Learn Excel 2010 - Bitly

Learn Excel 2010

Table of Contents Chapter 1 – Introduction Introduction to Learn Excel 2010 Training Course .................................................4 Chapter 2 – Overview Introduction to Chapter 2 .........................................................................................5 Start and Exit............................................................................................................6 Excel Window..........................................................................................................7 The Ribbon...............................................................................................................9 The Backstage: Open, Save, Close .......................................................................11 Options ...................................................................................................................14 Workbooks and Worksheets ..................................................................................16 Chapter 3 – Basics Introduction to Chapter 3 .......................................................................................19 Entering & Formatting Text Data ..........................................................................20 Entering & Formatting Numeric Data ...................................................................24 Entering & Formatting Time and Date Data..........................................................27 Using Formulas ......................................................................................................30 Using Functions .....................................................................................................34 Using Functions Part 2 ...........................................................................................38 Working with Names .............................................................................................43 Working with Cells: Edit, Copy, Paste .................................................................48

Manage the Worksheet ..........................................................................................50 Error Correction .....................................................................................................53 Using Themes & Styles .........................................................................................56 Conditional Formatting ..........................................................................................57 Chapter 4 – Beyond the Basics Introduction to Chapter 4 .......................................................................................59 Sorting Data ...........................................................................................................60 Filtering Data .........................................................................................................64 Design & Create a Chart ........................................................................................69 Modifying Chart Elements .....................................................................................74 Working with Tables..............................................................................................78 Pivot Tables ...........................................................................................................82 Adding Shapes & Pictures .....................................................................................88 Using SmartArt & WordArt...................................................................................91 Chapter 5 – Sharing the Workbook Introduction to Chapter 5 .......................................................................................95 Adding Comments .................................................................................................96 Page Layout: Margins & Orientation ....................................................................99 Page Layout: Headers & Footers ........................................................................102 Printing.................................................................................................................106 Protecting Workbooks .........................................................................................109

Merging Workbooks ............................................................................................112 Course Conclusion ...............................................................................................117

Learn Excel 2010 – Beginners

Chapter 1 – Introduction Video: Introduction to Learn Excel 2010 Training Course James: Microsoft Office Excel 2010. This training is divided into four chapters. The first is an Excel Overview, next Excel Basics, Beyond the Basics, and fourth Sharing the Workbook.

There is also a very short final

Conclusion chapter. Chapter 2, The Excel Overview, covers Start and Exit, the Excel Window, the Ribbon, the Backstage, the Options, and finally, Workbook and Worksheets. Chapter 3, Excel Basics, covers Entering and Formatting Text Data, Entering and Formatting Numeric Data, Entering and Formatting Time and Date Data, Using Formulas, Using Functions, Working with Names, Working with Cells; specifically Edit, Copy, Paste, a topic on Manage the Worksheet, Error Correction, Using Themes and Styles, Formatting Conditionally. Chapter 4, Beyond the Basics; the topics are Sorting, Filtering, Design and Creation of Chart, Modifying Chart Elements, Working with Tables, Pivot Tables, Adding Shapes and Pictures, and finally in this chapter, using SmartArt and WordArt. The last chapter, Sharing the Workbook; the topics are Commenting, Page Layout: Margins and Orientation, Page Layout: Headers and Footers, then Printing, then Protecting Workbooks, and finally Merging Workbooks. Let me end by introducing myself. My name is James Bulmer and I have 25 years of management consulting and training experience. I’ve worked with hundreds of organizations on three continents. I’m a Microsoft Certified Trainer. I’ve worked with Excel since the early 1990s. I have been using Excel 2010 since the first beta release.

© Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.


Chapter 2 – Overview Video: Introduction to Chapter 2 James: The Excel Overview Chapters. The topics in this chapter are the Starting and Exiting of Excel 2010, the Excel Window, the Excel 2010 Ribbon, the Backstage, the Options that effect how Excel 2010 interacts with you and the last topic in this chapter is a discussion about Workbooks and Worksheets.



Video: Start and Exit James: Start and Exit. To start Excel, if you have a desktop icon, you just double click it. You can also use the start menu, so you click Start to open the Start Menu. You then click All Programs, click Microsoft Office, click select Microsoft Office Excel 2010. You can also double click an Excel file, and Excel 2010 will open the file. This works regardless of whether the extensions are displayed or not. Excel 2010 can open files workbooks created by previous versions of Excel. Excel ’97 2003 files have an extension of xls, while Excel 2007-2010 Files have an extension of xlsx. To exit in Excel, click File in the upper left corner of the Excel Window, click the Exit option. Click Close in the upper right hand corner of the Excel Window. If you have any unsaved work, you will be prompted regarding what you want done with the unsaved changes. The default is to save the changes, you can select Don’t Save or you can select Cancel which stops exiting of Excel and returns you to Excel so that you can continue or make changes or whatever you want, and then you can Exit.



Video: Excel Window James: The Excel 2010 Window. This is the default Excel 2010 window. It’s made up of a number of parts or components. The one that is most important, where the data you enter or create will be displayed, is the Worksheet window consisting of a grid. There is also at the top a Quick Access Bar. There is then the Excel 2010 Ribbon. There is the Formula Bar. There is a scrollbar on the right hand side that moves up and down through the data. There is a scrollbar at the bottom that moves left and right through the data. There are three Workbook Views that are different ways that you can look at the workbook information. There is also a Status Bar, which is at the extreme left bottom. There is the Sheet Navigator which allows you to navigate through the sheets in a workbook. All of these are in support of the Worksheet Window and Grid. Let me demonstrate. Starting at the top of the Excel 2010 window, we first have the Quick Access Toolbar. The first thing to note about the Quick Access Toolbar is that we can actually customize it. So if we wanted to, for example, add the capability to get at the Open Command action from the Quick Access Toolbar, we could add it to the Quick Access Toolbar. We could also add Spelling. We can add whatever we want or take away actions we don’t want from the Quick Access Toolbar. The other thing that we could do with the Quick Access Toolbar is we can show it below the Ribbon, so it now is below the Ribbon. The Ribbon is common; the concept of the Ribbon is common to all of the Microsoft Office 2010 applications. The Ribbon is where the commands or actions are organized into tabs. There is a separate topic in this chapter that discusses the Ribbon and how it’s organized in Excel 2010. The major portion of the window is the Worksheet Window or the Worksheet Grid. The grid is organized into rows and columns. When you select the intersection of a row and column, which is a cell, the information that is in that cell is displayed in the Formula Bar. In the next chapter, when we talk about entering data into our Excel Spreadsheet. We will use the formula bar extensively for editing capabilities. But just understand now that when we select a cell, we get the content of the cell displayed in the formula bar. In terms of moving through the Worksheet Grid, what we have is we have the capability to scroll down so we can see more of the data. We also have the ability to scroll left and right to see data that is not currently on the window by moving to the right or moving to the left to come


Learn Excel 2010 – Beginners back. We also have three ways of viewing the data in our worksheet. This is the Normal View which is a grid of rows and columns. We also have a Page Layout View. This is the way the data is going to appear when it gets printed. There is in a subsequent chapter a discussion about the whole concept of printing. So we will cover all of the parts of this view when we talk about printing. We also have the Page Layout View and, first of all, you will notice is you get this little Message. You have the option in this message to determine that you don’t want to see it again or you can leave it there. But basically what this does is when you have a very large worksheet, it will actually show you all of the pages so you can figure out what is going to be on each page. Again, we will cover this in the printing. If we go back to the Normal Grid View, you will notice that we also have the Sheet Navigator. So therefore we can select a different sheet by simply selecting the tab. We can go to the left most sheet by selecting the appropriate tab or indicator. We can also go to the right most area so we can see all of the data to the right. We can move left or right and you will notice that the specific sheet that is active is highlighted down at the bottom. We also have a Status Bar down at the bottom and in this case, it says Ready. If Excel is performing certain functions it will tell you what the satus is. The last feature of the window I want to show you is the Zoom capability so we can zoom out. As we zoom out, we are seeing more of the grid on the screen. As we zoom in, we are seeing less of the grid on the screen. We also have a Slider Bar where we can actually go and look at the data so that we can see a very small portion of the grid or we can go and look at a major portion of the grid.



Video: The Ribbon James: The Excel 2010 Ribbon. The Excel 2010 Ribbon contains the commands organized into tabs. There are Contextual tabs that appear when you select an appropriate place holder. For example, when you select a picture, you will get the Picture Tools Format tab. Within a tab you have groups, and these are related commands that all are associated with the tab. The specific actions of the Excel Tabs, Groups, and Commands are actually the focus on the remainder of the topics in this training material. Let me now demonstrate and walk you through the actual Ribbon and how it is organized. All of the Office 2010 applications have in common the concept of a Ribbon. In Excel 2010, the Ribbon consists of a Home tab, an Insert tab, a Page Layout, Formulas, Data, Review, and View. I will explain what the Acrobat tab is all about in a moment. It’s important to understand that, at this point, it is not actually a part of Excel 2010. When we select a tab, what we do is we get a set of Groups. So for example, in the Insert tab, we have the Tables group, Illustrations, Charts, Sparklines, Filters, Links, Text and Symbols. When we select a particular group, if there is a Group option, we can get at the Group option by simply pressing the down arrow key. So, in this case, if we go to the Font group and press the down arrow key at the right, we will get a dialog which covers all aspects of the formatting of cells, including the font as shown here. In some cases, the actual commands themselves within a group have a drop down list. So for example, if we go to the Font Color and press the down arrow key, we will get simply a list of the colors. So therefore, we can go from a very high level tab to a group within a group to a specific command. The other thing that’s important to understand about Excel 2010 is, is that when we select certain parts of our work, for example, if I select this picture, you will notice that what we have is we have a new tab called the Picture Tools Format tab appear. These are called contextual tabs. They only appear when we select certain specific type of data or items in our work. If I go over here to Projected Sales, you’ll notice that in this case I have the contextual tab called Drawing Tools Format, and again, it is organized just the way any other tab is in terms of group. So it’s got Shapes, Shape Styles, WordArt Styles, and so on. So when you select certain aspects or certain objects in a workbook, you get a contextual tab. There also is the possibility of Optional tabs. In this case, to illustrate the concept I have installed an Acrobat Writer, PDF, creator of PDF Files and you’ll notice that it organizes its components into a separate tab called Acrobat © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners and then we have a series of categories related to this. When you add additional tabs to your particular implementation of Excel 2010, they will always be to the right of the View tab. So the View tab is the last standard tab in Excel 2010. One of the things that we can do is with the Ribbon is we can actually minimize the Ribbon. If we go over to the right hand side and we go minimize, you will notice that the actual commands organized into the categories disappear. We simply have the tabs. If we go to a particular tab, what we do is we see the categories as part of that particular tab, and what we can do is we can turn it on and turn it off. For some people it’s very helpful in terms of Excel 2010 to use keyboard shortcuts. To see the keyboard shortcuts associated with Excel 2010, what we do is we press the Alter key or what we do is press F10. So I’m going to press the Alter key and you will notice that what we have is a series of numbers and alphabetic appear. If I type the letter A, what happens is, is that Excel 2010 displays the categories associated with the Data tab in Excel. And you’ll notice that it also further displays the actual keyboard shortcuts for any one of the groups within the tab that is currently being displayed. So this is a way for people who like to use shortcuts to actually move and activate the options and commands within the categories within the tabs in Excel 2010.



Video: The Backstage: Open, Save, Close James: The Backstage, Opening, Saving and Closing the Workbooks in Excel 2010. The File button displays the File Command options. This is also referred to as the Backstage View in Excel 2010. These commands associated with the File button are focused on allowing you to work with your workbook or document. We’re going to cover the Options portion of the File Command in a separate topic in this chapter. In terms of the Print Command, that’s covered in the Sharing the Workbook chapter. There’s a topic in there on printing. Let me demonstrate the rest of the Backstage Commands. To get access to the Backstage in Excel 2010, we click the File Command and we are looking at the Backstage capabilities of Excel 2010. In terms of the Info action, we can manage versions. In this case, I just opened up this File for demo purposes, so therefore there are no previous versions. If there were previous versions, we would be able to select which version we wanted to actually work with. We can also check for issues. If we’re going to share this file, this Excel data with other people, we can have Excel determine if there are any potential issues that we may want to resolve before we share the data. We can also protect the workbook if we’re going to share it, so that only certain people can open it. They may or may not be able to change it or copy the data. There is in a subsequent chapter a special specific topic dealing with sharing of workbooks and permissions, so we will cover that information then. The other thing or the other action that is unique to this particular file result, in the fact, that this file was created with a previous version of Excel. When you open up a file created with a previous version of Excel in Excel 2010, not all of the new features are enabled. To enable the new features what you have to do is convert the file from the previous file format to the new file format by converting. So we will convert and you’ll notice that we get this message which says, “This action converts the workbook to the current file format which gives you access to all of the new features”. You’ll notice that if you don’t want to be bothered with this you can turn the message off; we say OK. The other thing you’ll notice is that it says what we have to do is we have Save and Open this particular file. So we go OK, we want to Close and Open and basically what we have is we now have a file that has been converted to Excel 2010 format. In terms of other Backstage actions, let’s look at Recent. What Recent does is it gives us a list of all of the recently opened workbooks on the left and the recently opened folders on the right, and we can reopen one of © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners those particular files or we can go to one of these folders and Excel will display all of the Excel files that are in that particular folder. In terms of New, when we go New, we can create a new blank workbook. To do that we simply go Blank, Create, and what we have is a workbook that consists of the three default sheets. We’ll go back to the one that we were using and we’ll go back to the Backstage, and we’ll look at some of the other New options. We can use Templates to start the creation of our Excel workbooks files. We can look at the Recent Templates that we’ve used, the Sample Templates that come with Excel 2010. We can look at our own Templates. But probably the most powerful feature is, is to use the templates that are part of Microsoft Office.com. So if we wanted, for example, to create an Expense Report, we could go and it’s going to Office.com and it’s looking for the various types of Expense Report. You’ll notice that when we select an Expense Report, it gives us a very brief picture of it on the right hand side. When we get the one we want, we say Download, and we now have an Expense Workbook File in Excel that we can customize and use for our own requirements. And basically we’ll go back to where we were. And so we can now look at the Save, Save As, and Close. These are simple windows actions; they’re the same in all of the Office applications. So if we want to save this file, we simply go Save and we have saved it. If we want to close it, we would Close it. If we go Open, what this does is this gives us a list of the Excel files in the last folder we were working at, and what we can do is we can open up one of those files. So we could go and we could open that file and we can go back to where we were. So those are the basic options of the Backstage. There are two more that I want to mention. One is the Save and Send. What this does is this allows you to save your workbook, your file, and send it using an email to somebody. You can save it to the web or you can save it to SharePoint. You can also change the file type or you can create a PDF or XPS Document. So this is the capability to help us save and send our file to other people. The last one I want to mention about the Backstage is the Add-In action. Now in this case, I added Adobe Acrobat to Excel 2010 to demonstrate that you can add other people’s software and it will install within Excel 2010. In the case of Adobe, it actually has its own tab. This is not always the case. So if you install software into Excel and it doesn’t have its own tab you can go down here, and you can manage it using Add-Ins, because you’ll notice that when we go into Add-Ins, it says Save As Adobe PDF or Save and Send as Adobe PDF. So therefore, if you don’t see a special command for your Add-In across the top, then you


Learn Excel 2010 – Beginners go to the Backstage and you look at Add-Ins and it will show you the actions that that add in has provided you.



Video: Options James: The Excel 2010 Options. What you need to know is what it is possible to accomplish with the Options that are part of the Excel 2010 Backstage. Changing an Option Setting affects the current workbook and all future workbooks and all existing workbooks. Excel will work without you adjusting any option. When Excel is installed, it will work. Excel may respond erratically if you adjust Options without understanding what you are doing. Let me review for you the Excel 2010 Options. As mentioned in the introduction, you get access to the Excel 2010 Options through the Backstage capability. So we select the File Command, we go down to Options, and Excel displays its options in a separate dialog, separate window. What I’m going to do is to go over very generally what the options areas that you can interact with Excel are.

You need to

understand what is possible and then you can come in each individual case and potentially make changes. So the first is General. This is just some very general features of Excel that you can affect. For example, you can actually determine what type of color scheme you want for Excel. This has no effect on the colors that you set for your data, for the workbook, the worksheet. This is simply the color that is going to be used by Excel. The other one that you can do is if you really know Excel or as you begin to know Excel better and better and you don’t want to see the Screen Tips, you can actually turn off the screen tips and therefore Excel will not be giving you screen tips. For those of you who are new or novices to Excel 2010, I strongly recommend that you leave the screen tips turned on. Formulas; formulas play a large role in Excel. There is an entire topic in the next chapter that talks about formulas. We actually will come back to this particular Option dialog in that topic to explain to you some of the options related to formulas. Proofing; this is simply how Excel is going to check the text in your data, and you’ll notice that you can ignore words in upper case. If you want to check upper case words, you can turn that on so that we’re now in this case going to check upper case words. In terms of Save, this is a series of options related to saving your data. The one that is most important in my experience is the Auto-Recovery. This is where you define how much data you’re prepared to lose. In this case, if everything goes wrong, we would lose potentially 10 minutes worth of work. So if you want to lose very little data, then what you can do is you can set this to a smaller time, understanding that every time there is an Auto-Recovery it, Excel is going to slow down. Language; this is the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners language that is used for checking spelling. You will get the language of by default from your windows installation. You can add additional dictionaries or languages to an Excel spreadsheet if you are creating one in multiple languages. And then we have the Advanced tab. Now the Advance tab has some very powerful features, but I caution you that you must be very careful to not go in here and make massive changes because if you do, there is the possibility that when you click OK and Excel applies the changes to your version of the software, you will not be happy with the results. What you need to do is make very few changes and then save and if you want to make more, you come back and make more, so that you can actually undo the changes that you have made. You can customize the Ribbon. There was a separate topic in this chapter that talked about the Ribbon. We can customize the Ribbon in Excel. We talked in a previous topic about the Quick Access Toolbar and customizing it. Again, what we can do is we can customize the Quick Access Toolbar here by simply selecting what we want and moving it or if we don’t want we can remove it. So we can customize the Quick Access. Add-Ins; if we have add-ins to our Microsoft Excel 2010 application, this is where we can manage the add-ins. If you want to stop the display or the use of an add-in, you can come here. For example, if all of a sudden you didn’t want to use a PDF Maker Add-In as I am, you could remove it here. Okay? The other thing that’s important to note is, is that if you have add-ins in your Excel and Excel crashes, terminates abnormally, Excel recommends that you disable the add-in. If you say Yes, and then all of a sudden you want the add-in, what you need to do is to come back here and activate the add-in. You don’t have to reinstall it, it’s there; it’s just not being used. So you come here and you say I want to have this add-in and it will be added back into Excel. The last is the Trust Center. The Trust Center is very important and changing the settings greatly reduce or increase the security of your computer; the data and the data on your organizations networks and other computers on the network. Before you make any changes to the Trust Center Settings, you should refer to your System Administrator or if you are responsible for security, very carefully consider the risks before making Trust Center changes.



Video: Workbooks and Worksheets James: Workbook and Worksheets. An Excel file is also referred to as a Workbook. So therefore, we can talk about creating a new Excel file or an Excel workbook. Excel workbook consists of one or more worksheets. A new blank workbook by default has three worksheets. In a workbook, you can add worksheets, delete worksheets. There must, however, be at least one worksheet. We can reorganize the worksheets. We can rename the worksheets as long as there are no duplicate names. We can hide worksheets and we can color the worksheet tabs, which in a very large workbook with numerous worksheets, the color indicates the type of data that is that particular worksheet. Each Excel worksheet has 1,048,576 rows identified using numbers; Row 1, Row 2, so on. A worksheet in Excel 2010 has 16,384 columns identified using alphabetic; A, B, C, so on. The intersection of each column and each row is a Cell. The cell is identified by its column ID followed by its row ID. Therefore A1 means column A, row 1. AB125 means column AB, row 125. Cell XFD1048576, which happens to be the right most bottom row identifies the cell in column XFD, row 1,048,576. The terms worksheet, sheet, and spreadsheet mean the same thing when applied to an Excel workbook. Let me demonstrate. The currently active cell in the currently active worksheet is defined just to the left of the formula bar. In this case, it says column B, row 10 and if we go down here, you’ll notice it now says C12 meaning column C, row 12. If we select multiple cells, I’m going to select a range of cells; you’ll notice that it says B10. This is the first cell that we selected when we defined the Range. You’ll notice that as we expand the range, it continues to say B10. If we cancel that range and we go over here and select a range, this way you’ll notice it says E17, meaning column E, row 17 was the first cell that we selected. In terms of the active worksheet, the worksheets that are in the workbook are listed at the bottom of the window. The active one is shown differently. In this case, it has a white background and basically we can go and we can go across and we can select a different sheet. We can go to the first sheet and we have a whole series of actions that we can take. For example, one of the most powerful is the ability to insert a new sheet. So what we do is we go Insert. We can insert a Worksheet which is where we have rows and columns to enter data or we can enter a worksheet specifically designed to display charts or


Learn Excel 2010 – Beginners graphs. In a subsequent chapter, there are two topics dealing with charts and we will actually come back here and show you how to insert a sheet specifically for charts. The other thing is, is that you can actually insert within this particular workbook any of the recently opened templates. A previous topic in this chapter talked about templates and here’s the list of all of the recently active templates we can insert. We’re just going to insert a new worksheet and you’ll notice that in this case, it says Sheet 3. This simply means that we have already inserted Sheet 1 and Sheet 2. So what it does is Excel keeps track of the number of sheets that you have inserted and never duplicates the name. So what we can do is we can go and change the name of that particular sheet and we can say Rename it. You’ll notice that the name of the sheet is now highlighted and we can say New Sheet just added and to this work and you’ll notice that eventually you can’t enter any more characters. There is a limit on the number of characters, but it’s pretty good. You can come up with some reasonable sounding sheet names, worksheet names in Excel 2010. Now, if we select this particular worksheet and we bring up the Sheet Actions, one of the really powerful capabilities of the Sheet Actions is the ability to move or copy. So what we do is we go Move or Copy. Now the first thing is you’ll notice that we can move this particular sheet within this particular workbook. But the real power of this is the ability to take sheets from one workbook and move or copy them to another workbook. So I’m going to open up the book and you’ll notice that we have Book 5 and we have a New Book. We will go New Book and we’ll say Create a Copy, and you’ll notice that in the New Book we have a sheet called New Sheet just added to this. Now what I’m going to do is I’m going to go back to the final example and you’ll notice here is the new sheet just added. We created a copy of this. If we had done the same thing with a sheet that had a data in it not only would we have copied the sheet, but the data that’s in the sheet would have been copied. We can also, if we wish, go to a sheet and we can delete it. You’ll notice it says the data may exist in this sheet or selected for deletion. To permanently delete the data, press Delete. So we go okay, we don’t want that so it’s gone. The other thing that we can do is we can actually color the tabs. So we can go down here and we can color the tabs. Now you only see the tab color when that particular worksheet is not selected. So let’s go over to the Analysis and we will give it a different color, and basically what this does in a very large workbook with a large number of worksheets, you can actually have a color coding scheme so you can very quickly figure out which ones are worksheets and which ones are graphs or you can work out exactly what you want. The other thing we can do is we can simply drag © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners and drop. So we can actually move this worksheet over here and you’ll notice that as we move it we get a little drop down arrow, and basically we have now moved it so that it is the third worksheet in the selection. The last action that I want to mention to you is the ability to select multiple sheets. So what we’ll do is we’ll go over and select the Sales Pipeline. Now to do this what I’m going to do is hold down the Control key and select Analysis and select New Sheet, and you’ll notice that when I do that at the top it says Group. Now Group is a very powerful capability, but it also has some potential dangers. What I’m going to do is I’m going to with the Group selected, I’m going to go down and I’m going to select cell G4 and I’m going to say I am here, and now what I’m going to do is I’m going to go and say Finish. We will talk about entering data. I just want you to appreciate that I just entered data very quickly into a cell. I’m going to go to the new sheet just added and you’ll notice that the data that I entered in the Sales Pipeline Sheet is in the new sheet just added and it is also in the Analysis Sheet. And basically what this does is this means that I can type data across so that what happens is I can make a change across all of the sheets that are in the group. But if you accidentally create a group and start to work with those sheets you are making changes in all of the sheets. So therefore be very careful when you select a group for the proper reason that you turn off the group, and the way you turn off the group is you select a worksheet that is not part of the group. You will notice that I went back here to the Region Quarterly and at the top it no longer says that there is a group. So therefore if I delete the data in this particular worksheet and I go over to Sales Pipeline Sheet, you’ll notice that the data is still in this sheet. So, grouping is a very powerful capability but be very careful because you can do Global Editing across all of the selected worksheets when they are part of a group.



Chapter 3 – Basics Video: Introduction to Chapter 3 James: The Excel Basics Chapter. The topics in this chapter are, first, the Entering and Formatting of Text Data. Then we’re going to discuss Numeric Data, and then we’re going to discuss Time and Date Data. We’re then going to talk about Formulas and Functions. We’re going to talk about working with Cells; things like editing, copying, and pasting of cells. We’re going to talk about Managing the Worksheet. We’re going to talk about Error Correction and the built in facilities that Excel has to help you with Error Correction. We’re going to talk about the use of Themes and Styles to affect how your data is displayed, and lastly we’re going to talk about Formatting Conditionally.



