table report , and vice versa.
Changing An Exist ing Report 's Source Dat a
Changes in t he sour ce dat a can r esult in differ ent dat a being available for analysis. For
exam ple, y ou m ay want t o convenient ly swit ch fr om a t est dat abase t o a pr oduct ion
dat abase. You can updat e a Pivot Table r eport or a Pivot Chart r eport wit h new dat a t hat is
sim ilar t o t he original dat a connect ion inform at ion by refr eshing t he r eport .
To include addit ional dat a or differ ent dat a, you can r edefine t he sour ce dat a for t he r eport .
I f t he dat a is subst ant ially different wit h m any new or addit ional fields, it m ay be easier t o
cr eat e a new r eport .

76
Displaying new dat a brought in by refresh

Refr eshing a report can also change t he dat a t hat is available for display. For r eport s based
on wor ksheet list s, Ex cel ret rieves new fields wit hin t he source range or nam ed range t hat
you specified. For repor t s based on ext ernal dat a, Excel ret riev es new dat a t hat m eet s t he
crit eria for t he underlying query or dat a t hat becom es available in an OLAP cube. You can
view any new fields in t he Field List and add t he fields t o t he r eport .

77
Cr e a t e A Pivot Ta ble
 To cr e a t e a Pivot Table or Pivot Ta ble w it h Pivot Ch a r t :
M ou se
i. Select a cell in a range of cells of dat a, or put
t he insert ion point inside of an Ex cel t able.
ii. Make sure t hat t he range of cells has colum n
headings.
iii. Do one of t he following: To creat e a Pivot Table
report , on t he I n se r t ribbon, in t he Ta b le s
group, click Pivot Ta ble , and fr om t he m enu
click Pivot Ta ble .
iv. The Cr e a t e Pivot Ta ble dialog box is
displayed.
OR
v. To creat e a Pivot Table and Pivot Chart report ,
on t he I n se r t ribbon, in t he Ta ble s gr oup,
click Pivot Ta b le , and t hen fr om t he m enu click
Pivot Ch a r t .
vi. The CREATE PI VOTTABLE W I TH
PI VOTCH ART dialog box is displayed.
Se le ct A D a t a Sou r ce
 To Se le ct a da t a sou r ce .
M ou se
i. Click SELECT A TABLE OR RAN GE.
ii. Type t he range of cells or t able nam e
reference, such as = Quart erlyPr ofit s, in t he
Table/ Range box.
iii. I f you select ed a cell in a range of cells or if t he insert ion point was in a t able befor e y ou
st art ed t he wizard, t he range of cells or t able nam e r efer ence is displayed in t he
TABLE/ RAN GE box.
OR
iv. To select a range of cells or t able, click Colla pse D ia log b u t t on t o t em porarily hide
t he dialog box, select t he range on t he worksheet and t hen press Ex p a n d D ia log .
I f t he range is in anot her worksheet in t he sam e workbook or anot her workbook, t ype t he
workbook and worksheet nam e by using t he following synt ax:
( [ w orkbooknam e] sheetnam e!range) .
OR
Have t he ot her work book open and swit ch t o it while in t he t able/ range box and select your dat a.
 Use ex t er n a l da t a

78
M ou se
i. Click USE AN EXTERN AL D ATA SOURCE.
ii. Click CH OOSE CON N ECTI ON .
iii. The EXI STI N G CON N ECTI ON S
dialog box is displayed.
iv. I n t he SH OW dr op- down list at t he
t op of t he dialog box, select t he
cat egory of connect ions for which
you want t o choose a connect ion or
select ALL CON N ECTI ON S ( which is
t he default ) .
v. Select a connect ion from t he SELECT
A CON N ECTI ON list box, and t hen
click OPEN .
I f y ou ch oose a conn e ct ion fr om t h e
Con n e ct ions in t his W or k book ca t e gory ,
y ou w ill be r e u sin g or sha r in g a n e x ist in g
con n e ct ion . I f you choose a con n e ct ion
fr om t h e Con n e ct ion file s on t h e n e t w or k
or Con n e ct ion file s on t h is com pu t e r t h e
con n e ct ion file is copie d in t o the
w or k book a s a n ew w or k book con n e ct ion ,
a n d t h e n use d a s t h e n ew con n e ct ion for
t h e Pivot Ta ble r e por t .

79
Se t A Loca t ion
 To Ent e r a loca t ion .
M ou se
i. To place t he Pivot Table report in a new wor ksheet st art ing at cell A1 , click N EW
W ORKSH EET.
ii. To place t he Pivot Table report in an exist ing wor ksheet , select EXI STI N G W ORKSH EET,
and t hen t ype t he first cell in t he range of cells where y ou want t o locat e t he Pivot Table
report .
OR
iii. click COLLAPSE D I ALOG t o t em porarily hide t he dialog box, select t he beginning cell on t he
wor ksheet and t hen pr ess EXPAN D D I ALOG .
iv. Click OK.
An em pt y Pivot Table r eport is added t o t he locat ion t hat you ent er ed wit h t he Pivot Table
Field List displayed so t hat you can st art adding fields, cr eat ing a layout , and cust om izing
t he Pivot Table r eport .
Cr e a t e A Pivot Ch a r t Fr om Th e Piv ot Ta ble

I f y ou are creat ing a Pivot Chart r eport , an associat ed Pivot Table report is creat ed direct ly
underneat h t he Pivot Chart r eport for t he locat ion t hat you ent er . This Pivot Table report m ust
be in t he sam e workbook as t he Pivot Chart report . I f y ou specify a locat ion in anot her
wor kbook, t he Pivot Chart r eport will also be cr eat ed in t hat workbook.
You can use any chart t ype except XY( scat t er) , bubble or st ock.
 To Cr e a t e A Pivot Cha r t Re por t Fr om An Ex ist in g Pivot Ta ble Re por t

M ou se
i. From an exist ing Pivot Table Click t he PI VOTCH ART but t on in t he
TOOLS group of t he PI VOTTABLE TOOLS, OPTI ON S ribbon
ii. Choose a chart t ype from t he dialog box t hat appear s

80
iii. Click OK
The chart will appear by default as an em bedded obj ect on y our sheet .
OR
i. On t he I N SERT ribbon, in t he CH ARTS group,
click a chart t ype.
ii. Select a sub chart t ype
The chart will appear by default as an em bedded obj ect on y our sheet .
OR
i. Click in Pivot Table and press t he F1 1 k ey
Your chart will be creat ed using t he default chart t ype. And will be on a sheet on it s own.
M a k e Pivot Ch a r t St a t ic
The Pivot Table report t hat supplies t he source dat a t o t he Pivot Chart r eport . is cr eat ed
aut om at ically when you cr eat e a new Pivot Chart r eport . When y ou change t he layout of
eit her r eport , t hey bot h change.
Find t he associat ed Pivot Table report t hat has t he sam e nam e as t he Pivot Chart r eport by
doing t he following:
 Conve rt a Pivot Ch ar t r e port t o a st a t ic ch a r t
M ou se
i. Click t he Pivot Chart r eport t o find t he associat ed Pivot Table r eport nam e, I n t he D ATA
group, on t he D ESI GN ribbon, click SELECT D ATA t o display t he ED I T D ATA SOURCE
dialog box, and t hen not e t he associat ed Pivot Table nam e, which is t he t ext t hat follows t he
( ! ) exclam at ion point , in t he Chart dat a range t ext box and t hen click OK.
ii. To ident ify t he associat ed Pivot Table report , click each Pivot Table report in t he workbook ,
and t hen on t he OPTI ON S ribbon, in t he PI VOTTABLE gr oup, click OPTI ON S unt il you find
t he sam e nam e in t he N AM E t ext box. t hen Click OK.
iii. On t he OPTI ON S t ab, ACTI ON S group, click SELECT, t hen click EN TI RE PI VOTTABLE.
Press D ELETE.
iv. The chart is now st at ic and not associat ed wit h t he Pivot Table.
Cr e a t e A St a t ic Ch a r t Fr om Th e D a t a I n A Piv ot Ta ble Re por t

This procedur e creat es a regular, nonint eract ive chart rat her t han a Pivot Chart report
( Pivot Chart report : A chart t hat provides int eract ive analysis of dat a, like a Pivot Table
report . You can change views of dat a, see differ ent levels of det ail or reorganize t he chart
layout by dragging fields and by showing or hiding it em s in fields.) .
 To cr e a t e st a t ic ch a r t fr om da t a
M ou se
i. Select t he dat a in t he Pivot Table report t hat you want t o use in your chart . To include field
but t ons and dat a in t he first r ow and colum n of t he report , st art dragging from t he low er-
right corner of t he dat a t hat you'r e select ing.
A field but t on is a But t on t hat ident ifies a field in a Pivot Table or Pivot Chart report . You can drag t he
field but t ons t o change t he layout of t he report , or click t he arrows next t o t he but t ons t o change
t he level of det ail displayed in t he report .

81
ii. On t he H OM E ribbon, in t he CLI PBOARD gr oup, click COPY .

iii. Click a blank cell out side of t he Pivot Table r eport .
iv. On t he H OM E ribbon, in t he CLI PBOARD group, click t he arr ow nex t t o PASTE, and t hen
click PASTE SPECI AL.
v. Click VALUES, and t hen click OK.
vi. Select t he dat a including Headings
vii. On t he I N SERT ribbon, in t he CH ARTS gr oup, Select a chart t ype.
D e le t e A Piv ot Ta ble Or Pivot Ch a r t Re por t

 To D e le t e a Pivot Ta ble r e por t
M ou se
i. Click t he Pivot Table r eport .
ii. On t he OPTI ON S ribbon, in t he ACTI ON S group, click SELECT, and t hen click EN TI RE
PI VOTTABLE.
iii. Press D ELETE.
Delet ing t he associat ed Pivot Table report for a Pivot Chart report creat es a st at ic chart t hat you can
no longer change.
AN ASSOCI ATED PI V OTTABLE REPORT: The Pivot Table report t hat supplies t he source dat a
t o t he Pivot Chart report . I t is creat ed aut om at ically when you creat e a new Pivot Chart report . When
you change t he layout of eit her report , t he ot her also changes.
 To D e le t e a Pivot Cha r t r e por t

M ou se
iv. Select t he PI VOTCH ART report .
v. Press D ELETE.
Delet ing t he Pivot Chart report does not aut om at ically delet e t he associat ed Pivot Table report .

82
Cr e a t e La you t For
Pivot Ta ble s
Once t he Pivot Table has been cr eat ed
a layout has t o be cr eat ed t o view
your dat a in t he em pt y Pivot Table we
do t his t hrough t he Pivot Table Field
list which appears in a pane t o t he
right of your Pivot Table
An OPTI ON but t on will allow
you t o change t he way your
Pivot Table field list looks
 To cr e a t e a la you t
M ou se
i. Drag and drop t he fields from t he
fields sect ion at t he t op t o t he bot t om
areas of t he Pane
ii. I f M ON TH OF H I RE is used as a r ow
label t he Pivot Table will look at your
dat a and pick out t he unique values t o
m ake up t he r ow headings wit hin your
report .
iii. Choose a field for t he colum n labels
iv. Choose a field you wish t o use as y our
values.
Use t he D EFER LAYOUT UPD ATE
checkbox t o st op t he aut om at ic updat e of t he layout of your t able if you have m any fields and filt ers
t o arrange
Num erical dat a will use SUM as t he default m et hod of calculat ing your dat a. I f Text ual it will use
COUN T as default . You m ay use m ore t han one field in any area but it is im port ant t o place t hem
correct ly. You m ay drag t hem around as m uch as you wish unt il your report looks as you wish it t o
look.
v. You m ay filt er on one or m ore fields if you wish. To do t his drag a field t o t he REPORT
FI LTER box
Any of t hese sect ions can be filt ered.

83
M OD I FYI N G A PI VOTTABLE
All of t he following are opt ions for m odifying your Pivot Table
Adding or delet ing fields
filt ering and sort ing
Form at t he colour schem e
Changing how t he pivot chart calculat es
Using slicers
 To Add or de le t e fie lds:

M ou se
i. Drag and drop t he fields bet w een t he various areas and t he FI ELD LI ST sect ion field info
will disappear or appear in different locat ions.
ii. Dragging a field from one of t he LAYOUT AREAS t o t he field list will rem ove t hat dat a fr om
t he r eport .( t his will not change t he dat a in your Dat a list m er ely leave it absent fr om t he
report .

84
Sor t A Pivot Ta ble

 To sort a r e por t :
M ou se
i. Mov e y our m ouse over a field t hat is t icked in t he FI ELD LI ST
sect ion
ii. Click on t he drop down arr ow t o t he right of t he select ed field
iii. Click on SORT A- Z or Z- A t o Sort y our dat a
OR
i. I nst ead of point 3 abov e Click on M ORE SORT OPTI ON S
ii. The SORT dialog appears.
iii. By default t he set t ing is M AN UAL ( you m ay drag labels on
your r eport t o be in any order y ou wish) .
iv. Make an ASCEN D I N G or D ESCEN D I N G choice and by what
field ( t his m ay be t he field you originally st art ed t his process
from or t he Value field ( E.G. Sum Of Gross)
v. Click OK.
OR
i. click on M ORE OPTI ON S
ii. The M ORE SORT OPTI ON S dialog appears
By default t he report w ill sort ed each t im e you updat e
t he report . I f t his box is unt icked t hen you are allowed
t o sort by a specific FI RST KEY SORT ORD ER as when
we creat ed cust om sort order s pr eviously. ( see
following pict ur es.)
iii. Make your sort choice
iv. Click OK t o ret urn t he SORT dialog and t hen OK t o apply y our sort .

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Filt e r A Pivot Ta ble

I nst ead of filt ering your dat a BEFORE m aking
a Pivot Table do it direct ly in t he Pivot Table
it self Crit eria and filt ering cov ered earlier
rules apply her e t o a large degr ee.
 To filt e r a r e por t
M ou se
i. Mov e your m ouse t o LABEL or V ALUE
FI LTERS t o see cert ain opt ions t o filt er out
your dat a.
ii. Choose t he param et er such as equals

or does not equal et c.
iii. Type in t he value ( or v alues) you will
com pare t he condit ion against and Click OK
Va lu e An d La be l Filt e r s
You m ay decide t o filt er your dat a m or e
t horoughly t her e are t w o kinds of filt ers
Label filt ers will rem ove labels based on
crit eria rat her t han t he t ickboxes j ust discussed.
Value filt ers will hide t he dat a values and
leave t he labels showing. Bot h are com plet ed t he
sam e way as Previously discussed in t he filt ering
sect ion.
Som e definit ions
OLAP CUBE: An OLAP dat a st ruct ure. A
cube cont ains dim ensions, like Count ry/ Region/ Cit y,
and dat a fields, like Sales Am ount . Dim ensions
organize t ypes of dat a int o hierarchies wit h levels of
det ail, and dat a fields m easure quant it ies.
QUERY : I n Query or Access, a m eans of finding t he records t hat answer a part icular quest ion you
ask about t he dat a st ored in a dat abase.

86
M AN AGI N G PI VOTTABLES
Re fr e sh A Pivot Ta ble W it h I n t e r n a l D a t a
When dat a is changed in t he Pivot Table source list , t he Pivot Table does not aut om at ically
recalculat e.
 To r e fr e sh a Pivot Ta ble :
M ou se
i. Click in t he Pivot Table.
ii. Choose REFRESH D ATA in t he D ATA gr oup on t he OPTI ON S
ribbon.
iii. Choose t o REFRESH ALL or j ust REFRESH
iv. The dat a is is now refreshed and updat ed new inform at ion, field
nam es and changed dat a is now displayed
REFRESH will refresh j ust t he report you are clicked on. REFRESH
ALL will refresh all report s in t he workbook.
Ex t e r n a l D a t a Re fr e sh
Aut om at ically Refresh Dat a W hen A W orkbook I s Opened
You can r efresh an ext ernal dat a range aut om at ically when you open t he workbook , and
opt ionally save t he wor kbook wit hout saving t he ext ernal dat a, so t hat t he workbook file size
is reduced.
 To a u t om a t ica lly r e fr e sh da t a
M ou se
i. Click a cell in t he ext ernal dat a range.
ii. On t he D ATA ribbon, in t he M AN AGE CON N ECTI ON S gr oup, click t he arr ow next t o
REFRESH , and t hen click CON N ECTI ON PROPERTI ES.
iii. Click t he USAGE t ab and Select t he REFRESH D ATA ON FI LE OPEN check box.
iv. I f you want t o save t he workbook wit h t he query definit ion but wit hout t he ext ernal dat a,
select t he REM OVE EXTERN AL D ATA FROM QUERY TABLE BEFORE SAV I N G
W ORKSH EET check box.
To r e fr e sh da t a w h en t h e w or k book is ope n e d for a Pivot Ta ble r e port , y ou ca n a lso use t h e Re fr e sh da t a
w h e n open ing t h e file ch e ck box un de r t h e Pivot Ta ble D a t a se ct ion on t h e Da t a t a b of t h e Pivot Ta ble
Opt ions dia log box .
Aut om at ically Refresh Dat a At Regular Tim e I nt ervals
 To r e fr e sh a t Tim e in t e rva ls
M ou se
v. Click a cell in t he ext ernal dat a range.
vi. On t he D ATA ribbon, in t he CON N ECTI ON S group, click t he arrow next t o REFRESH , and
t hen click CON N ECTI ON PROPERTI ES.

87
vii. Click t he USAGE t ab and Select t he REFRESH EVERY check box , and t hen ent er t he
num ber of m inut es bet ween each r efresh oper at ion.
Require A Passw ord To Refresh An Ext ernal Dat a Range
St or ed passw ords ar e not encrypt ed and not r ecom m ended. I f y our dat a sour ce requires a
passw ord t o connect t o it , you can r equire t hat t he passw ord is ent er ed befor e t he ext ernal
dat a range can be refreshed. This procedure does not apply t o dat a ret rieved fr om a t ext file
( * .t xt ) or a Web quer y ( * .iqy) .
 To se t a pa ssw or d.
M ou se
viii. Click a cell in t he ext ernal dat a range.
ix. On t he D ATA ribbon, in t he CON N ECTI ON S group, click t he arrow next t o REFRESH , and
t hen click CON N ECTI ON PROPERTI ES.
x. Click t he D EFI N I TI ON t ab and clear t he SAVE PASSW ORD check box .
Ex ce l pr om pt s for t h e pa ssw ord only t h e fir st t im e t ha t t h e e x t e r n a l da t a ra nge is r e fr e sh e d in ea ch
Ex ce l session . Th e n e x t t im e t h a t y ou st a r t Ex ce l, you w ill be pr om pt ed for t he pa ssw or d a ga in if y ou
ope n t h e w or k book t h a t con t a ins t h e qu e r y a nd a t t e m pt a r e fr e sh ope r a t ion .
Gr ou pin g Pivot Ta ble I t e m s

Dat a can be sum m arised int o higher level cat egories by grouping it em s wit hin Pivot Table fields.
Depending on t he dat a in t he field t here are t hree ways t o group it em s:
Group select ed it em s int o specified cat egories.
Aut om at ically group num eric it em s
Aut om at ically group dat es and t im es
 To gr ou p se le ct e d it e m s:
M ou se
i. Select t he it em s t o gr oup. Select adj acent it em s by clicking and dragging or nonadj acent
it em s by select ing each it em whilst holding [ CTRL] .
ii. Choose GROUP fr om t he OUTLI N E gr oup on t he D ATA ribbon.
iii. Gr oups are creat ed aut om at ically in t he exam ple shown but if non adj acent fields ar e chosen
only one group will be creat ed:

88
iv. I f aut om at ic gr ouping did not cr eat e all t he required groups Repeat pr ocedur e unt il grouping
is com plet e
v. Click on a gr oup nam e ( E.G. GROUP1 ) Then t ype in t he nam e y ou wish t o call t his group in
t he ex am ple abov e t he m ont hs have been gr ouped and nam ed as quar t ers
vi. The + and – but t ons in front of t he group nam es allow t he collapse and expansion of t he
groups t o see t he dat a for t he subgroup.
You m ay even group several groups t oget her
 To r e n a m e a gr ou p.
M ou se
i. The r ow labels m ay now have a duplicat e field nam e wit h a num ber following t he nam e. I f
aut om at ic creat ion of groups did not occur. Click on t he drop down ar r ow t o t he right of t he
field nam e. and select FI ELD SETTI N GS.
ii. t he following dialog will appear
iii. Ent er a new CUSTOM N AM E t hat w ould best describe t he group. Such as QUARTERS.
iv. Click OK
v. The field has changed nam es not j ust wit hin t he Row label area but also in t he field list
sect ion wher e it can be used wit hin t his report unt il it is ungrouped.

