Worksheets, a Further Look Excel Intermediate

Renaming Worksheets Double click on the tab you wish to rename –Enter the new name Or right-click on a worksheet tab and use a pop-up menu

Deleting and Inserting Worksheets You can insert and delete worksheets: –By clicking on the relevant worksheet tab with the right-hand mouse button and selecting Insert or Delete from the pop-up menu OR –By selecting Worksheet from the Insert menu, or Delete Sheet from the Edit menu

Finding Files Allows you to easily locate files stored on disk

Displaying Other Toolbars From the View menu, select Toolbars and pick from the sub-menu displayed Or right click on any toolbar to see a pop-up list

Customizing the Look of the Toolbars & Menus Right click on any toolbar Select Customize Select the Options tab

Freeze Panes To enable you to see which row or column you are in when you are working on a large worksheet, you may wish to lock the row or column headings –To do this, use Freeze Panes

Grouping and Ungrouping Worksheets Allows you to edit and format several worksheets at the same time Changes made to the active sheet will be reflected in all sheets in the group

The Series Command Excel 2000 recognizes the concept of a series –For instance, if you were to enter the word MONDAY, Excel 2000 can automatically extend the series across selected cells to display the rest of the days of the week The same can be done with dates, times and items such as Q2 or Qtr2 Different types of series –Linear Excel 2000 increases or decreases the values by a constant value –Growth Excel 2000 will multiply the value by a constant factor –AutoFill Excel 2000 can extend various types of data, such as Qtr1, Qtr2, Qtr3 AutoFill may be used directly on your worksheet using drag and drop techniques, or may be applied using the Series command located under the Edit/Fill drop down menu

Further Formatting Techniques Excel Intermediate

Conditional Formatting Allows you to highlight data if it meets a specified criteria You can also find cells that meet a specified criteria

Creating New Styles Based on Existing Cell Formatting You may define selected, formatted characters as new styles Use the Style command located under the Format menu

Using Colors in Excel 2000 Make sure that you know how: –To change the color of your text –To print text in color –To apply colors to cells –To apply a pattern to cells Fill Color Font Color

Using Colors Based on Values You can format cells so that negative number within those cells are automatically displayed in red

Gridlines Make sure that you know how: To turn off the gridlines on-screen To turn on the gridlines so that they will be printed

Hiding Data and Re-displaying Data Columns, rows or entire worksheets may be hidden Hidden items will not print when you print the worksheet TIP: Right click and select Hide

Further Functions Excel Intermediate

What are Functions? Functions are special commands They can be used to make complex operations simple Functions extend the powers of Excel 2000

Using Paste Function The Paste Function is an Excel Wizard that will help you construct your functions Paste Function Icon

The IF( ) Function This function is used to make a decision based upon a value within the Spreadsheet IF(Logical_test, Action_if_true, Action_if_false)

Data Validation Functions Excel 2000 has a number of functions which are mainly used to validate data entry –IFBLANK –IFERR –IFERROR –IFLOGICAL –IFNA –IFNUMBER –IFREF –IFTEXT

The HLOOKUP / VLOOKUP Functions A means of looking for values in predefined tables of figures –Examples Postage rates Tax tables Discount tables

A Sample HLOOKUP

The CHOOSE Function A means of choosing from a list of up to 29 options Easier though less versatile than “Lookups”

Entering a CHOOSE Function

The Date Functions A wide range of functions exist to assist with date manipulation Examples –DATE() –DAY() –MONTH() –TODAY() –WEEKDAY()

Mathematical Date Functions Make sure that you know how: –To calculate the difference between two dates in days or weeks –To add days or weeks to a date –To add months to a date –To find out the last day of the month

Time Functions A range of functions exist to assist with manipulation of Time Examples –HOUR –MINUTE –NOW –SECOND –TIME –TIMEVALUE

Text Manipulation Functions A wide range of functions exist to assist with Text manipulation Some examples –CONCATENATE –LEFT –LEN –LOWER –REPT –RIGHT –TRIM –UPPER

Database and List Management Excel Intermediate

What is a Database? A structured collection of related data about one or more subjects An address book, a Telephone directory, a Timetable etc.

Excel 2000 Databases Made up of records and fields in the form of an Excel 2000 table The top row normally contains the field names Each row normally contains the details that make up each record

Database Terminology Record –A collection of Data about an individual item –A Row in Excel 2000 Field –A single item of data common to all records –A Column in Excel 2000 Field Name –The top row of an Excel 2000 database naming the fields Jones R. A. The Paddock, Cirencester. Cirencester

Creating, Editing and Navigating a Database

Sorting an Internal Excel 2000 Database

What is AutoFilter?