Video: Entering & Formatting Text Data James: Entering and Formatting Text Data. Text can be either data or text can be used to identify other data. Text is characters that cannot be used in calculations. By default, Excel left aligns text in cells. It is possible to turn numbers into text; you simply type an apostrophe before the numbers. Let me demonstrate. As I explained in a topic in the previous chapter, when you go to create a workbook, you can start with a prebuilt template or you could start with a blank workbook that contains three blank worksheets. That’s what we’re looking at here, a blank workbook with three blank worksheets. We’re going to create our little example sample in this blank workbook. Now you need to have some idea of what it is you are trying to record or enter in Excel before you do a lot of work. You don’t have to have the final answer, but you need to know sort of generally the direction you’re going. Now instead of explaining it to you, what I’ve done is I have actually gone and created a sample of what we want to accomplish so that you can see where we’re going. So what I’m going to do is go to the View tab to the Window Category and I’m going to go to Switch Window and this is what we want to create. We want to create a workbook that tracks projected sales by an organization, and what they want to do is to start off by defining the region, the opportunity name, the lead resource, where the lead came from, the category of the product that they’re selling, and finally, the project number. So what I’m going to do is to switch back to the blank sheet 1 of the workbook. I’m going to go down to row 3 and I’m going to enter the IDs, the names of the column. So I have Region and when I press the tab key to go to C3, you’ll notice that the words Opportunity Name falls over into column C of row 3. As soon as I start to type in C3, then it prevents the data from being displayed. We will show you how to solve that problem in a minute. So I type in Lead Source. Again, there’s a little bit of data. I put in the word Category and finally, I put in Project Number and I have my Columns. Now I’m going to select all of my columns starting at A3 across to E3 and what I’m going to do is I’m going to go to the Home tab and I’m going to go to the Font capability. And basically what I can do is I could, for example, make them Bold. I could change the color of the font or what I can do is from here I can open up the Format Cells dialog. And so what I’m going to do is select the drop down and select the format the cells dialog and this gives me access to all of the formatting


Learn Excel 2010 – Beginners capabilities that I’m going to be able to use to format this data and any other data in Excel. So basically what I can do is I can go to alignment and I can say that I want to Wrap the Text. So therefore if the text doesn’t fit in the column, it’s going to wrap it. What I can do is I can say; well, let’s make the title stand out. So what I can do is I can go and select black, and having selected black, maybe I don’t want red font on a black background so I will change it to white. And I go OK and there I have it. Now you’ll notice that this worked for all of my Column Titles except Opportunity Name because the word Opportunity still wouldn’t fit within the width of the column. To change the width of a column in Excel, I simply move the cursor between the two Column Identifiers; in this case, B and C. I hold down the mouse key and what I can do is I can change the width and you’ll notice I now have Opportunity Name. The other alternative I have for doing the same thing is to select the column, press the secondary mouse key to bring up the secondary Menu, and you’ll notice that one of the options is Column Width, and therefore what I can do is I can go, well, I actually want to make that 15. So I will make that 15 wide and therefore I now have my columns identified. So now what I’m going to do is to start to enter data. So I’ll go down here and I will type North East because that’s one of my regions is the North East Region. Now as soon as I type the letter N for North, you’ll notice that Excel looks at the data in that column and says, Ah, N, North East. If I wanted to make that North West, I can go up to the formula bar, select East and replace it with West. And I now have North East, North West. Now you’ll notice that while the column title fits within the width of the column, the actual data doesn’t fit within the width of the column. So what I can do is I can go and I can select the column and I can change the column width just as I did before. And I can go here and say, well, I think that 12 is going to be wide enough and it is, so therefore I do that. I could also have, again, selected between the columns and moved the column width that way. So now when I start to type North, you’ll notice that Excel has to wait until I type a character following the space and if I type a little W for West and press Enter, you’ll notice that it changes it so that it is North West spelled exactly the same as before. And I go down here and I go South East, and then I go South and you’ll notice it fills it in. If I want to I can just simply type over top. I have lots of freedom when I’m typing data. So I would fill in the regions. Now if I get to the Opportunity Name and what I do is I go Anderson House Consulting, you’ll notice that just like before the word Anderson House Consulting falls into the next column. Well, obviously that’s not going to be very valid. So what I can do is I can change the width of just that cell or what I © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners can do is I can do a combination of making the column larger and also wrapping the text. So what I can do is select the column. I can go to format the cells and I can go to alignment and I can say that what I want to do is wrap the text and I want it to be centered or left, whatever I want to do. And I can go that and I’ve got Anderson House Consulting. I can also then say, well, let’s just make the column a little bigger. When I do that, you’ll notice that I then have Anderson House on one line and consulting on another. So I go to Lead Source and I type in Conference. I go down here and I go Partner and I continue to fill that Column. Now the next thing I want to show you is, is that you can use Excel’s capabilities to assist you in entering text. In our case what we have is we have three types of product that we are marketing. We’re marketing services, training, or a mixture of services and training. So I could, for example, I could go and I could type Services, and then I could type Training and so on. But I also have the capability within Excel to create those values and say those are the only values I want in the cells in this column. Now I could define them over at the side or I could define them in a separate worksheet. I’m going to take the option of defining them in a separate worksheet. So I’m going to go to Sheet 3. I’m going to go down here and I’m just going to type in so I will know what I’m talking about is category and I’m going to type in the word Training. I’m going to type in the word Mixture and I’m going to type in the word Services. I’m then going to go back to the sheet and what I’m going to do is I’m going to select the cell D4 and I’m going to say Data, Tab, Data Tools, Category, Data Validation, and you’ll notice that the default is you can put anything in it. I’m going to say, No, I have a List. And basically what I’m going to do is I’m going to go off and search for the list by collapsing this dialog, and then I’m going to go over here and I’m going to fill in the three cells. And you’ll notice it says, In Sheet 3 Cells A3 through A5. I’m going to click or expand the dialog and I’m back here to the dialog fully expanded. Now, for yourself this is probably all you would want to do, but if you’re creating a workbook where other people are going to enter data, then what you can do is you can have an input message that says: This is the type of product. And you can then have an Input Message. You could have an Error Alert. What is the Error and what to stop or to warn people. You can have a very sophisticated data validation or you can have a very relatively simple data validation which we have here. So we’ll say OK and you’ll notice that now we can go here and we can choose what we want. Now, we want the same capability in all of the rows in this cell. So what we can do is we can use the Fill Down capability. So what we do is we simply go Fill Down. We go here and we go this is © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Services, this one is Mixture, this one is Training, and this one is Services. So what I did is I filled down. Now we can also fill down without it being a data validation. If I want to have the next four all be partners, all I do is select the Fill Down and I do that. If I want the next Group to be South West I do that. I can then go in and go to this one, which doesn’t happen to be the South West. It happens to be the South East and I can change it. So I can use Fill Down to fill cells and then either change the ones I want or do whatever it is. The last piece of data that I want to, I haven’t forgotten the title; we’ll get to that in a moment. But the next piece of data that I want is the project number. Now the project numbers are actually text but they are numbers. If the project number for the first project is 00123, you will notice that when I type 00123 because it’s a number, which we’re going to talk about in the next topic in detail, what happens is Excel removes the initial, the initial zeros. And you’ll notice that when I look in the formula bar, the zeros have disappeared. So what I’m going to do is go down to the next one and I’m going to type in apostrophe, 00234, and you’ll notice that, in this case, the zeros are retained because this is considered to be text. So what I would do in that case is go back up here and go apostrophe, 00123. Now, if the project number happens to start with an alphabetic, then I don’t have to put the apostrophe in. If I put the apostrophe in and start it with an alphabetic, you’ll notice that I typed in C, apostrophe, C45678, then Excel doesn’t care. I mean the apostrophe disappears. So therefore that’s how you can make numbers into text. The last thing I want to do is to show you how you can add a title. So this is Projected Sales. And I typed it in A1, but what I want to do is to spread it so that it covers all of the columns. To do that I select from A1, in this case, to E1 and I bring up the format cells capability. And in this case, what I want to do is merge the cells. I want them to be centered. I want them to have a red font and I want it to be fairly large, so we’ll pick 14, and basically, what I do is I want a light blue background and just to show you what’s possible what I can do is I can put a border around, oh! I don’t want a diagonal border. So if you’re putting in borders and you accidentally add one you don’t want, if you click it is removed. And so therefore I now have drawn a border around my cell and I say OK and there I have Projected Sales with the text to define the Projected Sales.



Video: Entering & Formatting Numeric Data James: Entering and Formatting Numeric Data. Numeric Data are numbers from the very simple to the very complex with a lot of stops along the way. We could have 10 or 0.01235. We could have 10% or 25.35%. We could have $100, $250. We could have 1,000 pounds or we could have 1,000 Euros and you notice that with the Euros, we actually have the option in Excel 2010 of putting the Euro symbol following the number as opposed to before the number. We also have what are termed Scientific Notation Numbers. For example, we can have 1.235E for exponential plus 8, meaning we move the decimal place 8 to the right or 1.22E minus 06, meaning we move the decimal 6 to the left. By default, Excel right aligns numbers in cells. If you have a number that is left aligned, then Excel is treating it as text. If you see number sign, number sign, number sign, number sign in a cell this indicates that Excel cannot display the number correctly. It doesn’t mean that Excel has truncated the data. It simply means it cannot display it correctly. To display it correctly you have to make the column larger, and then the number will display or you change the display so that it takes up a smaller number of characters. Let me demonstrate. Using the same sample as the previous topic on the entry of text data, I now want to talk about the entry of numerical data. What I have done is to describe the two types of numerical data that I want to enter. One is Forecasted Sales and the other is the Probability of the Sale. So I can go down to Forecasted Sale and I can say its 120,500 and I press Enter and I have 1-2-0-5-0-0. I can say that the next one is $145,905 and you will notice that because I put in a dollar sign, Excel inserted a comma between the five and the nine. I can go down here and I can say that it is $124,567.89 and you’ll notice that it, Excel, simply replicates the numbers. So the first thing about numbers is, is that you can type the numbers with as much information as you want or as little as you want. We can, for example, go up to the $120,500. We can go to the Home, to the number and you’ll notice that we can open up the list and we can say that we want Currency, and we get 120,500.00. What we can do is we can say that we want less decimal places, and so we can round it off. We can go down to this one and we can say that it already is. We could actually have less decimal places or more decimal places. We can do exactly what we want. Down here we can go and say we want less decimal places and you’ll notice that it is a number.


Learn Excel 2010 – Beginners We can open it up and say, no, it’s actually Currency and, in that case then, we’d have to take off the numbers again. Now the first thing I want you to appreciate is I’m going to go back there and I’m going to go back so that it is even numbers. You’ll notice that when we are formatting the data, we are not changing the data that we entered. If you look at the formula bar area, you will notice that it is displaying $124,568, but actually the cell contains 1-2-4-5-6-7, period, 8-9. Okay? So basically what happens is, is that this is how the data is to be displayed. This is the actual data in the cell. So I would go and I would continue to enter the Forecasted Sales. In terms of the probability, I could say that the probability of this one was 80% and the probability of this one was 74.5%, and whatever I entered you’ll notice that in terms of percentages the default is two decimal places. If I want more decimal places, I could have more decimal places or less decimal places. I can decide for each of the numerical numbers exactly the format and how many decimal places I want. So if we look at the numbers, you’ll notice that we have simple numbers. We have Currency. We have Accounting. I will show the difference. If I go down here and I enter 124-5-6-8 and I select that, I open it up, and I go Accounting and I reduce the decimal places to zero. You’ll notice that, in this case, the dollar sign is over at the left whereas in Currency, it is the character just to the left of the first number. If I go down here and I say that it happens to be 123-4-5-6-7-8 and I change that to be a Currency. You’ll notice that in Excel when it cannot display the number, it never displays part of the number. What it does is it fills the cell with number signs or number indicators. And so what I can do is I can make the column larger, just like I did for text, and therefore I can actually see it or I can, we’ll make it smaller again, and in this case, when I remove the decimal places the number will appear. It turns out that I made I mistake and it should have been $145,780 and so I type that. And again in terms of Percentages, I could say this is 65 and I could then go up and I could say I want to make it a percentage, and you’ll notice that the 65 becomes 6,500%. I could just change that to be 65% and I get two zeros, and again I can remove the two zeros. Now the other thing that I want to show you is that like text, you can also have validation on numbers. And what I would like to do to illustrate this is to say, we want to have a Defined List of Probability of Sale and those are the only ones that you can choose from. So again we could put those values in this worksheet, but we’re going to be consistent and we’re going to go to the same worksheet as we had the categories in. And what we’re going to do is we’re going to say Percent, Percentage, and we’re going go to say that the smallest percentage we can have is 20%, 40%, 50%, 65%, 75%, and the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners last is 99% because we don’t want to say that the probability is 100% of making the sale because there’s always some very remote possibility that it will not occur, so we will say 99%. So what we do is we then go back over here, and again what we can do is we can go this particular cell. We could go to the data. We can go Data Validation, just as before, and we can say that it is a list and we can collapse the list. We can go over to the sheet that contains and we can select the List of Percentage Values. We can expand the dialog, say OK, and you’ll notice that we can go and say this is 40% and again just like with text, we can Fill Down. So we can fill this down and then we can go down here and say this is 65% and this is 99%, and we can actually fill in the percentages from the List of Percentages that we have previously defined. Now, the other thing I want to show you is, is that no matter how well you plan, there’s always a high probability that you’re going to get data entered and you’re going to go, Oops. I should have a Column someplace else. In our case, we have decided that what we want is we want a Sequence Number. So we want to have the first Proposal or Projected Sale called 1 and the next 2 and the next 3 and the next 4 and so on. And what we’re going to do is to show you how we can do that. The first thing we’re going to do is we’re going to select column A, and then what we’re going to do is bring up the secondary mouse Menu and we’re going to say that we want to Insert. Because we had selected a column, Excel assumes that we want to insert a column, which is right, and what we’re going to do is enter Sequence Number. We can Format it just the way we did before. And one of the things I will show you is, is that we can actually take this particular cell called region and we’re just going to copy it and we’re going to paste it and it says Region, and then we can just change it to Sequence Number. So you have numerous ways in which you can modify your worksheets in Excel. And again, we could’ve achieved the same thing by bringing up the format cells dialog and selecting the fill color as black and the font color as white. In this case, we could have made it red just so that it stands out as being different. Now, what I’m going to do is I’m going to type one for the first 1 and 2 for the second. Now I could go and type 3 and 4. In this case, I’d only have to type 16 because I only have or to row 17. But the other thing is, is that Excel is very good at sequencing. So what I’m going to do is I’m going to select 1 and 2 and I’m going to tell it to Fill Down and you’ll notice that what it did is it says, ah, 1, 2; therefore the next number is 3, 4, 5, and therefore it completed the sequence for us.



Video: Entering & Formatting Time and Date Data James: Entering and Formatting Date and Time Data. In terms of date in Excel 2010, dates can be entered in almost any format. You can enter 5/1, 1May, May 1. They all display as 1-May by default. You can enter 5/1/10 or 1-May 2010 and they are displayed as 5/1/2010. It’s important to understand that Excel’s default date displays are controlled by Windows Region and Language Settings. They’re not actually controlled by Excel itself. You and I can control the format of the specific dates in Excel, but the default date display is part of Windows. In terms of time, time is entered as hours:minutes:seconds. So for example, if you enter 6:30 this is displayed as 6:30. AM is assumed if PM is not specified. So this is 6:30 AM. If you enter 6:30 P either upper case, lower case, or 6:30 PM upper case or lower case, it is displayed as 6:30 PM. 0:30 is displayed as 12:30 AM and 0:30 PM is displayed as 12:30 PM. 6, colon, nothing is displayed as 6 AM and 6, colon, P is not valid time. You must have something following the colon if you are going to specify P. So therefore you have 6:0 P and that would be displayed as 6 PM. 6:30:45 is displayed as 6:30:45 AM, meaning 6 hours, 30 minutes, and 45 seconds. You can control and format the way in which time is displayed. Now to understand date and times, Excel stores dates and times as numbers. For example, May the 1st 2010 is actually stored as 40,299 which is the number of days since January the 1st 1900. 6:30 PM is stored as 0.77083 repeated. The fact that Excel stores dates and times as numbers means that we can use dates and times as part of the functions and formulas which are covered in the separate topics in this chapter. We can do mathematics on date and times. Caution, since date and times are numbers, they are by default right aligned in cells. If you see left aligned dates or times, the date and time is being treated as text by Excel and is not available to do mathematics on; cannot be used in functions and formulas. Let me demonstrate. Viewing the example of our Projected Sales Workbook that we have been working on in the previous two topics, now we’re going to look at date. So we have Expected Close, Date Added, Expected Start. We’re going to skip Expected Close for a minute and right now we’re going to go to Date Added and we’ll say that this was added on the May the 15th and we type 5/15/ and this one was May the 17th 2010 and we type that in. And this one was added on June the 12th 10. You’ll notice that when we enter anything that looks like a date, then Excel turns it into a date.


Learn Excel 2010 – Beginners Now we can control the specific way in which the dates are going to be formatted. The other thing that I want to show you is, is that we can also pre-format blank cells. So we’re going to select all of the cells from row 5 down to row 19, and we’re going to say, it doesn’t matter how we enter the date, in those cells we want them to be displayed in the same way. So we’re going to go to Date and we can go to More Number Formats. We can go to Date and we can say that we want them to be entered as Month/Day/Year, Day/Month/Year. We’ll put that one in to show you what that one looks like, and therefore you’ll notice that, in this case, we have to complete it because Excel wasn’t able to interpret our information and it becomes the 15th of May 2010. We go down here. We have pre-formatted the cell and we go it is the 24th of the 6 of 2010, and you’ll notice that it doesn’t work because there’s no 24th month. So we go, Oops! Made a mistake. It should be 6/24/2010 and it becomes the 24th of June the year 2010. So basically we can enter the dates and format them or we can pre-format the cells and we can then enter the data. In terms of Expected Start, we could do the same thing. So what we’re going to do is we’re going to go and say we want this to be a date and we’re going to make it 3/14/01. We’re then going to go into Data and we’re going to say Data Validation and, in this case, we’re going to say that we have a Date. Now you’ll notice that we can say the date has to be between date, one date and another date. In our case, we simply want to be sure that we don’t enter a date before September, because we don’t expect any of these sales to occur before September. So therefore we’ll say is greater than and down here we will go 9/1/2010, and we’ll go down here and we’ll go 8/1/2010. And you’ll notice that it says, you, the value you entered is not valid. The point is, is that you don’t have to come up with an incredibly elaborate system. If you just want to control your own data entry, what you can do is you can say Retry it. It’s going to give you the same answer. You can cancel and you can go and down here and you can say, op, we actually meant, we actually meant September the 15th of 2010 and we have 9/15/2010. Now the other thing about dates is, is that sometimes we want to put in dates that are going to be very generic, like first quarter, second quarter, third quarter. In that case, we don’t want necessarily to put in a date. So therefore you can actually use text to represent dates. So we’re going to say we expect this one to close at the Q2-2010, and this one is going to close on Q3-2010. So basically you understand what this means, the people looking at your data understand. As far as Excel concerned this is simply a text. Now the other thing that I want to do is I want to show you how the dates are actually stored. So what I’m going to do is select the 24th of June 2010. I’m going © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners to go over to Home and I’m going to say, I want to see that as a number, and the number is 40,353. This is the number of days since January the 1st 1900. I can go back and say that is a date and if I don’t like that date, I can go and have the same date format as I was using before, which happens to be this one here. And therefore I have that. So that just shows you that dates are actually stored as numbers and we will actually make use of that capability in a future topic when we talk about formulas.



Video: Using Formulas James: Using Formulas in Excel 2010. Formulas are primarily mathematical equations that can perform calculations. A formula always starts with an equal sign. So if we enter =5+2, asterisk meaning multiplication, 3; this tells Excel to add 5 to the product of 2 times 3. If we enter =A1+A2+A3, then Excel is going to add the value in cells A1 to A2 to A3 and display the results. If we enter =B123 divided by C345, this divides the value in cell B123 by the value in C345. In terms of multiple operators, if you combine several operators in a single formula Excel evaluates them in a defined order. The most important, the highest is negation, as in Minus 1, followed Percent, followed by Exponential, 2 to the Power of 3. Then we have asterisk for multiplication and slash for division, and then we have plus and minus for addition and subtraction. So for example, if we enter 5+2*2, meaning multiply by 2, it returns 9. If on the other hand we have =5*2+2, the answer is 12. If we enter 5-(-5), Excel returns 10 because the first minus sign negates the second minus sign, so therefore we have 5+5, giving us 10. We can control the order of a valuation by using brackets because Excel 2010 evaluates the value in brackets first. So for example, if we have =(5+2)*2, Excel will return 14. On the other hand, if we have 5*(2+2) it’s going to take the 2 plus the 2, add them together, get 4, multiply by 5, and give us the answer of 20. Excel allows you to substitute cell references in formulas, and this is one of the really powerful features of Excel. So if we assume that A1 contains a 5, then the Formula =(A1+2)*2 returns 14. Excel allows you to name cells and use the name in a formula. So if we assume that A1 contains a 5 and is named Start, then the formula =Start*(2+2) returns 20. It takes the value of Start, which is 5, multiplies it by 2+2 which is 4, and gives us the answer of 20. Let me demonstrate. The first Formula that I’m going to enter into my worksheet is going to compute Weighted Forecasted Sales. What I’m going to do is I’m going to have Excel multiply the Forecasted Sales Amount by the probability of the sale. So I’ve gone to a blank cell in that column. I selected row 5; so I’m in cell H5. All formulas start with an equal sign, so I’m going to enter an equal sign. I’m going to point at the Forecasted Sale and I’m now going to go up to the formula bar where you will notice that the cell reference has been placed. I’m going to enter an asterisk for © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners multiplication. Now I could now point at the Probability of Sale, in this case I5, but I want to show you that you can also type cell references. So what I’m going to do is type I5. I’m going to end the entry of the formula by selecting Enter and the answer is $58,898. Excel has made some assumptions. Since I took a percentage of a currency value, Excel is assuming that I want the results as currency. If I wanted it at something else, if its assumption is wrong, then what you do is you simply go to the Number Category of the Home tab, and what you do is you select the value that you want. So therefore if I wanted it to equal to $00 I would do that. I could decrease the decimals and I’m back to that. So basically I’ve got the right formula. Now I’m going to use the Fill Down capability to fill that formula into the remaining cells of data and they all work. You’ll notice that in row 6, it says G6 times I6. Now, I now want to show you that there is an alternative way of having cell references in formula. This particular format here is called the A1 cell reference. To invoke or to impose the other cell reference scheme on yourself, you go to the File Command, to the Backstage. You go to the Options. You go to Formula and its called R1C1 and we’ll select R1C1. We’ll go back to where we were and you’ll notice that the formula now reads =RC[-1], meaning I want to take the value that is one column to the left in the same row and multiply it by RC[1], meaning the value that is one column to the right in the same row. So, you have to decide whether you want to use the R1C1 format or the A1 format. To make it easier for you to understand what I’m doing I’m going to go back and take off the R1C1 format, which means that it will revert to the A1 format and we’re now back to G6 times I6. The next formula that I want to enter is the Cost of Sales. Now, in this case, the Cost of Sales is simply the Forecasted Sales times 55%. So what I’m going to do is start a formula. I type an equal sign. I point at Forecasted Sales. I type an asterisk and I type in 55%, and I get the answer of $80,984.75. If I want to leave it that precise I can do that. I may want to decrease it so that it is whole dollars. So I simply go to the Number Category and I decrease the decimals and I have the $80,985. I’m going to fill this down and I now have the Cost of Sales. Now, the next Formula that I want to enter is going to compute how many days this proposal has been outstanding. We know that when this first went in row 5 was added the 22nd of March, so what I have to do is have a date against which I can evaluate. You’ll notice that I have already entered that. I’ve said that the data in this worksheet is current as of June the 15th 2010. So I’m going to go down and I’m going to create a formula which says equal, current as of, minus, and I’m going to point at the Date Added, and the formula is J2-L5 and it says 85 days. And that’s, that’s the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners correct answer. Now I’m going to fill that value down for three or four cells and you notice that all of a sudden they’re not correct. I mean this one says that the days outstanding is -40,242 and the next one it can’t even tell you what the answer is, it just says value. That means that Excel has thrown up its hands and says I don’t know what you’re trying to do. The reason for that is that you’ll notice that when we copied the formula from this row to this row, Excel adjusted the value so that it is no longer pointing at J2. Now what I could do is go here and I could go up here and I could edit the formula and it’s 102 days, and that’s the right answer. Now if I only have two or three that’s, that’s not, that’s not difficult; but even in this case where I have 14 or 15, that’s a lot of work. So Excel gives us a much better approach. What I’m going to do is go back to my original formula and I’m going to move the cursor in the formula bar into the cell reference that’s giving us problems. And what I’m going to do is press F4 and I’m going to convert the Relative Reference, J2-L5 is relative J2 minus relative L5. I’ve now converted this into a fixed column, fixed row, which is the right answer, but I want to show you that there are other options. I now have relative column, fixed row. I have fixed column, relative row, and finally I’m back to relative column, relative row where I started. By default, I always get relative column, relative row. So we’re going to switch that so it is fixed absolute J column, absolute fixed row 2 and I’m going to say OK. And I’m going to now copy it down over these cells and I’ve got the right answer. Okay? I now have the right answer. Now, we could stop there, but I want to show you that there’s another capability which some people, myself included, think is a more powerful capability than that. And what I’m going to do is I’m going to give this value a name, specifically I’m going to call it Current as of. So I’m going to select Current as of, which is the title, and the date and I’m going to go to Formulas and I’m going to say Create from Selection. And in this case, Excel has no trouble figuring out where the name is. The name is going to be created from the value that is to the left of the date, and I say left. And I’m now going to go down here and I’m going to go equals, using Formula, Current As Of. Now you’ll notice that one of the rules about naming cells in Excel is there can be no spaces. So therefore it took Current, space, As, space, Of and it brought it together by putting in underscores. So the actual cell name is Current_As_Of. That’s the one I want. I’m going to place it in my formula. I’m then going to go minus and I’m going to say the Date Added is in L9. I’m going to go up here and I’m going to type L9 and I’m going to press Enter to enter it, and you’ll notice that it says, This is 11 April 1900. Because there was a date involved Microsoft Excel is guessing that I © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners want a date. But I don’t want a date, I want a number. So what I’m going to do is go to the Home. I’m going to go to Number and I’m going to remove the decimal places and I get 102 days, which is the right answer. You’ll notice that both of these were the 5th of March 2010 and the answer of outstanding days in both cases is 102. Now to show you we can do the same thing with a date that is named and we copy it or fill it down and you’ll notice that it says Current As Of. Now you have to decide whether you like dollar, J, dollar, 2, minus the relative address of L8 or whether you like the current as of minus L9. The choice is yours.



