IntroductionWelcome| 00:04 | Welcome to Excel 2010 Essential Training.
| | 00:07 | I'm Bob Flisser, and I'm
excited to bring this course to you.
| | 00:11 | I'll show you everything you need
to get up to speed in Excel quickly.
| | 00:14 | So you can be productive in
the shortest possible time.
| | 00:17 | We'll start by making sense of the
interface and by using the Ribbon toolbar.
| | 00:22 | I'll even show you how to customize it.
| | 00:24 | Of course, the most important part of
Excel is knowing how to write formulas.
| | 00:28 | I'll make it understandable, so you'll be
writing formulas with the best of them in no time.
| | 00:33 | Once your worksheet has the information
you need, you'll want to make it look good.
| | 00:37 | We'll build a worksheet from start to
finish that not only looks good, but also
| | 00:41 | conveys the information clearly.
| | 00:43 | Do you want to know how to create great
looking 3D charts, or maybe you want a
| | 00:47 | powerful way of summarizing or analyzing data?
| | 00:50 | We'll do all that and more.
| | 00:52 | So, let's get started learning
how to use Microsoft Excel 2010.
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| Using the exercise files| 00:00 | If you are premium monthly member or a
premium yearly member of the lynda.com
| | 00:04 | Online Training Library, you have
access to the Exercise Files that I use
| | 00:09 | throughout this title.
| | 00:10 | On this computer I've placed
the Exercise Files on the desktop.
| | 00:14 | On your computer, you can place
the Exercise Files anywhere you like.
| | 00:17 | There are files for most movies and they reside
in subfolders named according to the chapters.
| | 00:22 | Now it isn't absolutely
necessary for you to use these files.
| | 00:26 | You can use files of your own in place of them.
| | 00:28 | If you're a monthly or annual subscriber
to lynda.com, you don't have access to
| | 00:33 | the Exercise Files, but you can
follow along with your own work.
| | 00:37 | So let's get to it.
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1. Getting StartedExploring three common uses for Excel| 00:00 | Before we start using Excel, I just want
to take a few moments to talk about what
| | 00:05 | is Excel for and what does it do.
| | 00:07 | Well, just by the fact that you're
watching this movie, I'm pretty sure that you
| | 00:10 | have an idea of what you want to use Excel for.
| | 00:12 | But you might not know
what all its capabilities are.
| | 00:15 | And I kind of group that into
three basic categories, and those are
| | 00:19 | calculations, charting and database
features, and database integration.
| | 00:23 | Now other people might have their
own ideas own ideas, but I think this
| | 00:25 | pretty much covers it.
| | 00:26 | Let's talk about calculations, and
you can see here we have a pretty
| | 00:30 | typical Excel worksheet.
| | 00:32 | Calculations could be simple.
| | 00:34 | They could be complex.
| | 00:35 | Over here we have simple adding up numbers.
| | 00:38 | We're adding across, we're adding down.
| | 00:40 | But Excel could do complicated engineering.
| | 00:42 | It could do differential equations,
all sorts of really cool stuff.
| | 00:46 | Excel is also good at
analysis and what-if questions.
| | 00:51 | So you could look at different possibilities.
| | 00:52 | For example, if you're going to
borrow money, you might say well, what if
| | 00:56 | interest rate is higher or lower, if I
borrow more or borrow less, what will the
| | 01:00 | result come out to be?
| | 01:01 | And Excel is very good
putting all that together.
| | 01:03 | Just keep in mind Excel doesn't teach
math to you, although it's a fairly good
| | 01:08 | learning tool. You have to
understand the concept of what you're doing.
| | 01:11 | What Excel is great at is taking away
the drudgery and the tedium of all the
| | 01:16 | complex calculations.
| | 01:18 | Let's talk about charting.
| | 01:19 | If you click down here,
we have the Charting tab.
| | 01:23 | And this is a pretty cool chart, isn't it?
| | 01:25 | It took me just about maybe two or
three clicks to create, and you could
| | 01:29 | create all kinds of really neat
looking charts and lines, bars, pies,
| | 01:35 | doughnuts, all kinds of things.
| | 01:37 | And change them, all you want
and do all kinds of formatting.
| | 01:40 | You can use built-in formatting;
you could use custom formatting.
| | 01:44 | Well, here's what's also really great
is once you know charting in Excel,
| | 01:49 | you know it for all of the other
programs in Microsoft Office.
| | 01:52 | What I mean by that is let's say if
you're in Word or in PowerPoint and you need
| | 01:55 | to create a chart, they will open Excel for you.
| | 01:59 | And they will use Excel as charting,
so if you go and create a chart in Word,
| | 02:03 | or go to create a chart in PowerPoint, they
will open Excel and you'll have that chart.
| | 02:08 | So that's pretty neat.
| | 02:10 | If you're going to do data analysis,
like summarizing large amounts of data,
| | 02:14 | we'll do that in this course also,
Excel can create what are called PivotCharts,
| | 02:18 | which is sort of a
combination of all the rows and all of the
| | 02:22 | information of a database, and a nice-
looking chart like this and kind of put
| | 02:27 | it together for you.
| | 02:28 | And I think that's pretty neat.
| | 02:29 | We'll look at that also a little bit later.
| | 02:31 | The third thing is Database, and
here's a sample of a pretty simple Database.
| | 02:35 | Excel is great to use as a database
even if you have thousands, even hundreds
| | 02:40 | of thousands of rows.
| | 02:41 | Now it's not meant to be an
enterprise wide database. You wouldn't do
| | 02:44 | airline reservations on it.
| | 02:46 | But if you have a lot of products
like you have here, a lot of people, or who
| | 02:50 | knows what, Excel does a very good job
of sorting and filtering and connecting
| | 02:57 | even to external databases.
| | 02:59 | And there are special calculations you
could do in Excel where it actually treats
| | 03:03 | Excel as a database in some special ways.
| | 03:07 | And we'll also look at that later in the course.
| | 03:09 | So, now that we have a good idea of
what Excel is for and what it can do,
| | 03:13 | we'll take a look at the
interface and make some sense of it.
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| Touring the interface| 00:00 | Excel screens can look kind of
intimidating, especially if you're a new user.
| | 00:04 | So I want to give you little tour of
what's happening here, make things a
| | 00:07 | little easier for you.
| | 00:08 | Let's start near the top. First thing,
most obvious thing is this giant toolbar
| | 00:12 | and that's called the Ribbon bar.
| | 00:14 | And instead of having drop-down menus
and multiple rows of toolbars, like a
| | 00:19 | typical program or like Excel had a
couple versions ago, we have these tabs,
| | 00:23 | kind of like a tabbed dialog box.
| | 00:25 | And you can click any of these and see
different sections of the Ribbon bar.
| | 00:30 | Now this tab over here on the left
labeled File, that's kind of special.
| | 00:33 | Click the File tab, and this
is what's called backstage view.
| | 00:37 | Backstage view doesn't deal with the
content of your workbook. This deals with
| | 00:41 | the files themselves, the workbook as
a whole, things like saving, opening,
| | 00:45 | closing, printing, and so on.
| | 00:47 | Now the keyboard shortcuts are the same
as in other versions of Excel and just
| | 00:51 | about every other program.
| | 00:52 | So for example, you can press Ctrl+S to
Save, you can press Ctrl+Open, you can
| | 00:58 | press Ctrl+P to print.
| | 01:00 | So if you know what some of these
keyboard shortcuts are, they can reduce some
| | 01:04 | of your mouse clicks.
| | 01:05 | Now because we are in the Home tab,
before we click the File tab, if you press
| | 01:09 | the Escape key on your keyboards,
it's on the upper left probably,
| | 01:12 | that brings you out of
backstage view and back to the Home tab.
| | 01:16 | So it kind of remembers where you were.
| | 01:18 | Now above the Ribbon bar, you have
this little mini toolbar and that's called
| | 01:22 | Quick Access toolbar.
| | 01:24 | And the Quick Access toolbar is where
you could put commonly used commands,
| | 01:28 | things that you use a lot, rather than
having to go and find them on the Ribbon bar.
| | 01:32 | Now you also have here this little box
it's called the Name box. Right now it
| | 01:36 | says A3, because the currently selected
cell is A3, where column A meets row 3.
| | 01:42 | To the right of that we have this empty
box, it's called the Formula bar.
| | 01:46 | When you're typing in text or editing
formulas, that's where the magic happens.
| | 01:51 | Now across here, we have our columns,
and columns are always letters and there
| | 01:54 | are over 60,000 columns
available going across.
| | 01:58 | Now the rows, you can see here are numbered.
You have over a million rows going down.
| | 02:03 | They are about or a little bit more than
16.7 million cells in this worksheet.
| | 02:09 | Now this is one worksheet.
Take a look down here.
| | 02:12 | We have Sheet 1, 2 and 3.
| | 02:14 | By default a new Excel
workbook will have three sheets.
| | 02:18 | Now you can click them,
see there's nothing in these.
| | 02:22 | You can add worksheets, you can remove
worksheets, you have to have at least one
| | 02:25 | worksheet in a workbook.
It kind of makes sense.
| | 02:27 | You can have as many as
you want. There's no limit.
| | 02:30 | If you have a lot of worksheets, you can
use these little VCR type of buttons to
| | 02:35 | navigate back and forth through them.
| | 02:37 | In the lower left corner, this Ready
command simply means Excel is ready and
| | 02:40 | waiting for you to do something.
| | 02:41 | So for example, you can select stuff.
| | 02:44 | Now over here in the lower right
corner, we have these three little buttons
| | 02:48 | here, are just different
ways of viewing the worksheet.
| | 02:50 | We'll talk about those.
| | 02:51 | And you have this little Zoom assembly
and you click this little minus to zoom
| | 02:56 | out and you can click this plus to zoom
in, or you could use this little handle
| | 03:00 | on the middle and drag that
left and right to zoom in and out.
| | 03:04 | I really don't use that for using very
often, because I find there's a better way.
| | 03:08 | If you hold the Ctrl key down and then
use the rolling wheel of your mouse and
| | 03:12 | roll backwards, you can zoom out.
If you hold the Ctrl key down and roll
| | 03:17 | forwards, you can zoom inwards.
| | 03:19 | If you are using a laptop, many
laptops have like a little side panel on the
| | 03:24 | right that you can move your finger
back and forth and that works the same way
| | 03:28 | as the rolling wheel on the mouse.
| | 03:30 | So my advice is get yourself kind of
familiar with what's happening on the
| | 03:33 | screen and you'll find that your life
in Excel is going to be a lot easier.
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| Finding the commands you need| 00:00 | Let's talk a little bit about the Ribbon bar.
| | 00:02 | If you've used older versions of Excel
or other Windows programs, this looks
| | 00:06 | a little new because you're probably used to
drop-down menus and multiple rows of toolbars.
| | 00:11 | If you use the 2007 version, this looks
pretty familiar and the deal is you have
| | 00:15 | about eight tabs going across here, and
these are like tabs of a dialog box and
| | 00:20 | you click any of these tabs, and it shows
you all the different parts of the Ribbon.
| | 00:24 | So there are no drop-down
menus here in Excel 2010.
| | 00:26 | The Home tab is the default tab and
that contains all around things that you
| | 00:31 | would need at just about any time.
| | 00:32 | Like dealing with the Clipboard,
font formatting, alignment, dealing with
| | 00:36 | formatting numbers and so on.
| | 00:38 | The Insert tab is what you use to insert things.
| | 00:41 | If you want to insert a picture, or a
clipart, or a text box, or equations,
| | 00:45 | that's what you do here.
| | 00:46 | Page layout is how does your page look.
Are you dealing in portrait oriented, or
| | 00:50 | landscape oriented. You have page
break, size of the page and so on.
| | 00:54 | Formulas deals with your calculations.
It might look a little intimidating if
| | 00:58 | you're not familiar with this, but
don't worry, we'll come back to this.
| | 01:01 | The Data tab, some of this deal with
connecting to external data, maybe a
| | 01:06 | website, maybe a database, and on the
right side here it deals with data analysis.
| | 01:10 | The Review tab is helpful if you need
to collaborate with others on your work.
| | 01:14 | Maybe passing comments back and forth.
| | 01:16 | So if you need to work in a
collaborative environment, you want to get familiar
| | 01:20 | with the Review tab.
| | 01:21 | The View tab, a lot of this is personal
preference. How does your page look, do
| | 01:25 | see the gridlines or do not see the gridlines.
| | 01:28 | How far in or out are you zoomed, did
you split the screen, all sorts of options.
| | 01:33 | Let's get back to the Home tab here.
| | 01:35 | You notice that the Ribbon bar is broken
up into sections that are called groups.
| | 01:39 | So we have the Clipboard
group, the Font group and so on.
| | 01:42 | Now some of these like the Font group
has this little launcher and if you rest
| | 01:46 | your mouse pointer on it,
it gives you a little bit of help.
| | 01:48 | Not all groups have them, so for
example, the Styles, Group, Cells,
| | 01:52 | Editing, they don't have.
| | 01:52 | Let's click the little arrow here at
the launcher and the Font group, and
| | 01:56 | you'll see that brings up the Font
tab of the Format Cells dialog box.
| | 02:00 | I'll just close this here.
| | 02:01 | Click the launcher for the Alignment
group and that brings up the Alignment tab
| | 02:06 | on the same dialog box, so close that.
| | 02:08 | Click the Launcher for the Number
group and that brings up the Number tab of
| | 02:12 | the same dialog box.
| | 02:13 | So a lot of these kind of lead to the
same place, and by the way if you're
| | 02:16 | familiar with the Format Cells dialog
box from older versions, this hasn't
| | 02:20 | changed in many, many versions.
| | 02:23 | Close out of here.
| | 02:24 | By the way, another way to get to that
Format Cells dialog box is Ctrl+1, not F1,
| | 02:30 | just the number 1, hold down Ctrl
and press 1 and that will bring you into
| | 02:34 | the Format Cells dialog
box. I'll just cancel that.
| | 02:36 | Now also you notice that we have a
graphic on the screen, we have this image here.
| | 02:41 | If you click that image, you see
you get another little tab and you have
| | 02:44 | a Picture Tools section and
there's one tab underneath it.
| | 02:48 | There'll be other times when you have
a section that has multiple tabs.
| | 02:51 | Picture Tools has only one. Click Format.
| | 02:53 | And you see this has everything
to do with formatting that image.
| | 02:57 | If you deselect it, click off it,
you see that section goes away.
| | 03:01 | Now there's another way that you
could access the Ribbon bar and that is if
| | 03:05 | you press the Alt key on your keyboard,
you get these little letters showing
| | 03:10 | these are mnemonics, so for example if
you press P, that brings up the Page Layout tab.
| | 03:15 | And if you press O, not zero, but the
letter O, that brings up Orientation.
| | 03:20 | Now I'm just going to click
over here to get rid of that.
| | 03:22 | Now hit the Alt key one more time.
If you've got these letters there, maybe
| | 03:26 | you hit the Alt by accident, and you
want to get rid of these, you can just
| | 03:30 | hit the Escape key, some of you need
to hit a couple of times, and that will
| | 03:33 | get rid of those mnemonics.
| | 03:34 | Now if you don't like Ribbon bar,
I have some bad news for you.
| | 03:37 | That all of the Office 2010
applications are using the Ribbon bar, but the good
| | 03:42 | news is that once you learn how to deal
with the Ribbon bar in Excel, it works
| | 03:46 | pretty much the same way in all of
the other Microsoft Office applications.
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| Using Backstage view or the File tab| 00:00 | When it comes time to manage your file,
| | 00:02 | saving, opening, and closing, Excel
2010 just like all of the other 2010
| | 00:06 | applications has one place where you
can do it all, and that's Backstage View.
| | 00:11 | Click the File tab and that
brings in a Backstage View.
| | 00:14 | Now let's talk about what's going on here.
| | 00:16 | Some things are typical.
| | 00:17 | Saving, opening, and closing.
| | 00:19 | I'll just go on and open a file.
| | 00:21 | Let's open up this file
here called backstage view.
| | 00:24 | It doesn't really matter what's on there.
| | 00:26 | Here is something that's pretty cool.
| | 00:29 | Let's close Backstage View.
| | 00:30 | Now, you can just click this little X
here or you can press Ctrl+F, but when
| | 00:35 | you go back to Backstage View and
click this Recent section, you see it's up
| | 00:40 | here as a recently opened file.
| | 00:42 | You can just click it, and it comes up.
| | 00:43 | Well, that's probably not a big deal,
but here is what's kind of neat.
| | 00:47 | Let's go back here to Recent, is that
Excel will remember the last 50 files
| | 00:53 | that you had opened.
| | 00:55 | Over here, it will remember
Recent Places where you work.
| | 00:58 | But wait, there is more.
| | 00:59 | What if this backstage view file is a
file that you need to get to very often?
| | 01:03 | We see this little pushpin.
| | 01:05 | If you click that pushpin, and now
you notice it's blue and it's pushed in,
| | 01:08 | it means that Excel is going to retain it
and it's always going to be in that position.
| | 01:12 | Now if you hit the Escape key on your
keyboard, that kind of brings you out
| | 01:16 | of Backstage View and back to the Home tab
or really whatever tab you were in recently.
| | 01:21 | Now again, if we close it, go back here,
and you see it's there and we can open
| | 01:28 | it as many times as we want.
| | 01:29 | Let's go back here to Recent.
| | 01:31 | When you have any of these pushpins
pushed in, they will always stay at the top.
| | 01:36 | So the pushed in files will always be at
the top of the list above any of these.
| | 01:42 | Let's take a look at some
of the other things here.
| | 01:44 | If you click Info, here is all the
information about this particular file.
| | 01:49 | You have various properties here
and you can assign permissions.
| | 01:52 | We're going to come and deal with
this in more detail in a later movie.
| | 01:55 | Let's go to the New section and
then in the New section, this is how we
| | 01:58 | can create new files.
| | 02:00 | We have templates, and
we can create blank files.
| | 02:03 | We'll also look at this in some detail later.
| | 02:06 | Printing, it's right here.
| | 02:08 | This is a new Print dialog box in this version.
| | 02:10 | Everything you'd need to know about
printing, anything you'd need to do, is right
| | 02:14 | here in this window.
| | 02:15 | You notice Print Preview is over here.
| | 02:17 | So this is sort of a unified dialog box.
| | 02:19 | Of course, you can always
press Ctrl+P to get to Print.
| | 02:22 | If you go to Save & Send,
this is all about collaboration.
| | 02:26 | If you want to send your file to
someone, if you want to save it up on a
| | 02:30 | website, save it under a SharePoint
portal, if you have access to it.
| | 02:34 | You can change your File Type to
many different file types here.
| | 02:38 | See all sorts of different options available.
| | 02:40 | You can also create an Adobe
Acrobat PDF directly from within Excel.
| | 02:45 | We're going to come and look at
all of this in more detail later.
| | 02:48 | If you need help, you can click
Help and get into the Help system.
| | 02:52 | If you go down here to Options, this is
how you can set all of the options for Excel.
| | 02:57 | You see on the left side, this is
broken into different categories.
| | 03:01 | I'm just going to cancel out here.
| | 03:04 | Notice because we went into the Print
dialog box, we now have this dotted line
| | 03:08 | here showing us a page break.
| | 03:10 | So what's really nice about
Backstage View is all of the Office 2010
| | 03:14 | programs have them.
| | 03:15 | If you go into Word or PowerPoint or
Access, you'll have the Backstage View and
| | 03:20 | you'll know immediately how to use it.
| | 03:22 | I think that's a really
great addition to this version.
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| Maintaining file compatibility| 00:00 | One great thing about Excel 2010 is that the
file format hasn't changed from the 2007 version.
| | 00:07 | The four letter .XLSX file format of
Excel 2010 is the same format used by Excel
| | 00:14 | 2007 and also by Excel 2008 on the Mac.
| | 00:18 | Now, this is different from the three
letter .XLS format of older versions of
| | 00:23 | Excel, that is 97 to 2003.
| | 00:26 | Even so, there is formatting that you
can apply in Excel 2010 that won't be
| | 00:31 | fully recognized in Excel 2007.
| | 00:34 | Now at some point, it's only a matter
of time that you will need to share files
| | 00:38 | with someone using an older version.
| | 00:40 | So the info I give you in this movie will
hopefully save you some headaches down the road.
| | 00:44 | Now if we take a look here,
we've got these little icons here.
| | 00:48 | These are from conditional formatting.
| | 00:49 | We also have SmartArt down there.
| | 00:51 | We'll take a look at conditional
formatting and SmartArt a little bit later.
| | 00:55 | But these particular
icons were introduced in 2010.
| | 00:59 | So if you were to open up this file in
Excel 2007, these icons wouldn't even be
| | 01:05 | visible, but the SmartArt
would be completely visible.
| | 01:08 | If you try to open this document up
in Excel 2003, well, you might not be
| | 01:12 | able to open it at all.
| | 01:13 | If you were able to open it, not only
will these icons not be there, but the
| | 01:17 | SmartArt will just be a regular old graphic.
| | 01:20 | So let's see how we can see
this down to the 2003 version.
| | 01:25 | Well, we'll go to Backstage View.
| | 01:25 | So I'd go up here, and click the File tab.
| | 01:29 | Then down over here choose Save & Send.
| | 01:31 | Under File Types, choose Change File Type.
| | 01:34 | Well, we want to change
it to the 97-2003 Workbook.
| | 01:37 | All those versions in the
same format, choose that.
| | 01:40 | Now over here click Save As.
| | 01:43 | Now we can save this as Excel 97-2003.
| | 01:45 | I don't know about you, but I think that's
just way too many steps to get to this version.
| | 01:50 | So just cancel that.
| | 01:52 | An easier way is on your
keyboard, just press the F12 key.
| | 01:56 | The F12 key immediately
brings up the Save As dialog box.
| | 02:00 | That will work in all of the Office
programs in just about any version you can think of.
| | 02:03 | So now what we have to do is click the
Save As Type and now choose Excel 97-2003.
| | 02:11 | Well, let's call this, instead of
current format, let's change the file name.
| | 02:15 | We'll call this current format 2003, just
so we know what that is, and click Save.
| | 02:21 | Now this pop-up comes up.
| | 02:22 | I'm just going to stretch
this out here a little bit.
| | 02:24 | This tells us that the conditional
formatting won't survive the trip.
| | 02:28 | You can see this
Significant loss of functionality.
| | 02:31 | This tells us that some of these
things simply will be removed, some of the
| | 02:35 | things will not be editable,
some cells, you can read this.
| | 02:40 | Down here, we have Minor loss of fidelity.
| | 02:43 | You might wonder, all right,
well, where are all these things?
| | 02:45 | If you click Find, it will select.
| | 02:48 | Let me just hit F12 again.
| | 02:50 | Go back, and we'll call this
again current format 2003 and Save.
| | 02:58 | The same pop-up comes up.
| | 03:00 | So any of these, you can click Find,
and it will select exactly what it is that
| | 03:05 | is going to cause a problem.
| | 03:06 | So, someone who opens this in
Excel 2003, they won't see the
| | 03:10 | conditional formatting.
| | 03:12 | It tells us the SmartArt won't be editable.
| | 03:14 | That'll be converted to regular shapes.
All of these we went over. Now let's do this.
| | 03:18 | Let's throw caution to the wind and I say
that's fine, we'll deal with it. So click Continue.
| | 03:22 | Now that goes away, and you see this
tells us that in it's current format 2003.xlsx.
| | 03:29 | The worksheet looks fine.
| | 03:30 | We can see the icons.
| | 03:32 | We can click the SmartArt.
| | 03:33 | We have this little pop-up.
| | 03:34 | As I said, we'll talk about SmartArts some more.
| | 03:36 | Well, what's the difference?
| | 03:38 | The reason is that we still have it open.
| | 03:40 | Well, let's close it.
| | 03:41 | You can either press Ctrl+F4
or click your Close button.
| | 03:44 | Let's go back to Backstage View, back
to Recent, and here is the file we just saved,
| | 03:49 | current format 2003, three
letter extension, XLS, click it.
| | 03:54 | Now you see on top, it shows
us we're in Compatibility Mode.
| | 03:58 | Now you can see those icons are gone.
| | 04:00 | And the SmartArt, if you click
this, you have regular shape editing.
| | 04:05 | It's really not fully editable.
| | 04:08 | Now, let's open another file.
| | 04:09 | I'm just going to press
Ctrl+O to bring up my File > Open.
| | 04:13 | We have this older format workbook,
and open that up. You see this.
| | 04:18 | We even have an older header on top and
this also shows us Compatibility Mode.
| | 04:23 | So this is an older format.
| | 04:25 | Now what if we want to save
this up to the newer version?
| | 04:28 | Well, the same thing.
| | 04:29 | We can go to File and we can
choose Save As, or press F12.
| | 04:34 | And because this is 2003, we can
click this and I'll save this as a regular
| | 04:40 | Excel Workbook with a four letter extension.
| | 04:43 | Now let's call this an upgraded format workbook.
| | 04:48 | Click Save.
| | 04:49 | It still says it's Compatibility Mode.
| | 04:51 | So if we close it, go back to
Recent and reopen it, now it's no longer
| | 04:57 | in Compatibility Mode.
| | 04:58 | This is now fully editable and we
can do anything with this, as though we
| | 05:02 | created it in Excel 2010.
| | 05:04 | So this may seem a little
confusing at first, but there are so many
| | 05:08 | installations of older
versions of Excel still in use.
| | 05:12 | You really want to be aware of what you
can and cannot do and how you can get
| | 05:16 | from one version to another in Excel.
| | 05:18 | You're going to be a lot happier.
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|
|
2. Worksheet BasicsCreating a worksheet| 00:00 | Now, what we'll do is create a brand-
new worksheet from scratch and this is a
| | 00:06 | very typical thing that you open Excel,
you have a blank sheet rather than
| | 00:09 | something that somebody
has given to you, and you go.
| | 00:12 | So let's click Cell A1 if you need to, where
Column A meets Row 1, and let's just start typing.
| | 00:17 | I'll say Two Trees is the name
of our company, Olive Oil Company.
| | 00:23 | Now when you're done typing you know
you're done typing but Excel doesn't know
| | 00:27 | you're done typing, and you see
you have your cursor flashing there.
| | 00:31 | Well, in order to tell Excel that
you're done and you want to make this
| | 00:35 | permanent, you have to press the Enter key.
| | 00:38 | If you start typing, let's say go down
here and type Sales, if you don't press
| | 00:42 | Enter nothing happens and in fact if
you hit the Escape key, then it goes away.
| | 00:47 | Now that's not an undo because
you haven't done anything yet.
| | 00:51 | So let's type in, again, let's say
Sales of bath soap, first half of year.
| | 00:58 | And again, you know you're done
typing, you have to tell Excel.
| | 01:01 | So we press Enter and notice also that
when you press Enter, you're not just
| | 01:06 | entering what you're doing.
| | 01:07 | You're also going down one row below.
| | 01:09 | We'll talk about that also in a little bit.
| | 01:11 | So let's click back on this and it
looks like we have some words in A2 and that
| | 01:17 | you have other words in the other cells.
| | 01:19 | But that's not what's really happening.
| | 01:21 | When you have A2 selected, look up here,
in the formula editing bar, you see all
| | 01:24 | of the text and if you go to cell B2
or C2, D2, you notice that the formula
| | 01:30 | editing bar is empty.
| | 01:32 | So what's happening is the
text is really contained in A2.
| | 01:35 | It's just kind of
borrowing the space next to it.
| | 01:38 | Well, what happens if you go here
into B2, which is the formula editing bar?
| | 01:41 | It tells you it's empty and available to type.
| | 01:43 | Let's just type in some stuff and Enter.
| | 01:47 | Now you notice that the text isn't continuing
because there is text in the way. Cell B2 is filled.
| | 01:53 | If you take that and delete,
now your text can continue.
| | 01:56 | All right, let's put some other things
in here. Let's go here to A5 and let's
| | 02:00 | type in Region. I want to say what
region of the companies we are looking at.
| | 02:04 | Let's put in say North,
South, Central, and West.
| | 02:08 | Okay, and let's put in the months.
| | 02:10 | So let's go over here and I'll type
January and I'm just going to hit the
| | 02:14 | Tab key to get to the next cell or I could
hit the Right arrow key to get to the next cell.
| | 02:24 | And there is an easier way to type in
the months that we'll look at in a little
| | 02:27 | while, but right now, we just want to do this.
| | 02:28 | Now here's something that's kind of important.
| | 02:30 | When I'm done typing, and I see a lot
of new Excel users will do this, they'll
| | 02:34 | type in a whole sheet and when they get
to the very last cell they're typing in,
| | 02:36 | they just kind of sit there.
| | 02:38 | Well, you can't do that.
| | 02:39 | You have to press Enter.
| | 02:40 | But here's what's also important is,
instead of pressing Enter and going down
| | 02:44 | one row, what if I wanted to
Enter and stay put on cell G5?
| | 02:49 | Well, instead of pressing the Enter
key by itself, hold down the Ctrl key and
| | 02:53 | press Enter and that way you
can enter G5 and stay put on G5.
| | 02:58 | Well, let's look at a few
editing techniques here.
| | 03:01 | You can use the four cursor keys on your
keyboard to navigate up, down, right, and left.
| | 03:07 | Let's go out here.
| | 03:09 | If you hit the Home key, you zip all the
way to Column A but staying in the same row.
| | 03:14 | If you press Ctrl+Right arrow, you
stay in the same row and go all the way
| | 03:18 | to the last column.
| | 03:19 | You could do this going up or down also.
| | 03:21 | If you press Ctrl+Home, you
get to the first cell, Cell A1.
| | 03:26 | If you press Ctrl+End, not Ctrl+N like
New File, but END, that brings you to the
| | 03:32 | end of the worksheet.
| | 03:34 | Now let's look at a few editing techniques here.
| | 03:36 | Let's say instead of June,
I wanted this to be a Total column.
| | 03:39 | Well, you can click it and just delete
and that gets rid of it and I'm going to
| | 03:44 | undo and you have your Undo button up
here where you could press Ctrl+Z to undo.
| | 03:48 | Ctrl+Z works in every program, whether
it's Microsoft or not, and if you have a
| | 03:53 | hard time remembering that, you might
go on to think that Z stands for Zap,
| | 03:56 | the last thing I did.
| | 03:57 | Well, if I want to put the word Total
here, I could just type the word Total.
| | 04:00 | I don't have to delete anything.
| | 04:02 | I'll just press Ctrl+Enter
to stay put on that cell.
| | 04:05 | Now, what if I wanted to
edit what's in one of the cells?
| | 04:09 | Well, a few things I could do is maybe
if I wanted this to say Regions instead
| | 04:13 | of Region, I could just double-click
and that puts my cursor in there and I can type.
| | 04:18 | I'm just going to escape out of
there. Or when your cell is selected you
| | 04:22 | can click up here in the
formula editing bar and you can type.
| | 04:26 | I'm just going to escape out of there
or you could press the F2 key on your
| | 04:30 | keyboard and that will also let you edit.
| | 04:33 | So there's three ways that you could edit.
| | 04:35 | Well, here's a nice little technique.
| | 04:36 | If you want to select one word in
a cell that has bunch of things,
| | 04:41 | so, for example, Sales of bath soaps first
half year, we have a bunch of words in here.
| | 04:44 | What if I wanted to select the word
Sales only and not the rest of the words and
| | 04:48 | that cell is not active,
that's two double-clicks.
| | 04:51 | The first double-click puts
your cursor in the cell; the second
| | 04:54 | double-click selects the word.
| | 04:56 | So I'm going to put my mouse
pointer on the word Sales.
| | 04:58 | First double-click inserts the cursor,
second double-click selects the word, and
| | 05:03 | now if I want to type
something like Volume or whatnot.
| | 05:07 | So that's a handy thing to do.
| | 05:08 | Again, I'm just going to
press Escape to get out of there.
| | 05:11 | So now that you know some handy editing
techniques, you really want to keep them
| | 05:15 | in mind because it's going to make your
life in Excel a heck of a lot easier and
| | 05:19 | remember some of those shortcuts too.
I think you're going to like those.
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| Techniques for copying and pasting| 00:00 | I want to show you some
copying and pasting techniques.
| | 00:03 | First thing we do before even
copying and pasting is I want to show you
| | 00:06 | some moving techniques.
| | 00:07 | Let's just select this area here.
| | 00:09 | Now most of the time when you're using
Excel, your mouse pointer is this big old
| | 00:12 | Plus sign, but put the mouse pointer
anywhere on the edge of the selected area
| | 00:17 | and you see your mouse
pointer becomes a four-headed arrow.
| | 00:20 | When you get that four-headed arrow,
you could just drag anywhere on the
| | 00:23 | worksheet you want and
that whole area goes together.
| | 00:26 | Now I want to undo, so I could
hit this Undo button over here.
| | 00:29 | You could also press Ctrl+Z and Ctrl+Z
will undo in every application under the
| | 00:34 | sun whether it's Microsoft or not.
| | 00:36 | To remember it I always think that Z
stands for zap the last thing that I did.
| | 00:41 | Well, I want to copy this area.
| | 00:43 | So when I get that four-headed arrow
mouse pointer, let's hold down the Ctrl
| | 00:47 | key on the keyboard.
| | 00:48 | When you hold down the Ctrl key, see
that four-headed arrow turn to a regular
| | 00:51 | arrow with a little plus sign next to it.
| | 00:52 | When you get that little plus sign,
keep holding the Ctrl key and drag down a
| | 00:57 | little bit and let go of the mouse
first before letting go the keyboard and
| | 01:02 | now you've copied it.
| | 01:03 | We could do that again for practice.
| | 01:04 | Select an area here, get a four-headed
mouse pointer, hold down the Ctrl key
| | 01:09 | and drag to the right and always
remember to let go of the mouse first and let
| | 01:13 | go of the key second.
| | 01:14 | So that's a nice handy way
to be able to copy some data.
| | 01:18 | I'm just going to delete that.
| | 01:20 | Here's another handy tip.
| | 01:21 | Let's say Column A was a little bit
wider and if you put your mouse pointer up
| | 01:25 | here on the border between Column A
and Column B and the header, you see the
| | 01:30 | mouse pointer is that two-headed arrow.
| | 01:32 | That has to be up there in the header.
| | 01:33 | It can't be in the worksheet and when
you get that two-headed arrow, just drag
| | 01:37 | to the right a little bit, just
so Column A is a little wider.
| | 01:40 | Now here's why we're doing that.
| | 01:41 | Let's select this and just copy to
the Clipboard, I'll press Ctrl+C, and
| | 01:46 | let's come over here.
| | 01:48 | Now if you simply do a regular old paste,
just press Ctrl+V, it pastes in, but
| | 01:52 | you notice that the first column here Column J
is narrow, the same width as all these others.
| | 01:57 | It's not wide like it is in the original.
| | 01:59 | And again, just Ctrl+Z or hit the
Undo key. Let's click back there.
| | 02:03 | Up here in the Home tab, you have your
Paste button and if you click it, there's
| | 02:07 | a whole bunch of options here.
| | 02:09 | The first one is just the
regular paste, just like we did before.
| | 02:13 | You notice that when I move my
mouse away the thing disappears.
| | 02:15 | This is just a preview.
| | 02:16 | We actually haven't done it yet.
| | 02:18 | This is new to this version, by the way.
| | 02:19 | Now, if I go down here, now you see
that Column J is as wide a Column A.
| | 02:24 | So the destination columns are the same width.
| | 02:27 | You can see that's a little pop-up help there.
| | 02:29 | Here's another option that is really great.
| | 02:31 | If you choose this one here that's
Transpose and now you see what had been
| | 02:35 | the rows are now the columns, what had been the
columns are now the rows, just by a simple click.
| | 02:39 | Now let's take a look down here.
| | 02:41 | This is Paste link and you might be
wondering, what the heck are all those zeros doing?
| | 02:45 | Well, this is taking the values from
the cells in the original and linking to
| | 02:51 | the cells where you are pasting.
| | 02:52 | Now, an empty cell has a value of zero.
That's why you're getting all those zeros.
| | 02:56 | This one here we'll paste as a picture.
| | 02:59 | You might wonder well, what's that all about?
| | 03:00 | We'll click that and now you see this is a
picture and you have your selection handles.
| | 03:06 | Put your mouse pointer on one of these
dots and now you can shrink it, you can
| | 03:10 | enlarge it, and you have this little
green dot on the top, put your mouse pointer
| | 03:14 | there, and you can rotate it.
| | 03:16 | That's interesting but
why would I want to do that?
| | 03:18 | Well, maybe if you're creating a
presentation in PowerPoint or in Word, you want
| | 03:21 | to overlay some of your numbers
there, that might be something useful.
| | 03:25 | I'm just going to delete that.
| | 03:26 | Now you see the marching ants are
around this original area. That means that
| | 03:30 | these cells are still in the
Clipboard so you can still paste.
| | 03:33 | In fact, let's maybe go to Sheet 2 and we can
paste and maybe go to Sheet 3 and we can paste.
| | 03:38 | Now, let's go back to Sheet 1 and if
you hit the Escape key, now it clears
| | 03:43 | out the Clipboard and the marching
ants are gone. Notice the Paste button is
| | 03:46 | grayed out. If you press Ctrl+V, nothing
happens because we've cleared out the Clipboard.
| | 03:51 | So those are some really great
handy features of using the Clipboard and
| | 03:54 | hopefully that'll save you a
little bit of time later on.
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| Entering data automatically with Auto Fill| 00:00 | Rather than typing a lot of repetitive
data, why not let Excel do it for you?
| | 00:04 | If you take a look here at this sheet,
we have months and we did this in
| | 00:08 | the previous movie.
| | 00:10 | Now let's just select all those cells
and delete. Let's get back to this first
| | 00:14 | one here in B5 and type the word
January and instead of pressing Enter, which
| | 00:20 | would move us down to the next row,
let's press Ctrl+Enter so we stay there.
| | 00:24 | Now, if you take the close look at the
cell, you'll notice in the lower right
| | 00:28 | corner of the cell is a little square dot.
| | 00:31 | Now your mouse pointer is usually this
big plus sign, but if you put the mouse
| | 00:35 | pointer on that square dot,
the mouse pointer turns to a crosshair.
| | 00:38 | That's what's called the Autofill
mouse pointer or the Autofill handle.
| | 00:43 | When you get that and it has to be that,
it can't be another mouse pointer, drag
| | 00:46 | to the right and look what happens.
| | 00:49 | It fills in the months for you.
| | 00:51 | Well that's pretty cool and
there's a few other things we could do.
| | 00:54 | Let's go down here to Sheet 2.
| | 00:56 | And this Sheet 2 is
expecting to see weekly average.
| | 01:00 | So in that same cell B5, type Monday
and again press Ctrl+Enter, put your mouse
| | 01:06 | over that dot so you get the crosshair and
then drag out here until you get to Friday.
| | 01:12 | Well that's pretty cool, but
there's a few other things we can do.
| | 01:16 | Let's go to Sheet 3 and
just show you a few things.
| | 01:19 | Let's say we wanted January, but we
wanted to abbreviate it and you can just
| | 01:24 | type this here in the first cell.
| | 01:25 | So I'll just type January again, press
Ctrl+Enter, and this Autofill works going
| | 01:30 | down a column, not just across a row.
| | 01:31 | When you get that crosshair, you can drag
down and see what happens is it repeats.
| | 01:37 | Once it gets down to the end of the
series, the series just starts again.
| | 01:42 | And the same for the days. Now you
can type in the day, type in Monday and
| | 01:48 | Autofill down to the bottom and it repeats.
| | 01:49 | It'll just make the columns be a little wider.
| | 01:51 | If you abbreviate it, press Ctrl+
Enter, it will repeat abbreviated.
| | 01:57 | Well, that's pretty handy.
| | 01:58 | What do you do for numbers?
Numbers are a little different.
| | 02:01 | Let's go up to the top here and maybe
just type the number one, Ctrl+Enter, and
| | 02:05 | when you Autofill it, notice it just
gives you a whole lot of ones, and the
| | 02:09 | reason is that there is no built-in series.
| | 02:11 | Let's go over here and type in a 1.
Ctrl+Enter. This time if you hold the Ctrl
| | 02:16 | key down, when you get that Autofill
handle, now when you drag down and I'll
| | 02:20 | just let go off the mouse
first, now it will increment.
| | 02:24 | Well what if you want to create your own series?
| | 02:27 | Let's go over here in column H, maybe
you type in 10, press Enter and maybe you
| | 02:31 | type in 20. Remember to press Enter.
| | 02:33 | Now select both of these cells together.
| | 02:36 | When you have multiple cells selected,
they share a common Autofill handle.
| | 02:41 | Now put your mouse pointer on it, get
the crosshair, now when you drag down,
| | 02:46 | you notice that it keeps that series.
| | 02:49 | So that's all pretty cool.
| | 02:51 | Well this is all fine because months
and days are built-in series, but wouldn't
| | 02:57 | it be nice if you could create
your own sort of pre-made series?
| | 03:01 | It could be a series of your clients, or vendors,
or people you work with. It could be anything.
| | 03:07 | Well, let's say we wanted a list
of regions where our company operates.
| | 03:12 | We can create a custom list.
| | 03:14 | So here's what we do.
| | 03:16 | Go up to the File menu, so in Backstage
view, go down here to Options and then
| | 03:22 | in the left side here, go to Advanced
and let's scroll down. Down towards the
| | 03:28 | bottom, we find this button Edit custom lists.
| | 03:31 | Click that and here it shows you the
days and the months, so it's great.
| | 03:34 | Now over here it says List Entries.
Click in this empty box and maybe let's type
| | 03:38 | a few things. Let's say we operate
in New England and the Mid-Atlantic,
| | 03:45 | Southeast, Midwest,
Southwest, and maybe also in Pacific.
| | 03:54 | Now click Add and you see that
adds the list here. Now that's great.
| | 03:58 | Click OK, click OK again.
| | 04:01 | Anywhere you want you can type in New England.
| | 04:05 | I'll press Ctrl+Enter and I'll
make that count little wider.
| | 04:08 | Now when we Autofill, you'll
notice if gives you that list.
| | 04:12 | What's also really great is you don't
have to start at the beginning of the list.
| | 04:15 | Maybe if you started with let's say
Pacific, it would still give you that list.
| | 04:22 | Or maybe if you started on Thursday, and
Autofill and this will work if you fill
| | 04:28 | across as well as down.
| | 04:30 | It'll give you that list.
| | 04:31 | So this is a really great feature.
Let Excel do a lot of the typing for you.
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| Targeting large data groups | 00:00 | In Excel, as with all other Windows
programs, you have to know how to select
| | 00:05 | your data if you want to modify it.
| | 00:07 | So let's take a look at a few techniques.
| | 00:09 | Well some are pretty straightforward.
Put your mouse pointer here at the
| | 00:12 | beginning and you can just drag and as
long as you don't let go off the mouse
| | 00:16 | button, you can reduce or
enlarge the selection area.
| | 00:20 | Okay, that's great, but what if you
wanted to select some things that are not
| | 00:24 | quite so straightforward?
| | 00:26 | Well let's do this.
| | 00:27 | Click on the first cell here A5.
| | 00:29 | Now if you scroll down, you can see
there's the end of this selection area.
| | 00:33 | Well, it can be kind of hard to try to
drag to select that, because Excel starts
| | 00:37 | doing that and it can scroll
much faster than you can select.
| | 00:42 | So I'm just going to press Ctrl+Home.
| | 00:44 | So here's an easier way to do that.
| | 00:46 | Click the first cell, scroll down,
so I'm just to use going to use the rolling
| | 00:49 | wheel on the mouse, put your mouse
pointer on the last cell there, and before you
| | 00:52 | click hold the Shift key down.
| | 00:54 | So if you Shift+click, now
you can select that entire area.
| | 00:57 | Then you could go in reverse too.
| | 00:59 | Just click to deselect, click the last cell,
go up here and Shift+click the first one.
| | 01:06 | Now let's say if you know where you want
to select to, so for example, this cell
| | 01:10 | here we know is cell G28.
| | 01:13 | Let's click over here and
now click up on that Name box.
| | 01:17 | Now if you simply type G28 and
press Enter, your cursor goes to G28.
| | 01:23 | Well, that's great but if you click there
and click in the Name box, type G28 and
| | 01:28 | press Shift+Enter, now you
can select that entire area.
| | 01:32 | So if you want to select large areas of cells,
I think that's a pretty good way to do it.
| | 01:37 | Well, you could also select random areas.
| | 01:40 | So for example, I'll select this row,
hold the Ctrl key down, and with the Ctrl
| | 01:45 | key down, you can select random areas,
even individual cells, as long as you're
| | 01:52 | holding the Ctrl key down and then
click anywhere and you can deselect.
| | 01:56 | Now you could do this with
entire columns and entire rows.
| | 01:59 | So example, you can click the header
for Column B and if you hold Ctrl key down,
| | 02:05 | you can click headers for other
columns and select other columns.
| | 02:08 | Why would you want to do this?
| | 02:09 | Well, maybe you want to make them Bold,
so you hit the Bold button, or maybe you
| | 02:12 | want to make them Italic
or some other formatting.
| | 02:15 | So that's what that's for,
and that's the Ctrl key.
| | 02:18 | If you click the header for column B
and Shift+click the header for column G,
| | 02:23 | now you select all of them.
| | 02:25 | You could also drag to select.
| | 02:26 | Make sure that it's a down arrow.
| | 02:28 | Then you can drag to select,
and rows work the same way.
| | 02:32 | You can click a row, hold down your
Shift key, and then Shift+click to select
| | 02:37 | more, Shift+click to select fewer.
| | 02:39 | If you use the Ctrl key you can select
one and any random other rows that you
| | 02:45 | want and again you can
click somewhere to deselect.
| | 02:49 | Now if you wanted to select an entire
column or an entire row, of course you
| | 02:53 | can click just the header of one or
the header for the other and there's a
| | 02:57 | little shortcut for that.
| | 02:58 | If you press Ctrl+Spacebar,
you can select an entire column.
| | 03:02 | If you press Shift+Spacebar
that will select an entire row.
| | 03:06 | Now what if we wanted to
select this whole data area?
| | 03:10 | Now this data area, this begins at
row 5 ends at row 28, and ends at column G.
| | 03:16 | This is what's called a
current region in Excel terminology.
| | 03:21 | Click anywhere in this current
region and to select all the cells in this
| | 03:25 | region, press Ctrl+A and that selects
all the cells in that current region.
| | 03:30 | But what happens once your current
region is selected and you press Ctrl+A
| | 03:34 | again, that selects the entire sheet.
| | 03:37 | So if you want to select all 16.7
million cells in the worksheet and the current
| | 03:41 | cell is cell there that's surrounded
by other cells, just press Ctrl+A twice.
| | 03:46 | Well, what if you have the cell out
here that selected that's surrounded by
| | 03:50 | empty cells, then you only
have to press Ctrl+A once.
| | 03:52 | Now there is another technique. Over
here in the upper left corner where the
| | 03:57 | columns and rows meet is this little
gray box. Click that and that always
| | 04:01 | selects all of the cells in the
worksheet, not just current area.
| | 04:05 | And again, why would you want to do that?
| | 04:06 | Well maybe you want to change the font.
Now I'll click the font selection here, and
| | 04:10 | I'll choose something else.
| | 04:11 | Now I've changed the font of all
of the cells including cells that I
| | 04:16 | haven't typed in yet.
| | 04:18 | So as long as you know how to select
and how to move around in the worksheet,
| | 04:22 | you're going to find that
you're doing Excel much faster.
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| Changing a worksheet's structure | 00:00 | Very often you'll find the need to
insert cells into an existing worksheet.
| | 00:05 | So let me show you how you can do
that with rows and columns and even cells
| | 00:09 | right in the middle of a row and column.
| | 00:11 | Well, for example, let's say we wanted
a blank column between June and Total.
| | 00:16 | Well let's go up here to the header
for Column H and notice the mouse pointer
| | 00:21 | is this down arrow.
| | 00:22 | And just click with the right mouse
button and from the pop-up, choose Insert
| | 00:27 | and it inserts a brand-new column
right before the column that you clicked.
| | 00:32 | And that's just kind of a Windows
standard is new items generally go before the
| | 00:36 | current item, whatever that item is.
Could be row or column and so forth.
| | 00:39 | And I am just going to
press Ctrl+Z to undo that.
| | 00:42 | Well, what if I select more than one column?
| | 00:44 | Let's go over here and let's
select Column B and C. And I have a few
| | 00:49 | techniques to do that.
| | 00:50 | Once you have both Column B and C
selected, again, make sure it's this down
| | 00:54 | pointing arrow on the header, right-click,
choose Insert, and now it inserts two columns.
| | 00:59 | So you now have a new Column B and a new
Column C. And I'll just press Ctrl+Z to undo that.
| | 01:04 | Rows work the same way.
| | 01:06 | Let's say we want a row above Row 5,
put your mouse pointer here on the
| | 01:10 | header for Row 5 so it's that right
pointing arrow, click the right mouse button
| | 01:14 | and choose Insert, and it inserts a new row.
| | 01:17 | Notice also that it picked up the
formatting of the row above it, because that's
| | 01:21 | where you inserted the row.
| | 01:22 | Now, of course you can
always get rid of that color.
| | 01:24 | But we'll talk about that in another movie.
| | 01:26 | Again, I'll just press Ctrl+Z to undo.
| | 01:29 | What if we select a few rows?
| | 01:31 | Maybe this time I'll select three rows here.
| | 01:34 | So I am just putting my mouse pointer
on this first row so it's that right
| | 01:37 | pointing arrow and I am just
clicking and dragging down.
| | 01:40 | And then when I right-click and choose
Insert, you see it inserts three rows,
| | 01:44 | because I have three rows selected.
| | 01:45 | Again, let's just undo.
| | 01:47 | Well let's say you wanted to insert
cells in the middle of a worksheet.
| | 01:51 | Let's select from this January down to
the Total, right-click in the highlighted
| | 01:56 | area, and choose Insert.
| | 01:58 | Now, because you're inserting cells in
the middle of the worksheet, Excel has to
| | 02:02 | figure, all right, if we are going to
do that, we have got to push the stuff
| | 02:05 | aside and which way are we going to push it?
| | 02:07 | Up, down, left or right?
| | 02:08 | Well, Excel is pretty good at
guessing and here if we choose Shift cells
| | 02:12 | right and click OK,
| | 02:13 | now you see everything is pushed up.
| | 02:15 | Look what's happened here.
| | 02:16 | This area has been pushed out to
Column I, so it's not quite a new column
| | 02:20 | that's been inserted.
| | 02:21 | It's new cells being put in, in the middle.
| | 02:23 | I'll just Ctrl+Z to undo.
| | 02:25 | And the same thing if you go across a row.
| | 02:28 | If we select across a row
here, right-click and Insert.
| | 02:32 | And this says okay, again,
which way do you want to go?
| | 02:35 | Because we selected across the row,
Excel correctly guesses that we want to
| | 02:38 | shift the cells down. Click OK.
| | 02:40 | Now it has picked up the formatting,
but you see it's shifted everything down
| | 02:44 | and now we have this empty row.
| | 02:45 | And you can just again Ctrl+Z to undo.
| | 02:49 | So most of the time, you want to
insert an entire new column or an entire new row,
| | 02:53 | not cells in the middle of the worksheet.
| | 02:55 | But now you see the technique is the
same so you could do it either way.
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|
3. Excel Formula BasicsUnderstanding formulas and functions | 00:00 | Let's talk a little bit about calculations.
| | 00:03 | Excel does calculations using
formulas and using functions.
| | 00:08 | Yes, I know the term sounds similar.
| | 00:10 | So let's make this a little bit more clear.
| | 00:12 | Formulas and functions are the same in
that they always start with an equal sign.
| | 00:18 | There's never any exception.
| | 00:20 | When you're calculating in pencil and
paper, well the equals sign comes in
| | 00:23 | the middle, doesn't it?
| | 00:24 | Well, that's not the way it is with Excel.
| | 00:26 | With Excel, you always
start it at the beginning.
| | 00:28 | So let's talk a little bit about formulas.
| | 00:31 | Formulas are basic arithmetic:
| | 00:33 | addition, subtraction,
multiplication, division, and exponents.
| | 00:38 | And if you're not familiar, an exponent
is simply raising something to a power.
| | 00:41 | Like if you're taking a number
and squaring it or cubing it.
| | 00:44 | Well, let's take a look at
what's happening in Excel.
| | 00:48 | In this workbook, we have a very simple formula.
| | 00:51 | And I think it'll make sense to you if
we do this kind of the wrong way first,
| | 00:56 | and then the right way.
| | 00:57 | In the first worksheet here, the Formulas
worksheet, we have got a couple of numbers, right?
| | 01:01 | There is one number.
| | 01:02 | There is another number, and
two ways of calculating it.
| | 01:07 | This way I have it hard-coded and
this way I have it using a formula.
| | 01:11 | Now, the formula here,
I'm simply saying = 2 + 2.
| | 01:16 | But we don't really want to do that.
| | 01:18 | We really want to say not what is 2+2,
but what is the total of this cell, D4,
| | 01:25 | where Column D meets Row 4,
plus the content of this cell, D5.
| | 01:31 | So the wrong way is to say =2+2.
| | 01:34 | The right way is to say equals the
contents of D4 plus the content of D5.
| | 01:39 | You might wonder well,
what's the big difference?
| | 01:41 | They're both fine, they
both have the correct number.
| | 01:44 | But what if we do this?
| | 01:44 | Let's take that number,
and let's just change that.
| | 01:46 | I'll just change it to a 3 and Enter.
| | 01:49 | Well, now this is wrong, because it's still 2+2.
| | 01:54 | So this formula has absolutely
nothing to do with what's happening over
| | 01:58 | there, because it's 2+2.
| | 01:59 | It's not the content of D4 and D5.
| | 02:03 | This one has a correct number
because this formula is D4+D5.
| | 02:09 | Let's talk about functions here.
| | 02:11 | There are over 300 functions and
don't worry, we are not going to go
| | 02:15 | through every single one.
| | 02:16 | But you should know that there are
functions for so many different tasks.
| | 02:20 | Finance, statistics,
engineering, physics, and so on.
| | 02:24 | So functions are like pre-made named formulas.
| | 02:28 | Every one has its own specific task, and
they all use at least one set of parentheses.
| | 02:34 | Let's take a look at the syntax.
| | 02:36 | The general syntax of a function is
you have the equal sign, we know that.
| | 02:40 | Then you have the name of the function and
then you have at least one set of parentheses.
| | 02:44 | Now, in the parenthesis, some functions
will have a lot inside the parenthesis.
| | 02:50 | There are some functions that had
nothing inside the parenthesis, but you have
| | 02:54 | to have at least one.
| | 02:56 | Well, here are some sample functions.
| | 02:57 | An Average function, if you want
to take the average of some numbers.
| | 03:01 | You might want to take the
square root of some numbers.
| | 03:03 | Or you might want to figure out what's
the payment if you are going to borrow
| | 03:07 | some money and we have an interest rate,
and payment periods and all that jazz.
| | 03:11 | So you could find out how much
you're going to have to pay every month.
| | 03:14 | We are going to use that
also later in the course.
| | 03:16 | So let's take a look at an
example of using the function.
| | 03:20 | In this workbook here, go down
and click the functions worksheet.
| | 03:24 | Now, assume we have a column of
numbers and we want to get the average.
| | 03:27 | Now, the wrong way to do
it is to do it manually.
| | 03:30 | And we could add up all of these numbers
here in Column D and then divide by how
| | 03:34 | many numbers there are.
| | 03:35 | Well, that's really not a great way of
doing it, because first thing we have to
| | 03:39 | figure out is how many numbers are.
| | 03:40 | I can click on the first one and see well it's
Row 2, click on the last one see that's Row 15.
| | 03:45 | You could figure out there are 14 numbers,
and that's not a very good way of doing it.
| | 03:49 | You could select all of the numbers,
and then down here in the status bar, this
| | 03:53 | will show you that you have 14
selected. Still too prone for errors.
| | 03:56 | But the thing is, you're looking at it
and say well, wait a minute doing it the
| | 03:59 | manual way, and I have this using the
Average function, they are both correct.
| | 04:04 | So what's the problem?
| | 04:05 | Well, what happens if you change something?
| | 04:07 | Let's take this number.
| | 04:08 | Maybe if I just change a number,
well the numbers are still correct.
| | 04:12 | Now, I'll take this number here, and I'll
change it, and the numbers are still the same.
| | 04:17 | But what happens if we delete a few?
| | 04:18 | Now, all the sudden there aren't
14 numbers. There are 12 numbers.
| | 04:23 | Well, this one is still divided
by 14, so that's a wrong number.
| | 04:26 | This one is using the Average function.
| | 04:28 | And this is saying hey just take
the average of this bunch of numbers.
| | 04:32 | So that's why this is
giving you the correct answer.
| | 04:34 | So now that we see what formulas and
functions are all about, let's go and do
| | 04:39 | something useful with them.
