MS Excel 2007 Manual

8/13/2019 MS Excel 2007 Manual

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Excel 2007 Intermediate - Page 2

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MANIPULATING DATA & NAMED RANGES ................................................................................................. 5

PASTE SPECIAL TECHNIQUES ........................................................................................................................... 5

Paste Special .............................................................................................................................................. 5

Transposing data ........................................................................................................................................ 6

IMPORTING A TEXT FILE AND DELIMIT BY COMMA,SPACE OR TAB..................................................................... 7

Importing text and delimiting by space, comma or tab......................................................................... 7

NAMED RANGES ............................................................................................................................................... 10

What does naming a cell range mean? ................................................................................................ 10

Rules for naming cells and ranges ........................................................................................................ 10

Naming cell range(s) in a worksheet..................................................................................................... 11

Named ranges within formulas............................................................................................................... 11

Navigating through workbooks using named ranges.......................................................................... 12

Creating named ranges automatically based on cell values.............................................................. 12

Deleting named cells/ranges .................................................................................................................. 13

SUB-TOTALING ................................................................................................................................................. 13

Creating subtotals .................................................................................................................................... 14

Removing subtotals.................................................................................................................................. 15

TEMPLATES ...................................................................................................................................................... 16

Using templates ........................................................................................................................................ 16

Creating templates ................................................................................................................................... 17

Opening and editing templates............................................................................................................... 18

FORMATTING & DISPLAY TECHNIQUES................................................................................................... 20

CELL STYLES ................................................................................................................................................... 20

Formatting tables ...................................................................................................................................... 20

TABLE STYLES ................................................................................................................................................. 21

Formatting tables using table styles ...................................................................................................... 21

CONDITIONAL FORMATTING............................................................................................................................. 21Formatting cell ranges using conditional formatting............................................................................ 22

CUSTOM NUMBER FORMATS............................................................................................................................ 23

Creating custom number formats........................................................................................................... 23

FREEZING ROW AND COLUMN TITLES .............................................................................................................. 25

Freezing the top row ................................................................................................................................ 25

Freezing the first column ......................................................................................................................... 26

Freezing the top row and the first column at the same time.............................................................. 27

HIDING AND UN-HIDING ROWS AND COLUMNS................................................................................................. 27

Hiding and un-hiding rows....................................................................................................................... 27

Hiding and un-hiding columns ................................................................................................................ 29

HIDING /UN-HIDING WORKSHEETS .................................................................................................................. 29

Hiding and un-hiding worksheets........................................................................................................... 29SORTING AND QUERYING DATA ................................................................................................................ 32

SORTING DATA BY MULTIPLE COLUMNS........................................................................................................... 32

Sorting internal Excel databases............................................................................................................ 32

CUSTOM SORTS ............................................................................................................................................... 35

Custom sort options ................................................................................................................................. 35

USINGAUTOFILTER ......................................................................................................................................... 37

Using AutoFilter to query data................................................................................................................ 37

Multiple queries......................................................................................................................................... 39

Removing filters ........................................................................................................................................ 40

Top 10 AutoFilter ...................................................................................................................................... 40

USING ADVANCED QUERY

/FILTER OPTIONS................................................................................................... 42

Filtering unique records ........................................................................................................................... 42

Advanced Filter ......................................................................................................................................... 43


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LINKING & CONSOLIDATING DATA............................................................................................................. 46

LINKING DATA OR A CHART WITHIN A WORKSHEET.......................................................................................... 46

Linking individual cells within a worksheet ........................................................................................... 46

Linking charts to data within a worksheet............................................................................................. 46

LINKING DATA OR A CHART BETWEEN WORKSHEETS [WITHIN A WORKBOOK]................................................. 48

Linking a cell range on one worksheet to another worksheet (within the same workbook).......... 48

Linking data on one worksheet to a chart in another worksheet (within the same workbook)...... 49

LINKING DATA OR A CHART BETWEEN SPREADSHEETS [WORKBOOKS]........................................................... 51

Linking data from one workbook to another......................................................................................... 51

Linking a chart from one workbook to another..................................................................................... 52

LINKING DATA OR A CHART INTO A WORD PROCESSING DOCUMENT ............................................................... 53

Copying data from Excel into a Word document................................................................................. 53

Linking data from Excel into a Word document................................................................................... 53

Copying a chart from Excel into a Word document............................................................................. 54

Linking a chart from Excel into a Word document............................................................................... 55

CONSOLIDATING DATA IN ADJACENT WORKSHEETS USING A 3DSUM FUNCTION........................................... 56

Consolidating data over several worksheets or worksheet pages.................................................... 56

CHARTS FORMATTING TECHNIQUES ....................................................................................................... 58

Changing the angle of pie chart slices .................................................................................................. 58

Formatting the chart axis fonts ............................................................................................................... 59

Formatting the chart axis scales ............................................................................................................ 60

Formatting the chart axis text orientation.............................................................................................. 62

