Intermediate Microsoft Excel 2007

Targeted Technology TrainingOlathe District Schools - Instructional Technology

Last Updated ~ October, 2010

Intermediate MS Excel 2007

This tutorial will provide training on some basic MS Excel features as well as provide information on some of the more intermediate features in MS Excel 2007. You have already been introduced to the overall new features in Microsoft Office 2007, such as the Microsoft Office Button, Tabs and Ribbons, and Groups and Commands. The New User Interface makes every feature easy to locate and use. Those features will not be re-introduced in this training. However, there are unique Tabs, Groups and Commands you will want to familiarize yourself with in Excel 2007, as well as significant changes in the way certain functions and formulas are handled by Excel 2007.

You will work with several MS Excel files throughout the training. Any pre-made files you will need will be found on the Targeted Technology Training link of the Instructional Technology website.

Open Microsoft Excel 2007. Open the sample MS Excel file titled: sample excel file 1.xls

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The New Look of Excel 2007

New Modern-Looking Fonts

The default workbook font is now 11-point Calibri, which is much more readable than the old 10-point Arial, especially in smaller sizes. There are also additional fonts available in this new version.

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New File Formats

Excel’s xls file format has become a recognized industry standard. Excel 2007 still supports that format, but it now uses new default “open” file formats that are based on XML (Extensible Markup Language). For compatibility, Excel 2007 still supports the old file formats so that you can continue to share your work with those who haven’t upgraded to Excel 2007. The new file format provides for smaller file sizes, less chance of file corruption and other security attributes.

File Compatibility

For backward compatibility and collaboration with earlier versions of Microsoft Office Excel, you can use one of two ways to save Microsoft Office Excel 2007 workbooks in an earlier version of Excel. You can either use the earlier file format (.xls) or the new XML-based file format (.xlsx) to exchange workbooks between different versions of Excel. Office Excel 2007-specific features and formatting may not be displayed in the earlier version of Excel, but they are still available when the workbook is saved and then re-opened in Excel 2007.

Save/Convert the training file (xls format) to the new Excel 2007 format (xlsx format) in one of the following 2 ways:

o Office Button > Save As > Change File Format to xlsx

o Office Button > Convert

Save/Convert the sample file to the new Excel 2007 format.

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Note: Users who use an earlier version of Excel can also download the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats to install updates and converters for the earlier version of Excel. This allows them to open, edit, and save an Excel 2007 workbook in the earlier version of Excel, without having to save it to that version's file format first.

Basic Excel Formatting Commands/Features

This section will detail various features and methods for making working with an Excel 2007 worksheet easier such as formatting column width and row height, inserting and deleting rows/columns, setting cell alignment, and cell formatting.

Formatting Column Width and Row Height

Method #1: Selecting and Modifying the Width or Height of a Single Column or Row

Click on the Column Letter or the Row Number you wish to modify to select it. Let your mouse rest/hover along the edge of the column or row as shown below. Drag and

release when you reach the desired width or height.

Let your mouse hover on the edge of the column heading.

Drag until you reach the desired width or height.

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Method #2: Selecting and Modifying Multiple Adjacent Columns or Rows

Drag over multiple columns or rows to select them. Be sure to drag over the Column Letters and/or Row Numbers and NOT the cells in the table. In the example below, Columns E, F and G are selected as their column headings are shaded.

Note: You may also select adjacent columns or rows by clicking on the first column or row and then holding down the Shift Key and clicking on the last column or row you wish to select.

Let your mouse hover over one of the edges of one of the selected columns or rows. Click and drag until the desired width or height is displayed.

Method #3: Selecting and Modifying the Entire Worksheet

Click the “Select All” button in the MS Excel Worksheet, as shown below. This selects all cells in the current worksheet.

You may now let your mouse hover over the edge of any row or column and click and drag until you reach the desired width or height.

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Method #4: Selecting Non-Contiguous Rows or Columns

You may select “non-contiguous rows or columns by holding down the Control Key while clicking on column letters or row numbers.

The example below shows columns H and M selected using this method. You may then adjust the column width of both of these columns at the same time by dragging

the edge of just one of the columns.

Method #5: Using the AutoFit Commands

You may want to use the AutoFit command(s) to quickly “AutoFit” the contents of a cell, column or the entire worksheet. This causes the rows and/or columns to adjust to only the “needed amount” depending upon the contents in the row or column.

The AutoFit Row Height and AutoFit Column Width commands are located in the Cells Group under the Format Command, as shown below.

