Microsoft Excel 2007: Part IV Custom Tools for Worksheets Windows XP. Microsoft Excel 2007

Transcription

1 Microsoft Excel 2007: Part IV Custom Tools for Worksheets Windows XP Microsoft Excel 2007 Microsoft Excel is an electronic spreadsheet program. Electronic spreadsheet applications allow you to type, edit, and print spreadsheets. Excel can be used for financial, statistical, or list information. Customizing Name Box The name box displays the cell address of the active cell in the worksheet (the cell that has the black outline which surrounds the cell that you can move using the mouse or keyboard). The name box is located on the left of the formula bar. You can also use the name box to name a cell or range of cells so that you can quickly go to them or refer to them in a formula. To Create a Name Select the cell or range of cells to be named. Click within the Name Box to the left of the Formula Bar. Type a name and press Enter. The name cannot have any spaces, however you may use the Underscore key (Shift + hyphen). For Example: electronic_services OR On the Formulas tab, in the Defined Names group, click Define Name. In the New Name dialog box, in the Name box, type the name that you want to use for your reference. Names can be up to 255 characters in length. To specify the scope of the name, in the Scope drop- Page 1 of 19

2 down list box, select Workbook or the name of a worksheet in the workbook. Tip: Use a worksheet name if the scope is on the local worksheet level. Use "Workbook" if the scope is on a global worksheet level. Optionally, in the Comment box, enter a descriptive comment (such as Don t delete, critical name!, for example) of up to 255 characters. In the Refers to box, do one of the following: o To enter a cell reference, type the cell reference. Tip: The current selection is entered by default. To enter other cell references as an argument, click Collapse Dialog (which temporarily shrinks the dialog box), select the cells on the worksheet, and then click Expand Dialog. You may refer to range of cells adjacent to each other or selected cells that are not adjacent. To finish and return to the worksheet, click OK. Using Names Later, when you are in another area of the workbook you can click the down arrow next to the Name Box and click on a name to select it. Excel will then take you to that area of the worksheet. Using the Go To option (Control+G) you can select a named area. Also when you are using formulas you can type the name you created in the Name Box to refer to the cell or range of cells. To Erase a Name Click on Name Manager and highlight the name you want to erase. Click on the Delete button. Click OK and Close. Lists If you are creating a list or a pattern of numbers, Excel can help you to quickly finish the list. You can quickly create a list in sequential order in two ways: 1. by using the Fill Handle 2. by the Fill command. Fill Handle 1. Fill Handle: You need to type at least the first item in the list, and then select that cell to make it active. There is a little black box (fill handle) in the corner of the outline of the selected area. Click, hold, & drag this box. Continue dragging until the list is complete (filled in). Page 2 of 19

3 The Default Lists are the days of the week and the months of the year. To display days or weekdays only in your list, or to display dates with monthly or yearly intervals, after dragging the fill handle, click Auto Fill Options and then click Fill Days, Fill Weekdays, Fill Months, or Fill Years. 2. Fill Command: Do the following to fill a range of cells with a date value by using the Fill command. Starting with the cell that contains the first date, select the range of cells that you want to fill with the sequential list of dates. On the Home tab, in the Editing group, click Fill, and then click Series. In the Series dialog box, under Date unit, click the unit that you want to use. If you want to increase the increments that are used in the sequence and specify the end of the sequence, in the Step value boxes, type the values that you want to use. If you would like to create additional custom lists: 1. Click the Microsoft Office Button, and then click Excel Options. 2. Click the Popular category, and then under Top options for working with Excel, click Edit Custom Lists. Page 3 of 19