Creating and positioning a chart title..................................................................................................... 63

Re-positioning a chart legend................................................................................................................. 64

Re-positioning chart data labels............................................................................................................. 65

Exploding the segments within a pie chart........................................................................................... 66

Deleting a data series within a chart...................................................................................................... 68

Adding a data series to a chart............................................................................................................... 69

Modifying the chart type for a defined data series............................................................................... 70

Widening the gap between columns / bars within a 2-D chart........................................................... 71

Inserting an image into a 2D chart (as a background)........................................................................ 73

Inserting an image into a 2D chart (to format a column or bar of data)............................................ 76

PROTECTION AND SECURITY ..................................................................................................................... 78

WORKBOOK PASSWORD PROTECTION ............................................................................................................ 78

Specifying a password for opening a workbook .................................................................................. 78

Using the read-only recommended option......................................................................................... 80

Removing a password from an Excel workbook.................................................................................. 83

PROTECTING /UN-PROTECTING A WORKSHEET WITH A PASSWORD............................................................... 85

Protecting a worksheet or worksheet elements................................................................................... 85

Removing workbook protection.............................................................................................................. 87

Allowing selective editing of a protected worksheet............................................................................ 87


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Manipulating Data & Named Ranges

Paste Special Techniques

Paste Special

Open a workbook called Paste special 01.

Select the cell(s) containing the data you wish to copy, in this case the range

A2:D6.

Press Ctrl+Cto copy the range.

Select the cell you want to paste the copied data into, in this case cell F2.

Click on the down arrowunder the Pasteicon (on the HomeTab).

This will display a range of Paste options. In this case select Paste Values.

You will notice that just the values are pasted, without any of the formattingthat was applied to the original table.


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Save your changes and close the workbook.

Transposing data

Open a workbook called Paste special 02.

Select the cell(s) containing the data you wish to copy, in this case select the

range A2:D6.

Press Ctrl+Cto copy the range.

Select the cell you want to paste the copied data into, in this case click on cellF2.

Click on the down arrowunder the Pasteicon.

Select the Transposecommand. The data should resemble the illustrationbelow.



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Importing a text file and delimit by comma, space or tab

Importing text and delimiting by space, comma or tab

Click on the Office Button icon (top-left of your screen) and select the Opencommand. The Opendialog box will be displayed. In the Files of typesection click on the down arrowand select All Files.

Select a text file called Import text.txt. This file is delimited by tab stops.

Click on the Openbutton. You will see the Text Import Wizard (Step 1 of

3)dialog box, as illustrated.


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Notice that the dialog box has two areas, the upper referring to choices youcan make, the lower showing the data you are about to import. The wizardlooks at your source data and the original file format and determines whetherit is delimited or not. You can choose to alter this decision if you wish. In

this case Delimitedtext is automatically detected.

Click Nextand the Text Import Wizard (Step 2 of 3)dialog box isdisplayed. The upper half of this box allows you to select the required field

delimiter. The default is Tab.

The delimited text is displayed at the bottom of the dialog box.

Click on the Nextbutton. The Text Import Wizard (Step 3 of 3)dialogbox is displayed.


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You can select the data format for each of the columns. You can also decidewhether you wish to import a column or not. In this case click on the Finishbutton to import the text into your spreadsheet. The data should be neatlyseparated into columns, as illustrated below:

Save your data in Excel Workbookformat. To this click on the OfficeButtonand select the Save Ascommand. When the Save Asdialog box isdisplayed, use the Save as typesection of the dialog box to select ExcelWorkbook. Use My Delimited Fileas the file name.


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Close the workbook.

Named ranges

What does naming a cell range mean?

We have seen that cells can be referred to by their location references:

Examples of single cell references would include.C1AA23IV16A1

Examples of referencing a range of contiguous cells would include.

A1:A6B3:X3B16:F20

It is also possible to name cells and ranges so that they can be referred tousing meaningful names, such as sales.

It is much easier to understand a formula such as:

=unit_price*no_of_units

than a formula of the type shown below.

=A9*B84

Rules for naming cells and ranges

Range names normally begin with a letter or underscore character.

Range names must NOT contain hyphens or spaces.

Range names should be limited to 255 characters.

Bear in mind that names of 10-15 characters in length will be visible in most

drop-down menus.


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Naming cell range(s) in a worksheet

Open a file called Named ranges 01.

We are going to name a range for the Quantity Sold.

Select the cell(s) to be named, in this case cell B10. Click in the Name Box

with the mouse and enter the name you want to give to the cell(s), in thiscase Quantity_Sold, and press Enter. (If you see an error message, this isbecause you did not place an underscore character between the words

Quantityand Sold):

We are now going to name a range for the Price per Item. Highlight andselect the cell(s) to be named, in this case cell D4. Click in the Name Box

with the mouse and enter the name you want to give to the cell(s), in thiscase Price_per_item, and press Enter.

