Advanced Excel 2007 (1 Day) .pdf

Advanced Excel 2007 Page 1

Advanced Microsoft Excel 2007 This course of Microsoft Excel will cover the following topics:

1. Filtering Data

2. More on Formatting

3. Using Excel Functions

4. Working with Pivot Tables

5. What-if Analysis

6. Working with Macros

7. More on Charts

8. Linking Workbooks

9. Data Validation

10. Importing Data

11. Subtotals

1. Filtering Data Using AutoFilter to filter data is a quick and easy way to find and work with a subset of data in a range of cells or table column. Filtered data displays only the rows that meet criteria (criteria: Conditions you specify to limit which records are included in the result set of a query or filter.) that you specify and hides rows that you do not want displayed. After you filter data, you can copy, find, edit, format, chart, and print the subset of filtered data without rearranging or moving it. You can also filter by more than one column. Filters are additive, which means that each additional filter is based on the current filter and further reduces the subset of data. Using AutoFilter, you can create three types of filters: by a list values, by a format, or by criteria. Each of these filter types is mutually exclusive for each range of cells or column table. For example, you can filter by cell color or by a list of numbers, but not by both; you can filter by icon or by a custom filter, but not by both.


For best results, do not mix storage formats, such as text and number or number and date, in the same column because only one type of filter command is available for each column. If there is a mix of storage formats, the command that is displayed is the storage format that occurs the most. For example, if the column contains three values stored as number and four as text, the filter command that is displayed is Text Filters. For more information, see Convert numbers stored as text to numbers and Convert dates stored as text to dates. Filter text

• Do one of the following: Range of cells 1. Select a range of cells containing alphanumeric data. 2. On the Home tab, in the Editing group, click Sort & Filter, and then click Filter.

Table • Make sure that the active cell is in a table column that contains alphanumeric

data. • Click the arrow in the column header. • Do one of the following: Select from a list of text values • In the list of text values, select or clear one or more text values to filter by.

The list of text values can be up to 10,000. If the list is large, clear (Select All) at the top, and then select the specific text values to filter by.

Create criteria Point to Number Filters and then click one of the comparison operator (comparison operator: A sign that is used in comparison criteria to compare two values. Operators include: = Equal to, > Greater than, < Less than, >= Greater than or equal to, <= Less than or equal to, and <> Not equal to.) commands or click Custom Filter. For example, to filter by a lower and upper number limit, select Between.

• In the Custom AutoFilter dialog box, in the box or boxes on the right, enter numbers or select numbers from the list. For example, to filter by a lower number of 25 and an upper number of 50, enter 25 and 50.

• Optionally, filter by one more criteria.

Do one of the following:


To filter the table column or selection so that both criteria must be true, select And.

To filter the table column or selection so that either or both criteria can be true, select Or.

In the second entry, select a comparison operator, and then in the box on the right, enter a number or select a number from the list.

Reapplying a filter and sort To determine if a filter is applied, note the icon in the column heading: • A drop-down arrow means that filtering is enabled but not applied. • A Filter button means that a filter is applied. Reapply a filter or sort For a table, filter and sort criteria are saved with the workbook so that you can reapply both the filter and sort each time that you open the workbook. However, for a range of cells, only filter criteria are saved with a workbook, not sort criteria. If you want to save sort criteria so that you can periodically reapply a sort when you open a workbook, then it's a good idea to use a table. This is especially important for multicolumn sorts or for sorts that take a long time to create. • To reapply a filter or sort, on the Home tab, in the Editing group, click Sort & Filter,

and then click Reapply. Clear a filter for a column • To clear a filter for one column in a multicolumn range of cells or table, click the Filter

button on the heading, and then click Clear Filter from <Column Name>. Clear all filters in a worksheet and redisplay all rows • On the Home tab, in the Editing group, click Sort & Filter, and then click Clear.

2. More on Formatting Conditional formatting helps to answer these questions by making it easy to highlight interesting cells or ranges of cells, emphasize unusual values, and visualize data by using data bars, color scales, and icon sets. A conditional format changes the appearance of a cell range based on a condition (or criteria). If the condition is true, the cell range is formatted based on that condition; if the conditional is false, the cell range is not formatted based on that condition. Format all cells by using a two-color scale Color scales are visual guides that help you understand data distribution and variation. A two-color scale helps you compare a range of cells by using a gradation of two colors. The shade of the color represents higher or lower values. For example, in a green and red color scale, you can specify higher value cells have a more green color and lower value cells have a more red color.


Quick formatting • Select a range of cells, or make sure that the active cell is in a table or PivotTable

report. • On the Home tab, in the Styles group, click the arrow next to Conditional Formatting,

and then click Color Scales.

