STUDENT MANUAL. Excel 2013: PivotTables and Macros. Towson University. Office of Technology Services. OTS Training

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1 STUDENT MANUAL Excel 2013: PivotTables and Macros Towson University Office of Technology Services OTS Training

2 Excel 2013: PivotTables and Macros

3 Excel 2013: PivotTables and Macros Part Number: Course Edition: 1.0 Acknowledgements PROJECT TEAM Author Media Designer Content Editor Pamela J. Taylor Alex Tong Angie French Notices DISCLAIMER While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies. Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of such entity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by third parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites. TRADEMARK NOTICES Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates. Microsoft Office Excel 2010 is a registered trademark of Microsoft Corporation in the U.S. and other countries. Microsoft Office Outlook and Microsoft SharePoint are also registered trademarks of Microsoft Corporation in the U.S. and other countries. The other Microsoft products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All other product and service names used may be common law or registered trademarks of their respective proprietors. Copyright 2012 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without express written permission of Logical Operations, 500 Canal View Boulevard, Rochester, NY 14623, (800) Logical Operations World Wide Web site is located at This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or transmitted without permission, please call (800)

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5 Excel 2013: PivotTables and Macros Analyzing Data with PivotTables, Slicers, and PivotCharts... 1 Create a PivotTable... 2 Filter Data by Using Slicers Analyze Data by Using PivotCharts Automating Worksheet Functionality Update Workbook Properties Create and Edit a Macro Apply Conditional Formatting...48 Add Data Validation Criteria Lesson Labs...61 Solutions Glossary Index...69

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7 1 Analyzing Data with PivotTables, Slicers, and PivotCharts Lesson Time: 1 hour Lesson Objectives In this lesson, you will: Create a PivotTable. Filter data by using slicers. Analyze data by using PivotCharts. Lesson Introduction Excel has a variety of ways to store and view data. You've already built tables and charts. Now you're ready to view your data in entirely new ways. In this lesson, you will analyze data by using PivotTables, slicers, and PivotCharts.

8 2 Excel 2013: PivotTables and Macros TOPIC A Create a PivotTable The activities in this lesson are written in a continuous fashion. Each new activity after the first builds upon the previous activity. Consider teaching the conceptual content by keying through the activities with the students and teaching the material as it comes up in the activities. Ask students, What do you think PivotTables do? Direct answers to change your perspective on the data. A Standard Table Picture yourself standing on the corner of a busy intersection in the downtown area of a major city. Cars are zooming by on the roads, large office buildings surround you, people hustle and bustle about moving toward their various destinations. You are facing north, looking up the large thoroughfare. Now, imagine you don't move from where you are on the corner, you simply pivot to the left 90 degrees so that you are now facing west. Same city, same corner, same buildings and people, just a slightly different perspective. Now you pivot to the left again, another 90 degrees. You're now facing south. Again, it's still the same city and people and corner, just a slightly different view. The buildings that were behind you when you were facing north are now right in front of you. What was originally on your left is now on your right. One more 90 degree turn to the left and you're facing east. Same story. The city is your dataset. It is what it is. You are the PivotTable. PivotTables A PivotTable is a dynamic table that enables you to reposition the columns and rows of a raw dataset without altering the data. The repositioned columns and rows provide new perspectives on the data. PivotTables pivot columns into rows and rows into columns. Consider the following two tables. The first table is the raw data table. The second table is a PivotTable built from the dataset in the first table. Observe how, in the raw data table, Genre and Market are both column headings. Figure 1-1: A standard table. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

9 In the PivotTable, the genres have become the row headings, and each individual Market has become a column heading. This particular PivotTable shows you how many units of each genre have sold in each market. All of that information is in the raw data, but it's a lot easier to find when you let a PivotTable find and organize it for you. Excel 2013: PivotTables and Macros 3 A PivotTable Figure 1-2: A PivotTable. The PivotTable does not change the raw data; it changes only your perspective on the data. Start with Questions, End with Structure To create PivotTables that will be useful for your business, begin by thinking of the types of questions you'd like your raw data to answer. This is precisely the same type of questioning you would do if you were creating functions and formulas. The difference? Instead of using those questions to direct you to the types of functions you want to include in a formula, you use those questions to help direct you to the structure of a table that will provide you with the answers you're seeking. So, a question like How many units of the Romance genre were sold in EMEA? reveals that you need to count the number of units sold (the value you want to calculate) of a specific genre (Romance) in a specific market (EMEA). This could lead you to a table that has Genres as rows and Markets as columns. You could then scan across the Romance row, find where it intersects the EMEA column, and locate your answer. Or you might try positioning the Markets as rows and the Genres as columns. The trick is to first think of the structure you want. Once you have that structure in mind or sketched out on some scratch paper then it's time to build the PivotTable that will provide you with answers. The PivotTable Fields Panel With your PivotTable's structure in mind, you're ready to create your PivotTable. You do this by using the PivotTable Fields panel. This panel lists all of the fields in the dataset you've selected as the source data for your PivotTable. Refer students to the previous figure. Let students know that PivotTables aren't a set it and forget it kind of operation. PivotTables are designed to be interactive, and students should be actively using and changing their PivotTables as needed to provide the intelligence their businesses need. The PivotTable Fields Panel Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

10 4 Excel 2013: PivotTables and Macros Figure 1-3: The PivotTable Fields panel. You drag fields from the Choose fields to add to report section to where you want them to appear in the PivotTable. In this example, Genre was dragged into the ROWS area because the genres will appear as the row headings, and Market was dragged into the COLUMNS area because the markets will appear as the column headings. Total Units to Date will be dragged to the VALUES area because Total Units is the value you want to calculate. Excel defaults to SUM; however, there are several other mathematical and statistical functions you can apply to the VALUES area. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

11 Excel 2013: PivotTables and Macros 5 Note: To further explore the PivotTable Fields panel, you can access the LearnTO Add a Report Filter to an Excel PivotTable presentation from the LearnTO tile on the LogicalCHOICE Course screen. Summarize Data in a PivotTable Using the Summarize Values By options, you can summarize the data in a PivotTable by using a variety of functions. You may want to show LearnTO Add a Report Filter to an Excel PivotTable from the LogicalCHOICE Course screen or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. The Summarize Values By Options Figure 1-4: The Summarize Values By options. The functions available here work the same way these functions work elsewhere in Excel. For example, if you select Min, the PivotTable will return the minimum value. In this example, the author who has sold the least number of total units in APAC is the author who has sold 1417 units. Figure 1-5: Summarizing values by using the MIN function. The Show Values As Functionality of a PivotTable In addition to selecting how you want to summarize the data in a PivotTable, you can also select how you want to show the values. When set to No Calculation, the values will appear by using only the summary function you select from the Summarize Values By options. Ask students, What do you notice about the Grand Totals? Direct answers to, In this MIN example, the Grand Totals identify the lowest value in the column or row. Then ask, What do you suppose the Grant Totals would show if you summarized by Average? Direct answers to, The average value of the row or column. Summarizing Values by Using the MIN Function The Show Values As Options Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

12 6 Excel 2013: PivotTables and Macros Figure 1-6: The Show Values As options. In this example, Show Values As has been set to % of Grand Total. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

13 Excel 2013: PivotTables and Macros 7 Ask students, What do you notice about the values and the Grand Totals? Direct answers to, Each value is displayed as a percent of the Grand Total, and each row and column sums to a percentage of the Grand Total. Showing Values As a Percent of the Grand Total Figure 1-7: Showing Values as a percent of the grand total. Combine Summarize and Show Combining Summarize Values By and Show Values As options enables you to deepen your understanding of your data. Here is one simple example to illustrate this point. This PivotTable is summarizing values by Max and showing values as a rank from largest to smallest by market. In other words, this PivotTable addresses the question, How do the markets rank by maximum number of units sold of a single title per genre? In this case, APAC ranks first for Fantasy. This means that of all the books sold in either print or electronic format, the market that has purchased the most units of a single Fantasy title is APAC. Combining Summarize and Show (Example 1) Combining Summarize and Show (Example 2) Figure 1-8: Combining summarize and show (Example 1). However, look what happens when you change Summarize Values By to Count but keep Show Values As at Rank Largest to Smallest. In this case, the PivotTable is answering the question, How do the markets rank by total number of titles sold in each genre? APAC is now ranked second by this criterion. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

