Excel 2007

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MicrosoftExcel2007Tutorial

CIS*1000*DE

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OpenMicrosoftExcel2007

START

PROGRAMS

Doubleclickon

theICON

on

desktop

OR

MicrosoftOffice2007

MicrosoftExcel2007

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Savingyour

WorkbookTosaveyour

document,simply

click

ontheMS2007logoin

thetoplefthandcorner

[ ]andthemenubar

thatyou

see

on

your

rightherewilldropdown

givingyouvarious

options,including

saving.

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SavingyourWorkbookcontd

WhenyousaveaworkbookinMSExcel2007,itautomaticallysaveswith

.xlsx asitsextension.

However,you

can

also

save

your

workbook

so

that

its

readable

by

earlier

versionsofMSExcel(97 2003)bysimplyselectingExcel972003workbook

(*.xls) whenchoosingwhatfiletypetosaveas(pleaseseethescreenshot

below)

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GettingHelpinMSExcel2007

TogethelpinExcel

2007,

look

for

the

help

icon[ ]inthetop

righthandcornerofthe

screenand

click

on

it.

Youwillbepresented

withawindowthat

lookslike

the

one

here

ontheright.

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SomeTerminology

Workbook AnExcelfilecontainingseveralworksheets

Worksheet Rectangular

grid

of

rows

&

columns

that

labelsandvaluesareinsertedinto

CellTheintersectionofarowandcolumn,identified

byan

address

(ex.

A1,

F4,

Z55)

Value Numericaldatainacell

Label Nonnumerical

data

in

acell

Table Alogicallydistinctgroupofcells,visually

distinguishedwithbordersandshading

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CursorCursorFormula

Bar

FormulaBar

Tab NavigationTab Navigation Sheet TabsSheet Tabs

ColumnColumnRowRow

CellCell

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CellReferencing

Column(Letter)thenRow(Number)Kinda LikeBattleship(theboardgame)

F1F1

C6C6

Address ofthe cell

containingthe cursor

Address ofthe cell

containingthe cursor

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Home: Moveto

beginning

of

row

Ctrl+Home: MovetoA1

Enter: Moveonecelldown

TAB: Moveone

cell

to

the

right

Shift+TAB: Moveonecelltotheleft

End+ : Movetolastusedcellinrow End+

: Move

to

last

used

cell

in

column F2: Editthethecontentofacell

In addition to the intuitive mouse and arrow-key movement between cells, these shortcutscan make lots of data easier to input:

NavigationShortcuts

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RenamingWorksheets

Rightclickonthetabfor

the

sheet

you

need

to

renameandchoose

rename

Noticethe

other

options

thatareavailable

Wecanalsoinsert,delete,

copy,and

select

all

sheets

RenamethesheettoMy

FirstSpreadsheet

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EnteringData

Toentersimpledataintoacellwecaneither:

Positionthe

cursor

on

the

cell

and

thentypeonthekeyboardandpressEnter

OR

Positionthecursoronacellandthenclickonthe

formulabar, typethe data,

pressEnter

or

click

on

the

to

accept

or

on

the

d tocancel.

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InsertingNewRowsandColumns

Click

on

the

row

or

column

header Rightclickandchooseinsert

Rows

are

inserted

abovethe

selected

row Columns areinsertedtotheleftoftheselected

column

Note:Affectedmergedcellswillautomaticallygrow

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DeletingRowsandColumns

AnExample Typeanumberintoanycellinrow8

Rightclickonarowheader8&selectDelete

Typeanumber

into

any

cell

in

column

B

RightclickonthecolumnletterB,&selectDelete

Therow/column

is

removed,

along

with

any

formulas,

dataandformatting.

Theadjacentcellsareshiftedup/leftandtherowor

column

is

re

labeled

to

reflect

the

new

change

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ColumnWidth

Makethefirstcolumn,A,wideenoughto

accommodatethe

width

of

the

text

labels.

Rightclickonthecolumnletter

and

youll

be

given

the

followingoptions:

SelectColumnWidth

Shortcut,youcanalsoclickonthelinethecolumnlettersanddragcursorleftorright.