4 3. In the Custom Lists box, click NEW LIST, and then type the entries in the List entries box, beginning with the first entry. 4. Press ENTER after each entry. 5. When the list is complete, click Add. The items in the list that you selected are added to the Custom lists box. 6. Click OK twice. Note: To delete a custom list, go back the same way the list was created as explained above. In the Custom Lists box, highlight the list you want to delete; click Delete button. Click OK twice. More examples of series that you can fill When you fill a series, the selections are extended as shown in the following table. In this table, items that are separated by commas are contained in individual adjacent cells on the worksheet. Initial selection Extended series 1, 2, 3 4, 5, 6,... 9:00 10:00, 11:00, 12:00,... Mon Tue, Wed, Thu,... Select the cell or cells that contain the starting values. Drag the fill handle across the range that you want to fill. Monday Jan Jan, Apr Tuesday, Wednesday, Thursday,... Feb, Mar, Apr,... Jul, Oct, Jan,... To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left. Jan-07, Apr-07 Jul-07, Oct-07, Jan-08, Jan, 15-Apr 15-Jul, 15-Oct, , , 2010, 2011,... 1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,... Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,... text1, texta text2, texta, text3, texta,... 1st Period 2nd Period, 3rd Period,... Product 1 Product 2, Product 3,... Page 4 of 19

5 Data Entry Form A data form provides a convenient means to enter or display one complete row of information in a range or table without scrolling horizontally. You may find that using a data form can make data entry easier than moving from column to column when you have more columns of data than can be viewed on the screen. Use a data form when a simple form of text boxes that list the column headings as labels is sufficient and you don't need sophisticated or custom form features. First, you need to add the Form button to the Quick Access Toolbar. To add the Form button to the Quick Access Toolbar: Click the arrow next to the Quick Access Toolbar, and then click More Commands. In the Choose commands from box, click All Commands. In the list box, select the Form button, and then click Add. To create a new Data Entry Form: 1. Type a column head name for the first column. 2. Repeat step 1 to the adjacent cells until you have entered the desired number of column heads. 3. Click the cell in which you want to begin entering data. (In this case A1) 4. Click the Form button on the Quick Access Toolbar. 5. Click OK on the warning window. 6. A data form appears for you to enter your data. 7. Type the requested data in the fields pressing Tab to move to the next field. 8. After completing the first set of fields, click New to enter data and start a new record. The data fills the worksheet, and the form clears for the new record. 9. Repeat steps 6 8 to enter each new record. 10. Click Close when you are done entering data. Page 5 of 19

6 Creating Data Form from Existing Data A data form can also be created from an already existing table on a spreadsheet. Excel uses these column headers to create labels for each field on the form. Important - Make sure that there are no blank lines in the range of data and that your data has a column heading for each column. If you have totals at the bottom of your table, insert enough rows to add your new data before the total row. 1. Select the range of already created data. 2. Click the Form button on the Quick Access Toolbar. 3. A Data form appears. If a cell contains a formula the formula result is displayed in the data form, but you cannot change the formula by using the data form. See below, an example of a data form generated from an existing table. Click Criteria to easily find a row of data and then enter your comparison criteria in the data form. For example, you can type the number >2000 in Meals field to find anyone who spends more than 2000 under Meals. If you type the text John as a criterion, Excel finds all those names that include "Johnson" and "John." To find text values that share some characters but not others, use a wildcard character as your criterion. To find Page 6 of 19

7 ? (question mark) - Any single character - e.g. sm?th finds "smith" and "smyth" (asterisk) - Any number of characters e.g., *east finds "Northeast" and "Southeast" ~ (tilde) followed by?, *, or ~ (A question mark, asterisk, or tilde) e.g., fy91~? finds "fy91?" To find rows that match the criteria, click Find Next or Find Prev. To return to the data form so that you can add, change, or delete rows, click Form. Import a Microsoft Word List Open your MS Word program. Find your Word table, click and drag to select the cells you want to copy. Click the Copy button. In Excel, click a cell in the upper-left of the worksheet, making sure there are enough cells below and to the right to accommodate the Word table. Click the Paste button to insert the Word table into the Excel worksheet. To add more records, click the first cell of a new row. Click the Form button on the Quick Access Toolbar. In the form, click New to start a new record. Tools to Facilitate Creating and Managing Data Lists AutoComplete When you type duplicate data in the same column, Excel will AutoComplete the information for you. For instance if you are typing a list that repeats a person s name, you will just have to type the first letter or letters of the name that distinguishes it from the other names and Excel will complete the rest for you. You just need to press Enter for the data to be accepted. If you do not want to accept what Excel has completed, then just continue typing or press the spacebar, whatever is appropriate. AutoComplete only looks at the data organized in columns. To turn off this feature: Click the Microsoft Office Button, and then click Excel Options. Click Advanced, and then under Editing options, select or clear the Enable AutoComplete for cell values check box to turn this option on or off. Page 7 of 19