14 8 Excel 2013: PivotTables and Macros Ask students, What do you notice about this PivotTable? Direct answers to the fact that the Romance genre does not have a number four ranking and the Thriller genre does not have a number three or four ranking. Then ask them, What does this tell you about the data? Direct answers to, For Romance, the total number of titles sold is the same in APAC and EMEA, and for the Thriller genre, the total number of titles sold in EMEA, LA, and NA is also the same. Then ask them, How can you verify this? and direct answers to Keep Summarize Values By at Count but change Show Values As to No Calculation. That would reveal the actual count of titles sold in each market for each genre. Figure 1-9: Combining summarize and show (Example 2). PowerPivot PowerPivot is an Excel add-in that simplifies business intelligence data analysis for organizations that have massive datasets dispersed across multiple data sources. When you're working with hundreds of millions of records, Excel's default specifications for rows just over 1,000,000 rows won't provide the space you need. PowerPivot addresses precisely this challenge and empowers you to link multiple data sources in a single interface Excel 2013 and run analysis on datasets that stretch into the hundreds of millions of rows. To learn more about PowerPivot and download this free add-in, visit PowerPivot Functions Data Analysis Expressions (DAX) functions are used to define calculations in PowerPivot. DAX provides a variety of functions that perform calculations using PowerPivot data, The following table describes the most common ones. Function RIGHT LEFT MID TRIM UPPER LOWER CONCATENATE Description Returns the last character or characters in a text string, based on the number of characters specified. Returns the specified number of characters from the start of a text string. Returns a string of characters from the middle of a text string, given a starting position and length. Removes all spaces from text except for single spaces between words. Converts text to uppercase. Converts all uppercase letters in a text string to lower case. Joins two text strings into one text string. External Data In a perfect world, all of your data would live in external data sources. For example, you might have an HR database, a sales database, an inventory database, and a call center database. Depending on the size of your business, this might even be a requirement. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

15 Rather than export data from those sources and store it in Excel, a more efficient method is to connect Excel directly to those external sources. If you store data in Excel and in the external data sources, you run the serious risk of the data in Excel not being up-to-date. The biggest benefit of connecting to external data sources is the accuracy of the data: your data will always be up-to-date. Which is precisely what you want for making business decisions. PowerPivot is one of the tools that makes it very easy for you to connect to external data sources. However, Excel has many other built-in tools to make the connections to and management of external connections easy. For more information on how to connect to and manage external data, search for external data in the Excel 2013 Help system. Excel 2013: PivotTables and Macros 9 How to Create a PivotTable Use this procedure to create a PivotTable. Note: Access the Checklist tile in the LogicalCHOICE Course screen to view all How To procedures for this lesson. Create a PivotTable To create a PivotTable: 1. Identify a few key questions you'd like the PivotTable to be able to answer about your data. 2. On scratch paper, sketch out the structure you'd like the PivotTable to take. Which fields from the source data will be the rows? Which fields will be the columns? On which field do you want to run the calculations? 3. In Excel 2013, select INSERT Tables PivotTable. 4. In the Create PivotTable dialog box, select the data you want to analyze. If the data is in the current workbook, select the Select a table or range radio button, and then select the Collapse Dialog button and select the table or range. If the data is in an external source, select the Use an external data source radio button, and then select the data source. 5. In the Create PivotTable dialog box, choose whether you want to add the PivotTable to a New Worksheet or to an Existing Worksheet. 6. Select OK. 7. In the PivotTable Fields panel, using the structure you sketched out on scratch paper as a guide, from the Choose fields to add to report list, drag the fields that will be rows to the ROWS area, the fields that will be columns to the COLUMNS area, and the fields on which you want to run calculations to the VALUES area. 8. If necessary, drag fields to the FILTERS field. Note: FILTERS in a PivotTable work in the same way as the Sort functionality on a standard table, enabling you to refine the PivotTable by which ever criteria appears in the FILTERS field. 9. On the worksheet, test your PivotTable. 10. As necessary, on the PivotTable, change the Summarize Values By and Show Values As settings. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

16 10 Excel 2013: PivotTables and Macros ACTIVITY 1-1 Creating PivotTables Data Files C:\091015Data\Analyzing Data with PivotTables, Slicers, and PivotCharts\Author_Data_05.xlsx Before You Begin Excel 2013 is open. Scenario Your data analysis and visualization needs continue to grow. Two primary questions that continue to come up are: What's the total number of units sold per genre in each market we serve? For each author and book, what are the total sales of electronic books versus the total sales of print books? To answer these questions, you've decided to create two pivot tables, one that addresses the genresby-market question and one that addresses the sales of electronic versus print for authors and book titles question. 1. Open the file Author_Data_05.xlsx. 2. Add a PivotTable that answers the primary question, What's the total number of units sold per genre in each market we serve? a) On the Sales Dashboard spreadsheet, select cell AP1. b) Type pvtblgenresandmarkets c) Select cell AP2. d) Select INSERT Tables PivotTable. e) In the Table/Range field, type tblsalesdata Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

17 Excel 2013: PivotTables and Macros 11 f) Verify that the location is cell AP2 and select OK. g) In the PivotTable Fields panel, drag Genre from the Choose fields to add to report list to the ROWS area. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

18 12 Excel 2013: PivotTables and Macros h) Drag Market from the Choose fields to add to report list to the COLUMNS area. i) Drag Total Units to Date from the Choose fields to add to report list to the VALUES area. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

19 Excel 2013: PivotTables and Macros 13 j) Select any cell in the PivotTable and then, on the PIVOTTABLE TOOLS ANALYZE tab, in the PivotTable group, clear the contents of the PivotTable Name field and type pvtblgenresandmarkets k) Press Enter. 3. Use the PivotTable to answer the question, Which genre is our biggest overall seller? a) Right-click cell AU4 and select Sort Sort Largest to Smallest. 4. Which genre is the biggest overall seller? A: Romance is the biggest overall seller with units sold. Point out to students that even a small PivotTable can answer a huge array of related granular questions. 5. Use the PivotTable to answer the question, For APAC and EMEA only, what is the combined number of total units sold for Romance and Fantasy? a) From the Column Labels drop-down list, uncheck the Select All check box, check APAC and EMEA, and then select OK. b) From the Row Labels drop-down list, uncheck the Select All check box, check Fantasy and Romance, and then select OK. 6. What is the combined number of total units sold for Romance and Fantasy in APAC and EMEA? A: The total units sold for Fantasy and Romance in APAC and EMEA is Use the PivotTable to answer the question, What percentage of total unit sales is made up of LA s Fantasy genre sales? a) Clear all filters from the rows and column label lists. b) Right-click any of the data cells. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

20 14 Excel 2013: PivotTables and Macros c) Select Show Values As % of Grand Total. 8. What percentage of total unit sales is LA s Fantasy genre sales? A: Fantasy sales in LA account for 3.50% of total sales. 9. Use the PivotTable to answer the question, Which market has the highest percentage of SF sales? a) Right-click any of the data cells. b) Select Show Values As % of Row Total. Reinforce how small this particular PivotTable is and point out that you've asked it only a few of the many possible questions it can answer. 10. Which market has the highest percentage of SF sales? A: NA has the highest percentage of SF sales at 26.67% of total SF sales. 11. Add a PivotTable that answers the primary question, For each author and book, what are the total sales of electronic books versus the total sales of print books? a) On the Sales Dashboard spreadsheet, select cell AP9. b) Type pvtblauthorsandformats c) Select cell AP10. d) Select INSERT Tables PivotTable. e) In the Table/Range field, type tblsalesdata f) Verify that the location is cell AP10 and select OK. g) In the PivotTable Fields panel, drag Author from the Choose fields to add to report list to the ROWS area. h) Drag Title from the Choose fields to add to report list to the ROWS area, making sure to drop it below Author. i) Drag Format from the Choose fields to add to report list to the COLUMNS area. j) Drag Total Earnings to Date from the Choose fields to add to report list to the VALUES area. k) Select any cell in the PivotTable and, on the PIVOTTABLE TOOLS ANALYZE tab, in the PivotTable group, clear the contents of the PivotTable Name field and type pvtblauthorsandformats l) Press Enter. m) In the PivotTable, right-click any of the data cells and select Value Field Settings. n) In the Value Field Settings dialog box, select Number Format. o) In the Format Cells dialog box, select Currency and then select OK twice. Reinforce for students that building PivotTables takes hardly any time at all as long as you know what questions you want your data to answer and the basic layout of what you want the PivotTable to look like. 12. Use the PivotTable to answer the question, Which author has the lowest total sales? a) Right-click cell AS12 and select Sort Sort Smallest to Largest. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

