a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. a lesson approach Microsoft® Excel 2010 © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 2 Audit formulas. 1 Develop troubleshooting skills. 2 Use IFERROR. 3 Set a data validation list. 4 Use comments. 5 Insert pictures in a worksheet. 6 Explore Prepare for Sharing and Permissions commands. 7

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 3

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Auditing is the practice of examining cells and formulas for accuracy.  Excel performs some background error checking while you work.  A tiny green triangle in the upper-left corner highlights potential problems in a cell.  Some errors display an error value message in the cell.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Hover at the Error Checking Options button to display a ScreenTip about the error.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Evaluate Formula command steps through each part of a formula so that you can determine where the error is.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A dependent is a cell that relies on another cell.  A precedent is a cell that contributes to a formula’s results.  Either cell type can cause a formula error.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The error in cell C14 traces to cell C7 and to cell C3 on the Points worksheet. These are precedent cells.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 10

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Excel does not find all types of errors.  Excel does not correct errors; it only helps locate them and may offer suggested corrections for some types of errors.  You must find and correct many types of errors.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Go To Special dialog box can aid in locating several types of errors.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. When formulas have 3-D references, using multiple windows can aid in finding errors.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The New Window button is on the View command tab. It opens a second window with the same workbook. You can work in either window; it’s the same file.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Excel finds errors that refer to empty cells. Displaying formulas helps to locate formula inconsistencies.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 17

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The IFERROR function allows you to set your own error value message.  It is in the Logical category.  It has two arguments, Value and Value_if_error.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Instead of showing the default #VALUE! error message when the formula has an error, this formula will show “Check Points sheet!”

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Watch Window displays formula cells and their results. Use it for a large worksheet or one that has 3-D references.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 21

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Data validation checks a cell entry to determine if it matches conditions that have been set.  A data validation list is a way to standardize data entry and reduce errors.  A data validation list can be keyed, or it can refer to an existing range.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. This data validation list is the range named Cities.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. An Error Alert appears when a cell entry violates the settings. A Warning style does allow an invalid entry to be made.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 25

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A comment is pop-up explanatory text attached to a cell.  Comments can be set to display a small red triangle in the upper-right corner of the cell so that they appear only when you hover at the cell.  Comments can be set to appear on screen at all times.  Display choices are made in Excel Options (Advanced pane).

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A comment is an object that can be edited.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Comments can be set to display at all times. A comment can be sized.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 29

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  An image adds visual appeal to a worksheet.  An image is an object on the draw layer.  The size, position, color, shadow, border and more can be changed, depending on the original image format.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. You can use images that are saved in a format that Excel recognizes. Typical image formats are JPEG, PNG, TIF, GIF, PCX, and more. The Insert Picture from File button is on the Insert command tab.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. An image, when inserted, is at a default size. The Picture Tools Format tab is available when the image is selected.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. An image can be adjusted from the Picture Tools Format tab or from the Format Picture dialog box.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Images can be copied, and multiple images can be aligned.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 35

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Accessibility Checker identifies content that might be difficult to see for persons who are visually impaired. This command is on the Info pane in Backstage view.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Accessibility Checker suggests ways to correct visibility concerns. These include changing colors or providing alternate text.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The Document Inspector finds metadata and personal information that can be removed before saving a workbook. This is a privacy concern for businesses and individuals.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A digital signature is a property that electronically authenticates an Excel workbook.  A digital signature is not visible in the workbook.  A digital signature does not provide a high level of security.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A digital signature is a Protect Workbook command. It requires that a digital ID be created at your computer.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A workbook with a digital signature is [Read Only].

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Auditing is the practice of examining cells and formulas for accuracy.  Excel provides several tools to help you audit your worksheet for accuracy.  Excel performs background error checking.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Possible errors are noted with a tiny green triangle. Some error types display an error value message.  When a cell displays an error value message, you can evaluate each element in the formula step by step to pinpoint the cause of the error.  Excel error messages print with the worksheet unless the setting is changed in the Page Setup dialog box.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The Formula Auditing group on the Formulas command tab includes commands for tracing and evaluating formula errors.  A precedent contributes or provides data to a formula’s result.  A dependent is a cell that relies on another cell for its value.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  You can use the Go To Special dialog box to select cells with errors, blanks, and other types of data.  Having multiple windows of the same workbook is a way to monitor 3-D references and formulas as well as large worksheets.  Display the formulas to aid in locating errors.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The Watch Window displays formula cells and related information in a separate window that floats over the worksheet.  The IFERROR function from the Logical category enables you to create your own error messages.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Data validation specifies what data are permissible in a range of cells. It is a method of ensuring accuracy for some types of entries.  A data validation list is a set of data from which a choice is made.  It is possible to allow invalid entries to be made with a warning or to prohibit the entries.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A comment is a text box attached to a cell. Comments can be used for annotations, notes, or explanations.  Many types of images can be placed on a worksheet. They are objects and can be sized, positioned, and formatted.  The Picture Tools Format tab provides the commands for modifying a picture.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The Accessibility Checker scans a workbook for cells and objects that might be problematic for a person with a visual impairment.  The Document Inspector finds metadata and personal information in a workbook for possible removal.  A digital signature authenticates your work at your own computer.