• Select a two-color scale. Advanced formatting • Select a range of cells, or make sure that the active cell is in a table or PivotTable

report. • On the Home tab, in the Styles group, click the arrow next to Conditional Formatting,

and then click Manage Rules. • The Conditional Formatting Rules Manager dialog box is displayed. • Do one of the following:

• To add a conditional format, click New Rule. The New Formatting Rule dialog box is displayed.

• To change a conditional format, do the following: Make sure that the appropriate worksheet or table is selected in the

Show formatting rules for list box. Optionally, change the range of cells by clicking Collapse Dialog

in the Applies to box to temporarily hide the dialog box, selecting the new range of cells on the worksheet, and then selecting Expand Dialog

. Select the rule, and then click Edit rule.

The Edit Formatting Rule dialog box is displayed. Under Select a Rule Type, click Format all cells based on their values. Under Edit the Rule Description, in the Format Style list box, select 2-

Color Scale. Select a Minimum and Maximum Type. Do one of the following:

1. Format lowest and highest values Select Lowest Value and Highest Value. In this case, you do not enter a Minimum and Maximum Value.

2. Format a number, date, or time value Select Number, and then enter a Minimum and Maximum Value.

3. Format a percentage Select Percent, and then enter a Minimum and Maximum Value. Valid values are from 0 to 100. Do not enter a percent sign. Use a percentage when you want to visualize all values proportionally because the distribution of values is proportional.

4. Format a percentile Select Percentile and then enter a Minimum and Maximum Value. Valid percentiles are from 0 to 100. You cannot use a percentile if the range of cells contains more than 8,191 data points.


Use a percentile when you want to visualize a group of high values (such as the top 20thpercentile) in one color grade proportion and low values (such as the bottom 20th percentile) in another color grade proportion, because they represent extreme values that might skew the visualization of your data.

5. Format a formula result Select Formula, and then enter a Minimum and Maximum Value. The formula must return a number, date, or time value. Start the formula with an equal sign (=). Invalid formulas result in no formatting applied. It's a good idea to test the formula in the worksheet to make sure that it doesn't return an error value.

Clear conditional formats

Worksheet • On the Home tab, in the Styles group, click the arrow next to Conditional

Formatting, and then click Clear Rules.

• Click Entire Sheet.

A range of cells, table, or PivotTable Find cells that have conditional formats If your worksheet has one or more cells with a conditional format (conditional format: A format, such as cell shading or font color, that Excel automatically applies to cells if a specified condition is true.), you can quickly locate them so that you can copy, change, or delete the conditional formats. You can use the Go To Special command to either find only cells with a specific conditional format or find all cells with conditional formats. Find all cells that have a conditional format • Click any cell without a conditional format. • On the Home tab, in the Editing group, click the arrow next to Find & Select, and then

click Conditional Formatting.

Find only cells with the same conditional format • Click the cell that has the conditional format that you want to find. • On the Home tab, in the Editing group, click the arrow next to Find & Select, and then

click Go To Special.


• Click Conditional formats. • Click Same under Data validation.

3. Using Excel Functions

a) Math & Trig Functions

SUM(number1, number2, …) Adds all the numbers in a range of cells SUMIF(range,criteria,sum_range) Returns the sum based on a given condition

b) Statistical Functions

AVERAGE(number1,number2,…) Returns the average of values in a selected range MIN(number1,number2,…) Returns the smallest number in a set of values. Ignores logical values and text MAX(number1,number2,…) Returns the largets value in a set of values. Ignores logical values and text COUNT(value1,value2,…) Returns the number of values in a list COUNTIF(range,criteria) The COUNTIF function counts the number of cells within a range that match the specified criteria. Only nonblank cells are included in the count. Criteria can be a number, text, or even an expression. For example: the following formula returns 2 if the range C1:C3 contains the numbers 570, 10, and 284: =COUNTIF(C1:C3,”>250”)

c) Logical Functions

IF(logical_test,value_if_true,value_if_false) The IF function results in value_if_true when the logical_test evaluates as TRUE; or value_if_false when the logical_test evaluates as FALSE. For example: =IF(AND(A20>500,A21<1000),”Great Day”,”Bad Day”)

Nesting functions


In certain cases, you may need to use a function as one of the arguments (argument: The values that a function uses to perform operations or calculations. The type of argument a function uses is specific to the function. Common arguments that are used within functions include numbers, text, cell references, and names.) of another function. For example, the following formula uses a nested AVERAGE function and compares the result with the value 50.