89
 To gr ou p n u m er ica lly
M ou se
i. Select a single it em .
ii. Choose GROUP FI ELD fr om t he OUTLI N E group on t he
D ATA ribbon
iii. Excel displays a dialog box in which t o ent er st art ing,
ending and int erval values. Ent er appr opriat e v alues
iv. Click OK.
 To gr ou p a da t e or t im e in a r a n ge :
M ou se
i. Select a single it em .
ii. Choose GROUP FI ELD from t he OUTLI N E group on t he
D ATA ribbon
iii. Excel displays a dialog box in which t o ent er st art ing,
ending and int erval values.
iv. Ent er appr opriat e values and click OK.
I f you are experiencing problem s analysing list dat a check t he follow ing:-
Your list is correct ly set up wit h t he first row cont aining t he colum n labels ident ifying dat a in each of
t he colum ns and no blank rows bet ween t he headings and t he first row of dat a.
Your colum n headings are not am biguous - i.e. t hey cannot be confused wit h funct ion nam es or
range nam es.
Your colum n headings are form at t ed t o m ake t hem st and out from t he dat a.
Your colum n headings ideally should not cont ain spaces - you can rem ove t he spaces com plet ely or
replace t hem wit h an underscore ( _) charact er.
Your crit eria range should only cont ain a row of headings and blank rows below. The headings
m ust exact ly m at ch t he headings at t he t op of your list .
Problem s som et im es occur if t he crit eria range looks blank but perhaps has a space in it .

90
FORM ATTI N G A PI VOTTABLE

Aft er you hav e added t he fields, displayed t he appropriat e level of det ails, creat ed
calculat ions, and sort ed, filt ered, and gr ouped dat a t he way t hat you want in a Pivot Table
report , you oft en want t o enhance t he layout and form at of t he report t o im prove r eadabilit y
and t o m ake it m ore at t ract ive. There are a num ber of ways t o change t he layout and
for m at of a Pivot Table r eport as described in t he following sect ions.
You can m anually form at a cell or cell range in Pivot Table r eport by right - clicking t he cell or
cell range, by clicking FORM AT CELLS, and by using t he FORM AT CELLS dialog box.
How ev er, you cannot use t he M ERGE CELLS check box on t he ALI GN M EN T group in a
Pivot Table report .
You can also condit ionally form at a Pivot Table report
St yle s
 To a pply a Pivot Ta ble st yle
M ou se
ii. On t he D ESI GN ribbon, in t he PI VOTTABLE STYLES gr oup
iii. Click a visible st yle, scroll t hrough t he gallery, or t o see all of t he available st yles, click t he
M ORE but t on, at t he bot t om of t he scroll bar.
OR
i. I f y ou have displayed all of t he available st yles and you want t o creat e y our own cust om
Pivot Table st yle, click N e w Piv ot Ta b le St yle at t he bot t om of t he gallery t o display t he
N e w Pivot Ta ble St y le dialog box.

91
Ba n din g
 t o a pply Ba n din g
M ou se
ii. On t he D ESI GN ribbon, in t he PI VOTTABLE STYLE OPTI ON S group, eit her:
To alt ernat e each row wit h a light er and darker colour form at , click BAN D ED ROW S.
To alt ernat e each colum n wit h a light er and darker colour form at , click BAN D ED COLUM N S .
To include row headers in t he banding st yle, click ROW H EAD ERS .
To include colum n headers in t he banding st yle, click COLUM N H EAD ERS .
 To Ch a n ge t h e nu m be r for m a t for a fie ld

M ou se
i. I n t he Pivot Table report , select t he field for which y ou want t o change
t he num ber form at .
ii. On t he OPTI ON S ribbon in t he ACTI VE FI ELD gr oup, click FI ELD
SETTI N GS. The FI ELD SETTI N GS dialog box is displayed for labels
and report filt ers, and t he VALUES FI ELD SETTI N GS dialog box is
displayed for values.
iii. Click N UM BER FORM AT at t he bot t om of t he dialog box. The
FORM AT CELLS dialog box is displayed.
iv. I n t he CATEGORY list , click t he form at cat egor y t hat you want .
v. Select t he opt ions t hat you want for t he form at , and t hen click OK t wice.

92
 Pr e ser ve or disca r d for m a t t in g

M ou se
ii. On t he OPTI ON S ribbon, in t he PI VOTTABLE gr oup, click
OPTI ON S. The PI VOTTABLE OPTI ON S dialog box is displayed.
iii. Click t he LAYOUT & FORM AT t ab, in and look at t he FORM AT
sect ion
iv. To sav e t he Pivot Table r eport layout and for m at so t hat it is used each t im e t hat y ou
perform an operat ion on t he Pivot Table, select t he PRESERVE CELL FORM ATTI N G ON
UPD ATE check box .
OR
v. To discard t he Pivot Table report layout and form at and r esort t o t he default layout and
for m at each t im e t hat you per form an operat ion on t he Pivot Table, clear t he PRESERVE
CELL FORM ATTI N G ON UPD ATE check box .

93
SLI CERS
Slicers ar e a new feat ur e in 2010 t hey are a new way t o quickly slice
t hrough your Pivot Table t o a specific set of dat a and quickly view
different sect ions of t he dat a. Alt hough t he filt ering we have done so
far show s t he dat a you want . Slicers ar e easier and quicker t o use.
 To cr e a t e a slice r
M ou se
i. Click wit hin your Pivot Table
ii. Go t o t he SORT AN D FI LTER gr oup on t he OPTI ON S ribbon for
PI VOTTABLE TOOLS and click on I N SERT SLI CER
iii. Choose one or m or e fields y ou would like a slicer for fr om t he list
by checking t ick boxes.
The field or fields you select do not have
t o be part of t he Pivot Table layout
because any of t he fields wit hin your
dat a can be filt ered or sliced.
iv. When one or m ore ar e select ed click
on OK
v. A slicer appears as a float ing dialog on
your w orksheet ( or sev eral if you
select ed m or e t han one field) t hat can
be dragged ar ound or r esized by using
For resize
t he r esize handles
 To use a slice r Clear Filt er

M ou se
i. Click on a value in t he slicer and y our dat a will be aut om at ically filt ered
by t hat value.
ii. You m ay select m ore t han one value in your slicer by using t he CTRL
key and clicking on t he desired values in t he slicer.
iii. You m ay clear all select ions by clicking on t he CLEAR FI LTER but t on
in t he t op right hand corner of t he slicer dialog.
Sliced dat a

94
 To de le t e a slice r
M ou se
i. Right click anywher e on t he slicer,
ii. Choose REM OVE, t he field nam e will be m ent ioned
Slice r Opt ion s

Various opt ions can be set for slicers when a slicer is select ed a
cont ext ual ribbon gives m any opt ions.
 To a cce ss slice r opt ion s

M ou se
i. Click on a slicer
ii. The cont ext ual ribbon should show , wit h various opt ions for t he
slicer t he ribbon as you can see is called SLI CER TOOLS,
OPTI ON S.
M a k e A Slice r Av a ila ble For U se I n An ot h e r Pivot Ta ble

You can shar e a slicer wit h anot her Pivot Table by connect ing it t o t hat Pivot Table. You can
also insert a slicer from anot her Pivot Table by connect ing t o t hat Pivot Table.
 M a k e a slice r a va ila ble for u se in a n ot he r Pivot Ta ble

Creat e a connect ion t o t he Pivot Table t hat cont ains t he slicer t hat y ou want t o shar e by
doing t he following:
M ou se
i. On t he D ATA t ab, in t he GET EXTERN AL D ATA gr oup, click EXI STI N G CON N ECTI ON S.

95
ii. I n t he EX I STI N G CON N ECTI ON S dialog box, in t he SH OW box, m ak e sure t hat ALL
CON N ECTI ON S is select ed.
I f you do not see t he connect ion t hat you want , you can creat e a connect ion. Click BROWSE FOR
MORE, and t hen in t he SELECT DATA SOURCE dialog box, click NEW SOURCE t o st art t he Dat a
Connect ion Wizard so t hat you can select t he dat a source t hat you want t o connect t o.
iii. Select t he connect ion t hat you want , and t hen click Ope n .
iv. I n t he I M PORT D ATA dialog box, under SELECT H OW YOU W AN T TO VI EW TH I S D ATA
I N YOUR W ORKBOOK, click PI VOTTABLE REPORT.
v. Click anywher e in t he Pivot Table report for which you want t o insert a
slicer fr om anot her Pivot Table.
This displays t he PI VOTTABLE Tools, adding an OPTI ONS and a DESI GN
t ab.
vi. On t he OPTI ON S t ab, in t he SORT & FI LTER group, click t he
I N SERT SLI CER arr ow , and t hen click SLI CER CON N ECTI ON S.
vii. I n t he SLI CER CON N ECTI ON S dialog box, select t he check box of t he slicers t hat you want
t o use.
viii. Click OK.
A slicer is displayed for every check box t hat you select ed.
ix. I n each slicer, click t he it em s on which you want t o filt er.
To select m ore t han one it em , hold down CTRL, and t hen click t he it em s t hat you want t o filt er.
All Pivot Ta bles t h a t sha r e t h e slice r w ill inst a nt ly displa y t h e sa m e filt e r in g st a t e.
Sh a r e A Slice r By Con n e ct in g To An ot h e r Pivot Ta ble

You can shar e a slicer wit h anot her Pivot Table by connect ing it t o t hat Pivot Table. You can
also insert a slicer from anot her Pivot Table by connect ing t o t hat Pivot Table.
 M a k e a slice r a va ila ble for u se in a n ot he r Pivot Ta ble

M ou se
i. Click t he slicer t hat you want t o share in anot her Pivot Table.
This displays t he SLI CER TOOLS , adding an OPTI ON S t ab.
ii. On t he OPTI ON S t ab, in t he SLI CER group, click PI VOTTABLE CON N ECTI ON S.
iii. I n t he PI VOTTABLE CON N ECTI ON S dialog box, select t he check box of t he Pivot Tables in
which you want t he slicer t o be av ailable.

96
For m a t A Slice r
i. Click t he slicer t hat you want t o form at .
ii. This displays t he SLI CER TOOLS, adding an OPTI ON S t ab.
iii. On t he OPTI ON S t ab, in t he SLI CER STYLES group, m ove y our m ouse ov er a st yle t o see
a preview of it applied t o y our Pivot Table.
iv. To see all available st yles, click t he M ORE but t on .

i. When y ou find t he st yle you like click t o apply.
 To se t slice r se t t in gs
M ou se
i. Right click anywher e on t he slicer,
ii. Choose SLI CER SETTI N GS from t he bot t om of t he m enu
iii. The following dialog will appear
iv. You now have t he abilit y t o do several t hings

You can change t he nam e of t he slicer( t his will only m at t er in sharing slicers as a dat a connect ion
t o it .
Change t he capt ion t his is t he heading which appears at t he t op of t he capt ion
Sort t he values in t he slicer
Turn t he header on or off
Check boxes t o t oggle viewing em pt y or delet ed dat a.

97
St a n da lon e Slice r
 To cr e a t e a st a n da lon e slice r
M ou se
i. On t he I N SERT t ab, in t he FI LTER gr oup, click SLI CER.
ii. I n t he EX I STI N G CON N ECTI ON S dialog box, in t he SH OW box , do one of t he following:
To display all connect ions, click ALL CONNECTI ONS . This is select ed by default .
To display only t he recent ly used list of connect ions, click CONNECTI ONS I N THI S WORKBOOK .
This list is creat ed from connect ions t hat you have already defined, t hat you have creat ed by using
t he SELECT DATA SOURCE dialog box of t he DATA CONNECTI ON WI ZARD , or t hat you have
previously select ed as a connect ion from t his dialog box.
iii. To display only t he connect ions t hat are available on your com put er , click Connect ion files
on t his com put er.
This list is creat ed from t he My Dat a Sources folder t hat is usually st ored in t he My Docum ent s
folder.
iv. To display only t he connect ions t hat are available from a connect ion file t hat is accessed
from t he net work , click CON N ECTI ON FI LES ON TH E N ETW ORK.
v. I n t he CH OOSE FI ELD S dialog box, click check box of t he fields for which you want t o
cr eat e a slicer.
vi. Click OK.
vii. A slicer is cr eat ed for ev er y field t hat you select ed

98
SECTI ON 4 CH ARTS
 Obj e ct ive s
Creat e em bedded chart s
Creat e separat e page chart s
Change chart t ypes and form at s
Add and rem ov e chart dat a
Add t rend lines t o chart s
Creat e pict ure chart s

99
SECTI ON 4 CH ARTS
I N TROD UCTI ON TO CH ARTI N G

One of t he m ost im pressive aspect s of Ex cel is it s chart ing abilit y. Ther e ar e endless
variat ions available, allowing you t o produce a chart , edit and form at it , include not es,
arr ows, t it les and various ot her ext ras as desired. This m anual will look at m any of t he
issues involved in producing and form at t ing Excel chart s.
Chart s ar e based on dat a cont ained in Excel Worksheet s. I t is necessar y t o underst and how
Excel picks up t he dat a t o be used in a chart because t he way in which t he dat a is laid out
will influence how t he chart is present ed.
Excel offers a wide range of t ypes and form at s from which you can choose when producing
chart s. How ev er, t he chart s t hem selves can exist in different form s and it is im port ant t o
underst and t he differ ence bet ween t hem . The first form is an em bedded chart , t he second
is a separat e chart page.
Te r m in olog y
As a st art ing point , t here ar e som e t erm s used in chart ing which should be underst ood by
you. The t erm s defined below relat e t o t he exam ple car sales work sheet and colum n chart
which appear beneat h t he t able:
Dat a Point An individual figure on t he spreadsheet which is r eflect ed in t he
chart e.g. Fr ed's Orion sales figure
Dat a Series A collect ion of r elat ed dat a point s, e.g. all of Fred's figures, which
will appear on a chart as m ar kers ( bars, for exam ple) of t he
sam e colour
Legend The " key" t o t he chart , ident ifying which pat t erns/ colours r elat e
t o which dat a series
Mark er A bar, colum n, or slice of pie for exam ple, r epr esent ing a dat a
point
Cat egory The cat egory axis appears acr oss t he bot t om of a graph ( pie
chart s ex cept ed) and t he cat egories are list ed her e. Point s wit hin
t he differ ent dat a series ar e gr ouped by cat egor y
300
250
200
1st Qtr.
2nd Qtr.
150
3rd Qtr.
100 4th Qtr.
50
0
Long Olson Stark Todd Unger

100
CREATI N G CH ARTS
Em be dde d Ch a r t s
An em bedded chart appear s on t he w orksheet
wher e it was cr eat ed. I t is an em bedded
obj ect , which does not norm ally appear in it s own window , and has no separat e exist ence
apart fr om t he worksheet . The chart is saved only when t he worksheet file it self is saved,
and will be print ed wit h t he w or ksheet in which it is em bedded. You m ay choose t o have an
em bedded or separat e chart at any t im e. All chart s whet her em bedded or separat e ar e
cr eat ed fr om t he I N SERT ribbon in t he CH ARTS group.
Se pa r a t e Ch a r t Pa ge s
A chart sheet , alt hough linked t o t he work sheet whose figures it represent s, exist s as a
separat e page in a wor kbook. The F11 key is very useful for creat ing a default chart fr om
select ed dat a as a new sheet wit hin t he workbook
Som e ch a r t e le m e n t s t o be a w a r e of .
Ch a r t D e scr ipt ion
Ele m e n t
Tit le s This is t he ar ea wher e you can specify t he t it les t o have on t he
chart ( i.e. X- axis “ 1998” , Z- axis “ GBP”
Ax e s Here y ou specify whet her y ou want a Y/ Z axis and whet her you
are using t im escales t o plot your dat a
Gr idlin e s The gridline ribbon allows you t o swit ch on and off horizont al and
vert ical gridlines
Le ge n d Use t his ribbon t o swit ch t he legend on and off or r eposit ion it
D a t a La be ls The Dat a Labels ribbon allows you t o display t he am ount each

point represent s or display t he label ( i.e. in t he exam ple above,
each cylinder would have Qt r1, Qt r2 displayed as appropriat e at
t he t op of each dat a m ark er)
D a t a Ta ble The Dat a Table ribbon will display a grid underneat h t he chart
t hat will show t he infor m at ion t hat is being plot t ed.

101
SECTI ON 4 CH ARTS
Th r e e M e t h ods To Cr e a t e Ch a r t s
 To cr e a t e a ch a r t
M ou se
i. Select dat a for chart .
ii. Go t o t he CH ARTS gr oup on t he I N SERT r ibbon.
Select a chart t ype and click
iii. The m enu on t he right appear s.
iv. Hovering your m ouse over a chart t ype will bring up
an explanat ion of t hat chart t ype
v. When y ou hav e chosen click once t o select a chart
t ype
vi. The chart is now creat ed based on t he select ed dat a
as an em bedded chart .
OR
Ke yboa r d
i. Select Dat a for chart
ii. Press t he F11 Key
iii. Default chart will creat ed as chart on a separat e
sheet .
OR
M ou se
i. Select dat a for chart .
ii. Click on t he D I ALOG BOX LAUN CH ER on t he
CH ARTS group on t he
I N SERT ribbon.
iii. The following dialog will
appear
iv. Select a t ype fr om t he left
hand sect ion and a sub t ype
from t he right hand sect ion.
v. Click OK t o cr eat e t he chart .
vi. This will be creat ed as an
em bedded chart

102
M ov in g An d Re sizin g Em be dde d Ch a r t s
Once t he chart obj ect has been cr eat ed and st or ed as an em bedded obj ect , you can m ove
and resize it .
 To m ove a n e m be dde d ch a r t :
M ou se
i. Mov e m ouse ov er t he chart fram e border y our m ouse cursor
should have a four point ed black ar r ow
ii. Click on t he chart fram e border and hold t he m ouse but t on
down as y ou drag. Release t he m ouse when t he chart is in t he
desired locat ion.
 To r e size an e m be dde d ch a r t :
M ou se
i. Mov e your m ouse over t he dot t ed handles on t he Chart fram e
border .
ii. The m ouse cursor should change t o a double ar row .
iii. Click and Drag up, dow n, left or right .
H old dow n t h e [ ALT] k e y if y ou w ish t h e cha r t t o r e size by sna ppin g t o t h e ce ll gridlin e s
D a t a La you t
Depending on t he " shape" of t he select ed dat a, Ex cel will assign cat egories and dat a series
t o eit her t he r ows or colum ns of inform at ion. Usually it will be assum ed t hat t here ar e m or e
cat egories t han dat a series, t herefor e, if t here are m or e r ows t han colum ns of select ed
inform at ion, t he dat a series will be based on colum ns, wit h t he legend labels being picked up
from t he r ow acr oss t he t op of t he select ed area and t he cat egory labels being picked up
from t he left m ost colum n:

103
SECTI ON 4 CH ARTS
I f t her e ar e m ore colum ns t han rows in t he select ed ar ea, t he dat a series will be based on
row s, wit h t he legend labels being picked up from t he left m ost colum n and t he cat egory
labels t aken from t he t op row of t he select ed ar ea:
5000
4500
4000 Jan
3500 Feb
3000 Mar
2500 Apr
2000 May
1500 Jun
1000
500
0
Sales variable Profits Fixed Rental Salaries Plant and
costs overheads machinery
I f t he num ber of r ows and colum ns is t he sam e, Excel will opt for dat a series in rows. I t is
possible t o override t he choice m ade by Excel in how t he dat a series and cat egories ar e
decided. Det ails of t his procedur e will be found under t he sect ion on m anipulat ing dat a.

