Excel 2000 Intermediate.pdf

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Excel 2000Intermediate

Cheltenham Computer TrainingCrescent House24 Lansdown Crescent LaneCheltenhamGloucestershireGL50 2LDUK

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CONTENTSWORKSHEETS, A FURTHER LOOK............ ............. ............. ............. ............. ............. ............. ....... 1

RENAMING W ORKSHEETS .......................................................................................................................... 2 To rename a worksheet.............. ............. ............. ............. ............. ............. ............. ............. ................ . 2

DELETING AND INSERTING W ORKSHEETS ................................................................................................... 3 To insert a worksheet using the Insert menu......... ............. ............. ............. ............. ............. ................. 3 To delete a worksheet using the Edit menu..... ................ ............... ................ ............... ................ ..... ..... 3 To insert or delete a worksheet by right-clicking... ............... ................ ............... ................ ............. ...... 3

FINDING FILES ........................................................................................................................................... 4 To find a file using all or part of the file name..................... ............... ................ ............... ........... .......... 4 To find a file containing a particular piece of text .............. ................ ............... ................ .............. ....... 4 To search sub-folders ............................................................................................................................ 4

D ISPLAYING OTHER TOOLBARS ................................................................................................................. 5 To display other toolbars......... ............. ............. ............. ............. ............. ............. ............. ................ ... 5

CUSTOMIZING THE LOOK OF THE TOOLBARS & M ENUS ............................................................................... 6 FREEZE PANES .......................................................................................................................................... 7

To freeze panes ............ ............. ............. ............. ............. ............. ............. ............. ................ ............. . 7 To unfreeze panes................ ............. ............. ............. ............. ............. ............. ............. ................ ....... 7

GROUPING AND UNGROUPING W ORKSHEETS .............................................................................................. 8 To group worksheets ............ ............. ............. ............. ............. ............. ............. ............. ................. ..... 8 To ungroup worksheets...................... ............. ............. ............. ............. ............. ............. ............. ......... 8

THE SERIES COMMAND .............................................................................................................................. 9 To apply a series using drag and drop techniques............ ............. ............. ............. ............. ............. ..... 9 To apply a number series using drag and drop techniques.................................................................... 10

FURTHER FORMATTING TECHNIQUES ............. ............. ............. ............. ............. ............. ........ 13

CONDITIONAL FORMATTING .................................................................................................................... 14 To format a range of cells using conditional formatting ....................................................................... 14

CREATING N EW STYLES BASED ON E XISTING CELL FORMATTING ............................................................. 16 To create a style based on existing formatting within a cell ............... ............... ................ ............... ..... 16 To apply a style to selected cells ............... ............... ............... ................ ............... ................ ..... ......... 16

USING COLORS IN E XCEL 2000 ................................................................................................................ 17 To change the color of your text........................................................................................................... 17 To print text in color or black and white ............ ............. ............. ............. ............. ............. ............. .... 17 To apply colors to cells........................................................................................................................ 18 To apply a pattern to cells ............ ............. ............. ............. ............. ............. ............. ................. ........ 18


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USING COLORS BASED ON V ALUES .......................................................................................................... 19 To change colors based on the value in the cells .............. ................ ............... ................ ............... ...... 19 To display negative numbers so that they are enclosed within brackets.................... ................ ............. 19

GRIDLINES .............................................................................................................................................. 20 To turn off the gridlines on-screen....................................................................................................... 20 To turn on the gridlines so that they will be printed.............................................................................. 20

HIDING D ATA AND RE-DISPLAYING DATA ................................................................................................ 21 To hide columns (the long way) ........................................................................................................... 21 To re-display hidden columns (the hard way)....................................................................................... 21 To hide rows ....................................................................................................................................... 21 To re-display hidden rows ................................................................................................................... 21 To hide worksheets.............................................................................................................................. 21 To re-display hidden worksheets.......................................................................................................... 21 To hide columns (using the mouse) ............ ............. ............. ............. ............. ............. ............. ............ 22 To re-display hidden columns (using the mouse) .............. ............... ................ ............... ................ ..... . 22

FURTHER FUNCTIONS............. ............. ............. ............. ............. ............. ............. ............. ............. 25

W HAT ARE FUNCTIONS ?.......................................................................................................................... 26 To enter functions directly into the worksheet cell................................................................................ 26

USING PASTE FUNCTION .......................................................................................................................... 27 Ways to access the Paste Function Wizard........................................................................................... 27 To use the Paste Function to enter a function....................................................................................... 28

Using the mouse to enter information into the Paste Function wizard.... ............... ................ ............... . 30 THE IF( ) F UNCTION ................................................................................................................................ 31 IF( ) Syntax............. ............. ............. ............. ............. ............. ............. ............. .............. ............. ...... 31 Logical_test ....................... ............. ............. ............. ............. ............. ............. ............. ................ ...... 31 Logical operators...... ............. ............. ............. ............. ............. ............. ............. ................. ............. . 31 Action_if_true ........... ............. ............. ............. ............. ............. ............. ............. ................... ............ 32 Action_if_false ............ ............. ............. ............. ............. ............. ............. ............. ................... .......... 32 The IF( ) Function - an example ............. ............. ............. ............. ............. ............. ............. ............... 32 To enter an IF( ) function ............. ............. ............. ............. ............. ............. ............. ................. ........ 32

