Excel 2000 Level 5 Vicon

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April 2001

Microsoft Excel 2000Level 5


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Vicon Learning Systems Page iii

E XCEL 2000 LEVEL 5

ABOUT VICON................. .................. .................. .................. .................. ................. I

COPYRIGHT & TRADEMARKS......... ................... .................. ................... ........... I

DISCLAIMER ............................................................................................................ I

LESSON 1 - CUSTOMIZING EXCEL PREFERENCES ................... ..................1

Setting View Options ................. .................. .................. .................. .................. ......2

Setting Edit Options ................. .................. ................. .................. ................. ..........4

Setting General Options .................. .................. .................. .................. .................. .5

Exercise ................. .................. .................. .................. .................. .................. .........7

Customizing Excel Preferences............................................................................7

LESSON 2 - USING TEMPLATES ................ ................... .................. ................... .9

Working with Templates ................. .................. .................. .................. .................10

Saving a Workbook as a Template.........................................................................10

Using a Template....................................................................................................12

Editing a Template ................. ................. .................. ................. .................. ..........15

Inserting a New Worksheet ................ .................. .................. .................. ..............17

Deleting a Template ................ .................. ................. .................. ................. .........18

Creating Default Templates....................................................................................19 Exercise ................. .................. .................. .................. .................. .................. .......20

Using Templates.................................................................................................20

LESSON 3 - CREATING/REVISING PIVOTTABLES........ ................... ...........23

Creating a PivotTable Report .................. .................. .................. .................. .........24

Adding PivotTable Report Fields...........................................................................26

Selecting a Page Field Item .................. .................. ................... .................. ...........29

Refreshing a PivotTable Report .................. .................. ................... .................. ....30

Changing the Summary Function...........................................................................31

Adding New Fields to a PivotTable Report............................................................32

Moving PivotTable Report Fields ................ .................. .................. .................. ....34

Hiding and Unhiding Items ................. .................. .................. ................. ..............35

Deleting PivotTable Report Fields .................. .................. .................. .................. .36

Creating a Page Field Report..................................................................................37


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Page iv Vicon Learning Systems

Formatting a PivotTable Report ................ .................. .................. .................. .......38

Creating a PivotChart Report ................. .................. .................. .................. ..........40

Creating Interactive PivotTables - Web .................. ................... .................. ..........43

Adding Fields to a PivotTable - Browser ................ ................... .................. ..........46

Exercise ................ .................. .................. .................. .................. .................. ........50 Creating/Revising PivotTables...........................................................................50

LESSON 4 - WORKING WITH COMMENTS................. ................... ................53

Creating Comments .................. .................. .................. .................. .................. ......54

Viewing a Comment...............................................................................................56

Using the Reviewing Toolbar.................................................................................56

Printing Comments.................................................................................................58

Exercise ................ .................. .................. .................. .................. .................. ........59

Working with Comments ................... .................. ................... .................. .........59

LESSON 5 - WORKING WITH VIEWS .................. .................. ................... .......61

Using Views ................. .................. .................. .................. .................. ..................62

Creating a Normal View.........................................................................................62

Creating a Custom View .................. .................. ................... .................. ...............63

Displaying a View ................... .................. ................... .................. ................... .....64

Deleting a View......................................................................................................65

Exercise ................ .................. .................. .................. .................. .................. ........67

Working with Views ................. ................... .................. .................. ..................67

LESSON 6 - SOLVING PROBLEMS........... .................. .................. .................. ...69

Using Solver ............... .................. ................. .................. .................. ................. ....70

Saving a Solution as a Scenario..............................................................................73

Restoring the Original Values ................... .................. ................... .................. ......74

Changing a Constraint .................. ................. .................. ................. .................. ....75

Creating a Solver Report .................. .................. .................. .................. ................76

Using Scenarios to View Solutions ................. .................. .................. .................. .78

Exercise ................ .................. .................. .................. .................. .................. ........80

Solving Problems ................ ................. ................. ................. ................. ...........80

LESSON 7 - USING SCENARIOS AND GOAL SEEKING...................... .........83

Using the Scenario Manager...................................................................................84

Creating a Scenario.................................................................................................84


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Displaying a Scenario.............................................................................................86

Editing a Scenario ................ .................. .................. .................. .................. ..........88

Creating a Scenario Summary Report .................. .................. ................... .............89

Using Goal Seek.....................................................................................................91

Exercise ................. .................. .................. .................. .................. .................. .......93 Using Scenarios and Goal Seeking .................. .................. .................. ..............93

LESSON 8 - USING THE REPORT MANAGER............ .................... ................95

Working with the Report Manager.........................................................................96

Using Sheets in a Report ................. .................. .................. .................. .................96

Printing a Report.....................................................................................................99

Using Scenarios and Views in a Report ................. .................. ................... .........100

Reordering Sections in a Report...........................................................................102

Exercise ................. .................. .................. .................. .................. .................. .....104 Using the Report Manager ................ .................. .................. .................. .........104

LESSON 9 - USING AUDITING TOOLS........ ................... ................... .............107

Displaying the Auditing Toolbar..........................................................................108

Displaying/Removing Dependent Arrows............................................................108

Displaying/Removing Precedent Arrows ................. .................. .................. ........111

Removing Tracer Arrows.....................................................................................112

Tracing Cells Causing Errors .................. .................. .................. .................. .......113

Exercise ................. .................. .................. .................. .................. .................. .....116

Using Auditing Tools ................ .................. .................. ................. ..................116

LESSON 10 - SHARING WORKBOOKS................. .................. .................. ......119

Using Shared Workbooks.....................................................................................120

Saving a Shared Workbook................. .................. ................. .................. ............121

Viewing Users Sharing a Workbook....................................................................122

Viewing Shared Workbook Changes .................. .................. .................. .............124

Displaying Comment Boxes.................................................................................125

Changing the Update Frequency ................. .................. .................. .................. ...127

Highlighting Changes...........................................................................................128

Managing Conflicting Changes............................................................................131

Resolving Conflicting Changes............................................................................132

Setting Change History Options...........................................................................134

Creating the History Worksheet ................. ................... .................. ................... ..135


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Reviewing Tracked Changes................................................................................137

Merging Shared Workbook Files .................. .................. .................. .................. .139

Exercise ................ .................. .................. .................. .................. .................. ......141

Sharing Workbooks..........................................................................................141

LESSON 11 - CONSOLIDATING WORKSHEETS.................... .................. ....143

Consolidating Worksheets....................................................................................144

Consolidating by Category .................. .................. .................. ................. ............145

Consolidating by Position.....................................................................................148

Exercise ................ .................. .................. .................. .................. .................. ......152

Consolidating Worksheets................................................................................152

LESSON 12 - WORKING WITH THE DATA MAP...................... ...................155

Using the Data Map..............................................................................................156

Organizing the Map Worksheet............................................................................156

Creating a Basic Map ................ .................. .................. .................. .................. ...157

Refreshing a Map ................. .................. .................. .................. .................. ........160

Changing the Map Format Type...........................................................................161

Inserting Data into a Map ................ .................. .................. .................. ...............162

Deleting a Chart Format .................. ................... .................. ................... .............164

Magnifying and Moving a Map............................................................................165

Printing the Data Map ................. ................. .................. .................. .................. ..166

Exercise ................ .................. .................. .................. .................. .................. ......168

Working with the Data Map.............................................................................168

INDEX......................................................................................................................171


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LESSON 1 -CUSTOMIZING EXCEL PREFERENCES

In this lesson, you will learn how to:

Set View options

Set Edit options

Set General options


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Lesson 1 - Customizing Excel Preferences Microsoft Excel Level 5

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S ETTING V IEW O PTIONS

DiscussionThe options on the View page in the Options dialog box allow you to choose whichelements appear in and around the worksheet window. For example, you can controlthe display of the formula bar and status bar, as well as decide how comments andgraphic objects should be displayed.

