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Spreading out an Excel 2007 Sheet 304 You can directly enter a financial function like one of those just listed. If you’re a pro, you could rattle this one off in your sleep: =YIELD- MAT(1012008,1012009,12152007,7.5,95,2). However, for the rest of us, help is available just a few clicks away. In previous versions of Excel, you could go to the Help system to see available functions with instructions on using them. With the arrival of Excel 2007, a Function Library has been installed in the ribbon bar at the top of the screen. 1. To use the library, click the Formulas tab. 2. Locate the Function Library. See Figure 2-2. 3. Click the pull-down button to display installed functions. 4. Choose from the following options: • Financial. Banking, loans, investments, amortization, and similar functions. • Math and Trig. Mathematical and trigonometric calculations. • Statistical. Average, median, percentile, and correlation calculations. • Engineering. Binary, decimal, and octal conversions as well as specialized features. Figure 2-2: The statistical functions pull-down menu of the Functions Library is one of the key improve- ments in Microsoft Excel 2007. 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 304 Book IV Chapter 2 Crunching Data with Spreadsheets Printing Excel Spreadsheets 305 On the logical side you can also choose from functions for AND, OR, IF, TRUE, FALSE, and others. Date and time functions calculate the number of days between dates, to insert the current or a future date, and even to calculate hours, minutes, and seconds between specified moments in time. Entering data in a cell To directly enter numbers, text, or a formula into a cell use the pointer to click on a location. Type the numbers of text and then press Enter (to enter the text and move down a cell in the same column) or Tab (to enter the text and move one column over to the right). To enter more text data on a new line within the same cell, enter a line break by pressing the key combination Alt-Enter. To enter dates in a cell, use the pointer to click a location. To enter a date, use a slash or a hyphen to separate the parts of a date. For example, type 8/19/1946 or 19-August-1946. To enter times, follow along: ✦ Type a time in the form of hours:minutes or hours:minutes:seconds as in 9:23 or 9:23:03. ✦ To distinguish between a.m. or p.m., type an a or p after the time, as in 10:23 a to display 10:23 AM. To enter the current date and time, type Ctrl + Shift + ; (semicolon). To enter a date or time that updates and stays current when you reopen a worksheet, use the TODAY and NOW functions. Printing Excel Spreadsheets If you need to print an Excel spreadsheet, a few moments spent choosing an efficient and attractive design go a long way. The key to getting the best output is to click Print Preview before printing. Then click Page Setup to make custom choices. From the Sheet tab of Page Setup you can instruct Excel to print gridlines to outline cells and make other choices. The Page tab includes the ability to set Scaling, which can adjust a larger page to fit a smaller-size page. See Figure 2-3. 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 305 Introducing New File Formats of Excel 2007 306 Introducing New File Formats of Excel 2007 In the previous chapter of this book, I discuss the new file-format options that were introduced with Microsoft Office 2007. The new file formats are more compact (compared to previous formats, they require less space to hold the same amount of information) and they offer some advanced features. The new Excel 2007 formats follow: ✦ .xlsx. The default filename extension for Excel Workbook is a ZIP com- pressed archive. It substitutes for the former binary .xls format, although support for Excel macros has been removed for security reasons. ✦ .xlsm. The new filename extension for Excel Workbooks with macros enabled. ✦ .xlsb. A new filename extension and format for Excel workbooks with macros but in binary form, allowing quicker document opening and saving. This format is to be used with very large documents with tens of thousands of rows or several hundred columns, or both. ✦ .xltm. A template document for workbooks, with macro support. ✦ .xlam. Excel add-ins for extra functionality and tools. By its nature, it includes support for macros. See Book IV, Chapter 1 for information on how to add the ability to inter- change Excel files between current and older versions of the spreadsheet program. Figure 2-3: Clicking one of the Scaling options on the Page tab of Page Setup allows you to shrink the printable image. 