Preview Advanced Excel Formulae and Calculations by George Walter (2017) Preview Advanced Excel Formulae and Calculations by George Walter (2017) Preview Advanced Excel Formulae and Calculations by George Walter (2017) Preview Advanced Excel Formulae and Calculations by George Walter (2017) Preview Advanced Excel Formulae and Calculations by George Walter (2017)
A Comprehensive Guide Advanced MICROSOFT Excel Formulae & Calculations George Walter Contents at a Glance ■Chapter 1: Becoming Acquainted with Excel ■Chapter 2: Navigating and Working with Worksheets 27 ■Chapter 3: Best Ways to Enter and Edit Data 49 ■Chapter 4: Formatting and Aligning Data 89 ■Chapter 5: Different Ways of Viewing and Printing Your Workbook 145 ■Chapter 6: Understanding Backstage 173 ■Chapter 7: Creating and Using Formulas 219 ■Chapter 8: Excel’s Pre-existing Functions 265 ■Chapter 9: Auditing, Validating, and Protecting Your Data 303 ■ Chapter 10: Using Hyperlinks, Combining Text, and Working with the Status Bar 343 ■Chapter 11: Transferring and Duplicating Data to Other Locations 373 ■Chapter 12: Working with Tables 411 ■Chapter 13: Working with Charts 445 ■Chapter 14: Importing Data 503 ■ Chapter 15: Using PivotTables and PivotCharts 541 ■ Chapter 16: Enhancing Workbooks with Multimedia 591 ■ Chapter 17: Automating Task with Macros 643 Index 665 v Contents ■Chapter 1: Becoming Acquainted with Excel What Is Excel? History of Spreadsheets Excel Navigation Basics Creating, Saving, and Opening Workbooks Getting to Know the Ribbon Ribbon Contextual Tabs Resizing the Ribbon 10 Using Dialog Box Launchers 11 Minimizing and Hiding the Ribbon 12 Using Ribbon Shortcuts 13 Quick Access Toolbar 15 Switch Between Touch and Mouse Mode 16 Identifying the Current Cell 19 Entering Data into a Worksheet 19 Getting Help 21 Screen Tips 22 Excel’s Tell Me What You Want to Do Feature 22 Summary 26 vii ■ CONTENTS ■Chapter 2: Navigating and Working with Worksheets 27 Moving Between Cells Using the Keyboard 27 Selecting Cells 30 Selecting Cells Using a Mouse 31 Selecting Cells Using a Keyboard 33 Select Cells by Using Their Cell References in the Name Box 35 Going Directly to Any Cell 37 Worksheets 38 Naming Worksheets 39 Adding and Removing Worksheets 39 Changing a Worksheet Tab Color 41 Selecting Multiple Worksheets 42 Hiding and Unhiding Worksheets 42 Reordering and Copying Worksheets 43 Using Tab Buttons to Move Through the Worksheets 44 Summary 48 ■Chapter 3: Best Ways to Enter and Edit Data 49 Data Types 49 Inserting Special Characters 51 How to Change Column Widths 55 Automatically Resize Column Widths to Fit Number of Characters in the Cell 58 Changing the Column Width for Multiple Columns 58 How to Change Row Heights 61 Correcting Typing Mistakes 63 Changing Specific Characters 63 Returning a Cell to Its Original Value 63 Clearing the Contents of a Cell That Has Already Been Accepted 64 viii ■ CONTENTS Shortcuts for Entering and Correcting Data 65 Using the AutoCorrect Feature 65 Using AutoComplete to Enter Data 70 Pick from Drop-down List 71 AutoFill 73 Creating, Viewing, Editing, Deleting, and Formatting Cell Comments 82 How to Add a Comment 82 How to View a Comment 83 How to View all the Comments at the Same Time 83 How to Change the Default Name for Comments 83 Editing and Deleting Comments 84 Printing a Comment 84 Summary 88 ■Chapter 4: Formatting and Aligning Data 89 Formatting Your Text Using the Font Group 89 Using Bold, Italics, Underline, and Double Underline 90 Changing the Font and Its Size 90 Using the Font Group’s Dialog Box Launcher 93 Formatting with Color 93 Check Which Formats Have Been Applied to the Current Cell 96 Cell Borders 99 Formatting Numeric Data Using the Number Group 110 Using Default Formats 111 Formatting Monetary Values 112 Converting Values to Percent Style 113 Converting Values to Comma Style 114 Changing the Number of Decimal Places 114 Accessing the Format Cell Dialog Box 114 Aligning Data Using the Alignment Group 118 Fitting More Text into a Cell 119 Aligning and Indenting Text in a Cell 123 ix ■ CONTENTS Align Text Vertically and Horizontally 123 Rotating Text 124 Using Format Painter to Copy Formatting 129 Using the Mini-Toolbars and the Context Menu 132 Inserting, Deleting, Hiding, and Unhiding Rows and Columns 134 Hiding and Unhiding Columns and Rows 134 Inserting Columns and Rows 139 Deleting Columns and Rows 139 Inserting and Deleting Cells 140 Summary 143 ■Chapter 5: Different Ways of Viewing and Printing Your Workbook 145 Views 145 Page Break Preview 146 Page Layout View 151 Printing 157 Creating a Print Area 157 Adding Additional Cells to the Print Area 158 Removing the Print Area 158 Using Paste Special for Printing 160 Dividing the Excel Window into Panes 162 Freezing Rows and Columns 164 Synchronizing Scrolling 165 Custom Views How to Create, Show, and Delete 168 Summary 172 ■Chapter 6: Understanding Backstage 173 Backstage Overview 173 Info Group–Viewing, Adding, and Editing Information About the Workbook 174 Properties Pane 175 Protect Workbook Options 