Video: Using Functions James: Using Functions in Excel 2010. Functions are predefined formulas that perform calculations by using specific values called arguments in a particular order or structure. Excel has an extensive library of functions that can be used to perform simple or complex calculations. For example, if we enter =(500.45678, 2 Excel 2010 will return 500.46. Assuming cell A1 has a value of 500.456782 and is named Start, if we enter =(Start, 2), Excel again returns 500.46. The structure of functions, they always begin with an equal sign followed by the function name, an opening parenthesis, the arguments for the functions separated by commas, and a closing parenthesis. It’s important to understand that the parenthesis must be in balance. For every opening parenthesis, you need a closing parenthesis. So for example, the round function is equal, round open bracket, number to be rounded, comma, number of digits to be rounded to, close bracket. If function is If, open bracket, Logical Test, comma, what happens if it’s True, comma, what happens if it’s False, close bracket or close parenthesis.

Excel has a function library capability that makes it easier to use functions

correctly. Excel allows the nesting of functions. For example, if we have If, open bracket, Average, open bracket, F2, colon, F5, greater than 35, comma, Sum, open bracket, G3, colon, G12, close bracket, comma, zero, close bracket, Excel returns either the sum of cells G3 to G12 inclusive or zero based on the average of the cell values in F2 to F5. Let me demonstrate. The first function that I’m going to introduce you to, to show how functions work actually relates to the first formula that I showed in the previous topic. In the previous topic, the first formula calculated the Weighted Forecast as being the Forecasted Sales times the Probability of Sales. And we ended up having Values like $89,285.37, for example. Well what we can do is we can say that, that’s too precise. Let’s, let’s round all of this off. So what we’re going to do is we’re going to use a function that Excel has, which is called Rounding, so that we can actually round off the values. Functions are part of formulas. So we’re going to start this as a formula and we’re going to say equal and then we’re going to go to formulas. Now, over time you’re going to figure out exactly where the various functions are. But I bet you, you would all guess that rounding is part of the Math and Trigonometry set of functions. So we’re going to open that up and we’re going to go down and we have Round, Round Down, Round Up. We’ll just take


Learn Excel 2010 – Beginners Round. So we go Round and it says, okay, now what do you want to round? And so what we’re going to do is we’re going to collapse the dialog and we’re going to say we want to take Forecasted Sales and we want to multiply them by the Probability of the Sale and we’ll now go back to the dialog, and it says that’s 58,898. The real power of using this approach to functions is, is Excel shows you the answer as you go forward, and it says Number of Digits. The other thing is, is that you want to learn until you become really comfortable to look at the explanations. It says number of digits. Is the number of digits to which you want to round? Negative rounds to the left of the decimal, so we can go -3 and the answer will be 59,000. We could say minus 2 and it will be 58,900. So you can decide what you want to do. We’ll go with 3. We’ll Round it off to 3 places and we’ll say OK, and basically we have the answer of 59. Now in this case, Excel has not tried to guess that it happens to be Currency. So what we’ll do is we’ll go to Home. We’ll go to the Number and we’ll say it’s Currency, and we don’t obviously want the 00 cents. So we will say we decrease it, and so then we will simply Fill Down and we have the answer. Now, Cost of Sales; the cost of sales that we did previously was we created the cost of sales based on a standard 55%. But what happens if the cost of sales is different depending on whether it’s Services, whether it’s Training, or whether it’s a Mixture. So what we want to do is we want to compute a value that depends on something else in the data. Now to shorten the process, what I have done is I have created this little matrix of Cost of Sales. And I have said that the Cost of Sales, if it’s a Mixture is 55, Services is 52.5, and Training is 60. Not only that, but I have assigned those values names. So cost of Mixture is 55% and it points at cell B6 in Sheet Number 2. So we’ll go back over here and we’ll go equals and we have to have a Logical Test. So we go If, and it says what’s the Logical Test? So in our case the Logical Test is E5, equal to, and in our case since we’re testing text, we have to enclose text in quotes. We’ll say “Mixture” and we’ll go back over here and it says that’s True. Now it says: What do you want to do if the value is true? Well, if the value is true, what we want to do is we want to take the Forecasted Sales and we want to multiply it by the cost of sales if it’s a Mixture. And it says in that case it’s going to be $80,955 or $75. Now we come to the tricky part. What we’re going to end up doing is to have the false value be another If Statement. But I want to show you that you can actually build up complex functions by adding as you go. So what we’re going to do is we’re going to simply say, if it’s not Mixture, we want it to show zero. And we’ll go and it shows that, in this case, since it’s a Mixture, the cost of sales is $80,985.75. What we do is we © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners go Home, we go Currency, becoming very comfortable with doing this, and we go 80,985. Now you’ll notice that we have the formula in the formula bar. So what we’re going to do is you’ll notice it says: What happens if it’s False? So if it’s False, what we want to do is go If, open bracket, and in this case we want to test the value in column E for training. So we go E5 equals, again it’s text. So what we have to do is we have to tell it that it’s text and we go Training, and we go quote and we go comma. And it says: Now what happens if it’s True? Well, if it’s True, you’ll notice that previously we multiplied G5 times and in this case we want to go to the formula and in the use in formula, we want to have the Cost of Sales Training. And basically it says OK. Now we go and we say OK. Now what we need to do is what’s going to happen if that is False? Well, if that is False, then we know by definition since there are only three that what we do is we go G5 times the last, which happens to be the Cost of Services. And so go the Cost of Services and we go and we take out the zero and we need to evaluate the brackets. And so what we do is we go and you’ll notice that we have balanced brackets and so we go Enter. And ha-ha! It says I’m going to make a correction because you happen to get the brackets wrong and we go OK. And basically if we now Fill Down with that formula, you’ll notice that we get the right answer. Depending on what the category is it computes the cost of sales based on that value. So that was simply to show you that for very complex, especially If Statements until you get them worked out, you simply create the first one, and then say zero and then you can actually go through and type them. Now the next one that I want to show you is a function related to dates. Now in the case of the dates, what we want to do is know the days until this is going to start. So what we want to do is to know the number of days between the Current Date and the Expected Start. Now there is a function that will allow us to do that, and what we do is we go equal and we go Date and Time, and you’ll notice that we have Network Days; returns the number of whole workdays between two dates. Because we don’t want to include the Saturdays and Sundays, we just want to know how many workdays it is until this particular proposal is going to start and we have to provide the resources. So we say Network Days and it says Start Date. And in our case, the Start Date is the Current As Of, and you’ll notice that it says it shows you the Number. It says that happens to be 40,334. And in terms of the End Date, what happens is we go and we say that it happens to be in our case N5 for Expected Start. Now, I’m not going to actually create a table of holidays, but basically what you can do is if you want to get absolutely precise you can go off and create a table of holidays and say, you know we don’t want © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners to count Memorial Day. We don’t want to count July the 4th. We don’t want to, you know, the dates you don’t want to count. Basically I’m just simply going to eliminate Saturdays and Sundays and I’m going to say OK. And you notice that it says it’s 152 days before this particular work is expected to start. Again, I’m simply going to Fill Down and there I have the number of days to start. So, again, formulas that contain functions are very powerful and there are an awful lot of functions. You can look at these and understand them and work with them. In any case, you can use the builder capability to walk through to make sure that you get the right answer.



Video: Using Functions Part 2 James: More Using Functions. In the previous topic, I introduced you to some of the functions available in Excel 2010. In this topic, I want to examine with you briefly some of the other major functions that are available in Excel 2010. We’re going to look at the manipulation of text. We’re going to talk about the counting and summing of cells. We’re going talk about looking up the values in a table. And finally we’re going to very briefly talk about financial formulas and Excel 2010. In terms of manipulating text, most people appreciate instinctively that Excel has all of this power to work with numbers. It also has the capability to do some very interesting and powerful things with text. Let me demonstrate. I would like to start this demonstration by showing you how Excel can combine two existing cells of data, pieces of data to form a new piece of data, a new cell of data. In this case, we have been asked to combine the category, whether it’s a Mixture, Service, or Training, with the date on which it is going to start to create a new column, a new piece of data called category: Started. So I’ve inserted a new column and I’ve labeled it as such. I’m going to go to the first cell. It’s a formula so I’m going to start with an equals sign. I’m going to point at Mixture and now I’m going to go and continue. I’m going to type in an ampersand which says that I want to concatenate F6, and in this case, I want to concatenate it with text, though I’m going to say double quote, Starting, colon, space, double quote. Now what I want to do is to add the date. Now if I simply point it at the date, the result would be the underlying date number. So what I have to do is I have to force Excel to convert the date to text and to do that what I do is I say that I want to concatenate using the text function. And it’s open bracket and it says, what is the value? So I’m going to go over and find the actual Expected Start which is in R6, and you’ll notice that I need to type a comma and it says, now, what is the format? And I’m going to go since it’s formatting text, I have to put it in double quotes. I’m going to go Day, Day, Month, Month, Month, Year, Year, Year, Year, and close the function and enter it. And I have Mixture, op, mistake. You’ll notice it says, Mixture no space starting. So what I do is I simply go up to my formula, I add a space, and I now have Mixture starting on this case 12 January 2011. And what I do is, as before, I simply Fill Down and when I Fill Down what it’s going to do is it’s


Learn Excel 2010 – Beginners going to generate a category starting value for me depending on what’s in the category and the date. Now there are all kinds of other date formats that you can use and you can get Excel to help you. Now the next part of this demonstration is, is that you’ll notice that we have the Contact Name. Now what we’ve been asked to do is to be able to separate the name into First Name, Last Name. So what I’m going to do is I’m going to select D and E and I’m going to Insert and I’m going to go First Name, Last Name. Now, what I’m going to do is I’m going to select the information and what I’m going to do now is, is that I want to be able to take the text that exists and I want to be able to Split it. To do that I’m going to use the text to column capability which is part of the Data tab, Data Tools. So what I do is there actually is a little wizard for this because it’s done all the time. So what I’m going to do is I’m going to go text to columns and it says, Delimited characters such as commas or separated or fixed width. Well, in my case I’ve got to use the delimited because people have different size first names and last names. And you’ll notice that as I walk through this it’s actually showing me below what I am accomplishing. So therefore I say a space, which is what I want. And so it’s going to go Tim Noble and then it goes Next. And basically I want the results to be text. And I go, where do you want this? Now, you’ll notice that if I do nothing, I’m going to pull this little dialog aside. If I do nothing what it’s going to do is it’s going to end up putting the First Name in column C and the Last Name is column D. So what I do is I go, no, that’s not the case. So I collapse the dialog and I go here and I go here, and now I expand the dialog, and now what it’s going to do is it’s going to put the answer in D and E. And I go Finish. And it is says, do you want to replace the contents of the destination cells? This is simply a caution. I say OK and now I have Tim Noble broken up into the contact. And I go First and I go Last, and now I have First and Last Names. Counting and Summing. Excel is very powerful when it comes to counting and summing values and other worksheet items, specifically when you want to count or sum based on a criteria. You want to sum all of the something that equals some other value. Let me demonstrate. Of counting and summing, this is very powerful when you have all this data and what you want to do is get some idea of the totals, the number that are equal to this or the sum total of, for instance, the Forecasted Sale. So basically to save us some time, what I’ve have done is I have created a new worksheet in which I have placed some of the data. And basically what I want to show you is how we can do an analysis of date information. We want to know how many of our © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners proposals are going to start in 30 days, 31 to 60, 61 to 90. So basically what I do is I go here and I say I want a formula and the formula is Count If because I’m going to count based on a certain parameter, Criteria. And basically what I want to do is to count the days to start. So what I have done is I have named the range that contains the days to start data. I’m going to over here to the use in the formula and I’m going to find where it says Days to Start. And I’m going to say that I want to count, comma, value equal zero; in other words, everything greater than zero. Well that’s going to give me everything. So now what I’m going to do is I’m actually going to count If and in this case, what I’m going to do is again I’m going to do the Days to Start and I’m going to go and, in this case, I’m going to say, If they are greater than 30. Now, let me show you what this going to do. It’s going to take all of them which are greater than zero and it’s going to subtract, it’s going to subtract the ones that are greater than 30 and I have to be careful. I notice that I made a mistake. And so what I do is I check it and the answer is zero, which in this case is True. If you go down here you’ll notice it says, Count If days greater than 30, subtract greater than 60. Now, the other things is, is that when you’re doing this type of counting, if you are the least bit hesitant that things are working you can actually verify that everything is working. And I’ve actually created the verification and hid it. So what I’m going to do is unhide the rows and you’ll notice that what I did is I simply added up all of the analysis to start. I said all of those add up to 48, and then I put in a verification. I said count how many entries have a date to start and it happens to be 48, so therefore my distribution by days to start equals the number of entries. Now, again, in the interest of keeping this short and not having me simply type, I’m going to unhide another one that I did and this is where we want to add up the amount that is Forecast by Days to Start. And here the formula is instead of count If is Sum If. So it says Sum If Days to Start Greater than zero. And the thing in this one is you have to tell it what you want to add up. So I said I want to add up Forecast Sale. And basically what you do is you then go through the same process and again just to be sure that this works to show you how this works, what I did is I added those up and got $7,632,906 and then I said simply Sum Forecast to Sale. I got the same answer. So these two sets of data, the Count If and Sum If are in balance; again, a very powerful way to analyze your data so that you can explain your data to other people. Look up Functions. Excel has three very powerful functions that let you look up a value in a table based on another value. For example, if you know the region, what is the name of the manager? © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Finally, Financial Functions. Most people consider that the major use of Excel is to perform calculations involving money. Excel has a tremendous range of financial functions ranging from present value to internal rate of return with a huge number of intermediate stops. Let me demonstrate. Let me start this demonstration of the financial functions by showing you a list of the financial functions that are available in Excel 2010, and here they are. You’ll notice that there is a considerable number of financial functions available. Let me show you also how Excel can really help you to determine whether the particular function you think you want is actually the one that’s going to do the job. So first of all, when you highlight it you will notice that what you do is you get a small explanation and this DB is returns the Depreciation. Ah! I wanted Depreciation so I go OK. And I go and before I do anything else when I have the Function Arguments dialog box open, I go Help on this function and Excel is going to go and it’s going to show me exactly how to use this function. I’m going to Expand so that it’s the whole screen. You’ll notice it’s got an explanation. It’s got a Syntax. It’s got Remarks, but the most powerful part is it’s got Examples. And you can actually copy the samples or examples to a blank worksheet and you can experiment. So therefore Excel is very good at helping you work with functions. I’m going to close this and I’m going to say well I really don’t want that. What I wanted was Net Present Value. And this is the Present Value of a series of future payments. And so I go down here to where I have the actual formula. And you’ll notice it says that the first thing I have to do is enter the Annual Rate. In my case, it happens to be 5.5%. And then it says the next is the Net Per and that is the total number of payments. So in my case, it’s five because I have number of years five, and then we go over to Pay each Year and, my case, it’s 3,000. Now you’ll notice at the end there are two options which are in square brackets. Square brackets mean that they’re optional. The first is the Future Value of a cash or cash balance that you want to attain after the last payment or whether you’re going to indicate when the payments are due. And you can put zero or one, means that the end of the period, one at the beginning of the period. And I’m going to go OK, I got that. And just to show you how it works, I’m going to go up here and I’m going to change that to 6.5% and you’ll notice that I have the various answers. The same thing for Future Value, which is the Future Value of a series of regular deposits. And again, when I go up here you’ll notice I need the Rate. I need the End Per. I need the Payment and again I have the same two options PV and Type. And so therefore what I can do is I can fill © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners out the Formula. Now the other thing and the last thing I want to do is to show you that one of the really great features of Excel 2010 is that you can go and go File, New, and you’ll notice that I introduced you previously to the Templates. And what you can do is you can go and say, I want a Mortgage Payment and/or Mortgage Payments. And basically what you do is, is that you can have a Mortgage Payment Estimator, a Mortgage Payment Calculator.

Maybe you’re

thinking of doing a Bi-weekly Mortgage Payment Amortization and you go and basically what it’s doing is it’s now downloading to form for you it’s downloading a template that you can actually complete and you’ll notice that all you do is go in and fill in the various values, what the rate is, the loan period, the base year, and all of that and it will actually recalculate the amortization for you, and basically you can use these templates for financial analysis.



Video: Working with Names James: Working with Names. Using Names, which is optional, makes formulas especially formulas using functions easier to understand. If you remember, we talked about formulas and functions in the preceding three topics. We can define a name for a cell range, a function, a constant, or a table. A name is something you assign with one exception. It is the equal of your shorthand for reference purposes. A defined name is one you create and assign. A Table Name, Excel Names Tables, but you can change these names. In a subsequent topic, we will talk about working with tables. So when we’re talking about tables, then you will see that Excel defines a name for a table, but you can change it. In terms of rules, the first character must be a letter or an underscore or a backslash.

Other characters to a maximum of 254 can be letters, numbers, periods, and

underscores. Special characters like open bracket, asterisk, ampersand, dollar sign, etc are not allowed. They’re not valid in names. Names cannot use spaces. It is recommended that if you want to have the equivalent of a space in a name, you use underscores instead. Names are not case sensitive.

A couple of examples; we could have SalesYTD2010 or we could have

sales_ytd_2010. The choice is yours, which makes most sense. We could have Category or category or CATEGORY. Doesn’t matter what combination of upper and lower case we have, we still have the same result, no matter how we spell it. The Process; we can select a cell or range of cells. We can then click the Name Box and type the name. Now the Name Box is the space to the left of the formula in the formula bar and shows the first cell in the selected range or the cell if it’s a single range. So all we do is open up and type a name and following the rules and we have assigned a name to the range. We can also select a cell or range of cells including row or column labels and use the Formula tab, Define Names Group, create from selection. So if we selected these two cells and went Formula tab, Define Names Group, create from selection, Excel would offer us a choice. It would’ve already figured out that the name we wanted would be the average to start to the left of the 187 and it would create a name of Average_2_Start because spaces are not allowed. So if you select a label that contains spaces, then those spaces are replaced in the name by underscores. We can also use the Formula tab, Define Names Group, Define Name and we simply type the Name, and then


Learn Excel 2010 – Beginners Define a valid cell or range reference. The difference here is, is that we don’t have to pre-select the range, we simply go and say we want to define a name, here’s the name, and here’s what it refers to. To make it easier, Excel has a Name Manager feature. You get this through the Formulas tab, Define Names Group, Name Manager, and it shows you the name that’s currently assigned, the Value, and what it refers to. A couple of notes; If Value or refers to contains number sign, Reference, exclamation mark, then the name is not current; it does not reference any cell or range of cell. It was previously valid, but it no longer points to any cell or range of cells in the workbook. If we change a name, Excel updates all formulas to use the new name. If we delete a name, all formulas using the name collapse, they are converted to number sign, name, question mark, meaning what do you now want me to do? So deleting is not something you take or do lightly. Let me demonstrate. I’d like to review with you the two uses of named ranges and cells that I have already covered in previous topics in this chapter. The first one was when we were creating the formula for Days to Start and we simply pointed at the cell that contained the Current As Of Date and copied the formula down it fell apart. So what we did is we named the cell as Current_As_Of, so we could use it in the formula. The other one was the Cost of Sales and, in this case, what we had defined is we had defined three different Cost to Sales depending on whether it was a Mixture of or Services or Training. And then what we did is we actually used those names in the formula to make it a little easier to understand what we were actually talking about. So those are the two uses that we have already encountered. Now I’m going to expand this and show you some other uses. You’ll notice that we have here the Average Days to Start goes from Q6 to Q20. Well, what we can do is we can use the actual Column Name to represent the Data. So I’m going to select the Column Name and the Data, and I’m going to go to Create from Selection. And you’ll notice that Excel has looked at the data and has decided that there’s a high probability that the text that starts the data at the top of column would be the name that we would like to assign. So we go, yes, you’re right. Now, if there was data to the left and to at the top, then we would have to let Excel know which one we want. And so we go OK in this case. And just to show you what has happened, we have the Days_to_Start. The reason is, is that the Days_to_Start as a Column Name includes spaces. That’s not allowed so therefore Excel replaced the spaces with underscores. We can now go up to our formula and we can replace in our formula the Q6 to Q20. You’ll notice that when we are in the formula bar, when we’re creating and working with © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners formulas, the use name in formula option is always available to us. So we simply can open up the list and we can say Days_to_Start and we will enter it and we got 187. So nothing has happened. However, there is a problem with this data. And that is if we went down to the bottom and entered new data, a new Outstanding Projected Sales at the bottom it would not automatically be included in this data. So let me show you that there’s a very simple solution, and to do that I’m going to go down to the first blank row following the existing data and I’m going to type in last row of data. You can type in anything you want because it’s not that, it’s not the typing that counts. And then what I’m going to do is just to make sure that I will know that that’s the last row regardless of where I am, I’m going to select all of the columns that are previous, that are currently filled out with data, the last row below the previous data. And what I’m going to do is I’m going format the cells and I’m going to say let’s make it yellow. Now what I have is, is that I have a visual indicator where the data stops. So what I’m going to do is I’m going to go up here and I’m going to go to Name Manager and I’m going to go to Days_to_Start and what I’m going to do is I’m going to edit it, and you’ll notice that the answer currently is 187. I’m going to tell it that I want it to go now to row 21 and I’m going to say OK, and I’m going to close and I’m going to go back here and you’ll notice that the blank cell at the bottom does not affect the actual value that is computed. Now what I do when I need to enter data, I’m going to go to the last row and what I’m going to do is I’m going to insert a blank row above that. And what I’m going to do is I’m going to fill out and enter some new data. Now I’m going to pause and enter the data and I’ll come back and show you the last two entries of data which are the ones that are affected by Average Days to Start. Alright, I have now filled out all of the data except for the last two columns, and the last two columns are the Expected Start and the Days to Start. So basically I’m going to give this an Expected Start and let’s say it’s going to be 12/15/2010. And I go over here and what I’m going to do is simply copy the formula down and I will copy it down. And I will go up here and you’ll notice that the Average Days to Start has changed. And again, just to verify that, you’ll notice that if we go Days_to_Start it now goes down and includes the Identification Row that says: This is the end of Data. And as long as I insert rows above that, then the name of that range will keep expanding so that the average will always include the appropriate data. Now let me show you that we can actually do this by selecting a series of cells. So I’m going to go over and I’m going to go and I’m going to go down to the bottom. Now what I’m going to do is I’m going to add the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners blank row at the bottom and I’m going to go and I’m going to say Create from Selection. And again, it’s going to be the top row, and I’m going to say OK. And it says, do you want? And I say, Yes. And therefore I now have all of this data, okay, in my Name Manager. So therefore I have the variants and you’ll notice they all end in row 22. Now what I’m going to do is I’m going to show you another use for Named Ranges. If you remember what we had is we had the feature of only Q1, sorry Q3, Q4 of 2010 and Q1 and Q2 of 2011. So what I’m going to do is to show you how we can reorganize our data slightly. Not the actual data, but the way in which we put the data into the cell so that what we could do is we can have a better answer. What I have done over here on a separate worksheet is I have defined the current four valid values, Q3, Q4 of 2010, Q1 and 2 of 2011. And I also put in another one called TBD, To Be Determined. We’re not sure when the valid quarters are. So what I’m going to do is I’m going to give these five values a name. And so I’m going to select the five values and I just want to show you that there’s more ways to do it. So this time I’m going to go Define Name and I’m going to say Valid, Valid Quarters. And I can, I can also Comment when I use the defined name I can say: This is a list of the valid quarters plus TBD for, sorry, for unknown entries. Now, so I can do that and I can say, OK. And it says, no, you made a mistake. The name you entered is not valid. And I go, oh yeah that’s right. Now, I can put in an underscore, but I’m also going to show you that if you don’t like underscores you can, don’t have to use them. So I’m going to put in ValidQuarters and it’s going to say OK. And now what I do, going to do is I’m going to go over here and what I’m going to do is I’m going to go to Data and I’m going to go to Data Validation, and for Data Validation, what I’m going to do is I’m going to go and say, I have a list. And it says, where is the list? So I collapse the dialog. I go over here and I say the list consists of this, and you’ll notice as soon as I select the five values it says ValidQuarters. And I go that’s correct. And I go over here and now what I can do is open up this and I can select. That’s fine. Okay? Great. Now let me show you that there’s also something else that this is good for, and that is we’re going to go back here and all of a sudden what we have to do is we have to allow data for Q3 of 2011. So what I’m going to do is I’m going to go down to To Be Determined because I want that always to be the last value in my list, To Be Determined, and I always want that to be last. So I’m going to go and I’m going to say Insert. And it’s going to say, what do you want me to do? This is Excel speaking, asking me a question. I’m going to say I want you to shift the cells down and I’m going to go over here and © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners I’m going to put in Q2-2011. Sorry. That’s Q3 of 2011. So I need to edit that to be Q3 of 2011. And we now have five values. I’m going to go back here and you’ll notice that when I open up this list because I pointed to a named range, the range has now grown so that it includes Q3 of 2011. So again, the use of a named range in data validation means that you can expand and contract the range as necessary. Now let me show you a couple of other things. You’ll notice that this sheet is now called Sheet 1. Well, we could leave it like that, but we can also give our sheets names. So what we’re going to do is we’re going to rename that and we’ll call this Sales Pipeline. And that’s fine. And you say OK. But when I go to the Formula, Name Manager you’ll notice that Excel has edited all of the references so that they no longer refer to, for example, here is the Days to Start. It now References Sales Pipeline. So therefore as you change the sheet names Excel will edit all of the outstanding references to reflect the new name that you have assigned. So again, you can keep changing the name of your worksheets and everything will work in terms of your name cells. Let me show you that again, we’ll go back and say Days_to_Start and let’s go and let’s edit that. And we can say Number or we could say, oh, we’ll do it DateWhenWorkWill Start. Whoops. I can’t have spaces, and we still want it to refer to the same. So therefore I go OK. And we can also go to the, for example, Current_As_Of and we can edit that. And we can say that it is OFTHE_CurrentDate. We can, we can change anything we want. And so we’ll say that and we’ll close that and we’ll go over here and you’ll notice that the formula now refers to the new name that we gave the cell. So renaming your named cells does not affect any of the formulas or any of the references. What happens is, is that Excel goes and gives you the new name. Now the other thing is, is that as you create more and more names you may want to be able to see all of the names at once. And to do that you can go to the use in formula and what I’ve done is I have gone to a blank worksheet. All you have to do is have two blank columns, but you must be careful because you simply select a cell where it is going to paste the names and what they reference. And it’s going to overwrite any data. So that’s why my recommendation to you is, is to put them in a separate sheet. And we’re going to say paste the names and we go paste the list. And therefore, we now have a list and I’ll expand this list. And we now have a list to show all of the data. And you’ll notice that this is not all formatted in the same way. And so what I’ll do is I will format this to the left, and therefore we now have a list of all of our current names and what they reference. © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.