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| Entering data in a worksheet| 00:00 | What we have in this worksheet is the
beginning or maybe close to the ending of
| | 00:05 | a simple basic expense report.
| | 00:07 | And I want to show you few editing
techniques before we go and use this.
| | 00:12 | First thing you can see this
Column A is not quite wide enough.
| | 00:15 | Now you may know already but if you
put your mouse pointer up here in the
| | 00:18 | header in the border between
Column A and Column B, when you get that
| | 00:22 | two-headed mouse pointer, you can
just sort of click and drag to the right.
| | 00:25 | But how far you are supposed to go.
| | 00:27 | Maybe you went too far, maybe not far enough.
| | 00:29 | I am just going to press Ctrl+Z to undo.
| | 00:31 | A little tip here is when you get
that two-headed arrow there between two
| | 00:34 | columns, if you double-
click the column auto fits.
| | 00:39 | So it's now as wide as the
widest item in the column.
| | 00:42 | That's pretty cool.
| | 00:43 | Now, let's fill in the months.
| | 00:45 | You may know already to auto fill, so
if you click on January, put the mouse
| | 00:48 | pointer on that little Auto
Fill dot in the lower right corner.
| | 00:51 | Make sure the mouse pointer is a
crosshair. It has to be the crosshair.
| | 00:55 | And if you drag that out,
you can fill in the months.
| | 00:58 | And I'll just go over here
and type the word Total.
| | 01:01 | And let's take a look at the numbers.
| | 01:03 | If you want to fill-in these numbers
fairly quickly, what you do is this.
| | 01:06 | Let's select the whole range.
| | 01:08 | So that's all three months.
| | 01:10 | That's all the cities.
| | 01:11 | Now, in this selected area, you notice
that the cell in the upper left corner
| | 01:15 | is a little different.
| | 01:17 | If you hit the Enter key, you
notice that the active cell is just in
| | 01:21 | that selected area.
| | 01:23 | So there is always one active
cell no matter what is selected.
| | 01:26 | Well, here is what we do. Let's go
down here to the number for Dallas and
| | 01:30 | January and let's just type in 7532, press
Enter, and the number here is 2589 for Boston.
| | 01:38 | Now, that's the end of
Column B in that selected area.
| | 01:41 | When you press Enter, it just cycles
back to the top of the next column.
| | 01:45 | So I'll put in 3421 for San Francisco.
| | 01:49 | And I'll simply hit the Enter key,
and then when I get down to Boston for
| | 01:52 | February, I'll put in say 2080.
| | 01:56 | And when I Enter, I go up
to the top the next column.
| | 01:59 | So if you select an area like that,
you could fill the numbers fairly quickly.
| | 02:04 | And if you are using a full-size
keyboard that has a numeric keypad on the right
| | 02:08 | side, then you can type those numbers in
using this selection technique and get
| | 02:13 | things done very quickly.
| | 02:14 | It's a lot faster than using the
numbers across the top of the keyboard.
| | 02:17 | Okay, that's great!
| | 02:18 | But before you actually start adding
some numbers here, we need to talk a little
| | 02:21 | bit about the order of operations.
| | 02:25 | So here is a little math test for you.
| | 02:28 | What is the right answer
to 2 plus 3 times 4?
| | 02:32 | Sounds simple, doesn't it?
| | 02:33 | Well, is the correct answer 20?
| | 02:36 | Or is the correct answer 14?
| | 02:38 | Well, here is how you can figure out?
| | 02:40 | The order of operations
priority goes to parenthesis.
| | 02:44 | Second priority is exponents, but
that's if you are raising the number to a
| | 02:48 | power like squaring the
number or cubing the number.
| | 02:51 | Multiplication and division come next.
It doesn't matter what you do first,
| | 02:55 | multiplication or division.
| | 02:56 | And then, addition and subtraction.
Again, it doesn't matter what you do first,
| | 02:59 | addition or subtraction.
| | 03:01 | So the answer to 2+3*4 is you
multiply 3*4 first and then add 2.
| | 03:08 | So the correct answer is 14.
| | 03:11 | The easiest way to remember this, you
may remember this from school, is please
| | 03:15 | excuse my dear Aunt Sally.
| | 03:17 | Excel does it the same way that
you will do it on pencil and paper.
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| Adding numbers manually| 00:01 | If you completed your expense report
worksheet from the movie on entering data,
| | 00:05 | then you should have a worksheet
that looks something like this.
| | 00:09 | I want to show you how to add numbers.
| | 00:11 | Now, adding numbers is probably the most
common calculation that you could do in Excel.
| | 00:16 | And it's so common that there are
whole bunch of different ways to do it,
| | 00:20 | probably about a half dozen different ways.
| | 00:22 | So let's start off simple.
| | 00:23 | I'm going to show you the basic manual way.
| | 00:26 | I kind of think of it as the Cherry Pick method.
| | 00:29 | So we want to start off
by adding across Row 6.
| | 00:32 | We want to add the
numbers here for San Francisco.
| | 00:35 | So click on cell E6, and in E6 we
want to say add this number and that
| | 00:42 |
| | 00:42 | number and that number.
| | 00:43 | Well, we know that every formula, every
function starts off with an equal sign.
| | 00:47 | So type in an equal sign.
| | 00:49 | As soon as you do, you're in Editing Mode,
and you can see the toolbar is mostly
| | 00:54 | grayed out because we're editing.
| | 00:56 | So we want to click that first number here.
| | 00:57 | Here click that 6100.
| | 00:58 | As soon you do, you see the marching
ants are around the 6100, you see =B6 is in
| | 01:04 | the cell, and up here in the
Formula bar, you can see =B6.
| | 01:08 | And this is ready to roll.
| | 01:10 | So type a plus, click
the next number, type the plus.
| | 01:13 | You can see it's color coded.
| | 01:15 | The first cell is blue.
| | 01:16 | The second cell is green.
| | 01:18 | Click the next one, you get the
marching ants, and that's purple.
| | 01:21 | So now our formula reads =B6+C6+D6.
| | 01:25 | Those three cells and that's it.
| | 01:28 | Just press Enter, and it enters the
number and goes down to the next cell.
| | 01:33 | Now, what you don't want to do is you
don't want to type a plus at the end.
| | 01:38 | And I see a lot of people
new to Excel will do that.
| | 01:41 | And if that happens you get an error.
| | 01:42 | There's good chance Excel
is going to fix it for you.
| | 01:45 | Let's just try that one more time.
| | 01:46 | So over here, we want to add
across the row for Los Angeles.
| | 01:49 | So we'll say equals, click the first number,
type the plus, click the second number,
| | 01:56 | type the plus, click the third number.
| | 01:58 | No more plus, we're done.
| | 02:00 | Also, if you're using full-size
keyboard and you have the keypad on the right side,
| | 02:04 | you are probably best off using
the plus on the right side than trying to
| | 02:07 | use the plus that's next to the
Backspace key. Because if you're using a plus
| | 02:10 | next to the Backspace key, you have to
remember to hold the Shift key down and
| | 02:13 | it's just not as efficient.
| | 02:15 | Now, we're done with
adding these numbers for LA.
| | 02:19 | So instead of pressing the Enter key,
just press Ctrl+Enter. All right?
| | 02:22 | Hold the Ctrl key down and press Enter.
| | 02:25 | So we're right there.
| | 02:26 | And we can Auto Fill this.
| | 02:28 | Put the mouse pointer on that Auto Fill
handle down in the lower-right corner.
| | 02:32 | When you get that crosshair, you can
click and drag down to the bottom and that
| | 02:37 | fills in all the numbers. But wait!
| | 02:39 | There is more.
| | 02:39 | You could do this even easier than that.
| | 02:41 | I'm just going to press Ctrl+Z to undo.
| | 02:43 | When you put your mouse pointer on
that Auto Fill handle, instead of generally
| | 02:47 | clicking-and-dragging, when you get
that crosshair just double-click.
| | 02:52 | And when you double-click,
it automatically fills down to the bottom of the row.
| | 02:55 | Let's take a look ay what's going on.
| | 02:57 | Click on that first number, that 23,000
and change, you could see this is B7, C7, D7.
| | 03:03 | Click the next one, B8, and the next one.
| | 03:06 | You see what Excel is doing is it's not
literally copying the formula. It's adjusting it.
| | 03:11 | It's adjusting based on the row.
| | 03:14 | Excel could do it, because the way
we're writing these cell references, these
| | 03:19 | are what are called relative cell references.
| | 03:22 | Relative meaning that Excel
can adjust them if necessary.
| | 03:26 | And you might wonder well, if this is a
relative cell reference, might there be
| | 03:29 | something called an absolute cell
reference, and there absolutely is.
| | 03:33 | We'll look at that in a little bit.
| | 03:35 | Here's something else that will make it
easier for you to see what's going on.
| | 03:39 | Rather than looking at each individual
result and then having to look up here in
| | 03:43 | the Formula bar to see the formulas
that created it, wouldn't be really nice if
| | 03:47 | we could see all the
formulas all at the same time?
| | 03:50 | Well, if you look at the upper-left
corner of your keyboard, probably to the
| | 03:54 | left of the number 1 and above
the Tab key, there is a Tilde.
| | 03:58 | If you press Ctrl+Tilde you see that now Excel
shows you all of the formulas all at the same time.
| | 04:04 | So it's now very easy to eyeball
how those formulas were adjusted.
| | 04:10 | And to get back to normal, if you press Ctrl
+Tilde again, Excel shows you all those numbers.
| | 04:15 | Well, let's cherry pick going
down the column for January.
| | 04:19 | So click here in cell B14, type equals,
first number for January, plus, second number,
| | 04:26 | plus and so on, and all I have got to
do is click each cell and type a plus.
| | 04:33 | And when you get to the last one,
remember there is no more plus, because if you
| | 04:36 | do Excel says hey, plus what?
| | 04:38 | And then just Ctrl+Enter and there you go.
| | 04:42 | You have your number.
| | 04:44 | Now, here is our Auto Fill handle, and
you could just click-and-drag to the right.
| | 04:48 | Double-clicking the Auto Fill handle won't
work going across the row, only down a column.
| | 04:52 | And now you have those numbers filled in.
| | 04:54 | Now, that's kind of a slow manual way,
so I'm going to show you some faster and
| | 04:59 | easier ways of doing this.
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| Adding numbers using Sum and AutoSum| 00:01 | If you completed the exercise in the
movie about adding numbers manually,
| | 00:05 | you have a worksheet that
looks pretty much like this.
| | 00:08 | Well, cherry picking numbers is okay
when you have the small worksheet like this,
| | 00:11 | but if you have a lot of
numbers, if you have lots of rows and lots
| | 00:15 | of columns, adding those numbers manually
is going to get pretty old pretty quickly.
| | 00:19 | So let's show you some easier and
faster ways of adding numbers.
| | 00:23 | Let's select all the numbers down here
in the Total column and just press Delete
| | 00:28 | on the keyboard, and let's select
these cells here across the Total row and
| | 00:32 | again press Delete on your keyboard.
| | 00:34 | Let's do this a different way.
| | 00:36 | Let's click up here in Cell E6, and
we're going to add the numbers, and here
| | 00:41 | we're going to see a function.
| | 00:42 | And we're going to use the Sum function and
as it sounds, the Sum function adds numbers.
| | 00:48 | It's probably the number one most
commonly used function in Excel.
| | 00:51 | So type in an equal sign and now
you have to type the name of the
| | 00:55 | function, which is Sum.
| | 00:57 | And when you do that, you see you
get a little pop-up help. Let's just
| | 01:00 | ignore that for now.
| | 01:01 | Open up your parenthesis and
you see it's giving you some help.
| | 01:04 | Here is what we do.
| | 01:05 | We simply drag across these three numbers.
| | 01:09 | So we're telling Excel,
give us the sum of B6:D6.
| | 01:14 | That is B6 through and including D6.
| | 01:18 | Be very careful that you don't drag onto E6,
because if you do, you're going to get an error.
| | 01:23 | It's basically saying what's the
total of B6 through E6 including E6.
| | 01:27 | It doesn't really make a lot of sense.
| | 01:29 | So just press Enter, and there you have the sum.
| | 01:33 | If you click there, you can see
in the Formula bar, there you go.
| | 01:35 | Let's try that one more time just for practice.
| | 01:37 | So I'll add across the row for
Los Angeles. So we'll say equals.
| | 01:41 | Sum, open up the parenthesis, drag
across these three numbers, make sure it's
| | 01:45 | only those three numbers.
| | 01:47 | See where those marching ants are
going? Just around those three numbers.
| | 01:51 | And this time let's press Ctrl+Enter,
so we enter and stay on the same cell.
| | 01:57 | Put your mouse pointer on the Auto Fill
handle, see your mouse pointer becomes a
| | 02:01 | crosshair, and double-click.
| | 02:04 | And it fills it all in.
| | 02:05 | Let's take a look, make sure this is right.
| | 02:07 | If you press Ctrl+Tilde. The Tilde key is
to the left of the 1 and above your Tab key.
| | 02:13 | So you could see here, Excel rewrote
these functions so it's always =SUM
| | 02:20 | of Column B through Column D, but Excel
rewrote which row it is, which is really great.
| | 02:26 | So just press Ctrl+Tilde so we get back.
| | 02:28 | And let's do the Sum function for January.
| | 02:30 | Click on cell B14 and let's type =SUM,
open up the parenthesis, and drag
| | 02:36 | down these numbers in the January column.
| | 02:41 | And again, press Ctrl+Enter.
| | 02:43 | So we have the number.
| | 02:44 | Put your mouse pointer on the dot so
we get that crosshair, and when you get
| | 02:48 | that crosshair, just drag across to Column
E to the Totals column, and there you go.
| | 02:53 | Well, that's great.
| | 02:54 | That's a lot easier and a lot faster
than adding it manually, but wait, there's
| | 02:58 | an even easier way of
putting in the Sum function.
| | 03:02 | Once again, let's select all
those numbers in Column E and delete.
| | 03:06 | Select these numbers
across the Total row and delete.
| | 03:09 | Now, let's go back where we started in Cell E6.
| | 03:12 | Well, because the Sum function is so
common, it's used so often, Excel gives us
| | 03:18 | an easier way of using it
rather than typing it in.
| | 03:22 | So let's make sure we're on Cell E6.
| | 03:24 | Also, we want to be on the Home tab.
| | 03:27 | And over here on the right side,
you see we have the AutoSum tool.
| | 03:31 | Now, just click the
AutoSum tool and look at that.
| | 03:34 | Excel puts in the formula for us,
correctly selects those cells, and just press Enter.
| | 03:40 | Press the AutoSum tool again and
again Excel fills those numbers in
| | 03:44 | correctly. Press Enter.
| | 03:47 | Well, the AutoSum tool is
great, but it's not perfect.
| | 03:51 | Look what happens here.
| | 03:52 | Right now when we're in Cell E8,
| | 03:54 | we have three numbers to the
left, we have two numbers above.
| | 03:58 | When you click the AutoSum
tool, look at what it's doing.
| | 04:01 | Excel can't read our minds.
| | 04:03 | It says hey, you probably add numbers
down more often than you add numbers across.
| | 04:08 | So let's take those numbers . Well,
that's obviously the wrong answer.
| | 04:11 | Well, you don't have to panic.
| | 04:12 | All you have to do is leave the formula
open, leave the marching ants there and
| | 04:16 | just manually drag across the correct
numbers, and Excel rewrites the formula as
| | 04:22 | it's open for editing, which
is great, and just press Enter.
| | 04:26 | And if you do it down here again, and
click the AutoSum tool, again Excel makes
| | 04:30 | that mistake of trying to add the
incorrect numbers, but not a big deal.
| | 04:34 | You can drag across the
correct numbers and fix it.
| | 04:38 | Now, you don't have to worry about
that too much, because if you remember to
| | 04:41 | Auto Fill, and you take the
Auto Fill handle on the number and drag or
| | 04:45 | double-click, then Excel
does put in the correct numbers.
| | 04:48 | So you don't have to worry about that.
| | 04:50 | Well, let's use the sum
function going down the column.
| | 04:53 | So click in Cell B14, I am going to type =Sum,
open up the parenthesis, drag down the
| | 05:00 | numbers in January, and you can see
where the marching ants are, then I'm just
| | 05:04 | going to press Ctrl+Enter
so we have that number.
| | 05:07 | So let's go to February and this time
let's click the AutoSum tool and great!
| | 05:13 | But a little bit of difference though
is when you click the AutoSum tool,
| | 05:16 | you notice that Excel picks up that blank
cell where it didn't pick up the blank
| | 05:21 | cell over here if you typed it manually.
| | 05:22 | Well, the number is going to be
correct because an empty cell has a value of
| | 05:26 | zero, but Excel tends not to like when
it thinks your formulas are inconsistent.
| | 05:30 | Like if you're adding more
cells in one place than in another.
| | 05:34 | So you might want to manually drag that.
| | 05:37 | But the AutoSum tool can
get a little confused here.
| | 05:40 | If you click in Cell D14 and
click AutoSum, look what it's doing.
| | 05:44 | Again, it's doing incorrectly
the opposite of what it did before.
| | 05:48 | So you may have to manually drag
those correct numbers to put it in.
| | 05:52 | But honestly, you really don't
have to worry about this too much.
| | 05:54 | Let's just select those two numbers and delete.
| | 05:57 | If you take the first number that you
did in January and get the AutoSum handle
| | 06:01 | and drag to the right, then it
will give you the correct numbers.
| | 06:04 | So you really want to be careful when
you're using the AutoSum just to make sure
| | 06:08 | that it's giving you the right answer.
| | Collapse this transcript |
| Adding a whole worksheet| 00:01 | Now if you have completed the exercise
in the movie about using the AutoSum
| | 00:05 | function in the AutoSum tool, you will have
a worksheet that looks pretty much like this.
| | 00:11 | Well, any numbers manually using the
cherry pick method is okay. Using the
| | 00:15 | AutoSum tool and Auto Fill are even
better but, when you have a worksheet like
| | 00:20 | this that's compact, you
don't have any blank columns,
| | 00:24 | you don't have any blank rows, you can
add up the numbers very, very quickly.
| | 00:28 | You don't have to write even a single formula.
| | 00:30 | So let's select all the numbers
going down that column and press Delete.
| | 00:35 | Let's select the numbers going
across the Total row and press Delete.
| | 00:38 | So again, you have just
your data and their totals.
| | 00:41 | Here's what you want to do.
| | 00:43 | Let's select cells starting from the
very first number, select down and across.
| | 00:48 | So you have not only all of your input
data selected but your Total column is
| | 00:54 | the last column selected and your Total
row is the last row selected and all you
| | 01:00 | have to do is click the
AutoSum tool and you are done.
| | 01:05 | You don't have to Auto Fill, you don't have
to check answers, it is done. Pretty cool, huh?
| | 01:10 | Let me show one other
slightly different way to do that.
| | 01:14 | I am just going to press Ctrl+Z to undo.
| | 01:16 | When you have that area selected, you can press
Alt+Equals. Hold down the Alt key and press Equals.
| | 01:22 | That's the shortcut for the AutoSum
tool and if you take a look here, I am
| | 01:26 | just going to press Ctrl+Tilde and now
you can see that Excel has written the
| | 01:31 | formulas correctly going down that
column, and it's written the formulas
| | 01:34 | correctly going across this row.
| | 01:37 | And I will press Ctrl+Tilde to come back.
| | 01:38 | So when you have a compact worksheet
like this, use that feature and you could
| | 01:45 | get yourself done and in no time at all.
| | Collapse this transcript |
| Working with numbers in columns| 00:00 | Now if you've completed the exercise
on adding a whole worksheet at once or
| | 00:05 | one of the AutoSum movies, you should have
a worksheet that looks something like this.
| | 00:10 | So we have our Totals column.
| | 00:12 | We added across all the rows.
| | 00:14 | We have the totals down here.
| | 00:15 | We added down all the columns.
| | 00:17 | But there are a few other things that we
might want to know about these numbers.
| | 00:20 | So let's click down here in
Cell A15 and type the word Average.
| | 00:25 | We want to know what the average is
of these numbers. I'll just press Tab.
| | 00:28 | So we'll use the Average function.
| | 00:30 | I'll type =Average. Now by the time I
type the first four letters of the word
| | 00:35 | average, you see Excel is suggesting
that I probably want the Average function.
| | 00:39 | So I'll just press the Tab key
and Excel will fill in the rest.
| | 00:43 | So we want the average of what?
| | 00:44 | Well, we want the average
of these numbers in January.
| | 00:47 | So just drag over those numbers.
| | 00:49 | Be sure you don't drag anywhere below Row 12.
| | 00:52 | You just want San Francisco
through Boston, and that's it.
| | 00:55 | Just press Ctrl+Enter and
it gives us that average.
| | 00:59 | Let's just try one more time.
| | 01:00 | Click over here in
Cell C15. Type =Average.
| | 01:05 | Just type the first four letters.
| | 01:06 | You can press Tab and it
fills in the rest of Average.
| | 01:09 | And just select those numbers in February.
| | 01:12 | Make sure not to select any more or
any less and just press this time
| | 01:17 | Ctrl+Enter so we stay in that cell.
| | 01:19 | And now when you put your mouse
pointer on that heavy dot in the little right
| | 01:22 | corner and you get the crosshair,
you can just drag across to Auto Fill.
| | 01:26 | And now we see what the
average is of each of those columns.
| | 01:30 | Now there are decimals in there,
which you might want, you might not want.
| | 01:33 | That's a formatting issue and
we'll look at that in a little bit.
| | 01:36 | But let's go down here under
Average. Click in Cell A16.
| | 01:39 | Maybe we want to find what's the
highest number in the series. So type the word
| | 01:44 | Highest and again press Tab.
| | 01:47 | The function that tells us what's the
highest number in the series is =Max, and
| | 01:52 | open up the parenthesis.
| | 01:54 | And again, select those same
numbers down the January column.
| | 01:58 | So this is telling us, well, find
the maximum value in B6 through B12.
| | 02:03 | And just press Ctrl+Enter to stay in one spot.
| | 02:07 | Put your mouse pointer on that dot in
the lower right corner of the cell, so you
| | 02:10 | get the crosshair, and drag the
Auto Fill handle across to the right.
| | 02:14 | And now you can see what's the
highest number in each of those columns.
| | 02:18 | Well, if we find out what's the highest number,
we might want to know what's the lowest number.
| | 02:22 | So let's go over here into A17 and
type the word Lowest and again press Tab.
| | 02:28 | Well, if the =Max function finds
the highest number in the series, what
| | 02:33 | do you suppose is the name of the function
that finds us the lowest number in the series?
| | 02:36 | Yes, you're right.
| | 02:37 | It's the MIN function.
| | 02:38 | So we type =Min, open up the parenthesis.
| | 02:42 | And again drag down those same numbers.
| | 02:44 | Recognize a pattern here? And press Ctrl+Enter
| | 02:47 | so we stay in the same spot.
| | 02:49 | Put your mouse pointer on that heavy dot,
so you get the crosshair, and drag the
| | 02:53 | Auto Fill handle across.
| | 02:55 | And now we can see what's the
lowest number in the series.
| | 02:58 | One other thing we might want to
know is not so much the value but how
| | 03:02 | many numbers do we have?
| | 03:03 | How many cells are filled in?
| | 03:06 | So click over here.
| | 03:07 | And let's simply type in the
word Quantity and press Tab.
| | 03:13 | The function that tells us how
many cells are filled in is Count.
| | 03:17 | So we say =Count, and you see it's
already suggesting that to us, and open up
| | 03:22 | the parenthesis and guess what? We drag
those same numbers from San Fran down to Boston.
| | 03:29 | Press Ctrl+Enter so we stay in the same spot.
| | 03:32 | And this of course is going to be 7 all the
way across because we have seven in each one.
| | 03:36 | And you might wonder, oh
gee, that's really big news.
| | 03:39 | But if you just click one, let's say we
didn't go to Chicago in February, press
| | 03:43 | Delete and over here we have only six numbers.
| | 03:47 | And I'm going to undo it.
| | 03:49 | I kind of like Chicago.
| | 03:50 | So we now have all those seven.
| | 03:52 | Now here's what's really pretty neat.
| | 03:54 | And let's just maybe delete those numbers
there in the Average row and go here to January.
| | 04:00 | Remember the AutoSum tool? If you
click that down arrow, look what you have.
| | 04:05 | In addition to AutoSum we have sort of
like an auto Average sort of Count, not
| | 04:09 | quite as automatic as Sum, but if you
choose Average, you see it puts in the
| | 04:14 | function but of course, you still have
to manually drag across those numbers.
| | 04:19 | And Ctrl+Enter and drag the
Auto Fill. Or the same thing for the Lowest.
| | 04:23 | Let's just delete those.
| | 04:25 | Go back over here to Cell B17.
| | 04:27 | And now if you click this down arrow here and
you choose Min, all it does is it puts that in.
| | 04:33 | But it's selecting the wrong cells.
| | 04:34 | So you still have to select that.
| | 04:36 | Remember Excel can't quite read
your mind. Maybe in the next version.
| | 04:39 | And Ctrl+Enter and get your
Auto Fill handle and drag across.
| | 04:43 | So those are some of the most common
functions in Excel and there are over 300
| | 04:48 | functions, but just because those are
so common, I think you'll find these pretty handy.
| | Collapse this transcript |
| Preventing errors using absolute references| 00:00 | We've added numbers across.
| | 00:02 | We've added numbers down.
| | 00:03 | We did some more statistical
information down there on the lower rows, but
| | 00:08 | there's something else here
that we really want to do.
| | 00:11 | And let's take a look here.
| | 00:12 | We have a grand total for all of the
trips that we took in the first quarter.
| | 00:17 | And we also have the total of each
individual trip. Kind of think of a pie chart.
| | 00:22 | If you're going to do a pie chart,
and you want to know how much did each of the
| | 00:26 | cities contribute to the grand
total, you'd come out with a percent.
| | 00:30 | So that's what we want to figure out
here in Column F, is what percentage did
| | 00:35 | each city contribute to our
total expense for all of our travel?
| | 00:39 | So let's go here to F5 and just
type Percent or maybe Percent of Total.
| | 00:46 | And if you want, you can take
Column F and stretch it out.
| | 00:49 | When you get that two headed arrow you
could double-click and stretch that out.
| | 00:53 | Well this is simple division, but
things could go a little haywire.
| | 00:56 | And I'm going to do this in two ways.
| | 00:57 | First, we're going to do it the wrong way.
| | 00:59 | You'll see there's a problem.
| | 01:00 | Once we identify the problem, we'll delete it.
| | 01:03 | We'll go back and do it the right way.
| | 01:04 | So let's start here in Cell F6.
| | 01:07 | And we're going to say Equals.
| | 01:09 | And we want to take the total for the
first city for San Francisco, divide, so
| | 01:14 | you type a forward slash and divide by what?
| | 01:16 | Well, divide by the grand total.
| | 01:19 | So we have E6/E14, the total of San Francisco
divided by the grand total for all the travel.
| | 01:26 | And just press Enter.
| | 01:28 | And we could see that San Francisco
contributed to about 15% of all our travel.
| | 01:33 | First thing we want to
do though is let's fix it.
| | 01:35 | Rather than making it 0.14 or some horrible
number, let's make it look like percentages.
| | 01:41 | So we could simply select all of these
cells here from San Francisco down to the Total.
| | 01:46 | And to make it look like percentages,
| | 01:48 | we want to be on the Home tab and over
here in the Number section, click this
| | 01:52 | Percent and that will make it percent style.
| | 01:55 | So we can see it's 15%.
| | 01:55 | Now maybe you want some decimals in there.
| | 01:58 | So over here you have these two little
buttons here, and if you click this one,
| | 02:03 | this will increase the decimals that
it displays and if you click this button
| | 02:07 | here next to it, it'll
decrease the decimals that display.
| | 02:11 | Keep in mind this is not
actually rounding the numbers off.
| | 02:14 | This is just formatting.
| | 02:15 | Excel is still calculating
based on that whole long number.
| | 02:19 | Okay, that's great.
| | 02:20 | So we see it's about 14.9%.
| | 02:22 | Now here's where things can go a little haywire.
| | 02:25 | You figure okay, great.
| | 02:26 | I don't have to do this for every single row.
| | 02:28 | I can just take my Auto Fill and
I'll drag down here to the total, hoping
| | 02:32 | that I'll get 100%. Look at this.
| | 02:35 | What we have is 100% garbage. Why is that?
| | 02:39 | Well, let's click the first number
we did, okay E6/E14, total of San Fran
| | 02:45 | divided by the grand total. That's great.
| | 02:47 | What's happening here?
| | 02:49 | Here this is E7, the Los Angeles total.
| | 02:51 | That's great. Divided by the average.
| | 02:53 | Now it's kind of meaningless.
| | 02:55 | And over here we have the
Philadelphia total, E8/E16.
| | 03:00 | Again, meaningless.
| | 03:01 | Now by time we get down here,
we've got these divided by zero errors.
| | 03:05 | So what's happening is when we took
that Auto Fill and we dragged down, remember
| | 03:09 | these were relative references.
| | 03:11 | And Excel rewrote the formula for
us the way it was designed to do.
| | 03:16 | Changing the numerator, changing the
denominator, and maybe let's press Ctrl+Tilde
| | 03:21 | and we can see this a little more clearly.
| | 03:23 | So it changes E6 to E7 to
E8 to E9. That's great.
| | 03:27 | But the denominator, it's changing E14 to
E15, E16-- well it doesn't make a lot of sense.
| | 03:32 | What we want to do is we want to find
someway that when we Auto Fill down at
| | 03:36 | the column, the numerator changes from E6
to 7, 8, 9 but denominator stays fixed on 14.
| | 03:43 | I'll just press Ctrl+Tilde, so we get back.
| | 03:46 | Well, let's just delete all the stuff.
| | 03:48 | Select those cells and delete.
| | 03:50 | Let's go back here to F6.
| | 03:51 | Now that we see what the problem is,
let's go and do it the right way.
| | 03:55 | It's going to be just a slight difference.
| | 03:57 | So we type Equals, again the San Fran
total, use the forward slash divided by
| | 04:02 | the grand total there.
| | 04:03 | But don't enter it yet.
| | 04:05 | Press the F4 key on your keyboard.
| | 04:07 | When you press F4, you notice that it
changes the denominator because that's
| | 04:12 | where the cursor is from E14 to $E$14.
| | 04:17 | This is an absolute reference.
| | 04:19 | How is it an absolute reference?
| | 04:20 | Well $E means stay fixed on Column E.
$14 means stay fixed on Row 14, which is
| | 04:26 | just another way of
saying stay fixed on Cell E14.
| | 04:29 | Well press the F4 key again and
notice this changes a little bit to E$14.
| | 04:34 | So it's plain E, meaning that Excel
can wear off Column E if necessary but
| | 04:39 | still fixed on Row 14. Press F4 again.
| | 04:42 | That's just kind of the
reverse. Now we have $E14.
| | 04:44 | $E meaning we're fixed on Column E,
14 meaning, well, it can veer off.
| | 04:51 | Press F4 again, and it
cycles back to the beginning.
| | 04:53 | This is a purely relative reference.
| | 04:56 | One last time press the F4 key.
| | 04:58 | Normally you don't have to go through all this.
| | 04:59 | I just wanted you to see what the options are.
| | 05:01 | So we have E6/$E$14.
| | 05:05 | Now press Ctrl+Enter, and now get your
Auto Fill handle and fill down to Row 14.
| | 05:11 | Now we have some numbers that make sense.
| | 05:13 | And this here, of course,
we're diving 0 by the number.
| | 05:16 | So we can just delete that.
| | 05:17 | Well, press Ctrl+Tilde and let's
take a look at what we have here.
| | 05:21 | So our numerator changes E6 to E7 to E8.
| | 05:24 | That's the way it did before.
| | 05:25 | That's the way we want it and now
because we have $E$14, those dollar signs make
| | 05:32 | the Column E and the Row 14 fixed and
when we get down to the last one,
| | 05:37 | of course the number divided by itself is 100%.
| | 05:40 | So that is what an absolute reference is.
| | 05:44 | If you've never seen this before, I
know it might be a little confusing but
| | 05:48 | absolute references are absolutely
necessary because Excel uses them in many
| | 05:53 | different places and we'll
see them later in this course.
| | Collapse this transcript |
| Working with times and dates| 00:00 | Now if you've completed the movie on
absolute references, you should have a
| | 00:05 | worksheet expense report
that looks kind of like this.
| | 00:08 | And what we want to do here is put in
some dates and some time, so that if you
| | 00:14 | open this up later you can see the date.
| | 00:17 | So let's go down here to Cell A20.
| | 00:20 | Now there's sort of two basic
ways of putting in the date.
| | 00:23 | One way is you could put it
in so that it's permanent.
| | 00:26 | It doesn't change, kind of like typing it in.
| | 00:28 | The second way is putting it in as a
function so that it will change depending
| | 00:33 | upon when you open it.
| | 00:34 | Now I really shouldn't say a function.
There are two functions that will let
| | 00:38 | you put in the date.
| | 00:39 | So let's take a look at
the first way just manually.
| | 00:42 | All you have to do is press Ctrl+Semicolon.
| | 00:44 | Semicolon is just right to
the letter L on your keyboard.
| | 00:47 | And you see it simply puts in the date.
| | 00:48 | Now I'll just press Enter.
| | 00:50 | Now that's just a timesaving step.
| | 00:53 | So you don't have to type it in
manually, which means that if you open it up
| | 00:56 | tomorrow, next week, next month, it's still
going to have the date that you just put in there.
| | 01:01 | Well, what if you want this so that when
you open it up, whatever day you open it up,
| | 01:05 | it reads the current date?
| | 01:07 | Well to do that, we use
the function called =today.
| | 01:11 | And it has an open and close
parenthesis with nothing in it.
| | 01:15 | It's a date function. It doesn't
have anything in the parenthesis.
| | 01:18 | But it's a function, so it does have to
have the parenthesis, and I'll Enter it.
| | 01:21 | The Today function reads the date
that's in your clock and I want you to see
| | 01:25 | that this actually will change.
| | 01:27 | Now I don't know about you but I don't
feel like sitting around and looking at
| | 01:30 | this video for the next week or so.
| | 01:33 | So we're going to fake it out.
| | 01:34 | We're going to go and change the date manually.
| | 01:36 | So I'm just going to go over
here to the computer clock.
| | 01:39 | And I'm going to click
here, Change date and time.
| | 01:41 | I'm just going to put this up to the
end of the week, TGIF, and click OK.
| | 01:45 | So now we can see it shows Friday.
| | 01:47 | Now we come back to Excel
and you see it hasn't changed.
| | 01:50 | The reason is that Excel will
change the date only when the
| | 01:54 | worksheet recalculates.
| | 01:56 | Now the worksheet will recalculate if you
type something in, if you change something.
| | 02:00 | So I'm just going to go
over here to this number.
| | 02:02 | I'm just going to type the same number again.
| | 02:03 | And I type that in, and I press Enter.
| | 02:06 | And now the whole worksheet recalculates,
and you can see the date has changed.
| | 02:11 | If you don't want to do that, you can
use a shortcut to force a worksheet to
| | 02:15 | recalculate just by pressing the F9 key.
| | 02:18 | Well, let's leave it at that date.
| | 02:20 | And another function that you can use,
let's go over here to A22 and let's type
| | 02:26 | =now, and again this is an open and closed
parenthesis without anything in it. Press Enter.
| | 02:31 | And now you see this gives
us the date and the time.
| | 02:34 | Now don't worry if you don't like that
formatting. We're going to take care of
| | 02:37 | formatting at some point later.
| | 02:39 | But Excel is still reading off the clock.
| | 02:42 | And now let's go and change this back.
| | 02:43 | I'm going to go over here
to Change date and time.
| | 02:46 | I'm going to change this
back to Monday. Click OK.
| | 02:50 | I'm going to go back here.
| | 02:51 | And I'll just type that number in again.
| | 02:54 | And when I enter in Excel, you can see
it changes those numbers back and again
| | 02:58 | I could also have press the F9 key.
| | 03:01 | So you have a few different ways
of putting in the date and the time.
| | 03:04 | We'll come back to this in a later movie.
| | Collapse this transcript |
| Using IF| 00:00 | Sometimes you want the value that's
displayed in a cell to depend on a condition
| | 00:05 | that's happening somewhere else.
| | 00:07 | This is where you use a conditional
statement and it's a statement that you can test.
| | 00:12 | The way it works is that you output
one result if that statement is true, and
| | 00:17 | you output a different
result if that statement is false.
| | 00:20 | To do this, you use the IF function.
| | 00:23 | The IF function gets three arguments.
| | 00:26 | The first argument is a statement that you test.
| | 00:28 | For example, you might say
the content of Cell C6 > 500.
| | 00:34 | But when you make that statement or
when you have that condition, well, there
| | 00:36 | are two possibilities.
| | 00:38 | Either it's true or it's false.
| | 00:40 | So the IF function will output one
value if that statement is true and it'll
| | 00:45 | output another value if that statement is false.
| | 00:48 | So, the general syntax of
the IF function is say =IF
| | 00:53 | and then you make the statement.
| | 00:55 | Then you have the value of true
and then you have the value of false.
| | 00:59 | You notice that these three
arguments are separated with commas.
| | 01:03 | That's really all there is to it.
| | 01:04 | So let's take a look.
| | 01:05 | What we have here in this
sheet is people selling stuff.
| | 01:11 | We have here our salespeople.
| | 01:13 | We have here what they're
selling and the commission rate.
| | 01:15 | What we are going to do is we are going
to say if the person sold at least $500,
| | 01:21 | they are going to get a commission rate of 10%.
| | 01:24 | If they sold less than $500, they
will get a commission rate of 5%.
| | 01:29 | Over here, you see we have a little table.
| | 01:31 | Now once we stuff that commission rate
in Column C, we go to Column D and the
| | 01:36 | formula is already done for you.
| | 01:37 | We are simply going to multiply the
sale amount times the rate and then we have
| | 01:41 | the dollar amount of the commission.
| | 01:43 | So, this will be a little more
clear once we start doing this.
| | 01:46 | So, let's go into Cell C6 then
we'll say =if, open up the parenthesis.
| | 01:51 | Now, we put in the first argument.
| | 01:53 | The argument is the content
of the B6>=500. That's it.
| | 02:02 | Did the person sell at least 500 or not?
| | 02:04 | That's true or false.
| | 02:06 | So, we put in comma.
| | 02:07 | That's the end of the first argument.
| | 02:09 | So, the second argument is what
do we want the value of C6 to be if
| | 02:14 | that condition is true?
| | 02:15 | Well, if that condition is true,
it means they sold at least $500.
| | 02:18 | They get the higher commission rate.
| | 02:20 | So, we click that 10%.
| | 02:21 | Now, we are going to Auto Fill this down.
| | 02:23 | So we want to make sure
this is an absolute reference.
| | 02:26 | So press the F4 key.
| | 02:28 | That inserts the dollar signs
and makes it an absolute reference.
| | 02:31 | So that's what we output
if true. Put in a comma.
| | 02:33 | Now, we put in the third, last argument.
| | 02:36 | If that condition is false, it
means they did not sell at least $500.
| | 02:40 | They sold under $500.
| | 02:42 | So they get the lower commission rate of 5%.
| | 02:44 | So just click over here in cell
J3 that's a lower commission rate.
| | 02:48 | Again, press the F4 key on the
keyboard to make that an absolute reference.
| | 02:52 | If you are familiar with absolute
references, you might want to go back and
| | 02:55 | watch the movie when we
talk about it. That's it.
| | 02:57 | End the parenthesis, hold Ctrl+
Enter, and there we can see its 10%.
| | 03:02 | Now, put your mouse pointer on that
little dot in the lower right corner.
| | 03:06 | When the mouse pointer becomes that
crosshair, double-click and we fill down to
| | 03:10 | the bottom and look at that.
| | 03:11 | Then you can eyeball it.
| | 03:13 | So here is someone who sold
about $600 and they got 10%.
| | 03:17 | Here is someone who sold under $500 they get 5%.
| | 03:20 | Now, we can see yes
indeed, 10% of $509 was $50.99.
| | 03:26 | So, that works.
| | 03:28 | Now, that's great, but wait, there is more.
| | 03:30 | Because a conditional statement, you
can use the IF function to output text
| | 03:35 | as well as a number.
| | 03:37 | So, let's do that here.
| | 03:38 | Let's go into cell E6 and type =if and
open up the parenthesis and the condition
| | 03:44 | is going to be same.
| | 03:44 | So, we are going to say is that amount there,
the sale amount, is that great than or equal to 500 comma.
| | 03:52 | Now, if it's true, we want to output a comment.
| | 03:55 | So, open up your double quotation
marks and we'll type in "Great job!"
| | 04:02 | That's the end of the comment.
| | 04:03 | So close the quotation mark.
| | 04:05 | That's now the end of that
argument. Type in a comma.
| | 04:09 | Now, remember this is not English,
this is Excel, so the comma has to go outside
| | 04:13 | the quotation mark not
inside the quotation mark.
| | 04:15 | So, if that condition is false, put in
another double quotation mark and we will
| | 04:20 | "Better luck next time."
| | 04:24 | Close the quote, close the
parenthesis. Press Ctrl+Enter.
| | 04:28 | Again, put your mouse
pointer on that Auto Fill handle.
| | 04:31 | When the mouse pointer becomes a
crosshair, double-click and now we have the
| | 04:34 | appropriate comment for each one.
| | 04:37 | The IF function
conditional statements are great.
| | 04:40 | So, you can always have the value of
a cell depend on something else that's
| | 04:45 | happening in the worksheet
or even in another worksheet.
| | Collapse this transcript |
| Using SUMIF and AVERAGEIF| 00:01 | I want to show you a couple functions
you can use that will let you add numbers
| | 00:05 | or average numbers based on a condition.
| | 00:09 | To do that, we use the SUMIF
and the AVERAGEIF functions.
| | 00:12 | First, let's take a look at
what's happening in the worksheet.
| | 00:15 | We see we have all these
people and it's sorted by last name.
| | 00:19 | People who are in different departments,
they are of different states, we have
| | 00:22 | what hours they put in, and we have
the rate that they get paid per hour.
| | 00:27 | So we are going to use the
SUMIF and AVERAGEIF functions.
| | 00:30 | So, the syntax of the SUMIF function.
| | 00:32 | We say first find where the states are.
| | 00:36 | That's going to be down Column C. That's
going to be the whole collection of those cells.
| | 00:42 | Once we determine where the states
are, we pick out which state we want.
| | 00:46 | So, what we are going to do is we
are going to find out of everybody who
| | 00:49 | works in New Jersey,
| | 00:51 | those people pick out their hours and add them.
| | 00:54 | Once, we find out who they are and what
state they're in and we could find out
| | 00:57 | what their hours are.
| | 00:58 | We want to cherry pick
those hours and add them up.
| | 01:01 | Now, we also wanted to an average and
we are going to find out let's say for
| | 01:06 | Vermont and for California,
what is the average rate.
| | 01:09 | So, again we'll pick up all the states,
we'll pick out Vermont, we'll pick out California.
| | 01:14 | Then we will take for those particular
people, we'll cherry pick their rate to average.
| | 01:19 | So, let's scroll to the bottom.
| | 01:21 | We'll start with New Jersey.
| | 01:21 | So we are going to say =sumif, open up
the parenthesis, right. Every function has a
| | 01:28 | set of parenthesis.
| | 01:29 | So first thing we have to do
is find the range of states.
| | 01:31 | So, let's scroll at the top and we'll
choose the first state and you can just
| | 01:34 | drag down to the last one over here.
| | 01:38 | So, we could see the range is C5 to C36.
| | 01:42 | That's where all the states are.
| | 01:43 | Well, that's a first
argument, so we'll type a comma.
| | 01:46 | Now, that we know where the states are,
we want to -pick New Jersey.
| | 01:49 | So pen up double quotes, type in NJ.
Uppercase, lowercase, it doesn't matter.
| | 01:55 | Close the double quote.
| | 01:56 | That's the second argument.
| | 01:58 | So, we type in a comma.
| | 01:59 | Now, the third argument
is what do we want to add?
| | 02:02 | What is that range to add?
| | 02:03 | So, let's go up here and we
are going to add the hours.
| | 02:06 | So we can scroll from the first one
down to the last one and that's it.
| | 02:11 | I'll press Ctrl+Enter.
| | 02:13 | Now, we can see the total hours for the
people in New Jersey are 481.4. Let's do
| | 02:19 | one more for practice.
| | 02:20 | We'll do it for Pennsylvania.
| | 02:21 | So, let's go here to D39, type
=sumif, open up the parenthesis.
| | 02:28 | The same thing, we want
the same range of states.
| | 02:30 | This time instead of dragging
maybe this will be a little easier.
| | 02:32 | Click the first one here and scroll down.
| | 02:34 | I am just using the rolling wheel on
the mouse and Shift+Click the last one.
| | 02:39 | That is hold the Shift key
down and click the last one.
| | 02:41 | You might find that a little easier.
| | 02:42 | So, it's the same range, type in
comma, and we want Pennsylvania.
| | 02:47 | So, open up the double quotes
and close the double quotes.
| | 02:51 | That's the second argument so you type a comma.
| | 02:54 | Well, again what do we want to sum?
| | 02:56 | We want to sum the hours.
| | 02:57 | So, we'll do like we did last time.
| | 02:59 | Click the first hour, scroll down,
I will use the rolling wheel,
| | 03:02 | hold the Shift key down and click the last one.
| | 03:06 | Again, we can see there is that range
that we want to add and Enter or Ctrl+Enter.
| | 03:11 | Now, we can see the total hours for
Pennsylvania we've cherry-picked out is 221.50 hours.
| | 03:16 | So now let's find the average rate.
| | 03:19 | We want the average rate.
| | 03:20 | We will start with Vermont.
| | 03:22 | So, click here in E41 and we'll say
=averageif, open up the parenthesis and
| | 03:30 | same thing, same range of states.
| | 03:32 | Click the first state, scroll down,
Shift+Click the last state and type in a comma.
| | 03:39 | Now, we want to pick out which they do we want.
| | 03:41 | So, open the double quotes for Vermont.
| | 03:45 | Close the double quotes.
| | 03:46 | That's the second condition so type a comma.
| | 03:48 | What do we want to average?
| | 03:49 | Well, we want to average the rate.
| | 03:51 | So, click the first rate, scroll
down, and Shift+Click the last rate.
| | 03:56 | Then press Enter or Ctrl+Enter.
| | 03:58 | Now, we could see the
average rate for Vermont is $25.17.
| | 04:02 | So, that's how the SUMIF and the
AVERAGEIF functions are very powerful tools to
| | 04:08 | let you get the sum that you want
and the average that you want by
| | 04:12 | cherry-picking values.
| | 04:13 | I think it's pretty cool.
| | Collapse this transcript |
| Naming and using cell ranges| 00:00 | When you have a lot of cell ranges to
deal with, you might find it easier to
| | 00:04 | give them friendly names.
| | 00:07 | For example, you might find it easier
to deal with something called the sum of
| | 00:10 | January than deal with the sum of B6:B9.
| | 00:14 | But range names have a little quirk
and we are going to look at that also.
| | 00:18 | Well, over here we have regions that
we are selling to and we have months
| | 00:21 | January through June.
| | 00:23 | Let's select just the numbers here in the
January column and go up to the name box.
| | 00:27 | You see the name box right now is at B6,
because B6 is the first cell we are selecting.
| | 00:32 | So, click in the name box and
type January and press Enter.
| | 00:36 | Just click anywhere in
the worksheet to deselect.
| | 00:39 | Now, when we go back up to the name box,
click that down arrow. There is January.
| | 00:43 | Select it and January
becomes selected. That's great.
| | 00:47 | Let's do for February. Select February.
| | 00:50 | Click under the name box,
type February, press Enter.
| | 00:54 | Again, you could deselect and click up here.
| | 00:57 | Now, there January and February.
| | 00:58 | Well, there is an easier way to do this.
| | 01:00 | Let's select from the header of March down
through the last number, this whole area.
| | 01:05 | Now, up here on the Ribbon
bar go over to the Formulas tab.
| | 01:10 | Over here, you see we have
this group called Defined Names.
| | 01:12 | Now click over here Create from Selection.
| | 01:15 | Let's move this out of the way.
| | 01:17 | The dialog box says okay, we'll create names.
| | 01:19 | Where do you find the names to apply?
| | 01:22 | Top row is selected by default,
because it found these names in the top row.
| | 01:26 | Click OK and again just deselect.
| | 01:29 | Now, when we go up here, we can see oh!
| | 01:31 | All right there is April and here is June.
| | 01:34 | You notice this is an
alphabetical order, not in location order.
| | 01:37 | So now that gives us the range names.
| | 01:40 | Well, how we can use this?
| | 01:42 | Let's go over here into January where we
want to calculate the total for January.
| | 01:46 | We'll use the SUM function
and we'll try this manually.
| | 01:49 | We'll say =sum, open the parenthesis.
| | 01:52 | Now, instead of dragging down,
we want to put in January.
| | 01:55 | Now, if you know that the range
name is called January, you can simply
| | 01:59 | start typing it in.
| | 02:00 | You may notice that it
appears in this little box.
| | 02:02 | So you could continue typing in January
or you can press the Tab key to fill it in.
| | 02:06 | Just press Enter or I'll press Ctrl+
Enter to enter it in and there's the sum.
| | 02:10 | Well, that's great.
| | 02:11 | I'll just press the Tab key.
| | 02:14 | Let's do this sort of a different way.
| | 02:15 | Again, we'll type in the SUM function.
| | 02:18 | Now, maybe you don't remember
what all the range names are.
| | 02:22 | This can very easily happen if
you have a lot of range names.
| | 02:24 | Well, we are still in the Formula tab
over here and in this Defined Name section
| | 02:29 | click where it says Use in Formula.
| | 02:31 | Now, you can see all the range
names and you can choose February.
| | 02:34 | Again, just press Ctrl+
Enter and now you have February.
| | 02:37 | Let me show you a third way to do this.
| | 02:40 | I'll just hit the Right Arrow key.
| | 02:42 | For March, let's type =sum, open up
the parenthesis, press the F3 key on your
| | 02:48 | keyboard, and this brings up the Paste Name box.
| | 02:52 | Now, just double-click March and it puts it in.
| | 02:55 | Again, press Ctrl+Enter.
| | 02:57 | Well, here's the quirk that
range names have is they are always
| | 03:02 | absolute references.
| | 03:04 | Put your mouse pointer on the Auto Fill dot
in the lower right-hand corner of that cell.
| | 03:08 | When your mouse pointer becomes crosshair,
just drag out to the end and look at what happens.
| | 03:14 | It makes the sum of each
of these the sum of March.
| | 03:17 | Well, it doesn't make a heck of a lot
sense to have the total of April, May, and
| | 03:21 | June the sum of March.
| | 03:22 | So, we have to select this and delete this.
| | 03:25 | If you are going to use range names,
you really do have to type in the Sum
| | 03:29 | function manually for each one.
| | 03:34 | So, whether you find that easier or if you
don't find that easier, I'll leave up to you.
| | 03:38 | But there are times in Excel,
especially when you're dealing with large amounts
| | 03:41 | of data, that you really
do want to use range names.
| | Collapse this transcript |
|
|
4. Essential FormattingFormatting numbers and dates| 00:00 | Excel has two basic types of
formatting. Or that's the way I look at it.
| | 00:04 | You have formatting numbers and then you have
formatting for colors, look, feel and fonts.
| | 00:10 | Well formatting numbers is a little
more straightforward and there's less to do
| | 00:14 | so we're going to do that in this movie.
| | 00:17 | Now when you look at this worksheet,
you see we have the first quarter of the year
| | 00:21 | and some calculations here in Column
E and F and we have the cities we're
| | 00:25 | going to, and then we have some other
calculations down here at the bottom and
| | 00:28 | we also have some dates.
| | 00:30 | Well let's make these look like
numbers because right now we can't tell are
| | 00:34 | these dollars, are they euros,
are they bananas? What are they?
| | 00:37 | You see we do have some
formatting here in Column F as percentages.
| | 00:41 | So let's select the numbers across
this first row and we also simultaneously
| | 00:47 | want to select the numbers across the
Total row so hold down the Ctrl key and
| | 00:51 | your keyboard and just select across.
So that's how you can select noncontiguous
| | 00:56 | cells in a worksheet.
| | 00:58 | Now that you have them selected, you want
to make sure you're on the Home tab and
| | 01:01 | over here in the Numbers section just click the
dollar sign and this applies the dollar format.
| | 01:06 | Well, dollar format is great but it gives
us decimals and there are no pennies in
| | 01:11 | here so we want to remove them.
| | 01:13 | Let's go over here.
| | 01:13 | You see I have these two little
symbols here. Click this one.
| | 01:16 | This one will decrease the number of decimals.
| | 01:20 | So right now we have dollar signs, we
have comma for thousand separators, and we
| | 01:25 | don't have decimals.
| | 01:26 | So it's kind of a custom format.
| | 01:27 | So now that we have dollars assigned
to the first row and the Total row, what we
| | 01:32 | want to do is the remaining numbers,
we want to give them commas for
| | 01:36 | thousands separators but we don't want
to give them dollar signs and we don't
| | 01:39 | want to give them decimals.
| | 01:41 | So let's select these numbers here,
hold down the Ctrl key and drag to select
| | 01:48 | those numbers over there.
| | 01:50 | And also in this Number area,
see I have a comma and click that.
| | 01:53 | That gives you the comma style and
you can see it gives you thousands
| | 01:56 | separators and it gives you decimals.
| | 01:58 | So let's go over here and let's
decrease the decimal and you could deselect.
| | 02:02 | So now you have something that's
pretty typical that a worksheet will have.
| | 02:06 | Now if you did not have this row
formatted as percentages, you can simply select
| | 02:12 | that and click the percentage
formatting and if you decide maybe you want more
| | 02:16 | decimals, you can click this to
increase the number of decimals.
| | 02:19 | So maybe if that's too many, you
can again click this to decrease it.
| | 02:23 | Down over here we have some dates and
dates are actually numbers and Excel
| | 02:28 | assigns a serial number to every date
and it does that so that you can actually
| | 02:32 | perform calculations on them.
| | 02:35 | Well before we format these, we want
to sort of treat them like text.
| | 02:38 | We want them left aligned.
| | 02:39 | So select these three dates and then up
here in the Alignment section, click on
| | 02:45 | the Left Align button.
| | 02:46 | So this first date, that's simply
the date that this worksheet was created.
| | 02:51 | Well we don't want that to change
because it was created on March 31.
| | 02:54 | That never changes.
| | 02:56 | But today's date might change
and the date printed might change.
| | 02:59 | These two are functions and you click
this one here and you can see that's the
| | 03:04 | today function that simply reads the
current date and over here where it says Printed on,
| | 03:09 | click that. That's the Now function.
| | 03:11 | That gives you, you can
see the date and the time.
| | 03:14 | So let's say we want to apply
to be a more friendly format.
| | 03:18 | So let's click here on Created on and
in the Number group here, click on this
| | 03:23 | little launcher button here and that
will bring up the Format Cells dialog box
| | 03:27 | and by the way Ctrl+1 is a shortcut for that.
| | 03:30 | So in the Number's section, we want
to make sure it's a date and you see I
| | 03:33 | have all these sample dates and now
let's scroll down here and let's choose
| | 03:38 | this one and when you choose it, you
see it shows you sample of what that will
| | 03:41 | actually look like.
| | 03:42 | Click OK and there you go.
| | 03:44 | It's says March 31, 2010 and
maybe let's apply a format to this.
| | 03:48 | Maybe I'll click the Format
Painter and then click this.
| | 03:51 | Well that's great but this one, we need
a little bit more space because we want
| | 03:55 | to give it the month and the day
and the year, but we also need the time.
| | 03:59 | Well we're going to need a little
bit more space to display all that.
| | 04:02 | So let's select these three cells
and over here in the Alignment section,
| | 04:07 | click Merge & Center.
| | 04:08 | That merges those three cells into
one big cell but it also centers them.
| | 04:12 | So let's click this button
here to left align them again.
| | 04:16 | So let's go format that.
| | 04:18 | This time maybe I'll press Ctrl+1.
| | 04:21 | Now in the Numbers section this shows us
that it's a custom format and over here
| | 04:26 | it shows us the type and let's just
select everything and then just delete.
| | 04:29 | And now you can see Excel assigns a
long serial number to that particular date.
| | 04:34 | My advice is for now just to ignore it.
| | 04:36 | We want to put in the month so type m
and now when you type the first m it shows
| | 04:41 | you 4 because April is the fourth month.
| | 04:43 | When you type the second m it gives you
a leading zero. Type the third m and it
| | 04:48 | abbreviates the month.
| | 04:50 | Type the fourth m and it spells it out.
| | 04:52 | Now type the space, we want the day.
| | 04:55 | If you type a single day--
now this is a two digit.
| | 04:58 | If this were let's say the
fifth, a d would give you five.
| | 05:01 | If you type a second d,
it would tell you zero five.
| | 05:05 | So we have the month, we
have the day, type a comma.
| | 05:07 | My advice is always use a four digit year.
| | 05:10 | I'll type in four Y's and a space.
| | 05:13 | Now I want this to say something like
April 27, 2010 at whatever time it is.
| | 05:18 | 5'o clock or so on.
| | 05:19 | So I'm going to type in literally the word at.
| | 05:21 | That's not a code that's literally
going to be displayed as 'at.' Type a space.
| | 05:25 | Now we want to type in the time of day
so I'll type in two hs for hours, colon,
| | 05:31 | two ms for minutes, colon, two s's for
seconds, click OK and now it tells us
| | 05:38 | April 27, 2010 at 16:09:04.
| | 05:42 | Well, that's great but maybe you want
12-hour time instead of 24-hour time.
| | 05:46 | Let's go back in there and this time I'll
click on this little number launcher here.
| | 05:49 | So we're back in the Custom category
and you can see there it is a little
| | 05:54 | slash there for the at.
| | 05:55 | Don't worry about that.
| | 05:57 | Click at the end, type the space and
then type in am/pm and you notice this
| | 06:03 | converts it to 12-hour time.
| | 06:05 | Click OK and now we can see that
it's April 27, 2010 at 04:09:04 PM.
| | 06:11 | Now this will update
whenever the worksheet recalculates.
| | 06:15 | Now the worksheet will recalculate when
you type something in a cell and enter it.
| | 06:19 | If a number changes. You can also
force the recalculation and let's go over
| | 06:23 | here to this number for Boston.
| | 06:24 | Now it just says right now it's 2,589.
