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Reproduction and Communication for educational purposes
The Australian Copyright Act 1968 (the Act) allows a maximum of one chapter or 10% of the pages of this publication, whichever is the greater, to be reproduced and/or communicated by any educational institution for its educational purposes provided that the educational institution (or the body the administers it) has given a remuneration notice to Copyright Agency Limited (CAL) under the Act. For details of the CAL licence for educational institutions contact: Copyright Agency Limited Level 15 233 Castlereagh Street Sydney NSW 2000 Telephone: (02) 9394 7600 Facsimile: (02) 9394 7601 Email: [email protected]
Written by Kerryn Maguire Microstar Publishing Pty Ltd PO Box 490 Geelong Victoria Ph 03 5223 3813
ISBN 978-1-925527-21-6
www.microstarpublishing.com.au
Copyright © 2016
Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks are acknowledged. Microstar cannot vouch to the accuracy of this information. Use of a term in this manual should not be regarded as effecting the validity of any trademark or service mark.
Screen shots reprinted by permission from Microsoft Corporation
Disclaimer Every effort has been made to provide accurate and complete information. However, Microstar Publishing assumes no responsibility for any direct, accidental, or consequential damages arising from the use of information in this document. Data and case studies are fictional. Any resemblance to persons, organisation or companies is coincidental.
Copyright Notice No part of this publication may be reproduced in any form, or stored in a database or retrieval system, transmitted or distributed in any form, by any means or otherwise without written permission from Microstar Publishing Pty Ltd. Graphics used in this publication are from Microsoft® Office ClipArt collection, all rights reserved.
Excel 2016
BSBITU402 Develop and Use Complex
Spreadsheets with Microsoft
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Contents
Introduction ........................................................................................................ i
About this manual ............................................................................ i
Student data files ............................................................................ ii
Mapping ......................................................................................... v
Chapter 1 Managing Lists of Data .......................................................................... 1
Tips for Creating Data Lists ............................................................ 3
Sorting ............................................................................................ 4
Conditional Sorting ......................................................................... 5
Filtering .......................................................................................... 8
Set filtering Criteria ......................................................................... 9
Show all Data ................................................................................. 9
Turn Filters Off ............................................................................. 10
Set a Custom Filter ...................................................................... 11
Wildcards in Filtering .................................................................... 14
Advanced Filters .......................................................................... 16
Subtotaling ................................................................................... 23
Pivot Tables ................................................................................. 30
Chapter 2 Formulae Revision ............................................................................... 35
Reviewing Formula ...................................................................... 36
BODMAS Rules ........................................................................... 37
Using Absolute Cell References to Copy Formula ....................... 43
Chapter 3 Functions .............................................................................................. 53
Statistical Functions ................................................................................ 54
The AVERAGE function ............................................................... 54
The MAX function ......................................................................... 56
The MIN function .......................................................................... 56
The COUNT function .................................................................... 57
The COUNTA function ................................................................. 58
The STDEV function .................................................................... 59
Date and Time Functions ........................................................................ 61
The DATE function ....................................................................... 62
The TIME function ........................................................................ 62
The TODAY function .................................................................... 64
The TIME function ........................................................................ 65
The EDATE function .................................................................... 67
Financial Functions ................................................................................. 69
The NPER function ...................................................................... 70
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The RATE function ....................................................................... 74
The PMT function ......................................................................... 75
The IPMT function ........................................................................ 80
The PPMT function ...................................................................... 83
Logical and Lookup Functions ............................................................... 84
The IF function ............................................................................. 84
Nesting IF functions ..................................................................... 87
The AND function ......................................................................... 88
The OR function ........................................................................... 89
The NOT function ......................................................................... 90
The CHOOSE function ................................................................. 91
