ABOUT THIS COURSE... 4 ABOUT THIS MANUAL... 5 LESSON 1: STREAMLINING WORKFLOW... 6

Transcription

1 Table of Contents ABOUT THIS COURSE... 4 ABOUT THIS MANUAL... 5 LESSON 1: STREAMLINING WORKFLOW... 6 TOPIC 1A: UPDATE WORKBOOK PROPERTIES... 7 Modify User Information in Document Properties... 7 Modify User Information in the Word Options... 8 TOPIC 1B: CREATE A MACRO... 9 Absolute and Relative References... 9 Show the Developer Tab... 9 The Personal Macro Workbook Security Issues Changing the Security Setting View or Modify the list of Trusted Publishers Trusted Locations Remove one of the Trusted Publishers Don ts when recording macros Do s when recording macros Saving a Macro Workbook Show the Developer Tab To record a macro To assign a macro to a shortcut key Running Macros To run a macro assigned to a shortcut key TOPIC 1C: EDIT A MACRO Edit a Macro TOPIC 1D: APPLY CONDITIONAL FORMATTING To format a range of cells using Conditional Formatting To Set Conditional Formatting Rules Conditional Formatting Rules manager Add a New Rule Edit a rule Delete a rule TOPIC 1E: ADD DATA VALIDATION CRITERIA To set data validation for a range of cells To set input messages To display an Error Alert To display input messages To see an error alert To display a Drop Down List Data Validation Drop Down List To Find cells which have Data Validation Stop Duplicate Values LESSON 2: COLLABORATING WITH OTHER USERS SECURITY FEATURES WITHIN EXCEL TOPIC 2A: PROTECT FILES To specify a password for opening a workbook To specify a password for modifying a workbook To use the Read-only recommended option To use the Always create backup option To remove a password from an Excel workbook To protect a workbook To unprotect a workbook Protect and Share a Workbook To protect a worksheet... 31

2 2 Microsoft Office Excel 2010 Level 3 To unprotect a worksheet To hide an entire sheet To Unhide an entire sheet To hide a row To Unhide an entire sheet To hide a column To unhide a column Allow user to edit changes To protect a cell Locked Hidden TOPIC 2B: SHARE A WORKBOOK Share a Workbook TOPIC 2C: SET AND REVIEW REVISION TRACKING Track changes Review Tracked Changes View changes on the History worksheet TOPIC 2D: MERGE WORKBOOKS LESSON 3: AUDITING WORKSHEETS TOPIC 3A: AUDITING WORKSHEETS Trace Cells Remove Arrows Show Formulas TOPIC 3B: TROUBLESHOOT ERRORS IN FORMULAS Use the Error Checking button Go To Errors TOPIC 3C: TROUBLESHOOT INVALID DATA AND FORMULAS Circle Invalid Data Go To Data Validated cells TOPIC 3D: WATCH AND EVALUATE FORMULAS TOPIC 3E: CREATE A DATA LIST OUTLINE Create a Data List Delete a Custom List Import a Data List LESSON 4: ANALYZING DATA TOPIC 4A: CREATE A TRENDLINE Logarithmic Polynomial Power Exponential Moving Average Add a Trendline TOPIC 4B: CREATE SPARKLINES Create Sparklines TOPIC 4C: PERFORMING WHAT-IF ANALYSIS Scenario Manager Solver Goal Seek Scenario Manager an example Solver Terminology Add-In Solver First construct your spreadsheet TOPIC 4D: PERFORM LOGICAL FUNCTIONS AND FALSE TRUE OR IFERROR IF... 63

3 Microsoft Office Excel 2010 Level 3 3 NOT LESSON 5: WORKING WITH MULTIPLE WORKBOOKS TOPIC 5A: CREATE A WORKSPACE Create a Workspace TOPIC 5B: CONSOLIDATE DATA Consolidation by Position Consolidation by Category To consolidate data by Position over several worksheets or worksheet pages To Consolidate By Category selected rows and columns from several worksheets or workbooks TOPIC 5C: LINK CELLS IN DIFFERENT WORKBOOKS D Cell Reference within the same workbook D Cell References using different workbooks TOPIC 5D: EDIT LINKS Managing Links Remove Links LESSON 6: IMPORTING AND EXPORTING DATA TOPIC 6A: IMPORT A DELIMITED TEXT FILE Most common Text formats Text Text (Tab Delimited) Formatted Text CSV (Comma Separated Values) To import delimited text into a sheet using the Text Wizard TOPIC 6B: EXPORT EXCEL DATA Copy a Chart into Word with a Paste Link LESSON 7: INTEGRATING EXCEL DATA WITH THE WEB TOPIC 7A: PUBLISHING A WORKSHEET TO THE WEB STRUCTURING WORKBOOKS WITH XML WHAT THE H IS XML? WHAT THE H.. IS XML? XML DATA TYPES TOPIC 8A: DEVELOP XML MAPS Save your data as a separate XML file Export the data Save your data as an Excel workbook Create a map using the XML Source task pane Importing data to the map Add new items to map Adding Data by Hand Exporting Mapped Data Viewing the exported data Move Mapped Cells Remove Mapped cells and leave data in place To remove a block of related elements To remove the mapped cells and all data... 92

4 4 Microsoft Office Excel 2010 Level 3 About this Course This course has been designed specifically for delegates who have attended the Microsoft Office Excel 2010 Level 1 and Level 2 courses or have the equivalent knowledge. The objectives of this tailored course are the following: Lesson 1: Streamlining Workflow Topic 1A: Update Workbook Properties Topic 1B: Create a Macro Topic 1C: Edit a Macro Topic 1D: Apply Conditional Formatting Topic 1E: Add Data Validation Criteria Lesson 2: Collaborating with Other Users Topic 2A: Protect Files Topic 2B: Share a Workbook Topic 2C: Set Revision Tracking Topic 2D: Review Tracked Revisions Topic 2E: Merge Workbooks Lesson 3: Auditing Worksheets Topic 3A: Trace Cells Topic 3B: Troubleshoot Invalid Data and Formula Errors Topic 3C: Watch and Evaluate Formulas Topic 3D: Create a Data List Outline Lesson 4: Analyzing Data Topic 4A: Create a Trendline Topic 4B: Create Sparklines Topic 4D: Perform a What-If Analysis Topic 4E: Perform a Logical Functions Lesson 5: Working with Multiple Workbooks Topic 5A: Create a Workspace Topic 5B: Consolidate Data Topic 5C: Link Cells in Different Workbooks Topic 5D: Edit Links Lesson 6: Importing and Exporting Data Topic 6A: Export Excel Data Topic 6B: Import a Delimited Text File Lesson 7: Integrating Excel Data with the Web Topic 7A: Publish a Worksheet to the Web Lesson 8: Structuring Workbooks with XML Topic 8A: Develop XML Maps Topic 8B: Import and Export XML Data Both the Course and the Manual will give you Hands-On experience which is vital to your learning process within this course.

5 Microsoft Office Excel 2010 Level 3 5 About this Manual Within the Manual s contents, we have for simplicity, kept terminology to a minimum. Any terminology we have used is fully explained in easy to understand statements. The Manual has been designed to provide you with a useful tool both in the classroom environment and as a Reference Book once the course is over. At the beginning of each topic you will see a list of Module Objectives that detail exactly what the topic contains. Each topic is graphically represented at the top of each page with some diagrams and/or text. Often these are condensed items for the particular topic. Within each topic are snapshots of dialog boxes you will see on your own screen as you go through the course. This will assist you when you go back over any particular topic as to what you should be viewing on your screen at any given time. Whilst working with the Manual, you will see that when you are asked to click on something on your screen, the text will be in bold. For example: Click the Ok button In this instance, we would like you to click on the button, which says Ok. We are always interested in your comments on the Manual, Course and Tutor. We would ask, therefore, that you give your comments on your Course Evaluation Sheet at the end of the Course. Please be aware that Elite Training & Consultancy Ltd, holds the copyright to this manual and should not be photocopied as a whole or in part.

6 6 Microsoft Office Excel 2010 Level 3 Lesson 1: Streamlining Workflow Learning Module Objectives When you have completed this learning module you will have seen how to: Update a Workbook s Properties Create a Macro Edit a Macro Apply Conditional Formatting Add Data Validation Criteria

7 Microsoft Office Excel 2010 Level 3 7 Each time you create a workbook Excel uses Document Properties to leave behind information about the Author by default Update Workbook Properties Topic 1A: Update Workbook Properties Background Modify User Information in Document Properties Document Properties store information about the user including the user name and company information. More information may be added to the default information (usually the Author) if required which will then be useful when searching for documents on a network and displaying information in comments etc. Select the File tab and select Info. The Document Properties will be displayed on the right hand side of the window. (see illustration above) You can add information like, Title, Tag and Comments just by clicking and typing in theses. Information like Size, Pages, Words will automatically be populated as you work with the document as will the Last Modified, Created, Last Printed. In the Related People section, rest your mouse over the Author and you will see the People Pane with information about the person who created the document. To add more information, click the Document Properties downward arrow select Advanced Properties and The Properties window will display 5 tabs where you can add information Add the information as required and click OK To add a panel of properties to the top of the Word document, click the Show Document Panel option under the Properties drop down arrow.

