Excel 2010 Intermediate Page 1 Excel 2010 …...Excel 2010 Intermediate Excel 2010 Intermediate Page 1 Excel 2010 Intermediate FOR USE AT THE LICENSED SITE(S) ONLY 2010 Cheltenham

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Excel 2010 Intermediate Page 1

Excel 2010 Intermediate

FOR USE AT THE LICENSED SITE(S) ONLY 2010 Cheltenham Courseware Pty. Ltd. www.cheltenhamcourseware.com.au

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© 2010 Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: www.cheltenhamcourseware.com.au/agreement Contact Information USA / Canada Email: [email protected] Web: www.cheltenhamcourseware.com Australia / Asia Pacific / Europe (ex. UK / Ireland) / Rest of the World Email: [email protected] Web: www.cheltenhamcourseware.com.au UK / Ireland Email: [email protected] Web: www.cctglobal.com


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TUTOR SETUP INFORMATION................................................................................................................6

SAMPLE FILES FOR THIS COURSE ......................................................................................................7

SETUP & PRINTING ISSUES ....................................................................................................................8

WORKSHEET MARGINS ...............................................................................................................................8 WORKSHEET ORIENTATION ........................................................................................................................9 WORKSHEET PAGE SIZE ...........................................................................................................................10 HEADERS AND FOOTERS ..........................................................................................................................11 HEADER AND FOOTER FIELDS...................................................................................................................13 SCALING YOUR WORKSHEET TO FIT A PAGE(S)........................................................................................14 VISUALLY CHECKING YOUR CALCULATIONS .............................................................................................17 DISPLAYING GRIDLINES WHEN PRINTING ..................................................................................................18 PRINTING TITLES ON EVERY PAGE WHEN PRINTING .................................................................................19 PRINTING THE EXCEL ROW AND COLUMN HEADINGS ...............................................................................23 SPELL CHECKING ......................................................................................................................................23 PREVIEWING A WORKSHEET .....................................................................................................................24 VIEWING WORKBOOKS SIDE BY SIDE ........................................................................................................24 ZOOMING THE VIEW ..................................................................................................................................25 PRINTING OPTIONS ...................................................................................................................................26 SETTING THE NUMBER OF COPIES TO PRINT ............................................................................................26 SELECTING A PRINTER..............................................................................................................................27 SELECTING INDIVIDUAL WORKSHEETS OR THE ENTIRE WORKBOOK ........................................................28 SELECTING WHICH PAGES TO PRINT ........................................................................................................29 SINGLE OR DOUBLE SIDED PRINTING........................................................................................................30 COLLATION OPTIONS ................................................................................................................................30 PAGE ORIENTATION ..................................................................................................................................31 PAPER SIZE ...............................................................................................................................................31 MARGINS...................................................................................................................................................32 SCALING....................................................................................................................................................34 PRINTING ..................................................................................................................................................36

FUNCTIONS AND FORMULAS. .............................................................................................................38

GETTING HELP WITH FUNCTIONS.............................................................................................................38 NESTED FUNCTIONS. ................................................................................................................................40 CONSOLIDATING DATA USING A 3-D REFERENCE SUM FUNCTION. ..........................................................43 MIXED REFERENCES WITHIN FORMULAS. .................................................................................................45

TIME & DATE FUNCTIONS .....................................................................................................................48

INSERTING THE CURRENT TIME AND DATE. ..............................................................................................48 TODAY. ...................................................................................................................................................48 NOW. .......................................................................................................................................................50 DAY. .........................................................................................................................................................52 MONTH. ..................................................................................................................................................54 YEAR. ......................................................................................................................................................56

MATHEMATICAL FUNCTIONS...............................................................................................................60

ROUND. ..................................................................................................................................................60 ROUNDDOWN. ......................................................................................................................................62 ROUNDUP. .............................................................................................................................................65

LOGICAL FUNCTIONS.............................................................................................................................68

IF. .............................................................................................................................................................68 AND..........................................................................................................................................................71


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OR. ...........................................................................................................................................................72

MATHEMATICAL FUNCTIONS...............................................................................................................74

SUMIF......................................................................................................................................................74

STATISTICAL FUNCTIONS .....................................................................................................................77

COUNT. ...................................................................................................................................................77 COUNTA. ................................................................................................................................................79 COUNTIF. ...............................................................................................................................................82 COUNTBLANK. ......................................................................................................................................85 RANK. ......................................................................................................................................................88

TEXT FUNCTIONS ....................................................................................................................................96

LEFT. .......................................................................................................................................................96 RIGHT......................................................................................................................................................99 MID.........................................................................................................................................................103 TRIM. .....................................................................................................................................................107 CONCATENATE. .................................................................................................................................111

FINANCIAL FUNCTIONS .......................................................................................................................114

FV. ..........................................................................................................................................................114 PV...........................................................................................................................................................117 NPV. .......................................................................................................................................................120 RATE. ....................................................................................................................................................123 PMT........................................................................................................................................................126

LOOKUP FUNCTIONS............................................................................................................................129

VLOOKUP.............................................................................................................................................129 HLOOKUP.............................................................................................................................................133

DATABASE FUNCTIONS.......................................................................................................................137

DSUM. ...................................................................................................................................................137 DMIN. .....................................................................................................................................................140 DMAX.....................................................................................................................................................143 DCOUNT. ..............................................................................................................................................146 DAVERAGE ..........................................................................................................................................149

NAMED RANGES. ...................................................................................................................................152

NAMING CELL RANGES............................................................................................................................152 REMOVING A NAMED RANGE...................................................................................................................154 NAMED CELL RANGES AND FUNCTIONS. .................................................................................................155

CELL FORMATTING...............................................................................................................................158

APPLYING STYLES TO A RANGE. .............................................................................................................158 CONDITIONAL FORMATTING. ...................................................................................................................160 CUSTOM NUMBER FORMATS...................................................................................................................162

MANIPULATING WORKSHEETS.........................................................................................................167

COPYING OR MOVING WORKSHEETS BETWEEN WORKBOOKS ...............................................................167 SPLITTING A WINDOW. ...........................................................................................................................170 HIDING ROWS..........................................................................................................................................172 HIDING COLUMNS....................................................................................................................................174 HIDING WORKSHEETS. ............................................................................................................................176 UN-HIDING ROWS....................................................................................................................................177 UN-HIDING COLUMNS..............................................................................................................................179


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UN-HIDING WORKSHEETS. ......................................................................................................................180

TEMPLATES.............................................................................................................................................182

USING TEMPLATES..................................................................................................................................182 CREATING EXCEL TEMPLATES. ..............................................................................................................183 DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS 7 COMPUTER. ............................................188 EDITING EXCEL TEMPLATES ON A WINDOWS 7 COMPUTER...................................................................190 DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS VISTA COMPUTER. .....................................197 EDITING EXCEL TEMPLATES ON A WINDOWS VISTA COMPUTER. ..........................................................199 DISPLAYING HIDDEN TEMPLATE FOLDERS ON A WINDOWS XP COMPUTER. .........................................205 EDITING EXCEL TEMPLATES ON A WINDOWS XP COMPUTER. ..............................................................205

PASTE SPECIAL OPTIONS. .................................................................................................................207

USING PASTE SPECIAL TO ADD, SUBTRACT, MULTIPLY & DIVIDE. .........................................................207 USING PASTE SPECIAL ‘VALUES’............................................................................................................215 USING PASTE SPECIAL TRANSPOSE OPTION. ........................................................................................218


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Tutor Setup Information Copy the sample files folder, Excel 2010 Intermediate to the Documents

folder on the PC. At the end of the course, remove all files modified or created during the

course, prior to re-running the course. At the end of the course, reset all program and operating system defaults that

may have been modified during the course, prior to re-running the course.


