IntroductionWelcome| 00:00 | Hi, I'm Lorna Daly and I'll be your guide on a fun
exploration of the latest release of Excel from Microsoft Excel 2007.
| | 00:07 | I've been training people on software applications for the last
15 years. From users afraid to touch the keyboard, to those who
| | 00:13 | feel like they're old pros. One of the things I like most about
training software is helping people make the transition from one
| | 00:19 | space to the next. When you first open up this Excel application,
you'll feel like the novice user because the interface is so
| | 00:25 | different. But with my guidance, you'll feel like an
old pro by the time you've reached the final movie.
| | 00:30 | So if you're ready to start, let's begin,
and I'll see you again at the end of your tour.
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1. Getting StartedWhy use a spreadsheet?| 00:00 | For those of you already experienced
with using Excel, you know the power of
| | 00:04 | using a spreadsheet over
other computer applications.
| | 00:06 | For those of you that are new to
spreadsheets, let's explore a little bit about
| | 00:10 | the power or the reasons
why you might want use one.
| | 00:12 | You see the table that you
have in front of you here?
| | 00:15 | You could easily create this table in a
Word document, to get the look and feel
| | 00:19 | and ability that you see here.
| | 00:20 | But what's the advantage of putting
it into a spreadsheet ? An advantage of
| | 00:24 | putting it into a spreadsheet is
shown simply by a very easy option.
| | 00:27 | The point that I am showing you here
is a downward arrow that allows you to
| | 00:31 | select and sort all the
different years in this column.
| | 00:34 | Let's say, for example, I would like just
to see how my sales are doing in year 2006.
| | 00:39 | I click on the downward pointing arrow, I
select my year that I'm interested in, and click OK.
| | 00:44 | What the applications now does, is it
goes and grabs only the information for
| | 00:47 | the year 2006 that I can
now sort through and analyze.
| | 00:51 | Let's say I'm interested in how
catering's doing in particular in my organization.
| | 00:55 | Having the ability to sort on the
Channel column will let me grab that
| | 00:58 | information in a blink of the eye.
| | 01:00 | If I click on the downward pointing
arrow again, and just select Catering, I'm
| | 01:05 | now just presented with all of the
information for the catering channel of my
| | 01:09 | organization for the year 2006.
| | 01:11 | This is where you see the
power of an Excel spreadsheet.
| | 01:14 | We're going to explore together using a
fictional company called Eat Cake, and
| | 01:17 | see how you can learn to use the power
of Excel to analyze information in your
| | 01:22 | organization or home.
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| What's changed in Excel 2007?| 00:00 | When you open Excel 2007 for the first time,
the changes are right there in front of you.
| | 00:05 | For those of you that have
been used using Excel in the past,
| | 00:08 | You'll see that the interface is completely different. No
longer are you hunting and pecking through menus to find the
| | 00:14 | commands you want, we now have a ribbon at the top that
organizes the commands and information in logical areas.
| | 00:21 | For you brand new users to Excel, you're going to find this a
very easy interface to work with. We'll explore this information
| | 00:27 | in detail in further movies.
| | 00:29 | Another nice thing about the new Excel environment, is the
ability for you to gather more information. I'm just going to type in
| | 00:37 | a1000000 in my little are here, and
hit the Enter key. And this takes me down
| | 00:44 | to the one millionth row
in the Excel spreadsheet.
| | 00:47 | If we peek down a little bit further, you'll see that there's
even more than one million rows of data that you can handle.
| | 00:54 | The other nice thing is that it
also will take you to 16,000 columns.
| | 00:59 | So if you multiply those together, you've got one huge
spreadsheet for you to be able to put data in. Don't worry,
| | 01:06 | you're never going to have that much data to analyze at one time.
Another nice thing about this new 2007 Excel spreadsheet, is the ability
| | 01:12 | to quickly format your
cells using style gallaries.
| | 01:16 | I'm just going to take a look over here,
| | 01:19 | after I remove my filtering,
| | 01:22 | to this styles area, and I'm
going to select Format as a Table.
| | 01:27 | I quickly select
| | 01:30 | the area
| | 01:31 | of my table that I'm interested in
creating a new look and feel for,
| | 01:36 | click on the Format, and I'm given a huge array of different
looks and feels that I can choose from. Let's say I want to get
| | 01:44 | very creative with my look and
feel, and I like the red style.
| | 01:48 | I simply hover over it, click once,
| | 01:51 | ensure that my information is the area that I want to work
with, click OK, and all of a sudden the new look and feel is
| | 01:57 | applied to my table. Pretty easy, isn't it?
| | 02:00 | If I'm not too keen on the color, I can
simply hover over each of these to see
| | 02:05 | all the different
| | 02:07 | looks and feels I can work with. Again, we'll get into more
detail on how to do this in subsequent movies. Another nice
| | 02:13 | thing about this new version of Excel is the
ability to create professional looking charts.
| | 02:18 | And I'm just going to give you a little taste of that kind of
information by clicking over onto a new report format and displaying
| | 02:24 | that for you there.
| | 02:25 | This is very, very easy to do. And we'll be
exploring how to do this in subsequent movies as well.
| | 02:30 | The ability to create pivot tables was more of a challenge
than anything, in previous versions of Excel. The way that
| | 02:37 | you organize your data and capture your data, is not
necessarily the way that you want to present and analyze your data. The
| | 02:42 | use of pivot tables in Excel's 2007, is an easy way to do
just that. What you can do is you can take your information
| | 02:49 | that's displayed, as in the tabular
format that we see here, and easily
| | 02:53 | create a pivot table which summarizes and
displays the information in a very readable format.
| | 02:59 | This is something that's very easy to do in 2007, and we'll
be exploring that in a movie later on. If we go back to our
| | 03:05 | source data screen, another nice thing about the 2007 version
of Excel, is the different ways that you can take a look at your
| | 03:11 | information on the screen. In previous versions of Excel, and
in other spreadsheet applications, it took a long time to see
| | 03:19 | what the information that you're seeing
here looked like in a printable format.
| | 03:23 | Down at the bottom of the screen, you have a new view,
which is called Page Layout, and if I click on that,
| | 03:29 | it changes my screen to present to me how this
information is going to be displayed on a page. I can also
| | 03:37 | go into the areas,
| | 03:39 | and change the information for my
headers and footers very, very easily
| | 03:43 | on the screen.
| | 03:44 | So instead of having to go and hunt for my layouts or
my page headers and footers and titles, I can change this
| | 03:51 | information right here. So it really does give a novice user,
for those of you that her brand new, the ability to see exactly
| | 03:58 | what you're going to be presenting, and change it right then and there.
So it's a very, very easy to use format in the new application. If I
| | 04:05 | move back to our regular workflow page, I can also
identify trends in my spreadsheet here by using what's called
| | 04:12 | Conditional Formatting.
And this is something also
| | 04:14 | that's new in Excel 2007.
| | 04:17 | I simply highlight the area
| | 04:19 | that I would like to use
the conditional formatting in,
| | 04:22 | click on the Conditional Formatting screen, and choose from
the list there of what I'd like to show. Let's say I'd want to
| | 04:29 | identify the top 10 items in this particular list, and I
don't want to have to sort alphabetically, I want to present
| | 04:35 | them in this area. But I want to be able to highlight them for
anyone looking at my spreadsheet, or perhaps printing it out.
| | 04:41 | I simply select the Top/Bottom
Rules list, I click Top 10 Items.
| | 04:46 | It identifies again, how I want to present them.
| | 04:49 | DO I want to highlight them in red? Or would I like to highlight
them in green, with dark green text? I get to see right here behind
| | 04:57 | me, what it's going to look
like when I make my selection.
| | 05:01 | I think the dark green doesn't
highlight it quite as much as I want;
| | 05:04 | I think I want to put it in red text.
| | 05:06 | Click OK,
| | 05:07 | and it goes through the selected area, and identifies the
top 10 items, or the highest ranking items in this particular
| | 05:14 | area. So that's conditional formatting and see how
easy it is to take your information and highlight it,
| | 05:20 | and then go in to present it with two other people who may be
using the same spreadsheet. Those are just a few things that
| | 05:25 | have changed in Excel 2007.
| | 05:27 | In our next movie, we're going to take a look at the most
obvious, or the biggest change in Excel 2007, and that's the
| | 05:33 | user interface,
| | 05:34 | and the ribbon.
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| The Ribbon| 00:00 | There's a new way of finding your information and your commands in 2007 for all of the office
suite applications, and it's called the ribbon. And that's what we're going to explore right now.
| | 00:09 | In previous versions of Excel, you were presented with a
list of menus; your File, your Edit menus, your Window menus,
| | 00:16 | and underneath there you went to look for your commands. What we've
done in 2007, is we've grouped the information into a more logical
| | 00:23 | format, and it's done through the different
tabs that you seen here. There's 8 in all.
| | 00:28 | And as you go through the different tabs, you'll notice that the information on
the tabs changes to present you with the information or the commands that would be
| | 00:36 | most appropriate for that kind of command that you want to work
with. For example, if I went to my Page Layout tab, I see Themes,
| | 00:44 | the setup of the page itself,
| | 00:46 | some of the formatting options for the size of
the rows or the columns that I'm working with,
| | 00:50 | printable options,
| | 00:52 | and how I'm going to arrange the information.
| | 00:54 | If I go to my Review tab, it allows me to select from
different commands when I am going to be reviewing a document.
| | 01:01 | In creating the ribbon idea for Excel 2007, Microsoft has
grouped the information together in logical areas so that you will
| | 01:10 | go to a particular tab to do a certain type of function, and
find the commands you want there. If we take a look individually
| | 01:17 | at the Home tab, this is where most of the formatting and styling
options are available to you. You've got your Clipboard options,
| | 01:25 | which allow you to paste, cut and copy,
| | 01:27 | your information from one area to another. You have
your Font commands, which allows you to style, bold and
| | 01:33 | italicize information that's
included in your spreadsheet.
| | 01:36 | You have your Alignment section, which gives you the ability to
format and change the look and feel of the information, so that
| | 01:43 | it's easy to read. You have your
numbering options in formatting.
| | 01:46 | With your accounting and percent and number of decimal
places very easily highlighted, and easy to use with a click
| | 01:54 | of a button.
| | 01:54 | You have your styling options,
| | 01:56 | the ability to manage your
cells and other editing features.
| | 02:01 | Right with the click of a button. That's a quick
introduction to the ribbon. We'll explore how to manage this ribbon in
| | 02:06 | another movie.
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| The Microsoft Office Button| 00:00 | Another new item in Microsoft 2007 on all of the
products is the Office button up in the corner.
| | 00:06 | If I click on this, it opens up
| | 00:08 | a different Menu palette that will allow me to access any of
the different commands that I would like to use with my whole
| | 00:15 | Microsoft workbook. I can create brand-new workbooks by
clicking on the New item here, and that brings me to a screen where I
| | 00:21 | can pick from pre-existing
templates that I've created myself,
| | 00:24 | or other Microsoft Office templates that I can download. We'll
be taking a look at this in more details in subsequent movies.
| | 00:32 | If you click on the Open button, you can
access workbooks that you used in the past.
| | 00:37 | You have your two different save options here, your quick save,
the save button that I'm hovering over now allows you to pick
| | 00:42 | different save options for your document. This is
especially useful if you're wanting to share your information with
| | 00:48 | individuals that have older
versions of the Excel environment.
| | 00:51 | You have your print options here, as well as
three new ones. Preparing your document for printing,
| | 00:56 | which allows you to put in some security features, and we'll
be exploring these in a little bit of detail in later movies.
| | 01:02 | Sending options, which let's you create quick links to
your document, and go right to your mail and fax options.
| | 01:09 | And clicking on Publish which allows you to create
workspaces that she can share on a multiple server. You can close your
| | 01:16 | document at any time by clicking on the Close button at the
bottom. And finally, we'll be exploring the Excel Options that
| | 01:21 | set out the parameters for this
particular office document, in the next movie.
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2. Setting Up Excel 2007What's on the Ribbon?| 00:00 | What we're going to take a look at in this particular movie
is your Microsoft ribbon. This is the biggest change for anyone
| | 00:06 | that's used Microsoft Excel in the past. In the previous
versions of Microsoft Excel, you needed to know the menu options very
| | 00:12 | well. You needed to know that paste was included in your
Edit menu, in order to be able to bring information from one
| | 00:18 | application into the other. What we've done in 2007, is group
the information under tabs, and included in each tab are a group of
| | 00:26 | commands that you see I'm circling over
here, that are of like kind. And by that
| | 00:30 | I mean, if I wanted to work with the information that's in my
document and I wanted to bring it from my Word document into my
| | 00:36 | Excel document, I would
paste that information together.
| | 00:39 | I also have a cut. I could cut the information from one document,
or one worksheet, to another, and I could copy it in. We'll see how
| | 00:45 | these things work in detail in later movies. But you can see that
they're grouped together so that the information is easier for me
| | 00:51 | to find. If I want to align the information on my screen,
I could simply go over to my Alignment group. So under
| | 00:57 | each tab,
| | 00:58 | You have groups of commands. In the groups of commands,
you have very easy access to the groups. You don't have to
| | 01:05 | remember what the name of the particular
command is, it's identified either by a button,
| | 01:10 | some text, or a
| | 01:12 | icon.
| | 01:13 | You'll also notice that in each of the groups, you have a
downward pointing arrow, and I'm hovering over that right here. What
| | 01:20 | that does, if I click on this is a last
way to see more options that are available in
| | 01:24 | that particular grouping of commands. And these are much more
similar format for those of you that are used to using Excel. It
| | 01:31 | gives you the details behind that. So you could click on
the formatting of cells, you can take a look at the number
| | 01:36 | formatting that you might want
to use, how these are aligned,
| | 01:40 | what font styles you want to work with, and
some other filling options and styling options.
| | 01:45 | You'll see that these are very similar to the tabs that are
showing up here. So whatever way works best for you, is the way
| | 01:51 | that you can access the
information in the new version of 2007.
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| Making your way around the Ribbon| 00:00 | Now that you've been introduced to the ribbon, let's take a look in
little more detail of what you've got on an ribbon. On your Home tab, you have
| | 00:07 | all of the most commonly used commands that people who are
working in Excel want to access very quickly, so that your
| | 00:13 | formatting, your alignment,
| | 00:15 | your numbering formats, the
ability to work with cells,
| | 00:19 | and edit the data.
| | 00:20 | If we take a look at the Insert tab,
| | 00:23 | that's going to allow you to put in
your pivot tables, other tabular formats,
| | 00:27 | some nice graphic illustrations if you
want to jazz up your worksheet a little bit,
| | 00:31 | access to your different charting options,
| | 00:34 | as well as linking
| | 00:35 | and putting in different text and headers. I'm
going to go to this fairly quickly in this movie,
| | 00:41 | because we're going be exploring
each of these tabs in subsequent movies.
| | 00:45 | Under your Page Layout, it allows you to take a look at
and work with how your information is going to be finely
| | 00:51 | printed on your page.
| | 00:52 | Formula tab allows you easy access to commonly defined
functions, within application, as well as the ability to create
| | 01:00 | your own and to find it where
you went wrong when you did it.
| | 01:04 | Over on the Data table tab, you have the ability to take a
look at and sort and filter your data very easily, and it
| | 01:11 | really allows you a lot of different options to access the
information, and to analyze the information that's included in
| | 01:16 | your worksheet.
| | 01:17 |
| | 01:18 | The second to last tab, the Review tab, allows you
to do your proofing right in the Excel environment.
| | 01:25 | There's the good, old spell check option that we've grown
to love within all of the Microsoft Office applications.
| | 01:30 | the ability to share the information
allows you now, a new commenting feature,
| | 01:35 | and it also allows you the ability to track your changes and
to protect your worksheet so that the information, when you
| | 01:41 | do share between people, isn't changed.
| | 01:43 | And finely, under View, the final
View tab replaces the old Windows menu.
| | 01:48 | It let's you work with other windows, and flip
between the windows that you're looking at on the screen.
| | 01:53 | And it allows you to change the view that you're looking at,
either the page layout view, which shows me how it's going to be
| | 01:59 | actually shown on the page
when I want to work with it.
| | 02:02 | That let's me easily and quickly go back
to my normal view so I can manage my data.
| | 02:06 | We'll be exploring all of these different
tabs in much more detail in subsequent movies.
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| Customizing the Ribbon| 00:00 | Now that you've seen what the ribbon offers you, let's take a look at
how 2007 Excel let's you customize these lists. For those of you that
| | 00:06 | are old-time Excel users, you're probably wondering, how
can I get easy access to those commands that I used to
| | 00:12 | use a lot when I was in 2003, and I knew
where they were. Well that's very easy to do.
| | 00:16 | Right at the very top of the screen, you have your drop-down
list, and I'm pointing at that drop-down list right now.
| | 00:22 | I'd simply click
| | 00:24 | on that to customize my Quick Access toolbar, and if you take a
look to the left, you'll notice that I already have a few icons
| | 00:30 | sitting on that toolbar.
| | 00:31 | How can I add more? Well,
| | 00:34 | it's very simple. You'll notice that by
the Save option here, or the Save command,
| | 00:39 | I have a checkbox. What
does that do for me? Well that
| | 00:42 | adds that particular icon, that
Save icon, to my Quick Access toolbar.
| | 00:46 | I could say I'd like my spell check, because I'm
an awful speller, and I want that easy at hand.
| | 00:52 | By clicking on that,
| | 00:53 | it closes that window and
it puts the spell check icon
| | 00:56 | right up on that Quick Access toolbar for me. So
by simply clicking on the downward pointing arrow,
| | 01:01 | I can
| | 01:02 | set up my Quick Access
toolbar very, very simply.
| | 01:06 | I could look at more commands,
| | 01:08 | and by clicking on that I pop into the
Excel Options tab, to the customized view.
| | 01:14 | And this gives me access to all of the different commands
that are in the Microsoft Office menu, as well as in Excel
| | 01:21 | itself. By clicking on the
particular tab I'm interested in,
| | 01:25 | it presents me with a drop-down list of all the
information that I'd like to be able to work with.
| | 01:30 | I also like the AutoSum features,
so I'm going to select that,
| | 01:33 | click on the Add button to move it from the left-hand side
of the screen to the right. I can re-order the order that my
| | 01:39 | Quick Access toolbar presents in, by selecting a
particular command that I want at the very beginning of my list,
| | 01:46 | and clicking up.
| | 01:48 | So you see, it's very, very simple for you to have complete
control over what you are looking at in the Quick Access toolbar.
| | 01:53 | By clicking on the OK button,
you'll notice up in the top here
| | 01:56 | that I have now all my favorite commands,
| | 01:59 | just at the click of a button.
| | 02:01 | One last thing I want to show you that the Quick Access
toolbar, is the ability to position it. Right now, it's at the very
| | 02:06 | top above my ribbon.
| | 02:08 | We have one other place that it can be placed,
| | 02:11 | and it's down below the ribbon.
| | 02:13 | So if I prefer to have the Quick Access toolbar closer
to my formula bar, I can simply place it below my ribbon.
| | 02:20 | If I prefer,
| | 02:21 | I can put it back above. So
it's really personal preference.
| | 02:26 | If you've placed all of your favorite icons on your Quick
Access toolbar, and you really don't want to see the ribbon any
| | 02:31 | longer,
| | 02:32 | you can easily minimize it by again, clicking on the custom
Quick Access toolbar, and clicking the minimized ribbon option.
| | 02:39 | And there, it's gone. And for those of you who are true 2003
users, this is a little bit more in tune with what you're used to
| | 02:45 | seeing. Let's bring back the ribbon at the moment because I
really want to explore the information that's included on it, so
| | 02:51 | I just simply click on my Quick
Access toolbar option, and click on
| | 02:55 | the minimize ribbon to deselect that
option, and my ribbon's now in front of me.
| | 02:59 | Now, we're going to go on to the next movie that allows us to
see how we can customize the information behind the Microsoft
| | 03:06 | Office button.
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| Customizing the Microsoft Office Button| 00:00 | Let's click on the Office button up here and see what that lets us
do. Now, if I click on it, you'll see that it brings up our commands
| | 00:07 | that we've already explored.
| | 00:08 | But it also gives me the option to set Excel options for my
whole Excel environment. So let's click on that and see what it gives
| | 00:15 | us. What this allows you to do, is it let's you set up the
working environments you're going to have for Excel 2007 to be very
| | 00:22 | personal to what is important to you, and the way you like
to work, within the application. This popular screen that
| | 00:28 | I see here, allows me to take and enable some different
options for working in the Excel environment. Let's take a
| | 00:35 | look at some of the top
options for working with Excel.
| | 00:38 |
| | 00:38 | You can show your Mini toolbar on selection, and this is an
example of what that means. That's talking about the pop-up boxes
| | 00:44 | that come, as you hover over different areas and different
commands of the environment. For those of you that are brand-new to
| | 00:51 | working at the Excel spreadsheet,
| | 00:52 | this may be a handy feature. For those of you that are
seasoned veterans of working in Excel, this might be more of a
| | 00:58 | nuisance then anything. So you can simply deselect that option
by clicking on the checkbox there, but for our examples and our
| | 01:04 | movies, we're going to leave it on.
| | 01:06 | This Enable Live Preview is a really interesting, and
really powerful option that I think you'd like to leave on, and
| | 01:12 | we're going to explore in subsequent versions. And this
gives you the view of what you're going to be changing on your
| | 01:19 | spreadsheet, without having to save it.
| | 01:21 | In previous computer applications you had to save the
information, re-open it, take a look at it, and then if you didn't like
| | 01:26 | it you have to remember what it was you did to get back to
the previous spot. In this live preview option, as you hover
| | 01:32 | over the information, you get to see what it looks like. So
it shows you how the feature that you're thinking of changing,
| | 01:39 | will change the document that you're looking at.
| | 01:41 | For the versions that we're working in,
we're not going into the developer tab ribbon, so
| | 01:45 | if you don't mind, I'm
going to leave that one off.
| | 01:48 | You also have your formatting options, what kind of fonts you
want to use. What is the default view that you'd like to see in your
| | 01:55 | spreadsheets? Is it the normal view that we've
been looking at most often in our movies so far?
| | 02:00 | Would you like to look at the Page Break Preview or the Page
Layout view? For those of you that these views are a little bit new to,
| | 02:07 | don't worry, we'll be seeing them more later.
| | 02:10 | You can also personalize
your copy of Microsoft Office.
| | 02:14 | if we take a look at the Formulas tab, it allows you to
change the different options, the calculating options.
| | 02:20 | how you'd like to work with formulas,
| | 02:22 | would you like air checking turned on, so that it tells you
you've made mistakes in your formula creation right off the bat?
| | 02:28 | And what kind of rules would you like to put on those? Again, for
the more advanced users of Excel, you could come in here and customize
| | 02:34 | things to your hearts content, for those of
you that are brand-new, I'd go with the defaults.
| | 02:39 | Under the Proofing options, you can identify whether
you'd like AutoCorrect options set right off the bat.
| | 02:44 | What does this do for you? Well, if
we click on the window very quickly,
| | 02:48 | if you're like me and you're not the best speller in the world,
you may want to place your most commonly misspelled words in
| | 02:54 | here. So for example, if I always spell
received with the e before the i,
| | 03:00 | I can change it
| | 03:03 | to the i before the e, and place it in.
| | 03:05 | You'll also see that there's other
| | 03:07 | commonly misspelled words in my list right away.
| | 03:10 |
| | 03:13 | You have your different Save
options under your Save commands.
| | 03:17 | How would you like to save the
work when you click on a Save button?
| | 03:20 | And here's the--my special auto recover, do you want to
save it every 10 minutes so that you never really lose your
| | 03:26 | information? This is a godsend for those of
you that are brand-new to working with computers.
| | 03:32 | You also have the ability to customize
the visual appearance of your workbook.
| | 03:37 | You also some Advanced options and again, these are for
the people that are very, very used to working with the Excel
| | 03:43 | spreadsheets. You can
change your editing options,
| | 03:46 | you can work with what you would
like to do with copying and pasting,
| | 03:49 | change some print options,
| | 03:51 | work with your display,
| | 03:55 | looking at your formulas. So you can see that there's a lot of
information that you can change here in your worksheets. This
| | 04:01 | Customize screen might be familiar to those of you that
looked at our previous movie on how to customize the Quick
| | 04:06 | Access toolbar, is also presents for
you here, under the Excel Options menu.
| | 04:11 | The last three options, the Add-Ins,
| | 04:14 | the Trust Center, and Resources are for
more advanced users of the spreadsheets.
| | 04:20 | Add-Ins allow you to select different and-ins that you would
like to manage within the Microsoft Office environment. The
| | 04:27 | Trust Center gives you some security options for those
of you that are setting up securities for organizations.
| | 04:34 | And Resources allows you to identify when
you'd like to set up your update checks,
| | 04:39 | how you can run diagnostics, and how
you can get in touch with Microsoft.
| | 04:45 | That's it for setting up the Microsoft Office environment.
Now let's get into actually working and modifying with your
| | 04:51 | worksheets, into chapter 3.
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|
|
3. Modifying WorksheetsOpening old worksheets| 00:00 | So you've got Microsoft Excel 2007 installed and you're ready to
start using it. Let's go open up an old worksheet that we've used
| | 00:07 | in past versions of Microsoft Excel. We'll click on the
Microsoft Office button up in the top, left-hand corner, and select the
| | 00:14 | Open file.
| | 00:15 | This cash flow budget worksheet was something that I have
used previously, and I want to start a brand-new one for
| | 00:21 | brand-new year. So I select it,
| | 00:23 | and I click the Open button. And I get this message. Whenever you see
a message with a yield sign and an exclamation mark, that's telling you
| | 00:30 | there's a warning. It's telling you that there's something
about what you're trying to do that you need to think about
| | 00:35 | before you proceed. In this case, it's telling me that I'm
working with an earlier beta version of Microsoft Excel 2007.
| | 00:42 | And it's also telling me that it's going to convert the workbook
to this most recent version of the file format, when I save it.
| | 00:48 | So, for those of you that have been using Microsoft Excel in
the past, and you are opening up older versions--let's say an
| | 00:54 | Excel 2003 worksheet--it's going to identify for you, that it's
going to bring it in, what we're going to call, compatibility mode.
| | 01:01 | Where it may turn off some of the features that didn't work in
2007, just so that you can easily work with the information in
| | 01:07 | the spreadsheet that that you're working in here. It's also
verifying that the information that you're opening up, is from a
| | 01:12 | trusted source, so that you're not
going to corrupt your environment.
| | 01:15 | So let's click on OK, and see what happens. And I get this nice
Cash Flow Budget Worksheet in front of me. If I take a look at
| | 01:21 | the top of the screen where I see what worksheet I'm
working in, I have a little identifier here in square brackets,
| | 01:28 | and that's called compatibility mode. And that's identifying
for me that this is an older version of a spreadsheet that I
| | 01:34 | had worked with previously, and that it's now putting it in
a safe mode for me to work in, in 2007. And that all of the
| | 01:42 | functionality in 2007 may
not be available for me, but
| | 01:45 | that's fine.
| | 01:46 | At least it lets me work. And it will also allow me to save this
document in a mode that would let me share it with those people
| | 01:52 | that haven't already upgraded to Microsoft 2007. Especially the
Excel version of it. One thing I want to mention to you is you
| | 01:59 | don't have the ability to manually turn
off this compatibility mode feature in 2007,
| | 02:05 | it automatically will show up for you, but you cannot turn it
off if you don't want to. This is something that is standard
| | 02:10 | and it's predetermined by the application itself. Now that
we've seen that we can use older versions of the software in the
| | 02:16 | worksheets in Microsoft 2007 XL,
let's go and create one from scratch.
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| Adding and deleting worksheets| 00:00 | So you've learned how to open up older versions of Excel documents
within Excel 2007, let's take a look at creating a brand new Excel
| | 00:08 | document itself. Excel documents are
called workbooks, and in a workbook,
| | 00:12 | you have a series of sheets of information. We're going to take a
look at now, how to add different sheets within the application.
| | 00:20 | I'm now looking at three sheets of data. That's
the default that I've set in my Options tab above.
| | 00:26 | If I wanted to change the name of one of these sheets, I simply
go down to the bottom, right-click on the name of the sheet as
| | 00:33 | it stands here,
| | 00:34 | and select the Rename option.
| | 00:37 | So I click Rename, and I can call this Qtr 1. So that's
going to house my first quarter information. I can simply do
| | 00:45 | the same thing by selecting sheet
number 2, right-clicking on the sheet name,
| | 00:50 | clicking Rename again, and call that Qtr
| | 00:54 | 2.
| | 00:55 |
| | 00:56 | For those of you that prefer to use the
ribbon commands to rename your sheet,
| | 01:01 | you simply need to
| | 01:03 | go up to the Format option,
click the downward arrow,
| | 01:07 | under the Organizing Sheets area, select Rename Sheet, she
you'll notice if I come back down to the bottom of the screen,
| | 01:14 | it's highlighted the name of the sheet forming, so I can
simply click on Qtr 3, and add it in that way. So, it's
| | 01:24 | very, very flexible depending on what best
suits you in terms of using a mouse to navigate
| | 01:29 | or to use your clicks of the
buttons to navigate around system.
| | 01:33 | In every year, I have four quarters, but I've run out of tabs. How do I
add a brand new tab into the system? Well, there's a couple of ways that
| | 01:40 | you can do it.
| | 01:40 | The easiest way is to click on the
icon that I am hovering over right now,
| | 01:46 | click on it once, and you'll see that I have
created a brand you tab. To rename the tab,
| | 01:50 | I go up to Format,
| | 01:52 | I select Rename Sheet, sheets, and I can easily rename my sheet
on tab number four. For those of you that prefer to use the mouse,
| | 02:01 | you can simply click on the tab,
| | 02:04 | use your right-click Mouse button, select
| | 02:07 | Insert.
| | 02:08 | It's going to ask you
| | 02:09 | what would you like to insert, you'll be asked what kind of
information would you like to insert, and you're going to select Worksheet,
| | 02:16 | and click OK.
| | 02:17 | And you'll see that you've added in a brand
new worksheet here, and you can rename it.
| | 02:21 | For those of you that prefer to use keystrokes, if you hover
over the final icon here, you'll see what the keystroke is to
| | 02:29 | insert a worksheet, and it's Shift, holding down the
shift key, hitting your F11 function key, and you add in
| | 02:37 | one more worksheet.
| | 02:38 | So it's very, very easy, whatever way you'd like to add your
worksheets in, you can. Now, you see here that I have more worksheets
| | 02:44 | then I need, how can I delete them?
| | 02:46 | You can right-click on it,
| | 02:48 | select Delete,
| | 02:49 | and you remove one of your worksheets. For those of you that
prefer to use the ribbon to remove your worksheets, you select
| | 02:55 | the worksheet that you would like to remove
by placing your mouse within that worksheet,
| | 03:00 | go up to Delete, and
| | 03:03 | select Delete Sheet.
| | 03:06 | And your worksheets are gone.
| | 03:08 | That's how you can work with your worksheets. So now that you've
learned how to add and delete worksheets, let's find out how you can do
| | 03:14 | that same functionality,
| | 03:16 | with cells and rows.
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| Inserting and deleting cells| 00:00 | To see how you can add and delete cells,
| | 00:03 | let's go up to the Office
button again and open up our
| | 00:07 | EatCake Sales Forecast.
| | 00:11 | We see here that we already have a table of information available
to us. But let's say that we now have some information that we'd
| | 00:18 | like to start adding in for 2007.
| | 00:22 | And we want to insert up here at the top of our table. So to
insert a row of information, I simply select the row where I
| | 00:30 | would like the information to be added in,
and I right-click and click Select Insert.
| | 00:36 | And see how that pushes the information down?
| | 00:39 | Now you'll notice that I've selected row 10 and that's
put a gap between my information or the year 2005, which is
| | 00:45 | really not what I want to do.
| | 00:47 | So I've got two things I can do. I can go up to the top
where my Quick Access toolbar is, and say Undo Insert Cells,
| | 00:55 | which removes it. Or, if re-add those
| | 00:58 | --insert those cells again--I can delete
the information by right clicking on the row,
| | 01:03 | and selecting
| | 01:04 | Delete.
| | 01:06 | So it's very, very simple. And I find this the easiest
way to work with inserting rows and columns is to look right
| | 01:13 | in the spreadsheet itself.
| | 01:15 | If you like the ribbon, you can do the same functions by
using the ribbon commands. I select where I would like to
| | 01:21 | insert my row,
| | 01:23 | I go up to the Insert option,
and I say, Insert Sheet Rows.
| | 01:29 | And that performs the same task. It's a little bit more work
because I've got to move my mouse across the screen to get to where I want
| | 01:36 | to go. But it's also nice that if I've made a
mistake and I've added it into an incorrect as I have here,
| | 01:43 | I simply can move down
one command, select Delete,
| | 01:47 | Delete Sheet Rows, and the
information is easily removed.
| | 01:51 | I can similarly work with columns. Let's say I
wanted to add a location in one of my columns,
| | 01:56 | in between the Year and the Channel. I go to the column
header, in this case the column D header, and you'll see I have
| | 02:04 | a downward pointing arrow here. If I click on that once, I'm going
to select my whole column. That's a nice trick for you brand new Excel
| | 02:10 | users, that if you hover right over the column letter that
you're interested in selecting, and just make sure you get that
| | 02:17 | downward pointing arrow, and click, you'll select the whole
column. SO I selected D as the column, and I can right-click,
| | 02:24 | and click
| | 02:25 | Insert,
| | 02:26 | I'm going to insert a column right at D.
SO I've pushed the information between Year
| | 02:32 | and Channel out. I can remove that column by right-
clicking again and selecting Delete. To review adding a column
| | 02:39 | using the
| | 02:40 | ribbon options,
| | 02:42 | again, select the column where you'd like the information
to be inserted, by clicking and the downward pointing arrow.
| | 02:48 | You'll notice it shadowed and changed color. SO you know you
selected it and that's where the information is going to be inserted,
| | 02:54 | or the columns going to be inserted.
| | 02:56 | Go up to the ribbon, select Insert,
| | 02:59 | and now I have the Insert Sheet Columns option. I
select that, and away I go. If I delete one and remove that,
| | 03:06 | I simply select the Delete ribbon command, and select
Delete Sheet Columns. Before we leave the option of inserting
| | 03:14 | columns, I'm going to show you a little trick. In some cases,
you're going to want to add more than one column at a time.
| | 03:20 | Often you're going to want to insert a column, do
that by using the Ribbon menu and saying insert columns.
| | 03:25 | But you're going to want to put in a few more columns. You
can do that by hitting your F4 function key, and that just
| | 03:34 | repeats the commands that you just finished performing. And
you see I've added at least three columns in at the same time.
| | 03:41 | If I want to delete more than one
column at a time, I simply select the column,
| | 03:46 | click and drag
| | 03:47 | my mouse across to highlight
the area that I want to delete,
| | 03:51 | and then select
| | 03:53 | Delete Sheet Columns, and I can
remove more than one at a time as well.
| | 03:59 |
| | 03:59 |
| | 04:00 | I'm going to look at the same functionality, but now based on
an actual cell. What happens if I wanted to insert a cell alone.
| | 04:07 | If I select the Retail cell in D4,
| | 04:11 | and click Insert and click Insert Cells,
| | 04:14 | you'll notice I get a little dialog box. I'm just going to move the
dialog box up ever so slightly so that we can see what were looking
| | 04:19 | at here. It gives me four choices. It asks me, do I want to
shift my cells to the right? So am I adding a column? Do I want to
| | 04:27 | shift my cells down? Or would I like to perform this
insert based on an entire row or an entire column? We already
| | 04:33 | know what inserting a row and a column does,
let's see what happens when I want to insert
| | 04:37 | just a cell, and I decide I
just want to shift the cells down.
| | 04:40 | So I select that and I say OK. Notice that it has inserted just
an individual cell, and its kept all the other information on the
| | 04:48 | right and the left of the columns pinned to the worksheet.
Why would I want to insert just an individual cell in this
| | 04:56 | fashion? Perhaps I've been playing around with my data, and
my data is now skewed ever so slightly. I've moved it off and
| | 05:03 | I just need to place that placeholder to add a piece of
information in the middle of my table. That is the perfect
| | 05:09 | example of why you'd
| | 05:10 | want to just insert a particular cell as I've done here.
Obviously, in the example that I've shown you, it has thrown off my
| | 05:17 | data, so I'm not going to leave it there and I will show
you how I can remove that cell in a moment. Keep that in mind
| | 05:23 | when you are working with large tables of information, and
you need just to insert a cell in the middle of your lists. So
| | 05:30 | as I mentioned,
| | 05:30 | I don't want to keep it looking like this,
how do I clean that up and remove that cell?
| | 05:35 | Very simply, I select the cell I want to remove, I
go to my Delete option, and I select Delete Cells.
| | 05:41 | Now in this case, I want to shift my cells up
because I want to move the information up one line.
| | 05:47 | So I identify that by selecting the correct
Radio button, I click OK, and I'm back to normal.
| | 05:52 | For those of you that would like to see how that's
done using the mouse options, I simply select the cell,
| | 05:59 | I right-click, I'm then presented with my
| | 06:03 | Quick menu. I select Insert.
| | 06:06 | It asks me the same information that I was asked when I
used the ribbon command, what do I want to do? In this case
| | 06:13 | I'm going to shift my cells right.
| | 06:15 | I select that.
| | 06:16 | I click OK, and you see how it has inserted a cell and
pushed my information over to the right. To delete that function,
| | 06:23 | and that particular cell, I'm going
to click on the cell I want to remove,
| | 06:28 | I say Delete,
| | 06:30 | I identify that I want a shift my cells
left to bring them back to their original spot,
| | 06:36 | I click OK,
| | 06:37 | and everything's back to normal.
| | 06:39 | So that's some individual ways that you can manage the cells
on your screens. Next, we're going to take a look at freezing
| | 06:46 | the areas of the worksheet so that
I can pin my titles to my screens.
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| Freezing areas of a worksheet| 00:00 | I'm now going to introduce you to a feature in Microsoft Excel 2007 that
I find very helpful. And it's the ability to freeze panes. What I mean by
| | 00:08 | freezing panes is the ability to hold on to a row or a
column, and keep it pinned to my worksheets. So as I scroll
| | 00:16 | through, I don't lose that information.
| | 00:19 | For example, I'll show you what I am talking about here. I'm going to scroll
through this EatCake Sales Forecasts screen, and I'm just going to move down,
| | 00:26 | and you see how I've lost my titles.
| | 00:29 | Now this is a fairly straightforward table, and I can deduce
that this is, you know, my month, this is my quarter, this is
| | 00:37 | my year, here's my channel, here's my dollars. But
let's say I had lots of information in here and I wasn't
| | 00:43 | really sure what was in a particular column.
| | 00:46 | I have the ability to freeze this information at the
top. Now there's three ways that you can freeze it.
| | 00:52 | If you're information is included
in the first row of your spreadsheet,
| | 00:56 | you can go to Freeze Panes and select Freeze Top Row. So
what this is doing, is it's automatically defaulting to keep
| | 01:03 | the top row of your spreadsheet
frozen while you scroll through.
| | 01:07 | And you notice once you select that
particular command that you see a line here.
| | 01:11 | So that's indicating that
you've frozen that top row.
| | 01:14 | How does this work? In practice, if I was to
scroll through, you'll see that I'm only scrolling past
| | 01:22 | row 1, row 1 is now frozen in place.
| | 01:26 | To undo this, I would simply go back to
freeze panes and choose the Unfreeze Panes option.
| | 01:32 | I have that very similar
ability to freeze a row. So I
| | 01:37 | go to my Freeze Panes Choice, I select Freeze
First Column and it defaults to freezing column A.
| | 01:44 | And if I use my navigator at the bottom, or my scrollbar at
the bottom of my spreadsheet to move along my columns, I can
| | 01:51 | just click on it and you see how my
month stays in place. It doesn't move.
| | 01:57 |
| | 01:58 | To unfreeze my column, I simply go back to Freeze Panes and
unfreeze my panes. Now in this case, in this particular table
| | 02:05 | that I'm working with, I need to move all the way
down to row 3 in order to freeze my information because I
| | 02:11 | want my space row, my tile
| | 02:14 | and my column titles to be frozen in place.
