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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. 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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 [...]... devising 11 CHAPTER 1 ■ iNTRODUCTION TO EXCEL That last point also reminds us that Excel is stocked with a rather prodigious array of commands that, by default, don’t appear on any tab But they’re all listed here in the deeper recesses of File, to be added to tabs by users who need them, as shown in Figure 1 17 : Figure 1 17 Inside the File tab, where all of Excel commands are listed Figure 1 17 captures... data work for us 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 2 010 s blank worksheet, which is what you’ll see when you enter the program, as shown in Figure 2 1: Figure 2 1 The 2 010 worksheet, or at least part... enhanced 4 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 2 010 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... like it that have seeped into the 2 010 interface, make a retro visit to the predecessors of Excel 2 010 , 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 2 010 to users of the pre-2007 era:... fact is that much of the DNA of earlier Excel generations has been encoded into 2 010 , pointing us to the conclusion that Excel 2 010 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 2 010 from the 2007 rendition, you’ll quickly... Figure 1 15 .) Figure 1 15 The Office 2007 button 10 CHAPTER 1 ■ iNTRODUCTION TO EXCEL The suspicion was that too many users mistook this button for nothing more than an inert logo when they first saw it, and not as the repository of important commands it actually was (my wife, a moderately experienced user, tells me it took her ages to figure out what the button did) In any case, click the 2 010 File... it’ll begin to make sense Also new to Excel (and Office) 2 010 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 2 010 , the latest take on the spreadsheet... segues into the Quick Access Toolbar (QAT), a rather mild-mannered strip of buttons you’ll find lining the upper-left perimeter of your Excel screen, as seen in Figure 1 18 : Figure 1 18 The Quick Access toolbar 12 CHAPTER 1 ■ iNTRODUCTION TO EXCEL Apart from demonstrating Excel s tenacious attachment to the word “toolbar,” the QAT plays a valuable role in enabling you to access important commands easily... this display (Figure 1 21) : 13 CHAPTER 1 ■ iNTRODUCTION TO EXCEL Figure 1 21 The Sparkline Tools tab Click that amber title (the color varies by whatever object you’re working with) and a new set of tab contents barges onscreen, overriding the tab with which you’d been working to date What you see now instead is a battery of options devoted to Sparklines alone (Figure 1 22): Figure 1 22 Sparkline tool... both by category and date So instead of a simple history of payments that starts out looking like Figure 1 1: 1 CHAPTER 1 ■ iNTRODUCTION TO EXCEL Figure 1 1 Sample family budget expenses you could, once you’ve powered up that spreadsheet imagination, tweak the data to look like Figure 1 2: Figure 1 2 Those same figures, broken out by expense category as well as month Here the expenses are indeed totaled . 0.75" 408 page count Katz Microsoft Excel 2 010 THE EXPERT’S VOICE ® IN MICROSOFT OFFICE Beginning Microsoft Excel 2 010 CYAN MAGENTA YELLOW BLACK PANTONE 12 3 C Abbott Katz Companion eBook. 9 Beginning RELATED TITLES i Beginning Microsoft Excel 2 010 ■ ■ ■ Abbott Katz ii Beginning Microsoft Excel 2 010 Copyright © 2 010 by Abbott Katz All rights reserved eBook Available All you needed to get started with Microsoft Excel 2 010 BOOKS FOR PROFESSIONALS BY PROFESSIONALS ® Beginning Microsoft Excel 2 010 Dear Reader, Tell me if you identify with this