DATA VALIDATION FUNCTIONS ............................................................................................................... 33 IFBLANK............ ............. ............. ............. ............. ............. ............. ............. ............. ................ ........ 33 IFERR............... ............. ............. ............. ............. ............ ............. ............. ............. ................. .......... 33 IFERROR.................... ............. ............. ............. ............. ............. ............. ............. ................. ............ 33 IFLOGICAL... ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. . 33 IFNA.......... ............. ............. ............. ............. ............. ............. ............. ............. .............. ............. ...... 33 IFNUMBER............ ............. ............. ............. ............. ............. ............. ............. ............. ............... ..... 33 IFREF............... ............. ............. ............. ............. ............ ............. ............. ............. ................. .......... 33 IFTEXT............. ............. ............. ............. ............. ............. ............. ............. ............. ................ .......... 33

THE HLOOKUP / VLOOKUP F UNCTIONS .............................................................................................. 34 HLOOKUP Syntax ............. ............. ............. ............. ............. ............. ............. ............. ............. ......... 34 VLOOKUP Syntax....... ............. ............. ............. ............. ............. ............. ............. ............. ............. ... 34

A S AMPLE HLOOKUP............................................................................................................................ 35 THE CHOOSE FUNCTION .......................................................................................................................... 36

CHOOSE( ) Syntax.............................................................................................................................. 36 ENTERING A CHOOSE F UNCTION ........................................................................................................... 37

To enter a CHOOSE function ............ ............. ............. ............. ............. ............. ............. ............. ....... 37 THE DATE FUNCTIONS ............................................................................................................................. 38

How are dates stored?................ ............. ............. ............. ............. ............. ............. ................. .......... 38 DATE............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. . 38 DATEVALUE.............. ............. ............. ............. ............. ............. ............. ............. ............... ............. . 38 DAY............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. ... 38 DAYS360 ...................... ............. ............. ............. ............. ............. ............. ............. ............. .............. 38 EDATE ............. ............. ............. ............. ............. ............. ............. ............. ............. ................ .......... 38


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EOMONTH.......... ............. ............. ............. ............. ............. ............. ............. ............. ............... ........ 38 MONTH..... ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. ..... 38 NETWORKDAYS .................... ............. ............. ............. ............. ............. ............. ............. ................ . 38 TODAY............ ............. ............. ............. ............. ............. ............. ............. ............. ............... ............ 38 WEEKDAY.......................................................................................................................................... 38 WORKDAY ............ ............. ............. ............. ............. ............. ............. ............. ............. ................ ..... 38 YEAR.................................................................................................................................................. 38 YEARFRAC......................................................................................................................................... 38 To enter the current date into a spreadsheet......................................................................................... 39 To separate the year from a date.......................................................................................................... 39 To separate the month from a date....................................................................................................... 39 To show the day of the week ................................................................................................................ 39 To show the day of the month............................................................................................................... 39

MATHEMATICAL D ATE FUNCTIONS .......................................................................................................... 40 To calculate the difference between two dates in days or weeks............................................................ 40 To add days or weeks to a date ............ ............. ............. ............. ............ ............. ............. .................. . 40 To add months to a date ...................................................................................................................... 40 To find out the last day of the month .............. ................ ............... ............... ................ .............. .......... 40

T IME FUNCTIONS ..................................................................................................................................... 41 HOUR.............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............ 41 MINUTE............ ............. ............. ............. ............. ............. ............. ............. ............. ............... .......... 41 NOW........ ............ ............. ............. ............. ............. ............. ............. ............. ............... ............. ........ 41

SECOND ............................................................................................................................................ 41 TIME .................................................................................................................................................. 41 TIMEVALUE....................................................................................................................................... 41

TEXT M ANIPULATION FUNCTIONS ............................................................................................................ 42 CHAR................................................................................................................................................. 42 CLEAN ............................................................................................................................................... 42 CODE................................................................................................................................................. 42 CONCATENATE................................................................................................................................. 42

DOLLAR.......... ............. ............. ............. ............. ............. ............. ............. ............. ............... ............ 42 EXACT.................. ............. ............. ............. ............. ............. ............. ............. ................ ............. ...... 42 FIND .................................................................................................................................................. 42 FIXED................................................................................................................................................ 42

LEFT ............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. . 42 LEN ............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. ... 42 LOWER.................... ............. ............. ............ ............. ............. ............. ............. ................. ............. ... 42 MID............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............. ... 42 PROPER............................................................................................................................................. 42

REPLACE....... ............. ............. ............. ............. ............. ............. ............. ............. ................ ............ 42 REPT............ ............. ............. ............. ............. ............. ............. ............. ............. ................ ............. . 42 RIGHT............. ............. ............. ............. ............. ............. ............. ............. ............. ............... ............ 42 SEARCH............................................................................................................................................. 42 SUBSTITUTE...................................................................................................................................... 42 T ......................................................................................................................................................... 42 TEXT .................................................................................................................................................. 42 TRIM .................................................................................................................................................. 42 UPPER............ ............. ............. ............. ............. ............. ............. ............. ............. ............... ............ 42 VALUE ............................................................................................................................................... 42

DATABASE AND LIST MANAGEMENT.......... ............. ............. ............. ............. ............. ............. .. 45