TIP: If you see an error message, this is because you did not place anunderscore character between the words.

Named ranges within formulas First click on cell B13and enter an equals symbol (=).


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Click on cell B10and enter a multiply symbol (*).

Click on cell D4and then press the Enterkey.

Click on cell B13again and notice the formula in the Formula Bar. As youcan see this makes the formula much easier to understand:

Navigating through workbooks using named ranges

Having defined a set of named cell ranges, click the down arrowto the rightof the Name Boxand select the named cell/range you wish to go to from the

drop down list that appears. Try going to both ranges that you have named.


Creating named ranges automatically based on cell values

Open a file called Named ranges 02.

Click on cell B2, which we wish to name the cell using the name Tom.

Click on the Formulastab and then click on the DefineName icon.

The New Name dialog box is displayed and as you can see, hasautomatically picked up the name Tom.


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Click on the OKbutton to complete the naming of the cell.

Repeat these actions so that cells B3:B5are also named with the relevantperson.

Deleting named cells/ranges

Click on the Formulastab and then click on the Name Manager icon.

The Name Managerdialog box is displayed

Select the name you wish to delete, in this case Nyahand then click on theDeletebutton. A warning dialog box is displayed, click on the OKbutton toconfirm the deletion.


Sub-totaling


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Creating subtotals

Open a workbook called Subtotals.

First, sort the data in ascendingorder, using the data in the Sales Regionto perform the sort.

To do this click on Datatab. Click on cell A3and then click on the SortAscendingicon.

Click within the data in the Sales Regioncolumn.

Click on the Subtotalicon.

This will display the Subtotaldialog box.


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Click on the OKbutton. You will see the data subtotaled as illustrated:

Removing subtotals

Click on the Subtotalicon and within the dialog box displayed, click on theRemove Allbutton.

Reapply the subtotals once again and the close the workbook, saving your

data.


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Templates

Using templates

Click on the Office Buttonand select the Newcommand.

This will display the New Workbookdialog box. In this case select theInstalled Templatescommand (on the left of the dialog box). You shouldsee the following displayed.

Select the Billing Statementand click on the Createbutton and you willsee the following.


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Take a little time to examine the workbook that has been created for you.You can click on the various fields within the document. You can enter valuesfor billing items and totals will be calculated automatically. After a short timeexperimenting, save the workbook as My Billing Statement, and close theworkbook.

If you have time take a look at some of the other installed templates.

Creating templates

Open a workbook called Make into template. This is a workbook not atemplate. We will now save this workbook as a template. To do this click onthe Office Button and click on the Save Ascommand. This will display the

Save Asdialog box.

In the File namesection of the dialog box, enter the name Monthly Sales.

Click on the down arrownext to the Save as Typesection of the dialog box

and select Excel Template.

Click on the Savebutton to save the template. Close the template.


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To use the template, click on the Office Buttonand then click on the Newcommand. Select the My templatesoption.

You will see a dialog box displaying your template file.

Click on the Monthly Sales template and then click on the OKbutton. Anew workbook will be created, based on the template.

NOTE: You have not opened the template file, you have created a newworkbook, based on the template file.

You can fill in details on the workbook (just make up some data) and thensave the workbook as My New Sales Report. Then close the workbook.

Opening and editing templates

Click on the Office Button, and then click on the Opencommand, which willdisplay the Opendialog box.

In the Files of typesection of the dialog box, select Templates.

Select your template file and you can now make changes to the actual

template file. Add your name next to the name field and re-save the file.


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NOTE: Any changes that you make to the template file will only affect newworkbooks that are created using the template. Any workbooks that werepreviously created based on the template will remain unaffected.

Create a new document based on your template and this time you will see

that your name is now automatically displayed within the new workbook.Close the workbook without saving your changes.


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Formatting & Display Techniques

Cell Styles

Formatting tables

Open a workbook called Cell styles.

Select a cell within the data in the worksheet.

Click on the Hometab and from within the Stylesgroup click on the CellStyles icon.

This will display a drop down from which you can select a style to apply to

the selected cell(s).

Experiment with applying different formatting styles to different cells.Remember that you can select more than one cell at a time by keeping the

Ctrlkey pressed as you click on cells. When you have finishedexperimenting save your changes and close the workbook.


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Table Styles

Formatting tables using table styles

Open a workbook called Table styles. Select the table within the worksheet.

If necessary select the Hometab and then click on the Format as Tableicon, within the Stylesgroup. This will display a drop down from which youcan select a style to apply to your table. Experiment with applying differentstyles and look at the effect it has on your table.

An example style is shown below.

When you have finished experimenting save your changes and close your

workbook.

Conditional Formatting


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Formatting cell ranges using conditional formatting

Open a file called Conditional formatting. This workbook contains detailsfor sales over a 3-month period. We wish to highlight all sales over 50.

Select the range of cells to which you wish to apply conditional formatting. Inthis example, the range would be C6:E13.

