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Excel for Professionals 2002 VJ Books All rights reside with the author Managing & Tabulating Data in Excel Managing & Tabulating Data in Excel Managing & Tabulating Data in Excel Exce for Profess ona s Volume of the series Excell for Professiionalls Volume 1: Excel For Beginners Volume 2: Charting in Excel Volume 3: Excel Beyond The Basics Volume 4: Managing & Tabulating Data in Excel Volume 5: Statistical Analysis with Excel Volume 6: Financial Analysis using Excel Published by VJ Books Inc All rights reserved No part of this book may be used or reproduced in any form or by any means, or stored in a database or retrieval system, without prior written permission of the publisher except in the case of brief quotations embodied in reviews, articles, and research papers Making copies of any part of this book for any purpose other than personal use is a violation of United States and international copyright laws First year of printing: 2002 Date of this copy: Monday, December 16, 2002 This book is sold as is, without warranty of any kind, either express or implied, respecting the contents of this book, including but not limited to implied warranties for the book's quality, performance, merchantability, or fitness for any particular purpose Neither the author, the publisher and its dealers, nor distributors shall be liable to the purchaser or any other person or entity with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by the book This book is based on Excel versions 97 to XP Excel, Microsoft Office, Microsoft Word, and Microsoft Access are registered trademarks of Microsoft Corporation Publisher: VJ Books Inc, Canada Author: Vijay Gupta ABOUT THE AUTHOR Vijay Gupta has taught statistic, econometrics, and finance to institutions in the US and abroad, specializing in teaching technical material to professionals He has organized and held training workshops in the Middle East, Africa, India, and the US The clients include government agencies, financial regulatory bodies, non-profit and private sector companies A Georgetown University graduate with a Masters degree in economics, he has a vision of making the tools of econometrics and statistics easily accessible to professionals and graduate students His books on SPSS and Regression Analysis have received rave reviews for making statistics and SPSS so easy and “non-mathematical.” The books are in use by over 150,000 users in more than 140 nations He is a member of the American Statistics Association and the Society for Risk Analysis In addition, he has assisted the World Bank and other organizations with econometric analysis, survey design, design of international investments, cost-benefit, and sensitivity analysis, development of risk management strategies, database development, information system design and implementation, and training and troubleshooting in several areas Vijay has worked on capital markets, labor policy design, oil research, trade, currency markets, and other topics Managing & Tabulating Data in Excel VISION Vijay has a vision for software tools for Office Productivity and Statistics The current book is one of the first tools in stage one of his vision We now list the stages in his vision Stage one: Books to Teach Existing Software He is currently working on books on word-processing, and report production using Microsoft Word, and a booklet on Professional Presentations The writing of the books is the first stage envisaged by Vijay for improving efficiency and productivity across the world This directly leads to the second stage of his vision for productivity improvement in offices worldwide Stage two: Improving on Existing Software The next stage is the construction of software that