I'm just going to type in 2589 again.
| | 06:29 | Now before I press Enter, see this shows
04:09:04. When I press Enter, this updates
| | 06:34 | the minutes and the seconds.
| | 06:36 | So if you want to force the worksheet to
recalculate without actually doing anything,
| | 06:41 | you can simply press the F9 key
and that will force the worksheet to
| | 06:45 | recalculate, like that.
| | 06:47 | So this is some basic number
formatting and remember at any time, you could
| | 06:51 | go into this launcher and go into the
Format Cells dialog box and you have
| | 06:56 | all of these different categories that you can
use for members. I'm going to cancel that out.
| | 06:59 | So my advice is go into that Dialog box
and see what's available. I think you'll
| | 07:03 | find some helpful formatting there.
| | Collapse this transcript |
| Applying fonts, background colors, and borders| 00:00 | This worksheet has numbers
formatted the way we want.
| | 00:03 | We have dollars, we have
percents, we have dates formatted.
| | 00:06 | We're going to apply fonts,
background, colors, and borders.
| | 00:09 | But before we do, let's
take a look at something.
| | 00:12 | Let's go into the lower right corner
of the Excel screen and you see we have
| | 00:15 | these three view buttons. The one
that's turned on by default is Normal view.
| | 00:20 | But click the middle one here and this
goes to Page Layout view and we can see
| | 00:25 | the actual sheet of paper--
and scroll down, scroll back up.
| | 00:29 | The actual sheet of paper
as it will look when printed.
| | 00:32 | Maybe you want to zoom out a little bit.
You can click this minus button here or
| | 00:36 | if you want you can hold the Ctrl key
down and roll the wheel on the mouse.
| | 00:40 | If you like formatting in Page Layout
view or if you like formatting in Normal
| | 00:43 | view, it works the same either way.
| | 00:46 | So let's begin formatting the document.
| | 00:48 | We have the title Travel Expenses.
| | 00:50 | Let's make this look like a title.
| | 00:51 | Let's select across the first row until
we get to Column F, because we have six
| | 00:57 | columns in use and let's give it a
background to start and up here and we're in
| | 01:02 | the Home tab and in the Fonts section
click the Background Color button and you
| | 01:06 | see there's a little down arrow there.
| | 01:08 | Click the down arrow and we
have colors to choose from.
| | 01:11 | Let's just pick a color from here
and notice as I roll the mouse pointer
| | 01:15 | over, it's changing colors so that I can see
dynamically what color it is before I pick it.
| | 01:22 | And I'll choose this dark green over here.
| | 01:24 | Black text on the dark green
background is kind of hard to see.
| | 01:27 | So over here we have a Font Color
button, click that down arrow and also you
| | 01:32 | notice as I roll the mouse pointer
over these colors, the title is changing.
| | 01:36 | I still want to make it stand out a
little bit, so I'm going to make it bold.
| | 01:40 | And you can see over here in the Font
group we have Bold, Italic, Underlined.
| | 01:44 | And I'll click Bold and also keyboard
shortcuts for those, Ctrl+B, Ctrl+I, Ctrl+U
| | 01:50 | and with the toggle I can click the
B to turn it off, B to turn it on.
| | 01:53 | Ctrl+B turns it on and off as well.
| | 01:56 | Let's look at the months.
| | 01:58 | So let's drag across the months and
our Totals column and let's go back up
| | 02:04 | here to the Fill Color.
| | 02:06 | This time instead of choosing a color
that's out of here, go down here where
| | 02:09 | it says More Colors and now you have
this color hexagon and I'll choose this
| | 02:15 | green over here and down in the lower right it
shows what's the current color, which is white.
| | 02:19 | Of course, there's nothing applied yet and
then shows what the new color is going to be.
| | 02:23 | Then click OK.
| | 02:24 | Now we have the color.
| | 02:26 | Now let's apply a font color.
| | 02:28 | We go up here to the Font Color button
and I think I'll choose white as well and
| | 02:32 | maybe also I'll make it bold.
| | 02:34 | I'll press Ctrl+B this time to make them bold.
| | 02:36 | Now down over here we have Totals.
| | 02:40 | So let's selects our Totals. Let's go
back to the color chooser and maybe for
| | 02:45 | this I'll chose a shade of gray.
| | 02:48 | Now for the column headers, we
want to put some borders in there.
| | 02:51 | We also want to put a border on the top.
| | 02:52 | So let's choose the top.
| | 02:55 | Now we have it formatted, but we want
this Travel Expenses to be centered.
| | 03:00 | We want to turn this, instead of six
individual cells, we want one big cell.
| | 03:04 | So once you have the six cells selected,
go up here into the Alignment section
| | 03:08 | and click Merge & Center,
so it's now one big cell.
| | 03:12 | Now for borders in the Font area you
see we have border chooser and click this
| | 03:16 | down arrow and we have a bunch of options.
| | 03:18 | Let's choose a Thick Box Border.
| | 03:21 | It might be a little hard to see, so you
can click off it and now you can see it
| | 03:25 | has a thick black border.
| | 03:26 | Well, maybe I want it to be black.
| | 03:28 | Maybe I want a different color.
| | 03:29 | Click it, go back to the down arrow on
the Borders button, and then down at the
| | 03:34 | very bottom choose More Borders.
| | 03:37 | Now we have dialog box that we can format with.
| | 03:39 | This dialog box could be a little
confusing and what we do here first let's
| | 03:44 | choose None, so we turn it off.
| | 03:46 | Choose a color, maybe I'll choose dark
blue, I'll choose a thick border and then
| | 03:51 | over here I'll click Outline and now
you could see it gives a thick outline.
| | 03:55 | If you ever wanted to turn off part of
this, you can click to turn part of the
| | 03:58 | border off. Click to turn
that part of the border on.
| | 04:01 | Click OK and again you
might need to deselect it.
| | 04:04 | Now you can see it has a
thick dark blue border around it.
| | 04:08 | Let's select the column headers,
go back to Borders and choose All
| | 04:13 | Borders, click to deselect.
| | 04:15 | This puts borders around all cells instead
of one big cell, because they're not merged.
| | 04:21 | So now we have the beginning of a
formatted worksheet, but you might want to
| | 04:26 | change the column widths, you might
want to change the row heights and
| | 04:30 | there's other formatting that you can
apply as well, but this is a good first
| | 04:33 | step to formatting.
| | Collapse this transcript |
| Adjusting columns, rows, and text| 00:00 | This worksheet is partially
formatted and you can see we have our header
| | 00:04 | formatted, we have our column
headers formatted, and we have our Total in
| | 00:07 | addition to the numbers.
| | 00:08 | But there's some additional
formatting that we need to do.
| | 00:11 | We want to talk about column widths
and row height, maybe text alignment.
| | 00:15 | Let's start at the top.
| | 00:16 | Now Row 1, our report header,
should be maybe a little taller.
| | 00:20 | When your mouse becomes two-headed
arrow here, it has to be on the border
| | 00:23 | between the Row 1 and Row 2 header and click
and drag down to make the header a little taller.
| | 00:29 | Click the header so it's selected and it
looks great, but it's down on the bottom.
| | 00:34 | We want this to be vertically centered.
| | 00:36 | So make sure you're on the Home tab
and in the Alignment section these three
| | 00:40 | buttons deal with Vertical Alignment.
Click the middle one and now it's
| | 00:44 | aligned to the middle.
| | 00:45 | Now we have some room.
We could make it a little bigger.
| | 00:48 | Choose a bigger font, if you want.
| | 00:50 | Maybe you choose a different file
altogether if you like and keep in mind the
| | 00:53 | fonts on this computer may be different
from the fonts that are in your computer.
| | 00:57 | Now that looks a lot more like a report header.
| | 01:00 | Let's deal with the column
headers for the months and the Total.
| | 01:04 | Drag across these cells and again on
Home tab in the Alignment section, you can
| | 01:09 | click this button over here and
that will align them to the center.
| | 01:12 | Well, this Column F is a little too narrow.
| | 01:14 | So if you put your mouse pointer here
on the border between the Column F and
| | 01:18 | the Column G header, when your mouse
pointer becomes that two-headed arrow, you
| | 01:22 | could drag to make it wider, but you might
have to guess how wide that's supposed to be.
| | 01:26 | I'll just press Ctrl+Z to undo.
| | 01:27 | When you get that two-headed arrow mouse
pointer, double-click the mouse and now
| | 01:32 | that will automatically adjust that
column so it's as wide as the widest item in
| | 01:38 | that column, which happens to
be the Percent of Total header.
| | 01:42 | Now the columns here B, C, D,
and E are all a little different.
| | 01:47 | Maybe you want to make them the same.
| | 01:48 | Put your mouse pointer here on the
header for Column B and just drag across to
| | 01:53 | Column E. We want to leave Column E alone.
| | 01:55 | When you put your mouse pointer here
on the border between any two column
| | 01:58 | headers, you could drag one way or the other.
| | 02:01 | Now these columns are all the same width,
but we want to make sure that we don't
| | 02:04 | have any data cut off.
| | 02:06 | When you scroll down here, you
can see this date is cut off.
| | 02:09 | That's what those pound
signs mean. It's not an error.
| | 02:11 | It just means there's not
enough room to display that data.
| | 02:14 | Well, we can select a few cells here
and then in the Alignment section click
| | 02:20 | Merge & Center and then
click that Left Align button.
| | 02:23 | So we don't have to worry about
that too much and let's just scroll up.
| | 02:26 | Let me just show you another way
that you can choose column width.
| | 02:30 | Let's select these column
headers. Just drag across.
| | 02:33 | One way is right-click and you can
choose column width and type in a number,
| | 02:39 | cancel out, or again in the Home tab go
over here to the Cells section, click
| | 02:44 | Format, and here we can choose Row
Height or we can choose Column Width and
| | 02:48 | it's the same dialog box.
| | 02:49 | So whichever way you want to get it is fine.
| | 02:51 | Well, let's take a look at the names of the
cities here. And I'll scroll down a little bit.
| | 02:56 | Let's say that we didn't just go to San
Francisco, we went to San Francisco and
| | 03:00 | Silicon Valley and we went to Los
Angeles and Orange County and we want to
| | 03:05 | specify that in those cells.
| | 03:07 | We want to add the text here.
| | 03:08 | Put your mouse pointer after San
Francisco and double-click to insert the cursor.
| | 03:13 | Now what happens if we simply type,
| | 03:15 | when we say San Francisco and Silicon
Valley and press Enter? Well, it's cut off,
| | 03:20 | because there's no room for that.
| | 03:21 | So again I'll just press Ctrl+Z to undo.
| | 03:24 | Again, click over here after San
Francisco and we want to press Alt+Enter.
| | 03:29 | That is hold down the Alt key and press Enter.
| | 03:31 | That's how you can force a line break in a cell.
| | 03:35 | Now we can type 'and Silicon Valley,'
press Enter and that also applies a text wrap.
| | 03:43 | So, this Column A is still a little too
narrow, so let's make that column just a
| | 03:47 | little bit wider so it fits. Great.
| | 03:51 | It fits horizontally, but we have
little bit of extra space on the top.
| | 03:54 | So put your mouse pointer here on the
border between the Row 6 and Row 7 header,
| | 03:59 | when your mouse pointer becomes
a two-headed arrow, double-click and now
| | 04:03 | Excel automatically adjusts that row height.
| | 04:06 | Let's try this again for LA.
| | 04:07 | Double-click after Los Angeles, space,
and then we'll press Alt+Enter and we'll
| | 04:13 | type Orange County,
press Enter, and there we go.
| | 04:18 | So now we've forced a text wrap in that cell.
| | 04:22 | Now I just want to show you one
other place where you can put in text
| | 04:26 | wrapping and you have a few other alignment
options, but let's select both of these cells.
| | 04:31 | If you go up here back in the home
tab in the Alignment section, click
| | 04:34 | this little button here and this
brings you into the Alignment tab of the
| | 04:38 | Format Cells dialog box.
| | 04:39 | Now you could see Wrap text is turned
on and we can see what the horizontal and
| | 04:43 | vertical alignment is and we can see
that the cells are not merged and over here
| | 04:48 | we can see that the text is going
straight across and not on an angle.
| | 04:52 | So you might like to use the
dialog box instead of the Ribbon.
| | 04:55 | It really depends on which way you like it.
| | 04:57 | I'll just cancel out.
| | 04:58 | Now we have a worksheet that
has a much better look to it.
| | Collapse this transcript |
| Using conditional formatting| 00:00 | Conditional formatting lets you format
numbers and dates according to their value.
| | 00:05 | People typically use it to highlight
numbers that are especially high or
| | 00:09 | especially low, but you can also
highlight numbers that fall into a certain range
| | 00:13 | and even find duplicate values.
| | 00:16 | Before we do that, we want to select all of
these numbers. So a couple of ways you can do it.
| | 00:21 | Click the first number and press Ctrl+
Shift+End and that will select to the end.
| | 00:27 | If you don't like doing that, you can
click the first number, scroll down if
| | 00:31 | you need to, and hold the Shift key down and
Shift+Click the last number so it's selected.
| | 00:37 | Well if you need to select these
numbers over and over again, you don't want
| | 00:40 | to go through this.
| | 00:41 | So let's give it a range name.
| | 00:43 | Put your mouse pointer up here in name
box and Click and let's call it data, a
| | 00:48 | simple enough, then press Enter and now
if you click somewhere to deselect,
| | 00:53 | you could always go up here, click the
Down arrow, choose data and immediately
| | 00:56 | select those numbers again.
| | 00:58 | I will just scroll to the top.
| | 00:59 | Now, if you are on the Home tab, go over
here to the Styles section, and this is
| | 01:03 | where you can find Conditional Formatting.
| | 01:04 | Click that and there are three
kinds of automatic ways of doing it.
| | 01:08 | Data Bars, Color Scales and Icon Sets.
| | 01:11 | Well, if you choose Data Bars, you have
couple of choices of Gradient Fills and
| | 01:15 | Solid Fills, and when you choose these,
not even clicking the mouse, you could
| | 01:20 | just roll over these and you see what this does.
| | 01:23 | This automatically compares
the numbers with each other.
| | 01:26 | So this one for example, you can see
low numbers have short bars, the highest
| | 01:30 | numbers have the longest bars.
| | 01:32 | Maybe you want yellow instead of blue.
| | 01:34 | This is really personal
preference, or what you like.
| | 01:36 | So these are Solid Fills instead of Gradients.
| | 01:39 | Go over here to Color Scales.
| | 01:42 | This will give you instead of
one color of varing lights.
| | 01:46 | These will give you different colors.
| | 01:48 | I kind of like this one over here.
| | 01:49 | Blue, White and Red.
| | 01:50 | Not just because it's patriotic but
because this clearly shows you that the
| | 01:55 | highest numbers are the darkest blue
and that the smallest numbers are white.
| | 02:01 | And if you want the reverse color
scheme, you have red, white and blue.
| | 02:05 | These are some very automatic built-in
ways of comparing numbers with each other.
| | 02:10 | Let's also go to Icon Sets and
here you have all these icons.
| | 02:14 | Honestly, I would not use some of
these but I want to show you here you have
| | 02:18 | some directional arrows.
| | 02:19 | So this one for example, a down red
arrow is for the lowest numbers and up green
| | 02:25 | arrow is for the highest numbers.
Maybe instead of a scale of three arrows, you
| | 02:30 | want four arrows or five arrows.
| | 02:31 | So for this one for example, an upward
green arrow is highest number, lowest
| | 02:36 | numbers are down red arrow and then you
have three yellow arrows in the middle.
| | 02:41 | Maybe you want bars kind of
like on your cell phone.
| | 02:43 | So here's a scale of one to four
or here's a scale of zero to 4.
| | 02:47 | Again you can look at the numbers and
you can see scale of zero is the lowest
| | 02:50 | number and all four bars are the highest number.
| | 02:53 | Now, let's say we click one.
| | 02:55 | I will choose this.
| | 02:58 | Click off it, so you can see it.
| | 03:00 | Let's go and reselect the data area.
Scroll to the top if you need to.
| | 03:03 | Let's go back to Conditional Formatting.
| | 03:05 | And let's apply Data Bars.
| | 03:07 | And you see what can happen here is
Excel will let you apply one conditional
| | 03:12 | format on top of another.
| | 03:14 | Now sometimes that's good but
other times you might end up with
| | 03:17 | something hideous like this.
| | 03:19 | So here's what you can do is click the
Conditional Formatting button and down
| | 03:23 | over here choose Clear Rules.
| | 03:25 | Now you can Clear Rules from Selected
Cells. What I am going to choose here is
| | 03:28 | Clear Rules from Entire Sheet.
| | 03:30 | So that wipes out all
the conditional formatting.
| | 03:33 | Let's go back and choose the
data area, scroll up, go back to
| | 03:38 | Conditional Formatting.
| | 03:39 | So now you can choose one those data bars and
those icons won't be in the way, or vice versa.
| | 03:45 | So if you want just a very quick way
of applying formatting to compare your
| | 03:51 | numbers, I think that's your best bet.
| | 03:53 | In the next movie, I am going to show
you some conditional formatting where we
| | 03:57 | can take over some more control over
the formatting and apply exactly the type
| | 04:02 | of formatting that we want rather
than taking the automatic features.
| | Collapse this transcript |
| Using custom conditional formatting| 00:00 | In the last movie, we applied pre-made
automatic conditional formatting rules.
| | 00:05 | We just only had to do was click and
Excel evaluated the numbers against each
| | 00:09 | other automatically.
| | 00:10 | In this movie, we will take a
little bit more control over the
| | 00:13 | conditional formatting.
| | 00:14 | Let's take a look at few things.
| | 00:16 | First click on this down arrow here in
the name box and choose the data area and
| | 00:21 | over here let's go to Conditional
Formatting and let's look at some Cell Rules.
| | 00:25 | And let's choose Greater Than, and
let's say we want to find all numbers that
| | 00:29 | are greater than 800 and we will
choose Yellow Fill with Dark Text.
| | 00:35 | Okay, and deselect if you
want so you can see that rule.
| | 00:38 | Okay, press Ctrl+Z to undo.
| | 00:40 | Now let's go back to Conditional Formatting.
| | 00:42 | Let's say we want to find low numbers.
| | 00:43 | So we will highlight Cell Rules and
this time choose Less Than and let's find
| | 00:49 | numbers are less than 100, and we will
choose the default formatting, click OK,
| | 00:54 | and there we could see all of those
numbers highlighted that are less than 100.
| | 00:58 | Again press Ctrl+Z to undo, and what if
you want to find numbers maybe that fall
| | 01:03 | in a particular range rather
than very high or very low?
| | 01:07 | What if we want to find
numbers that are between 300 and 400?
| | 01:09 | I will go back to Conditional
Formatting, back to Highlight Cell Rules and
| | 01:15 | choose Between, let's make that 300,
just press the Tab key, 400, click OK,
| | 01:21 | and there we can see all those numbers
that fall into that particular range.
| | 01:25 | Once again press Ctrl+Z to undo.
| | 01:27 | What if we wanted to find duplicate values?
| | 01:30 | Go up to Conditional Formatting,
Highlight Cell Rules and at the bottom, choose
| | 01:34 | Duplicate Values and choose the format,
maybe just Light Red Fill, click OK, and
| | 01:39 | there we could see all of the duplicate values.
| | 01:41 | So for example, we have 486 over
here and we have 486 over there.
| | 01:46 | We have -59 here and we have -59 over there.
Well, what if we wanted to apply more
| | 01:52 | than one rule at a time?
Again press Ctrl+Z to undo.
| | 01:56 | Go up to Conditional Formatting.
| | 01:58 | Let's say we want a sliding color
scale but we want to change it a little bit,
| | 02:03 | maybe because we want the sliding
color scale to be a little more strong looking.
| | 02:09 | So, let's go over here to Color
Scales and choose this one right over here.
| | 02:15 | Deselect and we can see the lowest
numbers have the red fill and the highest
| | 02:19 | numbers have the darker blue fill.
| | 02:22 | Well, maybe we want those highest
numbers to be in even darker blue fill.
| | 02:25 | Now again let's select that data area here.
| | 02:28 | Go back to Conditional Formatting,
back to Highlight Cell Rules, Greater Than,
| | 02:33 | and let's say all cells that are
greater than 900, click the down arrow,
| | 02:39 | we want a custom format and let's go over
here to fill and let's choose say a dark
| | 02:45 | navy blue fill, go to Font and we want a white
font so we'll have a reverse effect, and click OK.
| | 02:54 | Click OK and deselect and now we can
see that the darker blue is a very dark
| | 02:59 | blue with a reverse white.
| | 03:01 | So we can have some more control over this.
| | 03:03 | Well, let's say we wanted to
create our own rules from scratch.
| | 03:06 | Now first thing we want to do is we
want to wipe out all of the rules here and
| | 03:11 | easiest way to do that is go up here to
Conditional Formatting > Clear Rules and
| | 03:16 | Clear Rules from Entire
Sheet. That wipes it out.
| | 03:19 | So the sheet is like it was when we
first opened it. And scroll up if you want.
| | 03:24 | Again click the down arrow in the name
box and choose the data area and go to
| | 03:28 | Conditional Formatting and down over
here choose New Rule and most of these
| | 03:34 | are like what we found under the automatic
conditional formats but here we have a
| | 03:38 | little bit more control.
| | 03:40 | So over here let's choose Format cells
based on their values and instead of a
| | 03:45 | 2-Color Scale, let's do a 3-Color
Scale and you might do this if there are
| | 03:49 | particular colors that you need.
Maybe your company or your client has a
| | 03:55 | certain color scheme and maybe you
want to use that particular scheme when
| | 03:59 | you're formatting cells.
| | 04:00 | So for the 3-Color Scale, let's say the
minimum value should be a pale blue, the
| | 04:06 | midpoint should be maybe a medium blue
and the maximum value should be let's
| | 04:12 | say a dark blue and you can see a preview there.
| | 04:16 | Click OK and deselect if you want.
| | 04:18 | So, now we can see that scale. But maybe
we want those highest numbers like these
| | 04:22 | are kind of hard to read.
| | 04:24 | We want that to be maybe a different color.
Maybe with a white text on a dark background.
| | 04:30 | So again let's select that area.
| | 04:32 | Don't remove the formatting, leave the
formatting, just select the area.
| | 04:35 | Let's go back to Conditional Formatting and
let's choose New Rule and let's go over
| | 04:41 | here and select Format only cells
that contain, and over here where it says
| | 04:46 | Format only cells with, let's choose a
value that is greater than or equal to
| | 04:53 | and let's make that value say
900 and let's apply a format.
| | 04:58 | It's custom format over here and
let's choose a fill that's maybe in a dark
| | 05:06 | maroon and a font that is white in
color, bolded, click OK, and see the
| | 05:13 | preview there.
| | 05:15 | Click OK and deselect.
| | 05:17 | And there you could see that those
highest numbers have a completely different
| | 05:21 | format because we are able to do that
in a custom manner. One more thing.
| | 05:24 | Let's select that data area, go back
to Conditional Formatting, and go down
| | 05:28 | here to Manage Rules.
| | 05:30 | And this way, you can see what all those
rules are, the order that they are
| | 05:34 | applied in, you could edit them at any
time, you could delete them and you could
| | 05:38 | always add a new rule right here if you want.
| | 05:41 | So custom conditional formatting is a
really great powerful tool if you want to
| | 05:46 | do some data analysis.
| | Collapse this transcript |
| Adding pictures and shapes| 00:00 | We have our expense
report that's formatted.
| | 00:03 | We have fonts and color and numbers
formatted and it's okay, but we can make this
| | 00:08 | look a lot nicer and to do that I want
to talk about what kind of pictures and
| | 00:12 | shapes we have available in Excel.
| | 00:15 | Excel gives you five types of
pictures and illustrations that you can use.
| | 00:19 | Let's talk about those quickly.
| | 00:21 | First type are pictures and pictures
are your own images, maybe taken with a
| | 00:26 | digital camera, maybe you purchased
them as stock art. We have clip art and
| | 00:30 | clip art comes with Excel and comes with
Microsoft Office and you can search for
| | 00:35 | images and videos and drawings.
| | 00:38 | We have shapes and shapes are what
you draw yourself, circles, arrows,
| | 00:42 | starbursts, banners, all sorts of great shapes.
| | 00:45 | SmartArt are professionally created
diagrams that you can insert yourself.
| | 00:50 | So you can modify them in so many
different ways and still keep them
| | 00:54 | interactive on your sheet.
| | 00:56 | Finally we have screenshots and with
screenshots you can capture a portion of
| | 01:01 | your screen and insert it into Excel.
| | 01:03 | Now we aren't going to go through
all of these five types in this movie.
| | 01:08 | Some of them we will look at in a later course.
| | 01:10 | Let's start by inserting a picture.
| | 01:12 | So click the Insert tab and choose
Picture and in the Chapter 4 folder,
| | 01:18 | double-click the bottle.
| | 01:21 | It gets inserted kind of big, maybe drag
this off to the side, and you see we have
| | 01:25 | these handles around the
corners and around the sides.
| | 01:27 | Put your mouse pointer on one of those
handles, so you get a two-headed arrow
| | 01:31 | and click and drag in towards the center.
| | 01:33 | You might have to move a little bit and
sometimes the images that you put in are
| | 01:39 | little bigger than what you want.
| | 01:40 | Okay, that looks like a good size
and just deselect it for a second.
| | 01:43 | You notice that we have a
white border around the bottle.
| | 01:48 | That's just the way images are.
| | 01:50 | Images are always rectangular.
| | 01:52 | We can make that white background transparent.
| | 01:54 | Select the bottle and up here in the Picture
Tools section, make sure you are in the Format tab.
| | 02:00 | Click Color and then down at the
bottom choose Set Transparent Color.
| | 02:04 | The mouse pointer becomes a little
pencil and click that pencil on the white
| | 02:08 | background of the bottle and now you can
see the gridlines and shading behind it.
| | 02:14 | Well, we could do a couple of
other interesting things with this.
| | 02:18 | Go up to Color and if you want,
you can change the tonal color. You can
| | 02:21 | completely change the color of the bottle.
You can play around with this on your own.
| | 02:25 | I am just going to deselect that.
| | 02:26 | Leave the bottle selected and let's
go to Artistic Effects and there's all
| | 02:30 | sorts of different cool looking effects,.
Who would ever think that you can do
| | 02:34 | all this in a spreadsheet?
| | 02:36 | I am going to choose this one down here.
| | 02:37 | So it kind of looks like a line drawing.
| | 02:40 | Let's deselect that.
| | 02:41 | Now let's insert some clip art.
| | 02:43 | Let me scroll to the top, go up to
the Insert menu, choose Clip Art and I
| | 02:49 | searched for olive before, so that's
why it's here and you can click Go and it
| | 02:53 | will find everything to do with olives.
| | 02:56 | Doves, Martinis, let's scroll down
here, and I like this line drawing of the
| | 03:01 | olive oil bottle. Click that and it
just gets inserted onto the worksheet.
| | 03:06 | And also put your mouse pointer on one of
those corner handles and drag and make it small.
| | 03:11 | I am just going to put it right over
here, just as a nice little accent.
| | 03:17 | Okay let's deal with the banner on top.
| | 03:19 | Again it's formatted but it could be better.
| | 03:21 | So put your mouse pointer on the header
for Row 1, click the arrow, and on the
| | 03:27 | Home tab here go on to the right choose
Clear and let's just choose Clear All.
| | 03:31 | That will wipe out everything there in
Row 1 and just click here to deselect.
| | 03:36 | Let's draw a shape.
| | 03:37 | So go the Insert menu, choose Shape,
and I am going to choose a rectangle.
| | 03:41 | You could choose another shape if you like.
| | 03:43 | Now when I draw this, so I could draw a
rectangle that's any height, any width.
| | 03:48 | If I hold the Shift key down,
that constrains it to a square.
| | 03:52 | If I hold the Alt key, that lets it
snap to the gridlines, and always let go of
| | 03:57 | the mouse first before letting go of the key.
| | 04:00 | Well, that's okay but it's not quite
the color we want, so in the Drawing
| | 04:04 | Tools section, in the Format tab,
click this down arrow here under Shape
| | 04:07 | Styles and let's choose this nice
green olive color gradient. Leave it
| | 04:14 | selected and let's type some text.
| | 04:16 | Now this is Travel Expenses.
| | 04:17 | I am just going to turn on the Caps
Lock key and you don't have to do anything
| | 04:21 | to put text except leave
the box selected and type.
| | 04:24 | You don't have to draw text box on top of it.
| | 04:26 | So let's type TRAVEL EXPENSES.
| | 04:30 | Well, it's okay but it's not quite in
the position we want, so right-click on
| | 04:35 | the box, down at the bottom choose
Format Shape, and from the Format Shape
| | 04:39 | dialog box, we have all of these
options here on the left. Choose Text Box and
| | 04:43 | over here we choose Vertical alignment,
click the drop-down and choose Middle
| | 04:47 | Centered and click Close.
| | 04:50 | So now it's centered and in the middle.
| | 04:51 | Kind of puny though, so let's select it.
| | 04:54 | Make sure you are
selecting it with a text cursor.
| | 04:56 | Go up here to the Home tab.
| | 04:58 | Now let's change the font and keep in
mind the fonts that you have on your
| | 05:01 | computer might be different from the
fonts that I have on this computer, and
| | 05:07 | we choose this one here I might
want to make this little bigger.
| | 05:11 | So when you click this Font Size
dropdown, you can simply roll your mouse over
| | 05:16 | whatever size you want.
| | 05:18 | You see it can change interactively.
| | 05:19 | I am going to make it little
small on purpose for one reason.
| | 05:22 | Leave it selected or if it's not
selected you can put your mouse pointer in
| | 05:26 | and select it again.
| | 05:28 | To resize it interactively, another way
is hold down Ctrl+Shift and then hit the
| | 05:33 | greater than sign on your keyboard and
that's a little to the right of the letter M.
| | 05:37 | And if it's too big,
press Ctrl+Shift, less than sign.
| | 05:40 | That's a nice handy feature and maybe
make it bold and press Ctrl+B or you can
| | 05:45 | click the Bold icon here, and deselect.
| | 05:47 | Now we could change this gradient even.
| | 05:50 | This is really cool.
| | 05:51 | Select the box go to the
Format tab here under Drawing Tools.
| | 05:55 | Now we already chose this gradient but
let's click over here on Shape Fill.
| | 06:00 | Now we can choose a different fill, and
this will give us a different fill entirely
| | 06:04 | but go down here on to Gradient and you
see we have different variations of this
| | 06:08 | Gradient, but click down here on bottom
where it says More Gradients and now we
| | 06:12 | have a lot of control.
| | 06:14 | Now there are lot of settings in here
and you see this gradient has three color stops,
| | 06:17 | dark, medium and light them if
you click this dark, you can change the
| | 06:23 | brightness, maybe make a little darker,
maybe make a little lighter, you can
| | 06:26 | change the transparency if you like.
| | 06:29 | Click the middle stop, maybe change the
brightness a little bit, and click this
| | 06:34 | end stop and you can do the same thing.
| | 06:36 | You could even change what
position these are in by dragging these.
| | 06:39 | So if I drag this to the left, I make
the overall look a little lighter.
| | 06:43 | If I drag this one to the right,
I make the overall look a little darker.
| | 06:46 | So again, you can play with this on your own.
| | 06:48 | Also you have Preset Colors, and you
have all sorts of different presets.
| | 06:52 | None of these are really appropriate for
our expense report here but I just want
| | 06:56 | you to know that they're there,
and now let's click Close.
| | 06:59 | Let's just deselect it and we
want to get a better look at it.
| | 07:03 | So you might want to hit your Zoom Out
button or hold down the Ctrl key and roll
| | 07:06 | the mouse real out, so I
can get a better look at it.
| | 07:10 | Well this is great and I'll tell you if
you submit this expense report, it's so
| | 07:14 | nicely formatted, I think you will
have a much better chance of getting
| | 07:17 | reimbursed for all your travel.
| | Collapse this transcript |
|
|
5. Advanced FormattingInserting SmartArt| 00:00 | I want to show you a great feature in
Excel called SmartArt and SmartArt will
| | 00:06 | let you insert professionally made
diagrams to enhance the quality of your
| | 00:10 | spreadsheets, and you can
customize them any which way you like.
| | 00:13 | I think they are really
cool. Let's take a look.
| | 00:16 | Let's go up here to the Insert tab,
because SmartArt is something that you
| | 00:19 | insert and here in the Illustrations
section is SmartArt. Click that and you
| | 00:23 | get this dialog box coming up, and
another look just shows you all these
| | 00:26 | different categories and
look what you have over here.
| | 00:29 | I will just maybe start off with the
List category and click any of these and
| | 00:32 | you can see on the right it gives
you a thumbnail of how it looks.
| | 00:35 | So we have Lists, we have Process
Charts of how one thing goes to another,
| | 00:39 | Cycle Charts, hierarchies of how one item
relates to another item, and these are great.
| | 00:45 | Don't worry if the colors aren't to
your liking because I am going to show
| | 00:48 | you how you can customize all of these and you
might want to look through these on your own.
| | 00:51 | I am going to go here to List.
| | 00:53 | Now, I am going to choose
this one here, Vertical Box List.
| | 00:56 | Let's just double-click that
and it puts it onto the page out.
| | 00:59 | It's a little bigger than we want.
| | 01:00 | So put your mouse-pointer on any of
the four corners and when your mouse
| | 01:03 | pointer turns to this two-headed
arrow, just shrink it here a little bit.
| | 01:07 | I am just going to drag this over here
to the right, and before we format it,
| | 01:12 | let's put in some information and
you notice over here we have these
| | 01:16 | sales people who have sold products.
| | 01:18 | What I want to do is I want to
take maybe the first three or four.
| | 01:21 | That is the top three or four sales
reps and put their names over here, and
| | 01:25 | specify where they sold their products.
| | 01:28 | So click over here in the first text
box and it blanks out, and let's type the
| | 01:33 | name of the first person.
| | 01:35 | Now, instead of clicking and typing,
clicking and typing, there is a nice little
| | 01:38 | text box where we can enter this information.
| | 01:41 | Over here on the left you see
we have this two-headed arrow.
| | 01:43 | Click that and that brings up the text
box and click on this third bullet here
| | 01:48 | and just press the Backspace key.
| | 01:49 | When you do that, you remove the
bullet and you see this is dynamic and
| | 01:52 | removes up the other text box.
| | 01:54 | So let's type in the name of the second
person, and press Enter, and we will do
| | 01:59 | the fourth person as well.
| | 02:02 | When you do that, it puts up the information.
| | 02:04 | Well, what we want to do is we want to
say where did each of these people go
| | 02:08 | to make their sales?
| | 02:09 | How do they get to be such good sales rep?
| | 02:11 | So click after the name of the first
person, press Enter and Excel thinks, oh!
| | 02:15 | We just want to put in
another box, but we don't.
| | 02:18 | So press the Tab key on the keyboard,
when you do that, it indents and will put
| | 02:22 | a sub-bullet under there.
| | 02:23 | If you're familiar with
PowerPoint, it's the same idea.
| | 02:26 | So let's say this sales
rep went to San Francisco.
| | 02:31 | Click after the second person and
maybe that guy went to Los Angeles and
| | 02:38 | this person here went to New York,
and this person here maybe went to
| | 02:46 | Atlanta, and that's great!
| | 02:49 | Now, you can close the text
box by just clicking that X.
| | 02:52 | If you want to open it up again, in
addition to this two-headed arrow over
| | 02:55 | here, and as we're in the SmartArt
tools category in the Design tab, we have
| | 02:58 | this Text Pane box, and that will
also let you open it and close it.
| | 03:02 | That's great but we need to format it to
make it look more like our olive oil company.
| | 03:06 | Let's just drag this in position here.
| | 03:08 | Make sure that the whole box is
selected and again in the SmartArt Tools
| | 03:11 | category in the Design tab,
we have this Change Color button.
| | 03:14 | Click the down arrow and mouse over
some of these and notice the diagram
| | 03:19 | underneath is changing dynamically.
| | 03:21 | I am not clicking anything.
| | 03:22 | I am just rolling the mouse over.
| | 03:23 | So this is really great
way of getting a preview.
| | 03:26 | I am going to go here in the
second one under Accent3 and click that.
| | 03:30 | So we have nice green color.
| | 03:31 | But we can format this a little further.
| | 03:33 | Still on the same Design tab to the
right of Change Color we have the Styles.
| | 03:37 | Click this little down-arrow right over
here and you can mouse over any of these
| | 03:41 | to get a preview of how it's going
to look, and let's choose this one.
| | 03:45 | I think it has a nice
three-dimensional look to it.
| | 03:48 | Let's deselect that.
| | 03:49 | I want to show you a SmartArt that
will let us put in some graphics.
| | 03:53 | So go back to the Insert tab
and again click SmartArt.
| | 03:56 | I am going to stay with List, but if you
scroll down here a little bit, this one
| | 04:01 | over here is Horizontal Picture List.
| | 04:03 | I think it kind of looks like little
gas pumps, and double-click that and it
| | 04:07 | puts it on your page again.
| | 04:08 | Much too big for us.
| | 04:09 | So put your mouse pointer on any of
the four corners, shrink it a little bit
| | 04:15 | more, and I will drag
this over here to the right.
| | 04:18 | What we want to say is these people who
went on these trips and who sold all of
| | 04:24 | these products, what were they selling?
| | 04:26 | And we want to tell what
are the three best products.
| | 04:29 | First let's fill in the text.
| | 04:31 | So rather than clicking on these boxes,
click this two-headed arrow and let's
| | 04:35 | say the first thing they sold was a Gift Pack.
| | 04:40 | Let's go down over here.
| | 04:41 | Now if you want to, you
can stretch this box out.
| | 04:44 | Let's click on that third bullet and
just press the Backspace key to delete it,
| | 04:48 | and you notice just like the other
piece of SmartArt, it adjusts automatically.
| | 04:52 | They also sold the Garlic Product,
press Enter, so we get the third box back
| | 04:57 | again, and they also sold the Herbs product.
| | 05:00 | Let's just close this text box.
| | 05:02 | Let's do some formatting here and go
ahead and make sure that the SmartArt
| | 05:06 | itself is selected in the SmartArt
Tools category. In the Design tab,
| | 05:10 | let's go back to Change Colors and
just like before you could mouse over, not
| | 05:13 | clicking anything, just rolling the mouse
over, looking at the colors and again I
| | 05:17 | am going to choose the second
one here in the Accent3 category.
| | 05:20 | Again, go back to SmartArt Styles,
click this down-arrow, and by the way any of
| | 05:24 | these drop-downs, you can also stretch
them, make them taller or shorter, and
| | 05:29 | roll over some of these, and just to be
consistent I am going to use this style here.
| | 05:33 | You might be wondering all this time,
okay that's great but what are those three
| | 05:37 | little boxes on top?
| | 05:38 | That's what allows us to put in pictures.
| | 05:40 | Click the first one here and this
allows you to insert the picture in the
| | 05:44 | Chapter 5 folder of the Exercise Files.
| | 05:47 | Double-click the gift pack
and it just pops right in.
| | 05:49 | Click the second box above Garlic and
we have the Garlic product, double-click
| | 05:53 | that, and click the third box on top of
Herbs and here we have our Herbs product
| | 05:57 | and it pops right in, and you notice
it sizes these appropriately, and click
| | 06:01 | some here to deselect, so you can take a look.
| | 06:03 | Now, there is couple of
other things we can do with this.
| | 06:05 | Click back on the SmartArt border and
in the SmartArt Tools category, go to the
| | 06:09 | Format tab, and you see we
have these WordArt Styles.
| | 06:13 | Click this down-arrow and again I am just
going to shrink this here to get a better look.
| | 06:17 | As you roll your mouse over these,
notice that the text is changing and we
| | 06:21 | didn't have to change any of
the text at all. Scroll down.
| | 06:24 | Now, some of these are not appropriate,
they might be not even very legible, but this
| | 06:27 | one here or this one here, I kind of
like this one, just click it, and then we
| | 06:33 | have again more of a three-dimensional
maybe an embossed look and I will just
| | 06:36 | deselect to get a better look.
| | 06:37 | So this is not so much a spreadsheet
anymore of just boring dry numbers.
| | 06:42 | This is a presentation.
| | 06:43 | So if you need to present this to
maybe a vice-president of sales saying hey,
| | 06:47 | here's our sales reps and
here's the products that they sold,
| | 06:51 | I think this will make a very nice impression.
| | Collapse this transcript |
| Coordinating a look using themes| 00:00 | Let's say you have a worksheet like this
that contains rows, columns of numbers,
| | 00:04 | maybe some drawings and a chart, and
you want a quick way to format everything
| | 00:08 | all at once, so that it looks
consistent and unified. Maybe looking like other
| | 00:13 | documents that you have created
in Word or PowerPoint for example.
| | 00:17 | Using a theme you can apply consistent
and professionally designed formatting to
| | 00:21 | all the parts of your worksheet.
| | 00:23 | Now keep something in mind though. What
themes cannot do is they can't read your mind.
| | 00:27 | So you have to give this worksheet a bit
of a headstart by indicating where you
| | 00:31 | want the formatting applied
and here's how we will do it.
| | 00:34 | Click anywhere inside this number area,
and we're going to format this as a table.
| | 00:38 | Don't worry too much about that.
| | 00:40 | Over here in the Home tab we want to
go here under Styles, click Format as Table.
| | 00:44 | Choose anything here. It doesn't
really matter because we're going
| | 00:48 | to change it in a bit.
| | 00:48 | What this is simply doing is saying
okay, this is where we're going to have a
| | 00:53 | table and the table has special
meaning in Excel and this guesses correctly
| | 00:57 | where we have the data.
You can see the marching ants.
| | 00:59 | The table has headers checked because
that's verified, and that's great.
| | 01:02 | Click OK, and we have these little dropdowns and
don't even worry too much about what those are.
| | 01:07 | What we will do here is we're in the
Table Tools section in the Design tab.
| | 01:11 | Click over here where it says Convert to Range.
| | 01:14 | Choose Yes and now we have a regular
worksheet again and you can just deselect.
| | 01:20 | Now let's apply some themes.
| | 01:22 | Go over here to the Page Layout tab
and in the left side here in the Themes
| | 01:26 | section, click Themes and we have
all of these different named themes.
| | 01:32 | Roll over them, and you can see that
your worksheet is changing, the SmartArt in
| | 01:37 | the lower left is changing, the
chart in the lower right is changing.
| | 01:40 | I am going to go over here to this
Austin because that has kind of a green
| | 01:43 | olivey sort of theme to it, but not quite.
| | 01:46 | We want to change it a little bit.
| | 01:47 | So go up here, still in the Themes
section, choose Colors, and if you roll your
| | 01:52 | mouse over any of these, you notice
also that the numbers and the SmartArt
| | 01:55 | and Chart are changing.
| | 01:57 | Well, let's say I don't want
any one of these out of the box.
| | 02:00 | I want to have my own custom color.
| | 02:02 | So down over here choose
Create New Theme Colors.
| | 02:05 | Let's move this out of the way and
here we have a sample of how it's going to
| | 02:09 | look and we can change any of these.
| | 02:12 | So maybe I want some of these greens to
be a little darker, maybe a little bit
| | 02:15 | more olivey in color.
| | 02:19 | And instead of naming it Custom 1,
let's select it and let's call it Olive Oil,
| | 02:26 | and click Save and now
it's changed a little bit.
| | 02:29 | Now, let's say we decide we
want to edit it some more.
| | 02:32 | Go back up here to the Color drop-
down and there is our Olive Oil and
| | 02:37 | right-click it, choose Edit, and
we're right back where we were and we can
| | 02:41 | continue editing, applying green colors
or whatever other color you like, and you
| | 02:45 | can simply click Save
and save the color over it.
| | 02:48 | If there's a color palette that you
don't like, let's click this here, maybe
| | 02:52 | we don't want this Two Trees, right-click
it and choose Delete, confirm and it's gone.
| | 02:58 | While we're at it, let's
change some of the fonts.
| | 03:01 | Go up here and choose Fonts and roll
over and you see also you can change the
| | 03:06 | fonts on your worksheet dynamically.
| | 03:09 | I think this is a really great feature
and once you have a theme customized the
| | 03:13 | way you like, remember that you could
also use it in Word and PowerPoint, so all
| | 03:17 | of your documents will have the same
consistent, unified look and feel to them.
| | Collapse this transcript |
| Applying built-in styles| 00:00 | The ability to use styles in your
applications is one of those features
| | 00:04 | that isn't well known, and I think that's too
bad because styles can be a great timesaver.
| | 00:09 | If you've never used styles either in
Excel or your other programs, a style is
| | 00:13 | simply a basket of formatting that you
can apply whenever and wherever you need.
| | 00:18 | Styles can contain fonts, colors,
backgrounds, number formatting, and more.
| | 00:22 | The whole idea of using styles is that
you can keep your content separate from
| | 00:26 | your formatting, which means that your
formatting is not just faster to apply
| | 00:30 | but it's a lot more consistent.
| | 00:32 | You don't have to worry about different
colors or different fonts being applied
| | 00:35 | in different places.
| | 00:36 | I'll show you how to create styles
later in the chapter but first, let's take a
| | 00:39 | look at the styles that are
already built into Excel that we can use.
| | 00:43 | If you take a look at this worksheet here,
you can see it's sorted by department.
| | 00:47 | So let's select these Executive cells
here, and here in the Home tab let's go
| | 00:52 | over to the Styles section then click
here on Cell Styles, and this shows you
| | 00:56 | all sorts of different styles that are built-in.
| | 00:58 | And if you roll your mouse over them,
you can see that those cells there in
| | 01:01 | Column B are changing dynamically.
And I will just choose his Accent3,
| | 01:05 | because it kind of fits in with the
green olive oil look of our worksheet and
| | 01:08 | with our company here.
| | 01:10 | Well, we can also format numbers.
| | 01:12 | Let's format all of the dollars here,
because right now under Wage, we can't
| | 01:16 | tell is this dollars, is it yen,
is it oranges, we don't know.
| | 01:20 | So click the first one and to select
the whole row you have a choice. You can
| | 01:24 | scroll down to the bottom if you like.
| | 01:27 | Honestly I think that's a little too
difficult. Let me show you a much easier way.
| | 01:30 | Scroll back up to the top, click the first
one and press Ctrl+Shift+Down Arrow, and boom!
| | 01:36 | That immediately selects all the
way to the bottom of that list.
| | 01:39 | Here we only go to Row 36 but imagine
if you had several thousand rows.
| | 01:43 | You wouldn't want to be dragging all
the way down. You'd be there all day.
| | 01:46 | So back in the Styles section, let's go
up here to Cell Styles and we have some
| | 01:50 | currency and if you roll over this
currency, you see what it does there in
| | 01:54 | Column F. It gives you dollars.
| | 01:56 | It gives you commas for thousand separators.
| | 01:58 | It gives you pennies.
| | 01:59 | Well, maybe you don't want the pennies.
| | 02:00 | So if you choose this one here, Currency
0, it gives you the dollar signs and
| | 02:04 | the commas but no pennies.
| | 02:05 | And you can just select that
and click off here to deselect.
| | 02:08 | Now, you might wonder well what comes
with this particular currency style, or
| | 02:12 | what comes with this particular color style?
| | 02:15 | Well, go back to Cell Styles and right-
click this Accent3 and from the pop-up menu,
| | 02:21 | choose Modify.
| | 02:22 | Now, in this Style dialog box, it
tells you that Number, Alignment, Border,
| | 02:27 | and Protection are not part of the
style but any Font or any Fill that you
| | 02:30 | apply is part of the style.
| | 02:32 | If you want to change any of that, click
this Format button here and this brings
| | 02:36 | up the standard Format Cells dialog box
that you would get elsewhere in Excel.
| | 02:40 | We're not going to change anything
right now, so you can just cancel out and
| | 02:44 | cancel out, so you have your
worksheet back. Let's do one more.
| | 02:48 | Over here in cell A2 we have this
Payroll. Click that Payroll, go up here to
| | 02:52 | Cell Styles and you see we have some headings.
| | 02:55 | Heading 1 is maybe a little too big,
Heading 2, but you might want to choose
| | 02:59 | Heading 3 or Heading 4, and
deselect it and take a look.
| | 03:04 | So if you're okay using the built-in
styles and you don't need anything more
| | 03:07 | than that, then you're all set.
| | 03:09 | But what if you want to
create your own custom styles?
| | 03:12 | That's what I will show you
how to do later in the chapter.
| | Collapse this transcript |
| Creating and sharing styles| 00:00 | Sometimes you want to apply styles that
don't exist as part of Excel's built-in style.
| | 00:05 | So you can create your own.
| | 00:07 | The easiest way to create your own
style is to apply the formatting first just
| | 00:11 | as though you're doing regular
formatting and then use those cells as the
| | 00:15 | example to define the style.
| | 00:17 | What makes it so useful is that if you
change some of the characteristics of the
| | 00:22 | style like color, font, or fill or
border, every cell that is tagged with that
| | 00:28 | style will immediately change.
| | 00:30 | So that keeps your formatting
consistent and it also lets you format faster.
| | 00:34 | Well, let's take a look here.
| | 00:35 | We are sorted by department.
| | 00:38 | Let's select the Graphics department here.
| | 00:40 | It doesn't have any formatting
yet, and let's change the color.
| | 00:43 | So click the Color dropdown, and I
will choose a green here keeping with our
| | 00:47 | Olive theme, and choose a color and
I'll choose white, so we have a reverse
| | 00:52 | look, and let's change the font face.
| | 00:54 | Let's click that and keep in mind
the fonts that you have in your computer
| | 00:58 | might be somewhat different from
the fonts that are on this computer.
| | 01:01 | I like Comic Sans, okay and
just deselect so you can see it.
| | 01:05 | Well, now we can use any one of these
cells we just formatted as the example
| | 01:10 | to create the style.
| | 01:11 | So select any one of them, and you
want to be on the Home tab and then in
| | 01:14 | Styles group, click on Cell Styles and down
here towards the bottom, choose New Cell Style.
| | 01:22 | Well, let's give it a name, and
maybe let's call this Department.
| | 01:28 | Here are all the characteristics of the style.
| | 01:30 | Well, we're going to use this for text
and not for number, so you might want to
| | 01:34 | remove number, so there's no
number formatting as part of the style.
| | 01:38 | The others you can leave. Click OK.
| | 01:40 | Now, we use that as an example but
we still haven't had these particular
| | 01:45 | cells with that style.
| | 01:46 | So let's do that now. Select those
cells again, go back to Cell Styles, and you
| | 01:51 | see in Custom now we have a style
called Department. So select it and scroll down.
| | 01:56 | Maybe let's select Marketing, go back to
Cell Styles, choose Department and there it is.
| | 02:02 | Okay, that's great but what happens
if later on we decide we want to make
| | 02:05 | some formatting change?
| | 02:06 | Maybe we want to change the color,
maybe we want to change the font.
| | 02:10 | Select any one of those cells
formatted with the Department style. Click back
| | 02:15 | again on Cell Styles.
| | 02:16 | Now here is the style we created,
right-click it, and from the pop-up
| | 02:19 | menu choose Modify.
| | 02:22 | We're in the Style dialog box, click
the Format button, and now we're in the
| | 02:27 | Format Cells dialog box.
| | 02:29 | So let's start with the font.
| | 02:31 | Click on the Font tab.
| | 02:31 | Now the font is white in color so it's
kind of hard to see, so let's click this
| | 02:35 | drop-down and choose a color.
| | 02:38 | Maybe I will choose shade of blue there,
and let's change the font face, and you
| | 02:44 | could choose any one. I kind of like
Cambria, and let's change the fill, and I
| | 02:49 | will make this a lighter green,
click OK, click OK and boom!
| | 02:54 | They all changed at once.
| | 02:55 | That's really the power of styles,
making one little change and then all the
| | 02:59 | cells changed that have that style applied.
| | 03:02 | You don't have to go and hunt them down.
| | 03:03 | Now, when you're looking at the styles,
it's not always obvious what style a
| | 03:09 | cell is formatted with.
| | 03:10 | So for example, I am going to scroll up here.
| | 03:12 | Let's say Executive.
| | 03:13 | Click on one of these Executive cells.
| | 03:15 | Well, what style is applied?
| | 03:17 | Click on the Cell Styles drop-
down and well, this is kind of
| | 03:20 | overwhelming, isn't it?
| | 03:21 | You kind of have to hunt around.
| | 03:23 | Well, if you look closely here this
40% Accent1 is kind of highlighted, so we
| | 03:27 | know what style is applied there.
| | 03:29 | Just hit the Escape once or twice,
maybe click on Finances, try that again, go
| | 03:33 | up to Cell Styles, and again
this is kind of overwhelming.
| | 03:36 | You'd really have to look to see that
it's 40% - Accent6. Let's hit your Escape
| | 03:40 | key a couple of times.
| | 03:41 | Here is a much easier way, and it
involves a kind of weird shortcut.
| | 03:44 | Press Alt+Apostrophe, or if you want to
think of it as Alt+Single Quotation Mark.
| | 03:49 | That goes right into the Style
dialog box and now you can see the name.
| | 03:53 | That's grayed out, you can't change it,
but you can certainly read it, can't you?
| | 03:56 | Let me cancel out here, click on one
of these Wage cells, and again press
| | 04:00 | Alt+Apostrophe, and now you can see that.
| | 04:02 | Oh yes, it's 40%-Accent3. Maybe click
on this style that we created, press
| | 04:07 | Alt+Apostrophe, and you can see it's Department.
| | 04:09 | Now here because it's custom style,
we actually can go and modify it.
| | 04:13 | We're not going to change this
right here, so you can cancel out.
| | 04:16 | Now one other thing.
| | 04:17 | What if you want to use these styles
that you created in another workbook?
| | 04:22 | Well here's what we do.
| | 04:22 | First of all, leave this workbook open.
| | 04:24 | That's a necessity, and go
to your File > Open dialog box.
| | 04:27 | I will just press Ctrl+L and in the
Exercise Files, Chapter 5 folder, we have a
| | 04:33 | file here called merge styles.
| | 04:35 | Double-click that, and here we
have this list sorted by Parking Lot.
| | 04:40 | Maybe we want to format Parking Lot A, Parking
Lot B, Parking Lot C with some of these styles.
| | 04:45 | Now, I'll select all the Parking Lot A.