The AVERAGE and SUM functions are nested within the IF function. Valid returns When a nested function is used as an argument, it must return the same type of value that the argument uses. For example, if the argument returns a TRUE or FALSE value, then the nested function must return a TRUE or FALSE. If it doesn't, Microsoft Excel displays a #VALUE! error value. Nesting level limits A formula can contain up to seven levels of nested functions. When Function B is used as an argument in Function A, Function B is a second-level function. For instance, the AVERAGE function and the SUM function are both second-level functions because they are arguments of the IF function. A function nested within the AVERAGE function would be a third-level function, and so on.

d) Financial Functions

PV(rate,nper,pmt,fv,type) - Present Value of Investment Present Value is the total amount that a series of future payments is worth today Rate is the interest rate per period Nper is the total number of payment periods in an annuity Pmt is the payment made each period and cannot change over the life of the annuity. Generally pmt includes principal and interest Fv (Future Value) a cash balance you want to attain after the last payment is made. Assumed 0 if omitted Type is the number 0 or 1 and indicates when payments are due Type If payments are due 0 At the end of the period 1 At the beginning of the period It is commonly accepted that a dirham today is more valuable than a dirham paid to you after 1 year. This is because you can deposit the dirham in a bank account and get more than that at the end of the year. The process of calculating what an amount received in the future is worth today is known as "Discounting the Future". PMT(rate,nper,pv,fv,type) - Periodic Loan Payment Returns the payment for a loan based on constant payments and a constant interest rate


IPMT(RATE,PER, NPER,PV,FV,TYPE) - Periodic Interest Payment Returns the periodic interest payment on a loan based on periodic constant payments and a fixed interest rate

4. Working with Pivot Tables A Pivot Table is an interactive worksheet table that summarizes data using selected formats and calculations. You can modify the table quickly without having to recreate the table. You can drag items to new locations to give you new results. Create a PivotTable or PivotChart report To create a PivotTable or PivotChart report, you need to connect to a data source and enter the report's location. Select a cell in a range of cells, or put the insertion point inside of a Microsoft Office

Excel table. Make sure that the range of cells has column headings.

Do one of the following: To create a PivotTable report, on the Insert tab, in the Tables group, click

PivotTable, and then click PivotTable.

The Create PivotTable dialog box is displayed.

To create a PivotTable and PivotChart report, on the Insert tab, in the Tables group, click PivotTable, and then click PivotChart. The Create PivotTable with PivotChart dialog box is displayed.

Select a data source. Do one of the following:

Choose the data that you want to analyze Click Select a table or range. Type the range of cells or table name reference, such as =QuarterlyProfits, in the

Table/Range box. If you selected a cell in a range of cells or if the insertion point was in a table before you started the wizard, the range of cells or table name reference is displayed in the Table/Range box.

Alternatively, to select a range of cells or table, click Collapse Dialog to temporarily hide the dialog box, select the range on the worksheet, and then press Expand Dialog .


Use external data Click Use an external data source. Click Choose Connection. The Existing Connections dialog box is displayed. In the Show drop-down list at the top of the dialog box, select the category of

connections for which you want to choose a connection or select All Existing Connections (which is the default).

Select a connection from the Select a Connection list box, and then click Open. Enter a location. Do one of the following: To place the PivotTable report in a new worksheet starting at cell A1, click New

Worksheet. To place the PivotTable report in an existing worksheet, select Existing

Worksheet, and then type the first cell in the range of cells where you want to locate the PivotTable report. Alternatively, click Collapse Dialog to temporarily hide the dialog box, select the beginning cell on the worksheet, and then press Expand Dialog .

Click OK.

An empty PivotTable report is added to the location that you entered with the PivotTable Field List displayed so that you can start adding fields, creating a layout, and customizing the PivotTable report. If you are creating a PivotChart report, an associated PivotTable report (associated PivotTable report: The PivotTable report that supplies the source data to the PivotChart report. It is created automatically when you create a new PivotChart report. When you change the layout of either report, the other also changes.) is created directly underneath the PivotChart report for the location that you enter. This PivotTable report must be in the same workbook as the PivotChart report. If you specify a location in another workbook, the PivotChart report will also be created in that workbook.

Create a PivotChart report from an existing PivotTable report • Click the PivotTable report. • On the Insert tab, in the Charts group, click a chart type.


5. What-if Analysis

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When using Goal Seek, Microsoft Excel varies the value in a cell you specify until a formula that's dependent on that cell returns the result you want. Use the Goal Seek command when you want to find a specific value for a particular cell by adjusting the value of only one other cell.

Get the result you want by adjusting a value by using Goal Seek If you know the result that you want from a formula, but not the input value the formula needs to get that result, you can use the Goal Seek feature. For example, use Goal Seek to change the interest rate in cell B3 until the payment value in B4 equals ($900.00).