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MergingCells

Mergingallowsonecelltotakeupmultiple

rowsand/or

columns

Tomerge2ormorecells,highlightthedesired

cells

to

merge

and

clickonthemerge

&centerbutton:

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MergingCellscontd

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CurrencyStyle

Wecanchangetheformatofnumericaldatato

appearascurrency.

Highlight somecolumnswhichcontainnumbers

ClicktheCurrencybutton ontheHometab

Note:there

are

also

buttons

for

Percentage

Style

,

andCommaStyle

ClickontheDecreaseDecimal

button

twice toremove

decimalplaces

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AQuickNoteAboutPercentStyle

0.01=1%

0.1

=

10%1 =100%

10

=1000

%

100 =10000%

= 0.25 = 25%

= 0.50 = 50%

= 0.75 = 75%

etc

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UsingFormulas

Aformulaisaspecialentryinacell,thatcalculatesitsvaluebasedonothercells,and/orconstants

Bybeginninganentryintoacellwithan= welet

Excel

know

were

using

a

formula

Withouttheequalsign= MicrosoftExcelassumes

youveentered

alabel

or

value

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ASimpleFormula

Selectanycellonyourspreadsheetandtype:

=800+100*2

Press

Excelrecognizesthe= signandcalculatestheresult

Notethattheformulaisshownintheformulabar(whilethat

cell

is

selected)

and

that

the

computed

value

is

displayedinthecell

AlsonotethatExcel

respectsthe

order

ofoperations(BEDMAS)

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LinkingCells Youcanrefertocellsinaformulabysimplyusing

thecellsreferencename.

Entersome

data

or

alabel

into

cell

A1

SelectcellA2andtype: =A1

Now,whentheinformationinA1ischanged,those

changeswill

automatically

show

up

in

cell

A2

Youcanevenlinkcellsfromdifferentworksheets!

Forexample,inSheet2selectcellA1andtype:

=MyFirstSpreadsheet!A1

=sheetname!cell

address *Note the Exclamation Mark!!!

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UsingCellReferencesIn

Formulas

InCellA2type: =A1*2

Now,changethevalueinA1

Excelwillautomaticallyupdatethevalue

shownin

cell

A2

So,thisisjustlikealink

thevalue

in

A1

is

substituted

in

before

Excel

performsthecalculationsincellA2

Thisworkswithcellslinkedinbetween

differentworksheets

too!

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BuiltInFunctions

Excelcomeswithhundredsofbuiltinfunctionswhichcanbe

usedin

your

formulas.

However,themajorityoffunctionsneeddatainordertobe

useful

Forexample,

in

order

to

use

the

Sum

function,

you

need

to

tell

Excel

whichvaluestosumup.

Thesebuiltinfunctionscanoperatebythemselves,onasingle

value,or

on

multiple

values

depending

on

what

kind

of

operation

isbeingperformed

Forexample,thePifunctionsimplyreturnsthevalueofPi,the Square

RootfunctionneedsonlyonenumbertoworkwhiletheZTestfunction

(fromstats)requiresthreedifferentnumbersinordertowork.

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BuiltInFunctionscontd

BuiltInFunctionsarestructuredlikethis:

TheFunctionNamealwayscomesfirstandusuallydescribeswhatthefunctiondoes.

TheParameter

is

the

information

that

the

function

needs

in

ordertowork

Thiscanbeasinglevalueorasetofvaluesandcanbe

representedby

either

numbers

(ex.

1,

2,

3,

5,

8,

13,

etc),

cellreferences(ex.A1,B2,C3:D4,etc)ortext.

TheParameter(s)alwayscomessecondandarealways

contained

within

parentheses

(

)

.

