Excel2007 Advanced

8/9/2019 Excel2007 Advanced

1/108

Desktop Mentor

Excel 2007

Advanced


2/108

Excel 2007 Advanced

© Hewlett-Packard 2007 Page 1 of 107

Table of Contents

Importing Data from Access ................................................................................................................ 4

Importing Data into an Existing Workbook ....................................................................................... 4

Opening Access Databases ............................................................................................................. 6

Importing Data from the Web ............................................................................................................... 6

Importing Web Data .......................................................................................................................... 6 Saving a Web Query ........................................................................................................................ 7

Importing Text Files .............................................................................................................................. 9

Importing from Other Data Sources .................................................................................................. 10

Importing Data ................................................................................................................................ 10

Viewing Existing Connections ........................................................................................................ 12

Sorting Data ......................................................................................................................................... 13

Sorting Data .................................................................................................................................... 13 Sorting by Colour ............................................................................................................................ 15 Sorting on Multiple Fields ............................................................................................................... 15

Filtering Data ....................................................................................................................................... 16

AutoFilter ........................................................................................................................................ 16 Text AutoFilter ................................................................................................................................ 17

Number AutoFilter .......................................................................................................................... 18 Top 10 AutoFilter ........................................................................................................................... 19

Advanced Filter ............................................................................................................................... 20

Adding Subtotals ................................................................................................................................ 21

Grouping and Ungrouping Data ........................................................................................................ 23

Creating Pivot Tables ......................................................................................................................... 24

Creating a PivotTable ..................................................................................................................... 24 Hiding Entries ................................................................................................................................. 26 Drilling Down ................................................................................................................................... 27 Table Options ................................................................................................................................. 27

PivotTable Formatting .................................................................................................................... 29

Creating Pivot Charts ......................................................................................................................... 30

Creating a PivotChart ..................................................................................................................... 30

Hiding Entries ................................................................................................................................. 32

Freezing Panes .................................................................................................................................... 32

Database Functions ............................................................................................................................ 33

The Names Manager ........................................................................................................................... 35

Displaying the Name Manager ....................................................................................................... 35 Adding Range Names .................................................................................................................... 35

Removing Range Names ............................................................................................................... 36 Amending Range Names ............................................................................................................... 36

The Scenario Manager ........................................................................................................................ 37

Creating Scenarios ......................................................................................................................... 37 Displaying Scenarios ...................................................................................................................... 39 Summary Reports ........................................................................................................................... 39

Goal Seek ............................................................................................................................................. 40

Using the Goal Seeker ................................................................................................................... 40


3/108

Excel 2007 Advanced


Data Tables .......................................................................................................................................... 41

One Way Data Tables .................................................................................................................... 41 Two Way Data Tables .................................................................................................................... 42

Creating If Statements ........................................................................................................................ 44

Basic If Statements ......................................................................................................................... 44

If Statements with Multiple Conditions ........................................................................................... 45 Nested If Statements ...................................................................................................................... 46

Creating Lookup Statements ............................................................................................................. 46

VLOOKUP Functions ...................................................................................................................... 46 HLOOKUP Functions ..................................................................................................................... 47

Error Trapping ..................................................................................................................................... 48

Excel Error Messages .................................................................................................................... 49

Date and Text Functions .................................................................................................................... 49

Date Functions................................................................................................................................ 49

Text Functions ................................................................................................................................ 50

Auditing Workbooks ........................................................................................................................... 51

The Watch Window ............................................................................................................................. 52

Accessing Add-Ins .............................................................................................................................. 53

Calculation Options ............................................................................................................................ 55

Linking Formulas ................................................................................................................................ 56

Linking Formulas ............................................................................................................................ 56

Paste Link ....................................................................................................................................... 56

Maintaining Links ............................................................................................................................ 58

Adding Comments .............................................................................................................................. 59

Setting your User Name ................................................................................................................. 59

Adding Comments .......................................................................................................................... 59 Viewing Comments ......................................................................................................................... 60

Editing and Removing Comments .................................................................................................. 61 Printing Comments ......................................................................................................................... 61

Sharing a Workbook ........................................................................................................................... 62

Opening Workbooks Already in Use............................................................................................... 62 Sharing Workbooks ........................................................................................................................ 63 Sharing Conflicts............................................................................................................................. 64

Tracking Changes ............................................................................................................................... 65

Accepting and Rejecting Changes .................................................................................................... 66

Inspecting Workbooks ........................................................................................................................ 67

Restricting Permissions ..................................................................................................................... 69

Restricting Permission in a Workbook ............................................................................................ 69 Opening a Workbook with Restricted Permission .......................................................................... 71

Protecting Worksheets ....................................................................................................................... 72

Unlocking Cells for Editing .............................................................................................................. 73

Unprotecting Worksheets ............................................................................................................... 74

Protecting Workbooks ........................................................................................................................ 75

Creating a Document Workspace ...................................................................................................... 76

Saving to a Document Workspace .................................................................................................... 78

Data Consolidation ............................................................................................................................. 79


4/108

Excel 2007 Advanced


Data Validation .................................................................................................................................... 81

Setting Validation ............................................................................................................................ 81 Error Messages .............................................................................................................................. 82

Showing Invalid Data ...................................................................................................................... 84

Saving in HTML Format ...................................................................................................................... 85

Creating Themes ................................................................................................................................. 87

Applying Saved Themes..................................................................................................................... 90

Customising the Quick Access Toolbar ........................................................................................... 91

Recording Macros ............................................................................................................................... 92

Showing the Developer Ribbon ...................................................................................................... 92

Recording Macros........................................................................................................................... 93

Relative Recording .............................................................................................................................. 94

Running Macros .................................................................................................................................. 95

Assigning Macros to the Quick Access Bar..................................................................................... 96

Assigning Macros to the Keyboard ................................................................................................... 97

Creating Forms .................................................................................................................................... 99

Setting Form Control Properties ..................................................................................................... 100

Linking Forms to Cells .................................................................................................................. 100

Setting List Values ........................................................................................................................ 101 Adding Formulas to Show Form Results ...................................................................................... 102

Saving Templates .............................................................................................................................. 102

Creating Templates ...................................................................................................................... 103 Using Templates ........................................................................................................................... 103

Creating Default Templates .......................................................................................................... 104

Macro Security .................................................................................................................................. 105

Assigning Macros to Buttons and Images ..................................................................................... 106

Assigning Macros to Buttons ........................................................................................................ 106 Assigning Macros to Other Objects .............................................................................................. 107


5/108

Excel 2007 Advanced


Importing Data from Access

Importing Data into an Existing Workbook

If the data you wish to use exists in an Access database, it can be imported into Excel as follows:

Click in the first cell you wish to populate with the imported data

Click on the Data ribbon

Click on the From Access option in the Get External group

Locate the folder that contains the database you wish to open

Select the file you wish to open

Click on Open

If your database contains more than one object (table or query), you will be given a choice of the object to

open. Choose the object and click on OK.