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Sample files for this Course

During this course you will need to open samples files. These are stored under the Documents folder in a sub-folder called: Excel 2010 Intermediate. If you create any new files, unless otherwise instructed, you should also save the files in this folder.


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Setup & Printing Issues

Worksheet margins Open a workbook called Print setup.

NOTE: The sample files for this course are stored in a folder called Excel 2010 Intermediate under the Documents folder.

Click on the Page Layout tab, and from within the Page Setup group, click on the Margins icon.

This will display a drop down from which you can select Normal, Wide or Narrow.

Clicking on the Custom Margins command displays the Margins tab within the Page Setup dialog box. You can use this dialog box to set custom top, bottom, left and right margins.


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TIP: You can also use this dialog box to set Header and Footer values, as well as options to centre the table on the page vertically and/or horizontally. Experiment with setting margins. TIP: Be sure not to make the margin size too small or you may have problems printing the worksheet.

Worksheet orientation Click on the Page Layout tab, and from within the Page Setup group, click

on the Orientation icon.


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You can select either Portrait or Landscape orientation, as illustrated.

Try setting the orientation to Landscape. To see the effect in Print Preview mode, press the Ctrl+F2 keyboard shortcut.

To return to the normal view, click on the Home tab.

Before continuing reset the orientation back to Portrait.

Worksheet page size Click on the Page Layout tab, and from within the Page Setup group, click

on the Size icon.


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You can select the required page size from the drop down options displayed, as illustrated.

Headers and footers Click on the Insert tab and from within the Text group, click on the Header &

Footer icon.


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You will see the Header area displayed at the top of the worksheet, as illustrated.

Type in the text for your header, such as Stock Levels for January. If you scroll down the page you will see the message 'Click to add footer'

displayed at the bottom of the worksheet.

Click within the footer area and type in your name. As example is illustrated below.


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To modify a header or footer at any time just click over an existing header or footer and edit as required.

Header and footer fields When you are inserting or editing a footer or header, you will notice that you

see the Header and Footer Tools Ribbon. Within this Ribbon is the Header & Footer Elements group, as illustrated below.

You can use the icons in this section in insert an Excel field, such as the Page Number. The great thing about fields is that they automatically update when required. For instance if you insert a Page Number field, then as you add more pages, the page number displayed on each page will increment.

Another very useful field is the File Name field. This displays the file name of the document in your header or footer, when you print, and is very useful when you have printed out a copy of a worksheet and then several months later are trying to remember the file name you used to save the worksheet as. NOTE: When you insert a field, such as the File Name field, you may see the field code rather than the actual file name. When you print the worksheet however, this code is replaced by the actual file name.

The File Path will display the file name and also the path to the folder in which the file is stored.

Experiment with inserting different fields into your header or footer. Make sure that you have experimented with all of the following field types: Page numbering:

Date:


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Time:

File name:

Worksheet name:

NOTE: To remove a header or footer field, select the field and press the Del key.

Scaling your worksheet to fit a page(s) Click on the File Tab and then click on the arrow next to the Print side tab.

Click on the down arrow next to the Scaling section.


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The list displayed allows you to select print scaling options, such as Fit Sheet on One Page.


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You can see that when this option is selected the sheet does, as expected, fit onto one page.

You can also customize how many pages you would want the data to fit on. To do this click on the Custom Scaling Options button.

This will display the Page Setup dialog box, which you can use to customize scaling of the printing.


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Save your changes and close the workbook.

Visually checking your calculations Open a workbook called Printing. Click on cell E2. Clearly the formula within this cell is wrong. The formula it

contains is =C2*F2 It should be: =C2*D2 Fix the formula. Always visually check over worksheet data and try to look for formula calculation results that do not make sense.


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Displaying gridlines when printing To see how the worksheet will look when printed, view the worksheet in Print

Preview view. To do this press Ctrl+F2. As you can see the worksheet will print without displaying gridlines.

Click on the Page Layout tab. Within the Sheet Options group, click on the Print check box under the Gridlines heading, as illustrated.

View the worksheet in Print Preview view by pressing Ctrl+F2. As you can see the worksheet will now print displaying gridlines.


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Before continuing, re-click on the Print Gridlines check box so that the worksheet will print without displaying gridlines.

Printing titles on every page when printing View the worksheet in Print Preview view by pressing Ctrl+F2. As you can

see the top row, containing the column titles is displayed on the first page.

Click on the Next Page arrow button, displayed at the bottom-centre of the page to view the second page.

As you can see the columns are displayed without a top row explaining what each column relates to.


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We need to fix this as it would be very inconvenient to print out a long report and always have to refer to the first page to know what each column relates to.

Click on the Page Layout tab. Within the Page Setup group, click on the

Print Titles icon, as illustrated.

This will display the Page Setup dialog box.


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If necessary move the dialog box so that you can see the title row within the worksheet. TIP: To move a dialog box, click on the Title Bar at the top of the dialog box and while pressing the mouse button, drag with the mouse. When you release the mouse button the dialog box will have moved.

Click in the Rows to repeat at top box, within the dialog box.

Click within the top row on the worksheet and your dialog box will look like this.


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Click on the OK button to close the dialog box.

Press Ctrl+F2 to see the worksheet in Print Preview view. As you would expect the title row is displayed across the top of the data.

Click on the Next Page arrow button, displayed at the bottom-centre of the page to view the second page.

You can see the second page also displays a title row at the top of the data.

TIP: You can use the same technique the repeat both rows and columns on


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every page.

Press Esc to exit from Print Preview view.

Printing the Excel row and column headings Click on the Page Layout tab. Within the Sheet Options group, click on the

Print check box under the Headings, as illustrated.

Press Ctrl+F2 to view the worksheet in Print Preview view. As you can see the row and column heading are displayed, and would print like this.

Press Esc to exit from Print Preview view.

Spell checking Press F7 to start the spell checker

or click on the Review tab and click the Spelling icon.


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You will see the Spelling dialog box displayed. Follow the onscreen prompts.

Previewing a worksheet Always view a workbook in Print Preview mode prior to printing it. It allows

you a quick visual check over how the worksheet will look when printed. Click on the File Tab and then click on the arrow next to the Print command.

From the submenu, select Print Preview. Save your changes and close the workbook.

Viewing workbooks side by side This feature allows you to compare two versions of a workbook, side by side.

Open a document called Side by Side 1. Open a second document called Side by Side 2.

Click on the View tab and click on the View Side by Side command (located within the Window group).


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This will display the two workbooks side by side. As you scroll down one worksheet, the other worksheet also scrolls down the screen. Try scrolling through each worksheet to practice using this feature.

Close both worksheets before continuing.

Zooming the view Open a workbook called Zoom. This workbook contains text of various sizes,

and may be unreadable at the normal viewing zoom level. You can use the Zoom control to magnify the display of data on the screen (or to reduce the size of data of the screen). You can see the Zoom slider control displayed at the bottom-right of your screen.