W HAT IS A D ATABASE ? ........................................................................................................................... 46 EXCEL 2000 D ATABASES ......................................................................................................................... 47

Excel 2000 database limitations ...................... ................ ............... ................ ............... ............ .......... 47 DATABASE TERMINOLOGY ...................................................................................................................... 48


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CREATING , E DITING AND N AVIGATING A D ATABASE ................................................................................ 49 To create an internal database ............................................................................................................ 49

SORTING AN INTERNAL EXCEL 2000 D ATABASE ....................................................................................... 50 To sort the data within a database ............ ............. ............. ............. ............. ............. ............. ............. 51 Using the Then by Sort option ......................................................................................................... 51

W HAT IS AUTO FILTER ? ........................................................................................................................... 52 To use AutoFilter ................................................................................................................................ 52 Using drop down AutoFilters............................................................................................................... 52

FILTERING D ATA ..................................................................................................................................... 53 To specify a conditional filter criteria.................................................................................................. 53 Using the And/ Or filters...................................................................................................................... 54 To remove all AutoFilters.................................................................................................................... 54

TOP 10 A UTO FILTER ............................................................................................................................... 55 To use Top 10 AutoFilter..................................................................................................................... 55

ADVANCED FILTERING ............................................................................................................................ 56 To use the Advanced Filter ............ ............. ............. ............. ............. ............. ............. ................... ..... 56 Criteria for Advanced Filter ................ ............... ................ ............... ............... ................ ...... ............. 57 To remove all Advanced Filters ............ ............. ............. ............. ............. ............. ............. ................. 57

TOTALING AND M ANIPULATING FILTERED D ATA ...................................................................................... 58 Totaling fields within a filtered database ............................................................................................. 58

Manipulating filtered data............. ............. ............. ............. ............. ............. ............. ............. ........... 58 CREATING SUBTOTALS ............................................................................................................................ 59

To create subtotals ............. ............. ............. ............. ............. ............. ............. ............. ................. ..... 59 To remove subtotals ............................................................................................................................ 59 USING D ATA FORMS ................................................................................................................................ 60

To use a data form............................................................................................................................... 60 To add a new record............................................................................................................................ 60 To edit a record................................................................................................................................... 60 To move between records in the list .............. ............... ................ ............... ................ ............... ..... ..... 61 To find records.................................................................................................................................... 61 To delete a record ............. ............. ............. ............. ............. ............. ............. ............. .................. ..... 61 To close a Data Form.......................................................................................................................... 61

THE EXCEL 2000 D ATA FORM ................................................................................................................. 62

CUSTOMIZING CHARTS.................................................................................................................. 65

THE CHART W IZARD (1) C HART TYPE ................................................................................................... 66 To create a chart................................................................................................................................. 66

THE CHART W IZARD (2) D ATA SOURCE ................................................................................................ 67 To display a series in columns ............. ............. ............. ............. ............. ............. ............. ................. . 68 To display a series in rows .................................................................................................................. 68

THE CHART W IZARD (3) C HART OPTIONS ............................................................................................. 69 The chart options dialog box ............................................................................................................... 69 To add titles to a chart......................................................................................................................... 69 To customize the chart axis.................................................................................................................. 69 To customize chart gridlines................................................................................................................ 70 To customize the chart legend.............................................................................................................. 70 To customize data labels...................................................................................................................... 71 To display a data table ............ ............. ............. ............. ............. ............. ............. ............. ................ . 72

THE CHART W IZARD (4) C HART LOCATION ........................................................................................... 73 To define the chart location................................................................................................................. 73

ADDING AND REMOVING D ATA ................................................................................................................ 74 To add data to a chart ............. ............. ............. ............. ............. ............. ............. ............. ................ . 74 To remove data from a chart................................................................................................................ 74

CHANGING D ATA BY DRAGGING AND D ROPPING COLUMNS ..................................................................... 75 To modify chart data using drag and drop techniques within the chart .............. ............... ................ .... 75


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FORMATTING THE CHART AREA ............................................................................................................... 76 To format the chart area...................................................................................................................... 76 To format the chart area Patterns..................................................................................................... 76 To use the chart border formatting options .............. ................ ............... ................ ............... ......... ..... 77 To use the chart area formatting options.............................................................................................. 78 To use fill effects to format a chart area............................................................................................... 78 To format using a picture .................................................................................................................... 80 To format the chart area - Font ........................................................................................................... 81 To format the chart area - Properties................................................................................................... 81

CHART FORMATTING - L EGENDS .............................................................................................................. 82 To format a chart legend ............ ............. ............. ............. ............. ............. ............. ................. .......... 82

CHART FORMATTING - A XIS .................................................................................................................... 83 To format axis patterns........................................................................................................................ 83 To format axis scales........................................................................................................................... 83 To format axis fonts............................................................................................................................. 84 To format axis numbers....................................................................................................................... 84 To format axis alignment..................................................................................................................... 84

CHART FORMATTING - T HE PLOT AREA ................................................................................................... 85 To format the Plot Area....................................................................................................................... 85

CHART FORMATTING - G RIDLINES ........................................................................................................... 86 To format chart gridlines..................................................................................................................... 86

CHART FORMATTING - T HE DATA SERIES ................................................................................................. 87