6/108

Excel 2007 Advanced


The Import Data window will display. Click on OK to insert the data as a table in the selected cell.

If you wish to only import specific data from the database:

Click on the Properties button in the Import Data window

Click on the Definition tab

Click on the drop-down arrow of the Command Type box and choose SQL

In the Command Text box, type the SQL string for the data you wish to import. For example, toimport all data from the Hotels table that has a rating higher than 2:

Click on OK

Click on OK again to import the data


7/108

Excel 2007 Advanced


If the Access database changes, you can update the workbook by clicking on the Refresh All button on the

Data ribbon.

Opening Access Databases

You can also import an Access database by opening the file directly:

Click on the Office button and choose Open

Click on the drop-down arrow of the file type list and choose Access Databases

Locate the folder that contains the database you wish to open


Click on Open

If prompted, click on the Enable button to enable the data connection:

If your database contains more than one object (table or query), you will be given a choice of the object to

open. Choose the object and click on OK.

Importing Data from the Web

Importing Web Data

You can import data directly from any page on the Internet or your company intranet. Web queriescan be saved and run in as many worksheets as necessary, and can be refreshed to show the latestfigures quickly and easily.



Click on the From Web option in the Get External group


8/108

Excel 2007 Advanced


Your browser home page will be shown by default. Locate the page containing the data you wishto import, by typing the URL in the Address box and clicking on Go

On the web page, locate the table you wish to import

Click on the yellow arrow next to the table you want to import - you can select as many tables asrequired

Click on Import


To update the data in a web query, click on the Refresh All button on the Data ribbon.

Saving a Web Query

You can save a web query, to allow you to import the data into another worksheet quickly and easily.


9/108

Excel 2007 Advanced




Click on the From Web option in the Get External group

Locate the page containing the data you wish to import, by typing the URL in the Address box

and clicking on Go Click on the yellow arrow next to the table you want to import - you can select as many tables as

required

Click on the Save Query button along the top of the Web Query window

Type a name for the query, then click on Save

Web queries are saved with the .IQY file extension.

To re-use a saved web query:

Click on the Office button and choose Open

Click on the drop-down arrow of the file type list and choose Access Databases

Locate the folder that contains the web query - by default this will be under your name thenAppData\Roaming\Microsoft\Queries


Click on Open

If prompted, click on the Enable button to enable the data connection:


10/108

Excel 2007 Advanced


Importing Text Files

To import a text file into an existing workbook:



Click on the From Text option in the Get External group

Locate the folder that contains the text file you wish to open


Click on Import

The Text Import Wizard will be displayed. This helps you to arrange the data into appropriatecolumns, rather than all data appearing in a single column separated by commas.

Choose Delimited if the columns should be separated at a set symbol e.g. a comma or tab

Click on Next

Choose the delimiter character e.g. Comma

Ensure the sample displays correctly and click on Finish


11/108

Excel 2007 Advanced


You can also open a text file directly by clicking on the Office button and the Open commands.Choose to show Text Files then locate the file you wish to open.

Importing from Other Data Sources

Importing Data

If your data comes from a source other than Access, the Internet or a text file, you may be able to import

the data using the From Other Sources option.



Click on the From Other Sources option in the Get External group

Choose From Data Connection Wizard from the drop-down menu


12/108

Excel 2007 Advanced


Choose the kind of data connection you wish to make, then click on Next

Choose the file or server that contains the data you wish to import, then click on Next

If prompted, choose the table or object you wish to import, then click on Next

In the final step of the wizard, enter a file name for the connection, as well as a Friendly Name that can be used to identify the connection again at a later stage

Click on Finish when the data wizard is complete


13/108

Excel 2007 Advanced



Viewing Existing Connections

To view all of the external data connections in the current workbook, click on the Existing Connections

button on the Data ribbon.

All connections will be listed:


14/108

Excel 2007 Advanced


Open a previously used connection by clicking on the name in the Connection Files on thisComputer list and clicking on Open

Edit a connection already in the workbook by right-clicking on the name in the Connections inthis Workbook list and choosing Edit Connection Properties

Sorting Data

Sorting Data

It is not necessary to select the entire table before sorting it.

Click anywhere within the column to be sorted

On the Home ribbon, click on the Sort and Filter button in the Editing group

The menu options will differ depending on the type of data your column contains:


15/108

Excel 2007 Advanced


If sorting a column containing text, choose Sort A-Z or Sort Z-A as required

If sorting a column containing values, choose Sort Smallest to Largest or Sort Largest toSmallest as required

If sorting a column containing dates, choose Sort Oldest to Newest or Sort Newest to Oldest asrequired

The field names will remain at the top of the list and all records will be sorted in order of the column

containing the active cell.

Note: Even if you select a specific range in the table, all rows will be sorted when you choose the Sort

command.

You can also sort the table by clicking on the drop-down arrow next to the heading of the column you wish

to sort, then choosing the required sort option from the top of the menu:


16/108

Excel 2007 Advanced


Sorting by Colour

You can also sort a table by colour, so that cells with a specific text or fill colour will appear together at the

top of the table.

Click anywhere within the column to be sorted

On the Home ribbon, click on the Sort and Filter button in the Editing group

Choose Sort by Colour

Choose the Fill or Text colour to move to the top of the table

Sorting on Multiple Fields

The sort buttons can also be used to sort in order of more than one field. For example, to sort the following

list in descending order of Airport, with the same airports grouped in descending order of Price:

First click anywhere in the Airport column and use the Sort Z-A command

Next, click in the Price column and use the Sort Largest to Smallest command


17/108

Excel 2007 Advanced


You can also use the Sort button on the Data ribbon to sort by multiple levels:

Click on the drop-down arrow of the Sort By field and choose the first field to sort by

Change the Order if required

Click on the Add Level button

Click on the drop-down arrow of the Then By field and choose the second field to sort by

Again, change the Order if required

Repeat the above 3 steps for each level you wish to add

Click on OK to sort the data

Filtering DataAutoFilter

To use AutoFilter:

If the list does not show arrows next to each heading, turn AutoFilter on by clicking on the Data ribbon, then on the Filter button in the Sort & Filter group

Click on the drop-down arrow in the heading of the column you wish to filter

A list will display all values currently in the column - uncheck all values you want to hide from thelist

Click on OK


18/108

Excel 2007 Advanced


To re-display all data:

Click on the same drop-down arrow and choose (Select All)

Click on OK to show all data

Text AutoFilter

If the column you are filtering contains text, you can use the Text Filters option to apply custom filtering to

the list. Custom filters allow you set specific criteria to be matched e.g. all entries containing a specific

word, or all entries that end in specific characters.