You can select the Formulas option to display the text of all formulas in their cellsinstead of the results of the formulas. This option is valuable if you are trying to audita worksheet for errors.

By default, gridlines appear on the screen defining each cell in a worksheet. By

deselecting the Gridlines option, you can hide the screen gridlines and use borders asa way to define specific areas of a worksheet.

When a formula calculates to zero ( 0), a zero appears in the cell. You can suppress thedisplay of zeroes by deselecting the Zero values option. Then, cells containingformulas resulting in zero will appear as blank cells; although the formula stillremains in the cell and is not affected.

Some options under Windows options , like Formulas , Gridlines and Row &column headers , affect only the active worksheet. Other options affect all theworksheets in a workbook.


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Microsoft Excel Level 5 Lesson 1 - Customizing Excel Preferences

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Setting View options

Step-by-StepFrom the Student Data directory, open CUSTOPT.XLS .Set View options.

If necessary, create a new, blank worksheet.

Steps Practice Data

1. Select the Tools menu.The Tools menu appears.

Click Tools

2. Select the Options command.The Options dialog box opens.

Click Options...

3. Select the View tab.The View page appears. Click the View tab, ifnecessary

4. Select or deselect the desired options.The options are selected or deselected.

Click Gridlines todeselect it

5. Select OK .The Options dialog box closes and theselected View options are applied.

Click OK


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Notice that the gridlines no longer appear in the window and the borders of the formare more visually effective.

Open the Options dialog box and enable the gridlines.

S ETTING E DIT O PTIONS

DiscussionYou can use the options on the Edit page in the Options dialog box to control basiccopying, editing, and data entry tasks.

The default direction of the active cell after pressing the [Enter] key is down. Whenyou enter data into a cell and press the [Enter] key, the active cell moves down the

column to the next row. If you are entering data across a row, instead of down acolumn, it would be more efficient if the active cell moved to the right. You canchange the direction of the active cell movement to up, down, right, or left.

Step-by-StepSet Edit options.

If necessary, create a new, blank worksheet.

Steps Practice Data


Click Tools


Click Options...

3. Select the Edit tab.The Edit page appears.

Click the Edit tab

4. Select or deselect the desired option.The option is selected or deselected.

Click Direction under

Move selection afterEnter

5. Continue selecting or deselectingoptions as desired.The options are selected or deselected.

Click Right


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Steps Practice Data

6. Select OK .The Options dialog box closes and theselected Edit options are applied.

Click OK

Type 12 in cell B8 and press [Enter] . The active cell should move to the next columnin the same row. In C8 and D8, enter the data TM34 and 12.50 , pressing [Enter] aftereach data entry. Notice that the active cell continues to move to the right each timeyou press [Enter] .

Open the Options dialog box and change the active cell direction to Down .Close CUSTOPT.XLS .

S ETTING G ENERAL O PTIONS

DiscussionExcel provides several options on the General page in the Options dialog box thatyou can customize.

You can change the number of recently used files that displays on the File menu. Thedefault number is four files, but you can increase this to nine files.

By default, when you begin a new workbook, it contain three worksheets and the fontand font size are predefined. You can change the default number of worksheets in anew workbook and the default standard font and font size to suit your needs. Changesmade to the standard font and font size will not take effect until you close and restartExcel. Existing workbooks will not be affected by the change.

You can enter a default file location for Excel workbooks. Excel uses this location asthe place to which it automatically saves new workbooks and from which itautomatically opens existing workbooks. You can also enter an alternate startup filelocation if you want all the workbooks in that folder opened each time you openExcel.

Be careful about entering a folder path in the Alternatestartup file location text box. All the workbooks stored in thisfolder will be opened the next time you start Excel.


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Step-by-StepSet General options.

If necessary, create a new, blank workbook.

Steps Practice Data


Click Tools


Click Options...

3. Select the General tab.The General page appears.

Click the General tab

4. Select or deselect the desired options.The options are selected or deselected.

Click Sheets in new

workbook to 1

5. Select OK .The Options dialog box closes and theselected General options are applied.

Click OK

Click the New button to create a new workbook. Notice that the workbook onlycontains one sheet. Open the Options dialog box and change the number of sheets to3.


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E XERCISE

C USTOMIZING E XCEL P REFERENCES

TaskCustomize Excel preferences.

1. Open Custoptx .

2. Hide the gridlines and zero values.

3. Change the move direction of the active cell after pressing [Enter] tomove to the right.

4. Enter the following information into row 9 in the worksheet. Press[Enter] after typing each entry.

QTY PART # UNIT PRICE

5 LT460 45.95

5. Change the number of sheets in a new workbook to 5 and enable thePrompt for workbook properties option.

6. Create a new workbook. The workbook should contain fiveworksheets.

7. Save the new workbook as Regtenq2 . The Properties dialog boxshould open. Enter Tennis as the subject and close the dialog box.


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8. Reset the Move selection after Enter option to Down , reset theSheets in new workbook to 3, and disable the Prompt forworkbook properties option.

9. Close all open workbooks without saving them.


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LESSON 2 -USING TEMPLATES


Work with templates

Save a workbook as a template

Use a template

Edit a template

Insert a new worksheet

Delete a template

Create default templates


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Lesson 2 - Using Templates Micros oft Excel Level 5


W ORKING WITH T EMPLATES

DiscussionA template is a special type of workbook you can use as a model to create otherworkbooks. For example, if you create a weekly budget report workbook that containsstandard text and formulas, you can save that workbook as a template. Then, you canuse the template to create your weekly budget reports. Therefore, you will not have tocreate the standard text and formulas every time you are creating a weekly budgetreport. Anything that can be saved in a workbook can be included in a template.

Templates are a great time saver when you are creating workbooks that containdifferent data but have the same general look. They also help provide a consistentformat to your work.

S AVING A W ORKBOOK AS A T EMPLATE

DiscussionTo create a template, you first design a workbook with the formulas, cell attributes,and text that you want to appear in all the workbooks based on the template. Whenyou save this workbook as a template, you can use it for future workbooks you willcreate. For example, you can create a standard workbook with a worksheet thatcontains the column and row headings, formulas, and formats that you use every weekin a weekly budget review. After saving this workbook as template, you can use thestandardized information it contains for all future weekly budget worksheets.

Templates may contain text, formatting, styles, formulas, macros, graphics (such as acompany name and logo), custom toolbars, page setup changes, a specified number ofsheets, and calculation and display settings. You can create a template using a new,unsaved workbook or by saving an existing workbook under a new name as atemplate.


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Micros oft Excel Level 5 Lesson 2 - Using Templates


Saving a workbook as a template

By default, templates you create are stored in theWindows/Application Data/Microsoft/Templates folder andappear on the General page in the New dialog box.