To format the data series patterns........................................................................................................ 87 To format the data series axis.............................................................................................................. 88 To format the data series Y error bars ................................................................................................. 89 To format the data series data labels ................................................................................................... 89 To format the data series order............................................................................................................ 90 To format the data series options......................................................................................................... 90

DRAWING AND PICTURES.............................................................................................................. 93

DRAWING LINES , B OXES , O VALS AND A RCS ............................................................................................ 94 To display the drawing toolbar............................................................................................................ 94 To draw lines, boxes, ovals, and arcs................................................................................................... 94 To move an object around a page ........... ............. ............. ............. ............. ............. ............. ............... 94 To copy objects ................................................................................................................................... 94

USING A UTO SHAPES ............................................................................................................................... 95 To insert an AutoShape object into your Worksheet.............................................................................. 95 To format AutoShape objects............................................................................................................... 95

CREATING TEXT BOXES ........................................................................................................................... 96 To create a text box............................................................................................................................. 96 To edit text in a text box....................................................................................................................... 96 To delete a text box.............................................................................................................................. 96 To insert text into a text box................................................................................................................. 96

PICTURES ................................................................................................................................................ 97 To insert clipart................................................................................................................................... 97 The Picture toolbar ............ ............. ............. ............. ............. ............. ............. ............. ................. ..... 98 To move a picture................................................................................................................................ 98 To re-size a picture.............................................................................................................................. 98 To delete a picture............................................................................................................................... 98

BRING TO FRONT /S END TO BACK ............................................................................................................. 99 To control how pictures are layered on top of each other. ............... ................ ............... ................ ...... 99

GROUPING AND UN-GROUPING OBJECTS ................................................................................................ 100 To group objects so that they are treated as a single object ................ ............... ................ ............... .. 100 To un-group objects that have been grouped into a single object........................................................ 100

EXCEL 2000 AND OTHER APPLICATIONS........ ............. ............. ............. ............. ............. ......... 103


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Worksheets, a Further Look 1Excel 2000 Intermediate 1995-2000 - Cheltenham Computer Training



Worksheets, a Further Look

Learning Module ObjectivesWhen you have completed thislearning module you will haveseen how to:

Rename Worksheets Insert a worksheet using the Insert menu Delete a worksheet using the Edit menu Insert or delete a worksheet by right-clicking Find a file using all or part of the file name Find a file containing a particular piece of text Search sub-folders Display Additional Toolbars Customize Toolbars & menus Freeze panes Unfreeze panes Group and Ungroup Worksheets Apply a series using drag and drop techniques Apply a series of numbers using drag and drop techniques


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Excel 2000 Intermediate - Slide No. 3 Cheltenham Computer Training 1995-2000

Deleting and Inserting Worksheets

You can insert anddelete worksheets: By clicking on the relevant

worksheet tab with theright-hand mouse buttonand selecting Insert orDelete from the pop-upmenu

OR

By selecting Worksheetfrom the Insert menu, orDelete Sheet from the Editmenu

Deleting and Inserting Worksheets

Background You can insert and delete worksheets using the Insert and Edit menus. It is muchfaster to select the relevant worksheet tab and then right-click on it to display a pop-up menu. From this menu, select either Delete or Insert .

To insert aworksheet usingthe Insert menu

Click the sheet tab to select the worksheet where you want to insert a new one.The new worksheet will be inserted before this worksheet.

From the Insert menu, select Worksheet

OR press Shift+F11 .

To delete aworksheet usingthe Edit menu

Click the sheet tab to select the worksheet you wish to delete. From the Edit menu, select Delete Sheet . The following dialog box will be

displayed.

Select OK to permanently delete the selected sheet.

To insert ordelete aworksheet byright-clicking

Click on the relevant worksheet tab with the right-hand mouse button. Select Insert or Delete as required.


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4 Worksheets, a Further Look 1995-2000 - Cheltenham Computer Training Excel 2000 Intermediate




Finding Files Allows you to easily locate files stored on disk

Finding Files

To find a fileusing all or partof the file name

From the File menu, choose Open to display the Open dialog box. Click on the Tools drop down menu and select Find . By default the Property section of the dialog box will display File Name .

To search for a fi le in the current folder, simply type, either the complete filename, or the first part of the name into the Value text box and then click on theFind Now button.

To find a filecontaining aparticular pieceof text

In the Find dialog box, select Text or property from the Property section of thedialog box and enter the required text that you wish to find into the Value box.

To search sub-folders

In the Find dialog box, select the Search subfolders check box.

NOTE: that you can tick the Match exactly box, to ensure that the text searchexactly matches the capitalization of the text that you have entered.


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Displaying Other Toolbars

From the View menu, select

Toolbars and pick from thesub-menu displayed Or right click on any toolbar

to see a pop-up list

Displaying Other ToolbarsTo display othertoolbars

From the View menu, select Toolbars to display a list of toolbars. Then clickon the toolbar you wish displayed

OR simply right-click on any toolbar to display a pop-up menu from which youcan select the toolbar that you wish to display (or hide).

Toolbar Function

Standard Includes the icons for basic Excel 2000 features.