Click on the Hometab and then click on the Conditional Formattingicon(within the Styles group).

This will display a drop down list. In this case click on Greater Thanfromthe submenu displayed.

This will display theGreater Thandialog box. We wish to highlight all values

over 50 so we need to enter the number 50, as illustrated.


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Next, we need to set the formatting that will be displayed to highlightnumbers over 50. Click on the down arrownext to the withsection of thedialog box. Pick a formatting option, such as Red Border.

When finished click on the OKbutton and you will see that all cells containingvalues over 50,are now formatted, as requested.

If you have time investigate some of the other conditional formatting options.When you have finished experimenting save your changes and close the file.

Custom number formats

Creating custom number formats

Open a workbook called Custom number formats.

Select cells C6and D6, which contain the annual balance information.


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Right click on the selected cells and from the popup menu displayed select

the FormatCellscommand, which will display a dialog box.

Select the Numbertab.

From the Categorysection of the dialog box, select Custom.

Within the Typesection of the dialog box, select a format code similar to thatshown below:

#,##0;[Red]-#,##0

Within the format code, change the word Redto Blue:

Click on the OKbutton and the negative balance for the year 2006 will bedisplayed in blue.



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Freezing row and column titles

Freezing the top row

Open a workbook called Freeze titles. In this example, we have column titles, which in this case, are the months of

the year, and row titles, which relate to stock numbers. The main data areadisplays the number of each stock type sold in a particular month:

If we scroll down the page we would soon see the following. As you can seethe column titles are no longer visible.

Click on the Viewtab and from within the Windowgroup select the FreezePanes icon.


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You will see a drop down list of options. Click on Freeze Top Row.

Now when you scroll down the page the top row containing the columnheaders remains frozen and visible at all times.

To unfreeze the pane, click on the Freeze Panesbutton and select the

Unfreeze Panes command.

Freezing the first column

If we now scroll to the right, we will see the following. The row titles are no

longer visible:

To freeze the first column, click on the Viewtab and from within the Windowgroup select the Freeze Panes icon. Click on the Freeze First Columncommand.


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If we now scroll to the right, the row titles will remain visible, as illustrated:

To unfreeze the pane, click on the Freeze Panesbutton and select the

Unfreeze Panes command.

Freezing the top row and the first column at the same time

Click on cell B2and then click on the Viewtab and from within the Windowgroup select the Freeze Panes icon. Click on the Freeze Panescommand.

You will find that the top row and the first column have now both beenfrozen.


Hiding and un-hiding rows and columns

Hiding and un-hiding rows

Open a file called Hide.

Click the row heading to select the row you wish to hide. Highlight other rows

by pressing Ctrlwhile you click on each row heading. In this case, select therow relating to Carla. Right click on the selected row and from the popup


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menu displayed select the Hidecommand.

The selected row is now hidden. As you can see Carlas details are no longerdisplayed.

To unhide the row, select the rows above and below the hidden row, andright click over the selected rows. From the popup menu displayed select the

Unhidecommand. The hidden rows will now be displayed again.


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Hiding and un-hiding columns

Select the column you wish to hide, in this case the column relating to Salesfor2005. Right click over the selected column and from the popup menudisplayed, select the Hidecommand.

The column will no longer be displayed, as illustrated.

To unhide the column, select the columns on either side of the hidden column

and right click over the selected column. From the popup menu displayedselect the Unhidecommand.

Experiment a little more with hiding and un-hiding rows and columns. When

you are finished, save your changes and close your workbook.

Hiding / un-hiding worksheets

Hiding and un-hiding worksheets

Open a workbook called Worksheet.

Right click on the sheet tab to select the sheet you wish to hide, in this case

Sheet 2. From the popup menu displayed select the Hidecommand.


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Sheet2will now be hidden, as illustrated.

To unhide the worksheet, right click on one of the worksheet tabs and fromthe popup menu displayed, select the Unhidecommand.

You will see a dialog box displayed from which you can select the hidden

sheet you wish to unhide.


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Click on the OKbutton and the hidden sheet will now be displayed again.

Experiment with hiding another worksheet and then save your changes and

close the workbook.


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Sorting and Querying Data

Sorting data by multiple columns

Sorting internal Excel databases

Open a file called Sort data 01.

In this example, we wish to sort the data by second name, and then by firstname. As you can see, there are three people with the last name Gutierrez.

Click within the Second_namecolumn of data:

Click on the Datatab and from within the Sort & Filtergroup click on theSorticon.

This will display the Sortdialog box:


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Click on the down arrowto the right of the Sort bysection of the dialogbox and select Second_name.

Make sure that the A to Zoption is selected within the Ordersection of thedialog box.

Click on the Add Level button.

You will see a Then bysection added to the dialog box.


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Click on the down arrowto the right of the Then bysection of the dialogbox, and select First_Name.

Make sure that the A-Zoption button is marked within the Ordersection ofthe dialog box.

