Excel 2007 What You Should Have Learned about Excel had You Been Paying Attention

Topics What’s New in 2007 Managing Spreadsheets Formatting Spreadsheets Using Multiple Worksheets Formulas Database Functions

Excel 2003 Vs 2007 What’s New?

The Quick Access Toolbar, MS Office Button, Mini Toolbar & Ribbon The MS Office Button, Quick Access Toolbar and the Ribbon replace the menu, Standard and Formatting Toolbars in Excel 2003.

Quick Access Toolbar Located next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions. By default, there are 3 buttons Save, New, and Open. Click on the arrow next to the toolbar, to open the customize menu Click the checkbox next to each feature to add and more options to the toolbar This is a New Feature

The MS Office Button replaces the File menu

The MS Office Button The MS Office Button is a New Feature of Excel This button is the access point to Create New Excel Workbooks Open Save Print Close This Button replaces the File menu

The MS Office Button The MS Office Button also houses Recently opened presentations Convert converts Excel files into the 2007 Format Prepare to finalize presentations for distribution Send which distributes presentations through facsimile or Publish to distribute a presentation to a server or shared workspace Excel Options (previously located under the Tools menu)

The Mini Toolbar The Mini Toolbar is a menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook. New Feature

Menus and Toolbars Formula Bar Formatting Toolbar Standard Toolbar In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar menu Toolbar

The Ribbon Commands: Buttons, boxes or menus relating to specific functions within Excel Tabs: 8 tabs representing common related activities Groups: Sections containing Related items or tasks Formula Bar: Shows Excel Formulas Office 2007 is arranged differently. All menus are located within tabs on a menu bar called the ribbon

Key Tips Key Tips are shortcuts to tab and menu options on the Ribbon. Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip. New Feature

The Ribbon tabs 1. Home: Popular Excel options found on the Standard and Formatting Toolbars in Excel Insert: Items associated with the Insert menu. 3. Page Layout: Items relating to how a Workbook is set up before any text is typed on the screen. 4. Formulas: Functions found Insert/Formulas menu. 5. Data: Database functions of Excel. 6. Review: Options for Proofing, Comments, Tracking Changes and Workbook protection. 7. View: Options for how you see Workbooks on the screen. 8. Add-ins: Converts Workbook to Flash Paper format.

The Home tab Clipboard group: Cut, copy and paste, plus the Format Painter. The Clipboard command opens the Clipboard, where 24 items can be saved. The Font group : Edit fonts, font colors, font sizes & font styles. The Alignment group: Text alignment, cell alignment, indentation, text orientation, text wrapping, and merge & center text. The Number group: Format numeric values including; currency ($), percentage (%), and decimal placement (.00).

The Home tab The Styles group: Three options to format cells: Conditional Formatting: The cell format based on changes in cell values. Format as table: This feature replaces the AutoFormat option. Cell Style: Format individual cells or sections of a worksheet. The Cells group: Insert, delete and format cells, columns, rows, and worksheets. The Editing group: AutoSum, Copy formatting, Clear, Sort & Filter, Find & Select data.

The Insert tab The Tables group: Inserts tables into a Workbook. Pivot table: Creates a Pivot table or chart from a worksheet Table: Creates a pre-formatted table from worksheet data. In prior versions of Excel, tables were referred to as “Lists”. When activating Insert/table, the Table Tools tab opens.

Table Tools Table Tools: The Properties group: Options to name or enlarge the table area. The Tools group: Options to convert table data to Pivot table, remove Duplicate Data, and Convert table to a standard worksheet. The External table Data group: Options to export table data, refresh. data, link and unlink tables, and revise table properties. The table Style Options group: Format the table. The table Styles group: A series of shading options.

The Insert tab The Illustration group: Inserts images and graphics. Inserting an image from the illustration group opens the Picture Tools tab.