So how would I do something like that?
| | 02:18 | Basically what you'd do is you'd select the cell, and for those
of you that are brand-new in Excel, I just want to remind you that
| | 02:24 | when I talk about a cell, I'm
selecting a particular area in the worksheet,
| | 02:29 | denoted by a
| | 02:30 | column letter and a row number,
| | 02:33 | to single out a certain area that I'm working with. For those
of you that used to play Battle Ship, it's exactly the same idea.
| | 02:40 | Column B, row 4,
| | 02:42 | that's where I'm going. I'd like to keep the information above
this cell, and to the right of this cell as I scroll through.
| | 02:48 | So I select the cell where I
want the information to be frozen
| | 02:51 | from, I go to Freeze Panes, and I select
| | 02:55 | the Freeze Panes option. So it's telling me here, it keeps the rows
and columns visible while the rest of the worksheet scrolls along.
| | 03:02 | Based on where, and if you see that little blue cell that's
shaded in the description there, that's where you want to place
| | 03:08 | your cell, so that you
| | 03:10 | can keep your column and your row above it pinned. So
let's how this works. I selected B4 as the cell, I select
| | 03:17 | Freeze Panes as my command, and you'll see that you have
the lines identifying for you, that you're freezing the
| | 03:23 | first 3 rows, in the first
column of the spreadsheet.
| | 03:27 | If I click off,
| | 03:29 | and start to scroll,
| | 03:30 | I'll see that the information is now placed
in place, and I keep my a month, and a keep
| | 03:36 | my tabs at the very top.
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|
|
4. Basic FormattingWidth and height| 00:00 | These chapters are going to explore the basic formatting
options that are available in Microsoft Excel. For you seasoned
| | 00:06 | users of Excel, it'll introduce you to where you will find
the commands in the ribbon, and for you brand-new users to
| | 00:12 | Excel, it'll identify some of the options that you can use when
you want to format your tables and data in Excel, to make it the
| | 00:19 | most professional looking that it can be.
| | 00:21 | We're going to do this by using our EatCake Sales Forecast
table that you're now very familiar with. So let's go open it now.
| | 00:28 | Scroll over to the Microsoft Office button in the top left hand
corner and click once. This gives you the commands that you have
| | 00:33 | available to you. By selecting the Open command,
| | 00:37 | it'll present you with your Exercise Files.
| | 00:40 | We're looking in 04 Basic Formatting folder, for the
EatCake Sales Forecast option. Highlight it, and click the Open
| | 00:48 | option. And now we've got it open in Microsoft Excel. This is a
really nice looking table because the formatting has already been
| | 00:54 | done on it. But when you're first working in
Excel, it doesn't necessarily start off like this.
| | 00:59 | I'm going to decrease the size of column D and column E,
just to show you what might happen when you're working with the
| | 01:06 | Microsoft Excel environment before you've done your
formatting. As I mouse up to the top, outside of my grid, but into my
| | 01:13 | column identifiers, you'll notice
that my mouse has changed from a
| | 01:17 | plus sign up to a downward pointing arrow.
| | 01:20 | I also want to move it over to the
| | 01:22 | right a slight bit, and you'll notice now it's changed into
crosshairs. As soon as I see a crosshair icon, I know I can now
| | 01:28 | manipulate the size of the column.
| | 01:30 | I'm going to decrease the size of this column by right-clicking
on the mouse and sliding it over to the left. So I'm clicking and
| | 01:37 | dragging here. And what happens to the
information that's in my column here.
| | 01:41 | It cuts off, or truncates the information, I don't see
all of restaurants any longer, I'm losing the t and the s.
| | 01:48 | If I go up to my formula bar up here, you'll see that the whole
information is still contained in the cell but the information
| | 01:56 | isn't displayed on my spreadsheet. What happens if my
information is numeric, what happens then? I simply--
| | 02:03 | by decreasing the size of that column.
| | 02:08 | Now see that they get a bunch of numbers--so it's in
there. So when you have a cell that's too small, and it's
| | 02:14 | containing numbers, you will see number signs inside it.
Even though as I move over, and now select cell E10, the number
| | 02:22 | that I've stored in the cell is still valid, because it's
up here in my formula bar. However, it's not presenting in my
| | 02:28 | spreadsheet. How can I adjust this? How can I make the
information visible? And that's what you're working with your height
| | 02:35 | and your width of your
information will do for you.
| | 02:38 | Well, there's a couple of ways. So let's work with the most
visual way, and we'll do that, starting back in cell D10. So
| | 02:44 | select cell D10,
| | 02:46 | and then move up
| | 02:47 | back up into the top row over the column identifier and
look for the crosshairs. Make sure that your mouse is now
| | 02:54 | a crosshair, and simply
click and drag the mouse over,
| | 02:58 | until you feel that that's an acceptable size. So you're
visually just gauging how big you want that cell to be, and let go
| | 03:05 | of your mouse. And very easily, you can see whether or not
you've got enough information displayed, perhaps in this case
| | 03:11 | I might have a little bit too much, so I
just want to adjust it slightly to the left.
| | 03:14 | And, so, if you're a visual person, this is the easiest way
to work with adjusting your column width, is just to move your
| | 03:21 | mouse by using the crosshairs.
| | 03:23 | Let's say you're a little bit more technically bent, and you would
like a different way of working with it. And you also want to see
| | 03:28 | what happens when I use the ribbon.
| | 03:30 | So let's go over to column E. Select column E by using the
downward pointing arrow, and clicking once. That highlights the
| | 03:37 | whole column that you want to select. When you selected it, you'll
notice that it's shaded, or it's highlighted in a different color,
| | 03:43 | so you know that's the column that you're going
to affect with the next command you're working on.
| | 03:47 | SO I click this, I go up over to my Format ribbon, and I pull
down my formatting options. And I select Column Width, as my
| | 03:55 | choice.
| | 03:56 | SO I get my Column Width dialog box showing up here and it's
asking me, what size of this column would you like it to be? And I put
| | 04:04 | in 15. Now, what this is doing is, this is identifying the
number of characters that I'm allowing to be in that cell,
| | 04:12 | be it numbers, identifiers such as dollar signs, decimal places,
letters, and basically giving enough space for 15 characters to be
| | 04:21 | included in that cell, in that whole column. In this
particular case, I click on OK, and it pops it out automatically.
| | 04:26 | automatically.
| | 04:28 | So, there's two ways you can work
with that, you can visually move the
| | 04:32 | mouse over
| | 04:34 | to the size you'd like it to be, or
you can use the ribbon Format here,
| | 04:39 | the ribbon command under formatting.
| | 04:41 | Now that I'm back here, I'd just like to show you another
really easy option for those of you that don't even want to get that
| | 04:46 | detailed in how to manipulate the columns in your
spreadsheets. You have this AutoFit Column Width. If you select that,
| | 04:54 | you're letting the system take care of all of the
decision-making, and it defaults to that best fit for that
| | 05:00 | particular column.
| | 05:02 | So for those of you that like to have the
decision-making taken completely away from you,
| | 05:06 | use AutoFit Column Width to
work with the column sizes.
| | 05:10 | You can also manipulate the height of your rows. An
example of this is in your EatCake Sales Forecast row here. You
| | 05:16 | notice how it's a little bit thicker or
| | 05:19 | larger than the rest of the rows
that are in this particular spreadsheet.
| | 05:22 | You can manipulate the size of the rows to highlight
pieces of information in a very similar fashion as you can
| | 05:28 | manipulate the column widths. Except this time you're
working on the rows. If I move my mouse over to the bar between
| | 05:35 | row 2 and row 3, it turns into another type of crosshair.
As soon as I see that, I click on it and I pull down the
| | 05:43 | row until it's where I'd like it to be.
| | 05:47 | And I take a look at how big
that particular section is.
| | 05:50 | Very, very easy to do again.
| | 05:52 | Just as you could manipulate the columns by using the
ribbon format, again, you can use the same thing with your rows.
| | 05:59 | For those of you that prefer to use the ribbon formatting
options, you select the row that you would like to identify by
| | 06:05 | clicking in the row column, and it selects
the whole row just like it selected the column.
| | 06:10 | Go up to the formatting option,
and in this case, select Row Height.
| | 06:14 | Now in this particular dialog box, what the number here is
identifying is the points, the number of points that are used to create
| | 06:21 | the size of that particular row.
| | 06:23 | A point is 1/72 of an inch, and the default size of a
row height is about 12, just over 12 points. So here, we've
| | 06:33 | got quite a large area to work with. This in not going to
be as easy to work with, in terms of guessing the size as
| | 06:39 | you would if you were working with the column width, because
the column width you're working with actual characters. For
| | 06:45 | those you that would like to use the point options,
certainly put in the options, and click OK, and it'll display
| | 06:51 | the size that you've adjusted it to. In my case though, I think
it's going to be much easier to go up to my formatting, and select
| | 06:58 | AutoFit Row Height,
| | 07:01 | and it brings it in to a
much easier way to work with it.
| | 07:04 | Either that,
| | 07:05 | or again, as a repeat,
| | 07:08 | just using the visual
options for your sales forecast.
| | 07:11 | That gives you a really good overview of the different
formatting options for your row and column heights and widths. And now
| | 07:19 | we're going to take a look at the different other formatting
options that you have available in the cells in a Microsoft spreadsheet.
| | Collapse this transcript |
| Numeric formats| 00:00 | The ability to format numbers in Excel is really one of its
powerful features. If I click over the cell E4, and I go up
| | 00:07 | to my number group on my ribbon, I can easily change
the layout of that particular cell and include different
| | 00:15 | numbering formats
| | 00:16 | with
| | 00:17 | clicks of bottoms here as well as a drop-down
list from the top. If we go back to our buttons,
| | 00:23 | It would allow me to add decimal places just with the
click of a button. So If I hover over my first Increase Decimal
| | 00:30 | button here and just click,
| | 00:32 | I've added 1 decimal place.
| | 00:33 | Also notice that it's adjusted size of the column at the same
time. If click again, I end up with two decimal places, so it's
| | 00:40 | very, very easy
| | 00:41 | to add decimal places or
remove them, by selecting the other
| | 00:46 | Decreased Decimal button.
| | 00:48 | I can add commas,
| | 00:50 | I can put in percents, if I click this on the percent, it
changes that particular formatting to not be a dollar formatting
| | 00:57 | but to be a percentage.
| | 00:59 | Let's just undo that by clicking up on the Quick Access
toolbar to do that change. So I'm brought back to where I was
| | 01:06 | before.
| | 01:07 | And I also have some currency formatting I can change from
the United States dollar value, over to the pound in the UK
| | 01:14 | and the Euro if I wanted to see the similar formatting.
And it gives me the correct sign for that particular
| | 01:22 | currency as well.
| | 01:24 |
| | 01:25 | If I click on my downward arrow up here, you'll see that
there are lots of other options that I can work with, in terms of
| | 01:31 | my numeric. I can identify currency, I can work with
accounting for whatever particular country I'm working in, I also
| | 01:38 | have some date choices as well as
times choices, and I have a custom choice.
| | 01:44 | If I click on the More Number Formats, I'm brought up with a
very familiar screen for those of you that have worked in Microsoft
| | 01:51 | Excel previously.
| | 01:52 | If I click on the custom area here,
| | 01:55 | you'll see that there is all kinds of
| | 01:57 | different options that I can do. And in this case, I can
actually present the information in any format that I want. So
| | 02:05 | you see that the ability to change the numeric formats, in
Microsoft Excel 2007, is one the easiest things that you're
| | 02:12 | going to be able to do with it.
| | 02:14 | Next we're going to take a look at how you can align data in
the cells, to present the information in a very readable format.
| | Collapse this transcript |
| Alignment of data| 00:00 | To review the alignment of data in a cell, I've opened up
EatCake Sales Forecast number 2, if you take a look at the top up here.
| | 00:08 | I've already open it up, and I just want you to do the same if you'd
like to follow along. The reason I had done this is this particular
| | 00:14 | spreadsheet now has a little bit larger area here in
row number 2, to show you how the alignment is so easily
| | 00:22 | done, and to just make it
pop for you little bit more.
| | 00:25 | You highlight the row or the cell that you'd like to
identify in this case, and you go up to your Alignment group, here.
| | 00:31 | Right now, if you take a look at the buttons that are highlighted in
the Alignment group, I am aligning this to be in the center of this
| | 00:37 | particular cell, or middle aligned, as well as in the center of
the cells. If I'd like to change the any of that alignment, I
| | 00:45 | simply click on a button. So let's see if I'd like to place
it at the top of the cell, what does that do? So I click on the
| | 00:50 | top and it pops the information right up to
the top. If I click on the bottom alignment, that
| | 00:55 | moves it right down to the bottom of the
cell. Let's bring it back to the middle.
| | 00:59 | The Alignment area here will move to text,
either to the right middle, or the left of the screen.
| | 01:06 | So if I click on the first
button, it moves over to the left,
| | 01:09 | If I click it over to the far right column, it
moves it justified to the right, and if I go back
| | 01:15 | it moves it back to the middle of the area.
There's other buttons that you see in this area.
| | 01:20 | There's a really interesting orientation button here, if
I click on that, and I click Angle Counterclockwise, it
| | 01:26 | rotates and angles my information. So for those of you that are
more creatively bent, you may want to use something like that in
| | 01:32 | some of your formatting options. The buttons below here
will push the information ever so slightly, so it's going to
| | 01:39 | increase or decrease your indent, and this is
just kind of like tabbing the information throughout
| | 01:45 | the cell.
| | 01:47 | I need to move it back to the
| | 01:49 | center again.
| | 01:51 | The final two options in here will allow you to merge and
center information across several cells. And this is how even
| | 01:58 | though the information is entered in cell A2, it's
presented in the middle of this area here. And that's just by merge
| | 02:06 | and centering across the cells.
| | 02:09 | To see how that's done, I'm
simply going you remove that option.
| | 02:13 | And it puts the information
back in Cell A2 where I input it.
| | 02:18 | I select A2,
| | 02:20 | I go Merge & Center, and it pulls the
information and centers it nicely across
| | 02:26 | all of the cells of my table. That's a really wonderful, easy,
easy way to make your spreadsheets look very professional.
| | 02:33 | And for those of you that have worked in Excel before, this was
something that used to take hours to achieve. It's kind of nice that now it's
| | 02:39 | just the click of two buttons.
| | 02:40 | This particular cell allows you to wrap text. And you'll
see an example in the pop-up window that comes up, that allows
| | 02:48 | you to make all your content visible, and it automatically
increases the width of the row so that the information that is
| | 02:54 | there--and again this is something that is very, very easy
to do. Especially if you have combinations of data in your
| | 03:00 | spreadsheet, so that you'd like to just show
the information that's included in every cell.
| | 03:06 | So as you can see, the alignment options in Microsoft 2007 are very,
very powerful, and very easy to use. Next we're going to take a
| | 03:13 | look at some of the formatting options
to create the table that you see below.
| | Collapse this transcript |
| Playing with fonts| 00:00 | Only I like to add interest to my Excel spreadsheets is
through the use of changing up the fonts that I use. Be them the
| | 00:06 | styles, bolding them, underlining them, changing colors. And we're
going to look at the EatCake Sales Forecast table to describe this.
| | 00:14 | And I'm going to concentrate on the top of the
table. The first two rows that identify my titles.
| | 00:20 | The first thing I want to do is I want to take a look at my
EatCake Sales Forecast title itself. So I'm going to select that
| | 00:25 | particular grouping of cells. And I want to
change up the color of that particular area.
| | 00:31 | I do that by going up to my font grouping, pull down
the drop-down list that has the color identified to it,
| | 00:38 | and pick which color I'd like to work with.
| | 00:41 | We'll be talking about themes later on, so
I'm going to just bypass that for a moment,
| | 00:45 | and I'm going to move right down to my Standard
Colors here. And you'll notice, as I select the color,
| | 00:51 | the information in behind--you can see it peeking through--
changes to match what I've got. That's an example of that live preview
| | 00:59 | option that we spoke about earlier when we were setting up the
Microsoft Excel options. And if you've turned that off, I highly
| | 01:05 | recommend you go back and turn that on, because that really
gives you an opportunity to take a look at how these things are
| | 01:10 | going to look on your spreadsheet before you make that final
determination. Let's say I want to go very boldly, and I'm going to
| | 01:16 | pick dark red. I select the color that I'm
interested in, and as that window closes, the
| | 01:21 | information
| | 01:22 | is now presented in dark red.
| | 01:24 | I can highlight things even more by using a background
color, which is the button just to the left of the font color.
| | 01:31 | And by clicking on that,
| | 01:33 | I can
| | 01:34 | again, choose different colors
| | 01:37 | for my background, which fills in behind
my text. I'm going to go really bold and
| | 01:41 | pick orange and red as my combo. That's easy it is to
change up the formatting of any cell within your Excel
| | 01:48 | spreadsheet. One nice thing about Microsoft Excel 2007, is
the ability to apply the formatting to the whole cell itself,
| | 01:55 | without having to highlight any of the information with
the particular information that you're interested in working
| | 02:01 | with, like you would have to do in Word. for example, if I
wanted to underline the EatCake Sales Forecast title, I simply
| | 02:07 | have to select the cell that I'm interested in
working with, go over to the button and click
| | 02:11 | ones and it underlines all the information
within that cell. So that's a real timesaver.
| | 02:16 | Another way you can add definition and attention to different
areas of your spreadsheet, is by the use of the size of the font that
| | 02:22 | you're working with.
| | 02:23 | I've selected cell A2,
| | 02:25 | and I can go to my font size drop-down list, select it and
mouse over the different font sizes. And as I'm doing it, that
| | 02:33 | live preview ability shows in the background,
| | 02:36 | giving me an idea of what the text will look like at the
different font sizes. I'm pretty happy with font size 24 here, so I'm
| | 02:43 | going to select it,
| | 02:44 | and pin it to my spreadsheet. As you can see, it's very, very
easy to add definition and attention to different areas of your
| | 02:51 | workspace, by using the font commands,
in the font group, on the Home tab ribbon.
| | Collapse this transcript |
| AutoFilter| 00:00 | The ability to filter the data in your spreadsheet is really
one of the most powerful options that you have when you're
| | 00:06 | working in Excel and I'm going to demonstrate for you a very
quick way that you can add an auto filtering option to your tables.
| | 00:14 | For those of you that would like to follow along, please go
to your exercise files and open up EatCake Sales Forecast3.
| | 00:21 | Once you've opened it up, select the area
that you would like to filter and in this case,
| | 00:26 | it is columns A through E in a row 3.
| | 00:30 | So I clicked,
| | 00:32 | dragged and highlighted those areas using
my mouse. You'll notice that they're
| | 00:36 | shaded somewhat to identify that's
the area that I'm working with.
| | 00:39 | I now want to apply an automatic filter to those so
I go up to my Editing group on my home tab in the ribbon.
| | 00:47 | Click on Sort and Filter and scroll
all the way down to the Filter command.
| | 00:52 | Doing that
| | 00:53 | adds drop-down lists in all of the different cells
| | 00:57 | in that particular row.
| | 00:59 | Now I'd like to filter by year, I simply need to click on
the downward pointing arrow in the year, deselect the areas
| | 01:06 | that I'm not interested in looking at, so
removing moving the checkmark from the 2005 box.
| | 01:12 | Clicking OK
| | 01:13 | and it presents me only with the 2006 information.
| | 01:17 | You notice that it identifies that I'm filtering on
that column by changing the icon in the top of the row.
| | 01:23 | If I'd like to filter on yet one more column let's say I'd like
to see what the partners are doing in this particular year,
| | 01:29 | I can go to my next column and do the same thing.
Click on the downward pointing arrow.
| | 01:34 | Click Select All to remove the check boxes from
anything that I am not interested in looking at,
| | 01:39 | select the one I am,
| | 01:41 | click OK and it just pulls the information
for that catering option. Pretty powerful stuff.
| | 01:47 | To filtering options that I have set, I simply go out
to the Sort and Filter command again. Click on it once,
| | 01:54 | and select the Clear command, which removes
all the filtering options that I have set.
| | 01:59 | Ig I'd like to reapply them I simply
select them and add them in again.
| | 02:04 | One thing to know, you can only apply the auto filtering option
| | 02:08 | to columns. If I tried selecting rows that particular functionality
would not be available to me. Next we're going to see how you can add
| | 02:15 | all of that formatting options when
you use the Format as Table commands.
| | Collapse this transcript |
| Formatting as a table| 00:00 | The previous movies in this chapter showed you how you can
format different sections of the spreadsheet independently of
| | 00:07 | one another, by using the Font,
| | 00:09 | Alignment,
| | 00:10 | and Numbering commands, and groups, on your home ribbon. Now I'm
going to take a look at some of the more powerful style options
| | 00:17 | by using this style grouping, and specifically the format
as a table option. For those of you that would like to follow
| | 00:23 | along, please open the regional EatCake Sales Forecast
spreadsheet in your Exercise Files. To use this particular
| | 00:30 | functionality, we're going to start with the title row in our
table, and we're only going to highlight the area that we're looking
| | 00:37 | at on the screen here. And
I've done that by placing my mouse
| | 00:40 | in cell A3 and clicking and
dragging down to sell E29,
| | 00:45 | and releasing the mouse. So you'll notice that
I have a highlighted area in front of me here.
| | 00:49 | The reason I'm doing this is just to easily show you what's
happening here, but this can be placed on any size table that
| | 00:56 | you'd like to work with.
| | 00:57 | Once you've selected the area that
you're interested in working with,
| | 01:00 | you go up to your ribbon, and
select the Format as Table command.
| | 01:04 | Clicking on that particular command presents a wide
variety of different color options that you can choose from.
| | 01:10 | Let's choose the red as a starting point. I'm
going to move to the middle area and select that.
| | 01:16 | It then asked me to confirm that I am working with the total
area of the table that I want to play with at the moment. And in
| | 01:23 | this case, I do. So it's
identifying for me here,
| | 01:26 | that I picked cell A3 through to
cell E29 that I want to work with.
| | 01:33 | And it's also identifying the fact that my table has headers,
so it's going to automatically put an AutoFilter on those
| | 01:40 | particular headers for me. If your table
doesn't have headers, you just deselect that area.
| | 01:45 | You click OK, and see how quickly the options that we took
three or four different commands to work with in previous
| | 01:52 | movies, are now all presented
| | 01:54 | in one.
| | 01:55 | If you'd like to play with different color options, you simply
need to move across in this Table Styles option here, and you
| | 02:02 | can use your live preview ability to see
which color codes you'd like to work with.
| | 02:08 | Let's choose green, and now we
have our green formatting setup.
| | 02:13 | What might have taken 10 minutes to set up
is now set up in as little as three clicks.
| | 02:18 | If you thought that was pretty slick, let's take a look
at some of the more advanced formatting options that are
| | 02:23 | available in Microsoft
Excel, in the next chapter.
| | Collapse this transcript |
|
|
5. Advanced FormattingRemoving duplicates| 00:01 | In this chapter, we're going to take a look at some of the
advanced formatting options in Excel 2007. I'm going to open up a new
| | 00:07 | spreadsheet,
| | 00:08 | underneath my office button.
| | 00:10 | And for those of you that would like to follow along, it's
included in folder 05_Advanced_Formatting, and it's called EatCake.
| | 00:16 | E-mail list..
| | 00:18 | And What it's going to show here
| | 00:19 | is a
| | 00:20 | list of the employees that are
working for our eat cake organization.
| | 00:24 | We're tracking their last name,
their first name, their e-mail address,
| | 00:28 | and When they started with the company. I kept the list fairly
small so that it's easy to see commands that were going to be
| | 00:34 | exploring in a moment. Filtering for
unique values and removing duplicates.
| | 00:39 | The real power of these two commands are going to be
seen when you have hundreds of rows of data to work with.
| | 00:45 | What we want to do is we want to make sure that we don't have
any duplicate information included in our list. And if you take a
| | 00:51 | look at the information that I've
got right here, you'll see that row 2,
| | 00:55 | Joe Smith's information, is duplicated again in a row 8. This is
fairly easy to see because it's a small list, but let's imagine we
| | 01:03 | have hundreds of pieces of information in here, and we just don't notice it.
The two commands that we're going to explore right now are going to help
| | 01:09 | us do that.
| | 01:10 | when you're checking for duplicate information, it's important
to note that every single column of data within that row, needs to
| | 01:18 | be exactly the same for Excel to determine that that's a
duplicate. If there's anything different within any of the
| | 01:25 | Columns, it's not going to show up as a duplicate, so it has
to be an exact match. Another important point to note is the
| | 01:34 | difference between filtering and removing
duplicates. In filtering for unique values, you're
| | 01:40 | going to notice that all it does is hide the value, it
doesn't actually remove it. So it just gives you a clean list of
| | 01:48 | information, where as, removing duplicate data
actually removes the information from your spreadsheet.
| | 01:54 | So that's a much more powerful command
than just filtering for unique values.
| | 01:59 | If you want to cleanse your list, the
proper order to work with is to filter your data
| | 02:04 | and then remove the duplicates. And that's exactly what
we're going to do. The first thing we're going to look at
| | 02:09 | is filtering for unique values.
| | 02:11 | If you haven't already done so, make sure
that you selected the Data tab on your ribbon.
| | 02:16 | This allows you access the commands are going to be working with,
much easier. As well, make sure that you selected your table
| | 02:22 | by selecting one of the cells within that table.
| | 02:25 | Once you've identified the table that you're going to work with,
go over to the Advanced commands, select that, and you get your
| | 02:31 | Advanced Filter dialog box coming up. It identifies
the table that were working with, and the table range.
| | 02:38 | And visually, it identifies it by placing the
neon sign around the table that we're working on.
| | 02:43 | You two options; you can filter the list in place, or you
can copy the filtered list to another location. That's the
| | 02:49 | one we're going to start with, just to show you
| | 02:50 | how this works.
| | 02:52 | It identifies the area where the list will be copied to, just
to make sure that that's where you're going to place it, you can
| | 02:58 | always click off of the Advanced Filter dialog
box, and identified the new location right there.
| | 03:05 | You also want to select the Unique records only option,
so that it removes any duplicate entries. Click OK,
| | 03:11 | and you'll see the difference
in the table percentage for you.
| | 03:15 | In the table above, you have 1, 2, 3, 4, 5, 6, 7
entries, and then below, you've got 1, 2, 3, 4, 5, 6
| | 03:23 | entries. It's removed the
final Joe Smith duplicate entry.
| | 03:27 | If you wanted to do that
same functionality but do it
| | 03:30 | with the list in place, we'll just repeat those options.
You click the Advanced tab, you filter the list in place this
| | 03:37 | time, selecting Unique records only, and clicking the
OK button. Notice that in this case, it's hidden row 8.
| | 03:45 | It hasn't removed it, it still presents
the same information, but it's hidden row 8.
| | 03:49 | If I take a look at my row numbers, I've got
| | 03:51 | 5, 6, 7,
| | 03:52 | no 8, and popped over to 9. That's the main
difference when you're filtering on unique values with the
| | 03:58 | information still in place. Let's
undo that last command so that we
| | 04:03 | re-establish our list with the duplicate in it.
| | 04:06 | What's the difference between what we just did,
and the ability to remove duplicates command?
| | 04:11 | Let's take a look.
| | 04:12 | I select my list again, I
go up to Remove Duplicates.
| | 04:16 | It asks me what columns am I comparing the data on? In
this case, I'm going to select them all and I'll say OK.
| | 04:23 | And it removes that information,
| | 04:25 | and it identifies how many duplicate
values were found, and how many remain.
| | 04:30 | When I say OK,
| | 04:31 | I am presented with my
cleansed list immediately.
| | 04:34 | When we're talking about removing duplicates, it's important to
realize that the information that Excel is looking for is the displayed
| | 04:42 | information,
| | 04:43 | not the information that's
housed in the cell itself.
| | 04:47 | And even though I have it displayed in this
format, it's housed in the format that you see
| | 04:52 | in the formula bar, which is
very similar to what is displayed in
| | 04:56 | row 5.
| | 04:58 | So, if I was to look at this, I could
see that I have a duplicate entry in
| | 05:04 | D2,
| | 05:05 | D4, and D5. Now, is Excel as
smart as me? Let's check it out.
| | 05:10 | If I select this table, I
click Remove Duplicates,
| | 05:14 | and I just concentrate on the Start Date column.
| | 05:18 | Check for duplication and click OK. What does it give me? Well,
it tells me it found one duplicate value, but I was really
| | 05:25 | expecting to see it
| | 05:26 | grab two duplicate values. Well, what
happened? Let's just click on OK and see.
| | 05:31 | What it did,
| | 05:32 | was that it removed the same value
that was displayed on the table itself.
| | 05:37 | So, it removed the duplicate value
for Janice Smith on the start date
| | 05:42 | of the 30th of November, 06.
| | 05:44 | It did not remove
| | 05:46 | the displayed value for Frank Doe.
| | 05:49 | Even though it is the same date. So the key to removing
duplicates, is that Excel looks for exactly the same displayed value on
| | 05:56 | the spreadsheet.
| | 05:58 | Let's take a look at advanced
filtering in the next movie.
| | Collapse this transcript |
| What is Conditional Formatting?| 00:01 | We're now going to take a look at something that's very
powerful in Excel 2007, and that's Conditional Formatting.
| | 00:07 | For those of you that
would like to follow along,
| | 00:09 | please open EatCake Sales
Forecast5, found in your Exercise Files.
| | 00:15 | What does Conditional Formatting do? Let's take a
look at the description that we find on the ribbon.
| | 00:20 | As we mouse over the Conditional Formatting option, on the
Home tab of the ribbon, it explains to us that conditional
| | 00:26 | formatting will highlight interesting cells,
| | 00:29 | emphasize unusual values,
| | 00:32 | and using visual data
| | 00:34 | such as data bars, color scales and icon sets,
| | 00:38 | identify specific areas that
you'd like to highlight in your table.
| | 00:42 | Let's see how this works in practice. First of all,
select an area of the table that you would like to highlight.
| | 00:49 | So by clicking on cell E4,
| | 00:51 | and dragging
| | 00:52 | until I reach cell
| | 00:54 | E10, I've identified that that's the
particular of the table that I want to work with.
| | 01:00 | I go up to the Conditional Formatting
section and click on the drop-down list.
| | 01:05 | When I click on the Conditional Formatting option,
I see a different set of commands available to me.
| | 01:11 | And the one that we're going to take a look at
| | 01:13 | is the highlighting cells rules. I
want to identify areas in that particular
| | 01:18 | section of the table that are greater then
| | 01:21 | $500,000. So I select the
Greater Than rule, click on it once,
| | 01:27 | and put in the value that I'm looking to
track. As I do that, you'll notice in the
| | 01:32 | area that I've highlighted
in the table, that it already
| | 01:35 | identifies those values that
are over $500,000. And it does so
| | 01:40 | by filling them in with the formatting that you see in this
drop-down list. If I'm happy with that, I can just click OK,
| | 01:47 | and my Conditional Formatting is applied.
| | 01:50 | If I'd like to change up the formatting at any
space in time, I simply go back to the command,
| | 01:56 | I can either change the value that I am looking for, or
the way that the information is displayed with a different
| | 02:02 | formatting options.
| | 02:04 | On my green background, I have to say that I
like yellow a lot better, let's leave it at that.
| | 02:09 | That's how easy it is to use the
Conditional Formatting command in the new Home tab.
| | 02:14 | Now let's take a look at how we can change, clear
and adjust those conditional formats in our next movie.
| | Collapse this transcript |
| Working with Conditional Formatting| 00:00 | What's the other ways that I can use
Conditional Formatting? The first quarter
| | 00:04 | of the year, I want to identify, visually, for the people that
are looking at my spreadsheet, which of my sales Channel partners
| | 00:13 | was the most effective. And I
can do that by highlighting my
| | 00:17 | sales forecast column for
that particular quarter,
| | 00:21 | I'm going up to Conditional Formatting,
| | 00:23 | and in this case, using my Data Bars option.
| | 00:26 | As I hover over my different options, you can see that it
identifies for me that my catering group has secured the
| | 00:35 | highest number of sales for
that particular quarter because the
| | 00:38 | data bar in that particular
row is the largest of the group.
| | 00:42 | So very, very easily and quickly, I can highlight some trends
that are happening with in that particular quarter of sales. So
| | 00:50 | you see that using Conditional Formatting is a very
simple way to add visual highlights to your tables.
| | 00:57 | I've now determined that I'm interested in having this kind of
visual indicator on my spreadsheet rather then the one that I had
| | 01:04 | when I started. So I want to clear the Conditional
Formatting that I have in this section here, so I highlight the area
| | 01:10 | where I would like to
| | 01:11 | remove the formatting, go
to my Conditional Formatting
| | 01:14 | command,
| | 01:16 | Go down to Clear Rules, and
select Clear Rules from Selected Cells.
| | 01:21 | That removes any of the Conditional Formatting
that was previously added on to that section.
| | 01:28 | To make it match with the section below,
| | 01:30 | I simply leave that section selected, go back up to
my Conditional Formatting command, go down to the Data
| | 01:38 | Bars option,
| | 01:39 | and select the second green one.
| | 01:42 | And now I have a consistent
look and feel throughout my table.
| | 01:46 | Next we're going to take a look at how can we find cells in
a table that have Conditional Formatting already in place.
| | 01:54 | To find cells that have
Conditional Formatting applied,
| | 01:58 | you can use a Find & Select
option here on your Home tab.
| | 02:02 | By clicking on that,
| | 02:03 | you would go down to the
Conditional Formatting option,
| | 02:07 | select that, and the very first instance of
Conditional Formatting found on your screen is highlighted.
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| Managing Conditional Formatting rule preferences| 00:01 | To real power of using
Conditional Formatting is when you start to
| | 00:05 | combine different formatting
options to really highlight
| | 00:09 | information that's on your spreadsheet. In this case, I'm going
to add another condition onto this particular section of cells.
| | 00:16 |
| | 00:17 | I'm going to do that by selecting the cells,
going back to my Conditional Formatting
| | 00:21 | area,
| | 00:22 | and I'm going to pick highlight
cells that are between a certain range.
| | 00:26 | I want to identify anything that's within
| | 00:29 | the $10,000 to
| | 00:34 | $20,000 range, and I want to highlight that by
| | 00:38 | this formatting option here.
| | 00:40 | So once I click OK, it
identifies for me that I have one
| | 00:45 | piece of information that meets that criteria.
| | 00:49 | Notice that it's highlighted more in red then
green because of the rules that I have in place.
| | 00:54 | SO you can see that you have more than
one formatting condition on a set of cells.
| | 00:58 | How can you manage those conditions to make sure that
you have the right ones being applied in the right order?
| | 01:03 | By going to Conditional Formatting menu
and going down to the Manager Rules command,
| | 01:09 | it then presents you with the rules that you have in play
in that particular table. You can define new rules here if
| | 01:16 | you are so inclined, and like to
work in the formatting options in Excel.
| | 01:21 | You can edit existing rules by selecting a rule and
clicking this Edit button, or you can delete a rule entirely.
| | 01:27 | The rules will be applied in the order that their shown, so
right now I'm going to apply the rule to say that the cell
| | 01:33 | value is between a certain range of numbers, and I want
that one applied first. SO I want anything that's within that
| | 01:40 | particular range to be identified
and read. If I wanted to move the
| | 01:46 | rules around and have the Data Bar rule applied
first, I simply select the rule I want to move,
| | 01:52 | and I re-order it in that option. If I want to move
these back to my original state, I simply move up,
| | 01:58 | and this will be the first
set of rules that are included.
| | 02:01 | In this particular rule, because I'm looking at
a value in between a certain range, I can stop
| | 02:07 | assessing the rules if this one becomes true.
| | 02:11 | Let's see how that is applied. If I click Apply, then
you'll notice that in my table, there's no more green bar in this
| | 02:17 | particular cell. All it's doing is it's found that this
criteria works, and it stopped analyzing the rules from
| | 02:24 | then on.
| | 02:27 | Those are some different
| | 02:28 | formatting options for you to work with
| | 02:30 | in the Conditional Formatting area. Next we're going to
take a look at using templates styles and auto formats in your
| | 02:36 | Excel 2007 application.
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| Converting text to columns| 00:01 | There will be some times that you'd like to be able to grab some
information that's included in one column in your worksheets, and
| | 00:07 | break it out into two. I've
opened up a employee area in my EatCake
| | 00:13 | Human Resources worksheet, that requires
| | 00:16 | my employees to login with a user ID. And I'd like that
user ID to be their first initial of their first name and their
| | 00:23 | last name.
| | 00:24 | And this is exactly how I've created their email addresses. So I'm
going to use this as my starting point. I want to break out their
| | 00:31 | email addresses into two pieces, the information
before the @, and then the information after the @.
| | 00:37 | Now, to do that, I'm going to use the Text to
Column command in my Data Tools group under my Data tab.
| | 00:45 | Before I do that though, I want to make sure I've got
enough area where that information is going to go. Because
| | 00:51 | if I started to break it out now, it's going to overwrite my
start date, and that's not something I want to happen. I want
| | 00:57 | to retain that information.
| | 00:59 | So I insert some extra columns.
| | 01:02 | I highlight,
| | 01:03 | column D,
| | 01:04 | and I right-click and I select Insert.
| | 01:07 | And now I've got a new column here.
| | 01:10 | I'm going to add a couple of extra columns for good measure, and
I'm going to do that by hitting my F4, my function 4 button, and
| | 01:16 | that gives me a few more columns to work with.
| | 01:20 | I also don't want to lose these email addresses,
so I want to highlight the e-mail addresses,
| | 01:26 | clicking and drag to select them,
| | 01:28 | right-click
| | 01:29 | and select Copy,
| | 01:31 | go to column 3,
| | 01:33 | right-click in my first cell, D2,
| | 01:36 | and then
| | 01:37 | select Paste after a right-click. And that's going to pull
now a copy of the email addresses that I can work with in this
| | 01:44 | column.
| | 01:45 | Next, I'm going to select
the column I want to work with,
| | 01:48 |
| | 01:49 | and then I'm going to go
up to the Text to Columns
| | 01:52 | function,
| | 01:53 | and select it. And I'm going to get this
| | 01:55 | Convert Text to Columns Wizard. And this will be something
that you will be visiting again when you learn how to import data
| | 02:01 |
| | 02:02 | from a text file. It's the same set
of commands you're going to go through.
| | 02:06 | Here, is it Delimited?
| | 02:07 | What is the type of file were working
with? What does our column look like?
| | 02:11 | And yes, you're selecting a delimited
| | 02:14 | area, you got a
| | 02:15 | particular character in this group of information that's common
throughout, and you're going to break it at that point. So you
| | 02:22 | say Delimited,
| | 02:23 | and you click Next.
| | 02:24 | Then it's going to ask you, "what is it delimited by? What's that
character I'm going to be looking for in order to break your data for you?"
| | 02:32 | It's going to default to Tab, but it's
not a tab, and so you scroll through to see
| | 02:37 | if any of these other options fit, and they don't.