Click on the OKbutton and the data will be sorted by second name and thenby first name, as illustrated:



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Custom sorts

Custom sort options

Open a workbook called Custom sorts. This contains details for a small airtravel company, operating flights to different countries that leave on specificdays of the week. We wish to sort the data by the days of the week, but ifwe do this alphabetically, we would get the following:

What we want is the list sorted so that we see Mondays flights listed first,

then Tuesday's and so on. To do this we need to perform a custom sort.

Click on a cell within the Day flights Availablecolumn.

Click on the Datatab and from within the Sort & Filtergroup click on theSorticon.

This will display the Sortdialog box.


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Click on down arrowwithin the Sort bysection of the dialog box, and select

Day flights Available.

Click on down arrowwithin the Ordersection of the dialog box, and selectCustom List.

The Custom Listdialog box is displayed. Select the option illustrated.


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Click on the OKbutton and close all open dialog boxes. The list will then besorted by weekday, as illustrated.


Using AutoFilter

Using AutoFilter to query data

Open a workbook called Autofilter 01.

Click on any cell within the list.


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Click on the Datatab and from within the Sort & Filtergroup click on theFiltericon.

The table will then look like this.

We can click on the down arrowsdisplayed to apply filters to the data. Clickon the down arrow at the top of the Regioncolumn, and you will see the

following.


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De-select Select Alland then select North, as illustrated, and click on the OKbutton.

You will now only see details relating to the Northregion.

Multiple queries

So far, we have filtered the data to show only sales in the Northregion. Wecan now add a second filter to show only sales in the North region, over a

certain amount, say 11.

To do this, click on the down arrowin the Units_Sold columnand select

Number Filters. From the submenu displayed select Greater Than.


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This will display the Custom Autofilterdialog box. Enter the number 11, asillustrated and click on the OKbutton.

The data will now be displayed as illustrated below. Only sales above 11within the Northregion will be displayed.

Removing filters

To remove the filter re-click on the Filtericon.


Top 10 AutoFilter

Open a workbook called Autofilter 02.

Click on any cell within the list.

Click on the Datatab and from within the Sort & Filtergroup click on theFiltericon. You will see drop down arrows applied to the top of each columnof data.

Click on the down arrowin the Units_Soldcolumn. Click on the Number

Filterscommand and from the submenu displayed select the Top 10command.


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This will display the Top 10 AutoFilterdialog box. Type in the number 5, asillustrated and click on the OKbutton.

You will see the top 5 entries listed, as illustrated:

If you wish you can sort these, by clicking on the A-Z Sorticon within theSort & Filtergroup of the Datatab.


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The data will now look like this.


Using advanced query / filter options

Filtering unique records

Open a workbook called Advanced filter. This contains a list of names with

company ID numbers. If you look carefully you can see a duplicate, i.e.Carlais listed twice. In this case, the list is so small that looking forduplicates is easy, but just imagine trying to do this for a list of thousands ofnames. We wish to filter this list to avoid duplicates.

First click on a cell in the Name column. Then click on the Datatab andfrom within the Sort & Filtergroup, click on the Advancedbutton.

The Advanced Filterdialog box is displayed.


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Click on Unique records only, and then click on the OKbutton.

We will now see the list displayed without any duplicates. Carlais only listedonce.


Advanced Filter

Open a workbook called Advanced Filter Criteria. This workbook contains asimple sales list. We wish to filter the list so only sales made by GinatoGermanyare displayed. So it is easier to see, we have highlighted all salesby Gina, who made two sales to Germany and one to South Africa.

Enter the following (i.e. "Gina" and "Germany") into the criteria areabeneath the list:


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Select a cell within the Sales Personlist. Click on the Datatab and from within the Sort & Filtergroup click on the

Advancedbutton.

The Advanced Filterdialog is displayed. Excel should have automaticallyentered your list range into the List rangebox.

We wish to sort according to the criteria in cells A25:D26, so click within theCriteria rangebox and enter $A$25:$D$26:


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Click on the OKbutton and Excel will filter the list, showing only records thatmatch your criteria.



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This will display a drop down list of chart options. Click on the first 2-Dchartoption illustrated.

The chart will be displayed as illustrated.

Change the sales values for the Northor Southregions and the chart willautomatically update to reflect these changes.


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Linking data or a chart between worksheets [within aworkbook]

Linking a cell range on one worksheet to another worksheet (within thesame workbook)

Open a workbook called Link data between worksheets. This workbook

contains two page tabs. Note that postage and packing value is stored onthe second sheet.

In this example, we will link the Postage and packingvalue on the secondworksheet to a cell within the first worksheet of the workbook.

Click on cell C4on the first worksheet.

Type in the equals sign (=).

Click on the tab of the second worksheet (at the bottom of the workbook).

Click on cell A4(in the second worksheet).

Press Enterand you will return to Sheet 1.

