Lesson 8: Working with Large Worksheets. 2 Sort Buttons Sort by one column only Sorting by a...
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Lesson 8: Working with Large Worksheets
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Sort Buttons Sort by one column only
Sorting by a Single Column
If a sorting problem occurs, close without saving and revert to presorted data.
Ascending Descending
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Sorting Selected Rows Select rows to sort if
No blank row separates the list from a total row List contains should not be sorted
Select entire other rows that rows, not individual cells
Sort is based on column A
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Sorting by Multiple Columns
DataSort & FilterSort
Sort by any number of columns
Any same last names are then sorted by first name
Sort each column in ascending or descending order
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Freezing Rows and Columns
Use Freeze Panes to lock the headings in worksheets containing more rows or columns than can fit on one screen.
Leaves row 1 visible when scrolling down
Leaves column A visible when scrolling right
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Splitting the Worksheet Window View different sections (window panes) of
a worksheet at the same time
Separate scroll bars for horizontal panes
Separate scroll bars for vertical panes
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Lesson 9: Protecting Workbooks
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Protecting Workbooks and Worksheets
Three levels: Workbook level Worksheet level Cell level
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Protecting Workbooks Protect against:
Moving a worksheet Adding/deleting worksheets Renaming a worksheet Changing the window size and position
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Protecting Worksheets
Choose exactly what users may change in each worksheet
Assign a password to prevent users from turning off protection.
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Unlocking Cells before Protecting a Worksheet
All cells are locked by default To allow editing in selected cells:
Remove checkmark to unlock them Protect the worksheet
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Protecting Workbooks with Digital Signatures
Authenticates that the workbook: Originated from you Came from a reliable source Has not been altered since it was saved
Methods Self-signature – limited security Via digital certificate – recommended
Your network security administrator can give you a digital certificate.
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Creating a Self-Signature Digital ID is valid only on your computer Not necessary if a digital signature is
installed
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Creating a Digital Signature Signing Methods
Invisible Signature line in worksheet
Sign using an existing digital ID or certificate
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Checking Signature Details Workbook status bar display button Signatures task pane
Menu
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Lesson 10: Managing Multiple-Sheet Workbooks
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Using Multiple Worksheets Summarize data into a summary sheet Create linking formulas between sheets
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Modifying the Default Number of Slides
Excel default is three sheets Change affects only new workbooks
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Linking Cells: Why Link? Reflect management needs
Top-level managers want to see the big picture Department-level managers are interested in details
Automatic updating Results in linked cells update when detail cells change
Data entered only once
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Creating Linking Formulas Create the linking formula in the Summary
worksheet
Use Point Mode to create a linking formula.
=Postage!B16Source cell reference
Begin with equals sign
Sheet name of source cell followed by exclamation point
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Copy and Move Worksheets
Create an exact duplicate of the original worksheet
Check to copy; leave blank to move
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Copy Formats between Worksheets
Copy formats consistently between worksheets
Select All button
Format Painter
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Naming Cells and Ranges Enter a name in the Name box for any cell
or cell range Use in formulas in place of cell references Available throughout a workbook
Name box – PostageTotal is the defined name of cell B16
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Naming Rules Must begin with a letter Cannot resemble a cell reference (A3) No spaces, hyphens, or symbols Underscores, periods, capital letters OK
Instructional_Materials Instructional.Materials InstructionalMaterials
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Creating Names from Row or Column Titles
Select titles and values (columns A and B)
Specify which cells to use for names
FormulasDefined Names Create from Selection
Defined names
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Using Names to Navigate
Choose a name from the list
Highlight displays defined range chosen
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Using Names in Formulas =SUM(Salaries) =Sales – Expenses =TotalPostage
Linking formula
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Modifying and Deleting Defined Names
Name ManagerDelete the selected name . . .
. . . or change its cell reference with the Collapse button
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Types of Hyperlinks Internal
To cells in a workbook
External To another workbook or non-Excel file To a web page To an email address in Outlook
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Creating Hyperlinks
Inserted hyperlink
Location type Cell reference
and worksheet
Create a ScreenTip to display in the worksheet
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Printing Multiple-Sheet Workbooks Select multiple worksheets
(Shift) – Select adjacent sheets (Ctrl) – Select nonadjacent sheets
Apply page setup options to multiple worksheets
Print selected sheets Print all sheets in workbook
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Lesson 11: Creating Tables and Outlines
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Why Use a Table? Automatic table expansion when rows or
columns are added Calculated columns copy a formula
automatically Table style library Filtering automatically available Function drop-down list for cells in total
row
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Table Parts
Row (record) holds data for one person, event, or transaction
Filter button
Column (field) holds one category of data
Optional total rowLabels outside the table
Calculated column
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Converting a Range of Cells to a Table
Select the worksheet range
Result of table conversion
Accept defaultsChoose a table style (may be changed later)
Rename the table to a descriptive name for use in formulas.