The Picture Tools tab The Picture Tools tab replaces the Picture toolbar. The Adjust group: Edits image brightness, contrast, color, image quality, or resets image back to original settings. The Picture Styles group: Adds frames, effects and shapes. The Arrange group: Formats images within text. The Size group: Edits images size, allows for cropping.

The Insert tab The Charts group: This feature replaces of the Chart Wizard. Instead of sorting through the Wizard, users choose a Chart Style, this opens the Chart Tools tab, which offers options for Chart Design, Layout & Formatting.

The Chart Design tab The Type group: Change Chart styles (Step 1: Chart Wizard). The Data group: Data relationship options (Step 2). The Chart Layout group: Chart layout options (Step 3). The Chart Styles group: Color editing options (Step 3). The Location group: Chart placement options (step 4).

The Chart Layout tab The Layout tab edits the layout of the chart for such items as: Objects, Labels, Axis, Background and Analysis Properties.

The Chart Format tab The Format tab offers options for formatting charts including shapes, WordArt, chart arrangement and chart size.

The Insert tab The Links group: Places hyperlinks in a workbook. The Text group: Adds text items to a worksheet: Text boxes, headers and footers, WordArt, symbols and objects.

The Page Layout tab The Themes group: Themes are a series of designs for background color, font color and effects. New Feature. The Page Setup group: Includes options to set: Margins, page orientation (portrait or landscape), page sizes (8 1/2 X 11, legal, etc ), print area, page breaks, background (images), and titles (print column headings on each page).

The Page Layout tab The Scale to Fit group: Resets printing functions to fit a specific paper length or a number of pages. The Select Options group: View or print gridlines and/or column and row headings. The Arrange group: Arranges images, clipart, shapes and text on a worksheet.

The Formula tab The Formula Library: This is a quick reference to all of the different mathematical functions and operations that can be calculated using Excel. The Defined Names group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering. The Formula Auditing group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas. The Calculation group: This function determines when formulas are calculated, either automatically (by default) or manually.

The Data tab (Excel) The Get External Data group: This option replaces the Import External Data function. The Connections group: Updates and refreshes data imported from external sources. The Sort and Filter group: Replace the Sort and Filter options on the Tools menu. The Data Tools group: These tools assist to revise and develop databases. The Outline group: Displays by consolidating similar or grouped items. Three options: group, Ungroup, & Subtotal.

The Review tab The Proofing group: This group contains potions for revising a Workbook. Comments group: Comments were located on the Insert menu in Excel The Changes group: Replaces the Protection and Share Workbook options on the Tools menu in Excel Protect Workbook and Protect Sheet: Prevents other users from permanently changing data within a workbook. Share Workbook : Allows other users to view and change items in a Workbook. Track Changes: Allows users to see who has changed a workbook as well as the changes that were made.

T HE V IEW TAB (E XCEL ) The Workbook Views group: There are 5 options: Normal, Page Layout, Page Break Preview, Custom. Full Screen The Show/Hide group : Shows or hides various visual cues: Ruler, Gridlines, Formula Bar, Headings or Message Bar The Zoom group: Zoom is also located at the bottom right of the Workbook screen. The Window group: View multiple worksheets at the same time. The Macros group: Click on the icon to open, record or edit a Macro.

Managing a Spreadsheet Parts, Definitions & Management Tools

Parts of a spreadsheet Open the spreadsheet “Workbook07”, This workbook will be used throughout the course Click on the tab “Sheet1”

Parts of a spreadsheet Columns: Represented by letters; (A, B, C, D…etc). The column letter is at the top of the spreadsheet. Rows: Numbered (1,2,3,4..etc). The number is on the left side of the spreadsheet. Cell: The intersection of a row and a column. Worksheet: One Page of a spreadsheet. Workbook: A series of related spreadsheets.

Parts of a spreadsheet Cell: The intersection of a row and a column. Cell Address: The combination of letters and number that identifies a cell (A1, B3 etc). Cell Notation: Method of writing cell formulas, cell addresses, not cell contents are used when writing mathematical formulas for cells.