8 8 Microsoft Office Excel 2010 Level 3 Modify User Information in the Word Options Select the File tab and select Options In the Personalize your copy of Microsoft Office section change the User name and Initials as necessary and click OK Close the Document Properties window by clicking the small black cross at the top right of the window

9 Microsoft Office Excel 2010 Level 3 9 Create a Macro A macro is a series of instructions which enable you to make Excel 2010 perform commands or actions for you Excel 2010 can repeat a task at any time by using a macro They are useful for complex or repetitive tasks which you perform regularly Topic 1B: Create a Macro Background If you are not a programmer then do not worry! Macros do not necessarily involve programming! The easiest way to create a new macro is to have Excel record your actions and then store these actions as a macro. Macros can be played back or modified at any time. WARNING: When you start to record your macro the computer remembers the entire keystrokes and mouse click, (the correct and incorrect ones). It is therefore good practice before you record a macro to go through all the steps you will use to avoid mistakes. You may even wish to write down all the keystrokes and mouse clicks on paper first! Absolute and Relative References Before you begin recording a macro, you must decide whether the cell references will be Absolute or Relative. An absolute reference refers to a specific cell address such as A1. Also, absolute is the default setting. For example, when you record your macro using the default setting, and you input data in cell A6, Excel will place the data in the A6 position each time the macro is executed. A Relative reference, on the other hand, refers to a cell s position relative to other cells, rather than a specific cell address. For example, if you want the macro to begin in a position relative to the cell in which you click, click on the Relative Reference button on the Developer toolbar. Show the Developer Tab Select the File tab and then select the Options button at the bottom right of the window. Click Customize Ribbon. Under Customize the Ribbon, select the Developer check box and click OK. The Developer tab should now be visible

10 10 Microsoft Office Excel 2010 Level 3 The Personal Macro Workbook If you wish to run a macro in any workbook, you must record the macro to the Personal Macro Workbook (Personal.xlsb). This workbook is normally hidden deep inside Excel and its only function in life is to store macros. Storing a macro to the Personal Macro Workbook is the same as storing it in a New Workbook or This Workbook. It is when you come to delete the macro that the problems arise. You must first unhide the Personal Macro Workbook, delete the macro, then save and hide the Personal Macro Workbook again. You should then close down Excel and if you are asked to save the Personal Macro Workbook again, click yes. When you open up Excel again, check that the Title Bar states Book1 and not Personal.xls. Security Issues Excel has now brought more security into the 2010 version. Viruses can hide inside macros therefore it is essential that you know where your document has come from and that you can trust the source not to have any hidden viruses. You should, however, ensure that your anti-virus software is fully up-to-date. Some workbooks may come to you digitally signed. This is an electronic encryption-based, secure stamp of authentication and confirms that the document originated from the signer and has not been altered. When your software was installed the default security setting is set to Disable all macros without notification so that you have protection against workbooks containing viruses. Changing the Security Setting From the Developer tab, select Macro Security This will invoke the Trust Center dialog box and Macro Security Settings View or Modify the list of Trusted Publishers Click on the option required. On the Developer Tab, click Macro Security This will invoke the Trust Center dialog box and Macro Security Settings Select the Trusted Publishers tab

11 Microsoft Office Excel 2010 Level 3 11 Trusted Locations As you work with previous versions Excel a list of trusted sources would have been created for you. As you can see from the illustration below, there are a set of Trusted Locations by default. If you wish to remove any source, click the Remove button and click OK. Alternatively, if you want to add any locations click the Add button. Remove one of the Trusted Publishers Don ts when recording macros Do s when recording macros Saving a Macro Workbook With the Trust Center window open, select the Trusted Publishers tab Click on the Trusted Publisher you wish to delete Click the Remove button Click OK Right-click while recording as this puts bugs into the code, which are very difficult to find and repair. Forget to save the Personal Macro workbook when you use it. Forget to hide the Personal Macro workbook when you are finished with it. Use Tabs and keep it simple If recording an Absolute macro, click in the cell you wish to start recording. As soon as you start recording, click again in the cell in which you want the recording to start. When the macro is run, it will always refer back to the original cell it was recorded in. When recording an Absolute macro, it is considered good macro practices to click back in the first cell you started with. If recording a Relative macro, click in the cell you wish to start the macro but DO NOT click back in the starting cell when you start recording. This will insert additional code into the macro called Offset. Depending where you try to run the macro (i.e. in cell A1 if recorded in cell C1) it will return an error. Know exactly where you are recording the macro. This Workbook, Personal Macro Workbook or a New Workbook. Make up your mind before recording the macro whether it will be Absolute or Relative. Ensure you select the correct button from the Macro Toolbar when you start recording Enter a description in the Description box when starting to record a macro. This will help you determine what the macro does if you have many macros. If you have previously recorded in the Personal Macro workbook or made changes to it, close Excel then re-launch Excel and ensure that the title bar states Book1. When you save a workbook with macros you must save it to a Macro Enabled Workbook (.xlsm) in this version of Excel. This preserves macros and macro sheets in addition to the other features in Excel.

12 12 Microsoft Office Excel 2010 Level 3 To Record a Macro Enter the details into the Record Macro dialog box, click on OK and start recording! Click on this button to stop recording To Record a Macro Show the Developer Tab Select the File tab and then select the Options button at the bottom right of the window. Click Customize Ribbon. Under Customize the Ribbon, select the Developer check box and click OK. The Developer tab should now be visible To record a macro From the Developer tab select Record Macro display the Record Macro dialog box Enter a name for the macro in the Macro name text box (Can have underscores but no spaces) The default description is displayed in the Description text box, and contains the date and user name. If required, click in the Description text box and enter a new description Select from the Store Macro in section whether you wish to store your macro in This Workbook, New Workbook or Personal Macro Workbook To begin recording, select OK Select whether the macro will be Relative or Absolute. Click the Use Relative References macro Relative. to button to make the Start performing the actions you want the macro to record. Excel will record them To stop recording, click the Stop Recording button in the Developer Tab

13 Microsoft Office Excel 2010 Level 3 13 To assign a macro to a shortcut key From the Developer tab and the Code group of buttons select the Macros button to display the Macros dialog box Click on the macro name to which you want to assign a shortcut key Select the Options button to display the Macro Options dialog box. Running Macros Type a letter into the Ctrl+ text box. This will be the key combination used to invoke the macro. (You can also hold down the Shift key and type a letter into the Ctrl+ text box. This will give you the option Ctrl+Shift+letter to invoke the macro). Select OK and return to the Macro dialog box Click on the Close icon in the top right of the dialog box From the Developer tab and the Code group of buttons select the Macros button to display the Macros dialog box Click on the name of the macro you wish to run in the Macro Name list box Select the Run button To run a macro assigned to a shortcut key Press Ctrl+ the letter which you assigned

14 14 Microsoft Office Excel 2010 Level 3 Edit a Macro Editing can be done in the Visual Basic Window Visual Basic is the code which is created by Excel when you press the keys on the keyboard or click the mouse buttons Topic 1C: Edit a Macro Background Edit a Macro Once you have created your macro you may need to edit it to perform something slightly different or just to correct what it was programmed to do. This is done in the Visual Basic window. Visual Basic is the coding language Excel creates when you record the macro. So while you press the keys on the keyboard or click the mouse, Excel records all this in code. It looks scary but once you know how this works it s really quite easy. Select the Developer tab and click the Macros window. button to invoke the Macros Select the macro you want to edit and click the Edit button. You will now see the Visual Basic Project Window.

15 Microsoft Office Excel 2010 Level 3 15 On the left are a list of the workbooks open and you can see a Modules folder. The right hand pane will display the code for your macro. You can change any cell reference, information in quotations by over typing You can change any formatting from True to False or vice versa. True will switch on the formatting while False will switch it off. To return back to Excel, click the File menu and select Close and Return to Microsoft Excel. Save the workbook as a Macro Enabled Workbook.

16 16 Microsoft Office Excel 2010 Level 3 Apply Conditional Formatting Allows you to highlight data it if meets a specified criteria You can also find cells that meet a specific criteria New features in Excel 2010 include Data Bars, Color Scales and Icon Sets Topic 1D: Apply Conditional Formatting Background New in Conditional Formatting Use Conditional Formatting techniques to highlight formula results or other cell values that you want to monitor. You can identify the cells by applying conditional formats of Font Colour, or Bold/Italics; Border Style; Background Color or Pattern. In this version of Excel you can have as many Conditional Formats applied to the same cells as your computer memory will allow. The Conditional Formatting options now offer lots more options. With rich data visualisation schemes to discover and illustrate important trends and highlight exceptions in your data with coloured gradients (heat maps), data bars and icons. Once the cells for formatting have been selected here are some of the options on offer. The Highlight Cell Rules and Top/Bottom Rules offer new ways to set rules for Greater Than, Less Than etc.

17 Microsoft Office Excel 2010 Level 3 17 Data Bars, Color Scales and Icon Sets offer a completely new way to use Conditional Formatting where you can choose whichever of these visual sets you require. Here you will also soo Formatting on the fly. With your data selected, click on Data Bars and select fromone of the 6 options offered. The length of the colour of the bars represents the value in the cells i.e. the longer the bar the higher the value. There is also a More Rules option, which we will leave for now, but will offer more ways to set Conditional Formatting. Color Scales offer a similar way to set Conditional Formatting by displaying a two or three colour gradient in each cell. The shade of the colour represents the value in the cell. There is also a More Rules option, which we will leave for now, but will offer more ways to set Conditional Formatting. Icon Sets again offers a new way to set Conditional Formatting by graphically displaying Taffic Lights (2) (which you see below), Arrows, Red to Black, Symbols, Ratings etc. When you rest your mouse pointer on one of the set of icons, a small box appears giving a description of that option. There is a More Rules option, which we will leave for now, but will offer more ways to set Conditional Formatting.

18 18 Microsoft Office Excel 2010 Level 3 To format a range of cells using Conditional Formatting If we enter the data as illustrated, we can then apply conditional formatting to it Select the range of cells to which to apply conditional formatting. In this example the range would be A1:B5. Click on the Styles group of buttons and select the Conditional Formatting button. This will display a list of Conditional options If we select Highlight Cell Rules, and then select Between, Excel will suggest the figures you may be looking for with suggested colour fill and Text Formatting If this is not what you want just type in the numbers and click the drop down arrow next to the With box and select the formatting you require. If you choose Custom Formatting at the bottom of the list you will see the Format dialog box where you can make your choices. Click OK. To Set Conditional Formatting Rules Select the range of cells to which to apply conditional formatting. In this example the range would be A1:B5. Click on the Styles group of buttons and select the Conditional Formatting button. This will display a list of Conditional options Select New Rule and you will now see the New Formatting Rule dialog box.