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 306 Book IV Chapter 2 Crunching Data with Spreadsheets Taking Excel Shortcuts 307 Taking Excel Shortcuts Mice are nice, but not always easy to control . . . especially on a laptop, and especially in the tight confines of a tiny desk in a hotel room. One solution is to use the extensive set of keyboard shortcuts. Tables 2-2 to 2-12 tell the tale. Table 2-2 Navigating within Excel Function Command Close the selected workbook window Ctrl + W or Ctrl + F4 Restore the window size of the selected Ctrl + F5 workbook window Switch to the next pane in a worksheet that F6 has been split Switch to the previous pane in a worksheet that Shift + F6 has been split Switch to the next workbook window when Ctrl + F6 more than one workbook window is open Switch to the previous workbook window Ctrl + Shift + F6 Minimize a workbook window to an icon Ctrl + F9 Maximize or restore the selected workbook window Ctrl + F10 Copy a picture of the screen to the Clipboard PrtScr Copy a picture of the selected window to the Clipboard Alt + PrtScr Table 2-3 Managing Worksheets Function Command Insert new worksheet Shift + F11 or Alt + Shift + F1 Move to next sheet in workbook Ctrl + Page Down Move to previous sheet in workbook Ctrl + Page Up Select current and next sheet Shift + Ctrl + Page Down Select current and previous sheet Shift + Ctrl + Page Up 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 307 Taking Excel Shortcuts 308 Table 2-4 Moving within Worksheets Function Command Move one cell up, down, left, or right arrow keys Move to edge of the current data region Ctrl + arrow key Move to beginning of row Home Move to beginning of the worksheet Ctrl + Home Move to last cell on the worksheet, in the Ctrl + End bottom-most used row of the rightmost used column Move down one screen Page Down Move up one screen Page Up Move one screen to right Alt + Page Down Move one screen to left Alt + Page Up Display the Go To dialog box F5 Display the Find dialog box Shift + F5 Repeat last Find action (same as Find Next) Shift + F4 Move between unlocked cells on a protected worksheet Tab Table 2-5 Entering, Formatting, and Calculating Data Function Command Complete a cell entry and select the cell below Enter Start a new line in the same cell Alt + Enter Fill the selected cell range with the current entry Ctrl + Enter Complete a cell entry and select the previous cell above Shift + Enter Complete a cell entry and select the next cell to the right Tab Complete a cell entry and select the previous cell Shift + Tab to the left Cancel a cell entry Esc Move one character up, down, left, or right arrow keys Move to beginning of the line Home Repeat last action F4 or Ctrl + Y Create names from row and column labels Ctrl + Shift + F3 Fill down Ctrl + D Fill to the right Ctrl + R Define a name Ctrl + F3 Insert a hyperlink Ctrl + K 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 308 Book IV Chapter 2 Crunching Data with Spreadsheets Taking Excel Shortcuts 309 Function Command Enter the date Ctrl + ; Enter the time Ctrl + Shift + : Display a drop-down list of the values in the Alt + ↓ current column of a list Undo the last action Ctrl + Z Table 2-6 Editing Data Function Command Edit the active cell and position the insertion F2 point at the end of the cell contents Start a new line in the same cell Alt + Enter Edit the active cell and then clear it, or delete Backspace the preceding character in the active cell as you edit cell contents Delete the character to the right of the Delete insertion point, or delete the selection Delete text to the end of the line Ctrl + Delete Display the Spelling dialog box F7 Edit a cell comment Shift + F2 Complete a cell entry and select the next cell below Enter Undo the last action Ctrl + Z Cancel a cell entry Esc Undo or redo the last automatic correction Ctrl + Shift + Z (when AutoCorrect Smart Tags is displayed) Table 2-7 Inserting, Deleting, and Copying Cells Function Command Copy selected cells Ctrl + C Display the Microsoft Office Clipboard for multiple Ctrl + C, Ctrl + C (Same copy and paste actions command, twice in quick succession) Cut selected cells Ctrl + X Paste copied cells Ctrl + V Clear contents of the selected cells Delete Delete selected cells Ctrl + - Insert blank cells Ctrl + Shift + + 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 309 Taking Excel Shortcuts 310 Table 2-8 Formatting Data Function Command Display the Style dialog box Alt + ‘ Apply the General number format Ctrl + Shift + ~ Apply the Currency format with two decimal Ctrl + Shift + $ places (negative numbers in parentheses) Apply the Percentage format with no decimal places Ctrl + Shift + % Apply the Exponential number format with Ctrl + Shift + ^ two decimal places Apply the Date format with the day, month, and year Ctrl + Shift + # Apply the Time format with the hour and minute, Ctrl + Shift + @ and AM or PM Apply the Number format with two decimal Ctrl + Shift + ! places, thousands separator, and minus sign (–) for negative values Apply or remove bold formatting Ctrl + B Apply or remove italic formatting Ctrl + I Apply or remove underlining Ctrl + U Apply or remove strikethrough Ctrl + 5 Hide the selected rows Ctrl + 9 Unhide any hidden rows within the selection Ctrl + Shift + ( Hide the selected columns Ctrl + 0 Unhide any hidden columns within the selection Ctrl + Shift + ) Apply the outline border to the selected cells Ctrl + Shift + & Remove the outline border from the selected cells Ctrl + Shift + _ Table 2-9 Selecting Data, Cells, Rows, and Columns Function Command Select entire column Ctrl + spacebar Select entire row Shift + spacebar Select entire worksheet Ctrl + A Select only the active cell (with multiple