When you go up to Cell Styles, you see
| | 04:50 | there's no custom style there.
| | 04:51 | So what you do is down at
bottom, choose Merge Styles.
| | 04:55 | This is why you had to leave that
other file open, because you can only merge
| | 04:58 | styles from other Excel
workbooks that are currently open.
| | 05:02 | So there's not much of a choice here, so
just double-click Custom Styles, and it
| | 05:06 | doesn't ask you any questions. It just doesn't.
| | 05:09 | So now when we go up here to Cell Styles,
we can see the custom styles, choose
| | 05:14 | Department, and there it is. It's formatted.
| | 05:17 | One other thing to keep in mind.
| | 05:18 | If you go back to that original
workbook where you created the styles and you
| | 05:22 | modify that style again, you'll
have to go and re-import it here
| | 05:26 | if you want the styles to be
consistent from one workbook to another.
| | 05:29 | When you merge styles,
there's no dynamic link there.
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| Using templates| 00:00 | Sometimes the hardest part of using
Excel is staring at a blank screen and
| | 00:04 | wondering, okay, how am I
going to arrange my workbook?
| | 00:08 | How will I create the columns and rows?
| | 00:10 | What's supposed to be on here?
| | 00:11 | How is it supposed to look?
| | 00:13 | Well, fortunately Excel gives you
a lot of templates that you can use.
| | 00:16 | They're free, some of them are built-
in with Excel, some of them you can
| | 00:19 | download from Microsoft's
website automatically. Don't worry.
| | 00:23 | You don't have to go into your web
browser and start installing anything.
| | 00:26 | It just happens
automatically. Let's take a look.
| | 00:29 | Go up to the File tab, so we're in
Backstage view, and then down over here choose New,
| | 00:33 | and look at all these templates.
| | 00:36 | Now these are not just templates;
these are categories of templates.
| | 00:39 | Now before we go into them, let me
just explain if you want to create a new
| | 00:43 | blank workbook and just another blank page,
you can choose Blank workbook and choose Create.
| | 00:48 | It's just the same thing
as pressing Ctrl+N for New.
| | 00:51 | But that's not important right now.
| | 00:52 | Let's take a look at some other.
| | 00:54 | I am just going to click Invoices here
and here are all of the invoices that we
| | 00:59 | have available, and click any one and
whichever you click, you can see there is
| | 01:03 | a little thumbnail there on the right.
| | 01:05 | So you can have just
about anything that you like.
| | 01:07 | So I am going to choose this
Work order and double-click it.
| | 01:13 | Maybe you'll like a
different template, and that's okay.
| | 01:15 | You see it says Your Logo Here.
| | 01:17 | Well, that's pretty good, and when you
click it, you see it's just a graphic.
| | 01:20 | So I'll press Delete.
Let's insert our own logo.
| | 01:23 | So graphics are items that you insert,
so go to the Insert menu and choose
| | 01:28 | Picture, and in the Chapter 5 folder of
the Exercise Files we have our Two Trees
| | 01:33 | Olive Oil company logo. Double-click it.
| | 01:35 | It inserts. Well, it's kind
of big, so let's shrink it.
| | 01:38 | Put your mouse pointer on one of the
corner handle, so you get the two-headed
| | 01:41 | mouse pointer arrow and shrink it.
| | 01:43 | Because it's an inserted graphic, you
don't have to hold the Shift key down to
| | 01:46 | constrain the proportions. You could just
do it by hand and I will put this over here.
| | 01:52 | You could change anything you want.
| | 01:53 | You could change the slogan.
| | 01:54 | Maybe let's put company name and so forth.
| | 02:02 | Of course, you could fill out the
address and zip code and all that.
| | 02:05 | Well, let's do a little bit of formatting.
I will just select the column headers
| | 02:09 | here and back in Home tab
we'll go over here to Cell Styles.
| | 02:13 | Now I like this Accent3.
| | 02:15 | It's kind of an olive-y color and I will select it.
| | 02:17 | Now we have it looking a little bit more
like what we would have for our company.
| | 02:22 | Now once you have all of your data typed
in here, you probably want to save it.
| | 02:26 | So before you save it, let's
take a look at something up here.
| | 02:28 | On the title bar see it says Work
order1 and it says Compatibility Mode.
| | 02:32 | That Work order1 means that this is
the first file we are basing on that
| | 02:39 | Work order template.
| | 02:40 | The same thing as when you're creating
a new blank workbook and Excel calls it
| | 02:44 | Book 1, Book 2, and so on.
| | 02:45 | So it's the same thing here with a
template, Work order1, Work order2.
| | 02:48 | That Compatibility Mode means that this
template was created in an older version
| | 02:53 | of Excel and you will find that a lot.
| | 02:55 | Not all of the templates were created
for the 2010 version, but don't worry
| | 02:59 | because you can use all of them
even if they are in Compatibility Mode.
| | 03:03 | So now we're going to save it and
you could press Ctrl+S to save, you can
| | 03:07 | click the little Save button here, you can go to
the File menu, and choose Save, whatever you like.
| | 03:11 | Instead of calling this Work order1,
let's call this work order for company xyz.
| | 03:19 | You see it's saving it as a
regular old Excel workbook.
| | 03:23 | Click Save and there it is.
| | 03:26 | You see there is the new
file name. Let's close it.
| | 03:28 | You can press Ctrl+F4 to close
or click this X here to close.
| | 03:31 | Now, let's say decide that oh, I want
to use that work order again, but, gee,
| | 03:35 | I don't remember what it's called.
I don't remember where it was or anything.
| | 03:40 | Well, you don't have to worry about that.
| | 03:41 | Let's go back to the File tab,
so we're back in Backstage View.
| | 03:44 | Go back to New, and you see over
here where it says Recent templates.
| | 03:48 | Click that and there is that Work order again.
| | 03:51 | Double-click it and it comes in.
| | 03:53 | Notice it doesn't have the logo and
formatting and all that because this is
| | 03:57 | simply taking a brand-new fresh
copy of the original template.
| | 04:01 | So anytime you're stuck and you're not
sure how you want your workbook to look,
| | 04:05 | take a look at the templates.
| | 04:06 | I'm sure you'll find something you like.
| | Collapse this transcript |
| Creating and using original templates| 00:00 | The best way to create your own
templates is to use your own existing workbooks.
| | 00:05 | Turning a workbook into a template just involves
saving it. You don't have to do anything fancy.
| | 00:10 | Now let's take a look.
| | 00:12 | Go to the File tab, so we get into the
Backstage view, and go down over here to
| | 00:16 | New and then up of top select New from
existing and in Chapter 5 of the Exercise
| | 00:22 | folders, double-click this
file turn into template.
| | 00:26 | It opens up, and you see up here
it's called turn into template1.
| | 00:29 | This is the same idea as when you
create a new workbook and Excel calls it
| | 00:33 | book1, book2 and so on.
| | 00:34 | This is simply the first instance of
using that file called turn into template.
| | 00:40 | We want to turn this into a template.
| | 00:41 | We are not actually going to put data in here.
| | 00:44 | So let's just save this as a template.
| | 00:47 | Now you can either press the F12 key on
your keyboard to get to the Save As dialog box.
| | 00:52 | Let's cancel out. Or you could go
to the File tab and choose Save As.
| | 00:57 | Down over here where it says Save as type,
click that and choose Excel Template,
| | 01:01 | and you can see the extension is .xltx.
| | 01:05 | Let's change the file name,
because this is some of our olive oil.
| | 01:08 | I'll call this liquid assets and click
Save and now you can see up here it saved
| | 01:15 | as liquid assets.xltx.
| | 01:17 | So this is the actual template itself.
| | 01:19 | Now, again let's close it.
| | 01:20 | Now let's say it comes sometime later and
you say gee, I want to use that template.
| | 01:25 | I don't remember where it is!
| | 01:26 | Well, you don't have to worry.
| | 01:27 | Let's go up to the File tab, so we get
back into Backstage view, go back to New
| | 01:32 | and over here or choose My
templates and there it is.
| | 01:35 | Double-click it and here we are now we
can go and use it and now can see this is
| | 01:39 | liquid assets.xltx1.
| | 01:42 | And now we can put in some data,
whatever your data happened to be, and now
| | 01:49 | let's save it as a regular Excel workbook.
| | 01:52 | So you can press Ctrl+S to save or
click your Save button, whatever you like.
| | 01:57 | Here this is saving as
a regular Excel workbook.
| | 02:00 | I am not going to bother
about actually saving this.
| | 02:02 | I will just cancel out.
| | 02:03 | So if you have workbooks that you use
often and workbooks that you like,
| | 02:07 | my advice is convert them into templates.
| | 02:09 | I think that'll save you
fair amount of work later on.
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|
|
6. Printing PreparationMaking the pieces fit| 00:00 | Here we have our expense report already
filled in and formatted. We want to make
| | 00:04 | sure that it prints properly.
| | 00:06 | So everything to do with Page Size and
Orientation and Page Breaks and so forth,
| | 00:12 | we could find here under the Page Layout tab.
| | 00:14 | So click Page Layout tab and here we
have our Page Setup group and let's take a
| | 00:18 | look at a few things.
| | 00:20 | First, let's take a look at Page Size
and click this and you see we've all sorts
| | 00:23 | of different page sizes.
| | 00:25 | Some of you may not recognize what
they are and you could always go down here
| | 00:30 | and choose Custom Size, but I'm just
going to leave it as Letter, so you could
| | 00:33 | just click off it here somewhere.
| | 00:35 | Well, now that you know what size it is,
here's one way that you can see how
| | 00:39 | it's going to look when printed.
| | 00:41 | Down here in the lower-right corner,
we have our View buttons and click this
| | 00:45 | middle view button here. That's Page
Layout, so you could see the actual sheet of
| | 00:49 | paper and scroll down.
| | 00:51 | Now keep in mind that this is not
always exactly what will be printed out.
| | 00:56 | This is not a Print Preview.
| | 00:57 | We'll see Print Preview in a moment.
| | 00:59 | But notice here on bottom, we have
these colorful arrows and then we have a
| | 01:02 | second set of cities that we have
visited in our expense report and we have some
| | 01:06 | calculations here and scroll back up.
| | 01:08 | When you're dealing with Page Layout,
you might think that when you're setting
| | 01:12 | up the page for printing, you go into
Page Layout view and sometimes that's
| | 01:15 | right, but because Page Layout view
doesn't always show you exactly what's going
| | 01:19 | to happen when you print out,
we really want to use Print Preview.
| | 01:22 | So first thing I'll do here is I'm
going to go back to Normal view, so I'll
| | 01:26 | click that Normal view button.
| | 01:28 | Now to set the print area, let's
scroll down. What we're going to do is we're
| | 01:31 | going to decide that we want
everything up to the colorful arrows to print.
| | 01:35 | So let's select across Row 28
and then select up to the very top.
| | 01:40 | Click here in Print Area and choose
Set Print Area and if you do deselect you
| | 01:45 | could see this dotted line and
that tells us what will print out.
| | 01:49 | Now if you click down here back on Page
Layout, you can see-- and this is where
| | 01:54 | I was saying that this isn't exactly
right, because this dotted line is showing
| | 01:58 | you your print area and only that will
print out, but it's still showing you
| | 02:03 | these other cities on the sheet of paper.
| | 02:05 | That's what I mean by not quite exact.
| | 02:07 | So let's go back to Normal view.
| | 02:09 | Well, let's take a look at Print Preview.
| | 02:11 | Two ways to do it is you could either
press Ctrl+P on your keyboard to print or
| | 02:15 | click the File tab to go to Backstage
view and go down over here to Print and
| | 02:20 | now you can see your preview.
| | 02:22 | So it's printing what we want, but maybe
we want this to be landscape oriented.
| | 02:26 | Well, just press the Escape key on
your keyboard and you see what happens is
| | 02:29 | because the Page Layout tab was the
last place you were before Backstage view,
| | 02:33 | pressing the Escape key just brings
it right back to Page Layout view.
| | 02:36 | So let's go up to Orientation and make
it Landscape and again, this time I'll
| | 02:41 | press Ctrl+P, and this is Landscape but
it's kind of squished to the upper-left
| | 02:45 | corner. We really want this to be
centered vertically and horizontally.
| | 02:48 | So again, we'll hit the Escape key and
let's go up here to Margins and choose
| | 02:53 | Margins and down at the
bottom, click Custom Margins.
| | 02:56 | This simply brings us to the
Margins tab of the Page Setup dialog box.
| | 03:00 | Here under Center on page choose
Horizontally and Vertically, click OK, and now
| | 03:05 | let's go back to Preview and now
we can see it's centered on the page
| | 03:09 | vertically and horizontally.
| | 03:10 | Also notice down here on the bottom,
this shows us it's Page 1 of 1.
| | 03:14 | So we know that this page has broken correctly.
| | 03:17 | Again, I'll hit the Escape key.
| | 03:18 | Now maybe we decide, you know, we want
to print the entire worksheet after all.
| | 03:22 | We don't want just that part of it.
| | 03:24 | So we'll go up here to the Print
Area and choose Clear Print Area.
| | 03:28 | Now if you scroll down, you can see
these two dotted lines because these are
| | 03:33 | automatic page breaks.
| | 03:35 | Well, look where this page is breaking.
| | 03:36 | It's breaking kind of in the
middle of the second set of cities.
| | 03:39 | We probably want to break it up there.
| | 03:41 | So click the first city, go up here to
Breaks, choose Insert Page Break, and now
| | 03:47 | we can see the page is broken
above the second set of cities.
| | 03:49 | Let's check it out.
| | 03:50 | Go to the File tab, back to Print.
| | 03:53 | So again, we have the first page
up to these colorful arrows.
| | 03:57 | Here we can see we're looking at Page
1 of 2, click that arrow and now we can
| | 04:00 | see the second set of cities.
| | 04:02 | And you see the column titles are
missing and that's something we'll deal with
| | 04:06 | later on in this chapter.
| | 04:07 | So again, just press the Escape key.
| | 04:09 | Something else that you might want to do
is turn off the gridlines and again, we
| | 04:14 | are still under the Page Layout tab
and here under Sheet Options, you see the
| | 04:17 | Gridlines View and Print are two checkboxes.
| | 04:20 | What that means is that showing
gridlines or not showing gridlines, you could do
| | 04:24 | independently for viewing on
the screen and for printing.
| | 04:27 | So right here under View I can deselect
that and now we don't see gridlines in
| | 04:32 | the page. Put it back.
| | 04:33 | By default gridlines don't print but
you can check that and they will print.
| | 04:37 | So you can do that independently.
| | 04:39 | One other thing you want to know is
that a worksheet can have only one
| | 04:43 | print area at a time.
| | 04:44 | If you go up here and you set the
print area to a new area, your original
| | 04:49 | print area is deleted.
| | 04:51 | There is a little workaround and I'll
show you that later in the course, but
| | 04:54 | that's something kind of
important you want to keep in mind.
| | Collapse this transcript |
| Inserting headers and footers| 00:00 | If you're looking around for where you
can insert headers and footers, you could
| | 00:04 | find it here under the Insert tab
and over here is Header & Footer.
| | 00:08 | But don't click that because I
think there's a better way to do this.
| | 00:11 | Down here in the bottom, where you
have those three view buttons. Right now
| | 00:15 | we're in the Normal View.
| | 00:15 | It's the first button.
| | 00:16 | Click the second button, we're in Page
Layout View, and look what we have at the top.
| | 00:21 | It says Click to add header.
| | 00:22 | Now before you click, just roll your
mouse over and you see we have this center
| | 00:26 | section and if you roll to the right,
we have the right section and if you roll
| | 00:30 | to the left we have the left section.
| | 00:32 | Anything you put in the left section
will be left aligned, anything you put in
| | 00:35 | the center section will be center
aligned, and anything you put in the right
| | 00:38 | section, well, that's going to be right aligned.
| | 00:40 | So let's start with a left click in the
left section and you see there it says
| | 00:43 | header, and when you do you've the Header &
Footer Tools section here with the Design tab.
| | 00:48 | So click that Design tab.
| | 00:50 | And the first thing we want to
put in is what page we're on.
| | 00:53 | So click right over here
where it says Page Number.
| | 00:56 | Well, maybe you wanted to be a little
more specific rather than just Page 1 and
| | 01:00 | Page 2. If you have a multiple page
document, maybe you wanted to say something
| | 01:02 | like Page 1 of 3, Page 2 of 3 and so on.
| | 01:06 | So just type a space, type of, type a
space and click here Number of Pages.
| | 01:10 | Now if you click outside the header
area, there you can see it's showing
| | 01:14 | us that's Page 1 of 2.
| | 01:16 | Okay, let's put in the file name.
| | 01:18 | So roll you mouse over here in the
right section and click and you see that's
| | 01:21 | right aligned, and up here we've
File Path, File Name and the Sheet Name.
| | 01:28 | Some people like to call it the tab name.
| | 01:29 | Well, if you put in the File Name, it
will just tell us right now that it's
| | 01:33 | called headers and footers.xlsx.
| | 01:35 | If you put in the File Path, it will
tell us the whole path on the computer.
| | 01:39 | I don't think we really need to do that here.
| | 01:41 | Let's just click File Name and press
the Enter key and click Sheet Name and
| | 01:46 | now when you click off here, this tells us
headers and footers.xlsx and that it's Sheet1.
| | 01:51 | Now Sheet1 isn't really
much for the name, is it?
| | 01:53 | So double-click over here where it
says Sheet1 and let's call this First
| | 01:58 | Quarter, press Enter, because after all
this is the first quarter of expenses.
| | 02:03 | Notice over here it
immediately updates to say First Quarter.
| | 02:06 | Let's put in a footer.
| | 02:08 | You can just scroll down to the bottom
and over here it says Click to add footer
| | 02:11 | and again we have the left,
center, and right sections.
| | 02:14 | So let's say we want to put the
company logo in the lower-right corner.
| | 02:19 | So click over here, go back to the
Design tab, and let's put in a picture.
| | 02:25 | So click Picture and in the Chapter 6
folder of the Exercise Files we have the
| | 02:29 | Two Trees Olive Oil
company logo, double-click it.
| | 02:32 | Now you don't actually see the
picture here until you click off it.
| | 02:35 | Now this is kind of big, so
we want to modify a little bit.
| | 02:39 | Click back on here and make sure
that this code &Picture is selected.
| | 02:43 | By the way, you could type any of these
codes in but I really don't advice it.
| | 02:47 | It's too easy to make an error.
| | 02:49 | When you have it selected, go up here
and choose Format Picture and we're in
| | 02:53 | the Size tab and let's change the
Height. Maybe instead of 100%, let's make
| | 02:58 | that 40 and you don't have to type the
percent. You can just type 40 and let's
| | 03:02 | also make the Width 40%.
| | 03:05 | Click OK and now the logo
is smaller and unobtrusive.
| | 03:10 | So let's put one more thing in the footer.
| | 03:12 | Click in the lower-left corner here
and you don't always have to put one of
| | 03:16 | these items from the Header &
Footer elements in the footer or header.
| | 03:20 | We'll click down here.
| | 03:21 | Let's type in the web address of
our fictitious olive oil company,
| | 03:25 | www.twotreesoliveoil.com, and click off
of it and now you have that there so
| | 03:34 | that will be printed out.
| | 03:35 | Let's take a look at our Print Preview.
Go to the File menu and Print or you
| | 03:39 | could press Ctrl+P, and here we've our
page number, we have the file name, the
| | 03:44 | tab, the logo, and the web address.
| | 03:48 | So I think that's pretty cool!
| | Collapse this transcript |
| Printing and PDFs| 00:00 | Once you set up your worksheet so
that you have the right page size,
| | 00:04 | your headers and footers and all the other
pre-printing activities, let's go and see
| | 00:10 | what happens when we actually print.
| | 00:11 | Well, you can go up to the
File tab for Backstage view.
| | 00:14 | Go down here to Print or you could
press Ctrl+P, either way, and here we
| | 00:18 | have our Print Preview and we have it
centered on the page horizontally and vertically.
| | 00:23 | We have our headers here and
footers here, looks pretty nice.
| | 00:26 | So let's take a look at
some of their print settings.
| | 00:28 | First of all, if you just want to
print and all of the settings that are
| | 00:32 | already in there are okay, all you have
to do is click the Print button and how
| | 00:36 | many copies do you want.
| | 00:37 | You can choose your printer from right
over here and you click this and all of
| | 00:41 | the printers that are
configured in your computer are here.
| | 00:45 | I'm just going to click off it
and keep the current printer.
| | 00:47 | If you want to get to printer specific
properties, you could click this link.
| | 00:52 | What's really nice about the screen
is that you don't have to go spelunking
| | 00:55 | through multiple levels of printer
dialog boxes, like many applications or even
| | 01:00 | older versions of Excel.
Everything you need is right here.
| | 01:03 | So which sheets do you want to print?
| | 01:05 | You can click this.
| | 01:06 | You can print the Active Sheet, that
is whatever sheet you have currently
| | 01:09 | selected, or the whole workbook or maybe
if you have just a few cells selected in
| | 01:14 | a worksheet, you can print just those cells.
| | 01:17 | Click off here and if you want a
specific page range, maybe you have a very
| | 01:21 | large worksheet of several dozen pages
and you wanted to print maybe only page 5
| | 01:25 | to 10, you could do that here.
| | 01:27 | And when you do that, if you're printing
out here multiple copies, here you could
| | 01:31 | choose whether they're collated or not.
| | 01:32 | Now here's a really great feature.
| | 01:35 | You might wonder well, what's the big
deal. Landscape or portrait oriented?
| | 01:39 | Well, many programs in older versions
of Excel it would be very easy to set up
| | 01:44 | let's say landscape orientation in
the document, you go over to the
| | 01:47 | Print dialog box and you choose portrait
oriented, and then have the pages cut off or vice-versa.
| | 01:52 | Well in Excel 2010, the orientation
in the Print dialog box and in the Page
| | 01:58 | Layout are synchronized.
| | 01:59 | So let's say we go over here
and we make it portrait oriented.
| | 02:03 | See it changes here?
| | 02:04 | Now click the Page Layout tab and
click Orientation and look at that.
| | 02:08 | It's now Portrait and vice-versa.
| | 02:10 | If we change this from Portrait back to
Landscape, I'll just press Ctrl+P to go back in.
| | 02:14 | You see it's back to Landscape, so
I think that's really a great feature.
| | 02:18 | Same for page size.
| | 02:19 | You can choose different page sizes if
you want. I'm going to keep it at Letter.
| | 02:23 | And if you want to change what your
margins are or if you want to change custom
| | 02:27 | margins you can click that over here.
| | 02:30 | Now Scaling means let's say your
worksheet is just a little too big for one page
| | 02:35 | and you want to shrink it to 100% so
it fits on the page, or maybe it's really
| | 02:39 | tiny and you want it bigger to take up the page.
| | 02:42 | Well that's what you could do here for
scaling and you have the options here.
| | 02:46 | Keep in mind if you scale the page,
making it bigger or smaller, you are not
| | 02:49 | changing the fonts. You're not
changing the column widths or the row height.
| | 02:52 | It's simply the image that comes out
of the printer that you're changing.
| | 02:55 | Kind of like if you use a
rescaling feature on a photocopier.
| | 03:00 | I'm going to leave this here as No Scaling.
| | 03:03 | Now if you like kind of an old-fashioned
Page Setup dialog box the way Excel did
| | 03:07 | it in previous versions, you have this
Page Setup link and you can click that
| | 03:11 | and that's going to bring you to Page Setup.
| | 03:13 | I am just going to click Cancel.
| | 03:15 | We don't really need that.
| | 03:16 | Well, let's say we want to go and
create an Adobe PDF so this will be
| | 03:21 | readable in Adobe Reader.
| | 03:23 | Now that's the default printer on this
machine, so all you have to do is click
| | 03:27 | Print, but that means
Adobe Acrobat is installed.
| | 03:31 | What if your computer doesn't
have Adobe Acrobat installed?
| | 03:34 | You can still create a PDF.
| | 03:36 | You don't need Adobe Acrobat.
| | 03:39 | Click over here, Save & Send.
| | 03:41 | We can choose to Create PDF or XPS document.
| | 03:45 | XPS is kind of the Microsoft way of
creating a format kind of like PDF, but
| | 03:49 | don't worry about that too much.
| | 03:51 | So just choose that and then click this
button here and by default it will offer
| | 03:55 | to create a PDF and I'm just going to
leave this here in the Chapter 6 folder.
| | 04:00 | Now if you want some options specific
for how to create the PDF, you can click
| | 04:04 | Options and you have all your options up here.
| | 04:06 | I'm just going to leave the
defaults and click Cancel.
| | 04:09 | And over here where it says Open file
after publishing, you probably want to
| | 04:12 | leave that selected just so you can
view it in Adobe Reader to make sure you
| | 04:16 | got what you are hoping to
get, and then click Publish.
| | 04:22 | And here we have this open in Adobe
Acrobat or Adobe Reader depending upon what
| | 04:26 | you have in your computer and this is
exactly what we saw in Print Preview.
| | 04:31 | I think this is a really great
feature. Go and check it out.
| | Collapse this transcript |
|
|
7. Large Excel ProjectsFinding and replacing data| 00:00 | If you have a worksheet with a lot of
data on it, knowing how to find and how to
| | 00:04 | replace data is very important.
| | 00:06 | So let's take a look.
| | 00:08 | Right now this worksheet is sorted by
Last Name, and let's say we have to leave
| | 00:11 | it that way, but you want to find
everybody who is in California, and you can
| | 00:16 | see here in Column D we have the States listed.
| | 00:18 | So you want to make sure you are on
the Home tab and over here on the right,
| | 00:22 | the little binoculars, choose Find &
Select and the first option is Find.
| | 00:27 | I am just going to cancel out of
here for a second just to show you the
| | 00:30 | shortcut is Ctrl+F, F for Find.
| | 00:33 | So let's type in CA for California,
click Find Next and look what happens.
| | 00:39 | It finds someone whose name is Carol.
| | 00:41 | Click Find Next again, going to
find somebody whose name is Carly. Hmm.
| | 00:45 | Click Find Next again, okay,
finally it finds California.
| | 00:49 | Well, there has got to be a better way.
| | 00:50 | So let's click back up here on the top.
| | 00:52 | You can leave that CA in there.
| | 00:53 | But click this Options button, and
you see we have a couple of helpful
| | 00:57 | options, Match case.
| | 00:58 | Now, you can match case and say okay,
find every state is in capital letters,
| | 01:02 | but let's say you have a worksheet one day
where everybody's name is written in uppercase.
| | 01:06 | So instead of that let's
choose Match entire cell contents.
| | 01:11 | Now when you click Find Next, it finds
California and every time you click Find
| | 01:15 | Next, it finds California. Okay.
| | 01:18 | Well, that's nice also, but let's say
you want to find every single instance of
| | 01:25 | California all at the same time.
| | 01:26 | That is, rather than bouncing from cell
to cell to cell, wouldn't it be nice if
| | 01:30 | you can see them all right in front of you?
| | 01:31 | So again, maybe let's click back up here,
and instead of Find Next, click Find All
| | 01:36 | and let's just move this and
stretch this out, and now this shows you which
| | 01:41 | worksheet and which cell contains California.
| | 01:44 | And if you notice, these kind
of look like links, don't they?
| | 01:47 | Well, click one and each one you click
will bring you right to that particular cell.
| | 01:54 | So that's a nice, handy way of finding
every instance of what you are searching for.
| | 01:59 | Okay. That's great!
| | 02:00 | Let's close this and I am just going to
press Ctrl+Home so I get back up to the
| | 02:04 | top of the worksheet.
| | 02:05 | Let's say we want to replace some data,
and if you look down here in Column C,
| | 02:08 | where we have the Department listed, we
have some people that are in the HR Department.
| | 02:12 | Maybe we want to spell that out,
we want that to say Human Resources.
| | 02:16 | So again, let's go up here at the
top and click on the binoculars button
| | 02:19 | again and choose Replace.
| | 02:21 | And by the way, the shortcut for that is
Ctrl+H. Don't worry about that too much.
| | 02:25 | So over here, where it says Find
what, let's change that to say HR.
| | 02:29 | Let's press Tab and we will Replace
that with Human Resources and we can leave
| | 02:36 | that here as Match cell contents.
| | 02:38 | Now, choose Find Next. It finds it.
| | 02:41 | Click Replace.
| | 02:43 | It replaces it and it goes onto the next one.
| | 02:45 | Now, you could keep going and going, but
maybe you want to do this all in one shot.
| | 02:50 | Well, if you are pretty sure that you
won't replace any data that you don't
| | 02:54 | really want to replace,
you could choose here Replace All.
| | 02:57 | It replaces everyone and it
tells you how many it made.
| | 03:01 | Click OK, you can close out, and now if
you scroll down, you see each instance
| | 03:05 | of HR has now changed to Human Resources.
| | 03:09 | So this is a pretty handy feature, I think.
| | Collapse this transcript |
| Freezing panes| 00:00 | When you have a large worksheet, you
will want to be able to scroll all over and
| | 00:04 | still see your column and row headers.
| | 00:06 | That's what freezing panes is all about.
| | 00:09 | Let's take a look at this
large worksheet. Scroll down.
| | 00:11 | I will just roll my mouse wheel down.
| | 00:13 | And I can see my data but I
can't really see any of the headers.
| | 00:17 | And what if we scroll to the right?
| | 00:18 | Maybe let's scroll up first, and now we
can't see what's happening in the first column.
| | 00:24 | And if we scroll to the right and
scroll down, now we are looking at data and
| | 00:28 | we can't really tell what we are looking at.
| | 00:30 | If you are in a view like this, you
can just press Ctrl+Home and then you can
| | 00:34 | always get back up to Cell A1.
| | 00:35 | So we are back on the starting position.
| | 00:37 | Well, when you have this large worksheet,
here is where freezing panes comes into play.
| | 00:42 | Now take a look over here on the right side.
| | 00:44 | Now here is your vertical scrollbar.
| | 00:46 | On top of the vertical scrollbar,
you see this little bar here? Put your
| | 00:50 | mouse-pointer over it and your mouse-
pointer becomes a two-headed up and
| | 00:54 | down arrow. Click and drag down so this gray
line is resting just underneath Row 4 and let go.
| | 01:00 | Now what you could do is you could
click on the top part and scroll this
| | 01:05 | independently from the bottom pane.
| | 01:07 | That's okay but that could get a
little confusing when your screen
| | 01:10 | starts looking like this.
| | 01:11 | So here is what we do.
| | 01:12 | Click the View tab, and over here
choose Freeze Panes and from the fly-out
| | 01:17 | choose Freeze Panes.
| | 01:18 | So what that does is it kind of locks
the top pane in place so that you can
| | 01:22 | scroll the bottom and not lose
sight of what your column headers are.
| | 01:27 | Well, that's great but it still doesn't
fix the problem of what happens when we
| | 01:31 | scroll to the right.
| | 01:32 | Let's scroll a little back here.
| | 01:34 | We can split the screen not just top
and bottom, we can also split it left and right,
| | 01:37 | but before we do that,
we have to unfreeze the panes.
| | 01:40 | So back in the View tab, let's go to
Freeze Panes and choose Unfreeze Panes.
| | 01:45 | Down here in the lower right corner,
also kind of below the vertical scrollbar
| | 01:50 | and on the right side of the
horizontal scrollbar, there is another one of
| | 01:52 | those little bars there.
| | 01:53 | Put your mouse pointer on it and you
get a two-headed left and right arrow and
| | 01:57 | click and drag this gray bar so that
it's resting between Column A and Column B.
| | 02:02 | And again, back in the View tab, go to
Freeze Panes, and again choose Freeze Panes.
| | 02:08 | Now you can scroll up and down and not
lose sight of your column headers and you
| | 02:13 | can also scroll to the right and
not lose track of your first column.
| | 02:18 | Now keep in mind when you freeze the
panes, what you print will not be what
| | 02:24 | you see on the screen.
| | 02:25 | You will print the regular
worksheet like you would see it normally.
| | 02:30 | You would not see the panes split like this.
| | 02:32 | This is only for your convenience
to navigate through the worksheet.
| | 02:36 | So let's say we want to get back to normal.
| | 02:39 | We don't want the panes split anymore.
| | 02:41 | Back here on the View tab, click Split,
and that unsplits because it's highlighted.
| | 02:47 | It's no longer highlighted again and
now we have the worksheet like it was
| | 02:51 | originally and you can see it's
scrolling up, down, left and right.
| | 02:55 | So that's a convenience that you
might want to use whenever you have a
| | 02:58 | very large worksheet.
| | Collapse this transcript |
| Repeating row and column titles| 00:00 | Okay, so here we have our worksheet of
people who work in the company and you
| | 00:05 | see this is sorted by Department in
Column C. And let's say we want to make a
| | 00:10 | printout and we want to give the
head of each department a list of all the
| | 00:14 | people in their department.
| | 00:15 | So we want to make one page for the
Executive, another page for Finance
| | 00:19 | department, another page for
Graphics department and so on.
| | 00:22 | Well, let's take a look at Print Preview.
| | 00:23 | You could either press Ctrl+P or click
the File tab to go in the Backstage view
| | 00:28 | and click Print, and now we can
see all right this looks fine.
| | 00:31 | Now there are two pages, so go down
over here and click this arrow to look at
| | 00:34 | page 2, but on page 2 we can't see
what any of those titles are, so it's
| | 00:39 | kind of hard to read.
| | 00:40 | And if we go back here, we can see again
all of the departments are printed on
| | 00:44 | the same page, which isn't quite what we want.
| | 00:46 | So you can just press the Escape
key so we are back to the Home tab.
| | 00:49 | What we want to do is put in a
page break before each department.
| | 00:54 | So let's click on the first person
here in the Finance department, and page
| | 00:58 | breaks are something that we insert.
| | 01:00 | So let's put in page breaks.
| | 01:02 | So click here on the Page Layout tab,
choose Breaks, and insert a Page Break,
| | 01:07 | and you see that we now
have the dotted line across.
| | 01:10 | Well, let's try that again.
| | 01:11 | Let's go to the first person Graphics
department, click Breaks, and Insert Page Break.
| | 01:16 | Well if you have a long worksheet and
you want to put in a lot of page breaks,
| | 01:20 | this gets really old, really fast.
| | 01:23 | So Excel has a great feature that
will repeat the last thing you did.
| | 01:28 | Now it also works in the other Office programs.
| | 01:30 | To repeat the last thing you did, all you
have to do is press the F4 key on the keyboard.
| | 01:35 | So let's go over here.
| | 01:36 | Here is the first person in Human
Resources, press F4, and that puts in a page
| | 01:40 | break because the last
thing we did was Page Break.
| | 01:42 | Scroll down, click before the first
person in IT, press the F4 key, the first
| | 01:46 | person in Marketing, press F4, click
the first person in Sales and press F4.
| | 01:52 | Now let me repeat because it's very important.
| | 01:54 | The F4 key is not the
shortcut to insert a page break.
| | 01:58 | The F4 key will simply
repeat the last thing you did.
| | 02:01 | So if I click something and make it bold,
and I click somewhere else and press F4,
| | 02:08 | it makes that bold also.
| | 02:10 | I will just press Ctrl+Z
couple of times to undo.
| | 02:12 | So that's a very handy feature to know.
| | 02:14 | Anyway, let's look at our Print Preview.
| | 02:16 | Go back to the File tab, and Print.
| | 02:18 | Okay, so now we have everybody in the
Executive department and we see we now
| | 02:22 | have seven pages and click through.
| | 02:24 | Well, we have everybody in Finance
and everybody in Graphics, in the other
| | 02:28 | departments, but we don't
have those headers there.
| | 02:31 | So we have to find some way of doing that.
| | 02:33 | So I am going to just press the Escape key.
| | 02:35 | So we are back in the Page Layout tab
and click Print Titles and this brings us
| | 02:42 | into the Page Setup dialog box in the Sheet tab.
| | 02:44 | You see over here its says Rows to
repeat at top? Click in there and now let's
| | 02:49 | select down the row headers from Row 1,
down to Row 4, and you see this is
| | 02:55 | repeating at the top, Row 1 to Row 4, and you
see that's absolute reference so don't worry about that.
| | 03:00 | Click OK. Now it doesn't look anything has
changed here but let's go back to the Print Preview.
| | 03:04 | I will just press
Ctrl+P, so here is page 1.
| | 03:07 | It looks the same as it did before,
but now when you click through, here is
| | 03:11 | page 2, the Finance department,
click again, Graphics department, Human
| | 03:15 | Resources, and so on.
| | 03:18 | Now I had mentioned in an earlier movie
that you can split the screen into top
| | 03:23 | and bottom, left and right halves.
| | 03:25 | That has nothing to do with printing.
| | 03:26 | So if you want multiple pages to have
repeating rows at the top, you need to use
| | 03:31 | this feature of putting in print titles.
| | Collapse this transcript |
| Creating multiple custom worksheet views| 00:00 | When you frequently have to get around
to different areas of a large worksheet,
| | 00:05 | all the shortcuts in the world still
might not be easy enough or fast enough.
| | 00:09 | So Excel has a really great feature
called views, and you can define different
| | 00:14 | areas of the sheet, even different
zoom amounts as named views and then
| | 00:19 | quickly hop from one view to another
and thereby hop from one part of the
| | 00:23 | worksheet to another.
| | 00:25 | So let's take a look at how we do that.
| | 00:26 | Let's click on the View tab, and over
here click Custom Views, and this brings
| | 00:31 | up the Custom Views dialog box.
| | 00:32 | My advice is before scrolling and
zooming and whatnot, you should create a
| | 00:37 | custom view that is the
normal view of the worksheet.
| | 00:41 | That is right now we are scrolled all
the way to the top. We scroll to the left.
| | 00:44 | You can see down here we are at 100%.
| | 00:47 | So click Add, and we will
give the view a name of Normal.
| | 00:51 | Here you could call it
Default whatever you like. Click OK.
| | 00:54 | Now go back to Custom Views,
you see the there it is.
| | 00:57 | I will just close out.
| | 00:58 | Let's scroll down to the very bottom.
| | 01:01 | And now let's go to Custom Views,
click Add, and let's call this Bottom.
| | 01:07 | And some people like to
even put in the zoom amount.
| | 01:10 | I will just leave
that blank here. Click OK.
| | 01:12 | Now let's scroll little
bit to the right and zoom in.
| | 01:15 | I will just hold the Ctrl key down and
roll the mouse-wheel away from me, or you
| | 01:20 | could use the Zoom slider here.
| | 01:21 | So we are zoomed in to the lower right corner.
| | 01:23 | So click Custom Views, click Add,
and let's call this Bottom right - zoomed, click OK.
| | 01:33 | I will just zoom back out, and use
this Minus sign here to zoom back out to
| | 01:38 | 100%, and let's scroll to the top.
| | 01:40 | Let's say we want to a custom view
that shows us the top of the second
| | 01:44 | section, which is over here.
| | 01:45 | So click Custom Views, Add, I want to
call this Top of 2nd section, click OK.
| | 01:53 | Now let's say we want to zoom
out on the entire first section.
| | 01:57 | So scroll up, and whichever we want
use the control and roll the wheel on the mouse.
| | 02:01 | We use this little minus button.
| | 02:03 | So we zoom out so we can see the
entire first section, and click Custom
| | 02:08 | Views, Add and call this Entire 1st
section, and I will just press Enter
| | 02:16 | instead of clicking OK.
| | 02:17 | Well, now let's go and use these views.
| | 02:20 | Click Custom Views and let's say here is Normal.
| | 02:23 | I will double-click Normal.
| | 02:24 | So here is the worksheet as we first opened it.
| | 02:26 | Go back to Custom Views, Top of 2nd section.
| | 02:30 | Go back to Custom Views, Entire 1st section.
| | 02:33 | So you see this is a very nice simple
way of getting around a large worksheet.
| | 02:40 | But wait, there is more.
| | 02:42 | Excel will let us have
only one print area at a time.
| | 02:46 | If you create a print area and you had
an old print area, it still wipes out the
| | 02:51 | old print area and gives you a new print area.
| | 02:53 | Well, using Custom Views, we can sort
of fudge it so we can have multiple print
| | 02:57 | areas in the same worksheet.
| | 02:59 | This is not kind of a standard way of
doing it, but I think you'll like this.
| | 03:03 | Let's select these cells over here.
| | 03:05 | The first names and last names and departments.
| | 03:08 | Let's say Executive, Finance, and Graphics.
| | 03:10 | Maybe we just want to print out this area.
| | 03:12 | Now before we create a Custom View,
let's go to our Print Preview.
| | 03:15 | You could press Ctrl+P or
click the File tab and go to Print.
| | 03:19 | Now by default, this is going to
print the active sheets, but click this
| | 03:22 | dropdown and choose Print Selection
and you see we have just that selection.
| | 03:27 | Now you are getting an idea where I'm after.
| | 03:29 | So just press the Escape key, leave
this area selected and still onto the
| | 03:33 | View tab, create Custom Views, click
Add, and let's call this first 3 depts,
| | 03:41 | Click OK.
| | 03:44 | Maybe let's scroll down here and let's
say we wanted maybe the entire second
| | 03:50 | section, but maybe only
up to Column D let's say.
| | 03:55 | So let's take from the first person to
Column D and scroll down to the bottom.
| | 04:00 | Okay, and let's create a Custom View for that.
| | 04:04 | Click up here, click Add, and we
will say second section through Column D.
| | 04:14 | Click OK.
| | 04:15 | Let's do one more.
| | 04:16 | Scroll up to the top and let's say
we wanted maybe just the Executive department.
| | 04:21 | So select with print titles, and those
four rows, Custom View, Add, and we'll call it
| | 04:30 | executives. Click OK.
| | 04:32 | So now go to Custom Views,
and double-click executives.
| | 04:35 | Now you see we have that selection.
| | 04:38 | Custom Views saves a selection.
| | 04:40 | So now when we go to Print, either Ctrl+
P or click the File tab, and we choose
| | 04:44 | Print Selection, we have that view.
| | 04:46 | Let's press Escape.
| | 04:47 | Let's go back to Custom Views.
| | 04:48 | Let's choose a different one.
| | 04:50 | Let's choose first 3 departments.
Double-click and we have that selection.
| | 04:54 | Now we go to File > Print, and
Print Selection, we have that.
| | 04:59 | I am going to press Escape.
| | 05:00 | Let's choose the third one we did,
second section through Column D. Double-click.
| | 05:05 | We have that selection here, I will
press Ctrl+P, and now when we Print
| | 05:09 | Selection, we just have that.
| | 05:11 | So if you know some of the tricks here,
you can squeeze out a little bit more
| | 05:15 | from Excel than you might think.
| | Collapse this transcript |
| Hiding or grouping rows and columns| 00:00 | There may be times when you don't want
to display or print all your data.
| | 00:04 | Maybe your worksheet is too big, or maybe
you are presenting your work to someone who
| | 00:08 | shouldn't have access to all your information.
| | 00:10 | Rather than keeping track of separate
worksheets, which I really advice against
| | 00:14 | because just way too room for error,
| | 00:16 | you can temporarily hide your rows and columns.
| | 00:19 | Now there are two ways of doing this.
| | 00:20 | First, I'll show you the standard way
that I see most people using, but I will
| | 00:25 | show you a better way that
is a little more interactive.
| | 00:28 | So let's say we want to show this
worksheet to someone who shouldn't see what
| | 00:32 | our Cost or Profit is.
| | 00:34 | So put your mouse-pointer up here on
the header for Column F and you see the
| | 00:38 | mouse-pointer is pointing down.
| | 00:39 | And click-and-drag straight across to
Column H so we have those three columns selected.
| | 00:43 | Make sure your mouse pointer is still
pointing down, right-click, and from the
| | 00:47 | pop-up menu, choose Hide and they are hidden.
| | 00:49 | You can deselect and now we see they are hidden.
| | 00:52 | Now if you want to get these columns
back again, well how can you click on
| | 00:56 | something to unhide if
it's not there to click on it?
| | 00:59 | Well, what you do is you put
your mouse-pointer up here.
| | 01:01 | Do you see the column skip
from Column E to Column I?
| | 01:04 | Put your mouse-pointer on the header
for Column E, click-and-drag straight
| | 01:07 | across to Column I so those columns are
selected, and keeping your mouse pointer
| | 01:11 | to that down arrow on the column header,
right-click and from the pop-up menu
| | 01:15 | choose Unhide and now
the columns are back again.
| | 01:18 | We can do this with rows also.
| | 01:20 | Let's say we want to show our Total
and Average, but we don't want to show
| | 01:25 | the underlying data.
| | 01:26 | Click on the header here for Row 5,
make sure you've got that right pointing arrow,
| | 01:31 | click down here let's say on
Row 34, make sure you have that rightward
| | 01:36 | pointing arrow, hold down your Shift
key and click so we have that entire
| | 01:40 | section selected, right-click,
choose Hide, and you can deselect.
| | 01:46 | And again we have just the Total and
Average shown without the underlying data.
| | 01:50 | And we can see here on the row headers
that it's skipping from Row 4 to Row 35.
| | 01:54 | So put your mouse-pointer on the
header for Row 4, click-and-drag down to Row 35,
| | 01:59 | right-click, choose Unhide, and now
we have the underlying data back again.
| | 02:04 | Well, that's great, but you see there
is a lot of steps involved and it's very
| | 02:08 | easy to miss if you have anything hidden or not.
| | 02:12 | So here is a way that I like a little better.
| | 02:14 | Let's go over here to the Data tab, and
let's select the same columns that we did before.
| | 02:20 | Columns F, G, and H, but over here, click
Group and choose Group and hey, look what happens.
| | 02:27 | By the way, the shortcut for
Group is Alt+Shift+Right Arrow.
| | 02:30 | That is hold down the Alt key, and
the Shift key, and the Right Arrow.
| | 02:33 | Now we have this Minus sign. Click
that Minus sign and the columns collapse as
| | 02:38 | before but now we can click that
Plus sign to get them back again.
| | 02:42 | We could do this for rows also
and you see we have three groups.
| | 02:46 | First, let's group all of them.
| | 02:47 | So click the header for Row 5, scroll down,
and let's Shift+Click the header for Row 35.
| | 02:55 | So hold your Shift key down, click
the header for Row 35, and again, either
| | 02:59 | press Alt+Shift+Right Arrow or click
Group and choose Group. Let's deselect.
| | 03:04 | So now we have this whole area.
| | 03:06 | Here you can click that minus.
| | 03:07 | That collapses to just the
Total and Average. Click that plus.
| | 03:11 | Now we can nest groups.
| | 03:13 | So let's select here from the header
of Row 5 down just to the last one and
| | 03:19 | again, Alt+Shift+Right Arrow, or click
Group and Group, that's for Group 2,
| | 03:23 | select the header, down to the last
one, Group and Group, and again the header
| | 03:29 | down to the last one.
| | 03:30 | Now this time I will press Alt+Shift+
Right Arrow and we have that grouped.
| | 03:33 | So now we can collapse
some of them and nest them.
| | 03:38 | So for example, now I have just
Group 2 showing and the Total and Average
| | 03:43 | without the other groups, or I can
collapse that and maybe show just Group 1.
| | 03:48 | Also, do you notice these little symbols here?
| | 03:50 | If I click the number 1 going across,
that hides it and group 2 brings it back.
| | 03:55 | And here we have three levels.
| | 03:57 | Level 1 is just the Total and the Average.
| | 04:00 | Level 3 is everything expanded.
| | 04:03 | Level 2 is we are seeing just the
components but we don't have anything visible there.
| | 04:07 | So here is where you can click that plus.
| | 04:10 | So if you wanted to show just one of
those groups as opposed to all the others.
| | 04:14 | One thing you should know is
that this affects the printout.
| | 04:17 | Let's do a Print Preview.
| | 04:18 | Either press Ctrl+P, or go to the File
tab and choose Print, and now you can see
| | 04:24 | it's going to print just that
particular group that's visible.
| | 04:28 | I will just press the Escape key to come out.
| | 04:30 | Also, if for whatever reason you
want to hide these little 1, and 2, and 3
| | 04:35 | symbols here, there is only one way to do it.
| | 04:37 | Press Ctrl+8, and Ctrl+8 hides
them and Ctrl+8 brings them back.
| | 04:44 | Well, now let's say you decided
that you want to remove these groups.
| | 04:48 | Few ways to do it. Let's say we
want to remove the column grouping.
| | 04:51 | Down put your mouse-pointer up here so
it's a down-pointing arrow on Column F,
| | 04:55 | click-and-drag across to Column H, and
I can choose Ungroup and Ungroup, and
| | 05:02 | let's click that number 3
so there are all expanded.
| | 05:06 | I will show you how to do with rows.
| | 05:07 | This is the same thing.
| | 05:08 | Choose from Group 1 down to the last.
| | 05:10 | One of the shortcuts for
that is Alt+Shift+Left Arrow.
| | 05:13 | So that's how you could ungroup one at a time.
| | 05:16 | If you decide you want to ungroup all
of these and get rid of all of these
| | 05:20 | outlining on the whole sheet at once, go
up to Ungroup, choose Clear Outline and
| | 05:25 | now it's cleared it from the entire sheet.
| | 05:28 | I think that's a much easier way to do it.
| | Collapse this transcript |
| Managing worksheets| 00:00 | Excel files are known as
workbooks for a very good reason I think.
| | 00:05 | I like to think of a workbook as like
a three ring looseleaf binder because
| | 00:10 | when you think of a looseleaf binder,
you have all these sheets and you can
| | 00:14 | rearrange the order of the sheets, you can add
sheets, remove sheets, rename them, copy them.
| | 00:19 | Well, you could do all that here in Excel.
| | 00:22 | Down here on bottom is where we have
our sheets and by default Excel gives you
| | 00:26 | three sheets in a new workbook.
But you're not limited to that.
| | 00:30 | You can have as many sheets as you want.
| | 00:32 | It's limited only by memory and there's
no way you are ever going to run out of
| | 00:35 | memory for worksheets.
| | 00:37 | You have to have at least one sheet in
the workbook, which kind of makes sense.
| | 00:41 | So in this movie I want to show you a
little bit about managing those worksheets.
| | 00:45 | Right now, we have is Sheet1 and if you
look at Sheet2 and Sheet3, they are empty.
| | 00:51 | We haven't put anything in there yet.
| | 00:53 | Well, let's say we want to change this
to different regions. Maybe this is going
| | 00:58 | to be for the North region.
| | 01:00 | So instead of calling this Sheet1,
double-click where it says Sheet1 and let's
| | 01:04 | just call this North and when you
finish typing this, press Enter.
| | 01:09 | Well maybe we want to give this
a color in addition to a name.
| | 01:13 | Right-click the North worksheet,
choose Tab Color, and here you have all the
| | 01:18 | colors and I will just choose this green
olive-y color and you can't really see it
| | 01:22 | very well, but if you click on one
of the other tabs now you can see it.
| | 01:26 | Now let's click back here. Well what
if you want to rearrange where that
| | 01:31 | North sheet is? Simply put your mouse
pointer on it and make sure the mouse
| | 01:35 | pointer is on the word North and make
sure your mouse pointer is this arrow,
| | 01:39 | not that big plus sign.
| | 01:41 | Now click down with the mouse and
notice that your mouse pointer has like a
| | 01:45 | little sheet of paper on it and to
the left of that North tab is a little
| | 01:48 | upside down triangle.
| | 01:50 | Now let's drag over here, so this
upside down triangle is between Sheet2 and
| | 01:55 | Sheet3, let go and now you have dragged it.
| | 01:57 | Now let's try again. Take that North
tab and drag it to the end after Sheet3.
| | 02:02 | Now let's take it again, make sure the
mouse pointer is at arrow, not the plus sign,
| | 02:05 | click and drag, really you want
to pay attention to that upside down
| | 02:09 | triangle, and let go.
| | 02:11 | Well what if we want to
copy that North worksheet?
| | 02:14 | It's almost the same thing
but we use the Control key.
| | 02:18 | Put your mouse pointer on that North
sheet, press down on the mouse, hold the
| | 02:22 | Control key down and when you are
holding down the Control key on the keyboard,
| | 02:25 | you will notice there is a little
plus sign attached to the mouse pointer.
| | 02:28 | Now when you drag it, and you see I
just have this upside down triangle right
| | 02:32 | between the North and the Sheet2,
always let go over mouse first before letting
| | 02:36 | go of the keyboard, and now we have
duplicated it. And it calls it North2
| | 02:40 | because you can't have two sheets of
the same exact name in the same workbook.
| | 02:44 | So double-click that and let's call
that South and press Enter and because we
| | 02:50 | have duplicated it, we now
have four sheets in the workbook.
| | 02:53 | Now if you don't like that, Ctrl+
drag, there is another way to do it.
| | 02:56 | Let's go back to the North tab, right-
click, from the pop-up menu choose Move or Copy
| | 03:02 | and now over here you can choose
Create a Copy, and you can choose which
| | 03:06 | sheet you are going to put it
before, and I will just cancel that.
| | 03:08 | Now you might want to create a new blank
worksheet and you can simply click this
| | 03:14 | little button over here and
that inserts a new worksheet.
| | 03:18 | You could also press Shift+F11 and
that also inserts a new worksheet.
| | 03:22 | Whichever way you like.
| | 03:23 | So let's say I want to delete this
worksheet and you see this worksheet doesn't
| | 03:26 | have anything on it. I will put my
mouse pointer on the tab again, get that
| | 03:30 | arrow, right-click, and choose Delete
and it's gone. But when I click the South
| | 03:36 | worksheet, there is stuff on here.
| | 03:38 | When I right-click and choose Delete,
it gives me a warning. "Hey, there might be
| | 03:42 | stuff in there. Do you want to delete it or not?"
| | 03:44 | So I am going to click Cancel,
because I want to keep this sheet.
| | 03:46 | Let's say you have a worksheet and you
want to create a brand new workbook out of it.
| | 03:51 | I will stay on the South sheet here,
right-click, go back into Move or
| | 03:55 | Copy, choose Create Copy, but this
time instead of moving it within this
| | 03:59 | workbook, click that dropdown,
choose New Book and make sure you are
| | 04:04 | creating a copy, click OK and now you
see you have a new workbook here and
| | 04:10 | it has that one worksheet on it.
| | 04:12 | Well, where did the other sheet go?
| | 04:14 | Well, there is a few ways that we
can switch from one sheet to another.
| | 04:18 | Simply go to the View tab and over
here Switch Windows and we can switch
| | 04:23 | from one to the other or, something
that will work in all programs, as well as
| | 04:27 | Excel, press Ctrl+F6.
| | 04:29 | Well let's say we want to group
these blank worksheets. So let's select
| | 04:35 | these three worksheets.
| | 04:36 | Click this first blank worksheet, hold
down the Control key, click this one,
| | 04:40 | hold down the Control key, and click
this one. Now you have all three selected
| | 04:44 | and if you take a look at the title
bar up here, it says Group and that's how
| | 04:48 | you know there is more
than one worksheet selected.
| | 04:52 | Now what happens if we click a
worksheet tab that is not part of this group?
| | 04:56 | I will click the South worksheet.
