IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi! I'm Dennis Taylor and welcome
to Excel 2013 Essential Training.
| | 00:10 | In this course, I will show you how to
use this popular and powerful software.
| | 00:13 | We'll begin by getting you familiar
with Excel's menu System, how to create
| | 00:18 | formulas and use simple functions.
| | 00:19 | How to format your data for
appearance sake; how to use printing and
| | 00:24 | charting capabilities of Excel; how
to work with powerful functions like
| | 00:28 | "IF" and "VLOOKUP."
| | 00:29 | I'll show you a few data analysis tools
like "Goal Seek" and "Solver," and show
| | 00:34 | you how to automate your work via macros.
| | 00:37 | We've got a lot to cover, so
let's get started with Excel 2013
| | 00:41 | Essential Training.
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| Using the exercise files| 00:00 | If you have access to the Exercise
Files for this course, you can download them
| | 00:04 | at the lynda.com library.
| | 00:06 | Open the folder Exercise Files and
then, for example, if you are viewing
| | 00:10 | Chapter 5, simply open the folder and
then the file, and you'll see various
| | 00:16 | worksheets within each file and
usually there's a separate worksheet for each
| | 00:20 | movie within the file.
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1. Getting Started with Excel 2013What is Excel used for?| 00:00 | If you're just getting started with
Excel, you've probably asked yourself the
| | 00:03 | question, "What is Excel used for?"
| | 00:05 | Excel is usually described as a "
spreadsheet package" and that it certainly is.
| | 00:10 | For example, what we're seeing on the
screen here perhaps is the budget, the
| | 00:13 | sales, expenses for small operation,
and of course, we could easily expand this
| | 00:17 | to a much larger
operation with a lot more detail.
| | 00:20 | This is covering data for a whole year,
nice quarterly totals that could easily
| | 00:24 | be expanded into a five-
year budget projection model.
| | 00:28 | Excel also can be used for
handling database like information.
| | 00:31 | Here's a list of our customers.
| | 00:33 | We might want to sort this, we might
want to do other things with it, it might
| | 00:37 | have over a million rows even.
| | 00:38 | We might keep track of our employees.
| | 00:40 | Excel also has a table feature that
facilitates treating this data as a unit, so
| | 00:45 | that we can sort it and
filter it quickly and easily.
| | 00:48 | When it comes time to presenting
information, Excel's charting capability allows
| | 00:53 | us to quickly turn numbers like we're
seeing here into attractive charts, like
| | 00:57 | the one to the right.
| | 00:58 | Excel has tons of analytical capability.
| | 01:01 | It's got lots of formula capability, as
well as over 400 built-in functions to
| | 01:06 | ease your use of
mathematical and statistical tools.
| | 01:09 | It's got a great future called Pivot
Table that allows us to quickly analyze
| | 01:13 | information like this transactional
data to the left, into a compact table on
| | 01:18 | the right that quickly gives us the big picture.
| | 01:21 | If that were not enough, Excel has
a number of visual tools as well.
| | 01:25 | For example, the title the way
we're seeing on the screen, the
| | 01:28 | organization chart to the right.
| | 01:30 | There are over 200 built-in similar
tools here like Venn Diagrams and others
| | 01:35 | that quickly allow you to
create presentation tools.
| | 01:38 | When it comes to using Excel, there are just
so many different ways you can use this package.
| | 01:43 | It's just a giant grid of columns and
rows and you can use it for a variety
| | 01:47 | of applications.
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| Using the menu system| 00:00 | Excel's menu System is
extensive and well-organized.
| | 00:03 | It's got a variety of icons and pop-up
screens that eases your understanding
| | 00:08 | of how Excel works.
| | 00:09 | Called the Ribbon, it's located at the
top of your screen and it consists of a
| | 00:13 | series of tabs, Home, Insert,
Page Layout, and others to the right.
| | 00:18 | The Home Tab is the most important
and probably the one that is going to be
| | 00:22 | visible on your screen
well over half of the time.
| | 00:25 | It contains a lot of features that
you tend to need often as you use Excel.
| | 00:29 | Without talking about all of these in details,
just take a quick look at a few of these.
| | 00:34 | The Insert Tab has a lot with adding
additional features such as Charts, Pivot
| | 00:38 | Tables, and Sparklines, features that
you may or may not have heard about.
| | 00:43 | Page Layout has a lot to do with
printing and getting your printing organized.
| | 00:47 | Formulas, as you might expect, has a lot
to do, not only with formulas, but some
| | 00:51 | of Excel's many built-in functions.
| | 00:54 | The Data Tab has a lot to do with
sorting and filtering and those data
| | 00:57 | handling kinds of tools.
| | 00:59 | Recognize too that as you are looking
at the Ribbon, as you slide the mouse
| | 01:04 | over of one of the features, you get
a pop-up description, sometimes quite
| | 01:08 | lengthy as we see here;
| | 01:09 | and it enhances your learning
capability with Excel as well.
| | 01:13 | There's a Review Tab with some
specialized commands and the View Tab as well for
| | 01:19 | those special kinds of visual
arrangements of data that we sometimes deal with.
| | 01:23 | Now, different from the others,
but also a tab on this list is File.
| | 01:28 | When you click the File button on the left-
hand side, using the left mouse button,
| | 01:32 | we're taken into what
Microsoft calls the Backstage View.
| | 01:36 | Many of the features here have to do
with file handling capabilities, opening
| | 01:40 | and closing and saving files, as well
as printing and some other features here.
| | 01:45 | The idea of course is, here, we're
dealing with information more at the file
| | 01:49 | level, than at the cell level.
| | 01:51 | We can easily escape from here by the
Esc Key or simply clicking the Left Arrow
| | 01:56 | at the top of the screen.
| | 01:57 | Recognize also that when you are
working with a specific tab, for example, the
| | 02:02 | Home Tab, the icons below are
divided into what are called "groups".
| | 02:07 | Here's a Font group, here's an
Alignment group, a Number group.
| | 02:11 | If you had worked with Excel in prior
versions, it's very comforting to know
| | 02:14 | that when you see the arrows on the
lower right-hand corner of a group, for
| | 02:18 | example, here on the Font group, a pop
-up description shows how you can go
| | 02:22 | behind the scenes to get to other features.
| | 02:25 | This is called a Dialog Box
Launcher. I'll click it now.
| | 02:29 | There's a Dialog Box for formatting
cells, bringing out other features that we
| | 02:33 | don't see in that Font group.
| | 02:36 | This is very similar to what
Excel looked like in prior versions.
| | 02:40 | We can easily click OK here
and move on to others as well.
| | 02:43 | So you won't see these as much as you
will on the Home Tab, but again, it takes
| | 02:48 | you behind the scenes to get to other features.
| | 02:50 | In addition to these groups, also, you
will see in the upper right-hand corner,
| | 02:54 | a special arrow here for Ribbon Display Options.
| | 02:58 | When you click this, you do have
the ability to auto-hide the ribbon.
| | 03:02 | Now, as I'm about to do this, you
might note on the bottom of the screen that
| | 03:06 | I'm almost seeing all of row 23.
| | 03:08 | If I auto-hide the ribbon, now I'm seeing
all the way down into the part of row 31.
| | 03:13 | There will be times when you work with
Excel that you want to get that ribbon
| | 03:18 | out of the way and that certainly is an option.
| | 03:20 | If you then slide the mouse up top,
if you made that choice, a banner
| | 03:24 | will appear, just click it and then we have
the ribbon appearing, at least temporarily.
| | 03:29 | You have another option here on that
same button for showing the Tabs Only, and
| | 03:34 | so now, as we work with Excel, we're
seeing, for example, row 27 here, but
| | 03:38 | whenever we need to get to the ribbon,
we could click Home, for example, get to
| | 03:42 | some of the buttons there.
| | 03:43 | As soon as we click below this, the ribbon
goes back to showing us just the tabs.
| | 03:49 | The third choice, the default choice,
the one that we will see throughout this
| | 03:53 | course is called Show Tabs and Commands.
| | 03:56 | That's the more or less standard view.
| | 03:59 | Another way to temporarily hide the
ribbon, and you might even do it by
| | 04:02 | accident, is to click twice on the current tab.
| | 04:05 | For example, if I'm using the Home Tab
and I want to quickly get it out of the
| | 04:10 | way, I'll click it twice and it
collapses, momentarily, while I do other things.
| | 04:14 | To get this back, I will just go back to
Home and double-click and it's back again.
| | 04:19 | The menu System, the Ribbon, has a
variety of tools, a variety of Help
| | 04:24 | screens as well as you slide over them,
and you'll use it extensively as you
| | 04:28 | work with Excel.
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| The Quick Access Toolbar| 00:00 | Located in the upper left-hand corner is
what's called the Quick Access Toolbar.
| | 00:05 | Initially, it consists of four or five buttons,
but it can be expanded and put to good use.
| | 00:10 | What it represents is an area of the
screen that's always going to be visible.
| | 00:15 | The idea here is, if there are certain
features that you use in Excel often, you
| | 00:19 | might want to have them
represented on the Quick Access Toolbar.
| | 00:23 | Initially, you'll see a button
for "saving", "undoing", and "redoing".
| | 00:28 | Off to the right is a Special Drop
Arrow, Customize Quick Access Toolbar.
| | 00:32 | Do you want a special button for Quick Printing?
| | 00:34 | Do you print often?
| | 00:35 | This might be handy.
| | 00:37 | If we click this choice, we now
have an icon for Quick Printing.
| | 00:41 | Click this again, might we use or
do we think we know we will be using
| | 00:45 | Spelling checking a lot?
| | 00:47 | We'll, click this icon as well.
| | 00:49 | Now over time, maybe you'll decide, we
don't use that that much or don't use
| | 00:53 | that often, maybe we don't need this.
| | 00:55 | You can easily click with the right
mouse button and simply remove this from the
| | 00:59 | Quick Access Toolbar, but
there's an even broader use.
| | 01:02 | Suppose you've gotten comfortable with
Excel and one of the features that you
| | 01:06 | use often is applying a
color background? Fill Color--
| | 01:09 | it's on the Home Tab.
| | 01:11 | Well, what if one day you're working
with the Data Tab and maybe you start to
| | 01:15 | use the Data Tab a lot because
you're working with a list like what we see
| | 01:20 | here? You might be doing sorting and filtering.
| | 01:21 | What if you want to apply color right now?
| | 01:24 | What do you need to do?
| | 01:25 | You've got to go back to the
Home Tab to get to this button.
| | 01:29 | Instead of doing that each time you
need this feature, one that you use often--
| | 01:32 | and you can do this with
any icon in the ribbon system--
| | 01:35 | right-click and add to Quick
Access Toolbar and there it is.
| | 01:40 | If we are working with our data on
the Data Tab or the Review Tab or the
| | 01:45 | Formulas Tab, and we want to use that
color background, well then, we can select
| | 01:50 | the cells and simply use that button
without needing to go back to the Home Tab,
| | 01:54 | so it can be used that way as well.
| | 01:56 | Furthermore, the drop arrow that we
see here on the right, Customize Quick
| | 01:59 | Access Toolbar, has the choice at
the bottom called More Commands.
| | 02:06 | This leads us into a completely
different dialog box, alerting us to the fact
| | 02:10 | that any of these commands that we see
here--under the heading Popular Commands--
| | 02:16 | any of these can be buttons
on our Quick Access Toolbar.
| | 02:20 | If there's a feature such as Shapes
that you might use often, you can add that
| | 02:26 | to the Quick Access Toolbar.
| | 02:28 | If that weren't enough, in addition to
Popular Commands, click this arrow to the
| | 02:32 | right and you'll see "Commands Not in the Ribbon".
| | 02:34 | Now probably, this is for people who've
been using Excel for a while or who have
| | 02:38 | specialized uses. Here's a huge list
of commands, well, over 300 of them.
| | 02:44 | Any one of these has a button and in it too
could be added to the Quick Access Toolbar.
| | 02:49 | Believe it or not, there's a
third choice here called "All Commands".
| | 02:53 | Here, we have about a thousand choices.
| | 02:55 | Again, file that away, come back to
this some later time perhaps, and decide
| | 03:00 | whether any of these buttons
represents a feature that you use often--
| | 03:04 | you can add it to the Quick Access Toolbar.
| | 03:07 | The top-down order that we see here to
the right does reflect the left to right
| | 03:11 | order that we see in the upper
left-hand corner of our screens.
| | 03:15 | From time to time you may say, I want a
certain button to be on the right hand edge.
| | 03:20 | I want to make it easy, well, here's
Quick Print, maybe you use it often.
| | 03:24 | What might you do here?
| | 03:25 | Move it down the list, which in
effect will put it on the right-hand side.
| | 03:29 | As we click OK here, we now see
that our Print button is there too.
| | 03:34 | Another option is the
placement of the Quick Access Toolbar.
| | 03:38 | You might want to put it below the Ribbon.
| | 03:40 | It will use up slightly more screen space,
but it does put it closer to the data
| | 03:45 | that you will be working with.
| | 03:47 | If you right-click anywhere in the
Quick Access Toolbar, you'll see an option
| | 03:51 | called "Show Quick Access Toolbar Below
the Ribbon" and you can put down here. And
| | 03:57 | if later you change your mind about that,
you can right-click the Quick Access
| | 04:01 | Toolbar and show it "Above the Ribbon".
| | 04:04 | Sometimes, you'll have many, many
buttons in your Quick Access Toolbar.
| | 04:08 | Sometimes, you'll decide to just start
all over, or maybe you're working with
| | 04:12 | another computer with many, many
buttons, you want to simply start all over
| | 04:15 | and design it your way.
| | 04:17 | You can easily right-click and
customize the Quick Access Toolbar.
| | 04:22 | And then on this Excel Options dialog
box here, reset the Quick Access Toolbar,
| | 04:32 | and now it's back in its original state.
| | 04:35 | It's a great feature for customizing
your use of Excel, so you can get to
| | 04:39 | often used commands.
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| The structure of a worksheet or workbook| 00:00 | In Excel the term "workbook" and
the term "file" mean the same thing.
| | 00:04 | We are currently looking at a workbook
called "01-Getting Started" and you see
| | 00:09 | that name at the top of the screen.
| | 00:11 | If you're working with a brand-new
workbook, you'll see a name like Book 1 or
| | 00:15 | Book 2 perhaps, at the top of the screen.
| | 00:18 | We use those terms workbook and file
interchangeably, as we work with Excel.
| | 00:23 | Every workbook is comprised
of at least one worksheet.
| | 00:27 | At the bottom of the screen, we see a sheet
tab, maybe one, two, three, perhaps many.
| | 00:33 | You can add sheets, you can delete
sheets, you can change their name, you can
| | 00:37 | move them left and right.
| | 00:39 | Every worksheet has the
same general characteristics.
| | 00:43 | For example, as I use the mouse here
to click on the sheet called, 2013 HOME
| | 00:48 | products revenue, we see column
letters across the top, row numbers down
| | 00:54 | the left-hand side.
| | 00:56 | A worksheet is comprised of columns and
rows, and we never want to use the two
| | 01:01 | terms interchangeably.
| | 01:02 | Rows are horizontal, columns are vertical.
| | 01:06 | If you use the mouse to click on a cell,
you've selected the cell, you'll hear
| | 01:10 | that term used from time to time.
| | 01:12 | Let's select a cell.
| | 01:14 | This is in column G, row 1,
therefore it's called "cell G1".
| | 01:19 | As you work with Excel, you do
frequently need to refer to a cell by its
| | 01:23 | location, that address as it
sometimes is called, that's cell G7.
| | 01:29 | Just above the column letters over
on the left-hand side, you'll see an
| | 01:33 | indicator as to what the current address is.
| | 01:36 | Sometimes, you'll hold down the left
mouse button and highlight more than one cell.
| | 01:41 | Still, within that highlighted
selection, the cell that you begin to do the
| | 01:46 | dragging with is referred to as the
active cell, and you see its address, once
| | 01:50 | again in the upper left-hand corner.
| | 01:51 | Now, if I go to a different worksheet,
typically, we do this with the mouse.
| | 01:55 | We can click another worksheet name
at the bottom, this is for existing files
| | 01:59 | where you already have data,
we go to a different worksheet--
| | 02:02 | this one has a chart in it.
| | 02:04 | There's another worksheet
down there called Profits.
| | 02:06 | Let's click on this.
| | 02:07 | Now, every one of these worksheets
does have the same number of columns.
| | 02:13 | In this worksheet here, the active cell
is at K1, if I start pushing the right
| | 02:17 | arrow keys-- and possibly we
could do this by scrolling as well--
| | 02:21 | after coming to the letter Z, the
lettering scheme begins all over again with
| | 02:24 | AA, AB, AC, and so on.
| | 02:27 | This continues for over 16,000 columns.
| | 02:30 | If you happen to press Ctrl+Right
Arrow by the way, this will take you to the
| | 02:34 | very last column XFD, and
that's over 16,000 columns.
| | 02:38 | Getting back to the upper left-hand
corner of any worksheet, Ctrl+Home, nearly,
| | 02:43 | always this means go to cell A1.
| | 02:45 | In some case, there is an
exception to that with frozen titles.
| | 02:48 | As we move down the screen, pressing
the Down Arrow, we see the row numbers on
| | 02:52 | the left-hand side, and eventually, if
we kept doing this, and it would take a
| | 02:57 | long, long time, we will reach the very bottom.
| | 02:59 | I'm going to press Ctrl+Down Arrow here,
and we're now well over a million rows.
| | 03:04 | That number by the way is a power of
two, the underlying math here is all
| | 03:07 | binary, we don't worry about that too much.
| | 03:10 | Ctrl+Home will take us back
to the upper left-hand corner.
| | 03:14 | Every worksheet has the same
number of columns and rows.
| | 03:18 | At different times, as you will see,
we can easily adjust the width of the
| | 03:22 | columns and the height of the rows as necessary.
| | 03:26 | So in Excel workbook comprised of one
or more sheets, you can add sheets, at
| | 03:30 | anytime, take them out and the more you
work with Excel, the more you will see
| | 03:34 | that from time to time it will make
sense to have multiple worksheets within
| | 03:38 | the same workbook.
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| Using the Formula bar| 00:00 | Even if you have not yet used
formulas in Excel, you need to know about an
| | 00:04 | important aspect of the Excel
screen called the Formula Bar.
| | 00:08 | It's located below the Ribbon and above the
column letters in a worksheet. It's right here--
| | 00:14 | it's called the Formula Bar.
| | 00:16 | Now, in this worksheet, which is
already started and perhaps finished, we
| | 00:20 | don't know necessarily.
| | 00:22 | If we use our arrow keys and position
the active cell for example, over one of
| | 00:27 | the entries in row 6,
we'll see that it's a formula.
| | 00:31 | If I press the Up Arrow and go to cell
G5, we see that that's simply a value.
| | 00:37 | Many times when you're working with
Excel, either when you're typing data or
| | 00:41 | simply looking at a cell, you develop
the habit of looking in the Formula Bar.
| | 00:45 | It's almost an instinct, like the way
you look out of the rearview mirror in
| | 00:49 | your car when you're driving--
| | 00:50 | we do it frequently and often.
| | 00:52 | The key idea here is that when you're
looking at data that maybe you're not too
| | 00:55 | familiar with, you want to know often,
is it simply raw data or is it a formula?
| | 01:01 | As I press the arrow key to the
right here, now that may or may not be
| | 01:06 | something I'm familiar with, but it's
certainly is not 1600, really, that's
| | 01:10 | actually a formula.
| | 01:12 | The cell to the right of that,
that's some kind of formula as well.
| | 01:15 | Maybe we haven't seen that just yet,
but it too is not 266.7, really.
| | 01:20 | The numbers off to the left, the
sales numbers are just pure numbers.
| | 01:25 | Text entries are usually exactly what you see.
| | 01:27 | As you type data, as you enter it,
you'll be keeping an eye on the Formula Bar.
| | 01:31 | As you are exploring worksheets that
you're unfamiliar with, you'll learn to
| | 01:35 | look at that Formula Bar frequently.
| | 01:36 | It's always at the top of the screen
and it's a good visual check as to what
| | 01:41 | your worksheets really contain.
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| Using the Status bar| 00:00 | The Status Bar located below the sheet
tabs, at the bottom of the screen, often
| | 00:05 | contains the word "Ready" in
the lower left-hand corner.
| | 00:08 | If you're entering a data you'll see
the word Enter there, but many, many other
| | 00:12 | indicators can appear in the Status Bar.
| | 00:15 | Off to the right, you will see three
buttons for different kinds of use, Normal,
| | 00:20 | Page Layout, and Page Break Preview.
| | 00:23 | To the right of that,
you'll see a Zoom Slider Bar.
| | 00:26 | We might want to zoom in on this
worksheet to see the data large and clear that
| | 00:30 | way, or may want to zoom back and see
more data, although not nearly as large.
| | 00:35 | As we do different things using Excel,
other indicators might pop-up as well.
| | 00:39 | I might be typing and might want to use
the Caps Lock Key and I'll click it, or
| | 00:44 | maybe I did that by mistake.
| | 00:45 | In the lower left-hand corner,
we see the term "Caps Lock".
| | 00:48 | As you select the data, now, I might
be interested in the revenue, the total
| | 00:53 | revenue here and by clicking Column I,
suddenly quite a few numbers appear at
| | 00:57 | the bottom of the screen.
| | 00:58 | I know immediately the total revenue
here for 2012 is over $22 million and it's
| | 01:04 | showing me the maximum, the minimum,
account of how many entries, and the
| | 01:07 | average and quite a few bits of
information that I'm really interested in.
| | 01:11 | If you highlight two or more cells in
Excel, you will see at the bottom of the
| | 01:16 | screen some of these indicators.
| | 01:18 | Although possibly, you
could have turned them off.
| | 01:20 | If you click with the right mouse
button anywhere in the Status Bar, you will
| | 01:25 | see a rather large selection of check
boxes with a number of features here.
| | 01:29 | You want to explore these from time to time.
| | 01:32 | If you want to be notified, if you
accidentally clicked the Num Lock Key, then
| | 01:35 | turn that check box on.
| | 01:37 | The numbers that I just referred to at
the bottom of the screen here are in this
| | 01:41 | section right here--do you find these valuable?
| | 01:43 | You might leave them all checked and
then over time say, "you know, I don't use
| | 01:46 | Count very much, I don't need that".
| | 01:49 | We won't see them at the bottom
of the screen as we highlight data.
| | 01:51 | I'd say leave them on for awhile and then
come back and explore this every so often.
| | 01:55 | Think about how handy it is when
you're looking in a large list here.
| | 01:58 | If you know your data well enough, if
there's nothing else in the column.
| | 02:01 | How many items did we sell this year?
| | 02:05 | We'll click column H, and we sold --
and it's kind of hard to read without
| | 02:06 | commas, but how many items did we sell?
| | 02:09 | 389,000 items, so it's a handy feature.
| | 02:13 | The Status Bar gives us a lot of good
information, and from time to time, do
| | 02:17 | right-click on it and consider which of
these options, which of these indicators
| | 02:22 | you do want to have active.
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| Navigation and mouse pointers| 00:00 | As you work with Excel, many times
you'll be using a mouse or a trackpad, and of
| | 00:05 | course, the keyboard too.
| | 00:06 | The mouse pointer, as we currently see it,
is probably in its most common appearance;
| | 00:10 | that of a three-dimensional
plus sign, but the mouse pointer
| | 00:14 | is context-sensitive.
| | 00:15 | If we are about to make a change, for
example, the width of a column, we're
| | 00:20 | going to be positioning the mouse
perhaps in the column itself, notice how the
| | 00:24 | pointer now is a black down arrow or
if we put on a column boundary, it's a
| | 00:29 | double left right arrow.
| | 00:30 | If we position it on a row
boundary, it's a double up-down arrow.
| | 00:34 | As we point into the menu,
the mouse generally is an arrow.
| | 00:39 | Also, notice that if you put the mouse
pointer in the lower right-hand corner of
| | 00:43 | the active cell, it becomes a different
kind of plus--very thin--so we get used
| | 00:48 | to the idea that the mouse
pointer changes as we work with Excel.
| | 00:52 | Now, in working with different
workbooks, I currently have opened a workbook
| | 00:57 | called 01-Getting Started.
| | 00:59 | I also have another workbook open as well.
| | 01:02 | On the View Tab in the ribbon, if you
point to the choice called Switch Windows--
| | 01:08 | click that icon--you will, if you have
more than one file open, see the other
| | 01:13 | filename; you can easily get back and
forth by switching the commands here.
| | 01:17 | It's not uncommon to be working with
multiple workbooks at the same time.
| | 01:22 | In a workbook like this that has five
or six sheets, if you want to switch
| | 01:27 | sheets, more often than not
you're likely to use the mouse.
| | 01:30 | In other words, I'm looking at the 2014
Budget right now, maybe I want to look
| | 01:34 | at the Employees worksheet, so with the
mouse I'll point to the Employees sheet
| | 01:38 | and click and now we're looking at that sheet.
| | 01:41 | If you do have a workbook that's January,
February, March et cetera, if you're
| | 01:45 | on the March sheet, you don't have
to stop and think that April's next.
| | 01:49 | So as an alternate way, you can press
Ctrl+Page Down to move one sheet to the
| | 01:54 | right or Ctrl+Page Up to
move one sheet to the left.
| | 01:59 | In working with different workbooks or
in workbooks that have many worksheets,
| | 02:04 | you do want to feel comfortable in
navigating back and forth between them.
| | 02:09 | Although, you can do these with commands,
there are also as we suggested here,
| | 02:12 | Keystroke Shortcuts.
| | 02:13 | You want to have a sense that you're in
control of where your data resides and
| | 02:17 | how to get to it quickly.
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| Shortcut menus and the Mini toolbar| 00:00 | In Excel, the Right Mouse
button always means "shortcut menu".
| | 00:05 | It's a great feature because it alerts
you to some of the commands and features
| | 00:09 | you'd like to be able to use, and I
say that based on the idea that Microsoft
| | 00:13 | has done a lot of research
about how people use Excel.
| | 00:17 | The Excel Ribbon menu system which
is quite extensive, can certainly be
| | 00:21 | intimidating, and particularly, if you
think of all the many, many buttons and
| | 00:25 | choices that are available there.
| | 00:26 | Suppose you want to make a formatting
change in this worksheet and you click on
| | 00:30 | cell A4, hold down the Left Mouse
button and drag across the next three cells.
| | 00:35 | Now, you'd like to make some formatting changes.
| | 00:38 | You're not quite sure where to
find them, so let's right-click here.
| | 00:42 | Now, this doesn't mean that what
we're seeing is every possible command
| | 00:46 | available--by no means at all.
| | 00:48 | What we're really seeing here are some
potential choices that we're likely we want to get to.
| | 00:53 | Not only do we see this pop-up menu
above it, we see a feature referred to
| | 00:58 | as the "mini toolbar".
| | 01:00 | For the most part, this consists of
buttons and features that you'll find on the
| | 01:05 | Home Tab, but is the Home Tab always the
one that's currently active? Not necessarily.
| | 01:09 | These buttons, if we wanted to, for
example, experiment a little bit with say a
| | 01:14 | yellow background that looks yellow,
well we'll click it and now it's yellow.
| | 01:18 | While we're here, I don't think we
want to change the font but we might and
| | 01:22 | there's even a drop arrow there.
| | 01:24 | We might want to use maybe a dark blue font
and while we're here, we might want to use Bold.
| | 01:29 | This is close to the data
we are actually working with.
| | 01:32 | Now, if we click somewhere else,
the mini toolbar disappears.
| | 01:34 | If you use the Right Mouse button in
different locations, for example, if you
| | 01:38 | were working with the Home Tab and you
were to right-click on this button, for
| | 01:44 | example here, you see some choices related
to what you might be doing with that button.
| | 01:49 | This has nothing to do with commands
in the worksheet necessarily, but it's
| | 01:54 | again a reminder what the
Right Mouse button does.
| | 01:57 | If we right-click a column letter, the
choices we see here are different, than
| | 02:03 | if we were to right-click
on a cell on the worksheet.
| | 02:05 | For example, I'll right-click now on
cell G3 and that's a different set of
| | 02:10 | commands, some of them are the
same, but some are different.
| | 02:13 | If you right-click on a sheet tab at
the bottom of the screen, as you might
| | 02:17 | expect, a different set of choices
there, and of course, these are related
| | 02:21 | to the kinds of manipulation you might
want to consider when dealing with sheet tabs.
| | 02:26 | So the right mouse button is really handy.
| | 02:28 | Here's another idea too.
| | 02:30 | Suppose you want to add a new column
here to the left of column B, you might
| | 02:35 | right-click on column B. You don't
necessarily know which command it is, but
| | 02:40 | "Insert" sounds like it's the
one and so you might use that.
| | 02:44 | At a later time you might say,
"well, I don't really need that".
| | 02:48 | "How might we get rid of it?"
| | 02:49 | Well, you might right-click again on
column B. By the way, you don't have
| | 02:53 | to select it first.
| | 02:54 | Right now D5 is active.
| | 02:56 | I'm saying to myself, "I don't
really want that column B there anymore".
| | 03:00 | So, I'll point to the B and
right-click and there is "Delete".
| | 03:05 | Although, not foolproof, the Right
Mouse button is incredibly handy at times,
| | 03:09 | because it pairs down the list of
possible options that you're likely to want to
| | 03:13 | use in any given situation.
| | 03:15 | When it comes to formatting issues,
that mini toolbar pops-up as well, and both
| | 03:20 | of them are extremely
helpful as you work with Excel.
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| Using the built-in help| 00:00 | There's no question that when you're using
Excel at different times, you will need help.
| | 00:05 | Keep in mind again as you slide over
one of the many icons in the Ribbon, for
| | 00:09 | example, "Conditional Formatting" here,
you do get a quick description of what
| | 00:13 | that feature is about.
| | 00:14 | Sometimes, these are very small, but
at other times they're more extensive.
| | 00:18 | For example, on the Data Tab, if
you were to click the Data Tab in the
| | 00:21 | ribbon, Text to Columns may not mean
a whole a lot, but when you read this,
| | 00:26 | perhaps it means more.
| | 00:27 | Notice also, that you will see, as we
see here a choice, "Tell me more" and you
| | 00:33 | will get the Help screen here too.
| | 00:35 | Sometimes, the Help screens lead you into
multiple other choices, you can click there.
| | 00:40 | "Do I want to do this?"
| | 00:42 | Maybe/Maybe not, I'm not sure what that means.
| | 00:44 | This could be very useful
you might want to print this.
| | 00:47 | We can see, by way of the ribbon, we
can easily get to some Help features.
| | 00:51 | Also, available in the upper right-hand
corner of a worksheet, you will see the
| | 00:55 | question mark and recognize also
that it has a Keystroke Shortcut--the
| | 01:00 | traditional F1 key meaning Help.
Throughout Microsoft products and many, many
| | 01:04 | other software products as well,
| | 01:06 | the F1 key means Help.
| | 01:07 | It does here, as well as the question mark.
| | 01:10 | This leads us into the Excel Help screen.
| | 01:12 | While you're here, you'll also see
a lot of other tips here as well.
| | 01:16 | Maybe we've done some of these searches
or maybe we're interested in some of the
| | 01:20 | more popular searches.
| | 01:22 | If it's a completely different feature
than the ones we see here, we might want
| | 01:26 | to type in something.
| | 01:27 | For example, we might be saying, "Well, I've
heard about charts, let's find out about a chart".
| | 01:32 | "What does that mean
exactly and how can I create one?"
| | 01:35 | We can type that in and either press
Enter or click the magnifying glass and
| | 01:40 | possibly, this will lead us into
online help if we're logged on, or maybe get
| | 01:44 | some information right on our screen,
even if we're working while we're not online.
| | 01:48 | There are a lot of ways to
get Help as you work with Excel.
| | 01:53 | Recognize also that the more you work with
Excel, the more you become attuned to shortcuts.
| | 01:58 | Particularly, on the Home Tab, recognize
that as you slide over certain icons,
| | 02:04 | for example, B for Bold, there's a
Keystroke Shortcut listed there, it's Control+
| | 02:07 | B. There's one for Italics--Control+I--
and Underline--Control+U--and so on.
| | 02:13 | Not every feature has a Keystroke Shortcut, but
learn to discover those and make note of them.
| | 02:18 | Here's Find and Select.
| | 02:20 | What's that one all about?
| | 02:21 | You could click there, there's Find,
maybe I want to use that later.
| | 02:25 | Oh yeah, there's a Keystroke
Shortcut, Ctrl+F, as we slide over Find or
| | 02:29 | Ctrl+H for Replace.
| | 02:31 | Some of these are not exactly obvious.
| | 02:33 | The Excel Help System is extensive,
you can get to it at any time with the F1
| | 02:38 | key or the question mark in the
upper right-hand corner or as we saw with
| | 02:43 | certain features--as on the Data Tab
with Text to Columns--the "Tell Me More"
| | 02:48 | option as well; one more way to use
the extensive Help system in Excel.
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| Creating new files| 00:00 | If you like to create a brand-new
workbook and you're simply thinking of a blank
| | 00:04 | slate, you can press Ctrl+N--that's
the letter N--and suddenly, we see on the
| | 00:11 | screen a new workbook.
| | 00:12 | Now, that's going to be called Book2,
Book3--depending upon what other workbooks
| | 00:16 | you might have open--
| | 00:17 | that's its temporary name, but you
should not overlook the fact that Excel has a
| | 00:21 | number of built-in templates that
might get you started much, much faster.
| | 00:26 | Suppose for example, you're interested
in creating a Budget or a Personnel list
| | 00:31 | or a Phone list, you can go to the File
Tab in the Ribbon and choose "New", now it
| | 00:37 | does give us the choice for a Blank
workbook or possibly a Mortgage Refinance
| | 00:42 | Calculator; Financial Portfolio.
| | 00:45 | Take a look at some of these that are built-in.
| | 00:48 | What you get here in all cases is an
attractively designed worksheet with
| | 00:51 | built-in formulas that might just
be enough of a kick-start to get you
| | 00:56 | going pretty fast here.
| | 00:57 | Maybe you're considering some Home Loan options.
| | 01:00 | Choose "Home Loan Comparison" here,
"Create" and here we are started; and we're
| | 01:06 | going to have to explore this a
little bit. Maybe for it to make sense to our
| | 01:09 | situation--change the Bank name.
| | 01:11 | A lot of formulas are built-in,
we might be looking at different
| | 01:14 | terms, different rates.
| | 01:15 | This is enough to get you
started many, many times.
| | 01:18 | Furthermore, it gives you some insight
into how, perhaps, certain formulas work
| | 01:23 | in Excel, how certain
formatting capabilities exist.
| | 01:26 | We also see some nice charts in this
option, so don't overlook this possibility.
| | 01:30 | Again, going to that File Tab, choose "New";
| | 01:34 | explore some of the many options that are here.
| | 01:37 | Furthermore, at the bottom of this list,
you will see reference here, to the
| | 01:44 | fact that you can use the search
box at the top to find more templates.
| | 01:50 | If the recipe template that you saw
here wasn't quite what you wanted, you can,
| | 01:54 | for example, go to "Lists" here, possibly
find some other options here and here we
| | 02:00 | see a huge category of possibilities.
| | 02:02 | This is almost an endless list of,
possible built-in, templates that you might
| | 02:07 | want to use to get a workbook
started very quickly in Excel.
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|
|
2. Entering DataExploring data entry and editing techniques| 00:00 | Entering data into cells, typing data is
one of the most basic things you do in Excel.
| | 00:05 | There are certain rules and
restrictions, regarding how Excel treats data.
| | 00:09 | Let's imagine that we want to keep
track of data for a six-month period for a
| | 00:14 | small business that we're starting.
| | 00:15 | We're only going to need a few columns,
so let's use the Zoom Slider Bar--in the
| | 00:20 | lower right-hand corner in
the Status Bar--to zoom in.
| | 00:23 | We've got plenty of room on the screen.
| | 00:26 | In cell A2, and we can click there
with the mouse or use the arrow keys to get
| | 00:31 | there, we're about to type
the word "Sales". Type it.
| | 00:35 | We complete the entry of a cell by pressing
Enter or Tab or any of the four Arrow Keys.
| | 00:40 | If you press Enter, the active cell
moves down into the next cell below it, if
| | 00:45 | you press Tab, it moves to the right.
| | 00:47 | I'm about to put the word
"Expenses" below this. I'll press Enter.
| | 00:51 | As I'm typing "Expenses", I
make a mistake. What do I do?
| | 00:55 | Backspace.
| | 00:55 | Not left arrow, backspace.
| | 01:00 | After completing this I realized I've
typed it the way the British and the
| | 01:03 | Canadians type it with
a "C", so I want change it.
| | 01:07 | Do I need to erase this? No.
| | 01:09 | Simply type right over it, so very
often you'll find yourself not erasing or
| | 01:12 | deleting contents of cells,
but simply typing over these.
| | 01:16 | Furthermore, I've decided I want
to use the word "Overhead". Enter.
| | 01:23 | And then "Profits".
| | 01:24 | Let's say I make a mistake, but I
don't catch it right away. Press Enter.
| | 01:29 | Obviously, that's a misspelling.
| | 01:31 | I want to make a change.
| | 01:32 | How do we edit a cell?
| | 01:33 | Couple different ways, click the cell
and then possibly click in the Formula
| | 01:38 | Bar, near where the problem is.
| | 01:40 | I click in front or after the "G". If I
click in front of it, I can press Delete,
| | 01:45 | get rid of the "G" or click after it, I
can press backspace, putting the letter
| | 01:49 | "F" after doing that.
| | 01:50 | Another way, I think it's better much
of the time, and you don't necessarily
| | 01:54 | have to select the cell first, but what
if I had typed this and I pressed Enter--
| | 01:58 | active cells down here--I
see that I've got a problem.
| | 02:01 | I want to do editing by double-clicking,
particularly, if you've zoomed in and
| | 02:05 | this is a lot larger than what you
see up above in the formula bar, simply
| | 02:09 | double-click near where
you want to make the change.
| | 02:12 | I'm going to double-click in
front of the "G" right there.
| | 02:16 | Type the letter "F". Press Delete to
get rid of the "G" and press Enter.
| | 02:21 | Now, text entries are automatically
aligned in the left side of a cell.
| | 02:26 | Much of the time, you'll just keep it that way.
| | 02:28 | Later, we'll show you how you might
want to center this data or line it up on
| | 02:32 | the right-hand side.
| | 02:33 | Let's imagine that we want
to put in some numbers here.
| | 02:36 | Now, on purpose here and maybe I
forgot that I had Caps Lock on, but imagine
| | 02:40 | what would happen if I type 120, I
just happen to press "O". It's right next to
| | 02:46 | zero on the keyboard, so that's an easy typo.
| | 02:49 | I don't think much of that.
| | 02:51 | I want to move rightward, so
I'll press Tab. Now, that's 12O.
| | 02:53 | The reason it's left aligned, is
because it's not a complete number.
| | 02:59 | Two of those entries are numbers, but as
long as there is a non-number in there,
| | 03:03 | Excel says in effect, "this is text,
I line it up on the left-hand side".
| | 03:08 | In the next cell I want to type 160--and
that's what a zero looks like--and when
| | 03:12 | they're together you can
see the obvious difference.
| | 03:15 | If I press Tab now, what happens?
| | 03:18 | Numbers are automatically
lined up on the right side.
| | 03:20 | That's a general rule and we'd learned
that back in the second grade--line up
| | 03:24 | your numbers on the right side before
adding or subtracting or multiplying--good
| | 03:29 | idea, keep it that way.
| | 03:31 | There will be occasions when you're
working with numbers like ID numbers, where
| | 03:35 | it wouldn't hurt to center them, but
as a general rule, as a general concept,
| | 03:39 | keep numbers right aligned.
| | 03:40 | Now, we want to make a change here, we
see the obvious problem--double-click
| | 03:45 | behind the "O", Backspace, zero, Tab to
the right--there we go and I'll just type
| | 03:51 | in some other numbers here.
| | 03:52 | Here's a 210, press Tab, 250
press Tab, 325 press Tab, and 440.
| | 04:01 | As I press Enter, automatically
brings us back to the next row and just a
| | 04:05 | few more numbers here.
| | 04:06 | These are all numbers and they're going
to be right aligned and no typos here.
| | 04:10 | Occasionally, you might use the letter "L". It
sort of looks like a 1, but it doesn't really.
| | 04:14 | You'll have the same issue that
you had with zeros (0s) and "O"s.
| | 04:18 | So, I've got 100, 130, 160 each time tab.
| | 04:27 | So we've seen data entry.
| | 04:28 | It's basic and the whole idea of
changing these anytime, we can type right over
| | 04:32 | the entries or in some cases, we edit the cells.
| | 04:35 | Keep in mind the basic idea, Text is
left aligned, numbers are right aligned.
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| Entering data with AutoFill| 00:00 | If you need to enter months, days of
the week, dates or certain number series,
| | 00:05 | Excel has a great feature called Auto
Fill, which is really handy and we're
| | 00:09 | about to use it here.
| | 00:10 | We need to put in the first six months
in row 1 here, starting with January.
| | 00:16 | Now, the Auto Fill feature is based on
the idea that in the lower right-hand
| | 00:20 | corner of the active cell is a special
button and it's called the Fill Handle.
| | 00:25 | Notice, when I slide the mouse over
the lower right-hand corner, the mouse
| | 00:29 | pointer becomes a thin plus,
sometimes called crosshairs.
| | 00:32 | If I hold down the Left Mouse button,
now and start to drag to the right,
| | 00:36 | notice the pop-up below that says,
February, March, April, May, et cetera, I'm
| | 00:41 | going to keep dragging this right up to here.
| | 00:44 | Let go of the mouse and
we put in the other months.
| | 00:47 | We'll worry about the alignment a bit lighter.
| | 00:49 | That's really handy.
| | 00:50 | Same thing would have happened here.
| | 00:51 | Now, we're not really going to be using
this in column A, but I'm going to click
| | 00:56 | over here in column A and do the same thing.
| | 00:58 | Drag from the lower right-hand corner.
| | 01:01 | If this were a situation in a
different kind of worksheet where we were doing
| | 01:05 | this for 12 months, you could
drag all the way to the end.
| | 01:07 | If you dragged a bit too far, it
would just start all over again.
| | 01:10 | Now, we don't really need those, so
I'll press Delete and they're gone.
| | 01:14 | Now, alternately and working in the
same way, if we start with abbreviations--
| | 01:19 | now, you can start with any month actually--
| | 01:21 | typically, you would start with
January or "J-a-n". We can drag across here using
| | 01:26 | the Fill Handle and I dragged a bit
farther this way, so it went into July.
| | 01:30 | Anytime you drag rightward or
downward using this feature, you move
| | 01:35 | ahead chronologically.
| | 01:36 | Now, occasionally but rarely, you might
drag upward if I take "J-u-l" from the Fill
| | 01:41 | Handle in the lower right-hand
corner and drag upward, we get June.
| | 01:44 | If we were to drag leftward
here, we get May and so on.
| | 01:49 | It's a bit unusual to drag in those
two directions, but you can do that too.
| | 01:53 | Now I don't need this data here, so
I'm going to select it all, starting from
| | 01:57 | any of the corners of this location--
click and drag across and down--highlight
| | 02:02 | the data and press Delete.
| | 02:05 | Now, although we don't need the entries
in this worksheet, I want to also alert
| | 02:09 | you to the fact that if you're using
days of the week--and you might start with
| | 02:12 | Monday or Sunday, doesn't
make any difference--here too
| | 02:15 | you can use full spellings
or abbreviations, this way.
| | 02:19 | In both cases too, if you are using
abbreviations, they must be three letters,
| | 02:24 | so although you probably wouldn't start
with Tuesday, if you did, use "T-u-e-s"
| | 02:29 | and drag from the corner.
| | 02:31 | It's not going to work, because
you'll get the same entries all over again.
| | 02:34 | It's gotta be three letters if you
want these to change--if you're using
| | 02:38 | abbreviations--so three
letters or full spellings.
| | 02:40 | In addition to these kinds of entries
too, if you enter dates, for example, if
| | 02:45 | you type 2/3/13, date entries when
copied from the lower right-hand corner,
| | 02:54 | automatically, give you the
next day and the next day.
| | 02:57 | This Auto Fill capability is available
in a variety of situations and many, many
| | 03:01 | times it has to do with dates or days
of the week or months as we saw earlier.
| | 03:07 | And also handy at times,
although not in this worksheet,
| | 03:09 | if you wanted to create a series say,
5, 10, 15 or 1, 2, 3--something like
| | 03:15 | that--you can create two entries.
Here's a 5, here's a 10, and then we click
| | 03:22 | and drag across both of them together
and then drag from the corner, so we
| | 03:26 | drag downward a few cells here;
| | 03:28 | we'll get the series this way too.
| | 03:29 | If we had dragged upward--if we had
room--we get 0 and then -5 and so on.
| | 03:35 | Now, I can erase these or I can use
another feature, which we'll talk about in
| | 03:39 | another movie called "Undo".
| | 03:40 | I don't want this data here, so I'll
press Ctrl+Z, or in the upper left-hand
| | 03:45 | corner use the Undo button.
| | 03:47 | So "undo", and we'll just undo some of
these entries here; and a few more undos too.
| | 03:54 | Creating monthly entries, like we
see here, either with abbreviations,
| | 03:58 | starting with "J-a-n" or with full
spellings, we can easily make these entries
| | 04:02 | with Excel's Auto Fill feature.
| | Collapse this transcript |
| Working with dates and times| 00:00 | In this worksheet called "Dates-Times" in
the 02-Entering Data Workbook, we've got
| | 00:05 | a date entry in column B and some time
entries in column D. Excel is adept at
| | 00:10 | handling date and time information.
| | 00:12 | You want to start off by just
making sure that when you do put dates into
| | 00:16 | Excel that you want to enter
them in just a few different ways.
| | 00:20 | First of all, if you're working in the
United States with Excel, your standard
| | 00:24 | Excel settings are to display dates
as from left to right, month/day/year.
| | 00:29 | In other countries it's likely to be day/
month/year, but this represents January 8, 2013.
| | 00:34 | It's typed with slashes.
| | 00:36 | The standard way of entering dates
in Excel is with slashes or hyphens.
| | 00:41 | No matter how you type it, you
will see the display as hyphens.
| | 00:45 | So if we want to put in for example,
November 17, 11/17 and it's in the same
| | 00:52 | year, we'll type 13, Enter,
no great surprises there.
| | 00:55 | Same thing would happen of
course if we type hyphens.
| | 01:00 | It will display with the slashes.
| | 01:02 | A small tip here, any date in the first
portion of this century--the first 10
| | 01:06 | years--if for example, it's April 5,
if it happens to be 2007, just type 7,
| | 01:12 | Excel displays the entry this way.
| | 01:15 | One oddity that you might or might not
run into--if you're dealing with dates
| | 01:19 | within a certain timeframe--maybe you
keep track of retirees or maybe you're
| | 01:22 | keeping track of the age of
buildings or something, someone who's born
| | 01:26 | December 13 in 1930, you'd probably
type it that way and press Enter and not
| | 01:33 | at all be surprised.
| | 01:34 | How about someone born the year
before, on November 12 of 1929?
| | 01:40 | You'd probably type it that way and
then be real surprised when you see
| | 01:43 | this kind of a display.
| | 01:44 | Here's what Microsoft has done and
they will change this in years to come.
| | 01:48 | Any date entry that has a year from 30
through 99 is automatically considered
| | 01:53 | last century, and any date entry
that has the year from 0 through 29 is
| | 01:59 | automatically this century.
| | 02:00 | Now, when you're typing these entries,
if you're dealing with data, just play it
| | 02:04 | safe and type four-digit years.
| | 02:07 | In this case, we would be typing--of
course we can edit it now--but if we were
| | 02:11 | just typing this, it's 11/12/1929--if
that's what you mean--because we just put
| | 02:17 | in 29 as we saw earlier, it's going to be 2029.
| | 02:21 | Again, the reason for putting these in,
in these ways is that date entries
| | 02:26 | are actually values.
| | 02:27 | They're stored as numbers,
that's why they're right aligned.
| | 02:29 | If you do this correctly, you open
the door for extensive use of these.
| | 02:34 | We can find out day of the week here.
| | 02:36 | We can find out amount of time
elapsed between different dates.
| | 02:40 | There's just a variety of things we can do
using Excel date functions that are built-in.
| | 02:46 | Similarly with times, make your time
entries in 24-hour style or an A.M/P.M.
| | 02:51 | style and use colons. Recognize that
although that's not right or wrong
| | 02:56 | it's 1:32 A.M--unless you type A.M. or P
.M.--it assumes A.M. So an entry here--
| | 03:02 | and we can type these in a variety of ways--
| | 03:05 | use colons, if it's 4:32 p.m., you can
even type it "4 colon 3, 2 space P", and
| | 03:11 | it gets stored that way.
| | 03:13 | Also with times, by putting in times
correctly, we can later calculate time
| | 03:17 | differences or time into the future.
| | 03:20 | The Excel DateTime system is designed
to work by the way until the year 10,000.
| | 03:26 | We're in good shape here if we put
in our dates and times correctly from
| | 03:30 | the beginning.
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| Using Undo and Redo| 00:00 | We all make mistakes from time-to-time and
| | 00:02 | of course working with Excel is no exception.
| | 00:04 | Let's imagine maybe we're going
to make a serious mistake here.
| | 00:07 | We want to get rid of these numbers and
maybe we've just got row 2 selected and
| | 00:12 | aren't thinking so clearly.
| | 00:13 | Cell A, too, might look like
it's not part of the mix here.
| | 00:17 | So, you might go to Delete here, maybe
you're exploring the commands, you're not
| | 00:20 | familiar with how they work, you happen
to click this and you realize that did
| | 00:24 | a lot more than you wanted it to do.
| | 00:26 | So, you'd like to reconsider all of that.
| | 00:28 | In the Quick Access Toolbar--unless
you've removed the button and I strongly
| | 00:32 | suggest that you probably
didn't and hope you didn't--
| | 00:34 | the Undo button is right here and it's
followed by the word representing what
| | 00:39 | you last did, the last action
you took--in this case "Delete".
| | 00:43 | Recognize also the keystroke shortcut
for undo, Ctrl+Z. So, we're going to press
| | 00:48 | this Undo button and bring back the
row that we destroyed there by mistake.
| | 00:53 | Now, not only can we undo our last action,
but possibly the ones before that as well.
| | 00:57 | With a little drop arrow to the right
of undo--if you click it--shows us up to
| | 01:03 | as many as a hundred different actions.
| | 01:05 | Now, maybe I just opened the file, I've
done some other formatting, so this one
| | 01:09 | only goes back 18 actions.
| | 01:11 | I think rarely do you want to go back
that far, but you can consider undoing a
| | 01:15 | whole series of steps, but you
can only undo a consecutive set.
| | 01:20 | So, if I wanted to go back and undo
some of the other things that I've been
| | 01:24 | doing in the meantime--maybe I was
working with data in other cells--
| | 01:28 | if I want to undo some of those actions
but only a consecutive set of them, if I
| | 01:32 | were to click right now for example,
I would undo the last seven actions.
| | 01:36 | Now, let's take a few actions on the
screen here and maybe again we're novices,
| | 01:40 | we're experimenting here, we've heard
that you might be able to add color.
| | 01:44 | So, we drag across this.
| | 01:46 | This is covered in a later movie, but
we're going to click this button right
| | 01:50 | here and make everything yellow.
| | 01:51 | We sort of like that maybe for a while.
| | 01:53 | Here's some button here it says "Font
Color", so let's hit the drop arrow and
| | 01:58 | we'll try something here maybe,
something that's going to show up, maybe that.
| | 02:01 | Maybe we like Bold,
there's B, we'll try that too.
| | 02:04 | So, we're experimenting with
some formatting features here.
| | 02:07 | Maybe we use this for a while and
we say, "I'm not sure if I like that".
| | 02:11 | Now, we might have done other
thing things in the meantime.
| | 02:14 | Maybe we put in some data down here.
| | 02:16 | Maybe put in some numbers.
| | 02:18 | Now, if we want to go back and undo some
of the formatting that we did, if we go
| | 02:22 | back to the drop arrow just to the
right of undo, it also includes the recent
| | 02:27 | typing that we just did.
| | 02:28 | Now, if it's okay to get rid of those,
we will, if we want to get rid of Bold,
| | 02:33 | well, maybe we do and the
font color we made in the format.
| | 02:36 | The point is we have the choice
of deleting these, but only the
| | 02:39 | consecutive actions.
| | 02:41 | So, if we go back this far, we will still
be leaving the font color in the background.
| | 02:46 | If we include the font, then we will
be getting rid of that font color in
| | 02:50 | addition to our two typing entries in the Bold.
| | 02:52 | So, let's say we do that.
| | 02:54 | Now, anytime you undo actions, whether
it's one or many, the actions that you
| | 02:59 | undid are stored in a
different category called "redo".
| | 03:03 | There's another arrow over here called Redo.
| | 03:06 | It's got a keystroke shortcut of Ctrl+Y.
So, if we click drop arrow here, we will
| | 03:11 | see the features that we just undid and
maybe we undid more than we wanted to.
| | 03:17 | So, to undo the undo, it's called "redo".
| | 03:19 | Maybe we want to bring back the font color and
the Bold that we had applied, so we'll do that.
| | 03:25 | Now, part of this is being set up just,
for example purposes, but I think you
| | 03:29 | can sense how sometimes you use undo,
because you really made a serious mistake
| | 03:33 | and you want to undo it.
| | 03:34 | At other times you might even want to kind
of toggle back and forth between changes.
| | 03:39 | This is not the best example of it, but
we might, for example using--Ctrl+Z--now
| | 03:44 | and that take us back to here;
| | 03:45 | I'll press again, takes us back to this look.
| | 03:48 | What if I change my mind?
| | 03:49 | I'll press Ctrl+Y, sort of reverse stream.
| | 03:52 | So, you might try that for example, if
you're working with certain charts, you
| | 03:56 | can toggle back and forth with the Ctrl+
Z and Ctrl+Y. The main capability though
| | 04:02 | here is this idea that when you make a
serious mistake--when you perhaps delete
| | 04:06 | data you didn't want or made
a change--that you can undo it.
| | 04:10 | Now, the feature is not universal,
particularly when it comes to changes that
| | 04:14 | you make to Sheet Tabs.
| | 04:16 | If you've never used these, you might
not have seen that if you right-click
| | 04:19 | one of the Sheet Tabs, you'll see
quite a few choices here, nearly all of
| | 04:22 | these you cannot undo.
| | 04:24 | So, don't ever assume that if you delete
a sheet, you'll be able to get it back.
| | 04:28 | So, you want to be careful with undo.
| | 04:30 | It is a great feature, no question
about that, but don't assume that every
| | 04:34 | single thing you do can be undone;
but it's a real lifesaver at times.
| | 04:38 | Keep in mind too, sometimes when you're
experimenting with data, it might make
| | 04:41 | sense to go through the cycle of
undoing--Ctrl+Z and then redo with Ctrl+Y to
| | 04:47 | compare two different
appearances on your screen.