Click on Text Filters

Choose the type of comparison you wish to make e.g. Contains or Ends With


19/108

Excel 2007 Advanced


Click in the empty box in the top right of the dialog box and enter the text you wish to match

To add a further condition, click on And if both conditions must be met, or click on Or if eithercondition can be met

Click on the drop-down arrow in the second line and choose the next comparison you wish tomake

Click in the box next to this and enter the text you wish to match

Click on OK when complete

For example: The following would show all records that had the word "London" in this field, but only if they

also started with "North".

Number AutoFilter

If the column you are filtering contains values, you can use the Number Filters option to apply custom

filtering to the list e.g. to find all entries greater than 100, or between 50 and 75.


Click on Number Filters


20/108

Excel 2007 Advanced


Choose the type of comparison you wish to make e.g. Greater Than or Between

Click in the empty box in the top right of the dialog box and enter the value you wish to match

To add a further condition, click on And if both conditions must be met, or click on Or if eithercondition can be met

Click on the drop-down arrow in the second line and choose the next comparison you wish tomake

Click in the box next to this and enter the value you wish to match


Top 10 AutoFilter

The Top 10 option allows you to choose the top or bottom number of records in a field - you could use it to

find the top 10 sales or the bottom 5% of salaries.

In the first box, choose whether to show the top or bottom items from the list

Choose the number of items to display

Choose whether to show the specific number of Items or the specified Percent

Click on OK


21/108

Excel 2007 Advanced


The Above Average and Below Average commands require no further input. These will work out the

average value in the column, then show all records that have a value above or below this.

Advanced Filter

Advanced filtering is used with more complex criteria or if you wish to copy the filtered list to another

location in the workbook. There are three ranges that are needed to perform an Advanced Filter:

Range Description

List Range This is the entire data list that you wish to filter - all matching records will befound in this range

Criteria Range This is the area of the worksheet in which you specify what data you want tofind in the data list e.g. all clients in London or all accounts with a balanceexceeding £1000.

Copy To Range All records of the database range that match the specified criteria will be copied

here

Before filtering the list, set up the Criteria range. This should contain the relevant column headings in the

first row and the criteria itself on the following lines. Multiple lines of criteria can be entered, but care should

be taken that conditions are placed on the correct line:

If both conditions must be met, these should be placed on the same line. The following criteria willonly show Excel courses if they had a level of Advanced:

If either condition can be met they should be placed on separate lines. The following criteria willfind all Excel courses, regardless of their level, as well as all Advanced courses, regardless oftheir subject:

To filter the list:

Click anywhere in the list you wish to filter

On the Data ribbon, click on the Advanced button in the Sort & Filter group

Choose to Copy to another location


22/108

Excel 2007 Advanced


Click in the Criteria box, then select the range you have set your criteria in, including the fieldnames

Click in the Copy To box, then click on the cell you wish the matching data to be extracted to

Click on OK

To filter records to a different worksheet, click on the cell you wish to filter to, then click on the Advanced

button on the Data ribbon. Choose Copy to Another Location, then enter the data list and criteria ranges.

Enter the cell on the current sheet you wish to filter to, then click on OK.

Adding Subtotals

This feature automatically calculates totals in the specified column. If the data is sorted correctly,subtotals will be given for each group of records, with a grand total at the end.

Sort the data list in the required order and click anywhere in the list


Click on the Subtotal button in the Outline group

In the At each change in box, specify the field to be grouped for subtotals In the Use Function box, choose the function you want to use the summarise the data in each

group

In the Add subtotal to list, check each numeric field that you wish to show a total for

Click on OK


23/108

Excel 2007 Advanced


An outline is created automatically.

Click on level 1 to display the grand total only

Click on level 2 to display sub totals and the grand total

Click on level 3 to display all data and totals

Click on the - symbol next to a group to collapse that group, showing on its total

Click on the + symbol next to a hidden group to show all data again

To remove subtotals from a list, click on the Subtotals button on the Data ribbon, then onRemove All.


24/108

Excel 2007 Advanced


Grouping and Ungrouping Data

You can group and ungroup data in a list to create an outline.

Grouping will read the summary columns and rows in the worksheet i.e. those containing totals, andplace these into the highest level of the outline. Detail columns and rows i.e. those containing thenumbers to be summed, are placed into the lowest level.

There can be up to 8 levels in an outline.

Create the worksheet in the normal way, ensuring all formula are entered correctly and eitherbelow or to the right of the detail


Create an outline by clicking on the Group button in the Outline group

Choose Auto Outline

In the following example, rows 5 and 10 contain subtotals, with row 12 containing the sum of thesesub totals. Column E contains a total for each row. When an Auto Outline is applied, these totals areput into levels as follows:

An outline is created automatically.

Click on a level number to hide all data to that level for a column or row

Click on the - symbol next to a group to collapse that group, showing on its total

Click on the + symbol next to a hidden group to show all data again

To remove the outline:



25/108

Excel 2007 Advanced


Create an outline by clicking on the Ungroup button in the Outline group

Choose Clear Outline

Press [Ctrl 8] to hide or display the outline symbols quickly.

Creating Pivot Tables

A PivotTable is a table used to summarise and analyse data from an existing list or worksheet. APivotTable is made up of row headings, column headings and intersecting summary data.

This data list:

Could be used to produce this PivotTable:

Creating a PivotTable

To create a PivotTable from a data list or table of information:

Click on any cell of the list or table

Click on the Insert ribbon

Click on the PivotTable button in the Tables group


26/108

Excel 2007 Advanced


Ensure the data list range is correct

Choose the location for the PivotTable. Choose New Worksheet to place the PivotTable on a newworksheet in the current book or Existing Worksheet to place the PivotTable on an existing sheet

Click on OK

A blank PivotTable is created in the location specified, with a task bar on the right-hand side where the

PivotTable is built:

To add a field to the PivotTable, drag the field from the field list to the relevant area of the task pane.

Choose the field you wish to summarise by column, and drag this to the Column Labels box

Choose the field you wish to summarise by row and drag this to the Row Labels box

Choose the field that contains the values you wish to summarise for each column and rowheading and drag this to the Values box


27/108

Excel 2007 Advanced


As you add fields to the task pane, the PivotTable will build automatically on the worksheet.