Click on the Plus or Minus button, or drag the slider using the mouse to adjust the zoon levels.

If you click on the Zoom value (100% in the example show above), you will display the Zoom dialog box. You can use this to set exact zoom levels.

Before continuing set the Zoom level back to 100% and close the workbook.


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Printing options Open a workbook called Printing options. To print the entire worksheet, click on the File Tab and then click on the Print

side tab. TIP: The keyboard shortcut to display the Print options is Ctrl+P.

Setting the number of copies to print Within the Copies section of the printer options, type in the number of copies

required.


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Selecting a printer Within the Printer section of the printer options, click on the down arrow next

to the selected printer.


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From the drop down list displayed select another printer.

Selecting individual worksheets or the entire workbook Within the Settings section of the printer options, click on the down arrow

next to the Print Active Sheets option.


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This will display options allowing you to print the active sheet, the entire workbook, or just a selected area of a worksheet.

Selecting which pages to print Within the Pages section of the printer options, enter your starting and

finishing pages to be printed.


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Single or double sided printing Within the Pages section of the printer options, click on the down arrow next

to the Print One Sided option.

Select the required option from the list.

Collation options Within the Collated section of the printer options, click on the down arrow

next to the section.

Select the required option.


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Page orientation Within the Printer section of the printer options, click on the down arrow next

to the Printer Orientation section.

Select the required option.

Paper size Within the Printer section of the printer options, click on the down arrow next

to the Paper Size section.


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Select the required page size.

Margins Within the Printer section of the printer options, click on the down arrow next

to the margins section.


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Select the required margin sizes.

If you wish to set custom sized margins, click on the Custom Margins option. This will display the Margins tab within the Page Setup dialog box.


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You can enter custom sized margins as required.

Scaling Within the Printer section of the printer options, click on the down arrow next

to the scaling section.


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Select the required option from the list displayed.

NOTE: You can click on the Custom Scaling Options link to display more options.


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Printing To print a document using the settings you have selected click on the Print

button.


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Close any open documents, saving any changes that you have made and close the Excel program.


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Functions and Formulas.

Getting Help with Functions. PLEASE NOTE:

This section is just for reference, so do not try to follow through instructions now just remember how you can use the help available within Excel.

Excel 2010 has several features that help to make using spread sheets quicker and easier. One of these is the Insert Function utility, which saves you from typing complicated function syntax into your spread sheet. To use this utility open a new workbook and click on the Insert Function button. This button is located under the Formulas tab within the Function Library group.

Clicking on the Insert Function button will display the Insert Function dialog box.


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Since few people know the full details of every single Excel function, it is sometimes difficult to choose a function that will allow you to perform a desired task. Luckily, the Insert Function utility contains a function wizard that can assist you in finding that perfect function.

Let's try an example. Pretend that you want to find the average price in a hypothetical cell range. Within the Search for a function box, type. Finding the average


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Click on the Go button to perform the search. NOTE: Click on the GO button, NOT the OK button.

You will see that the wizard has compiled a list of possible correct functions in the Select a function section of the dialog box, which will assist you making your decision. There is also a brief description of the selected function at the bottom of the dialog box to further help you in making your choice, as illustrated below.

If you need further assistance, be sure to click on Help on this function, which will provide you with more detailed help online. Use these features; they are there to help you.

Nested functions. Open a workbook called Nested Functions.


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This workbook contains sales results for the North and South regions, along with total and average sales results for the two regions. The average sales target of a region is 25 (per sales person). We want to be able to sum up only those sales of the regions that are above the sales target.

Click on cell B13 and enter the following formula. =IF(AVERAGE(B3:B6)>25,SUM(B3:B6),0)


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Once you have entered this formula, use drag and drop to copy this formula to cell C13. The result should be as illustrated. Sales for the North region exceeded their targets, (i.e. the average is over 25) so in cell B13 you see the sales summed, while in cell C13, you see a 0 figure as sales for the South region were below an average of 25:


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Consolidating data using a 3-D reference sum function. Open a workbook called 3-D SUM Consolidation.

Quickly examine the data on each worksheet. In this example, we have a workbook containing a number of worksheets. Each worksheet within the workbook contains the total annual sales for a salesperson called Rowan. We wish to total the sales for the last three years and display them on the first page within the workbook:

Click on cell C7 on the first worksheet within the workbook. Click on Formulas tab and within the Function Library group, click on the

upper part of the AutoSum button.

Your screen will look like this.


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Click on the tab of the second worksheet to display the second worksheet. Highlight the cell or range to be consolidated, in this case cell B2:

While depressing the Shift key, click on the worksheet tabs for the other worksheets to be consolidated, in this case for the years 2008 and 2007.

Press the Enter key and the consolidated value for the three years will be displayed within the first worksheet.

If you click on the cell containing the consolidated data (on the first worksheet) you will notice the consolidation formula in the Formula Bar:


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Mixed references within formulas. Open a workbook called Mixed references. We are going to use mixed references within the workbook to produce a

multiplication table that will display all possible values for up to 'ten times ten'. When you create a mixed cell reference, either the column or the row uses absolute referencing, which will not change when the formula is copied and pasted to another part of your worksheet. An absolute cell reference contains a dollar sign in front of both parts of the reference whereas a mixed cell reference contains a dollar sign in front of just one part of the reference.

Click on cell B2 and insert the following formula, which contains 2 mixed

references. =B$1*$A2

Your worksheet will look like this.


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Extend the contents of cell B2 to fill the range B2:K2. You will see the following.

Extend the range B2:K2 down the worksheet, as illustrated.


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As you can see you now have a multiplication table, just like the ones you used at school.



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Time & Date Functions

Inserting the current time and date. PLEASE NOTE:

This section is just a reference, so do not try to follow through instructions now just remember how you can insert the current date or time within Excel.

The advantage of using functions is that the time and date will be updated to the current time and date, even when you close down the workbook, and later reopen it. You can also use keyboard shortcuts to insert the time and date, but the following examples will only insert 'static' time or dates that will not be automatically updated. To insert the current date into a cell. Click within a cell and then press Ctrl+; To insert the current time. Click within a cell and then press Ctrl+Shift+;

TODAY. Open a workbook called Functions - Today. Click on cell C2. Click on the Formulas tab and within the Function Library group click on

the Date and Time button. From the drop down list displayed click on the TODAY function.


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The Function Arguments dialog box will be displayed.

Click on the OK button to insert the function.


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You can see the function syntax displayed within the Formula Bar (displayed above the workbook area). In this case you will see the following. =TODAY()


NOW. Open a workbook called Functions - Now. Click on cell C2. Click on the Formulas tab and within the Function Library group click on

the Date and Time button. From the drop down list displayed click on the NOW function.


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Click on the OK button to insert the function.


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You can see the function syntax displayed within the Formula Bar (displayed above the workbook area). In this case you will see the following. =NOW()


DAY. Open a workbook called Functions - Day. Click on cell C3. As you can see this cell contains the TODAY function,

which displays the current date.

Click on the cell into which we want to insert the DAY function. In this case click on cell C6.

Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the DAY function.


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The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the day of the month, a number from 1 to 31'.

Click on cell C3 and you will see that this cell reference is automatically displayed within the Serial_number section of the dialog box.

Click on the OK button and the current day of the month will be displayed within cell, C6. It takes this information from the data within cell C3.


