IntroductionWelcome| 00:00 | Hi, I'm David Rivers and welcome to Microsoft
Excel 2008 for Mac Essential Training.
| | 00:05 | You know, Excel is the world's leading spreadsheet application,
and there have been a number of improvements and enhancements
| | 00:12 | made to this latest version from Microsoft.
| | 00:14 | In this title we'll be exploring changes to the user
interface before moving on to the basics of working with
| | 00:20 | a spreadsheet application like Microsoft Excel.
| | 00:23 | We'll explore tips and tricks for working efficiently with
sheets in a workbook. We'll get into common formulas and
| | 00:29 | functions as well as some of the more advanced functions
when it comes to working with numbers in Excel.
| | 00:34 | And then we'll explore ways to make your spreadsheets standout
by enhancing your data and adding components like charts,
| | 00:41 | graphics and other objects.
| | 00:42 | Of course sharing your work with others is always important,
so we'll examine several ways to effectively do that
| | 00:49 | while protecting the integrity of your data at the same time.
| | 00:52 | So let's not waste any time. Let's get
started with Microsoft Excel 2008 for the Mac.
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1. Getting Started with ExcelStarting Excel| 00:00 | Well, I suppose before we can start exploring the many
features and functions of Microsoft Excel 2008 on the Mac here,
| | 00:06 | we are going to need to launch the application.
| | 00:09 | There's a couple of different ways that we can do this.
| | 00:12 | Now I want you to consider whether or not Excel is one
of those applications you'll be using on a regular basis.
| | 00:17 | If it is, you'll probably want a
shortcut to a down below on the dock.
| | 00:21 | During installation of the Microsoft
Office suite, you do have the opportunity
| | 00:25 | to choose to put these icons down below on your dock.
| | 00:28 | You can see I've got Word, PowerPoint, Entourage,
even My Day down here; I don't have Excel.
| | 00:34 | I've removed it so I can take you through the
procedure of putting the shortcut down there
| | 00:38 | on the dock if you don't have it there already.
| | 00:40 | So one way to launch Excel is to go up to the File
menu here in Finder, open up a New Finder Window;
| | 00:47 | Command+N is the keyboard shortcut and then
go to Applications, Microsoft Office 2008
| | 00:54 | and over here is where you'll find the Microsoft Excel icon.
| | 00:57 | You could double click it right here to launch the application
but like I said, if this is going to be one of those apps
| | 01:03 | that you use on a regular basis, you can create a shortcut
to it just by clicking and dragging this down to your dock
| | 01:09 | and then releasing the mouse button in the
location where you want this shortcut to go.
| | 01:14 | I am thinking right between Word and PowerPoint would be
a good spot for me and you can see a little space opens up
| | 01:20 | and I can release my mouse button and now I've got my shortcut,
which means I don't need this Finder window, I can close it up.
| | 01:27 | In anytime I need to use Excel, I'll just come down
to the dock now and click once on the Excel icon.
| | 01:35 | So you can see what happens, this launches
something called the Project Gallery by default.
| | 01:41 | The Project Gallery is something that shared between
all of the applications in the Microsoft Office suite.
| | 01:46 | So the Project Gallery is going to show you over here on
the left-hand side some categories and you can see some
| | 01:52 | of these categories actually referred to
documents you might create using Microsoft Word
| | 01:57 | or PowerPoint, for example, on your presentations.
| | 02:00 | Some of them are for your Entourage application as well.
| | 02:04 | Many of them though are Excel workbooks and spreadsheets.
| | 02:08 | Now we are going to talk about the Project
Gallery in detail in the next chapter.
| | 02:12 | You'll also have the ability down below to open a file
right from here by clicking the Open Other button.
| | 02:17 | But like I said, we'll get into the Project
Gallery at the beginning of Chapter 2.
| | 02:22 | So if you want, you can just click the Cancel button.
| | 02:25 | It doesn't cancel the launching of Microsoft Excel;
| | 02:28 | what it does is it cancels the Project Gallery
and displays a blank spreadsheet for you.
| | 02:33 | So you've actually launched Excel and
started a brand new blank workbook.
| | 02:37 | You can see at the very top of the screen here the
name of this workbook is Workbook 1 and down below,
| | 02:43 | I've got a single sheet which is blank so I am ready to go.
| | 02:47 | Now in the next lesson, we are going to explore this
user interface that you see in front of you in detail.
| | 02:53 | We'll get you comfortable in your surroundings before
we start actually working with Microsoft Excel.
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| The user interface| 00:00 |
So we've launched Microsoft Excel, we've bypassed the
Project Gallery for now; we'll get back to that later one.
| | 00:06 |
We've got a blank workbook on our screen here in Microsoft
Excel and it's time now to get comfortable in your surroundings.
| | 00:12 |
So we are going to take a tour of the user interface.
| | 00:15 |
Now I wouldn't expect you to memorize everything we are
going to go through here because we'll be revisiting a number
| | 00:20 |
of the features and functions that you find here on the
user interface as we move through the titles in this lesson.
| | 00:26 |
So let's start at the very top because up at the very top people,
| | 00:29 |
who have used Excel for a long time,
will be familiar with the menu bar.
| | 00:33 |
So up here, we've got File, Edit, View
etcetera all the way over to Help.
| | 00:37 |
As we click on the menu headings, we see the
pull down menus, some of which have submenus.
| | 00:42 |
Anytime we see a little triangle, we know there's a submenu here.
| | 00:46 |
Here is another one down below for Print Area, Send To,
for example and like I said, we'll be coming back to these.
| | 00:52 |
Under the Edit menu, you'll find editing commands like Cut, Copy,
and Paste and you've got deleting and the Find feature as well.
| | 01:00 |
Now under View, it's very important menu when it
comes to explain our user interface because here is
| | 01:05 |
where we'll see what's currently being shown
to us on our user interface and what is not.
| | 01:10 |
For example, you'll see at the top here, we've
got two options: Normal and Page Layout views.
| | 01:15 |
The Page Layout view has a checkmark next to it representing
this is our current view and it is the default view
| | 01:21 |
but we can switch back to Normal view which
will be a more traditional view if you are used
| | 01:25 |
to using previous versions of Microsoft Excel.
| | 01:28 |
So let's give that a click, we'll click Normal.
| | 01:31 |
So right away now, it's just one big spreadsheet,
we do see a dotted line representing a page break.
| | 01:36 |
But down below in the bottom left-hand
corner are the view buttons;
| | 01:39 |
the very first one representing Normal
view, the second one are Page Layout view.
| | 01:44 |
You'll see just down below here on the status bar as we hover
over these buttons, we get a sneak peek at what they represent.
| | 01:50 |
So let's go back to Page Layout view by clicking this button.
| | 01:53 |
There we go.
| | 01:55 |
Now back up to the View menu for a second because I want you to
see that there is a Toolbox section here and the checkmark next
| | 02:01 |
to Formatting palette means that over here on the
right-hand side of our screen, where our toolbox is,
| | 02:06 |
we've got a number of buttons and we now have the
Formatting palette in here which is currently selected.
| | 02:12 |
So a lot of the formatting options when it comes to working
with the content in your workbooks, in your spreadsheets,
| | 02:18 |
will be able to adjust those things right from here.
| | 02:21 |
You will notice there are a number
of sections like font and number.
| | 02:24 |
We've got Alignment, Borders, Page Setup.
| | 02:27 |
Down below we've got Document Theme.
| | 02:29 |
Some of these are expanded currently, some are collapsed.
| | 02:32 |
The neat thing about the Formatting palette over here in
the Toolbox is that as we work on different components
| | 02:37 |
in our spreadsheet, for example, for working
on charts, for example, this will change.
| | 02:42 |
So its context sensitive meaning, you'll always
see the tools you need when you need them.
| | 02:47 |
Now there are some other ones here including the Object Palette.
| | 02:50 |
There is a Formula Builder that we'll be talking about later.
| | 02:53 |
There is our Scrapbook, Reference Tools, Compatibility Report
and our Project Palette and each of these are represented
| | 02:59 |
by the buttons across the top of our toolbox here.
| | 03:03 |
So we can move between those just by clicking these buttons.
| | 03:05 |
So one click closes up the menu, another
click takes us to our Object Palette.
| | 03:10 |
In here you can see, we've got sections;
Shapes, Clip Art, Symbols and Photos.
| | 03:15 |
Now as I go back to my View menu,
you'll notice the checkmark is next
| | 03:19 |
to the Object Palette just telling
me what I am looking at right now.
| | 03:22 |
So I can switch back to the Formatting palette right from
here if I wanted to just by clicking Formatting palette.
| | 03:28 |
Back up to View just for a minute, something
brand new to Excel 2008 is the Elements Gallery.
| | 03:34 |
The Elements Gallery is currently collapsed meaning we are not
seeing the contents of the Elements Gallery in behind this menu.
| | 03:41 |
So I am just going to click out here my spreadsheet and
show you that the Elements Gallery is made up of tabs;
| | 03:47 |
you've got Sheets, Charts, SmartArt Graphics, and WordArt.
| | 03:51 |
Just below our menu bar is our Standard toolbar.
| | 03:55 |
If you'd used Excel in the past, you know how these buttons work,
the shortcuts for the commands we find up here in the menus.
| | 04:02 |
So for example, this section here that represents --
commands we find in the File menu like -- in the File menu.
| | 04:08 |
The next section are editing commands
like Copy, Paste and Format.
| | 04:14 |
It has also got Undo and Redo; all
of these appear in the Edit menu.
| | 04:18 |
We've got some shortcuts for doing calculations like AutoSum
is right there, there are some sorting options from A-Z or Z-A.
| | 04:33 |
Then you'll notice we've got a button here
that's not currently selected, the Toolbox is
| | 04:38 |
and that's why we see it over here on the right-hand side.
| | 04:40 |
If we don't want to see the toolbox, we
can click the Toolbox button, closes it up.
| | 04:44 |
To see the toolbox, we click this button again.
| | 04:47 |
Same thing goes for the Gallery.
| | 04:48 |
Now this is the equivalent of going up to
the View menu and selecting it from there.
| | 04:52 |
Clicking the Gallery button here is
going to expand our Elements Gallery.
| | 04:57 |
So down below, you can see we've got Sheets.
| | 05:00 |
We've got Charts, SmartArt graphics and WordArt.
| | 05:04 |
These are all options we find in Microsoft Excel.
| | 05:07 |
In the other applications in the
Office, we see some other tabs here.
| | 05:11 |
We wouldn't see Sheets, for example, but we might
see some other things like Styles and Designs.
| | 05:17 |
So for Sheets, you'll notice that we've also got two
sections here or categories; 2-D Styles or 3-D Styles.
| | 05:23 |
This is our WordArt option.
| | 05:24 |
If I go to Sheets, in those we've got Accounts, Budgets,
Invoices, Lists of categories of the different sheets.
| | 05:31 |
It's a very fast way for us to apply
styles and themes to our work in Excel.
| | 05:37 |
We are going to be spending a lot of time here in our Gallery.
| | 05:41 |
Now to close up the Gallery, we can go up to the View button,
notice that the Elements Gallery now has a checkmark next to it.
| | 05:46 |
That's one way to deselect or collapse it.
| | 05:50 |
Another way is to click the Gallery button here or what I
prefer, just click on the tab that's currently selected,
| | 05:55 |
clicking Sheets here collapses the entire Gallery.
| | 05:59 |
By go up to Charts, I am going to expand the
Gallery, clicking Charts again will collapse it.
| | 06:04 |
So we can always access Sheets, Charts,
SmartArt Graphics, and WordArt quickly
| | 06:08 |
and easily from the Elements Gallery, again
shortcuts for doing things a long way.
| | 06:13 |
We'll be using the Elements Gallery on a regular basis.
| | 06:16 |
Now just below our menu bar, Standard toolbar,
Elements Gallery is our actual work area.
| | 06:24 |
In the work area, you'll notice that rulers are being
displayed across the top and down the left-hand side.
| | 06:30 |
This is the default.
| | 06:31 |
Now, if you are not seeing rulers, of course this is
another View option and the ruler should have a checkmark.
| | 06:36 |
If it doesn't, you can click on Ruler right from here to see it.
| | 06:39 |
I am going to click off of the actual menu
because I do want my rulers showing up
| | 06:44 |
and this helps me especially in Page
Layout view to line things up.
| | 06:48 |
Down below, we've got column headers; A, B, C, D, and so on.
| | 06:53 |
If stretches, pass the page to G and if
I could scroll over, you can see more.
| | 06:58 |
Over here, down the left-hand side, I've got row numbers.
| | 07:01 |
So from 1 down to 38 that's what I can see here on my screen
according to my screen resolution and the size of my window.
| | 07:08 |
You may see a different set of rows
and columns in your default view.
| | 07:13 |
Down at the bottom is where we'll find the
sheet that we are looking at right now.
| | 07:17 |
A workbook can be made up of multiple sheets and you can see
Sheet 1 is the default here when we start a brand new workbook.
| | 07:24 |
Sheet 1 is the only sheet in this workbook but
there is a + sign here for inserting new sheets.
| | 07:29 |
We'll be doing that later on as well.
| | 07:31 |
The status bar across the bottom tells us information like
our current view, you can see we are ready for input here,
| | 07:37 |
when we are working with formulas
and data in our actual sheet, well,
| | 07:41 |
we might not see Ready down here; we
might be in the middle of an operation.
| | 07:45 |
There is also other information that will show up
down here depending on what we are working with.
| | 07:48 |
If we are working with formulas or
selecting numbers in a sheet, for example,
| | 07:53 |
you might see quick totals down here, Sum=0 right now.
| | 07:56 |
It's kind of faded because there is nothing
to work with in our sheet at this point.
| | 08:01 |
In moving around here in worksheet, we've
got scrollbars so we can scroll up and down.
| | 08:06 |
You can see as I scroll down, 49 rows fit on my page.
| | 08:10 |
If I wanted to keep going, there are additional
options here for adding more rows and columns.
| | 08:16 |
You can see at the beginning of 50, 51 down there.
| | 08:19 |
So I am going to scroll that right back up to the top.
| | 08:22 |
Now when we click on a cell in a sheet, for
example, this first one is currently selected,
| | 08:28 |
there is an address associated with that cell.
| | 08:31 |
Right now you see column A is highlighted
or selected and row 1 is selected.
| | 08:36 |
So that means the address of this cell is A1.
| | 08:39 |
If you better played the game Battleship,
you know how this works.
| | 08:43 |
You go across and down to get the address.
| | 08:45 |
So for example, if I click down here, I know that
this is cell C7 because column C is highlighted now
| | 08:52 |
and row 7 is highlighted to give me the address.
| | 08:55 |
Now we are going to be working with cells and data in cells and
selecting multiple cells and so on as we work through the titles.
| | 09:02 |
So I am going to go right back up here to the
top-left corner and just click on cell A1.
| | 09:07 |
So that's pretty much your user interface.
| | 09:10 |
Just to let you know that default user interface that
you see when you first launch Excel can be changed.
| | 09:17 |
They can be changed temporarily we know
by going to the View menu, for example.
| | 09:22 |
If I wanted to see the Formatting bar, for example, which is
a toolbar, I can come down to Toolbars and select Formatting.
| | 09:29 |
Now I really don't need this so much anymore, notice it's
docked in here just below my Standard toolbar but because
| | 09:35 |
of my Formatting palette, you don't
necessarily need that very often anymore.
| | 09:40 |
Now if you did want it to show up by default,
you wouldn't just go up to View down to Toolbars
| | 09:45 |
and select it; you would actually change your defaults.
| | 09:48 |
So I am going to deselect Formatting by clicking
on it and a little bit later on in this title,
| | 09:53 |
we'll be going into the defaults where you
could set that to be on permanently for example.
| | 09:58 |
Of course, anything you see in the toolbars that you don't use
can be removed and if there are commands missing that you would
| | 10:04 |
like to use on a regular basis, you can add them.
| | 10:07 |
So we will be modifying our user interface
a little bit later on in this section.
| | 10:12 |
| | 10:13 |
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| Customizing the user interface| 00:00 | In the previous lesson we took a brief tour of the user interface
to get you comfortable in your surroundings and I mentioned
| | 00:06 | that certain defaults could be changed not just
temporarily but permanently if you wanted to.
| | 00:12 | For example, if there were certain buttons on your
Standard toolbar that you never used, you could remove them
| | 00:16 | or if there were certain commands you use on a certain
basis that didn't appear there, you could add them.
| | 00:21 | Maybe the default view that you see
here, which is our Page Layout view,
| | 00:25 | is a view you never use; you prefer to work in Normal view.
| | 00:28 | You can change that default and most of the changes
if you are going to make them permanently are found
| | 00:33 | in the Preferences section under the Excel menu.
| | 00:36 | So we go up to Excel, down the Preferences, it really doesn't
matter what's on your screen in the way of a workbook.
| | 00:42 | I have a blank workbook but anything could be open at this point.
| | 00:46 | We are going to go to our Excel Preferences which is broken
up into three categories; here you can see Authoring,
| | 00:52 | Formulas and Lists and we got Sharing and Privacy down below.
| | 00:56 | When it comes to your user interface, you are going to
find most of those options here under the View section.
| | 01:02 | So let's start there, we'll click on View.
| | 01:05 | Now the view section is broken up in two multiple sections
here as well; we've got Settings, we've got comment options,
| | 01:12 | For objects, we've got Window options and you'll notice as
we hover over these, we see a brief description down below
| | 01:19 | about the heading or the topic that
we are hovering over with our mouse.
| | 01:24 | So for example, Show formula bar,
you can see displays the formula bar.
| | 01:28 | Now if you work a lot with formulas in Excel, and you access the
formula bar on a regular basis, you might want this showing just
| | 01:34 | by default not just when you need to use it all the time.
| | 01:37 | Look down below here, our Show status bar checkbox is selected,
| | 01:41 | that's why we see this status bar at
the bottom of our screen by default.
| | 01:45 | But if you don't use it, you can turn
it off just by deselecting the checkbox.
| | 01:49 | I am going to leave it on.
| | 01:51 | Here is our Page Layout view that's
our preferred view for new sheet.
| | 01:54 | So when we create a brand new workbook and we got a brand
new sheet in there, this is the view we are going to see
| | 02:00 | but we could change it to Normal if we want
it to and not that becomes our a new default.
| | 02:05 | So every time we launch Excel and create a new workbook,
create a new sheet, this is the view that it will be in.
| | 02:10 | I am going to leave mine at Page
Layout because that's what I like.
| | 02:14 | I am not going to worry about the comments section;
we'll come back to this perhaps later on when we work
| | 02:18 | with comments collaborating with others in spreadsheet.
| | 02:22 | Over here on the right-hand side where we got Window
options, there is a lot of checkboxes that are selected.
| | 02:27 | Show function ScreenTips so when we start working with functions
later on, you are going to see these little ScreenTips popup.
| | 02:34 | Show sheet tabs, these are the tabs we see down below
for Sheet 1, 2, and 3 which can't be renamed by the way.
| | 02:40 | We'll do that later.
| | 02:41 | There's our vertical scroll bar and horizontal
scroll bars that we looked at in the previous lesson.
| | 02:45 | If we want to show zero values, you bet.
| | 02:48 | If I type in a 0, I want to see a 0 as oppose to a blank cell.
| | 02:52 | At about outline symbols, as I hover over this, you can see down
below displays outline symbols if the sheet contains an outline.
| | 03:00 | So when we are using outlines for example, where
we've got headings and sub-headings and so on,
| | 03:04 | we'll so those little symbols representing the outline.
| | 03:07 | Show row and column headings, so we are seeing A, B,
C, D and rows 1, 2, 3, etcetera down the left-hand side
| | 03:14 | and the page breaks as well if I move this window
out of the way, you can see the page breaks.
| | 03:19 | Specifically in Normal view when we see that dashed
line going down the right-hand side of our screen
| | 03:25 | or across the bottom, those are the page breaks.
| | 03:28 | Now we don't want to show formulas usually by
default, the formulas will be typed in the formula bar
| | 03:33 | but we'll see the answers in our spreadsheet.
| | 03:35 | So that's why that one is not selected but some people
preferred to see the formulas as oppose to the answer.
| | 03:41 | That's why you turned that on by default.
| | 03:43 | Now we can use our Back button to go back to the first
screen of preferences or click the Show All button right here
| | 03:49 | to go back to this first Excel Preferences screen.
| | 03:52 | I just want to take you to General for a second.
| | 03:55 | When we click on General, there are some options
in here that apply to your user interface.
| | 04:00 | For example, down here Sheets in the new workbook
represent 1, that's why when we started this up,
| | 04:06 | put a brand new workbook we had one single sheet button.
| | 04:09 | If you typically, when you create brand new workbooks, like to
have two or three sheets, you can change this number if you like.
| | 04:16 | The other thing that happens, you'll see it over here
in our Formatting palette is we get a default font
| | 04:21 | and a default font size assigned to us which we can change of
course but if we find ourselves changing it on a regular basis
| | 04:28 | over and over and there is repetition there to the same
font and the same font size, why not change it here ones,
| | 04:34 | make it the default so we can choose from any of these
fonts if we wanted to like Times New Roman, for example,
| | 04:40 | and maybe change the size to 12 points that will
become the new default as I click OK down below.
| | 04:48 | So I am going to actually change
that back to Verdana and 10 points.
| | 04:54 | Just so we are all starting on the same page.
| | 04:56 | You can also choose where your files are
going to be stored, so Preferred file location
| | 05:01 | that becomes your default location
for opening and saving files in Excel.
| | 05:07 | At startup, open all files in, you can
see down below here specifies the folder
| | 05:11 | from which Excel will automatically open files at startup.
| | 05:15 | So a number of options here to choose from, you may see some that
don't make sense like this first one; Use R1C1 reference style.
| | 05:22 | Excel actually uses a reference style.
| | 05:24 | We talked about it in the previous
lesson where we go by column and row.
| | 05:28 | So the very first cell is the address being A1.
| | 05:32 | But if you prefer to use column 1, row 1, you can change to
that reference style of that which you are accustomed to using.
| | 05:39 | So these are a bunch of options that get very nit-picky but you
can really specify exactly how Excel is going to work for you.
| | 05:46 | You can change your user interface,
you can change the number of options.
| | 05:50 | If we go back up to Show All, you'll notice there's lots
of options in here, we are going to be coming back to these
| | 05:55 | like for AutoCorrecting and editing, when we are working
with charts that are default, same thing goes for colors.
| | 06:02 | Down below when we start working with our formulas and
lists later on, we'll probably come back here to see some
| | 06:07 | of the defaults and see what we can change when it comes
to calculations and checking errors and creating lists.
| | 06:13 | Down below under Sharing and Privacy, there is a whole chapter
dedicated in this title to sharing your work with others.
| | 06:20 | So there are some Save options, for example.
| | 06:23 | There are some Compatibility options, Security, Feedback and
there is our Gallery that controls the behavior and appearance
| | 06:29 | of that Elements Gallery we saw just in the last lesson.
| | 06:32 | I am going to click on this one because you can see
| | 06:34 | that there are certain checkboxes that
are checked off and other that are not.
| | 06:38 | Magnify element thumbnails, so if I click Cancel down here
and I go up to my Gallery and I click on Sheets, for example.
| | 06:47 | As I move down over the thumbnails, you can see
how they get a little bit bigger than that rest.
| | 06:51 | That's at animation that takes up
a little memory in your computer
| | 06:55 | and if that's not a problem, you can leave that turned on.
| | 06:58 | So let's go back to Excel Preferences and we'll go over
to our Gallery to look at some of the other options.
| | 07:05 | We'll leave that one turned on.
| | 07:06 | Show Elements Gallery at startup is not selected and
we do see the tab so we can go to them but if you'd
| | 07:11 | like to have it open right at the very moment
you start up Excel and create a new workbook
| | 07:15 | or open an existing workbook, you can turn that on.
| | 07:19 | The Appearance is what we call Excel Green, that's the green
you are seeing in the background and there is a little bit
| | 07:24 | of Transparency in there you can
set to 5%, the maximum being 10%.
| | 07:29 | So that's how much you can see through
the actual Elements Gallery in behind.
| | 07:33 | So I am going to click OK down below just to close that up.
| | 07:36 | I am going to click on Sheets again
to close up my Elements Gallery.
| | 07:40 | Now you know how to adjust your UI, what about the toolbars.
| | 07:45 | Well, we know we can go up to View, for
example, come down to Toolbars if we want
| | 07:49 | to show certain toolbars like the Formatting toolbar.
| | 07:52 | So there it is and if we don't want it any
longer, we go back up to View, down to Toolbars
| | 07:57 | and we turn it off the same way we turn it on by clicking it.
| | 08:00 | But you can actually modify toolbars and in this case,
we don't go to the Excel Preference, we go up to View,
| | 08:07 | we come down to Customize Toolbars and Menus.
| | 08:11 | So when we click here, a different window
opens up; Customize Toolbars and Menus.
| | 08:15 | You'll see checkmarks next to the toolbars
or menus that are currently turned on.
| | 08:20 | If the Formatting toolbars when you like to have
on all the time, you can turn it on right here.
| | 08:25 | Notice that it's docked right here underneath our standard
toolbar, it's not what we call a floating toolbar.
| | 08:30 | That's because there is checkbox here in the dock column.
| | 08:33 | So if you don't mind having that floating,
you can click on it and it's now floating
| | 08:37 | around back here somewhere you can see it just up across
the top here and we can move that around when it's floating.
| | 08:43 | But the default is docked and I like that
if I am going to use the Formatting toolbar.
| | 08:49 | Like I said, though, in the previous lesson with the
Formatting palette, it's not so important to have
| | 08:53 | that on automatically by default, so I am going to turn it off.
| | 08:57 | There are other toolbars that can be turned on by default
and the way the toolbars appear, it can be adjusted.
| | 09:03 | Look down below at Show icon and Text by
default that means look at the Save button,
| | 09:08 | there is an icon looks like a floppy disk
and there's the text down below, Save.
| | 09:12 | So if you only wanted, for example, if we deselect
that just the icon to show up, you can do that.
| | 09:18 | I don't mind having the text until get familiar with the icons.
| | 09:21 | Show ScreenTips for toolbar commands that
means as we hover those toolbar buttons,
| | 09:26 | we see a little bit of a tip of what it's going to do.
| | 09:29 | Shortcut keys also show up in the ScreenTips
by default for me because this is selected
| | 09:34 | and may not be selected for you and that's totally up to you.
| | 09:38 | If I leave that selected and click OK, as I move over
some of these buttons for example, the Print button,
| | 09:44 | you'll see that Print one copy of this sheet is the tip and then
in brackets Command+P is the actual keyboard shortcut for that.
| | 09:53 | Now when you turn on features like this in Excel,
| | 09:56 | they actually apply to the other applications
like Word and PowerPoint, for example.
| | 10:00 | So I am going to go back to View, down to Customize
Toolbars and Menus and I am going to turn that one off,
| | 10:07 | I don't need to see the shortcut key in the ScreenTip, yours may
already be off and you can just leave it like that if you want.
| | 10:14 | Show typefaces in the font menus, so when you see the
name of a font, you actually see it in that typeface
| | 10:19 | so you get an idea about what you are selecting.
| | 10:22 | I like leaving that one on for sure.
| | 10:24 | Now you'll notice up here that my
menu bar has changed a little bit.
| | 10:27 | I am going to move this dialogue box down and where I use
to see File, Edit, View going all the way across to top,
| | 10:34 | it's kind of cut off now, it's much shorter and I am
seeing all of these options with little triangles next
| | 10:39 | to them meaning that I can now manipulate the menus.
| | 10:42 | For example, if I click on the File drop-down, there is
all of those File commands but I can't actually select them
| | 10:48 | like I can't save, for example, because I am in
edit mode here, I am customizing toolbars and menus.
| | 10:54 | Meaning if I want to reverse the order of
Save and Save As, I can click and drag.
| | 10:58 | Now when I go backup here, you'll
notice that Save As comes before Save.
| | 11:02 | I am going to drag that down where it belongs.
| | 11:05 | The other thing you can do is add commands.
| | 11:08 | So if I go over to my Command button here, in those
All Commands is the category selected by default,
| | 11:13 | so I am seeing a listing over here
of every possible command in Excel.
| | 11:17 | But if I want to see File commands, such as New, Open, Close.
| | 11:22 | Well, Close is not a button that I see on my Standard toolbar but
it might be one I use on a regular basis when we know we can come
| | 11:29 | up here to close a file by clicking the red button, but
if you like a Close button, you can just drag it up there.
| | 11:35 | So we click, we drag and we drop where we want as a
little separator showing up, I want it right beside Open
| | 11:41 | and before Save, I let go and now I've got a Close button.
| | 11:44 | If I don't want a button up here, I just
drag it off and let go and it's gone.
| | 11:49 | So these are all the File commands and if there's one
in there that you use on a regular basis, for example,
| | 11:55 | this Print button, I prefer this over the Quick Print button.
| | 11:59 | We'll be talking about printing later on
but when you click a Print button like this,
| | 12:03 | by default everything just get send to your default printer.
| | 12:05 | You have no choice in the matter of how many copies or
selected area, single page but when you go to the Print option
| | 12:13 | with the ellipsis after it, you do get
to choose from a number of options.
| | 12:17 | So I'd like to drag that one up and take
the Print button and Quick Print button off.
| | 12:23 | That becomes my default.
| | 12:25 | So anytime we click OK, we are actually creating a new default.
| | 12:29 | This goes for all of the different categories, there're
all of the different menu items we are used to seeing here;
| | 12:34 | formatting commands, there is Tools,
Data commands, Charting commands.
| | 12:38 | You can see there is quite a long list.
| | 12:41 | You can even create your own menus, clicking New Menu
here allows you to add commands to your own new menu.
| | 12:47 | So I'll drag this up here, have a new menu that
I could access in fact but didn't even want
| | 12:51 | to see this menu, I could close it and use my own.
| | 12:54 | So if you want to take the time to design
your own menu, you can kind of neat.
| | 12:58 | So I am going to click OK down at the bottom,
it's going to close up that dialog box.
| | 13:03 | The only change I really made to my toolbars and menus is this
one right here, I now have Print button instead of Quick Print.
| | 13:10 | To change that back, remember you have to not go to the Excel
Preferences but rather the View menu to Customize Toolbars
| | 13:17 | and Menus and I am just going to change
that quickly back to the way it was.
| | 13:21 | So I am going to scroll down here to my Print options, I am
going to drag Quick Print backup and take the Print button down.
| | 13:31 | So later on when I am talking to you about
printing, we need to have the same user interface.
| | 13:37 | So I am going to click OK to save that change and back
to my blank workbook in Excel and now you know how
| | 13:42 | to customize your own user interface,
your toolbars and your menus.
| | 13:47 | This will help you setup an environment that's best
for you according to your needs when working in Excel.
| | Collapse this transcript |
|
|
2. Using WorkbooksCreating and opening workbooks| 00:00 |
Well, the previous chapter was all about getting you comfortable
in your Surroundings, familiar with the User Interface.
| | 00:06 |
You now know you can modify your Surroundings and
your User Interface to totally suit your needs.
| | 00:11 |
So, with the formalities officially out of
the way, it's time to start using Excel.
| | 00:17 |
This chapter is going to be all about Workbooks.
| | 00:21 |
So we are going to look at ways to create brand new Workbooks,
and get you a nice head start using the Project Gallery.
| | 00:26 |
We will look at ways to open existing
Workbook, even import Workbooks that are
| | 00:30 |
of older formats in Excel, or different formats all together.
| | 00:35 |
We will look at some saving techniques using
Undo and Redo, and then we will explore working
| | 00:40 |
with pages, including page numbering in this chapter.
| | 00:43 |
Right now though, in this lesson, we are going
to look at creating and opening Workbooks.
| | 00:48 |
Now, the very first time we launched
Excel, we saw that Project Gallery show up.
| | 00:51 |
We are going to go back to that for sure
because there are some great shortcuts in there.
| | 00:55 |
We bypassed the Project Gallery the first time by clicking
Cancel, and this is what we ended up with, a blank Workbook.
| | 01:03 |
Now, you can create a new blank Workbook anytime, just
by going up to the File menu, and choosing New Workbook.
| | 01:09 |
Notice that command N on the keyboard will do the exact same
thing, but it is blank, and you have to start from scratch;
| | 01:16 |
you fill in everything, including the formatting.
| | 01:18 |
If you want to head start, you are in a rush,
whatever the reason, you don't want to have to do all
| | 01:23 |
of the work, why not access the Project Gallery.
| | 01:26 |
Notice that on the keyboard the shortcut
is Shift+Command P, as in Project,
| | 01:31 |
and we are going to access it by clicking File, Project Gallery.
| | 01:36 |
Now, with the Project Gallery opened, you can see that I
have got a number of categories down the left hand side,
| | 01:42 |
and one of those categories is selected, Blank Documents.
| | 01:45 |
Over here in the right hand side,
where I have got some thumbnails,
| | 01:48 |
one of them is already selected, which is Excel Workbook.
| | 01:52 |
Now, clicking Open right now would create a New Workbook,
a blank one, just like the one that's already open.
| | 01:58 |
So that's not what I want to do.
| | 02:00 |
Another option for Excel is to create
a list using the List Wizard.
| | 02:05 |
These are the only two options for
Excel in the Blank Documents' category.
| | 02:10 |
Notice the others have different logos in the top.
| | 02:12 |
Here are some entourage options, like
a Calendar Event and Mail Message.
| | 02:16 |
Here is a PowerPoint Presentation to
create a blank PowerPoint Presentation.
| | 02:21 |
I wouldn't do that in Excel, just like I wouldn't
create any of these three Word Documents,
| | 02:26 |
whether it's in Notebook Layout or Publishing Layout.
| | 02:28 |
So the Project Gallery we know is shared by the
other applications in the Microsoft Office suite,
| | 02:35 |
but we are only concerned with Excel options right now,
and that's why this blank Excel Workbook is selected.
| | 02:41 |
But there are more.
| | 02:42 |
Yes, if we go over to the Categories here, notice
that we have got Categories listed alphabetically.
| | 02:48 |
I am pretty sure if I go to Brochures,
I am not going to see any Excel options,
| | 02:52 |
all of these would be created in
something else like Microsoft Word.
| | 02:56 |
But if I go down to something like Home Essentials,
well, I wouldn't just click on Home Essentials
| | 03:01 |
because its got a little triangle next
to it indicating there are subcategories.
| | 03:05 |
So if I click on that, look at that, there's
Finance Tools, and I have got a College Cash Flow,
| | 03:10 |
for example, Investment Calculators and so on.
| | 03:13 |
All of these use Microsoft Excel.
| | 03:15 |
If I go down to Travel Tools, Itineraries
and Road Trip Logs, these are Excel files.
| | 03:23 |
I can collapse this branch by clicking the same
triangle, and those with Home Essentials selected,
| | 03:28 |
all I see is Project Gallery information over here.
| | 03:32 |
But notice I have also got Ledger Sheets if I click on that one.
| | 03:35 |
Wow, I can get to Accounts, for example, to create all kinds
of Excel Workbooks that are preformatted and set up for me;
| | 03:43 |
like Savings Passbooks and Checking
Ledgers and Business Checkbooks.
| | 03:47 |
I have got a series of Budgets; Event Budget,
Home Budget, Travel Budget, Income and so on,
| | 03:54 |
Invoices to choose from, Lists, Portfolios, and even Reports.
| | 04:00 |
So if I wanted to create any of these from scratch, if I have got
the big head start with the formatting and set up of the sheet,
| | 04:06 |
I can go to any one of these, like Expense
Report, for example, and click Open.
| | 04:11 |
When I do that, not only does it create a brand new
Workbook, and you will notice up here it says Workbook2 now,
| | 04:18 |
that's because it hasn't been saved,
and given a name at this point.
| | 04:21 |
It's actually a blank file, but a lot of the work has been done.
| | 04:25 |
There is some formatting in here.
| | 04:27 |
Notice, alternating rows are shaded for me.
| | 04:30 |
I have got some headings like Date, Payee,
Category, all the way over to Posted here.
| | 04:34 |
This column uses check box, its already formatted for me.
| | 04:38 |
Notice the Category column down below, in the
Category field is where I can go to select from a list
| | 04:44 |
of categories that show up when I click here.
| | 04:46 |
So if I was filling out my Expense Report for
Entertainment, I will just select it over here
| | 04:51 |
and it gets input for me, rather than me typing it.
| | 04:54 |
I am not going to select anything, I will
just leave Bonus in there as the default.
| | 04:58 |
Also, I can set up the title and so on.
| | 05:00 |
Up here at the top when I move my mouse pointer, it changes into
this little character representing, I am in the Header area,
| | 05:06 |
it says Enter report name, so I can do that by double clicking.
| | 05:10 |
I am going to type in My Expense Report.
| | 05:15 |
Now, I am going to double click down below to lock that in.
| | 05:18 |
There is another area down below for entering
report comments, I could double click there.
| | 05:24 |
If I don't want any, I hit Delete, gone. Or I could type in
something here like my trip to, let's say it was Cuba, 2008,
| | 05:34 |
and then I just double click down here again to lock that in.
| | 05:38 |
So there we go.
| | 05:38 |
Once I save this and give it a name, the name is
going to show up over here by default, next to File.
| | 05:43 |
All of this has been set up for me so it's a lot of work I
didn't have to do because I went through the Project Gallery.
| | 05:50 |
Even this column for Total Paid is
automatically going to calculate totals for me.
| | 05:55 |
So a lot of the work is done by using the Project Gallery.
| | 05:58 |
Of course, I can manipulate this,
remove columns I am not going to use,
| | 06:02 |
add new columns that I think are missing,
but the majority of the work is done for me.
| | 06:08 |
So that's just one of the ways to
create a new Workbook here in Excel.
| | 06:12 |
Now, if we want to open existing files, well, we
need to navigate to the location of those files.
| | 06:17 |
So we are going to go to our Open button, same
as going up to File, and choosing Open from here.
| | 06:22 |
Command+O on your keyboard is the
shortcut, if you like using the keyboard.
| | 06:26 |
But since the button is here on my
Standard toolbar, I am going to click Open.
| | 06:30 |
I am going to navigate to the Lesson2
folder of the exercise file.
| | 06:33 |
So if you have got the exercise files,
meaning you are a premium subscriber
| | 06:38 |
or you have bought the actual CD, you
can access these files along with me.
| | 06:42 |
If you don't have them, no problem, just open up any old file,
and I am going to go over here to Expenses, ECP_Expenses1,
| | 06:49 |
and I want to make sure it's the xlsx format.
| | 06:53 |
So we have got a new format here in Excel 2008,
the extension is not just xls, like it used be,
| | 07:01 |
we have got this extra x on the end, indicating
we have got some XML technology built into this.
| | 07:07 |
So ECP_Expenses1.xlsx, that's selected, I click
Open, and it's just going to open it up for me.
| | 07:14 |
So there we are, we have got one sheet down below.
| | 07:16 |
This is an expense report that was already been filled out.
| | 07:20 |
You can see its got the Name, who is it To, the Purpose,
Department, Data Submitted, and a whole bunch of options
| | 07:26 |
in here, already filled in with the tool down below.
| | 07:29 |
So opening an existing file, no problem.
| | 07:32 |
If we are going to make changes, of course we want to
save those, and there is a whole lesson devoted to saving.
| | 07:38 |
So, just a couple of ways to get started here in Excel.
| | 07:40 |
You can create New Workbooks by going Command+N on your keyboard,
| | 07:44 |
or creating a new blank Workbook
from File, choosing New Workbook.
| | 07:48 |
But, if you want a great head start, go up to the Project
Gallery under the File menu, and you will always have access
| | 07:54 |
to those head starts that we just looked at to get you going.
| | 07:58 |
Now in the next lesson, along the lines of opening a workbook
like we just did, you may want to bring in some older formats,
| | 08:06 |
so older Excel files, for example, or
even formats that are not Excel formats.
| | 08:12 |
In the next lesson we are going to look at importing workbooks.
| | 08:15 |
| | 08:16 |
| | Collapse this transcript |
| Importing workbooks| 00:00 | Let's explore a very common scenario when it comes to upgrading
to any software application, including Microsoft Excel.
| | 00:06 | Here we are using Excel 2008 on the Mac.
| | 00:10 | If we have upgraded, chances are that we have got older
versions of Excel Workbooks or Spreadsheets that we have created
| | 00:17 | in older versions of Excel, how do we open those up?
| | 00:20 | Or, what if we are handed an Excel file that was
created in an older version of Excel from somebody else
| | 00:25 | and we want to open it up here in version 2008?
| | 00:28 | Another scenario is, we receive a file and it was created in some
other application, other than Excel, not even an older format,
| | 00:36 | maybe some old version of Lotus 123 or Numbers on the Mac?
| | 00:40 | Well, we are going to explore both of those scenarios
right now; starting with opening up older formats,
| | 00:46 | because this is very typical, if you have upgraded to Excel 2008,
| | 00:50 | odds are pretty good you have got some older
files that you created in a previous version.
| | 00:55 | So if you have got the exercise files, you can follow
along it, if not, you can just watch and learn, no problem.
| | 00:59 | We are going to go up to the File menu and just
like opening up a new file here that we have created
| | 01:04 | in 2008, we go to Open or command O on the keyboard.
| | 01:08 | We are going to navigate to the Lesson2 folder,
| | 01:11 | and you will notice that we have got one here
that's a little bit different from the rest.
| | 01:15 | We have got four files that we can choose
from right now that are Excel files.
| | 01:19 | Now, this top one has a different looking icon, and if you will
look at the extension, it's the only one with xls on the end,
| | 01:27 | the rest have this new extension that includes an extra x on
the end, representing that XML technology that's built in.
| | 01:33 | So to open up an older format, what do we do?
| | 01:36 | Well, not much, we just click on it and click the Open button.
| | 01:39 | Any converting that needs to happen, happens on the way in.
| | 01:42 | There is our file, looks great, and
we can continue working on it.
| | 01:46 | Here is the best part though.
| | 01:48 | If this was handed to us by someone who is using an older version
of Excel, we can make changes to this file, and when we save it,
| | 01:55 | it remains an xls file, which means we can hand it back to
them and they can open it up in their older version of Excel.
| | 02:02 | That's great.
| | 02:03 | Now, if it's just one of your own old files, when you go to save
this, you might want to save it under the new extension xlsx,
| | 02:10 | and it will give you more options when
it comes to working with the file itself.
| | 02:13 | In the next lesson we will be talking about saving in detail.
| | 02:17 | Now that other scenario is, we receive a file,
maybe that was created in some other application.
| | 02:23 | The thing is, when you want to share files with
other people and you don't know what they are using,
| | 02:27 | or even if they have got Excel for that matter, then you
might want to save it to a format that anyone can open.
| | 02:34 | So we are going to look at a scenario where we have
received a file that was exported to a format called CSV,
| | 02:40 | Comma Separated Values, but we will also look at
the other files that can be imported here in Excel.
| | 02:46 | The keyword is imported.
| | 02:48 | In these cases we go up to the File
menu and we go down to Import.
| | 02:53 | Now we are going to be asked a couple of questions
before a wizard kicks in to help us import the file,
| | 02:58 | but here are the four types that we can import.
| | 03:00 | There is that CSV file I was talking about, its
very common, stands for Comma Separated Values,
| | 03:07 | meaning that the columns that we are used to seeing
| | 03:10 | in a Spreadsheet are actually data
values that are separated by commas now.
| | 03:14 | So it's a text file that uses a Delimiter called the comma.
| | 03:19 | Now, down below we can also open up
FileMaker Pro database files, HTML files,
| | 03:24 | if someone has handed you that, even other Text files.
| | 03:26 | So a text file that uses something like tabs or spaces
to keep the column separated can also be opened.
| | 03:33 | So we are going to leave it at CSV, and
we are going to click the Import button.
| | 03:38 | So now we got to go find it.
| | 03:39 | We need to choose the file.
| | 03:41 | Again, in our Lesson2 folder of the exercise files,
notice there is one CSV file there, ECP_Expenses1.
| | 03:47 | We give it a click, and now we click on Get data.
| | 03:51 | Notice, we are not opening it yet.
| | 03:53 | When we choose Get Data, we are actually
going to start our Import Wizard.
| | 03:57 | So you can see the Text Import Wizard takes in, where it's
Step 1 of 3, and we have got some choices to make down below.
| | 04:03 | Well, at the very bottom of this window
we get a Data preview, which is cool,
| | 04:07 | because we get to see the actual data that's
going to be brought in, and how it might look.
| | 04:12 | So with Fixed width selected to describe
our data, you can see the effect is kind
| | 04:17 | of this mishmash of text and numbers and stuff.
| | 04:20 | If we know it's Delimited, separated with those
commas, and we do, we can choose Delimited,
| | 04:25 | and then we will be able to choose the
character, and if I look down below,
| | 04:28 | you can see there are commas separating each of these values.
| | 04:32 | Notice that we have got one field here, I am going to call
that a field where we have got the City and the State,
| | 04:38 | and we have got a comma involved there, so we have to be
careful that, that doesn't get included as a Delimiter.
| | 04:44 | You will notice that this group of text in
each of these rows is actually kept together
| | 04:49 | between these double quotes, so keep that in mind.
| | 04:52 | Now, the file origin, it can be handy to know that;
did it come from a Mac, did it come from a PC?
| | 04:57 | I am going to choose a Windows PC here.
| | 05:01 | So if you know that information,
it's best that you can select it.
| | 05:04 | It will just help make the import and
the transition that much smoother.
| | 05:08 | So with those selected, I am going to go on to
the next step, Step 2, and this is what I like.
| | 05:12 | I have got a Data preview down below of what the end
result is going to be with certain selections made.
| | 05:19 | Now, I know that Tabs are not being used, so I
can deselect in the Delimiter section here, Tabs.
| | 05:23 | It's a Comma that's being used to separate the values.
| | 05:26 | Notice over here, Ventura, CA has a comma, but they are
staying together, that's because of a Text qualifier.
| | 05:33 | You can see it has been selected for
me already here as the double quote.
| | 05:37 | Now, the double quote was probably inserted as this
file was exported from whatever program it came from.
| | 05:42 | So on the Export, you can choose these Text qualifiers
and Delimiters, and when you create a CSV file,
| | 05:48 | this is the character used by default as our Text qualifier.
| | 05:52 | Notice that if I choose none, what happens down below
in my preview; Ventura is by itself and CA is by itself,
| | 05:58 | and we have got the double quotes at the
beginning and the end of each of these.
| | 06:01 | That throws off our column headings, so we definitely
want to keep that qualifier selected as our double quote.
| | 06:08 | So this looks good.
| | 06:09 | Now, Treat consecutive delimiters as one is
another option, if there are any blanks in there,
| | 06:14 | sometimes you will see a couple of
Commas together with nothing in between.
| | 06:18 | Well, that's okay, usually that means there is something
missing or no data was entered in that particular cell.
| | 06:25 | So we want keep this deselected unless you know for sure that
whenever we see double commas that they should be treated as one.
| | 06:31 | But I am going to leave it unselected,
and move on to the next step.
| | 06:35 | Here is where I get to choose the actual
data format for each of these columns.
| | 06:39 | For example, this first column is a Date column.
| | 06:42 | Notice the General appears by default across the top of
all of them using the General Format, but this is the Date.
| | 06:48 | You can see that it's actually day,
then the month, then the year.
| | 06:51 | The days change, but the month stays
the same, and the year stays the same.
| | 06:55 | So I am going to come down to Date.
| | 06:57 | I am going to choose that, and I am going to change it to
Day, Month, Year; look at all the formats to choose from.
| | 07:02 | So it is Day, Month, Year, there we go, and
it shows up now at the top of this column.
| | 07:07 | Now, the rest of these are General.
| | 07:09 | Notice there is no numeric format, numbers like we see
here in the cost column fall under the General format.
| | 07:15 | So if I click on the Expense type column, and I
hold down my Shift key and click on the last column,
| | 07:21 | I can change them all here to something
other than General if I wanted to,
| | 07:25 | or make sure that they are all selected
as General, and this is perfect.
| | 07:29 | Now, there is an advanced button here as well.
| | 07:32 | So I am going to go over to my Cost column here.
| | 07:35 | Click the Advanced button.
| | 07:37 | Notice that we can recognize numeric data by Decimals, Decimal
Separator; you can see as a Decimal, Thousands is the comma.
| | 07:44 | If I move this out of the way, I don't have any values
in the thousands, so this will work, I can click OK,
| | 07:51 | and those will be recognized as numbers
when I bring it into Excel.
| | 07:55 | So I am actually done, I can click
Finish now, and let's see what happens.
| | 08:00 | Aha, Where do you want to put the data, in the
existing sheet that we are working on right here,
| | 08:04 | which is the one we just opened, the old
format, or do we want to create a New sheet?
| | 08:09 | I do want to create a New sheet.
| | 08:11 | I am going to click OK, and you can see I
have got all of my data showing up in here.
| | 08:16 | Look at my Dates, they show up properly,
and they are in this case Month, Day, Year.
| | 08:22 | All I need to really do now is make
it look good with some formatting.
| | 08:26 | Later on in this title we will be doing a lot
of formatting with our sheets in a Workbook.
| | 08:31 | Notice up at the top, the name of
this file is now ECP_Expenses1.xls.
| | 08:37 | So when we Import it, we actually import it as an xls file.
| | 08:41 | So this is an older format.
| | 08:43 | If I want to save it under some other format, like our newest
format xlsx, then I would have to change that as I save it.
| | 08:51 | So keep that in mind, when you Import or even Open older
versions, you have the ability to save to those formats as well,
| | 08:58 | and in fact, if you were going to be handing this back
to somebody and you didn't know if they were using Excel
| | 09:03 | or not, you might want to export it back to CSV.
| | 09:06 | So in the next lesson we will be
looking at all of these save options.
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| Saving workbooks| 00:00 | If you have been following along in the last few lessons,
you know just how easy it is to open an existing Excel file,
| | 00:06 | even if that file was created in an older version of Excel.
| | 00:10 | We can even import files that were created in
other applications and saved to other formats.
| | 00:15 | So in this lesson we are going to look at
the exact opposite, that is saving our work.
| | 00:20 | Not just saving our work as we work on the
file, but saving to other formats as well.
| | 00:25 | Some people might call that exporting your work.
| | 00:27 | So you can see I have already got my file opened
here from the previous lesson, ECP_Expenses1.xlsx.
| | 00:34 | If you have got the exercise files, go
to the Lesson2 folder to find this one.
| | 00:38 | This is a brand new file format, that's the
extension that we see now in version 2008,
| | 00:44 | its got XML technology built into it,
that's why the extra x on the end.
| | 00:48 | So now we want to save our work.
| | 00:51 | Now, one thing that might happen is as you are
working on your file you want to save as you go.
| | 00:55 | For example, I am going to go over here to
the Date, where it says November 11, 2007.
| | 00:59 | I am going to change that to March 11, 2008.
| | 01:04 | So I just click and type, and I will hit Return to lock that in.
| | 01:08 | So I have made a change, and if I want to update my file,
because anything can happen, right; the power can go out,
| | 01:15 | you could kick the plug, anything could happen, and you
could loose your work if you don't save on a regular basis.
| | 01:19 | So clicking the Save button up here, the equivalent to
doing a Command+S on your keyboard will update your changes.
| | 01:25 | There, if the power goes out, I haven't lost my work.
| | 01:29 | Now, what if you want to give it a
different name, save to a different location,
| | 01:32 | or even save to another format to share with someone else.
| | 01:36 | That's a littler bit different.
| | 01:37 | In that case we use the Save As dialog box.
| | 01:40 | So we go up to file and choose Save As.
| | 01:44 | Now, the Save As dialog box will also
appear the very first time you save a file.
| | 01:49 | So if you have started a brand new Spreadsheet from scratch
and you start entering data and you hit that Save button
| | 01:55 | on the toolbar, it actually opens up the Save As dialog box.
| | 01:59 | So now we are going to look at saving under a different name.
| | 02:02 | So instead of ECP_Expenses1, which is already highlighted
for me, that's nice, I just have to type over that.
| | 02:08 | I am going to type in ExpenseReport, just like that.
| | 02:13 | I am going to change the location to my
desktop, so I am going to click Desktop here.
| | 02:18 | You can see that the format I am going to be saving to
is the brand new Excel 2008 for Mac format here, xlsx.
| | 02:25 | Now, if I wanted to save this to an older format, because I am
going to be sharing it with someone who hasn't upgraded yet,
| | 02:31 | or maybe they don't have Excel, I
will click this Format dropdown.
| | 02:35 | You will notice I have got a Common Format Section here,
which includes older versions of Excel, even to Templates.
| | 02:41 | We will talk about saving your templates later on in this title.
| | 02:44 | There is a common one, Comma Separated Value,
CSV, we saw how easy it was to import that.
| | 02:50 | Well, it's very easy to save to it as well.
| | 02:53 | We can save as web page, even a PDF portable
document format using some of these common formats.
| | 02:59 | Now, there are some specialty formats down below.
| | 03:02 | So as I scroll down, look at them all.
| | 03:04 | There are some CSVs in here as well, but
MS-DOS and Windows Comma Separated Values.
| | 03:09 | I have got some other Excel options in here including
Binary Workbooks, Macro Enabled Workbooks, and so on.
| | 03:15 | Look at all of these.
| | 03:16 | Tab Delimited Text, that's a very popular one as well.
| | 03:19 | If you don't know what the other person
is using and you want to save to a format,
| | 03:23 | that's very generic in allowing them to get the data in.
| | 03:27 | Now, with Text formats and CSV formats, you are going
to lose a lot of the formatting and the graphics
| | 03:32 | and things that make your Spreadsheet look good, but
if it's the data that's important, these are great.
| | 03:37 | So I am going to go down to Windows
Comma Separated Value, right here.
| | 03:40 | Give that a click.
| | 03:42 | Just before we actually save this by clicking the
Save button, look at the extension, its changed.
| | 03:47 | I want to bring up something that's kind of cool and
new to Microsoft Excel 2008, the Compatibility Report.
| | 03:54 | Now, you can access the Compatibility Report at any time by
going up to your Toolbox and clicking on the wrench up here,
| | 04:01 | but you can also access it as you
save right from this dialog box.
| | 04:04 | So I am going to click Compatibility Report.
| | 04:07 | You can see it actually opens up over here, its kind
of faded because we are in the middle of an operation.
| | 04:12 | You can see there is only one thing showing up, and that
would deal with saving to and older version of Excel.
| | 04:18 | So I can view that right here, do I
want to Continue Saving or click OK,
| | 04:22 | which takes me back to my file where I might make some changes.
| | 04:25 | I am going to Continue Saving, takes me right back to my
Save As dialog box, and now I can click the Save button
| | 04:33 | to actually save it to the new location,
with the new name, and the new format.
| | 04:37 | Now, if I click on my Desktop over here, you can see I have got
my new CSV file sitting there, ready to send to someone via email
| | 04:46 | or copy it to a disk, whatever the case may be.
| | 04:49 | We will talk about sharing your work with others
a little bit later on in this Title as well.
| | 04:54 | I am going to click back in my Spreadsheet here in
Microsoft Excel, look at my Compatibility Report.
| | 05:01 | If I click on this, I will get the explanation down below.
| | 05:04 | If that doesn't apply, no problem, I click Ignore,
it's gone, and now I can recheck the document
| | 05:10 | if I want to, but there are no other issues found.
| | 05:13 | You can see that I can check compatibility with previous versions
on the Mac and Windows if I wanted to, just by selecting it here.
| | 05:22 | There are no issues, so I am not saving to those
formats anyway, but if you had to, keep in mind,
| | 05:27 | you have got this Compatibility Report, very handy.
| | 05:29 | So that covers saving and Save As, even exporting, although
we get all of our Formats right from the Save As dialog box.
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| Using Undo and Redo| 00:00 | Well, this next feature we are about to discuss can
be found in pretty much every computer application
| | 00:05 | out there these days, including Microsoft Excel.
| | 00:07 | You are probably familiar with it,
but it's still worth mentioning,
| | 00:10 | because if you have never used it,
you are missing out on a lifesaver.
| | 00:15 | I sometimes call it the oopsy feature.
| | 00:17 | I am talking about Undo, specifically
Undo and Redo, they go together.
| | 00:22 | If you ever find yourself shouting out oopsy,
it might be time to use the Undo feature.
| | 00:28 | So let's take a look at it by opening
up a brand new Workbook in Excel.
| | 00:33 | You can see I have closed up everything, you can do the same.
| | 00:36 | I want to start right from scratch.
| | 00:38 | So I am going to go up to File and choose New
Workbook, command N on the keyboard would also work.
| | 00:44 | You see this starts up a brand new blank Workbook for us.
| | 00:48 | Now, you will notice that up here on the Standard toolbar,
there are two buttons kind of grouped together here
| | 00:52 | in between two separators, Undo and Redo,
and right now they are kind of faded out.
| | 00:58 | We can't use them because we haven't done anything yet
to Undo, and that's why I wanted to start from scratch.
| | 01:04 | But the second we do something in our Workbook, well, Excel kind
of tracks that, so we can Undo it if we wanted to, and in fact,
| | 01:11 | there is a history, so we can go back and Undo multiple
levels of functions that we may have performed.
| | 01:17 | Of course, if we Undo something we didn't
mean to Undo, we can always Redo it.
| | 01:21 | Kind of like Undoing and Undo, and
that's what we are going to do right now.
| | 01:25 | So I am up here in cell A1.
| | 01:26 | I am just going to type in some column headers here.
| | 01:29 | I am going to type in Item Number, and I am going
to hit my Tab key, it moves me over to cell B1 here.
| | 01:35 | Now, you can see the Undo button is available to me.
| | 01:39 | If I click Undo, look what happens, Item Number is gone.
| | 01:42 | Now the Undo button is not available, so if I wanted to
Undo that Undo, I would actually click the Redo button.
| | 01:49 | So I do that and Item Number is back.
| | 01:51 | Let's go over to cell B1, you can click right in it.
| | 01:54 | We will type in the word Description.
| | 01:56 | Hit the Tab key in column C1.
| | 01:59 | Now we are going to type in, how about, Cost.
| | 02:04 | We will Tab over, type in Quantity, Tab
over, and type in Total, there we go.
| | 02:13 | So we have actually done, one, two, three, four, five things,
| | 02:17 | that means if I hit the Undo button five
times, I will see all of these disappear.
| | 02:21 | But remember what I said, there is a history.
| | 02:23 | This old drop down button next to the
Undo button allows me to see that history.
| | 02:28 | So if I click on it, you will see that I have got
one, two, three, four, five actions that I can Undo,
| | 02:34 | and they are all listed here; Item
Number, Description, Cost, Quantity.
| | 02:40 | So I could go back one, two, three, or all of those actions.
| | 02:43 | I am going to go back to, and type in Quantity in cell D1, and
when I click on it, you can see both of those actions are undone.
| | 02:51 | Of course, if I go to my Redo button, I can actually see those
two things that I just undid, and Redo them if I wanted to.
| | 02:59 | Now, that's simple, that's just entering text.
| | 03:01 | What happens when you do something crazy like delete
something, or I am just going in between columns A and B here
| | 03:07 | and I am just narrowing my column width, its
too small, I can Undo that to get it back.
| | 03:12 | If I came across the top here, clicked and
dragged from cell A1 to E1, hit my Delete key,
| | 03:18 | just below the Help key on my keyboard, they are all gone.
| | 03:21 | Of course, one click of the Undo
button is going to undo that clear.
| | 03:26 | So I am going to click Clear right here
to undo that last action that I performed.
| | 03:31 | So Undo and Redo, keep in mind that its there for
pretty much any action you perform in Microsoft Excel.
| | 03:39 | Now, if you do something like Save or Print, those are things
you can't undo, but always check the history if you want
| | 03:45 | to see a list of actions that are available here to be undone,
it will keep track of your actions as you work in Excel.
| | 03:52 | When you close up your file that you
are working on and start something new
| | 03:56 | like we just did a moment ago, the
Undo and Redo history starts over.
| | 04:01 | So keep that in my mind, it's a real
lifesaver if you get into a jam.
