Microsoft Excel 1
Mohan BangMohan Bang
Microsoft Excel 2
Agenda: Discussion on Microsoft Excel
1. Developing a Professional Looking Worksheet
2. Working With Charts and Graphs
3. Working With Excel Lists
4. Working With Multiple Worksheets and Workbooks
5. Working With Excel’s Editing and Web Tools
6. Developing an Excel Application
7. Importing Data Into Excel
8. Excel Shortcut keys and Cheat Sheet
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1 – Developing a Professional Looking Worksheet
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Open the Format Cells dialog box
• Formatting is the process of changing the appearance of your
• A properly formatted workbook can be easier to read, appear
more professional, and help draw attention to important points.
• The formatting toolbar is the fastest way to format your
• With buttons on this toolbar, you can apply a comma format,
adjust the number of decimal places in a number, apply
Currency and Percent formats and even quickly copy formats.
• If you select a cell or range, click Format on the menu bar and
then click Cells, the Format Cells dialog box opens.
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The Format Cells dialog box
The Format Cells dialog
box has six tabs, each
dedicated to a different set
of format properties.
The Font tab will be used to
format the font, size and style
of text in your worksheets.
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Format data using different
fonts, sizes and font styles
• A font is the design applied to letters, characters
and punctuation marks. Each font is identified by
a font name or type face.
• Fonts can be displayed in various sizes and you
can even change the color of the font or the
background color in the cell.
• These options are available in the Format Cells
dialog box and there are also buttons available for
the formatting toolbar to make formatting faster.
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Examples of various formats
Excel, by default, will format all your entries using a style called the General format.
This figure shows examples
of some items formatted
with the General format.
You can also see the
Percent Style and
applied to various
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Copy existing formats to other cells
• One way to copy a format is to use the Format Painter
button. To use the Format Painter:
– Select a cell, then click the Format Painter button, which has a
picture of a paintbrush on it
– Select the cell or range you wish to format and the operation is
• Another way to copy a format is to drag the fill handle and
click the Auto Fill Options button, then click the Fill
Formatting Only option.
• Another way to format cells is through the Format Cells
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Align cell contents
• When you enter numbers and formulas into a cell, Excel
automatically aligns them with the cell's right edge and
bottom border, while text entries are aligned with the left
edge and bottom border.
• You can control the alignment of data within a cell
horizontally and vertically.
• Left, Right and Center alignments can be selected using
their respective alignment buttons on the Formatting
• To align the cell's contents vertically, open the Format
Cells dialog box and choose the vertical alignment options
on the Alignment tab.
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Align using Merge and Center
• Another option available for alignment in the Format Cells
dialog box and on the Format toolbar is the Merge and
Center option, which centers text in one cell across a range
• If you want to fit a lot of text within a cell but without
having to expand the column width to be very large, you
can use the text wrapping option on the Alignment tab, or
even choose to indent text.
• You can also have Excel shrink the text to fit within the
given column width you have chosen or even rotate text
from -90 to +90 degrees.
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The Alignment tab of the
Format Cells dialog box
The Alignment tab provides many
options for aligning data.
Click the check boxes to
select these options.
Rotate text by moving the arrow
with the mouse, or specify the
number of degrees in the text box.
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Examples of text formatting
This column header shows an
example of text wrapping.
The text in column
A is indented.
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Add cell borders and backgrounds
• Excel provides a range of tools to format not only
the contents of a cell, but also the cells themselves.
• The gridlines you see in Excel in a new worksheet
are not displayed on printed pages.
• You can add a border to a cell using either the
Borders button on the Formatting toolbar or the
options on the Border tab in the Format Cells
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The Borders button versus the Border
• When you click the list arrow for the Borders button, a Borders
palette appears showing common choices as well as a Draw
Borders button at the bottom of the Border palette gallery.
• The Borders button allows you to create borders very quickly,
whereas the Format Cells dialog box allows you to refine your
• The Border Tab in the Format Cells dialog box is especially
useful for controlling how a block of cells or a range appears
• You have the option to change the outermost top, bottom and
sides of the range independently, as well as determine different
borders for the lines separating the cells inside the range's grid.
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Add patterns or colors to cells
• Patterns and colors can be used to enhance the
appearance of spreadsheet cells.
• The fastest way to apply background color to cells
in the worksheet is by clicking the list arrow of the
Fill color button and choosing a color from the
• To apply a fill pattern to cells, use the Patterns tab
on the Format Cells dialog box.
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The Border tab of the Format Cells
The Border tab of the Format Cells dialog box gives you complete control over
the border you want to create for a cell, range of cells, or the entire worksheet.
Click a button to
turn on or turn off
the border for the
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The Patterns tab of the Format Cells
Using the Patterns tab of the Format
Cells dialog box, not only can you
change the background color of the
worksheet, but also you can select
from a palette of patterns, as shown
in the figure to the right.
The color palette on the Patterns tab is
the same one that is also available from
the list arrow of the Fill Color button.
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A worksheet with formatting applied
Certain background patterns can
overwhelm the text in some cells, so
you can improve the appearance by
changing the color of the pattern
itself to a lighter color if you are
using standard black text.
This figure shows how you might use
borders, background colors and patterns
to improve the appearance of a worksheet.
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Merge a range of cells
• To merge a range of cells into a single cell:
– Use the Merge option on the Alignment tab in the
Format Cells dialog box
– Click the Merge and Center button on the Formatting
• To split a merged cell back into individual cells:
– Select the merged cell
– Click the Merge and Center button again
– Or uncheck the Merge Cells check box on the
Alignment tab in the Format Cells dialog box
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Hide rows and/or columns
• You can hide rows or columns, which does not affect the
data stored there, nor does it affect any cell that might have
a formula reference to a cell within the hidden row or
• To hide a row or column:
– Select the row or column and then choose Hide from either the
Row or Column option of the Format menu, or, from the shortcut
menu that pops up when you right click the row or column
• To unhide a row or column:
– Select the headings of the rows or columns that border the hidden
area, then choose Unhide from either the Row or Column option
of the Format menu, or, from the shortcut menu that pops up when
you right click the row or column heading
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Merge headings across multiple cells
This figure shows a sample
worksheet with a boldfaced
title in the first row merged
and centered across the
columns used for data.
The Merge and Center button is the fastest way to merge several
cells into one or to split one merged cell back into several cells
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Worksheet with hidden cells
This figure shows the same worksheet that was shown in the previous
slide, but it has now had several cells hidden. Hiding extraneous cells
can frequently improve the overall appearance of the worksheet.
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Format the worksheet background
and sheet tabs
• You can use an image file as a background for a
• Images can be used to give the background a textured
appearance, like that of granite, wood, or fibered paper.
• The background image does not affect the format or
content of any cell in the worksheet, and if you have
already defined a background color for a cell, Excel
displays the color on top, hiding that portion of the image.
• You cannot apply a background image to all the sheets of
the workbook at the same time.
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Insert a background image and
change a worksheet tab color
• To add a background image to a worksheet:
– Click Format on the menu bar, point to Sheet and click
– Locate and select an image from your hard drive, floppy drive,
network, etc., and click the Insert button
• You can also format the background color of the
worksheet tabs, but this color is only visible when the
worksheet is not the active sheet in the workbook.
– Right click the tab you want to change and choose Tab color from
the shortcut menu
– Select a color from the color palette, click the OK button, and then
click on a different tab in order to see the color displayed on the
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A worksheet with a background image
This figure shows a
worksheet with a
added, creating a
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Find and replace formats
within a worksheet
• The Undo button on the Standard toolbar is very
useful for removing formatting choices you have
decided you do not want to use.
• You can also clear the formatting of selected cells,
returning them to their initial, unformatted
– To clear formatting, select a cell or range, click Edit on
the menu bar, point to Clear and then click Formats
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Use Find and Replace
to change formats
• Click Edit on the menu bar and then click Replace.
• When the Find and Replace dialog box opens, click the
Options >> button to expand the box and display
additional find and replace options.
• Click on the Replace tab and then click the topmost
Format button to open a Find Format dialog box, select the
format combinations you want to search for, then click the
• Click the lower Format button and when the dialog box
opens, select the options you want to use for replacing the
• Click the OK button and then the Replace All button to
quickly change all the cells that meet your Find Format
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Dialog boxes used for Find and
The Find and Replace dialog box.
The Find Format
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Create and apply styles
• If you have several cells that use the same format, you can
create a style for those cells.
• A style is a saved collection of formatting options: number
formats, text alignment, font sizes and colors, borders, and
• If you modify the specifications for a style, the appearance
of any cell associated with that style would be
automatically changed to reflect the new style.
• To create a style, click on a cell that has formatting applied
to it and this formatting becomes the basis of the new style
you want to create.
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Create a style using the
Style dialog box
• Click Format on the menu bar, and then click Style. The Style dialog
box opens and all the formatting options associated with the active cell
• Give the style a name, and then modify the formatting options by
removing or adding to the existing ones listed in the dialog box. Click
the OK button to create a style with a specific name.
• To apply a style within a worksheet, first select the cells you want
associated with the style, then open the Style dialog box, choose the
style name from the list arrow and then click the OK button.
• When you create a style, you can also click the Merge button in the
Style dialog box to merge a style with those from other open
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The Style dialog box
The Style dialog box allows you to create, name and customize styles.
You can also copy styles from one workbook to another. Copying styles allows
you to create a collection of workbooks that share a common look and feel.
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Apply an AutoFormat to a table
• You can apply a professionally designed format to your
worksheet by choosing one of 17 predefined formats from
the AutoFormat gallery.