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The function syntax is displayed within the Formula Bar, above the worksheet. =DAY(C3)


MONTH. Open a workbook called Functions - Month. Click on cell C3. As you can see this cell contains the TODAY function,


Click on the cell into which we want to insert the MONTH function. In this case click on cell C6.


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Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the MONTH function.

The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the month, a number from 1 (January) to 12 (December)'.



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Click on the OK button and the current month will be displayed within cell, C6. It takes this information from the data within cell C3.

The function syntax is displayed within the Formula Bar, above the worksheet. =MONTH(C3)


YEAR. Open a workbook called Functions - Year. Click on cell C3. As you can see this cell contains the TODAY function,



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Click on the cell into which we want to insert the YEAR function. In this case click on cell C6.

Click on the Formulas tab and within the Function Library group click on the Date and Time button. From the drop down list displayed click on the YEAR function.


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The Function Arguments dialog box is displayed. The dialog box displays basic information about this function. As you can see this function 'returns the year, an integer in the range 1900-9999'.


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Click on the OK button and the current year will be displayed within cell C6. It takes this information from the data within cell C3.

The function syntax is displayed within the Formula Bar, above the worksheet. =YEAR(C3)



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Mathematical Functions

ROUND. Open a workbook called Functions - Round. Click on cell C4 containing the formula C2/C3. As you can see, the result

is displayed using a large number of decimal places. We are going to redo this formula and use the Round function to display the result with no decimal places.

First, click on the cell C4 and press the Del key to delete the cell contents. Click on the Formulas tab and within the Function Library group click on

the Math & Trig button. From the drop down list displayed click on the ROUND function.


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The Function Arguments dialog box is displayed.

In the Number section of the dialog box, enter the formula C2/C3. In the Num_digits section of the dialog box, enter 0.


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Click on the OK button and you will see the following.

If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUND(C2/C3,0)


ROUNDDOWN. Open a workbook called Functions - Rounddown. Click on cell C4 containing the formula C2/C3. As you can see, the result

is displayed using a large number of decimal places. We are going to redo this formula and use the Rounddown function to display the result with 1 decimal place.


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the Math & Trig button. From the drop down list displayed click on the ROUNDDOWN function.



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If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUNDDOWN(C2/C3,1)


ROUNDUP. Open a workbook called Functions - Roundup. Click on cell C4 containing the formula C2/C3. As you can see, the result

is displayed using a large number of decimal places. We are going to redo this formula and use the Roundup function to display the result with 1 decimal place.


the Math & Trig button. From the drop down list displayed click on the ROUNDUP function.


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If you click on cell C4, you will see the function syntax displayed in the Formula Bar. =ROUNDUP(C2/C3,1)



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Logical Functions

IF. Open a workbook called Functions - If.

This example calculates a discount based on order quantity. The company offers its customers a 5% discount if the value of an order is above 500. There is no discount if the value is below 500. A way of simplifying the above statement is as follows. If the sale value is greater than 500 give 5% discount otherwise give no discount.

Click on cell C3. Click on the Formulas tab and within the Function Library group click on

the Logical button. From the drop down list displayed click on the IF function.


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Click on the Logical_test section of the dialog box and enter B3>500. Click on the Value_if_true section of the dialog box and enter B3*5%.


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Click on the Value_if_false section of the dialog box and enter 0.

When you press the OK button, you will see the following. As the value in cell B3 is less than 500, the discount value is zero.

Copy the formula in cell C3 to cells C4:C6 using the usual fill handle technique and you will see the following. As you can see where the sales value is above 500, a discount value is displayed.


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AND. Open a workbook called Functions - AND.

In this example, we have the results of a two-part examination; candidates must achieve over 50 in EACH part of the examination.

Click on cell D3 and enter the following:

=IF(AND(B3>50,C3>50),$F$2,$F$3)

When you press Enter you should see the following, as the candidate scored less than 50 in the first part of the examinations:


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Copy the formula in cell D3 to the cell range D4:D6 and you will see the following:

The only person to get more than 50 in both parts of the examination is Menendez, who is the only person to pass the entire examination.


OR. Open a workbook called Functions - OR.

In this example, we have the results of a two-part examination and candidates can pass the entire examination by achieving a score of > 75 in either part of the examination.

Click on cell D3 and enter the following:

=IF(OR(B3>75,C3>75),$F$2,$F$3)

When you press Enter you should see the following, as the candidate scored less than 75 marks in both parts of the examination:


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Copy the formula in cell D3 to the cell range D4:D6 and you will see the following:

The only person to get less than 75 marks in both parts of the examination is Gravani, who is the only person to not pass the entire examination.



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Mathematical Functions

SUMIF. Open a workbook called Functions - Sumif. The SUMIF sums the values within a range that meet specified criteria. In

this case, we want to see the total value of all sales, where the salesperson earned over 6000 a month.

First, we would need to click on the cell in which we wish the result of our function to be displayed, in this case cell G12.

Click on the Formulas tab and within the Function Library group click on the Math & Trig button. From the drop down list displayed click on the SUMIF function.



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Within the Range section of the dialog box, enter the range D4:D10. Within the Criteria section of the dialog box, enter >6000. The screen

should now resemble the illustration.

Click on the OK button to display the result. You can see the function syntax displayed in the Function Bar, as illustrated.


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The syntax is. =SUMIF(D4:D10,">6000")



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Statistical Functions

COUNT. Open a workbook called Functions - Count. This sheet contains

examination results and grades.


the More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNT function.


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In the Value1 section of the dialog box, Enter the cell range C5:C8.

Click on the OK button to insert the function. Your worksheet will now look like this.


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You can see the function syntax displayed within the Formula Bar. =COUNT(C5:C8)

Use the normal drag and drop techniques to copy this function to cells D9 and E9. Your worksheet will now look like this.


COUNTA. Open a workbook called Functions - Counta. This sheet contains

examination results and grades.


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Click on cell C9. We will use the COUNTA function to count the number of A grades, the number of B grades and the number of C grades.

Click on the Formulas tab and within the Function Library group click on the More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNTA function.


In the Value1 section of the dialog box, Enter the cell range C5:C8.


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You can see the function syntax displayed within the Formula Bar. =COUNTA(C5:C8)



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COUNTIF. Open a workbook called Functions - Countif. This sheet contains

examination results and grades. We shall use the Countif function to see how many 'A' grades Dave has, how many Rowan has and how many Elliot has.


the More Functions button. From the drop down list displayed click on


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Statistical. From the submenu displayed click on the COUNTIF function.


In the Range section of the dialog box, enter the cell range C5:C8. In the Criteria section of the dialog box, enter A.


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You can see the function syntax displayed within the Formula Bar. =COUNTIF(C5:C8,"A")



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COUNTBLANK. Open a workbook called Functions - Countblank. This sheet contains

examination results and grades. We shall use the Countblank function to see how many empty cells are listed under each name. This will tell us how many subjects each person did not pass. The worksheet looks like this.

Click on cell C11.


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Click on the Formulas tab and within the Function Library group click on the More Functions button. From the drop down list displayed click on Statistical. From the submenu displayed click on the COUNTBLANK function.


In the Range section of the dialog box, enter the cell range C5:C10.