The LOOKUP function ................................................................. 96
The VLOOKUP function ............................................................... 98
Chapter 4 Formatting and Templates ................................................................. 101
Review Simple Formatting ......................................................... 102
The Format Painter .................................................................... 103
Create Styles .............................................................................. 105
Applying a Style ......................................................................... 108
Set Conditional Formatting ......................................................... 109
Apply Multiple Conditions to a Cell ............................................. 110
Delete Conditional Formats ........................................................ 111
Splitting the Screen and Freezing Panes ................................... 112
Repeat Headings on Multiple Pages .......................................... 115
Templates .................................................................................. 116
Creating .................................................................... 116
Saving ........................................................................ 117
Using .......................................................................... 118
Edit ............................................................................. 122
Chapter 5 Import and Export Data ...................................................................... 123
Working with multiple worksheets .............................................. 124
Consolidating multiple worksheets ............................................. 128
Linking worksheets and workbooks ........................................... 131
Importing worksheets from other workbook files ........................ 137
Copying data from Word ............................................................ 139
Copying from a Word Table ....................................................... 140
Creating a Link Between Word and Excel .................................. 141
How to Determine if Data is Linked ............................................ 142
Embedding a Word document .................................................... 143
Using a Text Box ........................................................................ 145
Importing Delimited Text ............................................................ 146
Remove Links to Text ................................................................ 149
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Check and Modify Imported Data ............................................... 149
Find and Replace ....................................................................... 150
Widen Columns to Accommodate Text ...................................... 151
Delete Excess Headings ............................................................ 152
The Format Painter .................................................................... 152
Import an Access table to Excel ................................................. 153
Check Connections and Refresh Data ....................................... 155
Unlink Imported Access Data ..................................................... 157
Copy Access Data to Excel ........................................................ 160
Chapter 6 Printing ................................................................................................ 161
Previewing the Worksheet ......................................................... 162
Page Break Preview ................................................................... 162
Print Preview .............................................................................. 163
Page Setup ................................................................................ 165
Orientation .................................................................................. 165
Paper Size .................................................................................. 166
Scaling to Fit .............................................................................. 166
Margins ...................................................................................... 167
Print Options in Page Setup ....................................................... 168
Printing Gridlines ........................................................................ 168
Row and Column Headings ....................................................... 168
Headers and Footers ................................................................. 170
Printing ....................................................................................... 173
Print Selection ............................................................................ 174
Print Formula in Cells ................................................................. 179
Display Formula Results ............................................................ 180
Chapter 7 Creating Charts ................................................................................... 181
How Charts are Created ............................................................ 182
Chart Types ................................................................................ 183
Insert a Chart ............................................................................. 184
Column Chart ............................................................................. 185
Switch Row and Column Data ................................................... 186
Chart Titles ................................................................................. 187
Chart Axis Titles ......................................................................... 188
Chart Legend and Data Labels .................................................. 189
Chart Data Tables and Gridlines ................................................ 190
Moving, Resizing and Deleting a Chart ...................................... 191
Printing a Chart .......................................................................... 192
Creating a Pie Chart - Non-Contiguous Data Ranges................ 193
Changing the Type of Chart ....................................................... 196
Adding Data to a Chart ............................................................... 198
Removing Data from a Chart ..................................................... 199
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Formatting Data Markers ........................................................... 200