If you want to create a separate page in the New dialog box foryour custom templates, you simply store the templates in anew folder under the Templates folder. The templates willappear on a page named after the new folder.

Step-by-StepFrom the Student Data directory, open BYWEEK.XLS .Save a workbook as a template.

Steps Practice Data

1. Select the File menu. The File menu appears.

Click File

2. Select the Save As command.The Save As dialog box opens with thetext in the File name text box selected.

Click Save As...


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Steps Practice Data

3. Type a name for the template in theFile name text box.The name appears in the File name text box.

Type Weekly

4. Select the Save as type list. A list of file types appears.

Click Save as type

5. Select Template .Template appears in the Save as typebox and the contents of the Templates

folder appear in the Save in list box.

Click Template

6. Select Save .The Save As dialog box closes and the

file is saved as a template in theTemplates folder.

Click Save

Close WEEKLY.XLT .

U SING A T EMPLATE

DiscussionYou can use a template when you want to create a workbook based on a standardmodel. For example, if you have a weekly budget template, you can use the templateeach week when you create the budget. After you select the desired template, a copyof it appears as a new workbook. This workbook is given a default name using thename of the template and a number, i.e., SAMPLE1 . The first time you save theworkbook, the Save As dialog box opens. You can save the workbook using thedefault name, or you can create your own. Saving the changes saves the workbook butdoes not affect the template.


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Using a template to create a new workbook


If you want to create a separate page in the New dialog box foryour custom templates, you simply store the templates in anew folder under the Templates folder. The templates willappear on a page named after the new folder.

Step-by-StepUse a template to create a new workbook file.

Steps Practice Data

1. Select the File menu.The File menu appears.

Click File

2. Select the New command.The New dialog box opens.

Click New...

3. Select the appropriate tab.The appropriate page appears.

Click the General tab, ifnecessary


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Steps Practice Data

4. Select the desired template.The template is selected and a previewappears in the Preview box.

Click Weekly

5. Select OK .The New dialog box closes and a newworkbook based on the templateopens.

Click OK

6. Select the desired cell.The active cell moves accordingly.

Click cell B5

7. Type the desired entry.The entry appears in the cell.

Type 300

8. Press [Enter] .The entry is entered into the cell.

Press [Enter]

9. Make additional changes as desired.The entries appear on the screen.

Follow the instructionsshown below the table

before continuing on tothe next step

10. Click the Save button.The Save As dialog box opens with thetext in the File name text box selected.

Click

11. Type a new file name, if desired.The file name appears in the File

name text box.

Type Week2

12. Select Save .The Save As dialog box closes, theworkbook is saved, and the template isunchanged.

Click Save

Enter the following information in the appropriate cells:

A B

4 Week

5 Wk 1 300

6 Wk 2 350

7 Wk 3 250

8 Wk 4 400

Return to the table and continue on to the next step. Close WEEK2.XLS .


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E DITING A T EMPLATE

DiscussionYou can change the content and formats of a template. For example, if you create andsave a template for your weekly budgets and you need to add an additional line item,you can open, modify, and resave the template with the new line item. In addition, youcan modify or update templates provided by Excel.

Changes to a template affect only the workbooks created with that template after youchange the template. Workbooks created with the template before the changes weremade to it are not updated.

Opening a template for editing



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Step-by-StepEdit a template.

Steps Practice Data

1. Click the Open button.The Open dialog box opens. Click

2. Select the Files of type list. A list of file types appears.

Click Files of type

3. Select Templates .The file type is selected.

Scroll as necessary andclick Templates

4. Select the Look in list. A list of available drives appears.

Click Look in

5. Select the drive where the template isstored.

A list of available folders appears.

Click the C: drive or thedrive indicated by yourinstructor

6. Select the folder where the template isstored.

A list of files in the folder appears.

Double-click to select theTemplates folder or thefolder indicated by yourinstructor

7. Select the desired template.The template is selected.

Click Weekly

8. Select Open .The Open dialog box closes and thetemplate opens.

Click Open

9. Make the desired changes.The changes are made.

Click cell A2

10. Make any additional changes, asnecessary.The changes are made.

Press [Delete]

11. Click the Save button.

The changes to the template are saved. Click12. Close the template file.

The template file closes. Click on the workbookwindow

Practice the Concept : Use the template to open a new workbook. Verify the changesto the template. Close the workbook without saving it.


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INSERTING A N EW W ORKSHEET

DiscussionYou can use a template as the model for individual worksheets inserted into thecurrent workbook. For example, if you are working on a quarterly workbook, you caninsert a worksheet based on the weekly budget template. You can select from any ofthe available templates. If a template contains more than one worksheet, all theworksheets are inserted into the current workbook.

Excel automatically assigns a name to a newly inserted worksheet based on atemplate. You can change the default name, as desired.

Step-by-StepFrom the Student Data directory, open WEEK2a.XLS .Insert a new worksheet based on a template.

Steps Practice Data

1. Click the right mouse button on the tab before which you want to insert thenew worksheet.

A shortcut menu appears.

Click the right mouse button on the Sheet1 tab

2. Select the Insert command.The Insert dialog box opens.

Click Insert...



4. Select the desired template.The template is selected and a previewappears in the Preview box.

Click Weekly

5. Select OK .The Insert dialog box closes and a newworksheet based on the template isinserted into the current workbook.

Click OK

Close WEEK2a.XLS .


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D ELETING A T EMPLATE

DiscussionYou can delete a template if you no longer need to use it. Deleting unwantedtemplates keeps your New dialog box from becoming overcrowded.

If you accidentally delete a template, you can open theRecycle Bin and restore the deleted file to its original location.

Step-by-Step

Delete a template.

Steps Practice Data


Click File

2. Select the New command.The New dialog box opens.

Click New...



4. Right-click the template you want todelete.The template appears in the Previewbox and a shortcut menu appears.

Right-click Weekly

5. Select Delete . A Confirm File Delete message boxopens, prompting you to confirm thedeletion.

Click Delete

6. Select Yes .The Confirm File Delete message boxcloses and the template is deleted.

Click Yes

7. Select Cancel .The New dialog box closes.

Click Cancel


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C REATING D EFAULT T EMPLATES

DiscussionWhenever you start a new workbook or insert a worksheet without using a template,Excel uses the default templates. You can create your own default templates. Forexample, if you always use a specific header and footer in your workbooks, you cancreate a default template that contains the header and footer. You can create a defaulttemplate using the same techniques you use to create standard templates.

Excels default templates are stored in the Xlstart folder. Since Excel uses the filenames to determine the default templates, the workbook default template must benamed Book and the worksheet default template must be named Sheet . After youcreate a default template, Excel will use the Book template whenever you use the New

button to create a workbook. In addition, Excel will use the Sheet template whenever

you insert a worksheet using the Insert or shortcut menu.

The Xlstart folder is located in the folder containing Excel. IfOffice is installed, the Xlstart folder is located in the Office folder.

Make sure that the Sheet template only contains oneworksheet or all the worksheets will be inserted, including blank worksheets.


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E XERCISE

U SING T EMPLATES

TaskCreate and use templates.

