Excel 2003 intermediate level manual

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Excel 2003 intermediate level manual

  1. 1. Microsoft Excel 2003 Manual - Intermediate Level European Edition
  2. 2. PAGE 2 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL © 1995-2006 Cheltenham Courseware Ltd. Email: info@cheltenhamcourseware.com Internet: http://www.cheltenhamcourseware.com All trademarks acknowledged. E&OE. © Cheltenham Courseware Ltd. 1995-2006 No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com/agreement Look for this icon for the New features of this software version. Look for this icon for the Enhanced features of this software version. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  3. 3. PAGE 3 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL INSTALLING THE SAMPLE FILES .................................................................................................................5 VIEWING WORKSHEETS .................................................................................................................................6 CUSTOMISING VIEW OPTIONS ...........................................................................................................................6 DISPLAYING AND CUSTOMISING TOOLBARS......................................................................................................8 HIDING WORKBOOKS AND WORKSHEETS .......................................................................................................10 FREEZING PANES.............................................................................................................................................11 GROUPING AND UNGROUPING WORKSHEETS.................................................................................................12 REVIEW QUESTIONS ........................................................................................................................................13 MORE FORMATTING TECHNIQUES ...........................................................................................................14 USING STYLES .................................................................................................................................................14 CONDITIONAL FORMATTING.............................................................................................................................17 USING THE FORMAT PAINTER..........................................................................................................................19 USING GUIDELINES ..........................................................................................................................................21 HIDING AND DISPLAYING CELLS ......................................................................................................................22 REVIEW QUESTIONS ........................................................................................................................................24 MORE FORMULAS AND FUNCTIONS.........................................................................................................26 USING THE SERIES COMMAND ........................................................................................................................26 USING THE INSERT FUNCTION WIZARD ...........................................................................................................29 USING THE EXCEL FUNCTION CATEGORIES....................................................................................................31 CORRECTING FORMULAS.................................................................................................................................47 USING THE FORMULA ERROR CHECKER.........................................................................................................49 USING THE FORMULA AUDITING TOOLBAR......................................................................................................50 USING THE WATCH WINDOW...........................................................................................................................54 REVIEW QUESTIONS ........................................................................................................................................56 DATABASE AND LIST MANAGEMENT.......................................................................................................57 USING DATABASES ..........................................................................................................................................57 CREATING AND EDITING A DATABASE .............................................................................................................58 SORTING A DATABASE .....................................................................................................................................61 USING AUTOFILTERS .......................................................................................................................................62 ADVANCED FILTERS .........................................................................................................................................64 WORKING WITH FILTERED DATA......................................................................................................................65 USING DATA FORMS ........................................................................................................................................67 REVIEW QUESTIONS ........................................................................................................................................69 CHARTS .............................................................................................................................................................71 CHART WIZARD................................................................................................................................................71 CHART TOOLBAR..............................................................................................................................................77 WORKING WITH CHARTS..................................................................................................................................78 FORMATTING THE CHART ................................................................................................................................80 REVIEW QUESTIONS ........................................................................................................................................83 DRAWING AND PICTURE OBJECTS ..........................................................................................................85 DRAWING TOOLBAR .........................................................................................................................................85 WORKING WITH AUTOSHAPES.........................................................................................................................86 CREATING TEXT BOXES...................................................................................................................................91 ADDING PICTURES ...........................................................................................................................................92 LAYERING OBJECTS.........................................................................................................................................94 GROUPING AND UNGROUPING OBJECTS.........................................................................................................95 REVIEW QUESTIONS ........................................................................................................................................96 EXCEL 2003 AND OTHER APPLICATIONS ...............................................................................................97 CONVERTING FILES FROM OTHER APPLICATIONS ..........................................................................................97 COPYING DATA FROM ANOTHER APPLICATION ...............................................................................................97 EMBEDDING AND LINKING OBJECTS ..............................................................................................................100 FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  4. 4. PAGE 4 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL HYPERLINKS...................................................................................................................................................103 MANAGING LINKS ...........................................................................................................................................104 REVIEW QUESTIONS ......................................................................................................................................105 FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  5. 5. PAGE 5 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Installing the Sample Files • Use Windows Explorer to create a folder called Excel 2003 Intermediate Samples, in the My Documents folder. • If you are installing the sample files from the CD-ROM, place the CD-ROM in the CD drive and copy the files from the excel_2003_intermediate_eurexercise_files to the My DocumentsExcel 2003 Intermediate Samples folder. • If these files have been copied to your network server, then ask your trainer/supervisor for more information about how to copy these files to your PC’s hard disk. • Notes for tutors: The above instructions are for Windows that has not been set-up for a multi- user environment (with individual profiles). The instructions above may require modification within a Windows multi-user environment. Where possible pre-install the relevant work files prior to use by students/delegates. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  6. 6. PAGE 6 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Viewing Worksheets When you have completed this learning module you will have seen how to: • Customise the Excel window display • Customise the Comments View options • Customise the Objects View options • Customise the Worksheet View options • Choose a toolbar • Display toolbars • Customise toolbar Options • Add Commands to a toolbar • Hide a Workbook • Hide a Worksheet • Display hidden Workbooks • Display hidden Worksheets • Freeze a horizontal pane • Freeze a vertical pane • Freeze horizontal and vertical panes • Unfreeze panes • Group Worksheets • Ungroup Worksheets Customising View Options Customising the Excel window display • From the main menu, choose Tools > Options to display the Options dialog box, click on the View tab, and select the following options from the Show area: Startup Task Pane - Select to show the Startup task pane. Formula bar - Select to show the Formula bar. Status bar - Select to show the Status bar. Windows in Taskbar - Select to list each open Workbook on the Taskbar. • Click OK to change and save the settings. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  7. 