8 Sort Sorting organizes data in ascending or descending order alphabetically or numerically. To sort by one column: 1. Click on a cell within the column you would like to sort. 2. Open the Data tab. 3. Select either Ascending or Descending command. To sort by one or more columns: 1. Click the Sort command. 2. The Sort dialog box will come up. 3. Under Column, in the Sort by box, select the column that you want to sort. 4. Under Sort On, select the type of sort. 5. Under Order, do one of the following: o For text values, select A to Z or Z to A. o For number values, select Smallest to Largest or Largest to Smallest. o For date or time values, select Oldest to Newest or Newest to Oldest. Check the My data range has headers box to indicate if you have a Header row (labels at the top of the columns) or No header row. (If the correct selection is not already marked.) 6. To add another column to sort by, click Add Level (up to 64 levels), and then repeat steps three through five. (To delete a level, click Delete Level.) 7. Click OK. Note: If you are sorting rows, then click Options and change the Orientation to Sort left to right. Just remember to change it back when you resume sorting columns. Page 8 of 19

9 AutoFilters If you have a lot of information you may want to filter out a smaller list to view or print for a particular purpose. To do this you will use AutoFilter. To start AutoFilter: Create a list and include labels (a header row). Click anywhere within the list. Open the Data tab. Select Filter in the Sort & Filter group. Your data will be displayed as follows: Each column heading is used as criteria and equipped with a dropdown arrow to view data that meets your criteria only. means that filtering is enabled but not applied. means that a filter is applied. You can also sort within the filter. You can also apply sub-filtering for your numbers. To remove filter, click the column that filtering is applied to and click on Clear Filter From in the drop-down list. To turn off AutoFilter, click on the Filter button again under the Data tab. Page 9 of 19

10 OR You can convert data into a table (previously known as list) automatically. Again, data must be arranged in columns with descriptive column headings for this method to work. You can manage and analyze the data in that table independently of data outside the table. For example, you can filter table columns, add a row for totals, and apply table formatting. Click anywhere within the data on your worksheet. On the Insert tab, in the Tables group, click Table. The Create Table window will pop-up. Excel also indicates the cells to be included in the table setting with surrounding marching ants. Click the checkbox to confirm that the list has headers. Click OK. Each column header now has an arrow indicating a drop-down column filter. If you have any missing column headings, Excel will just insert a general Column # which you can overtype and replace later. By using this method to filter, a table style is already applied. You can visualize a different table style by hovering the mouse over a different style in Table Styles box under Design tab. More table styles can be viewed by using the arrow on the scroll down bar. Now the data in this table can be filtered and un-filtered as if you had used the Filter command in the first place. Sizing handle: A sizing handle in the lower-right corner of the table allows you to drag the table to the size that you want. Then add in new data on new blank rows within the table style. After your data cells are converted into an Excel Table, and if you still need to add a new data row, click on the Form button from your Quick Access Toolbar and add new record. The chosen table style design should apply to your new record. Or you can simply place your active cell at the last data cell on the furthest right column, and hit the Tab key on your keyboard to make a new data line. Or place your active cell next to the last data row and start typing in new data. In either case, your chosen table style design should apply to your new record. Page 10 of 19

11 After you create a table in Microsoft Office Excel, you may not want to keep working with the table functionality that it comes with. Or you may want a table style without the table functionality. To stop working with your data in a table without losing any table style formatting that you applied, you can convert the table to a regular range of data on the worksheet by following these directions: Click anywhere in the table to make sure that the active cell is in a table column. (This displays the Table Tools, Design tab.) On the Design tab, in the Tools group, click Convert to Range. OR You can also right-click the table, point to Table, and then click Convert to Range. Note: When inputting data into a worksheet, it is best to divide the information into the smallest parts. For example instead of a column entitled Name, the data is broken down into Last Name and First name. Also instead of a column labeled Address, the address is broken down into separate columns for Street Number, Street, City, State, and Zip. This allows the worksheet to be easily filtered and sorted. How to Divide Data into the Smallest Parts Information in a column can be divided into the smallest parts for easy filtering. For example, if a column contains both last and first names together, you can split that column into two separate columns; one for the last names, and the other for the first. By doing so, you can filter your data more efficiently. See the example below on how data is not in its smallest format. Here in this example, first and last names are not separated. Follow these steps below to split one column into two. First, an empty column needs to be inserted next to the right of the data column. Click on the B to select column B. On the Home tab, click on Insert and Insert Sheet Columns. (Note: When a column is divided into two, the newly added column will take over the column immediately right of the original data column. It is important that you must have an empty column to the right of the original column.) Page 11 of 19