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| Sheets vs. pages| 00:00 | =In this lesson we are going to break
down the basic Microsoft Excel Workbook.
| | 00:05 | We are going to talk about the difference between
Sheets in a Workbook and Pages in a Sheet,
| | 00:10 | just so you get that under your belt before we move on.
| | 00:13 | So you can see, I have already opened up a
Workbook here called Home_Building_Plan1.
| | 00:17 | If you have got the exercise files and you want to follow
along, go to the Lesson2 folder and you will find this one.
| | 00:23 | When I open this one up, you can see here I have got a
page that looks almost like a Word Processing document;
| | 00:30 | its got a bunch of graphics and notes, it
doesn't look anything like a Spreadsheet.
| | 00:34 | If you look at my Zoom level up here on
the Standard toolbar, I am at a 100%.
| | 00:39 | So if you are not, go ahead, click this button and select 100%.
| | 00:43 | Also, down in the bottom left hand corner, if I look
at my View buttons, I am currently in Page Layout View.
| | 00:49 | Now, older versions of Excel, you just simply worked in what we
call Normal View now, where you had a bunch of rows and columns,
| | 00:56 | and if you were going to be printing out your
work, then you had to put in Page Breaks,
| | 01:00 | and you would see dashed lines all over the place.
| | 01:02 | We still have Normal View, and if I switch over to Normal
View, you can see there is kind of that dashed line
| | 01:08 | in between columns G and H here representing the edge of my page,
but I could work on this Spreadsheet like I did in the old days.
| | 01:16 | I am going to switch back to Page Layout View, because now
that we have this view, we can actually work on our documents,
| | 01:23 | we will call them that in Page Layout View, as though we
were in another application like Microsoft word or something.
| | 01:29 | So if you plan on printing out your work this is a great layout.
| | 01:33 | Now, at a 100% here, which means I am not seeing all of
the contents of my particular Sheet in this Workbook.
| | 01:41 | I say Sheet because as I look down at the bottom
of the screen here, I have got multiple tabs.
| | 01:46 | Each one of these represents a separate Sheet in this Workbook.
| | 01:50 | If you were thinking of a document, these will kind
of be like separate documents within my Workbook,
| | 01:56 | because each of these Sheets may have multiple pages.
| | 01:59 | You could also think of them as Chapters; however you want
to think about them, Sheets and Pages work differently.
| | 02:05 | So let's just move across the Sheet here.
| | 02:07 | If I click on Cost Summary, I can see there is some Cost
Summary information that looks almost like a table here.
| | 02:13 | I have got a chart, and then I have got a graphic that's kind
of getting cut off, and the rest is appearing on the next page.
| | 02:19 | Now, over here down at the bottom,
you can see on my Status Bar, .
| | 02:22 | Now, if I go to Product Options and Selections, this looks like
it's just a one pager and everything is fitting on the page.
| | 02:30 | I can scroll down, and as I do, I reach the bottom,
and you can see everything fits on this single page.
| | 02:36 | Down at the bottom here, past this page, I can
click to add additional data or start a new page.
| | 02:43 | So I am going to go over to this
last one, which I can barely see.
| | 02:45 | So I might want to use my navigation buttons.
| | 02:48 | I have got buttons to move a Tab to the left or right at a time.
| | 02:51 | I can move to the first Tab or the
last Tab using these buttons as well.
| | 02:56 | So now I am at the last Tab, Contact List.
| | 02:58 | If I click on that, it looks like it all fits on one
page, but wait a second, we are in Normal View down here.
| | 03:03 | How would this Print?
| | 03:05 | Let's go over to Page Layout View, look at that.
| | 03:07 | It's cut off right down the middle.
| | 03:09 | So there are some adjustments we might
want to make to the pages within a Sheet.
| | 03:14 | Let's go back to that first Sheet.
| | 03:15 | I am going to click on Inspiration here, and I am going to go up
to my Zoom dropdown, and I am going to go down, way down to 50.
| | 03:23 | Now, I would never be able to read the contents
of my pages here, but it does give me great feel
| | 03:27 | for how much content is actually overlapping into the next page.
| | 03:31 | So to fix this up, I have got a couple of options.
| | 03:34 | When we are in our Page Layout View here or even Normal View,
working on pages, we have over here on the right hand side
| | 03:41 | in our Formatting palette a whole section devoted to Page Setup.
| | 03:45 | So we are going to see some information
here that's currently selected,
| | 03:48 | as well as some other options we might want to consider.
| | 03:51 | For example, the Orientation button Portrait is
currently selected, and all that means is that my page,
| | 03:58 | which is an 8.5x11 sheet of paper by default, of course I can
change that if I wanted to, is much longer than it is wide.
| | 04:05 | So if I was to turn this page on its
side, maybe all of this would fit.
| | 04:09 | Let's try it.
| | 04:10 | We will just come over here and click on the Landscape button,
and sure enough, everything fits nicely on to that one page.
| | 04:16 | So let's Zoom back up to 100%, and we will
move on to the next Tab, Cost Summary.
| | 04:22 | Now, this one we can see also overlaps on to the next page.
| | 04:26 | Let's Zoom out to a single page, we
can do that by choosing One Page.
| | 04:31 | Now, in this case we are on the second page here
and you can see it's just the edge of a graphic.
| | 04:35 | If I use my scrollbar at the bottom, I can scroll
over to Page1, and there is room at the bottom here,
| | 04:42 | so I might not want to change this to Landscape,
but choose something different like Print Scaling.
| | 04:47 | So if I choose the Fit to check box, I can choose
the number of pages wide by the number of pages tall.
| | 04:53 | If I want it all to fit on one page, I have 1 by 1
selected here, and I can adjust to a certain percent,
| | 05:00 | or when I click the Fit to check
box, this will be adjusted for me.
| | 05:05 | So I give it a click, everything now fits on one page,
it's adjusted to three quarters of normal size, or 75%.
| | 05:12 | Look at that.
| | 05:13 | Everything looks great on a single page here.
| | 05:16 | I Zoom back up, click over here on
the first page, Zoom back up to 100%,
| | 05:23 | scroll up using my scrollbar, and that looks pretty good.
| | 05:27 | Let's move on to the next Tab.
| | 05:29 | This one we saw fits perfectly, no
options need to be changed here.
| | 05:34 | You may notice though that in the background everything
is white, just like we are working in a Word Processor.
| | 05:39 | Notice here that we have also got a Sheet Section
in the Page Setup Section in our Formatting palette,
| | 05:45 | and Gridlines are currently not being viewed; we
can always look at them by clicking the check box.
| | 05:50 | Now you can actually see the column headings up here,
the rows, and these are actual cells in our Spreadsheet.
| | 05:58 | So as I click on them, I see the different cell addresses.
| | 06:03 | Now, if you want to see what it's going to look like
when it prints, you turn the Gridlines back off,
| | 06:07 | unless you want to print those Gridlines, which is another
option by clicking the Print check box here for Gridlines.
| | 06:13 | They will be printed, currently not viewed, but if you want
to see what it's going to look like, that's it right there.
| | 06:19 | So I don't want either of those selected.
| | 06:22 | Another option is to View and Print Headings.
| | 06:25 | Now, we will be talking about Headers and Footers and
Headings and so on a little bit later on in this Title.
| | 06:31 | So we will just leave the default selected as
is, and we will leave our margins as is as well.
| | 06:36 | We will talk about Formatting later
on as I mentioned in this Title.
| | 06:40 | Let's go to the last Tab now, I am going to navigate over there,
clicking the right arrow down here at the bottom left corner.
| | 06:45 | I am going to click on my Contact List.
| | 06:48 | We change this to Page Layout View,
and sure enough, it doesn't fit nicely.
| | 06:52 | If we Zoom out, I am going to go to 50%.
| | 06:55 | I can see that this would fit probably if I change to Landscape.
| | 06:59 | I do that, and everything is perfect.
| | 07:01 | I have still got plenty of room for more contacts as well.
| | 07:04 | Let's move back to the beginning.
| | 07:05 | I am going to click button that takes me to the first Tab, click
on Inspiration, and of course I would want to save these changes
| | 07:12 | by clicking the Save button, so everything looks great.
| | 07:15 | So you should now be comfortable with the difference between
Sheets in a Workbook as opposed to Pages within a Sheet.
| | 07:22 | In the next chapter, we are going to look at Sheets, and all of
the options you have when it comes to adjusting your Workbook
| | 07:30 | to get the Sheets in your Workbook flowing the way you want.
| | Collapse this transcript |
|
|
3. Working with Sheets and CellsAdding and removing sheets| 00:00 | I don't know about you, but I have been using
spreadsheet applications for a very, very long time.
| | 00:05 | Do you remember this one?
| | 00:06 | Lotus 123, and I was using that back in the
DOS days on a PC and then along came Windows
| | 00:13 | and there were some early versions
of Microsoft Excel and Quadro Pro.
| | 00:16 | You might remember that one.
| | 00:17 | Even on the Mac there were early versions of spreadsheet
applications and all of them have one thing in common.
| | 00:23 | When you opened up a file, you had one huge spreadsheet.
| | 00:28 | There were hundreds of columns, thousands of rows
and all of your data went on to one big sheet.
| | 00:33 | And that made it very difficult when you had different
areas where you had data stored in different pockets
| | 00:39 | and some of that data was used in other areas and
then navigating through this huge sheet was difficult,
| | 00:45 | cumbersome and things really improved when you
finally had the ability to have multiple sheets
| | 00:51 | in a workbook like we have now in Microsoft Excel.
| | 00:55 | So this chapter is going to be all about working with
sheets and sheets really help you to stay organized.
| | 01:01 | Keep things nice and neat and clean and easy to work with.
| | 01:04 | You can see I have already open up a file here
from the lesson three folder of the exercise files.
| | 01:09 | If you have got them and you want to follow along,
open up Revenues1.xlsx and you will have what I have.
| | 01:15 | Now, this particular workbook is made up of multiple sheets.
| | 01:18 | You can see them down below represented by these tabs.
| | 01:22 | I have got an Overall sheet which I am currently viewing.
| | 01:25 | Next is ILT short for Instructor Led Training.
| | 01:28 | If I click on that tab I view that
sheet and then I have got Tutorials.
| | 01:32 | If I click on that tab I see the Tutorial sheet.
| | 01:35 | You can see how every thing is nice and neat, located in one
area and if I go back to the Overall sheet I have got columns
| | 01:41 | for Instructor Led Training, Tutorials, I have also got one
for Webinars that is currently not located down at the bottom,
| | 01:48 | but information in this Overall sheet is
going to come from those other sheets.
| | 01:52 | So let's say that my responsibility is Instructor
Led Training and I might just work on this one sheet.
| | 01:58 | I don't have to worry about the other tabs down below.
| | 02:00 | It's easy for me.
| | 02:02 | I don't have to locate it.
| | 02:03 | It's right there, one easy tab to click on and
I have got everything I need in front of me.
| | 02:08 | Now other people might need to work on
Tutorials or maybe the Webinars for example.
| | 02:13 | All of that info will come back to this Overall sheet
and that's the beauty behind having multiple sheets.
| | 02:19 | So this chapter like I said is all about working with sheets.
| | 02:22 | In this lesson we are going to show you how to
add sheets because it would appear that according
| | 02:27 | to this Overall sheet, we are missing one for Webinars.
| | 02:31 | Now, there are different ways for us
to add sheets to an actual workbook.
| | 02:36 | One way is just to come down here and click
the little + sign where it says Insert Sheet.
| | 02:41 | Now doing that accepts any defaults.
| | 02:43 | Let's try.
| | 02:44 | We will click the + sign.
| | 02:46 | It adds a new sheet.
| | 02:47 | It's a blank sheet.
| | 02:48 | There is nothing on it.
| | 02:49 | No formatting, no data, no head start and it's added
to the end of the last sheet here after Tutorials.
| | 02:55 | Easy as pie.
| | 02:56 | Now, if I go back to the Overall sheet and I know that numbers
are going to be coming from these other sheets and I look at ILT
| | 03:03 | and I look at Tutorials, they look very similar in nature.
| | 03:07 | One has an extra column, but wouldn't it be better
if I could actually take this sheet and copy it.
| | 03:13 | Well I could.
| | 03:14 | I could copy all of the contents here
and paste them over here on this sheet,
| | 03:18 | but this sheet doesn't have the same attributes as the others.
| | 03:21 | For one you can see all of the gridlines, so the
formatting and so on would have to be applied.
| | 03:26 | So there will be some manual labor involved,
but inserting the sheet was pretty easy.
| | 03:31 | Another way to insert new sheet is just to go up to Insert
menu and from here you will see we do have a Sheet category
| | 03:38 | with a submenu where we can insert a Blank Sheet
that's just what we did by clicking the + sign.
| | 03:43 | This is the equivalent.
| | 03:44 | But you can also insert different kinds of sheets as well.
| | 03:47 | Later on in this title we will be working with charts inserting
a Chart Sheet actually starts a brand new chart for you.
| | 03:55 | So you get a nice head start.
| | 03:56 | Same thing if you are working with List.
| | 03:58 | Later on when we explore List, we will insert a List
Sheet which gets you started with a brand new blank list.
| | 04:05 | So for now we are just looking at Blank Sheets.
| | 04:08 | Notice that we have Others down below as well.
| | 04:10 | Clicking Others going to display the Project Gallery
and in here you can see we have got the ability
| | 04:15 | to insert those three sheets we just saw
a blank, there is chart, there is list.
| | 04:20 | There is a couple of others as well.
| | 04:22 | Macro Sheets and Dialog Sheets.
| | 04:24 | Now I am going to Cancel this and show you probably the best
way to insert a new sheet and that's from the Elements Gallery.
| | 04:32 | Up here the very first tab in the Elements Gallery is Sheets and
when I click on that notice the categories Accounts, Budgets,
| | 04:40 | Invoices, Lists, Portfolios, Reports and Blank Sheets.
| | 04:44 | All of these are categories that allow me to select from
these thumbnails down below, and as I harbor over them I find
| | 04:51 | out a little bit information over here
in the left hand side about that sheet.
| | 04:55 | This is for Account Balances, Business Checkbooks so a
lot of the formatting and some of the actual labeling
| | 05:02 | and so on is done before you get a nice head start.
| | 05:05 | If I go up to Budgets I will see different
options like Bill Trackers, Event Budgets.
| | 05:10 | Now if that's great if you want to insert a
brand new sheet that's different from the rest.
| | 05:15 | Now, I am going to close up the Elements Gallery
here by clicking Sheets again and really what I want
| | 05:20 | to do is not insert a blank sheet or any of those other sheets.
| | 05:23 | I want one that looks like one of these.
| | 05:25 | So let's clear the scenario here.
| | 05:27 | The Webinars actually tracks revenues from Live Webinars as
well as Generic Webinars and then there is also an Archive.
| | 05:36 | So I am thinking it's probably going to look a lot like the
Tutorial sheet because we want three columns and then our Total.
| | 05:43 | So wouldn't it be nice if we could just take a duplicate of
this one and then tweak it a little bit to be our Webinar Sheet.
| | 05:49 | Now that's exactly what we are going to do in the next lesson.
| | 05:53 | So before we do that we need to get
rid of the new sheet we just added.
| | 05:57 | Clicking on the Sheet tab here displays the blank sheet.
| | 06:00 | Now, when you insert a sheet that's not something you can undo.
| | 06:04 | Notice the undo button is not available.
| | 06:06 | Wouldn't that be easy?
| | 06:07 | Just click undo and the sheet is gone.
| | 06:09 | But you can't.
| | 06:09 | You actually have to delete a sheet.
| | 06:11 | If I go up to the Edit menu over here, you will notice
that I have got some options like Delete Sheet there.
| | 06:18 | There it is right there.
| | 06:19 | I also have Move or Copy Sheet.
| | 06:21 | That's what we are going to be looking at in the next lesson.
| | 06:24 | Another option is to right-click or if you got a single button
mouse hold down your Ctrl key and click on the Sheet tab
| | 06:32 | down here at the bottom that displays
a menu which includes Delete.
| | 06:36 | So we are going to do that.
| | 06:37 | We will need to confirm that we meant to delete that
because anything that's in here will be permanently deleted.
| | 06:43 | This is blank, so I am okay with clicking OK.
| | 06:47 | It's gone, we are ready to move on to the next lesson
now where we are going to actually duplicate one
| | 06:51 | of these sheets and then a make a few adjustments.
| | Collapse this transcript |
| Copying and moving sheets | 00:00 | In the previous lesson, we saw just how easy it is
to insert a brand new sheet into Excel workbook.
| | 00:06 | You can click the + sign down below or go
to the Insert menu to insert a new sheet.
| | 00:10 | The only thing is that new sheet
will be kind of like a blank canvas.
| | 00:15 | You are ready to start working on that sheet, entering
data whether it would be text or numbers or formulas.
| | 00:20 | But what happens if the sheet that you want to insert
into your workbook is very similar to an existing sheet.
| | 00:27 | For example, you can see I have already
opened up the file called Revenues1.xlsx.
| | 00:31 | We opened it up in the previous lesson.
| | 00:33 | If you have got the exercise files,
open this one up to follow along.
| | 00:37 | If I go down to the first sheet which
is titled Overall down here.
| | 00:40 | I have got columns for Instructor Led
Training, Webinars and Tutorials down below.
| | 00:45 | I have only got sheet for Instructor Led Training and Tutorials.
| | 00:48 | I am missing one for Webinars.
| | 00:50 | Now if the Webinar sheet is going to look a lot like either
Instructor Led Training or Tutorials, probably it would be better
| | 00:57 | to copy one of these sheets and then make a few adjustments
as opposed to inserting a new blank sheet, clicking the + sign
| | 01:04 | and then having to type in all this stuff and
make it look similar to one of these other sheets.
| | 01:09 | So in this lesson, we are going to look at a big time saver.
| | 01:12 | That is inserting a new sheet, but by copying an existing sheet.
| | 01:17 | Now if I look at the Overall tab yes, I missing Webinars.
| | 01:20 | It's going to be data or revenue tracking that's
going to be gathered from the Webinars sheet.
| | 01:25 | Now, if I think about the Training Services
Department and Webinars we have three categories.
| | 01:30 | We have got Live Sessions.
| | 01:32 | We have got Generic Webinars and we have also got
an Archive and all of those could generate revenue.
| | 01:38 | So if I look my ILT tab here, it's just got
two categories and then the Total Column.
| | 01:44 | If I look at Tutorials, it's got three.
| | 01:46 | So this would be good one to copy and then I just
have to come in here and change some of the labeling.
| | 01:51 | So what I am going to do is actually
right-click on Tutorials down here on the tab.
| | 01:56 | If you have got a single button mouse hold down Ctrl and click.
| | 01:59 | You will see a pop-up menu.
| | 02:01 | Now, I could come up here to Insert a new sheet.
| | 02:04 | This will take me to the project Gallery, but again I have to
enter all of the information that I would want on the sheet
| | 02:10 | when I have already got it pretty much here on my Tutorial sheet.
| | 02:13 | So instead, I am going to come down to Move or Copy.
| | 02:17 | So when I click on that I see the Move or Copy dialog box.
| | 02:21 | Here I get to choose if I am moving
sheets where I want to move them too.
| | 02:24 | Well, I am copying so it's going to be copied to the
existing workbook which is Revenues1 so that's perfect.
| | 02:30 | It's already selected.
| | 02:31 | I get to choose where it's going to go down below before
what sheet and down below very important if you are going
| | 02:39 | to be copying an existing sheet you need
to click this checkbox Create a Copy.
| | 02:44 | Now I get to choose where it's going to go for our purposes.
| | 02:47 | I am just going to leave it at the end.
| | 02:48 | So I am going to choose (move to end) here and click OK.
| | 02:53 | When I do that you can see I got a brand new duplicate of
my Tutorial sheet and in fact it's called Tutorials (2).
| | 03:00 | The (2) in brackets meaning the second
version of this original Tutorial sheet.
| | 03:05 | They are both identical, but Tutorials (2)
down here is going to become my Webinars.
| | 03:10 | So what I am going to do is change some of the text I see here.
| | 03:14 | For example Revenue Tracking 2008, Tutorials needs to be changed.
| | 03:19 | I am going to double-click way over here to the left on Revenue.
| | 03:22 | Double-clicking here actually shows me the full contents
of Excel that overlaps into other cells in my spreadsheet
| | 03:29 | and where it says Tutorials, I am just going to highlight that by
clicking and dragging over it and I am going to type in Webinars.
| | 03:36 | Now, when I click anywhere in the sheet, you can see
that's locked in and down here I have got labels for each
| | 03:41 | of the columns that need to be changed as well.
| | 03:43 | So I am just going to click once on Custom Video.
| | 03:46 | I don't need to highlight anything because
I am going to replace the entire contents.
| | 03:49 | I am going to type in Live Sessions.
| | 03:53 | There we go.
| | 03:54 | Where it says Generic Video, I am going to type just
Generic like so and Manuals is going to be replaced
| | 04:03 | with that Archive I was talking about and when I click out here
that's locked in and I have got my brand new Webinar sheet.
| | 04:10 | The only problem is it's not in the right spot.
| | 04:13 | I need to move it over and I am going
to need to rename that sheet down below
| | 04:17 | so that it's easier for me to track and understand.
| | 04:21 | So first thing I am going to do is just move it.
| | 04:23 | Tutorials (2) here needs to be between ILT and Tutorials
tabs, because if I go back to my Overall tab that's
| | 04:30 | where it's located here in this little worksheet area.
| | 04:34 | So I am going to click on Tutorials and hold my mouse button
down and look what happens when I start dragging to the left.
| | 04:40 | A little arrow appears, and you can see when the arrow appears
between ILT and Tutorials here, it's a good place to let go
| | 04:47 | up my mouse button to move that sheet into the right location.
| | 04:51 | That's all it is to moving sheets around.
| | 04:54 | The next thing that we are going to need to do though
is modify the sheet slightly by changing its name
| | 04:59 | and then we will look at some of the other options as well.
| | 05:01 | We will do that in the next lesson.
| | Collapse this transcript |
| Renaming and hiding sheets| 00:00 | If you have been following along so far in this chapter,
you have seen how we can insert sheets into a workbook
| | 00:05 | to help us stay better organized, and if
we want to save a lot of time and effort,
| | 00:10 | we can even take existing sheets and make duplicates of them.
| | 00:13 | Copy them, so that we can take a lot of the work that is already
been done for us and make a few adjustments here and there.
| | 00:19 | That is where we left off in the previous lesson.
| | 00:21 | Now, when we insert new sheets or even copy existing sheets,
| | 00:25 | the name that we get is probably not
the name that we want to stay with.
| | 00:29 | Notice down below that I have got a sheet called Tutorials2,
| | 00:33 | hat was a copy of our Tutorial sheet,
the copy we made in the previous lesson.
| | 00:37 | Now, we are still using the same file from the
previous lesson, but if you are jumping to this lesson
| | 00:43 | and you have the exercise files, you can open up
Revenues2.xlsx, you will have exactly what I have.
| | 00:48 | There is a brand new sheet here called Tutorials (2) and we made
some adjustments to make sure that this was our Webinar sheet.
| | 00:54 | If we look at the Overall sheet, we have columns for
Instructor Led Training, Webinars and Tutorials down below.
| | 01:01 | We have got our Instructor Led Training sheet, we have got
our Tutorials, but our new one needs to be called Webinars.
| | 01:07 | We moved it into position in the previous
lesson, now it's time to rename it.
| | 01:11 | Another thing that we are going to look at in this lesson
| | 01:13 | to help you stay organized is we are going
to hide the sheets that don't pertain to us.
| | 01:18 | So if you have got a workbook with a ton of sheets
and you only use it maybe two or three of them,
| | 01:23 | you can hide the rest and unhide them when you need them.
| | 01:26 | So we are going to look at that too, but we are going to start
by renaming our brand new sheet here called Tutorials (2),
| | 01:32 | that's the default naming scheme
that happens when we copy a sheet.
| | 01:36 | Now, to rename this, we have a couple of
options, we could go up to the Format menu,
| | 01:40 | come down to the sheet and you will see Rename right over there.
| | 01:43 | Clicking Rename is going to highlight
Tutorials (2) down below right on the tab.
| | 01:49 | I am just going to click in the sheet itself and show you
that a faster way is just to double-click on Tutorials (2).
| | 01:56 | Double-clicking does the exact same thing, it highlights it,
so we can type right over, I am going to type in Webinars.
| | 02:02 | When I hit Return, I would lock it in, so there we go.
| | 02:05 | We have renamed our sheet, that's all there is to it.
| | 02:08 | Now, like I said, to stay really
organized and keep things neat and clean,
| | 02:12 | you may want to hide the sheets that don't pertain to you.
| | 02:15 | Let's say it's your responsibility
to track revenues for Tutorials.
| | 02:20 | Instructor Led Training, Webinars, they don't
matter; all you need to do is get information
| | 02:24 | into Tutorials and see how it affects the overall.
| | 02:27 | That means you really do not need to see Instructor Led
Training in the Webinar sheets and that means you can hide them.
| | 02:32 | So, if I click on ILT here and then I go up to the Format menu,
| | 02:37 | down the sheet you may have saw a
moment ago, right below Rename is Hide.
| | 02:42 | When I click Hide, it just disappears from the bottom.
| | 02:45 | I am going to do the same for Webinars, it's already selected,
I can go up to Format, Sheet and click Hide to hide it as well.
| | 02:55 | Now, there are tricks for selecting multiple sheets, we
are going to do that a little bit later on in this chapter.
| | 03:00 | But in this case it was only two of them, so we are able to hide
each of them individually, that means that we don't see them
| | 03:06 | down below, we just have our Tutorials sheet and our Overall.
| | 03:09 | That's all we need to work effectively, but if we did need
any of those back, we would simply unhide them by going back
| | 03:16 | up to Format, coming down to Sheet and
this time we are going to click on Unhide.
| | 03:22 | When we choose Unhide, we need to choose the
sheet we wish to Unhide, if we want to unhide both
| | 03:27 | of them; we have to do one at a time unfortunately.
| | 03:30 | So there are no keyboard shortcuts, for example, holding down
Shift with one selected and clicking the other, doesn't work.
| | 03:36 | So we click OK to unhide ILT, it goes
right into position where it left off.
| | 03:42 | Let's do that again, we will go up to Format, down to
Sheet, over to Unhide and Webinars is the only one last,
| | 03:49 | so it is already selected, we click OK
and it opens up in position as well.
| | 03:54 | So we have got them all on hidden again.
| | 03:56 | So just to help you stay better organized,
it's really good to name your sheets.
| | 04:00 | Now, I know if I want to go to Instructor Led training, I don't
go to Sheet2, it's labeled, ILT, Webinars, Tutorials etcetera.
| | 04:07 | Again, if you have multiple sheets showing up in a
workbook and you only need access to a couple of them,
| | 04:13 | hide the ones you don't need, unhide
them when you need them again.
| | Collapse this transcript |
| Selecting sheets and their components| 00:00 | One thing we are going to be doing a lot
of as we moved through the various lessons
| | 00:04 | in this title is making modifications
to the content in our workbook.
| | 00:09 | Maybe we will be changing the look and
feel of the sheets within our workbook
| | 00:13 | or on the individual sheets we will be doing
things like formatting text and numbers.
| | 00:18 | Well, to save yourself a lot of time and effort down the road,
we are going to look at some selection techniques in this lesson.
| | 00:25 | By spending a few minutes now we will
save ourselves tons of time down the road.
| | 00:30 | So here you can see, I am still working with my revenue sheet
from the previous lessons, but if for some reason you skip
| | 00:35 | to this lesson no worries just go to the lesson three folder
of the exercise files if you have got them, open up Revenues3
| | 00:41 | and you will be all caught up have
what I have here on the screen.
| | 00:45 | Let's say I am on the Tutorials sheet here.
| | 00:47 | The Tutorials tab is selected down at the bottom,
and as I look at this sheet I notice the one
| | 00:53 | that the gridlines are all turned off except for this
area it would appear that the gridlines are turned on.
| | 00:59 | Really all it is as these cells are formatted
to show the rows and the columns separators.
| | 01:04 | If I go to Webinars it's the same thing.
| | 01:07 | Clicking on the ILT tab shows me the same
formatting and the same thing for Overall.
| | 01:12 | So there is a lot of consistency built in here already.
| | 01:15 | Now, what if I wanted to turn on the gridlines?
| | 01:18 | Well, no problem.
| | 01:19 | With Overall selected I come over to my Formatting palette
in the Sheet section, I can click in the checkbox next
| | 01:25 | to View right beside Gridlines here and they are turned on.
| | 01:29 | Now, are they turned on for the other sheets?
| | 01:30 | Well, if I go to ILT no.
| | 01:33 | Webinars no.
| | 01:34 | Tutorials no.
| | 01:36 | Back to Overall.
| | 01:37 | I am going to turn these back off by clicking
the same checkbox here next to Gridlines,
| | 01:42 | and what if I want to turn them on for multiple sheets.
| | 01:45 | Well, in that case I would select multiple sheets first and
you can do that by using a couple of the keys on your keyboard.
| | 01:52 | With Overall already clicked on or selected, hold
down your Command key and click on Tutorials.
| | 01:59 | Notice that Tutorials is now selected as is Overall.
| | 02:02 | We didn't lose that selection.
| | 02:04 | They are both a little bit brighter than the middle two tabs.
| | 02:07 | Now, if I wanted all of them selected
though, I would do something different.
| | 02:11 | So in this case, I am going to click on ILT.
| | 02:12 | I lose any of the selection I had.
| | 02:15 | Go back to Overall.
| | 02:17 | So I am at the first tab, hold down my Shift key this time,
click on Tutorials and everything in between get selected.
| | 02:24 | That means that any changes I made now
will be made to all four of these sheets.
| | 02:29 | So if I go to Gridlines and turn them on, you can see gridlines
are turned on here on Overall if I go to ILT same thing.
| | 02:36 | Webinars and Tutorials all turned on.
| | 02:39 | So again to turn them off I would select them all.
| | 02:42 | I can click on the last one, hold down Shift and click
on the first one Overall and do the exact same thing.
| | 02:48 | Let's turn them back off.
| | 02:50 | Let's click on Overall so only it is selected.
| | 02:53 | Now, let's talk about selection within a sheet.
| | 02:56 | If I wanted to format multiple columns or rows
for example, well I can click on actual columns.
| | 03:03 | If I click on the A at the top here, the
entire column A selected from top to bottom.
| | 03:08 | If I go over to row 1 and click on the 1 the entire first
row was now selected, and it goes on and on right to the end.
| | 03:15 | What if I wanted multiple rows?
| | 03:17 | Well, if I wanted say row 1 down to 11 selected, I will click
on 1 and drag down to 11 and all of those rows are now selected.
| | 03:28 | Same thing goes for columns.
| | 03:29 | Let's just click anywhere in our sheet to
deselect and starting with column Bible,
| | 03:33 | we will click and drag across to column
E. All of these columns are now selected.
| | 03:39 | Can I do both?
| | 03:40 | You bet, if I wanted say columns B
through E selected, I can click and drag,
| | 03:46 | hold down my Command key now to select rows 6 through 11.
| | 03:50 | With a Command key hold down, I can click and drag down.
| | 03:53 | I don't lose the column selection,
but I gain this row selection here.
| | 03:58 | So now I have got an area selected
that kind of intersects each other.
| | 04:01 | Let's deselect by clicking anywhere in the
sheet and now let's talk about selecting cells.
| | 04:07 | Actual cells can be selected by clicking and dragging as well.
| | 04:10 | Let's go from Instructor Led dragging across to Total.
| | 04:13 | Now if I want to make a change I could change all
of these cells at once like turning the Bold off.
| | 04:19 | I am going to go over here to my
Formatting palette and turn them off.
| | 04:22 | Notice it turns it off for each of the selected cells.
| | 04:25 | Now, if I want to repeat that for these, well I could
highlight this area by clicking and dragging down.
| | 04:30 | Wouldn't it be nice if I could do both?
| | 04:32 | I am going to click the Undo button, which is going to
undo my first selection, and with that selected I am going
| | 04:39 | to hold down my Command key and click and drag down.
| | 04:41 | So I don't lose the top selection.
| | 04:43 | I get this new selection down the left side.
| | 04:46 | These are non-contiguous cells.
| | 04:48 | In order words, they are not joined together,
and I was able to do that with my Command key.
| | 04:52 | Now, I can turn the Bold off for all
of them by clicking the Bold button.
| | 04:57 | Now, does that affect my other sheets?
| | 04:59 | No, it does not.
| | 05:00 | But here is the trick.
| | 05:01 | Let's click the Undo button to get
those back and we will deselect.
| | 05:06 | Let's select multiple sheets like we did earlier, holding
down Shift we can click on Tutorials to select all the sheets.
| | 05:13 | Now, when we come down here and click and drag from
Q1 down to Total, holding down the Command key,
| | 05:20 | click and drag from Instructor Led over to Total
and we come over here and turn off the Bolding.
| | 05:26 | Let's check out the other tabs, because
they were all selected, look at that.
| | 05:33 | All of them, all at once formatted.
| | 05:36 | That's a big timesaver, saves you a lot of repetition.
| | 05:39 | So let's make sure they all selected with Overall
clicked on, hold down Shift and click on Tutorials,
| | 05:44 | we will turn the Bolding back on and we will
turn the back on for each and every sheet.
| | 05:49 | Very good.
| | 05:50 | Go back to Overall.
| | 05:51 | Now another option, if I go over
to ILT see how it's still selected.
| | 05:57 | I go to Webinars, it's still selected,
and same thing for Tutorials.
| | 06:02 | So it keeps the selection in each of the individual
sheets, but if the sheets are not selected,
| | 06:07 | you won't see those changes made
throughout every sheet in your workbook.
| | 06:11 | Another option would just to be click and drag.
| | 06:14 | I am going to go from Instructor Led across to the top.
| | 06:16 | I only want to change the titles
at the top of each of the columns.
| | 06:20 | Now I can go to ILT, hold down my Command key, click and
drag across, go down to Webinars click and drag across,
| | 06:27 | because if for example, I had extras in some of these
sheets and it wasn't always column B through E and row 4,
| | 06:35 | then I would want to take this technique by clicking
on the tabs, holding down Command and selecting them.
| | 06:41 | They could be anywhere in the sheet, and
I have got the multiple selections now.
| | 06:45 | So I could go over here and maybe add Italics.
| | 06:48 | Now, if I go through each of the tabs, you
can see that it didn't actually affect those.
| | 06:52 | Even though they were selected, I need to hold down
Shift, select all of my tabs and turn the Italics on.
| | 07:00 | There we go.
| | 07:01 | So we will leave that just as it is.
| | 07:06 | So keep in mind, using these selection techniques down the road,
you will be able to save a lot of time by avoiding the repetition
| | 07:13 | of moving from sheet to sheet and repeating commands.
| | Collapse this transcript |
| Cell basics| 00:00 | In case you didn't know this, already Microsoft Excel
is an extremely powerful spreadsheet application.
| | 00:06 | There is an awful lot you can do and it can become quite complex.
| | 00:11 | Well in this lesson, we are going to
start off with very simple basics.
| | 00:14 | When it comes to entering three types
of data into an Excel Sheet.
| | 00:19 | I am talking about text, numbers and formulas.
| | 00:24 | So you can see I have closed up everything that was open.
| | 00:26 | You can do the same if you are following along and what
we are actually going to do is start right from scratch.
| | 00:31 | We are going to go up to File menu here in Excel
and we are going to create a new blank workbook.
| | 00:36 | Command+N on the keyboard is the shortcut.
| | 00:38 | Give it a click and here is our blank sheet.
| | 00:41 | So we are going to start off by entering some text.
| | 00:44 | Now, over here on the right-hand side in our toolbox,
the Formatting palette is the default palette to show
| | 00:50 | up when you create a new sheet and you can see the default
font that's being used, the size, any attributes that may
| | 00:55 | or may not be turned on including the color and of course,
all of these things can be modified, later on we will do that.
| | 01:02 | But right now we just want to get some of
these types of data into our worksheet.
| | 01:07 | So here at the top, I am just going to type in right at cell
A1 you can see it's kind of selected here or highlighted.
| | 01:13 | I am going to type in some simple text.
| | 01:15 | Let's type in Training Services Revenue
Tracking and when I hit Return, it's locked in.
| | 01:28 | But I want you to notice how it actually
overlaps into a couple of other cells.
| | 01:32 | That's okay.
| | 01:33 | As long as there is nothing in those cells, I am going
to be able to see the entire string that I just typed.
| | 01:38 | Now if I was to click on cell B1,
there is actually nothing in that cell.
| | 01:44 | We can see parts of what we just typed
but that was actually entered in cell A1.
| | 01:49 | So keep that in mind.
| | 01:50 | If I was to come in here and start typing something like
my name and hit Return, see how it cuts everything off now.
| | 01:57 | So I am going to come back up here.
| | 01:58 | I am going to delete the contents by clicking on cell B1 hit my
Delete Key just above my arrow keys here, it removes everything
| | 02:06 | and now I can see everything I typed in cell A1.
| | 02:09 | Just below cell A1, I am going to
type some additional information here.
| | 02:14 | Let's do 2008-Overall, there we go and when I hit
Return that just barely overlaps into column B as well.
| | 02:25 | You may have noticed that as we type
this, we're going from left to right.
| | 02:29 | So what I am going to do now is just come down a couple of
cells here to cell A5 and I am going to type in some text.
| | 02:36 | I am going to type in Q1 and hit Return.
| | 02:39 | See how it's wave over here on the left-hand side of the cell.
| | 02:41 | That's yet another default of entering text.
| | 02:44 | Now we are going to type in Q2, hit
Return each time, type in Q3 and Q4.
| | 02:50 | I am going to hit Return twice to skip over and
type in the word Total and it too is left aligned.
| | 02:58 | Now up here in column B row 4 or what we would call
cell B4, I am going to type in some additional text.
| | 03:06 | So I am going to type in the heading here, ILT.
| | 03:09 | I am going to hit my Tab key now to move instead of
from that cell down but to the right using the Tab key.
| | 03:17 | It moves me over to cell C4.
| | 03:18 | I am going to type in Webinars, I am going
to hit Tab, I am going to type in Tutorials.
| | 03:28 | One more Tab and type in the word Total and I am
going to hit Return this time to lock that in.
| | 03:34 | All of these are left aligned using the
default font and the default font appearances.
| | 03:39 | So if I wanted to change, for example,
all of this text to be right aligned,
| | 03:43 | I can just highlight these cells,
go over to my Formatting palette.
| | 03:48 | In this case, I want to go to Alignment and Spacing, so
I'll click that little triangle to expand that section
| | 03:55 | and sure enough, I've got some horizontal alignment
options and this one here will align text on the right.
| | 04:01 | Very simple to move that stuff over.
| | 04:03 | Now I will deselect by clicking anywhere in my sheet.
| | 04:07 | Alright, now it's time to enter some numbers.
| | 04:09 | Let's see how numbers appear when we type them in.
| | 04:11 | I am going to right in here to column B row 5,
cell B5 and I am just going to type in a number.
| | 04:17 | I am going to type in 23450.
| | 04:24 | When I hit Return, notice that numbers
are actually right aligned.
| | 04:28 | Let's try that again.
| | 04:29 | Type in a different number here, 27645,
Return and sure enough that's right aligned.
| | 04:36 | Now these are very plain looking numbers; there's no comma
separator for the thousands, there is no dollar signs.
| | 04:42 | All of that has to do with formatting as well.
| | 04:44 | So let's just enter a couple more numbers here; 31234 and 33679.
| | 04:55 | So all of our numbers are right aligned.
| | 04:56 | So it might make sense that if we were to get things
aligning up properly, we would highlight these headings
| | 05:02 | at the top of the columns and right align them as well.
| | 05:05 | So with those selected, we still have our Alignment
and Spacing section open, we'll right align those.
| | 05:09 | We are going to do lots of text and
number formatting later on in this title.
| | 05:14 | This is just some basic stuff to get you started.
| | 05:17 | Now, the next thing we are going to enter is a formula; the
third type of entry that we can enter here into a spreadsheet.
| | 05:24 | So in this case, we are actually going to
use numbers to create the actual answer.
| | 05:30 | Now if I wanted to, I could take these numbers and add
them all up and just type in the answer right down here.
| | 05:35 | Maybe it's something like 450652, let's say.
| | 05:42 | Now if I changed any of these numbers,
this number would never change.
| | 05:45 | So I am going to hit Delete to delete that.
| | 05:48 | What I really want is a formula that's going
to add these up and then once they are added
| | 05:53 | up if they change, my Total will automatically change.
| | 05:57 | So in this case I want to start a formula and I do
that by pressing the Equal sign on the keyboard.
| | 06:03 | As soon as I do that Excel knows I am starting a formula.
| | 06:06 | Now, I can type in cell addresses.
| | 06:08 | If I wanted to I could type in b5+ and you can
see how it's actually highlighted that cell.
| | 06:17 | b6+ or if I wanted to, I could actually click on them.
| | 06:22 | See how it enters B7 for me, type in the + sign and click on B8.
| | 06:28 | Now, when I hit Return I am going to see the real answer
which is $116008 and in this case it's the same formatting
| | 06:36 | but this is actually a formula that
I typed in to arrive at the answer.
| | 06:42 | So if I come up here to Q1, for example,
and I change this to 23452 and hit Return,
| | 06:52 | you can see how my Total is automatically updated.
| | 06:55 | Now when it comes to working with numbers,
we don't necessarily format them like text.
| | 07:00 | We can by changing the fonts and so on but notice there is
a Number section to choose a Format and the decimal places.
| | 07:07 | So if I wanted to, I could click and drag across and down because
all of these cells will contain numbers at some point or another,
| | 07:15 | I can pre-format including the ones that are already there
by going to the Format drop- down and selecting Currency.
| | 07:23 | If I don't need the decimal places I can use my Decimal
buttons to increase or decrease the number of decimal places.
| | 07:30 | In this case, I want to decrease by clicking this button
twice and now when I deselect, I see the end result.
| | 07:37 | So text, numbers and formulas that actually work
| | 07:40 | with those numbers you've have entered
are the three basics of any spreadsheet.
| | 07:45 | Of course, there is a whole lot more we can do with Excel.
| | 07:48 | There are many built-in features and functions using numbers.
| | 07:52 | There are formulas.
| | 07:53 | There is a Formula Builder we are going to look at to help you
create your formulas along with all those built-in functions.
| | 07:59 | The possibilities are almost endless.
| | Collapse this transcript |
| Auto-filling cells| 00:00 | When you start building your own spreadsheets in Microsoft
Excel from scratch, like we started in the previous lesson,
| | 00:06 | there is definitely a lot of work ahead of you.
| | 00:08 | For example, you have got text to
be entered for titles and so on.
| | 00:12 | You have probably got data that needs to go in
there whether it'd be numbers or text, labels.
| | 00:17 | You have got formulas that need to be
built, all of that takes time and effort.
| | 00:22 | So Microsoft Excel provides you with a whole
ton of shortcuts to help you save some time
| | 00:27 | and save some effort and we are going to look at one of them now.
| | 00:29 | It's called AutoFill.
| | 00:31 | It's great for copying cells, but also Excel is very
good at recognizing patterns and automatically filing
| | 00:37 | up cells for you so you don't have to do it yourself.
| | 00:39 | Let me show you what I mean.
| | 00:40 | I am still working with the workbook we started
in the previous lesson from the scratch here.
| | 00:46 | So if you are following along, great.
| | 00:48 | We will just continue on with this particular sheet in
our brand new workbook called sheet 1 down at the bottom.
| | 00:54 | However, if you skipped the last lesson, you have
jumped to this one and you have got the exercise files,
| | 00:58 | you can get all cut up by typing all of this in or
if you wanted to just open up the TSRevenues 1 file
| | 01:05 | from the lesson three folder of the exercise
files then you will have what I have.
| | 01:09 | We are going to just start by experimenting with AutoFill.
| | 01:12 | Let me show you what happens when
I click in the cell like A14 here,
| | 01:15 | so column A row 14 and type in the number 10 and I hit return.
| | 01:21 | So there is a number.
| | 01:22 | If I click on the cell, you will
notice on the bottom right corner,
| | 01:24 | there is a little square down there
and that's my AutoFill button.
| | 01:28 | As I move my mouse pointer over it, it changes to a
skinny, little cross, meaning I can click and drag now
| | 01:34 | to automatically fill cells in the direction I drag.
| | 01:37 | So it could be to the right or down.
| | 01:39 | So I start dragging down, you can see a little 10 in the popup.
| | 01:43 | I am going to be filling these cells with the number 10.
| | 01:46 | Well, maybe not all that useful.
| | 01:47 | But watch what happens now when we hit delete, go back to cell
A14, type in 10, hit return and type in 20 in the next cell down.
| | 01:58 | Now, we are going to highlight or select both of these cells by
clicking and dragging from A14 down to A15 to select those two
| | 02:06 | and now when I go down to the bottom right
corner and I see the cross, click and drag.
| | 02:10 | You can see it's automatically filling
in increments of 10, 30, 40, 50.
| | 02:15 | I am going to go all the way to 100 and release.
| | 02:17 | It saves me a lot of time entering data.
| | 02:19 | Now, I am going to hit delete to remove that.
| | 02:21 | That's just simply a pattern that Excel recognizes.
| | 02:24 | But when I hit delete, there are also some
preformatted options that you will see in Autofill.
| | 02:29 | For example, if I type in the day of the week, Monday in my Excel
and hit return, Monday is locked in so I click again on cell A14,
| | 02:36 | go to the bottom right corner, I can click and drag down.
| | 02:40 | I am going to go across this time and you can see Tuesday,
Wednesday, Thursday, Friday show up and when I release,
| | 02:45 | I filled in those a lot faster than it
would have taken me to type them in myself.
| | 02:50 | I am going to hit delete to erase that.
| | 02:53 | Let's try another one that will actually
apply to this spreadsheet.
| | 02:56 | Let's say we wanted to really focus in
on the data for each of the quarters.
| | 02:59 | We are tracking revenues here for Q1, 2 and 3 and 4.
| | 03:03 | But if we wanted to be even more precise
with the months of the year, we can do that.
| | 03:07 | Let's type in Jan and hit return.
| | 03:10 | That's short for January so I click on the cell,
go to the bottom right corner, click and drag.
| | 03:15 | You can see I am going to get short
forms for each of the months in the year.
| | 03:18 | I am going to go all the way to December and release.
| | 03:21 | That was fast.
| | 03:22 | Let's hit delete one more time and try this again.
| | 03:25 | Let's click in cell A14 and type in January this time.
| | 03:28 | So the full word January, hit return to lock it in, I am going
to click in the cell, click and drag down and sure enough,
| | 03:35 | I am going to get all of the months and the year spelled in full.
| | 03:38 | You can see them all right there.
| | 03:40 | Could I have done that with Q1, 2, 3 and 4?
| | 03:43 | Let's see.
| | 03:44 | If I click and drag from cell A5 down to A8 and
delete the contents, I am going to go back to cell A5.
| | 03:51 | Now, type in Q1 and hit return.
| | 03:53 | So now I click on that cell, go to the
bottom right corner, click and drag down,
| | 03:58 | yeah Excel is smart enough to put in Q2, 3 and 4 for me.
| | 04:03 | Of course, if I kept dragging it would repeat Q1
through 4 until I release the mouse, very interesting.
| | 04:10 | So you can see how this can save you a lot of time and
a lot of effort when it comes to filling up the contents
| | 04:16 | of your sheet in your workbook here in excel.
| | 04:18 | Now that little technique, we saw right at the very
beginning can also be used to copy the content.
| | 04:24 | So if I wanted all of these cells to say Webinars,
I click on the Webinars, click and drag down
| | 04:29 | and when I release, every one of those cells says Webinars.
| | 04:32 | I don't want to do that so I am going to click the undo button.
| | 04:35 | I do want the title at the top of the column, but that shows
you just how much time and effort you can save using AutoFill.
| | Collapse this transcript |
| Restricting input with validation rules| 00:00 | David Rivers Well, when it's finally time to start entering data
into a sheet in your Excel workbook and especially there's going
| | 00:05 | to be multiple key book accessing the same workbook.
| | 00:09 | It's good to know that there are ways in Microsoft
Excel to control what's allowed to be entered in a cell.
| | 00:15 | For example, let's say there's a certain cell in your sheet
that has to contain a date, we can set it up so that nothing,
| | 00:21 | but dates are allowed to be entered in that cell.
| | 00:23 | So anyone trying to put in text or
numbers, it ain't going to work.
| | 00:27 | Also the same thing for numbers, if
people are going to be entering numbers,
| | 00:31 | we could set it up so that they have
to be above or below certain values.
| | 00:35 | These are called Validation Rules and that's
what we're going to do right now in this lesson.
| | 00:39 | Set up a couple of rules to control what's
allowed to be entered into the cells in our sheet.
| | 00:45 | You can see I've actually made some changes to the sheet
that we've been working on in the last couple of lessons
| | 00:50 | and in fact I've saved it as a different workbook, so if
you've got the exercise files and you want to follow along,
| | 00:56 | you can actually go to the lesson
3 Folder and open up TSRevenues2.
| | 01:00 | It's an XLS file and you'll have what I have.
| | 01:03 | If you've been following along and you don't
have the exercise files for some reason,
| | 01:07 | you could sit back and watch you'll definitely learn.
| | 01:09 | Or if you want it to, you can just fill in a couple of
pieces of information like this cell here that A3 created
| | 01:16 | and then the date you can see is 1/1/2008 I
typed in Last Modified here and I took out any
| | 01:22 | of the numbers that were entered here in this area.
| | 01:26 | So we've still got our formula totaling up
zero but the numbers that show up for Q1, 2, 3,
| | 01:31 | and 4 actually are going to come from down here now.
| | 01:33 | So this where we going to enter our values
for each month and then we want Q1 to total
| | 01:38 | up the values from January, February and March.
| | 01:42 | So this might be a good place to set up some validation rules.
| | 01:45 | Same thing for up here where it says Last Modified.
| | 01:48 | It looks like over here people are going to be
inserting the current date when they modify a sheet,
| | 01:53 | so we can keep track of one that was last modified.
| | 01:55 | So we're going to start up here in the top right corner
in column F, row 1 or cell F1 and we're going to set
| | 02:02 | up a rule so that it can only contain a date.
| | 02:05 | We do that by going up to the Data menu, so
click on Data and come down to Validation.
| | 02:12 | So from here, you can see we've got some options.
| | 02:14 | I'm going to move this out of the way so we can see the cell.
| | 02:17 | Down below under Validation Criteria we will
allow whatever we choose from this dropdown.
| | 02:24 | Right now, any value shows up there by default, but
if we click this, those we can choose whole numbers,
| | 02:29 | or numbers with decimals, it could come
from a list, it could be a date or a time.
| | 02:35 | We can control the Text Length and
even create Custom rules as well.
| | 02:40 | But we're going to go up to date, and as soon as we choose
Date you can see down below I get data dropdown Between.
| | 02:45 | So if wanted it to be between certain dates I could do that.
| | 02:49 | Or if I wanted to make sure that it's later than
the date that I've got in here for the date created,
| | 02:54 | which is 01/01/2008 I could do that
too, in fact that's what I want to do.
| | 02:59 | I want to make sure that nobody puts in the
date, before the date this thing was created.
| | 03:03 | So it's going to have to be Greater than", I'll choose
Greater Than and now the Start Date I could type it in here
| | 03:10 | or I could use this little button here to select the cell.
| | 03:13 | I'm going to click on this, kind of scrolls
up my Data Validation here for a second,
| | 03:18 | so I can go into my sheet and select
the cell containing the date.
| | 03:22 | I'm going to click on it, puts in B3 for me.
| | 03:25 | I could have typed that in but sometimes you're just here to
select, and now all I have to do is click OK if I lock that in.
| | 03:31 | But before I do, I also have the ability to set up input
messages and if somebody puts in something earlier,
| | 03:38 | let's say then 01/01/2008 will they see an
area and it will be whatever I type in here.
| | 03:43 | So let's go to the input message.
| | 03:46 | Show input message when the cell is selected, so I
can put in the title and then actual message here.
| | 03:52 | So title is Last Modified Date and down below the input message
will be Enter the current date after saving this workbook.
| | 04:11 | I'm not going to click OK yet because
I can also set up error messages.
| | 04:17 | That means that if somebody put in an invalid value,
in this case a date that didn't obey the rules
| | 04:23 | that I'm setting up then what's going to happen?
| | 04:25 | You can see I've got Style down here Stop which
shows me the stop sign for the error message,
| | 04:30 | or it could be a warning or it could just be information.
| | 04:33 | I'm going to put in the stop sign, that's fine.
| | 04:35 | The title is going to be Wrong Date or
maybe I'll change that to Invalid Date.
| | 04:42 | I'll Double click on Wrong", Invalid Date",
Dates must be greater than date created.
| | 04:57 | I'm just going to put in a colon here and type in 1/1/08.
| | 05:03 | I OK", that's the message that will appear.
| | 05:06 | Now, currently you can see as I click
on this cell, which is already selected,
| | 05:10 | this is showing my first messages Enter the
current date after saving this Workbook.
| | 05:15 | So I'm going to come in here, I'm going to type in a wrong date.
| | 05:18 | I'm going to type it like this too.
| | 05:20 | Feb 20, 2007 and I'm going to hit Return.
| | 05:27 | Here's the message Invalid Date.
| | 05:28 | Dates must be greater then the Date
created 1/1/08 so I can retry.
| | 05:32 | I'm going to try this again.
| | 05:34 | I'm going to type in Feb 20, 2008 and hit Return and sure
enough that's accepted according to the rule that I set up.
| | 05:45 | And also must be down to the next cell so that
original message, the input message disappear.
| | 05:49 | I have to click on the cell to see the input message.
| | 05:52 | Let's try another one.
| | 05:53 | Let's go over here to January, February,
March all the way down to December.
| | 05:57 | In here we know that values have to be greater than zero.
| | 06:00 | We can't put in negative values for Revenue.
| | 06:02 | It's going to be from zero to whatever, but it can't be negative.
| | 06:06 | So I'm going to click right in here in January.
| | 06:08 | In fact I am going to select all of the cells from January
to December to setup the same rule for each of these cells.
| | 06:15 | I can go up my Data menu, come down to Validation, now in this
case I'll go to Settings, I'm going to select a whole number.
| | 06:24 | We wont work with decimals and the data has to be greater than or
equal to, so I' m going to come down to that one in the Minimum.
| | 06:33 | Now in this case, I'm not going to select the cell,
I'm just going to type in Zero and I'll click OK."
| | 06:39 | That same rule has now been set up for all of theses cells.
| | 06:42 | If I go down to November, for example here in
B24 and go up to Data, come down to Validation,
| | 06:51 | I'll see it has to be a whole number
greater than or equal to zero.
| | 06:55 | Click Cancel.
| | 06:56 | If I wanted to setup input messages as
well as error messages, I could as well.
| | 07:01 | So let's go back to January and click all
the way down to December in column B here.
| | 07:06 | So B14 to 25, we'll go back up to Data Validation, go
to the Error Alert, let's just have a warning in here.
| | 07:16 | I'm going to type in Invalid Number this
time and say Values must be greater than $0.
| | 07:30 | When I click OK now that error message will show up anytime
somebody tries to type in a negative value, there it is,
| | 07:37 | Continue, I can cancel say no or yes and leave that in there.
| | 07:43 | So because I did a Warning instead
of the Stop I'm allowed to enter.
| | 07:46 | I just want that I shouldn't be doing that.
| | 07:48 | So in this case I probably want to change that to a Stop Style.
| | 07:52 | So again I'm going to select all of
these cells, go up to Data Validation,
| | 07:58 | and all I'm going to do is change the error alert to a Stop.
| | 08:03 | There we go, click OK.
| | 08:05 | Come up here, I'm going to delete
that value and try it again -23.
| | 08:11 | When I hit return this time; look at that I don't have
the option To continue values must be greater than zero,
| | 08:17 | when I hit retry I have to type in something
else and a positive number does work.
| | 08:24 | So those are Data Validation rules that you can set
up for any cell in any sheet in your Excel Workbooks.
| | 08:31 | It's ideal for those who are going to
be sharing their Workbooks with others
| | 08:34 | to really enforce what people are allowed
to enter in the cells in your sheet.
| | Collapse this transcript |
| Quick and easy functions| 00:00 | Alright. Here is where it gets to be a little bit of fun as we
start to explore some of the power built into Microsoft Excel.
| | 00:06 | In this lesson we are going to look
at some quick and easy functions.
| | 00:10 | Now a few lessons ago, we saw that we could type in
some values and we did that up here nest to Q1 through 4
| | 00:16 | and then down below here in cell B10, we typed in a formula
that just simply added up the contents of each of these cells.
| | 00:23 | So we typed in an equal (=) sign to start our
formula and then we typed in the cell address here B5
| | 00:29 | and then we put in the plus (+) sign and typed in B6.
| | 00:33 | So B5+B6+B7+B8 and then we hit return,
we saw the answer show up down here,
| | 00:40 | a simple formula that just added
up the contents of the few cells.
| | 00:44 | Now, there are some functions that can make
this little process even faster and even easier.
| | 00:49 | So we are going to look at the very first function I am
talking about called the Autosum and there is a button
| | 00:54 | for it right up here on your Standard toolbar.
| | 00:57 | The neat thing about Autosum is, it
has got some built-in intelligence.
| | 01:00 | It is going to try and figure out what it should be totaling.
| | 01:03 | For example, if we click down here, under total and
column E, but next to our January numbers, you can see,
| | 01:11 | I clicked on the cell that's immediately
adjacent to some numbers.
| | 01:14 | So if I click on the Autosum button, not the actual
dropdown but the button itself, look what happens.
| | 01:20 | Automatically Excel thinks, hey, I just found some numbers
to the left here, should I'd be totaling up these numbers
| | 01:26 | and look at the formula or function
that's being written here =SUM(B14:D14).
| | 01:34 | It's perfect.
| | 01:34 | All I have to do is hit return to lock them in.
| | 01:37 | How fast and easy is that?
| | 01:39 | Now even faster and even easier is I can click on that cell and
we know from the previous lesson when we talked about Autofill,
| | 01:45 | I have got an actual formula or a function in this cell and
if I go to the bottom right corner, click and drag all the way
| | 01:52 | down to the end of December here in row 25 and release,
I will be copying that formula down to those cells
| | 01:59 | that I selected and look at the answer show up there.
| | 02:02 | How fast and easy is that?
| | 02:03 | The other neat thing is that when we copy a function down
the next cell, it uses those numbers just to the left of it.
| | 02:10 | It's what we call relative addressing
and it's the default in Excel.
| | 02:14 | Later on we are going to talk about the difference between
relative and absolute addressing because sometimes you need it
| | 02:19 | to freeze on the number and automatically
take the next numbers like it did just here.
| | 02:24 | So look how fast and easy this is?
| | 02:26 | Thanks to the relative cell addressing, when we copy a
function or formula down through a group of cells like that.
| | 02:33 | Now, what happens if we got to a cell that's
not adjacent to some numbers like right here.
| | 02:38 | We know under ILT Instructor led Training, next to Q1 that the
values that show up here should come from down below for January,
| | 02:46 | February and March, so the total of these three numbers.
| | 02:49 | So in here, if we wanted to, we could
start with our equal (=) sign
| | 02:52 | and do our cell B14+B15 and so on
or we can use that Autosum again.
| | 02:58 | That's what we are going to do.
| | 02:59 | I am going to click on Autosum, but this time
there are no actual values adjacent to this cell.
| | 03:05 | So all I get is the beginnings of that function =SUM().
| | 03:08 | Notice that the cursor is flashing in between those brackets.
| | 03:12 | So all I have to do is click and drag over the cells that should
be used, this is the range that should be used in that function
| | 03:20 | when I release, it's locked in, I hit
return and I get my answer, just like that.
| | 03:25 | Now, this is not one that I would
want to click and drag using Autofill
| | 03:29 | because it's automatically going to move down to single cell.
| | 03:32 | In this case, I would have to come in here and do the exact same
process again, click Autosum, but it's not that difficult, is it?
| | 03:40 | Then I would just highlight in this case April, May
and June to get the second quarter and hit return.
| | 03:47 | Then I am going to come down to Q3 and do the exact same things.
| | 03:50 | Let's just finish this off and go the July, August and September
numbers, hit return and we are in Q4, Autosum and this time,
| | 04:01 | we want these numbers down here and we hit return.
| | 04:05 | Our grand total shows up down below here, you
can see 94,986 for Instructor Led Training.
| | 04:12 | Because we are actually entering functions here that take a range
right below, we can go up here and click and drag to the right
| | 04:20 | to Autofill these cells which will automatically take
those three down below in their respective columns.
| | 04:27 | Using that, again, cell referencing that's
automatically relative to what we selected.
| | 04:34 | I can do the same thing down here.
| | 04:36 | I can drag across and down here as well.
| | 04:41 | How fast and easy this is.
| | 04:42 | In the old days, you had to type
in all of these formulas yourself.
| | 04:46 | I am going to even come down here.
| | 04:48 | You can drag across this one.
| | 04:49 | In fact, I am going to go all the way across under
total, which doesn't have anything in it right now,
| | 04:54 | look at all those answers pop up just like that.
| | 04:57 | Here, this is going to be an Autosum, it's going to
take those numbers, I will click Autosum, hit Return,
| | 05:03 | locked in just like that and click on the cell,
click and drag down, relative cell addressing,
| | 05:11 | put in the right values and I get the total down below.
| | 05:15 | So there we go.
| | 05:16 | Cell referencing, very important here, again, we
will talk about the difference between our relative
| | 05:21 | and absolute cell addressing later on in this
title, but you can see how nicely it works
| | 05:26 | when the defaults are absolutely perfect for our scenario.
| | 05:30 | Now there are some other functions
that appear under this dropdown.
| | 05:34 | You can see when I click on this, I have got the same
for average, I can count up the cells that have numbers,
| | 05:39 | find out what's the maximum, what's the minimum
using some of these automatic functions.
| | 05:44 | So over here for example, I can type in Average.
| | 05:50 | Now, if I wanted the average for each of these
different cells, I can do the exact same thing,
| | 05:56 | but come down to the dropdown this time, choose average
and in this case, I don't want to include the total.
| | 06:02 | So you can see when I go to the bottom right
corner I can actually drag this over to the left,
| | 06:06 | so it only takes those three values and then hit return.
| | 06:10 | So that's the average amount for those three different items
in Q1 and I can use Autofill, go down to the bottom right,
| | 06:17 | we can drag that down to get those other averages as well.
| | 06:21 | If I wanted to, I can even copy that down
to here where I have got my grand totals,
| | 06:26 | click and drag a little bit further,
you can see 63,520 is the average.
| | 06:31 | Now, I do have a blank cell in here
which means I need to click in there,
| | 06:34 | hit my delete key and it's all cleaned up just like that.
| | 06:37 | So those are some simple functions, built right into
your Standard toolbar up at the top, but of course,
| | 06:43 | there is a whole lot more power built in the Microsoft Excel
and that's why we dedicated an entire chapter to working
| | 06:49 | with more advanced formulas and functions a little bit later on.
| | Collapse this transcript |
| Manipulating cells| 00:00 | If you look back at the lesson so far in this chapter, we have
really been focused on getting stuff into our Workbook in Excel.
| | 00:07 | Filling up the cells in a sheet with text and numbers, we have
looked at simple formulas and functions; used AutoFill to quickly
| | 00:14 | and easily fill up empty cells, looked at ways to make sure the
right data is being entered into a cell with validation rules.
| | 00:20 | But what we haven't really done so far is look at ways
to make this look better, make it stand out a little bit.
| | 00:27 | I keep hearing the term that spreadsheets are boring.
| | 00:30 | Well, they really can be and in fact what
we have been doing so far if you look
| | 00:33 | at my Training Services Revenue Tracking
Sheet here, it is boring.
| | 00:37 | It's a bunch of text and numbers; everything is very
plain, black and white, same font, the same Size.
| | 00:43 | Really nothing is standing out on this
sheet and it's not visually appealing.
| | 00:47 | Well, we are going to start in this lesson by working with
the cells in our sheet, to do a little bit of formatting
| | 00:53 | and make things much more visually appealing.
| | 00:56 | So I am still working with the same Revenue Tracking
Sheet that we have been using in the last few lessons,
| | 01:01 | but if you skip to this lesson for some reason, you haven't
been following along and you have got the exercise files,
| | 01:06 | you can open up TSRevenues4 in the lesson three folder
of your exercise file and you'll have what I have.
| | 01:13 | Now, as I look at these there are certain areas that
would really be nice if they stood out a little bit.
| | 01:17 | For example, right here where I have got under
ILT, Webinars, Tutorials, Q1, Q2, Q3 and Q4;
| | 01:24 | If I click and drag over that area it would be
nice if those numbers stood out a little bit.
| | 01:28 | So there are a number of different ways to format
those cells so that the content do stand out.
| | 01:34 | Now the range of cells is from B5 across to D and
down to eight, so the range is what we call B5 to D8.
| | 01:41 | With all of that selected now it's time to format the cells.
| | 01:44 | There is a couple of different ways to do that.
| | 01:47 | One way is to go up to the Format menu, down to Cells or
command+1 on your keyboard, that's the shortcut for opening
| | 01:54 | up the Format Cells dialogue box and from
here we can do all kinds of cell formatting.
| | 02:00 | Formatting the Numbers and how Numbers appear, Alignment,
the Font, Borders, Patterns and even Protection.
| | 02:06 | I am going to click on the Protection button
here and make sure that Locked is checked.
| | 02:11 | Now when we protect the sheet later on by adding a password
to it, anyone who accesses this sheet will not be able
| | 02:18 | to type numbers in these cells and if you think about it,
| | 02:21 | these are all numbers that are based on
formulas that use numbers down below.
| | 02:26 | So we don't actually want to type in those cells we just
want to view the results, so Locked should be selected.
| | 02:32 | And it's automatically checked off because that's where we see
formulas in our actual sheet and Excel is smart enough to know
| | 02:39 | that if we password protect this, those cells should be locked.
| | 02:42 | So we'll keep them Locked and we'll click OK and we'll
get back to Number, Alignment and Font and so on.
| | 02:47 | Here there is another way we can do that and that is
from our Formatting palette over here in the toolbox.