Adjust the cells and rows of the Sample Excel File using the above methods.

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Inserting and Deleting Rows and Columns

Inserting Rows and Columns

To insert a row or column, select the row where you wish to insert a row above; or select the column where you wish to insert a column to the left. Selecting Row 1 as shown below, will result in a row being inserted above Row 1.

From the Home Tab, Cells Group, select the Insert Command. Choose Insert Sheet Rows.

Note: If you wish to insert more than 1 row or column at a time, you may select the number of rows or columns you wish to insert and then choose the Insert Command. The example below shows the result of selecting/highlighting Columns A, B and C first and then selecting the Insert Command. The result is 3 columns inserted to the left of the original contents in Column A, resulting in 3 new blank columns. The same process would be used for inserting multiple rows.

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Deleting Rows and Columns

To delete a row or column, select the row(s) or column(s) you wish to delete. From the Home Tab, Cells Group, select the Delete Command. Choose Delete Sheet Rows or

Delete Sheet Columns, as displayed below.

Insert a new Blank Row above the current Row 1 in the Sample Excel File. Resize the new row to a height of 42.00.

Formatting Alignment in Cells

The alignment commands are found on the Home Tab in the Alignment Group as shown below.

You may align cells vertically and horizontally using the 6 leftmost cells.o Select the Gender Column and center align the text.

You may align cells diagonally using the “ab” diagonal button.

o Select the ELL, SES and SPED Columns and align the text as shown.

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You may increase the indention (left or right) in cells by using the indention buttons in the Formatting Group.

o Use the Right-Indent button to indent the contents of the Student Birthdate column.

You may use the Wrap Text command to cause “Text” in cells to wrap horizontally to fit inside the cell.

o This cell’s contents are formatted to wrap.

o This cell’s contents are NOT formatted to wrap.

You may use the Merge and Center command to “combine” multiple cells and “center” the contents of the resulting cell.

o Enter the text “Sample Dashboard Report” in Cell A1.o Merge and Center cells A1 thru O1.o Format the resulting cell similar to the one shown below.

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Using Alt-Enter Within Cells

You may use the combination keystroke ALT+Enter as you are entering text within a cell to cause “line breaks” within a cell. Examples are shown below.

Student last name

Student first name

The above example shows the simple “Wrap Text” command being applied.

Studentlast name

Student first name

The above example shows the result of pressing ALT+Enter before entering “last” and before entering “name.”

Formatting Numeric Data as “Text”

As you enter data within a cell, the alignment of the data depends on the type of data entered. Data that is recognized as “text” will be aligned to the left by default. Data that is recognized as “numeric” will be aligned to the right by default. You may want MS Excel to recognize numeric data as “text” if that data will never be used in calculations. There are 3 ways of formatting numeric data as text: enter an apostrophe before the numeric data, as you are entering it, or use the Number Group’s Dialog Box Launcher arrow to access the Format Cells Dialog Box as shown below, or change the “General” setting to “text” (shown on following page).

When numeric data has been formatted “as text” by entering an apostrophe in the cell, the cell’s upper left corner will display a small green triangle as shown below.

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Formatting Data

You may format any data entered in MS Excel by using the Number Group on the Home Tab. The various data formatting options are shown below. The most common formatting styles (currency, percent and comma) have a designated tool button. The increase decimal and decrease decimal tool buttons are used to be more or less precise by adding or removing decimal places from numeric data.

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Sorting Data

Sorting data in MS Excel is done by using the Sort and Filter Command in the Editing Group on the Home Tab.

Method #1: Sorting on Single Fields

Highlight the column/field you wish to sort. Click on the Column Letter to highlight/select the entire column.

Click the Sort & Filter Command and choose either “Sort A to Z” or “Sort Z to A”. The Sort Warning Dialog Box will display as shown below.

Choose “Expand the selection”. MS Excel will expand the selection so that all related data for each row/record remain together

when the sort is completed.

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Method #2: Sorting on Multiple Fields

Highlight the table of data you wish to sort, as shown below.

Select the Sort & Filter command and choose “Custom Sort.”

Choose to sort by each field desired as shown above. Click “Add Level” to add additional sort field rows to the Sort Dialog Box. Click OK when finished.

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Using MS Excel Formulas and Functions

Functions and Formulas in MS Excel are ALWAYS entered with a preceding equals sign “=”. When you enter a custom calculation in MS Excel, you are entering a formula. Such as: =B1 * C1, which would multiple the contents of cell B1 and C1.