Re-click on cell A4and you examine the formula within this cell:

You have linked data from one worksheet to another worksheet. Notice thesyntax in cell A4. You can use the help within Excel to get more information.Save your changes and close the workbook


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Linking data on one worksheet to a chart in another worksheet (withinthe same workbook)

Open a workbook called Link chart between worksheets.

NOTE: Be careful not to open a different file calledLink chart between workBOOKS

Click on the worksheet tab called Chart. You should now be viewing anempty worksheet.

Click on the Inserttab and from within the Chartsgroup click on theColumnbutton. Select the first chart within the 2-Doptions.

You will see an empty chart placeholder displayed within your worksheet.Right click on this empty chart placeholder and you will see a popup menu

displayed. Click on the Select Datacommand.

This will display the Select Data Sourcedialog box.


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Click on the Dataworksheet tab (bottom-left of your screen).

Select the table of data.

NOTE: You may have to move the dialog box so that you can select the data.

Click on the OKbutton and the chart will be displayed on the secondworksheet, using that data you selected on the first worksheet.

Try altering the data on the first worksheet and if you switch to the second

worksheet, you should find that the chart has changed to reflect yourchanges.

Save and close your workbook.


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Now click on cell B3, and the correct formula will be displayed in the formulabar, (an example of which is illustrated):

Try altering the data in the first workbook and you will see that the data

within the second workbook also changes.

Close the first workbook without saving any changes that you may havemade.


Linking a chart from one workbook to another

Open two Excel workbooks called Link chart between workbooks 01

and Link chart between workbooks 02. Select the chart within the first workbook.

Copy the selected chart to the Clipboard (by pressing Ctrl+C).

Switch to the second Excel workbook.

Click at the location where you wish to paste the chart and press Ctrl+Vtopaste the chart into the workbook.

Try altering the data in the first workbook and both charts will change to

reflect these changes.

Saveyour changes and close your workbooks.


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Linking data or a chart into a word processing document

Copying data from Excel into a Word document

Start Microsoft Word. If necessary, start Excel and then open a workbook

called Link chart to word.

Within Excel, select the data (in this case the range A4:C6) that you wish tocopy to the Clipboard and press Ctrl+Cto copy the selected data to theClipboard.

Switch to your Word document (or similar program).

Place the insertion point at the location within the document where you wish

to paste the data.

Click on the Pasteicon within the Word program.

The data will be displayed within Word and can be edited within Word, in the

same way that you would edit a normal Word table.

Close Word and Excel without saving your changes.

Linking data from Excel into a Word document

Start Microsoft Word.

If necessary, start Excel and then open a workbook called Link chart toword.

Within Excel, select the data (in this case the range A4:C6) that you wish tocopy to the Clipboard and press Ctrl+Cto copy the data to the Clipboard.


Place the insertion point at the location within the document where you wishto paste the data.

Click on Hometab and within the Clipboardgroup of the ribbon, click on the

down arrow under the Pasteicon. Select the Paste Specialcommand.


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This will display the Paste Specialdialog box. Select the Paste Linkoptionand click on the OKbutton.

The data will be displayed within Word. To edit the data you need to changethe original data within Excel. Try changing the data within Excel and see if

the data changes as expected within the Word document.


Copying a chart from Excel into a Word document


If necessary, start Excel and then open a workbook

called Link chart to word.

Within Excel, select the chart and copy it to the Clipboard, by pressing

Ctrl+C.


Place the insertion point at the location within the document where you wish

to paste the chart. Click on the Pasteicon within the Word program.


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The chart will be displayed within Word.


Linking a chart from Excel into a Word document


If necessary, start Excel and then open a workbookcalled Link chart to word.

Within Excel, select the chart and then copy it to the Clipboard, by pressingCtrl+C.


Place the insertion point at the location within the document where you wishto paste the chart.

Click on the Hometab and from within the Clipboardgroup, click on thedown arrowunder the Pasteicon. From the drop down displayed select

the Paste Specialcommand. The Paste Specialdialog is displayed. Select the Paste linkoption.

Make sure that Microsoft Office Excel Chart Objectis selected.

Click on the OKbutton.

The chart will be displayed within Word. To edit the data you need to changethe original data within Excel. Try changing the original data now and make

sure that the chart within Word is updated as expected.



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Consolidating data in adjacent worksheets using a 3D sumfunction

Consolidating data over several worksheets or worksheet pages Open a workbook called 3-D sum consolidation. Quickly examine the data

on each worksheet. In this example, we have a workbook containing a

number of worksheets. Each worksheet within the workbook contains thetotal annual sales for a salesperson called Elliot. We wish to total the salesfor the last three years and display them on the first page within theworkbook:

Click on the cell B3where we wish the consolidated data to be displayed (onthe first worksheet within the workbook).

Click on the Formulastab and from within the Function Librarygroup,click on the AutoSumicon.

Click on the tabof the second worksheet to display the second worksheet.

Highlight the cell or range to be consolidated, in this case cell B2:

While depressing the Shiftkey, click on the worksheet tabs for the otherworksheets to be consolidated, in this case for years 2005and 2004.