| | 02:52 | Formatting palette has a Font section, Number
section, here is Alignment and Spacing.
| | 02:58 | Now we have got Borders and Shading down
here as well as some Page Setup options.
| | 03:02 | So in here with my cell selected, I have got my range B5 to D8.
| | 03:08 | Let's do a border around the outside to make it stand out.
| | 03:11 | We'll go to the Borders and Shading section.
| | 03:13 | If it's currently not expanded, you can
click this little triangle to expand
| | 03:17 | or collapse any section in your Formatting palette.
| | 03:19 | Now, I am going to go to the Borders
Type here and there is a dropdown.
| | 03:23 | Currently there is no Border.
| | 03:24 | If I click the dropdown I have got lots of options.
| | 03:27 | I have got a single border around the outside or around
every cell in the selected range, just the top, left, centre.
| | 03:35 | You can see lots of different options
including this thicker one down below.
| | 03:38 | I am going to click on the Thick Box Border.
| | 03:41 | You can see what happens; now it's already standing out.
| | 03:44 | Those cells are still selected, so that range is still selected.
| | 03:47 | I can continue doing other formatting
such as the color of that border.
| | 03:52 | Now the Style is that thick line that we saw a moment ago when
we chose Thick Box Border, but there is Dashes and Double Lines
| | 03:59 | and Dots and so on and even thicker line down there.
| | 04:03 | But I am going to leave it as that thick line.
| | 04:05 | I am going to change the color by going to the
Color dropdown; I am going to choose a dark blue.
| | 04:10 | So lots of colors to choose from but
you can see that's standing out nicely.
| | 04:14 | Inside the border I might want to shade those cells
and I can do that by selecting a Pattern and a Color.
| | 04:20 | So if I go to the Color dropdown and choose like this very
light blue or turquoise down here I can still read the numbers
| | 04:27 | but the shading really makes it look different.
| | 04:29 | I don't see the gridlines in behind like I
do with the rest of the cells in my sheet.
| | 04:34 | If I wanted to, I could also use a Pattern.
| | 04:37 | Clicking the Pattern button allows me to choose just solid
colors, but I can also use these patterns that you see like,
| | 04:43 | checkboxes and dots and lines, vertically,
horizontally or on the angle.
| | 04:48 | I am not going to select a pattern, I kind of like the
way it looks and if I click anywhere in my Worksheet
| | 04:53 | to deselect those cells, they are not
selected anymore, I see the end result.
| | 04:57 | Now, these little triangles you see in the corner of
each cell represent a formula, so it's just to remind you
| | 05:03 | that these cells have formulas and they don't
actually print out if you were to print this sheet.
| | 05:07 | Now let's spice up some of the other cells
just with some simple Font formatting.
| | 05:11 | I am going to click and drag over ILT, Webinars and
Tutorials; if I want to bold those, I click the Bold button.
| | 05:18 | If I want to do it four other Quarters, I can do that as well,
| | 05:21 | but I also want to do it for some
of the numbers and other labels.
| | 05:25 | So, holding down my Command key, using a little
trick we learned earlier about selecting cells,
| | 05:29 | if the Command key held down this whole time I can
click other cells that are non-contiguous, not attached.
| | 05:35 | Like Total and Average, may be Total down here and those numbers
should be bolded, and I click and drag all the way across here.
| | 05:43 | Same thing for January through December,
so I have got my Command key held
| | 05:47 | down this whole time, look at all of the selected cells I have.
| | 05:50 | Now when I go up to the Bold button and click
on it, everything goes bold just like that.
| | 05:55 | Now, what might happen is what you see over
here, Last Modified is kind of getting cutoff
| | 06:00 | and that's because there is contents in the next cell over here.
| | 06:03 | So I don't see the end of Modified
because there is something in here.
| | 06:07 | It's not an empty cell.
| | 06:08 | We can fix that later.
| | 06:10 | Over here where it says, Training Services Revenue Tracking,
this overlaps into three columns in the Column C here.
| | 06:16 | So definitely if I was to take something in either
of these cells the rest of my title would get cutoff.
| | 06:21 | So what I might want to do is turn this into one
big cell and we can do that by merging cells.
| | 06:26 | I am going to click and drag from A1 to C1, in fact I am
going to go all the way to D because I might increase the size
| | 06:32 | and appearance of this, I am going
to merge all of these into one cell.
| | 06:36 | To do that I go to the Alignment and Spacing section here down
to Merge cells, click on that checkbox and now its one big cell.
| | 06:46 | Now you'll notice up at the top of my
screen, I have turned on the Formula Bar.
| | 06:50 | So I am going to click Undo just
to show you what has happened here.
| | 06:53 | If I click in cell A1, my Formula Bar shows me, A1 contains
Training Services Revenue Tracking the whole thing.
| | 07:00 | If I click on B1, B1 contains nothing, C1 contains nothing.
| | 07:05 | Even though it looks like they do down below.
| | 07:07 | Now, if you don't have your Formula Bar open, go
up to View and down to Formula Bar to turn it on,
| | 07:13 | it should have a check mark, once it's turned on.
| | 07:16 | So if I wanted to redo that, click and drag over
those four Cells, go over to merge those cells,
| | 07:22 | over here in my Formatting palette and now if I click down
here and try to click on B1 for example, look at that, I can't,
| | 07:31 | it's one big cell, it's A1 continue
Training Services Revenue Tracking.
| | 07:36 | And now I can do some Formatting, like change the size.
| | 07:39 | I am going to change the size from the Font section here to 12
and I am going to Bold that and may be then Underline it as well.
| | 07:47 | Down below 2008 - Overall, it kind
of overlaps into the next cell,
| | 07:52 | so I am going to highlight these two
and merge those, that becomes one cell.
| | 07:57 | It's kind of like working within table in any other application
like Microsoft Word for example and let's Bold that one.
| | 08:04 | And down below Created: 01/01/08, I am going
to italicize that, use Italics just like that.
| | 08:11 | Now this is looking a lot better than
it did when we started this lesson.
| | 08:15 | So we have done simple formatting of the cells in
our Worksheet we can really make things stand out.
| | 08:21 | We might want to do some things like create a little
extra space by inserting some rows or some columns.
| | 08:27 | We need to increase the width of one of these columns
so that we can see all of Last Modified for example.
| | 08:33 | So we are going to continue formatting our sheets as
we move through some of the lessons now in the rest
| | 08:38 | of this chapter before we get into some
intense formatting later on in this title.
| | 08:43 | But in the next lesson, let's look at working with
some rows and columns to make this look even better.
| | Collapse this transcript |
| Working with rows and columns| 00:00 | Continuing on our theme now of improving the
appearance of a sheet in a Microsoft Excel Workbook,
| | 00:05 | we are going to change our focus over
to working with columns and rows.
| | 00:09 | Of course, every sheet in Microsoft Excel Workbook is made up
of multiple columns and rows and we fill in the cells with data
| | 00:16 | like we have been doing in the previous lessons.
| | 00:19 | Sometimes, though our data gets a little bit crowded
and we would like to insert some extra space.
| | 00:24 | So we are going to talk about inserting
both rows and columns in this lesson.
| | 00:28 | If we have got too much space, we need to know how to remove rows
and columns as well to really change the appearance of our work.
| | 00:35 | Sometimes when we enter data, it doesn't quite fit.
| | 00:38 | We need to know how to adjust the widths
of our columns and the heights of our rows.
| | 00:43 | We will look at that in this lesson as well
as a couple of other formatting techniques
| | 00:46 | to really change the appearance of our
work and make it easier to look at.
| | 00:50 | So we are still working with the same sheet we have been working
with in previous lessons, and for some reason you have jumped
| | 00:56 | to this lesson and you got the exercise files, no sweat.
| | 00:59 | You can get all cut up by going to the lesson
three folder, and opening up TSRevenues5,
| | 01:04 | you will have exactly what I have here on screen.
| | 01:07 | So we started to change the appearance by
formatting cells in the previous lesson.
| | 01:10 | Now, we are going to work with rows
and columns, starting with rows.
| | 01:15 | I can see right away up here at the top
where I have got my titles and then my data.
| | 01:19 | It will be nice to insert a little bit of space
here so that it doesn't look so crowded up here.
| | 01:24 | So to insert a row, it's just a matter of clicking
near the row where you want to insert the space.
| | 01:29 | So in this case, I am looking at row 4.
| | 01:32 | If I click right on the 4 over here, I select the entire row.
| | 01:35 | You can see it goes right across right
to the end of this particular worksheet.
| | 01:39 | If I wanted to insert a single row, I
just select a single row like I did,
| | 01:43 | go up to the Insert menu, very easy and click on Rows.
| | 01:47 | Your brand new row is inserted and
everything else gets pushed down.
| | 01:51 | The new blank row is inserted before my selection.
| | 01:54 | I am going to click Undo because now I am thinking maybe
it would be nice to insert more than a single blank row.
| | 01:59 | I don't want to repeat that command over and over.
| | 02:02 | So going over here to the left hand side and clicking
and dragging from row 4 down to 6 for example,
| | 02:08 | highlighting three rows, allows me to insert three blank
rows when I go up to the Insert menu and select Rows.
| | 02:15 | Of course, they are inserted above my
selection, everything else gets pushed down.
| | 02:19 | Another way though is right from this
area, this selected area, I can right-click
| | 02:24 | or if you have got a single button mouse, hold down Ctrl+Click.
| | 02:27 | You get the pop-up menu and choosing Insert
here will automatically insert three blank rows.
| | 02:33 | Excel knows to insert rows because
you have rows already selected.
| | 02:38 | So there we go.
| | 02:39 | Now I realize maybe that's one too many rows.
| | 02:42 | I can delete a row the exact same way, I can go up to the Edit
menu, clicking on row 5, choose Edit and Delete or of course,
| | 02:50 | if you are into right-clicking or Ctrl+clicking, you can do
that and choose Delete from here to delete the entire row.
| | 02:56 | So it's not just removing the contents, it's
removing the entire row and its contents.
| | 03:01 | Keep that in mind when you start selecting entire rows,
| | 03:05 | maybe there is data over here you are
not seeing, you will lose that data.
| | 03:08 | So be very careful when it comes to
deleting rows and columns as well.
| | 03:13 | Let's say I wanted to insert an extra column here at the
beginning to create some space here on the left hand side,
| | 03:19 | same thing, I can click on column A here by
clicking right on the A, I select the entire column.
| | 03:25 | If I wanted to insert more than one
column, I can click and drag across.
| | 03:29 | Also, when I move from A to B then I also get C and D
selected because I merged these cells in a previous lesson
| | 03:36 | so where I have got Training Services, Revenue Tracking
it overlaps into column D. I only want to insert one more,
| | 03:42 | so I am going to click on the A again, I can go up to the
Insert menu and select Columns this time or if you prefer,
| | 03:49 | you can right-click, Ctrl+Click with the
single button mouse and choose Insert.
| | 03:55 | That gives me a brand new column of
course, inserted before my selection.
| | 03:59 | Everything gets pushed off to the right.
| | 04:00 | You can see it's going off the page.
| | 04:02 | I really just want a little bit of space over here.
| | 04:05 | I get the standard column width showing up here.
| | 04:07 | So now we need to talk about changing column widths.
| | 04:10 | One way to change the width of a column
is to go between the separators up top.
| | 04:15 | Notice when I move my mouse pointer between A and
B up here at the top, I get a double sided arrow.
| | 04:20 | If I am on the A, that doesn't work, we are on the B, but in
between I can now click and drag to change the width of column A.
| | 04:27 | So I am going to click and drag over to the left and you can
see the width showing up at the top in that little pop-up.
| | 04:33 | I want to bring it right down to about
1.14 here which is 0.18 inches and release.
| | 04:40 | You can see now I have got this little space down the left
hand side, which gives me a bit of room there and my titles
| | 04:46 | and everything else is not right up against
the left hand side of my first column.
| | 04:51 | Everything else fits now on the sheet as well.
| | 04:54 | I look over here at last modified and I am
saying, okay, something is getting cutoff here.
| | 04:58 | I am not sure how much is getting cutoff.
| | 05:01 | So another option for changing column widths is to have the width
automatically selected for you according to the largest item.
| | 05:08 | It's called AutoFit.
| | 05:09 | So if I click on F here, I can do this for every
single column and I am going to click on column F
| | 05:14 | and this time I am going to go up to Format and down the Column.
| | 05:19 | You will notice that I can change the width.
| | 05:21 | This will bring me up a little dialog box
where I can type in the width, let's do that.
| | 05:25 | We will click on the width.
| | 05:26 | You can see I can just type in the exact measurement I want.
| | 05:28 | I am going to click Cancel though and I am
going to let Excel figure it out for me.
| | 05:32 | So back to Format, down the Column and
AutoFit Selection, choosing this, like I said,
| | 05:39 | will automatically look for the widest item which happens to
be last modified up here and increase the width to fit back.
| | 05:47 | Now the opposite is true.
| | 05:48 | If I go over here to column B, C, D and E and have those
selected and do the exact same thing click to Format,
| | 05:57 | Column and AutoFit watch what happens this time?
| | 06:00 | Everything gets shrunk down.
| | 06:02 | So there were no items that were
too wide for any of those columns.
| | 06:06 | In fact, it was extra space and Excel
automatically took out that extra space,
| | 06:10 | but it looks a little bit crowded so I am going to click Undo.
| | 06:14 | Now the same goes for row heights.
| | 06:16 | You can see January through December and these figures.
| | 06:19 | I mean we can read it, but it could be easier
to read if it was spread out a little bit.
| | 06:23 | We can change row heights as well.
| | 06:25 | So clicking and dragging from 16 all the way
down to 27 here selects all of these rows.
| | 06:31 | Let's go up to the Format menu, we will go down to Row this time.
| | 06:35 | Now if we do AutoFit nothing is going to change.
| | 06:38 | Everything is fitting nicely right now.
| | 06:40 | It just looks a little bit crowded because there is so much data.
| | 06:42 | So if we wanted to, we could increase
the height by going to Height.
| | 06:45 | You can see it's 0.18, let's see what happens if we type
in 0.2, just to increase it a little bit and click OK.
| | 06:53 | You can see how it kind of spread out just ever so slightly,
very subtle change, but makes a little bit easier for us to read.
| | 07:01 | So it's very easy to change row heights as well.
| | 07:04 | Again, if the contents of these cells were getting
cutoff, because the row heights were too small,
| | 07:10 | that AutoFit option would set us right
back to where we were a moment ago.
| | 07:14 | One last thing I want to tell you about is you
do have the ability to hide columns and rows.
| | 07:20 | If there is sensitive data that you don't want people to see,
you can hide those pieces of information by selecting the row
| | 07:27 | or the column to hide and then when it
comes time to show that, you can unhide it.
| | 07:32 | So what I am going to do is click on row 12 here.
| | 07:35 | I have got all of my totals and I don't want people to see those;
| | 07:37 | first thing I want them to see the
data but not necessarily the totals.
| | 07:41 | So in this case, with the row selected,
I go up to Format, this time down to Row
| | 07:46 | and you can see I have got Hide and the Unhide down here.
| | 07:49 | I will click on Hide, it has disappeared temporarily.
| | 07:53 | But look over here, rows 11 and 13 changed color to blue.
| | 07:57 | That tells me that well, first of all I am missing a
row and also that, that row is actually just hidden.
| | 08:03 | So if I click on 13 and go up to Format,
Row and Unhide, nothing is going to happen,
| | 08:10 | same thing if I went to row 11 and clicked on it.
| | 08:13 | What I need to do to unhide rows or columns when we do that in a
moment is to select all of the rows surrounding the hidden rows,
| | 08:21 | in this case, clicking from 11 to 13, going up to
Format, down to Row and Unhide, brings it back.
| | 08:30 | Same thing would happen with columns and of
course, you could do this for multiple columns.
| | 08:33 | I am going to go to F and G and hide both of those.
| | 08:36 | I will go up to Format, this time
the Column though and choose Hide.
| | 08:41 | Notice that E and H have turned color, so if I want to get that
back I have to go from E over to H. It's going to select all
| | 08:49 | of the other columns here except for
column A because of my merged cells.
| | 08:53 | Don't worry about that.
| | 08:54 | In fact, I could start over here at column A and click and drag
all the way over to I, just so long as E and H are selected
| | 09:02 | and go up to Format, down to Column
and Unhide and they come back.
| | 09:09 | Clicking anywhere in the worksheet itself will deselect
those selections so you can see the end result.
| | 09:15 | So just a couple of minor changes with rows and
columns has really changed the look of this sheet.
| | 09:21 | In fact, it's a little bit easier to read, easier
to look at, a little more pleasing to the eye.
| | Collapse this transcript |
| Sorting and filtering| 00:00 | Once you have got your data entered into a sheet in your
Microsoft Excel Workbook and you maybe even done a little bit
| | 00:05 | of formatting to make it look good, you might not yet be done.
| | 00:09 | In this lesson, we are going to discuss sorting and filtering
options when it comes to working with data in a sheet.
| | 00:15 | So you can see I have already opened up a file here.
| | 00:17 | It's a Phone List; it's called PhoneList1 from
the lesson three folder of the exercise files.
| | 00:22 | If you have got them, you can open this up to follow along.
| | 00:24 | Otherwise, just watch and learn.
| | 00:26 | Here we have got four columns, we have got people with last
names, first names, a city and a phone number attached to them.
| | 00:33 | So it might make sense for us to sort this
because this data was probably just entered
| | 00:38 | as it was received and there is no specific order.
| | 00:40 | Think about opening up a phonebook looking for a name
and number and it's not sorted, how long would that take?
| | 00:46 | So the first thing we are going to do with this list is sorting.
| | 00:49 | Now, I am going to show you a pitfall first.
| | 00:51 | This is a common mistake.
| | 00:53 | We want to sort by Last Name let's say.
| | 00:55 | Well, typically, people will go to column A, click on the
A to select that column, that's the criteria or the range
| | 01:02 | that they want to sort on and then they will come
up to one of these buttons on the Standard toolbar.
| | 01:06 | We have got two quick sort options,
ascending and descending options.
| | 01:11 | So if I click on this, watch what happens to Jill Smith and
Mark Allen; all of a sudden it's Jill Allen and Mark Baldwin.
| | 01:20 | The first name stayed, the cities and phone numbers all
stayed in place, but the last names just got sorted,
| | 01:26 | because it was the only column that was selected.
| | 01:28 | So all of a sudden these names just don't match up anymore.
| | 01:31 | So you have to be careful.
| | 01:33 | Let's click the Undo button to go back to the original
list, and if you want to select all of the columns,
| | 01:39 | to sort all of the columns, you need to go from A, click and
drag across to D and now when we do our sort, let's try it.
| | 01:48 | Names follow each other.
| | 01:50 | So you can see the entire row is sorted by the
first column, which happens to be the last name.
| | 01:55 | That's the default.
| | 01:56 | So we have got that figured out.
| | 01:58 | There are some other options.
| | 01:59 | Let's say we want to sort by city and then all of the people who
are in the same city, we wanted to sort then by their last names
| | 02:06 | and then everyone with the same last name sorted by first names.
| | 02:09 | Those are multilevel sorts and we don't have access
to that kind of sorting from our Standard toolbar.
| | 02:15 | Instead, we will probably want to go up to the Data
menu with everything still selected and go up to Data,
| | 02:22 | come down to Sort and this opens up our Sort dialog box.
| | 02:26 | Now here, you can see we are sorting on Last Name,
but we are going to change that to sort by cities.
| | 02:31 | We click this dropdown and select City.
| | 02:34 | We will do Ascending, that's fine.
| | 02:36 | But then we want a second level sort.
| | 02:38 | Everyone who has the same city we
want them sorted by their last name.
| | 02:42 | So we go to the Then by section and
choose Last Name, there we go.
| | 02:47 | We will do Ascending order.
| | 02:48 | If we want a third level, we can even do that.
| | 02:51 | Let's go to the dropdown for Then by and choose First Name.
| | 02:55 | So now what we have got is everyone sorted by city and
then if we go to that group of cities that are the same,
| | 03:02 | those people will be sorted by their last name.
| | 03:04 | Then if we have multiple last names that are the
same, those people will be sorted by their first name.
| | 03:10 | Also, important is what you see down below.
| | 03:12 | Does your list have a header row?
| | 03:13 | If we look at ours, it does.
| | 03:15 | This first row contains Last Name,
First Name, City and Phone Number.
| | 03:19 | We don't want those included in the sort, otherwise, the last
name would show up down below in the Ls with Lily for example,
| | 03:27 | and first name would be sorted somewhere else on this list.
| | 03:30 | We want them to stay at the top, so we
have to indicate that by saying, yes,
| | 03:33 | we do have a header row, by selecting
the Header row radio button.
| | 03:37 | If we chose no, it would get mixed in with the rest.
| | 03:40 | So we want to make sure that is selected.
| | 03:42 | Now when we click OK, watch what happens; so all of the New
Yorks are together, then the Ottawas, then the Venturas.
| | 03:50 | If we look at the New Yorks, they are sorted by last name.
| | 03:55 | Then we get to the Ottawas and they are sorted by last name.
| | 03:58 | We don't happen to have any duplicates in the Last
Name section so the third level sort doesn't kick in
| | 04:04 | but if we did have multiple Smiths let's say in
Ottawa they would be sorted by their first names.
| | 04:09 | So multiple level sorts.
| | 04:11 | Now what if we want to filter out some of this information?
| | 04:14 | We don't need to see all the New Yorks and Venturas.
| | 04:16 | We just want to focus in on the people in Ottawa.
| | 04:19 | Well, then we go to our filtering options.
| | 04:22 | Again, we want to make sure that all of the
data is selected so keeping it selected we go
| | 04:26 | up to the Data menu and this time down to Filter.
| | 04:30 | There is something really cool that I like called the AutoFilter.
| | 04:33 | So we click on AutoFilter.
| | 04:35 | Now you get these little buttons showing
up in the bottom right hand corner of each
| | 04:40 | of these cells in the first row, our header row.
| | 04:43 | So if I wanted to filter by city I can come to this little City
button, give it a click and I want to see just the Ottawa folks.
| | 04:50 | So I click on Ottawa and all the rest are hidden.
| | 04:54 | Notice that my roll numbers over here have turned blue indicating
that there are some hidden rows, rows that I am not seeing
| | 05:01 | because of that filtering option and
this button has also changed color.
| | 05:04 | That's to remind me that I am currently filtering on the city.
| | 05:08 | I can do a second level filter.
| | 05:10 | Maybe I just want to see all the last names or one single
last name like Smith and now I filtered it down on two levels.
| | 05:18 | If I want to see everyone again, I go back to (Show All)
for the last name and I go to (Show All) for the city.
| | 05:25 | I also have some sorting options right
from here so I can do that as well.
| | 05:29 | I can (Show All), I can show just the top 10
and then I can choose another city down below.
| | 05:35 | So Excel recognizes all the different cities, creates a list
at the bottom of this menu so we can go from city to city.
| | 05:41 | Let's check out Ventura.
| | 05:42 | Let's go back to (Show All) to get everybody back,
all of my buttons turned black, my roll numbers,
| | 05:48 | none of them are blue, meaning I am seeing all of my data.
| | 05:52 | So there you have some simple sorting and filtering options.
| | 05:55 | Once you have got your data in there and you have done some
formatting, if you need to narrow it down, locate specific data,
| | 06:02 | these Quick Sort and Filter options will come in very handy.
| | Collapse this transcript |
|
|
4. Formatting WorkbooksUsing pre-defined ledger sheets| 00:00 | You know, I have got to tell you, I am kind of excited about
this upcoming chapter, because the goal is all about you spending
| | 00:07 | as little time and as little effort as possible when it comes
to building and formatting your Microsoft Excel Workbooks.
| | 00:14 | I think back to early versions of Microsoft Excel and other
applications for that matter, where you would get your data
| | 00:20 | in there, your formulas, everything got working, didn't look
so hot, so you would then spend hours making it look good
| | 00:27 | by formatting individual cells, rows, columns,
fonts, alignment, all kinds of things like that.
| | 00:33 | Now, you have got so much automation built into Microsoft Excel,
| | 00:37 | you can have a very sharp looking Workbook
up and ready to use in a few clicks.
| | 00:41 | So we are going to start off in this
lesson looking at something brand new
| | 00:45 | to Microsoft Excel 2008, I am talking about Ledger Sheets.
| | 00:50 | Now, I have got an old file open here
that we have used in a previous lesson.
| | 00:53 | You don't need to have this open on your screen.
| | 00:55 | I just wanted it here as an example of some simple formatting.
| | 00:59 | This is a very simple Spreadsheet; its listing names,
cities, and phone numbers, so it's a type of list.
| | 01:06 | We looked at sorting options in the
previous chapter for sorting information,
| | 01:10 | but the formatting that you see here has a shaded top row.
| | 01:13 | That row hides a little bit bigger, and the font is
bolded and maybe a little bit bigger and centered.
| | 01:18 | Then down below we have got some
shading in behind these cells as well,
| | 01:22 | and the rest of the text and numbers are all formatted the same.
| | 01:26 | So it's some simple formatting, but it all
had to be done in the old days, step-by-step.
| | 01:31 | So I just wanted to have this open on the screen for
you to remember when we go into our Ledger Sheets now.
| | 01:36 | So I am going to close this up.
| | 01:37 | We are going to start from scratch by going up to the File
Menu, and going to our Project Gallery; Command+Shift+P,
| | 01:45 | held all together will launch the Project Gallery.
| | 01:48 | That's the shortcut, and we saw this in an earlier lesson.
| | 01:51 | We are going to go down to our Ledger
Sheets over here in the Category list
| | 01:55 | and click the triangle next to Ledger
Sheets to expand this category.
| | 02:00 | Under Ledger Sheets, we see Accounts, Budgets,
Invoices, there are Lists, Portfolios and Repots.
| | 02:09 | You will notice that a lot of these thumbnails have this
green bar across the top with the Excel logo showing
| | 02:14 | up in the top left corner, and that should remind you that,
not only is there some built-in formatting when you make one
| | 02:20 | of these selections, but functionality as well.
| | 02:23 | So formulas are going to be created for you
that you can use, or maybe some categories
| | 02:29 | or cells that are prefilled with options to choose from.
| | 02:33 | If I go up to Accounts, you will see that I have got
a couple here, Business Checkbook and Checking Ledger.
| | 02:38 | The others don't have that green bar across
the top, meaning there will be some formatting,
| | 02:43 | but there won't be any built-in functionality.
| | 02:45 | Well, you might recall as a Template,
if you had used previous versions.
| | 02:49 | We will talk more about Templates later on.
| | 02:51 | Right now though we are going to focus on these
Ledger Sheets that have built-in functionality.
| | 02:56 | So let's go down to Lists and make sure Address List
is selected, and then we will click the Open button.
| | 03:03 | So this opens a brand new Workbook.
| | 03:05 | You can see I have got Workbook up here, and
a number after it; your number may differ,
| | 03:10 | but this Workbook hasn't been named yet,
its got the default naming scheme up there.
| | 03:15 | Down below, you can see I have got a title
area, I have got some information over here
| | 03:19 | where the filename and the page number is showing up.
| | 03:21 | That's all built-in functionality, I don't have to touch
that, it's automatically going to display the correct data.
| | 03:27 | Down below I have got columns with headings; First,
Last, Company, Address, City, State, Country, and Postal.
| | 03:32 | I have got more fields or columns than
I had in my old phone list a moment ago.
| | 03:37 | The neat thing is, is that, I can make a few minor adjustments
here and I am ready to use this, like Enter list name here.
| | 03:44 | I am just going to double click where
it says, Enter list name here.
| | 03:47 | It highlights the text so I can type right over it.
| | 03:49 | I am going to type in Contact List.
| | 03:54 | I am going to double click anywhere
down below on the sheet to lock that in.
| | 03:58 | Then there is a subtitle as well, Enter list comment here.
| | 04:00 | I am going to double click on that, and I am just going to
hit my Delete key below the Help key to remove all of that,
| | 04:06 | and double click in my sheet to lock that in.
| | 04:09 | Now, there maybe some columns here I don't
need, but that's okay, it's really easy.
| | 04:13 | Maybe I don't care about the Company Name, I can click
this drop-down and just choose Delete Column, it's gone.
| | 04:19 | Maybe I don't care about the Country,
all my contacts are in the same Country.
| | 04:25 | I will delete that column.
| | 04:27 | You can see it's automatically adjusting
the width of the different columns.
| | 04:31 | There is formatting here, where alternating rows are
shaded, and you can see a certain font is being used.
| | 04:36 | Now, all of this information can be changed.
| | 04:39 | Notice over here on my Formatting palette, now I have got a
Ledger Sheet section, and I am going to change Postal over here,
| | 04:45 | which is currently selected, and if
its not for you, just click on Postal,
| | 04:49 | and we are going to change the name
of this to Phone, just like that.
| | 04:54 | When we hit Return, we lock it in, and now we have got exactly
the fields we want; First, Last, Address, City, State and Phone.
| | 05:03 | Now, because we have got these all drop-down arrows too,
when we start entering data, we can use them to do things
| | 05:08 | like sorting, look at that, and filtering as well.
| | 05:13 | So I am going to click down below.
| | 05:14 | I am going to click right below First, highlights
the entire row, but you can see the first cell,
| | 05:19 | if I Zoom in a little bit, it might be easier to see.
| | 05:21 | I am going to go up to 125%.
| | 05:24 | It's slightly shaded, and I can start typing in names.
| | 05:26 | I am going to type in my own name here, David.
| | 05:29 | When I hit Return, notice it goes over
to the next cell, it doesn't go down.
| | 05:33 | That's because I have to fill in this row
first, Last Name, I type in Rivers, hit Return.
| | 05:38 | I am going to type in 1, Manotick St., and
I am going to type in a City name here.
| | 05:49 | When I hit Return, it takes me over to
the State, I will type in ON, hit Return.
| | 05:57 | See how it shifts over for me so I can type in the
phone number; type in 613 555-1234, just like that.
| | 06:05 | Now when I hit Return, it takes me down to the next row.
| | 06:08 | I have got this little arrow here next to it, so I can move
up and down through the rows, and adjust things if I wanted
| | 06:14 | to rearrange, but I have also got these Sort options now.
| | 06:17 | I can sort Ascending when I start getting a
bunch of names and here it will be nice and easy.
| | 06:21 | All of that functionality is built in to
this because I am using a Ledger Sheet.
| | 06:26 | So I have also got some options over here for this style.
| | 06:29 | You can see the Alternating Rows is being
used, but I can do Alternating Columns
| | 06:33 | or Classic Ledger, Plain Gridlines or Soft Gridlines.
| | 06:37 | As soon as I make it one of those selections, there is a lot
of formatting going on, but at the single click of a button,
| | 06:43 | let's go down to Alternating Rows and we will switch that back.
| | 06:46 | So we just continue filling in the actual information,
the formatting and so on is already done for us.
| | 06:52 | There are so many Ledger Sheets that also
have built-in formulas and functions.
| | 06:56 | Let's go back up now, this time to our
Elements Gallery, because we can add a Sheet
| | 07:00 | to our current workbook by clicking the Sheets tab.
| | 07:04 | So if I wanted to add something here, like for example a Budget,
I could click the Budgets button here to show that category,
| | 07:11 | as I hover over these thumbnails, I can see over here on the
left hand side where it says Insert Sheet right now, the Name;
| | 07:18 | there is a Bill Tracker, Event Budget, Expenses,
there's my Home Budget, I click on that.
| | 07:24 | I have got a brand new Sheet now down at the bottom.
| | 07:26 | It's Ledger1 Sheet 2, and you can
see that I enter the Budget name,
| | 07:31 | just like I did for my Contact List,
and I have got different fields.
| | 07:35 | So I am going to close up my Elements Gallery.
| | 07:37 | I am going to Zoom in to 125% so you can see this.
| | 07:41 | Here are some of the built-in functionality.
| | 07:43 | Look at Category here, down below in the Data area there is a
drop-down arrow, and that's because I can click on that to select
| | 07:51 | from a whole bunch of categories that are already there for
me, like Taxes for example, and it inserts Taxes for me.
| | 07:58 | Then I have got columns over here like Total Estimate.
| | 08:01 | This is going to be based on the estimate, and
then there are some built-in formulas here.
| | 08:06 | As I scroll over, using my scrollbar at the bottom, you can see
I have got Total for Amount Paid and Paid and the Total Paid.
| | 08:13 | So all of these formulas are there ahead of time, so I don't have
to worry about it; built-in functionality, built in formatting,
| | 08:20 | I am just responsible for getting the data in there.
| | 08:23 | So I really like Ledger Sheets, brand
new to this version of Microsoft Excel.
| | 08:27 | I would encourage you to experiment and explore some of the
other categories, and play around with the various Ledger Sheets,
| | 08:36 | knowing that there maybe a few tweaks that you need to make
to make it ideal for you, but the amount of work compared
| | 08:42 | to what you used to have to do is almost invisible.
| | Collapse this transcript |
| Using AutoFormat| 00:00 | If you were following along in the previous lesson you saw
how much time and effort you can save using Ledger Sheets
| | 00:05 | to create a brand new Workbook in Microsoft Excel.
| | 00:08 | A lot of the formatting is done for you,
functionality is built-in behind the scene,
| | 00:13 | so you don't even have to create formulas and
functions, its all there, you just enter the data.
| | 00:18 | But another scenario might be that you have already got the
Excel Workbook created, and now you want to make it look good.
| | 00:24 | So in this scenario probably a Ledger Sheet is not ideal, but
something called AutoFormat can definitely save you a lot of time
| | 00:31 | and effort in formatting your sheets in a
Microsoft Excel Workbook that already exists.
| | 00:37 | So I have opened up one of those Workbooks,
you can see its called TSRevenues6.xlsx.
| | 00:42 | If you have got the exercise files,
you will find it in the Lesson4 folder,
| | 00:46 | go ahead and open that up, and you will have what I have.
| | 00:49 | We were working on this in previous lessons.
| | 00:51 | We have done a little bit of formatting, but now
we are going to overwrite our manual formatting,
| | 00:55 | and we are going to look at some automatic formatting.
| | 00:58 | Now, when we use AutoFormat, it's ideal or best
to actually select the area you want to format.
| | 01:05 | So I am looking at this particular sheet,
and it looks like its really two parts.
| | 01:10 | We have got this part up here which contains a lot of our data,
| | 01:13 | and then down below we have some additional data that's
actually being used to be displayed in here using some
| | 01:20 | of the formulas and functions we had created.
| | 01:22 | So I am going to work with this top section first.
| | 01:24 | I am going to click and drag from cell A1 across and down to
make sure I get all of these numbers go into Column G, Row 12.
| | 01:32 | So now when I choose the AutoFormat feature,
it will only affect those selected cells.
| | 01:37 | I am going to go up to the Format menu, come down to
AutoFormat, there it is, and the AutoFormat dialog box opens up.
| | 01:45 | So down the left hand side, you can see Table
Formats that I have to choose from here.
| | 01:50 | Simple is already selected, and I see a
sample or a preview of what that will look
| | 01:54 | like over here on the right, using the default options.
| | 01:59 | If I go to Classic 1, you can see it looks a little
bit different, Classic 2 has a little bit of color
| | 02:03 | and formatting built into it, same thing for 3.
| | 02:07 | Then I have got some Accounting options.
| | 02:09 | I kind of like Accounting 2, actually Accounting
3 has two different colors in there as well
| | 02:14 | as some different font formatting, Accounting 4, same thing.
| | 02:18 | Then I have got some Colorful options.
| | 02:21 | They are almost difficult to read, looking at the sample.
| | 02:24 | That's a little too much.
| | 02:25 | I have got some List options as well, 3D Effects, where I have
got this doubled look for the data in the middle, a second one,
| | 02:33 | and then of course there is no formatting at all if I wanted to.
| | 02:37 | But I am going to go up to Accounting 3, I kind of like this one.
| | 02:40 | Before I click OK, I want you to see that there is an Options
button here, and clicking the Options button will expand the area
| | 02:47 | to show you what's being affected by this formatting.
| | 02:51 | Down below, you see check marks in each of these check boxes.
| | 02:55 | So numbers are being formatted.
| | 02:56 | If I deselect the Number check box, look what happens
to the numbers up here, they are just plain old numbers.
| | 03:03 | Put a check mark back in there by clicking
on it and they are actually dollar amounts.
| | 03:07 | I am also affecting the Fonts.
| | 03:09 | If I deselect the Font check box, look
what happens to my headings up here.
| | 03:14 | Select it again, there is Font formatting.
| | 03:16 | Same thing for Alignment, we want those headings aligned with
the numbers on the right, that's part of this AutoFormat option.
| | 03:24 | Borders, I can turn those off if I
don't like them, or leave them on.
| | 03:28 | Any Patterns, there doesn't happen to be any in this particular
case, but some of those with dark backgrounds and so on,
| | 03:34 | and those bright colors we saw do use patterns.
| | 03:37 | The Widths and the Heights you can see are adjusted as well.
| | 03:40 | So I am going to leave them all selected,
and I am going to click OK
| | 03:43 | and watch what happens to my selected area over here in my sheet.
| | 03:48 | You can see it has really changed the look and feel.
| | 03:50 | Look at my Title, its changed to green.
| | 03:53 | Down below, you can see how it has affected some of my headings
here, and the numbers and how they are squished together to fit
| | 03:59 | into the columns, the whole thing is kind of squished together.
| | 04:02 | I have got some lines showing up for
my Grand Totals down at the bottom.
| | 04:05 | Look at my Labels up here; they have got some font
formatting going on, and same thing for my Quarters.
| | 04:11 | If I click Undo, you can see that's quite a
different look, click Redo to get it back.
| | 04:17 | Let's try some more.
| | 04:18 | Let's go down here where we have got the different months in
the year and the values for each of those, including the totals.
| | 04:24 | We will select that entire group of cells, and with that
selected, let's go back up to Format and down to AutoFormat.
| | 04:33 | Okay. Let's try some of the other ones here.
| | 04:35 | I kind of like this one as well, Accounting 2.
| | 04:39 | I do want to keep the different formatting down the left.
| | 04:42 | If I go to Options here, do I need
all of those lines and alignment?
| | 04:47 | Maybe not, so I am going to turn the Alignment off,
because I don't have any headings across the top here.
| | 04:53 | The Width and the Height, see how that affects
things, I will leave that one selected.
| | 04:58 | The Borders, should I put those in?
| | 05:00 | Right now I don't have any borders, let's see what it would
look like without, pretty plain, I will leave those in.
| | 05:05 | Only the Alignment has been turned off.
| | 05:06 | I click OK, and you can see how that looks a
lot different down here from what it used to.
| | 05:12 | If I click Undo, and then Redo, and deselect by clicking outside,
I have really changed the look and feel of this particular sheet.
| | 05:22 | Notice what I have got over here under Total.
| | 05:24 | I am going to zoom in a little bit here, clicking my Zoom
drop-down to a 125%, and look under the Total column here,
| | 05:31 | I have got a number of pound signs or number signs.
| | 05:35 | Whenever you see that, all that means is that
the number is too big to fit in this column.
| | 05:40 | So we do have to do a bit of formatting
every now and then on our own,
| | 05:44 | and in this case we want to do some
formatting with the column lengths.
| | 05:47 | So I am going to come over here to Column C. I am going to
click and drag across, make sure that I get all of the columns
| | 05:53 | with numbers in them, and remember, we did this a while back.
| | 05:56 | We go up to Format, down to Column, and we will do the
AutoFit Selection to make sure that we can see everything.
| | 06:03 | Now, in this case, it automatically fits the
largest item, which is Last Modified at the top.
| | 06:08 | If we wanted to be able to see Last Modified
as well as the numbers, that was necessary.
| | 06:13 | It adds a little bit of separation from our
Total and our Average, and I am okay with that.
| | 06:17 | That looks pretty good.
| | 06:19 | So really we didn't do a whole lot of work but
we have really drastically changed the look
| | 06:24 | and feel of this particular sheet
in this Workbook called TSRevenues6.
| | 06:28 | So of course we want to save our changes before moving on, but
keep in mind that when you don't need to use a Ledger Sheets
| | 06:35 | and you want to get some quick and easy formatting, you
have also got AutoFormat hiding under the Format menu.
| | Collapse this transcript |
| Conditional formatting| 00:00 |
In this lesson we are going to explore yet another type
of formatting that will really change the appearance
| | 00:05 |
of your sheet in the Microsoft Excel Workbook.
| | 00:08 |
But this time the formatting will only kick in if
certain conditions are met; conditions that you set.
| | 00:14 |
This is aptly named Conditional Formatting.
| | 00:17 |
So we are going to use the same sheet that
we have been using in previous lessons here,
| | 00:22 |
which is our Training Services Revenue Tracking.
| | 00:24 |
You can see I have actually added a couple
of rows down here and typed in Target.
| | 00:29 |
I have entered some numbers here, so Target numbers,
and down below we have got a row for the Difference.
| | 00:35 |
So the Difference is actually going to be a formula that
takes the Total minus the Target to give us the answer.
| | 00:40 |
So we will start with that in a moment.
| | 00:42 |
If you want to go ahead and add that, if you have been
following along, do so, but if you have got the exercise files,
| | 00:47 |
you can get quickly caught up by going to
the Lesson4 folder, and opening up this one,
| | 00:51 |
TSRevenues7, and you will have exactly what I have.
| | 00:55 |
So we are going to put in a simple formula here.
| | 00:57 |
We know how to do this.
| | 00:58 |
Start with the equal sign.
| | 00:59 |
We are going to take the total by clicking on the
Total, which is cell C12, type in the minus sign,
| | 01:05 |
and now we will click on our Target, which is C14.
| | 01:08 |
We hit Return, and there is our answer.
| | 01:12 |
Now, maybe we want it so that if the Difference
is below 0, it really stands out in red,
| | 01:18 |
and if it's above or equal to 0, maybe it shows up in green.
| | 01:21 |
This is what we would call Conditional Formatting.
| | 01:23 |
To apply it, we click on the cell where the formula
is, we see our answer here, $4,986, that's cell C15.
| | 01:30 |
Click on that, then go up to the Format menu, and you
will notice we have got Conditional Formatting right here.
| | 01:37 |
Now, the Conditional Formatting dialog box opens up with one
condition ready to be set, but we can have multiple conditions,
| | 01:44 |
and we are going to need that for this particular scenario.
| | 01:47 |
In this case we want it so that if the cell value is
above 0 or below 0, we have got different formatting.
| | 01:53 |
So here we want condition 1 to be Cell Value Is, not Formula Is.
| | 01:57 |
Notice, if we clicked this drop-down, we
can set conditions for Formulas as well.
| | 02:01 |
But we want Cell Value.
| | 02:02 |
Let's go to below 0, so less than, over here in this
empty field we type in the 0, and then we would click OK
| | 02:11 |
if that's all we wanted to do, but that's
not going to really show up anything.
| | 02:15 |
Notice that no format is set.
| | 02:17 |
We have our condition, but now it's
time to set up the formatting;
| | 02:21 |
what happens when the Cell Value Is
less than 0, we click the Format button.
| | 02:25 |
In here you can see we have got Font, Border, Patterns.
| | 02:29 |
So we can change the Font itself, or just put a Border around
the cell perhaps, or maybe just change the Pattern of the cell
| | 02:36 |
so that it shows up with the color in the background.
| | 02:38 |
I am going to go over to Font, and I am going to change
the color by clicking the Color drop-down to this dark red,
| | 02:44 |
it's kind of a crimson red, and I also want this to be
bolded, so I am going to do that, and I am going to click OK.
| | 02:50 |
That sets up the first condition with formatting.
| | 02:53 |
Now, if I clicked OK, obviously nothing would happen in my
Spreadsheet because the number that appears there is not below 0.
| | 02:59 |
So let's add a second condition by clicking the Add button.
| | 03:03 |
Clicking the Add button now, we have
got a second condition where we can say
| | 03:06 |
if the Cell Value Is greater than or
equal to, we will type in 0 as well.
| | 03:12 |
We will change that formatting so
that it appears, let's say green.
| | 03:16 |
I am going to choose this fairly dark green.
| | 03:19 |
We will make it bold as well, and we will click OK.
| | 03:22 |
Now we have got two conditions set.
| | 03:24 |
So we click the OK button, and let's see what happens.
| | 03:27 |
Notice that my number turns into
green and bold, because it is above 0.
| | 03:32 |
Now, I have left these cells blank
on purpose, because we know we can go
| | 03:36 |
to the bottom right corner to automatically fill empty cells.
| | 03:39 |
In this case, if we click and drag to the
right, we are going to copy the formula,
| | 03:42 |
but we are also going to copy the Formatting,
that Conditional Formatting we have set up.
| | 03:47 |
So I am going to come down to the bottom
right corner, when I see the cross,
| | 03:50 |
click and drag all the way across
to the total column, and release.
| | 03:54 |
So you can see what happens; they are all green except for this
one, which is a negative number, it appears in red and bold.
| | 04:00 |
So my Conditional Formatting is working beautifully.
| | 04:04 |
Now, you can also do Conditional Formatting based on
cells, it doesn't have to be a value that we type in.
| | 04:10 |
For example here, if the Total is below the
Target, maybe it should appear a certain way.
| | 04:15 |
So I am going to click right here on this cell, C12.
| | 04:17 |
I am going to go up to Format, Conditional Formatting.
| | 04:22 |
I am going to say, if the Cell Value Is
less than, so I am going to go to less than.
| | 04:29 |
But I am not going to type in a value,
I am actually going to select this cell.
| | 04:32 |
I can do that by clicking this button right here.
| | 04:35 |
It allows me to go into my sheet, and if I click on the Target
number right below it, and then go back to the same button
| | 04:42 |
to expand my Conditional Formatting dialog
box, you can see less than the contents of C14.
| | 04:48 |
Now, notice that C14 here has dollar
signs before the C and before the 14.
| | 04:54 |
We haven't got to Relative versus Absolute Addressing
yet, so we will talk more about that when we get there.
| | 05:00 |
But all it means is that it's locked into that
cell, and if I tried to copy this formatting over,
| | 05:05 |
it really wouldn't work like it did when I
typed in the 0, it's going to stay on C14.
| | 05:10 |
So I am going to change the format in here
so that it also turns it to look differently.
| | 05:15 |
I am going to change the pattern now, so not
the actual contents, but the cell itself.
| | 05:20 |
I am going to put maybe a light red in the
background right here, it's kind of a pinky color.
| | 05:25 |
I will click OK, click OK again, and obviously nothing should
happen here because this number is actually above the Target.
| | 05:34 |
Well, let's try the same thing over here.
| | 05:37 |
We will go to cell E12, we will go up to Format, Conditional
Formatting, Cell Value, go to less than, we will select the cell,
| | 05:48 |
in this case it's going to be this one here, E14.
| | 05:51 |
Click the same button to expand, change the formatting to
change the pattern in the background to this light pink.
| | 05:59 |
We will click OK, click OK again.
| | 06:03 |
You can see what happens; it does shade this
particular cell because its below the Target.
| | 06:08 |
So that's Conditional Formatting.
| | 06:10 |
You can see it's really changing the look of our
sheet here in our Training Services Revenue Workbook,
| | 06:16 |
and with a few simple clicks you can really make
certain figures stand out that need to stand out.
| | 06:22 |
Typically, you will see this in worksheets with
numbers like we have here, where you have Targets,
| | 06:27 |
or if you are in the red as they say, you want those numbers
to stand out as much as the numbers that are in the black.
| | 06:35 |
Experiment with the other cells in here, applying Conditional
Formatting to the cells that maybe don't reach a Target.
| | 06:42 |
You can work with Borders and Backgrounds as well as the Font
itself, but Conditional Formatting will really help those numbers
| | 06:49 |
that need to stand out in a worksheet stand out.
| | 06:52 |
| | 06:53 |
| | Collapse this transcript |
| Working with styles| 00:00 | I think its time we had a talk about Style; Style as it pertains
to your sheets in a Microsoft Excel Workbook, of course.
| | 00:08 | I am talking about built-in styles that you
have available to you here in Microsoft Excel,
| | 00:13 | but also the fact that you can create
your own styles, modify styles,
| | 00:18 | and even manipulate styles to apply them to existing data.
| | 00:21 | So we are still working with our Training Services Revenue
Tracking sheet here, and if for some reason you have skipped
| | 00:28 | to this lesson, and you have got the
exercise files, go to the Lesson4 folder
| | 00:31 | and open up TSRevenues8 and you will have exactly what I have.
| | 00:35 | Now, in this particular sheet we have actually
got some styles that have already been applied.
| | 00:40 | Take a look at the numbers that appear in here, the dollar
amounts for Q1 through Q4 for each of the categories, the Totals,
| | 00:48 | the Averages, all of these numbers have something in common.
| | 00:51 | They have got a dollar sign in front of
them, and they don't have any decimal places.
| | 00:55 | That is a style, and it's a built-in
style that can be applied to data.
| | 00:59 | Of course, if we wanted to make adjustments
to those styles we can as well.
| | 01:04 | So what we are going to do is just select
some of the data that we want to manipulate.
| | 01:08 | So I am going to click up here in cell C7.
| | 01:10 | I am going to click and drag across to column E and down
to row 10 so I highlight this range of cells in here
| | 01:18 | that are being calculated to give me
the Totals and Averages and so on.
| | 01:21 | Now we are going to go up to the Format menu and down to Style.
| | 01:26 | This is going to open up the Style dialog box.
| | 01:28 | Now, there are styles to choose from, and the
Normal Style should be showing up here by default.
| | 01:34 | The Normal Style you can see for Numbers,
sets them up as General Formatting.
| | 01:39 | The Alignment is General as well, Bottom Aligned.
| | 01:42 | The Font being used by default here
is Verdana 10 for the Normal style.
| | 01:47 | No Borders, no Shading, and for Protection
you can see Locked is the option.
| | 01:52 | Of course we can turn any of these off,
and we can modify these settings as well.
| | 01:57 | We will get to that in the next lesson.
| | 01:59 | But we can also go up to the Style Name here and click
this little drop-down button to select some other styles
| | 02:05 | that exist, like Currency, for example, without the 0.
| | 02:09 | Currency (0) is what we are currently using.
| | 02:11 | We have got a Currency Format, the
dollar sign, but no decimal places.
| | 02:14 | If we go up to Currency here and give it a
click, you can see no Alignment, Font, Border,
| | 02:20 | Patterns or Protection settings are turned on for this style,
but for the Number, you can see we have got dollar sign
| | 02:26 | and we have got two decimal places showing
up here, that's was all of these code means.
| | 02:31 | So if I wanted to apply that I simply click OK.
| | 02:34 | Now look what happens, of course my numbers are too big to
fit in those columns, but with these cells already selected,
| | 02:41 | we know from our previous lesson, we can go up to
Format, down to Column, and say AutoFit those selections.
| | 02:47 | Boom, there we go.
| | 02:48 | Look at these numbers, how much bigger they
appear now since they have got decimal places.
| | 02:52 | But we really don't need them because they are all zeroes.
| | 02:55 | So we could click Undo, but let's fiddle
around a little bit more with styles.
| | 03:00 | We will go up to Format, down to Style, and to apply a
different style, we just click the Style Name drop-down.
| | 03:06 | Let's go back to Currency (0), which will keep the
dollar sign, but get rid of the decimal places.
| | 03:11 | You can see they are gone from these
codes here, and we will click Ok.
| | 03:16 | So applying existing styles is just as simple as
selecting them, and then clicking the OK button.
| | 03:23 | But as you saw, there was a Modify button in
there, so we can modify those existing styles
| | 03:28 | if we wanted to create some additional modifications.
| | 03:31 | For example, if we wanted our Currency style
with no decimal places to be in a different font,
| | 03:38 | we could then turn on the Font option
and choose a default font for that style.
| | 03:43 | Of course, you can create your own styles as well, and that's
all the kind of stuff we are going to do in the next lesson.
| | Collapse this transcript |
| Creating, renaming, and selecting styles| 00:00 | If you were following along in the previous lesson, you learned
that there are number of built-in styles that we can use
| | 00:05 | to apply formatting to content in
our sheets in an Excel workbook.
| | 00:10 | The really cool thing though is that you can modify
those styles if you wanted to make some minor adjustments
| | 00:15 | and even create your own styles, and that will save you a lot
of time down the road when it comes to applying formatting.
| | 00:21 | Think about this scenario.
| | 00:22 | We have got Revenue Tracking here for Training Services.
| | 00:25 | Let's say that every department in the company uses the same
kind of tracking mechanism, so we want some consistency.
| | 00:32 | Maybe if we create a style for Titles, let's say, for every
Revenue Tracking sheet, they will always look the same,
| | 00:38 | no matter which department you are looking at.
| | 00:40 | So that's one option.
| | 00:41 | Then if we wanted to make changes to a Title, we could
change the Font, the Size, the Appearance, Color and so on,
| | 00:47 | we could do each of those steps manually, or create
one style that we can apply with one click of a button.
| | 00:52 | So that's what we are going to do right now.
| | 00:54 | You can see I am still working with my
TSRevenues8 sheet here from the previous lesson.
| | 00:59 | Really doesn't matter what you have on your screen right
now, but if you have the exercise files and you want
| | 01:03 | to follow along, open this one up from the Lesson4 folder.
| | 01:07 | I have just clicked right up here on
Training Services Revenue Tracking.
| | 01:11 | Over here on my Formatting palette, I can see the
Font that's being used, the Size, bold is turned on.
| | 01:16 | These are things I could do manually.
| | 01:18 | But I would like to create a style that I am going to be able
to use in the future to keep all of my Titles consistent.
| | 01:24 | So let's go up to Format and down to Style,
and in here see we the Normal Style again,
| | 01:30 | and all of those settings that are applied to the Normal Style.
| | 01:33 | Now, if we want to modify any of these, maybe we
want our Normal Style to use a different font.
| | 01:38 | Well, we just go over to the Modify
button, with Normal selected up here.
| | 01:42 | Then we go up to the Font section.
| | 01:44 | Here is where we see that default font, and maybe
we prefer to have Arial as our default font.
| | 01:49 | So we just scroll up until we find Arial.
| | 01:51 | Give it a click.
| | 01:52 | We will keep the same size.
| | 01:54 | Click Ok. And now our new font for the Normal Style,
whenever we use it, is Arial 10, that's the default now.
| | 02:01 | But if we wanted to create our own style and maybe borrow some
of these things we could, all we have to do is with any style
| | 02:09 | up here selected, see how Normal is actually shaded, I
can type in something like RevenueTitles, for example.
| | 02:17 | Now, I can go over to my Modify button, and
anything that I modify here will be applied
| | 02:22 | to my RevenueTitles style that I am kind of creating here.
| | 02:25 | So I am going to click Modify, and I am going to
use Arial but Arial black, its a little bit thicker.
| | 02:31 | You can see a preview of it down here.
| | 02:33 | I am going to change the color to -- well, let's not use
that green, let's try something different like a dark blue.
| | 02:38 | You might bump the size up a little bit too,
since it's a Title; try 11, maybe 12 points.
| | 02:45 | Yeah, I like that size right there.
| | 02:47 | No underlining or anything, but notice that I have
also got access to those other areas here for Numbers.
| | 02:53 | Now, I am not going to use Numbers in my Titles, so
I really don't care what's going to show up here,
| | 02:57 | except I will just leave the category at General.
| | 03:00 | Alignment, I definitely want the
Horizontal alignment to be on the left.
| | 03:04 | So General is fine, but if I wanted to make sure it
stays on the left, I could choose left, with no indent.
| | 03:11 | Vertical alignment, I am going to
keep it at the bottom of the cell.
| | 03:14 | So if I increase the height of my rows it stays at the bottom.
| | 03:17 | Notice that Merged cells is kind of selected here
because of the Title that I have got selected.
| | 03:23 | Meaning that if my Title overlaps other cells, it
will merge those cells automatically, I like that.
| | 03:29 | I can create a Border if I wanted to, but None
is definitely what I want to use for my Titles.
| | 03:36 | If I want to set up Patterns in the
background on my cells, even Protection,
| | 03:40 | all of those options are setup here
in one area under Format Cells.
| | 03:45 | You could see all of them show up here now according to
my selections for this new style, called RevenueTitles.
| | 03:52 | Now, all I have to do is click OK if I want to
apply it to the existing cell that's selected.
| | 03:58 | If I click the Add button, it now gets added to my list.
| | 04:02 | So now I can apply it in the future as well.
| | 04:05 | So you want to add it before you click OK.
| | 04:07 | Now, when I click OK, you can see how it changes my Title here.
| | 04:10 | Notice now it's overlapping into column E, and it
has merged that cell along with the other three.
| | 04:16 | If I come down here to 2008 Total, now I can go up
to Format, down to Style, I can go to my drop-down,
| | 04:24 | and I am now going to have this new one called RevenueTitles.
| | 04:27 | I select it, click OK, and all of that
formatting is applied, easy as that.
| | 04:33 | So we have got some built-in styles we can access,
but it's always nice to know that we can make changes
| | 04:37 | to those built-in styles and even
create our own new styles out of that,
| | 04:41 | and then have them available to us in
the future as we create new sheets.
| | 04:45 | We can apply it to empty cells so that any time we
type in an empty cell, that formatting is applied,
| | 04:50 | or if there is data already in the cells,
we just apply it like we did a moment ago.
| | 04:54 | Now, if you no longer need a style, you can also remove them.
| | 04:57 | Now, be careful when you remove a style.
| | 04:59 | Let's go up to Format, and down to Style.
| | 05:02 | We will select RevenueTitles if we need to.
| | 05:05 | Make sure it is highlighted up here.
| | 05:07 | Notice that the Delete button is available.
| | 05:09 | Now, if I go to my drop-down and I go up to Normal, for example,
notice that I can't delete that one, that's built into Excel.
| | 05:16 | But any that I create, like RevenueTitles, I can.
| | 05:19 | So with that selected, I am going to hit the Delete button.
| | 05:23 | It deletes the Style, and that means any text or data
in here using that Style no longer has that formatting.
| | 05:31 | You can see that in the background.
| | 05:32 | So I am going to click Ok.
| | 05:35 | My Style is gone, and now I need
to format my Titles appropriately.
| | 05:39 | So you can see the advantage to having Styles.
| | 05:41 | You can always go back and make adjustments to those Styles
after they had been created, but they will save you a lot of time
| | 05:47 | down the road if you want to maintain some consistency, and
have easy formatting at a couple of clicks of your mouse button.
| | Collapse this transcript |
| Applying themes| 00:00 | Okay, it's time to explore a brand new feature for
formatting your Workbooks in Microsoft Excel, its new to 2008.
| | 00:08 | In fact, it's shared amongst the other applications
in the Microsoft Office 2008 Suite here on the Mac.
| | 00:14 | I am talking about Themes, specifically, Document Themes.
| | 00:18 | Now, although we are in Microsoft Excel and we are working on
sheets in a Workbook, we still have access to Document Themes
| | 00:26 | to change the look and feel of our work,
and we can do it all at a click of a button.
| | 00:31 | Themes have coordinated fonts and colors
and specials effects all stored in them.
| | 00:35 | You can select from a ton of choices, built-in themes
at your disposal, but you can also create your own.
| | 00:42 | So we are going to start off in this
lesson just by applying some of the themes
| | 00:45 | so you can see how it affects your work here in Excel.
| | 00:48 | Unlike PowerPoint and Microsoft Word when
you select Themes, here in Microsoft Excel,
| | 00:54 | only Charts and SmartArt Graphics and
those kinds of things will be affected.
| | 00:59 | Your data is not affected by an actual Document Theme.
| | 01:03 | So here you can see I have opened up a file called SalesFigures.
| | 01:06 | If you have got the exercise files, you can go to
the Lesson4 folder to find this one and open it up.
| | 01:12 | In here, we do have some data such as our Title,
we have got some Numbers and Labels down below.
| | 01:18 | A little bit of formatting going on here.
| | 01:21 | We even have a logo.
| | 01:22 | But over here we have got SmartArt
Graphics and we have got a Chart down below.
| | 01:26 | So it's really only the SmartArt and the Chart that will
be affected by applying themes here in Microsoft Excel.
| | 01:33 | Unlike Microsoft Word where the entire document is
affected, there are only pieces of your Excel sheet
| | 01:39 | that will see a change happen when you apply a Theme.
| | 01:42 | So let's try this out.
| | 01:43 | Now, Themes are easily accessible from the Formatting palette.
| | 01:46 | So the first thing I am going to do is go over here to the
right side, and I am going to collapse up some of these sections
| | 01:51 | like Number, Alignment and Spacing, there is Borders
and Shading, I won't need that, I won't need Page Setup.
| | 01:57 | But look what's open down here at the bottom.
| | 01:59 | If yours isn't opened up or expanded, click
the little triangle to show Document Themes.
| | 02:05 | Now, in this section we have got some arrows for scrolling
through the various Themes that we have at our disposal,
| | 02:10 | and when we select these, we are actually changing
Font Schemes, we are changing Color Schemes,
| | 02:16 | and you will see certain Special Effects applied
to some of the items or objects on your sheet.
| | 02:22 | Notice that the Colors and Fonts
drop-downs are available down here as well.
| | 02:27 | So if you select a Theme, but you want a
different set of Fonts, you can do that.
| | 02:31 | In fact, then you can save it under your own Theme.
| | 02:34 | So right now I am just going to go
up to the very top of this list
| | 02:37 | until my arrow disappears, and click on the very first option.
| | 02:41 | As I hover over it, you can see its called Office Theme.
| | 02:44 | When I click on it, some things do
change, such as my Pie Chart over here.
| | 02:48 | You can see the colors have changed.
| | 02:50 | Over here as well with my SmartArt Graphic, you
can see I have got different Fonts being used,
| | 02:55 | different Color Schemes, even the Effects have changed.
| | 02:58 | If I go over to this next one, which is called
Advantage, you can see that totally changes.
| | 03:03 | Different Shades and Effects in my Pie Chart, different
Effects showing up here in my SmartArt Graphic,
| | 03:09 | as well as Colors and the Fonts have changed as well.
| | 03:11 | So I am going to scroll down here to one that looks
like it might suit our company and our colors.
| | 03:18 | Well, that's getting closer.
| | 03:19 | How about this one over here?
| | 03:21 | No, it doesn't really work.
| | 03:23 | You can see how it really requires a little bit of
experimentation till you get to know these Themes.
| | 03:28 | I am going to go over to this one.
| | 03:29 | That's pretty close to what we are looking for.
| | 03:32 | If I look down below at the Colors that are
being used, the Color Scheme is called Opulent,
| | 03:37 | and the Fonts down here you can see are a set of Fonts
that will be used for different parts of my sheet.
| | 03:45 | So Titles, for example, for my Chart will use
one font, while maybe the Labels down below
| | 03:50 | and the Legend use a different Font, same thing for WordArt.
| | 03:54 | So we have got these Schemes that are applied for us.
| | 03:56 | So that's really all there is to applying a Theme.
| | 03:59 | Now, if you wanted to change up the Colors or the
Font, you just select them from the drop-down.
| | 04:03 | So I am going to go back to Verdana here,
and I am going to click on that one.
| | 04:08 | So I changed the Fonts, you can see how they don't
actually fit very well in all areas of my Worksheet here,
| | 04:13 | but I am able to pick and choose Color Schemes, Font Schemes,
along with the Document Theme that I selected in the first place.
| | 04:21 | I am going go back here and try some different
ones, maybe Arial will work out better.
| | 04:25 | Try Arial.
| | 04:27 | Sure enough, you can see that, that particular
Font does work nicely with this theme.
| | 04:32 | So I have still got the Document Theme selected, its this
one over here as I hover over it, its called Opulent.
| | 04:37 | It uses the same Color Scheme called Opulent.
| | 04:40 | If I go to my Font Schemes and I scroll through
here, I should see one here called Opulent as well.
| | 04:46 | They are listed alphabetically.
| | 04:47 | Sure enough, there it is, it's called Opulent, and there
are the Fonts that are used in this particular Scheme.
| | 04:52 | So you have got Document Themes, Color Schemes and Font
Schemes all with the same names so they are easy to locate,
| | 04:59 | but you can mix and match, and that's the
beauty of working with a Document Theme.
| | 05:04 | You can see how quickly it changes the look and feel.
| | 05:06 | Let's just go over to this one here called Metro.
| | 05:09 | Changes the look and feel of my Worksheet
here with one click of a button.
| | 05:13 | I am going to go back to Opulent, I like that one.
| | 05:16 | Now, in the next lesson we will mix and match with
our Colors, our Fonts and our Documents Themes,
| | 05:21 | and then save it as our own Theme, and show
you how to go find those and remove them
| | 05:27 | in the event that you don't need them anymore.