You noticed that these sheets are no longer
| | 04:59 | selected and if you look up here at
the Title bar, it doesn't say Group.
| | 05:03 | So there are no more multiple worksheets selected.
| | 05:06 | Well, what's the whole point of
selecting multiple worksheets?
| | 05:09 | Well, the point is that when you have
multiple worksheets selected, you can work
| | 05:13 | on them as though they're one.
| | 05:14 | It's kind of like slipping
carbon paper in between those sheets.
| | 05:18 | Here is one use for that.
| | 05:20 | Click the North sheet and Ctrl+Click
the South sheet and over here where it
| | 05:25 | says Sales, click that and let's change that.
| | 05:27 | Let's say this is Sales to
Supermarkets and press Enter.
| | 05:34 | Now when you click the South sheet,
it also says Sales to Supermarkets, but the
| | 05:40 | other sheets they don't show that
because they were not part of the group.
| | 05:43 | They were not selected when we
typed that Sales to Supermarkets.
| | 05:48 | Here is another way of selecting
multiple worksheets. If I want to select these
| | 05:51 | three blank worksheets, rather than
Ctrl+clicking each one, you can click the
| | 05:55 | first one and then Shift+click the last
one, so that's the first one through the
| | 06:00 | last one and again we see
there is the group selected.
| | 06:03 | Now let's deselect them again.
| | 06:05 | Click either the North or South sheet.
| | 06:08 | Let's say you wanted to select all of
the worksheets in this workbook all at once.
| | 06:12 | All you have to do is you have
to put your mouse pointer on any of the tabs,
| | 06:16 | click the Right mouse button and
from the pop up menu choose Select All Sheets.
| | 06:20 | Now all of them are selected.
| | 06:23 | You might be wondering, okay, if
they are all selected how can I deselect
| | 06:26 | them because there is no sheet
here that's not part of the group.
| | 06:29 | And the answer is click any other sheet
and that group you can see up here is
| | 06:35 | automatically removed.
| | 06:37 | So let's use this technique to
delete these three blank worksheets.
| | 06:40 | Click the first blank worksheet, hold
the Shift key, and Shift+click that third
| | 06:45 | worksheet, right-click and
choose Delete, and they are gone.
| | 06:50 | It doesn't give us any warning
because there is no data on there.
| | 06:54 | If we want to delete the South
worksheet where we do have data, right-click,
| | 06:58 | choose Delete, and it gives us this
warning that "hey there might be data in here,
| | 07:02 | are you sure you want to delete it?"
| | 07:04 | Let's choose Cancel because we might want to
use this to put in data for the South region.
| | 07:09 | Well other than typing text on
multiple sheets, you might wonder, well this is
| | 07:14 | all very interesting but
what's the practical use for this?
| | 07:17 | Well, we are going to cover that in
the movie about calculating across worksheets.
| | Collapse this transcript |
| Calculating formulas across worksheets| 00:00 | This workbook has data in four
different worksheets and you can see down on
| | 00:05 | the bottom, we have worksheets for
different regions of the company, North,
| | 00:08 | South, East and West.
| | 00:10 | We can see up here it tells us also what
region we're in and let's just click on them.
| | 00:14 | So click on the South region and click
on the East region and click on the West
| | 00:20 | region and you see each of these are
almost identical. The only thing that's
| | 00:25 | different is the data. The columns
are the same, the rows are the same,
| | 00:30 | everything is the same. And this is
important because when you do a workbook that
| | 00:35 | has multiple sheets of the same type of
data. It makes it a lot easier on you to
| | 00:41 | make sure that they are consistent.
| | 00:42 | By the way, the shortcut to move
from one worksheet to another, you could
| | 00:47 | press Ctrl+Page Down to get to the
next worksheet and Ctrl+Page Up to go to
| | 00:52 | the previous worksheet.
| | 00:53 | Well let's do something useful here.
You see over here in Cell A13 it's says Bar soap.
| | 00:58 | That really should say Bar soap four
pieces, but we don't want to type that in
| | 01:03 | separately in each of these for worksheets.
| | 01:05 | So make sure the North sheet is
selected and Shift+click the West sheet to
| | 01:11 | select them all. But there's
also another ways to do it.
| | 01:13 | Click any of these tabs to deselect.
The other way to select all the worksheets
| | 01:18 | is right-click any of the
worksheets and choose Select All Sheets.
| | 01:22 | Now in A13 double-click after the
word soap, so you have the cursor, type a
| | 01:27 | space, and I'll type four pieces.
| | 01:29 | You could abbreviate that
if you want. And press Enter.
| | 01:32 | Well I did that in the North sheet.
Click the other sheets and you see in the
| | 01:36 | South, the East and the West, it's
now all changed to Bar soap four pieces.
| | 01:41 | Well, what we also want to do here is
we want to get a summary of all four
| | 01:46 | regions in this first half of the year.
| | 01:49 | Well the easiest way to do it is to
take one of these existing worksheets and
| | 01:53 | duplicate it use as a summary and all
we have to do then is remove the data.
| | 01:57 | So let's take the West sheet and hold
the Control key down and with the mouse,
| | 02:02 | drag the tab, make sure your mouse
pointer is on the tab for the West sheet,
| | 02:06 | drag it to the right.
| | 02:07 | Now you need to make sure that there
is a little plus sign attached to mouse
| | 02:10 | pointer and this little down arrow
is to the right of the West sheet.
| | 02:14 | Always let go of the mouse before
letting go of the keyboard. And it now tells us
| | 02:19 | West2 because you can't have
two worksheets of the same name.
| | 02:23 | Now I'm just going to delete this for
second. I will just right-click that West2
| | 02:27 | and Delete and choose Delete.
| | 02:29 | If you really don't like Ctrl+
dragging, although I think that's the easiest way,
| | 02:33 | there is another way.
| | 02:34 | You can right-click that sheet, choose
Move or Copy, choose here Create a Copy,
| | 02:40 | and choose Move to End and click OK.
| | 02:43 | Now you see why I like Ctrl+dragging.
| | 02:45 | It's just a lot easier.
| | 02:46 | Well, we want this to be a
summary of the four regions.
| | 02:49 | So double-click where it says West2 and
let's type Summary and press Enter and
| | 02:55 | over here in A2, double-click where it
says West Region, select that and call
| | 03:01 | it Summary, and Enter.
| | 03:05 | Now we want to add the four regions
here so we need to get rid of the data.
| | 03:10 | So let's select on the first
cell of data and select down here.
| | 03:14 | So you want to make sure to select
all of the cells that have monthly data.
| | 03:19 | We are going to delete this data.
| | 03:20 | So you want to make sure not to select
the Total column because we have formulas
| | 03:24 | in there we want to keep. You don't want
to select the Total row because we have
| | 03:28 | formulas there we also want to keep.
Just select the monthly data and press
| | 03:33 | Delete and when you do that of course
these are all zeros, so your Total column
| | 03:37 | and Total row are showing zero.
| | 03:38 | Now I am going to show you two ways
of adding this: kind of a manual
| | 03:41 | cherry-pick way and then a more
automatic way using the Sum function.
| | 03:45 | So click in the very first cell here,
January for Cooking Oil in Cell B5.
| | 03:51 | So let's say equals because we
are going to do basic addition.
| | 03:54 | So click the North tab, click that
same cell and type a plus. Click the South tab,
| | 04:00 | click that same cell, type a plus.
Click the East tab, click that same cell,
| | 04:05 | type a plus. Click the West tab, choose
the same cell, don't type a plus because
| | 04:10 | we are done, and take a look at the formula.
| | 04:12 | This tells us North!
and that means the North tab.
| | 04:16 | So the North tab B5 plus the South tab
B5 plus the East tab B5 plus the West tab
| | 04:22 | B5, so no need for a plus and now
press Enter and now we have the summary.
| | 04:27 | Well, we don't have to do this for all of
the other cells here. We can Auto Fill.
| | 04:31 | So make sure you have that 18,000
selected, put your mouse pointer on that
| | 04:36 | Auto Fill dot in the lower right corner
of the cell, make sure your mouse pointer
| | 04:39 | is at crosshair, and double-click to fill
down to the bottom and now all of these
| | 04:45 | cells are selected. They
share one common Auto Fill dot.
| | 04:49 | Put your mouse pointer on that, make
sure your mouse pointer is a cross hair and
| | 04:52 | drag across to the right, and
now we have them all filled out.
| | 04:55 | Well that's great and it's fast but
there is a faster way of doing it.
| | 04:59 | So once again let's select all of the
data, press Delete, make sure you did not
| | 05:04 | delete anything in the Total column and
you did not delete anything to Total row,
| | 05:07 | and click back up there in
January Cooking Oil, Cell B5.
| | 05:11 | Here's how we do it with the Sum
function and with selecting multiple sheets.
| | 05:15 | Type equals Sum and open up the
parenthesis. So we are going to use Sum function.
| | 05:20 | Now click the North tab, don't click
any cells yet, hold the Shift key down,
| | 05:24 | and click the West tab.
| | 05:25 | So we click the North Tab and we Shift+clicked
the West tab, so we have them all selected.
| | 05:30 | Notice up here in the Formula bar this
is telling us North:West, North through West,
| | 05:34 | and choose the first number there
and just press Enter or Ctrl+Enter and boom,
| | 05:40 | it puts them all in.
| | 05:42 | So we have the Sum of the North tab
through the West tab of Cell B5 and now we
| | 05:48 | can double-click the Auto Fill handle
here and take this Auto handle here and
| | 05:53 | drag across and we have that filled out.
| | 05:55 | So the Auto Filling is the same but you
see how much faster and easier it is by
| | 05:59 | using the Sum function than cherry picking it.
| | 06:02 | I don't know about you,
but I think this is pretty cool.
| | Collapse this transcript |
|
|
8. Collaborating with OthersImporting and exporting data in Excel| 00:00 | Although you can copy and paste data in
and out of Excel like you can in almost
| | 00:04 | every other program, Excel lets you
take this a step further using its Import
| | 00:08 | and Export features.
| | 00:10 | These features are useful when you have
to share data with programs that don't
| | 00:13 | work directly with Excel. Maybe they
don't recognize Excel's file format.
| | 00:18 | So let's say we get info from a
database and we need to bring that data
| | 00:22 | into this worksheet.
| | 00:23 | We are going to start by
importing here into Cell A5.
| | 00:26 | But before we do that I want you
to see what the raw data will look like.
| | 00:31 | I have this file open here in Windows
Notepad and you can see the file here as
| | 00:35 | importdata.txt and the first line here,
these are our column headers, Last Name,
| | 00:41 | and First Name and so forth and you can
look here and you can see we have last
| | 00:46 | names, first names, department and so on.
| | 00:50 | Now we have two of these files in the
Chapter 8 folder of the Exercise Files.
| | 00:54 | import data.txt, a text file,
and also import data.csv.
| | 00:59 | CSV stands for Comma Separated
Values and you can see here these are also
| | 01:03 | separated with commas.
| | 01:05 | The reason we have two of them is
sometimes you'll get data with a TXT
| | 01:09 | extension, sometimes you will get data
with a CSV extension, and Excel can treat
| | 01:14 | them slightly differently when
you're importing and you'll see that.
| | 01:18 | So I am just going to close this here.
| | 01:20 | So here we are back in Excel and let's
go to the Data tab and over here in the
| | 01:24 | left side of the Data tab under the
Get External Data group choose From Text.
| | 01:31 | So here in the Chapter 8 folder the Exercise
Files, we can see both the CSV and the TXT.
| | 01:36 | Let's double-click the TXT file and
this immediately brings you into the Import
| | 01:41 | Wizard and you can see there
are three steps to the Wizard.
| | 01:44 | Now to begin with, you have two choices.
| | 01:45 | Is it Delimited or Fixed Width?
| | 01:47 | Well, we are just talking about
Delimited because there are commas
| | 01:49 | separating the values.
| | 01:50 | Fixed Width would use if your original
source data was broken up into columns
| | 01:55 | that are the exact same width and
separated the exact same amount. That's kind
| | 01:59 | of weird and that's not what this is anyway, so
make sure Delimited is selected and click Next.
| | 02:05 | Now this asks us here well, what is
the Delimiter? Well as we are talking
| | 02:08 | about, it's commas.
| | 02:10 | So we want to deselect anything else.
Tab is selected here by default, so I am
| | 02:13 | going to deselect that and select
commas and as soon as I select Comma,
| | 02:17 | you notice that this is all now separated.
| | 02:20 | So click Next and this allows us to
treat the column specially, if we want.
| | 02:25 | So for example if there is a column
that maybe we don't want import, we can
| | 02:29 | choose not import it, or if it's a date,
we can treat it specially as a date and
| | 02:33 | reformat it as we go.
We don't need to do any of that.
| | 02:36 | So click Finish and again this confirms
where do we want to start importing the data.
| | 02:41 | So click OK and boom, it just puts it in.
| | 02:44 | Now notice something here. The first
row repeats what we already had in the
| | 02:50 | worksheet, which means you could delete
it. But it's a good thing that it's in
| | 02:53 | here because this way we can measure
that oh yes, the last name is indeed the
| | 02:58 | last name, the hours is
indeed hours, location is location.
| | 03:01 | So we can just remove this Row 5. Put
your mouse pointer on the header for Row 5,
| | 03:06 | so you have that backward pointing
arrow, right-click and choose Delete.
| | 03:12 | Now it's gone.
Now we have a nice Excel sheet.
| | 03:14 | So let's go save this under a new name.
You could either press the F12 key on
| | 03:18 | your keyboard to Save As or go to the
File tab and Save As and let's call this
| | 03:25 | payroll with the imported data and Save.
| | 03:30 | Well, I want to show you a
second method of bringing in data.
| | 03:34 | So let's just close this. You could
press Ctrl+F4 to close or click the Close
| | 03:38 | button over here and we are going to
open the text file. So you can press Ctrl+O
| | 03:42 | to open or click the File tab and choose Open.
| | 03:46 | This is showing us Excel files.
| | 03:48 | It's not shown us those text file.
| | 03:49 | So we want to click this dropdown
list over here and we want to choose Text
| | 03:54 | Files and this shows us both the CSV
and the TXT. Double-click the TXT and this
| | 04:00 | launches us back into the Wizard.
| | 04:01 | So again make sure it's Delimited.
click Next. If any other Delimiters are
| | 04:06 | selected, you want to deselect and make
sure a comma is the only one selected.
| | 04:10 | Click Next, click Finish and there it
is and it opens right up and we have our
| | 04:16 | column headers and then we can format it.
| | 04:18 | We can just close it without saving
again. Press Ctrl+F4 to close or click here
| | 04:22 | at the Close button here.
| | 04:23 | Now let's open the CSV.
| | 04:24 | Here is where CSV and the
TXT are a little different.
| | 04:27 | Again I will just press Ctrl+O to open.
| | 04:30 | Here's the CSV. Remember, we're looking at
Text Files not Excel files. Double-click CSV.
| | 04:36 | And boom, it just opens.
No wizard, no nothing.
| | 04:38 | It just brings it right up onto the screen.
| | 04:41 | Okay, that's all for importing.
Let's talk a little bit about exporting.
| | 04:45 | Exporting a worksheet takes even fewer steps.
| | 04:47 | we don't have to go through a wizard.
| | 04:50 | Let's open up the file in Chapter 8 of
the Exercise Files. You will probably need
| | 04:54 | to click this drop-down over
here and choose All Excel Files.
| | 04:59 | Let's open up the file called Export this.
| | 05:03 | So here we have a pretty typical Excel
sheet but we have to modify this here
| | 05:08 | la ittle bit because when we export to
CSV, we need to make sure we're only
| | 05:12 | exporting alphanumeric values.
| | 05:14 | Numbers are okay, text is okay, any
formatting will be wiped out because text
| | 05:19 | files including CSV files don't support
formatting. But we have these graphics here.
| | 05:24 | We have this Sales thing here
that's formatted that's above our column
| | 05:29 | headers. That's no good.
| | 05:30 | We also have here some functions.
We have these calculations and we can't
| | 05:34 | export that either.
| | 05:35 | So we need to remove them. The problem is
this is a worksheet we really might need to use.
| | 05:40 | So there is kind of a danger if you
start deleting parts of this worksheet.
| | 05:44 | It's very easy to save over it and
then you have lost some of your data.
| | 05:47 | So my advice is whatever you're doing
a process like this, save it under a
| | 05:51 | temporary file name so that way you
don't have to worry about messing it up.
| | 05:55 | So you could either press F12 to Save
As or go to the File menu and Save As.
| | 06:00 | And I always save these kind of
temporary files as delete. That is I literally
| | 06:05 | call them delete, so that I know I could go
back later and delete them without any worries.
| | 06:09 | Save. So let's click this graphic
and Delete, click on the edge of this
| | 06:15 | graphic and Delete.
| | 06:17 | And let's delete the first three rows.
Put your mouse pointer on the header of
| | 06:20 | where I want, drag down so you have
the headers of Rows 1, 2, 3 selected, and
| | 06:25 | right-click the mouse and choose
Delete and the same for the Total row.
| | 06:29 | Right-click the header here of
the Total row and press Delete.
| | 06:33 | One more thing we have to do is these
numbers here have column headers but we
| | 06:38 | don't have a column header here for our
description. We really should put that in.
| | 06:42 | So you could simply click up there
and type products. And don't worry that
| | 06:48 | it doesn't have the same formatting as
the other columns, because the formatting
| | 06:51 | is going to go away anyway.
| | 06:53 | So now we are going to go and export
this and if you want to save over it, press
| | 06:58 | Ctrl+S or press or click
the Save button. That's okay.
| | 07:00 | So here is how we can go
and make this a CSV file.
| | 07:04 | Go to the File tab, go do down here to
Save & Send, click over here, Change File
| | 07:10 | Type and now you can go over
here and choose CSV and Save As.
| | 07:14 | Now that's a lot of work.
| | 07:15 | Let me show you an easier way to do that.
| | 07:17 | I am just going to escape out, so
we are back here at the Data tab.
| | 07:19 | All you have to do is a regular old Save As.
| | 07:22 | So you could go to the File tab and
Save As or press the F12 key to Save As and
| | 07:26 | then just click over here where it
says File Type and now we can choose Comma
| | 07:30 | Separated Values. I think it's a lot
easier way to do it and let's just call
| | 07:35 | this product data and click Save.
| | 07:40 | Now this is giving us a warning that
there are parts of this file that are not
| | 07:43 | compatible with CSV because we have all
that formatting. That's perfectly fine.
| | 07:48 | Click Yes and there we are now.
We can see this product data.csv.
| | 07:52 | So these are features that you might
want to use whenever you need to share data
| | 07:56 | between Excel and another program
that normally don't talk to each other.
| | Collapse this transcript |
| Setting workbook permissions| 00:00 | When you create a file for others to use,
you might want to make sure that they
| | 00:04 | can modify only certain cells like for
a data entry, but not other cells like
| | 00:09 | formulas and descriptive text.
| | 00:11 | You also might want to require a password
for even opening or modifying the workbook.
| | 00:15 | These are some of the more
common permission features.
| | 00:18 | Let's have a look at what we can do.
| | 00:19 | Click the File tab and go into the Info
section if you're not there already, and
| | 00:24 | here under Permissions,
this is where it all happens.
| | 00:27 | So, click Protect Workbook.
| | 00:29 | And we can mark a workbook as final.
We'll do that a little bit later.
| | 00:33 | You can encrypt with a password so
that only those who have the password
| | 00:36 | can open the document.
| | 00:38 | You can protect the current sheet,
which means what we were just talking about
| | 00:42 | that you can edit only parts of the
sheet and not other parts of the sheet.
| | 00:45 | Protecting Workbook Structure means
that you can add, change or otherwise modify
| | 00:50 | the worksheets of the workbook.
| | 00:52 | And adding a digital signature is way
of verifying that you the author of the
| | 00:57 | workbook, you really are who you say.
We'll talk about all of these in a
| | 01:01 | little bit more detail.
| | 01:02 | But for now let's go to the Home tab.
| | 01:04 | And here we have a typical worksheet
and let's say we want the users of this
| | 01:09 | worksheet only to be able to edit
the data but not to modify any of the
| | 01:13 | totals here in Column F, or any of
the totals here in Row 14, or anything
| | 01:18 | else that's not input data.
| | 01:20 | So, let's select all of the data
input cells just for these four fictitious
| | 01:25 | supermarkets and just for our products here.
| | 01:27 | Now, when a user comes in to edit a
worksheet that's been protected,
| | 01:31 | it's generally a good idea to mark off
which areas are available to edit.
| | 01:36 | It just makes it easier to use.
| | 01:37 | So, in the Home tab let's click the
Color Fill button here and let's just give it
| | 01:41 | maybe a light green shade.
| | 01:44 | Now we need to go and unlock these cells.
That might sound a little backwards,
| | 01:48 | but there is a reason for that.
| | 01:50 | Click the Format button and you see
Lock Cell is highlighted. Click it to
| | 01:55 | unlock those cells.
| | 01:56 | Now, if you click any of these cells,
you'll see that they're unlocked.
| | 02:00 | But click any cell
anywhere else in the worksheet.
| | 02:02 | I'll just scroll down to
some random cell here. I44.
| | 02:05 | And when I go to the Format tab,
I can see that the cell is locked.
| | 02:09 | I'll just press Ctrl+Home
to get back to the beginning.
| | 02:12 | You might wonder, gee,
it's kind of backwards.
| | 02:14 | Well, the reason is Excel figures that
you'll probably have more cells that are
| | 02:19 | locked than cells that are unlocked.
Whether cells are locked or unlocked,
| | 02:24 | it doesn't really matter until
you protect the worksheet.
| | 02:27 | So, now we need to protect the worksheet.
| | 02:29 | So, click the Format button and
down over here choose Protect Sheet.
| | 02:33 | And we have all these options that
we can allow users to do or not to do.
| | 02:39 | Well, we probably don't want users to
select locked cells, because what will
| | 02:42 | happen is they will select it and say gee,
| | 02:45 | why can't I modify the cell?
| | 02:46 | So, let's deselect that.
| | 02:47 | Selecting unlocked cells, well, if you don't do
that, the user won't be able to edit anything.
| | 02:52 | And while we're at it, let's apply a password.
| | 02:54 | Now, give it a password of password,
click OK, confirm, and I'll just press Enter.
| | 03:01 | Okay, so now the user can edit the
data, but they can't edit anything else.
| | 03:07 | Now, you'll notice the worksheet doesn't
look any different, except the Ribbon bar.
| | 03:11 | Most of these options are grayed out,
because those are certain things you can't
| | 03:15 | do while the worksheet is protected.
| | 03:17 | But this is only Sheet1.
Let's take a look at Sheet2.
| | 03:20 | Sheet2, the whole Ribbon bar is available.
| | 03:22 | Sheet3, the Ribbon bar is available.
| | 03:24 | So, it's only Sheet1 that we have protected.
| | 03:27 | Now that we have the worksheet
protected, let's go and password protect
| | 03:31 | the entire workbook.
| | 03:33 | So, go up to the File tab.
Back in the Info section.
| | 03:36 | First, you see here under
Permissions, it tells us that a worksheet is
| | 03:41 | protected and we can see that it is Sheet1.
| | 03:43 | So, click the Protect Workbook button,
and you see Protect Current Sheet is
| | 03:48 | also highlighted there.
| | 03:49 | Let's choose here Encrypt with Password.
| | 03:51 | And this isn't the most secure thing
in the world. I'll call it Password.
| | 03:54 | Again, in real life you should probably
choose more secure passwords. And I'll confirm.
| | 03:58 | Now, it tells us that a password is
required to open the workbook and the other
| | 04:05 | information that we saw previously.
| | 04:07 | So, let's go back to the
Home tab and let's save it.
| | 04:09 | So, you can just press Ctrl+S, or I
click the Save button, close it, press
| | 04:13 | Ctrl+F4, click the Close
button. Let's reopen it.
| | 04:17 | Go to the File tab. Choose
Permissions. Okay, now we have to enter the
| | 04:22 | password which is password.
| | 04:23 | So, now we have the password to open
the workbook, so we can see the workbook
| | 04:29 | but we would still need the
password if we wanted to unlock it.
| | 04:33 | Well, let's just type in some random data.
| | 04:35 | It doesn't matter really what we type in.
| | 04:38 | Okay, let's say this is
all the data that we have.
| | 04:42 | We can mark this worksheet as final.
| | 04:44 | So, go back to the File tab and under
the Info section here again, click
| | 04:49 | Protect Workbook and we'll mark it as Final.
| | 04:52 | And OK it to confirm. It gives us
some additional information. Click OK.
| | 04:58 | It tells us also that it's marked as Final.
| | 05:00 | Well, what that means is when we go to
the Home tab or when we open it, we have
| | 05:04 | this yellow banner telling
us that it's marked as final.
| | 05:07 | But it's not a security feature because
you could always click this Edit Anyway
| | 05:11 | button and make it not
final and go back to editing it.
| | 05:14 | So, this is really just a suggestion.
| | 05:16 | One more thing I want to talk about is
let's go back to the File tab and under
| | 05:20 | the Info section and Protect Workbook,
we have adding a digital signature.
| | 05:25 | What that's all about is when you
create a workbook and send it to someone,
| | 05:28 | especially if it's in a secure
environment, maybe there is financial
| | 05:32 | information, the recipient might want
to make sure that the person they are
| | 05:36 | getting it from really is who they claim
to be, or that they are not getting any
| | 05:39 | sort of spam or phishing message.
| | 05:42 | Well, there are two ways
to add a digital signature.
| | 05:45 | One way is you can purchase what is
called a security certificate, and you could
| | 05:49 | get a security
certificate from a trust authority.
| | 05:52 | And there are any number of trust authorities.
| | 05:54 | VeriSign, and Comodo, and
Microsoft are some of the more common ones.
| | 05:59 | And it's kind of like
getting a document notarized.
| | 06:01 | You probably need to send them a fax
of your driver's license for example.
| | 06:05 | The other way to create a digital
signature is what's called self certification.
| | 06:09 | And when you install Microsoft Office
on your computer, you can install the
| | 06:13 | program that runs self certification.
| | 06:16 | Well, it's free and it's easier to do,
but of course it's less secure and you
| | 06:21 | can call yourself Mickey Mouse
and it won't know any better.
| | 06:24 | So, setting workbook permissions is a
sort of thing that if you need it,
| | 06:28 | you probably knew it already
before watching this video.
| | 06:30 | And you can get some more detailed
information directly from these trust
| | 06:33 | authorities we just talked about.
| | 06:35 | Or you might work in a company that
uses these features in which case the IT
| | 06:39 | people can probably help you a
little bit more and tell you how they are using it.
| | Collapse this transcript |
| Inserting and editing comments| 00:00 | Comments in Excel is a great feature
that a lot of people don't know about.
| | 00:05 | Comments are like yellow sticky notes
where you can jot down info for yourself,
| | 00:09 | or maybe for anyone else who uses
the workbook, which is why you'll find
| | 00:12 | Comments under the Review tab.
| | 00:14 | And what's really cool is that comments
don't have to look like yellow stickies.
| | 00:18 | Now, in this worksheet here I have some
comments and they're all ready. I might
| | 00:21 | need to scroll down.
| | 00:23 | You see we have these three cells with
red triangles in the upper-right corner.
| | 00:26 | That's how you know that
there are comments in those cells.
| | 00:29 | Just roll your mouse pointer over it.
| | 00:31 | So, here's a regular comment. It looks
like a yellow sticky. Here's a comment.
| | 00:35 | It doesn't look anything like the yellow sticky.
| | 00:37 | And here's a comment that
actually has an image in it.
| | 00:40 | And I'm going to show you
how to do all three of those.
| | 00:42 | So, maybe let's scroll up.
| | 00:44 | First, let's talk about
inserting a plain old comment.
| | 00:47 | Click any cell here, and go up to the
Review tab, and to insert a comment you
| | 00:52 | can click the New Comment button.
| | 00:54 | And it should show up with your name or
whatever is the name that's registered
| | 00:58 | on this computer, and maybe let's type in
| | 01:00 | "This is a new product."
| | 01:03 | And to deselect, just click
anywhere else on the sheet. It goes away.
| | 01:06 | Now, you have that red triangle, roll
your mouse over, and the comment shows up.
| | 01:11 | Another way to insert a comment is click a cell,
and you can press Shift+F2. And just type in
| | 01:18 | "This is another comment,"
and again, just click off it.
| | 01:22 | What if you want to edit a
comment that already exists?
| | 01:25 | Well, click the cell itself, and now
instead of New Comment, the button is
| | 01:29 | changed to Edit Comment.
| | 01:31 | And maybe we don't want this comment,
so to delete it just click on the border
| | 01:35 | of the comment and press Delete.
| | 01:37 | Another way to edit, click a cell
that has a comment and the same shortcut,
| | 01:42 | Shift+F2, and enter the comment,
and again, click off it to deselect.
| | 01:50 | Well, what if you have a lot of
comments on the sheet and you want to read them
| | 01:53 | in order one after another?
| | 01:55 | I'll just click up at the top of the
sheet here and still under the Comments
| | 01:58 | section you see we have
Previous and Next buttons. Click Next.
| | 02:02 | And every time you click Next, it opens
up the comment and click Previous, it
| | 02:06 | opens the previous comment,
and I'll just click off here.
| | 02:09 | So, how do we make these
comments not look like yellow stickies?
| | 02:14 | Well, click the cell that
has a comment you just edited.
| | 02:18 | And we could either Edit Comment or Shift+F2.
| | 02:21 | And right-click the shaded border, and
from the pop-up menu choose Format Comment.
| | 02:27 | And we're in the Format Comment dialog box,
and you want to be in the Colors and Lines tab.
| | 02:31 | And under Fill, first of all
let's choose a different color.
| | 02:34 | Maybe I'll choose something that's a
little bit more olive-y and maybe
| | 02:38 | I want a dark green.
| | 02:40 | And let's change the font and I'll
choose a font that's maybe a little different.
| | 02:47 | I'll choose Franklin Gothic, and I
wanted that to be white so I'll be able to
| | 02:52 | read it, and I'll make it bold.
| | 02:55 | Click OK and there you go.
| | 02:57 | Deselect if you want, roll your mouse
pointer over it, and it's a plain text
| | 03:00 | comment, but it doesn't
look like a yellow sticky.
| | 03:03 | So, let's change the shape.
| | 03:04 | Well, before we change the shape, we have
to do a little bit of customization to Excel.
| | 03:10 | Now, later on in the course I'll be
talking about how to customize the Ribbon
| | 03:13 | bar here and how to customize the
Quick Access toolbar, but we have to do a
| | 03:17 | little preview here just so that we
can change the shape of the comment.
| | 03:21 | Here's what you do.
| | 03:22 | Click the Insert tab,
click Shapes, choose any shape.
| | 03:26 | It doesn't matter what shape it is, because
we're going to delete it in a few seconds.
| | 03:29 | Click Shape, somewhere over here out
of the way just draw the shape, and see
| | 03:34 | this puts you in the Drawing
tools section and the Format tab.
| | 03:37 | And over here on the left you see it
says Edit Shape? Click that, choose Change
| | 03:42 | Shape, and choose any other shape, and
the shape that you drew will now change.
| | 03:48 | Well, what we want to do is go back to
that Edit Shape, roll over the Change
| | 03:52 | Shape, and click your right mouse
button on it, and choose Add to Quick Access
| | 03:57 | Toolbar, and that gets added up here.
| | 03:59 | So, now anytime you want to change shape,
you can click that and choose another
| | 04:04 | shape and it changes.
| | 04:05 | So, we don't need this anymore.
| | 04:07 | The only reason we put this shape on
the worksheet was so that we can customize
| | 04:10 | the Quick Access toolbar.
| | 04:11 | So just select it and delete it.
| | 04:13 | Well, here's where we use it with the comment.
| | 04:15 | Click that cell that has a comment you
want to change, go to the Review tab, and
| | 04:19 | Edit Comment or press Shift+F2 if you like.
| | 04:22 | Click the border of the comment, and
now up here on the Quick Access toolbar
| | 04:27 | click Change Shape, and now choose
any other shape and there you go.
| | 04:31 | And you can stretch it out if you need to.
| | 04:33 | Click off it and now when you roll
back on it, now there is your new shape.
| | 04:37 | Okay, that's great.
What about inserting an image?
| | 04:39 | Click on this Multi-Pack 1 up here and
again insert a comment. Press Shift+F2
| | 04:44 | or click New Comment.
| | 04:46 | And let's just delete any
text that you have in there.
| | 04:49 | Put your mouse pointer on the border of
the comment, right-click, choose Format
| | 04:54 | Comment from the pop-up,
| | 04:55 | and in the Format Comment dialog box,
let's again go over here to Colors and Lines.
| | 05:00 | And under Fill, click the drop-down.
| | 05:02 | Down over here choose Fill Effects.
| | 05:05 | And in the Fill Effects dialog box
click the Picture tab and then over here
| | 05:09 | click Select Picture.
| | 05:11 | Now, in the Chapter 8 folder of the
Exercise Files, we have this Multi-Pack 1.
| | 05:15 | Double-click it and it inserts it. Click OK.
| | 05:19 | And if you don't want a line to show up,
you can just click that and choose No Line.
| | 05:24 | Click OK and there you go. Click off it.
| | 05:27 | Roll your mouse over it and
you can get a better look.
| | 05:29 | We could change the shape of that also.
| | 05:31 | Click back on the cell and either
Shift+F2 or click Edit Comment.
| | 05:35 | Now, you don't see it, but
don't worry, it hasn't been removed.
| | 05:38 | Click the border of the comment, you can
see the picture again, click the Change
| | 05:42 | Shape button, and let's choose another
shape. Stretch it if you need to, click
| | 05:47 | off it, and when you roll back on,
there is the picture and the new shape.
| | 05:51 | Okay, that's great. Just a few other
features of comments I want to tell you about.
| | 05:54 | What if you want to print comments out?
| | 05:56 | Well, first of all up here in the
Comments section you see where it says Show
| | 06:00 | All Comments, click that, and click
off it. So that's where you can display
| | 06:03 | or hide comments.
| | 06:04 | Well, click turn it on, go to your
File tab and Print, or you could press
| | 06:09 | Ctrl+P. And you see the comments aren't
there. You have to go and make them print out.
| | 06:14 | Down on the bottom, click the Page Setup link.
| | 06:17 | In the Page Setup dialog box, click the
Sheet tab and over here where it says
| | 06:21 | Comments are None, click that and
choose As displayed on sheet. Click OK and
| | 06:27 | they will print just the
way they are in the sheet.
| | 06:29 | Another option, if you click on Page
Setup you may have noticed in the Sheet tab,
| | 06:33 | if you don't want them to display
on the sheet itself you could choose
| | 06:36 | At end of sheet and your comments will
simply print out on the separate page.
| | 06:41 | But even if you don't share your Excel
sheets with other people, I'm sure you'll
| | 06:45 | still find comments handy
to use just for yourself.
| | Collapse this transcript |
| Sharing a workbook| 00:00 | In a previous movie, we looked at some
of the options for protecting workbooks
| | 00:04 | and setting permissions.
| | 00:05 | In this movie, we'll make use of that
in sharing a workbook with other users.
| | 00:10 | What if you're working on this workbook
and you want other people to be able to
| | 00:14 | modify the same workbook at the same time?
| | 00:17 | Well, click the Review tab
and choose Share Workbook.
| | 00:22 | And this dialog box that comes up says
do you want to allow more than one user
| | 00:26 | to share at the same time?
| | 00:27 | And it should show that you have it open.
| | 00:30 | Click the checkbox. Click OK.
| | 00:32 | It's going to save the
workbook. Click OK to confirm.
| | 00:35 | Now, not much has changed, except you
can see up here that the workbook is
| | 00:39 | now in Shared Mode.
| | 00:40 | So, if I were using this right now
with other people in the company modifying
| | 00:45 | this workbook, I might see
some of the information changing.
| | 00:50 | Well, when we're done with that, when we
want to take control back for ourselves
| | 00:53 | and disallow other people from making
changes, just click on this Share Workbook again,
| | 00:58 | deselect that,
click OK, click Yes to confirm.
| | 01:02 | And now we have exclusive use.
| | 01:05 | So, when you share a workbook the way we
did in this movie, any changes that you
| | 01:09 | or your coworkers make just
simply get done and that's it.
| | 01:13 | But what if you want to be able to
approve changes before they are committed,
| | 01:16 | kind of like moderating the workbook?
| | 01:18 | Then you'll want to watch the movie
about tracking changes, because that is
| | 01:22 | exactly what we're going to do.
| | Collapse this transcript |
| Tracking changes| 00:00 | If you watched the movie on sharing a
workbook, you saw how you could allow
| | 00:04 | other people to make changes to a workbook
that you currently have open and that's great.
| | 00:09 | But what if you want to be able to see
those changes before you allow them, sort
| | 00:13 | of like moderating the workbook and
saying yes, I will except this change but
| | 00:17 | I won't accept that change.
| | 00:19 | Well, that's what the Track
Changes feature is all about.
| | 00:21 | So let's go to the Review tab over here
and in the upper right corner in the
| | 00:26 | Ribbon bar, choose Protect and Share.
And we want to enable this box to share
| | 00:32 | with track changes, and I am not going to put
in a password, but something you should know.
| | 00:36 | If you do put in a password, then the
people you're sharing it with will not be
| | 00:40 | able to turn the Track Changes feature off.
| | 00:42 | Well, maybe that's what you want.
| | 00:44 | I am simply going to click OK
and then click OK to confirm.
| | 00:49 | Now, you can see up here in the title
bar it says that we are in Shared Mode.
| | 00:53 | Well, I'll change a few numbers and
I'll take this 2950, let's make it 3000
| | 00:58 | and let's take that 4502, let's make that 4500,
and maybe I'll take this 1099, I'll make it 1200.
| | 01:06 | Okay. So now we have three changes.
| | 01:09 | Now, what we want to do is we want
to see what changes have been made.
| | 01:13 | Now, keep in mind the changes we are
going to see, they could have been made by
| | 01:16 | anyone who had this
workbook opened not just by you.
| | 01:19 | Not only that, but these changes could
have been made at any time, not just when
| | 01:23 | you're sitting there with the file open.
| | 01:25 | So what we want to do here is we are
still on the Review tab. Click Track
| | 01:29 | Changes and than choose Highlight Changes.
| | 01:31 | Let's move this out of the way, and we
can see changes since the last time we
| | 01:35 | saved and everyone, not just you, and
we want to highlight the changes on the screen.
| | 01:40 | Click OK and now it
highlights those cells that were changed.
| | 01:46 | And you can roll over them and kind
of like comments, it will tell you
| | 01:50 | exactly what was changed.
| | 01:52 | Now, here's the part about whether
we want to accept the changes or not.
| | 01:56 | So maybe click somewhere on the top of
the worksheet and click Track Changes and
| | 02:01 | we want to accept or reject changes.
| | 02:04 | I am just going to save the workbook,
click OK, click OK, and now we can find
| | 02:09 | here's the first change.
| | 02:10 | We have got the marching
ants. We can Accept or Reject.
| | 02:13 | I'll click Accept and it goes to the next one.
| | 02:16 | Now, if you have a lot of them and you
decide that well, you want to take all
| | 02:20 | of the changes, you can accept all of
them, or if you don't like any of the
| | 02:24 | changes you can Rreject all of them.
| | 02:25 | Or except to the last one. I am going
to reject this one and now I am going to
| | 02:29 | accept all the rest of them.
| | 02:30 | Now, once we are done, we want to
take control of the workbook back to
| | 02:35 | ourselves, and not let
other people edit the workbook.
| | 02:38 | So let's go over here and
Unprotect shared workbook.
| | 02:42 | And now we want to unshare the workbook,
so click Share Workbook, deselect that,
| | 02:48 | click OK, click Yes to confirm,
and now it's no longer shared.
| | 02:53 | So this type of sharing I showed you
is made for sharing in real time on your
| | 02:57 | local internal network.
| | 03:00 | If you have a lot of people who need
access to this workbook, that's something
| | 03:03 | you might want to consider.
| | Collapse this transcript |
| Saving files in shared locations| 00:00 | Sometimes you need to share your work
with people who aren't on your network.
| | 00:04 | Maybe they work for different companies,
or maybe you want to share documents
| | 00:07 | with the general public.
| | 00:09 | Well, other times you might want to
make documents available for download only
| | 00:13 | to people who have the right password
or maybe you just want to store documents
| | 00:17 | online for yourself, kind of
like a virtual USB memory stick.
| | 00:21 | Well, I want to show you two solutions for this.
| | 00:23 | One is a free service from
Microsoft called Sky Drive.
| | 00:27 | And I signed up in advance at www.skydrive.com.
| | 00:33 | The other solution I'll show
you is Microsoft SharePoint.
| | 00:36 | SharePoint is a commercial
software products sold by Microsoft.
| | 00:40 | You could install your own SharePoint
server or you could run service on a
| | 00:44 | commercial SharePoint server.
| | 00:46 | I'll show you Sky Drive first.
| | 00:48 | Now both Sky Drive and SharePoint
make use of the web version of Excel and
| | 00:54 | the web version of Excel doesn't support
everything that the desktop version of Excel supports.
| | 00:59 | In fact, you will notice that the
title of this report isn't a nice graphic.
| | 01:03 | It simply a text with a background, and
that's because the web-enabled version
| | 01:07 | of Excel doesn't support that type of graphic.
| | 01:10 | So let's go to Sky Drive.
| | 01:13 | Go to the File tab so you get into
Backstage view and then down here to Save & Send.
| | 01:18 | And let's click on Save to Web, and
because I have already signed up with Sky Drive
| | 01:23 | and Excel remembers my credentials,
it shows me that I have some folders up here.
| | 01:29 | Now this shows me that I have two folders.
| | 01:31 | One, they call My Documents,
and the other is Public.
| | 01:34 | Now this folder called My Documents
is actually up on the Sky Drive server.
| | 01:39 | It's just the same name.
| | 01:41 | Microsoft gave the same
name to two different things.
| | 01:43 | You will notice that there's a lock there.
| | 01:45 | That means that for anybody to get
into this My Documents folder, they need
| | 01:49 | to have my password.
| | 01:51 | If I save anything in the Public folder,
then anyone who happens to stumble on
| | 01:55 | the address can find it.
| | 01:56 | So I am going to leave My Documents
selected,and click Save As, and now my Save
| | 02:02 | As dialog box comes up and I am going
to call this current inventory, just so
| | 02:08 | we distinguish it from the file called
saving shared locations, which we have up
| | 02:13 | there, and I'll click Save.
| | 02:16 | And when it is saving, you might
notice down here on the bottom it says that
| | 02:19 | it's uploading to the server.
| | 02:20 | Okay, now that it's on the server,
we want to take a look at it on the server.
| | 02:24 | So let's close it in Excel.
| | 02:26 | You can press Ctrl+F4 or click
the lower Close button here. Okay.
| | 02:31 | Now I have already logged into my Sky Drive
account and you can see there is My Documents.
| | 02:35 | I also have another
private folder called Favorites.
| | 02:38 | I have a public folder called
Shared Favorites and there is that Public
| | 02:41 | folder we saw before.
| | 02:43 | So I am going to click on My Documents
and there is that current inventory
| | 02:48 | file that we just saved.
| | 02:49 | So let's take a look.
| | 02:51 | Click it, and they have this big
graphic and on the right you have some
| | 02:54 | information about the file itself and
you can type a comment there if you want.
| | 02:58 | Well, let's take a look.
| | 02:59 | Click this big graphic and it
opens the file in your browser.
| | 03:03 | Now I happen to be using Microsoft
Internet Explorer, but you can use
| | 03:08 | other browsers too.
| | 03:09 | Now I can click anywhere that I want
and I can scroll and I can see what's in
| | 03:14 | here and you notice that all three
worksheets of this workbook are available.
| | 03:19 | But I can't actually edit anything
until I click Edit in Browser, and now
| | 03:25 | this is open in the web version of Excel and
you can see there's a version of the Ribbon bar.
| | 03:30 | Now this Ribbon bar in this web version
of Excel is not completely exactly like
| | 03:35 | the desktop version of Excel.
| | 03:37 | It gives you about 10% of what the
desktop version of Excel gives you.
| | 03:41 | It's certainly not a substitute,
but there are a few things we can do.
| | 03:44 | For example, see Columns B and C?
We have numbers of barrels of olive on order.
| | 03:49 | Let's say we want to total those up.
| | 03:50 | Let me scroll down to the bottom here,
and I will click down there in A29 and I
| | 03:56 | will type Total, hit the Tab key.
| | 03:59 | Now I want to put in the Sum function,
but if you look at the Ribbon bar, you'll
| | 04:02 | see that there is no Auto Sum tool.
| | 04:05 | So I have to sort of do this manually.
| | 04:07 | So I will type in =sum, and
you'll see Excel will offer to fill it.
| | 04:12 | Now normally with the Sum function,
I would go to the top and I would scroll down.
| | 04:16 | The problem is this doesn't
scroll very well automatically.
| | 04:20 | So I'm going to do something that I
normally don't do in a worksheet and that
| | 04:24 | is I am going to actually
type in the cell references.
| | 04:26 | So I am going to say =sum(b5:b27),
press Tab to get to the next column, and
| | 04:35 | I will do the same thing with Column C.
I will say =sum(c5:c27), and here I want
| | 04:42 | the same rows, just the different
column, so that's going to be c5:c27.
| | 04:49 | Okay.
| | 04:51 | Now let's scroll back up.
| | 04:53 | Now, if I wanted to, I can take this
document and immediately open Excel by
| | 04:57 | clicking that button over here.
| | 04:58 | But instead, I am going to click back
on My Documents so we are back to where
| | 05:02 | we were before, so that now I will go
into the desktop version of Excel to open
| | 05:07 | it up and we will see that changes there.
| | 05:09 | So here I am in Excel.
| | 05:11 | I will go to the File tab, to Recent
Files, and here is that current inventory.
| | 05:17 | And you notice that very long file name.
| | 05:19 | That's because it's up on the
server, not on my local computer.
| | 05:23 | So when I click it and open it up,
here it is and let's scroll down and there
| | 05:28 | are the totals that I created.
| | 05:29 | Now one more thing. I am going to close this.
| | 05:31 | Again, I will press Ctrl+F4
or click that Close button.
| | 05:36 | Go back in Sky Drive and again let's
click that and let's say somebody else is
| | 05:42 | logged in and they want to get it.
| | 05:44 | They can simply click the Download button,
and then download it on their computer.
| | 05:48 | I am not going to do that right now.
| | 05:50 | I will do that in SharePoint.
| | 05:51 | So I will just cancel that and
let's go back to Excel. Okay.
| | 05:56 | Now let's take a look at SharePoint.
| | 05:57 | Let's go back to the File tab and
I don't want to open it up here.
| | 06:00 | I am going to open it from
the original shared location.
| | 06:05 | So this is the original one.
| | 06:06 | Now let's go and put it into SharePoint.
| | 06:08 | So again, I will go back to the File tab,
go back to Save & Send, and this time
| | 06:13 | I will save to SharePoint.
| | 06:14 | Now you might wonder,
| | 06:15 | when would I use Sky Drive
and when would I use SharePoint?
| | 06:18 | Well, SharePoint is much, much more robust.
| | 06:21 | SharePoint is meant to create an intranet.
| | 06:24 | Let's say you have a client that you
work with and you are one company,
| | 06:28 | your client is another company.
| | 06:29 | For the most part, you want to keep your
network separate but there are projects
| | 06:32 | that you collaborate on and you
do need to have this interface.
| | 06:36 | And SharePoint will give you sort of
like a whole corporate website with
| | 06:41 | discussions, file libraries, calendars,
to-do lists, tasks, all that kind of
| | 06:46 | stuff that you can both collaborate on.
| | 06:48 | Sky Drive doesn't come anywhere near that.
| | 06:50 | Sky Drive is mostly just a repository for files.
| | 06:53 | So let's go into SharePoint,
and already I have logged in.
| | 06:57 | I have already created my account.
| | 06:58 | I have logged in before, so
it has it up there for me.
| | 07:01 | So all I have to do is click Save As. Okay.
| | 07:06 | So my Save As dialog box comes up and
you can see it's kind of branded here with
| | 07:10 | SharePoint and I will call this
current inventory and I will call it SP for
| | 07:18 | SharePoint, just so we know that this
is a different file than what we have
| | 07:21 | saved in Sky Drive, and click Save.
And you see down here it's uploaded to the server.
| | 07:29 | Okay and same thing.
| | 07:30 | I am going to close this file, press Ctrl
+F4 on your keyboard, or I'll click the
| | 07:34 | Close button here, and now
I have logged into SharePoint.
| | 07:37 | I will just press the F5 key on my
keyboard to refresh, or you can click the
| | 07:41 | Refresh button in the browser
and here is current inventory SP.
| | 07:46 | So click it and it opens up.
| | 07:49 | It looks a heck of a lot
like Sky Drive, doesn't it?
| | 07:51 | Well, let's edit in the browser
like we did with the Sky Drive.
| | 07:54 | Click here on Edit in Browser and now
we have the same sort of Ribbon bar just
| | 08:00 | like we had in Sky Drive.
| | 08:02 | So I will make another small change.
| | 08:03 | Over here in Column D, we have cost per barrel.
| | 08:06 | I will take an average of that.
| | 08:08 | So I will go down here.
| | 08:09 | I will go to A29, and I will say Average
cost per barrel, and I will type in =average.
| | 08:23 | Open it up, and also just
like in Sky Drive, there is no Auto Sum or
| | 08:28 | Auto Average feature on the Ribbon bar.
| | 08:30 | So I have to type it in manually. And also
scrolling here doesn't really work all that great.
| | 08:34 | So again, I am just going to
type in the cell references.
| | 08:36 | which is something I
general would not do in Excel.
| | 08:38 | So I will say the average
of =average(d5:d27), okay.
| | 08:46 | So now I have my average cost.
| | 08:48 | I will scroll back up to the top.
| | 08:50 | Now up here I have the breadcrumbs.
| | 08:51 | So I will click on that
TwoTreesOliveOil Company. I come back.
| | 08:55 | Now this is SharePoint 2010.
It has some pretty nice features.
| | 08:58 | Instead of clicking the file name here,
I am going to click the icon itself.
| | 09:02 | And when I do that, now I
have the SharePoint Ribbon bar.
| | 09:06 | So the SharePoint Ribbon bar is
different from the Excel web access Ribbon bar.
| | 09:12 | One of the nice features that Excel
and SharePoint work together with is the
| | 09:16 | CheckIn and CheckOut feature.
| | 09:18 | So I can click here CheckOut, check the
file out, and there you can see there is
| | 09:23 | that little icon there.
| | 09:24 | So if anyone comes in here while I
have this file checked out, they won't be
| | 09:28 | able to it because I am doing it.
| | 09:29 | So that way you can make sure that two
people aren't making changes to the same
| | 09:33 | file at the same time.
| | 09:35 | Now let's go and open the file up in Excel.
| | 09:38 | So I will go back to Excel, go back to
the File tab, and here is this very long
| | 09:43 | path to the SharePoint
portal where this file is.
| | 09:46 | So I will click it and it opens up, scroll
down, and there is the average that I put in.
| | 09:51 | Again, I am going to close it.
| | 09:52 | It's Ctrl+F4 or click the X.
let's go back to Internet Explorer.
| | 09:57 | Now I am ready to check it back in.
Click the icon and I'll click CheckIn.
| | 10:01 | And now this asks me if
I want to make a comment.
| | 10:04 | And I will just say something
like "Examined file contents."
| | 10:09 | So anybody else who opens this up
after me, they will know what I did when I
| | 10:12 | had the file checked out.
| | 10:13 | And I will click OK.
| | 10:16 | Now we don't have time to go through all
of SharePoint, because this is an Excel class,
| | 10:20 | but if you do want to learn
about SharePoint in depth, take a look at
| | 10:24 | some of the SharePoint
Essential Training here on Lynda.com.
| | 10:27 | It's very, very good.
| | Collapse this transcript |
|
|
9. Exploring Excel's Database FeaturesSplitting cell data into multiple cells| 00:00 | When you have data that need to be
separated like splitting first names from
| | 00:05 | last names, it's hard to think of a
better tool for the job than Excel.
| | 00:09 | And even if I'm using other software
for project, I'll still bring that type of
| | 00:13 | data into Excel temporarily just
to use its ability to separate data.
| | 00:18 | Well, if you take a look here in
Column A we have people's names and we have
| | 00:21 | first name and last name in the same
column and what we want to do is we want to
| | 00:26 | split so we have first name in one
column and last name in another column.
| | 00:30 | Now before we do that we have to insert a
new column and I'll show you why in a second.
| | 00:35 | Put your mouse pointer on the header for
Column B, so you have a down pointing arrow.
| | 00:39 | Click the right mouse button and
Insert, so now we have a new column.
| | 00:44 | The reason we're doing this is that
we need space to put the last name.
| | 00:48 | So we are going to wind up with the
first names in Column A and the last names
| | 00:52 | in Column B. If we hadn't inserted this
additional column, we would've wiped out
| | 00:56 | what is in the Department column next to it.
| | 00:59 | So let's select the names.
| | 01:00 | Now, you can click and drag down if
you want. What I find this easier is to
| | 01:04 | press Ctrl+Shift and then the Down Arrow key
so that select all the way down to the bottom.
| | 01:11 | Let's scroll up.
| | 01:12 | Leave it selected, go to the Data tab
and in the Data tab, roughly in the middle
| | 01:17 | here choose Text to Columns.
| | 01:19 | This brings us into the Text to Columns
Wizard and we want to make sure that our
| | 01:24 | data here we have Delimited
selected, not Fixed width.
| | 01:28 | Click Next and our data
are separated with spaces.
| | 01:32 | We don't have any commas or tabs or anything and
you can see it already gives us a good preview.
| | 01:37 | Click Next and if we wanted to
exclude a field or if we wanted to change
| | 01:42 | anything like one of these columns are
supposed to be a date, we can do that,
| | 01:46 | but we don't have to do any of that right now.
| | 01:48 | So just click Finish and there we go.
| | 01:51 | If you want, you can take that name,
auto fill it. So maybe we can change that to
| | 01:56 | First Name and just press Tab,
Last Name, and there we go.
| | 02:02 | You can click through here, click
though here and you can see up in the Formula
| | 02:05 | bar that this is all separated.
| | 02:08 | So if you watch the movie on importing
data, this exercise may have seem kind of
| | 02:13 | familiar because Excel uses the same
wizard, whether you're importing data from
| | 02:17 | scratch or if you're working on data
that you already have in your worksheet.
| | Collapse this transcript |
| Joining data from multiple cells| 00:00 | In this worksheet, we have people's
names split into two columns and you can
| | 00:04 | see here in Column A we have
people's last names and in Column B we have
| | 00:08 | people's first names.
| | 00:09 | What we want to do is we want to combine
first name and last name in the same cell.
| | 00:13 | Well, we need some space to do that.
| | 00:15 | So before anything else,
let's go and insert a new column.
| | 00:18 | So put your mouse pointer here on
the header of Column C, so your mouse
| | 00:22 | pointer is that down arrow.
| | 00:23 | Click the right mouse button and
from the pop-up menu, choose Insert.
| | 00:27 | You can just click over here on
what's now C5, so we have some room.
| | 00:30 | Now there is sort of two ways of doing it.
| | 00:33 | We can do it with the formula. We
could also use a function, and there is a
| | 00:36 | function called Concatenate.
| | 00:37 | I think the formula is a little
easier to use so we'll do that.
| | 00:40 | Also, I am going to do the exercise
wrong first, and the reason is that you
| | 00:45 | have to be careful with spaces, and
I want to show you what happens if you are
| | 00:48 | not careful with spaces.
| | 00:50 | So this is a simple formula. So it's
starting in C5, just type your equals sign,
| | 00:54 | and we are going to say equals First Name.
| | 00:57 | Now keep in mind, we are not adding numbers,
we are simply stitching things together.
| | 01:02 | We are combining things so
you don't want to use a plus.
| | 01:04 | You want to use an ampersand.
| | 01:06 | You can find the & on your keyboard if you
press Shift and the 7 in the top of your keyboard.
| | 01:10 | So I am going to type B5& and then A5.
| | 01:14 | So I am going to say take the content
of Cell B5 and append the content of cell A5.
| | 01:20 | And I'll just press Ctrl+Enter, so
I can enter and stay in the same cell.
| | 01:24 | We don't have the space.
| | 01:25 | There is a problem.
| | 01:26 | Now put your mouse pointer on that
Auto Fill dot, see your mouse pointer
| | 01:30 | becomes a crosshair.
| | 01:31 | When you get the crosshair, double-
click and it fills into the bottom.
| | 01:35 | Well, we certainly appended first names
and last names all right, but we don't
| | 01:39 | have any spaces there.
| | 01:40 | So now we are going to delete
it and we'll do it correctly.
| | 01:43 | So you can simply drag down to the
bottom or again hold down Ctrl+Shift and
| | 01:48 | press the Down Arrow key.
| | 01:49 | So we have the whole column
selected and just press Delete.
| | 01:52 | Let's go back up to C5 and now
we'll do it with correct spacing.
| | 01:56 | So type your equals sign, again
click the Last Name, type an ampersand.
| | 02:01 | Now we need to put in a space and to put
in a space, what we do is type a double
| | 02:06 | quotation mark, literally type the space,
hit the Spacebar, and close the double
| | 02:10 | quote, and now another
ampersand and now click the last name.
| | 02:14 | So we are saying take the content of
B5 and append a blank space and then
| | 02:19 | append the content of A5.
| | 02:21 | Again, hold Ctrl and press Enter so now
we have first name, space, last name, put
| | 02:27 | your mouse pointer on that
dot in the lower-right corner.
| | 02:28 | When your mouse pointer becomes a
crosshair, double click, and now we have
| | 02:33 | them all filled in.
| | 02:34 | That's great but we are not quite done
yet, because we have our last name and
| | 02:39 | first name in these columns and
now we have the full name here.
| | 02:42 | We don't really need Column A and Column
B. But we can't just delete the columns
| | 02:46 | because if you look up here in the
Formula Editing bar, these are formulas and
| | 02:50 | if we remove the columns, right now
these formulas are going to give us error.
| | 02:54 | So what we have to do is we have to
convert these formulas to the actual text
| | 02:58 | that's displayed and we do
that with copy and paste.
| | 03:01 | So once again, let's select this row,.