• On the Data tab, in the Data Tools group, click What-If Analysis, and then click Goal Seek.

• In the Set cell box, enter the reference for the cell that contains the formula (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value. A formula always begins with an equal sign (=).) you want to resolve. (In the example, this is cell B4.)

• In the To value box, type the result you want. (In the example, this is -900.) • In the By changing cell box, enter the reference for the cell that contains the value you

want to adjust. (In the example, this is cell B3.) This cell must be referenced by the formula in the cell you specified in the Set cell box.

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Create scenarios for what-if analyses

Scenarios are part of a suite of commands sometimes called what-if analysis (what-if analysis: A process of changing the values in cells to see how those changes affect the outcome of formulas on the worksheet. For example, varying the interest rate that is used in an amortization table to determine the amount of the payments.) tools. A scenario is a set of values that Microsoft Office Excel saves and can substitute automatically on your worksheet. You can use scenarios to forecast the outcome of a worksheet model. You can create and save different groups of values on a worksheet and then switch to any of these new scenarios to view different results.


Creating scenarios For example, you might want to use a scenario if you want to create a budget but are uncertain of your revenue. With a scenario, you can define different values for the revenue and then switch between the scenarios to perform what-if analyses.

In the example above, you can name the scenario Worst Case, set the value in cell B1 to $50,000, and set the value in cell B2 to $13,200.

You can name the second scenario Best Case and change the values in B1 to $150,000 and in B2 to $26,000.

Scenario summary reports To compare several scenarios, you can create a report that summarizes them on the same page. The report can list the scenarios side by side or summarize them in a PivotTable report (PivotTable report: An interactive, crosstabulated Excel report that summarizes and analyzes data, such as database records, from various sources, including ones that are external to Excel.). For more information, see the section Create a scenario summary report.

Create a scenario

1. On the Data tab, in the Data Tools group, click What-If Analysis, and then click Scenario Manager.

2. Click Add.

3. In the Scenario name box, type a name for the scenario (scenario: A named set of input values that you can substitute in a worksheet model.).

4. In the Changing cells box, enter the references for the cells that you want to change.

To preserve the original values for the changing cells, create a scenario that uses the original cell values before you create scenarios that change the values.

1. Under Protection, select the options that you want.

2. Click OK.

3. In the Scenario Values dialog box, type the values that you want for the changing cells.

4. To create the scenario, click OK.

5. If you want to create additional scenarios, repeat steps 2 through 8. When you finish creating scenarios, click OK, and then click Close in the Scenario Manager dialog box.


Display a scenario

When you display a scenario (scenario: A named set of input values that you can substitute in a worksheet model.), you change the values of the cells that are saved as part of that scenario.


2. Click the name of the scenario that you want to display.

3. Click Show.

Create a scenario summary report


2. Click Summary.

3. Click Scenario summary or Scenario PivotTable report.

4. In the Result cells box, enter the references for the cells that refer to cells whose values are changed by the scenarios (scenario: A named set of input values that you can substitute in a worksheet model.). Separate multiple references with commas.

You don't need result cells to generate a scenario summary report, but you do need them for a scenario PivotTable report (PivotTable report: An interactive, crosstabulated Excel report that summarizes and analyzes data, such as database records, from various sources, including ones that are external to Excel.).

6. Working with Macros If you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. A macro is a series of commands and functions that are stored in a Visual Basic module and can be run whenever you need to perform the tasks. You record a macro just as you record music with a tape recorder. You then run the macro to repeat, or "play back," the commands.

Create a macro If the Developer tab is not available, do the following to display it:

1. Click the Microsoft Office Button , and then click Excel Options. 2. In the Popular category, under Top options for working with Excel, select the

Show Developer tab in the Ribbon check box, and then click OK. To set the security level temporarily to enable all macros, do the following: 1. On the Developer tab, in the Code group, click Macro Security.

2. Under Macro Settings, click Enable all macros (not recommended, potentially

dangerous code can run), and then click OK.


NOTE To help prevent potentially dangerous code from running, we recommend that you return to any of the settings that disable all macros after you finish working with macros.

Record a macro When you record a macro, all steps that are needed to complete the actions that you want to record are recorded by the macro recorder. Navigation on the Ribbon is not included in the recorded steps. 1. On the Developer tab, in the Code group, click Record Macro. 2. In the Macro name box, enter a name for the macro.

NOTE The first character of the macro name must be a letter. Following characters can be letters, numbers, or underscore characters. Spaces are not allowed in a macro name; an underscore character works well as a word separator. If you use a macro name that is also a cell reference, you may get an error message that the macro name is not valid.