Hiding Entries

The PivotTable need not include all data from the underlying list - it is possible to hide specific categories or

entries.

Click on the drop-down arrow of the field used to summarise by row or column - all entries in thatfield will be displayed

Click on the check box of each item you wish to exclude



28/108

Excel 2007 Advanced


Drilling Down

Drill Down allows you to double click on any of the summary figures of a PivotTable to view the details that

make up this figure. Double clicking on a sum, for example, would show all figures (and the records) that

make up the sum.

Double click on the figure you wish to view the detail of

A new sheet will be created containing the records

For example, double-clicking on the Heathrow total in the example given at the top of this page would show

the following detail sheet:

The sheet can be deleted if no longer required. Right-click over the sheet tab and choose Delete from the

shortcut menu to do this.

Table Options

To change the function used to summarise the table:

Click on any value in the PivotTable

Click on the Design ribbon

Click on the Field Settings button in the Active Field group

Choose the function you wish to use to summarise the data

Click on OK


29/108

Excel 2007 Advanced


Additional PivotTable options can be set as follows:

Click on the Options button in the PivotTable group of the Design ribbon

To enter a default value into empty cells, or cells containing errors, enter the appropriate values inthe Format boxes


30/108

Excel 2007 Advanced


Click on the Totals & Filters tab and choose whether to show grand totals for columns and/orrows

Click on the Data tab and choose whether to refresh the PivotTable automatically each time it'sopened

Click on OK when all options have been set

If the original data in the worksheet is changed, the PivotTable will NOT automatically update. To update the

PivotTable, select any cell in the table and click in the Refresh button on the Options ribbon.

PivotTable Formatting

The Layout ribbon can be used to format the PivotTable once it's been created.

Click on the Layout ribbon

Click on the drop-down arrow of the PivotTable Styles list

Choose the style you wish to apply to the table


31/108

Excel 2007 Advanced


Creating Pivot Charts

A pivot chart is used to summarise and analyse data from an existing list or worksheet. A pivot chartis made up of series fields, category fields and page fields.

This data list:

Could be used to produce this PivotChart:

Creating a PivotChart

To create a PivotChart from a data list or table of information:

Click on any cell of the list or table

Click on the Insert ribbon

Click on the drop-down arrow of the PivotTable button in the Tables group

Ensure the data list range is correct

Choose the location for the PivotChart. Choose New Worksheet to place the PivotChart on a newchart sheet in the current book or Existing Worksheet to place the PivotChart as an object on anexisting sheet

Click on OK


32/108

Excel 2007 Advanced


A blank PivotTable and PivotChart is created, with a task bar on the right-hand side where the PivotChart isbuilt:

To add a field to the PivotChart, drag the field from the field

list to the relevant area of the task pane.

Choose the field you wish to show in the legend anddrag this to the Legend Fields box

Choose the field you wish to show along the categoryaxis of the chart and drag this to the Axis Fields box

Choose the field that contains the values you wish toplot on the chart and this to the Values box

As you add fields to the task pane, the PivotTable andPivotChart will build automatically on the worksheet.


33/108

Excel 2007 Advanced


Hiding Entries

The PivotChart need not include all data from the underlying list - it is possible to hide specific categories or

entries.

On the PivotChart Filter Pane, click on the drop-down arrow of the Axis Field or Legend Field -whichever you wish to hide entries from

Click on the check box of each item you wish to exclude


Freezing PanesIf your data list contains more records than will fit on a single screen, you will have to scroll down toview records that appear towards the end of your list. As you scroll down, you will lose the headingsat the top of the list.

To solve this problem, you can freeze your headings on screen so that they always show alongthe top.

Click on the View ribbon

Click on the drop-down arrow of the Freeze Panes button

Choose Freeze Panes to freeze all rows above the active cell, and all columns to the left of theactive cell or

Choose Freeze Top Row to freeze the top row of the data list or

Choose Freeze Left Column to freeze the left column of the data list


34/108

Excel 2007 Advanced


Unfreeze the titles by clicking on the drop-down arrow of the Freeze Panes button and choose the Unfreeze

Panes option.

Database Functions

Database functions are used to analyse relevant records in a data list. Only the records that matchthe specified criteria will be analysed - any records that don't match this criteria will be ignored.

The following functions can be used to analyse a data list.

Function Example Description

DSUM =DSUM(Database, "Field",Criteria)

Adds the contents of the specified field of thedatabase, but only for those records that matchthe criteria.

DAVERAGE =DAVERAGE(Database, "Field",Criteria)

Finds the average of the specified field of thedatabase, but only for those records that matchthe criteria.

DMAX =DMAX(Database, "Field",Criteria)

Returns the largest value in the specified field ofthe database, but only for those records thatmatch the criteria.

DMIN =DMIN(Database, "Field",Criteria)

Returns the smallest value in the specified fieldof the database, but only for those records thatmatch the criteria.

In the following example, the area shaded in yellow is the database range, while the area shaded in

blue is the criteria. The DSum command is used in the pink shaded area to calculate the total balanceof all customers in London:


35/108

Excel 2007 Advanced


When using database functions, range names can be used to save time and make the formulaseasier to create.

Select the database range

Click in the name box above the column headings and type a name for the range e.g. data

Press [Return]

Select the criteria range Click in the name box above the column headings and type a name for the range e.g. criteria

Press [Return]

Once the names have been applied, they can be used in the formula as required. The followingformula would calculate the average balance of all records in the range named data that matchthe criteria in the range named criteria:

=DSUM(database,"balance",criteria)


36/108

Excel 2007 Advanced


The Names Manager

Range names can be set to refer to any range of cells. The Name Manager allows you to check the

value and formula entered in named ranges, even if these cells are no longer in view on yourworksheet. You can also use the Name Manager to edit and delete range names.

Displaying the Name Manager

To display the Name Manager:

Click on the Formulas ribbon

Click on the Name Manager button in the Defined Names group

The Name Manager will be displayed:

Adding Range Names

To add a range name to the worksheet:

Click on the New button

Enter a range name in the Name box

Choose the Scope for the name i.e. how the name will be accessible. Choose Workbook if youwish to be able to refer to the name from any sheet of the workbook

Add any comments to describe the range

Click in the Refers To box, then select the range that the name should refer to in the worksheet

Click on OK


37/108

Excel 2007 Advanced


You can show the Name Manager on any sheet to see the values in the named ranges in your worksheet.

Removing Range Names

To remove a range name from the worksheet:



Select the name you wish to remove

Click on the Delete button

This will remove the name from the cell, but leave the cell as is on the worksheet.