will radically improve the usability of current Office software Vijay’s first software is undergoing testing prior to its release in Jan 2003 The software — titled “Word Usability Enhancer” — will revolutionize the way users interact with Microsoft Word, providing users with a more intuitive interface, readily accessible tutorials, and numerous timesaving and annoyance-removing macros and utilities He plans to create a similar tool for Microsoft Excel, and, depending on resource constraints and demand, for PowerPoint, Star Office, etc Stage 3: Construction of the first “feedback-designed” Office and Statistics software Vijay’s eventual goal is the construction of productivity software that will provide stiff competition to Microsoft Office His hope is that the success of the software tools and the books will convince financiers to provide enough capital so that a successful software development and marketing endeavor can take a chunk of the multibillion dollar Office Suite market Prior to the construction of the Office software, Vijay plans to construct the “Definitive” statistics software Years of working on and teaching the current statistical software has made Vijay a master at picking out the weaknesses, limitations, annoyances, and, sometimes, pure inaccessibility of existing software This 1.5 billion dollar market needs a new visionary tool, one that is appealing and inviting to users, and not forbidding, as are several of the current software Mr Gupta wants to create integrated software that will encompass the features of SPSS, STATA, LIMDEP, EViews, STATISTICA, MINITAB, etc Other He has plans for writing books on the “learning process.” The books will teach how to understand one’s approach to problem solving and learning and provide methods for learning new techniques for selflearning CONTENTS CHAPTER 1.1 SAVING (OPENING) IN (FROM) DIFFERENT FILE FORMATS 23 Spreadsheet, Database, Text & Statistical Software 23 Excel worksheet versions 2.0 to 4.0 25 1.1.a 1.1.b 1.1.c 1.1.d 1.1.e 1.1.f Lotus 1–2–3 versions 1.0 to 4.0, Quattropro and dBase versions I to IV 26 Text 26 Many formats save only one worksheet 27 Many formats cannot store information on cell formatting, comments, etc 27 Statistical application files: SPSS, SAS, STATA, etc 28 Database applications: Access, Oracle, MS SQL Server, FoxPro, Paradox, other 28 1.2 Special Formats: Adobe PDF, Html, Web Archive, XML 28 1.3 Workspace— “I Have To Work On Several Files Together Each Day…Can't I Open Them All At One Time?” 29 Creating a workspace 29 Using the workspace— Opening several files together 30 1.4 New In The XP Version Of Excel: Document Recovery And Safe Mode 30 CHAPTER DATA ENTRY FORM 33 2.1 An Easier Way To Type In Data Plus A Multi-Series “Find” Utility (Data /Form) 33 2.2 Form Based Data Entry 33 2.2.a 2.3 New data 34 Using The Form As A “Find” Or “Search” Utility 34 A Summary Of The Two Roles Of Data/Form 38 CHAPTER 3.1 REDUCING ERRORS IN DATA ENTRY— VALIDATION AND AUTOCORRECT 40 Validating Data During Data-Entry 40 3.1.a 3.1.b 3.1.c 3.1.d Validation for numeric data 42 Message shown to person entering the data into cells that have “data validation” criteria 46 Error Alert 47 The validation rule in action 48 Contents 3.1.e 3.1.f 3.1.g Validation for text entry 50 Testing the validation 52 Ensuring that only a string from a set can be entered 52 3.2 Removing Validation Rules From A Range 55 3.3 Copying And Pasting Validation Rules 56 3.4 Selecting All Cells With The Same Data Validation Rule 56 3.5 Using “Forms” And “Data Validation” 56 3.6 Autocorrect 57 CHAPTER 4.1 USING FILL AND OTHER TOOLS TO SAVE ON TYPING TIME 59 Making Excel Fill In Numbers And Dates 60 4.1.a 4.1.b 4.2 Filling years/integers 60 Filling in every alternate year 62 