1. Open Tenntmp .

2. Save the workbook as a template called Tennis . Close the template.

3. Use the Tennis template to create a new workbook.

4. In the new workbook, change the months to Apr , May , and Jun inthe range B7:D7.

5. Change the title in cell A3 to read Second Quarter Sales -Southeast .

6. Save the workbook as Tennis2q to the student data folder.

7. Insert a new worksheet into Tennis2q based on the Tennis template.

8. In the new worksheet, change the months to Apr , May , and Jun inthe range B7:D7.

9. Change the title in cell A3 to read Second Quarter Sales -

NorthEast .


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10. Close the workbook without saving it.

11. Open the Tennis template to modify it.

12. Delete the month headings in the range B7:D7 and select cell B7.

13. Save and close the template.

14. Use the template to open a new workbook. Verify the changes to thetemplate.

15. Close the workbook.16. Delete the Tennis template.


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LESSON 3 -CREATING/REVISING PIVOTTABLES


Create a PivotTable report

Add PivotTable report fields

Select a page field item

Refresh a PivotTable report

Change the summary function

Add new fields to a PivotTable report

Move PivotTable report fields

Hide and unhide items

Delete PivotTable report fields

Create a page field report

Format a PivotTable report

Create a PivotChart report

Create interactive PivotTables - Web

Add fields to a PivotTable - browser


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Lesson 3 - Creating/Revising PivotTables Micros oft Excel Level 5


C REATING A P IVOT T ABLE R EPORT

DiscussionA PivotTable report summarizes large amounts of data quickly. PivotTable reportsallow you to manipulate row and column headings around the central data so that youcan view the data in different ways.

PivotTable reports are organized into fields and items. Fields are rows or columns ofdata. Subcategories are items within a field. For example, if you want to summarizedata by month, each month becomes a line item in the field. Data fields contain thenumbers you want to summarize or analyze, such as sales or volume.

You can filter the items using a page field. A page field displays only the data for the

selected page field item. For example, Quarter could be a page field. You can thenchoose to view the data summarized for all the quarters or from only a single quarter.

Excel has a PivotTable and PivotChart Wizard to step you through the process ofcreating a PivotTable report. First, you select the source of the original data, such as alist or database on an Excel worksheet or an external database. Next, you select therange of data you want to use. The final step of the PivotTable and PivotChart Wizardis to select the worksheet and cell locations for the table.

The field layout of the PivotTable report is where you specify the fields you want to place in the rows and columns and the fields on which to perform calculation. Thisstep can be performed in a window in the PivotTable and PivotChart Wizard, or

directly in the worksheet. If the source data is an Excel workbook, it is easier to layoutthe PivotTable report directly in the worksheet. If the source data is an externaldatabase or an extremely large database, it is better to use the Layout window in thePivotTable and PivotChart Wizard.


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Micros oft Excel Level 5 Lesson 3 - Creating/Revising PivotTables


Creating a PivotTable report

You can also use a PivotTable report to analyze data created inan external data source, such as Access. Worksheet data canalso be imported into Access.

Step-by-StepFrom the Student Data directory, open PIVOT1.XLS .Create a PivotTable report.

If necessary, display the Sales worksheet.

Steps Practice Data

1. Select any cell in the database list.The cell is selected.

Click cell A4

2. Select the Data menu.The Data menu appears.

Click Data

3. Select the PivotTable andPivotChart Report command.The PivotTable and PivotChartWizard - Step 1 of 3 dialog box opens.

Click PivotTable andPivotChart Report...


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Steps Practice Data

4. Select the source of the original data.The desired option is selected.

Click Microsoft Excellist or database , ifnecessary

5. Select the kind of report you want tocreate.The desired option is selected.

Click PivotTable ifnecessary

6. Select Next > .The PivotTable and PivotChartWizard - Step 2 of 3 dialog box opens.

Click Next >

7. If necessary, select the database rangeand then select Next > .The PivotTable and PivotChartWizard - Step 3 of 3 dialog box opens.

Click Next >

8. Select where you want to place thePivotTable.The desired option is selected.

Click New worksheet ,if necessary

9. Select Finish .The PivotTable and PivotChartWizard dialog box closes, thePivotTable diagram appears in theappropriate worksheet, and the

PivotTable toolbar appears with thedatabase fields.

Click Finish

A DDING P IVOT T ABLE R EPORT F IELDS

DiscussionThe fields of a PivotTable report can be laid out directly in the worksheet using thediagram. The four areas of the PivotTable report diagram are row fields, columnfields, data items, and page fields. Each area of the diagram displays help text, such asDrop Column Fields Here .

When the PivotTable report is active, the available database fields appear in thePivotTable toolbar as buttons. You lay out the PivotTable report by dragging the

buttons directly into the diagram in the desired report areas. If you would like toarrange the data by displaying the months at the beginning of each row you woulddrag the Months button to the Drop Row Fields Here area of the report diagram.Likewise, if you want to display the product names at the top of each column, youwould drag the Products button to the Drop Column Fields Here area of the reportdiagram.


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The data field area contains the fields that are calculated. Therefore, they are usually, but not limited to, numerical fields. For the Months by Products report, you maywant to summarize the data in the Sales field; in other words, report the total sales per

product by month.

Page fields are often used with large databases to filter information. They can break alarge report down into smaller, more manageable reports. If the database includes aRegion field, this field can be used to report on the sales in a specific region.

Each area of a PivotTable report has its own identifying symbol that appears whenyou add new fields. As a field is dragged to different areas of the PivotTable report,the identifying symbol changes accordingly.

Adding PivotTable report fields

The fields appear in the PivotTable toolbar only if the toolbaris not docked. If necessary, you can move a floatingPivotTable toolbar to another position.

If the fields do not appear in the undocked PivotTable toolbar,click the Display Fields button.

You may need to use the More Fields buttons (up and downarrows) on the PivotTable toolbar to scroll to a field name.


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Step-by-StepAdd fields to the PivotTable report.

If necessary, display the Sheet1 worksheet and click in the PivotTable report todisplay the PivotTable toolbar and the list of fields.

In this step-by-step you will create a PivotTable report that displays product by monthand can be filtered by salesman.

Steps Practice Data

1. To add a row field, drag the desiredfield button from the PivotTable toolbar to the Drop Row Fields Here area.

A field button appears as you drag, theicon attached to the mouse pointerdisplays the row area filled, and thenthe field appears with a list arrow inthe row area.

Drag the Month button tothe Drop Row FieldsHere area

2. To add a column field, drag thedesired field button from thePivotTable toolbar to the DropColumn Fields Here area.

A field button appears as you drag, theicon attached to the mouse pointerdisplays the column area filled, andthen the field appears with a list arrowin the column area.

Drag the Product buttonto the Drop ColumnFields Here area

3. To add a page field, drag the desiredfield button from the PivotTable toolbar to the Drop Page Fields Here area.

A field button appears as you drag, theicon attached to the mouse pointerdisplays the page area filled, and thenthe field appears with a list arrow inthe page area.

Drag the Salesman buttonto the Drop Page FieldsHere area


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Steps Practice Data

4. To add a data field, drag the desiredfield button from the PivotTable toolbar to the Drop Data Items Here area.

A field button appears as you drag; theicon attached to the mouse pointerdisplays the data area filled; and thenthe row, column, and data itemsappear in the PivotTable report.