Amending Range Names

To amend the range that a name is referring to:



Select the name you wish to amend

Click in the Refers To box at the bottom of the Name Manager and amend the range as required

Click on the tick button to save the change to the range


38/108

Excel 2007 Advanced


The Scenario Manager

A scenario is a named set of values that can be substituted into a range of a worksheet. Any formula

referring to this range will be updated accordingly. The Scenario Manager is extremely useful forcomparing the impact of different sets of values on the rest of the worksheet.

This worksheet shows a best-case scenario for profit, with high revenue and comparatively low cost. Cells

B1 and B2 could be saved as a scenario called Best.

This version of the same worksheet shows a worst-case scenario, with low revenue and high cost. Cells B1

and B2 could be saved as a scenario called Worst.

You could switch between the scenarios easily, to see how each impacts all formulas on the worksheet.

Creating Scenarios

To create a scenario:

Select the cells you wish to save as a scenario


Click on the What-if Analysis button in the Data Tools group

Choose Scenario Manager

The Scenario Manager will display - click on the Add button to add a new scenario

Enter a name for the scenario in the Scenario Name box

Ensure the Changing Cells box refers to the correct range in the worksheet

Click on OK


39/108

Excel 2007 Advanced


The Scenario Values box will display. Enter the values you want to store in the selected cells for thisscenario

To create another scenario for the same range, click on Add

Enter a new Scenario Name and click on OK

The Scenario Values box will display. Enter the values you want to store in the selected cells forthis scenario

Repeat the above steps to add more scenarios for the same cells, or click on OK when complete

Click on Close to return to the worksheet


40/108

Excel 2007 Advanced


Displaying Scenarios

To display a particular scenario in your worksheet:



Choose Scenario Manager

Choose the scenario you wish to display, then click on Show

You can remove a scenario in the Scenario Manager window by clicking on the name of the scenario, then on

the Delete button.

Summary Reports

The Summary button in the Scenario Manager window can be used to print summary reports about the

scenarios in the worksheet and their associated values.

The following reports can be displayed:

Report Description

Summary Select this option to create an outlined summary report on a separate sheet of theworkbook. The summary report will show the current values in the changing cells,the values in each scenario and any cells that are affected by the scenarios

PivotTable Select this option to create a pivot table on a separate worksheet. This pivot tablewill contain a page field listing all users that have created scenarios in theworksheet


41/108

Excel 2007 Advanced


Goal Seek

The Goal Seek command is used to change the result of a formula by changing the value of a cell that

the formula is dependent on.

Imagine you know the required profit to be made in a certain month, and would like to know thesales needed to make that profit.

Cell B1 contains the sales figure as a normal value

Cell B2 calculates the cost of sales at 35% of the sales figure using the formula =B1*35%

Cell B3 calculates the profit as sales less cost using the formula =B1-B2

The goal seek command could be used to change the profit (B3) to a particular result byincreasing or decreasing the sales, and therefore also changing the cost.

Using the Goal Seeker

To use the Goal Seek command to change your formula's result:

Select the formula you wish to change the result of



Choose Goal Seek

Click in the To Value box and type the desired result for the selected formula

Click in the By Changing Cell box and either type or select the cell that should change to updatethe formula result

Click on OK to show the proposed result

Choose OK to set the proposed value, or Cancel to leave as is


42/108

Excel 2007 Advanced


The Goal Seek command allows you to change only one value to reach your desired goal.

Data Tables

Data tables can supply several answers to a calculation by substituting different values into a formula. A one-way data table is used to substitute only one value of the formula, while a two-way data table isused to substitute two values.

One Way Data Tables

One way data tables are used when we have only one value that differs in each formula. In the following

example, we want to work out multiple prices, each based on a different discount percentage.

In this example, the formula in cell B4 calculates the price multiplied by the discount using the formula

=B1*B2. B2 will become the input cell that all values in the first column of the data table range (A4:B11) will

be substituted into in turn.

To create the data table:

Enter the range of substitute values into a single column (as we have in cells A5 to A11 above)

In the row above and one column to the right of this column, enter the first formula to becalculated. At the place in the formula where the value should be substituted, use the address ofany cell outside the data table area. This is known as the input cell, and our input cell in the aboveexample is B2

Type any other formula to be calculated to the right of the first. Use the same input cell in eachformula

Select the range of cells containing the substitute values and formulas but not the input cell

(A4:B11 in the above example)




43/108

Excel 2007 Advanced


Choose Data Table

Click in the Column Input Cell box and type the reference of the input cell

Click on OK to calculate all results

For the above example, the following results would be shown:

Two Way Data Tables

Two way data tables are used when we have two values that differ in each formula. In the following

example, we want to work out multiple prices, each based on a different discount percentages and different

starting prices.

In this example, the formula in cell A4 calculates the price multiplied by the discount using the formula

=B1*B2. Both B1 and B2 will become input cells. The first row of values (B4:F4) will be substituted into cell

B1, while the first column of values (A5:A11) will be substituted into B2.


44/108

Excel 2007 Advanced


To create the data table:

Enter the first set of substitute values in a single row (as we have in cells B4:F4 above)

Enter the second set of substitute values in a single column (as we have in cells A5:A11 above)

In the corner cell type the formula to be calculated. At the place in the formula where the valuefrom the first or second set should be substituted, use the address of any cells outside the datatable area. Different input cells must be used for each set of values

Select the range of cells containing the substitute values and formulas but not the input cells(A4:F11 in the above example)



Choose Data Table

Click in the Row Input Cell box and type the reference of the first input cell (B1 in our example)

Click in the Column Input Cell box and type the reference of the second input cell (B2 in ourexample)

Click on OK to calculate all results


45/108

Excel 2007 Advanced


For the above example, the following results would be shown:

Creating If Statements

Basic If Statements

The =IF function performs a conditional calculation. The function tests a condition to see whether it is true

or false. One result is displayed if the condition is true, another if it is false.

The syntax is =IF(Condition, Result if True, Result if False)

The standard comparison operators are used to enter the condition:

Operator Meaning

= Equal to

> Greater than

>= Greater than or equal to

< Less than


46/108

Excel 2007 Advanced


For example:

If the figure in cell A1 is greater than 2000, the current cell should calculate 5% of the figure in A1. If not,

the current cell should contain zero.

If Statements with Multiple Conditions

The And( ) and Or( ) functions are used to test more than one condition at the same time. The And()

function is used to test multiple conditions when ALL conditions must be met for the condition to be true.