So you have an Other selection here that you choose,
| | 02:42 | and take in your @, which is a Shift and the
number 2, and that's where you get your @ from.
| | 02:49 | Notice now, here in your Data preview,
| | 02:51 | that it has what we call parsed your data at the right point. It says,
"Oh, I know what she wants to do. She wants to get rid of that @,
| | 02:58 | and instead,
| | 03:00 | push
| | 03:01 | the data from one column into two. And she
wants to do it wherever she finds that @.
| | 03:06 | Here's what I think she wants to do." So you take a look at
where the system is going to cut your information. And you can
| | 03:13 | say, "Yup, you know what, I've picked
the right things. It makes sense to me.
| | 03:16 | This is where I want to go with this
particular wizard." Now this is a very
| | 03:21 | important section to just pay attention to
| | 03:24 | when you are doing this yourself, because it really
helps you determine whether or not you've grabbed the right
| | 03:29 | delimiter. Because otherwise, it could
break your data in a few different places.
| | 03:35 | So I've broken the data out, I click Next. It says, "What
kind of format do you want in these columns when you move it?"
| | 03:41 | I'm going to leave it at General, but if there
was a particular format you wanted to work with,
| | 03:46 | then you would select it,
| | 03:47 | and then you say Finish. And then when you come
in, you'll notice, very quickly, the information
| | 03:52 | that used to be the email
address is now broken into two columns;
| | 03:56 | their first name--first initial of their
first name and their last name--and this eatcake.
| | 04:01 | Well you know you don't
need those columns anymore,
| | 04:03 | so you can just highlight them,
| | 04:05 | right-click
| | 04:06 | and select Delete to remove them. And then the last
thing you need to do is just make sure that you've got the
| | 04:13 | title
| | 04:14 | correct in your column. You select that column name, and
now call this UserName because that's what you've created
| | 04:20 | by using that Text to Columns
| | 04:22 | command.
| | 04:22 | And within five or six clicks, you've got a whole new list
of information that's been parsed by using the Text to Columns
| | 04:32 | command in your Data tab.
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| Data validation| 00:01 | You've heard the old saying,
| | 00:03 | garbage in garbage out.
| | 00:04 | And that's very true when you're working
with large amounts of data, especially in Excel.
| | 00:08 | And what we're going to look at
now is the Data Validation option,
| | 00:12 | of the Excel 2007 application. What
Data Validation allows you to do is it will
| | 00:18 | make sure that the information that's included in the cells,
is within a particular range. That it needs a certain set of
| | 00:25 | criteria and if it
doesn't, it will let you know.
| | 00:27 | Let's see how that works.
| | 00:29 | I'm going to select the
| | 00:30 | rows in column E. And I'm going
to go back up to my Data Validation
| | 00:35 | command that I find on my
Data Tools group, on my Data tab.
| | 00:40 | I select it
| | 00:41 | and I get a dialog box that comes up and asks to input
specific criteria that it will then apply to that section.
| | 00:49 | Under the Settings tab, it's asking me,
"What validation do you want to apply?"
| | 00:54 | Notice that you have a whole
list of options to choose from.
| | 00:57 | I'm going to select Date.
| | 00:59 | Under Date I'm going to identify that I wanted
the dates included in that column to be between
| | 01:06 | 01-01-05,
| | 01:08 | which is the start date for people at EatCake,
| | 01:13 | and
| | 01:14 | for the purposes of our demonstration here
| | 01:16 | 01-
| | 01:17 | 11-
| | 01:20 | 06.
| | 01:21 | The Input Message tab allows you to put in a message when a
particular cell is selected. That could be a reminder that
| | 01:30 | the input dates need to
be within a certain range.
| | 01:34 | You can also select your Error Alert,
| | 01:37 | that shows up when errors have
been inputted into the system.
| | 01:41 | So you have three different styles; you could do a Stop Style,
which gives you this icon, you can have the Warning Style,
| | 01:48 | which gives you this icon,
| | 01:50 | or you could have an Information
Style, which gives you this icon.
| | 01:54 | I like to put in the Stop Style just
| | 01:57 | to make sure that people
| | 01:58 | are aware of what's happening.
| | 02:00 | The title would be EatCake Start Dates, and my error
message will be, The date must be within the EatCake Start
| | 02:15 | times. I'm going to click OK.
| | 02:19 |
| | 02:19 | Notice when I come back to my area that it's done a
validation automatically. And it points for me, to the different
| | 02:26 | areas, and identifies that there
are errors within the data. You select
| | 02:31 | the little warning sign on the left,
| | 02:33 | choose Display Type Information to
see what the information is about,
| | 02:37 | and it gives you the typical field error. It's
telling me here that the date now must be between that
| | 02:44 | and that date range.
| | 02:46 | Now,
| | 02:47 | that's a typical
| | 02:48 | error message. How do I get the error
message that I input into the system to show up?
| | 02:53 | If I delete out the
information that's in that cell,
| | 02:56 | and start again,
| | 02:58 | and this time I input
| | 03:00 | 01-
| | 03:02 | 11-
| | 03:03 | 03,
| | 03:04 | which is clearly outside of
my date range, click Enter.
| | 03:07 | Here's the error message that
comes up that I input into the system.
| | 03:12 | Notice it shows my icon and it states my static text,
The date must be within the EatCake Start times.
| | 03:19 | I can retry it, put in a new date,
or cancel it, and start over.
| | 03:24 | You can customize the Data Validation for any one of your Excel
spreadsheets be it a cell, a column, a row, or any range of data to
| | 03:33 | ensure that your information is as clean as
possible, so you can make the analysis you need to
| | 03:38 | when using Excel.
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|
|
6. Using Templates, Styles, and AutoFormatTemplates| 00:01 | Something you're going to really enjoyed working with in Excel
2007 is the ability to use templates. You'll find templates underneath
| | 00:08 | the Office button in the
top left hand corner here,
| | 00:11 | and we're going to select the New command. The template is
something that you'll use whenever you want to begin working in Excel.
| | 00:17 | The default template is a blank workbook, and that's
what comes up normally if you don't choose any other kind of
| | 00:22 | template to work with.
| | 00:23 | That's the one you're most familiar
with when you're working in Excel.
| | 00:27 | There's also Installed
Templates that come with the product.
| | 00:30 | You can choose from business templates, such as a Billing
Statement and an Expense Report as well as personal templates
| | 00:36 | such as the Blood Pressure Tracker.
| | 00:38 | If you've created templates in the application before,
they'll be included underneath this My templates selection.
| | 00:45 | I downloaded a calendar template
for 2007 that I want to work with.
| | 00:50 | I'm going to select it and click OK.
| | 00:52 | Notice it gives me a tab for every month in the year 2007.
This is a great starting point. What I'd like to do now is to
| | 01:00 | put it in the EatCake colors. So
I'm going to highlight the row,
| | 01:04 | go up to Themes Colors,
| | 01:07 | and select
| | 01:08 | the green as my background.
| | 01:10 | The only thing now I have to do,
| | 01:12 | is to change the white text color
to black so it's more noticeable.
| | 01:16 | I do that by going to the font color,
clicking on Automatic, and I have a nice
| | 01:21 | adjusted template more in line with
the colors that we use in EatCake.
| | 01:26 | I want to save this now as
my new template going forward.
| | 01:29 | To do that, I click on the Office button,
| | 01:33 | go down to Save As,
| | 01:36 | and select
| | 01:37 | Excel Template
| | 01:39 | as my choice of file type.
| | 01:42 | I then change the name on my
| | 01:44 | template so it distinguishable
from my original, and click Save.
| | 01:51 | If I close this,
| | 01:53 | and go back into
| | 01:55 | My Templates,
| | 01:57 | I now see it as an option for me to select,
| | 02:01 | and I can now use this template
| | 02:03 | going forward. That's how
easy it is to create templates
| | 02:06 | in 2007.
| | 02:07 | Let's delve a little further into the other
things you can do with templates. If I go back up
| | 02:11 | to the New
| | 02:12 | command, under the Office button, I can
create a new template from an existing template,
| | 02:19 | just by clicking on New from existing
| | 02:21 | we'll select a new template to work from,
| | 02:24 | click create New,
| | 02:26 | and I now can create a brand-new template from
the worksheet that I had originally opened. I'm
| | 02:31 | just going close these two templates, so that we can go back
the file area, perhaps one of the most powerful areas in the
| | 02:38 | 2007 version for templates, and that is
going to the online library of templates.
| | 02:47 | You will need to be able to access
the Internet for this feature to work.
| | 02:51 | If you're ever interested in the new office templates that
are available online, you can always come to this area here,
| | 02:57 | select a category
| | 03:00 | and have the latest and greatest
templates made available for you.
| | 03:04 | It gives you a preview of each of the
different templates that are available.
| | 03:08 | For example, I can look at
my personal monthly budget,
| | 03:13 | or look at a marketing budget plan. If
I'm interested in this particular template,
| | 03:19 | I can download it.
| | 03:21 | It identifies for you that you have to be working
with genuine office products in order to continue.
| | 03:27 | You click on Continue, it
brings down the information,
| | 03:30 | and it presents it for you
in a ready to use format.
| | 03:33 | So there's lots of great things that you can
do with this application in using templates.
| | 03:39 | Let's see what more we can do
| | 03:40 | in using styles and auto formats in next movie.
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| Styles| 00:00 | Let's take a look at cell styles in particular.
| | 00:03 | For those of you that
would like to follow along,
| | 00:06 | in the advanced Formatting folder,
| | 00:08 | you'll see
| | 00:09 | EatCake Sales Forcast7,
please open it right now.
| | 00:13 | Once you have it open,
| | 00:14 | you'll notice that there's three different types of cell
formatting that have been applied to the first area of this spreadsheet.
| | 00:21 | I've done a little bit of formatting to the title, to the
column headers, as well as to the first column in the first five
| | 00:29 | rows. Let's select the first row, the EatCake Sales Forecast and
see what kind of style formatting has been put on there. Once you
| | 00:37 | select that cell,
| | 00:38 | go over to the styles command and click on it. And you'll
notice that the style that has been selected is highlighted with
| | 00:46 | a orange box around it.
| | 00:48 | Let's see what kind of formatting is going on behind there.
To see what one makes up the style underneath heading 1,
| | 00:55 | simply right-click on it,
| | 00:57 | and a subset of menus
will show. Select the Modify
| | 01:01 | command from there. And you'll see the
different styling options that have been applied.
| | 01:06 | What this pop up screen shows you
is the font choice that was selected.
| | 01:10 | So it's been bolded, and the fact that we've chosen a bottom
border for this particular area. If you want to see a few other
| | 01:17 | styles that have been chosen, you can
click on the Format button and you'll the font
| | 01:22 | color,
| | 01:23 | as well as the title of the
font style that we're working with
| | 01:27 | available to you.
| | 01:28 | If you're interested, you can also investigate
| | 01:31 | what number formatting you've got, what alignment
you're working with, as well as if there's any other
| | 01:37 | highlighting done to fill in the cell itself.
| | 01:42 | So,
| | 01:43 | by simply going to the
| | 01:45 | Cell Styles command,
| | 01:47 | and right-clicking on the area that you would like to
investigate and clicking modify, you can really see what kind of
| | 01:53 | styling options have been set for that
particular style that you're interested in choosing.
| | 02:00 | Similarily, if we go down to the next row,
| | 02:02 | and do the same thing,
| | 02:04 | we'll see that the 20%-Accent1 style was chosen,
| | 02:09 | and the same options are
available for me to see here.
| | 02:15 | Let's take a look at that styles menu one more time. You'll
see that you have different styles to choose from. You have the
| | 02:21 | Good, Bad, Neutral
highlighting options, which allow you to
| | 02:24 | visually identify areas of this
worksheet that you'd like to bring focus to.
| | 02:29 | You have your Data and Model
options, which help you again,
| | 02:33 | present the information in a nice, visibly
| | 02:36 | easy to see formatting,
| | 02:38 | as well as
| | 02:39 | areas that will help you work with your titles and theme
styles. If you'd like to create your own personal style,
| | 02:45 | you can do that by going down to the bottom of the
page where you see new cell styles selecting matte,
| | 02:50 | naming your style, so let's call this EatCake1.
Identifying any color formatting that you'd like to put in place.
| | 02:57 | Well since we used Arial,
| | 03:00 | I'm going to new select that as my default, make it
12, as well as I'm going to change the color of it.
| | 03:07 | I'm going to the color area
| | 03:08 | and selecting a darker green.
| | 03:14 | Save that by clicking OK.
| | 03:16 | And when I go back to my cell options,
| | 03:19 | my new Custom cell option is right at the very top, and
if I select that, it'll be applied to the areas in the
| | 03:26 | spreadsheet that I've already pre-selected.
| | 03:28 | Now let's explore the options to auto format,
as you're actually typing into the screens.
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| AutoFormat| 00:01 | In order to learn about auto formatting,
I've opened up a brand-new Excel worksheet,
| | 00:05 | and I'd like you to do the same.
| | 00:06 | Once you have it open, go up to the
Office button in the top left and click once.
| | 00:12 | And then select your Excel Options.
| | 00:14 | The screen we're going to look for here is your Proofing options,
so click on that once you get the Excel Options dialog box open.
| | 00:21 | And the first thing we're going to
look at is the AutoCorrect Options.
| | 00:25 | Under AutoCorrect Options, we're going to concentrate on
the first two tabs, AutoCorrect and AutoFormat As You Type.
| | 00:31 | In AutoCorrect,
| | 00:33 | it will automatically correct
any spelling errors that you make.
| | 00:37 | For example, it will correct two initial capitals, it'll
automatically capitalize the first letter of sentences,
| | 00:44 | it'll correct the
accidental use of Caps Lock key.
| | 00:47 | So these are great things that in
older versions of the Excel spreadsheets,
| | 00:52 | you have to go back and fix all your
formatting, if you ever ran into any of these issues.
| | 00:56 | As well,
| | 00:57 | it allows you to put in
| | 00:59 | any spelling errors that you commonly use.
So if you're a bad speller like I am,
| | 01:04 | you can place in any of your spelling
| | 01:07 | faux-pas' into this list and
it'll automatically be corrected.
| | 01:10 | I'll show you how this works by misspelling about when we go
back to our spreadsheet. The next tab we'd like to take a look at is
| | 01:16 | the AutoFormat As You Type.
| | 01:18 | Once you select this, there are three
areas that will automatically be formatted
| | 01:23 | to the correct format as you type them in.
| | 01:26 | The first is Internet and network paths,
| | 01:28 | will be replaced with hyperlinks, so that they will be
activated if anyone should click on them when they're in the
| | 01:34 | spreadsheet.
| | 01:35 | You will also apply the formatting that you have been
working with in rows and columns to any new rows and columns in
| | 01:41 | tables. As well,
| | 01:42 | it will automatically
| | 01:44 | fill in formulas and tables to create calculated
columns as your tables grow. These are really handy
| | 01:50 | auto formatting options
| | 01:51 | that you can have as defaults when you're working in a table.
If you would like to turn any of them off, you can easily do
| | 01:57 | that by deselecting the checkbox beside the format you want to
remove. But in our case, we're going to see how they all work
| | 02:05 | and we'll leave them all in.
| | 02:09 | By clicking on those two OK's, I've now set those
particular parameters and I'm now ready to go see how they work in my
| | 02:15 | spreadsheet. First thing I'm going to do is I'm going to miss-spell
the word about. Just to see what happens. And this is very easily done
| | 02:21 | if you're a quick typer, but not necessarily the best
speller as I am, you'll often put in a couple of double
| | 02:28 | letters.
| | 02:29 | And then move onto the next cell, notice how it's removed
those additional b's that I had in there, and presents me with
| | 02:36 | the correct spelling of the word.
| | 02:38 | This is a lifesaver for
those of you that are like me.
| | 02:42 | The next thing I'd like to show you
| | 02:44 | is the ability
| | 02:46 | to pre-format hyperlinks
| | 02:48 | in your spreadsheet. That was
the second option that we chose
| | 02:51 | in the Options tab.
| | 02:53 | Next thing I'm going to show you is the ability to AutoFormat
hyperlinks in your Excel spreadsheet. Let's say I wanted to send
| | 03:00 | everyone to the EatCake
website, by placing in the
| | 03:03 | URL and clicking the check box, it
automatically becomes a hyperlink and will send people
| | 03:10 | to Web site directly from the spreadsheets.
| | 03:13 | This is also a useful function if you have information
that you'd like to share with people who are using your
| | 03:19 | spreadsheet but don't necessarily want to embed it
within the spreadsheet. You can put network paths into these
| | 03:24 | cells,
| | 03:25 | and open up different documents for them to reflect
upon when they're taking a look at your spreadsheet.
| | 03:30 | Next, we're going to move on to a new chapter,
which explains how to manage lists with Excel.
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|
7. Managing Lists in ExcelExcel lists have now become tables| 00:01 | If you've been looking for the list feature in
Excel 2007, you can stop. It's not available any more.
| | 00:06 | It's been replaced by a new feature called Excel Tables. Let's
see how this works. In order to do this we need some information to
| | 00:12 | work with.
| | 00:13 | I've opened the EatCake Inventories List spreadsheet included,
included in your Exercise Files. If you'd like to follow along and do
| | 00:20 | that, please open that file now.
| | 00:22 | You'll see this is a basic list of information,
| | 00:25 | but I'd like to use the
table functionality in Excel
| | 00:28 | to really be able to enhance the
information that I'm looking at. To do that,
| | 00:32 | you select a cell within the area
of the table and go to Insert tab.
| | 00:38 | In the first group, you'll see the Table grouping of commands,
and the Create Table button. By selecting the Create Table
| | 00:44 | button, it's going to automatically default to
the information that you have on your spreadsheet.
| | 00:50 | In the dialogue box that pops up, it's going to confirm that
we are actually looking at all of the information that's going
| | 00:55 | to be included in your table.
| | 00:57 | You can also see it visually by the rotating neon indicator
around the information that's included in your spreadsheet.
| | 01:03 | You'll also want to tell
| | 01:05 | the Create Table command
that your table has headers,
| | 01:07 | by making sure that you have the check box
selected in the area that I'm pointing to here.
| | 01:12 | Once you've set that up, you click OK, and your table is
created. It's default to the last table style that we were
| | 01:19 | working with, which is blue.
| | 01:21 | If you take a look at the ribbon now, you'll see that we
have a new Table Tools tab available for us to look at. This
| | 01:27 | Table Tools tab gives us easy access to some commands
that we've already explored, such as removing duplicates,
| | 01:34 | and playing with the table styles.
| | 01:37 |
| | 01:38 | It also allows as to define
our own table style options,
| | 01:43 | work with external data so that we could
import this information and make it real time,
| | 01:48 | as well as doing simple things like re-naming your table. I'm
going to rename this table to be InventoryQ1, so that this is distinct
| | 01:57 | from any other tables
that we may be working with.
| | 02:00 | In working with this table, you'll notice that
I might have AutoFilter options in all of the
| | 02:05 | column headers in the top row of my table. And if I wanted
to sort on it, I can simply click on the downward pointing
| | 02:11 | arrow, select the area that I'm interested
in taking a look at, for example Flour-Pastry,
| | 02:19 | and it will sort the information, and just present the
information to me that I'm looking at and interested in at the
| | 02:24 | time. If I want to remove that sorting
option, I simply click on the sort filter,
| | 02:29 | select all of my options,
click OK, and my table is restored.
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| Converting text to columns| 00:01 | Sometimes when you're working with lists, the information
that's included in a particular column could really be broken out
| | 00:07 | into two columns to make it a
little bit easier to sort through.
| | 00:10 | We have an example of this here in column A, where our item
description is really a mixture of the exterior category and the
| | 00:18 | item type together.
| | 00:20 | What I'd like to do right now is to break those two out into
two separate columns, so that I can sort all the information in
| | 00:26 | a much easier fashion.
| | 00:28 | to do that I need to move over to my Data tab, and a
I need to allow for an additional column in my data.
| | 00:34 | First thing to do is I want
to add a column right here
| | 00:37 | in column B.
| | 00:39 | I select column B,
| | 00:41 | to identify where I want
to put that that new column,
| | 00:43 | right-click and select Insert.
| | 00:46 | And the information is pushed aside
so that I have now a nice, new column
| | 00:49 | in order to work with.
| | 00:51 | The next thing I want to do is I want to select
the column that I'm interested in working with,
| | 00:56 | and I go to the Text to Columns command.
| | 00:58 | By clicking on it, it opens up a Wizard that will now
help me break the information included in that column out.
| | 01:04 | I identified that the information is Delimited, and what
that means is it's broken up by a particular common character
| | 01:11 | that I'm going to identify
to the Excel spreadsheet,
| | 01:14 | in order to chop up the data. I also have the option of using
a Fixed width break down, where I will identify where I'm going
| | 01:21 | to break the data.
| | 01:22 | But in this case, because I have a
common hyphen between most of my items,
| | 01:26 | I'm going to use a delimited character.
| | 01:28 | Click on the Next tab,
| | 01:31 | and in this screen, I'm going to identify what kind of
delimiter I'm working with. I'm not working with tabs so I'm going to
| | 01:37 | deselect that, and I'm going to select Other.
| | 01:40 | And in the other column,
I'm going to put in a hyphen.
| | 01:43 | Notice, as I do that,
| | 01:45 | the preview box below
| | 01:47 | breaks out my data for me and this is breaking it out exactly
the way that I want to. It's breaking out one area for the item
| | 01:54 | category and the next for the item type.
| | 01:57 | And if you look down in this preview area, it's going to give
you a good idea of whether or not you've made the right delimiter
| | 02:03 | choices.
| | 02:04 | I click on the Next button to move it along,
| | 02:07 | and on this particular page, it's asking me how I want to format
the information. I'm going to just leave it at General, and it's going
| | 02:14 | to identify where the information will go.
| | 02:16 | I then click finish,
| | 02:18 | it asks me, do I want to replace the contents of the
destination cells, and I'm going to say, yes. This is also
| | 02:24 | something that you want to be aware of if
you haven't included an additional column,
| | 02:28 | you will overwrite the information that would be previously
sitting in column B. So take a moment when you see this message
| | 02:33 | to make sure you've got
the space to put information.
| | 02:36 | If you do,
| | 02:37 | click OK.
| | 02:38 | And in one click of a button,
the information is broken out.
| | 02:42 | The last thing we need to do here, is add a new column header,
up here in column B. I'm going to grab that easily by going over
| | 02:49 | to column A1, using my arrow key to
move over to column B1, and type in Item
| | 02:55 | Type.
| | 02:56 |
| | 02:57 | Clicking on the check box secures
that information in that column.
| | 03:01 | We're done! Now we're on to the next piece, where I'm going
to actually group the data and really see the analysis I can
| | 03:07 | use with Excel 2007.
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| Sorting and Grouping| 00:01 | Before you can begin to group your data, you need to sort it.
And that's what we're going to talk about in this movie.
| | 00:06 | By selecting a cell within a particular table,
| | 00:09 | you can then go to your Sort commands, in your
| | 00:14 | Sort & Filter group on your Data tab, and click.
| | 00:18 | It then presents you with the Sort window, where
you identify the items that you want a sort on,
| | 00:23 | and the way that you like to sort them on.
| | 00:26 | First of all, you identify
which column you want a sort on.
| | 00:29 | In your drop-down list, you'll see all of
the item titles that you have in your table.
| | 00:34 | Let's select
| | 00:35 | Item Category.
| | 00:37 | Next we decide how we're
going to Sort On that information.
| | 00:41 | I can Sort On it by Value or by Cell Color, Font
Color or Cell Icon, if I'm using conditional formatting.
| | 00:49 | In this case and a use Values. The final decision I need
to make is what order am I going to sort the information on?
| | 00:55 | In this case, I have two options.
| | 00:57 | I can sort alphabetically from A
to Z, or the reverse from Z to A.
| | 01:02 | I could also create a custom list of
orders if I'm interested in doing that.
| | 01:06 | But I'm going to keep it simple
and sort in alphabetical order.
| | 01:09 | This particular sorting ability is very easy,
and I can add additional levels if I'm interested,
| | 01:15 | I can copy levels so that I have
| | 01:18 | Sort by Item Category and then
Sort by Item Number as my choice.
| | 01:23 | And I can move these different options up and down to
organize the way that the information's going to get sorted,
| | 01:30 | simply by using my arrow
keys to move them up and down
| | 01:33 | in the order.
| | 01:34 | In this case though, I'm just interested in one level of
sorting, so I'm going to select the one that I'm not interested in
| | 01:40 | and click
| | 01:41 | Delete Level.
| | 01:42 | I'm now ready to add my
sorting criteria to my table,
| | 01:45 | and I click the OK button. When I look back at my table, I
can see that the information is now nicely sorted by item
| | 01:52 | category.
| | 01:53 | Grouping my flours, my icing, my mixes, my
sprinkles and my topics. Now that I've sorted my data, I
| | 02:00 | can start grouping it into like categories.
| | 02:03 | The first thing I'm going to do, is I'm going to select
the whole group of the table so that I can do some analysis
| | 02:09 | on all the items in my table. By selecting that,
I click on the Group command in my Outline group,
| | 02:17 | click Group,
| | 02:18 | identify that I'm grouping based on the rows that are in my
table, and click OK. Now, you'll notice over on the far left
| | 02:25 | hand side, I have a new
| | 02:27 | column that's shown, which identifies
| | 02:30 | the order of the grouping that I've got in place. So,
this is showing one large group as my very first level of
| | 02:37 | grouping. And what this is going
to allow me to do is to create a
| | 02:41 | summary report when I want to
subtotal the information that's in here.
| | 02:45 | I next want to do one more level of grouping. And I'm going
to do that by selecting the individual item categories in my
| | 02:52 | table. As I highlight through my
flour, stopping just ahead of my final
| | 02:58 | flour entry, and if I go up to my Grouping command,
identifying again that I'm grouping by rows and clicking OK,
| | 03:05 | you'll see that you can create a
second level of grouping in your table.
| | 03:11 | You can continue doing the same
| | 03:15 | set of
| | 03:16 | information and grouping,
| | 03:18 | by selecting all of the different
categories, going up to the Group
| | 03:22 | command, clicking Group,
| | 03:24 | identifying how you're grouping
the information and then clicking OK.
| | 03:28 | For groups that only have two items in it,
| | 03:31 | just select the first item
that you see. Click Group,
| | 03:35 | selects the Group command, click OK, and it's going to
grab all the information. It's going to go down to the end of
| | 03:42 | the last instance of that particular category.
| | 03:45 | Select Toppings, click Group,
| | 03:50 | and it's going to group all
of the topics together as well.
| | 03:53 | That's how easy it is to create groups.
| | 03:56 | The next thing we want to do is we want to
subtotal all of those groups, and we can do that
| | 04:00 | Very simply,
| | 04:01 | by making sure we've selected our table, going over to the
Subtotal command button, clicking on it, and identifying in the
| | 04:09 | pop-up box
| | 04:10 | where you want the subtotals to be. So at the end of each
item category, you want to use the Sum function, so you want to
| | 04:18 | get the total cost for each category,
| | 04:20 | and add it in to the final costs lists. You want to replace
any current subtotals that are in place, and you also want to
| | 04:28 | create a summary at the
very end of all your data.
| | 04:31 | If I click OK,
| | 04:33 | you'll notice that I have now inserted
| | 04:35 | rows in the table for Flour Total,
| | 04:39 | Icing Total,
| | 04:40 | Mix Total,
| | 04:42 | if we scroll down even further,
I'll see the total for my sprinkles,
| | 04:46 | my toppings and a Grand Total.
| | 04:49 |
| | 04:50 | If you
| | 04:52 | collapse any of the different total screens, you'll be able
to create a real nice summary of all the information that you
| | 05:00 | have in your table. You've now
seen the real power of grouping.
| | 05:03 | In our next movie, we're going to see how you
can create a summary report with only two clicks.
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| Creating a summary report| 00:01 | In the previous movie, we
created a summary report.
| | 00:04 | By using the Group and
Subtotal commands on each individual
| | 00:08 | item category that we found in our table.
| | 00:11 | I also promised you that I would show you how to do that with two
clicks. here's how we're going to do that. If you'd like to follow
| | 00:16 | along, please open the
EatCake Inventory list3 spreadsheet.
| | 00:20 | This particular spreadsheet has
already been sorted under Item Category.
| | 00:25 | Once your spreadsheet is open,
| | 00:26 | select
| | 00:27 | the table by clicking in the table area.
| | 00:31 | You'll then go over to the
Subtotal command in your outline group
| | 00:35 | and click it once.
| | 00:36 | This window is going to be very familiar
| | 00:38 | to us when we were using the Subtotal options in the
previous example. And we're going to just confirm that this is
| | 00:46 | the information that we want to subtotal.
| | 00:48 | So we're going to
Subtotal at each item category,
| | 00:51 | we're going use the Sum function, we're going to Sum the Final
Cost column and we're going to provide subtotals under each of
| | 00:58 | the category's final costs. We're going to
replace any current subtotals that we see,
| | 01:03 | and we're going to create a
summary at the very end of our table.
| | 01:07 | By clicking OK, we
| | 01:09 | automatically group the
information as well as provide the sum,
| | 01:13 | subtotal columns. So see, it was only two
clicks to get exactly where we went to before.
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8. Reviewing WorksheetsProofing your work| 00:00 | We're now ready to review our work.
| | 00:03 | We've opened up the EatCake Inventory list3
that's included in the Reviewing your Worksheet Folder,
| | 00:09 | on your Exercise Files, to play around with the options that
you can see when you want to review the information before you're
| | 00:16 | ready to present it to other people.
| | 00:19 | So if we take a look at the summary report that I've
just created, and I collapsed each of my subtotals,
| | 00:25 | so Flour Total, Icing Total, Mix Total, Sprinkle Totals and
Grand Toppings, I notice that I have one thing that's not showing
| | 00:33 | up very clearly, and
that's my Grand Total. I have a
| | 00:38 | bunch of number
| | 00:39 | signs in that particular final column,
where as if I mouse over top of it,
| | 00:44 | I would see that there's actually a value
in there of the sum of all of the costs.
| | 00:49 | One of the things that you want to
make sure you're doing when you are
| | 00:52 | proofing your work is that you're not
sending out information that is hidden,
| | 00:57 | like this.
| | 00:58 | This is easily rectified by using something that we learned
in a previous movie, and that's to adjust the column width.
| | 01:05 | Easiest way to do that is
to go up to the top of your
| | 01:09 | columns,
| | 01:10 | making sure you're looking for the crosshairs,
clicking and dragging the information out so that
| | 01:16 | you expand the size of the column, and
you're now able to see your Grand Total.
| | 01:22 | We now want to take another look at
the expanded list, so let's highlight
| | 01:28 | all of the table,
| | 01:29 | go back up to our outlined group,
| | 01:32 | and use the Expand or Show Detail command,
| | 01:37 | by clicking on the little button.
| | 01:40 | You'll see that it's
expanded the toppings option here.
| | 01:43 | If I would like to do the
rest, I can simply click on the
| | 01:48 | plus signs in each individual
category to expand the whole screen.
| | 01:53 | Next, I want to go to the Review tab
| | 01:56 | to see some of the other options that I
can use when I'm reviewing my work, before
| | 02:01 | sharing it with people.
| | 02:04 | One of the things that I always do before I
send out any information is check my spelling.
| | 02:10 | So by clicking on the check spelling option,
| | 02:13 | it will go through all the information
in the selected area and identify some
| | 02:19 | spellings that may not be
| | 02:21 | used in the dictionaries for the
different languages that you're looking
| | 02:26 | at. In this case, Buttercream is
suggested to be two words rather then one.
| | 02:31 | In my case,
| | 02:32 | Buttercream's going to be one word, and I'm going to
ignore all instances where that suggestion may come up.
| | 02:39 | Here it's found an actual valid spelling
mistake where I've switched the letters in Dutch.
| | 02:45 | I'm going to take its suggestion,
| | 02:47 | and change the spelling.
| | 02:50 |
| | 02:50 | It's checked all the selling in
all of the cells that were selected,
| | 02:54 | and now my spell check is finished.
| | 02:57 | Now I'm sure that the information
that is going to be presented in my
| | 03:01 | worksheets are clear and
free of spelling errors.
| | 03:05 | I could also use the Research options which allows me to
reference materials such as dictionaries and encyclopedias or
| | 03:13 | translation services if I was going to be using multilingual
spreadsheets. I could look up thesaurus information for words
| | 03:23 | that may have similar meanings
so that I'm not repeating myself,
| | 03:26 | and I can also use the translating options
| | 03:28 | in Excel spreadsheets.
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| Providing comments on worksheets| 00:00 | Before I share this spreadsheet, I'd like to add some comments in
certain areas, were I would like someone to review the information
| | 00:08 | in detail.
| | 00:10 | And I'm going to do that by
using the New Comment option
| | 00:14 | in the Comments group, on the Review tab.
| | 00:18 | Let's say I would like to identify that the
cost of this particular pastry flour is quite high.
| | 00:24 | It's costing us $7.00,
| | 00:27 | for that particular pastry flour. So I want
| | 00:30 | to send this item over to one of my suppliers and just see
if there's any way that I can get this at a reduced cost.
| | 00:38 | I select the cell where I want to put the comment in, and
a go up to the New Comment command in my Comments group.
| | 00:46 | Clicking it once allows me to type in the information in a
dialog box you see here. It identifies the person writing
| | 00:54 | the comment so that we can track what
| | 00:57 | comments were made by whom.
| | 00:59 | In this particular case, I want
to make a note of Can I get this
| | 01:06 | flour at a better price?
| | 01:12 | Clicking off of the comment area
| | 01:16 | removes it
| | 01:17 | from view and editing, but as I
mouse over the indicator, the little red
| | 01:22 | arrow in the top corner of the cell where I
made the comment, I can then see the comment pop-up
| | 01:30 | for my review.
| | 01:34 | If I'd like to edit this comment, I can go back
up to the Edit Comment box in my Comments group,
| | 01:41 | select it,
| | 01:42 | and it'll allow me to add in additional
information in that particular comment.
| | 01:48 | If I'm happy with it, I just click off the comment and I now
have my different comment options available to me. I can review
| | 01:55 | the comments that are in a
particular spreadsheet by using the Previous,
| | 02:00 | Next buttons
| | 02:02 | commands that I see here. If I'd like to see the next
comment in the spreadsheet, I simply click on the Next command
| | 02:08 | button
| | 02:10 | and it pops me down to the next
| | 02:13 | comment in the column that I'm working in.
| | 02:17 | If I'd like to go back to the previous comment, I
simply click the Previous button and it pops me up.
| | 02:24 | If I'd like to delete a particular comment,
| | 02:27 | I can do so by clicking on
the Delete comment button here.
| | 02:33 | At any point in time, I can show all the comments in a
particular document by selecting the Show All Comments command.
| | 02:41 | So I can see everything in front of me.
| | 02:43 | As well,
| | 02:44 | once I've reviewed all of
the comments, I can hide them
| | 02:48 | by clicking the Show/Hide Comments.
| | 02:51 | And in this case,
| | 02:54 | I can hide that one as well.
| | 02:56 | By using the commenting ability in the Excel
spreadsheets, you can really identify to people,
| | 03:04 | your thoughts on different
areas of the spreadsheet,
| | 03:07 | that you can then share with them
| | 03:09 | as you send off the
information in your spreadsheet.
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9. Sharing WorksheetsProtecting and sharing a worksheet| 00:00 | I'm now ready to share this information with other people, but
first, I want to protect the worksheet. Because this is classified
| | 00:07 | information for EatCake's
| | 00:09 | organization, and I don't want
just anyone taking a look at our
| | 00:13 | costs. In order to do that, I'm going to use the
| | 00:16 | commands that you see in the Changes group
on the Review tab. You can protect a sheet,
| | 00:22 | a workbook, so it just depends on the level
of information and security you want to have.
| | 00:29 | In this case, I'm just going to protect the sheet itself because
that's really all the information that I have in this workbook.
| | 00:36 | And if you'd like to follow along,
this is saved as EatCake Inventory list4,
| | 00:42 | in your Exercise Files.
| | 00:44 | If click on a protect sheet,
| | 00:46 | I now have
| | 00:48 | the ability to prevent unwanted changes
| | 00:51 | to the data it in the information.
| | 00:55 | If I click on it,
| | 00:56 | it asks me, "what about the
sheet would you like to protect?"
| | 01:01 | The default is to protect the worksheet and
the contents of any locked cells that I have.
| | 01:07 | The password used to unprotect
the sheets is going to be EatCake,
| | 01:12 | and you notice that it's
encrypted so that no one even standing
| | 01:16 | behind me when I'm trying time to protect this
| | 01:19 | worksheet can see the
password that I've added in here.
| | 01:23 | I'm now going to identify the different levels of security
that I'm going to allow the users of this worksheet to do.
| | 01:31 | They could Select locked cells,
| | 01:33 | they can unlock cells if they have the password, I'm not
going to allow them know to format any of the cells because
| | 01:40 | I like the look and feel, and I'm not going to allow them to
change any of the columns or rows. I don't want them changing the
| | 01:47 | information that's in here, I just
want them to be able to analyze it.
| | 01:51 | if you are interested in allowing people to work with the
data and add even more information to it, you can make any of
| | 01:59 | these selections if it's appropriate. But in
| | 02:01 | this case, I'm just going to
| | 02:03 | identify that I want to lock
certain areas of this sheet.
| | 02:07 | So if I click OK, it then asks me to
confirm the password that I placed in
| | 02:14 | the spreadsheet.
| | 02:17 | And if all is good, I've now protected
| | 02:20 | this sheet. If I'd like to unprotect the worksheet, I
simply click on unprotect worksheet, and put in the password that
| | 02:28 | I've already
| | 02:29 | created. When you protect a worksheet,
| | 02:31 | you are actually protecting certain areas from
| | 02:35 | editing.
| | 02:36 | So if I select this
particular cell and try to change the
| | 02:41 | amount that's included in here
for my current cost to $6.00--
| | 02:46 | oh, look what I see, I see an error message that's telling
me that the cell for the chart that I'm trying to change is
| | 02:52 | protected and therefore read only.
| | 02:54 | To modify it, I have to remove the
protection using the password command.
| | 03:00 | Let's try that.
| | 03:01 | If I select this, click Unprotect Sheet, put
in my password, which is eatcake, click OK,
| | 03:09 | then go back into the cell and try to change it, I now
have editing ability. So that really helps you as the owner of
| | 03:18 | the spreadsheet to control who has final
| | 03:22 | ability to edit the
information that you are working with.
| | 03:26 | I'm going to remove that change by clicking
the Cancel button here up on the formula bar.
| | 03:32 | So you can protect the sheet,
| | 03:35 | a cell in the sheet, or
the whole workbook by adding
| | 03:38 | the
| | 03:39 | password permissions
| | 03:40 | to any of the
| | 03:42 | spreadsheets that you work with in 2007.
| | 03:45 | In the next movie, we're going to be looking at
some of the different options that you can choose
| | 03:50 | for sharing your information, and
tracking the changes that are made
| | 03:53 | to the different worksheets.