• To apply an AutoFormat to a table:
– Select a range that has a table of information in it
– Click Format on the menu bar, click AutoFormat and the
AutoFormat dialog box opens. Scroll through the gallery to view
different table formats, click on one you want to try, and then click
the OK button.
– Click on a cell outside of your selected range to remove the
highlighting from your table so you can see what it looks like with
the AutoFormat design applied.
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The AutoFormat style gallery
This figure shows some of the
AutoFormats available for use.
The designs in the AutoFormat
gallery are very useful. You can
either employ the professional
design that Excel provides you,
or simply use it as a starting
point to apply a design that is
close you what you want, which
you can then modify to fit your
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Format a printout using Print Preview
• Open a Print Preview window by clicking the Print Preview button on
the Standard toolbar.
• Excel will display the preview as a full page, which may be difficult to
• Click the Zoom button on the Print Preview toolbar, or pass your
mouse over the page, and the pointer changes to the shape of a
magnifying glass. When you click any portion of the page Excel will
zoom in. Zoom out using the same methods.
• By clicking the Setup button on the Print Preview toolbar, you can
change margins, orientation, center the page or set several other
formatting and printing features.
• You can also open the Page Setup dialog box by selecting that option
from the File menu.
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The Margins tab of the
Page Setup dialog box
The Page Setup dialog box controls how a worksheet is placed on a page for printing.
You can adjust the size of the
margins, which are the spaces
between the page content and the
edge of the page. Most printers
require a minimum margin.
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Create a header and footer for a
• A header is text printed within the top margin of every
worksheet page and a footer is printed within the bottom
margin of every page.
• Headers and footers can add important information to your
• Excel tries to anticipate headers and footers and provides
several preformatted options in list boxes on the
Header/Footer tab of the Page Setup dialog box.
• Click the list arrow for these header and footer options and
select one of Excel's suggestions or create your own by
choosing the Custom Header or Custom Footer buttons on
the Header/Footer tab.
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The Header dialog box
This figure shows
the Header dialog
box. This dialog
box presents the
same options as
the Footer dialog
You can type in any text you like and use the Font button to format the text just
as you would in a worksheet cell. The other Header/Footer formatting buttons
provide some common actions using built-in Excel formatting codes.
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Define a print area and add a page
break to a printed worksheet
• By default, Excel prints all parts of the active worksheet
that contain text, formulas, or values.
• You can define a print area that contains only the content
that you want to print.
• To define a print area, select the range you want to print,
click File on the menu bar, point to Print Area, and then
click Set Print Area.
• You can also specify different sections of your worksheet
to print on separate pages.
– Insert a page break by clicking on a cell, clicking Insert on the
menu bar, and then clicking Page Break
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The Sheet tab of the
Page Setup dialog box
The Page Setup dialog box can specify cells that will repeat on each page,
print gridlines, and whether to print or not to print headings on each page.
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2 – Working With Charts and Graphs
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Create column and pie
charts in Excel
• Charts, or graphs, provide visual representations of the
• A chart may be embedded in an existing worksheet, or can
be created on a separate chart sheet, with its own tab in the
• You can use Excel’s Chart Wizard to quickly and easily
• The Chart Wizard is a series of dialog boxes that prompt
you for information about the chart you want to generate
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Create a chart using
the Chart Wizard
• To create a chart with the Chart Wizard:
– Select the data you want to chart, which will be your data source
– Click the Chart Wizard button on the standard toolbar
– In the first step of the chart wizard, select the chart type and sub-
– In the second step of the Chart Wizard, make any additions or
modifications to the chart's data source
– In the third step, make any modifications to the chart's appearance
– In the fourth and final step, specify the location for the chart, then
click the OK button
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Chart Wizard dialog box 1
Choose a chart type and view examples of that type in dialog box 1.
Choose which type of chart
you want in this pane.
Select a sub-type of
that chart in this pane.
Click and hold this
button down to see a
preview of your chart.
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Choosing a data series
• You can alter the data source during step 2 of the Chart
Wizard and also choose whether to organize the data
source by rows or by columns.
• The data source is organized into a collection of data
– A data series consists of data values, which are plotted on the
chart's vertical, or Y-axis
– The data series’ category values, or X values, are on the horizontal
axis, called the X-axis
• A chart can have several data series all plotted against a
common set of category values.
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Chart Wizard dialog box 2
During the second step of the
Chart Wizard, you specify
the data to be displayed
in the chart, which is also
known as the chart's data
Specify the cell range and
whether the data series is in
rows or columns.
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Modify the appearance of a chart
• The plot area contains data markers, examples of which
include the columns of a column chart, pie slices in a pie
chart, or the points used in an XY (scatter) chart.
• An axis covers a range of values, called a scale.
• The scale is displayed by placing values alongside the
• A chart may also contain gridlines by extending the tick
marks into the plot area.
• Whenever there are several data series for a chart, a legend
can be placed next to the plot area to uniquely identify
each series with a different color or pattern.
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Chart Wizard dialog box 3
The third step of the Chart Wizard provides some
options for controlling the appearance of the chart.
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Chart Wizard dialog box 4
The final step is to choose the location of the chart. The chart can be saved
as an embedded chart into the current worksheet, or, create a new sheet
called a chart sheet that contains only the chart. Both options are shown
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Resize and move an embedded chart
• An embedded chart is an object that you can move,
resize or copy.
• Select the embedded chart to make it active; the
selection handles will appear. To resize the chart:
– Drag the selection handles to increase or decrease the size of the
– To keep the chart proportions the same as you resize, hold the
Shift key as you drag one of the selection handles
– To move the chart, make it active and then move the pointer over a
blank area. Click and drag the embedded chart to the new location
and release the mouse button
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Moving and resizing tips
• When you select the chart to make it active, be sure you
have clicked the entire chart, and not just one of its
– You will be able to tell by the selection handles, which will appear
at the outermost edges of the chart
• When you move the pointer over a blank area of the chart
after you have selected it, you should see the label Chart
• These tips will help you select and move the entire chart,
and not just one of its elements.
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A selected embedded chart
This figure shows an embedded chart that has been
selected, resized and moved beneath its data source.
A chart is linked to the
data in the worksheet. If
you change data in the
worksheet that appears on
the chart, Excel will
automatically update the
chart with the new
information. This is the
case for data values and
also category labels.
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Create a chart sheet
• Create a chart sheet by using the two options in
the fourth step of the Chart Wizard:
– One option lets you place the new chart as an object in
any existing sheet, which you can select from a drop
down list box
– The other option is to place the chart as a new sheet,
which is called a chart sheet
• When you select this option, the chart will appear in a new
worksheet with its own tab in the workbook.
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Create a pie chart
• Pie charts are very useful for comparing values in a data
series to each other, but can only use one data series at a
• One feature of a pie chart is called exploding, in which you
can slightly separate a particular pie slice from the other
• You can explode any or all of the slices of the pie. This is
referred to as an exploded pie chart.
• Exploding a pie chart adds emphasis to a particular area of
the chart and makes it easier to notice.
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Explode a pie chart
• You can explode all of the slices by selecting the
entire pie itself so that all the individual pieces
have selection handles.
• As you click and drag any portion, all the slices
of the pie will explode outward from each other.
• When the pie is exploded out to the size you
desire, release the mouse button.
• A fully exploded pie chart is also one of the sub-
type options of the pie chart type that you will
see when you use the Chart Wizard.
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A pie chart with an exploded slice
This area of the pie has
been selected and drawn
away, or exploded, from
the rest of the pie.
You can also rotate a pie
chart by double-clicking
the pie to open the
Format Data Series dialog
box and setting options to
rotate the chart by a
specified number of
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Modify the properties of your charts
• After you create a chart, you can edit the data that
is used in the chart by changing it in the data
source worksheet cells.
• If you wanted to remove a data series from all
categories, you could delete that particular data
series from the worksheet in many cases.
• If you want to remove a slice of a pie chart, you
cannot just delete the data in the data source, but
rather you must change the cell reference of the
data series for the chart.
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Modify a pie chart
• Make the pie chart active and then click Chart on the menu bar.
• Click Source Data. Edit the series in this dialog box, or click the
Collapse Dialog button to temporarily collapse the dialog box so you
can drag the pointer over a new range of cells.
– Whatever you select will replace the existing range listed in the current
data series you are editing
• You can then expand the dialog box again with the Expand Dialog
button, make other changes as desired, and click the OK button.
• To move an embedded chart to a new chart sheet, select the chart,
click Chart on the menu bar and click Location. The same dialog box
of Step 4 of the Chart Wizard will appear and you can click the option
to place the chart as a new sheet and give it a name.
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Use the Chart menu to modify charts
• All of the dialog boxes used in the Chart Wizard are available
through the Chart menu.
• Step 1 of the Wizard, the chart type, is available on the Chart
menu as the option Chart Type.
• Step 2 of the Chart Wizard, the data source, is available on the
Chart menu as the option Source Data.
• Step 3 of the Wizard is also available on the Chart menu as Chart
• Step 4 of the Wizard is shown as Location on the Chart menu.
• Some problems, such as overlapping labels that are too difficult to
read, have to be corrected by formatting the individual elements
within the chart.
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Format chart elements
• To format an individual chart element, select the element
by clicking it and then format its appearance using the
same tools on the Formatting toolbar you used to format
• You can also double-click the chart element to open a
dialog box containing formatting options, or right-click the
element and then select the Format command from the
shortcut menu to open the dialog box.
• There are three basic types of text in an Excel chart:
– Label text
– Attached text
– Unattached text
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Excel chart text types
• Label text includes category names, tick mark
labels, and legend text, which is linked to or
derived from cells in the worksheet.