21 Excel 2013: PivotTables and Macros Which author has the lowest total sales? A: Author 1011 is lowest with $1,434, in sales. 14. Use the PivotTable to answer the question, For author 1011, which book has the highest sales? a) Right-click cell AS13 and select Sort Sort Largest to Smallest. 15. For author 1011, which book has the highest sales? A: For author 1011 BookTitle0052 has the highest sales at $276, Use the PivotTable to answer the question, What percentage of author 1048 s total sales are electronic books? a) Select the Row Labels drop-down list. b) In the Search box, type 1048 c) Press Enter. d) Right-click cell AQ12, and then select Show Values As % of Row Total. 17. What percentage of author 1048 s total sales are electronic books? A: Electronic book sales account for 16.41% of author 1048 s total sales. 18. Save your work as My_Author_Data_05.xlsx Ask students, What did you notice about those last two sorts? Direct answers to: If you have grouped rows and you place the cursor in a parent row (for example, an author row in this PivotTable), then the entire dataset will sort based on the parent rows. If you click in a child row of one of the groups (for example, the book titles) and then sort, you'll sort within each group. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

22 16 Excel 2013: PivotTables and Macros TOPIC B Filter Data by Using Slicers Once you've created a PivotTable, you will want to make sorting and filtering the data in the table as efficient as possible. Although you can use the functionality built directly into the PivotTable to find the answers to your questions, there is another type of functionality that makes sorting and filtering PivotTables easier: slicers. Slicers Slicers and a PivotTable Slicers are filtering tools that filter PivotTable and PivotChart data based on user selections. Slicer filtering functions in the exact same way as the filtering you're used to seeing on tables, but instead of selecting filters from a list at the top of table columns, you select filter criteria by selecting buttons in the slicers. Use the standard Ctrl+click procedure to select more than one noncontiguous button and Shift+click to select more than one contiguous button. One slicer can connect to multiple PivotTables and one PivotTable can connect to multiple slicers. In this example, five slicers have been associated with the PivotTable. The slicers are based on the fields in the source data. This example answers questions such as, for all authors selling electronically formatted SF and Thriller novels in APAC and NA only, what percentage of total unit sales is the Thriller genre in NA? (The result is 11.67%.) What percentage of total unit sales is the SF genre in APAC? (The result is 22.67%.) And, what percentage of total unit sales is the Thriller genre overall? (The result is 50.13%.) Figure 1-10: Slicers and a PivotTable. Note that you can select slicers from the source data that don't appear as rows or columns in the PivotTable. Because the slicers and PivotTable come from the same data source, the slicers will filter the PivotTable accordingly. In the example, Format, Author, and Title are not rows or columns in the PivotTable. However, when you include the slicers for those fields and select the criteria, the PivotTable adds those criteria to its filter. How to Add Slicers to a PivotTable Use these procedures to add slicers to a PivotTable and connect slicers to more than one PivotTable. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

23 Add Slicers to a PivotTable To add slicers to a PivotTable: 1. Select any cell in the PivotTable. 2. Select PIVOTTABLE TOOLS ANALYZE Filter Insert Slicer. 3. In the Insert Slicers dialog box, check all of the fields on which you would like to filter. 4. Select OK. 5. Position the slicer(s) on the worksheet. Connect Slicers to More than One PivotTable To connect slicers to more than one PivotTable: 1. Select any cell in the PivotTable you would like to connect to existing slicers. 2. Select PIVOTTABLE TOOLS ANALYZE Filter Filter Connections. 3. In the Filter Connections dialog box, check all of the Slicers that you want to associate with the PivotTable you have selected on the worksheet. Note: In order to connect a PivotTable to existing slicers, the PivotTable must be based on precisely the same range as the PivotTable used to create the slicers. 4. Select OK. Set Slicer Size and Properties To set the size and properties of a slicer: 1. Right-click the slicer and select Size and Properties. 2. In the Format Slicer panel, set the size and properties as needed. Excel 2013: PivotTables and Macros 17 Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

24 18 Excel 2013: PivotTables and Macros ACTIVITY 1-2 Adding Slicers Before You Begin My_Author_Data_05.xlsx is open. Scenario To make it easier to filter data in your PivotTables, you've decided to incorporate slicers into the Sales Dashboard worksheet. Rather than add separate sets of slicers to each PivotTable, you plan to add one set of slicers and then connect the slicers to the appropriate PivotTables. 1. In My_Author_Data_05.xlsx, add slicers that will enable you to sort and filter the pvtblgenresandmarkets PivotTable by author, title, genre, market, and format. a) Select any cell in the pvtblgenresandmarkets PivotTable, and then select PIVOTTABLE TOOLS ANALYZE Filter Insert Slicer. b) In the Insert Slicers dialog box, check Author, Title, Genre, Format, and Market, and then select OK. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

25 Excel 2013: PivotTables and Macros 19 c) Position the slicers to the right of the genre-by-market table. 2. Use the slicers to answer the question, How many Romance print books has author 1029 sold in APAC? a) On the Genre slicer, select Romance. b) On the Market slicer, select APAC. Inform students that the position of their slicers doesn't exactly have to match the position in the screen capture. The idea is to move them to the right and be prepared to position them so they don't overlap each other or the PivotTables. They should get in the habit of constantly moving stuff around on their worksheet until the worksheet is in a finished or near-finished state. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

26 20 Excel 2013: PivotTables and Macros Students might get stuck here because right now, the pvtblgenresandmarkets PivotTable is displaying a percentage rather than the sum of total unit sales. Ask them to troubleshoot this issue on their own. Direct them to really think through what they want the table to display. In this case, they want to know the total number of books sold, not the total number of titles in print, so they'll need to rightclick the table and select Show Values As No Calculation. c) On the Format slicer, select Print. d) On the Author slicer, select How many Romance print books has author 1029 sold in APAC? A: Author 1029 has sold print Romance books in APAC. 4. Use the slicers to answer the question, Of author 1056 s NA electronic sales for Fantasy and SF, what percentage is SF? a) Right-click any data cell in the pvtblgenresandmarkets PivotTable and select Show Values As % of Column Total. b) Select the Clear Filter button on each Slicer. c) On the Genre Slicer, select Fantasy, press and hold Ctrl, and then select SF. d) One the Market slicer, select NA. e) On the Format slicer, select Electronic. f) On the Author slicer, select Of author 1056 s NA electronic sales for Fantasy and SF, what percentage is SF? A: Electronic sales of SF books account for 31.42% of author 1056 s total NA electronic sales. 6. Adjust the slicer connections for both PivotTables. a) Select any cell in pvtblgenresandmarkets PivotTable, and then on the PIVOTTABLE TOOLS ANALYZE tab, in the Filter select Filter Connections. b) In the Slicer Connections dialog box, uncheck Title. Check in with students to assess their progress up to this point. c) Select OK. d) Select any cell in pvtblauthorsandformats, and then, on the PIVOTTABLE TOOLS ANALYZE tab, in the Filter select Filter Connections. e) In the Filter Connections dialog box, check the box for every slicer. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