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| Allowing others to edit ranges| 00:02 | When you are working with Excel spreadsheets, you often want to
be able to share the workbooks so that you can have other people
| | 00:08 | add information into one common area.
| | 00:12 | We're going to explore
sharing the workbooks right now.
| | 00:16 | If I go up to the Share Workbook
| | 00:19 | command, under my Changes tab, I can allow
multiple people to work on a workbook at the same time.
| | 00:27 | So,
| | 00:28 | no longer do I have to use the workbook, and then send it
over to sue to work on after I've saved my changes, we can both
| | 00:36 | work on the worksheet at the same time and all
of our changes will be tracked and merged when
| | 00:43 | the next person opens up the information. So let's see how
this works. If I want to share this workbook I click on the Shared
| | 00:50 | Workbook command and I and
see a Share Workbook window.
| | 00:54 | The first tab allows me to make an important decision. It
asks me, do I want to allow changes by more than one user at
| | 01:01 | the same time?
| | 01:03 | This is also going to allow workbook merging. This in very,
very important. If you don't allow changes to be made by more
| | 01:10 | than one user at a time, you're in essence,
| | 01:13 | going to have
| | 01:14 | exclusivity to your workbook and not everyone's
information's going to get in. The last person that saved the
| | 01:20 | information is going to win.
So this is a very important
| | 01:24 | option to click on
| | 01:26 | when you're sharing your workbooks.
| | 01:28 | It also identifies who's got
the workbook open at this time.
| | 01:32 | So you see here that Linda
| | 01:34 | has it open and she's got exclusivity to it.
| | 01:37 | So she's the one in charge of
the information at this moment.
| | 01:41 | If we click over to the
Advanced tab, we can now track
| | 01:47 | the different changes that will be made to the workbook
that's being shared, and this is very important so that we make
| | 01:53 | sure that we keep track of
what's gone on with the workbook.
| | 01:56 | SO we want to track changes and we can determine how long we
want to keep this change history for. It defaults to 30 days,
| | 02:03 | which is kind of high.
| | 02:04 | I just want to make sure that I track my changes, let's say for
about 5 days or so. So I'm just going to can scroll through the
| | 02:10 | different options using my up and down arrows,
until I get to number 5, and I'm happy with that.
| | 02:16 | You also happen to have the option to not keep your change history,
if you're not interested in finding out who changed what, when.
| | 02:26 | When are you going to update the changes? Well,
you have two options. When the file is saved
| | 02:32 | and automatically every
| | 02:34 | so many minutes. And you can determine how many minutes
you're going to automatically save your worksheet with.
| | 02:39 | Because you have more than one person working on the
worksheet at a time, you can choose the option to save your
| | 02:46 | changes and see other people's changes, or
| | 02:49 | just see everyone else's changes,
| | 02:51 | When the worksheet has been saved.
| | 02:54 | So, what it will do is it will go
| | 02:57 | around to every person who's using the workbook,
| | 03:00 | every 15 minutes, and save their changes.
| | 03:05 | When you have conflicting changes
between users, someone has to win. And here
| | 03:11 | is the options you can choose from.
| | 03:14 | You can ask the person
| | 03:15 | who's in charge of sharing the
workbook to determine who wins,
| | 03:21 | or the save-- the changes being saved win.
| | 03:25 | So the last one in wins.
| | 03:27 | In terms of printing out the
information on a shared workbook, you can
| | 03:31 | include the personal view in your
print settings and in your filter settings.
| | 03:36 | SO I'm just going to change a couple of
default values, and I'm going to say OK.
| | 03:43 | This action will now save the workbook,
| | 03:45 | so we want to make sure that we save it,
| | 03:48 | and we'll say OK.
| | 03:50 | And we've now saved our list4
| | 03:53 | as a shared workbook.
| | 03:55 | In next movie, we're going see how we can
unprotect shared workbooks, and track changes.
| | Collapse this transcript |
| Track Changes| 00:00 | To unshare your workbook, you simply
reverse the commands we did in the previous movie.
| | 00:05 | We go up to the Share
Workbook command, click on it,
| | 00:11 | and deselect the check box that allows
changes to be made by more than one user at a time.
| | 00:17 | click on OK.
| | 00:19 | And you get this warning. It says that the
actions going to remove the workbook from shared use.
| | 00:25 | Any change history is going to be erased, and
any other users who are editing the workbook,
| | 00:30 | will not be able to save their changes.
| | 00:32 | Even if you save the workbook again. So once
it's been shared and you remove the sharing
| | 00:38 | you can't return it to a shared mode.
| | 00:42 | That's fine, I'm ready to un-share this
workbook now so I'm going to click Yes,
| | 00:48 | to make the workbook exclusive to me. And
you'll notice that the shared option in the top
| | 00:54 | title bar of my
| | 00:56 | workbook is now removed.
| | 00:58 |
| | 00:59 | Let's just save that for good measure,
| | 01:02 | by clicking on the Save smart
icon in my Quick Access toolbar.
| | 01:09 | To track changes that are made to my
worksheets, I can activate the track changes
| | 01:15 | command,
| | 01:16 | by clicking on the button
| | 01:17 | and selecting highlight changes. This
opens up a highlight changes dialog box,
| | 01:24 | and it identifies for me, or it gives me the
option, to track the changes while I'm editing.
| | 01:30 | How am I going to see
that those changes are made?
| | 01:32 | Well,
| | 01:33 | I going to highlight any
change that happens in the workbook,
| | 01:38 | I'm going to also track
| | 01:40 | the changes made by everyone who touches
this workbook, I can also have the choice to
| | 01:45 | just highlight anything that
everyone else has done, other than myself.
| | 01:52 | And I can identify a particular area in the workbook that
I'm interested in tracking the changes on. I'm not all that
| | 01:59 | interested in if someone
changes the item category,
| | 02:02 | but I may be interested if someone changes
the final costs. So I'm going to select where,
| | 02:09 | and I'm going to identify
| | 02:11 | the different range that I'm
interested in and seeing who make changes too.
| | 02:16 | As I make those changes I want them highlighted on
the screen. So let's see how this changes our worksheet.
| | 02:22 | If I click OK, the
| | 02:24 | actions going to save the worksheet, and
I'm going to say, "Yes, I want to continue."
| | 02:29 | And it moves it back into a shared mode.
| | 02:33 | As I go in and track the changes, if
I change the final cost to be $200,
| | 02:39 | it identifies that something has changed in there by
placing a little tag on that cell. As you mouse over the cell, it
| | 02:47 | identifies who changed
| | 02:50 | the cell. It gives the name,
the date, and timestamp
| | 02:53 | for the person who did the change, and
it also identifies what change was done.
| | 02:59 | As the owner of the worksheet, I can determine whether
or not I like that change and I want to included it in the
| | 03:04 | information. I go back up
to the Track Changes area,
| | 03:09 | I select the Accept/Reject Changes command,
| | 03:14 | now I can save my worksheet.
| | 03:18 | I identify
| | 03:21 | what changes I'm going to accept or reject.
| | 03:24 | If I select them all, I'm going to
| | 03:26 | accept them, click OK. It
identifies what change was made.
| | 03:32 | I'm going to accept
| | 03:33 | that particular change.
| | 03:36 | And the changes are now
part of my overall worksheet.
| | Collapse this transcript |
|
|
10. Printing WorkbooksPreparing to print| 00:00 | Now that you've gathered and analyzed
your data, you're ready to print it off.
| | 00:04 | I've opened up the EatCake
Inventory aid list worksheet to work with,
| | 00:09 | and I'm ready to print off the information that's
included in here. If you'd like to follow along, this particular
| | 00:14 | worksheet is included in your exercise files.
| | 00:18 | The main thing to remember when you're working with printing,
is that you are going to print off exactly what you see on
| | 00:25 | the screen.
| | 00:26 | So the information
| | 00:29 | in column B is going to be cut off. I'm not
going to see the last characters and some of my
| | 00:34 | item types.
| | 00:36 | As well, the information in
column F is going to come up
| | 00:40 | with number signs, rather than
the values that are hidden beneath.
| | 00:44 | Let's take a look at how it would look if
I wanted to print it off, just like this.
| | 00:49 | I can use this
| | 00:51 | Print Preview option,
| | 00:52 | which I see up here in my Quick Access toolbar.
| | 00:56 | By clicking once,
| | 00:57 | I'm brought into my Print Preview area, and
you'll see that the information is going to be
| | 01:03 | printed exactly the way
that you see in this screen.
| | 01:06 | If you don't have that
| | 01:08 | Print Preview icon on
your Quick Access toolbar--
| | 01:13 | Before I'm ready to print this off,
I'd like to clean up the data.
| | 01:16 | So let's close the Print Preview button
| | 01:18 | and go back to the worksheet.
| | 01:22 | It's going be very easy for me to clean up
| | 01:24 | and format the information that's in his
| | 01:27 | worksheet.
| | 01:28 | I'll show you a quick trick.
| | 01:30 | If you take your mouse, and go over to the
| | 01:32 | far
| | 01:33 | left-hand corner and grab the cell
that's right at the very top of the grid,
| | 01:38 | You'd be grabbing the select all cell.
| | 01:41 | If you double-click on this, you're going to
| | 01:44 | be selecting the whole worksheet.
Notice how it's all gone shadowed.
| | 01:49 | You can take your mouse and you
| | 01:51 | scroll it over,
| | 01:53 | and select a line between two of the columns, in
this case I'm selecting C and D, and double-click.
| | 02:00 | It will automatically
| | 02:01 | format all of the information
| | 02:03 | in the worksheet so that it presents it in it's
entirety. Now if we go up to the Print Preview button.
| | 02:13 | We can see that the information is all
nicely displayed and ready to be printed.
| | 02:19 | I'm anxious to see what else
I can do in the print preview,
| | 02:22 | so let's close out the print preview
option, and come into our next movie
| | 02:26 | where we learn about the print preview itself.
| | Collapse this transcript |
| Print Preview| 00:00 | Let's start with a quick reminder on how to put
the print preview icon on the Quick Access toolbar.
| | 00:07 | Go up to the Office button,
| | 00:09 | go to down to the Excel Options button,
| | 00:13 | go over to the Customize
| | 00:15 | menu
| | 00:17 | and make sure you get the Print
Preview button on the right side of your
| | 00:22 | screen, if it's not,
| | 00:24 | search for it underneath the popular commands,
| | 00:28 | select it,
| | 00:29 | click the Add button,
| | 00:31 | make sure that it appears and then click OK.
| | 00:34 | If you already had it up there,
that was just a really quick
| | 00:37 | reminder how to get information or
icons onto your Quick Access toolbar.
| | 00:43 | We're going to be using this Print Preview icon
a lot, so we want to make sure it's handy for us.
| | 00:48 | Let's explore some of the different things that we can do in
Print Preview. So click on the Print Preview icon and we'll
| | 00:55 | take a look at what we see.
| | 00:58 | Right now I'm zoomed in on my
| | 01:01 | spreadsheets. So I can read
all the different lines that are
| | 01:05 | presented to me. And this
is good if I want to see
| | 01:08 | what actually is going to be
presented in one particular line.
| | 01:12 | If I'd like to see all the information that's
going to be included on a page, I simply click the Zoom
| | 01:17 | button again, and that removes the zooming and pushes it
out. So I now get a whole page view of the information.
| | 01:24 | SO now, I'm looking at what's
on page 1 of my spreadsheet.
| | 01:30 | I have two pages, how do I find out what I'm going to be
printing on page 2? So I can just go up to the Print Preview tab
| | 01:38 | and click Next Page, and that shows me
what I've got on page 2 of my information.
| | 01:43 | And I can flip back and
forth between the pages just by
| | 01:47 | selecting either next page or the previous page.
| | 01:50 | If I'd like to, I can show the
margins on my screen. And if you
| | 01:55 | are so inclined, you could adjust the information so that it
fills up the whole page. I still have a lot of white space over here
| | 02:02 | on the right hand side.
| | 02:04 | And I could
| | 02:05 | select and grab one of the
handles and click and drag it,
| | 02:09 | increasing the size of that particular column. This also
affects the size of the column within your spreadsheet.
| | 02:16 | And you are working with all of the pages in
your printed document as well. If I click Next Page,
| | 02:22 | you'll notice that that size
of the column is being retained.
| | 02:27 | So I can play around with
the size of columns if I want
| | 02:30 | to decrease the amount of
white space on my printed page.
| | 02:34 | So let's
| | 02:35 | remove the white space on our page by
| | 02:39 | playing around with our margins just a little. So I'm going to
click and drag, and you'll notice how the information is just
| | 02:44 | pushed over,
| | 02:45 | ever so slightly
| | 02:47 | in the page. I'm starting from the left of my page moving
across because I don't want to go too far and actually move the
| | 02:55 | information right off the page. I'll
show you what I mean by that in a moment.
| | 02:59 | See how I moved my
| | 03:01 | margin
| | 03:02 | identifier just a little bit too far, and I've lost my
final cost. So I want to bring that back, just a bit.
| | 03:09 | And the information is now presented for me. So when you are
playing with your margins, just be very, very careful that you
| | 03:15 | don't move your margins too
much and lose your information.
| | 03:20 | You can now also change
the orientation of the page,
| | 03:24 | but I find it's a lot easier to do that
| | 03:26 | Working from the Page Layout tab,
| | 03:29 | so let's go do that next.
| | Collapse this transcript |
| The Page Layout Tab| 00:00 | Something I really like in
Microsoft Excel 2007 is the Page Layout tab.
| | 00:05 | It presents all of the printing options on your ribbon and
they're very easy to access. If you'd like to follow a long with the
| | 00:11 | movie, open up EatCake Inventory list8A.
| | 00:15 | What we're going to take a look at first is
the orientation of the information on our screen.
| | 00:21 | I mentioned that in a previous movie that you can change the
way the information is presented on your page, so let's see
| | 00:27 | what that does. When I
click on the Orientation tab
| | 00:31 | command.
| | 00:35 | I now have the ability to change it between Portrait and
Landscape. It defaults to portrait, and if you watched the print preview
| | 00:44 | movie, you'll notice that most of the
information that we saw in there was shown in a Portrait
| | 00:49 | orientation. I'm going to select Landscape and see how it's
going to change the way my information is printed on my page.
| | 00:55 | I'm going to go back up to my Print Preview icon and click, and
you'll see now that my information is going sideways on my page.
| | 01:03 | So I have more
| | 01:06 | area to view. And if I had more columns to
present, I'd get more information on a page.
| | 01:13 | It also allows me to
| | 01:15 | print out more pages. So If I do a Landscape orientation,
I'm going to get more pages printed out. But more data
| | 01:23 | on the page.
| | 01:25 | If I'm not too happy with this,
| | 01:27 | I can change the orientation back to
| | 01:29 | Portrait very easily by going to the Page
Setup icon here on my Print Preview smart page,
| | 01:35 | going over to the Page
tab and selecting Portrait.
| | 01:40 | I click OK,
| | 01:42 | close by Print Preview,
| | 01:44 | and then go back into it,
| | 01:46 | you'll see that my information is
now presented in a Portrait format.
| | 01:50 | So you can get to the orientation of a page
either by going through the Page Setup icon here,
| | 01:57 | or
| | 01:58 | through the Orientation command on your ribbon.
| | 02:02 | You can identify what size of paper you want to print off
by just clicking the Size command here, and by selecting the
| | 02:08 | appropriate size of your page.
| | 02:11 | The print area identifies what
information is going to be printed on your page.
| | 02:16 | The default is to print everything on a worksheet. Let's go
see what the default looks like by clicking on my Print Preview
| | 02:22 | icon.
| | 02:23 | So here's my default, it's grabbing all of the information on my
page. Let's say I just wanted to print two rows of information.
| | 02:31 | I'm going to click on the Close Print Preview, and I'm going to
go back to my table, and I'm going to select the information that I
| | 02:37 | want to print.
| | 02:39 | I'm going to say Print
| | 02:42 | Area, and set the print area, and go back to my Print
Preview icon to see what I've selected. Notice I've only got
| | 02:49 | my two rows that I've selected
| | 02:52 | printing on my page.
| | 02:54 | If that really wasn't what I wanted to do, I'm
going to close my Print Preview button again,
| | 02:58 | I'm going to go to my Print Area command
| | 03:01 | and clear the print area.
| | 03:05 | If I happen to sit on the
cell A2, click Print Area,
| | 03:11 | say
| | 03:11 | Set Print Area,
| | 03:13 | it's going to give me a
| | 03:15 | warning to say that I've only
selected a single cell for printing.
| | 03:19 | So it's reminding you,
| | 03:21 | and making sure that you really
wanted to print what you selected.
| | 03:25 | If I say OK,
| | 03:27 | go up to my Prick Preview icon.
| | 03:31 | You'll notice that only
that one cell is selected.
| | 03:36 | So, if we go back to the main screen by clicking the Close
Print preview area, you can see that you have a lot of control
| | 03:43 | of the information that's printed on your page.
| | 03:47 | Next we're going to learn how to put in page
breaks and set print titles for our printing options.
| | Collapse this transcript |
| Page Breaks| 00:00 | I'd like to fine-tune what I'm
going to print out on this page.
| | 00:03 | So I'm going to manipulate it a little
bit before we go into printing anything off.
| | 00:08 | First of all, I'm going to collapse the groups so that the
information is totaled that's going be presented on the page.
| | 00:15 | Because I'm not that
interested in seen all of the different
| | 00:19 | items that are included in the totals in my
inventory, I'm more interested in the cost for each
| | 00:25 | individual item.
| | 00:27 | If I scroll up to the top of the page in
going to see all of the information with my titles
| | 00:32 | presented. so this is more along
the lines of what I'd like to print
| | 00:37 | I'm noticing though, that the
information now that I've collapsed it
| | 00:41 | really shows two different tables. And I'm not interested
in having both of those show up on one page at the same time.
| | 00:49 | If I take a look at the Print Preview,
just to make sure that I'm going to see what's
| | 00:53 | going to be printed, I do notice that if I
collapsed the information, I'm going end up with two tables
| | 00:59 | printing out. And this is not
what I want. How do I remedy that?
| | 01:03 | Well, I'm going to close
my Print Preview screen,
| | 01:06 | And I'm going to insert a page break.
| | 01:09 | I'll do that by adding a page break.
| | 01:11 | To add a page break, go to the row
where you'd like the break to be inserted,
| | 01:16 | and click on the cell.
| | 01:18 | Go up to the Breaks command and click on it
| | 01:21 | and select Insert Page Break.
| | 01:24 | And you'll notice that a dotted line now appears on your
spreadsheet, and now the pages will be broken at that spot. So the
| | 01:30 | information above the line is going to be printed on one page,
the information below the line is going to be printed on another.
| | 01:37 | Let's check our Print
Preview icon to see how this looks.
| | 01:42 | And you'll see that I'm now looking at
| | 01:44 | the summary
| | 01:45 | table on page 1,
| | 01:47 | and if I click Next Page,
| | 01:49 | I have the
| | 01:50 | detail information below it.
That's exactly the way I like it to be.
| | 01:56 | If I close the Print
Preview button and come back to my
| | 01:59 | main screen, I can
| | 02:02 | remove the page breaks by just
going back up to the Page Break icon,
| | 02:06 | and selecting
| | 02:08 | Remove Page Break.
| | 02:09 | And it's gone.
| | 02:12 | If I'd like to reset that page break, I simply go back to
the Page Break command, and select Insert Page Breaks again.
| | 02:19 | If I go back up to my Print Preview icon, and look at the
information again, I notice that on page 1, I have my titles; Item
| | 02:27 | Category, Item Type, and I'm just going the use
our Zoom feature so it's easier for us to see.
| | 02:34 | So I click on Zoom and now I'm
| | 02:36 | able to read the information;
Item Category, Item Type, Item#.
| | 02:42 | Now, I want to go to the next page and see if that titling
is carried forward. SO let's click on Next Page, and I do
| | 02:50 | see that that information is
carried forward. How did that get there?
| | 02:53 | Let's go back to the Close Print Preview icon,
| | 02:56 | go back to our main page, and we
do that by clicking Print Titles.
| | 03:02 | Because you notice here on the spreadsheet
itself, I don't have the title repeated in
| | 03:08 | Row 32.
| | 03:09 | So how did he get there when I went to the Print
Preview? He got there by clicking on Print Titles.
| | 03:15 | And it brings up this dialog box. If you go to the Print
Titles area, you'll see that you can identify what areas in the
| | 03:23 | spreadsheet are going to be the titles that
you'd like to repeat on each printed page.
| | 03:28 | I've identified here that row 1 is the
| | 03:32 | row that I'd like to
| | 03:33 | select. Now this is a little bit too
cryptic at this point for you to type in.
| | 03:38 | You can click onto the
| | 03:40 | little
| | 03:41 | bar here, and it will pop up
| | 03:44 | the
| | 03:45 | spreadsheet so that you can select the row that you would like to
use. So it's very, very simple. All you need to do is just point
| | 03:50 | and click and the information is
going to get pre-loaded into that section.
| | 03:55 | If I wanted to repeat columns to the left, I would do
the same thing. I would select my icon, and I would select
| | 04:02 | the columns that I would like to put in. This is already going to
be printed out as I'm not going to repeat that information, but you
| | 04:08 | do see how the information is
pasted into the reference line.
| | 04:14 | I'm just going to remove that,
| | 04:16 | and I'm going to
| | 04:18 | click OK.
| | 04:20 | And I've set the print titles that will
be printed on every page of my document.
| | 04:26 | Next we're going to explore the print layout
| | 04:29 | view itself, to see what
kind of options we have on that.
| | Collapse this transcript |
| The Page Layout View| 00:01 | Page Layout view gives you a nice way to fine-tune the
look and feel of your document that's going to be printed out.
| | 00:08 | By looking at a view that presents the information is if
you were looking at the page itself. So let's go explore that
| | 00:14 | at the moment. I'm just going to
select cell A7 so that when I go move to my
| | 00:20 | Page Layout view, I'm
looking at the top of my screen.
| | 00:25 | I've indicated where I want to start my Page Layout view, And I'm
going to go down to my view options at the bottom of the screen and
| | 00:32 | click Page Layout.
| | 00:34 | Now I see the Page Layout
| | 00:36 | view in front of me.
| | 00:38 | And I started at the top of my page, So you'll see
here that it presents the information as if I was
| | 00:44 |
| | 00:44 | looking at it
| | 00:46 | on a printed document.
| | 00:47 | So it's
| | 00:48 | much more visually appealing to see what the information's
going to be like--look like--when it actually gets printed out.
| | 00:55 | The advantage of using the Page Layout view rather than
the Print Preview icon is that I can actually manipulate the
| | 01:02 | screen here and add information into it, where as the Print
Preview just gives me a snapshot before I actually go to print.
| | 01:11 | SO, what I'm looking at here is the ability to
| | 01:15 | change things up, but it is a very busy screen.
| | 01:19 | I think I'm going to close off some of the options that I can
look at here. And I do that by going over to the sheet options
| | 01:25 | grouping.
| | 01:26 | First of all, I want to turn off the headings.
| | 01:29 | So I deselect the box that I see here and that removes the
headings, the column headers, and the row numbers that were
| | 01:37 | identified or showing on the side. I'll just re-click
that so you can see what happened. If I select View headings,
| | 01:44 | you'll see that the row,
| | 01:47 | the row numbers,
| | 01:49 | and the column letters are shown.
| | 01:53 | That's good if I'm identifying a particular cell like I did at
the beginning of the lesson, but it's not necessary for me to see
| | 02:00 | this anymore, so I'm going to turn them off.
| | 02:03 | I also have the ability to view gridlines,
and if I scroll down through the screen,
| | 02:09 | you'll see that in the other
screens here, the grid lines are shown.
| | 02:13 | This is great if I'm going to
add-in some information, but
| | 02:17 | it could be distracting because it doesn't give me a clear
view of what's going to actually be printed out. So I could
| | 02:22 | remove seeing the gridlines by just clicking off the view,
and the gridlines are removed from that particular sheet.
| | 02:30 | SO you can see more and more in my
Page Layout view, I get a very clear
| | 02:35 | description of what information is
going to be printed out on my page.
| | 02:39 | And I can play with the data just as if I was in the Excel
spreadsheet itself, but it's printed out in a much nicer fashion.
| | 02:47 | In the Scale to Fit grouping, you can play around with the
size of the information that's presented on your page. And
| | 02:54 | by playing with the Scale
to Fit grouping, you can
| | 02:56 | include more information because it adjusts the
| | 03:00 | printed output
| | 03:02 | to the percentage of the actual information that you're seeing on
the screen here. So if I increase the scale just by one click up to
| | 03:09 | 105%, you'll notice that
I've pushed off my final cost
| | 03:14 | column on to another page.
| | 03:16 | Now if I was playing with this in a print preview environment,
I wouldn't necessarily see that I've pushed the information
| | 03:23 | right off the page.
| | 03:24 | And this is unacceptable if I'm going to
print on it. So, all I have to do is go back,
| | 03:29 | click back to 100%, and you'll see that I
| | 03:33 | have moved back my column onto the proper page. This is
another way to work with margins and again, for those of you
| | 03:39 | that are more visually
| | 03:40 | inclined, this is a nice way to see where the information's
going to fit before you print it off. In our next movie, we're
| | 03:46 | going to discover how to
work with headers and footers,
| | 03:50 | so hang tight!
| | Collapse this transcript |
| Headers and Footers| 00:00 | There are some times when you'd like to place titles at the top
of each page in your printed document, and you want them to be
| | 00:07 | consistent from page to page.
| | 00:09 | what that's called is called a header. You can also put the
same kind of information down at the bottom of the page, and that's
| | 00:15 | called a footer.
| | 00:18 | What we're going to do now is we're going to explore easy ways
to add that kind information to printed documents in Excel 2007.
| | 00:25 | I'm going to work with my Page Layout view because that gives
the easiest way to access the information, and it also shows
| | 00:31 | me right up front, how it's
going to look on my printed page,
| | 00:35 | which has been a concern with previous
versions of Excel in using headers and footers.
| | 00:41 | It's indicating to me where I can center the first piece of
my header, so if I just click on that, you'll notice that it
| | 00:48 | activates a line that has three sections.
| | 00:51 | I have a left area,
| | 00:53 | a middle area and a right area. And I can put
separate header information in each of these.
| | 01:00 | For example, if I wanted to put
the date in the far left corner of my
| | 01:04 | document, I could select that header
| | 01:07 | quadrant,
| | 01:08 | go up to Current Date in my Header & Footer Elements area, and
select it. And you'll notice that it populates a tag. And what that's
| | 01:17 | going to do is it's going to
print the current date every time
| | 01:22 | this particular document is open.
| | 01:26 | We'll see how this looks in a moment.
| | 01:27 | So don't get worried that this is actually going to print out
on your document, it's just a tag, it's some information that
| | 01:33 | the computer understands that will
pull in the date--the current date.
| | 01:37 | And if I click over
| | 01:39 | to my center, you'll notice
that it populates the date
| | 01:42 | that I'm working with today.
| | 01:46 | in the center, I may want to put in a title.
| | 01:49 | I could use a again, one of my footer elements. I can
use my Sheet Name, which would pre-populate in my EatCake
| | 01:56 | Inventory listA
| | 01:57 | name.
| | 01:59 | I could input a picture so
I can add a nice graphic.
| | 02:03 | Here in the center of my document, I'm going to type the name
of this particular list, so I'm going to call it the EatCake
| | 02:10 | Inventory List.
| | 02:17 | Over in the far right,
| | 02:19 | I'm going to add one other
| | 02:21 | smart
| | 02:22 | element, and that's the number of pages.
| | 02:25 | The actual page number that I'm working with.
| | 02:28 | And if I click off that,
| | 02:30 | I now have page number 1.
| | 02:32 | So I've set up the header
for this particular page.
| | 02:36 | If I scroll over to page number 2,
| | 02:39 | by using my scroll bar,
| | 02:43 | and I now go on to page number 2, you'll see that some of
the information has stayed the same. The date is now the same,
| | 02:51 | my list is--
| | 02:52 | title is now the same, but my page number has changed to
show page number 2. So by using the Header & Footer Elements, it
| | 03:00 | really saves you a lot of time.
| | 03:04 | If I click Go to Footer,
| | 03:06 | it now pulls me from the top of the page
down to the bottom of the page. And I can add
| | 03:11 | other information at the bottom of each of the screens.
Down at the bottom my page in my footer, I'm going to put in my
| | 03:18 | tagline EatCake.
| | 03:21 | I click off of my headers and footers,
| | 03:24 | so that I now can go over to my
| | 03:26 | Print Preview icon and see how
this looks. Notice now, that I have my
| | 03:31 | header's put at the top of my pages, I'm just going to click
off the show margins so that we get a nice clean view here.
| | 03:38 | And if I go down to my Next Page,
| | 03:41 | I see the headers there as well.
| | 03:43 | Let's see if my
| | 03:45 | footers came by.
| | 03:46 | I scroll down to the bottom my screen,
| | 03:50 | and there's my little tagline
| | 03:52 | at the bottom.
| | 03:54 | If I Zoom out,
| | 03:56 | I get a nice view of how my print
information is going to be presented.
| | 04:01 | I think we've done a very
good job at learning how to
| | 04:04 | use our print options
| | 04:05 | in the Excel 2007, and we're
ready to go on to our next topic.
| | Collapse this transcript |
|
|
11. Enhancing WorksheetsAdding themes to your worksheet| 00:00 | Just because we're working with numbers,
doesn't mean it doesn't need to look good.
| | 00:04 | So we can do that very easily in Excel
2007, by the use of the Themes commands.
| | 00:11 | Open up EatCake Inventory11 in your
Exercise Files if you'd like to follow along.
| | 00:18 | Right now, I had a blue look, or blue theme to my
spreadsheet. But I may want to jazz that up just a little bit.
| | 00:26 | How can I do that?
| | 00:28 | if you go to the Themes group
and select the Themes command,
| | 00:32 | and click on it,
| | 00:34 | you'll see the built-in
themes that are available
| | 00:36 | to choose from.
| | 00:38 | The one that we're working with right now is the Office. So it's
very similar to what we've been seeing for the last few movies, and
| | 00:45 | it's got varying shades of blue.
| | 00:47 | Let see what else we've got to work with.
| | 00:50 | As I scroll through all the different
choices here, you'll notice that they're quite
| | 00:54 | different in the fonts and
color effects that you'll see.
| | 00:59 | What's really wonderful, is the ability to see this in your
live preview, so you can just scroll through at your leisure,
| | 01:07 | to find something that's going to work for you.
| | 01:12 | As we go through, you'll see all kinds of different options,
different font styles and sizes, and different colors that have been
| | 01:19 | used to highlight different areas.
I think I'm going to go to the Paper
| | 01:23 | choice, because that's most
in line with what our EatCake
| | 01:28 | color codes are.
| | 01:30 | If I select that, it automatically applies
that Theme to the whole spreadsheet, and I'm done.
| | 01:36 | I wish decorating my home was that easy.
| | 01:39 | You can enhance these themes and make them even closer to your
own corporate colors by going to the individual palettes that are
| | 01:47 | included in the Themes group.
You can click on Colors,
| | 01:51 | and you can work with the
Color palettes that are shown here.
| | 01:54 | Or you can create your own new theme color, by
clicking on the command of the very bottom of the list,
| | 02:01 | and adding in your own color codes.
| | 02:04 | You can name your color and
have that there for you to use
| | 02:08 | in all of your other presentations.
| | 02:11 | So for those of you that are
using this in a corporate environment,
| | 02:15 | go ask your marketing department what your accent colors are
and set up your own templates. Similarly, you can go to the Fonts
| | 02:23 | and I think I'm going to use the Arial set,
because that's what we use at EatCake.
| | 02:29 | So I'm going to select that, and it
overrides the information, and I'm building my own
| | 02:34 | template.
| | 02:35 | The Effects command allows you to adjust,
ever so slightly, the shading within your table.
| | 02:43 | And you just go through
until you find the one you like.
| | 02:46 | So you can see it's very, very easy
| | 02:48 | to work with the Themes in Excel 2007.
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| Page setup options| 00:02 | They say presentation is everything,
| | 00:04 | and in Excel 2007,
| | 00:06 | you have easy access to Printing commands
that'll let you present your information in a
| | 00:12 | eye-catching format.
| | 00:14 | We're going to explore the Page Setup
group of commands on your Page Layout tab.
| | 00:19 | For those of you that
| | 00:20 | want an in-depth description of
how to print your information,
| | 00:24 | please review our Printing movie.
| | 00:27 | If you'd like to follow along,
| | 00:28 | use the EatCake Inventory11A
exercise in your Exercise Files.
| | 00:34 | On my Page Setup,
| | 00:35 | I have a Margins command.
| | 00:38 | What the Margins command allows me to do,
| | 00:41 | With one click,
| | 00:42 | is to identify the default margins I'd like to use on
this particular print out. It could be a wider margin,
| | 00:50 | or a narrower margin, depending on the
amount of information I want present.
| | 00:55 | Because I have that much information on this
particular document, I'm going to go with my Normal.
| | 01:00 | Over on the Orientation command,
| | 01:02 | This allows me to change the way
the information is printed at out
| | 01:06 | on the page.
| | 01:08 | It defaults to Portrait,
| | 01:11 | but I can also change it to Landscape.
| | 01:13 | Let's just explore this one very quickly to see
what the difference in these two orientations are.
| | 01:18 | If I leave it at Portrait
| | 01:20 | and go to my Print Preview icon,
you'll see that the information is presented
| | 01:25 | in an up-and-down fashion on my page. So it's really using the
height of my page to present the information. This is great if
| | 01:33 | I have the amount of information
that I've got on the screen right here.
| | 01:37 | Let's see what it would look like if I
went to the Orientation of Landscape.
| | 01:43 | I'm going back up to my Print Preview icon,
| | 01:45 | I now see the information presented
| | 01:48 | horizontally on the page.
| | 01:49 | So you'll notice I have much more white space over on the right-
hand side of my page, and my information is now spread over two
| | 01:56 | pages.
| | 01:57 | If I click over here on the
next page, I have two rows on that
| | 02:02 | second page, whereas if I was working in the Portrait,
I was able to get all my information on one page.
| | 02:08 | Printing Landscape is very good if you have a lot of
information or especially a lot of columns that you'd like to include
| | 02:15 | in one page.
| | 02:16 | So it's really up to you in terms of how
you're going to orient the information on your--
| | 02:21 | on your printed page, depending on the amount of
information that you have here in your worksheet.
| | 02:27 | If we go over to the Size command,
| | 02:29 | we can click on that to choose the type of
paper that were going to print the information on.
| | 02:34 | I'm going to leave it at Letter, because it
don't have that much information to print.
| | 02:38 | Under the Print Area Command,
this allows me to set the Print Area
| | 02:43 | for the printed document.
| | 02:45 | It usually defaults to print out note the whole worksheet.
But I can reduce the amount of information that I'm going to
| | 02:52 | print by setting the Print Area.
| | 02:54 | I can as small as a cell.
| | 02:57 | So if I selected cell A2, and clicked Set Print Area, look at
the message. Just identifying to me that I've only selected a
| | 03:05 | single cell for the Print Area. Just to
make sure that I haven't made a mistake.
| | 03:09 | In this case, I've not made a mistake so
I'm going to click OK, and see what I get.
| | 03:14 | Notice that I've indicated
the Print Area here by the
| | 03:18 | border that's around the
particular cell that I've selected.
| | 03:22 | We'll go back up to the
| | 03:24 | Print Preview icon to see what that looks like, and you'll
notice that I've only selected the Flour cell to print. Obviously,
| | 03:30 | once I've looked at this now I think
| | 03:33 | "Hmmm, I'm really not interested in doing that."
| | 03:35 | I'll close my Print Preview screen,
| | 03:38 | go back to my Print Area
command, and clear the print area.
| | 03:42 | That removes that selection.
| | 03:44 | If I'd like to print out the whole table,
| | 03:46 | I just need to scroll through
| | 03:49 | until I get down to Mix Total area,
| | 03:53 | go back up to my Print Area command and say set.
| | 03:57 | Again, you'll notice that the indicator
| | 04:00 | surrounds the area that I'm
going to print off on my page.
| | 04:04 | Lets see what that looks like
using my Print Preview icon.
| | 04:07 | And you'll notice I've
grabbed much more of the text.
| | 04:11 | So it's very easy to identify what print areas
you're working with, by using the Print Area command.
| | 04:19 | Another thing I would like to do is I want to be able
to identify where I'm going to break the information
| | 04:26 | that I'm printing off. If I
just removed the print area,
| | 04:31 | if I go back up to my Print Preview icon,
| | 04:34 | you'll see that all of the worksheet is now displayed.