• Attached text is not linked to any cells in the
worksheet; examples include the chart title and the
• Unattached text is any additional text that you
want to include in the chart.
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Format colors and patterns
• To work with colors and fills, double-click an element and
the Format Data Series dialog box opens.
• You can use options provided on the Patterns tab to change
both the border style and the interior of a data marker.
• You can also edit an axis scale by double-clicking any
value on an axis to open the Format Axis dialog box.
• In the Format Data Series dialog box, the Pattern tab
includes a Fill Effects button that provides a full range of
options to create sophisticated colors and patterns, such as
gradient, texture or even a picture.
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The Fill Effects dialog box
The Fill Effects dialog box
can be opened from the
Pattern tab of the Format
Data Series dialog box. You
can specify many options to
customize the appearance of
many chart elements.
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Add a graphic to a chart
• You can set a graphic image as a background for a chart using
options on the Picture tab of the Fill Effects dialog box.
• This can be done for a data marker, but is often more
appropriate for a larger portion of the chart itself, such as the
• You could also place graphics within the data markers, such as
the columns in a Column chart.
• The Fill Effects dialog box options for inserting a picture are the
same for data markers as they are for other areas of the chart.
• You can choose to stretch the graphic over the entire size of the
column, or choose to stack the graphic up to the height of the
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Change the axis scale
• There are four values that comprise the y-axis scale: the
minimum, maximum, major unit, and minor unit.
• The minimum and maximum values are the smallest and
largest tick marks that will appear on the axis.
• The major unit is the increment between the scale's tick
• The chart has a second set of tick marks, called the minor
tick marks, which may or may not be displayed; if shown,
their positioning is determined by the minor unit setting.
• Major tick marks are displayed alongside an axis value,
whereas minor tick marks, if present, are not alongside an
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The Scale tab of the Format Axis
The Scale tab of the Format Axis dialog box is shown in this figure. The x-axis
addresses categories, not values, so there are no units to set for this axis.
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Create 3-D charts
• To create a 3-D chart, you may choose to do so during the
first step of the Chart Wizard, as three-dimensional charts
are sub-types of most other charts, such as the pie chart.
• To change a chart to a 3-D chart, select the chart, click
Chart on the menu bar, and then click Chart Type.
• Choose the 3-D option sub-type of whichever chart type
• There are also several 3-D charts on the Custom Types tab
of the Chart Type dialog box.
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Modify 3-D chart options
• A 3-D chart has several options for modifying the 3-D effect.
– Perspective is the illusion that parts of the 3-D chart that are farther away
from you decrease in size
– Elevation is the illusion that you are looking at the 3-D chart from some
particular height—either above or below the chart
– You may also rotate the 3-D chart to bring different parts of the chart to
• Elevation and rotation are options that you can change with the 3-D
View dialog box, available from the Chart menu.
• Excel creates each 3-D chart with a default elevation, rotation and
• To change the appearance of a 3-D chart once you have created one,
make sure it is an active chart then click Chart on the menu bar and
then click 3-D View.
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The 3-D View dialog box
The 3-D View dialog box is shown in this figure. Through the use of buttons
or entering values in the appropriate text boxes of the 3-D View dialog box,
you may change the appearance of the chart quickly and easily.
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Insert drawing objects
into your workbook
• The Drawing toolbar helps you create many types
of graphical shapes.
• Use the Drawing toolbar to add text boxes, lines,
block arrows and other objects to charts and
• If the Drawing toolbar is not already displayed,
choose to display it by clicking View on the menu
bar, pointing to Toolbars, and then clicking
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Use Drawing toolbar AutoShapes
• The Drawing toolbar contains a list of predefined shapes,
called AutoShapes, which can be anything from simple
squares to complicated objects like flow charts or block
• Once you select a shape from the toolbar, click and drag an
area on your chart or worksheet where you want to insert
the object and Excel will draw it for you.
• Once you insert a drawing object onto a chart or
worksheet, you can resize or move it just like any other
• You can also modify the fill color and border style of an
AutoShape, and even insert text.
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The Drawing toolbar
Another way to display (or close) any toolbar is by right-clicking anywhere on an
existing toolbar or the menu bar. When the shortcut menu pops up, choose the
toolbar you want to open (or close) by clicking its name. The Drawing toolbar is
depicted in this figure.
Clicking the AutoShapes button list arrow will display a menu of AutoShape
types. Each menu option has a submenu displaying shapes of that category.
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Sizing and rotating an AutoShape
• When you select an AutoShape on a chart or worksheet:
– The selection handles appear as open circles
– There is also a diamond tool for some shapes, which you can use
to change the shape of the AutoShape by dragging it either in
towards the center or away from it
• A green selection handle attached to the AutoShape
through a vertical line is a rotation handle.
– You can rotate the AutoShape by clicking and dragging on this
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A chart with a selected AutoShape
The open circles are
The diamond can be used to
change the shape of the
AutoShape by dragging it
outward or into the center of
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Print a chart sheet
• Printing a chart sheet is much the same as printing a worksheet, but in
place of the Sheet tab that you would normally see for a worksheet
there is a Chart tab.
– The Chart tab includes options for Printed chart size and quality
• Excel provides three choices for defining the size of a chart printout:
Use full page, Scale to fit page, and Custom.
• As with worksheets, you should preview the printout before sending
the chart to the printer.
• You can print multiple sheets at once without printing the entire
workbook. Press and hold the Shift key, then click on each sheet you
want to print. When finished selecting, release the Shift key and then
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Choose a chart printing option
• When you select the Use full page choice for Printed chart
– The chart is resized to fit the full page, extending out to the
borders of all four margins, which may change the proportions
– This is the default option
• The Scale to fit page choice resizes the chart
proportionately until one of the edges reaches a margin
– When using this choice, the chart may not fit the entire page
• For the Custom choice, dimensions of the printed chart are
specified on the chart sheet outside of the Print Preview
Microsoft Excel 76
The Chart tab of the Page Setup
Be careful when selecting the
Printed chart size option.
Each option has a different
effect on how the chart will
look when printed. Always
preview the chart before
printing it to be sure the
option you selected has not
altered or truncated the
Microsoft Excel 77
3 – Working With Excel Lists
Microsoft Excel 78
Identify the elements of an Excel list
• Excel provides features that allow you to maintain
lists of information such as customer lists,
telephone lists, inventory lists, and so on.
• An Excel list is a collection of rows and columns
that contain similar data.
• In a worksheet, each column represents a field of
data and each row represents a record of data.
• The first row of the list always contains the name
of the fields and is called a field header row.
Microsoft Excel 79
An example of an Excel list
This figure shows a
portion of a list of
vehicles. Notice that each
column in row 1 in the
list contains the name of
a field and that each row
represents a record.
Microsoft Excel 80
Freeze rows and columns
• When you scroll through large amounts of data in a
worksheet, you can move data off the screen.
• If you prefer to have portions of data remain on the screen
at all times, such as the column and/or row headings, you
can freeze a portion of the list so that it remains while the
rest of the data scrolls.
• To freeze rows and columns:
– Click in a cell to select it
– Click Window on the menu bar, and then click Freeze Panes to
freeze the rows above the selected cell, and the columns to the left
of the selected cell
– Excel will display dark vertical and horizontal lines to indicate the
rows and columns that are frozen
Microsoft Excel 81
A frozen datasheet
In this figure, the window has been frozen below row 1 and to the right of column A.
When the user scrolls the
worksheet, the field names
and the ID # will remain on
Microsoft Excel 82
Change zoom settings for
displaying a worksheet
• Sometimes, it will be necessary for you to see
more or less data on a screen at a time.
• You can alter what appears within the screen by
changing the zoom setting.
– By default, the worksheet is set to display at 100%
• To zoom out (to see more), decrease the zoom
• To zoom in (to see less), increase the zoom setting
Microsoft Excel 83
The Zoom dialog box
This figure shows the Zoom dialog
box. In this box you can choose the
zoom magnification you desire.
You can choose one of the
percentages in the list or you
can enter an amount you want
in the Custom zoom box.
Microsoft Excel 84
A worksheet at 50% zoom
In this figure, the worksheet
has been zoomed to 50%.
Notice that the data is quite
small; however, you can see
a large amount of the data
within one view window.
Microsoft Excel 85
Find and replace values in a
• The Find command allows you to search through
the data in a worksheet for a particular character
• Optionally, you can choose to replace the
character string with another string.
• This procedure is called Find and Replace.
– For example, you might want to find every occurrence
of ACCT and replace it with Accounting
Microsoft Excel 86
The Find and Replace dialog box
This figure shows the Find and Replace dialog box. In the “Find what” text box you
would enter what you want to look for, such as ACCT. In the “Replace with” text
box, you would enter what you want to replace the value with, such as Accounting.
Microsoft Excel 87
Sort data in a list
• Excel makes it easy to sort a list in ascending or
descending order based on any field(s) in the list.
• The field(s) selected on which to sort are called
the sort fields or the sort keys.
• You may choose to sort the data on a single field
or on a collection of fields.
Microsoft Excel 88
Sort using a single sort key
The figure below shows a list of vehicles sorted on the Department Assigned
field. Since only one field is used in the sort, the Sort Ascending button was
pressed while the cursor was anywhere in the Department Assigned column.
Microsoft Excel 89
Sort using multiple keys
If you want to sort on more than one field you will need to use the Sort dialog box, as
shown in the following figure. In this dialog box, you can select up to three fields to
use as sort keys.
Microsoft Excel 90
Use a data form to enter, search for,
edit, and delete records
• Sometimes it is easier to view the data in a list
through a data form.