27 Excel 2013: PivotTables and Macros 21 f) Select OK. 7. Position the slicers beneath the Forecast chart. Inform students that they are moving the slicers to this position to practice positioning and setting the properties of slicers and also to set the worksheet up for the next activity. Direct them to Ctrl+click each slicer, and then use the Arrange tools on the Slicer Tools Options tab to align the slicers at the top and distribute them horizontally. 8. Prevent the slicers from resizing or moving with cells. a) Ctrl+click each slicer to select them all at once. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

28 22 Excel 2013: PivotTables and Macros b) Right-click and select Size and Properties. c) In the Format Slicer task pane, expand Properties. d) Select Don't move or size with cells. 9. Save your work. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

29 Excel 2013: PivotTables and Macros 23 TOPIC C Analyze Data by Using PivotCharts You've created tables and PivotTables, and you're familiar with the difference between the two. You've also created charts. Now, you'd like to leverage the flexibility of PivotTable filtering in your charts. That's where PivotCharts come in. PivotCharts PivotCharts are interactive charts that allow you to filter data on the fly by selecting filter data either directly on the chart or via slicers that have been connected to the chart. The PivotChart in this example answers the question, Regardless of format, which Fantasy title of Author 1005 is selling the best in LA? The answer is BookTitle0003 with just over 8,000 units sold. Slicers and a PivotChart Figure 1-11: Slicers and a PivotChart. Similar to a PivotTable, once you connect slicers to a PivotChart, you can filter the data by using either the slicers or the lists directly on the chart. Whichever you use, the other will reflect the filter. For example, if you select LA in the slicer, only LA will be selected in the Genre list on the chart. How to Insert a PivotChart Use this procedure to insert a PivotChart. Insert a PivotChart To insert a PivotChart: 1. Select any cell in the desired PivotTable. Note: You can also create a PivotChart using a data range. 2. Select PIVOTTABLE TOOLS ANALYZE Tools PivotChart. 3. In the Insert Chart dialog box, select the type of chart you want to insert. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

30 24 Excel 2013: PivotTables and Macros 4. Select OK. 5. Position the chart on the worksheet and format as needed. 6. Filter the chart as needed. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

31 Excel 2013: PivotTables and Macros 25 ACTIVITY 1-3 Creating a PivotChart Before You Begin My_Author_Data_05.xlsx is open. Scenario To further enhance the workbook, you've decided to add a PivotChart to the Sales Dashboard. This PivotChart will be controlled by the same slicers that currently control the two PivotTables that already exist on the Sales Dashboard. 1. In My_Author_Data_05.xlsx, create a PivotChart based on the PivotTable named pvtblgenresandmarkets a) Right-click any cell in pvtblgenresandmarkets and select Show Values As No Calculation. b) Select PIVOTTABLE TOOLS ANALYZE Tools PivotChart. c) In the Insert Chart dialog box, in the left pane, select Column, and then, at the top of the right pane, select Clustered Column. d) Select OK. e) Position the new PivotChart so it is below the slicers. f) On the slicers, clear all filters. 2. Using the slicers and PivotChart, answer the questions, Does author 1008 have any books in the LA market? If so, which book is author 1008 s biggest seller in that market, what format is the book selling in, and how many units has it sold? a) Ensure all of the filters from all of the slicers have been cleared. b) On the Market slicer, select LA. c) On the Format slicer, select Electronic. Ask students, What do you notice about the data in the PivotChart? Direct answers to, Romance in NA is clearly the dominant genre/market pair. Call attention to the fact that charts enable immediate understanding through visual and quantitative displays (not just quantitative). Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

32 26 Excel 2013: PivotTables and Macros Point out to students that the slicers are already directing them toward their answer, even before they make further adjustments on the chart. With author 1008 and LA selected, the Title slicer shows only two titles available, the Genre slicer shows only two genres available, and the Format slicer shows only Electronic available. So we already know at this point, without even looking at the chart, that author 1008 has two electronic fantasy and/or thriller books published in the LA market. Additionally, a glance at the chart tells us that this author is selling a lot more fantasy than thriller in the LA market. Point out that we know this is an electronic book because only the Electronic format is selected in the slicers. Time permitting, ask students, What other questions would you like to ask of the data? Encourage them to come up with their own questions and use the slicers and PivotChart to find the answers. d) On the Author slicer, select e) Observe the Title slicer. How many books did author 1008 publish? f) On the chart, right-click the Fantasy data series, and then select Expand/Collapse Expand Entire Field. g) In the Show Detail dialog box, select Title. h) Select OK. i) In the Microsoft Excel dialog box, select OK. 3. Which book is author 1008 s biggest seller in the LA market, what format is the book selling in, and how many units has it sold? A: BookTitle0039 is author 1008 s biggest seller in the LA market with units sold. It's in the Fantasy genre and is an electronic book. 4. Save and close your work. Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts OTS Training

33 Excel 2013: PivotTables and Macros 27 Summary In this lesson, you created PivotTables and PivotCharts and discovered the power they give you when you want to view your data in new and, perhaps, unexpected ways. You also learned about slicers. Slicers make it easy to select the data you want to filter and view in your PivotTables and PivotCharts. PivotTables, PivotCharts, and slicers make data visualization interactive. When data is interactive, data users begin to engage the data more deeply, uncovering new questions and answers that might not be readily apparent if the data were presented in a static format. Consider the types of data your firm generates. What kinds of questions would you like to ask the data? A: Answers will vary, but consider the various types of data your firm generates in the context of how PivotTables, PivotCharts, and/or slicers could help you answer questions about your business. These tools enable you to ask virtually anything of your data, but you will want to make sure that you are asking questions from a business perspective and not strictly a data analysis perspective. How could you leverage PivotTables, PivotCharts, and slicers to create interactive dashboards that will help you uncover new knowledge about your business? A: Answers will vary, but remember that Excel tools help you quickly find both granular data and trends in data. Note: Check your LogicalCHOICE Course screen for opportunities to interact with your classmates, peers, and the larger LogicalCHOICE online community about the topics covered in this course or other topics you are interested in. From the Course screen, you can also access available resources for a more continuous learning experience. Encourage students to use the social networking tools provided on the LogicalCHOICE Home screen to follow up with their peers after the course is completed for further discussion and resources to support continued learning. Towson University Lesson 1: Analyzing Data with PivotTables, Slicers, and PivotCharts

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35 2 Automating Worksheet Functionality Lesson Time: 1 hour, 15 minutes Lesson Objectives In this lesson, you will: Update workbook properties. Create and edit a macro. Use conditional formatting. Add data validation criteria. Lesson Introduction From your prior training, you already know the basic functionality of Microsoft Excel. As your projects and worksheets become more complex, you will want ways of streamlining your projects. Excel offers a number of tools that let you automate your work process. Your ability to automate will let you work more efficiently and accurately.

36 30 Excel 2013: PivotTables and Macros TOPIC A Update Workbook Properties In Excel 2013, you can use the Document panel to add or change the properties of a workbook. You can enter information that relates to a workbook such as the author, title, keywords, status, and comments. This information is sometimes referred to as metadata. Other than being added to a workbook, metadata can also be altered and deleted. The metadata you enter will help you better manage and locate your workbook files. In this topic, you will update a workbook's properties. Imagine that your boss needs some sales data from a worksheet for a presentation that she has to give in a couple of hours. The problem is that with all the workbooks that you use on a daily basis, you cannot find the right one. Obviously, telling her that you cannot find the numbers or making something up is not an option. You wish there was some way to help you find the right information. It can be extremely frustrating to search for something you need, especially when working under a deadline. In this topic, you will learn how to update workbook properties to help you find and identify files. Workbook Properties Workbook Properties The Workbook Name Properties dialog box has five tabs for specifying properties. Figure 2-1: Workbook properties. Lesson 2: Automating Worksheet Functionality OTS Training