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| Adding comments| 00:00 | For good worksheet documentation and
just to help others who might be using
| | 00:04 | this workbook and maybe even yourself at later
date, adding a comment to a cell is very helpful.
| | 00:11 | For example, maybe in this worksheet
the number in cell G2, the June Sales
| | 00:16 | expense is questionable.
| | 00:18 | The person who handles this
information, who gave it to you is named Joan.
| | 00:22 | So, anybody else who uses this
might want to check with Joan.
| | 00:25 | So, you're going to add a comment here.
| | 00:27 | You can press Shift+F2 or
right-click and "Insert a Comment".
| | 00:32 | Usually, you'll see your name here
followed by this and so we'll simply type in,
| | 00:35 | for example, here, "Check with
Joan to see if this is correct".
| | 00:41 | Your comment can be quite long too.
| | 00:48 | As we click away from this, we
see a red triangle in the cell.
| | 00:52 | Slide back over it, we see it again.
| | 00:54 | So, that's your visual clue as to
whether there is a comment in the cell.
| | 00:58 | If you were to print this worksheet
you wouldn't see the red triangle there.
| | 01:02 | Now, there might be another one over here,
maybe this number is questionable and
| | 01:05 | you got that from a different person,
so we could do something similar--this
| | 01:09 | time I'll press Shift+F2--once again
seeing the name and say, "Ask Max about this".
| | 01:13 | Now, obviously these are not major
comments as we're using them here, but
| | 01:19 | you can imagine how
| | 01:20 | if you've got an unusual formula or you've
got a questionable piece of data, putting in
| | 01:24 | these kinds of comments is
going to help in the long run.
| | 01:29 | Documenting worksheets is something that a
lot of people never do, and these are handy.
| | 01:33 | Notice also that on the Review Tab
you've got a choice called "Show All Comments".
| | 01:38 | So, we do have this option,
click this, and both comments appear.
| | 01:43 | We might want to move these borders around
and while they're visible we can do that.
| | 01:47 | We can also shrink the edges if we put
the mouse on the corner or the sides, we
| | 01:51 | can drag to make them smaller if
we wanted to do that sort of thing;
| | 01:54 | that's not really critical,
but you can do that too.
| | 01:57 | When it comes to printing, there's a way
to print these as they appear here or we
| | 02:01 | can have them all stacked up on a separate page.
| | 02:03 | That's particularly helpful
when you have many of these.
| | 02:06 | So, we do have a control over these.
| | 02:08 | If we don't want to show them all, we
can turn off that feature, but maybe we
| | 02:12 | want one of them to show for a while
and not the other. For example, this one,
| | 02:16 | we'll right-click on this one and Show/
Hide Comments, but that's just for this one.
| | 02:21 | So, you do have the option of
displaying one or both or many as the case maybe
| | 02:26 | in different ways, and simply, if we
have one of them showing and we don't want
| | 02:30 | it to show anymore, we'll right-
click here and "hide the comment".
| | 02:35 | Once again, we've got red
triangles on the two to alert us to these.
| | 02:38 | Now, I have seen this feature used too
much, I got a worksheet once and there
| | 02:42 | were over 500 of these, it just kind
of drove me crazy, but I think here and
| | 02:46 | there you want to use these. It does
provide good worksheet documentation; it
| | 02:51 | helps others and you understand
what's going on in a worksheet.
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| Using Save or Save As| 00:00 | If this is a brand-new workbook, the
name at the top of the screen is likely to
| | 00:04 | be Book1, Book2 something like that.
| | 00:06 | We do need to save our work from time to time.
| | 00:09 | Keep in mind that the entries you might
have made here, although they are being
| | 00:13 | stored in RAM--that's working
memory--they're really not being stored
| | 00:16 | permanently and you certainly do want
to save this information as a file; but
| | 00:21 | the question will surely come up as you
click the File Tab in the ribbon, "Should
| | 00:26 | I do a Save or Save As, what's the difference"?
| | 00:30 | Save As is always safer, it's a bit longer.
| | 00:33 | It does give you a choice as to where
you will save the file, what name you will
| | 00:39 | give it, and whether you need
to save it in a different format.
| | 00:43 | Now, you might want to save it on the
SkyDrive if you're using that capability;
| | 00:47 | you might want to save it on this
computer; and your computer right now might
| | 00:51 | have your Flash drive plugged into it.
| | 00:53 | Let's go to Browse here.
| | 00:55 | Maybe in my case here, I simply want to
save this file--which was already created--
| | 01:01 | I really want to save it
in its current location.
| | 01:04 | Now, if this were a brand-new file and
this says Book1, I'd probably want to give
| | 01:09 | it a different name, or even now, if I
want to use a different name here, I can
| | 01:13 | type in a different name as I
choose--up to 255 characters.
| | 01:18 | Do stay away from many of the special
characters, you know hyphens and underscores
| | 01:22 | work okay, but a lot of other
symbols such as asterisks and slashes, you
| | 01:26 | probably don't want to use.
| | 01:28 | If you want to change the name or if it's a
brand-new file, you want to give it a name.
| | 01:32 | That's certainly important.
| | 01:33 | If it's a second, third time, fourth time,
often you're not changing the name at all,
| | 01:37 | you just give it a quick look that looks great.
| | 01:39 | Where are you saving it?
| | 01:41 | If you're using Windows 8, you're
screen is likely to look the way it is here.
| | 01:45 | Windows 7, probably fairly similar,
but a little different. But you'll have
| | 01:49 | choices on the desktop possibly; some
other location; on this computer; on the
| | 01:54 | hard drive; or if you've got Flash
drive plugged in--certainly other places to
| | 01:59 | save it--you'll make that choice when necessary.
| | 02:01 | A third choice, occasionally necessary and
sometimes really important, "Save As Type".
| | 02:07 | If the file you're saving is likely to
be used by some other people who don't
| | 02:12 | have one of the more recent versions of
Excel, maybe you want to send this to a
| | 02:17 | friend who is using Excel 2003, you
want to be sure that this workbook is saved
| | 02:22 | in the format that that person can use it in.
| | 02:25 | By clicking the drop arrow here in the
panel next to Save As Type, you might
| | 02:30 | want to make the choice Excel 97-2003 Workbook.
| | 02:35 | There are certainly some other
choices out here that from time to time you
| | 02:39 | may want to explore.
| | 02:40 | In this case let's say, we don't really need
that, but we certainly could in some cases.
| | 02:44 | Choosing Excel Workbook, simply
reaffirming what the choice is here, is likely
| | 02:48 | to be your more common choice.
| | 02:50 | In fact, you won't even think of it
as a choice, you'll simply ignore it,
| | 02:54 | eventually just click Save or
click OK here as we complete this.
| | 02:58 | Anytime, there's any doubt about where
a file needs to be saved or what its
| | 03:04 | name is or what file type you
want to store it in, go to Save As.
| | 03:08 | Now, as we go back into Excel, imagine
if we've made some more changes, maybe
| | 03:11 | we're going to put in some formulas here.
| | 03:13 | Imagine if we've done that,
we've made some more changes.
| | 03:16 | What do we need to do from time to time?
| | 03:18 | We need to save our workbook all over
again, but it certainly doesn't have to be
| | 03:22 | that extended series of commands.
| | 03:25 | The "File Save" button--likely to be
that first button here in your Quick
| | 03:29 | Access Toolbar--although it means
update, doesn't say that, Save simply
| | 03:33 | means--if we were to click this right
now--update this workbook to include
| | 03:37 | our most recent changes.
| | 03:39 | So, you want to do that from time to
time just to make sure that what you're
| | 03:42 | seeing on the screen and what you've
got saved match up. If there's any
| | 03:46 | doubt about saving files, you're not
sure exactly with regard to the file name,
| | 03:50 | its location, or its file type,
choose the command by way of the File Tab--
| | 03:55 | Save As.
| | Collapse this transcript |
|
|
3. Creating Formulas and FunctionsCreating simple formulas: Totals and averages| 00:00 | In Excel, writing formulas is probably one
of the more important things that you do.
| | 00:04 | In fact, in some worksheets they're
just loaded with formulas and also with
| | 00:08 | functions as we'll see.
| | 00:10 | In this particular worksheet called "Formulas".
| | 00:13 | It's in the workbook 03--
Creating Formulas and Functions.
| | 00:17 | We need to calculate some answers in row 4.
| | 00:20 | The numbers here are pretty easy,
| | 00:22 | we can do the math in our heads.
| | 00:24 | This is going to be a 20, this
is going to be a 30, and so on.
| | 00:28 | We're going to be subtracting these numbers,
but what is unusual, at least at first
| | 00:32 | when you work with formulas, is we
will not be typing in or using the exact
| | 00:36 | entries 120, 420 or 100.
| | 00:40 | We won't be typing those at all.
| | 00:42 | We do this by location.
| | 00:44 | What we're really about to say is
"whatever is here minus whatever is there".
| | 00:49 | By implication we're saying that B4 is
equal to the difference of those two cells.
| | 00:55 | So, we don't type the B4, it's implied,
we type "equal" to begin a formula in Excel.
| | 01:01 | We can type in the B2 minus B3.
| | 01:04 | That's certainly a common
way of entering formulas.
| | 01:07 | There is this color coding
that takes place as well.
| | 01:10 | When we press Enter, one of the Arrow
Keys or Tab, the formula is complete
| | 01:14 | and we have our answer; but the
formula gives us the added advantage of, if
| | 01:19 | either of these two cells changes, then our
formula reacts and we get a different answer.
| | 01:25 | In a certain sense, this cell doesn't
really contain 20, it contains a formula.
| | 01:30 | When you click on cells--keep an eye on the
Formula Bar--it reminds you what the cell contains.
| | 01:35 | If you happen to double-click a cell--
sometimes you'll need to do this to
| | 01:38 | change the formula--
| | 01:40 | it displays the formula in a color-coded way.
| | 01:43 | Now, if the Overhead number was
incorrect and we find out that the Expenses here
| | 01:47 | were really 125, we'll make that
change, but we don't have to rewrite our
| | 01:51 | formula, it reacts immediately
giving us the correct answer here.
| | 01:55 | I'm going to undo that with Ctrl+Z. Let's
talk about two other ways to enter a formula.
| | 02:00 | Once again, beginning with the equal sign,
but this time using Arrow Keys to get
| | 02:04 | to the cells we need.
| | 02:05 | I'm going to press the Up Arrow Key twice.
| | 02:08 | Now, press the minus key on the
keyboard and then the Up Arrow Key once--
| | 02:13 | indicate B3--once again, Enter,
same formula, same result.
| | 02:18 | It's just a question of saving a little bit
of time by not having to type in addresses.
| | 02:23 | A third way might involve two hands,
it might sound like it's going to take
| | 02:27 | longer, but it can be pretty fast as well.
| | 02:30 | It begins as you would expect--equal sign--
I'm going to click on B2, then minus
| | 02:35 | on the keyboard, then
click cell B3, and then Enter.
| | 02:39 | Here too, same result as before, same formula.
| | 02:43 | In cell H2, we need a total
of these six cells right here.
| | 02:48 | If we haven't seen much of Excel
formulas or other techniques, we're going to be
| | 02:53 | typing =b2+c2+d2, I'm going stop there.
| | 03:00 | This method will work but I got
to put in three more locations.
| | 03:04 | What would happen if this is 12 months of data?
| | 03:07 | Three years of data?
| | 03:08 | This is not the best way, although, it
would give us a correct answer ultimately.
| | 03:11 | Let's show a better way.
| | 03:13 | Built-in to Excel is a feature called
"Functions" and there are over 400 of them.
| | 03:19 | "Quick capsule description" is a
function--is a shortcut for a formula.
| | 03:24 | They can often be a lot more than that.
| | 03:26 | Probably, the most commonly used function
by most Excel users is the one called SUM.
| | 03:32 | Functions begin with the equal sign
also, so it indicates they are in the
| | 03:36 | family of formulas.
| | 03:37 | SUM, it's followed by parentheses and
within the parentheses we're either going
| | 03:43 | to see a range of cells across a row,
possibly down the column or possibly
| | 03:48 | across many, many cells.
| | 03:50 | We can even have commas in different
cells located in different locations.
| | 03:54 | But in this example here, we simply
want to select the six cells to the left--
| | 03:59 | and you can click and drag rightward
or click and drag leftward, doesn't make
| | 04:03 | any difference--so I've got the mouse
right here in G2, hold down the Left
| | 04:07 | Mouse button, drag leftward, there we
go, let go of the mouse and we're done,
| | 04:12 | except for pressing Enter.
| | 04:13 | We don't need to type that right
parenthesis, but it would be there anyway--"Enter".
| | 04:17 | That's a function.
| | 04:19 | That's a correct answer.
| | 04:20 | Double-clicking it simply redisplays it and we
can also see it of course in the Formula Bar.
| | 04:26 | Add up all the cells, B2 through G2.
| | 04:30 | Now, for an average here, we need to
add up those first six months and divide
| | 04:34 | by six, but we already have the total here, so
we don't have to really do the addition here.
| | 04:39 | The average begins with equal and
here's the amount that's totaled right there
| | 04:44 | on H2, so you can type it or click on it.
| | 04:46 | Slash for division.
| | 04:48 | You cannot use the slash that
goes in the other direction.
| | 04:51 | You'll see the slash on larger
keyboards on the number pad, on most standard
| | 04:55 | keyboards it tends to be above the Enter Key.
| | 04:58 | Divide by 6--Enter"--
| | 05:00 | we've got our average here.
| | 05:02 | Earlier we saw how to use a function
here to tabulate totals and before that we
| | 05:07 | saw a simple subtraction of cells right here.
| | 05:09 | Of course, you will see in some
formulas a plus sign for addition.
| | 05:13 | The other symbol that we haven't seen
just yet is the asterisk which is used for
| | 05:17 | multiplication, but there's no
question that formulas are critical to the
| | 05:21 | operation of many, many Excel worksheets.
| | Collapse this transcript |
| Copying a formula for adjacent cells| 00:00 | In this worksheet CopyFormulas, in
the workbook 03-Creating Formulas and
| | 00:04 | Functions, we've got a formula in cell B4
and we need to have that same kind of
| | 00:10 | formula in cell C4, D4,
all the way over into G4.
| | 00:14 | Now, if we talk about copying a
formula, you might say, "well, we don't want
| | 00:18 | this exact formula to be copied into
column C, because we would get the same
| | 00:23 | answer, we get a 20".
| | 00:25 | In column C we want to subtract these two cells.
| | 00:28 | Many, many times when you've written a
formula in Excel, you need to copy it
| | 00:32 | across a row into adjacent cells
or in some cases down a column.
| | 00:37 | What we would like to see here of
course is the answer 30 and the answer 50
| | 00:41 | over here and so on.
| | 00:42 | We need to copy a formula.
| | 00:44 | Fortunately, the way that Excel copies
formulas is that it really copies the
| | 00:48 | relationship and that's an unusual way
of saying it, but in this formula right
| | 00:52 | here, a different way of phrasing it is,
this formula subtracts the two cells
| | 00:57 | above it--top cell minus the cell below it.
| | 01:00 | Do we want to do same thing here?
| | 01:02 | Of course we do, this cell minus this one.
| | 01:05 | When we copy a formula, we're gong to be
repeating the same kind of relationship.
| | 01:10 | Now, the are various methods for copying
data including formulas, but surely the
| | 01:15 | best way to copy a formula into
adjacent cells is to use the so-called Fill
| | 01:21 | Handle in the lower right-hand corner.
| | 01:24 | This cell that contains a formula that
subtracts the two cells above it can be
| | 01:28 | copied rightward, simply by clicking and
dragging this fill handle to the right.
| | 01:34 | As we let go, you certainly see correct
answers and of course we want to check
| | 01:39 | these out just to make sure in C4, what
does our formula say, double-clicking, I
| | 01:44 | can certainly see that's doing the right thing.
| | 01:46 | How about column E over here?
| | 01:48 | Double click, that's exactly what we
want it to say and so on, every one of these.
| | 01:53 | Copying formulas really means
copying the relationships between cells.
| | 01:58 | In cell H2, we've got a total
using a function, the SUM function.
| | 02:03 | It tabulates the six cells to its left
and we want to do the same thing in cell
| | 02:08 | H2 for the "Overhead Expenses"
and in cell H4 for the "Profits".
| | 02:14 | Here too, we can use the Fill Handle,
drag the formula--the function in H2--
| | 02:20 | downward into these two
cells to get those answers.
| | 02:24 | Our Average is a calculation in cell I2
and double-clicking and looking at it we
| | 02:29 | see that it's dividing the cell to its
left by six and we want to do the same
| | 02:35 | thing in the two cells below this.
| | 02:37 | Here too, we'll drag from
the lower right-hand corner.
| | 02:41 | There are many, many situations in
Excel where you write a single formula and
| | 02:45 | then copy it into adjacent
cells by using this Fill technique.
| | 02:49 | We've seen it initially with a row and
then two examples used with a column.
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| Calculating year-to-date profits| 00:00 | In this worksheet YTD and Pct
Increase, we want to calculate the
| | 00:05 | Year-To-Date Profit.
| | 00:06 | Now, we could do this with Sales or Overhead.
| | 00:08 | We've just chosen to do this with Profits here.
| | 00:11 | We'd like to have a running total
month by month of how much profit we've
| | 00:15 | made so far this year.
| | 00:17 | In cell B5, we want to put in the January entry.
| | 00:20 | Let's also be thinking ahead what
we want to do in February and March.
| | 00:24 | One thought, as we look ahead here
might be, when it comes to February, we will
| | 00:28 | want to add those two cells.
| | 00:30 | When it comes to March, we will want to add
these three, in April these four and so on.
| | 00:35 | That sounds like it might be somewhat
complex, but let's approach it this way.
| | 00:39 | What if we figure out how to put in our
January Year-To-Date profit, then we can
| | 00:43 | go to February and add these two cells.
| | 00:46 | So a Year-To-Date calculation is
relatively straightforward, but maybe a
| | 00:50 | little tricky at first.
| | 00:51 | First of all, let's keep
in mind the following idea.
| | 00:54 | Our January profit so far is 20.
| | 00:56 | Maybe these are dollars or thousands
of dollars, depends on the size of the
| | 01:00 | operation, but our Year-To-Date profit
should always be the same as our January profit.
| | 01:05 | We're not going to type in a 20 here
because what if these numbers change?
| | 01:09 | This number will change.
| | 01:11 | Do we need to write a formula
here that subtracts these two?
| | 01:14 | Well, we could do that, but why don't
we just say automatically, this cell here
| | 01:19 | is always equal to the profit.
| | 01:22 | In other words, equal B4, no matter what.
| | 01:25 | If we change the Overhead to 95,
Enter, these two numbers both change.
| | 01:30 | This is always equal to the one above it.
| | 01:32 | Let me undo that with
Ctrl+Z. How about February?
| | 01:36 | Earlier we had suggested we could add
these two cells to get our cumulative
| | 01:40 | profit--20 + 30 is 50.
| | 01:43 | We could also add these two--
20 + 30 is 50--so what's best?
| | 01:47 | Well, look ahead to March.
| | 01:49 | In March, will we be adding just these
two cells to get our Year-To-Date profit?
| | 01:53 | It'll make more sense to take the
March entry and add it on to the
| | 01:58 | previous year-to-date,
| | 01:59 | provided this Year-To-Date is the total
of these two cells. So let's write a
| | 02:06 | formula here, equal.
| | 02:07 | Now, we can add these two
cells in any order we want.
| | 02:10 | It's either going to be C4 plus
B5 or the reverse, B5 plus C4.
| | 02:16 | Remember you can click on cells if you wish--
do it this way--that's an answer.
| | 02:22 | One way to express this formula is: it's
the cell above, plus the cell to its left.
| | 02:28 | Will that makes sense over
here in March? It surely will.
| | 02:31 | The cell above added to the cell to its left.
| | 02:34 | The formula for February here is the one
that we want to copy all the way across.
| | 02:39 | We'll simply drag the corner here into June.
| | 02:42 | A quick check is that our June Year-To
-Date profit is the same as the total
| | 02:47 | Profit that we have here.
| | 02:49 | Writing a simple formula like this
ultimately is simple and straightforward,
| | 02:53 | although initially, it might be a little tricky.
| | 02:55 | I'm not saying in any particular way
that this formula is needed by everybody,
| | 02:59 | but it certainly is commonly used and
it does bring out and emphasize the idea
| | 03:04 | that cell references are really
important when you build formulas in Excel.
| | Collapse this transcript |
| Creating a percentage-increase formula| 00:00 | In this worksheet we might want to
calculate how much our Profits have
| | 00:04 | changed month by month.
| | 00:06 | We can certainly do this with the Overhead
numbers and also of course with the Sales too.
| | 00:11 | Let's say we want to focus on Profits.
| | 00:13 | Now, is it always going to be an increase?
| | 00:15 | It so happen that this day it is going
upward, but not always, so maybe that
| | 00:19 | wording there is a little bit optimistic;
perhaps a better heading here might be "%ProfitChange".
| | 00:28 | We're not going to have any number
whatsoever in the January column, but
| | 00:32 | in February we will, because this
involves comparing what's happened over
| | 00:36 | a two-month period.
| | 00:37 | How much has the Profit percent
gone up, we hope, or possibly gone down
| | 00:43 | over these two months? It has gone up.
| | 00:46 | How do we make this calculation?
| | 00:48 | This may or may not be bringing
back fond memories of high school math.
| | 00:51 | You probably learned that back then,
but do you use this capability all the time?
| | 00:55 | Maybe not.
| | 00:56 | It's relatively straightforward formula,
but it does bring up a major issue
| | 01:00 | with Excel formulas.
| | 01:02 | Let's talk about how we do this.
| | 01:04 | To calculate the %ProfitChange, we need to
first figure out how much change has occurred.
| | 01:10 | We need to subtract these two and
then divide by the starting point.
| | 01:14 | In other words, the difference is 10,
we'll divide it by 20, this represents 50%
| | 01:19 | growth and that's what we
hope to see in our Formula here.
| | 01:23 | Let's do the subtraction first, equal
the February entry minus the January
| | 01:29 | entry, and then divide
that by the January entry.
| | 01:33 | We're expecting to see 50% or .5,
something like that, and it comes as quite a
| | 01:39 | shock when you see a number like this.
| | 01:41 | We're getting to the heart of the issue of
what happens in Excel when you write a formula?
| | 01:46 | What does Excel do first?
| | 01:48 | If we're thinking standard calculators,
well, we do the addition first, then the
| | 01:52 | division, but in Excel that's not the case.
| | 01:55 | Excel refers to what's
called a "hierarchy of operations".
| | 01:58 | What you see in column A, starting in
row 8, is not something you're likely to
| | 02:02 | see on your screen, but it does
represent the hierarchy of actions.
| | 02:07 | In performing this calculation, Excel,
first of all looks down the list--
| | 02:12 | what's the first symbol in
the list that's in the formula?
| | 02:15 | Division, so this happens first, B4
divided by B4 is one, what's C4 equal to?
| | 02:22 | That's 30, 30 minus 1, that's why we get the 29.
| | 02:26 | What we want to have happened first is the
subtraction, so we put it in parentheses.
| | 02:32 | And of all the mistakes you might
make in writing Excel formulas, this is
| | 02:35 | certainly one of the most common.
| | 02:37 | You either forget to use parentheses or
possibly you use them in the wrong order.
| | 02:41 | By entering the formula this way,
Excel in effect is saying, "All right, I see
| | 02:46 | parentheses, I'll go there and do
what's inside of them first, then I'll get
| | 02:51 | to the division later".
| | 02:52 | Now, we will get the subtraction done
first, that's 10 divide by B4 which is 20,
| | 02:57 | .5 is our answer, that's what we would expect.
| | 03:01 | On the Home Tab to make this even better,
let's use the % button, it's found in
| | 03:06 | the number group here to display 50%.
| | 03:09 | This formula deals with the two
cells up in row four in that order.
| | 03:14 | We would expect this formula to deal
with these two cells and this formula with
| | 03:18 | these two cells and so on.
| | 03:20 | As we drag this rightward in the
column June, we get our answers.
| | 03:24 | Keep in mind these are not always
positive, they are in this case, so far,
| | 03:28 | but if our April Overhead number gets
adjusted to be 240, that's certainly
| | 03:33 | not a positive number.
| | 03:35 | If your Profits go from 50 down to 10,
they're down by 80%, so that's going to
| | 03:40 | happen from time to time; but the main
idea here is to recognize that when we
| | 03:44 | are writing formulas--I almost want to
say that whenever you have a mistake in
| | 03:47 | a formula where you know the answer is
dead wrong--first thing to look for is
| | 03:51 | missing parentheses or misuse of parentheses.
| | 03:54 | Excel operates on what's
called the hierarchy of operations.
| | 03:57 | Profit Change as it would be
properly labeled here, is just an example of
| | 04:01 | that issue and it's going to come up
from time to time as you work with Excel formulas.
| | Collapse this transcript |
| Working with relative, absolute, and mixed references| 00:00 | In this worksheet called "Absolute",
we're about to put a formula in column
| | 00:04 | F. We're going to create New Salary simply
by giving everybody a $2000 salary increase.
| | 00:09 | Now, a formula like this
involves a standard Excel technique.
| | 00:13 | If I type = and click cell E3+2000, and
after typing this entry, you would want
| | 00:21 | to copy this down the column.
| | 00:23 | If you work with Excel formulas a bit, you
know Excel will do exactly the right thing here.
| | 00:28 | In other words, if we complete the
formula and drag from the lower right-hand
| | 00:32 | corner--let's just check it out on a few cells--
| | 00:34 | Excel is not using E3
over and over and over again.
| | 00:37 | It's surely adjusting to using E4 and
as I double-click on these, E5 and E6 and
| | 00:44 | so on, for as far down as we might copy this.
| | 00:47 | That's called a Relative Reference.
| | 00:49 | It's the most common kind of
reference in Excel--a cell reference
| | 00:52 | that is relative.
| | 00:53 | If we copy the formula into different rows,
it adjusts the Row Reference of a formula.
| | 00:57 | Let's take a different situation here
where we want everybody's salary to go up
| | 01:02 | by a certain percent, maybe this 2.1%.
| | 01:05 | So a formula here--and there are
certainly a few different ways to write this--
| | 01:09 | might be E3, times--using the
asterisk--E3*, this percent.
| | 01:14 | Now, if we were to press Enter now,
we would simply have the amount of the
| | 01:18 | increase, so we need to add
on to that initial Salary.
| | 01:21 | The New Salary for this
person is going to be 55,696.
| | 01:26 | It's simply calculating the amount
of the increase and adding that onto
| | 01:30 | the existing salary.
| | 01:32 | We would want to copy this down the column.
| | 01:34 | Again, testing it out on
a few cells makes sense.
| | 01:37 | As we do this, we almost immediately
recognize that only the very first person
| | 01:42 | is getting the increase.
| | 01:44 | What happens in the next entry here?
| | 01:46 | The E4 references are correct, but the
reference to H2 has now slipped down into H3.
| | 01:52 | You can probably guess
what's happening down below here.
| | 01:54 | Down here, it's referring to H5 and down
here, as I double-click, it's referring to H6.
| | 02:00 | In all of these examples, we always
want the reference to be to cell H2, the
| | 02:06 | percentage of increase for everybody.
| | 02:08 | We don't want H2 to change.
| | 02:10 | There are two ways to make a change here.
| | 02:13 | Neither of them is really intuitive.
| | 02:15 | We need to put dollar signs in front of
the 2 and in front of the H. Why dollar sign?
| | 02:20 | That's the rule in Excel.
| | 02:22 | We need some symbol here to
indicate, we do not want this to change.
| | 02:26 | To make it a little bit faster, you
can click after the H2 or in front of it
| | 02:30 | or between the two,
| | 02:31 | it doesn't make any difference.
| | 02:32 | Press the function key F4.
| | 02:35 | Now, had we been doing this from the
beginning, right after putting in the H2,
| | 02:39 | we would have pressed the function key F4.
| | 02:42 | Now, the dollar signs have
nothing to do with salary.
| | 02:45 | That's just a coincidence.
| | 02:47 | The dollar signs mean, if we copy this formula,
the reference to H2 stays the same, exactly.
| | 02:55 | That's what we wanted to have happen.
| | 02:56 | As we complete the entry here and copy it
down again--just a few cells--check it out,
| | 03:01 | all are getting their increases.
| | 03:02 | What does this formula say here, for example?
| | 03:05 | It refers to H2, and so do the other ones.
| | 03:09 | You quickly get used to this idea.
| | 03:12 | When you see dollar signs in formula,
you're not necessarily thinking salaries,
| | 03:15 | although in this case it is.
| | 03:17 | It's an indication that the cell, if copied,
the reference to this cell will not change.
| | 03:23 | Now, there are situations where you've
got a dollar sign in front of the row or
| | 03:28 | just the column--those are
usually a bit more sophisticated
| | 03:30 | we won't go into those--
| | 03:31 | those are sometimes called Mixed References.
| | 03:34 | In the example here, and we might have
thousands of salaries, we want to make
| | 03:38 | sure that every salary increase here is
based on the Absolute Reference to cell H2.
| | 03:44 | On the bottom one here, we can just
double-click the bottom edge and copy that
| | 03:48 | down to the end of the column.
| | 03:50 | That might be thousands of rows deep here;
| | 03:52 | all based on that single cell H2 and
the cells over in column E, using what's
| | 03:58 | called an Absolute Reference.
| | 04:00 | It's an absolutely
indispensable feature in Excel;
| | 04:03 | almost everybody needs
it at one time or another.
| | Collapse this transcript |
| Using SUM and AVERAGE| 00:00 | Two of the most widely used calculating tools
we need in Excel are totaling and averaging and
| | 00:06 | we've got functions for those.
| | 00:07 | Reminder, it's "Sum" for
totals, "Average" for averaging.
| | 00:11 | In cell G3, we need a total here, but
rather than using the Sum function, let's
| | 00:16 | use something called the AutoSum tool.
| | 00:19 | It's found two places in the ribbon.
| | 00:21 | On the Home Tab, you'll find it way off to
the right, right here in the Editing Group.
| | 00:26 | It's also found, as you might expect,
on the Formulas Tab in the ribbon.
| | 00:30 | Here it's off to the left-hand side.
| | 00:32 | In both cases there's a little
drop arrow associated with it as well.
| | 00:36 | There is also a keystroke shortcut, Alt+=.
| | 00:37 | If we want a total in cell G3 of the
adjacent cells to the left, we can click
| | 00:44 | the AutoSum button and see what
the AutoSum tool is about to do.
| | 00:48 | It's about to add up the cells
to our left. That looks good.
| | 00:51 | We'll press Enter.
| | 00:52 | The AutoSum button is designed to
look at data both upward and to the left
| | 00:57 | to tabulate totals.
| | 00:59 | Now, we can do this slightly faster though.
| | 01:01 | We don't have to pause each
time we're looking at this.
| | 01:04 | I'm going to press Ctrl+Z to undo.
| | 01:06 | Another way to do this is to click
"AutoSum pause", just like a half a second and
| | 01:10 | click it again, something like that.
| | 01:11 | It makes it a bit faster.
| | 01:13 | A double-click doesn't quite work, but
that was clicking twice, just a slight
| | 01:16 | pause between the two clicks.
| | 01:18 | If we want a total on this column, we
could highlight the cells ahead of time
| | 01:22 | and then press AutoSum
once to get our total below.
| | 01:26 | If we're in cell H7 and we want to add
the data from above or maybe we want to
| | 01:31 | add the data from the left.
| | 01:33 | What's Excel going to do?
| | 01:34 | Because AutoSum is designed only to add
from above or from the left, what does
| | 01:39 | it do in a case like this?
| | 01:41 | If we click AutoSum, AutoSum
always looks upward for data first.
| | 01:45 | Now, if we truly want to add those
three cells to the left, we will intervene
| | 01:49 | and simply click and drag across
those cells and then press Enter.
| | 01:53 | If we want totals right here in these
cells, we can highlight them ahead of time
| | 01:58 | and click AutoSum once; or similarly,
if we wanted totals here, highlight these
| | 02:03 | cells ahead of time, click AutoSum once.
| | 02:06 | Better yet, as I undo both of these,
what if ahead of time we knew that we
| | 02:11 | wanted totals on the right and below?
| | 02:13 | Highlight both of these and then press AutoSum.
| | 02:17 | Now, there could be times that you want
to do more than just adding and averaging.
| | 02:21 | Suppose instead of total here,
you wanted to find the maximum.
| | 02:24 | I'll just put in "Max" for now.
| | 02:27 | AutoSum has a drop arrow, in either of
its locations, click the drop arrow to
| | 02:31 | the right of AutoSum in this location
or below it in the other location, and
| | 02:35 | this time we'll choose "Max", because
it's in the list here--choose "Max"--
| | 02:38 | here we go, and Enter. So that's the
maximum number in that range of cells.
| | 02:44 | We can get to those capabilities too.
| | 02:46 | And sure enough we can do
the same thing with "Minimum".
| | 02:48 | So at different times, we can use
different features available from the drop
| | 02:52 | arrow associated with AutoSum.
| | 02:54 | Going back to the data over here--as
I delete this, and delete this--if we
| | 03:00 | wanted averages on the perimeter here,
we'd highlight the cells this way,
| | 03:04 | then use the drop arrow for AutoSum
and choose "Average", to get our averages
| | 03:09 | on the perimeter here.
| | 03:11 | This tool is extremely handy and there
are so many times when you need to add
| | 03:15 | data or average it; and in some
cases, finding the minimum, finding the
| | 03:18 | maximum--take advantage of the AutoSum
button in either of its locations and
| | 03:22 | this drop arrow to the right.
| | Collapse this transcript |
| Using other common functions| 00:00 | With over 400 functions in Excel, you
may be wondering "how do you get a handle
| | 00:05 | on them, how do you know what to look for?
| | 00:07 | We're going to give you a few examples
on this functions worksheet, which is
| | 00:11 | found in the Workbook 03-
Creating Formulas and Functions.
| | 00:14 | When you do have that extra moment, if
you go to the Formulas tab in the ribbon,
| | 00:18 | recognize that there are some
groupings of functions here.
| | 00:21 | Now, depending upon what it is you're
doing, maybe you'll click on Math & Trig
| | 00:25 | and begin to see some of
the many functions here.
| | 00:28 | Most of us don't have the time to do
this, maybe not even the inclination, but
| | 00:32 | if you do pause and hover over one of
these, you do get a description of them.
| | 00:36 | Sure enough, some of these names are
going to jump out at you, something
| | 00:40 | about degrees maybe.
| | 00:41 | Converts radiance to degrees that may
or may not be useful to you. Here's something
| | 00:44 | called Fact, which opens us to
factorials which is something you may have
| | 00:49 | heard of. Logarithms--
| | 00:50 | those are built-in there.
| | 00:51 | It sounds like maybe we're in some big
fishing expedition maybe, but, based on
| | 00:55 | the work that you do, maybe you do
work with financial functions or financial
| | 01:00 | data, and here's a financial group over here.
| | 01:03 | Sure enough, some of these are
likely to have relevance to what you do.
| | 01:07 | Here's a nice one here for calculating
mortgage payments, that sort of thing.
| | 01:10 | There are tons of functions.
| | 01:11 | You just don't always know where to begin.
| | 01:13 | Date & Time functions can be pretty
interesting for a lot of Excel users as well.
| | 01:18 | There's one in here for picking out
the day of the week called Weekday.
| | 01:21 | There's another one for calculating
monthly differences, differences between
| | 01:25 | months or so many months out.
| | 01:27 | There's an EDATE reference right
there, so many months before or after;
| | 01:31 | there's an EOMONTH.
| | 01:32 | This just goes on and on and on.
| | 01:34 | Let's talk about a couple of functions
that you might not have heard about, you
| | 01:38 | wouldn't necessarily need, but on the
other hand, I think they have a lot of
| | 01:41 | relevance to certain kinds of lists.
| | 01:43 | Here's a simple one here.
| | 01:44 | We simply want to count how many
names are in column A. It might be a huge
| | 01:49 | list, it might not be.
| | 01:50 | We can count the number of
cells that have data in them.
| | 01:53 | That function is called Count A.
| | 01:55 | Now, anytime you type equal and then a
letter, you'd see all the functions that
| | 02:00 | begin with that name.
| | 02:01 | Now, I could certainly type this
faster than finding it, but nevertheless, if
| | 02:05 | you do find it, for example, "Count"--we
see it in there--Count A right here, this
| | 02:10 | particular function counts the number
of cells on a range that are not empty.
| | 02:15 | Rather than typing it, we can
press Tab right now and use that.
| | 02:17 | Where are we looking?
| | 02:19 | Maybe we're looking in Column A. By the
way, it will ignore the icon, the image
| | 02:23 | that's in cell A1, sitting on top of cell A1.
| | 02:26 | People ignore that.
| | 02:27 | If we want to know how many cells have
data here, we are counting cell A2 as well.
| | 02:33 | If the question is, "do we want to
count how many people work here?"
| | 02:36 | Well, we'd want to subtract 1 from this,
but if it's simply a count of how many
| | 02:41 | cells have data, there is our answer, it's 13.
| | 02:44 | If we wanted to change that wording to
the right, let's say number of people,
| | 02:47 | then we'd subtract 1 here.
| | 02:49 | If we want to count the cells that have
numbers, how many different salaries do
| | 02:53 | we have here, it's almost the
same, but it's called Count.
| | 02:58 | Here, we'll just click Column E.
| | 02:59 | By the way, referring to an
entire column often makes sense.
| | 03:03 | If there's nothing else in this
column--now there is text in cell E2, but
| | 03:08 | there's nothing else there--and we're
trying to count the number cells--we should
| | 03:12 | get sensible answer here--
| | 03:13 | there are 12 of them.
| | 03:14 | In this list here, we're
dragging downward to see that.
| | 03:18 | By the way, when you drag downward,
you will see in the upper left corner to the
| | 03:22 | left of the formula bar, the
indicator up there, and you don't see it at the
| | 03:26 | moment--but as I highlight this again,
keep an eye on this area--the name box,
| | 03:30 | to the left of the formula bar
here, will indicate how many cells I'm
| | 03:33 | highlighting, and it does it in the
following style that says, "12Rx1C"--meaning
| | 03:38 | 12 rows by one column.
| | 03:39 | There are 12 cells here that have
numbers in them and here's the formula again.
| | 03:45 | Using the Count function,
| | 03:47 | count the number of cells in
Column E that have numbers in them.
| | 03:51 | Now, Median is a commonly used number
when dealing with certain kinds of entries.
| | 03:55 | Earlier, you might have seen how on the
Formulas tab, you can use the drop arrow
| | 03:59 | for AutoSum to get to a Max or a Min,
but we don't see Median in here, so it
| | 04:05 | might be faster in this case to
actually type in the name of that function.
| | 04:08 | How do you know there's a Median function?
| | 04:10 | You happened to discover it.
| | 04:12 | It's probably a good guess, because
that's a commonly used statistical
| | 04:16 | measure. The Median salary, say for the New
Salaries in column F, What's the Median Salary?
| | 04:22 | There it is right there.
| | 04:23 | Is it different than the average?
| | 04:25 | Well, we could calculate the average, just
as easily, and let me move this down actually.
| | 04:28 | Let's do an average as well right here.
| | 04:31 | This time we'll use the AutoSum drop
arrow, choose Average, and we don't want
| | 04:37 | that average, but we want the
average of column F, and Enter.
| | 04:40 | Of course it will make sense to
format both of these and compare them.
| | 04:44 | Go to the Home Tab.
| | 04:45 | Click the comma button, good enough
for now, the Median and also the Average.
| | 04:50 | Now, finding this 2nd Largest entry,
it may or may not be that important--it
| | 04:55 | wasn't to me until a few years ago
when I needed it a couple of times--and I
| | 05:00 | thought you'd do something like a "max" or
"sort the data", but there is a function
| | 05:04 | way, and it's called Large.
| | 05:05 | I don't think you'd exactly guess that.
| | 05:08 | Large says where are we looking?
| | 05:09 | We're looking in column F, comma.
| | 05:11 | The 2nd highest, put in the two, third
highest, put in the three, and so on.
| | 05:16 | What's the second highest salary there? 76,728.
| | 05:18 | It doesn't tell us where it is, but
it tells us that it exist in here.
| | 05:25 | Here's an 81,000, so that's the highest.
| | 05:27 | It looks like somewhere in there, we've
got a 76,000, there it is right there,
| | 05:31 | that's the second highest.
| | 05:32 | Now, if you're familiar with
statistics, you would know about
| | 05:35 | standard deviation.
| | 05:36 | Now, do you make a guess here?
| | 05:38 | Do you start typing? Maybe.
| | 05:40 | Perhaps better--
| | 05:41 | go to the Formulas Tab.
| | 05:43 | Strange enough, you don't see
statistical here at first, but if you go to More
| | 05:47 | functions, you do see
statistical and quite a few entries here.
| | 05:52 | You could probably guess--and
guess correctly--if it's going to be
| | 05:54 | standard deviation
| | 05:55 | it begins with the letter "S", probably ST.
| | 05:58 | As it turns out, there's a cluster of
them here, and you just have to figure out
| | 06:02 | which one suits your needs best.
| | 06:04 | For those of you who have used this, you
know--you have some sense of what it does--
| | 06:08 | it indicates how much variance there is
between the average and each of the entries here.
| | 06:13 | It does it in a waited kind of way.
| | 06:15 | Maybe it's this one, maybe it's this one.
| | 06:18 | You'll know which one to use.
| | 06:19 | That example here, it actually will
prompt you into highlighting the data, for
| | 06:25 | example, column F, and we'll
click OK and get our answer.
| | 06:28 | Now, if you're familiar with standard
deviation and how that works, that's
| | 06:31 | a meaningful value.
| | 06:33 | It's hard to come up with a master list
of the functions that you need or that I
| | 06:37 | need or the next person needs, because
so many different people use Excel in so
| | 06:41 | many different ways; but the Formulas
Tab, at least opens you up to some of the
| | 06:45 | major categories, gives you some ideas
and as you work with these more and more,
| | 06:50 | you'll have a better sense of which of
these functions is likely to be used.
| | 06:54 | There's just a ton of them.
| | 06:55 | Don't get overwhelmed, but there's no
question, they're going to save you a
| | 06:58 | great deal of time as you work with Excel.
| | Collapse this transcript |
|
|
4. FormattingExploring font styles and effects| 00:00 | On the Home Tab in the Ribbon, one of
the most prominently selected group of
| | 00:04 | icons is the Font Group right here.
| | 00:06 | These involve changes that we might
want to make to our worksheet, to make data
| | 00:11 | standout a little more prominently or
give greater emphasis to a title or some
| | 00:14 | of our row headings, for example.
| | 00:16 | Certainly, one way to get to this
might be, for example, the title we have on
| | 00:20 | this worksheet called Fonts,
in this workbook 04-Formatting.
| | 00:24 | Let's change this cell D1.
| | 00:27 | The text extends into the other cells, but
we could easily change the font type itself.
| | 00:32 | Calibri is the most commonly used font
in Excel in recent versions, but as we
| | 00:36 | slide over these other choices,
we can see how they might look.
| | 00:40 | There are so many choices here that if
you're a bit picky, you might spend a lot
| | 00:44 | of time looking at some of these.
| | 00:46 | You can also use the mouse wheel to
scroll up and down, slide over this one,
| | 00:49 | slide over that one, maybe
make a choice, maybe not.
| | 00:53 | Some would be, perhaps totally
inappropriate for workplace usage--others look
| | 00:57 | pretty interesting, maybe
they do--just a ton of choices.
| | 01:00 | How does that one look, and so on?
| | 01:03 | At some point, maybe you'll say, "okay
| | 01:04 | I'll try this one or that one".
| | 01:06 | Of course, what else might we do with this?
| | 01:08 | A fast way to get here is by right-
clicking because that activates the mini toolbar.
| | 01:13 | Nearly, all the buttons we see up
there in the Font group on the Home tab are
| | 01:17 | also shown here in the mini toolbar. So
maybe we'll change the Size of the font
| | 01:22 | this way, or that way maybe.
| | 01:24 | While we're at it, color background for the
cell, and of course, not all these are
| | 01:29 | going to be great choices.
| | 01:31 | Bold, it's already bold,
perhaps, italic, slanted, and so on.
| | 01:34 | Lots of choices here, by the way of the font
group, or by right-clicking in the mini toolbar.
| | 01:40 | Now, there could be a feature that
maybe you just don't see there, but you
| | 01:44 | suspect it's available.
| | 01:45 | You perhaps have seen subscript or superscript.
| | 01:48 | Sometimes, the way we need to get to
features to adjust the font are by way of
| | 01:53 | the little arrow on the corner here,
the so-called Dialog Box Launcher.
| | 01:58 | If, for example here, if we wanted
to use--maybe in a different situation
| | 02:01 | here--like how do we get to the two, how do
we write the little two as a superscript here?
| | 02:06 | In this example, let me zoom in on it,
and I will use the zoom slider in the
| | 02:11 | lower right-hand corner on the
status bar to zoom in on the data here.
| | 02:13 | If we were typing this, we would type it,
at least initially this way, "e=mc2".
| | 02:20 | Highlight the 2 now, by clicking the
Dialog Box Launcher. And there are two other ways to
| | 02:25 | get here by the way, one is Ctrl+1--
| | 02:28 | it activates the Format Cells Dialog Box--
| | 02:31 | just like that arrow does there.
| | 02:33 | This leads us into some other capabilities here.
| | 02:36 | There aren't a whole lot more than what
we actually see on the Home Tab, and
| | 02:39 | certainly superscript is one of them
here, and that's the one we might want to
| | 02:44 | use in this case here; so
now the 2 is a superscript.
| | 02:47 | Sure enough, same idea here with the
subscript H20, you'll just type it as H20,
| | 02:51 | then select the 2 and jump back in here.
| | 02:54 | Once again, H2O, highlight the 2, this time
a little bit different, we'll press Ctrl+1--
| | 03:01 | get there a little bit faster--and we'll
try subscript this time to come up with H2O.
| | 03:08 | There are some unusual underlining
choices available with fonts too that you
| | 03:12 | don't see in the font group here.
| | 03:14 | Those too, you can get to with
that Dialog Box Launcher or Ctrl+1.
| | 03:19 | One of the methods of getting into those
choices--let's imagine we might want to
| | 03:23 | make some font changes here--
| | 03:24 | we can right-click and go
immediately into Format Cells.
| | 03:29 | This doesn't always take us to the
Font Tab, although often it will.
| | 03:32 | Sometimes, you'll find yourself at
the Alignment Tab, but you can easily
| | 03:35 | make the switch there.
| | 03:36 | Maybe we're considering here some
underlining changes that we don't see on the
| | 03:41 | Home Tab, so we've got some others up
there as well; maybe double counting or
| | 03:44 | something that appeals to us.
| | 03:46 | Click OK and maybe it is or maybe it isn't,
but we can get to those features as well.
| | 03:50 | There are lots of different ways and
reasons for wanting to change the font, and
| | 03:54 | again, some of them are quick and
easy like Bold, Italic, Underline.
| | 03:58 | We can get to them this way or
earlier, we saw how by right-clicking you
| | 04:02 | activate the mini toolbar to
get to those features even faster.
| | Collapse this transcript |
| Adjusting row heights and column widths| 00:00 | You can easily adjust the width of
columns and the height of rows whenever needed.
| | 00:05 | You're much more likely to
need these with columns.
| | 00:07 | Rather than using commands, although
you can, it's much, much easier to use the
| | 00:11 | actual column separators.
| | 00:13 | If I want to make column B wider, I'll
point the mouse on the boundary between
| | 00:18 | B and C, where the actual letters are,
click and drag to make it wider or in
| | 00:22 | some cases narrower.
| | 00:23 | If you make a column too narrow for
the numbers to be displayed properly, you
| | 00:28 | will see pound signs.
| | 00:29 | A better solution sometimes is simply
to double-click a boundary, and that
| | 00:34 | means in effect, make the column wide
enough to handle the widest entry; so
| | 00:38 | we'll double-click.
| | 00:40 | Now, if at a later time, if we happen to
put a word here or a long number, maybe
| | 00:44 | I'll put in a long word
like this, and press Enter.
| | 00:47 | The column width doesn't adjust, but
if I double-click the boundary between B
| | 00:54 | and C, it certainly does.
| | 00:56 | I misspelled it anyway, but if
I take that out, what happens?
| | 00:59 | The column doesn't get any
narrower, so we'll double-click.
| | 01:02 | With numbers, you're less likely to need that.
| | 01:05 | Now, how wide is a column and do we really care?
| | 01:07 | If we put the mouse pointer on a
column boundary and hold down the left mouse
| | 01:11 | button, we see its width with some
number and then the term pixels--this is 64
| | 01:16 | pixels wide and so is this one.
| | 01:19 | That's a number hardly worth
remembering, but it does at least inform us that
| | 01:23 | the two columns were of the same width.
| | 01:26 | Sometimes, we do keep an
eye on that a little bit.
| | 01:28 | Now, recognize if I changed this June
entry from $980 to $1000, that's going to
| | 01:32 | require the use of a comma, and
so this will take up more space.
| | 01:37 | What happens when I type $1000 here? Enter.
| | 01:42 | The column grows automatically.
| | 01:44 | The other columns here, like the one on
the left, 64 pixels wide, this one is 75
| | 01:49 | pixels wide, but we don't
worry about that usually.
| | 01:52 | If somehow or the other, you wanted
all this to be the same width, you could
| | 01:55 | drag across these columns here, take
any of the boundaries, drag it to that
| | 02:00 | width, 75 pixels,
something like that. Here we go.
| | 02:03 | Now, they're all exactly the same.
| | 02:05 | If on the other hand, if you said "I want
each once of these to be wide enough to
| | 02:10 | handle the widest entries", in other
words, let's make them all be "best fit".
| | 02:14 | Let's drag across all these maybe,
even on the column I--double-click a
| | 02:18 | boundary--and every column is wide enough and
just wide enough to handle the widest entry.
| | 02:23 | Now, you can certainly get to these
features as well by going on the Home Tab to
| | 02:28 | the cells group format but again this
takes us in the territory which usually
| | 02:33 | is no more efficient;
| | 02:34 | it just takes longer to use the feature.
| | 02:36 | It's much easier to adjust these
by dragging these boundaries or
| | 02:39 | by double-clicking.
| | 02:41 | You can adjust non-adjacent columns.
| | 02:43 | I could click column B and then with
the control key, click column I to adjust
| | 02:47 | both of those widths at the same time.
| | 02:49 | When it comes to row heights,
often this is automatic.
| | 02:52 | For example, if I click in cell A1 and
I want to use a larger font, in the font
| | 02:58 | group on the Home Tab, I'll click the
drop arrow, and as I slide over these
| | 03:01 | numbers, you see what's
happening to the row height.
| | 03:04 | It's happening automatically.
| | 03:05 | Occasionally, you might want to change
row heights, we could easily do that.
| | 03:09 | Let's change the height of
these rows here. What do we do?
| | 03:12 | Drag any of these boundaries,
| | 03:14 | it doesn't make any difference which one,
any boundary between the numbers, make
| | 03:17 | it a little bit taller maybe.
| | 03:18 | We've made all of those taller at the same time.
| | 03:21 | You're much less likely to want to do that
or need to do that, but you certainly can.
| | 03:25 | It's easy to adjust the column widths
and row heights, much more likely with
| | 03:29 | column widths, but it's a feature that
works best by using the boundaries of the
| | 03:33 | columns, rather than using the
actual commands in the ribbon.
| | Collapse this transcript |
| Working with alignment and Wrap Text| 00:00 | On the Home Tab in the ribbon, there
is an alignment group with a variety of
| | 00:04 | tools for allowing you to line up
text in different ways within cells.
| | 00:09 | Here's a look you may or may not like.
| | 00:10 | I'm going to highlight the cells in
row 3 and using this icon right here for
| | 00:15 | Orientation, click the drop arrow and
maybe angle the data counterclockwise,
| | 00:20 | maybe gives it a little bit of flare
or possibly exploring these some more
| | 00:24 | and clicking the arrow.
| | 00:25 | How about Rotating the Text Up?
| | 00:26 | How does that look?
| | 00:28 | Could be interesting maybe.
| | 00:28 | We could adjust the row height eventually too,
if we wish, so that makes sense sometimes.
| | 00:33 | If we want to change back here, we
can simply rotate the text up again and
| | 00:37 | actually that turns it back to normal or
possibly could have done an undo there too.
| | 00:41 | There are times when you've got data in
a cell and you actually want to wrap the
| | 00:45 | data, so that it appears as if you've
got two rows of data in the same cell.
| | 00:50 | We could certainly make column A wider, but
on the other hand we might want it narrower.
| | 00:54 | Let's apply what's called Wrap
Text to the data here, for example.
| | 00:59 | This may cause some unsatisfactory appearances.
| | 01:01 | We might eventually change our
minds and readjust the column width.
| | 01:05 | By going to Wrap Text, what
we're seeing here is "wrap the text".
| | 01:10 | In other words, if it won't fit across
the column width, then put it in the same
| | 01:14 | cell but underneath the data this way.
| | 01:18 | I think in the example here, these
aren't great choices, but do recognize this,
| | 01:22 | if you were in a different worksheet--
let's imagine that we were for the moment--
| | 01:25 | if you're going to put in an entry on
the column, maybe you want to put in 2013
| | 01:29 | Salary and you're envisioning the
column not needing to be very wide.
| | 01:33 | If you want the word Salary to appear
under 2013, you can press Alt+Enter and
| | 01:39 | then type Salary and then Enter.
| | 01:42 | It automatically stacks up the data that way.
| | 01:44 | By pressing Alt+Enter, you were
controlling where the wrap occurs.
| | 01:47 | Another example could be--we'll just use this
| | 01:50 | again--imagine that we're in a
totally different worksheet here.
| | 01:52 | If I were to type in 2013 and then Alt+
Enter and put in Tax, and then Alt+Enter
| | 01:59 | and then Rate, if this is a column, it
only is going to have letters or a few
| | 02:04 | numbers in them, that would give us the
opportunity to make the column maybe a
| | 02:07 | lot narrower, if we had that kind of data in it.
| | 02:09 | Recognize that you can also wrap texts,
simply by pressing Alt+Enter to force a line break.
| | 02:15 | Now, at times we have data like this
that's a title, and this is in cell D1,
| | 02:21 | and it might look fine there, it
might look better though if it were in the
| | 02:25 | middle of the cell--not middle left-
right--but middle, meaning top-bottom.
| | 02:30 | These three buttons here have
to do with vertical alignment.
| | 02:33 | This is currently bottom aligned,
| | 02:35 | it might look better in the middle, so
let's see it that way, where it might
| | 02:39 | look better on top; so
we can make those changes.
| | 02:43 | Now, it might also make sense to
center this across these cells.
| | 02:46 | The data itself is in D1, so
what might we consider doing here?
| | 02:51 | How about merge in the center?
| | 02:54 | And that makes sense there too.
| | 02:56 | We might want to do that with this as
well, centering all the way across there--
| | 03:00 | that may or may not be a good choice--
but we could try it, Merge & Center.
| | 03:04 | In this case, as in the case up here,
we've essentially blended or merged all
| | 03:09 | of these cells, A1 through I1 are now
one big cell called A1, and there is
| | 03:14 | really no B1 and C1 here.
| | 03:15 | This is all one big cell here.
| | 03:17 | You might add color to
it, something like that.
| | 03:20 | We've centered this across columns A
through I. In this example here, we've
| | 03:25 | centered it across columns D through I.
| | 03:28 | Keep in mind too, something really
basic, we might want to take this data and
| | 03:31 | center it and of course we've got
these buttons here for Aligning Right,
| | 03:35 | Center, and Left, maybe Center looks
better there and maybe not, maybe lining
| | 03:39 | it up on the right.
| | 03:40 | From time to time, that
might be the better choice.
| | 03:43 | We've got easy tools here for
realigning data, both horizontally
| | 03:47 | here, vertically here.
| | 03:49 | Earlier we saw Orientation, Angling Text
and Wrap Text, as well as Merge &Center.
| | 03:55 | Various Alignment Tools we have at
our fingertips, by way of the Alignment
| | 03:59 | group on the Home tab.
| | Collapse this transcript |
| Designing borders| 00:00 | Adding borders to a group of cells
is another way to give emphasis to a
| | 00:04 | particular part of a worksheet.
| | 00:06 | In this worksheet here called Borders,
highlighting these numbers here maybe is
| | 00:10 | being done because, these are pure values,
| | 00:13 | we want them to stand out a little
bit differently than the other numbers.
| | 00:17 | There are two ways to get to this capability.
| | 00:19 | On the Home Tab, we can use
the Border button right here.
| | 00:22 | Click the drop arrow, tons of choices.
| | 00:25 | We might just want a "thick box border",
and there it is, but a little tricky to
| | 00:29 | see while they're still highlighted.
| | 00:31 | Many, many times when you're
applying border features, you want to click
| | 00:34 | elsewhere and then see
the effect of what occurred.
| | 00:37 | Also of help here, particularly if
you're using even lighter borders than
| | 00:40 | this, you might want to turn off or
inhibit the display of gridlines as you
| | 00:45 | work with the data.
| | 00:47 | Remember, that's independent of working
with the data when you're printing it.
| | 00:51 | On the View Tab, you can
uncheck the box for Gridlines.
| | 00:55 | That will just allow us to
see these a little more clearly.
