Excel 2007 top 100 simplified tips & tricks

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  • by Denise Etheridge

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  • by Denise Etheridge

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  • U.S. Sales

    Contact Wiley at (800) 762-2974 or fax (317) 572-4002.

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    Excel 2007: Top 100Simplified Tips & TricksPublished by

    Wiley Publishing, Inc. 111 River StreetHoboken, NJ 07030-5774

    Published simultaneously in Canada

    Copyright 2007 by Wiley Publishing, Inc., Indianapolis,Indiana

    Library of Congress Control Number: 2007926010

    ISBN: 978-0-470-12674-5

    Manufactured in the United States of America

    10 9 8 7 6 5 4 3 2 1

    No part of this publication may be reproduced, stored in aretrieval system or transmitted in any form or by any means,electronic, mechanical, photocopying, recording, scanning orotherwise, except as permitted under Sections 107 or 108 ofthe 1976 United States Copyright Act, without either the priorwritten permission of the Publisher, or authorization throughpayment of the appropriate per-copy fee to the CopyrightClearance Center, 222 Rosewood Drive, Danvers, MA 01923,978-750-8400, fax 978-646-8600. Requests to the Publisherfor permission should be addressed to the Legal Department,Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis,IN 46256, 317-572-3447, fax 317-572-4355, online:www.wiley.com/go/permissions.

    Trademark AcknowledgmentsWiley, the Wiley Publishing logo, Visual, the Visual logo,Simplified, Read Less - Learn More, and related trade dress aretrademarks or registered trademarks of John Wiley & Sons, Inc.and/or its affiliates. Microsoft and Excel are registered trademarksof Microsoft Corporation in the U.S. and/or other countries. Allother trademarks are the property of their respective owners.Wiley Publishing, Inc. is not associated with any product orvendor mentioned in this book.

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  • CREDITS

    ABOUT THE AUTHOR

    Project EditorSarah Hellert

    Acquisitions EditorJody Lefevere

    Copy EditorKim Heusel

    Technical EditorSuzanne Borys, PhD

    James Floyd Kelly

    Editorial ManagerRobyn Siesky

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    Editorial AssistantLaura Sinise

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    Paul GilchristJennifer Guynn

    Book DesignKathie Rickard

    Production CoordinatorErin Smith

    LayoutCarrie A. Foster

    Jennifer MayberryHeather Pope

    Amanda Spagnuolo

    Screen ArtistJill A. Proll

    ProofreaderBroccoli Information Management

    Quality ControlCynthia FieldsJessica Kramer

    Charles Spencer

    Indexer Infodex Indexing Services, Inc.

    Wiley Bicentennial LogoRichard J. Pacifico

    Special HelpMalinda McCainBarbara Moore

    Christine Williams

    Vice President and ExecutiveGroup PublisherRichard Swadley

    Vice President and PublisherBarry Pruett

    Composition DirectorDebbie Stailey

    Denise Etheridge is a certified public accountant as well asthe president and founder of Baycon Group, Inc. She publishesWeb sites, provides consulting services on accounting-relatedsoftware, and authors computer-related books. You can visit

    www.baycongroup.com to view her online tutorials.

    This book is dedicated to my mother, Catherine Austin Etheridge

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  • HOW TO USE THIS BOOK

    Excel 2007: Top 100 Simplified Tips & Tricks includes 100 tasks that reveal cool secrets, teach timesaving tricks, andexplain great tips guaranteed to make you more productive with Excel. The easy-to-use layout lets you workthrough all the tasks from beginning to end or jump in at random.

    Who is this book for?

    You already know Excel basics. Now youd like to go beyond, with shortcuts, tricks, and tips that let you worksmarter and faster. And because you learn more easily when someone shows you how, this is the book for you.

    Conventions Used In This Book

    1 StepsThis book uses step-by-stepinstructions to guide you easilythrough each task. Numberedcallouts on every screen shot showyou exactly how to perform eachtask, step by step.

    2 TipsPractical tips provide insights tosave you time and trouble, cautionyou about hazards to avoid, andreveal how to do things in Excel2007 that you never thoughtpossible!

    3 Task NumbersTask numbers from 1 to 100indicate which lesson you areworking on.

    4 Difficulty LevelsFor quick reference, the symbolsbelow mark the difficulty level ofeach task.

    33

    44

    22

    11

    Demonstrates a new spin on acommon task

    Introduces a new skill or a newtask

    Combines multiple skills requiringin-depth knowledge

    Requires extensive skill and mayinvolve other technologies

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  • Table of Contents

    Work with Formulas and Functions#10 Enter Formulas Using a Variety of Methods 24#11 Name Cells and Ranges 26#12 Define a Constant 28#13 Create Formulas That Include Names 30#14 Calculate with the Function Wizard 32#15 Figure Out Loan Terms 34#16 Determine the Internal Rate of Return 36#17 Determine the Nth Largest Value 38#18 Create a Conditional Formula 40#19 Calculate a Conditional Sum 42#20 Add a Calculator 44#21 Find Products and Square Roots 46#22 Perform Time Calculations 48#23 Perform Date Calculations 50

    2

    vi

    Boost Your Efficiency#1 Validate with a Validation List 4#2 Validate with Data Entry Rules 6#3 Extend a Series with AutoFill 8#4 Insert Symbols or Special Characters 10#5 Hide Rows by Grouping and Outlining 12#6 Find and Replace Formats 14#7 Add Comments to Your Worksheet 16#8 Let Excel Read Back Your Data 18#9 Create Your Own Sort or AutoFill 20