37 Excel 2013: PivotTables and Macros 31 Tab General Summary Statistics Contents Custom Description The General tab shows the file name, type, location, size, MS-DOS name, creation date, modification date, and access date. It also displays if the file is read-only. These settings cannot be changed from the Workbook Name Properties dialog box. This information is supplied by the system. Allows you specify the file's title, subject, author, manager, company, category, keywords, and hyperlink base. Shows system information like creation date, last modified date, last accessed date, and last printed date. It also shows the name of the person who last saved the file, the revision number (when applicable), and the total editing time. Data cannot be edited here. Shows the number of the worksheets by name. Data cannot be edited here. Allows you to attach specific information to the file such as destination, editor, language, and other traits. It is possible to add a property name of your properties. How to Update Workbook Properties You can use these general steps to update workbook properties. Note: All of the How To procedures for this lesson are available as checklists from the Checklist tile on the LogicalCHOICE Course screen. Update Workbook Properties To update workbook properties: 1. In an open workbook, select FILE Info. 2. On the Info screen, from the Properties drop-down list on the right side of the screen, select Advanced Properties. 3. In the Workbook Name Properties dialog box, set the desired summary properties. a. Select the Summary tab. b. In the appropriate text box, enter the document information. 4. Set the desired custom properties. a. Select the Custom tab. b. In the Name text box, enter the desired name for a custom property, or select an option from the Name text box menu. c. From the Type drop-down list, select the desired option to limit the type of information that can be entered for the property. d. In the Value text box, type the value of the property. If you selected Yes or No from the Type drop-down list, select either the Yes or the No radio button. e. Select Add. 5. As desired, create additional custom properties. 6. Select OK to close the Workbook Name Properties dialog box. 7. Save the document to store the new properties in the file. Update Workbook Properties in the Backstage View To update workbook properties in the Backstage view: Towson University Lesson 2: Automating Worksheet Functionality

38 32 Excel 2013: PivotTables and Macros 1. In an open workbook, select FILE Info. 2. On the Info screen, from the right side of the screen, edit the information related to the workbook. Select Add a title and type in the desired title. Select Add a tag to add keywords that can be used to identify the workbook. Select Add a category to categorize the workbook. Select Add an author and type the name of the author. 3. Select Show All Properties to show all possible properties. To add more comments, select Add comments. In the Status field, select Add text and enter the workbook status. In the Subject field, select Specify the subject and type a subject for the workbook. In the Hyperlink Base field, select Add text and type the hyperlink base of the workbook. To set a company name, in the Company field, select Specify the company and type in the company's name. 4. Save the workbook. Update Workbook Properties Using the Document Panel To update workbook properties using the Document panel: 1. In an open workbook, select FILE Info. 2. On the Info screen, from the right side of the screen, from the Properties drop-down list, select Show Document Panel. 3. In the Document panel, enter information relating to the workbook. Type the name of the author in the Author text box. Type a title in the Title text box. Type a subject in the Subject text box. Type any desired tags in the Keywords text box. Type a category in the Category text box. Type the relevant status in the Status text box. Type any comments in the Comments text box. 4. If you would like to edit advanced properties, from the Document Properties drop-down list, select Advanced Properties. 5. Make the desired changes. 6. Close the Workbook Name Properties dialog box. 7. Close the Document panel. 8. Verify that the information is entered from the Info tab in the Backstage view. Modify the Default Settings in Excel To modify the default settings in Excel: 1. In an open workbook, select FILE Options. 2. Make the necessary changes in the Excel Options dialog box. On the General tab, in the When creating new workbooks section, select the Use this as the default font down-arrow to change the font for all new workbooks. Select the Font size down-arrow to change the font size for all new workbooks. Select the Default view for new sheets down-arrow to change the default view for all new workbooks. Use the Include this many sheets spin buttons to change the default number of worksheets in all new workbooks. Select the Formulas tab to change the way formulas are evaluated. Select the Save tab to change the save settings for all new workbooks. Select the Language tab to change the language settings. Lesson 2: Automating Worksheet Functionality OTS Training

39 Select the Proofing tab to change the proofing settings. Select the Advanced tab to change the editing, cutting and pasting, copying, image size, print, chart, and display settings. Select the Customize ribbon tab to make customizations to the ribbon. Select the Quick Access Toolbar tab to customize the Quick Access Toolbar. Select the Add-Ins tab to activate or deactivate Excel add-ins. Select the Trust Center tab to specify how Trust Center will work for all new workbooks. 3. In the Excel Options dialog box, select OK, and then in the Microsoft Excel warning box, select OK again. This quits and then restarts Excel. Change the Default File Storage Location To modify the default file storage location: 1. Create a folder that you want to set as the default place for Excel to save files. 2. Open the Excel Options dialog box and select the Save tab. 3. In the Default local file location text box, enter the path to where you want to save files. 4. Select OK. Excel 2013: PivotTables and Macros 33 Towson University Lesson 2: Automating Worksheet Functionality

40 34 Excel 2013: PivotTables and Macros ACTIVITY 2-1 Updating Workbook Properties Data Files C:\091016Data\Automating Worksheet Functionality\Asian_Royalties.xlsx Scenario You work for Fuller & Ackerman Publishing and are managing a project to simplify the payment of royalties to international authors. Last year there were a number of costly mistakes that took a long time to resolve because out-of-date and incorrect workbooks were used to calculate payments. To make sure that this never happens again, your boss wants you to go through all workbooks and update their properties to make them easier to find and identify. 1. Navigate to the C:\091016Data\Automating Worksheet Functionality folder and open the Excel worksheet Asian_Royalties.xlsx. 2. If prompted, in the message bar, select Enable Editing. 3. Access the file properties in the Backstage view. a) Select the FILE tab. b) From the Properties drop-down list at the right of the window, select Advanced Properties. 4. Update the file's properties. a) Select the Summary tab. b) In the Title text box, type Asian Royalties c) In the Subject text box, type Asian Royalty Payments d) In the Author text box, type Driscoll, Martin e) In the Manager text box, type Kreugel, Hans f) In the Company text box, type Fuller and Ackerman g) In the Category text box, type Author Royalties h) In the Keywords text box, type Asian Sales Royalties i) In the Comments text box, type This file tracks author sales and the royalties they are due Lesson 2: Automating Worksheet Functionality OTS Training

41 Excel 2013: PivotTables and Macros Select OK. 6. Save your workbook in the C:\091016Data\Automating Worksheet Functionality folder as My_Asian_Royalties.xlsx Towson University Lesson 2: Automating Worksheet Functionality

42 36 Excel 2013: PivotTables and Macros ACTIVITY 2-2 Modifying the Default Settings in Excel Before You Begin My_Asian_Royalties.xlsx is open. Scenario Your manager likes the changes that you made to file properties to make them easier to find. She would like to build additional ways of identifying files so the problems that happened last year never happen again. She suggests that all new files this year have a new font type and size, so that going forward everyone will be able to easily tell when the files were created. 1. Set the default settings for Excel workbooks. a) Select FILE Options. b) In the Excel Options dialog box, on the General tab, in the When creating new workbooks section, from the Use this as the default font drop-down list, select Arial. c) In the Font size drop-down list, change the font size from 11 to 12. d) In the Excel Options dialog box, select OK. e) In the Microsoft Excel warning box, select OK. 2. Save your work and close the Excel file. You may want to show LearnTO Protect a Worksheet in a Workbook from the LogicalCHOICE Course screen, or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. 3. Verify that the default setting for new documents is Arial 12 point. a) Open a blank workbook. b) Type something into a cell and verify that the default type is Arial 12 point. c) Close the file without saving. Note: Check out the LearnTO Protect a Worksheet in a Workbook presentation from the LearnTO tile for this course on your LogicalCHOICE Course screen. Lesson 2: Automating Worksheet Functionality OTS Training