| | 00:58 | Another possibility here, we can do this,
maybe we want to highlight these for
| | 01:02 | one particular reason or another, here
too, we could, and this time, by way of
| | 01:06 | right-click, use the mini
pop-up toolbar right here.
| | 01:10 | We've got the same choices here and
we'll just use outside Borders.
| | 01:13 | That's tricky to see too, until we click
outside of it, but there it is as well.
| | 01:19 | Now, if you're interested in
different kinds of borders, sometimes what you
| | 01:22 | might want to do is right-click and go
to Format cells or if you're on the Home
| | 01:27 | tab, you can right-click either this
button here for Alignment or Number--that
| | 01:33 | doesn't sound exactly relevant, but
you can use those--or you press Ctrl+1.
| | 01:36 | Right clicking format cells Ctrl+1 or
any of these buttons and I'll press Ctrl+1.
| | 01:44 | Any of those choices will take you to
the Format Cells Dialog Box, and a border
| | 01:48 | isn't selected, click it,
and we got some choices here.
| | 01:53 | The case could be that you wanted to use color.
| | 01:55 | Here's a color choice.
| | 01:56 | Maybe we want to use a dark red
border or something like that.
| | 02:00 | It could be a thick border, it could
be one of these kinds of designs, and
| | 02:04 | while we're here, we could have an
Outline Border as well as an Inside Border,
| | 02:08 | and there are even oddities like these
here, which I think most of the time we
| | 02:12 | are not interested in.
| | 02:13 | Once again, OK to get that effect.
| | 02:15 | If that were not enough, there are
other techniques here too, and obviously, it
| | 02:19 | would be overkill for me to put borders
on this part of the worksheet, but once
| | 02:23 | again, on the Home tab, clicking the drop arrow,
| | 02:26 | there's even a choice here for
Drawing a Border or Drawing a Border Grid.
| | 02:30 | Draw Border Grid, we'll just
drag across these, like that.
| | 02:34 | May be we don't' like the color, go back
up here and pick a Line Color and so on.
| | 02:39 | You could spend a lot of time out here,
fine-tuning this to fit your needs.
| | 02:44 | At times, you don't want any borders.
| | 02:46 | You want to get rid of them possibly
or maybe these were sent to you and
| | 02:48 | you don't like them.
| | 02:49 | A quick fix here by way of a
keystroke shortcut is to select the data in
| | 02:53 | question, maybe even the whole
worksheet, but let's say we get rid of--how
| | 02:57 | about the lower ones here--
| | 02:58 | We don't want any borders there,
| | 02:59 | it's Ctrl+Shift+Underscore.
| | 03:01 | That will get rid of them.
| | 03:03 | A more logical way would be,
highlight the data or possibly by clicking the
| | 03:07 | upper left hand corner,
using the entire worksheet.
| | 03:10 | Go to the button right here on the
Font Tab and choose No Border, and all
| | 03:15 | borders will be gone. But I think
there's no question, that in some worksheets,
| | 03:19 | putting a border around certain groups
of cells does give greater emphasis to
| | 03:23 | the data that you've selected.
| | Collapse this transcript |
| Exploring numeric and special formatting| 00:00 | Excel has a wealth of numeric
formatting options, and two of the most common
| | 00:04 | options are the dollar
sign and the comma button.
| | 00:08 | They're found in the Number
Group on the Home Tab in the ribbon.
| | 00:11 | Column F shows salaries.
| | 00:13 | It's probably unnecessary to show
the dollar sign, but we might want to.
| | 00:17 | Notice that when you point to dollar
sign, the pop-up tip says, "Accounting
| | 00:21 | Number Format" and that's what we see.
| | 00:24 | If you make the column wider, the
dollar sign stays on the left-hand side.
| | 00:28 | You might or might not like that.
| | 00:30 | That's certainly one option.
| | 00:31 | You could easily make the case for
saying, "Well, these are salaries.
| | 00:35 | We don't really need to see the dollar signs.
| | 00:37 | It's pretty obvious, isn't it?"
| | 00:38 | So we might want to use comma.
| | 00:40 | This is not the opposite of
dollar sign or accounting format.
| | 00:43 | It simply doesn't display the
dollar sign if we use comma.
| | 00:47 | I wouldn't do this for the whole column.
| | 00:49 | And we don't need to make the column
that wide, we can make it narrower.
| | 00:53 | If we don't want to see the
pennies there, they're all zeros anyway,
| | 00:57 | we could certainly make that column
even narrower by not displaying pennies.
| | 01:01 | By the way, using these buttons to
increase the display of decimals or decrease
| | 01:06 | has no impact whatsoever on the actual content.
| | 01:10 | Sometimes, people do make that mistake
and if we did have pennies there, this
| | 01:14 | would simply be hiding them
and it would do visual rounding.
| | 01:17 | Now, column G here, similar data,
although this case does have negatives,
| | 01:22 | what happens with accounting number format as
we readjust the column width by double-clicking?
| | 01:28 | Negatives appear in parentheses, here too,
making the column wider and narrower.
| | 01:33 | The dollar signs are
always on the left-hand side.
| | 01:36 | There are other variations though.
| | 01:37 | If we press the Dialog Box Launcher
right here, or possibly press Ctrl+1, that
| | 01:44 | will take us to the Format Cells dialog box.
| | 01:47 | On the Number tab, we
see Accounting format here.
| | 01:50 | How about Currency format?
| | 01:52 | Isn't that the same thing?
| | 01:53 | It's going to be different in two respects.
| | 01:55 | You want to keep an eye on the dollar
signs here in column G as well as what the
| | 01:59 | negatives look like.
| | 02:01 | And I think you can see ahead of time,
| | 02:02 | the negatives might be in red or
they might be black in parentheses or
| | 02:07 | they might just be red.
| | 02:08 | In other words, you make the call as to
how you want this to look. Here we go.
| | 02:13 | That's another variation.
| | 02:14 | Notice on the whole numbers that
are positive here, the dollar sign is
| | 02:17 | right next to the number.
| | 02:18 | If I were to change just this one--
watch Accounting Number Format--
| | 02:23 | shift the dollar sign that way.
| | 02:24 | The objective of this is not to confuse
but to have you recognize that, when you
| | 02:28 | do get data from other sources, you
might get a mix or maybe you're getting data
| | 02:33 | that's in one format or as you use the other.
| | 02:36 | You want to come up with
some kind of a standard.
| | 02:38 | I say by all means, if possible, if you
like the dollar sign, Accounting Number
| | 02:43 | Format, use it and stick with it,
and maybe show the decimals or don't.
| | 02:47 | But if you simply stick to one
variation or another, you won't get too
| | 02:51 | bogged down on these.
| | 02:52 | Recognize too, when we have data
like this, making the columns wider,
| | 02:56 | sometimes we want the dollar sign
to stay hugging the left-hand edge,
| | 02:59 | sometimes we don't; and recognize here,
that's accounting format in these two
| | 03:03 | cases. The example here,
| | 03:05 | this is simply the comma
button choice with no decimals.
| | 03:09 | Now, with certain other kinds of data,
for example, the data in column B, you
| | 03:13 | may or may not use Social Security
Numbers, but it looks like something happened
| | 03:17 | here that's not quite complete.
| | 03:18 | Whoever typed these entries here decided
not to type the hyphens. Well, why not?
| | 03:24 | Well, it's a good idea but not quite fulfilled.
| | 03:27 | If you're going to use Social Security
Numbers, take advantage of the fact that
| | 03:30 | Excel has a built-in format, and rather
than typing the hyphens, let Excel enter
| | 03:36 | those by way of a format.
| | 03:37 | So this time I'll right-click to get
to it, remember, we could also press
| | 03:41 | Ctrl+1 to get to it.
| | 03:43 | Format Cells, if you right-click.
| | 03:46 | And this time, using the Number Tab,
the category is "special" and there we are
| | 03:52 | with the Social Security Number, click OK.
| | 03:55 | Make the column wider in this case, and
let me--using the zoom bar in the lower
| | 03:58 | right-hand corner--zoom in a bit on that
so we can see it even better. There we go.
| | 04:04 | These are actually not here.
| | 04:06 | They're not there in the Formula bar.
| | 04:07 | If you double-click in the
cell, you don't see them there.
| | 04:10 | If you're making a change, maybe that should
have been an eight, you don't see any hyphens.
| | 04:14 | Press Enter, they are there.
| | 04:16 | They're in the format but
not in the actual content.
| | 04:18 | If these are supposed to be phone
numbers in column C here, I want to take the
| | 04:23 | whole column here, and format these in
the same way that we did earlier; either
| | 04:27 | by right-clicking and going to Format
Cells or pressing Ctrl+1, Format Cells,
| | 04:33 | and here, Category, Special.
| | 04:36 | Same place we found Social Security Number.
| | 04:39 | Now, we have phone number.
| | 04:41 | Click OK, and that displays the numbers
once we adjust the column width this way.
| | 04:45 | So, rather than typing 14
characters, you just type the numbers.
| | 04:50 | So here too, if you're adjusting these,
maybe that shouldn't have been an 805,
| | 04:54 | maybe that was a 213,
| | 04:55 | you want to double-click
in here, change that to 213.
| | 05:01 | Press Enter and you've adjusted this.
| | 05:03 | So those are two built-in formats as well.
| | 05:06 | At different times, you will want to
change formats, but again, make it simple.
| | 05:09 | Rely upon the buttons in the
ribbon as much as possible.
| | 05:12 | Remember, these are also
accessible by way of the mini toolbar.
| | 05:16 | So, if we were to right-click here, we
could go into the mini toolbar here and
| | 05:19 | make our choice here of
dollar sign or comma as well.
| | 05:22 | And then there is the occasional
use of adjusting, the positioning of
| | 05:26 | the decimals as well.
| | 05:27 | So, a variety of numeric formats, we can
get to them easily by right-clicking or
| | 05:32 | going in the format cells to
adjust those displays of numbers.
| | Collapse this transcript |
| Formatting numbers and dates| 00:00 | Excel gives you a variety of
ways to display Date and Times.
| | 00:04 | In this worksheet called Date and
Time, look at the data in columns B and
| | 00:09 | columns C, both showing
essentially the same kind of data,
| | 00:11 | simply displayed differently.
| | 00:12 | The data in column B, shows four-
digit-year and column C, two-digit-year.
| | 00:16 | Obviously, one takes up more space.
| | 00:19 | Sometimes that's the issue, usually not.
| | 00:21 | Is it clear to the
audience, whoever is using this?
| | 00:24 | Recognize also the data in
column I is different too.
| | 00:28 | The formatting in column I,
does clarify which month it is.
| | 00:31 | Sometimes and particularly, if you're
getting data from other countries, outside
| | 00:35 | the United States, they tend to work
with the layout of day, month, year,
| | 00:39 | whereas in the U.S., we
tend to use month, day, year.
| | 00:42 | But if there's any doubt, column I
tends to eliminate that by that display.
| | 00:46 | Let's take a look at some
of the built-in formats here.
| | 00:48 | The standard display in most Excel
versions is, as you type an entry, you see a
| | 00:53 | four-digit-year, the way we're seeing
these in column B. Let's imagine we might
| | 00:58 | want to change the ones in column C here.
| | 01:00 | If it's the entire column, we'll just
right-click on the entire column, and one
| | 01:04 | of the many ways we can get into
formatting--Format Cells--after right-clicking.
| | 01:09 | In the Format Cells Dialog Box>Number
tab>Date, and you've got to kind of put the
| | 01:16 | pieces together a little bit, if you
simply wanted to show month and day, that's the
| | 01:19 | way we see it right here.
| | 01:20 | We would use that display.
| | 01:21 | Here's the one with the two-digit-year.
| | 01:24 | Here is the one that uses leading
zeros for months that are under 10 or days
| | 01:28 | under 10 and other ways to
display the data as well here.
| | 01:32 | Quite a few variations as we look through
the list, even spelling it out this way.
| | 01:36 | You might even try this one for example.
| | 01:39 | That certainly takes up more space, but
it certainly eliminates any doubt as to
| | 01:42 | what you mean by this.
| | 01:43 | And you could even go further with these.
| | 01:45 | You can apply your own.
| | 01:47 | Now, I often steer people away from
the idea that you can actually create a
| | 01:52 | custom format, but what I just did here
was to right-click column C and choose
| | 01:57 | Format Cells, and on the Date tab--
after having selected this, I'd just made
| | 02:01 | the adjustment to--
| | 02:02 | I'm going to jump over to Custom.
| | 02:04 | What I then might do in this display
and I don't want to explain every single
| | 02:08 | icon here, but I'm going to change this
so that instead of simply four M's, a D,
| | 02:13 | and three Y's, in front of
this, I'm going to put four D's.
| | 02:18 | That actually will spell out day of the week.
| | 02:20 | If I put in three D's and we put in
the abbreviation, a comma and a space.
| | 02:24 | Now, would I really care about a higher
date as to what day of the week it is?
| | 02:28 | Probably not. But in certain other
kinds of data, I might, and this would allow
| | 02:32 | us to see it clearly as we see here.
| | 02:35 | So there are lots of variations on that.
| | 02:36 | These do take up a lot of space, but
for clarity, sometimes that make sense.
| | 02:40 | There's only one keystroke
shortcut associated with date entries,
| | 02:44 | that's currently being used in column I.
If we want to use that in column B,
| | 02:48 | simply click column B and
keystroke shortcut is Ctrl +Shift+#.
| | 02:52 | So, that displays the date information that way.
| | 02:56 | Now, when it comes to times--we've
got some columns over here with times--
| | 03:01 | the way these times are entered--and
they're also set up to handle formulas too--
| | 03:05 | we use colons for time entries.
| | 03:08 | One way to display times is the so-
called 24-hour style, which is widely used
| | 03:13 | throughout the world.
| | 03:14 | Maybe a little bit less so in the
United States, but even here we see these
| | 03:17 | a lot; 24-hour time like this.
| | 03:20 | The variation you might want to use
here is, once again, by right-clicking,
| | 03:25 | going in the Format Cells,
on the Number tab>Time.
| | 03:30 | Maybe not obvious at first, but
the choice for PM is right here.
| | 03:34 | Now, this will show AM or PM
as necessary. Click OK.
| | 03:38 | So, we see that display and
readjusting the column, it's possibly this way.
| | 03:43 | We can display times also more coherently,
could have done those both. There we are.
| | 03:49 | We either use the AM or PM or the 24-hour style.
| | 03:51 | If the numbers are coming to you this
way and you're saying, "I want to change
| | 03:55 | them all", we'll do the whole columns, here too.
| | 03:57 | Remember, another way to get
to Formatting Cells is Ctrl+1.
| | 04:01 | You can do that here, and the variation
here, where we want to want not see AM,
| | 04:06 | PM, is the choice 13:30. Click OK.
| | 04:11 | If you entered times with colons, and
previously in our examples, entered dates
| | 04:14 | with slashes or hyphens, you do set
the stage for using these in formulas and
| | 04:19 | taking advantage of Excel
functions that relate to dates and times.
| | 04:23 | So, it's a strong feature and the
formatting capabilities certainly clarify the
| | 04:27 | appearance of the data in the way
that you want this data to appear.
| | Collapse this transcript |
| Conditional formatting| 00:00 | In this worksheet called Conditional
Formatting, we might want to make some of
| | 00:04 | the years in column F
standout a little more prominently.
| | 00:07 | Conditional Formatting
practically explains itself.
| | 00:11 | We're saying we want certain numbers,
those above a certain amount, within a
| | 00:15 | certain range, to have a different look.
| | 00:17 | And as we make the choice here,
we've selected column F ahead of time,
| | 00:21 | Conditional Formatting, highlight Cells Rules.
| | 00:24 | How about those Greater
Than? Greater than what?
| | 00:28 | And immediately, we see some color
changes in column F. We haven't even
| | 00:31 | decided what we want yet.
| | 00:32 | Format cells that greater than eight.
| | 00:34 | Well, maybe we want to do this for
those that are greater than nine in other
| | 00:38 | words the 10's and above.
| | 00:39 | Do we want to use light red fill
and dark red text? Well, maybe so,
| | 00:43 | that looks okay.
| | 00:44 | We can see it already.
| | 00:45 | We don't get a preview on these but we
can imagine what some of these we might use.
| | 00:49 | How about a red border
maybe, something like that?
| | 00:51 | Well, that looks okay.
| | 00:53 | How about red text or whatever?
| | 00:54 | And if these aren't good enough,
create your own custom format.
| | 00:57 | How about yellow fill? Anyway, click OK.
| | 01:01 | You've made your choice.
| | 01:02 | It is dynamic, too.
| | 01:04 | If we make an adjustment to the Hire
Dates and one of these years slips below
| | 01:08 | 10, it's not going to be highlighted
anymore, or one goes above, the opposite
| | 01:11 | effect, it will be highlighted.
| | 01:14 | But there are other features,
too, maybe on the salaries here.
| | 01:16 | How about those above average?
| | 01:18 | Conditional Formatting, we've got Top/
Bottom Rules here, and quite a few choices.
| | 01:23 | We might want to highlight just the top
10% or the bottom 10 entries or top 10.
| | 01:28 | How about those above average? There we go.
| | 01:31 | And once again, a similar kind of
selection, we may or may not like
| | 01:35 | this capability here.
| | 01:36 | Let's just cancel this.
| | 01:37 | We can certainly explore that option, too.
| | 01:39 | Let's go back again to Conditional Formatting.
| | 01:41 | How about Data Bars?
| | 01:43 | What we see here is a different bar
for each entry, and the width of the bar,
| | 01:48 | more or less, conforms to the
higher salaries, as we see this.
| | 01:53 | Now it's a little bit difficult
perhaps to read the numbers or read the bars
| | 01:57 | depending upon how you're viewing this.
| | 01:58 | But we can see what's happening here, a
quick visual addendum to the data here
| | 02:03 | to point out which of the salaries are higher.
| | 02:05 | And there is by the way, as we'll see, a way
to hide the numbers and just show the bars.
| | 02:09 | So, that's certainly an option there.
| | 02:11 | A lot of choices here, too.
| | 02:13 | And in a similar vein, how
about Color Scales instead?
| | 02:16 | What Excel does here is it divides the
data into fifths or sixths or whatever
| | 02:21 | here and then applies color here.
| | 02:24 | It actually uses more than you might
think at first, and some of the color
| | 02:28 | shadings are very subtle.
| | 02:29 | It's a bit hard to figure out the
differentiation on some of these
| | 02:32 | colored variations.
| | 02:33 | But I think you can have a sense here.
| | 02:36 | In the example, if I were to pick this
one, the lowest salaries are dark green
| | 02:40 | and the highest salaries are dark red. And the
early one here, this is just the reverse of it--
| | 02:45 | higher salaries are dark green,
| | 02:46 | the lower salaries are dark red.
| | 02:48 | So you've got some options here, too.
| | 02:49 | All these selections here are
dynamic and they do react to changing data.
| | 02:54 | So you might want to try
that, maybe better yet though.
| | 02:57 | How about Icon Sets?
| | 02:58 | This will divide our data into thirds
with these choices here using different
| | 03:03 | icon choices; or how about
fourths this way or fifths even?
| | 03:07 | And we've got different
shapes, different choices here.
| | 03:10 | We might want to use, say
this scheme here--four arrows.
| | 03:14 | Greens are the highest salaries, reds
the low, the two yellows are in between.
| | 03:18 | If we don't want to see the salary,
we have to come back and choosing
| | 03:22 | Conditional Formatting, Manage the Rules.
| | 03:25 | Now we're not deleting the cell, what
we're doing is hiding the salary and we do
| | 03:29 | this by way of editing the rule.
| | 03:31 | So here's the rule in question, Edit the Rule.
| | 03:35 | And there's a box, Show Icon Only. Click OK.
| | 03:39 | So if you want to make a presentation of
this data, click OK again, and not show
| | 03:43 | the actual salary--but just give a rough
idea of which range this falls into--we
| | 03:48 | probably want to center this as
well, this way then we have that.
| | 03:52 | Now, if you click a cell, you will see the
Salary in the formula bar and it's still there.
| | 03:56 | But nevertheless, sometimes this gives
us the broad picture that's all we want
| | 04:01 | for a certain presentation.
| | 04:02 | And certainly with Job Rating, we could
certainly use some of the schemes here, too.
| | 04:05 | So it's a rich feature.
| | 04:07 | It will take you a long time to
explore a lot of the variations here.
| | 04:11 | The three major ones, the ones that get
the most attention are Data Bars, Color
| | 04:16 | Scales and Icon Sets as we'd
just seen in these examples here.
| | Collapse this transcript |
| Creating and using tables| 00:00 | If you work with large lists of
data or lists that you think are likely to
| | 00:04 | become large, you might want to
look into the feature called Tables.
| | 00:08 | You can simplify working with data
if you convert Data into a Table.
| | 00:12 | This feature primarily gives you the
visual coherence to a data, but also gives
| | 00:17 | you some tabulating enhancements,
and allows you to treat your data as an
| | 00:21 | entity, and also, it gives you
features that are ideal for dynamic data--lists
| | 00:25 | that are going to grow.
| | 00:26 | You can start this process if you have
only a title row and one record stored at
| | 00:30 | that point if you wish.
| | 00:32 | This is larger list here about 700 rows.
| | 00:34 | Let's take a look at this Table feature.
| | 00:36 | First of all, in this list there are no
empty rows, there are no empty columns.
| | 00:41 | There are some empty cells in Column G,
and there could be some else where too,
| | 00:45 | that's not the issue.
| | 00:46 | We don't worry about that.
| | 00:47 | But how do we convert this into a Table?
| | 00:50 | On the Home Tab within the Styles Group,
you'll see a choice called, Format as Table.
| | 00:54 | Also, on the Insert Tab, we
see a choice called, Table.
| | 00:58 | Here, the description is a bit longer.
| | 01:00 | Create a table to organize
and analyze related data.
| | 01:03 | Tables make it easy to sort, filter,
and format data within a sheet.
| | 01:06 | Let's make the choice.
| | 01:08 | Excel scopes out the data, give it a
quick look there and make sure it's picking
| | 01:11 | up all of your data.
| | 01:13 | In this case it goes down to row 742,
columns A through I. Click OK, and its
| | 01:18 | pretty obvious there's a
visual change here to the data.
| | 01:21 | Every other row is blue.
| | 01:23 | Furthermore, we've got a new ribbon
called Table Tools with a Design Tab.
| | 01:28 | Lots of features here related to,
what we might want to do with this Table.
| | 01:32 | Off to the right, we see Table
Styles, click the drop arrow.
| | 01:35 | How about 61 different
ways to format this table?
| | 01:39 | We can slide over various choices
here and decide which color we want.
| | 01:43 | Maybe we'll change our minds later too.
| | 01:44 | We'll just pick one of these.
| | 01:46 | Another obvious visual difference to our data
is that we see Filter arrows in each column.
| | 01:50 | Now that could be a feature
that you're not familiar with yet
| | 01:53 | but if you find those arrows obtrusive,
you could go into the Design Tab and
| | 01:57 | simply uncheck the Filter button.
| | 02:00 | Recognize something else--
| | 02:01 | as I start to scroll here,
I'm using the mouse wheel--
| | 02:04 | keep an eye on row one and the
column letters above it. What's happened?
| | 02:08 | The column letters have disappeared
and the Field names, the column headings
| | 02:12 | now appear at the top.
| | 02:13 | It might be able disconcerting at first,
but I think that's what you might want.
| | 02:17 | Are the column letters that important to you?
| | 02:19 | So as we scroll up and down, unless
we're at the very top of the list, we don't
| | 02:23 | see the column letters.
| | 02:24 | The emphasis is on the data itself.
| | 02:27 | Recognize too that in the Design
Tab, we currently have the feature
| | 02:30 | called, Banded Rows on.
| | 02:32 | You might want to uncheck that.
| | 02:34 | There's another choice, a similar choice
called Banded Columns. Let's choose that.
| | 02:38 | Maybe that's the look you prefer.
| | 02:40 | Recognize here too that if you go into
Table Styles and slide over the choices,
| | 02:44 | you're seeing Banded Column, look
right now, so that adjusted the fact that
| | 02:49 | you've chosen Banded Columns.
| | 02:50 | You don't want to choose these together
probably because it looks a little bit strange.
| | 02:54 | I want to stick with Banded Rows.
| | 02:56 | You might want to give special emphasis
to column A. Usually, what that means is
| | 03:00 | it will make it bold and sometimes, it
will apply some colors as well, so I'm
| | 03:04 | going to choose first column
and see what's happened there.
| | 03:07 | If that's a bit much, you
might go back to Table Styles.
| | 03:10 | Recognize that a number of the
choices here do use a color in that first
| | 03:14 | column but some don't.
| | 03:15 | So pick the style that you like best.
| | 03:17 | Now, in addition to this, and maybe
again, you're not too familiar with
| | 03:21 | Filtering, you might want to
add something called Slicers.
| | 03:25 | I'm going to zoom back just a little
bit here so we can make a room for these.
| | 03:29 | This is a feature that you might be
familiar with if you've used the Pivot Tables.
| | 03:33 | On the Insert Tab, you'll
see a choice called, Slicer.
| | 03:36 | You can use a Slicer with Tables.
| | 03:38 | You can't use it with the regular
Excel Data, and you can use them with
| | 03:42 | Pivot Tables as well.
| | 03:43 | I'm going to use Slicer here. What do we see?
| | 03:45 | The names of our fields, now here's
what we're heading into, whether you are
| | 03:50 | familiar with Filtering or not, you
might want to see at a certain time, just
| | 03:53 | the Full-Time people, or maybe just
the Full and a Half-Time people, or maybe
| | 03:57 | people from just certain Departments.
| | 03:59 | Let's choose Status and Departments,
and we might later change our minds and
| | 04:03 | come back and add some more fields--
| | 04:05 | we can do that at anytime--but by
clicking OK now, we're going to see Slicer
| | 04:09 | panels for Department and Status--
there they are, right there.
| | 04:15 | That's larger than it needs to be, so I'll
just grab the corner--do that sort of thing.
| | 04:19 | With Department, we have got
about 20 Departments or so here.
| | 04:22 | Look in the ribbon.
| | 04:23 | We've got a Slicer Tools
ribbon with an Options Tab.
| | 04:27 | We could show this as three columns and
there are lots of other features here to
| | 04:32 | make this a bit wider and we
can see those names better.
| | 04:35 | We don't really have to see them all
just for now, but here's the idea--we've
| | 04:39 | got our data here and whether you're
familiar with Filtering or not, that's not
| | 04:42 | the issue--but if you say, for example,
"I want to see just the Full-Time people",
| | 04:46 | in the Slicer panel for
Status, let's click Full-Time.
| | 04:48 | There we are and we're
only seeing Full-Time people.
| | 04:52 | In the left side of the Status Bar at
the bottom of the screen, it says that
| | 04:56 | we're viewing 393 of 741 records.
| | 05:00 | Suppose we want to see the
Half-Time people as well.
| | 05:02 | We'll use the Control key to click Half-
Time and that means we'll be keeping the
| | 05:07 | choice Full-Time as well.
| | 05:09 | Now, we've got Full-Time and
Half-Time, that's 489 people.
| | 05:12 | The red X up here, by the way
does not mean get rid of the Slicer,
| | 05:16 | it simply means, don't use the Filter.
| | 05:18 | In effect, let's show all of them, so I'll
click the red X, now reviewing all the statuses.
| | 05:23 | If we only want to view the people
within certain Departments, we'll click a
| | 05:26 | certain department, for example, Quality
Assurance, and we see 73 records there.
| | 05:31 | If there's a consecutive set here,
we'll use the Shift key, as I'm about to use
| | 05:35 | here and we'll see the Quality
Assurance, Quality Control, and the Research
| | 05:38 | Center People, all together.
| | 05:40 | I'm using the Shift key now to click
Research Center, and now we're seeing
| | 05:44 | people from those three departments.
| | 05:46 | Here too, you can use the Control
key to select others as well, while
| | 05:51 | keeping these here.
| | 05:52 | This gives you new
insight into your data as well.
| | 05:55 | Now I'm going to move this aside because
sometimes the data you're working with grows.
| | 06:00 | It might grow in the right-hand side
or grow on the bottom, and when it does,
| | 06:05 | the Table feature automatically
expands the data we're dealing with.
| | 06:09 | Now ideally, what it should do is
show all the data, but we don't even have
| | 06:13 | to worry about that.
| | 06:14 | In cell J1, I'm typing New Salary and
look at what happens when I press Enter.
| | 06:19 | That column is now part of the Table.
| | 06:21 | Let's show all the data here and we
can do that by clicking the red X in the
| | 06:25 | Department Slicer panel and also
Status, we're seeing all of them anyway.
| | 06:29 | I'm going to write a simple
formula here in J2, =H2+2000.
| | 06:33 | In other words everybody is going to
get $2,000 more on the salary, but look
| | 06:38 | what happens when I press Enter.
| | 06:40 | The formula has automatically
copied to the bottom of the list.
| | 06:43 | Now, if we go to the bottom of the list
and we want to add a new record, all we
| | 06:47 | need to do is type in the
name, fill in some of the data.
| | 06:53 | Recognize though that the bottom
row is now a part of the Table.
| | 06:56 | You can tell by its coloring scheme.
| | 06:57 | Now, I'll just put in, for example, a
starting date and maybe put in a salary
| | 07:03 | over here, we won't worry about the
other fields just yet, so we've added a
| | 07:09 | record at the bottom.
| | 07:10 | Another feature working with Tables
that can be helpful too, and initially, it
| | 07:14 | might seem like it's obtrusive.
| | 07:16 | On the Design Tab, when you got the
active cell within the data, you might want
| | 07:20 | to choose Total Row.
| | 07:22 | Look what happens at the bottom here.
| | 07:24 | That puts in a total.
| | 07:26 | Now, maybe that total isn't that
interesting to us, we'd rather do an average,
| | 07:29 | so here's a drop arrow, we can choose Average,
and we might want to do that over here too.
| | 07:35 | I'll drag it over here.
| | 07:36 | Obviously, on some
situations we don't want anything.
| | 07:38 | We can delete that.
| | 07:39 | We might want to do averages for
all of these or possibly totals.
| | 07:42 | Maybe you'll change your mind and want
to do totals on this one. That's fine.
| | 07:46 | We'll choose Sum, total number of
years of service within the company.
| | 07:50 | Now, what happens if we'd like this
feature and like to see it updated at the bottom?
| | 07:55 | What happens if we want to add a new name?
| | 07:57 | Momentarily, disable the Total Row.
| | 08:00 | Add a new name out here.
| | 08:05 | Fill in a little bit of
data here, good enough for now.
| | 08:14 | Now, going back to the Design Tab,
let's bring back the Total Row and there it
| | 08:19 | is, and it has recognized the
additional data, and has updated our totals too,
| | 08:23 | so you can work with the data that way.
| | 08:25 | I think you can see some of the advantages
here of working with these data as a Table.
| | 08:30 | Although, it's beyond the scope of this
particular movie, if you're working with
| | 08:33 | charts and the data is growing,
perhaps you update a chart each month by
| | 08:37 | adding new monthly data, if the data
you're working with, if the source data
| | 08:41 | for the chart is a Table, the chart
will automatically expand if you add new
| | 08:45 | data on the right side or bottom of the Table.
| | 08:48 | Now, there could be times when you no
longer want your data treated as a Table.
| | 08:52 | Now, I would hope that's not the case--
| | 08:54 | I'm going to press Control+Home
| | 08:56 | to go back to the top--
but you can turn-off the feature too.
| | 08:59 | The idea here might be maybe you
just started with it, somehow you think
| | 09:03 | maybe the data you're working with isn't
appropriate for a Table or maybe you're
| | 09:06 | not quite familiar with
some of the Table features.
| | 09:09 | You do have the option on the Design
Tab to make the choice over in the Tools
| | 09:13 | Group--Convert to Range.
| | 09:16 | Do you want to convert
the table to a normal range?
| | 09:18 | If you choose Yes, this is no longer a Table.
| | 09:22 | Now, the coloring scheme still resides here.
| | 09:24 | If you want to keep that, that's fine.
| | 09:25 | If you want to get rid of it, you'll
just have to select the data and get rid of
| | 09:28 | some of those features.
| | 09:30 | This is a feature, by the way, that does
fall into the category of those actions
| | 09:34 | that you could undo and redo.
| | 09:35 | Maybe I just change my mind now.
| | 09:38 | I'm going to press Control Z to undo
the fact that I'd converted that away from
| | 09:43 | a Table, and now it's a Table again.
| | 09:45 | So I think it's a
potentially really interesting feature.
| | 09:48 | It does allow you to
treat your data as an entity.
| | 09:51 | You have the Slicer capability here to
do filtering and it allows the data to
| | 09:55 | grow both on the right side and on the bottom.
| | Collapse this transcript |
| Inserting shapes, arrows, and other visual features| 00:00 | If you'd like to add visuals,
pictures, icons or shapes to a worksheet,
| | 00:05 | the Insert Tab in the ribbon provides us
with a number of choices, for example, pictures.
| | 00:11 | In files that ship with this course,
you will see some pictures in Chapter 4,
| | 00:16 | here's one for the company
here that makes clothing items.
| | 00:19 | We want to show this in the worksheet.
| | 00:21 | Just double-click it and there it is.
| | 00:23 | We can move this around.
| | 00:24 | We can drag its edge or just inside.
| | 00:27 | If you drag one of the corner handles
as they're called, you can make this
| | 00:30 | bigger or smaller keeping the same proportion.
| | 00:33 | Dragging the side handles sometimes
distorts it or does whatever you wish with
| | 00:36 | it, but you can do that too.
| | 00:38 | Recognize also that when this enters
the worksheet environment here, there is a
| | 00:43 | new ribbon called Picture
Tools with a Format Tab on it.
| | 00:46 | Exploring all the options here would take
you a long time, but maybe I like that one.
| | 00:51 | If that weren't enough, how about moving
this over a little bit maybe here, some
| | 00:55 | picture effects and just tons of
options you never even dreamed of.
| | 00:58 | Do we really need a reflection on this?
| | 01:00 | Well, we could have a reflection and
make it more prominent, maybe move it back
| | 01:03 | over here at some point.
| | 01:05 | Tons of options, it will take you a
long time to explore a lot of those.
| | 01:09 | So, that's certainly one option.
| | 01:11 | How about the trademark
that we see over in column A?
| | 01:13 | That's actually an object and
we have that available also.
| | 01:17 | Insert>Pictures, also located in the
same place where we found these sneakers
| | 01:22 | right there, Insert and there it is.
| | 01:25 | If you're making size changes here, it's
always best on logos to be using the corner
| | 01:30 | so you keep that same
proportion of height to width.
| | 01:31 | It's generally frowned upon to distort
the look of a logo, but you can certainly
| | 01:35 | move that around, too.
| | 01:36 | You can copy and paste these and do
different things with them as well.
| | 01:39 | Maybe this time, we'll just put a
border on it and decide on one of the
| | 01:43 | borders this way maybe.
| | 01:44 | Thick border does that look good?
| | 01:46 | Well, it might or might not, as long
as it doesn't violate our company's
| | 01:49 | copyright restrictions regarding how this is
displayed, maybe that's going to be just fine.
| | 01:54 | There are a lot of other features we
can get to as well from the Insert Tab.
| | 01:58 | Here's an icon called Shapes.
| | 01:59 | Now, there's a ton of shapes here.
| | 02:02 | Many, many of these, in fact,
most of them do encompass space.
| | 02:07 | So, we might want to put text somewhere.
| | 02:09 | Here's a rectangle and we can then
click and drag and draw a rectangle--
| | 02:12 | it could be wide, it could be tall.
| | 02:14 | If we want it to be a perfect
square, we hold down the Shift key.
| | 02:18 | That's a perfect square.
| | 02:19 | You should let go of the mouse first.
| | 02:21 | If we wanted to draw a perfect circle,
once again, on the Insert Tab, Shapes,
| | 02:26 | this time we choose an oval.
| | 02:28 | Drag it to the right.
| | 02:30 | It could be an oval of any size, but if we
want it to be a circle, hold down the Shift key.
| | 02:35 | A number of the shapes here
also include yellow diamonds.
| | 02:38 | They're not obvious until we see them.
| | 02:41 | Let's take an example here
of a hexagon, right there.
| | 02:44 | We can make that anyway we want,
but there's a yellow diamond.
| | 02:49 | If you drag the yellow
diamond, that changes the diagram.
| | 02:53 | It's going to be more like this,
approaching a diamond or in this case,
| | 02:56 | approaching a rectangle.
| | 02:58 | So, we can do that.
| | 02:59 | And you probably saw a smiley face out
there too, just tons of choices for any
| | 03:03 | number of different reasons.
| | 03:05 | So we're drawing this one.
| | 03:06 | That's a frown face or
anything in between of course, too.
| | 03:11 | We can change the color of any one of these.
| | 03:13 | Recognize when we select one of these,
the Format tab is active in the ribbon
| | 03:18 | and there are all kinds of things
we might want to consider doing.
| | 03:21 | As we slide over these choices, keep an eye
on that hexagon, you'll see how it's changing.
| | 03:27 | If we want to put text in it, we can
just start typing and maybe we're going to
| | 03:31 | use this with the worksheet.
| | 03:32 | Maybe it's going to be our title, in fact.
| | 03:34 | We might want to move this
toward the title area here.
| | 03:37 | Move that box out of the way,
maybe press Delete to get rid of it.
| | 03:41 | Click this icon, perhaps delete that.
| | 03:43 | Maybe we're going to use this for a title.
| | 03:45 | Pop it over here, maybe make it wider.
| | 03:49 | We like the look of it perhaps.
| | 03:51 | Maybe this represents first half sales report.
| | 03:54 | So we just type it in place.
| | 04:02 | And why stop there?
| | 04:03 | We'd want to format it.
| | 04:04 | So if we click its border, we could then
go to the Home tab and choose perhaps a
| | 04:09 | much bigger font and maybe change
the font--make it bold, center it, top,
| | 04:13 | bottom, left, right--and so on.
| | 04:16 | Just a ton of things we
can do with these features.
| | 04:18 | If that were not enough, there's
another feature up there on the Insert tab
| | 04:23 | called "Insert a SmartArt Graphic".
| | 04:27 | Click. And how many choices do we have here?
| | 04:30 | Oh, about 230 of them.
| | 04:31 | Get a list of all of them and
they're broken into various groups here.
| | 04:36 | One that I've worked with a
little bit is under "Hierarchy"--
| | 04:39 | it's an organization chart.
| | 04:40 | But why stop at one?
| | 04:42 | There are quite a few variations on it.
| | 04:43 | Maybe we will choose
Organization Chart here. Click OK.
| | 04:46 | It's already set up for us.
| | 04:48 | Maybe we'll just type in a few things here
to show you how it works. There is the CEO.
| | 04:53 | Maybe this is the General Counsel.
| | 04:54 | Notice that as we type this, because
we're using more text, it automatically
| | 04:58 | adjusts; and without doing too much
typing here, maybe this is the Sales Manager
| | 05:06 | and over here is the IT Manager.
| | 05:09 | Now, we might want to add some things to this.
| | 05:11 | I'm going to right-click on the
Sales Manager here and add a shape.
| | 05:15 | For example, we're going to add a
shape after it, to add another manager at
| | 05:20 | the same level or possibly by right-
clicking on Sales Manager, adding a shape,
| | 05:25 | adding a shape below, someone who works
for the sales manager; or maybe we will
| | 05:30 | repeat that with F4 to add another one,
and that's someone who works for this person.
| | 05:35 | So there are a variety of ways to
use this and this is just one of many.
| | 05:38 | As we're using this, too, recognize that
all of these different SmartArt options,
| | 05:42 | were likely to have a Design
or a Format tab as well here.
| | 05:46 | So on the Design tab, we might want to
change the color of this, and as I slide
| | 05:49 | over these choices, look what's
happening to that organization chart.
| | 05:53 | It will look even better as I slide to
the right here and move this out of the
| | 05:57 | way and explore some of these.
| | 06:01 | If that weren't enough,
we've got styles out here too.
| | 06:05 | I mean you could be busy for months
exploring all these options, perhaps years.
| | 06:10 | It's not the purpose of this, but you
get the idea, definitely worth exploring.
| | 06:14 | These visual features go on and
on and on, quite a few of them.
| | 06:19 | You can add text to many of these
shapes you saw or you could add pictures,
| | 06:23 | you could add logos.
| | 06:24 | It's a great set of tools
available on the Insert tab in the ribbon.
| | Collapse this transcript |
|
|
5. Adjusting Worksheet Layout and DataInserting and deleting rows and columns| 00:00 | We're reviewing the worksheet called
Insert-Delete within the file 05-Layout,
| | 00:05 | and we need to add a new column, a
Phone Number column between Columns C and D.
| | 00:11 | When you insert columns in Excel,
select the column to the right of where the
| | 00:15 | new column is going to appear.
| | 00:16 | Now, using the standard menu techniques
we can go on the Home tab to the Cells
| | 00:21 | Group and choose Insert and simply
Insert Sheet Columns; and we automatically
| | 00:28 | get a new column to the left.
| | 00:29 | All the other data gets pushed to the right.
| | 00:31 | And so I'll put in our Phone Number
heading here and then eventually we'll
| | 00:35 | fill in the details.
| | 00:36 | We can also insert rows in a similar way.
| | 00:39 | It's often going to be handier
to use the right mouse button.
| | 00:42 | Suppose we also need to add a Social
Security column, we could right-click
| | 00:46 | Column D and simply choose Insert.
| | 00:48 | Notice that it doesn't say Columns
but by implication that's what it means
| | 00:52 | because we've right-clicked on a column--
Insert, and there's a new column--and
| | 00:57 | eventually maybe we'll put
in a Social Security Number.
| | 01:00 | Now, sometimes when you're inserting data,
you have to consider what is already there.
| | 01:06 | And if we wanted to put in Pennsylvania
here in this list, what about the fact
| | 01:10 | that we've got formulas right
there that are adding up these numbers?
| | 01:14 | Should we put Pennsylvania (PA) at
the bottom here and move these down
| | 01:17 | first, that sort of thing?
| | 01:18 | Well, we could, but it's going to be
simpler here to essentially take this data
| | 01:23 | and insert new cells above it.
| | 01:25 | Now, we could insert a new row, but
if we look at the data to the left, we
| | 01:29 | really don't want a new row in the
middle of that TaxTable, nor do we want a new
| | 01:33 | row in the midst of the other data
that we've already got accumulated here.
| | 01:37 | So sometimes what we need to do is Insert Cells.
| | 01:41 | So I'm going to select these cells right
here, and using the right mouse button,
| | 01:47 | Insert, notice that there
are three dots behind this.
| | 01:50 | If we had chosen a row or earlier
as we had seen, we'd choose a column,
| | 01:55 | no questions asked.
| | 01:56 | This means we go to a dialog box automatically.
| | 01:59 | We are about to insert cells, but do we
want to shift them rightward or downward?
| | 02:04 | And based on the nature of the data
and how we've highlighted them, Excel is
| | 02:08 | suggesting we want to shift
these cells down. So we click OK.
| | 02:12 | Now, as we do this keep an eye on the
totals that are in row seven, they're
| | 02:14 | going to get bumped down.
| | 02:16 | They're still going to be accurate,
and maybe we'll put in Pennsylvania (PA)
| | 02:19 | over here and also over here.
| | 02:22 | Although I don't have the numbers ready
just yet, what's happened to the formula here?
| | 02:26 | It has been adjusted automatically.
| | 02:28 | So there are times when
you want to Insert Cells.
| | 02:31 | Now, if we insert a new set of cells
above the data here, it's going to push
| | 02:35 | all the formulas down.
| | 02:37 | So as a general rule, you don't worry
about your formulas getting destroyed if
| | 02:41 | you insert rows and columns.
| | 02:43 | There are exceptions to that, but for
the most part that's not a major issue.
| | 02:47 | But let's suppose we wanted
to add a name to the list here.
| | 02:50 | If we're not too careful and if we
haven't scoped out this worksheet or if we're
| | 02:53 | unfamiliar with it, we could easily
make the mistake of saying, "Okay, if I want
| | 02:58 | to put in a new name here--and of course
we can do this at the bottom--why don't
| | 03:03 | we right-click here, insert a row?"
| | 03:04 | And we could add a new name.
| | 03:05 | But meanwhile, what has happened to
the other part of the worksheet as we
| | 03:08 | scroll rightward here?
| | 03:10 | We've put a new empty row on the
TaxTable and we've put an empty row out here.
| | 03:13 | That's probably not what you had in mind.
| | 03:16 | And so here too as I press Ctrl+Z to
undo--which you probably would mean to do
| | 03:20 | here--and let me make these two
columns narrower, so we can see this a bit
| | 03:25 | better, I'll just drag them this way.
| | 03:26 | If we want to put a new name above
this set of data here, highlight just this
| | 03:30 | data, then right-click and Insert, shift
these cells down, add the new name that way.
| | 03:37 | And of course that does not
disrupt the data to the right.
| | 03:41 | Earlier we had the
Pennsylvania (PA) in there automatically.
| | 03:43 | So it didn't destroy the table in any
way, didn't insert any empty cells there.
| | 03:47 | So just be sensitive to the idea.
| | 03:48 | There certainly are times when
you want to insert a new row,
| | 03:52 | at other times insert cells, and certainly
the same idea applies to columns as well.
| | 03:57 | Now, there will be times of course
when we need to delete a column, and maybe
| | 04:01 | we've decided we're not going to put
the Social Security Number in here, maybe
| | 04:05 | it's too late to do an undo because we've taken
some other effective measures in the meantime.
| | 04:09 | So we want to get rid of Column D.
The easiest way would be simply to
| | 04:13 | right-click Column D and choose Delete;
and all of our columns shift to the left.
| | 04:18 | If it turns out that we really don't
want to add a name here, of course we don't
| | 04:22 | want to delete the entire row, we've
got data off to the right that we want to
| | 04:27 | keep, but we might want to delete the cells.
| | 04:28 | So right-click and
Delete and shift the cells up.
| | 04:32 | This only affects the data between
Columns A through I. So the data below
| | 04:37 | that will shift up.
| | 04:38 | Nothing to the right will change whatsoever.
| | 04:41 | So inserting and deleting columns
and rows as well as inserting and
| | 04:44 | deleting cells makes sense.
| | 04:47 | It gives us the basic tools for
redesigning our worksheets when necessary.
| | Collapse this transcript |
| Hiding and unhiding rows and columns| 00:00 | You can hide a column to simply get the
data out of the way for a while because
| | 00:04 | you don't use it very often, or maybe
you're about to print data and you just
| | 00:09 | don't need to print a certain column.
And similarly, although less likely, you
| | 00:12 | can do the same kind of thing with rows.
| | 00:14 | We're looking at a worksheet called Hide
-Unhide in the 05-Layout workbook, and
| | 00:19 | maybe we are about to print this data
and it's just not important for us, for
| | 00:23 | example, to show the Hire Date.
| | 00:24 | So, what can we do?
| | 00:26 | We can get to the Hide-Unhide feature on the
Home tab in the Cells group, under Format.
| | 00:32 | This is not the fastest way, but for
the record, on the Format button, you'll
| | 00:36 | see the choice Hide & Unhide and we
could then slide on to "Hide Columns".
| | 00:42 | When you hide a column, there's a slight
visual difference and this might not be
| | 00:46 | clear on the movie as you're watching
it right now, but the columns separated
| | 00:50 | between D and F is slightly different.
| | 00:52 | And of course, if you simply remember
your alphabet, you'll recognize that there
| | 00:55 | is a missing letter E here.
| | 00:57 | Now, I get data all the time from
different sources and one of the first things
| | 01:00 | I check for, is to see if
there are any hidden columns.
| | 01:04 | You can also by the way, hide more
than one column at the same time.
| | 01:08 | If I'm about to print this and I don't
want to print the Department column and
| | 01:11 | the Salary column--columns C and H--
I'll click column C and then with the
| | 01:16 | Control key held down, click column H.
Both of those are selected, then I'll
| | 01:21 | right-click and go to Hide.
| | 01:23 | Right-clicking often is the
fastest way to Hide a column.
| | 01:28 | Now, we have a number of
different hidden columns.
| | 01:31 | If we're printing this data,
we're not going to see any gaps.
| | 01:34 | I'm going to press Ctrl+F2 here, a
quick way to get a print preview.
| | 01:38 | And there we are, and we see the data
there without the columns that are hidden.
| | 01:42 | There's no gaping hole in the printing
itself, so it doesn't draw attention to
| | 01:46 | the fact that we're not printing all the data.
| | 01:48 | Press Esc to get out of here
and we're back to our normal view.
| | 01:52 | Of course the question comes up,
how do you get back the hidden column?
| | 01:54 | If you simply want to bring back one of
the hidden columns--I want to bring back
| | 01:58 | column E--we can drag
across the surrounding columns.
| | 02:02 | Click and drag across columns D and F
and then do one of two things, either
| | 02:06 | right-click on Unhide--
| | 02:07 | --that's probably the most logical
and reasonably fast way to get there--
| | 02:11 | let me undo that and show you another method.
| | 02:13 | After selecting the columns in question,
double-click the boundary between them
| | 02:18 | or in fact any column
boundary that's visible up there.
| | 02:21 | Double-click, and that
brings back the data as well.
| | 02:24 | Let me undo that again.
| | 02:25 | What if we've got multiple
columns hidden? And we do.
| | 02:28 | Column C is hidden, column E is hidden.
| | 02:30 | There could be some others.
| | 02:32 | What if there are some other columns
off to the right we're not sure of? I don't
| | 02:36 | want to check them all out manually
maybe. Click in the upper left corner to
| | 02:38 | select the entire worksheet and then
simply double-click any column boundary--
| | 02:44 | like this--double-click and
all the hidden columns are back.
| | 02:48 | Let me undo that again.
| | 02:49 | Another way is--after selecting the
entire worksheet--simply right-click any
| | 02:54 | column, and choose Unhide, and
all hidden columns will return.
| | 02:59 | There certainly will be times
when we want to hide rows as well.
| | 03:03 | Maybe in the list that we're about to
print here, it just so happens that we
| | 03:06 | know that Michael Ashley here has left the
company, we still want to keep the record here;
| | 03:12 | we don't necessarily want
to show it as we print this.
| | 03:14 | Same thing has happened with Heidi Barker here.
| | 03:16 | So once again, we'll use the Control
key to select both of those and then
| | 03:20 | right-click and Hide;
| | 03:22 | so we're not seeing those. And here
too as I press Ctrl+F2, if we look at the
| | 03:27 | printed data, we're not seeing those
names in the list. Escape from here.
| | 03:32 | And so if we were to print the
information, those names would not appear.
| | 03:36 | As you might imagine, we can bring
back the hidden rows by clicking the
| | 03:39 | upper left-hand corner;
| | 03:41 | simply right-clicking any of these
and choosing Unhide; or as you might have
| | 03:45 | guessed, we could simply have double-
clicked on the boundary of any two rows.
| | 03:48 | So, as we've seen, sometimes we want to
hide columns, other times we hide rows.
| | 03:53 | The feature is easy to get to,
| | 03:54 | we do it for a number of different reasons.
| | 03:56 | It's one more tool in controlling the
display of our worksheets as we work
| | 04:00 | with Excel.
| | Collapse this transcript |
| Moving, copying, and inserting data| 00:00 | One of the basic tools we use at
different times to redesign the look of a
| | 00:04 | worksheet is the ability to move
or copy data to different locations.
| | 00:10 | We're looking at the
worksheet called Move-Copy-Insert.
| | 00:13 | And in Columns A to I, we've got
Sales and Profits for the first half here.
| | 00:18 | And possibly for presentation reasons,
or for printing reasons, we might want to
| | 00:22 | redesign the look of this.
| | 00:24 | For example, maybe we want
to display this on the screen.
| | 00:27 | We'd rather not talk about this information.
| | 00:29 | We don't want to delete it.
| | 00:31 | Why don't we just move this data somewhere else?
| | 00:33 | Now, there are multiple
ways to move information.
| | 00:36 | Certainly a common way is the two-
step technique called Cut and Paste.
| | 00:42 | We can get to cut in a number of ways.
| | 00:45 | On the Home tab, you'll see a Scissors here.
| | 00:47 | As you slide over, it recognized the
keystroke shortcut, Ctrl+X. We could click
| | 00:51 | the Scissors, and if we want this
data down in Row 17, we could then click
| | 00:55 | there, and notice the prompt at the
bottom of the screen--"Select destination"--and
| | 00:59 | press ENTER or choose Paste.
| | 01:02 | We could click the Paste button up
above or we could simply press Enter, and we
| | 01:07 | move the data that way.
| | 01:08 | Now, generally there's a
faster way of doing this.
| | 01:12 | I'm going to press Ctrl+Z to undo
what I had done and Escape here.
| | 01:16 | When we select data, which we must
do before cutting and pasting, why not
| | 01:22 | just drag the data?
| | 01:23 | Now, unless we're dragging this
hundreds of rows, thousands of rows or columns
| | 01:27 | downward or rightward,
why not just drag the data?
| | 01:31 | So using the mouse, we can point to any edge--
| | 01:34 | --it doesn't have to be the top, it
can be any edge--drag it here, we could
| | 01:38 | even put it into separate columns--although
that probably wouldn't make a lot of sense here--
| | 01:40 | but drag it to wherever you
want, maybe even overlapping.
| | 01:44 | It looks like it's overlapping, but this
is simply going to move the data downward.
| | 01:47 | So dragging data.
| | 01:49 | The formulas within here still
refer to the data up above, we're still
| | 01:53 | seeing the same numbers. It's easy,
| | 01:55 | it's fast.
| | 01:56 | I think much of the time moving
data really is just a simple drag.
| | 01:59 | You select the data, hold down the left
mouse button, drag across all the data,
| | 02:03 | move it wherever you want to move it.
| | 02:05 | We can do that easily.
| | 02:07 | Once again, I'll press Ctrl+Z a few times
to go back to where we were. There we are.
| | 02:13 | Now, at other times you might want to copy data.
| | 02:16 | The data here has formulas with it as well.
| | 02:18 | We might want to make a copy of this,
maybe we want a different set of numbers,
| | 02:22 | we want to experiment with these a little bit.
| | 02:25 | So we want to keep the data here,
but let's also copy it down below.
| | 02:28 | Now, many times this too is a two-step
process, and the process here begins with
| | 02:34 | Copy or Ctrl+C. So we could copy that
data and just as with Move, we could go to
| | 02:40 | a destination area down here and press Enter.
| | 02:44 | So we've copied the data, but
let me press Ctrl+Z to undo.
| | 02:48 | Dragging probably is going to work better.
| | 02:50 | Select the data that we want to copy,
drag any edge--it doesn't make any
| | 02:55 | difference which edge--and as
you drag, hold down the Ctrl key.
| | 02:59 | You'll see a tiny plus that accompanies
the arrow there, and you don't have to
| | 03:03 | hold down the Ctrl key immediately, but
just as you get toward the destination,
| | 03:07 | make sure you are holding down Ctrl;
| | 03:09 | be sure to let go of the mouse first.
| | 03:11 | So we've copied the data, and we see it
up above as well, and we could copy it
| | 03:16 | again and again if we wish.
| | 03:17 | The formulas that are here, for
example this one, refers to these cells, not
| | 03:21 | to the cells up above.
| | 03:23 | So copying data many times is, after selecting
it, simply dragging the data with the Ctrl key.
| | 03:29 | Sometimes you heard the phrase Ctrl-Drag.
| | 03:32 | There might also be times
when we need to insert data.
| | 03:35 | Now, if we're looking at this list where
we see Sales, Expenses and Profits, why
| | 03:42 | down here is it Sales, Profits and Expenses?
| | 03:46 | That seems to be not right,
| | 03:47 | they should be in sync.
| | 03:49 | And so one way to rearrange this is to
insert a new row above Profits and then
| | 03:53 | move this data above it, something like that.
| | 03:57 | Let's simply make it a one-step operation.
| | 03:59 | After selecting the data here, we're
going to drag this upward using the Shift key.
| | 04:05 | In other words, we want this data--the
Expenses Change data--to be between Sales and Profits.
| | 04:11 | So we've selected the data, we hold
down the Shift key as we drag this upward,
| | 04:16 | and we let go of the mouse first. There it is.
| | 04:19 | So we've simply moved the data upward,
moved and inserted at the same time.
| | 04:24 | You can do this with entire rows.
| | 04:26 | You can do it with entire columns.
| | 04:29 | On the same worksheet, off to the right, in
columns M rightward, we've got a list of data.
| | 04:34 | Maybe it just so happens that we want the
Benefits column to the left of Hire Date.
| | 04:40 | So we'll click Column R.