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You can see the function syntax displayed within the Formula Bar. =COUNTBLANK(C5:C10)

Use the normal drag and drop techniques to copy this function to cells D11:H11. Your worksheet will now look like this.


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RANK. Open a workbook called Functions - Rank. The worksheet contains a

table of sales results, including the total number of individual sales and also the total value of sales made, by all ten sales people working for a company.

We want to rank each sales person by total number of sales made and also by the total values of sales made.


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Click on cell E4. Click on the Formulas tab and within the Function Library group click on

the More Functions button. From the drop down list displayed click on Statistical. You will notice that the Rank function is not displayed within the list.

Click on the Insert Function button and type the word Rank into the search box.


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Click on the Go button (not the OK button) and you will see the following dialog box.

Read the information displayed at the bottom of the dialog box. With the Rank function selected, click on the OK button. The Function

Arguments dialog box will be displayed.


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Enter the following data. In the Number section we specify the item to rank, in this case C4. In the Ref section we specify the range from which to compare the ranking value, in this case: $C$4:$C$13.

Your dialog box will look like this.

TIP: Within the Order section, if we do not enter a value, or if we enter a 0, then the rank will be sorted in descending order. If we wanted to sort in ascending order, you would enter any number other than 0. In this example we will not enter a value, so the ranking will use the default


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descending order.

Click on the OK button. You will see the following. This means that Hastert, ranked in position 9, compared to the other sales people, in terms of the total number of sales made.

Drag the contents of cell E4 to fill the range E4:E13. Your data will now look like this. If you look closely you will see that Gravani and Mach are in joint place. This explains the fact that there is no sales person listed in second place. After the two joint-first position, the next best ranking in Feeney in rank position 3.


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We will now see how the sales people rank in terms of total sales. Some sales people are very good at selling a lot of low value items, while other sales people specialize in making fewer, but higher value sales.

Click on the cell F4. Re-display the Function Arguments dialog box for the Rank function and

enter the following data. Number: D4 Ref: $D$4:$D$13


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Click on the OK button. Your data will look like this.

Extend the contents of cell F4 to fill the range F4:F13. Your data will now look like this.


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As you can see Hastert, despite not making very many individual sales, actually is in the top ranked position when it comes to the total value of the sales made. You will notice that there are 2 sales people with the number three ranking, which is why there is no sales person listed in the number four ranking spot.



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Text Functions

LEFT. Open a workbook called Functions - Left. It contains the following data.

We want to extract the first character from the text within the range B4:B19 and insert the first character in the range C4:C19.


the Text button. From the submenu displayed click on the LEFT function.


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Enter the following information into the dialog box.


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Notice the syntax, displayed within the Function bar. =LEFT(B4,1)

Use the normal Excel drag and drop techniques to extend this function to fill the range C4:C19. Your data will now look like this.


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RIGHT. Open a workbook called Functions - Right. The worksheet contains the

following table.


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We will use the RIGHT function to extract the last 2 characters from the right of each text string and just display the 2 digit country ID.

Click on cell D3. Click on the Formulas tab and within the Function Library group click on

the Text button. From the submenu displayed click on the RIGHT function.


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Within the Text field enter C3. Within the Num_chars enter the number 2.


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Click on the OK button and your data will look like this. Notice the function syntax in the Function bar.

Extend the contents of cell D3 to fill the range D3:D21. Your data will now look like this.


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MID. Open a workbook called Functions - Mid. The worksheet contains the

following table. We want to extract the fourth and fifth characters, which are country codes for the DVDs and then display that data in the column next to the product codes.


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the Text button. From the submenu displayed click on the MID function.


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Enter the following information.


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Click on the OK button and your data will look like this.

Extend the contents of cell C3 to fill the range C3:C16. Your data will now look like this.


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TRIM. Open a workbook called Functions - Trim. The worksheet contains the

following data. As you can see there are increasing large amounts of extra spaces inserted at the start of each line of text. We will use the TRIM function to 'trim' these leading spaces.


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NOTE: You can also use TRIM to 'trim' spaces at the end of a line.


the Text button. From the sub-menu displayed click on the TRIM function.


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Enter C4 into the Text field.


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Click on the OK button and your data will look like this. Notice the function syntax in the Formula Bar.

Extend the contents of cell D4 to the range D4:D13. Your data will now look like this.


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CONCATENATE. Open a workbook called Functions - Concatenate. It contains the

following data.

Click on cell B5. Click on the Formulas tab and within the Function Library group click on

the Text button. From the sub-menu displayed click on the CONCATENATE function.


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Click within the Text 1 section of the dialog box and then click on cell A1.





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The Function Arguments dialog box will now look like this.

Click on the OK button, and you will see the result as illustrated.



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Financial Functions

FV. Open a workbook called Functions - FV.

This workbook contains data relating to the following scenario. Let's say we have a lump sum of 2500 and we want to invest this in a bank that is paying out 6% interest. We will invest a further 150 each month. We want to know how much the account will be worth after three years.

Click on cell C10. Click on the Formulas tab and within the Function Library group, click on

the Financial button. From the sub-menu displayed click on the FV function.


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Click within the Rate section of the dialog box and then click on cell C3.

Click within the Nper section of the dialog box and then click on cell C4.


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Click within the Pmt section of the dialog box and then click on cell C5.

Click within the Pv section of the dialog box and then click on cell C6.

Click within the Type section of the dialog box and then click on cell C7.

The Function Arguments dialog box will now look like this.

When you click on the OK button you will see the result as illustrated.


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PV. Open a workbook called Functions - PV. The workbook looks like this,

In this example, we are considering purchasing an insurance annuity. It will pay out 500 at the end of every month, for the next 25 years. We will assume a rate of 5% (i.e. x 0.05).

Click on cell C8.


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Click on the Formulas tab and within the Function Library group click on the Financial button. From the sub-menu displayed click on the PV function.


Click in the Rate section of the dialog box and enter C4/12 (to calculate the rate on a monthly basis).


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Click in the Nper section of the dialog box and enter C5*12 (to account for the length of the term in months).

Click in the Pmt section of the dialog box and then click on cell C6.

When you click on the OK button, you will see the following.



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NPV. Open a workbook called Functions - NPV. The workbook looks like this.

This contains data relating to the following scenario. We are going to make an investment that will pay 4000 up-front and in the following two years will provide an annual income of 3000 and 2000. We will assume an annual discount rate of 5% percent.


the Financial button. From the sub-menu displayed click on the NPV function.


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Click on the Rate section of the dialog box, and then click on cell C4. Click on the Value 1 section of the dialog box, and then click on cell C5,

NOTE: As this is an upfront, initial payout, prefix this amount with a minus (-) sign.


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Click on the Value 2 section of the dialog box, and then click on cell C6.

Click on the Value 3 section of the dialog box, and then click on cell C7.

When you click on the OK button the result should be as illustrated.



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RATE. Open a workbook called Functions - RATE.

In this example, we will calculate the rate for a loan of 7,000, spread over 4 years (48 months), with a monthly payment of 150.

Click on cell A8. Click on the Formulas tab and within the Function Library group click on

the Financial button. From the sub-menu displayed click on the RATE function.


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Click in the Nper section of the dialog box and then click on cell A3. Click in the Pmt section of the dialog box and then click on cell A4.

NOTE: Then prefix the value with a minus sign (-).


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Click in the Pv section of the dialog box and then click on cell A5.

Click on the OK button, you will see the following.