7. PAGE 7 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Customising the Comments View options • From the main menu, choose Tools > Options to display the Options dialog box, click on the View tab, and select the following options from the Comments area: None - Select to hide all comments. Comment indicator only - Select to indicate comments with red triangles. Comment & indicator - Select to show the comments and its indicator. • Click OK to change and save the settings. Customising the Objects View options • From the main menu, choose Tools > Options to display the Options dialog box, click on the View tab, and select from the following options from the Objects area: Show all - Select to show all objects. Show placeholder - Select to show a grey box in place of an object. Hide all - Select to hide all objects. • Click OK to change and save the settings. Customising the Worksheet View options • From the main menu, choose Tools > Options to display the Options dialog box, click on the View tab, and select from the following options from the Window options area: Page breaks - Select to display page breaks. Formulas - Select to display formulas instead of results in Worksheet cells. Gridlines - Select to display gridlines. Gridlines color - Change the gridline colour by clicking on the down arrow and selecting a new colour. Row & column headers - Select to show the row and column headers. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  8. 8. PAGE 8 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Outline symbols - Select to show any outline symbols. Zero values - Select to show cells containing 0. Horizontal scroll bar - Select to show the horizontal scroll bars. Vertical scroll bar - Select to show the vertical scroll bars. Sheet tabs - Select to show the sheet tabs. • Click OK to change and save the settings. Displaying and Customising Toolbars Choosing a toolbar • Excel has 20 toolbars for you to choose from. Each toolbar contains a group of icons that are relevant to specific functions in Excel. You can use the following list to help you choose the toolbar to display: Standard - Icons for basic Excel 2003 functions. Formatting - Icons for cell formatting. Borders - Icons for drawing and customising border lines. Chart - Icons to create and format Charts. Control Toolbox - Icons to customise and control form elements. Drawing - Icons to draw shapes. External Data - Icons for querying external data. Forms - Icons to create form elements. Formula Auditing - Icons to troubleshoot formulas. List - Icons to work with designated Lists, and import/export XML data. Picture - Icons to create and manipulate pictures. PivotTable - Icons for working with Pivot Tables. Protection - Icons to lock and protect Worksheets. Reviewing - Icons to create and manipulate comments. Task Pane - Links to the some of the most common tasks in Excel. Text to Speech - Icons to control how Excel reads cell contents. Visual Basic - Icons for working with Visual Basic. Watch Window - Window to track the formula results of different cells. Web - Icons to create, manipulate, and interact with the Web. WordArt - Icons for creating and manipulating WordArt objects. Displaying toolbars • From the main menu, choose View > Toolbars and select the toolbar you want to display (you will see a check mark beside visible toolbars) OR right-click on any visible toolbar and choose the toolbar you want to display from the popup menu (you will see a check mark beside visible toolbars). FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  9. 9. PAGE 9 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Customising toolbar options • Right-click on any visible toolbar and choose Customize from the popup menu. This will display the Customize dialog box: Click on the Options tab, and select from the following options: Show Standard and Formatting toolbars on two rows By default, Excel displays the Standard and Formatting toolbars on one row to increase the Worksheet window display. Select this option to display the toolbars on the two different rows. Always show full menus By default, Excel shows a condensed version of the main menus, containing the most recently used commands menu items. Select this option to show full menus. Show full menus after a short delay By default, Excel displays the full menus after it has been open for a few seconds. Deselect this option to prevent the full menus from appearing. Reset menu and toolbar usage Click on this button to restore the dropdown menus to their default settings. Large icons Select this option to display large icons on all toolbars. List font names in their font Select this option to display the actual font in the Formatting toolbar Font dropdown menu. Show ScreenTips on toolbars Select this option to display the descriptive name of the icon when the mouse pointer is placed over it. Menu animations Select how menus appear on screen; choose from None, Random, Unfold, or Slide. • Click Close to save the settings. Adding Commands to a toolbar • Begin by displaying the toolbar you want to customise. • From the main menu, choose Tools > Customize, click on the Commands tab, and select a Category from the Categories scrolling box. • From the Commands scrolling box, find the command you want to add, and drag the command onto the toolbar you want to affect: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  10. 10. PAGE 10 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Your customised toolbar should now display the command you just added. Hiding Workbooks and Worksheets Hiding a Workbook • Begin by displaying the Workbook you want to hide. • From the main menu, choose Window > Hide. Note: If there are unsaved changes in your hidden Workbook, Excel will prompt you to save the Workbook when you exit. Hiding Worksheets • Begin by selecting the Worksheet(s) you want to hide by clicking on the appropriate Worksheet tab(s) • From the main menu, choose Format > Sheet > Hide. Displaying hidden Workbooks • From the main menu, choose Window > Unhide to display the Unhide dialog box, select the hidden Workbook you want to display, and click OK: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  11. 11. PAGE 11 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Displaying hidden Worksheets • From the main menu, choose Format > Sheet > Unhide to display the Unhide dialog box, select the hidden Worksheet you want to display, and click OK: Freezing Panes Freezing a horizontal pane • Begin by placing the mouse pointer over the rectangle above the right scrollbar (your mouse cursor should change to the drag cursor ). • Drag the rectangle down to below the row you want to freeze. From the main menu, choose Window > Freeze Panes: Note: The frozen pane is marked by a horizontal black line. Freezing a vertical pane • Begin by placing the mouse pointer over the rectangle to the right of the bottom scrollbar (your mouse cursor should change to the drag cursor ). • Drag the rectangle left to the right of the column you want to freeze. From the main menu, choose Window > Freeze Panes: Note: The frozen pane is marked by a vertical black line. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  12. 12. PAGE 12 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Freezing horizontal and vertical panes • Begin by selecting the top-left cell that will not be part of the frozen panes. • From the main menu, choose Window > Freeze Panes. • For example, to freeze the top two rows and the left column, select cell B3: Unfreezing panes • From the main menu, choose Window > Unfreeze Panes. Note: This menu selection is available only if there are panes to unfreeze. Grouping and Ungrouping Worksheets Grouping Worksheets • You can group Worksheets together to edit and format the sheets at the same time. Every change made to the active Worksheet will be reflected in all Worksheets in the Group. Worksheets can be grouped simply by selecting the Worksheets you want. To select all Worksheets • Right-click on a sheet tab, and choose Select All Sheets from the popup menu: To select several Worksheets • Click on the first sheet tab of the Worksheet you want to select, hold down the Ctrl key, and click on the other sheet tabs of the Worksheets you want to select: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  13. 13. PAGE 13 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Ungrouping Worksheets • Right-click on one of the grouped Worksheet tabs, and choose Ungroup Sheets from the popup menu OR hold down the Shift key and click on the active sheet tab. Review Questions How would you: • Customise the Excel window display? • Customise the Comments View options? • Customise the Objects View options? • Customise the Worksheet View options? • Choose a toolbar? • Display toolbars? • Customise toolbar Options? • Add Commands to a toolbar? • Hide a Workbook? • Hide a Worksheet? • Display hidden Workbooks? • Display hidden Worksheets? • Freeze a horizontal pane? • Freeze a vertical pane? • Freeze horizontal and vertical panes? • Unfreeze panes? • Group Worksheets? • Ungroup Worksheets? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  14. 14. PAGE 14 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL More Formatting Techniques When you have completed this learning module you will have seen how to: • Create a new style • Apply a style • Change the formatting of a style • Remove a style from cells • Delete a style • Use conditional formatting • Change conditional formatting • Delete conditional formatting • Find cells with conditional formatting • Copy and apply cell formatting with the Format Painter • Copy and apply column width or row height with the Format Painter • Copy and apply the Format Painter in multiple locations • Change the colour of the Gridlines • Turn off the onscreen Gridlines • Print Gridlines • Hide Columns • Hide Rows • Use the mouse to hide Columns • Use the mouse to hide Rows • Display hidden Columns • Display hidden Rows • Use the mouse to display hidden Columns • Use the mouse to display hidden Rows Using Styles Creating a new style • You can create a new style based on the formatting of an existing cell. Once a style is created, you can use it repeatedly. Begin by selecting the cell containing the formatting you want. • From the main menu, choose Format > Style to display the Style dialog box. • Type a name into the Style name dropdown list box, and click on the Add button. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  15. 15. PAGE 15 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Click OK: Applying a style • Begin by selecting the cell(s) you want to affect. • From the main menu, choose Format > Style to display the Style dialog box. • Click on the Style name down arrow, and select the style you want. • Click OK: Changing the formatting of a style • From the main menu, choose Format > Style to display the Style dialog box. • Click on the Style name down arrow, select the style you want to change, and click on the Modify button to display the Format Cells dialog box: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  16. 16. PAGE 16 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Specify the formatting you want, and click OK to return to the Style dialog box. • Click OK. Note: You can also create a new style by typing a name for your style and clicking on the Modify button to specify the formatting of the new style. Removing a style from cells • Begin by selecting the cell(s) you want to affect. • From the main menu, choose Format > Style to display the Style dialog box. • Click on the Style name down arrow, and select the Normal style. • Click OK. Deleting a style • From the main menu, choose Format > Style to display the Style dialog box. • Click on the Style name down arrow, select the style you want to delete, and click on the Delete button: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  17. 