Drag the Sales button tothe Drop Data ItemsHere area

S ELECTING A P AGE F IELD ITEM

DiscussionYou can assign a field as a page field. Page fields allow you to filter the PivotTablereport by displaying only the data for a specific item in the field. The page field listcontains all the items in the page field. You can select an item from the list anddisplay the data that relates to that single item only. For example, items in the Region

page field might be Northeast , Northwest , Southeast , etc. You can select theNortheast item and display the data for just that region.

Using a page field item to filter data


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Step-by-StepSelect a page field item.

If necessary, display the Sheet1 worksheet.

Steps Practice Data

1. Click the page field list.The list of items in that field appears.

Click (All) in cell B1

2. Select the desired item.The desired item is selected.

Click Janice Faraco

3. Select OK .The PivotTable report is filtered anddisplays the data for the selected item

only.

Click OK

R EFRESHING A P IVOT T ABLE R EPORT

DiscussionIf your source data changes, the PivotTable report does not automatically update. Ifyou change existing data, delete records or fields, or add records or fields within the

original database range, you need to refresh the PivotTable report.

If you add records to the bottom of a database or fields after the last column in adatabase, you will have to open the PivotTable and PivotChart Wizard and expand thedata source to include the new data that has been added to the range.

You can reopen the PivotTable and PivotChart Wizard for anexisting PivotTable report by clicking in the PivotTable reportand clicking the PivotTable Wizard button on thePivotTable toolbar.

Step-by-StepRefreshing a PivotTable report.


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If necessary, display the Sheet1 worksheet and select Janice Faraco from theSalesman page field.

Display the Sales worksheet and change the number in cell D10 from 1089 to 2000 .Display the Sheet1 worksheet. Notice that 1089 still appears as the value in theGloves field for March .

Steps Practice Data

1. Select a cell in the PivotTable toactivate it.The entire PivotTable toolbardisplays.

Click cell A3

2. Click the Refresh Data button.The PivotTable report updates or awarning box opens, informing you thatthe PivotTable report was changed.

Click

Use the page field list to display all the salesmen.

C HANGING THE S UMMARY F UNCTION

DiscussionBy default, an Excel PivotTable report sums fields that contain numeric data andcounts fields that contain text. The PivotTable report can provide summary

information using other mathematical calculations. The table can average your data, provide the minimum and maximum values of an item, or yield a standard deviationor variance of an item. A PivotTable report can also contain multiple summaries forthe same field.

When a PivotTable report contains multiple data fields, youcan change the summary function for one field by selecting acell in the row of the data field you want to change.


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Step-by-StepChange the summary function for a data field.

If necessary, display the Sheet1 worksheet and the PivotTable toolbar.

Steps Practice Data

1. Select a cell in the data area of thePivotTable report.The cell is selected.

Click cell B5

2. Click the Field Settings button.The PivotTable Field dialog boxopens.

Click

3. Select a new summary function fromthe Summarize by list box.The summary function is selected.

Click Count

4. Select OK .The PivotTable Field dialog box closesand the PivotTable report displays thesummary function changes.

Click OK

Open the PivotTable Field dialog box and reset the summary function for the Sales field to Sum .

A DDING N EW F IELDS TO A P IVOT T ABLE R EPORT

DiscussionPivotTable reports can display multiple fields in the row, column, page, or data areas.Multiple fields add more detail to your PivotTable report. If you have a table thatcontains the row field Month and the column field Product , you can add another rowfield called Purchaser to also display monthly sales by customer.

New fields can be added to the PivotTable report by dragging them from thePivotTable toolbar to the desired area of the report. The new field can be positioned

before or after any existing fields. The position of the field determines how the datawill be summarized. You can display the purchasers for each month by placing theMonths field first and then the Purchaser field; or you can reverse the field

placement to display each purchaser and the month of each sale.

As you drag new fields into the PivotTable report, guidelines appear indicating the position of the field in relation to existing fields. When positioning a field in the row


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area, the guideline is a thick, gray vertical bar which appears to the left or right of anexisting row field. When positioning a field in the column area, the direction of theguideline changes to a horizontal bar which appears above or below the field items(not the field label). When the guideline appears to the left of a field in the row area,or above the field items in the column area, the new field will be placed before thecurrent field.

Adding new fields to a PivotTable report

You can also add new fields to a PivotTable report by openingthe PivotTable and PivotChart Wizard and selecting theLayout button.

You can move fields within the PivotTable report if youaccidentally position them in the wrong area.


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Step-by-StepAdd new fields to a PivotTable report.

If necessary, display the Sheet1 worksheet and click in the PivotTable report todisplay the PivotTable toolbar.

In this step-by-step you will add the Purchaser field to the row area, following theMonth field.

Steps Practice Data

1. Drag the desired field button from thePivotTable toolbar to the desired areaof the diagram.

A horizontal or vertical bar appearsindicating the location of the field andthen the new field appears in thePivotTable report.

Drag the Purchaser button to cell A4, to theright of the Month label

(until the vertical barappears between columnsA and B)

You can easily see which customers made purchases in each month and the products purchased during that month.

Practice the Concept: Add the Year field to the page area by dragging the Year button to just below cell A1.

Use the page fields to display the 1997 sales for Alice Abramas. Then, display her1998 sales. Finally, remove the filters by selecting (All) for both page fields.

M OVING P IVOT T ABLE R EPORT F IELDS

DiscussionYou can change the layout of the PivotTable report by moving fields from one area toanother. By moving the fields around you can experiment with the best way to displayyour data.

As you move fields in the PivotTable report diagram, thick, gray bars appearindicating the placement of the field if you released the mouse button. Vertical barsrepresent row area placement and horizontal bars represent column and page area

placement.


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You can also move a field from one area to another bydragging the desired field from the PivotTable toolbar. Theselected field is then removed from the original area and

placed in the new area.

Step-by-StepMove PivotTable report fields to another area.


In this step-by-step, you will move the Purchaser field from the row area to thecolumn area.

Steps Practice Data

1. Drag the desired field from one area ofthe PivotTable report to another area.

A horizontal or vertical bar appearsindicating the location of the field andthen the field moves to the newlocation in the PivotTable report.

Drag the Purchaser fieldin cell B5 to cell B4, justto the left of the Product field label (until thehorizontal bar appears

between rows 4 and 5)

Notice that the columns are grouped by Purchaser . The layout makes it easier to viewwhat products were purchased by each customer.

Practice the Concept: Arrange the data by products by dragging the Purchaser fieldlabel to cell C4, just to the right of the Product label. Release the mouse button whenthe horizontal bar appears below row 6.

H IDING AND U NHIDING ITEMS

DiscussionYou do not have to display all the items in a field in the PivotTable report. You canhide selected items, such as some of the products in a Product field. You can hideeverything but the data you need to view.

You can also unhide the items at any time. If you want to unhide items, you simplyfollow the same procedure for hiding items, but reselect the items you want to viewfrom the field item list before selecting OK .


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Step-by-StepHide and unhide items in a PivotTable report.


Steps Practice Data

1. Select the field list containing theitems you want to hide.

A list of field items appears.

Click the Product

2. Deselect the item you want to hide.The item is deselected

Click Baseballs todeselect it

3. Deselect any additional items youwant to hide.

Any additional items are deselected.

Click Gloves todeselect it

4. Select OK . The list of field items disappears andthe fields are removed from thePivotTable report.

Click OK

Practice the Concept : Notice that Baseballs and Gloves no longer appear in thePivotTable report. Unhide the Baseballs and Gloves data.