We're going to drag the left edge.
| | 04:43 | Now, we can drag either edge or even
the top, it doesn't make any difference,
| | 04:47 | just put the mouse pointer on the edge
here, and as we drag leftward, we've got
| | 04:51 | the Shift key held down.
| | 04:52 | Drag it over to here, let go of the
mouse, we're moving the Benefits column to
| | 04:57 | the left of the Hire Date column.
| | 04:59 | And where necessary, you can move two
columns, three columns, you can move these
| | 05:03 | leftward or rightward;
| | 05:04 | it doesn't make any difference.
| | 05:06 | If we want to move the Building and
Department columns to the right of Years,
| | 05:10 | we'll drag this rightward here,
| | 05:12 | with the Shift key held
down, drag it right there,
| | 05:15 | let go of the mouse;
| | 05:17 | we move those two columns that way.
| | 05:19 | So we can easily move cells or
columns or rows while inserting the data.
| | 05:26 | So anytime it comes to moving data or
copying data or moving and inserting as a
| | 05:31 | general approach, dragging the data
tends to work faster than the commands we
| | 05:35 | see on the clipboard.
| | 05:36 | But there's no question that we
need this capability as we redesign
| | 05:40 | our worksheets.
| | Collapse this transcript |
| Finding and replacing data| 00:00 | On the Home tab in the ribbon the
editing group on the right-hand side contains
| | 00:04 | a number of features including a
binoculars icon for Find & Select.
| | 00:09 | Some of the things we're about to
show you in this movie could be done more
| | 00:13 | efficiently with a filter, but not always.
| | 00:15 | Sometimes we're simply looking for data.
| | 00:17 | Let's imagine that we're
looking for somebody named Rick.
| | 00:20 | Before searching for data in Excel
it's best to narrow down the search.
| | 00:25 | If you click a single cell and then
activate the Find feature, you will
| | 00:30 | automatically be looking
in the entire worksheet.
| | 00:33 | If you select a range--possibly you
have this range already selected for
| | 00:37 | a different reason--
| | 00:38 | if you start a Find now, we're
only looking for data within the range.
| | 00:43 | Now let's say we are
looking for someone named Rick.
| | 00:46 | The only location in this worksheet
where we see names like that is column A.
| | 00:50 | Let's go to column A, select that first,
and now our search process using Find will
| | 00:55 | only be looking in column A.
Notice it's "Find and Replace".
| | 00:59 | We're simply going to do Find here.
| | 01:01 | We're looking for Rick. So find what?
| | 01:03 | Rick.
| | 01:03 | Notice I'm not capitalizing it although I could.
| | 01:07 | Let's just see where we can find here.
| | 01:09 | Find All, find all occurrences of Rick.
| | 01:12 | As we move this around a little bit
and expand it, well, perhaps more than we
| | 01:15 | would have expected.
| | 01:16 | But recognize that we found Strickland
and Patrick and Frederick and Erickson.
| | 01:21 | There's an "R-I-C-K" in these names.
| | 01:24 | But since the list is
relatively small, that's not so bad.
| | 01:27 | We could easily figure out the
person we were trying to find.
| | 01:30 | Now what we could have done here, we
could have used a capital "R" in our search
| | 01:35 | and then chose the option "Match Case".
| | 01:38 | Now at times when you're using Find and
Replace, you do see these choices but if
| | 01:43 | you click the options tab, it might collapse.
| | 01:45 | So there could be times when you're using this
you don't see those options--choose options.
| | 01:50 | If we Match Case and then
choose Find All, the list will be
| | 01:55 | substantially smaller.
| | 01:56 | Only three entries.
| | 01:57 | Now we also found Ricky, but that's
okay too, probably, in the case here.
| | 02:00 | So be sensitive to that idea.
| | 02:03 | Recognize another choice here
"Match Entire Cell Content".
| | 02:06 | Sometimes that's helpful too
particularly with larger lists it helps narrow
| | 02:10 | down the search faster.
| | 02:11 | Now step outside into the data again--
| | 02:14 | another use of this and
now for Replace situations--
| | 02:18 | let's imagine that in this list here
the company has decided to call the
| | 02:22 | half-time status, "part-time".
| | 02:24 | This is a number of people who work,
maybe three quarters or 60% or 40% of the
| | 02:27 | time, we simply want to use the more
encompassing term, part-time instead of half-time.
| | 02:33 | So what is that we're looking for here?
| | 02:34 | We're looking for half.
| | 02:37 | Now do we want to match
the entire cell contents?
| | 02:40 | In no case, let's say in column D, do we
have the word "half" and only the word "half",
| | 02:44 | so we do not want that box checked.
| | 02:47 | At other times it will
make sense to check the box.
| | 02:50 | If we want to match the case, yes.
| | 02:52 | Now, is it critical here? Probably not.
| | 02:53 | Probably half is always capitalized.
| | 02:55 | So don't worry about it too much,
but let's say we want to replace half.
| | 02:59 | We go to the Replace button half.
| | 03:02 | Now, do I want to replace it with full-time?
| | 03:04 | No, I don't think so.
| | 03:06 | The reason that's there is that
maybe a recent search included that.
| | 03:09 | So let's instead say we're going to
replace "half" with "part" and we want
| | 03:13 | to replace all of them. So we'll do that.
| | 03:17 | So what happened?
| | 03:18 | Ninety-six replacements were made
and we can see in the background
| | 03:21 | part-time, part-time.
| | 03:23 | No more half-time in
column D. So we click out here.
| | 03:26 | Now another use of this--and this also
implies we can use formatting and we can--
| | 03:31 | we've got some hourly employees in here,
but two of them have been selected here.
| | 03:36 | We've simply made them yellow.
| | 03:37 | We're going to replace their status.
| | 03:39 | We are going to change it from
Hourly, for example, into Contract--
| | 03:43 | so we want to make a difference there.
| | 03:46 | Sometimes what we want to do is replace
data using a combination of not only the
| | 03:51 | content, but also the format.
| | 03:53 | We want to replace the word Hourly.
| | 03:55 | Now not all of them.
| | 03:57 | For example in row five, you can see Hourly.
| | 03:59 | So we are going to take the Hourlies here
and replace it with Contract--but not all
| | 04:07 | the Hourlies--just the Hourlies
where we've got a format here.
| | 04:11 | In other words, the format of
yellow cells; the fill effect yellow.
| | 04:17 | Let's say although we don't really have
to do this, say that when we do replace
| | 04:21 | the yellow, we want it to be blue.
| | 04:23 | It's not really necessary, but
we want to highlight the data.
| | 04:28 | So everytime we see Hourly that's yellow we
want to replace it with Contract and make it blue.
| | 04:34 | Replace all of these.
| | 04:36 | Now we didn't necessarily
select any part of the worksheet--
| | 04:39 | so the active cell is in one cell or another--
| | 04:42 | if we make this a little bit more
efficient, let's click in column D because
| | 04:46 | that's only where we want to make the change.
| | 04:48 | We'll do a Replace All. Two replacements.
| | 04:51 | Click OK and as we put down the screen
here, these both had been Hourly and they
| | 04:56 | were yellow and now they are Contract in blue.
| | 04:59 | Again, I use the blue here simply to
highlight the idea that we sometimes want
| | 05:03 | to use the Replace technique
along with formatting as well.
| | 05:07 | Another use of Replace, the Taft
building has been renamed the Harding building.
| | 05:13 | Let's make a wholesale change here.
| | 05:15 | We'll simply select column B, go back
to Find & Select, this time a Replace.
| | 05:21 | Nothing to do with formats here.
| | 05:22 | So clear the format in both cases and
we simply want to change Taft to Harding.
| | 05:31 | Now it's probably the case that we'd
never see the word Taft there along with
| | 05:35 | another word, but just in case we
want to match entire cell contents.
| | 05:40 | Matching case here isn't really relevant
this time, but matching entire cell contents is.
| | 05:45 | All occurrences of Taft when it's the
entire entry we want to replace with Harding.
| | 05:50 | We'll simply do a Replace All.
| | 05:52 | So we've taken care of that--63 replacements.
| | 05:55 | So as you can see, Search and Replace,
a valuable tool for making wholesale
| | 05:59 | changes or in some cases just
finding data that meet your criteria.
| | Collapse this transcript |
|
|
6. PrintingExploring the Page Layout tab and view| 00:00 | If you're about to print a worksheet,
it's best to get a Print Preview first.
| | 00:04 | A couple of ways to do this.
| | 00:06 | You can go to the file tab in the ribbon
and choose print and you do get a preview.
| | 00:11 | Recognize on the far right-side of the
screen you'll see two sets of scroll bars.
| | 00:15 | If you use the outer scroll bar and
drag downward, recognize not only will you
| | 00:19 | see the full page but the all-important
indicator at the bottom of the screen is
| | 00:23 | to how many pages this is likely to take up.
| | 00:26 | Now if this particular worksheet has
about 700 rows or so and you see that it's
| | 00:30 | going to take 35 pages, that
don't sound quite right, does it?
| | 00:33 | If you click the Preview here and
either use the mouse wheel or use the
| | 00:38 | inner scroll bar there to drag
downward--eventually, we'll begin to realize
| | 00:43 | that in this particular set of data
here that we are working with--it looks
| | 00:47 | as if the first few columns are going to be
printed and then some others on additional sheets.
| | 00:52 | And then if we keep scrolling here
we'll see how the other data eventually
| | 00:55 | will be printed as well.
| | 00:57 | Let's say that's not quite ideal.
| | 00:58 | There certainly are some
settings over in the left-hand side that
| | 01:01 | might change our minds.
| | 01:03 | Some of you might be familiar with
the term "Portrait Orientation"--where the
| | 01:07 | papers are oriented vertically--
| | 01:08 | we might change that to Landscape;
| | 01:10 | will that make any difference here?
| | 01:12 | Now it looks like it's taking up 49 pages.
| | 01:15 | So that certainly didn't help here.
| | 01:17 | Change it back to Portrait.
| | 01:19 | Let's escape from here or press the
left arrow at the top of the screen and go
| | 01:23 | back into our standard Excel view.
| | 01:26 | Recognize that the ribbon
has a page layout option
| | 01:30 | with a number of choices here related
to features that you will consider using
| | 01:34 | before printing but also same term--but not
in conflict with--but not really the same.
| | 01:40 | In the status bar, we've got three
buttons. Normal, the normal view that we
| | 01:44 | typically use as we work with Excel.
| | 01:46 | Next button, Page Layout--
| | 01:49 | our screens look different here.
| | 01:51 | If we were to zoom back a little
bit here, we'll see multiple pages.
| | 01:56 | The page on the left as we
scroll down a little bit is page one.
| | 02:00 | Keep scrolling here, Page two.
| | 02:03 | But the pages on the right, pages 18, 19.
| | 02:06 | Now if you're working with your data at
this point, of course, this is likely to
| | 02:10 | look quite a bit different and recognize
also that Excel is trying to use all the
| | 02:15 | data in the worksheet
unless we indicate otherwise.
| | 02:18 | So a couple of choices here
we might want to consider.
| | 02:21 | First of all, in this page layout view
let me zoom again by dragging the zoom
| | 02:25 | slider bar and focus on
just the upper portion here.
| | 02:29 | Notice where it says "Click to Add Header".
| | 02:31 | A design tab is activated,
Header and Footer Tools.
| | 02:36 | So we might want to add the current date here.
| | 02:40 | If you click this option Current Date,
that's some kind of a strange indicator,
| | 02:43 | but it will print the date.
| | 02:44 | If we want to preview that,
just click in a cell below.
| | 02:47 | We see what will pan out.
| | 02:49 | That's the date of this recording.
| | 02:50 | So we'll click back up here.
| | 02:51 | What if we want the time here as well?
| | 02:54 | We might just click here and add a space
and then click the icon for "Current Time".
| | 02:58 | So we'll see both of those and over to
the left here we might want to put in the
| | 03:02 | name of the company or
maybe the number of pages.
| | 03:05 | So there it says, Page
Number--that little indicator.
| | 03:08 | How's this looking now? Click below it.
| | 03:09 | One out there for the page number.
| | 03:12 | We'll see the date and time here.
| | 03:14 | We might want to have the word "page" there.
| | 03:16 | So click in front of
that little ampersand there--
| | 03:19 | that ampersand symbol.
| | 03:20 | Type in the word "page"
followed by space if we want that.
| | 03:23 | So we've got some control
here over our header and footer.
| | 03:27 | Now if we click back into the worksheet
portion of this in the preview and then
| | 03:31 | go back to the Page Layout tab,
there are some other options here.
| | 03:35 | Now we can't go through all of these,
but from time to time we might want to go
| | 03:39 | back to our print preview.
| | 03:41 | We don't necessarily need
to click on the File tab.
| | 03:43 | Here are couples of other options.
| | 03:45 | In the Quick Access Toolbar, you could
add a button that gives you print preview.
| | 03:49 | The rightmost arrow, it's a drop arrow,
click it and choose Print Preview and Print.
| | 03:55 | So now if we want to Print
Preview, click that button.
| | 03:58 | We are back here again.
| | 03:59 | Let's take a look at this.
| | 04:01 | Is it looking any better?
| | 04:02 | Well, we changed our titles there at the top.
| | 04:04 | It's looking better that way.
| | 04:05 | We can scroll up and down.
| | 04:07 | How do we move away from here? Escape.
| | 04:09 | So we've got the Print Preview button.
| | 04:11 | There is also a keystroke shortcut, Ctrl+F2.
| | 04:15 | It is important to get that preview
from time to time as you're setting up
| | 04:18 | printing and Escape again.
| | 04:20 | Now another option here.
| | 04:22 | Once again using the zoom
slider bar to move back a little bit.
| | 04:26 | We still haven't quite dealt with
the issue of what's showing in our
| | 04:29 | potential print out here.
| | 04:31 | Some options outside of print features
might simply be if we don't want certain
| | 04:36 | columns to be printed, we could hide them.
| | 04:38 | The idea might be we're trying to bring
these columns onto the same sheet, but
| | 04:43 | here's a completely different approach.
| | 04:44 | Let's go back to our normal view and
suppose we're saying, "You know, the data to
| | 04:49 | the right, that's useful,
| | 04:50 | I might want to print that separately".
| | 04:52 | Maybe all we really want to print is the
data from these cells over and downward.
| | 04:58 | A quick way to select this data ahead
of time is drag across these headings and
| | 05:03 | holding down the Shift key just double-
click the bottom edge of a cell here.
| | 05:06 | Now we can certainly drag across the data.
| | 05:09 | What we are about to say is
"This is all we want to print".
| | 05:13 | So there's an option of the
Page Layout tab called "Print Area".
| | 05:17 | Select an area on the sheet you'd like to print.
| | 05:20 | Well, we've already selected it.
| | 05:22 | Click this--"set print area".
| | 05:25 | Now let's take a look at our preview.
| | 05:27 | There's our button up there or Ctrl+F2.
| | 05:29 | We see the preview.
| | 05:31 | Use the outer scroll bar on
the right to scroll downward.
| | 05:34 | We're at 34 pages maybe.
| | 05:36 | We're still not there yet.
| | 05:38 | So possibly we will
reconsider landscape orientation here.
| | 05:42 | Instead of 34 pages it's
down to 24 pages. Click here.
| | 05:47 | Maybe scroll up and down again.
| | 05:48 | Is that acceptable? Well, it might be.
| | 05:51 | Recognize again that you're the one making
the final call on how this is going to appear.
| | 05:55 | Maybe that's pretty acceptable.
| | 05:57 | One thing that you might
not care for though is this.
| | 06:00 | On Page one we do see the heading,
Page two, Page three, we don't see that.
| | 06:05 | Do we always know what column we're looking at?
| | 06:08 | So let's escape here and once again
go back into the worksheet environment.
| | 06:13 | We don't necessarily need to have
the page layout view in the lower
| | 06:16 | right-hand corner activated.
| | 06:18 | It doesn't hurt, but it's
not necessary at this point.
| | 06:21 | But the option we want to focus on
is on the Page Layout tab and it's
| | 06:26 | called "Print Titles".
| | 06:28 | Choose rows and columns you'd
like to repeat on each printed page.
| | 06:33 | Click there and what is the row
we want to see repeated at the top?
| | 06:37 | Click here and we can simply select row one.
| | 06:41 | In some cases rows one and two
depending upon the worksheet.
| | 06:44 | That looks good enough.
| | 06:45 | From here, we could just
jump in to Print Preview.
| | 06:47 | Let's take a look--Print Preview.
| | 06:49 | Now we're back here and what
happens if we click and start to scroll?
| | 06:53 | Now we're on page four, page three.
| | 06:56 | All of these have that heading in place.
| | 06:58 | Now we haven't covered all printing
features, but let's say in this case it
| | 07:03 | looks pretty reasonable.
| | 07:04 | We could then print.
| | 07:05 | So escaping again, using a combination
possibly of Page Layout View in status
| | 07:12 | bar and also some of the features
available on the Page Layout tab we can
| | 07:17 | prepare our worksheet for printing.
| | Collapse this transcript |
| Previewing page breaks| 00:00 | Another approach to printing begins
with the idea that you'd like to get a
| | 00:03 | preview of what your
printout is going to look like.
| | 00:06 | In the status bar, the three buttons
in the lower right-hand corner include a
| | 00:09 | button called Page Break Preview.
| | 00:11 | And as we click this, the screen
changes and we see blue borders and possibly
| | 00:16 | dotted lines as well.
| | 00:17 | If you start to scroll in this list, as
I'm doing here, recognize the watermark
| | 00:21 | depiction here of Page 1, over in the
left-hand side--up to the right in this
| | 00:26 | example it's Page 18.
| | 00:27 | So as we scroll up and down here, we see these.
| | 00:30 | Now, with Page Break Preview, you have
the option here of controlling not only
| | 00:34 | the breaks, but the actual borders here.
| | 00:37 | It's good to get an actual preview here.
| | 00:39 | If you do have available in your Quick
Access Toolbar, the Print Preview button,
| | 00:43 | we added this in an earlier movie, you
can click that or possibly press Ctrl+F2
| | 00:49 | or maybe even go to the
File tab and choose Print.
| | 00:52 | Any of those three ways
gives us the Print Preview.
| | 00:55 | And as we look at this list here and
then use the outer scrollbar on the
| | 00:59 | right-hand side, scroll down,
see how many pages it is, 34 pages.
| | 01:03 | If you click in the list and start to scroll
up and down, you might see breakpoints.
| | 01:07 | You might see the data about
to be printed in a way that you
| | 01:10 | wouldn't necessarily want.
| | 01:11 | So what do we do in the situation like this?
| | 01:14 | Let's escape from here and take
advantage of the fact that as we're viewing
| | 01:18 | Page Break Preview, first thought might
be, do we really want to see columns K
| | 01:23 | and L? They are empty except for the top
two cells, so let's drag the blue border inward.
| | 01:28 | Put the mouse right on there, hold down
the left mouse button, drag it to there.
| | 01:32 | Now, if we don't want to see these last
two columns on separate sheets, we could
| | 01:37 | take the dotted line and drag it rightward.
| | 01:40 | But that means that the data is going
to be squeezed onto the page which may or
| | 01:44 | may not be acceptable.
| | 01:45 | It might be in this case, so let's
jump into our preview again either with
| | 01:49 | Ctrl+F2 or possibly the Print Preview button.
| | 01:53 | As we look at the data now, it
certainly looks more crowded.
| | 01:56 | What might be appropriate at this
point is simply to print one page.
| | 02:00 | You do have the options here, when
printing you could just say print page 1 to
| | 02:04 | page 1 and do that and see what this looks like.
| | 02:07 | And you'll have to be the judge
as to whether this is acceptable.
| | 02:11 | If it's only for you, perhaps, that's just fine;
| | 02:13 | if you got a different audience,
maybe that's too crowded, it depends.
| | 02:17 | Another option here could be to jump
into Custom Margins over on the left-hand
| | 02:21 | side and use Narrow Margins, in other
words, less white space on the perimeter.
| | 02:26 | So you can certainly make that choice.
| | 02:28 | It looks like that pretty much
just shifts the data leftward,
| | 02:31 | it doesn't do much else.
| | 02:32 | So, maybe that option isn't one worth
considering, but you do have some choices
| | 02:36 | here as you consider how this
is likely to look when you print.
| | 02:40 | Let's escape from here, Escape key,
go back to our data and here's another
| | 02:44 | potential option too.
| | 02:46 | And this is outside the realm of
printing, but it does bring out the idea that
| | 02:50 | you're in-charge of how you want this to look.
| | 02:52 | Do you really want to see
the Salary in this list?
| | 02:55 | Do you want to see the Status?
| | 02:57 | Well, you are the judge, but if we were
to hide a column, I'm going to hide the
| | 03:01 | Salary column simply by right-
clicking it and choosing hide.
| | 03:04 | How's the Print Preview looking now?
| | 03:07 | Perhaps, not as crowded. And so
sometimes you will use that approach to
| | 03:11 | adjusting your display.
| | 03:12 | Here's another thought too, as we
scroll up and down, sometimes the breakpoints
| | 03:16 | on the pages, we might want to be different.
| | 03:18 | Now, in this case, I can't make a
strong case for saying change this, but we do
| | 03:23 | have the ability to change the location
of some of the page breaks. And you can
| | 03:27 | imagine how in certain cases here, how
appropriate or inappropriate this might
| | 03:30 | be to adjust these breaks.
| | 03:32 | So, maybe at some point here--I'll
just pick an example of one of these here
| | 03:36 | where there's a breakpoint
that I might want to change--
| | 03:38 | I'll just drag that blue line
elsewhere--so maybe in this case here.
| | 03:41 | Now, that might be crowding one of
the sheets, but I want the breakpoint to
| | 03:45 | appear right here after Marketing.
| | 03:47 | In other words, you can
override the standard setting.
| | 03:50 | Jump into preview here.
| | 03:51 | Let's take a look at this and we'll
scroll down relatively quickly and try and
| | 03:55 | find that breakpoint and there it is.
Looks like one of the pages was
| | 03:59 | quite a bit shorter.
| | 04:00 | Again, you'll just have to decide
whether that's acceptable or not when
| | 04:03 | you print this data. Once again escape.
| | 04:05 | So you do have control over that too.
| | 04:07 | I'm going to press Ctrl+Z to undo that
break because as it turns out, it wasn't
| | 04:11 | maybe the best choice; but you do
have control over those as well.
| | 04:14 | Using Page Break Preview doesn't get us
into some of the other printing issues,
| | 04:19 | but it does give us a quick read on
the data and allows us to choose the data
| | 04:24 | that we want to use when we print our work.
| | 04:27 | And that button in the lower right-hand
corner, Page Break Preview does allow us
| | 04:31 | to continue working with the data.
| | 04:33 | Now, most people probably don't want to
work with their data in this view, but
| | 04:37 | we can write formulas, we can insert data,
we can do other things, just as if we
| | 04:41 | were in the Normal view.
| | 04:43 | So you can leave it in this view as
much as you wish and when you're finished--
| | 04:46 | and for example you find this obtrusive--
simply click back on Normal. But Page
| | 04:50 | Break Preview does give us a quick way
to view our data just before printing.
| | Collapse this transcript |
| Working with Page Setup and printing controls| 00:00 | We're looking at a worksheet called
PageSetup Sheet and we want to print this worksheet.
| | 00:05 | On the Page Layout tab in the ribbon,
you'll notice that one of the groups
| | 00:09 | is called Page Setup.
| | 00:11 | In the lower right-hand corner,
a dialog box launcher button.
| | 00:14 | If we click it, activates this
dialogue box, called Page Setup and there are
| | 00:19 | many, many different settings here.
| | 00:21 | One group is on the tab Page,
another on the Margins tab, another on the
| | 00:26 | Header/Footer and another on Sheet.
| | 00:27 | Although, you might have seen some of
these choices in the Page Layout tab in
| | 00:33 | the ribbon and you might even have seen
these on the File tab, here they're all together.
| | 00:39 | And if you have used Excel in prior
versions, this is familiar territory as well.
| | 00:43 | So, let's consider some of the options
here, but let's first break out of this.
| | 00:47 | Press cancel or escape and let's
indicate what it is we want to print.
| | 00:52 | So one approach to printing
begins with let's select the data.
| | 00:56 | If for example here in this list, if
you say, "I don't want column N, but I do
| | 01:00 | want all this data here"--if you simply
want to select all this data ahead of
| | 01:04 | time--you can press Ctrl+A and then
on the Page Layout tab, go to Print
| | 01:11 | Area>Set Print Area.
| | 01:13 | If you want to get a preview of this,
we can simply click this button.
| | 01:17 | If you've added this button called the
Print Preview button, which we did in a
| | 01:21 | prior movie, you can simply get the
preview on the right and by clicking in
| | 01:25 | here, dragging that outer scrollbar on
the right-hand side downward, we'll see
| | 01:29 | approximately how many
pages we're about to print.
| | 01:32 | We can scroll up and down.
| | 01:33 | While you're on this page,
notice off to the left,
| | 01:36 | at the bottom, you see a
choice called Page Setup.
| | 01:40 | Click that. This is the
dialog box that we just saw.
| | 01:43 | Recognize again, some of the features here
are also being presented off to the left.
| | 01:49 | For example, if we're looking at Page
Setup here, the Page tab, gives us a
| | 01:53 | choice for Portrait and Landscape.
| | 01:55 | We see the same choices over here.
| | 01:57 | So one of the issues we confront as we
work with printing is the fact that a lot
| | 02:01 | of these settings appear in multiple locations.
| | 02:04 | Let's press Escape here--and also escape
from this view--and shift our focus again
| | 02:09 | to the data that we're about to print.
| | 02:11 | And as we look at the Page Layout tab
again, click within this Page Setup group,
| | 02:17 | the dialog box launcher right there
to activate some of these choices.
| | 02:21 | Without going through all of these
| | 02:22 | just recognize that we do have choices as we
mentioned earlier on Portrait or Landscape.
| | 02:27 | There could be times too when
you want to fit this printout to a
| | 02:31 | different number of pages.
| | 02:32 | Could we fit this to one
page wide by ten pages tall?
| | 02:35 | Well, let's try that.
| | 02:37 | Either click the arrows or type in a ten,
something like that and make a choice that way.
| | 02:42 | Let's get right into Print Preview and
see how this looks, maybe not so good.
| | 02:46 | Let's escape and come right back in here,
doing the same thing all over again,
| | 02:51 | but this time maybe, just ignore this choice.
| | 02:54 | Let's say we do want to fit it to
a number of pages, we click back on
| | 02:58 | Adjust to and again, somewhat
arbitrarily make this an eighty--Print Preview--
| | 03:03 | see how that's looking.
| | 03:04 | Maybe that looks better.
| | 03:05 | So you want to experiment a little bit here.
| | 03:07 | Can we try this again, going back here with 100?
| | 03:10 | Right within the same dialog box--
Print Preview--and there we are again.
| | 03:17 | We could end our page setup from here.
| | 03:19 | It's over on the left-hand side at the
bottom, and consider some of the options.
| | 03:23 | Now once again, I'm not going through all these.
| | 03:26 | Do recognize here you can center the
data horizontally, left to right, maybe,
| | 03:29 | that's what you want to do.
| | 03:31 | You've got control over the margins
here, is an inch of white space on top
| | 03:35 | and bottom too much?
| | 03:36 | Maybe click the drop arrows that way--
maybe it'll take up fewer pages--similarly
| | 03:40 | on the right, something like that.
| | 03:42 | Again, lots of choices here, maybe
less space for the header top and bottom;
| | 03:46 | we can also go into Header or
Footer this way, make some changes.
| | 03:50 | You can create your own custom header.
| | 03:51 | There are some built-in choices here,
some use dates, some use file names;
| | 03:57 | various combinations in here, quite a
few choices. And so you can get to some of
| | 04:02 | the fine-tuning tools
available when you want to print.
| | 04:04 | Also, there's a Sheet tab here.
| | 04:06 | Do you want to see the Gridlines? Probably.
| | 04:08 | Do you want to see the Row and
column headings? These are here.
| | 04:11 | Now once again, recognize,
| | 04:12 | if we click OK--and we've made that
choice--watch the preview change in
| | 04:17 | the background here.
| | 04:18 | We now have column letters and row numbers.
| | 04:21 | And that certainly is appropriate for
some kinds of data and not necessarily this.
| | 04:25 | Recognize too, if we escape and go back
into the worksheet environment, a lot of
| | 04:29 | the choices that we make here with
Page Setup--from the dialog box here--are
| | 04:34 | already here under Page Layout in the ribbon.
| | 04:39 | So, this idea of "where do we go
when we print and where do we make our
| | 04:44 | settings?" The Page Setup dialog box
is certainly handy, but a lot of these
| | 04:48 | choices are right here.
| | 04:49 | Maybe we don't want the
Gridlines, we could uncheck it here.
| | 04:51 | By the way, if you uncheck the
Gridlines here, it actually changes the current
| | 04:55 | worksheet view as well.
| | 04:56 | If we jump back into our preview,
we won't see Gridlines there either.
| | 05:00 | And the row and column headings, we
can also control those right here too.
| | 05:05 | Let's not print them.
| | 05:07 | And then let's go back to our preview and
now we don't see the row and column headings.
| | 05:13 | So, any number of choices you can make
here by way of Page Setup: clicking the
| | 05:17 | dialog box launcher here and using the
feature this way; or once again on the
| | 05:21 | File tab from the ribbon; going to Print
and making choices here by way of Page Setup.
| | 05:28 | There are lots of ways to control the
way our printout is going to appear
| | 05:33 | by way of Page Setup.
| | Collapse this transcript |
|
|
7. Introduction to ChartingCreating charts| 00:00 | In this worksheet, called
CreatingCharts in the workbook 07-Charting, we've got
| | 00:05 | two sets of data and we might want
to depict this data in a visual way.
| | 00:09 | Excel's charting capability has long
been one of its most popular features.
| | 00:14 | And by the way, the term "chart" and the
term "graph", often used interchangeably,
| | 00:18 | in Excel, we use the term
"chart", officially and formally.
| | 00:22 | Let's select the data that
we want to depict graphically.
| | 00:25 | We can easily display this information
as a chart simply by clicking the Quick
| | 00:30 | Access Tool that often
appears when we select data.
| | 00:33 | Click it, choose Charts>Clustered Column.
| | 00:37 | What does that mean?
| | 00:38 | We don't necessarily know.
| | 00:39 | But that chart looks pretty good.
| | 00:40 | Let's just click and we've got a chart.
| | 00:43 | That's certainly one way.
| | 00:44 | You can move charts--and eventually we
would want to move this to position it so
| | 00:48 | we can see your data as well as the chart--
| | 00:51 | simply drag an edge of the chart.
| | 00:54 | You can resize the chart by dragging one
of the so-called corner handles or side
| | 00:58 | handles, shrink it and
make it enlarged as you wish.
| | 01:03 | We've got other data here as
well, how about another approach.
| | 01:06 | This data has totals in it, as a
general rule--but certainly not an ironclad
| | 01:10 | rule--including totals and details
together doesn't work so well; but let's show
| | 01:15 | another quick approach to creating a chart.
| | 01:17 | This time on the Insert tab in the
ribbon, choose "Recommended Charts".
| | 01:24 | And as we look at these charts, we can click
on them and get a better view off to the right.
| | 01:28 | The grand totals seemed to be
not ideal in terms of our display;
| | 01:32 | it distorts the look of the charts.
| | 01:34 | So, let's escape from here, select
just this data, jump back up there to
| | 01:39 | Recommended Charts and now
these previews look a lot better.
| | 01:43 | And as you look at these previews too, you
begin to pick up some of the terminology.
| | 01:47 | This is a Stacked Bar Chart.
| | 01:49 | Bar charts are horizontal in Excel.
| | 01:52 | Column charts are vertical.
| | 01:53 | Stacking means you are putting multiple
fields together, clustered means you're not.
| | 01:58 | So we see different terms here that we
will see often as we work with charts.
| | 02:02 | We like one of the others here.
| | 02:03 | We'll just click it, click OK or double-
click it and we've got a chart for that
| | 02:08 | data as well; move it off to the side.
| | 02:11 | At certain times when you're creating
charts, you've selected the data and you
| | 02:14 | know which chart you
would like to use immediately.
| | 02:17 | So when you're ready to make a chart
selection, click Insert and then to the
| | 02:21 | right of the Recommended
Charts, we see various types here.
| | 02:24 | We might want to choose a Line Chart
here or maybe a Pie Chart--is that going to
| | 02:28 | make sense?--or maybe we do like a
certain kind of bar chart here.
| | 02:32 | So there's a Bar Chart
and there's the Stacked one.
| | 02:34 | We like the look of that, so there we go.
| | 02:37 | An even faster method, but not
necessarily the best--depends upon whether you
| | 02:40 | like the chart style--is to select the
data and simply press Alt+F1 and you will
| | 02:47 | get a chart immediately; a Clustered
Column chart on the same worksheet.
| | 02:52 | Another quick approach, you've got
your data selected, press the function key
| | 02:56 | F11 and you'll immediately get a
chart on a new sheet to the left of the
| | 03:00 | sheet that has the data.
| | 03:02 | So we are on a sheet called Chart1.
| | 03:04 | Our data is on a sheet called "CreatingCharts".
| | 03:07 | The advantage of working with a chart
all by itself is that's our focus and
| | 03:11 | nothing else--no data around on the
side. We will spend some time perhaps in
| | 03:15 | designing this chart or
making it look the way we want.
| | 03:18 | If we change our minds at some point
and say we want this on another sheet, we
| | 03:23 | can simply right-click here and then
move the chart to a different location.
| | 03:28 | If we no longer need this, we'll
simply right-click and delete that sheet.
| | 03:32 | Similarly, if we are working with a
chart and we do want it to be on a separate
| | 03:37 | sheet, for example this one, we could
right-click the chart and choose Move
| | 03:41 | Chart and put it on a brand new sheet;
in this case, it would be called Chart2.
| | 03:45 | So that's another option.
| | 03:47 | Now, many times when you're creating
charts, the amount of data that you're
| | 03:50 | choosing to depict in a chart is a
relatively small amount compared with the
| | 03:54 | size of some of the worksheets we
might have been working with; but there are
| | 03:58 | cases when you're selecting, for
example, meter readings over a huge amount of
| | 04:02 | time, you might have quite a few cells
selected, so there's no real limit on how
| | 04:07 | many cells are being selected.
| | 04:08 | But in general, we tend to see, when
we're creating charts and in many of the
| | 04:12 | examples, depict a small amount of data.
| | 04:14 | But we've seen a number of
quick ways to create them.
| | 04:17 | Again, selecting the data and pressing
Alt+F1--the very fast way--or simply using
| | 04:23 | on the Insert tab, the various
recommended charts that pop up.
| | 04:27 | There's no question that creating
charts is fast, it's easy and you can
| | 04:31 | easily get rid of them just as well
by simply clicking on the chart and
| | 04:35 | pressing Delete.
| | Collapse this transcript |
| Exploring chart types| 00:00 | Excel has over 50 different chart types,
so it's not always clear which chart is
| | 00:05 | best for the kind of data you're trying to show.
| | 00:07 | We're using the sheet called Chart Types,
let's select the data over in columns
| | 00:12 | A and B and simply press Alt+F1,
a quick way to create a chart.
| | 00:17 | This gives us a Column Chart.
| | 00:18 | Is this the best way to display this data?
| | 00:21 | When you create a chart, recognize that
the Chart Tools ribbon is activated, and
| | 00:26 | we've got a Design tab and a
Format tab at the top of the screen.
| | 00:30 | Off to the right we see a
choice called Change Chart Type.
| | 00:35 | We can easily get a preview here of
what this chart might look like, if for
| | 00:38 | example it were a Bar Chart.
| | 00:40 | Click here, we see some examples of
that, we can slide over it, would this be
| | 00:44 | better as a Pie Chart or how about a Line Chart?
| | 00:47 | We can get a quick preview
here and decide what looks best.
| | 00:50 | If our starting data is multi-
dimensional, like the data in column D, we get
| | 00:56 | more choices here and more previews,
so let's escape from this option.
| | 00:59 | Recognize that this might be the best
chart for the data we're seeing over in
| | 01:04 | columns A and B. Let's move
this down below for the moment
| | 01:07 | we might come back to it later.
| | 01:09 | Let's select this data here.
| | 01:12 | Once again, press Alt+F1
for a quick chart selection.
| | 01:15 | When you're creating charts,
consider this possibility.
| | 01:18 | Sometimes, the data looks better in
separate columns as it is here, and when
| | 01:23 | you're working with Column Charts,
those are the vertical ones like what we see
| | 01:27 | here or Bar Charts, the horizontal
variation of these, clustering is the first
| | 01:32 | choice, this may or may not be your best choice.
| | 01:35 | If we change the chart type, we
might change this to a Clustered Column.
| | 01:40 | The advantage here is it simplifies
the look of the chart, but on the other
| | 01:44 | hand, if you're trying to read for
example, the southeast entries, those are
| | 01:48 | the green portions of the columns, you
can't follow them from month-to-month so easily.
| | 01:52 | You have got some other options out
here as well that you might explore.
| | 01:56 | Sometimes, you'll see a 3D Stacked
Column, and as we move to the right,
| | 02:00 | different variations on that, and
then another variation like this.
| | 02:04 | This might have some visual appeal,
but it might be kind of hard to read too;
| | 02:08 | but we certainly have easy
access to the different chart types.
| | 02:11 | If you only use charting occasionally,
I think the best approach is to stick
| | 02:15 | with perhaps only four major types
here: Column, Line, Pie, and Bar.
| | 02:22 | Pie is, by the way,
somewhat specialized as we'll see.
| | 02:26 | So, let's say Column and Bar
are certainly common choices.
| | 02:30 | You've seen these in magazines,
newspapers, television, they're commonly used.
| | 02:34 | Now, with certain kinds of data, if
you're trying to emphasize volume, perhaps
| | 02:37 | Columns and Bars are the best, but again,
sometimes it's just a judgment call.
| | 02:41 | Let's escape from here and move this
over a bit, and consider the data in
| | 02:46 | columns K through P. In this data here,
we've got the same kinds of choices.
| | 02:52 | Let's not include the totals, just the
data here, and possibly getting a preview
| | 02:57 | this time by way of the Insert Tab--
Recommended Charts--what are some of the
| | 03:02 | examples that we might want to consider here?
| | 03:04 | We can move the Title bar, the
dialogue box, over to get a sense.
| | 03:08 | If we're trying to show a trend,
there's probably no better chart type than a
| | 03:12 | Line Chart. And these are universally
recognized because our eye tends to follow
| | 03:17 | the lines from left to right;
nothing wrong with a Column Chart here.
| | 03:21 | There's another kind of chart
here called a Stacked Area Chart.
| | 03:24 | Maybe that displays the trend pretty well.
| | 03:26 | We can certainly see a trend emerging
here, at least in terms of the totals. But
| | 03:31 | if it's a Line Chart, looks pretty good
here, let's go with that option; and we
| | 03:36 | can move these around too.
| | 03:37 | Now, recognize that when you do choose
Chart Types too, there's an option here
| | 03:42 | that is not very obvious, and sometimes
it brings us an interesting alternative,
| | 03:46 | but with a Line Chart,
we'll see how well this works.
| | 03:49 | Switch Row/Column, not
an obvious choice to make.
| | 03:52 | I think in this case, it's a
horrible choice, click it again.
| | 03:56 | If you've got data that deals with
times--for example Months here, or Years,
| | 04:00 | or even Hours in some cases--
Line Charts tend to work best there.
| | 04:05 | Now, again, that option that we have
here on the Design Tab of Switching
| | 04:09 | Row/Column, I think in this case is not
a good one, but with the other data here
| | 04:15 | let's scroll here to move the chart over.
| | 04:17 | Move this chart all the way temporarily.
| | 04:20 | The chart to the right is
depicting our data right here.
| | 04:23 | Let's select this chart
and then Switch Row/Column.
| | 04:26 | Now, here's an interesting variation.
| | 04:29 | This shows columns differently.
| | 04:31 | Each cluster of columns here is about a region.
| | 04:35 | Earlier, it was about a product.
| | 04:37 | Let's go back and switch
that again--Switch Row Column.
| | 04:40 | I use this feature all the time, not
because I'm always looking for a better
| | 04:44 | chart necessarily, but the difference
in the two--and we can bounce back and
| | 04:48 | forth if we wish--sometimes is
interesting and sometimes we end up saying,
| | 04:52 | "let's have both of these".
| | 04:54 | So one possibility might be, we could
just shrink this a bit, move it over here,
| | 04:58 | and make a copy of it or create
a brand new chart, either way.
| | 05:02 | How can we make a copy of a chart?
| | 05:04 | We can simply drag a chart with the
Ctrl key held down, let go of the mouse, we
| | 05:09 | made a copy of the chart.
| | 05:11 | Let's change this chart here.
| | 05:12 | On the Design Tab, we'll Switch Row/Column.
| | 05:15 | Let's say for the moment, we'll put
them side by side, but now we can see the
| | 05:19 | two charts together.
| | 05:20 | What we're saying here is it's not
always the case that you want to see both
| | 05:25 | charts, but recognize that we have this
quick ability, by using Switch Row/Column,
| | 05:28 | here to get different kinds of charts.
| | 05:31 | One or the other might be better.
| | 05:33 | We'll choose just one, fine, or maybe both.
| | 05:35 | As we work with different kinds of data,
that's an option you want to explore.
| | 05:39 | Now, if you do want to try a Pie
Chart--it makes sense sometimes--
| | 05:43 | usually, they work best if you have
only a single column or row of data.
| | 05:47 | A strange thing will happen if, for
example, we take this data here and try
| | 05:52 | and create a Pie Chart.
| | 05:54 | Insert Tab, here are the Pie
choices, right here, click here.
| | 05:58 | How about a 3-D Pie? It sounds good.
| | 06:00 | That looks pretty good in the
background there, let's keep it.
| | 06:04 | But it's got the title NE on it. So what did it do?
| | 06:07 | It really only used this first column,
even though this data was highlighted.
| | 06:13 | So there are some serious shortcomings
in terms of the amount of data that can
| | 06:17 | be displayed in a Pie Chart.
| | 06:19 | Recognize this oddity too, what if
one of these numbers was negative?
| | 06:23 | I'm going to make this to be -100.
| | 06:25 | Watch the Pie Chart.
| | 06:28 | Obviously, the wedge changed, but as
you slide over the wedge--as I'm doing
| | 06:32 | right here--it's displaying this as if
it were a positive number. And the more
| | 06:37 | you think about it, it would sound
kind of strange to say we've got a
| | 06:41 | negative piece of pie, but oddly enough,
if you have got negative data, it's
| | 06:44 | just a terrible candidate;
| | 06:45 | it doesn't even fit here.
| | 06:46 | I'm surprised that Excel even allows us
to create a chart, where we have got a
| | 06:50 | negative entry here.
| | 06:51 | So, I'm going to press Ctrl+Z to undo
that, but be careful with that idea.
| | 06:55 | If you're using a Pie Chart, it's got to
be all positive data to make any sense.
| | 07:00 | You can only really do this with a
single row or a single column of data.
| | 07:04 | The column AB combination does make good sense.
| | 07:07 | If we want to get a breakout here of
how these various locations for our sales
| | 07:12 | are occurring-if we want to get a
breakout here of the items in a Pie Chart--
| | 07:16 | simply select this data--Insert>Pie--
there's our 3-D Pie; and that's a good
| | 07:24 | visual depiction of how
our sales have broken out.
| | 07:27 | You can also, eventually, add
percentages and other tools here as well.
| | 07:31 | So in this move, we've seen a
variety of different chart types.
| | 07:35 | If you only use the feature
occasionally, I strongly recommend sticking with
| | 07:38 | Column, Bar, Line, and Pie.
| | 07:41 | These are the most widely used charts,
and the best charts for depicting
| | 07:45 | data most of the time.
| | Collapse this transcript |
| Formatting charts| 00:00 | Excel has so many different formatting
options when it comes to charts that you
| | 00:04 | could easily waste a lot of time.
| | 00:06 | Let's make this relatively simple.
| | 00:07 | If we want to create a chart from
the data in columns A and B, let's
| | 00:11 | simply select the data.
| | 00:12 | Maybe we're interested in a Pie Chart here.
| | 00:14 | We'll go to the Insert tab in the
ribbon and choose Pie, perhaps a 3-D Pie.
| | 00:20 | It looks pretty good.
| | 00:21 | We might not like that a whole lot, but
immediately, what do we see in the Chart
| | 00:25 | Tools ribbon, that's
active when a chart is selected?
| | 00:28 | We have got a Design tab, Chart Styles,
as we slide over these choices, we
| | 00:34 | see some variations.
| | 00:35 | By the way, when you see these, don't
overlook the drop arrow here because
| | 00:38 | there might be more choices than you
initially see--and exploring these--that
| | 00:42 | one looks pretty good. Click it.
| | 00:45 | So that's the first thing you might want
to consider doing when you create a chart.
| | 00:49 | You also have the same capabilities
here exposed by way of the three buttons
| | 00:53 | that you see to the right of a
chart whenever a chart is selected.
| | 00:57 | The middle button, the Paintbrush is
Chart Styles, so click it and here we
| | 01:02 | see the same choices we saw
before, but presented differently.
| | 01:05 | We can scroll up and down and maybe change
our minds by making one of these choices.
| | 01:09 | So that's certainly easy to
get to make our changes this way.
| | 01:13 | Now let's work with the other data here.
| | 01:15 | I'm going to shrink this a bit by
dragging its corner this way and for the
| | 01:19 | moment that chart doesn't look so good,
but we'll put it down here below the data.
| | 01:23 | Let's take a look at this data here.
| | 01:26 | Let's create a chart
quickly this time with Alt+F1.
| | 01:30 | We get a Clustered Column chart.
| | 01:31 | It looks pretty good.
| | 01:32 | Chart Styles up above, there they
are, same idea as with the Pie Chart.
| | 01:36 | This time if we click the drop arrow to
the right here, we'll see even more choices.
| | 01:41 | So depending upon the chart type, you
will see more chart styles and pick the
| | 01:45 | one you like best, maybe this one.
| | 01:47 | Notice how all these choices give us
the generic term Chart Title, something we
| | 01:52 | will want to change.
| | 01:53 | Once we have created a chart, we
do want to make some changes to it.
| | 01:57 | Certainly Chart Title, we don't want to keep.
| | 01:59 | We might want some explanation as
to what these numbers really mean.
| | 02:02 | We might want some
information below the chart as well.
| | 02:05 | The legend might be just fine where
it is or we could put it elsewhere.
| | 02:09 | But something you could easily
overlook is a feature on the Design tab.
| | 02:13 | Second button from the left is called
Quick Layout and when you first click
| | 02:18 | this, it doesn't look too promising,
like these images are awfully small.
| | 02:22 | As you slide over these though,
keep an eye on the chart to see the
| | 02:26 | differences in these choices.
| | 02:27 | Now nearly all of them contain
Chart Title although some don't.
| | 02:31 | Some place the numbers, the
values of the columns above them.
| | 02:35 | Some use gridlines, dark and light, some don't.
| | 02:39 | Some place the legend on the right-hand side.
| | 02:41 | After using the feature for a few
times, you'll come to recognize that some
| | 02:45 | choices work better for you.
| | 02:47 | I like this one here, Layout 9.
| | 02:49 | Notice how it provides space for a
title at the top and also down the left hand
| | 02:54 | side and also below, so I'll just click it.
| | 02:56 | Now it's pretty obvious I don't want
to use the term "Chart Title" so normally
| | 03:00 | what you do is click here, type in
something new and press Return--and that's how
| | 03:05 | you adjust the title.
| | 03:06 | But what if you've got a
worksheet cell that has data in it?
| | 03:09 | Click Chart Title, click in the Formula
Bar, type Equal, and then click the cell
| | 03:15 | that has the label that you want.
| | 03:17 | In my case here, I want to
click D2, the cell right there.
| | 03:21 | Press Enter and the title was
placed in here automatically.
| | 03:25 | I don't have a similar title for Axis
here and the data apparently is by items
| | 03:29 | sold, so I'll just say, "Items Sold".
| | 03:34 | You can imagine in some cases where you
would be typing in something like Value
| | 03:38 | in Dollars or Items Sold in
Dollars, something like that.
| | 03:41 | Whatever you type, press Enter and then
we see that as the label; and you could
| | 03:45 | of course change that later.
| | 03:47 | We don't necessarily need a title down
below so we could press Delete or if we
| | 03:50 | want to put in the year here, fine,
we'll do that, 2013 Sales, and we see that
| | 03:57 | at the bottom of the screen.
| | 03:59 | So that's a quick way to adjust the
format, the display of a chart and for some
| | 04:03 | people that's pretty much it--
| | 04:05 | that might be all they want to do--
but let's not overlook the Format tab.
| | 04:09 | Here's where you could get bogged down
if you're not careful, but if you like
| | 04:13 | different colors perhaps on the
perimeter of the chart, you might have
| | 04:16 | recognized or picked up on the idea that
the inner area of a chart--the one that
| | 04:21 | usually contains a grid and contains
columns or bars--is called the "Plot Area".
| | 04:26 | The outer area near the perimeter
of the chart is called "Chart Area".
| | 04:29 | Would you like a color out there?
| | 04:31 | Click Chart Area and then on the
Format tab, consider the possibility of
| | 04:36 | changing the styles here.
| | 04:39 | As we slide over these choices, you
could see what's happening in the background.
| | 04:42 | If you're a little bit unsure as to
what it is you want to use here, well, you
| | 04:47 | might spend a lot of time looking at some of
these choices, so you make a choice perhaps.
| | 04:51 | The inner area, maybe you want that
to be a contrasting color, so you click
| | 04:55 | there and make a similar choice for
the inner area, recognizing quite a few
| | 05:00 | different choices here.
| | 05:01 | When it comes to other kinds of
formatting, you might click here and say, "Well,
| | 05:04 | I want that to be bold,
| | 05:05 | I want some other option here", you might
consider going to the Home tab and choose "Bold".
| | 05:11 | So now the text is bold.
| | 05:12 | And use some of the other features
available in the Font group on the Home tab.
| | 05:16 | So formatting is certainly important
because you want your chart to look a certain way.
| | 05:21 | First approach, again, on the Design
tab, choose a Chart Style, after making
| | 05:26 | that choice, go to Quick Layout--
consider some of the options here that will
| | 05:31 | allow you to place the titles and
the labeling information appropriately.
| | 05:35 | Those are the two kinds of features
that you want to use to make formatting
| | 05:38 | relatively
straightforward as you work with charts.
| | Collapse this transcript |
| Working with axes, labels, gridlines, and other chart elements| 00:00 | Each part of an Excel chart has a
name and although it's not important to
| | 00:04 | memorize those, you want to get used
to the idea that a chart is comprised
| | 00:08 | of various elements.
| | 00:09 | In this worksheet called ChartElements
in the 07-Charting workbook, if we select
| | 00:15 | the chart--it's depicting the data in
columns D through I--depending upon where
| | 00:19 | we click and how we move the mouse
around, words pop up on the screen. For
| | 00:23 | example, I just slid the mouse into
the area where the columns are and we see
| | 00:27 | the term "Plot Area"; slide up
here, we see the term "Chart Area".
| | 00:32 | Point to one of the columns, we see
that it's part of a series; point to the
| | 00:36 | data along the left hand side that's
the Vertical Axis; down below, we have got
| | 00:41 | a Horizontal Axis and so on.
| | 00:43 | If there are gridlines, if we point
to them, we will see that we have got
| | 00:47 | possibly major gridlines
and maybe minor gridlines.
| | 00:50 | If the Format tab is active and it will
be if the chart is selected--it's part
| | 00:54 | of the Chart Tools ribbon--the upper
left corner in the current selection group
| | 00:59 | contains the name of the current
element, the one that's selected.
| | 01:02 | If you click on the chart and start
using the down or up arrows that's another
| | 01:06 | way to see the elements--no real reason
to do this except possibly to take stock
| | 01:09 | of what can be selected--there
for example are the gridlines.
| | 01:13 | And we see that in the upper left hand corner,
there is the Title, Chart Title and so on.
| | 01:17 | We sometimes want to make changes.