Selecting (Highlighting) Cells, Columns, Rows, or Spreadsheets Click Cell A1, it is outlined in black. Drag mouse up, down, left and right to select multiple rows or columns. Hold SHIFT and ARROW keys at the same time to select multiple rows or columns. Click on the top of Column A to select the entire column. Click on Row 1 to select the entire row. Click the upper-left corner to select the worksheet Note that the selected area Note that the selected area is outlined in black.

Inserting Cells, Rows, Columns or Worksheets Click on the tab “Sheet2” Select a cell on the worksheet On the Home tab, locate Insert and click the arrow Click on Cells Repeat the process to add a Sheet Row, Sheet Column, and a Sheet

Deleting Cells, Rows, Columns, and Worksheets Select a cell on the worksheet On the Home tab, locate Delete and click the arrow Click on Cells, rows, columns or sheet

Copying Worksheets It is not possible to highlight, copy and paste cell content and formatting in Excel. Instead, the worksheet and formatting are copied as a whole. On the Home tab, locate Format and click the arrow Click Move or Copy Sheet

Copying Worksheets On the Move or Copy menu Select Create a copy Choose Move to end Click OK

Copying Worksheets Select Sheet1(2) On the Home tab, locate Format and click the arrow Click Rename Sheet The tab name is highlighted in Black Type “Trends” As an alternative, right-click the tab Click Rename, and type the new sheet name

Copying Worksheets Select Trends On the Home tab, locate Format and click the arrow Click tab Color Choose a color from the menu

Formatting a Spreadsheet Getting Cells Ready for Data

Formatting Cells Click on “Sheet2” Select cells A1-J7 On the Home tab, locate the Font group Click the arrow to open the Formatting menu

Formatting Cell Font Style Click on Font tab. Change Font, Font Style, & Size to Arial 12 Bold. Use this feature to set the font for an entire worksheet, or a few cells

Formatting Cell Numeric Functions Click on the Number tab Choose Currency Choose the option to show Negative numbers in red

Formatting Cell Text Click the Alignment tab. Click the check box Wrap text to engage text wrapping and allow multiple lines of text to stay within a cell Click on the Horizontal or Vertical drop down arrows to center and align text within cells

Formatting Borders Note the pale gray cell borders. These are called grid lines. They are not visible when printed unless they are outlined with a border Click the Border tab Choose Outline border style

Formatting Cell Shading Worksheets have a white background. In order to create a colored background, click on the Patterns tab Choose a color to use for a cell shading. Pastel colors work best Click OK

Formatting Rows & Columns Rows and columns have a standard height and width. In order to change the width and height for larger text, or multiple character cell text, rows and columns must be formatted.

Format Rows and Columns Locate Format on the Home tab Click Row Height, and change it to 50 on the on the menu, and click OK As with rows, choose Format Column Width to adjust column width

AutoFit AutoFit will make columns wide and tall enough for text to fit, no matter how much text is in the cell. Move the mouse to the line in between two columns (A and B) When the mouse becomes this symbol, ( ), double- click

Merge and Center Merge and Center allows for several rows or columns of cells to be combined to create a single cell. This function is useful for creating a worksheet heading. This option will not effect the size of other cells in a worksheet.

Merge and Center Click on A1 and insert 3 rows Select cells A1 through G3 Locate and click the Merge and Center Icon on the Home tab Type “UIW Department of Instructional Technology Your Name Here, Technology Training ”

Merge and Center The text covers 3 lines. If you press the Enter Key after each line, the cursor will be moved to an empty cell (B1) Hold down the ALT + Enter keys at the same time, this will create a line break for multiple lines of text

View and Format Multiple Workbooks Click the Workbook tab Chicago On the View tab, locate and click New Window 3 times Click on the tabs for the worksheets National Sales, Atlanta & Boston 4 worksheets are open