D ELETING P IVOT T ABLE R EPORT F IELDS

DiscussionFields can be deleted from a PivotTable report by dragging them from the table into a

blank area of the worksheet. When dragging fields from the PivotTable report, themouse pointer changes into a black X on top of a field button.

You can also delete a field by dragging it to the PivotTable toolbar.

Step-by-StepDelete PivotTable report fields.


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Steps Practice Data

1. Drag the field to an empty area of theworksheet.The mouse pointer changes into ablack X on top of a field button and the

field is deleted from the PivotTablereport.

Drag the Salesman fieldfrom the page area downto row 19

C REATING A P AGE F IELD R EPORT

DiscussionYou can use the Show Pages command on the PivotTable menu to create a separatePivotTable report for each item in a page field. Excel creates a copy of the PivotTablereport in a new worksheet for each page field item. For example, if you have a pageitem named Region and you select the Show Pages feature, a separate worksheet iscreated for each region in the list. These worksheets, which summarize informationabout each region, appear before the original PivotTable report worksheet.

You cannot undo the Show Pages feature. To remove the pages, you must delete them from the workbook.

When you double-click a data field item, Excel creates aseparate worksheet with the item details.


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Step-by-StepCreate a page field report.

If necessary, display the Sheet1 worksheet and click in the PivotTable report todisplay the PivotTable toolbar.

Drag the Region field from the PivotTable toolbar to cell A3, under the Year field inthe page area.

Steps Practice Data

1. Select the PivotTable menu.The PivotTable menu appears.

Click the PivotTable

2. Select the Show Pages commandThe Show Pages dialog box opens. Click Show Pages...

3. Select the page field for which youwant to create individual reports.The page field is selected.

Click Region

4. Select OK .The Show Pages dialog box closes anda separate worksheet for each item inthe page field is created.

Click OK

Use the worksheet tabs and scrolling buttons to view the page reports.

Display the Sheet1 worksheet. Double-click the detail item in cell B9. Excel creates anew worksheet displaying all the information about the data item. Display the Sheet1 worksheet and double-click the baseball totals in cell D18.Close PIVOT1.XLS .

F ORMATTING A P IVOT T ABLE R EPORT

DiscussionYou can format a PivotTable report to give it a more professional look using theAutoFormat feature. This feature provides many formats, which include cell shading,font style and color, and borders.

There are two main format styles for PivotTables, reports and tables. A table styleretains the original row/column (cross-tabulated) arrangement. A report stylerearranges the data into an indented layout. An indented layout arranges fields in a


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hierarchical column arrangement. Column fields are moved to the highest level of therow fields. This layout makes it easier to read complex PivotTable reports.

If you are not satisfied with the formatting, you can use the Undo feature to reversethe changes made by the AutoFormat feature. The AutoFormat feature does notformat page fields with the PivotTable report.

You can manually change the format of text and numbers using the normal Excelformatting features.

A formatted PivotTable report

If you use the Show Pages command on the PivotTable menuwith a formatted PivotTable report, each item page will beformatted.

You can rename fields in the PivotTable report by double-clicking the field label you want to rename and typing the newname into the PivotTable Field dialog box.

Selecting None in the AutoFormat list does not return aPivotTable report formatted with a report style to its originalarrangement.


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Step-by-StepFrom the Student Data directory, open PIVOT2.XLS .Format a PivotTable report using the Autoformat feature.

If necessary, display the Pivot1 worksheet and click in the PivotTable report todisplay the PivotTable toolbar.

Steps Practice Data

1. Click the Format Report button.The AutoFormat dialog box opens. Click

2. Select a report or table format from thelist.The format is selected.

Scroll as necessary andclick Report 8

3. Select OK .The AutoFormat dialog box closes andthe PivotTable report is formattedaccordingly.

Click OK

Click in any cell to deselect any ranges. Close the PivotTable toolbar.

Double-click the Purchaser field label in cell B3, change the name to Customer , andthen select OK .

C REATING A P IVOT C HART R EPORT

DiscussionA PivotChart report allows you to manipulate large amounts of data in a graphicalenvironment.

PivotCharts can be created from scratch (from a database or Excel list) or from anexisting PivotTable report. Both methods yield the same results, a chart whose layoutyou can change to view different levels of detail and data. Excel automatically createsa PivotTable report in a separate worksheet when you create a PivotChart.

Creating a PivotChart report is identical to creating a PivotTable report. The chartlayout is created by dragging fields from the PivotTable toolbar into the desired areaof the PivotChart.


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A PivotChart report

You can use the Chart Wizard button on the PivotTable toolbar to create a PivotChart from an existing PivotTablereport.

You may need to move the PivotTable toolbar to access thevarious areas of the PivotChart report.

Step-by-StepCreate a PivotChart report.

Display the Sales2 worksheet.

In this step-by-step, you will create a PivotChart that displays the sales by month for

each product, filtered by regions.


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Steps Practice Data

1. Select any cell in the database list.The cell is selected.

Click cell A4

2. Select the Data menu.The Data menu appears.

Click Data

3. Select the PivotTable andPivotChart Report command.The PivotTable and PivotChartWizard - Step 1 of 3 dialog box opens.

Click PivotTable andPivotChart Report...

4. Select the source of the original data.The desired option is selected.

Click Microsoft Excellist or database , ifnecessary

5. Select the kind of report you want tocreate.The desired option is selected.

Click PivotChart (withPivotTable)

6. Select Next .The PivotTable and PivotChartWizard - Step 2 of 3 dialog box opens.

Click Next >

7. If necessary, select the database rangeand then select Next .The PivotTable and PivotChartWizard - Step 3 of 3 dialog box opens.

Click Next >

8. Select where you want to place thePivotTable.

The desired option is selected.

Click New worksheet ,if necessary

9. Select Finish .The PivotTable and PivotChartWizard dialog box closes, thePivotTable diagram appears in theappropriate worksheet, and the

PivotTable toolbar appears with thedatabase fields.

Click Finish

10. Move the Chart toolbar, if necessary.The Chart toolbar appears in the newlocation.

Drag the Chart toolbar tothe left side of thewindow, under the DropPage Fields Here area

11. To add a field to the category axis,drag the desired field to the DropMore Category Fields Here area ofthe diagram.The field appears with a list arrow inthe category area.

Drag the Month buttonfrom the PivotTable toolbar to the Drop MoreCategory Fields Here area


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Steps Practice Data

12. To add a data field, drag the desiredfield to the Drop Data Items Here area of the diagram.The values are plotted on the chart.

Drag the Sales buttonfrom the PivotTable toolbar to the Drop DataItems Here area

13. To add a field to the series axis, dragthe desired field to the Drop MoreSeries Fields Here area of thediagram.The field appears with a list arrow inthe legend.

Drag the Product buttonfrom the PivotTable toolbar to the Drop MoreSeries Fields Here area

14. To add a page field, drag the desiredfield to the Drop Page Fields Here area of the diagram.The field appears with a list arrow in

the page area.

Drag the Region buttonfrom the PivotTable toolbar to the Drop PageFields Here area

Close the PivotTable toolbar. Select the Sheet1 worksheet. Excel has created aPivotTable report based upon your PivotChart layout.