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| Creating and deleting themes| 00:00 | If you were following along in the previous lesson,
you now know that Microsoft Office 2008 here
| | 00:05 | on the Mac provides you something called Document Themes that
you can access from within Excel to drastically change the look
| | 00:13 | and feel of the sheets in your Workbook
with a single click of a mouse button.
| | 00:17 | So right from the Formatting palette we can select a Theme by
clicking it, and we know that Special Effects will be applied
| | 00:23 | to certain parts of our sheet, including
Charts and SmartArt Graphics.
| | 00:29 | Also, certain Fonts will be used called the Font Scheme.
| | 00:32 | A certain set of coordinating Colors will
also be applied called the Color Scheme.
| | 00:37 | But if there is a Theme that you like but you are maybe not
crazy about the Fonts, or maybe you like the Theme, all of it,
| | 00:44 | except for the Colors that are being used, you can make changes.
| | 00:47 | You can select different Colors, different Fonts in a Theme.
| | 00:50 | Here is the best news though, you can save
those changes, thus creating your own Theme.
| | 00:55 | When you create your own theme, it's now accessible
for any other work you might do in Microsoft Excel,
| | 01:01 | as well as the other applications in the
Office Suite, like Word and PowerPoint.
| | 01:05 | So in this lesson we are going to create our own Themes.
| | 01:07 | We are also going to look at the scenario
where you might want to remove older Themes.
| | 01:11 | How do we delete them?
| | 01:12 | We are going to do that.
| | 01:14 | Still working with the SalesFigures Workbook
that we started work on in the previous lesson.
| | 01:19 | We applied a Theme called Opulent,
which gave us some Special Effects here,
| | 01:23 | as well as the Opulent Color Scheme and the Opulent Font Scheme.
| | 01:27 | Now, if for some reason if you skipped to this lesson, you can
get all caught up if you have got the exercise files by going
| | 01:33 | to the Lesson4 folder and opening up SalesFigures2.
| | 01:37 | Now, maybe I do like this Opulent Theme, but
I want to choose a different set of Colors.
| | 01:42 | Well, I can go over here to my Formatting
Palette and choose a different Color Scheme.
| | 01:46 | So I am going to click the drop-down here.
| | 01:47 | I am going to scroll down to this one called Advantage.
| | 01:50 | When I click on that, you can see it's a different set of Colors.
| | 01:53 | The Fonts stay the same.
| | 01:54 | So the Special Effects also stay the same in this Theme.
| | 01:58 | But it's just the Colors have changed.
| | 02:00 | Let's say I really like this and I want to be able to do
this in the future on Workbooks I create down the road.
| | 02:07 | Well, in this case I would want to save those changes.
| | 02:10 | By going down to the Save Theme button here, look at
this, I can create my own Theme, give it my own name,
| | 02:18 | its going to be stored in the My Themes
Folder by default using this thmx format.
| | 02:23 | Now, there is no other format to choose from.
| | 02:26 | If I click this, you can see it's the Office Theme right there.
| | 02:29 | The name, My Theme, which shows up here
by default can be typed, write over.
| | 02:33 | I am going to call it DavesTheme, just like that.
| | 02:38 | Where is it going?
| | 02:39 | It's going to the My Themes Folder.
| | 02:40 | Now, I highly recommend you leave it there and not select
some other location, that way it will be easy to find,
| | 02:46 | especially if down the road you want to delete it.
| | 02:49 | So we are going to leave it in the My
Themes Folder and we will click Save.
| | 02:53 | Now, that Theme just got created and is easily
available to us from the Formatting palette.
| | 03:00 | If I scroll up to the top, now it becomes
the very first one, it's called DavesTheme,
| | 03:04 | before I get into those other Office Themes that
are available to us by default in the Suite.
| | 03:09 | But right at the top is DavesTheme.
| | 03:11 | So for some reason I had a different theme applied, like this
one here, this third one, I just click on it, called Apex.
| | 03:17 | You can see that doesn't look right.
| | 03:19 | So you can go up to DavesTheme and with a single click
we get the Color Scheme that we chose, but we also get,
| | 03:25 | if you look down at the Fonts, still using the
Opulent Theme and the effects from that Opulent Theme.
| | 03:30 | So we have got our brand new Theme created.
| | 03:32 | Now, when you are looking at Themes, you are looking
at thumbnails over here in the Formatting palette,
| | 03:37 | and you get an idea about what you are going to get.
| | 03:40 | When you start creating your own, it might
be easier just to browse through them.
| | 03:44 | When we click the Browse button, it
allows us to see the names of our Themes.
| | 03:48 | So you can see My Themes is selected
here, and there is a new Theme
| | 03:51 | in there called DavesTheme, as well as Theme Colors and Fonts.
| | 03:55 | This folder is for each of those.
| | 03:56 | We can create our own Colors and Fonts as well, the same way.
| | 03:59 | But right there, there is Daves Theme, and if I click on it, I
can apply it to an existing sheet in a Workbook, just like that.
| | 04:06 | So two ways to apply it.
| | 04:08 | Right from the Formatting palette here, looking at
the thumbnail, it's always going to be at the top.
| | 04:13 | But again, if you have got many of them, they all
appear at the top, it's hard to know which one is
| | 04:17 | which without hovering over them, use your Browse button.
| | 04:20 | Now, down the road when you find you are no longer using a
Theme and you want to delete it, you would think you could go
| | 04:25 | to the Browse button here, find that
Theme and then delete it somehow.
| | 04:30 | Well, with it selected here as I browse through
them, there is no option for me to delete.
| | 04:34 | I can't right click or Control click on
it, whether it's a thumbnail or the name,
| | 04:39 | all I can do is apply it or just cancel this operation.
| | 04:43 | So you have to remember where it is, and that's why I like
putting it in the My Themes Folder to delete it down the road.
| | 04:49 | So I am going to click the Browse button once
more just to show you the entire string here.
| | 04:54 | It's in the My Themes Folder, which is in User Templates, which
is under Office, under Microsoft, under Application Support,
| | 05:02 | under Library, and then under your
own actual Folder in the Users Folder.
| | 05:08 | So you can see mine is called Dave.
| | 05:09 | So I am going to click Cancel, and
I am going to flip over to Finder,
| | 05:13 | which I have already got open, you can just take a look at this.
| | 05:16 | There we are in Dave Folder.
| | 05:19 | You can see under Library, Application
Support, Microsoft Office, User Templates.
| | 05:26 | There is My Themes, and there is the
one called DavesTheme right there.
| | 05:30 | So when I click on it here in Finder, of course I can
drag it down to my Trash if I wanted to, down here,
| | 05:37 | or if you prefer you can right click, Control click with a single
button mouse to get the pop-up menu and click Move to Trash.
| | 05:46 | So that deletes it, its now gone form the My Themes Folder,
but you will notice in the background here in Excel,
| | 05:51 | it doesn't remove the Theme from your existing work.
| | 05:55 | So I am going to close up Finder, I am going
to click on Microsoft Excel to move back to it.
| | 06:00 | In fact, it's still showing up here
even though it no longer exists.
| | 06:04 | It's available to me until I close up Excel, then I
lose it from memory, and it's no longer available.
| | 06:10 | So that's all there is to creating your own Themes, and
then of course down the road if you need to delete things,
| | 06:15 | you need to use Finder to do that, but not very difficult at all.
| | 06:20 | It will save you a lot of time and a lot of
effort when it comes to formatting your sheets
| | 06:24 | in a Workbook if you have created themes ahead of time.
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| Using headers and footers| 00:00 | Well, when it comes to formatting your Workbooks in Microsoft
Excel there is one more piece of business we need to discuss
| | 00:06 | in this chapter and that is Headers and Footers.
| | 00:09 | If you have used a Word Processing
application like Microsoft Word,
| | 00:12 | you know a Header is information that
appears at the top of every page.
| | 00:17 | A Footer is the exact opposite; information
appearing at the bottom of every page.
| | 00:21 | The key word here is page.
| | 00:23 | A lot of people when they create Headers and Footers expect to
see whatever they enter in the Header area or the Footer area
| | 00:29 | to appear on every sheet in their
Workbook, but that's not the case.
| | 00:33 | It's every page in a single sheet that
you setup your Headers and Footers for.
| | 00:37 | So here you can see I have already opened up a file from the
Lesson4 folder of the exercise files called DeptRevenues,
| | 00:44 | and if you got the exercise files, go ahead
and open this up to follow along, otherwise,
| | 00:48 | any Workbook with a single sheet and
multiple pages will work as well.
| | 00:53 | You can see as I scroll down here using my wheel mouse, the
first page of this sheet just contains some Title information.
| | 01:00 | Then as I move on to the next page, according to my page
setup using an 8.50x11.00 Portrait size piece of paper,
| | 01:07 | the second page contains information
about Training Services Revenue.
| | 01:11 | As I scroll down to the end and arrive at the next page, I
have got room here for Sales Department Revenue Tracking.
| | 01:19 | As I keep going, looks like there is more information
on the next page for Customer Service Revenue Tracking.
| | 01:24 | So I am going to scroll all the way back up to the top.
| | 01:28 | If there was information that I wanted showing up at
the top of everyone of these page, like page numbers,
| | 01:33 | or the name of the file, the path, even
pictures, I could do that by creating a Header.
| | 01:38 | I could also do the same thing at
the bottom by creating a Footer.
| | 01:41 | There is a couple of different ways to do this.
| | 01:43 | We are going to explore both.
| | 01:44 | Now, one way, you will notice as I move my mouse pointer
up to the top row and then just move above the top row,
| | 01:51 | a little area pops up that says, Double-click to add header.
| | 01:54 | My mouse pointer changes, meaning I am in the Header area, and
double clicking right now would allow me to enter information
| | 02:01 | and pictures and so on up here in the Header area.
| | 02:03 | I am going to scroll down to the bottom of this page
and show you that as I move past to the last row,
| | 02:08 | the same thing happens down here, Double-click to add footer.
| | 02:12 | So that's one way, and we are going to come back to that
in a moment, because that's the way I prefer to do things.
| | 02:17 | But there is another option.
| | 02:18 | You can go up to the View Menu and come down
to Header and Footer to open up a dialog box.
| | 02:24 | When you click Header and Footer, you will see the Page Setup
dialog box open up with the Header/Footer category selected.
| | 02:30 | In here we can actually enter Header and
Footer information, even customize our Headers
| | 02:35 | and Footers, and change our Page Setup options.
| | 02:38 | For example, if you were using Legal Paper, the Orientation
was Landscape, here is where you would go to change that.
| | 02:44 | I am going to click on those options, and
here is where I set my Page Attributes.
| | 02:49 | You can see the Paper Size, US Letter
8.50x11.00, there is the Orientation.
| | 02:53 | Everything is okay, I am going to leave it like that,
click Cancel, and I am back to my Page Setup dialog box,
| | 02:58 | and I am ready to start entering Header information.
| | 03:01 | Now, right from this dialog box there
is even a couple of ways to do things.
| | 03:04 | I can click the drop-down here where you can see None
as the default for both the Header and the Footer,
| | 03:09 | and choose from some presets, like Page Numbering with the
word Page, and then the Number showing up, or Page, the Number,
| | 03:16 | and then of, and we will calculate
the Number of Pages in this sheet.
| | 03:20 | The Sheet Name, I could put down information like
who prepared this, the Date and the Page Number.
| | 03:26 | All of these presets can be selected, and I can select
multiple presets as well by going into this area and clicking.
| | 03:34 | Watch what happens when you click in this empty Header area.
| | 03:37 | It actually opens up the Header dialog box where
we have got three sections; Left, Center and Right.
| | 03:43 | Then we have got all of these presets
too; Format Text, Insert Page Numbers,
| | 03:47 | or the Number of Pages or both, Dates, Times, the Path.
| | 03:51 | So this is some times quite helpful if you are sharing your work
with others, they will know exactly where to find this file.
| | 03:57 | Also, we can insert the File Name.
| | 03:59 | In this case it's our DeptRevenues.
| | 04:01 | You can see we can insert the Sheet Name.
| | 04:04 | If our sheet is named, right now this it?s just
called Sheet1, that's where it will show up.
| | 04:08 | We can put in pictures and even format
those pictures once there in there.
| | 04:11 | We can choose the section where we want that to go.
| | 04:14 | So for example, if I click in the Left
section here, and I just type in my name,
| | 04:19 | that's going to show up at the top of every page.
| | 04:22 | If I go into the Center section here, notice that my cursor
is flashing in the Center, I can put in text such as Page,
| | 04:29 | leave a space, put in the page number, and you can see the
code goes in there, leave a space, type in the word of,
| | 04:37 | leave a space, and put in the number of pages.
| | 04:40 | So all of that gets entered, and I did it
myself as opposed to choosing the preset.
| | 04:44 | In the Right section, maybe I would like the Sheet Name to
show up, so I am going to insert the Sheet Name right there.
| | 04:50 | When I click OK, that gets entered up here in my Header
section, and you can see it right there; David Rivers,
| | 04:56 | and Sheet1, that's the name of my current sheet.
| | 05:00 | Down below, we can do the exact same thing with the Footer, but
we can also come here to customize the Header or the Footer.
| | 05:06 | I am going to click the Customize
Header section to get us back in there.
| | 05:09 | So that's yet another way to get to this Header dialog box,
or just click anywhere in here, it does the exact same thing.
| | 05:15 | But I am going to click Cancel.
| | 05:17 | I am going to cancel all of that and
show you the way I prefer to do things.
| | 05:21 | I like to just move up to the area where the Header is and double
click, and you can see I get a little Menu showing up with all
| | 05:28 | of those options, including Formatting Text,
Page Numbers, Dates, Times, the Path, and so on.
| | 05:35 | My cursor is flashing here, ready for me to start typing.
| | 05:39 | I am going to double click down below
in the sheet area now to close that up,
| | 05:43 | and I am going to double click over here in the Center.
| | 05:46 | Notice that when I do that, I am actually in the Center area,
so I have got that Left, Center and Right areas of my Header
| | 05:52 | that I can double click in to add any of this information.
| | 05:56 | I am going to click and drag just to move this up out
of the way so you can see when I am typing in here.
| | 06:00 | So I am going to type in Prepared by David Rivers.
| | 06:06 | I am going to double click over here,
and I have still got those buttons.
| | 06:10 | I am going to put in -- why don't we put in
the date, and let's double click over here.
| | 06:17 | We will type in Page, leave a space, put in our
page number, leave a space, of, leave a space,
| | 06:25 | and put in the number of pages, just by clicking that button.
| | 06:28 | Now, I can double click down below and I have locked that in.
| | 06:32 | So it has calculated that there is actually four pages, I
am on Page 1/4, Prepared by David Rivers, there is the date.
| | 06:37 | Watch what happens when I scroll down to the second page.
| | 06:40 | Page 2/4, Prepared by David Rivers, and there is our date,
showing up on the top of every single page in my sheet.
| | 06:50 | Let's do the same now for our Footer.
| | 06:51 | I am going to just scroll down here
to the bottom of this first page,
| | 06:54 | and when I see Double-click to add
footer, I can do that, double click.
| | 06:58 | On the Left hand side it allows me to put in information there.
| | 07:01 | I could double click in the Center or over on the Right
hand side, depending where I want to put information.
| | 07:06 | I am going to go back to the Center, and once this is
opened up, just one click will get you into those areas.
| | 07:11 | I am going to go back to the Center,
and I would like to put in the Path.
| | 07:15 | So I am going to insert the path.
| | 07:18 | Notice it's a Path and the File, so
I don't need to put in the Filename.
| | 07:21 | I am going to click Close right here,
which is another way to close that off.
| | 07:25 | So I could have double clicked up here, but
clicking the Close button takes me back out,
| | 07:28 | and you can see the name of the file and where its located.
| | 07:32 | So now I have got information at the top and bottom of
every page in this sheet, and anyone I am sharing this
| | 07:38 | with will know exactly where they
are, who prepared it, and the date,
| | 07:42 | as well as where they can find this file,
and the name of the file down below.
| | 07:46 | So experiment with Headers and Footers.
| | 07:48 | You can even put images in there.
| | 07:49 | If you had a company logo, for example, that
you wanted showing up at the top of every page.
| | 07:54 | You can insert pictures, even format those pictures.
| | 07:56 | I would encourage you to experiment with that,
working with Headers and Footers in Microsoft Excel.
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|
|
5. Using Formulas and FunctionsUsing basic formulas and functions| 00:00 | Well, this is what I like to call Meat and Potatoes
Time in this title because this is the chapter
| | 00:06 | where we discuss formulas and functions in Microsoft Excel.
| | 00:09 | Of course, any spreadsheet application including Excel is all
about the formulas and functions, being able to take numbers
| | 00:16 | that are entered and perform calculations
on those numbers to get accurate answers.
| | 00:20 | So we are going to start out easy in this chapter, we
are going to look at some basic formulas and functions
| | 00:26 | and some of the automation that is built into Excel.
| | 00:28 | As we move through the various lessons, we will get a little
bit more complex, digging deeper into the power of Excel.
| | 00:35 | So you can see I have already opened up a file here, it is an
Invoice and if you have got the exercise files and you want
| | 00:40 | to follow along, open up the Invoice1 from the
Lesson 5 folder and you will have what I have.
| | 00:45 | Otherwise, just start with a blank
sheet and get some numbers in here.
| | 00:49 | All of this stuff really does not matter,
a lot of that text is been entered for us.
| | 00:53 | You can see descriptions and so on.
| | 00:54 | What is really important to know is that we have
got these numbers under the Quantity column.
| | 00:58 | We have also got Unit Prices, over here in the Cost column is
where we need some calculations; some formulas or functions
| | 01:05 | that will give us the answers to
the quantity times the unit price.
| | 01:10 | So we are going to start right here
in cell D13 with a simple formula.
| | 01:15 | Just before we get started, something very important
that I always like to have visible on my screen,
| | 01:20 | when I start working with formulas and even
functions is this guy up here, the Formula Bar.
| | 01:26 | If you go up to the View menu, make sure you have got a
checkmark next to the Formula Bar because what that allows you
| | 01:32 | to do is enter formulas if you want in the
Formula Bar, we are going to explore some
| | 01:37 | of the automation built into this in a moment.
| | 01:39 | But more importantly, I like to be able to see both the
formula and the answer that is derived from that formula.
| | 01:46 | So although we can come right in here to the
Cost column in cell D13 and enter our formula,
| | 01:51 | we will see the answer as soon as we hit Return.
| | 01:54 | But, with the Formula Bar opened, we will always be able to
see the actual formula that gives us that answer as well.
| | 02:01 | So here we are in D13 and you may
recall when we touched on formulas
| | 02:04 | in a previous lesson that we start them off with the Equal sign.
| | 02:08 | As soon as you hit the Equal sign on your
keyboard, you have started to create a formula.
| | 02:14 | Now, our formula is going to be the quantity times
the unit price, I have seen people do this before.
| | 02:20 | After the Equal sign, you might want to type
in three times which is the Asterisks and 80.
| | 02:26 | Now, if I hit Return, I am going to get the right answer, but
if I change the quantity, maybe I bump up the number of hours
| | 02:33 | over here, the answer will not automatically
change because it will always be three times 80.
| | 02:38 | So instead we are going to backspace using our Delete key up
at the top under Function key 13, takes out those characters
| | 02:46 | and we are actually going to say whatever
is in this cell, multiply it by whatever is
| | 02:51 | in this cell, it doesn't matter what is there, just do it.
| | 02:53 | So you can See as I hover over these
cells, one is B13, the other is C13.
| | 02:58 | Now I can click on those cells or I can
just type in if I wanted to, for example,
| | 03:02 | B13 and you can see what happens,
that cell actually gets selected.
| | 03:07 | Now the Multiplication sign which is the Asterisks, what do I
want to multiply it by, I could type in C13 or I could click
| | 03:14 | on the cell, clicking right on C13 enters it for me.
| | 03:18 | Now, when I hit Return, I see the answer 240, but I know
when I click on this cell that because the formula up here
| | 03:26 | which I can see in my Formula Bar is using cell references,
I can come over here, change the quantity to 5 hours
| | 03:33 | and when I hit Return, my Cost column is updated automatically.
| | 03:38 | That is the beauty of using a formula with cell references.
| | 03:42 | Now, we also know that we can go to a cell that has a formula,
go to the bottom-right corner when we see that cross appear,
| | 03:48 | we can click and drag to automatically
fill cells that we drag to.
| | 03:53 | Now some of these cells are empty.
| | 03:55 | So if I go all the way down to here which is the very
last entry, Post Installation Support Hours, and release,
| | 04:02 | I am going to see that formula get copied down through
those cells, I am going to see different answers down below.
| | 04:08 | I am going to deselect by clicking out here.
| | 04:10 | Now the only one that doesn't belong is
this one right here because if I look
| | 04:13 | to the left, there are no values; this is just a title.
| | 04:17 | So I am going to hit my Delete key on
the keyboard to remove that formula.
| | 04:21 | As I click on the other cells moving down this Cost column, I
want you to see up in the Formula Bar that although we started
| | 04:28 | up here with D13 times C13, the one below, if we
click on that is actually using B14 times C14.
| | 04:36 | It is smart enough to know that if I copy
that formula down a row to use the numbers
| | 04:41 | in that row, it is what we call Relative Addressing.
| | 04:45 | Keep that in mind for a future lesson when we will look at cell
references because on occasion, you may not want this to happen.
| | 04:53 | If I go down to this cell, down here in row 16 sure enough,
it is B16 times C16 and I am getting the right answers.
| | 05:01 | So let's go down now to our Subtotal, which is
actually going to add up all of these numbers.
| | 05:06 | Now, we could type in the Equal sign and type in or click on
the cell here B13, a Plus sign and type in a D14 if we wanted
| | 05:15 | to and D16 and so on or we can use a function.
| | 05:20 | The functions that are available to you are almost endless,
| | 05:23 | but one of the most common ones is the Sum
function which is just going to total up numbers.
| | 05:29 | You may have noticed when we have talked about
this earlier right here on the Standard toolbar;
| | 05:33 | we do have a button that provides some very quick functions.
| | 05:37 | If I click the drop-down, you can see Sum, Average, Count, Max
and Min and we can go to More Functions by clicking down here.
| | 05:45 | But at the top is Sum and it is the default.
| | 05:48 | So let's just click back down here, make sure that we are in cell
D21 and we will click right on the button, not the drop-down,
| | 05:55 | but right on the AutoSum button, let's see what happens.
| | 05:59 | Look at that, it is automatically
taking the numbers right up above.
| | 06:03 | But you can see it stops at this empty cell, it
does not know that there is more numbers above.
| | 06:08 | So sometimes it is one click and return and you have got
your answers, sometimes you need to expand this area.
| | 06:15 | So if I go over to the top-right corner, for example,
or the top-left corner and see my mouse pointer turn
| | 06:21 | into that double diagonal arrow, that means I means I can
change the actual range that is being used in the Sum.
| | 06:27 | So in this case from the top-left corner,
I am going to click and drag straight up,
| | 06:31 | so it includes the top two numbers and
I don't need this blank line down below.
| | 06:35 | So I am going to go to the bottom-right
corner when I see the double diagonal arrow,
| | 06:38 | I am just going to drag that up to
the very last entry which is 800.
| | 06:42 | Notice that the range is D13 to D19, the formula
is being written for me using this AutoSum feature.
| | 06:49 | Now, the range you can see the separator is a colon.
| | 06:53 | So in this case, it is from D13 to D19, from
here down to here that will be used in the Sum.
| | 06:59 | All I have to do is hit Return.
| | 07:01 | Now, you can type all of that in yourself if you wanted to if
you've been using other applications like Lotus 1-2-3 or Quattro
| | 07:08 | or even other versions of Excel that go way
back, where you are used to have to type
| | 07:13 | in these formulas, you can continue to do that.
| | 07:15 | But, definitely using some of this
automation will prevent errors.
| | 07:19 | So I am going to hit Return and there
is my answer, you can see 7,070.
| | 07:24 | Now, if I come over here and I change my quantity in the
hours for assessment back down to 3 and I hit Return,
| | 07:32 | not only there is a change in my cost,
but my total change is down here as well.
| | 07:36 | That is the beauty of Microsoft Excel formulas and functions.
| | 07:40 | Now, we need another calculation down
here which is going to take our tax.
| | 07:44 | Our tax is set here at 8%.
| | 07:47 | So it should be with an Equal sign this cell,
I click on it, D21 times this cell which is 8%.
| | 07:57 | When I hit Return, you can see the answer is 552.
| | 08:02 | In the Total section down below now,
I want to add these two numbers up.
| | 08:06 | So I should be able to click AutoSum and see the right
answer and it is just missing out on the one above.
| | 08:12 | So I need to click and drag it up to include both of
those cells when I hit Return, there is my grand total.
| | 08:19 | Of course, as soon as I change anything in here, maybe I bump
the price up of my Cables from $65 to $75 and hit Return,
| | 08:28 | it changes not only my Cost over here, but my Subtotal,
increases the Tax and my grand total, all from one little change.
| | 08:37 | So that is the beauty of some simple formulas and functions.
| | 08:41 | Like I said, as we move through the various lessons in this
title, we are going to dig a little bit deeper into some
| | 08:46 | of the power that you have in Microsoft Excel.
| | Collapse this transcript |
| Using the Formula Builder| 00:00 | In case you haven't heard this already, Microsoft Excel
is an extremely powerful Spreadsheet application, meaning,
| | 00:07 | there are a lot of formulas and built-in functions
that can help you perform very complex calculations.
| | 00:13 | We are scratching the surface in this Title with some of the
formulas and functions, and if you are brand new to Excel
| | 00:19 | and you don't even know how to enter a
formula, it can be very intimidating.
| | 00:23 | Well, there is a brand new feature here in version
2008 that can help you build formulas and learn all
| | 00:29 | of that formulas and functions along the way.
| | 00:31 | It's called the Formula Builder.
| | 00:33 | In this lesson we are going to use the Formula
Builder to create some formulas and functions,
| | 00:38 | and show you how you can learn all about
them as you use the Formula Builder.
| | 00:42 | We are going to use this Workbook that I
have opened already from the Lesson5 folder
| | 00:46 | of the exercise files, its called Expense_Report.
| | 00:49 | If you have got the exercise files and you
want to follow along, open this one up.
| | 00:53 | You can see it's almost complete, we have got a lot
of data in here, but nothing in our Total column.
| | 00:58 | So let's just pretend for a moment like we have
never even created a formula in Microsoft Excel.
| | 01:04 | This could be the case for you.
| | 01:05 | I am going to click in cell J11 here, so column J, row 11,
| | 01:10 | here is where my formula goes, and now
I don't have a clue what to do next.
| | 01:15 | This is where the Formula Builder comes in handy.
| | 01:17 | Now, you will notice that up above at the very top of
my screen, I do have the Formula Bar visible up here,
| | 01:23 | and that's because from the View Menu, I have selected it.
| | 01:26 | You want to make sure the Formula Bar is visible,
because you can access the Formula Builder
| | 01:30 | from here by clicking this button here.
| | 01:33 | That's one way.
| | 01:34 | Also, from the keyboard, you can hold down the Control
key and hit the Apostrophe to access the Formula Builder.
| | 01:39 | But all that's going to do is display the
Formula Builder over here in your Toolbox,
| | 01:44 | which is the equivalent of clicking this button, there
is the third button in, looks the same as what we see
| | 01:49 | on our Formula Bar to display our Formula Builder.
| | 01:53 | Now, up here across the top, it says Search for a function, and
as I hover over this field next to my Magnifying Glass here,
| | 02:01 | type a brief description of what you want to do and press Return.
| | 02:05 | We are going to see a list of formulas
and functions appear down here.
| | 02:08 | We can narrow down that list by whatever we
type up here and see descriptions down below.
| | 02:14 | Not only that, this is going to open up to allow us
to actually create the formula, build it on the spot.
| | 02:21 | So we know that we want to do something here in
this cell, which is to multiply a couple of numbers,
| | 02:26 | multiply the US Funds by the Exchange Rate to get the answer.
| | 02:30 | So up here I am going to click, where it says Search for
a Function, and I am going to start to type Multiply.
| | 02:36 | Now, I typed in the word Multiply, you can see the actual
list get narrowed down, and you can see up at the top here,
| | 02:43 | under Most Recently Used, I have got PRODUCT, I have got Sin.
| | 02:47 | As I scroll down, there is Arithmetic; Add, Subtract,
Multiply or Divide, yeah, that's what I want to do.
| | 02:52 | I have got some Engineering options,
IMPRODUCT, there is PMT under Financial,
| | 02:57 | which is going to calculate payments
based on interest rates and so on.
| | 03:01 | So we are going to get into some of these more advanced
functions later on, but you can see this list is much shorter
| | 03:06 | than it was a moment ago, before I typed in Multiply.
| | 03:09 | So I do want to Add, Subtract, Multiply
or Divide, in fact I want to Multiply.
| | 03:12 | So I am going to click on that one.
| | 03:14 | As soon as I do, down below, you can see under
Description; Adds, subtracts, multiplies, divides,
| | 03:19 | or performs other mathematical operations on one or more numbers.
| | 03:23 | This is exactly what I am looking for.
| | 03:25 | There is even some SYNTAX down below; number+number+, okay.
| | 03:30 | Down here it says To begin, double click a function in the list.
| | 03:34 | So I have clicked on Add, Subtract,
Multiply or Divide to see the description.
| | 03:38 | Now I am going to double click on it.
| | 03:40 | This opens up the bottom part, and down below you can see I
have got number1, number2, and then an operation in between.
| | 03:47 | Number1, I can actually click on right here in my sheet.
| | 03:51 | I am going to click on the US Funds right here, 495.
| | 03:54 | When I do that, I see that, that is H11,
that's the cell, and the amount is 495.
| | 04:00 | Now, what do I want to do?
| | 04:01 | I don't want to add, so I am going to click where
it says Add, and I am going to choose Multiply.
| | 04:07 | What do I want to Multiply?
| | 04:08 | Number2; I am going to click right in here for
number2, and I am going to select the cell.
| | 04:13 | Now, I could type this in if I wanted to, I11, but I can click
on it to, to have I11 entered for me, and there is the value.
| | 04:20 | So now all I have to do is hit Return to lock that in.
| | 04:24 | Hit the Return key on my keyboard, look
at that, it shows up with the answer.
| | 04:28 | Now, when I click on that cell, I can see the actual formula
up here as well as down here, and this is helping me learn
| | 04:35 | that when I start building my own formulas, I start with an
= sign, I can type in the actual cells, or click on them.
| | 04:42 | The Multiplication symbol is the *, so I am
learning all about this as I use my Formula Builder.
| | 04:48 | Now, the quickest way for us to copy
this formula down to the other cells,
| | 04:53 | as you may already know if you have been
following along is to go to the bottom right corner
| | 04:56 | of this cell, and we see our hand turn into the + sign.
| | 05:00 | We can click and drag down, and automatically Excel
knows that its going to copy the formula down a row
| | 05:05 | to use the numbers in that row to arrive at the answer.
| | 05:09 | So when I let go, you can see I have got
all of my answers down here, looks perfect.
| | 05:13 | The only thing missing is my Total.
| | 05:16 | So I am going to click down here for Total.
| | 05:18 | Now, in this case, I want a Sum, I
want a Sum of all of these numbers.
| | 05:23 | So I am going to use my Formula Builder once again.
| | 05:25 | I am going to come over here and take out Multiply, I am
going to just click in their once, type right over it SUM.
| | 05:32 | When I do that, you can see SUM shows up here,
SUBTOTAL, SUMIF, I haven't learned about these yet,
| | 05:38 | but I can click on them to get some
descriptive information down below.
| | 05:42 | I am on exactly what I am looking for, SUM, that's it.
| | 05:45 | So I am going to double click on SUM, opens up this area
down below, but look what happened, Excel was so smart,
| | 05:51 | that SUM formula is going to be going down at the
bottom here and automatically recognize some numbers
| | 05:56 | above in the rows just above where the formula is going.
| | 06:00 | So it's saying, maybe you should use all of these numbers.
| | 06:02 | Notice it has also encapsulated the empty cells.
| | 06:06 | So in case I start adding more entries
here, they will get included.
| | 06:09 | All I have to do is hit Return, how easy is that.
| | 06:12 | There is my answer down at the bottom.
| | 06:14 | When I click on that cell, I could see the actual formula
that was written, and in the future if I wanted to,
| | 06:20 | I could take that out myself; =SUM,
and in brackets there is the range.
| | 06:25 | When I am done with the Formula Builder, I can
just switch to my Formatting palette perhaps,
| | 06:30 | or even close up the entire Toolbox by closing it up here.
| | 06:33 | But the Formula Builder is definitely something
that can help you learn right from scratch,
| | 06:38 | and of course there are so many powerful
features and functions built into Excel,
| | 06:42 | it's a great way to find out about those as well.
| | Collapse this transcript |
| Understanding cell references| 00:00 |
Once you begin working extensively with formulas and
functions in your Microsoft Excel workbook specifically
| | 00:06 |
when you are copying those formulas and functions, it's
extremely important to understand the difference between relative
| | 00:13 |
and absolute addresses and that's what we are going to discuss
in this lesson and we are going to do it with this workbook here
| | 00:20 |
that I have already opened up from the Lesson 5
folder of the exercise files called Expense_Report2.
| | 00:25 |
So if you got the exercise files and you
want to follow along, open this one up.
| | 00:29 |
It's an expense report that looks a lot like the expense
report from the previous lesson but it is slightly different.
| | 00:35 |
You'll notice that we don't have a column with
the Exchange Rate repeated throughout the cells;
| | 00:39 |
we have just got one cell up here displaying our Exchange Rate.
| | 00:43 |
We are going to want to take the US funds and multiply
it by that exchange rate to get the Canadian equivalent.
| | 00:50 |
So right here in cell I11 is where we are going to do this.
| | 00:54 |
Now if you have been following along in previous lessons, I had
mentioned relative addressing and absolute addressing and we know
| | 01:01 |
that when we copy formulas that Excel is smart
enough to know that it should be using the cells
| | 01:06 |
that are relative to the formula where we are copying it to.
| | 01:10 |
But sometimes we don't want that to happen like in this case.
| | 01:13 |
For example, if I was to create a formula in here that takes the
US funds here in cell H11 and multiplies it by the amount in D6
| | 01:22 |
and copy that formula down to the next row, row 12, we do
want it to use the value in H12 but we don't want it to move
| | 01:30 |
down a cell here and use the value that doesn't even exist in D7.
| | 01:34 |
We want to lock in on this cell and make it absolute.
| | 01:38 |
So that's what we are going to do right now.
| | 01:40 |
So here right in cell I11, we know we
start a formula by hitting the Equal sign.
| | 01:45 |
Now we are going to click on the value that we want to start
with which is this one right here in H11, click on that.
| | 01:51 |
I want to multiply it that's the Asterisks, by
what, by this exchange rate right here in D6.
| | 01:57 |
So I'll click on that.
| | 01:58 |
It turns green, I hit Return and
it's locked in, I've got my answer.
| | 02:03 |
Now we know what's going to happen if
we just go to the bottom-right corner
| | 02:06 |
and click and drag this down to copy the formula.
| | 02:09 |
So automatically we are going to take the
value in the next cell which is in H12
| | 02:12 |
and let's go and try and multiply it by an empty cell.
| | 02:15 |
So let's see what that looks like.
| | 02:16 |
Go to the bottom-right corner, click and drag all the way
down to the last number which is in row 19 and release.
| | 02:24 |
Look at that I am getting zeros and errors in here.
| | 02:27 |
If I click on cell I12, look at the formula up
here in the formula bar sure enough H12 times D7,
| | 02:34 |
which means the next row down should be H13 times D8, sure
enough and there is nothing in D8, it's a skinny little cell.
| | 02:42 |
This one here though, if I go down to the next
row, in row 14, you can see it's trying to take H14
| | 02:48 |
and multiply it by the contents of D9 which is text.
| | 02:51 |
It's not even a numeric value and that's why I am seeing
this value error, notice of the caution sign over here.
| | 02:58 |
As I hover over it, it says a value used in the
formula is of the wrong data type, no kidding.
| | 03:03 |
Now I can click this drop-down to look at ways
to handle this error, I could get some help.
| | 03:08 |
I could trace the error and it's going to
find the problem and try and fix it for me.
| | 03:13 |
I can ignore that error, I could edit it up top in
the formula bar, we are going to do that in a moment
| | 03:18 |
as well as some other error checking options.
| | 03:21 |
You might like this one here which is Trace the Error.
| | 03:23 |
When I click on that you can see what happens,
it's trying to multiply a cell that has text in it
| | 03:29 |
with this particular number and that's why we get this mistake.
| | 03:34 |
If I click the drop-down, I can go to other option
like Ignore the Error so I am going to ignore it
| | 03:39 |
and this information will stay there
as long as I am on that cell.
| | 03:43 |
So what I am going to do now is actually take
out all of these values, so I am going to click
| | 03:48 |
and drag from I12 all the way down to I19 and hit my Delete key.
| | 03:53 |
I know they are all wrong and I am going to go back to I11.
| | 03:57 |
So this particular formula is correct.
| | 03:59 |
I look up at my formula bar, it's H11 times D6 but if
only you could just freeze in on D6 when I copy it down.
| | 04:07 |
Well I can if I click anywhere in the D6 up here in the
formula bar, it doesn't matter if it's between the D and the 6,
| | 04:14 |
after the 6 or before the D. And now I want
to make this what we call an absolute address.
| | 04:20 |
I do that by typing in Dollar signs or I
can use a keyboard shortcut to do it for me.
| | 04:26 |
Hold down your Command key, hit the letter T at the same time
and you will see Dollar signs appear in front of the D and the 6.
| | 04:34 |
What that mean is the column D is frozen now and row 6 is frozen.
| | 04:40 |
In another words, as I copy this formula
down, it's always going to use D6.
| | 04:44 |
If you hold down the Command key and hit T again, you can
see now there is just a Dollar sign in front of the 6.
| | 04:51 |
On occasion, you might want to walk
in on a row but move across columns.
| | 04:57 |
So here we just made the actual row
absolute and the column is still relative.
| | 05:02 |
Hold down Command, hit T again and we get the reverse.
| | 05:05 |
Here we're locked in on the column, column D but
we would be allowed to move down through the rows.
| | 05:10 |
You don't really want that either, hold down Command
and hit T again and we lose all the Dollar signs;
| | 05:15 |
we are back to relative cell addressing,
we know that doesn't work.
| | 05:19 |
So once again I am going to hold down Command, hit
T to loop back around to fold absolute addressing.
| | 05:25 |
I am locked in on column D row 6 that's the cell I want to use.
| | 05:29 |
So I hit Return, I get the same answer but now when I
go back to I11, go to the bottom-right corner and click
| | 05:36 |
and drag to copy this formula down to the other cells,
look what happens when I let go, I get the right answers.
| | 05:44 |
So now if I was to go down to cell
I12 here and look at the formula bar,
| | 05:49 |
sure enough it is using H12 but it's multiplying it by D6.
| | 05:54 |
Same thing in row 13, H13 times D6 and all the way down,
it's locked in on that one cell continuing my exchange rate.
| | 06:07 |
So that's how absolute cell addressing works.
| | 06:11 |
If you ever need to lock in on a specific cell or a
column or a row, you now know that Command+T allows you
| | 06:17 |
to select the type of absolute addressing you want to use.
| | 06:22 |
This will come in very handy when you are working with formulas
and functions specifically copying them to other locations
| | 06:29 |
in your sheet in your Microsoft Excel workbook.
| | 06:31 |
| | 06:32 |
| | Collapse this transcript |
| Using common functions| 00:00 | Well you have heard me say already that Microsoft
Excel is an extremely powerful spreadsheet application
| | 00:06 | and that's because of all of the functionality built into it.
| | 00:09 | In this lesson, we are going to take a look at some
of the functions you have at your disposal here
| | 00:14 | as you create your workbook in Microsoft Excel 2008.
| | 00:17 | Of course, there is a couple of difference
ways for us to create our functions as well.
| | 00:21 | So we'll take a look at a couple of different options.
| | 00:24 | I have already opened up a file from the Lesson
5 folder of the exercise files called Functions1.
| | 00:29 | So if you want to follow along and you have got
the exercise files, you can open this one up.
| | 00:34 | If not, you can just create an empty workbook with
a blank sheet here and just fill in some numbers.
| | 00:39 | We are going to experiment with some more commonly use functions
as well as one that's very useful but not quite as common.
| | 00:46 | So you can see I have got two areas here in my sheet; one
for working with the Functions so Sum, Average Minimum,
| | 00:52 | Maximum and Count and then down here, I have got a little
area for a Loan Calculator We are going to start up here
| | 00:58 | and you can see where I have got Items and Totals showing up,
we are going to use these numbers to calculate sums, averages,
| | 01:05 | the minimum, maximum value as well as a count.
| | 01:08 | So I am going to start right here in the
Sum and we have done this one before.
| | 01:12 | Now if I go to my AutoSum button and I just click on
the AutoSum button, you can see what it's trying to do.
| | 01:17 | It's going to try and trying total up all of the number that it
finds to the left; there are none above or below or to the right
| | 01:24 | so it looks to the left and this is not the range that we want.
| | 01:27 | But we know that we can go to a corner such as
this bottom-right corner of the selected range
| | 01:32 | when we see the double diagonal arrow, we
can click and drag to change that range
| | 01:37 | and once we have got the proper range selected,
we hit Return and we have got our answer.
| | 01:42 | So that's it, very easy to create a sum.
| | 01:45 | Same thing for an average.
| | 01:47 | Now the AutoSum button is, by default, going to use the Sum
function but there is a drop-down so we can click on that.
| | 01:54 | Notice that we have got Average, we
have got Count Numbers, we have got Max
| | 01:57 | and Min in here as well and Average is the one that we want.
| | 02:01 | It's automatically going to try and use the number just
to the left but again, we can change this range, can't we?
| | 02:07 | We can pick it up and drag the range you can see when I have
the hand showing up, I can click and drag to move it over here
| | 02:13 | to my Totals and now I go to the bottom-right corner
and just drag it down to select the right range.
| | 02:19 | Now I could be typing all of this in as well, =AVERAGE, in round
brackets, B3:B10 is the range and hit Return to get my answer.
| | 02:28 | So the average value of all of these items
over here under Functions is 6,352.63.
| | 02:35 | Now remember functions are just shortcuts
for formulas that you could create yourself.
| | 02:40 | If I wanted to here in the Average cell, I could say add this
cell plus this cell plus this one plus this one, add them all up
| | 02:48 | and then divide by the number of items that I have here
which happens to be 8 and that would give me the average
| | 02:54 | but functions are just nice little
shortcuts that do all of that for you.
| | 02:58 | Now to calculate or find the minimum value in a list of numbers,
we'll use that Minimum option we saw from the drop-down.
| | 03:06 | Of course, we can also use our Formula Builder
that we talked about in a previous lesson up here.
| | 03:11 | Going over to our Formula Builder and in here where it says,
search to find a function, we could start typing in minimum.
| | 03:18 | You can see that MIN is a recently used one but it
also appears under Database, there's a sample of it.
| | 03:25 | Under Statistical, we see MIN and we know when we
click on these items, we can get a description;
| | 03:30 | returns the smallest number in a set of values.
| | 03:32 | So that's perfect that's exactly what we want.
| | 03:34 | I can double click this to start creating it.
| | 03:37 | Again it's going to try and select a range but I can
choose the first number by clicking on it over here.
| | 03:43 | You can see that's the range that's currently
selected but I actually want to click
| | 03:48 | and drag from that corner all the way down, hit
Return and look at that smallest value is 2.
| | 03:54 | If I look at these numbers sure enough,
the Fee, which is $2 thus show up.
| | 03:58 | How about the Max?
| | 03:59 | Same thing, over here I could type in maximum but I know I
can go to my drop-down right here on the Standard toolbar,
| | 04:05 | Max is an option with the Formula Builder open though.
| | 04:09 | Notice that I can go in here and select number
one which is this first one here, Cookware.
| | 04:14 | Click and drag like I have been doing to
highlight the entire range and when I hit Return,
| | 04:19 | there is my Maximum value which happens to be the Mortgage.
| | 04:22 | Now Count is a little different.
| | 04:24 | Count is not actually going to do anything
with the numbers except count the cells
| | 04:28 | that have a number in them which is very handy sometimes.
| | 04:31 | If you have a number of entries and you want to
know how many entries you have, you can get a count.
| | 04:36 | So over here in this cell, which is
H3, we want to create that Count.
| | 04:41 | We can go to the drop-down or we can go to our Formula
Builder, you can see Count Numbers is what shows up here.
| | 04:47 | When I select that one, I need to select the range now,
I am going to click over here next to Cookware and click
| | 04:53 | and drag down to highlight all those numbers
and when I hit Return, the number is 8.
| | 04:59 | So I have got eight items listed there with actual values in them
and those eight value are being used to calculate Sum, Average,
| | 05:08 | find the Minimum and find the Maximum values in that range.
| | 05:11 | Now onto something a little more complex
and that's our Loan Calculator down below.
| | 05:16 | With the Loan Calculator, we are going to use a function that
needs some information ahead of time like the amount of the loan,
| | 05:22 | the term, number of months we want to pay, the interest rate.
| | 05:26 | There maybe some other information necessary here as well
but the actual formula or function is going to go down below
| | 05:33 | in this cell right here next to Monthly Payment.
| | 05:35 | So you can click on B20 if you are following along.
| | 05:39 | Let's go to our Formula Builder.
| | 05:40 | We'll click up here where it says Minimum
in that highlights, we will type over that.
| | 05:43 | Let's type payment and you can see what happens, I
have got PMT showing up here that's recently used one.
| | 05:49 | As I go through the Financial options, you can see there is a
number of different kinds of payment options and there is PMT;
| | 05:56 | calculates the payments for a loan based on constant
payments and constant interest rates that doesn't change.
| | 06:03 | PPMT, I wonder what that is; returns the payment
on the principal for a given investment based
| | 06:09 | on periodic constant payments and at constant interest rate.
| | 06:13 | You can see down below the syntax for
this includes all of these options.
| | 06:17 | Now I say options because you may
not need every single one of these.
| | 06:21 | So I am going go back up to PMT and double click on
it and you can see it starts my functions down here;
| | 06:26 | my PMT function is in the round brackets here are
the things that I may or may not wish to include.
| | 06:33 | The rate is where my cursor is flashing.
| | 06:35 | Well the rate is going to be whatever
we pop in here for our interest rate.
| | 06:39 | So I am going to click on that cell.
| | 06:40 | Now down below, we have got nper and you can see it's a number,
it's can be a number of payments so when I click down here,
| | 06:48 | the number of payments as described up here the
total number of payments for the loan is going
| | 06:53 | to be my term so I am going to click on that cell.
| | 06:56 | I wonder what pv is.
| | 06:58 | Well, when I click on it I see under
description, the present value.
| | 07:01 | The amount of the loan basically and
that's going to be whatever in this cell.
| | 07:05 | Now it looks like I have got a couple of leftovers down
here; fv, if I click in that cell, fv is the future value
| | 07:12 | or the cash balance that you want to
attain after the last payment is made.
| | 07:16 | Now if we leave it blank, it's automatically zero.
| | 07:19 | So we don't have to type anything in here or select the cell.
| | 07:21 | If we want to payoff the loan in its
entirety, it would be a zero value
| | 07:26 | and that's the default if we leave it blank so we will do that.
| | 07:29 | Type, down below, is where we get the
opportunity here to type in 1 or 0.
| | 07:34 | Are we are going to make payments at the
beginning of the month or at the end of the month?
| | 07:38 | Well if we type in 1, the payment will be at the beginning.
| | 07:43 | If we type in 0 or leave it blank, the default is going to be
a payment at the end of the month and that will have a varying
| | 07:49 | on the actual payment because interest
is accumulated during that month.
| | 07:53 | So I am going to try it with 1, which means my payment is
going to be at the beginning of the period and we will see
| | 08:01 | with that ends up being when I hit Return of course, I have
got nothing in here because I don't have values up here.
| | 08:06 | So let's start typing in our loan amount now.
| | 08:09 | Let's say we were going to buy a car
and we needed $23,000, type in 23,000.
| | 08:16 | The term let's say we wanted to get a four-year
loan that would be 48 months and I hit Return.
| | 08:23 | Already you can see a payment has being
calculated here that's with no interest rate.
| | 08:27 | What happens when we type in an interest rate of let's say 2.9%?
| | 08:32 | So we put in the percent sign that way
Excel knows, it should be percentage.
| | 08:36 | Look at that how far our payments jump out.
| | 08:39 | So 868.38, it's in red in brackets indicating
a negative value that's the amount owing.
| | 08:45 | Now that's with our actual payments being made at the
beginning of the month remember when we click on this formula
| | 08:51 | and go over to our Formula Builder, we can edit this.
| | 08:54 | So here for the type, we've had a 1 in there.
| | 08:56 | I cam going to come back in here,
highlight the 1 or type a 0 and hit Return.
| | 09:01 | You can see my payment actually goes up a little bit
when I start paying it off at the end of the month.
| | 09:07 | So I like that type, I am going to change
it back to 1, it saves me a few bucks.
| | 09:11 | Hit Return and then let's see if we can get
a lower interest rate, what would happen.
| | 09:15 | Let's type in 1.9, the percent is
already here, I just hit Return.
| | 09:19 | You can see how that effects my monthly payment.
| | 09:22 | So this is something that a lot of people could use
and it's built right into Excel, it's the PMT function.
| | 09:28 | Of course, there are different versions of the payment function
as well under the Financial section here in our Formula Builder;
| | 09:35 | you can see CUMIPMT that's cumulative interest
paid between two periods so we can calculate that.
| | 09:42 | We can calculate the principal as well.
| | 09:45 | FV again, the future value of an investment which is great if
we got an interest rate and we want to know how much it's going
| | 09:50 | to be worth if we maintain that interest rate.
| | 09:54 | IPMT returns the interest payment for a given different period.
| | 09:57 | So if you just want to calculate
the interest, you can do that too.
| | 10:00 | So lots of options here under the Financial
section or category of our Formula Builder.
| | 10:06 | I am going to go back to my Formatting Pallet here,
| | 10:08 | I am just going to click anywhere outside
these areas on my sheet to see the end result.
| | 10:15 | So some very common functions that you will
use on a regular basis covered up here.
| | 10:19 | You can access them from the Standard
Toolbar or use the Formula Builder.
| | 10:23 | You can even when you get good at this, start
| | 10:25 | to enter the formulas yourself using the formula
bar or enter them right in the cells themselves.
| | 10:30 | Down below we have got our Loan Calculator, a little bit
more complex Formula Builder definitely comes in handy there
| | 10:37 | but if I click on cell B20, you can see the actual
formula that's written =PMT in round brackets,
| | 10:44 | I have got the different cells that
are being used in the right order.
| | 10:47 | So once you get familiar with this formula, you could actually
go up here and type in yourself if you want it too as well.
| | 10:54 | So that covers some of the more commonly used
functions and formulas here in Microsoft Excel.
| | Collapse this transcript |
| Joining text in cells with concatenation| 00:00 | Well, if you were following along in the previous
lesson, we explored some of the commonly used functions
| | 00:04 | in your Microsoft Excel Workbook, when working with numbers.
| | 00:08 | In this lesson we are going to chink it up a little bit, we
are going to explore a function that you can use with text.
| | 00:14 | That's right, just as we use functions and the
Formula Builder to work with numbers in a sheet
| | 00:19 | in our Workbook, we can do the same with text.
| | 00:21 | A very common scenario is taking text that exists
in multiple cells and joining it together in one,
| | 00:28 | we call it Concatenation, and that's
what this lesson is all about.
| | 00:31 | So you can see I have already opened up a file
from the Lesson5 folder, its called Contacts1.
| | 00:36 | If you have got the exercise files,
open this one up to follow along.
| | 00:39 | Looks familiar, it's our phone list from a lesson gone by.
| | 00:43 | But this particular Workbook has an
extra sheet, our Phone List over here.
| | 00:48 | In this case we have got two columns; Name and Phone Number.
| | 00:51 | Now, wouldn't it be nice if we could take the names from
the other sheet called Contacts, and join the last name
| | 00:58 | and the first name together to create one name,
and then bring the phone numbers over as well.
| | 01:02 | So this would be a nice, neat directory that we could
print out or hand out to maybe employees in our company.
| | 01:08 | So all we do is, is we click in the cell
where we want to start this operation.
| | 01:12 | I am going to click in cell A5, and I am going to
start my operation by using the Formula Builder.
| | 01:18 | I am going to just play dumb here like I have no idea what
the name of the formula or the functions is going to be
| | 01:24 | that I am going to use to join a couples of cells together.
| | 01:27 | So I can access my Formula Builder by coming
up here to the Formula Bar and clicking on it.
| | 01:32 | I could also use the keyboard shortcut, Ctrl and the ',
| | 01:36 | or I can come over to my Toolbox and
click on the Formula Builder right here.
| | 01:41 | Where it says Search for a function, I am going to
click, and what I just said is, I want to join cells.
| | 01:46 | So I am going to type in join, and when
I do, you can see the word that shows
| | 01:49 | up here is CONCATENATE, its under the Text Formulas or Functions.
| | 01:54 | It also appears here for Most Recently Used
because I have used this one quite recently.
| | 01:59 | Now, to start out this formula, just like when
working with numbers, we double click on it.
| | 02:03 | Double clicking opens up this bottom area here for CONCATENATE,
| | 02:07 | and you can see it actually types in the
beginning of the formula or function.
| | 02:11 | I have got my round brackets now, all I have to
do is choose the text that needs to be joint.
| | 02:16 | My cursor is flashing over here in text1,
so I am going to go back to my Contacts,
| | 02:21 | and I want it to be a Last Name comma,
a space, and then the First Name.
| | 02:25 | So I am going to choose Smith as the first piece of text.
| | 02:29 | Now I need an additional piece, so I am going to
click the + sign over here to get that text2 back.
| | 02:34 | The second piece will be the First Name.
| | 02:36 | When I click on that, it's entered in here, you can
see the cells, and it even shows me what's going
| | 02:41 | to be selected from those cells; Smith and Jill.
| | 02:44 | Down below, look at the result, a little preview of
what it's going to look like, SmithJill, all one word.
| | 02:49 | Not quite right.
| | 02:51 | What I really want is to add an extra
text field here after the last name.
| | 02:56 | So I am going to click the + sign next to Smith here.
| | 02:58 | It gives me an extra text field.
| | 03:01 | In this case, I don't want the contents of
an actual cell, I want to put in my own text.
| | 03:06 | So that means creating double quotes.
| | 03:09 | I am going to hold down Shift and hit the
apostrophe to get the first double quote.
| | 03:13 | I am going to put it in a comma and a space because that's
what I want in between the Last Name and the First Name,
| | 03:18 | and then close that up with another double quote.
| | 03:21 | So that tells Excel, this is text, it's not an
extra operator or a function that I am using.
| | 03:26 | The result down below shows Smith comma space Jill.
| | 03:29 | All I have to do now is hit Return.
| | 03:31 | It takes me back to my Phone List tab, so I am
looking at the right sheet, and there is the answer.
| | 03:37 | Now, when we were copying formulas in an earlier lesson, we
learned about Relative and Absolute Addresses, and by default,
| | 03:44 | when we copy formulas, so if I was to copy this one down,
it will automatically take the actual contents of the cells
| | 03:51 | down below and should copy the formula accurately.
| | 03:55 | Notice that we have got 25 entries here.
| | 03:57 | First row is just actual labels, so we have got 25 entries.
| | 04:01 | If I come back here, that means I need to go down to 29.
| | 04:05 | So I will click and drag all the way down
to row 29 and release, and sure enough,
| | 04:10 | it's using those names from those
other cells down below, Jill Smith.
| | 04:15 | Now, here is another neat little trick, if for the Phone Number,
I want to display the Phone Number for each of these people,
| | 04:21 | all I have to do is start a formula that says,
show me the results or the contents of those cells.
| | 04:25 | So I hit equals, click on my Contacts sheet down
here, and click in the Phone Field for Jill Smith.
| | 04:32 | Hit Return, and sure enough, there is her Phone Number.
| | 04:36 | If I click on that cell you can see it just equals the
contents of Contacts D2, so cell D2 on my Contacts sheet.
| | 04:45 | Again, I can copy this one by going to the bottom right corner
of the cell, when I see the + sign, click and drag all the way
| | 04:51 | down to Claire Younge, and when I
release, there's all the phone numbers.
| | 04:55 | Deselect to see the end result, and
I have got my phone directory.
| | 04:59 | So I am ready to print this out or pass it along to the employees
in my company, and they will have the latest phone directory.
| | 05:05 | So this information came from another sheet in this Workbook.
| | 05:09 | Now, keep in mind that although we just joined the contents
of two cells, we could join the contents of three if we wanted
| | 05:15 | to create one big column that included the
Last Name, the First Name and the Phone Number,
| | 05:20 | we could have concatenated all three just by adding
arguments or text fields that we could select from.
| | 05:27 | So you are not limited to just joining or concatenating two
cells, you can keep going with three, four, or five and so on,
| | 05:34 | until you have got exactly what you need in
the cell where you are creating that formula.
| | 05:39 | Of course, going back to any of these cells shows us our
formula over here, and there is the + sign if we wanted
| | 05:45 | to add additional arguments or cells
to be included in our concatenation.
| | 05:51 | It's great that you can also click on these cells
to come back if you needed to make any adjustments,
| | 05:55 | maybe you wanted to change the separator to
a dash, you can come in here and do that,
| | 05:59 | and then of course copy those results all the way down.
| | 06:03 | So Concatenation is kind of a cool
feature, it is a formula or a function,
| | 06:08 | but it applies to text when working
with your Microsoft Excel Workbooks.
| | 06:12 | So experiment with joining the contents of cells in your
worksheets, and using the Concatenation feature to save you a lot
| | 06:20 | of time and a lot of effort from doing
that manually, using copy and paste.
| | Collapse this transcript |
| Using the SUMIF function| 00:00 | In this lesson, we're going to explore yet another function
that can save you a load of time and a load of effort especially
| | 00:06 | when you're working with long lists of information and you need
to locate specific information to be used in a calculation.
| | 00:13 | So in previous lessons, we've seen the SUM function, which
will total up numbers, but what if you wanted to total
| | 00:19 | up numbers according to a certain condition or criteria?
| | 00:23 | Well in that case, you would use a
version of the SUM function called SUMIF
| | 00:26 | and that's what we're going to look at in this lesson.
| | 00:29 | We're going to do it with this workbook here called Inventory1.
| | 00:32 | You can go get that from the Lesson 5 Folder
of the exercise files if you've got them.
| | 00:37 | And you can see over here, I've got a number
of items in categories with types, costs,
| | 00:42 | the quantity in the Inventory and then a Final Cost over here.
| | 00:47 | Now, I've started something on the right-hand side where
I've got Item Types and then the Quantity in Inventory.
| | 00:54 | So for example, I've got 21 Royal types
in Inventory and if I look over here
| | 00:59 | and find the word Royal, there it is right there and there's 21.
| | 01:04 | If I go through the rest of this list, I don't see any Royals.
| | 01:07 | Now imagine that this list goes on and on for pages
and how long it would take for you to find those items
| | 01:12 | and then use those inventory numbers in a calculation.
| | 01:15 | With SUMIF, we can let the actual
function do all the work for us.
| | 01:20 | So I'm going to click on the 21 right here.
| | 01:22 | You can do the same if you've got it open.
| | 01:24 | You'll see up here in the formula bar that the SUMIF function
has three parts to it; a range, which happens to be B2 to B28
| | 01:31 | where we're going to find the criteria or the condition.
| | 01:35 | So in this range, we're looking for the word Royal and now we're
going to use this range; D2 to D28, the Inventory numbers to add
| | 01:44 | up a total for us, which in this case happens to be 21.
| | 01:47 | So let's try one of these on our own now.
| | 01:49 | We'll click in cell H4 for Marble
and let's say we didn't even know
| | 01:54 | that there was a SUMIF function,
we just knew what we wanted to do.
| | 01:57 | Again, we can use the Formula Builder by clicking on the
button here to open it up in our toolbox or click on it here,
| | 02:05 | same thing is going to happen; you
can see we've got it opened up here.
| | 02:09 | Now, we know we want to get a Sum so we can
type in sum but we're not sure what comes next.
| | 02:14 | Well under Most Recently Used, I have used the SUMIF function
so it shows up there, but if you haven't used it before,
| | 02:19 | it wouldn't be there, you will have to scroll through,
and then all of a sudden under Math and Trigonometry,
| | 02:23 | you see SUM, adds all the numbers in a range.
| | 02:27 | SUMIF, if we click on that one, we get a description;
Adds the cells specified by a given condition or criteria.
| | 02:35 | That's important because right below that is
SUMIFS with an S on the end and this is going
| | 02:40 | to add the cell specified by given
sets of conditions or criteria.
| | 02:45 | So if I wanted more than one condition or criteria, I can
use SUMIFS but I only need to set up one which is Marble
| | 02:52 | in this case, so I'm going to click
on SUMIF to see that description.
| | 02:55 | Double click it if I want some help building the formula.
| | 02:59 | And all I have to do is fill in the blanks down below.
| | 03:01 | So the first range, as I mentioned, is the range that's
going to be used to find that condition or criteria.
| | 03:07 | I can come right over here, click and drag all the
way down from B2 to B28 and it's inserted here for me.
| | 03:15 | Next, I'll click in the criteria section.
| | 03:17 | Now I could type in the word Marble here or if
I want to make sure, I get the spelling right,
| | 03:22 | I can just come over to my actual sheet
and click on any cell with Marble in it.
| | 03:27 | In this case, B4 is entered for me but you can
see it's the word Marble in quotation marks.