3. To assign a CTRL combination shortcut key (shortcut key: A function key or key combination, such as F5 or CTRL+A, that you use to carry out a menu command. In contrast, an access key is a key combination, such as ALT+F, that moves the focus to a menu, command, or control.) to run the macro, in the Shortcut key box, type any lowercase letter or uppercase letter that you want to use. The shortcut key will override any equivalent default Excel shortcut key while the workbook that contains the macro is open.

4. In the Store macro in list, select the workbook in which you want to store the macro. 5. To include a description of the macro, in the Description box, type the text that you

want. 6. Click OK to start recording. 7. Perform the actions that you want to record. 8. On the Developer tab, in the Code group, click Stop Recording . Assign a macro to an object, graphic, or control 1. On a worksheet, right-click the object, graphic, or control to which you want to assign

an existing macro, and then click Assign Macro on the shortcut menu. 2. In the Macro name box, click the macro that you want to assign. Delete a macro 1. Open the workbook that contains the macro that you want to delete. 2. On the Developer tab, in the Code group, click Macros.


3. In the Macros in list, select This Workbook. 4. In the Macro name box, click the name of the macro that you want to delete. 5. Click Delete. 7. Linking Workbooks

You can link information between two workbooks by copying from the source workbook and pasting the information into the target workbook, which creates a link between the two. Both workbooks must be OPEN.

a) Creating a Link between Workbooks

To do that, use the following steps: • Select the information in the source workbook that you want to link to the target

workbook • Right-click the cell(s) and click Copy • Activate the open target workbook • Select the sheet in the workbook to which you want to link the information • Select the range in which you want to paste the information.

You can select just the upper-left corner of the range • Right-click the range and click Paste Special • Excel dispalys the Paste Special dialogue


• Click the Paste Link button

b) Removing Links between Workbooks

You can “freeze” the information in the target area by converting the linked information to Values that do not change. You can also use this procedure to convert standard formulas in your worksheet to values. To remove a link, use the following steps: • Select the linked information in the target sheet • Right-click the selected information and click Copy • Right-click the selected information and click Paste Special • Excel dispalys the Paste Special dialogue • Under Paste, click Values, then OK • Excel converts the linked information to static values and overwrites the linked

inoformation with those values 8. Data Validation What is data validation? Data validation is an Excel feature that you can use to define restrictions on what data can or should be entered in a cell. You can configure data validation to prevent users from entering data that is not valid. If you prefer, you can allow users to enter invalid data but warn them when they try to type it in the cell. You can also provide messages to define what input you expect for the cell, and instructions to help users correct any errors. For example, in a marketing workbook, you can set up a cell to allow only account numbers that are exactly three characters long. When users select the cell, you can show them a message such as this one:


If users ignore this message and type invalid data in the cell, such as a two-digit or five-digit number, you can show them an actual error message. In a slightly more advanced scenario, you might use data validation to calculate the maximum allowed value in a cell based on a value elsewhere in the workbook. In the following example, the user has typed $4,000 in cell E7, which exceeds the maximum limit specified for commissions and bonuses.

If the payroll budget were to increase or decrease, the allowed maximum in E7 would automatically increase or decrease with it. Data validation options are located in the Data Tools group.

You configure data validation in the Data Validation dialog box.


When is data validation useful? Data validation is invaluable when you want to share a workbook with others in your organization, and you want the data entered in the workbook to be accurate and consistent. Among other things, you can use data validation to do the following:

Restrict data to predefined items in a list For example, you can limit types of departments to Sales, Finance, R&D, and IT. Similarly, you can create a list of values from a range of cells elsewhere in the worksheet. For more information, see Create a drop-down list from a range of cells.

Restrict numbers outside a specified range For example, you can specify a minimum limit of deductions to two times the number of children in a particular cell. Restrict dates outside a certain time frame For example, you can specify a time frame between today's date and 3 days from today's date. Restrict times outside a certain time frame For example, you can specify a time frame for serving breakfast between the time when the restaurant opens and 5 hours after the restaurant opens. Limit the number of text characters For example, you can limit the allowed text in a cell to 10 or fewer characters. Similarly, you can set the specific length for a full name field (C1) to be the current length of a first name field (A1) and a last name field (B1), plus 10 characters.


Validate data based on formulas or values in other cells For example, you can use data validation to set a maximum limit for commissions and bonuses of $3,600, based on the overall projected payroll value. If users enter more than $3,600 in the cell, they see a validation message.

Data validation messages What users see when they enter invalid data into a cell depends on how you have configured the data validation. You can choose to show an input message when the user selects the cell. This type of message appears near the cell. You can move this message, if you want to, and it remains until you move to another cell or press ESC.