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Formatting a Table
Banded Rows:Apply a fill to alternating rows to enhance readability
First Column and Last Column:Highlight all entries in the column
Total Row:Displays total in last column if contains numbers
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Summary Formulas in the Total Row
A summary function may be chosen from a list for any number column
Result of choosing AVERAGE
Result of choosing COUNT
Result of choosing SUM
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Selecting Table Rows and Columns
Click inside the first cell of a table row to select the row
Click the top of the table column heading to select the table column
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Creating Calculated Columns in a Table
Select any cell in the table column Create a formula as usual with Point Mode
=H5+I5
Excel converts cell references to structured reference in the formula
The formula is applied automatically to all cells in the calculated column
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Sorting a Table ColumnDrop down the column heading list
In this example of sorting by color, some text in the table is red
Up arrow indicates the list is sorted from A to Z or lowest to highest
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Filtering a Table Column
Drop down the column heading list
All records except those with IL are hidden temporarily
Filter by color or for text, such as Begins with or Does not contain
Limit the display to one or more selected entries
Indicates that not all records currently display
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Custom Filters
Filter will display only records with a Review Date between April 15 and June 15
Choose Clear Filter from “[column name]” in the column heading list to remove any type of filter.
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Working with Outlines and Grouping
How outlines work Group data by rows and columns
Outline levels are displayed on the top and left
Expand and collapse grouped data
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Working with Outlines and Grouping
Auto outline For smooth Auto Outline,
arrange detail data to right or left of summary formulas
Create groups manually
Select detail data and group, even if Auto Outline has been performed
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Displaying Subtotals in an Outline
First sort the list by the column on which subtotals will be based
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Lesson 12: Creating PivotTables and Macros
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Working with PivotTables: Example 1
Raw data in worksheet
Summarized by products sold by each city in a PivotTable
Product totals
City totals
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Working with PivotTables: Example 2
Summarized by city then by product
City totals
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How PivotTables Work
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Manipulating Fields on a PivotTable
Pivoting is the process of dragging a field from a row to a column, or vice versa.
Three fields are selected
Region field dragged to Column Labels area
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Changing Field Data on a PivotTable
Add or remove fields
Filter for specific items within rows
Suppress display of an item within columns
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Filtering a PivotTable Report
Choose (All) from the drop-down list to display all items in the field.
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Editing PivotTable Calculations Change the function Create a calculated field
(custom formula)
Update the active PivotTable or all PivotTables in workbook
PivotTables do not automatically update after the source data is changed.
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Working with PivotCharts Create from a PivotTable or worksheet
data Add or move fields in PivotTable Field List
task pane as usual Filter fields as usual
Format a PivotChart just as you would a regular chart.
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Setting the Macro Security Level Choose OfficeExcel Options
Disabling with notification displays message when workbook is opened
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Macros Set of instructions that can be played back
at any time Useful for automating routine tasks
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Recording a Macro Works like a video recorder
Turn on recorder Name the macro Perform sequence of keystrokes and mouse clicks Stop recording
Where macro is stored
All keystrokes and mouse clicks are recorded, including mistakes and corrections. A macro may be re-recorded, if necessary.
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Using a Personal Macro Workbook Make macros available in all workbooks
on your computer system
Macros can be used with any workbook
The Personal Macro Workbook is a hidden workbook.
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Assigning Macros Macros may be run using:
Run command in the Macro dialog box Shortcut keys Custom buttons
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Using Shortcut Keys Run a macro with a few keystrokes
Assigning a shortcut key to run a macro from within a worksheet
A shortcut key must use either (Ctrl) or (Ctrl)+(Shift) plus a letter.
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Using Custom Buttons in Worksheets
Insert a shape Assign a macro
Click the button to run the macro
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Saving a Workbook as Macro Enabled
Use Save As Change the Save As Type Filename is saved with the
extension .xlsm
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Lesson 13: Using Financial Functions and Data Analysis
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Using Financial Functions Perform financial calculations Type the function or use the Insert
Function dialog box
Many categories to choose from
Many functions to choose from
Get help choosing the right category/function
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Introducing the PMT (Payment) Function
Calculate a periodic payment amount
Monthly payment that results
Annual rate divided by 12
# of payments (divide by 12 if years)
Loan amount (negative number)
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Introducing the FV (Future Value) Function
Calculate the future value of an annuity
Annual rate divided by 12 # of monthly
deposits
Deposit amount (negative number)
Type the function in the Formula Bar or use the Function Wizard
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Introducing Data Analysis Tools: Using Goal Seek
Let Excel adjust your variable to achieve a desired outcome
Specify desired outcome
Use Goal Seek on any cell with a formula
Choose a cell as a variable for adjustment
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Using Solver Let Excel adjust multiple variables to
achieve a desired outcome
Set constraints on any affected cell
Adjust multiple variables
To avoid errors, use the point method when entering cell references.