• A data form is a dialog box that you can use to
arrange data to view one record at a time.
• You can use the data form to display records, to
search for records, to modify records, and to delete
records from the Excel list.
Microsoft Excel 91
An Excel data form
This figure shows a data form created for the Vehicles list. Notice that one record
only is displayed in the form. Also notice that there are buttons provided for creating
a new record, deleting a record, and for filtering records (i.e., the “Criteria” button).
Microsoft Excel 92
Filter data in a list using AutoFilters
• Sometimes you will want to see a portion of the records
instead of all of them.
• The processing of displaying only those records that meet
some criteria is called Filtering.
• When data in the list is filtered, records that do not meet
your criteria are hidden.
– These records are not removed from the list and, therefore, can be
redisplayed by removing the filter
• Simple filters can be specified by clicking the list arrow on
any field name cell.
• More complex filters must be created using the Custom
Microsoft Excel 93
In the figure below, you see the vehicles list with the AutoFilter option invoked.
Notice each field name has an arrow beside it. In the figure, you see that the list
arrow for the Make field has been clicked, revealing the filtering options.
Microsoft Excel 94
Apply conditional formatting
to a range
• There are times when you will want data to have a
different appearance if it meets some criteria.
– For example, you might want data to appear in red, if the data is
more than six months old
– Or, you might want a value to be black if it is positive and red if it
• This kind of formatting is called conditional formatting.
• You specify the condition under which you want the
formatting to take place and what the formatting should be.
Microsoft Excel 95
The Conditional Formatting
In the figure below, you see the Conditional Formatting dialog box. In this
dialog box you would specify the condition(s) under which you want
formatting to apply. Notice the Add button on the dialog box. If you click
the Add button, you can specify additional conditions and formatting.
Microsoft Excel 96
Insert subtotals into a list
• The data in a list can be summarized by adding subtotals to
• You can include summary information such as a count, a
sum, an average, a minimum value, and or a maximum
• When the Subtotals command is applied to the list, a
subtotal row is automatically added to the list.
• You can specify that you want the subtotal(s) to apply to
the worksheet and/or groups within the worksheet.
Microsoft Excel 97
The Subtotal dialog box
The figure below contains an
example of the Subtotal dialog box.
In this dialog box you can specify
where to add the subtotals, what
function to use in the subtotal, and
various other selections related to
Microsoft Excel 98
An Excel datasheet with totals added
In the figure below, subtotals have been added for the Purchase Price field, which
are inserted whenever the value of the Department Assigned field changes value.
Microsoft Excel 99
Use the subtotals outline view
• Previously you learned about creating subtotal
lines within a worksheet.
• Sometimes, it might be more beneficial to view
the summary information only.
• You can do this by displaying the data in Subtotals
• You may choose from Level 1, Level 2, and Level
3 outline view.
Microsoft Excel 100
Totals displayed in Outline view
In the figure below, the list of vehicles has been shorted to a Level 2 outline. Notice
that only the subtotals and the Grand Total are displayed. Keep in mind that all the
data is still in the worksheet, it is just not displayed when the outline view has been
Microsoft Excel 101
Summarize a list using a PivotTable
and a PivotChart
• Often, there is so much data in a worksheet that it is
difficult to analyze the data.
• A PivotTable report provides a meaningful summary of the
data in an organized manner.
• In the PivotTable, data is summarized into categories of
• A PivotChart is associated with a PivotTable report.
• To create the PivotChart you must specify the data fields
to be included in the chart as well as the category fields.
Microsoft Excel 102
An example of a Pivot Table
The figure below contains a sample PivotTable. Notice that the data is summarized
for each make of vehicle. The data includes summary data for the type of car within
each make. An additional column shows the Grand Total for each Make of vehicle.
Microsoft Excel 103
Plan a Pivot Table
• Creating a PivotTable requires pre-planning of the
data you would like to see summarized in the
• It is often a good idea to create a plan and even
sketch the desired table.
• This will help you decide which fields should be
placed in the row, column, and data placeholders
when running the wizard.
Microsoft Excel 104
A Pivot Table plan
This figure shows a
sample plan for a
Pivot Table. It states
an overall goal for the
table, the results the
designer wants to see,
needed to produce
those results, and the
method required to
obtain the desired
Microsoft Excel 105
Sketch your Pivot Table
Drawing a sketch of the Pivot Table can make the creation of the table much easier.
You get a visual image of the data you need and the results you want to display.
Microsoft Excel 106
Modify a Pivot Table
• After the PivotTable is created you can change the
layout of the table.
• You may want to make changes to the formatting,
sort the data, add a field, or add a Page View.
• You can also easily turn the PivotTable into a
chart by clicking the Chart button while the cursor
is anywhere in the PivotTable.
Microsoft Excel 107
An example of a Pivot Chart
This figure illustrates a
PivotTable that is
displayed as PivotChart.
Microsoft Excel 108
4 – Working With Multiple Worksheets and Workbooks
Microsoft Excel 109
Create a worksheet group
• A workbook is a collection of worksheets.
• You may want to work with the worksheets within
a workbook as if they were a single unit.
• You can combine worksheets together into a
group. Grouping worksheets allows you to:
– Apply formulas across the worksheets in the group
– Apply formatting across worksheets in a group
– Make multiple changes through a single change
Microsoft Excel 110
A worksheet group
In the figure below, the monthly worksheets have been grouped. Notice that
the title bar indicates that a group has been selected.
Notice also that the Documentation
worksheet is not included in the
Changes made to the worksheets
within the group will be reflected
in all the worksheets in the group.
Microsoft Excel 111
Print a worksheet group
• You can set up the page layout and print area for all
worksheets in a group by selecting a worksheet group and
then accessing the Page Setup dialog box. To do this:
– Select the Worksheets to be printed
– Click the File menu, and then click Page Setup
– Set the margin or page layout options you want to use
– Click the Print Preview button to see how the pages will look
– Use the Next and Previous buttons to browse through the pages
– Click the Print button to print the selected pages
Microsoft Excel 112
Use Print Preview mode
A selected workgroup in Print Preview mode.
Microsoft Excel 113
Edit multiple worksheets
at the same time
• In a worksheet group, you can enter formulas that will
effect all of the worksheets in the group.
– For example, placing a formula in cell A5 in a worksheet in a
group, will place that same formula in cell A5 in all the
worksheets in the group
• You can also apply formatting to a worksheet in a
worksheet group that will affect all of the worksheets in
– For example, if you apply an AutoFormat to a worksheet in a
worksheet group, all of the worksheets in the group will receive
• The worksheets will continue to be considered a group
until you specify the “Ungroup Sheets” option.
Microsoft Excel 114
Create 3-D cell references and
• Think of the collections of worksheets in a workbook as a
• You know that you can reference rows and columns in a
• You can also reference worksheets. You can, therefore,
have a reference in a worksheet that pertains to a cell in
– The reference Sheet3!A5 is a reference to cell A5 on Sheet3
• You can place the reference in any cell on any worksheet
within the workbook.
Microsoft Excel 115
The three dimensions of a workbook
The following figure
provides a graphical
representation of the
aspects of a workbook.
Microsoft Excel 116
An example of a 3-D Cell reference
In the next figure, notice
in the formula text box
that the formula
reference is B6 in the
Microsoft Excel 117
Consolidate information from
multiple worksheets and workbooks
• In a workbook, you often have several worksheets that
represent the same kind of data but for different entities.
• It may be beneficial for you to summarize the data onto
one worksheet, or consolidate the data.
• When you consolidate, each worksheet must have the same
format and structure.
• You can easily copy the contents and/or formats of a
worksheet to a whole group of worksheets with the “Fill
Across Worksheets” dialog box.
• On the sheet you intend to use to summarize the data of the
worksheets, you can use 3-D Cell References to calculate
totals across the worksheets involved in the summary.
Microsoft Excel 118
The Fill Across Worksheets dialog box
The figure below depicts the Fill Across Worksheets dialog box.
Notice that you can copy just the contents, just the Formats, or
Microsoft Excel 119
A summary worksheet
In this figure, you see that
the Expenses and Inflows
of the monthly worksheets
have been summarized in
the Annual worksheet.
This was accomplished
by applying 3-D
formulas that reference
Microsoft Excel 120
Create a workbook template
• In business, you often create workbooks that have common
elements such as invoices, expense statements, etc.
• Using a template makes this process easier because the
elements are already in place; all you do is fill them in.
• You can use any of the templates supplied with Excel or
you can create your own.
• When you design your template, you can include
formatting and calculations.
• When you open a new workbook with the template, the
formatting and calculations will be built into the
Microsoft Excel 121
Use pre-built templates
Excel has many pre-built templates you can choose from.
When you click on a template icon, you
see a preview of the template here.
Microsoft Excel 122
An Excel template
This particular worksheet is used
to create a Balance Sheet. The user
would fill in the pertinent
information and then save the file
as a workbook. The template,
however, remains unchanged.
This figure shows a template provided by Excel.
Microsoft Excel 123
Store and access templates
• To save a template, use the “Save As” option on the File
menu and then change the “File Type” to template.
• When you save a template, it must be saved in the
– This makes it possible for Excel to locate the template when you
are ready to use it again
– You usually don't see the Templates folder in Windows Explorer
because it is a hidden folder
– Once the template has been saved, it will be listed as an icon in the
Templates dialog box.
Microsoft Excel 124
The Templates folder
Templates are stored
in a templates folder.
You don’t normally
need to access this
folder unless you want
to copy a template to
some other disk to
move it to a different
machine or folder.