There are several simple functions in MS Excel that are very easy to use and may be beneficial when working with student reports from the Dashboard.

Using AutoSum

Use the AutoSum Command in the Editing Group to quickly add a column or row of numbers. If MS Excel does not “Guess” the correct range, simply highlight the correct range. You may also highlight the range of cells you wish to add BEFORE selecting AutoSum.

Counting Cells with Numbers

Enter the Function =Count directly in a cell to count “how many cells” in a column or row contain a numeric value. Example: =Count(C3:C21) will count how many cells in the range C3:C21 that contain a numeric value, as shown below. The result is 19.

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Counting Cells that are NOT BLANK

Enter the Function =CountA directly in a cell to count “how many cells” in a column or row contain any type of data…or are not blank. Example: =CountA(E3:E21) will count how many cells in the range E3:E21 that contain any type of data, as shown below. The result is 19.

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Counting Cells that meet a specific Criteria

Enter the Function =CountIF directly in a cell to count “how many cells” in a column or row contain data that meet a specific criteria Example: =CountIF(E3:E21, “Yes”) will count how many cells in the range E3:E21 that contain the word “Yes.”

Averaging Cells

Use the Function = AVERAGE(…..) to compute the average of a range of cells.

Finding Highest and Lowest Values

Use the Function = MAX (…..) or =MIN(…..) to determine the highest or lowest value in a range of cells.N

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Worksheet Tables

Working with tables is easier than ever. When you create a table (previously known as a list) in a Microsoft Office Excel worksheet, you can manage and analyze the data in that table independently of data outside the table. For example, you can filter table columns, add a row for totals, and apply table formatting to the table. A table is just a rectangular range of cells that usually contains column headers. Once you designate a particular range to be a table using either the Home > Styles > Format as Table Command or the Insert > Tables > Table command, Excel provides you with some very efficient tools that work with the table:

You can apply attractive formatting with a single click. You can easily insert summary formulas in the table’s total row. If each cell in a column contains the same formula, you can edit one of the formulas, and the

others change automatically. You can easily toggle the display of the table’s header row and totals row. Auto-filtering and sorting options have been expanded. If you create a chart from a table, the chart will always reflect the data in the table—even if you

add new rows. If you scroll a table downwards so that the header row is no longer visible, the column headers

now display where the worksheet column letters would be.

Create a Table

Create a new table in Excel by entering the following data in a new worksheet.

Format the cells similar to what is shown above, using the Home Tab, Styles Group, Cell Styles Command.

Highlight the range A2:E6. Do not highlight cell A1.

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Olathe High School Enrollment 2007-2008QTR1 QTR2 QTR3 QTR4

OE 1512 1510 1522 1502ON 1310 1315 1317 1315ONW 1385 1388 1387 1390OS 1489 1479 1485 1490

Click the Format as Table command in the Styles Group.

Choose the Table Style Medium 25 from the Styles Window.

Since our table has headings in Row 2, verify that this checkbox is selected. Click OK.

The resulting table appears similar to the following.

Clicking on a column down arrow allows you to sort the information in various ways.

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Click anywhere in the table. Place a checkmark in the “Total Row” checkbox in the Table Style Options Group under the Design Tab.

One column is now totaled. Click in the Total Row for QTR1 and choose SUM from the drop-down arrow choices.

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Let your mouse rest on the bottom right corner of cell B7. The cursor turns into a single crosshair, drag to the right 2 cells to fill this formula into cell C7 and cell D7.

Insert a column to the right of QTR4 by clicking in the QTR4 column in row 3 and choosing the Insert Table Column to the Right command from the Table Tools Design Tab.

Enter the column heading “Average” in this new column. Click the Formulas Tab and from the AutoSum command, choose “Average”. Press ENTER. Notice the Average function fills down to the remaining 3 school rows.

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Change the decimal placement formatting, if needed, using the Decrease Decimal command from the Home Tab, Number Group.

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Converting the Table Back to a Data Range

To Convert this Table back to a Data Range, click anywhere in the table.Click the Table Tools Design Tab. Choose Convert to Range in the Tools Group.

Click “Yes” at the resulting dialog box.

The result is a normal range of populated cells. The sorting arrows are no longer available.

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Olathe High School Enrollment 2007-2008 QTR1 QTR2 QTR3 QTR4OE 1512 1510 1522 1502ON 1310 1315 1317 1315ONW 1385 1388 1387 1390OS 1489 1479 1485 1490

You may delete the “Column 1” text in cell A2 if desired. Format the table further using the Cell Styles command as this feature is still available.