Input messages are generally used to offer users guidance about the type of data that you want entered in the cell. You can also choose to show an error alert that appears only after users enter invalid data.

You can choose from three types of error alerts: Icon Type Use to

Stop Prevent users from entering invalid data in a cell. A Stop alert message has two options: Retry or Cancel.

Warning Warn users that the data they entered is invalid, without preventing them from entering it. When a Warning alert message appears, users can click Yes to accept the invalid entry, No to edit the invalid entry, or Cancel to remove the invalid entry.

Information Inform users that the data they entered is invalid, without preventing


them from entering it. This type of error alert is the most flexible. When an Information alert message appears, users can click OK to accept the invalid value or Cancel to reject it.

You can customize the text that users see in an error alert message. If you choose not to do so, users see a default message. Input messages and error alerts appear only when data is typed directly into the cells. They do not appear under the following conditions: • A user enters data in the cell by copying or filling. • A formula in the cell calculates a result that is not valid. • A macro (macro: An action or a set of actions that you can use to automate tasks. Macros

are recorded in the Visual Basic for Applications programming language.) enters invalid data in the cell.

Tips for working with data validation In the following list, you will find tips and tricks for working with data validation in Excel. • If you plan to protect (protect: To make settings for a worksheet or workbook that prevent

users from viewing or gaining access to the specified worksheet or workbook elements.) the worksheet or workbook, protect it after you have finished specifying any validation settings. Make sure that you unlock any validated cells before you protect the worksheet. Otherwise, users will not be able to type any data in the cells.

• If you plan to share the workbook, share it only after you have finished specifying data validation and protection settings. After you share a workbook, you won't be able to change the validation settings unless you stop sharing, but Excel will continue to validate the cells that you have designated while the workbook is being shared.

• You can apply data validation to cells that already have data entered in them. However, Excel does not automatically notify you that the existing cells contain invalid data. In this scenario, you can highlight invalid data by instructing Excel to circle it on the worksheet. Once you have identified the invalid data, you can hide the circles again. If you correct an invalid entry, the circle disappears automatically.

• To quickly remove data validation for a cell, select it, and then open the Data Validation dialog box (Data tab, Data Tools group). On the Settings tab, click Clear All.

• To find the cells on the worksheet that have data validation, on the Home tab, in the Editing group, click Find & Select, and then click Data Validation. After you have found the cells that have data validation, you can change, copy, or remove validation settings.

• When creating a drop-down list, you can use the Define Name command (Formulas tab, Defined Names group) to define a name for the range that contains the list. After you create the list on another worksheet, you can hide the worksheet that contains the list and then protect the workbook so that users won't have access to the list.


If data validation isn't working, make sure that: • Users are not copying or filling data Data validation is designed to show messages and

prevent invalid entries only when users type data directly in a cell. When data is copied or filled, the messages do not appear. To prevent users from copying and filling data by dragging and dropping cells, clear the Enable fill handle and cell drag-and-drop check box (Excel Options dialog box, Advanced options), and then protect the worksheet.

• Manual recalculation is turned off If manual recalculation is turned on, uncalculated cells can prevent data from being validated correctly. To turn off manual recalculation, on the Formulas tab, in the Calculation group, click Calculation Options, and then click Automatic.

• Formulas are error free Make sure that formulas in validated cells do not cause errors, such as #REF! or #DIV/0!. Excel ignores the data validation until you correct the error.

• Cells referenced in formulas are correct If a referenced cell changes so that a formula in a validated cell calculates an invalid result, the validation message for the cell won't appear.

1

CTRL combination shortcut keys

KEY DESCRIPTION

CTRL+PgUp Switches between worksheet tabs, from left-to-right.

CTRL+PgDn Switches between worksheet tabs, from right-to-left.

CTRL+SHIFT+( Unhides any hidden rows within the selection.

CTRL+SHIFT+) Unhides any hidden columns within the selection.

CTRL+SHIFT+& Applies the outline border to the selected cells.

CTRL+SHIFT_ Removes the outline border from the selected cells.

CTRL+SHIFT+~ Applies the General number format.

CTRL+SHIFT+$ Applies the Currency format with two decimal places (negative numbers in

parentheses).

CTRL+SHIFT+% Applies the Percentage format with no decimal places.

CTRL+SHIFT+^ Applies the Exponential number format with two decimal places.

CTRL+SHIFT+# Applies the Date format with the day, month, and year.

CTRL+SHIFT+@ Applies the Time format with the hour and minute, and AM or PM.

CTRL+SHIFT+! Applies the Number format with two decimal places, thousands separator, and

minus sign (-) for negative values.

CTRL+SHIFT+* Selects the current region around the active cell (the data area enclosed by

blank rows and blank columns).