cells selected) Shift + Backspace Select all objects on a sheet (with at least one object Ctrl + Shift + spacebar already selected) Alternate between hiding objects, displaying Ctrl + 6 objects, and displaying placeholders for objects 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 310 Book IV Chapter 2 Crunching Data with Spreadsheets Taking Excel Shortcuts 311 Table 2-10 Extending a Selection Function Command Turn extend mode on or off. In extend mode, EXT F8 appears in the status line, and the arrow keys extend the selection Add another range of cells to the selection; or use Shift + F8 the arrow keys to move to the start of the range you want to add, and then press F8 and the arrow keys to select the next range Extend the selection by one cell Shift + arrow key Extend the selection to the last nonblank cell in the Ctrl + Shift + arrow key same column or row as the active cell Extend the selection to the beginning of the row Shift + Home Extend the selection to the beginning of the worksheet Ctrl + Shift + Home Extend the selection to the last used cell on the Ctrl + Shift + End worksheet (lower-right corner) Extend the selection down one screen Shift + Page Down Extend the selection up one screen Shift + Page Up Extend the selection to the last nonblank cell in the End + Shift + arrow key same column or row as the active cell Extend the selection to the last used cell on the End + Shift + Home worksheet (lower-right corner) Extend the selection to the cell in the scroll lock + Shift + Home upper-left corner of the window Extend the selection to the cell in the scroll lock + Shift + End lower-right corner of the window Table 2-11 Setting Up a Chart Function Command Create a chart of the data in the current range F11 or Alt + F1 Select the next sheet in the workbook; press Ctrl + Page Down repeatedly until the chart sheet you want is selected Select the previous sheet in the workbook; press Ctrl + Page Up again until the chart sheet you want is selected Select the previous group of elements in a chart ↓ Select the next group of elements in a chart ↑ Select the next element within a group → Select the previous element within a group ← 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 311 Taking Excel Shortcuts 312 Table 2-12 Previewing and Printing Function Command Display the Print dialog box Ctrl + P or Ctrl + Shift + F12 Displays Print Preview screen Alt + F, V Move around the Print Preview page when zoomed in arrow keys Move by one page in Print Preview when zoomed out Page Up or Page Down Move to the first page in Print Preview when zoomed out Ctrl + ↑ or Ctrl + ← Move to the last page in Print Preview when zoomed out Ctrl + ↓ or Ctrl + → 21 140925-bk04ch02.qxp 4/8/08 12:47 PM Page 312 Chapter 3: Presenting Yourself with PowerPoint Professionalism In This Chapter ߜ Understanding the point of a presentation program ߜ Designing and editing a PowerPoint show ߜ How do you get to Carnegie Hall? Rehearse! Y ou don’t need to study Sigmund Freud to understand one of the most common dreams: You’re up on stage before an audience of your peers or your professors or the people you most want to impress . . . and you’re naked, undressed, nude: what the Brits call starkers. By most analyses, it indicates a fear of being unprepared. All eyes are upon you and you’ve got nothing to say or show. Now if you’re a well-trained actor, you’ve no fear here. I’ve seen some mar- velous one-man or one-woman shows that feature masterful soliloquies that seem to fill an empty stage with spectacular scenery and clothe the actor in the most evocative of costumes. But for the rest of us, myself included, anytime I go up on stage I want to be fully dressed . . . and fully prepared. Actually, I give lectures pretty often these days: on cruise ships, at libraries and bookstores, and just about any- where that gives me an invitation (and an LCD projector for my laptop). Therein lies the not-so-secret path to success for most modern-day, presentation-giving road warriors: Bring your own scenery, costumes, music, special effects, and script. And for many people the best way to do that is to use presentation software; Microsoft PowerPoint is the most commonly used and, by most judgments, the best of breed. The program is to be viewed on a large screen using an LCD projector or other technology. You can also merely gather a handful of colleagues around your laptop for an up-close and personal presentation. Pointing out Your Power Spots Several work areas open up when you start PowerPoint: 22 140925-bk04ch03.qxp 4/8/08 12:47 PM Page 313 . default filename extension for Excel Workbook is a ZIP com- pressed archive. It substitutes for the former binary .xls format, although support for Excel macros has been removed for security reasons. ✦. extension for Excel Workbooks with macros enabled. ✦ .xlsb. A new filename extension and format for Excel workbooks with macros but in binary form, allowing quicker document opening and saving. This format. template document for workbooks, with macro support. ✦ .xlam. Excel add-ins for extra functionality and tools. By its nature, it includes support for macros. See Book IV, Chapter 1 for information on