104
Sh or t cu t M e n u ( Righ t Click )
You m ay be fam iliar wit h t he Short cut m enus associat ed wit h t he
select ed cell( s) on t he Excel work sheet . When working on a chart -
em bedded eit her on a wor ksheet or in it s own window, clicking on
t he chart wit h t he secondary m ouse but t on will call up a Chart ing
Short cut m enu.
The Short cut m enu will cont ain a select ion of choices from som e of
t he St andard Menu bar opt ions m ost ly relat ing t o t he chart as an
em bedded obj ect - alm ost like a graphic on t he worksheet .
Ch a r t Type s
Ther e ar e sev eral different t ypes of chart available wit hin Excel. The t ype t o choose will
vary depending on t he dat a involved and what inform at ion t he chart is int ended t o convey or
highlight . Pract ice will im prov e y our inst inct on which t ype of chart t o use in each inst ance.
I nit ially it m ay be useful t o t ry differ ent t ypes unt il t he result is reasonably close t o y our
requirem ent s, and t hen add cust om form at s and elem ent s as desired. Som e chart t ypes ar e
very specialised and m ay only be of use t o part icular business sect ors.
 Ava ila ble Type s Of Ch ar t

Select ing any of t he t ypes list ed will apply a given chart t ype t o t he act ive chart . The m ost
useful t ypes available and som e of t heir applicat ions have been sum m arised below:
Area
Area chart s can be 2 or 3- dim ensional. They are used t o com pare t he change in
volum e of a dat a series ov er t im e, em phasising t he am ount of change rat her t han
t he rat e of change. Ar ea chart s show clearly how individual dat a series cont ribut e
t o m ak e up t he whole v olum e of inform at ion represent ed in t he graph.
Bar
Bar chart s can be 2 or 3- Dim ensional. They ar e used t o show individual figures at
a specific t im e or t o com pare differ ent it em s. Cat egories ar e list ed vert ically, so
t hat bars appear on t he horizont al, t hus t here is less em phasis on t im e flow. Bars
ext ending t o t he right represent posit ive values while t hose ext ending left
represent negat ive values.
Colum n
Colum n chart s can be 2 or 3- Dim ensional. They are fr equent ly used t o show
variat ion of different it em s over a period of t im e. Cat egories ( oft en days or
m ont hs for exam ple, r epr esent ing a progression of t im e) are list ed horizont ally
and colum ns ar e displayed side by side, m aking for easy com parisons. Tw o variat ions on
t he t hem e of Colum n chart s ar e represent ed by furt her t ools on t he Chart t oolbar. The
St acked Colum n chart can be used t o show var iat ions over a period of t im e, but also shows
how each dat a series cont ribut es t o t he whole. A furt her variat ion on t he 3- D colum n chart
produces 3- D colum ns in a 3- D plot ar ea, receding away from t he view er .
Line
Line chart s can be 2 or 3- Dim ensional. Line chart s ar e used t o com pare t r ends
ov er t im e. Ther e ar e sim ilarit ies wit h Area chart s, but line chart s t end t o
em phasise t he rat e of change rat her t han v olum e of change ov er t im e. 3D lines
appear as " ribbons" which can be easier t o see on t he chart .

105
SECTI ON 4 CH ARTS
Pie
Pie chart s can be 2 or 3- Dim ensional. They are used t o com par e t he size of t he
part s wit h t he whole. Only one dat a series can be plot t ed, m aking up 100% . Pie
chart s wit hin t heir own window can be m ade t o " explode" by dragging one or
m or e pieces of pie away fr om t he cent re.
Radar
Each cat egor y in a radar chart has it s own ax is radiat ing from t he cent re point .
Dat a point s are plot t ed along each spoke, and dat a point s belonging t o t he sam e
series ar e connect ed by lines.
XY Scat t er Chart s
XY chart s are used t o com par e t w o different num eric dat a series, and can be
useful in det erm ining whet her one set of figures m ight be dependent on t he ot her.
They ar e also useful if t he dat a on t he X axis r epr esent s uneven int er vals of t im e
or incr em ent s of m easurem ent .
3 - D Surface
3- D Surface chart s present inform at ion in an alm ost t opographical layout . They
can be used t o pinpoint t he high and low point s result ing from t w o changing
variables. I t can be helpful t o t hink of a 3- D surface chart as a 3- D Colum n chart
which has had a rubber sheet st r et ched over t he t ops of t he colum ns.
Com binat ion
A com binat ion chart allows you t o overlay one 2- Dim ensional chart t ype on t op of anot her.
This can be useful for com paring different t ypes of dat a, or for chart ing dat a r equiring t wo
different axis scales. Once t he com binat ion chart has been set up, t he act ual t ype of t he
m ain or ov erlay chart can be changed by you.
 To ch a n ge t h e ch a rt t ype :
M ou se
i. Click on chart t o be changed..
ii. Go t o t he CH ARTS group on t he I N SERT ribbon. Select a chart t ype and click
iii. Hovering your m ouse ov er a chart t ype in t he m enu will bring up an explanat ion of t hat
chart t ype
iv. When y ou hav e chosen click once t o select a chart t ype
v. Your chart will have changed
OR
i. Click on t he D I ALOG BOX LAUN CH ER on t he CH ARTS gr oup on t he I N SERT ribbon. The
I N SERT CH ART dialog will appear
ii. Select a t ype from t he left hand sect ion and a sub t ype from t he right hand sect ion. Click OK
t o change t he chart t ype
OR
i. Right click on t he chart t o call up t he short cut m enu Click on CH AN GE CH ART TYPE
ii. The I N SERT CH ART dialog will appear Select a t ype fr om t he left hand sect ion and a sub
t ype from t he right hand sect ion. Click OK t o change t he chart t ype

106
OR
i. Click on CH AN GE CH ART TYPE on t he TYPE group on t he D ESI GN ribbon. The CH AN GE
CH ART TYPE Dialog box will appear
ii. Select a new chart t ype
iii. Click OK
D e fa u lt Ch a r t Ty pe
The default graph set t ing in Excel is set t o a sim ple 2 dim ensional colum n chart , howev er
you can change t he default t o any of t he t ypes offer ed wit hin t he chart t ype dialog.
 To se t t h e de fa u lt ch a r t t ype :
M ou se
iv. Click on t he D I ALOG BOX
LAUN CH ER on t he CH ARTS
group on t he I N SERT ribbon.
v. The following dialog will appear
vi. Select a t ype from t he left hand
sect ion and click on t he specific
for m at t hat you want t he chart
t o have fr om t he gallery of
chart s on t he right .
vii. Click t he SET AS D EFAULT
CH ART but t on.
viii. New chart s creat ed fr om now

on will use t he default for m at
as defined by you when
pressing F1 1

107
SECTI ON 4 CH ARTS
FORM ATTI N G CH ARTS

Ther e are several different way s of form at t ing t he various elem ent s in a chart . Som e
for m at s, such as adding a legend can be applied t o a chart using t he following sect ions
Calling up t he Short cut m enu on a Chart will also allow you t o access t he dialog boxes which
can be used t o change form at t ing on t he ent ire chart .
D e sign Ribbon
The D ESI GN ribbon is t o change som e v er y basic aspect s of your char t globally for t he chart
we hav e already looked at changing t he chart t ype. We will look at creat ing som e of our own
lat er on
D a t a Sou r ce
The dat a sour ce is t he select ed dat a used t o generat e your chart y ou m ay wish t o add,
rem ov e or com plet ely change t he dat a range y our chart is based on it is easier t han delet ing
and rebuilding and refor m at t ing your chart .
 To ch a n ge da t a sour ce
M ou se
i. Click on t he Chart t he cont ext ual ribbons will appear.
ii. Click on SELECT D ATA in t he D ATA group t he following dialog will appear
iii. I n t he CH ART D ATA RAN GE box a highlight ed range will be seen.

iv. I f y ou need a com plet ely new range t hen delet e t he values in t his box and select a differ ent
range for y our chart .
v. Use t he COLLAPSE / EXPAN D but t ons t o t he r ight of t he box t o help you do t his
vi. Click on OK.
Be su r e t o in clu de t h e r ow a nd colum n la be ls in t h is r a n ge . I f y ou w ish y ou m a y se le ct m or e t h a n on e
r a n ge by h oldin g dow n t he [ CTRL] k e y dow n a ft e r you ha ve se le ct e d y ou r fir st r a nge a n d t h en se le ct
a n ot h e r ra n ge .

108
Se r ie s An d Ca t e gor ie s
Series and cat egories are t he r ow and colum n headings t hat m ake up your chart you m ay
wish t o add or rem ov e t hem as t he dat a m ay not be adj acent t o each ot her or ev en on
different sheet s. You m ay wish t o r eorder t hem or delet e som e ent irely.
 To a dd or r e m ove a se r ie s or ca t e gor y.
M ou se
i. Click on Chart .
ii. Click on SELECT D ATA in t he D ATA group t he SELECT D ATA SOURCE dialog will appear
iii. I n t he LEGEN D EN TRI ES ( SERI ES) box click on AD D t he ED I T SERI ES dialog will appear.
iv. I n t he series nam e box select t he cell t hat holds t he series
Label
v. I n t he series values box select t he range of cells t hat will
m ake up t he dat a for t hat series.
For none adj acent labels use t he CTRL key t o select
vi. Click OK
vii. I n t he H ORI ZON TAL ( CATEGORY) AXI S LABELS box click on ED I T
viii. The AX I S LABELS dialog will appear
ix. Reselect t he range t hat will include any new cat egory
labels.
For none adj acent labels use t he CTRL key t o select
x. Click OK. and OK again t o apply t he new dat a t o y our chart .
 To de le t e a se r ie s
M ou se
i. Click on Chart .
iii. Select t he series y ou wish t o delet e.
iv. Click on D ELETE t he series will be rem ov ed.

109
SECTI ON 4 CH ARTS
 To de le t e a ca t e gor y
i. Click on Chart .
ii. Click on SELECT D ATA in t he D ATA group t he SELECT D ATA SOURCE
dialog will appear
iii. Click on t he SW I TCH ROW / COLUM N but t on. What was a cat egory has now becom e a
series
iv. Now delet e series as pr eviously explained.
v. Click on t he SW I TCH ROW / COLUM N but t on on t he dialog box. What wer e series have now
becom e cat egories wit h t he cat egory y ou wished, r em oved.
Sw it ch Row s An d Colu m n s
 To sw it ch be t w e en r ow s a n d colu m ns
M ou se
i. Click on Chart .
iii. Click on t he SW I TCH ROW / COLUM N but t on. What was a cat egory has now becom e a
series
OR
M ou se
i. Click on CH ART.
ii. On t he D ESI GN ribbon Click on SW I TCH ROW / COLUM N in t he D ATA group
iii. Your dat a has now swit ched r ows t o colum ns
Th is fa cilit y m a y n ot be a va ila ble if m u lt iple da t a r a nge s ha ve be e n se le ct e d for y ou r cha r t espe cia lly if
t h e y a r e diffe r e n t size s a nd fr om diffe r e n t loca t ion s.
Add A Se r ie s M a n u a lly
 Ot h er m e t h ods To add a n e w da t a se r ie s t o a ch a r t :
M ou se
i. Select t he wor ksheet cells cont aining t he relevant dat a ( including t he label t o be used if
labels wer e included in t he original dat a) .
ii. Copy t his dat a t o t he clipboard in t he usual way.
iii. Act ivat e t he chart by clicking on it and choose Edit , Past e. The dat a series will appear in t he
chart .
Or
i. Select t he w orksheet cells cont aining t he relevant dat a
ii. I f Chart is an em bedded chart on curr ent sheet . Drag and drop select ed dat a ont o chart .
Th e a dde d se r ie s w ill in va ria bly com e in a s t h e fin a l da t a se r ie s, bu t t h e or de r ca n be ch a n ge d by y ou a s
ou t lin e d la t e r in t h is docum e n t .

110
Th e Se r ie s Fu n ct ion
I f a dat a series on a chart is select ed, t he r efer ence area will display t he underlying form ula.
I t can be useful t o know what elem ent s go t o m ake up t he Series funct ion, as y ou m ay edit
it m anually if desired. The Series funct ion includes four argum ent s:
= SERI ES( Series_ Nam e,Categories_ Ref,Values_ Ref,Plot_ Order)
The Series Nam e can be a refer ence ( Work sheet ! Cell) t o t he cell wher e t he nam e of t his
part icular dat a series is being held, or it m ay consist of t ext t yped in by you and enclosed in
quot at ion m arks. The Series Nam e will be picked up in t he legend t o describe t he dat a
series. The Cat egories Refer ence r efer s t o t he wor ksheet nam e and range of cells wher e t he
Cat egory ( or x- axis) labels are t o be found. I f t he dat a series are in row s, t he cat egory
references will refer t o t he labels at t he t op of each colum n and vice v er sa. The Values
Refer ence r efers t o t he wor ksheet nam e and t he range of cells cont aining t he act ual values
for t his dat a series which are t o be plot t ed on t he y- axis ( or z- axis on a 3- D chart ) . The Plot
Order num ber dict at es t he order in which t he select ed dat a series is plot t ed on t he chart and
list ed on t he legend. Oft en, inst ead of am ending t he Series funct ion m anually, you m ay find
it easier t o edit a dat a series using t he dialog opt ion covered in t he ear lier sect ion.
Ch a r t in g W it h Block s Of D a t a
As it is possible t o select separ at e ranges in Ex cel, it is possible t o produce chart s based on
non- cont iguous dat a. This is vit al if som e of t he inform at ion on t he worksheet is t o be
om it t ed. Ther e ar e som e guidelines t o be awar e of how ev er. The layout of dat a is
im port ant as was dem onst rat ed at t he beginning of t his docum ent . The select ed ranges
m ust am ount t o a regular block wit h consist ent height and widt h m easur em ent s so t hat
Excel can int erpret it corr ect ly, wit h cat egories and dat a series m at ching up. Once t he dat a
has been successfully select ed, choose File, New and click on Chart befor e clicking on OK, or
t ap [ F11] . An ext ension of t his idea leads t o t he fact t hat ranges fr om separat e worksheet
files can be included in a single chart . Sim ply select t he wor ksheet dat a t o be included
( subj ect t o t he layout pr ovisos abov e) , copy t o t he clipboard t hen past e t hem int o t he char t .

111
SECTI ON 4 CH ARTS
CH AN GI N G TH E CH ART LAYOUT
As discussed earlier a chart is m ade up from m any elem ent s t hat can be t urned on or off
depending on t he t ype of chart or ar ranged in different places on t he chart . To change t he
layout swift ly inst ead of laboriously changing each elem ent t he change layout t ool allows
som e quick global opt ions.
 To ch a n ge t h e ch a rt la you t
M ou se
i. Click on t he drop down arr ow on t he CH ART LAYOUT gr oup
ii. Select a chart Layout
iii. The layout is applied
Ch a r t St yle s
A chart st yle is m ainly a t hem e of form at t ing for y our chart using t he exist ing elem ent s of
your chart There ar e som e v ery ex cit ing colour schem es in t his feat ur e
 To a pply a ch a r t st yle
M ou se
i. Select chart
ii. Click on t he drop down arr ow t o t he
right of t he CH ART STYLES gr oup.
iii. Select a chart st yle
iv. Your chart should now adopt t he st yle chosen.
I f t h e cha r t st yle is n ot t o y ou r lik ing a pply a n ot h e r st y le follow in g t h e sa m e m e t hod un t il y ou ha ve a
st y le close t o w ha t y ou w ish . W e w ill look a t for m a t t ing t h e va r iou s e le m e nt s in a la t e r cha pt e r t o
a ch ie ve e x a ct ly w h a t you w a n t
M ov in g Ch a r t Loca t ion
I f you usually use one m et hod t o cr eat e a chart you will regularly get eit her a
SEPARATE SH EET CH ART or an EM BED D ED one and you m ay wish t o swit ch
bet ween t he t wo t ypes. Or m ov e y our em bedded chart t o a differ ent sheet wit hin
your workbook.
 To m ove e m be dde d ch a r t be t w e en sh ee t s
M ou se
i. Click on M OVE CH ART on t he LOCATI ON
group. A dialog will appear .
ii. Click on drop down ar row t o t he right of
OBJECT I N select t he sheet y ou wish t o
m ov e it t o
iii. Click OK
 To sw it ch be t w e en e m be dde d a n d se pa r a t e sh ee t
M ou se
i. Click on M OVE CH ART on t he LOCATI ON group. A dialog will appear.

112
ii. Click on N EW SH EET

iii. Nam e t he sheet in t he t ext box
iv. Click OK
v. Em bedded chart will now be on a separat e sheet wit h t he given nam e.
vi. To cr eat e an em bedded chart fr om a separat e sheet chart select CH OOSE AS OBJECT in
t he dialog box.
vii. Select a sheet t o place it as an em bedded obj ect .
viii. Click OK
La you t Ribbon
The Layout ribbon allows us t o form at , add or r em ove various elem ent s of a chart . Som e
t ools ar e only available, however for cert ain t ypes of chart .
E.G. you cannot apply 3D rot at ion t o a 2D chart .
For m a t t in g Ch a r t Ele m e n t s
 To se le ct a n d for m a t a ch a r t e le m e n t .
M ou se
i. Go t o t he LAYOUT ribbon.
ii. To select an elem ent of your chart , click on t he dr op down arr ow t o t he right of t op box in
t he CURREN T SELECTI ON group.
iii. Click on a chart elem ent . That elem ent will be select ed
iv. Click on FORM AT SELECTI ON in t he CURREN T SELECTI ON group, t he following dialog
will appear.

113
SECTI ON 4 CH ARTS
v. The left hand sect ion of t he dialog will give t he various cat egories of how you m ay form at
your select ion ( These opt ions m ay var y depending on t he select ion.)
vi. The right hand sect ion cont ains t he available for m at s for t hat cat egor y.
vii. Clicking on each cat egory and set t ing your for m at choices will im m ediat ely affect y ou chart .
viii. When y ou ar e sat isfied wit h your form at t ing choices, click CLOSE.
M a n y of t h e opt ions displa y e d in t h e ca t e gor y opt ion s se ct ion m a y in volve ot h e r dr op dow n box e s t o
m a k e a se le ct ion . ( se e pr e viou s pict u r e ) if y ou m ove y ou r m ou se ove r t h ese possible se le ct ion s a h e lp
t ip sh ou ld a ppe a r t o give y ou a de scr ipt ion of t h a t ch oice BEFORE a ct ua lly m a k in g a se le ct ion . An y
ch oice a lr e a dy a pplie d w ill a lr e a dy be se le ct e d a n d ha ve a diffe r e n t colou r .
Re se t t in g Cu st om For m a t s
When experim ent ing wit h various form at s you m ay find it
difficult t o rem em ber exact ly what set t ings wer e applied t o a
specific elem ent and t her efor e you would find it difficult t o m ak e
it appear as it once was. Reset t ing t he form at of specific chart
elem ent s can be v ery useful.
 To r e se t a n e le m e nt
M ou se
i. Make a select ion of elem ent t o be reset
ii. Click on RESET TO M ATCH STYLE but t on on t he CURREN T SELECTI ON gr oup.
iii. The select ed elem ent will revert back t o t he original form at set t ings of t he applied chart
st yle.
Addin g, Re m ovin g An d For m a t t in g La be ls

I nform at ion labels on y our chart ar e v er y im port ant on y our chart
especially if it is on a separat e sheet . The LABELS gr oup offers a
select ion of labels you m ay wish t o show or hide on your chart .
The chart layout choices previously explained uses a m ixt ure of
labels in differ ent locat ions on y our chart but y ou m ay wish t o put
specific labels on your chart and form at t hem your self and place
t hem where y ou wish.
 To a dd or r e m ove la be ls.
M ou se
i. Select chart if em bedded
ii. Click on drop down ar row of t ype of label you wish t o add or
rem ov e fr om t he LABELS gr oup.
iii. Make a select ion fr om choices pr esent .
iv. Label will appear or disappear dependant on choice
v. Use t he D ATA LABELS but t on on t he LABELS t o writ e t he values
or t he labels on t he dat a m ark ers.
vi. Use t he D ATA TABLE but t on on t he LABELS t o add t he plot dat a
so t hat it is visible on t he chart it self.