178 Check for Issues 180 x ■ CONTENTS New Group—Creating a New Workbook 185 Open Group—Open a Workbook 188 Opening an Existing Workbook 188 Options Affecting the Open Group 191 Save and Save As groups—Saving a Workbook Using Save or Save As 192 Document Recovery 194 Saving Workbooks with Protections: Backups and Limiting Changes 201 Print Group—Printing a Workbook 205 Selecting a Printer 206 Printer Settings 207 Share Group—Sharing Workbooks 213 Sharing Online with OneDrive 214 Sharing Files Using E-mail 217 Account Group 218 Summary 218 ■Chapter 7: Creating and Using Formulas 219 Formulas 219 Introducing Formulas 219 Entering Formulas 221 Copying Formulas 226 AutoCalculate Tools 229 AutoSum 229 Average, Count Numbers, Max, Min 233 Viewing Formulas 237 Creating Named Ranges and Constants 238 Naming Ranges 238 Naming Noncontiguous Ranges 239 Naming Constants 240 Name Manager 241 Using Column or Row Headings for Range Names 242 Selecting Named Ranges Rather Than Typing Them into Formulas 244 xi ■ CONTENTS Absolute Cell References 254 Mixed Cell References 259 Order of Precedence 263 Summary 264 ■Chapter 8: Excel’s Pre-existing Functions 265 Excel’s Built-in Functions 265 Function Construction 267 Functions That Sum Values 267 SUM Function 268 Using the Insert Function Option 270 SUMIF—Adds the Cells That Meet a Specified Criteria 276 SUMIFS—Adds the Cells That Meet Multiple Criteria 278 IF—Returns Different Values Depending upon If a Condition Is True or False 282 AND - Returns TRUE if All of Its Arguments Are TRUE 286 OR—Returns TRUE If Any Argument Is TRUE 286 Nested Functions 287 Date Functions 292 TODAY Function—Returns the Current Date 293 NOW Function—Returns the Current Date and Time 295 DATE Function—Returns the Serial Number of the DATE 297 MONTH, DAY, and YEAR Functions 298 DAYS—Returns the Number of Days Between Two Dates 300 Summary 302 ■Chapter 9: Auditing, Validating, and Protecting Your Data 303 Validating Your Data and Preventing Errors 303 Data Validation 304 Evaluating Formulas 319 Using IFERROR 319 Correcting Circular References 320 xii ■ CONTENTS Formula Auditing 322 Tracing Precedents and Dependents 322 Using the Watch Window 325 Using the Evaluate Formula Feature to Evaluate a Nested Function One Step at a Time 327 Proofreading Cell Values—Have Excel Read Back Your Entries 331 Spell Checking 333 Thesaurus 334 Protect Worksheets and Cells from Accidental or Intentional Changes 336 Protect Your Data at the Worksheet Level 336 Protect Your Data at the Cell Level 340 Summary 341 ■ Chapter 10: Using Hyperlinks, Combining Text, and Working with the Status Bar 343 Working with Hyperlinks 343 Concatenation and Flash Fill 356 Using the Status Bar 364 Cell Mode 366 Flash Fill Blank Cells and Flash Fill Changed Cells 366 Caps Lock, Num Lock 366 Scroll Lock 366 Fixed Decimal 367 Overtype Mode 367 End Mode 367 Macro Recording 367 Selection Mode 367 Page Number 367 Average, Count, Numerical Count, Minimum, Maximum, Sum 367 View Shortcuts 367 Zoom and Zoom Slider 368 Summary 371 xiii CHAPTER ■ UNDERSTANDING BACKSTAGE If you entered passwords, you will be required to enter them once you have closed the workbook and reopened it • If you required a password to open the workbook you will see the window in Figure 6-47 when opening the workbook Figure 6-47 Password required to open workbook • If you required a password for modifying the workbook, another Password window opens The user must enter a password in order to modify the workbook She can open the workbook in Read Only without entering a password by clicking the Read Only button See Figure 6-48 Figure 6-48 Enter password to modify workbook or click Read Only button If the user clicks the Read Only button, he can make changes to the workbook but when he tries to save it, he will not be able to, thus preventing any changes from being made The user will get the message in Figure 6-49 Figure 6-49 Message saying the file is read-only If you want to save changes you will need to save the file with a new name 204 CHAPTER ■ UNDERSTANDING BACKSTAGE If a password is required to open the workbook and the user elected to use Read Only instead of entering the password for modifying, the Backstage will show as in Figure 6-50 Figure 6-50 Backstage messages Print Group—Printing a Workbook The left pane of the Print group (Figure 6-51) contains Settings for controlling how the worksheet or workbook is to be printed Many of these same options are available on the Page Layout tab on the ribbon The right pane of the Print group displays what the current document will look like when it is printed based on the print options used in the left pane 205 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-51 Printing options You should first make any necessary changes to the Printer and Settings properties and then click the Print button to actually the printing Selecting a Printer One of the decisions you will need to make is where you want your report printed to You don’t have to print to a printer You can print to programs, to other