19 Microsoft Office Excel 2010 Level 3 19 The rules at the top of the window govern the choices at the bottom of the window. Each Rule at the top of the window will give you certain options. You can change the colours, minimum and maximum values by clicking the drop down arrows. Select the rule required and click OK Conditional Formatting Rules manager If you want to manage the rules you already have or make new rules Click on the Styles group of buttons and select the Conditional Formatting button. This will display a list of Conditional options, select Manage Rules. The Conditional Formatting Rules Manager dialog box will be displayed Add a New Rule Select the data you have applied Conditional formatting to Click the New Rule button Edit a rule Select the data you have applied Conditional formatting to Click the Edit Rule button Delete a rule Select the data you have applied Conditional formatting to Click the Delete Rule button Alternatively you can delete a rule by selecting the Clear Rules option Select either Clear Rules from Selected Cells or Clear Rules from Entire sheet

20 20 Microsoft Office Excel 2010 Level 3 Add Data Validation Criteria Allows you to specific the type of data that is entered into a range of cells Topic 1E: Add Data Validation Criteria Background When you check for valid data, you can display a message before or after data is entered or display both messages. Error messages are displayed only when data is entered in a cell, not when a formula in a cell calculates an incorrect value or a macro places incorrect data in a cell. When a user enters data that is not valid, you can display either of two types of error messages. You can display an informative message that lets the person correct the data or leave it in the cell, or a warning message that asks whether the person wants to continue or go back and correct the data. If you want to keep data that is not valid from being entered, you can display a message that explains the error and stops the person from continuing until the error is corrected. To set data validation for a range of cells Select a range within the worksheet that you wish to set data validation for. Click on the Data tab and Data Tools group of buttons Then select the Validation button. Click on the Allow drop down list, and then select the type of data that you wish to allow to be entered into the selected range. In this case we have selected Whole Number. Also we have decided to only allow whole numbers between 0 and 99

21 Microsoft Office Excel 2010 Level 3 21 To set input messages From the Data Validation dialog box, select the Input Message tab In the Title text box, enter the title for the message In the Input Message text box, enter the text of your message To display an Error Alert From the Data Validation dialog box, select the Error Alert tab Use the Style drop down to select the style of error alert i.e. Stop, Warning or Information In the Title text box, enter a Title for your warning In the Error Message text box, enter the text of your message and click OK. To display input messages Once you have set an input message and closed the Data Validation dialog box, simply clicking on a cell that has been formatted with an input message will display the message, as illustrated below.

22 22 Microsoft Office Excel 2010 Level 3 To see an error alert Once you have set an input message and closed the Data Validation dialog box, when you try to enter the wrong data into the data validated cell it will cause an error alert to be displayed when you press the Enter key, as illustrated below: To display a Drop Down List Excel Data Validation has the ability to display your data on a drop down list. Using this feature saves typing which also saves errors being made. The data you use to populate the Drop Down List should be on the same worksheet. If not, you will have to enter all the data, separating each entry with a comma. Click on the Data drop down menu and then select the Validation command. Click on the Allow drop down list, and then select the type of data that you wish to allow to be entered into the selected range. In this case we will select List The Source is where the original data lies so click in the Source box Click and drag with the mouse to select the cells which contain the data If your data is on a different worksheet, type each entry into the Source box separating each one with a comma (,). If you want an Input Message, select the Input Message tab Enter a Title and Input Message Click OK

23 Microsoft Office Excel 2010 Level 3 23 Data Validation Drop Down List Excel allows you to display a Drop Down list of data using Data Validation. Using this feature ensures that the data presented is correct. The one restriction to this feature is that the original data should be on the same worksheet as the drop down list. If it is not, you will have to enter the data directly into the Source box separating each entry with a comma(,). Click in the cell where you wish the drop down list to appear Click on the Data drop down menu and then select the Validation command. Click on the Allow drop down list, and then select the type of data that you wish to allow to be entered into the selected range. In this case we will select List. Click in the Source box then click and drag with your mouse over the data you want for the drop down list. If your data is on another worksheet, enter the data into the Source box separating each entry with a comma(,). If you require an Input Message, click the Input Message tab and enter a Title and Message Click OK

24 24 Microsoft Office Excel 2010 Level 3 To Find cells which have Data Validation From the Edit drop down menu, Select Go To Click the Special button From the list presented, select Data Validation If you want to see all the cells containing validation, select All All the cells which have data validation will be highlight on the screen If you want to see all the cells containing the same validation, click Same Stop Duplicate Values Duplicate values in data really cause problems. Why not use Data Validation to stop this from happening? In the Allow section select Custom In the Formula section enter the formula you see here taking care to alter the range of cells according to your worksheet

25 Microsoft Office Excel 2010 Level 3 25 Lesson 2: Collaborating with Other Users Learning Module Objectives When you have completed this learning module you will have seen how to: Protect files Share a workbook Set Revision Tracking Review Tracked Revisions Merge Workbooks

26 26 Microsoft Office Excel 2010 Level 3 Password Security Features within Excel Worksheet Protection Workbook Protection Cell Protection Security Features within Excel 2010 Background If worksheets are developed for other users, it is important that the users find them easy to use, and hard to break. Protection should be built-in to the worksheets to prevent unauthorised tampering with the sheet, but allow data entry, as required, to specific parts of the sheet. When developing worksheets for others think about the following: Protect items such as formulas and data that must not be changed Protect or hide any sensitive information contained within the worksheet You may want worksheets to be shared across a network You should document any calculation or concepts contained within a workbook Levels of security offered by Excel: Top level security is offered by use of a password that restricts unauthorized users from opening a workbook file Workbook protection Worksheet protection Object protection (cells or charts) Allowing certain users to change named ranges Protection for shared workbooks

27 Microsoft Office Excel 2010 Level 3 27 Protect Files Topic 2A: Protect Files To specify a password for opening a workbook From the File tab select Save As From the Save As dialog box click on the Tools drop down menu and select General Options, which will display the Save Options dialog box as illustrated. Enter a password into the Password to open text box. In future you will be required to enter this password in order to open the file. Click on the OK button. You will be asked to re-type the password to ensure that it is consistent. The password can be up to 15 characters in length and is case sensitive You will also be prompted for this password if a formula is entered in a different workbook that refers to a cell(s) in the protected workbook. WARNING! If you forget the password there is no way to retrieve the information contained within the workbook. To specify a password for modifying a workbook As above but enter a password into the Password to modify text box. This gives others the ability to open, view and edit a workbook but not to save it with the same name. They must use the Save As command under the File drop down menu to save a modified version of the workbook with a different name. WARNING! It is possible for another user to open a workbook file that is Write Reservation Password protected. They can save it to another name, and then use the underlying operating system (i.e. DOS) to rename the new version of the file with the original version of the protected file.

28 28 Microsoft Office Excel 2010 Level 3 To use the Read-only recommended option If this checkbox is checked, the following dialog box is displayed when the file is re-opened. This option is useful as it deters people from messing about with workbooks that should not be altered, but at the same time allows people the chance to make changes if really required. To use the Always create backup option This check box forces Excel to create a backup copy of the file every time a worksheet is saved. The file extension BAK is used, and the backup file is saved in the same folder as the original file. You can open the backup file if the original file becomes corrupted, or if you have made a series of mistakes in the original (which you did not notice until you re-saved the original). WARNING! All Excel automatic backup files are stored with the file extension BAK. If you had two files in the same folder, one called Sortemp.xls and the other is called Sortemp.xlt then the backup files would overwrite each other! To remove a password from an Excel workbook Open the workbook containing the password you wish to remove (by entering the password when prompted). From the Save As dialog box click on the Tools drop down menu and select General Options, which will display the Save Options dialog box Clear either or both passwords (asterisks will display that there is a password). Click on the OK button to close the Save Options dialog box Click on the Save button to save the file, which will display the dialog box above Click on the Yes button The password has now been removed from the file.

29 Microsoft Office Excel 2010 Level 3 29 Workbook Protection Workbook Protection To protect a workbook From the Review tab, select the Protect Workbook drop down arrow, Then select Protect Structure and Windows This will display the Protect Workbook dialog box as shown above Password Structure Windows Optional password of up to 255 characters, which is case sensitive Prevents any changes to the structure of the workbook if checked. i.e. you will be unable to edit, insert, delete, rename, copy, move, or hide sheets Prevents changes to the workbooks size. The windows resizing controls (close, maximize, minimize and restore) are hidden. WARNING! Protecting a workbook will mean: You will be unable to add a new chart using the Chart Wizard You will be unable to display source data for a cell in a Pivot Table You will be unable to record a macro onto a new sheet You will be unable to use the Scenario Manager to create a new Scenario

30 30 Microsoft Office Excel 2010 Level 3 To unprotect a workbook From the Review tab, select the Protect Workbook drop down arrow, Then reselect Protect Structure and Windows If prompted, enter the required password. Protect and Share a Workbook If you are sharing your workbooks with others you may wish to use the Protect and Share option. With this feature you can protect a shared workbook so that users cannot return it to exclusive use or delete the change history log. If you want to require a password to remove this type of protection, you must apply the protection before you share the workbook. Applying the protection automatically turns on sharing. Unprotecting these features turns off sharing and deletes all of the saved change history. Alternatively, you can protect the sharing and change history without a password. You can apply this protection when a workbook is already shared, and then unprotecting won't turn off sharing or delete the change history. From the Review tab, select Protect and Share button This will invoke the Protect Shared Workbook dialog box Click in the Sharing with track changes tick box and enter a password if required. Click OK You will be asked to re-enter the password for verification Click OK