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PMT. Open a workbook called Functions - PMT. The workbook looks like this.

This sheet contains data for the following scenario. We wish to calculate the monthly repayments for a loan of 6,000, spread over 10 months, assuming an annual rate of 5%.


the Financial button. From the sub-menu displayed click on the PMT function.


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Click within the Rate section of the dialog box and enter C4/12. Click within the Nper section of the dialog box and then click on cell C5.


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Click within the Pv section of the dialog box and then click on cell C6.

When you click on the OK button the result will be as illustrated.


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Lookup Functions

VLOOKUP. Open a workbook called Functions Vlookup. The workbook looks like

this.


the Lookup & Reference button. From the sub-menu displayed click on the VLOOKUP function.


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Click in the Lookup_value section of the dialog box and then click on cell A3.


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Click in the Table_array section of the dialog box and then select the cell range A7:C10.

Click in the Col_index_num section of the dialog box and then enter 2.


Click on cell C3 and enter the following. =VLOOKUP(A3,A7:C10,3)


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Try entering different values into cell A3, such as Medium.

Try entering different values into cell A3, such as Large.


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HLOOKUP. Open a workbook called Functions - Hlookup. This example shows how

you can use two values to lookup a value in a table. The function looks for the package type in row 1 of the table and then returns the mailing cost in the appropriate mailing type row.


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the Lookup & Reference button. From the sub-menu displayed click on the HLOOKUP function.


Click on the Lookup_value section of the dialog box, and then click on cell C2.


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Click on the Table_array section of the dialog box, and then select the cell range B8:E11.

Click on the Row_index_num section of the dialog box, and then click on cell C3.

When you click on the OK button, you will see the following. Notice the formula in cell C5 displayed in the Formula Bar.

Try entering other values in cell C2, such as B or C. Try entering other values in cell C3, such as 3 or 4. Save your changes and close the workbook.


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Database Functions

DSUM. Open a workbook called Functions - Dsum.

In this example, we will sum up the total value of all sales people whose sales are above their sales targets.


the Insert Function button.

The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DSUM function.


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Click on the OK button and the Function Arguments dialog box will be displayed.

Click on the Database field within the dialog box and then select cells A7:C12.

Click on the Field section of the dialog box and enter “Sales”. Click on the Criteria section of the dialog box and then select cells B4:B5.


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Click on the OK button to see the result displayed.

The function syntax is displayed in the Formula Bar. =DSUM(A7:C12,"Sales",B4:B5)



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DMIN. Open a workbook called Functions - Dmin.

In this example, we will use the DMIN function to see what the lowest sales figure of any of our sales people is.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DMIN function.


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Click on the Database section of the dialog box and then select the cell range A7:C12.

Click on the Field section of the dialog box and then click on cell C7. Click on the Criteria section of the dialog box and then select the cell

range C8:C12.


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When you click on the OK button, you will see the results displayed.

You can see the function syntax displayed within the Formula Bar. =DMIN(A7:C12,C7,C8:C12)



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DMAX. Open a workbook called Functions - Dmax.

In this example, we will use the DMAX function to see what the highest sales figure of any of our sales people is.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DMAX function.


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Click on the Database section of the dialog box and then select the cell range A7:C12.

Click on the Field section of the dialog box and then click on cell C7. Click on the Criteria section of the dialog box and then select the cell

range C8:C12.


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When you click on the OK button, you will see the results displayed.

You can see the function syntax displayed within the Formula Bar. =DMAX(A7:C12,C7,C8:C12)



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DCOUNT. Open a workbook called Functions - Dcount.

In this example, we have a number of sales people, and their target sales should be above 20. We wish to use the DCOUNT function to show the sales people who are above target sales.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DCOUNT function.


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Click within the Database section of the dialog box and then select cells A7:C12.

Click within the Field section of the dialog box and then click on cell C7. Click within the Criteria section of the dialog box and then select cells

B4:B5.


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Click on the OK button and the results will be displayed.

You can see the function syntax displayed within the Formula Bar. =DCOUNT(A7:C12,C7,B4:B5)


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DAVERAGE Open a workbook called Functions - Daverage. This workbook contains

the following data:

In this example we have a number of products with associated quantities and costs. We wish to use the DAVERAGE function to find the average unit price of products with a quantity value higher than 9.



The Insert Function dialog box will be displayed. Use the Or select a category drop down arrow to select Database functions. From the list of database functions displayed, scroll down and select the DAVERAGE function.


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Click within the Database section of the dialog box and then select cells A3:D12.

Click within the Field section of the dialog box and then click on cell C3. Click within the Criteria section of the dialog box and then select cells

B15:B16.


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Click on the OK button and the results will be displayed.

You can see the function syntax displayed within the Formula Bar. =DAVERAGE(A3:D12,C3,B15:B16)



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Named Ranges.

Naming cell ranges. Open a file called Named Ranges 01. We are going to give a name to the Quantity Sold range. Select the range to be named, in this case cell B4:B9.

Click in the Name Box (to the top-left of your screen) with the mouse and enter the name you want to give to the cell(s), in this case Quantity_Sold, and press Enter. (If you see an error message, this is because you did not place an underscore character between the words Quantity and Sold).


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We are now going to name the range for the Price per Item. Click on cell E3. Click in the Name Box with the mouse and enter the name for the range,

in this case Price_per_item, and press Enter. (If you see an error message, this is because you did not place an underscore character between the words).

If you click on the down arrow, next to the Name Box, you will see both named ranges listed.


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Within Excel functions you may now reference the name of these ranges, rather than have to specify the cell range. This makes understanding functions much easier.


Removing a named range. Open a file called Named Ranges 02. Click on the down arrow next to the Name Box and you will see that this

worksheet contains two named ranges.

Click on a Formulas tab and within the Defined Names group, click on the Name Manager button.


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The Name Manager dialog box will be displayed. Select the named range that you wish to delete, such as Quanity_Sold and then click on the Delete button.

A warning dialog box will be displayed. Click on the OK button.

Click on the Close button to close the Name Manager dialog box. Save your changes and close the workbook.

Named cell ranges and functions. Open a file called Named Ranges 03.


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Click on the down arrow next to the Name Box and you will see that this worksheet contains two named ranges.

Click on the Price_per_item named range as displayed within the Name Box and you will see the named range highlighted within the worksheet.

Click on the Quantity_ Sold named range as displayed within the Name Box and you will see the named range highlighted within the worksheet.

Click on cell B10. Click on the Formulas button, and within the Function Library group,

click on the upper part of the AutoSum button.

As you can see the function automatically used the name of the range, within the function syntax. =SUM(Quantity_Sold)


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Press the Enter key. Save your changes and close the workbook.


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Cell Formatting.

Applying styles to a range. Open a workbook called Automatic Formatting Click within the data contained on the worksheet.

Click on the Home tab and within the Styles group click on the Format as Table command.

Select a style from the drop down list displayed.


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The Format As Table dialog box will be displayed.

Click on the OK button and your table will be automatically formatted.


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Experiment with applying different formatting styles to your data table. Save your changes and close the workbook.

Conditional formatting. Open a file called Conditional Formatting. This workbook contains

details for sales over a 3-month period. We wish to highlight all sales over 50 units.

Select the range of cells to which you wish to apply conditional formatting. In this example, the range would be C6:E13.