The syntax of the AND statement is: =IF(AND(Condition 1, Condition 2), Result if True, Result if False)

The OR() function is used to test multiple conditions when only ONE of the conditions must be met for the

condition to be true.

The syntax of the OR statement is: =IF(OR(Condition 1, Condition 2), Result if True, Result if False)

To enter an IF statement using AND() or OR():

Click in the cell to contain the formula result

Type =IF and open brackets (

Type And if all conditions should be met, or Or if only one condition should be met, then open afurther set of brackets (

List all conditions separated by commas and close brackets )

Type a comma and the result to be shown if ALL conditions are met (if using And) or only onecondition is met (if using Or )

Type another comma and the result to be shown if the conditions are not met

Close brackets ) to end the formula

For example:

If both figures in cell A1 and A2 are greater than 2000, the current cell should calculate 5% of the sum of

these figures. If either is less than 2000, the current cell should contain zero.


47/108

Excel 2007 Advanced


Nested If Statements

Nested =IF statements are used when more than one result can be given depending on the criteria met.

Instead of a single result if true or false, another IF statement is started and another condition tested.

There can be up to 7 levels of nesting in an IF statement:

Click in the cell to contain the formula result

Type =IF and open brackets (

Type the first condition to be tested and type a comma

If the result if true is a value or formula, type the value or formula and type a comma. If anothercondition should be tested, type the IF statement including the result if true and result if false.Close the brackets of the nested IF

Type a comma and enter the main statement's result if false. If this is a value or formula, type thevalue or formula. If another condition should be tested, type the IF statement including the resultif true and result if false. Close the brackets of the nested IF and the main IF.

For example:

If the figures in cell A1 is greater than 2000, 200 is returned. If not, it is tested again. If it is greater than

1000, 100 is returned. If not, 0 is returned.

Creating Lookup Statements

Lookup functions are similar to =IF functions in that they return a value based on a condition. Thefunction looks for the criteria in a table of values and returns the matching value from that table.

VLOOKUP Functions

VLOOKUP is used when the lookup table is entered in columns (i.e. vertical).

The following example will look up the value of B1 in the table stored in D2:F6. The result in the third

column of the corresponding row will be displayed.


48/108

Excel 2007 Advanced


To enter a VLOOKUP function:

Click on the cell to contain the formula result

Type =VLOOKUP and open brackets (

Click on or type the reference of the lookup cell and type a comma

Select or type the range of the table containing the values. The first column of this table shouldcontain the values to be matched and should be displayed in ascending order. If the range hascolumn headings, these should not be included in the selection

Type a comma, then type the number of the column that contains the value to be displayed (1being the left-most column)

Close brackets )

Press [Enter]

If the function cannot find an exact match for the lookup value, it finds the largest value that is less than the

lookup value.

Using the above example, if cell B1 contained 8, the value 2700 would be returned, even though there is no

application with a code of 8. As 5 is the closest match, the value of this application is given.

This default can be changed by adding FALSE to the end of the lookup statement. Instead of returning the

closest match, an error message will be returned if an exact match is not found.

Using the above example, the function could be updated to: =VLOOKUP(B1,D2:F6,3,FALSE)

HLOOKUP Functions

HLOOKUP is used when the lookup table is entered in rows (i.e. horizontal).

The following example will look up the value of B1 in the table stored in D2:F6. The result in the third

column of the corresponding row will be displayed.

To enter a HLOOKUP function:

Click on the cell to contain the formula result

Type =HLOOKUP and open brackets (

Click on or type the reference of the lookup cell and type a comma

Select or type the range of the table containing the values. The first row of this table shouldcontain the values to be matched and should be displayed in ascending order. If the range hasrow headings, these should not be included in the selection

Type a comma, then type the number of the row that contains the value to be displayed (1 beingthe top row)

Close brackets )

Press [Enter]


49/108

Excel 2007 Advanced


Error Trapping

Excel has a number of functions that can be used to find errors and other types of values in cells. Each

function returns TRUE or FALSE depending on whether the error or value is found in the cell.

Available functions:

Function Description

=ISBLANK(cell) Returns TRUE if the specified cell is blank

=ISERROR(cell) Returns TRUE if the specified cell contains an error

=ISERR(cell) Returns TRUE if the specified cell contains an error other than #N/A

=ISTEXT(cell) Returns TRUE if the specified cell contains text

=ISNUMBER(cell) Returns TRUE if the specified cell contains a number

For example:

Cell B1 contains the =ISERROR(A1) function and returns true as there is an error in cell A1

Cell B2 contains the same function and returns false as there is no error in cell A2

Cell B3 contains the =ISNUMBER(A3) function and returns true as there is a number in cell A3

Cell B4 contains the same function and returns false as there is no number in cell A4

Error functions are often combined with IF statements to give different results in a cell depending on

whether a condition is true or false.

For example:

The following example attempts to divide cell A1 by B1. If the division would return an error, the cell will

remain blank. If the division will not return an error, the result will be displayed. This formula has been

copied to the next row, which is blank as an error has occurred when attempting to divide by 0.


50/108

Excel 2007 Advanced


Excel Error Messages

The following error messages occur when entering a formula in Excel:

Error Meaning

#### This is not actually an error message but simply means that the column is not wideenough to display the result of the formula - widening the column will fix the error

#DIV/01 The formula is trying to divide by 0. This error can also occur if you are dividingtext rather than values

#N/A No value is available. This error commonly occurs in Lookups when the lookup celldoes not yet contain a value

#NAME? This formula is either referencing a range name that does not exist or is using afunction which is misspelled e.g. =SUMM instead of =SUM

#NUM! There is a problem with a number in the formula. This is often caused by a functionusing an unacceptable argument e.g. using a negative number in a function that

will only accept positive numbers

#REF! The formula refers to a cell that is not valid. This can be caused by deleting cellsthat other formulas refer to or pasting moved cells over cells that other formulasrefer to

#VALUE! An incorrect argument has been used. This can be caused by referencing a rangeof cells when a single cell is required or referencing text when a number is required

Date and Text Functions

Date Functions

The following functions can be used to insert dates and times into the worksheet:

Function Description

=today() Returns the current date which will update each time the file is opened

=now() Returns the current date and time which will update each time the file isopened

The following functions can be used to manipulate dates in the worksheet:

Function Syntax Description

Day =DAY(date) Returns the day number from the specified date, from 1 to 31

Month =MONTH(date) Returns the month number from the specified date, from 1(January) to 12 (December)

Year =YEAR(date) Returns the year as a value e.g. 2007

Weekday =WEEKDAY(date) Returns a value representing the day of the week that thedate falls on, where 1 is Sunday and 7 is Saturday

Weeknum =WEEKNUM(date) Returns the week number in the year, from 1 to 52

Remember you can find out the number of days between two dates by subtracting the earlier date from the later

date.