Chart Styles ................................................................................ 202
Editing Parts of the Chart ........................................................... 203
Resizing Parts of the Chart ........................................................ 204
Using a Graphic for a Data Marker............................................. 205
Chapter 8 Validate and Protect Data .................................................................. 209
Specify Valid Data Entries ............................................................. 210
Testing the Validation Settings ...................................................... 211
Display a Message when a Cell is Selected.................................. 212
Display a Message when Invalid Data is Entered ......................... 213
Identify Invalid Values in Cells ...................................................... 216
Identify Invalid Data from Calculations .......................................... 217
Restrict Data Entry to Values on a List ......................................... 218
Restrict Data Entry Using Formula ............................................... 219
Locating Cells with Data Restrictions or Messages ...................... 220
Remove Data Restrictions and Messages .................................... 221
Copy Data Restrictions and Messages to Other Cells .................. 222
Protecting Workbooks .................................................................. 223
Make A File Read Only ................................................................. 224
Protect with a Password ................................................................ 225
Protect Worksheets ....................................................................... 227
Locking Workbook Cells ................................................................ 228
Unlocking Workbooks Cells .......................................................... 229
Protect a Sheet ............................................................................. 230
Remove Sheet Protection ............................................................. 230
Chapter 9 Automating Tasks with Macros ......................................................... 235
Record a Macro ............................................................................. 236
Run a Macro .................................................................................. 238
Assign a Macro to a Quick Access Toolbar .................................. 241
Run a Macro from the Quick Access Toolbar ............................... 243
Saving the Macro ......................................................................... 246
Unhide Personal Workbook .......................................................... 246
Open a Workbook and Enable Macros ......................................... 247
Editing a Macro ............................................................................. 248
Tips for Recording Macros ............................................................ 251
Resetting the Quick Access Toolbar ............................................. 251
Deleting a Macro ........................................................................... 252
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Mapping to Unit BSBITU402: Develop and use complex spreadsheets
This unit describes the performance outcomes, skills and knowledge to use spreadsheet software to complete business tasks and to produce complex documents. The following table maps elements to the manual from Microstar Publishing titled BSBITU402 Develop and use complex spreadsheets with Excel 2016. Some of the elements to do with safe work practices, conservation, using online help, disk and file management are similar to elements in other units and are addressed in an electronic format, the eCompanion, where indicated. Manual content is designed to satisfy each element’s performance criteria in keeping with the associated range statement.
Element Performance Criteria Reference
1. Use safe work practices
1.1 Organise personal work environment in accordance with ergonomic requirements
eCompanion
1.2 Analyse task and determine specifications for spreadsheets All chapters contribute
1.3 Identify organisational and task requirements of data entry, storage, output, reporting and presentation requirements
All chapters contribute
1.4 Apply work organisation strategies and energy and resource conservation techniques to plan work activities
eCompanion
2. Develop a linked spreadsheet solution
2.1 Utilise spreadsheet design software functions and formulae to meet identified requirements
Ch 1 Lists Ch 2 Formulae Ch 3 Functions
2.2 Link spreadsheets in accordance with software procedures Ch 5 Import and Export Data
2.3 Format cells and use data attributes assigned with relative and/or absolute cell references used in accordance with task specifications
Ch 2 Formulae Ch 4 Formatting Ch 8 Validate and Protect
2.4 Test formulae to confirm output meets task requirements Ch 2 Formula Ch 3 Functions
3. Automate and standardise spreadsheet operation
3.1 Evaluate tasks to identify those where automation would increase efficiency
Ch 3 Functions Ch 9 Macros
3.2 Create use and edit macros to fulfil requirements of task and automate spreadsheet operation
Ch 9 Macros
3.3 Develop, edit and use templates to ensure consistency of design and layout for forms and reports in accordance with organisational requirements
Ch 4 Formatting and Templates Ch 6 Printing
4. Use spreadsheets
4.1 Enter, check and amend data in accordance with organisational and task requirements
Ch 8 Validate and Protect Data
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Element Performance Criteria Reference
4.2 Import and export data between compatible spreadsheets and adjust host documents in accordance with software and system procedures
Ch 5 Import and Export Data Ch 4 Formatting
4.3 Use manuals, user documentation and on-line help to overcome problems with spreadsheet design and production
eCompanion and whole manual
4.4 Preview, adjust and print spreadsheet in accordance with organisational and task requirements
Ch 6 Printing
4.5 Name and store spreadsheet in accordance with organisational requirements and exit application without data loss or damage
eCompanion Ch 8 Protect Data
5. Represent numerical data in graphic form
5.1 Determine style of graph to meet specified requirements and manipulate spreadsheet data if necessary to suit graph requirements
Ch 7 Charts
5.2. Create graphs with labels and titles from numerical data contained in a spreadsheet file
Ch 7 Charts
5.3 Save, view and print graph within designated timelines Ch 7 Charts
Foundation Skills
This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.