114
 To for m a t la be ls
M ou se
i. Select label elem ent fr om drop down box in t he CURREN T SELECTI ON gr oup as m ent ioned
previously.
ii. Click on FORM AT SELECTI ON in t he CURREN T SELECTI ON group as m ent ioned
previously.
 To e dit la be l t e x t
M ou se
i. Select label as previously discussed.
ii. Click wit hin t he label and delet e and ret ype wit h t he t ext you r equire.
iii. Click off label
 To m ove or r esize ch a r t e le m en t s
M ou se
i. Make a select ion of a chart elem ent . ( E.G. a label)
ii. Handles will appear at each corner t o show select ion.
iii. Moving m ouse ov er label border should show a 4 point ed Black arr ow. This appears t o
indicat e t hat you ar e in t he right posit ion t o click and drag t o m ov e t he select ed elem ent .
iv. Clicking wit hin t he label t o edit t he t ext t he label will aut om at ically resize t o t he size of t he
t ext ent er ed
Select ing an elem ent like t he plot area will allow a double black arrow when m oving over a handle.
Clicking and dragging will resize t hat elem ent .
Ax e s
For various t ypes of chart s y ou m ay not wish t o see bot h axes on t he chart
you are able t o hide or show t hese ax es dependant on your needs.
 To a dd or r e m ove a x e s fr om ch a rt
M ou se
i. Select chart if em bedded.
ii. Click on dr op down but t on on AXES but t on on AXES gr oup
iii. Select PRI M ARY H ORI ZON TAL or PRI M ARY VERTI CAL
AX I S.
iv. Make a select ion fr om choices shown.
Se le ct ing m or e pr im a ry hor izont a l or ve r t ica l opt ion s ope ns t h e
for m a t t in g dia log w h ich w ou ld a ppe a r if y ou se le ct ed t h e a x is a n d
for m a t t e d it . Using t h e a x es m e nu is be st for t u r n in g it off or on .

115
SECTI ON 4 CH ARTS
 To for m a t t h e Ca t egor y ( X) Ax is:

M ou se
i. Select CATEGORY AX I S
ii. Click FORM AT SELECTI ON
iii. Under Maj or/ Minor TI CK M ARK TYPE, y ou m ay click
on t he appropriat e opt ion but t on t o specify t hat t ick
m arks on t he axis will appear on t he inside or out side
of t he axis line, cross t he axis line, or not appear at
all. Minor t ick m arks can also be included ( click on
t he Scale... but t on t o set t he int ervals for m aj or and
m inor t ick m arks) .
iv. The AX I S LABELS sect ion allows you t o dict at e
wher e t he Labels associat ed wit h t he select ed axis
will display. This can be at t he High Values end of
t he axis, t he low values end of t he axis, next t o t he
axis, or com plet ely suppressed.
v. Use t he VERTI CAL AXI S CROSSES t o specify at
wher e t he cat egory axis will appear,
vi. USE AUTOM ATI C POSI TI ON I N G. The default
set t ing is t o hav e t his box checked
vii. Put t ing a value in t he SPECI FY I N TERV AL UN I T box will result in labels having m ore space
bet ween t hem
viii. Cat egories m ay be displayed in reverse order if desired,
ix. Use t he ALI GN M EN T cat egory t o specify t he orient at ion of t he cat egor y labels.
 To for m a t t h e Va lu e ( Y) a x is:
M ou se
i. Select V ALUE AXI S
ii. Click FORM AT SELECTI ON
iii. AX I S OPTI ON S will have som e differ ent opt ions
relat ing t o t he values on t he axis.
iv. You m ay specify t he Minim um and Maxim um values t o
appear on t he axis.
v. The int ervals t o be used as Maj or and Minor unit s on
t he axis m ay also be set .
vi. You m ay dict at e t he point at which t he value and
cat egory ax es cr oss,
vii. Whet her or not t he axes ar e plot t ed on a
LOGARI TH M I C SCALE,
viii. Whet her t o have t he v alues plot t ed in Reverse order.

116
Gr idlin e s
Gridlines are t he indicat or lines t hat run across your char t
t o eit her divide up your cat egories or give visual help
when deciding on a value for a dat a point m or e dist ant
from t he value axis. You m ay need m or e, or less of t hese,
dependent upon y our needs for accuracy or visual im pact .
 To ch a n ge gr idlin e opt ion s

M ou se
i. Select chart if it is em bedded.
ii. Click on dr op down ar row on GRI D LI N ES on t he AXES gr oup.
iii. Choose PRI M ARY H ORI ZON TAL or PRI M ARY VERTI CAL GRI D LI N ES and m ak e a
select ion fr om t he choices given.
Un a t t a ch e d Te x t
Float ing t ext m ay be t y ped direct ly ont o t he Chart , t hen dragged t o t he desired posit ion.
 To a dd floa t in g t e x t t o a ch a r t :
M ou se
i. Go t o t he I N SERT ribbon and select t he TEX T BOX but t on click on your chart and a t ex t
box will appear. Type required t ext , resize and form at t ext box and drag t o required
locat ion.
For m a t D ia log
 Ele m e n t opt ion s
This cat egories shown on t he left hand side
of t he dialog box vary, dependent on what
chart elem ent is select ed it m ay show
AX I S, CATEGORY OR SERI ES OPTI ON S.
For SERI ES OPTI ON S it allows you t o
change t he widt h of t he colum n or gap
bet ween t he series. AX I S OPTI ON S
allows you t o specify widt hs and separat ion
opt ions wher e t he axis begins and ends ( if
available) . The for m at dialog m ay show 3D
opt ions if you have select ed chart
elem ent s t hat support t his.
 Fill
Use t he FI LL cat egory to specify
backgr ound colour s or designs.
 Sh a pe
Use t his cat egory t o set t he shape for a
select ed elem ent ( series or dat a point if
available)

117
SECTI ON 4 CH ARTS
 Bor de rs
Select t he BORD ER colour t o change t he border colour and set a border
Set t he BORD ER STYLES cat egory t o add a border ar ound t he out side of t he select ed
elem ent
 Sh a dow
This opt ion allows you t o set t he shadow dept h , colour and direct ion for t he select ed
elem ent .
 3 - D For m a t
I f y ou have a chart t hat has a 3 - D form at t his cat egor y will allow you t o change m any
aspect s of t he 3 - D appearance such as t he m at erial, light ing, cont our , dept h and bev el.
Depending on t he dat a being displayed, som e dat a m ark er s on a 3- D chart m ay be
obscured. I t is possible t o adj ust t he view so t hat your dat a m ay be seen t o it s best
advant age. You m ay influence t he degr ee of elevat ion, per spect ive or rot at ion of your chart .
A sam ple chart wit hin t he 3- D view dialog box reflect s t he new views as you change t hese
fact ors.
Elevat ion and Rot at ion can be adj ust ed eit her by t yping values int o t he appr opriat e sect ions
wit hin t he dialog box, or by clicking on t he arr ow but t ons displayed around t he sam ple chart .
The lat t er t echnique is obviously easier.
Elevat ion dict at es t he height from which you view t he dat a. Ranging from 90° ( above t he
plot area) t o - 90° ( below t he plot ar ea) , wher e 0° r epr esent s a view lev el wit h t he cent r e of
t he plot area. Wit h 3- D Pie Chart s, t he range varies fr om 10° , alm ost level wit h t he edge of
t he pie, t o 80° , looking down on t he surface of t he pie.
 3 - D Rot a t ion
Select ing t he plot or chart area will allow you t o rot at e your chart in any direct ion or change
t he perspect ive of your chart .
Rot at ion
Rot at ion allows you t o t urn t he graph on it s v er t ical axis. The range goes from 0° to 360°,
wher e zero views t he chart fr om t he fr ont , 90° would view it from t he side, and 180° would
allow you t o see it from t he back - effect ively rev er sing t he order of t he dat a series for t he
chart display.
Perspect ive
Per spect ive can be changed t o m ake t he dat a at t he back of a 3- D chart appear m or e
dist ant . A perspect ive of zer o m eans t hat t he fart hest edge of t he char t will appear as equal
in widt h t o t he near est edge. I ncr easing perspect ive ( up t o a m axim um of 100) will m ake
t he fart hest edge appear pr oport ionally sm aller.
You m ay also affect t he height of t he graph in relat ion t o it s widt h and whet her or not you
want t he axes t o r em ain at right angles. This lat t er set t ing would preclude t he use of
per spect ive in 3- D chart s. Aut o- scaling allows Excel t o scale a 3- D chart so t hat , where
possible, it is sim ilar in size t o it s 2- D equivalent .

118
 Fon t
The font for any select ed t ext ual elem ent can be set on t he H OM E r ibbon from t he FON T
group or right clicking on t he highlight ed t ext and using t he m ini t oolbar.
 For m a t t in g Th e Le ge n d
The Legend can be select ed and form at t ing like t he ot her chart elem ent s The legend can be
posit ioned m anually sim ply by point ing and dragging it t o a new posit ion on t he chart , but
t here ar e som e pr eset posit ions which can be select ed fr om legend but t on in t he LABEL
group
N ot e t ha t t h e le gen d ca n n ot a ct u a lly be r e size d. Ch a ngin g t h e fon t size w ill ca u se t h e size of t h e ove r a ll
le ge n d t o a dj u st , but it ca nn ot be r e size d by dr a ggin g on t h e se le ct ion ha n dle s. N o ch a rt e le m e n t w h ich
sh ow s w h it e se le ct ion ha ndle s ( r a t h e r t ha n t h e u sua l w h it e ) ca n be r e size d by dr a gging. D r a ggin g t h e
le ge n d t o a n e w posit ion on t h e ch a rt w ill som e t im e s a ffe ct t h e sha pe of t h e lege n d a n d t h e size of t h e
ch a r t . Th e le ge n d m a y be pla ce d ove r la ppin g t h e ch a r t . N ot e t ha t t h e t e x t a ppea r in g in t h e Le ge nd box
is pick e d u p fr om t h e w or k sh e e t da t a . Edit t h e t e x t on t h e w or k sh e e t in or de r t o ch a nge t h e le gen d t e x t
( Th e le ge nd m a y be de let e d( h idde n ) by se le ct ing it a n d pr essin g t h e D e le t e k ey on t h e k e y boa r d.

119
SECTI ON 4 CH ARTS
SPARKLI N ES
W h a t a r e Spa r k lin e s?
Unlike chart s on an Ex cel work sheet , Sparklines ar e not obj ect s — a Sparkline is act ually a
t iny chart in t he backgr ound of a cell. Because a Sparkline is a t iny chart em bedded in a cell,
you can ent er t ext in a cell and use a Sparkline as it s background
You can apply a colour schem e t o y our Spark lines by choosing a built - in form at from t he
St yle gallery ( Design t ab, which becom es available when you select a cell t hat cont ains a
Sparkline) . You can use t he Sparkline Colour or Mark er Colour com m ands t o choose a colour
for t he high, low, first , and last values ( such as green for high, and orange for low) .
When one or m ore Sparklines ar e select ed, t he SPARKLI N E TOOLS APPEAR, displaying
t he D ESI GN t ab.
Dat a present ed in a row or colum n is useful, but pat t erns can be har d t o spot at a glance.
The cont ext for t hese num bers can be pr ovided by insert ing Sparklines next t o t he dat a.
Taking up a sm all am ount of room , a Sparkline can display a t rend based on adj acent dat a
in a clear and com pact graphical represent at ion. Alt hough you don’t have t o have a
Sparkline cell direct ly next t o it s underlying dat a, it is a useful.
You can quickly see t he relat ionship bet ween a Sparkline and it s underlying dat a, and when
your dat a changes y ou can see t he change in t he Sparkline im m ediat ely. I n addit ion t o
cr eat ing a single Sparkline for a r ow or colum n of dat a, y ou can creat e sev eral Sparklines at
t he sam e t im e by select ing m ult iple cells t hat cor respond t o underlying dat a.

120
Cr e a t e Spa r k lin e s
You can also creat e Sparklines for row s of dat a t hat you add lat er by using t he fill handle on
an adj acent cell t hat cont ains a Sparkline.
One advant age of using Sparklines is t hat , unlike chart s, Spar klines are print ed when you
print a work sheet t hat cont ains t hem .
 To Cr e a t e a Spa r k lin e
M ou se
i. Select an em pt y cell or group of em pt y cells in which you want to
insert one or m or e Spar klines.
ii. On t he I N SERT t ab, in t he SPARKLI N ES gr oup, click t he t ype of
Sparkline t hat you want t o creat e: LI N E, COLUM N , or
W I N / LOSS.
iii. I n t he D ATA box, t ype or select t he range of t he
cells t hat cont ain t he dat a on which you want to
base t he Spar klines.
iv. I n t he LOCATI ON RAN GE box select wher e you
wish your Sparklines placed
v. Click on OK.
You do not select dat a labels as in norm al chart s
m erely t he act ual dat a for your Sparklines.
You ca n click t o t e m por a rily colla pse t h e dia log box , se le ct t h e r a n ge of ce lls t ha t y ou w a nt on t h e
w or k sh e e t , a nd t h e n click t o r e st or e t h e dia log box t o it s n orm a l size .
Aft er y ou creat e Sparklines, you can cont r ol which value point s ar e shown ( such as t he high,
low, first , last , or any negat ive values) , change t he t ype of t he Sparkline ( Line, Colum n, or
Win/ Loss) , apply st yles from a gallery or set individual form at t ing opt ions, set opt ions on t he
vert ical axis, and cont r ol how em pt y or zero values are shown in t he Sparkline.
 To r e m ove a Spa r k lin e

M ou se
i. Select a Sparkline or m ult iple Sparklines.
ii. Use t he dropdown ar row on t he CLEAR but t on in t he
GROUP gr oup on t he D ESI GN ribbon.
iii. Make a select ion of what you wish t o clear
iv. Select ed Sparklines are delet ed.

121
SECTI ON 4 CH ARTS
Cu st om ize Spa r k lin e s

On t he D ESI GN t ab, y ou can choose one or m or e of
sev eral com m ands fr om am ong t he following groups:
SPARKLI N E, TYPE, SH OW / H I D E, STYLE, and
GROUP. Use t hese com m ands t o cr eat e a new
Sparkline, change it s t ype, form at it , show or hide
dat a point s on a line Sparkline, or form at t he vert ical axis
in a Sparkline group.
Ax is opt ion s
 To se t a x is opt ions
M ou se
I f y our dat a range includes dat es, y ou can:
i. Select y our Sparkline.
ii. Select D ATE AX I S TYPE fr om t he AX I S opt ions on t he
D ESI GN ribbon t o ar r ange t he dat a point s on t he
Sparkline t o reflect any irregular t im e periods.
E.G. I f your first t hree dat a point s are each separat ed by exact ly one week and t he fourt h dat a
point is one m ont h lat er, t he space bet ween t he t hird and t he fourt h dat a point s is increased
proport ionally t o reflect t he great er t im e period.
You can also use t he AXI S opt ions t o set m inim um and m axim um values for t he vert ical axis of a
Sparkline or Sparkline group.
Set t ing t hese values explicit ly helps you cont rol t he scale so t hat t he relat ionship bet ween values is
shown in a m ore m eaningful way.
You can also use t he Plot Dat a Right - t o- Left opt ion t o change t he direct ion in which dat a is plot t ed
in a Sparkline or Sparkline group.
 To Con t r ol w h ich valu e poin t s a r e sh ow n
M ou se
You can highlight individual dat a m arker s ( values) in a line Sparkline by m aking som e or all
of t he m ar kers visible.
i. Select y our Sparkline / Sparklines
ii. Go t o t he show gr oup on t he design ribbon and m ak e one
or m ore of t he following choices:
To show all values, select t he M ARKERS check box.

To show negat ive values, select t he N EGATI VE POI N TS check
box.
To show t he highest or t he lowest values, select t he H I GH
POI N T or LOW POI N T check boxes.
To show t he first or t he last values, select t he FI RST POI N T or
LAST POI N T check boxes.
iii. Clearing a check box hides t he specified m ark er or m ark ers.

122
 To Ch a n ge t h e st yle of or for m a t Spa r k lin e s

M ou se
Use t he St yle gallery on Design t ab, which becom es available when you select a cell t hat
cont ains a Sparkline.
i. Select a single Sparkline or a Spar kline group.

ii. To apply a pr edefined st yle, on t he D ESI GN t ab, in t he
STYLE gr oup, click a st yle or click t he arr ow at t he lower
right corner of t he box t o see addit ional st yles.
iii. Make a select ion.
iv. To m anually apply form at t ing t o a Sparkline, use t he
SPARKLI N E COLOUR or t he M ARKER COLOUR
com m ands.
 To e n t er spa rk lin e t it le s
M ou se
i. Click on a cell t hat cont ains a Sparkline t ype in t he t it le you wish for it
ii. Press r et urn.
iii. Form at t it le as you would for t ext in a cell so as not t o obscure y our Sparkline.
 To H a n dle e m pt y cells or ze r o va lu es
M ou se
You can cont r ol how a Sparkline handles em pt y cells in a range by using t he
Hidden and Em pt y Cell Set t ings dialog box.
M ou se
i. Click on t he edit dat a drop down arr ow in
t he Sparkline group on t he design ribbon.
ii. From t he m enu select H I D D EN & EM PTY
CELLS a dialog appears.
iii. Select from t he opt ions how y ou want y our
em pt y dat a cells t o appear wit hin your
Sparkline
iv. Click on OK

123
SECTI ON 5 TEM PLATES

 Obj e ct ive s
Use t he st andard Excel t em plat es
Creat e Cust om t em plat es
Open and edit t em plat es
Set t em plat e pr opert ies

124
I N TROD UCTI ON TO TEM PLATES

A t em plat e is a file used as a form t o cr eat e ot her w orkbook s, sheet s and chart s. New
wor kbooks cr eat ed fr om t he t em plat e cont ain t he sam e layout , dat a, form ulae, form at s and
st yles as t hose of t he t em plat e. New sheet s and chart s insert ed int o a wor kbook ar e a copy
of t he sheet or chart t em plat e.
Te m pla t e Type s
There are t hree m ain cat egories of t em plat es you m ay w ork w it h
Your creat ed t em plat es
These are t em plat es y ou have creat ed y our self you m ay design a wor kbook form at it cr eat e
calculat ions chart s et c and save t hem as t em plat es so periodically you can cr eat e new
wor kbook based on t hese t o ent er new dat a.
I nst alled t em plat es
These ar e t em plat es inst alled as excel was inst alled t o allow you t o save t im e if you quickly
want t o creat e a billing workbook or expenses r eport . They m ay not be perfect for y our
needs but t hey ar e a good st art ing point and can easily be edit ed t o suit your needs
Tem plat es online
As t he nam e suggest s t hese ar e only available when connect ed t o t he int ernet and hav e an
ext r em ely wide variet y of choice as a st art ing point for your w ork book . Many of t hese
t em plat es show how y ou m ay work wit h excel in ways you m ay not have t hought about
som e wit h advanced for m at t ing t o allow your w ork t o look pr ofessional and t o t ak e t he hard
wor k out of creat ing your own workbook.
N or m a l Te m pla t e
Ev er y t im e you creat e a new workbook you ar e using t he norm al t em plat e as it is called a
blank workbook picks up it s default form at and layout set t ings from it . Som e of t hese
default s can be changed so when y ou cr eat e a new blank workbook y ou will see som e of t he
default set t ings will have changed from t he nor m al inst allat ion set t ings.