Video: Working with Cells: Edit, Copy, Paste James: Working with Cells in Excel 2010. You can copy or move everything from a single cell to an entire worksheet in Excel. When you paste, you can paste selectively. Excel gives you the capability to include or omit when you’re pasting the formulas, paste without the formulas, paste just the values, paste the formatting or not paste the formatting, and paste or not paste the arithmetic operation. In addition, Excel Smart Tags allow you to preview the paste results. So you can see what the result is going to be before you actually perform the paste. Let me demonstrate. Let’s start by copying and pasting text and then we’ll look at numbers. So let’s copy the actual Opportunity Name; not the word Opportunity Name but just the Values. So we select the Opportunity Names and we go Copy, and we’ll go over to a blank worksheet in this workbook and we’ll go to D and we’ll bring up the secondary Menu and you’ll notice that we can paste the information. We can paste the values. We don’t have any formulas so that’s not going to help us. But one of the things that’s interesting about text is, is that we can actually transpose text so that what was entries in rows in the same column actually become column names. Now, we’re going to say OK and therefore we now have columns for each of the Proposal Opportunities. We can go to another worksheet. Let’s go to this worksheet, for example, and we can go and in this case what we’re going to do is we’re going to paste a link. And basically when we paste the link, we will paste the link here and now when we go over here and we go down to Margie’s Travel and we go, this is new, in our original data. We go over here; you’ll notice that this says: This is new. So therefore by pasting a link, what we have done is we have the capability of actually going and changing the value here and it will be reflected in the data that we have pasted. Now in terms of values, numbers, basically what we can do is let’s take the Weighted Forecast and just to refresh your memory, this is a formula which takes the value in G5 multiplies it by I5 and rounds it to -3 places of decimal. So what we’ll do is we will take the Weighted Forecast Data and we’ll bring up the secondary Menu and we will copy it and we’ll go over here and we will look at the options. Now if we paste the information, it’s going to turn out to be all zeros. The reason is, is that the formulas don’t have the relative data to compute the Weighted Forecast. We can actually paste the values. Okay? So what we’ll do is we will paste the values. Now in © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners this case, you’ll notice that we don’t have the formula, we simply have the results. Let’s go over here and we will paste the formulas. Well, again, the formulas don’t work because it’s going to be looking for the data in this particular worksheet as opposed to the original one. Again, transposing doesn’t work, formatting doesn’t work, and linking does work. You’ll notice that in this case, what happens is, is if the value in Sheet 1 changes it’s going to change here. In this case, it doesn’t change. So let me go over here and very quickly go and say that somebody says this is $159,245. You’ll notice this is now become $64,000. If we go back here, you’ll notice that here it still says $59,000 and here it says $64,000. Here is the original value because we just, we just pasted the value. Here is the new value because we pasted a reference. Go back and this time we’re going to paste the entire worksheet from this workbook to a new workbook. Now to select the entire workbook it’s very simple. There is a cell which is to the left of column A and above row 1, and what you do is you select that cell and you have now selected all of the data in this particular worksheet. So what we do is we go Copy and the we go File to open up the Backstage. We go New and we go Create, and we don’t have to define the range. All we have to do is go here and we can paste everything. We can paste just the values, just the formulas. Obviously, transposing doesn’t work, formatting doesn’t work, and link is not going to be the answer. So what we’re going to do is we’re going to show you that you can actually paste in multiple operations. So we’re going to paste the values, and then what we’re going to do is we’re then going to go, uh-oh, we forgot the formatting. So what we do is we paste the formatting. So therefore you can actually do multiple pastes depending on what you want. And if we go down here for Weighted Forecast, you’ll notice that in this case since we started with the values, in this worksheet we simply have the results from the previous worksheet, but we do have the formatting. So there are lots of capabilities in terms of cutting and pasting. The biggest, the biggest advantage or the biggest feature of Excel cutting and pasting is that it shows you all of the options that you have and there actually are a whole series of options that you can get at, and so you can see exactly what you want to do in terms of pasting the results within the same workbook or to new workbooks.



Video: Manage the Worksheet James: Managing Worksheets in Excel 2010. Excel gives you the power to adjust, manage worksheets. For example, we can insert rows and/or columns in our worksheet.

We can adjust row height and column widths in our

worksheet. We can hide rows and/or columns. We can use cell borders or cell colors to emphasize and/or separate data. We can split the window into two independent pages. We can Freeze, Lock Rows or Columns on the screen so they’re there as we scroll to the right or down, the locked portion is always on the screen. And lastly we can view multiple worksheets from multiple workbooks in Excel 2010. Let me demonstrate. Let’s start by using the Insert Row capability to move and add space between the Current As Of Date and the title of our worksheet. So we select row 2, bring up the secondary mouse Menu and we go Insert and we have moved it away. Now you’ll notice that by default Excel has copied the formatting from the row above into the new row. We can either accept that, change it, or remove it. We’re going to select the cells that are formatted. We’re going to go to the secondary mouse Menu. We’re going to say format cells and we could either change the color or say No Color. In our case, we’ll say No Color and basically we now have a blank row below the title, before the Current As Of. We can also adjust the height of a row. All we do is select the border between the two rows and when we get the opposing arrowheads we move it up and down. So we can make this bigger. We can then select our title and make our title larger, and we can adjust the rows. In terms of the columns, let’s assume that what has happened is, is that we’ve been asked to add another piece of data on our proposal, specifically the name of the manager responsible. So what we have to do is to decide where we want the new column to be. In our case, we want the new column to be after Opportunity Name and before the Lead Source. So what we do is select the Lead Source Column, bring up the secondary mouse Menu. We select Insert and you’ll notice that everything is pushed to the right. So whichever column is selected everything is pushed to the right. We go and enter Manager, and we then go down here and we start to type the name of the manager and we would enter the name of the manager. Now, the other thing that we can do is we can actually hide columns of data. So let’s assume to begin with that we no longer want this Sequence Number to be displayed. It will still be there, it just won’t be


Learn Excel 2010 – Beginners displayed. So we can select column A and we can go and we can go Hide. Since we haven’t finished our manager yet, let’s remove that for the moment, and so we’ll hide that. Now the real power of the Hide is hiding cells does not affect the formulas. We have a formula here that says take the value in I6 which is Forecasted Sales and multiply it by the probability of sales in K6 and round it to -3 places of decimal. So what we want to do is let’s remove the Forecasted Sale so that all we have is the Weighted Forecast. We select the Forecasted Sale and we go Hide and we now have the Forecasted Sale, the Probability of Sale. The formulas work, but we can’t actually change the Forecasted Sale because the data’s hidden. So what we have to do is we go and select the columns that surround the hidden column, and we go Unhide, and we go in here and we say this is now 175,234, and we enter it. And you’ll notice that this has changed the Weighted Forecast. We select the column and we select Hide and it is hidden. So therefore we can hide data in our worksheet. We could actually, if we wished, we could actually go up here and we could hide the Current As Of, and the formulas that reference that particular cell, which happens to be L3 or it was named Current_As_Of, they still work, we just don’t know what the Current As Of Date is. If we want to see what it is, we simply select the rows that include the hidden rows and we go Unhide and we have the Current As Of Date. Now the other thing that we can do is as we get larger and larger worksheets with more rows and more data it becomes more difficult to understand what is happening. When we go way over here to see Days to Start, we’re not actually sure which proposal this applies to. So what we can do is we can set the screen up so that we can scroll up and down and certain data will be, remain on the screen. In our case, what we want to do is have the titles remain on the screen and what we want to have is the Regions and Opportunity Name to remain on the screen. So we select the intersection and then we go to the View and what we do is we Split. And now when we go to the right, you’ll notice that we continue to see the Region and the Opportunity Name. As we go down, you’ll notice that we get to see the cells, the value, this actually represents the Weighted Forecast. So therefore this is a very powerful feature. Now I will want you to note that if we scroll into the split area, it reappears. But when we scroll down it stays there. Alright? So, to remove the split all we do is to select the split and the split is removed. So we can split the screen. Now the other thing that we can do is we can actually arrange if we have multiple worksheets open at the same time, we can actually arrange all of the multiple worksheets at the same time. So what we can do is we can go Arrange and we can Tile them. Oh, let’s, let’s, let’s Tile them and so therefore we © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners actually have two versions of the same data. This is in one window. This is in another window. And basically we can go down here and we can split this one. We can go over to this one here and we can split this one. So therefore we have both windows split so that we can scroll up or down, left or right and we can see the data in either window. When we want to remove the other window, all we do is select it. You’ll notice that when we select a window, we get the commands to Collapse, Expand, or Close. So therefore if I go to the final example and I select to Close, it closes and now I simply expand that to be fullscreen and I’m back to one workbook on the screen, and I can now move left or right. If I want to remove the split, I can do that. So you have the ability to manage worksheets exactly the way you want to handle exactly what you’re trying to accomplish.



Video: Error Correction James: Error Correction in Excel 2010. Excel can find errors and provide suggestions on how to resolve the problem. It can trace the precedent and dependent cells from a currently selected cell. Excel can watch a cell that is not currently being displayed so that you can see what happens when you make changes. Excel also allows you to evaluate the parts of a formula. This allows you to experiment with very complex formulas since Excel will show you where you are going wrong and you can then focus on getting that part correct. Let me demonstrate. In terms of error checking with Excel 2010 my recommendation is that what you do is you understand first of all exactly what Excel thinks is an error. You get to determine in a lot of cases exactly what an error is. To do that you go to the Backstage, select the File Command, select the Options action, go to the Formulas area, and you’ll notice that here are all of the rules that Excel is going to apply on your behalf. For example, it’s going to say that an unlocked cell containing formulas is an error. If you don’t want that to be considered an error, then you unselect it and say OK and no longer will cells that are unlocked that contain a formula be considered an error. So that’s number one. Number two, what you can do and this is most helpful when you get a worksheet from somebody else and you’re trying to understand it, you can ask Excel to trace the precedents of this particular cell. In this case, it happens to be the Cell Category and the Cell Forecasted Sales, and you can also tell it to display the Dependents. And it says that the Profit Percent is dependent. You can go over to the Profit Percent cell and you can say Show the Dependents. And it says there are no dependents. So therefore this allows you to actually walk through a complicated series of formulas showing which one is dependent on which one and which one follows it. And in this case, we have come to the end of the chain; there is no formula in this worksheet that is dependent on the Profit Percentage. So we say OK. Now, we can turn off those arrows. We can go back to the Cost of Sales and we can actually evaluate the formula. Again, this is very helpful when you get a Formula that somebody else has created and you’re trying to understand why this formula is giving you, in our case $97,242. So we go let’s evaluate and it goes and it says Services equal Mixture. Well, that’s what it’s testing for because that’s what the formula actually says. The formula says, first of all, Test for Mix, for


Learn Excel 2010 – Beginners Mixture in F9 and basically, we evaluate that and it says that’s False. So therefore we go and we then go Evaluate and it says Services equal Training, and we evaluate that and it’s False. And then it says, okay, if that’s the case then we want you to evaluate the third part and the third part is going to take the value 185,223 and multiply it by the Cost of Services. And if we actually step into that particular one, you will notice that it says Cost of Services is in Sheet 2, B17. So we step out and we say Evaluate and it says the answer is 97,242.075 and we have rounded that or are not displaying the cents portion, so we get $97,242. Now, this is what you can do to understand complex formulas, and basically it says it’s False and therefore we’re going to display this answer and we can close it. Now, the next thing that we can do is we can actually have Excel watch a cell as we move around the worksheet. In our case, I have created a cell that is the average of the Probability of Sale. It’s currently 52%. I’m going to ask Excel to watch that cell and basically I’m going to add it to the watch cell. And it says, you want me to add? I selected it so I don’t have to select it. I could collapse the dialog, go over there, select it, and then say add and it’s now going to watch that cell. And so I’ll move it down here for a moment. Now what I’m going to do is I’m deliberately going to hide the row. I’m going to go over here and I’m going to go to View and I’m going to Split the Window. And now I’m going to go over here to the Probability of Sale and I’m going to say if that goes to 92 you’ll notice that the average has gone to 58. If this one at 65 happens to fall to 40, then the Average Probability of Sale is now down to 56%. If this one goes up to 99% then this is 61. So I’m actually being able to watch a cell and I can watch multiple cells. I’m actually being able to watch a cell change without the cell being actually displayed in the worksheet. Again, a very powerful capability if you’re trying to understand exactly what is going on in a worksheet. When you want to remove the watch, you simply delete the watch and then you close the watch. Now, I’m going to go here and I’m going to remove the split. There is one final error that I want to talk to you about, and basically it’s what is called a Circular Reference. This cell in this particular workbook, G5, actually says take E6 and multiply it by C5. If I go down to this cell and I change it so that it is a formula that refers to this cell I get a circular reference. A circular reference is a formula that cannot be calculated correctly. Now under very, very peculiar circumstances it is possible to have a circular reference that is valid. If that’s the case, you can simply click OK to continue. If not, what you can do is you can click Help. It explains circular reference to you and you can go back and you can remove a circular reference. So in my case, what I’m going to do is I’m just © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners going to close that and you’ll that it says, The circular reference is these two cells. And what I do is I go back and I type in a three and that is all that I need to do and this becomes 6. Now this is a very simple circular reference because it involved two cells. The reason I showed you this is because it is possible that as you’re working through the creation of formulas, you will inadvertently create a circular reference and what you have to do is work your way through to find out where the circular reference is actually occurring.



Video: Using Themes & Styles James: Using Themes and Styles. What you need to do in Excel 2010 is think of a pyramid. At the top of the pyramid, you have Themes. These are a few options that are applied to the entire workbook. You then have Styles. There are several options applied automatically to specified cells. And at the bottom of the pyramid, you have Direct Formatting. This is unlimited formatting options totally controlled by you, the user. You can go into each cell and format it differently than any other cell in any spreadsheet in the workbook. Let me demonstrate. We can use themes in Excel to change the basic way in which the information is displayed. If we go to Page Layout and we go to Themes, and as you’ll notice as I go through what it’s doing is it’s applying a different theme based on what I have selected to the data. And when we get a theme that is relative to what we want, we can apply it. The components of a theme are colors. So we can then change the colors and you’ll notice as we go through, various parts of our worksheet are changing. We can also change the way in which the data is displayed depending on what we like. And the last is we can have an Effect. So we can choose the effect. Now, once we have done that then we can go and we can apply a specific style. So here are all of our text columns. So we go Home and we go style the cells and we can decide what we want. We can have Output Calculation, Normal, Bad, Good, Neutral. We can decide exactly what we want in terms of the actual display of that particular set of cells. We can do this for a single cell. So we can have that as the answer. The other we can call it a title. The ultimate, the ultimate control over the way in which the data is going to appear is to select the cell or cells and then use the Format Cells capability so we can determine exactly what the color is going to be. We can decide what the pattern is going to be. We can decide on the font and we can decide on the size. We can determine what the border is going to be like and we can change it so we have a double border. We can make the Border Color different, and we can go like that and we can have down the middle. So we can actually determine exactly how a cell or cells are going to appear. In this case, the text is not a little big so we can make it smaller. So basically you can apply at the top level a theme. You can then apply a style to a specific area or you can go in and adjust the specific cell or cells using the formatting capability.



Video: Conditional Formatting James: Conditional Formatting in Excel 2010. Conditional Formatting gives you the ability to control the appearance of the data in a range of cells based on rules you define. You can compare cell values against each other and based on the comparative values display data bars, colored scales, or icons or a combination of data bars, colored scales, and icons. You can match the top and bottom percentiles or above or below an average. If there is no predefined rule available, you can use a formula to define the criteria that you want applied to control the formatting of the cell. Let me demonstrate. We have the ability to add formatting which is based on conditions. For example, we can take a Probability of Sales, we can select the Probability of Sales and we can go to the Home tab, Styles Group, Conditional Formatting, and what we can do is we can add Data Bars; so the larger the value the bigger the bar. You’ll notice that we have 99%, 40%, and so on. Now we can also go to the same area and we can have a Color Scheme, and we can also have an Icon Set. And basically what we have now is we have information where as the information changes the actual value will change. So if we go here, for instance, and we change this one to be 40%, you will notice that the way in which the data displays it changes. If we go and do that we change that. So we can make those changes. Now we don’t have to apply multiple to the same, to the same cells. We’ll go here to Conditional Formatting and all we’ll do is we will apply Data Bars, and we’ll do Data Bars. We can go to the Cost of Sales and we can apply an Icon Set. An Icon Set is always three and it’s based on Stop Light Reporting, and so if we go over here this becomes 125,000. You will notice that this changes, the probability doesn’t change but the Cost of Sales changes. We’ll go back here and we’ll change this to 175,000 and you will notice that again the information changes. The bar, I’ll change it so that it’s a very small Cost of Sales or Forecasted Sale of 95,000. You’ll notice that bar becomes much less. The probability never changes, but the Cost of Sales goes down and therefore it changes. Now, if that doesn’t work then, what you can do is you can actually create your own rules. So for Profit Percentage, we’re going to go Conditional Formatting and we’re going to say we want a New Rule. Now again these rules can be very complex, but we’re going to say format only certain cells. And we’re going to say, cells © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners that are cell values which are less than and in our case we want to know all of the ones which are less than 40%. So we can type in 40%. Then we can go to Format and we can say that the Fill is going to be that, and the Pattern is going to be that and we can change it to that. We can also have a Border, and we can make the Border red and we go OK. And we go and you’ll notice that we now have the less than 40% Profit Percentages are displayed in the particular style that we have selected. If we go over here and we do that, you’ll notice that until this actually changes the Profit Percentage actually changes then this is not going to change, and so therefore we can see the Profit Percentages according to our way of looking at it. Again, you can decide exactly what you want to do in terms of Conditional Formatting.



Chapter 4 – Beyond the Basics Video: Introduction to Chapter 4 James: Excel Beyond Basics Chapter. The topics in this chapter are first of all Sorting, Filtering, the Design and Creation of Charts, Modifying Chart Elements, Working with Tables, Pivot Tables which is a very powerful form of table that’s available in Excel 2010. We’re going to then talk about Adding Shapes and Pictures to your Workbooks Worksheets, and lastly we will talk about SmartArt and WordArt in the context of Excel 2010.



Video: Sorting Data James: Sorting. Sorting is the Excel 2010 capability to reorganize data in either ascending or descending order, using the data in one or more columns. Excel sorts numbers smallest to largest by default. You can reverse this into descending order. You can also sort dates by default oldest to newest or newest to oldest. You can sort text A to Z or Z to A. When you are sorting numbers as text Excel warns you of this and asks you to tell it how to handle these numbers as text data and then proceed to impose this on the sort. You can create a Custom List to sort in a user specific sequence. Taking the data that we have been working with, if we simply sort it on Expected Close, we would not get the order of Q3, Q4, Q1, Q2. A to Z, Z to A will not work. What we have to do is create a Custom List that defines the order which we want to use when we’re Sorting on Expected Close. I should also mention that Excel provides built in Custom List for day of the week and months of the year. The only thing is, is that you must add your Custom List to the default Custom Lists, which are part of the Backstage options advanced capability before you can actually use them in a sort. I will show you this in the demonstration that follows. In terms of sorting, just some general tips, you should unhide all columns before you sort. You need to remember what happens to formulas with relative addresses when they are moved and remember sorting is a form of moving. So therefore the same potential problem exists with relative addresses. It is possible to sort less than all of the columns in the data. Be extremely careful when you’re using this feature. After you do this type of sort, in fact after you do any type of sort, you are recommended to carefully examine the results. If you don’t like the results, then use the Undo to go back. There is no built in On Sort or Revert to before the sort. You simply use the Undo feature. Let me demonstrate. Let me start this demonstration by sharing with you a tip on how you can get the data back into a predefined order after you have done a number of sorts. And the way to do that is to simply add a sequence Number to the data. So I’ve added a column here, column A, and I’ve labeled it Sequence Number. And now I’m going to type in 1 and then I’m going to type in 2, and what I’m going to do is I’m going to select the Fill Down capability and basically when I get to the bottom, I now have a sequence number in each of the data rows. So after a number of sorts, I


Learn Excel 2010 – Beginners can actually revert back to this, to this way of organizing the data. Now let’s actually sort the data, and basically I select the data. I go to the Data tab and I go to Sort and I go, in my case, I want to first of all sort it by region, and then I add a Level and I want to sort it by category. And I add a third level and that is I want to sort it by date added. So I want it within region by category and within category, by date added. You’ll notice that it says my data has headers, which, in my case, is true. When you’re data has headers, Excel does not sort the first row. The first row is assumed to be the headers. If you do not have headers, then you don’t click or select that and all of the data gets sorted. So, in our case, the headers will always be in row 5. So we go OK and here have all of the Region, then we have the By Category, and then we have by Date Added. So what we’ve done is we have organized it in that particular way. Now what I want to do is to show you how you can do some other, I think they’re, they’re quite neat sorts. In a previous topic, we talked about Conditional Formatting and one of the things that we have done in this version of our little Projected Sales Workbook is we have added an icon to the Days Outstanding. Now let me show you before we actually use it in a sort, basically what the data is conditionally formatted or how the data is conditionally formatted. So basically what I do is I go and select Conditional Formatting and I say, what’s the Rule? And the rule is if the value is equal or greater than 100, it becomes red; if it’s between 50 and 100, it’s yellow; and if it’s less than 50, it’s green. And I go OK. Now what I do is I go and select my data and I go back to the Data tab. I go to Sort and, first of all, I need to get rid of those Levels. And what I do is I go to Days Outstanding and I go Cell Icon, and it says I put the red on the top. That’s fine. I go to Days Outstanding and we go to Cell Icon and we go we want green on the bottom. Now in our case, we don’t have to worry about the third value, it’s going to be not at the top, not at the bottom, in the middle. If we had more than, than three values we would, we would define exactly where we wanted all of the values to be when we’re sorting on the icons. But in our case, we’re just going to go red on top, green on bottom. We will go and Sort. And if we go over here to the Days Outstanding, you’ll notice we got all the red followed by the yellow and followed by the green. Now, it’s possible having done that to go, mmm, that’s not exactly what I wanted. So what we’ll do is we will quickly select the data again, go back to Sort, and this is where Excel remembering of the previous sort is very helpful because all we’re going to do is go and say green on the top, red on the bottom. Now when we Sort and go over and look at our data, we’re going to find out that we have our green on the top, red on the bottom, and again the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners orange is in the middle; the yellow or orange is in the middle. So basically we have now sorted on the icons as opposed to the data. What we’re going to do now is we’re going to do another sort and, in this case, we’re going to combine text with numbers that look like text with numbers with dates. And so what we’re going to do is we’re going to just go and you’ll notice that we can get rid of everything and start a clean slate. And so what we’re going to do is we’re, first of all, going to select by Region, then we’re going to add a Level, and we’re going to add Project Number. Now if you remember, Project Number is a number that is being displayed as text. We’re going to add another Level and we’re going to sort by Weighted Forecast, which is a number. And we’re going to add a Level and we’re going to say that we last we want to sort by date added, and we go OK. And here is the message that I talked about. The following Sort key may not sort as expected because it contains some numbers formatted as text. Sort anything that looks like a number as a number. Sort numbers and number stored as text separately. So basically, we can decide which we want to do. I’m just going to say Sort number and numbers stored as text separately, and therefore we’ll go for that or we can sort anything that looks like a number as a number and we can do that. And here we have the result which is, you’ll notice that we have the results of the data, and that’s how it handles text as numbers. Now the other one that we now want to sort by is the Expected Close. So we go to the Expected Close and again I’m just going to quickly remove all of these, go back and add. We will add Expected Close and we will say Sort and when we go over to the data. You’ll notice it says Q1, 2, 11 wrong. It’s got Q1, Q2, Q3, Q4. This is where we have to give our special sequence of sorting information to Excel. Now to cut down the process somewhat what I have done is I have already predefined the order in which we want the Custom Sort to occur, and it’s Q3, Q4, Q1, Q2. Now I have to give that information to Excel as part of the options. So I go to the Backstage. I open up the Options. I go to the Advance Function and I go down to the bottom where it says General and it says Edit Custom List. Here are the four predefined Lists. I then define my little List. I say this is my List and I expand the dialog and I import and I go OK and I go OK. And now I’m going to go back to my Sales Pipeline Data and I’m going to go over there and I’m going to go down to the bottom. And I’m going to go Sort and, in this case, I still want to sort by Expected Close but I don’t want to use A to Z or Z to A. I want Custom List. Here is my Custom List. It shows me the order. I go OK. I go OK. If I go over here, you will notice that I have Q3, Q4, and if I go down I then go to Q1 of 2011. So basically I have now got my data into that particular order. © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Now, we could sort the data back into the original order, but I want to finish my initial tip by explaining to is you can always re-sequence. One of the things is, is that we’ve sorted this for many times and all of a sudden we go this is the way we want the data to be able to go back to for a while. So what I’m going to do is I’m going to get rid of the current Sequence Numbers and I’m going to go 1 and I’m going to go 2 and now I’m going to go up and what I’m going to do is grab the handle. Okay? And I’m going to go down to the bottom of my data and basically I have now re-sequenced the data into this particular order. So you can re-sequence or you can sort on the re-sequence at any point and time that you want.