In a PivotTable, it selects the entire PivotTable report.

CTRL+SHIFT+: Enters the current time.

CTRL+SHIFT+" Copies the value from the cell above the active cell into the cell or the Formula

Bar.

CTRL+SHIFT+Plus

(+)

Displays the Insert dialog box to insert blank cells.

CTRL+Minus (-) Displays the Delete dialog box to delete the selected cells.

CTRL+; Enters the current date.

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CTRL+` Alternates between displaying cell values and displaying formulas in the

worksheet.

CTRL+' Copies a formula from the cell above the active cell into the cell or the Formula

Bar.

CTRL+1 Displays the Format Cells dialog box.

CTRL+2 Applies or removes bold formatting.

CTRL+3 Applies or removes italic formatting.

CTRL+4 Applies or removes underlining.

CTRL+5 Applies or removes strikethrough.

CTRL+6 Alternates between hiding objects, displaying objects, and displaying

placeholders for objects.

CTRL+8 Displays or hides the outline symbols.

CTRL+9 Hides the selected rows.

CTRL+0 Hides the selected columns.

CTRL+A Selects the entire worksheet.

If the worksheet contains data, CTRL+A selects the current region. Pressing

CTRL+A a second time selects the current region and its summary rows.

Pressing CTRL+A a third time selects the entire worksheet.

When the insertion point is to the right of a function name in a formula,

displays the Function Arguments dialog box.

CTRL+SHIFT+A inserts the argument names and parentheses when the insertion

point is to the right of a function name in a formula.

CTRL+B Applies or removes bold formatting.

CTRL+C Copies the selected cells.

CTRL+C followed by another CTRL+C displays the Clipboard.

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CTRL+D Uses the Fill Down command to copy the contents and format of the topmost

cell of a selected range into the cells below.

CTRL+F Displays the Find and Replace dialog box, with the Find tab selected.

SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action.

CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected.

CTRL+G Displays the Go To dialog box.

F5 also displays this dialog box.

CTRL+H Displays the Find and Replace dialog box, with the Replace tab selected.

CTRL+I Applies or removes italic formatting.

CTRL+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit

Hyperlink dialog box for selected existing hyperlinks.

CTRL+N Creates a new, blank workbook.

CTRL+O Displays the Open dialog box to open or find a file.

CTRL+SHIFT+O selects all cells that contain comments.

CTRL+P Displays the Print dialog box.

CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected.

CTRL+R Uses the Fill Right command to copy the contents and format of the leftmost

cell of a selected range into the cells to the right.

CTRL+S Saves the active file with its current file name, location, and file format.

CTRL+T Displays the Create Table dialog box.

CTRL+U Applies or removes underlining.

CTRL+SHIFT+U switches between expanding and collapsing of the formula bar.

CTRL+V Inserts the contents of the Clipboard at the insertion point and replaces any

selection. Available only after you have cut or copied an object, text, or cell

contents.

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CTRL+ALT+V displays the Paste Special dialog box. Available only after you have

cut or copied an object, text, or cell contents on a worksheet or in another

program.

CTRL+W Closes the selected workbook window.

CTRL+X Cuts the selected cells.

CTRL+Y Repeats the last command or action, if possible.

CTRL+Z Uses the Undo command to reverse the last command or to delete the last

entry that you typed.

CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last

automatic correction when AutoCorrect Smart Tags are displayed.

Function keys

KEY DESCRIPTION

F1 Displays the Microsoft Office Excel Help task pane.

CTRL+F1 displays or hides the Ribbon, a component of the Microsoft Office Fluent user

interface.

ALT+F1 creates a chart of the data in the current range.

ALT+SHIFT+F1 inserts a new worksheet.

F2 Edits the active cell and positions the insertion point at the end of the cell contents. It also

moves the insertion point into the Formula Bar when editing in a cell is turned off.

SHIFT+F2 adds or edits a cell comment.

CTRL+F2 displays the Print Preview window.

F3 Displays the Paste Name dialog box.

SHIFT+F3 displays the Insert Function dialog box.

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F4 Repeats the last command or action, if possible.

When a cell reference or range is selected in a formula, F4 cycles through the various

combinations of absolute and relative references.

CTRL+F4 closes the selected workbook window.

F5 Displays the Go To dialog box.

CTRL+F5 restores the window size of the selected workbook window.

F6 Switches between the worksheet, Ribbon, task pane, and Zoom controls. In a worksheet

that has been split (View menu, Manage This Window, Freeze Panes, Split Window

command), F6 includes the split panes when switching between panes and the Ribbon area.

SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and Ribbon.

CTRL+F6 switches to the next workbook window when more than one workbook window is

open.