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Click on the Home tab and within the Styles group, click on the Conditional Formatting button.

From the drop-down menu displayed click on Highlight Cells Rules. From the sub-menu displayed, click on Greater Than.

This will display the Conditional Formatting dialog box. We wish to highlight all values over 50, so enter the number 50 into the dialog box.

Click on the down arrow in the right-hand side of the dialog box. This will allow you to specify how cells containing a value greater than 50 will be formatted. In this case select Red Text.


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Click on the OK button to close the dialog box. You should now see all values above 50 displayed in red text.


Custom number formats. Open a workbook called Custom Numbers. Select cells C6 and D6, which contain the annual balance information.


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Right click on the selected cells and from the pop-up menu displayed select the Format Cells command.

This will display the Format Cells dialog box.


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If necessary, select the Number tab. From the Category section of the dialog box, select Custom. Within the Type section of the dialog box, select a format code similar to

that shown below. #,##0;[Red]-#,##0


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Within the formatting code, change the word Red to Blue.

Click on the OK button and the negative balance for the year 2009 will be displayed in blue.


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NOTE. Normally you would use red for a negative balance, but here we are simply illustrating a formatting feature.



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Manipulating Worksheets.

Copying or moving worksheets between workbooks Open a workbook called Between Workbooks 02. Leave this workbook

open. Open a workbook called Between Workbooks 01. Click on the worksheet tab for Sales 2009.

Right click on the Sales 2009 tab and from the pop-up menu displayed select the Move or Copy command.

The Move or Copy dialog box is displayed.


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Click on the down arrow in the To book section of the dialog box. From the drop down list, select the workbook called Between Wordbooks 02, as illustrated below.

Use the Before sheet section of the dialog box to determine where in the second workbook the worksheet will be copied to.


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Click on the Create a copy check box.

Click on the OK button.

Switch to the second workbook and you should see a copy of the worksheet inserted into the workbook.

TIP: Experiment with moving a worksheet between workbooks using the same method, but this time do not click on the Create a copy check box.


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When you have finished experimenting save the changes in both your workbooks and close all open files.

Splitting a Window. Open a workbook called Splitting a window 01. The worksheet contains

far more data than you can see on the screen at one time.

We can use the 'split windows' feature to allow you to view more than one part of the data at the same time. Click on the View tab and select the Split command, within the Window group.

The display will be split as illustrated.


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Within the top section scroll up or down and you will see that only the data in that section scrolls. Click within the bottom section, try scrolling up or down. Again you will see that only the data in that particular section scrolls.

Click on the vertical split bar and drag it to the left or right. Click within

the top-left section and scroll horizontally, i.e. left or right through the data within the top section and look at what happens. Click within the top-right section and examine the effect of scrolling to the left or right. You can also see a similar effect in each of the bottom sections.

Drag the horizontal split bar up or down the page, and examine that effect

that this has on the way you view the data. Double click on the vertical split bar. As you can see this removes the

vertical split bar. Double click on the horizontal split bar. As you can see this removes the

horizontal split bar. TIP: To remove both split bars at the same time, you could have re-clicked on the View tab and selected the Split command, within the Window group.

Save any changes that you have made and close the workbook.


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Hiding rows. Open a workbook called Hiding Rows 01. The data will look like this.

Click on the row heading of the row that you wish to select. In this case, select the row relating to Total Sales. TIP. You can select multiple rows by selecting a row and while keeping the Ctrl pressed, select other rows. When you release the Ctrl key multiple rows will remain selected. In this case we will only select a single row.


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Right click over the selected row(s) and from a pop-up menu displayed click on the Hide command.

Your workbook will now look like this. If you look carefully, you will see a line between the row header for row 7 and row 9. This indicates a hidden row.


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Hiding columns. Open a workbook called Hiding Columns 01. The data will look like this.

We will hide the column displaying sales for 2009. Click on the column heading of the column that you wish to select. In this case, select the column relating to Sales in 2009. TIP. You can select multiple columns by selecting a column and while keeping the Ctrl pressed, select other columns. When you release the Ctrl key multiple columns will remain selected. In this case we will only select a single column.


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Right click on the selected column(s) and from the pop-up menu displayed click on the Hide command.


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Your workbook will now look like this. If you look carefully, you will see a line between the column header for column D and column F. This indicates a hidden column.


Hiding worksheets. Open a workbook called Hiding Worksheets 01. Click on the sheet tab to select the sheet you wish to hide,

in this case Sales in 2008.

Right click on the worksheet tab that you wish to hide and from the pop-up menu displayed click on the Hide command.


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The Sales in 2008 tab will now be hidden.


Un-hiding rows. Open a workbook called Hiding Rows 02. If you look at the row header, you will see a line between rows 7 and 9.

This indicates the position of a hidden row.

Click on the row header for row 7 and move the mouse pointer down the page to select rows 7 and 9.


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Right click over the selected rows and from the pop-up menu displayed click on the Unhide command.

The hidden row is now visible again.



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Un-hiding columns. Open a workbook called Hiding Columns 02. If you look at the column headers, you will see a line between column D

and column F. This indicates the position of a hidden column.

Click on the column header for column D and move the mouse pointer to the right to select columns D and F.

Right click over the selected columns and from the pop-up menu displayed click on the Unhide command.


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The hidden column is now visible again.


Un-hiding worksheets. Open a workbook called Hiding Worksheets 02. You can see worksheet tabs for sales in 2007 and 2009. Sales data for

2008 is hidden.

Right click over one of the visible worksheet tabs and from the pop-up menu displayed click on the Unhide command. The Unhide dialog box is displayed listing the hidden sheet(s).


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Click on the sheet you want to un-hide in the Unhide sheet list box, In this case Sales in 2008 is selected.

Click on the OK button and the Sales in 2008 worksheet is displayed once more.



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Templates.

Using templates. Click on the File tab and select the New command.

A range of templates will be displayed.

Within the Available Templates section, click on Sample templates. Click on the Expense Report template.


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Click on the Create button (displayed to the right). A document will be created based on this template.

Experiment with creating new documents based on some of the other templates that are available.

Close any workbooks that you have created without saving them.

Creating Excel templates. Open a workbook called Make a template.

NOTE: The workbook is just an ordinary workbook file, not a template. We shall make a few changes to this workbook and then save it as a


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template.

Click on cell B1, type in your name and press the Enter key. We will now save this workbook as a template. Click on the File tab and

select the Save As command.

This will display the Save As dialog box.

Click on the down arrow within the Save as type section of the dialog box and select Excel Template.


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You will notice that the 'Save in' folder, that the document will be saved in, changes from the default (usually Documents) to the Templates folder.


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Within the File name section of the dialog box, enter a name for the template, such as Sales this month.

Click on the Save button and the template will be saved to the Templates folder.

Close the document and close the Excel program. To see that the template has been properly saved to your disk, restart the

Excel program and click on the File tab and select the New button.


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A range of available templates will be displayed.

Click on the My templates button. A window will open containing the template that you previously created.

Double click on the Sales this month template and a new document will be created based on that template. If you look at the workbook’s Title bar, you can verify that the workbook is an ordinary workbook, not a template. The file name is that of an ordinary workbook.


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Close the workbook, without saving your changes.

Displaying hidden template folders on a Windows 7 computer. By default Microsoft Excel will hide certain important folders such as the

folders containing the template files used by Excel. If you wish to edit the Excel template files you must first customize your windows system so that you can view hidden files and folders.