Video: Filtering Data James: Filtering. Excel 2010 has an Auto-Filter feature. This allows us to temporally hide some of the rows of data. We simply add Auto-Filter to the columns. To do that, we must be someplace in the data to turn Auto-Filtering On; when we do that each of the column titles gets a drop down arrow. For example, Category, you’ll see it has a little drop down arrow. When we open the drop down arrow we get a list of all of the values in the data, and the ones we want to include we select. If they’re not selected, they’re hidden. Blanks only appear if the data has missing values, and this is one of the ways that you can actually use auto-filtering to edit and update your data by finding all of the blanks in a particular column. We can Auto-Filter within Auto-Filters within AutoFilters. If Auto-Filtering doesn’t work because of the criteria we want to use we can use Advance Filtering. What we do is define the criteria. And I will show you some example of criteria in a moment. So we define the criteria, we select the data, apply the criteria. And then we say, do we want to copy the resulting data that passes through the fiilter to another location? Now what we have to do is remember what happens when you copy formulas. They may or may not work in the new location. Or the other capability of the Advanced Filter is to filter in place, and basically what this does is this hides all of the data that doesn’t pass through the filter, and then we simply copy and paste the values to another worksheet. It’s also important to understand that when we copy and paste, only the displayed columns get copied. So we can Filter based on the criteria, hide the columns we don’t want, select the results, and copy the information that we see on the screen in terms of values to another location. In terms of criteria, basically what we do is we define the area that we’re testing. In our case, we’re going to Test Expected Close. And we say Expected Close equals Q3 2010 and the data that’s on the same row is added. Category equal Mixture. Data on opposing rows is Or’d. So we say Expected Close equal Q3 2010 and Category Training. So basically if it’s Q3 2010 and Category or Training, it is going to pass the criteria. We will therefore be able to see it. The rest of the data will be hidden. Here is one that is slightly more powerful. We can say the region contains South. You’ll notice that we entered South-asterisk. This means anything that has South; in our case South East, South West. We then said Training and Email. And the other option South and Training and Lead Source is Web Event. So basically whether it’s South East, South West, as long as it’s Training and the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Lead Source is email or web event it is going to pass through the criteria, be displayed. We can then if we filter in place we can then copy it to another worksheet. Let me demonstrate. Use of the filter capability that I would like to demonstrate to you is how we can use filtering to help us keep the data up to date, make changes in the data. We have been informed or were aware that, that some of the Lead Source Data for our records is missing. So we could actually go through and find the missing data by scanning it. Now, in this case, that would not take very long because we only have about 45 records. That’s deliberate in terms of the size because I wanted to keep it down for demonstration purposes. What you need to appreciate is let us say that there was 10 times as many records, then going and actually finding missing or inaccurate data would be very time consuming and auto-filtering is the answer. So I simply make sure that I’m someplace in the table. I go to the Data tab and I go to the Sort and Filter. I click on the Funnel which is filter, and I now have the drop down arrow associated with each of the columns. I go to Lead Source and sure enough there is Blanks. But just to show you, I’m going to cancel that and I’m going to go to Category and I’m going to open up the Category List. And you’ll notice that in Category List there is no Blanks and therefore the term Blanks is not shown, so that every row in the Category column has data. So I’m going to Cancel that. I’m going to go over to Lead Source. I’m going to unselect all. I’m going to select Blanks and I’m going to say OK. And here I have the two that are missing. So I start to type and you’ll notice that the suggested Fill-In capability of Excel still works even though the data is not displayed. It knows that in this column, the E generally represents e-mail. So I go yes it does and, in this case, this is a Partners Source, and so I put Partner. And the important thing is, is that you’ll notice that all of these records stay on the screen until I turn off the filter. So I go to Lead Source, open up the list, and I simply Select All and I say OK, and I have now updated the data. The next thing I want to show you that you can use filtering for is when you want to work with a subset of all of your data. In this case, we want to do some analysis and some work on just the Training Proposals. So what we do is we go to the Category drop down, unselect, Select Training, and now we are looking at only the Training Proposals that are outstanding. Now the other thing is, is that we could start to move from left to right and look at this data. But I also want to show you that this is one of those areas where hiding of the columns is very helpful. For example, we don’t actually need the Lead Source so what we can do is hide the data. Now if it turns out later on that we actually need that data, we simply unhide the column. But at this point and time, what © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners we can do is we can go we want to hide that. We don’t actually care at this point and time about the region, so we hide the region. And so basically what we have is the data that is left. We can also adjust the size of the columns and so on to make it easier to read the data. Okay, so we have the Category Training. The first thing we want to do is look at the Training Proposals where Pat Campbell is the manager. So what we do is we go unselect all, select Pat Campbell, say OK. We’re simply looking at Pat Campbell’s proposals for Training. And it turns out that this one here is now 128,000 so we change the value to 128,000. So this allows us to focus on the data and edit or make changes. The next thing that we can do is we can further refine that data. And in this case, we will use the Weighted Forecast. Now remember we’re only looking at Training and we’re only looking at Pat Campbell. So we go to Weighted Forecast and here are the Values. But you’ll notice that we also have the capability of creating specific number filters within that data. So we’re going to go and we’re going to say Is Greater Than and what we’re going to do is we’re going to say we want all of the ones that are greater than 68,000 and we say OK. Now, we could have a more complex filter. We could say and/or, but we’ll keep it simple, and we’re simply say 68,000. So therefore here are all the proposals where the Weighted Forecast is greater than 68,000. We could go over here and say the Probability of this sale has now increased to 80% and we could make any other adjustment we want. Now the other thing I want to show you is that you can actually change the filtering without turning it off. If we all of a sudden want to look at all of the training with a Weighted Forecast and you’ll notice that when you hover over the Filter Icon, it says greater than 68,000. If we wanted to look at all of those possible training for all of the managers, we simply go to the Manager drop down and we say Select All. And you’ll notice that we’re now looking at all of the Training that is greater than 68,000. The other thing I wanted to show you is that we can also filter on icons. We’ve talked in previous topics about icons. So we go to Days Outstanding and we go to Filter on Color. And we can go to the red and here we now have a list of only the Training with a Weighted Forecast of greater than $68,000 that is shown in red. So basically what we can do is we can Filter on Text. We can Filter on Values and we can Filter on Icons or as or other information that is coded due to Conditional Formatting, which was talked about in a previous lesson. Again, to turn the filters off, you can turn them off in any way you want and basically you can go and you can go back and you turn off and you select all of them. And you go to Weighted Forecast and you select all of them. And the other thing that you can do is you can now go and turn on the hidden © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners columns, and basically we now have our data back. In terms of column B, since it’s the first one, the easiest way is just to open it up. It’s just to move so that it appears. Now I would like to show you the use of the Advanced Filter. So the first thing I’m going to do is turn off Auto-Filter, and when I click Auto-Filter it disappears. The first example of Advance Filtering that I’m going to use as a demonstration is how we can filter in place. Then I will use an Advance Filter to copy some of the data to a new separate worksheet in this workbook. In terms of the criteria, basically I have already setup the criteria. So the first criteria is, is that we’re looking for Q3 2010 Mixture, Q3 2010 Training. So I’m going to go back to my data. I’m going to go and turn on the Advance Filter, and the Advance Filter has looked at the data relative to where the cursor is and says: You’re Columns are in, start in A and go to Q, Row 5 to 53. If it doesn’t get the right answer, what you do is you simply minimize the dialog. You then go and you simply select the Table Data that you want and it places it in the List Range. You then collapse the dialog and you go and you select the criteria. Now in this case, I have given the criteria a name. It is not mandatory that you do this. It’s just something that I wanted to show you that you could do. So therefore I said that the range is named Criteria Q3 Mix-Train for Training, and so I select it. I say OK. I say OK. And when I go up here, here are the Records that meet the criteria. Now, I could now edit these records just the same as I did with AutoFilter. I’m not going to do it, but you have the same capability when you have an Advanced Filter as when you use Auto-Filter to either look at the data or to edit the data. To clear the filter, I simply go to the Sort and Filter, select Clear, and I have removed the filter. The second part that, of this that I want to show is how we can copy and paste some of the data to another worksheet based on a criteria that we specify. So the first thing I’m going to do is I’m going to select the current list of data titles or column titles, and what I’m going to do is I’m going to copy them. And I already have setup an area, a worksheet called South Region and what I’ll do is I’ll go here and I will simply paste the values. Now the thing is, is that we can get rid of columns that we don’t want. For example, we don’t want the Project Name. We don’t want the manager. So we’ll get rid of the manager’s name. The other thing that we can do is we can actually reorganize the columns in terms of the way in which they’re going to be pasted. So I’m going to select category and I’m going to cut it. And I’m going to go to Region and I’m going to insert the cut cells. So it’s now Category, Region, Opportunity, Lead Source, and I can get rid of the Cost of Sales, the Date Added and the Date Started. I can get rid of as many of these © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners columns of data as I want, and I simply delete the columns that I don’t want. Now the other thing with the Advanced, when you are going to have the data come into a new worksheet, you must start the process in that worksheet. So what we’re going to do is we’re going to remain here. We’re going to select Advanced. Now in this case, you’ll notice that it has no idea where we’re going to find the data. So we’re going to minimize this dialog and we’re going to go to Sales Pipeline and we’re going to select the data. We’re going to expand the dialog and we’re going to select the criteria. The criteria, in this case, happens to be anything in the cells, whether it’s South East, South West, and Training and the Lead Source is email or web event. So what we do is we select this, and in this case, you’ll notice I did not name that range just to show you that both options work. And so I restore the dialog, I copy to another location, and what I have to do is I have to tell it where it’s going to find the data that I want. And so I select my titles and I go copy to another location, and there I have a list of all of the Training in the South East, the South West that is email or web event. And most importantly is you will notice that the category is before the region, in this case. Whereas in the actual data itself, the category is actually three or four columns in; it’s actually the fourth column in. So that is a very powerful use of an Advance Criteria. The other thing you will notice is that what we have is the values. Okay? We don’t have the formulas. We simply have the values, and we can do whatever kind of analysis we want on this data. We could actually print this as a hard copy output or share it up to a SharePoint site. There is a subsequent topic that talks about this, but basically we can now share just the South Regions Outstanding Proposals.



Video: Design & Create a Chart James: Design and Create a Chart. First comes the data. You need the data before you can create a chart. So here’s a sample that we’re going to use in the demonstrations of some data; organized in our case by category, by the Expected Close. So we have the row labels and we have the column labels, and then what we do is we use that to create a chart. The data becomes the data series. Please note that it is possible to have a zero value, and in that case in Q2 2011, you simply don’t have any height to the bar indicating zero. And here is the Legend. Here is the Horizontal Axis. And here is the Vertical Axis. It’s important to understand that when you tell Excel to create a chart by default it works out the scale of the vertical axis. So this case, it goes from zero to $1,400,000, and it determines the increments of the vertical axis. We can have a title if we wish. You will notice that we have grid lines that make it easier to read where the data is relative to the vertical axis. Terms of the process, we need to identify or create the data range and it must be a rectangle. It can be or it may need to be an array and I will talk more about array in a moment. Text for the labels should be the top most row and the left most column. If there’s any text in the data range, it’s treated as a zero. Each cell must contain a value. They must have a data point. Values in the same row or same column are considered to be related and are called a data series. Values are plotted on the vertical or the Y axis. The chart must be in, the chart can be in the same worksheet as the data or in a separate worksheet. An array is simply a collection of items that reside in a single row called a One Dimensional Horizontal Array or a One Dimensional Vertical Array, a Column. We could also have, which is our case, an array which consists of multiple rows and columns and technically this is called a two dimensional array. Now, arrays use array formulas. And this is a very special formula that performs multiple calculations on one or more of the items in an array. It can return either multiple results or a single result. Array formulas begin with an equal sign and you can use any of the built in Excel functions in your array Fformulas; so all of the discussion in the previous chapter about functions is applicable to array formulas. The critical difference is that when you are finished entering an array formula, you must end by pressing Control plus Shift plus Enter to have the formula go into the worksheet. So for example, the value in C3 we said we wanted to sum the Sales Pipeline B6, B53 equal to B3. That means we want to look in the Sales Pipeline Category Data for all of the values which are in the North East. © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners And we then want to look in Expected Close for the value in C2, which happened to be Q3 2010. Now, this Formula is to show you that you do not need to name the ranges that go into array formulas, but a strong recommendation. It makes life much simpler. It is a lot easier to understand that we’re comparing C2 to Expected Close than trying to figure out what actually is in column B, row 6 to column B, row 53. And we’re saying that we want it to Sum Forecast Sales. Again, another named range. And you will notice that because we ended with the Control plus Shift plus Enter, we got braces. So it’s braces equal sum. You cannot type the braces. The braces are entered when you do Control plus Shift plus Enter. If you want more information, including some samples on arrays, then simply start Excel 2010, go to Help, type in the term Array, and there’s an excellent series of articles there that go into all aspects of arrays. Now let me demonstrate the use of arrays to generate charts. Demonstrating charts with the data that we have been working with. The first thing we have to do is actually bring together data that’s related so that we can chart the results. I’ve already started the process in a separate worksheet. So I’m going to go over to a worksheet called Analysis 1 where I have started the process of accumulating forecasted sales by region, by quarter. This is an array and I’m going to show you how to create an array formula. So I go to the North East Q3 2010 cell and I enter an equal sign to tell it that it is an array. And I go open bracket, open bracket. I then go to Sales, Pipeline, and I select the Region Data. And then what I do is I say that I want the Region Data to be equal to and I go back here and I say that I want it to be equal to B3. Now, I then go and say that I want to close that and now I want to then compare. And in this case, what I want to do is compare Expected Close. But in this case, I’m going to show you that I’ve already named the Expected Close. So I’m going to say: Use in a formula. And I’m going to say Expected Close. And in this case, I’m going to say that I want it to be equal to and I point to C2. And I close that off and now I say what I want it to do is to Summarize. And again I have named the Forecasted Sales Data. So I open up the list and I go Forecast Sales and I close off. And it tells me I have an error. And I go OK. And you’ll notice I get a value. And the reason for this is, is that it cannot understand how to do this in terms of an array. So I’ve got to solve my problems. The first problem that I have is you’ll notice that I have a close bracket after the C2 without an open bracket. So I put in an open bracket. This means that I now have an outstanding close bracket at the end and I put in a close bracket. The other thing is, is that if I want this formula to be able to be copied what I have to do is I have to © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners make sure that if I copy and paste this Formula, I’m always pointing at B6, B53. So I select that and I press F4 and I press F4. And in this case, if I want to be sure that I am always in column B, I press, select B3 and press there and it says B3. And over here, the reason is, is because the South East is in row 4 and so on and 5 and 6. But I want to say it’s always in column B. And again, I want this to be in column C. And so I do that. Now, the final thing is I’m going to hold down the Control-Shift and press the Enter key. And you will notice that the braces appear at the end of the formula and Excel computes the value of 135,200, of $135,235. Now I’m ready to generate a chart based on that data. So what I do is I select the rectangle and then I go to Insert and I go to Chart. Now the first thing you have to do is you have to decide which type of chart you want to add, and there are numerous charts. And one of the things that you could do is, is that you can try one chart and if you don’t like that you can try another chart and so on and so forth. One of the things; if you think about the data, it helps to give you an idea of what type of chart you want to have. In our case, we want to look at the various closing columns and we want to see which one has got the biggest answer. So that is primarily column oriented data. So we’ll see if that works by selecting column. And then it says: What kind of column would you like? Well, we can have 2-D, 3-D, or we can have a fancy clustered cylinder, and we have various types of those. So let’s start off by having clustered cylinders, and basically we now have a chart. So basically, once you have the data you simply select the rectangle for the data, decide what the chart is, say, Generate the Chart, and Excel does all the work. You’ll notice it has created the Legend. It has put on the Horizontal Category Axis and it has defined the Vertical Value Axis using the data that was in our rectangle. Now, if we want to see what that chart looks like with other types or other approaches, the first thing we can do is to select the Chart Styles, and basically, here are all of the Chart Styles. So what we can do is we can try that. And if we don’t like that we can try that. You, you get to choose what type of Chart Style you want. Incidentally, you can make the chart larger. I’m going to make it larger. Now I’m not going to make it too large that it will not appear on the screen. But that doesn’t, that is not a restriction. This chart could be much bigger than what’s on the screen. And basically we can then go and say, well, what happens if we like that style? But what happens if we want a different layout? So what we have is different layouts. And what we can do is to select a different layout and here is a layout in which you’ll notice that the values are at the top of the cylinders. The legend has moved to the top and we can put in a chart title. Well, that, that’s kind of confusing. That’s kind © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners of confusing. But basically the point is, is that what you can do is you can keep choosing the chart layout you want. Now in this case, we actually have a title. Now whether we actually need a title since the title is here is up to you to decide. But basically what we can do is we can go here and select Forecasted Sales by Quarter. I’m going to copy it. I’m going to go down to Chart Title. I’m going to open up Chart Title and I’m going to paste the results, and therefore I now have the Forecasted Sales by Region by Quarter. It is that simple to create basic charts in Excel 2010. Now I want to show you another type of chart that is slightly different than this type of chart. To do that, I have already created the data. In this case, what I have is I have asked Excel to count the number of proposals based on the days outstanding. So we have three that have been outstanding up to 30 days and then 31 to 60 days is seven and so on. This type of data where you have a single set of values is how or most appropriately displayed as a pie chart. So what we’re going to do is we’re going to select the data and we’re going to go to insert. And we’re going to insert a pie chart. Now, we again have various pie charts. This is a bar of the pie and you can experiment with all of these. I’m simply going to go and do a 3-D pie. And basically this is a 3D pie. The other thing that I want to show you is that again you have all kinds of styles that you can choose. And if you like that, you can choose that. You can choose various colors and so on. If you want to put a title on the chart, you can put a title on the chart. And you’ll notice that we now have the data actually pointing into the component of the pie. And again, we can take our proposals and in this case, I will show you that you don’t have to have a prebuilt one. You can say, By Days Outstanding. In other words, you do not have to have predefined the title. If the title comes up, you can type whatever you want. However, what I do want to show you is, is that you can actually move so that this chart is no longer on this particular page. And to do that what we do is select the chart, and then we say we want to move the chart. So move this chart to another sheet or tab in the workbook. So I’m going to say another Sheet and I’m going to say that I want it in a new sheet, and I go OK. And basically, you’ll notice that I have this pie chart in a special type of worksheet that is only built for charts. You’ll notice that there are no grids. This makes the display of this or the sharing of this chart much more effective because you don’t have the rows and columns which are not relevant to a chart. So basically, we can create charts that are part of a worksheet. Just to show you how easy it is to move them I’m going to select this chart. All I have to do is have someplace in the chart. I’m going to move the chart. I’m © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners going to go to a new sheet called Chart 2 and I’m going to do that. Now, again, it’s up to you to decide whether you want to have it in the same worksheet as the data or whether you want to have it in a sheet, a chart sheet by itself. Excel gives you the option. If you don’t like that, you can move the chart and you can say that we want to make it as an object in Analysis 1. And we go OK and there we are back to where it was before. Okay? So basically what you can do is you can decide. You can experiment to see which you like.