Again, you can drag down or press
| | 03:05 | Ctrl+Shift and the Down Arrow key.
| | 03:07 | I am just copying to the Clipboard.
| | 03:09 | I'll press Ctrl+C and up here
in the Home tab click Paste.
| | 03:14 | And from the pop-up menu, under Paste
Values, choose this first item here and
| | 03:19 | you can press these to get
rid of the marching ants.
| | 03:22 | Now when you click in any of these
names, you can see up here in the Formula
| | 03:25 | Editing bar these are actual names.
| | 03:28 | Now we can safely remove Column A and B.
But first let's take that Payroll and
| | 03:33 | just put your mouse pointer on the edge
of the border so your mouse pointer is a
| | 03:36 | four-headed arrow. Drag over here.
| | 03:39 | Maybe you take this logo
and drag over for safekeeping.
| | 03:42 | Put your mouse pointer in the header of
Column A so you get that down pointing arrow.
| | 03:46 | Click and drag over to Column B. Make sure
your mouse pointer is still that down arrow.
| | 03:50 | Click the right mouse button and
Delete and we have deleted those columns,
| | 03:55 | and now just deselect.
| | 03:56 | Now you could adjust. Move the logo.
| | 03:59 | You can click on the graphic here and
resize the graphic so it looks good.
| | 04:04 | Now, when you click any of those names,
you can see up here in the Formula bar
| | 04:09 | these are regular names.
| | 04:11 | So if that's something you ever need
to do, you see it's really not that bad.
| | 04:15 | You just got to be careful
of a couple of gotchas.
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| Basic and multi-field sorting| 00:01 | Another great database type feature
that Excel has is the ability to sort data.
| | 00:06 | Now sorting could be a matter of just
one or two clicks or you could make it a
| | 00:09 | little more interactive if you need.
| | 00:11 | You can filter your data as you are
sorting as well, which is pretty cool.
| | 00:15 | Now if you aren't unfamiliar with
database technology, Excel regards each row as
| | 00:20 | like a record in a database
and each column is like a field.
| | 00:24 | So we have a Last Name field,
First Name field, and so on.
| | 00:28 | So let's say we want to sort by Department.
| | 00:31 | Click anywhere in the Department column.
| | 00:33 | Now do not select the whole column and
you don't have to select the whole area.
| | 00:38 | Just clicking anywhere in
the Department column is okay.
| | 00:41 | Now, we want to be on the Home tab
and over here on the right click Sort &
| | 00:46 | Filter, and just choose
Sort A to Z and boom, it's done.
| | 00:50 | Let's say we want to sort by State.
| | 00:52 | Click anywhere in the State column,
click Sort & Filter, and maybe let's sort
| | 00:56 | from Z to A. And now we have Vermont
at the top and California at the bottom.
| | 01:02 | We can do this by number also.
| | 01:04 | Maybe you want to sort by
many hours people put in.
| | 01:07 | So click in the Hours, Sort & Filter, and
Smallest to Largest or Largest to Smallest.
| | 01:14 | Now, that's all great but what if
you want to sort by multiple keys?
| | 01:19 | So, for example, what if we want to
sort first by state? Then once we have all
| | 01:23 | the states grouped, we want to sort by
Department, and then within the group
| | 01:27 | departments, we want to sort by Last Name.
| | 01:30 | So that's when we use
what's called a custom sort.
| | 01:33 | So clicking anywhere in this data area is okay.
| | 01:37 | Go back to Sort & Filter and
then over here choose Custom Sort.
| | 01:42 | So over here under Column where it
says Sort By, click that down arrow and
| | 01:46 | choose State. And we are going to sort
on values from, let's make that from A to Z.
| | 01:52 | Now we want to add a key.
| | 01:55 | So click Add Level and where it says
Then by we'll sort by Department, also A to Z.
| | 02:03 | Add another level and Then by Last Name.
| | 02:07 | Unlike earlier versions of Excel,
you aren't limited to only three keys.
| | 02:10 | You can have as many levels as you want.
| | 02:13 | And also up here we see that our data
have headers and that's kind of important
| | 02:17 | to leave that selected.
| | 02:19 | Click OK and now it's sorted.
| | 02:22 | Let's take a look at what's happening here.
| | 02:23 | Let me select California.
| | 02:27 | So C is the earliest one in the alphabet
in our range here. So California is on top.
| | 02:32 | Now, within California, we have
Executive and Finance and so on and Sales comes
| | 02:39 | latest in the alphabet.
| | 02:40 | Now, within Sales, let me select these two.
| | 02:43 | We have Coules coming before Richardson.
| | 02:46 | So that's how we have first the State,
then the Department, then the Last Name.
| | 02:51 | Now we can filter also.
| | 02:53 | So click anywhere in the data area, go
back to Sort & Filter, and from the menu
| | 02:59 | here,choose Filter.
| | 03:01 | Now when you do that, you get these
little drop-downs coming up here and if you
| | 03:05 | want to adjust the columns, you can do that.
| | 03:08 | So let's say we wanted to see only those
people who are in the Sales department.
| | 03:13 | So over here, next to Department, click
that down arrow and you might need to
| | 03:18 | scroll down and you can see
all of the departments here.
| | 03:21 | First thing is let's hide all of them.
| | 03:23 | So where it says Select All, just click
that so they are all deselected, scroll down,
| | 03:27 | click in Sales, click
OK and now we are filtered.
| | 03:33 | So we see just the Sales department
regardless of what state and regardless of
| | 03:37 | what last name they got.
| | 03:39 | Now, we could filter this even further.
Maybe we want to see only those people
| | 03:43 | who are in Sales who get a window seat.
| | 03:46 | So let's go over here to Seat
Preference and let's open that up.
| | 03:50 | Click the down arrow and I am
just going to deselect Window.
| | 03:53 | So Aisle is selected, click OK,
and now it's sorted even further.
| | 03:58 | You notice that next to Seat Preference,
there is a little filter icon and next
| | 04:01 | to Department, there is a little filter icon.
| | 04:04 | Now while we are filtered,
we can still sort by Last Name.
| | 04:08 | So click somewhere in the Last Name
field, go up to Sort & Filter, and let's
| | 04:12 | Sort A to Z. So now we are sorted
from Fitzpatrick down to Zarish.
| | 04:17 | Well, we can clear some of these filters,
but we don't have to clear in the same order.
| | 04:21 | Remember we first filter by
Department, then by Seat Preference.
| | 04:25 | We don't have to do it in reverse order.
| | 04:27 | Let's un-filter this and two ways to do it.
| | 04:30 | You can simply click Select All or you
could click Clear Filter from Department.
| | 04:34 | So now we see every state, every department,
as long as the Seat Preference is an Aisle seat.
| | 04:41 | Well, what if we want to see only those
people who have a particular wage?
| | 04:45 | Maybe everybody who has a wage
greater than or equal to 1000.
| | 04:50 | Well, first, let's clear this filter over
here, so I am going to clear that filter.
| | 04:54 | So here is the Wage column, click that
down arrow and let's choose number of filters.
| | 04:59 | And let's choose Greater Than Or Equal
To and where it says Greater than or equal to,
| | 05:03 | type in 1000, click OK, and now
regardless of what seat they have or state or
| | 05:08 | anything else, we see only those
people where the wage is greater than 1000.
| | 05:13 | We can continue filtering this, we can
continue sorting this. Maybe everybody
| | 05:17 | who has wage greater than a thousand
and is in New Jersey. We can click that
| | 05:21 | down arrow. Deselect Select All.
| | 05:24 | By the way, you can
stretch this out if you want.
| | 05:27 | If that's easier. Click New
Jersey and OK and there you go.
| | 05:31 | So you could keep doing this over and over.
| | 05:34 | But just one more thing.
| | 05:35 | Let's say this is what we want.
| | 05:37 | We have everybody in New Jersey whose
wage is greater than 1000 and we want to
| | 05:41 | take this data and put
it on another worksheet.
| | 05:44 | Well, click in here and we want to
select all and the easiest way is press Ctrl+A,
| | 05:50 | because all begins with the letter A.
| | 05:52 | Now if you don't want that Payroll in
there, you can simply just select like this.
| | 05:56 | It's your choice.
| | 05:58 | So copy to the Clipboard. I'll just
press Ctrl+C. And you see the marching ants
| | 06:02 | have some multiple borders?
| | 06:04 | That's because it's picking up just
what you want and you can see over here the
| | 06:08 | row headers are skipping numbers.
| | 06:09 | Now let's go to Sheet 2, first cell is fine,
press Ctrl+V to paste, and there you go.
| | 06:14 | Well, the columns are a little too narrow.
| | 06:16 | So if you click this little box in
the upper-left corner and then just
| | 06:20 | stretch out the columns.
| | 06:21 | Now everything is out and
this is not dynamically linked.
| | 06:25 | This is simply copied and pasted and
is exactly what you are looking for.
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| Using tables to sort and filter data| 00:00 | Excel has a feature called tables, which adds
some nice features to sorting and filtering.
| | 00:06 | And if you watched the movie on basic
sorting and multiple fields sorting,
| | 00:10 | I think you'll like some of
the features that tables add.
| | 00:13 | Well, to convert this area to a
table, we go to the Insert tab.
| | 00:17 | Now, this is kind of a misnomer,
because we're going to click Table under the
| | 00:21 | Insert tab, but we're not
actually inserting anything.
| | 00:24 | We're simply taking this whole range
of data and converting it to a table.
| | 00:28 | So click anywhere in here.
| | 00:30 | It doesn't matter which cell you select.
| | 00:32 | Click Table and you see Excel correctly
guesses what area we have for our table.
| | 00:38 | And you want to make sure this box is selected
because we do have headers there. And click OK.
| | 00:42 | Now, scroll up a bit and you see Excel
puts in these little down arrows so we
| | 00:47 | can sort and filter.
| | 00:49 | As long as you have one of these cells
selected, you'll be in the Table Tools
| | 00:52 | section in the Design tab.
| | 00:55 | So let's do some sorting
and filtering before anything.
| | 00:58 | Maybe let's go over here to State and
click State and we can sort from A to Z or
| | 01:04 | maybe we want to see just one state.
| | 01:06 | I'll just select that and
choose Connecticut and OK.
| | 01:09 | So this is all kind of
basic sorting and filtering.
| | 01:12 | Let's remove that filter.
| | 01:13 | Just click that filter and clear that off.
| | 01:16 | One of the really nice features of
tables is that we can remove duplicates.
| | 01:21 | Well, let's sort Last Name.
| | 01:23 | Click that dropdown under Last Name and
let's sort from A to Z. And as you look
| | 01:28 | through here, you see we have duplicates.
| | 01:30 | Here we have two records that are the same.
| | 01:32 | Here we have two records that are the same,
and here we have two records that are the same.
| | 01:37 | When I say the same,
I mean exactly the same.
| | 01:39 | These are duplicates. First Name,
Last Name, all the way across.
| | 01:41 | Now, if you go down, you see here we
have three records that at first glance,
| | 01:47 | they look like they're exactly the
same, but take a look at the Rate.
| | 01:51 | The rate is incremented for each one.
| | 01:53 | And that's probably just a data entry mistake.
| | 01:56 | So what we want to do is we want to
find some way that we can remove all
| | 02:01 | of these duplicates.
| | 02:02 | So here's what we do.
| | 02:04 | Let's go up to Remove Duplicates and you
see we have all of these fields selected.
| | 02:11 | We can just scroll down and see all of
these fields are selected, and it again
| | 02:15 | correctly guesses that we have headers.
| | 02:17 | What that means is that Excel is going
to compare the values of all of these
| | 02:21 | fields when it's comparing to see which are
duplicates and which are not. So just click OK.
| | 02:27 | And it tells us 5
duplicates found, 37 unique remain.
| | 02:30 | But keep that 5 in mind here. So click OK.
| | 02:33 | Now, when you go through you see those
duplicates that we had before are not
| | 02:38 | there until you come down
to this one, to Rampulla.
| | 02:42 | And now you see that because the Rate
is different for each one, Excel did not
| | 02:48 | regard these as duplicate
records. Well, let's undo.
| | 02:51 | You can just click your Undo button on top.
| | 02:53 | I'll just press Ctrl+Z. And when you do
that, we have our duplicates back here.
| | 02:57 | We can see duplicates are there.
| | 02:59 | Again, duplicates are there again and so on.
| | 03:01 | So again just click somewhere in this
table area and now again choose Remove
| | 03:05 | Duplicates, but in here click Unselect All.
| | 03:09 | And now, let's select just Last
Name, First Name, and Department.
| | 03:13 | What that means is Excel will
compare only these three fields and ignore
| | 03:17 | the other fields when deciding which records
are duplicates and which are not duplicates.
| | 03:22 | Click OK.
| | 03:23 | Now, remember before it told us 5
duplicates found. Here it told us 7. Click OK.
| | 03:29 | And there you see those duplicates are
gone and when you go down to Rampulla,
| | 03:32 | you see those duplicates are gone.
| | 03:34 | And it shows just one of them.
| | 03:36 | Now, we can also format this.
| | 03:39 | Again, make sure you are somewhere in this
data area and go over here to Table Styles.
| | 03:43 | And because we have our Two Trees Olive
Oil Company, you might want to give this
| | 03:48 | more of a greenish look here or
maybe something even like this.
| | 03:52 | That gives us a nice olive feel.
| | 03:56 | Well, if you don't like the fact that
we have these little drop-downs here,
| | 04:00 | we can turn these back to a regular range.
| | 04:03 | So again, we're staying in
the Design tab of Table tools.
| | 04:06 | Click over here Convert to
Range. Confirm Yes that we do.
| | 04:10 | And now you notice the formatting
remains, but it's a regular range.
| | 04:15 | We don't have all of those dropdown lists.
| | 04:17 | Now, this feature is useful in other ways also.
| | 04:20 | For example, if you manage an email
list and you have lots and lots of email
| | 04:23 | addresses, this is a handy way of
removing duplicate email addresses so you
| | 04:28 | don't send people the same
piece of mail more than once.
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| Inserting automatic subtotals| 00:01 | Earlier in this course, we talked
about several methods of adding numbers.
| | 00:05 | And we also talked about
different ways of sorting and filtering.
| | 00:08 | In this movie, we'll put these concepts
together to let Excel create subtotals
| | 00:12 | for us automatically.
| | 00:14 | If you take a look at this worksheet,
we have some pretty typical information.
| | 00:18 | Last Name, First Name, Department and so on.
| | 00:20 | Well, let's just do some basic sorting first.
| | 00:23 | Click somewhere in the Last Name field.
| | 00:25 | And on the Home tab, let's go over here
to Sort & Filter, and we can sort A to Z.
| | 00:29 | Maybe let's go to State.
| | 00:32 | Click Sort & Filter and we can sort Z to A.
| | 00:35 | Well, what we want to do is we want to
give some information to department heads.
| | 00:39 | And you see we have all
these different departments.
| | 00:42 | We want the department heads to know,
for example, what's the total number
| | 00:45 | of hours that their people incurred, and maybe
we want to tell them what's the average rate.
| | 00:51 | So first thing, you want to do is go
into the Department field and let's Sort &
| | 00:56 | Filter A to Z. So we have all the
executives, all the finance people, all the
| | 01:00 | graphics people and so on.
| | 01:02 | So now go up to the Data tab and
over on the right click Subtotal.
| | 01:07 | So what we want to do is
find where is this changing.
| | 01:11 | Well, we're changing this by department.
| | 01:13 | So over here where it says At each change in,
click that drop-down and choose Department.
| | 01:18 | Well, what function do we want?
| | 01:19 | Well, we want to add up the hours.
| | 01:21 | So click on this drop-down and choose Sum.
| | 01:25 | And what do we want to sum?
| | 01:26 | Well, we want to sum the hours.
| | 01:28 | So over here if you have anything
selected, just deselect. Scroll if you need to.
| | 01:32 | Now, we want to make sure that Hours is the
only field that has a checkmark. And that's it.
| | 01:37 | Click OK.
| | 01:39 | Now, we can see total hours for
executive, total hours for finance, total hours
| | 01:44 | for graphics and so on.
| | 01:46 | You might also notice over here,
we have the outlining as in effect.
| | 01:50 | And if you watch the movie on grouping
and outlining, this will look familiar.
| | 01:54 | And here's the deal.
| | 01:56 | If you click this number 1 on top,
this shows you just the grand total.
| | 02:00 | Click the number 2 and this shows you
grand total plus the component totals.
| | 02:05 | If you click the number 3, this shows
you all the detail, plus-- I'm just going to
| | 02:10 | click the number 2 here for a second.
| | 02:11 | You could expand or
collapse any of the components.
| | 02:15 | So maybe you want to see just the
Finance department detail and the aggregate
| | 02:19 | detail for all the other.
| | 02:20 | So it's very flexible.
| | 02:21 | Well, let's click on this number 3
so we can see all the detail again.
| | 02:25 | And now what we want to do is we
want to display what is the average rate
| | 02:29 | for each department.
| | 02:31 | So make sure you click somewhere
in this data area. Any cell weill do.
| | 02:34 | Go back to Subtotal.
| | 02:36 | And again, we're going to keep
At each change in Department.
| | 02:39 | But this time, we want to
use the Average function.
| | 02:43 | Deselect hours because we're not going to
average the hours. We want to average the rate.
| | 02:47 | And you see over here where it
says Replace current subtotals?
| | 02:49 | We want to deselect that, because
we want to leave the totals here.
| | 02:53 | So we're going to have Total and Average, Total
and Average for each department. Then click OK.
| | 02:59 | So now we have the average executive
rate and the total executive hours.
| | 03:04 | And we have the average finance rate
and the total finance hours for each one.
| | 03:11 | And now you see over here in
the outline we have four levels.
| | 03:14 | So if you click 4, we have all of the detail.
| | 03:17 | Click the level 3, we have the aggregate,
average and total for each department.
| | 03:22 | Click the 2 we have just the totals
but Grand Average and Grand Total.
| | 03:26 | And if you click the number 1, we have
the Grand Average and Grand Total for
| | 03:30 | the entire worksheet.
| | 03:32 | And I'll just click this number 4 again.
| | 03:34 | So if you ever need to find subtotals
or averages or counts for a large amount
| | 03:39 | of data, don't do them manually.
| | 03:41 | Use the Subtotal feature in the Data tab.
| | 03:44 | I think you'll find it pretty handy.
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| Creating lookup tables| 00:00 | When you have a lot of data in a
worksheet, there's a great set of functions
| | 00:03 | called Lookups that can help you
extract specific data. Let's take a look.
| | 00:09 | We have two or sort of three related functions.
| | 00:11 | One function is called VLOOKUP.
| | 00:12 | V stands for vertical and you do that if
you have your data arranged down by column.
| | 00:19 | There's also an HLOOKUP, horizontal just
in case your data are arranged across rows.
| | 00:23 | Those are really the only two
functions you want to deal with.
| | 00:26 | They're sort of a third simply called
Lookup and it'll work but it's legacy.
| | 00:31 | It's from older versions of Excel.
| | 00:32 | You really don't want to use it but
I just have it here because you might
| | 00:35 | encounter it once or twice.
| | 00:36 | Well, let's talk about the
syntax of the Lookup function.
| | 00:39 | Now whether its HLOOKUP or VLOOKUP,
the syntax works the same and vertical
| | 00:43 | is much more common.
| | 00:44 | So we say =VLOOKUP and then you have a
Lookup value, which is the way you're
| | 00:49 | going to find the data,
the key to your data area.
| | 00:52 | Your data range is where you have
all your data, and then you can figure
| | 00:56 | out which column you want to get your
data from and the true/false we will
| | 00:59 | talk about in a minute.
| | 01:01 | So let's take a look.
| | 01:02 | The Lookup value is something typical
like a product code, maybe a Social
| | 01:06 | Security Number, maybe an employee ID.
| | 01:09 | It's really whatever is the key that
will find your record, and if you're
| | 01:12 | familiar with databases, this is
what you would call a primary key.
| | 01:16 | It's some unique identifier
that tells us which row we want.
| | 01:19 | Now, the data range is the entire
data area, all of the columns that
| | 01:25 | you're looking for.
| | 01:26 | Now, once you have that in place, you want
to find which column you are going to match.
| | 01:30 | And columns are done by number.
| | 01:32 | So let's say you have Column A
through F where you have all your data.
| | 01:37 | Well Column A is column 1,
Column F is column 6 and so on.
| | 01:41 | But it doesn't have to be this way.
| | 01:42 | So for example, if you start with your
data in Column B, Column B is column 1
| | 01:47 | and than Column C is column 2 and so on.
| | 01:50 | So try not to get confused there.
| | 01:53 | Now, the true/false will let you decide,
do you want an exact match for the data
| | 01:57 | you're looking for or is
that an approximate match?
| | 02:00 | And if you put in true and
you literally put the word true,
| | 02:03 | true means an approximate match.
| | 02:05 | And if you put literally the word false,
Excel will give you an exact match.
| | 02:10 | So let's go ahead and put this to work.
| | 02:13 | In this worksheet, here we have product
codes, descriptions, some monthly sales,
| | 02:18 | and we have some totals.
| | 02:19 | What we want to do is we want a plug-
in the product code here, let Excel read
| | 02:23 | down the column and once it finds the
product code we wanted, it'll read across
| | 02:28 | and find okay here's the
description and here's the total.
| | 02:31 | So we are going to put
our Lookup function in B4.
| | 02:35 | But before we do that, we
want to identify this data area.
| | 02:39 | Click anywhere inside that data
area and let's select all the data.
| | 02:43 | The easiest way to select all the
data just press Ctrl+A. We are going to
| | 02:47 | give this a range name.
| | 02:49 | Now, you don't have to give it a range name,
but believe me it's a lot easier to deal with.
| | 02:53 | So click up here in the name box and
when that becomes highlighted just type the
| | 02:57 | word data and press Enter.
| | 03:00 | And if you're not familiar with range
names, that means you can click somewhere
| | 03:03 | here, have nothing selected, click this
down arrow on the name box, and when you
| | 03:06 | select data that selects all your data.
| | 03:09 | You don't have to name it data.
| | 03:10 | You can call it anything you want.
| | 03:12 | So let's click in cell B4 and will say =VLOOKUP.
| | 03:16 | Now as you are typing it, by the time
you type =vlo, Excel recognizes that
| | 03:21 | you want the VLOOKUP.
| | 03:22 | So you can continue typing it or if
you want to save yourself the trouble of
| | 03:25 | typing, just press the Tab
key and it will fill in for you.
| | 03:28 | So the first thing we want is our Lookup value.
| | 03:31 | So that's this code we were talking
about that's going to look down here.
| | 03:34 | So right now that's an A4 and
that's the first argument. Type a comma.
| | 03:38 | The second argument is the entire
table that we were dealing with.
| | 03:42 | Now, since we know that it's called data,
you can type it in and you see Excel
| | 03:47 | even confirms it for you.
| | 03:48 | But let's say you're doing several months
down the road and forgot what you called it.
| | 03:51 | I am just going to Backspace over here.
| | 03:53 | If you don't remember what your range
name is called, you could press the F3 key
| | 03:57 | and in the Paste Name dialog box
it'll tell you, then you could just
| | 04:00 | double-click. Whichever way you
like is fine. So type a comma.
| | 04:03 | Now, we need to decide which column number.
| | 04:06 | Well, we want to put in the description,
and when you look at the data area, you
| | 04:10 | see the Description is Column 2.
| | 04:12 | So literally type in a 2.
| | 04:14 | Now, that's that argument so type in
at comma and here's the true/false.
| | 04:18 | We want an exact match so you can
either type the word false or if it comes up
| | 04:22 | here you can just double-
click it, and that's it.
| | 04:25 | In the parenthesis, I'll just press Ctrl+
Enter so I just stay there, and then we can see.
| | 04:29 | Code C0123 is Cooking oil standard 8 ounces.
| | 04:33 | But before we go and play with this,
let's put in another one just for practice.
| | 04:37 | Click here in Cell C4 and again type =
VLOOKUP and again I'll just press Tab and
| | 04:43 | Excel does the typing for me.
| | 04:44 | Now, the Lookup value is the
same as the last one we did.
| | 04:47 | It's still going to be here so
Excel can find it down there.
| | 04:50 | So A4 is the same. Type a comma.
| | 04:53 | The table array is the same.
| | 04:54 | I'll just type in the word data.
| | 04:56 | We talked about that before. Type in it a comma.
| | 04:59 | Now, the index number, well we
are going to count it 1-2-3-4-5-6.
| | 05:04 | So Total is the sixth column.
| | 05:06 | So in your formula, literally type in a
6 and a comma, and just like before we
| | 05:11 | want an exact match.
| | 05:12 | So instead of clicking it this time,
I literally type in the word false.
| | 05:16 | Close the parentheses, press Ctrl+
Enter, and now we can see C0123.
| | 05:20 | Our product code is C0123.
| | 05:23 | Cooking oil standard eight
ounces. The total is 6153.
| | 05:27 | Well, now let's change the product
code in Cell A4 and see what happens.
| | 05:31 | I'll type then S123 and this is not
case-sensitive. Press Ctrl+Enter.
| | 05:36 | Now S123 it finds, seasoning is extra
origin 12 ounces, and the total is 60,192.
| | 05:42 | We are going to click in here, and we
will type SH124, and enter in SH124 is 6
| | 05:51 | ounce shampoo and the total is 70,098.
| | 05:55 | So if you have a lot of data and you
want a quick way of querying this little
| | 05:59 | database, it's hard to be the Lookup functions.
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|
|
10. Analyzing DataUsing auditing to diagram| 00:00 | After a while, you might find you're
spending a lot of your time in Excel not
| | 00:04 | creating worksheets but auditing
sheets that have already been created.
| | 00:08 | So I want to show you tools
that Excel has to help you along.
| | 00:11 | Well, if you take a look at this
worksheet here, we have a couple of groups of
| | 00:14 | products and we have a total for the
first group and average for the first
| | 00:19 | group, you might need to scroll down,
and we have total and average for the
| | 00:23 | second group and then grand
total and grand average for this.
| | 00:26 | And what's happening is you have your
data, one cell is feeding into another one.
| | 00:31 | So like January is feeding into here
and feeding it to there and then it's also
| | 00:35 | feeding down here on the bottom.
| | 00:37 | This is what auditing is going to help us with.
| | 00:39 | So, let's go into the Formulas tab
and you see over here we have the
| | 00:43 | Formula Auditing section.
| | 00:45 | There's some terminology that you
need to know first is precedents and
| | 00:49 | dependents and a dependent is a formula
that a cell feeds into and a precedent
| | 00:56 | is data that feeds into a formula.
| | 00:58 | So it kind of depends on
what your perspective is.
| | 01:01 | Are you data or are you formula?
| | 01:03 | Well, right now we're in some
other data. It doesn't matter.
| | 01:06 | Click in any of these data cells, doesn't
matter, and then click Trace Dependents.
| | 01:11 | You see Excel draws in these arrows.
| | 01:13 | So what this is telling us is that
February for Begentier olives feeds into
| | 01:19 | total, feeds into an average, and feeds
into this average over here and to this
| | 01:24 | total here, but nothing down here.
| | 01:29 | Well, let's choose another one.
| | 01:30 | Let's choose maybe total for Cantera
and click Trace Dependents and this is a
| | 01:38 | formula where this is data but this
formula is feeding into this cell and it's
| | 01:44 | feeding into this cell and
it's feeding into this cell.
| | 01:46 | Well, let's look at the opposite perspective.
| | 01:49 | Click Allora here and then choose
Trace Precedents and this is telling us
| | 01:54 | okay, this average formula is
getting its data from up here.
| | 01:58 | Let's maybe click for average sale of
Cantera olives and Trace Precedents and it
| | 02:04 | tells us, okay, January,
February, March is feeding in there.
| | 02:08 | Now when you see all of these
arrows and boxes, these actually print.
| | 02:12 | Let's take a look at Print Preview.
| | 02:13 | You could either press Ctrl+P on your
keyboard or go to the File tab and down to
| | 02:17 | Print and you see these will all print out.
| | 02:20 | Just press the Escape key so we're back here.
| | 02:23 | Now, if this is too much of the mess,
you could just click over here, Remove
| | 02:27 | Arrows, and they're gone.
| | 02:28 | Now let's go down here to the bottom
where we have our grand total and grand
| | 02:32 | average and I'll click, let's say, over here
at the end of Column F and Trace Precedents.
| | 02:38 | Now you can see that this is taking
from this specific cell and that specific cell
| | 02:43 | and feeding in here or maybe the
grand total for both groups and Trace
| | 02:48 | Precedents and again it's taking from
this specific cell and this specific cell
| | 02:53 | and feeding in here.
| | 02:55 | So again, let's remove the arrows.
| | 02:57 | Well, using the Trace Precedents and
Trace Dependents commands on the Ribbon bar
| | 03:02 | are great for drawing in these
arrows and boxes, but sometimes you might
| | 03:06 | just want to select the cells, that is you might
want to select the dependents or the precedents.
| | 03:11 | Now, what's in the Formula Auditing
selection here on the Ribbon bar does no
| | 03:15 | tell you is that there are direct
precedents and direct dependents and there are
| | 03:21 | indirect precedents and indirect dependents.
| | 03:24 | The only way to select them is with a couple
of whacky keyboard shortcuts. Let me show you.
| | 03:28 | Let's click maybe over here in March.
| | 03:30 | Now if you press Ctrl+Right Square
Bracket and the Right Square Bracket is
| | 03:35 | little to the left of the
letter P on your keyboard.
| | 03:38 | You notice what it does.
| | 03:39 | It selects the cells that that
cell is feeding directly into.
| | 03:45 | No circles, arrows, and as soon as
you click, that selection goes away.
| | 03:48 | Now those were direct dependents.
| | 03:50 | If we want to select direct and
indirect dependents, press Ctrl+Shift+Right
| | 03:56 | Square Bracket and now it selects the
cells that that cell feeds into and the
| | 04:01 | cells that those cells feed into, kind
of like the grandchildren of that cell.
| | 04:05 | Well, let's go down over here, maybe to
the Group 2 total, and if we want to find
| | 04:11 | the direct precedents, press Ctrl+Left
Square Bracket and it selects this entire
| | 04:17 | column of numbers because those are
the numbers that feed into that formula.
| | 04:21 | Well, let's click on Cell F25 and if
we want to find the direct and indirect
| | 04:26 | precedents, press Ctrl+Shift+Left
Square Bracket and it finds the children and
| | 04:33 | grandchildren that are feeding into it.
And I'm sorry, there really is no other
| | 04:37 | way than with those four whacky shortcuts.
| | 04:40 | Now, what we could also do with
Auditing is we can find errors and there's some
| | 04:45 | error checking that it will help us out.
| | 04:47 | Well, let's say we don't have any data
yet for Group 2 and let's just select
| | 04:51 | from B16 all the way down to E21.
| | 04:55 | Now we haven't selected any of the formulas.
We're just selecting the data. And just delete.
| | 04:59 | Now when you delete, you notice you
get some divide by zero errors over here,
| | 05:03 | you get some divide by zero errors over
there, and the reason is that it's trying
| | 05:07 | to create an average.
| | 05:08 | Well, you can't really create an
average of the bunch of zeroes because what happens?
| | 05:12 | You divide it by zero and
Excel recognizes that as an error.
| | 05:15 | Well, these really aren't errors in
our thinking or errors in logic but
| | 05:19 | according to Excel, it's an error.
| | 05:21 | So when you look at this, you might
say well gee, why do I have errors in my
| | 05:24 | worksheet? Where are they coming from?
| | 05:25 | Well, click any of these divide by
zero errors and over here click Error
| | 05:31 | Checking > Trace Error and it tells you,
oh, okay, the errors coming from these
| | 05:35 | three cells. And then you might decide
oh right, because there's no data, or
| | 05:39 | click one of these divide by zero
errors and go to Error Checking > Trace Error
| | 05:44 | and it also tells you, oh okay,
because there's no data there, we have that error.
| | 05:48 | And the same thing, we could
remove all of the errors and that's gone.
| | 05:52 | So if you have a worksheet that has a
lot of data, maybe a lot of complexity to it,
| | 05:57 | you might want to look into the
Formula Auditing features because they can
| | 06:00 | really help you make sense of things.
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| Using evaluation in Excel| 00:00 | Formulas can get very complicated very quickly.
| | 00:03 | So when you start getting answers that
don't look right or maybe you just want
| | 00:07 | to double check to see that they are
right, the Evaluation feature can help you
| | 00:11 | examine a formula piece by piece.
| | 00:14 | If you watched the movie on the IF
function, this is a similar worksheet and
| | 00:18 | here's what this worksheet is saying.
| | 00:20 | It's looking at the sales of all of
these people and it's evaluating, it's
| | 00:24 | creating an average.
| | 00:26 | If you take a look at any of the
commission rates and look at this complicated
| | 00:29 | formula, what the formula is doing is
it's saying if the amount that the person's
| | 00:34 | sold is at least average or average or
above average, then let's give them a
| | 00:40 | higher commission rate.
| | 00:41 | If not, if they're selling below
the average then we give them a lower
| | 00:45 | commission rate and we're finding the
commission rates over here in Column F.
| | 00:49 | So let's go and evaluate this formula
piece by piece to make some sense out of it.
| | 00:53 | So go up to the Formulas tab and
over here under Formula Auditing, click
| | 00:58 | Evaluate Formula and this comes up,
let me just move it out of the way.
| | 01:02 | So this is showing us the formula as
it exists now and you notice this B5 is
| | 01:07 | underlined because that's what it's starting at.
| | 01:10 | So click Evaluate and it
says IF B5. What is B5?
| | 01:14 | Well, B5 is 509.7 and there is 509.7.
| | 01:18 | Well, is this greater than
or equal to this average?
| | 01:21 | Now this average is underlined so
when you click Evaluate, it's going to
| | 01:24 | evaluate that underline.
| | 01:25 | Oh okay, if 509.7 is at least
537 point a bunch of numbers,
| | 01:31 | that's the average, okay.
| | 01:33 | Click Evaluate and now it says IF False,
meaning that okay now it evaluated the
| | 01:38 | fact that 509.70 is false, that it's
equal to or greater than the average.
| | 01:44 | Now, the whole thing is underlined,
click Evaluate again and it evaluates that
| | 01:49 | statement to 5% and then we click
Close and we're back to where we were.
| | 01:54 | So by evaluating this formula, we
can see exactly why this number is 5%.
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| Working with Goal Seek| 00:00 | Sometimes you know the result that you
want but you are not sure what the data
| | 00:04 | inputs should be to get you there.
| | 00:06 | Well, Excel has this great feature
called Goal Seek that will let you tell it
| | 00:11 | what the answer is and it
will figure the rest out for you.
| | 00:14 | It's kind of like that game show where
they give you the answer and you have
| | 00:17 | to guess the question.
| | 00:18 | Well, by way of an example, our Two
Trees Extra Virgin Olive Oil Company,
| | 00:22 | they need a capital loan for a new equipment,
because they want to expand production.
| | 00:26 | So they are going to borrow some
money and we are going to use the Payment
| | 00:29 | function to help them
determine how much they can borrow.
| | 00:33 | Let's just go to Sheet2 here for a second.
| | 00:36 | The Payment function has three arguments to it.
| | 00:39 | The first is the interest
rate that you are going to pay.
| | 00:42 | The second argument is how many
periods will you pay that back over.
| | 00:46 | And the third argument is what is the
present value of the loan, which is kind
| | 00:50 | of a financial way of saying
how much money do you want.
| | 00:54 | So let's go here to Sheet1
and let's just take a look.
| | 00:58 | Two Trees wants to borrow about $100,000.
| | 01:01 | They expect that they are going to pay
an interest rate of 6% and it will take
| | 01:05 | about 10 years to pay it off.
| | 01:06 | What they want to know with that Payment
function is every month when they write
| | 01:10 | that check, how much will that check be?
| | 01:13 | So let's click here on Cell D8 and we will
use the Payment function to figure it out.
| | 01:18 | So we say =PMT, open up the
parentheses, and the first thing as we said is
| | 01:25 | what is the interest rate, and here we
have the interest rate as 6%. Now, you
| | 01:30 | want to be careful because this isn't
6% per month. This is 6% per year and
| | 01:36 | the company is going to have to write a
check every month, so we have to convert
| | 01:39 | this 6% yearly to a monthly.
| | 01:42 | So we simply divide by 12.
| | 01:45 | So yearly interest rate divided
by 12 is our monthly interest rate.
| | 01:49 | Well, that's our first
argument, so type a comma.
| | 01:52 | The second thing we need to
figure out is how many periods?
| | 01:56 | Now, we can see here in Cell D7,
it will be 10 years, but we are not going to
| | 02:00 | write a check every year. We are
going to write a check every month.
| | 02:03 | So click that 10 years and we multiply by 12.
| | 02:07 | So type *12, so that's
10 years times 12 months.
| | 02:10 | So we know that it will be 120 months.
| | 02:12 | Type a comma, and now the present value.
| | 02:15 | Well, the present value of the loan,
because let's say we are getting the amount
| | 02:19 | today, we haven't paid anything back,
the present value is the initial amount.
| | 02:23 | It is that $100,000.
| | 02:25 | Press Ctrl+Enter and now we can see
that with these numbers every month
| | 02:31 | Two Trees Olive Oil will have to
write a check of about $1,100.
| | 02:33 | Now, you might be wondering, hey, that looks
like a negative number. Is that what that is?
| | 02:39 | Well, yes, it is.
| | 02:41 | It's a negative number because the cash
flow is going from Two Trees' bank account out.
| | 02:47 | So that's why it's a negative number.
| | 02:49 | Well, if that looks a little
weird to you, you can fix that.
| | 02:52 | Let's double-click here on that
$100,000 and we can simply make that a negative
| | 02:58 | number, and now that payment
turns into a positive number.
| | 03:02 | So we have that negative $100,000 because
we are going to pay that back and now we
| | 03:06 | have a positive number for our monthly payment.
| | 03:08 | Whichever way you like is fine.
| | 03:09 | So here's where Goal Seek comes into play.
| | 03:12 | Let's say Two Trees says well, $1,100.
Maybe that's a little too much. We want
| | 03:17 | to make that an even $1000.
| | 03:19 | Well, to make that an even $1,000
a month, something has to change.
| | 03:23 | Either we borrow less money, or we
find a bank that will give us a lower
| | 03:27 | interest rate, or maybe we pay it
off over a longer period of time.
| | 03:31 | So click that $1,100 and now we go up
to the Data menu and over here we click
| | 03:38 | that What-If Analysis and choose Goal Seek.
| | 03:42 | Let's just move this over here.
| | 03:44 | So the cell that we are setting it
already identifies as D8, because that's
| | 03:48 | what we have selected, and click over here.
| | 03:50 | The value that we want is an even 1,000, and
just press Tab, and what cell do we want to change?
| | 03:55 | Well, let's say we will reduce the
monthly payment by borrowing less money.
| | 03:59 | So where it says By changing cell,
click that, $100,000, click OK, and it
| | 04:04 | calculates it and it finds out that
at 6% over 10 years, we would have to
| | 04:10 | borrow $90,073 to have an even $1,000 payment.
| | 04:14 | Now, there's two things we can do.
| | 04:16 | If we click OK, it will
leave these numbers permanent.
| | 04:20 | If we click Cancel, it will go
back to the original numbers.
| | 04:23 | Well, let's look at the opposite.
Maybe Two Trees is flush. We are selling
| | 04:26 | olive oil like crazy and maybe the
company can afford $1,500 a month.
| | 04:31 | So again go back to What-If Analysis,
go to Goal Seek, and again the cell
| | 04:37 | that we are going to change is the
same as Cell D8 and the value we are going
| | 04:41 | to set it to is 1,500.
| | 04:42 | And the cell we are going to change,
rather than the amount we are borrowing,
| | 04:47 | we figure 100,000 is enough, but maybe we
could afford a higher interest rate or
| | 04:51 | maybe we can pay this off
over a shorter period of time.
| | 04:55 | So click that years, click OK, and now
it tells us that rather than paying it
| | 05:00 | over 10 years, we can pay it back over
about 6 and 2/3 years, so that we can pay
| | 05:06 | the higher amount of $1,500 at
6% per year of $100,000 loan.
| | 05:12 | Click OK and now you see
that number is permanent.
| | 05:15 | So Goal Seek is great when you want to
change just one variable at a time, but
| | 05:21 | there are a few other features you
could use in Excel that will let you change
| | 05:24 | multiple values at a time and
that's using the Table feature.
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| Using data tables in formulas| 00:00 | Two Trees is considering a capital
loan so that they can expand production by
| | 00:05 | buying some capital equipment.
| | 00:07 | But they want to see a whole bunch of
options for how much this loan is going
| | 00:11 | to cost them depending upon how long
it takes them to pay back or maybe how
| | 00:15 | much money they borrow.
| | 00:16 | If you watch the movie on Goal Seek,
you saw that we were able to substitute
| | 00:20 | one input, maybe just the interest rate or
maybe just the amount that they are borrowing.
| | 00:25 | Well, using the Data Table feature
we can substitute one or possibly two
| | 00:30 | entire range of inputs.
| | 00:33 | In this workbook, you want to be
in a single variable worksheet.
| | 00:36 | Let's take a look at what we are doing here.
| | 00:38 | We have about $100,000
that we are going to borrow.
| | 00:41 | The company thinks that the
interest rate will be about 6% per year.
| | 00:45 | It's thinking of paying it
off over a period of 10 years.
| | 00:49 | We'll use the Payment function for that.
| | 00:51 | If you click on the syntax tab, you can
see the syntax of the Payment function.
| | 00:55 | So, we see =PMT.
| | 00:57 | What's the interest rate to be charged,
how long will it take to pay back, and
| | 01:01 | what's the present value.
| | 01:02 | Which basically means how much is that
check going to be the first day that we
| | 01:06 | get it from the bank?
| | 01:07 | What does that loan worth?
| | 01:08 | So, let's go to the first tab here
single variable and what we'll do is we'll
| | 01:12 | substitute only how many
years will it take to pay off.
| | 01:16 | So, click here in cell D11 and
we'll use the Payment function.
| | 01:19 | So we'll say =PMT, open up the
parenthesis. What's the rate?
| | 01:24 | Well, here it is, 6%.
| | 01:26 | Keep in mind that's 6% per year.
| | 01:29 | We are going to pay this loan back every month.
| | 01:31 | So, we have to take that 6% per
year and divide it by 12 to get the
| | 01:35 | monthly interest rate.
| | 01:36 | So, type a comma and we'll
put in the next argument.
| | 01:39 | The next argument is how many periods?
| | 01:41 | Well, it's 10 years, not 10 periods.
| | 01:44 | So, click that 10 years and
we need to multiply by 12.
| | 01:48 | So, 10 years, the number of periods,
will really be 120 months. Type a comma.
| | 01:53 | What's the present value?
| | 01:54 | Well, the day we get the check from the
bank, the present value is the full $100,000.
| | 01:58 | Then press Ctrl+Enter, so we
enter and stay on that cell.
| | 02:02 | We can see it's a negative
number, because it's cash outflow.
| | 02:06 | We can see that every month we will write a
check of about $1100 to the bank to pay this off.
| | 02:11 | Well, maybe Two Trees can't afford all
that or maybe they are flush and they can
| | 02:15 | afford to pay back some more.
| | 02:17 | So, here we can vary how many years it
will take to pay back from paying it back
| | 02:22 | over one year through
paying it back over 30 years.
| | 02:25 | So, let's select all the cells inside this box.
| | 02:29 | Keep in mind when you do this,
this is kind of specific.
| | 02:32 | You have to put this function in this
cell and you have to put these numbers
| | 02:36 | here kind of in that adjacent column.
| | 02:38 | So, now we go up to the Data tab, click
on What-If Analysis, and choose Data Table.
| | 02:45 | Now, this Data Table dialog box is not
the most intuitive thing in the world.
| | 02:48 | It's asking Row input cell,
Column input cell. Ah, what is that?
| | 02:51 | Well, there is no row input cell.
| | 02:53 | So, let's leave that for now.
| | 02:55 | Click down here in Column input cell.
| | 02:57 | Well, what is the column?
| | 02:58 | Well, down here in Column C these are the
number of years that we are going to pay back.
| | 03:03 | What is that substituting?
| | 03:04 | Well, that's substituting for this
number where our Payment function is
| | 03:08 | getting that figure.
| | 03:10 | So, click on that 10.
| | 03:11 | So, that Cell D7 is what's going to
be substituted for when we go down this
| | 03:17 | column and then our payments
will appear in this blank column.
| | 03:21 | So, I click OK to deselect.
| | 03:23 | Now, we could see that $100,000 at 6% interest.
| | 03:27 | If we pay it back over one year, every
month we'll write a check for about $8,600.
| | 03:31 | $100,000, 6% interest rate, if it
takes us 30 years, every month we'll write a
| | 03:37 | check for about $600.
| | 03:40 | And if you want this formatted really
to look like dollars, we can just select
| | 03:44 | these figures, go to the
Home tab and click this dollar.
| | 03:48 | Now, it looks like dollars and negative,
because the money is coming from their
| | 03:51 | pocket and going out.
| | 03:53 | Well, that's great, but what if we
want to vary not just the number of years,
| | 03:57 | maybe we have another input we want to vary?
| | 03:59 | So, let's go here to the dual variable table.
| | 04:01 | Now, here we can vary not just how
many years it'll take, but how much money
| | 04:06 | we can pay that back.
| | 04:07 | I am assuming that the company doesn't
have a lot of control over the interest rate,
| | 04:11 | but it probably can control
how long it'll take to pay back and
| | 04:14 | certainly how much to borrow.
| | 04:15 | So, let's put in the Payment function again.
| | 04:18 | It has to be specifically in this cell here A11.
| | 04:21 | So, again we'll put in =PMT, open the
parenthesis, there is the rate divided by 12,
| | 04:29 | type in a comma, we want the number
of periods, there are 10 years, time is
| | 04:33 | 12, just like in the last sheet,
type in a comma, and it's the same present value,
| | 04:37 | that $100,000, and press Ctrl+Enter.
| | 04:40 | So, there's the Payment function.
| | 04:42 | Now, again let's select all of the
cells in this box, so starting from A11 down
| | 04:46 | and across to select all the cells in that box.
| | 04:50 | So, let's go back to the Data tab > What-If
Analysis > Data Table. Move this out of the way.
| | 04:57 | Now, we are going to use both of these fields.
| | 04:58 | The row input cell.
Well, what's the row?
| | 05:00 | Well, we have in row 11,
we are substituting for that present value.
| | 05:05 | So, click that present value.
| | 05:07 | We go in here to the Column input cell.
| | 05:09 | Well, what's the column in the table?
| | 05:11 | The column in the table is
substituting for the number of years.
| | 05:14 | So, click that number of
years and that's it. Click OK.
| | 05:17 | Now, we can see-- let's just select that and
format it as dollars before we talk about it.
| | 05:23 | Now, we can see for example if we
borrow $95,000 and take 20 years to pay it
| | 05:29 | back at 6%, every month we'll
write a check for about $681.
| | 05:34 | Or if we borrow $110,000 at 6%
interest, pay it back over five years, it will
| | 05:39 | cost us a little over $2100.
| | 05:42 | Now, there's no rule that says you have
to use these specific variables and this
| | 05:46 | specific Payment function for Data Tables.
| | 05:48 | For example, if interest rates are
volatile, you might try higher and lower
| | 05:52 | interest rate amounts. Or maybe you need to
see cosines and tangents of different angles.
| | 05:57 | So, you can think of Data Tables as
sort of a kicked up type of Auto Fill.
| | Collapse this transcript |
| Using scenarios in formulas| 00:00 | Excel's Goal Seek and Data Tables
features are really great, but there are times
| | 00:05 | when you might want to change more than
just one or two variables at a time or
| | 00:08 | maybe you want a nicely formatted
report of all your possibilities.
| | 00:12 | That's what the Scenario Manager is and
it's also under the What-If button that
| | 00:16 | we've been looking at in this chapter.
| | 00:18 | So, go to the Data Tab and over
here click What-If Analysis and choose
| | 00:24 | the Scenario Manager.
| | 00:25 | Now, we haven't created any
scenarios yet so that's why this is blank.
| | 00:29 | And the way it works is you create sets of data.
| | 00:33 | Each set of data has a name that you give it.
| | 00:35 | It's a friendly name.
It's not a file name.
| | 00:37 | You can call it just about anything you want.
| | 00:39 | You typically give it names like low,
medium, high, very high, whatever it is
| | 00:44 | that suits your particular need.
| | 00:46 | So let's start by clicking Add and
let's say the scenario name we'll call
| | 00:50 | this as Low amount.
| | 00:53 | This will be perhaps the
lowest amount that we would borrow.
| | 00:56 | So, go over here for Changing cells and
just delete whatever is in there and
| | 01:00 | we want to select these three
numbers here on the worksheet.
| | 01:03 | Now, keep in mind you don't want to
select that Monthly payment because that is
| | 01:07 | a calculated amount.
| | 01:09 | So we don't change the calculated
amount directly. We change the inputs that
| | 01:13 | create it. And delete the comment here.
| | 01:16 | Let's call this something
like Lowest amount and click OK.
| | 01:21 | So, now we can change those amounts.
| | 01:23 | So, let's say the lowest amount we would
borrow is maybe 80,000. So I type in 80,000.
| | 01:30 | Maybe we figure that if we borrow
80,000 perhaps we could get a lower
| | 01:34 | interest rate than 6%.
| | 01:35 | So, let's change that to maybe 5.5%.
| | 01:39 | Maybe we could pay this
off over fewer than 10 years.
| | 01:42 | I'll just press the Tab key this time and
say maybe we could pay that off over 8 years.
| | 01:47 | Now, click OK and you see that Low
amount scenario was put in the Scenario box.
| | 01:52 | We have the cells were
changing and that comment.
| | 01:54 | Well, let's add a few more.
| | 01:56 | So click Add, and maybe
let's call this Original amount.
| | 02:02 | The cells that we are changing should
be the same, and let's change the comment
| | 02:06 | here and we'll call this
Original amount to borrow and click OK.
| | 02:13 | Now, we don't have to change anything of
course because this is the original amount.
| | 02:16 | Now, rather than clicking OK, just click Add.
| | 02:19 | So, that saves us the step of going
back into the main Scenario Manager dialog.
| | 02:23 | So we can just add one scenario after another.
| | 02:26 | It's just a little easier.
| | 02:27 | So let's call this scenario A little more.
| | 02:31 | I'll just press the Tab key, Changing
cells, that's the same, the comment and
| | 02:35 | let's say Borrowing slightly more and click OK.
| | 02:40 | So let's say maybe for this we'll
borrow 125,000. Maybe we'll estimate that we
| | 02:47 | will get maybe a .0625% interest and
because we are borrowing a little more,
| | 02:51 | maybe we'll have to pay this off over
12 years and click Add. And let's say add
| | 02:57 | just one more and we'll call
this a High amount to borrow.
| | 03:01 | I'll just press Tab, leave the
Changing cells alone, press Tab again and the
| | 03:05 | comment is Highest amount, click OK.
| | 03:10 | Let's say the highest amount we might
borrow is 175,000 and I'll leave the
| | 03:15 | interest rate alone for this.
| | 03:16 | There is nothing that says that you
have to change all of the values of all
| | 03:20 | of your input cells.
| | 03:21 | So I'll leave that 6% alone, but because
we are borrowing a lot more maybe we'll
| | 03:25 | have to pay this off over
let's say 18 years and click OK.
| | 03:29 | So now we have all of our scenarios.
| | 03:32 | So how do we go and use them?
| | 03:33 | Just double-click any one. Double-click
the Original amount, the Low amount, A
| | 03:38 | little more, High amount.
| | 03:40 | Now, let's say if you just want to
leave it the way it is you can click Close.
| | 03:44 | And at any time, you could back to the
Data tab, back to What-If Analysis and
| | 03:48 | bring up the Scenario Manager
and just continue looking at them.
| | 03:52 | But wouldn't it be great if we could
see all of these all at the same time?
| | 03:55 | Click Summary and this asks us,
what kind of summary do we want?
| | 04:00 | We could have a traditional scenario
summary or we could take everything and put
| | 04:04 | it into a PivotTable report.
| | 04:06 | We'll talk about
PivotTables later in this course.
| | 04:08 | So, let's choose Scenario summary.
| | 04:10 | Now the Result cell is correctly
guessing that it's that calculated amount, so
| | 04:15 | click OK, and here we have our
Scenario Summary and it shows us all of these
| | 04:20 | named scenarios, and if you click any
of these you notice in the Formula bar
| | 04:25 | these are not linked to the original.
These are simply copied and pasted.
| | 04:30 | What you might want to do over here
into Changing cells is instead of putting
| | 04:34 | the cell references, give
those meaningful names also.
| | 04:36 | See I not going to call this something
like Present Value, Interest, Years and
| | 04:42 | so forth, and you can adjust
those column widths if you need to.
| | 04:46 | Well, this will print out
pretty much the way you see it.
| | 04:48 | So either press Ctrl+P or go to your File
tab, choose Print, and here's your preview.
| | 04:54 | It kind of cutoff as you see
over here. This is two pages.
| | 04:57 | You might want to go instead
of Portrait Orientation choose
| | 05:00 | Landscape Orientation.
| | 05:01 | Of course, that all depends on the
size of the scenario you are creating.
| | 05:04 | Now, let's just press the
Escape key and come back out.
| | 05:07 | Now, just one more thing.