Skill Performance Criteria
Description
Reading 1.2, 1.3, 2.3, 2.4, 3.1, 3.3, 4.1-4.5, 5.1, 5.2
Recognises and interprets numerical and textual information within a range of sources to determine and complete work according to requirements Reviews information to determine accuracy and consistency
Writing 2.1-2.4, 3.2, 3.3, 4.1, 4.2, 4.4, 4.5, 5.2, 5.3
Uses formal mathematical language to create formulas and enters routine data using a format appropriate to requirements Develops material using syntactic structure, required format and incorporating technical functions to meet business needs
Oral Communication
1.2 Uses listening and questioning skills to clarify requirements
Numeracy 2.1-2.4, 3.2, 4.1, 4.2, 5.2
Represents mathematical information in an alternative form and analyses information to determine required spreadsheet formulae and macros
Navigate the world of work
1.1, 1.3, 1.4, 2.1-2.4, 3.2, 3.3, 4.1, 4.2, 4.4, 4.5, 5.1, 5.3
Recognises and follows explicit and implicit protocols and meets expectations associated with own role
Get the work done
1.2, 1.4, 2.1-2.4, 3.2, 3.3, 4.1-4.5, 5.1-5.3
Applies formal processes when planning more complex/unfamiliar tasks, producing plans with logically sequenced steps Uses formal thinking techniques to generate new ideas Uses advanced features within applications to access, store, organise data and perform routine and complex work tasks
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Managing Data Lists Excel has some excellent features that make working with lists easy. Lists of records can be sorted, searched and filtered to produce useful information.
Objectives
In this module you will do the following using Microsoft Excel:
Construct a List
Sort Data
Filter Data
Use Advanced Filters
Apply Subtotals
Work with Outlines
Create a Pivot Table
1. Click on the Start button and scroll down to Excel 2016 and click to start it
2. Click on Blank Worksheet – or click on Open other Worksheets and skip to Step 4
Name Code Supplier Cost No on Hand Value Retail Price
Kettle AZ1 Moulinex 35$ 10 350$ 55.00$ Toaster 9206 Russell Hobbs 40$ 12 480$ 69.95$ Toaster TA090 Sunbeam 30$ 15 450$ 39.95$ Toaster CJ9 Moulinex 35$ 12 420$ 47.95$ Breadmaker BM200 Remington 100$ 5 500$ 169.00$ Breadmaker BM4600 Sunbeam 110$ 6 660$ 179.00$ Kettle KE217 Sunbeam 28$ 9 252$ 39.95$ Griller BT2500 Sunbeam 50$ 3 150$ 75.00$ Microwave EMX470 Sanyo 200$ 4 800$ 279.00$ Microwave 6AVM350 Whirlpool 300$ 2 600$ 479.00$ Microwave M965 Samsung 180$ 5 900$ 239.00$ Iron HI540 Philips 55$ 5 275$ 99.00$
Good Byer Stores Australia LtdInventory - Whitegoods department
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3. Click on the FILE tab and click on Open
4. Click on This PC then click on Browse
5. Locate your student drive and the folder Complex Excel
6. Open the Lists workbook from your student files
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Managing Lists of Data
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Tips for Creating Data Lists Keep the following points in mind when creating a data list, or rearranging data to create a data list. Use column labels in the first row to act as field names
Organise the data so that each column contains the same type of data
Format the column labels so they are easily identified
Use a border instead of a blank row to separate the labels from the data
Have only one list per worksheet
Leave a blank column and row around the perimeter of the list so that any other data on the worksheet is not confused with, and included in, the list
Do not have any blank rows or columns within the list so data is not left out
Do not put any data to the right or left of the list
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Sorting The ability to find and manipulate information easily and efficiently is one of the major purposes of a database. Excel provides you with a number of tools that you can use to sort lists and find data. Data can be quickly sorted into simple Ascending or Descending order using buttons on the ribbon. Each affected row is moved and sorted, retaining the whole record as a complete row. When sorting a list DO NOT select a whole column - only select one cell otherwise the data will be scrambled. 1. Check that the Lists file is open
2. Check the Sales staff worksheet is displayed
3. Click on cell A2 within the list
4. Click the tab DATA Sort A to Z, the list will be sorted in alphabetical order by first name
5. Click on cell D2
6. Click on DATA Sort Z to A button, the list will sorted in descending order by date
7. Click the tab DATA Sort A to Z, the list will be sorted in ascending order by date
Note: Some Sort & Filter buttons are also available on the Home tab. We will use the Data tab because it includes the Advanced
button, which is not on the Home tab.