125
Sa m ple Te m pla t e s
Excel com es supplied wit h a select ion of t em plat es designed t o help in t he product ion of
com m on business and hom e financial t asks. These t em plat es can be m odified for personal
use.
Only t hose in t he HOME cat egory will be available when offline.
 To use a st a n da r d t e m pla t e :
M ou se
v. Click on t he FI LE RI BBON and select t he N EW but t on.
vi. From t he m ain screen area Click t he SAM PLE TEM PLATES but t on t o see a list of inst alled
Excel t em plat es in t he cent re sect ion of t he dialog
vii. Click on t he Pict ure for t he t em plat e you wish t o base t he new workbook on t o see a preview
on t he right .
viii. When y ou hav e locat ed t he t em plat e y ou wish t o use click CREATE.
OR
i. Click on t he FI LE RI BBON and select t he N EW but t on.
ii. From t he m ain scr een ar ea Click under t he OFFI CE.COM TEM PLATES click a sect ion
pert aining t o your need t o see a list of appropr iat e Excel t em plat es in t he cent r e sect ion of
t he dialog.
iii. Click on t he Pict ure for t he t em plat e you wish t o base t he new workbook on t o see a preview
on t he right .
iv. When y ou hav e locat ed t he t em plat e y ou wish t o use click CREATE.
N .B. You m u st be con n e ct ed t o t h e in t e r n et t o use t em pla t e s fr om Office .com .

126
Cr e a t e Cu st om Te m pla t e s
You can cr eat e y our ow n wor kbook and sheet t em plat es.
 To cr e a t e a w or k book t e m pla t e :
M ou se
i. Open or creat e t he work book t o be used as t he basis for t he t em plat e.
ii. Click on t he FI LE RI BBON and select t he SAV E AS but t on, t he SAVE AS dialog above will
appear
iii. Type t he t em plat e nam e in t he FI LE N AM E t ex t box.
iv. Select EXCEL TEM PLATE from t he SAVE AS TYPE list . An .XLTX ext ension will be added
t o t he t em plat e nam e.
v. The folder wher e t he file will be st ored will aut om at ically change t o Tem plat es. By st oring all
.XLTX files in t he sam e folder Ex cel r ecognises and keeps t rack of t em plat es.
vi. Click SAVE t o sav e t he t em plat e.
 To cr e a t e a w or k she e t t e m pla t e :
M ou se
i. I n a new or exist ing wor kbook delet e all t he sheet s ex cept t he one t o be used as t he
t em plat e.
ii. Click on t he FI LE RI BBON and select t he SAV E AS but t on, t he save as dialog will appear
iii. Type t he t em plat e nam e in t he FI LE N AM E t ex t box.
iv. Select EX CEL TEM PLATE from t he SAVE AS TYPE list .
v. The folder wher e t he file will be st or ed will aut om at ically change t o Tem plat es.
vi. Click SAVE t o sav e t he t em plat e.

127
To Use Cu st om Te m pla t e s
 To ba se a n e w w ork book on a t e m pla t e :
M ou se
i. Click on t he FI LE RI BBON and select t he N EW but t on,
ii. From t he m ain scr een area Click t he M Y TEM PLATES but t on t o see a list of t em plat es t hat
you hav e cr eat ed in a dialog called N EW
iii. Click on t he Pict ure for t he t em plat e you wish t o base t he new workbook on t o see a preview
on t he right .( if available)
iv. When y ou hav e locat ed t he t em plat e y ou wish t o use click CREATE.
 To a dd a w or k she e t ba se d on a sh e e t t e m pla t e :
M ou se
i. Click t he right m ouse but t on ov er a sheet t ab and choose I N SERT.
ii. click t he icon for t he w orksheet t em plat e y ou w ant t o base t he new sheet on.
iii. Click OK
Ope n in g An d Edit in g Te m pla t e s

Tem plat es ar e files j ust like workbook s. I f y ou need t o change a t em plat e in any way,
sim ply open, edit and save in t he norm al way.
 To ope n a t e m pla t e :
M ou se
i. Click on t he FI LE RI BBON and select t he OPEN but t on
ii. Change t he LOOK I N locat ion t o t he Tem plat es folder.
iii. Select t he nam e of t he t em plat e you w ant t o open. click OPEN

128
 To e dit a t e m pla t e :
M ou se
i. Make changes in t he open t em plat e.
ii. Click on t he FI LE RI BBON and select t he SAV E but t on
Te m pla t e Pr ope r t ie s
Files have various propert ies t hat are saved wit h t hem . Som e pr opert ies, such as dat e
cr eat ed and last saved dat e ar e included and updat ed aut om at ically by Ex cel. Ot hers, such
as t it le and subj ect m ust be ent ered m anually by t he user . Pr oper t ies are helpful when
t rying t o locat e files as you can use t he propert ies t o search.
 To se t t e m pla t e pr ope r t ie s:
M ou se
i. Wit h t he t em plat e open Click on t he FI LE RI BBON and
select t he I N FO but t on and select t he PROPERTI ES under
t he pr eview of t he file.
ii. From t he dr op down list choose show docum ent panel
iii. .A sect ion ( below) will appear under t he form ula bar.
iv. Set t he propert ies t hat apply t o t he t em plat e.

v. Click X in right hand corner of t his bar t o close
vi. I f y ou hav e furt her pr opert ies t o set . Click on
docum ent propert ies on t he bar and choose
AD VAN CED PROPERTI ES t he dialog on t he
right will appear
vii. t he 5 separat e t abs allow t he input of m any
m or e pieces of inform at ion.
viii. When com plet e click on OK.
Te m pla t es ca n con t a in cust om nu m be r for m a t s a n d
pr e de fin e d st y le s.

129
Au t ot e m pla t e s
An aut ot em plat e is a wor kbook sav ed as a t em plat e in t he XLSTART folder or alt ernat e
St art up folder using t he specific filenam e Book.xlt x, sheet .xlt x, dialog.xlt x or m acro.xlt x.
Aut oTem plat es if t hey exist will act as t he basis for all new it em s y ou creat e in t he Ex cel
environm ent .
The Book .xlt x t em plat e becom es t he default wor kbook. The Sheet .xlt x t em plat e becom es
t he default worksheet .

130
SECTI ON 6 D RAW I N G AN D FORM ATTI N G

I nsert obj ect s ont o your spr eadsheet
Form at drawing obj ect s
Use Sm art Art
Use and cr eat e t hem es
Use and cr eat e cell st yles
Use condit ional form at t ing

131
SECTI ON 6 Draw ing and form at t ing
I N SERTI N G, FORM ATTI N G AN D D ELETI N G OBJECTS

I n se r t in g A D r a w in g Obj e ct
I nsert ing pict ures, t ext boxes, callout s, scanned im ages
et c ont o a work sheet can great ly enhance y our ov erall
spr eadsheet appearance. The subj ect of dealing wit h
t hese obj ect s will be looked at m ore t hor oughly in
Pow er Point as t hat applicat ion deals prim arily wit h insert ed obj ect s and how t o deal wit h
t hem as word works prim arily wit h t ext and excel wit h figures, howev er her e is a brief
rundown of som e it em s you m ay insert and how t o deal wit h t hem .
 To in ser t a sh a pe on t o w ork sh e et .
M ou se
i. On t he I N SERT ribbon in t he I LLUSTRATI ON S group,
click on t he drop down arr ow next t o SH APES.
ii. Make a select ion by clicking wit h t he left m ouse but t on
on t he desired shape. I f you cannot im m ediat ely find
what you want , scroll down using t he scr oll bar t o t he
right t o locat e ot her shapes.
iii. The m enu will dissappear but your m ouse cursor will
appear as a sm all black cross. Click and drag diagaonally
t o place t he shape on t he w or ksheet .
 To m ove or r esize sh a pe
M ou se
i. Select shape by clicking on it select ion will be shown by
resize handles appearing around t he shape.
A RESI ZE H AN D LE is a one of nine sm all circles t hat
appear equally around an obj ect when it is select ed.
ii. Moving m ouse cur sor ov er shape should give a four
point ed arrow clicking and dragging wit h t his cursor will
m ov e t he shape t o desir ed posit ion.
iii. You can use t he cur sor k ey s for sm all adj ust m ent s in
m oving shape int o posit ion.
OR
i. A double arrow will appear as y ou m ov e ov er a resize handle t o resize t he shape. Click and
drag t o r esize.
 To de le t e a sh a pe
M ou se
i. Select shape by clicking on it select ion will be shown by handles appearing around t he
shape.
ii. Press D ELETE on t he k eyboard t o rem ov e shape.

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Sm a r t Ar t
A Sm art Art graphic is a visual repr esent at ion of your inform at ion and ideas. You can cr eat e
Sm art Art graphics by choosing fr om am ong m any differ ent layout s t o quickly, easily and
effect ively com m unicat e your m essage.
Most people cr eat e cont ent t hat cont ains only t ext , ev en t hough illust rat ions and graphics
help audiences underst and and recall inform at ion bet t er t han t ext . Cr eat ing designer - qualit y
illust rat ions can be challenging, especially if you ar e not a professional designer or y ou
cannot afford t o hire a professional designer. I f you use earlier versions of Microsoft Office,
you can spend a lot of t im e m aking shapes t he sam e size and aligning t hem properly,
get t ing your t ext t o look right , and m anually form at t ing t he shapes t o m at ch t he docum ent 's
ov erall st yle, inst ead of focusing on your cont ent . Wit h Sm art Art graphics and ot her new
feat ur es such as t hem es, you can creat e designer- qualit y illust rat ions wit h only a few clicks
of your m ouse.
When you creat e a Sm art Art graphic, you ar e prom pt ed t o choose a t y pe such as PROCESS,
H I ERARCH Y, CYCLE, or RELATI ON SH I P. A t ype is sim ilar t o a cat egory of Sm art Art
graphic, and each t ype cont ains sev eral different layout s.
When you choose a layout for y our Sm art Art graphic, ask your self what you want t o convey
and whet her y ou want your inform at ion t o appear a cert ain way. Because y ou can quickly
and easily swit ch layout s, t ry differ ent layout s ( acr oss t ypes) unt il you find t he one t hat best
illust rat es y our m essage. Experim ent wit h differ ent t ypes and layout s by using t he t able
below as a st art ing point .
When y ou swit ch layout s, m ost of your t ext and ot her cont ent , colour s, st yles, effect s, and
t ext form at t ing are aut om at ically carried ov er t o t he new layout .
 To in ser t a Sm a r t Art gr a ph ic
M ou se
i. On t he I N SERT ribbon in t he I LLUSTRATI ON S gr oup, click on t he dr op down ar r ow t o t he
right of SM ARTART t he SM ARTART dialog above will appear
ii. Choose a cat egory fr om t he left t hena graphic from t he cent r e t o see a preview on t he right .
iii. When y ou hav e t he select ion you desire click ok t o insert t he sm art art on your work sheet

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iv. The sm art art will appear on your w or ksheet as in pict ure below.
About t he Text pane

The Text pane is t he pane t hat you can use t o ent er and edit t he t ext t hat appears in your
Sm art Art graphic. The Text pane appear s t o t he left of y our Sm art Ar t graphic. As y ou add
and edit your cont ent in t he Text pane, your Sm art Art graphic is aut om at ically updat ed—
shapes ar e added or rem ov ed as needed.
When y ou creat e a Sm art Art graphic, t he Sm art Art graphic and it s Text pane are populat ed
wit h placeholder t ext t hat you can r eplace wit h your inform at ion. At t he t op of t he Text
pane, you can edit t he t ext t hat will appear in your Sm art Art graphic. At t he bot t om of t he
Text pane, you can view addit ional inform at ion about t he Sm art Art graphic.
 To e n t er t ex t in t o Sm a r t Ar t
M ou se
i. Click on placeholder in t he TEXT PAN E.
ii. Placeholder t ext will disappear.
iii. Type r equired t ext and press EN TER
iv. Focus will creat e a new placeholder and new shape wait ing for t ext
v. Press TAB t o m ove t he t ext lower in t he hierarchy in t he exam ple abov e or SH I FT + TAB t o
m ov e it higher.
 To r e m ove a Sm a r t Ar t sh a pe
M ou se
vi. Select t he t ext or placeholder t ext of t he shape you wish t o r em ove in t he TEXT PAN E.
vii. Press D ELETE k ey on k eyboard
viii. Bot h t ext and shape will be rem ov ed fr om w or k sheet .

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Sm a r t Ar t For m a t t in g
As y ou cr eat e a piece of sm art art and click on t he obj ect y ou will see
t wo cont ext ual m enus appear one for design and one for form at .
Bot h ribbons appear below w e will quickly look at som e of t he opt ion t o allow you t o form at
your Sm art Art obj ect
Qu ick St yle s
Quick St yles are com binat ions of different for m at t ing opt ions and are displayed in a
t hum bnail in t he various Quick St yle galleries. When you place your point er over a Quick
St yle t hum bnail, you can see how t he Quick St y le affect s y our Sm art Art graphic or shape.
Quick St yles for Sm art Art graphics ( Sm art Art St yles) include edges, shadows, line st yles,
gradient s and t hree- dim ensional ( 3- D) perspect ives. Try differ ent com binat ions of Sm art Art
St yles and colours unt il you find one t hat m at ches t he m essage t hat y ou want t o
com m unicat e. You can pick a layout , a Sm art Art St yle, and a colour v ariat ion t hat you like,
and t hen change t he layout again — your Sm art Art St yle and colours will st ay wit h your
Sm art Art graphic, so t hat you do not need t o r e- do t hem .
Sm art Art St yles m ap t he t hem e effect s ( t hem e effect s: A set of visual at t ribut es t hat is
applied t o elem ent s in a file. Them e effect s, t hem e colours and t hem e font s com pose a
t hem e.) of t he docum ent t hem e t o t he shapes wit hin t he Sm art Art graphic. For exam ple,
shapes m ight have t hick lines or edges, while arr ows m ight have a m or e subt le st yle applied
t o t hem . You can also apply colours from t he t hem e colours of t he docum ent in different
ways, such as changing t he colour of t he shape border. I f you cr eat e m ult iple Sm art Art
graphics and want t hem t o look alike, y ou can apply t he sam e colours and Sm art Art St yle t o
achieve a consist ent , pr ofessional look.
You can have shapes t hat display wit h edges, dept h, and rot at e in 3- D space. To m ake a
Sm art Art graphic t hree- dim ensional, apply a 3- D Sm art Art St yle or m anually apply a 3- D
rot at ion t o each shape. I f t he ent ire Sm art Ar t graphic is t hree- dim ensional ( called scene
coher ent 3D) , you can cont inue t o edit t he t ext and form at t ing of each of t he individual
shapes, but t he shapes cannot be r eposit ioned or r esized. You can only reposit ion or resize
shapes in a t wo- dim ensional scene.
2 D An d 3 D
 To sw it ch be t w e en 2 - D a n d 3 - D ,
i. Under SM ARTART TOOLS, on t he FORM AT ribbon, in t he SH APES gr oup,
ii. Click ED I T I N 2 - D .
The ED I T I N 2 - D but t on t em porarily unlocks your Sm art Art graphic for edit ing so t hat you
can m ov e and resize shapes— but t he 3- D Sm art Art St yle is st ill applied t o your Sm art Art
graphic and reappear s when y ou click t he ED I T I N 2 - D but t on again. When y our Sm art Art
graphic is displayed in a 3- D scene, y ou can r ot at e it as a whole and posit ion light sources
and t he " cam era" such t hat t he ent ire Sm art Art graphic appears t o pop out of t he screen.
Sm art Art St yles affect an ent ire Sm art Art gr aphic, while Quick St yles for Shapes ( Shape
St yles) affect only t he select ed shape. You can m anually cust om ize a shape by changing t he
colour, effect s or border, or by r eplacing it wit h anot her shape. I t is recom m ended t hat you
cust om ize your Sm art Art graphic only aft er you set t le on it s cont ent and layout , as som e
cust om izat ions ar e not t ransfer red because t hey m ight not look good in t he new layout .

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Th e D e sign Ribbon
The design ribbon cont ains a num ber of pr eset form at s and design layout s for y our Sm art Art
graphic you m ay use t hese eit her before or aft er y ou ent er inform at ion int o your Sm art Art .
 To ch a n ge Sm a r t Art st yle
M ou se
i. Select y our Sm art Art gr aphic t o enable t he design ribbon
ii. Go t o t he SM ARTART STYLES gr oup and click on t he down arr ow t o t he right of it
iii. Mov e your m ouse ov er t he differ ent st yles t o see a pr eview of t he st yle applied t o your
Sm art Art .
iv. When y ou hav e t he st yle t hat best suit s your needs click on it t o apply it .
v. You m ay do t his m any t im es if you change your m ind
 To ch a n ge colou r sch e m e
M ou se
i. Select y our Sm art Art gr aphic t o enable t he design ribbon
ii. Click on t he drop dow n arrow on t he CH AN GE COLOURS
but t on
iii. Mov e y our m ouse ov er t he different colour schem es t o see a
preview of t he colour schem es applied t o y our Sm art Art .
iv. When y ou hav e t he colour schem es t hat best suit s your
needs click on it t o apply it .
v. You m ay do t his m any t im es if you change your m ind

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vi. To m ake sm all or large changes in t he appearance of your Sm art Art if you cannot find what
you wish in t he st yles and colour schem es t hen you will have t o go t o t he for m at ribbon and
m ake t he changes m anually.
All drawing obj ect s have sim ilar opt ions when it com es t o for m at t ing and we will look at t he
for m at t ing shapes sect ion.
W or dAr t
WordArt is a gallery of t ext st yles t hat you can add t o your 2010 Microsoft Office syst em
docum ent s t o creat e decorat ive effect s, such as shadow ed or m irr or ed ( reflect ed) t ext . You
can change WordArt t ex t , as you can change any ot her t ext in a shape.
M ou se
i. On t he I N SERT ribbon, in t he TEXT gr oup, click W ORD ART, and t hen click t he WordArt
st yle t hat you want .
ii. Ent er y our t ext .
iii. A WordArt graphic can be r esized, r ot at ed,
delet ed and m oved like any ot her shape.

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For m a t t in g Sh a p e s
Any shape insert ed on t he spr eadsheet , when select ed, causes a new ribbon t o appear called
t he FORM AT ribbon seen below, it offer s t he opt ions of insert ing furt her shapes. Form at t ing
all aspect s of t he select ed shape and fixing a specific size. The easiest m et hod of form at t ing
your shape is t o use t he QuickSt yle opt ion in t he SH APE STYLES group
 To a pply a Qu ick St yle

M ou se
i. Select t he shape or shapes you wish t o apply a QuickSt yle t o.
ii. As you m ove your m ouse ov er t he various opt ions your shape on t he work sheet will
t em porarily t ake on t hat form at as a pr eview. See below.
Ot her t hem e
fills
iii. I f y ou pr efer t o look at t he ot her t hem fills opt ion at t he bot t om you w ill be given t he above
opt ions
iv. When y ou locat e t he st y le you want click on it t o apply it t o your shape.

138
M a n u a l For m a t t in g
Manual form at t ing can be applied as w ell. Fill, border , 3D, r ot at ion et c using
various t ools fr om t he form at ribbon. Ther e are also t ools for aligning,
layering and sizing your shape as in a deskt op publishing program m e.
 To ch a n ge fill colour
M ou se
i. Select shape t o be for m at t ed select FI LL COLOUR from t he SH APE
STYLES gr oup.
ii. Select a TH EM E COLOUR, STAN D ARD COLOUR, GRAD I EN T,
TEXTURE, PI CTURE or M ORE FI LL COLOURS.
m or e fill colou r s give s a pa le t t e w it h a ny possible colou r y ou m a y r e qu ir e . You
m a y m a t ch a colou r if you k n ow t h e RGB or CYM K n u m be r s)
 To ch a n ge a bor der
M ou se
i. Select shape t o be for m at t ed select SH APE OUTLI N E fr om t he shape
st yles gr oup.
ii. Select a TH EM E COLOUR, STAN D ARD COLOUR or M ORE OUTLI N E
COLOURS.
iii. when you have select ed a colour for your shapes out line you m ay wish
t o m ak e it t hicker or t o have a dashed st yle. Repeat st ep one and select
weight or dashes and m ake a select ion t o apply t o y our shape.
Th e a r r ow s opt ion is a v a ila ble if you r sh a pe h a pp e n s t o b e a n y
k in d of lin e y ou m a y ch oose a n a r r ow st y le a s w e ll a s a w e igh t
a n d lin e st yle
 To a pply sh a pe e ffect s
M ou se
i. Select shape t o be for m at t ed. Click on shape
effect s t o see m enu on right
ii. The pr eset m enu show s popular st yles m ade
up of t he ot her m enu choices. Select a pr eset
t o apply.
iii. You m ay alt er aspect s of t he pr eset by
repeat ing and select ing a different m enu
choice.
Usin g a ll form a t t in g ch oice s show n give s a ve r y
pr ofe ssion a l fin ish t o a ny obj e ct pla ce d on t h e
w or k sh e e t m a n y of t h e se opt ions a r e a va ila ble for
ch a r t s a n d pict u r e s.