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Olathe High School Enrollment 2007-2008 QTR1 QTR2 QTR3 QTR4

OE 1,512.00

1,510.00

1,522.00

1,502.00

ON 1,310.00

1,315.00

1,317.00

1,315.00

ONW

1,385.00

1,388.00

1,387.00

1,390.00

OS 1,489.00

1,479.00

1,485.00

1,490.00

Styles and Themes

Excel has always supported named styles, which can be applied to cells and ranges. Excel 2007 brings this feature to the forefront by providing a good assortment of predefined styles, easily accessible by choosing Home > Styles > Cell Styles.

With the introduction of document themes, Excel 2007 makes it easy to create good-looking worksheets. A theme consists of a color palette, font set, and effects. You now have one-click access to a gallery of professionally-designed themes that can dramatically change the look of your entire spreadsheet—almost always for the better. Access the theme gallery by choosing Page Layout > Themes > Themes.

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Better Looking Charts

Excel 2007 offers no new chart types. However, Excel charts now look better than ever. For the first time, Microsoft uses the term “boardroom quality” to describe the new look to Excel 2007 charts.

Create a Chart

Highlight cells A2:E6 to select them. Click on the Insert Tab and choose Column. Choose the 1st Cylinder icon.

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By Default, Charts are automatically inserted in the same spreadsheet as their respective data in Excel 2007. Drag the chart and resize it as shown below.

Click inside the data area of the table. Change the Theme. Notice the chart theme also updates.

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Chart Tools Contextual Tab Use the Chart Tools Design Tab to change the Chart Style to a style similar to that shown

below.

Use the Chart Tools Layout Tab to add a Chart Title and Axis Titles as shown above.

If you would prefer the chart be located on a different worksheet, right-click on the chart and choose “Move Chart”. Choose “New Sheet”.

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Page Layout View

As an option, you can display your worksheet as a series of pages. This new Page Layout view ensures no surprises when it’s time to print your work. Even better, the Page Layout view includes “click and type” page headers and footers—which is much more intuitive than the old method. Unlike the standard print preview, Page Layout view is fully functional in terms of spreadsheet editing.

Excel’s new Page Layout view makes it easy to see how your printed work will appear.

Enhanced Conditional Formatting

Conditional formatting refers to the ability to format a cell based on its value. Conditional formatting makes it easy to highlight certain values so that they stand out visually. For example, you may set up conditional formatting so that if a formula returns a negative value, the cell background displays green.

In the past, a cell could have at most three conditions applied. With Excel 2007, you can format a cell based on an unlimited number of conditions. But that’s the least of the improvements. Excel 2007 provides a number of new data visualizations: data bars, color scales, and icon sets.

Excel 2007 includes quite a few other improvements to conditional formatting. In general, conditional formatting is much more flexible, easier to set up, and relies less on creating custom formulas to define the formatting rules.

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Practice Conditional Formatting

Highlight cells F3:F6 Click the “Conditional Formatting” option in the Styles Group under the Home Tab. Choose New Rule from the drop-down menu.

Enter the New Formatting Rule as shown below. This rule will show a red “Alert” icon when the enrollment average is >= 1400, a yellow “Warning” icon when the average is <1400 and >=1300, and a green “OK” icon when the enrollment is <1300.

Time to build a new high school!

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Other New Features

PDF add-in: You can create an industry-standard Adobe PDF file directly from Excel using an add-in available from Microsoft.

More control over the status bar: You can now control the type of information that appears in the status bar.

Color Schemes: Change the appearance of Excel by applying one of three color schemes that ship with Excel (Blue, Silver, or Black).

Resizable formula bar: When editing lengthy formulas, you can increase the height of the formula bar so that it doesn’t obscure your worksheet. Just click and drag on the bottom border of the formula bar.

Lots of new templates: Why reinvent the wheel? Choose Office > New, and you can choose from a variety of templates. One of them may be exactly (or at least close to) what you need.

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The Lower Right Corner

Another efficient feature of 2007 Office is in the lower right corner of Word, Excel, PowerPoint and Access. When you open these applications you will see that the “zoom” feature is now available, as well as other logical “view” features for each application. The Excel View commands for Normal, Page Layout and Page Break Views are located in the bottom right corner of the Excel 2007 window, along with the Zoom Controls.

Microsoft Office Help Button

The Microsoft Office Help Button is located in the top right corner of all Office applications.You may also press the F1 function key on your keyboard to access Help.

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