Sort A to Z
Sort Z to A
Data
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1Conditional Sorting
The Conditional Sorting method enables you to arrange your data in a customised manner. For example, if you want to sort the data by Last Name and then by First Name, when more than one record has the same last name. 1. Click on the Sales staff worksheet and click on any cell within the list
2. Click on the tab DATA Sort
The Sort dialog box is displayed as shown below and the entire list has been selected. Notice that the header row in the table is not selected because Excel has assumed the first row is a heading row. 3. Click on the droplist button of the Sort by box to display the list of headings
4. Click on Last Name to choose it from the list
5. Check that A to Z appears in Order
Sort
Data
Sort by Order
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6. Click on the Add Level button
7. Click on the Then by drop list arrow
8. Click on First Name
9. Check A to Z is selected in Order
This selection will sort the records by their Last Name and then their First Name where the last name is identical.
10. Click on OK to view the sorted list
Add Level
Then by
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Practice Exercise 1.1: Sort a List In this exercise you will practice using the Sort buttons to organise the data in the Inventory list. 1. Click on the Inventory worksheet in the Lists file
2. Sort alphabetically by Supplier
3. Sort by Retail Price from lowest price to highest price
4. Sort by product Name– your inventory list should appear as shown below
Practice Exercise 1.2: Create a New Database List and Sort In this exercise you will create your own list. You can use your own items, e.g. family member details, product details, sporting club memberships, etc. 1. Click on a blank worksheet
2. Create a list of your own that contains at least five fields (columns)
3. Enter five records
4. Double click on the sheet tab and type Custom List to give the worksheet a name
5. Click back onto the worksheet
6. Save the file when finished
7. Sort the records by each of the columns
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More on Formatting When working with large spreadsheets there are tools that can help you quickly apply formats to several locations. There are also features that improve readability while working with the spreadsheet.
Objectives In this chapter you will:
Review Quick Formatting Tools
Use the Format Painter
Create Styles
Set Conditional Formatting
Set Window Panes
Repeat Headings on Multiple Page Documents
Create a Template
Save a Template
Use a Template
Edit a Template
1. Open the file Ch4 Formatting
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Date
Borders
Currency
Merge Cells from Column A to G
Font Size 16
Date
Bold
Borders Font Size 12
Wrap text
Review Simple Formatting
The Formatting options are available on the HOME tab. They can be used to quickly improve the look of the spreadsheet.
Other formatting tools can be found in the Format Cells dialog box, this can be accessed by clicking on the Font Settings, Alignment Settings and Number Format buttons on the Home tab. 1. Open the Excel workbook Ch4 Formatting
2. Display the worksheet Statement
3. Use buttons from the Home ribbon and the Format dialogue box to format the worksheet to look like this – these skills were covered in the books Introduction to Excel or Create and use simple spreadsheets with Excel
4. Use the mouse to drag columns to be wider or narrower as shown above
Format Cells Dialog box buttons
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4
Quick Format Shortcut
A quick option is available for a limited number of formatting options.
1. Click on the Sales worksheet of the Ch4 Formatting file
2. Click into cell C2
3. Right click the mouse
The mini toolbar will appear as shown below.
4. Move your mouse over the format you require and click on Bold
5. Repeat to make each day of the week and the Totals in bold.
Use the Format Painter
The Format Painter is useful for copying a set of formats from one cell to another. The Format Painter will copy the formatting applied to one cell and paste it onto other specified cells. This is particularly useful when importing data or adding more data and formatting it to be the same as existing data.
1. Click on the Sales worksheet of the Ch4 Formatting file
2. Click on the cell A3 whose format is to be copied
3. Double click on the Format Painter button on the Home tab
The mouse pointer will have a paintbrush attached.