    1

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  • Manipulate Records#36 Enter Data with a Form 82#37 Filter Duplicate Records 84#38 Perform Simple Sorts and Filters 86#39 Perform Complex Sorts 88#40 Sort by Cell Color, Font Color, or Icon 90#41 Perform Complex Filters 92#42 Filter by Multiple Criteria 94#43 Subtotal Sorted Data 96#44 Chart Filtered Data Easily 98#45 Count Filtered Records 100#46 Look Up Information in Your Worksheet 102#47 Define Data as a Table 104#48 Modify a Table Style 106

    Copy, Format, and More#24 Check Your Formulas for Errors 54#25 Trace Precedents and Dependents 56#26 Change Text to Numbers 58#27 Convert a Row to a Column 60#28 Copy with the Office Clipboard 62#29 Adjust Column Widths with Paste Special 64#30 Specify How to Paste with Paste Special 66#31 Create Your Own Style 68#32 Copy Styles to Another Workbook 70#33 Conditionally Format Your Worksheet 72#34 Track Changes While Editing 76#35 Consolidate Worksheets 78

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  • Table of Contents

    viii

    Explore the Patterns in Your Data#49 Create a PivotTable 110#50 Modify PivotTable Data and Layout 114#51 Compute PivotTable Sub and Grand Totals 116#52 Create a PivotTable Calculated Field 118#53 Hide Rows or Columns in a PivotTable 120#54 Sort a PivotTable 121#55 Create a PivotChart 122#56 Describe Data with Statistics 124#57 Find the Correlation between Variables 126#58 Explore Outcomes with What-If Analysis 128#59 Optimize a Result with Goal Seek 130

    Create Charts#60 Create a Chart That Has Visual Appeal 134#61 Add Chart Details 136#62 Change the Chart Type 140#63 Add a Trendline 142#64 Add and Remove Chart Data 144#65 Add Error Bars 146#66 Create a Histogram 148#67 Create a Combination Chart 150

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  • ix

    Present Worksheets#68 Format Numbers, Dates, and Times 154#69 Apply Formats to Cells 158#70 Fill with a Gradient 162#71 Format Quickly with Format Painter 164#72 Insert Shapes into Your Worksheet 166#73 Insert Text Boxes into Your Worksheet 168#74 Insert Photographs into Your Worksheet 170#75 Arrange the Graphics in Your Worksheet 172#76 Insert a Background Image 174#77 Take a Picture of Your Worksheet 176

    7

    Protect, Save, and Print#78 Protect Your Worksheet 180#79 Save a Workbook as a Template 182#80 Choose a Format When Saving a Workbook 184#81 Print Multiple Areas of a Workbook 186#82 Print Multiple Worksheets from a Workbook 188

    8

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  • xTable of Contents

    x

    Extend Excel#83 Paste Link into Word or PowerPoint 192#84 Embed a Worksheet 194#85 Create a Link from an Excel Workbook 196#86 Query a Web Site 198#87 Copy a Word Table into Excel 200#88 Import a Text File into Excel 202#89 Import an Access Database into Excel 206#90 Query an Access Database 208#91 Reuse a Saved Query 212#92 Import an Excel Worksheet into Access 214#93 Using Excel with Mail Merge 218

    9

    Customize Excel#94 Add Features by Installing Add-Ins 222#95 Customize the Quick Access Toolbar 224#96 Work with Multiple Windows 226#97 Save Time by Creating a Custom View 227#98 Create a Custom Number Format 228#99 Automate Your Worksheet with Macros 230#100 Add a Button to Run a Macro 232

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  • Boost Your EfficiencyYou can use Microsoft Excel 2007 to work with numbers. In fact, wherever you usenumbers doing taxes, running a smallbusiness, maintaining a budget, or anythingelse Excel can help make your work easier,quicker, and more accurate.

    Excel 2007 provides you with many ways toenter, present, explore, and analyze data. Thischapter focuses on ways in which you canboost your efficiency when using Excel. Youlearn how to use the Excel AutoFill feature, togroup and outline, to check the accuracy ofyour data and more.

    The AutoFill feature enables you to fill a row orcolumn quickly with a series of values,numbers, dates, or times generated from one

    or more values you have entered. This chapterwill show you how to use the AutoFills thatcome standard with Excel and how to createyour own AutoFills.

    You can use grouping and outlining to hideparts of your worksheet, enabling you to focusin on the data in which you are interested,thereby making data analysis easier. Thischapter steps you through the process ofgrouping and outlining.

    Sometimes you may want to double-check theaccuracy of your data. One of the final tasks inthis chapter teaches you how you can increasethe accuracy of your data entry by lettingExcel read back your data to you.

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  • Validate with a Validation List . . . . . . . . . . . . . . . . . . . . . . . 4

    Validate with Data Entry Rules . . . . . . . . . . . . . . . . . . . . . . 6

    Extend a Series with AutoFill . . . . . . . . . . . . . . . . . . . . . . . . 8

    Insert Symbols or Special Characters . . . . . . . . . . . . . . . . 10

    Hide Rows by Grouping and Outlining . . . . . . . . . . . . . . . 12

    Find and Replace Formats . . . . . . . . . . . . . . . . . . . . . . . . . 14

    Add Comments to Your Worksheet . . . . . . . . . . . . . . . . . . 16

    Let Excel Read Back Your Data . . . . . . . . . . . . . . . . . . . . . 18

    Create Your Own Sort...