These scenarios are not dynamic.
| | 05:11 | So if you go back let's say into your
original and you change these some more or
| | 05:16 | you add or delete scenarios,
this Scenario Summary sheet will not change.
| | 05:21 | You'll have to create an additional
scenario report, but that's okay because you
| | 05:25 | could have as many as you like.
| | Collapse this transcript |
| Exploring the Analysis Toolpak| 00:00 | If you watch some of the other movies
in this chapter on data analysis, you saw
| | 00:04 | that Excel has some pretty good
tools to help you look at different
| | 00:07 | possibilities and make decisions.
| | 00:09 | What I want to do now is give you just
a brief overview of a free add-in that
| | 00:12 | comes with Excel called the Analysis ToolPak.
| | 00:16 | If data analysis is something you need
to do a lot of, you'll want to explore
| | 00:19 | the ToolPak because it kicks these
features up to a whole new level.
| | 00:22 | We won't go into a lot of detail in this
movie, but I want you to see what's there.
| | 00:26 | But before we use it we have to
enable it, because it's a plug-in.
| | 00:29 | So, go up to the File tab to get into
Backstage view and down here towards the
| | 00:33 | bottom click Options.
| | 00:35 | And on the left we have all the
different categories of options.
| | 00:39 | Let's click Add-Ins down towards the bottom.
| | 00:41 | Now, if you see the Analysis ToolPak
here listed under Active, you don't have to
| | 00:45 | enable it because it's already active.
| | 00:47 | But you should see it over
here under Inactive Applications.
| | 00:50 | Now, if you don't see it at all it
means that it's simply not installed and you
| | 00:54 | have to get your original
Microsoft Office discs and reinstall it.
| | 00:58 | But if it's here, it'll
probably show up as the first ones.
| | 01:01 | By the way you notice there are two of them.
| | 01:02 | There is the regular and there is the VBA.
| | 01:05 | The VBA is for programming.
| | 01:07 | So, we're not going to
look at that in this course.
| | 01:09 | Make sure the regular Analysis ToolPak
is selected. Go down here and click Go.
| | 01:14 | And that brings up the little Add-Ins
dialog box, and here we see the regular
| | 01:17 | Analysis ToolPak, we see the VBA.
| | 01:19 | So, just put a check there in the
regular Analysis ToolPak and click OK.
| | 01:24 | Now, what that does is this. Go to the
Data tab and now on the right you see
| | 01:28 | there is this Data Analysis item.
| | 01:31 | So, I want to show you three of
the tools in the Analysis ToolPak.
| | 01:34 | Down here on the bottom we have three
tabs and let's start in the Correlation tab,
| | 01:37 | and what's happening here is we
have two columns of random numbers.
| | 01:42 | And we're going to use the Correlation
tool to correlate and see how random are
| | 01:46 | these random numbers really.
| | 01:48 | So, go up to Data Analysis and scroll if
you need to, find Correlation, and click OK.
| | 01:54 | So, it's asking for an Input Range,
and the Input Range is over here.
| | 01:58 | Let's select from B3
across and down to the bottom.
| | 02:01 | So, we have both of the
headers and we have all the numbers.
| | 02:03 | Now, Excel correctly guesses
that it's grouped By columns.
| | 02:07 | We want to make sure that it
recognizes that the first row are our Labels.
| | 02:11 | And we want to put the results right over here.
| | 02:14 | So, click the radio
button here for Output Range.
| | 02:16 | Make sure to click in the box,
make sure your cursor is there.
| | 02:19 | And now let's click maybe on cell E3 for
the Output Range, and click OK and deselect.
| | 02:26 | So, now what it tells us it is
correlating the first column with itself and
| | 02:30 | correlating second column with itself.
Of course it gives us 100% correlation.
| | 02:34 | But when it correlates the two columns
with each other, that's a pretty low number.
| | 02:39 | Now, in real life you probably couldn't
careless about ranking random numbers,
| | 02:44 | but what you might be doing is your Two
Trees Olive Oil Company is selling say
| | 02:48 | two different products to customers,
and you might want to see well, does the
| | 02:52 | sales of one product have anything at
all to do with the sales of another product?
| | 02:57 | Maybe you're selling garlic olive oil,
and you're also selling olive oil infused
| | 03:02 | shampoo, and do the sales of shampoo
have anything at all to do with the sales
| | 03:06 | of your garlic olive oil?
| | 03:08 | So, that's where I think
you might find this useful.
| | 03:10 | So, let's take a look at moving averages.
| | 03:12 | Now, here we can see by month from
January to August we're selling our 6-ounce
| | 03:17 | size of olive oil shampoo,
and we have our totals here.
| | 03:21 | This will be the input.
| | 03:22 | What we want to do is take a moving
average, and we want to find from one month
| | 03:26 | to the other, what is the average sale?
| | 03:29 | So, let's go back to Data Analysis and
scroll if you need to and find Moving Average.
| | 03:36 | Click OK and I'll just
move this here out of the way.
| | 03:39 | So, click here in the Input Range, and for
the Input Range select just these numbers.
| | 03:43 | I'm not selecting the Total column
header, because there's this blank row and I
| | 03:47 | don't want to average in a zero.
| | 03:49 | And you certainly don't want
to select that calculated field.
| | 03:52 | So, make sure Labels in First
Row is deselected for this example.
| | 03:55 | Now, what the Interval is-- and I'll
leave this blank. This will let you have a
| | 04:00 | greater or fewer numbers of
months to compare with each other.
| | 04:04 | But let's click over here in Output Range.
| | 04:07 | And Output Range, we'll click right
there on F6, so we'll have the range here
| | 04:11 | right next to the input, and while
we're at it put a checkbox in here for
| | 04:15 | Chart Output. Click OK.
| | 04:17 | So, now what we see is the first two
kind of look like an error, and the
| | 04:22 | reason we're doing that is because
you have to start somewhere and
| | 04:25 | you can't average a number with
something before it that doesn't exist.
| | 04:28 | So, here are the Moving Averages for
the rest, and the real nice analysis
| | 04:32 | part in this chart is we can see the
blue line is the actual sales and by
| | 04:36 | using that Moving Average we can predict on the
red line what our sales will be in the future.
| | 04:42 | So, now let's go to the Rank tab.
| | 04:44 | In the Rank tab our olive oil
company is selling to supermarkets.
| | 04:48 | Rght, where the wholesaler and
the supermarkets are selling your product.
| | 04:51 | Now, right now you can see the
supermarkets are listed in alphabetical order,
| | 04:56 | and we have whatever their purchases are.
| | 04:58 | Now you might say "well, hey no big deal.
I could just with one or two clicks
| | 05:02 | sort by Purchases." But what the Data
Analysis tool will let you do is give them
| | 05:07 | ranks by percentile.
| | 05:08 | So, let's go back once again to Data
Analysis, scroll down and choose Rank and
| | 05:14 | Percentile, and click OK.
| | 05:16 | So, the Input Range will be, including
the label Purchases down to the bottom,
| | 05:21 | and instead of scrolling I'm just
going to press Ctrl+Shift and then the Down
| | 05:25 | Arrow key on the keyboard, so I have
them all selected and just scroll up.
| | 05:28 | So, we're grouped by columns. That's correct.
| | 05:31 | Label is in the first row. That's right.
| | 05:33 | Now, we want to put the
Output Range right over here.
| | 05:36 | So, click this radio button for Output
Range, make sure to click in the box, and
| | 05:41 | then let's click right over here on cell
C3, and it will just populate down that
| | 05:45 | column, and click OK, and scroll up.
| | 05:49 | Now, this is great but we're not quite finished.
| | 05:51 | Column C is the Point and the Point is
simply what is the original position of
| | 05:57 | the supermarket name.
| | 05:59 | So for example, this point number 1
is Allbearson's supermarket, and point
| | 06:04 | number 18 is whatever is
number 18 down on the list.
| | 06:07 | Now the Purchases in Column D is redundant.
| | 06:11 | It's the same thing as what's
happening in Column B, but now we have the Rank
| | 06:15 | and we have the Percentile.
| | 06:17 | What we want to do is re-sort this
selected area so that we get some useful
| | 06:21 | information out of it.
| | 06:22 | So, make sure it's still selected.
| | 06:24 | If you deselected it, you want to reselect.
| | 06:26 | Let's go back to the Home tab over here
to Sort & Filter and choose Custom Sort.
| | 06:31 | What we want to sort by is Point.
| | 06:34 | We want to sort Values and Smallest to
Largest, so that will make these four
| | 06:38 | columns match the original two columns.
| | 06:41 | Click OK and now we can see okay,
this is supermarket number one, this is
| | 06:45 | supermarket number two, and so on.
| | 06:47 | Well, I said before the Column C and D
were redundent, so we don't need them anymore.
| | 06:51 | Put your mouse pointer up here on the
header for Column C so you have that
| | 06:53 | down-pointing arrow, just click-and-
drag to Column D ,right-click and Delete.
| | 06:58 | Now we have some useful information.
| | 07:00 | But let's go and format these headers.
Click on one of these green headers here,
| | 07:04 | and in the Home tab get the
Format Painter and just drag over here.
| | 07:08 | Okay, now let's do something useful.
| | 07:10 | Let's sort by Rank.
| | 07:11 | Click anywhere in the Rank column,
Sort & Filter, maybe Smallest to Largest.
| | 07:16 | So, keep in mind Smallest
Rank is the highest amount.
| | 07:19 | So we see Snob Hill Market is our best customer.
| | 07:22 | Here in the purchases they are in the
100 percentile, or maybe we want to sort
| | 07:26 | Largest to Smallest.
| | 07:28 | And let's go and sort alphabetically again.
| | 07:30 | Click somewhere in Column A, go to Sort
& Filter, Sort A to Z and here we have
| | 07:35 | an original alphabetical order, so we
could see our first supermarket in the
| | 07:39 | list is our number 4 best customer.
| | 07:42 | So, you might need only one or two of
the tools in the Analysis ToolPak, but
| | 07:47 | knowing how those work can save you a
tremendous amount of time over doing it manually.
| | Collapse this transcript |
|
|
11. Advanced Analysis with PivotTablesDiscovering PivotTables| 00:00 | Among Excel's arsenal of data
analysis tools is a really great feature
| | 00:05 | called PivotTables.
| | 00:06 | That's what we are going to look at in
this chapter and I want to give you an
| | 00:09 | overview of what PivotTables are
and where you would find them useful.
| | 00:13 | PivotTables are useful when you have
a lot of data to analyze and it's not
| | 00:18 | obvious how they relate to each other.
| | 00:20 | In the example here on the screen,
we have orders being placed from different
| | 00:25 | regions of the country over different months.
| | 00:27 | We see we have different sized bottles
being sold and in each order we can see
| | 00:32 | how many of these bottles are being sold.
| | 00:34 | If you have thousands and thousands of
rows of data like this, it could be hard
| | 00:39 | to make good decisions unless
you have them analyzed properly.
| | 00:43 | So PivotTables summarize your data.
They turn raw data into useful knowledge
| | 00:48 | that you can do things with.
| | 00:49 | Now if you were to create a PivotTable
based on the data that you just saw,
| | 00:54 | this is whatthe PivotTable might look like.
| | 00:56 | Now I know it looks kind of complicated.
| | 00:58 | So let's talk about what the
anatomy of this PivotTable is.
| | 01:01 | First thing to look at are the Row
Labels and we just said that we're selling to
| | 01:06 | different regions of the country.
| | 01:08 | So we've taken those particular data
points and we've put them into the row
| | 01:13 | labels, because there is only a finite
number of regions that we are selling to.
| | 01:18 | We also have column labels and the
column labels are also taken from the data
| | 01:22 | that we just saw. We have different
sized bottles that we are selling.
| | 01:25 | And where the rubber meets
the road is the Summary area.
| | 01:29 | So for example, we know that the
central region has bought over 10,000 bottles
| | 01:35 | of the 1 liter size and they have bought
over 76,000 bottles of the 2 liter size,
| | 01:41 | because it's summarized.
| | 01:42 | Now we can have sort of a third dimension
to the PivotTable using the report filter.
| | 01:47 | So in addition to our row and column
labels, we can also filter by month.
| | 01:53 | PivotTables are flexible.
| | 01:55 | What's the pivoting part of a PivotTable?
| | 01:57 | They are flexible and with just one or two
clicks, we can swap columns, rows, and filters.
| | 02:04 | Also we can filter tables
interactively with a feature called Slicers and
| | 02:08 | Slicers are new to the 2010 version of Excel.
| | 02:11 | In addition to PivotTables, Excel also
has a feature called PivotCharts where
| | 02:16 | we can make a chart of all our data
and we will look at PivotCharts also in this chapter.
| | Collapse this transcript |
| Creating a basic PivotTable| 00:00 | Now we're going to get a chance to
create our very own PivotTable and we'll
| | 00:04 | create it from scratch.
| | 00:05 | Before we do, let's just
take a quick look at our data.
| | 00:08 | We have orders coming in from
different areas of the country.
| | 00:12 | The orders are coming in at
different times of the year.
| | 00:14 | We see we are selling different
size products, 1 liter bottles, 2 liter
| | 00:17 | bottles and so on, and we can see in Column E,
how many bottles we're selling in each order.
| | 00:23 | Now, if you have thousands of rows
of data like this, it could be hard to
| | 00:27 | understand what's going on.
| | 00:28 | So the PivotTable will summarize
it and make some sense of this.
| | 00:31 | PivotTables are something that we
insert, so we go to the Insert tab and over
| | 00:38 | here at the beginning of the Ribbon bar,
click that PivotTable button and from the
| | 00:41 | flyout, choose PivotTable.
| | 00:43 | That brings up the Create PivotTable dialog box.
| | 00:46 | So the first thing is that Excel is
correctly guessing where our data are.
| | 00:51 | And you can see the first row we have our
Table/Range is correctly listed over here.
| | 00:55 | Now, we want to put the
table on a new worksheet.
| | 00:58 | You don't have to, but
it's generally a good idea.
| | 01:00 | Now if you look down here in the
lower left, we only have one tab in
| | 01:03 | the worksheet anyway.
| | 01:04 | So let's leave New
Worksheet selected and click OK.
| | 01:08 | So now, you can see we still have our data.
| | 01:11 | That's still here and the PivotTable
is going to be on Sheet 1. You could
| | 01:14 | rename that if you want.
| | 01:15 | So over here on the left is where the
PivotTable will go and over on the right,
| | 01:20 | we have the panel that will
let us construct the PivotTable.
| | 01:23 | Also take a look at the Ribbon bar. We
have a PivotTable Tools section and we're
| | 01:27 | right now in the Options tab.
| | 01:29 | So what we're going to do is we're
going to use the field list here to
| | 01:32 | construct the PivotTable.
| | 01:34 | So let's start off with the row labels
and what we want to do is let's take the
| | 01:38 | region and just with your mouse, you
see you get the four headed arrow, just
| | 01:41 | drag down into this box here.
| | 01:44 | So immediately as we start creating the
PivotTable, we have our row labels.
| | 01:48 | Some of the other parts of that
structures disappeared. Don't worry.
| | 01:51 | It's going to come back in a moment.
| | 01:52 | Second thing we want to do is
figure out our column labels.
| | 01:56 | So the column labels will
be the size of the products.
| | 01:59 | So take this Size and drag
down here into the Column Labels.
| | 02:04 | So now we have the basic
structure of our PivotTable.
| | 02:07 | So the row labels are here, column
labels are here, and in the middle, this'll be
| | 02:11 | the volume how many bottles are we selling.
| | 02:14 | So let's go over and take Quantity and
drag Quantity down here into the Values box.
| | 02:22 | So now we can see all right the
Southeast region is buying over 40,000 or almost
| | 02:28 | 41,000 bottles of the 1 liter size.
| | 02:31 | We can also filter this by month, so
let's take Month and drag that down here
| | 02:36 | and into our Report Filter.
| | 02:38 | So now we have that on the top and if
you've done this, congratulations, you are
| | 02:42 | now the proud parent of
your very first PivotTable.
| | Collapse this transcript |
| Modifying a PivotTable| 00:00 | In this workbook we have a simple
PivotTable on Sheet 1 and if you want you can
| | 00:05 | take a peek here down in the Data tab,
so you can see the underlying data there,
| | 00:11 | but let's go back here to Sheet 1.
| | 00:12 | First thing we want to do in editing
the PivotTable is let's change this sheet
| | 00:18 | name to something useful.
| | 00:19 | Instead of Sheet 1 you can double-click it.
Maybe call it PivotTable or call it Summary.
| | 00:24 | Something a little bit more
useful and understandable.
| | 00:28 | Now let's go and do some filtering,
and you see up here we have these little
| | 00:33 | down arrows for our column and
row labels and report filters.
| | 00:37 | Let's start by filtering the months.
| | 00:39 | Click this down arrow and right now
you can see we have all three months
| | 00:44 | showing, but maybe we just want to see
January. Perhaps this is the beginning of
| | 00:47 | the year and we want to see how sales
are going just for this month, or perhaps
| | 00:52 | data are not complete for the other
months. Click OK and now you can see were
| | 00:57 | filtered just by January.
| | 00:58 | Maybe we want to see two months. So
click that Filter again, down here Select
| | 01:03 | Multiple Items and now you can put
checks in those two months and then click OK
| | 01:08 | and now we see we are sorted by Multiple Items.
| | 01:12 | Maybe we want to filter by region.
Perhaps we get a request from department
| | 01:17 | managers or sales managers for specific data.
| | 01:20 | So click that down arrow and over here
it says Select All, just click that so
| | 01:24 | we deselect all the regions. Maybe
we only want to see the Central and
| | 01:29 | Northeast regions, perhaps we have a
sales special going on in those two
| | 01:33 | regions so we want to look at those.
| | 01:35 | And click OK, and now we have
just those two regions selected.
| | 01:39 | May be the sales special that's going on is
only going to be for the 1 liter and 2 liter size.
| | 01:46 | So click this down arrow again, deselect
that Select All and we'll check just 1
| | 01:51 | liter and 2 liter size, click OK.
| | 01:54 | By the way if this 1 liter kind of
annoys you there that's aligned to the left,
| | 01:58 | you can simply click it and in the
Home tab just click the Right Align to
| | 02:02 | format it a little nicer.
| | 02:03 | Now that we have it filtered, perhaps we
want the underlying data for just these
| | 02:08 | numbers that we have.
| | 02:10 | So double-click any of them and you
notice that Excel creates a brand-new
| | 02:15 | worksheet down here with just the
underlying data for that particular cell
| | 02:20 | that we double-clicked.
| | 02:21 | Now this is not dynamic. This is
simply extracting and you can click on any
| | 02:26 | of these and you can see up here in the
Formula bar, this is simply like a copy-and-paste.
| | 02:29 | Now let's go back to the Summary
tab so we get back to the PivotTable.
| | 02:34 | Now if we decide that we want to unfilter
these, there's a couple of ways you can do it.
| | 02:38 | You could unfilter one-by-one.
| | 02:40 | Click the Filter button.
| | 02:42 | Now you could mess around down here by
selecting/deselecting, but it's a little
| | 02:45 | faster if you go over here
and you click Clear Filter.
| | 02:49 | Now you've cleared that filter but we
still have these two that are filtered,
| | 02:53 | and if you want to clear all the
filters, there is faster way to do it.
| | 02:57 | Up here in the Ribbon bar we have the
PivotTable Tools section, and that's
| | 03:00 | visible only if you've
clicked inside the PivotTable.
| | 03:04 | Click the Options tab and over here
click Clear and choose Clear Filters.
| | 03:10 | Don't choose Clear All because if you
do that you'll wipe out the PivotTable.
| | 03:13 | Just click Clear Filters and now the
filters are cleared out from all of those options.
| | 03:20 | Okay, well this is a PivotTable.
| | 03:21 | So let's do a little pivoting.
| | 03:23 | Let's take the Month over here in the
Report Filter section and let's drag Month
| | 03:29 | down below Region, and look
what happens to the PivotTable.
| | 03:33 | So now we have the months
are separated by region.
| | 03:38 | So maybe if you have separate sales
managers for each region you could give
| | 03:42 | this piece of the PivotTable to each
sales manager and say, "hey, here's how
| | 03:46 | your products are doing."
| | 03:47 | Let's pivot it a little bit more.
| | 03:49 | Let's take Size, and let's
drag Size into the Report Filter.
| | 03:56 | So we kept the original filtering by
region but now we can filter it further by size.
| | 04:00 | May be we only care about the 2 liter
size, so click 2 liter, click OK, so we
| | 04:06 | still have it filtered by region and
sub-filtered by month but only for the 2
| | 04:11 | liter size, and if we want to see every
size again click that Filter button and
| | 04:17 | choose All, and click OK.
| | 04:20 | Well, what if we decide that we want
to see average values instead of sum values?
| | 04:25 | Because what's happening here is
this is simply adding all the numbers together.
| | 04:29 | You want to make sure you are still
in the PivotTable Tools section and the
| | 04:33 | Options tab and over here where it says
Summarize Values By, click that, choose
| | 04:38 | Average, and now you have average
values instead of summary values.
| | 04:43 | And if you want to change it back you
could always go back here and change it to Sum.
| | 04:48 | There is some interactive filtering that
we can do and again in the Options tab,
| | 04:53 | click Insert Slicer and choose Insert
Slicer from the fly-out, and we get the
| | 04:57 | Insert Slicer dialog box. And what this
will let us do is put a little panel that
| | 05:02 | will let us filter by any of these data points.
| | 05:06 | So let's choose Month and Region and
click OK and we can separate these slicers
| | 05:13 | here just to make it a little easier to deal with.
| | 05:16 | Before we do anything let's make them look nice.
| | 05:19 | Select one of the slicers and
over here in the Options tab,
| | 05:22 | let's click down and maybe let's give it
a green olive-y look and choose the other
| | 05:27 | Slicer and give this maybe a slightly
different green olive-y look and while we
| | 05:31 | are at it, let's format the
PivotTable then we'll use the slicers.
| | 05:35 | So click somewhere in the PivotTable and
again in this section here go to Design
| | 05:39 | and when you click that, you can roll
your mouse over and before you pick one you
| | 05:45 | can see what it's going to
look like. I'll choose this.
| | 05:48 | So what are the slicers all about?
| | 05:50 | Well, in the Region Slicer, click let's
say Southeast and now you've immediately
| | 05:54 | filtered by Southeast or by Central or by West.
| | 05:58 | In the Month right now we see all of
them. Maybe we want to see just January.
| | 06:02 | Well, we can choose multiple values.
For example if we want to see January and
| | 06:05 | March but not February, make sure
January is selected and select it if you need
| | 06:09 | to and hold down the Ctrl key on your
keyboard and Ctrl+Click March, and then
| | 06:14 | we have January-March.
| | 06:15 | Maybe we want to see just the Central
and Northeast regions, so click Central
| | 06:20 | and again hold down the Ctrl key on
your keyboard and click Northeast.
| | 06:24 | So now have just the
Central and Northeast sections.
| | 06:26 | So if we have a client or a boss
or somebody who wants this specific
| | 06:30 | information, you can see it takes only
one or two clicks to get the specific
| | 06:35 | detailed information that we want.
| | 06:38 | Now I hope this has given you a good
idea of what PivotTables are and how they
| | 06:41 | can be useful and they are a lot more
ways that you can modify them. We just
| | 06:44 | don't have time to go into really
tremendous detail in this course.
| | 06:49 | But if you do want to learn about
PivotTables in depth take a look at some of
| | 06:53 | the great PivotTable
courses in the lynda.com library.
| | Collapse this transcript |
| Creating and modifying a PivotChart| 00:01 | Even though PivotTables do a great job
of slicing, dicing, and baking your data
| | 00:04 | so many different ways, sometimes you
will get the clarity you need only by
| | 00:07 | looking at a PivotChart.
| | 00:09 | Now, there are two ways that you can create
a PivotChart and I will show you both ways.
| | 00:13 | One is you can take an existing
PivotTable and make a chart out of it.
| | 00:17 | The other way is to skip the middleman.
| | 00:19 | Create a PivotChart directly from
your underlying data without having to
| | 00:23 | create a PivotTable first.
| | 00:24 | Well, let's do the first method first.
| | 00:26 | We already have a PivotTable here.
| | 00:29 | And if you want, you could go down
and click the Data tab just to see
| | 00:32 | the underlying data.
| | 00:33 | I will click back on the PivotTable tab.
| | 00:36 | And make sure you click somewhere in the
PivotTable. It doesn't really matter where.
| | 00:40 | Now, up here on the Ribbon bar,
you have the PivotTable Tools section.
| | 00:44 | And select the Options tab,
and over here click PivotChart.
| | 00:49 | And this will let us insert a chart.
| | 00:51 | And you have so many
different types of charts you can use.
| | 00:54 | Let's select Column.
| | 00:55 | And I am just going to choose the fourth one
here, so that's a nice basic 3-D Column Chart.
| | 01:00 | And then click OK.
| | 01:01 | And boom, it just pops
the chart onto the screen.
| | 01:04 | Now, just like a PivotTable, we can filter this.
| | 01:07 | Go down here in the lower
left corner and click Region.
| | 01:10 | And I will click that Select All.
| | 01:13 | So we deselect all. Maybe we just want
to see Central and Southeast, so select
| | 01:18 | those two and click OK.
| | 01:19 | And now we see just those.
| | 01:21 | Maybe we want to filter the months.
| | 01:23 | So click the Month drop-down.
| | 01:24 | And let's say we only care about
February, March, and not January.
| | 01:28 | So deselect January. And click OK.
| | 01:30 | We could also filter by size.
| | 01:33 | Click on Size and maybe we only want to
see the 1 liter and 2 liter and not the 750s.
| | 01:38 | So click over here to select multiple items
and just deselect the 750s, and click OK.
| | 01:43 | And there you are.
| | 01:44 | So now we have this filtered
by three different categories.
| | 01:48 | Now, we can also add slicers to the PivotChart.
| | 01:51 | So up here again in the PivotChart
Tools tab, click the Analyze tab and Insert
| | 01:58 | Slicer, and from the pop-
up choose Insert Slicer.
| | 02:01 | And let's insert slicers for
Region and Month. And click OK.
| | 02:07 | And you can drag these out of the way.
| | 02:10 | Maybe drag the chart out of the way here.
| | 02:15 | And before we go and use them,
let's go and format them.
| | 02:18 | Select the Slicer and
maybe select the other Slicer.
| | 02:21 | And let's give these kinds of olive-y looks.
| | 02:24 | Maybe we want Southeast through Northeast.
| | 02:26 | So select Southeast and
then Shift+Click Northeast.
| | 02:31 | And maybe we want to see January, March,
and not February. So click January and
| | 02:36 | then Ctrl+Click March. So we have those.
| | 02:40 | And of course we could unfilter
these whichever way we like. Okay.
| | 02:44 | Let's take a look at the other method
of creating a PivotChart and that is
| | 02:48 | directly from the source data.
| | 02:50 | So down here, click the Data tab and
just make sure you are clicked anywhere
| | 02:55 | inside the Data area.
It doesn't really matter where.
| | 02:57 | And just like PivotTables,
PivotCharts are things that we insert.
| | 03:01 | So we go to the Insert tab.
| | 03:03 | Now, over here on the left, click
PivotTable and then choose PivotChart.
| | 03:07 | Let's move this out of the way.
| | 03:11 | And Excel correctly guesses our data
area, including the column headers.
| | 03:15 | And we will put this on a new worksheet.
| | 03:17 | So I am just going to
accept the defaults and click OK.
| | 03:20 | Now, in a PivotTable, we would define
columns and rows, but in a PivotChart, we
| | 03:26 | define Axis and Legend fields.
| | 03:28 | So let's go and do that.
| | 03:30 | Let's take the Region and let's
drag the Region into the Axis fields.
| | 03:36 | And let's take Size and drag
Size into the Legend fields.
| | 03:42 | So now we have the basic structure of our chart.
| | 03:45 | And the data that we want
to summarize is the Quantity.
| | 03:48 | So take Quantity and drag Quantity into the
sub-values and now we can filter it by month.
| | 03:53 | So take Month and drag into the Report filter.
| | 03:56 | Now before we go and
format it, let's go and use it.
| | 03:59 | If you take a look at the chart here,
we have it grouped by Region and in the
| | 04:04 | Legend we have by Size.
| | 04:06 | Now, in Excel's terminology,
the Size is the series.
| | 04:10 | So we have this 1 liter in blue
and you see we have these blue bars.
| | 04:15 | So what that means is we have a 1-liter series.
| | 04:17 | We have a 2-liter series.
| | 04:19 | Now, if we decide we want the opposite,
maybe we want the series to be the
| | 04:23 | Regions and the groups to be
the Size, it takes one click.
| | 04:27 | In the PivotChart Tools section,
make sure the Design tab is selected.
| | 04:31 | And over here click Switch Row
/ Column, and boom, it's done.
| | 04:34 | So now we are grouped by Size.
| | 04:37 | And the Legend is done by Region.
| | 04:39 | So we have a Southeast
region and a Central region.
| | 04:43 | We have a 1 liter group,
2 liter group, and so on.
| | 04:46 | Now let's format it.
| | 04:47 | Make sure your chart is selected, and
up here under Chart Styles, click that
| | 04:51 | down arrow and you can choose a style.
| | 04:54 | Notice that when you roll your mouse
over it, it does not change dynamically.
| | 04:57 | You actually have to click one to take effect.
| | 05:00 | And I will choose this kind of 3-D olive-y color.
| | 05:03 | Now, we can insert Slicers here also.
| | 05:06 | So up here in the Ribbon bar, click
the Analyze tab, and click Insert Slicer.
| | 05:11 | And then choose Insert Slicer from the fly-out.
| | 05:14 | And let's do a Slicer for the Region.
| | 05:16 | So just click Region and click OK.
| | 05:18 | And move this out of the way.
| | 05:20 | And again, we can format this.
| | 05:21 | Maybe click this arrow here.
| | 05:23 | And I will choose, again,
a green sort of olivey color.
| | 05:27 | And maybe we just want to see the
Central and Northeast regions instead and not
| | 05:30 | the Southeast and West.
| | 05:31 | So click Central and then Ctrl+
Click Northeast, and we see that.
| | 05:36 | Or maybe we want to add Southeast but not
the West. You can Ctrl+Click that and so forth.
| | 05:41 | So just like with PivotTables,
there are just way too many features of
| | 05:45 | PivotCharts to go through
all of them in a single movie.
| | 05:47 | So if it's something you need, I would
suggest playing around with them on your
| | 05:51 | own and also check out the
PivotTable courses here on lynda.com.
| | Collapse this transcript |
|
|
12. Creating and Using ChartsChoosing chart types| 00:00 | Charts are great tools for data
analysis and Excel has a very robust
| | 00:04 | charting package built-in.
| | 00:06 | You also might not always know
which chart to use for which purpose.
| | 00:11 | First of all, why even use a chart?
| | 00:13 | Well, which is easier to understand?
Dry data like this or a colorful
| | 00:18 | column chart like this?
| | 00:20 | Now column charts are great when
you have a lot of data to look at.
| | 00:24 | And let's take a look at this chart here.
| | 00:26 | We can see right off the bat that
three states here, Maryland, Vermont and New
| | 00:30 | York, usually have fairly high numbers.
| | 00:33 | But something happened in this second quarter
| | 00:35 | where Vermont and New York still have
high numbers but something happened to
| | 00:39 | Maryland where the numbers aren't quite so high.
| | 00:42 | On the other hand, New Jersey
usually has some kind of mid-level numbers
| | 00:46 | but also in the second quarter
something happened where New Jersey has
| | 00:49 | higher numbers than usual.
| | 00:51 | Now this chart doesn't tell us why it
happened but it does make those numbers stand out.
| | 00:57 | Excel also creates pie charts, and pie
charts are great for comparing totals.
| | 01:02 | If you watched the movie in this course
on absolute references, we took a grand
| | 01:06 | total and we split it up into
component parts by percentage.
| | 01:10 | Well that's kind of what a pie chart is.
| | 01:12 | We have a whole and we've
split it up into its components.
| | 01:15 | And by having a nice color chart, three
-dimensional, one piece pulled out,
| | 01:19 | it makes the numbers and it makes the
information stand out a lot more.
| | 01:24 | Excel also does a good job with line charts.
| | 01:27 | Line charts are good for
identifying trends over time.
| | 01:30 | And here we have lines going across
three quarters of the year and we can see
| | 01:34 | what's going up and what's going down.
| | 01:37 | Excel also has a type of line chart called
Sparklines and they are new in the 2010 version.
| | 01:42 | And these are miniature
charts that fit in a cell.
| | 01:45 | I like to think of Sparklines as
thumbnail charts for thumbnail analysis.
| | 01:50 | And Excel does a whole lot more than
that and let's take a look at a few.
| | Collapse this transcript |
| Inserting Sparklines| 00:00 | Starting in the 2010 version,
Excel has a type of line chart called Sparklines
| | 00:05 | and Sparklines are little
miniature charts that actually fit into
| | 00:09 | the cells of the worksheet.
| | 00:11 | Now you might not always want a whole table
or you might not always have room for one.
| | 00:16 | So Sparklines might fit the bill for you.
| | 00:18 | Well, let's check it out.
| | 00:19 | First, click anywhere in the data are,
it doesn't matter and Sparklines like any
| | 00:23 | other chart are things that we insert.
| | 00:25 | So go to the Insert tab.
| | 00:27 | And over here to the right of the
Chart section, we have Sparklines.
| | 00:31 | Now click Line and the Create
Sparklines dialog-box comes up.
| | 00:35 | First thing we have to do
is define the Data Range.
| | 00:38 | So delete whatever is in here and
let's start with the first number here.
| | 00:42 | I'm not going to select the column headers.
| | 00:44 | It's just the numbers.
I'm just going to drag over.
| | 00:45 | Now you could drag all the way down if you want.
| | 00:47 | I'm just going to press Ctrl+Shift+Down
Arrow key. It's just a much easier and faster
| | 00:52 | way of selecting and scroll up.
| | 00:53 | So now we have the Data Range.
| | 00:55 | And now click here in the Location Range.
| | 00:57 | And the Location Range is where
do we want the Sparklines to go?
| | 01:01 | So let's start over here in H5.
| | 01:03 | Now here we have to drag down if
we press Ctrl+Shift+Down Arrow.
| | 01:07 | Now there's new place for it to start and
let's go ahead and let's scroll back up.
| | 01:11 | So click OK. And boom!
| | 01:13 | It just inserts those Sparklines and
just click somewhere inside the Sparklines
| | 01:17 | so you can get a better look.
| | 01:18 | Now when you do that you have the
Sparkline Tools in the Design tab showing
| | 01:23 | up on the Ribbon bar.
| | 01:24 | Before we change anything there, let's
just take a look at the column itself,
| | 01:27 | Column H. If we want these lines to be
flattened out a little bit more, you put
| | 01:32 | your mouse pointer here on the right
border of Column H. Your mouse pointer
| | 01:35 | turns to a two headed arrow.
| | 01:36 | Now you can click and drag out to
the right and those lines flatten out.
| | 01:40 | If you want them more compressed, just
drag them back and now the lines are a
| | 01:44 | little bit more craggy.
| | 01:45 | I'm just kind of drag in a little
bit to the right, a happy medium there.
| | 01:48 | Well, we can do some formatting here.
| | 01:51 | First, let's decide what kind of
thickness we want for the lines.
| | 01:55 | Go over here to the
Sparkline Color. Choose Weight.
| | 01:58 | And yes I know that's confusing. Why is
Weight in with the Color tab? I don't know.
| | 02:02 | It just is.
| | 02:03 | And I'll choose the heavier line so
that they stand out a little bit more.
| | 02:06 | As far as Markers go, we can display High
Points, Low Points, First, Last Points and so on.
| | 02:11 | So let's go over here in the Show tab
and maybe choose High Point and Low Point.
| | 02:16 | And now we can see with each
one there's a High and Low.
| | 02:19 | If you want, you can go here into Marker Color.
| | 02:22 | Go over here to Markers.
| | 02:24 | And we can change them as well,
make them a little bit more visible.
| | 02:27 | If you don't care about High Point and Low
Point, maybe you just want First and Last.
| | 02:32 | I'll turn those off and I'll
turn on First and Last Points.
| | 02:35 | And we can see those also.
| | 02:36 | And I'll just turn off those Markers.
| | 02:38 | It really depends on what you need.
| | 02:40 | There is no right way or wrong way.
| | 02:42 | Well, even though these are called
Sparklines, we also have a column variety.
| | 02:46 | So over here click Column.
| | 02:48 | And now we can see kind of
little miniature column charts.
| | 02:52 | And this might be a little bit more
visible of where the high numbers are and
| | 02:55 | where the low numbers are.
| | 02:56 | Well, speaking of low numbers, you'll notice
that some of these numbers here are negative.
| | 03:01 | And here's another one.
| | 03:03 | Wouldn't it be nice if we could make
those negative numbers really stick
| | 03:06 | out like a sore thumb?
| | 03:07 | When you're looking at the data
here, it's kind of hard to tell.
| | 03:10 | So click somewhere in the Sparklines,
and again if you need to go back to the
| | 03:13 | Design tab and choose Win/Loss.
| | 03:15 | Right now, it's still kind of hard to tell.
| | 03:19 | But let's click on the Style dropdown.
Maybe choose a dark theme and go over
| | 03:24 | here to Marker Color.
| | 03:26 | Click that and for negative
points, let's choose a light color.
| | 03:29 | I'll choose a light green.
| | 03:31 | And now we can see those
negative numbers really sticking out.
| | 03:35 | And you can see over here
Negative numbers are turned on.
| | 03:38 | And if you want, you can always turn them off.
| | 03:40 | And that green goes away.
Turn them on, the green comes back.
| | 03:43 | So the next time you need to create
some charts to display just a general
| | 03:47 | overview and you don't want to fuss with the
whole charting package, try using Sparklines.
| | 03:51 | It can save you a lot of time.
| | Collapse this transcript |
| Creating a column chart | 00:00 | We can create column
charts with just a few clicks.
| | 00:03 | And Excel has many different types
of charts and many variations of them.
| | 00:07 | But when you learn how to use column
charts, you can use the same techniques for
| | 00:11 | other charts as well.
| | 00:12 | Well, let's take a look at this worksheet.
| | 00:14 | It has pretty typical type of
data that you might want to chart.
| | 00:17 | So to create the chart, we have to
select the data first, because remember,
| | 00:21 | Excel doesn't know what we want.
We have to tell Excel what we want.
| | 00:25 | So let's select from A4 down to D11.
| | 00:29 | So we are selecting the column headers
for State and the three quarters and the
| | 00:33 | data for all our States.
| | 00:35 | The important part is we are not
selecting the Total column and we are not
| | 00:39 | selecting the Total row.
| | 00:41 | When you create a column chart, you
don't want to select your totals, because
| | 00:44 | then you will double the amount of
data that's in your chart and your chart
| | 00:47 | just won't be right.
| | 00:48 | So now that we have it
selected, we insert a chart.
| | 00:51 | Well, because we are inserting a
chart, we go up to the Insert tab.
| | 00:55 | And here in the Ribbon bar,
we have the Charts group.
| | 00:57 | So let's click Column.
| | 00:59 | And just to keep it simple for now, let's
just choose the first type of 3-D Column.
| | 01:03 | Click and boom, it just puts it on the page.
| | 01:07 | Now, if you want to format the chart,
you see on the Ribbon bar we have the
| | 01:10 | Chart Tools section, and
we have three tabs there.
| | 01:13 | And later in this chapter
we are going to go use them.
| | 01:16 | But if all you need is a chart with
the default settings, you are all done.
| | 01:20 | But let me show you a little bit more.
| | 01:22 | Let's say we don't want all three
quarterly data in this chart. Maybe the 3rd
| | 01:26 | quarter data hasn't come in yet.
| | 01:28 | So leave the chart selected or
move it out of the way if you need to.
| | 01:31 | And you see we have this
blue box around our data.
| | 01:35 | Put your mouse pointer in this heavy
dot in the lower right corner and your
| | 01:38 | mouse pointer becomes a two-headed arrow.
| | 01:40 | Now, that is not the Auto Fill handle.
Don't get that confused with Auto Fill.
| | 01:44 | It has nothing to do with it.
| | 01:46 | But when you get that two-headed arrow,
just drag over here to the left so this
| | 01:50 | box is just around the first two
quarters, and you notice that the chart
| | 01:53 | immediately changes. It's live.
| | 01:56 | The numbers are alive also.
| | 01:57 | For example, let's take a look at Connecticut.
| | 02:01 | You see Connecticut has some
fairly low numbers in this chart.
| | 02:04 | What happens if we change them?
| | 02:06 | Let's go over here.
| | 02:07 | I will just select that
first Connecticut number.
| | 02:09 | And let's make that, I don't know, 850.
| | 02:12 | Type in 850. Press Enter.
| | 02:14 | And boom, immediately that data point
increases, so we can see that's live.
| | 02:19 | I want to show you one other way that
you can very quickly insert a column chart.
| | 02:24 | I will just move this chart out of the way here.
| | 02:26 | Let's select the same cells as we did before.
| | 02:29 | Again, we are selecting the column headers.
| | 02:32 | We are selecting the State data.
| | 02:33 | We are not selecting the Total column.
| | 02:35 | We are not selecting the Total row.
| | 02:36 | Once we have those cells selected, just
press the F11 key on your keyboard and
| | 02:42 | boom, Excel creates a brand new
chart on a brand new worksheet.
| | 02:47 | Now, it's a two column chart, so it
doesn't look as fancy as the other one.
| | 02:50 | But we could modify that if we want.
| | 02:53 | The advantage here is that it's a lot bigger.
| | 02:55 | And that's something also that we can modify.
| | 02:57 | And we could change the location of this chart.
| | 02:59 | We can change the location
of the other chart if we want.
| | 03:02 | We will talk about moving
charts around also in this chapter.
| | 03:05 | This hasn't deleted the chart
or the data that we already have.
| | 03:09 | If you click back here on the Data tab,
you can see there is our original data,
| | 03:13 | and there is our original chart.
| | 03:15 | So if that's all you made,
you are pretty much done.
| | 03:17 | But later in the chapter we will talk
about modifying and formatting our charts.
| | Collapse this transcript |
| Modifying a column chart| 00:00 | Chances are that after you create a
chart, you will want to make some changes
| | 00:04 | and customize it to your liking.
| | 00:05 | All the tools you need for that are
under the Chart Tools section that appears
| | 00:09 | when you have the chart selected.
| | 00:11 | So I am going to click the chart and
now I have the Chart Tools section on the
| | 00:14 | Ribbon bar with three tabs underneath it.
| | 00:16 | If you don't see that Chart Tools
section, it's just because you don't have
| | 00:19 | the chart selected.
| | 00:20 | Now you can scroll down
to see it a little better.
| | 00:23 | I am just going to move the chart up
here so we can see the whole thing.
| | 00:26 | Before we start formatting it, let's
say you decide that you want this chart to
| | 00:30 | be on its own sheet.
| | 00:31 | See down here we have our Data sheet,
which is where all our data is, and then
| | 00:36 | we have Sheet2 and Sheet3, which are blank.
| | 00:38 | So make sure the chart is selected,
click the Design tab here under Chart Tools,
| | 00:43 | and over here on the right, click Move Chart.
| | 00:45 | Now, right now it tells you that
it's an object in this Data sheet.
| | 00:49 | Click New Sheet, give it a name if
you like, click OK, and Excel pops it
| | 00:54 | onto its own sheet.
| | 00:56 | And you might do this if you
want to get a bigger printout.
| | 00:58 | Maybe you just want to see it a
little bit more clearly. Maybe you want to
| | 01:01 | print out just the chart and you don't want
any of the underlying data getting in the way.
| | 01:04 | Now, if you change your mind and
maybe you want this chart back on the
| | 01:08 | Datasheet, sure, right now you could
Undo, but let's say you save it, you
| | 01:12 | close it, you go away for a few days and you
come back, and Undoing is no longer an option.
| | 01:16 | Well, what you do here is under the
Chart Tools section, under Design, you click
| | 01:20 | Move Chart again, and now we can
make this an object in that Data sheet.
| | 01:26 | Click OK and it comes back and you
notice that Chart sheet has just been removed.
| | 01:30 | So now we can move this back. Maybe we
will stretch it out here a little bit.
| | 01:34 | Right now we have our series is in columns.
| | 01:38 | We have columns for Quarter 1, 2,
and 3, and that's what's in the Legend.
| | 01:42 | And if you are never really sure, oh, gee,
is the series columns or rows, I don't know?
| | 01:45 | The Legend is the giveaway.
| | 01:47 | So right now we have a Quarter 1
series, Quarter 2 series, and so on.
| | 01:50 | Let's click over here to Switch Column/Row.
| | 01:54 | It's just a little easier to look at.
| | 01:55 | It will be a little easier
to modify in this exercise.
| | 01:58 | So let's go and format this chart,
so it looks a little bit more olivish.
| | 02:03 | So with it selected, make sure the
Design tab is active, and over here
| | 02:07 | click that down arrow.
| | 02:08 | And you will notice as you move
your mouse pointer around, there's no
| | 02:11 | updating to the chart.
| | 02:13 | It's not dynamic here.
| | 02:14 | So just click one that you like.
| | 02:16 | This one is kind of olive colored.
| | 02:18 | Now let's insert a title above the chart.
| | 02:20 | So click the Layout tab.
| | 02:22 | And over here click Chart Title,
and let's choose Above Chart.
| | 02:27 | So it gives us a placeholder,
and let's click in here.
| | 02:30 | I will just select that.
| | 02:32 | You don't even have to delete;
you can just type write over it.
| | 02:34 | I will call this Billions of Gallons Sold.
| | 02:39 | That's a lot of olive oil.
| | 02:40 | Now, if you want to format it, you
see you have this dotted line around it.
| | 02:45 | The best thing to do is click off it,
anywhere in the chart is okay, then click
| | 02:49 | back on it. So now you have a solid
border instead of a dotted border.
| | 02:54 | Go up here to the Format tab and
you see I have these WordArt Styles.
| | 02:58 | Click that and you have
all sorts of options here.
| | 03:02 | And choose one you like.
| | 03:03 | Don't worry about the color just yet.
| | 03:05 | I will choose this one here.
| | 03:06 | Well, that blue color doesn't really
look very olivish. So we can change it.
| | 03:11 | Go up here to Text Fill and
choose maybe a green fill.
| | 03:16 | And you see it keeps some
of that formatting as well.
| | 03:20 | We could also add a reflection if you like.
| | 03:22 | Go up here to Text Effects > Reflection,
and you could apply some sort of reflection.
| | 03:27 | And if you roll your mouse over some of
these options, you can see how it's changed.
| | 03:31 | I am just going to take this one.
| | 03:32 | It's kind of subtle.
| | 03:34 | We could also format this sort of as
an object and give it a background.
| | 03:38 | Leave it selected, and over here
under Shape Styles, click that down arrow.
| | 03:42 | And if you roll your mouse over, you
can see all these different shape styles.
| | 03:46 | And I am going to go down here to this
kind of rounded green look, and there it is.
| | 03:51 | Now, if you decide you don't want the
reflection on that rounded look, you could
| | 03:54 | always go back to Text Effects,
back to Reflection, and turn that off.
| | 03:58 | Now, let's do one more thing here.
| | 04:01 | Let's take a look at the numbers.
| | 04:02 | If you notice here, New Jersey is the
fourth bar and if you just roll your
| | 04:06 | mouse over the fourth bar here,
you can see there is New Jersey in the first
| | 04:10 | quarter, New Jersey here, much higher
number in the second quarter, and
| | 04:14 | New Jersey back down to a
smaller number in the third quarter.
| | 04:18 | Well, we don't know why that's
happening, but you might assume that in the
| | 04:21 | second quarter that New Jersey
number is an outlier, so you might want to
| | 04:25 | highlight it a little bit more than just
having it green, with all of the other bars.
| | 04:29 | So here is what we do.
| | 04:30 | Click that bar there, and when you
click it, you notice that all three of
| | 04:34 | the New Jersey series bars get selected, and
over here in the chart also it gets selected.
| | 04:40 | Click that Quarter 2 New Jersey bar a
second time and just that bar is selected.
| | 04:45 | So that's not a double-click.
| | 04:47 | It's really a click, hesitate, and click again.
| | 04:49 | So just that bar is selected.
| | 04:51 | Now, right-click your mouse on it
and from the pop-up menu, you want to
| | 04:54 | choose Format Data Point.
| | 04:56 | Now, if that says Format Data Series,
it means that you don't have that one New
| | 05:00 | Jersey bar isolated.
| | 05:01 | It means you have the whole series isolated.
| | 05:03 | So you will want to make sure
just to get that one selected.
| | 05:06 | So click Format Data Point.
| | 05:08 | And over here choose Fill.
| | 05:10 | And you see it says Automatic, because
it's simply picking up the style that
| | 05:13 | all of the bars have.
| | 05:14 | So instead, let's choose maybe Gradient Fill.
| | 05:18 | Nice sunset color, isn't it?
| | 05:19 | And if you click here on Preset
colors, there is other presets that you
| | 05:23 | can choose, and of course you can
customize these anyway you like and you
| | 05:27 | can change the gradient atops, you can
change the color, brightness, and transparency.
| | 05:31 | I am just going to leave those the way they are,
and click Close and I am going to deselect.
| | 05:35 | So if you have to present this chart to
someone and you especially want to show
| | 05:39 | them that New Jersey number is an
outlier, this is a heck of a lot more obvious
| | 05:43 | than it is than the number in
this Data sheet, wherever it is.
| | Collapse this transcript |
| Creating and modifying a pie chart| 00:00 | When you want to show how individual
numbers combine to make up a total, nothing
| | 00:04 | beats a pie chart and Excel does them pretty well.
| | 00:07 | So let's take a look.
| | 00:09 | Let's select cells down the State
column, and hold the Ctrl key down on your
| | 00:14 | keyboard and let's drag on
these cells down Column E.
| | 00:17 | So we want to have the State header
and the data underneath it and the Total
| | 00:21 | header and the data underneath it selected.
| | 00:25 | The only way to select cells that are not
adjacent is by holding down the Ctrl key.
| | 00:30 | Now in another movie I said that you should
never select the total to go into a chart.
| | 00:34 | Well, let me make that a
little bit more accurate.
| | 00:37 | You don't want to have the total
selected and the data that combines the total.
| | 00:42 | So in this instance, it's okay to
select the total because we don't have
| | 00:45 | the quarterly data.
| | 00:46 | If we have the quarterly data,
you wouldn't select the total.
| | 00:49 | Pie charts are showing components of
the whole, so that's why we really do want
| | 00:53 | the Total column selected.
| | 00:55 | So we are going to insert a pie chart.
| | 00:57 | So we go to the Insert tab and here
under Charts, click Pie, and I am going to
| | 01:02 | choose a three-dimensional pie chart and boom!
| | 01:05 | It just pops it onto the worksheet, and let's
just maybe stretch it out here a little bit.
| | 01:11 | We'll adjust the legend in the title
in just a little bit, but let's deal with
| | 01:15 | the pie itself first.
| | 01:16 | If you put your mouse pointer on any of
the Pie pieces, you can see which state
| | 01:21 | it is and what the values are.
| | 01:23 | If you roll your mouse pointer over
this section, you can see it's New York and
| | 01:27 | New York in this sheet has the highest number.
| | 01:29 | So I want to rotate that
to the 4 o'clock position.
| | 01:32 | Click the chart. Now you
don't have to click on New York.
| | 01:34 | It doesn't matter, you can click
anywhere on the pie chart and go to the Layout
| | 01:37 | tab and over here choose 3-D Rotation.
| | 01:40 | I'll just drag this out right here.
| | 01:42 | You see we have the x-rotation.
| | 01:45 | If you click that up arrow,
you see the pie chart rotates.
| | 01:49 | I am going to rotate
that till it's about 160 degrees.
| | 01:52 | That will put New York at
about the 4 o'clock position.
| | 01:57 | Let's take the Y angle, and
let's boost that up to 40 degrees.
| | 02:01 | I think it's just going to make it a
little bit more visible and let's bump up
| | 02:05 | the Perspective to about 20 degrees.
| | 02:07 | You could use different numbers but I
think these numbers will just make the pie
| | 02:11 | chart look a little better, and now click Close.
| | 02:14 | Now that New York is in the 4 o'clock
position, let's say we want to pull it out
| | 02:18 | from the rest of the pie.
| | 02:19 | Click it and you see the entire pie
is selected and now click it again.
| | 02:23 | So that's not a double-click.
| | 02:25 | It's a click, hesitate, click again.
| | 02:28 | Now, drag out away from the rest of
the pie and there you see the New York
| | 02:32 | piece has been pulled out.
| | 02:34 | If you change your mind, you want that
piece pushed in, just take that piece and
| | 02:37 | drag it in towards the center.
| | 02:39 | Don't worry if you're
dragging your mouse too far.
| | 02:41 | You can't overlap the pieces. They won't smush.
| | 02:43 | Well, let's say you decide that you want
all the pieces separated the same amount.
| | 02:48 | Well click off here in the background
of the chart, put your mouse-pointer on
| | 02:52 | the chart, click-and-drag out.
| | 02:54 | Now if you find that you're still
pulling just one piece out and not all of the
| | 02:59 | pieces, let me undo because I
want to be very clear on this.
| | 03:03 | If you have it deselected and you click
it so that all pieces are selected and
| | 03:07 | then you pull out, you'll still
end up pulling just one piece out.
| | 03:10 | I am going to undo that
again and click off here again.
| | 03:12 | What you really want to do is put your
mouse-pointer on any piece, it doesn't
| | 03:17 | matter, press-and-hold down on the
mouse button, don't release the mouse button,
| | 03:21 | and now drag out away and now all
of the pieces will be separated.
| | 03:25 | You really have to be careful of
that to get all the pieces separated.
| | 03:28 | Now, I think this pie chart would look a
lot better if the states were listed on
| | 03:32 | the pie itself rather than in the legend.
| | 03:35 | So let's remove the legend.
| | 03:37 | Make sure the chart is still selected and in
the Layout tab here, click Legend and None.
| | 03:43 | See it says Turn off Legend?
| | 03:44 | So now we have more room for the pie itself
and now we can stretch this out a little bit.
| | 03:48 | Put your mouse pointer on one of the
four corner handles and just drag out and
| | 03:52 | now we have some more room for it.
| | 03:54 | Also let's take this title and just
drag this title out of the way here and we
| | 03:58 | can still make the pie chart a little bigger.
| | 04:00 | When you put mouse-pointer just outside
the chart, you may see this little pop-up
| | 04:05 | here that says Plot Area, and when
you see that Plot Area clicked, and now
| | 04:09 | you have like an internal border, and
there you can resize that a little bit as well.
| | 04:14 | So you could resize the
chart inside the chart area.
| | 04:17 | So now let's put the names of the states
and the values on the pie pieces themselves.
| | 04:23 | Click up here on Data Labels and you
have a few options here, but click down
| | 04:28 | here on More Data Label Options,
because we get a little bit more control here.
| | 04:32 | So over here under Label Options, you
want to choose Value and Category Name and
| | 04:38 | where it says Show Leader Lines,
deselect that and now click Close.
| | 04:43 | Well, that's okay but maybe we
want to change the font a little bit.
| | 04:47 | So go up here to the Format tab and
over here under Text Fill maybe choose
| | 04:53 | white, so it stands out.
| | 04:54 | And you could still adjust them a
little bit more. You can go to the Home tab,
| | 04:57 | you can choose different sizes
if you want. If you want a different
| | 05:03 | font, you can do that also.
| | 05:04 | I will go down here and choose Comic Sans.
| | 05:11 | Now, if you wanted, you can
still push these around a little bit.
| | 05:15 | If you put your mouse-pointer on one of
them and drag, you notice that even if
| | 05:18 | they are all selected you
are not dragging all of them.
| | 05:20 | You can position them however you like.
| | 05:22 | You just need to be careful that if
you click, your mouse pointer is on the
| | 05:26 | edge, so you have that four-headed
arrow mouse pointer when dragging them around.
| | 05:32 | Okay, now let's format the title.
| | 05:36 | Click the title and maybe I'll drag
that over here, click in it, select the
| | 05:42 | text, and now let's type
Billions and Billions of Gallons.
| | 05:51 | That's what we hope to sell anyway.
| | 05:52 | You could just drag this into whatever
spot you like and now let's format it.
| | 05:58 | Click the Format tab and we could go
back here to WordArt and I am going to
| | 06:04 | choose this one over here.
| | 06:05 | It doesn't really look very olivish, but
once you have it selected, you could go
| | 06:09 | back to Text Fill color, and choose
something that's a little bit more green.
| | 06:14 | And if you don't like any of these
colors, you could go down here to More Fill
| | 06:18 | Colors, move this out of the way, and
now you have more colors to choose from.
| | 06:22 | And click OK and if you like the
reflection or don't like the reflection, you can
| | 06:27 | go into Text Effects, turn the
Reflection on and off, turn the Glow on and off.
| | 06:31 | I am going to leave it the way it is and
let's just deselect it and take a look.
| | 06:36 | So pie charts can be a lot of fun to
make, and you can see that just about
| | 06:40 | anything you want to do with them is
really just one or two mouse clicks away.
| | Collapse this transcript |
| Placing Excel charts into other Office applications| 00:00 | You may have created the world's
most gorgeous charts, but that doesn't
| | 00:04 | necessarily mean your work is done.
| | 00:06 | Now, everyone you're showing your charts
to wants an Excel sheet. You might need
| | 00:10 | to place your charts and maybe the
underlying data into another document.
| | 00:14 | You might need to put your work into
another Microsoft application like Word or
| | 00:17 | PowerPoint, but you also might need
to put your work into a non-Microsoft
| | 00:22 | application that maybe doesn't
work with Excel all that well.
| | 00:25 | So let's take a look at some possibilities.
| | 00:28 | First, let's start here in
Excel and just select the chart.
| | 00:32 | Copy to the Clipboard. I'll press Ctrl+C
and now let's switch into Microsoft Word.
| | 00:38 | In Word, we have open this file
called Insert Pie Chart and let's just paste.
| | 00:44 | I'll press Ctrl+V to paste.
| | 00:46 | Looks okay and down here I'll click
the Options button and you see we have a
| | 00:50 | few different options to choose from.
| | 00:52 | I am going to choose the middle one
here Use Destination Theme & Link Data.
| | 00:57 | The operative phrase is Link Data.
| | 00:59 | Now, let's take a look here.
| | 01:01 | We can see Connecticut is 1,316, and
I am using Connecticut just because it's
| | 01:05 | the lowest number in this chart and we
can see the numbers right in front of us.
| | 01:09 | Let's switch back to Excel.
| | 01:11 | Scroll down if you need to and
we can see there is that 1,316.
| | 01:15 | Just click on one of those numbers for
Connecticut, and instead of 385 I'll
| | 01:19 | make it 450, press Enter, and we can
see both here in the data and over here in
| | 01:25 | the chart, it changes to 1,381.