View and Format Multiple Workbooks Click Arrange All Choose Tiled Select the Windows of active workbook check box Click OK This process will also work with multiple workbooks

Group Editing Hold down the CTRL Key and click each tab of one of the worksheets. The tab color should be white Locate Cell Styles on the Home tab Click Cell Styles and choose a 40% Accent 1 Click Cell Styles again and choose Currency All of the worksheets have $$ signs and the same formatting

G ETTING RID OF #### Sometimes, after formatting a worksheet numeric data will appear as #### Place the cursor between the cells When the cursor changes to a double- arrow line, ( ) click

Formulas Math-Excel Style

Formulas These are the basic rules of formulas. Formula are written in this manner: =cell address + cell address Note that you add the cells, not the cell content. Note that spaces are not used in formulas!

Formulas and Cell Notation The Name Box displays the cell name of a selected cell The Formula Bar shows the formula being entered a cell Formulas can be entered in the formula bar or in a cell Formulas can be copied to the formula bar Formulas cam be edited in the formula bar

Formulas Adding Multiple Cells Select Cell B8 Type =B1+B2+B3+B4 in the formula Bar Press ENTER Sum Function Select Cell C8 Type = SUM(C1:C6) Press ENTER Open the worksheet Formulas

Formulas The Point and Click method of adding cells Select Cell E8 Type an = Click Cell E1 Type + Click Cell F2 Type + Click Cell E3 Type + Press ENTER

Formulas Auto Average Select Cells G1–G6 Click Selector next to the Auto Sum Icon Σ on the Drop Down menu Choose Average

Formulas Auto Sum Open and Tile the Boston, Atlanta, Chicago and National Sales Worksheets Click on the tab for New York Select cells B4-B7 Click the selector next to the Auto Sum Icon Σ on the Drop Down menu Choose SUM

Formulas for Multiple Worksheets Open the National Totals Worksheet, and click Cell B7 Type =SUM( Hold down the CTRL Key and Click in Cell B7 of the Chicago Worksheet Click B7 Again Type a + sigh Repeat the process for cells B7 in Atlanta, and Boston Type a ) Look at the total in cell B7 of National Sales

Formulas for Multiple Worksheets Hold down the Ctrl + ` keys at the same time to display a formula Look at the Formula =SUM(Chicago!B7+‘Atlanta s'!B7+Boston'!B7) The ! Means that the formula spans across worksheets. Formulas may also span across workbooks using the same method, However all of the workbooks must be open

Copy Formulas Click cell B7 in the National Worksheet Move the mouse to the Bottom Right corner, so that it becomes a black + sign Click and drag the mouse from B7 to G7 The formula copies in each cell

Trends Open “ Trends” Select Cells A1 & A2 Hold the mouse over the bottom right corner until the pointer becomes a thin + sign Drag the mouse down to cell A10 Repeat the process in column B, Highlighting Cells B1-B

Trends Select Cells A12 & B12 Repeat the previous process, but drag across to column G

Date Functions Open the worksheet Dates In cell B1, Type +TODAY() This calculates today's date In cell B3, Type your date of birth In cell B5, Type =INT((TODAY()-B3)/365) This will give you your age (Don’t Lie) In cell B7 Type =NOW() This calculates the current date and time Current date and time can be calculated on the keyboard: Date: CTRL+; Time: CTRL+SHIFT+; Both: CTRL+; SPACE, then CTRL+SHIFT+;

Database Functions Sorts, Filters, and Lists

Sort Using Single Field Open Addressees A single field sort will list using a single field. Select Column B, by clicking on it. On the Home tab, locate the editing group and click Sort and Filter Click Sort A to Z

Sort Using Single Field Click Expand the selection Click Sort

Sort Using Multiple Fields In this sort, the request is to rank the the GPA’s of male and female students, by gender. In Addressees, select cell A1 The sort can be accessed from the Home tab by locating the editing group and clicking Custom Sort Sort may also be accessed by locating the Data tab and clicking Sort in the Sort and Filter group