Auto Fill — Filling From Pre-Defined Lists Of Days, Months, Other 63 4.2.a Filling weekdays 66 4.3 Creating A New “Custom List” 67 4.4 Filling Missing Values 72 4.4.a 4.4.b Using constant increase in values 73 Using constant growth rates 74 4.5 Filling Formats 76 4.6 Copying The Active Cell 76 4.7 Using A Right-Click-On-Mouse For Quick-Filling 76 4.8 Placing Data Entry Icons Onto The Toolbar 77 4.9 “Speech To Text” 78 CHAPTER “CONDITIONAL FORMATTING”— COLOR–CODING DATA PATTERNS 80 5.1 Understanding The Dialog 80 5.2 Defining The Condition 81 5.3 Step 1: Defining The Condition/Criteria 81 5.4 Step 2: Defining the format to use for Cells that satisfy the condition 82 5.5 Understanding The “Conditional Format” 84 Step 3: Adding more conditional formats 84 5.6 Defining A “Dynamic” Condition 85 5.7 Deleting Conditional Formats 87 5.8 Selecting All Cells With The Same Conditional Format Rule 87 Managing & Tabulating Data in Excel CHAPTER SORTING 89 6.1 Basic sorting 89 6.2 Names of series or columns 91 6.3 Case sensitivity 92 6.4 Sorting by rows 93 6.5 Sorting ranges that not cover entire columns or rows 95 6.6 Choosing the entire worksheet 95 CHAPTER 7.1 FILTER (“HIDING THE DATA YOU DO NOT WANT TO VIEW”) 97 By one criterion on one column 98 7.1.a 7.1.b 7.1.c 7.1.d The Filtering arrows 99 Choosing the value to use as the Filtering criterion 99 The result: a Filtered worksheet 100 Copying and pasting the Filtered rows 101 7.2 Removing the Filter 102 7.3 Custom Filtering — using multiple criterion, logical conditions, etc 102 7.3.a 7.3.b Example of a Filter that has two criteria over one series/column 103 Using the wildcard asterisk (*) 103 7.4 Filtering using criteria from more than one column/series 104 7.5 New in the XP version of Excel 107 7.6 Icons for Sorting and Filtering 107 CHAPTER SELECTING ALL CELLS/CONTENT ACROSS THE WORKSHEET THAT SATISFY A CRITERION 109 8.1 The “GO TO” option 109 8.1.a Selecting cells with comments, empty cells, unhidden cells, cells in the contiguous region of the currently active cell 111 8.2 Conditional Formatting 112 8.3 Selecting based on Data Validation 113 8.4 Selecting based on formulae 114 8.4.a 8.4.b 8.5 Selecting based on cell references in formulas 116 8.5.a 8.5.b Constants 114 Formula Results 115 Selecting all cells whose formulas reference the active cell (directly or/and indirectly) 116 Selecting all cells referenced (directly or/and indirectly) by the formula in the active cell 117 Contents 8.6 GO TO / SPECIAL as a search tool 118 CHAPTER SUBTOTALS 119 9.1 Basics 119 9.2 Before making subtotals 120 9.3 Obtaining subtotals 120 9.3.a Choosing the subtotaling formula: average, sum, etc 122 9.4 Viewing only those rows that have subtotals 123 9.5 Removing subtotals 123 9.6 The “Consolidation” tool 124 CHAPTER 10 10.1 PIVOT REPORTS 126 The four steps in making a two-dimensional Pivot Report 127 10.1.a 10.1.b 10.1.c 10.1.d 10.1.e Step 1: Opening the Pivot Report wizard 128 Step 2: Choosing the data for tabulation 130 Step 3a: Designing the Pivot Report 131 Step 3b: Choosing the formula for aggregation/tabulation 133 Step 4a: Options 135 Format options: 137 Data options 138 External data options 138 10.1.f 10.2 Step 4b: Wrapping it up — creating the Pivot Report 139 Modifying/editing a Pivot Report 140 10.2.a 10.2.b 10.2.c Modifying the structure of a Pivot Report 142 Adding a new function (and thus a new row series) 143 Editing fields 148 Selecting a field 148 Viewing the options available for modifying/editing a field 149 10.2.d Deleting a field 152 10.3 Refreshing the Report 152 10.4 Pivot Report example with a third dimension (row, column and page) 152 10.4.a 10.4.b 10.4.c Viewing different “pages” 154 Making a new worksheet for each “page” 155 Making a new chart for each “page” 156 10.5 Pivot reports from Scenarios 156 10.6 OLAP: New feature in the XP version of Excel 157 10.7 Icons for Pivoting 157 CHAPTER 11 “IF-THEN” ANALYSIS: SCENARIOS AND GOAL SEEK 159 Managing & Tabulating Data in Excel 11.1 Scenarios (for “If this assumption-then this result”) 159 11.1.a Defining the Scenarios 160 Using the Scenarios 163 Scenario summary 164 Using the “Group and Outline” tool 166 Scenario-based Pivot Tables 168 11.2 Goal Seek (“If I want this cell to have a certain result, what value should that cell take) 170 11.2.a 11.2.b Setting the desired value for the “target” cell (the one with the formula that references the “solution” cell) 171 Choosing the “solution” cell 171 Running the utility 172 CHAPTER 12 LINKING TO A DATABASE 174 Important definition: “Query” 175 12.1 Understanding the structure of a database file 176 Analogy between the structures of a database file and an Excel file 177 12.2 Linking to data from a database (or, “creating and executing a data query”) 177 12.2.a 12.2.b Step 1: Choosing the Database File from which data will be imported 178 Step 2: Choosing the Columns/Fields/Variables to Import 180 12.2.c 12.2.d 12.2.e 12.2.f Step 3: (Pre–) Filtering the data to be imported 184 Step 4: Pre–sorting the data to be imported 190 Step 5: Saving the Query (that is, saving steps 1–4) 191 Step 6: Wrapping it up— getting the data into Excel 192 Selecting fields for import into Excel 182 12.3 Refreshing the link between the Excel range and data in the database file 193 12.4 Editing an existing query 194 12.5 Using “External data source” to create a Pivot Report 195 12.6 New in the XP version of Excel: OLAP 195 12.6.a 12.7 Icons relevant to External Data 195 CHAPTER 13 13.1 Data from the Internet 195 READING ASCII TEXT DATA 198 Understanding ASCII Text data 199 Why is data stored and distributed in this format? 199 What is special about this format? 199 Fixed–width/Column 200 Delimited/Free-Field 201 13.2 Reading delimited/Free-Field ASCII Text data 201 13.2.a 13.2.b Step 1: Choosing whether the format is delimited or Fixed-width 202 Step 2: Choosing the correct Delimiter: tab, comma, space, etc 204 Determining if Excel or you have chosen the wrong Delimiter 205 10 Managing & Tabulating Data in Excel “Add interactivity,” type in a name for the HTML file, choose a path for saving the file, and then click on “Save.” Figure 229: Saving a Chart with Interactivity In the dialog that opens (shown in the next figure), choose the options as shown Click on the option “Publish” to complete the process of creating the HTML file Figure 230: The “Publish as Web Page” dialog for a chart The option “Open published web page in browser” will launch the default 230 Index Internet Browser on your computer and display the file you just saved as a web file 15.3 The Web Archive format allows the saving of an entire file as on web file AutoRepublish facilitates easy updating of Excel files on the web In addition, in the XP version of Excel, you can save in XML format 15.3.A WEB ARCHIVE Figure 231: Saving as a Web Archive 231 Managing & Tabulating Data in Excel I recommend selecting “Add interactivity.” The file may be opened in a web browser (For optimal compatibility, use Internet Explorer.) An example is shown in the next illustration The example is from the sample file “DateTime.mhtml.” Figure 232: The file viewed in a web browser The file has several sheets Focus on the downward arrow at the bottom left of the previous figure On clicking the arrow at the bottom-left, you will see all the sheets in the file The next figure illustrates this feature 232 Index Figure 233: Viewing the sheets in the file Clicking on the name of a sheet opens that sheet in the web browser At the top of the file, you