31 Microsoft Office Excel 2010 Level 3 31 Worksheet Protection Worksheet protection of Cells and Charts Graphic Objects Scenarios Inserting or deleting rows Inserting or deleting columns etc Worksheet Protection Background To protect a worksheet To unprotect a worksheet To hide an entire sheet To Unhide an entire sheet To hide a row To Unhide an entire sheet To hide a column To unhide a column Used to prevent users from altering the contents of a worksheet From the Review tab, select the Protect Sheet button This will display the Protect Sheet dialog box, as illustrated above. Select from Allow all users of this worksheet to, which options you want to allow users access to. If you wish to set a password, enter the password in the Password to unprotect sheet section Click OK From the Review tab, select the Unprotect Sheet button If prompted, enter the required password TIP: Instead of protecting a worksheet, you can hide either an entire sheet, a row or a column Right click the sheet tab Select Hide Right click the sheet tab and select the sheet to be redisplayed Select Unhide Right click the row you wish to hide Select Hide Right click the row you wish to hide Select Unhide Right click the column you wish to hide Select Hide Right click the column and select the column to be redisplayed Select Unhide

32 32 Microsoft Office Excel 2010 Level 3 Allow user to edit changes To unlock cells for specific users, you can use the Allow Users to Edit Ranges dialog box. Any ranges that you specify in this dialog box and don't assign a password for are also unlocked for all users. The cells you leave locked become protected only after you protect the worksheet. From the Review tab, select Allow User to Edit Ranges button This will invoke the Allow User to Edit Ranges dialog box Click the New button and this will invoke the New Range dialog box In the Title section, enter the name of the range In the Refers to cells section either type the cell ranges or click and drag with the mouse. In the Range password section, enter a password if required. To set Permissions, click the Permissions button to invoke the Permissions for North (or whatever you have called the range) Click the Add button and this will invoke the Select Users or Groups dialog box

33 Microsoft Office Excel 2010 Level 3 33 Click on the names you require and click the Add button Then click the OK button This will take you back to the Permissions dialog box From the Permissions section at the bottom of the window, select either Allow or Deny to set the permission for each user. Click Apply then OK You will then be back in the Allow user to edit ranges dialog box To protect the worksheet, click the Protect sheet button

34 34 Microsoft Office Excel 2010 Level 3 Select from the Allows all users of this worksheet to section, select the areas that you wish to allow users to access. If you wish to apply a password, enter the password in the Password to unprotect sheet section Click OK To protect a cell Locked Hidden Display the Format Cells dialog box by pressing Ctrl+1 on the keyboard, and select the Protection tab as illustrated above. Prevents any modification to cells once the sheet is protected. Hides formulas, after the sheet is protected. NOTE: 1. Cell protection will not take effect until the worksheet is protected (with Contents checked). 2. By default all cells are locked. You must unlock any cell that you wish users to be able to edit BEFORE YOU LOCK THE WORKSHEET!

35 Microsoft Office Excel 2010 Level 3 35 Excel will allow you to share workbooks with other people and even allows changes to be made by other people at the same time. Share a Workbook Topic 2B: Share a Workbook Background Share a Workbook When there are times you wish to share a workbook with others, you can set this up in a few ways with different settings. Once the document is shared you can set revision tracking so that you can see what they have changed. Once this is done the documents can be merged together. Select the Review tab and then from the Changes group of buttons click the Share Workbook button You will see the Share Workbook dialog box In the Allow changes by more than one user at the same time section click a tick if you want this option In the Who has this workbook open now section you will see a list of people who have the workbook open at this precise moment in time. section you can print and filter the settings. Click the Advanced tab if you wish to customise the settings for the sharing. In the Track changes section you can define how long you keep the changes for In the Update changes section you can set how you want to changes to be applied In the Conflicting changes between users section change the settings to the required In the Include in personal view Click OK. If this is the first time you have shared the file, you may be told you must save the document first.

36 36 Microsoft Office Excel 2010 Level 3 You can define when the changed will be highlighted in your worksheet Set and Review Revision Tracking Topic 2C: Set and Review Revision Tracking Background Track changes Once you have shared your files with others, you may wish to see the changed they have made. Upon viewing these changes, you will need to decide whether or not to accept or reject these changes. It should be noted that Excel does not track things like changes to the worksheet name. From the Review tab and the Changes group of buttons, select Track Changes button then Highlight changes You will then see the Highlight changes dialog box Review Tracked Changes In the Highlight which changes click the drop down arrows next to the When, Who and Where options. If you wish to see the changes on screen, click the Highlight changes on screen option If you wish to see the changes on a new sheet, click the List changes on a new sheet option Click OK From the Review tab and the Changes group of buttons, select Track Changes button then Accept/Reject changes You will be informed that the workbook will be saved and asked if you want to continue. Click OK

37 Microsoft Office Excel 2010 Level 3 37 You will then see Select Changes to Accept or Reject dialog box In the When, Who and Where sections click the drop down arrows and make your selections. Click OK. You will now see the first of the changes. View changes on the History worksheet Click the Accept button if you want to accept this change. Click the Accept All button if you want to accept all the changes Click the Reject button of you want to reject the changes Click the Reject All button if you want to reject all the changes Click Close If the document has been saved select Highlight changes dialog box again and uncheck the Who, When, Where options and click the List changes on a new sheet option A new history sheet will be displayed Use the drop down filters to filter the data required

38 38 Microsoft Office Excel 2010 Level 3 Use the Compare and Merge Button This is not on the quick Access Toolbar by default, you will need to add it Merge Workbooks Topic 2D: Merge Workbooks Background Merge Workbooks When a shared workbook is updated by other users, and you want to compare the changes that they have made before you update the workbook with those changes, you can use the Compare and Merge Workbooks command. This command is not available with other shared workbook commands on the Review tab in the Changes group, but you can add it to the Quick Access Toolbar. It should be noted that you can only merge a shared workbook with copies of that workbook that were made from the same shared workbook. You cannot use the Compare and Merge Workbooks command to merge workbooks that are not shared. Note: To use the Compare and Merge Workbooks command, all shared workbook users must save a copy of the shared workbook that contains their changes and use a unique file name that differs from the original workbook. All copies of a shared workbook should be located in the same folder as the shared workbook. From within the shared workbook, click the Compare and Merge button on the Quick Access Toolbar You will be told that this action will save the workbook and ask if you want to continue Click OK You will now see the Select Files to Merge Into Current Workbook dialog box Select the files and click OK

39 Microsoft Office Excel 2010 Level 3 39 Lesson 3: Auditing Worksheets Learning Module Objectives When you have completed this learning module you will have seen how to: Trace Cells Troubleshoot Errors in Formulas Troubleshoot Invalid Data and Formulas Watch and Evaluate Formulas Create a Data List Outline

40 40 Microsoft Office Excel 2010 Level 3 You can trace preceding or dependant cells The arrows show which cells are involved in the formula Auditing Worksheets Topic 3A: Auditing Worksheets Background When you have a workbook and you are unsure how the formulas were created, using the Trace Precedents and Trace Dependants arrows can be very beneficial. If the cells which make up the formula are on different workbooks, then you will see a small worksheet symbol next to the arrow. Trace Cells Select the cell with the formula From the Formula tab and the Formula Auditing group of buttons click either the Trace Precedents or Trace Dependants button In the workbook below, you can see the Dependant cell In the workbook below, you can see the Precedent cell Remove Arrows From the Formula tab and the Formula Auditing group of buttons click either the Remove Arrow button drop down Select an option from the list Show Formulas If you need to see what the formulas are in your worksheet, click the Show Formulas button on the Formula tab and the Formula Auditing group of buttons

41 Microsoft Office Excel 2010 Level 3 41 Troubleshoot Errors in Formulas Topic 3B: Troubleshoot Errors in Formulas Background There are a few ways you can determine if there is an error in one of your formulas and one of the ways is depicted with a small green corner in the top left of the cell. There should also be a Smart Tag to the left hand side of the cell and when you rest your mouse over it you should see information of what could be wrong with the formula. In this case it would show an inconsistent formula. As you can see from the illustration above all the cells in the Total row should multiply the price by the amount. In the cell highlighted this is not the same calculation as the others in the column. If you click the Smart Tag you should see options like these. Depending on what is wrong with the formula, you would choose a suitable option. If you don t see these options you should check Excel Options under the Formulas section. Use the Error Checking button If you use the Error Checking button a window will appear giving information on the error. As you can see this formula should be to multiply instead of add. Go To Errors Press F5 on the keyboard to invoke the Go To dialog box then click the Special button OR use the Trace Error button under the Error checking drop down list

42 42 Microsoft Office Excel 2010 Level 3 Troubleshoot Invalid Data and Formulas Invalid Data can be circled like this Invalid Topic 3C: Troubleshoot Invalid Data and Formulas Background Circle Invalid Data When you set Data Validation on cells it is not always the case where you set a warning. In this case you may want to see invalid data by placing a circle around the data which is not valid instead of stopping users entering the wrong data. In the example below and above, we have set Data Validation on the Amount column so that users cannot enter a whole number greater than 20. Once Data Validation has been set From the Data tab and the Data Tools group of buttons, select Data Validation Then select Circle Invalid Data You will see from the example below that the number 22 has been circled Go To Data Validated cells To clear the circle, select Clear Validation Circles Press F5 on the keyboard and click the Special button Select Data Validation then All or Same

43 Microsoft Office Excel 2010 Level 3 43 Watch and Evaluate Formulas Users can Watch a formula even when it is not in view Topic 3D: Watch and Evaluate Formulas Background Let s say that you have a large workbook and you want to keep track of certain cells to inspect, audit or confirm a formula calculations. The chances are that you won t be able to see the cells which hold the calculation without the need to scroll. This is where the Watch Window comes in very handy! You can even dock the Watch window to the bottom of the screen with you wish or anywhere else for that matter. Even if you open and work on another Excel file, the Watch Window will still display the information about the cells you are watching. Select the Formulas tab, in the Formula Auditing group, then click Watch Window button This will invoke the Watch Window dialog box (See illustration above) Click the Add Watch button and the Book, Sheet, Named Range or Cell along with its value and Formula will be seen Move the Watch Window to where you want to place it If you start to work on another workbook and want to go back to the cells where the window is watching the formula, just double click the row with the cell reference in the Watch Window.