For example, in this chart we have got
| | 01:22 | gridlines here, but maybe they are
not strong enough, they are kind of
| | 01:24 | weak-looking, so we might want to
make changes simply by right-clicking on
| | 01:28 | one of the gridlines.
| | 01:29 | If you right-click a chart element,
you will get a menu that encloses the word
| | 01:34 | "Format" followed by the element that
you had clicked, for example, Format
| | 01:38 | Gridlines. And that activates a dialog
box over on the right hand side with many
| | 01:43 | choices depending upon
which element you have selected.
| | 01:46 | In this case I want to make the lines
thicker, the term is "Width", it's currently
| | 01:51 | 0.75, I will change this maybe to be 2.
| | 01:55 | You can see the lines, getting thicker already.
| | 01:57 | That's what it would look like if
it were three, maybe two is better.
| | 01:59 | So we'll make a choice here.
| | 02:00 | And we are done, and we close the dialog box.
| | 02:03 | Maybe we don't like the way the
scaling is done here, maybe someone else has
| | 02:06 | been working with this chart, why does
the scaling go to 1000, looks like it
| | 02:09 | only needs to go to 700 or 800 or so.
| | 02:11 | So we right-click the Axis area and
choose Format Axis, again, activating the
| | 02:18 | dialog box over in the right hand side.
| | 02:20 | It shows us we have got a Minimum and
a Maximum, we can go with the automatic
| | 02:25 | settings--looks like someone has altered
this a bit--we might change this to 800
| | 02:28 | or maybe change it to 900; simply do a
reset maybe, see what happens. What happens now?
| | 02:34 | It looks like it goes to 800.
| | 02:36 | We could override that, we might put in 750.
| | 02:38 | So we have got some control over this.
| | 02:40 | And the idea here is not to create "make
work projects", but to suggest that we do
| | 02:44 | have some options for
controlling the display here.
| | 02:48 | So, right-clicking any element
leads us into some other choices.
| | 02:52 | Right click Chart Area and choose Format
Chart Area and we see some choices out there too.
| | 02:58 | Those tend to be mostly visual, but
we sometimes want to make some changes.
| | 03:01 | Now, there is another approach to
this too, when a chart is selected, of the
| | 03:06 | three buttons on the right hand side,
the top one plus indicates Chart Elements.
| | 03:10 | Add, remove or change chart elements such as
the title, legend, gridlines and data labels.
| | 03:15 | Now we haven't even seen that term
"data labels", maybe, what does that mean?
| | 03:19 | As soon as we click the choice, we do see
the Chart Elements that are currently active.
| | 03:24 | And we don't see anything about data
labels--what are they? Let's go here.
| | 03:27 | Well, immediately we see
something happening on the screen.
| | 03:30 | Now, there is an arrow to
the right, let's click it,
| | 03:34 | center, and look what's
happening on the chart or inside end.
| | 03:37 | The data labels that we might want to
consider using can be placed on the columns here.
| | 03:42 | As we look to these choices, we decide
whether we like this or not, I think we
| | 03:46 | probably wouldn't care for that one;
| | 03:48 | make a choice here.
| | 03:49 | That's provided of course,
we do want data labels.
| | 03:52 | Looking a little crowded there.
| | 03:53 | That might work better if we had fewer
sets of columns here, fewer series, but
| | 03:57 | nevertheless that's a
choice you might want to make.
| | 04:00 | So from time to time, I think you do
want to explore these to see what they
| | 04:03 | might do to make this chart look better.
| | 04:06 | Data table, probably not a good
choice here, it simply replicates the data.
| | 04:10 | This might be a good choice if
you have a chart on its own sheet.
| | 04:13 | Axis Titles, off to the left and bottom we
don't have them right now, maybe we want them.
| | 04:18 | You make decisions about how you want
to change the appearance of the chart.
| | 04:22 | And this might be a good starting point
because it does alert you to some of the terminology.
| | 04:26 | It does give you some ideas.
| | 04:28 | We do have Gridlines here, but you may
or may not have been aware of the idea
| | 04:31 | that with gridlines can come also--by
clicking the arrow here--Primary Major
| | 04:37 | Horizontal which we have seen;
how about Primary Minor Horizontal?
| | 04:41 | Now those are very faint, I
can see them you probably can't.
| | 04:44 | But I could, if I wished, then select
these minor horizontal lines and make them
| | 04:49 | thicker or use a different color.
| | 04:51 | And again, I think the danger here is
not to get bogged down in features that
| | 04:55 | you never even knew about, but to give
more impetus and weight to the visuals in
| | 05:00 | the chart, make the changes that you want.
| | 05:02 | I think the gridlines actually look pretty
good here, so I am going to bring them back.
| | 05:06 | Not too sure about the data labels,
but we can leave them there for awhile.
| | 05:09 | If the chart gets bigger or if we
decide to show a fewer series, maybe those
| | 05:13 | numbers aren't quite
bumping into each other so easily.
| | 05:16 | We could also right-click one of the
numbers and choose Format Data Labels and
| | 05:22 | possibly make some changes there too,
either going to the sizing and maybe
| | 05:26 | reconsider the positioning too.
| | 05:28 | So lots of choices here for
controlling the various Chart Elements that exist
| | 05:32 | within Excel Charts.
| | Collapse this transcript |
| Creating in-cell charts with sparklines| 00:00 | If you're interested in creating a
quick visual representation of data without
| | 00:05 | creating a full-fledged chart, you want to be
looking at Excel's feature called Sparklines.
| | 00:10 | We've got some data here in columns D
through P. If we select data like this, as
| | 00:15 | we often do in Excel, we do see
the Quick Analysis button pop-up.
| | 00:19 | Let's click it and there's
the choice called Sparklines.
| | 00:23 | There are three kinds of Sparklines.
| | 00:24 | Actually, one is a Line, and we see the
preview already or Column or Win/Loss,
| | 00:29 | which in this case we will not use,
possibly Column or Line, so just click Line.
| | 00:34 | What do we have here?
| | 00:35 | That's a depiction of what's
happened over these 12 months.
| | 00:40 | When these are selected, we have a
Sparkline Tools ribbon and a Design Tab, and
| | 00:46 | so we might want to make
some quick changes here.
| | 00:48 | Nothing wrong with that really, but
maybe this will look better if we change the
| | 00:52 | Sparkline Color possibly even the
Weight, meaning the width of this.
| | 00:56 | So now maybe that's a bit more prominent.
| | 00:58 | So we get a quick read on the data here.
| | 01:00 | In this case too, it might make more
sense if we use our Zoom slider bar, zoom
| | 01:04 | in a bit to see what's happening there.
| | 01:07 | Now, to enhance this, you might also
want to consider on the Design Tab, showing
| | 01:12 | just the High Point or the High Points
and the Low Points, maybe all the points,
| | 01:18 | the term is Markers like
that, looking a bit crowded.
| | 01:21 | That might look a little better,
if we go back to Sparkline Color and
| | 01:24 | perhaps change the Weight of this to
be a little bit thinner, looks a bit
| | 01:28 | better that way. So we can
quickly see what's going on during this
| | 01:31 | particular set of data here.
| | 01:32 | Another option which we saw briefly,
and we can get to it on the Design Tab
| | 01:37 | here, is to change this to be a
column and that might make sense too.
| | 01:40 | We do have the High and Low Points
selected, maybe not as necessary now, but
| | 01:45 | that too gives us a reasonable
visual depiction of the data.
| | 01:48 | Now, at certain times, the data you're
selecting doesn't automatically fit into
| | 01:53 | the quick analysis ability to create Sparklines.
| | 01:57 | So suppose for example, we wanted a
Sparkline here to show what's been happening.
| | 02:01 | Now, here, the data is oriented vertically.
| | 02:04 | If you choose the box here and go to
Sparklines, the choice here comes up to be nothing.
| | 02:09 | It tries to put the data on
the right, so let's not do that.
| | 02:13 | We've got our data selected, then we
can go to the Insert tab and choose
| | 02:18 | Sparklines, this time we use a Line as well.
| | 02:21 | Let's start with Line.
| | 02:22 | It asks us, where do we want this to be?
| | 02:25 | We've selected the data that's the source,
where do we want the Sparklines to be placed?
| | 02:30 | We'll click in cell B13.
click OK and there it is.
| | 02:35 | Organized differently and perhaps not
as commonly seen this way as we saw over
| | 02:39 | here, but nevertheless, that's a
reasonable visual depiction of what's happened
| | 02:44 | to these numbers over this nine-month
period, and here too, you might want to
| | 02:47 | consider making that thicker.
| | 02:48 | Now, we've got some other data off to
the right here and this has negatives
| | 02:54 | in it, so let's consider putting in
Sparklines here; but this time, let's
| | 02:59 | explore by way of Insert and
Sparklines, possibly Win/Loss because we've got
| | 03:04 | negatives in the entry here.
| | 03:05 | How might this look?
| | 03:07 | Here, somewhat differently than the
previous example, I selected the area where
| | 03:11 | the lines are going first, so that's
already selected, but now it's asking me
| | 03:15 | where is the source of the data?
| | 03:17 | So clicking in the upper panel, then
selecting these cells right here and then
| | 03:22 | clicking OK gives us this look.
| | 03:26 | The red, of course, represents
the negatives as we see them here.
| | 03:29 | Depending upon the nature of the
data, these might be a better choice.
| | 03:33 | By the way, if you make the column
wider, it's easier to read perhaps, but we
| | 03:36 | always have that right when we're doing
these to consider how this might look as
| | 03:40 | a Column or as a Line.
| | 03:42 | Now, here's something you want to be
a little bit careful with, the idea
| | 03:46 | that you can change the meaning of
this--not by changing the values, that
| | 03:49 | would be completely unfair and
perhaps illegal--but look what happens here
| | 03:53 | if we make this column wider.
| | 03:56 | It tends to flatten out the
changes that we're seeing.
| | 04:00 | We could also go back to column Q,
by the way, try it over there,
| | 04:03 | it's going to have greater
implications over there for that previous set of
| | 04:07 | data we were using.
| | 04:08 | Let's change this by way of the
Design Tab to Lines, and then possibly make
| | 04:13 | this wider; and that gives us a
completely different picture--as I press Ctrl+Z--
| | 04:18 | as to what we saw here.
| | 04:20 | Here's another possible
option, although less likely.
| | 04:23 | If I select rows 4 through 7 and make
them taller, watch those lines change,
| | 04:28 | and that certainly accentuates the
idea that there's been a lot of change
| | 04:32 | through this period.
| | 04:33 | So making columns wider or narrower
and rows taller or shorter, does change
| | 04:40 | the impact of what we're showing here
with these Sparklines--so think out
| | 04:45 | those issues a bit.
| | 04:46 | I'm going to press Ctrl+Z here a few
times to return these to the previous display.
| | 04:52 | Let's go back to these again too.
| | 04:53 | The idea here with these pluses and
minuses, if we are choosing Lines and
| | 04:58 | that certainly is an option, we might
also want to consider on the Design tab
| | 05:02 | here, choosing Axis.
| | 05:05 | If we show the axis, that accentuates the
idea that we have crossed the "zero boundary".
| | 05:11 | So, we don't necessarily
have to use the markers.
| | 05:13 | We can certainly do that or the negative points.
| | 05:16 | Use the markers maybe or maybe not, but we
do see where the data falls below the line.
| | 05:20 | The idea here is, with Sparklines, we
want to get a quick, good, visual depiction
| | 05:25 | of the data in question without
necessarily showing a large chart and this gives
| | 05:30 | us more freedom within a worksheet here,
to show other sets of data as well.
| | 05:34 | With this data here, it may or may
not make sense, but you might consider
| | 05:38 | putting Sparklines below the data.
| | 05:40 | Now here Lines perhaps wouldn't be as
good, but we can check this out and decide.
| | 05:45 | After selecting the data here, Insert
Tab, Lines and the Source Data--the Data
| | 05:51 | Range, this data right here--and OK.
| | 05:56 | Now, we see a depiction of each one of these.
| | 05:58 | So what we're seeing here of
course is reflected right here.
| | 06:01 | The difference here is, and this could
be considered actually better, showing
| | 06:05 | line charts across different regions,
as if they were somehow connected, in a
| | 06:09 | certain sense is misleading, but showing
lines here--and in each case it's about
| | 06:14 | years from 2008 through 2012--perhaps
this is a better use of the idea that the
| | 06:20 | data flows from year to year.
| | 06:22 | So even though we're not seeing any
indicator on these actual Sparklines as
| | 06:26 | to what the various points mean the
points here mean different year entries
| | 06:30 | for Northeast and Northwest and the
other regions as we click across here. But
| | 06:34 | the lines here, I don't think you'd
really want to connect them, so I think you
| | 06:39 | can make a strong case for saying,
"Lines are not the best choice here, maybe
| | 06:42 | columns are better".
| | 06:43 | So you can see the variations here
and the idea behind Sparklines, a quick
| | 06:47 | visual representation of data in a single cell.
| | Collapse this transcript |
|
|
8. Adjusting Worksheet ViewsFreezing and unfreezing panes| 00:00 | When you work with a large list, as in
the data that we're seeing here on the
| | 00:04 | freezing sheet, one of the problems you
run into and particularly if you're not
| | 00:07 | familiar with the data, is that as you
scroll up and down the data, you lose
| | 00:12 | sight of where the column indicator is.
| | 00:14 | We're not seeing row 1 anymore.
| | 00:15 | Similarly, sometimes we scroll
rightward and we see some data and we wonder,
| | 00:20 | well, who is that person?
| | 00:22 | Which salary are we looking at here?
| | 00:24 | We don't see the names out of column A.
Sometimes we might want to see not only
| | 00:28 | the name, but also perhaps the name and
the building where the person works at
| | 00:32 | or maybe some other information.
| | 00:33 | We're talking about the potential
ability to freeze rows or columns, so that we
| | 00:38 | can always see certain
information on the screen.
| | 00:40 | So, if we only want to freeze the top
row, the active cell can be anywhere
| | 00:45 | within our data and we go to the View tab,
choose Freeze Panes and Freeze Top Row.
| | 00:53 | It keeps the top row visible while
scrolling through the rest of the worksheet.
| | 00:57 | Click it, a slight visual
change here, very slight.
| | 01:01 | The row separated between rows, 1 and 2
is slightly darker than the others, but
| | 01:05 | as we use the mouse wheel or the
scroll bar or the trackpad to scroll up and
| | 01:09 | down here, we always see row 1.
| | 01:11 | Now it's possible that in a different
situation with different kinds of data,
| | 01:15 | maybe we don't care about row 1, but we
do care about always seeing column A, so
| | 01:20 | let's disable this feature.
| | 01:21 | Many of the features on the View tab,
you cannot reverse with the Undo command.
| | 01:26 | Let's go back to Freeze
Panes and Unfreeze the panes.
| | 01:30 | Now consider possibly freezing the
first column, a slight visual difference
| | 01:36 | there with a darker gray column separator.
| | 01:38 | Now as we move rightward either with
the arrow keys or we scroll in the lower
| | 01:43 | right hand corner, we can move
rightward and leftward, we're always seeing
| | 01:46 | column A. Click again here.
| | 01:48 | Let's remove that feature,
Freeze Panes, Unfreeze the panes.
| | 01:53 | Now, if we'd like to see row 1 always
and column A always, we'll position the
| | 01:59 | active cell in B2 or if we always want
to see columns A and B, no matter what as
| | 02:05 | well as row 1, we'll Click in cell C2.
| | 02:08 | Let's suppose it's just the top row and column.
| | 02:10 | Click in B2, Freeze Panes
and then simply Freeze Panes.
| | 02:16 | Keep rows and columns visible while
the rest of the worksheet scrolls based
| | 02:20 | on current selection.
| | 02:21 | That's what we want.
| | 02:23 | Now we've got a two-way freeze in effect.
| | 02:25 | We can scroll up and down and always see row 1.
| | 02:28 | We can scroll left and right and always
see column A. So it's great feature for
| | 02:33 | working with large lists of data
when you definitely need to see specific
| | 02:37 | information all the time.
| | Collapse this transcript |
| Splitting screens horizontally and vertically| 00:00 | When working with large worksheets,
it may be advantageous to see different
| | 00:04 | portions of the worksheet at the same time.
| | 00:07 | In this list here, we've got some
entries here for the Admin Training group and
| | 00:11 | later there's a Professional Training group.
| | 00:13 | We might want to see some of
those names together at the same time.
| | 00:17 | You can split a screen vertically
or horizontally or even both ways.
| | 00:22 | If we want to split the screen top
bottom horizontally, put the active cells
| | 00:27 | somewhere in column A, no matter where
you happen to be on the screen at any
| | 00:31 | given time more or less around the
middle, somewhere out here for example.
| | 00:34 | And then, on the View tab
in the Ribbon, choose Split.
| | 00:39 | We split the screen top bottom.
| | 00:41 | Here's the split line right here.
| | 00:42 | We can move this up and down if we wish.
| | 00:45 | Now recognize there's a scroll bar on
the right-hand side that lets us scroll
| | 00:49 | above the split line.
| | 00:50 | Nothing is scrolling below the line
though, so maybe we want to see some of
| | 00:54 | those Admin Training people over
there that we were looking at earlier.
| | 00:57 | There they are, some of those people.
| | 00:59 | Meanwhile, below the split, we might
want to scroll to see the Professional
| | 01:02 | Training group, which is much farther
down on the list somewhere in the 500 row
| | 01:06 | area somewhere down there. There we are.
| | 01:08 | We're seeing some of those people.
| | 01:09 | So we're seeing two
different portions of the worksheet.
| | 01:12 | Up here, we're looking at rows 97 through
104, down below it's rows 533 down to 540.
| | 01:17 | By changing the Zoom factor
possibly, we'll see more rows.
| | 01:21 | The main idea though, is we'd like to
see data from different parts of the
| | 01:25 | worksheet simply by splitting the screen.
| | 01:27 | That's a handy device to be sure.
| | 01:29 | Now at some point, you don't need this anymore.
| | 01:32 | Remember you can move this up and down.
| | 01:34 | We can also get rid of it simply by
Double-Clicking and once again, if you wish
| | 01:38 | to split a screen top bottom, in a so-called
horizontal split, put the active
| | 01:42 | cell in column A, more or
less mid-screen and apply Split.
| | 01:46 | Now, maybe not as obvious, but a
similar feature to split the screen left right
| | 01:51 | or vertically also exists.
| | 01:53 | The idea here might be, you might
want to compare some of the data or look
| | 01:58 | at some of the data that we see here along
with some of the data way off to the right.
| | 02:02 | Now we could certainly hide columns
to get there but this too might be
| | 02:06 | an advantage to us.
| | 02:07 | Maybe we don't care too much about
department, we'll make that a little bit
| | 02:11 | smaller for the moment, ignoring it pretty much.
| | 02:13 | We want to split the screen maybe left to right.
| | 02:16 | This time, we want to put the
active cell in row 1 and then split.
| | 02:22 | We split the screen left to right.
| | 02:23 | So, we've got two scroll bars at the
bottom, allowing us to scroll on the right
| | 02:28 | side of the screen, left to right.
| | 02:29 | We could even possibly be
showing columns A, B and C here.
| | 02:33 | And the scrollbar for the left side of
the screen down here, we can be looking
| | 02:36 | at the data that way, so that's a
little bit unusual perhaps, but nevertheless
| | 02:40 | we're looking at Salaries and
Ratings next to Employee Names.
| | 02:43 | We're splitting the screen left-to-right.
| | 02:45 | As we scroll up and down, they're always
in sync, so that's another possibility,
| | 02:49 | splitting the screen left to right.
| | 02:51 | Now if we want to get rid of this, we
can simply Double-Click the split line.
| | 02:55 | Now, what happens sometimes is people
are not quite aware of this feature.
| | 02:58 | They've got the active cell, this
location, that location and they say, I want
| | 03:03 | to wonder what Split does.
| | 03:04 | They see the description:
| | 03:05 | Divide the window into different
panes that each scrolls separately.
| | 03:08 | Sounds interesting, Click.
| | 03:11 | Now we've got a two-way split.
| | 03:13 | If you activate split, when the active
cell is not on the edge, either the top
| | 03:17 | or left edge, you get in
effect, four different panes here.
| | 03:21 | Now you can move this intersection
point over here if you wish or wherever you
| | 03:26 | wish, but with the idea of having two
vertical scroll bars on the right side,
| | 03:31 | two horizontal scrolls on the bottom, it's
a little bit chaotic as you work with this.
| | 03:35 | Now, to prove a point, one thing you
could say is that in one portion of the
| | 03:40 | screen or the other, I could press
Ctrl+Down Arrow here maybe and ultimately
| | 03:44 | go to the very bottom of the worksheet,
very last row and there's the very last column.
| | 03:49 | So I can see the last row, last column
cell right there, in the upper left-hand
| | 03:54 | corner, I might be looking at A1.
| | 03:56 | I'm not sure if that proves a strong
enough point, but with a four-way split, in
| | 04:00 | other words having a vertical and
horizontal split line at the same time, you
| | 04:04 | could conceivably view any two cells in
the worksheet at the same time no matter
| | 04:08 | where they're located.
| | 04:09 | I think it makes a lot more sense
in these examples to either have a
| | 04:13 | horizontal or vertical split and more often than
not, you're likely to see the horizontal split.
| | 04:19 | So I'm just going to Double-Click the
vertical line here to get rid of that
| | 04:22 | vertical split and now we're left with a
horizontal split, which I think makes a lot more sense.
| | 04:27 | Now, we can view our data this way.
| | 04:29 | At some point, we don't really need the
feature, we can either Double-Click this
| | 04:33 | or possibly go back to Split and simply,
it removes the split by clicking it.
| | 04:38 | So splitting the screen either
vertically or horizontally gives you the option
| | 04:43 | of seeing data from different parts
of the worksheet at the same time.
| | Collapse this transcript |
| Showing necessary information with the Outlining feature| 00:00 | In the worksheet called Outlining,
we're seeing Budget Projections for 2014 and
| | 00:05 | this sheet contains a lot of data.
| | 00:06 | Now imagine if you'd like to
display this information for presentation.
| | 00:10 | It contains 12 months, it's got
quarterly totals, a lot of information here and
| | 00:14 | perhaps overwhelming, too much for a
visual display and what you might want to
| | 00:19 | consider doing ahead of time is hiding,
for example, columns B, C and D and
| | 00:25 | showing the first quarter totals and
then doing the same kind of thing for the
| | 00:28 | other months as well.
| | 00:29 | You'd like to be able to present the data in a
more compact way, not showing all the detail.
| | 00:34 | Similarly, looking at the rows here,
maybe you don't want to show that detail
| | 00:39 | or this detail here.
| | 00:40 | You do want to show some of those total rows.
| | 00:42 | We've got expenses down here.
| | 00:43 | You might not want to show that data as well.
| | 00:46 | Now, hiding columns and rows doesn't
take that long, but if you're making a
| | 00:51 | presentation, you might want to have
the flexibility to quickly expand and
| | 00:54 | collapse the data and not
necessarily show the audience the various Excel
| | 00:59 | commands needed to get there.
| | 01:00 | What if we could quickly Click a button or
two and watch this data expand or collapse?
| | 01:05 | Now there's nothing
unusual in this worksheet really.
| | 01:08 | Column E has quarterly totals as does
column I, and a few others to the right.
| | 01:13 | So there are formulas in column E, not
in every single cell as we can see, but
| | 01:17 | there's one here that's
tabulating the sum of these and so on.
| | 01:21 | Now, just by having these in place, Excel's
outlining capability will pick up on that.
| | 01:26 | It will allow us to essentially
collapse this data and possibly show only the
| | 01:31 | quarterly totals or maybe
even show only the grand total.
| | 01:36 | And so, you might think that the data
in this worksheet is rigged or has to be
| | 01:40 | set up in a special way, it isn't.There
are certain rows here, for example, row
| | 01:44 | 7 that tabulate data from the two cells above.
| | 01:47 | There's a formula right there, simply
adding the two and we see other kinds of
| | 01:52 | rows here as well, not nearly as
many as we have for columns perhaps, but
| | 01:57 | nevertheless they're there.
| | 01:58 | So how do we activate the
outlining capability here?
| | 02:01 | The active cell is somewhere within the data.
| | 02:03 | We go to the Data tab and in the
Outline group, we have an option called Group.
| | 02:10 | Click the drop arrow and choose AutoOutline.
| | 02:14 | Look what happens to the worksheet here.
| | 02:16 | We could see some symbols up above.
| | 02:18 | We see some vertical numbers 1, 2, 3 and
some horizontal numbers over here, 1, 2, 3, 4.
| | 02:23 | I'm going to Click the 2
where we see the vertical 1, 2, 3.
| | 02:28 | This collapses the display so that
we only see the quarterly totals.
| | 02:33 | If I Click one, we're
only seeing the grand total.
| | 02:36 | Now I haven't done anything with the
rows just yet, but if we Click number 3, we
| | 02:41 | are going to see the horizontal 1, 2,
3, 4, this will collapse the detail
| | 02:46 | somewhat, but not completely.
| | 02:47 | We've got interim totals there.
| | 02:50 | That's why we have four instead of three levels.
| | 02:53 | We'll Click the 2 and we're not seeing too
much of a display there right now, that's it.
| | 02:58 | Click one and now we're down to one cell,
which probably we wouldn't use very often.
| | 03:02 | So a more typical display for this data
might be Click the 2 or the 3 here for
| | 03:08 | the horizontal data and then Click the
two up top where we see the vertical 1,
| | 03:13 | 2, 3 for the rows this way.
| | 03:15 | Now, depending upon how you're making
the presentation or what it is you want to
| | 03:19 | show, you could imagine saying or
thinking, those Outlining symbols take up a
| | 03:24 | lot of space or a couple of options.
| | 03:26 | You may be familiar with the idea that
you can quickly hide most of the ribbon
| | 03:30 | except for the tabs simply by
Double-Clicking the current tab.
| | 03:33 | So if we Double-Click Data at the top
of the screen, that collapses and gives
| | 03:37 | us a bit more room.
| | 03:38 | If you want to hide the Outlining
symbols, you want to press Ctrl+8 and that
| | 03:43 | hides them and you can get them back
with Ctrl+8 as well, so maybe you want to
| | 03:47 | keep the display this way.
| | 03:49 | Another option here, too, is with
those arrows present, so we'll press Ctrl+8
| | 03:53 | again, bring them back.
| | 03:54 | If a discussion begins around what
happened in the third quarter last year,
| | 03:58 | if someone is interested in seeing the
detail for the third quarter at least
| | 04:02 | momentarily, you can Click the plus right here
that's above the third-quarter and what happens?
| | 04:07 | We see the detail for the
third quarter for a while.
| | 04:10 | We'll leave it there for a bit.
| | 04:12 | The discussion has run
its course. What we do now?
| | 04:14 | We collapse it.
| | 04:15 | Similarly, with the data down the left-hand
side, if we don't necessarily want
| | 04:19 | to see the Gross Profit detail broken out
this way, Click the minus, collapse it that way.
| | 04:24 | Do we need to see those expenses?
| | 04:26 | Well, we might at different times and
at other times, maybe collapse them so
| | 04:30 | we're looking at a list like this.
| | 04:33 | And so in the different ways, we
can expand and collapse this view.
| | 04:36 | Once again, getting of rid of those symbols,
it's Ctrl+8, bringing back, it's Ctrl+8.
| | 04:41 | If we Click the three in the
vertical 1, 2, 3 as I just did, we see the
| | 04:45 | vertical display expand.
| | 04:46 | Click in the four here, we're
back to the original display.
| | 04:49 | If you want to redesign the layout of
this particular worksheet, you want to
| | 04:54 | exit this procedure and here we do
want to bring back the data tabs so we'll
| | 04:58 | Double-Click Data and then go to
Ungroup and choose Clear Outline.
| | 05:03 | And we're back to a normal display.
| | 05:06 | This is potentially an ideal vehicle if
you're making presentations of complex data.
| | 05:12 | So, rather than hiding the columns,
let the outlining capability work for you
| | 05:17 | as you use these features available
from the Outlining group on the Data tab in
| | 05:20 | the Ribbon.
| | Collapse this transcript |
|
|
9. Multiple Worksheets and WorkbooksDisplaying multiple worksheets and workbooks| 00:00 | If you're working with a workbook that
has more than one sheet, you sometimes
| | 00:04 | want to see a portion of each
of these sheets at the same time.
| | 00:08 | If you're working with different
files at the same, you might want to see a
| | 00:12 | portion of each of those files at the same time.
| | 00:14 | In this movie, we need to be viewing the
file 09-01-RegionalSales and two other files.
| | 00:20 | When you do you have more than one file
open, on the View tab in the Ribbon, the
| | 00:25 | Switch Windows button
shows you currently open files.
| | 00:28 | The other two files we need to
see are 09-01-Home Product Line and
| | 00:32 | 09-01-EmployeeTable.
| | 00:35 | In this workbook RegionalSales,
suppose we want to see a portion of the
| | 00:38 | Midwest and the South and the West sheets as
well as the East sheet that's currently showing.
| | 00:43 | On the View tab, if we want to see
additional windows, we need to Click
| | 00:47 | New Window three times.
| | 00:49 | Back to the View tab, New Window,
Back to the View tab, New Window.
| | 00:54 | We now have four windows available, View
tab, Arrange All and we do want to make
| | 01:00 | sure in this case, we want to
view windows of the active workbook.
| | 01:04 | There are four choices here,
Tiled is usually the best. Click OK.
| | 01:09 | We now have four windows.
| | 01:10 | It's looking very crowded.
| | 01:11 | One thing we can do to see more of each
worksheet is to Double-Click any of the
| | 01:15 | tabs, for example, the View
tab and that collapses the view.
| | 01:19 | I'll do this in the window on the right
side too, Double-Click View in each case here.
| | 01:23 | Lower right-hand corner, Double-Click View
and lower left corner, Double-Click View.
| | 01:28 | It's quite possible we're looking at
the same worksheet in each window so
| | 01:32 | that's not so helpful so in the upper
right window, let's just Click there and
| | 01:36 | view the Midwest sheet.
| | 01:37 | In the lower left corner, Click there
and Click the South sheet, lower right
| | 01:41 | corner, Click the West sheet.
| | 01:43 | So now we're seeing four of the
different sheets at the same time and this
| | 01:47 | layout might be ideal if we're
simply comparing the information, looking
| | 01:51 | back-and-forth or if we need to copy
information, it's best to have the sending
| | 01:56 | and receiving areas all visible
on the screen at the same time.
| | 01:59 | Now we don't always want to see four windows.
| | 02:01 | Maybe we only want to view two,
so we can close down these windows.
| | 02:05 | It seems like we're closing a file if
we Click the X in the upper right-hand
| | 02:09 | corner of one of these windows.
| | 02:10 | I'm about to do this in
the lower right-hand corner.
| | 02:13 | So just Click the X and if there are
other files in the background, we might be
| | 02:17 | seeing a portion of them, I'll go to
the upper right, Click the X there and now
| | 02:21 | I want to view just these two windows so
I'll back to the View tab in the ribbon
| | 02:26 | and choose Arrange All.
| | 02:28 | We might possibly want to arrange
these windows in a horizontal arrangement.
| | 02:32 | Click OK and now we see the windows this way.
| | 02:35 | At other times maybe it's more
advantageous to view these vertically,
| | 02:38 | View tab>Arrange All>Vertical.
| | 02:42 | You'll be the best judge of
which layout works best for you.
| | 02:45 | Now we do have two other files open.
| | 02:48 | Sometimes we want to see
portions of each of those files.
| | 02:52 | Currently, we see two
windows of the same workbook.
| | 02:55 | We can close either one of these
and we're back to one window here.
| | 02:59 | Now, let's consider viewing
a portion of each workbook.
| | 03:03 | Back to the View tab, we don't need
additional windows here, simply Arrange All,
| | 03:09 | this time make sure that you un-check
the box for Windows of active workbook.
| | 03:14 | You can choose any arrangement you want.
| | 03:15 | Tiled tends to work best most of the time.
| | 03:18 | Click OK and now we're seeing
portions of three separate workbooks.
| | 03:22 | Whenever there's an odd number, one
of these will get a larger share of the
| | 03:26 | screen and so if for example here, if
we want the Employee Table, which is now
| | 03:30 | on the lower right-hand corner to have
greater dominance here, just Click there
| | 03:34 | and then go to the View tab, choose
Arrange All>Tiled>OK and that's now going to
| | 03:41 | be on the left-hand side.
| | 03:42 | And here too, when you're comparing
information in different files or you
| | 03:45 | want to copy-paste information from one
file to another, this is the ideal arrangement.
| | 03:51 | At any time, if you simply want to
focus on one of these, just maximize using
| | 03:55 | the box just to the left to the X in
the upper right-hand corner, the Maximize
| | 04:00 | button, to make that
particular file become full screen.
| | 04:03 | So as we've seen, you can see
different sheets of the same workbook by first
| | 04:07 | creating new windows and then
arranging the layout or you can see portions of
| | 04:12 | multiple workbooks simply by
clicking the Arrange All button.
| | Collapse this transcript |
| Renaming, inserting, and deleting sheets| 00:00 | We're using the workbook 09-02-RegionalSales.
| | 00:04 | The sheet names are appropriate except
for Sheet3 and so changing the name of
| | 00:09 | the sheet is something you want to
be able to do quickly and easily.
| | 00:12 | You can access many features related
to sheet tabs simply by Right-Clicking a
| | 00:15 | sheet and that brings up a menu.
| | 00:17 | Here, of course, is a choice for Rename.
| | 00:19 | It's much faster, however,
simply to Double-Click a sheet tab.
| | 00:22 | This Sheet3 for example
contains Annual Performance Scores.
| | 00:25 | It contains some sparklines in column H
. Let's just change the name of it by
| | 00:29 | Double-Clicking and we
could type anything we want.
| | 00:31 | Why not Annual Scores?
| | 00:34 | You can have spaces in sheet names.
| | 00:36 | They can be up to 31 characters.
| | 00:38 | Simply type in the name
you wish and press Enter.
| | 00:41 | If we need to add a new sheet, we
can simply Right-Click and we're about
| | 00:45 | to insert a new sheet.
| | 00:46 | If we choose Worksheet here and then OK,
a worksheet just to the left of the
| | 00:50 | sheet that had been selected.
| | 00:52 | But there are two faster ways, if we
want a new sheet to the right of any
| | 00:55 | worksheet, suppose we're going to add
a new region between South and West.
| | 01:00 | Maybe it's going to be a mountain region.
| | 01:02 | We want a new sheet to the right of South here.
| | 01:04 | Click the South tab and then to the
right of our sheet names, we'll see a plus,
| | 01:10 | simply Click New Sheet and we got a new
sheet here called Sheet4, which we will
| | 01:14 | rename eventually, Mountain.
| | 01:16 | And there's the keystroke
shortcut method as well.
| | 01:19 | We might want to put a summary
sheet to the left of the East sheet.
| | 01:22 | If you press Shift+F11, you will
automatically get a new sheet to the left
| | 01:26 | of the current sheet.
| | 01:28 | All sheet actions, except for
changing tab colors, cannot be undone or you
| | 01:34 | cannot use the Undo feature.
| | 01:36 | That's particularly meaningful
if you're about to delete a sheet.
| | 01:39 | Maybe I'm not thinking too clearly or
maybe the thought has occurred to me that
| | 01:43 | I don't need this sheet, I Right-Click
and choose Delete and now I see this
| | 01:47 | message, You can't undo deleting sheets.
| | 01:50 | You might be removing some data.
| | 01:51 | If you don't need it, Click Delete.
| | 01:52 | It is a strong warning and so if I
were to press Delete here, I can't use the
| | 01:57 | Undo capability to bring back that sheet.
| | 02:00 | What I might need to do in a case like
that if I had second thoughts, is simply
| | 02:04 | close the file without
saving it and then reopen it.
| | 02:07 | Of course sometimes that happens after
you've done a lot of good things along the way.
| | 02:11 | So you want to be very
careful about deleting sheets.
| | 02:14 | So as we've seen, we can rename sheets,
we can insert sheets, we can delete
| | 02:18 | sheets either by Right-Clicking or
using some of the shortcuts I suggested.
| | Collapse this transcript |
| Moving, copying, and grouping sheets| 00:00 | You can easily move a worksheet to a
different location within the same workbook
| | 00:05 | or you can copy of a
worksheet within the same workbook.
| | 00:08 | And at times you might even want to
change multiple sheets of the same
| | 00:12 | workbook at the same time.
| | 00:14 | In this workbook 09-03-RegionalSales
we want to move the Midwest sheet to the
| | 00:19 | right of South, we simply Click
that Tab and drag it rightward.
| | 00:24 | Sometimes we want to make a copy, maybe
this data here is questionable, we might
| | 00:28 | want to work with this separately, if we
want to copy a worksheet, there are two
| | 00:32 | ways to do this, we can Right-Click
the sheet tab and choose Move or Copy and
| | 00:38 | then create a copy and then Click OK.
| | 00:42 | We also can position it while we are
doing this if we wish before a certain
| | 00:46 | sheet, the example here if I do
nothing special, it will put this before the
| | 00:50 | East sheet, copy of Midwest.
| | 00:52 | A much, much faster way is that if I
want a copy of Midwest, I will start to
| | 00:57 | drag it and hold down the Ctrl key, as I
do, there is a plus that appears within
| | 01:01 | that icon and I can put this anywhere I
want, perhaps I will put it off here to
| | 01:06 | the side after Pacific or
after Sheet1, wherever I wish.
| | 01:09 | In doing this though, you
must let go of the mouse first.
| | 01:12 | So a Ctrl+Drag as it sometimes is called,
is a much faster way of copying a worksheet.
| | 01:18 | Now it's also possible that you might
want to copy this sheet, this time the
| | 01:22 | Pacific to a different workbook that's
open or possibly to a brand new workbook
| | 01:27 | by Right-Clicking a sheet
tab and choosing Move or Copy.
| | 01:31 | We can create a copy, To book.
| | 01:34 | If we have other workbooks open, we
will see that here, but we do have
| | 01:38 | the choice New Book.
| | 01:39 | Create a copy in a new book, Click OK.
| | 01:44 | And we now have a new workbook open
it's going to be called Book1, Book2 et
| | 01:47 | cetera, we save it at the top of the
screen and here we have a copy of that
| | 01:52 | Pacific worksheet from the
other workbook that we started with.
| | 01:55 | And pressing Ctrl+Tab will take
us back to the other workbook.
| | 01:58 | Now if we want to make changes to these,
let's consider we might want to make
| | 02:02 | change to the East, the South,
the Midwest and the Pacific.
| | 02:06 | For the moment we will be ignoring Midwest.
| | 02:08 | If we want to select multiple sheets,
if there is a cluster of them, we can
| | 02:12 | Click on the first or the last sheet
and then using the Shift key, Click on the
| | 02:17 | Sheet at the other end.
| | 02:18 | So for example, if I have selected
Pacific and I want to make changes to the
| | 02:23 | East, South, Midwest and Pacific sheets, I
will now hold down the Shift key and Click East.
| | 02:29 | And anytime you have grouped sheets
they have a different look to them and be
| | 02:33 | sensitive to the notation
at the top of the screen.
| | 02:36 | You will see the word Group in brackets
whenever you have got two or more sheets grouped.
| | 02:41 | So, these four sheets are grouped.
| | 02:43 | Imagine that on all four of these, we
want to have an empty row between the
| | 02:48 | current rows, 6 and 7.
| | 02:50 | So I will simply Right-Click
row 7 here and insert.
| | 02:54 | And for the moment I am looking at the
Pacific sheet and we see the new row,
| | 02:58 | but if I Click Midwest, you see the new row
and South and East and they are still grouped.
| | 03:03 | And I remember not that long ago,
changing a number here, thinking that I was
| | 03:07 | only changing a number say for East here,
and because these are still grouped if
| | 03:12 | I do change that number, what happens,
this number will change on all four
| | 03:16 | sheets at the same time.
| | 03:18 | You can ungroup the sheets by either
Clicking on one of the sheets that's not
| | 03:22 | part of the group or simply
Right-Click and ungroup the sheets.
| | 03:27 | So as we have seen, you can move a sheet,
you can copy a sheet, sometimes even
| | 03:31 | to a new workbook or to another open
workbook and you can group sheets and make
| | 03:35 | changes to multiple sheets at the same time.
| | Collapse this transcript |
| Using formulas to link worksheets and workbooks| 00:00 | Sometimes you need to write a formula
that gets data from different sheets
| | 00:04 | within the same workbook.
| | 00:06 | At other times, you might need to write a
formula that gets data from another workbook.
| | 00:11 | In this movie, we need to have two files
open, one of them, 09-04-RegionalSales,
| | 00:16 | the other one, 09-04-EmployeeTable.
| | 00:17 | Let's go to the RegionalSales file first.
| | 00:23 | There's a sheet called RegionalTotals and we
want to get Retail Totals there in cell B2.
| | 00:30 | Each of the four sheets preceding this,
East, Mid West, South and Pacific, all
| | 00:35 | have a Retail Total in F4 and then below
that a Wholesale Total and an Internet Total.
| | 00:40 | So let's start where we want to put the
formula, that's Regional Totals, in cell
| | 00:45 | B2 and when you write formulas that get
data from different worksheets or even
| | 00:50 | different workbooks, by all means,
Click the various locations using the mouse
| | 00:54 | or the trackpad rather than
typing in file names and sheet names.
| | 00:59 | We begin with equal sign here.
| | 01:01 | We'll Click the East sheet and then Click
the cell that has the total we want, that's F4.
| | 01:07 | So the formula starts to build and
you can see it in the Formula Bar.
| | 01:10 | We'll put in a plus then
go to the Midwest sheet.
| | 01:13 | Click that same location and then a plus,
same thing with the South and so on here.
| | 01:18 | And then Pacific and finally
Click that F4 location and then Enter.
| | 01:24 | And we've got our total and as I Double-Click
here to see this more easily, we
| | 01:28 | can see what's happened.
| | 01:29 | Recognize how and it's certainly not
intuitive that sheet names are followed
| | 01:33 | by exclamation points.
| | 01:35 | Now something else could happen too
and it's not bad, but just be aware of it
| | 01:38 | because it does make
formulas look different sometimes.
| | 01:41 | If the sheet name has a space in it,
now none of these do, but I'm going to
| | 01:45 | change the name of Pacific to Pacific Rim.
| | 01:47 | So I'll Double-Click the sheet tab,
Click right after the C at the end there,
| | 01:50 | add a space and put in Rim.
| | 01:53 | So I've changed the name of that sheet.
| | 01:55 | How does our formula look now?
| | 01:56 | RegionalTotals, Double-Click.
| | 01:59 | Because there is a space, we also see
single quotes so Excel does accommodate
| | 02:04 | that and it certainly is okay to
have spaces, but in certain kinds of
| | 02:07 | formulas, you can imagine how this
clutters up the formula and makes it look a
| | 02:12 | little bit more crowded.
| | 02:13 | So I'm not saying it's wrong,
but just do be aware of that.
| | 02:16 | It's another strong recommendation as to
why we should not be typing sheet names.
| | 02:20 | If you simply Click the sheet name as
you're writing the formula, Excel pops it
| | 02:23 | right into place properly.
| | 02:24 | So I'll make another change here,
I'll simply go back to the Pacific Rim.
| | 02:28 | I'll Double-Click and Click out there
and change the name back to Pacific, Enter.
| | 02:33 | And then our formula, of
course, has been readjusted.
| | 02:35 | In this example too, since each of the
sheets has Wholesale and Internet right
| | 02:39 | under this, I can simply Double-Click
or copy this downward and we've got our
| | 02:44 | totals for Wholesale and our
totals for Internet as well.
| | 02:47 | So we've written formulas that gather data
from different sheets of the same workbook.
| | 02:53 | Now let's imagine that in the other
workbook, I'll press Ctrl+Tab to get there,
| | 02:57 | there's a sheet tab called Furniture
Sales and in cell J8, we want to get the
| | 03:02 | Couches Total from the other file, the
East sheet, the West sheet and so on.
| | 03:08 | So we're going to see a similar
formula, but it's going to be a little bit
| | 03:12 | different and the way we get there is
going to be a little bit different as well.
| | 03:16 | Keep in mind, the other files, I press
Ctrl+Tab, on the East sheet, Midwest,
| | 03:20 | South and Pacific sheets, all have a
total for, for example, Couches in cell B8,
| | 03:25 | there it is right there, same
thing with Midwest, South and Pacific.
| | 03:29 | So, as we jump back into the other file,
Ctrl+Tab again, it's the fast way to
| | 03:34 | get there and here too we
will not be typing much.
| | 03:37 | We certainly will begin with the
equal sign and now what do we need?
| | 03:40 | We need to get our East total and you
can get to the other workbook by way of
| | 03:44 | Ctrl+Tab or we can go to the View menu,
choose Switch Windows, go to Regional
| | 03:50 | Sales and then on the East
tab, Click B8, put in a plus.
| | 03:57 | Now, as you watch the formula being
built in the Formula Bar, you see that the
| | 04:01 | file name is referred to as well.
| | 04:03 | So after putting that and we then
need to go to the Midwest sheet.
| | 04:06 | Click on that same cell, a plus and
then the South sheet, Click B8 again and a
| | 04:11 | plus and Pacific sheet and
Click B8 and we're all done.
| | 04:15 | Let me scroll to the right here a bit
so we can see this even better and I'll
| | 04:20 | even zoom in too so that we
can see what's happened here.
| | 04:23 | The formula certainly is not something
you would have typed as I Double-Click it.
| | 04:27 | So what are we seeing here?
| | 04:28 | We are seeing the name of the file in
brackets and then the sheet name and then
| | 04:35 | the location of the cell.
| | 04:37 | This happens four times here since we're
gathering data from four separate sheets.
| | 04:41 | So the formulas certainly look a lot more
complicated and involved, but it really isn't.
| | 04:46 | In this case, it's really gathering data from
four cells and there's our total right there.
| | 04:50 | Now this is going to look quite a bit
different though if we close the other file.
| | 04:54 | If you are writing formulas that get
data from other workbooks, you definitely
| | 04:58 | want to have the other file open at
least as you're creating the formula, but
| | 05:02 | what happens if we go to the other workbook?
| | 05:04 | I'll press Ctrl+Tab again and
close and save this workbook.
| | 05:08 | So I'll choose File>Close or
possibly just press CTRL+W, either way.
| | 05:12 | File>Close and do I want
to save this? Yes, I do.
| | 05:17 | We've saved it.
| | 05:18 | Now look at this formula as I Double-Click,
because the other file is closed, we
| | 05:23 | need to know -- have a
reference as to where it is.
| | 05:26 | It's on the C Drive, within a folder
called Users, within a folder with my name,
| | 05:30 | Desktop>Exercise Files and of course,
this will look different in your
| | 05:34 | environment if you've saved it in a
different location, but all this that I'm
| | 05:38 | highlighting right here represents the
content of one cell and then we see this
| | 05:41 | being repeated for the three other cells.
| | 05:43 | So, the formulas look incredibly
complex and involved, but they're really not
| | 05:46 | when you think about it.
| | 05:47 | So we've got a formula that's
gathering data from different sheets in a
| | 05:52 | completely different workbook and as we
saw earlier, we can also write formulas
| | 05:57 | that gather data from
different sheets of the same workbook.
| | Collapse this transcript |
| Locating and maintaining links| 00:00 | If you work with files that have
formulas that get data from other workbooks,
| | 00:04 | those are called links.
| | 00:06 | And you need to know where those
links are and how to find them.
| | 00:09 | We need to have two files open in this
movie, 09-05-EmployeeTable as well as,
| | 00:15 | I'm pressing Ctrl+Tab, 09-05-RegionalSales.
| | 00:21 | Right now, there are no linkage formulas.
| | 00:22 | How do we know that?
| | 00:24 | First of all, in Regional Sales, if we
go to the DATA tab, the term Edit Links
| | 00:28 | is grayed out and we cannot select it.
| | 00:31 | Therefore, there are no formulas in this
workbook that get data from other workbooks.
| | 00:36 | Let's press Ctrl+Tab and
go to the other workbook.
| | 00:39 | Are there any formulas here or on the DATA tab?
| | 00:42 | Edit Links here is grayed out as well.
| | 00:44 | So let's create a linkage
formula between the two.
| | 00:46 | In cell J8 here, we want the Couches' total.
| | 00:50 | Equal or press Ctrl+Tab, go to the
other workbook and we're going to get from
| | 00:55 | each of the four sheets here,
the Grand Total for Couches.
| | 00:57 | It's in cell B8 so we'll simply click
there, click Plus then do the same thing
| | 01:02 | with Midwest, click that cell and a Plus and
South, same cell and Pacific, same cell and Enter.
| | 01:12 | We've got our total here.
| | 01:14 | Now, DATA Tab>Edit Links and as we
click this option here, recognize Edit Links
| | 01:21 | tells us that this workbook, the one
we're currently using, is getting data from
| | 01:27 | 09-05-RegionalSales below this
we see the option Startup Prompt.
| | 01:33 | In the future, when we open this file,
let's imagine we're about to close
| | 01:36 | it, when we open this file in the future, it
would be worth considering a Startup Prompt.
| | 01:42 | The Startup Prompt box gives us three options.
| | 01:44 | The last option says, 'Don't display
the alert and update the links.' I think
| | 01:50 | most people would not want this.
| | 01:51 | This simply means if we open this
file again, nothing special is going to
| | 01:55 | pop-up on the screen.
| | 01:56 | We won't even know necessarily that
there are links and they will be updated.
| | 02:01 | And the one above it is hardly much better.
| | 02:03 | It doesn't display the alert
and it does not update the links.
| | 02:07 | The first choice is the best one
and it's worded a bit strangely.
| | 02:10 | It says, 'Let users choose to display
the alert or not.' That doesn't mean that
| | 02:15 | every time we open this file in the
future, that there's going to be a prompt
| | 02:19 | asking us if we want to see the prompt anymore.
| | 02:22 | It's simply going to ask
us if we want to update.
| | 02:24 | I think this will be the
preferred choice for most people.
| | 02:27 | Let's click OK and close this.
| | 02:31 | Let's imagine what happens in the
future if we were to open this file and
| | 02:34 | remember the total here is 11,660.
| | 02:37 | So we're going to close this file and save it.
| | 02:40 | Click the Save button in the Quick
Access Toolbar is certainly one way and we
| | 02:44 | can close this with Ctrl+W.
| | 02:46 | Let's imagine we're working with the
other file now and I'm going to make a
| | 02:50 | change here to Couches.
| | 02:51 | I'm going to make that to be 2000.
| | 02:54 | If the other file were open, that
total of 11,660 will have gone up
| | 02:58 | substantially, but it's not open right now.
| | 03:00 | So we're going to save 09-05-RegionalSales.
| | 03:03 | I'll click the Save button up there
and then press Ctrl+W to close it.
| | 03:08 | Now I want to open the other file and
I can go to the File tab in the Ribbon
| | 03:13 | and down below under Recently Open Files,
there's that Employee Table so I'll open this again.
| | 03:20 | For the first time, we are seeing this prompt
and remember that 11,660 has not yet changed.
| | 03:25 | Our prompt says, 'This workbook
contains links to one or more external sources
| | 03:30 | that could be unsafe.' Do we
want to update? Yes, we do.
| | 03:34 | Watch the 11,660 change.
| | 03:36 | It's changed to 12,510 even
though the other file isn't open.
| | 03:40 | The formula is still in place and of
course on the Data tab, Edit Links is there
| | 03:45 | reminding us the source of that formula.
| | 03:49 | Now, what happens if you're a different
user or it's you a few months later, you
| | 03:53 | open this file perhaps you saw the
prompt and you said update, but you forget
| | 03:59 | where the formula is.
| | 04:00 | Maybe you're looking at this sheet
or that sheet or maybe you've got more
| | 04:04 | sheets in the meantime and you want to know
where linkage formulas are in this workbook.
| | 04:09 | Let's go back to where
this particular formula is.
| | 04:12 | I'm going to Double-Click here.
| | 04:13 | What is it that's different
about these kinds of formulas?
| | 04:16 | Well, there are two things are different.
| | 04:18 | It's probably unlikely that you're ever
using a left bracket or a right bracket
| | 04:22 | in other parts of a workbook.
| | 04:24 | Now you certainly can and that option
is open and if you work with tables you
| | 04:28 | might even have formulas with brackets in them,
not parentheses necessarily, but brackets.
| | 04:33 | What else is unique here?
| | 04:34 | We are seeing file names with .xlsx.
| | 04:37 | Now possibly it could be another
Excel file, but let's say that .xls is
| | 04:43 | probably unique or .xl.
| | 04:45 | So it's highly unlikely that
you would see that combination of
| | 04:48 | characters anywhere else.
| | 04:50 | Let's imagine that you have opened
this file, you either forgot this or maybe
| | 04:54 | you're a completely different user
and you've seen by way of the Data tab,
| | 04:58 | that there are links to other workbooks,
you've seen that but you don't know
| | 05:02 | where the links are.
| | 05:03 | So what might you do?
| | 05:04 | You might be on any worksheet here,
Right-Click and select all the sheets and
| | 05:09 | then go to the Home tab, and the extreme
right button, Find and Select, Find and
| | 05:16 | let's look for all
occurrences of .xl. Find all of them.
| | 05:21 | In this example, there's only one so we
see that there and we see the address.
| | 05:26 | In different situations, you
might see a pretty large list here.
| | 05:29 | All cells that have the .xl
combination are appearing here in this list.
| | 05:34 | So that helps us track these down.
| | 05:37 | Now, links are one way.
| | 05:38 | In this workbook, we've got a
linkage formula, one or more, getting data
| | 05:43 | from another workbook.
| | 05:44 | Suppose we open the other workbook.
| | 05:46 | I'll go back to file and open Regional Sales.
| | 05:49 | Does this workbook have any formulas
that get data from other workbooks?
| | 05:54 | Data tab, Edit Links is
gray, we cannot select it.
| | 05:58 | There's no indication in this
workbook that there are formulas elsewhere
| | 06:02 | using this data so the linkage
concept is based on the idea that in those
| | 06:07 | workbooks where there are linkage
formulas we can find them, but there's no
| | 06:11 | way, when looking at a source
workbook, that we can track the link in the
| | 06:16 | opposite direction.
| | 06:17 | It gets a little tricky at times when
you're trying to explain this to others
| | 06:20 | but in our example here, we've got two
workbooks, the other workbook as I press
| | 06:24 | Ctrl+Tab and go back to it, has one
or more, in this case only one, linkage
| | 06:29 | formulas that are getting
data from another workbook.
| | 06:31 | In any workbook that gets data from
other workbooks by way of formulas, we can
| | 06:35 | those track formulas on the
Data tab, the Edit Links command.
| | Collapse this transcript |
|
|
10. IF, VLOOKUP, and Power FunctionsUsing IF functions and relational operators| 00:00 | One of Excel's most powerful
functions is the IF function.
| | 00:04 | It's almost programming-like in nature.
| | 00:06 | It gives us the ability to come up
with alternate answers depending upon the
| | 00:10 | content of certain cells or
calculations that we're comparing it with.
| | 00:14 | In column G, we want to establish a
shipping cost that's going to be 2% of the
| | 00:20 | total cost except in cases
when the total cost reaches 1500.
| | 00:25 | We see in cell C4 a description, "No
shipping charge for orders over $1500" so
| | 00:30 | to make this clear, I'm going to make
column G wider and also use the
| | 00:36 | Zoom slider bar so that we can see this a bit better.
| | 00:39 | Ultimately, column G
doesn't have to be this wide.
| | 00:42 | The IF function allows us to test a
condition and then come up with two
| | 00:46 | different answers in its basic form;
| | 00:48 | "=if", we simply want to check that
entry in F7 to see if it's greater than 1500.
| | 00:56 | Greater than 1500, this does not mean
if it's equal to 1500, it means greater
| | 01:02 | than and if the person who's designing
this says, well, I want 1500 to be the
| | 01:07 | breakpoint, then we want to make sure
if it's equal to 1500, that that doesn't
| | 01:11 | get the charge also.
| | 01:12 | So you have to be clear on what it is
you mean, so depending upon on what it is
| | 01:17 | the designer means here, sometimes
you'll use this construction, meaning greater
| | 01:20 | than or equal to 1500,
sometimes it's simply greater than 1500.
| | 01:24 | Now as soon as we put in the,
notice that the wording below this
| | 01:29 | right now logical_test is in bold print,
as soon as we put in the comma, the
| | 01:33 | focus shifts to value_if_true, when
this is true, we have an answer and it's
| | 01:39 | going to be zero or blank.
| | 01:41 | Let's put in zero here.
| | 01:43 | If the order's over 1500,
there's no shipping charge.
| | 01:48 | When that test fails, in other words
when the cost is not over 1500, we're going
| | 01:54 | to put into calculation 2% times the cost.
| | 01:58 | Now, it might seem like a small matter
here but 2% of some of these costs is
| | 02:04 | likely to give us portions of pennies
as our answer and what we need to do
| | 02:09 | sometimes is round this
right at the spot of creation.
| | 02:12 | So the Round function, which is often
used by itself, is here used inside of
| | 02:17 | an IF function and it's not always
used in the IF function, but here it's
| | 02:21 | going to make some sense.
| | 02:23 | We want to take this calculation and round it
to the nearest two decimal places, comma two.
| | 02:28 | If we were dealing with larger numbers
and wanted to round this to the nearest
| | 02:32 | whole dollar, we'd use comma, zero.
| | 02:35 | So here we're using the Round function
as one of the answers in our IF function
| | 02:40 | and so that needs to be embedded in
parentheses as does the IF function itself,
| | 02:45 | one more, out of parenthesis there.
| | 02:47 | We should be seeing in our example
here, 2% of that $1449, almost $30.
| | 02:55 | And there's our answer, $29.
| | 02:57 | Check this out by dragging it across a
few cells, making sure it works okay and
| | 03:02 | we've got some sensible answers.
| | 03:04 | Drag it into cells where we go over 1500.
| | 03:06 | We should expect to see an answer of
zero there or a blank as we see it here.
| | 03:11 | Depending upon the number format this
might display as a blank or a hyphen, dash
| | 03:15 | as we see it here or possibly a zero
but the answer, as we see it, is correct.
| | 03:20 | The formulas in column H that I
didn't refer to you earlier are simply
| | 03:24 | taking the total cost and then adding the
shipping cost on to it, to get the grand total.
| | 03:30 | Eventually, we'll just make
column G wide enough, Double-Click.
| | 03:33 | So we've seen how to use the IF
function here in a very simple
| | 03:36 | straightforward way.
| | 03:37 | If a condition is true, there's
one answer, if it's false, there's
| | 03:41 | another answer.
| | Collapse this transcript |
| Getting approximate table data with the VLOOKUP function| 00:00 | One of Excel's most powerful
functions is the VLOOKUP function.
| | 00:04 | It has a companion function called HLOOKUP.
| | 00:07 | V means vertical, H means horizontal.
| | 00:11 | VLOOKUP allows us to look up
information and compare it with the left column
| | 00:15 | of a vertical table.
| | 00:17 | In column E, we want to look up the
reduction for certain items that have been
| | 00:23 | priced in column D. For example, if the
subtotal, as we see it here, is 1363, if
| | 00:30 | we were looking in this table we would
be saying for example, It hasn't reached
| | 00:33 | to 1500 so it's not 4.5%.
| | 00:35 | It's at a thousand
therefore it's going to be 3%.
| | 00:40 | The VLOOKUP function has two major forms.
| | 00:44 | One of them is an exact match.
| | 00:47 | We don't need that here.
| | 00:48 | That would be for situations for
example where you're trying to look up text
| | 00:52 | entries or ID type numbers or
we're trying to find something exactly.
| | 00:57 | We wouldn't expect to find this number,
the 1363 or any of these in this list
| | 01:03 | although certainly one or two of them might be.
| | 01:05 | And so the idea here is when we use
VLOOKUP on a table, that table can be in a
| | 01:11 | different worksheet, it could even be in
a different workbook, but certainly for
| | 01:15 | ease of use in testing it,
it's going to be nearby.
| | 01:18 | We might later move it elsewhere,
that wouldn't be a problem or it might
| | 01:22 | originally be in a different
location but when it's right here, it's just
| | 01:25 | easier to work with.
| | 01:26 | VLOOKUP tables, for situations like
this, must have in their left column,
| | 01:31 | numerical information in ascending order.
| | 01:34 | We'll discuss later what happens
when these are not in that order.
| | 01:39 | We want to use VLOOKUP right here.
| | 01:40 | I'm going to make the column wider so
we can see this better and zoom in a bit
| | 01:45 | also using the Zoom Slider bar.
| | 01:49 | So in cell E3, now what if you have
used a function but it's been a long, long
| | 01:54 | time or maybe all you know
about a function is its name?
| | 01:57 | Rather than typing in a function and
making lots of guesses and going back to
| | 02:01 | books and trying to figure out how to
make it work, what you might consider
| | 02:05 | doing is clicking the fx, the Insert
Function button to the left to the Formula Bar.
| | 02:11 | So let's imagine we're about to use
VLOOKUP here, we know maybe a little bit
| | 02:14 | about it, we've heard about
it possibly. We click fx.
| | 02:17 | It might turn up in a list
of recently used functions.
| | 02:20 | We could possibly narrow it down by
referring to Lookup and Reference functions;
| | 02:25 | maybe we'll go there or in
the list of all functions, too.
| | 02:29 | Lookup and Reference should be in this list.
| | 02:31 | We'll scroll up and down,
it's there alphabetically.
| | 02:34 | There it is, a brief
description of it here and we click OK.
| | 02:39 | We actually see it being displayed here and
Excel we'll build this for us as we look at it.
| | 02:44 | What is it we're trying to look up?
| | 02:46 | It's this value in D3, this charge for an order.
| | 02:50 | We're trying to see if
there's a reduced rate for it.
| | 02:54 | The table that we're looking at is
off to the right and it's in these cells
| | 02:58 | right here, so we will highlight those.
| | 03:02 | Column index number, this
throws people at first often.
| | 03:05 | Which column of the table has
the answers that we're looking for?
| | 03:09 | What we'd like to come
up with here is a percent.
| | 03:12 | There's already a formula which we
haven't seen yet in column F, it's going to
| | 03:16 | use this percent to adjust the
charge total by reducing the amount.
| | 03:20 | So the column that has the
answer is the second column.
| | 03:23 | So we put in the number 2 here.
| | 03:25 | Now there are situations
where you need an exact match.
| | 03:28 | We don't need that here so the fourth
argument of VLOOKUP is often not used if
| | 03:33 | the data is approximate.
| | 03:35 | We don't need to worry about that at all.
| | 03:38 | We simply ignore it.
| | 03:39 | So, we can simply press OK or Enter.
| | 03:42 | We should have an answer here and there it is.
| | 03:44 | It's 3% and that's what
you would have guessed it is.
| | 03:48 | It hasn't reached the 1500
level which would be 4.5.
| | 03:51 | It's at the 1000 level of 3%.
| | 03:52 | We do see the Adjusted Total here.
| | 03:55 | Here's the formula that works off of
that percent and you see how it's set up.
| | 04:00 | It's always best to test these out by
dragging them but before dragging this, do
| | 04:05 | we need to really make a change here?
| | 04:07 | I think a lot of you know if you've
worked with certain kinds of data if you're
| | 04:11 | familiar with the idea of relative and
absolute references, the reference to
| | 04:14 | this table needs to be made absolute.
| | 04:17 | Drag across this address of cells,
press the Function key F4, that makes it an
| | 04:23 | absolute reference then we can copy this down.
| | 04:26 | Let's copy down a few cells just to
get the feel of how this is working for
| | 04:30 | other values and each of those should check
out properly based on the table on the right.
| | 04:35 | Recognize something about this table,
it only goes to 2500, some of our
| | 04:39 | values might go higher.
| | 04:40 | So what happens in this case right here?
| | 04:42 | This is well above 2500.
| | 04:44 | It's simply reversed to the highest
entry in the table which you've got to be
| | 04:49 | much more careful with
the low end of these tables.
| | 04:51 | One of our amounts here is a $159.
| | 04:54 | What if we started the table at 1%
and our first amount here is $200?
| | 04:59 | In other words we're saying
there's no reduction until you reach 200.
| | 05:04 | There's 159 over there,
what's going to happen now?
| | 05:08 | We've got a problem here.
| | 05:09 | So you want to make sure that in
your VLOOKUP tables when you're using an
| | 05:13 | approximate match that you do cover the
lowest possible entries that might occur.
| | 05:18 | I'm going to press Ctrl+Z twice to
take the table back to its prior form.
| | 05:23 | So we see what happens there when
we are not covering the lowest entry.
| | 05:27 | Let's make another change here
and I will do this on purpose.
| | 05:30 | What if the numbers are not in ascending order?
| | 05:32 | If this is 4500 right here, instead of 1500,
the problem will be that we will have answers.
| | 05:39 | Some of them will be wrong though, but
they won't necessarily jump out at you.
| | 05:42 | As soon as I press Enter, you'll see
some of the answers in the column E change,
| | 05:47 | but not all of them.
| | 05:48 | And some of them are still accurate
so it can be very misleading at times.
| | 05:52 | You always want to make sure when
you're using VLOOKUP for approximate matches
| | 05:57 | where you've got numbers representing
break points, these must be in ascending
| | 06:01 | order as we look down the table.
| | 06:04 | So, I'll press Ctrl+Z again and some of
those entries in column E will not be corrected.
| | 06:08 | Ultimately, we don't really need to
make column E this wide, we'll simply
| | 06:12 | Double-Click the boundary.
| | 06:14 | We've used our VLOOKUP function here
to look up data in a very efficient way.
| | 06:18 | That table might be in a different
worksheet, different workbook, but it works
| | 06:22 | smoothly and nicely when it's
nearby and you can check out its totals.
| | 06:25 | One improvement we could make to make
this even simpler is if we know there is
| | 06:30 | no other data in columns H and I,
instead of having this somewhat complex
| | 06:34 | looking reference, let's simply
drag across the columns H and I.
| | 06:40 | And that notations style referring to
the entire columns works just fine here
| | 06:44 | and we can recopy that, we'll Double-Click
on the lower right-hand corner.
| | 06:48 | All of these entries now refer to
columns H and I and it's much easier as we
| | 06:53 | view the function to figure what's going on.
| | 06:55 | We don't have to worry about absolute addresses.
| | 06:57 | So another adjustment to the VLOOKUP
capability which accentuates how easy this
| | 07:02 | function is to work with.
| | 07:04 | A powerful tool to be sure.
| | Collapse this transcript |
| Getting exact table data with the VLOOKUP function| 00:00 | Sometimes you need to use the
VLOOKUP function to match data exactly.
| | 00:05 | In this list, in columns A through I,
we need to find the department for the
| | 00:09 | products showing in column A.
| | 00:11 | In columns K, L and M, we've got a
complete list master inventory, some 90 rows
| | 00:17 | or so of all of our products
by department, by category.
| | 00:20 | What's not broken out there is the
various colors which are implied and so we do
| | 00:24 | see more data over in column C.
| | 00:27 | So when we need to make a match, we
want to use VLOOKUP but we've got to make
| | 00:31 | sure that the data matches exactly.
| | 00:33 | Unlike comparing numbers where we
sometimes search for breakpoints if it's a
| | 00:38 | text entry, it's got to be an exact
match and with certain kinds of numbers like
| | 00:43 | ID numbers, Social Security numbers,
they too must be exact matches.
| | 00:48 | We use the VLOOKUP function
differently for exact matches than we do with
| | 00:52 | approximate matches.
| | 00:54 | Now to make this even clearer, I'm
going to hide some of the columns, column
| | 00:58 | C, D, E, F, G simply Right-Click and
Hide for the moment, so we can focus on
| | 01:04 | the idea that we want to use the
VLOOKUP function in column H then in column I
| | 01:09 | to look up the information from column A and
return the appropriate department and then category.
| | 01:16 | So I'll make the column a bit wider
here, also zoom in a little bit using the
| | 01:20 | Zoom Slider bar in the lower right-hand corner.
| | 01:23 | As we're about to look for the
department, the table reference that we will
| | 01:26 | be using will be columns K and L.