| | 03:33 | That's what I could have typed in here if I wanted to.
| | 03:36 | Now the sum_range, where am I going to get the numbers from?
| | 03:39 | I'll click in that actual field and select
this range which is the Inventory column.
| | 03:44 | So in this case from D2 down to D28, to select that range,
| | 03:49 | use those numbers in the calculation wherever
the actual row contains the word Marble.
| | 03:55 | So when I hit Return, let's see what we get.
| | 03:56 | In this case, we get the number 29.
| | 04:00 | So if I look at Marble here, yeah that's 15.
| | 04:03 | Any other Marbles?
| | 04:04 | As I scroll through, there's one down here.
| | 04:07 | It's got 14 in that.
| | 04:08 | 14 plus 15 is indeed 29.
| | 04:11 | Now we can see our entire list, but imagine that this list
goes on for pages and pages and how difficult it would be
| | 04:17 | to find what you're looking for and then
grab those numbers for a calculation.
| | 04:21 | SUMIF saves you a lot of time.
| | 04:23 | Now if I click in the Marble cell right here where I've got 29 in
my formulas using marble as the criteria and I try to copy this
| | 04:31 | down to the next cell, what do you think is going to happen?
| | 04:34 | Well when we copy formulas, we know about relative
addressing and it can save us a lot of time.
| | 04:39 | But when we're using SUMIF that has a criteria,
there might be a little more work involved.
| | 04:44 | So we'll try, we'll go to the bottom-right corner
when our mouse pointer turns into the plus sign,
| | 04:48 | we'll click and drag down that copies the formula down and
you can see for some reason, I'm getting the answer 30.
| | 04:55 | So I'm going to click on that cell and if I look up at my
SUMIF, it's B3 to B29, that's that relative addressing,
| | 05:03 | I copy my formula down a cell, so my ranges have changed.
| | 05:07 | Now it's going from B3 down to B29, which is an empty cell.
| | 05:12 | The criteria or condition is now B5 instead
of B4 which is Pastry and so the answer coming
| | 05:19 | from this range here starting at D3 is actually 30.
| | 05:22 | But that's not Whole Wheat at all.
| | 05:24 | So I need to come back up here and I could just start this whole
formula over, or I could come up here where it says B3 to B29
| | 05:32 | and start doing some editing up here in my formula bar.
| | 05:35 | So I'm going to take out the B3 just the 3 and put in a 2.
| | 05:40 | Doesn't need to go to 29, so I'm
going to take out the 9 and put in 8.
| | 05:44 | Now B5 here, I'm going to actually select it and with
that highlighted, I'm going to click on Whole Wheat.
| | 05:50 | Notice that B6 is entered for me and the range that I want to get
the numbers from is actually D2 to D28 and I'm just typing these
| | 05:59 | in but I could actually be moving this range around.
| | 06:02 | I don't have to type anything if I don't want to.
| | 06:05 | Once I've got it correct and I hit Return,
let's see what the answer is this time.
| | 06:08 | 28. So if I look for Whole Wheat; look at that I've got
13 there and the other Whole Wheat is sure enough 15.
| | 06:18 | 13 and 15 is 28.
| | 06:21 | So the SUMIF function can be very handy especially with
long, long list that go over pages and pages of data.
| | 06:28 | If you need Excel to do the work for you, use
the SUMIF function to find actual conditions
| | 06:33 | or criteria before the numbers are totaled up for you.
| | Collapse this transcript |
| Using the Lookup function| 00:00 | Here is another cool function that's going to save
you a lot of time and a lot of effort down the road,
| | 00:04 | especially if you have got long lists of information, and
you need to find specific information in that lengthy list.
| | 00:10 | I have opened up a file here called Inventory2, and you can find
| | 00:15 | that in the Lesson5 folder of the
exercise files, if you have got them.
| | 00:19 | Very similar to what we used in the previous lesson, but
we have got an extra column over here with Item Numbers.
| | 00:25 | You can see down here I have got my Categories and Types.
| | 00:28 | Now, just imagine that this list goes on for pages and pages.
| | 00:31 | Over here on the right, I have got this Price
Look Up area, where I can enter an Item Number,
| | 00:36 | and see the Price of that Item Number here,
without having to search for it through this list.
| | 00:41 | So to do that, we need to grab a function that's going to do the
looking up for us, and then insert the answer for us as well.
| | 00:50 | The keyword there is Look Up.
| | 00:53 | There are a number of Look Up functions that will
search through your data horizontally or vertically,
| | 00:58 | or allow you to enter a specific range to look up.
| | 01:02 | So we are going to look at one of them
right now, which is the Vertical Look Up.
| | 01:05 | So we are going to click in the cell where we want the answer to
go, which in this case, in this particular sheet, is cell I13.
| | 01:12 | So go ahead and click there.
| | 01:14 | We are going to use our Formula Builder, and just pretend
that we have no clue about any of these Look Up functions.
| | 01:20 | We will go to our Formula Builder right here, and in
the Search for a Function we will just say, Look Up.
| | 01:27 | Now, look what happens, we get HLOOKUP, MATCH and VLOOKUP.
| | 01:33 | If I click on HLOOKUP, I will see a description, looks
for a value in the top row of a table or array of values.
| | 01:40 | So this array of values that we see here would be our table.
| | 01:45 | If we go to MATCH, you can see, Returns the relative position
of an item in an array that matches a specified value.
| | 01:52 | Then this one here, VLOOKUP, searches for a value in
the left most column of a table, or in our case an array
| | 02:00 | or range of cells that we are about to select.
| | 02:02 | So this is the one we want, VLOOKUP, it's a Vertical
Look Up, its going to look through this first column,
| | 02:07 | and that's why the first column here is our Item Number, and all
we have to do is double click on VLOOKUP to get this rolling.
| | 02:14 | So first we have got the lookup_value, and that's the
value to be found in the first column of the table.
| | 02:20 | So in this case it's going to be any old number.
| | 02:23 | We can type in any number, it doesn't
have to be a specific number.
| | 02:26 | But the number that we are going to enter
is actually located in this cell H13.
| | 02:30 | Now, there is nothing there yet, but that's
where we are going to go to enter the number.
| | 02:34 | So we click in cell H13 and it gets entered here.
| | 02:38 | Notice that 0 is showing up by default here because the
cell is empty, but that's okay, that will change shortly.
| | 02:43 | Next is the Table Array.
| | 02:45 | So we click in the table_array cell down here, and
that's the table of text and numbers and logical values
| | 02:51 | and so on which the data is going to be retrieved.
| | 02:54 | So the array is going to be this selection
here, from cell A down to F28 in our case.
| | 03:01 | Now, I could type that in, A2:F28, or I could just
come inside the sheet here, click and drag across,
| | 03:08 | and down to select the entire so called table.
| | 03:11 | Next is the Column Index Number, and that's the
column number; notice its column number not letter,
| | 03:18 | in the table from which the matching value will be
returned, in this case we are looking for the Cost.
| | 03:23 | So column D is actually the fourth column, and
in this case that's column 4, so we type in a 4.
| | 03:29 | Now, the range_lookup down below is a logical value;
so to find the closest match in the first column.
| | 03:37 | Now, we are going to be typing in
numbers so we want exact matches,
| | 03:40 | but you can see we have got two options here; TRUE or FALSE.
| | 03:43 | So if we were looking for text and
just had to be close to that text,
| | 03:47 | it didn't have to be an exact match, we could leave it as TRUE.
| | 03:50 | But in our case we want whatever number
we type here to be an exact match
| | 03:53 | in our Item Number column, so we need to type in FALSE.
| | 03:57 | I am going to type in false right there,
and I have actually completed my function.
| | 04:02 | All I have to do now is hit Return.
| | 04:05 | That locks in my answer, which right now is displayed as, well,
| | 04:09 | it kind of looks like an arrow or
a warning, #N/A, Not Applicable.
| | 04:13 | Why? Because we haven't entered a number here yet.
| | 04:15 | So now we get to test this out.
| | 04:17 | I am just going to go back to the
Formatting palette here so I have squeezed
| | 04:20 | up my Toolbox, so you can see all of what's going on here.
| | 04:24 | In cell H13 is where we want to be able to type
Item Numbers to find out what their prices are.
| | 04:30 | So let's try 18; type in 18, hit Return,
and the price shows up here as 420.
| | 04:37 | Now, if I come over to my Item Numbers, and they are
not in order, so that makes it difficult to find.
| | 04:41 | There is 18 right there.
| | 04:43 | I go across to column D, and sure enough, the price is 420.
| | 04:47 | Now, keep in mind, if we would use this
for a list, it would just go on and on,
| | 04:50 | it would take us a long time to find Item Number 18.
| | 04:52 | Let's try another one, let's try 12, and Return.
| | 04:57 | That shows a price of $7.00, and now I am going to try and
find 12; its down here, sure enough, that's a $7.00 value.
| | 05:06 | So the VLOOKUP and the HLOOKUP are very similar.
| | 05:09 | Either you are looking for information in the top row or the left
most column in a selected range of cells, also called a Table.
| | 05:17 | If you wanted to look up lists and lists of information, imagine
how much time you are going to save by not having to scroll
| | 05:24 | through your sheets on your own trying to find that information.
| | 05:28 | Of course, there are Find Features as well that we are going
to look at a little bit later on for finding information,
| | 05:33 | but this is really easy, it's nice,
you can type in an item number
| | 05:36 | and see the price show up right next to it, instantaneously.
| | 05:39 | A big time saver, it's going to save you a lot of time and
energy down the road if you are working with long lists.
| | Collapse this transcript |
| Performing a Goal Seek analysis| 00:00 | I realize I may sound repetitive when I keep saying
| | 00:02 | that Microsoft Excel is an extremely powerful
Spreadsheet application, but it's true.
| | 00:08 | We are going to see one example of that in this lesson, as we
explore the Goal Seek Tool that allows us to perform a what
| | 00:15 | if analysis that would take us forever using Trial
and Error and our own brains or even a calculator.
| | 00:20 | So in this case we are going to work with a file called
GoalSeek1.xlsx, its in the Lesson5 folder of the exercise files
| | 00:27 | if you have got them and want to follow along.
| | 00:30 | We are going to Zoom in to this area here, our Loan Calculator.
| | 00:33 | So our scenario is our business is ready to expand,
and to afford the construction we need a loan amount
| | 00:40 | of a $150,000, you can see that right here in cell B16.
| | 00:45 | Now, the term that we can pay that over is a
180 months, and you can see at 0% Interest Rate,
| | 00:51 | our Payment each month is going to be $833.33.
| | 00:56 | Now, we know that we are not going to get a loan for that
Interest Rate anywhere out there, so what we need to do is figure
| | 01:02 | out what our maximum monthly payment can be, what can we afford?
| | 01:07 | So let's say it's $1,500.00 a month, I wonder what Interest
Rate that would equal than to give us $1,500.00 a month?
| | 01:14 | Using Trial and Error, we could start punching in
some numbers here, and it might take us a while,
| | 01:19 | or we can use the Goal Seek Tool that I was talking about.
| | 01:22 | So I am just going to click out here on an
empty cell, go up to Tools, down to Goal Seek,
| | 01:28 | and this opens up a little dialog box here
where we have three fields to fill in.
| | 01:33 | The cell that we want to Set to $1,500.00, our maximum,
that's the value we put in here, by changing what cell?
| | 01:41 | Our Interest Rate cell, which is over here at B18.
| | 01:43 | So let's start with the Set cell.
| | 01:45 | You can see D17, my empty cell is currently selected in here.
| | 01:49 | With that highlighted or selected, I can just click on the
actual cell that I want to Set, which is down here, B20.
| | 01:56 | Now, when I click on it, B20 gets
inserted there with those dollar signs;
| | 02:00 | you know what that means if you have been following
along, it's an Absolute Cell Address, that's good.
| | 02:05 | The value we decided upon, our maximum
that we can afford is, 1500.
| | 02:10 | Now, I can't just type in 1500 because you will notice
| | 02:13 | down here the Payment is actually a negative
number, that's why its in red with brackets.
| | 02:18 | So I need to type in a negative number here.
| | 02:21 | So I am going to put the - sign in front of my 1500.
| | 02:24 | By changing which cell?
| | 02:25 | Well, I click down here, and choose
the cell which is my Interest Rate.
| | 02:30 | Now, when I click Okay, this is going to work a lot
faster than I could using my own brain or a calculator
| | 02:37 | to determine the Interest Rate, the maximum
Interest Rate that I have to be able to find
| | 02:42 | for my loan to have a Monthly Payment of $1500.00.
| | 02:45 | You can see that the Goal Seek Status has found a solution.
| | 02:49 | My Target Value of 1500 has been reached
here with an Interest Rate of 0.73%.
| | 02:55 | So I click OK, and now I go shopping for a loan, and I go
from bank to bank looking for an Interest Rate of 0.73%.
| | 03:03 | Odds are not great that I am going to find
it, so I may need to perform another analysis.
| | 03:09 | In this case, let's say that we have changed our Monthly Payment.
| | 03:13 | Okay, we can afford up to $1800.00,
and let's change our term here.
| | 03:18 | Let's add another 24 months to this,
so we will put in 204, hit Return.
| | 03:24 | You can see at 0.73%, it has dropped
our payment down a little bit.
| | 03:28 | Well, let's do our new analysis again, we will go up to Tools,
down to Goal Seek, and the Set cell is going to be B20 again.
| | 03:38 | So we click in there, let's put our value to 1500
-- well, I will say we could afford up to 1800,
| | 03:45 | so -1800 by changing our Interest Rate, and we click OK.
| | 03:54 | You can see that's maybe more attainable, 1.06% at 204
months, with a Monthly Payment of $1800, and I click OK.
| | 04:03 | So you can see how much time it's going to save you,
trying to figure out if for one you can afford an amount,
| | 04:10 | and then to play around with the other fields
to seek a particular goal that you have
| | 04:15 | in mind, in our case a maximum Monthly Payment.
| | 04:18 | It's a lot faster than trying to use
a Calculator, using Trial and Error.
| | 04:22 | Coming into the Interest Rate, you can see you need to be
very precise down to the one hundredth, so 1.06% in this case.
| | 04:30 | So if we were trying to punch in values, we could
be at it for good part of the day before we arrive
| | 04:36 | at the maximum Interest Rate to give us our Monthly Payment.
| | 04:39 | So keep in mind that with the Goa lSeek Tool, under the
Tools Menu, you can perform a what if analysis at the speed
| | 04:47 | of light compared to what it would take you doing it yourself.
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|
|
6. Working with ChartsAdding charts| 00:00 | I am going to guess that unless you are an accountant of
some sort that the chances are good you probably find working
| | 00:06 | with numbers and spreadsheets a little
bit boring and maybe monotonous.
| | 00:10 | Well in fact some accountants find their jobs boring
and monotonous and that's because just staring
| | 00:15 | at numbers all day long can get a little bit tiring.
| | 00:18 | But one way to display numerical data is through a graphical
representation called a Chart and this entire chapter is going
| | 00:27 | to be dedicated to working with charts
in Microsoft Excel 2008 here on the Mac.
| | 00:32 | Now charts allow you to view data a little bit differently
so you can see trends and maybe comparisons because of
| | 00:38 | that graphical representation of the data will make it difficult
to see those trends and comparisons just staring at numbers.
| | 00:45 | Now as we move through the lessons in this
chapter we are going to look at simple ways
| | 00:48 | to add charts to existing sheets using existing data.
| | 00:52 | We will look at ways to edit and format
those charts even manipulate them.
| | 00:56 | We will look at some options like 3D options as well to
really add some visual interest to your Excel sheets.
| | 01:03 | And you can see I have already opened up a
workbook here its called charts1.excelsx.
| | 01:06 | If you have got the exercise files and you want to follow
along you will find this one in the Lesson 6 folder.
| | 01:13 | I have got two tables in here showing me
a couple of different sales comparisons.
| | 01:17 | I have got three regions over 4 years and I am sure there
are some trends in there that I am not seeing just looking
| | 01:24 | at the numbers so probably some kind of
graph or chart will help me see that trend.
| | 01:28 | Down below I have got another table it's just a single
year though with 4 categories so here I probably want
| | 01:35 | to see a comparison between those categories, a
different kind of chart can be used here to do that.
| | 01:41 | So in this lesson we are going to explore some of those charts
| | 01:44 | by first selecting the data that's
going to be represented in the chart.
| | 01:48 | So I am going to start up here.
| | 01:50 | In cell A4 I am going to click and
drag across and down to highlight all
| | 01:54 | of the data including the labels across
the top and down the left hand side.
| | 01:58 | Microsoft Excel is very good at picking
out the numbers versus the labels.
| | 02:02 | So we will see what happens when we create a chart
out of this selected range which is A4 to E7.
| | 02:07 | Now to add a chart there is a couple
of different ways we can do that.
| | 02:12 | We could go up to the Insert menu and click
on Chart but all that's going to do is open
| | 02:17 | up the Elements Gallery in the Chart section.
| | 02:20 | So I am not going to click on Chart, I am going to
click out here in my worksheet to close up that menu.
| | 02:25 | My data is still selected.
| | 02:27 | I am going to go up to the Charts tab here in the Elements
Gallery and that's the equivalent to going to the Insert menu.
| | 02:33 | It opens up the Chart section.
| | 02:35 | You can see over here I have got
several different categories of charts.
| | 02:38 | All is probably selected by default if you
haven't used this before and you can see starting
| | 02:44 | in alphabetical order I have got my area charts here then my
bar charts continue on, I have got several screenfuls here
| | 02:50 | of different kinds of charts that I can insert
into my sheet based on the selected data.
| | 02:56 | But as you hover over the different
categories, let's go to Area for example
| | 03:00 | and hover over the thumbnail representations of those charts.
| | 03:03 | You see the name of the chart show up
over here and here is an area chart
| | 03:08 | and it's a great way to show comparisons and trends actually.
| | 03:11 | You can put them kind of layered one in front of the
other or you can stack them using a Stacked Area.
| | 03:18 | If you wanted to see a comparison you can use the 100% Stacked
Area so when you add up all the stacks they come to 100%.
| | 03:25 | That way you can see what areas make up what percentage.
| | 03:29 | I have got some 3D options of those as well such as the
3D Area Stacked and 100% Stacked in the 3D category.
| | 03:37 | I have got bars.
| | 03:39 | Bars are great.
| | 03:40 | You can see here as I move through the
various sections for showing trends.
| | 03:44 | Now bars go from left to right so what we are looking at here are
horizontal bars and you can see the first one is a Clustered Bar.
| | 03:52 | These are two dimensional.
| | 03:53 | Stacked, Stacked 100%, then I get into some 3D options.
| | 03:58 | But these are all bars and if I go over to the right here
into the next section I have got some cylinders as well.
| | 04:05 | Similar data, similar way of displaying it but a different shape.
| | 04:09 | I have also got some cones and as I move to the end
here you will see I have got some pyramids as well.
| | 04:16 | So many different ways to use a actual bar chart.
| | 04:21 | Bubble is another way where you can see the actual
data is kind of scattered around on a chart.
| | 04:26 | It's easier to pick up some trends that way as well.
| | 04:29 | Wouldn't really apply to our selected data but if
you wanted to see data scattered about on a chart
| | 04:35 | to see exactly how it compares to the other
piece of data, this is a great option.
| | 04:39 | We have got Column, which is the same as
bar except these bars are now vertical.
| | 04:43 | We have got all the same options, we have got two
dimensional bars, three dimensional and as we move
| | 04:48 | through you can see we have got the
cylinders and cones and pyramids here as well.
| | 04:52 | There is a bunch of other ones like Donuts, we have got Line
graphs, Pies for comparison, Radar kind of like our Bubble
| | 05:01 | but here in this case we have got lines and dots and
different types like the Radar, Marked Radar and Field Radar
| | 05:08 | and the last one over here is Stock and
again very similar to using bars and lines
| | 05:13 | but we can see some trends here and
comparisons all in one type of chart.
| | 05:18 | So let's go all the way back here to Column.
| | 05:20 | I am going to use the column and I am going
to move over to the very beginning here
| | 05:25 | and just choose this first one which is a clustered column.
| | 05:28 | And when I click on that you can see it doesn't
take long before the chart is created for me.
| | 05:34 | And look at these bars here.
| | 05:36 | You can see I have got them grouped together
for each of the years 2004, 2005, 2006 and 2007.
| | 05:42 | I've got a legend over here showing me the different categories
so the colors are represented by East, West and Central
| | 05:47 | and here in my actual table, you can see I have got this green
area representing my categories and the legend across the top.
| | 05:55 | I have got labels that are being used here for the
different years or what we would call a data series
| | 06:00 | and then down below are the actual numbers that are
being used and you can see it all fits nice and neat.
| | 06:05 | Now there is a lot more we can do with this chart but for now I
am going to leave it there, I am going to click outside the chart
| | 06:11 | to deselect it and you can see there is
a gray border around the outside as well.
| | 06:17 | Okay I am just going to scroll down a little bit now
and I am going to change my zoom level here to 75%
| | 06:23 | so it's a little bit easier to see the sheet and
I am going to put in another chart down below
| | 06:28 | but it's going to be based on this data here.
| | 06:30 | So I am going to click and drag across and down from A11
to B15 and this is where we are going to show comparisons
| | 06:38 | so in this case I am going to go to another
popular chart, which is the Pie chart.
| | 06:42 | So let's go to the Pie category here, our Elements Gallery
is still opened up in the Chart section and let's just go
| | 06:48 | to this first one here, which is a pie, and give it a click.
| | 06:51 | So the pie shows up right on top of my
bar but I can move it around just by going
| | 06:55 | to the border whenever you see the four
sided arrow, you can just click and drag,
| | 07:00 | I am going to bring it right down below my bar graph.
| | 07:04 | In this case you can see the year is 2007, the comparison
is between Software Maintenance, Renewals and Other
| | 07:12 | and that's what each of these pieces of pie represent.
| | 07:15 | Notice that as we hover over the pieces of pie we
see some information. The series is for 2007, Other,
| | 07:22 | the value is 40, in this case $40,000 representing 17%.
| | 07:27 | Now I don't see that information unless I hover over the pieces
of pie but that's part of the formatting we are going to cover
| | 07:32 | as we move through these lessons being able
to show some of that data on the chart itself.
| | 07:38 | Same thing goes for the bars over here.
| | 07:40 | If I click on this chart now and hover over
the bars, I see the actual values showing up
| | 07:45 | and some additional information about
each of these bars in a series.
| | 07:50 | I will deselect either of those charts by clicking
on an empty cell on the outside here in my sheet.
| | 07:56 | Now when I'm done with the chart section of the Elements
Gallery I can click on Charts again just to close that up.
| | 08:01 | It allows me to see more of my sheet area. And that's how easy
it is to add a chart to an existing sheet using existing data.
| | 08:10 | Of course you may want to manipulate that data, you may
want to manipulate the chart, the way it displays the data,
| | 08:17 | even format it; there is lots we
can do so we are going to continue
| | 08:20 | on through these lessons modifying and formatting our charts.
| | 08:25 |
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| Modifying charts| 00:00 | Once you have inserted a chart or charts into an existing sheet
| | 00:03 | in your Microsoft Excel workbook, you
may want to make some modifications.
| | 00:08 | Charts are like objects, meaning we can
move them around, we can resize them.
| | 00:12 | And what happens when we change the data in the sheet itself,
will we see that change reflected in the chart automatically?
| | 00:20 | We'll soon find out, that's what this lesson is all about.
| | 00:22 | We are still working with our charts workbook from
the previous lesson so we can continue using that.
| | 00:27 | Now, if for some reason you skip to this
lesson and you have got the exercise files,
| | 00:31 | you will find charts too in the Lesson 6 folder; and if
you open that one up, you will have exactly what I have.
| | 00:37 | You can see I have zoomed out to 75%, so I
can get a good grasp of how this is all laid
| | 00:42 | out in relation to my tables here in my sheet.
| | 00:46 | But the first thing we are going to do is go down to our
View buttons down below and we are in Normal View here.
| | 00:52 | If we change over to Page Layout View, we are
going to see that something is not quite right,
| | 00:57 | these charts are kind of overlapping into the next
page and they don't all fit nice and neat on one page.
| | 01:03 | So in our Page Layout View, the first thing we
are going to talk about is moving your charts.
| | 01:08 | I am going to click on the Pie chart down here, just
anywhere on the Pie chart, means it is selected.
| | 01:13 | When we see this border around the outside, it is now selected,
not a natural component of the chart but the entire chart itself,
| | 01:21 | meaning when I go to the border and see that
four-sided arrow, I can click and drag to move it.
| | 01:26 | So I am going to move it down here towards the
bottom left-hand side of my page and when I release,
| | 01:32 | I want to make sure I can see the entire border.
| | 01:35 | Now, this one up here, our Bar or Column chart
is overlapping into the next page as well,
| | 01:41 | but it doesn't look like we can actually
move it over without cutting off our table
| | 01:46 | and you can see sure enough we are running out of space here.
| | 01:48 | So in this case, we might want to resize it.
| | 01:52 | So when we go to either the middle or the corners of
this border, we will see our four-sided arrow turned
| | 01:58 | into a double-sided arrow, sometimes it's diagonal if we
are in the corners or if we are halfway along the side,
| | 02:05 | we see a double arrow up and down or left and right,
horizontal and vertical, depending on the side.
| | 02:11 | So if I wanted to size this down and I want to do the height
and the width at the same time, I would go to a corner.
| | 02:18 | And I go to the top right corner and when I see the
double-diagonal arrow, I am going to click and drag not only in
| | 02:24 | but down as well, so I can try to keep the same proportions.
| | 02:27 | And when I release, you can see I have actually changed
the entire size and thus, the look and feel of this chart.
| | 02:34 | So I am going to come back down to the bottom right-hand corner
and just drag it out a little bit to see if we can make it,
| | 02:39 | a little bit bigger, a little big easier to read.
| | 02:42 | And there, that's a good size right there.
| | 02:44 | I can move it just like I did with the Pie chart by going to
the border anywhere, except for those corners or midpoints.
| | 02:51 | And when I see the four-sided arrow,
I can now move things around.
| | 02:54 | So maybe, I am going to move it up here
where it's closer to the table at the top.
| | 02:58 | And back down to my Pie chart, I am going to click on its border.
| | 03:03 | In fact, I am going to size it down a little bit as well.
| | 03:07 | I am going to squish it up a little bit and move it
up, a little bit closer to the other one right there.
| | 03:13 | And now, when I click in an empty cell, I
deselect my chart to see the end result.
| | 03:18 | So actually, being able to move them and resize them
is important, especially if you are in Page Layout View
| | 03:24 | and you need things to fit nice and
neat on a certain number of pages.
| | 03:28 | Now, I am going to zoom in a little bit.
| | 03:30 | I am going to change my zoom level to 125% now and make sure
| | 03:34 | that I can see the very top table and
my chart so the Column chart here.
| | 03:40 | And let's see what happens when we go in here and start
making changes to the data that this chart is based on.
| | 03:46 | So you can see here in 2004, for example,
we have got East, West and Central.
| | 03:50 | the East is the blue bar and you can see it's approaching 80.
| | 03:54 | And if I look over here in 2004, the value is 77.
| | 03:58 | So I am going to click right in that
cell B5, and I am going to change that.
| | 04:02 | I am going to go past 100 because my
chart you can see only goes up to 100.
| | 04:06 | What happens if I type in 110 and hit Return?
| | 04:10 | Well, you can see that it adjusts
the bar size for me and the scale.
| | 04:14 | So everything is adjusted automatically
for me and it's instantaneous.
| | 04:19 | Let's just scroll down to our Pie now
so we can see it as well as the table.
| | 04:23 | And you can see I have got software maintenance
renewals and other each of those is color coded as well.
| | 04:29 | So if we change, for example, this small piece of pie over here
representing other to something bigger, like 120 and hit Return,
| | 04:39 | you can see how big in comparison that is to the others.
| | 04:42 | The entire Pie chart is adjusted.
| | 04:45 | Now, I might want to do things to this chart like rotate
it so the biggest piece is at the top or the bottom
| | 04:51 | or I might want to split out a piece of pie for example.
| | 04:54 | That's all part of formatting our charts.
| | 04:56 | And as we start to move through the lessons in this
chapter, that's exactly what we are going to do.
| | 05:01 | We are going to focus the visual interest on a certain
area of our chart, we can change colors and color schemes,
| | 05:07 | we can format the pieces of a pie to separate from each other.
| | 05:11 | And there is a lot of stuff we can do
with bar charts and column charts as well.
| | 05:14 | And we can use 3D effects to really change the look and feel.
| | 05:17 | So we are going to start by in the next lesson looking at how
you can create charts based on data that's on different sheets.
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| Adding data to a chart from multiple sheets| 00:00 | In this lesson we are going to explore a very common scenario
when working with multiple sheets in an Excel workbook.
| | 00:07 | If you want to create a chart and the data that you want to
create the chart from exists on separate sheets what do you do?
| | 00:14 | That's exactly what we are going to cover in this lesson.
| | 00:16 | Now I have already opened up the file that we are going
to use from the Lesson 6 folder of the exercise files
| | 00:22 | if you have got them and you want to follow along,
open up Summary Chart 1 and you will have what I have.
| | 00:27 | Which is multiple sheets in a single workbook.
| | 00:30 | Down below you can see that I am currently viewing the expense
information sheet, that's what I have right here on front of me,
| | 00:36 | but there are some other tabs or sheets down here
including meals and if you click on the Meals tab,
| | 00:42 | you can see that meals have been recorded and calculated.
| | 00:45 | Same thing goes for Air and Car if I click on that.
| | 00:48 | If I go over to the Hotel, look at
that I have got some data in here
| | 00:52 | and the total being calculated and
same thing for miscellaneous items.
| | 00:56 | So if I go back to the very first sheet, expense information,
and I am thinking this would be a good place to put a chart
| | 01:03 | but I want to use those totals from each of these sheets.
| | 01:06 | To do that I actually have to bring those totals on to this sheet
| | 01:10 | and that's why I have created this
little area over here titled Summary.
| | 01:14 | Now all this is, is some text that I have typed in.
| | 01:17 | I merge these two cells to type in a title, typed in Meals, Air
/Car, Hotel, Miscellaneous and over here these cells are blank.
| | 01:26 | These cells are blank for now but
they are going to contain the totals
| | 01:30 | from those other sheets so I can
use them in a chart on this sheet.
| | 01:34 | So let's start right here by clicking in cell E5 so
column E, row 5 it's shaded blue so it's hard to see that,
| | 01:42 | it's currently selected and I am going to actually
use a formula to always display the contents
| | 01:47 | of the meals sheet total, to do that
I hit the = sign on my keyboard.
| | 01:52 | Now I come down to the Meals tab here, just switch
over to the meal sheet and I click on this cell C11.
| | 01:58 | Once I have clicked on it, I can hit Return on the keyboard
to lock it in and you can see it's displaying the total.
| | 02:05 | Now if over here on my meal sheet I decide to add a new
item or change some of these figures the total will change
| | 02:12 | and will be reflected here as well because this formula is
simply displaying the contents of that total on the meals sheet.
| | 02:21 | Now I can't just copy this formula down.
| | 02:23 | We know using relative addressing that is just going to try and
display the cells on the meal sheet underneath the actual total.
| | 02:30 | So I have to go down here to cell E6, click on it, hit
my = sign, this is my air in car total so I have to go
| | 02:37 | down to that tab, click on the total and hit Return.
| | 02:42 | Locks in my air in car total.
| | 02:44 | And now I have to repeat that for the hotel equals,
click the hotel tab, click the total and hit Return.
| | 02:52 | Only one more to go here in cell E8 equals miscellaneous
tab, click the total and hit Return, there we go.
| | 03:02 | So we have got our summary.
| | 03:04 | The nice thing about the summary is that it's dynamic meaning if
I was to go down to miscellaneous where the current total is 108
| | 03:12 | and I was to come in here and I was to change this figure from
14 to 24 and hit Return you can see the total is now 118 here
| | 03:22 | and of course if I go to my expense
information it's 118 there as well.
| | 03:27 | So always be current which means now I can create my chart
using this data and it will always be up-to-date as well.
| | 03:34 | So let's do that.
| | 03:35 | We will select from meals here in D5 across to E and down to 8
so D5 to E8 that's all of the data I want to use in my chart.
| | 03:45 | Since there is only really one data series with 4 options in
here it's going to be probably some kind of comparison chart.
| | 03:51 | Let's use a pie chart.
| | 03:52 | So, we will go up to our Charts tab here in
the Elements Gallery and we will click on Pie
| | 03:59 | and let's get fancy with a three dimensional one here.
| | 04:02 | Click on the 3D Pie and you can see how
long it takes to create that, half a second.
| | 04:07 | Click and drag it from the border down in to position here in
between our expense information and the signatures down below.
| | 04:15 | I might size it and then when I deselect by clicking
in a blank cell, you can see the end result.
| | 04:22 | So it's using the actual values from those separate
sheets because those values appear on the same sheet
| | 04:28 | where I am creating the chart and that's the workaround to
creating charts with data that exists on separate sheets.
| | 04:35 | Now as I look at this chart it's not all that pretty.
| | 04:38 | I am going to click on my Charts tab up here in the Elements
Gallery, take a look at that and realize I have got some work
| | 04:44 | to do to make that stand out and look a little bit better.
| | 04:47 | So in the upcoming lessons we are going to get into
formatting your charts and changing their appearance.
| | Collapse this transcript |
| Formatting general chart attributes| 00:00 | So far in this chapter, we have explored a couple of
different ways to create charts in your Excel workbooks,
| | 00:05 | but aside from moving a chart on
the page and resizing it slightly,
| | 00:09 | we haven't really discussed formatting options
to change the look and feel of your charts.
| | 00:15 | When you create a chart in Excel, certain default
properties are selected for you, certain chart components may
| | 00:20 | or may not be visible, a color scheme
is selected for you and so on.
| | 00:24 | So this lesson is going to be all about
formatting charts once they are created in Excel.
| | 00:28 | And in the last lesson, we created a chart here based on data
that could be found on multiple sheets across the bottom.
| | 00:35 | So, what we are going to do is continue with this
workbook but if you skip to this lesson for some reason
| | 00:40 | and you have got the exercise files, you can get all
caught up by going to the Lesson 6 folder and opening
| | 00:45 | up Summary_Chart2.xlsx, you'll have exactly what I have.
| | 00:50 | Now, this chart over here was assigned the default color scheme
when we created it and you will notice that there is no title.
| | 00:56 | It would be nice if there was a title
across the top here for example.
| | 01:00 | So let's begin by changing the style of this chart and the
quickest way to do that is from the Formatting palette.
| | 01:06 | Right now, the Formatting palette has sections like Font and
Alignment and Spacing, Borders and Shading appearing here.
| | 01:12 | When we click on the chart though, watch what happens.
| | 01:15 | I am going to go here just near the border
inside the border of My Chart and click once.
| | 01:20 | Now, I have selected the chart and look what
happens over here on the Formatting palette.
| | 01:23 | Now, I've got Chart Options, Chart Data, Chart Style,
Quick Styles and Effects, all kinds of cool things.
| | 01:30 | And we can expand or collapse these
sections just by clicking their triangles.
| | 01:34 | So let's start by collapsing Chart Options
if yours is open, Chart Data and Quick Styles
| | 01:41 | and Effects, anything else that's open, we can collapse.
| | 01:44 | So I am going to do that because I want to
focus in on the Chart Styles section right here.
| | 01:50 | The easiest way to change the style, the color scheme, the fonts,
attributes that are being used in that scheme as well is to come
| | 01:58 | in here and just click on one of these options.
| | 02:01 | For example, if I want to go to shades of blue, I can
click on this guy right here, totally changes the look
| | 02:06 | and feel of my chart, it's the same data, it's
the same chart, but a different color scheme.
| | 02:11 | And you can see that my legend appears with those colors as well.
| | 02:16 | The font that's being used is the same, but the
color can change if we change the background.
| | 02:21 | Let's scroll through some of these
options here and you will notice
| | 02:24 | down near the bottom, you've got some with dark backgrounds.
| | 02:27 | I am going to go to the second one here and you can see now
that I have got that all color scheme with a dark background.
| | 02:33 | Look at my fonts, same font, but the color is
changed so that I can see it on that dark background.
| | 02:39 | So changing your chart style very quick and easy, let's
close that one up or collapse it by clicking the triangle.
| | 02:45 | And let's go to our Chart Options now.
| | 02:47 | Now, under Chart Options right at the top, I see
that here is where I can go to create a title.
| | 02:52 | The chart title dropdown does show chart title with
a checkmark, so there should be a title here, right?
| | 02:58 | Well, yes, except we haven't created
it yet right below Chart Title
| | 03:02 | where it says click here to add title, we need to add our title.
| | 03:05 | So let's type in Expense Summary.
| | 03:09 | Now, Excel knows to use a font, that's white in this case,
| | 03:12 | so it shows up on the background, that's
all part of the scheme or the style.
| | 03:16 | Down below, we have got other options.
| | 03:19 | Right now, there are no axes or gridlines
with a Pie chart and we will explore those
| | 03:23 | when we look at a different kind of chart in a moment.
| | 03:25 | But down below, notice that labels there
are none and the legend is on the right.
| | 03:29 | Sure enough, the legend appears over here
on the right and there are no labels.
| | 03:33 | As I hover over these pieces of pie, I see their values
| | 03:36 | and their percentages even what they are,
miscellaneous, meals, errand, car and so on.
| | 03:42 | But if I come over here, I can really change that up.
| | 03:45 | The legend, well if I don't want a legend, I can choose
None but I can choose a location like bottom if I prefer.
| | 03:51 | And you can see it slips it down here across
the bottom and changes the size of my pie.
| | 03:57 | Under labels, maybe I want to see the values on each slice.
| | 04:00 | Clicking Value changes the size of
the pie so I can see those values.
| | 04:05 | If you prefer percentages, you can do that as well.
| | 04:08 | Or maybe you don't want a legend and you want to show the label
on the pie itself along with the percent, that's another option.
| | 04:16 | So we click the label dropdown, go down to Label and Percent.
| | 04:20 | Now, we see that, meaning we don't need this down here.
| | 04:24 | Click on the Legend, it becomes selected, hit
the Delete key on your keyboard and it's gone
| | 04:29 | and now it's totally changed the look and feel of your Pie chart.
| | 04:33 | So let's just click outside here to deselect and
there is our totally different looking Pie chart,
| | 04:38 | same data, very different look.
| | 04:40 | Okay, I am going to minimize this because I've still
got my Charts workbook open here from a previous lesson.
| | 04:48 | If you are jumping to this lesson again now when you maybe closed
this up in a previous lesson or you just don't have it anymore,
| | 04:54 | if you got the exercise files, go to the Lesson 6
folder, open up Charts 3, you will have what I have.
| | 04:59 | I am going to scroll up to the top here and
I am going to zoom out to a level of 100%.
| | 05:05 | That way, I can see my entire Column
chart here, which is two dimensional.
| | 05:10 | If 2 is using is a certain color scheme, there
is no title and so on, we've got some axes here,
| | 05:15 | we've got a Y and an X axis going
across the bottom, that's in gridlines.
| | 05:20 | Let's click on the border of this particular chart and let's
go to our Chart Options again, click here to add title.
| | 05:29 | I am going to go in there, I would like to see a title here.
| | 05:31 | This is going to be By Region, it will walk that in.
| | 05:37 | Notice that I do have the ability to show or not show the axes.
| | 05:41 | So across the bottom, going horizontally, here's my X
axis, my Y axis, it goes up and down on the left here.
| | 05:47 | But I can turn those off if I don't want them.
| | 05:50 | I do want them, it makes a little bit easier to
understand what I am reading and their values.
| | 05:55 | Another thing that will help are the gridlines.
| | 05:57 | Notice that we have got major and minor options.
| | 06:00 | Now, because our bars are going up and down,
it's good to have some horizontal gridlines.
| | 06:06 | We have got horizontal majors but no minors.
| | 06:09 | If we click on the Minors, you can see we have lots
more lines and it's a little bit easier to figure
| | 06:14 | out exactly where those values end on our chart.
| | 06:18 | Of course, if I wanted to know the
values, I can click on Labels over here
| | 06:22 | to have them display it on the chart whether it's the values.
| | 06:27 | There you can see them at the top of each bar or the labels.
| | 06:31 | We don't need that because we do have them showing
up across the bottom but Values is kind of good.
| | 06:36 | I am going to turn them both off though
to keep it nice and neat and clean.
| | 06:40 | The legend is across the right-hand side there.
| | 06:42 | We have those same options here if we wanted to.
| | 06:45 | I am going to top right just to move it up and
you can see how that affects my entire chart.
| | 06:50 | Let's go back to just the right side because that
made the best sense for readability at least.
| | 06:57 | Now, if you wanted to totally customize any part of your chart,
you can do that by selecting a piece of the chart or a component;
| | 07:05 | such as this series here which is East for 2004.
| | 07:09 | If I click on the blue bar, notice that all of the blue
bars are selected, meaning I can make a change to just that.
| | 07:16 | So for example, I went over to my colors, weights and fills
section here and expand that and change the fill color
| | 07:23 | to something else, I am going to go to a dark
blue here, you can see how it changes for each
| | 07:30 | of the bars in that series, which happens to East.
| | 07:34 | If I go to the next one, I can go down to
Colors, I can go down to maybe this bright red,
| | 07:40 | and let's change that third bar by
clicking on it to a bright green.
| | 07:46 | Now, in this case, we are choosing solid colors so we
lose the effect that we saw which is a bit of gradient,
| | 07:52 | but we can apply those two by going to our
color dropdown and choosing fill effects.
| | 07:57 | And you can see we have got gradient options
up here and we can choose styles like linear.
| | 08:03 | There it is.
| | 08:03 | I click OK and you can see how that changes
the look and feel of my chart totally.
| | 08:09 | Now, if you don't like what you have gone, you feel like you have
gone too far, you messed it up, you can always quickly go back
| | 08:14 | to a different chart style by going to the Chart Style dropdown
and making one of those selections that we saw earlier.
| | 08:20 | I am not going to go with the dark background,
I am going to go with these colors right here,
| | 08:24 | that's kind of different, it's got that gray background.
| | 08:28 | There is the white background, it's got a bit of a 3D touch to
it, I like that one so I am going to leave it selected as that.
| | 08:35 | Let's deselect the chart by clicking in a blank cell outside
the border to see what that looks like and we will scroll
| | 08:41 | down because we do have one more chart down here.
| | 08:43 | There is our two-dimensional Pie chart.
| | 08:45 | I just want to show you a couple of things here.
| | 08:48 | Click right on the Pie and then click on the Slice,
let's go for software here, so only software is selected.
| | 08:53 | If we want to explode out a piece, we
just click and drag it out like so.
| | 08:58 | We'll deselect by clicking out here in an empty
space and that's what the end result looks like.
| | 09:04 | Click back on the Pie, the entire pie is selected.
| | 09:06 | We can choose a different chart style.
| | 09:08 | This is kind of three-dimensional over here.
| | 09:11 | The exploded piece stays out but it looks a little bit more
like a 3D Pie chart even though it's a two-dimensional option.
| | 09:16 | We have got Quick Styles and Effects as well,
and I am going to close up my chart style.
| | 09:23 | I just show you that you have these Quick Styles for
changing the formatting appearance of a selected component,
| | 09:29 | so if I wanted to select just this one piece of pie
here, I could change it to any of these Quick Styles.
| | 09:35 | We have also got the ability to add shadows, glows, reflection,
sometimes they are available not the case in a Pie chart here.
| | 09:44 | 3D effects, we will come back to those later on as we
start working with other objects in our Excel workbooks.
| | 09:51 | I am going to close this part up.
| | 09:53 | Under Colors, Weights and Fills, all of
that's good, I am going to close that up.
| | 09:57 | And that leaves me with my Chart Options open.
| | 10:00 | I will close that one up.
| | 10:02 | There is my Formatting palette.
| | 10:03 | I will deselect now by clicking outside the selected
chart, and that looks totally different now, doesn't it?
| | 10:10 | Notice that one when I deselect the chart, my Formatting
palette goes back to those defaults when nothing is selected.
| | 10:17 | So you really have a limitless set of options when it comes to
formatting your charts in Microsoft Excel whether they are 2D
| | 10:25 | or 3D charts, you have got many, many chart options and of
course, you can totally customize the look and feel by going
| | 10:32 | into the individual components of a
chart and formatting them as well.
| | Collapse this transcript |
| Advanced chart formatting| 00:00 | When it comes to working with charts in your Microsoft
Excel workbooks we have only scratched the surface
| | 00:05 | as far as formatting those charts.
| | 00:08 | In this lesson we are going to look at ways to change
the chart type and then dig a little bit deeper
| | 00:13 | into your formatting options to make them really
look the way you want them to look on your sheets.
| | 00:17 | So you can see I am still working with our charts workbook here
and if you skip to this lesson you have got the exercise files,
| | 00:24 | you can get all cut up by opening up Charts 4 in the
Lesson 6 folder and you will have exactly what I have.
| | 00:30 | So we have got a couple of charts here one's
our column, the other one our Pie chart.
| | 00:34 | We have done a little bit of formatting so far to give it that
3D effect but we haven't really investigated the 3D options.
| | 00:41 | So first thing I am going to do is come down to this chart
here my Pie chart and I am going to click inside and I am going
| | 00:46 | to click again on this piece of pie that we separated from
the rest and I am going to drag it back into the center
| | 00:52 | to join it up with the rest of the pieces of the pie.
| | 00:54 | Now I am going to click on the border and I just want
to show you that you have a ton of formatting options
| | 01:00 | at your disposal when you select components of a chart.
| | 01:04 | Now right now we have selected the entire chart, if you
have clicked on the border, the legend's not selected,
| | 01:09 | there are no pie pieces selected even the title is not selected
but the entire chart itself is selected and now when we go
| | 01:17 | up to the Format menu you will notice that we can format
the chart area Command 1 on the keyboard is the shortcut.
| | 01:23 | So clicking this allows me to go into the format chart
area dialog box where I can format things like the Fill,
| | 01:30 | the line that goes around the outside of my chart area,
I can throw in a shadow some 3D formatting options,
| | 01:36 | checkout the properties as well as the fonts
that are used in the chart area itself.
| | 01:41 | Now I am going to click Cancel for now and
go inside the chart now and click right
| | 01:46 | on the title so you can see how the title is selected.
| | 01:49 | Now when I go up to the Format menu check this out, chart
title appears at the top and Command 1 is still the shortcut.
| | 01:56 | Clicking on this shows the format title of dialog box,
again I can adjust the Fill, line, shadow, 3D formatting,
| | 02:03 | the text box and the font that's being used for my title.
| | 02:07 | So I am going to click Cancel and let's try one more.
| | 02:09 | We will go to the legend here clicking
on the legend, go up to the Format menu
| | 02:13 | or Command 1 and notice at the top it says Legend.
| | 02:18 | So each of the components of a chart and the entire chart area
itself can be formatted individually and it's just a matter
| | 02:25 | of going up to the Format menu or using Command
1 on the keyboard with your components selected.
| | 02:31 | So let's come down here, we will click
Cancel, we will go back to the chart area
| | 02:35 | and select the entire chart by clicking on its border.
| | 02:38 | Now we will go up to the Format menu down to chart
area and let's check out some of the options here.
| | 02:43 | I am going to leave the Fill as white with zero transparency
but I am going to go to the border or the line that goes
| | 02:50 | around the outside, notice that the color selected
is gray and that's why we saw that thin gray line.
| | 02:55 | I am going to change it to black so I am going to go down
to Theme Colors and choose Text 1 which is that black color,
| | 03:03 | no transparency but this is going to help me see something
when I go to shadow now and turn on the shadow feature.
| | 03:10 | Clicking the shadow checkbox allows me to
select some shadow options now like the style.
| | 03:14 | Notice that from here I have got inner, outer and perspective.
| | 03:18 | Let's go to outer, we will leave outer selected here and this
means a shadow will appear around the outside of my border
| | 03:24 | which is now highlighted by that black line we just selected.
| | 03:28 | I can adjust the angle so if I move it over here
to about 220, it will appear as a light is coming
| | 03:34 | from the top right and casting a shadow on the bottom left.
| | 03:38 | The color you can see is selected as black which is great
because we can adjust things like the transparency of the shadow,
| | 03:44 | the blur and the distance to give it some realism.
| | 03:48 | The size you can see goes from 0 to 200
and 100% is right in the middle here.
| | 03:53 | I am going to just increase the size a little bit so you
can see it happening back here in the actual sheet itself.
| | 03:59 | So I am going to drop that back down now to about 106%, we
will add some blur so we will drag this slider to the right
| | 04:07 | to increase the blur, you can see
its looking a little more real now.
| | 04:10 | The distance can be increased as well so if I move that to a
higher amount and you can barely see it here but it's moved down
| | 04:18 | and over quite a bit so I am going to change the distance back
down a little bit to make it a little bit more realistic looking.
| | 04:26 | Let's just move it to about 6 points.
| | 04:29 | Now the transparency will also add some realism when you can
see through the shadow, it just seems a little bit more real.
| | 04:34 | As we move to the left we create less transparency, there
is still some blur in there so we move to the right,
| | 04:41 | it becomes totally invisible if we go to 100%.
| | 04:44 | So I am going to go right to about 55% there,
that looks good and before we click OK let's check
| | 04:51 | out some of the 3D formatting options that we have.
| | 04:54 | We can change the bevel at the top and the bottom.
| | 04:57 | Now this is for the entire border don't forget it's not the
components inside so if I go here to top and choose something
| | 05:04 | like circle, you can se I have got that 3D
effect there, it's now starting to appear.
| | 05:09 | I can do the same for the bottom if I wanted to but I am
going to leave it at none, we don't want to overdo it.
| | 05:14 | I can also adjust the width, height of my top and bottom
bevels here as well, you can see 6 Points is selected.
| | 05:20 | I am going to drop the width down a little bit and bump
the height up to see a totally different look and feel.
| | 05:27 | Under Properties you can see object positioning, moving
size with, cells, move but don't size with cells,
| | 05:34 | don't move or size with cells are the options and you
can see that I can print this object and it is locked
| | 05:40 | so if I create some password protection, people
wont be able to manipulate these changes.
| | 05:45 | Also I can change the font that's being used, the default font
but I can go into the individual components to do that as well,
| | 05:52 | here's my font chart area formatting option but I am
going to click OK and I am going to deselect my chart now
| | 05:59 | by clicking outside of it, and I am going to scroll down
a little bit so you can see the full effect of the shadow,
| | 06:05 | you can see the blur, you can see that
dark border and bevel around the outside.
| | 06:10 | So this looks totally different with
a few changes to the chart area.
| | 06:13 | Now, I am going to go in here where I have got 2007,
go up to format it, now it says chart title at the top.
| | 06:20 | And here I can do things like change the font.
| | 06:22 | But I can apply shadows and 3D formatting here as well.
| | 06:26 | Let me go down to shadow and give it a bit of a shadow.
| | 06:28 | I am going to use the same angle, just about to 20
and of course, I can bump that up using my arrows.
| | 06:36 | Keep the same color, the size, the blurring and
increase it a little bit and the distance slightly.
| | 06:43 | Remember this is around the outside
of my text box containing the title.
| | 06:47 | So if I wanted, I could put a line around
the outside which is currently white.
| | 06:51 | I am going to change that to black.
| | 06:52 | It allows me to see that shadow a little bit better when I click
OK, and deselect the entire chart by clicking in an empty cell.
| | 07:00 | You can see how that looks different.
| | 07:01 | It's got a bit of a 3D effect to it as well with that shadow.
| | 07:04 | Of course, I can also change the actual
chart itself, change to the chart type.
| | 07:09 | I have applied some 3D looking formatting here.
| | 07:12 | But, if I click on the outside border and go up to charts right
on the Elements Gallery, I can actually change the type here.
| | 07:20 | So I am going to go to pie but I am
going to change this to a 3D pie.
| | 07:24 | And when I do that, it allows me some additional options.
| | 07:28 | So a 3D pie is selected.
| | 07:29 | You can see it's changed slightly in its appearance.
| | 07:32 | And now, when I go up to the actual
Format menu and down to Chart Area,
| | 07:37 | I am going to have some 3D options like 3D Rotation for example.
| | 07:41 | But I am going to click Cancel and only apply those changes
to the pie itself, so I am going to click on the pie now.
| | 07:48 | Now, when I go up to Format, notice it's
data series that appears at the top.
| | 07:52 | And here, I can go to some 3D formatting
as well including Bevels.
| | 07:57 | I am going to do the cross this time
and on the bottom to a cool slant.
| | 08:06 | I have got Depth & Surface options as well.
| | 08:09 | I am going to change the Surface to more of a Dark Edge.
| | 08:13 | You can see it's changing slightly as I make these changes.
| | 08:16 | And when I click OK and deselect, you can see those changes.
| | 08:22 | Now, what would really be cool is that I
could rotate this and that's what I am going
| | 08:25 | to do next, I am going to click right on the pie itself.
| | 08:27 | And we already know that we have some 3D options with the
pie, but when I go to the chart area, just click on the border
| | 08:34 | and go back up to Format, click on Chart Area,
look at I've got 3D Rotation in here as well.
| | 08:41 | 3D rotation can be adjusted by using X and Y axes.
| | 08:46 | So as I bump this up from 0, check out
my pie and how it's kind of rotating.
| | 08:51 | So if I wanted the biggest piece of pie
at the top, I could just hold this button
| | 08:54 | down until it appears near the top and
in full control just rotating the wheel.
| | 09:01 | But when I start rotating the Y axis, you can
see I am actually changing the perspective here.
| | 09:06 | Now, I can kind of see the side of this chart.
| | 09:08 | So I am going to move it down to 40.
| | 09:11 | You can see that's a totally different look now.
| | 09:14 | I can adjust the chart scale, auto
scale which is turned on right now,
| | 09:18 | so the height and the depth stay at
100%, and I am going to click OK.
| | 09:23 | Now, let's go up to our column chart.
| | 09:25 | I am going to scroll up so we can see that better.
| | 09:29 | When we change our chart type to a 3D version for the Pie
chart, it was important that we selected another type of pie.
| | 09:35 | There is really only one other format that
would have worked using the data that we have
| | 09:40 | in a Pie chart and that's probably the Doughnut.
| | 09:43 | If we go up to the Doughnut style here, you can see
that's similar to a pie but with an opening in the center.
| | 09:49 | Now, when we go to our column and with
it's selected, I am going to click right
| | 09:52 | on the border and just scroll up so we can see it all.
| | 09:56 | Here we have more options when we go to change the type.
| | 09:59 | And it's just a matter of selecting
the category and clicking on it.
| | 10:02 | For example, if I go to bar, I can change
this to a 3D bar by clicking on it.
| | 10:07 | And it's go the same data, it just looks different now.
| | 10:10 | And you can see I've still got those 3D effects
that I applied earlier in a previous lesion.
| | 10:15 | So when we change the type, I am going to scroll over here
to use the pyramids I kind of like that and clustered.
| | 10:23 | It's totally different look, same data
but a different way to display it.
| | 10:28 | Now, of course, with this entire chart
selected, I can go up to the Format menu just
| | 10:32 | like I did for the pie and format my chart area.
| | 10:35 | There is 3D rotations, 3D formatting in here as well.
| | 10:39 | And you can see I've got all those options
I had when I was selecting the Pie chart.
| | 10:44 | I am going to click Cancel.
| | 10:45 | I am going to focus in on my legend right now.
| | 10:49 | When I go up to Format, Legend appears at the top.
| | 10:52 | Now, what I want to do here is just
change the font that's being used,
| | 10:56 | maybe something that's a little bit easier
to read like Arial, make that selection.
| | 11:01 | You can see it's actually spread it out
a little bit, a little bit easier to see.
| | 11:04 | And when I click OK, that changes locked in.
| | 11:08 | I am going to click over here in my vertical axes.
| | 11:11 | You can see I've got that text selected.
| | 11:13 | Now, of course, I can use my Formatting
palette as well if I go over to font here.
| | 11:17 | I've got all of those options here as well.
| | 11:19 | I could change that to Arial just
by selecting it from the dropdown.
| | 11:24 | And there we go.
| | 11:26 | Same thing across the bottom, let's change
that to Arial to get some consistency.
| | 11:31 | And I'll click on my title at the very top.
| | 11:35 | I could go up to Format title but I can also use my
Formatting palette which is easy access to some easy changes.
| | 11:42 | So I am going to change this to Arial and I am
going to use my slighter here to get a good size.
| | 11:50 | It's little too big.
| | 11:52 | I bring it down to about 22.
| | 11:55 | When we are done, we click on the outside of our selected
chart and an empty cell and we see the end result.
| | 12:03 | So, our actual workbook here looks very different
from when we started with a few adjustments
| | 12:09 | to the charts accessing some chart formatting from the Format
menu, but also having easy access via the Formatting palette.
| | Collapse this transcript |
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7. Working with TextAdding and removing text| 00:00 |
And like most people when you hear the word Excel or even
the word Spreadsheet, you automatically think of numbers,
| | 00:07 |
numbers and calculations and that's
really what Microsoft Excel is all about.
| | 00:11 |
But without text it can be very confusing looking at those
numbers and calculations and trying to make any sense of it.
| | 00:18 |
Text is a very big component of any sheet in any Excel workbook,
so this chapter is going to be dedicated to working with text.
| | 00:27 |
We are going to look at ways to insert text and
remove text and move it around, copy text, format it.
| | 00:34 |
We will look at special characters and
hyperlinks as well in this chapter.
| | 00:38 |
But this lesson we are just going to focus in on getting
text into a sheet, the different ways we can do that,
| | 00:45 |
moving and copying text will also
look at removing text in this lesson.
| | 00:49 |
And you can see I have already opened up a file here from the
Lesson7 folder of the Exercise Files, it's called Trackingtext1.
| | 00:56 |
It's an xlsx file, so if you do have the Exercise
Files and you want to follow along, open this one up
| | 01:03 |
and see we have got a couple of areas on this sheet where
we have some formatting going on, formatting the cells,
| | 01:09 |
we have got some text already entered and you can see
that text is formatted in these blue shaded areas.
| | 01:15 |
That text appears to be wide and centered in the cell.
| | 01:18 |
That's all a part of working with text so we
understand what's going on inside our sheet.
| | 01:23 |
So we are going to start by simply
inserting some text into a cell.
| | 01:27 |
So follow along with me, click here in Cell B4 we have got an
empty cell and we are just going to type in the word Audio.
| | 01:34 |
Now you can see the formatting is already set for that cell.
| | 01:37 |
It's centered and it's got the same look and
feel as the other text, so we type it in,
| | 01:42 |
we hit Return on the keyboard and it's locked in.
| | 01:45 |
Let's try that again we will go to the
next cell and type in the word Compression
| | 01:50 |
and you can see when we hit Return that doesn't quite fit.
| | 01:54 |
It's getting cutoff and that's a problem sometimes when
you are working with text in cells making it fit properly.
| | 02:01 |
Now we could do things like format that text
so that the font size is maybe a little smaller
| | 02:05 |
and it will fit that way or we can adjust the columns.
| | 02:09 |
We talked about adjusting column and
row heights in a previous lesson.
| | 02:12 |
The quickest way to make sure that Compression is going to fit
is to go in between the C and D up here, the column headers
| | 02:19 |
and when we see that double arrow we can either click
and drag to the right to increase the width of column C
| | 02:24 |
or just double clicking will automatically ensure that this
column is wide enough to fit the largest entry which happens
| | 02:32 |
to be all that's there right now the word Compression.
| | 02:35 |
So that looks good.
| | 02:36 |
How about over here where we have got January?
| | 02:39 |
We need the rest of months down here.
| | 02:41 |
So we could start typing right below January in cell A7 February
or we already know that there is an AutoFill feature built
| | 02:50 |
into Excel that will automatically fill cells.
| | 02:54 |
So if I click and drag from January down to February, Excel
is going to recognize a pattern that's going from January
| | 03:00 |
to February, we go to the bottom right corner and see that plus
sign, we can click and drag down and look at that we are going
| | 03:06 |
to get March, April, May, June, July, August, September,
October, November and December when we release.
| | 03:13 |
Everything fits nicely into those cells.
| | 03:15 |
Again the formatting already applied.
| | 03:18 |
So inserting our text using AutoFill
definitely saves us a lot of time.
| | 03:23 |
AutoFill works with numbers but equally
well with text here as you can see.
| | 03:28 |
Now it would be nice if we had this exact same set
of text showing up down below in our other table here
| | 03:33 |
where we need the months and we are going to be showing totals.
| | 03:36 |
So in this case we are going to copy text.
| | 03:39 |
If I click and drag from January down to December I can now go
to the border when I see the hand click and hold my mouse button
| | 03:46 |
down to grab that chunk of text and actually
drag it down to this table down below.
| | 03:53 |
So I am going to go down the range A24 to A35 but if I
look over my mouse button right now I am just simply going
| | 04:00 |
to be moving that text from one location to another.
| | 04:03 |
What I really want to do is copy it.
| | 04:05 |
So in this case I am going to hold down my Option key and
you see the plus sign up here on the back of the hand.
| | 04:11 |
If I let go the plus sign disappears.
| | 04:13 |
So hold down your Option key and then release your mouse
button and you copy the text from one location to another.
| | 04:20 |
Of course we can select text like we did earlier and we
could go up to the Edit menu, we could choose Copy from here
| | 04:27 |
or use Command+C and then go to the location where we
want to paste it which would in this case be cell A24,
| | 04:33 |
go up to our Edit menu and choose Paste or Command+V and
it would paste it starting in the cell working its way down
| | 04:42 |
but you can see how many clicks that would take.
| | 04:44 |
It's so much easier to click and drag holding down
the Option key and release, very easy to copy text.
| | 04:51 |
What about moving text?
| | 04:52 |
It should probably actually move this edited text up one row.
| | 04:57 |
It should go from here down to the bottom and I am
going to just go to the border, click and drag up,
| | 05:02 |
you can see the outline where it's going to be released and
when you do release the mouse button you have moved your text.
| | 05:10 |
Notice what happened down here though, we have
also moved the formatting out of that cell.
| | 05:15 |
So that's something to consider when you do the click and drag,
go over the border and move up option like we are doing for both
| | 05:24 |
of these tables and that's okay in this case because
we don't need that bottom cell and we are going
| | 05:29 |
to probably just remove the bottom rows of both of these tables
| | 05:33 |
to make everything look nice and we
will do that a little bit later on.
| | 05:37 |
So that's just simply adding text, a couple of different
ways by typing it in, by copying it, moving it.
| | 05:43 |
What about removing text?
| | 05:45 |
Well we know that we can go into a cell, click
on it just once and hit our Delete key right
| | 05:52 |
above our cursor key is there to remove
the contents, everything is gone.
| | 05:57 |
I am going to undo that by clicking my Undo button.
| | 05:59 |
We do want notes there.
| | 06:01 |
What if we want to just remove part of the text?
| | 06:04 |
For example, if I go to January here and I want that to say Jan
and this to say Feb, so to go inside I could just type right
| | 06:13 |
over that but double clicking on a
cell gets me inside and I can click now
| | 06:19 |
and drag over the text I don't want,
hit my Delete key, there we go.