Formatting Includes the icons for changing formats.Chart Includes icons used when creating charts.Clipboard Used when cutting/copying/pasting multiple items to/from the

clipboardControl Toolbox Includes icons used when creating fill in forms.Drawing Includes icons for drawing rectangles, circles, ovals, and

other shapes.External Data Includes icons used when querying external data.Forms Includes icons for creating list boxes, option buttons, etc.Picture Includes icons for creating and manipulating pictures.Pivot Table Includes useful data for pivot tables.Reviewing Includes icons for creating and manipulating comments.Visual Basic Includes Visual Basic icons.Web Includes icons for creating, manipulating and interacting with

the Web.WordArt Includes icons for creating and manipulating WordArtobjects.


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Customizing the Look of the Toolbars& Menus

Right click onany toolbar

SelectCustomize

Select theOptions tab

Customizing the Look of the Toolbars & Menus Right click on any toolbar to display a pop-up menu. Select the Customize command, which displays the Customize dialog box. Select the Options tab, and then select from the options displayed.

Option Effect

Standard andFormattingtoolbars share

one row

Both the Standard and Formatting toolbars will be displayedon the same row.

Menus showrecently usedcommands first

By default, Excel 2000 only shows the most recently usedcommands on the drop down menus. If you would prefer allthe commands to be immediately visible, clear this checkbox.

Show full menusafter a short delay

By default, Excel 2000 displays the full drop down menuafter it has been open for a few seconds. To prevent this,clear this check box.

Reset my usagedata

Excel 2000 tracks the commands you select from each dropdown menu and displays only the commands you use mostfrequently. Clicking this button restores the drop downmenus to their default settings.

Large icons Will display large icons on all toolbars.List font names intheir font

Fonts listed in the Formatting toolbar Font box will bedisplayed in their font.

Show ToolTips ontoolbars

Will display the name of an icon when the mouse pointer isplaced on it.

Menu animations Here you can select how menus appear on screen.


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Freeze Panes

To enable you to see which row or column youare in when you are working on a largeworksheet, you may wish to lock the row orcolumn headings To do this, use Freeze Panes

Freeze PanesTo freeze panes To freeze a horizontal (column)

heading, move the mousepointer to the location indicatedand drag and drop to display oneor more column.

To freeze a vertical (row)heading, move the mousepointer to the location indicatedand drag and drop to display oneor more row.

From the Window menu, select Freeze Panes .

To unfreezepanes

From the Window menu, choose Unfreeze Panes .


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Grouping and Ungrouping Worksheets

Allows you to edit and format several worksheets at

the same time Changes made to the active sheet will be reflected in

all sheets in the group

Grouping and Ungrouping WorksheetsTo groupworksheets

You can group sheets together to enable you to edit and format them at the sametime. However, remember that every change made to the active sheet will bereflected in all other sheets in the group.

To select all worksheet tabs clickthe right-hand mouse button andchoose Select All Sheets from thepop-up menu.

To select contiguous sheets, click on the first tab you wish to select whilstholding down the Shift key and then click on the last tab you wish to selectwhilst holding down the Shift key.

To select non-contiguous sheets, click on each sheet tab you wish to selectwhilst holding down the Ctrl key.

To ungroup

worksheets

Click on one of the grouped worksheet tabs and click with the right-hand

mouse button. Select Ungroup Sheets from the pop-up menuOR click on the active sheet tab whilst holding down the Shift key.


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To apply anumber seriesusing drag anddrop techniques

Method 1 Enter the first number into cell 1 of the range. Enter the second number into the next cell (adjacent) of the range. Select both cells. Move the mouse cursor to the bottom right-hand corner of the selected cell, until

the cursor changes to the shape of a fine cross-hair. While depressing the left-hand mouse button, drag down or across the screen. When you release the mouse button, the selected cells will be filled with the

number series commencing with your first number.

NOTE If the numbers are 1 and 2 the series will count 1,2,3,4,5 etcIf the numbers are 1 and 4 the series will count 1,4,7,10,13 etc.

Method 2 Enter the first number into cell 1 of the range. Move the mouse cursor to the bottom right-hand corner of the selected cell, until

the cursor changes to the shape of a fine cross-hair. While depressing the Ctrl key and the left-hand mouse button, drag down or

across the screen. When you release the mouse button, the selected cells will be filled with the

number series commencing with your first number.


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Review Questions

Review Questions - How Would You ...1. Rename a worksheet?2. Insert a worksheet using the Insert menu?3. Delete a worksheet using the Edit menu?4. Insert or delete a worksheet by right clicking?5. Find a file using all or part of the file name?6. Find a file containing a particular piece of text?7. Search sub-folders?8. Display Additional Toolbars?9. Customize Toolbars & menus?

10. Freeze panes?11. Unfreeze panes?12. Group and Ungroup Worksheets?13. Apply a series using drag and drop techniques?14. Apply a series of numbers using drag and drop techniques?


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Further Formatting Techniques 13Excel 2000 Intermediate 1995-2000 - Cheltenham Computer Training



Further Formatting Techniques

Learning Module ObjectivesWhen you have completed thislearning module you will haveseen how to:

Format a range of cells using conditional formatting Create new styles based on existing cell formatting Apply a style to selected cells Change the color of your text Print text in color or black and white Apply colors to cells Apply a pattern to cells Change colors based on the value in the cells Display negative numbers so that they are enclosed within

brackets Turn off the gridlines on-screen Hide data and re-display data Hide columns (the long way)

Re-display hidden columns (the hard way) Hide rows Re-display hidden rows Hide worksheets Re-display hidden worksheets Hide columns (using the mouse) Re-display hidden columns (using the mouse)


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14 Further Formatting Techniques 1995-2000 - Cheltenham Computer Training Excel 2000 Intermediate




Conditional Formatting

Allows you to highlight data if it meets a specifiedcriteria

You can also find cells that meet a specifiedcriteria

Conditional Formatting

To format arange of cellsusingconditionalformatting

If we enter the data asillustrated, we can then applyconditional formatting to it.