Open the Windows Explorer. An easy way to do this is to right click on the Start button and from a pop-up menu displayed click on the Open Windows Explorer command.

Within the Windows Explorer, click on the Organize button and from the drop down menu displayed click on the Folder and search options command.


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This will display the Folder Options dialog box. Click on the View tab. Within the Advanced Settings section of the dialog box click on the Show

hidden files, folders, and drives button.


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Note: If the Show hidden files, folders, and drives button is already selected, there is no need to make any changes to your settings.

Click on the OK button to close the dialog box and set the system to display hidden files and folders.

Editing Excel templates on a Windows 7 computer. Start Excel. Click on the File tab and click on the Open command.


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This will display the Open dialog box. Within the left side of the dialog box double click on Computer.

Double click on the C: drive


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You will see all the files and folders contained within the root directory of your C: drive. What you actually see will vary from one computer to another depending on what programs you have installed onto your computer.


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If necessary scroll down the list of folders and double click on a folder called Users.


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Double click on your username. In the example illustrated the username was David Murray.

Double click on a folder called AppData.

Double click on a folder called Roaming.


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Double click on a folder called Microsoft.


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Double click on a folder called Templates.

Open a template, in this case open the template called Sales this month.


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NOTE: If you cannot see the template, use the drop down arrow control at the bottom-right of the dialog box to select All Excel Files.

The template will now open and be displayed in your Excel window.

Change the name in cell B1. Save your changes and close the file.

Displaying hidden template folders on a Windows Vista computer.

By default Microsoft Excel will hide certain important folders such as the folders containing the template files used by Excel. If you wish to edit the Excel template files you must first customize your windows system so that you can view hidden files and folders.

Open the Windows Explorer. An easy way to do this is to right click on the Start button and from a pop-up menu displayed click on the Explore command.


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Within the Windows Explorer, click on the Organize button and from the drop down menu displayed click on the Folder and Search Options command.

This will display the Folder Options dialog box. Click on the View tab. Within the Advanced Settings section of the dialog box click on the Show

hidden files and folders button.


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Note: If the Show hidden files and folders button is already selected, there is no need to make any changes to your settings.

Click on the OK button to close the dialog box and set the system to display hidden files and folders.

Editing Excel templates on a Windows Vista computer. Start Excel. Click on the File tab and click on the Open command.


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This will display the Open dialog box. Within the left side of the dialog box double click on Computer.

Double click on the C: drive


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You will see all the files and folders contained within the root directory of your C: drive. What you actually see will vary from one computer to another depending on what programs you have installed onto your computer.

If necessary scroll down the list of folders and double click on a folder called Users.


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Double click on your username. In the example illustrated the username was Cheltenham.

Double click on a folder called AppData.


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Double click on a folder called Roaming.

Double click on a folder called Microsoft.


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Double click on a folder called Templates.

Open a template, in this case open the template called Sales this month.


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NOTE: If you cannot see the template, use the drop down arrow control at the bottom-right of the dialog box to select All Excel Files.

The template will now open and be displayed in your Excel window.

Change the name in cell B1. Save your changes and close the file.

Displaying hidden template folders on a Windows XP computer. By default Microsoft Excel will hide certain important folders such as the

folders containing the template files used by Excel. If you wish to edit the Excel template files you must first customize your Microsoft Windows system, so that you can view hidden files and folders. Use the same technique as on a Windows Vista based computer to allow the display of hidden files and folders.

Editing Excel templates on a Windows XP computer. Start Excel.


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Use the same technique as on a Windows Vista based computer, but remember that the templates will be stored in a different location.

You will need to navigate to the folder containing your Excel template files.

Normally your Excel templates are stored in the following folder. Using Windows XP. C:/Documents and Settings/your name/Application Data/Microsoft/Templates


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Paste Special Options.

Using Paste Special to add, subtract, multiply & divide. Open a workbook called Paste Special Operations.

Make sure that the Add worksheet tab is selected.

To see the effect of the add operator, first select the range C3:C5. Press Ctrl+C to copy the selected range to the Clipboard. Select the range G3:G5. Click on the down arrow under the Paste button located under the Home

tab. From the drop down menu displayed, click on the Paste Special command.


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This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Add.



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The value in cell C3 (i.e. 1) is added to the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 1+2=3. The value in cell C4 (i.e. 2) is added to the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 2+4=6. The value in cell C5 (i.e. 3) is added to the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 3+6=9.

To see the effect of Subtract operations, click on the Subtract worksheet

tab.

Select the range C3:C5. Press Ctrl+C to copy the selected range to the Clipboard. Select the range G3:G5. Click on the down arrow under the Paste button located under the Home



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This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Subtract.



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The value in cell C3 (i.e. 1) is subtracted from the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 2-1=1. The value in cell C4 (i.e. 2) is subtracted from the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 4-2=2. The value in cell C5 (i.e. 3) is subtracted from the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 6-3=3.

To see the effect of Multiply operations, click on the Multiply worksheet

tab.




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This will display the Paste Special dialog box. Within the Operation section of the dialog box, select Multiply.



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The value in cell C3 (i.e. 1) is used to multiply the original contents of cell G3 (i.e. 2). So the result displayed in cell G3 is 2*1=2. The value in cell C4 (i.e. 2) is used to multiply the original contents of cell G4 (i.e. 4). So the result displayed in cell G4 is 4*2=8. The value in cell C5 (i.e. 3) is used to multiply the original contents of cell G5 (i.e. 6). So the result displayed in cell G5 is 6*3=18.

To see the effect of Divide operations, click on the Divide worksheet tab.




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This will display the Paste Special dialog box. Within the Operation

section of the dialog box, select Divide.



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The value in cell C3 (i.e. 1) is used to divide the original contents of cell G3 (i.e. 18). So the result displayed in cell G3 is 18/1=18. The value in cell C4 (i.e. 2) is used to divide the original contents of cell G4 (i.e. 18). So the result displayed in cell G4 is 18/2=9. The value in cell C5 (i.e. 3) is used to divide the original contents of cell G5 (i.e. 18). So the result displayed in cell G5 is 18/3=6.


Using Paste Special ‘values’. Open a workbook called Paste Special values. The worksheet contains

the following data.


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The cells in the range C7:I10 all contain functions that are used to work out the numbers displayed.

Select the range B7:I10.

Press Ctrl+C to copy the selected range to the Clipboard. Click on cell B13. Click on the Edit drop down menu and select the Paste Special

command. Click on the down arrow under the Paste button located under the Home



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This will display the Paste Special dialog box. Click on the Values

button, within the dialog box and then click on the OK button.

You will see a copy of the selected range displayed under the original data.


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Click within any of the cells within the range C13:I16 and you will see that each cell contains a value, not a function.


Using Paste Special transpose option. Open a workbook called Paste Special Transpose. Select the cell(s) containing the data you wish to copy to the Clipboard, in

this case the range A2:D6.

Press Ctrl+C to copy the selected range to the Clipboard.


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Select the cell you want to paste the copied data into, in this case click on cell A9.

Click on the down arrow under the Paste button located under the Home tab. From the drop down menu displayed, click on the Paste Special command.

This will display the Paste Special dialog box.

Select the Transpose check box and select OK. The data is transposed.


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