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Using Analysis Tools: Scenario Manager
Scenario Named combination of
values assigned to variables in a what-if model
Manage scenarios Save and compare multiple
scenarios
Add scenarios Input values for additional
what-if models
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Using the Data Analysis ToolPak Choose from 19 analysis tools Each tool performs its own function
If Data Analysis is not on the Ribbon, you must install it (OfficeExcel OptionsAdd-Ins.
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Using the Data Analysis ToolPak
The rows containing original data in columns A–D are not sorted.
Original data
Results duplicate and sort scores, which are ranked from highest to lowest
Performs calculations on the scores in column D and displays results in columns I–L
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Lesson 14: Auditing and Additional Functions
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Using 3-D Cell References in Formulas
Create a formula using data in the same cell on a range of worksheets
Deleting a worksheet or moving a worksheet tab to outside the range in the 3-D reference affects the formula.
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Introducing Lookup Functions: Using VLOOKUP
VLOOKUP (Vertical Lookup) Finds values in tax, commission rate, and other lookup
tables Syntax consists of three components (arguments)
1st argument:Cell value to be looked up
2nd argument:Lookup table
3rd argument:Column number in lookup table
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How PivotTables Work
Function searches for 14,000 (cell C6) in left column of lookup table
Search takes place in the Comm_Rate lookup table
Search stops at 10,000 because the lookup value is at least 10,000 but not 20,000
Corresponding contents of 2 columns are returned to the formula cell
Formula result
The first column of the lookup table must be sorted from lowest to highest.
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Creating a Formula with the IF Function
Take an action if the logical test is true Take a different action if false
3rd argument:Action if false1st argument:
Logical test to be evaluated
2nd argument:Action if true
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Using an IF Function to Display Text
Display Yes if true Display blank if false
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Using Criteria IF Functions Use AVERAGEIF, COUNTIF, and SUMIF to
calculate using one criterion
1st argument:Cells to be evaluated
3rd argument:Sum only the cells in this
range that meet the criterion
2nd argument:Criterion
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Using Criteria IF Functions Use AVERAGEIFS, COUNTIFS, and
SUMIFS to calculate using up to 127 criteria sets
Only cells that meet their respective criteria are calculated
1st argument:1st range to be evaluated
4th argument:Criterion for 2nd range
3rd argument:2nd range
to be evaluated
2nd argument:Criterion for 1st range
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Tracing Formulas: Auditing Tools Analyze and debug worksheets Locate formulas dependent on a cell value Locate errors in formulas
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Tracing Precedents Trace precedents
Precedents = cells referenced by a formula Trace Precedents command displays arrows to precedent
cells
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How Tracing Precedents Works Example:
Trace precedent cells included in the formula =C6*D6
Cells from the lookup table are included; they are precedents in the D6 formula
Blue tracer arrows indicate precedent cells
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Tracing Dependents Trace dependents
Dependents = Cells containing formulas that reference the selected cell
Trace Dependents command displays arrows to the dependent cells
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How Tracing Dependents Works Example:
Trace the formulas that depend on the value in cell C6
Use the Remove All Arrows command to remove the tracer arrows.
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Checking Errors Excel displays a triangle
icon Error Checking menu on
a cell helps identify the cause of a formula error
Error Checking command navigates to all cells with errors
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Using Evaluate Formula View the sequence of calculations of each
part of a formula
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Using the Watch Window
Displays formula results when the formula is out of view
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Lesson 15: Using Advanced Formatting and Analysis Tools
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Working with Grouped Worksheets Work simultaneously on all worksheets in
the group Enter data in cells Format selected cells Copy and paste
The grouped sheet tabs turn white
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Ungrouping Worksheets Remember to ungroup when ready to
enter variable data
Ungroup using context menu
Or click a sheet tab not in the group
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Consolidating Worksheet Data Combine values from source worksheets
into a destination sheet
Destination worksheet
Reference list
Use Point Mode to select reference ranges in each worksheet to be consolidated
The summary worksheet does not automatically update when source data is changed.
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Consolidation Functions SUM AVERAGE MIN MAX
The SUM function is used most often.