12 Select the entire column that contains original data. Click the Data tab in the Data Tools group, and click on the Text to Columns command. The Convert Text to Columns Wizard Dialog box will appear. Select Delimited and click on Next. On next window, check on Space as we have a space between the last and first names; click on Next. Click Finish to finalize your process and you will see the result as below. Page 12 of 19

13 On the other hand, if you would like to put together cell contents from more than one column into a single cell, you would use the Concatenate function to reverse what you have just done above. To combine cell contents of Cell A2 and B2 into one cell, use the formula: to have the result where (quote-space-quote) means to combine the names separated by space in between. Viewing Different Parts of a Worksheet at the Same Time Split Split allows you to view different sections of a worksheet at the same time. The different sections can be side by side allowing you to view needed areas and even paste data. To split the worksheet into multiple panes: Move the active cell or select the row or column that is below or to the right of the area that you want split. Open the View tab and select the Split command in the Window group. To remove the split, click on Split command again. Freeze When freeze is selected, areas of the worksheet are frozen while the rest of the worksheet is able to be scrolled. For instance, if you have headings at the top of Page 13 of 19

14 columns of data, the headings can be frozen and as you type data or scroll through the worksheet the headings will still be visible. Move the active cell or select the row or column that is below or to the right of the area that you want split. Excel 2007 provides two new options to freeze the first column or the top row without needing to worry where your active cell is on the worksheet. To freeze panes, under the View tab, click on Freeze Panes in the Window group. To remove the freeze: Click on Freeze Panes again and select Unfreeze Panes on the top. Chart Elements Some elements on a chart are displayed by default while others can be added as needed. You can change how elements are display by moving to different locations in the chart, resizing them, removing them or by changing the format. Below, see the elements of a chart. The chart area of a chart. The plot area of a chart. The data points of the data series that are plotted in the chart. The horizontal (category) and vertical (value) axis along which the data is plotted in the chart. The legend of the chart.. A chart and axis title that you can use in the chart. A data label that you can use to identify the details of a data point in a data series. Page 14 of 19

15 Creating Charts Click and select the worksheet data you want to chart. On the Insert tab, in the Charts group, do one of the following: o Click the chart type, and then click a chart subtype that you want to use. o To see all available chart types, click a chart type, and then click All Chart Types to display the Insert Chart dialog box. Click the arrows to scroll through all available chart types and charts subtypes, and then click on the one that you want to use. A ScreenTip displays the chart type name when you rest the mouse pointer over any chart type or chart subtype. By default, the chart is placed on the worksheet as an embedded chart. If you want to place the chart in a separate chart sheet, you can change its location by doing the following: o Click the embedded chart to select it. o This displays the Chart Tools, adding the Design, Layout, and Format tabs. (Note: Use the Design tab to change the chart type or to move the chart location; the Layout tab to change chart titles or other chart elements; and the Format tab to add fill colors or to change line styles. When you complete the chart, click outside the chart area. The Chart Tools go away. To get them back, click inside the chart. Then the tabs reappear.) o On the Design tab, in the Location group, click Move Chart. o OR you can right-click on the empty chart area to bring up the menu, select Move Chart. o In Move Chart box, under Choose where you want the chart to be placed, do one of the following: To display the chart in a separate chart sheet, click New sheet. If you want to replace the suggested name for the chart, you can type a new name in the New sheet box. To display the chart as an embedded chart in a worksheet, click Object in, and then click a worksheet in the Object in box. Practice: 1. Open travel expense log.xlsx. 2. Select cell range A1..C6 to chart registration fees and plane tickets columns for the first five employees as a sample. 3. On the Insert tab, in the Charts group, click on Column style. 4. Select Stacked Cylinder style from style from Cylinder group. 5. This displays the Chart Tools, adding the Design, Layout, and Format tabs and a chart is placed as an embedded chart. See below. Page 15 of 19