51/108

Excel 2007 Advanced


Text Functions

As well as manipulating values in a spreadsheet, it is also possible to create formula to manipulate text. For

example, two or more cells can be concatenated using the & operator. In the following spreadsheet, the

name and surname have been concatenated to return the full name:

Whenever text or spaces are added to the formula, be sure to enclose these in quotation marks. Quotation

marks are never needed for cell references or range names.

The following text functions can also be used to manipulate text in cells.

Function Syntax Description

Find =FIND("Text", Reference) Searches for Text in thereferenced cell and returns thecharacter number where the textstarts

Replace =REPLACE(Reference, Starting Cell, Number,"Text")

From the starting character, thespecified number of characterswill be replaced with the Text.

The new cell content is returned.Len =LEN(Reference) Returns the number of

characters in the specified cell

Trim =TRIM(Reference) Returns the cell contents with allextra spaces removed

Left =LEFT(Reference, Number of Characters) Returns the specified number ofcharacters from the left of thespecified cell

Right =RIGHT(Reference, Number of Characters) Returns the specified number ofcharacters from the right of thespecified cell

Mid =MID(Reference, Starting Character, Number ofCharacters)

Returns the specified number ofcharacters from the givenstarting position of the cell

Upper =UPPER(Reference) Returns the content of the cell inupper case

Lower =LOWER(Reference) Returns the content of the cell inlower case

Proper =PROPER(Reference) Returns the content of the cell inproper case (initial caps)


52/108

Excel 2007 Advanced


Auditing Workbooks

The Formula Auditing group on the Formulas ribbon is used to trace cells and errors in a worksheet.

To trace precedents, the cells that the selected formula refers to, click on a formula and then onthe Trace Precedents button on the Formulas ribbon

To trace dependents, cells that contain formulas that refer to the active cell, click on any cell andthen on the Trace Dependents button on the Formulas ribbon

Click on the Remove All Arrows button to remove tracing arrows

The Formula Auditing group also contains a button that can be used to trace errors. This featurewill try to locate the cell that is causing the error in the formula.

Click on the cell that contains the error

Click on the drop-down arrow of the Error Checking button on the Formulas ribbon

Choose Trace Error


53/108

Excel 2007 Advanced


Arrows will show the cells that the formula refers to, which should allow you to see where the errorlies:

Use the Show Formulas button on the Formulas ribbon to replace formula results with the formulas

themselves, for evaluation and checking purposes.

The Watch Window

The Watch Window allows you to check the value and formula entered in specific cells, even if thesecells are no longer in view on your worksheet. The watch window updates automatically as the cellschange, allowing to you see at a glance what their results are.

To show the watch window:


Click on the Watch Window button in the Formula Auditing group

The watch window will display:

You can move the watch window by dragging the title bar of the window to a new position.

To add a cell to the watch window, so that you can always see the value in that cell:

Click on the cell you wish to add to the watch window

Click on the Add Watch button near the top left of the watch window

Click on Add to confirm the cell to be added


54/108

Excel 2007 Advanced


You will be able to see the workbook name, sheet name, any range names applied to the cell, thecurrent value and any formula entered in the cell:

To remove a cell from the watch window, click on the cell reference, then on the Delete Watch

button.

Close the watch window using the X in the top-right corner of the window.

Accessing Add-Ins

An Add in is a small program that allows you to add additional features and custom commands to Excel

2007.

Some standard Add-ins are available with Excel but you will need to install them after you have installed

the Excel program. In order to access the Excel Add-ins you will need to have the original Microsoft Office

disks, or have access to the Internet to obtain the add-ins from Microsoft's web site.

The following standard Excel add-ins are available:

Add-In Description

Analysis ToolPak Adds, Financial, statistical and analysis tools and functions

Analysis ToolPak

VBA

Allows developers to use the analysis ToolPak features in their macros and

solutions

Conditional SumWizard

Creates a formula that sums data in a list if it matches your specified criteria

Euro CurrencyTools

Formats values in Euros and allows the EUROCONVERT function to work

Internet AssistantVBA

Allows developers to publish Excel VBA code and programs to the Web

Lookup Wizard Creates a formula to look up data in a list by using another known value in thatlist

Solver Add-In Allows users to add in complex business scenarios and work out solutions,

based on adjustable cells and constraints

Additional Add-Ins are available from the Microsoft Web site at www.microsoft.com

http://www.microsoft.com/http://www.microsoft.com/http://www.microsoft.com/http://www.microsoft.com/


55/108

Excel 2007 Advanced


To install an Excel add-in:

Click on the Office button, then on the Excel Options button

Click on the Add-Ins menu option on the left-hand side of the window

Click on the Go button next to Manage Excel Add-Ins

Check each add-in you wish to install

Click on OK

You will be asked to confirm that you wish to install each add in - click on Yes to continue:


56/108

Excel 2007 Advanced


The add-in will be installed:

Calculation Options

Excel 2007 will automatically update all calculations in your workbook each time it is opened. Theworkbook will also recalculate each time you enter a new formula, to ensure all other formulas in theworksheet are up-to-date.

If your spreadsheet is large and contains many formulas, this can result in waiting time while Excelupdates all formulas. If you prefer, you can set the Excel to manual calculation - all formulas will onlyupdate when you specify they should.

To set the calculation type:


Click on the drop-down arrow of the Calculation Options button

Choose Manual

Once the calculation has been set to manual, you can choose to re-calculate when it suits you.

To recalculate and update all formulas, either:

Click on the Calculate Now button on the Formulas ribbon to recalculate the entire workbook

Click on the Calculate Sheet button on the Formulas ribbon to recalculate the current worksheetonly

You can also use the following shortcuts to recalculate:

Keystroke Action

F9 Calculate workbook

Shift F9 Calculate current worksheet only


57/108

Excel 2007 Advanced


Additional calculation options can be set by clicking on the Office button, then on the Excel Options button.

Click on the Formulas menu on the left-hand side of the window.

Linking FormulasLinking Formulas

It is possible to include cells from any sheet in a formula.

For example, the formula =A3-B3 refers to these cells on the current sheet but can be changed to

=Sheet1!A3-Sheet2!B3 to refer to cells on sheets 1 and 2, regardless of the sheet in which the formula is

typed.

It is also possible to refer to a range of cells spanning several sheets. The following formula will sum the

values in cell A3 of all sheets, from the sheet named January to the sheet named June:

A link to another workbook can also be created by entering a reference to the target range using the

syntax: =[file.xls]sheet!cell. In the following example, the formula refers to cell A10 on the sheet named

Jan in the sales.xlsx file stored in the same directory as the current workbook.