43 Excel 2013: PivotTables and Macros 37 TOPIC B Create and Edit a Macro Doing the same thing over and over can get tedious and contribute to data errors and omissions. However, your organization likely needs to run the same kind of analysis and have a common look for many different files. Automating frequently used tasks lets you complete your work more accurately and efficiently. In this topic, you will create and edit a macro. Macros automate complex tasks to ensure repetitive precision. Macros A macro is an automated tool that repeats a set of commands to complete a series of frequently needed tasks. Every macro must have a unique name. A macro-enabled workbook is saved with the.xlsm extension. You can create a macro recorder to record the sequence of steps that you want included in your macro, and then set a command to run the macro. The macro recorder converts your macro into Visual Basic programming code that can be edited as required. Macros can be saved in any workbook. Excel can reference macros in two different ways. Absolute referencing means that you set specific cells for the macro to work and the macro always uses those cells. Relative referencing means that cells are specified based on their relationship with other cells (for example, four cells down). Absolute referencing is the default. Macros Icon Figure 2-2: The Macros icon. Record Macro Dialog Box The Record Macro dialog box lets you set the details of a macro and then start recording. You set important details like the macro name, the key shortcut for running the macro, where the macro will be stored, and a description of the macro in the Record Macro dialog box. The Record Macro dialog box can be displayed from the Macros drop-down list on the VIEW tab. Record Macro Dialog Box Towson University Lesson 2: Automating Worksheet Functionality

44 38 Excel 2013: PivotTables and Macros Figure 2-3: The Record Macro dialog box. Naming Macros Naming Macros There are a few rules for naming macros. The name must start with a letter. The name cannot contain spaces. The name can contain letters, numbers, and the underscore character (_). The name should not conflict with any other object in the worksheet or workbook, or with any built-in names. If these naming rules are not followed, you will get an error message. Figure 2-4: Naming macros in the Macro dialog box. Lesson 2: Automating Worksheet Functionality OTS Training

45 Macro Security and the XLSM File Format Excel macros are a prevalent tool for transferring computer viruses. Excel 2013 requires that you save any workbooks that use macros in the new macro-enabled workbook format (.xlsm) to provide increased security. When you attempt to open an XLSM file, you are given a security warning so that you can decide on the trustworthiness of the source of the file. If you don't save your workbook in the XLSM format, any macros used in your file will not be saved. Macro Storage You can save macros in three different sites: the current workbook, a new workbook, or a Personal Macro workbook. Saving in the current workbook requires that the workbook be open in order to use it in other files. To save it in any other file, at any time, save as a Personal Macro workbook. Note: Check out the LearnTO Use Relative Referencing When Recording a Macro presentation from the LearnTO tile for this course on your LogicalCHOICE Course screen. Excel 2013: PivotTables and Macros 39 How to Create a Macro Use this procedure to create a macro. Record a Macro To record a macro: 1. Open a worksheet where you need to record a macro. 2. Whenever necessary, change to relative referencing by selecting VIEW Macros Macros down-arrow Use Relative References. 3. Select VIEW Macros Macros down-arrow Record Macro. 4. In the Record Macro dialog box, in the Macro name text box, type a name. Note: If you want the macro to automatically open whenever the file is opened, type Auto_Open in the Macro name text box instead of giving the macro a unique name. 5. Using the Shortcut key text box, type a letter to add a shortcut key for the macro. 6. From the Store macro in drop-down list, select a location for the macro to be stored. Select Personal Macro Workbook to save the macro in the Personal workbook that opens when you open Excel. This is the best option when you are going to use this macro in other workbooks. Select New Workbook to save and use the macro in a new workbook. Select This Workbook to save the macro in the current workbook. 7. In the Description text box, type a description of what the macro will do when run. 8. Select OK to record the macro. 9. Complete the steps of the macro. 10. Select VIEW Macros Macros down-arrow Stop Recording to stop recording the macro. 11. Select FILE Save As Computer Browse, and then, in the Save As dialog box, from the Save as type drop-down list, select the.xlsm extension to save the macro and the workbook. You may want to show LearnTO Use Relative Referencing When Recording a Macro from the LogicalCHOICE Course screen, or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. Visual Basic for Applications Visual Basic for Applications (VBA) is the programing language that Microsoft Office 2013 uses to handle macros. As you record a macro, Excel translates your actions into VBA code. Visual Basic for Applications Note: If you know how to program in VBA, you can directly write macros using VBA. Towson University Lesson 2: Automating Worksheet Functionality

46 40 Excel 2013: PivotTables and Macros The Visual Basic Editor The Visual Basic Editor is an Excel add-in that you can use to view and edit a macro in VBA. Figure 2-5: Visual Basic for Applications. The Visual Basic Editor interface is made up of four components. Component Project Explorer Properties window Code Immediate window Description Displays a hierarchical list of all VBA modules in all open documents. The normal template is called Normal. Active documents appear as Project objects. Active templates appear as Template Project objects. Displays the properties of the object selected in the Project Explorer window. A property is a characteristic of the object. One property of a VBA module is the module's name. Shows the actual VBA code for the macro, which can be edited. Shows debugging information from the code or commands typed directly into the window. Macro Settings The security level applied to a macro can be set in the Macro Settings category of the Trust Center dialog box. There are five security settings. Lesson 2: Automating Worksheet Functionality OTS Training

47 Excel 2013: PivotTables and Macros 41 Option Disable all macros without notification Disable all macros with notification Disable all macros except digitally signed macros Enable all macros Trust access to the VBA project object model Description Disables all macros in a workbook without issuing a security alert. Only macros saved in the document or from a trusted location are allowed to run. Disables all macros, but it issues a security alert. This is the default setting. Disables all macros that are not digitally signed by a trusted publisher. Enables all macros. This is the lowest level of protection, which could leave your computer open to malicious code. Allows macros to access the core level of the Microsoft Visual Basic project model. This option is a security risk for most users, and it should only be used by developers. How to Edit a Macro Use the following procedures to edit a macro. Adjust Security Settings To adjust a macro's security settings: 1. Select FILE Options. 2. In the Excel Options dialog box, select Trust Center, and then select Trust Center Settings. 3. In the Trust Center dialog box, select the level of security you require. Select OK to save this macro security setting. 4. Close the Excel Options dialog box. Edit a Macro To edit a macro: 1. Open the worksheet that has the macro you need to edit. 2. If the security setting is set to disable the macro, you need to enable the macro. In the SECURITY WARNING panel, select Enable Content. 3. Select VIEW Macros Macros down-arrow View Macros. 4. In the Macro dialog box, in the Macro name list box, select the macro you need to edit. Then, select Edit. 5. Make the needed changes in the macro in the code window, and then save your changes. 6. Return to Excel. 7. Test the macro you just edited. 8. Save the file. Copy a Macro To copy a macro to another workbook: 1. Open the workbooks you want macros copied from and to. 2. In either open workbook, select VIEW Macros Macros down-arrow View Macros. 3. From the Macro dialog box, select the macro you would like to copy, and then select Edit. 4. From the Microsoft Visual Basic for Applications window, drag the macro you would like to copy to the desired workbook. a. In the Project - VBA Project pane, if necessary, expand the hierarchy for the workbook that contains the macro. Towson University Lesson 2: Automating Worksheet Functionality

48 42 Excel 2013: PivotTables and Macros b. In the Modules node, drag the desired macro to the destination workbook. c. Expand the Modules node in the destination workbook's hierarchy, and then verify that the macro copied to the workbook. 5. Close the Microsoft Visual Basic for Applications window. 6. Close the workbook that originally contained the macro. 7. Save the destination workbook in the.xlsm file format. 8. If desired, run the macro on the destination workbook. 9. Save and close the file. Lesson 2: Automating Worksheet Functionality OTS Training

49 Excel 2013: PivotTables and Macros 43 ACTIVITY 2-3 Creating a Macro Data Files C:\091016Data\Automating Worksheet Functionality\My_Asian_Royalties.xlsx Before You Begin The Excel 2013 application is open. Scenario Your sales manager wants you to make all the worksheets from the Asian division look exactly the same so that they can be more easily identified. She wants you to make the following changes: All the worksheets' titles to red, 24 point. All the worksheets' fonts to Times New Roman. All column headers to bold. All columns of numerical data to the currency format. Instead of manually making all these changes, you decide to format one worksheet and create a macro that you will apply to the other two worksheets. 1. From the C:\091016Data\Automating Worksheet Functionality folder, open My_Asian_Royalties.xlsx. 2. Record the steps that you want to use as a macro. a) Select VIEW Macros Macros down-arrow Record Macro. 3. Name the macro so that you can reference it for later use. a) In the Record Macro dialog box, in the Macro name text box, type RoyaltyFormattingMacro b) In the Shortcut key text box, type R Note: Excel automatically adds the Shift key to the shortcut in the Record Macro dialog box because you pressed it when typing the capital "R." Towson University Lesson 2: Automating Worksheet Functionality