16 Changing Elements of the Chart: Design Tab: In the Chart Type group, click on Change Chart Type and select a different chart type (Clustered Cylinder) and click on OK. In the Data group, click on Switch Row/Column to see what swapping data on an axis will look like on your chart. Or you may click on Select Data and edit the data range by dragging your mouse. Layout 9 In the Chart Layouts group, click the arrow on the scroll bar to see all layouts. Select Layout 9 for this practice. This inserts the Chart Title and places for axis titles. Next, in the Chart Styles group, click the arrow on the scroll bar to see all Chart Styles and select a different style if you wish. Page 16 of 19

17 You may move your chart onto a separate worksheet by using the Move Chart command or right-click on the empty chart area and select Move Chart. Layout Tab: In the Current Selection group, click the down-arrow next to Chart Area and select the area for which you want to change the format. Select Plot Area for this practice. o Once the area is selected, click on Format Selection and make changes. In the Format Plot Area box, under Fill, select Gradient Fill. You may select a different color by clicking on the drop-down arrow next to Preset-Colors. You will be able to see the instant color changes on your screen. o Click Close. In Insert group, you can insert Picture, Shapes, or Text Box in your chart In the Labels group, click on each arrow to see how you want different labels to appear on your chart. For example, under Legend, you may select to have your legend appear at the top, bottom, left, right of the chart. In the Axes group, you may change the appearance of axis labels and gridlines. In the Background group, you can show or clear the Chart Wall or Chart Floor with a 3-D rotation ability to your Plot Area. In the Analysis group, Trendlines are used to graphically display trends in data and to help analyze problems of prediction. Page 17 of 19

18 Format Tab: Under the Format tab, in the Current Selection group, click the down-arrow next to Chart Area and select the area you want to change format. This option works the same way under the Layout tab. See the Layout tab section. To change the shape style of the specific element, use the Shape Styles group. For example, to change a color of a column in your chart, click on one type of column color that represents one data set (e.g. registration) and select a different color by clicking on the arrow next to the color fill choices buttons. To change the format of text in a selected chart element (e.g. axis labels), use the format options in the WordArt Styles group. Use Selection Pane in the Arrange group to show or hide the chart(s) on your worksheet. Use the Dialog Box Launcher in the Size group to specify the size and positioning of the object, and to specify the alternative text. Alternative options on changing Chart Elements: You may also select any of the chart elements and then right-click on the selection which will provide you with the menu relevant to that area. For example, to change the number format of a vertical (value) axis, select the value until you see the box surrounding the entire axis. Then, right-click in the box. Select Format axis from the menu. In the Format axis box, click on Number. Change decimal places to zero 0 and click on Close. That will get rid of decimal points in vertical values. You may place your mouse on any empty area of the chart until your mouse turns into a plus sign with 4 arrows. You can hold-down your left mouse button and drag and move the location of your chart. Page 18 of 19

19 You may also notice dots on all four corners and mid-point on all four sides of your chart. Lay your mouse cursor on those dots until your mouse cursor turns into double-headed arrow. Hold down your left mouse button and drag in order to resize the chart. Exercises Exercise 1 Creating a Name: 1. Using the travel expense log file, highlight the row for John Watkins and assign the name Watkins to those cells. Scroll down to the bottom of the worksheet and then use the name box to relocate to the Watkins cells. Exercise 2 Making a List 1. Create a new file (workbook) and type in the following column heads: First Name Last Name City State 2. Enter data into the form for yourself and 4 other people you know. Exercise 3 AutoComplete, Sort, AutoFilters 1. Using the file you just created, sort your records in descending alphabetical order by the last name. 2. Below your data select an empty cell and type January. Use AutoComplete to create a row with all 12 months. Enter yourself and your friends names next to their month of birth. 3. Using the travel expense log file, select the AutoFilter option and filter out the salespeople who s Registration equals $500. Exercise 4 Split & Freeze 1. Using the travel expense log file split the data at the 25 th salesperson. Close the file when you are done. 2. Reopen the travel expense log file and freeze the name column of the worksheet. Page 19 of 19