this print for content only—size & color not accurate 7.5 x 9.25 spine = 0.75" 408 page count Katz Microsoft Excel 2010 THE EXPERT’S VOICE ® IN MICROSOFT OFFICE Beginning Microsoft Excel 2010 CYAN MAGENTA YELLOW BLACK PANTONE 123 C Abbott Katz Companion eBook Available All you needed to get started with Microsoft Excel 2010 BOOKS FOR PROFESSIONALS BY PROFESSIONALS ® Beginning Microsoft Excel 2010 Dear Reader, Tell me if you identify with this question: “What’s a spreadsheet?” Truth be told, this question is a very good one, and because spreadsheets are so vast, and their capabilities so broad, the answer doesn’t come easily. People apply Excel spreadsheets to countless tasks, but merely knowing how to do carry out those tasks isn’t always good enough. If the user isn’t quite sure about what’s going on in the spreadsheet – and why – it makes it that much harder to carry out the tasks a second time, let alone the first – particularly if there’s no one around to ask. I’ve written Beginning Microsoft Excel 2010 with that agenda in mind. All too many introductory books slip into the click-here-click-there approach, even as they omit the answers to the “what’s going on?” questions which often lurk in the background. I’ve tried here to cover many of Excel’s capabilities but at the same time tried to anticipate the kinds of questions about them you might ask of an instructor, since you probably won’t pay for house calls. The book covers all aspects of using Excel 2010 from the day-to-day moving around a spreadsheet and performing calculations on your data, to the more complex areas of charting and using pivot tables. All of those areas are covered in an easy to understand manner so you can quickly get up to speed with the core features of Excel 2010, whether you’re arriving from a previous version of Excel or you’re tackling spreadsheets for the first time. Abbott Katz, Ph.D. Abbott Katz US $34.99 Shelve in: Applications / MS Excel User level: Beginner www.apress.com Companion eBook See last page for details on $10 eBook version ISBN 978-1-4302-2955-1 9 781430 229551 5 34 9 9 Beginning RELATED TITLES i Beginning Microsoft Excel 2010 ■ ■ ■ Abbott Katz ii Beginning Microsoft Excel 2010 Copyright © 2010 by Abbott Katz All rights reserved. No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system, without the prior written permission of the copyright owner and the publisher. ISBN-13 (pbk): 978-1-4302-2955-1 ISBN-13 (electronic): 978-1-4302-2956-8 Printed and bound in the United States of America 9 8 7 6 5 4 3 2 1 Trademarked names, logos, and images may appear in this book. Rather than use a trademark symbol with every occurrence of a trademarked name, logo, or image we use the names, logos, and images only in an editorial fashion and to the benefit of the trademark owner, with no intention of infringement of the trademark. The use in this publication of trade names, trademarks, service marks, and similar terms, even if they are not identified as such, is not to be taken as an expression of opinion as to whether or not they are subject to proprietary rights. President and Publisher: Paul Manning Lead Editor: Ben Renow-Clarke Technical Reviewer: Simon Murphy Editorial Board: Clay Andres, Steve Anglin, Mark Beckner, Ewan Buckingham, Gary Cornell, Jonathan Gennick, Jonathan Hassell, Michelle Lowman, Matthew Moodie, Duncan Parkes, Jeffrey Pepper, Frank Pohlmann, Douglas Pundick, Ben Renow-Clarke, Dominic Shakeshaft, Matt Wade, Tom Welsh Coordinating Editor: Kelly Moritz Copy Editor: Janet Gokay Compositor: MacPS, LLC Indexer: BIM Indexing & Proofreading Services Artist: April Milne Cover Designer: Anna Ishchenko Distributed to the book trade worldwide by Springer Science+Business Media, LLC., 233 Spring Street, 6th Floor, New York, NY 10013. Phone 1-800-SPRINGER, fax (201) 348-4505, e-mail orders- ny@springer-sbm.com, or visit www.springeronline.com. For information on translations, please e-mail rights@apress.com, or visit www.apress.com. Apress and friends of ED books may be purchased in bulk for academic, corporate, or promotional use. eBook versions and licenses are also available for most titles. For more information, reference our Special Bulk Sales–eBook Licensing web page at www.apress.com/info/bulksales. The information in this book is distributed on an “as is” basis, without warranty. Although every precaution has been taken in the preparation of this work, neither the author(s) nor Apress shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the information contained in this work. Downloadable workbooks for this