devices such as a fax machine, or to a file Clicking the down arrow for the printer lists all your currently available options See Figure 6-52 What appears here depends upon what programs you have and what you have attached to your computer If the printer you wish to print to isn’t in the list but is attached to your computer or network, click the Add Printer option 206 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-52 Locations to which to send your printed data Printer Settings The Printer Properties lets you select either landscape or portrait The Advanced button in the Printer Properties gives options for the paper size and whether you want your graphic images to print at 600 or 1200 dpi Selecting to Print Active Worksheets, an Entire Workbook, or a Selected Portion The first option in the Settings area is for selecting whether you want to print only the current worksheet, the Entire Workbook, or just the area that you have selected See Figure 6-53 What you select here is reflected in the right pane The Print Active Sheets only prints those worksheets that you currently have selected The Print Selection prints the cells that you currently have selected 207 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-53 Print options Selecting Which Pages to Print The next Settings option lets you select what pages you want to print The entries in Figure 6-54 will print only pages 2, 3, and This is true even if you have selected Print Entire Workbook Figure 6-54 Enter the page range you want to print Collating Collating in Excel works just like collating on a copy machine If you are printing a worksheet that is five pages and you select to print four copies, then selecting Collated will give you four sets of pages through Selecting Uncollated will print four copies of page 1, then four copies of page 2, then four copies of page 3, and so on See Figure 6-55 Figure 6-55 Collating options 208 CHAPTER ■ UNDERSTANDING BACKSTAGE Orientation You can print in a vertical format (Portrait) or a horizontal format (Landscape) Selecting Landscape is one way of printing more columns on a page Selecting Paper Size You will probably be printing on letter size (8.5” x 11”) paper, but if not, you can select another paper size See Figure 6-56 If you have a spreadsheet with a lot of columns you might try using legal size paper Excel will automatically adjust your spreadsheet to reflect the selected paper size Figure 6-56 Select output size 209 CHAPTER ■ UNDERSTANDING BACKSTAGE Setting Page Margins You can use one of Excel’s preset margins for Normal, Wide, or Narrow or you can create your own custom margins by selecting Custom Margins See Figure 6-57 Figure 6-57 Select margins Clicking Custom Margins brings up the Page Setup window with the Margins Tab selected See Figure 6-58 210 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-58 Enter margins and how you want the data centered on the page The Margins tab has options for setting the top, left, right, and bottom margins of your page as well as setting margins for the header and footers You can use the check boxes to specify how you want the data Horizontally, Vertically, or both, the image in the middle of centered on the page When you select the tab will reflect your choices by showing how your data will be displayed on the report Selecting Scaling Options You can print the report at its actual size or you can select one of Excel’s preset Scaling options that shrink the text and objects on the report See Figure 6-59 211 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-59 Select a Scaling option When you are printing a report you probably don’t want to have an extra page for a couple of extra columns or a few extra rows This can make reading your data very difficult As discussed previously, if there are too many columns to fit on a single page you could try switching to landscape mode It will often be easier if you shrink the text and objects on a worksheet so that they fit on a single paper 212 • Selecting Fit Sheet on One Page will print everything that is on one worksheet on a single page • Selecting Fit All Columns on One Page shrinks the printout so that it is one page wide, but your report may print vertically on more than one page • Selecting Fit All Rows on One Page shrinks the printout so that it is one page high but your report may print horizontally on more than one page • If none of these options meet your needs you can select Custom Scaling Options Selecting Custom Scaling Options brings up the Page Setup dialog box with the Page tab selected See Figure 6-60 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-60 Custom Scaling options The scaling options here allow you to set the percentage of the actual size you want your report to be The value you enter must be between 10 and 400 inclusive You can also specify how many pages wide by how many pages high you want the report ■ Note The Page Setup option is located at the bottom of the Settings area in the Backstage Clicking Page Setup brings up the Page Setup