4. Click on the cell A9 and A15
The formatting of the A3 cell is applied to the other cells selected.
A double click on the Format Painter button enables you to repeatedly paint the format.
Just one click on the Format Painter button will enable you to paint the format once only.
5. Press the [Esc] key to turn off the Format Painter
Bold Format painter
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Cell Styles A new feature introduced back in Excel 2007 is the selection of Cell Styles.
1. Still on the Sales worksheet of the Ch4 Formatting file
2. Highlight the cells A2 to H2
Cell Styles appear on the Home ribbon as either a group of cell styles as shown to the right, or a group button Cell Styles as shown to the left
3. Depending on how the ribbon appears click on the Cell Styles button or the More button in the Cell Styles group to display the whole set of preformatted cell styles as shown below
4. Click on the Heading 2 cell style
5. Click on cell A1 then the Cell Styles button and the Heading 1 style
6. Continue to apply the cell style formatting to the worksheet using various accents and colours to distinguish Sales and Expenses, Totals and Net Profit.
Cell Styles
More Styles
Cell Styles
Heading 2
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4Create Styles
While the Format Painter is a handy tool, the set of formats still has to be applied and then painted. An alternative to using the Format Painter is to create a Style that can be applied. You already use the styles provided in the Formatting toolbar and in the Format Cells dialog box. You can combine these to create your own custom styles.
1. Click on the worksheet Styles of the Ch4 Formatting file
2. Click on cell A3
3. Click on Cell Styles New Cell Style
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The Style dialog box will appear. 4. Click in to the Style Name box and type Narrative
5. Click on the Format button
The Format Cells dialog box is activated.
6. Click on the Font tab and make the following settings then click on the Alignment tab and make the following settings shown below
Format
Center
Center
Wrap Text
Alignment
Font
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Import and Export Data Spreadsheets can be organised so that the data from one sheet can be linked to and utilised in any number of other sheets. These sheets can be in the same file or in another file. Data from several sheets can be summarised and consolidated on one sheet. To aid this several sheets with an identical structure can be created at once.
Objectives In this section you will:
Create and format multiple sheets at once
Create formulae that reference cells from several sheets
Link data from one sheet to another
Link data from one file to another
Insert worksheets from one workbook into another workbook
Copy data from Microsoft Word
Link data from Microsoft Word
Embed a Microsoft Word object
Use a text box
Import delimited text
Import data from Access to Excel
Copy data from Access to Excel
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Working with Multiple Worksheets The ability to simultaneously work with multiple worksheets is an efficient feature of Excel. This feature enables you to:
design and create worksheets of uniform style and function
enter formulae onto several sheets at once
consolidate data from multiple worksheets
You could use this feature whenever you have several sheets to be created that have several identical features. Or you could also use it when you want to summarise data from several sheets onto one sheet.
Select a Range of Worksheets
We are going to set up the three monthly worksheets to appear as shown on the following page. To save time we will select all of the sheets together so that the text for headings etc. need only be entered once.
1. Open the Genstore file
2. Click on the Jan worksheet
3. Hold down the [Shift ] key and click on the Mar worksheet
4. Release the [Shift ] key, all three sheets will be selected
The sheet tabs at the base of the window should look like the picture above. All three sheets are selected, and the name for the file now has [Group] following it to indicate that a group of sheets are selected.
Quarterly Report
Product
Invention Costs
Profits
Jan Feb Mar
Month : Jan Report
Product
Invention Costs
Profits
Month : Feb Report
Product
Invention Costs
Profits
Month : Mar Report
Product
Invention
Costs
Profits
Wk1 Wk2
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5. Enter the text and format the worksheet as shown below
As the text is entered on one of the sheets it is also entered on the other two because the three sheets are selected together.