44 44 Microsoft Office Excel 2010 Level 3 Custom Lists have been in Excel for a long time By default days of the week and months of the year can be entered automatically Create a Data List Outline Topic 3E: Create a Data List Outline Background If you continually enter the same data in many worksheets, why not create a Data List so that you can use the Fill Handle to enter the data for you. By default Excel remembers days of the week and months of the year. Excel will also replicate any text along with number line Invoice 1, Invoice 2 etc. so that when you use the Fill Handle Excel will enter the data for you. You can customise your own list of data and this can be something you are about to enter or you can import a list from another workbook. Create a Data List Click on the File tab and then the Advanced option and then under the General section, click the Edit Custom List button This will invoke the Custom Lists window (see illustration above) Click in the List Entries window and type the list you want with the words separated by a comma (,) Click the Add button to add to Excels memory, then click OK In the spreadsheet, type one of the items on your custom list and click the green tick on the Formula bar Use the Fill Handle to complete the series Delete a Custom List Click on the File tab and then the Advanced option and then under the General section, click the Edit Custom List button Select the list from the left hand window and click the Delete button

45 Microsoft Office Excel 2010 Level 3 45 Import a Data List As above but click the Import button Use the collapse window button list of items and then select the cells which contain the Click Import Click OK

46 46 Microsoft Office Excel 2010 Level 3 Lesson 4: Analyzing Data Learning Module Objectives When you have completed this learning module you will have seen how to: Create a Trendline Create Sparklines Create Scenarios Perform What-If Analysis Perform Statistical Analysis with the Analysis Toolpak

47 Microsoft Office Excel 2010 Level 3 47 Create a Trendline Linear trendline forecasting forward two periods Topic 4A: Create a Trendline Background With Trendlines, you can analyse your chart data overt time, identify trends and forecast future performance. Excel creates trendlines using the regression analysis method. This employs a variety of mathematical equations to evaluate past performance, establish trends and forecast future results. Fortunately, Excel automatically activates the appropriate mathematical formula when you add trendlines to a chart. There are 6 trendline alternatives, which can be added to the area, bar, bubble, column, line or scatter charts. The type of data you are analysing determines the most appropriate trendline type. Below is a list of the 6 trendlines and their equations. Linear Logarithmic Polynomial Power Exponential Moving Average Calculates the least squares fit for a line represented by the following equation: y = mx = b where m is the slope and b is the intercept. Calculates the least squares fit through points by using the following equation: y = cln x + b where c and b are constants, and ln is the natural logarithm function. Calculates the least squares fit through points by using the following equation: y = b + c 1 x + c 2 x 2 + c 3 x c 6 x 6 where b and c 1 c 6 are constants. Calculates the least squares fit through points by using the following equation: y = cx b where c and b are constants Calculates the least squares fit through points by using the following equation: y = ce bx where c and b are constants, and e is the base of the natural logarithm F t = A t + A t1 + A t-n+1 n The number of points in a moving average trendline equals the total number of points in the series less the number you specify for the period is a best-fit straight line that is used with simple linear data sets. Your data is linear if the pattern in its data points resembles a line. A linear trendline usually shows that something is increasing or decreasing at a steady rate. is a best-fit curved line that is used when the rate of change in the data increases or decreases quickly and then levels out. A logarithmic trendline can use both negative and positive values. is a curved line that is used when data fluctuates. It is useful, for example, for analyzing gains and losses over a large data set. The order of the polynomial can be determined by the number of fluctuations in the data or by how many bends (hills and valleys) appear in the curve. An Order 2 polynomial trendline generally has only one hill or valley. Order 3 generally has one or two hills or valleys. Order 4 generally has up to three hills or valleys. is a curved line that is used with data sets that compare measurements that increase at a specific rate for example, the acceleration of a race car at 1-second intervals. You cannot create a power trendline if your data contains zero or negative values. is a curved line that is used when data values rise or fall at constantly increasing rates. You cannot create an exponential trendline if your data contains zero or negative values. A moving average trendline smoothes out fluctuations in data to show a pattern or trend more clearly. A moving average uses a specific number of data points (set by the Period option), averages them, and uses the average value as a point in the line. For example, if Period is set to 2, the average of the first two data points is used as the first point in the moving average trendline. The average of the second and third data points is used as the second point in the trendline, etc..

48 48 Microsoft Office Excel 2010 Level 3 Add a Trendline Select the sheet with the chart on it. Bar charts are best for Trendlines From the Layout tab and the Analysis group of buttons, click the Trendline button and you will see a list of Trendlines to choose from If you wish to see more options, click the More trendline options Here you will see the overall trendlines with how to format them

49 Microsoft Office Excel 2010 Level 3 49 The Insert Tab Sparklines intense, simple, word-sized graphics", as their inventor Edward Tufte describes them. Topic 4B: Create Sparklines Background Sparklines add another dimension to the data trends. The Sparklines give a word size chart next to the data to display Line, Column or Win/loss information. Below you will see the same date with the other options applied. With each selection you will have a Design tab with which to manipulate the Spartklnes. Options are below : 1: Sparklines Line 2:Sparklines Column 3: Sparklines WinLoss

50 50 Microsoft Office Excel 2010 Level 3 Create Sparklines Select the data you wish to use. From the Insert tab and the Sparklines group click the sparkline required The Create Sparklines dialog box will be displayed. The Data Range section will store the area you selected. Click in the Location Range box and click in the cell you want to deposit the sparkline. Click OK

51 Microsoft Office Excel 2010 Level 3 51 Consists of Scenario Manager, Goal Seek and Data Tables Additional Add-in is Solver Performing What-If Analysis Topic 4C: Performing What-If Analysis Background Scenario Manager Solver Goal Seek Excel provides a number of tools to help you find answers to what if type questions. Each has its own particular use. Allows you to create, manipulate and save a number of different scenarios that use different input variables which produce different results. Simple to use, limited in power and flexibility Allows you to find the best solution to complex problems which revolve around the manipulation of multiple variables and constraints. Harder to use, but very powerful and extremely flexible. Allows you to know the result that you want from a formula, but are not sure what input value the formula needs to get that result, use the Goal Seek feature.

52 52 Microsoft Office Excel 2010 Level 3 Create Scenarios You will frequently want to look at a number of differing options within your spreadsheet The Scenario Manager allows you to do so and keep your scenarios to review later What if I juggle the figures? Create Scenarios Background The Scenario Manager allows you to change multiple cells in order to see changes (not just one as is the case with Goal Seek). One of the advantages of scenarios is that they are kept for later reference and can be printed in summary form Scenario Manager an example Look at the illustration below. It shows a sheet that is calculating yearly payments on specific items this year and details expected percentage increase in these costs. You may be interested in knowing how the figures are affected if we make a range of assumptions about how each might increase. The cell E3 contains the formula =C3*D3% The cell E4 contains the formula =C4*D4% The cell E5 contains the formula =C5*D5% The cell E6 contains the formula =C6*D6% The cell E7 contains the formula =SUM(E3:E6) The cell C7 contains the formula =SUM(C3:C6)

53 Microsoft Office Excel 2010 Level 3 53 We are going to create scenarios for the following situations: Staff Low 2.5% Staff Low, Energy High 2.5%, 35% Once the above data and formulas have been created Select the changing cells, in this case the range D3:D6 Click on the Data tab and the Data Tools group of buttons select the What-If Analysis drop down arrow and then Scenarios Manager option If no previous scenarios have been created you will see the following dialog box Click on the Add button and the Add Scenario dialog box is displayed: Enter a name for the scenario you are about to create. In this case enter the name Staff Low into the Scenario name text box and then click on the OK button. The Scenario Values dialog box will be displayed as illustrated below:

54 54 Microsoft Office Excel 2010 Level 3 The percentage rise in staff costs are located in cell D4 and we need to change the contents of this cell. In the dialog box enter a low value, i.e. 2.5 in the text box, next to $D$4. Click on the Ok button and you will be returned to the main Scenario Manager dialog box, as illustrated below: Next we will add a second scenario where staff cost increases are low, but energy costs increases are high. Click on the Add button and enter the name for the next scenario, in this case Staff Low Energy High. Click on the OK button and change the two cells as below: i.e. in the $D$4 text box enter 2.5 i.e. in the $D$5 text box enter 35 Click on the OK button.