FunctionName (Parameter1,)

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SUM() Addsallnumbersinarangeofcells

PRODUCT() Multiplies

all

the

numbers

in

arange

of

cells

COUNT() Countsallthecellsthatcontainnumbersina

rangeofcells

AVERAGE(

) Calculates

the

average

in

a

range

of

cells MEDIAN() Calculatesthemedianinarangeofcells

MODE() Calculatesthemodeinarangeofcells

POWER() Calculatesanumberraisedtoapower

SQRT() Calculatesthesquarerootofanumber

MAX() Returnsthelargestnumberinarangeofcells

MIN() Returnsthesmallestnumberinarangeofcells

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IF() Checkswhetheraconditionismet,andreturnsone

valueif

true,

and

adifferent

value

if

false

COUNTIF() Countthenumberofcellswithinagivenrangethat

meetthegivencondition

PI() ReturnsthevalueofPi,accurateto15digits

MOD() Returnstheremainderwhenanumberisdivided

by adivisor

LEN() Returnsthenumberofcharactersinsometext

ROMAN() Converts

an

Arabic

numeral

to

Roman,

as

text

CONCATENATE() Joinsseveralpiecesoftexttoeachother

TODAY() Returnsthecurrentdate

NOW() Returns

the

current

date

and

time

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Therearetwodifferentwaystousefunctions:

1. Thefirstwayistosimplywritethemout

This

will

save

you

time

if

you

know

what

functions

youllbeusingandhowtousethem

2. Thesecondwayistousethewizard

Thisis

agreat

way

to

learn

about

the

many

different

kindsoffunctionsandoperationsthatexcelcan

performandhowtousethem.

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=SUM(A1,A5,A10,A15,A20)

Thisformula

uses

commasand

will

sum

up

the

valuesforthefivecellsA1,A5,A10,A15,A20

=SUM(A1:A20)

Thisformulausesacolonandwillsumupthevalues

forthe

range

of

cells

A1

to

A20.

Make sure you understand the difference between these two

examples!

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Letsdoanexample!

Type

numbers

into

the

first

5

rows

of

column

A IncellA6type: =SUM(A1:A5)

A6nowcontainsthesumofA1toA5

Tofind

the

average

you

would

use:

=AVERAGE(A1:A5)

Howcouldyoufindthedifferencebetweenthebiggest

number

and

the

smallest

number

in

a

rangeofcells?

=MAX(A1:A5)

MIN(A1:A5)

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SomefunctionsinExcelacceptaconditionasaparameter.

=countif(A1:A100,>75)

ThisfunctionwilltellushowmanycellsintherangeofA1to

A100containavaluethatisgreaterthan75.

Wecouldhavealsoused A3,A2isbigger,A3isbigger)

this is the conditionThis is the range of cells to search

This is the condition If FALSE, return this valueIf TRUE, return this value

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Getting Fancy=if(countif(A1:A20,>75)>10,Morethanhalfover75,At

leasthalfunder75)

So,whatdoesthisthingdo?

Noticehow

there

are

2different

built

in

functions.

Thebestwaytoworkthroughthisistostartwiththeinsidebuiltinfunction,inthiscase,countif(),andworkourwayout.

TheinsidefunctionwillcountthenumberofcellsfromA1toA20that

contain

values

greater

than

75.

Theoutsidefunctionwillchecktoseeifthatcounted numberofcellsisgreaterthan10,andifitis,thenitllreturnMorethan

half

over

75,

otherwise,

itll

return

At

least

half

under

75

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Usingthe

Wizard

for

Built

In

Functions

Selectanycellonthespreadsheet

Clickthe= or thefx buttonontheFormulabar

Thedropdownboxtotheleftofthe= canbe

usedto

select

afunction.

Using the Wizard for

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UsingtheWizardfor


Ahelpwizardwillthenguideyouthroughthe

entryof

your

formula

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TheFormulasTab

Newto

MS

Excel

2007

is

atab

with

many

of

Excelsbuiltinfunctions/formulasneatly

organizedinto

different

categories

Whilesomepeoplemayprefertosimplytype

in

their

desired

formula,

others

may

want

to

explorewhatExcelhastoofferbysearching

throughandexperimentingwiththeoptions

presentedin

this

tab.

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AdvancedCellReferencing

Whenwecopy/cut&pasteaformulaExcel

transformsit,treatingallreferencesasRelative.