| | 06:24 |
Let's try that again.
| | 06:25 |
We will double click on February, you got to be right
inside the cell and then if you wanted to click after the Y,
| | 06:32 |
hit your backspace key, that's a Delete
key there underneath function key 12.
| | 06:36 |
We will just backspace to Feb, like so.
| | 06:40 |
And we can replace the contents of cells with other text
just by typing over them but we can also use AutoFill.
| | 06:47 |
Now we have got Jan, Feb here that's a different pattern.
| | 06:50 |
If I go down to the bottom right corner, click and drag down,
you can see I am going to get short forms all the way down now.
| | 06:55 |
That's the fastest way to replace
those cells with the text that I want.
| | 07:01 |
I could do the same thing here but we know that we can
just copy and paste now by highlighting and dragging
| | 07:09 |
and before we release our mouse button make sure we are
holding down the Option key and release and the contents
| | 07:15 |
of those cells are now replaced with the cells that we copied.
| | 07:19 |
So pretty simple to get text in there.
| | 07:21 |
The other thing that's missing are the titles for each of
these tables so I am going to go right in here to cell A2
| | 07:28 |
and I am just going to type in Issue
Tracking here that all fits in this cell.
| | 07:35 |
When I hit Return it's locked in
and I move down to the next cell.
| | 07:40 |
Let's go over here and let's type in
Hourly Tracking and hit Return there.
| | 07:49 |
Now you can see that one actually doesn't fit in the width
of this cell so what's happening is it's wrapping around.
| | 07:56 |
In other words I need to fix the height of this row or have
it overlapping into the next cell and not wrapping around.
| | 08:04 |
That's part of formatting text and that's exactly
what we are going to do in the next lesson.
| | 08:09 |
| | 08:10 |
| | Collapse this transcript |
| Formatting text | 00:00 | In the previous lesson we saw just how simple it was to
get some text into a sheet in a Microsoft Excel workbook
| | 00:06 | and copy that text and move it around and so on.
| | 00:10 | But when you enter text into a sheet it quite
often doesn't appear the way you need it to,
| | 00:15 | so this lesson is going to be all about formatting your text.
| | 00:18 | There are so many different formatting options to choose
from and of course there are some different ways to access
| | 00:23 | that formatting, that's what we are going to do right now using
the same workbook we were working on in the previous lesson,
| | 00:29 | so if you have been following along you are in the right spot.
| | 00:32 | If you skipped to this lesson however and you do have the Exercise
Files, you can get all cut up by going to the Lesson7 folder
| | 00:39 | and opening up TrackingText2. You will
have what I have here on the screen.
| | 00:44 | And on the previous lesson we saw that we
could enter some text into pre-formatted cells
| | 00:49 | and it would appear the way it was supposed to be formatted.
| | 00:52 | We also entered some text in some empty cells, Hourly and Issue
Tracking up here, just barely fit into the column down below.
| | 01:00 | If we click on cell A21 and look at the Formula Bar
there is actually two words in there Hourly Tracking
| | 01:08 | but we are only seeing Hourly because Tracking
doesn't quite fit in this column width.
| | 01:13 | Now so it is automatically overlapping into the
next cell which is empty because of the feature,
| | 01:18 | a formatting feature that is turned on and that's Wrapping.
| | 01:22 | So a text will wrap around, we have that ability and if it does
it means we need to do one of two things, increase the size
| | 01:30 | or height of the row in which it's in or change the
font-size so it does fit into that cell on one line.
| | 01:37 | Well the thing I want to show you is
over here in our Formatting palette.
| | 01:42 | Over here you will see in the Alignment and Spacing section,
so if it's not expanded for you click the little triangle
| | 01:47 | to get it expanded, because there is
a checkbox here next to Wrap Text.
| | 01:52 | Now if I turn that off by deselecting the checkbox, you
can see that Hourly Tracking now appears in that cell
| | 01:58 | and it just barely overlaps into the next cell.
| | 02:02 | So with Wrap Text turned on, your text is
always going to fit into that one cell.
| | 02:07 | So we turned it off and that's one bit of formatting.
| | 02:10 | Now we are going to make some changes
to both of these pieces of text.
| | 02:13 | So we need to talk about selecting text.
| | 02:16 | When we click on a cell, the entire contents are selected.
| | 02:19 | When we double-click on a cell, we can actually go
in and do things to specific selections of text.
| | 02:26 | So we can, for example if we wanted to make a change
to Hourly, we could highlight Hourly or Tracking.
| | 02:32 | And we did this in the previous lesson
for deleting portions of text from a cell.
| | 02:38 | Now what if we wanted to format two different cells at the
same time just to save us a little bit of time and effort?
| | 02:43 | We can do that by clicking on the cell that we want to format
and then holding down your Command key click on the other cell
| | 02:50 | that needs formatting so I am clicking here on A2 and
of course we could click and drag over multiple cells.
| | 02:56 | We will do that in a moment as well.
| | 02:58 | With these two cells selected, now we are
going to change some of the formatting.
| | 03:03 | We can go to our Formatting palette.
| | 03:05 | You can see we have got a font section for changing
the font, the size and some of the attributes.
| | 03:10 | We have also got alignment and spacing for changing how that
text is aligned horizontally and vertically within the cell.
| | 03:16 | We can change the orientation we
already talked about Wrapping Text.
| | 03:20 | And then we can also format the cells
themselves with shading in borders.
| | 03:25 | Now another option is to go up to
the Format menu and go down to Cells.
| | 03:29 | Under Cells here in the Format Cells dialog box we
also have the ability to format things like the font,
| | 03:36 | stuff that we have access to from our Formatting palette.
| | 03:39 | But you will notice that there are some additional
effects that we don't see in the font section over here
| | 03:44 | like Strike Through and Shadows and that kind of stuff.
| | 03:47 | So let's do a little bit of formatting here.
| | 03:48 | We will change the font, I am going to scroll up here on
the font list and scroll down slightly till I see Arial.
| | 03:56 | Arial is a nice clean font.
| | 03:58 | I am going to change the size.
| | 04:00 | I am going to scroll down here to Size 16 points.
| | 04:03 | I am going to leave the font style as Regular for now.
| | 04:07 | And you will notice that the color is selected for me
because of some formatting that already existed in that cell.
| | 04:13 | So I don't need any underline but I do want to add a
shadow to this, so I will click in the Shadow checkbox,
| | 04:19 | you will see a preview over here what that's going to look like.
| | 04:22 | And maybe bolding it would work nicely so I am
going to click Bold and that does look nice.
| | 04:27 | If I click Regular I can flip back and forth
and I do like Bold a little bit better.
| | 04:32 | So once I have got my selections made I can click OK.
| | 04:35 | And you can see that it's actually
formatting both of these cells.
| | 04:40 | One has wrapping turned on, the other does not.
| | 04:43 | So with both of these still selected
I can go over to my Wrap checkbox,
| | 04:47 | click on it to choose Wrapping, click on it again to turn it off.
| | 04:52 | And now you can see both are overlapping into the other cells.
| | 04:56 | But we do have a bit of a problem, you can see down below here,
| | 04:59 | I don't have a blank row in between my
table and my text like I do up here.
| | 05:03 | So it seems to be overlapping, it's getting
cut off here by the top row of my table.
| | 05:09 | So another thing we can do is adjust the row height.
| | 05:12 | I am going to go in here between 21 and 22 and just drag that
down a little bit until I can see all of the Hourly Tracking.
| | 05:19 | And now I am going to click in an
empty cell to deselect both of those.
| | 05:23 | And if I wanted to keep this consistent I would
click on cell A2 even though it's overlapping
| | 05:29 | into cell B2 there is nothing in B2 right now.
| | 05:31 | I am going to drag that down into the third
row by clicking and dragging from the border.
| | 05:38 | And I want to make sure that that row height
is big enough to accommodate and I wan it
| | 05:42 | to look very much like the other table down below.
| | 05:45 | And now when I deselect that box pretty good, so that's some
simple formatting and we did it from our Formatting palette
| | 05:51 | but we can also go from the Format menu down to Cells.
| | 05:54 | There is yet another option for formatting
text, and that is from the Formatting toolbar.
| | 06:00 | Now if yours is not visible and mine is not, you can go up
to the View menu, go down to Toolbars and select Formatting.
| | 06:08 | Make sure there is a checkmark and by clicking
Formatting we will be adding a checkmark to it.
| | 06:12 | And you can see the Formatting toolbar
appears here, just below my Standard toolbar.
| | 06:16 | And you can see I have got fonts and sizes,
some of the attributes, some of the alignment.
| | 06:21 | You can see I have got a Merge and
Center option for merging cells
| | 06:26 | and centering text within those cells, kind of cool feature.
| | 06:28 | You can also change the way that they appear.
| | 06:31 | So in this case I could change the actual appearance of numbers
to be dollars, percentages with commas change the decimal points.
| | 06:40 | When we are working with text I also have
the indenting options available to me here
| | 06:44 | and some other cell formatting options
including Borders and Shading
| | 06:48 | but even though I also have my font
color button down here at the end.
| | 06:52 | So some of the features when it comes to formatting your text
are available here on the Formatting toolbar, but not all.
| | 06:58 | So let's go up to our top row here where we
have got Audio Compression Files Content etc
| | 07:03 | and let's just change the font color by going to our
Formatting toolbar, we will click the Font Color drop-down.
| | 07:09 | And I am going to go to his Pale Yellow
here at the bottom, so it's a light yellow.
| | 07:13 | Let's do the same up here for a month and total
and we could have held down that Command key
| | 07:18 | and selected this group of cells at the same time.
| | 07:21 | But we don't have to click the drop-down it's now the default
color and we can just click on the button to change that over.
| | 07:26 | I am going to scroll down slightly
so I can see all of my months here.
| | 07:31 | I am going to click and drag over those.
| | 07:33 | And I am going to hold down my Command key this time to select
all of the months down below in the lower table as well.
| | 07:39 | So now I can do a little bit of formatting here.
| | 07:42 | I am going to format the font to be a little bit bigger
but I am going to do it from my Formatting palette.
| | 07:46 | I will keep the Helvetica font size 11 is selected from
the drop-down, but there is a slider that allows me
| | 07:53 | to change the font size and as I
click and drag you can see I am going
| | 07:58 | to visualize those changes right over
here when I let go, 22 is way too big.
| | 08:03 | I am going to scroll it down to 15, that's
still too big, a little bit further left.
| | 08:08 | And if you prefer to select from an actual point size, you
can click drop-down and make your selection from that list.
| | 08:15 | So I am going to leave it at 12.
| | 08:17 | Now it may appear that these actual cells are a little bit
crowded now, because our row heights are not quite as big
| | 08:23 | as they could be to accommodate the bigger font.
| | 08:27 | So another option is to make sure that our fonts are always going
to fit our rows by increasing the size of our rows automatically,
| | 08:35 | in other words have them automatically size to fit the
largest entries, kind of like what we can do with our columns.
| | 08:41 | So we will go up to the Format menu
here and down to Row this time.
| | 08:45 | And notice we have got something called AutoFit.
| | 08:48 | And when we click on that, you can see there
are some changes made to the row heights here
| | 08:52 | to automatically fit my new larger font and
that's a little bit easier to read so I like that.
| | 08:59 | Let's do the same for these two cells so we will click on Issue
Tracking, hold down our Command key, click on Hourly Tracking.
| | 09:06 | And we will go up to Format down to Row and choose AutoFit.
| | 09:12 | So it is very handy when it comes to formatting text
and making sure that it's always going to be visible
| | 09:17 | in the cells while you are doing the formatting.
| | 09:20 | Okay let's go up to this top row now and we will select Audio all
the way through notes and play around with alignment and spacing.
| | 09:28 | Here we have horizontal and vertical spacing in the Formatting
Palette, if I wanted those to be left aligned within the cells,
| | 09:34 | it's as easy as clicking the Left Align Text button.
| | 09:37 | I can center them, we have got Right align.
| | 09:40 | And we have also got Full.
| | 09:41 | Now Full is not going to work with the single line of text
but later on when we get into text boxes in the chapter all
| | 09:48 | about working with Objects, this will definitely come in handy
| | 09:51 | when we have got multiple lines of
text, you will see that in action.
| | 09:54 | Let's go back to Center.
| | 09:56 | Now we can see that, it's very tight in these cells
as far as the amount of space above and below our text
| | 10:02 | but we can adjust the vertical spacing as well.
| | 10:06 | By default you can see this one is aligned at the top of
the cell, I like it centered, we can also choose Bottom.
| | 10:12 | And there is another option for Justify
or Full Justification as we call it.
| | 10:16 | We will see that again when we get to text boxes later on.
| | 10:19 | So I am going to leave it at Center.
| | 10:21 | And all that means now is if I come over here and I increase the
height of this row by going between the 4 and the 5 over here
| | 10:27 | on the left, the double-arrow click and drag down, I
am going to exaggerate this, I am going to go way down.
| | 10:33 | You can see how my text is actually centered
but vertically and horizontally here,
| | 10:38 | and I am going to close that up just a little
bit if that's probably a good height right there.
| | 10:43 | Now if I come down here between 22 and
23 and do the same thing, drag that down,
| | 10:48 | you can see how this text stays at the top of the cell.
| | 10:51 | So I would want to highlight or select
these two cells by clicking and dragging.
| | 10:55 | Change my vertical spacing to Center, very nice.
| | 11:00 | Okay now we do have some other options for Orientation,
| | 11:03 | you can see we can get our text going
horizontally, vertically or on an angle.
| | 11:07 | We can also change two vertical texts.
| | 11:10 | If I used to take January through December here, click and
drag over those and try this here, I kind of like the angle.
| | 11:17 | You can see how difficult it is to read,
Feb does fit, March doesn't, April does fit,
| | 11:23 | June, it seems like every second one does fit.
| | 11:25 | And it doesn't really apply to this set of
cells very well so I am going to click Undo
| | 11:30 | and try it with the top group of cells click and drag over there.
| | 11:34 | We know that we have the AutoFit feature turned on,
let's try our diagonal, look at that almost fits nicely.
| | 11:41 | And you can see how it's increased the
widths here to accommodate all of my text.
| | 11:45 | So in this case I might need to select the different columns
and increase their widths to accommodate all of my titles.
| | 11:53 | But I know that they fit when I don't
go to this diagonal type alignment.
| | 11:57 | So I am going to Undo that and just leave it set the way it
was, but it's always an option and quite often you will see
| | 12:03 | that in spreadsheets where the labels across the top
appear on a 45 degree angle, and that's to save some space.
| | 12:11 | We will get to Indenting and Merging a little bit
later on again when we start working with text box
| | 12:16 | as we have more options when it comes to formatting our text.
| | 12:19 | For example, we can use bullets and numbering
inside of a text box, we can't do that in our cells.
| | 12:26 | We can do some indenting and so on which will come in handy
inside of text box, but we will like I say save that for a later
| | 12:32 | on when we get to working with objects including text boxes.
| | 12:37 | The only other thing that's kind of bothering me,
doesn't have any text in it at all is Row 17 here.
| | 12:42 | I am going to click on the 17 and if I scroll down this
row here as well 35 I am going to hold down my Command key
| | 12:49 | and click on the 35 to select both of those rows.
| | 12:52 | There is no text in them but there is some
formatting and it would be nice if it was consistent.
| | 12:57 | We have got that kind of blank cell down below,
since we moved some text in the previous lesson.
| | 13:02 | So in this case we can go up to Format Cells, we could do it
right here from Borders and Shading but let's go up to Format
| | 13:09 | down with Cells and in this case
it's not the actual font or the size
| | 13:13 | or the appearance that's bothering us it's probably the patterns.
| | 13:17 | And if we come in here we could choose to have No Cell
Shading at all by clicking No Color, and then click OK,
| | 13:25 | deselect by clicking anywhere in our sheet and you can see
that looks much nicer, much cleaner, much better organized
| | 13:34 | and that's how we format text in Microsoft Excel.
| | Collapse this transcript |
| Using the Format Painter| 00:00 | In this lesson, we are going to discuss a cool little feature
that will help save you a ton of time and effort when it comes
| | 00:06 | to formatting cells in a sheet in your Microsoft Excel workbooks.
| | 00:10 | If you've got cells that have contents that have been
formatted and the cell attributes are set up the way you want,
| | 00:16 | you can borrow that formatting and apply it to other
cells by using something called the Format Painter,
| | 00:22 | that's what we are going to look at right now.
| | 00:24 | We are still using the same workbook from the last
couple of lessons if you have been following along;
| | 00:29 | if not and you skip to this lesson and you have got
the exercise files, you can go to the Lesson 7 folder
| | 00:34 | and open up Tracking Text 3 and you will have what I have.
| | 00:38 | So let's say we are not keen on our formatting
over here on the left side of our table.
| | 00:42 | So I am going to click here where it says January
and I am going to do a little bit of experimenting.
| | 00:47 | First, I am going to change this to left align.
| | 00:50 | Okay, so that looks good, clicking on left
align button here under Alignment and Spacing
| | 00:54 | in the Formatting palette changes
that alignment quickly and easily.
| | 00:58 | Next, I am going to turn the Bold off by clicking the
Bold button here in the Formatting palette under Font.
| | 01:04 | Well, that's not standing out as nice as I would
like it to, but maybe changing the font would help.
| | 01:09 | So I am going to click my font dropdown
and change it to Arial Black.
| | 01:13 | Now, the cell itself has that dark blue
shading, the same as the top row in the table.
| | 01:18 | So I am going to change the shading of this cell maybe
a little bit by going down to Borders and Shading here
| | 01:23 | in the Formatting palette and I am going to come to
my color dropdown and just choose a lighter blue.
| | 01:28 | I am going to go to this one here which
is a pale blue, the bottom row here,
| | 01:32 | third from the end column wise and
you can see that that looks different.
| | 01:36 | Now, it's still selected.
| | 01:37 | So to really see what this is going to look like, I will click in
another cell, and I like that better than what I see down here.
| | 01:44 | So instead of repeating all of that for these cells down below,
I can click on the cell itself, go up to my Standard toolbar
| | 01:51 | and click on this little guy called the Format Painter.
| | 01:54 | I love this.
| | 01:55 | Give it a click, it's now activated, meaning that you have
just copied all of the cell attributes and text formatting
| | 02:02 | for this particular cell and you can come
down to the cells that you want to copy
| | 02:07 | that formatting to by clicking and dragging over them.
| | 02:10 | So here on February which is cell A6, I am going
to click and drag down to December and release.
| | 02:16 | And you can see that all of those
cells now have the new formatting.
| | 02:20 | I can deselect by clicking anywhere
in my sheet to see the end result.
| | 02:25 | Now, if I wanted to apply that down to the other table at
the bottom of my screen, I am just going to scroll down,
| | 02:30 | click on any one of these cells like A12
here, click my Format Painter again and click
| | 02:35 | and drag over the cells that I want to adjust.
| | 02:39 | Now, each time I like go over the mouse after
applying that formatting using the Format Painter,
| | 02:44 | it's deactivated so I can click in
any other cell to see the end result.
| | 02:49 | So very fast, very easy, saves you a lot of repetition and
therefore, saving you a lot of time and effort when it comes
| | 02:56 | to formatting cells in your Microsoft Excel workbooks.
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| Using special characters| 00:00 | When you are working extensively with text in Microsoft Excel
the need may arise at some point or another to insert a character
| | 00:07 | that you can't find on your keyboard. Maybe it's a copyright
symbol or a trademark symbol, maybe it's a fraction.
| | 00:15 | Maybe it's a foreign language character with an accent and
you are not going to find that on your standard keyboard
| | 00:20 | but you can find it here in Excel and
that's exactly what we are going to do
| | 00:25 | in this lesson we are going to work with special characters.
| | 00:28 | I have already opened up the file that we are going to use from
the Lesson7 folder of the exercise files called EatCakeExpenses1.
| | 00:35 | Up here you can see we have got a logo, it might
be good to put the trademark symbol next to that.
| | 00:40 | Down below where we have got copyright information we
should get the copyright symbol and insert it there.
| | 00:46 | Also up here we have got a name that's actually a foreign
language, this name is a French name and there is an accent
| | 00:54 | that we should see over this first E in LaRiviere.
| | 00:57 | So we are going to insert that as well.
| | 01:00 | So how do we do that exactly?
| | 01:02 | Well the first thing we are going to do is just double click
in the cell where the text is going and I am going to take
| | 01:07 | out that first E just by using my
Delete key here under the F12 key.
| | 01:12 | I am going to take that out.
| | 01:13 | So now I am going to insert the E with the accent.
| | 01:16 | Notice that we don't put the accent in over the E, we actually
find the character which is the E with the appropriate accent
| | 01:23 | which happens to be an Accent Grave as they say in France.
| | 01:27 | So we are going to find that special character now by going to
our toolbox and the second button in here is our object palette.
| | 01:36 | And the object palette you can see
is made up of four sections here.
| | 01:39 | Shapes, shows up right here by default, it's the first section,
| | 01:43 | we can't insert a shape into our text
that's why none of these are available.
| | 01:47 | Next we have some pictures but this guy right
here are the symbols that we are looking for.
| | 01:53 | We could also go get photos by not
in this case, we want this symbol.
| | 01:57 | So we are going to click on the symbol's button right
here and you can see by default if you haven't used this
| | 02:02 | yet all symbols are being displayed, means you have got
some currency options up here, I have got some fractions,
| | 02:09 | some mathematical symbols down below,
it looks like some of those trademark
| | 02:12 | and copyright symbols I might need,
some different characters down below.
| | 02:16 | Here are some keyboard characters that you might
see on the keyboard representing the various keys
| | 02:22 | and as I scroll through there is quite a long list.
| | 02:24 | It would take me a while to find what I am looking for.
| | 02:27 | So I might want to narrow it down to a specific category.
| | 02:30 | Notice that I do have currency, fraction, math, trade or
trademark type symbols; down below I have got special, keyboard,
| | 02:39 | oh keyboard those are those keyboard characters we saw.
| | 02:42 | Shapes down below, arrows, we have
got checkmarks and music symbols,
| | 02:47 | Greek symbols and look at this, accents right at the bottom.
| | 02:50 | So I am going to click on accents and sure enough here are
some of those characters with the various types of accents
| | 02:56 | that we can find in various language not just French.
| | 03:00 | We have got some German ones in here,
we have got some Spanish ones as well.
| | 03:04 | So I am looking for a "e" with that accent grave- that means the e
with the accent is going from bottom to top, pointing to the left.
| | 03:14 | So here you can see I do have that
character right here and when I click on it,
| | 03:18 | it gets inserted into my text using the font
that I am using in that particular cell.
| | 03:24 | So that looks perfect just like that.
| | 03:26 | So it's just a matter of clicking on
the character we want and in it goes.
| | 03:30 | So now I can hit Return and that locks
it in and this looks correct now.
| | 03:34 | Let's go over to our Eat Cake logo here and I am
going to click just beside it here in cell G6.
| | 03:40 | This would be a good place for our trademark symbol.
| | 03:43 | So I am going to go to that category,
I am going to change it from accents
| | 03:47 | and I am going to scroll all the way up until I see trade.
| | 03:50 | When I click on trade, you can see there is only a
few trade symbols and one of them is Trademark TM.
| | 03:56 | So I am going to click on that it's inserted right there
in the cell where I clicked using the default fonts
| | 04:01 | so I can hit Return, I have got my trademark symbol.
| | 04:04 | Let's try one more.
| | 04:05 | Down here we have got copyright and you can see when I click
on that cell it's overlapping into the next cell that's okay
| | 04:12 | but here's where it goes so I need to double click to get inside
that cell. Get my cursor flashing there in between copyright
| | 04:19 | and 1997, come up here, click on my copyright
symbol. I hit Return to lock that in and we are done.
| | 04:26 | So if there are any special characters that you
need to enter, you probably can find them here.
| | 04:31 | By going up to All symbols again, we will be able to see
all of the symbols available to you or special characters
| | 04:37 | that are available to you here in Microsoft Excel.
| | 04:40 | Remember these characters are available to you in
the entire suite so if you switch over to Word,
| | 04:44 | you are going to see the exact same thing in
the object palette when you click on symbols.
| | 04:50 | So lots and lots to choose from, arrows can come
in handy, checkmarks as well almost like graphics,
| | 04:55 | there is our musical symbols all of our Greek characters,
our accents down below so lots to choose from here
| | 05:03 | from the Symbols section of our object palette.
| | 05:06 | So I am going to go back to my Formatting palette now and we
could use some of those formatting commands that we are familiar
| | 05:12 | with now to format text including those
special characters we just inserted.
| | 05:17 | So experiment with inserting special characters wherever
you might need them, remember it's a simple click
| | 05:22 | to the Formatting palette over to the next button which is
the object palette and you will find them under Symbols.
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| Using hyperlinks| 00:00 | In this lesson we are going to explore a really cool
feature that allows you to insert working hyperlinks
| | 00:06 | into a sheet in your Microsoft Excel Workbook.
| | 00:09 | Automatic hyperlinks are actually a part of the entire Microsoft
Office Suite and it applies to your workbooks here in Excel.
| | 00:15 | Let's say you are going to be sharing your work with others
who will be viewing this work on screen or via a webpage.
| | 00:22 | Well when you create hyperlinks in your Excel
sheet you are actually creating links to websites
| | 00:28 | or email messages or even other documents if you so choose.
| | 00:32 | And that will just help people find what
they are looking for quickly and easily.
| | 00:36 | So in this lesson we are going to use this file called LDC
Expenses. It's in the Lesson7 folder of the Exercise Files.
| | 00:42 | If you have got them and you want to follow along, open it up.
| | 00:45 | And you can see here it's a Lynda.com Expense Report we have
got the Lynda.com logo over here and we have also got a label
| | 00:52 | down here, Questions. So maybe we should create a hyperlink
that allows people to send email messages with their questions
| | 00:59 | to a department at Lynda.com perhaps.
And we are going to start by just going
| | 01:04 | to a blank cell so I am clicking down here in cell A32.
| | 01:07 | If you are not already there just click down in that empty cell
and I am going to zoom in. I want you to be able to see this,
| | 01:13 | to a 150%. So clicking my Zoom dropdown, choosing 150 and I am
going to scroll down here so you can see what I type in cell A32.
| | 01:22 | I mentioned automatic hyperlinks and Excel
is smart enough is recognize web addresses
| | 01:28 | and email addresses so if we type them in watch what happens.
| | 01:32 | I am going to type in www.lynda.com and when I hit Return
I want you to see what happens. I am going to click out here
| | 01:39 | so you can see that that text is actually being formatted
to be blue with an underline and you may have noticed
| | 01:46 | that there is a little dropdown symbol over here under the www.
| | 01:50 | When I hover over this cell look what
happens. It shows http://www.lynda.com.
| | 01:58 | This is an actual working hyperlink.
| | 02:00 | If I click on this right now I am going to launch
my default browser and go to the Lynda.com website.
| | 02:06 | Now you will notice that I do have a dropdown
here as well and when I hover over it,
| | 02:09 | it turns into that lightening bulb that's
what we call our AutoCorrect Options
| | 02:14 | and in the next chapter we will be diving deep into AutoCorrect
| | 02:18 | and some of those functions in features
that you will find in there.
| | 02:21 | But when I click this dropdown you will notice
that I have options here to undo the hyperlink.
| | 02:25 | I just want the text. If I don't want an actual
hyperlink, I would click Undo Hyperlink.
| | 02:29 | I could also say stop automatically creating
hyperlinks every time I type in a web address
| | 02:35 | or an email address and it will stop for this file.
| | 02:38 | If I want to turn it off permanently, I might have
to access the AutoCorrect Options and we can do
| | 02:44 | that by clicking this third option down here but like I said in
the next chapter we will take a very close look at AutoCorrect.
| | 02:51 | Right now though we do want the hyperlink in there
so we are going to leave it I am just going to click
| | 02:54 | out here on an empty cell to turn off that menu.
| | 02:57 | Let's try one more before we test that link.
| | 02:59 | I am going to click down here in A34 and I am going to type
in an imaginary email address here David.rivers@lynda.com
| | 03:11 | and when I hit return same things happens Excel recognizes
this as an email address and creates a hyperlink.
| | 03:18 | When I hover over it it's a mailto command David.rivers@lynda.com
| | 03:22 | and clicking this link will actually launch my
default email application and start a message for me.
| | 03:28 | So let's test these out.
| | 03:29 | I am going to click on my www.lynda.com link here and as soon
| | 03:34 | as I do my default browser launches,
takes me right to the Lynda.com site.
| | 03:39 | Quick and easy, I am going to go up to Safari
that's my default browser and choose Quit.
| | 03:45 | It takes me back to Excel.
| | 03:47 | Now let's try this link here which is our email address.
| | 03:51 | When I click on that I am going to taken
to my default email application Entourage.
| | 03:57 | Notice that the address that this message is going to is
david.rivers@lynda.com and my cursor is flashing in the subject
| | 04:04 | so I type in my subject, type in my message down
below and click the Send button and off it goes.
| | 04:10 | I am going to up to Entourage so and click that as well.
| | 04:14 | Alright it takes me back to my Excel Workbook here.
| | 04:17 | I am going to zoom back out to a 100% clicking
the Zoom dropdown and I am going to scroll up.
| | 04:23 | What if I wanted to edit those or remove them?
| | 04:26 | We know that clicking on them actually does something but you
can use your cursor keys on the keyboard I am going to move
| | 04:31 | over to David.rivers@lynda.com and hit my Delete
key and then I am going to hit my up arrow couple
| | 04:37 | of times and I am going to delete that one too.
| | 04:39 | Of course we could do that from up here in
our formula bar for reviewing it as well.
| | 04:43 | I am going to take those out because another way to insert
hyperlinks is not to just type it in but use our Insert menu
| | 04:50 | to do that based on something that we may have typed or selected.
| | 04:54 | For example, the Lynda.com logo here it would be cool if
we could click on that and it will take us to the website.
| | 05:00 | So I am going to click on the logo
with it selected I am going to go
| | 05:04 | up to the Insert menu now and notice
hyperlinks appears at the bottom.
| | 05:08 | Command+K on the keyboard is the shortcut.
| | 05:11 | So this opens up the Insert Hyperlink dialog
box where I have got more options now.
| | 05:16 | Link 2 well I am going to type it in www.lynda.com.
| | 05:21 | Notice it puts the http in there for me.
| | 05:24 | The display is what I have selected in the
document so selection and document appears.
| | 05:28 | I can add a screen tip. I am going to
do that, Go to Lynda.com and click OK
| | 05:36 | and it is a webpage that's why I didn't
have to select document or email address.
| | 05:41 | And if I want to go to the specific place in the webpage I
could find the anchor using the Locate button or just type it
| | 05:48 | in here I don't need to I just want to go write to Lynda.com
so I am going to click OK and that becomes a hyperlink.
| | 05:55 | I am going to click out here in an empty cell so that
the logo is not selected and I am going to hover over it.
| | 06:00 | Notice that my mouse pointer turns into a finger
and there is that little popup Go to Lynda.com.
| | 06:06 | So clicking this well again launch by
default browser and take me to Lynda.com.
| | 06:11 | I am going to click that.
| | 06:14 | So quit Safari comes back to Excel and let's try
another one now for an email address down below.
| | 06:19 | Questions, I am going to type in Contact Us, so that's the
text I want to use and with that selected I am going to click
| | 06:31 | and drag over it now in the cell I am going to go up to insert
hyperlink so it doesn't actually have to be an email address.
| | 06:40 | I am going to go over to email address here though and in the
link 2 this is where I am going to put david.rivers@lynda.com.
| | 06:50 | You can see the mailto command is inserted for me.
| | 06:53 | I have to click after the @ sign now.
| | 06:55 | I could have typed in mailto if I knew how to do that and of
course the more you work with this more familiar you will get
| | 07:03 | with it david.rivers@lynda.com the
display is actually Contact Us.
| | 07:07 | So it doesn't have to be an email address
that you click on to be a hyperlink.
| | 07:12 | Notice that down below I have also got the ability here to
start a subject, Questions, and I can go up to Screen Tip now
| | 07:21 | and add a screen tip here "Contact David
Rivers with your questions" and click OK.
| | 07:31 | Then I click OK I have actually created a
hyperlink you can see it's formatted that way.
| | 07:36 | I am going to click off of that so you can see that.
| | 07:39 | Contact Us when I hover over it Contact
David Rivers with your questions,
| | 07:42 | clicking this link will in my case launch Entourage
my default email application and it will start
| | 07:49 | that message with the subject already entered.
| | 07:52 | So cursor will be flashing down below in the message section
| | 07:56 | where the person could simply just
typing their message and send it off.
| | 08:00 | So a couple of different ways to create
working hyperlinks in Microsoft Excel,
| | 08:06 | of course if you plan on printing your worksheets to share with
others well hyperlinks wouldn't really apply but if you are going
| | 08:13 | to be sharing your work with others or
displaying it on screen on a website for example,
| | 08:18 | these hyperlinks can really save your users a lot of time
| | 08:21 | and effort in locating certain websites,
documents or even email messages.
| | Collapse this transcript |
|
|
8. Reviewing Your WorkSplitting and freezing rows and columns| 00:00 | If you have been following along from the very beginning,
| | 00:02 | you know that we haven't even touched on
reviewing your work in Microsoft Excel.
| | 00:06 | Reviewing could mean scrolling through reams and reams of
data and there are some special techniques that we are going
| | 00:12 | to cover in this chapter to help you do that.
| | 00:15 | Reviewing your work could also mean proofing your work, and
we are going to look at the AutoCorrect feature that we talked
| | 00:20 | about in the previous chapter and how we set
up those options to help fix things on the fly.
| | 00:25 | We will also check out the built-in Spellchecker as well as
some of the other reference tools and we will also look at Find
| | 00:32 | and Replace, a huge timesaver when it comes to finding
specific data and even replacing that data with something else.
| | 00:39 | So here we are in our workbook called ECP Forecast 1.
| | 00:44 | If you have got the exercise files, you'll find this
in the Lesson 8 folder if you want to follow along.
| | 00:49 | And if we take a look at this using my screen
resolution and the zoom level that I am at,
| | 00:55 | there is actually way more than I can see on one page.
| | 00:58 | As I scroll down, you can see there is lots of data down below.
| | 01:02 | And the further I scroll down, the less
idea I have about what I am looking at.
| | 01:06 | For example, if I look at these numbers, I really don't
know what they represent; and if I scroll over to the right,
| | 01:12 | there is another column full of numbers here as
well, and I don't really know what they mean.
| | 01:17 | Until I go back up to the very top and see at the top
of those columns, I have some labels, Forecast and Actual.
| | 01:23 | So you can see how it could be a little bit
confusing if we have to scroll through lots of data.
| | 01:29 | Now, if for some reason, you can see the full width of this
particular workbook, you might want to change your zoom level
| | 01:34 | to something higher to be able to follow along.
| | 01:37 | Make it so that you can't see everything on
one screen and at 100%, that works for me.
| | 01:43 | Now, one technique to make sure that you also know where you are
when you are scrolling through data like this is to Freeze Panes
| | 01:51 | and all that means is I always want
to be able to see rows 1, 2 and 3.
| | 01:55 | Even as I scroll past way down here past row 28, the
last row I can see, I want to keep those rows in place.
| | 02:03 | And in fact, as I scroll over to the right, I might
also want to be able to see the month at all times.
| | 02:09 | So to do that, we do a Freeze Pane command which is pretty easy.
| | 02:13 | You just click where you want to freeze the panes.
| | 02:15 | In this case, below row 3 and to the
right of column A, which makes it B4.
| | 02:21 | When I click in Cell B4, I can go up to the Window menu and
you will notice down near the bottom, I have got Freeze Panes.
| | 02:29 | So I give that a click.
| | 02:30 | Nothing really happens at this point,
but as I scroll down, watch what happens.
| | 02:36 | You can see that the first three rows stay in place,
| | 02:39 | so I totally understand when I get near the bottom here what
these two columns mean even if I scroll over to the right
| | 02:46 | and go past that, you can see I can always see
the month but I can also see the top three rows.
| | 02:54 | So this really helps me understand what I am looking at as I
scroll through this data up and down through it, left and right.
| | 03:01 | My panes are always frozen according to the
cell I clicked and in this case, it was B4.
| | 03:05 | So as I scroll all the way back up to the top,
I can see where I clicked here in Cell B4.
| | 03:10 | Now, when you are done with that, you don't want to freeze panes
anymore, you do the exact same thing you did to turn it on.
| | 03:16 | You go up to the Window menu and this time, it will say
Unfreeze Panes, and when you do that, now when you scroll down,
| | 03:23 | you will notice that those top three rows disappear.
| | 03:27 | Same thing when we scroll off to the
right, I don't see the months anymore,
| | 03:31 | very handy tool for scrolling through lots and lots of data.
| | 03:35 | Now, another option is to split your window in two or even four,
so if there are certain areas where you want to stay focused
| | 03:42 | on while scrolling through other areas,
you can do that, and it's called Splitting.
| | 03:47 | You may have noticed from the Window
menu that split was another option.
| | 03:51 | If we click on Split, you can see what happens, my screen
is split here in four now because I was in Cell B4.
| | 04:00 | If I go up to the Window menu, I
can come down to remove that split.
| | 04:04 | And all it means now is kind of like having two sheets on my
page that I can scroll through, independent of each other.
| | 04:12 | But I am going to come down here a little bit further.
| | 04:14 | I am going to go to row 10 here in column A and instead of going
up to Window and selecting Split, you also have the ability
| | 04:22 | if you look at your scrollbar here, there are some Split
buttons that you can use here in the top right corner as well
| | 04:29 | as the bottom right corner here for a vertical split.
| | 04:32 | So if I click and drag, you can see I can split wherever I want.
| | 04:35 | If I want to split right down here, I have now
got two windows in two different scrollbars.
| | 04:41 | I am going to move that over to about the
center here so you can really see the effect.
| | 04:45 | So you can see how I am scrolling through
the sheet independent of each other.
| | 04:52 | I can also use this Split option to split it in four now.
| | 04:57 | I am going to come down close to the center.
| | 04:59 | Now, I can scroll up and down through the section.
| | 05:03 | I can go right or left through that section, independent
of these other sections that I can scroll through
| | 05:12 | and see four different areas of my
spreadsheet all at the same time.
| | 05:16 | Now, when I go up to the Window menu, you will notice that Remove
Split appears here now because I have used the Split function.
| | 05:23 | Whether you choose to use the Split function from the Window
menu or from the scrollbars, here's how you remove them.
| | 05:29 | Click Remove Split or just simply drag those
Split buttons back to their original locations.
| | 05:36 | So two different options, if you have got much more data than
you can see on one screen, freezing panes can be very handy
| | 05:42 | when you need to see labels and text as well as
splitting allowing you to scroll through different areas
| | 05:48 | of your sheet simultaneously but independent of each other.
| | Collapse this transcript |
| AutoCorrect options| 00:00 | OK, it's time to talk about something
we touched on a couple of lessons ago
| | 00:03 | in the previous chapter when we were working with hyperlinks.
| | 00:06 | I am talking about AutoCorrect.
| | 00:09 | If you have ever been working on a sheet and started
typing in some data and you know you made a mistake
| | 00:14 | and you go back to fix that mistake and there is no mistake.
| | 00:18 | It would like it's been fixed for you. Well
probably what that was, was AutoCorrect kicking in.
| | 00:24 | AutoCorrect is going to do certain things by default
like capitalize the names of days of the week
| | 00:30 | or capitalize the first word in the
sentence if it recognizes a period.
| | 00:34 | If you accidentally hold down the Shift key too long
and you get two capitals at the beginning of a word,
| | 00:40 | it will fix that second letter, putting it lower
case so that you have only got one capital.
| | 00:44 | So if you went back to fix any of those
mistakes, they would be fixed for you.
| | 00:48 | We saw when we were working with hyperlinks for example,
| | 00:50 | that if we type in a web address www.something automatically a
hyperlink is created for us, that is another AutoCorrect default.
| | 01:00 | So we are going to explore those defaults and show
you how you can change the settings to your liking.
| | 01:05 | To do that we are going to create a brand new workbook, so I am
going to click the New button up here on the Standard toolbar.
| | 01:11 | I have got a blank sheet in front of me.
| | 01:13 | Now, I am just going to zoom in to 150% so it's a
little bit easier for you to see what I am typing.
| | 01:19 | We are just going to experiment with a couple of things.
| | 01:22 | Let's type in a web address, we have seen this before.
www.lynda.com. When I hit Return you can see that it's turned
| | 01:30 | into that hyperlink and just below the www is this
little drop-down representing the AutoCorrect Options.
| | 01:37 | Here is where I can go to undo that hyperlink, stop
doing it automatically or access the AutoCorrect Options.
| | 01:44 | We are going to do that momentarily,
but let's try a couple of others.
| | 01:47 | I am going to click down here in cell A3 and I am
just going to type in monday with a lower case m. Now
| | 01:55 | when I hit Return look what happens,
it's capitalized automatically for me.
| | 02:00 | Okay let's type in TUesday but, a capital
T and a U e-s-d-a-y and hit Return.
| | 02:07 | Notice that that second capital is fixed for us.
| | 02:11 | Let's try something else, how about the word Receive.
| | 02:14 | I am going to forget the I before E except
after C row and I am going to do I E the E
| | 02:21 | and hit Return, look at that it got fixed up for me.
| | 02:24 | So AutoCorrect is kicking in here
with a few defaults as well as list
| | 02:29 | of items commonly made typos that
will get fixed for you automatically.
| | 02:33 | The neat thing is you can add your own
or take out the ones that bother you.
| | 02:37 | So to get to the AutoCorrect Options
we can go up to our Excel Preferences.
| | 02:42 | So from here click Preferences and find AutoCorrect
or if we go up to the Tools menu here you will notice
| | 02:48 | that AutoCorrect is down here in that top section.
| | 02:51 | Clicking AutoCorrect actually opens up the Excel
Preferences and you will find AutoCorrect right in here
| | 02:56 | in the Authoring section, so let's give it a click.
| | 02:59 | So here is what we saw happening a moment ago, replace Internet
and Network pass with Hyperlinks that's happening by default.
| | 03:06 | Now if you don't like that, no problem you just
deselect the checkbox and it will never happen again.
| | 03:12 | But I don't mind that one, I am going to
leave it on, correct two initial capitals.
| | 03:16 | Now that's a good one because sometimes you just hold that Shift
key a little bit too long and it will fix up those mistakes
| | 03:23 | for you, but if there are occasions
where you need initial capitals,
| | 03:26 | you can either turn it off or leave
it on and setup some exceptions.
| | 03:31 | If you click on Exceptions just below
here is where you can type things in.
| | 03:35 | Notice that I have got a couple already like DR with an
S, that's my initial so it was DRs something or other.
| | 03:42 | I have got IDs short for Identifications, so those will not be
corrected for me and you could add whatever you wanted in here.
| | 03:52 | Clicking the Add button, means that that will never
get fixed again when you click OK, it's locked in.
| | 03:58 | Same thing goes for capitalizing the first letter of sentences.
| | 04:01 | Now we don't type too many sentences in Microsoft Excel.
| | 04:04 | Remember AutoCorrect is shared by the other applications
in the Office Suite so if you are in Microsoft World
| | 04:10 | or PowerPoint for example this is a little more useful.
| | 04:13 | But if for some reason you did have to type in a lengthy piece
of text as soon as you hit a Period, Excel is going to recognize
| | 04:20 | that Period and try to capitalize the next word.
| | 04:23 | Now sometimes you don't want that to happen,
| | 04:25 | so if we click Exceptions here you can see
there is actually a whole bunch in here already.
| | 04:30 | And they are just abbreviations.
| | 04:33 | So you can see as we scroll down for
example, February short form with a period,
| | 04:38 | the next word will not be capitalized
after that because it's been added.
| | 04:42 | And of course just like the other you can add your
own just by coming in here and maybe DR like so
| | 04:50 | where it will not require capitalization after that
| | 04:53 | so I click the Add button it gets added to
the list, I click OK and it's locked in.
| | 04:58 | We will test these out in a moment.
| | 05:00 | Capitalized names of days you can see is selected by default
| | 05:04 | and of course you can turn any of
this off by clicking their checkboxes.
| | 05:07 | Replace text as you type so its happening as we type,
we saw as soon as we type something in and hit Return
| | 05:13 | or move on to the next word it gets fixed
for us, that's because this is turned on.
| | 05:17 | If we don't want that to happen and we want
to be prompted we can deselect this checkbox,
| | 05:23 | but I kind of like it just going along fixing things for
me as I type, meaning I have less work after the fact.
| | 05:30 | Now down below is that list I was talking
about. You can see if I type in, for example,
| | 05:34 | lower case c in round brackets (c) so
I am going to get the copyright symbol.
| | 05:38 | We talked about inserting special characters or
symbols in a previous lesson but this is another way.
| | 05:43 | (TM) in round brackets is going
to give me my trademark symbol.
| | 05:46 | And then down below you can see I have
got a number of other comment typos.
| | 05:51 | Typing the word about with two Bs gets fixed, as we scroll
| | 05:55 | down you can see it's an alphabetical
list and it goes on and on and on.
| | 05:59 | Now if I come in here in the Replace field and type in REC,
| | 06:02 | it's going to take me to that location
here in my list and look at that.
| | 06:09 | Receive is one that we just tested out I have just
scrolled past it and that's okay we scroll back down.
| | 06:16 | And there it is right there.
| | 06:18 | And a couple of different ways to spell it
incorrectly each time it will be replaced
| | 06:22 | with the correct spelling of the word Receive.
| | 06:25 | Now let's add our own and sometimes you
can use this to act as a little shortcut.
| | 06:30 | For example, if you don't like typing your name every time
and you use it quite often as you are working in Excel,
| | 06:35 | you might want to replace the initials with your full name or
the name of a company that can go on and on if you keep having
| | 06:42 | to reuse that and type the full thing in, create a shortcut here.
| | 06:46 | I am just going to do my name, I
am going to type in DR like that.
| | 06:49 | And in the width field here I am going to type
in David Rivers the way I wanted to up here.
| | 06:55 | And when I click Add it gets added alphabetically
to the Ds, I am going to click OK and test this out.
| | 07:01 | So let's come down here we will type in DR and I can
hit the Spacebar or hit Return either way I am going
| | 07:08 | to see my full name up here, nice little shortcut.
| | 07:11 | So there you have some of the AutoCorrect
options you have at your disposal.
| | 07:16 | AutoCorrect is a nice little feature that's going to find some
common typos and also create a little shortcut for you here
| | 07:22 | and there to save your time when it
comes to proofing your documents.
| | 07:26 | Of course AutoCorrect is not going to find everything.
| | 07:29 | So in the next lesson we will take a
look at the built-in Spellchecker.
| | Collapse this transcript |
| Checking spelling| 00:00 | You know, it really doesn't matter
what application you are using.
| | 00:03 | If you are entering text and you are making spelling
mistakes or typos, it could be embarrassing.
| | 00:09 | What the good news is Microsoft Excel has a built-in
spellchecker, it's the same spellchecker that's shared
| | 00:15 | by the other applications in the Microsoft Office suite.
| | 00:18 | So when you use a spellchecker here in
Excel, it's going to look very much the same
| | 00:22 | as using the spellchecker in Word and PowerPoint for example.
| | 00:26 | And what's really cool is you can customize the dictionary.
| | 00:30 | And when you do that, there is one dictionary being shared
by all the applications, that means when you add something
| | 00:35 | to the dictionary here in Excel, it will be there
when you use it in Word and PowerPoint as well.
| | 00:40 | You will see this in a moment.
| | 00:41 | We are going to run the spellchecker on an existing workbook, so
if you have got the exercise files and you want to follow along,
| | 00:48 | go to the Lesson 8 folder and open up Store
Inventory 1 and you will have what I have.
| | 00:53 | You can see this workbook actually has two sheets,
Store A and Store B, very similar data in each.
| | 00:59 | I am going to go to Store A and I am going to click
on Cell A1 just to make sure that Cell A1 is selected.
| | 01:06 | When we run the spellchecker, it's automatically going
to check the entire sheet, so it's one sheet at a time,
| | 01:12 | we will have to go to Store B to run the spellchecker again.
| | 01:15 | And the other thing that happens is it starts checking
form the top-down or from the left to the right,
| | 01:23 | depending on whether or not we are going by row or column.
| | 01:26 | You will see this in a moment.
| | 01:27 | So by clicking in Cell A1, we know we are
going to cover everything on our sheet.
| | 01:32 | Next, we go up to the Tools menu and right
at the top is where you will find spelling.
| | 01:37 | Clicking Spelling does two things.
| | 01:39 | Well, first thing is it launches the spellchecker.
| | 01:42 | It kicks into gear and goes to the first occurrence
of something it does not recognize in the dictionary.
| | 01:47 | In this case, it happens to be Lynda.com.
| | 01:50 | The other thing that happens is this dialog box
appears with a number of fields and options or buttons.
| | 01:57 | So right away, you can see Lynda.com is
not really a spelling mistake, is it?
| | 02:01 | It's just simply not in the dictionary.
| | 02:04 | So our options are as follows, some of these
buttons are available to us, some are not.
| | 02:08 | We can't change it because there are no suggestions down below.
| | 02:12 | But what we could do is just ignore that knowing it's not a
spelling mistake, problem is if Lynda.com appears anywhere else
| | 02:19 | in the sheet, it will stop there again asking us to do something.
| | 02:23 | So the other option is to choose Ignore All, it will
ignore all occurrences of Lynda.com just this one time now.
| | 02:30 | The next time we open this workbook and run the
spellchecker, again, it will stop at Lynda.com.
| | 02:36 | So the third option is probably our best option
and that is to add Lynda.com to the dictionary.
| | 02:42 | Clicking the Add button will add it to the dictionary file
called Custom Dictionary and here is the path where it exists.
| | 02:49 | So on your hard drive, under Users, your
own self, under Library, Preferences,
| | 02:53 | Microsoft Office 2008 and then there it is, Custom Dictionary.
| | 02:57 | It's important to be able to see this path because if you wanted
to, you could actually edit or even remove that custom dictionary
| | 03:04 | if it's filled up with entries that don't belong for example.
| | 03:08 | We will do that in a moment as well.
| | 03:10 | Also, before we add it to the dictionary, notice that
all we suggest is checked off, at least for me it is.
| | 03:15 | This is the default.
| | 03:16 | If you've changed that, it may not be checked off.
| | 03:19 | But that's why we will see suggestions appear down here.
| | 03:22 | If you don't like getting suggestions, you can turn that off.
| | 03:24 | And you could also choose to ignore uppercase words.
| | 03:27 | Sometimes when everything is in uppercase, it's not recognized
in the dictionary and will show up as a spelling mistake,
| | 03:34 | so we can choose to ignore uppercase,
but I am going to leave it on.
| | 03:37 | So let's go to our Add button to add Lynda.com.
| | 03:40 | Clicking it adds it to the dictionary,
so it will never stop at Lynda.com again.
| | 03:45 | Next problem is the word Vanila I can see here in Cell
C6 which is highlighted, not in dictionary, Vanila.
| | 03:52 | And there are those suggestions we are talking about known
as the Change To Vanilla is the most likely change to be made
| | 04:00 | and that's why it appears here in Change To field.
| | 04:04 | So our options now are to ignore that
or ignore it every time it finds Vanila.
| | 04:10 | Change it to whatever is in the Change To field
here, Vanilla, or change every occurrence of Vanilla.
| | 04:16 | And if I look through the sheet, I do see the
word Vanila show up again here with Royal.
| | 04:21 | Look down here, only one l again.
| | 04:26 | So maybe, it would be good just to save
some time not having to change each one
| | 04:29 | by clicking the Change button to just change them all.
| | 04:33 | That can be dangerous if you don't want to change
every occurrence of a word, but in this case,
| | 04:37 | the world Vanila should not exist on its own
like that, it should be spelled with two ls.
| | 04:42 | So I am going to click Change All.
| | 04:44 | So it's going to change them all,
which means it won't stop their again.
| | 04:48 | Now, you may not see those changes right
now but Microsoft Excel will fix them.
| | 04:53 | Wholewheat is the next one and you
can see it appears here in Cell C9,
| | 04:57 | either it should be whole-wheat or two
words, it's up to us what we choose.
| | 05:03 | If I want it to be two words, I click down here on
the suggestion, that pops it into the Change To field
| | 05:08 | and now I can select Change or Change
All, and I am going to choose Change All.
| | 05:13 | Buttercream appears as one word.
| | 05:15 | In this case, maybe I do want Buttercream to appear, that's
the way we spell it in our company, it's all one word.
| | 05:21 | So again, I could add that to the dictionary or
just say ignore every occurrence of Buttercream.
| | 05:25 | All one word. And when I do that, it's done.
| | 05:29 | If you look down here in my sheet, look at the
word Vanilla, it has been fixed up with two ls.
| | 05:35 | The spell-check is completed, it didn't find
anything else it didn't recognize in the dictionary,
| | 05:41 | which of course means you never have
to proofread your sheets right.
| | 05:45 | Well, not quite, you may use the wrong
word and proofreading is still important.
| | 05:50 | For example, if you use the word Where when it
should be spelled Wear, well that's not really going
| | 05:58 | to be found in the dictionary but it is the wrong word.
| | 06:03 | So I am going to click OK and I am done.
| | 06:06 | Now, I will have to repeat that for Store B by going to
that sheet, going up to Tools, going down to Spelling.
| | 06:13 | Now, watch what happens when I click Spelling.
| | 06:16 | Notice it goes right to Vanilla, it skips over Lynda.com.
| | 06:19 | Lynda.com is now in the dictionary.
| | 06:22 | I am going to click Cancel and I am just going to switch
over to a finder here because I have opened up a window
| | 06:29 | and you can see I have already gone to the
location here under Microsoft Office 2008.
| | 06:34 | There is our custom dictionary.
| | 06:36 | And really, there is only Lynda.com in there right now.
| | 06:39 | If I was to right-click or just control-click
if you have got the single-button mouse
| | 06:44 | on custom dictionary, I could move this to the trash.
| | 06:48 | When I do that, I am starting trash,
meaning that it will find Lynda.com.
| | 06:53 | Now, I am going to minimize that and go
back to Excel and I am going to click
| | 06:57 | on Cell A1 here in Store B and go up to Tools and Spelling.
| | 07:03 | Notice, it's actually not recognizing B. If I ignore that, there
is Lynda.com, so it didn't recognize Lynda.com because I erased
| | 07:11 | or moved that custom dictionary to the trash.
| | 07:15 | If I click the Add button though, you might think
oh, it's not going to be able to add it to anything.
| | 07:19 | Clicking the Add button actually creates the customs
dictionary file and adds Lynda.com at the same time.
| | 07:25 | I am going to click Cancel, move back to Store A
and now, you know all about checking your spelling.
| | Collapse this transcript |
| Other reference tools| 00:00 | I am sure you realize that Microsoft Excel is part of the
Microsoft Office Suite of applications and all that means is
| | 00:07 | that some of the reference tools you have access to
and would use more frequently in Word or PowerPoint
| | 00:13 | for example are also available to you here in Excel.
| | 00:17 | So Reference tool is like the thesaurus, the dictionary,
there is web searching and Microsoft Encarta available
| | 00:25 | to you if you have got an Internet connection.
| | 00:27 | Those reference tools you might use more frequently in those
other applications can still be accessed here in Excel.
| | 00:33 | So this lesson we are going to look at some of those
reference tools and a couple of different ways to use them.
| | 00:38 | You can see I have still got a workbook open here called
ECP forecast 1, I opened this up a couple lessons ago
| | 00:45 | and if you still have it open you have been following
along, great; if you have closed it or if you have skipped
| | 00:50 | to this lesson and you have got the exercise
files you will find it in the Lesson 8 folder.
| | 00:55 | I am going to show you first of all that you
can access the reference tools by clicking
| | 00:59 | on the Reference Tools button here in your toolbox.
| | 01:02 | Doing that opens up a whole bunch of different reference tools
and you can see for me I have got translation currently open here
| | 01:09 | and web search but I can click the little triangles
to collapse or expand any of these at anytime.
| | 01:15 | So I am going to start with Translation here.
| | 01:19 | You can see we can actually translate from one
language to another so if I have got a word selected,
| | 01:24 | I could go from German let's say to Spanish or back to English if
I wanted to just by clicking the dropdowns but nothing is showing
| | 01:32 | up in here and if I collapse this and go up to
the Thesaurus, nothing shows up here either.
| | 01:38 | That's because I haven't typed in a word up here in
my search field and really if the word already exists
| | 01:45 | in my actual sheet here in the workbook
why would I want to type it in up there.
| | 01:49 | Well that's the second way to access your Reference Tools.
| | 01:52 | I am going to leave the Thesaurus open right now and go up to
cell A2 so if I click on A2 you can see it's actually a bunch
| | 02:01 | of merged cells where my Eat-Cake Sales Forecast title appears.
| | 02:05 | I am going to double-click to get inside the cell and now I
am actually going to select the word "Forecast" and I am going
| | 02:11 | to just double-click on the word "Forecast" itself.
| | 02:15 | Now I am going to access the Reference Tools a different way.
| | 02:18 | I am going to go up to the Tools menu and come down to Thesaurus.
| | 02:22 | What that's going to do is automatically open up the Thesaurus
here under Reference Tools and insert the word that's selected
| | 02:29 | in this case Forecast showing me the meanings, I
have got a verb and a noun and synonyms down below.
| | 02:36 | Now if I look at the title Eat-Cake Sales Forecast in this case
it's a noun, it's not a verb so I am going to click on the noun
| | 02:43 | down below which gives me a number of different synonyms
and maybe I should be using a different word than Forecast.
| | 02:49 | Although I do have forecast numbers, I also have actuals
in here so maybe it's better to put in an estimate.
| | 02:56 | So I am going to click on Estimate.
| | 02:57 | If it's not quite the right word though, you will notice I
will got two buttons. The Insert button will replace forecast
| | 03:03 | with estimate but if I want to look up other
words for the word estimate, I can click Lookup.
| | 03:09 | Now all of a sudden estimate appears up here
in the Search field. I see the meanings, nouns,
| | 03:13 | verbs and down below you can see
the synonyms for the word estimate.
| | 03:19 | So as I scroll down I am thinking maybe estimation is
the better word. I will click on it, choose Insert,
| | 03:26 | Forecast is replaced with Estimation. I have a little bit
of editing to do. I am going to need to capitalize that E
| | 03:32 | so that my title stays consistent and now I
can click anywhere in my sheet to lock that in.
| | 03:38 | So that's our Thesaurus, it's great way to
find the right word when you have got something
| | 03:43 | that might be close but not exactly what you are looking for.
| | 03:46 | I am going to collapse the Thesaurus
now and move down to the dictionary.
| | 03:51 | We will get back to the encyclopedia in a moment.
| | 03:53 | Notice that the word Estimate still shows up here meaning when
I go to dictionary down below the word Estimate is selected here
| | 04:01 | so I don't have to go up to tools
and select dictionary from here.
| | 04:05 | So with Estimate selected I can actually
get some definitions of the word Estimate.
| | 04:10 | Now there is Estimate the verb and Estimate the noun down below.
| | 04:14 | And notice these little triangles mean I can expand and collapse
the various definitions that I see here to zero-in on the one
| | 04:22 | that I am really trying to look up here which is the noun.
| | 04:26 | So that's our dictionary.
| | 04:27 | We also have some other languages.
| | 04:29 | We have got French, German, Japanese and Spanish.
| | 04:32 | This is the standard install so you can
see here I have got some other languages.
| | 04:36 | If I went down to German there should be no results found,
why, well the word Estimate is not in the German dictionary
| | 04:43 | but I could if I had German words in my sheet here look them up.
| | 04:48 | I am going to go back to English though.
| | 04:51 | We already know that there is a translation feature to look
up the equivalence of words from one language to another.
| | 04:58 | We have also got the bilingual dictionary down below so you can
see this is kind of like a translation feature English-to-French
| | 05:05 | and you can see I am getting the results down below.
| | 05:08 | I am going to collapse that and the dictionary and go up to
the Encarta Encyclopedia, this is taking it a step further.
| | 05:16 | Now I have got the word still Estimate is selected but I have
got links that will actually launch my default web browser
| | 05:22 | and take me to Encarta and give me information on the
word Estimate but you can see it appears a number of times
| | 05:29 | under different scenarios, here under population for example.
| | 05:33 | So I am going to go back up to the first one here and click on
Encarta World English dictionary, launches my default browser
| | 05:40 | which happens to be Safari and you
can see the world Estimate here.
| | 05:43 | If I want to hear it, I can click the Play button.
| | 05:46 | There are definitions down below, lots of information on the word
Estimate and you can see I have also got word usage down here.
| | 05:55 | So really if you have to dig deep into
the meaning of a word it's nice to know
| | 05:59 | if you have got an Internet connection,
you have got access to Encarta.
| | 06:03 | I am going to click Safari and quit
it to go back to Microsoft Excel.
| | 06:07 | And I am going to collapse the Encarta encyclopedia
because there is one more option down here, Web Search.
| | 06:13 | So if the dictionary wasn't good enough for
you or Encarta wasn't good enough for you,
| | 06:17 | you can see that we can access online dictionaries here as well.
| | 06:21 | So I have got some information but I
have also got links and when I click
| | 06:24 | on those links again my default browser will
launch and here I am at www.dictionary.com.
| | 06:31 | So there is no way you should go by a single word in your
documents or in your workbooks or in your presentations
| | 06:39 | in PowerPoint without knowing the meaning, you have got so
many options at your disposal and they are all available
| | 06:45 | to you here from the Reference Tools in your toolbox.
| | Collapse this transcript |
| Find and Replace| 00:00 | I think one of my favorite timesaving features in any
application including Microsoft Excel is Find and Replace.
| | 00:07 | I want you to imagine an Excel workbook with multiple sheets and
reams and reams of data and you need to locate a specific piece
| | 00:15 | of that data maybe even replace it with something else and you
are not familiar with the workbook, it could take you forever.
| | 00:21 | Well with Microsoft Excel's Find and
Replace feature it takes an instant.
| | 00:25 | You just say to Excel what you are looking for and it will
find it in a split second or if it needs to be replaced
| | 00:31 | with something you tell Excel what to replace
it with and it happens equally as fast.
| | 00:36 | So on this lesson we are going to
explore Find and Replace in Excel.
| | 00:39 | I am still using my ECP Forecast Workbook here from
the previous lesson but if you jump to this lesson
| | 00:45 | for some reason you want to be all caught up.
| | 00:47 | If you have got the Exercise Files go
find ECPForecast2 in the Lesson8 folder.
| | 00:53 | Open that up you will have exactly what I have
and I am going to click up here in cell A1
| | 00:57 | because that's where I want to start my search.
| | 01:01 | So let's say I want to locate a forecast.
| | 01:04 | I have no idea where it is.
| | 01:05 | Notice that I have got multiple sheets here I don't see the
word Forecast anywhere here on this first screenful of data.
| | 01:12 | But if I go up to my Edit menu I can come down to Find which is
Command+F on the keyboard and this will launch my Find dialog.
| | 01:22 | Notice it's not Replace which is right below.
| | 01:25 | If I just need to locate data not necessarily
replace it with anything Find is what I need.
| | 01:31 | This opens up the Find dialog box.
| | 01:33 | Whatever I happen to be searching for
last will appear on the Find What field
| | 01:37 | but it really doesn't matter if there is anything there or not.
| | 01:39 | It's selected I can type right over it.
| | 01:42 | So I am going to type in the word forecast just like
so, no caps because down below I have got some options.
| | 01:49 | Do I want to search within the sheet or the workbook?
| | 01:53 | Well I am pretty sure it's somewhere in this
entire workbook not necessarily on this sheet.
| | 01:58 | So I am going to make sure that workbook is selected
but if you just want to perform your Find in the sheet
| | 02:03 | that you are looking at currently you would select sheet up here.
| | 02:07 | Do I want to search by rows or columns?
| | 02:09 | Well it really doesn't matter in this case because I am not sure
where it appears if it's in the title or if it's part of data
| | 02:16 | in a row and column but in this case I am clicking right at
the very top, left hand corner of my first sheet in cell A1
| | 02:23 | so it's going to search by rows by default
for me meaning it's going to go left
| | 02:27 | or right then down to the next row and continue on.
| | 02:30 | If I rather go down the column then move over
to the next one I could do it that way as well.
| | 02:35 | Do I want it to look in formulas?
| | 02:37 | You will notice I look in I can look
in formulas values or comments.
| | 02:41 | With formulas selected it's going to find it in formulas as well.
| | 02:45 | So it doesn't mean just in formulas in this case.
| | 02:49 | Do I want to match case?
| | 02:50 | No, if the word Forecast is spelled all uppercase,
all lowercase or just with the F I wanted
| | 02:56 | to find it so I make sure this is not selected.
| | 02:59 | Find Entire Cells Only means that I could be looking
for the word Forecast all by itself in a cell.
| | 03:05 | If Forecast appears with other text or data in a
cell it will be found unless I click this checkbox.
| | 03:12 | So I am going to click Find Next.
| | 03:15 | You can see what happens here nothing really
seems to have happened but if I move this
| | 03:19 | out of the way you can see the word Forecast
that cell right here at cell E3 is selected.
| | 03:24 | If I click Find Next look at that, now we
have moved on to our PivotTable report sheet
| | 03:30 | and I do have a Forecast showing up here as well in cell A4.
| | 03:34 | Now if it's difficult for you to see what cell is selected
look at the columns and look at the row markers here at the A
| | 03:40 | and the 4 are shaded indicating yeah there
it is, with other data channel forecast
| | 03:47 | and that's because I didn't choose to find entire cells only.
| | 03:50 | If I click Find Next you can see I am back to my
first sheet and that's going to loop around like that.
| | 03:57 | So I am going to click Close that's a quick way
for me to just locate data and I am going to click
| | 04:01 | on my source data sheet down here in the bottom left corner.
| | 04:05 | Back up we go to cell A1.
| | 04:07 | Now what if we wanted to replace something with something else?
| | 04:11 | You may have noticed if you have been following
along in previous lessons that the word Retail
| | 04:15 | under Channel here is not really spelled correctly.