Paste Link

Data can be linked from one worksheet to another, even if the sheets are not in the same workbook.

The original data is known as the source while the copy is known as the target or destination. Whenever

the source changes, the target will be updated accordingly.

Select the source data

Click on the Copy button on the Home ribbon, or press [Ctrl C]


58/108

Excel 2007 Advanced


Select the target cell for the data to start in

Click on the drop-down arrow of the Paste button on the Home ribbon

Choose Paste Special

Click on the Paste Link button in the Paste Special window

The data will be copied and linked to the original workbook. If the original changes, the target will update when it

is next opened.


59/108

Excel 2007 Advanced


Maintaining Links

Worksheet links are updated each time the target file is opened or recalculated. If the source file's location

changes, it can be edited so further updates can be made:


Click on the Edit Links button in the Connections group

All links will be listed in the Edit Links window:

If the file has moved, click on the Change Source button and locate the moved file. Click on OK

To check the status of the link, click on the Check Status button. You will be told if the source isOK or cannot be found

To stop linking to a file, click on the link, then on the Break Link button. Click on Break Links toconfirm this

Click on Close to return to the worksheet


60/108

Excel 2007 Advanced


Adding Comments

Comments can be attached to any cells in the worksheet to add explanations about formula,

worksheet layout, etc.

Setting your User Name

By default, comments will display the name of the user that inserted the comment. Ensure the correct user

name is set before inserting a comment.

Click on the Office button

Click on the Excel Options button

With the Popular menu selected on the left-hand side of the window, click in the User Name box

Enter your user name, then click on OK

Adding Comments

To insert a comment:

Click on the cell you want to add a comment to

Click on the Review ribbon

Click on the New Comment button in the Comments group

A new comment will be created containing your User Name which can be selected and deleted oredited as required

Type the comment text

Click on any cell in the worksheet to secure the comment


61/108

Excel 2007 Advanced


Press [Shift F2] to quickly add a comment to the active cell.

Viewing Comments

A red triangle will display in the corner of a cell that contains a comment:

The comment will display when the mouse is positioned over the cell:

By default, comments are only displayed when the mouse is positioned over the cell. A single comment can

be displayed permanently as follows:

Click on the cell containing the comment

Click on the Show/Hide Comment button on the Review ribbon

Alternatively, display all comments in the workbook by clicking on the Show All Comments button on the

Review ribbon.


62/108

Excel 2007 Advanced


Editing and Removing Comments

To edit a comment:


Click on the Edit Comment button on the Review ribbon

Edit the text as required

Click on any cell of the worksheet when complete

To remove a comment:


Click on the Delete button in the Comments group of the Review ribbon

You can also right-click over a cell containing a comment to see options to delete and edit the comment:

Printing Comments

Comments can be printed as they appear in the worksheet or listed together at the end of the printout.

As displayed on the sheet:


63/108

Excel 2007 Advanced


At the end of the sheet:

To set how comments will print:

Click on the Page Layout tab

Click on the More Information button in the Page Setup group

Click on the Sheets tab of the Page Setup window

Click on the drop-down arrow of the Comments box and choose the required print option

Click on OK Print or preview the worksheet as normal

If you wish to print comments as they appear, ensure all comments are displayed before the Print command is

used.

Sharing a Workbook

Opening Workbooks Already in Use

By default, if you open a workbook stored on a shared drive that is currently open on another user's

computer, a message similar to the following will display:


64/108

Excel 2007 Advanced


Click on Read Only to open a read-only version of the file - you will not be allowed to save anychanges you make to the workbook.

Click on Notify to open a read-only version of the file. When the original user has closed theworkbook, you will be given the chance to switch to read/write mode so that any changes can besaved

Sharing Workbooks

It is possible for more than one user to work on an Excel file at the same time, provided it has been set up

as a shared workbook. Some features are not available when a workbook is shared:

Inserting or deleting cells - although entire columns/rows can be inserted or deleted

Inserting images, shapes and objects

Creating charts

Creating PivotTables

Applying conditional formatting or formatting as tables

Importing data

To set the current workbook so that it can be shared by other users:


Click on the Share Workbook button in the Changes group

Check the Allow changes box

Click on OK

You will be told that the workbook will be saved - click on OK


65/108

Excel 2007 Advanced


When a workbook has been set to shared, a new indicator will appear in the Title Bar:

Sharing Conflicts

To view a list of users currently working with the workbook:


Click on the Share Workbook button in the Changes group Ensure the Edit tab is selected - a list of all users will be displayed:

Conflicts will occur when two or more users make different changes to the same cell and attempt to save

the file.

The Resolve Conflicts dialog box will display when you attempt to save a change that conflicts with another

change saved in the current session:

Click on Accept Mine to keep the change that you made in the sheet

Click on Accept Other to use the change made by the other user, discarding your own change

Click on Accept All Mine to keep all changes made by yourself, with no further prompts

Click on Accept All Others to keep all changes made by other users, with no further prompts


66/108

Excel 2007 Advanced


To make the workbook exclusive again, click on the Share Workbook button and uncheck the Allow

changes box. Any users currently accessing the file will not be allowed to save their changes.

Tracking Changes

In a shared workbook you can have Excel highlight any changes that you, or any other user who hasaccess to the spreadsheet makes. Excel will track additions, deletions and cell changes and allow youto review the changes and decide which ones you would like to accept.

To highlight changes made to the workbook:


Click on the Track Changes button in the Changes group

Choose Highlight Changes

Click on the Track Changes checkbox, to start tracking changes and share your workbook

Click on the drop-down arrow of the Who box to specify the users whose changes you want totrack - leave on Everyone to track all changes

Click in the Where box and specify the range you want to track changes in - leave blank to trackchanges to the entire workbook

Click on the Highlight Changes on Screen option to have the changes displayed on yourworksheet

Click on OK

You will be told that the workbook will be saved - click on OK


67/108

Excel 2007 Advanced


Once you have enabled the tracking option, any additions, deletions or edits made to thespreadsheet will be tracked by date and user. Amended cells will be highlighted by a blue borderand corner triangle - position the mouse over a highlighted cell to view details of the change:

Accepting and Rejecting Changes

After changes have been made, and in particular if there are conflicting changes, it is necessary toreview the changes and decide which should be kept.

To accept or reject changes:


Click on the Track Changes button in the Changes group

Choose Accept/Reject Changes

Choose the

Documents

Excel2007 Advanced