book are available to readers at www.apress.com. You will need to answer questions pertaining to this book in order to successfully download the workbooks. iii iv Contents at a Glance ■Contents at a Glance iv ■Contents v ■About the Author xi ■About the Technical Reviewer xii ■Acknowledgments xiii ■Introduction xiv ■Chapter 1: Introduction to Excel 1 ■Chapter 2: Getting Started and Getting Around the Worksheet 17 ■Chapter 3: From Data Entry to Data Creation: Formula Basics and Beyond 51 ■Chapter 4: Keeping Up Appearances—Formatting the Worksheet 87 ■Chapter 5: The Stuff Of Legend—Charting in Excel 155 ■Chapter 6: Setting the Table: Database Features of Excel 2010 201 ■Chapter 7: Working With Multiple Sheets 239 ■Chapter 8: PivotTables and Pivot Charts 265 ■Chapter 9: Getting It On Paper—Printing in Excel 2010 309 ■Chapter 10: Taking it to the Cloud: Sharing and Collaborating on the Internet 337 ■Appendix A: Working With Range Names 351 ■Appendix B: Keyboard Shortcuts 361 ■Appendix C: Error Messages 369 ■Index 375 v Contents ■Contents at a Glance iv ■Contents v ■About the Author xi ■About the Technical Reviewer xii ■Acknowledgments xiii ■Introduction xiv ■Chapter 1: Introduction to Excel 1 Making the Acquaintance 1 Unlocking Your Inner Worksheet 1 The Pep Talk 4 Interacting with the Interface 5 Tab Talk 7 Something New, Something Old 9 Keeping Tabs…on a New One 10 Cool QAT 12 Understood in Context 13 Alt-ered Consciousness 14 ■Chapter 2: Getting Started and Getting Around the Worksheet 17 More Addresses Than the Phone Book—Cells, and How to Get There 17 Getting Around 19 Key Points 21 ■ CONTENTS vi Ranges: A Select Tool 24 Data Entry: Getting Started 29 Entering Text: Trespassing Allowed 30 Numbers are (a little) Different 36 Relocating the Data: Copying and Moving 37 Having Your Fill 41 There’ll Be Some Changes Made—Editing Cells 46 ■Chapter 3: From Data Entry to Data Creation: Formula Basics and Beyond 51 Cell references explained 52 Ordering Up Your Results 54 Not Just Your Average Function 62 Making Range Values COUNT 63 MAX and MIN—Recording Highs and Lows 64 Absolute References: Absolutely Important 72 More of the Same 73 You Could Look It Up 79 If: Worth Knowing—No Ifs, Ands, or Buts 83 In Conclusion… 85 ■Chapter 4: Keeping Up Appearances—Formatting the Worksheet 87 You’ve Got Designs on Your Worksheet 87 The Font Button Group: A Closer Look 89 Borderline Command 93 Getting Oriented 104 Excel Has Got Your Number(s) 118 Dates—The Long and the Short of It 124 Time Is On Your Side—Yes It Is 125 A New Kind of Copy—and Paste 131 Style Setter 137 ■ CONTENTS vii Formatting—With Conditions 139 Just a Bit More… 152 P. S 154 IN CONCLUSION… 154 ■Chapter 5: The Stuff Of Legend—Charting in Excel 155 Starting Charting 155 Making a Chart of Our Own 158 Changing The Chart—It’s Your Call 164 The Design Tab—A Closer Look 172 Change Chart Type 172 Save As Template 173 Switch Row/Column 174 Select Data 175 Chart Layouts 176 Chart Styles 177 Move Chart 178 Changing the Chart Default—and the 2-Second Chart 178 The Layout Tab 179 Working with Chart Labels 184 Axes to Grind 187 The Format Tab—Getting Your Objects in Shape 193 Sparklines: Mini-Charts with Big Impact 194 You Win Some, You Lose Some 198 In Conclusion… 200 ■Chapter 6: Setting the Table: Database Features of Excel 2010 201 Sorting—Sort Of Easy 202 Using Header Rows 204 Sorting by More than One Field 205 The AutoFilter: Picking and Choosing Your Data 209 ■ CONTENTS viii Playing—or Plying—the Numbers 213 The Advanced Filter—Setting Your Data Aside 215 Table Talk 218 Creating a Table 219 Using Table Styles 220 Adding a Total Row 221 Examining the other Table Style Options 223 At the Risk of Repeating Yourself: The Remove Duplicates Option 226 Data Validation: Improving Your Entrée to Data Entry 228 Using Data Validation 228 Adding Data Entry Rules 231 Adding an Input Message 234 Using the Error Alert Option 234 Adding a Validation Rule to Existing Data 236 In Conclusion… 237 ■Chapter 7: Working With Multiple Sheets 239 Adding To Sheets—Inserting Rows, Columns and Cells 240 Inserting a Column 240 Inserting a Row 241 Deleting Rows and Columns 241 Inserting and Deleting Cells 241 Hiding Rows and Columns—and Getting them Back 242 Multiple Worksheet Basics 243 Inserting a New Worksheet 244 Busting a (Sheet) Move 245 Hiding Worksheets 246 Grouping Worksheets 247 Far-Flung Formulas: Working with Multi-Sheet Cell References 247 Doing a Multi-sheet Calculation 248 Extending Your Reach: Referring to Cells in Different Workbooks 250 [...]