55 Microsoft Office Excel 2010 Level 3 55 You will be returned to the main Scenario Manager dialog box. You can go on adding different scenarios in the way outlined above. In this case we will content ourselves with just these two scenarios. We have set up two scenarios. To see the effect of one of these scenarios, select the scenario from the main Scenario Manager dialog box In this case we have selected Staff Low Energy High Click on the Show button In this case select the Staff Low scenario from the Scenario Manager and click on the Show button. The data will change as illustrated below: Click on the Close button to close the Scenario Manager dialog box

56 56 Microsoft Office Excel 2010 Level 3 Solver Solver Solver Terminology Target Cell The cell that will be set to a value, maximum or minimum. Often this cell is where you specify the maximum cost of a project. Changing Cell The cell that Solver will change the contents of to achieve the desired objective Constraints Contains the changes that Excel will make Add-In Solver Solver is an Add-In to Excel therefore we will demonstrate how to accomplish this Select the File tab and then Options From the Add-ins section click the Go button at the bottom of the window Select Solver Add-in and click the OK button The add-in will take a moment or two to install

57 Microsoft Office Excel 2010 Level 3 57 Solver An Example We need to purchase as many new cars as possible We need a mix of small, medium and large cars We have a number of constraints however: Our total budget is limited to 500,000 We need at least 4 small cars We need at least 3 medium sized cars We need at least 2 large sized cars The number of cars must be a whole number Solver An Example In this example we have a budget to purchase as many new cars as possible for the new company car fleet. We need a mix of small, medium and large cars. We have a number of constraints however: Our total budget is limited to 500,000 We need at least 4 small cars We need at least 3 medium sized cars We need at least 2 large sized cars Also if we are going to let the computer calculate a mix of different number of cars to meet our requirements and budget, then we will have to specify to Excel that buying part of a car is no use, i.e. the numbers of each type of car bought must be a whole number (integers). First construct your spreadsheet We have constructed the following data Formulas and functions used: In cell E4 we have used the formula =C4*D4 In cell E5 we have used the formula =C5*D5 In cell E6 we have used the formula =C6*D6 In cell E8 we have used the function =SUM(E4:E7)

58 58 Microsoft Office Excel 2010 Level 3 When you have entered all the data, formulas and functions as outlined above, click on the cell E8 Click on the Data tab and the Analysis group of buttons, and select Solver. You will see the Solver dialog box, as illustrated below: Make sure that the text box, Set Target Cell contains $E$8. If you selected this cell prior to starting Solver this cell reference should be entered here automatically. Click on the Value of button and in the text box to the side of it; enter the number 500,000 (this is setting the maximum size of our budget). The dialog box should appear as illustrated below: OR Next we need to decide which values need to change in order to fit our requirements. In this case the values to be changed are the numbers of each class of car that we can afford. Click in the By changing cells part of the dialog box Either enter the information required by typing in $D$4:$D$6 Use the mouse to drag across these cells D4 to D6 and the cell reference will be entered automatically.

59 Microsoft Office Excel 2010 Level 3 59 Next we need to tell Excel what constraints we have, such as limited budget, etc. Click on the Add button and you will see the Add Constraint dialog box, as illustrated below: To enter the restraint that we have a budget limited to 500,000, in the Cell Reference text box enter the cell $E$8. Then click on the down arrow in the centre part of the dialog box, and select the = symbol In the Constraint part of the dialog box, enter the number The dialog box will resemble that show below: OR To force Excel to realise that we cannot buy part of a car, just the whole numbers of cars we need to add another constraint. Click on the Add button (NOT THE OK BUTTON) In the Cell Reference text box either enter the information $D$4:$D$6 Use the mouse to drag across these cells D4 to D6 and the cell reference will be entered automatically. In the central part of the dialog box, click on the down arrow and select it which will force Excel to only use integer (i.e. whole) numbers in the selected range. The dialog box will look as below: Next we need to tell Excel that we must have a minimum of four small cars Click on the Add button In the Cell Reference text box either enter the reference $D$4 OR Use the mouse to click on the cell D4 and the cell reference will be entered automatically. Select >= from the central part of the dialog box In the Constraint box enter the value 4.

60 60 Microsoft Office Excel 2010 Level 3 The dialog box will be as illustrated below: OR Next we need to tell Excel that we must have a minimum of three medium sized cars. Click on the Add button In the Cell Reference text box either enter the reference $D$5 Use the mouse to click on the cell D5 and the cell reference will be entered automatically. Select >= from the central part of the dialog box In the Constraint box enter the value 3 The dialog box will be as illustrated below: OR Next we need to tell Excel that we must have a minimum of two large cars Click on the Add button In the Cell Reference text box either enter the reference $D$6 Use the mouse to click on the cell D6 and the cell reference will be entered automatically. Select >= from the central part of the dialog box In the Constraint box enter the value 2 The dialog box will be as illustrated below: We are now ready to solve the purchasing problem Click on the Ok button and you will see the dialog box below:

61 Microsoft Office Excel 2010 Level 3 61 Click on the Solve button. After a short time you will see the following dialog box: Click on the OK button to accept the solution. The data in your workbook will now be as illustrated below:

62 62 Microsoft Office Excel 2010 Level 3 Perform Logical Functions AND FALSE IF IFERROR NOT OR TRUE Topic 4D: Perform Logical Functions Background There are various different Logical Functions which are listed above. Below is a table with some information about each one. We will go through each one in turn. AND Returns TRUE if ALL its arguments evaluate to TRUE; returns FALSE if one or more arguments evaluate to FALSE. Often used with the IF function to perform a logical test. Returns one value if the test evaluates to TRUE and another value if the test evaluates to FALSE. By using the AND function as the logical_test argument of the IF function, you can test many different conditions instead of just one. FALSE TRUE Checks whether ALL arguments are true. If one argument is FALSE then it returns FALSE. Can be entered straight into an Excel cell. return FALSE because one argument is false. this example will OR Checks whether ANY of the arguments are TRUE and returns TRUE or FALSE. Returns FALSE only if ALL arguments are FALSE. Can be entered straight into an Excel cell. return TRUE because one of the arguments is TRUE. This example will

63 Microsoft Office Excel 2010 Level 3 63 IFERROR Used to trap and handle errors. Here we tried to divide one cell by the other. There is nothing in the other cell therefore an error would have occurred. IF Test of true and false logical values. Returns one answer if true and another answer if false. Often used with Other functions like VLOOKUP, IF(SUM) etc. NOT If logical is FALSE, NOT returns TRUE; if logical is TRUE, NOT returns FALSE

64 64 Microsoft Office Excel 2010 Level 3 Lesson 5: Working with Multiple Workbooks Learning Module Objectives When you have completed this learning module you will have seen how to: Create a Workspace Consolidate Data Link Cells in Different Workbooks Edit Links

65 Microsoft Office Excel 2010 Level 3 65 Create a Workspace You will frequently want to look at a number of differing options within your worksheet The Scenario Manager allows you to do so and keep your scenarios to review later Topic 5A: Create a Workspace Background Create a Workspace You can create a Workspace document which preserves the layout of different workbooks which are open at once. Laying out your workbooks in a window pane effect has the advantage that you can view, edit, copy and paste from one workbook to the other without any difficulty. If you want to save the way the open workbooks look, it s called a Workspace. Open two or more workbooks From the View tab and the Window group of buttons select Arrange All then Tiled The workbooks will now be tiled in a window pane effect across your screen From the View tab and the Window group of buttons, select Save Workspace You will see the Save as dialog box and at the bottom you will notice the Save as type has the file extension *.xlw which tells you that it is a workspace file The default name is resume but you can change it if you wish. Click the Save button When you close all the Excel files down and re-open then the workspace will look exactly the same.

66 66 Microsoft Office Excel 2010 Level 3 Consolidate Data This feature allows you to select blocks of data from several different worksheets, or different pages of the same workbook, and combine their values into a single, summary range in a workbook This saves time, and is easier than cutting data from several worksheets and pasting into one, single worksheet Topic 5B: Consolidate Data Background Consolidation by Position Consolidation by Category When you consolidate data, you specify the source areas of the data either in 3-D formulas or in the Reference box of the Consolidate dialog box. The source areas can be cell ranges on the same worksheet as the consolidation table, on different worksheets in the same workbook, or in different workbooks or Lotus files By position, when the data in all source areas is arranged in identical order and location; for example, to combine data from a series of worksheets created from the same template. By category, when you want to summarize a set of worksheets that have the same labels but organizes the data differently. This method combines data that has matching labels from each worksheet.

67 Microsoft Office Excel 2010 Level 3 67 Consolidating Rows and Columns Select Data Consolidate from the Menu Consolidating Rows and Columns To consolidate data by Position over several worksheets or worksheet pages Use the Grouping feature to place the labels on the consolidated sheet as required Highlight the cell(s) on a blank page, or a blank area of a worksheet where data is to be consolidated. Select Consolidate from the Data tab to display the Consolidate dialog box (see illustration above) Select the first area you wish to consolidate by clicking on the worksheet and dragging to highlight the area required. Do not include row and column text, only numeric data. Use the sheet tabs to change between worksheets The selection will appear in the Reference text box.

68 68 Microsoft Office Excel 2010 Level 3 Note: Any formulas in the source area will only be used as values, i.e. only values in the cells will be used in the consolidation Click on the Add button when you have highlighted the required range. Continue highlighting and adding the remaining areas in the consolidation From the Function drop down list, select the function you require. The default is Sum, which will add the data across the selected range. If you want the summary report to create linking formulas to the source data automatically, select the Create links to source data check box. Select OK to complete the consolidation. To expand the consolidated group, click on the + to the left of the row numbers To contract the consolidated group, click on the to the left of the row numbers To expand all the group together, click on the To contract all the group together, click on the

69 Microsoft Office Excel 2010 Level 3 69 To Consolidate By Category selected rows and columns from several worksheets or workbooks Select a worksheet to have your data consolidated to Click in the top leftmost blank cell If you are consolidating from other workbooks, open the workbooks now and switch back to the workbook you wish to consolidate the data to. Select Consolidate from the Data menu to display the Consolidate dialog box Select the first area you wish to consolidate by clicking on the worksheet and dragging to highlight the area required. Make sure you include row and column text in the source areas, as well as numeric data. Use the sheet tabs to change between worksheets. The selection will appear in the Reference text box. Note: Any formulas in the source area will only be used as values i.e. only values in the cells will be used in the consolidation. Click on the Add button when you have highlighted the required range. Continue highlighting and adding the remaining areas in the consolidation From the Function drop down list, select the function you require. The default is Sum, which will add the data across the selected range. If you want to the summary report to create linking formulas to the source data automatically, select the Create links to source data check box. If row text was entered at the first step, select the Top row check box in the Use labels in area. If column text was entered, select the Left column check box. To complete the consolidation, select OK.