Microsoft Excel 125
The Templates dialog box
This figure shows
how the stored
appear in the
Microsoft Excel 126
Store templates in subfolders
You can categorize templates
by creating sub-folders in the
Templates folder for templates
that are of the same type, or
for the same project, etc.
Microsoft Excel 127
Identify subfolders in the Templates
The previous slide showed a subfolder had
been created in the Templates folder. When
a subfolder is created in the Templates
folder, it will appear as a tab in the
Templates dialog box. Clicking that tab will
show you the templates stored in that
Microsoft Excel 128
Link workbooks to summarize data
• You can summarize data from several workbooks by
creating links between them.
• To create a workbook reference:
– Click the tab for the workbook that will be the destination
– Click in the cell that will receive the data, and enter an equal sign
(=), but do not press the Enter key
– Switch to the target workbook, click in the cell containing the data
to be linked, and press the Enter button on the Formula bar
– The formula referencing the source workbook will appear in the
Microsoft Excel 129
Link Workbooks by specifying
source and destination files
Creating links from one workbook to another allows data to be used in both
Microsoft Excel 130
A summary sheet with a
(LBCSum2) has a
summary sheet with a
cell reference to the
Microsoft Excel 131
Change Workbook references
If a workbook is linked to another workbook that contains yearly totals,
when a new workbook is created for a new year, the Find and Replace dialog
box can be used to update all cell references to point to the correct workbook,
or to add the new year totals to a new column in the existing workbook.
Microsoft Excel 132
The Edit Links dialog box
Links can be updated or broken using the Links dialog box.
Microsoft Excel 133
Create a lookup table and use
Excel's lookup functions
• You can create a Lookup Table that will summarize data
but will allow you to perform lookups that will go to
particular workbook references to retrieve data.
– A lookup table organizes values that you want to retrieve into
– These categories are called compare values
– If you want to locate a particular value, you must supply a lookup
value that is matched against the compare value
– The lookup value and compare value are tested against each other
and the matching value is then returned from the workbook cell
Microsoft Excel 134
The Function Arguments dialog box
In the figure below shows the Function Arguments dialog box for the
VLookup function. Notice as you click through the arguments that the
dialog box provides information about what each argument represents.
You can also use the
question mark in the
upper right corner to
about each argument.
Microsoft Excel 135
A formatted lookup section
This workbook has a formatted
lookup section that can be used
to quickly locate and view data
from previous years.
Microsoft Excel 136
Create and use an Excel workspace
• Often, you will create several workbooks that are related to
one another in terms of subject.
• You may want to open all of those related workbooks at
one time, which you can do by creating an Excel
– An Excel workspace is a file that contains information about all
workbooks that are currently open
– The information saved in a workspace includes the location of the
workbooks, the window sizes, and the screen positions
– Once the workspace has been created, you will only need to open
the workspace file and all of the related workbooks will open as
Microsoft Excel 137
Opening a workspace file
This figure contains an Open
dialog box illustrating a
workspace file called Choir
Files. Opening this file would
also open the five choir
workbooks that are linked to
Microsoft Excel 138
5 – Working With Excel’s Editing and Web Tools
Microsoft Excel 139
Check the spelling in a workbook
• Excel provides Spell Checking features that help
you easily correct spelling errors.
• You can check one worksheet or you can group
worksheets to check them at one time.
• When you click the Spelling button on the
Standard toolbar, the Spell Checking process will
Microsoft Excel 140
Use the Spell Checker feature
• When you run the Spell Checker feature:
– Any misspelled word will invoke the Spelling Dialog Box
– In the top portion of the Spelling Dialog Box, you will see the
– In the lower portion of the dialog box, you will see suggested
substitutions for the misspelled word
– If you want to select one of the suggestions, highlight that word
and then click the Change button
– If the misspelled word is not misspelled but the Spelling dictionary
does not recognize it as a correct word, you might consider adding
that word to the dictionary
Microsoft Excel 141
The Spelling dialog box
The figure below shows the Spelling Dialog Box illustrating the misspelling of
the word contingencies. Notice there are several options on the right side of
the dialog box from which you can choose to respond to the misspelled word.
Microsoft Excel 142
• In a worksheet, it is very important that formulas
• If they are not, you will be presenting inaccurate
• Excel provides several tools for analyzing the
formulas in your worksheets, including the audit
feature, which allows you to check the accuracy of
Microsoft Excel 143
Use the Formula Auditing toolbar
• When you invoke the Formula Auditing toolbar, you can
choose from several options provided for auditing
• Cells that are used in a formula are called Precedent Cells.
• You can use the Trace Precedents button on the Formula
Auditing toolbar to provide information about the cells
used in a formula.
• The Trace Precedents buttons will display an arrow
indicating the cells involved in the formula.
• Often, this arrow will make it clear that the formula is
either accurate or that it needs to be changed.
Microsoft Excel 144
The Formula Auditing toolbar
The Formula Auditing toolbar contains several commands that
can be used to audit formulas used in Excel worksheets.
Microsoft Excel 145
Trace Precedents example
This figure shows a spreadsheet with precedent tracer arrows.
Microsoft Excel 146
Dependent Cell trace
This figure show a
dependent cell trace.
Microsoft Excel 147
Trace and fix formula errors
• Worksheets often have large amounts of data in
them and numerous formulas; it’s quite possible to
inadvertently make an error in worksheet
• Excel provides tools that will allow you to view
formulas and to identify possible errors.
• You can use the Trace Error option on the
Formula Auditing toolbar to produce an arrow that
shows the possible source of the error.
Microsoft Excel 148
Use Trace Error and Show Formula
• If you view the formula in questions by following the
tracer error, you can often identify the problem.
• You can then edit the formula and observe whether the
error has been eliminated.
• You can also search the workbook for potential errors by
clicking the Error Checking button on the Formula
• An additional option is to display all the formulas in a
– Seeing the formulas in the worksheet will often make it clear
where errors have been made
Microsoft Excel 149
Excel error values
This table displays the error codes that Excel will place in a cell with
a formula error, and a description of what likely caused the error.
Microsoft Excel 150
Illustration of a #VALUE error
The figure below illustrates a trace of a #VALUE error. Notice
that the figure shows an error has been made in the SUM formula.
If you see a formula displayed
in the cell like this, it is usually
because the equal sign has been
left out of the formula.
Note: All formulas
must be preceded by
an equal sign.
Microsoft Excel 151
View error information
Excel makes it easy to find information about an error code displayed in a cell.
When you see an error code in
a cell, click the cell and an
alert box will appear. Click
the alert box, and a shortcut
menu pops up. Click Help on
this error and this Help box
will appear. This Help box
concerns the #REF error, and
it explains what causes it and
how to fix it.
Microsoft Excel 152
Show worksheet formulas
You can have Excel display
all formulas in all cells by
clicking the Tools menu,
point to Formula auditing,
and then clicking Formula
Auditing Mode. This figure
shows a worksheet in this
mode, and you can see the
formulas in all cells that
contain a formula.
Microsoft Excel 153
Insert and edit cell comments
• A comment is a text box that is attached to a specific cell
and only displays when that cell is clicked.
• You can add comments to the worksheet or to a single cell.
• To add a comment, right-click the cell where you want the
comment and then press the Insert Comment button on the
• As the worksheet is passed around amongst the members
of a group, each person can add comments containing
suggestions for change.
Microsoft Excel 154
A worksheet with a
This figure shows a comment that has been added to this worksheet.
Notice that the comment appears in a
text box and that there is a small red
triangle at the location where the
comment was placed in the worksheet.
You can also hide comments so that they are not distracting as the worksheet
is viewed. By doing so, the comments would only be displayed when the
mouse hovers over the cell where the comment was placed.
Microsoft Excel 155
Track, highlight, and review
changes to the workbook
• Often, there will be multiple people working on a
• If this is the case, the workbook must be made shareable
by clicking the Share Workbook option on the Tools
• Once a workbook becomes a shared workbook, it is
important that changes made by the individual user do not
conflict with changes made by other individuals.
• When multiple user are working on a workbook, they
should provide comments indicating the changes they have
• The reviewing toolbar will allow you to track comments
that have been inserted.
Microsoft Excel 156
Sharing workbooks can
introduce document errors
This figure illustrates how a
conflict can be created when
multiple users attempt to
make changes to a shared
workbook. It is very
important that conflicts are
Microsoft Excel 157
Resolving a conflict in
a shared workbook
This figure illustrates the
resolution of the conflict
that was shown in the
Microsoft Excel 158
Use the Track Changes feature
• You can track changes that have been made by
selecting Track Changes on the Tools menu.
• You can choose to highlight changes that have
been made or you can choose to list all the
changes on a separate worksheet.
• Finally, you can choose to either accept or reject
the changes that have been made by individual
Microsoft Excel 159
The Highlight Changes dialog box.
To highlight the changes in a shared workbook, click the Tools menu, point to
Track Changes, and click Highlight Changes to open the dialog box below. Set
the options you want to use and click the OK button to apply those options.
Microsoft Excel 160
View changes in the workbook
In this figure, several cells
are shown with a colored
border, indicating they
have been changed.
Comments can be viewed
by placing the pointer
over the comment area
for a few seconds until
the comment box
Microsoft Excel 161
Mail and merge workbooks
• On the File menu, you have an option to Send To a recipient(s), which
would e-mail the file to reviewers.
• When you are working with multiple users of workbook(s), you may
find that you have two versions of a workbook.
• One workbook could be the one you have already edited yourself and
another is the same workbook but it has been edited by one of the
– You may need to merge those two workbooks to reflect all the changes
that have been made
– To do this, click the Compare and Merge Workbooks option on the Tools
– You can then Accept and Reject the changes
Microsoft Excel 162
Send To options for
e-mailing a worksheet
The figure below shows the Send To options available for mailing a worksheet to
someone. Notice that you have several options to choose from.