will see a short toolbar that provides access to interactivity features The toolbar is reproduced in the next figure Figure 234: The toolbar for interactivity The toolbar icons provide access to the following features (from left to right): Undo Cut Copy Paste AutoSum Sort Ascending Sort Descending Filter Refresh All 233 Managing & Tabulating Data in Excel Export to Excel Commands & Options Help The second-from-right icon (“Commands & Options”) provides access to many features of the file On selecting this icon, the dialog shown in the next figure opens The options in the tab “Workbook” provide access to features of the entire workbook The order of the sheets can be changed using the up and down arrows to the right of the box that displays the sheet names A sheet can be deleted by selecting it in the box and then clicking on the “Delete” button Figure 235: Workbook Commands & Options Similarly, a new sheet can be inserted before an existing sheet by clicking 234 Index on the button “Insert.” In the area “Show/Hide,” you can decide whether to view the arrow that permits the selection of a sheet The options in the tab “Sheet” (reproduced in the next figure), provide: Access to a “Find” utility Options for viewing the sheet in reverse order (right to left) Options for hiding row/column headers & Gridlines Figure 236: Sheet Commands & Options The “Formula” tab provides access to formula editing The area “Names” maps each cell to a “Location” on the file The formulas may reference these names instead of ranges See Volume 1: Excel For Beginners for more on “Named Ranges.” The next update of this book will contain more on using “Named Ranges” in formulas Remember, that purchasing the book entitles you to one year of monthly updates to the text and the example worksheets 235 Managing & Tabulating Data in Excel Figure 237: Formula Commands & Options The “Format” tab provides access to the Undo command, and basic text and cell formatting The dialog is reproduced in the next figure Macros and utilities for improved conversion of Excel sheets into web formats The updates will be announced on our site by Winter 2002 236 Index Figure 238: Formatting Commands & Options 15.3.B XML An Excel workbook can also be saved as an “eXtended Markup Language” (XML) file 237 Managing & Tabulating Data in Excel Figure 239: Saving as an XML Spreadsheet This format may gain in popularity because many other software companies are seeking to make XML compatibility a central feature of their products Detailed discussion of this topic is beyond the scope of this book 238 Index A CONDITIONAL FORMATTING 16, 80, 81, 84, 87, 112 CONSOLIDATION 17, 124 A1 95 CONSTANT GROWTH RATE 59 ACCESS .23 COPY 13, 56, 76, 101 ADD-INS .16 COPYING AND PASTING 40, 97 AND23, 40, 97, 126, 127, 174, 198, 215 CRITERIA 40, 80, 97 ASCII198, 199, 200, 201, 202, 203, 208, 209, 213 CRITERION 97 ASCII TEXT DATA 198 AUDITING 16 CUSTOM LIST 59, 68 CUSTOMIZE 16, 77 CUT 13 AUTOCORRECT 16, 57 AUTOFILL .68 D AUTOFILTER 98, 100, 102, 104 AUTOFORMAT 15 DATA ENTRY 59 AVERAGE 119 DATA VALIDATION 40 DAY 23 C DBASE 23 DELETE SHEET 13 CELL 159, 208, 215 CELLS .14, 15, 40, 80, 207, 212, 215 DELIMITED / FREE-FIELD ASCII TEXT DATA 198 CLEAR .13 DELIMITER 198 COLUMN 15, 97, 127, 132, 198, 215 COLUMNS 14, 174, 215 E COMMA 198 COMMENT 15 COMMENTS .14, 215 EDIT 12, 56, 60, 61, 63, 64, 66, 68, 72, 73, 76, 101, 109, 113, 114, 115, 116, 117, 194, 216, 217, 218, 219, 220, 221 239 Managing & Tabulating Data in Excel EDITING AN EXISTING QUERY 174 FUNCTION / TEXT 14 ERROR ALERT 40 EXTERNAL DATA 17, 174, 175 F F142 FILE 12, 23, 24, 25, 29, 30, 174, 198, 201, 208, 209, 213, 216, 227, 229 FILL 13, 59, 60, 61, 63, 64, 66, 68, 72, 73, 76 G GET EXTERNAL DATA 178, 194 GO TO13, 109, 110, 113, 114, 115, 116, 