50 44 Excel 2013: PivotTables and Macros c) In the Store macro in drop-down list, verify that This Workbook is selected. d) In the Description text box, type This macro sets the formatting for author royalty worksheets. e) Select OK. 4. Change the font to Times New Roman. a) Select all the text in the worksheet. b) Select HOME Font Font down-arrow Times New Roman. 5. Change the workbook's title font to 24 point red. a) Select cells A1 and A2. In the Font group, change the titles to 24 point and the color red. 6. Make the column headers bold. a) Select cells B4:D4. b) In the Font group, change the headers to bold by selecting the Bold button. 7. Format the cells so that all numerical data is set to currency. a) Select the cells with numerical data C5:D17. Lesson 2: Automating Worksheet Functionality OTS Training

51 Excel 2013: PivotTables and Macros 45 b) In the Number group, from the drop-down list, select Currency. 8. Stop recording the macro. a) Select VIEW Macros Macros down-arrow Stop Recording. 9. Save the file as a macro. a) Select the FILE Save As. b) In the Save As section, select Computer. c) In the right pane, under Computer, select the Automating Worksheet Functionality folder displaying in the Current Folder section. Note: This saves the file to the folder location from which you opened the original file. d) Save the file with the following information: File name: My_Asian_Royalties Save as type: Excel Macro-Enabled Workbook (*.xlsm) 10. Verify that the macro works. a) Select the Old Sales worksheet and click anywhere on the sheet. b) Press the shortcut key Ctrl+Shift+R. c) Verify that the macro made the appropriate changes. d) Run the macro on the New Sales worksheet. 11. Save the workbook. Towson University Lesson 2: Automating Worksheet Functionality

52 46 Excel 2013: PivotTables and Macros ACTIVITY 2-4 Editing a Macro Before You Begin My_Asian_Royalties.xlsm is open. Scenario Your manager likes the macro, but she wants the title of the worksheets to be a little bit larger, so she wants you to change it from 24 to 26 point font. 1. Select VIEW Macros Macros down-arrow View Macros. 2. In the Macro dialog box, verify that RoyaltyFormattingMacro is present. 3. Edit the macro in Microsoft Visual Basic. a) In the Macro dialog box, select the RoyaltyFormattingMacro in the list, and then select Edit. b) In the Microsoft Visual Basic for Applications window, find the code for 24 point. c) Delete 24 and type 26 Lesson 2: Automating Worksheet Functionality OTS Training

53 Excel 2013: PivotTables and Macros 47 d) Close the Microsoft Visual Basic for Applications window. 4. Verify that the macro was edited. a) In the open Excel worksheet, press the shortcut key Ctrl+Shift+R. b) Verify that the text size has changed to 26 point in cells A1 and A2. Note: You may need to select text in the cells, and then select the HOME tab to verify that the font size has changed to 26 in the Font command group. 5. Save the workbook. Towson University Lesson 2: Automating Worksheet Functionality

54 48 Excel 2013: PivotTables and Macros TOPIC C Apply Conditional Formatting Sometimes you need locate some specific data or make some parts of your worksheet stand out. In this topic, you will apply conditional formatting. Conditional formatting allows you to set criteria that, if met, will display that information in a different format so that it is more distinctive. Conditional formatting lets you differentiate between data more easily. Conditional Formatting Conditional Formatting Conditional formatting sets a specific format for cells or a range of cells based on criteria that you set. Cells can contain numerical or textual data. There are default formats, but you can also set your own formatting style. Figure 2-6: Data with conditional formatting. Conditional Formats There are different conditional formats available from the Conditional Formatting command in the Styles group on the HOME tab. Format Highlight Cells Rules Top/Bottom Rules Data Bars Purpose Finds cells within a range. You format these cells based on a comparison operator. You apply this format by selecting the necessary option from the Highlight Cells submenu. Finds the highest and lowest values in a range and allows you to set cutoff values. You apply this format by selecting the necessary option from the Top/Bottom Rules submenu. Shows the value of a cell relative to other cells. The value in the cell sets the length of the data bar. You can set this format by selecting the data bar format from the Data Bars gallery. It is possible to customize a data bar. Lesson 2: Automating Worksheet Functionality OTS Training

55 Excel 2013: PivotTables and Macros 49 Format Color Scales Icon Sets Purpose Shows data distribution and variation. The shade of color used represents higher, middle, or lower values. You set this format by picking a color scheme from the Color Scales gallery. It is possible to customize a color scale. Allows you to annotate and classify data into three to five categories using icon sets. Every category is represented by an icon. You apply this format by selecting an icon set type from the Icon Sets gallery. It is possible to customize icon sets. The Conditional Formatting Rules Manager Dialog Box The Conditional Formatting Rules Manager dialog box allows you to set the conditional formatting rules for the appropriate data sets. You can use this dialog box to make all conditional formatting changes, including creating, editing, and deleting. All rules used in a worksheet are shown. The Conditional Formatting Rules Manager dialog box is accessed from the Conditional Formatting drop-down list on the HOME tab. Conditional Formatting Rules Manager Figure 2-7: The Conditional Formatting Rules Manager dialog box. The New Formatting Rule Dialog Box Six kinds of conditional formatting rules are available in the New Formatting Rule dialog box. Rule Type Format all cells based on their values Format only cells that contain Format only top or bottom ranked values Format only values that are above or below average Description Cells are formatted depending on their values. There is no need to set maximum or minimum values. This option cannot be used for text; it can only be used for numeric data. Cell format is set by its numeric, text, or data type. Selects the top or bottom percentage of cells in the range. Cells are formatted if they are above or below the average. Towson University Lesson 2: Automating Worksheet Functionality

56 50 Excel 2013: PivotTables and Macros Rule Type Format only unique or duplicate values Use a formula to determine which cells to format Description Conditional formatting only applies to unique or duplicate values. A formula is set to determine which cells are conditionally formatted. Clear Rules You can remove conditional formatting rules from the Clear Rules submenu in the Conditional Formatting drop-down list. From this menu, you can delete conditional formatting rules from a worksheet, selected cells, tables, or PivotTables. Note: Check out the LearnTO Use Data Bars and Icon Sets presentation from the LearnTO tile for this course on your LogicalCHOICE Course screen. You may want to show LearnTO Use Data Bars and Icon Sets from the LogicalCHOICE Course screen, or have students navigate out to the Course screen and watch it themselves as a supplement to your instruction. If not, please remind students to visit the LearnTOs for this course on their LogicalCHOICE Course screen after class for supplemental information and additional resources. How to Apply Conditional Formatting Use these procedures to apply conditional formatting. Apply Conditional Formatting To apply conditional formatting: 1. Select the cell or cell range to apply conditional formatting to. 2. Select HOME Styles Conditional Formatting. 3. Select the desired type of conditional formatting. Select Data Bars, Color Scales, or Icon Sets, and then select the desired option from the subsequent gallery. Select Highlight Cells Rules or Top/Bottom Rules, select the desired criteria type, and then, in the subsequent dialog box, enter the specific criteria and select the desired formatting option, and select OK. Edit an Existing Conditional Formatting Rule To edit an existing conditional formatting rule: 1. Select HOME Styles Conditional Formatting Manage Rules. 2. In the Conditional Formatting Rules Manager dialog box, from the Show formatting rules for drop-down menu, select the location for which you wish to view applied conditional formatting. 3. From the list of rules, select the rule you need to edit. 4. Select Edit Rule. 5. In the Edit Formatting Rule dialog box, edit the rule, and then select OK. 6. In the Conditional Formatting Rules Manager dialog box, select OK to apply the rule. Lesson 2: Automating Worksheet Functionality OTS Training