70 70 Microsoft Office Excel 2010 Level 3 Is a reference to a range spanning two or more sheets in a workbook Refers to the same cell or range on multiple sheets Can be used to refer to data in other workbooks Link Cells In Different Workbooks Topic 5C: Link Cells in Different Workbooks Background 3D Cell Reference within the same workbook Often within Excel, it is necessary to refer to other worksheets or workbooks in a formula. This is called 3D Cell Referencing. Normally a 3D Cell Reference spans two or more sheets in a workbook and refers to the same cell. This type of reference is a good way of producing a summary of information. Open the workbook you wish to use. (We have used Sales.xls) Select the worksheet you wish to display the answer Click in the appropriate cell Type an = (equals) to start the calculation Carefully click on the sheet tab (we are using Sales 2003 sheet tab) Click on the cell you wish to refer to (in our case it is F4) Press Enter

71 Microsoft Office Excel 2010 Level 3 71 The data is displayed 3D Cell References using different workbooks Continue until all relevant section are complete If you read the formula from the Formula Bar you will see the how this was achieved (='Sales 2003'!F4) = started the calculation Sales 2003! was the sheet referred to and F4 was the cell referred to. Open all the workbooks you wish to use in the reference (We have used Sales 2003.xls, Sales 2004.xls and Sales 2005.xls. We have minimised each workbook to make this easier to understand) Open with workbook you wish to display the answer Click in the appropriate cell Start the calculation with an = Click on the View tab and click Switch Windows select the workbook to refer to (in our case it is Sales 2003.xls) Click on the appropriate cell (in our case this was cell F4) Press Enter to return the data Continue until all relevant data is gathered

72 72 Microsoft Office Excel 2010 Level 3 When two or more workbooks are linked you should not move them to another folder or drive When opening a linked workbook, you must remember to say yes when asked if you want to keep the link Edit Links Topic 5D: Edit Links Background Managing Links Once you have linked two or more workbooks together, it s a good idea to keep them in the same place otherwise when you open one of them the link might be lost! If you have simply linked two worksheets together then the same problem won t exist. When you save a workbook which is linked to another, you may see a similar dialog box like the one below. If you want to save it with the link, you must click OK. If you open a workbook which is linked to another where there is a problem with the link you may see the dialog box below. You may see this if the workbook is shared and the links cannot be updated.

73 Microsoft Office Excel 2010 Level 3 73 Click Edit Links and you will see this dialog box. Here you can Update Values, Change Source, Open Source, Break Link, or Check Status If you click the Update Values you will be asked if you want to open the other workbook. If you click Change source you will be asked if you want to open the other workbook. If you click Open source you will be asked if you want to open the other workbook. If you click Break Link you will break the link with the other workbook. If you click Check Status you will be informed of the status of the workbook. Here you can see that the source of the other workbook was not found. If you click the Startup Prompt you will see the following dialog box where you can change any of the settings. Remove Links In the Edit Links dialog box, click Break Links

74 74 Microsoft Office Excel 2010 Level 3 Lesson 6: Importing and Exporting Data Learning Module Objectives When you have completed this learning module you will have seen how to: Export Excel Data Import a Delimited Text File

75 Microsoft Office Excel 2010 Level 3 75 Import a Delimited Text File Excels ability to analyse information is useful Information you wish to analyse may have a different original format: Word processor Word, AmiPro Database Access, dbase, Paradox Spreadsheets Lotus 123, Multiplan Other file formats Topic 6A: Import a Delimited Text File Background Excel as we have already seen is capable of carrying out analyses of data, and producing graphical representations of the same. If the information you have is in a Word/Text Processor in the form of a report it would need to be in a format that Excel can recognize or be imported into the spreadsheet. Rather than re-typed. Most common Text formats Text Text (Tab Delimited) Formatted Text What happened if the text to be imported is not in a recognized format? If the text to be imported is not in a recognized format, Excel will automatically launch the Text Wizard to give you assistance. Text files are plain text with no formatting information contained except line returns. It is usual for this file type to have one record of information per line but the means of identifying field varies. In this text file, format tabs are used to define fields. Formatted text files make use of position of define fields, each field starts at a defined position on the line. You may find this field type also referred to as Space Delimited, Fixed Width and Column Delimited. CSV (Comma Separated Values) Commas are used by CSV text files to delimit (separate) fields. Whilst these are called Comma Separated Values text files, commas do not have to be the delimiter. Comma delimited fields can make use of the vertical bar ( ) and the at ) sign as the delimiter.

76 76 Microsoft Office Excel 2010 Level 3 The Text Wizard In the Open dialog box, select Text Files in the Files of Type field The Text Wizard Background The Text Wizard is a set of dialog boxes that guide you, the user, through the stages of importing text into an Excel spreadsheet. TIP: Look at the text file first in its original state to determine what the delimiter is before you continue. To import delimited text into a sheet using the Text Wizard Select the File tab and select the Open option Click on the down arrow next to the Files of Type field and select Text Files Highlight and choose the file you wish to open and select Open You will see the Text Import Wizard (Step 1 of 3) dialog box, as illustrated Notice that the dialog box has two effective areas, the upper referring to choices you can make, the lower showing the data you are about to import. The wizard takes an educated look at your source data and the original file format and determines whether it is delimited or not. You can choose to alter this decision if you wish.

77 Microsoft Office Excel 2010 Level 3 77 Having made your choices, click Next and the Text Import Wizard (Step 2 of 3) dialog box is displayed. The upper half of this box allows you to select the required field delimiter. The default is Tab. Make the appropriate choice (s) as more than one can be selected. In our selection below, we have chosen the semicolon. When you have chosen your delimiter the data display in the lower half of the dialog box shows the effect. When this is as you want, click Next The Text Import Wizard (Step 3 of 3) dialog box is displayed. You can now select the data format for each of the columns. You can also decide whether you wish to import the column or not. When you have made your decisions, click on the Finish button to import the text into your spreadsheet. The result of this import looks like this:

78 78 Microsoft Office Excel 2010 Level 3 Copying Data to Microsoft Word North South East 4000 West Qtr 1 Qtr 2 Qtr 3 Qtr 4 Topic 6B: Export Excel Data Background Copy a Chart into Word with a Paste Link You can copy worksheet cells and charts from Microsoft Excel to your Word documents. To include the result of a calculation in the text of a document, you can copy a single cell that contains a formula. You can choose to paste only the current data in Word, or you can link the copy to the original data in Microsoft Excel. If you link the data, the copied information in Word is updated whenever the original data changes in Microsoft Excel. We will look at copying an Excel Chart into a Microsoft Word Report with a Paste Link. On your worksheet, select the chart you want to copy, and then click Copy. Switch to your Word document or PowerPoint presentation, and click where you want to insert the chart. On the Home tab in Word, click the Paste button, then Paste Special. To paste the cells so that you can size and position them like a picture, click Microsoft Excel Chart Object. To keep the copied information upto-date if the original data changes in Microsoft Excel, click Paste link. Resize the chart as necessary Save the Word document Any changes you make to the chart in Excel will automatically be updated in Word.

79 Microsoft Office Excel 2010 Level 3 79 Lesson 7: Integrating Excel Data with the Web Learning Module Objectives When you have completed this learning module you will have seen how to: Publish a Worksheet to the Web

80 80 Microsoft Office Excel 2010 Level 3 Publishing a Worksheet to the Web You can publish the whole workbook or a selection from a worksheet File is saved as HTML Topic 7A: Publishing a Worksheet to the Web Background You may find that you want to share your information with others over the World Wide Web therefore Excel provides the ability to save your workbook or selected worksheet data as.html. This is a simple process. With the workbook open which you wish to publish, click the File tab and select Save As. The Save As dialog box will be displayed From the Save as type section, click the drop down arrow and select Web page If you wish to give your data a title which will show on the web page, click the Change Title button and enter a title Select whether you want to publish the Entire Workbook or a Selection on the Sheet Click the Publish button From the Choose Item to publish section click the drop down arrow and select what you want to publish Click AutoRepublish ever time this workbook is saved and Open published web page in browser Click Publish and your browser will open to display your data

81 Microsoft Office Excel 2010 Level 3 81 Structuring Workbooks with XML Learning Module Objectives When you have completed this learning module you will have seen how to: Develop XML Maps Import and Export XML Data

82 82 Microsoft Office Excel 2010 Level 3 What the H is XML? Learning Module Objective When you have completed this section you will have learned how to: Develop XML Tags Import and Export XML Data

83 Microsoft Office Excel 2010 Level 3 83 What the H is XML? XML Extensible Markup Language Originally designed to exchange data over the Web Can now be exchanged over any number of computer systems Word Document (XML Data) Web Page Access Excel What the H.. is XML? Background In today s workplace businesses thrive on data and data exchange. XML basically allows you to work with data from many sources; Databases, Spreadsheets, Web pages, etc. That is why it is so useful. Using XML you can extract data from various original sources, store that data in one place so you know just where to find it, and use the data again whenever and wherever you need it. Say you have particular data stored somewhere (could be names, addresses or budget information) you can select the bits you need and import it into another document as long as the data was saved as XML. You can take data from Excel and import it into Access. You can take data from Word and import it into either Excel or Access. Originally designed to exchange data over the Web it can now be exchanged over any number of computer systems. In fact, any program built to use XML can read and process any XML data, regardless of computer operating systems. This is why we will rely on it more in the future. Because XML works behind the scenes, users to not have to learn the XML language. Just a few clicks on a couple of buttons is all the user must do. The computer will do the rest. If you do in the future wish to learn the XML Language, it is very similar to HTML in its structure and tags.