You can send the workbook to just
one user or to several users.
You can also post the workbook
to a Microsoft Exchange folder,
allowing network users to access
Microsoft Excel 163
Save the workbook as a Web page
• You can easily turn a workbook into a Web page.
– You can choose whether the page will be static or interactive
– A static Web page means that the data cannot be modified
– An interactive Web page means that the data can be modified within the
• When you create a Web page, Excel creates an HTML
version of the workbook that can be viewed in a Web
• You can save the entire workbook as a Web page or you
can save just one worksheet.
• All of these choices can be made by clicking the Save as
Web Page option on the file menu.
Microsoft Excel 164
Interactive versus non-interactive
In the figure below, you see two Web pages. The page on the left is a non-interactive
Web page, which a user can view but cannot change. The page on the right is an
interactive Web page, which the user can use to alter the data and/or format of the
Microsoft Excel 165
The Save As dialog box
This figure shows a
workbook being saved as a
Web page. Note the Save
as type: box specifies Web
page format. Also note the
checkbox that determines
if the page will be
interactive or not.
Microsoft Excel 166
Create and edit hyperlinks
• Hyperlinks are clickable text that cause another page
to be opened in the Web browser.
• You can easily add a hyperlink to a Web page by
clicking the Hyperlink option on the Insert menu.
• You can also set up Excel's Web options so that
various browsers are supported by the Web pages you
• If you have users who use different browsers, it is a
good idea for you to consider setting this option so
that it supports whatever browsers you viewers will
Microsoft Excel 167
The Insert Hyperlink dialog box
To insert a hyperlink, select the text or cells to be used for the hyperlink, click the
Insert menu, then click Hyperlink to open this dialog box.
Use the Look in: box to
locate the drive and
folder containing the
target of the hyperlink.
You can change the
text that displays for
the link if you so desire
at the top of the text
Microsoft Excel 168
A worksheet with a hyperlink
In the figure below, you see a worksheet that contains a hyperlink to an HTML
document, which will display Meeting Details. If the user of this worksheet clicks this
link, the Meeting.html file will open in the Web browser. The hyperlink must point to
an existing Web page or other Excel objects such as a workbook, worksheet, or range.
Microsoft Excel 169
6 – Developing an Excel Application
Microsoft Excel 170
Create validation rules for data entry
• You will want to prevent errors in your workbooks as much
– You can specify the type of data that is allowed and/or a range
of acceptable values
– If a value is entered that does not meet the requirements, an
error message is displayed
– Setting a rule like this is a preventative measure that allows you
to validate data upon entry
• There are several different options in the Data Validation
dialog box allowing you to provide various rules related to
• You can also provide an input message that will aid the user
in entering the data.
Microsoft Excel 171
The Data Validation dialog box
This figure shows the Data Validation dialog box. Note the three tabs on the dialog box.
Use the Error Alert tab to set what
style of error message you want to
appear when the validation criteria is
Use the Settings tab to specify
the validation criteria. Use the Input
Message tab to
will aid the user
Microsoft Excel 172
The Allow list box options
The table below shows the options available in the Allow list box field
of the Data Validation dialog box, and a description of their purpose.
Microsoft Excel 173
The Input Message tab of the Data
Validation dialog box
On the Input Message tab of this
dialog box, you can create an input
message to display when a user
clicks on a worksheet cell.
Microsoft Excel 174
A worksheet with an
input message displayed
This figure shows a portion of a worksheet with an Input
Message displayed for a date field. By prompting the user
for the correct information, you reduce the risk of error.
Microsoft Excel 175
The Error Alert tab of the Data
Validation dialog box
On the Error Alert tab of
this dialog box, you can
create a Stop alert that will
display if the user attempts
to enter something that
violates the validation rules
defined for the field.
Microsoft Excel 176
Protect the contents of worksheets and
• Once you have a worksheet that you know is correct, you
may want to protect the worksheet so that users cannot
– Setting the locked property will disallow any changes to a
– The worksheet will have to be protected in order for the locked
property to have any affect
• You can also specify a password that must be entered in
order to remove worksheet protection.
• Finally, you can protect an entire workbook, which would
disallow changes to the workbook, such as adding or
Microsoft Excel 177
Unlocking Selected Cells
To lock or unlock specific
cells, click the cells to
select them, click the
Format menu, click Cells,
and then click the
Protection tab, as shown
in this figure. Click the
Locked option box to
insert or remove the
Microsoft Excel 178
The Protect Sheet dialog box
This figure shows the
Protect Sheet dialog box.
Notice that there are
many options on this
dialog box that you can
set to allow or disallow.
These rules will apply
only to the selected
Microsoft Excel 179
The Protect Workbook dialog box
To protect an entire workbook, click the Tools menu,
point to Protection, and then click Protect Workbook.
The dialog box shown here
will open. Select the option(s)
you want, and you can also
assign an optional password to
prevent anyone else from
changing the settings you
Microsoft Excel 180
Create and use range names
• It may be useful assign a name to a cell or cell range.
• This is called a range name and allows you to refer to
the cell or range of cells by their name instead of their
– For example, you might assign a range name,
Expenses, to a group of cells that represent your
– When you want to calculate with those cells, you enter
their Range Name in the formulas instead of the cell
• You can later change the definition of the range
Microsoft Excel 181
The Allow Users to Edit Ranges
If you want to allow users to edit portions of a worksheet, you can set up ranges in
which the user can make edits. This is done on the Allow Users to Edit Ranges dialog
box as shown in this figure.
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The Define Name dialog box
The figure below is an example of the Define Name dialog box. It is in this dialog
box that you can establish range names and set their definition. The easiest
approach is to select the cells you want to have a name first and then open this
dialog box by clicking Name from the Insert menu and then clicking Define.
Microsoft Excel 183
View multiple range names
This figure shows the Define Name dialog box with multiple
ranges defined. If you click on a range name, the Refers to: box
at the bottom tells you what cells are defined for that range.
Microsoft Excel 184
Using Range Names in a chart
This figure shows a chart that has been
defined using range names to specify the
data. Note that the workbook name must
precede the range name.
Microsoft Excel 185
Macro viruses and Excel's security
• Because a macro is a program, a virus can be attached to
– A macro is attached to a workbook and just opening the workbook
can cause the macro to be run
– If a macro has an attached virus, running the macro will likely
infect the computer being used to view the workbook
• The first line of defense is to be sure you know where the
workbook came from and whether the source is
• Excel allows you to specify security for any workbook
opened within Excel.
• There are three levels of security: high, medium, and low.
Microsoft Excel 186
The Security dialog box
This figure shows the Security dialog
box. Before making a selection, you
should read the explanatory
information associated with each
choice. Notice that Low security is
not recommended and should rarely
Microsoft Excel 187
Create macros using
the macro recorder
• One way to create a macro is to use the Excel macro recorder.
– When you start the macro recorder, all of your keystrokes are
recorded and saved
– Once you have completed the keystrokes you want recorded,
you can close the macro
– Once the macro has been created, you can replay the macro at
• The macro can be stored in the workbook, making it available
whenever the workbook is opened.
• You can also store the macro in a new workbook or in the Personal
Macro workbook, which makes it available anytime Excel is
Microsoft Excel 188
The Record Macro dialog box
When you create a macro, you need to give it a name. The figure below
shows the Record Macro dialog box. In this figure, the macro is named
Report30. Notice also the assignment of the “a” key as the shortcut key
and that the macro will be stored in the active workbook.
Microsoft Excel 189
The Macro dialog box
The following figure is another example of the Macro dialog box. In this
dialog box, three macros have been created. Notice the Run button. To run a
macro, you select the macro you want from the list and press the Run button.
Microsoft Excel 190
Edit and print a macro using the
Visual Basic Editor
• All macros are small programs written in Visual Basic for
Applications (VBA), which is the programming language
for Office XP applications.
• You can create a new macro or edit an existing macro in
the Visual Basic Editor. In the editor:
– You can see the VBA statements that make the macro work
– You can view and edit the commands
• The body of a macro is enclosed between the “Sub” and
“End Sub” statements.
• The body consists of the statements that will be performed
when the macro is run.
Microsoft Excel 191
The VBA editor
• Learning to program in VBA is an extensive
• However, you can read through an existing macro
and get an idea of how the macro works.
• You can print the macros so that you can review
Microsoft Excel 192
The Visual Basic editor
This figure shows the Visual Basic
Editor with the NewData procedure
displayed in the editor window.
begins with the
end with the
Microsoft Excel 193
Update a macro in the VBA editor
This figure shows a macro that has had a statement inserted to turn off
screen updating. Once you learn VBA syntax, you can write entire macros
using the editor instead of using the macro recording mechanism.
Microsoft Excel 194
Assign a macro to a keyboard shortcut
• You already learned how to invoke a macro
through the macro menu.
• Another option is to assign a shortcut key to the
• When the shortcut key is pressed, the macro is
Microsoft Excel 195
Assign a macro to a button
• You can create a button on the workbook that will
invoke a macro.
• To create a macro button, you must first display
the Forms toolbar.
• Then, select the button tool on the toolbar.
• The button is assigned to a particular macro and,
when it is pressed, the assigned macro runs.
Microsoft Excel 196
The Forms toolbar
In this figure, you see the Forms toolbar. Notice the button tool on the right side of the
toolbar. This button tool will create a command button on your worksheet.