And if I scroll down towards the very end, I want to
| | 04:42 | break the information here, right below
Grand Total, because it makes sense to do that.
| | 04:48 | I'm going to also show you the Zoom feature here
just so that we see that a little bit closer up.
| | 04:54 | So if I'm going through my data, I'm going to say, "Hmmm, you
know what? It makes sense to break the information right here.
| | 05:00 | How do I do that?"
| | 05:02 | I do that by adding a page break. So
I'm going to close my print preview,
| | 05:06 | I'm going to go to my page break
| | 05:08 | command, I'm going to click on it,
and I'm going to say Insert Page Break.
| | 05:14 | Now,
| | 05:15 | where ever I
| | 05:16 | am sitting when I
| | 05:18 | insert that page break,
| | 05:20 | I will get this line showing up here.
| | 05:22 | Because I was in cell A2,
| | 05:24 | the page break
| | 05:26 | came right around that area.
| | 05:28 | That's not where I want that page
break to go so let's go remove it.
| | 05:32 | I'll click on a page breaks again, and I can
remove the page break by just selecting that command.
| | 05:37 | Now it's gone.
| | 05:40 | Let's scroll down to the area where we'd
like to actually have the page break show up,
| | 05:45 | which is right here in cell A32,
right below the Grand total,
| | 05:50 | I go back up to page break, click
Insert Page Break, the line is now visible.
| | 05:56 | Let's see what that looks
like in the Print Preview icon.
| | 06:01 | You'll now see that my information is broken. The page
breaks at the end of Grand Total, and I can go over to the next
| | 06:08 | page to see the rest of my information.
| | 06:14 | You could add in a background or a watermark,
| | 06:17 | if you would like the
information displayed in that format.
| | 06:20 | And you can also print the titles,
you can also identify what areas
| | 06:25 | you would like to have repeated on every
page. If we go back to the Print Preview icon,
| | 06:31 | you'll see that in page 1, I have my
title headers; Item Category, Item Type,
| | 06:36 | Item#,
| | 06:38 | that if I go over to page number
2 that's information that's not
| | 06:42 | presented. How do I get
it repeating on every page?
| | 06:47 | It's very easy. So just scroll up to the top of
the page so it's going to be easy for me to grab,
| | 06:53 | I click Print Titles,
| | 06:55 | and I come up with my
| | 06:57 | Page Setup screen on the Sheet tab.
| | 07:01 | And in this area here, I identify what
titles I want printed on every page of the
| | 07:05 | worksheet.
| | 07:07 | I click on the Rows to repeat at top
| | 07:10 | icon,
| | 07:11 | and it now presents me back to my spreadsheet so I can
select which row I want to include. So I just want row 1 to be
| | 07:18 | included here, so I'm going to
select row number 1. It places the tag
| | 07:23 | to identify that row number 1
is the one I'm working with.
| | 07:27 | I click back on my little icon to open up
my Page Setup screen again, and I click OK.
| | 07:35 | Now, if I go back to my
Print Preview icon at the top,
| | 07:40 | I have my
| | 07:42 | title at the top of page 1,
| | 07:45 | and
| | 07:46 | ta-da--
| | 07:47 | at the top of page 2.
| | 07:50 | Let's close the print preview
and come back to our screen.
| | 07:53 | Now we're going to take a look at the
Scale to Fit options in our next movie.
| | Collapse this transcript |
| Scale to Fit| 00:01 | Sometimes it's important to get more information on your
spreadsheet then you'd normally would be allowed to show if you are
| | 00:07 | looking at it in a
| | 00:08 | print preview environment, and you want to use
| | 00:12 | a Scale to Fit group of commands in order to increase or
decrease the amount of information you have on your page.
| | 00:18 | I've re-opened the EatCake Inventory 11A
spreadsheet to demonstrate this for you.
| | 00:25 | It shows up best in my Page Layout view, so I'm going
scroll down to the bottom and I'm going to open that up.
| | 00:31 | So here we have our
| | 00:33 | page that we were just looking at.
And if I go back up to the Scale to Fit
| | 00:38 | group of commands, and I click on the upward pointing arrow, so
I increase the scale even slightly up to 105%, you'll notice that
| | 00:47 | the information
| | 00:48 | chops off now. And if I horizontally move the screen for
you, you'll see that my final cost is now popped over to
| | 00:55 | another page.
| | 00:56 | This isn't the way I want it to work, and this is the one
thing I wanted to point out to you in your Scale to Fit. Make sure
| | 01:02 | that you do it in your page layout
| | 01:05 | view because that is where you're going
to see this kind of effect take place.
| | 01:10 | Scaling to fit
| | 01:11 | is a little bit different than using your margins. In your
margins, you're actually changing the size of a particular column, but
| | 01:18 | in Scale to Fit, you're changing the
| | 01:20 | percentage of the whole table. You're really decreasing the
size of the table, and the size of your columns are staying
| | 01:28 | the same. So you're just seeing the
| | 01:32 | table at 90% of its original size.
| | 01:35 | So that's going to allow you to get more information into a
printed view. You'll notice as I've been playing with this, I've
| | 01:42 | increased
| | 01:43 | the
| | 01:44 | whites space, and I also have another column I can even
work with here if I wanted to put more information in.
| | 01:49 | How does this look
| | 01:50 | if I want to print it off?
| | 01:52 | We'll go back to our Print Preview icon and you'll see that
the size of the columns that we're working with are the same
| | 01:59 | but they're just
| | 02:01 | decreased the whole percentage
that's showing on this page is smaller.
| | 02:06 | What you've done is you've
| | 02:08 | shrunk the
| | 02:09 | overall table to a percentage of its actual
size, so that you can print it out on the form.
| | 02:15 | Next we're going to take a look at
arranging your worksheets so that you can
| | 02:21 | move between different
worksheets and still keep them in order
| | Collapse this transcript |
| Worksheet options| 00:01 | In every workbook, you have a
number of worksheets that you can work
| | 00:05 | with and collect your data on.
| | 00:08 | Let's take a look at what we can do
and how we can manage this information
| | 00:11 | are in the sheets.
| | 00:13 | If you'd like to work along,
| | 00:14 | re-open EatCake Inventory 11A.
| | 00:18 | The information that's included on sheet
number 1, is really the inventory for store A.
| | 00:24 | I'm going to identify that
| | 00:26 | by re-naming the
| | 00:28 | worksheet name at the bottom of the page.
| | 00:31 | So I select the tab and make sure I've got
| | 00:35 | Sheet 1 highlighted, I right-click on it,
| | 00:39 | and then I select the Rename
| | 00:41 | command.
| | 00:43 | It then highlights
| | 00:44 | the Sheet 1 information, and I
| | 00:47 | just retype what I want to put in
there. So I'm going to call this Store A.
| | 00:52 | I can do the same thing for Sheet
number 2, by clicking on the tab,
| | 00:58 | clicking Rename,
| | 01:00 | and calling this Store B,
| | 01:01 | and so on.
| | 01:04 | You'll notice there's other
| | 01:06 | commands that you can work with.
| | 01:08 | You can insert a brand-new
sheet by clicking Insert.
| | 01:12 | It asks you what kind of
information, or what kind of
| | 01:17 | spreadsheet do you want to insert, I'm goings
to select a Worksheet and I'm going to click OK.
| | 01:23 | And I now have a new Sheet 1 in place.
| | 01:25 | An easier way to do this is by using the little
| | 01:29 | smart icon at the bottom here,
| | 01:31 | which is
| | 01:32 | the default insert worksheet,
| | 01:34 | and by clicking on that, it
automatically brings me a new worksheet.
| | 01:38 | That's what I would use, personally. If I click on my tab again
and bring up my commands, I can delete a tab that I'm working with by
| | 01:47 | selecting the Delete
| | 01:48 | option.
| | 01:49 | If you try to delete something that has
| | 01:52 | data in it,
| | 01:53 | let's go over to Store A,
| | 01:56 | right-click and select Delete.
You'll get a message which
| | 02:00 | tells you that you do have data in here, and once
you remove it, it's permanently gone. So be careful.
| | 02:07 | I'm going to cancel this.
| | 02:11 | If we go back to our commands at
the bottom by selecting the tab,
| | 02:16 | you can Move or Copy
| | 02:18 | a worksheet.
| | 02:19 | And this in very handy.
| | 02:21 | Let's click on Move,
| | 02:23 | I'm just going to bring the screen up a little bit
for viewers so that we can see it a little bit easier,
| | 02:29 | and I
| | 02:30 | identify what sheet I want to move. And your always selecting
the sheet you want to do something with, so you're in Store A,
| | 02:39 | Store A,
| | 02:40 | you're on that sheet, and you want to place that before one of
the other sheets that you see here. So if I want to place that sheet
| | 02:47 | in between 1 and 3, I select
| | 02:50 | sheet number 3,
| | 02:52 | and I click OK.
| | 02:54 | And if you look down at the bottom of your screen here, you'll
notice that Store A tab is now between sheet number 1 and one
| | 03:02 | sheet number 3.
| | 03:03 | So it's very, very easy
to move your sheets around.
| | 03:08 | Let's see that again.
You right-click on the tab,
| | 03:12 | you go up to Move or Copy,
| | 03:14 | you identify where the tab that you selected
| | 03:18 | should go,
| | 03:19 | this time I'm going to move it to the end,
| | 03:22 | click OK, and it moves the
tab that you were sitting on
| | 03:26 | to the place that you've indicated.
| | 03:29 | if you want to make a copy of this
| | 03:31 | information, because it's
your starting point for Store B,
| | 03:35 | you can right-click,
| | 03:37 | you can select Move or Copy again, this time
| | 03:41 | say, Create a copy,
| | 03:43 | by clicking on the checkbox beside that choice
| | 03:47 | and clicking OK.
| | 03:49 | Now you'll notice
| | 03:51 | that Store A is shown twice.
| | 03:53 | Store A at the end of the list,
| | 03:56 | and Store A2 at the beginning of the list.
| | 03:59 | It's very easy to use the Rename
| | 04:02 | option
| | 04:03 | to go in and now call this Store C.
| | 04:07 | And I have a starting point for the
information and the inventory for the store.
| | 04:12 | When working with your tabs, you may also want to hide some
information every now and then. And you can do that with your
| | 04:18 | tabs as well.
| | 04:20 | If you right-click on your
| | 04:22 | tab, you can select the Hide option,
| | 04:26 | which removes now my Store C tab from view.
| | 04:30 | By clicking on my Store B tab
and saying Unhide, it asks me
| | 04:35 | which hidden sheet would I
like to show, I select Store C,
| | 04:39 | and it's brought back.
| | 04:42 | For those of you that like a little color in your life, one
last thing I'd like to show you is the ability to change the
| | 04:48 | tab color.
| | 04:49 | This is good if you are used to using
| | 04:52 | paper based file folders and you've
| | 04:55 | often
| | 04:57 | tried to color code them to indicate different uses. And
I'm just going through each of my tabs, clicking on the tab
| | 05:04 | itself, going up to Tab Color,
and just playing around with some
| | 05:09 | really neat and interesting tabs. And that's
how easy it is to add some more color to your
| | 05:15 | spreadsheets. Working in Excel doesn't allow you to
be very creative, so you have to get where you can.
| | 05:21 | Next we're going to be going to take a look at inserting
images in our spreadsheets, so we'll get even more creative.
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| Inserting images| 00:01 | Sometimes it's important to have
your brand right in your worksheets.
| | 00:05 | And you can do that by inserting images.
| | 00:07 | If you'd like to follow along, open up
| | 00:09 | EatCake Inventory11B for this exercise.
| | 00:13 | The first thing you want to make sure is that you've
got enough room to include the image. Because if you just
| | 00:19 | inserted an image right over this particular worksheet,
it would cover up the information that we're seeing here.
| | 00:26 | And I don't want to do that, I just want it to be at top of my
screen. So the first thing I'm going to do is I'm going to give
| | 00:32 | it some room at the top, so I select row 1
| | 00:36 | by clicking on it,
| | 00:37 | and then I right-click, and
I select the Insert command.
| | 00:43 | I'll do that again, select row 1,
| | 00:46 | right-click,
| | 00:48 | select Insert,
| | 00:49 | and I place a new row in my spreadsheet.
| | 00:53 | By selecting the row A1, and clicking on the F4 function
key, I can repeat that option without having to go through
| | 01:01 | those extra clicks. So for those
of you that like shortcuts, the F4
| | 01:07 | function key repeats the
last set of commands that
| | 01:10 | you've done in your application.
| | 01:13 | I know seem to have enough
room to try inserting my graphic.
| | 01:17 | SO, I'm going to select
| | 01:19 | cell A1, because that's
where I want the image to start
| | 01:22 | to be pasted.
| | 01:24 | I go to the Insert
| | 01:26 | tab,
| | 01:27 | and I select Picture. This same set of commands can be used
for any illustration that you'd like to place, or any chart that
| | 01:34 | you'd like to paste from
another application, or any hyperlink
| | 01:40 | or any text box.
| | 01:41 | We're going to use a picture for our example.
| | 01:44 | I click on the Picture command, and I go to
my Enhancing Worksheet file folder and look for
| | 01:50 | my JPEG picture. If you don't
automatically see it, make sure
| | 01:56 | that you're selecting All Files, and that will bring
up all of the information that's included in the folder.
| | 02:03 | Because we've been
working in Excel documents, it
| | 02:06 | might not see it. So if you have all
files, it'll make sure that it shows up.
| | 02:11 | Select the Cake JPEG,
| | 02:13 | and click Insert.
| | 02:15 | You'll then see that the
information has been pasted right over
| | 02:20 | the A1
| | 02:21 | cell. You can now move over the graphic, and you'll notice
that you now have another crosshair, your mouse is turned into a
| | 02:30 | crosshair, so if you click on it and hold down your Mouse
button and pull it over ever so slightly, you have now the ability in
| | 02:36 | to move this graphic work wherever you'd like to place it. If you
want to put it over the right hand side of your screen, you can do that
| | 02:43 | by releasing your Mouse button, you
then pin the graphic onto the screen.
| | 02:48 | I'm not too sure I like it
there, I'm going to move it over
| | 02:51 | to this side here.
| | 02:54 | That looks just about right.
| | 02:55 | When I'm happy, I just
| | 02:57 | deselect the image by clicking anywhere else on my
screen, and now I've pasted that little graphic right there.
| | 03:03 | I now think I have a few more rows then I need
to have here, so I'm going to go delete a few.
| | 03:09 | I just select the row that I
want to remove, right-click,
| | 03:13 | select the Delete command,
| | 03:15 | and that row's gone. And
again, I'm going to use my F4
| | 03:19 | function key to repeat that.
| | 03:23 | That's looking pretty good.
| | 03:24 | Let's see how it looks in the Print Preview
mode, by clicking on our Print Preview icon,
| | 03:30 | and there we have it.
| | 03:31 | I think we're doing pretty good.
| | 03:35 | Next, we're going to see how
we can use some of the templates
| | 03:39 | that are already supported by Microsoft
Excel, to really enhance our look and feel.
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12. Using TemplatesUsing templates| 00:00 | When you open up Microsoft Excel
| | 00:02 | by using the Office button
and selecting the New command,
| | 00:07 | you're asked whether or not you want to select a template to
work from. And in this movie, we're going to review and explore
| | 00:14 | some of the different templates that you can use in the 2007
version of Excel. The one that we've been working with most often
| | 00:20 | is our blank worksheet so we're not
going to bother taking a look at that.
| | 00:23 | Let's see what's under the
Installed Templates list.
| | 00:27 | These are templates that come with the Microsoft Excel
desktop version. You have your business options such as Billing
| | 00:34 | Statements and Expense Reports, and you have some personal ones,
such as Blood Pressure Tracker. And as you mouse over each of them,
| | 00:41 | you will see the
| | 00:43 | descriptor, and if you click on it, if there's a preview
available, it will show over here in the preview screen. So these
| | 00:50 | are nice, and they're fairly standard
| | 00:53 | to work with. At least it
gives you a starting point.
| | 00:57 | You also have the ability
to create your own templates,
| | 01:00 | and if you select the new template options, you will then be
given the choice to select some of the templates that you may
| | 01:07 | have created in previous
versions of Excel. And you can
| | 01:11 | open those ones up to work with.
| | 01:16 | You also can create new templates based on existing
worksheets. So as I click on the New from existing workbook option,
| | 01:25 | it takes me back to my exercise workbooks, so that
I can use those as a basis for creating templates.
| | 01:30 |
| | 01:31 | I think the most exciting piece of this particular
feature though, is the ability to go to the Microsoft Office
| | 01:37 | Online library of templates. You do have to
be connected to the Internet for this to work.
| | 01:43 | Let's just take a look at the different templates
that you can get from the Microsoft Office library.
| | 01:47 | Here's the one that's
featured this particular month.
| | 01:50 | You have the Monthly family budget. This is probably
something that I should be downloading right now, but maybe in the
| | 01:55 | next year. You can use Agendas for meetings,
| | 01:58 | you can take a look at calendars and because
we're working at the very and of the year here,
| | 02:04 | I'm going to be taking a look at the 2007 calendar just to see
what's coming up in the new year. But you have different calendar
| | 02:10 | options, you can do a portrait calendar,
| | 02:13 | you could do the calendar here that I like, it's the one that
you can actually right in. So not only can you look at the 2007
| | 02:19 | calendars, you could use this as a
template to create 2008 calendars
| | 02:24 | or if you go back to your calendar view by
clicking on the Back button here, you could select a
| | 02:30 | 2008 calendar right away.
| | 02:32 | You have academic year calendars, previous year calendars,
multiple-year calendars, all kinds of information to work with.
| | 02:39 | If you're starting a brand new business, you can use expense
reports, forms and inventory templates to work with and for
| | 02:46 | those of you that are using this at home,
| | 02:49 | you have different planners.
Let's take a look at this.
| | 02:52 | You can use a weekly menu planner, if you're like me and on a
never-ending diet, this might be something that you'd want to use.
| | 02:59 | If you're planning a party,
you could use a party planner.
| | 03:02 | Here's one specifically for a baby shower, and on and on and on.
Let's just see what it looks like when you bring one of these
| | 03:08 | templates into the Microsoft 2007.
| | 03:11 | Let's use the baby shower planner just for fun.
| | 03:13 | I select the template that I want
to work when, and I click Download.
| | 03:18 | It then confirms that I am a genuine Office user, and I say, "
Yes, I want to continue." And there we have it. We have our
| | 03:25 | template all in front of us. And isn't this wonderful? I
have my graphics, I have my color themes, I even have it pre-
| | 03:32 | populated with the names and addresses. So here you go. There's
not much more that you need to do in terms of using templates.
| | 03:39 | Go and take a look at them, and explore for yourself, and
see what kind of information you can pull down, and what kind
| | 03:44 | of ideas you can get with
working with the 2007 Microsoft Excel.
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13. Manipulating the Screen DisplayWorkbook Views| 00:00 | The more you feel comfortable working in Excel, the more
workbooks you're going to create. And it's very often that you're
| | 00:05 | going to be wanting to see more than one workbook in your
application at a time. In this movie, we're going to take a look
| | 00:11 | at how we can move between the
different workbooks as we're working in Excel.
| | 00:15 | If you want to follow along, open up Store A
and Store B workbooks in your exercise files.
| | 00:21 | Make sure you've clicked on the View tab, and go over to the Workbook
views. That's the first group of commands we're going to take a look at.
| | 00:28 | This Workbook Views area will allow me to move between
different views within the workbook that I'm looking at.
| | 00:35 | SO I'm looking now at store A's information, and I'm looking at the
Normal view. This is the one that we're most familiar with looking at, in
| | 00:41 | the previous movies. We've already taken a look at the Page
Layout view when we were learning about printing and we can
| | 00:47 | easily click on it here,
| | 00:50 | to bring the page layout up.
| | 00:53 | You're very familiar with this if
you've taken a look at our printing movie.
| | 00:57 | In that particular movie, I was looking at the
| | 00:59 | little icon that's always available down at the bottom of the
screen, so either by clicking on the one at the bottom of the screen,
| | 01:06 | or the one up at the top in the View tab, I can move to
the Page Layout view. And the Page Layout view is great if I
| | 01:13 | want to see how the information is going to be printed off on
the page, and work with it in that environment. For those of
| | 01:19 | you that are very visual, this
is the best view to be working in.
| | 01:22 | You can also take a look at the Page Break view, so I'm going
to click on that, and this will tell me where I'm going to be
| | 01:28 | breaking my pages with a big, blue line.
| | 01:31 | You'll also see that you get a little message box the first time
you open this up, that it tells you how you can work with this.
| | 01:37 | So it's telling you that the page breaks can be moved around by
clicking and dragging them with your mouse. You don't need to see that
| | 01:42 | every time, so you can select the little don't show me this dialog
box again, on any dialog box you don't want to see, and then click
| | 01:48 | the OK button. So if I wanted to move my page break
from the end of column E to the end of column D, I can just
| | 01:57 | move my mouse until I get the crosshair, click,
| | 02:00 | and then drag it in.
| | 02:04 | There we go, and now I've moved it over to this particular
area and my page break is now going to be at the end of column
| | 02:11 | D. If I want to go back, I simply
| | 02:14 | hit my Undo button.
| | 02:16 | That's a whole lot easier than
trying to click and drag it back.
| | 02:19 | The final view we're going to take
a look at is the Full Screen view.
| | 02:23 | I'm going to click on that and this brings up the whole screen
so that I can see many, more rows and columns within my screen.
| | 02:30 | To go back or to restore it back to
normal, I click up on the top corner
| | 02:34 | and I select the Restore button.
| | 02:36 | And I'm brought back to my overall screen. To expand this
to my original view, I'm just going to hit my Maximize button
| | 02:43 | here, and we're back to where we were.
| | 02:45 | I'm going to go back to my Normal
view by clicking on my normal button,
| | 02:49 | and we're back to where we began.
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| Hiding and Zooming| 00:00 | In this lesson, we're going to learn how you use the Show/Hide group
of commands, as wells as the Zoom group of commands, on our View tab.
| | 00:07 | In my Show/Hide group of command, I have the
following choices selected; I'm looking at my Gridlines,
| | 00:13 | I'm having my Formula Bar
and my Headings all turned on.
| | 00:18 | If I deselect any one of these choices,
let's see how this changes our worksheet.
| | 00:22 | I need to set myself in my worksheet in order
for any of these to take affect. So I'm going to
| | 00:28 | just grab a few cells here
by clicking and dragging in
| | 00:31 | column G.
| | 00:33 | I'm then going up to my Show/Hide commands,
| | 00:35 | I'm going to deselect the Gridlines by taking
the check mark out of the box beside Gridlines.
| | 00:41 | You'll notice when you look back at your worksheet, that all
of the gridlines, or the indicators where the cells are, are
| | 00:48 | gone.
| | 00:49 | For those of you that like to work in an environment that
matches as closely as possible your printed page, this is
| | 00:55 | something you may want to select.
| | 00:57 | I myself like to know more I'm going, so I prefer to
have the Gridlines on, and I'm going to turn them back on by
| | 01:02 | just placing the check back in the
box, and the gridlines are now seen.
| | 01:06 | This Formula Bar is very nice for those of you that like to
work with large formulas, and in our movies when we're discussing
| | 01:13 | how to create formulas, this is a very
nice way to determine what's in there.
| | 01:17 | But for some of you,
| | 01:19 | your eye is coming down more into your workspace here, and
this is where you're actually going to be typing. So if I was
| | 01:25 | going to type the word text
in here, I'm looking at the box
| | 01:30 | in my workspace, I'm not
looking up here at my Formula Bar.
| | 01:33 | So I may want to be move this Formula Bar because it does
add some bulk to my screen. I can turn off the Formula Bar
| | 01:40 | by just going up to the box and deselecting
that box, and you see I've hidden the Formula Bar.
| | 01:46 | I can also do the same for the headings. If I'm
not interested in knowing that this is column C,
| | 01:52 | and this is row 3,
| | 01:54 | I can turn off the headings
for the rows and the columns.
| | 01:58 | And I do that by, again, taking check back out of that box. So
I can remove a lot of the bulk that's around my workspace if I'm
| | 02:05 | not interested in using it.
| | 02:07 | I can also very easily turn
them back on when it's appropriate.
| | 02:11 | The Zoom feature was covered in our lesson on the Print
Preview, and it functions the same way here. I can click Zoom
| | 02:19 | to increase the magnification of the
screen. So if I select 200%, and click OK,
| | 02:25 | it really brings out the size
of the text that I'm looking at.
| | 02:29 | I can replace it back to the 100%, by clicking on the 100
% Command button, and I can Zoom a particular selection
| | 02:38 | that I'm looking at by just clicking and dragging over the
range, clicking the Zoom to Selection, and only that particular
| | 02:44 | area of my spreadsheet is
zoomed, and made larger.
| | 02:48 | I'm going to replace this back to the 100%
mark by just clicking my 100% command bar again.
| | 02:54 | Notice that my screen has now shifted somewhat to the left,
so I want to pull the information back into the center of the
| | 03:00 | screen and I do that by using my horizontal scroll bar here
at the bottom, and I just reposition the screen back to see
| | 03:07 | column A.
| | 03:08 | When I'm down here, I also want to show you a nice, handy
technique that you can use to zoom in as well. Rather then having to
| | 03:14 | select the percentage of magnification you want, you can use
this nice, little Zoom bar, and just click and drag, and Zoom
| | 03:20 | increases the magnification,
| | 03:23 | or decrease the magnification of the information that you're seeing
on your screen. You just do that by clicking and dragging your mouse.
| | 03:30 | It's really, really a cool feature. Next we're going to take a
look at the Windows grouping of commands. And this is where you're
| | 03:37 | going to see how you can split your windows, and have
more than one window showing on your screen at a time.
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| Window Panes| 00:00 | With one million rows of information to store, obviously
you'll have worksheets that are quite large. In this movie,
| | 00:06 | we're going to see how we can see
different parts of our worksheet all the same time.
| | 00:11 | Open up Store A to follow
along in your Exercise Files.
| | 00:15 | The Windows grouping of commands allow me the ability to go
and see different areas of my worksheet, all at the same time.
| | 00:22 | So basically what I'm doing is I'm creating duplicates Of
my active worksheet to be able to manipulate independently of
| | 00:30 | each other.
| | 00:30 | Now to start to do that, you need to create copies of the
worksheets in the windows, and you do that by clicking on the
| | 00:37 | New Window button.
| | 00:39 | So if you click on that command, you will notice that you will
create a duplicate of this Store A worksheet and you can see that up
| | 00:46 | at the top here. You'll see I've got Store A:2, so this
is version 2 or the second copy of the Store A worksheet.
| | 00:54 | Let's click on it one more time to create a third and
yet one more time to create a fourth version of this
| | 01:00 | spreadsheet.
| | 01:00 | Next you want to be able to arrange the worksheets on
the screen so that you can see them all at the same time.
| | 01:06 | Just creating copies does nothing for you because you need
to then move around the different windows in order to get
| | 01:12 | the information in front of you. I want to be able to see it
all at the same time, and I do that by clicking on the Arange All
| | 01:18 | command.
| | 01:19 | If you click on that, you'll open up a dialog box which
allows you four different ways of arranging the information on
| | 01:25 | the screen.
| | 01:26 | Let's look at each of them.
| | 01:28 | In the Tiled arrangement, it breaks up my window into four
independent quadrants, so I can see a copy of the spreadsheet
| | 01:37 | in each
| | 01:38 | different
| | 01:39 | section of my
| | 01:40 | screen.
| | 01:41 | This is good if there's a lot of
information that I want to be working with,
| | 01:44 | and I want to be moving around in
all different directions up and down.
| | 01:51 | The Horizontal arrangement,
| | 01:53 | presents
| | 01:54 | more columns but fewer rows, and this is good if I
want to see a lot of information throughout my columns and
| | 02:01 | want to concentrate on one or
| | 02:03 | two rows at a time.
| | 02:05 | And I can adjust the number of rows
that I see by clicking and dragging
| | 02:09 | the
| | 02:10 | independent
| | 02:11 | pain,
| | 02:13 | for each of the windows
that I'm looking at here.
| | 02:17 | If I go up to Arrange All again,
| | 02:19 | let's take a look at the Vertical arrangement.
| | 02:23 | The Vertical arrangement shows me more rows,
| | 02:26 | but less columns.
| | 02:29 | So that's the arrangement that I've been
interested in looking at, so if I wanted to compare
| | 02:34 | the
| | 02:36 | prices for different things,
| | 02:39 | I may want to use this,
| | 02:42 | and have manipulate throughout
| | 02:45 | my rows,
| | 02:46 | by concentrating
| | 02:48 | on one
| | 02:49 | column at a time.
| | 02:51 | And the final arrangement
is my cascading arrangement,
| | 02:55 | which lets me see
| | 02:56 | normal view of the
| | 02:58 | worksheet, but allows me to
easily pop back and forth through them,
| | 03:03 | by just clicking on the
| | 03:05 | tab
| | 03:06 | or the top of the
| | 03:08 | window.
| | 03:09 | I think the one I like the best, and I'm going
to work with for the rest of our discussion today,
| | 03:14 | is the Horizontal.
| | 03:16 | So I'm going to select that. So notice I
have four versions of my window in front of me.
| | 03:23 | I can work with each one
independently, so I just select
| | 03:27 | the window that I'm interested in working with, and you'll
know that you've selected it because you have a highlight in your
| | 03:32 | first column,
| | 03:33 | or in one of the cells in the spreadsheet.
| | 03:37 | And you can move it around, you can
scroll through the rows or along the columns,
| | 03:42 | by using your scrollbars.
| | 03:44 | In the very first window I'm going to
look at rows 2 and 3 of my information.
| | 03:50 | In the second window, and I select
that by clicking on a cell in that window,
| | 03:55 | I'm going to scroll down to look through
| | 03:59 | rows 4, 5, and 6. Similarly,
select the third window,
| | 04:05 | and look at
| | 04:07 | rows
| | 04:08 | 7,8 and 9.
| | 04:09 |
| | 04:14 | And in the last one,
| | 04:15 | select it by clicking
into that particular window,
| | 04:18 | and scrolling down to 10, 11 and 12. So you see how
you can move the information independently so you can see
| | 04:26 | different areas of exactly the same
worksheet, at the same time, on your screen.
| | 04:30 | Now you may want to hide some of this information because
this is quite a bit of information that I'm looking at, and
| | 04:36 | I don't want to see all of it at the same time.
| | 04:38 | I can do that by going up to the Window group, and
click the Hide command, and it hides the pane that I was
| | 04:45 | looking at, that I was selected in. That was the very last
one on my screen. Now that I'm in the new last pane on my
| | 04:52 | screen,
| | 04:52 | I can click
| | 04:53 | Hide,
| | 04:54 | and I'm closing each pane as
I go along, or I'm hiding it.
| | 04:58 | I can unhide these panes by
selecting the Unhide command,
| | 05:02 | identifying the workbook
that I would like to see,
| | 05:07 | click OK,
| | 05:08 | and now that particular workbook is popped
back where it was originally on my screen.
| | 05:14 | So it's very easy
| | 05:16 | to manipulate the panes that you are looking at.
| | 05:20 | There's no pains working with panes.
| | 05:22 | Next were going to go, and take a look at freezing the
information that's included in a pane, as well as saving your workspace.
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| More screen options| 00:00 | Included in the Windows group in the View tab are even more
commands that help you manage the information that you see in
| | 00:07 | your screen.
| | 00:08 | The one we're going to take a look at now is your Freeze Panes
options. We've already viewed how this works in a larger spreadsheet,
| | 00:14 | but let's take a look at how it
works when we're in a paned environment.
| | 00:18 | I'm going to select the very first pane here and I'm going to
click on cell B2, the Chocolate, because that's where I want to
| | 00:25 | freeze my information.
| | 00:26 | As I select that cell, I go back up to
Freeze Panes and I have three choices;
| | 00:31 | I could freeze the pane that would
freeze the top row and the first column,
| | 00:35 | I could just freeze the top row, or I could freeze just
the first column. I'm going to freeze both, the first column
| | 00:42 | and the first row by
selecting the very first choice here.
| | 00:44 | And you'll see
| | 00:45 | that I have frozen it because there's a line now up underneath
the first row as well as in the first column. And as I use my
| | 00:53 | scrollbars, the information in
that first row and first columns
| | 01:01 | stay pinned. So there we
go, that's how that works.
| | 01:03 | It works exactly the same way as we've experience when we
were working in the larger spreadsheet. But now, if I go into
| | 01:09 | my second pane here into pane number two,
| | 01:12 | and I move my scrollbar around, notice that this freezing
is independent. It wasn't brought across. So I can freeze
| | 01:19 | different areas of different panes so that I can explore
different sections of the spreadsheets, all at the same time. To remove
| | 01:26 | the freezing,
| | 01:27 | I go back into the pane where I had nailed it,
| | 01:30 | come back up to the Freeze Panes area
and select the Unfreeze Panes command.
| | 01:35 | And that removes the freezing. Another nice option that you can
work with in Window's and I find this a really cool feature, is
| | 01:41 | the ability to look at two panes side-
by-side, and compare the information.
| | 01:47 | SO I'm going to select View Side by Side and that's
the first command in the very middle of the window group.
| | 01:53 | So I click on that,
| | 01:55 | and it asks me which other pane would I like
to compare the one that I'm sitting in with.
| | 02:01 | So you know that you're in Store A:1 because you've got the
cell indicator in that pane. And you're to compare that with one of
| | 02:07 | your other options. You can look at any one of the four different
screenshots that we see here, sub panes or you could go to StoreB.
| | 02:14 |
| | 02:15 | So let's go to--oh, let's let--let's take a look
at our whole other spreadsheet StoreB, and click OK.
| | 02:22 | When we do that, I've got StoreA view number 1 above, and
I've got Store B, that particular spreadsheet shown below. The
| | 02:29 | really cool piece of this is that this feature here. This is
called Synchronous Scrolling, and what this does is when you
| | 02:37 | scroll in one pane in the top one
because you got your scrollbars,
| | 02:41 | the bottom scrolls at the same spot. So I'm looking at
row 13 here and I'm grown looking at row 13 in StoreB.
| | 02:50 | This is really sweet, because this
really allows you to match apples with apples.
| | 02:56 | It's wonderful.
| | 02:57 | You'll notice that there's a difference in my StoreA
information because I have three extra rows. That is not included down
| | 03:03 | here in my StoreB information.
| | 03:05 | So I can see, oh OK, I've kept--Store A's
increasing the types of inventory that it's tracking,
| | 03:12 | StoreB hasn't quite gotten there yet. So I easily
enable to analyze my data, just by using these particular
| | 03:20 | commands up in my and Windows command.
| | 03:22 | To get back to where I was previously, I just click on the
view of side by side command to deselect that functionality.
| | 03:30 | Finally, we're going to take a look at saving the workspace.
I've worked a lot in this particular view and now I've been
| | 03:36 | called to a meeting, but I want to
pick up where I left off when I get back.
| | 03:40 | It would take quite a while for me to write down where I was,
what cell I was looking at, what views I was working, and how
| | 03:47 | many panes I had opened up.
| | 03:49 | That would take far too long, and just leaving my machine
open is hazardous, especially if I have to go away overnight.
| | 03:56 | How can I save where I'm at?
| | 03:58 | You use the Save Workspace command here.
| | 04:00 | Clicking on that
| | 04:02 | allows you to save the information in a resume file. Notice I've
already resumed it once before, so I'm going to resume it again and I'm
| | 04:10 | going to call this resume2,
| | 04:12 | and click save.
| | 04:14 | If I close the screen,
| | 04:17 | and I go back up to the
Open button and click Open,
| | 04:21 | and I select resume2,
| | 04:25 | and say Open,
| | 04:27 | look what comes up.
| | 04:28 | Now it's already telling me that there's a document with the
StoreB already open, so it's not going to open a second version of that
| | 04:34 | document, and that's fine with me.
| | 04:36 | But the real beauty is the fact that the
workspace that I had open, not only the panes, but
| | 04:42 | the other StoreB spreadsheet is also open. So I can come
back to exactly the same spot when I'm ready to resume
| | 04:50 | my analysis.
| | 04:52 | Isn't that a cool feature?
| | 04:53 | One last thing before we leave this lesson, for those of
you brand new to Excel, is the ability to switch windows
| | 04:59 | completely. If I click on that command,
| | 05:02 | it allows me to pull up any individual pane
| | 05:06 | or the other window that houses StoreB's worksheet. So
I could flip right back to StoreB and that brings that
| | 05:13 | information for me to the
top of my worksheet lists.
| | 05:17 | This is very similar to the Windows menu that was in previous
versions of Excel. So just by clicking on the Switch Windows
| | 05:24 | command, you can bring the
window that you are interested in
| | 05:28 | up to the top of the
panes that you're working at.
| | 05:31 | I'm just going to close these
out now, and you can do the same,
| | 05:34 | by clicking on the little
X at the top of the button,
| | 05:36 | in preparation for our next movie.
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|
14. Importing DataImporting from Access| 00:00 | Sometimes you need to analyze large
amounts of data from other sources
| | 00:04 | in Excel.
| | 00:05 | The easy part is doing the analysis,
| | 00:07 | the hard part is getting
the information into Excel.
| | 00:10 | Luckily, 2007 has made that part much easier.
| | 00:14 | Using import commands,
| | 00:15 | you can populate worksheets with
lots of data from other sources.
| | 00:19 | We're going to take a look at some
ways that you can do that in this chapter.
| | 00:22 | Open up a new worksheet to follow along.
| | 00:25 | Click on the Data tab to find the
commands that allow you to get external data.
| | 00:30 | In this movie,
| | 00:31 | we're going to see how we can
import from an Access database.
| | 00:35 | Simply click on the From Access command,
| | 00:39 | and find your access database.
| | 00:42 | Now this may take a little bit of looking,
| | 00:44 | but what we're going to
look for is the Exercise Files,
| | 00:48 | that came with the application, and we're going to
look for the Importing_Exporting_Data file folder.
| | 00:55 | Once you've opened that, you'll see
the EatCake database. Highlight it,
| | 00:59 | and click open.
| | 01:01 | You then get a dialog box asking you which
table of data you would like to select and import.
| | 01:06 | We're going to choose the address list,
| | 01:08 | and click OK.
| | 01:10 | Next you're asked how you would like to import the
information, how would you like to view it when it's in your workbook.
| | 01:16 | You have
| | 01:17 | three choices; Table,
| | 01:19 | PivotTable Report,
PivotChart and PivotTable Report.
| | 01:23 | We're going to keep it simple,
| | 01:25 | and do just a table.
| | 01:27 | Next we have to tell Excel where to put the information, and
it's going to default to the cell that I had already selected when I
| | 01:34 | opened up the Import command,
| | 01:36 | cell A1.
| | 01:37 | You also have the ability to
| | 01:39 | place it in a different cell, by clicking on the pop-up
box and selecting the cell where you'd the information to go.
| | 01:47 | Or, you can put it into a brand new worksheet.
| | 01:50 | This is a good option if you already have information in the
worksheet that you're working in and you don't want to overwrite it.
| | 01:56 | I'm just going to remove this indicator here, and go
back and identify that I want the information in cell A1.
| | 02:04 | I click OK,
| | 02:06 | and the information is imported
| | 02:08 | very quickly. It's also imported as a table and you can use all
the regular table tool commands that we've learned about previously
| | 02:17 | to manage this data.
| | 02:18 | That's a much better approach than
typing all this information in, line by line.
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| Using the Import Wizard for text files| 00:00 | You can also bring information into Excel in a text file format.
Open up a brand new spreadsheet to play with this. Now, for those
| | 00:08 | of you that don't know, a text file is a list of information
that's usually been extracted from another database source. And
| | 00:15 | this might sound like jargon to people
who are brand-new to working with Excel, but
| | 00:20 | you would be given one of these lists from someone else in
your organization. Usually you will get a text file from a
| | 00:26 | large database such as your employee database or your
financial database, and the person that manages that can take all of
| | 00:35 | the information in there, export it out from that
database, and it into what they call the text file. And then
| | 00:41 | they'll hand it to you, for
you to do the analysis with.
| | 00:44 | Now, once you get that what do you do with
it? Well, you go back over to your Data tab,
| | 00:50 | and this time you select From Text,
| | 00:52 | as your choice.
| | 00:54 | So you open up that, and now again, we're going to take a look
and find these files. They're Included in the Exercise File folder,
| | 01:02 | number 14, under import and exporting data.
| | 01:05 | If you watch the movie on how to import directly from an
Access database, you'll know that we were working with the EatCake
| | 01:11 | address list. I also exported that information as a
text file for this example. Notice that the information is
| | 01:19 | shown a little bit
differently. And Excel is smart enough
| | 01:23 | not to show you both pieces. You're not going to make
a mistake and pick the wrong kind of file when you're
| | 01:29 | importing as a text file. You're not going to pick an Access
database to try to import when you're importing as a text file.
| | 01:35 | Excel is smart enough to only show
you the files that you need to see.
| | 01:39 | You select the file that you're interested in, in this case
it's the EatCake address list, and you click the Import button.
| | 01:47 | Now, don't get put off by this Import Wizard, it's really,
very simple. What it's doing is it's going to walk you through,
| | 01:55 | breaking up the information so that
it fits into your Excel spreadsheet.
| | 01:59 | The first thing you want to
identify is what is this type.
| | 02:03 | Excel knows it's a text file, but it doesn't know what kind.