Switch back into Word and now we can see
| | 01:30 | immediately it's 1,381.
| | 01:32 | So we didn't have to do very
much and it works with Word great.
| | 01:36 | Well, now let's paste into
PowerPoint and see what happens.
| | 01:38 | So switch into Microsoft PowerPoint,
and here in PowerPoint we have open the
| | 01:43 | file called Insert Pie Chart.
| | 01:45 | So we have some text here on the
left and we have placeholder. Click in
| | 01:49 | that placeholder, so you have your cursor,
and I still have that chart in the Clipboard.
| | 01:53 | So again, all I have to do is paste,
Ctrl+V, and it gets kind of squished
| | 01:58 | because it's being stuffed
into that placeholder shape.
| | 02:02 | So I am just going to Undo. I'll
press Ctrl+Z and I'll just delete this
| | 02:06 | placeholder altogether.
| | 02:08 | Place your mouse pointer on the border
here, and when your mouse pointer turns
| | 02:12 | to a four-headed arrow, click and
then press Delete on your keyboard.
| | 02:16 | Now, when you press Delete, if that
placeholder is still there, just try
| | 02:20 | clicking on the border a
second time and deleting.
| | 02:22 | So now we have no placeholder. You
can click or even drag, you see there's
| | 02:26 | no placeholder there.
| | 02:27 | Now just paste, press Ctrl+V, and there we go.
| | 02:31 | Now before we move the chart into
position, let's do just what we did in Word.
| | 02:35 | Click the Options button here. I'll
choose Use Destination Theme & Link Data
| | 02:39 | and let's move this into position and if
you need to adjust the text, you can do that.
| | 02:45 | Again, let's take a look at Connecticut.
| | 02:47 | So we see Connecticut is 1,381.
| | 02:50 | Let's switch back into Excel
and Excel receives 1,381.
| | 02:54 | Let's take that 450 and I will
turn it back into 385. Press Enter.
| | 02:58 | We can see up here in the data and in
the chart, Connecticut is back to 1,316.
| | 03:03 | Let's switch back into PowerPoint
and we can see immediately it's 1,316.
| | 03:08 | Well, this is all the great scenario,
but what if we need to put the Excel chart
| | 03:12 | into a non-Microsoft application that
doesn't recognize Excel all that well?
| | 03:17 | So let's switch into
Excel and see what we can do.
| | 03:20 | Select the chart, click on the Design
tab, right over here choose Move Chart,
| | 03:26 | and let's put the chart in a brand new sheet.
| | 03:28 | You can give it a name if you like. Click OK.
| | 03:31 | Now, because the chart is taking up so
much more room, we might have to make
| | 03:35 | some adjustments here.
| | 03:36 | Let's start with title. Click that title,
and we'll make it a little bigger, go
| | 03:40 | to the Home tab, and you
can choose a larger size.
| | 03:45 | If you want to do it a little bit more
interactively, make sure it's selected,
| | 03:48 | and you could press Ctrl+
Shift+> on your keyboard.
| | 03:51 | Ctrl+Shift+< will make it smaller,
Ctrl+Shift+> will make it bigger.
| | 03:56 | Let's do the same for the state titles.
| | 03:59 | Click one and let's change the font.
| | 04:01 | Again, you could use the shortcut if you
like. You could move them into position
| | 04:04 | also if you need to, and just click off here.
| | 04:08 | Now, the trick is to turn this into a PDF.
| | 04:11 | We are not going to print the entire workbook
or even the underlying data. Just this chart.
| | 04:16 | So go up to the File tab, down here to
Save & Send, over here create PDF, here
| | 04:23 | again create PDF, and Excel offers to
call it placing chart.pdf, but let's
| | 04:28 | take a look at some options.
Click the Options button.
| | 04:31 | We want to make sure that we are
printing just the active sheet, click OK, and
| | 04:35 | we might want to open the file after
publishing just so we can get a look, click
| | 04:38 | Publish, and now Acrobat
opens up with our chart.
| | 04:43 | I found that many non-Microsoft
programs that don't work with Excel very
| | 04:47 | well can still import PDFs pretty well,
because PDF is just such a generic
| | 04:52 | widely-used format.
| | 04:53 | So we saw here some scenarios that you
may run into and there are undoubtedly more.
| | 04:58 | In general, my advice is this.
| | 05:00 | When you need to get data from one
application into another, first try doing
| | 05:04 | it the normal way. If that doesn't
work, what you want to do is find some
| | 05:08 | intermediate format that they both use.
| | 05:10 | Using a PDF is generally your best bet.
| | Collapse this transcript |
|
|
13. Creating and Using MacrosUnderstanding macros| 00:00 | When you use Excel a lot, especially
if you're using it for the same tasks
| | 00:04 | over and over again, you'll find that you're
executing the same procedures repetitively.
| | 00:10 | Well you might say to yourself, gee, there
had got to be a faster and easier way.
| | 00:13 | I keep doing the same thing over and over again.
| | 00:16 | Well you don't have to do it because
macros can do the repetitive work for you.
| | 00:21 | Well let's talk about what a macro is.
| | 00:23 | Macros are basically little bits of
instruction code that run inside Excel.
| | 00:29 | Now macros can be very simple or they can
turn Excel into software development and
| | 00:35 | there is even alone industry of
people writing macros for Excel.
| | 00:39 | Well, how do you create a macro?
| | 00:41 | There are two basic ways.
| | 00:42 | One way is that you can record your
mouse clicks and keystrokes, kind of like
| | 00:46 | recording a TV program and then playing it back.
| | 00:49 | The other way is that you can write
the program in a language called Visual
| | 00:52 | Basic for Applications or VBA for short.
| | 00:56 | It's a language that Microsoft
developed to be used inside of Microsoft Office.
| | 01:02 | So let's talk about the advantages
of creating macros by recording your
| | 01:05 | clicks and keystrokes.
| | 01:07 | First is you don't have to know
anything about programming and the other is
| | 01:11 | that you already know Excel, so leverage that
and let Excel record your knowledge for you.
| | 01:17 | But there are disadvantages of only
recording your clicks and keystrokes.
| | 01:21 | One is that if you don't know
Visual Basic you can't modify the macro
| | 01:25 | once you've created it.
| | 01:26 | If you want to modify it,
you have to record it over.
| | 01:30 | A macro that you record
can't make any decisions.
| | 01:33 | It can't say this number is high or
this number is low or whether if the user
| | 01:37 | name is Joe then execute a certain procedure.
| | 01:41 | It really doesn't have any intelligence.
| | 01:43 | Also if you make any mistakes when
you're recording the macro, even if you
| | 01:47 | correct them Excel is still going to
record those mistakes and the corrections
| | 01:51 | because Excel can't read your mind.
It's only recording what you are typing and
| | 01:55 | what you're clicking.
| | 01:56 | So there are definite advantages
to writing macros in Visual Basic.
| | 02:00 | One is that you can modify the
macros as much as you like or as much as
| | 02:04 | you understand the VBA.
| | 02:05 | The macros can make decisions for you.
| | 02:07 | So a macro can say well if this number
is greater than 1500 then display this
| | 02:14 | message. There are some tasks that you
can execute only by writing the VBA and
| | 02:20 | once you know how to use VBA in Excel
you know most of what you need to use VBA
| | 02:25 | in Word or PowerPoint or
Access or other Microsoft programs.
| | 02:29 | Perhaps there are down sides to writing VBA code.
| | 02:32 | The first of course is that you have
to learn the VBA language and I will
| | 02:35 | be straight with you.
| | 02:36 | It's a bit of a learning curve. Second
is that after you write the code you have
| | 02:40 | to test it and you have to debug it,
especially if you're going to give your
| | 02:44 | macros to other people to use.
| | 02:47 | Finally, there are some tasks that are
very simple and it could actually take
| | 02:50 | longer to program them than to record
your clicks and keystrokes and even the
| | 02:54 | best programmers will record clicks and
keystrokes as part of their development.
| | 02:59 | So now that we have an idea of what
macros are all about let's go and create
| | 03:03 | some and modify them.
| | Collapse this transcript |
| Recording and using a simple macro| 00:00 | We're going to record a basic macro
that take cells from one worksheet and
| | 00:04 | deposits them at the bottom of this worksheet.
| | 00:07 | Now because this is an Essential
Training course we're only giving
| | 00:11 | light coverage to macros.
| | 00:12 | If you're interested in learning about
macros in depth, check out some of the
| | 00:15 | really great macro courses
in the lynda.com library.
| | 00:19 | But before we begin recording there is
some housekeeping that we need to do first.
| | 00:23 | To record macros we need to display
the Developer tab on the Ribbon bar.
| | 00:27 | Now on my computer here, you see
there is no Developer tab. If you have the
| | 00:31 | Developer tab on your computer you
don't have to go through this step.
| | 00:35 | But I am going to go here to the File
tab to go to Backstage View, and down over
| | 00:39 | here let's click Options and we have
all the Options categories here on the
| | 00:43 | left and let's click over here
where it says Customize Ribbon.
| | 00:46 | Now on the right, we have a list of all
the tabs that are visible, Home, Insert,
| | 00:50 | Page Layout and so on, and
over here is the Developer tab.
| | 00:53 | So just click there to put a check,
click OK, and now you can see there's the
| | 00:57 | Developer tab up there on the Ribbon bar.
| | 01:00 | Click it we have all the Developer tools.
| | 01:02 | And we also need to set security.
| | 01:04 | So click down here on Macro Security
and you want to make sure that the second
| | 01:09 | radio button is selected.
| | 01:10 | It should be selected by default, but
I want to make sure that you don't have
| | 01:13 | the first button selected and the idea
is that there are nefarious characters
| | 01:18 | writing macro viruses and Excel
tries to protect itself against them.
| | 01:22 | If you have at least Disable macros
with notification, it means that when Excel
| | 01:26 | sees that there is a workbook that
contains macros, it will at least notify you
| | 01:30 | that hey, there are macros here,
do you want to enable them or not?
| | 01:33 | If you have that first radio button selected,
you won't even get a chance to run the macros.
| | 01:37 | So let's click OK.
| | 01:39 | And since we'll be taking data from
another workbook, let's open that workbook now.
| | 01:44 | So right now we have the recording
macro.xlsx, so either press Ctrl+O on your
| | 01:49 | keyboard to open or go to the File tab
and Open, and in the Chapter 13 folder of
| | 01:55 | your Exercise Files open
up the northeast data file.
| | 01:59 | And you can see the structure is the same
as the workbook that we were just looking at.
| | 02:03 | We have Order number, Region,
Month, Size and Quantity.
| | 02:06 | Now to switch back and forth between
one workbook and another, easiest way I
| | 02:10 | think is to press Ctrl+F6, hold down
the Ctrl key and press the F6 key on your keyboard.
| | 02:15 | That works in just about every single
Windows program under the sun, not just Excel.
| | 02:20 | Now for whatever reason you don't like
Ctrl+F6, you could always go to go to the
| | 02:24 | View tab and over here Switch Windows,
whichever you prefer is fine, and let's
| | 02:29 | go back to the Developer tab.
| | 02:31 | One last thing we need to decide when
recording macro is are we recording with
| | 02:35 | relative references or not with
relative references? In other words with
| | 02:40 | absolute references. That's what this
button lets us decide. Here's the idea.
| | 02:44 | Right now I have Cell B3 selected.
| | 02:47 | When I record the macro and I hit the
down arrow let's say, no surprise I go
| | 02:52 | one cell down into Cell B4.
| | 02:54 | Well, when you are running the macro
when you're running the macro what happens
| | 02:57 | if you're starting on Cell C3?
| | 02:59 | When you hit the down
arrow what's going to happen?
| | 03:01 | Are you going to go straight down to Cell C4?
| | 03:05 | Well, that's a relative reference, or
are you going to go literally to Cell B4,
| | 03:11 | which is an absolute reference,
which is what you recorded.
| | 03:14 | So that's what you have to decide is
will your navigation be exactly literally
| | 03:19 | the cells that you are recording or
will they be relatively going up or going
| | 03:23 | down, left or right?
| | 03:24 | For the purposes of this macro
that we are going to record let's turn
| | 03:27 | Relative References on.
| | 03:29 | Okay, now we are ready to record, so
click the Record Macro button and the
| | 03:34 | Record macro dialog box comes up.
| | 03:36 | So let's give it a name.
| | 03:37 | I will call this getData.
| | 03:40 | Now a macro cannot have spaces in the
names. You can have either mixed case or
| | 03:45 | you can use underscores.
| | 03:47 | Let's apply a shortcut key.
| | 03:49 | Because we are going to get data,
I want to use a shortcut key of Ctrl+Shift+G.
| | 03:54 | So click in this box here and type Shift
+G like you are going to type a capital
| | 03:59 | G, and you see it makes it Ctrl+Shift+G.
Then you might wonder, hey Bob, why make
| | 04:03 | it Ctrl+Shift+G, why not just plain
old Ctrl+G, why make this more difficult?
| | 04:07 | And the answer is that in Excel almost
all of the Ctrl this and Ctrl that
| | 04:11 | shortcuts are already used.
| | 04:13 | Ctrl+G is the command to
go to a particular cell.
| | 04:17 | And if we override that here, then Ctrl+G
will no longer be to go to a particular cell.
| | 04:22 | But there are just about no Ctrl+
Shift anything in use in Excel, but I'll
| | 04:27 | leave that up to you.
| | 04:27 | That's personal preference.
| | 04:28 | Now we also need to decide
where are we storing this macro.
| | 04:32 | Over here it says where to store the
macro, and click that down Aarow and you
| | 04:36 | have three choices, Personal Macro
Workbook, New Workbook or This Workbook.
| | 04:41 | Well, let me explain. The Personal
Macro Workbook is a specific file that Excel
| | 04:45 | keeps, and if you have macros in it, that
is if you record macros and put them in
| | 04:50 | the Personal Macro Workbook, they will
always be available when you start Excel,
| | 04:54 | because what Excel will do is it will
open the Personal macro Workbook when it
| | 04:58 | starts up, but it will open up hidden,
so it doesn't get in your way and there
| | 05:02 | is no danger of you messing it up.
| | 05:03 | Well, if you don't have a Personal
Macro Workbook, Excel will create it
| | 05:07 | the very first time you select it.
| | 05:09 | I think it's pretty cool.
| | 05:10 | Now if you choose to store your macro
in a new workbook Excel will literally
| | 05:14 | create a brand new workbook and put
your macro in there. You would use that
| | 05:18 | option if you intend on
distributing your macro to other people.
| | 05:21 | Well, for the purposes of this
exercise, let's keep the default of storing
| | 05:25 | the macro in This Workbook, and we
will do that because the macro that we are
| | 05:29 | recording is really meant for yhis workbook,
so there is no need to store it anywhere else.
| | 05:34 | Now we could enter a description, and
this is just kind of like a yellow sticky
| | 05:38 | note that's attached to it, and we can
type-in something like "Gets data from
| | 05:42 | other sheet and deposits them here."
| | 05:47 | Now when we click OK, then
recording is live, so click OK.
| | 05:52 | And how do you know recording is live?
| | 05:54 | Up here you see the Stop Recording button.
| | 05:56 | Now real important. When you are done
creating the macro, you need to click that
| | 06:01 | Stop Recording button, because if you
don't, everything you do including opening
| | 06:05 | and closing files and switching
tabs and all that will be recorded, and
| | 06:09 | eventually the recording session will
abort, Excel may crash, you won't be very
| | 06:14 | happy, so you just really need
to remember to Stop Recording.
| | 06:17 | Now since we are going to be navigating
through this worksheet, I think it's a
| | 06:21 | lot easier and a lot more accurate if
we use some handy shortcuts, and that will
| | 06:25 | give you everything you need to know.
| | 06:27 | In general, when I do something like
that, I find it's always best to start in
| | 06:31 | the upper-left corner in
Cell A1, so press Ctrl+Home.
| | 06:35 | Now the advantage of that is when you
playback the macro, it doesn't matter
| | 06:39 | which cell you have selected. You
could be selecting Cell Q4300 and you
| | 06:45 | will immediately go back to Cell A1, so you
can start selecting the cells if you want.
| | 06:49 | Now the data that we bring in,
we want that to start in Cell A13.
| | 06:54 | Well, right now we wanted to start in
Cell A13 because that's the next row, but
| | 06:58 | once we have data from the workbook
that we are bringing in, the next time we
| | 07:02 | bring in data, we wanted to start at
the first blank row there so it's not
| | 07:06 | always literally A13.
| | 07:08 | So how do we get there?
| | 07:09 | Well, press Ctrl+Down Arrow.
| | 07:11 | The first time you press Ctrl+Down
Arrow, it goes to the starting line there.
| | 07:16 | Press Ctrl+Down Arrow again.
| | 07:18 | You see it goes to the end of that section,
so you just press Ctrl+Down Arrow twice.
| | 07:23 | Now just press the Down Arrow by itself.
So you are absolutely 100% guaranteed
| | 07:29 | that your cursor is now in
the first blank available row.
| | 07:33 | Now we already opened up that
other workbook, so let's switch there.
| | 07:37 | Now I am going to press Ctrl+F6. If you
prefer, you could go to the View tab and
| | 07:42 | use the Switch Windows
command. So I will press Ctrl+F6.
| | 07:45 | Remember this is being recorded by the macro,
and like we did before, press Ctrl+Home.
| | 07:50 | So it doesn't matter what cell is
selected in this workbook when you open it.
| | 07:54 | And we will do kind of the same thing.
| | 07:56 | Press Ctrl+Down Arrow once. That gets to
the column header. Well we don't want to
| | 08:00 | select the column headers,
so just hit the Down Arrow.
| | 08:04 | All right, so we press Ctrl+Home, we
then press Ctrl+Down Arrow, then we press
| | 08:08 | the Down Arrow by itself.
| | 08:10 | Now we want to get to the last used row.
| | 08:13 | Now in this case, it's Row 12.
| | 08:15 | In another workbook,
it might be a different row.
| | 08:17 | So we want to make sure that the macro
gets exactly the data and doesn't leave
| | 08:22 | out any data and doesn't get any blank rows.
| | 08:25 | So that's why clicking with the
mouse really isn't going to work.
| | 08:28 | So press Ctrl+Shift+Down Arrow, so
that selects to the end of this row.
| | 08:34 | Now we need to leave these cells
selected and also select to the right, so press
| | 08:39 | Ctrl+Shift+Right Arrow.
| | 08:41 | So you are now guaranteed to
select all of the data here.
| | 08:46 | Now we need to copy to the Clipboard.
| | 08:47 | I will press Ctrl+C to copy. If you
prefer you could go to the Home tab and
| | 08:51 | click the Copy button. Either way will work.
| | 08:53 | Okay, so we have this copied to the
Clipboard. We see the marching ants.
| | 08:57 | Now let's switch back. Again I will
press Ctrl+F6, or if you want you could go
| | 09:02 | to the View tab, and Switch
Windows. It's your choice.
| | 09:05 | Now our cursor is in the right
spot, so all we have do is paste.
| | 09:09 | So I will press Ctrl+V to paste. If you prefer
you could go to the Home tab and click Paste.
| | 09:15 | There we go. Now we want to clear off
the Clipboard so press the Escape key and
| | 09:20 | let's deselect all of these cells.
| | 09:23 | So just press the Home key. It doesn't
really matter which cell you have selected.
| | 09:27 | All right, now we are ready to stop recording.
| | 09:30 | So go to the Developer tab if you
are not already there and click Stop
| | 09:34 | Recording. Okay, great.
| | 09:36 | Well we recorded the macro.
How do we know it works?
| | 09:39 | Well, let's bring in data from another
region, so right now we have the Central
| | 09:43 | Region, we have the Northeast Region.
I am just going to press Ctrl+F6, here is
| | 09:47 | the Northeast data. Let's just close
this file, and let's go open another one.
| | 09:51 | So you could press Ctrl+O or
go to the File tab and Open.
| | 09:55 | So we have Central, we have Northeast,
let's open up Southeast. Double-click it,
| | 10:00 | and you can click anywhere. It doesn't matter.
| | 10:03 | Maybe go back here to the recording macro.
| | 10:06 | Let's run the macro, press Ctrl+
Shift+G, and boom, there it is.
| | 10:11 | So we have Central, Northeast, Southeast.
| | 10:14 | Let's try it again.
| | 10:15 | Just press Ctrl+F6 and let's close the
Southeast data because we already have
| | 10:19 | the data and let's Open and press
Ctrl+O or go to the File menu and Open.
| | 10:23 | And let's open up the West data.
| | 10:26 | Okay, so it doesn't matter what cell
you have selected, Ctrl+F6, let's switch
| | 10:31 | back here, and again press Ctrl+Shift
+G and boom, there's your West data.
| | 10:37 | And notice there are different
numbers of rows for each region.
| | 10:40 | We have Central is a little.
Northeast is more. We have a lot more West
| | 10:44 | data than the others.
| | 10:45 | So if you were to try selecting cells
by clicking with your mouse you really
| | 10:49 | wouldn't know which cell to select or
how many cells to select, but by using
| | 10:53 | those keyboard shortcuts, there is
absolutely no chance for error.
| | 10:56 | Well, as long as you do it right.
| | 10:58 | Now one more thing. If we want to save
this file with the macro in it, we can't
| | 11:03 | just save with the .xls extension.
| | 11:06 | We have to save this
workbook in a macro-enabled format.
| | 11:10 | So you could either press F12 to Save
As or go to the File tab and Save As,
| | 11:16 | and we could keep the name, but for
the file type, click that drop-down and
| | 11:20 | up here let's choose Excel Macro-Enabled
Workbook, see it's a .xlsm, and then click Save.
| | 11:28 | Now just one more thing. This isn't
some exercise I simply dreamed up for this course.
| | 11:32 | This is only a slightly
simplified version of a real set of macros I
| | 11:37 | once created for a client
that used it every single day.
| | 11:40 | What would happen is in the mornings
they would import new data from an order
| | 11:43 | system, using techniques that we
covered in the movie on importing and
| | 11:47 | exporting, and they would bring that data
into a growing worksheet just like we had here.
| | 11:53 | So if you completed this exercise,
give yourself some congratulations.
| | Collapse this transcript |
| Editing a macro| 00:00 | This workbook contains a macro that
retrieves data from a separate file, copies it,
| | 00:05 | and deposits it at the
bottom of the current file.
| | 00:08 | It just runs as a one-shot deal. It doesn't
make any decisions. It doesn't ask for any
| | 00:12 | additional information.
| | 00:13 | If you do the exercise in the movie
on recording a macro, you already know
| | 00:17 | what its procedure is.
| | 00:19 | What we will do in this movie is we
will add three lines of VBA code to the
| | 00:23 | macro that will ask your name
| | 00:25 | then enter it at the top of the
worksheet, so that the next person who runs the
| | 00:29 | macro will know who used it last.
| | 00:31 | Before we run the macro there
are a couple things we have to do.
| | 00:34 | Over here, if you have this
yellow bar that says Security Warning,
| | 00:38 | that's just Excel's way of telling
you that, hey, there are macros in here
| | 00:42 | that could be dangerous.
| | 00:43 | Do you really want to run them?
| | 00:44 | So click Enable Content.
| | 00:47 | If you have that yellow bar and you don't
enable content, you can't use the macros.
| | 00:51 | Second thing we need to do is we need
to open up the workbook that contains the
| | 00:55 | data we are going to retrieve.
| | 00:57 | So you could either press Ctrl+O to Open,
or go to your File tab and choose Open.
| | 01:03 | And in the Chapter 13 folder of the
Exercise Files, let's open up this file here
| | 01:08 | called overseas data.
| | 01:09 | And you see it's the same
structure as the other ones.
| | 01:11 | We have an Order number, the
Region, Month, Size and Quantity.
| | 01:15 | So let's switch back to the other one.
| | 01:17 | I'll press Ctrl+F6, or if you prefer you
can go to the View tab and switch windows.
| | 01:24 | So let's go and edit the macro.
| | 01:26 | Go to the Developer tab, and
there are a few ways we can do this.
| | 01:30 | Over here in the left we have the
button for the Visual Basic Editor.
| | 01:33 | We also have a Macros button.
Click that Macros button.
| | 01:36 | And this shows you the macro that we wrote.
| | 01:38 | It's called getData.
| | 01:40 | And to edit it, just click this Edit button.
| | 01:43 | It brings us into what looks like
another computer program, and really it is,
| | 01:48 | and you see up here it's
the Microsoft VB Editor.
| | 01:51 | This VB Editor comes with Microsoft Office.
| | 01:54 | You don't have to buy it
separately, but you do have to install it.
| | 01:58 | So if you don't have the VB Editor,
you'll have to go and install it from
| | 02:02 | your original disks.
| | 02:03 | Now let's take a look at the code.
| | 02:05 | I am just going to maximize this
window here so we can see what's going on.
| | 02:08 | A couple of things is the macro starts off
with this keyword Sub and it ends with End Sub.
| | 02:14 | Sub stands for sub-procedure.
| | 02:16 | All the code that you do in the macro has to
be between the opening Sub and the ending Sub.
| | 02:22 | If you put any code before or after the
sub-procedure, it'll give you an error.
| | 02:26 | The first few lines here are in green.
| | 02:28 | And we see they start off with an
apostrophe or call it a single quotation mark.
| | 02:32 | These are comments.
| | 02:34 | They are kind of like yellow sticky notes.
| | 02:36 | It's information for you or anyone else
who's going to read the code, but Excel
| | 02:40 | doesn't try to execute it.
| | 02:41 | Here is the code itself.
| | 02:42 | And I am not going to go into every
single line of detail, but you can see it's
| | 02:47 | pretty much human readable.
| | 02:48 | Range A1 Select, you can probably
figure out that it means to go to cell A1.
| | 02:55 | And that's what we did for
the first task of that macro.
| | 02:58 | So let's add those lines of code.
| | 03:00 | Click at the end here where
it says ActiveCell.Select.
| | 03:03 | Just click to put your cursor and
hit the Enter key once or twice.
| | 03:07 | Blank lines are perfectly okay.
| | 03:09 | So we want Excel to ask us what our name is.
| | 03:12 | Now when it asks us our name,
it'll display a dialog box.
| | 03:17 | When we type in our name and click OK,
our name has to get stored in a variable.
| | 03:22 | So the variable that we will
create will simply be called "your name."
| | 03:26 | So type yourName equals and now
we have to display that dialog box.
| | 03:33 | So type in InputBox.
| | 03:36 | Be careful. InputBox has to be a one word.
| | 03:39 | Open up your parenthesis.
| | 03:41 | Open up your double quote, and
let's type in, What is your name?
| | 03:48 | Close the double quote, close the parentheses.
| | 03:50 | Now after you type your name and click OK,
Excel has to decide where to put that information.
| | 03:57 | So press Enter and we are going to say
range and then open up the parentheses.
| | 04:02 | Open up the double quote and say a3.
| | 04:04 | This is not case sensitive.
| | 04:06 | Close the quotation marks,
close the parentheses, type .Value.
| | 04:11 | By the way notice as you're typing the
word value, Excel recognizes that it's
| | 04:15 | a legitimate keyword.
| | 04:16 | So that's how you know you're doing it right.
| | 04:18 | So you can type a or hit the
tab key, and it will continue.
| | 04:22 | So let's say range("a3").Value = and
then open up the quotation mark and let's
| | 04:27 | say Data retrieved by, type a
space, type the closing quote.
| | 04:34 | And now what we wanted to say is "Data
retrieved by Bob" or whatever your name is.
| | 04:39 | So we will use an ampersand to append the data.
| | 04:43 | Now we need to append that variable that
contains your name, which we did in the
| | 04:46 | line above, which is yourName.
One more thing. Press Enter.
| | 04:51 | Notice when I press Enter, the word
range on the previous line went from
| | 04:55 | lowercase to uppercase.
| | 04:56 | That's a little bit of the VBA syntax checking.
| | 04:59 | When you see it's changing case on you
like that, that's also a way that you
| | 05:02 | know that your syntax is right.
| | 05:04 | And now we'll type range, open up the
parenthesis, open up the double quotes, a1,
| | 05:11 | close the double quote,
close the parentheses .Select.
| | 05:13 | And now when I type se it
recognizes the word select.
| | 05:17 | You see there is up that little
flying green brick next to it.
| | 05:20 | That means it's something
that's actually going to do.
| | 05:21 | And I'll just press the Tab key
and let Excel fill in the rest.
| | 05:25 | And just click anywhere else here.
| | 05:28 | And you'll notice that when you do,
if you type that range in lowercase,
| | 05:31 | it will turn to uppercase.
| | 05:33 | That's all we have to do.
| | 05:34 | Now we want to get back to Excel.
| | 05:36 | And you don't have to save what you did here,
because this macro is stored in the workbook.
| | 05:41 | So there is no need to save the macro
separately from saving the workbook.
| | 05:45 | Now one or two things you could do.
| | 05:47 | You could leave this VBA Editor open
and go back to Excel, or you can close it.
| | 05:52 | I just want it out of the way.
| | 05:53 | So I am going to click the Close button there.
| | 05:56 | Now we'll run the macro.
| | 05:57 | Click in here and you could use the shortcut
to run the macro, Ctrl+Shift+G in this case.
| | 06:02 | Or you could go up to the
macros button here and run the macro.
| | 06:07 | So you have two ways of
doing it. So I'll click Run.
| | 06:10 | So it puts it in.
| | 06:11 | It asks, what is your name?
| | 06:12 | Type my name is Bob, click OK and there it is.
| | 06:16 | It deposits "Data retrieved by Bob," and now
you can see it put the cursor in cell A1.
| | 06:22 | If you scroll down, you can see down
in the bottom there is all the data from
| | 06:27 | the Overseas region.
| | 06:28 | So you can see that even though we
made just a small modification, you could
| | 06:33 | see that VBA allows you to gather
information from the user while the macro is running.
| | 06:37 | It allows you to output data
to any cell in the worksheet.
| | 06:40 | And it also allows you to
concatenate a premade phrase with the
| | 06:44 | information that you entered.
| | 06:46 | So hopefully you'll find this
useful for your own projects.
| | Collapse this transcript |
|
|
14. Customizing ExcelCustomizing the Quick Access toolbar| 00:00 | As you use Excel you will probably
find that there are some features you use
| | 00:04 | more than others and maybe some
features you don't use it all.
| | 00:07 | To make it easy to get to the features
you use most often, you can pin them
| | 00:11 | to this little toolbar up here called the
Quick Access toolbar or the QAT for short.
| | 00:17 | The QAT works exactly the same way
in all the office 2010 applications.
| | 00:22 | So if know how to do it in Excel then
you already know how to do it in Word,
| | 00:26 | PowerPoint and the others.
| | 00:27 | Now by default the Quick
Access toolbar has three commands.
| | 00:31 | You have Save, Undo and Redo.
| | 00:33 | So here are few ways that you
can add commands to the QAT.
| | 00:37 | Click this down arrow here and here
are some pretty common commands that
| | 00:41 | you might want to use.
| | 00:41 | So I will just click this one, New.
That will let you create a new workbook and
| | 00:46 | let's click it again choose Open.
That will let you open a workbook.
| | 00:50 | So it's the same thing as pressing Ctrl+
N or in this one pressing Ctrl+O or same
| | 00:55 | thing as going to File tab
and choosing Open or New.
| | 00:59 | But what if you want to put command up
on the Quick Access toolbar that's not
| | 01:02 | in that quick little pick list?
| | 01:04 | Let me show you a couple ways of doing that.
| | 01:06 | Click that down arrow again and go
down here and choose More Commands.
| | 01:10 | Now this brings you to the Excel
Options dialog box and we are in the Quick
| | 01:13 | Access Toolbar section.
| | 01:15 | It's the same things if you click the
File tab and then gone down on the bottom
| | 01:18 | to choose Options and choosen this.
Well it's just a little faster way.
| | 01:21 | So here you can see all the commands
you have on the Quick Access toolbar and
| | 01:25 | let's say drawing shapes is a
task that you need to do frequently.
| | 01:29 | What you see over here at this drop-down
list is right now set to Popular Commands.
| | 01:33 | Let's leave it the way it is for now and
just scroll down to the bottom and just
| | 01:38 | double-click Shapes and if we double-
click Shapes you see it gets put over here.
| | 01:42 | Now, Shapes is at the bottom, which
means it will be all the way on the right
| | 01:46 | side of Quick Access toolbar.
| | 01:48 | Let's say you decided you want Shapes
to be the first item in the Quick Access
| | 01:51 | toolbar. Make sure it's selected and then
click the up arrow until it gets to the
| | 01:55 | top and then down here and click OK.
| | 01:57 | So now you can see Shapes
command is there. Let's check it out.
| | 02:01 | Click the down arrow, choose any of the
shape you like, and drag and it works.
| | 02:05 | Just as that you had taken
shapes from the Insert tab.
| | 02:09 | Well we don't need that shape right
now so I am just going to delete it.
| | 02:12 | Now, I have a rather large worksheet
open here on the screen and one thing you
| | 02:15 | might do with large
worksheets is set the print area.
| | 02:18 | So let say for example, I wanted
to print maybe just those few cells.
| | 02:24 | Well you may know already you can go
to the Page Layout tab choose Print Area
| | 02:28 | and then click Print Area but if that's
something you do often here's the easy
| | 02:32 | way that we can put this up
in the Quick Access toolbar.
| | 02:35 | When you have the Set Print Area here
visible, click the right mouse button on it
| | 02:39 | and choose Add to Quick Access
toolbar and you see here is on the right.
| | 02:44 | So click it and now we can see the
print area is set. We see the dotted line.
| | 02:48 | Now let's say you decided that you
wanted to display the QAT below the Ribbon.
| | 02:52 | Click the down arrow and over here choose Show
Below the Ribbon and I have it below the Ribbon.
| | 02:57 | I'll put it back click the down arrow,
Show Above the Ribbon, and there it is.
| | 03:02 | If you decide you want to remove
something from Quick Access toolbar it's just
| | 03:06 | a right-click. Let's say we
don't need the Shapes anymore.
| | 03:09 | So right-click it choose Remove from
Quick Access toolbar and it's gone.
| | 03:13 | So the ability to customize the Quick
Access toolbar is another way that Excel
| | 03:18 | puts almost everything you
need within one or two clicks.
| | 03:21 | If you ever tried customizing the
toolbars in the 2003 or older versions,
| | 03:26 | you will probably appreciate the
way it's done in the 2010 version.
| | Collapse this transcript |
| Customizing the Ribbon bar| 00:01 | In addition to customizing the Quick
Access toolbar up here, Excel allows you to
| | 00:05 | customize the entire Ribbon bar.
| | 00:08 | This is a new feature in Excel 2010
and it works the same way in all of the
| | 00:12 | other Office 2010 applications.
And I think you'll like this.
| | 00:16 | There are a couple of ways
to customize the Ribbon bar.
| | 00:18 | Let me show you one way.
| | 00:19 | You go over here to
the File tab and you click it.
| | 00:22 | Go down here at the bottom to
Options and in all the categories here,
| | 00:28 | choose Customize Ribbon.
| | 00:30 | Now let's cancel out of here for a second
because there's a faster way of doing this.
| | 00:35 | Regardless of which tab you have
visible, click your right-mouse button
| | 00:38 | so we're on the Ribbon and then from the
pop-up menu choose Customize the Ribbon.
| | 00:43 | So let me explain what's going on here.
| | 00:45 | On the right side are all of the tabs
that are available in Excel on your computer.
| | 00:51 | On the left side are all the
commands and the tabs in Excel's inventory.
| | 00:56 | So most of the tabs are probably turned
on. You may have a tab that's turned off.
| | 01:00 | In my case, the Developer tab is
turned off, but before we start adding and
| | 01:04 | removing things from the tab, let's say you
simply wanted to reorder what's on the tab.
| | 01:09 | Maybe you're doing a lot of
collaboration and you decide that you want the
| | 01:13 | Review tab moved to the top.
| | 01:15 | So you can select it and click the Up
arrow or you can simply grab it with your
| | 01:20 | mouse and drag it to the top.
| | 01:23 | Now click OK and now you see the Review
tab is the first tab instead of the Home tab.
| | 01:28 | You can click it and it's the
same Review tab you know and love.
| | 01:31 | I'm just going to go back to the Home tab here.
| | 01:34 | Well, once again right-click
somewhere on the Ribbon bar, go down here to
| | 01:37 | Customize, and I'm just going to drag
this out of the way here for a second,
| | 01:41 | because I want to bring your attention
to the groups here in the Ribbon bar.
| | 01:45 | If you don't have the Home tab open,
you can open it and take a look here.
| | 01:49 | These are the groups.
| | 01:50 | So we have Clipboard, Font, Alignment,
Number and so on, and that's what
| | 01:53 | it's showing you here.
Clipboard, Font, Alignment.
| | 01:56 | And if you expand any of these by
clicking the plus sign you can see the
| | 01:59 | items that are in there.
| | 02:00 | You notice they're grayed out and
they're grayed out because you cannot
| | 02:03 | customize a built-in group on the Ribbon
bar. Excel just does not let you to that.
| | 02:09 | So what if we wanted to add just a
single command to one of our existing tabs?
| | 02:15 | Well, let's do this.
| | 02:16 | Let's click this drop-down arrow here
where it says Popular Commands by default,
| | 02:20 | and let's go down here and choose Tool
Tabs and in the Tool Tabs list, let's go
| | 02:26 | down here to Drawing Tools
and let's open up Insert Shapes.
| | 02:30 | Now let's say you decide that maybe
you need to insert text boxes often.
| | 02:35 | Now if you tick that text box and
you hit Add, it's going to give you an
| | 02:38 | error because you can't add this text box
or any single command just to the Ribbon bar.
| | 02:45 | But what you can do is you can take
this Insert Shapes group and add the
| | 02:51 | group to the Home tab.
| | 02:52 | So select the Insert Shapes group, click
Add, and now that gets added to your Home tab.
| | 02:59 | And just like with the tabs themselves,
you could reorder the groups so you
| | 03:03 | could hit the up arrow or
maybe take it and drag it up.
| | 03:06 | So I'm going to leave Insert
Shapes at the top of the Home tab.
| | 03:10 | Click OK and there it is,
as though it were born there.
| | 03:14 | So I'm just going to right-click
and now let's go back to customizing.
| | 03:18 | But what if you really did
want to insert single commands?
| | 03:21 | What you can do is you can create
your own groups under existing tabs.
| | 03:27 | You could also create an entire new tab
and that's what I'm going to show you here.
| | 03:31 | With the Home tab selected, click New
Group and you see it's called New Group
| | 03:36 | and select it and click Rename because
we want to have maybe a more friendly name
| | 03:41 | and let's call it
Miscellaneous Tools and click OK.
| | 03:46 | So now we could go back to this drop-
down list, go down here to tool Tabs, go
| | 03:55 | back to Drawing Tools.
| | 03:57 | Go back to Insert Shapes.
| | 03:58 | Now remember we really,
really wanted that text box.
| | 04:01 | Well, with these Misc Tools selected, you can
select that text box, click Add and now it gets added.
| | 04:07 | Let's add a couple of other tools.
| | 04:09 | Maybe let's open up Word Art Styles and
choose Text Fill and Add. Maybe Format
| | 04:15 | Text Effects and Add.
| | 04:18 | And let's say you like SmartArt so
maybe we'll go up to Design and if you're
| | 04:21 | working a lot with SmartArt
maybe you're changing their layouts.
| | 04:24 | So I'll choose Change Layout and add that.
| | 04:28 | Now, I'll click OK and there you see your Misc
| | 04:31 | Tools are here and click text
box and now you can draw one.
| | 04:35 | I'm just going to press Ctrl+Z to undo.
| | 04:36 | We don't really need that here.
| | 04:37 | So let's go back into the Customize
dialog box, click your right-mouse button
| | 04:42 | and go back to customize the ribbon.
| | 04:45 | So what if you want to
create your own tab from scratch?
| | 04:48 | Go down over here and click New Tab and
see it gives you a new tab with a new group.
| | 04:54 | Well, let's give it a name.
| | 04:56 | This time I'll right-click it and
choose Rename and I'll call this Bob's Faves
| | 05:02 | and click OK and I'll tkae this new
group and I'll right-click it and rename it
| | 05:08 | and I'll call it maybe
Important Stuff and click OK.
| | 05:14 | Now we can go and populate the
tab and we can populate the group.
| | 05:19 | So go to that down arrow and here's a
really handy item. Commands not in the Ribbon.
| | 05:24 | These are commands you really don't
see very often and let's say you need to
| | 05:28 | insert page breaks a lot.
| | 05:30 | So let's scroll down here to the letter I
because page breaks are things that you insert.
| | 05:36 | Make sure your Important
Stuff group is selected.
| | 05:38 | Choose Insert Page Break and
click Add and now it's added.
| | 05:42 | Maybe let's put one more thing in.
| | 05:44 | I'll scroll down here and let's say you
often need to email your workbooks to someone.
| | 05:49 | So I'll choose this Send to Mail
Recipient and click Add and that gets added.
| | 05:54 | What if we want to insert
groups that already exist?
| | 05:57 | So let's go up to this drop-down
list and let's go down to Main Tabs.
| | 06:03 | So these are Excel's general default
tabs and maybe let's open up Page Layout
| | 06:10 | and maybe Page Setup is something you use often.
| | 06:12 | So select Page Setup, click Add, and you
see Page Setup as a pre-made group will
| | 06:18 | co-exist with Important Stuff so you'll
have an Important Stuff group and you'll
| | 06:21 | have a Page Setup group.
| | 06:22 | Maybe let's put in one more.
| | 06:23 | Maybe I'll go the View tab and you
like using Workbook Views and we've talked
| | 06:28 | about Workbook Views in this course.
| | 06:30 | So I'll choose Workbook View,
click Add, so that's another group.
| | 06:33 | Okay, that's fine, click OK.
| | 06:34 | So now you have your Custom tab, click
it, and here are the individual commands
| | 06:39 | you added and here are the two pre-made
groups that you added and they both work
| | 06:45 | just the same way as they would if you
went to them the normal way, but it's just
| | 06:50 | a little more convenient.
| | 06:51 | In fact, let's use one.
| | 06:52 | I'll just click a cell here and Insert
Page Break and now you can see the lines
| | 06:57 | in there so you know that
really did insert a page break.
| | 07:00 | Now let's say you do all these
customizations on your computer and you need to
| | 07:04 | do the same
customizations on multiple computers.
| | 07:07 | Maybe you're supporting a department and
you need to put the same customizations
| | 07:11 | on maybe two dozen computers.
| | 07:13 | Now you could be there all night going
through the same customization routine
| | 07:17 | over and over again.
| | 07:18 | So, what you can do is you could save
these customizations as a profile and
| | 07:22 | then import that profile on to all the machines.
So that could save you loads and loads of time.
| | 07:27 | Here's how you do that.
| | 07:28 | Again right-click anywhere on the Ribbon
bar and choose Customize the Ribbon and
| | 07:33 | down over here choose Import or Export.
Choose Export all customizations, give it
| | 07:40 | a name if you need, and you notice
that the extension is .exportedUI User
| | 07:44 | Interface, and click Save.
| | 07:47 | So let's say you've done that and now
you're at another computer and you want to
| | 07:51 | load the customizations.
| | 07:52 | Simply go over here to Import/Export,
choose Import customizations file, and then
| | 07:57 | you can simply double-click that
profile that you created before.
| | 08:01 | I'm just going to cancel out.
| | 08:03 | Well, just one last thing.
| | 08:04 | What if you've made all these
customizations and you decide you want to
| | 08:07 | remove all of them?
| | 08:08 | Go down over here to Reset > Reset All
Customizations and if you reset all
| | 08:13 | customizations, it'll wipe out all the
customizations you made to the Ribbon bar
| | 08:17 | and the Quick Access toolbar so
it'll make Excel look like it did when you
| | 08:21 | first installed it.
| | 08:22 | Now make sure that's what you really want
to do because there is no undo for this.
| | 08:26 | So I'll click Yes, click OK, and now
my Ribbon bar is back to the default.
| | 08:32 | My Quick Access toolbar is back to the default.
| | 08:35 | So as you're using Excel you might want
to think about what commands you use a
| | 08:39 | lot and then go and customize Excel and
save yourself a bit of time and effort.
| | Collapse this transcript |
| Setting Excel options| 00:00 | In addition to customizing the Ribbon
bar and Quick Access toolbar on top of the
| | 00:05 | Ribbon, Excel gives you a lot of
control over the way it behaves.
| | 00:08 | I want to show you few of its settings.
| | 00:10 | Before we do, there's one
other thing I need to show you.
| | 00:12 | As you may have noticed, if you have
something selected in a cell like this,
| | 00:19 | you have this little ghosted out toolbar
here, and it's called the Mini toolbar.
| | 00:23 | So, if you have something selected
like this, you can very quickly make it
| | 00:27 | bold or italic or change the color of it
without having to go all the way up to the Ribbon bar.
| | 00:32 | Now, some people like it, some people
don't, and one of the first items in
| | 00:37 | Excel's Options is to
turn that Mini toolbar off.
| | 00:39 | So, I just want you to keep that in mind.
| | 00:42 | So, let's go up to the File tab to
get into Backstage view, and down here
| | 00:45 | towards the bottom click Options.
| | 00:48 | So, over here on the left
we have all these categories.
| | 00:50 | And the General category is selected
there by default. So here it is, Show Mini
| | 00:55 | toolbar on selection.
| | 00:56 | Now, let's deselect that,
click OK and select anything else.
| | 01:02 | I'll just double-click this and now
you see the Mini toolbar isn't there.
| | 01:06 | You can sort of have it both ways
because when you have something selected,
| | 01:09 | you can still right-click and the Mini
toolbar is going to come up regardless.
| | 01:13 | So that way you can have it if
you like it and if you don't.
| | 01:16 | Let's just escape out of there and go
back to the File tab, back to Options.
| | 01:20 | Now, if you're not sure what any of
these items are, you can roll over one of
| | 01:25 | these little information icons,
and it gives you some information.
| | 01:29 | The General tab gives you what are
probably the most common customizations
| | 01:32 | you might make, like what font and
size and view do you want to use, how many
| | 01:37 | worksheets in a new tab, and also
what's your username. I'll leave everything
| | 01:41 | else the way it is.
| | 01:43 | Now, let's go to the Formulas section.
| | 01:45 | It's kind of rare that you'd
want to change anything here.
| | 01:48 | But I do want to call your
attention to this Workbook Calculations.
| | 01:52 | If you have a very large worksheet,
maybe your worksheet has links to a workbook
| | 01:56 | that's on a slow running network.
| | 01:59 | Every time you make a change to your
worksheet, it could take a long time for
| | 02:03 | your worksheet to update and for
the calculations to take place.
| | 02:06 | And keep in mind Excel recalculates the
workbook every time something happens.
| | 02:11 | If you change a number, if you
enter something in a cell, if you change
| | 02:16 | something in a cell, the worksheet recalculates.
| | 02:18 | So, if that's really slowing things down,
you can turn Workbook Calculation to Manual.
| | 02:24 | And then when you make your changes,
you won't see them immediately until you
| | 02:28 | force the recalculation.
| | 02:29 | And you can force the recalculation
simply by pressing the F9 key on your keyboard.
| | 02:34 | The rest of the items in here
you could probably leave alone.
| | 02:38 | Let's go over here to Proofing.
| | 02:40 | This Proofing is pretty much the same
thing that you would see in Word or PowerPoint.
| | 02:44 | Then you can see it helps you spell
things, helps you print things out.
| | 02:48 | But I want to show you something that
I think is pretty cool is AutoCorrect.
| | 02:51 | So let's click AutoCorrect Options.
| | 02:54 | This will let you create custom
abbreviations and have Excel expand those
| | 02:59 | abbreviations for you.
| | 03:00 | Let me show you what I mean.
| | 03:01 | Let's say you're tired of typing Two
Trees Extra Virgin Olive Oil Company.
| | 03:06 | You can type in ttoc and I'll just
press the Tab key, and every time I type in
| | 03:11 | ttoc this is going to replace it with
Two Trees Extra Virgin Olive Oil Company.
| | 03:22 | A bit of a mouthful.
Much easier to type ttoc.
| | 03:24 | So, click Add, click OK, click OK.
| | 03:29 | So, now let's see where it says Payroll.
| | 03:31 | Double-click after the word Payroll
and we want to say Payroll for. Instead of
| | 03:36 | saying Payroll for Two Trees blah, blah,
blah, just type ttoc and hit Enter and
| | 03:40 | it fills in the rest. Let's go back.
| | 03:43 | File tab > Options, so all
of that is under Proofing.
| | 03:47 | Let's go to the Save tab and this
will tell you what is the default file
| | 03:52 | location, where will you open things up.
| | 03:54 | Right now, I have the set to open up in
the Chapter 13 folder of the Exercise Files.
| | 03:59 | Those people will simply set this to
the Documents folder or the My Documents
| | 04:04 | folder depending upon which
version of Windows you're running.
| | 04:06 | And the AutoSave is also pretty handy,
and what the AutoSave will do is every
| | 04:10 | 10 minutes or whatever number you have in
here, Excel will make a temporary backup copy.
| | 04:15 | So, if Excel crashes or the computer
crashes or something happens, the most that
| | 04:20 | you will lose is 10 minutes of work.
| | 04:22 | Now, that doesn't mean that Excel is
going to save your work against your will.
| | 04:26 | It's simply making a backup copy and
if you save your work that overrides
| | 04:29 | anything that's in this auto recovery.
| | 04:31 | Now, if your computer is running
slowly or again, you are on a slow running
| | 04:36 | network or something to that effect, you
can turn off this Save AutoRecovery and
| | 04:41 | it will speed up Excel a little bit, but
just keep in mind if you do that you're
| | 04:44 | sort of working without a safety net.
| | 04:46 | Let's go over here to Language.
| | 04:48 | If you need to use Excel in a foreign
language or you have a foreign language
| | 04:52 | keyboard, this Language
section will help you do that.
| | 04:55 | Let's go to the Advanced section and
over here some people like to change this.
| | 05:00 | After pressing Enter
what happens to your cursor?
| | 05:03 | Well, you know already that the
currency goes inwards, but maybe I like it
| | 05:06 | to go to the right, maybe I like it to
go up, you can change that and scroll
| | 05:10 | down here a little bit.
| | 05:11 | You have some Clipboard options here.
| | 05:14 | If you don't like that little Paste
Options button that comes up at the bottom
| | 05:18 | when you paste data, you want to turn
it off, you can turn it off this way, and
| | 05:22 | let's scroll down here.
| | 05:23 | This is something that I generally set
on any of my computers, where it says Show
| | 05:27 | all windows in the Taskbar.
| | 05:28 | I generally turn that off and here's why.
| | 05:30 | If you have multiple Excel workbooks open,
you could switch them by going to the
| | 05:35 | View tab and choosing Switch Windows,
or you could also switch workbooks by
| | 05:39 | pressing Alt+Tab on your keyboard and
switch from one workbook to the next.
| | 05:43 | But that's okay if Excel is the
only program you have running.
| | 05:47 | But if you have a lot of programs
running, maybe you have Excel, and Word,
| | 05:50 | and email, and web browser, and who
knows what else, then when you try to
| | 05:54 | Alt+Tab from one workbook to another,
you have to Alt+Tab through all of
| | 05:58 | those other programs as well.
| | 05:59 | But if you deselect that, Show all
windows in the Taskbar, then Excel will
| | 06:03 | occupy only one spot on the Taskbar,
and you cannot Alt+Tab between one
| | 06:09 | workbook and another.
| | 06:10 | But if you know that you can press
Ctrl+F6 to switch from one workbook to
| | 06:15 | another or you know you could go to the
View tab and choose the Switch Windows
| | 06:18 | button to go from one window to another,
then you're not stuck and you can move
| | 06:23 | from one workbook to another pretty quickly.
| | 06:25 | But again, that's personal preference.
| | 06:26 | I leave it up to you.
| | 06:28 | And let's scroll-down here, and
you have some display options.
| | 06:32 | You can set display options for the workbook.
| | 06:34 | You can set display options for the
particular worksheet that you're on. Scroll down here.
| | 06:40 | Under Formulas where it says Enable multi
-threaded calculation, it's generally a
| | 06:44 | good idea to turn that on.
| | 06:46 | That's a new feature in Excel 2010.
| | 06:48 | If you're running a 64-bit version of
Windows, and you're running the 64-bit
| | 06:53 | version of Excel 2010, multi-threaded
calculation will make Excel run faster
| | 06:59 | when you have some
complicated calculations to do.
| | 07:01 | Scroll down here a little bit, and here
are some other options, mostly personal
| | 07:06 | preference, and these two options up
here are good for accessibility settings.
| | 07:12 | So, if you have any physical
difficulty using the computer, you might want
| | 07:15 | to use these options.
| | 07:17 | These other four options here, we've
viewed already in other movies in this course.
| | 07:23 | Customizing the Ribbon, customizing
the Quick Access toolbar, customizing
| | 07:28 | the Add-Ins.
| | 07:29 | The Trust Center we saw briefly in
another movie and what this will do is this
| | 07:34 | gives you some information on
Microsoft's privacy settings.
| | 07:38 | You might opt into Microsoft's Customer
Experience Improvement Program and what
| | 07:42 | that'll do is as things are happening,
maybe things are going slowly, maybe
| | 07:46 | you're executing some unusual
routines, who knows, Microsoft will collect
| | 07:52 | anonymous data to help them improve
the next version of Excel or perhaps the
| | 07:56 | next update to Excel.
| | 07:58 | This gives you an explanation of
what kind of information they are
| | 08:02 | collecting from you.
| | 08:03 | Now, there are so many options here.
| | 08:05 | It can really seem overwhelming, but
honestly, you shouldn't have to mess with
| | 08:09 | most of these settings, and they're
all here because there are so many
| | 08:12 | millions of Excel users all over the
world, the program has to cover all
| | 08:16 | circumstances that might crop up.
| | Collapse this transcript |
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ConclusionGoodbye| 00:00 | So that concludes our
course on Excel 2010 essentials.
| | 00:04 | I hope you enjoyed taking this course as
much as I enjoyed presenting it to you.
| | 00:07 | Excel can be complicated at times,
but the more you use it, the more you'll
| | 00:11 | appreciate all it can do it for you.
| | 00:13 | So until next time, take care!
| | Collapse this transcript |
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