17. PAGE 17 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Click OK. Note: Excel has pre-defined styles associated to the Currency Style, Percent Style, and Comma Style icons on the Formatting toolbar. Deleting these styles will disable the icons. Conditional Formatting Using conditional formatting • Conditional formatting allows you to change the formatting of a cell depending on the value in the cell. You can set up conditional formatting to highlight data based on conditions you define. • Begin by selecting the cell or range you want to affect. • From the main menu, choose Format > Conditional Formatting to display the Conditional Formatting dialog box. • Enter the condition in the Condition area (conditions can be defined based on the cell value or formula). • Click on the Format button to display the Format Cells dialog box. Specify the formatting you want, and click OK to return to the Conditional Formatting dialog box. (A sample of the formatting appears in the preview box.) • Click OK to apply conditional formatting: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  18. 18. PAGE 18 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: To define another condition, click Add instead of OK. You can have up to three conditions; when finished, click OK. Excel will evaluate the conditions in the order they are entered, and will stop evaluating once a condition is met and the associated format is applied. Changing conditional formatting • Begin by selecting the cell or range containing the conditional formatting you want to change. • From the main menu, choose Format > Conditional Formatting to display the Conditional Formatting dialog box. • Edit the condition(s) and formatting as needed. • Click OK. Deleting conditional formatting • Begin by selecting the cell or range containing the conditional formatting you want to delete. • From the main menu, choose Format > Conditional Formatting to display the Conditional Formatting dialog box. • Click the Delete button to display the Delete Conditional Format dialog box, select the condition(s) you want to delete, and click OK to return to the Conditional Formatting dialog box. • Click OK: Finding cells with conditional formatting • To find cells with specific conditional formatting, begin by selecting the cell with the conditional formatting you want to find. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  19. 19. PAGE 19 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • From the main menu, choose Edit > Go To to display the Go To dialog box: • Click on the Special button to display the Go To Special dialog box. • Select the Conditional formats radio button, and select the Same radio button below Data validation. • Click OK to highlight the cells with the specified conditional formatting: Note: To find cells with any conditional formatting, you can begin by selecting any cell, and follow the same instructions as above, but select the All instead of the Same radio button. Using the Format Painter FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  20. 20. PAGE 20 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Copying and applying cell formatting with the Format Painter • You can use the Format Painter to copy the formatting (including conditional formatting) of an existing cell to other cells within Excel. • Begin by selecting the cell or range containing the formatting you want to copy. • Click on the Format Painter icon on the Formatting toolbar (your mouse cursor will change to the painter cursor ). • Click on the cell you want the formatting to be applied OR select the range you want the formatting to be applied. Note: If you are copying the formatting of a range, after copying with the Format Painter, click on the top-left cell to apply the formatting to a range of the same size. Copying and applying column width or row height with the Format Painter • Begin by selecting the column (row) containing the width (height) you want to copy. • Click on the Format Painter icon on the Formatting toolbar (your mouse cursor will change to the painter cursor ). • Click on the column (row) header you want the formatting to be applied OR select the range of columns (rows) you want the formatting to be applied: Copying and applying the Format Painter in multiple locations • Begin by selecting the cell or range containing the formatting you want to copy. • Double-click on the Format Painter icon on the Formatting toolbar (your mouse cursor will change to the painter cursor ). • Click on the cell or select the range you want the formatting to be applied (your mouse cursor stays as the painter cursor). Continue applying the copied formatting. • When finished, click on the Format Painter icon to end the painter formatting. Note: You can also use this method on column widths, row heights, objects, and conditional formatting. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  21. 21. PAGE 21 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Using Guidelines Changing the colour of the Gridlines • Begin by selecting the Worksheets you want to affect. • From the main menu, choose Tools > Options to display the Options dialog box, and click on the View tab. • Click on the Gridlines color down arrow in the Window options area, and make your selection. • Click OK: Turning off the onscreen Gridlines • From the main menu, choose Tools > Options to display the Options dialog box, and click on the View tab. • Deselect the Gridlines checkbox in the Window options area. • Click OK. Printing Gridlines • From the main menu, choose File > Page Setup to display the Page Setup dialog box, and click on the Sheet tab. • Select the Gridlines checkbox in the Print area. • Click OK to exit Page Setup OR click Print to print: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  22. 22. PAGE 22 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Hiding and Displaying Cells Hiding Columns • Begin by selecting the column(s) you want to hide. • From the main menu, choose Format > Column > Hide. Note: You can identify hidden column(s) by the missing header letters. Hiding Rows • Begin by selecting the row(s) you want to hide. • From the main menu, choose Format > Row > Hide. Note: You can identify hidden row(s) by the missing row number. Using the mouse to hide Columns • Begin by placing the mouse pointer on the right-most header border of the column(s) you want to hide. • Drag the border past the left most header border of the column(s) you want to hide. For example, if you want to hide column B and C, place your mouse pointer over the right header border of column C, and drag the border past the left header border of column B: Using the mouse to hide Rows • Begin by placing the mouse pointer on the bottom-most header border of the row(s) you want to hide. • Drag the border past the top most header border of the row(s) you want to hide. For example, if you want to hide row 2 to 4, place your mouse pointer over the bottom header border of row 4, and drag the border past the top header border of row 2: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  23. 23. PAGE 23 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Displaying hidden Columns • Begin by selecting the columns on either side of the hidden column(s). • From the main menu, choose Format > Column > Unhide. Note: If column A is hidden, you will need to navigate to cell A1 instead of selecting the columns on either side of column A. To navigate to cell A1 • From the main menu, choose Edit > Go To, type A1 in the Reference text box, and click OK: Displaying hidden Rows • Begin by selecting the rows on either side of the hidden row(s). • From the main menu, choose Format > Row > Unhide. Note: If row 1 is hidden, you will need to navigate to cell A1 instead of selecting the rows on either side of row 1. To navigate to cell A1 • From the main menu, choose Edit > Go To, type A1 in the Reference text box, and click OK: Using the mouse to display hidden Columns • Begin by placing the mouse pointer between the two column headers where column(s) are hidden. • Move the mouse pointer slightly to the right until it changes from a single- lined drag cursor to a double-lined drag cursor . • Drag the column border to the right to display the hidden column: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  24. 24. PAGE 24 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can only display one hidden column at a time. Using the mouse to display hidden Rows • Begin by placing the mouse pointer between the two row headers where row(s) are hidden. • Move the mouse pointer down slightly until it changes from a single-lined drag cursor to a double-lined drag cursor . • Drag the row border to down to display the hidden row: Note: You can only display one hidden row at a time. Review Questions How would you: • Create a new style? • Apply a style? • Change the formatting of a style? • Remove a style from cells? • Delete a style? • Use conditional formatting? • Change conditional formatting? • Delete conditional formatting? • Find cells with conditional formatting? • Copy and apply cell formatting with the Format Painter? • Copy and apply column width or row height with the Format Painter? • Copy and apply the Format Painter in multiple locations? • Change the colour of the Gridlines? • Turn off the onscreen Gridlines? • Print Gridlines? • Hide Columns? • Hide Rows? • Use the mouse to hide Columns? • Use the mouse to hide Rows? • Display hidden Columns? • Display hidden Rows? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  25. 25. PAGE 25 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Use the mouse to display hidden Columns? • Use the mouse to display hidden Rows? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  26. 26. PAGE 26 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL More Formulas and Functions When you have completed this learning module you will have seen how to: • Use the Series Command • Apply a list series • Apply a numeric series • Apply a basic numeric series • Create a custom list series • Display the Insert Function wizard • Choose a function from the Insert Function wizard • Enter Function Arguments in the Insert Function wizard • Use the Most Recently Used function category • Use the Financial function category • Use the Date & Time function category • Use the Math & Trig function category • Use the Statistical function category • Use the Lookup & Reference function category • Use the Database function category • Use the Text function category • Use the Logical function category • Use the Information function category • Find and correct errors in Formulas • Find error values • Correct error values • Use the Formula error checker • Recheck ignored errors • Customise the Formula error checker • Display the Formula Auditing toolbar • Use the Formula Auditing toolbar • Trace Precedents • Remove Precedent Arrows • Trace Dependents • Remove Dependent Arrows • Add a new comment • Evaluate Formulas one step at a time • Use the Watch Window • Add a Watch to a cell • Add a Watch to all cells with Formulas • Display a cell in the Watch Window • Delete a Watch • Hide the Watch Window Using the Series Command FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  27. 