We don't need the category just yet,
| | 01:31 | VLOOKUP in cell H6=vlookup(.
| | 01:38 | The value we're looking up, the text we're
looking up is in cell A6, click it or type it, comma.
| | 01:45 | Where is the table that we're using?
| | 01:47 | It's in columns K and L. There's
nothing else in those columns so we can simply
| | 01:53 | drag across, hold down the Left Mouse
Button and drag across columns K and L and
| | 01:59 | we see that indication in the VLOOKUP function.
| | 02:01 | That's where the table is located, comma.
| | 02:05 | Which column of the table has
the answer that we're looking for?
| | 02:08 | We're looking for the department
entry that's in the second column from the
| | 02:13 | left so we put in 2.
| | 02:15 | With an exact match, you need four
arguments sometimes called parameters in
| | 02:20 | the VLOOKUP function;
| | 02:21 | comma and you'll see a pop-up tip.
| | 02:24 | False for exact match then we would
click this and then tab into place.
| | 02:28 | The word FALSE doesn't exactly scream
out as if to say it means exact, but
| | 02:33 | that's what it does mean.
| | 02:35 | If you prefer to use zero,
fine, you can use that.
| | 02:37 | But neither one of them really makes the
association that you might expect it to.
| | 02:41 | In other words, it does find the
exact match but that's not exactly that
| | 02:45 | something that you would know obviously.
| | 02:47 | Zero or false will work here, that
means the matching must be exact.
| | 02:52 | It can't be close as it might be with numbers.
| | 02:54 | And when we press Return here,
we should get a correct answer.
| | 02:58 | Bamboo Arm Chair is in the Furniture Department.
| | 03:01 | We can copy this down the
columns simply by Double-Clicking.
| | 03:05 | Because the VLOOKUP table reference
was a column reference, we don't have to
| | 03:10 | make that an absolute reference.
| | 03:12 | Now using the same function in
column I, we could possibly just copy
| | 03:15 | this portion of it.
| | 03:17 | I'll press Ctrl+C and Escape.
| | 03:19 | We'll need to make an adjustment.
| | 03:20 | Let me make the column
narrower and make column I wider.
| | 03:24 | This time we will have to refer to a
three column table, so if we were to
| | 03:28 | click here, type "=" and press Ctrl+V
to paste, of course we could have been
| | 03:33 | typing all this too.
| | 03:34 | Instead of columns K through L, we
want to make sure that that's columns K
| | 03:39 | through M. We want our answers out of
the third column. This becomes a 3.
| | 03:46 | Zero still means exact match.
| | 03:48 | Remember it can be zero or false.
| | 03:50 | As we complete this entry, it's in the
Dining Category and Double-Clicking here
| | 03:56 | will copy this down the column.
| | 03:58 | It looks like we carried some
formatting with it but we'll adjust that later.
| | 04:01 | So VLOOKUP, we've seen two examples
here of how we look up data in a table
| | 04:06 | and as always with VLOOKUP tables,
these tables might be elsewhere, although
| | 04:11 | it's certainly handy and convenient and easy
to check our results when the table is nearby.
| | 04:16 | If ultimately you want to move this
table, if you move the table, for example
| | 04:20 | rightward a few columns or possibly
hide this or even drag it on to a different
| | 04:25 | worksheet, it functions as written,
should automatically adjust and the answers
| | 04:29 | will continue to be correct.
| | 04:31 | There's no question that using VLOOKUP
for an exact match is always required
| | 04:35 | with text and it will be required if
you're trying to look up ID type numbers.
| | 04:40 | They've got to be exact as well.
| | Collapse this transcript |
| Using the COUNTIF family of functions| 00:00 | A category of functions that's
extremely valuable when working with large lists
| | 00:05 | is the COUNTIF family of functions.
| | 00:08 | There is a COUNTIF, a SUMIF and
AVERAGEIF and three more sophisticated
| | 00:12 | variations that allow you
to use multiple criteria.
| | 00:17 | In this particular list here we might want
to tabulate how many Kitchen items we have.
| | 00:21 | It's a large list, 300 rows or so and we
don't necessarily want to sort the Data
| | 00:26 | but we do want to know for example, how
many of our products are in the Kitchen
| | 00:31 | category, Kitchen Department, Bedroom
Department, Dining Department, so on and
| | 00:35 | we have various entries here.
| | 00:37 | Now to make this easier to see I'm
going to hide a few columns here, columns C,
| | 00:42 | D, E as I drag across these into, let's
just say those three columns we'll hide
| | 00:47 | for the moment, Right-Click and Hide.
| | 00:49 | We've got a list here of all the
different Departments that's been set up ahead
| | 00:53 | of time, so let's zoom in a bit on this
list, we'll use the Zoom Slider bar on
| | 00:58 | the lower right-hand corner to zoom in a bit.
| | 01:00 | So let's imagine, we want to tabulate
how many kitchen items do we have here?
| | 01:04 | And the function to use is COUNTIF;
| | 01:07 | make the column just a
tad wider as we watch this.
| | 01:10 | =countif, this function
requires two arguments or parameters.
| | 01:16 | Where are we looking for these entries here?
| | 01:19 | We're looking in column B comma and
what are we looking for? The word Kitchen.
| | 01:26 | Now if we don't have this in a nearby
cell, we'll type "Kitchen", but since it's
| | 01:32 | right here to the left we'll just click
that cell and press Ctrl+Enter since we
| | 01:36 | don't want the active cell to
move and we have an answer, it's 45.
| | 01:40 | By Double-Clicking here,
we'll copy this down the column.
| | 01:43 | Out of all the items that we have here,
some 300 items, we've got 41 Bath entries;
| | 01:50 | we see the formula there,
12 Entryway items and so on.
| | 01:54 | In all examples here we're looking in column
B simply counting how often that text appears.
| | 02:02 | A companion function called
SUMIF allows us to tabulate data.
| | 02:06 | Where is the revenue coming from
in our list of sales over here?
| | 02:10 | This time what we'd like to be able
to do is to focus for example on the
| | 02:14 | Kitchen items and then go into the Revenue
column to figure out how much money we're making here.
| | 02:19 | Here too I'll make it
for the moment a bit wider.
| | 02:22 | The function is called sumif.
| | 02:25 | Where are we looking?
| | 02:26 | We're looking in column B, so it starts off
the same way, comma what are we looking for?
| | 02:31 | All of the Kitchen entries, comma and when we
find them where do we want to go? In the column H.
| | 02:39 | Now if you are using this function
where you have specific cell references for
| | 02:43 | example, we could have highlighted cell B7
down to B310 or whatever, the length is here.
| | 02:50 | Just make sure that in situations like
that that the number of cells that you
| | 02:54 | select here matches the
number of cells that you get here.
| | 02:57 | And if we use column references like in
this example, we don't worry about that.
| | 03:01 | But what we're saying in effect is,
every time the entry in column B is Kitchen,
| | 03:06 | then go into column H and grab that
information and keep doing that over and
| | 03:11 | over and tabulate the
total, because it's a SUMIF.
| | 03:15 | So there is the Revenue for Kitchen items,
Double-Click to copy this down and we
| | 03:20 | could see very quickly, Bedroom and
Dining Room and also Living Room as three
| | 03:24 | top items revenue-wise as
we look at the data here.
| | 03:27 | The SUMIF function, where are we
looking, what are we looking for, and
| | 03:33 | then having found that, which numerical
field do we want to add, in this case Revenue.
| | 03:39 | And as you might expect, AVERRAGEIF is
going to work pretty much the same way,
| | 03:42 | this time it's doing little bit
differently though, because we want to look at
| | 03:46 | the average cost of something.
| | 03:48 | So to make this a little easier to see,
I'm going to make one of the columns,
| | 03:52 | let's say column A, a bit
narrower so we can see this better.
| | 03:55 | So Average Cost/Item is going to be averageif.
| | 03:57 | Where are we looking?
| | 04:01 | We're looking in column B again, comma
what are we looking for, the entry in J7
| | 04:08 | namely Kitchen and when we find
this what are we trying to do?
| | 04:12 | We're trying to average the
price, that's in column F.
| | 04:15 | What's the average price of our
kitchen items that we're currently selling?
| | 04:18 | $26.30, how about the others?
| | 04:21 | Probably no surprise that
Living Room is the highest.
| | 04:25 | Bath is pretty low, isn't
it, compared to the others.
| | 04:28 | So all we're doing in this case is
saying in effect we're looking column B and
| | 04:33 | when the entry is equal to what we
see in column J, then go into column F
| | 04:37 | instead of adding them as we did in
column L or simply averaging these entries
| | 04:43 | this time from column F
so these three functions;
| | 04:46 | COUNTIF, SUMIF, AVERAGEIF give us great
tabulating capability when working with
| | 04:51 | database type lists.
| | Collapse this transcript |
|
|
11. Security and SharingUnlocking cells and protecting worksheets| 00:00 | In Excel there are any numbers of
protection schemes and one of the ones that
| | 00:04 | gives you quite a variety of
options is called Worksheet Protection.
| | 00:08 | The actual sheet we're using right
now is called WorksheetProtection;
| | 00:12 | it's in the file called 11-Security&Ensuring.
| | 00:15 | Let's imagine you're an HR manager,
you've got a trusted assistant and what you
| | 00:19 | do periodically handing that personal
sheet of paper is a list of changes that
| | 00:24 | need to be made to this list.
| | 00:26 | One of the changes for example might be
to change this Hire Date here to be 1998.
| | 00:30 | Now you could imagine someone who
doesn't know Excel way saying, okay, I'm going
| | 00:35 | to make that 98, I'm going to make the
years here be 15, so I'll go change the
| | 00:39 | years to 15 and come over
here and make this be 98.
| | 00:42 | That's an innocent thought.
| | 00:43 | However, this is a formula here, an
unusual formula but nevertheless if you type
| | 00:47 | a 15 there you've wiped out the formula.
| | 00:50 | And so one security concern for
sure is I want to protect my formulas.
| | 00:55 | I don't want them destroyed.
| | 00:56 | Now you want also be saying at the
same time, I want to allow this date to
| | 01:00 | be changed and have my formula work, then
that will happen if we set this up properly.
| | 01:04 | There is another concern, should
these job ratings be that available?
| | 01:08 | Maybe this is a part-time employee and
that's pretty confidential information
| | 01:12 | and that shouldn't be thrown around so easily.
| | 01:15 | So what might we do here?
| | 01:16 | We might simply hide this column.
| | 01:19 | I'm going to Right-Click
on the column and hide it.
| | 01:22 | Sometimes that alone does the job.
| | 01:24 | But we want to be a little
bit more careful than just that.
| | 01:27 | What we ultimately want to do here is to
make sure that information that we just
| | 01:32 | hid is not available to certain people
and we want to make sure that certain
| | 01:36 | formulas are not destroyed.
| | 01:38 | And here is another concern, let's say
we need these salaries to be available
| | 01:42 | for reference purposes, they help us to
find which person is here, we certainly
| | 01:46 | don't want them to be changed though,
at least not by the person who is making
| | 01:50 | these other changes.
| | 01:51 | Now, the idea of protection starts
off with a slightly different idea.
| | 01:55 | In Excel all cells within a
worksheet are initially locked.
| | 01:59 | Now you might have unlocked them for one
reason or another, let's say we haven't here.
| | 02:04 | If you Right-Click any cell and go to
Format Cells and this is one of many ways
| | 02:09 | to get to the same feature, if you go
to the Protection tab you'll the term
| | 02:14 | Locked and probably a checkmark
in front of it, nearly always.
| | 02:18 | The description below, Locking cells
has no effect until you protect the
| | 02:24 | worksheet, now we're about to do that.
| | 02:26 | So right now all of these cells are locked.
| | 02:29 | If we turn on this feature called
Worksheet Protection, we won't be able
| | 02:34 | make changes anywhere.
| | 02:35 | But let's say as a general rule in this
worksheet we do want to allow changes in most locations.
| | 02:41 | We don't want our formulas altered in
column F, we don't want the salaries
| | 02:45 | changed in column H and we don't want that
hidden column revealed, so what do we do first?
| | 02:50 | Click in the upper-left corner to
select the entire worksheet and then
| | 02:54 | Right-Clicking on any cell, we can go
Format Cells, we could also get here by
| | 03:00 | the way by pressing Ctrl+1.
| | 03:02 | In both cases we're back at
the Format Cells dialog box.
| | 03:06 | Let's unlock all cells, at least for the moment.
| | 03:10 | Sometimes when you come here, this box
is gray and that means that some of the
| | 03:14 | cells are locked, some are not so you
might have to click it once or twice, make
| | 03:18 | sure that it looks truly empty,
the way it looks here, click OK.
| | 03:22 | Now, we want to make sure that no
changes are specifically made in column F, in
| | 03:27 | other words nobody can type here, same
thing in column H. So using the Ctrl key
| | 03:31 | we'll select both of these and then Right-Clicking
we want to go to Format Cells
| | 03:38 | and now on the Protection tab
we want to lock these cells.
| | 03:42 | Still we haven't gotten to the
stage, where this means anything yet;
| | 03:47 | Locking cells has no effect
until you protect the worksheet.
| | 03:52 | Okay, we're about to use this
feature it's on the Review tab, it's
| | 03:57 | called Protect Sheet.
| | 03:59 | Prevent unwanted changes from others by
limiting their ability to edit, click the option.
| | 04:05 | And then, a rather extensive list of
things that we might allow while using this
| | 04:11 | particular worksheet.
| | 04:13 | Now at a minimum if you want to allow
any changes to be made you must have the
| | 04:17 | second box checked, it
says Select unlocked cells.
| | 04:21 | If you can't click on an unlocked cell
then you can't make any changes to it.
| | 04:25 | Now the box above it says Select lock cells.
| | 04:29 | If we have a check box there it means
that someone can click the box or tab into
| | 04:35 | it but if it's locked, no one
will be able to make changes there.
| | 04:38 | So let's -- first time around here, we'll
show it to you both ways, leave this unchecked.
| | 04:42 | Now if you want to allow the
other user to be able unhide columns;
| | 04:47 | then you will allow formatting of
columns, but let's say we don't want to that.
| | 04:51 | So we'll leave most of these, in
fact all of the others unchecked.
| | 04:55 | We're ready to click OK here, but
let's provide a Password as well, another
| | 04:58 | level of security, put in a password.
| | 05:00 | We'll click OK or press Enter and here
is the password again and of course don't
| | 05:06 | forget it, we click OK.
| | 05:08 | Now when you're in this mode, one
visual giveaway is if the HOME tab is
| | 05:13 | active, look how most of these
features are grayed out and that's not fool
| | 05:17 | proof but usually that's the case
when you see this, you've got worksheet
| | 05:20 | protection in effect.
| | 05:22 | But no other words or phrases on
the screen that seem to suggest that.
| | 05:26 | So here we are, imagine the other
user is using this and sees that sheet of
| | 05:29 | paper and this person is really hard
98, so what I'll do is I'll click over
| | 05:33 | here, gee I can click there, can I use my
right arrow key, well that jumps me over it.
| | 05:39 | I can't even go there.
| | 05:40 | So I'm not going to be able to make any
changes in column F. Well I guess I'll
| | 05:44 | just Double-Click here and change that to 98.
| | 05:46 | And as I do, watch the
years to the right change.
| | 05:49 | So the formula does its job if you're
not specifically allowed to click here
| | 05:54 | and make changes to it.
| | 05:56 | And this is my friend's salary, I
think I'll change that, or raise that.
| | 05:59 | Well, gee I can't click on, I can't tab
into it, I can't arrow into it anyway,
| | 06:03 | can't get there at all.
| | 06:05 | And it looks to me like there's a
hidden column between columns H and I. This
| | 06:08 | I'll drag across here
and can we somehow do that?
| | 06:12 | Looks like I can't do that.
| | 06:14 | Can I Right-Click and -- no,
can't get there either.
| | 06:17 | Can we somehow Double-Click
here, nope, can't get there.
| | 06:20 | Could we somehow go up to the commands
Format, Unhide, Hide sheet maybe, what's
| | 06:27 | this Row, can't get to any of this.
| | 06:29 | So I mean depending upon the persons who
are using this and the security levels,
| | 06:33 | you can begin to see how
this makes some sense here.
| | 06:35 | When the worksheet is in this stage,
changes can be made in most places, in our
| | 06:40 | example here but not specifically
in column F and not for the salaries.
| | 06:45 | How do we turn off the feature?
| | 06:47 | Review tab, Unprotect the Sheet.
| | 06:50 | And of course you got to know the Password, I do.
| | 06:53 | Okay, we're back in the stage.
| | 06:55 | Now one variation on this, almost the
same but slight difference, if we protect
| | 06:59 | the sheet and this time allow all
users to select the locked cells, and once
| | 07:06 | again we'll provide a Password here.
| | 07:11 | When the worksheet is in this stage you
can click on the cell here, but as soon
| | 07:16 | as you start to type something,
immediately you get a pop-up message, The cell
| | 07:20 | you're trying to change is on a
protected sheet, same thing with salaries.
| | 07:24 | Now we can click here, that hardly
makes much difference if we can't do
| | 07:27 | anything, can't make any changes there at all.
| | 07:30 | So that's a slight difference in the
settings, but in both cases we are not able
| | 07:35 | to make changes here when it's in this
state, unless we can Unprotect the sheet.
| | 07:40 | So I think you can sense the value of this,
it works only on the current worksheet;
| | 07:44 | it gives us powerful ability here to
control what's being changed within
| | 07:49 | a worksheet.
| | Collapse this transcript |
| Protecting workbooks| 00:00 | If this is your workbook, but others are
allowed to see it and work with it, you
| | 00:05 | might have some security concerns
regarding the structure of the workbook and
| | 00:08 | even the appearance of certain worksheets.
| | 00:11 | In this workbook called Security&Sharing,
the first sheet here is called
| | 00:15 | WorksheetProtection.
| | 00:17 | And there are some formulas in column J
that relate to a table, it's actually on
| | 00:22 | another worksheet called TaxTable,
see at the bottom of the screen.
| | 00:26 | Now, you don't want that table to be
disrupted or altered in any way and you
| | 00:30 | rather not even have others see it.
| | 00:32 | So what can we do here?
| | 00:33 | We can hide a sheet by Right-Clicking
on TaxTable the second sheet from the
| | 00:38 | right, we can choose Hide,
and we no longer see it there.
| | 00:42 | At a later time if we need to get
this back we can Right-Click and Unhide.
| | 00:47 | And by the way, if you have more than
one unhidden sheets you're going to only
| | 00:50 | bring back one at a time.
| | 00:52 | So, we don't want that visible.
| | 00:54 | Now our formula still works, this
still refers to the hidden sheet.
| | 00:58 | But, we want others as we said to get
to it and furthermore, we don't want the
| | 01:01 | order of the sheets here changed also, we
want to keep the same scheme as we see it now.
| | 01:06 | We do want to allow others to work
with this and possibly make some changes.
| | 01:10 | So we're not talking about worksheet
protection here, but protecting the workbook.
| | 01:14 | We go to the Review tab and choose
Protect Workbook, keep others from
| | 01:19 | making structural changes.
| | 01:21 | And the box for Structure is already
checked, we will provide a Password, we
| | 01:25 | don't want others somehow changing
this and getting to those hidden sheets
| | 01:29 | possibly, we click OK.
| | 01:32 | There is a password again, we'll
put it in again of course and OK.
| | 01:35 | While it's in this state the other
person who might be using this or other
| | 01:39 | people might say, gee!
| | 01:41 | I wonder if there is a hidden sheet here.
| | 01:43 | If we Right-Click any of the sheets here,
we don't even have the possibility of
| | 01:47 | seeing whether there's a hidden sheet.
| | 01:49 | We can protect the sheet, that's
totally different action but nothing about
| | 01:52 | unhiding, so we can't get to that.
| | 01:54 | And notice also how Insert and
Delete and Rename and Move and Copy, all
| | 01:58 | those are inhibited.
| | 01:59 | And we say, yeah but I move sheet by
dragging them, well I try dragging this one.
| | 02:03 | You see that symbol, you know you can't
do that and similarly with copy as well.
| | 02:08 | And so if we need to get this back
of course, we would know the Password,
| | 02:12 | comeback to Protect Workbook and
provide the Password to unlock it.
| | 02:17 | So it's a completely different feature
than protecting the worksheet and it's
| | 02:20 | primarily about the structure of a workbook.
| | 02:23 | Back in this state now we could Right-Click
one of our sheet tabs and go to
| | 02:28 | Unhide and unhide that
particular sheet that we've hidden.
| | 02:32 | So it's a great feature for
controlling the structure of a workbook allowing
| | 02:36 | only the sheets that you
want to be seen to be seen.
| | Collapse this transcript |
| Assigning passwords to workbooks| 00:00 | If you have multiple users of this
workbook, you might want to think out a
| | 00:04 | couple of schemes regarding who can
access the workbook, in other words who can
| | 00:08 | open it and also who can make changes to it.
| | 00:10 | When you save a workbook you have options.
| | 00:13 | For example, if we click the File tab
in the Ribbon and choose Save As and
| | 00:18 | recognize I am using Windows 8 you
might not be but no matter what your using
| | 00:23 | here, if you go to the appropriate
location where you're about to save the
| | 00:26 | current file, you're likely to see a
dialog box and although perhaps a little
| | 00:30 | different than this, it probably
has the general characteristics.
| | 00:32 | The term we're looking for here is
going to be Tools, often in the lower
| | 00:36 | right-hand corner and then General Options.
| | 00:40 | You'll see a Password to
open, Password to modify.
| | 00:44 | The more you think about these
possibilities you might realize that there are
| | 00:47 | actually three possible scenarios,
one of them might be the following.
| | 00:51 | You've got an organization of say ten or
fifteen people, eight or ten of these people
| | 00:55 | might be allowed to open this file.
| | 00:57 | You've decided to allow those people
to open the file and so you provide a
| | 01:01 | password for opening, provide a password.
| | 01:04 | For all those people that can open it,
they can all modify, so we don't have a
| | 01:08 | password to modify maybe.
| | 01:10 | So one option here is simply to provide
a password to open this file, and only
| | 01:15 | some people know that, we'll put it in again.
| | 01:18 | And when we save our file that
password is in effect, we're replacing it and
| | 01:27 | it's open right now, so I'll close it,
I'll just use Ctrl+W, that's a fast way.
| | 01:31 | And the next time I want to open this,
I can got to the File tab in the Ribbon
| | 01:36 | and since it's a recently used file
I'll just go to the bottom of the screen,
| | 01:40 | down the left-hand side, choose
Security&Sharing and there it is, it asked me
| | 01:43 | for the password, okay.
| | 01:44 | And now what can we do?
| | 01:45 | We can make changes to it;
| | 01:47 | we can do whatever we want.
| | 01:48 | In other words, if you've got the
password to open the file you can make changes
| | 01:52 | to it, you've got free ring.
| | 01:54 | Now, let's imagine we change our minds,
a little more security conscious here.
| | 01:57 | Now these eight or ten people that can
open this file, only some of them are
| | 02:01 | allowed to make changes, we've decided that.
| | 02:04 | So let's go back to the File tab in
the Ribbon, Save As, same location as
| | 02:10 | before, this time the Tools button,
General Options, we're going to provide
| | 02:16 | a password to modify.
| | 02:18 | Now in this scenario there is a password
to open the file and let's say eight or
| | 02:23 | ten people have that, but password to
modify, only four people have this or
| | 02:28 | three or whatever is necessary.
| | 02:29 | So we click OK and we put in the
Password again of course, and okay.
| | 02:36 | And let's save this, already exists,
we'll close it, once again Ctrl+W is a
| | 02:41 | fast way to do that.
| | 02:43 | At a later time we open it, I'll
click File, it's down the left-hand side;
| | 02:47 | there it is, Security&Sharing.
| | 02:48 | There is our password to open because we
didn't take it off, we put it in and we
| | 02:53 | also get this prompt.
| | 02:54 | This is reserved by me, Enter
password for right access or Open read-only.
| | 03:00 | So I might be another user here who
hasn't been given the password, but I can
| | 03:04 | still open this but in read-only format.
| | 03:06 | If I am the person who's been given
the password and I'm about to make
| | 03:10 | some changes maybe, I'll put in the
password and click OK, so that's a second scenario.
| | 03:16 | A third scenario would be as follows.
| | 03:19 | You allow anybody to open it, but
only some can make changes to it.
| | 03:23 | So in that scenario we do not provide a
Password to open, but we do provide one to modify.
| | 03:29 | So in thinking these out, you might
want to sketch this out on a white board or
| | 03:33 | a large sheet of paper or whatever and
make sense to think these things out.
| | 03:37 | Let's go back to File, Save As again,
once again going to the appropriate
| | 03:42 | location and this time under Tools>General Options
we turn off the Password to
| | 03:48 | open, but we leave the Password to modify.
| | 03:51 | And so it's best to have thought out
these possibilities and see which is going
| | 03:55 | to work best for your environment.
| | 03:57 | This time we'll do a Save.
| | 03:58 | Again, just press Ctrl W to close this and
what happens to the next time we open the file?
| | 04:04 | Once again, clicking the File tab, choosing
this file Security&Sharing, there it is...
| | 04:10 | Nothing about really opening the
file but we do see the prompt about the
| | 04:14 | ability to change it.
| | 04:15 | And if we want to make changes we'll
provide the password, if not it will
| | 04:19 | be open as read-only.
| | 04:21 | But everybody can open it.
| | 04:23 | So three different ideas behind
applying passwords, both to open a file or to
| | 04:28 | open and make changes to the file or
simply to make changes, all by way of
| | 04:33 | File>Save As and them using
Tools under General Options.
| | Collapse this transcript |
| Sharing workbooks| 00:00 | We're looking at the file
called 11-Workbook before Sharing.
| | 00:03 | It's got a single sheet in it called
Vendor Sales and let's imagine that one
| | 00:07 | person has been updating this from time
to time and then others get involved too
| | 00:11 | and they make changes to it.
| | 00:13 | Eventually the need might arise that
these different people who do the updating
| | 00:17 | might need to have the
file open at the same time.
| | 00:20 | A file can be open by different users,
but we also want to allow them to be able
| | 00:25 | to make changes at the same
time and that's a special status.
| | 00:29 | Excel refers to this capability as
sharing the file and that might sound as if
| | 00:34 | we're just allowing others to open the
file, but it's more than that, it means
| | 00:38 | simultaneous sharing and making changes.
| | 00:42 | So to put a worksheet in that kind of status
we go to the REVIEW tab and Share Workbook.
| | 00:50 | Share your workbook so that
others can work on it at the same time.
| | 00:54 | Note the information here, workbooks
containing tables can't be shared and by
| | 00:58 | the way, you should check the help
system as well to see that there are quite a
| | 01:02 | few other features that are
inhibited by this capability.
| | 01:05 | Share Workbook and this dialog box appears.
| | 01:08 | The Editing tab has a box, Allow changes
by more than one user at the same time,
| | 01:14 | that's the key idea.
| | 01:16 | It goes beyond the non-Excel
meaning of what share really means.
| | 01:20 | Who has this workbook open right now? I do.
| | 01:23 | Now eventually there will be others.
| | 01:25 | There is an Advanced tab here.
| | 01:28 | When you share a workbook, it's going
to be advantageous much of the time to
| | 01:32 | keep track of the changes.
| | 01:34 | Although that can be a separate
feature, it comes with the capability of
| | 01:38 | sharing, and we might want to keep
changes for 30 days or for a long time, I'd
| | 01:42 | strongly suggest to keep this checked,
consider how long you want to keep it,
| | 01:47 | don't check the other box
for not keeping the change.
| | 01:49 | Update changes, every time we save the file.
| | 01:52 | Well maybe or maybe every 15
minutes or some other time setting.
| | 01:56 | And ultimately by way of tracking you
might even want to consider what happens
| | 02:00 | if different users at
approximately the same time are making changes?
| | 02:04 | It doesn't have to be the exact time,
one person might make a change to a cell;
| | 02:09 | another person might come back.
| | 02:11 | We'll talk about these in the
next movie on tracking changes.
| | 02:14 | But these are features that are allied
with shared workbooks and we want to be
| | 02:19 | thinking ahead of time about
what's going to play out here.
| | 02:22 | If we click OK, remember the key step
here was on the Editing tab checking the box.
| | 02:27 | When we click OK, we see the dialog box,
This action will now save the workbook;
| | 02:33 | do you want to continue?
| | 02:34 | Now I've name the workbook, Workbook
before Sharing but we're actually about to
| | 02:39 | make it be a shared workbook.
| | 02:41 | And as I click OK, watch the top of the screen.
| | 02:44 | We still see that same file name which
maybe now is a bit off, but in brackets
| | 02:48 | we see the word shared.
| | 02:51 | Now shared does not mean by itself that
someone else has this open or even that
| | 02:56 | someone else couldn't have it open.
| | 02:58 | If this file is saved on my flash drive for
example, no, nobody else can do it right now.
| | 03:03 | Shared means we open the door for the
possibility of allowing others to get to
| | 03:09 | this file and open it and
make changes at the same time.
| | 03:13 | So it's ultimately a powerful feature
but it's one where you really have to
| | 03:17 | think out the possibilities.
| | 03:18 | And what I would strongly suggest in
exploring this capability is either think
| | 03:23 | out how you on two separate computers
might have the same file open, test some
| | 03:29 | of the possibilities that might occur
when you're making changes to the same
| | 03:33 | cell at approximately at the same time.
| | 03:35 | Another way to do this is to work with
another user and probably in the same
| | 03:39 | room on different computers and go back
and forth for some of the changes that
| | 03:43 | might occur to get a better
sense of how this capability works.
| | 03:47 | But there is no question that in
certain kinds of files, say a file like this
| | 03:50 | that is tracking transactions, you
want to be able to allow different people
| | 03:54 | make entries here and make changes.
| | 03:56 | And so as we've seen on the Review tab
you can share a workbook, meaning that we
| | 04:02 | allow multiple users to get to this
at the same time and make changes.
| | Collapse this transcript |
| Tracking changes| 00:00 | We're looking at the worksheet called
RecordedChanges and it's in the workbook
| | 00:04 | called TrackingChanges.
| | 00:06 | And we're about to setup a feature
where we're going to keep track of all the
| | 00:09 | changes we make in this
workbook for an indefinite period.
| | 00:13 | The feature begins on the REVIEW tab
with the choice Track Changes, and in the
| | 00:18 | description there it tells us that
if you're working with others to make
| | 00:22 | revisions or give feedback,
it's particularly useful.
| | 00:26 | But that's not saying that that's
the only case where we might use this.
| | 00:29 | What if you were the only user of
this workbook and you simply want to keep
| | 00:33 | track of the changes that you're going
to make perhaps over the next few weeks,
| | 00:38 | something like that.
| | 00:39 | When we turn on Track Changes the only
choice we have his Highlight Changes.
| | 00:43 | This brings up the highlight changes
dialog box, click the box for Track
| | 00:49 | changes while editing.
| | 00:50 | The sentence that follows
this might be a little confusing;
| | 00:53 | This also shares your workbook.
| | 00:56 | Does that means that others are
using this right now and this immediately
| | 00:59 | gives them access to it? No, it doesn't.
| | 01:02 | It simply puts it in the same status
as if you were sharing the workbook and
| | 01:07 | that's the situation where multiple
users can make changes, simultaneous changes
| | 01:12 | while they have the
workbook open at the same time.
| | 01:14 | And eventually when we click OK we will see
the word Shared in the title bar at the top.
| | 01:19 | So we want to highlight which changes,
all changes, by everybody, even if it's
| | 01:24 | only us, highlight the changes
on the screen, just click OK.
| | 01:29 | And immediately we see this prompt.
| | 01:31 | Now if you're familiar with the
concept of sharing, you know what it really
| | 01:34 | means is that the workbook once we click OK
will have the word shared in the title bar.
| | 01:40 | Now once again that does not
necessarily mean that others are using this file
| | 01:45 | or can even get to it, all we're concerned
about for the moment is tracking changes.
| | 01:50 | So I'll make a few changes there.
| | 01:52 | I'm going to change this
Job Rating to a 5, good.
| | 01:54 | This number here I'm going to adjust,
I'm going to make that 75,000, good and
| | 01:58 | you see what's happened as I complete
the change with Enter, move away from it.
| | 02:03 | If we slide over these, it looks
somewhat like a comment, we see whose made the
| | 02:07 | change, of course in this
case it's only me and when.
| | 02:11 | If this was shared and if others were
using it, others might have this open at
| | 02:15 | the same time, they wouldn't be seeing
the changes that I've just made, but they
| | 02:19 | would be sending a similar
kind of display on their screens.
| | 02:22 | So at some point we might want to revisit this,
we might want to see all of these at ones.
| | 02:28 | When we go back to Track Changes, we
also have this option here and when you
| | 02:32 | do have multiple users, that's a concern, we
might want to Accept or Reject the changes.
| | 02:38 | Let's go back to Highlight Changes,
we've made a few changes, only two, but we
| | 02:43 | might want to list the changes on a new sheet.
| | 02:46 | And if we've been doing this for a
while we might want to consider not
| | 02:49 | necessarily listing all of them, but
just the ones since we last saved or since
| | 02:55 | a certain date something like that.
| | 02:57 | So if we click OK and it says All,
only changes which have been saved can be
| | 03:01 | listed on the history sheet;
| | 03:03 | we didn't save the workbook
so I've got to do that first.
| | 03:07 | So I'll simply click File>Save, I could
have got the keystroke shortcut there too.
| | 03:12 | Now let's go back to Track Changes>Highlight Changes,
List these changes on the new sheet.
| | 03:18 | And once again consider, if this were
multiple users, we probably want to check
| | 03:22 | everyone here but we might at certain point
say everybody else, everybody but me or just me.
| | 03:28 | So when we do have multiple
simultaneous users we might want to consider that.
| | 03:33 | If we click OK, we see the changes.
| | 03:36 | Now it's only me, I've only made
two changes but we see these here.
| | 03:40 | If this is truly shared and multiple
users have been making changes at the same
| | 03:44 | time, we might want to review these
and go back to Track Changes and consider
| | 03:48 | Accept and Reject Changes, and all
the ones we have not yet reviewed by
| | 03:53 | everybody, OK and here is one
change, I'll Accept that, okay.
| | 03:58 | Here is the second one;
| | 03:59 | maybe I will Reject that one.
| | 04:01 | And if we have many, many of these
we could Accept All or Reject All.
| | 04:05 | So these are features that you really
need to check out on your on, particularly
| | 04:08 | if you are working with multiple
users and truly is share where you've got
| | 04:13 | different people changing this at the same time.
| | 04:16 | But in this situation I'm the only user,
but I'm finding it very useful to know
| | 04:20 | and remember which changes
I've made and where they are.
| | 04:24 | So it's an extremely powerful features,
it's an editing tool that helps us keep
| | 04:28 | track of the changes that
we've made to a workbook.
| | Collapse this transcript |
|
|
12. Database FeaturesSorting data| 00:00 | If you work with large lists, sometimes
you want to change the order of the list.
| | 00:04 | This list which has over 700 names,
it's on the sorting sheet in the 12
| | 00:08 | Database Features file;
| | 00:10 | it's organized by Employee Name alphabetically.
| | 00:13 | We might want to rearrange this list
based on what we see in the Department
| | 00:17 | column, or possibly the Hire Date column.
| | 00:20 | In fact almost any column in this
list could be the basis for sorting.
| | 00:24 | Sorting will proceed much more smoothly
if you know for sure that the list you
| | 00:29 | are working with has no
empty rows, no empty columns.
| | 00:33 | If I put an empty row in here and
I'll do it on purpose here, Right-Click
| | 00:37 | Insert, if I had ignored that or didn't
know about it, and I'm going to change
| | 00:43 | the zoom factor here to make it visible.
| | 00:46 | If we were to click in one of the
cells here and start the process of sorting
| | 00:50 | by way of the DATA tab and choose Sort,
you can see in the background that
| | 00:55 | Excel will only pick up the data down to row
27 and that's certainly not what we would want.
| | 01:00 | So make sure that the data you're working
with doesn't have any empty rows within it.
| | 01:04 | Sometimes people put those in for
printing reasons or just for break reasons.
| | 01:08 | Let's get rid of those we have them.
| | 01:10 | Press Ctrl+Z here and we can get
rid of those and zoom back and so on.
| | 01:15 | So let's imagine we might want to
rearrange the order of this list.
| | 01:21 | We can do it on the
basis of any of these fields.
| | 01:23 | Sorting begins with the
active cell within the data;
| | 01:27 | you do not have to highlight all of the data
provided you know it's in one solid cluster.
| | 01:32 | Sorting is one of the most
basic things you do with data.
| | 01:35 | We frequently need to see
this in a different order.
| | 01:38 | So, the DATA tab has one option, also
on the HOME tab you could be starting
| | 01:42 | there, second button from right Sort &
Filter, Custom Sort or DATA tab, Sort button.
| | 01:49 | In either case we see the Sort dialog
box and the data below is highlighted.
| | 01:54 | Recognize also, Excel will pick up the
fact that you've got a title row if you
| | 02:00 | have one, sometimes it misses that, you
want to check the box just to make sure.
| | 02:04 | You don't want row to as in this
example to be treated like the other data.
| | 02:09 | In nearly all cases sorting means
rearranging the order of rows, there's an
| | 02:13 | option for sorting by
column which is rarely used.
| | 02:16 | We sort based on what's in different fields.
| | 02:19 | Let's imagine we want to
rearrange this list based on Department.
| | 02:23 | So let's add a level here Column Sort
by, click the drop arrow, we want to
| | 02:29 | sort by Department.
| | 02:30 | Some of our departments here are quite large;
| | 02:32 | might have over a hundred names.
| | 02:34 | So for looking at a department with
lots of entries we might want to sort that
| | 02:38 | list by Status, so we can add level,
sometimes called the secondary level.
| | 02:43 | Let's sort by Status within each Department.
| | 02:46 | And we might have a lot of Full Time
people within certain departments so let's
| | 02:50 | add another level, perhaps by years.
| | 02:53 | Now the other two fields that we saw
were alphabetical and it's quite likely
| | 02:57 | you'd want to sort them in
A to Z alphabetical order.
| | 03:00 | Smallest to Largest, this is a numeric field.
| | 03:03 | While we might want to have those
people who have been here the longest to
| | 03:07 | appear at the top of the list within
each Status and Department, how about
| | 03:10 | largest to smallest?
| | 03:12 | In Excel 2003 in older versions you
could only sort on three fields at once.
| | 03:17 | As of Excel 2007 they've up that to
believe it or not 64, so we could sort on a
| | 03:23 | fourth level as well.
| | 03:24 | We still might have a lot of people
having the same number of years, same
| | 03:28 | Status, same Department, so
how are we going to order those?
| | 03:31 | May be by Employee Name, A to Z. Click OK;
| | 03:35 | we're expecting to see this in order by;
| | 03:37 | Department, Status, Years, Employee Name.
| | 03:39 | And as we scroll up and down here in
this Account Management Department we've
| | 03:44 | got a lot of people the same
Contract Status, Full Time.
| | 03:47 | Here is a group of people here with
the same number of years, 14 years within
| | 03:52 | the Full Time Status, within Account
Management group, so what order are these in?
| | 03:58 | Alphabetically by their last names.
| | 04:01 | Now there will be times when you
simply want to sort on one column.
| | 04:05 | For example, you have sorted this,
maybe you've printed it or you've copied
| | 04:09 | it for others to use.
| | 04:10 | Now you want to sort the list by Employee Name.
| | 04:13 | If you simply click in column A, you
can click in A2 or here, there, it doesn't
| | 04:17 | make any difference, don't select the
column simply click one of the cells here.
| | 04:22 | And if we click the AZ button located
just next to the Sort button, this will
| | 04:26 | sort the entire list, it won't just
rearrange the data in column A, it will sort
| | 04:32 | the entire list based on what's in
column A. So now I've got an alphabetized list,
| | 04:36 | maybe we print that.
| | 04:39 | What if then we need to sort it
again by Department, if we simply click
| | 04:42 | somewhere in the Department column, click
AZ, now the list is in order by Department.
| | 04:48 | But recognize here, we have sorted by
Department but what order are these people
| | 04:53 | who are in the same department?
| | 04:55 | Alphabetically by name.
| | 04:57 | So even though you weren't necessarily
thinking of successive sorts, when you
| | 05:02 | use the AZ and ZA buttons, the last
use of this automatically overrides the
| | 05:07 | previous orders but it does remember them.
| | 05:10 | And so for example if we now sort by
Status, we're going to see all of the
| | 05:15 | Contract people together, but they
will be in order by their Department and
| | 05:18 | within Department by Employee Name.
| | 05:21 | As you get familiar with that concept
and you get comfortable with sorting, you
| | 05:25 | might find using the AZ and the ZA
buttons faster than using the command.
| | 05:30 | So once again if we click in column D here
and do an AZ sort, we're sorting by Status.
| | 05:35 | All of our Contract people here are
in order by Department and all of these
| | 05:40 | Account Management people who are
Contract are in order alphabetically, because
| | 05:43 | that's the sort we did before
Department which is before Status.
| | 05:48 | So working with those buttons could be faster.
| | 05:50 | There is no question that sorting is critical;
| | 05:52 | it's one of the things we
often do as we manage lists.
| | 05:56 | If you only sort occasionally use the
Sort button, the command take your time,
| | 06:01 | consider some of the options
that you might want to use here.
| | 06:04 | There is an option for sorting by
column, but most people don't need that
| | 06:07 | very often.
| | Collapse this transcript |
| Inserting subtotals in a sorted list| 00:00 | In this worksheet called Subtotals,
we've got a list of data here;
| | 00:03 | it's sorted by Department and Status.
| | 00:05 | And what we'd like to do here is insert
subtotals every time there's a change in the Department.
| | 00:11 | In fact we might even want to do that
within each Department, do it by Status.
| | 00:15 | So we've got a lot of Account
Management people here and whenever there is a
| | 00:19 | breakpoint, in other words whenever we
see a change here, we'd like to insert a
| | 00:23 | new row that tabulates the data from above.
| | 00:26 | Now not all of our columns
have data that we could tabulate.
| | 00:29 | However, it might make sense to show
totals for Salary, well not total for Job
| | 00:33 | Rating, maybe an average.
| | 00:34 | And so we can create subtotals, insert
them automatically not by painstakingly
| | 00:40 | doing it manually, by using a
feature available on the DATA tab.
| | 00:45 | In order for this feature to work sensibly,
the data must be in some kind of coherent order.
| | 00:50 | For example;
| | 00:51 | if we want totals by Building, we're
going to get totals all over the place
| | 00:54 | right now because practically every other
cell here changes, location of the Building.
| | 00:59 | It's not sorted by Building.
| | 01:01 | We do want totals let's say by
Department and possibly within that by Status.
| | 01:07 | So the data is sorted already.
| | 01:09 | Then because we have no empty rows
within the data, no empty columns, we don't
| | 01:14 | have to select all of the data.
| | 01:16 | We can simply make sure the active cell
is within our list, then go to the DATA
| | 01:20 | tab in the Ribbon and choose Subtotal;
| | 01:23 | it's in the Outline group.
| | 01:25 | Quickly calculate rows of related
data by inserting totals and subtotals.
| | 01:30 | In the Subtotal dialog box we want to
indicate which change in a field will
| | 01:35 | trigger the insertion of these subtotals.
| | 01:38 | At each change in Department, there it is.
| | 01:43 | We don't want to total all the fields;
| | 01:45 | by the way Sum is certainly common,
probably the most common but we could
| | 01:49 | choose Average instead.
| | 01:51 | Unfortunately you can't mix these within
the same row, let's choose Sum here and
| | 01:56 | which fields do we want to Sum?
| | 01:58 | Excel will make suggestions but not
necessarily all the ones you want.
| | 02:02 | I think both of our Salary columns;
| | 02:04 | we want to have a total.
| | 02:05 | We wouldn't want a total Job Rating,
that wouldn't be very helpful, total years
| | 02:09 | of service possibly, let's just click OK.
| | 02:10 | The first thing you might notice is
the entire list has been shifted to the
| | 02:16 | right, we see outlining symbols
along the left side of our screen.
| | 02:19 | As we scroll down here and we come
to the end of Account Management;
| | 02:23 | we'll see a Total row right here.
| | 02:25 | We're not seeing our headings for
the moment, that's Years of service and
| | 02:30 | we've got our two salary fields, many
times you want to readjust these columns
| | 02:33 | right here because we will see pound signs if
the column isn't wide enough, so we'll do that.
| | 02:38 | But recognize the ADC Department is
substantially smaller, we see the totals here too.
| | 02:42 | And so every time there's a break in the
data here, that is every time there's a
| | 02:46 | change in column C, we see subtotals.
| | 02:50 | Now those outlining symbols on the
left-hand side of the screen allow us to
| | 02:54 | collapse this view of the data.
| | 02:56 | You see a 1, 2, and 3, currently 3 is
active so no change there, let's click
| | 03:02 | 2 and suddenly we've collapsed the data to
show only the Subtotals and the Grand Total.
| | 03:09 | There it is a handy bit of analysis there.
| | 03:12 | Choosing 1 is not that valuable;
| | 03:14 | it simply shows us the Grand Total.
| | 03:16 | Click 2, we're back to here.
| | 03:18 | And Click 3, we're seeing
the detail and the Totals.
| | 03:22 | Now possibly, you could be thinking, can
we work with our data like this all the
| | 03:26 | time, what if we just leave these here?
| | 03:28 | Well when it comes time to sort the
data or to work with filtering, these
| | 03:32 | might get in the way.
| | 03:34 | So there is a general tendency to use
this feature, print it, collapse it, copy
| | 03:38 | it, that sort of thing and
then when you're finished;
| | 03:41 | simply remove the Totals.
| | 03:42 | Now recognize here that we also have
the possibility because the data was
| | 03:47 | sorted ahead of time of inserting an
additional level of Subtotals by Status,
| | 03:52 | that's column D. So let's go back to the command,
making sure the active cells within the data.
| | 03:59 | On the DATA tab, Subtotal and
now at each change in Status let's
| | 04:06 | insert Subtotals as well.
| | 04:07 | Be sure if you're using multi-levels,
as we're about to do here that you do not
| | 04:11 | replace the current Subtotals,
uncheck that box then click OK.
| | 04:17 | And now we're about to
see two levels of Subtotals.
| | 04:20 | Recognize we've got four Outlining
symbols and as we scroll down here, for
| | 04:24 | example in the Account Management
Department, we've got some Contract people and
| | 04:28 | there is the Contract Total, we've got
some Full Time people, Full Time Total,
| | 04:32 | Half-Time, Hourly and so on.
| | 04:34 | ADC, pretty short list there
but we see that break out too.
| | 04:38 | If we click number 3 in our outlining
symbols here, we've collapsed the list to
| | 04:43 | show both levels of
Subtotals and the Grand Total.
| | 04:46 | Let's see this here.
| | 04:49 | Clicking 2 we'll see just the main
level of Subtotals like we had seen before.
| | 04:54 | In both cases here you might want to
print this list or possibly copy it
| | 04:58 | to another worksheet.
| | 04:59 | Let's imagine I want to
copy this to another worksheet.
| | 05:02 | I'm going to create a new worksheet by
simply clicking the plus to the right,
| | 05:06 | down at the bottom of the screen here, this
will add a new sheet to the right of Subtotals.
| | 05:11 | So going back to Subtotals what
if I want to copy this data here?
| | 05:15 | So I'll select it, I want
to copy it just as I see it.
| | 05:19 | So I'll copy the list there, there it is,
press Ctrl+C or maybe Right-Click and Copy.
| | 05:25 | Go to the other sheet, the empty
sheet, Right-Click and Paste and that's
| | 05:30 | probably not what you were expecting.
| | 05:34 | We get all the data;
| | 05:35 | surely there must be a way.
| | 05:37 | Not an obvious way, but there is a way
if we only want to copy the visible data.
| | 05:41 | If you work with Filtering you may
have gotten used to the idea that when you
| | 05:45 | select data out of a filter, you can
Copy-Paste it and it only shows you the
| | 05:49 | data that's visible.