Maybe the Speller missed it because it was added
| | 04:21 | to the dictionary, maybe accidentally or on purpose who
knows, but it does appear multiple times and we want
| | 04:27 | to replace retail spelled this way
with retail spelled the right way.
| | 04:32 | So in that case I am going to again click on cell A1, go
up to Edit, but this time I am going to click on Replace
| | 04:39 | and it's really the same dialog box but with an extra field.
| | 04:42 | You can see now I have got to Replace With field.
| | 04:44 | There is Forecast which I looked up last time
but I am going to type right over that Retail.
| | 04:49 | Now because it's spelled with a capital R
I am going to test out this match casing.
| | 04:55 | I am going to type-in retail like so and have it
replaced with Retail with a capital R like so.
| | 05:02 | I wanted to search the entire workbook by rows is fine but I want
to match case and I only wanted to be replaced where it appears
| | 05:11 | by itself in a cell so find entire cells only.
| | 05:14 | Now if I click Find Next look what happens. It moves right
over to cell D4 here so my options are to skip over it,
| | 05:22 | if I didn't want to replace this I just hit Find Next.
| | 05:25 | If I did want to replace it I could click on the Replace button
with will replace it with the word retail, spelled ail on the end,
| | 05:32 | and look for the next occurrence of
retale spelled with ale on the end.
| | 05:36 | So if I click replace that's exactly what happens, it's fixed.
| | 05:40 | If I move this out of the way it's
now moved on to the next one in D11.
| | 05:44 | What seems to me, that every one of these needs to be replaced.
| | 05:48 | I don't need to confirm it so the
other option is to click Replace All.
| | 05:52 | And I want you to time this, see how long it
takes to find every occurrence of retail spelled
| | 05:56 | in correctly and replace it with the correct one.
| | 05:59 | Cell completed it's searching me 12 replacements in a fraction
of a second, way faster than we could have done it ourselves.
| | 06:07 | If you click OK and close up the Replace dialog box and go
down our channel column here you can see retail, retail,
| | 06:15 | retail all the way down is spelled correctly now.
| | 06:19 | That was a very quick find and replace.
| | 06:23 | So Find and Replace feature my favorite as far as timesaving
features go, save yourself a lot of time and a lot of effort
| | 06:31 | in locating specific data and maybe even
replacing that data with something else.
| | Collapse this transcript |
|
|
9. Working with ObjectsInserting text boxes| 00:00 | Alright, I think it's time now to get our creative
thinking caps on because this entire chapter is going
| | 00:05 | to be dedicated to working with objects in Excel.
| | 00:08 | Objects can be text boxes, they can be images like Clip Art and
photographs, they can be WordArt, they can be shapes and so on.
| | 00:17 | And we are going to work with all of those in this
chapter beginning with text boxes in this lesson.
| | 00:22 | One way to get text into your sheets in a workbook here
in Excel is to create a text box and with a text box,
| | 00:29 | you can do things that you can't do
with text that just sits in a cell.
| | 00:32 | There are special effects you can apply.
| | 00:34 | So in this lesson, we will just concentrate on
getting a text box into our sheet and then as we move
| | 00:39 | through the lessons, we will look at ways to format that text.
| | 00:42 | You can see I have already opened up a file here, it's
called specialty 1, you will find that in the Lesson 9 folder
| | 00:48 | of your exercise files, if you have got them.
| | 00:51 | And you can see right now, there is just one
sheet here, we have got our first recipe.
| | 00:54 | There is actually an image on this sheet
and you can see a text box just above it
| | 00:59 | where it says Spinach Artichoke Dip, that is a text box.
| | 01:03 | Over here, we just have cells that are formatted to look
like a text box, but all of these are separate cells.
| | 01:09 | When I come up here and click inside Spinach Artichoke
Dip, you can see I have got handles around the outside,
| | 01:14 | meaning that this is not just a cell, it's
actually a text box placed on the cell.
| | 01:19 | Down below where it says instructions, you can see
that's just text inside of a cell and maybe right below
| | 01:25 | that would be a good place for a text box containing some of
the instructions that we want to lay out for this recipe.
| | 01:31 | Now, because we are going to create a text box, we will be able
to do things like maybe use bullets or numbering if we needed to,
| | 01:37 | things we couldn't do just by entering that
text in a cell and making our row height huge.
| | 01:42 | So to insert a text box, I am just going to click down
here in cell A14 even though I don't have to click there,
| | 01:48 | that's where I want to place this text box
and it's going to help me get an idea
| | 01:52 | about the size of the text box I am about to create.
| | 01:55 | I am going to go up to the Insert menu
and come down to, there it is, text box.
| | 02:00 | And when I click on it, it appears as though nothing
has happened until I move my mouse around on my sheet,
| | 02:05 | you can see that my mouse pointer has
changed to a A and this is my text box cursor,
| | 02:13 | meaning all I have to do now is click
and drag to create the text box.
| | 02:17 | So if I start over here around the left-hand side and I click
and drag across and down to about a box this big and release,
| | 02:26 | look what happens, I now have my text box,
and all I have to do is start typing.
| | 02:31 | So that's exactly what I am going to do.
| | 02:32 | You can type in the following text if you like.
| | 02:35 | There is my instructions.
| | 02:38 | And if I wanted to, I could do things with this text like
format it. We already know that there are ways to format text,
| | 02:45 | we talked about it, the same techniques you would use
when formatting text in the cells in your worksheet.
| | 02:50 | You can also apply to inside of a text box here.
| | 02:53 | But all I am going to do right now is
just kind of size this down a little bit,
| | 02:56 | it doesn't need to be so deep, it's
just about as wide as it should be.
| | 03:00 | So I am going to let go right there.
| | 03:02 | And to move my text box around, I will just go to
the border, not on one of those sizing handles.
| | 03:07 | Here's where I go to change the width, here's where I go
to change both the width and the height and the corner.
| | 03:13 | But when I go in between those handles, I see a four-sided
arrow, meaning I can click and drag this to move it around,
| | 03:19 | so if I wanted it over here, no problem, but I
actually want it here under instructions right up close
| | 03:24 | to the left edge here by my rows and I will release right there.
| | 03:28 | And you could see how close my text comes to the
edge of the box, that's the margin inside the box.
| | 03:34 | And that's some of the formatting that we are
going to talk about in the upcoming lessons.
| | 03:39 | When I click outside the text box, you can also see that
it's got some default characteristic such as this border
| | 03:45 | that goes around the outside is kind of a faded gray.
| | 03:48 | And if I wanted to change that or make it seem like it's
coming off the page, because it's a text box and it's an object,
| | 03:54 | there are certain special effects I can apply as well.
| | 03:57 | We will get into that in future lessons.
| | 03:59 | But for now, you know how to insert your text box into
a sheet in Microsoft Excel, go up to the Insert menu,
| | 04:05 | choose text box, click and drag and type away.
| | Collapse this transcript |
| Copying with text boxes| 00:00 | If you were following along in the previous lesson,
you learned just how easy it is to insert a text box
| | 00:05 | into a sheet in your Microsoft Excel workbook.
| | 00:08 | You've got it in there, you start
typing your text and you are done.
| | 00:11 | A little bit of sizing and moving
around makes it look just right.
| | 00:15 | But what if you've already got the text and you want to copy
it into your text box or better yet remove it from a cell
| | 00:22 | and insert it into the text box so you don't have to retype?
| | 00:26 | Well, in this lesson, we are going to look at a couple
of techniques, one is to take existing text and remove it
| | 00:31 | from a cell and put it into a text box but there is
another shortcut I would like to show you as well.
| | 00:37 | Down here, for example, where it says instructions, well,
this is actually not part of a text box, this is cell A13,
| | 00:43 | meaning there are certain limitations
when it comes to formatting this.
| | 00:47 | So it would be nice if it was in a text box or maybe
inside this text box with the rest of our text.
| | 00:53 | Well, in that case, all we have to do is remove it but instead
of retyping it in the text box, let's just copy it or better
| | 01:00 | yet cut it to remove it from the cell, stick it
in the clipboard until we are ready to paste it.
| | 01:06 | So in this case, all we have to do is double-click in
the cell if we wanted to select a portion of the cell.
| | 01:11 | Now, we could have just selected the entire cell, but in this
case, I want to select the text so you can get used to it.
| | 01:17 | Double-clicking on Instruction selects just that word, it's
the entire content of the cell, but still we have selected it.
| | 01:23 | Now, it's time to take a copy of that and actually
remove it from the existing cell, so we call that cutting
| | 01:30 | and we can do it by do it by going up to the Edit menu.
| | 01:33 | You will notice cut is right up here,
Command+X is the keyboard shortcut.
| | 01:37 | We could also right-click and if you have got a single button
mouse, you can control-click and choose cut right from there.
| | 01:44 | However you like to do it, go ahead
and cut the contents of the cell.
| | 01:48 | It removes it from that cell and now it's waiting to be pasted.
| | 01:52 | So if I click inside my text box now and click up here at the top,
I am going to hit Return on my keyboard just to drop that down
| | 01:59 | and move my cursor back up by hitting the up arrow
and that's where I want to paste the word Instruction.
| | 02:05 | So I can go up to my Paste button, I can go to the Edit
menu and choose Paste from there, Command+V on the keyboard
| | 02:13 | or if you prefer right-click control-click right here in
the spot where it goes and choose Paste right from there.
| | 02:20 | And there is the word Instructions.
| | 02:22 | If I want to leave an extra line, I hit Return and you can
see how the text is actually going past the border of my box.
| | 02:29 | And if I click outside here in an
empty cell, it doesn't look very good.
| | 02:33 | So I am going to click inside the box and I am just going to drag
this border down so that it actually encompasses all of my text,
| | 02:40 | deselect to see the finished product, and that's very nice.
| | 02:44 | But here is another option, maybe we want the
instructions to look like our image up here.
| | 02:48 | This is a text box up here using a different font and the
text box itself is formatted a little bit differently.
| | 02:55 | So what I am actually going to do is click the Undo button
up here and I am going to hit it as many times as it takes
| | 03:01 | to remove the instructions and the extra line.
| | 03:04 | And now, I am going to deselect the text box by clicking out here.
| | 03:08 | Instead, I want a duplicate of this text box
down here with the word Instructions in it.
| | 03:14 | So we click on this text box and that's what we want to copy.
| | 03:17 | We don't want to actually cut this, we want to leave it there.
| | 03:20 | We want to get a copy, so again, the Edit menu, Command+C
or right-click or control-click and choose Copy.
| | 03:25 | I am going to click Copy right here on the Standard toolbar.
| | 03:29 | And I am going to click down here and I am going to paste it.
| | 03:32 | I am going to click the Paste button.
| | 03:34 | And you can see it says Spinach Artichoke Dip down here.
| | 03:38 | I am going to move that so it's right on top of my text box.
| | 03:42 | And I am actually going to size that
out by going to the top right corner
| | 03:45 | until it's lined up with the edge, and that's pretty good.
| | 03:49 | All I have to do now is change it to Instructions.
| | 03:51 | So I click inside, click and drag from the S in
Spinach to the end of Dip and type in Instructions.
| | 03:59 | It's using the same font, it's using
the same formatting for the text box.
| | 04:05 | I click outside to see the end result.
| | 04:07 | And now, I have got some consistency.
| | 04:10 | So that's just one way to borrow from existing text or even
text boxes already in a sheet in your Microsoft Excel workbook.
| | 04:19 | Now, how did we get that text box to be formatted
that way, how do we format the text itself
| | 04:24 | within a text box, that's what we are going to do next.
| | Collapse this transcript |
| Modifying text in a text box| 00:00 | In this lesson, we are going to have a little bit of
fun as we take our work with text boxes a step further.
| | 00:04 | We are going to look at formatting the text box itself
as well as the contents, which happens to be the text.
| | 00:12 | So I am still working with my Specialty
workbook here, if you have been following along.
| | 00:16 | We are going to focus in on this area down below
where we see two text boxes our instructions as well
| | 00:21 | as a box containing the actual instructions, not just the title.
| | 00:25 | Now, if you skip to this lesson and you haven't been
following along and you have got the exercise files,
| | 00:29 | you can get all cut up by opening up
Specialty 3 from the Lesson 9 folder.
| | 00:34 | Now, typically, when I am working with text and formatting it and
getting things to line up nicely, etc., I like to change my view.
| | 00:41 | Right now, we are in normal view and I am
going to switch over to Page Layout View going
| | 00:45 | down to the very bottom left corner here
and clicking on the Page Layout View button.
| | 00:49 | This allows me to see things like my ruler for example.
| | 00:53 | So if you switch to Page Layout View and you don't see the ruler,
| | 00:55 | just go up to your View menu and
make sure that ruler is checked off.
| | 00:59 | So mine is.
| | 01:00 | And I am just going to scroll down so that I am focusing in
on this Instructions area, and this is really two text boxes.
| | 01:07 | If I click on the Instructions, you can see I get a
text box selected here, I have got my title on the inside,
| | 01:13 | it's centered and certain font being used,
and you can see there is some formatting going
| | 01:17 | on with the fill color and the border as well.
| | 01:21 | Now, down below, I am using a different font, a different
font size, the alignment you can see is over here on the left,
| | 01:27 | but these are all things we can manipulate if we wanted to.
| | 01:31 | So if we click inside Instructions and we look up at the very
top here in our Formatting palette under the Font section,
| | 01:38 | we see copperplate is being used and the size is 14 points.
| | 01:42 | So copperplate might be a good font to use
for the actual instructions down below.
| | 01:47 | We may not need to change the size though.
| | 01:49 | So I am going to click not just inside the box, but on the
border of the box so that my cursor is not actually flashing.
| | 01:57 | If I want to make it change to the entire contents of a text box,
| | 02:00 | then I don't want to actually be inside the
text box where I can select pieces of that text.
| | 02:05 | To change everything, I click on the border.
| | 02:07 | Now, I am going to over to my font drop down here, give it
a click and I am going to find that copperplate we just saw.
| | 02:15 | These are all listed alphabetically.
| | 02:16 | So as I come down to copperplate, I see it
right there, that's the one I want to use,
| | 02:21 | it's not gothic bold or light, it's actually just copperplate.
| | 02:24 | So I am going to click on it right here.
| | 02:26 | You can see how it changes the contents of
my entire text box, not just a piece of text.
| | 02:32 | And if I didn't want to make a change to a piece
of text, then I would go inside and select it.
| | 02:36 | So I am going to select these last two lines.
| | 02:39 | Again, in my Formatting palette, I have
got all my font attributes available to me.
| | 02:44 | I am going to click on the Bold, and you can see how that just
bolds out the last two lines for me, not the entire text box,
| | 02:51 | so a couple of options when it comes to formatting.
| | 02:53 | Now, the other thing that we could
do is maybe indent some of these.
| | 02:56 | You can see how, really these are instructions and each line,
except for this one where it says Add Chopped Artichoke Hearts,
| | 03:02 | I don't know it's a little bit hard to read these instructions.
| | 03:05 | So what I might want to do is manipulate things
like the margin, how close it comes to the edge
| | 03:10 | of my text box, I might want to separate lines.
| | 03:13 | So I am going to come in here and I am just going
to hit Return in front of the W in Wash Spinach.
| | 03:19 | I am going to come down to squeeze here, hit Return.
| | 03:22 | I am going to come down to add chopped.
| | 03:24 | You can see what's happening now.
| | 03:26 | My instructions are spreading out and they
are going past the edge of my text box.
| | 03:31 | I am going to hit Return one more
time here and there, there we go.
| | 03:35 | So when I click outside my text box,
it doesn't look very neat, does it?
| | 03:38 | So I am going to go back to the border of the
text box here, click on the text box itself.
| | 03:42 | And now, I am going to go up to Format here or the
Format menu, and I am going to come down to Shape.
| | 03:49 | Now, in this case, the Shape is actually a text box and I
can see that I have got text box here down the left-hand side
| | 03:56 | and I can select it and do other things I might
not be able to do from the Formatting palette.
| | 04:01 | Well, I can adjust vertical alignment from my formatting
palette, not in the Font section but under Alignment and Spacing.
| | 04:08 | You can see I have got some options down here like AutoFit,
resize shape to fit text, that might be a good one.
| | 04:14 | As soon as I click on that Radio button, look what happens.
| | 04:17 | My text box border has grown to accommodate
that new set of blank lines I just entered.
| | 04:22 | I also have the ability to change the margins.
| | 04:25 | You can see how close it comes to the left
side of my text box, I can bump that up.
| | 04:28 | I am going to go up to point 2 here.
| | 04:30 | Same thing for the right, I don't want to get in too
close to that margin, it should be even on both sides.
| | 04:35 | And if I move this out of the way, you can see
how close it does get to the top and the bottom.
| | 04:39 | So I might to increase those margins as well.
| | 04:41 | They are only 0.05, so I am going to bump that
up to 0.1 for the top and 0.1 for the bottom.
| | 04:48 | Of course, I could come in here and
just type in the value if I wanted to.
| | 04:51 | But with those changes made, you can see I was able to
change the actual look and feel of the text box itself.
| | 04:57 | Clicking OK locks that in and I will
deselect by clicking on a blank cell here
| | 05:01 | to see the end result, very nice, a little easier to read.
| | 05:05 | Alright, let's go back to the border of our text box.
| | 05:07 | Click on that, make sure that there
is no cursor flashing on the inside.
| | 05:10 | And let's do some formatting to the box itself, not the contents
but the box just like we see up here where we have got a shade.
| | 05:18 | Maybe this shade of page would look nice on the inside for
example and bring it off the page with a shadow perhaps.
| | 05:24 | Well, these are all things we can do with
other sections of our Formatting palette.
| | 05:28 | If I come down here for example to Size, Rotation
and Ordering, I have got some options for alignment,
| | 05:35 | arranging and grouping things, but really everything is
in its place so I don't need to worry too much about this.
| | 05:39 | But if I wanted an exact height and
width, well, here's where I go to do that.
| | 05:44 | So the height, I want it to be exactly 2.
| | 05:46 | I am going to come in here and highlight
the 6'1" and put in a 7' there.
| | 05:50 | The width, I am going to make it exactly
4, just to make it nice and even.
| | 05:55 | And when I hit my Tab key or Return, it's going to
lock that in and that's the new size of my text box.
| | 06:01 | So I am going to collapse that section now.
| | 06:03 | And let's have some fun with Colors, Weights and Fills.
| | 06:06 | When I come down to this section, here is where
I can fill out my text box with a certain color.
| | 06:10 | I am going to try and match this color here.
| | 06:12 | So I click the color drop down and I am going
to go to this page right here, background 2.
| | 06:17 | And you can see that looks nice.
| | 06:19 | It's more consistent.
| | 06:21 | It really has the theme now of my entire sheet.
| | 06:24 | I like what I have done there.
| | 06:25 | Other options include the transparency of that fill,
if I want to able to see through it, I can do that.
| | 06:30 | Now, there is nothing in behind there so making transparency
really doesn't have an effect on the end result here.
| | 06:36 | So I am going to have it at 0 transparency in the end.
| | 06:40 | The line color though I can change and the
line style, maybe I would like to see that line
| | 06:45 | around the outside be a different color
like maybe standout with black for example.
| | 06:50 | And with that, I can change the style, thickness.
| | 06:52 | I can go to something very heavy.
| | 06:54 | I have got some double and triple lines down below.
| | 06:56 | But I am just going to go down to
this 1.1 here, give that a click.
| | 07:01 | I have also got some options for dashes and stars and dots.
| | 07:07 | I am going to leave it just the way it is,
nice and solid, that's the first choice.
| | 07:10 | And if I wanted to change the weight
manually here, I could do that as well,
| | 07:14 | I could bump it up to two points just by using my arrows.
| | 07:17 | You can see how much darker that looks.
| | 07:18 | I am going to bring it down to 1.5 actually.
| | 07:22 | I can do a transparency on the line going
around the outside as well but I am going
| | 07:26 | to leave it as 0 for that as we move on to the shadow.
| | 07:31 | This is what brings it off the page.
| | 07:32 | We have to check the Shadow box to turn that on.
| | 07:35 | You can see the default shadow appearing around the
outside, that's based on the angle that's selected here.
| | 07:40 | We can move that around and we can really see the
effects of the rotation if we increase the distance
| | 07:46 | of our shadow from our object, right now set to 3 points.
| | 07:50 | I can bump that up.
| | 07:51 | And as I bump it up, you can see it moving
further and further away from the text box itself.
| | 07:56 | And now, when I move my angle, you can see the
effects of that as the -- sun we're moving.
| | 08:02 | So I am going to bump that back down
now, that's too much at 13 points.
| | 08:05 | I am going to go down to 6.
| | 08:07 | I am going to add a blur though for effect.
| | 08:10 | This is going to make it a little bit more
realistic, you could see how it's blurred.
| | 08:13 | And the transparency is already set for me, but I can
increase that to just give it a very realistic effect.
| | 08:20 | I am going to go to 70% just like that.
| | 08:22 | Now, it's probably something I would want
to do for my Instructions text box as well.
| | 08:27 | So you can see the angle is 310 degrees, the style
is outer, the color is black, the distance 6 points.
| | 08:35 | So if I come up to this box, turn on the
shadow, I am going to change this to 310,
| | 08:42 | outer, good, the distance, I'll make it 6 points.
| | 08:45 | We will add some blur and some transparency as well to that.
| | 08:50 | Let's bring it to 70.
| | 08:53 | And if I click down here, I see that
right on the border of the text box.
| | 08:59 | My blur is 28 points.
| | 09:01 | So I want to match that up with this one
as well, just bump that down slightly.
| | 09:06 | Here we go.
| | 09:06 | Everything matches up when I deselect
them, you can see the effect.
| | 09:10 | The only thing missing from the Instructions
text box is that border.
| | 09:13 | So if I wanted to, I could add that as well, come up to my fill
and line section here and change my line style to that 1.5 point.
| | 09:25 | We want it to be black.
| | 09:28 | That's good.
| | 09:29 | We want it to be a solid line.
| | 09:31 | That is selected as well.
| | 09:32 | Now, deselect to see the end result, very cool.
| | 09:35 | So you can see the effects of making a few changes to the
contents of a text box but as well to the text box itself.
| | 09:42 | Now, we also have Borders and Shading options here.
| | 09:45 | So if I wanted to, but these really apply
to cells, I do have some shading patterns
| | 09:50 | and colors I could try to use in there as well.
| | 09:52 | But really, you want to stick to some of these options
that we have been playing with for alignment and spacing.
| | 09:58 | We also do have some other options though.
| | 10:00 | If we click on a text box and hold down our
Command key, now click right on the border,
| | 10:05 | hold down your Command key and click on the Instructions text box.
| | 10:08 | Now, whatever we do, we can do to
both text boxes at the same time.
| | 10:12 | So this is nice.
| | 10:13 | For example, I am going to collapse the Colors, Weights and Fills
as well as that Size, Rotation and Ordering, go down to Shadow.
| | 10:22 | And if we want to make sure the shadows were exactly the
same, then you know we would select both of them like that.
| | 10:27 | If we want to change the angle of both at the same
time, we could do that with them both selected.
| | 10:32 | But we can also go into some cool things like reflections.
| | 10:35 | If you turn the Reflection on now, you can see the reflection by
default showing up down below, but of course, we can adjust that,
| | 10:42 | we can adjust Transparency, make it more or less
transparent, change the Size, I am going to bring it way down.
| | 10:49 | So we just get a bit of a reflection.
| | 10:51 | And then, the Distance is away from the text box.
| | 10:54 | You can see I am separating it by dragging to
the right, that's kind of neat right there.
| | 11:00 | I'll close up the Reflection section, there we go.
| | 11:03 | And one last thing, Quick Styles and Effects, so if I
wanted to just do some quick formatting instead of going
| | 11:08 | through all the stuff I just did, I could come
in here and choose from some Quick Styles.
| | 11:13 | You can see I have also got some quick Shadows, Glows.
| | 11:16 | There is Reflections, some 3D Effects.
| | 11:18 | And I can even do some Text Transformations if I wanted to.
| | 11:22 | But none of these apply to the type of text box I am working with.
| | 11:26 | However, if I did want to change maybe the
formatting quickly to something like this,
| | 11:30 | you can see how it affects both of my text boxes.
| | 11:33 | I am going to click Undo because I kind of like what I have
here that all of these settings that I have adjusted myself.
| | 11:40 | But you can use any of these if you wanted to, it's
a quick way to format and add reflections and so on.
| | 11:46 | So some of the options that we adjusted
manually, you have some quick options here
| | 11:51 | under Reflections, for example Glows, Shadows and so on.
| | 11:55 | I am going to collapse that up as well as my page setup.
| | 11:58 | I'll leave the Font section open.
| | 12:00 | I will deselect by clicking outside here in a blank cell.
| | 12:03 | The only thing I might want to do is increase the
size of this by going to the top right corner just
| | 12:08 | so it lines up a little bit better with my lower box.
| | 12:11 | That looks great.
| | 12:12 | I've got some good-looking text inside a good-looking text box.
| | Collapse this transcript |
| Creating bulleted and numbered lists in a text box| 00:00 |
One of the things you are not able to use
when working with text inside cells in a sheet
| | 00:05 |
in your Microsoft Excel workbook
is automatic bullets and numbering.
| | 00:09 |
However, if that text resides inside a text box, you can
use bullets and numbering and because it's automatic,
| | 00:15 |
when you start adding or removing lines, the numbering is
automatically adjusted for you, same thing with the bullets.
| | 00:21 |
In this lesson, we are going to take text that's inside a
text box and apply some bullets and numbering to that text.
| | 00:28 |
The text I am talking about is inside our
specialty or recipe sheet here under Instructions,
| | 00:34 |
and we are still using the same file from the previous lessons
so if you have been following along, this is where we are going.
| | 00:40 |
However, if you jumped to this lesson for some reason and you
have got the exercise files and you would like to follow along,
| | 00:45 |
going to the Lesson 9 folder and open up Specialty4.
You will have exactly what I have here.
| | 00:50 |
Now, inside here where we have got instructions,
we in a previous lesson added some blank lines
| | 00:55 |
in here to make it a little bit easier to read.
| | 00:58 |
But a better option probably would have
been to use bullets or even some numbering.
| | 01:02 |
So the first thing I am going to do is just click inside my
Instructions and I am going to take out those blank lines,
| | 01:07 |
so clicking on a blank line, I will hit my Delete
key here just above the cursor keys for each line.
| | 01:13 |
We will take those out.
| | 01:14 |
Notice how the text box is sizing itself down appropriately.
| | 01:18 |
Those last two lines will leave down there.
| | 01:20 |
They are not really part of the instructions.
| | 01:22 |
So what we are going to do now is select all of this text and
I am going to do it from the End here by clicking and dragging
| | 01:29 |
after the period over to the left and all
the way up to highlight the first line.
| | 01:34 |
With all of that text selected, we can now apply bullets
or numbering to that text, and here is how we do it.
| | 01:40 |
We go up to the Format menu down to text, notice
Command+1 is the keyboard shortcut for that.
| | 01:46 |
And this opens up our Format Text dialog box.
| | 01:50 |
And one of the options over here under the
Categories List is bullets and numbering.
| | 01:54 |
So I am going to click on Bullets and Numbering,
and you can see I have got a Bullets button
| | 01:58 |
and a Numbering button up here depending on what I want to use.
| | 02:01 |
So if I wanted to use bullets, I just simply
click on the Bullet style of my choice.
| | 02:05 |
If I want these little squares, I click
on it, you can see what happens down here.
| | 02:10 |
The bullets are added to the lines and it's looking
for a return, that's why you see the second last line,
| | 02:16 |
there is no bullet in front of ingredients because
that's part of the previous line of text, perfect.
| | 02:21 |
If I want to check marks or dots, I could do that as well.
| | 02:25 |
I can adjust those bullets.
| | 02:27 |
Notice that the color is set automatically
and that's according to the text itself.
| | 02:31 |
But if I want to choose a different color, maybe this
blue for example or maybe a dark brown would work better,
| | 02:37 |
you can see how it just changes the color,
very hard to see but it's subtle and it's nice.
| | 02:42 |
I can also change the size of the bullet.
| | 02:44 |
Right now, it's the same size as my text,
in other words, 100% of the text size.
| | 02:50 |
Now, the font size will determine the bullet size unless
we come in here and change it from 100% to something else.
| | 02:56 |
So if we wanted bigger bullets, we can hit the up arrow and the
bullets will grow or we can come in here and just type in a value
| | 03:03 |
like 120% and I hit Return, everything is locked in and you can
see the bullets are a little bit bigger and they've changed.
| | 03:11 |
Now, my text is still selected, that's good.
| | 03:13 |
Maybe numbering would be better when
we are talking about instructions.
| | 03:16 |
So let's go back up to Format and down to text,
or if you prefer Command+1 on your keyboard.
| | 03:22 |
We will go back to the Bullets and Numbering
section and change over to numbering now.
| | 03:27 |
So you can see I have got different numbering schemes here as
well. 123, 123 with periods, with round brackets, inside circles.
| | 03:35 |
I could use a lettering if I prefer abc,
upper or lower case, again with the brackets.
| | 03:41 |
I have got some Roman numerals here as well.
| | 03:43 |
And just by clicking on these, I see the end result.
| | 03:46 |
And I like this because something else is happening here.
| | 03:48 |
Not only do I see the numbering, but I also
get an indent from the number to the text.
| | 03:54 |
And you can see how it works with item #4 here because my
line wraps around to the next line, it's nicely indented,
| | 04:01 |
maybe with periods would look better, yeah I like that.
| | 04:04 |
The size is still set to 120% and the color is dark brown.
| | 04:08 |
I might knock this down to 100%.
| | 04:11 |
I am going to click and drag over
my 118 here, I am just typing 100.
| | 04:15 |
I am going to hit Tab this time to lock that in, see the end
result, because I can also change the number it starts at.
| | 04:22 |
If I wanted it to start at 2, you could see
how the numbering is automatic down here, to 3,
| | 04:28 |
and I see the samples up here what that's going to look like.
| | 04:30 |
Of course, I could come in here and just type
in the number, and it really should be 1.
| | 04:34 |
So when I am done, I click OK and it's locked in.
| | 04:38 |
I will deselect my text box by clicking out here
in an empty cell to show you the end result.
| | 04:44 |
That looks good right there.
| | 04:45 |
Those instructions make a little bit more
sense, a little bit easier to read as well.
| | 04:49 |
So keep in mind, you have got automatic Bullets and Numbering.
| | 04:52 |
If I was to come in here and take out step #2, all of
the numbers would fix themselves to number accordingly.
| | 04:58 |
So I don't have to do it.
| | 04:59 |
That's the advantage of using automatic
Bullets and Numbering over doing it yourself.
| | 05:03 |
| | 05:04 |
| | Collapse this transcript |
| Working with shapes| 00:00 | In this lesson, we are going to explore yet another way you
can add some visual excitement to your workbooks in Excel.
| | 00:06 | We have done a pretty good job so far in this
chapter with text boxes and some special effects,
| | 00:11 | but in this lesson we are going to talk about adding shapes.
| | 00:14 | So let's say that our spinach artichoke
dip recipe here as we look
| | 00:18 | at the ingredients is what we would
call one of our heart-healthy choices.
| | 00:22 | Let's create a little logo with some text in it to indicate
that this recipe is one of those recipes that's good for you.
| | 00:28 | Now if you skip to this lesson and you haven't been
following along and you have got the exercise files,
| | 00:32 | you can get all caught up by going to the Lesson 9 folder and
opening up specialty file, you will have exactly what I have here
| | 00:38 | on my screen and this might be a good spot for
us to put in that logo we are about to create.
| | 00:43 | Now to access shapes, there are a
couple of different things we can do.
| | 00:46 | We can go up to the Insert menu and go down to object, all
that's going to do is open up our Object palette over here
| | 00:53 | in our toolbox, so it's the equivalent of clicking the
second button over here, so I am going to click on it to open
| | 00:59 | up my Object palette which has four categories on its own.
| | 01:02 | We have got shapes, Clip Art, there is where we get those special
characters or symbols we talked about in a previous lesson
| | 01:09 | and here is where we can access actual photos.
| | 01:12 | Now down below with shape selected, the default is to display
all shapes, however if you have used the Object palette
| | 01:18 | and you have narrowed it down do to a specific
category, that category will show up here.
| | 01:23 | Check out the categories.
| | 01:24 | We can narrow it down to just rectangular
shapes by clicking rectangles or if we want
| | 01:29 | to see basic shapes, we can click on Basic Shapes.
| | 01:32 | I am going to go down to Stars and Banners.
| | 01:36 | If I go back to all shapes at the top, I see all of those
shapes together in one pane and you can see the default size
| | 01:43 | of those little images or what we
could call thumbnails of those shapes.
| | 01:48 | I can adjust that if I wanted to, to make them smaller so
I can see more just by clicking and dragging the slider.
| | 01:54 | As I go all away to the left, I still can't see all
of them so I am going to drag it up to a decent size
| | 02:00 | where I can still see what the shape is and
notice that there are 160 items altogether.
| | 02:06 | Now for our heart-healthy choice recipe here,
maybe it would make sense to have a heart in there.
| | 02:11 | I am going to go to my categories drop-down and choose basic
shapes, I am sure enough that's where I find my heart shape.
| | 02:17 | To get that onto my sheet, I just click and drag it over.
| | 02:22 | When I release, notice the plus sign, I am
copying it from my Object palette onto my sheet.
| | 02:27 | Now it's going to take on the characteristics of the
actual workbook so if there is a certain theme being used,
| | 02:32 | it will take on those characteristics, but we can change that.
| | 02:36 | I am going to click and drag from the bottom right corner to
make this heart bigger and let's like make it tall and skinny,
| | 02:42 | short and wide and I am going to make it just about as big as
my text box as far as the height goes over here on the left.
| | 02:49 | Now it's time to modify this.
| | 02:51 | I am going to go back to the Formatting
palette now and if you don't have Quick Styles
| | 02:56 | and Effects already open up make sure it is expanded.
| | 02:58 | We can do all kinds of things in here.
| | 03:00 | We can go into colors and weights and
choose our own color if we wanted to.
| | 03:05 | We could add some line effects, transparency, shadows,
reflections and so on, but under Quick Styles and Effects,
| | 03:11 | we have a fast and easy way to format our shape.
| | 03:13 | So I am going to click on this one here
which is an intense effect Accent 2
| | 03:16 | and you can see it almost makes this
three dimensional, that's very cool.
| | 03:21 | I could have done all that myself, but it's
much faster to come in here and do that.
| | 03:25 | So now when I click outside the shape
here in my sheet, I see the end result.
| | 03:30 | Now let's add another shape on top, maybe
a little banner that we can type some text
| | 03:33 | in to indicate this is our heart-healthy choice.
| | 03:36 | So we will go back to our Object
palette and this time the category
| | 03:41 | that we will choose from the drop-down is stars and banners.
| | 03:43 | We have got lots to choose from here but stars and
banners does contain some options that would be great
| | 03:48 | for inserting text like this one here the wave.
| | 03:51 | So I am going to click and drag that one inside
just over here to the left of my heart and release.
| | 03:57 | So I see the default size and I see those characteristics again
that were selected based on the theme that I am going to click
| | 04:04 | and drag from the bottom corner across so that this
banner goes right across the heart, just like so.
| | 04:10 | And you can see I have also got these little yellow
handles to adjust the shape if I want more of a curve,
| | 04:15 | I can drag this little diamond down and the further down
it goes the more wavy it becomes, the further up it goes,
| | 04:23 | the more it becomes like a rectangle, so I am
going to go right to about the center there.
| | 04:28 | I can also adjust where the bend is by going down to this
little yellow marker, click and drag it and you can see,
| | 04:34 | I get a little bit of a perspective there on that, kind of liked
it right where it was in the middle, so we will leave it there.
| | 04:41 | Now we can change the effects of that as well for example
the brown that we see here is probably not the best,
| | 04:48 | I am going to go back to my Formatting palette and under Quick
Styles and Effects, I can also use these to apply to my banner.
| | 04:55 | So I am going to scroll down, see if there is
anything down there and now I will scroll back up,
| | 05:01 | till I see something like maybe this
one right here, this looks pretty good.
| | 05:05 | Colored outline, Accent 2 goes with my heart, so I will click
on it and sure enough I get that nice looking banner, perfect.
| | 05:12 | Now with the banner still selected, all you have
to do is start typing if you want text in there.
| | 05:17 | You don't have to click anywhere, just start typing so I am going
to type in heart healthy option, how about that, just like so.
| | 05:29 | Now the default text style and fonts
and alignment, etc, shows up.
| | 05:34 | Notice that I have got my alignment and spacing
section open up here as well as my font.
| | 05:38 | I can change the font here.
| | 05:40 | Of course if you are going to do that you
will want to select your text or highlight it.
| | 05:43 | So from the end here after option, I am
going to click and drag to the beginning
| | 05:46 | so it's all selected, I am going to change the font.
| | 05:50 | Let's go to something that's a little more flamboyant, perhaps.
| | 05:54 | So I am going to scroll down through this
list using my wheel mouse but we can just move
| | 06:00 | down to the bottom of the list and I will scroll for you.
| | 06:03 | Until we find something like this one
here, I would like to see the handwriting.
| | 06:08 | When I click on that, that looks pretty good but I
might want to change the color, maybe to a dark red,
| | 06:13 | so I am going to go up to my font section
here and choose that crimson, I like that.
| | 06:18 | It should be centered I think.
| | 06:20 | Let's center it horizontally and
vertically inside our shape, that's perfect.
| | 06:25 | And if we wanted some special effects, we can come
down to Quick Styles and Effects if we needed to.
| | 06:30 | We also have these text transformations that I kind of like if
we wanted it to flow perhaps just like it does inside the shape.
| | 06:37 | So if I was to click on one of these perhaps that
would work but you can see it's not all that great
| | 06:42 | and I have some adjustments to make here to get the curve.
| | 06:45 | Now, I am just going to click on Do and Undo again to get
it centered nicely and if I wanted to bump that up maybe
| | 06:52 | in size a little bit I could click my slider button
here and drag it to the right till I get a good size.
| | 06:58 | That might be too big, yeah let's go down
to about 16 and see what that looks like.
| | 07:07 | That's good right there.
| | 07:08 | And now let's see the end result
by clicking outside of our shape.
| | 07:11 | Look at that heart-healthy option with the
banner going across our heart looks great.
| | 07:17 | Now if we want to make this all one shape we could do that.
| | 07:21 | All we have to do is make sure that both
shapes are selected, so I click on my heart,
| | 07:25 | hold down my Command key and click on the banner.
| | 07:28 | It gets selected now and if I wanted to I can
make this one by merging the two together.
| | 07:35 | Of course now I am going to need a different section of my
Formatting palette so not the font section or the alignment,
| | 07:42 | so I am going to close those up or collapse them.
| | 07:44 | Collapse my Quick Styles and Effects.
| | 07:47 | Size rotation and ordering though has some options.
| | 07:51 | For aligning, distributing, arranging right now
everything is distributed and arranged properly.
| | 07:57 | I think things are lined up nicely as well but this one over
here the Grouping button allows me to group those together
| | 08:03 | and they become one object which is nice if I want to move
everything maybe over a little bit to the left I can go
| | 08:10 | up to the border here click and drag and
notice everything moves together as one object.
| | 08:15 | I will deselect to see the end results and there we go.
| | 08:18 | So you can see how working with shapes can
really add some possess to your Excel workbooks.
| | 08:23 | Experiment with the many shapes and the many
effects that you can apply to those shapes.
| | Collapse this transcript |
| Adding and adjusting images| 00:00 | Now they say that a picture is worth a thousand words, so in
this lesson we are going to discuss how you can add pictures
| | 00:07 | to your workbooks to save you from typing a thousand words.
| | 00:11 | You can see I am still working with my recipe here
| | 00:14 | and if you have been following along we
are going to continue to use this file.
| | 00:18 | If you have skipped to this lesson though and you have got the
Exercise Files you will find Specialty 6 in the Lesson9 folder
| | 00:24 | and if you open that up you will have exactly what
I have here and you will see that as we scroll
| | 00:29 | up to the top here we already have an actual picture
which happens to be a photo here right on our first sheet.
| | 00:36 | So there is a couple of different ways we can insert pictures,
one way is from the Insert menu and you can see down below
| | 00:42 | under Picture, we can insert Clip Art or it could be From File.
| | 00:46 | We also have down below shapes like we did in the
previous lesson, org charts and even Wordart.
| | 00:52 | We will get to those a little bit later on in this chapter.
| | 00:54 | Right now we are going to focus on Clip Art and From File.
| | 00:59 | Now if we deselect this menu by clicking
in our sheet any old place
| | 01:03 | and go over to our toolbox and click on our Objects palette.
| | 01:08 | Well if we look at the other options here besides our Shapes
that we talked about in the previous lesson, we also have Clip Art
| | 01:14 | and if I click on Clip Art, you are going to see some images.
| | 01:17 | And we also have this option over here which is Photos.
| | 01:21 | And photos you can see there are some built-in
photos that come with our actual application
| | 01:27 | and then there maybe others that
you have stored in there as well.
| | 01:30 | So we can access it from there but we can also go browsing for
them too and we are going to check out that scenario in a minute.
| | 01:37 | So let's go back to Clip Art here and let's say we
wanted to bring in maybe some Clip Art or some food.
| | 01:42 | Well we have got all of our images listed here. Some of them
are food images and you can see some of them are very snazzy
| | 01:49 | and others are more cartoonish, as we scroll back up to the top
though we can narrow down that search by going to the categories
| | 01:56 | and if I wanted to go to Food and Dining
I could actually access those food
| | 02:01 | and dining Clip Art images quickly and
easily by selecting that category.
| | 02:05 | So maybe a glass of wine would look nice in this
worksheet so I am going to click and drag it over
| | 02:10 | and when I release you can see the actual size and
behind my object palette, so I am just going to go back
| | 02:16 | to the Formatting palette here and just kind of drag
that over the way so you can see my glass of wine.
| | 02:21 | And of course I can size that down if I
want it to by dragging one of the corners,
| | 02:26 | move that over here to the right and
that looks kind of cool, doesn't it.
| | 02:29 | So that's just a Clip Art image and of course when we click on
an image and it's selected there is a lot of things we can do
| | 02:35 | with that under the Formatting palette so all of the
things we have been talking about when it comes to working
| | 02:42 | with other objects also apply here except that because this is an
image you can see in the picture section of my Formatting palette
| | 02:48 | which has now appeared we have got some options for re-coloring
and cropping I could change the shape of this actual image,
| | 02:56 | choose a color that's going to be transparent for example.
| | 02:58 | If I drag this glass of wine over you can see
there is some transparent areas in here already.
| | 03:04 | It's just a glass of wine itself that's not transparent and if I
want to choose a transparent color I could click on the button,
| | 03:11 | come into my image, click on the
color that I want to make transparent.
| | 03:15 | You can see now I kind of see through
the glass itself as well kind of neat.
| | 03:19 | We will do more of this in a moment
when we open up another image.
| | 03:22 | This is just a Clip Art image that's more like a photograph.
| | 03:26 | So we can do other things to like adjust its brightness,
make it brighter or darker using the brightness slider.
| | 03:32 | We also have the ability to adjust the contrast
so as we go further to the right you can see
| | 03:39 | when I let go my contrast is changed
I have got more contrast there.
| | 03:44 | Going all the way to the left which is a super
exaggeration my contrast now you can see is almost gone,
| | 03:50 | it's kind of a gray image.
| | 03:52 | So I am going to leave it around in the middle here.
| | 03:55 | Just did about 3%.
| | 03:57 | Transparency can also be adjusted using the transparency slider.
| | 04:01 | We can make this almost disappear if we want
it to of course dragging this all the way
| | 04:05 | to the right would mean it's a 100% transparent or invisible.
| | 04:09 | So we don't want to do that I am going to bring it all the
way to the left and because it's 0 I can see the full image.
| | 04:15 | Perfect, well now I am thinking maybe we don't really need that
so to remove an image with it selected just hit your Delete key
| | 04:22 | on the keyboard of your Cursor key, it's gone.
| | 04:25 | And let's work with a different kind of image now.
| | 04:28 | This image over here under spinach artichoke dip is a nice
image and I am going to click on it and hit my Delete key.
| | 04:35 | So I have removed that I am going to put my own
image in here which happens to be the same image
| | 04:39 | but we are going to make it look a lot different.
| | 04:42 | So the other way to insert an image is from the Insert menu.
| | 04:44 | We will go down to picture and this time select from file.
| | 04:49 | And we will navigate to the Lesson9 folder
because I do have a recipe pick in here
| | 04:53 | and notice that's it's a jpeg we can insert
png files and gifts and tiffs and so on.
| | 05:00 | But this one happens to be a jpeg so when we click
the Insert button it's actually inserted over here
| | 05:05 | on the right that's were my cursor was
and I am going to drag it into place.
| | 05:09 | You can see I can just move it into place and we have got
exactly what we had a moment ago before we deleted that.
| | 05:14 | But we are going to make some changes to
this so it looks a whole lot different.
| | 05:18 | I am going to drag it up here so it's nice and close
to the title at the top and deselect, there we go.
| | 05:23 | It's almost overlapping.
| | 05:25 | Alright with it selected watch over here on the Formatting
Palette on the right again we get our picture section showing up
| | 05:31 | and we are going to do a couple of
things like change the shape I like this.
| | 05:35 | Right now the image itself is a rectangle but if we change the
shape to something like a circle for example, watch what happens.
| | 05:43 | It's the same image you can see the border still a
rectangle but the image itself is now turned into this oval
| | 05:50 | which means I can size that if I want it to by clicking and
dragging corners, sides, just push it in if I need it to.
| | 05:57 | I am going to leave it out just a little
bit like that and drag it into the center.
| | 06:01 | So that's kind of cool we can change the
shape and all those shapes that we talked
| | 06:04 | about in the previous lesson they all appear down
here so we can choose any of these if we want it to.
| | 06:09 | So I am going to leave it as a circle here but
we are going to do a little bit more formatting.
| | 06:14 | Let's go to the Effects button now.
| | 06:16 | Look at the effects that we get when
we choose the Effects button.
| | 06:20 | Image effects shows up, over here on the left we have
got all kinds of distortion effects, stylized effects,
| | 06:26 | color adjustments, color effects, blurs and there is more.
| | 06:30 | These little triangles mean I can click here to collapse a
section if I want to be able to see some of the other options
| | 06:35 | down below like sharpen and halftone effects.
| | 06:38 | So let's say that I wanted to create
a distortion with this image,
| | 06:43 | well I can change my center point and currently bump distortion.
| | 06:47 | It's a very first distortion effect and that's why when I move
this you can see I am moving the bump in the bump distortion.
| | 06:54 | Of course if I go to something else like a pinch distortion it's
the opposite but I too can change the center point for that.
| | 07:01 | There is Vortex, there is Twirl and of course when we
move our center point we can change the effect totally.
| | 07:09 | Some of them will also have sliders down below so
I can change the radius for this particular one.
| | 07:14 | Bring it right back to its original state and the angle as
well, so if I want to twist it the other way we can, very cool.
| | 07:23 | But none of these really would apply to our scenario so
let's go down to stylize and make sure that that's expanded.
| | 07:30 | Look at some of the different stylize
effects like bloom is kind of cool.
| | 07:34 | Crystallize, crystallize right now makes it very difficult to
tell what this image is but we can change the radius as well
| | 07:40 | to make those pixels bigger or smaller
and that's a new effect right there.
| | 07:46 | We have got edge work, edges I would
encourage you to experiment with some of these.
| | 07:52 | I kind of like gloom pixel 8 and our pointer lies,
| | 07:57 | spotlights kind of need we can change the
light point just by dragging this around.
| | 08:02 | And then we have got brightness that
can be brighter or not so bright.
| | 08:07 | The concentration, concentrate on an area
where we move that light point to or expand it.
| | 08:14 | And of course the light can be different colors
too if we want to make it a warmer color we can go
| | 08:18 | to a red you can see in the background the effect that that has.
| | 08:22 | I am going to close out my color
palettes and go down to color adjustments
| | 08:27 | so we can get the color controls if we
want to just simply adjust the color.
| | 08:30 | Now notice that in the Formatting palette
we do have our brightness contrast
| | 08:34 | and transparency sliders we also have brightness and contrast
as well as saturation down here so we can adjust the amount
| | 08:41 | of color, how vivid this becomes and you can see
as I go to the right I increase the saturation,
| | 08:47 | going to the left taking the color
out makes it a black and white image.
| | 08:51 | So I am going to increase the saturation a little bit, take
down the brightness and bring up the contrast just slightly
| | 09:00 | to have a totally different effect from the same image.
| | 09:03 | We have exposure adjustments, gamma adjustments, hues.
| | 09:07 | We have got color effects down below, invert colors to get
a negative effect, posterize, false colors kind of meet
| | 09:14 | where we can choose two different colors and you can see
the default colors give us that CP effect but we can click
| | 09:21 | on these color boxes to choose totally
different colors if we wanted to.
| | 09:25 | And I go down to the second box, and when I close this
| | 09:29 | up by clicking the top left you can
see that's a totally different effect.
| | 09:33 | None of these are locked until we hit the
OK button down here so we can try these out.
| | 09:37 | There are some blurs as well, motion blurs, zoom blurs kind of
need and can change the point doesn't really apply to food here
| | 09:45 | but we can also increase or decrease the amount
of blur just by clicking and dragging our slider.
| | 09:51 | So imagine an image of maybe an autumn would be
perhaps you can make it look like it's moving.
| | 09:56 | Sharpen, half tone effects all kinds to choose
from here. Like I say, flip through these, experiment
| | 10:02 | and see if there is anything you like,
experiment with the sliders and the effects.
| | 10:06 | I am just going to click Cancel down here
so we don't need any of those effects.
| | 10:10 | We still have our circular shape so we are going to go
down now to Quick Styles and Effects and I want to go
| | 10:16 | over to this one 3D effects because there are
some neat 3 dimensional effects that we can apply.
| | 10:21 | As we click on these our image which is kind of
circular in nature takes on those attributes.
| | 10:27 | You can see I have got that bewailed edges, some with
perspective, as I scroll down and lots to choose from
| | 10:34 | and I am going to experiment with these
until I find one that really suits.
| | 10:39 | I like that one right there, it's kind of neat, maybe
something that's lying a little bit flatter, like so too flat,
| | 10:48 | lots to choose from and it's just a matter of trial and
error until you find some of the ones that you like.
| | 10:54 | And that's kind of neat right there.
| | 10:56 | We can also rotate this image by going
to the handle above the top middle handle
| | 11:00 | and we see that rotation icon means we can turn this on this
side if we wanted to and I am just going to turn it to a point
| | 11:08 | where it makes sense easier to look at
right there and when I deselect by clicking
| | 11:16 | in an empty cell you will see the end result.
| | 11:19 | So that's kind of cool, lots you can do with images whether
it's Clip Art image or a photo that you navigate it to somewhere
| | 11:27 | on your hard drive, you can import images of course from
iPhoto and you can get them off your camera and bring them
| | 11:34 | into your Excel workbooks to really add some
visual interest and some excitement to your work.
| | Collapse this transcript |
| Adding SmartArt graphics| 00:00 |
Well continuing on the theme here of inserting
objects into our Microsoft Excel workbooks
| | 00:05 |
to make them look exciting or add visual interest.
| | 00:08 |
In this lesson, we are going to explore
something that's really cool, SmartArt Graphics.
| | 00:13 |
SmartArt Graphics are graphics with built-in intelligence.
| | 00:16 |
Think of an org chart for example where you are
adding boxes for the various positions in a company,
| | 00:22 |
when you start entering data inside the box, if the
data that you are entering is too big to fit in a box,
| | 00:27 |
automatically Excel will shrink down the font so that it does.
| | 00:31 |
Not only that, it will shrink down the font for
the other boxes, so that you have some consistency
| | 00:36 |
and they look the same, that's the intelligence.
| | 00:39 |
So in this lesson using our recipe here we are going to
build a SmartArt Graphic that shows a process or a flow.
| | 00:45 |
And there are all kinds of SmartArt graphics to choose from.
| | 00:48 |
Once you have got it in there, the possibilities are
endless when it comes to formatting the SmartArt.
| | 00:54 |
So we are still working with our recipe here from
previous lessons, if you have been following along,
| | 00:58 |
we are going to move down to the bottom of this first page.
| | 01:02 |
If for some reason you have skipped to this lesson though and you
do have the exercise files and you would like to follow along,
| | 01:07 |
you can get all caught up by going to the
Lesson 9 folder and opening up specialty 7.
| | 01:12 |
Now down here at the bottom underneath are instructions,
| | 01:15 |
let's put in a SmartArt Graphic that
kind of illustrates those instructions.
| | 01:18 |
So sometimes it easier to see a diagram
than it is just to read text.
| | 01:23 |
So to access SmartArt Graphics, we go to our Elements
Gallery up here and click on the SmartArt Graphics tab,
| | 01:29 |
this expands the SmartArt Graphics area and you can
see there are quite a few categories to choose from.
| | 01:34 |
We have got lists, processes, cycles there is hierarchy,
if I click on any one of these I see thumbnails
| | 01:41 |
for the different kinds of SmartArt
Graphics I can create under that category.
| | 01:45 |
For example, there is my organizational chart.
| | 01:48 |
We can show relationships, we have matrixes, pyramids.
| | 01:52 |
I am going to go back to process because in here it's
probably where we are going to find the one that we need
| | 01:58 |
to show the process of creating this masterpiece recipe of ours.
| | 02:03 |
Now you may also notice that you have got one or more screenfuls
of thumbnails to choose from using my screen resolution
| | 02:11 |
and the size of my window, it looks like I have got 6 full
screens of process type SmartArt Graphics to choose from
| | 02:18 |
and I can scroll through them using the arrows left to right.
| | 02:21 |
Also as you hover over some of these, you
will see information over here about the name
| | 02:25 |
of the graphic as well as a brief description down below.
| | 02:29 |
So as I move back to the first screenful here,
look at this first one here this is a basic process
| | 02:34 |
and it says shows progression in a task or workflow down here.
| | 02:38 |
If I move over to the next one that's in Accent Process
shows a progression in a task or workflow as well.
| | 02:45 |
Here's another one Picture Accent
Process If I want to use pictures.
| | 02:49 |
Here's an alternating flow, Continuous Block Process.
| | 02:53 |
Over here is a Continuous Arrow Process.
| | 02:56 |
Let's try one of these, I am going to go to our Continuous
Block Process and just click on it once and when I do
| | 03:02 |
that something opens up down below, a text pane
as well as the actual SmartArt Graphic itself.
| | 03:09 |
In the text pane is where I can actually enter the contents, so
for example here if I was to move this by going up to the border
| | 03:17 |
of my SmartArt Graphic when I see the four sided
arrow, it's going to move it down a little bit
| | 03:22 |
so that I can actually see the instructions,
I am going to move my text pane down as well.
| | 03:27 |
So here you can see we have actually
got 5 steps in our instructions
| | 03:31 |
and we could have a graphical representation
of that by entering it here.
| | 03:35 |
So where it says text here at the very first text line,
I am going click, notice that the box is now selected,
| | 03:40 |
the first text box and I am going to
just type in "chop" to keep it simple.
| | 03:46 |
You know "chop" just fits perfectly inside
that box, I will go down to the next one.
| | 03:51 |
Here is "wash," here is where we wash
the spinach, blanch in the boiling water.
| | 03:56 |
And I click in the next one, here is where we squeeze.
| | 04:00 |
Now this word is a little bit bigger, isn't it?
| | 04:02 |
So as I type in squeeze, look how it's running out
of space here in the box, continue to type in squeeze
| | 04:10 |
and now it's actually shrinking down the font, not just for
that box but for the other, so I have got a consistent look
| | 04:15 |
and feel that's the built-in intelligence here.
| | 04:19 |
Now I need some more boxes here I need a couple of more, so
I can just hit Return after squeeze and it adds a new one,
| | 04:25 |
now let's have everything squished
together so it fits nice and neat.
| | 04:28 |
So down here is where I add, I am going to type in ingredients,
you need to use these two lines there, that's perfect
| | 04:40 |
and then I am going to hit Return and just type in Process.
| | 04:46 |
Now anytime you are done with the text pane itself and you
will know as you can do indenting, so demoting and promoting
| | 04:52 |
if you want to have sublevels like a bulleted
list or numbered list, you can do that.
| | 04:57 |
You can also come to these buttons if you needed to add
or remove any of these items, we were just hitting Return
| | 05:03 |
after the last one and you can hit your Return key after
any of these to add a new box, see it gets added in between,
| | 05:09 |
but you can also remove using the Remove
button or add using the Add button.
| | 05:13 |
When you are done with the text pane, you can actually close
it up and it kind of hides up here in the top left corner
| | 05:19 |
where you can always access it again by clicking to
open it up, but we don't need the text pane any longer.
| | 05:25 |
Now we just need to move this into position, which
is actually going to be down below our instructions.
| | 05:30 |
I am going to scroll down to make sure that
that's fitting at the bottom of the page
| | 05:34 |
and you can see it's kind of overlapping onto the next page.
| | 05:37 |
So unlike in the other object, we can actually size this
down, if we go to the corners, there are not handles
| | 05:42 |
but there are little dots there to represent the same abilities
having handles and that's to click and drag to squeeze that down,
| | 05:50 |
making it smaller the four-sided arrow I can move it back up.
| | 05:53 |
Now it's all fitting up here nice and neatly underneath my
instructions, if I scroll up, maybe I want to stretch it out,
| | 06:01 |
I can go to the right side just like I would with any
other object and that's how it stretches out everything,
| | 06:07 |
so it fits nice and neat and always looks right.
| | 06:10 |
I am going to center it here below these two and
maybe even give it a little more height there we go.
| | 06:16 |
So you might think you are done and you could be done, but if
you are not satisfied with the look well then we still have all
| | 06:23 |
of these options over here under SmartArt Graphic styles.
| | 06:26 |
We have got a Styles and the Colors tab.
| | 06:29 |
So if we want to change this to a more intense 3D
effect, we can come down here and give a click,
| | 06:34 |
you can see how it gives us 3 dimensions
kind of like our heart up here.
| | 06:38 |
And you can experiment with some of these until you find the
one you are looking for, there is quite a few to choose from,
| | 06:43 |
some of them have bevels, perspective that's kind of cool.
| | 06:47 |
I like that 3D one right up here, that's cool right there.
| | 06:51 |
Now the color scheme doesn't really go with the rest of our
sheet here in our workbook, so we can go to the Colors tab
| | 06:57 |
and choose different color schemes, so if we wanted to
choose colorful we got different colors now being used,
| | 07:04 |
I like that one, at least for our scenario, I do.
| | 07:07 |
That's not bad, but difficult to read some of those and I try
some of these out until we see the one that suits our needs best
| | 07:15 |
and of course we can scroll down to
see shades of different colors as well.
| | 07:20 |
I am going to scroll up to this pinky one here,
see what that looks like, that kind of fits nicely
| | 07:28 |
and everything is legible, I can read all of the contents.
| | 07:31 |
When I am done, I click outside the selected box
to deselect it and there is my SmartArt Graphic.
| | 07:38 |
Now you can always go back to make changes to look and feel
but also to the contents, all I have to do is click inside,
| | 07:46 |
get your text box back by clicking in the top left corner if it
doesn't fit, the text pane will show up wherever it does fit
| | 07:53 |
and you can come in here and change your data if you needed to.
| | 07:56 |
When you are done close it up, deselect by clicking
outside the SmartArt Graphic and you are done.
| | 08:01 |
If you are not going to use any further SmartArt
Graphics you might want to collapse the Elements Gallery
| | 08:07 |
by clicking the same tab you click
to access the SmartArt Graphics,
| | 08:11 |
it gives you a little more room to play on your screen as well.
| | 08:13 |
| | 08:14 |
| | Collapse this transcript |
| Adding WordArt| 00:00 | If you have been following along in this chapter
you know it's been all about getting different kinds
| | 00:04 | of objects into our Microsoft Excel workbook.
| | 00:07 | This is to add some excitement, some visual interest.
| | 00:10 | We worked with text and we worked with graphics
and now it's time to put those two together
| | 00:14 | and create some graphical looking text also known as WordArt.