27. PAGE 27 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Using the Series Command • Excel 2003 recognizes three different types of series: Linear: series increases or decreases by a constant value. Growth: series increases or decreases by a constant multiple. AutoFill: Excel 2003 can extend various types of data by predicting the next items in the series. For example, Q1, Q2, Q3, and Q4. Applying a list series • Type the first item of the list series into the cell you want. • Place the mouse over the small square at the bottom-right corner of the selected cell (your mouse pointer will appear as a bold plus (+) sign). • Drag in any direction and release the mouse button when you have reached the last cell in your list series: Note: As you drag the mouse, a screen tip displays the last item in your series. When you release the mouse button, the selected cells will be filled with the list series: Applying a numeric series • Excel can create a linear or growth numeric series based on two starting numbers. • Type the first number of the series into the cell you want, and type the second number of the series into the cell adjacent to the first number. • Select both cells. • Place the mouse over the small square at the bottom-right corner of the selected cells (your mouse pointer will appear as a bold plus (+) sign). • Drag in any direction and release the mouse button when you have reached the last cell in your numeric series. When you release the mouse button, the selected cells will be filled with the numeric series: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  28. 28. PAGE 28 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: As you drag the mouse, a screen tip displays the last item in your series. To increment a series, drag the mouse down or to the right. To decrement a series, drag the mouse up or to the left. Applying a basic numeric series • Excel can create a basic numeric series by incrementing or decrementing the starting number by one. • Type the starting number of the basic numeric series into the cell you want. • Place the mouse over the small square at the bottom-right corner of the selected cell (your mouse pointer will appear as a bold plus (+) sign). • Hold down the Ctrl key, drag in any direction, and release the mouse button when you have reached the last cell in your basic numeric series. When you release the mouse button, the selected cells will be filled with the numeric series: Note: To increment a series, drag the mouse down or to the right. To decrement a series, drag the mouse up or to the left. Creating a custom list series • With Excel, you can create a custom list series for future use. • From the main menu, choose Tools > Options to display the Options dialog box, and click on the Custom Lists tab. • Select NEW LIST from the Custom lists text area, enter the list entries into the List entries text area, and click Add to add the series OR enter a range in the Import list from cells text box, and click Import to import an existing series. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  29. 29. PAGE 29 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Click OK: Using the Insert Function Wizard Displaying the Insert Function wizard • A function can be inserted into a formula using the Insert Function wizard. • To access the Insert Function wizard, begin by selecting the cell you want. • From the main menu, choose Insert > Function to display the Insert Function wizard OR click on the Insert Function icon on the Formula bar OR click on the AutoSum down arrow on the Standard toolbar, and choose More Functions: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  30. 30. PAGE 30 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL OR type the equal (=) sign into the cell, click on the Functions down arrow, and choose More Functions: Choosing a function from the Insert Function wizard • From the Insert Function wizard, locate the function you want, and click OK to display the Function Arguments dialog box. Note: You can use the following features of the Insert Function wizard to help you find the function you want. • Type in a brief description of the function in the Search for a function text box, and click on the Go button: • Click on the Select a category down arrow and choose a category to display the functions in a category or choose All to display all functions: • Click on a function in the Select a function text area to display a brief description of the function and its arguments. Click on Help on this function to see the detailed description of the function and its arguments: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  31. 31. PAGE 31 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Entering Function Arguments in the Insert Function wizard • After selecting a function to insert, the Insert Function wizard will prompt you for arguments with the Function Arguments dialog box. Each argument in the function will be listed with its own text box. Arguments that are in bold typeface are required for the function; arguments in normal typeface are optional. • Click in an argument text box to display a brief description of the argument. • Enter a value, cell reference, or range reference into the argument text box. • Check the Formula result area to see the results, and adjust the arguments as needed. • Click OK to insert the function into the selected cell: Note: You can click on the Minimize Dialog icon to the right of the argument text boxes to minimise the Function Arguments dialog box, and select the cell or range you want to use from the Workbook window. Press the Return key to return to the Function Arguments dialog box. Using the Excel Function Categories Most Recently Used functions • Excel organizes its database of Functions into categories, and keeps track of your most recently used functions so that you can access them quickly. You can display the functions in this category by using the following methods. • Type the equal (=) sign into the cell, click on the Functions down arrow, and choose the most recently used function you want: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  32. 32. PAGE 32 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL OR you can access this category from the Insert Function wizard. Note: The Insert Function wizard defaults to display the Most Recently Used function. Financial functions • Common financial calculations include: db - Calculates the fixed-declining depreciation of an asset. ddb Calculates the double-declining depreciation of an asset. fv Calculates the future value of an investment. ipmt Calculates the interest payment of an investment. irr Calculates the internal rate of return for a series of cash flows. ispmt Calculates the interest paid of an investment. mirr Calculates the internal rate of return for a series of cash flows, including cost of investment and interest on reinvestment. nper Calculates the number of periods for an investment. Npv Calculates the new present value of an investment. pmt Calculates the payment for a loan. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  33. 33. PAGE 33 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL ppmt Calculates the payment on the principal for an investment. pv Calculates the present value of an investment. rate Calculates the interest rate per period of a loan or an investment. sln Calculates the straight-line depreciation of an asset. syd Calculates the sum-of-year digits depreciation of an asset. vdb Calculates the depreciation of an asset for any period you specify using the double-declining balance method or some other method. Date & Time functions • The Date & Time category has functions for working with date and time. Excel uses serial numbers to store dates, giving each day of each year a unique number. The serial numbers then can be manipulated mathematically. • For example, to find out a date that is 45 days from December 12, 2001, you would use the DATE function to convert the date into a serial number then add 45. In this example, the formula would be: =DATE(2001,12,3)-45 • The following lists the Date & Time functions in Excel: DATE Returns the serial number of a particular date. DATEVALUE Converts a date in the form of text to a serial number. DAY Converts a serial number to a day of the month. DAYS360 Calculates the number of days between two dates based on a 360-day year. HOUR Converts a serial number to an hour. MINUTE Converts a serial number to a minute. MONTH Converts a serial number to a month. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  34. 34. PAGE 34 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL NOW Returns the serial number of the current date and time. SECOND Converts a serial number to a second. TIME Returns the serial number of a particular time. TIMEVALUE Converts a time in the form of text to a serial number. TODAY Returns the serial number of the current date. WEEKDAY Converts a serial number to a day of the week. YEAR Converts a serial number to a year. Math & Trig functions • The Math & Trig function category has the most common mathematical and trigonometry calculations including the following: ABS Returns the absolute value of a number. ACOS Returns the arccosine of a number in radians. ACOSH Returns the inverse hyperbolic cosine of a number. ASIN Returns the arcsine of a number in radians. ASINH Returns the inverse hyperbolic sine of a number. ATAN Returns the arctangent of a number in radians. ATAN2 Returns the arctangent of the specified x- and x- coordinates in radians. ATANH Returns the inverse hyperbolic tangent of a number. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  35. 35. PAGE 35 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL CEILING Rounds a number up, to the nearest integer or to the nearest multiple of significance. COMBIN Returns the number of combinations for a given number of items. COS Returns the cosine of an angle. COSH Returns the hyperbolic cosine of a number. DEGREES Converts radians to degrees. EVEN Rounds a number to the nearest even integer. EXP Returns e raised to the power of a given number. FACT Returns the factorial of a number. FLOOR Rounds a number down, toward zero, to the nearest multiple of significance. INT Rounds a number down to the nearest integer. LN Returns the natural logarithm of a number. LOG Returns the logarithm of a number to the base you specify. LOG10 Returns the base-10 logarithm of a number. MDETERM Returns the matrix determinant of an array. MINVERSE Returns the inverse matrix for the matrix stored in an array. MMULT Returns the matrix product of two arrays. MOD Returns the remainder of a division. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  36. 36. PAGE 36 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL ODD Rounds a number to the nearest odd integer. PI Returns the value of Pi. POWER Returns the result of a number raised to a power. PRODUCT Multiples all the arguments. RADIANS Converts degrees to radians. RAND Returns a random number between 0 and 1. ROMAN Converts an Arabic numeral to Roman. ROUND Rounds a number to a specified number of digits. ROUNDDOWN Rounds a number down, toward zero. ROUNDUP Rounds a number up. SIGN Returns the sign of a number. SIN Returns the sine of an angel. SINH Returns the hyperbolic sine of a number. SQRT Returns the square root of a number. SUBTOTAL Returns a subtotal in a list or database. SUM Adds all the numbers in a range of cells. SUMIF Adds the cells specified by a given condition or criteria. SUMPRODUCT FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  37. 37. PAGE 37 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns the sum of the products of corresponding ranges or arrays. SUMSQ Returns the sum of squares of the arguments. SUMX2MY2 Sums the difference between the squares of two corresponding ranges or arrays. SUMX2PY2 Returns the sum total of the sums of squares of numbers in two corresponding ranges or arrays. SUMXMY2 Sums the squares of the differences in two corresponding ranges or arrays. TAN Returns the tangent of an angle. TANH Returns the hyperbolic tangent of a number. TRUNC Truncates a number to an integer. Statistical functions • The Statistical function category has a wide range of statistical calculations. • Excel 2003 has a large number of new statistical functions, as well as changes to existing functions in order to make them more accurate. • The following provides a sample of the calculations available: AVEDEV Returns the average of data point absolute deviations from their mean. AVERAGE Calculates the average of the arguments. AVERAGEA Calculates the average of its arguments, which includes the evaluation of text and logical values. BETADIST Returns the cumulative beta probability density function. BETAINV Returns the inverse of the cumulative beta probability function. BINOMDIST Returns the individual term binomial distribution probability. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  38. 38. PAGE 38 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL CHIDIST Returns the one-tailed probability of the chi-squared distribution. CHIINV Returns the inverse of the one-tailed probability of the chi-squared distribution. CHITEST Returns the test for independence. CONFIDENCE Returns the confidence interval for a population mean. CORREL Returns the correlation coefficient between two sets of data. COUNT Counts the number of cells containing data. COUNTA Counts the number of cells that are not empty. COUNTBLANK Counts the number of empty cells in a range. COUNTIF Counts the number of cells that meet the given condition. COVAR Returns the covariance of two data sets. CRITBINOM Returns the smallest value of which the cumulative binomial distribution is equal to or greater than a criterion value. DEVSQ Returns the sum of squares of deviations of data points from the mean. EXPONDIST Returns the exponential distribution. FDIST Returns the F probability distribution for two data sets. FINV Returns the inverse of the F probability distribution. FISHER Returns the Fisher transformation. FISHERINV FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  39. 39. PAGE 39 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns the inverse of the Fisher transformation. FORECAST Predicts a future value using existing values. FREQUENCY Calculates how often values occur. FTEST Returns the result of an F-test. GAMMADIST Returns the gamma distribution. GAMMAINV Returns the inverse of the gamma cumulative distribution. GAMMALN Returns the natural logarithm of the gamma function. GEOMEAN Returns the geometric mean of an array. GROWTH Returns numbers in an exponential growth trend matching known data points. HARMEAN Returns the harmonic mean of a positive number data set. HYPGEOMDIST Returns the hypergeometric distribution. INTERCEPT Calculates the point at which a line will intersect the y-axis using best-fit regression. KURT Returns the kurtosis of data sets. LARGE Returns the k-th largest value, where k is the level. LINEST Returns parameters of a linear trend. LOGEST Returns statistics that describe exponential curves. LOGINV Returns the inverse of the lognormal distribution. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  40. 40. PAGE 40 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL LOGNORMDIST Returns the cumulative lognormal distribution. MAX Returns the largest value in a range. MAXA Returns the largest value in a values set. MEDIAN Returns the median. MIN Returns the smallest value in a range. MINA Returns the smallest value in a values set. MODE Returns the most frequently occurring value in a range. NEGBINOMDIST Returns the negative binomial distribution. NORMDIST Returns the normal cumulative distribution for a specified mean and standard deviation. NORMINV Returns the inverse of the normal cumulative distribution. NORMSDIST Returns the standard normal cumulative distribution. NORMSINV Returns the inverse of the standard normal cumulative distribution. PEARSON Returns the Pearson product moment correlation coefficient. PERCENTILE Returns the k-th percentile of values in a range. PERCENTRANK Returns the rank of data set value as a percentage of the data set. PERMUT Returns the number of permutations for a given number of objects that can be selected from the total number of objects. POISSON Returns the Poisson distribution. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  41. 41. PAGE 41 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL PROB Returns the probability that values in a range are between two limits or equal to a lower limit. QUARTILE Returns the quartile of a data set. RANK Returns the rank of a number in a numbers list. RSQ Returns the square of the Pearson product moment correlation coefficient. SKEW Returns the skewness of a distribution. SLOPE Returns the slope of a linear regression line. SMALL Returns the k-the smallest value, where k is the level. STANDARDIZE Returns a normalized value from a distribution. STDEV Estimates standard deviation based on a sample. TDEVA Estimates standard deviation based on a sample, which includes logical values and text. STDEVP Returns standard deviation based upon an entire population, but ignores logical values and text. STDEVPA Returns standard deviation based on an entire population – including logical values and text. STEYX Returns the standard error of the predicted y-value for each x in a regression. TDIST Returns the Student’s t-distribution. TINV Returns the inverse of the Student’s t-distribution. TREND FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  42. 42. PAGE 42 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns numbers in a linear trend using the least squares method. TRIMMEAN Returns the mean of the interior portion of a data values set. TTEST Returns the probability associated with a Student’s t-Test. VAR Estimates variance based on a sample. VARA Estimates the variance based upon a sample – including logical values and text. VARP Calculates variance based upon an entire population, but ignores logical values and text. VARPA Calculates variance based upon an entire population – including logical values and text. WEIBULL Returns the Weibull distribution. ZTEST Returns the two-tailed P-value of a z-test. Lookup & Reference functions • The Lookup & Reference category has the functions to access information. For example, the HLOOKUP and VLOOKUP functions can be used to look up values in a table, or use the CHOOSE function to select a value from a list based on an index number. • The following is a list of the Lookup & Reference functions: ADDRESS Creates a cell reference as text. AREAS Returns the number of areas in a reference. CHOOSE Chooses a value or action to perform from a list of values. COLUMN Returns the column number of a reference. COLUMNS FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  43. 43. PAGE 43 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns the number columns in an array or reference. GETPIVOTDATA Extracts data stored in a Pivot Table. HLOOKUP Returns the value of the specified row in a particular column heading. HYPERLINK Creates a link that opens a document locally or from the Internet. INDEX Returns the value of a particular row and column. INDIRECT Returns the reference specified by a text string. LOOKUP Looks up a value from a one-row or one-column range or from an array MATCH Returns the relative position of an array item that matches a specified value and order. OFFSET Returns a reference that is off a given number of rows and columns from the starting reference. ROW Returns the row number of a reference. ROWS Returns the number of rows in an array or reference. RTD Retrieves real-time data from an application with COM automation support. TRANSPOSE Converts a vertical range to a horizontal range, or vice versa. VLOOKUP Returns the value of the specified column in a particular row heading. Database functions • The Database category has database manipulation functions, including the following: DAVERAGE Averages the record values that match specific conditions. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  44. 44. PAGE 44 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL DCOUNT Counts the cells containing numbers in the record values that match specific conditions. DCOUNTA Counts non-empty cells in the record values that match specific conditions. DGET Extracts a record that matches specific conditions. DMAX Returns the largest number in the record values that matches specific conditions. DMIN Returns the smallest number in the record values that matches specific conditions. DPRODUCT Multiples the record values that matches specific conditions. DSTDEV Estimates the standard deviation based on a sample of records. DSTDEVP Calculates the standard deviation based on all the records. DSUM Adds the numbers in the record values that match specific conditions. DVAR Estimates variance based on a sample of records. DVARP Estimates variance based on all the records. Text functions • The Text category has the text manipulation functions, including the following: BAHTTEXT Converts a number to text. CHAR Returns the character specified by the code number. CLEAN Removes all nonprintable characters form text. CODE FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  45. 45. PAGE 45 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns a numeric code for the first character in a text string. CONCATENATE Joins several text items into one text item. DOLLAR Converts a number to text, using currency format. EXACT Checks to see if two text values are identical. FIND Finds one text value within another (case-sensitive). FIXED Formats a number as text with a fixed number of decimals. LEFT Returns the left-most characters from a text string. LEN Returns the number of characters in a text string. LOWER Converts text to lowercase. MID Returns a specific number of characters from a text string starting at the position you specify. PROPER Capitalizes the first letter in each word of a text string. REPLACE Replaces characters within a text string. REPT Repeats text a given number of times. RIGHT Returns the right-most characters from a text string. SEARCH Finds one text string within another (not case-sensitive). SUBSTITUTE Replaces new text for old text in a text string. T Converts its arguments to text. TEXT FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  46. 46. PAGE 46 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Formats a number and converts it to text. TRIM Removes spaces from text. UPPER Converts text to uppercase. VALUE Converts a text string to a number. Logical functions • When carrying out calculations, you may need to make decisions based on the results. The Logical category has a number of functions that allow you to evaluate logical tests and make decisions based on the result of the evaluation. Logical operators, equal to (=), greater than (>), less than (<), greater than or equal to (>=), and less than or equal to (<=), are used to evaluate logical tests. • The following is a list of the Logical functions: AND Returns TRUE if all arguments are TRUE. FALSE Returns the logical value FALSE. IF Checks condition and returns the specified value for TRUE or FALSE. NOT Changes FALSE to TRUE, and vice versa. OR Returns TRUE if any one of the arguments are TRUE. TRUE Returns the logical value TRUE. Information functions • The Information function category has the functions to validate data and to provide information on values. The following is a list of the Information functions: CELL Returns information about the formatting, location, or contents of the upper- left cell in a reference. ERROR,TYPE FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  47. 