In this first area here, it's asking you how is the information
| | 02:10 | broken up?
| | 02:11 | Is it delimited?
| | 02:12 | Which means it's broken up by a character, a
comma, a tab or are all the fields the same width?
| | 02:19 | So that I know that the very first field is one character long.
And my second field is 12 characters long. The Fixed Width is
| | 02:27 | usually used more for older type databases, where you have a set
size of fields that you're bringing across. More often than not,
| | 02:34 | you're going to select delimited.
| | 02:36 | And then in the next screen, you're going to identify what is
breaking up your data. Now, if you take a look at the little
| | 02:42 | preview box below here, you'll see that it's showing
me the information that's included in my text file,
| | 02:49 | and it's showing me how it's broken up.
| | 02:51 | So this is really a little preview of the actual information
that's included in my text files. So as you open up different
| | 02:58 | files, you're going to see different pieces of information
down here. And it should match to what you're trying to open up.
| | 03:04 | So I can see here that the
information is broken up by commas.
| | 03:08 | So,
| | 03:09 | technically this is a comma delimited file.
| | 03:12 | If it was broken up by tabs, you'd see a little
black box in between each of your pieces of information.
| | 03:17 | Those are the two most common types of
text files that you'll be working with.
| | 03:21 | Alright so, I picked Delimited,
| | 03:23 | And now I click my Next button.
| | 03:25 | Okay, step two. How is this broken up? You will have to
tell Excel, how are you going to break up the data? How is this
| | 03:32 | going to know that it's going to put the number of the
person in the first column, in their first name in the second
| | 03:38 | column, and their last name in the
third column, and so on. You have to
| | 03:41 | point it out to excel.
| | 03:43 | You identify what delimiters there are. Now these are the
most common that you will work with, as I mentioned before,
| | 03:48 | tab and comma are really the two that I've worked with the most
often. Tab is usually the default text file option that you're
| | 03:57 | going to get, but in this case, it's not breaking my data
correctly. So I'm going to deselect it and I'm going to pick Comma.
| | 04:03 | See how my data previews changed?
| | 04:05 | It's now previewing for me, how it's going to look in my Excel
spreadsheet. Okay, it's put lines in between all of my pieces of
| | 04:13 | of data.
| | 04:14 | So basically, what it's showing me is giving me a
preview of how this information is going to go into
| | 04:20 | my Excel spreadsheet.
| | 04:21 | So this is a really good window to linger on when you're
doing this for the first few times, because this really gives
| | 04:27 | you an idea of whether or not you've picked the right
delimiter, and your information's going to come into Excel properly.
| | 04:33 | It also allows you to scroll across the different columns, and
you can grab and look at every piece of information you're going
| | 04:39 | to bring into your spreadsheet.
| | 04:41 | If you're happy with that,
| | 04:43 | you click the Next button.
| | 04:44 | Now what this step does is it asks you, "Is there any
particular format you want to bring this information in?"
| | 04:50 | If it all has to be text, you can select that,
| | 04:53 | if you're bringing in a bunch of dates, and that's all you're
bringing in, you can select that, but usually you're bringing in a
| | 04:59 | combination of data.
| | 05:00 | So you're going to want to leave
it to the default under General.
| | 05:04 | Only select one of these
other options if the information
| | 05:08 | is of all the same type.
| | 05:10 | Once you've done that, you click Finish, identify where you
want to put the data, always making sure that you have enough
| | 05:17 | room to fill a cross, and that you're not going to
overwrite anything that's already in your spreadsheet.
| | 05:23 | Click OK
| | 05:24 | and in comes your information.
| | 05:26 | Not as nicely formatted as when we brought it directly in
from Access, it's just a list right now, and we could select it,
| | 05:35 | and put in any of the other
| | 05:37 | table formatting that we've
learned about in previous movies.
| | 05:40 | Then we're away to the races.
| | 05:42 | So you can see that bringing in information from external
sources, especially text files, is very easy in Excel 2007.
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15. Finding and Replacing DataThe Find and Select button| 00:00 | One of the powerful features of working with
Excel, is the analysis you can do on your data,
| | 00:05 | with only a few clicks.
| | 00:07 | Open up the worksheet for
StoreA from your Exercise Files.
| | 00:11 | We're going to concentrate on the Find & Select
commands in the Editing group of your Home tab.
| | 00:17 | By clicking on Find & Select,
| | 00:19 | it's going to allow me to
find and select specific text,
| | 00:23 | formatting, or types of
information within my worksheet.
| | 00:26 | By clicking on the button,
| | 00:28 | I will see a bunch of commands that I can work with. And I'm
going to choose the find command. The find command brings up a
| | 00:35 | dialog box with a search bar,
| | 00:37 | and in that particular search bar, I'm going to put the word or
item that I'm looking for. Now you can put in numbers, you can
| | 00:44 | put in parts of words, if you're not quite sure how the
spelling of something is working you can put in just the first three
| | 00:50 | letters, and it will find the first instance of that
particular information that you've put in that bar. I'm going to put in
| | 00:57 | the Word Dutch, because I'm interested in finding out how many
mixes I have that are of the Dutch chocolate variety. And I'm
| | 01:03 | not a very good speller so I'm not going to put in the
work chocolate, I'm just going to put in the word Dutch.
| | 01:07 | So I put in my search in my search bar, and I click the
Find Next button. And if you notice, over on your spreadsheet,
| | 01:14 | it's going to pop to the first instance of that information.
And that's in cell B12. And it's highlighted that information
| | 01:21 | with a black wire around that cell. So there's my first piece.
Now I'm wondering, do I have more instances of that Dutch chocolate
| | 01:27 | in my spreadsheet?
| | 01:29 | I click Find Next again,
and I pop down to row 26.
| | 01:33 | So you see that the information is now
shown up twice within my spreadsheet.
| | 01:38 | If I keep clicking on the Find Next
button, it's going to pop between row 12
| | 01:43 | and row 26, to show the two
instances of information in that spreadsheet.
| | 01:48 | Similarly, if I just put in the letters of Du,
| | 01:51 | I can do the same kind of search.
| | 01:53 | And it's going to pop me to the same areas
because it's looking for the Du in Dutch.
| | 01:58 | If I have quite a large spreadsheet and just clicking on
Find Next takes me through rows, and rows, and rows, and rows of
| | 02:04 | information, and if you're looking with a million rows of
possible pieces of data, that's going to take an awfully
| | 02:10 | long time.
| | 02:11 | You have this Find All button that you can work with. If you
click on that, what it does is it presents all of the areas where it's
| | 02:18 | found and instance of the word Ducth in your
spreadsheet. And you can pop to that by clicking on the link,
| | 02:24 | and it takes you to that particular
cell where that information's found.
| | 02:28 | Once you get familiar with the cell addresses as you
see here, you'll know that the information that you were
| | 02:34 | looking for is farther down on your spreadsheet, so you can
pop right down to that. So it's a really quick way to move
| | 02:40 | back and fourth
| | 02:40 | through the spreadsheets. If we click on the Options button
here, you can see that there are other options that you can
| | 02:46 | set when you're doing your finding in your spreadsheet. You
could identify what particular format you want to look for
| | 02:52 | that information in, so
if you click on the Format
| | 02:55 | button,
| | 02:56 | and click on the Format command, it brings up your Number
formatting dialog box. And you can identify what particular
| | 03:04 | format you're looking for. why is this helpful?
This is helpful when you're looking for a number
| | 03:10 | that's been placed into the spreadsheet as a piece of text.
And that would usually come under the General category.
| | 03:16 | That's important when you're doing analyses and when you're
doing formulas, because sometimes the formulas are not going
| | 03:21 | to work correctly if the
number is in an incorrect format.
| | 03:25 | So this helps pull out that kind of
information and zero in on it very, very quickly.
| | 03:31 | I'm just going to cancel this because our particular search
is quite simple, and we don't need to set that formatting.
| | 03:36 | Something I might want to look at here though is, where am
I going to look for this information? Am I going to look at
| | 03:42 | just in the sheet that I'm looking, so just on the
sheet for StoreA, or if I have quite a few sheets in my
| | 03:48 | workbook, do I want to search the whole
workbook for the instance of this information?
| | 03:53 | So you can choose that. You can determine whether you're going to
search down the rows first or are you going to search across the columns?
| | 04:00 | And are you also going to look in the formulas for this
information? If you've used names in your formulas that might be
| | 04:06 | worth while looking at. As well, you could also look in
Values or the Comments for this kind of information, so you can
| | 04:11 | really search deep into your Excel spreadsheet.
| | 04:13 | You can also see if you're going to be case sensitive in
your matching, and are you going to manage the entire contents
| | 04:18 | of the cells, or are you just going to
look for instances as we've done here.
| | 04:22 | Those are all the different choices that you can do when
you're trying to look for data within your spreadsheet.
| | 04:27 | Next, let's see how you can quickly replace
information when you'd like to update your spreadsheets.
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| Find and Replace| 00:01 | Under the Find & Select button,
you'll see a Replace command.
| | 00:05 | what this does is it the replaces the
information that you find in your spreadsheet
| | 00:09 | with other information. Why would you want to use this? Well, you
would use it if you know that there's an error in your spreadsheet
| | 00:15 | or if you've changed a particular Item Category to include
more information, and you want to be able to do this very
| | 00:24 | quickly.
| | 00:25 | Let's see how this works. Open up
StoreA worksheet to follow along.
| | 00:29 | I'm going to click the Replace command,
| | 00:31 | and you'll see that the dialog box that comes up is very
similar to the Find dialog box. So at any point in time, you
| | 00:38 | can find information and choose to replace it and
flip between these two commands very, very quickly.
| | 00:43 | The item that I want to find in the spreadsheet here is
the WW Pastry reference because that was put in incorrectly.
| | 00:51 | And what I'd like to replace it with is actually the whole
word, WholeWheat Pastry. This often happens when you have
| | 00:59 | more than one person inputting data into an Excel
spreadsheet. You don't get consistency with some of the labels that
| | 01:05 | you're using. Some people use abbreviations for things. So to
get some consistency, especially when you're doing your analysis,
| | 01:12 | you want to be able to
| | 01:13 | replace information very quickly.
| | 01:15 | You can do that by clicking the Find Next,
so it's going to find this WW Pastry,
| | 01:22 | and then clicking on Replace. And see what happens if you
take a look at your spreadsheet? Just below here, you'll
| | 01:28 | notice that it's changed from
| | 01:30 | WW Pastry to WholeWheat, so it takes the original
information that it found, and replaces it with the new information
| | 01:37 | you're identifying. And I only have one instance
of this in my spreadsheet, so we can't repeat this.
| | 01:42 | But you could go through each individual
instance of this and click Find Next and Replace.
| | 01:47 | Now a fast way to work with is by using the Replace All
button. What this would do, is it would, as you clicked on it,
| | 01:55 | go through the whole spreadsheet and replace all
instances of WW Pastry with WholeWheat Pastry. It also gives you
| | 02:02 | a count at the end of it of
how many replacements it's done.
| | 02:05 | Notice you have an Options button
here, just as you had in the Find
| | 02:09 | environment, and you have the same options that you can work
with. You can set in Formats for what you were looking for.
| | 02:17 | You can also identify if you're going to
look at the whole sheet or the workbook.
| | 02:21 | If you're going to
search by rows or by columns,
| | 02:24 | and if you're going to look in formulas. You can identify
whether you're going to be case-sensitive by matching the case and
| | 02:31 | matching the entire contents of
all the cells that you're looking at.
| | 02:35 | The Find & Replace command is probably one of the most
powerful commands that you're going to learn to use in the Excel
| | 02:41 | spreadsheet, and it saves you hours and
hours of tedious adjustments of your data.
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| Removing duplicates| 00:00 | How often have you spent hours looking through lists of data
looking for duplicates. Just to make sure that the information
| | 00:07 | that you're working with
is clean as clean can be.
| | 00:10 | Well,
| | 00:11 | no need to do that any longer. Now we have a command called
remove duplicates that will allow you to do this very, very
| | 00:17 | quickly.
| | 00:18 | Open up the worksheet
for StoreA to follow along.
| | 00:22 | First thing you want to do is you want make sure you're
looking at the Data tab, because that's where the Remove Duplicates
| | 00:28 | commande is sitting.
| | 00:29 |
| | 00:29 | Once you've gotten there, the next thing you want to make sure
is that you've selected your whole table to work with. And how do
| | 00:35 | you know you've got your whole
table? Well if you scroll through
| | 00:38 | this particular worksheet,
| | 00:40 |
| | 00:41 | and you come down to the rows 25, 26 and 27; you'll
notice a couple of things. Visually, you'll notice that you're
| | 00:49 | shading--your mixed shading--has stopped.
| | 00:51 | Row 26 should be shaded a little bit as should row 28, but
it seems to have stopped there. So if I was to select my table
| | 01:01 | and go to Remove Duplicates right now, it would stop
right at this particular point, because that's not part of the
| | 01:06 | table. Another way I can tell is there's a tiny little
tag right in cell E25 that indicates that I've stopped
| | 01:14 | my table right here.
| | 01:15 | I just simply need to select that tag, pull it down, and
notice how I'm now expanding the selection grid to include the last
| | 01:25 | few lines. Visually, you can tell you've included those
extra lines in your table, because now you have the shading
| | 01:32 | available for you.
| | 01:33 | Let's see that one more time. Go back up to
your Quick Access toolbar and do Undo Table Resize.
| | 01:39 | Make sure you find the cell that's got the little tag in it,
and you'll notice that it's right at the very bottom right-hand
| | 01:46 | corner of the final cell in your table.
| | 01:48 | Move your mouse until it changes into a double headed
arrow, and click and drag to expand and resize your table.
| | 01:56 | You've included the extra rows into your
table because you've got some shading going on.
| | 02:01 | That's how easy it is to resize
your table. And that's very important
| | 02:05 | When you want to remove duplicates. Now we're ready to go and
remove the duplicates. So we'll go back up to our very first cell,
| | 02:13 | and we can do that by going over to our name box over here
and typing in A1 and hitting our Enter key, and it pops us
| | 02:21 | right up to the very top of our screen.
| | 02:24 | So that's an easy way to get through your tables from
the bottom of your rows up to the very beginning of your
| | 02:29 | spreadsheet. Alright, so, I'm now in cell A3 to make sure that
I'm actually active in the table itself rather than just on the
| | 02:36 | title bars, and I go over to Remove Duplicates. So
Remove Duplicates command deletes duplicate rows from a sheet.
| | 02:44 | Now,
| | 02:45 | it's very important that you understand what you doing when
you're removing duplicates. When you're removing them, it is
| | 02:52 | actually removing the information itself and there's no Undo
once you remove the information. Once it's gone, it has been
| | 02:59 | deleted. It's gone.
| | 03:01 | The other thing that's important to realize about
removing duplicates is it has to be a match on every single cell
| | 03:07 | within the row. If I had a different Item Type, if I was
using an abbreviation for Vanilla, it would not match it.
| | 03:15 | It's not that smart. We're ready to remove our duplicates
now. We go up to the command, we click on the button, and it
| | 03:21 | asks us to identify what column
| | 03:24 | do we want to check for
duplicate values on. Well, in this case,
| | 03:29 | I can select all the different columns
in my worksheet, or, I could just look for
| | 03:34 | duplicates on Item Type.
| | 03:37 | So I select that, I click OK.
| | 03:40 | It tells me it found 7 duplicate items and
it removed them, and it left 20 unique values.
| | 03:46 | There's my new list. so now I only have one item for Chocolate,
Vanilla, Marble, Pastry, and it's removed any other duplicate
| | 03:54 | item that I have here.
| | 03:56 | Pretty slick isn't it?
| | 03:57 | And saves you hours and hours of time.
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16. Working with FormulasWhat are formulas?| 00:01 | Dust off your old math skills,
| | 00:03 | we're getting into the meat
of the Excel application now.
| | 00:06 | Formulas are equations that perform
calculations on values in your worksheet.
| | 00:10 | You'll use them to save yourself time, when you need to
repeat the same set of calculations to a large range of numbers.
| | 00:17 | Open up a brand new worksheet.
| | 00:19 | We've been ignoring this
formula bar quite a bit so far,
| | 00:22 | but now this is where our focus is going to go.
| | 00:25 | Every formula begins with an equals sign.
| | 00:28 | So let's go to cell A1 and
see the difference between
| | 00:32 | putting in 3+3
| | 00:35 | in Excel,
| | 00:37 | and then moving over to
cell C1 and putting inputting =
| | 00:41 | 3
| | 00:41 | +3. Notice that when you put in the equals sign, the formula
bar becomes active. And you know it's become active because you
| | 00:49 | get these two new icons here. You
have the Council icon, or the X,
| | 00:53 | which removes the information you've put in the formula bar,
and you get the Enter icon, or the check mark, which will accept
| | 01:00 | the information that you put in.
Watch what happens when I hit the Enter.
| | 01:04 | I get the answer, number 6. Notice how that's different than
when I typed in 3+3 in cell A1 without the equals sign ahead of it.
| | 01:13 | What's happening here?
| | 01:14 | Well, in cell A1, the 3+3 there is seen as just in
general format, and Excel does not do anything with
| | 01:22 | it because it did not see
the equals sign ahead of it.
| | 01:25 | But in cell C1, because there was an equals sign at the
beginning of that string of numbers, it indicated to Excel that it
| | 01:33 | had to perform a calculation, which it's done in C1. So
there's the big difference between putting in information
| | 01:41 | with or without an equals sign in the application. The equals sign tells
Excel to go ahead and calculate whatever it finds after words, where as if I
| | 01:50 | don't put it in, it's just thinking I'm typing
in some information and putting it in the cell as
| | 01:55 | text in this example.
| | 01:56 | Another thing you're going to need to know when you're
working with formulas in Excel is, what kind of operands or
| | 02:02 | how do I tell Excel how to do the calculations?
| | 02:05 | What keys do I type in to let it
know I want it to divide something?
| | 02:10 | Here's what it accepts. if I want to
subtract two numbers from each other, I would put in
| | 02:17 | a subtraction number or a
hyphen. Just as I normally would.
| | 02:21 | So 5-2 gives me 3.
| | 02:24 | Moving over to cell H
| | 02:25 | 1,
| | 02:26 | I want to put in a formula that
| | 02:28 | multiplies two numbers
together. So let's put in 2
| | 02:32 | *, and I use the Shift+8 to get the
asterix, which is the symbol for multiplying
| | 02:39 | numbers together in Excel.
| | 02:41 | 2*3 gives me 6.
| | 02:44 | So the symbol to multiply
| | 02:46 | information together is an asterix.
| | 02:49 | Move over to cell
| | 02:51 | I1. To divide numbers, 8
| | 02:55 | divided by, I use the slash right at the very bottom
of my keyboard to the left of the shift key, the slash,
| | 03:03 | 8
| | 03:03 | /2 is 4.
| | 03:07 | Those are the basic
| | 03:09 | operators that you're going to use within Excel.
| | 03:12 | You can combine those to get more complicated formulas and
we'll be talking about the order of operations in our next movie.
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| Order of Operations| 00:01 | The order of operations is a mathematical concept that we all
learned way back in Elementary School. And it really determines the
| | 00:07 | way that the calculations are done in any
mathematical equation, whether we're doing them hand and paper,
| | 00:14 | or if we're doing them on the computer, or even if we're
punching them into a calculator. So if you'd like to, go grab
| | 00:20 | yourself a pencil and paper so that you can
follow along, and it will help you remember
| | 00:25 | how to do these calculations. Also, open up a
brand new worksheet. We're going to go over to cell A1.
| | 00:31 | And we're going to put in a very simple equation.
Remembers to put in your equals sign and type in 3+2
| | 00:39 | *--and remember that's Shift+8--3, and hit your Enter key.
That gives us the answer 9. Now how did it come up with that?
| | 00:48 | If we click on cell A1,
| | 00:51 | the order of the operations
| | 00:53 | that was done,
| | 00:54 | is that it does the multiplication first, so it'll take 2
and multiply it by 3, which gives me an answer of 6, and then
| | 01:02 | add that answer
| | 01:03 | to 3.
| | 01:04 | 3+6
| | 01:05 | is 9.
| | 01:06 | So the order of operations is
multiplication, division, addition, subtraction.
| | 01:11 | Now, what happens if I put
| | 01:13 | parentheses in here? I'll put in my equals sign,
| | 01:16 | and I'll put in parentheses
| | 01:18 | 3
| | 01:19 | +2 end of my parentheses and
then multiply it again by 3
| | 01:24 | again by 3. SO I've got
the same grouping of numbers,
| | 01:28 | as well as the same
operators but I put parentheses
| | 01:30 | before
| | 01:32 | the 3+2.
| | 01:34 | Now what kind of answer do I get?
| | 01:36 | 15. So adding in the parentheses makes a
difference in how Excel will calculate that formula.
| | 01:42 | Just as in our regular order of operations,
| | 01:45 | it does parentheses first. So it'll do what's in the
parentheses, 3+2, which is 5, then it comes out and
| | 01:51 | takes that answer and multiplies it by 3.
| | 01:53 | 5
| | 01:54 | *3 is 15.
| | 01:55 | There's your answer.
| | 01:56 | So, just to recap,
| | 01:58 | it does parentheses first,
| | 02:01 | then it does multiplication and division and then addition
and subtraction. And it'll always move from left to right.
| | 02:09 | If the operators are all of the same weight,
| | 02:12 | and by that I mean multiplication and division, it will
do them in the order that it finds them from left to right.
| | 02:17 | So let's put in another
| | 02:18 | formula here. 3+2-1.
| | 02:23 | I'm guessing that it's going
to come up with the answer of
| | 02:27 | 4. 3
| | 02:27 | +2 which is 5, -1.
| | 02:30 | And there we go.
| | 02:31 | It's taken all the calculations, started from the left
and moved across to the right, and done it in order because
| | 02:36 | addition and subtraction are of equal
weight, and you do it from left to right.
| | 02:41 | You don't have to just use numbers in
my formulas, I can use cell references.
| | 02:46 | And that's what we're going to
learn about in our next movie.
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| Relative and absolute referencing| 00:01 | We're going to learn about relative and absolute
referencing by using the StoreA worksheet. So you can open that now.
| | 00:07 | Before we learn about referencing, I want to review the concept
of a cell addresses. And what a cell address is, is the identifier
| | 00:15 | that distinguishes this particular cell here, G2, then
any other cell in the whole spreadsheet. The cell address
| | 00:24 | denotes the column that it's in
| | 00:26 | and the row that it's sitting in.
| | 00:28 | So,
| | 00:28 | it's G2 is this cell here. The name of that cell is over
here in the name box. So that's that cell address that I'm
| | 00:36 | looking at.
| | 00:37 | Now when you use
| | 00:38 | cell addresses and formulas, it gives you a lot of
power. If I use my arrow keys and move over to cell E2,
| | 00:45 | you'll see that this particular formula was
created using cell addresses. I'm seeing D2*C2.
| | 00:52 | Now as a little review,
| | 00:54 | you'll know that this is a formula because it
starts with an equals sign and it's using a operator.
| | 01:00 | In this case it's the
multiplication operator that is the asterix.
| | 01:05 | So this formula is telling Excel to take the
value that's sitting in cell D2, which is 15,
| | 01:13 | and multiply it by the value
that's sitting in cells C2, which is
| | 01:17 | 525.
| | 01:18 | So if I take 525, multiply it by 15,
| | 01:22 | I get 78.75, which is the answer that
you get when you do this calculation.
| | 01:28 | Now, the reason I put in these cell addresses rather than
the numbers to do the calculation, is because gives me the
| | 01:36 | ability to use relative referencing.
| | 01:39 | What relative referencing does, is it says, "When you copy
this particular formula into other areas of your spreadsheet,
| | 01:47 | use the same relative addresses." Which means the very first
cell that you're going to get is one to the left, because that's
| | 01:55 | where D2 is sitting in respect
to where I'm putting the answer.
| | 01:59 | So move one cell to the left,
| | 02:01 | and multiply it by the information that's
in two cells to the left. And put the answer
| | 02:07 | in the cell that you're working in.
| | 02:08 | How does this look in real life? Well if I moved down the
road to row 3, the relative referencing is one cell to the left,
| | 02:18 | D3, times two cells to the left,
| | 02:21 | D3.
| | 02:22 | If I go down one more row, still
keeps that same relative referencing.
| | 02:27 | One row to the left times two cells to the
left and so on and so on and so on down my column.
| | 02:35 | So that's what relative referencing does. If I copy this
by selecting the cell E2, right-clicking and selecting Copy,
| | 02:43 | go to cell
| | 02:45 | F2,
| | 02:46 | right-click and say Paste.
| | 02:49 | You'll see that the relative answers are placed in here. So
it's going once cell to the left times two cells to the left.
| | 02:56 | Notice now I'm looking at a whole lot bigger numbers in this
case because I'm multiplying my final costs times a larger
| | 03:03 | inventory. But that that's how easy it is
to take the information that's in that cell
| | 03:08 | and copy it.
| | 03:10 | I'm going to delete that.
| | 03:12 | Now the difference between relative referencing and absolute
referencing, means that absolute referencing always goes back
| | 03:19 | to the same cell. It kind of pins that cell
in the calculation that you're going to do.
| | 03:25 | You identify absolute referencing by the use of
dollar signs. So let's use the same formula here, but
| | 03:32 | use C2 has an absolute reference. So if I type in the
formula D2*--an absolute reference is indicated by putting
| | 03:41 | in a dollar sign--
| | 03:44 | c$2,
| | 03:47 | and I click the Accept sign,
| | 03:49 | it places that particular formula in cell F2. if I
move down one cell, noticed now that this is different
| | 03:57 | than the other type of referencing I had.
| | 03:59 | If I compare the formula in cell F3
| | 04:03 | to the formula that's in cell F2, you'll notice that the
first section has moved and uses relative referencing. So I've
| | 04:11 | gone to D3 in both cases, but in the second one I've
still gone back using the value that if find in cell
| | 04:18 | C2. And if you scroll down through
| | 04:22 | the column,
| | 04:23 | you'll notice that cell C2 stays as a
absolute reference throughout every single row.
| | 04:29 | Even though the
| | 04:31 | first reference is using the relative referencing and it
moves with each row. So it's always going back to the value that
| | 04:38 | it finds in cell C2 to do the calculation.
| | 04:42 | This is the difference between a relative and
absolute referencing. We'll be reviewing this concept again
| | 04:48 | as we go to take a look at
| | 04:50 | working with formulas in other movies.
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| The new Formula Tab| 00:00 | We've had to review some pretty heavy concepts when learning
how to work with formulas in excel. But Microsoft doesn't want
| | 00:06 | it to be that difficult for people to use. So what
they've done is they've come up with the Formulas tab,
| | 00:11 | which houses a Function Library that you can access. Now
what functions are, are predefined formulas that perform
| | 00:18 | calculations by using specific
values in a particular order. For example,
| | 00:23 | AutoSum will automatically sum all of the
values in a row or column that you define.
| | 00:30 | We're going to take a look at some of the most commonly used
functions in another chapter, but let's just see how we group the
| | 00:36 | Function Library, in case you're
interested in taking a look at these on your own.
| | 00:40 | You have a recently used grouping, which will house all of
the most recently used functions for you, so that they're
| | 00:46 | easy to grab, and you're
not having to search for them.
| | 00:50 | There's a Financial grouping of functions which
help with financial and accounting calculations.
| | 00:56 | There are a Logical grouping of functions which allow you to
do comparisons; if this works then that works, if, for, and and
| | 01:05 | conditional functions are included in there.
| | 01:07 | You have a group of Text functions, which allows you to
compare text into different columns or rows. You have Date and Time
| | 01:14 | functions which allows you to do
calculations based on date and time stamps.
| | 01:18 | You have Lookup & Reference functions, Math &
Trigonometry functions and even more functions for engineering
| | 01:25 | and higher-level calculations.
| | 01:27 | You can also define names for ranges and cells within
your spreadsheet so that you can refer to them based on a
| | 01:34 | predefined name rather than a range. That's an advanced
function that you can learn about in an upcoming course.
| | 01:41 | You can also work with Formula Auditing and this helps
you determine whether or not your formulas are correct.
| | 01:47 | We can take really quick peek at this by
clicking on a cell that has a formula in it, E3,
| | 01:53 | and clicking Trace Precedents. So basically what that is
going to do is to show arrows that indicate what cells affect
| | 02:00 | the value of the currently selected cell. So what
cells did I include to come up with the number 42? Click
| | 02:07 | on the Trace Precedents,
| | 02:09 | and you'll see that the arrows move
from C3 through two D3 right over to E3.
| | 02:15 | So it's tracing the path of the calculations that are
done. You can trace the dependents if this particular
| | 02:22 | cell was to move on into other cells for calculation, you
could click Trace Dependents and it would show you where that
| | 02:28 | value is moving on to. Since this value is not used in any
other calculations, there's not going to be anything shown here.
| | 02:34 | You can remove the arrows very quickly by clicking on this
particular command, but I want to leave it here just for one
| | 02:40 | moment before we delete it because
| | 02:42 | it is a very handy tool to use if you have a very
complicated formula. Because it will help show where the information's
| | 02:50 | coming from. Especially if it's giving
you a number that you're not sure is right.
| | 02:54 | Because even though it's a computer calculation, it's
dependent on your formula. So it's just doing what it's told. And
| | 03:02 | sometimes you're not
telling it to do the right thing.
| | 03:04 | I'm going to remove the arrows here, and go over to
the second column of commands in my Formula Auditing.
| | 03:10 | I can click on Show Formulas which will actually expand
my spreadsheet, even if I go down to the bottom and scroll
| | 03:17 | to the right, you'll see that instead of seeing the
number that's included in the final cost, or the answer, I
| | 03:24 | actually see the formula
that's included behind the scenes.
| | 03:28 | So again, this is good for your troubleshooting, if
you have complicated formulas that aren't giving you the
| | 03:34 | answers that you're anticipating.
| | 03:35 | By deselecting the Show Formulas command,
| | 03:38 | it pulls it back and
presents me with my answers.
| | 03:41 | Error Checking checks for
common errors that occur in formulas.
| | 03:44 | And you can click on that, and because
my formulas are fairly straightforward,
| | 03:49 | I have no problems with
any errors in my spreadsheet.
| | 03:52 | That's not often the case however.
| | 03:54 | The Evaluate Formula command launches a dialog box
which helps you evaluate the formula to help debug it.
| | 04:01 | Let's see how that works.
| | 04:02 | I click on Evaluate Formula,
| | 04:04 | and it's going to find the formula that's in the cell
that I was sitting in. As I click Evaluate, it's going to
| | 04:11 | paste in the information or the calculation based on what
it has underlined. So it's going to grab the information in
| | 04:18 | D3.
| | 04:19 | What's sitting in D3 is the number 14. It's
then going to go to C3 and grab that information.
| | 04:25 | So now it's going to multiply 14*3. 14*3 is
| | 04:30 | $42.
| | 04:31 | If I move over
| | 04:33 | the dialog box, I see that the evaluation here is the same
as the evaluation here, and I know that I calculated that
| | 04:40 | correctly. And that's what I was expecting.
| | 04:42 | I'll close that out.
| | 04:44 | The final group of commands that we have are Calculate
Options and basically here what you're determining is how you're
| | 04:50 | going to calculate your spreadsheets. When do you want it to be
calculated? Do you want it to be calculated automatically, every time
| | 04:56 | you make a change?
| | 04:57 | Do you want to have it calculated automatically except for your
data tables, and you will manually determine when those are calculated?
| | 05:04 | Or would you like to have manual calculations? And that is
done when you hit the Enter key and not throughout the whole
| | 05:10 | spreadsheet. It's nice to be able to have these options,
especially when you have lots of calculations in your
| | 05:17 | worksheet. Because when you have a lot of calculations, it
may take a lot of time to do the calculations because there's
| | 05:23 | information that is dependant on the other.
| | 05:25 | And that may not be appropriate if I was going to change the
number in one particular cell, I don't necessarily want the
| | 05:32 | whole worksheet to recalculate every time I make one change,
I just want to make a bunch of changes and then calculate it
| | 05:38 | out.
| | 05:38 | This particular calculation options gives you the
opportunity to determine when that's going to happen.
| | 05:45 | So you can see that
| | 05:47 | working with functions is a
challenging piece within Excel,
| | 05:51 | but is not overwhelming.
| | 05:52 | In the next chapter we're going to be taking a look at how we
can use the Function Library to help us with our calculations.
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|
|
17. Working with Basic FunctionsWhat are Functions?| 00:00 | We learned about working with
formulas in the previous chapter.
| | 00:03 | In this chapter, we're going to
find out what functions are all about.
| | 00:07 | Functions are predefined formulas that
perform calculations by using specific values
| | 00:13 | in a particular order.
| | 00:15 | They're housed in the Function Library
| | 00:18 | group, under the Formulas tab in our ribbon.
| | 00:21 | If you'd like to follow along with this
exercise, open up the StoreA worksheet.
| | 00:26 | Now in the Function Library, we have all of a variety of
different categories, and we're going to take a look at each one
| | 00:34 | of those.
| | 00:35 | In the AutoSum category,
| | 00:38 | we have a bunch of different options
| | 00:41 | to display the sum of selected cells
| | 00:43 | directly after the selected cells. And you
can do that either in a column or in a row.
| | 00:49 | You can calculate the
average of a range of numbers,
| | 00:54 | you can count the numbers
in a particular range of
| | 00:58 | values, and you can find the minimum or maximum value within
a particular range. These are all included under the AutoSum
| | 01:05 | category because they are quite often
| | 01:08 | the most used functions
that you will be accessing
| | 01:12 | in the library.
| | 01:15 | You'll also have a recently used
| | 01:17 | category, and that allows you to browse and choose them from
the recently used list of functions. This is great, this is like
| | 01:25 | a little shortcut for you to use if
you're going back to use a function often.
| | 01:30 | It's like your top 10 list, and that's what
you'll see under the Recently Used category.
| | 01:35 | Under your Financial category, you'll see a list of
financial functions. This includes accounting functions as well.
| | 01:42 | So in here you would find
functions that would help you
| | 01:44 | calculate your net present value, and amortization
rates would be included in here as well. Under the logical
| | 01:52 | grouping of functions, these are if and
type functions. If this happened, and that
| | 01:57 | happened, what would be my outcome? So
| | 02:01 | if you are looking to compare items,
| | 02:04 | then this would be the area
| | 02:05 | that you would go to find
your logical group of functions.
| | 02:10 | Under text functions, it allows
you to manage textual responses and
| | 02:15 | we're going to be looking at some examples under
this particular category in the next few movies.
| | 02:23 | Date & Time functions allow you to pre-populate dates
and times in cells, and these are often used to date stamp
| | 02:29 | certain entries.
| | 02:31 | Lookup & Referencing functions
allow you to analyze your data and to
| | 02:36 | return a response. We'll also be taking a look at the
Lookup feature in the Lookup function, in a later movie.
| | 02:43 | Math & Trig
| | 02:45 | and More Functions are used by
| | 02:47 | statisticians and engineers.
| | 02:49 | We won't be looking at those in detail.
| | 02:51 | Let's take a look at how
some of these functions work
| | 02:54 | in the next movie.
| | Collapse this transcript |
| AutoSum| 00:01 | I really enjoy working with functions in Excel.
| | 00:04 | So I set up EatCake Inventory15,
| | 00:08 | so that we can
| | 00:09 | explore some of the most commonly used ones.
| | 00:11 | In each of the subsequent movies in this chapter, please open
up the Inventory15 spreadsheet if you'd like, or just continue to
| | 00:19 | work within that spreadsheet.
| | 00:22 | The first function we're going to look at is the
AutoSum function, and what that does is it adds up
| | 00:27 | all of the numbers in a particular range.
| | 00:30 | Usually it's a column, sometimes it's a row. And in this case,
what I'm I want to do is I want to find the final cost for all of
| | 00:37 | the items in this inventory.
| | 00:39 | So if you scroll down through the spreadsheet, you'll see
that I've added a total cost column of the very bottom of column
| | 00:46 | G.
| | 00:47 | Now, the thing to remember when you're working with functions
is you want to select the cell where the information's going to
| | 00:54 | end up.
| | 00:55 | so you kind of work backwards. You start at the place you
want to end up. I want my answer to be in G27, so I click on that
| | 01:04 | cell to say, "Here's where
I want to put my answer."
| | 01:08 | Then I go pick my function.
| | 01:10 | So in this case, I go up to my Function Library,
| | 01:12 | which is
| | 01:13 | on my formulas tab, and I look for AutoSum.
| | 01:17 | Clicking on the downward
arrow gives me an array of
| | 01:21 | commands to choose from,
| | 01:22 | and I'm going to just click the first one, which is Sum. And as I
mouse over it, it tells me what it's going to do. It tells me it's
| | 01:29 | going to display the Sum of the selected cells directly after
all of the cells that are selected. So let's see what happens
| | 01:35 | when I click on this in my spreadsheet.
| | 01:38 | I click on it, and it
| | 01:40 | puts in the Sum
| | 01:42 | formula. Now that Sum formula, I know it's a formula
because I have an equal sign at the very beginning of it,
| | 01:49 | and it's already been
programmed with a name, the
| | 01:52 | name Sum, and then it's telling me it's going to Sum over
this array. Now what an array is a group of cells that are
| | 02:00 | contiguous, and that's a big word. But what
contiguous means is they're right beside each other.
| | 02:05 | So an array is a group of cells
that are right beside each other.
| | 02:08 | It can span a couple of rows, it can
span a few columns, but basically it's one
| | 02:13 | large group of cells.
| | 02:16 | So what this function is going to do, is it's going to take
any value that's found in G2 right through to G26, and it's
| | 02:25 | going to put that answer in here,
| | 02:27 | in Cell G27.
| | 02:30 | All I need to do now is to click the Enter key,
| | 02:34 | and the answer is presented in G27.
| | 02:37 | So with two quick clicks, I've added all of the information in
25 rows and come up with the total cost. Let's explore the next
| | 02:45 | function that we're going to work in.