| | 05:50 | But in other situations including this
one, if you want to copy this data here
| | 05:55 | and not include all that hidden data,
you can use a keystroke shortcut of
| | 06:00 | Alt+Semicolon and when you do that,
it selects only the visible data.
| | 06:06 | If we now Right-Click and Copy, watch
the screen difference, you can probably
| | 06:10 | sense what's happening.
| | 06:11 | We are about to pick up the
data in chunks or in pieces.
| | 06:15 | Then if we go to the other sheet,
Sheet1 and I'll Paste this just to the right
| | 06:19 | of the other data, right here in J1,
Right-Click and Paste, now we're getting
| | 06:24 | only the visible data,
that's what would make some sense.
| | 06:28 | Now let's go back to the original data.
| | 06:31 | If you didn't know about the
keystroke shortcut or if you had forgotten
| | 06:34 | about it, if you were selecting the
data, it's buried pretty deeply in the
| | 06:37 | Excel command structure.
| | 06:38 | So imagine we're highlighting the data,
somehow we know or we think there is a
| | 06:43 | way to copy just the
visible data, where do we go;
| | 06:46 | HOME tab, extreme right button Find &
Select, Go To Special, Visible cells only.
| | 06:55 | Remember the keystroke shortcut
for all of this is Alt+Semicolon.
| | 06:59 | Click OK, that selects the visible
cells, then Right-Click Copy or Ctrl+C
| | 07:05 | and then we can go to the other location, I
won't do it again but we could Paste over here.
| | 07:10 | So there certainly will be times when
you're working with Subtotals that you
| | 07:13 | would want to copy the collapsed list, in
some way if we'd collapsed the list this far too.
| | 07:19 | Recognize also that if you are working
with data and maybe you're using this
| | 07:23 | for presentation purposes, if you were
making a presentation of this data or
| | 07:27 | maybe for printing reasons, if the
question comes up about for example, how
| | 07:31 | many Hourly people do we have here in
Account Management here or who are these people.
| | 07:36 | If we click the plus over here just to
the left of Hourly Total, we will see
| | 07:41 | the detail for that particular group for the
moment, for as long as you want to keep it there.
| | 07:47 | If we no longer want to see
that detail, we'll click the minus.
| | 07:50 | So we have this ability for presentation
purposes to quickly expand and collapse
| | 07:55 | our Subtotal list here.
| | 07:57 | If at some point after doing the
printing, the copying and the display, if
| | 08:01 | you no longer want to see the
Subtotals or have this feature in effect,
| | 08:05 | simply go back to the DATA tab,
choose Subtotal and Remove All, sounds
| | 08:11 | drastic but all we're doing is
removing the Subtotals and returning the data
| | 08:16 | to its starting position.
| | 08:17 | So the Subtotal capability, a quick
way to insert subtotals based on a
| | 08:23 | sorted list.
| | Collapse this transcript |
| Using filters| 00:00 | When you're working with large amounts
of data as in the list here which has
| | 00:04 | over 700 rows, you don't always want
to see all of the data, we might want to
| | 00:08 | see just the Full Time people, or just
the people in certain departments, or
| | 00:12 | just those who have been here so
many years or have a certain Job Rating.
| | 00:16 | The filtering capability of
Excel works smoothly and easily.
| | 00:19 | We're on the Filter worksheet in the
workbook called 12-DatabaseFeatures.
| | 00:25 | You can start filtering from the HOME
tab by choosing the second button from
| | 00:29 | the right and then choosing Filter or on the
DATA tab in the Ribbon, simply click Filter.
| | 00:36 | And that gives us Filter
arrows in the top row of our list.
| | 00:40 | If we want to see just the Full Time
people, we'll click the arrow for Status
| | 00:44 | and this gives us a complete list of
all possible entries within the column.
| | 00:48 | And we can begin here by un-selecting all of
them and simply choosing Full Time and then OK.
| | 00:55 | We are only viewing the Full Time people.
| | 00:57 | In the Status bar on the lower left-hand
corner, it reminds us how many records
| | 01:01 | we're seeing, 393 of 741 records found.
| | 01:06 | Recognize that when a field is being
used for filtering purposes, the icon there
| | 01:11 | is not simply an arrow
but an arrow with a filter.
| | 01:14 | And while we're looking at this list,
if we only want to see the Full Time
| | 01:17 | people who have a Job Rating of 5,
our highest level, we'll go to the Job
| | 01:22 | Rating column, click the arrow here,un-select
all the entries and then simply click on 5.
| | 01:30 | And now we're seeing a much smaller
list, it's 102 out of 741 records.
| | 01:36 | We're only seeing the people who have a
Job Rating of 5 and the Status Full Time.
| | 01:40 | And if we want to narrow this further,
we could, maybe we want to see people in
| | 01:44 | certain Departments and it can be more than one.
| | 01:47 | We'll un-select them all, maybe we
want to see those people who have a Full
| | 01:51 | Time status and Job Rating of 5, but
only those in certain Departments, maybe
| | 01:57 | the Environmental Health & Safety, Human
Resources and possibly a couple of others here.
| | 02:02 | It's your call, it's your choice; you click OK.
| | 02:06 | And now instead of 102
records we're down to 14 records.
| | 02:09 | And once again, recognize that the
icon changes when that particular field is
| | 02:14 | being used as the source of filtering.
| | 02:17 | If we want to bring back all the records,
we could either click Filter twice or
| | 02:21 | perhaps more directly, simply click
the Clear button, the Filter arrows stay
| | 02:26 | there but we are no longer using
any column for filtering purposes.
| | 02:30 | Sometimes you want to simply look for data.
| | 02:33 | If we click in column A and we're
looking for somebody named Sam, you might
| | 02:37 | start by just clicking in the panel
right here typing s. Now, although it's not
| | 02:43 | obvious, all the entries below
contain the letter s. Now they contain s-a;
| | 02:47 | now s-a-m and there are no
matches there. How about James?
| | 02:52 | We know there is at least one there, we can
see it down below and it's not case sensitive.
| | 02:58 | And each time as I add a letter here,
the list below, although we can't see it
| | 03:01 | all, is getting shorter and shorter.
| | 03:03 | So if we were to click OK now, we
would only see the word James as it appears
| | 03:07 | there multiple times.
| | 03:08 | Let's click Clear and
bring back all of our data.
| | 03:11 | Excel does recognize what kind
of field you're dealing with.
| | 03:14 | If we click the drop arrow for Department,
recognize that we see the term Text Filters.
| | 03:20 | So for example, we could be looking
here for only those Departments that
| | 03:24 | contain a certain word.
| | 03:26 | The options that we see here
are related to Text Types Entries.
| | 03:30 | Column H has salaries;
| | 03:31 | we might want to see the
salaries in a certain range.
| | 03:34 | Because this is a numeric field, we see
the term Number Filters and a different
| | 03:39 | set of choices out here.
| | 03:41 | So we could look at all of the
salaries between a certain range, for example
| | 03:45 | all of those that are greater than or
equal to 40,000 and less than 50,000,
| | 03:53 | example here less than or equal to or maybe
just less than, we've got some variation there.
| | 03:58 | So now we're about to see just
the salaries within that range.
| | 04:02 | How many people are within that range;
| | 04:04 | 134 out of our 741 records and here too we
could be looking at other fields at the same time.
| | 04:12 | To bring that back again, simply click
here, we could also simply remove the
| | 04:17 | Filter here this way and how about a
Date Field here, drop arrow, Date Filters,
| | 04:23 | this gives us some amazing capability.
| | 04:26 | I think for hire dates some of these
wouldn't be very obvious choices, but if
| | 04:29 | these were sales dates think of how
handy this would be if we were dealing with
| | 04:34 | transaction data to just see the data
from Last Month or Yesterday or Last Year
| | 04:39 | and furthermore, if we looked
farther down All Dates in the Period.
| | 04:43 | We could isolate the dates by month,
no matter what the year is, let's get
| | 04:47 | all the February entries here and we see all
the people hired in February in different years.
| | 04:51 | May be we'll use this to
create the anniversary list.
| | 04:54 | Drop arrow again, Date Filters and also
don't overlook All Dates in the Period
| | 05:00 | where we see it by Quarters as well.
| | 05:02 | And so there are some very strong
capabilities here in Date Type columns.
| | 05:06 | Once again we could Clear Filter from Hire Date.
| | 05:08 | Filtering is fast and easy.
| | 05:10 | Recognize too that when you do have a
filtered list, let's create another one
| | 05:14 | maybe this time we'll choose just the
Hourly people who have a good Job Rating.
| | 05:18 | We'll choose Hourly only by
Unselecting all, then choosing Hourly, click OK,
| | 05:25 | 54 of those, Job Rating 5, Unselect all,
choose 5, click OK and now we're down
| | 05:34 | to just 11 of these.
| | 05:35 | If we copy this list, if we simply
highlight and copy, Right-Click and Copy,
| | 05:41 | automatically we are only
getting this visible data.
| | 05:45 | If I click plus at the bottom to
create a new sheet and I paste this list out
| | 05:49 | here, Right-Click Paste or possibly
Ctrl+V, we've got just the visible data.
| | 05:56 | In a filtered list you never worry
about that, we can of course print this too.
| | 06:00 | Keep in mind too that whenever you're
using filtering you'll see blue rows to
| | 06:04 | indicate that we're not seeing all the rows.
| | 06:06 | So this is a feature that allows us to
quickly view just the data we want and to
| | 06:11 | easily get back all the
data simply by choosing Clear.
| | Collapse this transcript |
| Splitting data into multiple columns| 00:00 | In this worksheet SplittingData,
we've got our customer list, it's over 200
| | 00:04 | names and we'd like to be able to
sort this list by the last name.
| | 00:08 | But because the names are in first name-last
name order in column A, we can't do that.
| | 00:12 | This is a common problem, by the way.
| | 00:14 | Also, if we want to sort our
list by State, we cannot do that.
| | 00:18 | Look at the entries in column D;
| | 00:21 | City, State, Zipcode all together in one column.
| | 00:24 | There are two methods for adjusting data here.
| | 00:26 | One has been around for a while, it's
a Text to Columns feature on the Data
| | 00:30 | tab and a new one in Excel 2013
called Flash Fill will quickly allow us to
| | 00:36 | readjust data as well.
| | 00:37 | Let's focus on column D first, click
column D. Before actually splitting this
| | 00:43 | data into separate columns, make
sure we've got some empty columns to the
| | 00:47 | right and we do here.
| | 00:48 | The command on the DATA tab is Text to Columns;
| | 00:52 | Split a single column of
text into multiple columns.
| | 00:55 | Note how they do make reference here of
separating a column of full names into
| | 00:59 | separate first and last name columns.
| | 01:01 | We're going to be doing that
in column A using Flash Fill.
| | 01:04 | We could use this feature as well;
| | 01:06 | but we're going to use it here.
| | 01:07 | We want to split this
data into different columns.
| | 01:10 | The Convert Text to Columns Wizard
begins with a choice Delimited or Fixed Width.
| | 01:16 | If we look at the data in column D,
it's not every six characters or every
| | 01:20 | eight characters in each case where we
see a city name ending, in other words
| | 01:25 | it's not a Fixed width.
| | 01:26 | Delimited means characters such as commas
in our case or tabs separate each field.
| | 01:31 | So we want to choose Delimited, then
Next and a Delimiter and these might not be
| | 01:37 | checked, they could be checked based on
the last time you've used this, so these
| | 01:42 | might or might not be checked.
| | 01:43 | We don't need to see Space there, in
fact that would be wrong to choose Space,
| | 01:47 | because we see spaces between for example,
San and Diego, Dana and Point and so on.
| | 01:53 | It's just Comma that we care about.
| | 01:55 | The Preview below this, going to
keep an eye on it, scroll a little bit.
| | 01:59 | If we're using Space I think you'd
see we'd have a problem there, just use
| | 02:02 | Comma and then Finish.
| | 02:05 | And we've taken care of the Cities,
we've isolated them based on the commas and
| | 02:09 | we don't see the commas anymore.
| | 02:11 | Now let's tackle column E. Looks like
we might have a leading space but that
| | 02:15 | shouldn't be a big problem.
| | 02:16 | We'll go right back into Text to Columns,
this time Delimited then Next and it
| | 02:22 | is Space that we want to choose now.
| | 02:24 | It doesn't hurt to leave Comma checked;
| | 02:26 | we don't have them there anyway and we
see what's about to happen here based on
| | 02:30 | this Preview, Finish, good.
| | 02:32 | Column E is empty, we'll just Right-Click
and Delete it, re-adjust these column
| | 02:37 | widths and we are all set.
| | 02:40 | We will be able to sort this
list now by State or by Zipcode.
| | 02:43 | Take a look at column A though, we
still have a problem here, we cannot sort
| | 02:47 | the list alphabetically by last name, we
need to split these names into separate columns.
| | 02:52 | And although we could use Text to
Columns, let's put in some new columns
| | 02:56 | here, I'm going to drag across
columns B and C and use the feature new in
| | 03:01 | Excel 2013 called Flash Fill.
| | 03:05 | So, in cell B7 here I'm going to type Jim.
| | 03:08 | Now I'm going to type Lawrence and as
I type the letter L, look what happens.
| | 03:14 | Excel senses that I'm going to type
only the first name and it fills in all the
| | 03:19 | other first names below, they're kind of
gray, you might not see them so easily,
| | 03:23 | I'll simply press Enter and we've
got all of our first names in place.
| | 03:26 | And then in C7, right here I'm going
to type Duffy, Enter and as I type, T
| | 03:32 | that's Lawrence Tibbett there,
that T for the last name.
| | 03:35 | As I type the letter T, we see what's happening;
| | 03:38 | once again we'll press Enter.
| | 03:39 | So ultimately what we're going to do here
is get rid of column A, we'll get to that.
| | 03:44 | Meanwhile we will re-adjust these
columns, put in our appropriate headings for
| | 03:47 | First Name, Last Name and we'll
be able to sort by last name now.
| | 03:51 | Now although we don't really need to
put the name together we can do that
| | 03:55 | also with this feature.
| | 03:56 | I'm going to Right-Click column D and
insert another new column and suppose
| | 04:01 | what we might have, because it will be
more efficient space-wise, to contain
| | 04:05 | the names Duffy, Jim;
| | 04:07 | Tibbett, Lawrence and so on.
| | 04:09 | So I'm going to type Duffy, Jim Enter
and now as I type T, immediately Excel
| | 04:17 | senses what I'm about to do, I'll
press Enter and we're all set there.
| | 04:21 | And so what I might do ultimately,
I'll just move the Name over here and then
| | 04:26 | delete columns A, B, C, Right-Click and Delete.
| | 04:30 | So now we've got a list where we can
sort by last name, in fact the column
| | 04:35 | doesn't even have to be that wide anymore.
| | 04:37 | We can sort it by the last
name, we can sort by City;
| | 04:40 | we can sort by State.
| | 04:41 | So the Text to Columns feature does
by the way include some additional
| | 04:44 | options that you might want to
explore particularly in some of the other
| | 04:48 | steps here regarding dates.
| | 04:49 | But, if it's simply a question of
splitting data in the columns, we can use
| | 04:53 | either this feature or as we also
saw the ability called Flash Fill that
| | 04:57 | allows us to quickly do a little bit
of typing and have Excel fill in the
| | 05:01 | columns for us automatically.
| | Collapse this transcript |
| Removing duplicate records| 00:00 | In this worksheet called Remove
Duplicates, we've got duplicate records.
| | 00:04 | Row six, row seven, that's Michael
Adkins, same Building, same Department,
| | 00:08 | everything is the same, that's a duplicate.
| | 00:11 | We've got two Thomas Allens, but
they're in different Departments, so
| | 00:14 | different people there.
| | 00:15 | We need to get rid of duplicates.
| | 00:17 | A list like this doesn't have to be
sorted but maybe that's how you've found a few.
| | 00:21 | There might be another one
down here somewhere else here;
| | 00:24 | there is another one yeah,
47 and 48, Tim Beasley.
| | 00:26 | But think of how painstakingly boring
it's going to be if we start scrolling
| | 00:31 | through this list looking for duplicates.
| | 00:33 | And the list might be large.
| | 00:35 | And by the way, you can get a quick
read on the list if you simply click one of
| | 00:39 | the column entries here.
| | 00:40 | I'm clicking column C. What
do we see in the Status Bar?
| | 00:43 | Count 763 simply means we got 763 cells
that have data in column C. We're also
| | 00:50 | counting this, so we've got 762 rows below this.
| | 00:54 | The list that we're about to use
here does not have to be sorted.
| | 00:58 | Maybe that's how we saw these
duplicates, but that's not a prerequisite for
| | 01:02 | using the feature of Removing Duplicates.
| | 01:04 | It's found on the DATA tab.
| | 01:06 | And as is typical with a lot of
database commands in Excel, if we have no empty
| | 01:10 | rows or columns in our list, simply
click within the data and then on the DATA
| | 01:16 | tab in the Ribbon use the
choice Remove Duplicates.
| | 01:21 | In the Remove Duplicates dialog box we'll see a
list of all the columns that had been selected.
| | 01:26 | Now, possibly in some list you
don't want to include all columns.
| | 01:30 | I think in this case, we would.
| | 01:32 | We want to say in effect if in every
single column here all the way across, the
| | 01:36 | entries are identical then we want to
get rid of one of those or in some cases
| | 01:41 | maybe if we've got the record in
triplicate, get rid of the duplicates so we
| | 01:45 | have only one of those left.
| | 01:46 | But do check that out at different times,
sometimes you need only to check a few columns.
| | 01:51 | Let's get rid of the
duplicate records here, click OK.
| | 01:54 | 21 duplicate values found and removed.
| | 01:57 | That really means duplicate rows and
we see only one Michael Adkins, we do
| | 02:02 | however see two Thomas Allens because it's
not a duplicate record all the way across.
| | 02:08 | Seven hundred and forty one
unique values remain, think of rows.
| | 02:12 | Click OK and our list is all cleaned up.
| | 02:15 | What the feature didn't do and
sometimes you might want this but it doesn't
| | 02:18 | happen with this feature, it didn't
show us which records were duplicated, it
| | 02:23 | simply got rid of them.
| | 02:24 | So that's what the feature really is all
about, get rid of those duplicate records.
| | 02:28 | It's a common database management
problem and this command, Remove Duplicates on
| | 02:33 | the DATA tab simply gets rid of
the duplicate records in a list.
| | Collapse this transcript |
|
|
13. PivotTablesCreating PivotTables| 00:00 | One of Excel's most powerful and
creative tools is a PivotTable.
| | 00:04 | It's the ideal feature for making
sense out of a large amount of data.
| | 00:09 | In this worksheet called Creating, in
the Workbook 13-PivotTables, we've got
| | 00:14 | over 900 rows of transactional data
here representing sales, usually multiple
| | 00:20 | sales on a given sale.
| | 00:21 | We've got our Salesperson, Product, our
Customers are major retailers and they
| | 00:26 | are located in four different regions
in the United States and we'd like to be
| | 00:30 | able to get a good quick
summary read on what's happening here.
| | 00:33 | The data currently isn't
sorted, it doesn't need to be.
| | 00:36 | Think of a PivotTable as a separate
entity, we're about to create one that will
| | 00:40 | quickly give us summary
information about this list.
| | 00:44 | If you look at this list for a little
bit, one of the things you might want to
| | 00:48 | see would be a list of our
Salesperson's names down the left-hand side and
| | 00:52 | across the top maybe the products that
they've sold and then how many at the
| | 00:57 | intersection or possibly the dollar amount.
| | 00:59 | I've done this manually off to the
right, it's in column J. I'll just make
| | 01:02 | column I narrower and
scroll over there a little bit.
| | 01:06 | Here is the kind of list I'm thinking of:
| | 01:08 | Customer names down the left-hand side,
Products across the top and we can see
| | 01:14 | how many Items have been sold 7997,
almost 8000 items had been sold and we
| | 01:19 | quickly see who the top Salesperson,
we see which item is selling better than
| | 01:23 | another one, this is good information.
| | 01:25 | Take a look at some of the
formulas required to get this though.
| | 01:28 | This formula, not exactly easy,
SUMIFS uses a function that's rather
| | 01:33 | sophisticated and setting this
up is going to take some time.
| | 01:37 | Furthermore after doing this, could we
easily change this display so that we
| | 01:42 | showed for example the customers
across the top, which customers are buying
| | 01:47 | from which salespersons?
| | 01:49 | And as we look at the different
fields there, we might want to compare, for
| | 01:53 | example, Region and Product, or Product
and Salesperson, Customer and Product,
| | 01:59 | a variety of different interrelationships,
somewhat like we're seeing over here in column J.
| | 02:04 | With the PivotTable, we can create a list
like this in under 10 seconds without formulas.
| | 02:10 | It's going to be that simple, and
furthermore we won't have to worry about
| | 02:14 | formulas like this one, we can easily
change the PivotTable to include other
| | 02:19 | fields across the top here.
| | 02:21 | The PivotTable actually is a separate
creation, typically placed on another
| | 02:25 | worksheet, although we could
place it on this very same worksheet.
| | 02:29 | Although the feature is database-like
in many respects, it's found on the
| | 02:33 | INSERT tab in the Ribbon.
| | 02:35 | A PivotTable not only gives us this
quick ability to summarize information, it
| | 02:40 | also allows us to sort the data, it
allows us to filter it, it does consist of a
| | 02:46 | number of database technics that
you might already be familiar with.
| | 02:49 | We begin the process by
simply clicking within the data.
| | 02:53 | Now you just can't take any
collection of data and say, well I'll use a
| | 02:56 | PivotTable and analyze what's going on.
| | 02:59 | The data you're working with has to be
list-like in nature and that means you
| | 03:03 | want your titles in a single row.
| | 03:05 | If you other information above it,
that's fine but it's best to keep the row
| | 03:09 | above it empty if you do have other
information up there and make sure that
| | 03:13 | within the data that you don't have
any empty rows or empty columns and that
| | 03:17 | does facilitate the creation of a
PivotTable because we need only click
| | 03:21 | within this data here.
| | 03:23 | If you do have other data to the right
as I do here, make sure you've got at
| | 03:27 | least one empty column isolating that data
from the data that you want to work with.
| | 03:31 | So the active cells within here,
let's create a PivotTable rather quickly.
| | 03:36 | INSERT tab, left button, PivotTable.
| | 03:39 | The Create PivotTable dialog box tells
us the data that it thinks we want to use
| | 03:45 | and it nearly always gets
this right so a quick look here.
| | 03:48 | This goes down to row 213
out to column H, looks good.
| | 03:51 | The default location for
PivotTable, new Worksheet.
| | 03:55 | Let's go just with it.
| | 03:56 | Recognize you could put it on
the Existing Worksheet right here.
| | 03:59 | We could do that if we wanted to.
| | 04:01 | Let's just click OK.
| | 04:03 | We're now on a new worksheet.
| | 04:04 | Off to the left, we see a
PivotTable placeholder and off to the right a
| | 04:09 | PivotTable Fields list.
| | 04:12 | We can move this over if we
wish, you don't have to do this;
| | 04:15 | you can make it a bit bigger as well.
| | 04:17 | As we make it bigger here, recognize
we are seeing the field names right here
| | 04:21 | that we saw in the previous sheet and
possibly you can move this down to see
| | 04:25 | them all, sometimes you'll do that but
that's not critical but that could be
| | 04:28 | helpful at times too.
| | 04:29 | Here are the fields that we're interested in.
| | 04:31 | I'm going to click the box for Salesperson.
| | 04:33 | Two things will change on the screen.
| | 04:36 | Off to the left and alphabetized
list of our salespeople and in the
| | 04:40 | lower portion of the PivotTable Fields list,
we see in the area called Rows, Salesperson.
| | 04:46 | Let's now click the box for Items, let's
say we want to track the number of items sold.
| | 04:51 | That's a numeric field.
| | 04:53 | If we check the box, it automatically
goes into the Values area that may be just
| | 04:58 | as important over in column B, we see
the sum of items for each salesperson and
| | 05:04 | there is that 7997 total that
we saw on the previous worksheet.
| | 05:09 | Now something you wouldn't expect at
first, if we do want to show the product
| | 05:14 | here, we're going to drag the word
Product into the Columns area and there's our
| | 05:19 | PivotTable, we can move this to the right.
| | 05:22 | The same total that we saw before and
if we were to compare the numbers with
| | 05:25 | that manually created table, the same
numbers in every single case, nowhere here
| | 05:30 | do you see a formula, click here, click
there, look in the Formula bar just the
| | 05:35 | numbers are here, pretty fast.
| | 05:37 | As you look at this you might say,
what's this Row Labels, Column Labels?
| | 05:42 | If it's only you working with
the data, don't worry about those.
| | 05:45 | The focus is on the numbers and what
they mean, but this does reinforce the idea
| | 05:50 | that this portion of the PivotTable
has a name, it's the Row area or the Row
| | 05:55 | Labels area, you could use either term.
| | 05:57 | We also see this term off to the right,
in the lower portion of the PivotTable
| | 06:01 | Fields list, we see the term Rows here.
| | 06:04 | Salesperson is in the Row
Labels area or the Row area.
| | 06:08 | Column Labels, that's the term we see
across the top, we see that also reflected
| | 06:13 | in the PivotTable Fields list to the right.
| | 06:15 | Now if you are making a presentation
of this data, you might not want to see
| | 06:19 | these terms here, you might have
noticed already that when the active cell is
| | 06:23 | within the PivotTable anywhere here
we've got a PivotTable tools Ribbon in our
| | 06:29 | menu system with an
ANALYZE tab and a DESIGN tab.
| | 06:33 | Also whenever the active cell is
within the PivotTable, we do see the
| | 06:38 | PivotTable's Field list to the right.
| | 06:40 | I'm about to click on
cell E1, watch what changes.
| | 06:44 | That field list to the right is gone and
the menu that we had seen is gone as well.
| | 06:49 | As I click back into the
PivotTable, both of those features return.
| | 06:54 | If we don't want to see these terms here,
Column Labels and Row Labels we can go
| | 06:59 | to the ANALYZE tab and
simply not show Field Headers.
| | 07:03 | In some cases that might be
appropriate, surely those are products we sell;
| | 07:07 | these are our salespersons so we
don't necessarily need labels there.
| | 07:11 | But I think a better choice will be,
let's return those Field Headers and then
| | 07:15 | let's change these cells so that they
actually reflect the names of the fields.
| | 07:20 | And the way we do that is to go to
the DESIGN tab and choose Report Layout.
| | 07:25 | Now you wouldn't instinctively know
that we have been viewing Compact Form.
| | 07:31 | The other two variations Outline
and Tabular do show the field names.
| | 07:35 | The difference in these two is that
Tabular shows gridlines, let's just choose
| | 07:39 | this one and now we see Salesperson instead of
Row Labels and Product instead of Column Labels.
| | 07:46 | We also see those two terms in our
PivotTable Fields list to the right, down here.
| | 07:51 | The more you work with PivotTables,
the more you appreciate the PivotTable
| | 07:54 | Fields list and the fact that the lower
portion of it serves as kind of a map of
| | 07:59 | the PivotTable itself.
| | 08:01 | A couple of other quick changes you
might want to make here, you might click in
| | 08:05 | the upper left-hand corner, Double-Click
a column boundary to readjust the
| | 08:08 | column widths, now it's not critical
but any other feature that you might be
| | 08:11 | familiar with formatting,
you can certainly use it too.
| | 08:14 | So it certainly didn't
take us very long to get here.
| | 08:17 | We have no formulas in sight and we
will as you'll see in an upcoming movie the
| | 08:21 | ability to quickly change
the layout of a PivotTable.
| | 08:24 | It's very fast to create a PivotTable
as you've seen and you will have the
| | 08:28 | choice at any time to put the
PivotTable on a separate sheet as we see it here
| | 08:32 | or on the same sheet as the source data.
| | Collapse this transcript |
| Manipulating PivotTable data| 00:00 | One of the best features of a Pivot
Table is the ease with which you can
| | 00:04 | manipulate the fields.
| | 00:05 | We're looking at a worksheet called
Manipulating, it's in the Workbook 13-PivotTables
| | 00:10 | and we're looking at a
Pivot Table that was created earlier and
| | 00:13 | we're thinking of changing the
layout of the fields as we see them here.
| | 00:17 | The Pivot Table fields list is off to the right.
| | 00:19 | Sometimes this is anchored, you can
click and drag its title and place it above
| | 00:24 | the data if you wish or closer to the
data and also make it larger this way.
| | 00:27 | Again, as we look at the Pivot Table
field list Product, Items, Salesperson,
| | 00:33 | that's the layout we see to the left.
| | 00:35 | Imagine if you're making a
presentation and the discussion about what we're
| | 00:39 | seeing here has pretty much run it's
course and the question that has come up,
| | 00:42 | could we see this breakout by
customer, possibly customer and region or
| | 00:46 | customer and salesperson.
| | 00:48 | So sometimes we want to make a change.
| | 00:50 | What if I like to see
Product down the left-hand side?
| | 00:53 | I'm not interested in Salesperson for
the moment, so I'll take Salesperson out
| | 00:57 | of the Row Labels area.
| | 00:59 | You can do it one of two ways.
| | 01:00 | You can click and drag and remove
it this way, another way is simply to
| | 01:04 | uncheck the box above.
| | 01:06 | For the moment we've got a pretty
small Pivot Table, not very valuable.
| | 01:09 | But let's place Product in the Row
Labels area and then let's see who are the
| | 01:14 | buyers of this product, perhaps we'll
bring in Customer and put that in the
| | 01:18 | Column Labels area and now we see this layout.
| | 01:22 | We have the same total that we saw
before, 7997 but a different layout.
| | 01:27 | We don't have to worry about formulas,
we still don't see any formulas here but
| | 01:31 | we can easily change the appearance
of this and another thought might have
| | 01:34 | occurred to you, what if a few years
ago you created a list like this, perhaps
| | 01:38 | it was done manually and you like to
recreate that list and in that list the
| | 01:43 | customer's names were down the left-hand
side, in that portion that we refer to
| | 01:47 | as the Row Labels area and the Product
was across the top, in that area we refer
| | 01:53 | to here as the Column Labels area.
| | 01:55 | So if you were to think of the data this
way and you'd like to flip the data, so
| | 01:59 | to speak, or transpose it,
the term pivot comes to mind.
| | 02:03 | We're going to pivot the data from
the upper left-hand corner and actually
| | 02:07 | that's not a single action, it's two actions.
| | 02:10 | We're simply going to reverse the order
of Customer and Product and that means
| | 02:14 | dragging these two fields to their
opposite location and in no particular order.
| | 02:19 | So I'm going to drag Customer from the
Column Labels area into the Row Labels
| | 02:24 | area and we see an interim view
there that occasionally might be okay.
| | 02:27 | Let's drag Product to the Column
Labels area and there is that layout.
| | 02:32 | And as we do this at different times
we might want to click in the upper
| | 02:36 | left-hand corner and Double-Click our
boundary to adjust the column widths.
| | 02:40 | Based on what we've seen so far, you
might imagine that a Pivot Table is mostly
| | 02:44 | about comparing two fields.
| | 02:46 | Well it often is, but
certainly it isn't limited to that.
| | 02:50 | If we want to show this breakout here
also by Salesperson, we could bring that
| | 02:54 | field back into list.
| | 02:56 | Because that's a text field, if we'd
click the box for Salesperson, it will
| | 03:01 | automatically appear in the Row Labels area.
| | 03:03 | If we want to go to Column
Labels area we have to drag it there.
| | 03:07 | So I'm just going to check the box for
Salesperson and we see the list here.
| | 03:12 | Now that's not very compact,
that doesn't mean it's bad.
| | 03:14 | But if we were to print this list, we
can see that it's certainly lengthier than
| | 03:18 | one we've been seeing but 70 rows is
not outrageous, that's a reasonable amount
| | 03:22 | of information and a lot of detail too.
| | 03:25 | If we change the order of Customer and
Salesperson, not exactly an instinctive
| | 03:28 | idea, but let's do it anyway,
watch what happens to our list.
| | 03:32 | Currently as we view the Pivot Table,
Customer is to the left of Salesperson.
| | 03:37 | As we look at the Pivot Table field list,
we see Customer above Salesperson, so
| | 03:42 | let's drag Customer downward and
now we see the display this way.
| | 03:47 | A different way of viewing the data and
it's up to you to decide which you like best;
| | 03:51 | you can change your mind at different times too.
| | 03:53 | You might also be seeing as we
do this, for example subtotals.
| | 03:57 | You may or may not want those.
| | 03:59 | If you don't, go to the DESIGN tab, Subtotals,
Do Not Show Subtotals, we see the list this way.
| | 04:06 | And once again we might want to switch
back and forth the order of Salesperson
| | 04:10 | and Customer just to see how it's looking.
| | 04:12 | And at different times you want to see a
list a certain way, you can see it another way.
| | 04:17 | All the while we're manipulating a Pivot Table;
| | 04:19 | there is no possibility in any
way of altering the original data.
| | 04:24 | Think of the Pivot Table as a separate
entity and we can change the layout any
| | 04:29 | number of different ways.
| | 04:30 | There might even be times when we say,
you know I don't want to see this
| | 04:34 | salesperson here but I want it
nearby so I can get to it quickly.
| | 04:38 | We can drag Salesperson into what's
called a Filters area, right there.
| | 04:41 | Recognize that in the Pivot Table now,
we have an upper portion here, this
| | 04:46 | is the Filters area.
| | 04:47 | The advantage here might be we only
want to see data about one person or
| | 04:51 | maybe two of our salespersons, click
the drop arrow there and maybe we just
| | 04:55 | want to see how well Emily has been
doing, there is Emily only, her sales,
| | 04:59 | 632 items sold altogether.
| | 05:02 | And you've got other options up here
as well, there is a choice for selecting
| | 05:06 | multiple items, let's say we also want
to see in our list here John Lucas and
| | 05:12 | now we are seeing jus the
data for those two people.
| | 05:14 | So the Filters area has a role to play as well.
| | 05:17 | If we no longer need to see this
differentiation, we could just possibly
| | 05:21 | remove Salesperson from the list completely or
possibly bring it back into the Row Labels area.
| | 05:27 | Now there's another aspect of
Pivot Tables that does surprise people.
| | 05:30 | It's almost as if we have created a
chart here in the sense that we've created
| | 05:35 | something different, it's a different
view of the data, it's certainly based
| | 05:38 | on data in a different worksheet in
this example, but what happens if the
| | 05:43 | source data changes?
| | 05:45 | So as we look at this list here,
remember the total is 7997, let's suppose our
| | 05:51 | list here is showing the
Salesperson and the Product.
| | 05:54 | So I'm going to remove Customer, this
time dragging it off, click the box for
| | 05:59 | Salesperson, we see our salespersons
here and I don't know if you remember but a
| | 06:05 | few minutes ago when I actually removed
it from here, we were using a filter and
| | 06:09 | now that filter is still there.
| | 06:10 | So if we look at Salesperson over on
left-hand side and click the filter arrow
| | 06:15 | there, there we might want to now
Select All of the names there, click OK.
| | 06:21 | In this list our total 7997, our
top seller here is Harlan Vaughn 1068.
| | 06:26 | I want to show you what happens here and
this might be a surprise if you haven't
| | 06:30 | worked with Pivot Tables very much.
| | 06:32 | I'm going back to the source data.
| | 06:34 | It's on the sheet called Creating.
| | 06:36 | I'm going to make a
change to one of the records.
| | 06:39 | We've got an update here and
actually 12 items were sold here.
| | 06:44 | Again, remember our original list is 7997.
| | 06:47 | If this is going to be 12
that list is going to go to 8000.
| | 06:51 | So I'm going to change this to 12, that
will have the impact in the cell to the
| | 06:55 | right which is calculating a total, you
would expect that to change and surely
| | 06:59 | our Pivot Table will have changed, right?
| | 07:01 | If we go to Manipulating, it still says 1068;
| | 07:05 | we still have the same total as before.
| | 07:08 | So what's happening here?
| | 07:09 | In Pivot Tables, even though they
are based on source data on another
| | 07:13 | worksheet possibly or maybe on this
worksheet, Pivot Tables don't change when
| | 07:18 | the source data changes.
| | 07:20 | You have to make that happen.
| | 07:21 | And so with the active cell within the
Pivot Table, go to the ANALYZE tab in the
| | 07:26 | Ribbon and choose Refresh.
| | 07:29 | Also there is a keystroke shortcut, Alt+F5.
| | 07:32 | And what has happened, it's now 8000 and this
number here which had been 1068 is now 1071.
| | 07:39 | So refreshing your data is something you
need to do as you work with Pivot Table data.
| | 07:45 | And there is another aspect to this
as well as you work with Pivot Tables.
| | 07:49 | Suppose you're having a meeting here
and you're looking at the numbers and for
| | 07:52 | whatever reason, one number jumps out
at this person to that person, somebody
| | 07:56 | wants to see the detail behind one of these.
| | 07:59 | Who are the 19 customers here who
purchased the bamboo coffee table or Icelita
| | 08:04 | Kelly was the Salesperson?
| | 08:05 | Double-Click, what's happened here,
we're in a brand new worksheet and we're
| | 08:10 | seeing here a list, these items
here do total, 19 there they are.
| | 08:15 | This represents the source of that number,
in other words what we're seeing here
| | 08:20 | and let's adjust the column to
make it a little bit more readable.
| | 08:23 | This is data gathered from the source
list and placed on a new worksheet in
| | 08:28 | table format and so this
represents the 19 that I Double-Clicked on.
| | 08:33 | Here are the 19 items that were sold.
| | 08:35 | And so as we go back to the Pivot
Table right here, when I Double-Clicked 19,
| | 08:40 | suddenly it's as if we go back to the
original data we find these 19 items and
| | 08:46 | we see them on a new worksheet,
that's called drill down and we can
| | 08:51 | Double-Click on any of the numbers in
this list here and get the same effect if
| | 08:56 | we're interested in that.
| | 08:57 | Now, if we make changes to our source
data and then update this Pivot Table,
| | 09:03 | this sheet isn't getting
updated and so it could be incorrect.
| | 09:07 | So when you do create these lists, keep
in mind that you might want to get rid
| | 09:11 | of them pretty quickly.
| | 09:12 | But if you're not changing the data
that much, they're going to be accurate
| | 09:15 | until you make changes.
| | 09:16 | If you no longer need the sheet,
simply Right-Click and delete it.
| | 09:20 | But it is a great feature called drill
down and sometimes you'll want to do that.
| | 09:24 | So we can see as we work with Pivot
Tables we change our minds sometimes about
| | 09:28 | the appearance of it, what it is we're
looking at, we have the ability to move
| | 09:33 | these fields back and forth.
| | 09:34 | Sometimes we're just
looking for a better display;
| | 09:37 | sometimes we're really looking to
analyze the numbers in greater depth.
| | 09:40 | The capability to manipulate and change
the appearance of a Pivot Table is one
| | 09:45 | of its greatest strengths.
| | Collapse this transcript |
| Grouping by date and time| 00:00 | In this worksheet called DateGrouping,
we see a Pivot Table with the date field
| | 00:05 | in the Row Labels area and this
is not a very compact Pivot Table.
| | 00:09 | There are no restrictions on how big a
Pivot Table might be, but this is not
| | 00:14 | much of a summary hare.
| | 00:15 | We're seeing the breakout day by
day over a two-year period on any day
| | 00:20 | where there was any sale.
| | 00:21 | Let's compact this.
| | 00:23 | If we have date entries and all of our
date entries are valid, we can simply
| | 00:27 | Right-Click on one of these
date entries and choose Group.
| | 00:32 | Excel recognizes the data as date typed data.
| | 00:36 | It suggests possible months.
| | 00:37 | Let's go with that and
see what happens, click OK.
| | 00:41 | And immediately, we're
seeing a summary by months.
| | 00:43 | Now, remember this is a two-year
period, so this might not be quite what
| | 00:47 | we're aiming for and yet you can
see pretty quickly how this summary is
| | 00:51 | practically instantaneous.
| | 00:52 | We've got totals by month
covering a two-year period across the
| | 00:56 | different regions here.
| | 00:58 | Let's Right-Click on one of the
months here, chose Group again.
| | 01:02 | Earlier when we saw this list we could
have grouped by quarter and years as well.
| | 01:06 | You simply click on the
additional fields you might need.
| | 01:08 | So, we might choose any two of these or
all three of them or just one of them.
| | 01:13 | Recognize also that if we were looking
at time data, we might want to group it
| | 01:17 | by hours of the day.
| | 01:18 | But let's take a look at Months,
Quarters, Years as we click OK.
| | 01:22 | Now, we see a nice breakout here
by Year, and Quarters, and Month.
| | 01:27 | Now, the word Date here is a little bit off.
| | 01:29 | These are months so let's change that
and you can do this within Pivot Tables.
| | 01:34 | Let's just call that Month, much better.
| | 01:38 | And you might or might not have
noticed that in the Pivot Table field list
| | 01:41 | we see the word month.
| | 01:43 | Now, the source data still does not
contain a column with the word month, but we
| | 01:47 | see that here as we work with the Pivot Table.
| | 01:51 | Now, scrolling up and down a
little bit, this list is not that large.
| | 01:54 | It's relatively compact.
| | 01:55 | It goes down to row 29 here, but as we
look at this list here and click back
| | 02:00 | within the Pivot Table and see our Pivot
Table field list, recognize that in the
| | 02:04 | Row Labels area, we've got
Years, Quarters and Month.
| | 02:08 | Now, what might we do here if we
want our list to be a bit more compact?
| | 02:13 | Maybe we're going to try looking
at this just by Years and Quarters.
| | 02:17 | So, let's take Month and to keep it
handy and nearby, let's put it in the
| | 02:22 | Filters area and now look at our Pivot Table.
| | 02:25 | We see totals by Years and Quarters.
| | 02:28 | Now, let's try something that
you might not instinctively try.
| | 02:31 | Flip the order of Years and
Quarters within the Row Labels area.
| | 02:36 | So, I'm going to drag Years
downward, watch the display now.
| | 02:40 | That's probably not as common as the
previous view, but it does allow us to show
| | 02:44 | for example, our two quarter ones
next to each other for 2010 and 2011.
| | 02:48 | Here we see our two quarter twos and so on.
| | 02:52 | So, that kind of a grouping not exactly
obvious at first also emerges from this
| | 02:56 | capability, let's put it back again.
| | 02:58 | Let's bring in Month, take
out Quarters for the moment.
| | 03:04 | Now, we're seeing Years and Month, and here
too might we flip the order of Years and Month?
| | 03:09 | It doesn't seem like the
most obvious thing to do.
| | 03:11 | Here we're seeing our two
January's next to one another.
| | 03:14 | Now, when you manipulate date at
different times, sometimes you will see
| | 03:18 | subtotals, sometimes not.
| | 03:20 | If you don't want to see them, on the
Design tab in the Ribbon, Subtotals,
| | 03:25 | Do Not Show Subtotals.
| | 03:26 | If the view that you have here is by
way of the Design tab, Report Layout if
| | 03:32 | you choose Outline or Tabular,
sometimes the capabilities of these two are a
| | 03:35 | little bit different.
| | 03:37 | Let's go to Tabular form.
| | 03:38 | You might have seen a choice there under
Subtotals, Show All Subtotals at Bottom
| | 03:44 | of Group or at Top of Group.
| | 03:45 | Now, on the example here, I chose
top and yet they appear at the bottom.
| | 03:50 | That's because on Report Layout and you
wouldn't know this until you tried it.
| | 03:54 | Tabular form doesn't
recognize that choice, Outline does.
| | 03:59 | So, I made the choice to put the
Subtotals above and they stayed below.
| | 04:02 | How about show in Outline form now?
| | 04:05 | Now, we see our subtotals above.
| | 04:07 | In other words, here are
the totals for two Januarys.
| | 04:11 | So, that's a bit of a change that
you might not pick up on at first.
| | 04:15 | If we don't want to see them again,
let's just jump back to Subtotals,
| | 04:17 | Do Not Show Subtotals.
| | 04:19 | And now it's a simpler view.
| | 04:21 | Experiment with these two choices
too though and see the differences.
| | 04:24 | Tabular will show gridlines as
well and show the display this way.
| | 04:28 | Now, there are a lot of possibilities
for changing the way we group Month,
| | 04:32 | Years and Quarters and so
although we're not counting the number of
| | 04:35 | possibilities here, just by simply
moving these fields back and forth and in
| | 04:39 | different ways, we can get a good quick
view of what's happening based on time
| | 04:44 | criteria here over Years, Months and Quarters by
using this grouping capability as we see it here.
| | 04:50 | One other option that wouldn't be so
obvious either, if we were for example
| | 04:55 | here, to simply Right-Click one of the
year entries and choose Group again and
| | 05:00 | this time turn off these three
groupings but instead group these by days.
| | 05:06 | Now, that doesn't sound like it's
what we want at first, particularly if we
| | 05:09 | see number of days one.
| | 05:12 | But what if we change that to be 14?
| | 05:13 | What we're now going to get is a two-week
grouping and maybe it so happens
| | 05:18 | that in your organization, you group your sales
or you tabulate your sales on a two-week basis.
| | 05:23 | Let's see how this date
looks grouped every two weeks.
| | 05:27 | Now, a little bit of fine tuning
touch here, you might want to go to your
| | 05:31 | calendar and you probably would want
this to start on a Monday or possibly a
| | 05:35 | Sunday so you might want to revisit
that and start these on a different date,
| | 05:38 | but you could quickly see we're
talking about 14-day periods here.
| | 05:41 | If this covers two years we're
about to see 50 rows or so here.
| | 05:45 | So, that's another kind of grouping.
| | 05:47 | If the data had been hours, we could
group these by hours of the day to see
| | 05:50 | which hours of the day
provided the most sales as well.
| | 05:53 | So, the ability to group information
by date and time is a powerful tool
| | 05:58 | when using Pivot Tables.
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| Grouping by other factors| 00:00 | In addition to grouping data by date
and time factors, Pivot Tables also gives
| | 00:05 | us the possibility to pretty much create
grouping on our own, sort of an ad hoc way.
| | 00:10 | We're looking at the worksheet called
OtherGrouping in our file 13-PivotTables.
| | 00:13 | Imagine if somebody asks us to
group data by the east region.
| | 00:19 | Now, we don't really have an east region,
we've got a northeast, we've got a southeast.
| | 00:23 | You can move fields.
| | 00:24 | For example, if we want to move
southeast next to northeast, just click that
| | 00:28 | cell, drag its bottom edge.
| | 00:31 | Those two fields are now
adjacent, northeast and southeast.
| | 00:34 | The date is together.
| | 00:35 | Suppose we want to
create a grouping called East.
| | 00:38 | Select just the two labels, Right-Click Group.
| | 00:42 | Suddenly, we see a new row in the term GROUP 1.
| | 00:46 | That's not very meaningful,
so let's just call it East.
| | 00:50 | Recognize there's a minus in front of it.
| | 00:52 | Let's click the minus and
before doing that, look at the total.
| | 00:55 | We got a northeast and a southeast.
| | 00:56 | This total here is going to be about 4000 or so.
| | 00:59 | Let's just click the minus, what happens?
| | 01:01 | There is the total.
| | 01:03 | What we're seeing here is the total of the
northeast and the southeast with no detail.
| | 01:08 | If we group the east that way we
probably want to group the west similarly.
| | 01:12 | So, drag across northwest and southwest
and here too, Right-Click and Group and
| | 01:17 | we'll simply change that word group to West.
| | 01:20 | We're going to type right over.
| | 01:23 | Now, we can collapse the west as well.
| | 01:25 | So, for the moment we're seeing East
and West, new grouping that didn't really
| | 01:29 | exist in our original data.
| | 01:31 | In the Pivot Table field list to the
right, recognize that we now have a
| | 01:34 | field called Region2.
| | 01:36 | You might leave that there or click
on it, give it a different name, maybe
| | 01:41 | east-west or something like
that to differentiate a bit.
| | 01:44 | So, we now have the ability to view this
list whenever we wish in the East, West
| | 01:49 | breakout or in the four breakout
region the way we saw it earlier.
| | 01:53 | So, we can create our
groupings in an ad hoc kind of way.
| | 01:57 | We can also do this with
data in the Row Labels area.
| | 02:00 | So, if we simply want to group these two,
maybe these are the two bamboo items,
| | 02:04 | we're going to bring out that idea.
| | 02:06 | So highlight those two, Right-Click>Group.
| | 02:09 | You see the term Group1 again,
let me just type in Bamboo.
| | 02:15 | There we are, and we could collapse that.
| | 02:17 | So, we got our Bamboo total and then the
other ones we haven't grouped just yet,
| | 02:21 | maybe we won't but we have that capability.
| | 02:23 | So, grouping sort of on the fly or in
kind of an ad hoc way, we can do this
| | 02:27 | easily in a Pivot Table simply by
selecting the two, Right-Clicking and
| | 02:32 | choosing Group.
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| Using slicers to clarify and manipulate fields| 00:00 | If you want greater control over a Pivot
Table when you're making a presentation
| | 00:04 | or when you're simply analyzing
data, you need to know about Slicers.
| | 00:08 | This is a relatively new feature in
Pivot Tables introduced in Excel 2010.
| | 00:14 | In this particular Pivot Table we're
seeing Salespersons in the row labels area,
| | 00:18 | Product in the column labels area.
| | 00:21 | Now, suppose we want to see
just some of the products.
| | 00:24 | A standard way to make this choice is
to click the drop arrow for Product and
| | 00:28 | unselect the items we don't want to see.
| | 00:29 | So maybe we don't want to see the two
tables here and we're not seeing them and
| | 00:35 | the totals are adjusted.
| | 00:36 | Now, do we know which fields were not seeing?
| | 00:39 | Well, if we just made the change, yes.
| | 00:42 | But, we might be looking at
the Pivot Table in later time.
| | 00:44 | Do we know our product list that well?
| | 00:46 | Do we know what's not being seen?
| | 00:48 | So, one aspect of using these arrows is
that we might at different times want to
| | 00:54 | know not just what we are
seeing but what we're not seeing.
| | 00:57 | And maybe we want to focus on
just some of our salespersons.
| | 01:00 | And so similarly, we could go to
the drop arrow for Salesperson and not
| | 01:05 | select all of the names.
| | 01:06 | I'm not doing that but let's say,
that we certainly could do that as well.
| | 01:10 | Now, Slicers which is available on
the ANALYZE tab in the ribbon when we're
| | 01:15 | using the Pivot Tables is
found in the Filter group.
| | 01:18 | Insert Slicer what we're about to
see here is all of the field names.
| | 01:23 | Now, we're not using all the fields right now.
| | 01:25 | We're not using for example Region,
we're not using Customer but we still might
| | 01:29 | want to see Slicers for our various fields here.
| | 01:33 | Perhaps not all of them and
you want to experiment with this;
| | 01:36 | but I'm going to use Salesperson, Product,
Region and Customers, a small problem
| | 01:39 | here it can be, our screen
is going to be a bit crowded.
| | 01:43 | Let's click OK and see what we'll see here.
| | 01:45 | We've got slicers now for Customer,
Region, Product and Salesperson.
| | 01:50 | We can make these a bit smaller
something like that, take a bit of time to do it
| | 01:54 | for all of these, you don't have to
do this but just a reminder, you can
| | 01:58 | redesign this as you wish.
| | 01:59 | As you're manipulating these two,
recognize that there is a SLICER TOOLS ribbon
| | 02:03 | in the menu system also with an OPTIONS tab;
| | 02:06 | we can change colors, heights and so on.
| | 02:07 | Products, same idea.
| | 02:09 | Now, the advantage of these is two fold.
| | 02:13 | One, is we can see which
entries are not being shown.
| | 02:17 | So, for example, right away we can see here
on Product the two items that are not showing.
| | 02:22 | If we only want to look at two of our
customers, say Ellington Designs and Home Emporium.
| | 02:27 | We'll click Ellington Designs and
we're only seeing that customer and
| | 02:31 | now holding down Ctrl if we click Home
Emporium and we see the two of those together.
| | 02:36 | And so, as we're looking at the Pivot
Table, even though customer isn't even
| | 02:40 | visible anywhere we're only
looking at two of our customers.
| | 02:44 | And so ultimately this could be better
than what we're seeing with the standard
| | 02:49 | Pivot Table field list.
| | 02:50 | And the more we move these, the more
you manipulate them and you'll decide
| | 02:54 | what's best in terms of how many of
these you want to see but that gives us a
| | 02:59 | clear picture of what this Pivot Table
is all about in terms of what is showing
| | 03:03 | and what isn't showing.
| | 03:04 | You can make the Salesperson
slicer by the way, be two columns.
| | 03:06 | It might be a good choice, and then
possibly make it wider and that way we can
| | 03:11 | see the names that way too.
| | 03:13 | So at any given time when we're
working with this Pivot Table, we don't
| | 03:16 | necessarily need our Pivot Table field
list although it's certainly is helpful
| | 03:20 | to remind us of the layout.
| | 03:22 | But let's say we move that aside a
little bit by dragging its title at the top.
| | 03:26 | Let's drag it over here for
example, and focus more on the slicers.
| | 03:29 | The red X within the slicers looks like
it's a way to get rid of the slicer but
| | 03:34 | what it really means is clear the filter.
| | 03:36 | In order words, select all of the fields.
| | 03:38 | So click the red X to select all of
the fields, and in effect we're not using
| | 03:42 | Product now because all of
the products are being shown.
| | 03:45 | Once again, if we only want to look at two of
these, click that one then use the Ctrl key.
| | 03:50 | If there's a consecutive cluster we want
to use, if we want to use the first three;
| | 03:54 | click Bamboo Coffee Table and then
with the Shift key click Captain Recliner,
| | 03:58 | so we see those three.
| | 04:00 | So, at any given time with these
slicers here you know what's showing in the
| | 04:04 | Pivot Table and what's not showing.