47. PAGE 47 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Returns a number matching an error value. INFO Returns information about the current operating environment. ISBLANK Returns TRUE if the value is blank. ISERR Returns TRUE if the value is an error value (except #N/A). ISERROR Returns TRUE if the value is any error value. ISLOGICAL Returns TRUE if the value is a logical. ISNA Returns TRUE if the value is a #N/A value. ISNONTEXT Returns TRUE if the value is not text. ISNUMBER Returns TRUE if the value is a number. ISREF Returns TRUE if the value is a reference. ISTEXT Returns TRUE if the value is text. N Converts non-numeric values to a number. NA Returns the error value #N/A. TYPE Returns information on the data type of a value. Correcting Formulas Finding and correcting errors in Formulas • Excel provides the following tools to help you find and correct errors in formulas. • Error values identify formulas that cannot be evaluated, for example #NAME?. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  48. 48. PAGE 48 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Formula error checker identifies formulas with common problems using predefined rules. • Use the Formula Auditing toolbar to calculate your formula one step at a time and to trace relationships between cells as defined by formulas. • Watch Window watches the formula and results of cells you identify. Finding error values • When Excel cannot evaluate a formula result, an error value is displayed. The error value displayed depends on the type of error. Cells with error values are marked at the top-left corner with a triangle (usually green). • To see the reason for the error value, begin by selecting the cell with the error value you want to correct. • Place your mouse over the warning icon to display the screen tip description: OR click on the warning icon to display the reason at the top of the popup menu: Correcting error values • You can correct an error value by selecting an option from the warning icon popup menu. For some error values, the popup menu will include corrective actions to correct the error. • To correct an error value, begin by selecting the cell with the error value you want to correct. Click on the warning icon, and select a corrective action or one of the following options: Help on this error: get a detailed explanation of the error. Show Calculation Steps: calculate your formula one step at a time to identify the location of the error. Ignore Error: ignore the error and remove the top-left triangle. Edit in Formula Bar: place the mouse cursor in the Formula Bar to edit the formula. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  49. 49. PAGE 49 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Error Checking Options: display the Error Checking Options dialog box. Show Formula Auditing Toolbar: display the Formula Auditing toolbar: Using the Formula Error Checker Using the Formula error checker • The Formula error checker identifies formulas with common problems using predefined rules. Begin by selecting the Worksheet you want to check. • From the main menu, choose Tools > Error Checking OR from the Formula Auditing toolbar, click on the Error Checking icon . If an error is found, the Error Checking dialog box appears: • Resolve the error by selecting a corrective action (Update Formula to Include Cells is the corrective action in the above example), or by ignoring the error. • Click Next. • Continue until the error check is complete message appears: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  50. 50. PAGE 50 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: Once a problem is ignored, it will not appear in future error checks. Rechecking ignored errors • From the main menu, choose Tools > Options, and click the Error Checking tab. • Click on the Reset Ignored Errors button. • Click OK: Customising the Formula error checker • You can determine which common formula problems Excel checks for. • From the main menu, choose Tools > Options, and click the Error Checking tab. • Select the checkbox for the rules you want. • Click OK: Using the Formula Auditing Toolbar Displaying the Formula Auditing toolbar • From the main menu, choose View > Toolbars > Formula Auditing FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  51. 51. PAGE 51 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL OR from the main menu, choose Tools > Formula Auditing > Show Formula Auditing Toolbar. Using the Formula Auditing toolbar • The Formula Auditing toolbar provides quick access to actions that can help you troubleshoot formula errors. Each action is represented by an icon. When you put your mouse pointer over an icon, it is highlighted in blue and a descriptive tool tip appears. Locate the icon for the action you want to use and click on the icon. The following are icons on the Formula Auditing toolbar: Error Checking – start Error Checker. Trace Precedents – identify the cells that are used in the formula. Remove Precedent Arrows – remove the precedent arrows. Trace Dependents – identify the cells that use the active cell in their formulas. Remove Dependent Arrows – remove the dependent arrows. Remove All Arrows – remove both precedent and dependent arrows. Trace Error – trace errors of the active cell. New Comment – add a comment. Circle Invalid Data – data that do not meet their data validation criteria. Clear Validation Circles – remove validation circles. Show Watch Window – display Watch Window. Evaluate Formula – evaluate formula step by step. Tracing Precedents • To help you track errors, Excel provides a graphical view of the cells used in the calculation of the results in the active cell. Excel uses blue arrows to identify relationships and red arrows to identify cells that contain errors. • From the Formula Auditing toolbar, click on the Trace Precedents icon : FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  52. 52. PAGE 52 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can click on the Trace Precedents icon again to identify the next level of precedents (the cells used in the calculation of the precedents of the active cell). Removing Precedent Arrows • Precedent arrows can be remove one level at a time. • From the Formula Auditing toolbar, click on the Remove Precedent Arrows icon . Note: You can click on the Remove Precedent Arrows icon again to remove the next level of precedent arrows. Tracing Dependents • Excel also provides a graphical view of the cells that use the active cell in their calculation. Excel uses blue arrows to identify the relationship. • From the Formula Auditing toolbar, click on the Trace Dependents icon : Note: You can click on the Trace Dependents icon again to identify the next level of dependents (the cells that use the dependents of the active cell in their formulas). Removing Dependent Arrows • Precedent arrows can be remove one level at a time. • From the Formula Auditing toolbar, click on the Remove Dependent Arrows icon . FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  53. 53. PAGE 53 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can click on the Remove Dependent Arrows icon again to remove the next level of dependent arrows. Adding a new comment • From the Formula Auditing toolbar, click on the New Comment icon . • Enter your comment; when finished, click outside of the comment box: Note: You can change how comments are displayed in the View tab of the Options dialog box. Evaluating Formulas one step at a time • To troubleshoot a formula, you can calculate your formula one step at a time. Begin by selecting the cell you want to evaluate. • From the Formula Auditing toolbar, click Evaluate Formula. • Click the Evaluate button to see the results (in italics) of the underlined part of the formula: (If the underlined part of the formula is a reference to another formula, you can click the Step In button to step through other formula in a new Evaluation box. Click the Step Out button to go back to the previous formula): FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  54. 54. PAGE 54 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Continue stepping through the formula until the entire formula has been evaluated. • Click Close to end the evaluation. Note: The Evaluate Formula feature evaluates some formulas slightly differently than in the Worksheet. Please refer to the Microsoft Excel Help for details on the differences. Using the Watch Window Using the Watch Window • You can use the Watch Window to keep track of values in specified cells while you manipulate your workbook. This is an especially useful tool when the cells are out of view and you need to see the impact of changing a data point or a formula. • The Watch Window can be moved or docked, as with toolbars. When you add a watch to a cell, the window will keep track of the Workbook, Worksheet, cell name, cell reference, value, and formula of the cell. Adding a Watch to a cell • Begin by selecting the cells you want to watch. • From the main menu, choose Tools > Formula Auditing > Show Watch Window to display the Watch Window. • Click Add Watch to display the Add Watch dialog, and click Add: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  55. 55. PAGE 55 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can add a watch to cells on different Worksheet or Workbooks. Adding a Watch to all the cells with Formulas • From the main menu, choose Edit > Go To to display the Go To dialog box, click on the Special button to display the Go To Special dialog box. • Select the Formulas radio button, and click OK to select all cells with formulas: • From the main menu, choose Tools > Formula Auditing > Show Watch Window to display the Watch Window. • Click Add Watch to display the Add Watch dialog, and click Add. Displaying a cell in the Watch Window • From the main menu, choose Tools > Formula Auditing > Show Watch Window to display the Watch Window (if it is not already visible). • Double-click on the watch entry you want to display. Deleting a Watch • From the main menu, choose Tools > Formula Auditing > Show Watch Window to display the Watch Window (if it is not already visible). • Select the watches you want to delete, and click Delete Watch: Note: To select multiple watches, hold down the Ctrl key, and click on the watches you want. Hiding the Watch Window • From the Watch Window, click the Close icon at the top-right corner of the window FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  56. 56. PAGE 56 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL OR from the main menu, choose Tools > Formula Auditing > Hide Watch Window. Review Questions How would you: • Use the Series Command? • Apply a list series? • Apply a numeric series? • Apply a basic numeric series? • Create a custom list series? • Display the Insert Function wizard? • Choose a function from the Insert Function wizard? • Enter Function Arguments in the Insert Function wizard? • Use the Most Recently Used function category? • Find and correct errors in Formulas? • Find error values? • Correct error values? • Use the Formula error checker? • Recheck ignored errors? • Customise the Formula error checker? • Display the Formula Auditing toolbar? • Use the Formula Auditing toolbar? • Trace Precedents? • Remove Precedent Arrows? • Trace Dependents? • Remove Dependent Arrows? • Add a new comment? • Evaluate Formulas one step at a time? • Use the Watch Window? • Add a Watch to a cell? • Add a Watch to all cells with Formulas? • Display a cell in the Watch Window? • Delete a Watch? • Hide the Watch Window? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  57. 