Sort Using Multiple Fields Under Column, choose GPA Under Sort on use Values Under Order select Smallest to Largest

Sort Using Multiple Fields Click Add Level Under Column, choose GPA Under Sort on use Values Under Order select A to Z Click OK

Sort by Auto Filter Sorting by Auto Filter isolates data on the Spreadsheet. In Addresses, click cell A1, then click Filter Click on the toggle menu for the First Name category Click Select All Uncheck the box for Carl

Sort by Auto Filter Carl’s name is isolated Notice the toggle is shaped like the filter icon Click on the toggle again, and click Clear Filter Click OK, and the full worksheet returns

Sorting with more than one filter Data can also be filtered from more than one field Data can be filtered to generate lists of more than, less than, exact match or top ten For example a list of students with a GPA of 3.2 or higher

Sorting with more than one filter Click the toggle in the GPA field Click Number filters Choose greater than or equal to A new menu opens Type 3.0 in the is greater than field Click OK

Charts

Charts Graphic representation of data in a Worksheet Category labels (descriptive entries) Data points (numeric data) Data Points are grouped into Data Series which are represented by the data in a worksheet In order to create an effective chart, you need to know what you want the char to tell you

Labels and Data Points Category Labels Data Points (each entry) Data Series (All data in row)

Pie Chart Proportional relationships What percentage of sale is represented by what product? The total sales is the entire chart The total sales of each product, as a percentage of sales is represented by a slice of the pie Pie Carts are best read when there is a limited number (<7) of categories

Exploded Pie Chart Separates one or more slices of the pie for emphasis

Column Charts Uses actual numbers rather than percentages Data represented vertically Data is according to the X and Y axis

Bar Charts Data represented horizontally Data is according to the X and Y axis Bar charts have the advantage in that their long bars can better accentuate differences

Creating a Chart Charts can be Embedded in the worksheet As a separate chart sheet Any data change in the worksheet will automatically change the data in the chart Charts are created using the Chart group

Create a Chart Open the worksheet Chart Select A1 through B7 Click on the Insert tab, and choose Column from the Chart group Choose 3D column

Edit a Chart This will open the Design tab In the Data group, click Switch Row/Column In the Location group, choose New Sheet The chart is on a separate page

Edit a Chart On the Layout tab, choose Chart Title from the Label group Choose a Title Type Type M & M’s as the title

Edit a Chart Open the Format tab Choose Shape Fill from the Shape styles group Click on the first column of the chart ( blue ) change the color to red to match the colors listed in the legend. Colors are chosen by clicking on a color from the shape fill menu Repeat until chart column colors match the colors listed on the legend

Edit a Chart Click the Design tab Click Change Chart Type Change the chart to a Pie chart In the Data group, click Switch Row/Column The chart should look like this

Editing Charts Through the Spreadsheet Click on cell B7 Change the quantity of Brown M&M’s to 10 and push Enter Note the chart changes Repeat the process and change Blue to 24

Linking Worksheets to Documents

Linking an Excel Worksheet with a Word Document Click on the M&M Chart Copy the chart Open a Word Document Click Edit and Paste Special

Linking an Excel Worksheet with a Word Document Click Paste Link Click Microsoft Excel Chart Object Click OK

Linking an Excel Worksheet with a Word Document In Word, Double-click on the sections of the pie of the chart, this will open the Chart in Excel Change the colors to match the colors of the M&Ms Save both the Word and Excel documents Open the Word document

Linking an Excel Worksheet with a Word Document The worksheet and the document are linked. If the link is broken by moving one of the items to another location (for example moving the items to another computer), the link must be re-established. In order to keep both items portable, make sure that the link remains in tact by re-copying and re-pasting after the documents are moved.

Questions? Terence Peak, M.Ed. Coordinator of Technology Training Blackboard Certified Trainer The University of the Incarnate Word (210)