| | 00:19 | Now WordArt did originate in the Microsoft Word application
hence the name but because Word and Excel are both part
| | 00:25 | of the Microsoft Office suite of applications
we have quick and easy access to WordArt right
| | 00:31 | from within our Excel Workbook and
that's exactly what we are going to do.
| | 00:34 | So I am going to scroll up to the very top still working
with my recipe workbook here from previous lessons.
| | 00:41 | If you have been following along we are just going to move up
to the very top left corner here where we see recipe number one.
| | 00:47 | If for some reason you have skipped to this lesson and you
do have the exercise files you can get all cut up by going
| | 00:52 | to the lesson 9 folder and opening up special
T8.excel sx you will have what I have.
| | 00:59 | Now recipe one up here is just regular old text inserted into
cell A1, it's got a larger size 28 points you can see the name
| | 01:07 | of the font and no special attribute so we could
spice that up by going into our Formatting palette
| | 01:12 | and making a few changes or we can turn it into WordArt.
| | 01:16 | Now when you insert WordArt you can either type
in your text or you can take existing text,
| | 01:22 | copy it and paste it into your WordArt and
that's what we are going to do in this scenario.
| | 01:26 | Since we have already got the text we can double click to get
inside, we will click and drag over the text from right to left
| | 01:33 | or left to right it's upto you and I am not
actually going to copy it, I am going to cut it.
| | 01:38 | That way I am going to remove it from cell A1 and then
I can paste it when I have got my WordArt on screen.
| | 01:44 | So the shortcut for cutting is Command X, you can hold
down your Command key and hit the letter X or you can go
| | 01:51 | up to the edit menu and choose Cut right from there.
| | 01:53 | So that removes it from cell A1.
| | 01:56 | Now it's sitting in memory waiting to be pasted so I am
going to click out here in an empty cell and now it's time
| | 02:01 | to insert our WordArt and we have got easy access to it right
from the Elements Gallery here, the last tab is the WordArt tab
| | 02:08 | so we can give that a click and you will notice
that we have got two categories 2D and 3D styles.
| | 02:14 | 2D styles should be selected by default and we have got a number
of thumbnails here that we can hover over just shows us the name
| | 02:21 | and you will see it right up here WordArt style 1, 2, 3, etc. And
the thumbnail representation shows us kind of what that's going
| | 02:30 | to look like using the characteristics of what you see
in the thumbnail itself and I could scroll through these,
| | 02:37 | there's quite a few to choose from
here some of them have special effects
| | 02:40 | like reflections, ingredients and different color schemes.
| | 02:43 | Of course all of that can be changed as well, we have got some 3D
styles, I make it look cool, you can see a lot of those as well.
| | 02:51 | But I am going to go back to the 2D styles and I am going to
go to this one over here which happens to be WordArt style 15.
| | 03:00 | And when I click on this look what happens, WordArt gets inserted
right here in the middle of my sheet and it says Your Text Here.
| | 03:08 | Those words Your Text Here are actually selected
so I could start typing right over that.
| | 03:13 | So I could start typing recipe number 1 but since I cut it a
moment ago I can actually just paste it in here do a Command V
| | 03:21 | on the keyboard or click the Paste button, even go up to the
edit menu and choose Paste from there it's up to you but as soon
| | 03:27 | as you do that that text that was selected is replaced
with recipe number 1 and now I can just move that.
| | 03:34 | I am going to go to the boarder like I
would with any other object and just move it
| | 03:38 | over here where you can see it a little better.
| | 03:40 | I might not have quite enough room so I am going to go between
the one and the two here on my rows, I am going to click
| | 03:46 | and drag that down slightly and I
also don't need this header area.
| | 03:49 | So I am going to go up just to the left on the ruler, you will
need to be viewing your rulers, if not, go up to the View menu,
| | 03:55 | make sure that ruler is checked off and I am going
to just decrease by clicking on the ruler here
| | 04:01 | when I see the double arrow I am going to
change my top margin and I am also going
| | 04:06 | to change the header margin to be much smaller.
| | 04:09 | And this just gives me a little bit more room to play with here.
| | 04:12 | I can drag down row 1 to make it a little bit taller.
| | 04:15 | And you can see that's affecting
some of the graphics on my sheet,
| | 04:19 | that's okay because I can move those down just by selecting them.
| | 04:22 | Click and drag, I am going to drag this guy down to what
we created little bit earlier on, maybe I will go further,
| | 04:31 | same thing here and now I have got the space for my title.
| | 04:35 | And that's this WordArt over here and of course when I
click on it just like any other object it's got handles,
| | 04:40 | I can go to the border, click and drag to move it around
and of course I can make changes to the formatting.
| | 04:47 | I have got the default style from WordArt style
15 here but I can change the font if I wanted to,
| | 04:53 | change it to something that's a little bit
more extravagant maybe this guy right here
| | 05:00 | and of course you can experiment with
those until you find one that you like.
| | 05:03 | I am going to go to this Baskerville1 down
here, give it a click that looks very different.
| | 05:10 | And if I want to change up the color
scheme as well, I could do that.
| | 05:14 | Of course I could go to the color here but I have also got
Quick Styles and Effects and the first one is my color;
| | 05:20 | if I want to change the color scheme, this
is just like any other graphical object.
| | 05:24 | So have I got some hollow ones, I have got
some filled ones and I kind of like that.
| | 05:29 | You can see it's filling the background now of
my box and that looks kind of cool actually.
| | 05:35 | I can size this down and as I do look what happens if
I size down this box, kind of wraps the text around.
| | 05:42 | So in this case I want to change the size so it fits
nicely and I go down to above 48 maybe a little bit further
| | 05:49 | down to 45 that looks pretty good right there.
| | 05:53 | And now I will deselect by clicking outside,
perfect, let's try a little bit more now,
| | 05:58 | we will get a little bit fancier as we scroll down.
| | 06:01 | I don't know if this has been bothering
you if you have been following along
| | 06:04 | but our heart healthy option is just
text going straight across our banner.
| | 06:08 | Wouldn't it be nice if it kind of flowed around?
| | 06:10 | So I am going to click inside heart healthy option here
and I am going to click and drag from the each in heart
| | 06:17 | to the end of the N option and delete that text.
| | 06:20 | We could also cut it using Command X if we want
to use it which we will be in some WordArt.
| | 06:26 | So I click outside of that now and it's a blank banner.
| | 06:30 | Alright let's insert some more.
| | 06:31 | I am going to go to my 3D styles though and let's just
check out this first section, kind of like this one here,
| | 06:38 | I am going to click on it, again a new piece WordArt
appears your text here but we can do our Command+V
| | 06:46 | or click the Paste button and now it says Heart Healthy Option.
| | 06:50 | So there we go.
| | 06:51 | Now it's too big to fit in our banner, we want to size that down,
you can go to our size dropdown and go down to 20 and see what
| | 06:59 | that does, that might be a little too small we
could use our slider to bump it up to say 24.
| | 07:05 | As we move this over you see it's pretty close, it's
still a little bit too big so I am going to bump it
| | 07:11 | down to 21 and 21 looks like it's going to fit.
| | 07:16 | Now we could just leave it there going from left to right
straight across or we can add some pizazz here.
| | 07:22 | Let's get it flowing like our banner.
| | 07:25 | Under Quick Styles and Effects again because this is treated like
an object, like a graphical object, we can access our Quick Styles
| | 07:32 | and Effects, we will go to Text Transforms here though and let's
scroll down till we see one that seems to flow like our banner.
| | 07:39 | Like this one here actually does it's called Wave 1 and when
I click on it you can see now I have got a little bit wavy
| | 07:45 | but I have also got these little handles, these colored
handles that allow me to choose the degree of the wave.
| | 07:52 | And I could move it by going to the border
here, I am just going to move it up slightly
| | 07:57 | and let's deselect to see what that looks like, beautiful.
| | 08:01 | That makes a lot more sense.
| | 08:03 | Not only does it have the wave but because of the 3D style we
chose it's got a matching color, it's got a bit of a shadow
| | 08:10 | to look like it's coming off of the
banner I really like the effect
| | 08:13 | of that much better than it was before we used the WordArt.
| | 08:17 | When we are done with WordArt we can click the WordArt
tab or just click the Gallery button either way it's going
| | 08:22 | to collapse our Gallery so we have a better look at
our sheet and I think that's looking pretty darn good.
| | 08:29 | So experiment with WordArt.
| | 08:31 | There is a lots of 2D and 3D styles to choose from
and then of course you got your Formatting palette
| | 08:36 | where you can make further adjustments until you get the exact
look and feel that you need for your particular workbook.
| | Collapse this transcript |
| Adding video| 00:00 | In this lesson, we are going to explore yet another way
we can add some visual excitement to our Excel workbook.
| | 00:06 | This time we are going to do it by adding a movie.
| | 00:08 | Now, if you plan on sharing your work with others by printing
out your workbooks, adding a movie is really of no use.
| | 00:15 | However, if people are going to be viewing your work on
screen or maybe you are going to post your work to a website,
| | 00:21 | then in that case, a movie could be a little bit
more exciting than looking at static objects.
| | 00:26 | So in this lesson, we are going to
add a movie to our existing workbook,
| | 00:29 | the one we have been using throughout this
chapter if you have been following along.
| | 00:33 | All we are going to do is remove this SmartArt graphic
down at the bottom and put in an animated version of it.
| | 00:38 | If you jump to this lesson, however, and you want to get all cut
up, you can go to the Lesson 9 folder and open up a Specialty 9
| | 00:46 | and you will have exactly what I have,
which includes a correct spelling down here
| | 00:51 | in our SmartArt graphic of the word Ingredients.
| | 00:53 | If that's been bugging you over the last couple of
lessons, you can see I've come in here, clicked inside
| | 00:58 | and fixed up the word Ingredients, it's now spelled correctly.
| | 01:02 | So that's our SmartArt graphic.
| | 01:04 | Even though I fix that up, we're going to remove
the entire graphic and replace it with a movie.
| | 01:08 | So to do that, we just click anywhere on the graphic.
| | 01:10 | I would like to click on an empty space here inside the
graphic, that way I am not clicking on any component.
| | 01:16 | The entire graphic, SmartArt graphic is selected.
| | 01:19 | I can hit my Delete key above the cursor keys here to remove it.
| | 01:23 | And in its place, we are going to insert an actual movie.
| | 01:27 | The keyword is Insert, so we go up to the Insert
menu and we come down to Movie, there it is.
| | 01:34 | Now, I have got one for you in the
Lesson 9 folder of the exercise files.
| | 01:37 | If you don't have the exercise files, just
go find any old movie to practice this.
| | 01:42 | All you have to do is find that and a movie file can be
an MOV file, it could be an AVI file, Windows Media file,
| | 01:50 | pretty much any kind of video you can view on
your screen can be inserted here into Excel.
| | 01:55 | So we just select it and click the Choose button
to insert it, and a couple of things will happen.
| | 02:00 | Now, the first thing that's happened here because of where
my cursor was, you can see the top left corner or some kind
| | 02:06 | of object here showing up in the bottom right corner of my sheet.
| | 02:09 | I have also got this toolbar showing up here that contains
some movie buttons for inserting a movie, playing a movie,
| | 02:16 | showing the controller at the bottom of the
movie screen and even formatting the picture
| | 02:20 | like I would any other object, we will get to those in a moment.
| | 02:23 | Right now, our actual movie is not visible.
| | 02:27 | So with the four-sided arrow showing up here around the border, I
can click and drag this over and up until I get it into position.
| | 02:35 | Here, you can see it's overlapping some of my other objects,
but I can size that down just like it would any object.
| | 02:40 | I am going to go to the top left corner here
and I size it way down so I can move this up.
| | 02:45 | And I'll have it overlapping my objects for now, that's okay.
| | 02:48 | In the next lesson, we are going to talk about aligning objects
on your sheets and even getting them stacking in the right order.
| | 02:55 | So for now, what used to be our SmartArt graphic is now a
movie and you can see it's overlapping other objects here.
| | 03:02 | And the contents of the boxes don't have anything.
| | 03:05 | Well, this little icon you see in the bottom left hand
quarter indicates this is not actually a SmartArt graphic
| | 03:10 | but rather a movie of some kind.
| | 03:12 | Now, we can go over to our buttons here.
| | 03:14 | If we want to insert another movie, we could.
| | 03:16 | But if we want to play the currently
selected movie, we can click our Play button.
| | 03:20 | So let's click the Play button to see what happens.
| | 03:23 | And you can see each of the boxes has been populated with
some text and the special effects just kind of fading.
| | 03:28 | And by the way, to create this movie, all I did is I took the
SmartArt graphic, cut it from the Excel sheet here and pasted it
| | 03:37 | into a presentation in PowerPoint, created six
slides basically, each one of them slightly different
| | 03:43 | with additional text in each box and saved it as a movie.
| | 03:47 | And I was able to bring it back here into Excel
totally different way to look at my SmartArt graphic
| | 03:52 | with a little bit of excitement, some animation.
| | 03:55 | And if I prefer, I can show the controller down at
the bottom and this allows me to play the movie right
| | 04:00 | from here, meaning I can close up this toolbar.
| | 04:03 | You can see it's playing through the movie.
| | 04:05 | I can pause it.
| | 04:07 | I can move back to the beginning
or move to the end if I wanted to.
| | 04:11 | So I have got these options to fast forward or rewind
through the movie, and play it when I am ready.
| | 04:17 | Okay, I am going to pause that.
| | 04:20 | I can also format this image.
| | 04:22 | So just like we did with some of the other objects where
we added some shadows, a reflection, maybe a 3D effect,
| | 04:29 | we can do that with our actual movie frame here
as well and that's what this button is for.
| | 04:33 | When we are done, we can close this up if we have added the
controller to the bottom because we don't need that play button
| | 04:39 | and just play our movie from here, there we go.
| | 04:43 | Speed through it.
| | 04:45 | And when we deselect, watch what happens, that little
controller disappears from the bottom and I am left
| | 04:52 | with just the first frame of my movie showing up.
| | 04:55 | I can click on it again and of course, I am going
to need my movie toolbar to get that stuff back.
| | 05:02 | How do we do that?
| | 05:03 | Well, we go up to the View menu, down to toolbars
and you will notice there is one called Movie.
| | 05:09 | Here we go.
| | 05:11 | So I am going to deselect that.
| | 05:13 | That's our movie.
| | 05:14 | It's not really looking all that hot right now
because it is overlapping onto some other objects.
| | 05:21 | So in the next lesson, we are going to take these objects, we are
going to arrange them properly, show you some tricks to do that,
| | 05:27 | get them lined up nicely and even get them stacked
in the right order so that we have the object on top
| | 05:33 | that we want overlapping the other objects down below.
| | Collapse this transcript |
| Aligning and layering objects| 00:00 | You know, throughout this chapter, we have been busy
adding various kinds of objects to our Excel workbooks
| | 00:05 | to add some visual interest to our work, that's great.
| | 00:08 | We have added some text boxes and Clip Art.
| | 00:11 | We've even looked at photos.
| | 00:13 | We've got Shapes and WordArt and SmartArt graphics.
| | 00:16 | When you start working with all these objects, it's important
that you know how to properly align them and even distribute them
| | 00:22 | and if you need to stack them in the right order,
and that's what we are going to do in this lesson,
| | 00:26 | continuing to work with our Specialty
workbook here from the previous lesson.
| | 00:30 | If you would skip to this lesson though and you have got the
exercise files, you can get cut up by opening up Specialty 10
| | 00:36 | from the Lesson 9 folder of those exercise files.
| | 00:39 | And we are going to get to this workbook in a minute,
but for now, we are going to do a little practicing.
| | 00:44 | I have got another one opened here.
| | 00:45 | I am going to go to window and down to bars and text again.
| | 00:49 | If you have got the exercise files, you
will find this one in the Lesson 9 folder.
| | 00:53 | And it's just three rectangles and three text boxes.
| | 00:56 | So we are going to use this workbook to practice things
like aligning our objects, distributing them evenly.
| | 01:02 | We are going to look at stacking order as well and grouping.
| | 01:06 | So we are going to start with these three rectangles.
| | 01:09 | Right now, you can see they are kind of scattered up here.
| | 01:12 | There are different lengths and widths.
| | 01:13 | And it might be nice, if they were distributed
evenly, so they have an equal number of space
| | 01:18 | between them and line them up maybe on the left.
| | 01:20 | So the first thing we need to do is select them all.
| | 01:23 | We can click on the first one and then hold down the command
key as we click on the other objects to get all three selected.
| | 01:30 | And now, we want to focus in this section of our
formatting pallet, size, rotation and ordering.
| | 01:36 | And we are not going to do anything with the size or the
rotation here, we want to focus in the ordering section here
| | 01:41 | where we have got four buttons; one for aligning
objects, another for arranging their order,
| | 01:47 | distributing them and then grouping them as well.
| | 01:50 | So we are going to start by aligning these objects.
| | 01:53 | We will go to the align dropdown and you can see we have got
three options at the top for aligning things on a vertical axis,
| | 02:00 | aligned left, center or right and we also have three
options for aligning things on a horizontal axis,
| | 02:06 | aligning them by their tops, their middles or their bottoms.
| | 02:11 | So, as I look at my three objects which are stacked
vertically, I want to focus on these three options up here.
| | 02:16 | If I wanted to align their centers, I could click Align Center.
| | 02:20 | I am going to add that perfectly align down the middle.
| | 02:22 | If I go back to this dropdown and choose
Align Right, you can see the furthest one
| | 02:28 | out to the right is the bottom one, the
rest line up with the right of that.
| | 02:32 | Now, if I align their left, this one is going
to stay put and the others will move over.
| | 02:36 | So let's do that.
| | 02:37 | We will align them on the left, and there they
go, perfectly lined up down the left-hand side.
| | 02:42 | But there is a little more space between these two than these
two, so we might want to distribute them evenly as well.
| | 02:48 | When we go to the distribute dropdown, we can distribute
horizontally, left or right, that's not what we want
| | 02:54 | or vertically, and I am going to choose Distribute Vertically.
| | 02:57 | All it happens is the top one and the bottom one are used
as anchors and everything in between is distributed evenly
| | 03:04 | between those; in this case, it's just one object.
| | 03:06 | So the space between 1 and 2 is the same
as the space between 2 and 3, beautiful.
| | 03:12 | Now, let's get our text boxes on top of our bars.
| | 03:15 | So I am going to click in a blank cell just to deselect
everything and I am going to go to bar 1 right here.
| | 03:20 | I am going to click inside, you can see my flashing cursor.
| | 03:23 | And now, I am going to go to the border, when I see
the four-sided arrow, I can click and drag that.
| | 03:27 | There is an outline and I am going to try and center
it nicely on top of this bar right here and release.
| | 03:34 | Now, I can see the placeholder but I can't actually see the
contents, and that's because the text was created before the bar.
| | 03:41 | And as you create objects on your sheets, they maintain
a stacking order, the order that they were created.
| | 03:48 | So we need to somehow get the text box on top of the bar,
| | 03:52 | and we do that using our arrange dropdown here
in the size, rotation and ordering section.
| | 03:57 | So I will click this dropdown.
| | 03:59 | You can see I've got options to bring it right to the front,
send it right to the back, bring it forward one step in this case
| | 04:05 | because we have got six objects, if it was right
at the bottom, it would bring it up to five,
| | 04:09 | again to four, three, two, eventually to the top.
| | 04:12 | I can also send backward one step at a time.
| | 04:15 | But in this case, if I bring it right to the
top, I know I am going to be able to see it,
| | 04:18 | so I am going to choose Bring to
Front, and sure enough there is bar 1.
| | 04:22 | Let's try it with bar 2.
| | 04:24 | We will click inside, get the four-sided arrow on the
border and we will drag it in here on top of the second bar.
| | 04:30 | That one is okay.
| | 04:31 | So in this case, the text box was created after the second bar.
| | 04:35 | And now, we will click on bar 3, bring
that down on top of the third bar.
| | 04:39 | And you can see I don't see the text there.
| | 04:42 | So if I go to Arrange and I choose
Bring Forward, can I see it then?
| | 04:46 | No, it's only moved up one level.
| | 04:48 | How about again?
| | 04:49 | No, you could see that this could take a while.
| | 04:52 | The maximum would be 6, but if I just go down to
Bring to Front, it will automatically be on top
| | 04:57 | and now I can see all of my text boxes, perfect.
| | 05:01 | Now, wouldn't it be nice if we get center
the text inside each of these bars?
| | 05:05 | Well, in that case, we are going to look
at another way to align and distribute.
| | 05:10 | In this case, we are going to click on our text box.
| | 05:13 | I am going to click inside where it says bar 1
and then just click on the border of that text box,
| | 05:18 | so that way my cursor is not flashing inside.
| | 05:20 | Now, I am going to hold down my Command key
and click on the rectangle in behind it.
| | 05:25 | So they are both selected.
| | 05:27 | Now, in this case, if I wanted to align them
vertically and horizontally in the center,
| | 05:32 | I could do that by going to my align
dropdown, I can choose Align Center.
| | 05:36 | And you can see there was a shift
there that moved over to the left.
| | 05:40 | And I can also align them in their middles
vertically here and that moves bar 1 up slightly
| | 05:46 | and now it's perfectly centered within the bar.
| | 05:49 | Now, while I have got these two selected, we can turn it into one
object, which is kind of nice by going to our grouping dropdown.
| | 05:56 | And here clicking group creates one
object out of my text box and my bar,
| | 06:01 | and I can deselect by clicking outside
and there is the end result.
| | 06:06 | So we would repeat that process with bar 2, clicking on the
border for bar 2, hold down the Command key as you click
| | 06:12 | on the background object, coming here to the align dropdown,
align them center both vertically and horizontally,
| | 06:20 | align in the middle, beautiful, and then we
will group them, okay, lots of practice here.
| | 06:26 | One more time with bar 3, click on its border, hold
down command, you have to hold down that Command key
| | 06:31 | to get multiple objects selected and then we
can align them center and middle and group.
| | 06:40 | There we go.
| | 06:41 | So now, we have got three objects that are aligned and
distributed evenly on our page through also in the right order,
| | 06:47 | so we can see all of the text boxes on top of the rectangles.
| | 06:51 | Alright, so I am going to minimize this.
| | 06:53 | We are done with that.
| | 06:54 | Now, we are going to take that practice and put
it into action here on our Specialty 10 workbook.
| | 07:00 | First thing I am going to do though I will zoom out to about 75%.
| | 07:04 | I might even go further.
| | 07:05 | I don't really care about being able to read the contents, now, I
am just working with objects and I want to be able to align them.
| | 07:12 | The first thing I am going to do though is change my orientation.
| | 07:14 | I don't need all the space out here, I need it down below.
| | 07:17 | So I am going to go to my page setup dropdown
and change it from landscape to portrait.
| | 07:22 | Now, I have got that extra space down below.
| | 07:25 | I am going to click on my movie here which is actually a
SmartArt graphic turned into a movie and just move it down below.
| | 07:34 | And you can see it's on the left-hand side, it's
still overlapping the reflection of my text box.
| | 07:40 | So now that we know that we can stick
back in behind the reflection,
| | 07:44 | we can do it by going to the arrange
dropdown and sending it right to the back.
| | 07:49 | I am going to choose Send to Back instead of Backward,
because I don't know the order that these things were created.
| | 07:55 | And now, when I click outside the object, you can see the actual
reflection is not getting cut off by the movie box, perfect.
| | 08:03 | Up here where I have got recipe 1 and then I have got another
text box down below, I am going to zoom in now to about 125%.
| | 08:11 | I want to make sure that I am at the
very top on the left-hand side here.
| | 08:15 | So I am going to scroll all the way up to the top.
| | 08:17 | You can see it's not quite aligned perfectly here, is it?
| | 08:20 | So if I click on this text box where it says Spinach
Artichoke Dip, you can see that it's actually showing
| | 08:26 | up as a placeholder that's in behind my recipe 1 box.
| | 08:31 | So I have got a couple of options here.
| | 08:33 | If I click on recipe 1, click on the border, I could drag this
right side in so that it lines up better with my lower text box
| | 08:41 | and you can see it's kind of difficult to do.
| | 08:44 | So another option, I am going to click again on the border.
| | 08:47 | I am going to stretch it out a little bit further so it's
obvious and now, I am going to hold down my Command key,
| | 08:53 | click on the lower text box and I am going to align
these guys by their centers using the align dropdown.
| | 09:00 | I now know that I can go down to Align Center.
| | 09:03 | You can see everything shifts over
nicely, so that it's perfectly centered.
| | 09:08 | They don't have to be lined up on the left or the
right, they are perfectly centered one over the other.
| | 09:12 | So that's an option.
| | 09:13 | Now, if I wanted to continue that theme with the other
objects down below, I need to have them all selected.
| | 09:19 | So let's do that holding down our Command key, including
this graphic even though it's rotated, we want it centered
| | 09:27 | and then we have got down here another
text box and another text box down below.
| | 09:32 | So make sure that they are all selected.
| | 09:35 | Alright, always the Command key has
to be held to select multiple objects.
| | 09:39 | If you click inside a text box even if you are
holding the Command key, you can see what happens.
| | 09:44 | You will lose that selection.
| | 09:45 | It has to be the border.
| | 09:47 | So when we've got all of these selected,
we are ready to use our alignment options.
| | 09:52 | So I am going to do that.
| | 09:54 | Let's go over to the size, rotation, ordering
section, go to align and we will align their centers.
| | 10:00 | It's very difficult to see but there was a slight shift.
| | 10:04 | And as we scroll down, everything is lined up perfectly.
| | 10:08 | You can deselect by clicking in an empty cell and
now, I feel a lot better about what I am seeing.
| | 10:14 | So, those techniques can be used, especially when you are
grouping objects like we did in an earlier lesson here
| | 10:19 | with our banner and our WordArt, including the shape in behind.
| | 10:24 | Things can be perfectly lined up.
| | 10:25 | Thanks to these options that you see here.
| | 10:28 | I am going to have to click on the object to see it under your
size, rotation and ordering section of the formatting pallet.
| | Collapse this transcript |
|
|
10. Exploring PivotTablesWhat are PivotTable reports?| 00:00 | I think this is the chapter where we really begin to experience
the power behind Microsoft Excel 2008 here on the Mac,
| | 00:07 | that's because this chapter is all
about working with PivotTable reports.
| | 00:12 | A PivotTable report is really just an
interactive table that allows us to work
| | 00:17 | with large sums of data that we might combine and compare.
| | 00:21 | And then, if we want to view that data in different
ways in focusing on specific areas of interest,
| | 00:27 | we can do that with the few clicks of a button.
| | 00:29 | So we take source data and create a
PivotTable report out of that data
| | 00:34 | so that we can manipulate the report to
see trends and comparisons and so on.
| | 00:38 | So, we are going to start out in this lesson just
talking about what a PivotTable is and how you use one.
| | 00:45 | So here you can see, I have opened
up a file called Inventory Pivot.
| | 00:48 | It's an XLSX file that you will find in the Lesson
10 folder of your exercise files, if you've got them.
| | 00:54 | You really don't have to open this up, we're not going
to do anything with this file, but I do want to show you
| | 00:59 | that down at the bottom, I have got some tabs here.
| | 01:01 | Store A is currently selected and we've seen this data before.
| | 01:05 | We have got item numbers, categories, each of these item numbers
has an item type assigned, a cost, the number of those items
| | 01:13 | in the inventory and we have also got a final
cost being calculated over here as well.
| | 01:18 | We have got the same thing for Store B. But notice
that we've also got a tab here, Pivot A. Well,
| | 01:24 | that's based on the source data we are getting
from Store A. And if I go over to Pivot A,
| | 01:29 | you will see it's the exact same data,
but it's rearranged in a different way.
| | 01:34 | It's in an Interactive PivotTable report.
| | 01:37 | And the keyword there is Interactive because there are ways
for me to manipulate and rearrange this data to view it
| | 01:45 | in different ways to get different
kinds of information out of my report.
| | 01:49 | So down the left-hand side, you can see those item types
that we saw in one of the columns in Store A. And then,
| | 01:56 | you can see I have got the categories going across.
| | 01:58 | This allows me to show the item types, the number under
each of those categories and get a total for the category,
| | 02:05 | something I wasn't getting in Store A. For example,
under Flower, I can see I have got 60 items in inventory
| | 02:12 | under the Flower category and there are actually
three different item types in that Flower category.
| | 02:18 | And then over here, I have got some
grand totals as well for the item types.
| | 02:22 | So I can see how much I have got in Inventory in total 368, and
then I see the breakdowns by item type as well as by category.
| | 02:31 | And notice up here where it says item number, currently
it says Show All, it looks like I can click a button here
| | 02:36 | and now we're down to a specific item number.
| | 02:39 | If I want to go down to item #4, look at that, it's butter-cream.
| | 02:43 | You can see that it's in the Icing
category, and the grand total is 15.
| | 02:47 | I can go back here and look at it totally different item and see
the same information or go back to showing all of those items.
| | 02:55 | It's really cool stuff.
| | 02:56 | And then, of course, if I wanted to flip
this on a tab, it's pretty easy to do
| | 03:00 | and we will be doing that in an upcoming lesson.
| | 03:04 | So in the next lesson, we will start by creating this
PivotTable report that you see here and then after that,
| | 03:10 | we will look at ways to manipulate that
data to arrive at different conclusions.
| | Collapse this transcript |
| Creating a PivotTable report| 00:00 | PivotTable reports can be very complex, very complicated,
very difficult to work with if you don't understand them
| | 00:08 | and that's because they are very-very powerful.
| | 00:10 | We could probably do an entire title on just PivotTable reports.
| | 00:15 | So what we are going to do in this lesson is create
your PivotTable report using the easiest method
| | 00:20 | of all and that's using the wizard.
| | 00:23 | So I have already opened up the file, we are going to use here
from the Lesson10 folder of the Exercise Files, if you got them
| | 00:29 | and you want to follow along you will find Inventory Pivot 1,
it's an xlsx file in that Lesson10 folder of the Exercise Files
| | 00:36 | and down below you can see there are two sheets in this workbook,
Store A and Store B, both of them have similar looking data.
| | 00:44 | We will make sure that we are looking at the data
for Store A. Now if we look at this data that we want
| | 00:50 | to analyze we realize we want everything
from item number over to inventory,
| | 00:55 | we don't need final cost because that can be calculated for us.
| | 00:58 | So it's all of this data in here in this list.
| | 01:00 | We will keep that in mind as we create our PivotTable report.
| | 01:05 | Here is the easy way to do that, we go up to
the Data menu and down to PivotTable Report.
| | 01:11 | And this is going to launch the PivotTable Report Wizard, so
there it is right Step 1 of 3 and the first step is determining
| | 01:19 | where are we getting the actual data to
be analyzed in our PivotTable Report.
| | 01:23 | We have got four options here, three of which are available
right now, Microsoft Excel List or Database and that's going
| | 01:31 | to be our list right here on our Store A sheet.
| | 01:35 | It could come from an external data source
so we got it, maybe it's in a csv file
| | 01:40 | or it's another Excel file, stored away somewhere.
| | 01:43 | We could go get it from there.
| | 01:45 | We could also take it from multiple ranges so
multiple consolidation ranges option appears here.
| | 01:52 | If I click on this radio button you can see it's actually
going to take information from several sheets perhaps
| | 01:58 | or different workbooks in Excel, and put them together
into one PivotTable report that's kind of cool.
| | 02:04 | But we will go back up to the very first one which is
Microsoft Excel List or Database and click the Next button.
| | 02:12 | Well because we made that selection, we now have to select the
data and could see what's happening in the background here.
| | 02:18 | This entire area Microsoft Excel has pretty smart things,
maybe this would be good for our PivotTable Report.
| | 02:24 | And it's close but we don't really need that last column.
| | 02:28 | So we can select the range ourselves,
we can do it a couple of different ways.
| | 02:32 | We could click on this little button here that allows us to come
in and click and drag over the range, you don't have to do that,
| | 02:39 | clicking the button expands the wizard again.
| | 02:41 | You can just come into our actual sheet here and click and drag
| | 02:44 | and you can see it collapses the area
for us and shows the range in here.
| | 02:49 | So it's up to you, how you want to do it, but
we do want to go from Column A Row 4 sub-cell A4
| | 02:55 | across to E and down right here to 31, so E31.
| | 03:01 | And when we release we see that range from the Store A tab, A4 to
E31 is now selected, perfect, so we will click the Next button.
| | 03:13 | Now we need to decide where is this PivotTable Report
going to go, in a new sheet or on an existing sheet.
| | 03:19 | If we choose existing sheet again we have got a Selection
button to choose the area where it's going to go
| | 03:25 | but let's create a brand new sheet out of it.
| | 03:28 | And down below we will click the Layout tab to
determine how this PivotTable is going to be laid
| | 03:34 | out to display the data the way we want to display it.
| | 03:38 | So we click this button, and you can see down below I have got
some place holders, a Page, Row, Data and Column place holder.
| | 03:45 | And over here are those headings that I find at the very
top of each of my columns, if I move this out of the way,
| | 03:52 | you can see I have got all 5 of them showing up here,
some of them cut off a little bit difficult to see.
| | 03:58 | But here is where we determine how
we are going to analyze this data.
| | 04:02 | So let's say the item types here where we see Chocolate Vanilla
Marble etc. There is some reputation down through this list,
| | 04:10 | but maybe we would like to have each one of these
just listed down the left-hand side and then instead
| | 04:15 | of having multiple chocolates and multiple vanillas, just
have one of each and then a number showing up next to it.
| | 04:21 | So in that case we would take the actual
item type and create rows out of that.
| | 04:26 | We go over here to Item Type and we drag it into the Row section
here, see that little marker shows up inside at the very top
| | 04:34 | of the row, place holder to indicate we are safe to let go.
| | 04:38 | So that's what's going to make up our rows.
| | 04:40 | Now what about to cross the top of the actual columns?
| | 04:44 | Well in that case maybe we would like the Item Categories
over here you can see we have got several categories.
| | 04:50 | So we will come over here to Item Category
and drag it into the Column Area, here we go.
| | 04:58 | Now if we wanted to if we had reams and reams of data we could
choose a Page Option that allows us to filter down to specifics.
| | 05:07 | And I am going to show you by clicking and
dragging Item Number into the Page Place Holder.
| | 05:12 | Now we can narrate down to a specific
item number if we wanted to.
| | 05:16 | So it's just another way to filter.
| | 05:19 | So what's going to happen with this data that's the data
area that we want to calculate the inventories so the total
| | 05:26 | of the inventory or the average, do we
want to get the current cost in there,
| | 05:31 | so that we can get sums of the current
cost or averages and so on.
| | 05:35 | Let's start with Inventory, so I will click
and drag Inventory right in there and release.
| | 05:42 | Notice that by default it's a sum of the Inventory.
| | 05:45 | So all of these numbers we see in this column will be added up.
| | 05:49 | Alright we click OK that configures our layout
and it looks like we are ready to finish this.
| | 05:56 | Now just before we click Finish you
will notice there is an Options button.
| | 05:59 | We are going to accept the defaults but let's take a pick,
| | 06:01 | because you can see we can give it a
name PivotTable 5 is what it's going
| | 06:05 | to be called, you may have a different number in there.
| | 06:08 | I am just going to call it Pivot A, like so.
| | 06:12 | And that way it will match up with Store A but look
at the formatting options down below grand totals
| | 06:17 | for the columns and the rows are set to happen.
| | 06:20 | It's going to be automatically formatted for us.
| | 06:22 | Of course we can overwrite any of these things if we
wanted to, sub total hidden page items, if we wanted to
| | 06:28 | but that's not selected, same thing for Merging Labels if we
wanted that to happen automatically, that is something I prefer
| | 06:35 | to do on my own in the cases where it might be necessary.
| | 06:39 | Preserve formatting so the formatting that we see here
will be applied to our tables, we have this checked off.
| | 06:45 | So the font that we are using the
size and so on, Page Layout is down
| | 06:50 | and then over by default but we can also go over and then down.
| | 06:54 | So going by Column or Row basically those are the two options.
| | 06:58 | Number of fields per column, this is set to 0.
| | 07:01 | We will get into manipulating our data in the
next lesson so we will save that for a later.
| | 07:06 | For error values show what, for empty
cells what do we want to show?
| | 07:10 | So we could put in a character here for example if I put in a
dash for empty cells and for errors I could type in maybe ERR.
| | 07:19 | There we go Data Options down below, Save data with the table
layout that's checked off by default perfect, enable drill-down,
| | 07:28 | that's the drill-down we saw in the previous lesson where
we could choose a specific item number that's enabled.
| | 07:36 | And Refresh on open is something I would like to turn on.
| | 07:39 | Now remember that the PivotTable is going to be
based on this data so if this data changes we want
| | 07:44 | to see those updates in our PivotTable as well.
| | 07:48 | So we can choose to have it refreshed
automatically when it's opened,
| | 07:51 | of course there are manual ways to Refresh our data as well.
| | 07:55 | We are not using external data so those
options aren't available, we click OK.
| | 07:58 | And we have set our options, all we have to do now is click
the Finish button and we have got our brand new PivotTable.
| | 08:06 | So a PivotTable toolbar appears just like we saw on the previous
lesson I am going to move it up here and out of the way,
| | 08:11 | you can see it's overlapping into the next page here that's
because our orientation under page setup is portrait.
| | 08:18 | I am going to just quickly change it to
a landscape, now it all fits on one page.
| | 08:23 | And sure enough down the left there
is my item numbers we see them there.
| | 08:26 | Our category is up here across the top and
then we see some automatic calculating going
| | 08:32 | on down through the different columns and rows.
| | 08:35 | So just as an example if I come down to marble here, which is
the item type, you can see you have only got it showing up here
| | 08:43 | in the mixed category which means there is 29 altogether of
marble and under mixed you can see my total is actually 174
| | 08:50 | because some of these other ones are
part of the mixed category as well.
| | 08:55 | So that's a quick way to create a PivotTable Report.
| | 09:00 | Now over here you can see sum of
inventory that's what we selected.
| | 09:04 | There are ways to change the calculation maybe we want averages
or maybe we would like to change it from a sum of the inventory
| | 09:11 | to a sum of the total cost or maybe we would like to show both.
| | 09:16 | So the next lesson is going to be all about taking our data
and now manipulating that data to display it in different ways.
| | Collapse this transcript |
| Manipulating your PivotTable report| 00:00 | Well if you are following along in the previous lesson we created
our first PivotTable report right here in Microsoft Excel based
| | 00:07 | on some source data in the same workbook
but on a different sheet.
| | 00:11 | We made a number of selections during the wizard process that
gave us the end result that you see here our new PivotTable.
| | 00:19 | Now if you have skipped to this lesson and you weren't
following along no problem you can get all cut up by going
| | 00:23 | to the Lesson10 folder of the Exercise Files if
you have got them and open up InventoryPivot2.
| | 00:29 | You will notice down below we have got a tab for our new sheet.
| | 00:33 | Although our PivotTable we gave it a name PivotA,
the new sheet does not have a name but we can change
| | 00:38 | that of course that's what we are going to do first thing.
| | 00:40 | Double click down below whatever number appears there for you
Sheet3 or Sheet4 whatever we are going to type right over it.
| | 00:47 | We are going to call it PivotA and hit Return.
| | 00:51 | So now it matches with StoreA for example and of course we can
change the location I am going to click and drag the tab PivotA
| | 00:57 | to the other side of StoreA and release
and then we probably do the same for StoreB
| | 01:02 | when we create a PivotTable report for that one.
| | 01:04 | Well we will focus in on our PivotTableA
right here that got created before us.
| | 01:09 | Some things happen by default according to our
selections for example, we decided item number would be
| | 01:15 | in the page section allowing us to filter down to specific
item numbers if we wanted to Show All is the default.
| | 01:23 | We decided we would be totalling up the
inventory so a sum of the inventory based
| | 01:28 | on the choices we made for rows which was item type.
| | 01:32 | I wanted each item type on its own row.
| | 01:34 | And for the columns we choose Item Category that's why we
see that here, grand totals are being totalled up for each
| | 01:40 | of the item types as well as across the
bottom for each of the item categories.
| | 01:45 | And there is our grand, grand total
in the bottom right hand corner.
| | 01:49 | Now that is powerful in itself so we can view
this data and pick up trends and maybe comparisons
| | 01:55 | at a glance thanks to the way we created our PivotTable Report.
| | 01:59 | If we go back to StoreA and we make changes to any of this
data for example, if I go down to chocolate here which is
| | 02:07 | in the mixed category the current cost is 525
if I change my inventory number here to 35
| | 02:15 | and hit Return I see some changes here
on this particular sheet but if I go
| | 02:19 | over to my PivotTable Report I won't see changes automatically
unless I set that up but I do have a button up here
| | 02:27 | in the PivotTable Toolbar which appears by
default when we create a PivotTable Report.
| | 02:32 | And this little guy here the exclamation mark will
refresh our data to give us an update now and you can see
| | 02:38 | under mixed here next to chocolate vanilla 35
and it has, had an affect on our grand total.
| | 02:45 | Now the PivotTable toolbar that you see here is very
necessary if you want to make some adjustments now.
| | 02:51 | The real power behind a PivotTable is the ability to
manipulate that data to display it in a different way
| | 02:58 | or maybe focus your interest on a specific area.
| | 03:01 | So if you have accidentally closed up the PivotTable toolbar
you can get it back by going to the View menu down to Toolbars
| | 03:11 | and then over and across down to
PivotTable down here near the bottom.
| | 03:14 | We will get that back because we got some good buttons here as
well as you will notice that item number, item category, type,
| | 03:23 | current cost, inventory all of the columns from My Sheet
appear as buttons here because we can use these to drag them
| | 03:30 | from our toolbar down into our PivotTable
Report to rearrange the data.
| | 03:36 | Now the first thing I want to do
though is just work with what we have.
| | 03:40 | Let's say that I don't want all these item types
showing up down here on their own row I want to be able
| | 03:45 | to select a specific item type and only
display that data so I want to narrow my focus.
| | 03:51 | Well just like I have item number up here with a
filter button I can click and drag item type right
| | 03:57 | from here in column A right up underneath item number.
| | 04:00 | You can see how my little place holder changes when I release
I got a totally different looking PivotTable report now.
| | 04:08 | And you can see that I am just getting the totals for
each of the categories but not for any of the item types.
| | 04:14 | If I go to my item type drop down now
though and I go down to Chocolate let's say
| | 04:19 | and release you can see now I am getting
totals for chocolate, I see the category
| | 04:25 | and the grand total over here on the right hand side.
| | 04:27 | At anytime I can go back to showing all of those
here they are but I don't see each of the item types.
| | 04:34 | If I do want to see those item types I click and drag it back
down to the total and release and now I am seeing each of those,
| | 04:40 | so we can manipulate the data just by
clicking and dragging, it's really cool.
| | 04:45 | Of course if we want to see different
data we can do that as well.
| | 04:48 | So if I click in here this is my data area, if I click on item
category you can see how each of the categories get selected.
| | 04:56 | If I click on item type the entire column
of item types gets selected that's important
| | 05:01 | because we have a very powerful button
right here which is our Field Settings.
| | 05:06 | Now lot of these buttons you will
see from the PivotTable drop down.
| | 05:09 | There is our wizard if we want to start the wizard over
there is our refresh data, there is our field settings.
| | 05:14 | Table Options is something that we selected
during the wizard process but if we click
| | 05:19 | on Table Options now there is PivotA we can make changes to any
of these if we wanted to and then click OK to save those changes.
| | 05:27 | But we have got shortcuts to those buttons up here as well.
| | 05:30 | We don't need to see these fields we can hide them or we can
show them by clicking the same button there they are at our back.
| | 05:36 | I want to go down to this data area here just click anywhere
in the data area and let's go to our field settings.
| | 05:43 | Notice that some of inventory shows up and that's
exactly what we see over here in cell A4 but if we wanted
| | 05:50 | to do something different like that and average
we could click on Average and click OK over here.
| | 05:56 | It changes up our numbers totally, look at how we changed
the grand totals as well to display averages instead
| | 06:03 | of Sums and it now says Average of Inventory here.
| | 06:07 | Well with our cursor still selecting somewhere
inside the data area let's change it back to Sum.
| | 06:14 | We will do that and click OK now it says Sum of Inventory.
| | 06:19 | What if I wanted it to total up something
totally different though like the cost?
| | 06:24 | Well that would be different, wouldn't it?
| | 06:25 | If I come over here to current cost and drag that down into
my data area I am not actually going to replace the sum
| | 06:32 | of inventory what I am going to do is
add in the sum of the current cost.
| | 06:36 | So now for each one of these item types I have got rows,
the sum of the inventory and the sum of the current cost.
| | 06:44 | So again I am looking at totally different data
now with just a simple click of the mouse button.
| | 06:49 | Now the neat thing is if I need to make
changes to any of these for example,
| | 06:52 | I don't want the sum of the inventory just the current
cost well how do I get rid of the sum of the inventory.
| | 06:58 | First thing I do is I click on one of these
in the data column that says Sum of Inventory.
| | 07:04 | I come up to my field settings.
| | 07:06 | Notice the sum of inventory is selected
here in the name field I can click Delete,
| | 07:12 | removes it and now I am just looking
at a cost, the sum of the current cost.
| | 07:17 | Not crazy about the numbers being displayed I should probably
change those again with my cursor anywhere in the data area.
| | 07:23 | I will go back to this button and I want to change the number
type here by clicking the Number button to Currency to Decimals,
| | 07:32 | negative numbers will appear with a minus sign
I click OK and then OK again saves that change.
| | 07:37 | Now you can see that this makes a lot more sense when we are
summing up the current costs and we are getting totals over here
| | 07:44 | as well, so just a few simple changes can
really change the data that we are looking at.
| | 07:49 | PivotTables can be very complex, very complicated if you
want them to be but you have now got a good understanding
| | 07:56 | of the PivotTable and its purpose and
how to make some simple adjustments.
| | 08:01 | I would encourage you now to experiment with PivotTables.
| | 08:05 | Try using some of the different fields dragging them around,
| | 08:08 | changing their locations in the PivotTable
Report you will get different results each time.
| | Collapse this transcript |
|
|
11. Sharing Your SpreadsheetsPrinting a sheet| 00:00 | More often than not when you create workbooks
in Microsoft Excel the odds are pretty good
| | 00:06 | that you are going to need to share that work with others.
| | 00:09 | So this chapter is going to be all about sharing your
Microsoft Excel workbooks with others using various methods.
| | 00:15 | One method is printing and that's what we
are going to talk about in this lesson.
| | 00:19 | There are number of print options you should be aware of
before you just start sending off your sheets to the printer.
| | 00:24 | So you can see I have opened up a file here called Expenses1 and
you will find this in the Lesson 11 folder of the exercise files
| | 00:31 | if you have got them and you want to follow along.
| | 00:33 | If you don't have the exercise files don't
worry about it just open up any old sheet.
| | 00:37 | And what we are going to do first before we
even access the Print command is take a peek
| | 00:41 | over here on the Formatting palette under Page Setup.
| | 00:44 | Here we are going to see some information such as
the orientation which is set up to be portrayed.
| | 00:49 | Down below you can see there is a print scaling section
here and currently the fit-to-checkbox is checked off and 1
| | 00:57 | and 1 is selected for the page is wide and the page is
tall meaning we want all of this to fit on one single page.
| | 01:04 | Now that's an option we can turn off but then of course we
might have to fiddle manually with margins and font sizes
| | 01:11 | and so on to make sure that we can get it all under one page.
| | 01:13 | If it's not important that it fit to one
page of course you can deselect this checkbox
| | 01:18 | or even change these values over here as well.
| | 01:21 | Down below under sheet we do have another button that
applies to printing it's the Print Titles button.
| | 01:26 | Now when I click this button it's going to open up my
page setup dialog box but with the sheet button selected,
| | 01:32 | here is where we can choose kind of like a header Print
Titles or rows to repeat at the top of every page.
| | 01:40 | So if our document here which happens to be
an expense sheet did roll on to several pages,
| | 01:46 | well then the first row for example could be repeated if
we wanted it to if it had titles or in this case it looks
| | 01:52 | like we could go to the top maybe 9 rows
and have them repeat it so it always see
| | 01:57 | down below are the various items
listed in the expense sheet itself.
| | 02:03 | You could do the same with columns
if you wanted to select a print area,
| | 02:06 | choose to print gridlines, print it
in black and white, draft quality.
| | 02:10 | We are going to see all of this in a moment when
we come back to it but using a different method.
| | 02:15 | Now the first thing I want to show you
is that when you click on a cell up here
| | 02:19 | on the formula bar you see what cell you are clicking on.
| | 02:22 | When we click this dropdown you can see there is nothing there.
| | 02:25 | This is where we can set up though a print area.
| | 02:28 | By going up to the file menu and going down
to print area we can set or clear print areas.
| | 02:35 | Now we haven't set our print area yet so let's
just click anywhere down below in the sheet itself
| | 02:40 | and I am going to click and drag from cell A1 up here.
| | 02:43 | I am going to go across all the way to column I.
| | 02:47 | I am going to scroll down so I get all the
way down to the bottom here on line 40.
| | 02:52 | That gives me a little extra space down below the last
bit of data and when I release I have now selected an area
| | 02:59 | that I can define as the print area by going up to
file down to print area and choosing Set Print Area.
| | 03:07 | Now you will notice up here on the dropdown that I do have print
area selected so if I click on a cell I see that cell up there,
| | 03:14 | the contents of that cell to the right but if I go to the
dropdown print area because it's defined it's easily selectable.
| | 03:21 | This is exactly what I want to print.
| | 03:23 | So now I am ready to go up to the file menu and down to print.
| | 03:27 | Notice that Command P is a keyboard shortcut
for that, opens up the print dialog box.
| | 03:32 | Here I will see my printer selected so if you have got multiple
printer options you can select your printer from this dropdown.
| | 03:38 | You have also got some preset standard as the default
but we have also got other presets because this is part
| | 03:44 | of the Microsoft Office suite, you will
see things like newsletters for example.
| | 03:47 | We are going to leave it at Standard.
| | 03:49 | This is just a spreadsheet so nothing fancy needs to be done
here as far as presets go and then down below you will notice
| | 03:55 | that copies and pages is selected and this
entire area deals with copies and pages.
| | 04:01 | Here you are going to see the number of copies set to 1.
| | 04:03 | If we want to print out two copies of this and keep it
collated we can make sure that this checkbox is selected.
| | 04:10 | If you are going to print a spreadsheet that has multiple
pages then it's important that they be collated otherwise
| | 04:17 | if you are printing 10 copies of a two page workbook
let's say you would get 10 page once and then 10 page twos
| | 04:23 | and you would have to do the collating yourself so make sure
| | 04:26 | that that's selected whenever you change
the copies to anything more than one.
| | 04:30 | Down below you can see under pages All is selected
which happens to be one page in this case but if I want
| | 04:35 | to select specific pages to be printed
I can come down here, choose from.
| | 04:40 | Maybe I want pages 2 to 4 selected to
be printed I would type in 2 and 4 here.
| | 04:45 | Print what?
| | 04:46 | Active sheet that's what's selected by
default, selection would also apply here
| | 04:51 | because we selected the area called the print area but active
sheet with our print area selected is the exact same thing.
| | 04:58 | And down below you can see the scaling that we saw
a moment ago over here in our page setup section
| | 05:02 | of the Formatting palette is set to scale
it to one page wide by one page tall.
| | 05:07 | Now we can also access the page setup options that
we saw a moment ago through our print dialog box
| | 05:14 | by clicking the page setup button down here and you can see it
takes us back to page setup where we can set these things up.
| | 05:20 | Now don't be alarmed by what you see happening in the background.
| | 05:22 | That's just an effect of having a print area selected,
that will all fix itself when we finish this print job.
| | 05:28 | But notice that we can choose our print titles
here and our print options down below as well.
| | 05:33 | So I am going to make sure that this is black and white.
| | 05:35 | I have got a lot of color in here but it doesn't
need to be colored when I print it so I am going
| | 05:38 | to choose black and white and I am going to click OK.
| | 05:44 | So there is my preview here and now you can see
what that's going to look like in black and white.
| | 05:47 | The other thing though that I think I should do is
maybe change it to a landscape so I have got more width.
| | 05:52 | It kind of seems squished in here so I am going to go back
to page setup and this time I am going to click page up here
| | 05:58 | and change this to landscape still fitting
one page wide by one page tall that's perfect.
| | 06:04 | I am going to click OK and now I can see in my preview that
everything is kind of moved over to the left so I might want
| | 06:11 | to adjust the margins or do something
different which is to center this.
| | 06:15 | So I am going to go back to page setup here and you
can see there is nothing here that allows me to kind
| | 06:21 | of center this horizontally but if I go up to margins I do
have options here to set my top, left, right and bottom margins
| | 06:29 | but if the margins are okay the way they are set, all I have to
do is come down here to center this on the page horizontally.
| | 06:35 | I might as well do it vertically as well and when I
click OK look at my preview here that looks much nicer.
| | 06:41 | It's nice and neat.
| | 06:42 | It's centered on the page.
| | 06:43 | This will be a good expense report for me to hand in.
| | 06:46 | So all I have to do now is actually
print it by clicking the Print button.
| | 06:51 | Off it goes to my default printer and I can continue
working now on my actual sheet here in the workbook.
| | 06:58 | So really printing is one of the most popular ways of sharing
your work with others specifically here in Microsoft Excel
| | 07:05 | when you are working with numbers, you have often got
reports that need to be printed and shared in meetings
| | 07:11 | and so on for example budget meetings
and if you are tracking revenues.
| | 07:16 | Another way though to share your work might be to save
it to another format, a format that anybody could open
| | 07:23 | up no matter what they are using
whether they have got Excel or not
| | 07:26 | and in the next lesson we are going
to explore some of those formats.
| | Collapse this transcript |
| Exporting to other formats| 00:00 | In this lesson we are going to explore
a very common scenario when it comes
| | 00:03 | to sharing your Microsoft Excel workbooks with others.
| | 00:07 | What happens when the people you want to share
your work with don't have your version of Excel
| | 00:11 | or even worst they don't have Excel at all on their computer?
| | 00:15 | Well in that case you might want to save to
a couple of formats that we are going to look
| | 00:19 | at in this lesson that pretty much anyone can view.
| | 00:22 | I am talking about PDF Portable Document
Format as well as webpages.
| | 00:27 | We can save our Excel workbooks to a webpage so we are going
to start with PDF and you can see I have already opened
| | 00:33 | up a file here called Recipe1 from the Lesson11 folder of the
Exercise Files if you want to follow along you can open that one
| | 00:40 | up if you have got the Exercise Files but
really you can have any workbook open here.
| | 00:44 | We are going to focus in on a single sheet and you could see this
workbook has only one sheet called Recipe1 that's the one I am
| | 00:50 | viewing and there is a couple of
different ways to save this to PDF format.
| | 00:54 | We can go up to the File menu and under Save As which we
took a look at in a previous lesson we have a Format drop
| | 01:01 | down and here under common formats we see PDF.
| | 01:06 | It's right here down at the bottom of this first
section and if I click on PDF I get a brief description
| | 01:11 | so anyone can view this whether they have
got a Mac or a Windows computer that's great.
| | 01:16 | I can export the entire workbook or just the sheet I am
viewing if I wanted to by choosing the correct radio button.
| | 01:22 | Notice that the name will be the same as my Excel file
Recipe1 but I will have a PDF extension on the end.
| | 01:30 | So all I have to do now is click Save and once I have
chosen the location and I will have a PDF version
| | 01:36 | but there are more PDF options that I want to show you so I
am going to click Cancel and we are going to go up to File
| | 01:41 | and in the previous lesson when we went
to print our workbook we saw a PDF option.
| | 01:46 | I don't know if you noticed it but here from the Print dialog box
if we just move this over you will see down below a PDF button
| | 01:55 | and the PDF button actually has multiple
options on it down below here, Save As PDF.
| | 02:00 | That's what we just saw, Save PDF as Postscript, Fax
PDF, Compress, Encrypt, Mail PDFX and as I scroll
| | 02:10 | down there is even more down here Save
PDF to Web Receipts Folder, to iPhoto.
| | 02:15 | I can even edit the menu that I am looking at here.
| | 02:18 | So lots of PDF options, we will go
right to the top and choose Save As PDF.
| | 02:22 | Here we choose a name and you can see Save As is appearing here
with Receipt1.xlsx and that's the name of the current file.
| | 02:31 | I can choose a location I am going to go to
my desktop here and I am going to click Save.
| | 02:37 | Now notice that I can't save this document
with the extension xlsx at the end of the name.
| | 02:42 | The required extension is PDF.
| | 02:44 | So it didn't get entered for me so I can choose
to use both so that my file name ends in xlsx.pdf
| | 02:50 | that way people know it was originally
a Microsoft Excel document or workbook
| | 02:57 | or I can just use the PDF extension from this dialog box.
| | 03:00 | So I am going to choose use.pdf and when I click that button
you see it doesn't really take long it's processing the page.
| | 03:07 | I return back to Excel but if I go to my desktop now
I see I have a recipe1.pdf file I can double click it.
| | 03:14 | It's going to open up here in preview and you can see it
looks exactly the way it did in my Microsoft Excel Workbook.
| | 03:21 | I can zoom in I can scroll around it's a
prefect image of my Microsoft Excel Workbook.
| | 03:30 | The keyword there is Image.
| | 03:31 | I can't come in here and start changing data so I am
previewing what could be considered a snapshot of my sheet
| | 03:38 | in my Microsoft Excel Workbook and anyone with a
Mac will have a preview and they can preview it.
| | 03:43 | On a Windows computer the Adobe Reader is a free download if it's
not already installed it's easily downloaded from the Adobe.com
| | 03:50 | so it's a great format to choose if you want to make
sure everyone is going to be able to view your data.
| | 03:56 | So I am going to go up to Preview here and click that and I am
going to click on my Excel sheet to return to Microsoft Excel.
| | 04:03 | Now another option is just to save your work as a
webpage and we can do that from the File menu as well.
| | 04:09 | You will see that we have got down below
webpage preview and this is going to allow us
| | 04:15 | to see what this is going to look like in a browser.
| | 04:17 | It's going to launch your default browser
and it's going to show you the data
| | 04:21 | and you can see it doesn't look exactly
the way it did in my workbook.
| | 04:25 | Things are kinds of squished over so a little bit of formatting
going on there but at least people will be able to see it.
| | 04:31 | So I go up to Safari and click that
your default browser, and I choose Quit.
| | 04:37 | Return back to Microsoft Excel here and now to save it as
a webpage we saw it a moment ago from the Save As file.
| | 04:44 | I can go to Save As and select Webpage button.
| | 04:48 | I also have this right here Save As Webpage.
| | 04:50 | When I click on that I get to choose a location I am going
to go to the desktop so it's there on my desktop look
| | 04:56 | at the name Recipe1.extension here inserted for me is HTM so it's
Hyper Text Markup language that's being used the format selected
| | 05:05 | down here is webpage so that was all done
for me by selecting it from the File menu.
| | 05:10 | I can choose just to save the sheet and I have got some
other options down here I have got a Web Options button.
| | 05:16 | When I click the Web Options I can give this webpage a title
putting some keywords, files you can see update links on save,
| | 05:24 | pictures I am enabling the png as an output format
| | 05:27 | and encoding you can see the default here
is Western European for the Macintosh.
| | 05:32 | So I am going to click OK for all of those returns me back.
| | 05:35 | I have got desktop selected Recipe1 is fine for the name.
| | 05:40 | I am going to click Save and it really doesn't take a whole
lot of time you can see something has happened back here
| | 05:46 | on my desktop but I am still in Excel working on my xlsx file.
| | 05:50 | If I go to my desktop there is Recipe1.htm
and there are the files that go with it.
| | 05:56 | So double clicking HTM files will automatically
launch your default browser and just like we saw
| | 06:02 | on the webpage preview there are the contents of my new webpage.
| | 06:06 | So I can give this to for example somebody who creates our
webpages maybe it's an internal function, hand this off to them
| | 06:13 | and they can post it on our webpage or if you are
good at doing that yourself you now have an HTM file
| | 06:18 | with all the backup files in a folder
for posting that to the web.
| | 06:22 | I am going to go up to Safari and click that,
return to Microsoft Excel by clicking on the sheet
| | 06:29 | and that covers two very popular formats that you can
save your Microsoft Excel Workbooks to have the ability
| | 06:36 | to share your work with just about anybody out there.
| | Collapse this transcript |
| Protecting a workbook| 00:00 | If you are going to be sharing your Microsoft Excel
workbooks with others in the Microsoft Excel format,
| | 00:07 | there are some protection techniques that we are going
to talk about in this lesson that can come in handy.
| | 00:11 | If there are areas of your workbook that
you want to protect; in other words,
| | 00:15 | make sure that users are not able to make changes in those areas.
| | 00:19 | So you can see I have already opened a
file to work with from the Lesson 11 folder
| | 00:22 | of the exercise files, it's called Expense Report.
| | 00:25 | It's an XLSX file.
| | 00:26 | And here you can see I have got some
input already into my Expense Report.
| | 00:31 | I have got an Exchange Rate up here.
| | 00:33 | We want users to be able to input
dates, the department code, description,
| | 00:37 | whether or not the client is billable
for the expense, the client name.
| | 00:41 | Then we get to this column, Office Use Only.
| | 00:43 | We might want to protect this column so
that users can't make changes in there,
| | 00:47 | just people in the office who know the password.
| | 00:50 | We do want our users to enter the US funds but we have
a formula happening over here in the Canadian column,
| | 00:57 | and we want to make sure that users are not able to
make changes there that the formula is stayed put,
| | 01:03 | because as soon as you start entering things in cells where
formulas are, they get overwritten and then you find errors.
| | 01:08 | So we want to protect this and probably we should protect
this Exchange Rate too, so that we can send it out
| | 01:13 | and not allow people to make changes to that Exchange Rate.
| | 01:16 | So we are going to start right here with
that Exchange Rate by clicking on Cell D6.
| | 01:20 | We have an Exchange Rate in there.
| | 01:22 | We want to lock that in before we hand this
Expense Report out to people to fill in.
| | 01:27 | So we go up to the Format menu first, go down to cells Command+1
is the keyboard shortcut for that, and we want to lock that cell.
| | 01:35 | So by clicking the Locked Checkbox
here under Protection, we can click OK.
| | 01:39 | And in fact, if we wanted to hide it so people don't even
know what the Exchange Rate is, we could do that as well,
| | 01:45 | but we want them to see it just not change it.
| | 01:47 | Click OK. And now, we want to do the same for these two columns.
| | 01:50 | Well, let's use one of the little selection
techniques we talked about in a previous lesson.
| | 01:54 | We click and drag over these cells in this column,
so from G11 down to G30, hold down the Command key
| | 02:00 | on your keyboard while you click and drag from I11 down to
I31, we want to include this grand total down at the bottom.
| | 02:09 | And in fact, we should probably protect this
formula down here that totals up our US funds,
| | 02:14 | so still holding the Command key
down, just click once on that cell.
| | 02:17 | Now, we have got what we call a noncontiguous selection, a bunch
of cells in various range is selected that we can protect all
| | 02:25 | at once by going back up to Format, down to Cells
and we want t |
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