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Creating Links to Source Data in a Consolidation
Displays an outline with source data rows above summary row
Changes to source data do update in the summary worksheet
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Types of Consolidation By Position
References same range in multiple worksheet
Works well with identical layouts
By Category References cells by row or
column Works well with different
layouts
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Working with Data Validation Restrict data entry in cells
Types of values Minimum and maximum values
Create input messages and error alert messages to customize the validation
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Locating All Invalid Data Red circles indicate a potential problem
Ignore or correct problem
Red circles are temporary and do not print
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Working with Conditional Formatting
Formatting applied only if cell contents meet set conditions
Visual alert that a value is outside parameters
Choices on the Ribbon
Presets: Frequently used formats
Custom rules you create
Data bars, color scale, icon sets
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Creating a Custom Conditional Formatting Rule
Conditional formatting is used as a visual alert to indicate that a value is outside the parameters.
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Data Tables – One Variable Helpful in what-if analyses Values from data table substituted for a
cell reference in a formula Formula =FV(B3/12, B4,–B5) is the basis
for the data table calculations shown
Value of 0 is returned in the cell with the formula
Column of payment values that you input
Formula results for each payment value
Each payment value in the data table is substituted for cell B5 in the formula
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Data Tables – Two Variables The same formula =FV(B3/12, B4,–B5) with
variables substituted for two cell references A result displays for every combination of
rate and payment listed in the table
The input cells are blank because multiple values are substituted from the row and column.
Row of interest rates you input
Column of payment values you input
Formula results for each combination of rate and payment
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Creating Trendlines on Charts Linear trendline
Best-fit straight line that shows data trend
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Creating Trendlines on Charts Polygonal trendline
Smooth out fluctuations by averaging adjacent data points
Increase the Order option value to make a smoother trendline.
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Lesson 16: Integrating Excel with Other Programs
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About File Formats
Choose to display filename extensions in Windows Explorer.
File format Structure for storing data in a computer file
Native file format Application program normally used to save files
Identifying a file’s format
By icon
By filename extension
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Compatibility with Previous Excel Versions
Excel 2007 file formats Open XML, based on Extensible Markup Language
Prior versions Different file formats Title bar identifies these files
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Compatibility with Previous Excel Versions
Save a workbook in a different Excel file format
Compatible file format
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Handling Compatibility Issues Compatibility Checker
File owner scans workbook Any changes to correct incompatibility remove features in all
Excel versions
Compatibility Pack Users of versions 2000, 2002 (XP), and 2003 install a file
converter Incompatible features hidden Features visible when file is reopened in Excel 2007
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Handling Compatibility Issues Scan non-XML files with Compatibility
Checker
Locate these cells in worksheet
Correct any areas marked
Copy compatibility report to a new, printable worksheet
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Converting Workbooks to Other File Formats
Converter program allows an application program to open or save files in nonnative formats Text PDF XPS
Several converters are installed in Excel
Excel warns you that formatting or features may be lost with the new file format. You may first save in Excel Workbook format to preserve a copy of the workbook.
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Types of Text Files Tab delimited
Arrows do not print
Comma delimited
Characteristics Saves worksheet data in a
text-only format Removes all formatting May be only method for
transferring data between incompatible programs
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Saving Excel Data in Text Formats Save a worksheet
in tab delimited file format
Compare icons for files saved in different formats
Open and view text files in Notepad
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Additional File Format Types PDF (Portable Document Format) XPS (XML Paper Specification Characteristics
Users may use a free reader to view/print workbooks with all formatting intact; don’t need Excel at all
Prevents users from making any changes or accessing hidden information
The PDF and XPS command appears on the Save As submenu after you download and install a converter.
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Saving Excel Data in PDF Format Save a worksheet in
PDF format
Open and view workbook in Adobe Acrobat Reader
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Using Excel Tables with Word Mail Merge
Main document containing merge field codes in Word Selected records in Excel
Personalized document copies in Word
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Sharing Excel Data with Access Use the filter, query, and report
capabilities in AccessChoosing options
in the Import Spreadsheet
Wizard (Access)
Resulting Access table
When the link option is selected, any changes to the original worksheet will update in the Access table.
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Link Excel Charts on PowerPoint Slides
Copy chart in Excel Paste options
Link to chart data (default) Embed the entire workbook
along with the chart Paste the chart as a picture only
Embedding a chart gives the user access to all data in the workbook, which may not be desirable.
Slide containing the chart pasted into a content placeholder
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Importing Data from Other Applications
Drag and drop
Dragging and dropping cuts the text from the source document. Restore it with Undo or by closing without saving.
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Importing Data from Other Applications
Copy and paste Adjust formatting after pasting
Paste
Copy
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Importing External Data Import data from text files
Adjust formatting after importing text
The Text Import Wizard guides you through importing text file data.
Preview shows tab codes as small boxes, not arrows
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Importing External Data Import data from a web page
Adjust formatting after importing web data
Indicate tables that may be selected from the web page; once selected, arrows turn green
Enter the desired URL in the Internet Explorer window