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| Using PivotCharts| 00:00 | When you're working with Pivot Table
data, invariably it's about the numbers.
| | 00:04 | And as we work with numbers in Excel
sometimes it makes sense to have a chart as well.
| | 00:08 | You can create a Pivot
Chart along with a Pivot Table.
| | 00:12 | Also at any time when working
with an existing Pivot Table, you can
| | 00:16 | instantly create a chart.
| | 00:17 | For example, if we go to the Slicers
sheet in this workbook, Pivot Tables.
| | 00:22 | If we want a Pivot Chart based on the
Pivot Tables that's visible simply click
| | 00:26 | within the Pivot Table and
press Alt+F1 and there's a chart.
| | 00:31 | One suggestion with Pivot Charts,
make them be stacked column.
| | 00:35 | Not always the best solution, but many,
many times even when a Pivot Table
| | 00:39 | doesn't seem to have that much data and a
Pivot Chart looks fairly crowded as this one does.
| | 00:44 | Let's go to the Design tab in the
ribbon when the Pivot Chart is selected
| | 00:49 | and the second button from the right,
Change Chart Type, Stacked Column,
| | 00:53 | possibly stacked the bar, Double-Click
tends to create a cleaner looking
| | 00:58 | chart, not so crowded.
| | 01:00 | If you have created a Pivot Chart it
is in sync with the Pivot Table at all
| | 01:04 | times, so if for example, if we go into
the Pivot Chart fields to the right and
| | 01:08 | change the location of Product and Salesperson.
| | 01:11 | I'm going to drag product down here.
| | 01:14 | Notice the look of the chart right now,
fairly crowded and the labels look
| | 01:17 | terrible across the bottom
and put Salesperson here.
| | 01:21 | Also note that the wording looks
different than it does typically here.
| | 01:25 | Instead of seeing column here, we see
the Legend (Series) and instead of row we
| | 01:30 | see Axis (Category), but I think you
can see here the chart will at times
| | 01:34 | compliment the data to give us
that quick visual read that we want.
| | 01:38 | Let's go back to the worksheet
called PivotChart and show how when we're
| | 01:42 | creating a Pivot Table we might
want to create a Pivot Chart as well.
| | 01:47 | INSERT tab, we do see the choice
Pivot Table off to the left but off to the
| | 01:52 | right in the Charts group
we see PivotChart, click it.
| | 01:57 | And we're on our way to
be creating a Pivot Chart.
| | 01:59 | Now, although we don't see the term
Pivot Table at the top, we will be creating
| | 02:04 | a Pivot Table as well.
| | 02:06 | Suppose we want both of these on this worksheet.
| | 02:09 | Choose where you want the
Pivot Chart to be placed;
| | 02:12 | Existing Worksheet, Location, how about J1?
| | 02:16 | That's the upper left hand corner, click
OK and we're about to see a Pivot Chart.
| | 02:23 | These screens tend to be a bit busy so
let's scroll rightward, and chart fields,
| | 02:29 | let's say, we want to see
Salesperson, down the left hand side.
| | 02:33 | Product, now I'm dragging
this into and area called Legend.
| | 02:36 | This is analogous to column
and let's say, we're tabulating;
| | 02:40 | this time maybe Total Cost, drag that
to the VALUES area and we got a Pivot
| | 02:45 | Table as well as a Pivot Chart.
| | 02:48 | As you would expect changes to the
Pivot Table immediately occur within the
| | 02:53 | Pivot Chart as well.
| | 02:54 | If the Pivot Chart is selected, the
terms we see here as I pointed out earlier
| | 02:58 | are bit different but the concept is the same.
| | 03:01 | If we click within the Pivot Table as I'm
doing now, we see the term Columns and Rows.
| | 03:07 | Again, we can change the order this way,
Product, Salesperson, drag product into
| | 03:12 | the row labels area maybe,
drag Salesperson in the Columns.
| | 03:15 | When we are looking at data like these
two, particularly with the large, large
| | 03:19 | numbers, one of their feature here
that you want to have control over is when
| | 03:22 | the numbers are looking like
this, a bit difficult to read.
| | 03:25 | First of all do we
really need the decimals here?
| | 03:28 | Perhaps not, Right-Click anyone of
these, chose Number Format and from there
| | 03:33 | choose an option that doesn't show
decimals and yet does show commas as a
| | 03:38 | thousands separator.
| | 03:39 | And so that cleans up the list a bit,
and now we've got our Pivot Chart and
| | 03:44 | Pivot Table together.
| | 03:45 | Remember, they're always in sync.
| | 03:46 | You can create a Pivot Chart
instantly by simply clicking in a Pivot Table
| | 03:51 | and pressing Alt+F1 or you can create
a Pivot Chart and Pivot Table together
| | 03:57 | from your source data.
| | Collapse this transcript |
|
|
14. Data Analysis ToolsUsing Goal Seek| 00:00 | Excel has a number of analytical tools and
they fall under the heading What-If Analysis.
| | 00:05 | You'll see these on the Data tab in the ribbon.
| | 00:08 | One of them is GoalSeek.
| | 00:10 | And the description we see on the
screen doesn't really do it justice.
| | 00:13 | Find the right input for the value you want.
| | 00:16 | In this worksheet called GoalSeek,
there's a function in cell M5.
| | 00:21 | You may have seen it; it's called PMT.
| | 00:24 | What we're trying to do in this
particular cell is calculate the monthly payment
| | 00:29 | for a loan of $24,000 based on a 60 month term.
| | 00:34 | Interest rate is 3.5%.
| | 00:36 | The answer that we get here is 437.
| | 00:40 | So, if you borrow $24,000, pay it off
over five years at 3.5% interest then,
| | 00:46 | monthly payment is $437.
| | 00:47 | Imagine a situation where
you want a different answer.
| | 00:51 | Maybe it's based on a real life wish
that you want this to be lower or maybe
| | 00:56 | you're saying, I know I was planning all
along on spending 500 month, let's just
| | 00:59 | make this answer to be 500
or 400 as the case may be.
| | 01:03 | GoalSeek feature in a certain
sense let's us work backwards.
| | 01:07 | It doesn't use
sophisticated math, it uses brute force.
| | 01:11 | We're going to say, we want
this to be a different answer.
| | 01:14 | Click this cell on the Data tab,
choose What-If Analysis, choose GoalSeek.
| | 01:20 | Here's the Goal Seek dialogue box.
| | 01:23 | We want to set this cell M5 to be the value 500.
| | 01:28 | By changing which cell, Goal Seek
only allows us to change one cell.
| | 01:32 | The function in cell M5 is
based on data from M2, M3 and M4.
| | 01:38 | We can only change one of these.
| | 01:40 | Suppose it's the principal at cell M4.
| | 01:42 | If we're going to be spending 500 a month,
we will be able to borrow more but how much?
| | 01:49 | Click OK, and we see that amount 27,485.
| | 01:53 | If we click OK, we keep the result.
| | 01:56 | If we click Cancel we
return to the original values.
| | 02:00 | You might want to try this feature
changing just the principal as I did or
| | 02:03 | possibly change in the rate.
| | 02:05 | You might not have control over that.
| | 02:07 | If the borrowing institution allows
you to change the term but keep the same
| | 02:11 | amount, you might want to cancel, try
this again, What-If Analysis, GoalSeek.
| | 02:17 | This time let's set the cell to be equal to
the value 500, based on the term changing.
| | 02:26 | Click OK.
| | 02:28 | So, we could pay $500 instead of
437 and then pay off our loan in 52
| | 02:34 | months instead of 60.
| | 02:36 | So, there are certainly
different ways to use this.
| | 02:38 | Let's take another case,
scrolling down in the same worksheet.
| | 02:41 | We're taking a course somewhere and here
are the scores we've got on various tests.
| | 02:46 | At the bottom here, in cell M14 is a
formula that's averaging the cells, and
| | 02:51 | recognize that it's
averaging the empty cell as well;
| | 02:54 | and the way this function works, if you
work with it, you know that Excel adds
| | 02:58 | up the data that it sees but it divides
by the number of cells that have data.
| | 03:03 | So currently it's adding up the
numbers and dividing by 6, but as soon as we
| | 03:07 | put a number in this cell M13, the average
will add up those numbers and divide by 7.
| | 03:14 | So we want this average to be 90, so
it can get an A. We'll go to What-If
| | 03:19 | Analysis, GoalSeek, set this cell M14
to be equal to 90 by changing which cell,
| | 03:26 | the cell that's currently empty, M13.
| | 03:30 | Click OK, and oddly enough it
seems to take a while to get there.
| | 03:34 | And finally when it does get there
we get our answer and it's not too
| | 03:38 | satisfactory, we got to get
102, well we can't do that.
| | 03:40 | So, let's cancel this.
| | 03:42 | Maybe if we get 89.51 we'll get
our A, so let's try this again.
| | 03:46 | What-If Analysis, GoalSeek, set this
cell M14 to be equal to 89.5, by changing
| | 03:54 | which cell, this empty cell again M13, click OK.
| | 04:00 | So, if we ace this final test and get a
99, looks like we got to get that then
| | 04:04 | we'll get our 89.5 average.
| | 04:06 | Maybe we'll get the A after all.
| | 04:08 | Now, let's take more
business like situation here.
| | 04:10 | Column H has a bunch of
salaries, over 700 of them.
| | 04:13 | New salaries that have been
calculated based on the old salary and a
| | 04:17 | percent increase of 2.7%.
| | 04:20 | So, every one of these salary
calculations is based at least partially on
| | 04:24 | this 2.7% in cell J2.
| | 04:27 | A total in J1 of all those
entries in column H is 38,889,000.
| | 04:33 | Let's imagine you are the chief
financial officer of this organization and
| | 04:38 | you say, well, in our prior
planning we were planning on 39 million
| | 04:42 | expenditure on salaries.
| | 04:44 | Let's make this be 39 million.
| | 04:46 | In other words, let's recalculate all
700 or so of these formulas so that our
| | 04:51 | total is now 39 million.
| | 04:53 | So when you use GoalSeek here, What-If
Analysis, GoalSeek, and we want that
| | 04:59 | cell J1 to be equal to 39 million 39,000,000
you don't to put in the comas but you can.
| | 05:09 | By changing which cell, the
cell that's got the percent in it.
| | 05:13 | Now you saw how long it took with our
example of those test scores, how long
| | 05:17 | is this going to take?
| | 05:18 | Click OK, it's done.
| | 05:19 | There it is, if we want
to keep it we'll click OK.
| | 05:23 | Looks like 3% is what we need here.
| | 05:25 | Now, when you use GoalSeek, don't assume
these answers are exactly what you see.
| | 05:30 | If I click the cell, this is the one
that change from 2.7%, I click this cell,
| | 05:35 | look in the formula bar.
| | 05:36 | It's really 2.99175 et cetera;
| | 05:38 | it's a big long number up there.
| | 05:40 | Now, someone has to make an exacted
decision and decide what to do, so you
| | 05:44 | might just Double-Click and change that to 2.
99 and it's probably going to be close enough.
| | 05:49 | There we go, but as I press
Enter our total will change.
| | 05:53 | It'll be a bit lower, not a whole lot lower.
| | 05:55 | So, you can see how this feature works.
| | 05:57 | It's ideal for working backwards so to speak.
| | 06:00 | We want a different answer for our
formula and we can do this by using GoalSeek
| | 06:04 | to change one of the cells,
that's a component of that formula.
| | Collapse this transcript |
| Using Solver| 00:00 | If you'd like to get a different
answer for a formula or a function in Excel,
| | 00:04 | and you would like to be able to
control the variation of a number of other
| | 00:08 | cells that control that formula, you want
to be considering the feature called, Solver.
| | 00:12 | We're looking at the Solver worksheet.
| | 00:15 | This feature is actually an
extension of or an optimization of the
| | 00:19 | GoalSeek capability.
| | 00:21 | We want a different answer here.
| | 00:22 | We want this to be 265,000 in cell E14.
| | 00:26 | The formulas in this worksheet and
they're in columns C and D as well as E
| | 00:32 | essentially build off of what's
happening in column B. To activate "Solver", you
| | 00:37 | need to first make sure that this
feature is added in to your Excel capability.
| | 00:42 | If you go to the Data Tab, if your
version of Excel has already added this
| | 00:47 | feature in, you'll see the word Solver
in the Analysis group, just to the right
| | 00:52 | of the Outline group.
| | 00:53 | If you're not seeing this group or
not seeing Solver, you'll need to take
| | 00:57 | the following step.
| | 00:58 | It only takes a few seconds
and you need only to do it once.
| | 01:02 | Go to the File tab in the ribbon, choose
Options and in the list of choices here
| | 01:08 | in the Excel Options dialog box,
down the left-hand side, choose Add-Ins.
| | 01:13 | And then in the list of Add-Ins choose
Solver Add-in and then, at the bottom of
| | 01:19 | the screen here, Manage Excel Add-ins, click Go.
| | 01:24 | And here we see a list of Add-ins,
Solver on my screen is already checked since
| | 01:28 | I already have it installed.
| | 01:29 | In your case, if it's not there, you will want
to check the box for Solver and then click OK.
| | 01:35 | And within a few seconds you
will have activated the Add-in.
| | 01:39 | And then on the Data Tab you will see Solver.
| | 01:42 | The pop-up description says, What-if
analysis tool that find the optimal value
| | 01:47 | of a target cell by changing values in
cells used to calculate the target cell.
| | 01:52 | So lets imagine that this cell
E14 is one that we want to change.
| | 01:57 | We want a different answer.
| | 01:58 | Now it's a formula that simply is
subtracting two other cells, but those cells
| | 02:03 | are getting their data
from a lot of other cells.
| | 02:05 | And ultimately, the cells that
trigger big reactions in this particular
| | 02:10 | worksheet are the once we see in column B.
| | 02:13 | So unlike GoalSeek which does allow us
to get a different answer, based on one
| | 02:17 | other cell changing, Solver allows us
to come up with a different answer based
| | 02:22 | on multiple cells changing.
| | 02:24 | Let's go to the feature called, Solver
on the Data Tab in the Analysis group.
| | 02:29 | Here's the Solver dialog box.
| | 02:31 | Set Objective, we want to change the
cell E14, Click or type, E14, set our
| | 02:39 | objective to the Value of 265000.
| | 02:46 | By changing which cells, now we could
change the Sales entry for January, the
| | 02:50 | Shipping entry, the Goods, the Freight,
the Miscellaneous, maybe all of them.
| | 02:54 | Lets just change a few of them.
| | 02:56 | I'm dragging across cells B5 and B6,
and also I'm going to select B10.
| | 03:03 | Now we want to allow these cells to change.
| | 03:06 | But we do want to be realistic about it.
| | 03:09 | So, let's choose Add;
| | 03:11 | this means Add constraints.
| | 03:13 | The first constrain is that we want
this cell B5, lets click on it, to be less
| | 03:20 | than or equal to a certain amount.
| | 03:22 | So let's imagine that we want to
allow that January sales number to grow
| | 03:27 | somewhat but not too far. How about 139000?
| | 03:31 | Now that might not be
enough, we don't know that yet.
| | 03:33 | Let's add another constraint.
| | 03:35 | Let's allow our income from shipping,
that's in B6 to grow a bit but certainly
| | 03:40 | no more than 28,000.
| | 03:44 | Let's add another constraint.
| | 03:46 | And again, being somewhat optimistic,
this time let's focus on Goods, the
| | 03:50 | cost of goods in B10.
| | 03:52 | This time we want to allow that value
to drop, but not too much but we want to
| | 03:58 | reverse the arrow here to say that that
must be greater than or equal to 75,000.
| | 04:05 | That's all the
constraints we want, we'll Click OK.
| | 04:08 | Here we see the three constraints
listed, two of those can grow but within a
| | 04:13 | certain limits, one
constraint but within a certain limit.
| | 04:16 | We want this cell E14 to be equal to
265000 lets Click Solve and we get a pop-up
| | 04:24 | box, Solver found a solution.
| | 04:26 | There certainly will be times where the
message will say, Solver did not find the solution.
| | 04:31 | And sometimes you'll see a number in
the appropriate cell that's very close.
| | 04:35 | The example here, we've got a total,
and we've got a new number for Sales, it's
| | 04:40 | 137,687 a new number for Shipping
and a new number for Cost of Goods.
| | 04:46 | And we've got our total here
| | 04:48 | So we've got a couple of options,
we could restore the original values;
| | 04:52 | we could keep these and
Return to Solver Parameters Dialog.
| | 04:56 | If you're working with this and you
decide to go back to original values, if
| | 05:01 | you do want to experiment, you might want to
make a copy of this worksheet before going here.
| | 05:06 | But if you're fairly confident about
what this feature can do or you've been
| | 05:09 | told that it's a good one, you might just want
to Click OK, possibly keeping the results here.
| | 05:14 | What I'm going to do for the moment is
Restore the original values and return to
| | 05:19 | Solver Parameters Dialogue box by Clicking OK.
| | 05:22 | So our numbers are back to what they were.
| | 05:25 | What I didn't point out earlier and
something you might want to look into, and
| | 05:28 | this may involve some knowledge
about Solver that I'm not familiar with.
| | 05:32 | This is a very sophisticated feature and
we didn't talk about the Solving Method.
| | 05:38 | You might not be familiar with
the terms GRG Nonlinear, Simplex LP.
| | 05:44 | Each of these has a description here
and possibly as you'd make these choices,
| | 05:49 | you might also want to explore Options.
| | 05:52 | And there are different choices here,
different choices for Nonlinear, different
| | 05:56 | choices for Evolutionary, Mutation
Rate, Population Size, Random Seed.
| | 06:02 | And so, familiarity with those terms
will help you make different kinds of
| | 06:06 | decisions about how to make
this feature work for you.
| | 06:09 | And if you want more advice I'm simply
going to close this here, it should have
| | 06:13 | to go to the site www.solver.com.
| | 06:16 | You'll get more information on this.
| | 06:17 | This is a classic Excel Add-in.
| | 06:19 | it's been in Excel for any number of
years, but this website gives you a lot of
| | 06:24 | detail on how to make
this work most efficiently.
| | 06:26 | I think you can see from the small example.
| | 06:28 | This is a sophisticated tool that
allows us to do a considerable amount
| | 06:32 | of financial analysis.
| | Collapse this transcript |
| Using Scenario Manager| 00:00 | In this worksheet called, Scenario,
we're looking at a 2014 Budget Projection.
| | 00:05 | As I scroll to the right, we had
monthly totals, quarterly totals, and a grand
| | 00:08 | total in column R. And scrolling left
toward and then downward, we see the
| | 00:13 | items being tracked here.
| | 00:14 | Sources of Revenue, Cost of Goods, our Expenses,
and at the bottom in row 35 and Net Profit.
| | 00:21 | And the lower right-hand corner cell
R35, the Gross Profit for the entire
| | 00:26 | 12-month period projected.
| | 00:28 | That same number is reflected in
the upper left-hand corner, as I press
| | 00:31 | Ctrl+Home at 450,000.
| | 00:34 | We also see it here.
| | 00:35 | A brief look at the formulas here, the
February formulas for the entries we see
| | 00:39 | here are based on the
January entries with a 1% change.
| | 00:44 | March at 1% change on February.
| | 00:47 | Second quarter, our
numbers are based on 3% changes.
| | 00:50 | Ultimately, we might have a percent
change in every cell here, but all the
| | 00:54 | entries for example in the May column
involve using the April numbers on a 3% change.
| | 01:00 | April is based on March;
| | 01:02 | March on February and so on.
| | 01:04 | Let's imagine that we might want to
show these numbers with different results.
| | 01:08 | And one option surely can be and
relatively straightforward, we can make
| | 01:12 | multiple copies of this sheet.
| | 01:14 | A simple Ctrl+Drag, we could create
a new sheet that's identical and then
| | 01:17 | change the numbers.
| | 01:19 | But it might be easier to work with if
we had a quick, easy method of showing
| | 01:24 | different scenarios within the same worksheet.
| | 01:28 | So let's imagine that this is our first
look at the numbers and we want to hold
| | 01:32 | on to this, this 450,000 number.
| | 01:35 | But we're also thinking of showing
different scenarios with lower sales or
| | 01:40 | higher sales, maybe both or maybe a
combination of what happens if we have a
| | 01:45 | higher cost of goods, lower cost of goods.
| | 01:48 | So we might have five or six
different scenarios in mind.
| | 01:51 | Let's create a couple.
| | 01:52 | But let's first begin by storing
or holding on to this scenario.
| | 01:57 | And the feature that we're about
to use is on the DATA tab, What-if
| | 02:00 | Analysis, Scenario Manager.
| | 02:04 | There are No Scenarios defined.
| | 02:05 | Now let's add a Scenario and let's just call
this normal or typical or Normal is good enough.
| | 02:13 | And we really don't want to
change any cells here right now.
| | 02:16 | But let's say looking ahead to our other
scenarios, we might be changing cell B5
| | 02:22 | and also cell B10, put a comma
we're going to change those two cells.
| | 02:27 | And just those two although we
certainly could change more, in fact we can
| | 02:31 | change up to 31
different cells. Let's Click OK.
| | 02:35 | Now, right now we wanted to
keep these settings 137,000;
| | 02:38 | 76,000 for the two cells in question.
| | 02:41 | We'll simply Click OK, simply to
define the so called, Normal Scenario.
| | 02:47 | Now, let's add a new scenario, and
we'll call this one LowSales, or maybe
| | 02:52 | LowSales-HighCost of Goods.
| | 02:56 | Type it anyway you want.
| | 03:00 | Changing cells, let's keep the same ones
we had before although we didn't change
| | 03:04 | them before, now we will, Click OK.
| | 03:06 | So the LowSales-HighCost of Goods model
is going to project not 137,000 as our
| | 03:13 | Sales, but let's say 130,000.
| | 03:14 | And let's say our Cost of Goods have
gone up to 80,000 under this scenario,
| | 03:20 | probably the worst of all
scenarios, these two numbers.
| | 03:23 | We Click OK and we've just defined this.
| | 03:26 | Now we're not seeing it yet, and we
still see the 450,000 total, so let's
| | 03:31 | show this scenario.
| | 03:33 | Show and there it is 308,000.
| | 03:37 | We can show the Normal again,
if we wish go back here;
| | 03:40 | show that as we can bounce back and forth.
| | 03:42 | There are other ways to do this too.
| | 03:44 | Let's add a third scenario.
| | 03:46 | This is going to go on the
opposite direction, and we'll call this
| | 03:48 | HighSales-LowCostofGoods.
| | 03:56 | Perhaps the best of all
possible worlds, Click OK.
| | 04:00 | And this time, instead of 137,000,
earlier we had 130,000 for the other direction;
| | 04:05 | let's go up to 145,000.
| | 04:08 | And for the cost of goods, let
them drop to 70,000. Click OK;
| | 04:14 | we've just defined this scenario.
| | 04:16 | Do you want to view it, of
course, Click Show and there it is.
| | 04:20 | Under this scenario we'll make $646,000.
| | 04:24 | Now, we can always get to these
scenarios, remember they are all on the same
| | 04:28 | sheet, simply by going to the DATA
tab and choosing What-if Analysis, go to
| | 04:32 | Scenario Manager and pick the one
we want to see and then Show it.
| | 04:37 | But at any given time it could get a little
slow, and what if we've got five or six of these?
| | 04:43 | Having to keep this dialog
box open or getting to it.
| | 04:45 | There might be a better way
to do this. Oh, there is.
| | 04:48 | If you Right-Click anywhere within the
Quick Access Toolbar, typically this is
| | 04:53 | located above the ribbon although it
could be below, Right-Click anywhere there
| | 04:57 | and go to Customize Quick Access Toolbar.
| | 05:01 | And in the list here, you
might see popular commands.
| | 05:04 | Scrolling up and down, you don't see
Scenario but there are other choices here.
| | 05:08 | We also see commands not in the
ribbon, of course they're alphabetized.
| | 05:12 | And in this list here, you might see Scenario.
| | 05:15 | There it is right there, Click this.
| | 05:17 | Because it has an arrow to the
right that implies it's going to have a
| | 05:21 | drop-arrow and it will.
| | 05:22 | Then add this to the Quick
Access Toolbar and then Click OK.
| | 05:27 | So now without activating that command
that we just saw, anytime we're on this
| | 05:32 | worksheet, we've got this button
here, we can Click the drop arrow.
| | 05:35 | Let's view the HighSales-LowCostofGoods
Scenario, there it is.
| | 05:39 | Or at a different time, perhaps during a
presentation, let's view the so called,
| | 05:43 | Normal or Starting Point Scenario, there it is.
| | 05:45 | Or of course the other one is there too.
| | 05:48 | And in some situations maybe we'll
have five or ten a few more even.
| | 05:52 | So this capability allows us to
essentially store different scenarios within
| | 05:57 | the same worksheet.
| | 05:59 | So we don't need multiple worksheets here.
| | 06:01 | And so in the example as we've just
seen here, we've created three different
| | 06:04 | scenarios easily accessible by a
way of that button, or by a way of the
| | 06:09 | command on the DATA tab.
| | Collapse this transcript |
| Using Data Tables| 00:00 | In this worksheet called DataTable row 3
contains different interest amounts and
| | 00:06 | they're incremented by an eight of a percent.
| | 00:08 | The formulas in all of these cells except
for cell C3, and in column B we've got amounts.
| | 00:13 | Maybe we're considering borrowing money,
and these are incremented by 25,000.
| | 00:18 | And what we'd like to create here is
ultimately a grid containing the monthly
| | 00:22 | payments with these different
interest rates and amounts being borrowed.
| | 00:27 | In cells B1 and B2, we have got 3% and 200,000.
| | 00:31 | Let's put in a formula here in B3.
| | 00:34 | We're going to be using the Data Table feature.
| | 00:36 | It's found on the Data
tab under What-if Analysis.
| | 00:40 | Let's first set up a formula in cell B3.
| | 00:43 | Using the function PMT, this allows us
to calculate the monthly payment based on
| | 00:49 | an interest rate, in this case 3%.
| | 00:52 | We want to divide this by 12 since we're
paying our interest monthly, the
| | 00:58 | term here 360 months.
| | 01:00 | We'll show you later how we
might want to change that.
| | 01:03 | We're setting up here what might be
called a master formula, and we
| | 01:07 | want to borrow 200,000.
| | 01:09 | If we do press ENTER now, the amount
that we see will be expressed negatively.
| | 01:13 | So let's put a minus in front of the
B2 here, so what we are about to see
| | 01:18 | will be the monthly payment on a loan
of 200,000 at 3% over 360 months and
| | 01:26 | there is that amount.
| | 01:27 | Now, think of this as a master formula.
| | 01:29 | The Data Table feature is going to ask us
what we need to use for a percent change.
| | 01:36 | We will be referring to this 3% cell,
but as we select these cells, Data Table
| | 01:42 | is going to fill all these in rapidly.
| | 01:45 | Data tab, What-If Analysis, Data Table.
| | 01:48 | It asks us for a Row Input cell.
| | 01:52 | Which row entries, meaning the
percents here are we referring to?
| | 01:56 | We refer to cell B1.
| | 01:59 | The column input cell, that's
cell B2, okay, and there's our list.
| | 02:07 | Now, although we have a formula here,
we really don't need these input cells
| | 02:11 | anymore, they can be empty.
| | 02:13 | We could just highlight these and press Delete.
| | 02:15 | It's not going to change our results at
all, we could get rid of the color if we
| | 02:20 | wanted too, and as we look at the
results we might say, well, what are these
| | 02:24 | numbers going to be if it's 15-year loan?
| | 02:26 | Let's put in the number 180 in cell A1,
and as we put in the 180 and press
| | 02:30 | Enter, we've got a new set of numbers.
| | 02:32 | And so each of these cells here is
reacting to the cells out of row 3 for the
| | 02:38 | percent change, the cells out of the
column B for the amount being borrowed.
| | 02:43 | And so, we can change these results rapidly.
| | 02:46 | And furthermore, since we earlier had
set up some formulas here, now I did this
| | 02:50 | ahead of time, and this isn't
always a requirement, and isn't always a
| | 02:53 | characteristic of a Data Table.
| | 02:55 | But if we want to show these numbers
starting at 2.5%, I'm
| | 03:00 | going to type in 2.5%.
| | 03:01 | I've already got formulas in place
there that take into account that we want
| | 03:06 | each of these to be an
eight of a percent higher.
| | 03:08 | So now we range from 2.5%
all the way up to 4%, and we could do the
| | 03:13 | same thing down the left hand side,
each of these cells has formulas.
| | 03:16 | And again, this is not necessarily
the characteristic of a Data Table.
| | 03:20 | You might want to set this up yourself this way.
| | 03:22 | So what we can also do here to make
this look more interesting is select these
| | 03:27 | cells, and then as we do the quick
analysis in the lower right hand corner
| | 03:32 | invites us to make some changes. Click it.
| | 03:35 | How about Data Bars, how would they look here?
| | 03:37 | Maybe not so good, how about Color
Scales, well that could be interesting.
| | 03:42 | How about Icon Sets?
| | 03:43 | Maybe that could be interesting as well.
| | 03:45 | It divides the data into thirds;
| | 03:47 | we may or may not want to use that.
| | 03:49 | If we do make this choice, we will have to
make the columns wider, we could do that.
| | 03:53 | So I'm able to decide on Color Scale.
| | 03:55 | And if you are familiar with
Conditional Formatting you might want to jump over
| | 03:58 | to the HOME tab and then go to
Conditional Formatting, and get a preview as to
| | 04:03 | how other Color Scale options might appear.
| | 04:06 | Maybe we'll choose this one.
| | 04:08 | But even though we could have done
this with formulas and in a different way,
| | 04:12 | the Data Table concept here facilitates
the idea that we created a Data Table.
| | 04:18 | We can make changes to row 3 here to
change the percents, or the column B
| | 04:22 | entries to change the amount, or go
back to cell A1, maybe change that to 360
| | 04:26 | that way it was earlier.
| | 04:27 | I've got flexibility here by way of
Data Table, found on the Data tab, in the
| | 04:33 | What-If Analysis group, Data Table.
| | Collapse this transcript |
|
|
15. Introduction to MacrosDefinition and examples| 00:00 | When you find yourself repeating
certain command sequences in Excel, sometimes
| | 00:05 | the thought is, here I go
again, same thing all over.
| | 00:07 | Do I have to go through those same
six steps, those same eight steps?
| | 00:11 | Ultimately the answer is no.
| | 00:13 | There is a feature in Excel called a Macro.
| | 00:16 | A Macro is simply the ability to take a
single step that encompasses many, many steps.
| | 00:22 | Let's start with just a small idea.
| | 00:24 | You're the manager of an HR group, and
what you do occasionally is you review
| | 00:28 | this data like what we're seeing here.
| | 00:30 | And when you flag a cell because you
think it's incorrect or needs adjustment,
| | 00:34 | what you do, and
admittedly this might be overkill.
| | 00:38 | You go to the Home tab;
| | 00:39 | you provide a color
background, let's say yellow here.
| | 00:42 | You might make the font red;
| | 00:44 | make it bold and going overboard a bit,
maybe even going into Borders, Thick Box Border.
| | 00:50 | It's just to illustrate the idea that
we've taken four or five actions here
| | 00:54 | and we like that look.
| | 00:55 | And we like to use it elsewhere too.
| | 00:57 | Now if it's nearby, we could copy the
format, that might not take too long, but
| | 01:02 | we might be a few hundred
rows away at one time or another.
| | 01:05 | Wouldn't it be great if we could simply
hit a keystroke shortcut, or how about a
| | 01:09 | button up in the Quick Access
toolbar at the top of the screen that would
| | 01:12 | achieve that same objective.
| | 01:14 | Well, we could create what's
called a Macro to achieve that effect.
| | 01:19 | Let's take some other just
small examples at least at first.
| | 01:22 | When someone leaves this organization,
what you usually do is not delete the
| | 01:26 | record, because you want to hold onto
it for while but maybe you do like to
| | 01:30 | indicate that someone has left
simply by applying strikethrough.
| | 01:33 | And you can get to strikethrough a
number of ways, but invariably what it means
| | 01:36 | is after selecting the data, you can go
to the Font tab and click the dialog box
| | 01:40 | launcher, or you might press Ctrl+1.
| | 01:43 | In either case, you'll end at Format
Cells, probably on the Font tab and there's
| | 01:48 | a choice called Strikethrough,
you click OK, there it is.
| | 01:53 | Now a bit later, you might discover
there's actually keystroke shortcut
| | 01:57 | for that, its Ctrl+5.
| | 01:58 | Now we don't call that a Macro,
but in a certain sense it is.
| | 02:03 | It's a single action.
| | 02:04 | And in this case, it applies
strikethrough or removes it.
| | 02:08 | In a certain sense we can also make the
case for saying that nearly every button
| | 02:13 | in the ribbon menu
system is like a little macro.
| | 02:16 | If you didn't know how to make a cell
bold, you might have to go, by way of the
| | 02:21 | dialog box launcher or by Right-Clicking
on the cell possibly.
| | 02:24 | Going to Format Cells, Font tab if it's
not already selected and there's Bold.
| | 02:30 | Probably almost nobody does this,
most people learn on day one of Excel,
| | 02:34 | there's a button up there, B, that too
is like a macro, we just don't call those
| | 02:39 | macros but they represent the concept
of a single action that the takes the
| | 02:45 | place of many actions.
| | 02:46 | And let's think a little bit larger here,
what if this list of some 700 rows or
| | 02:51 | so is within a dynamic organization and
there's a lot of growth here, a lot of
| | 02:55 | change, people come and go.
| | 02:56 | What if it's up to you, two or three
times a week to provide updated lists for
| | 03:01 | a number of people?
| | 03:02 | And one of the things you might do
is sort this by department and then,
| | 03:06 | print three copies.
| | 03:08 | And then maybe you sort it by
employee name and print a few more copies.
| | 03:12 | And another thing you do in that
same sequence is apply a filter to show
| | 03:17 | only the hourly people, and you print that
list and send it off to the interested people.
| | 03:21 | And you might imagine a few
other sequences like that.
| | 03:25 | Maybe sorted in different way and
printed, or maybe you apply subtotals and
| | 03:30 | collapse that list and copy it and paste it;
| | 03:33 | and you can imagine any number of
different things that you might be doing
| | 03:36 | with a list like this.
| | 03:37 | Now you probably didn't really time how
long that would have taken, but maybe it
| | 03:41 | takes you ten or twelve minutes and you
do that two or three times a week.
| | 03:45 | If you remember the steps or if you've
written them down, if it's pretty clear
| | 03:49 | to you what those steps are, you could then
activate or turn on what's called a macro recorder.
| | 03:54 | And in the process go through all the
steps that you've gone through manually.
| | 03:58 | And thereafter, since the macro will be
saved, you can simply start the process
| | 04:03 | by clicking a keystroke shortcut and maybe that
ten or 15-minute process takes a half a minute.
| | 04:09 | Printing might take a little bit of
time but otherwise it's extremely fast.
| | 04:14 | And the more you know about the macro
concept, the more you're tuned into the
| | 04:17 | idea that automating certain aspects of
repetitious work is going to be helpful to you.
| | 04:24 | Here's another example.
| | 04:25 | There's a PricingSheet in this workbook.
| | 04:27 | It would be handy if we knew where
the formulas are, and there are couple
| | 04:31 | shortcuts for that already.
| | 04:33 | If you click on a single cell anywhere
in this worksheet, on the Home tab you
| | 04:38 | could go to the Find & Select button on
the right and choose Formulas, and all
| | 04:43 | the formula cells are highlighted.
| | 04:45 | Now if you always want to apply color
when you do that will involve a few more
| | 04:50 | steps, maybe you'll click this drop-arrow
here and you got a particular color
| | 04:54 | you like use there, fine.
| | 04:55 | That's only a few steps, but
that too could be automated.
| | 04:58 | Imagine in any worksheet at any time
if you said, I'd like to know which
| | 05:03 | cells have formulas.
| | 05:04 | Hit a keystroke shortcut and
suddenly we'd see these cells highlighted.
| | 05:08 | Now admittedly, the steps here aren't
that many and you got to go to the Home
| | 05:12 | tab, you got to go to Find & Select,
you've got to select Formulas, and then you
| | 05:16 | got click here and so on.
| | 05:18 | We're not really counting the steps,
but it's interesting how we do find even
| | 05:22 | four and five step sequences
sometimes just a little annoying.
| | 05:25 | A keystroke shortcut would be great here.
| | 05:27 | A companion to this would
take substantially longer.
| | 05:30 | Suppose you say, I'd like to highlight
just the cells that have pure numbers,
| | 05:34 | not the ones with formulas,
but the one with numbers.
| | 05:37 | Process here as you might guess starts
in that same location, Find & Select and
| | 05:43 | then, this time Go To
Special, not quite so obvious.
| | 05:48 | And here, we can choose Constants, but
then we would want to uncheck the box for
| | 05:53 | Text, Logical, Errors, and click OK.
| | 05:58 | And here too, maybe apply a different color.
| | 06:00 | Now, in no way am I saying this
is a shortcut that everybody needs.
| | 06:04 | In other words you have to identify
what repetitious actions that you use
| | 06:09 | frequently are the ones that you
found annoying or the ones that you'd
| | 06:12 | really like to speed up.
| | 06:13 | I think for some people,
these would be really helpful.
| | 06:16 | If you're a worksheet troubleshooting
kind of person, if you find yourself often
| | 06:20 | doing that sort of thing, these steps
here if turned into macros could really
| | 06:24 | save you a lot of time.
| | 06:25 | So the idea of a macro will vary widely
depending upon whose thinking about what
| | 06:31 | those shortcuts are, what
potential shortcuts are really needed.
| | 06:34 | There's so many different ways to
use Excel, but the idea of setting up a
| | 06:38 | process to record our actions, so that
we can then get to them quickly in the
| | 06:42 | future is called a macro and it's an
incredibly powerful tool for Excel users.
| | Collapse this transcript |
| Creating a simple macro| 00:00 | After you have identified a certain
sequence of actions that you would like
| | 00:03 | to automate in the form of a Macro, it's
time to learn how to actually record a Macro.
| | 00:09 | The process has begun already because
you've either written down or you know
| | 00:13 | those steps you want to take.
| | 00:15 | For example, we've decided that it's
really handy to be able to click on a cell
| | 00:19 | here and when it's questionable,
we want to apply a special format.
| | 00:23 | A format that might include using some
of the features on the HOME tab like a
| | 00:27 | background of yellow, a red font and a
few other features as well, we don't want
| | 00:32 | to go through those steps manually each time.
| | 00:34 | So, the process of recording a
macro also begins with this thought.
| | 00:38 | Is the macro we are about to record,
designed only for this workbook or might we
| | 00:43 | want to use it elsewhere?
| | 00:45 | Let's imagine for the moment that
we're only going to use this macro in
| | 00:48 | the current workbook.
| | 00:50 | A bit later we might
change our minds about that.
| | 00:53 | It is something we need to think about
though because certain macros could be
| | 00:56 | used in any workbook.
| | 00:59 | Let's start by going to
the VIEW tab in the ribbon.
| | 01:01 | The right most button, Macros has a
drop arrow, let's click it, and we see the
| | 01:07 | choice Record Macro.
| | 01:10 | And here's a dialog box.
| | 01:12 | We need to give our Macro a name.
| | 01:14 | Ideally it should be a meaningful name,
the name cannot begin with a number, it
| | 01:19 | cannot contain spaces, some
special characters work some don't.
| | 01:23 | It's best to stay away from them.
| | 01:25 | The naming of this macro ideally
would be something like Apply Format or
| | 01:29 | Highlight Cells, something like that.
| | 01:31 | How about Highlight Cells, that's an easy one.
| | 01:33 | Now I cannot put a space in but I can
use either underscore or maybe I'll simply
| | 01:38 | switch case, either way.
| | 01:39 | So underscore is okay,
that's fine, Highlight_Cells.
| | 01:43 | We can give it a longer name if we wanted too.
| | 01:46 | Macros often have keystroke shortcuts
and that's a favorite way, particularly
| | 01:51 | when you're just getting
started with this feature.
| | 01:53 | Long term, sometimes you say, well I've got
so many macros, I forget which one is which.
| | 01:58 | I don't remember the
keystroke shortcut and so on.
| | 02:00 | So at times you might
grow weary of this concept.
| | 02:03 | But what can we choose for a shortcut key?
| | 02:06 | We have only 52 choices, any of the
lowercase letters, any of the uppercase letters.
| | 02:12 | Now if I think C here for cells
sounds like a good idea maybe, but a lot of
| | 02:17 | you now that Ctrl+C, one of the most widely
used keystrokes of all in Excel is for Copy.
| | 02:22 | If we use Ctrl+C for this Macro, we
will no longer be able to use Ctrl+C for
| | 02:27 | Copy, so that isn't a good choice.
| | 02:29 | Do you use Ctrl+H, that means Replace,
well you might, but if you don't, well
| | 02:33 | you could possibly use that one.
| | 02:35 | There might be a tendency
here to use uppercase letters.
| | 02:37 | And all I need to do is hold down the Shift key.
| | 02:41 | So I'm about to use Ctrl+Shift+H. I'm
holding down Shift key right now, pressing
| | 02:46 | the letter H. The word
Shift pops in automatically.
| | 02:49 | Now earlier, I'd mentioned this idea of
using the macro in this workbook only.
| | 02:55 | If that's the choice we will click
the arrow here and choose This Workbook.
| | 02:59 | If you do want a Macro to be available
for all workbooks at all times, you store
| | 03:05 | it in a location called Personal Macro
Workbook and we'll get to that in a bit.
| | 03:10 | This time we're saying the macro we're
writing, at least for awhile, it maybe
| | 03:14 | always will be stored in this workbook.
| | 03:17 | Now there's a description panel here
and for small macros, typically we don't
| | 03:22 | say anything, but longer macros, it's
really helpful to provide a description.
| | 03:27 | And you will find it useful yourself
when you look a Macro that you wrote last
| | 03:31 | year or a while ago, and certainly
others if they happen to be using this macro
| | 03:35 | will want to know what the Macro does.
| | 03:37 | Sometimes the name doesn't do it enough justice.
| | 03:40 | So you can certainly provide a description here.
| | 03:42 | So in this case, the macro is short enough.
| | 03:45 | The macro name itself does a
pretty good job of describing it.
| | 03:48 | We're about to click Okay, but before we do,
let's talk about what is about to happen.
| | 03:52 | When we click OK, we will be in a
mode of recording a series of actions.
| | 03:57 | And so the idea is we want to stay focused.
| | 04:00 | We should know exactly, what it is we want
to do, perhaps we've written down the steps.
| | 04:04 | In a lower left corner of the screen,
in the status bar, we see the word READY,
| | 04:09 | but we're about to see
something else there as we click OK.
| | 04:12 | Now in the lower left corner, there's
a little box next to the word READY.
| | 04:16 | If we slide over it, the pop-up reads A macro
is currently recording, click to stop recording.
| | 04:22 | And we can certainly stop
the process right there.
| | 04:25 | We can also go back by way of the VIEW
tab in the ribbon to the Macros arrow and
| | 04:30 | choose Stop Recording up there as well,
but we're in recording mode right now.
| | 04:34 | So if I'm scrolling up and down here,
that's going to be in the macro.
| | 04:38 | It's practically meaningless, we won't
see it, but the idea is we don't want to
| | 04:42 | be taking actions here
that will be in the macro.
| | 04:45 | Behind-the-scenes, what we don't really
need to get into is the fact that every
| | 04:49 | action we take is actually translated
into the programming language VBA,
| | 04:54 | Visual Basic for Applications, and learning
about that feature takes a good deal of
| | 04:59 | time and requires a different course.
| | 05:01 | In this course, all we need to focus
on is the idea that when you turn on the
| | 05:05 | macro recorder, the steps that you are
recording can be used later instantly
| | 05:10 | with a keystroke shortcut.
| | 05:12 | And ultimately maybe even a new
button in the Quick Access toolbar.
| | 05:16 | So we're in this recording mode right
now, let's apply those features that we
| | 05:20 | want to have happen every time
we use this macro in the future.
| | 05:24 | So we go to the HOME tab and we've
used this recently, so the yellow is still
| | 05:28 | there, we want to use the
fill color yellow, fine.
| | 05:31 | We want to use red font, that's good;
| | 05:33 | we want to make it bold, it's good and
let's say we apply the Border feature as
| | 05:38 | well here, the Thick Box Border.
| | 05:40 | Remember we want that to happen every
time we run this macro in the future.
| | 05:45 | And those are all the steps that we need.
| | 05:47 | The question might have entered your mind;
| | 05:49 | will this work if we highlight
multiple cells? Well, it will.
| | 05:52 | You don't necessarily know that ahead
of time, but it will, and we can use this
| | 05:56 | on one cell or different cells even.
| | 05:58 | So we've essentially recorded all
there is to record, and we're done.
| | 06:02 | So we can end this by either going to
the box in the lower left corner, that's
| | 06:06 | certainly straightforward.
| | 06:08 | Less straightforward but just to show
that it's there, VIEW tab, the arrow for
| | 06:12 | Macros, Stop Recording either way.
| | 06:16 | So we've recorded this.
| | 06:18 | Let's go to a different location,
let's try this Ctrl+Shift+H, it works.
| | 06:23 | Can we try it on a few cells?
| | 06:25 | Again, recognizing the reason we set
this up is because we recognize that some
| | 06:29 | of these cells need to be looked into.
| | 06:31 | I think both of those are incorrect.
| | 06:33 | Maybe Ctrl+Shift+H, looks like the
feature works on multiple cells as well.
| | 06:37 | So I've seen an example here of how
recording a series of actions can easily be
| | 06:44 | executed by pressing that keystroke shortcut.
| | 06:47 | And you will hear the
term Playback, Execute, Run;
| | 06:51 | they all mean the same thing.
| | 06:53 | The idea of making the macro, do what
it needs to do with just a single action.
| | Collapse this transcript |
| Running a macro| 00:00 | When you want to use a Macro, you will
hear the term Playback the Macro, Execute
| | 00:05 | it, Run it, Activate it.
| | 00:07 | The whole idea is you've created a
macro and you want to make it work;
| | 00:11 | make it do what it's supposed to do.
| | 00:13 | And when you're getting started with
Macros, the preferred method tends to be a
| | 00:16 | keystroke shortcut, but
there are other ways as well.
| | 00:19 | Let's create a new macro here and
also consider the idea that sometimes the
| | 00:24 | macro you want to create and then Run
is stored in such a way that it will
| | 00:28 | always be available
regardless of which workbook is open.
| | 00:32 | In this worksheet called PricingSheet,
there are a lot of cells with formulas, a
| | 00:36 | lot of cells with just pure numbers.
| | 00:39 | And let's imagine that we want to
highlight just the cells with numbers.
| | 00:42 | So let's create a macro here, VIEW tab,
drop-arrow or for Macros, choose Record Macro.
| | 00:50 | And we're going to call it something
along the lines of HighlightValueCells.
| | 00:55 | Macro names cannot have spaces, this time it
will just use upper and lower case value cells.
| | 01:02 | Keystroke shortcut, V is the key
letter perhaps, we're thinking of value, how
| | 01:07 | about Ctrl+Shift, I'm holding down
the Shift key as I type the letter V.
| | 01:12 | If we want our macro to be available
in any workbook, in other words if we
| | 01:16 | create this macro and then close the
current workbook, we still want to be
| | 01:20 | able to use this macro.
| | 01:22 | So we don't want to store it in this workbook.
| | 01:24 | The other term that might
surprise you, Personal Macro Workbook.
| | 01:28 | If it were called Global Macro
Workbook, perhaps it might be a little more
| | 01:32 | pertinent in terms of what it means.
| | 01:34 | If you store a macro in this location,
it means that in the future, regardless
| | 01:39 | of which workbook is open, you will
be able to use Run, Activate, Execute,
| | 01:44 | whatever the term you're
using this particular macro.
| | 01:48 | Personal Macro Workbook
might not even exist right now.
| | 01:51 | Ultimately simply by clicking OK and
recording this macro, you are in effect
| | 01:57 | creating this if you haven't already created it.
| | 02:00 | And the name of that will be Personal.XLSB,
its complete name of file extension.
| | 02:06 | That's perhaps a little bit
of trivia but at the same time;
| | 02:09 | I want to emphasize the idea that the
Personal Macro Workbook is a separate workbook.
| | 02:14 | And once you create it and we can
simply do as we're about to do it here by a
| | 02:18 | recording a macro and placing it there,
this workbook is always available in the
| | 02:23 | future regardless of which file is open.
| | 02:27 | It is stored on the
current computer you're using.
| | 02:30 | And so what happens sometimes is you
will want to copy certain macros elsewhere,
| | 02:34 | but we simply want to record this macro
so that it's available to all workbooks.
| | 02:39 | And all we want to do in this macro
is to highlight the cells that have
| | 02:43 | values, so we'll click OK.
| | 02:46 | And the process begins
for this command sequence;
| | 02:49 | go to the HOME tab in the ribbon and
the extreme right button, Find & Select.
| | 02:54 | This is a feature that many people
might use, not everybody, so we always want
| | 02:58 | to be reminded that macros although we
might think of them as being ideal for
| | 03:02 | us, aren't necessarily for everybody.
| | 03:04 | Go To Special, choose the Constants
button and if we're only concerned with
| | 03:09 | numbers here or values, let's uncheck
the box for Text, and Logical, and Errors.
| | 03:15 | And as we click OK, we see
the cells that are highlighted.
| | 03:20 | If we want to make sure that they stay
highlighted by a way of a color, then
| | 03:24 | we'll go to the HOME Tab, the Fill Color
Font, the arrow to the right and choose
| | 03:29 | the color that we think will work
best in this particular example.
| | 03:32 | And we like the light green, maybe a
little bit lighter, something like that.
| | 03:37 | Recognize now that all these cells are
selected and they have color, a slight
| | 03:42 | difference and is not critical.
| | 03:43 | If I click in cell A1, it will no longer
be highlighted, but the color will be there.
| | 03:48 | So that's all we want our macro to do.
| | 03:51 | Every time we execute this macro, we
want to select all the cells that have
| | 03:56 | numbers and apply a light green
background, and then go to cell A1, although we
| | 04:00 | could go to any cell.
| | 04:02 | So we finished recording the macro.
| | 04:04 | We can stop by pointing to the box
just to the left to the word READY in the
| | 04:09 | lower left corner of the screen
in the status bar, Stop Recording.
| | 04:13 | Let's try this in a different worksheet.
| | 04:15 | We got the active cell anywhere here;
| | 04:18 | we want to highlight those value cells
and the keystroke shortcut I used,
| | 04:23 | Ctrl+Shift+V. It works great.
| | 04:25 | What happens if we start to record a few
more macros and a few more and a few more?
| | 04:30 | We probably run out of meaningful
keystroke shortcuts, if the letters were
| | 04:33 | that meaningful, but we might want to be
able to get to our macros in a different way.
| | 04:37 | So I'll also confront this idea.
| | 04:39 | What if we didn't want the macro to run?
| | 04:41 | We ran it by mistake, maybe I did that here.
| | 04:44 | Can we undo a macro?
| | 04:46 | No we can't.Now the Undo arrow might
look active, and you might click the drop
| | 04:50 | arrow here, and if you've just recorded the
action here, you might say, oh, I'll just undo it.
| | 04:55 | Well that takes us back to here.
| | 04:58 | And we can't really undo what happened here.
| | 05:01 | What we did here ultimately was
just to apply color, so we certainly
| | 05:04 | manually could do that.
| | 05:06 | But the idea that you can't
undo a macro is a critical thought.
| | 05:09 | What if your macro deleted data?
| | 05:12 | And I would strongly suggest that
at least for a while, you don't write
| | 05:15 | macros that delete data.
| | 05:17 | You can't just casually say,
well I'll come back and undo it.
| | 05:20 | What you might need to do is
close the file and not save it.
| | 05:23 | What if you've done a lot of
other good things in the meantime?
| | 05:26 | Well you're going to loose all those too.
| | 05:28 | So you want to be really careful with the
idea that you can't undo what a macro does.
| | 05:32 | In other words, you can't reverse the steps
| | 05:34 | Now in this case, lets imagine that I
don't want the color there, we'll just
| | 05:38 | get rid of the color.
| | 05:39 | So I'll highlight the cells and easily
by way of the HOME tab, go to the Fill
| | 05:44 | Color bucket, choose No Fill.
| | 05:46 | Now after doing some other things and
coming back here, now I do want to run my macro.
| | 05:50 | The one that highlights the
number cells, maybe I forgot the
| | 05:54 | keystroke shortcuts.
| | 05:55 | So what do we do, if we
forget a keystroke shortcut?
| | 05:58 | Go to the VIEW tab, choose the drop
arrow for Macros, go to View Macros.
| | 06:04 | I have only one macro here; there it is.
| | 06:07 | I'll click it and we have
the option to the right Run.
| | 06:10 | It certainly isn't fast,
but it's our fallback method.
| | 06:14 | If it's one of those longer macros that
manipulates a lot of data and takes two
| | 06:18 | or three minutes, well we've saved a
good deal of time, no question about it.
| | 06:22 | Here's another thought.
| | 06:23 | What if we want to
change the keystroke shortcut?
| | 06:25 | Once again go back to the same location
on the VIEW tab click the drop arrow for
| | 06:30 | Macros, View macros, here's
the macro we're working with.
| | 06:34 | We go to Options and
change the keystroke shortcut.
| | 06:37 | And this is also where we go, if we
didn't initially have a keystroke shortcut,
| | 06:43 | we can assign it now, or if we
want to delete the keystroke shortcut.
| | 06:47 | Maybe we want to create another macro
that's going to use this shortcut key.
| | 06:51 | And so we see, we can easily change the
keystroke shortcut or add it or delete it.
| | 06:56 | In this case, we don't want
to do any of those things.
| | 06:59 | For certain macros, perhaps like this
one that we think we might want to use
| | 07:03 | often, we can also get to
this in a different way.
| | 07:06 | We can add a button to the Quick Access toolbar.
| | 07:09 | This is the set of buttons typically
above the ribbon in the upper left-hand
| | 07:13 | corner of your screen.
| | 07:14 | It possibly is below the ribbon.
| | 07:16 | No matter, where it is, if you Right-Click
it, you can then choose Customize
| | 07:21 | Quick Access Toolbar.
| | 07:23 | And then in this dialog box called
Excel Options, Choose commands from, click
| | 07:29 | the drop arrow and choose Macros.
| | 07:32 | Now you might or might not be seeing
what I'm seeing here on the screen.
| | 07:36 | Those are system type macros, but
somewhere in here, you should see if you have
| | 07:41 | created a macro, the name of
the macro that you created.
| | 07:44 | There's the one I just created, let's
add this to the Quick Access Toolbar.
| | 07:49 | Maybe you're a little picky and
you say, I don't like that icon.
| | 07:52 | Well, you can come down here and
modify, you've got 181 choices and I don't
| | 07:55 | think anyone of them suggest exactly
what we're trying to do here but I'll
| | 07:59 | just choose a green box. There we go, OK.
| | 08:03 | And as I click OK, look in the upper left
corner of the screen, we now have that icon.
| | 08:08 | We might leave it here for a long, long
time, maybe forever if we use this often.
| | 08:13 | It's going to be there no matter which
workbook is open, provided the next exit
| | 08:17 | from Excel is a normal one, so
it will be there all the time.
| | 08:20 | And whether this workbook is open, it
won't make any difference whatsoever.
| | 08:24 | So we might go over to this worksheet
right here and click this button, it
| | 08:28 | highlights the cells that have numbers.
| | 08:31 | It works easily and dates by the
way are considered values, that's why
| | 08:34 | they're highlighted here.
| | 08:35 | Once again, can I undo?
| | 08:37 | We'll not really to do.
| | 08:38 | I can certainly remove the
colors in other ways here;
| | 08:41 | I can highlight all this data here,
I'll go across here and get rid of
| | 08:45 | the colors that way.
| | 08:46 | It's like I also got rid of the
colors up here, we won't worry about that.
| | 08:50 | But again, it brings back the idea that
you can't really undo what a macro has done.
| | 08:55 | You can certainly take
manual steps to undo the effect.
| | 08:57 | Now there's another
possibility here for running macros.
| | 09:00 | Even though this macro that we just
saw is ideally designed to work in this
| | 09:04 | workbook, that workbook, there could be
situations where you want a macro to run
| | 09:09 | right here by way of a button.
| | 09:11 | And so we could create a button and there
are any number of different ways to do this.
| | 09:15 | One way can be, we can go to the
INSERT tab and go to the Shapes icon for
| | 09:19 | example and I'll just pick one of these
at random, how about a rounded rectangle
| | 09:23 | and I'm just going to
draw this on the screen here;
| | 09:26 | and type in Highlight Number Cells.
| | 09:28 | It doesn't have to match the wordings
exactly of the macro, so Highlight Number Cells.
| | 09:35 | And do all the formatting things
that you might want to do with this.
| | 09:38 | You can make it bold, bigger, all that
sort of thing, not too critical there,
| | 09:42 | but just to show we can do that too.
| | 09:44 | But the key step next would be to
Right-Click here and Assign Macro.
| | 09:50 | So we're going to assign a macro to this button.
| | 09:53 | For the moment we have only one,
there it is right there. We'll click OK.
| | 09:58 | Now we're still in edit mode, we might want to
shrink this, do other things with it, whatever.
| | 10:02 | As we click away from it, in the future,
anytime we slide the mouse over it, we
| | 10:07 | see the pointer finger.
| | 10:08 | This will activate the macro
and what's it going to do here?
| | 10:11 | It highlights the value
cells and makes them green.
| | 10:15 | And so we see one more way to activate a macro.
| | 10:18 | We can also do this with icons and pictures too;
| | 10:21 | this is just a simple example with a shape.
| | 10:23 | So the way we make a macro work, and
again the terms Playback, Run, Execute are
| | 10:28 | all used synonymously is simply to use
a keystroke shortcut, probably the most
| | 10:33 | common way when you're getting started.
| | 10:34 | But ultimately by way of a button in
the Quick Access Toolbar as we saw, and
| | 10:39 | most recently by way of an
icon or a shape on the worksheet.
| | Collapse this transcript |
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ConclusionNext steps| 00:00 | After viewing this course, you
might be saying, what's up next?
| | 00:03 | What else do I need to learn about Excel?
| | 00:06 | If you go to lynda.com, you'll
find many courses on this software.
| | 00:12 | Not only setting up a database,
cleaning up Excel data, working with charts;
| | 00:16 | many of these courses although
identified as Excel 2010 or Excel 2007, most of
| | 00:21 | these features will work the same in Excel 2013.
| | 00:25 | I hope this course had been beneficial to you.
| | 00:27 | Thank you for watching.
| | Collapse this transcript |
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