Display the Chart1 chart sheet. Use the Region field list to display the data for theNortheast region. Use the Month field list to hide the data for the first quarter: Jan ,Feb and Mar . Use the Product field list to hide Baseballs , Basketballs , Footballs ,and Golf Balls . Display the Sheet1 worksheet and notice that the PivotTable reportreflects your changes.

C REATING INTERACTIVE P IVOT T ABLES - W EB

DiscussionMicrosoft Excel lets you publish PivotTable reports as Web pages. If you want othersto be able to be able to make changes, you can add interactivity to the publisheddocument. This enables a person to change the layout of the PivotTable report whileviewing it in a Web browser.

When a PivotTable report is published with interactivity to the Web, it is known as a

PivotTable list. Not all Web browser viewers will be able to use the PivotTable list.The user must be running the Microsoft Internet Explorer 4.01 version or greater astheir Web browser, and have the Microsoft Office Web Components installed. Usersviewing the Web page in another browser will be able to view the PivotTable report,

but not use its interactive features.

The Publish as Web Page dialog box lets you display the published Web pageimmediately in a Web browser as soon as it is saved.


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Creating an interactive PivotTable report for the Web

Although you can include symbols in field names in aPivotTable report, you should not use symbols, such as anumber sign ( #) or a period ( .) in a field name if you intend to

publish the report to the Web as an interactive PivotTable list.Field names in a PivotTable list can include spaces.

Step-by-StepCreate interactive PivotTable reports for the Web.

Display the Pivot2 worksheet.


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Steps Practice Data


Click File

2. Select the Save as Web Page command.The Save As dialog box opens with thetext in the File name text box selected.

Click Save as Web

Page...

3. Type the file name for the HTML filein the File name text box.The text appears in the File name textbox.

Type Pivotrpt

4. Select the Save in list. A list of available drives appears.

Click Save in

5. Select the drive where you want to

save the HTML file. A list of available folders appears.

Click the student data

drive

6. Select the folder where you want tosave the HTML file.The folder is selected.

Double-click to select thestudent data folder

7. Select Publish .The Publish as Web Page dialog boxopens.

Click Publish...

8. Under Item to publish , selectPivotTable .

PivotTable is selected.

Click PivotTable

9. Under Viewing options , select theAdd interactivity with option.The Add interactivity with option isselected and PivotTable functionality appears in the Add interactivity with box.

Click Addinteractivity with

10. Select the Open published web pagein browser option.The Open published web page in

browser option is selected.

Click Open publishedweb page in browser

11. Select Publish .The Publish as Web Page dialog boxcloses and Internet Explorer openswith the PivotTable report displayed ininteractive mode.

Click Publish


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A DDING F IELDS TO A P IVOT T ABLE - B ROWSER

DiscussionPivotTable lists are interactive PivotTable reports that can be manipulated in a Web

browser. Users can change the layout and fields of a PivotTable list from their Web browser. In order to use PivotTable lists, the Web browser must be Microsoft InternetExplorer version 4.01 or greater, and the Microsoft Office Web Components must beinstalled.

A PivotTable list can be changed using the toolbar buttons that appear at the top of thelist. You can add fields to the row, column, filter, data or detail areas using the FieldList button. The row, column and data areas are identical to a PivotTable report. Thefilter area is known as the page area in a PivotTable report in a worksheet. The detailarea is a collapsed field in the data area. You can also drag fields to rearrange or

remove them from the PivotTable list.

Items in the PivotTable list display expand ( +) and collapse ( -) indicators to show orhide the item details. PivotTable reports in worksheets display only the fields youselect, while PivotTable lists in a Web browser contain all the underlying details fromthe source data. You can show or hide item details as needed. Drop-down lists forrow, column and filter (page) fields are used to hide and show data for specific itemsin the field.

The toolbar provides buttons for moving fields to other areas, promoting anddemoting fields within an area, enabling and disabling the filter fields (page area),adding and removing subtotal calculations for fields, and refreshing the data. The

Property Toolbox button is used to format fields and show and hide elements of thePivotTable list. The Export to Excel button exports the PivotTable list in the Web browser to an Excel worksheet.


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Step-by-StepAdd fields to an interactive PivotTable list in the Microsoft Internet Explorer Web

browser.

If necessary, publish a PivotTable report as a Web page with PivotTable interactivityand open the Web page in Microsoft Internet Explorer.

Maximize the Internet Explorer window.

Steps Practice Data

1. Select the Field List button on thetoolbar.The PivotTable Field List dialog box

opens.

Click

2. Select the field you want to add to thePivotTable list.The desired field is selected.

Click Product

3. Select the Add to list.The Add to list appears.

Click the Add to

4. Select the area in which you want toadd the field.The desired area is selected.

Click Filter Area

5. Select Add to .The selected field is added to theselected area of the PivotTable list andthe table recalculates.

Click Add to

6. Continue adding fields as desired.The fields are added to the PivotTablelist.

Follow the instructionsshown below the table

before continuing on tothe next step

7. Click the Close button to close thePivotTable Field List dialog box.The PivotTable Field List dialog box

closes.

Click in thePivotTable Field Listdialog box

Add the Purchaser field to the Row area .

Return to the table and continue on to the next step.

Click the Salesman row field name and then use the Expand button on the toolbar todisplay the Purchaser details. Use the Product list and filter the data for just


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Baseballs . Click the plus sign (+) next to the 1997 column field name to display thefield details. Click the Purchaser row field name and use the Promote button on thetoolbar to promote the row field.

Close the Microsoft Internet Explorer Web browser.Close PIVOT2.XLS .


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E XERCISE

C REATING /R EVISING P IVOT T ABLES

TaskCreate and revise PivotTable reports.

1. Open Expivot1 .

2. Use the PivotTable Wizard to create a PivotTable report from aMicrosoft Excel list. Use the data range A4:G67 as the source data.Place the PivotTable in a new worksheet.

3. Create the following layout:

Area FieldPage Date Sold

Row Product, Inv Num

Column Sales Rep

Data Total Income

4. Use the Date Sold list to display the sales for 2/6/99.

5. Widen column A so that you can see the product names.

6. Display the World worksheet and change the number in cell F9 to25.

7. Display the Sheet1 worksheet and refresh the PivotTable report.

8. Change the page field list back to the (All) option.

9. Move the Product field to the column area.

10. Move the Sales Rep field to the row area, to the right of theInv Num field.

11. Move the Sales Rep field to the left of the Inv Num field.

12. Remove the Date Sold field from the PivotTable report.

13. Move the Inv Num field to the page area.

14. Display the number of orders for each sales representative bychanging the summary function for the data area to a Count .


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15. Return the summary function to a Sum .

16. Hide Ernest Feldgus and Janice Faraco in the Sales Rep field.

17. Hide Exercise Machines , Rowing Machines , and StepperMachines in the Product field.

18. Create a PivotChart from the World worksheet. Use the same datarange. Base the chart on the existing report in Sheet1 . Place thePivotChart in a new worksheet.

19. Create the following layout:

Area FieldCategory Product

Data Total Income

More Series Sales Rep

Page Date Sold

20. Display the data for the products sold on 3/10/99.

21. Display the Sheet1 worksheet and create a separate PivotTablereport for each Inv Num item in the page area. ( Hint: Use the Show

Pages feature. )

22. Use the AutoFormat feature to format the 3325 sheet. Select aformat of your choice.

23. Display the 3325 worksheet. Publish the PivotTable report as a Web page named Wsgpivot with an interactive PivotTable list. Open the published Web page in a browser.