Video: Modifying Chart Elements James: Second topic on Charts. We’re going to do a demonstration and explain to you how you can modify specific chart elements. This is a chart that was created by Excel 2010. What we can do in Excel 2010 is we can format the horizontal, vertical Axis, the data series. We can add, edit and format the title. We can add a table of the data values and edit its appearance. We can format the chart area. We can format the plot area. We can format the walls. This assumes that the chart type has walls. We can actually switch chart type. We can start out with one type of chart and say, ah I wonder what it’d look like with another. Let me demonstrate. To start this demonstration on other aspects of charting by insuring that you understand that you don’t always have to use array data to the extent that you have rows and columns of data. The data is numbers. You can use that data for charts. To illustrate, I have setup some targets for our managers. So far in the demonstration, we have been using the Outstanding Proposals, but this organization also has targets for the managers. And here are the targets for the four managers divided between the three categories: Mixture, Services, and Training. So basically what we do is we select the target and we go to Insert and we go to Insert a Chart. And again we should give it some thought as to whether the chart, what type of chart we want to use. But let’s see what a bar chart, looks like and let’s specifically see what a bar pyramid chart looks like. And the first thing before we make any decisions about whether that’s a good answer or a bad answer in terms of Chart, we’re going to move the Chart and we’re going to move it to a special worksheet, a sheet that is specifically for charts. And here we have it. Now, one of the things is, is that the first thing is, is that we can look at Chart Styles. And we can decide whether a different Chart Style in terms of a bar chart is the answer. It is possible to do all kinds of formatting, and then change your mind as to the format or the style of the chart. Sometimes you will find that the results may not be totally acceptable. So my recommendation to you is, is before you go and spend all kinds of time in formatting the Title and the Legend, and the X and the Y Axis, you decide whether the basic display of the charted data is what you want. Let’s assume that it isn’t, so we go to change Chart Style. And maybe what would be better is a cones going up in columns. And so we select that and we say OK. And that looks better. I mean that, that’s closer to something that is going to be acceptable to the people who asked us to do it. We can select this style where we have this background. And now what we can do is we can go and look at the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Chart Layout. And you’ll notice that as you hover over the charts, you have some idea of what it is. This one is going to give us a title and is going to give us data at the bottom, and so what we do is we do that. And here we have the data, the actual Outstanding Targets for the various managers. This helps some people who want to be able to specifically know the value. And we get a chart title. And let me show you that the chart title can actually be a formula. So what I’m going to do is go up to the formula bar for the chart title. I’m going to type in an equal sign and I’m going to go to the Target and I’m going to select the Target. And you’ll notice that this Target is targets type by manager as of and it’s got a date. And we will go and say OK. And there we have, so our Target is, our title is now Targets by Type by Manager as of June 1st 2010. We can go down to the Axis Title and we can select. When you select an object in a chart, you will notice that you get handles around it. So when we select the chart title, we get handles around it. It has become an object. If we right mouse click, we will see what we can do. So the first thing is, is that we can edit the text, and this becomes Number of Proposals. And we can get rid of the extra one. And we can do that. And we can go, how about we change the font? And so let’s have the font be 12. And we can do that. So we can change the actual font that is associated with the axis. We can go down to the bottom and we can select the values at the bottom. And again, since we have selected the values, you’ll notice that what we can do is we can change the font. And so what we can do is we can again make it larger. And we can make it bold and we can actually change the font color. I will change it to something that will stand out. I’m not suggesting that this is a good answer in the real world. I just want you to understand that you can do it. And basically we now have the manager’s name with their targets by category at the bottom of the chart. We can go to the actual chart area itself and you’ll notice that when I select that what this says is Change the Chart Type, select the Data, 3-D Rotation. What I can do is I can actually change the 3-D Rotation so that I have a different X Axis Rotation. And you’ll notice, I’m going to move this dialog to the side and as I am changing this you can actually see what’s happening. And we can go down here and we can change the Y Axis Rotation at the same time. We can go to 3-D formatting and we can change the way in which the 3-D format will appear. Sometimes the 3-D formats don’t make a lot of change. You have to do a significant change. But basically you can actually go through and decide how you want when you select anything that’s 3-D; you can go through and change the 3-D aspects of that particular object. We’ll go back here again and we will select it and you’ll notice that, in this case, we © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners have walls. So what we can do is format the walls. Now, in terms of the walls we can have a Solid Fill. And you’ll notice again as I make choices in the dialog before I close the dialog. I can actually see what’s happening. So basically I’m going to again move this to the side so you can appreciate what’s happening in the background. And I can have Gradient Fill and I can change that to a rectangle. I can change the color to something, a red accented color. And I can then go to here and change that. And so you can, you can spend a lot of time on this. I will just do a couple more in terms of the border. I can have a Solid Line that is a border. In terms of Border Style, I can make the border stand out. And you notice as I’m doing this, the border is standing out. I can change the Shadow. I can put in a shadow and black is not going to work because the background is black. So I’ll put in a red shadow, and that’s not going to help because I have a lot of red. Some of these you have to do a fair amount of experimentation to see the actual affects. So what I’m going to do is close that, and therefore I now have formatted my chart and basically this is the result. Now, you’ll notice that I have three Charting tools. I simply want to introduce you to the Charting tools. I have the Design Charting tool. This is where I can change the Style. If this is the type of chart that I want to use all the time, I can save it as a template. I can switch row and column data. We can see what will happen. I’m not sure with this type of data, but basically we can switch row and chart data. And you’ll notice that when we do that we get a different. Down here we have David Blair with Mixtures, and here we have the Number of Proposals down the side. You can decide which is going to be the best answer. In terms of Layout, this is where you can go to the very specific Chart Title. And you can bring up a dialog that says centered over the title above the chart. So we will change it so that it is centered over the chart. Now what we need to do is we need to change the font so that the font is going to stand out, and what we’ll do is we’ll make it black so it will stand out. We can go to the Axis Titles and we can change the Primary Axis Titles so it’s below or we can have None. We can have the Vertical Axis Title. We can have None. And therefore if everybody understands that these numbers are Proposals, we can take it off. We can have, we can format the Legend. We can show the Legend in various places. We can have Data Labels. We can turn on data labels, and basically what this does is this puts the data labels right in the chart. If I select the data labels, then basically I can format the data labels. And in terms of the table data, I can add a data table to the chart, which we already have. I can also deal with the axis and the grid lines. We will go to the major grid lines and you’ll notice that we turned on major grid lines. In this case, © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners that doesn’t make sense. So we will have None. And basically we can go to the various grid lines and we can turn on the grid lines that we want. We can actually select the grid lines, and when we select and format the grid lines, what we can do is we can make them a Solid Line and I will just make them stand out a little more. Again I’m not suggesting that this is what you actually want to do. I’m just showing you that this is possible. So therefore now we have more pronounced grid lines. So basically, we can also since this is 3-D, we can change the chart wall and the chart floor. We can spend a lot of time on charts. Now, what I also want to do is to show you how simple it is to add data to a chart. And basically what we have over here is the Targets by Manager by Quarter. What I have done is I have actually added to save us some time, I have actually added an additional quarter. So instead of having four quarters worth of data, what we have is we have five quarters worth of data. What I have here is the Targets by Manager by Quarter, and so what I want to do is simply go here and go to Design and I want to select the data because I want to add additional data. So I go here and you’ll notice that I can collapse the dialog again. I go here and I extend it, excuse me, I extend it so that it now it covers the same four managers but now I have five quarters shown. I come back here and I go and I now have five quarters worth of data. Again, I could go through and do the same thing as I did before in terms of changing the Chart Style, changing the Layout, and all of that. So a very, very powerful capability to create charts exactly the way you want.



Video: Working with Tables James: With Tables. Excel Tables consist of columns of similar data. Excel has special actions or commands that only operate on table data. A range of data, which is what we have been working on in the previous topics in this training, can be converted to a table and then the table commands can be applied. For example, we can add a Total Row, we can sum the last column, and we can have functions on other columns. We can validate the data. We can remove duplicate data. We can format it to make it easier to read. Now some actions will not work on a table. So basically what you do is, is that you simply switch back to a range. So therefore you can have data that’s a range, make it a table, make it back to a range. You can start with a blank table. When you’re finished with the table capabilities, you simply convert it to a range. Very, very simple to switch back and forth, as I will show you. Let me demonstrate. Start by importing data created by another application into Excel, and then turning it into a table to show you how powerful this table feature and capabilities are. So all I have to do is go to the Data tab and you’ll notice it says, Get External Data. Now the only thing that I have to do is I have to know what type of data I’m being given. In this case, I’ve been told it’s from text. So I go that the data is from text. And there I have it, Project Summary, Separated Values. So I Import. And it says: Are the columns delimited by some type of character? Are they Fixed Width? In my case, they’re delimited by commas. So I say Delimited. It then says: What is the delimiter? And I go: A comma is the delimiter. And you notice that as soon as I do that Excel has looked at the data and divided it into columns. So I have Project Name, Owner, Complexity, Duration. And I go Next. And now I can actually in certain very peculiar circumstances what I can do is I can apply formatting to the data that doesn’t seem to be standard. And General usually works because it converts numeric’s to numbers, dates to dates, and remaining values to text. And I go: That’s good. And so I go Finish. And it says: Where would you like to go? So I minimize the dialog. I want a couple of rows at the top for title of the data. And so I go and expand and I go OK. But before that you’ll notice I could put it in a new worksheet. If I was working in a workbook that already had data I could put this in a brand new worksheet in a workbook. In this case, I’m already in a blank worksheet so I will simply go OK. And I go


Learn Excel 2010 – Beginners down there. I go Insert. I go Table. And it has figured out my table range and I go OK. And it says: Some of the data has overlaps from External Data Ranges. Do you want to convert the selection to a table and remove all external connections? And I go: Yes, I don’t want any external connections to this data. And so I go Yes. And there, I have a table of project related data that I can now start to use the power of Excel with. I’m just going to quickly go to our other example that we have been using, and here is the other example that we have been using. The first thing I’m going to do is I’m going to turn it into a data table. And to do that I simply go to the Insert Command and I, first of all, need to make sure that I’m in one cell, only one cell of the table. And I go Insert a Table. And it says: I understand the Table Ranges from Row 5 to Row 52. And I go: Yes, it is. And it says OK. And now I have a data table. I’m going to get rid of the sequence number because it’s just confusing. And the first thing I can do is I can look at it. I can go: Well, I maybe don’t like that Style. So what I could do is I can select another Style. And I can go to this Style and this Style is a little closer to what I want. Maybe I wanted that. If I actually wanted I could actually make it very heavy. In this case, that doesn’t help me very much at all. And so basically what I could do is let’s go and have this particular Style. Now I can obviously change the Style at any point and time. So, I’ve now got a data table and I’ve imposed a Style on it. So what I do is I now want to remove duplicates. So I go Remove Duplicates. Now, it’s possible to use the Remove Duplicate feature to determine that there are no duplicates or to actually remove duplicates. I’m not sure whether I have duplicates or not, so I want it to check and see if there are duplicates. So I say Remove Duplicates. Now, you notice that it’s going to by default select all of the columns. It’s going to say it has to be absolutely the same. I say No. In my case, if the opportunity name is the same, the manager is the same, the category is the same, and the lead source are the same, then I want it to be considered to be a duplicate. So I go OK. And it says there are five duplicates found and removed and there are 42 unique values remaining. So I go OK. And I have now removed those duplicate entries from the data. Now what I want to do is I want to show you another feature of the table. And for this I’m going to scroll down to the bottom and you notice it says, Place a Total Row. So I’m going to place a total row at the bottom of the data. And I have this row. And if I go over here to, for example, Forecast Sales, you’ll notice that I can say, I want this to be the Average. And I can go over here and say, The Weighted Forecast. I want that also to be the Average and I don’t care about that, but what I want to do here as terms of Probability, I want the Standard Deviation. So © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners what I can do is I can put values into this total row at the bottom. Now, the other thing is, is that I could have a last column and basically what would happen in that case, it would give me this. But in my case, it doesn’t make any sense to do that type of thing. You’ll notice that it has already calculated the sum and I’ll go the Average. So therefore it’s, since the last row of data was numbers, it automatically gave me a sum of that data. So now what I want to do is to show you how you can use the table to make entry of new data much better. So I’m going to go down to this table row, and what I’m going to do is I’m going to insert a row. Now you’ll notice that as soon as I have done that what it did, Excel did, is it copied the data from the rows above. And as soon as I go down here and I go: This is for the North East. You’ll notice as soon as I do that it has figured out that David Blair is the manager for the North East so it filled it in. I won’t worry about this. You’ll notice that it gives me my drop down list for Mixture. I don’t have a drop down list for Lead Source. I select Partner. And I go: This is Text, and it’s 2-3-4-5. And I go over here and the Forecasted Sale. Now what I’m going to do is make a big Forecasted Sale so that you can clearly observe that the value in the total row is going to change, and I’m going to say its $275,980. And I’m going to press tab to move to the next and you’ll notice that this has changed. In terms of the Weighted Forecast, basically what I need to do is I need to enter in here a Probability of Sale. And as soon as I do that, then I get a Weighted Forecast, I get a Cost of Sales. I go across here and I have the Profit, and down here, I Expected Close. I go this is going to be Q1. It says Q1 means 2011. So I go tab and I go Date Added. And the Date Added is 7, 1/2010. And I go, whoops, I forgot my slash. And I go over here and I go into Expected Start. And the Expected Start Date of this particular Project is 8/15/2010. And I have the answer. So therefore I have now completed the information that I need and you’ll notice that in this case it says the days outstanding is zero and the days to the start is 32. So basically what I’ve done is I have entered a data at the end because it is a table. To take off the data, all I have to do is go to the Table tab and you’ll notice it says, Convert to Range. And what I do is I Convert to a Range. And it says: Do you want to Convert to a Range? And I go Yes. Now one of the things I want to show you is, is that when I go Insert at the bottom I do not get the same capabilities as I got when it was a data table. To get the data table capability to copy the data down, I need to make it into a data table. So to do that what I do is I’m going to very quickly show you how to do that. You just go to the bottom and what you do is you delete the two entries. Normally, it would simply be the total row. You go and select any cell, and you go © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Table and you go Yes. And you go: I want a Total Row. And basically in the Total Row, you then select the Total Row and you do not need to have values in the Total Row. You simply select the Total Row, say Insert, and you’ll notice that it now has done the same thing as before. And I will simply say: This is the South East and it starts to fill it in. So I simply take my data range, convert it to a table range, and then make sure that I’m inserting my data above the actual Total Row, whether the Total Row contains anything or not. I mean I could go down here and I could say that this is a Total Row. I could do whatever I want or I can just leave it. And basically then when I’m done I convert it to a range. And what I personally do is, is as soon as I convert it to a range, then what I do is I delete that row so that when I come back it will be easy to add a Total Row.



Video: Pivot Tables James: Pivot Tables. A Pivot Table is designed for querying large amounts of data. We can subtotal and aggregate numeric data. We can summarize data by categories and subcategories, and we can also create custom calculations and formulas. We can expand and collapse the level of data to focus on results. We can move rows to columns or columns to rows or we can pivot the data to see different summarizations of the source data. Now Excel 2010 provides Sample Templates that you can use to practice, become more comfortable with pivot tables. Simply select the File Command, go to the Backstage, select New, Templates, and type in Pivot Table Sample. And there are Sample Pivot Tables that you can load and practice on to become more comfortable. So basically the starting of a pivot table is a table of data. For example, we have, continuing with the example we’ve been using, we have data on 800 Training Sales by Region, by Manager, by Sales Person, by Type of Course, and Order Amount. We also have a field called Project ID which is the equivalent of an invoice number or a designation for the particular sale. We’ll show you that we can actually use this type of information for purposes for which it was not originally intended in the demonstration. We use that data to create a pivot table by Manager by Sales Person, the Sum of their Sales, the Total Commission which is calculated. Now in our case our sata is different than a lot of pivot table data. And the reason is, is that there’s a one to one match between the manager and the region. The region has a manager, and therefore we can either do Sales by Course by Region or Sales by Course by Manager. And you’ll notice here that I have said Sales by Course by Region, but I’ve actually included the manager because everybody knows in the organization which region David Blair is the manager of. The other thing we have in Excel 2010 is called the Slicer. This is a filter and when we add the slicer to the pivot table then we can simply pick out, in our case which course we’re interested in. So in this case, we’re looking at only the Sharepoint Courses; in terms of the Commissions Paid, the Sales, and the number of Sharepoint Courses. In terms of the components of a pivot table, a pivot table consists of a Report, Filters, Columns, Rows, and Field Values. Now in 2010, there is a Field List which allows you to select either a field from the table or to create Calculated Fields. In our case, the Field Commission is calculated because it was not in a table. And then what it does is it allows you to place the field in either the title for the columns, for the rows, for values, or report © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners filter. One of the things you’re going to find out is when you choose a field, Excel 2010 looks at the data and decides where it thinks it should go. If you don’t like where it puts it, then basically what you can do is you can simply drag it from where Excel put it to where you want it to go. For example, Course, if you select Course Excel is going to by default say that’s a row. It’s going to put it in the rows area. You can drag it to Filter and it will become the filter. The other thing is, is that when you have a pivot table, you can simply select the pivot table and you can create a pivot chart. Now we’re going to show you the process of going from pivot table to chart and it’s important to remember that there were two topics in this chapter that dealt with charts. One talked about how to change, edit, and look at all of the components of a chart. All of that information applies to pivot charts. Let me demonstrate. I have added a blank worksheet in which I’m going to put the pivot table and so that we can all focus on what we’re doing. I’ve also put in a title which says we’re going to look at Sales by Course by Region. To insert a pivot table, I go to the Insert tab and I go to pivot table. And you notice the first thing it says is where is the data? So I’m going to collapse the dialog. Going over to the source data, this is the data on our sales, and you’ll notice that we have Region and we have Manager, Sales Person, Course. This is whether it’s Office Project, Windows, SQL. I just made up some names. And we have Project ID which is simply a number that we have assigned to each one of these sales and I’ll show you that we’re going to use this number for an interesting possibility to expand the capabilities of our pivot table. And lastly, we have the value of the sale. So I select the table and it says it’s Table 1. And I say Yes. Now you’ll notice that if I had data in an external source, I could connect it to the external source to get the data. I could also have said that I wanted this to go into a new worksheet and it would place it in a new worksheet. In our case, we’re in a new blank worksheet that already exists. So we’re just going to go Existing Worksheet, and you’ll notice that we have the pivot table and we have the pivot table field list. Now I want to show you that it is possible to change the way in which the data for the pivot table is displayed. And so we’re going to go to Options; this is under the Pivot Table Tools Options. And we’re going to go to Display and we’re going to display the Classic Pivot Table Layout, and the Classic Pivot Table Layout actually has an area which says, “These are the Rows.” These are the field values. These are the columns and these are the filters. So in our case, we’re going to use the Manager Field for a row. So when we select the row, sorry, when we select Manager, it will become a row. When we select salesperson, it will become a © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners row. And you’ll notice that as we select the Fields in the pivot table field list, they’re placed below, but they also appear in the actual pivot table itself. Now, we want now to add the value. So we go to value and because it’s a number Excel said they want to total this. And you’ll notice that we get the sum of the value and we’re going to open up that list and we’re going to go Value Field. And we’re going to say that the custom name of this field is Sales. And we’re going to change the Number Format. Incidentally, when you insert a numeric field into the columns, by default it is always summarized. We will show you how to use these other possibilities in a moment. But for now what I’m going to do is I’m going to go to Number Format and I’m going to go to Currency and I’m going to go OK. And I’m going to go OK. And you’ll notice that we have the total sales formatted as numeric values. Now, we’re going to add a calculation to this. We’re going to add the calculation for Commissions. So I go again in the Pivot Table Tools Options, Calculations, and I go Fields, Items, and Sets, and I want a Calculated Field. And in this case, I call it Commission. And basically it’s a formula, and therefore the default formula equals zero, which means it’s simply going to show the value zero. In our case what we’re going to do is we’re going to say that we want to insert the value and then we’re going to multiply that value by 20%, which is the amount of the Commission. And we’re going to say OK. And again you’ll notice it says Sum of the Commission. And I can go over here and I can go to this and if I don’t like the word Sum of the Commission, I can say Commissions. But I can’t call the custom name the same as the source name. So since the source name was called Commission, I can simply call this The Sum of the Commissions. And I go OK. And I now have the Sales and Commissions. Now the other thing I want to show is that we can use data for ways in which it was not intended. And what I’m going to do is I’m going to add the Project ID and you’ll notice it says, Sum of the Project ID. Well this simply adds up the Project IDs, but that data doesn’t make any sense. But I’m going to go and select the Options and go Value, Field Settings, and you’ll notice that we can do other things with this particular value. We can Count it, we can Average it, Max, Min. We can take the product. So we can do all kinds of interesting things like the variants and the standard deviation. And in our case, we’re simply going to Count. But we don’t want to call this the Count of the Project ID. We’re going to say that this is the Number of Courses. And we’re going to say OK. And therefore we now have the Number of Courses by Sales Person and the Total for David Blair and the Grand Total. Now, the other thing I want to show you is, is that we have this field called Course. When we select Course, what Excel thinks © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners is, is that we want to use it as a column. We, on the other hand, don’t want it to be a row for all of the columns of data. What we want to do is we want to move it to filter. So now we have a filter, and I will show you how the filter works in a moment. So basically we have this information, and now what we can do is we can look at the design of our pivot table. So we have Pivot Table Styles. So we can go and we can say, oh I don’t know. Let’s go to that particular design. And we can have Subtotals. We can say: Do not show Subtotals, Show all Subtotals at the bottom of the group, Show all Subtotals at the top of the Group. And we go like that or we can go to Subtotals at the bottom of the group. And we have that. We have Grand Totals. We can say: Of rows and columns, Of rows only, Of Columns. So we can decide exactly where we want the grand totals to be. We also have blank rows. We can insert a blank row after each item. And you’ll notice that we now have a blank that separates David from James from Nancy from Pat. So you can go through and change the design of this table. Once you have the basic pivot table what you can do is you can close the Pivot Table Field List and you can do that by selecting and closing it. If you ever have to bring it back you simply go to the Pivot Table Options and it says, Field List and the Field List comes back. And basically what we can do is we can turn off and turn on. Now, we’ve got our basic pivot table. Let’s start to work with it. Right now we’re showing the number of courses. But let me show you that if we go to the Number of Courses and we go Show Values As, we can instead of showing simply the No Calculation, which in our case happens to be a Count. We can say a Percentage of the Grand Total. So therefore this is the courses organized by percent. So we know how, what percentage of the total courses Bobbie Jones sold, which is 5.01%. I will go again and show you that we have of the column total, of the row total, of the parent row, of the parent column. You can have all kinds of ways of displaying the number. So the number is calculated and then you can decide how you want to show the values as. And so basically we now have the pivot table. And what I want to do is to show you how the filter works. So basically we go and open up the filter. And if we want to see this information for only Sharepoint, we simply select Sharepoint and say OK. And therefore you’ll notice it says Course is Sharepoint. This is the Sales, Commission, and the Percent Number of Courses for Sharepoint. The other thing, I’m going to leave that there and I want to now insert the slicer. The slicer I must tell you is new in Excel 2010 and it is really good. We’re going to go to Course and we’re going to have a slicer on Course. And basically you’ll notice that we get the same answer. So the question is why would I have a ilter as © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners opposed to the Slicer? Well, first of all, you’ll notice that one of the things that I can do is I can take off the filter and I can very quickly apply the slicer. Okay? So the slicer is a way of very quickly looking at the data; in our case, the Number of Courses, the Commission, the Sales, the Sales Person, and the Manager. The other this is, is if you want to take the slicer off, you simply close it. And if you want to remove it, you simply select it and delete it or you can turn it off. Now, the thing that the filter does is that what it does is allows us to do multiple selections. So what happens if I wanted to find out both Office 2007 and Office 2010, I can go and you’ll notice it says Multiple Items. Now I would have to someplace explain what I was actually filtering on because when you filter on multiple items, you don’t see it in the title. But you can use the filter for multiple items and you can use the slicer for very quickly to simply get at values. The choice is yours, the choice is yours. If you want to remove the filter, you simply select the Design and you go to the Field List. You go down to the filter and you remove the filter by doing that. You’ll notice that there is No Filter. I can close the Field List. I can go to the Insert Slicer. I can go to Course and I can go OK. And I got the Filter. And you’ll notice if I want Multiple Courses, I simply go here and select one and then I select the other and I got Multiple Courses. So I can do the same thing and I can either use the slicer or I can use the filter. The choice is yours. Having gotten my information what I’m going to do is I’m going to go and go to the Design and remove the slicer. And now what I’m going to do is I’m going to go to the Options and you’ll notice that I can turn this into a pivot chart. So basically what I can do is turn it into a pivot chart and we will use Stacked Cylinders and say OK. And there is our chart for our pivot table. Now, the other thing that this is possibly, in my opinion at least, confusing, it would be much better if what I had is I had a table and I only showed one thing. Like Number of Courses, Commission, or Sales. And to do that, I can very quickly make the changes. What I can do is my personal way of doing it is, is simply to delete the chart, and then what I do is I go and I bring up the Field List, and what I do is I remove the values being displayed from the list. So what I will do is I will take off the value which takes off sales. And I will take off Commission which shows the Commission Amount. And I will simply have the Total Number of Courses. And I will go here and I will change the value to show Number of Calculations. I close this. So I get my pivot table setup the way I want to be displayed as a chart. I close the list. I go to the Options if I’m not there. If I’m there I simply select Pivot Table and I select and


Learn Excel 2010 – Beginners basically I now have the Number of Courses by Manager by Sales Person. And basically I can start to modify this chart just the way I described in a previous topic.