Microsoft Excel 197
A macro button on a worksheet
This makes it possible for the user to invoke
the macro simply by pressing the button. In
this figure, the text on the button is Button 8,
however, this text can be altered to reflect
how the button is to be used.
Once you have placed the command
button on the worksheet, as shown
in the figure below, you can assign
the button to a macro.
Microsoft Excel 198
Add multiple macro buttons
This figure shows a worksheet
that has had macro buttons
added to run a 30-day report,
a 60-day report, or a 90-day
Microsoft Excel 199
7 – Importing Data Into Excel
Microsoft Excel 200
Import data from a text file
into an Excel workbook
• Sometimes it is necessary to import data from
another source into an Excel worksheet. One
possible source of data is a text file.
• A text file is a file without formulas, graphics,
special fonts, or formatting.
• A text file contains alphanumeric data, letters,
numbers, and symbols like commas and tabs.
• Any structure the text file has must be supplied by
some combination of text symbols.
Microsoft Excel 201
Types of text files
• If the data is in columns, for instance, the column breaks
must be indicated in some way.
– In some text files, the columns are separated by a delimiter, such
as a space, a comma, or a tab, that shows where one column of
data ends and another begins
• In other text files, the columns are fixed-width, which
means that in each column, all the data begins at a fixed
place on the line.
– That is, in every row of data, the data in the first column starts at,
say, the first space, the data in the second column starts at the
thirteenth space, and so on
Microsoft Excel 202
Common text file delimiters
This figure shows several
examples of text files
using various delimiters
to indicate column
Microsoft Excel 203
An example of a fixed-width text file
This figure shows a fixed-width text file, where
each column must start in a specific position.
Microsoft Excel 204
Use the Text Import Wizard
• If you open a text file in Excel, Excel starts the Text Import Wizard,
which helps you determine what Excel needs to do to import the
information from the text file into Excel in some meaningful way.
• The Text Import Wizard takes you through three dialog boxes:
– In the first dialog box you have to check whether the data is delimited or
fixed-width. The Wizard will try to determine this itself, but if it is wrong,
you can set this manually
– In the next dialog box, the Wizard helps you set up the breaks between the
columns. The Wizard tries to detect the correct space to begin each
column, but sometimes it cannot. When that happens, you need to edit the
column break lines manually
– The final dialog box of the Text Import Wizard allows you to format the
columns of data, one at a time. You can highlight each column, and check
off whether the column contains text or dates
Microsoft Excel 205
The first Text Import Wizard
In the first dialog box (Step 1 of 3) you have to check whether the data is delimited or
fixed-width. The Wizard will try to determine this itself, or you can set this manually.
You also need to tell the
Wizard where to start
reading data. You can
find out which row the
columns of data start at
by examining the data
in the Preview window.
Unless you tell it
differently, the Wizard
will start with row one.
Microsoft Excel 206
The second Text Import Wizard
This figure shows the step 2 of 3 dialog box where you set column breaks. You can add a
break line, delete line, or click and drag a break line to move it. The figure shows the
three break lines that the Wizard placed where it thought the column breaks were.
As you can see, the break
lines separate the numeric
data correctly, but not the
column titles. Also, there
are only three break lines,
but there should be four.
Microsoft Excel 207
The second Text Import Wizard
dialog box with modifications
This figure shows the
same dialog box seen in
the previous slide but the
column lines have been
moved manually to
correctly separate the
Microsoft Excel 208
The third Text Import Wizard
Most columns can use the General format, which converts numeric values to numbers,
date values to dates, and everything else to text, but if there is some chance that the
Wizard might misinterpret the data in the column, you can specify the type.
This dialog box also lets
you skip any column that
you do not wish to import
into your Excel worksheet.
Microsoft Excel 209
An example of an imported text file
When you close the Text Import Wizard, you will see the data that the Wizard
retrieved in the Excel worksheet, as shown in this figure.
You should save this
worksheet as an Excel
workbook, since if you
close it without saving
it, it will revert back to
a text file. You can
also use Excel tools to
format the data.
Microsoft Excel 210
Retrieve data from database tables
using the Query Wizard
• Another possible source from which you could import data
into is a database.
• A database is a program that can store large amounts of
data in tables.
• The rows in a database table are called records.
• The columns are called fields.
– For example, a typical database is an address book. The
information about each person in the database (the record)
contains several fields - first name field, last name field, address
field, telephone number field, and so on
– Each record in the table contains the same fields
Microsoft Excel 211
What is a query?
• Excel can import data from most database tables.
• To get information from a database, you must create a
• The query tells the database:
– What information you want
– Which records you want it from
– How you want the data arranged
• Excel has an add-in called the Query Wizard to help you
write queries to extract data from a database.
Microsoft Excel 212
Start the Query Wizard
• To import data using the Query Wizard, from the Data
menu, choose Import External Data, and from the submenu
that appears, select New Database Query.
• This brings up the Query Wizard - Choose Data Source
• On the Databases tab of the dialog box you will see a list
of possible data sources.
• You choose the database type and proceed to the next step,
which is to locate the database file to be imported.
Microsoft Excel 213
The Choose Data Source dialog box
This figure shows the Choose Data Source dialog box,
where you indicate the type of source file to use.
Microsoft Excel 214
Select tables and fields to import
• When you have located the database and clicked the OK
button, the database opens the Query Wizard – Choose
Columns dialog box.
• In the Available tables and columns: box, you will see a
list of the tables in the database.
• You can see the columns (fields) in each table by clicking
on the plus sign in front of the table.
• From these fields, you can select the ones you want to
import and add them to the Columns in your query: box.
Microsoft Excel 215
The Choose Columns dialog box
The figure on the left shows the available tables for the database just
opened. When you click on the plus sign in front of the Company table
table, its columns will be listed as shown in the figure on the right.
Microsoft Excel 216
Apply filters to import data
• When you have selected all your fields, click the Next button to bring
up the Query Wizard - Filter Data dialog box.
• When you are importing data from a database, you may want to filter
the data by choosing some filtering criteria.
• To do this, in the Filter Data dialog box:
– Click the column you wish to filter
– Specify a comparison operator
– Enter the desired criterion in the appropriate box
• If you want to use all the data or if you have finished writing all your
filters, click Next to go to the Query Wizard - Sort By dialog box
where you can specify what sequence the data is to be sorted in.
Microsoft Excel 217
The Filter Data dialog box
This figure shows the Query Wizard – Filter Data dialog box where you can apply
selection criteria to limit the data being imported to only records that meet your
Microsoft Excel 218
Save and run the query
• Your query is now defined.
• Click Next to bring up the final Query Wizard dialog box.
• This dialog box allows you to save the query you have just
created, with a file extension of .dqy.
• Now, you may choose the Return Data to Microsoft Excel
• When you now select a cell in the worksheet, the Query
Wizard runs the query against the database and inserts the
data it extracts into the worksheet beginning at the selected
Microsoft Excel 219
Control how data is retrieved
by editing queries
• Excel knows when the data in a worksheet has been
imported from an external source, and provides an
External Data toolbar that makes available several options.
• To bring up the External Data toolbar, first make sure that
your cursor is pointing to a cell containing external data.
• Choose Toolbars from the View menu, and choose
External Data in the sub-menu.
• The External Data toolbar has a Refresh Data button.
– When you click this, Excel goes to the data source that the data
was imported from, and brings into the worksheet any changes that
have occurred since the data was loaded (or last refreshed)
Microsoft Excel 220
Set Data Range properties
• Clicking the Data Range Properties button on the External Data
toolbar brings up the External Data Range Properties dialog box.
• The name under which you saved the query that produced this data
appears in the Name: box.
• You can save the query, and even save a password for the query so
that it cannot be changed unless the password is entered.
• You have several options about refreshing the data, about the data
formatting and layout, and about what to do if the layout of the source
document has changed when you attempt to refresh.
• Selecting the Refresh data on file open check box will cause Excel to
query the data source for updated data every time the file containing
this worksheet is opened.
Microsoft Excel 221
The External Data Range Properties
This figure shows the External
Data Range Properties dialog
box. You can specify when
Excel should refresh the
imported data, as well as how
data is formatted, and what to
do when the data source has
rows inserted or deleted.
Microsoft Excel 222
Retrieve data from a database
into a PivotTable
• You have a stock database that has five entries for each of fifteen
different stocks, showing the volume of shares and the high, low, and
closing values of these stocks for the last five days.
• Instead of making fifteen different charts to track the data, you decide
to create a PivotTable and PivotChart with the data.
• The PivotChart will be set up so that, on a single workbook sheet, you
can scroll through all the stocks, and a diagram for each of them will
be drawn in turn.
• This will be a compact way to store and examine the data.
• You will use the PivotTable and PivotChart Wizard to create the table
and the chart, and this Wizard will invoke the Query Wizard when it is
time to define the data you want to import.
Microsoft Excel 223
Start the PivotTable and PivotChart
• First, choose or create an empty worksheet.
• From the Data menu choose PivotTable and PivotChart Report.
• When the Wizard comes up with the dialog box labeled Step 1 of 3,
choose External data source and PivotChart report (with PivotTable
report), then click Next.
• This will bring up Step 2 of 3 of the Wizard. Click the Get Data
button. This will bring up the Query Wizard - Choose Data Source
• Choose the data source type, and click OK. Select your database from
its folder on the Data Disk, and click OK. Select your table in the list
– If you click Add, the Query Wizard will add all of the columns in the selected table
to the Columns in your query: box
– If you do not want to filter or sort the data, you can click Next repeatedly until you
have reached the end of the Query Wizard, and have returned to Step 2 of 3 in the
PivotTable and PivotChart Wizard
Microsoft Excel 224
Set the PivotTable layout
• Click Next to go to Step 3 of 3. Here, choose the Existing
worksheet option, and click the cell where you want to
start the PivotTable.