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Select the range of cells to which you wish to apply conditional formatting. Inthis example the range would be A1:C5 .

Click on the Format drop down menu and select the Conditional Formatting command. This will display the Conditional Formatting dialog box.

Lets say we wish to highlight all values between 4 and 6, then we would enterthe numbers in the correct fields, as illustrated.

If we click on the OK button, then no special formatting would be applied to thesevalues, so next we need to click on the Format button within this dialog box. Thenormal Formal Cells dialog box is displayed, from which we can specify how datathat meets the specified criteria will be displayed. For instance we could choose ared colored font, and also bold formatting. When finished click on the OK button to

close this dialog box, which will return you to the Conditional Formatting dialogbox. Then click on OK to close this dialog box.

TIP: By clicking on the Add button you can simultaneously define other criteria!


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Creating New Styles Basedon Existing Cell Formatting

You may define selected, formatted characters asnew styles

Use the Style command located under the Formatmenu

Creating New Styles Based on Existing Cell Formatting

To create a stylebased onexistingformattingwithin a cell

Select the cell which contains the format you want to use repeatedly. From the Format menu, choose Style to display the Style dialog box. Type a name into the Style name drop-down list box and click on the Add

button. Close the dialog box by clicking on the OK button.

To apply a styleto selected cells

Select the cell(s) that you wish to apply a style to. From the Format drop down menu select the Style command to display the

Style dialog box.

Click on the down arrow in the Style name part of the Style dialog box andselect the required style. Select OK.


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Using Colors in Excel 2000

Make sure that you know how: To change the color of your text To print text in color To apply colors to cells To apply a pattern to cells

Fill Color

Font Color

Using Colors in Excel 2000To change thecolor of yourtext

Select the cells containing the data you want to color. On the Formatting toolbar, click the down arrow next to the Font Color icon. Choose a color from the Font Color palette.

NOTE: The color you selected from the Font Color palette will be displayed on thenew icon face. Click on the face of the icon to apply the color again.

To print text incolor or black

and white

From the File menu, choose Page Setup to display the Page Setup dialogbox.

Select the Sheet tab. Add or remove the check mark from the Black and white check box in thePrint area.

Select OK, or Print to print the worksheet.

NOTE: To print in color, you must have a color printer on-line and selected in thecurrent printer list.


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To apply colorsto cells

Select the range you wish to color (a single cell or the entire worksheet). On the Formatting toolbar, click the down arrow next to the Fill Color icon. Select a color from the palette.

To apply apattern to cells

Select the cells you wish to change. From the Format drop down menu, select

Cells (or press Ctrl+1 ) to display theFormat Cells dialog box.

Select the Patterns tab. From the Pattern drop-down list, choose

from the available patterns, and thestandard colors.

Click the pattern you require to apply it tothe selected range.

Select OK.


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Using Colors Based on Values You can format cells so that negative number

within those cells are automatically displayed in

red

Using Colors Based on Values

To changecolors based onthe value in thecells

Select the cells you wish to change,which contain numeric values.

From the Format drop down menu,select the Cells command (or pressCTRL+1 ) to display the Format Cells dialog box.

Select the Number tab. Choose Custom from the Category

list box.

Use the scroll bars in the Type section of the dialog box to view whatcustom number formats are available.To force all negative numbers to bedisplayed in red, you would select theoption illustrated.

Select OK.

To displaynegativenumbers so thatthey areenclosed withinbrackets

You would edit the above example,as illustrated.


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GridlinesMake sure that you know how:

To turn off the gridlines on-screen To turn on the gridlines so that they will be printed

GridlinesTo turn off thegridlines on-screen

From the Tools menu, choose Options to display the Options dialog box. Select the View tab. Uncheck the Gridlines check box in the Window options area. Select OK. The gridlines will not appear on the screen.

To turn on thegridlines so thatthey will beprinted

From the File menu, choose Page Setup to display the Page Setup dialogbox.

Select the Sheet tab. Check the Gridlines check box in the Print area.

Select OK.


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Hiding Data and Re-displaying Data

Columns, rows or entireworksheets may be hidden

Hidden items will not printwhen you print the worksheet

TIP: Right click and select Hide

Hiding Data and Re-displaying DataTo hidecolumns (thelong way)

Click the column heading to select the column you wish to hide. If you wish toselect other columns, press the Ctrl key whilst clicking on each column heading.

From the Format menu, select Column . Choose Hide from the sub-menu.

To re-displayhidden columns(the hard way)

Select the columns either side of the hidden column. From the Format menu, choose Column . Select Unhide from the Format Column sub-menu.

To hide rows Click the row heading to select the row you wish to hide. Highlight other rowsby pressing Ctrl whilst you click on each row heading. From the Format menu, select Row . Select Hide from the Format Row sub-menu.