57. PAGE 57 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Database and List Management When you have completed this learning module you will have seen how to: • Use the Excel database features • Use database terminology • Create an Excel database • Work with an Excel database • Assign a list • Create an assigned list • Add summary formulas to an assigned list • Sort data within a database • Add other sorting criteria • Filter data • Filter data with AutoFilter • Specify a conditional filter with AutoFilter • Use the Top 10 AutoFilter • Remove all AutoFilters • Use Advanced Filters • Remove all Advanced Filters • Manipulate Filtered Data • Total fields within a filtered database list • Create Subtotals • Remove Subtotals • Use a Data Form • Add a new record • Move between records • Find records • Edit a record • Delete a record • Close a Data Form Using Databases Using the Excel database features • A database is a collection of related data - essentially, a list. Information in a database is organized by records, and each record is made up of fields. The complexity of databases can range from very complex to simple everyday information, such as an address book. • With the address book example, each person's entry would be considered as a record, and each record would consist of information fields such as name, address, phone number, etc. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  58. 58. PAGE 58 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Limitations in using the Excel database features • Databases are limited to 65,536 rows and 256 columns. • Access to the database is limited to only one user at a time. • The entire database must be held in memory, while external databases do not have to be held entirely in memory. • Excel database requires more disk space than external databases as it stores additional information (i.e., formulas, graphics, and formatting information). Using database terminology • Excel 2003 Databases are made up of records and fields in the form of an Excel Worksheet. • Typically the top row contains the field names, and each subsequent row contains the information for an individual record. Database terminology • Record: a row within an Excel database. • Field: a column within an Excel database. • Field Name: the top row of an Excel database (i.e. “heading”), containing names of the fields. Creating and Editing a Database Creating an Excel database • There is nothing special about creating a database in Excel. Begin by opening a new Workbook, and create a list. • Enter the field names of your database in the top row of the Worksheet. • Enter the corresponding data for the first record in the second row. (You can use the Tab key to move to the next field and the Shift + Tab key combination to go to the preceding field.) • Press the Return key at the end of each record to begin the next record. • Continue until you have finished entering all the records. Note: To enter the same data as the cell above, press the Ctrl + key combination. Working with an Excel database • You can edit and manipulate an Excel database as you would a regular Worksheet. Assigning a database list • Although Excel has always allowed users to work with lists, Excel 2003 now allows you to assign a range of cells as a list. For the purposes of clarity, we FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  59. 59. PAGE 59 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL will refer to this new type of list as an "assigned" list, as opposed to a regular, automatically identified list. • An assigned list is almost identical to a regular Excel list. It differs only in the sense that you are explicitly telling Excel that you want a particular range of cells to be a list. • When you assign a list, the cell range is surrounded by a distinctive blue border, which automatically expands to make room for any new data that you may wish to add. Creating an assigned list • Begin by selecting any cell within the range of cells you wish to convert into a list. Right-click to display the pop-up menu, and select Create List from the list of options: • In the Create List dialog box, verify that the selected cell range is correct, and check the My list has headers box if you want to use headers. Click OK: • You will notice that the list is now surrounded by a dark blue border, and that the list is in Autofilter mode (Autofiltering will be covered later in this chapter). FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  60. 60. PAGE 60 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • The List toolbar, which contains option buttons that are useful when working with lists, may be displayed automatically. If it is not, from the main menu, choose View > Toolbars > Lists: • You will also notice that that the assigned list has a blue asterisk on the bottom row, and that it contains no data. This is because the row is reserved for any new data that may be entered into the list. • You can convert an assigned list back to a cell range by right-clicking on the list, and selecting List > Convert to Range from the displayed menu. • Click Yes to confirm that you want to convert the list to a normal range. Adding summary formulas to an assigned list • One benefit of using assigned lists is that you can save time when using certain summary formulas. • An assigned list can contain summary formulas for each data field (or column). However, you must first insert a total row. • To insert a total row, first click anywhere inside an assigned list and then from the main menu, select Data > List > Total Row OR click on the Toggle Total Row icon on the List toolbar: • The list sum will automatically be displayed in the total row, at the bottom of the column. Click on the drop-down menu to select the summary formula you wish to use: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  61. 61. PAGE 61 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You cannot create your own formulas within an assigned list. You can only choose from the summary formulas displayed on the drop-down list Sorting a Database Sorting data within a database • Begin by selecting any cell within the database. • From the main menu, choose Data > Sort to display the Sort dialog box. • Click on the Sort by down arrow to select the column (field) you want to sort, and choose either the Ascending or Descending radio button. • Click on the Header Row radio button so that your field names are not sorted. • Click OK: Note: Excel will place the field name of the selected cell in the Sort by text box. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  62. 62. PAGE 62 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Adding other sorting criteria • After sorting the database based on the first sorting criteria, you can add two more sorting criteria. Begin by selecting any cell within the database. • From the main menu, choose Data > Sort to display the Sort dialog box with the first sorting criteria. • Click on the Then by down arrow to select the column (field) you want, and click on the Ascending or Descending radio button. (If needed, select the third column you want to sort.) • Click on the Header Row radio button so that your field names are not sorted. • Click OK. Using AutoFilters Filtering data • Filtering data allows you to view only those records that meet the specified criteria. There are two ways of filtering your data: AutoFilter and Advanced Filter. • AutoFilters are simple to use but have built-in limitations. Advanced Filters are more complex, but are far more powerful tools. Filtering data with AutoFilter • With AutoFilter, you can select one of the default filters to quickly sort and view a subset of your data. Begin by clicking on any cell within the database. • From the main menu, choose Data > Filter > AutoFilter to display dropdown controls next to each field name (note: if you are working with an assigned list, AutoFilter will already be activated). • Click on any of the dropdown controls to select a filter to that particular field. (Selecting a filter will hide all the records that do not match the filter you chose.) Note: The Excel 2003 AutoFilter drop-down menu now contains two additional items: Sort Ascending and Sort Descending. As with past versions of Excel, you can also access these sorting tools by clicking on the appropriate icons on the Standard toolbar. • Continue applying filters to the fields you want: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  63. 63. PAGE 63 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can select All from the dropdown controls to remove the search criteria and redisplay all the records. Specifying a conditional filter with AutoFilter • With AutoFilter, you can also define your own conditional filter, giving you better control over the filtered data. Begin by clicking on any cell within the database. • From the main menu, choose Data > Filter > AutoFilter to display dropdown controls next to each field name. • Click on the dropdown control you want to apply a custom filter, and choose Custom to display the Custom AutoFilter dialog box. • Enter the condition(s) you want: Note: You can use the And / Or radio buttons to impose additional criteria on your filters. Using the Top 10 AutoFilter • The Top 10 AutoFilter can filter your data so that only the top 10 items are displayed. With the Top 10 AutoFilter, you can display the bottom 10 items and/or change the number of items displayed. You can also filter the items by percentage; for example, you can set the Top 10 AutoFilter to display the top 5% of the items in your database. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  64. 64. PAGE 64 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Begin by clicking on any cell within the database. • From the main menu, choose Data > Filter > AutoFilter to display dropdown controls next to each field name. • Click on the dropdown control you want to filter, and choose Top 10 to display the Top 10 AutoFilter dialog box. • Select Top or Bottom from the first dropdown list. • Select Items or Percent from the third dropdown list. • Adjust the spin box to specify the number (1 to 500) of items or percentage you want. • Click OK: Removing all AutoFilters • From the main menu, choose Data > Filter > AutoFilter to remove all filters and display all records: Note: If AutoFilters are in use, a check mark appears beside the menu item. Advanced Filters Using Advanced Filters • Advanced Filters allow you to create multiple selection criteria for the same field (column) or multiple fields. • Begin by inserting a few blank rows at the top of the Worksheet (above the field headings of your database list). • Create the filter Criteria Labels by copying and pasting the field headings to the top blank row. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  65. 65. PAGE 65 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Under these Criteria Labels enter the criteria you want to match when filtering your list. (Ensure you have one blank row between the criteria details and the list.) • Select a cell in your list, and from the main menu, choose Data > Filter > Advanced Filter. • Select the Filter the list, in place radio button to filter the list or select the Copy to another location radio button to display the filtered list in another location. • Define the List range if it has not already been done automatically. • Define the Criteria range, including the Criteria Labels. • If you selected Copy to another location, define the Copy to location. • Select the Unique records only checkbox to see only unique records. • Click OK: Removing all Advanced Filters • From the main menu, choose Data > Filter > Show All. Working with Filtered Data Manipulating Filtered Data Filtered data has the following characteristics • You can use the SUBTOTAL function to evaluate a subtotal of the filtered data. • You can use the SUM functions to evaluate a total of all the items, including the hidden data. Filtered data that is not displayed has the following characteristics • You cannot print the hidden data. • You cannot use hidden data to construct new chart information. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  66. 66. PAGE 66 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Hidden data is not changed by the AutoFill command. • Hidden data is not changed by formatting commands. • Hidden data is not changed by the Sort, Clear, Copy, or Delete Row commands. Totalling fields within a filtered database list • To total fields within a filtered database list, use the SUBTOTAL function. The SUBTOTAL function ignores hidden records, whereas SUM does not: Note: For filtered databases, the AutoSum icon will automatically use the SUBTOTAL rather than SUM function. Creating Subtotals • Excel can create automatic subtotals and grand totals in a list of items. With this feature, you can collapse and expand the detailed items. • Begin by grouping the rows you want to subtotal together using the Sort command. • From the main menu, choose Data > Subtotals to display the Subtotal dialog box. • Select the column that contains your subtotal groups from the At each change in dropdown list. • Select the calculation you want to perform from the Use function dropdown list. • Select the column(s) you want to calculate by checking the checkboxes in the Add subtotals to list box. • Select the Replace current subtotals checkbox to replace any existing subtotals. • Select the Page break between groups checkbox to insert a page break between each group. • The subtotal and grand totals appear at the end of the data group by default. If you want to show them before the data group, deselect the Summary below data checkbox. • Click OK: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  67. 67. PAGE 67 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Note: You can collapse a group by clicking on the minus signs (-), and expand a group by clicking on the plus signs (+): Remove Subtotals • From the main menu, choose Data > Subtotals to display the Subtotal dialog box. • Click Remove All. Using Data Forms Using a Data Form • Excel 2003 has a built-in Data Form feature that allows you to add, find, edit, and delete records quickly and easily. A Data Form is similar to a custom dialog box that is created by Excel from the data in your list. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  68. 68. PAGE 68 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • For example, if you have a book list which contains the names of books, along with individual information about each book, Excel can create a Data Form to display each book title along with its individual information. • You can use a Data Form to add, edit, find, or delete records in the list. • To display the Data Form, begin by selecting a cell in the list. • From the main menu, choose Data > Form to display the Data Form for the list. Adding a new record • From the Data Form, click on the New button to display a blank record. • Click in the first text box and enter the data required. Press the Tab key to move to the next text box. • Continue entering data into the other text boxes as required. • Press the Return button to move to a new blank record or select another action. Moving between records To move to the previous record • Click on the Find Prev button. To move to the next record • Click on the Find Next button. Finding records • From the Data Form, click on the Criteria button to display a blank criteria form. • Enter the criteria you want into the appropriate text boxes. • Click on the Find Prev button to find the previous record that meets your criteria OR click on the Find Next button to find the next record that meets your criteria: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  69. 69. PAGE 69 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Editing a record • From the Data Form, display the record you want to edit. • Click in the text box containing the data you want to edit, and edit the data as required. • Click on the Close button to save the changes. Deleting a record • From the Data Form, display the record you want to delete. • Click on the Delete button. A warning message will be displayed: • Click OK to delete the record. Note: Deleting a record will delete the entire row, and move the records below up. Closing a Data Form • Click on the Close button to return to the Worksheet. Review Questions How would you: • Use the Excel database features? • Use database terminology? • Create an Excel database? • Work with an Excel database? • Work with an Excel database • Assign a list? • Create an assigned list? • Add summary formulas to an assigned list? • Sort data within a database? • Add other sorting criteria? • Filter data? • Filter data with AutoFilter? • Specify a conditional filter with AutoFilter? • Use the Top 10 AutoFilter? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  70. 70. PAGE 70 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Remove all AutoFilters? • Use Advanced Filters? • Remove all Advanced Filters? • Manipulate Filtered Data? • Total fields within a filtered database list? • Create Subtotals? • Remove Subtotals? • Use a Data Form? • Add a new record? • Move between records? • Find records? • Edit a record? • Delete a record? • Close a Data Form? FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  71. 71. PAGE 71 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Charts When you have completed this learning module you will have seen how to: • Use the Chart Wizard • Select the Chart Type • Specify the Data Source • Customise the Chart • Define the Chart Location • Display the Chart toolbar • Use the Chart toolbar • Select a Chart • Select Chart objects • Change the Chart Type • Add data to a Chart • Move a Chart • Resize a Chart • Delete a Chart • Format the Chart Area • Format the Chart Title • Format the Plot Area • Format the Axis • Format the Axis Title • Format the Legend • Format the Gridlines • Format the Data Series Chart Wizard Using the Chart Wizard • You can graphically present your data with Excel’s charting features. The Chart Wizard creates charts after stepping you through a series of options. • Begin by selecting the cells you want to include in a chart. • On the Standard toolbar, click on the Chart Wizard icon to display Step 1 of the Chart Wizard. • Select the Chart Type, and click Next to display Step 2 of the Chart Wizard. • Select the Data Range, and click Next to display Step 3 of the Chart Wizard. • Select the Chart Options, and click Next to display Step 4 of the Chart Wizard. • Select the Chart Location, and click Finish to create the chart. Note: You can create the chart during any of the steps by clicking Finish. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  72. 72. PAGE 72 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Selecting the Chart Type • From Step 1 of the Chart Wizard, select the type of chart that you want from the Chart type area. • Select the exact chart format you want from the Chart sub-type. • To see how the selected chart will look, click and hold the Press and Hold to view sample button: • Click Next to continue. Specifying the Data Source • From Step 2 of the Chart Wizard, enter the range you want to plot in the Data range text box. • Choose to display your Series in: Rows or Columns. • To adjust the series, click on the Series tab. From this tab, you can add, define, and remove data series. • Check the sample chart, and make adjustments as needed: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  73. 73. PAGE 73 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Click Next to continue. Customising the Chart • From Step 3 of the Chart Wizard, click on one of the following tabs to customise your chart: Titles • Enter the title in the Chart title text box. • Enter the X axis name in Category (X) axis text box. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  74. 74. PAGE 74 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL • Enter the Y axis name in Value (Y) axis text box: Axes • Select the Category (X) axis checkbox to display the X axis labels. • Select the Value (Y) axis checkbox to display the Y axis labels: Gridlines • Choose the options you want to display the major and/or minor gridlines for the X and Y axis: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  75. 75. PAGE 75 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Legend • Select the Show Legend checkbox to display the legend. • Choose the legend placement by selecting the Bottom, Corner, Top, Right, or Left radio button: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  76. 76. PAGE 76 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Data Labels • Choose to display and/or format data labels: Data Table • Choose to display the chart data in a data table: • Click Next to continue. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  77. 77. PAGE 77 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Defining the Chart Location • From Step 4 of the Chart Wizard, choose the location for your new chart. • Select the As new sheet radio button to place the chart on a new Worksheet, and enter the Worksheet name in the text box OR select the As object in radio button to place the chart as an object in existing worksheet, and select the Worksheet you want from the dropdown list: • Click Finish to create the chart. Chart Toolbar Displaying the Chart toolbar • From the main menu, choose View > Toolbars > Chart. Using the Chart toolbar • The Chart Toolbar provides quick access to commonly used actions. Chart Objects – select chart object. Format Chart Area – format chart area. Chart Type – change chart type. Legend – display Legend. Data Table – display Data Table. By Row – display series by row. By Column – display series by column. FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  78. 78. PAGE 78 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Angle Clockwise – angle text clockwise. Angle Counterclockwise – angle text counter clockwise. Selecting a Chart • Place your mouse over a blank area of chart you want to select, and check to make sure that the screen tip appears as Chart Area. • Click on the chart. Black square handles will appear around the chart: Selecting Chart objects • From the Chart toolbar, click on the Chart Object down arrow, and select the chart object you want: Working with Charts Changing the Chart Type • Begin by selecting the chart you want to affect. • From the Chart toolbar, click the Chart Type down arrow, and select the new chart type you want: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com
  79. 79. PAGE 79 - EXCEL 2003 - INTERMEDIATE LEVEL MANUAL Adding data to a Chart • Begin by selecting the data you want to add. • To add data from the same Worksheet as the chart: Drag and drop the data onto the chart. To add data from a different Worksheet as the chart • Select the data you want to enter and then from the Standard toolbar, click on the Copy icon to copy the data. Switch to the Worksheet containing the chart, and click on the chart to select it. From the Standard toolbar, click on the Paste icon to insert the data into the chart. Removing data from a Chart • Begin by selecting the data series (represented in the chart by the same colour) you want to delete. • Press the Delete key. Note: The chart data is removed from the chart, but remains in the Worksheet. Moving a Chart • Begin by selecting the chart you want to move. • Drag and drop the chart to the new location. Resizing a Chart • Begin by selecting the chart you want to resize. • Place your mouse pointer over one of the square resize handles and drag the resize handle to the desired size: FOR USE AT THE LICENSED SITE(S) ONLY © Cheltenham Courseware Ltd. 1995-2006 www.cheltenhamcourseware.com

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