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| Minimum| 00:01 | Another commonly used function is the Minimum function. And
what that will do is it will go through an array of numbers,
| | 00:07 | and it will pick out the
smallest value that it finds.
| | 00:10 | If you scroll down to the bottom of your Inventory15
spreadsheet, you'll see that I've added a row for minimum cost.
| | 00:18 | Again, we'll review how you work with functions.
| | 00:21 | You select
| | 00:22 | the cell where the function
| | 00:23 | answer is going to be presented,
| | 00:26 | you go up to your Function Library to
find the function you want to work with,
| | 00:30 | so you click on it, and you
| | 00:33 | pick the function that you're looking. Now I knew
that the Minimum function was underneath the AutoSum,
| | 00:39 | so I select that,
| | 00:41 | and it identifies for me, what array of cells is going to
look through to find the minimum value. Now, in this case, what
| | 00:49 | it's doing is it's defaulting directly above it,
| | 00:53 | until it finds the next
| | 00:55 | empty row,
| | 00:56 | or the first empty cell. And so it's
going to stop just two rows ahead of me. Now,
| | 01:02 | I don't want
| | 01:03 | the minimum between
| | 01:05 | this particular value and an empty value. That's not
what I'm looking for, so I want to change the range that I'm
| | 01:11 | looking at here.
| | 01:12 | Now how do I do that?
| | 01:14 | Well, there's two ways you can do it. You can go to
into this area here and actually type in the number 2,
| | 01:21 | down to the number 25, and you'll
notice that as you do that, over on my screen
| | 01:29 | in the worksheet, that the
blue grab boxes have moved.
| | 01:35 | It used to be that the
grab boxes were indicating
| | 01:38 | this area
| | 01:40 | as my
| | 01:41 | selection ray, but now that I've typed in my new
| | 01:44 | ray,
| | 01:45 | this is where I'm going to be sitting. So that's one way that I
can do it. I'm just going to cancel this out to show you another way.
| | 01:52 | If I go back up to my
AutoSum group, select Minimum,
| | 01:56 | it defaults to
| | 01:58 | the first two rows here, and you'll see that this is indicating
that this is the area I'm going to grab. Well I prefer just to
| | 02:05 | click and drag, because I like working
with my mouse. So I'm going to pull this
| | 02:09 | once I grab the handle, pull
| | 02:12 | the array right up to
the very top of the screen,
| | 02:15 | and anchor it right at the very
| | 02:17 | beginning of my list.
| | 02:19 | I'm then going to grab a handle,
| | 02:21 | so the little handles are the little squares
| | 02:25 | around the selection area, and I'm going to
click and I'm going to drag that down until I select
| | 02:30 | the area over which I'd like
that function to be applied.
| | 02:34 | So for those of you that like using the mouse, and have
no problem manipulating it, that's a very easy way to see
| | 02:42 | visually, the area that you're going
have that function go through. If you are
| | 02:47 | very confident with working with cell
addresses, you also have the ability to type the
| | 02:53 | actual range in here,
| | 02:55 | in the formula bar.
| | 02:57 | Either way, you want to indicate what
range of values you want that function
| | 03:02 | to be calculated over. Once you're happy
you selected the correct range, you enter
| | 03:08 | the value,
| | 03:10 | and then you come down to your
| | 03:12 | cell and you see that the minimum cost,
| | 03:15 | as calculated by the application is $3.00.
| | 03:19 | Because we don't have very many to look
through, let's just confirm that it's correct.
| | 03:24 | So we can just easily scroll
through each individual value
| | 03:28 | in our spreadsheet. Oh, I do see $3
.00, and see just to confirm that
| | 03:35 | there is no other smaller value.
| | 03:37 | And there wasn't. So now you
can see that using the functions
| | 03:42 | contained in the Function Library,
are easy ways for you to help
| | 03:46 | to analyze your data very, very quickly.
| | 03:49 | Our next movie is going to show us yet one more
| | 03:52 | easy function to use.
| | Collapse this transcript |
| Trim| 00:01 | Some of the functions in your
function Library designed to help format
| | 00:05 | information that is residing in cells. And the next
function that we're going to look at, the Trim function's going to
| | 00:10 | do just that. If you take a
look at the information that's in
| | 00:14 | column B, you'll notice that
| | 00:17 | most of my values seem to be
just ever so slightly in between
| | 00:23 | the beginning of the cell,
| | 00:25 | and where my letters start. And the only reason I notice
that, is because as I come down I see they're not lining up
| | 00:32 | properly. So I'd like to fix that. Now,
one way I could do is to go into the cell,
| | 00:39 | and take the cell, and you know,
remove all the leading spaces,
| | 00:45 | click
| | 00:46 | Enter, and then it lines up nicely to the far left of the
screen. But even doing it 25 times is far too many times than
| | 00:53 | I want to do it. So
what's an easy way that I could
| | 00:56 | remove the leading zeros on all that
information? Well, I can do that by using the Trim
| | 01:03 | function. Now again, let's review how you work with your
functions. You place your indicator in the cell where you want
| | 01:10 | the new answer to go.
| | 01:13 | You then go up to the category in the
Function Library where that particular
| | 01:18 | function resides, and I know that
| | 01:20 | the Trim function
| | 01:22 | is in the Text grouping. Now,
| | 01:25 | you'll be hunting and pecking the first little while when you
are playing around with the functionality, because you're not
| | 01:31 | going to know where these are,
| | 01:33 | but at least the categories
give you an idea of where to look.
| | 01:37 | So if you want to work with text,
look under the Text category.
| | 01:40 | If I scroll to the bottom, I find the Trim function, and
I select that. So now I have a dialog box that comes up.
| | 01:48 | It gives me a description of what, actually, this function is
going to do. So, I want to double check that I've picked the
| | 01:54 | right one,
| | 01:55 | remove all spaces from a text stream,
except for single spaces between words.
| | 02:00 | That's exactly what I want to do. Now, in this little
search bar here, it's asking me what area do you want to
| | 02:08 | perform this function on?
| | 02:09 | So the easiest way to do that is to
collapse the dialog box by clicking on the
| | 02:14 | indicated icon,
| | 02:16 | going over to your
| | 02:18 | worksheet and selecting the
| | 02:21 | first
| | 02:22 | cell that you want that to be performed on.
| | 02:26 | Come back to your Function
Arguments dialog box and re-open it
| | 02:30 | by clicking on the icon,
| | 02:32 | and you'll see it gives you an idea of what your outcome
is going to be. So you can confirm before you even click
| | 02:39 | OK on this
| | 02:40 | function, whether or not
you're in the right spot.
| | 02:43 | So it's saying, it's taking
| | 02:45 | Pastry with a leading space and going to return Pastry with
no spaces. That's exactly what I want to do, so I click OK.
| | 02:53 | And Voila! It's done.
| | 02:55 | Now I'd like to do this for all of the rows in this column.
I can repeat putting in that same function over, and over,
| | 03:04 | and over for 25 rows, but
that's not going to save me any time.
| | 03:08 | What will save me time, is to be
able to fill the information down.
| | 03:13 | So if I click on
| | 03:15 | the grab bar in the cell that I'm working with, and
drag that particular cell all way down through all 25 rows,
| | 03:22 | and let go,
| | 03:24 | that function is copied into each of the cells that you see
here. So just by clicking and dragging, I have removed all of
| | 03:32 | the spaces
| | 03:33 | that preceded each of these different words.
| | 03:37 | Now the final thing I'd like to do is I want to copy
this information over into my Item Type column so that it's
| | 03:44 | nice and clean.
| | 03:46 | To do that,
| | 03:47 | I right click
| | 03:49 | and say, Copy.
| | 03:51 | I then go into the first
| | 03:54 | cell,
| | 03:55 | where I want this information to be pasted, I right-click,
and I select Paste Special this time. I skip over the regular
| | 04:03 | Paste and I pick Paste Special. Why?
| | 04:07 | Once I pick up Paste Special, it asks me, what special
pasting do I want to do? And in this case, because I am
| | 04:15 | working with formulas, I don't want the formulas copied
over, I want the value copied over. And what the value is is
| | 04:22 | the final result.
| | 04:23 | So instead of putting in the Trim
| | 04:26 | function that would bring over the value of
Pastry, it'll actually bring the word Pastry.
| | 04:31 | So you select Values from Paste Special, click
| | 04:35 | OK,
| | 04:36 | and now,
| | 04:38 | in the column B2,
| | 04:40 | you'll see Pastry without a leading space,
| | 04:44 | and in C2, you'll see the function
| | 04:47 | that got us there.
| | 04:48 | To do one final clean up, I select the
| | 04:52 | column where the function resides, I right-click
| | 04:55 | and delete it.
| | 04:57 | Now I have a nice clean
| | 04:59 | table to work with.
| | Collapse this transcript |
| Left| 00:01 | For the final movie in this chapter,
please open up EatCake Inventory 15A,
| | 00:05 | if your spreadsheet doesn't look quite
like the one that you see on the screen.
| | 00:09 | This function that I'm going to
share with you right now, I've used
| | 00:12 | numerous times in the past. And it's really good for creating
things like acronyms, or if you have a large spreadsheet that
| | 00:19 | you need to create usernames and passwords for, this is a real
time saver, and it's called LEFT. I'm going to use it to create
| | 00:27 | an acronym for the
| | 00:29 | item types that I have.
| | 00:31 | So I'm going to again, start and select
the cell were I want that information to
| | 00:36 | appear. Actually, I think I'm going to move it over
just ever so slightly, so it doesn't become part of that
| | 00:42 | table by accident. I'm going to put it
in cell I2. I then go up to pick out my
| | 00:49 | function, and the
function is LEFT as I mentioned.
| | 00:53 | And what this function does, is it returns the specified
number of characters from the start of a text stream. So I
| | 01:01 | identify what texturing I'm interested in working with, so I
collapse this dialog box, go over to my worksheet and select
| | 01:09 | B2, because that's the item type.
| | 01:12 | I come back to my dialog box and
open it up, and then I identify the
| | 01:17 | number of characters I want to work with.
So I want two characters in my acronym.
| | 01:23 | So, as a preview of what I'm
| | 01:26 | building, I see that I've
selected the word Pastry,
| | 01:30 | I've picked the first two characters,
so that's going to give me the result Pa.
| | 01:35 | Perfect. That's exactly what I want.
| | 01:37 | I click OK.
| | 01:39 | So I'm starting to build the
acronym that I'm going to use
| | 01:43 | within the spreadsheet.
| | 01:45 | Again,
| | 01:46 | to copy
| | 01:48 | this function down through my column,
| | 01:51 | I click on the grab handle, I pull it all the way
down through to the very final row I'm looking at,
| | 01:57 | and I let go.
| | 01:59 | And it's done the same thing all
the way through. It's gone through
| | 02:02 | each individual row in the column, and
pick the first two letters of every single
| | 02:08 | word that it finds there.
| | 02:09 | In cases where there's no
information, it just skips right over.
| | 02:13 | Again, I would like to place in column J,
| | 02:17 | not the function that I'm working with,
but the actual values, the P and a.
| | 02:22 | So I right-click,
| | 02:24 | select Copy,
| | 02:26 | select the cell where I
want the information to start
| | 02:29 | to be pasted,
| | 02:30 | right-click, select Paste Special,
| | 02:34 | choose Values,
| | 02:36 | Click OK,
| | 02:38 | and in comes my values.
| | 02:40 | In the next chapter we're going to look at
| | 02:43 | a few more advanced
functions from the Function Library.
| | 02:46 | Stay tuned!
| | Collapse this transcript |
|
|
18. Working with Advanced FunctionsConcatenation| 00:01 | This next thing I'm going to show you
| | 00:03 | gets "ooh's" and "aah's" any
time I've demonstrated it before.
| | 00:06 | And it's called the concatenation feature in the
Function Library. And what's going to do, is it's going to take
| | 00:13 | information from two separate
| | 00:15 | cells,
| | 00:16 | and incorporate them to
create one new value in a new cell.
| | 00:20 | I'm going to start with the
| | 00:22 | abbreviation that I created
| | 00:24 | in the previous movie. So if you'd like to open up EatCake
Inventory 16 in your Exercise Files, you'll see that I've
| | 00:32 | already started us off. So, I want to create the
acronym that includes the first two letters of my Item Type,
| | 00:41 | a hyphen,
| | 00:42 | and the Item Category.
| | 00:44 | So,
| | 00:45 | how do I do that very simply?
| | 00:47 | Alright, first things first. You go to the
cell where you want that information to reside.
| | 00:53 | So I'm going to select cell J2.
| | 00:57 | I then go up
| | 00:58 | to the text
| | 00:59 | category again in my Function Library group,
| | 01:03 | and this time I pick CONCATENATE.
| | 01:06 | And what concatenate does, is it brings together
several strings of text to create one new string.
| | 01:14 | So I select that
| | 01:15 | function,
| | 01:16 | and I'm just going to move over this
window ever so slightly, because I want to pick
| | 01:21 | the abbreviation that I created, as
the very first piece of my string.
| | 01:25 | So I select I2
| | 01:27 | has my cell.
| | 01:29 | Notice it pops in Pa
| | 01:33 | because it's identified and that's the value that's in there. So
it's going to start to build it for me, just as all the other functions
| | 01:39 | did, I'm going to see
what I'm creating as I do it.
| | 01:43 | I mentioned I wanted a
hyphen in between this piece
| | 01:46 | and the other piece of
my text that I'm creating.
| | 01:50 | So I go to my next Text2 box, and
I click on that, and I type in my
| | 01:56 | hyphen.
| | 01:57 | Notice when I clicked on Text2, it automatically
creates a Text3 box because I can create as many boxes as I
| | 02:05 | have pieces of information for. So this is
always going to be dynamic when it's being created.
| | 02:11 | Next I go down to Text3.
| | 02:14 | I have one more piece of text I want to include,
| | 02:16 | so I'm going to move my
| | 02:18 | screen over one more
| | 02:20 | time so that I see my Item Category column,
| | 02:24 | and I select
| | 02:25 | cell A2,
| | 02:27 | because that's the category that I want to include. So if
you take a look down here, you'll see that I've got Pa-Flour.
| | 02:34 | That's exactly how I want it to work.
| | 02:38 | If there was any changes that I would
want to do, I would just go back to the text
| | 02:43 | box where I've put in my information, and I
would make the adjustments, perhaps we order things,
| | 02:49 | put in more spaces, or pick a
completely different text box to work with.
| | 02:53 | But for me, I'm happy with what I've created.
| | 02:56 | I click on OK
| | 02:58 | to solidify
| | 02:59 | that particular function, and you'll see here
| | 03:02 | that it's
| | 03:03 | popped it into the spot J2. As I did with
the other functions, I grab the handle bar,
| | 03:09 | pull it down through my rows,
| | 03:11 | release, and I've created
| | 03:14 | my abbreviations
| | 03:16 | for each of the different
sections that I have here.
| | 03:19 | In order to solidify these
yet one more time, I high it,
| | 03:24 | select Copy,
| | 03:25 | move over to my new column,
| | 03:28 | select
| | 03:29 | Paste Special,
| | 03:31 | select Values, and click OK.
| | 03:35 | And I now have my
information placed for me here.
| | 03:39 | Now, in this case, because I didn't have anything under
the Sprinkles or Toppings area, I may have to go in and
| | 03:46 | adjust those ever so slightly, by
removing the hyphen in this case,
| | 03:52 | and in this case.
| | 03:54 | But making those two little adjustments
to my overall column is a whole lot easier
| | 04:00 | then going
| | 04:00 | row by row to create these manually.
| | 04:03 | Next we're going to do some analysis
on our overall table, so stay tuned!
| | Collapse this transcript |
| SumIf| 00:00 | The owners of EatCake have just
finished their year-end Inventory, and had
| | 00:04 | everyone put their accounts into a spreadsheet,
however, no one did a tally of each Item Type.
| | 00:10 | So now they either print off the pages
in the worksheet and count them by hand
| | 00:14 | or they use one of the advanced
functions Excel offers to do the work for them.
| | 00:18 | This movie's going to cover a lot of
the concepts we've reviewed so far, so you
| | 00:22 | may want to watch it a few times.
| | 00:25 | Open EatCake 18 to follow along.
| | 00:26 | We're going to add up the
inventory items for three areas:
| | 00:31 | Pastry, Buttercream and Sugar Free.
| | 00:33 | And you'll see that we already have an
example here in our Pastry area, it's
| | 00:38 | saying that there are 7 current
inventory items under the Pastry item type.
| | 00:43 | Let's just see if that's right.
| | 00:44 | I've got 2 here under Pastry, and if I
scroll through the visible area, I see
| | 00:50 | another Pastry with the inventory of 5.
| | 00:54 | The total of those two is 7, so I know
in my formula is calculating correctly.
| | 00:59 | Now, let's just take a look at this
formula before we go in and learn how to
| | 01:02 | create it up here in the Formula bar.
| | 01:04 | Basically, we're using the SUMIF
function, and we're telling it to take a look
| | 01:10 | at a particular area for a certain type,
and then go to a particular column,
| | 01:16 | and add up and everything that you find in
that column that matches under this criteria.
| | 01:23 | So how do we create something like this?
| | 01:25 | How do we get the power of the
Excel application to work with us?
| | 01:29 | First of all, we start off in the
cell where we want the answer to go.
| | 01:33 | And then we go up to the Formulas tab.
| | 01:36 | Under the Formulas tab, we go to the
Function Library, and in the Function
| | 01:40 | Library the SUMIF function is
contained under the Math & Trig grouping.
| | 01:46 | So I select that, and I go down until I
find SUM formulas, and I select SUMIF.
| | 01:52 | Then I get a dialog box coming up.
| | 01:56 | And this dialog box prompts me
to fill in the missing pieces.
| | 02:00 | First of all, it's asking me for a Range.
| | 02:03 | And the range is the area of
cells that you want evaluated.
| | 02:07 | So in Excel, we start with identifying
the very first cell we are interested in,
| | 02:12 | which is, in this case, B2.
| | 02:16 | We then tell it to look through a
particular section of cells, and so the end of
| | 02:22 | the cell, we want it to look in column
B, and we're going to just look at the
| | 02:26 | area on the screen here, so
the final row we can see is B25.
| | 02:30 | So we're saying, "Go to the information
that's contained in column B, starting
| | 02:36 | at row 2 an ending at row 25."
| | 02:38 | Then we're going to identify the criteria,
and the criteria is the condition, or
| | 02:43 | criteria in the form of a number,
expression, or text that defines the cells
| | 02:48 | that will be added together.
| | 02:50 | So basically it's saying, "What do
you want me to find in column B?"
| | 02:54 | Well in this case, I want to find
the word buttercream, so I type in
| | 02:59 | buttercream, making sure
that my spelling is correct.
| | 03:02 | It's not case sensitive.
| | 03:04 | But the spelling, it will
look for to be an exact match.
| | 03:07 | Finally, I identify what column I want to
find the information that I have to add up.
| | 03:14 | I could add up current cost, but
that's not what I'm interested in. I'm
| | 03:18 | interested in the inventory, and the
inventory is included in column E. So, sum
| | 03:24 | up anything that's in E2 to E25.
| | 03:29 | Again, we're looking at the same
area, the same range, in just a
| | 03:33 | different column this time.
| | 03:35 | It gives me an idea of what my
answer's going to be. Here it's coming up to a
| | 03:39 | 3, and then let's set this particular
function in place and see if that makes sense.
| | 03:46 | So it's telling me that it's looked
through the range and it's come up with the number 3.
| | 03:51 | So if I look for buttercream, I find 1
buttercream, and I see I have 3 in the inventory.
| | 03:57 | Go back through my list. It's not
finding this blue buttercream because it's not
| | 04:02 | an exact match, and I scroll through
and I see I have no other buttercream, So
| | 04:06 | the formula is correct.
| | 04:08 | Once you feel comfortable working with
Excel functions, you can save yourself
| | 04:12 | hours of time doing mathematical calculations,
and create some pretty powerful analysis.
| | 04:16 | Now speaking of powerful, let's explore
the Lookup function in our next movie.
| | Collapse this transcript |
| Lookup| 00:01 | Let's say you wanted to look up the current cost
of an item based on the Item# in our inventory list.
| | 00:06 | You can look up the data
quickly and efficiently,
| | 00:09 | find a specific data in a list, and automatically verify
that you're using the correct data by using the Lookup feature.
| | 00:16 | After you've looked up the data, you can perform
calculations or display the results with the values that are returned.
| | 00:21 | Now there's several ways to look up values
in a list of data and display the results.
| | 00:26 | Since this is an essential basics video,
we're going to learn about the easiest
| | 00:30 | type of lookups.
| | 00:31 | And this is the VLookup. What we're going to be doing
here is we're going to be looking up information in columns.
| | 00:39 | Open up Inventory list 19.
| | 00:41 | And this is the end
result that we're heading for,
| | 00:44 | so that we can see what we want to come up with.
| | 00:47 | We now have a new sub table on the worksheet,
| | 00:49 | that identifies the item
number and its current cost.
| | 00:54 | Right now, the item number is
14 and the current cost is $7.00.
| | 01:00 | Change the item number to 17,
| | 01:03 |
| | 01:04 | hit your Enter key, and see
what happens to your current cost.
| | 01:07 | The current cost now changes to $2.25.
| | 01:10 | Let's see if that's right.
| | 01:12 | We'll go over to our
| | 01:13 | table,
| | 01:14 | go to item number 17,
| | 01:16 | look across the row to the current
cost column, and we see that it is $2.25.
| | 01:23 | Cool isn't it?
| | 01:24 | Imagine how quick it will be to find the current cost of
items in a large piece of data with this kind functionality?
| | 01:30 | Let's learn how to create this table.
| | 01:33 | So we're working in list number 19.
| | 01:35 | To begin, if you haven't
already opened it, please do so.
| | 01:39 | You'll notice that I've moved the Item# to be in
column A, and this is important because the VLookup
| | 01:46 | function searches on the first column
| | 01:49 | in the range
| | 01:50 | of items you're looking for.
| | 01:51 | And since I want to look up an item
number, I wanted that to be the first
| | 01:55 | column in my list.
| | 01:57 | Let's select cell J8.
| | 02:01 | Go up to your Function
Library from your Formulas tab,
| | 02:05 | and this one is under the Lookup &
References category. Select that. And you're VLookup
| | 02:12 | function is at the very bottom. It's down
at the very last function you can select.
| | 02:17 | So if we look for the
definition of what VLookup is all about,
| | 02:22 | it actually looks up values
| | 02:24 | in the leftmost column of the table,
and then returns the value in the same row
| | 02:30 | from a column that you specify. So it's
going to look up information in the first column,
| | 02:34 | you're going to specify what you're
looking for, in this case our Item#, and then
| | 02:39 | you're going to say, "Go to
a particular column and grab
| | 02:42 | out the value that's sitting there,
based on what I'm putting in."
| | 02:47 | So let's look at the Function Arguments that can be
created for this particular function and see how we set this up.
| | 02:54 | The Lookup value is the value to be found in the
first column of your table. And it can be a value,
| | 03:00 | a reference, or a text string.
| | 03:02 | Now in this case, I want to be able to change up the
number that I in here. I don't want to say, "Always
| | 03:09 | show me what's in Item# 7." I want to be able to have the
power to change my numbers here like we did in our example,
| | 03:16 | and get a different current costs.
So I'm going to put in a reference.
| | 03:21 | So the reference that I'm putting in is
going to be the cell that's right beside
| | 03:25 | cell J8,
| | 03:27 | and it's going to be cell
| | 03:29 | I8.
| | 03:30 | We're going to start putting our item numbers
just in the cell that I'm hovering over here
| | 03:34 | in the future, and its going to allow us to change
and find different current costs for different Item#'s.
| | 03:41 |
| | 03:42 | Next, the table array.
| | 03:44 | This is a table of text numbers or logical
values in which the data is retrieved. So this is now
| | 03:50 | the area that we want
| | 03:52 | Excel to go and look the information up in.
| | 03:55 | in this case, it's going to be our whole table.
| | 03:59 | We're going to look up and input the cell
| | 04:04 | addresses for the table that we're working in.
So we're going to put in cell A2 to be the very
| | 04:10 | beginning
| | 04:11 | table.
| | 04:12 | Address, a colon
| | 04:13 | like we did in the last example,
| | 04:16 | and F25 as our final
| | 04:19 | cell that we want it to go look for.
| | 04:21 | The next item we're going to identify is the column index
number. And this is the column number in the table from which the
| | 04:29 | matching value should be returned. In this time, we're not
looking at A, B, C, D to identify, we're looking at a column number.
| | 04:37 | So that we're starting
off with 1, 2, 3, 4, 5, 6.
| | 04:41 | We want to come back with the current cost, and
the current cost is in 1, 2, 3, the fourth column.
| | 04:48 | So I put in the number 4,
| | 04:51 | to identify I want it to go into column D.
| | 04:54 | The final identifier is the range lookup,
it's a logical value so by this we mean it's
| | 05:01 | either true or false.
| | 05:02 | And we want to identify whether or not we want it to
match exactly, or if we just want to find the closest match.
| | 05:10 | In this case, we want it to match exactly. So we
want it to go and look for exactly item number 19.
| | 05:17 | In order to do that, to find an exact match, we have to put
in the value of false. Now this may have seemed a little bit
| | 05:25 | confusing to you, but
| | 05:26 | you are talking to a machine, so this
is what the machine will understand; to
| | 05:31 | make sure that you are going to find an exact match.
Should you forget this when you are working with this particular
| | 05:38 | function, that is
| | 05:40 | also reminded to you down here, in this little
| | 05:43 | dialog box.
| | 05:44 | So we now have our formula
| | 05:47 | in place, let's see if it's bringing
back the values that we're expecting.
| | 05:51 | When we first add in the formula, we get an N/A over
here that looks like we might have created an error in our
| | 05:59 | formula, but basically the problem is, is that we have no
value here in this particular cell, and it's looking for something
| | 06:06 | to go search on. It can't look of
nothing. So let's remedy this by clicking on
| | 06:12 | cell I8, and putting in
| | 06:15 | a number. Let's look up Item# 21.
| | 06:19 | Enter it by using your check mark.
| | 06:22 | And now we have a value here in our
| | 06:25 | cell, where we were putting our
formula previously. So it's telling us that
| | 06:30 | for item 21,
| | 06:32 | that the current cost is $6.25.
| | 06:36 | Let's see if that's right.
| | 06:37 | We'll go down to our Item# column, we'll search for item 21,
we'll use our arrow key to move across to our current cost,
| | 06:45 | and we see that our
current cost is indeed $6.25.
| | 06:50 | Let's do that one more time, because this
is a pretty cool concept we're learning here.
| | 06:54 | We'll go back up to
| | 06:55 | our Item# cell, we'll
lookup item number 13 this time,
| | 07:01 | click our check box to enter the information.
| | 07:04 | It shows us that it's $5.25.
we'll verify that that's correct.
| | 07:09 | And indeed it is.
| | 07:11 | You should feel very proud of yourself.
| | 07:14 | If you've made it through this movie and got this
function to work, this is pretty advanced stuff.
| | 07:19 | Now you're ready for more challenges.
| | 07:21 | Let's look at What-If analyses.
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| What-If Analysis| 00:01 | What if analysis let's you use the power of computer to
do many mathematical calculations for you very quickly.
| | 00:07 | If you know the result
| | 00:09 | that you want from a formula,
| | 00:11 | but not the input values that the formula needs to
get that result, you can use the Goal Seek feature.
| | 00:18 | And that's found under the Data tab,
| | 00:20 | in the Data tools area.
| | 00:23 | Excel is fairly powerful and you have three different
What-If analysis options, but we're going to concentrate on
| | 00:30 | the Goal Seek
| | 00:31 | function in this movie and in our basics.
| | 00:34 | EatCake has been doing very well and are thinking of
expanding so they want to be able to take a loan out
| | 00:41 | of $100,000, and pay it over 180 months.
| | 00:45 | They have a particular payment in mind, but they
want to know if the interest rates are anywhere near
| | 00:52 | the right levels for them to be
able to secure a loan of this amount.
| | 00:56 | They're not really sure
| | 00:57 | what interest rates will
| | 00:59 | allow them to do that.
| | 01:01 | So rather then
| | 01:02 | putting in values here and trying to calculate numbers here
to work with this particular formula, we're going to use the
| | 01:09 | What-If analysis,
| | 01:11 | in the Goal Seek options.
| | 01:12 | And I'm just going to move this particular dialog
box up here so it's closer to the top of our screen.
| | 01:18 | Basically, what this dialog box is asking us
| | 01:21 | is
| | 01:22 | it's asking us to set a particular cell,
| | 01:25 | which is our final payment,
| | 01:28 | to a value.
| | 01:30 | And we're going to put in a value of $900.
| | 01:33 | We have to put it in as a
negative value in this particular
| | 01:37 | instance because the payment
that we're looking at comes out
| | 01:41 | as a decrease of our overall
| | 01:43 | payment we need to make.
| | 01:45 | So I'm going to put it in as a -$
900 because that's what I can afford.
| | 01:50 | And I want to identify what cell I'm going to change in
order to meet that number. Well the cell that I'm interested in
| | 01:57 | changing is the B3, my interest
rate, because I'm not quite sure
| | 02:02 | what my interest rate should be.
| | 02:04 | So I put in
| | 02:06 | B3.
| | 02:07 | So basically,
| | 02:08 | we're telling it to set
| | 02:10 | this cell here, B4, where I have my formula,
| | 02:14 | give it the value that you're looking at,
| | 02:16 | and change up this cell here
in order to get it for you.
| | 02:20 | Let's click the OK button and see what happens.
| | 02:23 | Notice that it comes up with a
| | 02:26 | value of 7%. You need an interest rate of 7% on a loan of
this size, over this amount of time, in order for your payments
| | 02:34 | to be $900 a month.
| | 02:37 | That was pretty quick. Goal
Seeking with cell B4 found a solution.
| | 02:41 | Your target value was -$900 a
month, that's what you want to pay,
| | 02:45 | and it would have to get an interest rate of 7%. Now that's too bad
in today's environment, but I may want it to be a little bit less,
| | 02:53 | so let's try that one more time.
| | 02:55 | I'm going to go back up to my What-If
analysis. I'm going to go select Goal Seek.
| | 03:01 | I'm going to still set
that same final number, B4.
| | 03:05 | This time I'm going to make it $
600, $600 is what I want to pay.
| | 03:10 | And I'm going to still try to
change up my interest rates,
| | 03:14 | and then
| | 03:15 | click it off.
| | 03:16 | Now, it's looking at it here and it's telling me that it
only needs an interest rate a 1% in order to be able to pay that
| | 03:23 | off. That looks pretty cool but
| | 03:25 | I don't know if I'll ever be that lucky to get an interest rate
of only 1%. But you can see here that the power of this What-If
| | 03:32 | analysis allows you to do
| | 03:35 | many, many calculations, very
quickly, in order to find out
| | 03:39 | where you're
| | 03:40 | values are that you need.
| | 03:43 | So keep this particular formula in mind in the future,
when you want a use the power of Excel to save you time doing
| | 03:50 | mathematical calculations.
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|
|
19. ChartsWhy create a chart?| 00:01 | Microsoft Excel 2007 supports numerous types of charts
to help you display information in a much more meaningful
| | 00:08 | way, to your audience. Charts can convey much more than
numbers alone, because Charts present data in a visual way
| | 00:15 | that makes it easier to see
| | 00:17 | the meaning behind the numbers.
| | 00:20 | And with the new charting capabilities in Excel 2007, it's
easier than ever to turn the data into meaningful information.
| | 00:29 | Every chart starts with data.
| | 00:32 | In Excel 2007, you can select your worksheet,
| | 00:36 | and choose a chart type that
best suits your purpose and click.
| | 00:40 | And if you want to choose a different type,
| | 00:42 | you just
| | 00:43 | click again.
| | 00:44 | So you can see various options just
by pointing at some in the dialog box.
| | 00:49 | So you don't have to spend time
applying and reapplying different
| | 00:54 | chart formats and changes and
| | 00:57 | making adjustments to your data.
| | 00:59 | This is one area that Microsoft
Excel 2007 has really improved upon.
| | 01:05 | Let's take a really quick look at how to
create a chart with the data that we have here.
| | 01:11 | Right now, I've got the EatCake Sales
results for the quarters of last year.
| | 01:16 | If I wanted to quickly see what this
would look like as in a chart, I could
| | 01:21 | go to my Insert tab, which is
where my charting functions are
| | 01:25 | stored,
| | 01:27 | and I'm just going to
quickly click on the Column
| | 01:30 | chart, and I'm going to select this 2-D column stacked
chart. And you'll see here that the information that we have
| | 01:37 | in behind this chart
| | 01:39 | is now nicely presented
and is much easier to see
| | 01:44 | that the WADE is my top performer,
| | 01:47 | because it's now visually
presented in a chart format.
| | 01:51 | Rather than having to search through and investigate all of
the different information here in the table, I can easily see
| | 01:59 | my high performers
| | 02:00 | and my low performers,
| | 02:02 | based on the information that's included here.
| | 02:05 |
| | 02:05 | Let's take a look at how we
actually create this and in more detail.
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| Creating your chart| 00:01 | Charts start with data. And in Excel 2007, you select the data in
your work sheet, choose the chart type that best suits your purpose
| | 00:08 | and click.
| | 00:09 | And that's how easy it is to create a chart.
| | 00:12 | Let's first take a look at the different kinds of
charts that you can create by looking at the Insert tab
| | 00:18 |
| | 00:19 | and the Charting group.
| | 00:21 | If you'd like to open up the EatCake Sales
| | 00:24 | worksheet to follow along, please do.
| | 00:27 | There are different chart types
that we can work with in Excel.
| | 00:30 | The first is a column.
| | 00:32 | And column charts are used to compare values across
categories. This is often the most commonly used type of
| | 00:40 | charting that novice
| | 00:42 | Users will work with.
| | 00:44 |
| | 00:44 | In column charts, categories are
typically organized along horizontal accesses and
| | 00:50 | just as we see here.
| | 00:51 | In the Line charting type, these
are used to display trends over time.
| | 00:57 | And in order to create one
of these, you want to arrange
| | 01:01 | your data in columns or rows on a
worksheet that can be plotted in a Line chart.
| | 01:07 | You can work with a pie chart, and pie charts display
the contribution of each value to a total. So use this when
| | 01:15 | values can be added together, or when you have only one
data series and all values are positive. So this would
| | 01:21 | be a type of chart that we would use to
describe our inventory in our eat cake
| | 01:26 | environment.
| | 01:28 | Bar charts are best suited when
you are comparing multiple values.
| | 01:33 | Especially if the
| | 01:35 | text is quite long, in terms of your
| | 01:39 | category
| | 01:40 | names.
| | 01:41 | And then you have your other,
| | 01:43 | more sophisticated types of charting,
| | 01:45 | that we're not going to take a look at in these
movies. We are going to concentrate on these ones here.
| | 01:50 | So, in order to create a chart as I mentioned, it's a very
simple thing to do. You make sure that you are sitting in the
| | 01:57 | table that you want to chart,
| | 01:59 | you go up to the type of chart you want to create, an
click. And then you are presented with additional types of
| | 02:06 | presentations of that particular column type.
| | 02:09 | And I can do a
| | 02:10 | two-dimensional column, I can do a three-dimensional column, and I
can get quite sophisticated in how I present it. We're going to keep it
| | 02:16 | simple again, and we're going
to do a two-dimensional column.
| | 02:19 | And this one that I've
selected is called a cluster column.
| | 02:22 | I'm going to select it, and it's going embed my chart right
in my spreadsheet here. So I can take a look at the values
| | 02:32 | immediately above my
| | 02:34 | table. And I can see very quickly
that WADE is the highest performer
| | 02:40 | in this organization because his
| | 02:44 | value point is quite high;
| | 02:46 | higher than anyone else's. And that wasn't
quite as visible, if I just move my chart over,
| | 02:51 | just to the right a little bit, you'll see that that
wasn't quite as easy to determine by just looking at my table
| | 02:58 | here.
| | 02:59 | So if I just move my chart right off,
it would take me a little bit longer
| | 03:04 | to see that WADE is indeed my
highest performer, because it
| | 03:08 | gets lost in the numbers.
But if I pull it over here
| | 03:12 | and show you
| | 03:13 | the
| | 03:14 | table,
| | 03:15 | it's quite easy to work with.
| | 03:18 | And it shows it very, very easily.
| | 03:20 | What we're going to take a look at next, is the
different ways that we can manage this chart so that we can
| | 03:27 | really enhance it even further.
| | 03:29 | And,
| | 03:29 | obviously I don't want it sitting right in the middle of my sheet. So how
do I move that? That's what we're going to learn about in our next movie.
| | Collapse this transcript |
| Modifying your chart| 00:01 | If you open EatCake SalesA worksheet, you'll see that we
are starting from the point where we had created our chart
| | 00:08 | before. And in this movie we're going to learn how to modify this
particular chart. You can see in the previous movie, it was very,
| | 00:15 | very easy to create something, but now we want to make
sure that we are presenting it in the best way so that we can
| | 00:23 | really see the information. Because even though that it
was easy to create this chart, it's still a little bit busy,
| | 00:29 | and it's not showing off
| | 00:31 | all of the information that I
can get from it. And as well, it's
| | 00:34 | sitting over top of my table,
| | 00:36 | and I'm not really interested in having it sit there because
it doesn't allow me to analyze both things at the same time.
| | 00:42 | So the first thing I want to do, is I
want to move the location of this table,
| | 00:47 | or this chart. So, I can do
that by going up to my Chart Tools
| | 00:53 | tab, which is now visible because I am
working with a chart. And within my Chart Tools tab,
| | 00:59 | I can see I have the
selection to move the chart.
| | 01:03 | So I
| | 01:04 | simply click on that.
| | 01:06 | It asks me, "What do you want to do, do you want to move
this chart to another sheet, or to another tab in the workbook?"
| | 01:12 | Well, I'd like just to move it to
another tab. So I select the chart,
| | 01:17 | I click Move Chart, it asks me,
"Where do you want it to go?"
| | 01:22 | You could
| | 01:23 | keep the object in
| | 01:24 | the same sheet, or do we want
to create a brand new sheet?
| | 01:28 | And I'm going to put it on
| | 01:30 | the Chart 1 sheet.
| | 01:34 |
| | 01:34 | I click OK,
| | 01:35 | and it moves
| | 01:37 | the chart from
| | 01:39 |
| | 01:39 | my Sheet1, which is now the data. So I'm just going to
rename that by right-clicking on the tab, selecting Rename,
| | 01:47 | and putting in Data
| | 01:49 | as my chart name. And I now have a new
chart sheet, which is over here in Chart 1.
| | 01:54 | Now you can see here that it allows me a lot
better visual of what's happening on my chart.
| | 02:01 | And if you select the chart itself, you will be able to go
back up to the top of the screen were you've got your Chart Tools,
| | 02:09 | select that tab, and now we are
back in place where our different Chart
| | 02:13 | Tools are made available to us.
| | 02:16 | I can change the chart style that I'm looking at by
simply moving and mousing over the different chart
| | 02:22 | styles until I see which style seats suits me best, and if I
like it, I can click on it and it changes the color. So if I
| | 02:30 | select the third one in the row, it now brings it back to the
EatCake greens that we have been used to using throughout the movies today.
| | 02:39 | As well, I can also
| | 02:41 | go to change the
| | 02:43 | chart
| | 02:44 | layout.
| | 02:45 | And this chart layout here
| | 02:48 | allows me to select it and place
in additional information. I have my
| | 02:54 | legend here on the left, I
also now can put in a chart title.
| | 02:59 | Right here, so visually I can work exactly in the area
and see what I am creating. This is quite a substantial
| | 03:07 | improvement over previous Excel applications, because before you
were really working in a cryptic wizard, and you really weren't sure
| | 03:14 | what you were creating until it was all done.