Video: Adding Shapes & Pictures James: Add Shapes and Pictures to your Worksheets Workbook. Shapes. Excel comes with a library of canned shapes and you can type text into most of these shapes and format them and change the color. Excel also comes with an extensive set of ClipArt that you can add to your worksheets. And lastly you can add any pictures that you have available to you to your worksheets. Each of these shapes, ClipArt, and pictures are graphic objects. They’re not data. They do not occupy a cell or cells. They will always be on top of any data in any cells. Let me demonstrate. To make it easier to appreciate how to work with shapes and pictures what I’m going to do is switch to an empty, blank worksheet, create the shapes and pictures, and then I will actually copy them to existing worksheets. So I’m going to go over to this blank worksheet that I inserted, and the first thing I’m going to do is to insert a shape and basically you can pick off any type of shape you want. So you could have a horizontal scroll and basically here is a horizontal scroll. And what you could do is to say, Good, sorry, Good work. And you can then select the text that you have entered. You can go to the Home tab and you can change the color. You can make the size larger. You can change the alignment within the object, the shape. And basically you can deal with the text just like any other text. The other thing you will notice is, is that when you have the shape selected, you get this special Context tab called Drawing Tool Format. And what that allows you to do is to actually manipulate the shape itself. So basically what you can do is you can select from one of the predefined shapes and when you get the shape that you are close to liking you can do that. The other thing you can do with the shape is, is that you can actually manipulate the Shape Fill. So you can change the Shape Fill. You can change the Shape Outline. So what we can do is we can have a different outline. And you can have Shape Effect. For example, what you can do is you can have a shape that glows. So you can create, take basic shapes, and then create a shape that meets exactly your requirements. Now let’s go to what are called ClipArt. ClipArt are actually a form of picture that comes with Excel 2010. So we go insert ClipArt. Now, normally when you insert ClipArt, you will not have a Search For, but what you do is, is that you can type in any term you want. And since we’re © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners talking about dollars and Projected Sales, I thought we would look at some ClipArt for money. And so here’s a ClipArt for money. And basically when you click it what you do is it’s now inserted in the worksheet. I’m going to close the ClipArt dialod and then I’m going to show you how you can work with the ClipArt. Now the first thing is, is that you notice that when the ClipArt is selected what you have is you have the Context Menu, Pictures Tool Format. And the first thing you can do is you can go to the Picture Style and you can decide the style of the pcture that you want. And you can choose exactly what Picture Style you want. When you get a Picture Style that you like, what you do is you can choose that. Now the other thing that you can do with a picture is you can actually manipulate the border. So what we can do is we can change the border, and we can have a reflection. And there is a Reflection. So basically in terms of pictures in Excel 2010, you can choose the Style, choose the Border, choose the Picture Effects. The Picture Layout is actually relevant to the next topic, which is SmartArt. So in terms of simply manipulating pictures, what you do is you simply choose to manipulate the basic Style in terms of border or picture effects. I’m just going to move this a little off to the side and now I’m going to go to the third one and I’m actually going to insert a picture. Now I have another picture here of money and so I’m going to insert my picture and there’s a picture of money. And basically I have the same capabilities for pictures that I provide as I have for the Excel provided ClipArt. So basically what I can do here is I can go again and I can choose to have the Beveled Perspective. I can choose to have a Soft Edge. I can choose whichever one I want and I can then go to the Border and I can put a border around it, and I can have a reflection. I can do exactly what I want with this picture, the same as I could this picture. The difference is, is this is a picture that I had and I decided to use this picture as opposed to ClipArt. Now that we have our shapes and two forms of pictures what I’m going to do is to show you what happens when you actually insert those shapes and pictures into your data. So the first one I’m going to do is to take Good Work, and I’m going to select it and I’m going to copy it, and I’m going to go into the Sales Pipeline. I’m going to go up to the top and I’m going to go and I’m going to copy it. And you’ll notice that the first thing is, is that it overlays any text that is there. So if I wanted to use this, what I would have to do is to go here and then I would have to go Insert and I would have to keep inserting until I decided that I got it to the point where I didn’t care that it overlapped or what I did is I could make it smaller. So I could actually make this and make this shape smaller. Now you’ll notice that as I make the shape smaller, it is possible that the text will disappear. So © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners what I would have to do in this case is I would have to reduce the size of the text to have it all appear or give more space, more rows for the actual shape. I’m going to go back to my sheet and I’m going to select my ClipArt. And again what I’m going to do is I’m going to copy it and I’m going to go over to the first of the charts that we created where we actually put the chart and the table on or in the same worksheet. And again I’m going to go and I’m going to paste. And here I have an icon, ClipArt that is part of my worksheet. In effect it becomes an icon to represent the fact that we have a Sales Forecast by Region. The last is the picture that I added. Again, I’m going to select the picture to copy and I’m going to go over to my chart. This is a pie chart that was created in a previous lesson and in a previous topic. And what I’m going to do is I’m going to actually go back here and I have lost the object. So I have to go back and I have to copy it. So I go to the chart, and I go and I paste. And you’ll notice that I have the picture. Now you’ll notice that the picture of the money actually is on top of the segments of the pie chart. And there is no way that I can get it to go behind. So the only thing that I can do is I can first of all make this a smaller picture. And basically with pictures you want to find out where they’re to go and then bring them there. Now the other thing that I didn’t mention when I was talking about charts is, is that when you select the chart, you can actually resize the chart. So I could actually make this chart slightly smaller and you’ll notice that as I make the chart smaller, I actually am allowing more room for my picture of money. So you have to decide how much of the overall area do you want to give to the, in this case, the picture of the pie chart versus the picture of the money.



Video: Using SmartArt & WordArt James: Using WordArt and SmartArt in Excel 2010. WordArt is text that has predefined enhancements to make it stand out. For example, this is our Projected Sales title for our data in WordArt. The term “The Projected Sales” is not data, it is a graphic object. It does not occupy a cell or cells. It will always be on top of any data in any cells that are covered by the WordArt. We can even display it vertically if we want. We use it to add visual effects to our worksheets. SmartArt. SmartArt is predefined graphical lists, processes, cycles, etc. Again, SmartArt is not data. Each SmartArt is a graphic object. You must select the proper category, which means you must be very clear on what you are trying to communicate, what structure can best display your data, and how much data there is to display. Some of the graphic shapes do not hold a lot of text. Let me demonstrate. What I would like to do is to give you two samples or examples of how you could use WordArt in this particular workbook. You can decide for yourself in your workbooks how to use it. But the first one I’m going to show you is, is that we’re going to replace the term Projected Sales as text in, centered over a number of columns with WordArt. So I’m going to get rid of what is there and to do that I simply select the row and delete it. And then what I do is I will expand the row slightly so that my shape text shows. And I will go to WordArt and I will select WordArt. And basically what I do is I select the basic format of my WordArt. Now we can change the WordArt format after we have created it, but you know we can get something that we think is going to be close. So what we’ll do is we’ll get this particular one here and you’ll notice that the WordArt object always appears in the middle of the screen, and basically what I do is I type Projected Sales. And then I select the object and I move it up to the top. I can also make it smaller by choosing the bottom. I can go over to the Home and I can actually reduce the size of the text using the font capability. So I can do that and I can also position it in the middle. So I now have my basic text for Projected Sales. You’ll notice that when this object is selected I get my Drawing Tools Format capability. And you’ll notice that I have a category called WordArt Styles. I open them up and I can, if I want, change to a different one. And if I wanted this to be © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners blue or I wanted it to be open I can do that. The ultimate for WordArt is that I can choose the Fill. I can choose the Outline and I can choose the Effect. So therefore I have this and I can also go over here and I can change the Fill. So if I wanted this to be on a slightly blue background, I could change that. And I could change the Shape Outline and the Shape Effects. So I can, I can manipulate the WordArt Styles and the Shape Styles exactly the way I need to achieve the effect that I want. One of them, for example, is, is that I could have it Beveled. So basically you can create the WordArt, and remember it is an object so you simply select it as an object and you move it around. The next one that I’m going to show you is you can use WordArt on charts. Specifically how we can replace the default chart title with WordArt. So the first thing we’re going to do is to delete the By Days Outstanding and now we’re going to go to the Insert tab and we’re going to insert WordArt. Again, what we need to do is basically decide what format of WordArt we want. Again, we can change it after we have selected it. But we will start with that one and we will show you that in this case we will move it to where we want the text to be, and we type By Days Outstanding. And if we decide that that is too large, we can then select the text, go to Home, and we can make it smaller. And we can then go back to the, as long as the WordArt is selected, we will have the Drawing Tools Format Context Menu and what we can do is we can go to the “Choose a different Style” and we can choose a different text. And so what we can do is have Days Outstanding. And the other thing I want to show you, if we select the chart area handle at the top, what we can do is we can rotate it and we can select it and we can move it to the right hand side. And in this case, we have a Picture of our system, which is to earn money, and we have By Days Outstanding. Now what I would like to do is turn our attention to the use of SmartArt. And to do that I have inserted a blank worksheet into the workbook and what this worksheet is going to be is it is going to be a title of the Sales Pipeline. And it is going to include a synopsis of the actual data that currently is in the Pipeline. And we’re going to include as part of our title SmartArt. So we’re going to go to Insert. We’re going to go to Smart Art. There is a large number of choices for Smart. The thing is, is that when you select a Category, for example, you select Cycle, and you say Multidirectional Cycle.

You’ll notice that you get a picture on the right and an

explanation. This has not inserted anything into your chart. This is built in to Excel 2010 to allow you to decide which is the most appropriate SmartArt. In our case, what we’re going to do is we’re going to create a list which reflects the synopsis by Region. And so what we’re going to © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners do is select Vertical Curved List., and we’re going to go OK. And you’ll notice that we get a Task Pane. Now, the reason for the Task Pane is, is that in certain SmartArt actual typing of text is not that simple. So therefore you get a Text Pane. Now if the Text Pane does not appear or you want to invoke the Text Pane; so you can change the text, you simply go to SmartArt, Design tab, Text Pane, and if it’s not displayed it will turn it on. So in our case what we’re going to do is we’re going to type in North East. I’m sorry. We’re going to type in North East and then we’re going to type in South East and then we’re going to type in North West. And we need to add one. So what we’re going to do is press Enter and we will go South West. And now we have our four regions for our Sales Pipeline. And what we can do is we can close the Text Pane. We can move the SmartArt. It’s an object so we can move it around. We can make it larger. You’ll notice that we also have various Styles that we can impose on our SmartArt. And so we can go there. We can also change the color. If we like this as a better color or we like whichever color we want. So what we can do is we can decide the color of our SmartArt by simply selecting the SmartArt Styles and the SmartArt Colors. And now the other thing I should mention is, is that we can actually change the size of the SmartArt. In our case, we don’t need great big long bars because we don’t have a lot of text. So what we’re going to do is we’re going to go over here and we’re going to create a formula which will appear to be related to the North East, but will be actually separate. The reason is, is that you cannot put formulas in SmartArt because the SmartArt is an object. So what we’re going to do is we’re going to say equal and we’re going to go over to the Analysis 3 worksheet and we have the North East Total Current Outstanding Proposals. And so we select that and then what we’re going to do is we have explained previously what we’re going to do is concatenate or add to that the term Proposals for a Total Value, Value of Space. And now what we’re going to do is we’re going to insert the actual value of the Proposals, but, again, we can’t simply put the number in. What we have to do is this is a text formula so we have to convert the actual Outstanding Proposals to text. And so we go ampersand and we have a formula that we have shown before in terms of converting dates. And we go to the text and we go to the Analysis 1. And here is the North East Total Sales and we have to tell it how we want it displayed. And so what we do is we enter dollar sign. Now, we have to tell it that we want commas and we’re not sure of the size. So we go number, excuse me, we go number sign, comma, number sign, number sign, zero, point, and meaning we don’t want any cents. We want it to whole dollars. And we have to complete that and we go close © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners bracket and we check it. And it says it contains an Error. And we have to go up here and you’ll notice that what I forgot to do was to insert a quote before the formatting capability. So I simply put in a quote and there I have, it says, North East 8 Proposals for a total value of $1,024,461. And now I could format that. But to save time what I will do is I have already created one and what I’m going to do is unhide my intro. I’m going to show you the intro and here is an intro for this Organization Summary of Proposals. The first thing I did was I moved the Current Date As Of to the Intro. I have my North East, South East, North West, South West and here is the values. Just to show you that if we don’t like the way in which it was formatted there, what we can do is we can go over here and we could actually change the color. And we could then go over here and change the Style. So basically what you can do is you can use the WordArt and the SmartArt and formulas that combine text to create introductions to your workbooks.



Chapter 5 – Sharing the Workbook Video: Introduction to Chapter 5 James: Sharing the Workbook. The topics in this chapter are, first of all, Commenting; how you can add comments to worksheets, workbooks, or cells. We’re then going to talk about the Page Layout. First of all, we’re going to talk about Margins and Orientation. There’s then a second topic on Headers and Footer, Printing, Protecting Workbooks, and last topic in this chapter is the Merging of Workbooks.



Video: Adding Comments James: Commenting. You can add a comment to any cell in any worksheet. The primary use is to document, add explanatory information about the worksheet or about a specific cell. You can hide or display the comments and they’re indicators. The indicators are the small red arrows in the upper right hand corner of the cell. You can alter the name that appears in the comment. You can also format the text, borders, and color of the comment. You can edit and delete comments. This is especially helpful if you get a workbook created by somebody else. You can go through the comments and either edit them or delete them. Let me demonstrate. One of the major uses of comments is to document your workbook/worksheets so that if you send it or share it with other people they will understand how you arrived at the various formulas and rules. The other thing is, is if you are developing a workbook/worksheet for other people to complete, this is how you can explain to them what is expected. To enter a comment we simply select the cell. So let’s start by defining a comment for the region. And basically we can go and say insert a comment. And we can say, “This is the region that started the proposal.” And basically when we’re done if we go to another cell the comment disappears. If we go to the Manager, you’ll notice that if we go to the Review tab, we have in the Comments we have New Comment, which is the same thing. So we can select New Comment, and in this case what we can do is we can say, “This is the manager of the proposal based on the region.” Now, the other thing I want to show you is, is that we can actually format our comment. So with this comment open what I’m going to do is right mouse click and you’ll notice it goes to format the comment. And the first thing I can do is I can change the size and the intensity of the text. I can also add color to the text. I can change the Fill Color so that in this case I have a more intense fill. In terms of the line that connects the comment to the cell, again I can change the color. I can select any one I want. If I don’t like a Solid Line, I can change one of the others. I can also make the line heavier, and so basically I can do that. I can also change the default size of the comment to make it bigger or larger. I have other ones. I can change the margins. I can change any of these. But these changes that I’m making here will only affect, alter this comment. There is a built in default style for comments that you cannot alter on a global basis. You can do it on a comment


Learn Excel 2010 – Beginners by comment basis, but not globally. So I will go OK. And here I have a much more intense standout comment. Now the other thing that we can do is you’ll notice that we have now entered comments and we can actually see that we have entered comments. We can turn the display of comments on and off. To do that we simply go to the Backstage, File Command, Backstage Options, we go to the Advanced, and we go down to the Display and part of the Display is how you want Excel to handle comments.

So what I have done is selected No Comments or

Indicators. The default, when you install Excel the default is indicators only and comments on hover. So I’m going to select the default and when I do that and go back to the worksheet you’ll notice that there are other cells that have comments on them. And basically what I want to do is I want to go over here and show you another use. And that is if I select the comment and I go down here I can go edit the comment, and basically once I’m in the Edit the Comment, I can then Format the Comment. So again, I can go and Edit a Comment or I can Format the Comment, and basically in this case I’m simply going to make the text bold and I’m going to make the size slightly larger. And the reason for that is, is that this is a fairly long comment and so therefore I’m going to go like that. If that isn’t enough, then what I can do is make it bigger. So basically you can actually change comments or format comments after the fact or you can format them as you create them. Now the other thing I would like to do is to walk you through the way in which you, especially if you receive a workbook from somebody else, can actually go through and review the comments that they have added. What I’m going to do, first of all, is I’m going to go and, I’m sorry. I’m going to go and I’m going to close that comment. And I’m going to simply pick any cell and you’ll notice I can go to the Comments portion of the Review tab and I can go Next. And basically what it does is it shows me the comment. I can go Next and I can go Next and I can actually walk through the comments that have been added to the Worksheet. And basically I go there and I go there and I keep going. And when I get to the end it says, “Do you want to continue from the beginning of the workbook?” If I did, I could say OK. In this case, there are no more so I simply say Cancel. So basically what we can do is we can go through and we can go back and forth incidentally. We can go forward. We can go back. I should mention this option called Show Ink. The Show Ink option of the comments is only available if you are running Excel 2010 on a tablet PC. And basically what that does is gives you the ability to use the tablet PCs ink capability to use ink on the comments. © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners Now what I would like to do is to go to a worksheet that is a chart and you will notice that we cannot enter comments on charts. The reason is, is that a, when we insert a new worksheet specifically for a chart, there are no cells and therefore we have nothing to attach this comment or our comments to. So you need to keep this in mind. Now if we go over to Analysis 1 where we have a table and a chart, you’ll notice that we can insert a comment here because we have a grid and the chart is simply on top of the grid. I’m not going to bother with it, but you could actually do it. Now the other thing I want to show you is, is that we’re going to Show or Hide. And so we’ll go here and we will Hide all Comments. And now we’re going to go and we’re going to briefly look at the second use of comments. And that is you have been asked to look not at the way in which the worksheet is organized, but you have been asked to review the data in the worksheet. You could possibly have been asked to look at the way of the formulas, but somebody else created a worksheet, they sent it to you, and they said, “Please can you give us your comments.” Well one of the things that I want to show you is, is that you can actually change the way in which the comments are identified. So again I have gone to the Backstage Options and you’ll notice that it says Personalize your Copy. And so I’m going to say here that I’m going to become reviewer James. And I’m going to go OK. And then I’m going to go back over here and I’m going to go to this particular entry and I’m going to say New Comment. And you’ll notice that it now says Reviewer James. And I’m going to go, “This should be Deleted not going forward.” So basically what we can do is we can use comments to actually comment on the data. And again, you’ll notice that when we hover over this it now says reviewer James: This should be deleted and so on. So you can actually change the name that is assigned to comments, and you can use comments to comment on the data that is in the worksheet.



Video: Page Layout: Margins & Orientation James: Page Layout: Margins and Orientation. For each worksheet in a workbook, you can define the orientation, whether it’s Portrait or Landscape. You can set or define the overall Page Size. You can set the top and bottom margins and how much will be reserved for the header and footer. You can set the left and right margins. And for multiple page printouts, you can define the rows to repeat at the top of each page and also the columns to repeat on the left of each page. You can print other items. For example, you can print the grid lines. You can print the row and column IDs, and you can also print the columns which were discussed in a previous topic in this chapter. You can also define the page order; when there are multiple pages the order in which they will actually produce. Now, you can use the Normal View to set your margins and orientation, but there is a Page Layout View. The easiest way to switch to the Page Layout View is it is the middle icon of the three in the lower right hand corner of the screen. And you will actually be able to see which data is going to go on which page as you make the adjustments. You don’t have to do this, the option is yours. The other thing that you can do, which I have also shown here, is you can turn off the display of the Ribbon. You simply have the tabs, and when you go to the tab, you get the actual groups that are part of it. So you are maximizing the amount of the screen so that you can see what’s happening when you set the margins and orientation. Let me demonstrate. To change the Page Layout, I go to the Page Layout tab to the setup, Page Setup group. The other thing that I can do is I can actually see the changes occurring in the data in this worksheet by switching from the Normal Excel View to the Page Layout View. That is the middle of the three options down at the bottom right hand corner. So I’m going to switch to Page Layout. I’m going to go to Orientation and I’m going to switch to Landscape Orientation and this is what it will look like in Landscape Orientation. In terms of size, this is the Page Size. If I print to hard copy, this is assumed to be the size of the page on which I’m printing. I can also adjust the margins. I can select the margins from this or what I can do is I can create Custom Margins. And in terms of Custom Margins, what I can do is I can change the left margin. You’ll notice that as I change the margin, Excel is actually showing me which margin I’m working on. And so therefore I can go to a left margin of two. I can go to a right margin of two. I can change the top


Learn Excel 2010 – Beginners margin to one and I can decide if I want to give more or less space to the header or footer within the margins. The next topic we’ll talk about headers and footers and we may have to come back and adjust the margins after we add the header and footer. The other thing that we can do is we can determine whereabouts the data is going to appear on the page. This is especially helpful if you have less than a full page or you just want to print a portion of the worksheet. You can say that you want to print it centered vertically and horizontally, you get to choose. As you work through these you can actually go and see what the actual printed results are going to be, and you go to Print Preview. And here is the Print Preview. And you notice that in this particular case we’re going to have four pages. And so we can see what the next page looks like and then we can see what the next page and so on and so forth. We can return, because we’re in the Backstage. Printing is part of the Backstage. We can actually go back to the Home to Page Layout and now what we can do is we can actually go and look at the titles. And basically what we can do in the titles, we can determine the rows that we want to repeat at the top. So we can collapse the dialog and what we can do is we can go and we can select the rows. And you’ll notice that as we select the rows they are highlighted in the View. When we have the right row selected we can expand the dialog. We can also define the columns that are going to go at the left. And to do that we simply collapse the dialog and here we go and we select columns B and C and we expand. You’ll notice that we can also choose to have the grid lines printed. We can choose to have the row and column IDs printed. And if we have comments we can print the Columns at the end of the Sheet or as displayed on the Sheet. And so you can make the choice you want. And you can go to Print Preview at any point and time and you can see what this looks like. And you’ll notice that we have the row IDs, the column IDs, and if I very quickly go through this you will notice that at the end we have the comments printed. Now, again, we can go back to the commands. Now the other thing that I want to show you is that you can also force Page Breaks. Now some people can do the Page Break, forcing the Page Break in this view. I personally like to do it in the Normal View. So I’m going to switch back to the Normal View. And you’ll notice that the data is organized by region. So we have our North East, North West, and South East. Now if we want to force a Page Break, what we can do is we can force a Page Break by simply selecting the first row that is to go on to the next or a New Page and we can go to Page Breaks. And we can say insert a Page Break. And if we now go to the Print Preview, what we will do is we will see that we have more pages, but the important point is, is that we © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners actually have a Page Break at the end of North West. So we can put in Page Breaks so that we control where the data breaks on a page as opposed to having Excel fill up the page. The only other function that is left and I just want to show it to you so that you can appreciate it. And that is we can impose a background on our sheet. And to do that this little organization, this mythical organization with, we’ve been working with, they’re into Global Logistics. So what we’ll do is we will give them a picture of the world. You’ll notice that the screen becomes quite busy when you have a background. If you don’t like that background, what you can do is you can delete it. Now the other thing that I want to show you is, is that having done all of that work what I’m going to do is I’m going to go and I’m going to say copy or move. And I’m going to create Sales Pipeline and I’m going to create a copy of the Sales Pipeline Worksheet. And here is the Sales Pipeline 2, which is a copy. And I’m going to switch to Page Layout. And you will notice that when I copy and paste what I do is I get the same results as before. So therefore here are my margins. Here is the orientation. You’ll notice it’s going to print. If I go down to the bottom and I say that I want to insert a worksheet and I go to Page Layout, you’ll notice that I get Portrait. I get the normal Margins. You must format each worksheet in your workbook. To show you quickly what happens to charts what I’m going to do is I’m going to go over to the chart called Product by Category. And you will notice that this is the default. I can go to Orientation. I can change that to orientation of Landscape. I can verify the size. It is Letter Size. I can go to Margins and you’ll notice that I have the default margins. I can go and create Custom Margins. The one thing I want you to notice about a chart is, is that you cannot force small charts to appear in the middle of the page. The only way that you can do that is to manipulate the left and right margin. Since I am on a chart page, you’ll notice it does not allow me to center it on a page. And, again, if I want to see what that looks like when I print it I can go Print Preview and this is how my chart is going to print on a page. And again I can go back to Page Layout. So basically we’ve now got the basic page setup and we’re ready in the next topic to talk about headers and footers.



Video: Page Layout: Headers & Footers James: In this second topic on Page Layouts, we’re going to focus on Headers and Footers. For each worksheet in the workbook, you can have Header Information and/or Footer Information. For each header and footer there are three zones: a left, center, and right zone. You can add logos, pictures, page numbers, time in any zone. There are predefined values and formats that you can use. You can enter text and format the text. Now, when you have done all of that, here is an example of what is possible on a data pages. Basically what you have is you have a logo at the top. You have Page 1 of 2. You have a center footer and a right footer. In terms of a chart and table page, again, you have a header. You will notice in this case that the header is overlapping very slightly with the title. And what you would really, in the real world need to do is go back and adjust the size of the header to move those or move the table data down. And lastly you have the results on a chart page. Again, you have the header, the company logo, the information, and you have the same footer, the page information in the middle, and the date printed. Let me demonstrate. To insert and work with headers and footers, I go to the Insert tab. I go to the Text group and I select Header and Footer, and you’ll notice that Excel 2010 switches to Page Layout View. And I can actually see the three segments or components of the header: left, center, right. The first thing that you have to do is you have to decide what you want to go into the header and into the footer. You can change your mind, but you can experiment. But basically you’ve got to make up your mind what you want. In my case, I know that what I want is the company logo in the header. In addition to that I know that I want it to the left of the page. So I select the left portion of the header and I go to Picture, and I find the company logo and I insert the company logo, and I then simply click any other place and Excel displays the company logo. Now you’ll notice that in my case the logo actually comes over into the center. But that’s okay because the only thing I’m going to put in the header is the logo. However, you’ll notice also that it is too big for the area that we have allowed. We could make the header area bigger and we could make the logo smaller. I’m going to do the latter. I’m going to make it smaller. So I simply select the logo. You’ll notice it says ampersand Picture. I go to format the picture and with a little bit of experimentation, you will know the exact size that you want for your logo. In this case, I know that it happens to be 0.76 inches. So I set it to 0.76 and I go there, and this looks better. But if I © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners really want to verify what this looks like, what I do is I go to File. I go to Print and I can see where my logo is going to fit relative to my printout. And so I’m happy with that. So I go back to Insert. I go back to Header and Footer, and I can now deal with the footers. So I’m going to slide down here until I see where the footers are. And you’ll notice again I have left, center, and right. Now, what I want to show you is, is that there are a predefined set of headers and footers that you can simply insert into your header and footer area by picking them from the list. What I’m going to do is I’m going to show you how you can actually build these up and then you can use the prebuilt ones so that you will understand what’s going where. For example, Sales Pipeline happens to be the worksheet name. And page obviously of page. So what we’re going to do is we’re going to select the area we want. And in our case what we want to do is to show the page number of number of pages. So it’s going to say Page 1 of 3, Page 2 of 3, Page 3 of 3. We are then going to go over here and what we want to do is we want to have the current date. But simply putting in a date isn’t going to help people to understand what the date is. So what I’m going to do is I’m going to put in printed, space, and now I have Page 1 of 8 and printed. And if you go here you’ll notice that as soon as you click in another area, Excel completes it. Now, the other thing that I want to show you is, is that you can actually type text. I could actually start to type text. This is a Footer. But the other thing I want to do is I want to show you that you can actually copy and paste headers or footers from other worksheets to save time; because remember you’ve got to do this for every worksheet. So what I’m going to do is I’m going to go over Analysis 1 and I’m going to go to Page Layout and I’m going to go and bring up the Page Setup dialog, which is the alternative way to get access to the header and footer. So what I do is you’ll notice it says Custom Header, Custom Footer, and in this case I have this little two lines of text which is Confidential and Proprietary. Use pursuant to company instructions. I will explain to you in a moment why I need two ampersands. So what I’m going to do is I’m going to copy it. I’m just going to close this and close this. And I’m going to go back to the Sales Pipeline. I’m also going to show you that you can actually switch out of the Page Layout if you want to work with headers and footers. And to do that all you have to do is go to Normal. And we go to Page Layout and we bring up the Page Layout. We go Header and Footer and basically it says Custom Footer. Here is my Custom Footer which I typed before. There is an advantage of putting text in through this dialog and I will show you what that is in a moment. First thing is I’m going to copy. One of the things that we can do in this dialog with text is we © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners can actually format it. So therefore what we can do is we can select the Confidential and Proprietary and what we can do is we can increase the size and we can make it bold. Now, I mentioned before, why do I need two ampersands? Well, you’ll notice that all of the inserted information is preceded by an ampersand. So therefore if I don’t have two ampersands then Excel doesn’t understand to insert an ampersand. So the first ampersand says I want you to insert an ampersand. This is the only character that you have to worry about in an Excel Header and Footer. And basically I can say OK. And I can go from this dialog to my Print Preview dialog and basically what I have now is I have the information of the company logo at the top. In the middle at the bottom it says Confidential and Proprietary. Use pursuant to company instructions, Page 1 of 8, and the date on which it was printed. Now, again, just let me show you that if I go to a chart, I can do the same thing with a chart as I did with a data worksheet. And that is I can go to Page Layout. I will simply bring up the dialog and I will go to Header and Footer and I have the same information. You’ll notice that we have the information in the footer. Now for this particular chart, I want to show you something else. And that is you have to decide with a worksheet that is a chart what you want to do with the logos. So I’m going to go to Custom Header and I’m going to go to the Insert Picture. Here’s my company logo. I’m going to select it and I’m going to, as we know, we need it to be 0.76. And so I’m going to go there. I’m going to go there. And I’m going to go Print Preview. Now, you have to decide whether you like the way in which this particular logo displays on a graphic. One of the things that we could do, for example, is we could go to the Page Layout and we could go to the Margins and what we could do is we could create Custom Margins. And we could make the top much larger. And we could go and when we did that you’ll notice that we now have left space for the logo. So what you have to do is you have to decide when you have graphics or worksheets that are totally graphics, whether you want to have the logo at the top. This is going to be a decision that you will have to make or that you will talk to other people and they will tell you how to proceed. Again, if we go back to the Home, let’s go one more, which happens to be the worksheet that has the table. It has a ClipArt and it has the graph. And so what we can do is we can see what that looks like by simply going File, Print. And again you have to decide whether you want to have the logo that close to the top. Again, you could change the Page Setup, but the other thing I will show you is, is that you could go here and you could insert a row and you could now go back to File, Printout and you’ll notice that it has moved. You have the ability on a worksheet by © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners worksheet basis to lay it out so that it has exactly what you want in terms of headers, footers, and so on.



