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Excel 2010 Essential Training
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Maintaining file compatibility


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Excel 2010 Essential Training

with Bob Flisser

Video: Maintaining file compatibility

One great thing about Excel 2010 is that the file format hasn't changed from the 2007 version. The four letter .XLSX file format of Excel 2010 is the same format used by Excel 2007 and also by Excel 2008 on the Mac. Now, this is different from the three letter .XLS format of older versions of Excel, that is 97 to 2003. Even so, there is formatting that you can apply in Excel 2010 that won't be fully recognized in Excel 2007.
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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Excel 2010 Essential Training
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Computer Skills (Windows) Spreadsheets Teacher Tools Education Student Tools
Software:
Excel
Author:
Bob Flisser

Maintaining file compatibility

One great thing about Excel 2010 is that the file format hasn't changed from the 2007 version. The four letter .XLSX file format of Excel 2010 is the same format used by Excel 2007 and also by Excel 2008 on the Mac. Now, this is different from the three letter .XLS format of older versions of Excel, that is 97 to 2003. Even so, there is formatting that you can apply in Excel 2010 that won't be fully recognized in Excel 2007.

Now at some point, it's only a matter of time that you will need to share files with someone using an older version. So the info I give you in this movie will hopefully save you some headaches down the road. Now if we take a look here, we've got these little icons here. These are from conditional formatting. We also have SmartArt down there. We'll take a look at conditional formatting and SmartArt a little bit later. But these particular icons were introduced in 2010. So if you were to open up this file in Excel 2007, these icons wouldn't even be visible, but the SmartArt would be completely visible.

If you try to open this document up in Excel 2003, well, you might not be able to open it at all. If you were able to open it, not only will these icons not be there, but the SmartArt will just be a regular old graphic. So let's see how we can see this down to the 2003 version. Well, we'll go to Backstage View. So I'd go up here, and click the File tab. Then down over here choose Save & Send. Under File Types, choose Change File Type. Well, we want to change it to the 97-2003 Workbook. All those versions in the same format, choose that.

Now over here click Save As. Now we can save this as Excel 97-2003. I don't know about you, but I think that's just way too many steps to get to this version. So just cancel that. An easier way is on your keyboard, just press the F12 key. The F12 key immediately brings up the Save As dialog box. That will work in all of the Office programs in just about any version you can think of. So now what we have to do is click the Save As Type and now choose Excel 97-2003.

Well, let's call this, instead of current format, let's change the file name. We'll call this current format 2003, just so we know what that is, and click Save. Now this pop-up comes up. I'm just going to stretch this out here a little bit. This tells us that the conditional formatting won't survive the trip. You can see this Significant loss of functionality. This tells us that some of these things simply will be removed, some of the things will not be editable, some cells, you can read this. Down here, we have Minor loss of fidelity.

You might wonder, all right, well, where are all these things? If you click Find, it will select. Let me just hit F12 again. Go back, and we'll call this again current format 2003 and Save. The same pop-up comes up. So any of these, you can click Find, and it will select exactly what it is that is going to cause a problem. So, someone who opens this in Excel 2003, they won't see the conditional formatting. It tells us the SmartArt won't be editable.

That'll be converted to regular shapes. All of these we went over. Now let's do this. Let's throw caution to the wind and I say that's fine, we'll deal with it. So click Continue. Now that goes away, and you see this tells us that in it's current format 2003.xlsx. The worksheet looks fine. We can see the icons. We can click the SmartArt. We have this little pop-up. As I said, we'll talk about SmartArts some more. Well, what's the difference? The reason is that we still have it open. Well, let's close it. You can either press Ctrl+F4 or click your Close button. Let's go back to Backstage View, back to Recent, and here is the file we just saved, current format 2003, three letter extension, XLS, click it.

Now you see on top, it shows us we're in Compatibility Mode. Now you can see those icons are gone. And the SmartArt, if you click this, you have regular shape editing. It's really not fully editable. Now, let's open another file. I'm just going to press Ctrl+O to bring up my File > Open. We have this older format workbook, and open that up. You see this. We even have an older header on top and this also shows us Compatibility Mode. So this is an older format.

Now what if we want to save this up to the newer version? Well, the same thing. We can go to File and we can choose Save As, or press F12. And because this is 2003, we can click this and I'll save this as a regular Excel Workbook with a four letter extension. Now let's call this an upgraded format workbook. Click Save. It still says it's Compatibility Mode. So if we close it, go back to Recent and reopen it, now it's no longer in Compatibility Mode.

This is now fully editable and we can do anything with this, as though we created it in Excel 2010. So this may seem a little confusing at first, but there are so many installations of older versions of Excel still in use. You really want to be aware of what you can and cannot do and how you can get from one version to another in Excel. You're going to be a lot happier.

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