117, 118 GOAL SEEK 16, 171 GROUP AND OUTLINE .17 H FILL IN NUMBERS AND DATES 59 FILLING FORMATS 59 HEADER 14 FILTER 17, 97, 98, 100, 102, 104 HEADER AND FOOTER 14 FIND 13 HELP 18 FIXED 198 HIDE 17 FIXED WIDTH/COLUMN ASCII TEXT 158, 198 HTML 28, 226, 227, 228, 229, 230 HYPERLINK 15 FORM 17, 33, 34, 38, 56 FORM BASED DATA ENTRY 33 FORMAT 15, 80, 87, 112, 198, 207, 208, 212 FORMULA 14, 119, 126, 159, 215 FORMULA BAR 14 I IF 198 IMPORT 174 INSERT .14 FOXPRO 23 FREEZE PANES 17 L FUNCTION 14, 15, 126 FUNCTION / FINANCIAL 14 LINKS 13 FUNCTION / INFORMATION 15 LOTUS 1– 2– 23 FUNCTION / LOGICAL 14 FUNCTION / LOOKUP 15 M FUNCTION / MATH & TRIG 15 FUNCTION / STATISTICAL 14 240 MACROS 16 Index MISSING VALUES 59 MODE 23 MONTHS 59 MOVE OR COPY SHEET 13 MS SQL SERVER 23 MULTIPLYING/DIVIDING/SUBTRA CTING/ADDING ALL CELLS IN A RANGE BY A NUMBER 215 PASTE 13, 56, 101, 216, 217, 218, 219, 220 PASTE SPECIAL 13, 56, 216, 217, 218, 219, 220 PASTING ALL BUT THE BORDERS 215 PASTING COMMENTS 215 PASTING DATA VALIDATION 215 PASTING ONLY FORMATS 215 N PASTING ONLY THE FORMULA 215 PDF 28, 223, 224, 225, 226 NA .15 NEW QUERY 178 NOT 198, 215 PIVOT REPORT 17, 126, 127, 128, 141, 152, 174 PIVOT REPORT WIZARD 126 PIVOT REPORTS 128 O PRINT AREA 12 PRINT PREVIEW 12 OBJECT 13, 15 PROPERTIES 12 OFFICE ASSISTANT 18 PROTECTION 16 OFFICE CLIPBOARD 13 ONLINE COLLABORATION .16 Q OPEN 12, 23, 24, 25, 30, 201, 209 OPTIONS .17, 68, 69, 126, 215 OR .33, 174, 198 QUATTROPRO 23 QUERY 174, 194 ORACLE 23 R P PAGE BREAK .13, 14 PAGE BREAK PREVIEW .13 PAGE SETUP .12 PARADOX 23 REDO 12 REFRESH DATA 193 REPLACE 13 RIGHT 59 ROW 15, 126, 127, 132, 215 ROWS 14, 97, 119, 215 241 Managing & Tabulating Data in Excel ROWS TO COLUMNS 215 TABLE 17 TEXT 23, 40 S Text Files 178 TIME 23 SAS 23, 24, 25, 26, 28, 127 SAVE 12, 24, 25, 29, 208, 213, 227, 229 SAVE AS 12, 24, 25, 208, 227, 229 TOOLBAR 59 TOOLBARS 13, 77, 141 SAVE AS WEB PAGE 12, 227, 229 TOOLS 16, 68, 69, 78, 160, 161, 168, 171 SAVE WORKSPACE 12, 29 TYPE 33 SCENARIOS 16, 160, 161, 168 SEARCH 12 U SHARE WORKBOOK 16 SHEET 15 UNDO 12, 221 SORT 17, 90, 93, 120 SORTING BY ROWS 89 V SORTING RANGES THAT DO NOT COVER ENTIRE COLUMNS OR ROWS 89 VALIDATION 17, 40, 41, 42, 46, 52, 55, 56 SPEECH 16, 78 SPELLING 16 VALUE .97, 159 VIEW .13, 77, 86, 141 SPLIT 17 SPSS 3, 5, 23, 24, 25, 26, 28, 127, 175 STATA 5, 23, 24, 28 STATUS BAR 14 STYLE 16 SUBTOTAL 120 W WEB 16 WINDOW 17 WORKSHEETS 14 WORKSPACE 23 SUBTOTALS 17, 119, 123 SUM 119 T T 20, 23, 201 TAB 198 242 Y YEAR 59 Index Z ZOOM 14, 86, 87 243 Managing & Tabulating Data in Excel VJ Inc Corporate and Government Training We provide productivity-enhancement and capacity building for corporate, government, and other clients The onsite training includes courses on: Office Productivity Software and Tools Data Mining, Statistics, Forecasting, Econometrics Financial Analysis, Feasibility Studies Risk Analysis, Monitoring and Management Building and using Credit Rating/Monitoring Models Specific software applications, including Microsoft Excel, VBA, Word, PowerPoint, Access, Project, SPSS, SAS, STATA, ands many other Contact our corporate training group at http://www.vjbooks.net 244 .. .Managing & Tabulating Data in Excel Managing & Tabulating Data in Excel Managing & Tabulating Data in Excel Exce for Profess ona s Volume of the series Excell for Professiionalls Volume 1: Excel. .. MANAGING & TABULATING DATA Excel has extremely powerful data entry, data management, and tabulation tools The combination of tools provide almost database like 19 Managing & Tabulating Data in Excel. .. precluding the input of invalid data For that, you use an “input message” and an “error alert.” The former informs the person entering data into a cell about any 45 Managing & Tabulating Data in Excel