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M ORE FORM ATTI N G

Th e m e s
You can quickly and easily form at an ent ire docum ent t o give it a professional and m odern
look by applying a docum ent t hem e ( A set of unified design elem ent s t hat pr ovides a look
for y our docum ent by using colour, font s and graphics.) . A docum ent t hem e is a set of
for m at t ing choices t hat include a set of t hem e colours, a set of t hem e font s ( including
heading and body t ext font s) , and a set of t hem e effect s ( including lines and fill effect s) .
Excel provides several predefined docum ent t hem es, but you can also creat e y our own by
cust om izing an exist ing docum ent t hem e, and t hen by saving it as a cust om docum ent
t hem e. Docum ent t hem es ar e shar ed acr oss Office pr ogram s so t hat all of your Office
docum ent s can hav e t he sam e, uniform look .
 To Apply a docu m e n t t h e m e
You can change t he docum ent t hem e t hat is applied by default in Office program s, such as
Word, Excel and Power Point , by select ing anot her pr edefined docum ent t hem e or a cust om
docum ent t hem e. Docum ent t hem es t hat y ou apply im m ediat ely affect t he st yles ( A
com binat ion of form at t ing charact erist ics, such as font , font size, and indent at ion, t hat you
nam e and st or e as a set . When y ou apply a st yle, all of t he form at t ing inst ruct ions in t hat
st yle ar e applied at one t im e.) t hat you can use in your docum ent .
M ou se
i. On t he PAGE LAYOUT ribbon, in t he TH EM ES
group, click TH EM ES.
ii. To apply a predefined docum ent t hem e, click t he
docum ent t hem e t hat you want t o use under
BUI LT- I N .
iii. To apply a cust om docum ent t hem e, click t he docum ent t hem e t hat y ou want t o use under
CUSTOM .
Cu st om is a va ila ble on ly if y ou cr e a t e d on e or m or e cu st om docum e nt t h e m e s
iv. I f a docum ent t hem e t hat you want t o use is not list ed, click BROW SE FOR TH EM ES t o find
it on your com put er or a net work locat ion.
v. To search for ot her docum ent t hem es on Office Online, click SEARCH OFFI CE ON LI N E.

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Cu st om isin g A Th e m e
The collect ion of font s, colours and effect s t hat m ake up a t hem e can all be cust om ised and
t hen sav ed as a cust om t hem e
 To cust om ise a t h em e
i. Click on t he drop down arrow next t o t he aspect of t he t hem e you wish t o change colours,
font s or effect s.
ii. Make a select ion fr om t he choices present .

iii. Click on TH EM ES and SAVE CURREN T TH EM E.
iv. Clicking on t he TH EM ES but t on in fut ure will display CUSTOM , t o allow you t o use t his
t hem e in fut ure w orkbooks.

141
 To se t cu st om colou r sch e m es for a t he m e

M ou se
i. Click on t he drop down arrow next t o t he
COLOURS but t on.
ii. Select CREATE N EW TH EM E COLOURS
at t he bot t om of t he m enu
iii. The dialog above is displayed

iv. Select new colours for t he various part s of
your t hem e. A sam ple is shown on t he
right t o show you how t he colours appear
t oget her
v. Ent er a nam e for your colour schem e in
t he N AM E box
vi. Click on SAVE.
vii. Next t im e you click on t he colours but t on
it will display CUSTOM and t he set s of
colours you have cr eat ed.
 To cr e a t e cust om fon t sch e m es for a t he m e .

M ou se
i. Click on t he drop down arr ow next t o t he FON TS but t on.
ii. Select CREATE N EW TH EM E FON TS at t he bot t om of t he m enu
iii. The dialog t o t he right is
displayed
iv. Select Font s for t he heading
and a font for t he body t ext
see sam ple on right of dialog.
v. Ent er a nam e for your font
schem e in t he N AM E box
vi. Click on SAVE.
vii. Next t im e y ou click on t he
FON TS but t on it will display
CUSTOM and t he set s of font s y ou have creat ed.

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Ce ll St yle s
To apply several form at s in one st ep, and t o ensur e t hat cells have consist ent form at t ing,
you can use a cell st yle. A cell st yle is a defined set of form at t ing charact erist ics, such as
font s and font sizes, num ber form at s, cell border s and cell shading. To prev ent anyone from
m aking changes t o specific cells, you can also use a cell st yle t hat locks cells. Microsoft
Office Excel has several built - in cell st yles t hat you can apply or m odify. You can also m odify
or duplicat e a cell st yle t o creat e your own, cust om cell st yle.
Ce ll st yle s a r e ba se d on t he docu m e nt t h e m e t h a t is a pplie d t o t h e e n t ir e w or k book . W h e n y ou sw it ch t o
a n ot h e r docum e n t t h e m e , t h e ce ll st y le s a r e upda t e d t o m a t ch t h e n e w docum e nt t h e m e .
How t o select cells, ranges, row s, or colum ns

To se le ct D o t his
A single cell Click t he cell, or press t he arrow keys t o m ove t o t he cell.
A range of cells Click t he first cell in t he range, and t hen drag t o t he last cell, or hold down
SH I FT while you press t he arrow keys t o ext end t he select ion.
You can also select t he first cell in t he range, and t hen press F8 t o ext end t he
select ion by using t he arrow keys. To st op ext ending t he select ion, press F8
again.
A large range of Click t he first cell in t he range, and t hen hold down SH I FT while you click t he last
cells cell in t he range. You can scroll t o m ake t he last cell visible.
All cells on a Click t he SELECT ALL but t on. To select t he ent ire worksheet , you
worksheet can also press CTRL+ A. I f t he worksheet cont ains dat a, CTRL+ A
select s t he current region. Pressing CTRL+ A a second t im e select s
t he ent ire worksheet .
Nonadj acent cells Select t he first cell or range of cells, and t hen hold down CTRL while you select
or cell ranges t he ot her cells or ranges. You can also select t he first cell or range of cells, and
t hen press SH I FT+ F8 t o add anot her nonadj acent cell or range t o t he select ion.
To st op adding cells or ranges t o t he select ion, press SH I FT+ F8 again. You
cannot cancel t he select ion of a cell or range of cells in a nonadj acent select ion
wit hout cancelling t he ent ire select ion.
An ent ire row or You can also select cells in a row or colum n by select ing t he first cell and t hen
colum n pressing CTRL+ SH I FT+ ARROW key ( RI GH T ARROW or LEFT ARROW for
rows, UP ARROW or D OW N ARROW for colum ns) .I f t he row or colum n cont ains
dat a, CTRL+ SH I FT+ ARROW key select s t he row or colum n t o t he last used cell.
Pressing CTRL+ SH I FT+ ARROW key a second t im e select s t he ent ire row or
colum n.
Adj acent rows or Drag across t he row or colum n headings. Or select t he first row or colum n; t hen
colum ns hold down SH I FT while you select t he last row or colum n.
Nonadj acent rows Click t he colum n or row heading of t he first row or colum n in your select ion; t hen
or colum ns hold down CTRL while you click t he colum n or row headings of ot her rows or
colum ns t hat you want t o add t o t he select ion.
The first or last cell Select a cell in t he row or colum n, and t hen press CTRL+ ARROW key ( RI GH T
in a row or colum n ARROW or LEFT ARROW for rows, UP ARROW or D OW N ARROW for
colum ns) .
The first cell on a Press CTRL+ H OM E t o select t he first cell on t he worksheet or in an Excel list .
worksheet
Last used cell on Select t he first cell, and t hen press CTRL+ SH I FT+ EN D t o ext end t he select ion
t he sheet ( lower- of cells t o t he last used cell on t he worksheet ( lower- right corner) .
right corner)
Cells to t he Select t he first cell, and t hen press CTRL+ SH I FT+ H OM E t o ext end t he select ion
beginning of sheet of cells t o t he beginning of t he worksheet .
To ca n ce l a se le ct ion of ce lls, click a ny ce ll on t h e w ork sh e e t .
 To Apply a ce ll st yle

143
M ou se
i. Select t he cells t hat you want t o form at .
ii. On t he H OM E ribbon, in t he STYLES gr oup, click CELL STYLES.
iii. Click t he cell st yle t hat you want t o apply fr om t he QuickSt yles displayed.
 To cr e a t e cust om ce ll st yle
M ou se
i. On t he H OM E ribbon, in t he STYLES gr oup, click CELL STYLES.
ii. Click N EW CELL STYLE.
iii. I n t he STYLE N AM E box, t ype an appropriat e nam e for t he new cell st yle.
iv. On t he various t abs in t he FORM AT CELLS dialog box,
select t he form at t ing t hat you want , and t hen click OK.
v. I n t he STYLE dialog box, under STYLE I N CLUD ES ( BY
EXAM PLE) , clear t he check box es for any for m at t ing t hat
you don't want t o include in t he cell st yle.
vi. Click FORM AT. To open t he FORM AT dialog
vii. Choose form at t ing opt ions as y ou would nor m ally would
from each t ab in FORM AT dialog
viii. Click OK t o close FORM AT dialog
ix. Click OK t o cr eat e and apply t he st yle

144
 To r e m ove a ce ll st yle
M ou se
i. On t he H OM E ribbon, in t he STYLES gr oup, click CELL STYLES.
ii. To r em ov e t he cell st yle fr om t he select ed cells wit hout delet ing t he cell st yle, choose t he
norm al st yle t his will rem ov e all form at t ing from t he cell,
iii. To delet e a cr eat ed cell st yle t he access t he QuickSt yles list .
iv. Right click on desir ed cell st yle, choose delet e.
You ca n n ot de le t e t h e N ORM AL ce ll st y le .
Con dit ion a l For m a t t in g

Whenev er y ou analyze dat a, you oft en ask y ourself quest ions, such as:
Where are t he except ions in a sum m ary of profit s over t he past five years?
What are t he t rends in a m arket ing opinion poll over t he past t wo years?
Who has sold m ore t han £50,000 t his m ont h?
What is t he overall age dist ribut ion of em ployees?
Which product s have great er t han 10% revenue increases from year t o year?
Who are t he highest perform ing and lowest perform ing st udent s in t he new st udent class?
Condit ional form at t ing helps t o answ er t hese quest ions by m aking it easy t o highlight
int erest ing cells or r anges of cells, em phasize unusual values, and visualize dat a by using
dat a bars, colour scales and icon set s. A condit ional form at changes t he appearance of a cell
range based on a condit ion ( or crit eria) . I f t he condit ion is t rue, t he cell range is form at t ed
based on t hat condit ion; if t he condit ional is false, t he cell range is not form at t ed based on
t hat condit ion.
W h e n cr e a t ing a con dit iona l for m a t , y ou ca n r e fe r e n ce ot h e r ce lls in a w or k sh e e t , su ch a s = FY2 0 0 6 !A5 ,
but you ca nn ot use e x t e r na l r e fe r e n ce s t o a not h e r w or k book .
 To For m a t a ll ce lls by u sin g a t w o- colou r sca le

Colour scales ar e visual guides t hat help you
underst and dat a dist ribut ion and variat ion. A t wo-
colour scale helps you com par e a range of cells by
using a gradat ion of t wo colours. The shade of t he
colour repr esent s higher or lower values. For exam ple,
in a green and red colour scale, you can specify higher
value cells have a gr eener colour and lower value cells
have a r edder colour.
M ou se
i. Select a range of cells, or m ake sur e t hat t he act ive
cell is in a t able or Pivot Table report .
ii. On t he H OM E ribbon, in t he STYLES
group, click t he arr ow next to
CON D I TI ON AL FORM ATTI N G, and t hen
click COLOUR SCALES.
iii. Select a t w o- colour scale.
H ove r ove r t h e colou r sca le icon s t o se e w h ich on e is a t w o- colou r sca le . The t op colou r r e pr e se n t s
h igh e r va lu e s a n d t h e bot t om colou r r e pr e se nt s low er va lu e s.

145
Ot her condit ional form at opt ions

Alt hough we looked at t he t wo colour scale t o apply t here are ot her opt ions you m ay wish t o
apply. I t will obviously depend on what dat a y ou have and how y ou wish t o show it , which of
t hese set s of condit ional form at t ing QuickSt yles you wish t o choose.
More rules
I f y ou cannot find what you wish wit h all t hose opt ions t hen y ou will have t o cr eat e y our own
by creat ing your own rule
 To m a n a ge r u les for a dva n ce d for m a t t in g.

M ou se
i. Select a range of cells, or m ak e sure t hat t he act ive cell is in a t able or Pivot Table r eport .
ii. On t he H OM E ribbon, in t he STYLES group, click t he ar row next t o CON D I TI ON AL
FORM ATTI N G, and t hen click M AN AGE RULES.
iii. The CON D I TI ON AL FORM ATTI N G RULES M AN AGER dialog box is displayed.

146
 To a dd a con dit ion a l for m a t ( n e w r u le ) .

M ou se
i. lick N EW RULE. The N EW FORM ATTI N G
RULE dialog box is displayed.
ii. Select a rule t ype fr om t op sect ion of dialog.
iii. Edit t he rule descript ion in bot t om sect ion.
Rule descript ions will change dependent on t he
rule t ype.
iv. Select t he colours y ou wish t o apply if t he
condit ions you hav e set are m et .
v. Click OK t o creat e t he rule t he rule will t hen
appear in t he RULE M AN AGER.
vi. Click OK t o apply t he rule and close t he
RULE M AN AGER
 To con dit ion a lly for m a t t o t w o colou r sca le ( a dva n ce d)

M ou se
i. On t he H OM E ribbon, in t he STYLES group, click t he ar row next t o CON D I TI ON AL
FORM ATTI N G, and t hen click M AN AGE RULES.
ii. The CON D I TI ON AL FORM ATTI N G RULES M AN AGER dialog box is
displayed.
iii. Make sure t hat t he appropriat e work sheet or t able is select ed in t he
SH OW FORM ATTI N G RULES FOR list box.
iv. Opt ionally, change t he range of cells by clicking COLLAPSE
D I ALOG in t he APPLI ES TO box t o t em porarily hide t he
dialog box, select ing t he new range of cells on t he work sheet ,
and t hen select ing EXPAN D D I ALOG.
v. Select t he rule, and t hen click ED I T RULE. The ED I T FORM ATTI N G RULE dialog box is
displayed.
vi. Under SELECT A RULE TYPE, click FORM AT
ALL CELLS BASED ON TH EI R V ALUES.
vii. Under ED I T TH E RULE D ESCRI PTI ON , in
t he FORM AT STYLE list box, select 2 -
COLOR SCALE.
viii. Select a M I N I M UM and M AXI M UM TYPE
FORM AT LOW EST AN D H I GH EST
VALUES Select Lowest Value and Highest
Value. I n t his case, you do not ent er a
Minim um and Maxim um Value.
FORM AT A N UM BER , dat e, or t im e value
Select Num ber, and t hen ent er a Minim um and
Maxim um Value.
FORM AT A PERCEN TAGE Select Percent ,
and t hen ent er a Minim um and Maxim um

147
Value. Valid values are fr om 0 t o 100. Do not ent er a percent sign. Use a percent age when you
want t o visualize all values proport ionally because t he dist ribut ion of values is proport ional.
FORM AT A PERCEN TI LE Select Percent ile and t hen ent er a Minim um and Maxim um Value.
Valid percent iles are from 0 t o 100. You cannot use a percent ile if t he range of cells cont ains m ore
t han 8,191 dat a point s. Use a percent ile when you want t o visualize a group of high values ( such
as t he t op 20 t h percent ile) in one colour grade proport ion and low values ( such as t he bot t om 20 t h
percent ile) in anot her colour grade proport ion, because t hey represent ext rem e values t hat m ight
skew t he visualizat ion of y our dat a.
FORM AT A FORM ULA RESULT Select Form ula, and t hen ent er a Minim um and Maxim um
Value. The form ula m ust r et urn a num ber, dat e or t im e value. St art t he form ula wit h an equal sign
( = ) . I nvalid form ulas result in no form at t ing applied. I t 's a good idea t o t est t he form ula in t he
worksheet t o m ake sure t hat it doesn't ret urn an error value.
M in im u m a n d Ma x im um va lu e s a r e t h e m in im um a nd m a x im um va lu e s for t h e r a n ge of ce lls. Ma k e su r e
t ha t t h e M in im um va lu e is le ss t h a n t h e M a x im um va lu e .
You ca n choose a diffe r e n t Min im um a n d M a x im um Ty pe . For e x a m ple , y ou ca n choose a M in im u m
N um be r a n d Ma x im um Pe r ce n t .
ix. To choose a M I N I M UM and M AXI M UM colour scale, click COLOUR for each, and t hen
select a colour. I f y ou want t o choose addit ional colours or creat e a cust om colour, click
M ORE COLOURS.
x. The colour scale t hat you select is displayed in t he PREVI EW box.
xi. Click OK t o ret urn t o t he rule m anager
xii. Click OK t o apply t he new rule t o select ed cells and close rule m anager .
 To For m a t a ll ce lls by u sin g da t a ba r s qu ick for m a t t in g

A dat a bar helps y ou see t he value of a cell relat ive t o ot her
cells. The lengt h of t he dat a bar represent s t he value in t he
cell. A longer bar r epr esent s a higher value and a short er
bar r epr esent s a lower value. Dat a bars ar e useful in
spot t ing higher and lower num ber s especially wit h large am ount s of dat a, such as t op and
bot t om selling t oys in a holiday sales r eport .
M ou se
ii. On t he H OM E ribbon, in t he STYLE group, click t he arr ow next t o CON D I TI ON AL
FORM ATTI N G, click D ATA BARS and t hen select a dat a bar icon.
 To For m a t a ll ce lls by u sin g da t a ba r s a dva n ce d for m a t t ing

M ou se
FORM ATTI N G, and t hen click M AN AGE RULES. The Condit ional Form at t ing RULES
M AN AGER dialog box is displayed.
Eit h e r
i. To add a condit ional for m at , click N EW RULE. The N EW FORM ATTI N G RULE dialog box is
displayed.
OR

148
i. To change a condit ional form at , Make sure t hat t he appropriat e work sheet or t able is
select ed in t he SH OW FORM ATTI N G RULES FOR list box.
ii. Opt ionally, change t he range of cells by clicking COLLAPSE D I ALOG in t he APPLI ES
TO box t o t em porarily hide t he dialog box, select ing t he new range of cells on t he
wor ksheet , and t hen select ing EXPAN D D I ALOG .
iii. Select t he rule, and t hen click ED I T RULE. The ED I T FORM ATTI N G RULE dialog box is
displayed.
iv. Under SELECT A RULE TYPE, click FORM AT ALL CELLS BASED ON TH EI R VALUES.
v. Under ED I T TH E RULE D ESCRI PTI ON , in t he FORM AT STYLE list box, select D ATA BAR.
vi. Select a Short est Bar and Longest Bar Type.
FORM AT LOW EST AN D H I GH EST V ALUES Select Lowest Value and Highest Value. I n t his
case, you do not ent er a Short est Bar and Longest Bar Value.
FORM AT A N UM BER, D ATE, OR TI M E VALUE Select Num ber, and t hen ent er a Short est Bar
and Longest Bar Value.
FORM AT A PERCEN TAGE Select Percent , and t hen ent er a Short est Bar and Longest Bar Value.
Valid values are from 0 t o 100. Do not ent er a percent sign. Use a percent age when you want t o
visualize all values proport ionally because t he dist ribut ion of values is proport ional.
FORM AT A PERCEN TI LE Select Percent ile and t hen ent er a Short est Bar and Longest Bar
Value. Valid percent iles are from 0 t o 100. You cannot use a percent ile if t he range of cells cont ains
m ore t han 8,191 dat a point s. Use a percent ile when you want t o visualize a group of high values
( such as t he t op 20 t h percent ile) in one dat a bar proport ion and low values ( such as t he bot t om 20 t h
percent ile) in anot her dat a bar proport ion, because t hey represent ext rem e values t hat m ight skew
t he visualizat ion of your dat a.
FORM AT A FORM ULA result Select Form ula, and t hen ent er a Short est Bar and Longest Bar
Value. The form ula m ust r et urn a num ber, dat e or t im e value. St art t he form ula wit h an equal sign
( = ) . I nvalid form ulas result in no form at t ing applied. I t 's a good idea t o t est t he form ula in t he
worksheet t o m ake sure t hat it doesn't ret urn an error value.
M a k e su r e t ha t t h e Sh ort e st Ba r va lu e is le ss t ha n t h e Longe st Ba r va lu e .
You ca n ch oose a diffe r e n t Sh ort e st Ba r a n d Lon ge st Ba r Ty pe . For e x a m ple , y ou ca n choose a Sh or t est
Ba r N u m be r a n d Lon ge st Ba r Pe r ce n t . To ch oose a Sh or t e st Ba r a nd Longe st Ba r colou r sca le , click Ba r
Colou r . I f y ou w a n t t o ch oose a ddit iona l colou rs or cr e a t e a cu st om colou r , click M or e Colou r s. Th e ba r
colou r t ha t you se le ct is displa y e d in t h e Pr e vie w box . To sh ow on ly t h e da t a ba r a n d n ot t h e va lu e in
t h e ce ll, se le ct Sh ow Ba r On ly .
 To Cle a r con dit ion a l for m a t s ( w ork sh ee t )

M ou se
i. On t he H OM E ribbon, in t he STYLES group, click t he ar row next t o CON D I TI ON AL
FORM ATTI N G, and t hen click CLEAR RULES.
ii. Click EN TI RE SH EET.
 To Cle a r con dit ion a l for m a t s ( A r a n ge of ce lls, t a ble , or Pivot Ta ble )
M ou se
i. Select t he range of cells, t able or Pivot Table for which you want t o clear condit ional form at s.
FORM ATTI N G, and t hen click CLEAR RULES.
iii. Depending on what y ou have select ed, click SELECTED CELLS, TH I S TABLE or TH I S
PI VOTTABLE.