84 84 Microsoft Office Excel 2010 Level 3 XML Data Types DATA Basic data plus tags Basic data plus tags SCHEMA Rules for data files Rules for data files TRANSFORM Enables use of date in other Programs or files XML Data Types Background XML uses the basic data types: Data Schema Transform Data Type Data Schema Transform Explanation is your data, plus XML tags that describe the meaning and structure of your data. Defines the rules for what can and cannot reside in your data files. i.e. can't enter words into a date field. enable the use of data in a variety of programs or files. For example, one transform could add sales data to a workbook, while another transform could insert the same data into a document. Data Type Data is the key component to your XML system. The XML data files contain a set of tags which describe what the data means. Users can create any set of tags they need for their data. Tags look a bit like this: <NAME>ABC Company Ltd</NAME> <ADDRESS>12 Red Street</ADDRESS> <CITY>London</CITY> The tags are <NAME> which is an opening tag and </NAME> which is a closing tag. The words in between the tags are your data. They also describe the meaning and structure of your data. Any computer program or system which supports XML can understand and read it.

85 Microsoft Office Excel 2010 Level 3 85 <xml version= 1.0?> <!DOCTYPE CUST SYSTEM cat.dtd > <?xml stylesheet type = text/xsl?> <CUST cust_id= > <NAME>ABC Company Ltd</NAME> <ADDRESS>12 Red Street</ADDRESS> <CITY>London</CITY> </CUST> XML declarations are statements in the data file that identify it and other files it works with. In this illustration, the first declaration states that the file is an XML file. (If that's not stated, programs don't know how to work with it.) The second declaration names a file that governs data structure for this file and other files of its sort. The third declaration names a file that is used to control the appearance of the data, and that allows an XML system to reorganize the data. Root element means one tag that contains all the other tags, and all the data in each particular record. XML files require root tags. For this data files, the root tag is the individual Customer. Attributes store information about the tags and the data in them. The types of information in attributes are defined by the XML for each kind of tag. In the example shown, every customer must have an ID number as an attribute of the root element. Tags and data are, of course, the principal components of the file. You can also think of tags and data as child elements contained by the <NAME> </NAME> root element. Schema Transform The second basic component is the Schema is a set of rules that say what can, and what can't, be in the various parts of an XML data file and is used to validate your data. i.e. you would not want users entering text into a section where there should be a date. The Schema can be the same data file or it can be a separate file linked to the data. These files use the extension.xml As this course is not a true XML course, that is all we will say about Schema. A transform provides a set of rules for converting data described by one set of tags into data described by another set of tags and allows you to use your data in many different ways. For example, your Accounts Dept will store its data in Excel workbooks, and your Finance Dept may needs that information imported into a database. A transform can write data from preselected cells in the worksheet into the correct fields in the database.

86 86 Microsoft Office Excel 2010 Level 3 Develop XML Maps Save your spreadsheet as XML XML file will then contain custom tags and structured data Map the data into Excel Placing data into the Mapped cells Topic 8A: Develop XML Maps You create an XML map from an XML schema. If you don't have a schema, Excel infers one from the structure of the data in your XML file, which is what you will see here. Because schemas don't contain data, the mapped worksheet cells remain empty until you put data into them. As we mentioned earlier, Excel works primarily with two types of XML files: XML data files (.xml), which contain the custom tags and structured data plus Schema files (.xsd), which contain schema tags that enforce rules, such as data type and validation. Once you save a file as XML the file will then have the schema embedded in it and contain the custom tags and structured data. When it comes to saving your data, you have a few choices: Save your data as a separate XML file Export the data With the Excel file open, select the File tab then Save As From the Files of type at the bottom of the window, select XML S When you save files this way, Excel writes the data to a well-formed XML file that other XML users or systems can process. However, Excel removes any formatting and additional objects. Exporting is another way to create a standard XML data file but it also removes any formatting and objects such as images. Exporting is faster than saving data as a separate XML file and we will use this option in the exercises later in this section. Save your data as an Excel workbook It should be noted however, that once it is mapped in Excel, you can also save XML data in the XML Spreadsheet file format. This option is seldom the best choice because the power of the standard XML Data format lies in its ability to make data portable. Saving your data in the Excel Spreadsheet format makes the data usable only in Excel. You do this by saving the file using any of the standard methods that Excel provides. Excel saves the data, any formatting, and any additional objects (such as images and graphs) to the workbook file.

87 Microsoft Office Excel 2010 Level 3 87 Create a map using the XML Source task pane This is a much more powerful and flexible option because you can create maps from schemas or data files. (When you create an XML list, you can only use a data file.) You can also select just the items from the schema or data file that you want to see. This option is how you take advantage of the power that XML can provide Open the spreadsheet you wish to use which does not have any mapping within it but should have the basic outline of where you want your data to go. (We have used Sample Expense Report) From the Developer tab and the XML group of button, select Source button This will invoke the XML Source window Click the XML Maps button which will invoke the XML Maps window To map the data click the Add button and browse to where the XML document lies and click Open You will see a message on the screen like the one below. If you do not want to see this in future, click in the box at the bottom left of the dialog box. Click OK You will now see the XML Map window again but this time it will contain information about the map. Click OK

88 88 Microsoft Office Excel 2010 Level 3 The XML Source window will now be populated with details of the map We are going to start by mapping items that occur only once in the data file. Under ns1:expensereport (the first line in the schema), drag ns1:employeename from the task pane to cell B3. Excel surrounds the mapped cell with a yellow border, and it displays the Header Options Smart Tag The Smart Tag just gives you option with the headers When you click another cell, the border becomes thinner and turns blue Next drag ns1:employeeid to cell D3, ns1:department to cell D5, and ns1:managername to cell B5. You will not see any data yet. We will add data to these empty cells a little later. At the moment we are just mapping the data out.

89 Microsoft Office Excel 2010 Level 3 89 Next we are going to map the data which will occur more than once in the worksheet and always include the same pieces of information. Drag ns1:expenseitem from the XML Source task pane to cell A8 and Excel will fill cells A8 to D9 with the schema elements located beneath ns1:expenseitem. Excel also formats those elements as an XML list, and an AutoFilter button appears in each cell in row 8. Importing data to the map Add new items to map Save the workbook. Saving the file adds the map to the workbook. Select any mapped cell in the worksheet From the Developer tab and the XML group of button, select Import Navigate to where the xml file resides and click Import Excel will populate the mapped cells with data Save the workbook. Excel saves the data with the worksheet. With the default setting, importing data into any mapped cells will overwrite all previous data in the mapped cells therefore you should do this: Right click any mapped cell and select XML from the list then XML Map Properties This will invoke the XML Map Properties dialog box Adding Data by Hand From the When refreshing or importing data: section, select Append new data to existing XML Lists and click OK You can add data to mapped cells or change imported data by hand. When saving your changes, they become part of the workbook, which is then different from the data file you used as the source of the import. Click any cell in the list of expense items and a new row will appear at the bottom of the list. You can see this as Excel denotes that row with a blue asterisk. In the new last row enter your data. Save the workbook. Now that this data is in Excel, you can work with it like other Excel data Exporting Mapped Data Once your XML data is imported into the mapped cells, you have the ability to share this data along with any changes you have made to it or any new data you have added by simply exporting it. It should be noted that this process shares only the data in the

90 90 Microsoft Office Excel 2010 Level 3 mapped cells. The export process does not share the rest of the Excel workbook, and it does not share any other XML data from the original XML file that was not imported into the mapped cells. Select any mapped cell in the practice worksheet. From the Developer tab and the XML group of button, select then Export. This will invoke the Export XML dialog box Navigate to where you want to export the data and enter a name for the exported file, and then click Export.

91 Microsoft Office Excel 2010 Level 3 91 Viewing the exported data From with Excel and from the File pull down menu, select Open. From the Files of Type list, select XML Files. Locate the exported XML file and click Open. The Open XML dialog box appears. From the Files of type at the bottom of the window select XML Files Click on the XML file and click Open This will invoke the Open XML dialog box Select As an XML List, and then click OK. Move Mapped Cells Excel will create a new workbook and load the data from the exported file into a worksheet. You can should be able to see that the new file contains the data you entered manually, plus any changes you chose to make earlier. Although you're viewing the data as an XML List, the data file itself is generic XML, so other people or programs can reuse this data. Close the file. If you want to move mapped cells you could just cut and paste the way you would do normally but you must keep in mind a few rules which apply: 1. To move a list and keep it as a list, you must move the entire set of cells together. You can move individual cells or columns from the list, but the moved cells will not function as lists. 2. Maps apply to one worksheet only therefore if you copy mapped cells to another worksheet or workbook, you must recreate the map. 3. Excel does not export the data that you move out of mapped cells. The export process works on mapped cells only.

92 92 Microsoft Office Excel 2010 Level 3 Remove Mapped cells and leave data in place To remove a block of related elements To remove the mapped cells and all data Open an XML file as an XML list There are two way to remove mapped cells from a worksheet. One way leaves the data in the cells, and the other clears the cells entirely. From the Data pull down menu, select XML then XML Source In the XML Source task pane, right-click the element that you want to remove, and click Remove element. You can see which schema elements have been mapped, because their names appear in heavy dark letters. This is also the method you use to correct any mistakes during the original mapping process. Right-click the topmost element in the task pane, the element that identifies the set, and click Remove element. For this exercise, that parent element is ns1:expenseitem. When you remove related mapped elements but leave the data in place, the data continue to work as a list. Select the mapped cells From the Edit pull down menu, select Clear. Then click All. You can also use XML data in Excel 2003 by loading the data into an XML list. (An XML list resembles an Excel list and acts like an Excel list, but an XML list takes its data from an XML data source.) On a blank worksheet select the Data pull down menu then select Import External Data Click Import Data In the Select Data Source dialog box, find the sample XML file that you require and click Open You will see a message that Excel will create a schema. Click OK. This will invoke the Import Data dialog box asking where you wish to place the data. Make your selection and click OK In the Import Data dialog box, make sure that XML list in existing worksheet is selected, and click OK. Excel creates the list, adding all the data from the XML file. You can tell this because the list contains a lot of repeated data, such as the name and the date.