Forexample,

type

random

numbers

into

the

first

5

rowsofcolumnA again,andentertheformula:

=A1*2intocellB1

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AdvancedCellReferencingcontd

Now,copyandpastetheformulaintocellsB2,B3,B4,&B5

Noticehowtheformulahaschanged

wemoveddown3rowsandsotoohasthecellreference

(itchangedfromA1toA4)

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WecanalsotellExcelnottotransformareference(makingitanAbsoluteReference)

Letsdoanotherexample InA1write:TaxRate

Andin

B1,

write:

1.15

Next,createalistofitems(ex.thingsthatyoudliketosell)incolumnAandlisttheirpricesintheiradjacentcellsincolumnB

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TogetthepriceofthemattressAfterTax,weuse

the

formula:

=$B$1*B4

Absolute Relative

Reference

Reference(1.15) * ($50.00) = $57.50

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Now,copyandpastetheformulaintotheremainingcells

d d ll f

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Wedothisbecausewewanttheformula(orratherExcel)to

remember thelocationofthetaxrate.Thatwaythetax

rate

is

applied

to

the

prices

of

all

the

items. Ifwedidntaddtheabsolute

reference($B$1),andinstead

usedtherelativereference(B1),

thenwewouldhaveendedup

withtheformulas:C5=B2*B5,

C6=B3*B6,C7=B4*B7,

C8=B5*B8

and

that

would

producedthefollowing:

obviouslywrong!

R f i R i

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ReferencingReview

Cellsareidentifiedbytheir:

Column(aletter)&Row(anumber)

Ex.A1,F3

Ranges

of

cells

can

be

referenced

using

a

colon

: Ex.A1:B10

Referencesto

other

worksheets

take

the

form:

=sheetname!cellname

Forexample,MyFirstSpreadsheet!A1:B10

R l i R f i R i

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RelativeReferencingReview

Mostreferencesarerelative.

Forexample,whentheformula

A2*B2is

copied

&

pasted

into

cellsC3,C4,C5,andC6,Excel

automaticallyassumesthatyou

wishto

apply

the

formula

to

row3byusingA3&B3instead

ofA2&B2

Ab l t R f i R i

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AbsoluteReferencingReview

Whenyoudontwantapartofyourformulatransformed

you

can

protect

it

by

adding:

$

Columnsand

rows

can

be

isolated

separately

ortogether,forexample:

$A1 thecolumnpart(A)islocked

A$1 therowpart(1)islocked

$A$1 boththerowandcolumnarelocked

G l S k

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GoalSeek

Goalseekisawhatif analysistool

Essentially,goalseekchangesthevalueofone

cellused

in

aformula

by

changing

the

value

of

anothercellintheformula.

Goalseek

can

be

found

under

What

If

Analysis

intheDatatab.

G l S k

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GoalSeek(contd)

WiththisexampleIamtryingtodeterminehow

manyapples$5willbuyme.

Sorting

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Sorting

SortingcanbedonefromtheHometabbyclicking

ontheSort&Filter option.Choosefrom

SortDescending

/Sort

A

to

Z

SortAscending/SortZtoA

Sortingcanalsobedonefromthe

Datatabby

using

the

sort

buttons

ToSort,justhighlightthespecificcellsthatyoud

likesortedandthenchoosetohavethemsortedin

Ascending(Z

to

A)

or

Descending

(A

to

Z)

order.

Sorting

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Sortingcontd

Letsdoanexample!

Letssort

this

table

accordingtoSex,thenaccordingtoAge,andlastly

according

to

Name.

Selectthe

entire

table

and

Hometab Sort&Filter CustomSort

Data

tab

Sort

&

Filter

Sort

Sorting contd

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Sortingcont d

Note! Use the Add Level Button to add more sorting levels

Sorting d

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Sortingcontd

Ascanclearlybe

seenhere,

this

tablehasnowbeen sortedon

threedifferent

levels

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UsingCharts

Exceloffersavarietyofcharttypes.