149
sect ion 7 Excel t ools
SECTI ON 7 EX CEL TOOLS

 Obj e ct ive s
Use t ools t o check your calculat ions
Share your w orkbook wit h ot her s
Track changes and prot ect your workbook
Use proofing t ools t o check and cor rect y our docum ent

150
REVI EW I N G
Com m e n t s
When a cell has a com m ent at t ached, Cell Tips
aut om at ically display t he com m ent s added w hen t he
m ouse point er r est s ov er t he cell. You can t ell w hich
cells have com m ent s at t ached as t hey have a com m ent
indicat or ( a sm all red corner t riangle) .
 To a dd a com m e n t :
M ou se
i. Click in t he cell where y ou want t o insert a com m ent .
ii. Choose N EW COM M EN T fr om t he REV I EW ribbon, COM M EN TS gr oup
iii. I n t he t ext box t hat appear s at t ached t o t he cell, t ype y our com m ent .
iv. Click out side t he t ext box t o confirm t he ent r y and close t he
t ext box.
 To vie w com m e n t s:
M ou se
i. Posit ion your m ouse over t he t op of t he cell t hat cont ains
t he com m ent . Shown w it h a t iny coloured t riangle in t op of
t he cell corner.
ii. Your com m ent will be displayed as a Cell Tip.
 To e dit com m e n t s:
M ou se
i. Click in t he cell where y ou want t o edit a com m ent .
ii. Choose ED I T COM M EN T fr om t he REV I EW ribbon
iii. I n t he t ext box edit your com m ent .
iv. Click out side t he t ext box t o confirm t he ent r y and close t he t ext box .
 H idin g a n d r e displa yin g com m e n t s:

M ou se
i. You can hide an individual com m ent by clicking t he right m ouse
but t on over t he cell t hat cont ains t he com m ent and choosing
SH OW / H I D E COM M EN T from t he short cut m enu.
OR
i. Click on SH OW / H I D E COM M EN TS in t he COM M EN TS gr oup on t he REVI EW ribbon
ii. When you want t o r edisplay all individually hidden COM M EN TS click on SH OW ALL
COM M EN TS in t he COM M EN TS gr oup on t he REVI EW ribbon

151
 Re vie w in g com m ent s:

M ou se
i. Go t o t he COM M EN TS group on t he REVI EW r ibbon.
ii. To view each com m ent in sequence click t he N EXT COM M EN T but t on.
iii. To view t he com m ent s in reverse order , click t he PREVI OUS COM M EN T but t on.
Pr ot e ct in g
When sending your wor k t o som eone else t o
check, m ak e cor rect ions or com m ent s it is
necessary t o t rack t he changes t hat ot her s m ay
m ake t o your work t o see what changes t hey hav e
m ade as t hey review your work . You m ay also
want t o rest rict what t hey ar e allowed t o do t o your w or k so t hey do not inadvert ent ly
dam age form ulae and funct ions t hat m ake t he wor kbook pr oduce valid figures. For t hese
reasons w e m ay have t o pr ot ect t he workbook in various ways.
 To pr ot e ct a w ork book
Prot ect ing a workbook ensures individuals cannot , insert , delet e,
m ov e or ot herwise t am per wit h t he sheet s in your w or k book.
Hidden sheet s will not be able t o be unhidden if valuable t ables
or dat a is st ored on t hem .
M ou se
i. Click on PROTECT W ORKBOOK in t he CH AN GES
group on t he REVI EW r ibbon
ii. Select PROTECT STRUCTURE AN D W I N D OW S t he
following dialog will appear .
iii. For securit y ( not essent ial) ent er a passw ord and click
on OK. Workbook st ruct ure is now pr ot ect ed.
 To un pr ot e ct a w or k book
M ou se
i. Click on PROTECT W ORKBOOK in t he CH AN GES
group on t he REVI EW r ibbon
ii. Select UN PROTECT STRUCTURE AN D W I N D OW S a dialog will appear asking for passw ord
if one was used.
iii. Ent er password, click on OK, w or kbook is now unprot ect ed

152
 Pr ot e ct w ork sh e et da t a
M ou se
i. Select all cells you would like individuals
t o be allowed t o change.
ii. On t he H OM E ribbon, in t he CELLS
group, click FORM AT, and t hen click
FORM AT CELLS.
iii. Click on t he prot ect ion t ab
iv. Unt ick LOCK CELLS.
OR
i. On t he H OM E ribbon, in t he CELLS group, click
FORM AT t hen click on t he LOCK CELL but t on t o unlock
select ed cells.
ii. Click on PROTECT W ORKSH EET in t he CH AN GES
group on t he REVI EW r ibbon.
iii. Tick what you wish user s t o be allowed t o do in your
wor kbook.
iv. Ent er a passw ord if you wish
v. Click on OK.
vi. Sheet is now pr ot ect ed any cell t hat was lock ed is now
unedit able by anyone.
 To un pr ot e ct w ork sh e e t da t a
M ou se
i. Click on PROTECT W ORKSH EET in t he CH AN GES group on t he REVI EW ribbon
ii. Ent er password t o unpr ot ect sheet if one was used.
iii. Click OK

153
Tr a ck in g
 To pr ot e ct for t r a ck e d ch a n ges
M ou se
i. Click on TRACK CH AN GES and t hen H I GH LI GH T CH AN GES in t he CH AN GES gr oup on t he
REVI EW ribbon
ii. The H I GH LI GH T CH AN GES dialog will appear.
iii. Tick t he TRACK CH AN GES W H I LE ED I TI N G opt ion
iv. Click on OK.
v. Any changes m ade t o t he workbook by anyone now will leave a m ar k in t he cell t o show it
has been changed by w ho, when and what t he change is.
 To Acce pt / r e j e ct cha n ge s
When changes have been m ade t o y our w or kbook you m ay wish t o check t hose changes and
see what has been alt ered. You m ay not be happy wit h som e of t he changes and wish t o
rej ect t hem for what was pr eviously wit hin a cell.
M ou se
i. Click on TRACK CH AN GES and t hen
ACCEPT/ REJECT CH AN GES in t he
CH AN GES group on t he REV I EW ribbon.
ii. The SELECT CH AN GES TO ACCEPT OR
REJECT dialog will appear.
iii. Click OK. The ACCEPT OR REJECT
CH AN GES dialog will appear
iv. As you accept or r ej ect each change t he
dialog will aut om at ically m ove on t o t he
next change. When you have finished click
close t o close t he dialog and finish
reviewing.

154
Use A Sh a r e d W or k book To Colla bor a t e

You can cr eat e a shared w or kbook and place it on a
net work locat ion where sev eral people can edit t he cont ent s
sim ult aneously. For ex am ple, if t he people in your w or k
group each handle sev eral proj ect s and need t o know t he
st at us of each ot her's proj ect s, t he gr oup can use a shared
wor kbook t o t rack t he st at us of t he proj ect s. All persons
involved can t hen ent er t he inform at ion for t heir proj ect s in t he sam e w orkbook.
As t he owner of t he shared w or kbook, you can m anage it by rem oving users from t he
shared workbook and r esolving conflict ing changes. When all changes have been
incorporat ed, you can st op sharing t he wor kbook.
Feat ures t hat are not support ed in a shared w orkbook
In a shared workbook, you cannot But you may be able to do the following
Create an Excel table None
Insert or delete blocks of cells You can insert entire rows and columns.
Delete worksheets None
Merge cells or split merged cells None
Add or change conditional formats Existing conditional formats continue to appear as cell
values change, but you can't change these formats or
redefine the conditions.
Add or change data validation Cells continue to be validated when you type new values,
but you can't change existing data validation settings.
Create or change charts or PivotChart You can view existing charts and reports.
reports
Insert or change pictures or other objects You can view existing pictures and objects.
Insert or change hyperlinks Existing hyperlinks continue to work.
Use drawing tools You can view existing drawings and graphics.
Assign, change, or remove passwords Existing passwords remain in effect.
Protect or unprotect worksheets or the Existing protection remains in effect.
workbook
Create, change, or view scenarios None
Group or outline data You can continue to use existing outlines.
Insert automatic subtotals You can view existing subtotals.
Create data tables You can view existing data tables.
Create or change PivotTable reports You can view existing reports.
Write, record, change, view, or assign You can run existing macros that don't access unavailable
macros features. You can record shared workbook operations
into a macro stored in another unshared workbook.
Add or change Microsoft Excel 4 dialog None
sheets
Change or delete array formulas Existing array formulas continue to calculate correctly.
Use a data form to add new data You can use a data form to find a record.
Work with XML data, including: None
Import, refresh, and export XML data
Add, rename, or delete XML maps
Map cells to XML elements
Use the XML Source task pane, XML
toolbar, or XML commands on the Data
menu

155
Sh a r e A W or k book
Creat e a new workbook and ent er any dat a t hat you want t o provide, or open an exist ing
wor kbook t hat y ou want t o m ak e available for m ult i- user edit ing.
Not all feat ures ar e support ed in a shared w orkbook. I f you want t o include any of t he
following feat ures, y ou should add t hem befor e y ou save t he w or kbook as a shared
wor kbook: m erged condit ional form at s dat a v alidat ion, chart s, pict ures, obj ect s including
drawing obj ect s, hyper links scenarios, out lines subt ot als, dat a t ables Pivot Table report s
wor kbook and w or ksheet prot ect ion, and m acr os. You cannot m ake changes t o t hese
feat ur es aft er you shar e t he w orkbook.
 To sh a r e a w or k book
M ou se
i. On t he REVI EW t ab, in t he CH AN GES gr oup, click SH ARE W ORKBOOK.
ii. On t he ED I TI N G t ab, select t he ALLOW CH AN GES BY M ORE TH AN ON E
USER AT TH E SAM E TI M E. TH I S ALSO ALLOW S W ORKBOOK M ERGI N G
check box.
iii. On t he AD V AN CED t ab, select t he opt ions t hat you want t o use for t racking and updat ing
changes, and t hen click OK.
iv. I f t his is a new workbook, t ype a nam e in t he FI LE N AM E box .

OR
i. I f t his is an exist ing workbook, click OK t o save t he workbook, click FI LE RI BBON and
t hen click SAVE AS.
ii. I n t he SAVE I N box , select a net work locat ion t hat is accessible t o t he int ended user s, and
t hen click SAVE.
You should use a shared net work folder, not a Web server.
iii. I f t he w orkbook cont ains links t o ot her workbooks or docum ent s, v erify t he links and
updat e any links t hat are br ok en, and t hen click SAVE on t he QUI CK ACCESS
TOOLBAR, or press CTRL+ S.

156
Lin k s
Links t o dat a in ot her w orkbooks can be pr oblem at ic if your ar e em ailing a linked wor kbook
or if linked files are in inaccessible areas of t he net wor k. Checking and edit ing links bet ween
t he various files y ou ar e accessing especially if t hey are t o be shar ed files is im port ant .
 To ve r ify an d u pda t e lin k s t o ot h e r w ork book s or

docu m en t s
M ou se
i. On t he D ATA t ab, in t he CON N ECTI ON S group, click ED I T
LI N KS.
The Edit Links t o Files com m and is
unavailable if your file does not
cont ain linked inform at ion.
ii. Click CH ECK STATUS t o v erify t he
st at us for all links in t he list .
This m ay t ake a while if t here are
m any links, or if t he source
workbook for t he links is on a
net work locat ion, and t he net work
is slow.
iii. Check t he st at us in t he STATUS
colum n, click t he link and t hen
t ake t he act ion t hat is needed.
I F TH E STATUS I S TAKE TH I S ACTI ON
OK No act ion is required. The link is working and up t o dat e.
Unknow n Click CH ECK STATUS t o updat e t he st at us for all links in t he list .
N/ A The link uses Obj ect Linking and Em bedding ( OLE) or Dynam ic Dat a
Exchange ( DDE) Microsoft Office Excel cannot check t he st at us of t hese
t ypes of links.
Error: Source not found Click CH AN GE SOURCE, and t hen select anot her workbook.
Error: Worksheet not Click CH AN GE SOURCE, and t hen select anot her worksheet . The source
found m ay have been m oved or renam ed.
Warning: Values not Click UPD ATE VALUES. The link was not updat ed when t he workbook
updat ed was opened.
Warning: Click Open The workbook m ay be set t o m anual calculat ion. To set t he workbook t o
Source, and calculat e t he aut om at ic calculat ion, click FI LE RI BBON , and t hen click EXCEL
workbook by pressing F9 OPTI ON S. I n t he FORM U LAS cat egory, under CALCULATI ON
OPTI ON S, click AUTOM ATI CALLY.
Warning: Som e nam es Click OPEN SOURCE, swit ch back t o t he dest inat ion workbook and t hen
cannot be resolved unt il click CH ECK STATUS. I f t his does not resolve t he problem , m ake sure
t he source workbook is t hat t he nam e is not m isspelled or m issing. Swit ch t o t he source
opened workbook, and t hen on t he FORM ULAS t ab, in t he N AM ED CELLS
group, click N AM E M AN AGER, and look for t he nam e.
Warning: Click Open The link cannot be updat ed unt il t he source is open.
Source
Source is open The st at us of a link cannot be checked.
Values updat ed from file No act ion is required. The values have been updat ed.
nam e
Warning: Excel cannot The source m ay cont ain no worksheet s or m ay be saved in an
det erm ine t he st at us of unsupport ed file form at . Click UPD ATE VALUES.
t he link

157
W or k in g W it h A Sh a r e d W or k book
All users wit h access t o t he net work shar e hav e full access t o t he shared workbook unless
you lock cells and prot ect t he worksheet t o rest rict access. When you prot ect a shar ed
wor kbook, y ou can set a passw ord t hat all user s m ust ent er t o open t he w or kbook .
To edit t he shared w or kbook, all users m ust have one of t he following inst alled on t heir
com put ers: Microsoft Office Ex cel, Microsoft Ex cel 97 or lat er or Microsoft Excel 98 or lat er
for Macint osh.
Not all Excel feat ures are support ed in a shared workbook.
 To Edit a sh a r e d w or k book
Aft er y ou open a shar ed workbook, you can ent er and change dat a as you do in a regular
wor kbook.
i. Open t he shared workbook .
ii. Click t he FI LE RI BBON , and t hen click EXCEL OPTI ON S.
iii. I n t he POPULAR cat egory , under PERSON ALI ZE YOUR COPY OF OFFI CE, in t he USER
N AM E box, ent er t he user nam e t hat you want t o use t o ident ify your work in t he shared
wor kbook, and t hen click OK.
iv. Ent er and edit dat a on t he work sheet s as usual.
You won't be able t o add or change t he following: m erged cells, condit ional form at s, dat a
validat ion, chart s, pict ures, obj ect s including drawing obj ect s, hyperlinks, scenarios, out lines,
subt ot als, dat a t ables, Pivot Table report s, workbook and worksheet prot ect ion, and m acros.
Make any filt er and print set t ings t hat you want for your personal use. Each user's set t ings are
saved individually by default .
You can also use t he filt er or print set t ings t hat were m ade by t he owner of t he workbook whenever
you open t he workbook.
v. To save your changes t o t he workbook and see t he changes t hat ot her user s hav e sav ed
since your last sav e, click SAVE on t he QUI CK ACCESS TOOLBAR, or pr ess
CTRL+ S. I f t he RESOLVE CON FLI CTS dialog box appear s, r esolve t he conflict s.
You can see who else has t he workbook open on t he Edit ing t ab of t he Share Workbook dialog box
( Review t ab, Changes group, Share Workbook but t on) .
You can choose t o get aut om at ic updat es of t he ot her users' changes periodically, wit h or wit hout
saving, under Updat e changes on t he Advanced t ab of t he Shared Workbook dialog box.
 To Re m ove a use r fr om a sh a r e d w ork book
I f needed, y ou can disconnect users fr om a shared workbook.
Before disconnect ing users, m ake sure t hat t hey have com plet ed t heir work on t he workbook. I f
you rem ove an act ive user , any unsaved work will be lost .
M ou se
ii. On t he ED I TI N G t ab, in t he W H O H AS TH I S W ORKBOOK OPEN N OW list , review t he
nam es of users.
iii. Select t he nam e of t he user who you want t o disconnect , and t hen click REM OVE USER.
Alt h ough t h is a ct ion discon n e ct s t h e u se r fr om t h e sh a r e d w ork book , it doe s not pr e ve n t t h a t u se r fr om
e dit in g t h e sha r e d w or k book a ga in .
 To de le t e a n y pe rson a l vie w se t t in gs of t h e r e m ove d u se r , do t h e follow in g:

158
M ou se
i. On t he VI EW t ab, in t he W ORKBOOK VI EW S group, click CUSTOM V I EW S.
ii. I n t he V I EW S list , select t he view of anot her user , and t hen click D ELETE.
Con flict s
A conflict happens when t wo users are bot h edit ing t he sam e shar ed wor kbook and t ry t o
save changes t hat affect t he sam e cell. Ex cel can keep only one of t he changes in t hat cell.
When saving t he wor kbook Excel displays t he RESOLVE CON FLI CTS dialog box.
 Re solve con flict in g ch a n ges in a sh a red w or k book
M ou se
i. I n t he RESOLVE CON FLI CTS dialog box, read t he inform at ion about each change and t he
conflict ing changes m ade by t he ot her user.
ii. To keep your change or t he ot her per son's change and t o advance t o t he next conflict ing
change, click ACCEPT M I N E or ACCEPT OTH ER. To keep all of your rem aining changes or
all of t he ot her user's changes, click ACCEPT ALL M I N E or ACCEPT ALL OTH ERS.
 To ove rr ide r e solve con flict s dia log
To hav e y our changes override all ot her changes wit hout displaying t he RESOLVE
CON FLI CTS dialog box again,:
M ou se
ii. On t he AD V AN CED t ab, under CON FLI CTI N G CH AN GES BETW EEN USERS, click TH E
CH AN GES BEI N G SAV ED W I N , and t hen click OK.
 To vie w h ow you or ot h e rs r esolve d pa st conflict s
i. On t he REV I EW t ab, in t he CH AN GES gr oup, click TRACK CH AN GES, and t hen click
H I GH LI GH T CH AN GES.
ii. I n t he W H EN list , select ALL. Clear t he W H O and W H ERE check boxes.
iii. Select t he LI ST CH AN GES ON A N EW SH EET check box, and t hen click OK.
iv. On t he Hist ory w or ksheet , scroll t o t he right t o view t he ACTI ON TYPE and LOSI N G
ACTI ON colum ns.
Con flict in g ch a n ges t ha t w e r e k e pt ha ve W on for Act ion Ty pe. Th e r ow nu m be r s in t h e Losin g Act ion
colu m n ide nt ify t h e r ow s w it h in form a t ion a bou t t he con flict in g cha nge s t ha t w e r e n ot k e pt , in clu din g
a ny de le t e d da t a . H ist or y w or k sh e e t is A se pa r a t e w or k sh e e t t h a t list s cha n ge s be in g t ra ck e d in a
sh a r e d w or k book , in clu ding t h e n a m e of t h e pe r son w h o m a de t h e ch a nge , w h e n a n d w h e r e it w a s
m a de , w ha t da t a w a s de le t e d or r e pla ce d, a nd how con flict s w e r e r e solve d.)
v. To sav e a copy of t he workbook wit h all your changes, click CAN CEL in t he RESOLVE
CON FLI CTS dialog box, click FI LE Ribbon, click SAVE AS, and t hen t ype a new nam e for
t he file.
 To St op sh a r in g a w or k book

159
Befor e you st op sharing t he workbook , m ake sure t hat all ot her user s have com plet ed t heir
wor k. Any unsav ed changes will be lost . Because t he change hist ory w ill also be delet ed, you
m ay want t o st art by print ing t he Hist ory work sheet or by copying it t o anot her w orkbook.
 To k e e p a copy of t h e ch an ge h ist or y in for m a t ion .

i. On t he REV I EW t ab, in t he CH AN GES gr oup, click TRACK CH AN GES, and t hen click
H I GH LI GH T CH AN GES.
ii. I n t he W H EN list , select ALL.
iii. Clear t he W H O and W H ERE check box es.
iv. Select t he LI ST CH AN GES ON A N EW SH EET check box, and t hen click OK.
To print t he Hist ory worksheet , click FI LE RI BBON , and t hen click PRI N T .
To copy t he hist ory t o anot her workbook, select t he cells t hat you want t o copy, click COPY on t he
H OM E ribbon in t he CLI PBOARD group, swit ch t o anot her workbook, click where you want t o
place t he copied dat a, and t hen click PASTE on t he H OM E t ab in t he CLI PBOARD group.
You m a y a lso w a nt t o sa ve or pr int t h e cu r r e nt ve r sion of t h e w or k book , be ca u se t h is h ist or y da t a m ight
n ot a pply t o la t e r ve r sion s of t h e w ork book .
St op Sh a r in g
At som e point you m ay wish t o m ake your wor kbook ex clusive again and st op sharing wit h
ot her users for what ever r eason. Maybe t o enable you t o use som e of t he feat ur es t hat ar e
not available when shar ed.
 To st op sh a r in g a w or k book
M ou se
i. Click OK t o close t he SH ARE W ORKBOOK dialog box.
ii. I n t he shar ed workbook, On t he REV I EW t ab, in t he CH AN GES group, click UN PROTECT
SH ARED W ORKBOOK. A dialog will appear.
iii. On t he ED I TI N G t ab, m ake sur e t hat y ou are t he only person list ed in t he W H O H AS TH I S
W ORKBOOK OPEN N OW list .
iv. Clear t he, ALLOW CH AN GES BY M ORE TH AN ON E USER AT TH E SAM E TI M E. TH I S
ALSO ALLOW S W ORKBOOK M ERGI N G check box.
v. When y ou ar e prom pt ed about t he effect s on ot her users, click YES
I f t h is ch e ck box is n ot a va ila ble , y ou m u st fir st u npr ot e ct t h e w or k book . To r em ove sh a r e d w or k book
pr ot e ct ion ,
vi. I f y ou ar e prom pt ed, ent er t he password

vii. Then click OK.
A w a y t o r e st r ict a cce ss t o a w or k book , w or k sh e e t or pa r t of a w or k sh e e t . Ex ce l pa ssw or ds ca n be up t o
2 5 5 le t t e r s, nu m be r s, spa ce s a n d sym bols. You m ust t ype u ppe r ca se a nd low e r ca se le t t e r s cor r e ct ly
w h e n you se t a nd e nt e r pa ssw or ds.)

160
AUD I TI N G
Tool I n for m a t ion
Tracers
The pr ecedent , dependent and er ror t racers display arrow s on t he w ork sheet t o represent
t he flow of com put at ions: The can be found The FORM ULA AUD I TI N G gr oup and on t he
FORM ULAS ribbon.
Tr a ce r Ty pe Ar r ow t yp e
Form ula Solid blue
Er ror Solid red
Ext ernal reference or reference t o ot her Dashed black wit h an icon
wor ksheet
PRECEDEN TS AN D DEPEN DAN TS

Precedent s ar e cells referr ed t o by ot her
for m ulae. Dependant s ar e cells cont aining
for m ulae t hat refer t o ot her cells.
You use t he form ula Audit ing group on t he
for m ulas ribbon t o set audit ing opt ions.
COMMEN TS
Com m ent s are t ext or audio m essages at t ached t o cells usually giving a m or e det ailed
explanat ion of a cells cont ent .
ERROR CHECKI N G
Check for err or s in calculat ions t hroughout your w or kbook.
Go To Spe cia l
A m et hod of select ing cells wit h part icular cont ent s or propert ies.
 To use go t o spe cia l

M ou se
i. Press F5 key
ii. Click on SPECI AL but t on
iii. Make a select ion
iv. Click OK

161
Er r or Ch e ck in g
 To ch e ck for e rr ors
i. Select t he w orksheet t hat you want t o check for err or s. I f t he w ork sheet is m anually
calculat ed, pr ess F9 t o recalculat e now.
ii. On t he FORM ULAS ribbon, in t he FORM ULA AUD I TI N G gr oup, click
t he ERROR CH ECKI N G but t on.
The Error Checking dialog box is displayed when errors are found.
iii. Posit ion t he ERROR CH ECKI N G dialog box j ust below t he form ula bar
iv. Click one of t he act ion but t ons in t he right side of t he dialog box. The available act ions differ
for each t ype of er ror.
I f you click I gnore Error, t he error is m arked t o be ignored for each consecut ive check.
v. Click N EXT. Cont inue unt il t he er ror check is com plet e.
 To r e se t ign or e d e r r ors
I f you hav e previously ignored any err ors, you can check for t hose er r or s again by doing t he
following:
i. Click OPTI ON S.
ii. I n t he ERROR CH ECKI N G sect ion, click RESET I GN ORED ERRORS.
iii. Click OK t hen Click RESUM E.
Reset t ing ignored errors reset s all errors in all sheet s in t he act ive workbook.
Cor r e ct An Er r or Va lu e M a n u a lly
I f a form ula cannot cor rect ly evaluat e a r esult , Excel displays an er ror value, such as
# # # # # , # DI V/ 0! , # N/ A, # NAME?, # NULL! , # NUM! , # REF! , and # VALUE! . Each err or t ype
has differ ent causes, and different solut ions.
The following t able cont ains links t o art icles t hat describe t hese er rors in det ail, and a brief
descript ion t o get you st art ed.
Er r or v a lu e D e scr ipt ion
##### Excel displays t his error when a colum n is not wide enough t o display
all t he charact ers in a cell, or a cell cont ains negat ive dat e or t im e
values.
# DI V/ 0! Excel displays t his error when a num ber is divided eit her by zer o ( 0) or
by a cell t hat cont ains no value.
# N/ A Excel displays t his err or when a value is not available t o a funct ion or
for m ula.
# NAME? This err or is displayed when Ex cel does not recognize t ext in a form ula.
# NULL! Excel displays t his err or when you specify an int ersect ion of t wo ar eas
t hat do not int ersect ( cross) . The int ersect ion operat or is a space
charact er t hat separat es r efer ences in a form ula.
# NUM! Excel displays t his error when a form ula or funct ion cont ains invalid
num eric values.
# REF! Excel displays t his err or when a cell refer ence is not valid.
# VALUE! Excel can display t his er ror if y our form ula includes cells t hat cont ain
different dat a t ypes.

162
W a t ch W in d ow
I s a useful t ool which allows y ou t o wat ch t he values of calculat ed cells on ot her sheet s while
you change values t hat t hey ar e dependent on, on a com plet ely differ ent sheet .
 To se t a w a t ch
M ou se
i. Select a cell t o which you want t o add a Wat ch
ii. Go t o t he FORM ULAS ribbon an click on W ATCH W I N D OW in t he FORM ULA AUD I TI N G
group
iii. Click on AD D W ATCH
iv. Select cell you wish t o m onit or
v. Click on AD D
vi. You m ay now swit ch windows or scr oll and t he wat ch window will m onit or t hat cell for
changes in result as you ent er or m anipulat e figures elsewher e.
 To de le t e a w a t ch
M ou se
i. Go t o t he FORM ULAS ribbon an click on W ATCH W I N D OW in t he FORM ULA AUD I TI N G
group
ii. Select wat ch t o delet e
iii. Click on D ELETE W ATCH on wat ch window

163
D e pe n da n t s An d Pr e ce de n t s
A direct precedent is a cell refer r ed t o by t he form ula in t he act ive cell. An indirect
precedent is a cell referr ed t o by a form ula in a direct precedent cell or anot her indirect
precedent cell.
A direct dependant is a cell cont aining a form ula t hat refers t o t he act ive cell. An indirect
dependent is a cell t hat cont ains a form ula t hat refer s t o a direct dependant cell or anot her
indirect dependant cell.
 To a u dit for dir e ct a n d in dir e ct pr e ce den t s:

M ou se
i. Click on t he cell you want t o audit .
ii. Click t he t race precedent s but t on on t he Audit ing t oolbar.
 To a u dit for dir e ct a n d in dir e ct de pe n da n t s:

M ou se
i. Click on t he cell you want t o audit .
ii. Click t he t race dependant ’s but t on on t he Audit ing t oolbar.
Click e it h e r but t on a se cond t im e t o vie w indir e ct pr ece de n t s or de pe nda n t s of t h e a ct ive ce ll.
 To r e m ove t h e t r a ce r a r r ow s:
M ou se
i. Click t he REM OVE PRECED EN T ARROW S t o rem ov e
precedent t racer s or REM OVE D EPEN D AN T ARROW S t o
rem ov e dependant t racer s.
Or
i. Click t he REM OVE ARROW S but t on t o rem ov e bot h pr ecedent and dependant t racer s.

164
PROOFI N G TOOLS
Spe llin g An d Gr a m m a r
As a deadline approaches, oft en t her e is not enough t im e t o check a docum ent for
spelling and gram m ar m ist akes. Your Microsoft Office pr ogram provides t ools t hat
can help you correct t hese m ist akes fast er . You decide if you want t o set up t he
Microsoft Office pr ogr am so t hat you can easily see pot ent ial m ist akes while you
wor k. Or, if y ou find t he wavy r ed and green lines dist ract ing, you can j ust check
your docum ent when you are r eady t o finish it .
Maybe you are looking for a way t o find and fix spelling m ist akes in your docum ent m ore
quickly and easily? Or m aybe you don't want t o see t he wavy red lines t hat y our Microsoft
Office pr ogram displays in your docum ent ? This sect ion explains how aut om at ic spelling and
gram m ar checking wor k s and how t o t urn it on or off.
There is no opt ion t o CH ECK SPELLI N G W H I LE YOU TYPE in Microsoft Office Access,
Microsoft Office Excel or Microsoft Office Proj ect .
Gram m ar checking is available only in Microsoft Office Out look and Microsoft Office Word.
 To ch e ck spe llin g
M ou se
i. Click inside a worksheet t hat you are edit ing t o check t he ent ire act ive work sheet , including
cell values, cell com m ent s, em bedded chart s, t ext box es, but t ons, header s, and foot ers.
Excel does not check prot ect ed worksheet s, form ulas or t ext t hat result s from a form ula. Also, if t he
form ula bar is act ive when you check spelling, Excel checks only t he cont ent s of t he form ula bar.
ii. Opt ionally, t o check only a specific piece of t ext , select t he t ext you want t o check.
iii. Click on SPELLCH ECKER in t he PROOFI N G gr oup on t he REV I EW ribbon.
iv. I f t he pr ogr am finds spelling m ist akes, a dialog box or t ask pane is displayed, and t he first
m isspelled word found by t he spelling checker is select ed. You decide how you want t o
resolve each err or t hat t he pr ogram finds.
v. Aft er y ou resolve each m isspelled word, t he program flags t he next m isspelled word, so t hat
you can decide what you want t o do.
vi. When all spelling has been cor rect ed a dialog appears t elling you t hat t he spell check is
com plet e

165
Th e sa u r u s
 To use t h esa uru s
M ou se
i. On t he REVI EW t ab, in t he PROOFI N G group click
TH ESAURUS.
ii. Press ALT and click t he word t hat y ou want t o look up.
Result s appear in t he RESEARCH t ask pane.
You ca n t ype a w or d or ph r a se in t h e SEARCH FOR box , a nd
t h e n click St a r t Se a r chin g .
iii. To use one of t he words in t he list of result s or t o search for m or e

words, do one of t he following:
iv. To use one of t he words, point t o it , click t he down ar row and t hen
click I N SERT or COPY.
v. To look up addit ional relat ed w ords, click a word in t he list of
result s.
You ca n a lso look u p w ords in t h e t h e sa u r us of a not h e r la ngua ge . I f, for
e x a m ple , y ou r docum e nt is in Fr e n ch a n d y ou w a n t syn on ym s, click
RESEARCH OPTI ON S in t h e RESEARCH t a sk pa n e , a n d t h en un de r
REFEREN CE BOOKS , se le ct t h e t h esa u r u s opt ions t h a t y ou w a nt .
Tr a n sla t ion
Using t he Research feat ure, you can t ranslat e single words or
short phrases by using bilingual dict ionaries or t ranslat e y our
ent ire docum ent by using Web- based m achine t ranslat ion
services. To t ranslat e t ext , you m ay also need t o sat isfy t he
operat ing syst em r equirem ent s for specific languages.
i. On t he REVI EW t ab, in t he LAN GUAGE group click
TRAN SLATE.
ii. The t ranslat ion service appear s in t he RESEARCH t ask
pane.
iii. To change t he languages t hat are used for t ranslat ion, in t he
RESEARCH t ask pane, under TRAN SLATI ON , select t he
languages t hat you want t o t ranslat e from and t o. For exam ple, t o
t ranslat e English t o French, click EN GLI SH ( U.S.) in t he FROM
list and FREN CH ( FRAN CE) in t he TO list .
iv. To t r anslat e a specific word, pr ess ALT and click a word. The
result s appear in t he RESEARCH t ask pane under
TRAN SLATI ON .
v. To t ranslat e a short phrase, select t he w ords, press ALT and click
t he select ion. The r esult s appear in t he RESEARCH t ask pane
under TRAN SLATI ON .
You ca n t ype a w or d or ph r a se in t h e SEARCH FOR box , a nd
t h e n click St a r t Se a r chin g

166
Sh ow Or H ide Scr e e n t ips

Scr eenTips ar e sm all windows t hat display descript ive t ext
when y ou r est t he point er on a com m and or cont rol.
Enhanced Scr eenTips ar e larger
windows t hat display m or e descript ive
t ext t han a Scr eenTip and can have a
link t o a Help t opic. Enhanced
Scr eenTips are available in t he
following 2010 Microsoft Office syst em
program s: Access, Excel, PowerPoint
and Word.
 To se t scr e en t ip opt ion s

M ou se
i. Click t he FI LE RI BBON , and t hen click OPTI ON S.
ii. Make sur e t he GEN ERAL Tab is select ed
iii. Under USER I N TERFACE OPTI ON S, in t he SCREEN TI P STYLE list , click t he opt ion t hat
you want :
SH OW FEATURE D ESCRI PTI ON S I N SCREEN TI PS This opt ion t urns on ScreenTips and
Enhanced ScreenTips. This is t he default set t ing.
D ON 'T SH OW FEATURE D ESCRI PTI ON S I N SCREEN TI PS This opt ion t urns off Enhanced
ScreenTips. You st ill see ScreenTips.
D ON 'T SH OW SCREEN TI PS This opt ion t urns off ScreenTips and Enhanced ScreenTips.

167
Prepar ed by St ephen Moffat on t he 9 t h Januar y 2010

168

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The Mouse Training Com pany

I N TROD UCTI ON ........................................................................................7

SECTI ON 1 AD V AN CED W ORKSH EET FUN CTI ON S .....................................9

SECTI ON 2 V I EW S, SCEN ARI OS, GOAL SEEK, SOLVER ............................ 3 3

SECTI ON 3 USI N G EX CEL TO M AN AGE LI STS .......................................... 4 8

SECTI ON 4 CH ARTS ................................................................................ 9 9

SECTI ON 6 D RAW I N G AN D FORM ATTI N G ............................................. 1 3 1

SECTI ON 7 EXCEL TOOLS ...................................................................... 1 5 0

© The Mouse Training Com pany

© The Mouse Training Com pany

SECTI ON 1 AD V AN CED W ORKSH EET FUN CTI ON S

Underst and and use condit ional form ulae

Set up LOOKUP t ables and use LOOKUP funct ions

Use t he GOAL SEEK

© The Mouse Training Com pany

CON D I TI ON AL & LOGI CAL FUN CTI ON S

 To vie w I F fun ct ion synt a x :

© The Mouse Training Com pany

© The Mouse Training Com pany

= I F( B2 > = C2 ,B2 * 2 % ,"NO BONUS")

To m ake t he abov e I F st at em ent m or e flex ible, t he logical t est s could be am ended t o

N .B. Th e de pt h of n e st e d I F fun ct ions h a s be e n incr e a se d t o 6 4 a s pr e viou s ve r sions of e x ce l on ly

© The Mouse Training Com pany

COUN TI N G AN D TOTALLI N G CELLS CON D I TI ON ALLY

© The Mouse Training Com pany

I n t his exam ple t he I F st at em ent for cell B2 will r ead;

© The Mouse Training Com pany

RAN GE is t he range of cells you want t o t est .

= SUMI F( B2 :B1 1 , “Viking Supplies”, F2 :F1 1 )

Wit h t he exam ple above, t he SUM I F

© The Mouse Training Com pany

 To use COUN TI F fun ct ion

iv. Click in RAN GE t ext box

© The Mouse Training Com pany

 To use AVERAGEI F fun ct ion

iii. Click in RAN GE t ext box

© The Mouse Training Com pany

 To use AVERAGEI FS fu n ct ion

iii. Click in AVERAGE_ RAN GE t ext box

© The Mouse Training Com pany

Som e im port ant point s about AVERAGEI FS funct ion

© The Mouse Training Com pany

 To use SUM I FS fu nct ion

iii. Click in SUM _ RAN GE t ext box

© The Mouse Training Com pany

© The Mouse Training Com pany

 To use COUN TI FS fu n ct ion

© The Mouse Training Com pany

© The Mouse Training Com pany

© The Mouse Training Com pany

 To use I SERROR fun ct ion

iii. The dialog box above will appear

© The Mouse Training Com pany

 To use I FERROR fun ct ion

iii. The dialog box above will appear

© The Mouse Training Com pany

LOOKUP FUN CTI ON S

© The Mouse Training Com pany

Ther e m ay be occasions wher e t he LOOKUP_ V ALUE is

Typical layout Locat ion of all

© The Mouse Training Com pany

 To in ser t a look u p fu n ct ion :

© The Mouse Training Com pany

© The Mouse Training Com pany