dialog box This is the same Page Setup window you see when you click Custom Margins or Custom Scaling options The Page Setup window includes some of the same options available in other areas of the Print panel plus some additional options The Page Setup window can also be accessed from the Print Layout tab on the Ribbon Share Group—Sharing Workbooks The Share group enables you to share workbooks with others You have multiple options, including sharing files that you have saved to OneDrive and sending files via e-mail 213 CHAPTER ■ UNDERSTANDING BACKSTAGE Sharing Online with OneDrive After you have saved a workbook to your OneDrive, click Share in the Backstage left panel This brings up the Share panel in Figure 6-61 Figure 6-61 Sharing options Now that you have saved your workbook on OneDrive you can invite others to just view your workbook on OneDrive or you can let them make changes to it Right-click the Share with People button in the right panel shown in Figure 6-61 This brings up the Share window shown in Figure 6-62 Enter the e-mail address of those people you want to invite to use your workbook You can select Can Edit or Can View You can add a message Click the Share button to send the e-mails Figure 6-62 Inviting others to share your workbook You can also share a workbook by providing a link to your workbook At the bottom of the Share window you will see Get a sharing link See Figure 6-63 Click the text link 214 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-63 Click the text Get a sharing link The window in Figure 6-64 displays You can click the Create an edit link button if you want to provide a user with the ability to edit your workbook online or you can click the Create a view-only link button to provide a user with the ability to only view your workbook online Figure 6-64 Select if you want the user only to be able to view the workbook or if you want to allow him to edit it Figure 6-65 shows the link that was provided when Create an edit link was clicked 215 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-65 Provide user with link to edit the workbook You can e-mail this link to others, you can tell others what it is, you can post it on a web site, and so on Click the arrow to the left of Get a sharing link in Figure 6-65 The Share window now displays those people to whom you have sent an e-mail and what rights you gave them It also shows that you now have an edit link that you can share with anyone See Figure 6-66 Figure 6-66 Share window displays with users to whom you have sent an e-mail 216 CHAPTER ■ UNDERSTANDING BACKSTAGE Sharing Files Using E-mail You can send your Excel workbook to others in any of the available formats as an e-mail attachment See Figure 6-67 Those people receiving your e-mail can then open it in their copy of Excel Figure 6-67 Select the format you want the workbook e-mailed in Clicking the Send as Attachment button brings up Outlook (provided that you have a copy of Outlook) with the Excel workbook file already set as the attachment See Figure 6-68 The Subject is filled with the name of the Excel workbook You can then fill in the e-mail address of the person you are sending it to and perhaps a text message Then click the Send button to send the attachment to that e-mail address 217 CHAPTER ■ UNDERSTANDING BACKSTAGE Figure 6-68 The workbook is set as an attached file in Outlook If the recipient of your e-mail doesn’t need to edit the workbook or doesn’t have a copy of Excel, then you can send him or her your workbook in Adobe’s PDF format or Microsoft’s XPS format The advantage of sending a file in either one of these formats is that they have many viewing options and they don’t require the recipient to have the Excel program Account Group Changes in your Account pane affect all of your Microsoft Office products Here you can manage your Microsoft Office Account, check for Microsoft updates, and change your Office theme You can also add an Office background pattern that appears on your title bar Summary In this chapter you learned how to use the Backstage options to manage, edit, save, and print the workbook You also went through protecting your workbooks, recovering them, and sharing them The next chapter shows you how to create formulas manually or by using a wizard Excel functions are built-in formulas Functions are what turns Excel into a computational power house rather than just a tool that allows data entry that you can nicely format and print 218 ... Mini-Toolbars and the Context Menu 132 Inserting, Deleting, Hiding, and Unhiding Rows and Columns 134 Hiding and Unhiding Columns and Rows 134 Inserting Columns and Rows ... in the workbook and what it should be named before you create and save it This will make it easy to open and use it again We’ll start our Excel journey by creating a new workbook and then examine... will hide the groups and their buttons again Pressing Ctrl + F1 works like a toggle switch while in this mode by hiding and unhiding the groups and buttons • Show Tabs and Commands: This options