To re-displayhidden rows

Select the two rows on either side of the hidden row. From the Format menu, select Row . Select Unhide from the Format Row sub-menu.

To hideworksheets

Click on the sheet tab to select the sheet you wish to hide. From the Format menu, select Sheet . Choose Hide from the Format Sheet sub-menu.

To re-displayhiddenworksheets

From the Format menu, choose Sheet .

Select Unhide from the Format Sheet menu. The Unhide dialog box isdisplayed listing the hidden sheets. Click the sheet you want to un-hide in the Unhide sheet list box. Select OK.


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Review Questions

Review Questions - How Would You ...1. Format a range of cells using conditional formatting?2. Create new styles based on existing cell formatting?3. Apply a style to selected cells?4. Change the color of your text?5. Print text in color or black and white?6. Apply colors to cells?7. Apply a pattern to cells?8. Change colors based on the value in the cells?9. Display negative numbers so that they are enclosed within brackets?

10. Turn off the gridlines on-screen?11. Hide data and re-display data?12. Hide columns (the long way) ?13. Re-display hidden columns (the hard way)?14. Hide rows?15. Re-display hidden rows?16. Hide worksheets?17. Re-display hidden worksheets?18. Hide columns (using the mouse) ?19. Re-display hidden columns (using the mouse)?


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26 Further Functions 1995-2000 - Cheltenham Computer Training Excel 2000 Intermediate




What are Functions?

Functions are special commands

They can be used to make complexoperations simple

Functions extend thepowers of Excel 2000

What Are Functions?Background Functions are special commands which you can type into your formulas to

perform mathematical processes.

Excel 2000 contains a built-in list of worksheet functions which are categorized tomake it easy to search for the ones you need. You can also define your ownfunctions for calculations you often use in the User Defined category.

A function entered using the correct syntax. They can only be used in formulas.They always include parentheses after them [()]. You may need to enter a valuebetween the parentheses, or they may be left empty.

To enter functionsdirectly into theworksheet cell

Select the cell into which the formula will be entered. Insert an equal (=) sign to begin the formula. The formula toolbar buttons

will appear. Enter the name of the function, followed by an opening parenthesis[ ( ], any

arguments required for the function, and closing parenthesis [ ) ]. Press Enter . If there are no errors in the formula, the result of the function

will be entered in the cell. If you activate the cell again, the function will bedisplayed in the formula bar.

The trouble with the method outlined above is that you must know the exactsyntax of the function and even if you know this it is very easy to introduce errorsinto your functions.


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Further Functions 27Excel 2000 Intermediate 1995-2000 - Cheltenham Computer Training




Using Paste Function

The PasteFunction is an

Excel Wizard thatwill help youconstruct yourfunctions

Paste FunctionIcon

Using Paste FunctionWays to accessthe PasteFunction Wizard

You can select the cell into which you wish to enter the function and then clickon the Paste Function icon located in the Standard toolbar

OR you can enter the equals ( = ) character into the cell that you wish to entera function into and then you will notice that the top, left of the Excel displaychanges as illustrated below.

BEFORE

AFTER

Clicking on the Down arrowwill display a list of commonlyused functions, as illustrated.


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You can then select a function and then follow through the steps as indicatedby the Paste Function wizard.

To use the PasteFunction to entera function

Select the cell where you wantthe formula to appear.

Lets say we wish to average acolumn of numbers. In this casethe active cell is A5.

Click the Paste Function icon on the Standard toolbar to display the PasteFunction dialog box.

From this we select the AVERAGE function.


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When you click on the OK button to continue. The following dialog box isdisplayed.

As you can see the range A1:A4 has been automatically inserted into theNumber 1 text box of the dialog box.

Click on the OK button and the result will be displayed in cell A5. Notice thatthe formula is also displayed at the top of your screen, as illustrated below.


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The IF( ) Function This function is used to make a decision based upon

a value within the Spreadsheet

IF(Logical_test , Action_if_true , Action_if_false )

The IF( ) FunctionBackground When carrying out calculations we are often required to make decisions. Excel

2000 has a number of functions that allow us to evaluate values and makedecisions based on the result of the evaluation. The IF( ) Function is one of these.

IF( ) Syntax The format (Syntax) of the IF( ) function is as follows:IF(Logical_test, Action_if_true, Action_if_false)

Logical_test The logical_test evaluates an expression to see if it passes the test, i.e. is TRUE ordoes not pass the test, i.e. is FALSE

Logical operators Values for EvaluationA=10 B=5C=15 D=10

Result

= (Equal to) A=B FALSEA=D TRUE

> (Greater than) A>B TRUEA>C FALSE

< (Less than) A=B TRUEA>=D TRUEA>=C FALSE


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Data Validation Functions

Excel 2000 has a number of functions whichare mainly used to validate data entry IFBLANK IFERR IFERROR IFLOGICAL IFNA IFNUMBER IFREF IFTEXT

Data Validation FunctionsBackground Excel 2000 has a family of functions starting with the letters IF, which are

commonly used for data validation. They are especially useful when designingtemplates for other users.