F7 Displays the Spelling dialog box to check spelling in the active worksheet or selected range.

CTRL+F7 performs the Move command on the workbook window when it is not maximized.

Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel.

F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the status

line, and the arrow keys extend the selection.

SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the

arrow keys.

CTRL+F8 performs the Size command (on the Control menu for the workbook window)

when a workbook is not maximized.

ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro.

F9 Calculates all worksheets in all open workbooks.

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SHIFT+F9 calculates the active worksheet.

CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they

have changed since the last calculation.

CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open

workbooks, including cells not marked as needing to be calculated.

CTRL+F9 minimizes a workbook window to an icon.

F10 Turns key tips on or off.

SHIFT+F10 displays the shortcut menu for a selected item.

ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is

present, it switches to the next smart tag and displays its menu or message.

CTRL+F10 maximizes or restores the selected workbook window.

F11 Creates a chart of the data in the current range.

SHIFT+F11 inserts a new worksheet.

ALT+F11 opens the Microsoft Visual Basic Editor, in which you can create a macro by using

Visual Basic for Applications (VBA).

F12 Displays the Save As dialog box.

Other useful shortcut keys

KEY DESCRIPTION

ARROW

KEYS

Move one cell up, down, left, or right in a worksheet.

CTRL+ARROW KEY moves to the edge of the current data region in a worksheet.

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SHIFT+ARROW KEY extends the selection of cells by one cell.

CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the

same column or row as the active cell, or if the next cell is blank, extends the

selection to the next nonblank cell.

LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the Ribbon is

selected. When a submenu is open or selected, these arrow keys switch between the

main menu and the submenu. When a Ribbon tab is selected, these keys navigate the

tab buttons.

DOWN ARROW or UP ARROW selects the next or previous command when a menu or

submenu is open. When a Ribbon tab is selected, these keys navigate up or down the

tab group.

In a dialog box, arrow keys move between options in an open drop-down list, or

between options in a group of options.

DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list.

BACKSPACE Deletes one character to the left in the Formula Bar.

Also clears the content of the active cell.

In cell editing mode, it deletes the character to the left of the insertion point.

DELETE Removes the cell contents (data and formulas) from selected cells without affecting

cell formats or comments.

In cell editing mode, it deletes the character to the right of the insertion point.

END Moves to the cell in the lower-right corner of the window when SCROLL LOCK is

turned on.

Also selects the last command on the menu when a menu or submenu is visible.

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CTRL+END moves to the last cell on a worksheet, in the lowest used row of the

rightmost used column. If the cursor is in the formula bar, CTRL+END moves the

cursor to the end of the text.

CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet

(lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all

text in the formula bar from the cursor position to the end—this does not affect the

height of the formula bar.

ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by

default).

In a data form, it moves to the first field in the next record.

Opens a selected menu (press F10 to activate the menu bar) or performs the action

for a selected command.

In a dialog box, it performs the action for the default command button in the dialog

box (the button with the bold outline, often the OK button).

ALT+ENTER starts a new line in the same cell.

CTRL+ENTER fills the selected cell range with the current entry.

SHIFT+ENTER completes a cell entry and selects the cell above.

ESC Cancels an entry in the cell or Formula Bar.

Closes an open menu or submenu, dialog box, or message window.

It also closes full screen mode when this mode has been applied, and returns to

normal screen mode to display the Ribbon and status bar again.

HOME Moves to the beginning of a row in a worksheet.

Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned

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on.

Selects the first command on the menu when a menu or submenu is visible.

CTRL+HOME moves to the beginning of a worksheet.

CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.

PAGE

DOWN

Moves one screen down in a worksheet.

ALT+PAGE DOWN moves one screen to the right in a worksheet.

CTRL+PAGE DOWN moves to the next sheet in a workbook.

CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.

PAGE UP Moves one screen up in a worksheet.

ALT+PAGE UP moves one screen to the left in a worksheet.

CTRL+PAGE UP moves to the previous sheet in a workbook.

CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.

SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a

check box.

CTRL+SPACEBAR selects an entire column in a worksheet.

SHIFT+SPACEBAR selects an entire row in a worksheet.

CTRL+SHIFT+SPACEBAR selects the entire worksheet.

If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.

Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its

summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire

worksheet.

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When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a

worksheet.

ALT+SPACEBAR displays the Control menu for the Microsoft Office Excel window.

TAB Moves one cell to the right in a worksheet.

Moves between unlocked cells in a protected worksheet.

Moves to the next option or option group in a dialog box.

SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a

dialog box.

CTRL+TAB switches to the next tab in dialog box.

CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

Documents

Advanced Excel 2007 (1 Day) .pdf