57 Excel 2013: PivotTables and Macros 51 ACTIVITY 2-5 Applying Conditional Formatting Before You Begin My_Asian_Royalties.xlsm is open. Scenario The Asian sales manager would like to know if there is an easy way to highlight all authors who earn more than $25,000 because there maybe additional tax requirements for authors who earn this much. You will set conditional formatting to apply to all authors who make this amount. 1. Set conditional formatting so that authors who earn more than $25,000 are highlighted. a) Select the Author Sales worksheet. b) Select cells D5 to D15. c) Select HOME Styles Conditional Formatting. d) From the Conditional Formatting drop-down list, select Highlight Cells Rules, and then select Greater Than. e) In the Format cells that are GREATER THAN field, type f) Select OK. 2. Verify that the authors who have earned more than $25,000 now have their royalties highlighted with dark red text on a light red cell background. 3. Save the workbook. Towson University Lesson 2: Automating Worksheet Functionality

58 52 Excel 2013: PivotTables and Macros ACTIVITY 2-6 Editing a Conditional Formatting Rule Before You Begin My_Asian_Royalties.xlsm is open. Scenario The manager likes the new formatting, which makes it very easy for his people to see exactly who is making more than the threshold of $25,000. However, he apologizes because he gave you the wrong information. Actually, authors who make more than $35,000 may face additional tax liability. He would also like you change the formatting because he thinks the color scheme might be confusing. 1. Edit the conditional formatting rule. a) Select HOME Styles Conditional Formatting Manage Rules. b) In the Conditional Formatting Rules Manager dialog box, in the Show formatting rules for drop-down list, select This Worksheet. c) Select Edit Rule. d) In the Edit Formatting Rule dialog box, in the Select a Rule Type list, ensure Format only cells that contain is selected. e) In the Format only cells with section, change to f) In the Preview section, select Format. g) Change the color from dark red to blue. Lesson 2: Automating Worksheet Functionality OTS Training

59 Excel 2013: PivotTables and Macros Select OK three times. 3. Verify that the conditional formatting now applies only to values above $35,000, and that the text is now blue. 4. Save the workbook. Towson University Lesson 2: Automating Worksheet Functionality

60 54 Excel 2013: PivotTables and Macros TOPIC D Add Data Validation Criteria Restricting the type of data that can be input into your workbook gives you greater control over the information you need to work with. Some cells really need a numeral, others should have times, dates, or whole numbers. In this topic, you will add data validation criteria. Setting data validation rules before you enter data guarantees that all input values will fall within a range that you set. Data Validation Data Validation Data validation restricts the input type of a value based on a specific set of criteria. When you apply data validation to a cell or a range of cells, the cells can only accept the specified type of data. Trying to enter data that does not meet the criteria set for the cells will generate an error message. You can set a specific input message to inform users why the data they attempted to enter is unacceptable. Figure 2-8: The Data Validation icon. The Data Validation Dialog Box The Data Validation Dialog Box The Data Validation dialog box gives you three tabs to set the criteria settings, input message, and error alert. Lesson 2: Automating Worksheet Functionality OTS Training

61 Excel 2013: PivotTables and Macros 55 Figure 2-9: The Data Validation dialog box. Tab Settings Input Message Error Alert Function Sets the permitted the value type, such as decimal, date, and time. The possible range can be set here. You can also create a drop-down list that only allows particular entries here. Sets the specific title for and the description of the data allowed in the cell. Allows you to set the style, title, and description of an error that displays when the input data is not within the specified criteria. How to Add Data Validation Criteria Follow these procedures to add data validation criteria. Add a Data Validation Rule To add a data validation rule: 1. In an Excel worksheet, choose the data range that you need to apply data validation to. 2. Select DATA Data Tools Data Validation Data Validation. 3. In the Data Validation dialog box, on the Settings tab, from the Allow drop-down list, specify the criteria type. Select Any value to accept any value, either a number or text. Select Whole number to require input to be only whole numbers. Select Decimal to require input to allow decimals. Select List to restrict the input to a specified list of entry options. Select Date to restrict the input to allow only dates. Select Time to restrict the input to allow only times. Select Text length to restrict the length of the text input. Select Custom to specify custom criteria. 4. From the Data drop-down list, select a comparison operator. Towson University Lesson 2: Automating Worksheet Functionality

62 56 Excel 2013: PivotTables and Macros 5. In the text boxes below the Data drop-down list, set any needed values for a range. Note: Different text boxes display depending on the comparison operator you select in the Data dropdown list. 6. On the Input Message tab, create a custom message. a. In the Title text box, type a title. b. In the Input Message text area, if desired, type an optional message. 7. To create an error message, make changes to the default settings on the Error Alert tab. a. From the Style drop-down list, select an error icon. b. In the Title text box, enter a title. c. In the Error message text box, type the error message. 8. Select OK to apply the data validation criteria. 9. Test your rules by trying to input invalid data into the range you just applied validation to. Note: Text and data already entered in the cells that does not meet the data validation criteria will not be affected. If you try to change the entries after the data validation has been applied, it must meet the set criteria. Create a Drop-Down List for a Range of Cells To create a drop-down list for a range cells: 1. Create a list of valid entries for the drop-down list. Each item must be in a separate cell in a contiguous range of cells, either in a row or in a column. 2. Select the cell or the range of cells where the drop-down list will appear. 3. Select DATA Data Tools Data Validation Data Validation. 4. In the Data Validation dialog box, select the Settings tab. 5. From the Allow drop-down list, select List. 6. In the Source text box, type an equal sign and enter the cell or the range that contains the valid entries. Or, select the Collapse Dialog button, navigate to and select the cell or range that contains the valid entries, and then press Enter. 7. Verify that the In-cell dropdown check box is checked so that a drop-down arrow will display in the cell. 8. If desired, on the Input Message tab, create a message. 9. If desired, on the Error Alert tab, create a message for invalid entries. 10. Select OK. Lesson 2: Automating Worksheet Functionality OTS Training

63 Excel 2013: PivotTables and Macros 57 ACTIVITY 2-7 Adding Data Validation Criteria Before You Begin My_Asian_Royalties.xlsm is open and the Author Sales worksheet is selected. Scenario The manager of the Asian sales division would like to add a place in the royalties workbook where her staff can add and track their sales. There have been some problems in the past with data being entered in the wrong place, which required a long and miserable effort to correct. You will need to apply data validation criteria to avoid this issue in the future. 1. Set the Sales column so that only whole numbers can be input. a) If necessary, navigate to the Author Sales worksheet. b) Select cells C5:C15. c) Select DATA Data Tools Data Validation Data Validation. d) In the Data Validation dialog box, on the Settings tab, from the Allow drop-down list, select Whole number. e) In the Data drop-down list, verify that between is selected. f) In the Minimum text box, type 0 g) In the Maximum text box, type Set an error message for the Sales column so that your message displays when someone tries to enter data that is not a whole number. a) Select the Error Alert tab. b) In the Style drop-down list, select Warning. c) In the Title text box, type Sales Column Data Error d) In the Error message text box, type This column requires a whole number. e) Select OK. Towson University Lesson 2: Automating Worksheet Functionality

64 58 Excel 2013: PivotTables and Macros 3. Set the Royalty column to accept only numerical input. a) Select D5:D15. b) From the Data Validation drop-down list, select Data Validation. c) In the Data Validation dialog box, select the Settings tab. d) From the Allow drop-down window, select Decimal. e) In the Data drop-down list, verify that between is selected. f) In the Minimum text box, type 0 g) In the Maximum text box, type h) Select OK. 4. Verify your validation criteria are saved correctly. a) Select cell C8. b) Enter and then press Tab. c) In the Sales Column Data Error dialog box, select Cancel. d) Select cell D11. e) Enter Roger Clifton and then press Tab. f) In the Microsoft Excel dialog box, select Cancel. 5. Save and close the file. Lesson 2: Automating Worksheet Functionality OTS Training