This: Returns this:

IFBLANK TRUE if the value is blankIFERR TRUE if the value is any error value (except #N/A)IFERROR TRUE if the value is any error value

IFLOGICAL TRUE if the value is a logicalIFNA TRUE if the value is an #N/A valueIFNUMBER TRUE if the value is a numberIFREF TRUE if the value is a referenceIFTEXT TRUE if the value is text

Examples of using an IF function:

IF (ISTEXT (A1), , Please enter your department name)

Means if text is entered into the cell A1 then no message is displayed, otherwisethe user will see the message Please enter your department name .

IF (ISNUMBER (A1), , Please enter your department number)

Means if a number is entered into the cell A1 then no message is displayed,otherwise the user will see the message Please enter your departmentnumber .


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The HLOOKUP / VLOOKUP Functions

A means of looking for valuesin predefined tables of figures Examples

Postage rates Tax tables Discount tables

The HLOOKUP / VLOOKUP FunctionsBackground How often when carrying out a task do you have to look up the value of

something in a table. Examples of tables you may frequently look up could bepostage rates, Tax and National Insurance tables.

You would use HLOOKUP when the values that you are interested in arecontained in a row across the top of your data and you want to look down aparticular number of rows.

You would use VLOOKUP when the values that you are interested in arecontained in a column (located to the left of the data).

HLOOKUP Syntax The Syntax of the HLOOKUP function is as follows:HLOOKUP(Lookup_Value, Table_Array, Row_Index_number)

Lookup_Value The Lookup_Value is the value that is looked up in the first row of a table.Table_Array Table_Array is the location and range of the table to lookup.Row_index_number Row_index_number is the number of rows to go down the table to obtain the

value to be returned.

VLOOKUP Syntax The Syntax of the VLOOKUP function is as follows:VLOOKUP(Lookup_Value, Table_Array, Column_Index_number)

Lookup_Value In this function the Lookup_Value is the value that is looked up in the firstcolumn of a table.

Table_Array Table_Array is the location and range of the table to look up.Column_index_number

Column_index_number is the number of columns to go down the table toobtain the value to be returned.


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A Sample HLOOKUP

A Sample HLOOKUPA SampleHLOOKUP

The above example shows how you can use two values to lookup a value in a table.

The function looks for the package type in row 1 of the table and then returns themailing cost in the appropriate mailing type row.

The use of the VLOOKUP function is similar.


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The CHOOSE Function

A means of choosing from a listof up to 29 options

Easier though less versatile thanLookups

The Choose FunctionBackground This is an easier function to use than a lookup table but it stil l allows you to select a

value from a list of up to 29 items.

CHOOSE( )Syntax

The syntax of the CHOOSE function is as follows.

CHOOSE(Index_num,Value1, Value2, Value3, etc)Index_num This specifies which of the set of values is returned by this function.Value1, Value2,Value3

A set of values from which the result is returned.

CHOOSE(A1, Sales, Purchasing, Accounts, Personnel, Export, Maintenance)

If A1 = 3 the value Accounts is returned to the cell.


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Entering a CHOOSE Function

Entering a CHOOSE FunctionTo enter aCHOOSEfunction

Click on the cell where the function is to go and then click on the Paste Function icon.

Select the Lookup & Reference function category. Select the CHOOSE Function Name. Click OK. The CHOOSE dialog box is displayed.

Enter either a cell reference or value into the Index_num text entry box. Press the Tab key and enter the first value to be chosen from into the value1 text

entry box. Repeat until all values have been entered. Then click OK when complete.


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The Date Functions

A wide range of functions exist to assist with datemanipulation

Examples DATE() DAY() MONTH() TODAY() WEEKDAY()

The Date FunctionsBackground Users of spreadsheets are often required to carry out tasks based on dates. To do

this Excel 2000 has a number of date related functions.

How are datesstored?

Excel 2000 stores dates as a serial number giving each day of each year a uniquenumber.

The numbering system starts with Day 1 being the 1st January 1900, Day 2being the 2nd January 1900.

DATE Returns the serial number of a particular date.DATEVALUE Converts a date in the form of text to a serial number.DAY Converts a serial number to a day of the month.DAYS360 Calculates the number of days between two dates based on

a 360-day year.EDATE Returns the serial number of the date that is the indicated

number of months before or after the start date.EOMONTH Returns the serial number of the last day of the month before

or after a specified number of months.MONTH Converts a serial number to a month.NETWORKDAYS Returns the number of whole workdays between two dates.TODAY Returns the serial number of the current date.WEEKDAY Converts a serial number to a day of the week.WORKDAY Returns the serial number of the date before or after a

specified number of workdays.YEAR Converts a serial number to a year.YEARFRAC Returns the year fraction representing the number of whole

days between start_date and end_date.


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To enter thecurrent date intoa spreadsheet

To get the sheet to always show the current date use the TODAY() function whichwill return the serial number for now. When formatted as a date this will show thecurrent date.

To separate theyear from a date

To separate the year from a date use the YEAR() function. If you have two datesentered you can use the YEAR() function to calculate the number of years betweeneach date.

To separate themonth from adate

To find the month of the year (number 1 to 12) for a given date use the MONTH()function.

To show the dayof the week

To show the day of the week (number 1 to 7) for a given date use theWEEKDAY() function.

To show the dayof the month

To show the day of the month (number 1 to 28,29,30,31) for a given date use theDAY() function.


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Cheltenham Computer Training 1995-2000 - Tel: +44 (0)1242 22

Excel 2000 Intermediate.pdf

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