... Beginning Microsoft Excel 2010 No; you’re not a dummy, but you may be new to this vast, empty, rectangular world of columns and rows that Excel spreadsheets comprise, and you may be just a little bit intimidated, too You may have a couple of questions as result: What do I do, where, and how? Those are big questions, and the answers to them don’t come in the 25-words-or-less variety; but Beginning Microsoft. .. variety; but Beginning Microsoft Excel 2010 tries to make the answers easier to understand by erring on the side of explanation over the click-here, click-there, bullet-pointed mode of book instruction Knowing what’s going on in your workbook, and why, makes the prospect of constructing this, and your next, workbook that much less daunting Beginning Microsoft Excel 2010 isn’t to be read as a spreadsheet... you’re not entirely new to Excel, but are leapfrogging instead to the 2010 version from Excel 2003 or some prior release, you too may be in need of a bit of orientation — especially to the Excel ribbonbased motif of commands, part of what’s called the Microsoft Office Fluent Interface, discussed in detail in Chapter 1 It’s a different look to and means for accessing the Excel commands you already know,... it’ll begin to make sense Also new to Excel (and Office) 2010 is what’s called the Backstage View, an area that gathers in one place some important commands you may need to carry out sooner or later — for example, saving, document retrieval and sharing, and printing options xiv CHAPTER 1 ■■■ Introduction to Excel Making the Acquaintance It’s here Microsoft Excel 2010, the latest take on the spreadsheet... fact is that much of the DNA of earlier Excel generations has been encoded into 2010, pointing us to the conclusion that Excel 2010 isn’t quite the radical break with the past you may first take it to be The wheel hasn’t been completely reinvented, even if the hubcap has been restyled Keeping Tabs…on a New One On the other hand, even if you’re coming to Excel 2010 from the 2007 rendition, you’ll quickly... the 2010 interface, make a retro visit to the predecessors of Excel 2010, as if to afford discombobulated users a friendly, tried-and-true alternative to all those newfangled tabs and groups they’re faced with now And this continuity—the availability of dialog boxes from earlier Excel generations—divulges a kind of open secret about Excel 2010 to users of the pre-2007 era: Once you drill down beneath... CHAPTER 1 ■ iNTRODUCTION TO EXCEL Interacting with the Interface So let’s begin to describe what you’ll see once you actually fire up Excel 2010 Turn on the ignition and you’ll be brought to a broad expanse of white space, bordered by a sash of buttons, shown in Figure 1–5: Figure 1–5 The Excel worksheet, featuring the buttons on the Home ribbon Now, if you’re a somewhat experienced Excel user—or particularly... is new to Excel 2010 (Note Mary’s steady upward performance slope, for example.) Now imagine these features applied to the gradebook for a class of, say, 200 students, and note the ease with which you could identify top scorers, and how cogently those 200 Sparklines could delineate each student’s progress And Excel isn’t afraid of big numbers, either; think about a university registrar using Excel to... far greater speeds Unlocking Your Inner Worksheet It’s true of course that many Excel users spend a good deal of their time adding columns and rows of numbers, and while that‘s a critical task, and one Excel performs with surpassing ease and accuracy, that’s really just the beginning Once you merge your understanding of what Excel can do with what I call the “spreadsheet imagination,” you’ll begin to... So let’s begin 15 CHAPTER 1 ■ iNTRODUCTION TO EXCEL 16 CHAPTER 2 ■■■ Getting Started and Getting Around the Worksheet More Addresses Than the Phone Book—Cells, and How to Get There Let’s start at square one—literally, by returning to Excel 2010 s blank worksheet, which is what you’ll see when you enter the program, as shown in Figure 2–1: Figure 2–1 The 2010 worksheet, or at least part of one And, as . 7.5 x 9.25 spine = 0.75" 408 page count Katz Microsoft Excel 2010 THE EXPERT’S VOICE ® IN MICROSOFT OFFICE Beginning Microsoft Excel 2010 CYAN MAGENTA YELLOW BLACK PANTONE 123 C Abbott. 9 Beginning RELATED TITLES i Beginning Microsoft Excel 2010 ■ ■ ■ Abbott Katz ii Beginning Microsoft Excel 2010 Copyright © 2010 by Abbott Katz All rights reserved eBook Available All you needed to get started with Microsoft Excel 2010 BOOKS FOR PROFESSIONALS BY PROFESSIONALS ® Beginning Microsoft Excel 2010 Dear Reader, Tell me if you identify with this