Column,Bar,Line,Pie,andScatter

beingthemostcommonchoices.

Butbeforewecanmakeachart,

well

need

data.

Making A Pie Chart

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MakingAPieChart

Foranexample

well

need

some

actualdatatochart

sogeneratealistof

monthlyexpenses

suchasthisone.

MakingAPieChartcontd

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Selectthe

data

that

you

wish

to

chart

(includingthelabels:TV,Phone,etc...). FromtheInserttab,clickonPie and

selectthe

appropriate

type

of

pie

chart

Youshouldgetsomethingthatlookslike

this

Note that the Design tab is

now present.

Making A Pie Chart contd

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MakingAPieChartcont d

Toaddacharttitle,selecttheLayouttabandclickonChart

Title

Almosteverything

in

the

graph

can

edited

by

simply

right

clicking

onthedesiredcomponentofthegraphandselectingthe

appropriateoption.

Forthis

example

wellchoosethe

AboveChart

option.

Making An XY Scatter Plot

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MakingAnXYScatterPlot

Createatableinwhich

thevaluesoftheY

columnare

equal

to

the

squareofthevaluesin

the

adjacent

X column

This is called an Exponential Series

=A2*A2

Making An XY Scatter Plot contd

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MakingAnXYScatterPlotcont d

SelecttheXYdataweentered

FromtheInserttab,clickonScatter and

selectthe

appropriate

type

of

pie

chart,

in

thiscase,theScatterwithsmoothlines

andmarkerschartsubtype

Youshould

get

something

like

this

Making An XY Scatter Plot contd

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MakingAnXYScatterPlotcont d

Recall:Toeditthegraph,usetheoptionsfoundundertheLayouttab.Fromthereyoucanadd/editthecharttitle,axistitles,legend,etc..

Reminder: Formatting a Chart

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Reminder:FormattingaChart

Everythingseenonthechartcanbeselected,

formatted,

moved,

etc. Forinstance,tochangestuffRightClickon:

TheXAxis,YAxis,PlotArea,ChartArea,Gridlines,

DataSeries,

Legend,

or

Chart

Title

and

select

appropriateoptionthatyoudliketoedit

Youllbeabletoplayaroundwiththecolours,

fonts,scale,

alignment,

numbering,

etc

soexploreandfindoutwhatspossible!

Line Graphs vs. Scatter Plots

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LineGraphs vs. ScatterPlots

Sowhatisthedifferenceanyways?

ALineGraphisalmostlikeabargraph,exceptthat

insteadof

using

bars,

it

uses

points

with

aline

connectingeachoftheadjacentpointstogether

AnXYScatterPlotisthefamiliartypeofgraphweall

doin

math

where

you

have

and

xaxis

and

ayaxis

thatareusedtorepresentcoordinates.

Aswell,onaLineGraph,youcanuselabelsonthexaxis(ex.Toronto,Ottawa,Montreal,etc)whileonaXY

Scatter

Plot,

you

can

only

use

numbers

(ex.

0,

1,

5.5,,0.23,etc..)

Linking an Excel Chart into Word

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LinkinganExcelChartintoWord

HighlightachartinMicrosoftExcel

Copyit

OpenaMicrosoftWorddocument

Pasteit

Note,ifthechartinExcelchanges,thechartinWordWILLchangeaswell

Importing Data From A Text File

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ImportingDataFromATextFile

Toimportadatafromatextfile,gototheDatatab

andlookfortheGetExternalData section

SelecttheFromText option

HighlightthefileandclickImport

Importing Data From A Text File contd

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Importing ataFromATextFilecont d

TheTextImportWizardshouldopenup

Usuallyyou

will

want

to

choose

delimited,

as

mostfilescomewithsomesortofseparator

betweenthefields

Next,selectthepropertypeofdelimiter

ForAssignment#2,youwillbeusingacomma

delimitedfile.

Now,selectgeneral astheDataColumnFormat

Clickon

Finish

FinalNotes

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Practise,Practise,

Practise!!!

Ifyouhaveanyproblemspostintheforum

Documents

Excel 2007