And you spent a lot of time redoing your
| | 03:19 | creations. Here, you are seeing
everything that you are creating right at your
| | 03:24 | fingertips and right in front of
you. As well, it also allows you
| | 03:28 | little quick menus to allow you to do some
additional formatting in the area that you are working in.
| | 03:34 | I'm going to keep my chart title
fairly simple, and I'm going just put in
| | 03:38 | EatCake sales as my chart title. So I highlight it,
I type EatCake sales, and that's the name of my title
| | 03:47 | for my chart. You can flip different chart layouts. If
you would like to see what chart layout number two is, it
| | 03:52 | allows you to really quickly click through
and determine whether or not the information is
| | 03:59 | easier to see or
| | 04:01 | harder to understand as you click through. I in
fact like my third layout here where it puts my
| | 04:07 | legend along the bottom because it
just allows me a little bit more room
| | 04:11 | to see and spread out my charting.
| | 04:14 | I may want to change my chart type altogether
| | 04:18 | to present my day. So if I could click at the very beginning
of my ribbon, over to Change Chart Type, I can select that and
| | 04:28 | it brings up a dialog box which
gives me the different choices
| | 04:33 | of
| | 04:34 | charting that I can work with.
| | 04:37 | I could try a horizontal bar chart to see how this
presents the information by just simply clicking on that,
| | 04:43 | clicking OK,
| | 04:45 | and it
| | 04:46 | presents the information horizontally by
| | 04:50 | sales person.
| | 04:53 | if I want to go back to the original chart, I just
simply click my Undo Chart Type and it brings me back to
| | 04:59 | my original selection.
| | 05:01 | You'll notice here if I look at WADE,
| | 05:04 | I have two entries for WADE.
| | 05:07 | And I want to see how he's doing
overall on the whole year. Is this graded--
| | 05:11 | does identify for me exactly quarter by quarter how he's
doing, but I want see how he's doing over all. I can do that by
| | 05:19 | going to my
| | 05:20 | Change Chart Type,
| | 05:22 | and selecting a Stacked
| | 05:24 | Column,
| | 05:25 | which will put information
| | 05:27 | for Quarter 1, Quarter 2,
Quarter 3, on top of each other.
| | 05:31 | If I select that,
| | 05:32 | and then click OK.
| | 05:34 | you'll see how it presents the information by salesperson,
but I get one column for each, with varying shades of green
| | 05:44 | for the different quarters. Now in this case,
| | 05:47 | you see how you're always modifying to
help pull out the information and present it
| | 05:53 | in a more clear
| | 05:55 | way for your
| | 05:56 | end users. Here it's
| | 05:59 | too difficult to see where
Q1 ends and where Q3 begins,
| | 06:03 | and Q2 begins. So I'm going to try something with a little
bit more color in it. So I go back to style two and here's a lot
| | 06:10 | more color that I'm working with.
| | 06:12 | This is great,
| | 06:13 | because it does identify for me,
| | 06:16 | very easily,
| | 06:17 | the different quarters. So I can see that WADE had a
spectacular quarter 3, and he tailed off a little bit in quarter 4.
| | 06:24 | Still was the highest
performer from my whole year,
| | 06:28 | but visually it really helps me
| | 06:30 | see who
| | 06:32 | performed best in each quarter.
| | 06:34 | And
| | 06:35 | with just two clicks, I am able to see
the information that I contain in my tables.
| | 06:40 | We're going to take a
little bit more in-depth look at
| | 06:43 | charting in our next movie.
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| Laying out your chart| 00:01 | Hopefully, you're very impressed with the ease that Excel 2007
offers you to create charts. What we're going to take a look at is the
| | 00:10 | final piece of creating charts, and that's talking about the
formatting of the chart and some other options that you can
| | 00:16 | turn on and off, to enhance
their look of your charting.
| | 00:20 | Open up EatCake SalesB
| | 00:23 | and
| | 00:24 | select the chart by clicking on it.
| | 00:27 |
| | 00:28 | That opens up your Chart Tools tab, and this
time we are going to look at the Layout tab
| | 00:35 | that we have to choose from. And here,
| | 00:38 | you get to adjust further,
the information that you are
| | 00:41 | presenting on your chart.
| | 00:44 | Under Current Selection, you can adjust the Current
Selection to work not only your chart area, but other
| | 00:52 | areas in your charting. You could go right
down to your different series and change up those.
| | 00:59 | You can work with the Labels and you can
change up your Labels by changing your Chart Title.
| | 01:05 | You can
| | 01:07 | determine where that chart
title is going to be presented.
| | 01:11 | Do you not want to have one?
DO you want it to be centered
| | 01:15 | and overlaid without resizing the chart, or do you
want it to be presented above the Chart as we have here.
| | 01:21 |
| | 01:22 | You can adjust your Axis title. Sometimes it's important
to identify the information that you have and explain what
| | 01:29 | you're looking at.
| | 01:31 | And you can add, remove, or position
the text used to label each of the Axis.
| | 01:35 | You can look at your Horizontal Axis,
| | 01:38 | or your Vertical.
| | 01:39 | In this case, I think it's quite important to have the
information presented on my Axis, so I know who I'm talking about
| | 01:45 | in terms of my
| | 01:46 | salesperson as well as what revenue figures
they were bringing in that particular quarter.
| | 01:52 | Sometimes it's important to put my legend in, and sometimes
it's not. Because I'm color coding my legend in this case, it is.
| | 01:59 | So I want to leave it in, but I may want to move it
around on the chart. I may want to adjust my Data Labels.
| | 02:08 | So if I turn off my Data Label,
| | 02:11 | then I would not have anything showing.
| | 02:15 | I could center my Data Labels and points on the
| | 02:19 | chart itself.
| | 02:20 | And there I'm showing all of the values per quarter that
each individual salesperson came in. Now obviously this does
| | 02:28 | not enhance the look or readability of my chart at all, so
I'm going to turn it off. But in some cases, sometimes it's
| | 02:35 | important to show that information. But visually,
this is a very striking chart because I can see exactly
| | 02:42 | the information that I need to present
very easily, just the way that it is.
| | 02:47 | Over here on my Gridlines, I can
choose--or my Axis--I can choose
| | 02:52 | to show either the Gridlines.
| | 02:55 | So I can turn them off,
| | 02:57 |
| | 02:58 |
| | 02:58 |
| | 02:59 | So here you see that it
| | 03:01 | removes the Gridlines, it just shows me
| | 03:04 | visually
| | 03:06 | who's the highest. It doesn't help me identify who the top
performer for WADE is. You'll notice as I'm mousing over the
| | 03:13 | different series, it also puts in
the information about what builds that
| | 03:18 | particular value.
| | 03:20 | Why did I get that particular pink line
| | 03:23 | as large as it is and it shows that
| | 03:26 | for this WADE
| | 03:27 | for Q4, he brought in just under $8,
000 worth of revenue to the organization.
| | 03:34 | It might be easier for me to show
the Gridlines, so I'm going to put on
| | 03:40 | the major Gridlines here. And it helps me
| | 03:42 | visually identify where his
values are and how much he's done
| | 03:48 | accumatively,
| | 03:49 | in terms of revenue
| | 03:50 | within the organization.
| | 03:52 | SO you can see here that
you have lots of other options
| | 03:56 | on how to help identify the key points in your charting and
it's very easily done in Excel 2007 by clicks of the button
| | 04:06 | and your Chart Tool options.
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|
|
20. Pivot TablesWhat are PivotTable reports and PivotChart reports?| 00:01 | This series of movies on Pivot Tables is just
going to introduce you to the very lowest level
| | 00:06 | of power that you can work with when you are
using Pivot Tables. But I wanted to introduce
| | 00:11 | this concept to you because it
is a very powerful way of using
| | 00:17 | the Excel 2007
| | 00:20 | work sheets,
| | 00:21 | to analyze the information
that you have in your worksheets.
| | 00:24 | What we're looking at here in this
particular screen and if you've opened up the
| | 00:29 | Pivot Table worksheet
| | 00:30 | in your Exercise Files, you can follow along.
And you'll see that we've started off with the
| | 00:36 | end result, this is where we
want to learn how to get to.
| | 00:40 | If you click on the Data tab, you'll see that the
information that we have is the same inventory list that we've been
| | 00:47 | working with
| | 00:48 | throughout most of our exercises to date.
| | 00:51 | But what I've done is I've created a Pivot Table and if you
click on the Pivot Table tab, you'll see that the Pivot Table
| | 00:58 | is really the sum of all your inventory items. We've done this in
various ways in different movies, but with this Pivot Table, I can easily see
| | 01:08 | how many
| | 01:09 | inventory items I have; of Flour, of
| | 01:12 | Icing, of Mix, of Sprinkles, of toppings for a Grand Total
of how many items I have in my total inventory, as well as I
| | 01:20 | can look at all of the
inventory for each individual item.
| | 01:24 | And I can do that very simply by
| | 01:27 | selecting or deselecting any
of the items I wish to review.
| | 01:32 | Over here in my Pivot Table field list.
| | 01:35 | If instead of looking at inventory, I wanted to look at
final cost, it's just two clicks of my Mouse button in order to
| | 01:42 | pull that same information from my
| | 01:45 | datasheet, and present it to me,
so that I can analyze it here.
| | 01:49 | Similarly, I can be creating
from this table and from this area,
| | 01:55 | different
| | 01:56 | charting options, by going up to my Options tab here, and
selecting the ability to do Pivot Charting directly from
| | 02:04 | here.
| | 02:06 | And you'll see that
| | 02:07 | the
| | 02:08 | Insert Chart options that we just reviewed in our
charting movies are made available. So this is going to be quite
| | 02:15 | an interesting set of movies for you. We're not going to
delve too deeply in it because we want to introduce the concept
| | 02:22 | only here of Pivot Tables, and
| | 02:25 | hopefully you're going to find it very
enjoyable and want your appetite to learn more.
| | Collapse this transcript |
| Creating a PivotTable| 00:01 | We're going to take a high level look at creating Pivot Tables, so
the information we're going to be working with in the next few movies
| | 00:08 | are going to show you
| | 00:10 | how to easily do a Pivot Table.
We're not going to get in depth in
| | 00:15 | all the details behind this,
| | 00:17 | but we're going to give you a taste for what a Pivot Table
will actually let you work with, and hopefully spur some interest
| | 00:24 | for you to explore a
little bit more on your own.
| | 00:26 | The data that we're going
to be working with is our
| | 00:29 | inventory data, and it's
included in Pivot Table A's worksheet
| | 00:33 | in your Exercise files, if
you'd like to follow along.
| | 00:36 | Right now I'm looking at my the Data tab.
| | 00:39 | In order to create
| | 00:40 | a Pivot Table, I simply
| | 00:43 | select the table itself,
| | 00:45 | go to the Insert tab,
| | 00:47 | and pick Pivot Table.
| | 00:49 | I've then select the Pivot Table option,
| | 00:53 | confirming
| | 00:54 | what data range I'm looking at. And you can tell that you've
selected all of your data because it's highlighting it up here in your
| | 01:01 | worksheet.
| | 01:03 | And then you determine where you want that Pivot Table to go,
so I want it to go on a brand new worksheet, which is what
| | 01:09 | the default is,
| | 01:10 | I click OK.
| | 01:12 | And you'll see that the information
is now pulled into its own worksheet.
| | 01:16 | With the Pivot Table field list on the right, and the area
where the Pivot Table is going to be created here on the left.
| | 01:23 | Before we go on, let's go down
to the bottom and select the
| | 01:27 | Sheet4 name, right-clicking on it and
| | 01:30 | selecting the Rename
| | 01:32 | option, and calling this Pivot Table, so if
we happen to use this again in our exercises,
| | 01:39 | we know that this particular tab
contains our Pivot table information.
| | 01:43 | We then want to be able to go over to our Pivot Table
field list, and I start identifying some of the pieces of
| | 01:52 | information we want a show on here.
| | 01:54 | First thing we want to select is Item Type. So if we select
that, you'll see that you have all the different Item Types
| | 02:01 | shown here along your rows.
| | 02:05 | If I select Item Category,
| | 02:08 | it will also include them on my rows. Now this makes it
a little bit difficult to understand the information that
| | 02:16 | I'm looking at here.
| | 02:18 | This is where you get into the real value of
working with a Pivot Table, because all you need to do
| | 02:24 | is to select one of your row labels, in
this case Item Category, click and drag it,
| | 02:31 | and pop it into the
| | 02:32 | Column Labels box.
| | 02:34 | So what this section of the pivot table field list
allows you to do, is to mix and match where the information is
| | 02:42 | stored.
| | 02:43 | And what you're doing is you're pivoting
| | 02:45 | your rows and columns so that you get the information in
a way that's going to make sense for you to understand and
| | 02:53 | analyze.
| | 02:54 | Hence, Pivot Tabling.
| | 02:57 | Next what you want to identify, is
now that you've got the information
| | 03:02 | aligned correctly,
| | 03:03 | What
| | 03:04 | are you going to track? The current Costs,
| | 03:07 | the Inventory levels, or the Final Costs
| | 03:11 | of the different
| | 03:12 | pieces of
| | 03:13 | Inventory that you've got to look at. Well let's just take a
look very quickly at the current cost. If I select Current Cost, it
| | 03:21 | then goes and presents for me,
the current costs that are sitting
| | 03:26 | in the different
| | 03:28 | cells in my original data
file, and it presents it here.
| | 03:32 | You'll notice as I mouse over them, that you get this little
dialog box that pops up, it says Sum of Current Costs and the value is
| | 03:39 | No value. A Pivot Table will automatically default to want
to add items up, so in this case, because I'm just pulling
| | 03:47 | an individual value
| | 03:49 | from my data source,
| | 03:51 | it's not going to give me the
| | 03:53 | sum of anything because
there's nothing add up. But if I did
| | 03:58 | deselect Current Cost and
wanted to add Inventory,
| | 04:02 | I could then see that the Inventory is
the addition of all the different pieces.
| | 04:08 | So it's showing me and it's helping me
| | 04:10 | identify
| | 04:12 | very, very quickly the
inventory levels of my particular store.
| | 04:17 | I also have a Grand Total column,
| | 04:20 | of the column and row summarizing all of the inventory
levels for all the different ways that I'd like to look at it.
| | 04:27 | So you can see,
| | 04:29 | with three minutes of instruction and a few clicks, you've
been able to pull the information from your data source into a
| | 04:37 | Pivot Table and quickly
analyze what you need to know.
| | 04:41 | Let's look further
| | 04:43 | at some of the options that
we can find at Pivot Tables.
| | Collapse this transcript |
| Laying out your PivotTable| 00:01 | In your Pivot Tables options tab,
| | 00:03 | in the first grouping under Pivot Table, you have the
ability to name your Pivot Table directly here. So I can
| | 00:09 | change it from the
default to EatCake Pivot Table.
| | 00:15 | Under here, you can find other Pivot Table
options, but we'll save that for a more advanced
| | 00:19 | movie.
| | 00:20 | Under your active field,
| | 00:23 | it will default to add up the items
| | 00:26 | in the body of your Pivot Table in here, but what you
also could do is go to your Field Settings tab and change
| | 00:34 | the type of calculations that's being done
| | 00:37 | on those values. If you wanted to count
| | 00:40 | the individual values that you see, want to average them,
find the maximum or minimum in the area, you can also show that
| | 00:47 | here.
| | 00:48 | Also, you could show the value in different
formats. So you have lots of choice and options of
| | 00:55 | what data is included
here in your active fields.
| | 01:00 | You can group your data,
| | 01:01 | for better selection than
sorting, you can sort it,
| | 01:05 | so that it can be presented
alphabetically, or in other sorting manners.
| | 01:10 | You can also set up your data so that it's
automatically updated from an external source.
| | 01:18 | You can clear your pivot tables, and remove them, and
change the formatting filters, as well as moving it from the
| | 01:25 | place that is set in this particular worksheet.
| | 01:28 |
| | 01:29 | You also have some Pivot
Charting options and Formula
| | 01:32 | functionalities.
| | 01:34 | Also, you can change the field list presentations, so
if you wanted to you can change the way the Field List is
| | 01:41 | presented. In this case,
I've hidden it all together,
| | 01:44 | but if I click it again, I will
have it presented to me. I can
| | 01:48 | change the Show or Hide buttons to expand or
collapse items within my Pivot Table, as well as
| | 01:54 | display the Field Headers for more rows or columns.
So I have different choices that I can work with here
| | 02:00 | in this case. If you noticed, I clicked on
the Field Headers button and I removed the
| | 02:05 | formatting options and the
filtering options that I had here.
| | 02:09 | If I wanted to add that back in I would just click,
and that your field column labels and your row labels
| | 02:15 | are re- shown. And I'm going to turn that
off because I like the presentation of that
| | 02:20 | better.
| | 02:21 | In the next movie, we're going to take a look at the
Design tab, and see what that offers us in terms of working with
| | 02:28 | Pivot Tables.
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| Designing your PivotTable| 00:01 | Clicking over onto the Design tab, allows you to
| | 00:04 | work with the look and feel of your
| | 00:07 | final
| | 00:08 | Pivot Table and the way that it's
going to be presented. Here, I have
| | 00:12 | Pivot Table Styles under my Pivot Table Styles
| | 00:16 | tab or group. And I can just click through
| | 00:19 | and use my different formatting styles that
we're most accustom to when we're working in
| | 00:24 | Excel now in 2007. So you can visually see very, very easily,
which one suits the display that you would like to have and perhaps
| | 00:34 | matches some of the themes that you've worked with
in the past in the 2007 version of Excel. And you can
| | 00:41 | quickly
| | 00:42 | and easily
| | 00:43 | make your selections here to make it again, as visually
appealing as possible. You also have the ability to adjust Pivot
| | 00:50 | Table style options here, you can show your row headers and
your column headers, which is what I'm showing here. I can
| | 00:57 | band my rows,
| | 00:59 | which helps it again,
| | 01:01 | differentiate
| | 01:03 | and help my I track,
| | 01:05 | the inventory item that I'm looking at,
| | 01:08 | to the total amount of
inventory that I have here.
| | 01:12 | So again, that's something that I think I'm going to
leave on because it does help and display the information very
| | 01:18 | easily for me to read.
| | 01:19 | You can also band your
columns if you're interested.
| | 01:22 | Over here in my layout,
| | 01:24 | this is some information that I'm going to
| | 01:28 | help me with my grand totals, as
well as my reporting and my printing.
| | 01:33 | In my Subtotals layout, it
allows me to put in subtotals or
| | 01:37 | create or hide Subtotals. Now, in the case of the way that I've
presented the information here in my Pivot Tables, Subtotal is
| | 01:44 | not going to be a relevant item
for me to show because I don't
| | 01:49 | have any categories that I'm summing up. But this is a nice
option to be able to put in if you did have, and you wanted to see the
| | 01:56 | subtotals calculated.
| | 01:58 | Grand Totals, I already have
Grand Totals identified here, and
| | 02:02 | I'm viewing them automatically at the end of my columns
and at the end of my rows, and it gives me a nice Grand Total
| | 02:08 | here. If I
| | 02:10 | turned off
| | 02:12 | the rows and Grand Totals, I hav4 four different ways that I
can present this data. I can turn it off for all rows and columns,
| | 02:19 |
| | 02:20 | I could turn it on just for the
rows and columns like I had before,
| | 02:24 |
| | 02:25 | I can turn it on for rows only,
| | 02:28 | or I can turn it on for columns only.
| | 02:31 | So it really depends on the kinds of information that
you want to see, and what it is that you want to key in on
| | 02:37 | when you are doing your different
reporting. As well, you can create
| | 02:41 | charts based on the different subsections of data, and the
different presentations of data, so that he can highlight it. And we'll see
| | 02:47 | more about that in our next movie.
| | 02:50 | Under Report
| | 02:51 | Layout, you can adjust the Report Layout, the compact form
optimizes the readability while the tabular and outlined forms
| | 02:57 | include the field headers. So
let's just see what that looks like.
| | 03:01 | If I show this report in compact form,
| | 03:05 | it doesn't really show a little
bit different because we have,
| | 03:07 | not much data to play with.
| | 03:09 | If I showed an outlined form,
| | 03:11 | it's not showing any difference either,
| | 03:13 | to
| | 03:14 | and in tabular form, you will see that the lines are
showing up. This shows up better in your Print Preview
| | 03:20 | option.
| | 03:21 | If you we go to our Page
Layout option here, you will see
| | 03:26 | that this is my tabular format, and you will see the gridlines between
each of my tables here, or each of my columns, and if I move it over to
| | 03:34 | the outline form, you'll see
that the grids are removed from my
| | 03:38 | columns. So that's the difference
that you will be able to see here.
| | 03:43 | Under Blank Rows,
| | 03:45 | this emphasizes groups by adding a
blank line between each grouped item.
| | 03:49 | We'll see
| | 03:51 | insert a blank line under each item, and
you'll notice that it veer so slightly included
| | 03:55 | a blank line there. So, it also allows you to
| | 03:59 | adjust the way that you are
presenting your information.
| | 04:03 | Next will take a look at
| | 04:04 | the charting availability
from the Pivot Table option.
| | Collapse this transcript |
| Creating a PivotChart| 00:01 | You not only can create a Pivot Table from
your data, but you can create a Pivot Chart.
| | 00:05 | And you could do that by going up to your Insert tab,
going to Pivot Table and instead of selecting Pivot Table
| | 00:12 | directly from here, you would select PivotChart.
| | 00:15 |
| | 00:17 | Selecting the PivotChart
| | 00:18 | brings out that the
| | 00:20 | very familiar Screen dialog box
that helps you create a regular chart.
| | 00:25 | You will identify the table range that you're working with
as well as where you would like to store this new worksheet,
| | 00:31 |
| | 00:32 |
| | 00:32 | You'll click on this, and again, you'll be brought
into your Pivot Table area, as well as you see a new
| | 00:39 | PivotChart Filter Pane which allows you to identify what
you are going to have as active fields on your PivotChart.
| | 00:47 | Let's first create some of the
| | 00:49 | PivotTable itself, so we're going to look at
| | 00:52 | Flour, and the
| | 00:53 | Icing sugar, Mix, Sprinkles and Toppings which are our
Item Categories, and we're going to look at final costs.
| | 00:59 | So, we want to see which of our different categories are
costing us the most to purchase and have in our inventories, in our
| | 01:08 | different stores.
| | 01:10 | You'll notice as well, that
not only am I creating the chart,
| | 01:14 | but in behind this little
dialog box, I'm creating a table.
| | 01:18 |
| | 01:19 | So, I'm really getting
| | 01:21 | double value for this
| | 01:23 | particular selection because I not only
can create a table, but I can create a chart
| | 01:27 | at the same time. So let's just take a
look at the chart that I've created here.
| | 01:31 | It is taking the item categories, and
putting them on the axes at the bottom here.
| | 01:36 | It's summing the total cost of charting
each of the individual costs that you see.
| | 01:41 | And it also allows you to do some reporting filtering.
So it's taking the information that you see here and
| | 01:48 | placing it on your chart here.
| | 01:50 |
| | 01:51 | If you just wanted to highlight one of the individual
pieces in your item categories, for example, Icing. You could
| | 01:58 | select that,
| | 01:59 |
| | 02:00 | click OK and it will pull out
| | 02:03 | only that one particular Item
Category on the chart that you see.
| | 02:09 | So it's really pulling all of the information that you have,
and placing it on your chart. And it's basing this on your Pivot
| | 02:19 | Field Table list.
| | 02:20 | If I should choose to not look at the Item
Category any longer, but now include Item Type,
| | 02:28 | you'll see now that the information that I'm charting
and I'm putting in my columns, are the Item Types. So Blue
| | 02:34 | Buttercream, Blue Fondant, Blue Royal type icings, and it's
presenting that information to me. So again I'm creating my table,
| | 02:43 | as well as charting the information right
away on my screen. So it really allows you
| | 02:50 | to
| | 02:50 | very, very quickly, look at the information, see what it
is that you are trying to analyze, and just pop and pivot
| | 02:58 | from one item to the next, in one
type to the next, so that you can see
| | 03:03 | and really analyze in depth, the information
that you have in your chart, and your data sources.
| | 03:09 | This is just a very quick introduction to
the power of PivotCharts and Pivot Tables.
| | 03:15 | I hope that it has inspired you to go in, grab
some information of your own, and really play with it
| | 03:20 | to
| | 03:21 | understand and see what
it's going to do for you.
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|
|
21. Working with MacrosWhy use macros?| 00:01 | To automate repetitive tasks,
you can quickly record a macro
| | 00:05 | in Excel 2007 so that you don't have to repeat the
same set of commands or steps over and over and over.
| | 00:12 | So this is a real timesaver, especially
if you're going to be doing this often
| | 00:16 | to the same worksheet or sets of workbooks.
| | 00:19 | Now, to set up or to record a macro, you need to set up Excel to
allow you to see the Developers tab. Now there's different ways
| | 00:28 | that you could record macros in Excel, and
| | 00:30 | again, because we're working in the essential things that you need
to know about Excel, we're going to use the simplest way of doing
| | 00:36 | that. And that's to record
our movements on the screen.
| | 00:41 | First of all though, we need to see the Developers tab,
which is not visible at the moment. So what we have to do is we
| | 00:47 | need to go up to our Microsoft Office button
| | 00:50 | and select it,
| | 00:51 | and go back over to our Excel options button that we
were looking at at the very beginning of our set of movies.
| | 00:57 | And in doing that, on
our very first screen here,
| | 01:00 | we are going to enable the Show Developer
tab in the ribbon. So I want you to select that
| | 01:07 | and then click OK. So now when you come back to your screen,
you're going to see your Developer tab available to you. Now
| | 01:13 | let's click on that and
explore that for just a moment.
| | 01:15 | You'll see that you have three groupings
here. You've got Code, Controls and XML.
| | 01:20 | Obviously Controls and XML are something
that we're not going to explore at all here.
| | 01:25 | And even in our codes area, we're
only going to explore the macros,
| | 01:30 | and the automated macros area.
| | 01:32 | So what we're going to learn is we're
going to learn how to record a macro.
| | 01:36 | And each of the commands that you perform will be
saved in the macro so that you can play them back again.
| | 01:41 | What we're going to do is we're going to learn how to insert two
rows and put a little bit of a table heading on our screen, right
| | 01:49 | in front of us. So again, you need to have
the Developer tab visible in order to use
| | 01:54 | this particular feature of
Microsoft 2007, and you'll do that
| | 01:59 | by clicking on the Office button,
| | 02:02 | going to your options,
| | 02:03 | and making sure the Developer tab
ribbon is showing and been selected.
| | 02:08 | In our next movie, I'll show you
how you can create and record a macro.
| | Collapse this transcript |
| Creating a macro| 00:01 | Before you begin to create a macro, you
want to make sure that you know exactly
| | 00:05 | the steps that you want to take
| | 00:07 | before you begin to record,
because once you start recording, it will
| | 00:11 | track every single movement, every
single click, every single selection
| | 00:16 | as you go through your list. So you don't want any
extraneous information or any extraneous commands in there.
| | 00:22 | And so you really want to do a test run, and
that's what I'd done before we've come here.
| | 00:26 | So, let's begin. What I want to do is I want to have a
quick way of adding a header to each of the different sheets
| | 00:35 | that I'm going to be working with,
and I want to be able to do that
| | 00:38 | online. I don't want it as a header that I
only see when I'm printing out, I want it visual
| | 00:42 | on my worksheets when I'm working with them.
| | 00:45 | So, to do this quickly, I make sure that I
have my Developer tab visible, and I click on it.
| | 00:50 |
| | 00:51 | And I'm coming over to my Record Macro area.
| | 00:54 | So each set of the commands that I perform are going to be
saved in the Macro, so that I can come back and play them again.
| | 01:00 | I start this off by clicking on Record Macro, and
the first thing I have to do is I have to name it.
| | 01:05 | So,
| | 01:06 | it's going to default to be
named Macro1, but I may want to
| | 01:10 | call it Insert title. I then identify what shortcut key am
I going to use in order to activate this macro. A short cut
| | 01:19 | key is some Ctrl+letter on my keyboard that
it will automatically initiate this to happen.
| | 01:27 | I'm going to go down to my control, and
then I'm going to type in my small letter a.
| | 01:31 | Where do I want to store this macro? Well,
I can store it as a Personal Macro Workbook,
| | 01:35 | so it's only available to me when I'm working in my
environment and my workbooks, I want to store it in a brand new
| | 01:42 | workbook, or I want to store it in this workbook. And it's only
visible in this particular workbook, and that's what I want to do.
| | 01:48 | I can also write a description of what this particular
macro's going to do and what it's anticipated end result will be. In
| | 01:54 | case I do share it so that
others know what we're working with.
| | 01:58 | So I've set up the original pieces
for my Macro, and then I click OK.
| | 02:02 | It tells me that the name
that I've entered is not valid.
| | 02:05 | Okay, so it can't have any
spaces in my macro name up here.
| | 02:10 | So included in Excel, is the ability to have it double check your
information for you. So, I'm going to back up here to my Macro name,
| | 02:17 | remove the space,
| | 02:19 | and now I'm good to go.
| | 02:20 | SO, it's now starting to do my
recording because you'll see up here,
| | 02:25 | it now has changed from Start
Recording to Stop Recording.
| | 02:28 | So it's tracking what I'm doing.
| | 02:30 | So,
| | 02:31 | the first thing I want to do is
I want to go up to row number 1,
| | 02:34 | and I want to right-click and I want
to Insert, which puts in one new row.
| | 02:40 | Hit F4,
| | 02:41 | which repeats that set of commands,
| | 02:44 | and sets in another
| | 02:46 | new row.
| | 02:46 | SO I've got two new rows that I'm working with.
| | 02:49 | I then select cell A1 and I
type in EatCake Inventory.
| | 02:56 | I enter that by clicking the checkbox,
| | 02:59 | I then want to take that
particular set of title, and I want
| | 03:04 | to make sure it is centered
across my tables. So I select
| | 03:09 | the first two rows
| | 03:11 | of my table, I then go back to my Home tab,
| | 03:15 | and I select the Align
| | 03:17 | & Center option. So that's the
second under the Alignment group,
| | 03:22 | that's the Merge & Center button, which is the
second one towards the right of that grouping.
| | 03:27 | It puts it at the bottom of my page, so I want to
align it so it's aligned in the middle of the cells.
| | 03:34 | And then I also want to get a little bit fancy, and I want to
change the font color to my theme color, and I'm going to make it green.
| | 03:41 | So there we go. That's all of the
commands that I wanted to perform.
| | 03:45 | I go back to my Developer tab, and I turn
off my Recording by selecting Stop Recording.
| | 03:51 | Now,
| | 03:52 | I want to see if this is going to work.
| | 03:54 | Did it
| | 03:55 | actually do what I want it to do?
| | 03:57 | So,
| | 03:58 | I go
| | 03:59 | remove that information
| | 04:01 | by just deleting my cells,
| | 04:03 | go back up
| | 04:04 | to cell A1
| | 04:05 | and use Ctrl+A.
| | 04:08 | Hitting those two keys automatically puts in the
information that I just did. This is also available on another sheet,
| | 04:15 | so if I click over to Sheet2,
use Ctrl+A, there's my macro
| | 04:20 | in place.
| | 04:21 | That's how easy it is to do. Again, as a reminder, make sure
you know what you're doing before you start, so that your macro
| | 04:28 | is smooth as silk.
| | Collapse this transcript |
| Macro security| 00:01 | Because you're doing a little bit of programming when you're
recording a macro, there are some security settings that you need to be aware
| | 00:06 | of. And we're going to review those now under
the Macro Security command in the Developers tab.
| | 00:12 | If you select that, it automatically
opens up to your Macro Settings screen,
| | 00:17 | and
| | 00:18 | you have your options to disable your macros. And you might
have noticed this if you've been working with other worksheets
| | 00:25 | that do have macros embedded in
them, when you go to open those up,
| | 00:29 | you're going be asked to whether or
not you want to enable or disable them.
| | 00:34 | And let's just review
some of these options here.
| | 00:37 | Disabling all macros without notification
| | 00:40 | would be used if you don't trust macros.
| | 00:43 | All macros and any documents and security alerts of macros are
disabled. If there are documents with unsigned macros that you
| | 00:49 | do trust, you can put those
documents into a trusted location,
| | 00:53 | and they will automatically be able to be run.
| | 00:55 | But if you have any concerns at all about using macros in
other spreadsheets, then this would be the selection that you would
| | 01:01 | have.
| | 01:02 | The default option is, Disable all macros with notification.
You will be prompted whether or not you want to accept the
| | 01:08 | macro in the worksheet that you're
being offered that you're opening up.
| | 01:12 | And this way, you get to enable the ones on a case-by-case
basis, and use those that you are very comfortable using.
| | 01:18 | Next selection is disabling all
macros except digitally signed macros.
| | 01:23 | Now, this allows you to
| | 01:26 | place a trusted
| | 01:27 | publisher,
| | 01:29 | and it'll always allow those particular macros to be opened
without prompting. And you would put their names up here in the
| | 01:35 | Trusted Publisher section.
| | 01:37 | For example, Microsoft.
| | 01:39 | You would always except anything that came--any macro that
came--embedded in a worksheet that was signed by Microsoft.
| | 01:46 | That would be something that you can do.
| | 01:48 | Finally, enable all macros, and this is not recommended because
these could potentially do serious harm and damage to your code
| | 01:57 | within your spreadsheet. So,
| | 01:59 | powerful as macros are for saving you time, they are
potentially dangerous. So always be aware when you are working with
| | 02:05 | them, and very rarely go with
the setting of Enable all macros.
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22. Workflow in Excel 2007Reviewing a workflow in Excel| 00:01 | Okay, we're ready to put it all together.
| | 00:03 | Let's see how
| | 00:05 | all the information that we've learned in bits and pieces in
all the different movies of our Excel 2007 essential training,
| | 00:12 | come together at the very end.
| | 00:14 | First thing we're going to
do id we're going to open up
| | 00:16 | a new spreadsheet. We do that by going to our
| | 00:19 | Office button and selecting the New option.
| | 00:23 | We're then asked what kind of the template do we want
to work with, and we're going to select a Blank workbook.
| | 00:29 | Click Create. We're now in a brand new workbook.
| | 00:34 | Next, we need to bring some
data into our workbook to analyze.
| | 00:38 | We do that
| | 00:39 | by clicking on the Data tab, selecting
| | 00:42 | From Text.
| | 00:45 | Going to our
| | 00:46 | folder 22_Workflow_in_Excel and
selecting the EatCake 22 text file.
| | 00:52 | Choose the Import button,
| | 00:54 | and we'll work through
the Import Wizard together.
| | 00:57 | It's a delimited file, we'll click on Next,
| | 01:01 | and it's a Tab delimited file.
| | 01:03 | Notice again how the data previews nicely,
and it breaks the information in logical chunks.
| | 01:09 | Click Next. To identify what column data format we want to
work with, since this is a combination of data formats, were
| | 01:17 | going to select General,
| | 01:18 | and Finish.
| | 01:21 | Where would we like to put this data? We're going to confirm
that we want it to start first cell of the data sheet we're
| | 01:26 | looking at.
| | 01:28 | Clicking OK brings the
information into our spreadsheet.
| | 01:33 | Okay, now that I have the data into the spreadsheet, I want
to format it as a table. I do that by clicking on the Home tab
| | 01:40 | and selecting Format as Table,
| | 01:42 | in my Styles options. Selecting that
allows me to choose from any one of
| | 01:48 | hundreds of different styles,
| | 01:50 | to get the look and feel for
the table I'm working with.
| | 01:53 | What we want to make sure before we do that is that we are
actually sitting in and selecting the table that we want to
| | 01:59 | work with. So go select the table,
| | 02:02 | go up to Format Table,
| | 02:04 | and then pick the look and feel you would like.
| | 02:08 | Yes, our table does head headers, so we make sure
that we've selected the check box here, and click OK.
| | 02:14 | Yes, we want to make sure that we are
removing all connections to external data,
| | 02:18 | and our formatting is done.
| | 02:21 | Now we have a nice look and feel to our table.
| | 02:24 | Now, we want to make sure that
the final cost is calculated.
| | 02:28 | Because, if we click on that particular field,
| | 02:31 | and we see that the number
itself is coming in here.
| | 02:34 | But we want to make sure that as we change our
inventory levels, the appropriate final cost is put in.
| | 02:40 | So let's use a formula to do that.
| | 02:42 | Remembering that a formula begins with
an equals signs, we go to our Formula bar,
| | 02:47 | and click at the equals sign.
| | 02:49 | We want to
| | 02:50 | in calculating our formula,
take our inventory which is in E5,
| | 02:56 | and multiply it by--
| | 02:58 | using the astrix--
| | 03:00 | by our current cost, which
is in D5. Notice I'm using the
| | 03:05 | actual clicking on the cells,
| | 03:07 | in order to indicate where I wanted to go.
| | 03:09 | I secure this particular formula by clicking
on the checkbox, which enters the information,
| | 03:15 | and the calculation is done.
| | 03:17 | I pull this calculation throughout all of the different rows
by clicking and dragging down through my table and releasing.
| | 03:26 | And as I scroll up through the different
| | 03:29 |
| | 03:29 |
| | 03:30 | cells, I notice that
| | 03:32 | the formula has been
calculated all the way along.
| | 03:35 | I'm now going to move down to the Page
Layout view to see how it's going to print.
| | 03:40 | It now moves me into my new Print Page Layout
view, and I can add a header to my information.
| | 03:46 | By clicking on the cell where
I want the header to appear,
| | 03:50 | I then activate it, and type in
| | 03:53 | my title. I'm now ready to print my
information and I can do that by going up to my
| | 04:01 | Office button, selecting Print and
choosing from one of the three options
| | 04:07 | to print out my information.
| | 04:09 | I also want to be able to
| | 04:12 | save my information.
| | 04:14 | And I can do that
| | 04:15 | by selecting that Office
button, clicking Save As,
| | 04:19 | and choosing one of the different options, and
I'm just going to go back to that particular screen.
| | 04:25 | You also want to be able
to save your information.
| | 04:28 | So you do that by clicking your Office button,
| | 04:31 | and using one of the different
Save options that you have here.
| | 04:35 | It's very important for those of you that are going to be
sharing this information with people that do not have Microsoft
| | 04:42 | 2007, to save your work in a
| | 04:45 | format that will be acceptable
to older versions of the software.
| | 04:49 | If you save it to the default New format, it will
not be able to be opened in a different, older version.
| | 04:55 | So you would want to select Excel 97-2003 so that it
is compatible. Some of the functionality will be lost,
| | 05:04 | however, it's not a deterrent for
those that would be able to open it up
| | 05:08 | and actually use it.
| | 05:09 | So, in this case I'm going to save it
| | 05:11 | as a 2003 workbook.
| | 05:14 |
| | 05:15 | And you'll see that it identifies
to me what loss of functionality
| | 05:19 | will be incurred. By those people that are
working in the older version, this is fine.
| | 05:25 | It's not going to change the
information that I have in here,
| | 05:29 | and I get to work with my new file.
| | 05:31 | That's how easy it is, and you're
ready to try these things on your own.
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ConclusionConclusion| 00:01 | I hope you've enjoyed your tour of Microsoft Excel 2007, and that you've
learned some new tips and tricks that you're going to put into place when
| | 00:09 | you're working in the application.
| | 00:11 | You've learned a lot of powerful tools and a lot of neat
tracks, and it's been my pleasure to take you on this venture, and
| | 00:19 | I look forward to doing it
again at sometime in the future.
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