24. In the browser, add the Date Sold field to the row area and expandthe Sales Rep field.

25. Close the browser and then close the workbook without saving it.


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LESSON 4 -WORKING WITH COMMENTS


Create comments

View a comment

Use the Reviewing toolbar

Print comments


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Lesson 4 - Working with Comments Microsoft Excel Level 5


C REATING C OMMENTS

DiscussionComments add notes to a worksheet. Comments can be used to provide informationabout data in a cell or about the worksheet itself. For example, you can describe howyou arrived at a particular formula within a cell, or you can list the telephone numberof a client to which the data in the spreadsheet refers. When a comment is attached toa cell, a red indicator appears in the upper right corner of the cell.

Comments are useful if you want to communicate with other users when working withshared workbooks on a network. Since comments include the name of the currentuser, they can be an effective way to explain data or the reason for a change. Forexample, if you change a value in a shared workbook, you can add a comment that

explains the reason why you changed the value.

Creating a comment in a worksheet

You can also create a comment by clicking the NewComment button on the Reviewing toolbar or by selecting theInsert menu and then selecting the Comment command.


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Microsoft Excel Level 5 Lesson 4 - Working with Comments


If a red indicator does not appear in a cell with a commentattached to it, you can select the Comment indicator onlyoption on the View page in the Options dialog box. To openthe Options dialog box, select the Tools menu and then selectthe Options command.

Comments automatically include the name of the current user.If you do not want to include the name, or if the name iswrong, you can delete or change it in the User name text boxon the General page in the Options dialog box. To open theOptions dialog box, select the Tools menu and then select theOptions command.

Step-by-StepFrom the Student Data directory, open ORDER5.XLS .Create a comment.

Steps Practice Data

1. Right-click the cell to which you wantto add a comment.

A shortcut menu appears.

Right-click cell A5

2. Select the Insert Comment command. A comment box with selection handles

and a slashed border appears next tothe cell.

Click Insert Comment

3. Type the text for the comment.The text appears in the comment box.

Type Contact is Sarah Jones at 555-454-7890.

4. Click anywhere in the worksheet toexit the comment box.The comment box disappears and ared indicator appears in the upperright corner of the cell.

Click cell A11


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V IEWING A C OMMENT

DiscussionYou can view comments using the same technique as you would to view ScreenTips.When you position the mouse pointer over any cell that has a comment attached to it,the comment appears in a comment box next to the cell. To hide this comment, yousimply move the mouse pointer off the cell.

Step-by-StepView a comment.

Steps Practice Data

1. Position the mouse pointer over thecell containing the comment you wantto view.The comment box appears.

Point to cell A6

2. Move the mouse pointer off the cell.The comment box disappears.

Point to cell A1

U SING THE R EVIEWING T OOLBAR

DiscussionYou can use the Reviewing toolbar to navigate, add, hide, and delete comments. Forexample, in an order entry workbook that has comments on the status of each order,you can use the toolbar to move from one comment to another, reading the status oneach comment.

Excel looks for comments beginning with the active cell. Therefore, it is best to makecell A1 the active cell before you select the Next Comment button. This step ensuresthat all the comments will be viewed.

After you have reviewed the last comment, a Microsoft Excelwarning box opens, telling you that you have reached the endof the workbook. You can choose to review the commentsagain from the beginning or cancel the review process.


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To show or hide comments, you use the same button. Whenthe comments are hidden, you use the Show All Comments button to display them. When the comments are displayed,you use the Hide All Comments button to hide them.

Step-by-StepUse the Reviewing toolbar.If necessary, select cell A1 and display the Reviewing toolbar without displaying anycomments.

Steps Practice Data

1. Select the cell containing the commentyou want to permanently display.The cell is selected.

Click cell C4

2. Click the Show Comment button to permanently show the selectedcomment.The selected comment appears.

Click

3. Click the Next Comment button toselect the next comment.The next comment is selected.

Click twice

4. Click the Previous Comment buttonto select the previous comment.The previous comment is selected.

Click

5. Click the Hide Comment button tohide the selected comment.The selected comment is hidden.

Click

6. Click the Show All Comments buttonto shown any hidden comments.

Any hidden comments appear. Click

7. Click the Hide All Comments buttonto hide all the shown comments.

All the displayed comments arehidden.

Click

Practice the Concept: Use the Edit Comment button to change the comment in cellA6. Change the last four digits of the telephone number to 3966 and click any cell toexit the comment. Use the Delete Comment button to delete the comment in cell A7.

Close the Reviewing toolbar.


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P RINTING C OMMENTS

DiscussionYou can print the comments on a separate page at the end of the printed worksheet, oras displayed on the worksheet. Comments that print on a separate page at the end ofthe printed worksheet display the cell address, the author of the comment, and the textthat appears in the comment. Printing on a separate page at the end of a worksheet isuseful when, for example, you add comments to a worksheet that describe certainformulas. You can then display and print the comments to help other users.

If you are printing comments as displayed on a worksheet, you need to display themon the worksheet before printing.

Step-by-StepPrint the comments at the end of a worksheet.

Steps Practice Data


Click File

2. Select the Page Setup command.The Page Setup dialog box opens .

Click Page Setup...

3. Select the Sheet tab.The Sheet page appears.

Click the Sheet tab

4. Select the Comments list.The Comments list appears.

Click Comments

5. Select the At end of sheet or Asdisplayed on sheet option.The desired option is selected.

Click At end of sheet

6. Select Print .The Page Setup dialog box closes and

the Print dialog box opens.

Click Print...

7. Select OK .The Print dialog box closes and Excel

prints the comments on the worksheetaccording to the option selected.

Click OK

Close ORDER5.XLS .


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E XERCISE

W ORKING WITH C OMMENTS

TaskWork with comments.

1. Open Comm20 .

2. Insert the comment Acquired 5 new customers in the region in cell E13.

3. Point to cell A13 to view its comment.

4. Select cell A1 and then move through all the comments using theReviewing toolbar.

5. Select Cancel in the Microsoft Excel warning box, if necessary.

6. Show the comment in cell G7 so that it remains displayed when themouse pointer is not on the cell.

7. Hide the comment in cell G7.

8. Show all the comments.


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LESSON 5 -WORKING WITH VIEWS


Use views

Create a normal view

Create a custom view

Display a view

Delete a view


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Lesson 5 - Working with Views Microsoft Excel Level 5


U SING V IEWS

DiscussionYou can use a view to save both the display and print settings in a worksheet. Onceyou have stored these settings in a view, you can use that view to display and print theworksheet with the selected settings. As a result, you do not have to manually changeworksheet settings each time you want to display or print the worksheet differently.For example, if you print a worksheet using two different print areas, you can createtwo views. Then, when you want to print using a particular print area, you simplyselect the appropriate view. Any view you create includes the window size and

position of the worksheet, hidden columns and rows, the zoom percentage, and the print settings. Views allow you to experiment with different looks for your worksheet.

C REATING A N ORMAL V IEW

DiscussionThe first view you create should be the normal view of your worksheet before youchange any settings. If you create a normal view, you can use it

Documents

Excel 2000 Level 5 Vicon