Press the Enterkey and the consolidated value for the three years will bedisplayed within the first worksheet.

If you click on the cell containing the consolidated data (on the firstworksheet) you will notice the following formula in the formula bar:


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Charts Formatting Techniques

Changing the angle of pie chart slices

Open a workbook called Pie chart slices. Click on the pie chart, so that the whole pie chart is selected:

Click on a particular slice of the pie chart so that only that slice is selected, asillustrated.

Right click on the selected pie chart and from the popup menu displayedselect the Format Data pointcommand.

The Format Data Pointdialog box is displayed.


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You can use the Angle of first slicecontrol to set the required angle(experiment with changing this value).

Click on the Closebutton to confirm your change.


Formatting the chart axis fonts

Open a workbook called Chart axis.

Select the value axis of the chart (i.e. the vertical axis currently running from

0-40). Right click on the vertical axis and from the popup menu displayed,

select the Fontcommand.


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The Fontdialog box will be displayed.

Change some of the font attributes (such as colour and font type).Experiment with different attributes.

Click on the OKbutton to view the effects of the changes that you havemade.

Formatting the chart axis scales

Select the vertical axis again, and right click over it. From the popup menudisplay select the Format Axiscommand.

This will display the Format Axisdialog box.


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Change the Minimumvalue to 0(you will have to select the Fixedoption).

Change the Maximumvalue to 60 (you will have to select the Fixedoption).

Change the Major unitto 10(you will have to select the Fixedoption).

Click on the Closebutton to view the effects. The chart should resemble theillustration shown:


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Formatting the chart axis text orientation

Select the value axis again (i.e. the vertical axis). Right click on the verticalaxis and from the popup menu displayed, select the Format Axiscommand,which will display the Format Axisdialog box. Click on the Alignmenttab,as illustrated.

Change the orientation to 45Degrees by typing 45 into the Custom anglebox.


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Click on the Closebutton to view the effects. The chart should resemble theillustration shown:


Creating and positioning a chart title

Open a workbook called Position chart items.

Click on the chart to select it.

Click on the Layouttab and then click on the Chart Titleicon.


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Select the Centered Overlay Titleoption. You will see the Chart Titleinserted, as illustrated.

Click on the chart title and edit to as illustrated.

Move the mouse pointer to the edgeof the chart title and drag the chart titleto a new location, as illustrated below.

Re-positioning a chart legend

Click on the chart legend to select it, as illustrated:


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Move the mouse pointer to the edgeof the chart legend, drag the legend toa new location, as illustrated below.

Re-positioning chart data labels

Click on the chart data label to select it, as illustrated:

Right click on the horizontal axis and from the popup menu displayed, selectthe Format Axiscommand. The Format Axisdialog box is displayed.

Select the Alignmenttab.

Enter a value of 45 degrees within the Custom anglesection of the dialogbox. Click on the Closebutton to apply the formatting.


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Exploding the segments within a pie chart

Open a workbook called Exploding pie chart.

Click once on the chart itself and the entire pie chart will be selected, as

illustrated:


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You will notice that each pie segment has a handle attached to it.

Click on one of the handles, and drag outwards. The effect is illustrated

below. Experiment with dragging all the segments outwards.

Save your changes and close the workbook


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Deleting a data series within a chart

Open a workbook called Delete data series.

To delete a data series from a chart, click on one of the columns(representing the data series that you wish to remove). In the example

illustrated, we clicked on the sales data for the sales from the Westregion,(i.e. the red column):

Press the Delkey. The result will be similar to that illustrated:


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Save your changes but leave the workbook open.

Adding a data series to a chart

You can select a data range on your worksheet and drag and drop thisdirectly into a chart; the new data range will be displayed in the chart,

following on from the previous exercise where we deleted the graphicaldisplay of data for the West region. To add this information to the chart firstwe need to select the data relating to the West region, as illustrated:

Press Ctrl+Cto copy the selected data to the Clipboard. Click within themiddle of the chart area and press Ctrl+Vto paste the data into the chart.



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Click on the OKbutton to change the chart type, as illustrated:


Widening the gap between columns / bars within a 2-D chart

Open a workbook called Column gaps. This workbook contains a bar chartand also a column chart, as illustrated.


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Right click on one of the columns (or bars), and from the popup menudisplayed select Format Data Series:

This will display a dialog box. If necessary, select the SeriesOptionsbuttonwithin the left of the dialog box.


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This will display the Format Chart Areadialog box. Make sure that the Filltab is selected. Click on the Picture or texture filloption.

To insert a clipart picture to be displayed in the background of the chart area,

click on the Clip Artbutton, and you will be able to select an item of clipartinstalled on your computer.


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Click on the OKbutton and close any open dialog boxes. Your chart will looksomething like the illustration below (depending on the clipart you inserted).