Deselect a Range of Worksheets Now we will enter sales data, of course the sales data would be different for each sheet so we must deselect the sheets so that we can work on just one sheet at a time. 1. Click on any of the worksheets that are not currently selected e.g. Qtrly
Summary
2. Click on the Jan worksheet tab again and enter figures as displayed
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3. Repeat for February and March, entering the data shown below
4. You will also notice that the word January appears on each of the sheets, replace it with the appropriate month.
Enter Formulas Any formulas that we enter in the displayed worksheet while others are selected at the same time, will be entered on all selected worksheets. 1. Click on the Jan worksheet
2. Hold down the [ Shift ] key
3. Click on the Mar worksheet
4. Use Autosum to calculate each category and weekly total in Column F and Row 10
5. Click on another
sheet to deselect the three sheets
6. Click on the Feb sheet then the Mar sheet to check that the formula has also be entered on those sheets
7. Click on Save in the QuickAccess toolbar to save your work so far
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Select Non-Consecutive Worksheets We will set up the Qtrly Summary sheet in preparation for the summarising of data from the three months. We will also set up the Qtrly Summary sheet for the next quarter at the same time. We can do this because we can select non-consecutive sheets. 1. Click on the Qtrly Summary 1 worksheet
2. Hold down the [Ctrl] key
3. Click on the Qtrly Summary 2 worksheet
4. Enter the headings as shown below
5. Click on another worksheet to deselect them when finished
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Consolidate the Worksheets We can consolidate the information on the monthly worksheets to a summary sheet. We can do this here easily as the totals of each category for each month, appear in the same cell on each respective worksheet i.e. the monthly total for Groceries appears in the F5 cell on the Jan worksheet, the Feb worksheet and the Mar worksheet. 1. Select the sheet Qtrly
Summary 1
2. Select cell B5
3. Click the AutoSum button
4. Select the worksheet Jan
5. Hold down the [ Shift ] key and click the worksheet Mar
6. Select the cell F5 on the Jan worksheet
7. Click the AutoSum button again to set the formula
Notice the formula is =SUM(Jan:Mar!F5)
This has used AutoSum to add all values in the F5 cell in worksheets Jan to Mar - the total of the Groceries for the quarter will appear in
Qtrly Summary 1!B5
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On the Quarterly Summary worksheet the total for that category is calculated. The formula indicates that the data comes from the cell F5 in the worksheets from Jan to Mar.
Now to calculate the Quarterly total for Hardware.
8. Select cell B6 of the Qrtly Summary 1 worksheet
9. Click the AutoSum button
10. Select the worksheet Jan
11. Hold down the [ Shift ] key and click the worksheet Mar
12. Select the cell F6 on the Jan worksheet
13. Click the AutoSum button again to set the formula
14. Repeat for each of the categories – Camping, clothing etc.
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Practice Exercise 5.1 Consolidate Worksheets
In this exercise you will use the skills just covered to quickly complete the same tasks for April, May and June and the Qtrly Summary 2.
1. Enter text and data and formula in worksheets for April to June
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2. Then create a summary on the Quarterly Summary 2 sheet that summarises Totals from April to June
3. Save the Genstore workbook and leave open, we will use it later in the next section
Linking Worksheets and Workbooks In the previous section we looked at linking data between multiple worksheets, when all the data is in the same location on each sheet. In this section we will explore linking information using the Paste Link method. This method can be applied at worksheet level, and also between worksheets and workbooks. In this section we will:
Create Links Between Worksheets
Create Links Between Workbooks
1. Open the PRACBOOK workbook to use in this section
Sample
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BSBITU402 Complex Excel 2016
132 Microstar Publishing Pty Ltd 2016
Create Links between Worksheets 2. Click on the tab of the worksheet JanWeek1 of the PRACBOOK file
3. Select the range of cells G3:G6
4. Click on the Copy button on the Home tab
5. Select the worksheet TotalJan
6. Click on cell B4
7. Click on lower part of Paste drop list arrow Paste Link and the data will appear in the new position
The Week 1 totals should appear in the cells, as shown below. Notice the formula in the formula bar. It indicates that the data in these four cells is derived from the worksheet JanWeek1starting at G3.
Paste Link
Paste drop list arrow
Sample
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