• Click Layout, which will bring up a Layout dialog box, on
which you will design the PivotTable.
• You can drag the buttons on the right side of the dialog
box to the diagram on the left side.
• You can change the words on the column labels by double
clicking on the fields and using the Name text box.
• Also, while you are in the PivotTable Field dialog box,
you can format fields as a number.
Microsoft Excel 225
The Layout dialog box
In the dialog box
shown here, you can
drag the field buttons
on the right into the
proper places on the
diagram until your
PivotTable looks like
you want it to.
Microsoft Excel 226
Finish the Pivot Table
• In the Step 3 of 3 dialog box, you can click Options so that
selected columns or rows are not selected.
• You should also select Refresh on open in this dialog box.
• Click OK and Finish.
• You have designed a PivotTable and PivotChart, and a
query to get the data to go in them.
• The PivotTable will be on a worksheet called Recent
Results; the PivotChart will be on a sheet called Chart1 for
the example created here.
Microsoft Excel 227
Example PivotTable and PivotChart
This figure shows a completed PivotTable and a PivotChart.
Microsoft Excel 228
Retrieve stock market data from the
• To access a web page, you must know the URL.
• The URL of a web page is its address, the place
the network browser goes to find the page.
• Web pages stored on the Web usually (although
not always) have a URL that starts with
• Web pages can also be accessed from a disk
instead of from the Web.
Microsoft Excel 229
Begin the Query Wizard
• To create a Web query, find or create a new
worksheet in your Excel workbook.
• Point to the cell where you want the imported
information to start.
• From the Data menu, choose Import External
Data, and then New Web Query.
• The Query Wizard will invoke your Web browser,
and open your home or default Web page.
• Type in the address of the HTML file to be used.
Microsoft Excel 230
Import the Web page data
• When the Web page is opened with the Query Wizard, the Wizard
puts little selection arrows in front of each section.
• As you click on the sections you want to import, the arrow changes to
a check mark.
• There is a selection arrow at the top of the page; you select this arrow
to select the entire page.
• Click on the arrows that point to the tables on the Web page, and then
• Check the address in the Import Data dialog box, and click OK.
• The Query Wizard has created a query to select the parts of the Web
page you want, and has imported the data into your worksheet.
Microsoft Excel 231
An imported Web page
This figure shows the
worksheet with the imported
data. The External Data
toolbar is visible, offering you
some options for accessing the
Microsoft Excel 232
Import pages with HTML
• One of the options on the External Data toolbar is to Edit
• You can edit the query to import the data with all its
HTML formatting features, such as complicated table
structures, and hyperlinks.
• From the Edit Web Query page, select Options, and from
the Web Query Options page, select Full HTML
formatting. Select OK, and then Import.
• You can save a Web query, and then use it in any Excel
workbook To do so:
– Select the Edit Query button from the External Data toolbar, and select
the Save Query button
– Key in the path to the folder where you want the query to be saved, and
give it a name
Microsoft Excel 233
An imported Web page with its
This figure shows the same page
seen in a previous slide imported
with full HTML formatting.
Microsoft Excel 234
Import stock quotes
• There are some Web queries that Microsoft
provides for you. One of these is the Microsoft
Investor Stock Quotes query.
• From the Data menu, choose Import External
Data, then choose Import Data.
• This will bring up the Select Data Source dialog
box, where you will see a list of available queries.
• Choose MSN MoneyCentral Investor Stock
Quotes, and click Open.
Microsoft Excel 235
Enter parameters for the
Stock Quote query
• In the Import Data dialog box, click Parameters. In the Parameters
dialog box, notice that you can choose Get the value from the
following cell:, and then enter a cell address or range.
• If you have already imported the list of ticker symbols for a list of
stocks into a worksheet, you can read the ticker symbols from that
• Click Get the value from the following cell:, click Collapse Dialog
Box, open the worksheet where the ticker symbols are listed, highlight
them, and press Enter.
• Click OK twice to activate the Web query. If you have an open
connection to the Web, the query will get and display the current stock
information for the stocks whose ticker symbols you entered.
Microsoft Excel 236
A worksheet with stock quotes
imported from the Web
This figure shows a worksheet with imported stock data. Since this data is constantly
changing, it is informative to refresh it, which you can do with the Refresh button on
the External Data toolbar.
You can also set an automatic
refresh interval from the External
Data Range Properties dialog box.
Microsoft Excel 237
Use hyperlinks to view information on
the World Wide Web
• Sometimes text from a Web page is underlined in
• This indicates that the text is a hyperlink.
• A hyperlink is any text or spot on a page that,
when you click on it, takes you to another
Microsoft Excel 238
A worksheet with hyperlinks
The hyperlinks on the imported data in this figure are links to pages on the Web
containing information about the various stocks.
Clicking on one of them activates the
Web browser, which reads the
hyperlink containing the address of
the Web page, and opens it.
Microsoft Excel 239
8 – Excel Shortcut Keys and Cheat Sheet
Microsoft Excel 240
Sr. No. Key Effect
→ Move right by one cell
← Move left by one cell
↓ Move down by one cell
↑ Move up by one cell
Ctrl+→ Move to extreme right column( IV) in current row
Ctrl+← or Home
Move to extreme left column (A) in current row
Ctrl+↓ Move to bottom-most row(65536) in current column
Ctrl+↑ Move to top-most row (1) in current column
9 Ctrl+Home Move to the first cell (A1)
10 PgDn Move down on screen
11 PgUp Move up one screen
12 Alt+PgDn Move right by one screen
13 Alt+PgUp Move Left by one screen
14 Ctrl+PgDn Move to next sheet
15 Ctrl+PgUp Move to previous sheet
16 Ctrl+G Opens Goto window then specify the cell reference to move to
Excel Shortcuts Keys - For moving through Worksheet
Microsoft Excel 241
Excel Shortcuts Keys - For moving Selecting a range of cells
Sr. No. Key Effect
Shift+→ Selects a range of cells horizontally
Shift+← Deselects a range horizontally
Shift+↓ Selects a range of cells vertically
Shift+↑ Deselects a range of cells vertically
5 Shift+PgDn Selects a screen-full of cells vertically in that row
6 Shift+PgUp Deselects a screen-full of cells vertically in that row
7 Alt+Shift+PgDn Selects a screen-full of cells horizontally in that column
8 Alt+Shift+PgUp Deselects a screen-full of cells horizontally in that column
9 Ctrl+Shift+Spacebar Selects all cells in worksheet
10 Ctrl+Shift+Home Selects all cells from current cell to cell A1
Microsoft Excel 242
Key Alone Shift Ctrl Alt Shift Ctrl
F1 Help What's This Help Insert Chart Sheet
F2 Edit Mode Edit Comment Save As
F3 Paste Name Formula Paste Function Define Name Names From Labels
F4 Repeat Action Find Again Close Window Quit Excel
F5 Goto Find Restore Window Size
F6 Next Pane Prev Pane Next Workbook Switch To VBA Prev Workbook
F7 Spell Check Move Window
F8 Extend Selection Add To Selection Resize Window Macro List
F9 Calculate All Calculate Worksheet Minimize Workbook
F10 Activate Menu Context Menu Restore Workbook
F11 New Chart New Worksheet New Macro Sheet VB Editor
F12 Save As Save Open Print
Excel Cheat Sheet
Microsoft Excel 243
F10 Activate Menu Context Menu Restore Workbook
F11 New Chart New Worksheet New Macro Sheet VB Editor
F12 Save As Save Open Print
A Select All Formula Arguments
D Fill Down Data Menu
E Edit Menu
F Find File Menu Font Name
H Replace Help Menu
I Italics Insert Menu
K Insert Hyperlink
N New Workbook
O Open Workbook Format Menu Select Comments
P Print Font Size
R Fill Right
T Tools Menu
W Close Workbook Window Menu
Key Alone Shift Ctrl Alt Shift Ctrl
Excel Cheat Sheet
Microsoft Excel 244
` (~) Toggle Formula View General Format
1 (!) Cell Format Number Format
2 (@) Toggle Bold Time Format
3 (#) Toggle Italics Date Format
4 ($) Toggle Underline Currency Format
5 (%) Toggle Strikethru Percent Format
6 (^) a Exponent Format
7 (&) a Apply Border
8 (*) Outline Select Region
9 (() Hide Rows Unhide Rows
0 ()) Hide Columns Unhide Columns
- Delete Selection Control Menu No Border
= (+) Formula Auto Sum Insert dialog
[ Direct Dependents Direct Precedents
] All Dependents All Precedents
; (semicolon) Insert Date Select Visible Cells Insert Time
' (apostrophe) Style Copy Cell Value Above
: (colon) Insert Time
/ Select Array Select Array
Select Differences Select Unequal Cells
Insert Insert Mode Copy
Delete Clear Delete To End Of Line
Home Begin Row Start Of Worksheet
End End Row End Of Worksheet
Page Up Page Up Previous Worksheet Left 1 screen
Page Down Page Down Next Worksheet Right 1 screen
Left Arrow Move Left Select Left Move Left Area
Right Arrow Move Right Select Right Move Right Area
Up Arrow Move Up Select Up Move Up Area
Down Arrow Move Down Select Down Move Down Area Drop down list
Space Bar Space Select Row Select Column Control Box Select All
Tab Move Right Move Left Next Window Next Application Previous Window
BackSpace Goto Active Cell
Key Alone Shift Ctrl Alt Shift Ctrl
Excel Cheat Sheet