Filtering Data Any data in a list can be selectively filtered

Top 10 AutoFilter

Advanced Filtering Use of the advanced filter allows for: –Multiple selections from the same field –Selections based on calculations –Selections across multiple fields

Totaling and Manipulating Filtered Data Use SUBTOTAL not SUM Rows not visible after you have applied AutoFilter are not ‘Hidden’ - they are just not displayed –They are not included in SUBTOTAL functions (but are included in SUM functions) –They are not printed (unlike manually hidden cells) –They are not used to construct new chart information –They remain unchanged if the AutoFill command is used –They remain unchanged if you apply formatting commands –They remain unchanged if you use the Sort, Clear, Copy or Delete Row commands

Creating Subtotals Allows for easy creation of subtotals within list databases

Using Dataforms Dataforms allow you to: –enter new information easily –edit existing information –delete existing records –find particular records easily

The Excel 2000 Data Form The Excel 2000 Data Form allows you to easily view, modify, add, and delete records from a list or database You can also use the Data Form to display specific records based on a filter criteria

Customizing Charts Excel Intermediate

The Chart Wizard (1) - Chart Type Select or click within the data Click on the Chart Wizard icon This will guide you through the chart creation process

The Chart Wizard (2) - Data Source Allows you to define the data that will be used to create the chart

The Chart Wizard (3) - Chart Options Allows you to define the options you wish to include or customize, including: –Titles –Axis –Gridlines –Legend –Data Labels –Data Table

The Chart Wizard (4) - Chart Location Allows you to insert the chart into the current worksheet or to create it in a new worksheet which will be added to the current workbook

Adding or Removing Data After you have created a chart, data can easily be added to it or selectively removed from it You can use drag and drop techniques or use the Windows Clipboard

Changing Data By Dragging and Dropping Columns If you use drag and drop techniques within a chart to, for instance, make a column taller or shorter, then this change will be reflected in the original data used to create the chart This is a very convenient way of ‘fiddling the figures’ if you want a particular shape to your graph and wish to generate data to fit the graph!

Chart Formatting - Chart Area Double click on the chart area to display the relevant dialog boxes –The chart area is the ‘empty’ chart background

Chart Formatting - Legends Double click on the legend to display the relevant dialog boxes

Chart Formatting - Axis Double click on an axis to display the relevant dialog box

Chart Formatting - The Plot Area Double click on the Plot area to display the relevant dialog box –The plot area is the ‘empty’ area of the actual graph

Chart Formatting - Gridlines Double click on a gridline to display the relevant dialog box

Chart Formatting - The Data Series Double click on a data series to display the relevant dialog box

Drawing and Pictures Excel Intermediate

Drawing Lines, Boxes, Ovals and Arcs You can use the drawing buttons to add drawing objects to your worksheets inside Excel –These buttons allow you to create ovals, rectangles, freehand lines, and polygons

Using AutoShapes From the Drawing toolbar select AutoShapes Once the AutoShape has been created, double click on it to format it

Creating Text Boxes Click the Text Box icon within the Drawing toolbar Double click on the borders to open the Format Text Box dialog box

Pictures From the Insert menu, select Picture

Bring to Front/Send to Back Right click on a selected object, and select from the Order sub-menu

Grouping and Un-grouping Objects Right click on a selected object, and select from the Grouping sub-menu Depress the Shift key to select multiple objects

Excel 2000 and Other Applications Excel Intermediate

Using the Conversion Feature –The conversion feature allows you to open worksheets created by other programs and convert them to Excel 2000 worksheets, convert formulas into the values they display, and convert graphic objects into bitmapped graphics Open dialog SaveAs dialog

Cut, Copy and Paste - Using the Clipboard Cut –Moves selected data to the Windows Clipboard Copy –Copies selected data to the Windows Clipboard Paste –Copies data from the Clipboard to the location of the insertion point

Using Paste Special Allows you to copy and paste specific aspects of an item such as a formula, a value or a result Copy the item and choose Paste Special from the Edit menu

OLE - Embedding vs. Linking Embedding –Data is copied from one application to another –Changes made to the original data do not effect the copy of the data in the second application –The copied data in the second application may be edited without affecting the original data Linking –Data from one application is linked to a copy of the data which is displayed in the second application –If the original data is edited changes are reflected in the copy of the data in the second application

Linking Data From Other Worksheets Data on different worksheets may easily be linked together Data may be linked between different programs!

Linking Data With Other Applications Use the Paste Special/Paste Link command WORDEXCEL Use the Edit/Link command to manipulate the link(s) POWERPOINT

Linking Data To Word Copy the required data to the Clipboard In Word use the Paste Special/Paste Link command