NOTE: Had you clicked on the Fileoption rather than the Clip Artoption,you could have placed a specified picture onto the chart background.



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Inserting an image into a 2D chart (to format a column or bar of data)

Open a workbook called Chart column image.

Right click on one of the columns and from the popup menu displayed select

the Format Data Seriescommand which will display the Format DataSeriesdialog box. Click on the Filltab and select the Picture or texturefilloption. You will see the following options.

Click on the Filebutton and navigate to your samples folder (normally underthe My Documentsfolder). Select a file called Smileand click on the Insertbutton.

Click on the Stackoption and then close the dialog box

Your chart will now look like this.


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Click on the Closebutton to close the Format Data Seriesdialog box.



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Protection and Security

Workbook password protection

Specifying a password for opening a workbook

Open a workbook called Protect workbook 01. We need to add a passwordto prevent unauthorised access to this file.

Click on the Office Buttonand then click on the right arrownext to theSave Ascommand. Select Excel Workbookfrom the submenu displayed.

The Save Asdialog box is displayed. Click on the Toolsbutton (bottom-left

of the dialog box) and from the menu displayed, select General Options.

This will display the General Optionsdialog box.


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Click within the Password to opensection and type in a password, in thiscase, use the password cctglobal.

TIP: Passwords are case sensitive.

When you click on the OKbutton, you will see a confirmation dialog box.Renter the password and click on the OKbutton.

Within the Save Asdialog click on the Savebutton (bottom-right). You maysee another warning dialog box. Click on the Yesbutton to overwrite theexisting file.

The workbook is now protected by an opening password. Close the

workbook.

Reopen the workbook and you will see the following dialog box.


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Try entering the wrong password and you will see the following.

Click on the OKbutton and then re-open the workbook, this time with thecorrect password. It should open without problems, if it does not check your

spelling and also remember that passwords are case sensitive.

Click on cell C4and change the value from 28647 to 33333. Save thechanges. As you supplied a password you can change the data in the original

workbook without any problems.

Close your workbook.

Using the read-only recommended option

Open a workbook called Protect workbook 02. We wish to save this file sothat when opened it will display a dialog box, explaining that you shouldnormally open this worksheet as a read-only file, i.e. one where modifications

may be made, but where you cannot overwrite the original file. Any changeswould have to be saved in a file with a different name.



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The workbook will open and if you click on cell C7, you can change the valueto a different value. However if you look at the Title Bar across the top of theworkbook, you will see the following.

The workbook is a read-only document. You have edited the workbook, but ifyou wish to save your changes you will need to use a different file name.

Click on the Saveicon. You will see the following message.

Click on the OKbutton and you will see the Save Asdialog box displayed.Save the file using the file name suggested, i.e.:

Copy of Protect workbook 02.xlsx

Click on the Savebutton and the workbook will be saved using thisalternative name. Close the workbook.

Removing a password from an Excel workbook

Open the workbook containing the password you wish to remove, in this casea file called Protect workbook 03.

You will see a Passworddialog box illustrated. Enter the password (in lowercase) which is:

cctglobal

Click on the OKbutton to open the file.


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The Save Asdialog box is displayed. Click on the Toolsbutton (bottom-leftof the dialog box) and from the menu displayed, select General Options.

This will display the General Optionsdialog box.

Clear the Password to openfield and click on the OKbutton.

Save the workbook. You may see a warning dialog box, in which case clickon the Yesbutton.

Close your workbook and then re-open the workbook. The workbook should

open without the need for a password.

Close the workbook.


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a user of the workbook can edit the data in cells C4:C7, but nothing else.

Removing workbook protection

First we need to remove the protection. To do this click on the Hometab

and from within the Cellsgroup click on the Formatbutton. From the dropdown list displayed click on the Unprotect Sheet command.

You will see the Unprotect Sheet dialog box displayed.

Enter the password, and the sheet will now be unprotected.

Allowing selective editing of a protected worksheet We need to select the cells that we will allow to be edited, once protection is

reapplied. Select the cells C4:C7, as illustrated.


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Right click on the selected cells and from the popup menu displayed selectthe Format Cellscommand.

This will display the Format Cellsdialog box. Select the Protectiontab.You will notice that the Lockedbox is ticked.

Remove the tick, so that the dialog box looks like this and the click on the OKbutton to continue.


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Click on the Hometab and from within the Cellsgroup click on the Formatbutton. From the drop down list displayed click on the Protect Sheetcommand.

This will display the Protect Sheetdialog box.

Make sure that Protect worksheet and contents of locked cellsisselected within the dialog box, as illustrated. Leave the other default settingsas is:


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Enter a password, in this case cctglobaland click on the OKbutton. AConfirm Passworddialog box will appear.

Re-enter the password and click OKto proceed.

Now try editing the data in any of the cells within the range C4:C7. As youcan see you can change this data. Try editing some of the data in the other

cells and you will see a dialog box, telling you that those cells are protected. Save your changes and close the workbook.