Video: Printing James: Printing. In the previous two topics in this chapter we covered Page Layout. In this one we’re going to cover the actual printing of the data. We can print the entire workbook, all worksheets that are not hidden. So if we don’t want a worksheet to be included in the workbook printout, we simply hide it. The currently selected portion of the currently active worksheet or all currently active selected worksheets. An alternative to hiding worksheets is to simply select the worksheet that we want to print; when we do that Excel 2010 forms a group. We can tell that there’s a group in place because just to the right of the workbook file name, we will see the word Group in square brackets. And if we Print, the Group will print. Now let me review very quickly before I demonstrate printing. We can print or not print comments and they can follow the data. We can print or not print row and column IDs. We can print or not print the grid lines. We can impose our own Page Breaks and for multi-page printouts we can define the order of pages. There is a special View in Excel 2010 that helps us understand what is going to be on what page and we can with certain restrictions, we can actually this view to alter what goes on which page. The Page Break Preview is the third option down at the bottom right hand corner of the Excel 2010 window. Let me demonstrate. Let me first show you the printing of a single worksheet. In this case, it happens to be the Sales Pipeline Worksheet. The first thing that I do and that I recommend that you do is when you are going to work with getting everything ready for printing is you, first of all, minimize the Ribbon bar. Second, I recommend that you go to the Page Break Preview so that you can actually see what’s happening. You get this nice little message that says, you know, you can adjust the Page Breaks by clicking and dragging them with your mouse. And we say OK. We can turn it off so that never bothers it again. So the first thing you’ll notice that in this particular setup, we actually forced a Page Break. Now, if you still want to force a Page Break that’s fine. But let me show you that having thought about it you can actually remove the Page Break. To do that what you can do is you can go to Page Layout, go Page Break, and you can say Remove the Page Break. And you’ll notice that we now have all of this is going to go on Page 1 and all of this is going to go on Page 2. The other thing that we can do is, is that we can see what will happen if


Learn Excel 2010 – Beginners we actually go and scale down the amount of data on a page. So we can go to Page Layout and we can go to the Page Setup. And we can adjust it so that it is let us say 80% of normal. And basically when we do that, you’ll notice that we’re getting very close. We only have this one column to the right. So what we can do is we can say, “How much more do we have to scale down to get all of that Data?” And so what we can do is we can go down by another 5% and what happens is it is now going to fit. So we can actually go through now if we want to actually Split this someplace else we can actually move it up to there. And you’ll notice that we can actually physically change so that instead of breaking based on anything other than an arbitrary we can actually do that. We could say, well we want this to have sort of even pages. So basically we can make changes. Now, the other thing that we can do is, is that when we really want to see what this looks like we can go to the Backstage where the File, select the File Command. We can go to Print and basically what we can do is this is going to be a four Page Printout and basically we can see exactly what it’s going to be and how it’s going to look. And the reason it is four pages is because we have elected to print the comments. If we don’t like that we could go back to the Page Layout. We could go to the Page Setup. We could go to the sheet and we could say we don’t want to see the comments and we go OK. Now you’ll notice that in the Page Break we don’t see any difference, but if we go to the Backstage to the Print, we can actually see that we now have only two pages. The other thing that I want to point out to you is, is that when you’re looking at the Print Preview, you have a couple of options. One of which is you can actually show the margins on the page. So therefore I have actually turned on the margins on this page. I can turn them off. These Print Preview options are found in the lower right hand corner of the Print Preview. The other thing is I’m going to turn on the margins and I’m going to show you that the other one is to zoom the page, and therefore we can actually really precisely see where everything is going to fit on this particular page. And we can go and look at the page, and we can zoom so that it is back to normal. So we can actually fine tune the way in which the data is going to print by going to the Print Option of the Backstage and again using the Print Preview Options, which are found in the lower right hand corner. And, again, if you don’t want to see the margins, you can just simply turn them off. And basically then you will go and you will have your printout. Now let me show you one other thing. And that is, is that if you select a printer, depending on the printer you select, you may get a different result because each printer has its own minimum margin size. In this case, both of my printers work © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners with this margin size. But one of the things that you have to do is you have to be careful because if you have multiple printers they may have different minimum margin sizes, and Excel will tell you that it is not going to print. So what we could do is we could go and print that. Now, the next thing I want to do is I’m going to switch back to Normal View and what I’m going to do is to show you how to print a group. We’re going to want to print the Introduction. So I print the Introduction. I’m going to hold down the Control key and I’m going to select the Sales Pipeline. And you’ll notice that up here it says a group is being formed. And then I’m going to go to Chart 1, and then I’m going to go to Region by Quarter. And now I’m going to go to File and I’m going to go to Print and basically it’s now giving me a view of my printout, which is six pages. The first thing is when I go here you will notice that I have not fine tuned the first chart, so therefore it actually is taking up two pages. So I go to Home. Now the one thing that you must be very careful about is when you select a group, you mustn’t make any changes with the group selected because if you do you are changing all of the data in all of the worksheets in the group. So what I’m going to do is I’m simply going to click on a worksheet that is not part of the group. You’ll notice the group is disappeared. I go to Intro and I can make this fit by simply moving it so that it is there. If I want to very quickly verify that that has worked I can go File, Print, and the Intro is now still on two pages. So what I have to do is I have to go and make another change and to do that I can simply move the whole thing. There is the Printout, Print Page Outline. If I want to see it I can see it in the Print Page. And I say OK. And you’ll notice that it says it’s now going to print on one page. So I’m now go and I go back to normal. And again I form my Group. So I select Intro, Sales Pipeline, Chart 1, and Region and I go File and I go Print. And I now have five. The first one is fine. I now have Page 2 of 5. I have Page 3 of 5. I have the first chart. You’ll notice this is a chart that does not have the logo at the top. This is the chart that does have the logo at the top and therefore I am happy and I could actually physically print it or I could save it and send it off using an e-mail. I could save it to the web. I could save it to SharePoint. Basically what happens is, is whatever is in the group is going to be dealt with as a single entity. So if I wanted to I could save this up to SharePoint.



Video: Protecting Workbooks James: Protecting Workbooks. We can lock the structure of a workbook. When we lock a structure of a workbook and we share the workbook with other people, they cannot add or delete worksheets nor can they display hidden worksheets. We can protect a worksheet and allow users to only view it. Or we can protect a worksheet specifying which elements users will be able to select and possibly change. Optionally, we can add a password that allows the editing of the locked elements. This means that we can share a workbook with a group of people and only those that we give the password to will be able to make changes. We can also protect existing data in a worksheet but allow somebody else to enter new data. Basically what we do is we define a range that can be edited and then we protect the worksheet. The problem with this is formulas. If you do not copy the formulas, then the other person may do anything they want. They can ignore your formula and do whatever they want. If you copy, then the other person has to understand not to put data in these cells because the formula is going to generate the data. Or you define a very precise series of ranges that protect formulas and the other data and only allow data in the other ranges. This is a lot of work, but it is possible. Let me demonstrate. Let me start by protecting the structure of this workbook. I want to share it with people but I don’t want to share all of the information. Let’s assume, for example, that we don’t want to share the sales targets for the managers. So what I do is I simply select the Worksheet tab and I hide it. This is a chart of the same information so I will hide it as well. Now just so that you’re aware, I have previously hidden some other charts and worksheets that I don’t want to share. So now what I do is I go to the Review tab and I go to protect the workbook. And I say protect the workbook structure and it says, OK. What’s the Password? I enter the password and you’ll notice it requires me to reconfirm the password. So I reconfirm the password. And I now go down and I bring up my Worksheet Options tab and you will notice that I can no longer hide or unhide. I cannot move, copy, rename, delete, or insert worksheets. So I now have protected the structure of my workbook. Now let’s go over here to this Analysis 1 and Analysis 2 worksheets. In these cases, I want to make the data available invisible to people, but I want to show you that you have some options when you are going to allow people to see the data, to work with the data


Learn Excel 2010 – Beginners in a worksheet. So what I’m going to do is I’m going to protect this worksheet and I’m going to give it a password. And again it’s going to ask me to confirm the password. And I do that. Now, we’re going to come back and look at this in a minute. I’m now going to go to Analysis 2 and I’m going to do the same thing. But this time you’ll notice that what I can do is I can protect the worksheet and the contents of the locked cells, but I can allow users of the worksheet to, for example, select Locked and Unlocked Cells, to Format Cells, Format, Insert, Insert Hyperlinks, Delete Row, Columns, Sort, use Auto-Filter, use Pivot Tables. Basically I can allow certain actions to occur. I’m going to simply show you what happens when you allow the selection of locked and unlocked cells. And so again what I’m going to do is enter a password and again it will want me to confirm the password. So I enter the password as confirmation. Now, let me show you the difference. I go to Analysis 1 and people who get the workbook come to this worksheet and they want to know how I computed the Sales Forecast by Region by Quarter. They have no idea. They cannot select any cell in this worksheet. So therefore all they can do is look at the data, look at the graph, but they have no idea what the underlying formulas were. If I go to Analysis 2, you’ll notice that people can actually select it and somebody goes, Ah, but I want to make that eight. They can’t do it. They can only select them. So basically what I’ve done is the difference is, is that you can not only protect the data but you can protect the underlying formulas so people can’t see the underlying formulas. Now let me show you what you can do with charts. Here is a chart. We’re going to protect the sheet. In this case, you’ll notice it says we’re going to protect the content and the objects and therefore people will be able to actually see the chart but they won’t be able to do anything about looking at the underlying data or anything like that. You’ll notice that they basically can do that but they can’t make changes. So, we now have protected our charts and our worksheets. And the last thing I want to do is to talk to you about the actual ability for you to share a workbook where people can enter data in a worksheet. Now, what I have done is I have, first of all, indicated where the data must be entered above. And the reason for that is, is that when I insert a row what I do is all the cells that are conditionally formatted and we talked about conditional formatting in a previous topic in an earlier chapter. When I insert a row, the conditional formatting is brought into the row. If I go down to this row, you will notice that I cannot choose between the various options that I have for the Category of the Service. Now the other thing that I have to do is I have to decide what I’m going to do about the formulas. For example, the © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners manager in this data is actually computed by a formula. People don’t pick it from the list, they don’t type it. What they do is when we have a region, we use the region to assign the manager. So what I can do is I can, I’m just going to copy this. I could Fill Down, but I can also Copy. I’m just going to copy that formula. Now, now what happens is, is that when people get this workbook, this worksheet to enter data, when they enter something in the region, this formula will look up the name of the manager. But people have to understand that the formula is currently displaying not available because the data in the region has not been entered. So what you have to do is you have to decide how sophisticated your data entry is. One thing that you could do, for example, was is that you could change the managers so that you tested and if the region was blank, then what you would do is to say, “Unknown, yet to be determined.” So you can write much more complex formulas so that people entering data will not be confused by what you show them. So you need to do that for all of the formulas. Then what you do is, is that you then go and you select the area where you want people to be able to enter data and you’ll notice it says, “Allow users to edit ranges.” So we go OK. And basically we want this new range and we can give this range a name. We can just call it Range 1 and basically we’ll go and we’ll say OK. And then what we’ll do is we will protect the worksheet and basically what we’ll do is we will give it a password. And it’s going to want us to confirm the password. And we go OK. And now what we can do is we can go and we can say South East. And when it does that you’ll notice that it picks off the name. We can enter the Opportunity. We can go down here and we can say this is Services. There’s no, nothing for here so we could go and we could put in Unknown because there was no conditional validation on that particular data. And we can go here and we can put in 145-6-7-8. And you’ll notice that the weighted forecast what we can do is we can actually copy the formula down and we get the value of zero until we actually go over here and we put in the data. And what we do is we now have the Weighted Forecast. So if you’re going to have a worksheet where people are going to enter data it requires a lot of planning and organization, and then what you can do is protect the areas you don’t want people to work on. For example, they cannot up here and go, you’ll notice that. They cannot change the existing data. They can only add data to this worksheet.



Video: Merging Workbooks James: Merging Workbooks. As the owner/creator of a workbook, you can share it with other people. This allows multiple simultaneous editing by those you are sharing the workbook with. Optionally, you can track changes in a shared workbook. In fact, turning on Track Changes saves the workbook as shared. As the owner of a shared workbook, you can compare other people’s changes before you merge them, update the workbook, your copy of the workbook. Caution, you can only compare and merge a shared workbook with copies of the workbook that were made from the same shared workbook, just to be clear. You cannot use the compare and merge workbooks command to merge workbooks that did not start out as being shared.

To use the compare and merge

workbook command all users of the shared workbook must save a copy of the shared workbook that contains their changes using a unique file name. All copies of a shared workbook should be located in the same folder location as the shared workbook. The Process. When other users update a shared workbook and you want to compare their changes before you update the workbook, you use the Compare and Merge Workbooks command. This command is only available after you add it to the Quick Access Toolbar. It’s the only place that you can get access to this command. This command opens the other shared versions of the workbook. You then use the Review tab, Changes group, Track Changes, Accept or Reject to walk through the changes proposed by the people you shared the workbook with. You can stop sharing the workbook at any time on a user by user basis. However, you should insure that all of their changes/edits have been made are merged or they will be lost. There is a built in method to resolve changes in a shared workbook. When there are conflicting changes the choices are: Accept Mine, Accept Others. You can keep a copy of the changes in a worksheet or you can take that worksheet and copy it to a separate workbook. Let me demonstrate. It is recommended that before you start the process of sharing that you prepare the workbook for sharing. To do that you go to the Backstage, select the File Command. In the Info Actions, you’ll notice it says, “Prepare for sharing, check issues”. And basically what this does is this inspects the document for hidden properties or personal information. © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

It also checks for

Learn Excel 2010 – Beginners accessibility. This is going to check the workbook for content that people with disabilities might find difficult to read. And it’s also going to check for compatibility, for features not supported by earlier versions of Excel. This is important if you’re not sure that everybody that’s going to be working with this shared workbook has Excel 2010. This, however, is optional. It’s up to you to decide whether to do it or not. To start the actual process of sharing, we go to the Review tab. We go to Share the Workbook. And you’ll notice it says this workbook is currently under the exclusive control of myself. And if I want to share it, I simply check “Allow changes by more than one user.” There is an Advance tab which is Options that apply to the way in which Excel is going to handle the sharing. For example, how long do you want to keep History? You don’t have to keep History. When do you want to actually update the changes when the file is saved or automatically every whatever you want? What happens when there are conflicts between the users? Ask which changes win or the change being saved wins. You can also include the current Print Setting and Filter Settings in Personal Views. I’m just going to leave the default and say OK. And basically it says you will now Save the Workbook. Do you want to continue? I’m going to go OK. And basically the workbook has now been setup for sharing. And you can see that because in the title it’s got the words, the word Shared in square brackets. Now what I’m going to do is I’m going to just be cautious. I’m going to save it. And then I’m going to close the Final Example, Shared. Now what I’m going to do is I’m going to setup because I’m going to play the role of a person who is going to actually share this workbook with James Bulmer. So to do that what I’m going to do is I’m going to go to Options and I’m going to change the User Name so that you will be able to see the changes that I make. And I’m going to call myself James Reviewer. And I will spell it properly. And I will say OK. Now what I’m going to do is I’m now James the Reviewer. I’m going to go File and I’m going to go Open. And I’m going to go Final Example. And I’m going to go Open. Now the first thing I’m going to do is I’m going to save the file but give it a different name and I’m going to save it in the same location, and I’m simply going to say James. So this is the Final Example by James. And I’m going to save it. Now I’m going to make some changes. The first thing I want to show you is, is that there’s certain things that in a shared workbook you can’t do. For example, I can’t go and change the SmartArt. I can go over here, however, and I can change this so that it says, “For a Grand Total Value of.” And you’ll notice that it says that. I can actually put in additional text. I’m not going to take a lot. I’m just going to say, “Here I am.” And I can go over here and I can © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners go Home. I can make it red, and I can make it Bold. So I can put in text into cells. The majority of the work occurs when we get into the actual data. I’ll just make one change then I’m going to pause, make some more changes, and then I’ll show you the results. You’ll remember that in this workbook when I change the region, it changed the manager. So I’m going to change this so that it is North West. And you’ll notice that as soon as I do that, the manager has now become James Bulmer. So what I’m going to do is I’m going to pause, make some more changes, come back, save this version, open up the original versions, and compare the two. Alright. I have made some other changes, which I will show you in a moment. Now I’m going to show you what happens when I end the role of the Updater. What I do is I simply go File, Save, and basically then I go File, Close. And I’m now going to change back so that the user is James Bulmer, just so that you will be able to compare the changes I made as James the Reviewer with James Bulmer. And what I’m going to do is I’m going to start by opening the original Final Example. And now what I want to do is commence the process of Compare and Merge. To do that what I have to do is add the command to the Quick Access. So I go to File, Backstage. I go to Options and I go to Quick Access Toolbar and I filter so that I get commands not in the Ribbon.

And basically these are organized so that the, they are organized

alphabetically. And here I have “Compare and merge the workbooks.” So I add that and I say OK. And now what I do is I go and select the command and it says, “This action will now save the workbook.” And I go OK. And then it says, okay, “Select files to merge into the current workbook.” My case I only have one. If there were multiple ones I would select multiple ones and I’m going to go OK. And now I have the information that I can Compare and Merge. Now the first thing is, is that you’ll notice is that here is the text I added, Here I am. And here is the Grand Total. Before we actually go and look at the individual actions, I want to show you how you can save all of the changes. So what I’m going to do is I’m going to go to the Review tab. I’m going to go to Track Changes and it says, “Highlight the changes.” I select that. Now, in this case, I’m going to uncheck that and what I’m going to do is I’m going to check list the changes on a new sheet, and I’m going to say OK. And basically here are all of the changes that were made by James the Reviewer. Here was a cell change, a row insert, a cell change, a row insert, a name change. And basically this shows you where it occurred. Now, if I want and I recommend that you do, if you want to keep this data so that you will have it forever or until you no longer need it, what you can do is you can go and you can say move or copy. And basically © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners what I want to do is I want to go and find History and I want to create a copy. And I go and say where. And I say New Workbook. And I say OK. And I now have this Book 3 which contains only the History. Now I could rename it. I could say this is the history at a certain date and I could do anything I want. But now what I have is all of the changes made by James the Reviewer or anybody else’s workbook that I had opened. And what I’m simply going to do is go back to the Final Example, go to the beginning, and now what I’m going to do is go Review and I can go Accept or Reject. And it says, “Not yet reviewed." Again, if there were multiple people, I could go through each person’s changes one by one or I could say everybody at once or I could actually say I only want to do it in a certain area. And I’m going to say “not yet reviewed by everyone because there only is one person” and say OK. And it says, “The changes 1 of 27.” And basically you’ll notice it says, “The total value of to change to a grand total.” And so what I can do is I can reject the change and you’ll notice it is back. It now says the next change is Here I am. I will accept that. And basically it now moves to the next workbook and it goes through all of the changes. So it says that James the Reviewer changed cell B8 from North East to North West. Do I want to Accept or Reject? And I’ll say I can Accept. And again it goes through and I can Reject. And I can Accept. And eventually I get to the point where I go okay what I’ll do is I will accept that and I will reject that and I will reject that. And the other one that is interesting is, is that what I did is I went to a worksheet and I added a whole lot of data. So, for example, I actually calculated the average value of the Forecasted Sales and I can say that I want to accept that. And I want to Accept, Accept, Accept, Accept. Now, I then put in totals. So I can say that I want to Accept, Accept, Accept. I can keep going and I can Accept. And now it says I changed the blank cell. And I Accept. And now we get to the interesting one and what I’m going to do is pull this down so you can actually see what’s happening. What happens is, is that I actually added a row and I put in the Standard Deviation. Well, I as James don’t like this so I can say I want to reject that and therefore all of that data disappears. And I can change the last change. And now I have tracked and accepted all the changes. So now what I do is I’m going to assume that I am done sharing. And so what I’m going to do is I’m going to go to the share workbook and I’m going to go to Edit. Now, this list now becomes important because if I uncheck allow changes what I’m going to do is disconnect everybody from this shared workbook. So you want to be careful when you want to stop sharing that nobody else has the workbook open and is making changes. Let us say that Chris was shown here. Well what I © Copyright 2008-2012 Simon Sez IT, LLC. All Rights Reserved.

Learn Excel 2010 – Beginners would want to do is not stop sharing. I would cancel. I’d get a hold of Chris and I’d say Chris what you have to do is you have to finish up your editing because I’m going to stop sharing. Then when I came here and I was the only person that was here I simply go and uncheck and say OK. And it says, “Are you sure?” And I go Yes. And what I have done is I have now reverted so that this is no longer a shared workbook. But all of the changes that I accepted are part of this workbook and just quickly, I can switch windows and here is a list of all of the changes. Alright? So basically what I can do is I can actually do. Now, I can do this after I make the changes, during the change, I can do this at any point and time I want. And so what I can do is I can actually see the changes.



Video: Course Conclusion James: Let me conclude this training on Microsoft Excel 2010 by mentioning something about the size of the audience and then a couple of short points about where you can go beyond what we have covered in the training. In terms of the users of Excel, Microsoft estimates that the number of users, the number of people using Excel worldwide, at more than 400 million. Fosters Research, which is a very respected research organization estimates that between 50 to 80% of all organizations still rely on standalone spreadsheets, another word for workbooks, for critical applications like financial reporting or budget forecasting. Beyond what we have talked about, Excel supports programming through Visual Basic for Applications, VBA, which is actually a subset of the Visual Basic Programming Language. Programming with VBA allows Workbook manipulation that is impossible with standard workbook techniques. There are things that you can do with VBA that are beyond what we have shown and introduced you to in this training. The most common and easiest way to generate VBA Code is by using the built in Excel Macro Recorder. The Macro Recorder records the mouse and keyboard actions of you the user and generate VBA Code that is then contained within a macro. These actions can be repeated automatically by running the macro. The second aspect of beyond the basics is that many non-Microsoft applications can save data as either Comma Separated Values, CVS, or even as XLS Workbooks. The power of Excel can then be applied to this data. In my experience, this is especially useful when other applications data would benefit from being displayed graphically or as pivot tables. You simply save the data as a CSV or an XLS Workbook. You then have all of the power of Excel that we have talked about in this training and it can be applied to the data that you have extracted from another application. Thank you very much. Enjoy the power of Excel 2010.
